Database basics - overview
Database basics	 1 of 7

Overview

A database is a tool for storing and organizing information--like a card file or filing system.  You can include up to 32,000 records in a Works database.

Related information

Lesson:  Introducing the database


When to create a database
Database basics	 2 of 7

When to create a database

If the information you want to work with can be organized into categories, then you can create a database to store, retrieve, organize, and summarize the information.  Examples of common databases include phone books, catalogs, employee records, mailing lists, stock market reports, and inventory lists.

Note:  If you need to perform a lot of financial or statistical analysis, for example, prepare a loan schedule, monitor a budget, track your investments, or project sales, then you should create a spreadsheet rather than a database.

Related information

Creating a spreadsheet


Common database terms
Database basics	 3 of 7

Common database terms

Before you begin creating your database, it is helpful to understand the terminology that is commonly used to refer to parts of a database.


Looking at a database
Database basics	 4 of 7

Looking at a database

You can work with information in your database one of two ways:  either in form view or list view.  Since both views contain the same information, you can work in whichever view you prefer. You can switch between views quickly and easily.

Working in form view is like working with index cards or business forms.  You see the information about one person or item one form--or record--at a time.  In form view, you can position and rearrange fields anywhere you want.  For example, you may want to design a form to match a printed form, or create a form from scratch.  You can also add titles or explanatory text called labels.  Although you can only see one record at a time, you usually can see all the fields in your database.

more...


Looking at a database, cont.
Database basics	 5 of 7

Looking at a database, cont.

Working in list view is like working in a spreadsheet.  Information is displayed in a grid of rows and columns.

Work in list view when you want to see or work with more than one record at a time.  For example, you may want to copy or move a group of records, change the order of records in your database, or look at records you have selected to display or print.  In list view, you can see many records at once but you usually can't see all of the fields in your database at the same time.


Parts of the windows
Database basics	 6 of 7

Parts of the windows

Click the colored text to learn more about different parts of the windows.  If you are working in form view, Works looks like this...

more...


Parts of the windows, cont.
Database basics	 7 of 7

Parts of the windows, cont.

If you are working in list view, Works looks like this...

Related information

Changing the screen display

Working with windows


Text - overview
Text	 1 of 3

Overview

Text is any set of characters that Works does not interpret as a number or formula. You can move and format text, but you cannot perform calculations on text.

Related information

Numbers

Formulas

Dates and times


Entering text
Text	 2 of 3

Entering text

When you enter text into your database, Works inserts a quotation mark before the entry in the formula bar.  This indicates that Works has interpreted the entry as text--not a number or formula.  Text entries can include numbers as well as letters or words.

Some entries that you might think of as text, such as dates and times, are stored as numbers.  This is so you can use them in formulas to determine how much time has elapsed.  For example, you can create a formula that computes how many days a payment is overdue.

more...


Entering text, cont.
Text	 3 of 3

Entering text, cont.

If you enter text that is longer than the width of the field, Works displays as much of the text as possible.  Even though all the text you enter may not be displayed, it is still stored in the field.

How to

Enter text in form view

Enter more than one line in form view

Enter text in list view

Related information

Editing an entry


Formulas - overview
Formulas	 1 of 7

Overview

You can use formulas to enter information into a field, to determine the contents of a field based upon the contents of another, and to perform complicated calculations automatically.

Related information

Functions


What is a formula?
Formulas	 2 of 7

What is a formula?

A formula is an equation you type that determines the value of entries in a field.  A formula always begins with an equal sign (=) and can contain:

more...


What is a formula?, cont.
Formulas	 3 of 7

What is a formula?, cont.

Most often you use a formula to enter information that is not likely to change into all records of your database, or to calculate the contents of a field based on the contents of another.

Using a formula to enter information that is not likely to change:

	Before   After
For example, if most of your clients live in New York, instead of typing NY many times in the State field, you can enter the formula ="NY.  Each time you enter information in a new record, Works automatically enters NY in the State field.  If a few clients live in other states, you can still type the other state names in the State field.

more...


What is a formula?, cont.
Formulas	 4 of 7

What is a formula?, cont.

Using a formula to calculate the contents of one field based on another:

	Before   After

If you enter the formula =Subtotal+Tax in the Total Due field, Works adds the value in the Subtotal field to the value in the Tax field and then enters the result in the Total Due field.

more...


What is a formula?, cont.
Formulas	 5 of 7

What is a formula?, cont.

Using a formula to keep a running total or insert an incrementing value:

	Before   After
If you type a field's own name in its formula, Works calculates using the value from the entry in the previous record.  For example, if you type a starting balance of $500.00 and then type the formula =Balance-Check+Deposit as the next entry in the Balance field, Works calculates the new balance using the previous balance above.  This is how you can keep a running total.

Related information

Background:  How Works evaluates a formula

Functions


Entering a formula
Formulas	 6 of 7

Entering a formula

Each field can have only one formula.  When you type information into a new record, Works uses the formula to calculate and enter a value in the appropriate field.  If you type a formula into a field that already contains entries, the formula only applies to new records or records that do not contain entries in that field.

	Example in list view   Before   After
How to

Enter a formula in form view	Clear a formula in form view

Enter a formula in list view	Clear a formula in list view

Related information

Background:  How Works evaluates a formula

Using dates or times in formulas


Inserting a field name into a formula
Formulas	 7 of 7

Inserting a field name into a formula

When you are working in list view, you can enter a field name into a formula either by typing it or by having Works insert it for you.

Example:  Instead of typing Commission Rate or Sale Price in this formula, just click anywhere in the field and Works inserts the field name in the formula for you.

How to

Insert a field name into a formula

Related information

Functions


Functions - overview
Functions	 1 of 3

Overview

A function is a built-in calculation you can use in a formula to perform a complicated calculation easily.  You can use functions to save time when you type formulas.

For information on using functions in a report, see Changing the Summary Information.  For a description of all the functions you can use in Works, see the Function Reference.

Related information

Changing the summary information

Formulas

Function reference


Using functions
Functions	 2 of 3

Using functions

In form view and list view, you can use functions in a formula to determine the value in a field based on other entries in the same record.

	Example in list view   Before   After
In this example, notice that the function AVG computes the average of the scores in one record.  If you want to apply a function to all entries in a field, for example to find out the average score for Test 1, then you need to create a report.

more...


Using functions, cont.
Functions	 3 of 3

Using functions, cont.

A few things to remember:

Most often a function consists of the function name followed by arguments--the information the function uses in its calculations.

Note that:

The arguments must be separated by commas.

The arguments must be enclosed in parentheses ().

An argument must be a field name, number, or an equation that results in a number.

Some functions, such as FALSE(), have no arguments.

How to

Use a function in a formula

Related information

Creating a report	Formulas

Editing an entry	Function reference


Headers and footers - overview
Headers and footers	 1 of 7

Overview

To add text that prints at the top or bottom of every page, such as titles, dates, times, or page numbers, you can create headers and footers.

Related information

Changing the page layout


Creating headers or footers
Headers and footers	 2 of 7

Creating headers or footers

You can create a one-line header or footer that will print at the top or bottom of every page of your database.

When you create a header or footer, you can use codes to change the alignment of text or to have Works automatically insert the filename, page number, or current date or time.  Until you change the alignment, Works automatically centers headers and footers.

more...


Creating headers or footers, cont.
Headers and footers	 3 of 7

Creating headers or footers, cont.

To	Type this code

more...


Creating headers or footers, cont.
Headers and footers	 4 of 7

Creating headers or footers, cont.

To	Type this code

more...


Creating headers or footers, cont.
Headers and footers	 5 of 7

Creating headers or footers, cont.

To	Type

Notes:

The text of a header or footer is not displayed in your document, but you can see it when you preview or print your database.

If you number the pages, you can set the starting page number.  For example, if you want to combine several documents into one document, you can set the starting page number for each document so that the pages are numbered consecutively.

How to

Create a header or footer	Delete a header or footer

Change the starting page number


Adjusting header and footer margins
Headers and footers	 6 of 7

Adjusting header and footer margins

After you have created a header or footer, you may want to adjust the header or footer margins so that you can change where the header or footer prints on the page.

How to

Adjust the header or footer margin

Related information

Adjusting page margins


Printing headers and footers
Headers and footers	 7 of 7

Printing headers and footers

Unless you specify otherwise, Works prints a header or footer on every page of your document.  However, you can choose to print the first page of your document without a header or footer.

If you do not want a header or footer to print on any of the pages, you need to delete the header or footer.

How to

Print without a header or footer on the first page

Delete a header or footer


Changing the page layout - overview
Changing the page layout	 1 of 5

Overview

You can change the layout of information on each page of your printed document by changing the margins, inserting your own page breaks, or changing the page size and orientation.

Related information

Lesson: Page layout and printing

Printing a form

Printing a list


Adjusting page margins
Changing the page layout	 2 of 5

Adjusting page margins

You can control the amount of space between the edge of the page and printed text by increasing or decreasing the margins.  If you have created headers or footers, make sure that the header margin is smaller than the top margin and that the footer margin is smaller than the bottom margin.

How to

Adjust page margins

Related information

Adjusting header and footer margins


Inserting and deleting page breaks
Changing the page layout	 3 of 5

Inserting and deleting page breaks

You can change the amount of information printed on a page by manually inserting page breaks. When you insert a page break, Works adjusts the other page breaks in the document.

In form view, Works automatically inserts a page break between each record but you can change the setting so that page breaks are only inserted when there is enough text to fill a page.

In list view, Works automatically inserts a page break when there is enough information to fill a page.  You can change where the page breaks fall by inserting your own horizontal or vertical page breaks.

more...


Inserting and deleting page breaks, cont.
Changing the page layout	 4 of 5

Inserting and deleting page breaks, cont.

When printing a large database in list view, pages are divided and printed in the order shown below.

Page breaks you set in form view do not affect page breaks in list view and vice versa.

How to

Print more than one record on each page in form view

Insert a page break in form view

Delete a page break in form view

Insert a page break in list view

Delete a page break in list view

Related information

Printing a form	Printing a list


Changing page size and orientation
Changing the page layout	 5 of 5

Changing page size and orientation

You can print your database on paper of different sizes and in portrait (vertical) or landscape (horizontal) orientation. Until you change the setting, Works is set to print on letter-size (8.5-by-11-inch) paper in portrait orientation.

Note:  Not every printer can print text in landscape orientation. If you are not sure about your printer, check your printer manual.

How to

Change the page size

Change the page orientation

Related information

Printing a form	Printing a list


Previewing - overview
Previewing	 1 of 1

Overview

You can see each page exactly as it will appear when printed by previewing your document.  Margins, page breaks, and headers and footers are all in place.

How to

Preview a document

Related information

Changing the page layout


Printing a form - overview
Printing a form	 1 of 8

Overview

When you print from form view, you have these options...

Although you can print all records in form view, you may prefer to do this in list view where records are printed in rows and columns.  If you want to group records or have Works calculate subtotals or summary information, then you should create a report.

Related information

Printing a list	Report basics


Printing one record
Printing a form	 2 of 8

Printing one record

If you print from form view and do not change any settings, Works prints the currently displayed record with labels, field names, and entries (excluding field lines).

more...


Printing one record, cont.
Printing a form	 3 of 8

Printing one record, cont.

You can also choose to print with field lines if you prefer.  If you want to change the margins, page size, or orientation (for example, to print sideways), see Changing the Page Layout.

How to

Print one record

Related information

Changing the page layout

Choosing a printer

Previewing


Printing all records
Printing a form	 4 of 8

Printing all records

If you choose to print all of the records in your database, Works prints them in the order that they appear in your database.  Works will not print any hidden records or records that are not displayed after a search or query.

Unless you insert manual page breaks, Works inserts a page break between each record.  You can also choose to print only the entries instead of all items (labels, field names, and entries) on the form.

more...


Printing all records, cont.
Printing a form	 5 of 8

Printing all records, cont

If you want to	Before printing
Find and print all records that have one item in common, such as a Zip Code or state name	Choose the Find command to locate them; see Finding Records.
Find and print all records that have more than one item in common or that have a range of items in common	Define a query; see Querying.
Hide only a few of the records	Highlight them and then choose the Hide Record command; see Hiding Fields and Records.
Change the order in which the records are displayed and printed	Change the sort order; see Sorting Records.
more...


Printing all records, cont.
Printing a form	 6 of 8

Printing all records, cont.

If you want to	Before printing
Add text that prints at the top or bottom of every page	Create a header or footer; see Headers and Footers.
Change the margins, page size, orientation (to print sideways), or page breaks	Change the layout; see Changing the Page Layout.
How to

Print all records

Related information

Changing the page layout

Choosing a printer

Finding records

Headers and footers

Hiding fields or records

Querying

Previewing

Sorting records


Making it look better
Printing a form	 7 of 8

Making it look better

You can simplify the look of your form by hiding field names and by sliding fields to the left so that extra space between fields is removed.

more...


Making it look better, cont.
Printing a form	 8 of 8

Making it look better, cont.

When you slide a field to the left, you won't see the change until you preview or print your form.  Works leaves 2 pixels of space between fields.

How to

Hide or display a field name

Slide a field to the left

Related information

Changing information appearance

Changing the page layout


Printing a list - overview
Printing a list	 1 of 4

Overview

When you want to print all of the displayed records in your database, you'll most often print from list view.  However, if you want to group records or have Works calculate subtotals or summary information, then you should create a report.

Related information

Printing a form

Report basics


Printing a list
Printing a list	 2 of 4

Printing a list

When you print from list view, Works prints the records in the order that they appear in your database.  Works will not print any hidden records or records that are not displayed after a search or query.  When there is enough information to fill up a page, Works automatically inserts a page break

more...


Printing a list, cont.
Printing a list	 3 of 4

Printing a list, cont.

If you want to	Before printing
Find and print all records that have one item in common, such as a Zip Code or state name	Choose the Find command to locate them; see Finding Records.
Find and print all the records that have more than one item in common or that have a range of items in common	Define a query; see Querying.
Hide only a few of the records	Highlight them and then choose the Hide Record command; see Hiding Fields and Records.
Change the order in which the records are displayed and printed	Change the sort order; see Sorting Records.

more...


Printing a list, cont.
Printing a list	 4 of 4

Printing a list, cont.

If you want to	Before printing
Add text that prints at the top or bottom of every page	Create a header or footer; see Headers and Footers.
Change the margins, page size, orientation (to print sideways), or page breaks	Change the layout; see Changing the Page Layout.
How to

Print in list view

Related information

Changing the page layout

Choosing a printer

Finding records

Headers and footers

Hiding fields or records

Querying

Previewing

Sorting records


Sharing information with other applications - overview
Sharing with other applications	 1 of 5

Overview

When you work in Windows, you can share information between applications.  You can use information from your Works database with other applications, or open other application files from within Works.

Related information

Copying information

Moving information


Copying to another application
Sharing with other applications	 2 of 5

Copying to another application

You can copy information from your database to another Windows application.

When you copy to another application, the formatting and the results of formulas are copied, not the formulas themselves.  If you copy to Microsoft Word for Windows, each entry is separated from the next by a tab mark ( [image]) and each record ends with a paragraph mark ( [image]). If you copy to Microsoft Excel, each field becomes a column and each  becomes a row.

How to

Copy to another application

Related information

Lesson: Sharing information


Moving to another application
Sharing with other applications	 3 of 5

Moving to another application

You can move information from your database to another Windows application by cutting it from Works and then pasting it to the application you want.

When you move information to another application, the formatting and the results of formulas are pasted, not the formulas themselves.  If you paste to Microsoft Word for Windows, each entry is separated from the next by a tab mark ( [image]) and each record ends with a paragraph mark ( [image]). If you copy to Microsoft Excel, each field becomes a column and each record becomes a row.

How to

Move information to another application

Related information

Lesson: Sharing information


Saving a database for another application
Sharing with other applications	 4 of 5

Saving a database for another application

You can save a Works database as a text or dBASE file so that it can be used with other applications.

When you save a file as a text or dBASE file, only the results of formulas are saved, not the formulas themselves.  Styles you applied to the entries, such as bold, italic, and underline, are not preserved.

You can save a text file with either commas or tabs separating the entries.  Which option you should choose depends upon the format the other application will accept.

How to

Save a database as a dBASE file

Save a database as a text file

Related information

Lesson: Sharing information


Opening files from other applications
Sharing with other applications	 5 of 5

Opening files from other applications

You can open another application's database in Works as long as the file was saved as a text (ASCII) file.  You can also open files you created with dBASE.

When you open a database file saved as a text file, only the results of the formulas, not the formulas themselves, are displayed.  Works recognizes fields separated by either commas or tab marks ( [image]), and records separated by paragraph marks ( [image]).

How to

Open a dBASE file

Open a text file from another application

Related information

Lesson:  Sharing information


Changing the screen display - overview
Changing the screen display	 1 of 4

Overview

You can control what is displayed on your screen by hiding some of the screen elements Works initially displays.

Related information

Arranging windows


Hiding the Toolbar or status bar
Changing the screen display	 2 of 4

Hiding the Toolbar or status bar

Depending on your preference, you may choose to hide the Toolbar or status bar so that you have more available screen space to view your document.

How to

Hide or show the Toolbar

Hide or show the status bar


Hiding field lines in form view
Changing the screen display	 3 of 4

Hiding field lines in form view

Until you make a change, Works displays field lines.

However, you can hide field lines if you do not want them to appear on your screen.  Hiding or showing field lines on your screen does not affect your form when you print.  You can control whether or not the field lines print by choosing the Print Field Lines check box in the Page Setup & Margins dialog box.  For more information, see Printing a Form.

How to

Hide or show field lines

Related information

Printing a form


Changing the screen display in list view
Changing the screen display	 4 of 4

Changing the screen display in list view

In list view, you can choose to display or hide the gridlines.  You can also divide the window into as many as four sections, called panes, so that you can view different parts of your database at the same time.  For example:

	Before   After
How to

Hide or show gridlines	Move between panes

Divide a window into panes	Remove the panes


Creating a database in form view - overview
Creating a database in form view	 1 of 6

Overview

If you want to work with one record at a time, create your database in form view, where information is displayed as if you are working with printed forms or index cards.  If you want to see several records at once, create your database in list view, where information is displayed in a grid of rows and columns--similar to a spreadsheet.

Related information

Lesson:  Creating a database

Creating a database in list view


Creating a database
Creating a database in form view	 2 of 6

Creating a database

When you choose the Database tool, Works displays a blank form in form view titled Data1.  You can immediately begin typing the names of the fields you want in your database.  You can also add labels to your form.  For example, you may want to add a title, notes, or instructions.

If you switch to list view, the same field names are displayed as column headings.  Labels are not displayed in list view.

more...


Creating a database, cont.
Creating a database in form view	 3 of 6

Creating a database, cont.

	Example   Form view   List view

Soon after creating your database, you'll probably want to rename it.  For example, you may want to save this database as SYMPHONY.WDB instead of DATA1.WDB. Thereafter, save frequently to protect your work.

How to

Create a new database	Name and save

Create a label	Switch to list view

Create a field

Related information

Opening and closing documents


Entering information in a form
Creating a database in form view	 4 of 6

Entering information in a form

Once you have created fields for your database, you can type the information you want to enter in each field.  Entries can be text, numbers, dates, times or formulas.  In form view, you can change the field height so that you can display more than one line in a field.

Note:  For information on entering a series of dates or numbers, such as days in a month or part numbers in an inventory database, see Dates and Times or Numbers.

How to

Enter information	Enter more than one line

Related information

Dates and times	Numbers

Editing an entry	Text

Formulas


Changing a form
Creating a database in form view	 5 of 6

Changing a form

Changing a form means changing those things that affect the design of your form--not the information itself.  You can change a label, a field name, a field's size, or the arrangement of labels and fields on your form.

more...


Changing a form, cont.
Creating a database in form view	 6 of 6

Changing a form, cont.

If your form has many fields, you can simplify its appearance by hiding some of the field names.

	Example   With field names   Field names hidden   With labels
Note:  If you change the name of a field, you'll see the change in both form view and list view.  All other design changes apply to form view only.

How to

Change the field size	Edit a label or field name

Delete a field 	Hide a field name

Delete a label 	Reposition a label or field

Related information

Editing an entry 	Removing entries


Adding entries - overview
Adding entries	 1 of 5

Overview

There will be times when you want to add new information to your database.  For example, if you have a mailing list database and you want to enter all the information about a new customer, you'll add a new record.  If you just want to add a category, such as Business Phone, you'll add a new field.

Since both form and list view display the same information, you only need to add a field or record to one of the views.  Although the methods are similar, they vary slightly depending on which view you are in.  (To add more than one field or record at a time, work in list view.)

Related information

Entering information in a form	Editing an entry

Entering information in a list


Adding a record
Adding entries	 2 of 5

Adding a record

You can add a new record to your database in one of two ways.  If your records are organized alphabetically or numerically, it is easiest to move to the end of your database, type the new information in the first available blank record, and then resort the database.  However, you can also first move to the place where you want the record to appear, insert a blank record, and then type the new information.

	Inserting a  record in list  view   Before   After
more...


Adding a record, cont.
Adding entries	 3 of 5

Adding a record, cont.

When you add a record in one view it appears in the same place in the other view.  For example, if you add a record to the end of your database in form view it will appear at the end of the database when you switch to list view.

How to

Add a record at the end of your database

Insert a record in form view

Insert a record in list view

Sort records

Related information

Entering information in a form

Entering information in a list

Moving information

Sorting records


Adding a field in list view
Adding entries	 4 of 5

Adding a field in list view

There are two ways you can add a field to your database in list view. If you want to add a field following the others you've created, move the highlight to the next empty column and assign a field name.  If you want to add a  field between two others, move the highlight where you want the field located, insert the new field, and then assign a field name.

	Inserting a  field   Before   After
How to

Insert a field

Assign a field name

Related information

Entering information in a list


Adding a field in form view
Adding entries	 5 of 5

Adding a field in form view

To add a new field to your database in form view, move the insertion point to the place where you want to insert the field, and then type a name followed by a colon--just like you did when you first created your database.

	Adding a field   Before   After
How to

Add a field

Related information

Entering information in a form

Changing a form


Removing entries - overview
Removing entries	 1 of 4

Overview

There are two ways you can remove information from your database:  clearing and deleting.  Clearing removes an entry but retains the formatting so that new information you type has the same format as the other entries in the field.  Deleting removes an entire field or record.

You can clear or delete information in form or list view.  Since both views display the same information, you only need to clear or delete the information once.

Related information

Editing an entry


Clearing
Removing entries	 2 of 4

Clearing

There may be times when you want to remove information in your database without deleting entire fields or records.  For example, suppose a customer moves without leaving a forwarding address.  You could highlight the old address and clear it from your database, leaving the other customers' addresses intact.

	Example in list view   Before   After
more...


Clearing, cont.
Removing entries	 3 of 4

Clearing, cont.

Clearing removes information but retains the formatting, so that when you type a new entry it will have the same format as the rest of the entries in that field.

The only way to clear an entry based on a formula is to clear the formula.  When you clear a formula, you clear all of the resulting entries in that field.

To clear more than one entry, field, or record at a time, work in list view.

Important:  You cannot recover cleared information.

How to

Clear an entry in form view

Clear an entry in list view

Clear a formula in form view

Clear a formula in list view

Related information

Editing an entry


Deleting
Removing entries	 4 of 4

Deleting

If you want to remove entire fields or records from your database, you can delete them.  To delete more than one field or record at a time, work in list view.  Important:  You cannot recover deleted information.

	Example in list view   Before   After
How to

Delete a field in form view

Delete a field in list view

Delete a record in form view

Delete a record in list view

Related information

Editing an entry	Finding records


Dates and times - overview
Dates and times	 1 of 8

Overview

You can enter dates and times to keep track of events, or use them in formulas to determine elapsed time.

Related information

Changing the number format


Entering and formatting dates and times
Dates and times	 2 of 8

Entering and formatting dates and times

You can enter a date or time using any of the formats shown below...

When you enter a date or time, Works stores the date or time as a number.  This is so you can use the date or time in a formula to perform calculations--for example to find out the number of days or hours in a project.  You also establish the format Works uses to display any other date or time entries you type in that field.

more...


Entering and formatting dates and times, cont.
Dates and times	 3 of 8

Entering and formatting dates and times, cont.

However, if you enter the date or time in a format Works does not recognize or a date outside the range of January 1, 1900 through June 3, 2079, Works stores the date or time as text.  You cannot perform calculations on text entries.

For more information on how Works evaluates dates or times, see Background:  Dates or Background:  Times.

For information on adding the date or time automatically when you print your document, see Headers and Footers.

How to

Enter the date or time

Change the date or time format

Related information

Background:  Dates

Background:  Times

Headers and footers


Using dates or times in formulas
Dates and Times	 4 of 8

Using dates or times in formulas

You can determine the number of elapsed days, hours, or minutes using dates or times in formulas.  For example, you could use the formula shown below to determine the number of days in a project.

	Before   After
When possible, it is best to type the formula using fieldnames rather than the dates themselves (=Finish-Start instead of ='10/29/91'-'10/1/91').  Then, if you change a date, you won't have to update the formula.

If you want to use a specific date in a formula, use the day/month/year short form and enclose the date with single quotation marks.  Example:  =Finish-'10/1/91'

more...


Using dates or times in formulas, cont.
Dates and Times	 5 of 8

Using dates or times in formulas, cont.

If you want to determine the number of minutes or hours in a project, use times in your formula.

	Before   After
To figure out the number of hours, multiply Finish-Start by 24 (the number of hours in a day).  For more information, see Understanding Times.

If you want to use a specific time in a formula, use the hour:minute:second 12-hour form and enclose the time with single quotation marks.  Example:  =Finish-'8:00:00 AM'

How to

Enter a formula

Related information

Background:  Dates	Formulas

Background:  Times	Date and time functions


Inserting the current date or time
Dates and times	 6 of 8

Inserting the current date or time

Instead of typing the current date or time, you can have Works insert it.  You can either insert a current date or time that is never updated or one that is automatically updated every time you open the database.

	Insert an updating date   Before   After
Note:  In the example above, today's date and the number of days overdue is always updated to reflect the current date.

How to

Insert the current date or time

Insert an updating date or time

Change the date or time format


Entering a series of dates
Dates and times	 7 of 8

Entering a series of dates

You can automatically enter a series of numbers or dates in your database.  For example, you may want to enter a series of dates in a research project. A series can be units of:

more...


Entering a series of dates, cont.
Dates and times	 8 of 8

Entering a series of dates, cont.

In addition, you can specify a Step By value that determines the increment for the series.  For example, a Step By value of 10 with a starting value of 1/1/1960 and a unit of Year creates this series:

You can use any of the date formats Works recognizes.  To change to another format, see How to Change the Date or Time Format.

How to

Enter a series

Change the date or time format

Related information

Entering a series of numbers


Editing an entry - overview
Editing an entry	 1 of 3

Overview

Editing is the process of changing information you've entered in your database. For example, you are editing whenever you update information or change a misspelled word, an incorrect number, or a formula.

You can edit information in form or list view. Since both views display the same information, you only need to edit the information once.

Related information

Adding entries	Changing a form

Removing entries	Changing a list


Replacing an entry
Editing an entry	 2 of 3

Replacing an entry

If an entry is short, it may be easier to replace it rather than edit it in the formula bar.  Just highlight the entry you want to change, and type the new entry.  As you type, the new information replaces the old entry.

You don't have to format the new entry--it is displayed in the same format as the rest of the entries in the field (in this case, underlined).

How to

Replace an entry

Related information

Removing entries


Editing part of an entry
Editing an entry	 3 of 3

Editing part of an entry

If an entry is long and you just want to change a character or two, it is usually faster to edit it rather than retype the entire entry.  Just highlight the entry you want to revise, and then edit it in the formula bar.

How to

Edit part of an entry

Related information

Keys for editing in the formula bar

Removing entries


Highlighting information - overview
Highlighting information	 1 of 3

Overview

Before you view, enter, or edit information, you need to select the information you want to work with.  In most cases a selection appears to be highlighted.

Related information

Moving within a database


Highlighting in a form
Highlighting information	 2 of 3

Highlighting in a form

Before you view, enter, or edit information, you need to select the record, field, or label you want to work with.  In most cases, a selection appears to be highlighted.  The exception is an entire record--the one you are working with is always selected.

	Examples   Label   Field name   Field entry
How to

Highlight a field name, entry, or label

Move to a record

Related information

Keys for moving within form view


Highlighting in a list
Highlighting information	 3 of 3

Highlighting in a list

Before you view, enter, or edit information, you need to select the information you want to work with.  In list view you can select one or more entries, or an entire field, record, or database.  A selection appears to be highlighted.

	Examples   One entry   Several entries   Field   Record   Database
How to

Highlight one entry	Highlight a record

Highlight several entries	Highlight the entire database

Highlight a field

Related information

Keys for moving within list view


Changing information appearance - overview
Changing information appearance	 1 of 4

You can change the font, style, and alignment of information.  Do this to give your form or list a polished appearance and make it easier to read and understand.

Related information

Lesson:  Formatting records

Changing the number format

Entering and formatting dates and times


Changing the font and size
Changing information appearance	 2 of 4

Changing the font and size

When you change the font you use to display or print your form or list, the change applies to all information in that view.  You can use up to two different fonts for your database--one for form view and another for list view.

	Examples   Courier 9 pt   Helv 9 pt   Tms Rmn 9 pt
Note:  The fonts available to you are determined by the printer you are using.  If it is important to you that the width of characters is exactly the same for both text and numbers, choose a non-proportional font.  However, proportional fonts are generally more pleasing to the eye.

How to

Change the font and size

Related information

Background:  Fonts	Choosing a printer


Changing the alignment
Changing information appearance	 3 of 4

Changing the alignment

You can align information to the left, right, or center.  Until you make a change, text is left-aligned and numbers are right-aligned.  This is called General alignment.  When you change the alignment, it affects all entries in a field.

Note:  In General alignment, phone numbers and addresses are left-aligned because they contain characters (parentheses, spaces, and hyphens) Works does not recognize as text.  Dates are right-aligned because they are stored as numbers.

How to

Change the alignment

Related information

Background:  Dates

Protecting a database


Changing the style
Changing information appearance	 4 of 4

Changing the style

You can emphasize headings and make it easier to distinguish between different kinds of information by varying the style of information in your form or list.  When you change the style, it affects all entries in a field.

How to

Change the style

Related information

Protecting a database


Creating a database in list view - overview
Creating a database in list view	 1 of 5

Overview

If you want to see several records at once, create your database in list view, where information is displayed in a grid of rows and columns--similar to a spreadsheet. If you want to work with one record at a time, create your database in form view, where information is displayed as if you are working with printed forms or index cards.

Related information

Lesson:  Working with lists

Creating a database in form view


Creating a database
Creating a database in list view	 2 of 5

Creating a database

To create a database in list view, you choose the Database tool, switch to list view, and then assign field names to the columns.

If you switch to form view, the same field names are arranged vertically on the form.  Once in form view, you can reposition the fields anywhere you want on the form.

more...


Creating a database, cont.
Creating a database in list view	 3 of 5

Creating a database, cont.

	Example   List view   Form view
Soon after creating your database, you'll probably want to rename it.  For example, you may want to save this database as SYMPHONY.WDB instead of DATA1.WDB.  Thereafter, save frequently to protect your work.

How to

Create a new database	Name and save

Switch to list view	Switch to form view

Assign a field name

Related information

Opening and closing documents


Entering information in a list
Creating a database in list view	 4 of 5

Entering information in a list

Once you have created fields for your database, you can type the information you want to enter in each field.  Entries can be text, numbers, dates, times or formulas.

Note:  For information on entering a series of dates or numbers, such as days in a month or part numbers in an inventory database, see Dates and Times or Numbers.

How to

Enter information

Related information

Dates and times	Numbers

Editing an entry	Text

Formulas


Changing a list
Creating a database in list view	 5 of 5

Changing a list

Changing a list means changing those things that affect the design of your list--not the information itself.  You can either change the width of a field to display a long entry, or change the name of a field.

	Examples   Before   Change a field name   Change a field's width
If you change a field name, you'll see the change in both list and form view.  Changing a field's width has no effect on the field's size in form view.

How to

Change a field name

Change the field width

Related information

Editing an entry

Removing entries


Moving within a database - overview
Moving within a database	 1 of 5

Overview

Before you can enter, edit, or view information, you need to know how to move from one part of your database to another.

Related information

Finding records

Highlighting information


Using the mouse
Moving within a database	 2 of 5

Using the mouse

Although you can use the keyboard for all Database tasks, some people prefer to use the mouse to move from one part of their database to another.  In form view, you can use the scroll bars to move within a form larger than the document window or use the record buttons to move between records.

How to

Move in form view using the mouse

more...


Using the mouse, cont.
Moving within a database	 3 of 5

Using the mouse, cont.

In list view, you can use the scroll bars to move between fields or records.

How to

Move in list view using the mouse

Related information

Highlighting information


Using the keyboard
Moving within a database	 4 of 5

Using the keyboard

You may prefer to use the keyboard to move from one part of the database to another, so that you can work without taking your hands off the keyboard.  Although the position of keys varies from one keyboard to another, most look something like this:

How to

Move in form view using the keyboard

Move in list view using the keyboard


Going directly to field or record number
Moving within a database	 5 of 5

Going directly to a field or record number

You can move directly to a specific field or record number.  This is helpful when you have many fields or records in your database.

How to

Go directly to a field or record number

Related information

Finding records


Sorting records - overview
Sorting records	 1 of 2

Overview

You can rearrange the records in your database so that you can display or print them in the order you prefer.  For example, you may enter information as you talk to customers on the phone, and then later sort the records so that they are organized alphabetically by last name or by state. If you print mailing labels, you may prefer to arrange them by Zip Code.

Related information

Lesson:  Organizing records

Sorting and adding subtotals in a report

Form letters and mailing labels


Sorting records
Sorting records	 2 of 2

Sorting records

You can organize records in your database in ascending or descending order, based on up to three fields at the same time.  For example, a phone book is sorted in ascending order by the last name, then the first name, and finally the middle name.  The following records are sorted in the same way:

If entries in the first field are the same, Works sorts by the second field.  If entries in the second field are the same, Works sorts by the third.  Although you can sort in either view, most people prefer list view since you can see more than one record at a time.

How to

Sort records

Related information

Sorting and adding subtotals in a report


Copying Information - overview
Copying information	 1 of 5

Overview

If you want to repeat the same information in another location, you can save time by copying rather than typing it again.

For information on copying between Windows applications, see Sharing with Other Applications.

Related information

Moving information

Sharing with other applications


Basic copying
Copying information	 2 of 5

Basic copying

You can save time and reduce the likelihood of errors by copying information rather than typing it again.  In form view, you can only copy an entire label or record (you cannot copy fields).

In list view, you can copy any amount of information--from one entry to entire fields and records.

more...


Basic copying, cont.
Copying information	 3 of 5

Basic copying, cont.

When you paste copied information into fields that already contain entries, Works replaces those entries with the copied information.  In the Database, unlike the Spreadsheet, Works copies only the results of a formula, not the formula itself.  To copy more than one record at a time, work in list view.

How to

Copy in list view

Copy a record in form view

Duplicate a label in form view

Related information

Moving information


Filling down or right
Copying information	 4 of 5

Filling down or right

In list view, if you want to copy an entry or row of entries into the area immediately below, you can avoid repetitive typing by filling down.  You can also copy an entry or column of entries to the right.

	Filling Down Before After
When you fill down or right, the information replaces any entries in the area you copy to. In the Database, unlike the Spreadsheet, Works copies only the results of a formula, not the formula itself.

How to

Fill down

Fill right

Related information

Entering a series of dates

Entering a series of numbers


Copying between tools
Copying information	 5 of 5

Copying between tools

In Works, you can copy information between tools.  For example, you may want to copy information from an inventory database to a Word Processor letter or to a spreadsheet.

When you copy to another tool, the information (including the results of formulas but not the formulas themselves) and format are copied to the new location.  If you copy to the Word Processor, each entry is separated from the next by a tab mark ( [image]) and each row ends with a paragraph mark ( [image]). If you copy to the Spreadsheet, each field becomes a column and each record becomes a row.

How to

Copy to another tool

Related information

Lesson:  Sharing information


Moving information - overview
Moving information	 1 of 4

Overview

You can reorganize your database by moving information from one location to another.  You can also move information between Works tools.

Related information

Lesson:  Organizing records

Copying information

Sharing with other applications

Sorting records


Moving information in form view
Moving information	 2 of 4

Moving information in form view

You can change the layout of your form by repositioning a label or field, or you can change the order of records by moving a record to another location.  If you want to move only some of the entries in a field or more than one record at a time, work in list view.

When you move a record in form view, you also change the record order in list view.  However, when you move a label or field in form view, the change has no effect in list view.

How to

Reposition a label or field

Move a record

Related information

Copying information

Sorting records


Moving information in list view
Moving information	 3 of 4

Moving information in list view

You can rearrange your database by moving fields or records from one location to another.  In list view, you can move any amount of information--from one entry to as many fields or records as you like.

When you move records in list view, you also change the record order in form view.  However, when you move fields in list view, it has no effect on the position of fields in form view.

How to

Move an entry	Move a record

Move a field

Related information

Sorting records

Copying information


Moving information between tools
Moving information	 4 of 4

Moving information between tools

In Works, you can move information between tools.  For example, you may want to move information from a database to a Word Processor letter or to a spreadsheet.

When you move information to another tool, the formatting stays the same.  The results of any formulas, but not the formulas themselves, are inserted in the new location.  If you move information to the Word Processor, each entry is separated from the next by a tab mark ( [image]) and each record ends with a paragraph mark ( [image]). If you move information to the Spreadsheet, each field becomes a column and each record becomes a row.

How to

Move information to another tool


Hiding fields or records - overview
Hiding fields or records	 1 of 3

Overview

You can control the information that is displayed or printed, shown in a report, or included in form letters or mailing labels, by hiding individual fields or records.

For information on other ways to control the records you want to display or print, see Finding Records and Querying.

Related information

Finding records	Form letters and mailing labels

Querying


Hiding a record
Hiding fields or records	 2 of 3

Hiding a record

You can hide records you do not want to print or display.  For example, suppose you find 50 records of customers living in Washington, but do not want to include two of those records in your report:

	Example in list view Before After
To hide more than one record at a time, work in list view.

How to

Hide a record in form view

Hide a record in list view

Display all records

Switch hidden and displayed records

Related information

Finding records	Querying


Hiding a field
Hiding fields or records	 3 of 3

Hiding a field

In list view, you can hide fields by narrowing their width to 0 (zero).  This allows you to control which fields are displayed or printed in list view.  However, these fields still appear in form view and are included in any report. For example, if you want to call your customers, you can hide the Street, City, State, and Zip Code fields so that you can see the customers' phone numbers next to their names without moving to the right another screen.

	Before After
Important:  If you highlight fields on both sides of a hidden field, and then delete the highlighted fields, you delete the hidden field as well.

How to

Hide a field in list view

Display a hidden field


Protecting a database - overview
Protecting a database	 1 of 3

Overview

After you have created a database, you can safeguard against accidental or unauthorized changes by protecting the design of your form as well as the information within your database.


Protecting a form
Protecting a database	 2 of 3

Protecting a form

You can prevent changes to the design of your form by turning on protection.  When protection is on, you can change entries but not labels, field names, field sizes, or the position of fields and labels on the form.  This is especially useful if someone other than yourself is entering information in the database.

When form protection is on, it only applies to form view.  You can still make changes to a field's name, width, or position in list view.

How to

Turn form protection on or off


Protecting entries
Protecting a database	 3 of 3

Protecting entries

You can prevent changes to the information in your database--you can protect a specific field or all fields.  When protection is on, many commands are unavailable, such as the Format commands, and you cannot change any entries in locked fields.

Initially, Works locks all entries in your database, but until you turn protection on, the lock has no effect.  To protect some fields but not others, unlock the fields you do not want to protect before you turn protection on.  To move from one unlocked field to another, press TAB or SHIFT+TAB.

How to

Protect all fields	Turn data protection off

Protect only some fields

Related information

Hiding fields or records


Querying - overview
Querying	 1 of 12

Overview

You can select the records that are displayed, printed, included in a report, form letters or mailing labels by changing the records Works displays.  To find records that match more than one condition, you need to define a query.

To find records that match only one condition, such as a single date or last name, see Finding Records.

Related information

Lesson:  Advanced searching	Form letters and mailing labels

Finding records	Hiding fields or records


What is a query?
Querying	 2 of 12

What is a query?

A query is a way for you to find records or ask questions about the information in your database.  A query can be very simple; for example, which customers have orders greater than $500.00?

	Example Before After

Note:  Query view looks just like form view except that you type instructions rather than entries.

more...


What is a query?, cont.
Querying	 3 of 12

What is a query?, cont.

The real power of a query lies in the fact that you can find records that have more than one entry in common, entries in which part of the entry varies from record to record, or entries that fall within a specified range.  For example, which customers have the last name Smith, and orders greater than or equal to $500.00 but less than $600.00?

	Example Before After


Defining a query
Querying	 4 of 12

Defining a query

To define a query, you switch to query view, enter the instructions that tell Works which records to display, and then apply the query by switching to form or list view.

more...


Defining a query, cont.
Querying	 5 of 12

Defining a query, cont.

You can then type the instructions in the fields to indicate which records you want to find.  For more information, read the "What do I type" section of this topic which begins on page 6.

When you apply the query by switching to form or list view,  Works searches all your records including the hidden ones, and then displays the matching records in the view you selected.  If you switch to list view, you can see more than one record at a time.

How to

Define a query


What do I type?
Querying	 6 of 12

What do I type?

To find records containing entries that are an exact match or that fall within a specific range of values, you can use the following comparison operators:

=	equal to	<	less than	<=	less than or equal to
<>	not equal to	>	greater than	>=	greater than or equal to
	Click to see an example Last name equal to Smith Last name is anything but Smith Balance less than $500 Balance greater than $50 Date is Oct 30, 1991 or earlier Date is Oct 30, 1991 or later
more...


What do I type?, cont.
Querying	 7 of 12

What do I type?, cont.

To find records in which part of a text entry varies from record to record, you can use the following "wildcard" symbols:

?	Use to represent one character appearing in the same position as the question mark.

*	Use to represent any number of characters appearing in the same position as the asterisk.

	Click to see an example Last names spelled similarly Last names that begin with Peters Last names that begin with S All addresses on 24th St Phone numbers that start with the prefix 555

more...


What do I type?, cont.
Querying	 8 of 12

What do I type?, cont.

To perform a mathematical operation using values from one or more numeric fields in your database, you can use any of the following mathematical operators:

-	subtraction	/	division	^	exponentiation
+	addition	*	multiplication
When you type a formula, you must start with an equal sign (=) unless the formula begins with <, <=, >, >=, or <>.

	Click to see an example Stores whose profit is greater than $1000 Stores whose cost is less than the investment plus $1000 Stores whose growth has more than doubled Stores whose profit is greater than 1 1/2 times the investment Sales greater than $1,000,000
more...


What do I type?, cont.
Querying	 9 of 12

What do I type?, cont.

To specify more than one condition that applies to one or more fields, you can use the following logical operators:

&	(AND)	Use to combine two or more conditions.

(OR)	Use to find records when either one or the other criteria is TRUE.

~	(NOT)	Use to negate conditions.

When you specify more than one entry in a field, you must enclose each entry in quotation marks.  For example, if you want to find the records of only those customers living in Washington (WA) or New York (NY), you would type the following instruction in the query form...

Also, notice that in this example you cannot omit any of the equal signs (=).  The first equal sign indicates that the instruction is a formula.  The equal signs before WA and NY indicate that you want to find records containing entries equal to "WA" OR equal to "NY".

more...


What do I type?, cont.
Querying	 10 of 12

What do I type?, cont.

Remember that when you type a formula, you must start with an equal sign (=) unless the formula begins with <, <=, >, >=, or <>.

	Click to see more examples All clients who live in either Seattle or Tacoma All clients who do NOT live in Seattle or Tacoma All clients who earn at least $50,000 AND less than $80,000
Related information

Background:  How Works evaluates formulas


Looking at the results of a query
Querying	 11 of 12

Looking at the results of a query

Once you have applied the query, you can further change the records that are displayed as a result of a query.

To	You can
Further refine the results of the query	Hide individual fields or records
See all the records that do not match your query	Switch hidden and displayed records
Display all the records in the database including previously hidden records	Show all records
If you display all the records and then edit records or add new ones, you can reapply the query to see which records now match the query instructions.

How to

Hide a field in list view

Hide a record in list view

Switch hidden and displayed records

Display all records

Reapply the last query


Changing or deleting a query
Querying	 12 of 12

Changing or deleting a query

When you define a query, Works saves the instructions.  The next time you switch to query view, the previous instructions appear in the query form.  If you want to change the instructions, you can either edit them or delete the entire query and start over.

How to

Edit an instruction

Replace an instruction

Clear an instruction

Delete the entire query


Finding records - overview
Finding records	 1 of 5

When you want to find information, you can search your database for a specific word, phrase, or number.

To find records that match more than one condition, such as last name "Smith" and state "Washington," or that meet a range of criteria, such as orders greater than $500, see Querying.

Related information

Lesson:  Searching for information

Hiding fields or records

Querying


Finding records
Finding records 	 2 of 5

Finding records

You can find a record or group of records by specifying the word, phrase, or number you want Works to search for.  You can either have Works find the next record that contains a match or display a list of records that contain a match.  For example, If you want to find the phone number of a client whose last name is "Thomas," you can:

When you choose Next Record Works does not search hidden records.

more...


Finding records, cont.
Finding records 	 3 of 5

Finding records, cont.

If you want to find and display a list of all records containing a match you can:

When you choose All Records, Works looks through all records including the hidden ones.

more...


Finding records, cont.
Finding records 	 4 of 5

Finding records, cont.

When you specify the information you want to find, you can type anything from a character or two to an entire word or phrase.  Works looks for an exact match (excluding capitalization) with the displayed information in your database.  Some examples:

If you type	Works finds	But does not find
or	or, Or, store	Words that do not contain "or"
2/1	2/1, 22/1, 2/11	Feb 1
1000	1000, 100000	1, 000, $1,000
In list view, you can narrow the search by highlighting the part of the database you want Works to search.

How to

Find records in form view

Find records in list view

Display all records

Related information

Hiding fields or records

Querying


Using wildcards
Finding records	 5 of 5

Using wildcards

To find text entries that are similar but not exactly the same, you can use the following wildcard symbols:

?	Use to represent any one character appearing in the same position as the question mark.

*	Use to represent any number of characters appearing in the same position as the asterisk.

If you want to find	Type
Peterson, Petersen	Peters?n
All last names that begin with Peters	Peters*
All last names that begin with S	S*
All addresses on 24th Street	*24th St*
Phone numbers that start with the prefix 555	555*


Numbers - overview
Numbers	 1 of 4

Overview

You can enter a number to express a quantity, or use numbers in formulas to perform calculations.

Related information

Text

Dates and times

Formulas


Entering a number
Numbers	 2 of 4

Entering a number

Until you change a field's number format, Works displays numbers using General format.  In this format, numbers are displayed as precisely as possible given the width of the field.

You can change the way numbers are displayed in a field by changing the field's number format.  Works automatically displays the correct number of decimal places and inserts commas, dollar signs, or percent signs, depending on the number format you choose.  For example, if you enter 1234 into a field that has the currency format, Works displays $1,234.00.

How to

Enter a number

Change the number format

Related information

Background:  How Works evaluates numbers


Changing the number format
Numbers	 3 of 4

Changing the number format

You can change the way numbers are displayed in a field using any of the eight formats Works supports.  When you change the number format, it applies to all entries in a field.

	Examples General Fixed Currency Comma Percent Exponential Leading Zeros True/False
How to

Change the number format


Entering a series of numbers
Numbers	 4 of 4

Entering a series of numbers

In list view, you can automatically enter a series of numbers in your database.  For example, you can quickly enter part numbers in an inventory list.

How to

Enter a series of numbers

Change the number format

Related information

Enter a series of dates


Function reference - overview
Function Reference	  1 of 9

Overview

Works includes 57 functions you can use in your formulas to do a wide variety of calculations.  The functions are divided by type into the categories below.  For information about how to use functions, see Functions.

Financial Calculate payments, depreciation, compounding periods, rates of return, and present and future values Date and time Display and calculate dates and times Logical and Lookup True, False, If, Choose Trigonometric Common trigonometric operations	Statistical Average, count, minimum and maximum values, sum, standard deviation, and variance Database information Detect errors Mathematical Common math operations
Related information

Functions	Formulas


Financial functions
Function Reference	 2 of 9

Financial functions

CTERM(rate,future value,present value)
Gives the number of compounding periods

DDB(cost,salvage,life,period)
Gives double-declining balance depreciation

FV(payment,rate,term)
Gives the future value of an ordinary annuity

PMT(principal,rate,term)
Gives the periodic payment for a loan

PV(payment,rate,term)
Gives the present value of an ordinary annuity

RATE(future value,present value,term)
Gives the interest rate per compounding period

more...


Financial functions, cont.
Function Reference	 3 of 9

Financial functions, cont.

SLN(cost,salvage,life)
Gives straight-line depreciation

SYD(cost,salvage,life,period)
Gives sum-of-the-years-digits depreciation

TERM(payment,rate,future value)
Gives the number of compounding periods


Statistical functions
Function Reference	 4 of 9

Statistical functions

In form view or list view, you can use statistical functions in a formula to determine the value for a field based on other entries in the same record.   If you want to use statistical functions to calculate statistics for entries in a field, you need to create a report.  Note:  Statistical functions are the only functions you can use in a report.

AVG(field name0,field name1,...)
Gives the average of values in specified fields

COUNT(field name0,field name1,...)
Gives the number of entries in specified fields

MAX(field name0,field name1,...)
Gives the largest number in specified fields

MIN(field name0,field name1,...)
Gives the smallest number in specified fields

STD(field name0,field name1,...)
Gives the population standard deviation of specified fields

SUM(field name0,field name1,...)
Gives the sum of values in specified fields

VAR(field name0,field name1,...)
Gives the variance of the numbers in specified fields

Related information

Creating a report


Date and time functions
Function Reference	 5 of 9

Date and time functions

DATE(year,month,day)
Gives the number of a specified date

DAY(date number)
Gives the day number for a specified date

HOUR(time number)
Gives the hour number for a specified time

MINUTE(time number)
Gives the minute number for a specified time

MONTH(date number)
Gives the month number for a specified date

NOW()
Gives the number of the current date and time

SECOND(time number)
Gives the second number for a specified time

TIME(hour,minute,second)
Gives a number for a specified time

YEAR(date number)
Gives the year number for a specified date


Logical and lookup functions
Function Reference	 6 of 9

Logical and lookup functions

CHOOSE(choice,option0,option1,...)
Uses your choice to select an option from a list

FALSE()
Gives the logical value 0

IF(condition,value if true,value if false)
Determines whether a condition is true or false, and gives one value if true and another if false

TRUE()
Gives the logical value 1


Database information functions
Function Reference	 7 of 9

Database information functions

ERR()
Gives the error value ERR

ISERR(x)
Gives the logical value 1 if x is the error value ERR; otherwise gives the logical value 0

ISNA(x)
Gives the logical value 1 if x is the value N/A; otherwise, it gives the logical value 0

NA()
Gives the numeric value N/A


Mathematical functions
Function Reference	 8 of 9

Mathematical functions

ABS(x)
Gives the absolute value of x

EXP(x)
Gives e to the power of x

INT(x)
Gives the integer part of x

LN(x)
Gives the natural logarithm of x

LOG(x)
Gives the base 10 logarithm of x

MOD(numerator,denominator)
Gives the remainder of the specified division

PI()
Gives the number 3.14159...

RAND()
Gives a random number

ROUND(x,number of places)
Rounds x to the specified number of places

SQRT(x)
Gives the square root of x


Trigonometric functions
Function Reference	 9 of 9

Trigonometric functions

ACOS(x)
Gives the arccosine of x

ASIN(x)
Gives the arcsine of x

ATAN(x)
Gives the arctangent of x

ATAN2(x-coordinate,y-coordinate)
Gives the arctangent of an angle

COS(x)
Gives the cosine of x

SIN(x)
Gives the sine of x

TAN(x)
Gives the tangent of x


To add a field in form view

1	Move the insertion point to the place where you want to create the field.

2	Type a unique name, no longer than 15 characters, followed by a : (colon).  For example, Last name:

As you type, the name is displayed in both the form and the formula bar.

The colon tells Works that the text is a field name, not a label or field entry.

If you make a mistake, press BACKSPACE.

3	Press ENTER or click the Enter box in the formula bar.

Works places the field name in the form and displays the Field Size box.

4	To set the field size, you can either:

Accept the proposed field size of 20 characters wide and 1 line high

--Or--

Type a new width and height for the field.

Note:  The maximum width and height depends upon the font and font size you are using.

5	Choose OK.

Works places a dotted line next to the field name.

When you add a field in form view and then switch to list view,  the new field is displayed to the right of the others in your list.  If you want to move the field in list view, see  [image] How to Move a Field in List View.


To insert a field in list view

1	Highlight the entire field you want to appear to the right of the new field.

To insert more than one field, highlight more than one.  As many fields as you highlight will be inserted.

2	From the Edit menu, choose Insert Record/Field.

Works inserts a blank field to the left of the one you highlighted.


To add a record at the end of your database in form or list view

1	Move to the empty record at the end of your database.

2	In the first field, type the information you want to add.

3	Press TAB.

Works enters the information in the field and moves the highlight to the next field.

4	Type the information you want in the next field; then press TAB.

5	Repeat step 4 until you have entered information in each field.

After you have added the new information, you can organize your records alphabetically or numerically by sorting your database.

I see ##### instead of an entry?

The field is not wide enough to display the entry.  Just change the field width.


To insert a record in form view

1	Move to the record that you want to appear after the new record.

2	From the the Edit menu, choose Insert Record.

A blank record is inserted before the record you selected.  Works renumbers all the records following the new blank record.


To insert a record in list view

1	Highlight the entire record that you want to appear after the new record.

To insert more than one record, highlight more than one.  As many records as you highlight will be inserted.

2	From the Edit menu, choose Insert Record/Field.

Works inserts a blank record before the one you highlighted.  Works renumbers all the records following the new blank record.


To clear an entry in form view

Important:  You cannot recover cleared information.

1	Move to the record containing the entry you want to clear.

2	Highlight the entry you want to clear.

3	From the Edit menu, choose Clear Field Entry.
--or--
Press the DEL key.

Works clears the entry.


To clear an entry in list view

Important:  You cannot recover cleared information.

1	Highlight the entry or entries you want to clear.

2	From the Edit menu, choose Clear Field Entry.

Works clears the entry.

If you only want to clear one entry, you can highlight it and then press the DEL key.


To clear a formula in form view

Important:  You cannot recover cleared information.

1	Highlight an entry in the field containing the formula you want to clear.

2	From the Edit menu, choose Clear Formula.

Works clears the formula and all the resulting entries from the field.

If I don't see the Clear Formula command?

If you typed another entry in the field (before or after you entered the formula), you will see the command Clear Field Entry instead of Clear Formula.  You need to move to a record that contains an entry based on the formula and then follow steps 1 and 2 above.


To clear a formula in list view

Important:  You cannot recover cleared information.

1	Highlight the entire field containing the formula you want to clear.

To clear more than one formula at a time, highlight more than one field.

2	From the Edit menu, choose Clear Formula.

Works clears the formula and all the resulting entries from the field.


To delete a field in form view

Important:  You cannot recover deleted information.

1	Highlight the name of the field you want to delete.

2	From the Edit menu, choose Delete Field.

Works displays the message "OK to delete data in this field?"

If you decide not to delete the field, press ESC or click the Cancel button.

3	To delete both the field name and all the entries in the field, choose OK.


To delete a record in form view

Important:  You cannot recover deleted information.

1	Move to the record you want to delete.

2	From the Edit menu, choose Delete Record.

Works deletes the record from your database.


To delete a field in list view

Important:  You cannot recover deleted information.

1	Highlight the field or fields you want to delete.

2	From the Edit menu, choose Delete Record/Field.

Works deletes the field from your database.


To delete a record in list view

Important:  You cannot recover deleted information.

1	Highlight the record or records you want to delete.

2	From the Edit menu, choose Delete Record/Field.

Works deletes the record from your database.

To delete several records that have something in common, you need to find the records, highlight them, and then delete them.

For example, if you have a database of customers and want to delete the records for those who live in Washington, you could use the Find command to locate all the records that have the word "Washington" in them.  Once Works finds the records, you can highlight them all and delete them together.

For more information, see
  Finding Records.


To enter the date or time

1	Move the insertion point or highlight to the field where you want to type the date or time.

2	Type the date or time using one of the formats shown below:

Dates

6/30/60	June 30,1960

6/60	June, 1960

6/30	June 30

June

Times

14:30:00	2:30:00 PM

14:30	2:30 PM

As you type, the date or time is displayed in both the field and the formula bar.

If you make a mistake, press BACKSPACE.

3	Press ENTER or click the Enter box in the formula bar.

The way that dates, times, and numbers are displayed also depends on the country you selected when you first installed Windows.

For more information, see  [image] Changing the International Settings

I see ##### instead of a date or time?

The field is not wide enough to display the date or time.  Just change the field width.

I see a number instead of the date or time?

You need to format the field to display a date or time instead of a number.  For more information, see  [image] How to Change the Date or Time Format.


To change the date or time format

1	Highlight an entry in the field whose format you want to change.

In list view, you can change the format of several adjacent fields by highlighting an entry in each field.

2	From the Format menu, choose Time/Date.

3	Under Show, choose the option you want.

4	Under Date or Time, choose the format you want.

For a date, choose
Short (for example 6/31/91) or
Long (for example June 31, 1991).

For a time, choose
24 hour (for example 14:30) or
12 hour (for example 2:30 PM).

5	Choose OK.

You cannot change the date or time format of a field by typing the date or time a different way.  You must use the Time/Date command.

The way that dates, times, and numbers are displayed also depends on the country you selected when you first installed Windows.  For more information, see  [image] Changing the International Settings

I see ##### instead of a date or time?

The field is not wide enough to display the date or time.  Just change the field width.


To insert the current date or time

1	Move the insertion point or highlight to the field where you want to insert the current date or time.

2	To insert the current date, press CTRL+; (semicolon).
--Or--
To insert the current time, press CTRL+SHIFT+; (semicolon).

3	Press ENTER or click the Enter box in the formula bar.

To change the way the date or time is displayed, see  [image] How to Change the Date or Time Format.

The way that dates, times, and numbers are displayed also depends on the country you selected when you first installed Windows.  For more information, see  [image] Changing the International Settings.

I see ##### instead of a date or time?

The field is not wide enough to display the date or time.  Just change the field width.

Works doesn't insert the correct date or time?

Your computer's built-in clock is not set to the correct date or time.  See  [image] How to Change Your Computer's Date or Time.

I see a number instead of a date or time?

You need to format the field to display a date or time instead of a number.  For more information, see  [image] How to Change the Date or Time Format.


To insert an updating date or time

1	Move the insertion point or highlight to the field where you want to insert the date or time.

2	From the Format menu, choose Time/Date.

3	To insert a date, choose the date options you want.
--Or--
To insert a time, choose the time options you want.

4	Type =now()

As you type, the formula is displayed in both the field and the formula bar.

If you make a mistake, press BACKSPACE.

5	Press ENTER or click the Enter box in the formula bar.

To change the way the date or time is displayed, see  [image] How to Change the Date or Time Format.

I see ##### instead of a date or time?

The field is not wide enough to display the date or time.  Just change the field width.

I see a number instead of the date or time?

You need to format the field to display a date or time instead of a number.  For more information, see  [image] How to Change the Date or Time Format.


To enter a formula

1	Move the insertion point or highlight to the field where you want to type the formula.

2	Type = (equal sign); then type the rest of the formula.

As you type, the formula is displayed in both the field and the formula bar.

If you make a mistake, press BACKSPACE.

If you decide not to enter the formula, press ESC or click the Cancel box in the formula bar.

3	Press ENTER or click the Enter box in the formula bar.


To enter a series

1	If you have not already done so, switch to list view.

2	Move the highlight to the field where you want type the first entry.

3	Type a number or date.

As you type, the number or date is displayed in both the field and the formula bar.

If you make a mistake, press BACKSPACE.

4	Press ENTER or click the Enter box in the formula bar.

5	Highlight the entry and the area to the right or below in which you want to fill the series.

6	From the Edit menu, choose Fill Series.

7	Choose the unit you want.

8	Type a number to determine an increment for the series.  Works proposes 1.

To create a decreasing series, type a negative number.

9	Choose OK.


To change your computer's date or time

1	From the Windows menu in Program manager, choose Main.
--or--
Click in the Main window.

2	Double-click Control Panel.

3	Double-click Date/Time.

4	Highlight the part of the date or time you want to change.

5	Type the new date or time.

6	Choose OK.


To replace an entry in form view or list view

1	Highlight the entry you want to replace.

The entry is displayed in both the field and the formula bar.

2	Type the new entry.

As you type, the new text replaces the old entry.

If you make a mistake, press BACKSPACE.

If you decide not to replace the entry, press ESC or click the Cancel box in the formula bar.

3	Press ENTER or click the Enter box in the formula bar.


To edit part of an entry in form view or list view

1	Highlight the entry you want to change.

The entry is displayed in both the field and the formula bar.

2	Press F2 or click in the formula bar.

A blinking insertion point is displayed in the formula bar.

3	Move the insertion point to the place you want to edit.

4	To delete a character to the left of the insertion point, press BACKSPACE.
--Or--
To delete a character to the right of the insertion point, press DEL.

5	Type any new text you want.

If you decide not to replace the entry, press ESC or click the Cancel box in the formula bar.

6	Press ENTER or click the Enter box in the formula bar.


To create a new database

1	From the File menu, choose Create New File.

2	Choose Database.

To create a new file or open an existing file, you can display the Startup dialog box by double-clicking anywhere in the Works workspace.

You can use a WorksWizard to create an address database.  For more information, see  [image] How to Use a WorksWizard.


To create a label in form view

1	Move the insertion point to the place where you want to create the label.

2	Type the text for the label.  Do not type a colon at the end of the label.  A colon indicates that an entry is a field name, not a label.

As you type, the text is displayed in both the form and the formula bar.

If you make a mistake, press BACKSPACE.

If you decide not to enter the label, press ESC or click the Cancel box in the formula bar.

3	Press ENTER or click the Enter box in the formula bar.

In the formula bar, Works inserts a quotation mark to the left of the label.  The quotation mark indicates that the entry is text--not a field name, number, or formula.

Note:  A label can be up to 325 characters long.  If you want to type more information, create another label.


To create a field in form view

1	Move the insertion point to the place where you want to create the field.

2	Type a unique name for the field, no longer than 15 characters, followed by a : (colon).  For example, Last name:

As you type, the name is displayed in both the form and the formula bar.

The colon tells Works that the text is a field name--not a label or field entry.

If you make a mistake, press BACKSPACE.

If you decide not to enter the field name, press ESC or click the cancel box in the formula bar.

3	Press ENTER or click the enter box in the formula bar.

Works places the field name on the form and displays the Field Size box.

4	To set the field size, you can either:

Accept the proposed field size of 20 characters wide and 1 line high

--Or--

Type a new width and height for the field.

Note:  The maximum width and height depends upon the font and font size you are using.

5	Choose OK.

Works places a dotted line next to the field name.

6	Repeat steps 1- 5 until you have added all the fields you want.

If you want give the field a name that is longer than 15 characters, you can hide the field name and then type a more descriptive label to identify the field.


To hide a field name in form view

1	Highlight the field name you want to hide.

2	From the Format menu, choose Show Field Name.

The field name is no longer displayed.  Works moves the field entry to the position where the field name used to be displayed.

Note:  When a field name is hidden, there is no check mark beside the Show Field Name command.

To display a field name again

1	Highlight an entry in the field whose name you want to display.

2	From the Format menu, choose Show Field Name.

The field name is displayed again.

Note:  When a field name is displayed, there is a check mark beside the Show Field Name command.


To name and save a database

1	From the File menu, choose Save As.

2	Type a filename  no more than eight characters long.

3	Choose OK.

Works adds the extension .wdb to a database file.

After naming and saving your database for the first time, continue to save often so that you don't loose your work due to equipment or power failure.  To save a database while you work, choose the Save command from the File menu.


To switch to list view

On the Toolbar, click the List View button.

--or--
From the View menu, choose List.
--or--
Press F9.

Note:  Labels are not displayed in list view.  Field names are shown as column headings and records are displayed in rows.

To return to form view

On the Toolbar, click the Form View button.

--or--
From the View menu, choose Form.
--or--
Press F9 again.


To switch to list view

On the Toolbar, click the List View button.

--or--
From the View menu, choose List.
--or--
Press F9.

Note:  Labels are not displayed in list view.  Field names are shown as column headings and records are displayed in rows.

To return to form view

On the Toolbar, click the Form View button.

--or--
From the View menu, choose Form.
--or--
Press F9 again.


To enter information in form view

1	Move the insertion point to the dotted line at the right of the field name.

2	Type the entry.

As you type, the entry is displayed in both the field and the formula bar.

If you make a mistake, press BACKSPACE.

If you decide not to enter the information, press ESC or click the Cancel box in the formula bar.

Note:  A formula must begin with an = (equal sign).

3	If you want to:

Complete this entry only, press ENTER or click the Enter box in the formula bar.

Complete this entry and move to the next field, press TAB.

Complete this entry and move to the previous field, press SHIFT+TAB.

Note:  When you press TAB after typing the entry for the last field on your form, Works displays the next record so that you can begin filling it out.

.

I see ##### instead of the entry?

The field is not wide enough to display the entire entry.  Just change the field size.


To enter more than one line in a field in form view

1	Move the insertion point to the dotted line at the right of the field name.

2	From the Format menu, choose Field Size.

3	Type the number of lines you want the field to display.

4	Choose OK.

5	Type the entry.

When you reach the end of the first line, the text automatically wraps to the next line.  To begin typing on the next line before you reach the end of the first line, press SHIFT+ENTER.

Note:  A formula must begin with an = (equal sign).


To quickly change the field size in form view

1	 Click the field entry whose size you want to change.

Example:

2	Move the mouse pointer over the resize handle.  When you have it in the right place, the pointer changes shape.

3	Drag until the field is the size you want.

To set an exact height and width for a field

1	Highlight the field entry whose size you want to change.

2	From the Format menu, choose Field Size.

3	To change the width of a field, type the number of characters you want the field to display.

4	To change the height of a field, type the number of lines you want the field to display (minimum height, 1 line).

5	Choose OK.

I see ##### instead of the entry?

The field is not wide enough to display the entire entry.  Just change the field size.


To delete a label in form view

Important:  You cannot recover deleted information.

1	Highlight the label you want to delete.

2	From the Edit menu, choose Delete Label.

Works deletes the label from your form.


To edit a label or field name in form view

1	Highlight the label or field name you want to change.

The label or name is displayed in both the form and the formula bar.

2	Press F2 or click in the formula bar.

A blinking insertion point is displayed in the formula bar.

3	Move the insertion point to where you want to begin editing.

4	To delete a character to the left of the insertion point, press BACKSPACE.

--Or--
To delete a character to the right of the insertion point, press the DEL key.

5	Type any new text you want.

6	Press ENTER or click the Enter box in the formula bar.


To reposition a label or field in form view

1	Drag the field name or label to the new location.

2	Click where you want to place it.

--Or--

1	Highlight the label or name of the field you want to move.

2	From the Edit menu, choose Position Label or Position Field.

3	Press the arrow keys ( [image]) until you move the label or field to the location you want.

4	Press ENTER.

Works moves the label or field to the new location.

To help you position fields side by side on the same line, you can choose the Snap to Grid command from the Options menu.  When the grid is on, you can move the insertion point in even increments (up or down one evenly-spaced line at a time).

You can also be certain that two fields are lined up vertically by comparing each field's y-coordinates.  Works displays the x and y coordinates of the insertion point in the formula bar.  The x-coordinate refers to the horizontal location of the insertion point; the y-coordinate refers to the vertical location.


To highlight a field name, entry, or label in form view

Click the field name, entry, or label.

Press the arrow keys ( [image]) until you highlight the information you want.

Depending on the location and number of fields you have on your form, it may be faster to highlight an entry by pressing:

TAB, to highlight the next entry.

SHIFT+TAB, to highlight the previous entry.

You can also move directly to an entry by choosing Go To from the Select menu and then double-clicking the name of the field you want.


To move to a record in form view

In the lower-left corner of your form, click the buttons until the record you want is displayed.

To go directly to a record

1	From the Select menu, choose Go To.

2	In the Go To box, type the number of the record you want to display.

3	Choose OK.


To quickly change the alignment

1	Highlight an entry in the field whose alignment you want to change.

In list view, you can change the alignment of several adjacent fields by highlighting an entry in each field.

2	On the Toolbar, click the alignment you want.

--or--

To align	Press

Left	CTRL+L

Center	CTRL+E

Right	CTRL+R

To change the alignment and apply other styles

1	Highlight an entry in the field whose format you want to change.

In list view, you can change the alignment of several adjacent fields by highlighting an entry in each field.

2	From the Format menu, choose Style.

3	Under Alignment, choose the option you want.

4	Under Styles, choose the styles you want.

5	Choose OK.

To apply the same alignment to other fields, highlight the fields; then press SHIFT+F7.

In both form and list view, you can change field alignment before you enter information.  However, you won't see the alignment until you enter the information.


To change the style

1	Highlight an entry in the field whose style you want to change.

In list view, you can change the style of several adjacent fields by highlighting an entry in each field.

In form view, you can apply styles to labels and field names as well as field entries.  Click the label or field name whose style you want to change.

2	On the Toolbar, click the style you want.

--or--

To apply	Press

Bold	CTRL+B

Italic	CTRL+I

Underline	CTRL+U

--Or--

1	Highlight an entry in the field whose style you want to change.

In list view, you can change the style of several adjacent fields by highlighting an entry in each field.

In form view, you can apply styles to labels and field names as well as field entries.  Click the label or field name whose style you want to change.

2	From the Format menu, choose Style.

3	Choose the styles you want.

4	Choose OK.

In list view you can apply the same styles to other fields by highlighting the fields and then pressing SHIFT+F7.

In both form and list view, you can apply styles to fields before you enter information.You won't see the styles until you enter the information.  The one exception is in form view, where you can underline a blank field to simulate a paper form.

To remove all styles from a field, highlight an entry in the field and then press CTRL+SPACEBAR.


To change the font and size

1	On the Toolbar, click the down arrow to display the available fonts.

2	Click the font you want.

3	On the Toolbar, click the down arrow to display the available point sizes.

4	Click the size you want.

--Or--

1	From the Format menu, choose Font.

2	Under Font, choose the font you want.

3	Under Size, choose the size you want.

4	Choose OK.

You can fit more information on a page by selecting a small point size.

The font or size I want isn't listed?

The fonts and sizes you see listed are determined by the printer you using.  If your printer doesn't support the font or size you want to use, you may be able to add additional fonts.  For information on adding fonts, see your printer's documentation.


To assign a field name in list view

1	Move the highlight to the column you want to name.

2	From the Edit menu, choose Field Name.

3	Type a unique name for the field, no longer than 15 characters.

In list view, you do not have to type a colon at the end of the field name.  Example:  Last Name

4	Choose OK.

The field name is displayed as a heading at the top of the column.

If you enter information in a column before you name it, Works automatically assigns the column a name that is based on its location.  Example:  Field 1, Field 2, and so on.  You can change the name by following the steps above.

When you create a field in list view and then switch to form view, the new field is displayed at the end of your form.  You can quickly change its position in form view by dragging the field to a new location.

Only part of the name is displayed?

The field is not wide enough to display the name. Just change the field width.  In list view, fields are 10 characters wide until you change them.


To switch to form view

On the Toolbar, click the Form View button.

--or--
From the View menu, choose Form.
--or--
Press F9.

To return to list view

On the Toolbar, click the List View button.

--or--
From the View menu, choose List.
--or--
Press F9 again.


To enter information in list view

1	Move the highlight to the field where you want to type the information.

2	Type the entry.

As you type, the entry is displayed in both the list and in the formula bar.

If you make a mistake, press BACKSPACE.

If you decide not to enter the information, press ESC or click the Cancel box in the formula bar.

Note:  A formula must begin with an = (equal sign).

3	If you want to:

Complete this entry only, press ENTER or click the Enter box in the formula bar.

Complete this entry and move to the next field, press TAB.

Complete this entry and move to the previous field, press SHIFT+TAB.

Complete this entry and move to the beginning of the next record, press [image] then press HOME.

If you want to enter information in an area of list view, highlight the area, type the first entry, then press TAB to move to the next field or record in the selection.  Type the next entry, then press TAB to move to the next field or record, and so on.

As long as you press TAB, the movement of the highlight is confined to the highlighted area.

Only part of the entry is displayed, or I see ####?

The field is not wide enough to display the entire entry.  Just change the field width.


To change a field name in list view

1	Move the highlight to the field whose name you want to change.

2	From the Edit menu, choose Field Name.

The name of the field is highlighted.

3	Type a new name no longer than 15 characters.

In list view, you do not have to type a colon at the end of the name.  For example, in place of Town, type City

4	Choose OK.

The new field name replaces the old one at the top of the column.


To quickly change the field width in list view

1	Move the mouse pointer ( [image]) to the border at the right of the field name you want to change.

When you have it in the right place, the pointer changes shape.

2	Drag to the right or left until the field is the width you want.

To set an exact field width

1	Move the highlight to the field whose width you want to change.

2	From the Format menu, choose Field Width.

3	Type the number of characters you want to display (0-79).

Note:  An entry can be longer than 79 characters, but in list view Works will only display the first 79 characters in a field.

4	Choose OK.

Only part of an entry is displayed, or I see ####?

The field is still not wide enough to display the entire entry, or the entry is more than 79 characters long.


To highlight an entry in list view

Click the entry.

Press the arrow keys ( [image]) until you move the highlight ( [image]) to the entry.


To highlight several entries in list view

1	Move the pointer ( [image]) to the upper-left corner of the group you want to highlight.

2	Drag until you highlight the entry in the lower-right corner of the group.

To cancel a selection, click anywhere in the window.

1	Press the arrow keys ( [image]) until you move the highlight

( [image] to the upper-left corner of the group.

2	Hold down SHIFT and then press the arrow keys to extend the selection.

To cancel a selection, press an arrow key or press ESC.

--Or--

1	Press the arrow keys until you move the highlight to the upper-left corner of the group.

2	From the Select menu, choose Entries.
--or--
Press F8.

EXT is displayed in the status line.

3	Press the arrow keys to extend the selection.

To stop extending the selection, press ESC.  To cancel the entire selection, press ESC again.


To highlight a field in list view

Click the field name.  For example, click Last name.

To highlight several adjacent fields, move the pointer ( [image]) to the leftmost field name; then drag to the right.

To cancel a selection, click anywhere in the list.

1	Press the arrow keys ( [image]) until you move the highlight

( [image]) to the field.

To highlight several adjacent fields, move the highlight to the leftmost field; then hold down SHIFT and press [image] until you highlight an entry in each field you want to include in the selection.

2	From the Select menu, choose Field.
--or--
Press SHIFT+F8.

To cancel a selection, press ESC.


To highlight a record in list view

Click the record number.  For example, click 10.

To highlight several adjacent records, move the pointer ( [image]) to the record number you want to start with; then drag down.

To cancel a selection, click anywhere in the list.

1	Press the arrow keys ( [image]) until you move the highlight ( [image]) to the record.

To highlight several adjacent records, move the pointer to the uppermost record; then hold down SHIFT and press [image] until you highlight an entry in each record you want to include in the selection.

2	From the Select menu, choose Record.
--or--
Press CTRL+F8.

To cancel the selection, press ESC.


To highlight the entire database in list view

Click the button above the first record number.

To cancel the selection, click anywhere in the list.

From the Select menu, choose All.
--or--
Press CTRL+SHIFT+F8.

To cancel the selection, press ESC.


To move in form view using the mouse

To move to an entry, field name, or label, click the one you want.

To move up or down within a large form, use the vertical scroll bar.

To move left or right within a large form, use the horizontal scroll bar.

To move between records, click the record buttons (located in the lower-left corner of your form).


To move in list view using the mouse

To move between records, use the vertical scroll bar.

To move between fields, use the horizontal scroll bar.


To move in form view using the keyboard

To move 	Press

Right one space

Left one space

Down one line

Up one line

Next entry	TAB

Previous entry	SHIFT+TAB

Leftmost edge	HOME

Rightmost edge	END

First record	CTRL+HOME

Last record	CTRL+END

Next record	CTRL+PAGE DOWN
CTRL+

Previous record	CTRL+PAGE UP
CTRL+

Up one window	PAGE UP

Down one window	PAGE DOWN

Left one window	CTRL+

Right one window	CTRL+


To move in list view using the keyboard

To move 	Press

Right one entry

Left one entry

Down one entry

Up one entry

Next field	TAB

Previous field	SHIFT+TAB

Beginning of a record	HOME

Last entry in a record	END

First entry	CTRL+HOME

Last entry	CTRL+END

First entry in a field	CTRL+

Last entry in a field	CTRL+

Up one window	PAGE UP

Down one window	PAGE DOWN

Left one window	CTRL+PAGE UP

Right one window	CTRL+PAGE

               DOWN

Next pane	F6

Previous pane	SHIFT+F6


To go directly to a field or record number

1	From the Select menu, choose Go To.
--or--
Press F5.

2	To move to a record, type the number of the record you want to go to...

...or to move to a field, choose the name of the field you want to go to.

3	Choose OK.

To quickly move to a field, double-click the name of field you want to go to in the Names box.


To sort records

1	From the Select menu, choose Sort Records.

2	Under 1st Field, type the name of the field you want to sort by.  Works proposes the first field in your database, for example:

If you are sorting by more than one field, type the name of the most significant field.  For example, if you are sorting a list of names, the last name is the most significant field, followed by the first name, and so on.

3	Choose either Ascend (A-Z or 0-9) or Descend (Z-A or 9-0).

4	To sort by a second field, type the name of the next most significant field under 2nd Field, and then choose either Ascend or Descend.

5	To sort by a third field, type the name of the field under 3rd Field, and then choose either Ascend or Descend.

6	Choose OK.

To repeat the last sort, choose Sort Records from the Select menu, and then choose OK.

To sort by more than three fields, sort the database twice.  For example, if you want your records to be organized by Zip Code, city, last name, first name, and then middle initial, you:

First sort by the three least important fields.  Of those three fields, use the most important field as the 1st Field (Last name), the next as the 2nd Field (First name), and the least important as the 3rd Field (Middle initial).

Then sort the remaining fields, again using the most important field as the 1st Field (Zip Code) and the next most important field as the 2nd field (City).


To copy in list view

Important:  When you copy information to a location that already contains entries, the copied information replaces the existing entries.  To avoid this, you can insert blank fields or records first.

1	If necessary, insert one or more blank fields or records where you want to place the copied information.

2	Highlight the entries you want to copy.

3	From the Edit menu, choose Copy.
--or--
Press CTRL+C.

4	If you want to copy to another database, open or switch to the database.

5	Move the highlight to the upper-left corner of the area you want to copy to.

6	From the Edit menu, choose Paste.
--or--
Press CTRL+V.

When you choose the Copy command, Works places the information on the Clipboard.  You can then paste that information as many times as you like until you cut or copy other information to the Clipboard.


To copy a record in form view

Important:  When you copy a record to a location that already contains information, the copied record replaces the existing information.  To avoid this, you can insert blank record first.

1	If necessary, insert a blank record where you want to place the copy.

2	Move to the record you want to copy.

3	From the Edit menu, choose Copy Record.
--or--
Press CTRL+C.

4	Move to the record where you want to place the copy.

5	Note:  If you move to a record that contains information, the copied record will replace it.

6	From the Edit menu, choose Paste Record.
--or--
Press CTRL+V.

When you choose the Copy Record command, Works places the information on the Clipboard.  You can then paste that record as many times as you like until you cut or copy other information to the Clipboard.


To duplicate a label in form view

1	Highlight the label you want to duplicate.

2	From the Edit menu, choose Duplicate Label.

3	Drag the copied label to a new location.

4	Click when you have reached the location where you want to place the label.


To fill down

Important:  When you fill down or right, the copied information replaces any existing entries.  To avoid this, you can insert blank fields or records first.

1	If necessary, insert one or more blank fields or records where you want to place the copied information.

2	If you have not already done so, switch to list view.

3	Highlight the entry or entries you want to copy and the area below that you want to copy to.

You can highlight as many adjacent entries as you want, but they must be in the same record.

4	From the Edit menu, choose Fill Down.


To fill right

Important:  When you fill down or right, the copied information replaces any existing entries.  To avoid this, you can insert blank fields or records first.

1	If necessary, insert one or more blank fields or records where you want to place the copied information.

2	If you have not already done so, switch to list view.

3	Highlight the entry or entries you want to copy and the area to the right that you want to copy to.

You can highlight as many adjacent entries as you want, but they must be in the same field.

4	From the Edit menu, choose Fill Right.


To copy to another tool

1	If you have not already done so, switch to list view.

2	Highlight the entries you want to copy.

3	From the Edit menu, choose Copy.
--or--
Press CTRL+C.

4	Open or switch to the file you want to copy to.

5	Move the insertion point or highlight to the location you want to copy to.

6	From the Edit menu, choose Paste.
--or--
Press CTRL+V.

When you choose the Copy command, Works places the information on the Clipboard.  You can then paste that information as many times as you like until you cut or copy other information to the Clipboard.


To move a record in form view

1	Move to the record whose location you want to change.

2	From the Edit menu, choose Cut Record.
--or--
Press CTRL+X.

3	If you want to:

Insert the record between others, move to the record you want to appear after the moved record.

Move the record to the end of your database, click the Last Record button.

4	From the Edit menu, choose Paste Record.
--or--
Press CTRL+V.

Works inserts the record in its new location.

When you choose the Cut Record command, Works places the information on the Clipboard.  You can then paste that information as many times as you like until you cut or copy other information to the Clipboard.


To move an entry in list view

Important:  If you move information to a location that already contains entries, the moved information replaces the existing entries.  To avoid this, you can insert blank fields or records first.

1	If necessary, insert one or more blank fields or records where you want to move the information.

2	Highlight the entry or entries you want to move.

3	From the Edit menu, choose Cut.
--or--
Press CTRL+X.

4	Move the highlight to the upper-left corner of the area you want to move the information to.

5	From the Edit menu, choose Paste.
--or--
Press CTRL+V.

When you choose the Cut command, Works places the information on the Clipboard.  You can then paste that information as many times as you like until you cut or copy other information to the Clipboard.


To move a field in list view

1	Highlight the field or fields you want to move.

2	From the Edit menu, choose Cut.
--or--
Press CTRL+X.

3	Choose OK.

4	If you want to:

Insert the field between others, highlight the field you want to appear to the right of the inserted field.

Move the field to the right of the others, drag the box in the horizontal scroll bar until you reach the first blank column and then click the top of the column.

5	From the Edit menu, choose Paste.
--or--
Press CTRL+V.

Works inserts the moved field to the left of the field you highlighted.

When you choose the Cut command, Works places the information on the Clipboard.  You can then paste that information as many times as you like until you cut or copy other information to the Clipboard.


To move a record in list view

1	Highlight the record or records you want to move.

2	From the Edit menu, choose Cut.
--or--
Press CTRL+X.

3	If you want to:

Insert the record between others, highlight the record you want to appear below the inserted record.

Move the record to the end of your database, drag  the box in the vertical scroll bar  until you reach the end, and then click the record number of the first blank record.

4	From the Edit menu, choose Paste.
--or--
Press CTRL+V.

When you choose the Cut command, Works places the information on the Clipboard.  You can then paste that information as many times as you like until you cut or copy other information to the Clipboard.


To move information to another tool

1	If you have not already done so, switch to list view.

2	Highlight the entry or entries you want to move.

3	From the Edit menu, choose Cut.
--or--
Press CTRL+X.

4	Open or switch to the file you want to move the information to.

5	Move the insertion point or highlight to the location you want to move the information to.

6	From the Edit menu, choose Paste.
--or--
Press CTRL+V.

When you choose the Cut command, Works places the information on the Clipboard.  You can then paste that information as many times as you like until you cut or copy other information to the Clipboard.


To hide a record in form view

1	Move to the record you want to hide.

2	From the Select menu, choose Hide Record.

To display all records again, choose Show All Records from the Select menu.


To hide a record in list view

1	Highlight the record or records you want to hide.

2	From the Select menu, choose Hide Record.

To display the record or records again, choose Show All Records from the Select menu.


To hide a field in list view

1	Move the mouse pointer ( [image]) to the border at the right of the field name.

When you have it in the right place, the pointer changes shape.

2	Drag the right border to meet the field name's left border.

When you release the mouse button, the field is hidden.

--Or--

1	Highlight the field you want to hide.

2	From the Format menu, choose Field Width.

3	Type 0 (zero).

4	Choose OK.


To display a hidden field in list view

1	From the Select menu, choose Go To.

2	Choose the name of the field you want to display.

3	Choose OK.

The field is highlighted although it is not displayed.

4	From the Format menu, choose Field Width.

5	Type a number greater than 0 (zero).

6	Choose OK.

The field is displayed.


To turn form protection on or off

From the Options menu, choose Protect Form.

When protection is on, a check mark appears beside the Protect Form command on the menu.

To turn protection off, choose the Protect Form command again.


To protect all fields

1	Check to make sure that all fields in the database are locked.

2	From the Options menu, choose Protect Data.

When protection is on, a check mark appears beside the Protect Data command on the menu.

Note:  To turn protection off, choose the Protect Data command again.


To protect only some fields

1	Check to make sure that protection is turned off.

2	Highlight an entry in each field you do not want to protect.

In form view, you can only highlight one entry at a time.  To unlock more than one field at a time, work in list view.

3	From the Format menu, choose Style.

4	To unlock the field, clear the Locked check box.

5	Choose OK.

6	If you are in form view, repeat steps 2 through 5 until you have unlocked all the fields you do not want to protect.

7	From the Options menu, choose Protect Data.

When protection is turned on, a check mark appears beside the Protect Data command.  Entries in fields that are locked cannot be changed.


To turn data protection off

From the Options menu, choose Protect Data.

When protection is turned off, there is no check mark beside the Protect Data command.


To define a query

1	To switch to query view, click the Query button on the Toolbar.

--or--
From the View menu, choose Query.

Works displays a form that looks just like the form you created in form view, except that the word "QUERY" is displayed in the status bar.

2	Move the insertion point to first field you want to query.

3	Type the instructions.  The "What do I type?" section of the Querying topic provides examples and information for defining queries.

If you make a mistake, press BACKSPACE.

4	Press ENTER.

5	Repeat steps 2, 3, and 4 until you have entered instructions in all the fields you want.

6	To apply the query, switch to form or list view by clicking either the Form View or List View button on the Toolbar.

Works displays only those records that match the conditions you have defined.

Although you can view the results of a query in either form or list view, in list view you can see more than one matching record at a time.

I see the message, "No match found"?

Works did not find any records that match the instructions you entered. In this case, Works displays all the records.


To switch hidden and displayed records

From the Select menu, choose Switch Hidden Records.

Works displays the hidden records and hides those previously displayed.  A check mark appears beside the Switch Hidden Records command on the menu.

To switch records back, choose the Switch Hidden Records command again.


To display all records

From the Select menu, choose Show All Records.

Works displays all the records in your database.


To reapply the last query

From the Select menu, choose Apply Query.
--or--
Press F3.


To edit an instruction in query view

1	If you have not already done so, switch to query view.

2	Highlight the instruction you want to edit.

The instruction is displayed in the formula bar.

3	Press F2 or click in the formula bar.

A blinking insertion point is displayed in the formula bar.

4	Move the insertion point to the place you want to edit.

5	To delete a character to the left of the insertion point, press BACKSPACE.
--Or--
To delete a character to the right of the insertion point, press DEL.

6	Type any new text you want.

7	Press ENTER  or click the Enter box in the formula bar.


To replace an instruction in query view

1	If you have not already done so, switch to query view.

2	Highlight the instruction you want to replace.

The instruction is displayed in the formula bar.

3	Type the new instruction.

As you type, the new information replaces the old instruction.

If you make a mistake, press BACKSPACE.

4	Press ENTER or click the Enter box in the formula bar.


To clear an instruction in query view

1	If you have not already done so, switch to query view.

2	Highlight the instruction you want to clear.

3	From the Edit menu, choose Clear Field Entry.
--or--
Press the DEL key.

4	Press ENTER.


To delete the entire query

1	If you have not already done so, switch to query view.

2	From the Edit menu, choose Delete Query.


To find records in form view

Note:  Works searches the entire database beginning with the currently displayed record.

1	From the Select menu, choose Find.

2	Type the text or value you want to find.

3	Choose the option you want.

To go to the next record that contains a match, choose Next Record.

To display only the records that contain a match and hide the rest, choose All Records.

4	Choose OK.

If you chose the All Records option, Works displays the records that contain a match and hides the rest.  To show all the records again, choose the Show All Records command from the Select menu.

To repeat the previous search, press F7.  This is especially helpful if you chose the Next Record option.  In this case, Works moves to the next record containing a match.


To find records in list view

Note:  Works searches the entire database beginning from the position of the highlight ( [image]).

1	If you want to search only part of the database, highlight the entries you want to search.

2	From the Select menu, choose Find.

3	Type the text or value you want to find.

4	Choose the option you want.

To go to the next record that contains a match, choose Next Record.

To display only the records contain a match and hide the rest, choose All Records.

5	Choose OK.

If you chose the All Records option, Works displays the records that contain a match and hides the rest.  To show all the records again, choose the Show All Records command from the Select menu.

To repeat the previous search, press F7.  This is especially helpful if you chose the Next Record option.  In this case, Works moves to the next record containing a match.


To enter a number

1	Move the insertion point or highlight to the field where you want to type the number.

2	Type the number (excluding commas).

As you type, the number is displayed in both the field and in the formula bar.

If you make a mistake, press BACKSPACE.

3	Press ENTER.
--or--
Click the Enter box in the formula bar.

Note:  When you enter a number that includes a fraction, Works converts it to a decimal number.  For example, if you type 10 3/4, Works converts it to 10.75.  However, you must precede a fraction with a whole number and a space.  For example, to enter the fraction 2/5 type 0 2/5.

If you type a dollar sign ($) before the number or a percent sign (%) after the number, Works automatically changes the field's format from general to currency or percent, respectively.

The way that dates, times, and numbers are displayed also depends on the country you selected when you first installed Windows.

For more information, see [image]  Changing the International Settings

I see ##### instead of a number?

The field is not wide enough to display the number.  Just  change the field width.

I see a date or time instead of the number?

Format the field to display a number instead of a date or time.  For more information, see [image] How to change a number format.


To change the number format

1	Highlight an entry in the field whose format you want to change.

In list view, you can change the format of several adjacent fields by highlighting an entry in each field.

2	From the Format menu, choose  the number format you want.

General

Fixed

Currency

Comma

Percent

Exponential

Leading zero

True/False

3	Depending on the format you choose, Works may display a dialog box asking you for more information.  If so, type the the number of decimals or digits you want.

4	Choose OK.

If you type a dollar sign ($) before the number or a percent sign (%) after the number, Works automatically changes the field's format from general to currency or percent, respectively.

The way that dates, times, and numbers are displayed also depends on the country you selected when you first installed Windows.

For more information, see [image]  Changing the International Settings

I see ##### instead of a number?

The field is not wide enough to display the number.  Just change the field width.


To enter a series of numbers

1	If you have not already done so, switch to list view.

2	Move the highlight to the field where you want the series to begin.

3	Type the first number in the series, and then press ENTER.

4	Highlight the entry and the area to the right or below into which you want to fill the series.

5	From the Edit menu, choose Fill Series.

6	Type a number to determine an increment for the series.  Works proposes 1.

To create a decreasing series, type a negative number.

7	Choose OK.


To enter text in form view

1	Move the insertion point to field where you want to type the entry.

2	Type the text.

As you type, the text is displayed in both the field and the formula bar.

If you make a mistake, press BACKSPACE.

If you decide not enter the text, press ESC or click the Cancel box in the formula bar.

3	Press ENTER or click the Enter box in the formula bar.

In the formula bar, a quotation mark appears to the left of the entry.  This indicates that the entry is text, not a number or formula.

If you want to enter a date, time, or number as text, type " (quotation mark) before the entry.  For example, if you want to enter the word April as text, type "April  Otherwise, Works evaluates the entry as a date.

I can't see all of the entry?

The field is not wide enough to display the entry.  Just change the field width.


To enter text in list view

1	Move the highlight to the field where you want to type the entry.

2	Type the text.

As you type, the text is displayed in both the field and the formula bar.

If you make a mistake, press BACKSPACE.

If you decide not enter the text, press ESC or click the Cancel box in the formula bar.

3	Press ENTER or click the Enter box in the formula bar.

In the formula bar, a quotation mark appears to the left of the entry.  This indicates that the entry is text, not a number or formula.

If you want to enter a date, time, or number as text, type " (quotation mark) before the entry.  For example, if you want to enter the word April as text, type "April  Otherwise, Works evaluates the entry as a date.

I can't see all of the entry?

The field is not wide enough to display the entry.  Just change the field width.


To enter a formula in form view

1	Move the insertion point to the field where you want to type the formula.

2	Type = (an equal sign) and then the formula.

You must type a quotation mark (") before any text you type in the formula, for example "NY.  Do not type a quotation mark before field names or numbers.

If you make a mistake, press BACKSPACE.

If you decide not to enter the formula, press ESC or click the Cancel box in the formula bar.

3	Press ENTER or click the Enter box in the formula bar.


To enter a formula in list view

1	Move the highlight to the field where you want to type the formula.

2	Type = (an equal sign) and then the formula.

You must type a quotation mark (") before any text you type in the formula, for example "NY.  Do not type a quotation mark before field names or numbers.

If you make a mistake, press BACKSPACE.

If you decide not to enter the formula, press ESC or click the Cancel box in the formula bar.

3	Press ENTER or click the Enter box in the formula bar.


To insert a field name into a formula in list view

1	If you have not already done so, switch to list view.

2	Move the highlight to the place you want to type the formula.

3	Type the formula up to where you want to insert the field name.

The formula is displayed in both the field and the formula bar.

4	Click the field whose name you want to insert.

5	Type the rest of the formula.

If you make a mistake, press BACKSPACE.

If you decide not to enter the formula, press ESC or click the Cancel box in the formula bar.

6	 Press ENTER or click the Enter box in the formula bar.


To use a function in a formula

1	Move the highlight or insertion point to the field where you want to type the formula.

2	Type = (an equal sign) followed by the function you want to use.  Example:   =AVG

As you type, the formula is displayed in both the field and the formula bar.

If you make a mistake, press BACKSPACE.

3	Type the arguments (usually field names or numbers) you want the function to apply to.

Remember to enclose the arguments in parentheses and to separate them with commas.  Example:  =AVG(Test 1,Test 2,Test 3)

If you decide not to enter the formula, press ESC or click the Cancel box in the formula bar.

4	Press ENTER or click the Enter box in the formula bar.

I see the message "Reference not valid or wrong operator"?

Make sure that you have enclosed the arguments in parentheses and that you have separated them with commas.


To create a header or footer

1	From the Edit menu, choose Headers & Footers.

2	Type the text and any header and footer codes you want (see table below).

For example, to left-align the header "Customers," type...

...or type this to have Works automatically insert the page number as a footer.

3	Choose OK.

Header and footer codes

To	Type

Print the page	&p

number

Print the date in	&d

short format

Print the date in 	&n

long format

Print the time	&t

Print the filename	&f

Left-align text	&l

Center text	&c

Right-align text	&r

Print & (ampersand)	&&

To see what a header or footer looks like before you print or to check its position on the page, click the Preview button on the Toolbar.

When you insert a date or time in a header or footer, it is displayed as 6/8/92 (short form), June 8, 1992 (long form), or 2:30 PM (12-hour clock).  This may vary depending on the country you selected when you first installed Windows.

For more information, see [image] Changing the International Settings


To change the starting page number

1	From the File menu, choose Page Setup & Margins.

2	Type the number you want Works to use as the starting page number.

3	Choose OK.

I don't see any page numbers on my printed document?

You need to create a header or footer that tells Works to insert the page number.  For more information, see [image]  How to Create a Header or Footer.


To adjust the header or footer margin

1	From the File menu, choose Page Setup & Margins.

2	Type a new measurement for any of the margins you want to change.

Works assumes the unit of measure is inches--you don't have to type the inch symbol (").

The header margin must be smaller than your document's top margin and the footer margin must be smaller than the bottom margin.

3	Choose OK.

If you want to enter another unit of measure, type the abbreviation after the measurement.  For example, type cm for centimeters, pi for picas, or pt for points.

For information on changing the preset unit of measure, see  [image] How to Change the Unit of Measure.

If you want to check the header or footer position on the page before you print, click the Preview button on the Toolbar.


To print without a header or footer on the first page

1	From the Edit menu, choose Headers & Footers.

2	Choose the options you want.

3	Choose OK.


To delete a header or footer

1	From the Edit menu, choose Headers & Footers.

2	In the Header or Footer box, highlight the text you want to delete.

3	Press the DEL key.

4	If necessary, repeat steps 2 and 3 to delete text in the other box.

5	Choose OK.


To adjust page margins

1	From the File menu, choose Page Setup & Margins.

2	Type a new measurement for any margin you want to change.

Works assumes the unit of measure is inches--you don't have to type the inch symbol (").

The header margin must be smaller than the top margin and the footer margin must be smaller than the bottom margin.

3	Choose OK.

If you want to enter another unit of measure, type the abbreviation after the measurement.  For example, type cm for centimeters, pi for picas, or pt for points.

For information on changing the preset unit of measure, see  [image] How to Change the Unit of Measure.

If you want to see what the margins look like before you print, click the Preview button on the Toolbar.


To print more than one record on a page in form view

1	From the File menu, choose Page Setup & Margins.

2	Clear the Page Breaks Between Records option.

If you want to specify the amount of space between records on a page, type a number.

Works assumes the unit of measure is inches.  You don't have to type the inch symbol (").

3	Choose OK.

Works automatically inserts a page break when there is enough information to fill up a page.  Works does not insert a page break in the middle of a record.  If there is not enough room to display an entire record, Works prints it on the next page.  However, you can insert additional page breaks wherever you want, for more information see [image] How to Insert a Page Break in Form View.

If you want to see how the information looks on the page before you print, click the Preview button on the Toolbar.


To insert a page break in form view

1	Move the insertion point to the place where you want to insert the page break.

The page break will be inserted above the tip of the insertion point.

2	From the Edit menu, choose Insert Page Break.

Works inserts the page break and automatically adjusts all other page breaks.

Note:  Page breaks you insert are displayed as dotted lines.  All other page breaks are displayed as dashed lines.


To delete a page break in form view

1	Move the insertion point over the page break you want to delete.

2	From the Edit menu, choose Delete Page Break.

Works deletes the page break and adjusts the remaining page breaks.


To insert a page break in list view

1	To insert a horizontal page break, highlight the record you want to appear below the page break.

--Or--

To insert a vertical page break, highlight the field you want to appear to the right of the page break.

2	From the Edit menu, choose Insert Page Break.

Works inserts the page break and automatically adjusts all other page breaks.


To delete a page break in list view

1	To delete a horizontal page break, highlight the record below the page break.

--Or--

To delete a vertical page break, highlight the field to the right of the page break.

2	From the Edit menu, choose Delete Page Break.

Works deletes the page break and adjusts all remaining page breaks.


To change the page size

1	From the File menu, choose Page Setup & Margins.

2	Type a new measurement for the page length or width.

Works assumes the unit of measure is inches--you don't have to type the inch symbol (").

Note: If you want to print on legal paper, change the page length to 14".

3	Choose OK.

4	From the File menu, choose Printer Setup.

5	To print on paper other than 8.5" by 11", click the arrow and choose the paper size you want.

6	Choose OK.

Note:  When you change the page size in the Printer Setup dialog box, you change it for all documents and applications.

For example, if you change to legal-size paper (8.5" by 14"), but then want to print a document on letter-size paper (8.5" by 11"), you need to:

1	Make sure the page length and width settings are correct in the Page Setup & Margins dialog box.

2	Change the paper size back to letter size (8.5" by 11") in the Printer Setup dialog box.

If you forget to do this, Works will give you a message before you print.


To change the page orientation

1	From the File menu, choose Page Setup & Margins.

2	To change the page orientation, switch the measurements.

For example, to print horizontally on 8.5" by 11" paper, change the length to 8.5" and the width to 11".

Works assumes the unit of measure is inches--you don't have to type the inch symbol (").

3	Choose OK.

4	From the File menu, choose Printer Setup.

5	Under Orientation, choose Portrait or Landscape.

If you choose Landscape orientation, it may affect the way all your documents look.  See the Notes section below for more information.

6	Choose OK.

Notes:

When you change the orientation in the Printer Setup dialog box, you change it for all documents and applications.

For example, if you change the orientation to landscape but then want to print a document in portrait orientation, you need to:

1	Change the page length and width in the Page Setup & Margins dialog box.

2	Change the orientation back to Portrait in the Printer Setup dialog box.

If you forget to do this, Works will give you a message before you print.

When you change to landscape orientation, there are only certain fonts that are available for printing.  This may temporarily change the way all your documents look.

For example, if you print your database and then want to print a word processor document using other fonts, you need to change back to portrait orientation to see those fonts again.


To preview a document

1	On the Toolbar, click the Print Preview button

--or--
From the File menu, choose Print Preview.

Works displays the document in the print preview window.

2	To:

See the next page, choose Next.

See the previous page, choose Previous.

Magnify the page half way, choose Zoom In.

Move from one part of the magnified page to another, use the scroll bars
--or--
Press PAGE UP or PAGE DOWN.

Magnify the page all the way, choose Zoom In twice.

Return to the full page, choose Zoom Out once or twice depending on how many times you magnified the page.

Print the document, choose Print.

Leave print preview, choose Cancel.

When you move the mouse pointer over the page it changes to a magnifying glass.  You can then click the page to zoom in or out.


To print one record in form view

1	Move to the record you want to print.

To print only labels and field names, click the Last Record button to move to the blank record at the end of your database.

2	From the File menu, choose Page Setup & Margins.

3	Choose Current Record Only.

4	To print everything you see on the form, choose All Items.

--Or--
To print only the entries, choose Field Entries Only.

5	If you want to print the field lines, choose Print Field Lines.

6	Choose OK.

7	On the Toolbar, click the Print button.

--or--
From the File menu, choose Print.
--or--
Press CTRL+P.

8	If you want to print more than one copy, type the number of copies you want.

9	If you want Works to print without bold, italic, and underline formatting, choose Draft Quality Printing.  Depending on your printer, Works may print faster with Draft Quality Printing chosen.

10	Choose OK.


To print all records in form view

1	From the File menu, choose Page Setup & Margins.

2	Choose All Records.

3	To print everything you see on the form, choose All Items.

--Or--
To print only the entries, choose Field Entries Only.

4	If you want to print the field lines, choose Print Field Lines.

5	To print more than one record per page, clear Page Breaks Between Records.  Works prints as many complete records as it can fit on a page.

If you want to specify the amount of space between records on a page, type a number.

Works assumes the unit of measure is inches.  You don't have to type the inch symbol (").

6	Choose OK.

7	On the Toolbar, click the Print button.

--or--
From the File menu, choose Print.
--or--
Press CTRL+P.

8	If you want to print more than one copy, type the number of copies you want.

9	If you want to print only some of the pages, choose the Pages option and then type the range of page numbers you want to print.

10	If you want Works to print without bold, italic, and underline formatting, choose Draft Quality Printing.  Depending on your printer, Works may print faster with Draft Quality Printing chosen.

11 	Choose OK.

You can see the page numbers for your database in the preview window.  To preview a document, click the Preview button on the Toolbar.


To slide a field to the left

1	Highlight the name of the field you want to slide to the left.

2	If you want to hide the field name, choose Show Field Name from the Format menu.

3	From the Format menu, choose Style.

4	Choose Slide To Left.

5	Choose OK.

When you print the form, Works slides the field name and or entry to the left.

If you want to check the field position before you print, click the Preview button on the Toolbar.


To print in list view

1	If you want to print with record and field headings or with gridlines, choose Page Setup & Margins from the File menu.  Choose the options you want and then choose OK.

2	On the Toolbar, click the Print button.

--or--
From the File menu, choose Print.
--or--
Press CTRL+P.

3	If you want to print more than one copy, type the number of copies you want.

4	If you only want to print part of the database, choose the Pages option and then type the range of page numbers you want to print.

5	If you want Works to print without bold, italic, and underline formatting, choose Draft Quality Printing.  Depending on your printer, Works may print faster with Draft Quality Printing chosen.

6	Choose OK.

You can see the page numbers for your database in the preview window.  To preview a document, click the Preview button on the Toolbar.


To copy to another application

1	If you have not already done so, switch to list view.

2	Highlight the entries you want to copy.

3	From the Edit menu, choose Copy

--or--

Press CTRL+C.

4	Open the application and file you want to paste to.

5	Move the insertion point or highlight to the location you want to paste to.

6	From the Edit menu, choose Paste or the equivalent command.

When you choose the Copy command, Works places the information on the Clipboard.  You can then paste that information as many times as you like until you cut or copy other information to the Clipboard.

If you copy to a word processor document, you may need to adjust tab stops, fonts, and font sizes to properly display the copied information.

If you copy to a spreadsheet, you may need to adjust the column width to properly display the copied information.

I try to copy to an application and it doesn't work?

Try saving the file as a text file and then opening the file in the application.


To move information to another application

1	If you have not already done so, switch to list view.

2	Highlight the entries you want to move.

3	From the Edit menu, choose Cut

--or--

Press CTRL+X.

4	Open the application and file you want to paste to.

5	Move the insertion point or highlight to the location you want to paste to.

6	From the Edit menu, choose Paste or the equivalent command.

When you choose the Cut command, Works places the information on the Clipboard.  You can then paste that information as many times as you like until you cut or copy other information to the Clipboard.

If you paste to a word processor document, you may need to adjust tab stops, fonts, and font sizes to properly display the copied information.

If you paste to a spreadsheet, you may need to adjust the column width to properly display the copied information.

I try to move information to an application and it doesn't work?

Try saving the file as a text file and then opening the file in the application.


To save a database as a text file

1	From the File menu, choose Save As.

2	Choose Text & Commas, Text & Tabs (DOS) or Text & Tabs.

If you choose:

Text & Commas, entries are separated by commas, and text, dates, times, and numbers in currency or percent format are enclosed in quotation marks.

Text & Tabs (DOS), entries are separated by tabs, and number formats are saved.  Try this before choosing Text & Tabs.

Text & Tabs, the text file is saved using the ANSI character set.  Entries are separated by tabs, and number formats are saved.  Only some Windows applications recognize this format.

3	If you want to rename the text version of the file, type a name up to eight characters long.  Works automatically adds the extension .csv if you chose Text & Commas or .txt if you chose Text & Tabs.

4	Choose OK.

The database is saved on your disk as a text file.  Your original file is still displayed and is not replaced or altered.

Some of the characters change when I open the file in the other application.

Try saving the file in another text file format.  For example, if you saved the file as Text & Tabs (DOS), try saving the file as Text & Tabs or Text & Commas.

I want to save the file in another directory or to another drive?

In the File Save As box, choose the directory or drive you want.


To save a database as a dBASE file

1	From the File menu, choose Save As.

2	Choose dBASE III or dBASE IV depending upon the version of dBASE you have.

When you save a Works database as a dBASE file, it retains its field names.

3	If you want to rename the dBASE version of the file, type a name up to eight characters long.  Works automatically adds the extension .dbf to a dBASE file.

4	Choose OK.

The database is saved on your disk in the dBASE format you chose.  Your original file is still displayed and is not replaced or altered.

I want to save the file in another directory or to another drive?

In the File Save As box, choose the directory or drive you want.


To open a text file from another application

1	From the File menu, choose Open Existing File.

2	Type the filename and extension of the text file you want to open.

Note:  If the file is located in a different directory or on another drive, choose the directory or drive you want.

3	Choose OK.

Works displays the Open File As box.

4	Choose the tool you want to open the file in.

5	Works proposes Text for DOS.  Try this first.  If the text file does not open, choose Text for Windows.

6	Choose OK.

Note:  When you open a text file in a Works database, field names appear as Field 1, Field 2, and so on.


To open a dBASE file

1	From the File menu, choose Open Existing File.

2	Type the filename and extension of the file you want to open.

dBASE files have the extension .dbf.

Note:  If the file is located in a different directory or on another drive, choose the directory or drive you want.

3	Choose OK.


To hide or show the Toolbar

From the Options menu, choose Show Toolbar.

Works hides the Toolbar and removes the check mark beside the command name on the menu.

To display the Toolbar again, choose Show Toolbar again.


To hide the status bar

1	From the Options menu, choose Works Settings.

2	Clear the Show Status Bar check box.

3	Choose OK.

Works hides the status bar.

To show the status bar

1	From the Options menu, choose Works Settings.

2	Choose the Show Status Bar check box.

3	Choose OK.


To hide or show gridlines

From the Options menu, choose Show Gridlines.

Works hides the gridlines and removes the check mark beside the command name on the menu.

To display the gridlines again, choose Show Gridlines.


To hide or show field lines

From the Options menu, choose Show Field Lines.

Works hides the field lines and removes the check mark beside the command name on the menu.

To display the field lines again, choose Show Field Lines.


To divide a window into panes

1	To divide a window horizontally...

2	Drag the split bar down.

3	To divide a window vertically...

...move the mouse pointer to the split bar located in the lower-left corner of the document window.

When you have the pointer in the right place, it changes shape.

4	Drag the split bar to the right.

1	From the Window menu, choose Split.

The mouse pointer changes its shape ( [image]) and the workspace is divided into panes.

2	 To move the horizontal split bar, press [image] or [image].

--Or--

To move the vertical split bar, press [image] or [image].

3	Press ENTER.


To move between panes

Click in the pane you want.

--or--

To move to the	Press

Next pane	F6

Previous pane	SHIFT+F6


To remove the panes

Double-click the split bar.

--Or--

1	From the Window menu, choose Split.

2	To remove the horizontal split line, press [image] or [image] until the line reaches the top or bottom of the window.

--Or--

To remove the vertical split line, press [image] or [image] until the line reaches the right or left edge of the window.

3	Press ENTER.


Addresss database
Database and reporting ideas	 1 of 16

Database and reporting ideas

Related information

Spreadsheet and charting ideas

Word Processor ideas


Addresss database
Database and reporting ideas	 2 of 16

Address database

To see the instructions, click the stars.


Volunteer database
Database and reporting ideas	 3 of 16

Address database

To see the instructions, click the stars.


Volunteer database
Database and reporting ideas	 4 of 16

Volunteer database

To see the instructions, click the stars.


Volunteer database
Database and reporting ideas	 5 of 16

Volunteer database

To see the instructions, click the stars.


Inventory database
Database and reporting ideas	 6 of 16

Volunteer database

To see the instructions, click the stars.


Inventory database
Database and reporting ideas	 7 of 16

Inventory database

To see the instructions, click the stars.


Inventory report
Database and reporting ideas	 8 of 16

Inventory database

To see the instructions, click the stars.


Inventory report
Database and reporting ideas	 9 of 16

Inventory report

To see the instructions, click the stars.


Student database
Database and reporting ideas	 10 of 16

Inventory report

To see the instructions, click the stars.


Catalogue order form
Database and reporting ideas	 11 of 16

Student database

To see the instructions, click the stars.


Catalogue order form
Database and reporting ideas	 12 of 16

Catalogue order form

To see the instructions, click the stars.


Travel expenses
Database and reporting ideas	 13 of 16

Catalogue order form

To see the instructions, click the stars.


Travel expenses
Database and reporting ideas	 14 of 16

Travel expenses

To see the instructions, click the stars.


Statement
Database and reporting ideas	 15 of 16

Travel expenses

To see the instructions, click the stars.


Statement
Database and reporting ideas	 16 of 16

Statement

To see the instructions, click the stars.


Database topics
To open a topic, click the one you want

from the indented sections of the list below.

Getting started

Database basics

Creating a database in form view

Creating a database in list view

Moving within a database

Highlighting information

Entering information

Text

Numbers

Dates and times

Formulas

Functions

Function reference

Changing information

Adding entries

Editing an entry

Removing entries

Copying information

Moving information

Enhancing the appearance

Changing information appearance

--includes movie

Changing the screen display

Finding information

Finding records

--includes movie

Hiding fields or records

Querying

Sorting and protecting

Sorting records

Protecting a database

Printing

Headers and footers

Changing the page layout

Previewing

Printing a form

Printing a list

Working with other applications

Sharing with other applications


ABS function, how to use

ACOS function, how to use

Active window, defined

Addition (+) in queries

Address book, creating with WorksWizards

Alignment

changing

described

how to

fields, how to

headers/footers

described

setting, how to enter code

preset alignment

template

AND operator

formulas, background reading

queries

ANSI file   (See Text file)

Appearance of text

aligning   (See Alignment)

bold   (See Bold)

font   (See Font)

italic   (See Italic)

lesson:  Formatting records

movie

overview

underline   (See Underline)

Argument

Arranging

icons, how to

records

moving   (See Moving information)

sorting   (See Sorting)

Ascending order   (See Sorting)

ASCII file   (See Text file)

ASIN function, how to use

Asterisk (*)

multiplication operator

background reading

query

wildcard symbol

query

search

ATAN function, how to use

ATAN2 function, how to use

Audio check

Automatic dialing   (See Dialing phone numbers)

AVG function, how to use


Backup copy, how to create

Blank form

Boiler plate text   (See Template)

Bold

changing style, how to

printing without, how to

Boolean searches


Calculating

date or time

elapsed time

formulas

functions

Canceling

automatic dialing, how to

dialog box and command

keyboard method, how to

mouse method, how to

print preview, how to

Capitalization, ignored in search

Cascading windows

described

how to

Centering information

changing, how to

described

header/footer text, how to adjust

Centimeters, as unit of measure

changing, how to

described

Changing

information   (See Editing)

views   (See Switching)

Character

(See also Text)

deleting, how to

formatting

bold/italic/underline   (See Style)

font and point size   (See Font)

Charting tool, described

CHOOSE function, how to use

Clearing

deleting and clearing compared

described

entries

form view, how to

list view, how to

formulas

form view, how to

list view, how to

overview

query instructions, how to

Clock, how to change in computer

Closing

documents

(See also Saving)

described

how to

overview

panes in window, how to

Codes for header/footer, how to use

Colon (:) in database fields, how to create field name in form view

Column, how to assign field name

Comma format

applying, how to

described

entering numbers, how to

Commands

choosing, how to

illustrated

lessons

Getting to work

Using the keyboard

Using the mouse

overview

protected database, effect

Comparison operators

Control-menu box, illustrated

Converting

dBASE files

opening as Works file, how to

saving database as, how to

opening files from another application

described

how to

saving Works file to another application

described

how to

Copying

described

filling down

described

how to

filling right

described

how to

form view

described

how to

Copying continued...

formulas

described

to another application, effect

to other Works tools, effect

labels, how to

lesson:  Sharing information

list view

described

how to

overview

pasting

Copying continued...

records

described

form view, how to

to another application

described and effect on formatting

how to

to other Works tools

described and effect on formatting

how to

Correcting mistakes   (See Editing)

COS function, how to use

COUNT function, how to use

Country settings

changing, how to

overview

Creating

database in form view

described

form view and list view compared

how to

lesson:  Creating a database

database in list view

described

how to

lesson:  Working with lists

list view and form view compared

documents in Works

described

overview

fields, how to

labels, how to

template

described

how to

CTERM function, how to use

Currency format

applying, how to

described

international settings


Database

lessons

Creating a database

Getting to work

Introducing the database

Working with files

Working with lists

overview

parts

spreadsheet and database compared

Database tool, described

Date

background reading

computer's date and time, how to change

current

described

inserting, how to

updating, how to

entering and formatting

described

changing, how to

entering, how to

Date continued...

header/footer, how to enter code

international settings

number and text formats compared, background

overview

series

described

entering, how to

DATE function, how to use

DAY function, how to use

dBASE

opening as Works file

described

how to

saving Works database as

described

how to

DDB function, how to use

Decimal number

converted from fraction, how to enter number

displayed

time display, background reading

Defining a query

(See also Query)

comparison operators

described

how to

Definitions of database terms

Deleting

characters, how to

clearing and deleting compared

described

fields

form view, how to

list view, how to

headers/footers, how to

Deleting continued...

hidden fields

labels, how to

overview

page breaks

form view, how to

list view, how to

Deleting continued...

panes in window, how to

queries

described

how to

records

form view, how to

list view, how to

Descending order   (See Sorting)

Designing a database

changing form

layout

footer   (See Footer)

header   (See Header)

margins, described

margins, how to adjust

orientation, how to change

orientation, portrait versus landscape

overview

page break   (See Page break)

page size, how to select

protecting database   (See Protecting)

Dialing phone numbers

canceling, how to

changing settings, how to

described

how to use

overview

Dialog box

described

overview

using

keyboard, how to

mouse, how to

Displaying

field lines

described

how to

field names, how to

gridlines

described

how to

headers/footers

hidden fields, how to

hidden records

all records at once, how to

form view, how to

list view, how to

matches resulting from search

form view, how to

list view, how to

Displaying continued...

multiple parts of database at once

query results

described

how to

records

multiple records at a time

one record at a time

status bar, how to

text exceeding width of field

Toolbar, how to

Dividing (splitting) a window

described

how to

removing split, how to

Division (/)

formulas, background reading

queries

Document

closing

(See also Saving)

described

how to

overview

creating

described

overview

Document continued...

lessons

Getting to work

Working with files

naming

described

how to

number of characters allowed

overview

opening

described

how to

overview

Document continued...

preventing changes

protecting database   (See Protecting)

read only document, how to choose

saving

described

how to

overview

template

creating, how to

described

editing, how to

turning on/off, how to

Document window

described

status bar/Toolbar, how to hide and show

Dollar sign ($)

currency format

applying, how to

described

international settings

entering number as currency, how to

Draft quality printing, how to select

Duplicating   (See Copying)


Editing

entry

entire entry, described

entire entry, how to

partial entry, described

partial entry, how to

field names

form view, how to

list view, how to

labels, how to

overview

query instructions

described

how to

Elapsed days, calculating

background reading

described

Elapsed time, calculating

background reading

described

Emphasizing text   (See Style)

Empty form

Ending print preview, how to

Enlarging a window, how to

Entering information

form view, described

form view, how to

list view, described

list view, how to

multiple lines of text in field, how to

Entry

(See also Formula)

adding to database

clearing

described

overview

single entry (form view), how to

single/multiple entries (list view), how to

copying   (See Copying)

Entry continued...

deleting

described

overview

single entry (form view), how to

single/multiple entries (list view), how to

editing   (See Editing)

highlighting   (See Highlighting)

replacing

described

how to

text   (See Text)

Equal sign (=)

formulas

formula identifier, how to assign in form view

formula identifier, how to assign in list view

mathematical operator, background

queries

Equation   (See Formula)

Erasing

deleting entry and format   (See Deleting)

deleting entry while retaining format   (See Clearing)

ERR function, how to use

Excel   (See Microsoft Excel and Word for Windows)

Exchanging information

other applications   (See Sharing information with other applications)

Works tools   (See Sharing information between Works tools)

Exiting

Microsoft Works for Windows

described

how to

WorksWizards, how to

EXP function, how to use

Expanding database field, how to

Exponential format

applying, how to

described

Exponentiation (^)

formulas, background reading

queries

Extending a selection, how to


FALSE function, how to use

Field

adding

form view , described

form view, how to

list view, described

list view, how to

overview

arranging

described

repositioning field, how to

Field continued...

clearing

described

overview

single entry (form view), how to

single/multiple entries (list view), how to

copying limitations

creating, how to

defined

deleting

described

overview

single entry (form view), how to

single/multiple entries (list view), how to

Field continued...

formula, number allowed

going to

described

how to

height

(See also Size of field)

changing, how to

setting, how to

Field continued...

hiding

danger of deleting

how to

overview

highlighting   (See Highlighting)

moving

form view, described

form view, how to

list view, described

list view, how to

position, how to correct effect of switching views

Field continued...

protecting

all fields, how to

described

specific fields, how to

renaming, how to

size   (See Size of field)

sliding to left, how to

sorting   (See Sorting)

width

changing, how to

described

Field lines

described

hiding/showing, how to

Field name

creating

form view, described

form view, how to

list view, described

list view, how to

editing

form view, described

form view, how to

list view, described

list view, how to

formula, inserting field name

described

how to

hiding

described

how to

highlighting, how to

Filename

extension

printing in header/footer, how to enter code

Filling down

described

how to

Filling right

described

how to

Financial functions

described

overview

Finding (searching)

(See also Query)

capitalization ignored

described

hidden records

lesson:  Searching for information

matches, displaying

form view, how to

list view, how to

movie

Finding (searching) continued...

narrowing the search

overview

records

form view, how to

list view, how to

repeating search

form view, how to

list view, how to

wildcard symbols

First page header/footer, preventing

described

how to

Fixed format

applying, how to

described

Font

available fonts

changing

described

how to

overview

limitations in landscape orientation, how to correct

saving to template

Footer

creating, how to

deleting, how to

described

displaying

margins and placement in document

adjusting, how to

bottom margin

described

overview

preventing from printing

all pages, how to

described

first page, how to

Footer continued...

previewing

described

how to

printing

codes, how to use

described

saving to template

starting page

changing, how to

setting

Form

blank

design, changing

highlighting within

described

how to

moving labels or fields

described

how to

printing   (See Printing)

protecting

described

overview

turning on/off, how to

Form letters, creating with WorksWizards

Form view

copying

described

how to

explained

list view and form view compared

page breaks

parts of window

printing

hiding unwanted information

overview

screen display, changing

switching to/from list view, how to

Formatting

alignment   (See Alignment)

characters

bold/italic/underline   (See Style)

font and point size   (See Font)

copying

to another application, effect

to other Works tools, effect

date

changing format, how to

described

entering, how to

header/footer, how to use codes

number and text formats compared, background

Formatting continued...

footers   (See Footer)

headers   (See Header)

lesson:  Formatting records

margins   (See Margin)

movie

moving

to another application, effect

to other Works tools, effect

numbers

available formats, how to apply

described

Formatting continued...

printing without, how to

removing entries, effect

saving to template

time

changing format, how to

described

entering, how to

header/footer, how to use codes

Formula

background reading

clearing

described

form view, how to

list view, how to

components

copying

described

to another application, effect

to other Works tools, effect

Formula continued...

dates/times

described

entering

described

form view, how to

list view, how to

equal sign (=)

formula identifier, how to assign in form view

formula identifier, how to assign in list view

mathematical operator, background

Formula continued...

field names in formulas

described

inserting, how to

functions

arguments

available functions   (See Function reference)

described

overview

using, how to

incrementing values

lesson:  Adding formulas and functions

Formula continued...

moving

to another application, effect

to other Works tools, effect

number allowed per field

opening database saved as text file, effect

overview

running totals

saving database as text file, effect

Formula bar

displayed in window

editing entries

(See also Editing)

described

how to

Fractions, background reading

Function

argument

available functions   (See Function reference)

described

lesson:  Adding formulas and functions

overview

using in formulas, how to

Function reference

date and time functions

financial functions

information functions

logical functions

lookup functions

mathematical functions

overview of functions

statistical functions

trigonometric functions

FV function, how to use


General alignment

General format

applying, how to

described

numbers

Go to field or record

described

how to

Greater than or equal to symbol (>=)

formulas, background reading

queries

Greater than symbol (>)

formulas, background reading

queries

Gridlines

hiding/displaying

described

how to

printing, how to


Hard page break   (See Page break)

Header

creating, how to

deleting, how to

described

displaying

margins and placement in document

adjusting, how to

described

top margin

overview

preventing from printing

all pages, how to

described

first page, how to

Header continued...

previewing

described

how to

printing

codes, how to use

described

saving to template

starting page

changing, how to

setting

Heading of column

assigning, how to

printing field labels, how to

Height of field

(See also Size of field)

changing, how to

setting, how to

Help basics

movies

Getting around Help

Welcome to Help

Working strategies

overview

Hidden field, how to display

Hidden record

displaying

form view, how to

list view, how to

moving to, limitations

printing, effect

querying

searching

switching between hidden and displayed, how to

Hiding

fields

before printing, how to slide to left

danger of deleting

how to

overview

field names

described

how to

gridlines

described

how to

Hiding continued...

records

described

form view, how to

list view, how to

overview

status bar/Toolbar

described

how to

Highlighting

database, how to

entries

multiple, how to

single, how to

field, how to

field names, how to

form view

labels, how to

list view

overview

records, how to

Horizontal lines   (See Gridlines)

Horizontal page break

deleting, how to

inserting, how to

Horizontal page orientation   (See Landscape orientation)

Horizontal split bar, illustrated

Horizontal window split

(See also Window panes)

inserting, how to

removing, how to

HOUR function, how to use

Hours elapsed in a project

background reading

calculating


Icon

arranging, how to

minimizing/restoring document window

described

how to

Ideas for creating Works documents

IF function, how to use

Inches, as unit of measure

changing, how to

described

Incrementing value

Increments in series of dates

Inserting

date   (See Date)

entries

fields

form view, described

form view, how to

list view, described

list view, how to

Inserting continued...

page breaks

described

form view, how to

list view, how to

records

adding to end of record, how to

described

form view, how to

list view, how to

time   (See Time)

INT function, how to use

International settings

changing, how to

overview

ISERR function, how to use

ISNA function, how to use

Italic

changing style, how to

printing without, how to


Jump to field or record

described

how to


Keyboard

dialog box, how to use

moving around in database

(See also Moving around)

described

form view, how to

list view, how to

shortcut for commands, illustrated


Label

appearance

copying

described

how to

creating, how to

deleting, how to

editing, how to

highlighting, how to

moving

described

how to

Landscape orientation

described

printing and font limitations, how to correct

Layout

footer   (See Footer)

header   (See Header)

margins, adjusting

described

how to

orientation

changing, how to

portrait versus landscape

overview

page break   (See Page break)

page size, how to select

Leading zero format

applying, how to

described

Learning Microsoft Works for Windows

lessons

How to learn Works

What you need to know about computers

overview

Left alignment

changing, how to

described

header/footer text, how to adjust

Legal size page, how to select

Less than or equal to symbol (<=)

formulas, background reading

queries

Less than symbol (<)

formulas, background reading

queries

Lessons

When you click on one of the lesson titles listed below, the lesson will begin playing immediately.  When it is finished, you can find more information and instructions on how to perform a task by clicking on the See also reference that follows the lesson title.

Adding formulas and functions

(See also Formula)

(See also Function)

Advanced searching

(See also Query)

Creating a database

(See also Database)

described

Formatting records

(See also Formatting)

Lessons continued...

Getting to work

(See also Commands)

(See also Document)

How to learn Works

(See also Learning Microsoft Works for Windows)

Introducing the database

(See also Database)

Introducing the tools together

(See also Tools)

overview

Lessons continued...

Organizing records

(See also Moving information)

(See also Sorting)

Page layout and printing

(See also Margin)

(See also Page break)

(See also Printing)

Searching for information

(See also Searching)

Sharing information

(See also Sharing information with other applications)

starting, how to

Lessons continued...

What you need to know about computers

(See also Learning Microsoft Works for Windows)

Working with files

(See also Document)

Working with lists

(See also Database)

Working with windows

(See also Window)

Using the keyboard

(See also Commands)

Using the mouse

(See also Commands)

Lining up

fields, how to

text   (See Alignment)

List separator, international settings

List view

copying

described

how to

design of list, changing

explained

form view and list view compared

highlighting

described

one entry, how to

several entries, how to

List view continued...

page breaks

parts of window

printing

described

how to

overview

screen display, changing

switching to/from form view, how to

LN function, how to use

Locked field, effect of protecting

LOG function, how to use

Logical functions

described

overview

Logical operators

formulas, background reading

queries


Magnifying page in print preview, how to

Mailing labels, creating with WorksWizards

Manual page break   (See Page break)

Margin

header/footer margin

adjusting, how to

described

relationship to page margin

lesson:  Page layout and printing

page margin

described

how to

previewing

how to

overview

saving to template

Matching

query results   (See Query)

search results   (See Searching)

Mathematical functions

described

overview

Mathematical operators

formulas, background reading

queries

MAX function, how to use

Maximize box, illustrated

Measurements on ruler

changing, how to

overview

Menu, illustrated

Menu bar

illustrated

Works window

Microsoft Excel and Microsoft Word for Windows

sharing information, described

sharing information, how to

Microsoft Works for Windows

charting tool

database tool

help movies

Getting around Help

Welcome to Help

Working strategies

overview of tools

quitting

described

how to

Microsoft Works for Windows continued...

reporting tool

sharing information between tools

spreadsheet tool

starting

described

from MS-DOS, how to

from Windows, how to

last workspace arrangement displayed, described

last workspace arrangement displayed, how to

overview

word processor tool

MIN function, how to use

Minimize box, illustrated

Minimizing a window to an icon

described

how to

MINUTE function, how to use

Minutes elapsed in a project

background reading

calculating

MOD function, how to use

Modem, dialing phone numbers

changing settings, how to

described

how to

MONTH function, how to use

More than or equal to symbol (>=)

formulas, background reading

queries

More than symbol (>)

formulas, background reading

queries

Mouse

dialog box, how to use

moving around in database

(See also Moving around)

between records or fields (list view), how to

described

within record (form view), how to

Movies

When you click on one of the movie titles listed below, the movie will begin playing immediately.  When it is finished, you can find more information and instructions on how to perform a task by clicking on the See also reference that follows the movie title.

Changing information appearance

(See also Formatting)

Finding records

(See also Searching)

Getting around Help

(See also Help basics)

(See also Microsoft Works for Windows)

Movies continued...

Welcome to Help

(See also Help basics)

(See also Microsoft Works for Windows)

Working strategies

(See also Help basics)

(See also Microsoft Works for Windows)

Moving

dialog boxes

keyboard method, how to

mouse method, how to

information   (See Moving information)

windows, how to

Moving around

between panes, how to

going to field or record

described

how to

hidden record, limitations

keyboard method

described

form view, how to

list view, how to

mouse method

between records or fields (list view), how to

described

within record (form view), how to

overview

preview document, how to

scroll bars

WorksWizards, how to

Moving information

described

form view

list view

entries, how to

fields

form view, how to

list view, how to

labels, how to

lessons

Organizing records

Sharing information

overview

Moving information continued...

records

form view, how to

list view, how to

to another application

described and effect

how to

to other Works tools

described and effect

how to

Multiplication (*)

formulas, background reading

queries


NA function, how to use

Naming

columns, how to

database

described

how to

document in Works

described

how to

number of characters allowed

overview

New entries

New field

adding in form view, how to

adding in list view, how to

described for form view

described for list view

overview

New record

adding in form view, how to

adding in list view, how to

adding to end of record, how to

described

overview

Non-proportional fonts

Not equal to symbol (<>)

formulas, background reading

queries

NOT operator

formulas, background reading

queries

NOW function, how to use

Number

alignment, preset

background reading

entering

form view, described

list view, described

how to

formatting

applying, how to

default format

described

Number continued...

international settings

overview

series

described

entering, how to

Numbering pages

printing in header/footer, how to use codes

starting page

changing, how to

setting

Numerical order   (See Sorting)


Opening

documents in Works

described

how to

overview

files from another application

dBASE file, how to

described

how to

lesson:  Sharing information

Opening continued...

new database in form view

described

form view and list view compared

how to

new database in list view

described

how to

list view and form view compared

Operators used in formulas, background

OR operator

formulas, background reading

queries

Organizing records

moving   (See Moving information)

sorting   (See Sorting)

Other applications

copying information to

described

how to

dBASE

opening as Works file, described

opening as Works file, how to

saving Works database as, described

saving Works database as, how to

Other applications continued...

moving information to

described

how to

opening text files as Works file

described

how to

saving Works database as text file

described

how to


Page break

deleting

described

form view, how to

list view, how to

inserting

described

form view, how to

list view, how to

lesson:  Page layout and printing

previewing

how to

overview

Page layout

footer   (See Footer)

header   (See Header)

margins, adjusting

described

how to

orientation

changing, how to

portrait versus landscape

overview

page break   (See Page break)

page size, how to select

Page margins   (See Margin)

Page number

printing in header/footer, how to use codes

starting page

changing, how to

setting

Page preview   (See Previewing)

Page size, how to change

Panes in window

moving between, how to

removing, how to

splitting windows

described

how to

Paper size for printing, how to select

Parentheses ( ) in arguments

Parts of a database

Parts of a window

Pasting

copied information

described

how to

moved information

entry, how to

field, how to

record, how to

Percent format

applying, how to

described

entering numbers, how to

Percent sign (%)

described

formatting as percent, how to

Phone numbers, dialing

canceling, how to

changing settings, how to

described

how to

overview

PI function, how to use

Picas, as unit of measure

changing, how to

described

Placement of header/footer

adjusting, how to

described

relationship to page margin

PMT function, how to use

Points

point size   (See Font)

unit of measure

changing, how to

described

Portrait orientation

Positioning information

aligning   (See Alignment)

header/footer   (See Placement of header/footer)

moving   (See Moving information)

Power loss, effect on unsaved work

Practicing with Microsoft Works for Windows   (See Lessons)

Preventing

changes to form   (See Protecting)

headers/footers

all pages, how to

described

first page, how to

replacing existing text

during copy, how to

during move, how to

Previewing

canceling, how to

headers/footers

described

how to

how to preview

overview

Print preview   (See Previewing)

Printer

choosing, how to

overview

Printing

column headings (field headings), how to

draft quality, how to

fonts

limitations in landscape orientation, how to correct

supported by printer

form view, overview

formatting turned off, how to

forms

hiding unwanted information

overview

Printing continued...

gridlines, how to

headers/footers

codes, how to use

preventing, described

preventing on all pages, how to

preventing on first page, how to

hidden record effect

horizontally on the page (landscape), how to

Printing continued...

landscape orientation

described

font limitations, how to correct

selecting, how to

lesson:  Page layout and printing

list view, overview

multiple copies, how to

page number   (See Page number)

page range, how to

page size

changing, how to

described

portrait, how to

Printing continued...

previewed document, how to

printer   (See Printer)

problems, background reading

records

all, described

all, how to

multiple on one page, how to

one, described

one, how to

selected   (See Query)

settings stored on template

styles turned off, how to

text

bottom of page   (See Footer)

top of page   (See Header)

vertically on the page (portrait), how to

Proportional fonts

Protecting

database information

described

overview

turning off, how to

turning on, how to

fields

all fields, how to

specific fields, how to

form

described

overview

turning on/off, how to

PV function, how to use


Query

applying, how to

clearing query instructions, how to

comparison operators

defining

described

how to

deleting

described

how to

described

editing query instructions

described

how to

Query continued...

hidden records

lesson:  Advanced searching

logical operators

mathematical operators

narrowing results

overview

reapplying, how to

replacing query instructions, how to

viewing results

described

how to

wildcard symbols

Query operators

comparison operators

logical operators

mathematical operators

wildcard symbols

Query view

Question mark (?) as wildcard symbol

query

search

Quitting

Microsoft Works for Windows

described

how to

WorksWizards, how to

Quotation mark (") as text indicator


RAND function, how to use

RATE function, how to use

Read only document, how to assign

Record

adding to database

described

end of record, how to

form view, how to

list view, how to

overview

clearing

described

overview

single entry (form view), how to

single/multiple entries (list view), how to

Record continued...

copying

described

how to

multiple

deleting

described

overview

single record (form view), how to

single/multiple records (list view), how to

displaying

all, how to

hidden, how to in form view

hidden, how to in list view

Record continued...

fields, adding

form view, described

form view, how to

list view, described

list view, how to

finding   (See Searching)

going to

described

how to

hiding

described

form view, how to

list view, how to

overview

switching hidden and displayed, how to

Record continued...

highlighting, how to

lessons

Formatting records

Organizing records

moving

form view, described

form view, how to

list view, described

list view, how to

Record continued...

printing in form view

all, described

all, how to

hidden record, effect

multiple on a page, how to

one, described

one, how to

overview

printing in list view

hidden record, effect

how to

overview

querying   (See Query)

searching   (See Searching)

sorting

described

how to

overview

repeating sort, how to

viewing

multiple records at a time (list view)

one at a time (form view)

Reducing a window

described

minimizing to an icon, how to

moving borders, how to

Removing information

deleting entry and format   (See Deleting)

deleting entry while retaining format   (See Clearing)

Reordering records

moving   (See Moving information)

sorting   (See Sorting)

Repeating

information   (See Copying)

query, how to reapply

search

form view, how to

list view, how to

sorting, how to

Replacing

entries

described

how to

existing text

during copy, how to prevent

during move, how to prevent

field names, how to

query instructions, how to

Reporting tool, described

Repositioning fields and labels   (See Moving information)

Resizing fields

height and width (form view)

changing, how to

described

setting, how to

width (list view)

described

how to

Restoring a window from an icon, how to

Revising   (See Editing)

Right alignment

changing, how to

described

header/footer text, how to adjust

ROUND function, how to use

Running head   (See Header)

Running total


Safeguarding database   (See Protecting)

Saving

database as

dBASE file, how to

text file, described

text file, how to

Works file, described

Works file, how to

document in Works

described

how to

overview

Screen display

(See also Window panes)

field lines, hiding/showing

described

how to

gaining more screen space

gridlines, hiding/showing

described

how to

overview

Scroll bar, illustrated

Scrolling

between records or fields (list view), how to

described

within a record (form view), how to

Searching

(See also Query)

capitalization ignored

described

hidden records

lesson:  Searching for information

matches, displaying

form view, how to

list view, how to

movie

Searching continued...

narrowing the search

overview

records

form view, how to

list view, how to

repeating search

form view, how to

list view, how to

wildcard symbols

SECOND function, how to use

Selecting (highlighting)

database, how to

entries

multiple, how to

single, how to

field, how to

field names, how to

form view

labels, how to

list view

overview

records, how to

Series

dates

described

entering, how to

increments

numbers

described

entering, how to

Sharing information between Works tools

described

lesson:  Sharing information

Sharing information with other applications

copying information to another application

described and effect

how to

lesson:  Sharing information

moving information to another application

described and effect

how to

overview

Sharing information with other applications continued...

opening dBASE file as Works file, how to

opening text files as Works files

described

how to

saving database as dBASE file, how to

saving database as text file

described and effect

how to

Showing

field lines

described

how to

field names, how to

gridlines

described

how to

headers/footers

hidden fields, how to

hidden records

form view, how to

list view, how to

matches resulting from search

form view, how to

list view, how to

records, how to

status bar, how to

text exceeding width of field

Toolbar, how to

Side-by-side fields, how to create

SIN function, how to use

Size of field

height and width (form view)

changing, how to

described

setting, how to

width (list view)

described

how to

Sizing a window by moving borders, how to

Sliding field to left

described

how to

SLN function, how to use

Sorting

described

how to

lesson:  Organizing records

overview

repeating, how to

Sound check

Split bars, illustrated

Splitting a window

described

how to

removing split, how to

Spreadsheet tool

compared to database

copying information to

described

how to

described

moving information to

described

how to

SQRT function, how to use

Starting

Microsoft Works for Windows

described

from MS-DOS, how to

from Windows, how to

last workspace arrangement displayed, described

last workspace arrangement displayed, how to

overview

Starting continued...

new database in form view

described

form view and list view compared

how to

new database in list view

described

how to

list view and form view compared

tutorial, how to

Starting page

changing, how to

setting

Startup dialog box, how to use

Statistical functions

described

overview

Status bar

background reading

hiding/displaying

described

how to

Works window

STD function, how to use

Style

changing, how to

described

overview

printing without, how to

saving database as text file, effect

Subtraction (-)

formulas, background reading

queries

SUM function, how to use

Suppressing header/footer on first page

described

how to

Switching

hidden and displayed records, how to

to form view, how to

to list view, how to

SYD function, how to use


TAN function, how to use

Telephone numbers, dialing

canceling, how to

changing settings, how to

described

how to use

overview

Template

creating, how to

described

editing, how to

turning on/off, how to

TERM function, how to use

Terminology for database parts

Text

alignment   (See Alignment)

appearance, changing

lesson:  Formatting records

movie

overview

deleting, how to

emphasizing   (See Style)

Text continued...

entering

described

form view, described

form view, how to

list view, described

list view, how to

multiple lines, how to

exceeds width of field

Text continued...

finding   (See Finding (searching))

overview

printed at bottom of page   (See Footer)

printed at top of page   (See Header)

types of entries

wrap to next line, how to

Text file

opening as Works file

described

how to

saving database as

described

how to

Tiling windows

described

how to

Time

background reading

computer's date and time, how to change

current

described

inserting, how to

updating, how to

entering and formatting

described

changing, how to

entering, how to

header/footer, how to enter code

international settings

overview

TIME function, how to use

Title bar, illustrated

Toolbar

background reading

hiding/displaying

described

how to

Works window

Tools

charting tool

database tool

lesson:  Introducing the tools together

overview

reporting tool

sharing information between Works tools

spreadsheet tool

word processor tool

Trigonometric functions

described

overview

TRUE function, how to use

True/false format

applying, how to

described

Tutorial

described

lessons  (See Lessons)

overview

starting, how to

Typeface   (See Font)

Typing information   (See Entering information)


Underline

changing style, how to

printing without, how to

Unlocking fields, how to

Updating date/time, how to


VAR function, how to use

Vertical lines   (See Gridlines)

Vertical page break

deleting, how to

inserting, how to

Vertical page orientation   (See Portrait orientation)

Vertical split bar, illustrated

Vertical window split

inserting, how to

removing, how to

Viewing   (See Displaying)

Volume check


Width of field

changing

height and width (form view), how to

width (list view), how to

setting, how to

Wildcard symbols

queries

search

Window

arranging multiple

described

saving arrangement, described

saving arrangement, how to

cascading

described

how to

icon

arranging, how to

described

minimizing/restoring document window, how to

Window continued...

illustrated

lesson:  Working with windows

moving

described

how to

moving around within

number of documents open at once

overview

parts

Window continued...

sizing by moving borders, how to

splitting

described

how to

removing split, how to

tiling

described

how to

Works window

Window panes

described

moving between, how to

removing, how to

splitting a window, how to

Wizards   (See WorksWizards)

Word for Windows   (See Microsoft Excel and Microsoft Word for Windows)

Word processor tool

copying information to

described

how to

described

moving information to

described

how to

Works window

Workspace

described

saving window arrangement, how to

WorksWizards

address books

creating documents, how to

exiting, how to

form letters

mailing labels

moving around in, how to

overview

Wrapping text to next line, how to


YEAR function, how to use


Zooming page in print preview, how to


Edit Copy, Edit Cut, Edit Paste

These commands are unavailable in Query view.

More information

Changing or deleting a query


File Print Preview

Displays your database as it will appear when printed.  You can check the margins, page breaks, headers and footers, and so on.  To:

See the next page, click Next.

See the previous page, click Previous.

Magnify the page half way, click Zoom In.

Move from one part of the magnified page to another, use the scroll bars
--or--
Press PAGE UP or PAGE DOWN.

Magnify the page all the way, click Zoom In twice.

Return to the full page, click Zoom Out once or twice depending on how many times you magnified the page.

Print the document, click Print.

Leave print preview, click Cancel.

Shortcut...

To choose Print Preview, click the Preview button on the Toolbar.

More information

Previewing


Edit Cut Record

Cuts the currently displayed record and places it on the Clipboard.

You can then paste the record in another location in the same database, another Works tool, or another Windows application.  To paste the record, press CTRL+V.

You can paste the record as many times as you like until you cut or copy other information to the Clipboard.

Shortcut...

To choose Edit Cut Record, press CTRL+X.

More information

Moving information

Sharing with other applications


Edit Copy Record

Copies the currently displayed record to the Clipboard.

You can then paste the record in another location in the same database, another Works tool, or another Windows application.  To paste the record, press CTRL+V.

You can paste the record as many times as you like until you cut or copy other information to the Clipboard.

Shortcut...

To choose Edit Copy Record, press CTRL+C.

More information

Copying information


Edit Paste Record

Pastes a record that you have cut or copied to the Clipboard into your database.

When you paste in form view, the pasted record replaces the currently displayed record.

You can paste a record as many times as you like until you cut or copy other information to the Clipboard.

Shortcut...

To choose Edit Paste Record, press CTRL+V.

More information

Copying information

Moving information


Edit Clear Field Entry

Clears a highlighted entry.  You cannot recover cleared information.

When you clear an entry, Works removes the entry but retains the formatting, so that the next entry you type has the same format as the rest of the entries in that field.

If you have typed information in a field containing a formula, choosing Edit Clear Field Entry clears the entry and restores the formula.  Clear Formula is displayed on the Edit menu.

You can clear more than one entry at a time in list view.

Shortcut...

To clear a single highlighted entry, you can also press DEL.  To clear more than one entry at a time, you must use the Clear Field Entry command in list view.

More information

Removing entries


Edit Clear Formula

Clears a formula and all of the resulting entries from a highlighted field.  You cannot recover cleared information.

In form view, highlight an entry based on the formula, then choose Edit Clear Formula.

In list view, highlight the field containing the formula you want to clear.  Note:  You must highlight the entire field to see the Clear Formula command.

If you have typed information in a field containing a formula, choosing Edit Clear Field Entry clears the entry and restores the formula.  Clear Formula is then displayed on the Edit menu.

More information

Removing entries


Edit Position Field

Use to move a highlighted field to a new location.

After you choose this command, you can move the field by pressing the arrow keys ( [image]) or by dragging it.  When you reach the location where you want to place the field, press ENTER or click the mouse button.

More information

Changing a form


Edit Position Label

Use to move a highlighted label to a new location.

After you choose this command, you can move the label by pressing the arrow keys ( [image]) or by dragging it.  When you reach the location where you want to place the label, press ENTER or click the mouse button.

More information

Changing a form


Edit Delete Field

Deletes the highlighted field, including all entries, from your database.  You cannot recover deleted information.

Before Works deletes the entire field, it asks you if it is OK to delete data in the highlighted field.  If you decide not to delete the information, click the Cancel button.

More information

Removing entries

Editing an entry


Edit Delete Label

Deletes the highlighted label from your database.  You cannot recover deleted information.

More information

Changing a form


Edit Duplicate Label

Duplicates the highlighted label.

You can move the label to a new location by pressing the arrow keys ( [image]) or by dragging it.  When you reach the location where you want to place the label, press ENTER or click the mouse button.

More information

Changing a form


Edit Delete Record

Deletes the currently displayed record.  You cannot recover deleted information.

More information

Removing entries

Editing an entry


Edit Insert Record

Inserts a blank record before the currently displayed record.

More information

Adding entries


Edit Delete Page Break

Deletes a horizontal page break.

Move the insertion point over the page break you want to delete.  If the insertion point does not touch the page break, Delete Page Break will not be available.

Page breaks in form view do not affect those in list view.

More information

Inserting and deleting page breaks


Edit Insert Page Break

Inserts a horizontal page break above the insertion point or above the highlighted field or label.

Page breaks in form view do not affect those in list view.

To insert a page break immediately above a field, highlight the field by pressing TAB.  If you highlight the field using the mouse, the position of the page break may vary.

More information

Inserting and deleting page breaks


Select Apply Query

Reapplies the last query to records in your database.

For example, you may want to reapply a query after editing or adding records to your database.

Works applies the query to all records, including hidden ones, and displays only those records that match the conditions you specify.

Shortcut...

To choose Select Apply Query, press F3.

More information

Querying

Finding records


Select Hide Record

Hides the currently displayed record.

When you hide a record in form view, the record is not displayed in form view, list view, or included in a report.

However, when you apply a query or perform a search, Works searches all the records in your database including the hidden ones, then displays the records that match the query or search conditions you specified.

The number of displayed records versus the total number of records is displayed in the status bar.

More information

Hiding fields or records

Finding records

Querying


Select Show All Records

Displays all records in a database, including records that have been hidden.

The number of displayed records versus the total number of records is shown in the status bar.

More information

Hiding fields or records

Finding records

Querying


Select Switch Hidden Records

Displays all of the hidden records and hides the currently displayed records.

For example, you may want to display the records hidden by a query, or by using the Hide Record command on the Select menu.

The number of displayed records versus the total number of records is shown on the status bar.

More information

Hiding fields or records

Finding records

Querying


Format General

Until you change a field's number format, Works displays numbers using General format.  In this format, numbers are displayed as precisely as possible given the width of the field.

More information

Changing the number format


Format True/False

Formats a highlighted field to display numbers using logical values.

If a number is anything but 0, its value is TRUE.

If a number is 0, its value is FALSE.

More information

Changing the number format


Format Show Field Name

Choose to hide or show the name of the highlighted field.  For example, you may want to hide field names if you are printing on a preprinted form.

When a field name is hidden, the check mark is no longer displayed beside Show Field Name on the Format menu.

When a field name is displayed, the check mark is displayed beside Show Field Name on the Format menu.

More information

Printing a form

Changing a form


Options Show Toolbar

Choose to hide or show the Toolbar.

When the Toolbar is hidden, the check mark is no longer displayed beside Show Toolbar on the Options menu.

When the Toolbar is displayed, the check mark is displayed beside Show Toolbar on the Options menu.

More information

Hiding the Toolbar or status bar


Options Show Field Lines

Choose to hide or show field lines.

When field lines are hidden, the check mark is no longer displayed beside Show Field Lines on the Options menu.

When field lines are displayed, the check mark is displayed beside Show Field Lines on the Options menu.

More information

Changing a form


Options Protect Data

Prevents changes to locked fields.

When protection is on, you cannot change entries in locked fields.  A check mark is displayed beside Protect Data on the Options menu.

When protection is off, the check mark is no longer displayed beside Protect Data on the Options menu.

Note:  You lock and unlock fields using the Style command on the Format menu.  Fields are automatically locked until you clear the Locked option in the Format Style dialog box.

More information

Protecting a database


Options Protect Form

Prevents changes to your database form.

When form protection is on, you can change entries, but you cannot change field names, field sizes, or labels.  A check mark is displayed beside Protect Form on the Options menu.

Note:  Field names will also be protected in list view.

When protection is off, the check mark is no longer displayed beside Protect Form on the Options menu.

More information

Protecting a database


Options Snap To Grid

Choose to turn the grid off or on.  When the grid is on, fields snap into position along an invisible grid, helping you position them accurately.

If you want to place labels and fields anywhere on your form, turn off the grid by choosing Snap To Grid.  When the grid is off, the check mark is no longer displayed beside Snap To Grid on the Options menu.

To turn the grid on again, choose this command.  When the grid is on, a check mark is displayed next to Snap To Grid on the Options menu.

More information

Changing a form


View Form

Switches you to form view, where information is displayed one record at a time.  In form view, you can create a customized form, such as an invoice or statement.

When you create a new database, Works displays a blank form in form view.  The form can contain fields and descriptive text for the form called labels.

Shortcut...

To choose View Form, click the Form View button on the Toolbar.

More information

Creating a database in form view


View List

Switches you to list view, where records are displayed in a list.

Work in list view when you want to see and work with a group of records, such as when you are copying, sorting, searching, applying a query, and so on.

Shortcut...

To choose View List, click the List View button on the Toolbar.

More information

Creating a database in list view


View Query

Switches you to query view.

In query view, Works displays a blank form.  You can enter instructions into the fields on the form to tell Works which records you want to display, print, include in form letters, mailing labels, or in a report.

If you have defined a query, your most recent query instructions, if any, are displayed on the form.

Shortcut...

To choose View Query, click the Query View button on the Toolbar.

More information

Querying


Edit Cut

Cuts highlighed entries and places them on the Clipboard.

You can then paste the entries in another location in the same database, another Works tool, or another Windows application.  To paste the entries, press CTRL+V.

You can paste the entries as many times as you like until you cut or copy other information to the Clipboard.

Shortcut...

To choose Edit Cut, press CTRL+X.

More information

Moving information

Sharing with other applications


Edit Copy

Copies highlighed entries and places them on the Clipboard.

You can then paste the entries in another location in the same database, another Works tool, or another Windows application.  To paste the entries, press CTRL+V.

You can paste the entries as many times as you like until you cut or copy other information to the Clipboard.

Shortcut...

To choose Edit Copy, press CTRL+C.

More information

Copying information

Sharing with other applications


Edit Paste

Pastes entries you have cut or copied to the Clipboard at the position of the highlight ( [image]).

You can paste the entries as many times as you like until you cut or copy other information to the Clipboard.

Shortcut...

To choose Edit Paste, press CTRL+V.

More information

Copying information

Moving information


Edit Fill Right

Copies the contents of the leftmost highlighed entry or column of entries into the highlighted area immediately to the right.

More information

Filling down or right


Edit Fill Down

Copies the contents of the uppermost highlighted entry or row of entries into the highlighted area immediately below.

More information

Filling down or right


Edit Delete Page Break

Choose to delete vertical or horizontal page breaks.

Works deletes a horizontal page break above a highlighted record or a vertical page break to the left of a highlighted field.

 If you do not highlight an entire record or field, Works displays the Insert Page Break box asking which type of page break you want to delete.

Page breaks in list view do not affect those in form view.

More information

Inserting and deleting page breaks


Edit Insert Page Break

Choose to insert vertical or horizontal page breaks.

Works inserts a horizontal page break above a highlighted record or a vertical page break to the left of a highlighted field.

 If you do not highlight an entire record or field, Works displays the Insert Page Break box asking which type of page break you want to insert.

Page breaks in list view do not affect those in form view.

More information

Inserting and deleting page breaks


Select Entries

If you want to highlight entries using the keyboard, you can extend the highlight using this command.

When you choose Select Entries, you can extend the highlight from the position of the highlight ( [image]) to the place you want by pressing the arrow keys ( [image]).  When Extend Highlight is on, EXT is displayed in the status bar.

To stop extending the highlight, choose this command again or press ESC.

If you want to cancel you selection, press an arrow key.

Shortcut...

To choose Select Entries, press F8.

More information

Highlighting in a list


Select Record

Choose to highlight one or more records in list view.

When you choose Select Record, Works highlights the entire record in which the highlight ( [image]) is located.

If you highlight more than one entry in a field and then choose this command, Works highlights the records in which the entries are located.

More information

Highlighting in a list


Select Field

Choose to highlight one or more fields in list view.

When you choose Select Field, Works highlights the entire field in which the highlight ( [image]) is located.

If you highlight more than one entry in a record and then choose this command, Works highlights the fields in which the entries are located.

More information

Highlighting in a list


Select All

Choose to highlight the entire database in list view.  You can then apply changes to the whole document, for example to lock or unlock all of the fields.

More information

Highlighting in a list

Protecting a database


Select Hide Record

Hides the highlighted record or records.

When you hide a record in list view, the record is not displayed in list view, form view, or included in a report.

However, when you apply a query or perform a search, Works searches all the records in your database including the hidden ones, and then displays the records that match the query or search conditions you specified.

The number of displayed records versus the total number of records is displayed in the status bar.

More information

Hiding fields or records

Finding records

Querying


Options Show Gridlines

Choose to hide or show gridlines.

When gridlines are hidden, the check mark is no longer displayed beside Show Gridlines on the Options menu.

When gridlines are displayed, the check mark is displayed beside Show Gridlines on the Options menu.

More information

Changing the screen display in list view


Edit Clear Field Entry

Clears a highlighted entry in your query form.  You cannot recover cleared information.

Shortcut...

To clear a highighted entry, press DEL.

More information

Querying


Edit Delete Query

Deletes all entries in your query form.

More information

Querying


View (report name)

Opens the report in a database window.

More information

Opening an existing report


File Save As

Use to:

Name a database.

Save an exisiting database under a new name.

Save a database so you can use it with another application.

Create a template.

Shortcut...

More information

Creating templates

Naming and saving a document

Sharing with other applications


File Page Setup & Margins

Use to define margins and page size when printing from form view.  You can also specify how much information you want to print on a page.

What if I want to print a document horizontally?

More information

Changing the page layout

Headers and footers

Printing a form


What if I want to print a document horizontally?

There are two basic steps to remember:

1	Switch the Page Length and Page Width measurements in this dialog box.  For example, change the page length to 8.5" and the page width to 11".

2	From the File menu, choose Printer Setup.  Under Orientation, choose Landscape.

If these two settings don't match when you print, Works displays a message reminding you to change the settings.


Edit Headers & Footers

Use to create a one-line header or footer that prints at the top or bottom of every page.  You can insert and position page numbers, the date, or the time by typing codes with text.

To display more information in a header or footer, you can try using a different font, changing to a smaller font size, or setting smaller margins.

More information

Headers and footers

Changing the font and size

Changing the page layout


Select Go To

Use to jump directly to a field or record number.

Shortcut...

More information

Finding records

Moving within a database


Select Find

Use to search your database for a specific word, phrase, or number.  In form view, Works searches the entire database.

What if I want to search for records sharing more than one condition?

More information

Finding records

Querying


What if I want to search for records sharing more than one condition?

You can define a query to locate records that meet more than one condition or that meet a range of criteria.  For more information, see Querying.


Select Sort Records

Use to organize your records alphabetically or numerically, in ascending or descending order, based on the contents of the fields you specify.

More information

Sorting records


Format Fixed

Formats a highlighted field to display numbers with the number of decimal places you specify.  Negative numbers are indicated by a minus sign.

What if I see ###### in a field instead of a number?

More information

Changing the number format

Changing a form

Changing a list


What if I see ###### in a field instead of a number?

The field is not wide enough to display the number.  For information on changing field width, see Changing a Form or Changing a List.


Format Currency

Formats a highlighted field to display numbers with a currency sign, commas every three places, and the number of decimal places you specify.  For example, if you choose 2 decimal places, 1000 becomes $1,000.00.  Negative numbers are enclosed in parentheses.

What if I see ###### in a field instead of a number?

More information

Changing the number format

Changing a form

Changing a list


Format Comma

Formats a highlighted field to display numbers with a comma every 3 places and the number of decimal places you specify.  For example, if you choose 2 decimal places, 1234567.8 becomes 1,234,567.80.  Negative numbers are enclosed in parentheses.

What if I see ###### in a field instead of a number?

More information

Changing the number format

Changing a form

Changing a list


Format Percent

Formats a highlighted field to display numbers as percentages, with the number of decimal places you specify.  For example, if you choose 2 decimal places, .50 becomes 50.00%.  Negative percentages are indicated by a minus sign.

What if I see ###### in a field instead of a number?

More information

Changing the number format

Changing a form

Changing a list


Format Exponential

Formats a highlighted field to display numbers in exponential (scientific) notation, with the number of decimal places you specify.  For example, if you choose 2 decimal places, 1234567 becomes 1.23E+06.  Negative numbers are indicated by a minus sign.

What if I see ###### in a field instead of a number?

More information

Changing the number format

Changing a form

Changing a list


Format Leading Zeros

Formats a highlighted field to display numbers with the number of leading zeros you specify.  This command is useful for entering Zip Codes, invoices, and other numbers that begin with zero.  If you do not format a field to display leading zeros, Works deletes them.

What if I see ###### in a field instead of a number?

More information

Changing the number format

Changing a form

Changing a list


Format Time/Date

Use to change the format of dates or times in a highlighted field.

More information

Dates and times


Format Font

Use to select a font and font size for your database.  You can select one font for form view and another for list view.

Shortcuts...

What if I don't see the font I want?

More information

Changing the font and size

Choosing a printer


What if I don't see the font I want?

The fonts and sizes you see listed are determined by the printer you are using.

If your printer doesn't support the font or size you want to use, you may be able to add additional fonts.  For information on adding fonts, see your printer's documentation.

If you have access to more than one printer, you can choose another printer to see different fonts and sizes.  For more information, see Choosing a Printer.


Format Style

Use to:

Change the style of a highlighted label, field name, or field entry.

Change the alignment of field entries.

Lock and unlock fields.

Slide a field to the left.

Shortcuts...

More information

Changing the alignment

Changing the style

Protecting a database

Printing a form


Format Field Size

Use to specify the size of a field in form view.  When you change a field's size in form view, it has no effect on the field's size in list view.

What if I see ###### in a field instead of a number?

More information

Changing a form


View Create New Report

Creates a new report based on information from your database.  You can add a report title and choose the database fields you want to include in the report.

Shortcut...

What if I want to create a report from scratch?

More information

Creating a report


What if I want to create a report from scratch?

Click OK without typing a title or adding fields.  Works will display a blank report definition you can customize.


View Report Statistics

Use to add summary statistics at the end of your report.  If you do not want to add statistics, click OK.

More information

Creating a report


View Name Report

As you create reports, Works names them Report1, Report2, and so on.  You can use this command to rename reports so that they have unique and descriptive names.

What if I get an "already exists" message?

More information

Naming a report


What if I get an "already exists" message?

You are trying to use a name another report already has.  Each database report must have a unique name.


View Delete Report

Use to delete one or more reports from your database.  You can have up to eight reports per database.

More information

Deleting a report


View Duplicate Report

Use to quickly duplicate an existing report.  For example, you can create a series of reports summarizing different aspects of your database by duplicating the original and making minor changes.

More information

Duplicating a report


Edit Delete Record/Field

Deletes the record or field in which the highlight ( [image]) is located.  Works will delete a record or field without displaying the dialog box if you highlight an entire record or field before choosing Edit Delete Record/Field.

More information

Removing entries


Edit Insert Record/Field

Inserts a record above the location of the highlight ( [image]) or a field to the left of the highlight.  Works will insert a record or field without displaying the dialog box if you highlight an entire record or field before choosing Edit Insert Record/Field.

More information

Adding entries


Edit Fill Series

Fills highlighted fields or records with a consecutive series of numbers or dates.  You enter the starting number or date and the increment for the series.

What if Works doesn't fill the series?

More information

Entering a series of dates

Entering a series of numbers


What if Works doesn't fill the series?

Make sure that you highlight the starting value and the area you want to fill.  To highlight entries, move the mouse pointer to the starting value, hold down the mouse button, and drag down until you highlight the area you want to fill.


Edit Field Name

Use to name or rename a highlighted field in List view.

More information

Changing a list


Select Find

Use to search your database for a specific word, phrase, or number.  In List view, you can search the entire database or only highlighted entries.

What if I want to search for records sharing more than one condition?

More information

Finding records

Querying


Format Style

Use to:

Change the style of a highlighted field.

Change the alignment of field entries.

Lock and unlock fields.

Shortcuts...

More information

Changing the alignment

Changing the style

Protecting a database


Format Field Width

Use to change a field's width in list view.  When you change a field's width in list view, it does not affect the field's width in form view.

What if I see ###### in a field instead of a number?

More information

Changing a list


What if I see ###### in a field instead of a number?

The field is not wide enough to display the number.  You need to change the field width.  For information on changing a field's width in form view, see Changing a Form.  For information on changing a field's width in list view, see Changing a List.


File Print

Use to:

Print the current document.

Specify how many copies you want to print.

Choose Draft Quality printing.

Shortcuts...

What if the printer won't print my document?

More information

Previewing

Printing a form

Printing a list


What if the printer won't print my document?

Make sure you have chosen the correct printer, and that the printer is plugged in, connected to your computer, and loaded with paper.  If you have not selected a printer, choose the Printer Setup command from the File menu and choose the printer you want.


File Page Setup & Margins

Use to change the margins and page size when printing from list view.

More information

Changing the page layout

Headers and footers

Printing a list


Help

When you click this button or press F1, Works displays this topic.


OK

To carry out the choices you've made, click OK or press ENTER.


Cancel

To close the dialog box without accepting changes, click Cancel or press ESC.


Control-menu box

To close the dialog box without saving changes, double-click the Control-menu box or press ESC.


Title bar

Displays the name of the command.

To move the dialog box to a new location, move the mouse pointer over the title bar, hold down the mouse button, and drag until you move the dialog box where you want it.


File name

Lists all files in the current directory.

To name a file, type a name no more than eight characters long.  You can use any characters except for spaces and those shown below, which have a special meaning for MS-DOS.


Directories

Displays the current drive and directory (c:\msworks), followed by a list of subdirectories in the current directory.  If you want to name a file and save it in another directory, change to that directory.

To change to another directory, double-click the drive to see the other directories, then click the directory you want.

If you can't see all of the directory names, click the up or down arrow.


Drives

Displays the current drive.

To save the file on another drive, click the down arrow to see the list of drives, and then click the one you want.  For example, if you want to save the file on a floppy disk, click drive a:

Note:  When you choose another drive, the directories on that drive will be listed under Directories.  To change to another directory, click the one you want from the Directories list.


Make Backup Copy

Click to create a backup copy of the database.  An "X" appears in the box when the option is chosen.

To differentiate the copy from the original, Works adds the extension .BDB to the database copy.  The copy is updated each time you choose File Save or File Save As.


OK

To carry out the choices you have made, click OK or press ENTER.


Save File as Type

Saves the file as a Works database (Works DB), unless you choose another file type.  For example, you may want to save the file in another format so you can open it in another application or use it as a template.

To save the file in another format, click the down arrow to see the list of choices, and then click the one you want.  If you choose:

Text & Commas, entries are separated by commas, and text, dates, times, and numbers in currency or percent format are enclosed in quotation marks.

Text & Tabs (DOS), entries are separated by tabs, and number formats are saved.  Try this before choosing Text & Tabs.

Text & Tabs, the text file is saved in ANSI format.  Entries are separated by tabs, and number formats are saved.  Only some Windows applications recognize this format.

dBaseIII or dBaseIV, the file is saved so you can open it in dBase.

DB template, the file is saved as a template, which you can use as a starting point to create other databases.  Once you save a file as a template, Works uses the template every time you create a new database.  If you do not want to use the template, choose Works Settings from the Options menu and clear the Use Templates For Database box.


Shortcut...

To save a document, press CTRL+S.


Top Margin

To change the amount of white space between the top of a page and the top of the first line of text, type a new measurement.

The top margin is preset at 1".


Bottom Margin

To change the amount of white space between the bottom of a page and the top of the last line of text, type a new measurement.

The bottom margin is preset at 1".


Left Margin

To change the amount of white space between the left edge of a page and the left edge of text, type a new measurement.

The left margin is preset at 1.25".


Right Margin

To change the amount of white space between the right edge of a page and the right edge of text, type a new measurement.

The right margin is preset at 1.25".


Header Margin

To change the amount of white space between the top of a page and a header, type a new measurement.

Note:  The header margin must always be smaller than the top margin.  The header margin is preset at 0.5".


Footer Margin

To change the amount of white space between the bottom of a page and the footer, type a new measurement.

Note:  The footer margin must always be smaller than the bottom margin.  The footer margin is preset at 0.75".


1st Page Number

When you create a header or footer to number the pages, Works assumes you want to begin with the number one.  However, if you want to combine several documents into one document, you can set the starting page number for each document so that when you combine documents the pages are numbered consecutively.

To change the starting page number, type the number you want.

Note:  Works will only number the pages if you have created a header or footer.  For more information, see Headers and Footers.


Page Length and Page Width

Works is preset to print on 8.5" by 11" paper in Portrait (vertical) orientation.

To change the paper size, type a new page length or width.

To change the page orientation, switch the length and width measurements.  For example if you want to print horizontally on 8.5" by 11" paper, change the page length to 8.5" and the page width to 11".

Note:  When you change the paper size or orientation, you must also choose Printer Setup from the File menu and change the Paper Size and Orientation settings.  To print horizontally, choose Landscape orientation.


Page Length and Page Width

Works is preset to print on 8.5" by 11" paper in Portrait (vertical) orientation.

To change the paper size, type a new page length or width.

To change the page orientation, switch the length and width measurements.  For example if you want to print horizontally on 8.5" by 11" paper, change the page length to 8.5" and the page width to 11".

Note:  When you change the paper size or orientation, you must also choose Printer Setup from the File menu and change the Paper Size and Orientation settings.  To print horizontally, choose Landscape orientation.


Page Breaks Between Records

Works is preset to print only one record per page.

To print more than one record on a page, clear the checkbox.  The box appears empty when it is cleared.

Works prints as many complete records as it can fit on a page.


Space Between Records

To add space between records when printing more than one record per page, type a number.

For example, to leave an inch of space between records, type 1.


Print Which Records

To print all the records in your database except hidden ones, click All Records.

--Or--

To print only the currently displayed record, click Current Record Only.


Print Which Items

To print labels, field names, and entries, click All Items.

--Or--

To print only the entries, click Field Entries Only.


Print Field Lines

Click to print field lines--the dotted lines that are displayed next to each field name.  An "X" appears in the box when the option is chosen.


Header

To create a header that prints at the top of every page, type any text and or codes you want.

For information on codes, click the colored text "codes" on this page.


Footer

To create a footer that prints at the bottom of every page, type any text and or codes you want.

For information on codes, click the colored text "codes" on this page.


No Header on 1st Page

Click to eliminate the header from the first printed page of a document.  An "X" appears in the box when the option is chosen.


No Footer on 1st Page

Click to eliminate the footer from the first page of a document.  An "X" appears in the box when the option is chosen.


Use Header and Footer Paragraphs

This option is only available in the Word Processor.


Go To

To jump to a specific field or record number, type the field name or record number.

When you choose OK, Works moves to the field or record number you specified.

If you want to move to a field, you can also double-click its name in the Names list below.


Names

Lists existing field names.

To jump to a specific field, double-click the field name you want.  If you can't see all of the available field names, click the up or down arrow.


Shortcut...

To choose Select Go To, press F5.


Find What

Type the specific text or number you want to find.

If you are searching for text entries (not numbers), you can use a "wildcard" symbol to represent one or more characters.

The question mark (?) wildcard represents any single character in the same position.

For example, if you want to search for a name, but are unsure whether it is spelled Anderson or Andersen, type anders?n and Works will find either name.

The asterisk (*) wildcard represents any number of characters in the same position.

For example, if you type s*s, Works finds all text that begins with an "s" and ends with an "s", such as sales and salaries.


Match

To find the next record that contains a match, click Next Record.

To display only those records that contain a match, click All Records.

If you choose Next Record, Works moves to the next record containing a match.  To move to the following matching record, press F7.

If you choose All Records, Works displays the records that contain a match and hides the rest.  To show all the records again, choose the Show All Records command from the Select menu.


1st Field

1	Type the name of the most significant field you want Works to sort by.

Works sorts by the 1st Field first, and by a second and third field only if two or more records share the same information in the first sort field.

2	Choose Ascending or Descending.

To organize the record in ascending order (0-9 and from A-Z ), click Ascend.

To organize the record in descending order (Z-A and from 9-0), click Descend.


2nd Field

1	Type the field you want Works to sort by if entries in the first sort field are the same.

2	Choose Ascending or Descending.

To organize the record in ascending order (0-9 and from A-Z ), click Ascend.

To organize the record in descending order (Z-A and from 9-0), click Descend.


3rd Field

1	Type the name of the field you want Works to sort by if entries in the first and second sort fields are the same.

2	Choose Ascending or Descending.

To organize the record in ascending order (0-9 and from A-Z ), click Ascend.

To organize the record in descending order (Z-A and from 9-0), click Descend.


Number of decimals

To specify the number of decimal places, type a number between 0 and 7.

For example, if you type 3, Works rounds off 123.4568 to 123.457.


Number of decimals

To specify the number of decimal places, type a number between 0 and 7.

For example, if you type 2, Works displays 1255.5 as $1,255.50.


Number of decimals

To specify the number of decimal places, type a number between 0 and 7.

For example, if you type 1, Works rounds off 23456.78 to 23,456.8.


Number of decimals

To specify the number of decimal places, type a number between 0 and 7.

For example, if you type 1, Works displays .4568 as 45.7%.


Number of decimals

To specify the number of decimal places, type a number between 0 and 7.

For example, if you type 3, Works displays 72000000 as 7.200E+07.


Number of digits

To specify the number of digits you want displayed in the field, type a number between 0 and 7.

For example, if you specify 5 number places, 999 becomes 00999.  No decimals will be displayed.


Show

Click the date or time option you want.

For example, if you choose Month, Day, Works displays 10/03/91 as 10/91.


Time

Click the option you want.

If you choose 24 hour, Works displays Hour, Minute as 14:10.

If you choose 12 hour, Works displays Hour, Minute as 2:10 PM.


Date

Click the option you want.

If you choose Short, Works displays Month, Day, Year as 6/10/92.  Note:  Month Only has no short form.

If you choose Long, Works displays Month, Day, Year as June 10, 1992.


Font

Lists the fonts your printer supports.

Click the font you want.  If you can't see all of the available fonts, click the up or down arrow.


Size

Lists the font sizes your printer supports.

Click the font size you want.  If you can't see all of the available font sizes, click the up or down arrow.

Examples:	8pt	10pt	12pt


Shortcuts...

To change font or font size

1	On the Toolbar, click an arrow to see the list of choices.

2	Click the font or font size you want.
--or--
Type the font or size in the appropriate box.


Alignment

Until you change the alignment, Works uses General alignment (text left-aligned, numbers right-aligned).

To change the alignment of information in a field, click the option you want.


Styles

To apply one or more styles, click the ones you want.  An "X" appears in a box when the style is chosen.

Examples:  Bold and underline	Bold and italic


Locked

Works initially locks all fields, although the lock has no effect until you choose Protect Data from the Options menu.  When Protect Data is turned on, locked entries cannot be changed, formatted, or unlocked.  When a field is locked, an "X" appears in the Locked box.

If you want to protect some fields but not others, clear the Locked box for each field you do not want to protect before you choose Protect Data.  A box appears empty when it is cleared.


Slide to left

Choose to remove blank spaces between fields when you print your form.

Click to slide a highlighted field to the left when you print.  An "X" appears in the box when the option is chosen.

You will not see the change until you preview or print the document.  To see how the form will look when printed, click the Preview button on the Toolbar.

For more information on sliding fields to the left, see Printing a Form.


Shortcuts...

To apply styles On the Toolbar, click --or-- To apply Press Bold CTRL+B Italic CTRL+I Underline CTRL+U		To align information On the Toolbar, click --or-- To align Press Left CTRL+L Center CTRL+E Right CTRL+R


Width

To specify field width in number of characters, type a number between 0 and 79.

Note:  The maximum width may vary depending upon the font and font size you are using.


Height

To specify field height in number of lines, type a number between 0 and 325.

Note:  The maximum height may vary depending upon the font and font size you are using.


Report Title

Type a title for your report up to 256 characters long.


Select fields to include in Report and choose Add

Lists all fields in the database.

To add a field to your report, click the field name and then click Add.

Important:  Add the fields in the order you want them displayed in your report.  Repeat until you've added all the fields you want.


Fields in Report

Lists fields added to the report.

To remove a field from the report, click the field name you want to remove and then click Remove.


Add

To add a field to your report, click a name in the Select Fields box and then click Add.


Remove

To remove a field from your report, click a name in the Fields In Report box and then click Remove.


OK

To accept the choices you have made, click OK.

If you did not add any fields to the report, Works displays a blank report definition which you can customize yourself.

If you did add fields to the report, Works displays the Report Statistics box where you can specify whether or not you want Works to calculate any information for the fields in your report.


Shortcut...

To choose View Create New Report, click...

...on the Toolbar.


Fields in Report

Lists the fields you've chosen to include in your report.

To calculate a summary statistic for a field, click the field name, then choose the function you want to apply to the field under Statistics.


Position Statistics

To position the statistics under the appropriate fields in the report, click Under Each Column.

--Or--

To list the statistics one after the other at the bottom-left of the report, click Together in Rows.


Statistics

Lists the seven functions you can use in a report to create summary statistics.

To add statistics to the end of your report, choose a field from the Fields In Report box, then choose the functions you want to apply to the field.  Repeat until you have added all the statistics you want for the fields in your report.

To	Click

Total entries in a numeric field	Sum

Average entries in a numeric field	Average

Count the number of entries in a field	Count

Find the smallest value in a numeric field	Minimum

Find the largest value in a numeric field	Maximum

Calculate the standard deviation	Standard

in a numeric field	  Deviation

Calculate the variance in a numeric field	Variance


Reports

Lists the reports you've created for the current database.

Click the name of the report you want to rename.  If you can't see all of the available names, click the up or down arrow.


Name

Type a new name for the report up to 15 characters long.


Rename

To accept the new report name, click Rename.

You can rename as many reports as you want before choosing OK.


OK

To accept new report names you've added using the Rename button, click OK.

You can rename as many reports as you want before choosing OK.


Cancel

To cancel the dialog box and any changes you made using the Rename button, click Cancel.


Reports

Lists the reports you've created for the current database.

Click the name of the report you want to delete.


Delete

To delete the report you've chosen in the Reports box, click Delete.

You can delete as many reports as you want before choosing OK.


OK

To accept changes you've made using the Delete button, click OK or press ENTER.

You can delete as many reports as you want before choosing OK.


Cancel

To cancel the dialog box and any changes you made using the Delete button, click Cancel or press ESC.


Reports

Lists the reports you've created for the current database.

Click the name of the report you want to duplicate.


Name

To name the duplicate report, type a name up to 15 characters long.

If you do not name the duplicate report, Works assigns it a name:  Report1, Report2, and so on.


Duplicate

To duplicate the report you chose in the Reports box, click Duplicate.


OK

To carry out the choices you have made, click OK or press ENTER.

You can duplicate as many reports as you want before choosing OK.


Cancel

To cancel the dialog box and any changes you made using the Duplicate button, click Cancel or press ESC.


Record or Field

To delete the record in which the highlight is located, click Record

--Or--

To delete the field in which the highlight is located, click Field.


Record or Field

To insert a record above the position of the highlight, click Record.

--Or--

To insert a field to the left of the highlight, click Field.


Units

Click the series you want Works to create.

To	Click

Create a series of numbers	Number

Create a series of dates, including	Day
Saturdays and Sundays

Creates a series of dates, excluding	Weekday
Saturdays and Sundays

Create a series of months	Month

Create a series of years	Year

Notes:

If the starting value is text, the Number option is unavailable.

If the starting value is a number other than a date, the Day, Weekday, Month, and Year options are unavailable.


Step By

Type a number to determine the increment for the series.  Works proposes 1.

For example, if you type 5 and have entered a starting value of 100, Works creates this series: 100, 105, 110, and so on.


Name

To rename a highlighted field, type a name up to 15 characters long.  Do not type a colon at the end of the name.


Width

To specify field width in number of characters, type a number between 0 and 79.

Note:  The maximum width may vary depending upon the font and font size you are using.


Row

To delete the row in which the highlight is located, click Row.


Column

To delete the column in which the highlight is located, click Column.


Row

To insert a row above the position of the highlight, click Row.


Column

To insert a column to the left of the highlight, click Column.


Type

Lists row types you can insert in your report definition.

Click the row type you want to insert.

To insert a row	Click

That prints once at the beginning of 	Title

your report where you can type

a title or other text

That prints at the top of every page	Headings

where you can type headings

for fields in your report

That prints before each group	Intr Fieldname

of related records where you can

type headings for each group.

This choice is only available if you

have sorted the records.

Where you can type instructions that	Record

tell Works what fields to include

in the report.

That prints after each group	Summ Fieldname

of related records where you can

include summary information for

each group.  This choice

is only available if you

have sorted the records.

That prints once at the end of your	Summary

report where you can add summary

statistics.


Fields

Lists the fields in the current report.

Click the field name you want to insert.  If you can't see all of the available names, click the up or down arrow.

Works inserts the field name at the position of the highlight
( [image]).  Most often you insert a field name in the Headings row.


Fields

Lists the fields in the current report.

Click the field you want to include in your report.  If you can't see all of the available names, click the up or down arrow.

Works inserts the instruction, for example, =Last name, at the position of the highlight ( [image]).  Most often you insert a field instruction in the Record row.


Fields

Lists the fields within your report.

Click the field you want the statistic to apply to, then click the statistic you want to apply in the Statistic box.

Works inserts the formula, for example, =SUM(Cost), at the position of the highlight ( [image]).  Most often you insert a summary statistic in a Summary row.


Statistic

Lists the seven functions you can use in a report to create summary statistics.

To add statistics to the end of your report, choose a field from the Fields In Report box, and then click the function you want to apply to the field.

To	Click

Total entries in a numeric field	SUM

Average entries in a numeric field	AVG

Count the number of entries in a field	COUNT

Find the smallest value in a numeric field	MIN

Find the largest value in a numeric field	MAX

Calculate the standard deviation	STD

in a numeric field

Calculate the variance in a numeric field	VAR


1st Field

1	Type the name of the most significant field you want Works to sort by.

Works sorts by the 1st Field first, and by a second and third field only if two or more records share the same information in the first sort field.

2	Choose Ascending or Descending.

To organize the record in ascending order (0-9 and from A-Z ), click Ascend.

To organize the record in descending order (Z-A and from 9-0), click Descend.

3	Choose Break if you want to separate the entries into groups each time information in the sort field changes.

When you "break" on a sort field, Works groups similar records together and inserts a summary row at the end of each group that contains subtotals.

4	Choose 1st Letter if you want Works to group entries according to the first letter in the field.

For example, choosing 1st Letter groups all of the field entries that start with the letter "A," all that start with "B," and so on.  If you do not choose 1st Letter, Works creates groupings whenever there is a change in any part of an entry in the sort field.


2nd Field

1	Type the field you want Works to sort by if entries in the first sort field are the same.

2	Choose Ascending or Descending.

To organize the record in ascending order (0-9 and from A-Z ), click Ascend.

To organize the record in descending order (Z-A and from 9-0), click Descend.

3	Choose Break if you want to separate the entries into groups each time information in the sort field changes.

When you "break" on a sort field, Works groups similar records together and inserts a summary row at the end of each group that contains subtotals.

4	Choose 1st Letter if you want Works to group entries according to the first letter in the field.

For example, choosing 1st Letter groups all of the field entries that start with the letter "A," all that start with "B," and so on.  If you do not choose 1st Letter, Works creates groupings whenever there is a change in any part of an entry in the sort field.


3rd Field

1	Type the field you want Works to sort by if entries in the second sort field are the same.

2	Choose Ascending or Descending.

To organize the record in ascending order (0-9 and from A-Z ), click Ascend.

To organize the record in descending order (Z-A and from 9-0), click Descend.

3	Choose Break if you want to separate the entries into groups each time information in the sort field changes.

When you "break" on a sort field, Works groups similar records together and inserts a summary row at the end of each group that contains subtotals.

4	Choose 1st Letter if you want Works to group entries according to the first letter in the field.

For example, choosing 1st Letter groups all of the field entries that start with the letter "A," all that start with "B," and so on.  If you do not choose 1st Letter, Works creates groupings whenever there is a change in any part of an entry in the sort field.


Width

To specify column width in number of characters, type a number between 0 and 79.

Note:  The maximum width may vary depending upon the font and font size you are using.


Number of Copies

Type the number of copies of your database or report you want to print.

For example, if you type 3 and your database is three pages long, Works will print nine pages altogether.


Print Range

To print the entire database or report, click All.

--Or--

To print a range of pages, click Pages, and then type the page numbers in the From and To boxes.


Draft Quality Printing

Click to print your document without bold, italic, and underline formatting.  An "X" appears in the box when this option is chosen.

Depending on your printer, Works may print faster with Draft Quality Printing chosen.


OK

To carry out the choices you've made and print the current document, click OK or press ENTER.


Shortcuts...

On the Toolbar, click...

--or--

Press CTRL+P


Print Gridlines

Gridlines are the lines used in list view to divide your database into a grid of rows and columns.

Click to print the gridlines.  An "X" appears in the box when this option is chosen.


Print Record and Field Labels

Click to print record and field labels.  An "X" appears in the box when this option is chosen.


Print All but Record Rows

Click to print all information in a report except the field entries.  An "X" appears in the box when this option is chosen.

Works prints the report title, headings, and summary rows, but does not include any of the field entries in the report.


Active

The active window or document is the one you are currently working in.  There can only be one active window or document at a time.


ANSI character set

The American National Standards Institute 8-bit character set which contains 256 characters.  This character set is used by Windows and supported by some Windows applications.


Argument

Values that you supply for a function to use in its calculations such as field names or numbers.  Most Works functions use one or more arguments.


Ascending order

Entries are organized alphabetically from A-Z or numerically from 0-9.  Works sorts text entries first, followed by numbers, and then blanks.

If a field contains mixed entries (such as addresses that contain numbers and text), Works places mixed entries that begin with numbers ahead of mixed entries that begin with text.


AVG (Average)

Averages entries in a numeric field.


Clipboard

A temporary storage area for cut or copied information. You can paste the contents of the Clipboard into another part of your database, another Works document, or another Windows application.


Comma format


Constant value

A value you type in a field, such as a number, date, or time.  Unlike values resulting from formulas, constant values are not subject to change.


COUNT

Counts the number of entries in a field.


Currency format


Database title bar

Displays the name of the database.  Drag the title bar to move the window.


Date

You can enter dates into fields and use them in formulas.  When you type a date, use any of the formats Works recognizes.

When you type a date using a format Works recognizes, Works stores it as a number.  You can then use the date in a formula to determine elapsed time.


Descending order

Entries are organized alphabetically from Z-A or numerically from 9-0.  Works sorts numbers first, followed by text, and then blanks.

If a field contains mixed entries (such as addresses that contain numbers and text), Works places mixed entries that begin with text ahead of mixed entries that begin with numbers.


End-of-line mark

In form view, when you are typing information in a field that is more than one line high, you need to press SHIFT+ENTER to move to the next line.

When you press SHIFT+ENTER, Works inserts an end-of-line mark to indicate the end of the first line.


Exponential format


Field

A category of information, such as Last name or First name.

The term "field" refers to both the field name and the entries.  In form view, you can only see one entry at a time.


Field

A category of information, such as Last name or First name.

The term "field" refers to both the field name and the entries.


Field

A category of information, such as Last name or First name.  The term "field" refers to both the field name and the entries.


Field lines

Field lines are the dotted lines that appear beneath field entries in form view.


Filename

Filenames can contain up to eight characters.  You can use any characters except for spaces and those shown below, which have a special meaning for DOS.

When you save a document, Works automatically adds a three letter extension to the filename to help you identify the type of document.  Works adds the extension .WPS to a Word Processor document, .WKS to a spreadsheet, or .WDB to a database..


Fixed format


Font

A set of characters with a specific design; also called a typeface or typestyle. Each font has a name, for example, Courier or Helv.  Each font has one or more sizes (measured in points) to choose from.


Footer

Text that prints at the bottom of every page.  For example, you may want to use a footer to add page numbers or the current date or time to each page of your printed document.


Footer margin

The space between the bottom edge of the paper and the first line of footer text.  The footer margin must be smaller than the document's bottom margin.


Format

Refers to the way entries look within a field.  The format includes the alignment (general, left, right, center), styles (bold, italic, underline), and the way dates, times, and numbers are displayed.  Format changes apply to all entries in a field.


Formula

An equation Works uses to calculate a field's value.  Formulas can contain numbers, field names, operators (such as +, *, -, /), and functions.  When you type a formula, start with an equal sign (=).


Formula bar


Form view

Displays information one record at a time.


Function

A built-in calculation you can use in a formula.  For example, in the formula =AVG(Sales), Works computes the average value of the numbers in the Sales field using the AVG function.  You do not need to manually add or count the values in the field to find the average; Works does this for you.


General format


Gridlines

Lines used in list view to divide your database into a grid of rows and columns.

To hide or display the gridlines, choose the Show Gridlines command from the Options menu.

To print with gridlines, choose Page Setup & Margins from the File menu, then click the Print Gridlines check box


Header

Text that prints at the top of every page. For example, you may want to use a header to add page numbers, a title, or a date to each page of your printed document.


Header margin

The space between the top edge of the paper and the first line of header text.  The header margin must be smaller than the document's top margin.


Horizontal scroll bar

In form view, use to move left or right within a large form.


Horizontal scroll bar

In list view, use to move from one field to another.


Horizontal scroll bar

Use to move left or right within a report definition.


Label

Any descriptive text you add in form view, such as titles or instructions for filling out a form.

You can only add labels in form view--they do not appear in list view.


Label

Any descriptive text you add in form view, such as titles or instructions for filling out a form.  You can only add labels in form view--they do not appear in list view.  Note:  A label is different than a field name.


Leading zeros format


List view

Displays several records at once.


MAX (Maximum)

Finds the largest number in a numeric field.


Menu bar

Displays the menu names for an application.  The names that are displayed depend on the type of document you are working on.

To open a menu where you can see a list of choices, click the menu name on the menu bar.


MIN (Minimum)

Finds the smallest number in a numeric field.


Non-proportional font

A font in which all characters have the same width.

Non-proportional fonts are also referred to as fixed-pitch fonts.  For example, "10 pitch" means 10 characters per inch; each character is 1/10 of an inch wide.


Number

A number can be entered directly in a field or produced as the result of a formula. You can apply various formats to numbers such as:

Note:  When you enter a date or time in a format Works recognizes, Works stores the date or time as a number.


Number format

Refers to the way numbers are displayed within a field.  Possible number formats include displaying numbers as percentages, in exponential notation, or with currency symbols and commas.


Operators

You can use operators in a formula to specify an operation, such as addition or multiplication. Works recognizes these operators: + (addition), - (subtraction), * (multiplication), / (division), - (negative), + (positive), ^ (exponential), = (equal to).


Percent format


Proportional font

A font in which the width of each letter varies depending on the character.  For example a "w" is wider than an "i".  However, the width of numbers does not vary so that they will still line up exactly when you print your database.


Record

All the information about one person, product, event, and so on.

For example, in an address list a record would include all the information about one person, such as their last name, first name, street, city, state, and Zip Code.


Record

All the information about one person, product, event, and so on.

For example, in an address list a record would include all the information about one person, such as their last name, first name, street, cty, state, and Zip Code.


Record

All the information about one person, product, event, and so on.  For example, in an address list a record would include all the information about one person, such as their last name, first name, street, city, state, and Zip Code.


Record and field headings

Record headings are the numbers that identify each record.  Field headings are the field names that identify each column.


Record buttons

Located in the lower-left corner of your form.  Click to move from one record to another.


Record buttons

Click to move from one record to another.


Row types

If you want to add	Choose

A row that prints at the	Title row
beginning of your report

A row that prints at the top	Heading row
of every page

A row where you can type	Record row
instructions that tell

Works what fields to

include in the report

A row that prints at the	Summary row
end of your report

Note:  If you have added a break to a field, you can also add an Introductory or Summary row for the field.  An Introductory row prints before each group of records.  A Summary row prints at the end of each group of records.


Scroll bar

Use to move within a document.

To move	Do this

One line or space at a time	Click an arrow

One window at a time	Click before or after the box

To a general location	Drag the box


Split bar

Drag to the right to divide a window vertically.


Split bar

Drag down to divide a window horizontally.


Statistic

To	Choose

Total all entries in	Sum

a numeric field

Average all values	Average

in a numeric field

Count the number of	Count

entries in a field

Find the smallest	Minimum

number in a

numeric field

Find the largest	Maximum

number in a

numeric field

Calculate the 	Standard Deviation

standard deviation

in a numeric field

Calculate the	Variance

variance for a

a numeric field


Status bar

An area at the bottom of the Works window that displays messages and command descriptions.

If the status bar is not displayed, choose Works Setting from the Options menu, and then choose the Show Status Bar check box.


STD (Standard Deviation)

Calculates the standard deviation for a numeric field.


SUM

Totals all entries in a numeric field.


Template

A "sample document" you can create to save time when you want to create several similar documents.  When you create a template, each new document you create will have the settings, text, and formats you included in the template, until you turn the template off.


Text

Any entry Works does not interpret as a formula or number.  Works inserts a quotation mark before a text entry in the formula bar.  The quotation mark only appears in the formula bar, not in the field. The following examples are text entries:

If you enter a date or time in a format Works does not recognize, Works stores the entry as text.


Time

You can enter times into fields and use them in formulas.  When you type a time, use any of the formats Works recognizes.

When you type a time using a format Works recognizes, Works stores it as a number.  You can then use the time in formulas that determine elapsed time.


Toolbar

The row of buttons beneath the menu bar.

Use the Toolbar to quickly:

Change the font, style, and alignment of entries in your database.

Switch between views.

Preview and print your document.

If the Toolbar is not displayed, choose Show Toolbar from the Options menu.


True/false format


VAR (Variance)

Calculates the variance for a numeric field.


Vertical scroll bar

In form view, use to move up and down within a large form.


Vertical scroll bar

In list view, use to move from record to record.


Vertical scroll bar

Use to move up or down within a report definition.


Wildcard

A symbol that can stand for any character or any number of characters.


Works title bar

Displays the name of the application.  Drag the title bar to move the window.


WorksWizard

Automated templates you can use to create form letters, mailing labels, or an address database.  You decide what you want to create, Works prompts you for information, then the WorksWizard creates the document for you.


Workspace


Procedure popups


Click

1	Move the mouse pointer over the item you want.

2	Press and quickly release the mouse button.


Double-click

1	Move the mouse pointer over the item you want.

2	Press and release the mouse button twice in quick succession.


Drag

1	Position the mouse pointer over the item you want to move.

2	Hold down the mouse button while you move the mouse.

3	When you reach the location where you want to place the item, release the mouse button.


Drag

1	Hold down the mouse button while you move the mouse.

2	Release the mouse button to complete the action.


To change column width

1	Move the mouse pointer ( [image]) to the border at the right of the column heading.

When you have it in the right place, the pointer changes shape.

2	Hold down the mouse button and drag to the left or right until the column is the width you want.


To change the field size

1	Click the field entry whose size you want to change.  Example:

2	Move the mouse pointer to the resize handle.

When you have it in the right place, the pointer changes shape.

3	Hold down the mouse button and drag the mouse until the field is the size you want.


To change the field width

1	Move the mouse pointer ( [image]) to the border at the right of the field name.

When you have it in the right place, the pointer changes shape.

2	Hold down the mouse button and drag the mouse to the left or right until the field is the width you want.


To change the field width

1	Click the field entry whose size you want to change.  Example:

2	Move the mouse pointer to the resize handle.

When you have it in the right place, the pointer changes shape.

3	Hold down the mouse button and drag until the field is the size you want.

1	Move the mouse pointer ( [image]) to the border at the right of the field name.

When you have it in the right place, the pointer changes shape.

2	Hold down the mouse button and drag to the left or right until the field is the width you want.


To check that all fields are locked

1	If you are not in list view, choose List from the View menu.

2	Highlight the entire database by clicking the button above the first record number.

3	From the Format menu choose Style.

If all fields are locked, an X appears in the check box.  If only some of the fields are locked, the check box appears grayed.

4	If only some of the fields are locked, click the check box.  When an X appears in the box, all fields are locked.


To choose a different directory or drive

To choose a different directory, click the Drive icon then double-click the directory or subdirectory you want.

To choose a different drive, click the down arrow to see the list of drives then click the drive you want.

For example, to save a file on a floppy disk, choose drive a:.


To choose a tool

Click the one you want.

--or--

Press ALT+the underlined letter of the tool you want.


To choose an option

Click the one you want.  You can only choose one option at a time.


To choose from a combo box

If you can't see all of the items, click the up or down arrow or drag the scroll box.

To choose the item and complete the command, double-click the item.


To choose from a drop-down list box

If you can't see all of the items, click the up or down arrow or drag the scroll box

To choose the item and complete the command, double-click the item.


To choose from a list

If you can't see all of the items, click the up or down arrow or drag the scroll box.

To choose the item and complete the command, double-click the item.


To choose from a menu

Click the name of the menu you want to open.

--or--

Press ALT+the underlined letter in the menu name.


To choose a check box

Click each empty check box you want to choose.

Note:  To clear a check box, click it again.


To clear a check box

Click each check box you want to clear.  A cleared check box is empty.

Note:  To choose a check box, click it again.


To hide a field name

1	Click the field name you want to hide.

2	From the Format menu, choose Show Field Name.

The field name is no longer displayed on your form.

Note:  When a field name is hidden, there is no check mark beside the Show Field Name command.


To highlight a column

Click the column letter.  For example, click A.

To highlight several adjacent columns, move the pointer ( [image]) to the leftmost column heading; then hold down the mouse button and drag to the right.


To highlight a column or row

To highlight	Do this

A column	Click the column letter

Several columns	Move the mouse

pointer to the leftmost

column number and

then drag to the right

A row	Click the row label

Several rows	Move the mouse

pointer to the

uppermost row

label and then

drag down


To highlight a field

Click the field name.

To highlight several adjacent fields, move the pointer ( [image]) to the leftmost field name; then hold down the mouse button and drag to the right.


To highlight a field name

Click the field name.

--or--

Press the arrow keys ( [image]) until you highlight the field name.


To highlight a label

Click the label.

--or--

Press the arrow keys ( [image]) until you highlight the label.


To highlight a label or field name

Click the label or field name.

--or--

Press the arrow keys ( [image]) until you highlight the label or field name.


To highlight a record

Click the record number.

To highlight several adjacent records, move the pointer ( [image]) to the uppermost record number; then hold down the mouse button and drag down.


To highlight a row

Click the row label.  For example, click Title.

To highlight several adjacent rows, move the pointer ( [image])to the uppermost row label; then hold down the mouse button and drag down.


To highlight an entry

Click the entry.

To highlight several adjacent entries, move the pointer ( [image]) to the upper-left entry; then hold down the mouse button and drag until you highlight the entries you want.


To highlight an entry

Click the entry.

In list view, to highlight entries in more than one field, move the pointer ( [image]) to the leftmost entry; then hold down the mouse button and drag until you highlight the entries you want.


To highlight an entry

Click the entry you want.

--or--

To go to the	Press

Next entry	TAB

Previous entry	SHIFT+TAB


To highlight an instruction

Click the instruction you want.

--or--

To go to the	Press

Next instruction	TAB

Previous instruction	SHIFT+TAB


To highlight text

Drag the mouse pointer across the text you want to highlight.

--or--

Press TAB until you highlight the text you want.


To insert a blank field or record

1	Highlight a field or record for each field or record you want to insert.

To highlight	Do this

A field	Click the field name

Several fields	Move the mouse pointer

to the eftmost field name

and then drag to the

right

A record	Click the record number

Several records	Move the mouse pointer

to the uppermost record

number and then

drag down

2	From the Edit menu, choose Insert Record/Field.


To insert a blank record

1	Highlight a record for each record you want to insert.

To highlight	Do this

A record	Click the record number

Several records	Move the mouse pointer

to the uppermost record

number and then

drag down

2	From the Edit menu choose Insert Record/Field.


To insert a blank record

1	Move to the record you want to appear after the inserted record.

2	From the Edit menu choose Insert Record.

Works inserts the blank record before the record you moved to in step 1.


To insert a row or column

1	Highlight a row or column for each row or column you want to insert.

To highlight	Do this

A row	Click the row label

Several rows	Move the mouse

pointer to the

uppermost row

label and then

drag down

A column	Click the column label

Several columns	Move the mouse

pointer to the

leftmost column

label and then

drag to the right

2	From the Edit menu choose Insert Row/Column.


To move the highlight ( [image])

Click where you want to place it.

--or--

Press the arrow keys ( [image]).


To move the insertion point ( [image]) or highlight ( [image])

Click where you want to place the insertion point or highlight.

--or--

Press the arrow keys ( [image]).


To move the insertion point ( [image])

Click where you want to place the insertion point.

--or--

Press the arrow keys ( [image]).


To move the insertion point ( [image]) in the formula bar

Click where you want to place the insertion point.

--or--

To move to the	Press

Right one character

Left one character

Beginning of the entry	HOME

End of the entry	END

To highlight more than one character, drag the mouse pointer over the characters or hold down SHIFT and press [image] or [image] until you highlight the characters you want.


To move to a record

In the lower-left corner of your form, click the buttons until the record you want is displayed.

--or--

1	From the Select menu, choose Find.

2	In the Find What box, type a word or phrase you want Works to search for.

3	Under Match, choose Find Next.

4	Choose OK.

Works moves to the next record that contains a match.  To repeat the search, press F7.


To move to an empty record

In form view, click the Last Record button (located in the lower-left corner of your form).

--or--

In list view, click the down scroll arrow ( [image]) until the empty record at the end of your database is displayed.


To move to the first record

In the lower-left corner of your form, click the First Record button.

--or--

Press CTRL+HOME.


To move to the first record

--or--

Press CTRL+HOME.


To open a database file

1	From the File menu, choose Open Existing File.

2	Under File Name, double-click the name of the file you want to open.

Note:  Database files have the extension .WDB.

If you can't see all of the file names, click the up or down arrow.

If the file is located in a different directory, double-click the directory then choose the file.


To open or switch to a file

To open a file

1	From the File menu, choose Open Existing File.

2	Under File Name, double-click the name of the file you want to open.

If you can't see all of the file names, click the up or down arrow.

If the file is located in a different directory, double-click the directory and then choose the file.

To switch to a file

Click the file or choose its name from the Window menu.


To open the application and file

1	From the Windows menu in Program Manager, choose Main.

2	Double-click the File Manager.

3	Double-click the directory window that contains the file you want to open, for example, the Microsoft Excel directory window.

4	Double-click the name of the file you want to open, for example, expenses.xls.


To switch to list view

On the Toolbar, click the List View button.

--or--

From the View Menu, choose List.

To switch between form and list view, press F9.


To switch to query view

On the Toolbar, click the Query View button.

--or--
From the View Menu, choose Query.


To check that protection is turned off

1	Click the Options menu.

2	If protection is turned off, there will be no check mark next to Protect Data.

3	If you see a check mark next to Protect Data, click Protect Data to turn protection off.


Header and footer codes

When you create a header or footer, you can use codes to change the alignment of text or to insert page numbers, the filename, or the current date or time.

To	Type

Print the page number	&p

Print the date in short format	&d

Print the date in long format 	&n

Print the time	&t

Print the filename	&f

Left-align text	&l

Center text	&c

Right-align text	&r

Print & (ampersand)	&&

You can use codes together with text, and include as many codes as you want in a single header or footer.  For example, to create a header or footer like this...

Budget	Page 1	04/02/91

...type &lBudget&cPage &p&r&d


File

A named collection of information stored on a disk; it usually contains either data or a program.


Query instructions

Entries in query view that specify information you want to match in the records displayed by the query.  When you choose the View Query command, Works displays your form with each field blank.  You can type query instructions in any or all of the fields.  For example, you can use a query to display a list of those items purchased between May and August of last year that are in Warehouse 10 and have a selling price between $20 and $40.


Pane

In list view, you can drag the split bars to divide the window into sections called panes.


Dates
Works stores a date either as a number or as text.

When a date is stored as a number

A date is stored as single number when you type it in a format Works recognizes and it is within the range of January 1, 1900 through June 3, 2079.  January 1, 1900 is stored as the number 1, January 2 is stored as the number 2, and so on through June 3, 2079, which is stored as the number 65534.

When a date is stored as a number, you can use the date in a formula to perform calculations.  For example, you might want to calculate the number of days elapsed.  If you type the formula ='5/30/91'-'3/1/91', Works converts the dates to numbers and solves the formula as 33388 - 33298, giving the answer 90, meaning 90 days.

If you want to see what number has been assigned to a date, type the date in a field, highlight it, and then choose a number format such as General from the Format menu.

For information on the date formats Works recognizes, see [image] Entering and Formatting Dates and Times.

When a date is treated as text

When a date is treated as text, you cannot use the date in a formula.

A date is treated as text when you:

Type it in a format Works does not recognize.

Type it outside the range of January 1, 1900 through June 3, 2079.

Type it as a label or field name.

For example, if you enter the date 5-30-91, Works treats it as text because it does not recognize that format.  If you enter the date Dec 10, 1899, Works treats it as text because it falls outside the range of January 1, 1900 through June 3, 2019.

You can tell if an entry has been treated as text by highlighting it and then looking in the formula bar.  Works inserts a quotation mark before any entry it interprets as text, for example, "5-30-91.


Times
The Works clock begins with 12:00:00 AM and ends with 11:59:59 PM.

Works performs time calculations by assigning a decimal fraction to the hours, minutes, and seconds of the day.  12:00:00 AM is 0.0 and 11:59:59 PM is 0.999.  For example, if you enter the formula ='2:30 PM'-'8:00 AM', Works converts the times to decimal fractions and solves the formula as 0.604 - 0.333, giving the answer 0.271.

To determine how many hours have elapsed, multiply the formula by the number of hours in a day.  Enter the formula as =('2:30 PM'-'8:00 AM')*24.  Works gives the answer 6.5, meaning six and a half hours.

To determine how many minutes have elapsed, multiply the formula by the number of hours in a day, then by the number of minutes.  Enter the formula as =('2:30 PM'-'8:00 AM')*24*60.  Works gives the answer 390, meaning 390 minutes.

To determine what decimal fraction has been assigned to a time, type the time in a field, highlight it, and then choose a number format such as General from the Format menu.


How Works evaluates numbers
If you type a number using only those characters listed below, Works interprets the entry as a number.

For example, you can type:

2234	10 3/4

2,234	2.23E02

223.0543	10%

-223 or (223)	$12.50

Works ignores plus signs (+) that precede numbers.  Fractions are converted to decimal fractions.  For example, if you enter 1 1/2, Works displays 1.50.

However, if you type an entry containing any characters other than those listed above, Works interprets the entry as text, not a number.  For example, the address 1356 22nd Ave and the phone number 555-1536 are both text entries. When an entry is treated as text, you cannot perform calculations or apply any of the other number formats.


Fonts
What is a font?

A font is a set of letters, numbers, punctuation marks, and symbols that share a unified design.  Each font comes in a number of sizes measured in points.  A point is a unit of measure equal to 1/72 of an inch (one inch = 72 points).

What you see on the screen vs what you print

Works uses two different types of fonts to display and print your document:  screen fonts and printer fonts.

Screen fonts are what Works uses to display your documents on your screen.  The screen fonts that Works uses are those that were installed on your computer when Windows was installed.  If you used Windows to set up a printer, additional screen fonts may have been automatically installed, or you may have added additional screen fonts on your own.

Printer fonts are what Works uses to print your documents.  The printer fonts available to depend on the printer you are using.

When you choose a font in Works, you are actually choosing a printer font.  If Windows does not have a screen font that matches it, it substitutes the screen font that most closely resembles it.  Your document will be printed using the printer font you chose, but it may look different from what you see on your screen.

Adding extra fonts

By installing additional printer fonts, you can increase the variety you have available for printing documents.  For more information on adding extra fonts, see your printer's documentation.

Proportional vs non-proportional fonts

A proportional font is one in which characters have varying widths.  For example, in the proportional font you're reading right now, the letter "i" in the word "width" takes up must less space in a line than the letter "w".  In contrast, characters that are non-proportionally spaced have uniform widths.  In this case the letter "i" takes up the same amount of space as the letter "w".

Landscape fonts vs portrait fonts

Probably, you most often print documents in portrait orientation.  (Portrait orientation means that your document is taller than it is wide.)  Certain fonts are designed to print sideways on the page, in landscape orientation.  (In landscape orientation, your document is wider than it is tall.)  Not all fonts can print in landscape orientation.  After you choose Landscape orientation in the Printer Setup dialog box, Works displays only those fonts in the fonts list that can print in Landscape orientation.


How Works evaluates a formula
Works follows standard algebraic rules to evaluate a formula. Works evaluates:

The contents of the innermost set of parentheses first.

Operators in standard order of evaluation. If two or more operators have the same order, Works evaluates them from left to right.

This table shows the operators and their order of evaluation:

Operator	Order

^ (exponential)	First

- (subtract), + (add)	Second

* (multiply), / (divide)	Third

= (equal to), <> (not equal to)	Fourth

< (less than), > (greater than),	Fifth

<= (less than or equal to), and

>= (greater than or equal to)

~ (NOT)	Sixth

| (OR), & (AND)	Seventh


Printing tips
When a printer does not print, the cause is often a simple mechanical problem.

If your printer does not print, make sure the printer is:

Chosen in the Printer Setup dialog box

Plugged in and turned on

Properly connected to your computer

Loaded with paper

Mounted with the appropriate printwheel or cartridge

Also verify that:

The cable is connected to the port specified in the Printers section of the Windows Control Panel

If your printer still does not print, restart both the computer and the printer.

If you can print your document, but it contains garbled, unreadable, or extra characters, make sure the printer is:

Chosen in the Printer Setup dialog box

Set up according to the manufacturer's specifications.  See your printer manual

If your document does not print with the fonts or styles you chose, one or more of the following may be the cause:

Your printer may not be able to print the chosen font or style.  Refer to the printer's manual for specific information.

The correct printer may not be highlighted in the Printer Setup dialog box or in the Printers section of the Windows Control Panel.

You may have chosen a font or style without first highlighting the field you wanted to format.

Note:  The best defense against printing problems is being thoroughly familiar with the operation of your printer, as well as the printing and font features of Microsoft Windows.