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C:\MSOFFICE\WINWORD\TEMPLATE\NORMAL.DOT Charles V. Balch Charles V. Balch Charles V. Balch; Last revision: Fall 94 Differences between Works and Q&A While the Data Base portion of Works can accomplish many of the tasks that Q&A is capable of, Works is different from Q&A in significant ways and final results will be similar. The biggest differences are in Works: SYMBOL 51 \f "Monotype Sorts" \s 10 \h You design your record layout, add data and modify data on the same screen. SYMBOL 51 \f "Monotype Sorts" \s 10 \h Your work is not saved automatically. Use ALT-F, S to save. SYMBOL 51 \f "Monotype Sorts" \s 10 \h Reports are generated in a different way. Designing a Record Layout (Preparing the Data Base) Start up Microsoft Works; From the File Menu, choose New File, and make a new Data Base; You will see a blank screen, type your field names followed by colons, Tell works what size field you will be working with (usually the height will be 1); As you type in each name, you will see a series of dots (.....) after your field name. Adding Data You will use the same screen are that you created above; Move into the dotted area (.....) just to the right of your field names; WARNING: You will erase the contents of field if you erase it's name SYMBOL 42 \f "Monotype Sorts" only type in the dotted area; When the area is highlighted, you are ready to enter in data; Press the TAB and arrow keys to move between fields; Note that, just like a spreadsheet, text goes to the left and values go to the right; Use Ctrl page-up and page-down to switch between records; Don't forget to use File Save when you are done; You can not do commands unless you have pressed return or tab after a field entry. Correcting Data Use the same commands as above and edit. Creating a Report From menu View choose New Report; While in the New Report Window, type in the Report Title and press enter; Press ESC when you see a blank screen with your title; To sort (alphabetize), choose Sort from the Select menu; Note that in a given column you will use the same field in different ways (name, contents and summary). To make a different report for the same data, choose New Report from the View menu. Depending on which options you have selected, you will see four or five different line names. Each has its own purpose and content: Title SYMBOL 42 \f "Monotype Sorts" The line(s) that will appear at the top of the report. Type your name and the report title here. Headings SYMBOL 42 \f "Monotype Sorts" On multiple page reports this line that be at the top of each page. Use the Edit menu to Insert Field Names here. Record SYMBOL 42 \f "Monotype Sorts" This line is repeated once for every record. Use the Edit menu's Insert Field Contents option to put field contents on this line. Summ XXX SYMBOL 42 \f "Monotype Sorts" This line is for subtotals of field XXX where XXX is a field you are getting subtotals on. This line appears when you choose Sort under the Select Menu AND you choose break (ALT-G) in the sort area. To give a space between your subtotals and your numbers, you will want this line to appear twice. Move on to the top Summary line and use the Edit menu's insert column/row option to insert another SUMM XXX line. Use the Insert field Summary from the Edit menu to put the summary of fields in this area. Summary SYMBOL 42 \f "Monotype Sorts" These lines appears at the end of the report. Use the Insert field Summary from the Edit menu to put the summary of fields in this area. Printing When you choose Print from the Print menu, Works will print the current report. Common Problems and Their Solutions SYMBOL 183 \f "Symbol" \s 8 \h You get the message "Can't use this command right now" and "Press ENTER or ESC to cancel" is at the bottom of the screen. You have started typing and Works won't let you continue. Press the ESC key twice and you will be able to do commands. SYMBOL 183 \f "Symbol" \s 8 \h Your column headings don't match the values below them and/or no values or repeated values in report. Check to make sure that you used only one field per column and that you put the proper part in the proper place: Field Name in the header line, Field Contents in the Record line, Field Summary in the Summary line. SYMBOL 183 \f "Symbol" \s 8 \h You don't see dotted lines after your fields in the data entry area. Your screen has been set to text mode. Reset it to graphics mode by choosing the Works Settings window from the Options menu. While in the Works Settings window, press ALT-G to choose the graphics mode. SYMBOL 183 \f "Symbol" \s 8 \h In the data entry form, numbers won't go in or they go in funny. Your computer is no longer speaking English (really). Reset it to USA by choosing the Works Settings window from the Options menu. Changing the country back to USA. SYMBOL 183 \f "Symbol" \s 8 \h Your Data Entry area has disappeared. One of two things have happened: You pressed just PageDown instead of Control PageDown when you were going to the next record. Press PageUp (not Control PageUp). You changed your View to some other area. Choose Form from the View Menu. SYMBOL 183 \f "Symbol" \s 8 \h Your report is dropping the last zero (0) in a number field. Highlight your number and format it to have two decimal places SYMBOL 183 \f "Symbol" \s 8 \h Your field titles and values are not lining up. Highlight both the value and it's title and format them both to same orientation by pressing the control key and either L for left, C for center, or R for right. Microsoft Works Data Base Normal Heading 1 Heading 2 Heading 3 Heading 4 Heading 5 Heading 6 Default Paragraph Font Header Footnote Text List Table Normal Indent Bibliography Example Quote TitlePage Telecom Footer Footnote Reference figureT figure Heading UVZc0 Telecom_Out Telecom_In Page_Heading Title_Heading Charles V. Balch C:\!DOCS\CLASSDOC\WORKSDB.DOCÿ@PostScript Printer LPT1: PSCRIPT Apple LaserWriter Plus Apple LaserWriter Plus Symbol Monotype Sorts Times Palatino Courier Courier New Charles V. Balch Charles V. Balch