Microsoft Works for the Macintosh Version 4.0 Read Me
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This document contains last-minute information and clarifications regarding Microsoft Works for the Macintosh, version 4.0.
Contents
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Installing Microsoft Works 4.0
Folder Locations
Updating Your Works Files
Printing Labels
Printing Draw Documents
Recording Sign-on in Communications
Send Text command in Communications
Spelling Dialects
Using Works 3.0 Supplemental Dictionaries
Working with Multiple Calendar Files
System Software
Font Handling Differences between System 7.0 and 7.1
Installing Microsoft Works 4.0
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To help ensure a smooth installation, please note the following before installing Microsoft Works version 4.0:
• Shut off any virus protection program you may have running on your machine.
• Be sure your system software is at least version 7.0. or later. The minimum system software configuration required for Works 4.0 is version 7.0. If you have an earlier version of the system software, please contact your local dealer to obtain information on an upgrade.
• Shut off all extensions. To do this, restart your Macintosh while pressing the SHIFT key. You will see the "Welcome to Macintosh Extensions Off" dialog box.
• Updating Minimum Install. If you have performed a Minimum Install and wish to add or remove items please follow the steps below:
1. Insert Install Disk 1.
2. Open your Microsoft Works 4.0 folder.
3. Double-click on Microsoft Works Setup file.
4. Select the installation options your prefer.
Folder Locations
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Works installs components in several folders on your hard drive. After a full installation, your Works 4.0 folder will have the following folders in it:
• AutoStart Stationery
• Clip Art
• Tools
Within the Tools folder, there are several folders:
• Conversions
• Help
• Setup Folder
• WorksWizards
The AutoStart Stationery and Tools folders must remain in the Works 4.0 folder in order for Works to locate the components. Similarly, the Conversions and WorksWizards folders must remain in the Tools folder to work properly. The other folders may be moved to other locations if desired.
The Microsoft folder, which contains the dictionary, thesaurus, and other components, may be moved to other locations.
Updating Your Works Documents
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Works 3.0 Documents
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Your Works 3.0 documents are opened automatically by Works 4.0 when you double-click them in the Finder or choose them from the Works 4.0 Open dialog box. After you open a document, be sure to save it as a Works 4.0 file by choosing Save As from the File menu.
Works 2.0 Documents
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Your Works 2.0 documents can be opened by Works 4.0 by choosing the documents from the Works 4.0 Open dialog box. After you open a document, be sure to save it as a Works 4.0 file by choosing Save As from the File menu.
If you double-click your Works 2.0 documents in the Finder, an application called MS Works File Updater will launch. This program can search any attached hard drives, diskettes, or servers and change all of the Works 2.0 documents so they can be opened in the Finder by Works 4.0. You may also specify individual documents or folders to change. If you open these documents, be sure to save them as Works 4.0 files by choosing Save As from the File menu.
Printing Labels
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The label templates in Works are designed to fit completely within the label when printed on many popular laser printers. Since most laser printers cannot print at the edges of the page, the templates are slightly smaller than the actual label. If you need to use the entire space of the label, use a ruler to measure the margins, a custom form size, and the space between forms; type these measurements into the appropriate boxes in the Page Setup dialog box. In the Page Setup dialog box, click the Options button and click the Larger Print Area option. For more information, see "Creating and printing mailing labels and envelopes," in the User's Guide.
It is not possible to predict exactly how your laser printer's mechanical components will interact with the label stock you choose. For this reason, it is advisable to place fields and graphic elements away from the edges of the form.
Printing Draw Documents
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If your Draw document contains colors or shades of gray and you are going to print the document using a LaserWriter, be sure to choose Color/Grayscale in the Print dialog box. Choose Print from the File menu, and click the Color/Grayscale option.
Recording Sign-on in Communications
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For best results when recording a sign-on sequence in Works Communications, type slowly, and pause between keystrokes. Works starts recording after the first keystroke, so press the RETURN key before typing anything else. This will ensure that Works records all of the keystrokes correctly.
Send Text command in Communications
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In the print documentation, the procedure “To send a text file or Word Processor file as text” is not complete as written. To send a Word Processor file as text, you must open the WP file before you choose the Send Text command. If you try to send a WP file without opening the file first, Works will display an alert to remind you to open the file before you try again.
Spelling Dialects
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You can change the dialect of the spelling dictionary from American English, for example, to British English.
To change the dialect
1. From the Tools menu, choose Preferences.
Works displays the Preferences dialog box.
2. Click the Spelling & Thesaurus icon.
3. From the Language pop-up list, drag to choose the dialect you want.
4. Click the OK button.
Using Works 3.0 Supplemental Dictionaries
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To use Works 3.0 supplemental language dictionaries in Works 4.0
1. From the Tools menu, choose Preferences.
2. Click the Spelling & Thesaurus icon.
3. In the Main Dictionary box, hold down COMMAND and click the Change button.
4. Locate the Works 3.0 Spelling file.
5. Locate the desired supplemental dictionary.
You can switch back to your Works 4.0 dictionary by following the same steps.
Note: your Works 3.0 custom dictionaries are automatically converted to Works 4.0 for you during setup.
Working with Multiple Calendar Files
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When you share Works with other people on the same computer, each person can create their own calendar file and switch to their calendar whenever they use Works. If your computer has several Works calendar files on it, or if you are running Works on a network, you can put each person’s calendar file in the same folder to make it easier to locate the calendar you want to use. For instructions on how to change calendar files, see “Changing to a different calendar,” in the User’s Guide.
You can also use the Macintosh’s built-in file sharing to set up a shared folder and let network users access the shared folder. To share a folder, go to the Finder and use the Sharing command on the File menu. Consult the AppleShare file server documentation for more detailed information about file sharing and setting access privileges.
System Software
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Works supports System 7.0 and later, including System 7.0.1 with Tuneup. You may experience better performance running System 7.0.1 with Tuneup and later releases of the system software, especially if your Macintosh has less than 5 megabytes of RAM memory. Contact your Apple dealer for system software upgrades.
Font Handling Differences between System 7.0 and 7.1
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Due to the differences in font handling between System 7.0 and System 7.1, fonts applied to spreadsheet documents that were created using System 7.1 are not recognized when you open the document using System 7.0. You can restore the fonts to the spreadsheet document by reapplying the fonts and saving the document using System 7.0. You can also change the default font for spreadsheet documents so that the font you want to apply is the default font. (From the Tools menu, choose Preferences, then click the Spreadsheet icon. Specify the default font you want, then click the OK button.) Works will substitute the new default font whenever the System 7.1 font isn’t recognized.
Note: The Works AutoStart stationery documents were created using the Arial Narrow 10 point font. If you encounter this problem when you open one of the AutoStart documents, reapply the Arial Narrow 10 point font to the text to restore the appearance of the document.
