Microsoft KB Archive/171736

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Mac Works 3.0: Guide for Network Administrators

PSS ID Number: Q171736 Article last modified on 10-22-1998

3.00

MACINTOSH

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The information in this article applies to:

  • == Microsoft Works for the Macintosh, version 3.0 ==

SUMMARY

This article contains the information from the pamphlet, “The Guide to Using Microsoft Works for the Macintosh on a Network.”

MORE INFORMATION

This booklet provides information on using Microsoft Works for the Macintosh on a network. It includes information both to help a network administrator set up Works on a network and to help people other than network administrators use Works to create and share documents on a network.

If you are a network administrator, please read “Section 1: Network administrator’s guide to setting up Works” and then read “Section 2: Using Works on a network.”

If you will use Works on a network but are not a network administrator read “Section 2: Using Works on a network.”

SECTION 1: NETWORK ADMINISTRATOR’S GUIDE TO SETTING UP WORKS

By using Works on a network, many people can share and print information from the same documents. Works can be set up on a network as a shared application on a server or as a personal application on individual workstations.

Works as a shared application

Each workstation can use the Works application from the server to create and edit documents; one copy of Works is shared by all the workstations. Although one Works application is shared, each person on the network can set individual Works preferences in the Preferences dialog boxes. These preferences are then stored in each workstation’s System Folder, rather than on the server.

When you run Works from a network server, performance will typically be slower than when it runs on an individual workstation. Also, individual workstations cannot use the Works Communications tool unless you install the Communications Tools separately on each workstation.

Works as an individual application

Each workstation uses a personal copy of Works that is not shared by the network. The server is used only to share and print documents. This option optimizes performance and workstation independence.

IMPORTANT: An individual copy of Microsoft Works must be purchased for each Macintosh set up as a workstation on the network, whether Works is set up as a shared application or set up on individual workstations. For more information, see the license agreement on the disk packet.

Installing Works on a server

You can install Works on a server for use as a shared application or as a source for installing Works on individual workstations. If you install Works as a shared application and you want people on the network to be able to use the works Communications tool, you must install the Communications Tools separately on each workstation.

Before installation, make sure that the network software is installed and operating properly and that all workstations are connected and functioning on the network.

To install Works on a server

  1. Turn off any virus detection software you may be running.

  2. Insert the Works Disk 1 - Install disk into the disk drive.

  3. In the Works Disk 1 - Install window, double-click the Installer icon.

  4. In the Easy Install dialog box, choose the Customize button.

  5. Choose Run Works From Server from the list if you want to install Works for use as a shared application.

    -or-

    Choose Install Works From Server if you intend to install Works later on individual workstations from the server.

  6. Choose the Install button.

    Follow the instructions to insert the Works disks.

  7. When the Installation Complete dialog box is displayed, choose the Restart button.

To install the Communications tool on a workstation

  1. Make sure that the workstation and monitor are turned on.

  2. Turn off any virus detection software you may be running.

  3. From the Apple menu, choose Chooser.

  4. Highlight the AppleShare or other network icon, an AppleTalk zone, and the server that contain the Works files.

  5. If requested, type a name and password, and then choose the OK button.

  6. If requested, highlight the server item you want, and then choose the OK button.

    A network folder icon is displayed on the desktop, indicating that you are connected to the server.

  7. Close the Chooser, and then double-click the network folder.

  8. Open the folder that contains the Works files and double-click the Communications Installer icon.

  9. In the Easy Install dialog box, choose the Install button.

  10. When the Installation complete dialog box is displayed, choose the Restart button.

INSTALLING WORKS ON INDIVIDUAL WORKSTATIONS

Installing Works on individual workstation can be done from the Works disks or from the server. If you want to install Works on many workstations, installing from the server is faster. Before installation, make sure that the network software is installed and operating properly and that all workstation are connected and functioning on the network.

To Install Works from the Works disks

  1. Make sure that the workstation and monitor are turned on.
  2. Turn off any virus detection software you may be running.
  3. Insert the Works Disk 1 - Install disk into the disk drive.
  4. In the Works Disk 1 - Install window, double-click the Installer icon.
  5. In the Easy Install dialog box, choose the Install button and then type your name (and company, if appropriate) when it is requested. Follow the instructions to insert the Works disks.
  6. When the Installation Complete dialog box is displayed, choose the Restart button.

To install Works from the server

NOTE: before using this procedure, you must install Works on the server. For details, see “To install Works on a server” above.

  1. Make sure that the workstation and monitor are turned on.

  2. Turn off any virus detection software you may be running.

  3. From the Apple menu, choose Chooser

  4. Highlight the AppleShare or other network icon, an AppleTalk zone, and the server that contains the Works files.

  5. If requested, type a name and password, and then choose the OK button.

  6. If requested, highlight the server item you want, and then choose the OK button.

    A network folder icon is displayed on the desktop, indicating that you are connected to the server.

  7. Close the Chooser, and then double-click the network folder.

  8. Open the folder that contains the Works files, and double-click the Installer icon.

  9. In the Easy Install dialog box, choose the Install button and then type your name (and company, if appropriate) when it is requested.

  10. When the Installation Complete dialog box is displayed, choose the Restart button.

PROTECTING NETWORK FILES FROM ACCIDENTAL CHANGE OR DELETION

You may want to protect some documents or files (such as the files required for Works to run) from unauthorized change or accidental deletion. You can use Macintosh System 7 or the protection feature of your network software to restrict the access to certain folder. For details, see your System 7 Macintosh networking documentation or the documentation provided with your network software.

SECTION 2: USING WORKS ON A NETWORK

Depending on how Works was installed on your network, you are using it as either a shared application or a personal application.

When Works is a shared application, Works itself is on the network server. Each person using Works uses the copy that is on the server.

When Works is a personal application, a copy of Works is on each workstation. You have a personal copy of Works, and no other person on the network can use your copy unless they are using your workstation.

In either case, each user on the network can set individual Works preferences in the Preferences dialog boxes and create customized dictionaries. These preferences and dictionaries are stored in each workstation’s System folder, rather than on the server.

To start Works as a shared application

  1. From the Apple menu, choose Chooser

  2. Highlight the AppleShare or other network icon, an AppleTalk zone, and the server that contains the Works files.

  3. If requested, type a name and password, and then choose the OK button.

  4. If requested, highlight the server item you want, and then choose the OK button.

    A network folder icon is displayed on the desktop, indicating that you are connected to the server.

  5. Close the Chooser, and then double-click the network folder.

  6. Double-click the Microsoft Works 3.0 Folder icon.

  7. Double-click the Microsoft Works 3.0 icon.

To start Works as a personal application

  1. Double-click the Microsoft Works 3.0 Folder icon.
  2. Double-click the Microsoft Works 3.0 icon.

Sharing Works documents on a network

Whether you use Works as a shared application or a personal application, sometimes you may want to open a document that someone else is working on, or let others open documents you are working on. This is called sharing documents.

You can share your documents either by placing them on the network server or by granting others access to part of your computer’s hard disk. You can share individual documents or entire folder. For details, see you Macintosh System 7 networking documentation or your network software documentation.

When sharing documents on a network, more than one person can open a document at the same time. When documents are shared on a network, there are two ways you can open them:

  • Open the document without being able to change it. A document opened like this is called “read-only.”
  • Open the document and makes changes. A document opening like this is called “read-write.”

With shared documents, it’s a good idea to open a document with read-only access unless you need to edit it. If you do not specify read-only and you are the first to open a document, you will have read-write access to it. If a document is already in use, you can open it only as a read-only document.

To open a shared document

NOTE: To use this procedure, you must be connected to the network computer containing the document you want to open.

  1. From the Apple menu, choose Chooser.

  2. Highlight the AppleShare or other network icon, an AppleTalk zone, and the server that contain the Works files.

  3. Choose the Guest or Registered User option button.

    If you choose Registered User, type a name and password.

  4. Choose the OK button.

  5. Highlight the server item you want to use, and then choose the OK button.

    A network folder icon is displayed on the desktop, indicating that you are connected to the server.

  6. Close the Chooser window.

  7. From the Works File menu, choose Open.

  8. Open the network folder, and then open the document you want.

NOTE: if you try to open a document with read-write access while another user with read-write access is using the document, Works displays a message indicating that the document can be opened only as read-only. Choose the OK button to open the document with read-only access; choose the Cancel button to cancel the command.

If you want to save the changes you made to a read-only document, you can do so by saving the document using a different name (with the Save As command from the File menu).

Protecting shared Works documents

When you place a document or folder on the network server or grant others access to a document or folder on your computer, you can limit editing privileges to selected individuals. You can change the document’s access privileges using the Macintosh System 7 file sharing and protection features, or your network software. For details, see you Macintosh System 7 networking documentation or your network software documentation.

SIDENOTE TIPS

What is a network? A network is any two or more computers that are connected so that they share application and documents.

What is a network administrator? A network administrator is someone who is responsible for installing software on a network, solving problems, and perhaps teaching others to use a network.

What is a server? A server is a central computer used to store the applications and documents that are shared among computers on the network.

What is a workstation? A workstation is a single computer on the network used by an individual to work with applications or documents stored on a network server.

Using Works as a shared application in schools Many educational computer networks can make good use of a network installation of Works. A teacher can set up documents to be shared by all students or certain groups of students, and the curriculum can be designed and monitored precisely.

Who sets up the workstations? Microsoft recommends that the network administrator set up individual workstations to avoid errors.

====================================================================== Keywords : kbnetwork Version : 3.00 Platform : MACINTOSH ============================================================================= Copyright Microsoft Corporation 1998.