User guide

ManualsBrandsOpenOffice.org ManualsSoftware2.x

OpenOffice.org User Guide

for Version 2.x

[OpenOffice.org User Guide for 2.x]

[0.2]

First edition: [2005-04-11]

First English edition: [2005-04-11]

Summary of content (508 pages)

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OpenOffice.org User Guide for Version 2.x [OpenOffice.org User Guide for 2.x] [0.
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Copyright and trademark information The contents of this Documentation are subject to the Public Documentation License, Version 1.0 (the "License"); you may only use this Documentation if you comply with the terms of this License. A copy of the License is available at: http://www.openoffice.org/licenses/PDL.rtf. The Original Documentation is “OpenOffice.org User Guide for Version 2.x”. Contributor(s): G. Roderick Singleton. Portions created by G. Roderick Singleton are Copyright © 2005, 2006.
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Modifications and updates Version Date Description of Change [0.9] [20051111] [grs: 9th draft issued for comment – switched to master doc, stewart's amendments and added a chapter on XML usage (flat file)] [0.10] [20051111] [grs: 10th draft issued for comment – fix page numbering [0.11] [20060131] [grs:11th draft issued for comment – updated index [0.12a] [20060220] [rj: 12th draft issued for comment – corrections for 2.0 to replace 1.1.x references [0.
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Contents Overview................................................................................................... ........................1 Using the Guide...........................................................................................................................1 Important Features with 2.x.......................................................................... ..................3 Open Standards XML File Format (OASIS OpenDocument)....................................................
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Help Agent................................................................................................................................10 Turning the Help Agent on and off......................................................................................11 Chapter 2: Working With OpenOffice.org............................................................... ....13 The User Interface................................................................................................................
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Displaying Print Previews....................................................................................................29 Reduced Printing of Documents...........................................................................................30 To print two pages beside one another on one sheet of paper.........................................30 Printing in Black and White .................................................................................................
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Searching for Text Attributes..........................................................................................47 Searching for Special Formats ........................................................................................48 Similarity Search.............................................................................................................48 List of Regular Expressions..................................................................................................
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Automatic correction.......................................................................................................60 Word completion.............................................................................................................60 Inserting Text........................................................................................................................60 Switching Between Insert Mode and Overwrite Mode........................................................
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Writing in Uppercase or Lowercase .....................................................................................72 Moving Text Sections in Documents...................................................................................72 Resetting Font Attributes While Typing..............................................................................73 Example procedure for resetting Font Attributes ............................................................
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New Style from Selection.....................................................................................................94 Transferring Formats With Fill Format Mode ......................................................................94 Updating Styles From Selections.........................................................................................94 This is how to update a Style:..........................................................................................
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Jumping to a Specific Page.................................................................................................112 Chapters in Navigator.........................................................................................................113 Indexes and Tables of Contents in Writer...............................................................................114 Defining Index/Table of Contents Entries..........................................................................
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Numbering Lines.....................................................................................................................138 Line Numbering for All Paragraphs...................................................................................138 Line Numbering for Particular Paragraphs.........................................................................138 Tables in Text..........................................................................................................................
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Calculating in Text Document Tables................................................................................150 Calculating Across Multiple Tables...................................................................................151 Calculating Cell Totals in Tables .......................................................................................152 Merging and Splitting Cells ................................................................................................
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Formatting Headers and Footers ........................................................................................165 Defining Different Headers ................................................................................................165 Inserting Page Numbers of Continuation Pages.................................................................165 Inserting Lines Under Headers ...........................................................................................
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Editing Headers .............................................................................................................184 Editing Columns............................................................................................................184 Editing Paragraph Styles................................................................................................185 Working with Frames....................................................................................................
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Arranging Data...................................................................................................................203 Examining and Extrapolating Data ....................................................................................203 WhatIf Calculations..........................................................................................................203 Dynamic Charts.........................................................................................................
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Layout of Spreadsheets...........................................................................................................225 Designing Spreadsheets Clearly.........................................................................................225 Formatting Text in a Spreadsheet.......................................................................................226 Formatting Numbers in a Spreadsheet...............................................................................
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What use is the DataPilot?..................................................................................................250 Creating DataPilot Tables...................................................................................................250 Selecting DataPilot Output Ranges....................................................................................252 Editing DataPilot Tables.....................................................................................................
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formulae and Values as CSV Files..........................................................................................268 Exporting formulae and Values as CSV Files....................................................................268 Importing a CSV File.........................................................................................................268 AutoFill...................................................................................................................................
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Presentation Styles..............................................................................................................289 Using Outline View.................................................................................................................290 Slide Transitions, Effects and Animation...............................................................................291 Automatic Slide Transition...............................................................................................
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Using the Navigator............................................................................................................307 Edit Jump Targets...............................................................................................................307 Modifying Object Size.......................................................................................................307 Creating Additional Objects .............................................................................................
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Editing Curves....................................................................................................................320 Vectorizing Bitmaps...........................................................................................................321 Converting Text Characters to Curves...............................................................................322 Converting to Curves, Polygons, 3D..................................................................................
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Using Illumination..............................................................................................................345 More 3d Effects..................................................................................................................345 3D Effects: Favourites...................................................................................................345 3D Effects: Geometry....................................................................................................
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Copying the form...............................................................................................................372 Changing the form's properties...........................................................................................372 Setting a sort order for a form............................................................................................372 Creating a query to find today's appointments........................................................................
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Searching in Tables and Form Documents ............................................................................388 Searching With a Form Filter ............................................................................................389 Operators........................................................................................................................389 Commands ....................................................................................................................
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Inserting a Draw object in a text document ........................................................................402 Inserting a Draw object in a spreadsheet ............................................................................403 Drag and Drop With the Data Source View ............................................................................404 Using data in a text document............................................................................................
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Protecting frames, graphics and OLE objects....................................................................413 Protecting Drawing Objects and Form Objects..................................................................413 Turning on protection ...................................................................................................413 Turning off protection ...................................................................................................413 Protecting Records...............
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AutoText.............................................................................................................................423 ChangeAllChars.................................................................................................................423 GetTexts.............................................................................................................................423 ReadDir....................................................................................................
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Chapter 12: Building Forms with Xforms ................................................. ................435 StepbyStep Procedure...........................................................................................................435 Chapter 13: Xml Enhancements................................................. ................................446 Flat XML filter........................................................................................................................
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Index.................................................................................................................. ............464 Public Documentation License, Version 1.0............................... ................................472 OpenOffice.org User Guide for 2.
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Overview Overview The OpenOffice.org User's Guide attempts to provide answers to questions about working with OpenOffice.org. It is focused on OpenOffice.org 2.x releases, but it should also be useful with 1.9 and 1.1.x releases. Graphics are, for the most part, those using the older style icons rather than the newer Crystal graphics, which are currently only in the en_US and de_DE releases of 2.0.x. Some are also from the 1.1.x user guide where they are similar to existing ones.
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Overview OpenOffice.org User Guide for 2.
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Important Features with 2.x Important Features with 2.x Open Standards XML File Format (OASIS OpenDocument) Beginning with version 2.0 OpenOffice.org uses the open standard OASIS OpenDocument XML format as the default file format. The OASIS OpenDocument format is a vendor and implementation independent file format, and thus guarantees freedom and independence. In addition to OpenOffice.org itself, the open source office suite KOffice as well as OpenOffice.
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Important Features with 2.x 2. Encryption is compatible with PDF v1.4, only ARCFOUR (RC4 compatible) 128bit encryption is provided. 3. Permissions settings are those supported by the Standard PDF security handler. PDF readers and viewers are expected to support these features; however, some may not. OpenOffice.org User Guide for 2.
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Important Features with 2.x New enhanced Database Features OpenOffice.org always had database frontend tools, but in past versions they were very hidden. OpenOffice.org 2.x starts to handle databases like any other application, i.e. a new database can be created via the "File > New" menu. For novice users OpenOffice.org provides a new Table Wizard that allows to create database tables without any knowledge of databases and SQL.
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Important Features with 2.x WordPerfect® Filters OpenOffice.org 2.0 includes a WordPerfect® filter developed by the open source community. Developers are invited to contribute to this project. Calc now has 65,536 Rows OpenOffice.org 1.1.x supported only 32,768 rows in spreadsheet documents, which caused Microsoft Excel interoperability issues. The new version now takes OpenOffice.org to the same level as Microsoft Excel. Enhanced DataPilot Support With the DataPilot in OpenOffice.org 2.
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Important Features with 2.x Quickstarter for *NIX Operating Systems The release of OpenOffice.org 2.0.4, now adds quickstart capability to the *NIX releases in the same manner as quickstart under Windows®. Multiple Language Support OpenOffice.org 2.x brings an easier way to have OpenOffice.org support multiple languages by means of the use of language packs. OpenOffice.org has in excess of 92 languages in process at the time of writing.
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Important Features with 2.x OpenOffice.org User Guide for 2.
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Chapter 1: Using OpenOffice.org Help Chapter 1: Using OpenOffice.org Help Different kinds of help are available in OpenOffice.org. ● Stepbystep instructions with full references via the Contents and Index selections of OpenOffice.org Help ● Help Tips that pop up next to the mouse pointer ● Extended tips with more detailed explanations than provided with Tips OpenOffice.org StepbyStep Help To access Help, use the Help menu item or click the Help buttons in the individual dialogues. OpenOffice.
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Chapter 1: Using OpenOffice.org Help OpenOffice.org Help is contextsensitive. This means that, when Help is opened in Writer it is specific to Writer. Similarly, to get help about Calc, either first open a spreadsheet and only then look for help, or select Help for the specific module from the pulldown list at the top of the Help window. The pulldown list at the top of the Help window sets the selected module as the current section for searching.
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Chapter 1: Using OpenOffice.org Help Turning the Help Agent on and off 1. Choose Tools > Options > OpenOffice.org > General > Help Agent to have the Help Agent appear. If the command is checked, the Help Agent is automatically displayed when certain actions are performed in OpenOffice.org. Also, by accessing Tools > Options > OpenOffice.org > General from the main toolbar, users can reset the Help Agent. OpenOffice.org User Guide for 2.
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Chapter 1: Using OpenOffice.org Help OpenOffice.org User Guide for 2.
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Chapter 2: Working With OpenOffice.org Chapter 2: Working With OpenOffice.org OpenOffice.org is reasonably intuitive but is sufficiently different to other suites that a period of familiarization required before use is fluid and effective. This chapter starts with a general explanation of the most common control features in OpenOffice.org, such as toolbars, floating toolbars and dockable windows. This is followed by information on functions that can be used in most of the program modules of OpenOffice.
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Chapter 2: Working With OpenOffice.org The OpenOffice.org Writer Window A text document is displayed and edited in the Writer window. Spreadsheet, presentations or drawings are displayed in very similar windows, except the menus and icons change automatically depending on the context. Toolbars in the OpenOffice.org Window The Title Bar The title bar shows the name of the program, OpenOffice.org, and usually the file name of the current document.
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Chapter 2: Working With OpenOffice.org The Menu Bar At the top of the OpenOffice.org window, immediately under the title bar, is the menu bar. Point with the mouse to a command on the menu bar and press the left mouse button. The menu opens, allowing one to choose a command from the submenu by clicking it. The menu bar can also be accessed from the keyboard, by pressing the Alt key. The menus are organized into basic functions.
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Chapter 2: Working With OpenOffice.org Some icons have small triangles to indicate that there are more functions available. These are called floating toolbars. When a long click is applied to these icons, a new window opens giving access to all those features associated with that icon. Short clicks deliver different behaviour than a long click but give the same functionality. Examples of Floating Toolbars OpenOffice.org User Guide for 2.
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Chapter 2: Working With OpenOffice.org Using Floating Toolbars When editing a text document, the Insert icon is in the Tools toolbar. Do a long click on this icon. This opens a floating toolbar containing further icons.
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Chapter 2: Working With OpenOffice.org Unhide Hide Click the arrow button to hide a window. Lock Click this button to lock a floating window. Floating Click this button to change a locked window to a floating window. Docking windows Some tools in OpenOffice.org open in popups that are dockable, such as the Styles and Formatting window, the Navigator and the Gallery. These floating windows may be docked at either the left or right edges of the main OpenOffice.org window.
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Chapter 2: Working With OpenOffice.org Opening and Saving Documents There are multiple methods of loading or opening documents. For example, by using the File > Open dialogue, the Open icon on the Standard toolbar or the File > New menu. NOTE: Under Windows®, a system dialogue is automatically displayed when opening and saving OpenOffice.org documents. Choose Tools > Options >OpenOffice.org > General and check Use OpenOffice.org dialogues. This enables a user to be presented with the OpenOffice.
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Chapter 2: Working With OpenOffice.org the File name pulldown list and press Enter. If *.txt, for example, is used only the files having .txt at the end of their names will be displayed. If s* is used , all names beginning with the letter s will be displayed. Documents may be opened with writeprotection enabled. To edit a readonly document, click the Edit File icon on the Standard toolbar.
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Chapter 2: Working With OpenOffice.org • • My Documents A quick route to the documents in a work directory. A work directory may be defined by selecting Tools > Options >OpenOffice.org > Paths and entering the path required for My Documents. Samples – This is an empty folder when installed; however, some examples may be downloaded from http://documentation.openoffice.org/Samples_Templates/User/template/ index.html. (See New Document for example templates) OpenOffice.org User Guide for 2.
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Chapter 2: Working With OpenOffice.org Saving Documents Saving the current document can be done in three ways, using File > Save command, the Save Document icon on the Standard toolbar, or just press Ctrl+S. For a first time save, use File > Save as. A dialogue box pops up to allow choosing where to store the file. With File > Save as, one assigns the document a name whereas the other two options save without asking for the file to be named.
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Chapter 2: Working With OpenOffice.org Changing the Work Directory When the Open dialogue comes up, the work directory is displayed. The user can change this directory as follows: 1. Select Tools > Options >OpenOffice.org > Paths. 2. Doubleclick My Documents to open the edit dialogue. 3. In the Select Path dialogue, enter the work directory wanted and click Select. 4. Close with OK. Likewise, other directories can be selected using the same method.
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Chapter 2: Working With OpenOffice.org OpenOffice.org File Formats OpenOffice.org uses an XML file format as the default for saving and opening documents. XML file format names In saving and opening OpenOffice.org documents if no other file type is selected,OpenOffice.org uses the following XML formats: Application File extension OpenOffice.org Writer *.odt OpenOffice.org Writer templates *.ott HTML Document *.html HTML Document Template *.oth OpenOffice.org Calc *.ods OpenOffice.
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Chapter 2: Working With OpenOffice.org OpenOffice.org XML file structure The OpenOffice.org XML file formats follow the OASIS OpenDocument standard and are compressed and packed using ZIP. Use an unpacking program, such as WinZip on Windows® or unzip on *NIX, to unpack the contents of an XML file. The structure is similar to the following illustration. Archive: example.
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Chapter 2: Working With OpenOffice.org Additional files can be contained in the packed file format. For example, Graphics can be found in the Pictures subdirectory, Basic code in the Basic subdirectory and linked Basic libraries are found in further subdirectories of Basic. Definition of the XML formats The DTD (Document Type Description) files can be found in $HOME/OpenOffice.org/share/dtd. Note that the formats are subject to certain licenses.
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Chapter 2: Working With OpenOffice.org Sending Documents as EMail Single Messages Working in OpenOffice.org, one can send the current document as an email attachment providing that the default email program up is set up correctly. Note: To set up this feature, select Tools > Options >Internet > EMail and configure the program to use. 1. Choose File > Send > Document as Email. 2. When the email composer window appears, enter a recipient, subject and any text and send the email.
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Chapter 2: Working With OpenOffice.org Printing Documents Upon creating a document, normally one will want to print it out on paper for distribution. Print the current document either directly to a printer, or”to file”. When printing to a file, all the information that would otherwise be sent to the printer is initially written to a file. On another computer, the file can then be copied directly to the printer connected to it. Note: OpenOffice.
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Chapter 2: Working With OpenOffice.org Note: There are many different printers with widely varying properties. The printing functions differ according to the operating system, printer driver and printer model used. The selected printer defines the width and height of the characters, and hence also the line and page breaks. OpenOffice.org Writer and Calc always format the pages in the way they will appear when printed.
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Chapter 2: Working With OpenOffice.org Reduced Printing of Documents To get a reduced printout of a text document, choose File > Page Preview. Here, decide whether to have two, four or any number of pages beside and on top of each other. To print two pages beside one another on one sheet of paper 1. Choose File > Page Preview. 2. Locate the Page Preview icon .
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Chapter 2: Working With OpenOffice.org Printing only text in black and white In Writer, the user can choose to print colourformatted text in black and white. This can be specified either for all text documents to be printed subsequently, or only for a printing process of the current text document. Printing all Writer documents with black and white text 1. Choose Tools > Options > OpenOffice.org Writer or Tools > Options > OpenOffice.org Web/Writer. 2. Then choose Print. 3.
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Chapter 2: Working With OpenOffice.org (a) If the printer is capable of duplex printing, choose Left and Right pages and brochure. (b) With a single sided printer: i. choose Left or Right and brochure. ii. Click OK then go to step 6. iii. When printing is complete, take the pages from the output tray and put them into the input tray in such a way as to print on the blank side and choose the opposite Page setting as in step 1. Repeat step (ii). 6. Click OK 7. Click OK Spellcheck OpenOffice.
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Chapter 2: Working With OpenOffice.org Users can create any number of custom/user dictionaries. Create a user dictionary by selecting Tools > Options > Language Settings > Writing Aids. As text is proofread, the wavy red underlines draw attention to possible spelling mistakes. Of course, Spellcheck will not catch spelling mistakes that form other recognizable words (such as “fun” instead of “run”).
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Chapter 2: Working With OpenOffice.org Select the language of an entire text document with Tools > Options > Language Settings > Languages. If it applies to the user's needs, check For the current document only. For all paragraphs formatted with the same Paragraph Style, apply a language via the Paragraph Style. A language can be defined for individual words via Character Styles, or directly with Format > Character.
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Chapter 2: Working With OpenOffice.org Excluding Text From the Spellcheck If certain areas, words or tables should not be spell checked because they are, say, in a foreign language for which there is no installed module, then specify "Unknown" as the language to be checked by Spellcheck. Do this by either using direct formatting by selecting the text and then choosing Format > Character > Font or by modifying the corresponding St yle for the text (e.g.
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Chapter 2: Working With OpenOffice.org 3. Click the big button in the middle of the document page to start the installation process: OpenOffice.org User Guide for 2.
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Chapter 2: Working With OpenOffice.org 4. The following dialogue opens to begin the selection of the needed components: 5. Click Next 6. Click “Retrieve the list” and select those needed: OpenOffice.org User Guide for 2.
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Chapter 2: Working With OpenOffice.org 7. Click Next and select the Hyphenation dictionaries needed and click Next when done: 8. Click Next and select the Thesauruses needed and click Next when done OpenOffice.org User Guide for 2.
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Chapter 2: Working With OpenOffice.org 9. Clicking Next, starts the download and installation of the items selected in the previous steps. OpenOffice.org User Guide for 2.
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Chapter 2: Working With OpenOffice.org Using Automatic Functions OpenOffice.org has all kinds of intelligent assistants to help, all of which have names beginning with “auto”. The section introduces a few of these autofunctions. For detailed explanations, refer to the OpenOffice.org Help. Using AutoCorrect and AutoFormat In addition to catching typing errors, OpenOffice.org can format documents while typing or afterwards.
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Chapter 2: Working With OpenOffice.org The following graphic shows the various functions available in this dialogue. A detailed explanation of each function is given in OpenOffice.org Help. In addition to the functions shown here, one can also select Custom Quotes. This means that all quotation marks entered as a simple computer character with Shift+2 are automatically turned into correct typographer's quotes. Users can choose the characters to be used for this purpose. OpenOffice.
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Chapter 2: Working With OpenOffice.org Turning off URL Recognition by AutoCorrect When text is entered,OpenOffice.org automatically recognizes a word that may be a URL and replaces the word with a hyperlink. OpenOffice.org formats the hyperlink with direct font attributes (colour and underline) the properties of which are obtained from certain Character Styles. If OpenOffice.org should not automatically recognize URLs while typing, turn off this feature using one of the following methods.
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Chapter 2: Working With OpenOffice.org • • Assuming the Replace option is enabled to automatically start each sentence with a capital (uppercase) letter, and“e.g.” is entered and is followed by a lowercase “d” then the “d” would be capitalized. So to compensate for this behaviour, enter “e.g.” into the Exception list to prevent this type of correction.
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Chapter 2: Working With OpenOffice.org Creating a Letter Template With the Wizard If one is writing a personal letter, the Wizard and standard AutoTexts are not essential, but in formal business correspondence these aids can save a lot of time and make work much easier. Note: To produce a standard letter, have a look at the supplied templates. Simply press the shortcut keys Shift+Ctr+N or choose File > New > Templates and Documents. Start the Wizard with the File > Wizards > Letter menu command.
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Chapter 2: Working With OpenOffice.org Find & Replace When working with a computer it is often useful to be able to locate certain pieces of text quickly. The Find function in OpenOffice.org Writer, Calc, Impress and Draw is the tool to use for this purpose. Find can also locate variations in the given search term or limit the search to certain places in the document, such as the beginning of a word or the end of a paragraph.
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Chapter 2: Working With OpenOffice.org The Find & Replace dialogue can remain open without interfering with text entry and it can be moved to any place on the screen. However, when it is closed, it remembers the previously entered strings so they do not need to be reentered for the next search, but can be selected from the list box. One very useful feature is the multiselection facility Find All.
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Chapter 2: Working With OpenOffice.org • • A paragraph end can be found with the dollar sign ($), and the first character at the beginning of a paragraph with the string '^.' (caret and period). Regular expressions may only be searched within paragraphs. There are many other wildcards that can be used that are listed in Help > OpenOffice.org Help with a search term of “Regular expression”. This complete List of Regular Expressions is included in this document.
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Chapter 2: Working With OpenOffice.org Searching for Special Formats By clicking the Format button, one opens a dialogue from which to select the specific formats in the search. For example, if one has manually centered a few lines in the text, find them using the options of Format in the Find & Replace dialogue. Now let's say that the found attribute must be replaced with another, to do this take the following steps: 1. Position the cursor in the Replace with field. 2. Click the Format button. 3.
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Chapter 2: Working With OpenOffice.org Character Result/Use \n Finds a hard row break that was inserted with Shift+Enter. To change row breaks into paragraph breaks, enter \n in the Search for and Replace with boxes, and then click the Replace all button. \t Finds a tab space. Users can also use this expression in the Replace with box. \> Only finds the search term if it appears at the end of a word. For example, "book\>" finds "checkbook", but not "bookmark".
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Chapter 2: Working With OpenOffice.org Note: The longest possible text within the paragraph is always found. If the paragraph contains the text “AX4 A4”, the search term “A.*4” finds the first A to the last 4, i.e. “AX4 A4”. Note: The '()' and '\1..\9' reference RE combinations will be familiar to programmers who have used standard RE's, however the OpenOffice.org version is confined to the search term. The '\1..\9' cannot be used in the replace term as would normally be expected for standard REs.
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Chapter 2: Working With OpenOffice.org Digital Signatures and Printing or Exporting Documents There are many print options for putting documents on paper, including printing to file. Other ways of distributing documents are to publish in HTML format, XHTM, TeX, bib, docbook or as PDF files. These should be familiar to most users as they have been a part of OpenOffice.org for some time. What is new is that, as of OpenOffice.org 2.0.
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Chapter 2: Working With OpenOffice.org ● ● ● create a PDF document that can be opened only with the correct password, but with restricted permissions; for example the document cannot be printed, or any of the selections from 6 to 9 in ( see “open password”, restricted); create a PDF document that can be opened by anyone, but with restricted permissions; for example the document cannot be printed, or any of the selections.
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Chapter 2: Working With OpenOffice.org Only “open password”, no restriction To create a PDF document that can be opened by users having the correct password and to enable those users to do anything they want with the PDF, do as follows: 1. Select “Encrypt the PDF document” 2. Click “Set Open Password” to set and confirm the password; the password can be empty or up to 32 characters long; 3. Deselect “Restrict permission” Note: An empty open password means that the PDF document can be opened by anyone.
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Chapter 2: Working With OpenOffice.org The “Not permitted” selection will disable all the changes (but copy, see Enable copy). Enable copy Point (8) in . Enable copy (selection) of text and images to be used in other documents (through paste). It can be selected independently from the other permissions. Enable accessibility Point (9) in . Enable the use of accessibility tools with the PDF document. It can be selected independently from the other permissions.
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Chapter 2: Working With OpenOffice.org Name Type Default value Notes EncryptFile boolean false specifies that the PDF document should be encrypted while exporting it, meaniful only if the “DocumentOpenPassword” property is not empty. It corresponds to item (1) in . DocumentOpenPassword String empty the password that a user will need to read the exported PDF, should be in clear text. Must be used with the flag “EncryptFile” above. It corresponds to item (2) in .
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Chapter 2: Working With OpenOffice.org Name Type Default value Notes paste elsewhere). It corresponds to item (8) in . EnableTextAccessForA ccessibilityTools OpenOffice.org User Guide for 2.x boolean true specifies that the document content can be extracted to be used in accessibility applications. It corresponds to item (9) in .
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Chapter 3: Managing Text Documents With Writer Chapter 3: Managing Text Documents With Writer In this chapter, the user will learn about the OpenOffice.org word processing module, called Writer. Starting with the basics, it will introduce the more sophisticated functions and, lastly provide an explanation of some of the templates and sample documents that are part of the distribution.
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Chapter 3: Managing Text Documents With Writer Desktop Publishing with OpenOffice.org Writer OpenOffice.org Writer contains numerous functions to assist in creating perfectly styled documents. Text can be formatted multicolumnar, and have text frames, graphics, tables, etc. integrated into it. The text frames can be linked all over the place, even beyond page limits to create a newspaper format.
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Chapter 3: Managing Text Documents With Writer The OpenOffice.org Writer Window Windows® of OpenOffice.org Writer The above graphic shows the various windows and toolbars available for use in managing documents and where their associated icons are located.
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Chapter 3: Managing Text Documents With Writer Entering and Formatting Text There is no prescribed sequence in which to work. One can enter text and, let us say, underline it or italicize it while typing or choose to do this later. Users can also decide whether or not to split a section of text into two columns immediately or to delay the action. Text never has to be deleted and retyped simply because formatting needs changing.
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Chapter 3: Managing Text Documents With Writer Insert mode is enabled by default, thus any text, following the insertion point, is shifted as new text is entered. To overwrite the existing text at this point, select Overwrite mode by clicking the INSRT field in the status bar as shown below. Switching Between Insert Mode and Overwrite Mode Using the keyboard: If the keyboard has an Ins key, press it to toggle between overwrite mode and insert mode. The current mode is displayed on the status bar.
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Chapter 3: Managing Text Documents With Writer Centre 3 . Align Right Enter the text. OpenOffice.org automatically inserts the requisite number of blank lines, tabs and spaces. Selecting and Deleting Text Some basic steps to start. Deleting characters • • To delete one character to the left of the cursor, press Backspace (above the Enter key). To delete one character to the right of the cursor, press the Delete key (may be labelled Del). Deleting text Selecting text to delete with the mouse 1.
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Chapter 3: Managing Text Documents With Writer 4. Release the mouse button and the Ctrl key. 5. Repeat steps 1 to 4 for each piece of text to be deleted. 6. Press the Delete key to delete the selected text. Status bar uses Setting the Viewing Zoom Factor Note: the area that is Rightclicked to change the Zoom factor By rightclicking in the area shown above, the user can select the display Zoom factor for the document.
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Chapter 3: Managing Text Documents With Writer The Paragraph Style dialogue opens, with various tabs. Click on the Font tab and specify the type, size, and style of the font. Note: If one wants to emphasize a particular passage in a letter, simply select the text and click the Bold or Italic icon. To format only a single word, simply place the cursor anywhere in the word and click Bold or Italic. Make any other necessary changes, then click the Save Document icon and close the document template.
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Chapter 3: Managing Text Documents With Writer • If a special character is required in any text input field (such as in the URL field of the Standard toolbar or in the input fields in the Find&Replace dialogue), press Shift+Ctrl+S to pop up the Special Characters dialogue. Inserting Protected Spaces, Hyphens and Conditional Separators Nonbreaking spaces To prevent two words from being separated at the end of a line, press the Ctrl key while “typing the space between the words.
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Chapter 3: Managing Text Documents With Writer Emphasizing Text There are many ways of emphasizing text in a special way. Here are some of them: • • • Use the icons in the Object bar for regular Formatting needs. For example, change the text to bold or to another font style, change the text colour and background, or centre the text. Whole paragraph can be emphasized using borders.
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Chapter 3: Managing Text Documents With Writer Open the Show Draw Functions floating toolbar on the Standard toolbar. On the Draw Functions toolbar, click on the Text icon. The mouse pointer changes to a '+' which indicates that a text frame may defined and opened. Open up a text frame, release the mouse button and type in any text. Click on the edge of the text frame. Now see the Draw Object Bar, which contains the Object Rotation Mode icon. appears. Click on it.
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Chapter 3: Managing Text Documents With Writer On the left of the dialogue panel is the Line arrangement group. Notice that the four outer edges of the Userdefined area are marked with small angles. To edit an outer margin, click in the appropriate position between the small angles. Above this area are four predefined Default borders which may also be used. In both cases, the selected border elements will be indicated by black triangles.
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Chapter 3: Managing Text Documents With Writer Use the Borders floating toolbar with Tables Suppose the following table border is required for a document: Berlin New York London Country Germany USA Great Britain River Spree Hudson Thames > 3 Million Citizens > 7 Million Citizens > 6 Million Citizens Population 1. Place the cursor at the position in the document where the table is to be inserted. 2.
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Chapter 3: Managing Text Documents With Writer 4. Now, with the mouse, select the whole of the first row, open the context menu and choose Table to open the Table Format dialogue. 5. Open the Borders tab page. 6. In the line field select the required line thickness, e.g. 2.50 pt. 7. First select full bordering from the Defaults 8. In the large Line arrangement field, click once in the area between the two top angles (see illustration) to remove the top line and then on OK. 8.
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Chapter 3: Managing Text Documents With Writer Superscripts and Subscripts Users have the following options for superscripting or subscripting text: 1. Use the keyboard shortcuts Ctrl+Shift+P and Ctrl+Shift+B. 2. Choose Format > Character > Position. 3. Use the Text Object toolbar Superscript/Subscript buttons. If these buttons are not visible in the toolbar, expose them using the method described under Changing the Visibility of Buttons on Toolbars. 1.
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Chapter 3: Managing Text Documents With Writer Applying subscripts/superscripts retrospectively Let's say that while proofing text, the text H2O needs to altered to include a subscripted “2” giving (H2O). To do so, use either the key shortcut method, described above, or use this method method via the menu command: 1. Highlight the character that should be in subscript/superscript. For example, select the 2. 2. Choose Format > Character. This opens the Character dialogue. 3. Click the Position tab. 4.
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Chapter 3: Managing Text Documents With Writer To copy the text, rather than move, it, press Ctrl while performing the actions described above. As shown, the action is indicated by a plus sign next to the mouse pointer. One can press and release the Ctrl key as often as needed the action applies to the condition prevailing at the time the mouse button was released.
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Chapter 3: Managing Text Documents With Writer • Sections that are to be inserted into a document as files or parts of files. • Sections that can be incorporated into other text documents via DDE A section must consist of at least one paragraph. When selected text is defined as a section, it automatically ends with a paragraph break. Another text document may be inserted as a section within a text document. A section from another text document can also be inserted as a section.
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Chapter 3: Managing Text Documents With Writer Sections and Columns • Multicolumn section: A section can contain other sections. This feature allows the user, for example, to create a twocolumn section on a page of text, and then create a three column section within that section. Multicolumn page: The page format (Format > Page > Columns), which always applies to all pages with the current Page Style, is independent of the sections.
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Chapter 3: Managing Text Documents With Writer Formatting Text With and Without Styles Plain text can be too bland unless one applies visual effects to it, such as giving overall structure to the text, emphasizing individual words, quotations or references or breaking up solid areas of text. Thus the user should consider giving special formatting to sections of text. Direct Formatting or Formatting With Styles When working with Writer, choose between direct formatting and formatting with Styles.
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Chapter 3: Managing Text Documents With Writer The Style Concept in OpenOffice.org Styles for characters, paragraphs, frames, numbered lists and pages (or cells in tables ) are always saved with the document. If wanted, one can copy the Styles of one document to another document and choose whether ore not to overwrite (replace) Styles of the same name. One nice feature of OpenOffice.
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Chapter 3: Managing Text Documents With Writer Doubleclick an entry in the list of Paragraph Styles. The paragraph in which the cursor is positioned will now be formatted with that Paragraph Style. Doubleclick in the Styles and Formatting window on another Paragraph Style, and the formatting of the current paragraph changes accordingly. To format a paragraph as a heading, follow this procedure: 1. Type the line to be formatted as a heading and press the Enter key. 2. Set the cursor in that line. 3.
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Chapter 3: Managing Text Documents With Writer By way of example, if one changes the left indent to 2.54 cm (1 inch) in the Paragraph Style “Heading”, for example, that this will change the left indent for all Paragraph Styles “Heading 1” to ”Heading 10 ” to 2.54 cm. Changes that users make directly in one of the Style dialogues have priority over the properties “inherited” from higherranking Styles.
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Chapter 3: Managing Text Documents With Writer Character Styles In the following illustration, the Styles and Formatting window displays a list of available Character Styles. These Styles do not modify the whole paragraph, but only the single word in which the cursor is currently positioned or a selected text range. Use or modify the supplied Styles, or define custom Styles and use those.
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Chapter 3: Managing Text Documents With Writer For example, start with the Paragraph Style “default”. It uses the font “Times New Roman” in “12” point to create a Style called “indented text” where the only addition is a a left indent with no other changes. Later, the user decides to change the font in “text body” and then the font is automatically changed in the “indented text” Style as well.
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Chapter 3: Managing Text Documents With Writer e) close the dialogue with OK. Yet another example shows how to define a Paragraph Style for a subtitle and assumes there are several subtitles in the text that are candidates for formatting with a custom Paragraph Style. 1. Position the cursor in a paragraph in the text that to format with the new Paragraph Style. 2. Apply a Paragraph Style to the paragraph as an initial format. This way one does not need to define all of the attributes oneself.
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Chapter 3: Managing Text Documents With Writer The Advantages of the Styles and Formatting Window From the preceding instructions users should now know how to apply the styles in the Styles and Formatting window to text, how to apply custom Styles and how to create a template that uses these custom styles. This gives an advantage in that Styles do not have to be redefined every time.
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Chapter 3: Managing Text Documents With Writer 4. At the top of the Styles and Formatting window, click headings formatted with “Head1” will be the modified Style. the Update Style icon. All automatically reformatted with Styles can also be configured to adapt to any changes automatically. In the properties dialogue for the Style, click the Organizer tab and mark Auto Update.
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Chapter 3: Managing Text Documents With Writer 4. Call up the context menu of one of the Page Styles and select the New... command. One will now see the Page Style dialogue with the Organizer tab page. The cursor will be blinking in the Name text box in which to enter the name of the first new Page Style. 5. Enter Title Page and press the Enter key. The properties of the new Page Styles can be changed later. OpenOffice.org User Guide for 2.
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Chapter 3: Managing Text Documents With Writer 6. In the context menu of the Styles and Formatting window click the New... command again and define the Page Style with the name “Table of contents”. 7. Repeat the whole procedure again for the new Main text Page Style. Of course, the names used here are only meant as examples. In a real situation, one would naturally enter the names of choice. With the completion of the above steps, there should now be three new Styles that have been created. 1.
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Chapter 3: Managing Text Documents With Writer 4. Select as Type the Page break option. In the list box select the Table of Contents Page Style which will then begin at this point in the document. 5. Click OK. 6. Place the cursor at the beginning of the first line in the main text. 7. Choose Insert > Manual Break. The Insert Break dialogue appears. 8. Select as Type the Page break option. In the pulldown list, select the Main text Page Style, which should be applied after this point.
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Chapter 3: Managing Text Documents With Writer Under Format > Page > Page, one can select the page layout “mirrored”. This lets the user define an inner and an outer margin for the text. The left and right pages of the main text often have different Page Styles so that, for example, the left pages have a header, but the right ones do not. There are already Left page and Right page Page Styles provided for use; so use these instead of Main text.
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Chapter 3: Managing Text Documents With Writer If a particular paragraph should be on a new page with a new Page Style, then that would be a property of that particular paragraph. Assign this property under Format > Paragraph > Text Flow. Changing the Format of Page Numbers Page numbers may be specified as either direct or as a property of the Page Style just like other text attributes. Using direct formatting, however, should only be employed in a few instances.
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Chapter 3: Managing Text Documents With Writer 2. Select the desired field format. 3. Click OK. Better than the direct formatting method, just described, is to make the page number format a property of the Page Style as explained below: 1. Open the context menu on the page and select Page. Then the user will see, for example, the Page Style: default dialogue. Instead of “default”, the title bar of the dialogue contains the name of the current Page Style. 2. Go to the Page tab. 3.
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Chapter 3: Managing Text Documents With Writer 3. In the Page Style dialogue set the desired width and height of the footer. Page Styles Summary Unlike assigning a character style or paragraph style, where one first selects the text then doubleclicks in the Styles and Formatting window on the name of the style to apply the chosen style, applying page styles is different.
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Chapter 3: Managing Text Documents With Writer Defining default Templates Whenever users finds that they are forever changing the formatting of new documents to suit “requirements, it is time to use a separate template. In Writer, this is known as the default template. If the user chooses, this default template can be set so that every time a new text document is opened and this is the template that is employed upon selecting File > New > Text Document.
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Chapter 3: Managing Text Documents With Writer Templates and Styles OpenOffice.org templates are files that one can use as base for creating personal, custom documents, in the manner of a road map. Templates can contain text, logos, other graphic objects and other constructs. Also, every template contains a set of styles that are viewable in the Styles and Formatting window. For each document type (text, table, drawing, presentation etc.
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Chapter 3: Managing Text Documents With Writer Creating New Styles From Selections Create a new style by copying an existing style, as follows: 1. Open the Styles and Formatting window. 2. In the document, select formatted text or a paragraph that has the format from which to create the new style. 3. Click the icon on the Styles and Formatting window Standard toolbar. New Style from Selection New styles can also be created from a selection by dragging and dropping it: 1.
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Chapter 3: Managing Text Documents With Writer Style can also be updated by using drag and drop: 1. Select the style to be updated in the Styles and Formatting window. 2. Select the section of paragraph text, the format of which is to be used to update the style selected in the Styles and Formatting window. 3. Drag the text into the main Styles and Formatting window area and release the mouse button when the insertion line is seen above an entry.
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Chapter 3: Managing Text Documents With Writer Three identical characters will become a whole line When three of the following characters ( _ = * ~ #) are entered at the start of a new paragraph and Enter is pressed, a pagewide line of various thickness results. The line is a border of the previous paragraph. Choose Format > Paragraph > Borders to edit or delete it. To turn this feature off: 1. Open a text document. 2. Choose Tools > AutoCorrect. 3. Go to the Options tab.
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Chapter 3: Managing Text Documents With Writer Using AutoText Writer contains an AutoText function which helps users to use shortcuts and abbreviations to add expanded words to letters, faxes or any other OpenOffice.org documents. To insert AutoText do the following: • Enter the shortcut for an AutoText item and press the F3 key. There is a set of predefined AutoText blocks already in existence.
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Chapter 3: Managing Text Documents With Writer Use the left mouse button to select the AutoText for insertion. Upon releasing the mouse button, the text is inserted in the text at the cursor position. . Note: Use the AutoComplete function in a similar manner. Directions for doing this function are found in Help. Defining AutoText Write the desired text. It may contain formatting and embedded graphics. Select the text. Now select Edit > AutoText. In the large list box, select the category (e.g.
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Chapter 3: Managing Text Documents With Writer Using AutoText in Networks Multiple AutoText lists can be used. An example would be in a typical OpenOffice.org network installation: A readonly company wide AutoText list might be located on the server and a userdefined AutoText list located in a user's individual work area. Both can be read and used while typing. • • Choose Tools > Options OpenOffice.org > Paths. Doubleclick AutoText. Two paths are entered here.
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Chapter 3: Managing Text Documents With Writer AutoText With AutoComplete To enable AutoCompletion of selections in the AutoText dialogue, check Display remainder of name as suggestion while typing. So while typing, enter a word in the text that exists as an AutoText name, this sequence is recognized after the third matching letter is typed and a Help tip appears containing the whole name of the AutoText entry. If the offering is acceptable, press Enter to insert the AutoText.
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Chapter 3: Managing Text Documents With Writer Text Frames Making text look as good as it as reads is likely something desired. To achieve this, users can customize its appearance for maximum impact. Inserting, Editing and Linking Text Frames A text frame is a bounded area that can contain text, graphics and other objects and be placed anywhere on a page; for example, to make columns for a newsletter. Linking the content of a frame to another, let's the text flow backward and forward between them.
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Chapter 3: Managing Text Documents With Writer Editing Text Frames Select a text frame by clicking on one of its edges. Once selected, a user can drag and drop to change its position by grabbing an edge and thus move the whole frame. If one does the same action using one of the handles, the size of the frame changes. So, dragging a handle on one of the sides enlarges or compresses the text frame in one direction only, whereas dragging a corner handle enlarges or reduces it in two dimensions.
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Chapter 3: Managing Text Documents With Writer Note: The height of a frame that is linked with a subsequent frame is automatically fixed. The height is no longer automatically adapted to the content of the frame. Only the height of the last frame of a chain can be adapted to the text content. Click the Link of the object bar when a frame is selected and the cursor changes.
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Chapter 3: Managing Text Documents With Writer Using Text Animation Writer's Text Animation feature enables composition of applications with coloured, animated text. For example, for a simple web site. The following stepbystep procedure shows how to do it: 1. Open a new, blank OpenOffice.org Writer document. 2. Select Format > Page to select a background for the whole page. 3. Open the Draw Functions toolbar using the Show Draw Functions icon in the Standard toolbar 4. Click the Rectangle icon. 5.
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Chapter 3: Managing Text Documents With Writer 10.Close the dialogue with OK. 11.Open the context menu once more. 12.Select the Line... command to define the border properties of the rectangle and choose a colour and a width. 13.Close the dialogue with OK. 14.Doubleclick in the middle of the rectangle and enter any text regardless whether the text extends beyond the width of the rectangle or not. 15.Click again on the border of the rectangle in order to select it. 16.
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Chapter 3: Managing Text Documents With Writer 23.To alter the size of the animated text, select the rectangle again and doubleclick in the centre. Now select the text and apply a larger font size. 24.A suitable text colour can also be chosen by opening the context menu and choosing Character. Note: Enlarge or reduce the page view either by choosing View > Zoom or via the context menu of the scale field on the status bar. If the screen display is to be refreshed, press Shift+Ctrl+R. OpenOffice.
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Chapter 3: Managing Text Documents With Writer Drawing Lines in Text There are a number of ways to add lines to a page of text and any lines that are incorporated in a document can have attributes defined, such as the angle, width, colour, et cetera, however the user chooses. Here are some ways to add lines. • • Use the shortcuts described under Three identical characters will become a whole line on page 96.
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Chapter 3: Managing Text Documents With Writer Editing Text With FontWork The FontWork program module is used for graphical text effects in a similar manner to the WordArt® function available with Microsoft Office. If this functionality is needed, here is the procedure to follow: 1. Open the Drawing Functions floating toolbar from the Main toolbar. 2. Select the Text icon. 3. Draw a text frame on the page. 4. Enter the text, for example “FontWork”. 5. Choose Format > Object > FontWork.
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Chapter 3: Managing Text Documents With Writer 7. Click Vertical in the Shadow options. Specify 0.10 inches for the xaxis shadow distance. The text should now appear similar to the illustration. 8. Since the first and last letters may not be easy to see, insert two blank spaces before and after the text. doubleclick the text, edit it, and then click outside the object. 9. Selecting the FontWork object causes eight handles appear which can be used to change the size and shape of an object.
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Chapter 3: Managing Text Documents With Writer Aligning Text With Lines Aligning text on a free form line 1. Draw a free form line using the free form line function on the Draw Functions floating toolbar . 2. Doubleclick on the line. 3. Enter the desired text or copy it from the clipboard. 4. Choose Format > Object > FontWork. 5. Click for example on the Rotate icon.
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Chapter 3: Managing Text Documents With Writer The Navigator The Navigator is another important feature of OpenOffice.org that, along with the Styles and Formatting window, that helps manage formatted documents. Activate the Navigator by clicking the corresponding item in the Edit menu. In particular, the Navigator helps one to navigate, or move accurately, to the parts of a document required and provides detailed information about the content of the document in an understandable manner.
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Chapter 3: Managing Text Documents With Writer For example, click the Navigation icon in the Navigator window and in the Navigation window click the Graphics icon. The graphic object type will be selected and the Navigation window will disappear immediately so that the user can access the Previous and Next icons in the Navigator window toolbar. Press either the Previous or Next icons to search for the next nearest graphic in that direction.
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Chapter 3: Managing Text Documents With Writer Chapters in Navigator In long documents, use the Navigator to obtain an overview and change the sequence of chapters or their level in the hierarchy of chapters and subchapters. The only condition is that “Heading” Paragraph Styles must be applied to the chapter headings (or choose the Paragraph Styles which will be recognised as headings under Tools > Outline Numbering). Drag and drop to change the sequence of chapters.
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Chapter 3: Managing Text Documents With Writer Indexes and Tables of Contents in Writer Writer documents can contain any number of predefined or userdefined indexes. For example, users can have a table of contents, alphabetical index, illustration index and/or bibliography. Defining Index/Table of Contents Entries The first step in preparing indexes, such as a table of contents or other index, is to determine which entries in the document should be included.
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Chapter 3: Managing Text Documents With Writer Editing or Deleting Index and Table Entries All defined index entries are shaded gray in the document for easy recognition but, which, is never be printed. If display of the shaded entries onscreen is unwanted, switch the highlighting on or off using View > Field Shadings. 1. To edit an entry, place the cursor immediately before or inside it. 2. Then choose Edit > Index Entry. 3. Alter the text in the Entry text box as needed. 4.
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Chapter 3: Managing Text Documents With Writer Creating a Table of Contents 1. Place the cursor at the location at which to create the table of contents. 2. Choose Insert > Indexes and Tables > Indexes and Tables. The Insert Index/Table dialogue appears. Click the Index/Table tab and select “Table of Contents” as Type (the first time this dialogue is started, this tab page and type are already selected). 3. Click on OK to create the table of contents from the headings and entries already defined. 4.
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Chapter 3: Managing Text Documents With Writer Creating Alphabetical Indexes 1. Place the cursor in which to create the index. 2. Select Insert > Indexes and Tables > Indexes and Tables. The Insert Index/Table dialogue appears. 3. On the Index/Table tab, select “Alphabetical Index” in Type. 4. Click OK to generate the alphabetical key word index using the default settings. The are several options that can enhance the usability of any index.
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Chapter 3: Managing Text Documents With Writer i. In the document, find a candidate location or text for the new index. ii. Position the text cursor at that position, or select a word or phrase that will go into the index. iii. In the Index Entry floating window click the Insert. iv. Repeat this process from step 1.d.i. or continue with step 1.e. e) In the Index Entry floating dialogue click the Close. Step 3… Finally, create the index in the document: 1.
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Chapter 3: Managing Text Documents With Writer g) Mark the other check boxes under Create from to create the index from all the objects of a certain type. h) Assign names to the objects in the Options tab of the corresponding property dialogue. i) Click OK to generate the index from marked entries. Using a Concordance File A concordance file is a variation of an index in that it provides exact references to words in the document and permits crossreferencing and subindexing.
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Chapter 3: Managing Text Documents With Writer 'Word only' means terms will only be picked up if the full search term word(s) are found in the correct order. For example, if the search term is 'in present' every instance of the word 'in' followed by the word 'present' will be indexed but 'in presentation' or 'in a present' will not be indexed. 'Word only' is 'No' by default. After entering the terms press 'OK' to save the concordance file.
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Chapter 3: Managing Text Documents With Writer #Match case is 0 which means false, so all upper #and lower case instances will be selected #Word only is 1 which means true, so only #instances of the full words will be selected. #It would not #include American shorthaired.
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Chapter 3: Managing Text Documents With Writer Creating Bibliographies Bibliography entries are often in the form of: “Smith [Smith 1995] has also carried out research on this matter” or similar so that the reader knows that more detailed information can be found in the bibliography under “Smith 1995 ” with the full name of the author, title of the book, publisher, date of publication and a myriad of other possible terms.
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Chapter 3: Managing Text Documents With Writer 2. First decide whether to select the entry from the records contained in the bibliography database or from the entries that are contained in the current document (and which can differ from entries of the same name in the bibliography database). An entry in the document content can be identical to an entry in the Bibliography Database. The entry in the document has precedence. 3.
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Chapter 3: Managing Text Documents With Writer Where the list is a table of contents for the document, click a hyperlink to go straight to the first occurrence; however, for this to work the table of contents must be generated from headings. Indexes Covering Multiple Documents There are several ways of creating an index covering multiple documents: • • • Create an index in each individual document, then copy the indexes into a document and postedit them.
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Chapter 3: Managing Text Documents With Writer Headings and Numbering Most text documents benefit from use of headings and numbering. Writer provides automatic functions that help the user manage the structure and formatting of documents via headings and numbering. Numbering and Numbering Styles Numbering in a document may be applied either as direct formatting or by using a Style, in the same manner as is done with other paragraph attributes such as “Justified” or “Line Spacing”.
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Chapter 3: Managing Text Documents With Writer One can select further settings for the bulleted list in which the cursor is positioned with the Format > Bullets and Numbering dialogue. • Choose different bullet symbols under Format > Bullets and Numbering > Options by clicking on the button with three dots. This opens the Special Characters dialogue but only if “Bullet” was selected in the Numbering pulldown list.
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Chapter 3: Managing Text Documents With Writer Example numbered list with sublevels: 1 Line one 2 and line two. If one enters a return the next the new paragraph will automatically be numbered 3. Pressing a Tab at this point increments the list sublevel, indents and changes the number to 1 at which point one can add text. 1. and now there is a sub level of line 2. To decrement the sublevel of a list paragraph, put the cursor at the beginning of the paragraph text and press Shift Tab.
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Chapter 3: Managing Text Documents With Writer With respect to custom style s where there is, currently, a Paragraph Style “Head1” that is used for headings at level 1. 1. In the Level list box select 1 2. In the Paragraph Style pulldown list select Head1. 3. Click OK. Now, all paragraphs to which Head1 is applied will be listed in the Navigator under “Headings”.
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Chapter 3: Managing Text Documents With Writer Numbering Illustrations by Chapters Numbering illustrations by chapter, so that illustrations are labelled “Illustration 1.1 ”, “Illustration 1. 2 ”, and so on in the first chapter and “Illustration 2 .1 ”, “Illustration 2.2”, et cetera. in the second, is easily done. Use the following procedure to do this: 1. Organize a document in chapters. Choose Tools > Outline Numbering to number the chapter headings that are formatted.
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Chapter 3: Managing Text Documents With Writer This “Note” number range enables users to automatically number all the notes in a document. In the field Value, select a new initial value for the entire number range. This is useful when dealing with a document in a series of connected documents. Number ranges and captions can be restarted with each chapter. In the Caption and Fields dialogues users can choose the chapter level at which to begin renumbering. OpenOffice.org User Guide for 2.
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Chapter 3: Managing Text Documents With Writer Using Master Documents and Subdocuments A new empty master document is created by choosing File > New > Master Document, or creating a master document from an existing document by choosing File > Send > Create Master Document. Note: Existing master documents have the extension .odm, thus distinguishing a master document from “normal” Writer documents in the Open File dialogue.
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Chapter 3: Managing Text Documents With Writer The Navigator provides the functions needed for navigating and editing a master document. Doubleclick a document in the Navigator to load it for editing. Now the user can either enter text, such as headings, or insert subdocuments, by clicking the Insert icon and choosing the desired entry Text or File.
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Chapter 3: Managing Text Documents With Writer Note: When using master documents, use the same template as a base for all subdocuments and the master document itself. As a new Style is needed in the document, simply add it to the document template and reload the master document so that the new Style can be applied to all documents automatically. Use Page Styles to ensure that all subdocuments always start on a new page (i.e. always on a new right page).
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Chapter 3: Managing Text Documents With Writer When one or more subdocuments are changed after creating an index, the indexes in the master document should also be updated. To do this, click the icon Update (as shown to the left) on the Navigator for master documents and select the entries to be updated from the submenu. Likewise, references work in a Master Document and its subdocuments, in the same manner a in subdocuments themselves “when these are defined in the documents involved.
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Chapter 3: Managing Text Documents With Writer b) Choose suitable horizontal and vertical references to the page in the properties dialogue, under "Type > Position". OpenOffice.org User Guide for 2.
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Chapter 3: Managing Text Documents With Writer Importing Lists From Other Text Programs Word processors internally organize bulleted and numbered lists in a unique manner, such as using special fonts or graphics that may not be available in OpenOffice.org. So, should OpenOffice.org import foreign text and present this information incorrectly, use the following steps to overcome these import problems: 1. Import the document from the other application (File > Open and then the Files of type list box).
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Chapter 3: Managing Text Documents With Writer Interrupting and Continuing Numbering Sometimes, with a series of automatically numbered paragraphs, there is one paragraph that must not have a number as the following example demonstrates: 1. First paragraph. 2. Paragraph two. An unnumbered paragraph. 3. Paragraph number three. To do this, choose from the following methods: Delete the automatic numbering 1. Select all paragraphs 1 to 4 and click on the Numbering on/off icon. 2.
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Chapter 3: Managing Text Documents With Writer Numbering Lines When lines are to be numbered within a document, select the line numbering properties that are wanted via the Tools > Line Numbering. The user can decide, for the whole of the document, whether blank lines should be counted as well, and whether lines in text frames should likewise be counted. Decide the intervals at which lines are numbered and insert separators between these intervals to identify a particular line number.
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Chapter 3: Managing Text Documents With Writer Tables in Text Tables and spreadsheets can be included in text documents. Inserting Tables There are a number of ways to insert tables in text documents: Inserting an empty table using the mouse: 1. Place the cursor at the position in the text where to insert the table. 2. Point with the mouse to the Insert table icon on the Insert floating toolbar. 3.
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Chapter 3: Managing Text Documents With Writer Choose Edit > Paste Special to open the Paste Special dialogue which has several options from which to choose. The same options can also be found on the submenu of the Paste icon on the Standard toolbar: Options “Calc” GDI metaFile Bitmap HTML (HyperText Markup Language) Formatted text [RTF] DDE link (only under Windows®) Unformatted text Is inserted as... OLE object — as with Ctrl (V) or draganddrop Graphic Graphic A HTML table.
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Chapter 3: Managing Text Documents With Writer Inserting Paragraphs Before Tables at Start of Page Occasionally a table will get inserted at the very beginning of a text document or immediately after a fixed page break, and now text must be inserted before this table. This is not difficult but how to do it can be puzzling. Here's how: 1. Place the cursor in the first cell of the table, right at the start of any content in that cell. 2.
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Chapter 3: Managing Text Documents With Writer 4. Click OK upon making a choice. 5. Tables can be designed with even greater impact using thematically appropriate backgrounds. While background colours and graphics are always inserted behind text and values in a table, graphics and other objects can also be inserted into the table. a. Set the cursor in the cell where the object is to appear. b. To insert graphics, choose Insert > Picture > From File. c.
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Chapter 3: Managing Text Documents With Writer Calculating in Text Documents Formulae in Text Documents Pressing F2 opens the Formula bar. Clicking the formula icon in the formula bar opens a submenu from which one can insert a formula. The formula appears in the input line at the current cursor position. To specify a range of cells in a table, select the desired cells with the mouse. The corresponding cell references also appear in the input line.
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Chapter 3: Managing Text Documents With Writer List Separator | Equal EQ or == Not Equal NEQ or != Less than or Equal LEQ Greater than or Equal GEQ Less L Greater G Boolean Or OR Boolean X Or XOR Boolean And AND Boolean Not NOT Separates the elements in a list. Example of using a list: MIN 10|20|50|||20 Checks if selected values are equal. If they are unequal, the result is zero, otherwise 1 (true) appears.
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Chapter 3: Managing Text Documents With Writer Sine SIN Cosine COS Tangent TAN Arc Sine ASIN Arc Cosine ACOS Arc Tangent ATAN Calculates the sine in radians Example: SIN (PI/2) Calculates the cosine in radians. Example: COS 1 Calculates the tangent in radians. Example: TAN Calculates the arc sine in radians. Example: ASIN 1 Calculates the arc cosine in radians. Example: ACOS 1 Calculates the arc tangent in radians.
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Chapter 3: Managing Text Documents With Writer 6. Press Enter, to inset the result as a field in the text. 7. Doubleclick on the field to edit it. Calculating With formulae Located in Text If the text already has a formula, the result can be entered into the text without using the Formula bar as follows: 1. Select the calculation formula in the text. This text must not contain anything other than figures, arithmetic operators and any currency symbols. Example: 12 + 24 * 2 2.
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Chapter 3: Managing Text Documents With Writer Conditional Text Fields can be used in a document to display text when a condition is met. For example, one can define the conditional text that is displayed in a series of reminder letters. Setting up conditional text is a twopart process: 1. Create a variable, then 2. Create the condition. Defining and using conditional text – by example Defining a conditional variable The first step in the process is defining a variable for the condition statement.
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Chapter 3: Managing Text Documents With Writer 5. Click “Text” in the Format list. 6. Enter “1” in the Value box, 7. Click Insert. To display integers, click the “1234” format. Defining a condition and the conditional text: The second step in the process is to define the condition that must be met, the text to be displayed when the condition is met or not met, and to insert the place holder for displaying the conditional text in the document. 1.
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Chapter 3: Managing Text Documents With Writer 6. Type the text to display when the condition is met in the Then box. There is no limit to the length of the text that can be entered. One can even copy and paste a paragraph into this box. 7. Click Insert, and then click Close. Displaying the conditional text: In this example, the conditional text is displayed when the value of the conditional variable is equal to 3. 1.
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Chapter 3: Managing Text Documents With Writer Calculating in Text Document Tables OpenOffice.org Writer tables can also include calculations, and these can extend between tables. For example, there are two tables, labelled Table1 and Table2 in which the first cell of Table1 must be multiplied by the first cell of Table2 and the product returned in cell A2 of the current table. In this case, the table names serve as table identifiers. Here's how: 1.
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Chapter 3: Managing Text Documents With Writer c) Insert a singlecell table inside the frame using Insert > Table. d) Set a row and a column value of 1, uncheck Heading, and uncheck Border. e) Click OK. f) The cursor is positioned in Table2. b) Define the formula by either pressing F2 or typing an equal sign (=) into the cell (this is a shortcut), at which point the Formula bar will be displayed. The formula for calculating the total of cells B1 to B10 is: “ = ”.
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Chapter 3: Managing Text Documents With Writer Calculating Cell Totals in Tables 1. Insert a table with multiple rows (Insert > Table) into a new text document. 2. Enter a series of numbers into a column, one number per row, leaving the last cell of the column empty. 3. Place the cursor in the last empty cell of the column. 4. Click the Sum icon in the Table object bar. 5. The Formula bar appears, and a formula indicates the cells of the column to be added.
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Chapter 3: Managing Text Documents With Writer Inserting or Deleting Rows/Columns Using the Keyboard The following methods describe how to insert and delete rows and columns using the keyboard: ● To insert a new column or row: 1. Put the table in insert mode by pressing Alt+Ins. OpenOffice.org will wait up to three seconds for teh user to press one of the following key commands: i.
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Chapter 3: Managing Text Documents With Writer Rows and columns can also be modified either in the table directly, or with the aid of the rulers. If the mouse pointer is rested on a vertical dividing line in the table, the pointer appears as a separator symbol, and one can simply drag the dividing line to the desired position. (The user may need to click once outside the table before this procedure will work.) The dividing lines on the ruler can be moved in the same way.
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Chapter 3: Managing Text Documents With Writer OpenOffice.org User Guide for 2.
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Chapter 3: Managing Text Documents With Writer Images, Drawings, Clipart and FontWork Images, drawings, clipart, and special FontWork objects can be inserted in the text document. Positioning Objects There are various ways of anchoring the objects on a text page, such as graphics and text frames.
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Chapter 3: Managing Text Documents With Writer Captions and Number Ranges In text documents one can create separate, continuously numbered captions for figures, tables and drawing objects. Users can also define as many separate number ranges as desired. The captions are linked to the figures, tables or drawing objects in a frame. Select the frame when the object is moved. Defining Captions 1. Select the figure or the object or place the cursor in the table that requires a caption. 2.
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Chapter 3: Managing Text Documents With Writer 5. Close the dialogue box. If illustrations are moved with their captions by hand so that the sequence changes, it may be necessary to update the numbers by pressing F9. Numbering Illustrations by Chapters Numbering illustrations by chapter, so that illustrations are labelled “Illustration 1.1 ”, “Illustration 1. 2 ”, etc. in the first chapter and “Illustration 2 .1 ”, “Illustration 2.2”, et cetera in the second is often useful. Here's how to proceed: 1.
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Chapter 3: Managing Text Documents With Writer Inserting Graphics From OpenOffice.org Draw or Impress Graphic objects can be copied and inserted from one document to another by dragging and dropping the object. 1. Open the document in which to insert the graphic object. 2. Open the document from which to copy the graphic object. 3. If the graphic has a hyperlink connected to it then the mouse pointer will change to a Grabbing Hand when the mouse is over the graphic.
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Chapter 3: Managing Text Documents With Writer 1. When dragging and dropping, without pressing a key or while pressing the Ctrl key, a plus sign appears next to the mouse pointer and the graphic object is inserted as an object on top of the existing object. 2. When dragging and dropping while pressing the Shift and Ctrl keys together, a linking arrow is seen next to the mouse pointer and the existing drawing object is replaced by the object from the Gallery.
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Chapter 3: Managing Text Documents With Writer Drag the chart into the OpenOffice.org Writer document. This will move the chart. To copy the chart, press and hold the Ctrl key while dragging. Note: If the Writer document is not visible, first arrange the windows appropriately.
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Chapter 3: Managing Text Documents With Writer Headers, Footers and Footnotes Some Notes Concerning Headers and Footers Headers and footers are always linked to the Page Style. All pages with the same Page Style automatically have the same headers and footers. By using Fields in the headers and footers, one can insert variable content in a text document, such as page numbers and chapter headings. Headers and footers are also available for HTML Writer documents.
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Chapter 3: Managing Text Documents With Writer i. Place the cursor anywhere in the footer and click on the Centered icon on the Formatting toolbar. ii. Type the text “Page ” before the field and “ of ” after the field. iii. Now choose Insert > Fields > Page Count. 1. Inserting Chapter Information in Headers Fields containing the file name, date, time, chapter headings, et cetera can be inserted into a header. 1. Enter text in a document and apply the style “Heading 1” to chapter headings. 2.
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Chapter 3: Managing Text Documents With Writer 5. Select the Insert > Fields > Other “command. a) In the Fields dialogue: b) Select the Document tab c) Choose Chapter in the Type box, d) Format Chapter name. Where the header to contain paragraphs formatted with Heading2 instead of Heading1, enter a 2 under Layer. e) Click Insert to add the desired information to the header, and then close the dialogue box.
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Chapter 3: Managing Text Documents With Writer Formatting Headers and Footers Headers and footers can be formatted with multiple objects where an object could be text, a field or whatever. The footer used in this document uses a table to contain the Title field and the page number field. Tabstops can also be used effectively for this purpose. The procedure for setting and editing tabstops can be found via Help > Contents > Index > Search term > tab stops.
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Chapter 3: Managing Text Documents With Writer 2. Choose the Document tab and under “Type” select ”Page”, under “Select” select “Next page” and under “For mat”, select “As Page St yle”. 3. Finally click Insert to insert the field command in the footer of the current document. The document will display the page number of the next page, with the exception of the last page.
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Chapter 3: Managing Text Documents With Writer Draw a line under the header by going to the Borders tab. Under Line arrangement click between the two lower angle marks at the bottom of the rectangle. This tab page can also be used to define the style of the line and the distance between the header text and the line. Footnotes and Endnotes Footnotes in a text document can be displayed at the bottom of a page (or column where there is more than one column) or at the end of a document.
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Chapter 3: Managing Text Documents With Writer One can jump from a footnote anchor in the document to the footnote text quite easily by clicking on the footnote anchor. Press PgUp to return from the footnote to the text. • • The footnote format can be changed by modifying the Paragraph Style “Footnote,” which is automatically applied to all footnotes in a document. To delete a footnote, simply delete the footnote mark in the text and the footnote text is automatically deleted as well.
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Chapter 3: Managing Text Documents With Writer When inserting a footnote using the icon, footnote numbering is automatic. The Insert Footnote dialogue on the other hand allows individual settings for the footnote. Tips for Working with Footnotes 1. Click in the text of a footnote to allow editing or modification. 2. Press PgUp to jump from the footnote area to the footnote anchor in the text.
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Chapter 3: Managing Text Documents With Writer Spellcheck, Dictionaries, Hyphenation Controlling Spellcheck via the dialogue Choose Tools > Spellcheck or press F 7. In a document where there are no unknown words Spellcheck will complete and display a message box to say as much. Clicking the Ok button there will close the Spellcheck dialogue, so one needs to deliberately spell a word incorrectly to see how Spellcheck works.
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Chapter 3: Managing Text Documents With Writer If needed, all unknown words in a text can be automatically entered in the active userdefined dictionary. For instructions, refer to OpenOffice.org Help. Automatic Spellcheck • From within a text document, click the AutoSpellingCheck on/off icon on the Standard toolbar. All words marked as incorrect by the spelling checker will then be underlined in red. • • Right click on words underlined in this way and a context menu appears.
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Chapter 3: Managing Text Documents With Writer Automatic hyphenation In OpenOffice.org, automatic hyphenation is turned off by default. The following steps are useful for enabling hyphenation on an “as needed” basis: 1. For one or more selected paragraphs, open the context menu and select paragraph. 2. For all paragraphs formatted with a certain Paragraph Style, open the context menu in one of the paragraphs and select Edit Paragraph Style. a) In the next dialogue, click on the Text Flow tab.
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Chapter 3: Managing Text Documents With Writer Selecting Tools > Language > Hyphenation avoids searching manually through the text in order to find words to hyphenate. This starts the following dialogue which shows all words that could be hyphenated with the current line break, one after the other. The syllable at which the word could best be hyphenated at the current line break is highlighted.
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Chapter 3: Managing Text Documents With Writer 3. In the dialogue which then appears, scroll down the two lower list boxes until a suitable word is found. If the dialogue is closed by clicking on OK, the selected word is replaced by the word in the Replace field. Note: Not all languages have a thesaurus to accompany an installed dictionary. When looking for alternatives for a word in another language for which a thesaurus is installed, for example an English word, 1. Select the word in the text 2.
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Chapter 3: Managing Text Documents With Writer Form Letters, Business Cards and Labels Write form letters, design business cards and produce labels ― all from data obtained from a data source or that is sequentially numbered. Creating Form Letters To aid in creating form letters, the following section first gives some brief instructions and then detailed instructions. Brief Instructions (For Quick Results) 1. Register an address data source in OpenOffice.org, if not done previously.
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Chapter 3: Managing Text Documents With Writer On the other hand, a variable date is updated every time the document is opened and printed. A manual update of the fields (i.e. with the F9 key) sets the actual date in the field entered as Variable date.
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Chapter 3: Managing Text Documents With Writer 5. With each dialogue, select the features needed. 6. Click Create to add this document to the templates and to open a Writer session to complete the body. 7. If the body text will be used in the future, use File > Template > Save and overwrite the initial instance of the template. Having done this, this template may be used for other form letters: 1.
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Chapter 3: Managing Text Documents With Writer Designing Labels and Business Cards Using File > New > Labels for designing business cards, as business cards may be regarded as a simplified, special kind of label, is often the best method. Like labels, all business cards are the same and, as labels, can be filled with different contents, graphics, data obtained from a database, or they can be marked with serial numbers. 1. Select File > New > Labels to open the Labels dialogue. 2.
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Chapter 3: Managing Text Documents With Writer 4. To define a custom format, select the Format tab. 5. Check Synchronize contents. 6. Click on New Document. 7. A new document is now created, divided up as wanted. only the top left label needs to be edited and, when satisfied, “press Synchronize labels to make all labels appear the same. This button is only visible if Synchronize contents is checked on the Options tab. 8. Enter the desired text in the top left label and format the contents. 9.
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Chapter 3: Managing Text Documents With Writer 2. Select the format of the label sheets that will be printed from the dropdown menu. Remember to check Synchronize contents on the Options tab. 3. Click on New Document to close the dialogue. 4. When the label document open, invoke the data source view by pressing the F4 key. 5. Click the Tack icon at the edge of the data source view to avoid having it cover the first label. 6. In the data source view, select the address data source table. 7.
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Chapter 3: Managing Text Documents With Writer 4. In the Condition field, enter the following text (without quotation marks): not(Company) Now the COMPANY line will not be printed, and the rest of the lines will be moved upward if the COMPANY database field is empty. OpenOffice.org User Guide for 2.
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Chapter 3: Managing Text Documents With Writer Newsletters In this section, learn how to create a newsletter/newspaper as a text document. This is useful for creating newsletters for a company or club, or in celebration of a special event. Currently OpenOffice.org does not have a resident newsletter template but there is a nice one that works available from http:// ooextras.sourceforge.net / and this is one used in this section. To install the template after downloading, do the following: 1.
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Chapter 3: Managing Text Documents With Writer Creating a Newsletter From a Template In the File menu choose New > Templates and Documents. Locate and doubleclick to open the Newspaper Template. The document contains several useful elements that could be of good use of in a newsletter. It contains, for example, an automatic page numbering system and a field with the fixed date. One can now enter text and position graphic objects. Modify the existing heading as needed and insert any graphics.
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Chapter 3: Managing Text Documents With Writer To create a dividing line, select a narrow line from the Line list box under Separator, set the Height to 75%, and define the position as Centered. Finally, click OK to close the dialogue. To place headings or subheadings that are more than a column wide into a multicolumn text, try putting them in a text frame. The text frame can the be freely scaled and positioned on the page. Insert a frame using the Insert Frame icon on the Insert floating toolbar.
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Chapter 3: Managing Text Documents With Writer Note: Newsletters or newspapers require a variety of main headings, subheadings, and text wraps to make it easier to read. In the Paragraph Styles dialogue of the Styles and Formatting window context menu, it would thus be a good idea to create several appropriate paragraph styles ( go to the Styles and Formatting window > context menu > click New...).
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Chapter 3: Managing Text Documents With Writer The First Paragraph field (or the menu command in the context menu) ensures that when a graphic is positioned between two paragraphs, only the first paragraph wraps around the picture. Defining a Wrap Region Note: As one follows this procedure, ibut cannot find an icon in a toolbar to which the description refers, check the Visible Buttons menu for the toolbar.
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Chapter 3: Managing Text Documents With Writer 7. If the text is a section linked to another file choose Insert > Section. In the Insert Sections dialogue that appears, click Link and select the file wanted with the ... button. 8. Finally, click the Insert button. Using coloured or Graphic Backgrounds To assign a coloured background to a paragraph, place the cursor in that paragraph and click the Background colour icon in the Object bar.
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Chapter 3: Managing Text Documents With Writer a) Draw a frame manually on the front page, b) Select To Page as anchor. c) Press the Escape key to set the cursor in the frame. 2. Open the Insert Index/Table dialogue (choose Insert > Indexes and Tables > Indexes and Tables). 3. On the Index/Table tab page. 4. Select “Table of Contents” as Type, 5. Enter an appropriate heading, e.g., “In this issue...” in the Title field.
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Chapter 3: Managing Text Documents With Writer This is where the level of the Style is assigned, in the table of contents, for each Style used in the document. Choose more settings on the Entries and Styles tab pages and Click OK to create the table of contents. Once the newsletter or newspaper is finished, save and print it. OpenOffice.org User Guide for 2.
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Chapter 3: Managing Text Documents With Writer Further Information Using Automatic Hyphenation When working with columns, it makes sense to activate automatic hyphenation for every Paragraph Style (do so by calling up the context menu of the Styles and Formatting window and clicking Modify... to access the Paragraph Style dialogue > click the Text Flow tab).
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Chapter 3: Managing Text Documents With Writer Letters With Envelopes With OpenOffice.org Writer, a letter can be written in no time. These instructions show how easy it is. There are two really easy ways to get a result: ● Use a letter template, or ● Use the Wizard to create a custom tailored letter template. Using a ReadyMade Letter Template 1. Press Shift+Ctrl+N to open the Templates and Documents dialogue: 2. Select a template. 3.
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Chapter 3: Managing Text Documents With Writer 2. Click Letter in the submenu to see the first page of the Wizard for Letters. 3. Select Personal Letter. 4. click Next to bring up a second page with additional options appears. 5. Choose the option No Logo. 6. click Next. A dialogue will appear in which one can enter the sender details. 7. The sender address is displayed at this point. Thus, under Show sender? select Yes. 8. Click the symbol top right in the Position and size area. 9. Click Next.
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Chapter 3: Managing Text Documents With Writer 2. Locate the letter template wanted and open it. The templates are found in the OpenOffice.org directory user/template in the user's home directory. (Path names may vary with different releases.) 3. Go to the Insert menu 4. Select Envelope. A dialogue of the same name appears. 5. On the tab pages Envelope and Format, specify the envelope format and the position of the addresses of the sender and addressee on the envelope.
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Chapter 3: Managing Text Documents With Writer Adjusting the Printer for the Printout Printing envelopes depends very much on the type of printer used. Some printers require a special cassette, while others have a multipurpose tray that can feed envelopes. If in doubt, consult the manual for the printer. Specify any print options in the Page Style: Envelope dialogue. To open this dialogue, click an empty spot on the envelope, open the context menu, and select Page.... Then select the Page tab.
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Chapter 3: Managing Text Documents With Writer 9. Same dialogue, select Orientation. This depends on how the envelope feeds (see step 5) In any case, landscape means that the text is rotated 90 degrees so that it is parallel to the long axis of the envelope and vice versa for portrait. 10. If there is a manual feed tray, select this under Device. 11. Click OK 12. Click OK 13. Select New Doc if one only wants the envelope or insert to add it to the existing document. 14.
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Chapter 3: Managing Text Documents With Writer 2. Calculate the number that is needed to add to this number to make the last digit of the sum a zero (0).That is, 15 + ? = ?0 The answer in this case is: '5'. e.g.. 15 + 5 = 20 3. Add this number to the postal code as the last digit. In this example, the POSTNET sequence is now: 123455 4. Finally, wrap the digit sequence in square brackets.
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Chapter 3: Managing Text Documents With Writer 3. If the listbox doesn't list the language that you want, see "Adding More Text Languages". Adding More Text Languages 1. Choose File > Wizards > Install new dictionaries to open a Writer document that helps users to install additional languages. 2. The document contains pages in many different languages. Click your own language on the first page to see the following instructions in your own language as shown below:\ 3.
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Chapter 3: Managing Text Documents With Writer 4. Choose whether to install the new files for the current user only or for all users depending permissions. 5. Click Next. 6. Click Retrieve the list button. A list of available dictionaries in various languages will be displayed after some short delay. 7. Select the dictionaries in the languages needed for Spelling by using Ctrl-Right Click if more than one are required. 8. click Next. 9.
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Chapter 3: Managing Text Documents With Writer 11.Click Retrieve the list and select desired thesaruses using the method in step 7. 12.The macro downloads the files to the appropriate folder. 13.Click Finish. 14.Close OpenOffice.org (including the Quickstarter). 15.Restart OpenOffice.org. Setting UI Language A standard installation of OpenOffice.org will provide a user interface (UI) of the chosen language.
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Chapter 3: Managing Text Documents With Writer OpenOffice.org User Guide for 2.
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Chapter 3: Managing Text Documents With Writer OpenOffice.org User Guide for 2.
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Chapter 4: Spreadsheets in Calc Chapter 4: Spreadsheets in Calc Calc is the powerful spreadsheet program of the OpenOffice.org program. It provides the functions necessary for professional use with financial and statistical functions as well as database functions and much more. Overview of the Functions in Calc This section contains a short overview of some important functions and capabilities of Calc. Calculating Calc works primarily as a spreadsheet program. i.e.
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Chapter 4: Spreadsheets in Calc Dynamic Charts Calc has a charting function that can display spreadsheet data graphically by selecting the data to be displayed and clicking the Insert Chart icon. Drag open a frame at the required position, define specific chart settings in the dialogue that appears. The chart is inserted at the selected position and, when the source data is modified, is be dynamically updated.
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Chapter 4: Spreadsheets in Calc Where the input file is in fixed width fields, check the Fixed width box and set the column widths in the measurement bar as shown below: Exporting from Calc Usually, one would simply use the Save as dialogue. Other export options, such as PDF are also available in the same manner as for Writer or the other OpenOffice.org modules.
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Chapter 4: Spreadsheets in Calc The Calc Window Structure of a Spreadsheet A spreadsheet is made up of individual sheets. Each sheet contains various cells, arranged in rows and columns. Each cell can contain either an arithmetic formula, text or value (of virtually any length). A calculation can be entered directly as a mathematical formula. For example., =4 + 5. But the main reason for using a spreadsheet is that its formulae can refer to other cells.
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Chapter 4: Spreadsheets in Calc A new spreadsheets is opened with the command File > New > Spreadsheet. Initially it is named “Untitled1” and remains with that name until saved under a different name. Look at the new, still empty document for the several typical elements, that are discussed in the following sections.
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Chapter 4: Spreadsheets in Calc Multiple Sheets in a Document At the lower edge of the spreadsheet document there are tabs for switching among the various sheets of a document. A new, empty spreadsheet initially contains three sheets, each titled SheetX” where X stands for the numbers 1 through 3). Inserting Sheets 1. Using the mouse, put the pointer in one of the sheet tabs at the bottom of the window. 2. Right click to open the Context menu for the commands governing editing sheets. 3.
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Chapter 4: Spreadsheets in Calc OpenOffice.org User Guide for 2.
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Chapter 4: Spreadsheets in Calc Values and Formulae as Cell Contents Individual cells can contain text, numbers, dates or formulae. Cell contents are very easily specified or modified and these may be updated at any time by recalculating the formulae with current data. Values in spreadsheets mean numbers, dates, times and results of formulae. Emphasize values by marking Value Highlighting in the View menu. If desired, check this option in Tools > Options > OpenOffice.
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Chapter 4: Spreadsheets in Calc 6. Enter the following in cell B4: =A3 * A4 / 100 When input is started with an equals sign, this indicates that a formula is being entered and the formula will be seen in the input line of the formula bar. 7. Press Enter to finish the formula. 8. The result of the calculation is (16 percent of 150) in cell B4. 9. Click on cell A3, enter 200. 10.Press the Enter key, at which time, the calculation result is automatically adjusted. 11.Click on cell B4. 12.
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Chapter 4: Spreadsheets in Calc Using Builtin Functions Calc has many builtin functions, one of which convert Euros to another currency, such as the US dollar. The following provides an example of using functions to achieve a goal. Note: A list of functions is available from Help > Contents > Index > Search term > function list; Calc. 1. Enter a formula (e.g. =4+5 or =A3*A4/100) in a cell. 2. Press the “Enter” key. 3. The result of the calculation appears in the cell.
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Chapter 4: Spreadsheets in Calc 9. Click cell E2, then the small filled square in the bottom right hand corner of cell E2 and, pressing the left mouse button, drag down to cell E20. 10.Release the mouse button there. 11.The formula is now copied from E2 to E20. And all references have been automatically adapted so that they always refer to the neighbouring cell on the left. A Short Description of What Cells Can Contain The previous examples show that cells can accommodate different elements.
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Chapter 4: Spreadsheets in Calc To enter a number directly as text, enter an apostrophe (') first, for example for years in column headings ' 1999, '2000 and '20 01. The apostrophe will be not visible in the cell, as it only signals that the entry is text. This can be useful when entering numbers , such as a telephone number or ZIP code, that begins with a zero (0) since a zero (0) at the start of a sequence of digits is removed in normal number formats. OpenOffice.org User Guide for 2.
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Chapter 4: Spreadsheets in Calc Numbers While numbers are displayed in various ways, internally these always remain numeric. For example, '1' and '1. 0 ' are the same. Enter the number 12345.6789, for example, and the number will appear in the sheet with only two decimal places, i.e. 12345.68. Nonetheless, the exact number with all four decimal places is kept by the program. Fractional numbers can also be entered in a cell and used for calculation: 1. Enter 0 1/5 in a cell. 2.
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Chapter 4: Spreadsheets in Calc 3. In the Search for box, enter ^[09] 4. In the Replace with box enter: & 5. Check Regular expressions 6. Check Current selection only 7. Click Replace All Cells in the Currency Format In Calc numbers can have any currency format. Clicking the Currency icon in the object list formats the number and the cell is given the default currency format as set in OpenOffice.org under Tools > Options Language Settings > Languages.
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Chapter 4: Spreadsheets in Calc In Calc, users can define a number, formatted as “1,2 34.50 €”, to remain in Euros in another country and does not changed to the local currency. Use the Cell Attributes dialogue to influence the currency format (Choose Format > Cells > Numbers tab) by two country settings. In the Language list box select the basic setting for currency symbol, decimal and thousands separators.
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Chapter 4: Spreadsheets in Calc Calculating With formulae All formulae begin with an equals sign. formulae may contain numbers or text, and other data is also possible such as format details, that specify how the numbers are to be formatted. Naturally the formulae will also contain arithmetic operators, logic operators or function starts. When using the basic arithmetic signs (+, , *, /) in formulae, remember that using the Multiplication and Division before Addition and Subtraction rule.
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Chapter 4: Spreadsheets in Calc Calculating With Dates and Times In spreadsheets users can do more than just display dates and times (both taken from the internal clock of the computer). Calculations can also be made with dates and times. For instance, to find out exactly one's age in seconds or hours, follow these steps: 1. Open a new spreadsheet. 2. Enter a date in cell A1. e.g. a birthday, such as.,1/3/48. 3. Enter the following formula in cell A3: =NOW()A1 4.
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Chapter 4: Spreadsheets in Calc 4. Press the Enter key after each formula. The time since the birthday will be calculated and displayed in the various units. The values are calculated as of the exact moment when the last formula was entered and confirmed by pressing the Enter key. This value is not automatically updated, although NOW continuously changes, of course.
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Chapter 4: Spreadsheets in Calc Handling Multiple Sheets Spreadsheet are not limited to just one sheet. In fact, several sheets laid on top of each other. Each sheet has its own unique name displayed on the sheet tab at the bottom of the window. Additional sheets can be appended to a document or inserted in front of the current sheet. Activate the context menu of a sheet tab and choose the corresponding command. Choose Rename in the context menu to modify the name of a sheet.
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Chapter 4: Spreadsheets in Calc When there is insufficient space to display the sheet tabs on the lower window border, increase it by moving the separator bar between the tab bar and the horizontal scrolling bar with the mouse button. Keep the mouse button pressed and drag to the right. Remember this shares the available space between the sheet tabs and horizontal scroll bar.
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Chapter 4: Spreadsheets in Calc To print the only current sheet, go to menu File > Print.... In the Print dialogue, select the Selection option and click OK. If, however, there is selected a certain range of cells, only those cells are printed and in the column width as shown in the sheet. If various sheets are to print simultaneously, for example, Sheet 1 and Sheet 2, select them before hand (hold down the Ctrl key and click the sheet tabs). The white tabs are the selected ones.
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Chapter 4: Spreadsheets in Calc Formatting a Spreadsheet A spreadsheet is hardly ever used without formatting. Cell contents, such as texts and numbers, are given certain formats, and the cells themselves are formatted with different colours, borders and other attributes. Either create the numbers format or use one of the many predefined formats. For cells, a wide selection of cell Styles is provided and personal cell Styles can be defined in the same way as one does text Styles.
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Chapter 4: Spreadsheets in Calc Formatting Cells and Sheets The distinction between direct and Style formatting holds true for cells as well as for text documents, e.g. A choice between applying a particular font size directly as direct formatting to a cell or defining a Style to apply the desired font size. Styles make particular sense for documents that are used extensively or are to be templates. It does not make sense to use Styles for documents that are only printed and discarded.
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Chapter 4: Spreadsheets in Calc Use the More button to display additional options in the dialogue. In the additional section that is then displayed, select which properties of the chosen format are to be excluded from the automatic formatting. For example, removing the check mark in front of Font, the font will not be taken into account by the AutoFormat. Layout of Spreadsheets Sheets do not have to have the look of any of the predefined formats.
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Chapter 4: Spreadsheets in Calc In this example, the sheet has been formatted with certain cell attributes in the Format > Cells dialogue. In addition the view of the grid lines and sheet headers has been deactivated in Tools > Options > OpenOffice.org Calc > View and a graphics file loaded as background in Format > Page > Background. Note: An image loaded via Format > Page > Background, is only visible in print or via File > Page View.
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Chapter 4: Spreadsheets in Calc Addressing Cells Cells can be addressed directly by means of their coordinates in the rowandcolumn matrix. Use absolute or relative referencing, or give cell ranges their own names. Addresses and References, Absolute and Relative Relative Addressing The cell in column A, row 1 is addressed as A1. Address a range of adjacent cells by first entering the coordinates of the upper left cell of the area, then a colon followed by the coordinates of the lower right cell.
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Chapter 4: Spreadsheets in Calc Absolute references are used when a calculation refers to one specific cell in the sheet. For example, if a formula that refers to exactly this cell is copied relatively to a cell below the original cell, the reference will also be moved down if the cell coordinates are not defined as absolute. Aside from when new rows and columns are inserted, references can also change when an existing formula referring to particular cells is copied to another area of the sheet.
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Chapter 4: Spreadsheets in Calc Addressing by Name A neat way of making the references to cells and cell ranges in formulae legible is to give the ranges names. For example, name the range A1:B2 as Start then in the formula simply enter =SUM(Start). Following the insertion or deletion of rows and columns OpenOffice.org also correctly assigns the ranges identified by name. Remember, range names cannot contain any spaces.
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Chapter 4: Spreadsheets in Calc The automatic formula recognition allows entering, for example, the formula =SUM(Ju ly) in cell B8. This formula can then be copied to the right. Cell C8 automatically shows the formula =SUM(August), cell D8 =SUM(September), and so on. This feature also works for horizontal calculations. Try it out by entering the formula =SUM(London) in cell E4. The New Yo rk entry must be treated as a special case because this name contains a space.
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Chapter 4: Spreadsheets in Calc Method Result Copy the visible cells, for example, with copy and paste via the clipboard,with the middle mouse button or drag and drop while pressing the Ctrl key. Cells were filtered out by way of AutoFilters, default filters or special filters. Move the visible cells, for example, by way of cut and paste via the clipboard or drag and drop without pressing an additional key. All cells, including the hidden ones, are moved.
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Chapter 4: Spreadsheets in Calc Using References in formulae So far users have been introduced to formulae containing absolute values, absolute and relative references and references to named ranges. Occasionally we have also mentioned the Wizard: Functions. Here is an example of references used in formulae, with the help of the Wizard: Functions. Consider the example from the previous topic. Now, use the functions Wizard to calculate the average of monthly sales for each location. 1.
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Chapter 4: Spreadsheets in Calc While dragging the mouse to highlight the desired range, the Wizard dialogue will be automatically minimized so that only the active input field is visible. The field indicates the area being selected with the mouse. The dialogue can be reduced or enlarged manually by clicking the Shrink / Maximize button to the right of the input field. 5. Finally, click OK to close the Wizard.
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Chapter 4: Spreadsheets in Calc The name of the sheet automatically receives a leading dollar sign, since the sheet has absolute addressing. Examine the name of the other document in this formula and notice that it is written as a URL. This means that a URL from the Internet can be entered too. For example, supposing there is an Internet page containing current stock exchange information in spreadsheet cells, just follow these steps to load this page in Calc: 1.
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Chapter 4: Spreadsheets in Calc Using Charts Data from spreadsheets can be represented graphically in a chart. A wide variety of charts and diagrams suited for illustrating the structure of the data can be selected and created from a spreadsheet. 1. Open an existing spreadsheet or enter data in a new sheet with row and column headings. 2. Select the data together with the headings. 3. Longclick the Insert Object icon found in the Main toolbar to display the floating toolbar.
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Chapter 4: Spreadsheets in Calc If the age groups, rather than the towns, should appear on the horizontal axis, tilt the chart. As long as the chart remains selected, the main toolbar contains a Data in Columns icon. Click and rotate it with the mouse. Other changes to the individual elements of the chart are also possible. Either doubleclick on the individual parts of the chart or, with the chart selected, choose the individual functions from the Format menu.
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Chapter 4: Spreadsheets in Calc The type of chart can also be changed, after the fact. Doubleclick on the chart and choose Format > Chart Type, a dialogue appears offering various types from which to choose. Experiment with the different options in the Chart Type dialogue. Try switching between 2D and 3D representations. With the Columns chart type, a Combination Chart of lines and columns can be created. • • • • The threedimensional representations make special effects possible.
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Chapter 4: Spreadsheets in Calc In a chart, individual data series or data points can be selected by clicking on them and then opening the context menu to choose one of the numerous options to format the view. Editing Chart Titles Suppose the user has inserted a chart in a Calc document and wants to change the title. 1. Doubleclick on the chart. A gray border appears around the chart and the menu bar now contains commands for editing the objects in the chart. 2. Doubleclick on the default title text.
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Chapter 4: Spreadsheets in Calc If the legend is moved over another object of the chart, its Properties dialogue can no longer be opened by double clicking on it,as Calc won't know which object is meant. To open the Properties dialogue either use the Format menu or click once on the legend, then open the context menu and select Object Properties. The same applies to all other objects of the chart. Adding Texture to Chart Bars Assign a bar type to a bitmap rather than, say, using full colour. 1.
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Chapter 4: Spreadsheets in Calc Database Functions in Calc Spreadsheets in Calc are also able to manage records consisting of several fields, as in a database. Think of each row of the Calc spreadsheet as a record, whose fields are arranged in the individual columns. Then, for example, sort or group the Calc database by rows, look for key words and calculate totals.
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Chapter 4: Spreadsheets in Calc 7. Choose a date format for Column A. 8. Select column C by clicking on the column header, 9. Apply a currency format. Clicking the Number Format: Currency icon on the object bar is sufficient. OpenOffice.org User Guide for 2.
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Chapter 4: Spreadsheets in Calc Defining Database Ranges 1. Select the three column area and define the selected area as a database range by choosing Data > Define Range. 2. The selected range already appears in the Define Database Range dialogue. Be sure to mark the check box Contains column headers so that the first row is correctly taken into account. This box becomes visible when the More button is clicked. 3. Enter a name for the range 4. Close the dialogue with OK.
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Chapter 4: Spreadsheets in Calc Set the cursor in the database range and choose Data > Sort. In the dialogue that appears, select the column to be sorted, fro example, Amount, as the sort criterion and click OK. Up to two additional criteria can be specified, one to follow the other, for the sort function. For instance, sort the expenditures first by date, then by item if they have the same date, and then by amount if they have the same date and item.
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Chapter 4: Spreadsheets in Calc a) Date > 1/2/2000 AND Amount > 100. In the dialogue, the existing contents of the data fields in the pulldown lists can be selected, or an amount, say100, can be entered directly. If OK is clicked at this time, only those records that meet all criteria are shown. Select Data > Filter > Remove Filter to reset the view. Displaying only records with a specific content is easily done with the aid of the AutoFilter: 1. Place the cursor in the database range. 2.
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Chapter 4: Spreadsheets in Calc Grouping Database Ranges and Calculating Subtotals Assuming there is sample data that can be expanded and actually used for a budget, the date should be summarized and printed in totals and subtotals. This can be done in just a few steps. 1. Place the cursor in the database range. 2. Choose Data > Subtotals. The Subtotals dialogue appears. 3. Specify the desired options for calculating the subtotals. 4. Group subtotals according to Date (i.e.
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Chapter 4: Spreadsheets in Calc The grand total is displayed at the bottom. Notice the controls to the left of the row headers. These enable the user to view which records (rows) have been summarized. Clicking on a minus sign shows only the row with the results. The easiest way to control the display is with the small digits above the group area. When 1is clicked, only the grand total is displayed. Clicking 2 reveals the subtotals, while selecting 3 shows all elements.
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Chapter 4: Spreadsheets in Calc When making a dBase import, a dialogue open from which to choose the character set of the file. For example, in some languages, databases created under DOS use different characters than those used in databases created under Windows®. The dBase IV format uses Codepage 4 37 (US). 4. After confirming this dialogue with OK, the database file is loaded in the Calc spreadsheet document. The first row provides information on the type and length of the individual data fields.
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Chapter 4: Spreadsheets in Calc 6. Select the folder containing the database file(s) in *.dbf format. 7. Click OK. 8. In the Name field, enter a name to be displayed for the data source. 9. Click Apply. 10.Click the Tables tab. Put a check mark next to the names of the table(s) needed in the data source view. 11.Click OK. 12.Open the data source browser (F4). 13.Click on the plus (+) sign next to Tables to view the existing tables in the database. 14.In a dBase database, each *.
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Chapter 4: Spreadsheets in Calc Evaluating Data With Calc Calc provides several powerful tools for evaluating data. The DataPilot helps produce any kind of subevaluation of the data as a separate spreadsheet. With the DataPilot, analyzing the data thoroughly is made easy via consolidation, Goal Seek and multiple operations. DataPilot The DataPilot helps to analyze and assess data that has already been entered.
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Chapter 4: Spreadsheets in Calc What use is the DataPilot? A table that has been created with the DataPilot is an interactive table, i.e. data can be arranged, rearranged or summarized according to different points of view. This functionality is especially useful for Sales Control. On the one hand it may be important to view the turnover figures at regular intervals while, on the other ,it may be relevant to analyze sales figures on a regional basis. Creating DataPilot Tables 1.
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Chapter 4: Spreadsheets in Calc Use this dialogue to select the functions to be used for displaying the data in the data area. To make a multiple selection, press the Ctrl key while clicking the functions. • • • The order of the buttons can be changed at any time by simply moving them to a different position in the area with the mouse. Replace a button by dragging it to the other buttons. When doubleclicking one of the buttons in the Row or Column area, the Data Field dialogue appears.
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Chapter 4: Spreadsheets in Calc Selecting DataPilot Output Ranges Click the button More in the DataPilot dialogue. The dialogue will be extended. Select a named area from the list box Results to into which to create the DataPilot table. If the required output area does not have a name, enter the coordinates of the upper left cell of the area into the field to the right of the list box Results to. Clicking on the appropriate cell with the mouse also enters the coordinates.
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Chapter 4: Spreadsheets in Calc Consolidating Data During consolidation, the contents of the cells from several sheets will be combined in one place. Choose a function so that , for example, displays the sum, the standard deviation or the variance of the data. 1. Open the document that contains the areas to be consolidated. 2. Choose Data > Consolidate to open the Consolidate dialogue. 3. From the Source Data Area list box, select an area as a starting point to consolidate with other areas. 4.
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Chapter 4: Spreadsheets in Calc If a new sheet, independent from the source areas, should not be created , but retaining links to the source areas or consolidating areas in which the order of rows or columns varies is preferred,, click the More button in the Consolidate dialogue. 1. Select Link to Source Data to insert only the formulae that generate the results in the target area, rather than the actual results.
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Chapter 4: Spreadsheets in Calc Applying Goal Seek With the help of Goal Seek one can calculate a value that, as part of a formula, leads to the result specified for the formula. Thus the formula is defined with several fixed values and one variable value and the result of the formula. Goal Seek is best illustrated by means of an example. To calculate annual interest, create a table with the values for the capital (C), number of years (n), and interest rate (i).
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Chapter 4: Spreadsheets in Calc 11.Now enter the formula in E5 using the variables = C*n*i instead of =A5*B5*C5. Start Goal Seek Assume an interest rate of 7. 5% and that the number of years (1) will remain constant. However, the user may want to know how much more or less investment would be needed to attain a particular annual return. For example, calculate how much capital would be required for an annual return of $ 15,000 by performing the following steps: 1. Place the cursor in cell E5. 2.
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Chapter 4: Spreadsheets in Calc Calculating With One Formula and One Variable 1. Open a new spreadsheet for this tutorial. 2. To calculate the profit, first enter any number as the quantity (items sold) > in this example 2000. The profit is found from the formula Profit=Quantity * (Selling price Direct costs) Fixed costs. Enter this formula in B5. 3. In column D enter certain annual sales one under the other, e.g. in steps of 500 from 500 to 5000. 4.
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Chapter 4: Spreadsheets in Calc Calculating with Two Variables Consider columns A and B of the sample table above. Now try varying not only the quantity produced annually, but also the selling price, and calculate the profit in each case. Expand the table shown above so that D2 through D 11 contain the numbers 500, 1000 and so on, up to 5000. In E1 through H1 enter the numbers 8, 10 , 15 and 20.
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Chapter 4: Spreadsheets in Calc Using Scenarios Scenarios are important aids for making numbers that are dependent on each other and their resulting calculations visible. Modify specific basic requirements in the table and see the new result. Name a scenario, created in this manner, and compare it with other scenarios. Using ReadyMade Scenarios If the samples from http://www.pathtech.org/OpenOffice.org/templates/ are installed, choose one of the readymade example scenarios with which to work. 1.
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Chapter 4: Spreadsheets in Calc 4. Change any values in the frames to the values that are to apply to the new scenario. In this case, modify the dollar rate and all other values that could be affected by it, i.e. economic growth and sales prices. As changes are made, moments later the results from these operating figures are displayed. To discover which values in the scenario affect other values, choose Tools > Detective > Track to Dependents.
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Chapter 4: Spreadsheets in Calc Validity of Cell Contents For each cell the user can define, in advance, what type of contents will be valid for this cell. This will make it easier for other users to employ these sheets correctly. The validity rule is activated when a new value is entered. If an invalid value has already been inserted into the cell, or if a value is inserted in the cell either with drag and drop or by copying and pasting, the validity rule will not take effect.
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Chapter 4: Spreadsheets in Calc The validity rule is a component of the cell format. To copy the validity rule to other cells, choose Edit > Copy and Edit > Paste Special, and select For mat. 2. Select Data > Validation.... The Data Validation dialogue appears. 3. On the Values tab page, enter the conditions for new values entered into cells. Values already entered will not be affected. 4. In the field Allow, All Values is selected by default. This means that there are no restrictions.
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Chapter 4: Spreadsheets in Calc Sample macro: Function Example Validity(CellValue as String, TableCell as String) Dim msg as string msg =Invalid value: &'” & Cell Value &'" msg = msg & in table: &'” & TableCell &'" MsgBox msg ,16 ,"Error message" End Function Note: After changing the action for a cell on the Error Alert tab page and closing the dialogue with OK, another cell must be selected before the change takes effect. OpenOffice.org User Guide for 2.
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Chapter 4: Spreadsheets in Calc Printing or Exporting Spreadsheets There are many print options for putting spreadsheets on paper. Another way of distributing data is to publish it on the Internet in HTML format or as PDF files. Printing Sheet Details When printing a sheet one can select which details are to be printed: • Row and column headers • Sheet grid • Notes • Objects and graphics • Charts • Drawing objects • formulae To choose the details proceed as follows. 1.
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Chapter 4: Spreadsheets in Calc Printing Sheets in Landscape Format In order to print a sheet use one of the number of interactive options available under View > Page Break Preview. To make a hard copy in landscape format, proceed as follows: 1. Go to the sheet for printing. 2. Select Format > Page. This command is not visible if the sheet has been opened with write protection on. In that case, click the Edit file icon on the Standard toolbar. 3. Select the Page tab. 4.
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Chapter 4: Spreadsheets in Calc The dialogue shrinks so that more of the sheet can be displayed. 3. Select the first two rows and, for example, click cell A1 and drag to A2. In the shrunken dialogue the user will see $1:$2. Rows 1 and 2 are now rows to repeat. 4. Click the icon at the far right of the Rows to repeat area. The dialogue is restored again. 5. If one also wants column A as a column to repeat, click the icon at the far right of the Columns to repeat area. 6.
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Chapter 4: Spreadsheets in Calc Saving and Opening Sheets in HTML Saving Sheets in HTML Calc saves all the sheets of a spreadsheet together as one HTML document. At the start of the HTML document a heading and a list of hyperlinks are automatically added which lead to the individual sheets within the document. Numbers are shown as written. In addition, in the HTML tag the exact internal number value is written so that the exact values are available when opening the HTML document with Writer. 1.
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Chapter 4: Spreadsheets in Calc formulae and Values as CSV Files CSV is an acronym for “Comma Separated Values.” CSVfiles are pure text files, which contain the contents of the cells of a table/area of a spreadsheet. Commas, tabs, spaces, colons or semicolons can be used as the field delimiters between the cells. Text is automatically put between either quotation marks or single quotes, as selected, while numbers are written directly. Exporting formulae and Values as CSV Files 1.
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Chapter 4: Spreadsheets in Calc 7. If the CSV file contains formulae as formulae, uncheck formulae (in Tools > Options > OpenOffice.org Calc > View), so that the calculated results are visible in the table. OpenOffice.org User Guide for 2.
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Chapter 4: Spreadsheets in Calc AutoFill Copying text, values and other cell contents to a spreadsheet is very easily using the mouse. Here the user needs to consider a few special features. When several values are copied at once, Calc forms a logical series out of the initial values, such that, if certain texts are entered that are in sort lists, the list will be continued accordingly. Applying Sort Lists By way of experiment, enter the text Jan or January in an empty cell.
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Chapter 4: Spreadsheets in Calc The dialogue also allows series of dates and times to be automatically filled in. For example, to insert the first date of each month of the year as row headers, proceed as follows: 1. Enter a date, e.g., 1/1/99 into a cell (without quotation marks). 2. Highlight this cell and the 11 cells below it. 3. Select Edit > Fill > Series. 4. In the dialogue, select Date and Month. 5. Click OK. The first date of each month automatically appears in the selected cells.
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Chapter 4: Spreadsheets in Calc • • • While a password can be applied for protecting the sheet and the document, this is not required. However, if a password is set, then protection can only be removed later by entering the correct password. If no password is set, there is still effective protection against a document being accidentally modified. Sheet protection prevents modification of the contents of this specific sheet.
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Chapter 4: Spreadsheets in Calc Inserting a note To keep a note, perhaps reminding one to sell a certain share later on, select the relevant cell and choose Insert > Note. A shadowed area in the document appears in which to enter text. To make this note visible all the time, click in the relevant cell (cells with notes have a small red dot in the corner, provided "Note Indicator” in Tools > Options > OpenOffice.org Calc > View is marked), open the context menu and choose Show Note.
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Chapter 4: Spreadsheets in Calc 4. Click in the Styles and Formatting window, and open the context menu and click the New command to activate the Cell Style dialogue. 5. On the Organize... tab, enter the word Sick and assign a background colour to the Cell Style by way of the Background tab page. 6. Click OK 7. Repeat this process for the two remaining Cell Styles. 8. Now, using the mouse, select the range to which to apply the conditional formatting.
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Chapter 4: Spreadsheets in Calc Defining Validity To avoid invalid entries in a spreadsheet, define a validity condition. Select the cells to which the validity condition is to apply, and open the Validity dialogue (in the Data menu). On the Criteria tab, define the acceptable entry criteria (in this example: Text length, equal and 1) in the appropriate lists and fields. Next, click on the Error Alert tab.
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Chapter 4: Spreadsheets in Calc Linking Sheet Information The information contained in a schedule can also be used by linking it to the vacation accounts and automatically subtracting used vacation days, for example. OpenOffice.org User Guide for 2.
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Chapter 5: Creating Presentations With Impress Chapter 5: Creating Presentations With Impress Presentations have more than just drawings and graphics to offer. Use presentations to link several slides to form a slide show, to animate the elements on the slides and to assign special transition effects between slides. Slides often contain text which, in the outline view mode, is displayed and entered in a hierarchical structure. Change the text or rearrange the order of the slides at any time.
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Chapter 5: Creating Presentations With Impress OpenOffice.org Impress Toolbars and Windows® OpenOffice.org User Guide for 2.
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Chapter 5: Creating Presentations With Impress How to Create a Basic Presentation The following brief stepbystep example demonstrates different methods of how to create a presentation document. As with text documents, there are various ways to start creating a presentation: • • • • Open the Wizard Presentation by choosing File > Wizards > Presentation. The Wizard starts automatically each time a new presentation is created. If desired, switch off the automatic mode on the first page of the Wizard.
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Chapter 5: Creating Presentations With Impress The Wizard Presentation opens automatically. The first page allows starting with an empty presentation, a template or the last presentation opened. By clicking the From template option,OpenOffice.org Impress collects all existing presentation templates and displays them in the list box. 2. For the purposes of this example, select the template “new_product_intro” and click Next. On page two of the Wizard dialogue choose another Page St yl e if needed.
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Chapter 5: Creating Presentations With Impress 4. Page three of the Wizard deals with the slide transition. a) In the first list box select the slide effect “CrossFade From Left”. b) Select the default “Medium” for the speed of change. 5. Select Automatically as the presentation type (i.e. repeatedly runs through presentation, with fixed time lapses, until the Escape key is pressed). 6.
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Chapter 5: Creating Presentations With Impress 7. Click Next. 8. Enter additional text which that should appear in the presentation on page four. OpenOffice.org User Guide for 2.
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Chapter 5: Creating Presentations With Impress 9. Click Next. The fifth and final page of the Wizard determines the number of the slides needed in the presentation. A list of names of all the slides in the presentation is also presented. If there are some slides to be removed from the presentation, click the Page icon with the green check mark next to the name. The check mark will disappear, which indicates that that slide will not be included in the presentation.
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Chapter 5: Creating Presentations With Impress Creating a Simple Presentation Without the Wizard This section explains, with the help of a simple example, how to create a presentation based on one of the existing templates. • • • Open a new presentation document based on one of the supplied templates by choosing File > New > Templates and Documents, or with Shift+Ctrl+N.
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Chapter 5: Creating Presentations With Impress 9. Assign an interesting colour or colour gradient to the sphere by way of the list boxes on the object bar. Placing a bitmap as a pattern on a 3D object, for example, a world map from the Gallery is covered in another chapter. Save the presentation by either pressing the Ctrl+S shortcut keys and specifying the name and location for the file or use File > Save as and again specify the location for storage.
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Chapter 5: Creating Presentations With Impress To the left of the horizontal scroll bar in the drawing view, notes view and handout view, see the following icons: Slide View Master View Layer View Navigation Arranging Slides Switch to the Slide View by clicking the respective icon above the vertical scroll bar located at the right of the screen. Now the position of individual slides can be rearranged and effects defined for the transition between slides.
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Chapter 5: Creating Presentations With Impress If the context menu of a selected slide is called up, the Show/Hide Slide command will be seen. One can use this command to temporarily remove the current slide from the presentation, without deleting it from the actual document. A slide that is not shown in the presentation receives a name highlighted in gray. Incorporating Slide Show Effects In the Slide View mode, define transition effects to precede the display of each slide: 1.
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Chapter 5: Creating Presentations With Impress Editing Presentations This section shows how to use the versatile features of Impress to fine tune a presentation. Many of the methods available in Draw can also be used in Impress, such as entering text and converting it into 3D, turning objects into curves and polygons, editing connectors and glue points and so on. For details, please refer to the chapter on Draw.
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Chapter 5: Creating Presentations With Impress Note that this modification is only valid for the current presentation document. Switching Page Styles The subordinate designs which make up the slide design determine the way an object looks, including its background. The slide design can also be called a “Master Slide”. In Impress, assign a different slide design to each slide as desired. 1. Go to the slide that is to have a different Master page. 2. Select Format > Styles > Slide Design...
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Chapter 5: Creating Presentations With Impress Using Outline View One way to create a completely new presentation is in the Outline View mode. All slide titles appear in a list along with the headings and subtopics. The hierarchy of the headings as well as the sequence of the slides can be easily modified. 1. The preview window should have opened; if not, it can be shown by choosing View > Preview.
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Chapter 5: Creating Presentations With Impress Slide Transitions, Effects and Animation With Impress, grabbing an audience's attention using animated objects and interesting slide transitions is easy. Automatic Slide Transition When showing a series of slides, use the slide transition effects to present them in an interesting way. For example, the current slide can roll out of the window while the new slides rolls in. This effect is called “roll from left”.
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Chapter 5: Creating Presentations With Impress 5. Select the desired effect. 6. Click the Assign icon in the Effects window, or doubleclick the effect to assign it. 7. An object can also be faded in (Effects button) and, additionally, faded out (in the Effects window, on the Extras tab click the Object Invisible icon) per mouseclick. The Effects window is described in detail in OpenOffice.org Help.
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Chapter 5: Creating Presentations With Impress A more elegant way to keep individual slides hidden in certain presentations can be found under Presentation > Custom Slide Shows. 1. Open the Slide Show > Custom Slide Shows dialogue, 2. Click the New button. The Define Custom Slide Show dialogue appears. 3. In this dialogue, enter a name for the presentation. On the left, there is a list of the existing slides.
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Chapter 5: Creating Presentations With Impress Exporting, Printing and Presenting There are many possible ways of outputting finished presentation documents. For example, electronically display finished presentations, print the pages in colour on paper or print high resolution transparencies, or transfer them wholly or partially to other applications and then use them within those applications.
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Chapter 5: Creating Presentations With Impress Exporting Presentations as Web Pages When the Web Page export file format is chosen, Impress automatically starts an Wizard to help produce an attractive HTML presentation. A number of HTML pages are created that are connected to one another by hyperlinks and in which the graphics are saved as GIF or JPEG images. One can work on these HTML pages in Writer to give them headings and additional hyperlinks, for example. 1. Select File > Export... 2.
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Chapter 5: Creating Presentations With Impress In addition to the export of default HTML documents and HTML documents with frames, Impress documents can be exported as WebCast or in the automatic mode. • WebCast export automatically produces scripts for web servers with Perl or ASP support. This format allows a presenter (e.g. during a telephone press conference with accompanying slide show over the Internet) to change the slides on the viewers' browsers.
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Chapter 5: Creating Presentations With Impress Creating a Business Report This section explains how to create a business report for a presentation. In the following example, it is assumed that the presentation will be shown via a computer. Creating a Business Report in Presentation Form Since OpenOffice.org Impress has no business report template, this section will start with a completely new document. To start, follow these steps: 1. Create an empty presentation document (File > New > Presentation).
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Chapter 5: Creating Presentations With Impress 6. To insert another slide, click the area next to the tab at the bottom of the screen. Assign a name for the new slide and choose a layout (in the context menu of the slide tab, click Modify Slide). Note: Do not assign a name like “Slide2.” If the order of the slides needs to be changed later, the label might not describe the content of this slide. Clear, descriptive names like “Overview” or “Introduction” are more useful.
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Chapter 5: Creating Presentations With Impress 1. Open the Styles and Formatting window by clicking the Styles and Formatting icon in the Formatting toolbar. 2. Click the Presentation Styles icon. 3. Select a background style, and 4. Open the Modify dialogue via the context menu. 5. Click the corresponding slide tab and make any changes. By modifying the Background Style, all slides can be assigned the same background.
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Chapter 5: Creating Presentations With Impress Creating a Slide Show In completing a slide show, it is necessary to take a few additional steps to ensure a successful presentation. Defining or Changing Slide Order To change the slide order, click the Slide View icon above the vertical scroll bar. In this mode, all slides in the presentation document are displayed in reduced size. Click the slide to be moved and drag it with the mouse to the desired position.
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Chapter 5: Creating Presentations With Impress This dialogue also lets the user determine which slides to include in the presentation. Select any other desired options, and click OK. OpenOffice.org User Guide for 2.
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Chapter 5: Creating Presentations With Impress Working with Connectors In addition to the individual frames, connectors are important components of an organization chart because they help represent the relationships within the organization. Impress provides a variety of connector types. Click on the Connectors icon in the Main toolbar, and a floating window with the available types appears.
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Chapter 5: Creating Presentations With Impress "Middle to Middle” Connectors If a connector is selected from the Connectors floating toolbar and click in the middle of one of the frames, a black, dashedline border appears around the entire frame. Press the mouse button and drag the connector into the middle of another frame, which also receives a black border, and release the mouse button.
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Chapter 5: Creating Presentations With Impress Editing Glue Points By default, the connectors dock to the handles in the centre of the object pages. However, using the glue points, the user can make the connectors dock to any point of an object. For detailed instructions, refer to the Help > Contents > Index > Search term > glue points; using. OpenOffice.org User Guide for 2.
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Chapter 5: Creating Presentations With Impress Hints and Tips for a Successful Presentation Using the Mouse as a Pointer There are occasions when using the mouse as a pointer is preferable to other methods, such a a laser pointer. To use the mouse, select the option Mouse pointer as pen in the Slide Show dialogue. This allows highlighting charts or pointing to important aspects during a presentation. To change slides manually, doubleclick the mouse.
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Chapter 5: Creating Presentations With Impress Creating and Printing Handouts Providing handouts, to help the audience follow a presentation, is often useful. To prepare handouts, use the Handout View mode. Since the handouts contain both the individual slides and space for notes, they can be a very helpful presentation aid. In the vertical scroll bar, click the Handout View icon. Open the Modify Slide dialogue via the context menu (Slide Modify Slide...
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Chapter 5: Creating Presentations With Impress Note: The settings in Printer Tools apply only to the current document. For specific settings for all presentations, choose Tools > Options > OpenOffice.org Impress... and select the Print tab. Using the Navigator Move quickly from slide to slide by opening the Navigator (function key F5). All the slides of the presentation are listed here. Simply doubleclick the relevant slide title to jump to that slide.
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Chapter 5: Creating Presentations With Impress Keyboard Navigating and Selection in Impress Navigating and selection using the keyboard is done using the arrow keys. One can also use Home, End, PgUp and PgDn. Certain keys have different functions depending on whether they are simply pressed or are used in combination with the Ctrl key. The following table provides an overview of the keys used for navigation.
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Chapter 6: Creating Drawings with Draw Chapter 6: Creating Drawings with Draw OpenOffice.org Draw can be used to create drawings with different degrees of complexity. This ranges from a simple drawing to an interactive multipage document.
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Chapter 6: Creating Drawings with Draw Export Use Draw to quickly and easily create buttons and icons for Web pages et cetera and export them as GIF, JPG, PNG or other formats. Construct There are many tools that Help create exact drawings. For example, define a grid to which an object can be snapped during construction and moving, or temporarily snap new objects to the edges and points of existing objects.
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Chapter 6: Creating Drawings with Draw The OpenOffice.org Draw Window Toolbars and Windows® in OpenOffice.org Draw The above graphic shows the various floating windows that enable OpenOffice.org Draw. Each window has a corresponding icon on one of the toolbars. Most are icons are located on the Main toolbar that is on the left of OpenOffice.org main window. Please ensure that at least Help > Tips is enabled so that hovering the cursor over an icon provides a meaningful explanation of what each does.
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Chapter 6: Creating Drawings with Draw Drawing Rectangles and Ellipses and Entering Text The drawing module in OpenOffice.org (Draw) has many functions for creating and editing vector graphics. In this section introduces the most commonly used functions. More detailed information can be found in OpenOffice.org Help. Open a new drawing document by choosing File > New> Drawing.
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Chapter 6: Creating Drawings with Draw 1. Draw a rectangle on the slide. It has preset attributes, including a blue fill and a thin black line as a border. There are eight handles with which can be dragged to change the size of the object. 2. Draw further rectangles. These can be overlaid with the existing rectangles. 3. Click the Ellipse icon and draw a few ellipses. Also try drawing a few 3D objects, as shown in the illustration. Several examples are available.
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Chapter 6: Creating Drawings with Draw Rotating and Resizing Objects When clicking an object for the first time, eight handles appear with which the size ma be changed. The whole object can also be dragged to move it to another position on the slide. Click the Rotate icon on the main toolbar under Effects and directly on the main toolbar in Impress. When the mouse pointer is positioned over a handle, the pointer indicates that the object can be rotated by dragging the mouse.
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Chapter 6: Creating Drawings with Draw Arranging and Aligning Objects Arranging Objects • • Click on the object which is to move either in front of or behind other objects. Then click on one of the icons in the upper row of the Arrange floating toolbar, for example, to move the object completely to the back. To position it directly behind another object, click the Behind Object icon. Then click on the object behind which the current object is to be positioned.
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Chapter 6: Creating Drawings with Draw Drawing Sectors and Segments The Ellipse floating toolbar contains several icons for drawing sectors and segments. Sectors look like “perfectly cut pieces of pie”. Segments look like halves of a pie. Drawing sectors of an ellipse or circle requires multiple steps, though the process functions intuitively: 1. Open the Ellipse floating toolbar and click on the Circle Pie icon. The pointer changes to a crosshair symbol accompanied by a small sector symbol. 2.
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Chapter 6: Creating Drawings with Draw Entering Text To enter a text in a drawing, decide if the text should have a “normal” format as in a text document or if the text should be handled as a graphic object that can be rotated, expanded, minimized, et cetera. “Normal” text can also appear in the form of a legend (in a frame with an arrow). Open the Text floating toolbar from the main toolbar.
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Chapter 6: Creating Drawings with Draw Callouts 1. Using the Callouts icon, drag the mouse from where the callout arrow should point, to the point where the callout text should appear. 2. Release the mouse button. 3. Edit the size of the frame of the callout. 4. To start entering text into the callout, just doubleclick the line. The callout frame appears with a wide gray border, indicating text edit mode. 5. Enter the callout text. 6.
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Chapter 6: Creating Drawings with Draw Drawing, Editing and Converting Curves and Objects With vector graphics in drawing and presentation documents, design not only ellipses and rectangles, but also irregularly shaped curves forming open or closed figures. Both Impress and Draw make it very easy to draw and edit even quite unusual figures. Drawing Curves 1. The tools for drawing special shapes are found in the Curves floating toolbar indicated by this icon on the Mail toolbar.
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Chapter 6: Creating Drawings with Draw The curves, that have been drawn using the above steps, are Bézier curves. The points on a Bézier curve are called data points. • • • Each data point on the Bézier curve can be “symmetric”. The curve then has the same curvature either side of the point. Or the data point is “smooth”. The curve then has different curvatures either side of the point.
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Chapter 6: Creating Drawings with Draw Vectorizing Bitmaps With Draw or Impress, transform pixel images, so called bitmaps, into vector drawings. One of the advantages of vector graphics is that they look good in any scale when printed. This is different when printing scaled bitmaps, since unattractive effects may appear, such as missing or zigzag lines, et cetera. 1. Select the bitmap to vectorize, for example by clicking once on the object. 2.
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Chapter 6: Creating Drawings with Draw Converting Text Characters to Curves Sometimes one needs to fancy up some text, say for a logo or sign, such that the text is non linear. The following procedure shows one way to accomplish this task. 1. Use the Text icon from the Text floating toolbar on the main toolbar and then type the text, letters or special characters in a Draw document. Remember to use a reasonable font size and font type to avoid unnecessary editing later. 2.
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Chapter 6: Creating Drawings with Draw 5. Use the Zoom floating toolbar to enlarge the view. If the black filling of the characters is a distraction during the editing process, temporarily change it to, say, 10% gray by choosing Format > Area. Converting to Curves, Polygons, 3D Many objects quite effectively edited by converting them. The following examples illustrate this concept: • • • Open a rectangle. This has the default settings for colour, line thickness etc. and should now be selected.
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Chapter 6: Creating Drawings with Draw Select Modify > Convert > To 3D to generate a threedimensional object from the twodimensional object in (g) above. This conversion uses an extrusion method such that the polygon is “pulled” perpendicular to its plane by a certain amount into the third dimension. 3D object can be rotated and edited via the 3D Effects window that is called up from the context menu.
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Chapter 6: Creating Drawings with Draw • Groups can be converted as long as they contain convertible objects. • Bitmaps will be laid as a texture over a rectangular object of adequate size. • Metafiles will be broken down into a group of polygons and then converted. • Draw objects with text on them display the text in raised form on their surface (e.g. a rectangle which was doubleclicked and on which text was placed). OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw Working With Objects Individual objects in an impress or draw document can be selected, copied, cut and pasted in much the same way as words in text. Other actions are also possible that are only available for graphic objects. For example, objects may be duplicated, crossfaded or grouped. Figures placed in the drawing area, such as rectangles, circles, lines et cetera, are treated as objects. Duplicating Objects Objects, in Draw, are easily duplicated.
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Chapter 6: Creating Drawings with Draw 3. Finally, define a colour scheme from bottom to top. Select, for example, a darker yellow for the beginning colour (bottom) and a lighter yellow colour for the end colour (top). 4. Click OK to create the duplicates. CrossFading Between Two Objects The crossfading function is only available for drawings in Draw and not in Impress documents.
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Chapter 6: Creating Drawings with Draw This new object is a group which consists of the specified number of individual objects. Enter the group by pressing F3 and then edit the individual objects. The Modify menu in Draw contains all the necessary commands for working with groups and these functions can be also found in Impress under the Format > Group menu command or in the context menu. Further information can be found in Help. 1.
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Chapter 6: Creating Drawings with Draw Navigating Between Objects of a Group Using the Tab and Shift+ Tab keys the user can move forward and backward along the row of objects in a group edited with F3 or on a page. If the keys are pressed again on a final object while going in one direction, the first object selected will appear next. OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw Combining Objects and Constructing Shapes In Draw and Impress graphic objects may be combined in different ways. Several single objects can be brought together to create new objects by using Boolean set operators on the original geometry. Combining Objects 1. Select several objects. 2. Choose Combine from the context menu.
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Chapter 6: Creating Drawings with Draw Shapes Merge The selected polygons are merged so that they make one object, the surface of which is the sum of all the parts (Boolean OR). Shapes Subtract All other polygons selected are subtracted from the undermost polygon. This entails the other polygons first being merged and then subtracted from the polygon positioned under/behind all the others. Holes are taken into account. Logically this operation corresponds to the following formula: A > (B1 | .
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Chapter 6: Creating Drawings with Draw Graphic Objects in Drawings and Presentations Both Draw and Impress use a vector graphic format. However, pixel graphics or bitmap graphics may also be inserted into presentations or drawings and documents or certain sections of a document can be exported in a pixel graphic format. Inserting Bitmaps Bitmap images can be inserted in any Writer, Calc, Draw or Impress document. 1. Choose Insert > Picture. 2. Select the file.
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Chapter 6: Creating Drawings with Draw 4. Open the Text floating toolbar from the Main toolbar and select an option; for example, the Fit Text to Frame icon. 5. Draw a frame around the pixel image and enter some text inside this frame. 6. If desired, select this text and assign another colour to it. The background of the text is automatically transparent. 7. Select the pixel image and the text by drawing a frame around both. The Status bar will read “2 draw objects selected”. 8.
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Chapter 6: Creating Drawings with Draw OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw Working With colours The object bar has a list box from which to choose the colour for a selected object from a number of predefined colours. The colour of the border line can be chosen independently of the colour of the filling. The colour Bar If wanted or needed, the colour bar can be displayed on the edge of a drawing or presentation. The colour bar offers a choice of colours. Selected objects can be coloured by simply clicking on a colour.
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Chapter 6: Creating Drawings with Draw Defining Custom colours Any number of colours can be defined by the user, have names assigned and be saved in colour palette files. 1. In a drawing document, choose Format > Area... to open the Area dialogue. 2. In the dialogue, click the colours tab. This provides everything needed to modify the colour of a selected object. Here, the user can also define and organize new colours.
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Chapter 6: Creating Drawings with Draw The colour models RGB and CMYK are just two of the models most used to define colours. RGB stands for redgreenblue and this model is particularly useful for colours being displayed on a computer monitor as it combines the three basic colours used. CMYK stands for CyanMagenta Yellowblack or Cyan Magenta YellowKey and is the colour model that best describes the subtractive colours used in printing.
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Chapter 6: Creating Drawings with Draw Replacing colours using the Eyedropper In Draw and Impress, images inserted in a bitmap format such as, GIF, JPEG and metafile images like WMF can have their colours edited using the Eyedropper. To open the Eyedropper window,choose Tools > Eyedropper. The Eyedropper can replace selected colours and, to a point, similar colours, with other colours, up to four colours at one time.
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Chapter 6: Creating Drawings with Draw 4. Click the left mouse button when the colour is found which is to be replaced. This colour will automatically be registered in the first of the four rows in the Eyedropper window. 5. Now, in the list box to the right in the same row, select the new colour which should replace the selected colour in the whole bitmap image. 6. If in the same editing step one wants to replace another colour, click the check box in front of the next row.
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Chapter 6: Creating Drawings with Draw Gradients and Patterns for Objects and Background The objects in drawings and presentations do not have to have uniform colours. They can also have colour gradients, transparency gradients, patterns and hatching effects. Users can also define a colour, a gradient or a pattern for a background that is visible in all slides of a presentation. Defining Gradients To assign a predefined gradient to an object, proceed as follows: 1. Select the object. 2.
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Chapter 6: Creating Drawings with Draw If the user has selected an object and then defined a new gradient, the new gradient is immediately assigned to the selected object. If one does not want immediate assignment, undo the selection before opening the dialogue for defining gradients. To do this, click with the selection tool on a position where there are no objects. 1. In the Area dialogue, click the Gradients tab. This tab enables definition of all of the options for new colour gradients. 2.
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Chapter 6: Creating Drawings with Draw Depending on the type of gradient, one or both of the objects can be moved with the mouse and thus determine the origin, end and angle of the colour gradient. When the colour bar is displayed, assign colours by dragging and dropping the selection to each object to determine the start and end colours. In a similar manner, the transparency of an object can be set using the Transparency icon.
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Chapter 6: Creating Drawings with Draw 3D Globe This section describes how to create a threedimensional globe with Draw in just a few steps. When finished, rotate the finished Globe using the mouse. Creating Texture on a 3D Object Note: If only the globe shown here is needed, and creating a similar one is not on needed, use the finished globe from the Gallery in the 3D Effects theme. Drag the globe into the document.
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Chapter 6: Creating Drawings with Draw 6. Locate the map to be used. If there is a Maps theme, click the it and the Gallery shows the maps. 7. Click any rectangular world map, say, worldmap2.wmf. 8. Hold down the Shift and Ctrl keys and drag the map of the world onto the sphere. This lays the map of the world on the sphere as a texture. 9. If the Gallery hides the globe, users can fix the Gallery window so that it no longer overlaps with the document.
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Chapter 6: Creating Drawings with Draw Now the world map can be seen as texture on the sphere. OpenOffice.org has automatically selected the most appropriate projection method. To see this, doubleclick on the sphere and then rotate it. In Tools > Options >OpenOffice.org > View tab, check the appropriate box for 3D objects to refresh during interaction. Using Illumination Now one needs to provide illumination for the world globe.
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Chapter 6: Creating Drawings with Draw 3D Effects: Geometry By using this feature, the user can control the manner and quality of how the object surface is geometrically calculated and displayed. For example, interesting effects can be produced by deliberately reducing the number of segments of a sphere. Properties of the 3D font, such as the slant of the edge (bevel), depth, et cetera are determined here.
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Chapter 6: Creating Drawings with Draw 3D Effects: Illumination Control of illumination of a selected 3D object is easily done in a variety of ways. In addition to the general ambient light, eight additional light sources are available, all of which can be aligned, adjusted for colour, or turned on and off individually. 3D Effects: Textures and Material With these two sections, control the appearance of the surface of 3D objects. See Help for an explanation of the numerous possibilities.
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Chapter 6: Creating Drawings with Draw Designing 3D Objects From Font Characters The stepbystep methodology described below is particularly useful in preparing objects that could be used for logos and other identifiers. What follows is presented in tutorial form. First Step: 1. Open an empty drawing document either using File > New> Drawing or the New icon on the Function toolbar. 2. Create a text box containing a single capital letter. In this procedure, the letter “P” is used. 3.
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Chapter 6: Creating Drawings with Draw 4. Set the font size to about 400 pt. This font size is to provide a usably sized object that, when converted to 3D, the text takes up exactly the space that is drawn for the text, independent of the font size selected. 5. Draw the text box using the Text icon on the floating toolbar. 6. Select the letter and then manually enter 400 in the Size field on the text object bar.
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Chapter 6: Creating Drawings with Draw Third Step: Select the letter “P” again so that it can then be modified in a different way. Click the Format/ 3D Effects menu item. The options available include options for setting the depth of the object and the focal length of the camera. In addition, the user can set the individual illumination and the texture model. • The sample object was given its special shape by adjusting the camera to an extremely short focal length. OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw Fourth Step: Now add some text to the logo. Start by inserting a text box and populate it with name of the company and in a format that is suitable. To put a border around the text, convert the text to a polygon by choosing Modify > Convert > To Polygon. Of course, the surface of the newly created object can also be modified. OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw • For a border around the company name, convert it into polygons. Then select a line width greater than 0.00 and a line style not equal to “transparent” on the object bar to make the borders of each letter visible. Fifth Step: Create a simple drawing object as a background for the logo, for example an ellipse. Choose Modify > Position to place the object all the way to the back. OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw Now there is a perfect 3D logo created with OpenOffice.org in only five steps! Note: that the user can also access the functions through the context menu instead of using menu commands, which makes for less work with the mouse. OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw Using a Grid To work with great precision, for example to place rectangles one on top of the other, use the grid function. To turn on the grid, choose Tools > Options > OpenOffice.org Draw > Grid and select the Snap to Grid option. As an additional aid, selecting Visible Grid makes it easy to place documents exactly on top of each other in the document. OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw Mechanical or Construction Drawings This section explains how to produce a mechanical drawing with OpenOffice.org. The same method can be used to create other similar drawings, such as, construction blueprint, garden layout et cetera. OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw Creating a Construction Plan To create a drawing like the preceding illustration, click the Rectangle icon and drag the floating toolbar into the work area. Then, select Curves and Lines and Arrows and drag these floating toolbars into the work area as well. Choose a tool with which to begin, such as the Rectangle, and use it to drag open an area to represent the first surface. Finally, draw in the details with the Line tool. OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw Add some more details. OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw Complete the drawing. OpenOffice.org User Guide for 2.
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Chapter 6: Creating Drawings with Draw Using Snap Lines It is advisable to use snap lines to position lines and objects more precisely. To display a snap line, click on a ruler and hold down the mouse button to drag it into the document. To move the snap line, rest the mouse pointer on it until a double arrow appears. Shift the line by holding down the mouse button and dragging the line to the desired position. To delete a snap line, simply drag it back onto the ruler.
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Chapter 6: Creating Drawings with Draw Working With Multiple Layers The next step is to position the details in the motor drawing. It is a good idea to use the layer function if testing several different variations. To get a better overview, turn on the Layer view, by pressing the symbol on the bottom left border of the work area. Alternatively, choose View > Layer (a check mark will appear in front of the command). To insert a new layer, open the dialogue Insert Layer.
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Chapter 6: Creating Drawings with Draw OpenOffice.org User Guide for 2.
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Chapter 7: Databases and Data Sources Chapter 7: Databases and Data Sources Versions of OpenOffice.org Base prior to 2.x required a connection to an external data source. While 2.x retains this functionality, it also introduces the ability to create an HSQLDB database as an internal data source. Now all the data tables, forms, queries and reports for a database can reside in one .ODB file.
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Chapter 7: Databases and Data Sources 6. Click Save. An OpenOffice.org Base window will open for the new database. At this point, we have created an empty database file. Creating a table An empty database file is not much use. The next step is to create a table in which to store the data. In previous versions of OpenOffice.org Base, we would connect to an external data source such as Adabas, JDBC, ODBC, dBase, ADO, Text, Spreadsheet, or Address Book.
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Chapter 7: Databases and Data Sources Start time Time [TIME] Entry Required = No End date Date [DATE] Entry Required = No End time Time [TIME] Entry Required = No Note Memo [LONGVARCHAR] Entry Required = No Type Integer [INTEGER] AutoValue = No; Entry Required = No 7. Rightclick the field selector for the ID field (this is the area to the left of the field name) and choose Primary Key. 8. Click File > Save. 9. Enter Appointments for the Table Name and click OK. 10.
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Chapter 7: Databases and Data Sources TypeName Text [VARCHAR] Entry Required = Yes; Length = 50 3. Rightclick the field selector for the ID field and choose Primary Key. 4. Click File > Save As. 5. Enter Types for the table name and click OK. 6. Close the table design window by clicking File > Close. 7. Click File > Save in the database window to save your work.
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Chapter 7: Databases and Data Sources 1. In the database window, click the Forms icon on the left side. 2. Click the Use Wizard to Create Form button. 3. The Form Wizard opens to Step 1, Field Selection. Click the Tables or queries dropdown and choose Table: Appointments. 4. Move all the fields except ID to the Fields in the form list by clicking the > button for each desired field.. Click Next. 5. Step 2, Set up a subform, is not needed for this form since we will not be including a subform.
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Chapter 7: Databases and Data Sources 3. If the text box itself is not selected, click away from the text box. 4. Doubleclick the text box for the Start Date field, not the label. 5. The Properties: Date Field dialog box opens. 6. On the General tab, make sure the following options are set: ○ Dropdown should be set to Yes. ○ Repeat should be set to Yes. 7.
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Chapter 7: Databases and Data Sources The new form control might have a different look than the other controls on the form. In the Calendar database, we had to do the following: 1. Doubleclick the list box to bring up the Properties dialog box. 2. Set the Border color property to Black. 3. Click the ellipsis (three dots (...)) button that is to the right of the Background color property field. 4. In the Color dialog box, set the Red, Green and Blue values each to 221. Click OK. 5.
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Chapter 7: Databases and Data Sources 5. On the second screen, Database Field, set the option to Yes, I want to save it in the following database field: and choose Location from the dropdown list. 6. Click Finish. The look of this field should also be made consistent. 1. Doubleclick the combo box to bring up the Properties dialog box. 2. Set the Border color property to Black. 3. Click the ellipsis button (to the right of the Background color property). 4.
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Chapter 7: Databases and Data Sources Viewing Data The database still does not have a convenient way to view the appointments it stores. We could look at the table itself but this is neither attractive presentation nor good database design. Additionally, because the New Appointment form is a data entry form, we cannot use it to view previously entered records.
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Chapter 7: Databases and Data Sources 1. Reenter form design mode by clicking the Design Mode On/Off button again. 2. Click any control on the form. 3. Click the Form button on the Form Controls toolbar. 4. In the Form Properties dialog, on the Data tab, click the ellipsis button to the right of the Sort property. 5. For the first field name, choose Start Date and leave the Order as ascending. 6. For the second field name, choose Start Time. Leave the Order as ascending. 7.
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Chapter 7: Databases and Data Sources 1. Click the Queries icon on the left side of the database window. 2. Click Create Query in Design View. 3. The Add Tables window opens in front of the Query Design window. Add both tables to the query. 4. Click Close in the Add Tables window. 5. Add the following fields from the Appointments table: Subject, Location, Start date, Start time, End date, End time, Notes. 6. Add the TypeName field from the Types table. 7.
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Chapter 7: Databases and Data Sources The default type of join is an Inner join, which only returns records where the joined fields are equal. If the Type field for an appointment does not contain data, the join field for that appointment's record would not match any entries in the join field in the Types table. We can fix this by changing the join type in the query. 1. Rightclick the join line between the tables in the top portion fo the query design. 2. Choose Edit. 3.
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Chapter 7: Databases and Data Sources 9. In Step 5, Choose layout, Align Left – Modern was chosen for the Layout of data and Generic for Layout of headers and footers. Click Next when this step is complete. 10. In Step 6, Create report, leave Title of Report as Appointments for Today. This report is a Dynamic report so leave that option set. The option to Create report now should also be set. 11. Click Finish. The report is generated and will appear after a few moments.
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Chapter 7: Databases and Data Sources 3. Expand the Tables icon by clicking the plus sign next to it. 4. Click the icon for the Types table. 5. Enter a TypeName. 6. Click the Save Current Record button at the top left of the Data Sources pane. 7. Close the Data Sources pane by choosing View > Data Sources or pressing the F4 key. Refreshing the form Once a new type is added, the Types list box must be updated by clicking the Refresh button at the bottom of the form.
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Chapter 7: Databases and Data Sources 2. The Form Filter toolbar opens, as does a blank copy of the form. Enter a date in the Start Date field. 3. Click the Apply FormBased Filter button. The form is now filtered based on the data entered. A filter can be removed by clicking the Remove Filter/Sort button. Please see the section “Searching With a Form Filter” below for further information. Note: The rest of this chapter, though originally written for versions prior to OpenOffice.org 2.
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Chapter 7: Databases and Data Sources 3. Select the appropriate type from the dropdown. The various types are briefly discussed in the table below. 4. Refer to Help > OpenOffice.org Help for information on registering particular database types. Check the Index for Database Wizard. Select from the following database types (depending on the operating system): Database type Meaning Adabas A slightly scaleddown version of the wellknown relational database system.
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Chapter 7: Databases and Data Sources 2. In the Data source box, select the system address book or the data source to use as the address book. If the system address book is not yet registered in OpenOffice.org as a data source, click the Administrate button. This opens the Address Book Data Source Wizard, in which the address book can be registered as a new OpenOffice.org data source. Read further how to do this in the next section, System address book as data source. 3.
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Chapter 7: Databases and Data Sources Once the data is in a Calc spreadsheet, it can be edited as desired. Users have two ways of saving the data as an OpenOffice.org data source: • • Save the current OpenOffice.org Calc spreadsheet in dBase format in the folder of a dBase database. To do this, choose File > Save As, then select the File Type dBase and the folder of the dBase database. Check the data range in the OpenOffice.
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Chapter 7: Databases and Data Sources Form Design Forms in OpenOffice.org In some situations, a user may want to create a document that contains some fixed text, but allows others to enter some items and perhaps take some actions on those items. Such a document is called a form, analogous to the preprinted forms everyone has filled out dozens of times. One can create custom forms in most of the OpenOffice.
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Chapter 7: Databases and Data Sources Once a control is chosen from the Form Controls toolbar, continue dropping that type of control. To turn off that control type, either click another control to select it, click the form itself without dragging, click the same control on the Form Controls toolbar, or click the Select button on the Form Controls toolbar. Available controls OpenOffice.org offers a wide variety of controls from the general to the specific. Table 1 lists them.
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Chapter 7: Databases and Data Sources Customizing controls With some controls, one can simply drop them on a form and use them as is. That works for things like a Text Box, Date Field, or Time Field. With others, though, once the control is added, one may need to provide additional information. Even for those that work immediately, a user may customize their appearance or behavior.
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Chapter 7: Databases and Data Sources Creating a group of option buttons Option buttons (also known as radio buttons) let users choose one item from among a mutually exclusive group. The easiest way to set up a group of option buttons is: 1. Make sure the Wizards On/Off button on the Form Controls toolbar is on. (When it's on, it has a thin border around it.) 2. Put a group box on the form by click the Group Box button on the More Controls toolbar and then clicking and dragging in the form.
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Chapter 7: Databases and Data Sources 3. In the Form Navigator dialog, rightclick the Main Form item and choose Properties. 4. Click the Data tab. 5. Make sure the Content Type is set correctly (Table, Query, SQL command). 6. Choose appropriate table or query from the Content dropdown or click the builder button (the ellipsis button) to create an SQL command. Associating data with a field Once the form has a data source, one can link fields to controls. To do so: 1.
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Chapter 7: Databases and Data Sources 2. In the Form Navigator dialog, rightclick the Main Form item and choose Properties. 3. Click the Events tab. As with control events, a user can assign a macro to any form event. How to use the form Once one finishes laying out a form, it can be "run" by clicking the Design Mode On/Off button on the Form Design toolbar.
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Chapter 7: Databases and Data Sources Searching in Tables and Form Documents In spreadsheets and documents in which form functions are used, one can click the Find Record icon to open a dialog to find any text and values. Use the icon on the Form Navigation toolbar, not the similar looking icon on OpenOffice.org's Standard toolbar. OpenOffice.org User Guide for 2.
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Chapter 7: Databases and Data Sources There are various search options, including searching in one field rather than all fields, position of the value with in the field, which direction to search in the database, etc. The ? and * wildcards can also be used, as in the Find and Replace dialog. Additional information about the database search function can be found in Help. Searching With a Form Filter To search with a form filter: 1. Open a form. 2.
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Chapter 7: Databases and Data Sources Commands OpenOffice.org command SQL command Meaning Condition is satisfied if... IS EMPTY IS NULL is null ... The field is empty. For Yes/No fields with three states, this command automatically queries the undetermined state (neither Yes nor No). IS NOT EMPTY IS NOT NULL is not empty ... the field is not empty.
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Chapter 7: Databases and Data Sources Command/Operator Result ='Ms.' returns records with the field content “Ms.” LIKE 'g?ve' returns records with field contents such as “give” and “gave” LIKE 'S*' returns records with field contents such as “Sun” or “Stop”. BETWEEN 10 AND 20 returns records with field contents between the values 10 and 20. (The fields can be either text fields or number fields). IN(1; 3; 5; 7) returns records with the values 1, 3, 5, 7.
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Chapter 8: Customizing OpenOffice.org Chapter 8: Customizing OpenOffice.org Use this section as a guide on customizing the user interface of OpenOffice.org. This should be mainly of interest to advanced users of OpenOffice.org. Modifying and Customizing the User Interface of OpenOffice.org There is much freedom in configuring menus, toolbars and keys to suit personal preferences. One is free to change: • • • Items on the menu bar.
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Chapter 8: Customizing OpenOffice.org Now, by pressing the F4 key or whatever shortcut keys were selected, one can start a spelling check of the current text document, automatically placing all unknown words in an active userdefined dictionary. Configuring Menus Configuring a menu item is similar to configuring a keyboard shortcut as shown above. The stepbystep procedure that follows should help in setting up a new menu item, in this case, the extendedPDF macro from ooomacros.org. While OpenOffice.
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Chapter 8: Customizing OpenOffice.org 5. Locate in the Functions menu, the category and function to add. In this case this would be found in the category, OpenOffice.org Basic Macros > extendedPDF and the Function would be extendedPDF. 6. Click New. The new menu command is inserted in the large list box. 7. The order of the items by moving the names to the large list box using Drag&Drop. 8. Click OK to close the Configure dialogue. OpenOffice.org automatically saves the changes.
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Chapter 8: Customizing OpenOffice.org 8. Again for Windows® only, to remove an icon from a toolbar, drag it out of the toolbar while keeping the Alt key pressed. If the toolbar is to be docked with another border, proceed as follows: 1. Hold the Ctrl key down and doubleclick a gray area of the toolbar to open the toolbar as a floating window. 2. Drag the toolbar to its new position.
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Chapter 8: Customizing OpenOffice.org Changing the Look of the User Interface OpenOffice.org has different ways of display that reflect different operating systems. Thus, the user can change the windows and dialogues to suit personal taste: Choose Tools > Options > OpenOffice.org > View. In the Look & Feel combo box, choose an appearance reminiscent of Macintosh, XWindows® or OS/2. The “Standard” setting has the familiar look of a Microsoft Windows® application.
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Chapter 8: Customizing OpenOffice.org Sending Faxes and Configuring OpenOffice.org for Faxing To send a fax directly from OpenOffice.org, both a fax modem and a fax driver that allows applications to communicate with the fax modem must be installed as they would with a printer. Creating a LAN Friendly Faxing Solution under Linux 1. Install fax software such as mgetty or sendfax. Don't forget to run faxrunq as a cron job. 2. Test by sending a postscript file to someone. 3.
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Chapter 8: Customizing OpenOffice.org Sending a Fax via dialogue Print the current document with the fax machine as a printer: 1. Open the Print dialogue by choosing File > Print and select the fax driver in the Name pulldown list. 2. Clicking OK opens the dialogue of the fax driver where one enters the fax recipient. Configuring OpenOffice.org for Faxing via Icon OpenOffice.org can be configured for faxing such a way that a single click on an icon is sufficient to send a fax: 1.
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Chapter 9: Advanced Techniques Chapter 9: Advanced Techniques This contains topics of interest to advanced users of OpenOffice.org including information on revision marking function (redlining) in Writer and Calc. Copying and Moving Data Using Drag and Drop The easiest and often most intuitive way to copy and move data in OpenOffice.org is by dragging and dropping with the mouse. Dragging and Dropping Within a OpenOffice.
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Chapter 9: Advanced Techniques • Drag the object into the document or rightclick to open the context menu and select Insert and Copy. Inserting an object as a link • Open the Gallery. • Choose a theme from the left area. • Select the object by a single click. • Drag the object into the document while pressing the Shift and Ctrl keys, or right click to open the context menu and select Insert and Link. Inserting an object as a background graphic 10.Open the Gallery. 11.
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Chapter 9: Advanced Techniques • Display the Gallery theme to which to add the graphic. • Position the mouse pointer above the graphic, without clicking. • If the mouse pointer changes to a hand symbol, the graphic refers to a hyperlink. In this case, click the graphic while pressing the Alt key to select it without executing the respective link. However, if the mouse pointer does not change to a hand symbol, simply click the graphic to select it.
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Chapter 9: Advanced Techniques 6. Insert the draw object at the target position by using Ctrl+V or use the Paste command from the context menu. Inserting a Draw object in a text document An inserted draw object is anchored in a text document at the current paragraph. Anchors can be changes by selecting the object and clicking on the Change Anchor icon on the object bar. This opens a popup menu that permits changing the possible types of anchor. OpenOffice.org User Guide for 2.
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Chapter 9: Advanced Techniques Inserting a Draw object in a spreadsheet An inserted draw object is anchored to a spreadsheet in the current cell. Change the anchor between cell and page and back by selecting the object and clicking on the Change Anchor on the object bar. OpenOffice.org User Guide for 2.
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Chapter 9: Advanced Techniques Drag and Drop With the Data Source View The simplest and quickest way of transferring data from a data source into a text or spreadsheet document, or creating forms based on a data source, is the draganddrop method. Copying with Drag&Drop To reverse a mistake made during a drag and drop operation, position the cursor in the document and choose the Undo command from the Edit menu (or via the keyboard). Note: Copying by drag and drop is possible in the both directions: 6.
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Chapter 9: Advanced Techniques Copying Sheet Areas to Text Documents • Open both the text document and the spreadsheet. • Select the sheet area to copy. • Point to the selected area and press the mouse button. Keep the mouse button pressed for a moment, then drag the area into the text document. If the documents are not visible next to each other, first drag the mouse pointer to the destination document button. Continue to hold down the mouse button.
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Chapter 9: Advanced Techniques • • In a text document use File > Send > Outline to presentation to create an new presentation document that contains the headings from the text document as the outline. The headings must be formatted with a corresponding Paragraph Style before the user can see this command. To transfer the same headings to the first superordinate paragraph (or several paragraphs) of the text, select the AutoAbstract to presentation command.
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Chapter 9: Advanced Techniques Revision Marking Function The revision marking function in Writer and Calc highlights changes to documents so that whomever is editing the file can see who changed what and when. Recording and Displaying Changes When several authors are working on the same text or spreadsheet, the review function (marking changes, redlining) makes it possible to document who made which changes, so that this is clear to everyone.
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Chapter 9: Advanced Techniques Accepting or Rejecting Changes When bringing a document in which others have noted their changes back together again, the user can accept or reject the changes individually or all together. • • • If one has put multiple copies of the document in circulation, first of all. merge these into one document (see Merging Versions). Open the document and choose Edit > Changes > Accept or Reject. The Accept or Reject Changes dialogue appears. Select a change on the List tab.
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Chapter 9: Advanced Techniques Comparing Versions of a Document Perhaps one of the authors who received a copy of the document made changes but did not record them by choosing Edit > Changes > Record. Nonetheless, the delivered copy of the document can be compared with the original document. 1. Open the edited document and then choose Edit > Compare Document. 2. From the file selection dialogue, select the original copy of the document. 3. Confirm the dialogue. Now OpenOffice.
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Chapter 9: Advanced Techniques Changes in a spreadsheet document are highlighted by a border around the cells; when a cell is pointed to more detailed information on this change is seen in Help Tips when Extended Tips is also enabled (on the Help menu). Comments on each marked change may be entered by placing the cursor in the area of the change and then choosing Edit > Changes > Comment....
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Chapter 9: Advanced Techniques Protecting Contents in OpenOffice.org The following is an overview of the different ways of protecting contents in OpenOffice.org from being modified, deleted or viewed. Protecting All Documents When Saving All documents that are saved in XML format ( OpenOffice.org Format) can be provided with a password. These documents can no longer be opened without the password. The content is secured, so that it cannot be read with an external editor either.
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Chapter 9: Advanced Techniques Note: Cell protection for cells , setting the Protected attribute, is only effective when the whole table is protected. The default condition is that every cell receives the Protected attribute. Thus, in cells where the user may make changes, the attribute must be removed selectively for those cells. Once this is done then protect the whole table and save the document. Turning on protection Turning off protection For cells: Select cell range.
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Chapter 9: Advanced Techniques Automatic Protection of Indexes and Tables Tables of contents, alphabetical indexes and so on that are created automatically in Writer, are automatically protected against accidental changes. Turning on protection 1. Place the cursor in the index/table of contents. 2. From the context menu choose Edit Index/Table. 3. On the Index/Table tab page, check Protected against manual changes. Turning off protection 1. Ensure that Tools > Options > OpenOffice.
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Chapter 9: Advanced Techniques Protecting Records Changes made in a document can be recorded by choosing either Edit > Changes > Record or Edit > Changes > Protect Records. If Protect Records is selected, one must enter the correct password in order to turn off the function or accept or reject changes. 1. Select Protect Records. This opens the Password dialogue. 2. Enter a password consisting of at least 5 characters and confirm it. 3. Click OK.
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Chapter 9: Advanced Techniques Selfsigned certificates These are user created using certificate creation tools. The following list provides some that are know at the time of writing this section. In this case, users are expected to know and understand the basics of the procedure. Product OS Vendor SelfCert.exe Windows Microsoft – part of Office abylon SELFCERT Windows http://www.abylonsoft.com/frame.htm Certificate Assistant Mac OS X Builtin. CA.
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Chapter 9: Advanced Techniques Changing Defaults and Other Configuration Items Saving Configuration With Document Users can set a global configuration (so that it applies to all documents of this type), or can connect the configuration to a specific document, which must exist as a file. 1. Load the document to which to connect the configuration or open any document of the same type. 2. Set the configuration.
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Chapter 9: Advanced Techniques Doubleclick the ruler to open the Paragraph dialogue. Doubleclick the white area of the ruler to set one tab. The Paragraph dialogue appears with the Tabs tab page. Note: To assign tabs directly to a current Paragraph Style, open the context menu of that paragraph and choose Edit Paragraph Style to call the Paragraph Style dialogue where tabs are then entered. Moving Tabs on the Ruler There are three ways to set tabs: 1.
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Chapter 9: Advanced Techniques Changing the colour of Text Click the Font colour icon in Writer and other modules, and keep the mouse button pressed to obtain a floating toolbar from which to choose from the range of colours. Font colour (Writer) Font colour (other modules) The following applies to all modules (Writer, Calc, Draw, Impress): Select the text that is to take another colour, then click the colour wanted on the floating toolbar.
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Chapter 9: Advanced Techniques More on Templates Changing Default Templates When a new document is opened using File > New, a blank document appears based on the default OpenOffice.org template for that document type. Users can edit or modify this document or replace it with an existing document so that the new document contains personalized custom format attributes or other contents. Modifying Default Templates If there is an existing OpenOffice.org document which is satisfactory, use it.
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Chapter 9: Advanced Techniques New templates saved using File > Templates > Save or by selecting the “Template” file type in the “normal” Save dialogue. User templates are usually stored in the /.openoffice.org2/user/template directory. The template is made available, anytime, by selecting it in the New dialogue (File > New > From Templates and Documents). When the template is opened, a new document will be created based on that template.
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Chapter 10: Introducing OpenOffice.org Basic and Macros Chapter 10: Introducing OpenOffice.org Basic and Macros OpenOffice.org provides a number of sample macros to help guide the user in programming macros but also to serve as useful aids that can be used immediately. Use these to get an overview of how to write a macro. These macros are only available in English regardless of the installation language. Accessing the Sample Macros Calling the Sample Macros 1. Select Tools > Macros > Run Macro.
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Chapter 10: Introducing OpenOffice.org Basic and Macros Editing the Sample Macros 1. Select Tools > Macros > Organize Macros > OpenOffice.org Basic. The OpenOffice.org Basic Macros dialogue appears. 2. In the Macro from field, doubleclick OpenOffice.org Macros. 3. The list will expand, doubleclick Gimmicks. The Gimmicks modules appear. 4. Choose one of the modules, the AutoText module, for example, by clicking the entry. 5. Click Main in the Existing Macros in: field if it is not already selected. 6.
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Chapter 10: Introducing OpenOffice.org Basic and Macros The Sample Macros The following sample macros are in the Gimmicks module. AutoText Use the Main macro. This macro opens an empty Writer document and inserts a table in which the names of all the AutoTexts are listed. One can print the document to have a handy list of the available AutoTexts. ChangeAllChars Use the ChangeAllChars macro. Use this macro in a text document to replace all text and numbers with the characters "x" and "X".
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Chapter 11: Using OpenOffice.org Math Chapter 11: Using OpenOffice.org Math Formula Entry Main View of OpenOffice Formula. Tool bar The tool bar is divided into two parts. OpenOffice.org User Guide for 2.
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Chapter 11: Using OpenOffice.org Math The upper part is for adjusting the on screen size of the image. The lower part contains an icon for an interactive cursor, and an icon for inserting special characters. Command Icon Box The command icon box provides a method of writing an equation using GUI similar to other word processors. The upper two rows in the icon box are menus that call the actual command buttons into the lower portion of the command box.
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Chapter 11: Using OpenOffice.org Math The command dialogue box displays the commands that create the equation. The dialogue box can be edited directly. Creating an Equation with dialogue Commands To create an equation with equation editor, enter the programming commands in logical sequence into the dialogue box. The commands entered are similar to the commands used to generate equations in TeX ( a scientific publishing format).
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Chapter 11: Using OpenOffice.org Math Special Formating Of course there are many other types of groupings that can be created with Open Office.
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Chapter 11: Using OpenOffice.org Math Under brace / Over brace: Command Input Field + 18 underbrace plus ( 1 + 2 + 3 + 4) underbrace minus + 18 overbrace plus ( 1 + 2 + 3 + 4) overbrace minus Formula 18 23 4  − 1  plus plus minus minus 18 23 4  −1  Various types of Brackets In almost all equations various types of brackets are required. OpenOffice formula allows the use of several kinds of brackets.
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Chapter 11: Using OpenOffice.org Math Special Characters Many equations use special characters in addition to the usual characters of the alphabet. Open office provides an easy method to use Greek characters, while any other character in the available fonts can be used. The Sigma appears in the tool bar when Open Office Formula is active. This activates the dialogue for special characters.
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Chapter 11: Using OpenOffice.org Math Special Operators The following examples show the use of some special operators Integral Sign: Command Input Field int from {0} to {infinity}{a^2 over 3} = "?" Summation Character: Command Input Field sgn (%sigma) cdot sum from {%SIGMA in %PHI}{1 over {1 aleph_%sigma^2}} Product Character: Command Input Field prod from {i=1} to {i=100}{{ (x_i+1) cdot x_i^3} over { x_i^2 1 } } = "?" 5^(1+3+3^2) OpenOffice.org User Guide for 2.
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Chapter 11: Using OpenOffice.org Math Vectors and Matrices Vectors and Matrices are created by the 'stack' and 'matrix' commands respectively. These commands are used with the octothorp # to indicate elements, and double octothorp ## to indicate new line. An empty element is indicated by structural braces {}.
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Chapter 11: Using OpenOffice.org Math Formatting There are some additional formating commands that are available in Open Office Formula. These allow adjustment of the size, colour, and layout of the equation. Size The instruction size changes the size of text in the equation. Command Input Field size 2 { a+b} = size +10 {C} Formula a b = C Colour The instruction colour changes the colour of the text in the equation.
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Chapter 11: Using OpenOffice.org Math Alignment The alignment commands are available to change the position of the elements of an equation with respect to each other. Command Input Field stack{ alignr a ={} # alignr b+c+d ={}} stack{ alignl 12 # alignl b^22 } 5^(1+3+3^2) OpenOffice.org User Guide for 2.
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Chapter 11: Using OpenOffice.
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Chapter 12: Building Forms with Xforms Chapter 12: Building Forms with Xforms OpenOffice.org 2.0 now allows to create forms based on the open W3C XForms standard. With XForms it is very easy to implement simple logic without any programming. This simple example describes creation of a forms document which can be used to create and collect datasets of a predefined structure in order to exchange this data with other parties. 1. User creates a new document as shown above. 2.
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Chapter 12: Building Forms with Xforms 2. Then Use View > Toolbars and ensure that the Form Control and Form Design bars are checked. Users may dock any that are floating. OpenOffice.org User Guide for 2.
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Chapter 12: Building Forms with Xforms 3. Ensure that Data Navigator is enabled as shown below. 4. Edit the form and add text boxes for those fields that are needed. OpenOffice.org User Guide for 2.
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Chapter 12: Building Forms with Xforms 5. Select one of the text boxes and rightclick to bring up the context menu. Select Control. OpenOffice.org User Guide for 2.
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Chapter 12: Building Forms with Xforms 6. Adf fix OpenOffice.org User Guide for 2.
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Chapter 12: Building Forms with Xforms 7. Use the Data Navigator that was mentioned earlier. Under the "Bindings" tab the defined bindings should be visible and the default model should be listed in the combo box on the left side of the "Models" button. In the Data Navigator pick a binding, do a rightclick and select edit: OpenOffice.org User Guide for 2.
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Chapter 12: Building Forms with Xforms 8. In this dialogue, select the settings needed. For this example, these are Decimal as the Data Type and that data entry is mandatory. OpenOffice.org User Guide for 2.
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Chapter 12: Building Forms with Xforms 9. Now deselect Design mode so that the form may be tested in Run mode. 10. Enter data in the fields. Note in the graphic below, the red frame and the error message indicate that the fAMount fields is mandatory and must filled in: OpenOffice.org User Guide for 2.
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Chapter 12: Building Forms with Xforms 11. Because one usually wants to do something with the data from the form, it is important to add a "Submission". Therefore toggle back to the design mode, go to the Data Navigator again then click on the "Submission" tab and click the Add icon: 12. Next, fill out the "Add Submission" dialogue as shown below. In this example data is simply saved to a file. Users may employ more complicated methods as suits requirements. OpenOffice.org User Guide for 2.
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Chapter 12: Building Forms with Xforms 13. Toggle Design On/Off to Off and test. 14. This graphic shows the content of the submit as stored in the files specified above. OpenOffice.org User Guide for 2.
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Chapter 12: Building Forms with Xforms Using Xforms and further xml processing can thus produce very usable reports et cetera. OpenOffice.org User Guide for 2.
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Chapter 13: Xml Enhancements Chapter 13: Xml Enhancements This section contains hints and tips for using Tools > XML Filter Settings to create new filters. Flat XML filter There are two different ways to get OpenOffice.org to output Flat Xml files: 1. Using the method from the SDK (See http://api.openoffice.org/ ) 2. Using Tools > XML Filter Settings Outputting Flat XML files and importing them is fairly straight forward with the builtin tool.
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Chapter 13: Xml Enhancements 4. OpenOffice.org User Guide for 2.
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Chapter 13: Xml Enhancements OpenOffice.org User Guide for 2.
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Chapter 13: Xml Enhancements 5. Test the filter using the current document. BA display will open that provides output similar to the following: PAGE 484
Chapter 13: Xml Enhancements OpenOffice.org User Guide for 2.
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Chapter 13: Xml Enhancements Creating a new Docbook Filter • Go to Tools > XML Filter Settings... • Set Filter Name and Name of File Type to DocBook (Chapter) • Go to the Transformation tab • Set DocType to • • For XSLT for Export browse to the chapter export stylesheet (sofftodocbookheadings_chapter.xsl). For XSLT for Import browse to the chapter import stylesheet (docbooktosoffheadings.xsl). • For Template for Import browse to the style template (DocBookTemplate.stw).
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Chapter 14: Troubleshooting Common Problems Chapter 14: Troubleshooting Common Problems Error Message contains “Get Storage: "No Content"” The full error message reads: OpenOffice can not be star ted due to an error in accessing the OpenOffice.org configuration data. Please contact your system administrato r. The following internal error has occurred: Get Storage: "No Content" The reason this message often occurs is because there is a file called Common.xcu that sometimes gets corrupted.
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Chapter 14: Troubleshooting Common Problems Note: that there may be files called Common.xcu under paths such as C:\\.OpenOffice.org\share\registry\...... et cetera where is the release of OpenOffice.org.. Do NOT delete these files! UNIX systems The default location of this file under a UNIX installation (single or multiuser) is $HOME/ .openoffice.org/user/registry/data/org/openoffice/Office/Common.xc u where $HOME is the user's home directory.
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Chapter 14: Troubleshooting Common Problems How get the page count to not count a title page? Or How do I offset the page count? If one has a title page or cover page in the document, Writer's "page count" field still counts those pages and will be too high. Unfortunately, there is no way tooffset the "page count" field. Thususing a formula, instead, will insert the proper page count. Here's the procedure: 1. Place the cursor whereto insert the offset page count (perhaps in teh header). 2.
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Chapter 14: Troubleshooting Common Problems What to to do with a General error General input/output error This error message indicates that the files script.xlc and dialog.xlc, could bemissing or corrupted. Look for them in the directory $HOME/.openoffice.org2/user/basicunder *NIX or, under Windows ® C:\Document and Settings\\Application Data\OpenOffice.org\user\basic. To fix the problem, try exiting OpenOffice.
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Chapter 14: Troubleshooting Common Problems 8. Rename the new zipfile with the extension used with the original file. 9. Open the new file in Openoffice.org and fix any formatting problems including inserting graphics, Users can get these from the appropriate subdirectory of the directory created in Step 3. 10. If the contents is recovered using this method, cleanup. 11. Openoffice.org has a good recovery mechanism and users should ensure it is enabled by going to Tools > Options > Openoffice.
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Chapter 14: Troubleshooting Common Problems The JMF provides the framework for rendering media in OpenOffice.org. Outofthebox, it supports only a limited set of media formats. Media types which are missing in the actual JMF can be added via Plugins. JMF MP3 Plugin (optional) The MP3Plugin allows playing audio in MP3Format via JMF and, thus, with OpenOffice.org. Jffmpeg a codec pack for the JMF (optional) Jffmpeg is a codec pack, which extends the JMF to include many more medium types.
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Chapter 14: Troubleshooting Common Problems 2. Edit the soffice executable that is used to invoke OpenOffice.org (maybe /opt/openoffice.org2.0/program/soffice) and add the following near or at else LD_LIBRARY_PATH="$sd_prog$add_moz_lib" fi so it looks like this: else LD_LIBRARY_PATH="$sd_prog$add_moz_lib:$JMFHOME/lib" fi remembering to substitute $JMFHOME with the path to where JMF is installed and save the file. Integration of the JMF in OpenOffice.
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Chapter 14: Troubleshooting Common Problems Installation of an additional Plugins: The mp3Plugin The JMF supported some medium types, many must be retooled however only. Simply to retool is the MP3Unterstützung. But there are already a Plugin which you by the JMF side downloaded can. Download yourselves thus the mp3plugin of http://java.sun.com/products/java media/jmf/mp3/download.html. The Plugin is driven out in form of Zip archives, which contain the actual files.
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Chapter 14: Troubleshooting Common Problems Time for the second test After you OpenOffice.org to havIntegration of the Plugins in OpenOffice.orge again started can test you now the MP3Unterstützung. Open in addition for the Mediaplayer over Extras| Mediaplayer and open you a mp3Datei. The file should be played now. Installation of a further Plugins: Jffmpeg Now it becomes somewhat more complex. Still the JMF does not have a support for ogg or various video codecs. That is now changed.
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Chapter 14: Troubleshooting Common Problems audio/ogg>ogg Add the following entries in the rider “Plugins” under “Demultiplexer” net.sourceforge.jffmpeg.demux.vob.VobDemux net.sourceforge.jffmpeg.demux.ogg.OggDemux Add the following entries in the rider “Plugins” under “codecs” more net.sourceforge.jffmpeg.VideoDecoder more net.sourceforge.jffmpeg.AudioDecoder “Commit” do not forget to also always operate the Button! Integration of the Plugins in OpenOffice.org If you add the file jffmpeg1.0.
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Chapter 14: Troubleshooting Common Problems What to do if it fails? Only no panic, the problem can be surely solved. Turn to our mailing list users@openoffice.org. Consider the following references: Use a meaningful reference Describe *genau* which you already tried. “Are proceeded like that as described in the guidance” is too inaccurate.
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Chapter 14: Troubleshooting Common Problems OpenOffice.org User Guide for 2.
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Index Index This index is a work in progress and page numbers may or may not be correct in the draft. They are a guide only. 1 2 3 aligning............................................................................. cells..........................................................................212 1/2 replacement...........................................................214 objects.............................................................xviii, 315 titles in charts...................................
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Index automatic bullets.........................................................128 automatic captions..............................................129, 157 automatic changes on/off......................................95, 100 automatic hyperlink formatting...............................iii, 42 automatic hyphenation in text.....xi, xii, 34, 65, 171, 172, 190 automatic drawing on/off.....................................vii, 96 cells on screen...................................................
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Index Himalayan..........................................................121 changes made automatically.....iii, vii, 40, 42, 43, 57, 65, Persian................................................................121 95, 96, 100, 125, 139, 171, 214 semi longhaired.............................................................. changing............................................................................ Maine Coon........................................................121 default templates.................
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Index turning on and off.........................................32, 96, 171 combo box.....................xx, 370, 371, 383, 385, 396, 440 while typing...........................iii, vii, xi, 32, 33, 96, 171 comments.......................................................................... choosing printers...........................................................28 on changes................................................................410 circles........................................................
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Index Euro converter..........................................................211D PostScript,UNIX..............................................294, 397 dashes................................................................................ copies................................................................................ AutoCorrect function.............................................v, 65 printing...............................................................28, 294 data...............................
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Index dBase.......240, 246, 247, 248, 365, 366, 378, 379, 380, defaults.............................................................................. 381 fonts............................................................................64 default filters....................................243, 244, 248, 377 number formats........................................................223 Designing Labels................................................xi, 178 options.....
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Index direct formatting............................................................... applying......................................................................76 resetting......................................................................73 copying a slide.........................................................286 copying text....................................................xxiii, 406 from Gallery to draw objects...................................159 styles.....................................
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Index T tree.................................................................................... bark..........................................................................121 replacement.............................................................214 type.........................................................................7, 237 OpenOffice.org User Guide for 2.
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Index Public Documentation License, Version 1.0 1.0 DEFINITIONS. 2.1 Initial Writer Grant. 1.1. "Commercial Use" means distribution or otherwise making the Documentation available to a third party.
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Public Documentation License, Version 1.0 All Documentation to which You contribute must identify the changes You made to create that Documentation and the date of any change. You must include a prominent statement that the Modification is derived, directly or indirectly, from Original Documentation provided by the Initial Writer and include the name of the Initial Writer in the Documentation or via an electronic link that describes the origin or ownership of the Documentation.
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Public Documentation License, Version 1.0 This License represents the complete agreement concerning the subject matter hereof. If any provision of this License is held to be unenforceable, such provision shall be reformed only to the extent necessary to make it enforceable. This License shall be governed by California law, excluding its conflict-of-law provisions.