OpenOffice.org 3 Writer Guide This PDF is designed to be read onscreen, two pages at a time. If you want to print a copy, your PDF viewer should have an option for printing two pages on one sheet of paper, but you may need to start with page 2 to get it to print facing pages correctly. (Print this cover page separately.) Alternatively, you can download a free PDF of the printed edition or buy a low-cost printed copy from http://stores.lulu.com/opendocument. You can also download an editable (.
Copyright This document is Copyright © 2005–2008 by its contributors as listed in the section titled Authors. You may distribute it and/or modify it under the terms of either the GNU General Public License, version 3 or later, or the Creative Commons Attribution License, version 3.0 or later. All trademarks within this guide belong to their legitimate owners. Authors Magnus Adielsson Bruce Byfield Dick Detwiler Martin Fox Tara Hess Lou Iorio Stefan A.
Contents Chapter 1 Introducing Writer.....................................................................9 What is Writer?.................................................................................10 Starting Writer..................................................................................10 The Writer interface..........................................................................14 Changing document views................................................................
Checking spelling..............................................................................89 Using language tools........................................................................90 Using the thesaurus..........................................................................92 Hyphenating words...........................................................................92 Using AutoCorrect............................................................................94 Using word completion...........
Exporting to PDF............................................................................172 Exporting to other formats.............................................................179 E-mailing Writer documents...........................................................179 Digital signing of documents..........................................................182 Chapter 6 Introduction to Styles.............................................................184 What are styles?.................................
Chapter 9 Working with Tables...............................................................297 Introduction....................................................................................298 Creating a table..............................................................................298 Formatting the table layout............................................................302 Formatting the table text................................................................
Chapter 13 Working with Master Documents...........................................412 Why use a master document?.........................................................413 Styles and master documents.........................................................413 Using the Navigator........................................................................414 Creating a master document...........................................................415 Recommended method for creating master documents..................
Chapter 16 Math Objects..........................................................................490 What is Math?.................................................................................491 Entering a formula..........................................................................492 Customizations................................................................................497 Formula layout................................................................................500 Common problem areas.
1 Chapter Introducing Writer
What is Writer? Writer is the word processor component of OpenOffice.org (OOo).
Starting from the system menu The most common way to start Writer is by using the system menu, the standard menu from which most applications are started. On Windows, it is called the Start menu. On GNOME, it is called the Applications menu. On KDE, it is identified by the KDE logo. On Mac OS X, it is the Applications menu. When OpenOffice.org was installed on your computer, in most cases a menu entry for each component was added to your system menu. (If you are using a Mac, see note below.
Using the Quickstarter under Windows The Quickstarter is an icon that is placed in the Windows system tray during system startup. It indicates that OpenOffice.org has been loaded and is ready to use. (The Quickstarter loads library *.DLL files required by OOo, thus shortening the startup time for OOo components by about half.) If the Quickstarter is disabled, see “Reactivating the Quickstarter” on page 13 if you want to enable it.
Reactivating the Quickstarter If the Quickstarter has been disabled, you can reactivate it by selecting the Load OpenOffice.org during system start-up option in Tools > Options > OpenOffice.org > Memory. Using the Quickstarter under Linux Some installations of OpenOffice.org under Linux have a Quickstarter that looks and acts like the one described above for Windows (the option on the Memory page is labeled Enable systray quickstarter).
Option Description -help Get a complete list of options. -nologo Do not show the startup screen. -show Start presentation immediately. -view Open documents in viewer (read-only) mode. -minimized Start OOo minimized. -norestore Suppress restart/restore after fatal errors. -invisible No startup screen, no default document and no UI. This is useful for third-party applications that use functionality provided by OOo.
Menus The Menu bar is located across the top of the Writer window, just below the Title bar. When you choose one of the menus, a submenu drops down to show commands. • File contains commands that apply to the entire document such as Open, Save, and Export as PDF. • Edit contains commands for editing the document such as Undo and Find & Replace. • View contains commands for controlling the display of the document such as Zoom and Web Layout.
Displaying or hiding toolbars To display or hide toolbars, choose View > Toolbars, then click on the name of a toolbar in the list. An active toolbar shows a check mark beside its name. Tear-off toolbars are not listed in the View menu. Submenus and tear-off toolbars Toolbar icons with a small triangle to the right will display submenus, tear-off toolbars, and other ways of selecting things, depending on the icon. Figure 3 shows the Paste submenu. Figure 4 shows a tear-off toolbar from the Drawing toolbar.
Moving toolbars To move a docked toolbar, place the mouse pointer over the toolbar handle, hold down the left mouse button, drag the toolbar to the new location, and then release the mouse button (Figure 5). To move a floating toolbar, click on its title bar and drag it to a new location (Figure 6).
To dock a window, do one of the following: • Click on the title bar of the floating window and drag it to the side until you see the outline of a box appear in the main window (see Figure 7) and then release the window. This method depends on your system’s window manager settings, so it may not work for you. • Hold down the Control key and double-click on a vacant part of the floating window to dock it in its last position. If that does not work, try double-clicking without using the Control key.
Right-click (context) menus You can quickly access many menu functions by right-clicking on a paragraph, graphic, or other object. A context menu will pop up. Often the context menu is the fastest and easiest way to reach a function. If you’re not sure where in the menus or toolbars a function is located, you can often find it by right-clicking. Rulers To show or hide rulers, choose View > Ruler. To enable the vertical ruler, choose Tools > Options > OpenOffice.org Writer > View and select Vertical ruler.
Page style Shows the style of the current page. To change the page style, rightclick on this field. A list of page styles pops up; choose a different style by clicking on it. To edit the page style, double-click on this field. The Page Style dialog box opens. Language Shows the language for the selected text. Click to open a menu where you can choose another language for the selected text or for the paragraph where the cursor is located.
View layout Click the appropriate icon to change between single page, side-byside, and book layout views (Figure 10). You can edit the document in any view. Figure 10. View layouts: single, side-by-side, book Zoom To change the view magnification, drag the Zoom slider or click on the + and – signs. You can also right-click on the zoom level percentage to select a magnification value. Zoom interacts with the selected view layout to determine how many pages are visible in the document window.
You can also choose View > Zoom from the menu bar to display the Zoom & View Layout dialog box (see Figure 11), where you can set the same options as on the Status bar. In Web Layout view, most of the choices are not available. Figure 11.
Figure 12. The Navigator Table 1: Function of icons in the Navigator Not active in ordinary documents. In a master document, switches between the master document file and its subdocuments. Opens the Navigation toolbar (see page 24). Jumps to the previous or next item in the document. To select the category of items, see “Using the Navigation toolbar“ on page 24. Jumps to the page number in the box. Type the page number or select it using the up and down arrows. Drag Mode. Select hyperlink, link, or copy.
Moving quickly through a document The Navigator provides several convenient ways to move around a document and find items in it: • To jump to a specific page in the document, type its page number in the box at the top of the Navigator. • When a category is showing the list of objects in it, double-click on an object to jump directly to that object’s location in the document. To see the content in only one category, highlight that category and click the Content View icon.
Figure 14: Navigation toolbar The Navigation toolbar (Figure 14) shows icons for all the object types shown in the Navigator, plus some extras (for example, the results of a Find command). Click an icon to select that object type. Now all the Previous and Next icons (in the Navigator itself, in the Navigation Toolbar, and on the scroll bar) will jump to the next object of the selected type. This is particularly helpful for finding items like index entries, which can be difficult to see in the text.
To increase the outline level of only the selected heading, but not its associated subheadings, hold down Control, and then click the icon. Figure 15. Reorganizing with the Navigator Note Users of MS Office Word will note the similarity between this functionality and Word's Outline View. Setting reminders One of the little known features of Writer which you may find quite useful is the possibility of jumping between reminders.
Insert As Copy Inserts a copy of the selected item where you drag and drop in the current document. You cannot drag and drop copies of graphics, OLE objects, or indexes. Starting a new document Creating a blank document You can create a new, blank document in Writer in several ways. When OOo is open but no document is open (for example, if you close all the open documents but leave the program running), a Welcome screen is shown.
Once you do have templates on your system, you can create new documents based on them by using File > New > Templates and Documents. This opens a window where you can choose the template you want to use for your document. The example shown in Figure 16 uses a template called “Book” in the My Templates folder. Select it, then click the Open button. A new document is created based on the formats defined in the template. Figure 16.
In the Open dialog box, you can reduce the list of files by selecting the type of file you are looking for. For example, if you choose Text documents as the file type, you will only see documents Writer can open (including *.odt, *.doc, *.txt). This method opens Word (*.doc) files, as well as OOo files and other formats. You can also open an existing OOo Writer document using the same methods you would use to open any document in your operating system.
saved password protected. If the passwords do not match, you receive the prompt to enter the password again. Note Passwords must contain a minimum of 5 characters. Until you have entered 5 characters, the OK button remains inactive. Saving a document automatically You can choose to have Writer save your document automatically at regular intervals. Automatic saving, like manual saving, overwrites the last saved state of the file.
Figure 17. Saving a file in Microsoft Word format Getting help Writer provides several forms of help. In addition to a full Help file (reached by pressing F1 or choosing Help > OpenOffice.org Help from the menu bar), you can choose whether to activate tooltips, extended tips, and the Help Agent from Tools > Options > OpenOffice.org > General. Placing the mouse pointer over any of the icons displays a small box, called a tooltip. It gives a brief explanation of the icon’s function.
If more than one OOo window is open, each window looks like the sample shown on the left in Figure 18. Closing this window leaves the other OOo windows open. If only one OOo window is open, it looks like the sample shown on the right in Figure 18. Notice the small black X below the larger X in the red box. Clicking the small black X closes the document but leaves OOo open. Clicking the larger X closes OOo completely. Figure 18.
2 Chapter Setting up Writer Choosing options to suit the way you work
Choosing options that affect all of OOo This section covers some of the settings that apply to all the components of OOo and are particularly important when using Writer. Other general options are discussed in Chapter 2 (Setting Up OpenOffice.org) in the Getting Started guide. Click Tools > Options. The list in the left-hand box varies depending on which component of OOo is open. The illustrations in this chapter show the list as it appears when the category OpenOffice.org or OpenOffice.
Figure 20. Filling in user data General options In the Options dialog box, click OpenOffice.org > General. The options available on this page are described below. Figure 21. Setting general options for OpenOffice.org Help - Tips When Help: Tips are active, one or two words will appear when you hold the cursor over an icon or field on the main OOo window, without clicking.
Help Agent To turn off the Help Agent (similar to Microsoft’s Office Assistant), deselect this option. To restore the default Help Agent behavior, click Reset Help Agent. Help formatting High contrast is an operating system setting that changes the system color scheme to improve readability. To display Help in high contrast (if your computer’s operating system supports this), choose one of the high-contrast style sheets from the pull-down list.
View options The choices of View options affect the way the document window looks and behaves. In the Options dialog box, click OpenOffice.org > View. On the page displayed, set the options to suit your personal preferences. Some of them are described below. Figure 22: Choosing View options for OpenOffice.org applications User Interface – Scaling If the text in the help files or on the menus of the OOo user interface is too small or too large, you can change it by specifying a scaling factor.
User Interface – Use system font for user interface If you prefer to use the system font (the default font for your computer and operating system) instead of the font provided by OOo for the user interface, select this option. User interface – Screen font antialiasing (Not available in Windows.) Select this option to smooth the screen appearance of text. Enter the smallest font size to apply antialiasing.
and shades by varying the pattern of color pixels. Varying the patterns of black and white dots, for instance, produces different shades of gray. Note Internally, 3-D graphics are always created with 16 million colors (24-bit color depth) and dithering can be used to compensate when fewer actual colors are available. Without dithering, several bits of color information would be omitted, leading to significantly reduced image quality.
Print options Set the print options to suit your default printer and your most common printing method. In the Options dialog box, click OpenOffice.org > Print. The print-related options are shown in Figure 24. Look at the Printer warnings section near the bottom. Here you can choose whether to be warned if the paper size or orientation specified in your document does not match the paper size or orientation available for your printer.
Path options You can change the location of files associated with, or used by, OpenOffice.org to suit your working situation. In a Windows system, for example, you might want to store documents by default somewhere other than My Documents. In the Options dialog, click OpenOffice.org > Paths. To make changes, select an item in the list shown in Figure 25 and click Edit. On the Select Paths dialog (not shown), add or delete folders as required, and then click OK to return to the Options dialog.
Color options On the OpenOffice.org – Colors page (Figure 26), you can specify colors to use in OOo documents. You can select a color from a color table, edit an existing color, or define new colors. These colors will then be available in color selection palettes in OOo. Figure 26. Defining colors to use in color palettes in OOo Font options You can define replacements for any fonts that might appear in your documents.
5) In the bottom section of the page, you can change the typeface and size of the font used to display source code such as HTML and Basic (in macros). Figure 27. Defining a font to be substituted for another font Security options Use the OpenOffice.org – Security page (Figure 28) to choose security options for saving documents and for opening documents that contain macros. Figure 28.
Security Options and warnings If you record changes, save multiple versions, or include hidden information or notes in your documents, and you do not want some of the recipients to see that information, you can set warnings to remind you to remove this information, or you can have OOo remove some information automatically. Note that (unless removed) much of this information is retained in a file whether the file is in OpenOffice.
Macro security Click the Macro Security button to open the Macro Security dialog, where you can adjust the security level for executing macros and specify trusted sources. File sharing options for this document Select the Open this document in read-only mode option to restrict this document to be opened in read-only mode only. This option protects the document against accidental changes. It is still possible to edit a copy of the document and save that copy with the same name as the original.
• To show or hide items such as text boundaries, select or deselect the items. • To change the default colors for items, click the down-arrow in the Color setting column by the name of the item and select a color from the pop-up box. • To save your color changes as a color scheme, type a name in the Scheme box and click Save. Choosing options for loading and saving documents You can set the Load/Save options to suit the way you work. If the Options dialog is not already open, click Tools > Options.
Figure 32. Choosing Load and Save options Load printer settings with the document If this option is not selected, the printer settings that are stored with the document are ignored when you print it using the Print File Directly icon. The default printer in your system will be used instead. Edit document properties before saving If you select this option, the Document Properties dialog pops up to prompt you to enter relevant information the first time you save a new document (or whenever you use Save As).
When a file saved in ODF 1.2 is opened in an earlier version of OpenOffice.org (using ODF 1.0/1.1), some of the advanced features may be lost. Two notable examples are cross-references to headings and the formatting of numbered lists. If you plan to share documents with people who are still using older versions of OpenOffice.org, it is recommended that you save the document using ODF version 1.0/1.1. Size optimization for ODF format. OpenOffice.org documents are XML files.
the StarBasic IDE you will notice that it is all commented), with this option the code is ready to be executed. Microsoft Office Load/Save options On the Load/Save – Microsoft Office page (Figure 34), you can choose what to do when importing and exporting Microsoft Office OLE objects (linked or embedded objects or documents such as spreadsheets or equations). Select the [L] check boxes to convert Microsoft OLE objects into the corresponding OpenOffice.
Figure 35. Choosing HTML compatibility options Font sizes Use these fields to define the respective font sizes for the HTML to tags, if they are used in the HTML pages. (Many pages no longer use these tags.) Import - Use 'English (USA)' locale for numbers When importing numbers from an HTML page, the decimal and thousands separator characters differ according to the locale of the HTML page. The clipboard, however, contains no information about the locale.
Export - OpenOffice.org Basic Select this option to include OOo Basic macros (scripts) when exporting to HTML format. You must activate this option before you create the OpenOffice.org Basic macro; otherwise the script will not be inserted. OpenOffice.org Basic macros must be located in the header of the HTML document. Once you have created the macro in the OpenOffice.org Basic IDE, it appears in the source text of the HTML document in the header.
Figure 36: OpenOffice.org Writer options General options Choose OpenOffice.org Writer > General on the Options dialog box to display the page shown in Figure 37. The choices on this page affect the updating of links and fields, the units used for rulers and other measurements, and the default tab stop positions. Update links when loading Depending on your work patterns, you may not want links to be updated when you load a document.
Settings – Tab stops The Tab stops setting specifies the distance the cursor travels for each press of the Tab key. This setting is also used for the indent distance applied by the Increase Indent and Decrease Indent buttons on the Formatting Bar, which affect the indentation of entire paragraphs. View options Two pages of options set the defaults for viewing Writer documents: View (described here) and Formatting Aids (described in the next section). If the items on the OpenOffice.
Figure 39. Choosing Formatting Aids options Note Direct cursor lets you enter text, images, tables, frames, and other objects in any blank area in your document. OOo inserts blank paragraphs and tabs to position the text or objects. This feature is incompatible with rigorous use of styles and can lead to many formatting oddities, so it should be avoided by professional writers.
Default fonts The default fonts specified on the OpenOffice.org Writer – Basic Fonts (Western) page apply to both Writer documents and HTML (Web) documents. • If you want to change the defaults, do so on the OpenOffice.org Writer – Basic Fonts (Western) page (Figure 41). You can, of course, choose other fonts for use in specific documents, either by applying direct formatting or by defining and applying styles in those documents.
Print options On the OpenOffice.org Writer – Print page (Figure 42), you can choose which items are printed with the document by default. These options are in addition to those on the OpenOffice.org – Print page (Figure 24). Some considerations: • When you are working on drafts and you want to save printer ink or toner, you might want to deselect some of the items in the Contents section.
Default table options On the OpenOffice.org Writer – Table page (Figure 43), you can specify the default table behavior. Figure 43. Choosing default Table options Some considerations: • If most of your tables will require borders or headings, select those options. If most of your tables are used for page layout, deselect borders and headings.
changes are marked, and whether and how change bars are marked in the margins. Figure 44. Choosing options for tracking changes Compatibility options Do you need to import Microsoft Word documents into OOo Writer? If so, you might want to select some or all of the settings on the OpenOffice.org Writer – Compatibility page (Figure 45). If you are not sure about the effects of these settings, leave them as the defaults provided by OOo. For information about the settings not described below, see the Help.
Use printer metrics for document formatting If this option is selected, the printer specified for the document determines how the document is formatted for viewing on screen. The line breaks and paragraph breaks you see on screen match those that apply when the document is printed on that printer.
Note You may not always want captions for every table, for example, if you use tables for layout as well as for tables of data. You can always add captions to individual tables, graphics, or other objects (right-click > Caption). If you do want automatic captions on one or more object types: 1) Choose OpenOffice.org Writer > AutoCaption on the Options dialog box. 2) On the OpenOffice.
Mail Merge E-mail options You can produce form letters using Writer and then use the mail merge function to personalize those letters and send them to a number of addresses taken from a data source, such as an address book. Mail merged documents can be printed and mailed, or sent by e-mail. Use the Options – OpenOffice.org Writer – Mail Merge E-mail page (Figure 47) to set up the user and server information for sending form letters by e-mail.
Note Many of the options available under Options – OpenOffice.org Writer/Web are identical to the settings under Options – OpenOffice.org Writer but will only affect HTML documents opened in Writer. The previous sections contain detailed discussion on these options.
If you want the language (dictionary) setting to apply to the current document only, instead of being the default for all new documents, select For the current document only. If necessary, select the options to enable support for Asian languages (Chinese, Japanese, Korean) and support for CTL (complex text layout) languages such as Hindi, Thai, Hebrew, and Arabic.
Choose spelling options To choose the options for checking spelling, click Language Settings > Writing Aids. In the Options section of the page (Figure 51), choose the settings that are useful for you. Some considerations: • If you do not want spelling checked while you type, deselect Check spelling as you type and select Do not mark errors. (To find the second item, scroll down in the Options list.
Controlling Writer’s AutoCorrect functions Some people find some or all of the items in Writer’s AutoCorrect feature annoying because they change what you type when you don’t want it changed. Many people find some of the AutoCorrect functions quite helpful; if you do, then select the relevant options. But if you find unexplained changes appearing in your document, this is a good place to look to find the cause. To open the AutoCorrect dialog box, click Tools > AutoCorrect/AutoFormat.
3 Chapter Working with Text
Introduction This chapter covers the basics of working with text in Writer, the wordprocessing component of OpenOffice.org (OOo). It assumes that you are familiar with the use of a mouse and keyboard and that you have read about Writer’s menus and toolbars and other topics covered in Chapter 1 (Introducing Writer). We recommend that you also follow the suggestions in Chapter 2 (Setting up Writer) about displaying formatting aids, such as end-ofparagraph marks, and selecting other setup options.
Now you can work with the selected text (copy it, delete it, change the style, or whatever). Note Macintosh users: substitute the Command key when instructions in this chapter say to use the Control key. To select nonconsecutive items using the keyboard: 1) Select the first piece of text. (For more information about keyboard selection of text, see the topic “Navigating and Selecting with the Keyboard” in the OpenOffice.org Help (F1).) 2) Press Shift+F8. This puts Writer in “ADD” mode.
Figure 54: Selecting a vertical block of text Cutting, copying, and pasting text Cutting and copying text in Writer is similar to cutting and copying text in other applications. You can copy or move text within a document, or between documents, by dragging or by using menu selections, icons, or keyboard shortcuts. You can also copy text from other sources such as Web pages and paste it into a Writer document. To move (cut and paste) selected text using the mouse, drag it to the new location and release it.
The range of choices on the Paste Special menu varies depending upon the origin and formatting of the text (or other object) to be pasted. See Figure 55 for an example with text on the clipboard. Figure 55: Paste Special menu This example includes the formatting option DDE link. DDE is an acronym for Dynamic Data Exchange, a mechanism whereby selected data in document A can be pasted into document B as a linked, ‘live’ copy of the original.
Note In some machines the Control+Alt+arrow key combination is reserved for screen flipping. You have to deactivate or assign different key combination for screen flipping (usually through display / graphics adapter settings in your computer) before using this feature. Finding and replacing text When looking for certain words in a 3000-word essay, it is inefficient to go through every word manually. Writer has a Find and Replace feature that automates the process of searching for text inside a document.
2) To replace the text with different text, type the new text in the Replace with box. 3) You can select various options, such as matching the case, matching whole words only, or doing a search for similar words. (See below for some other choices.) 4) When you have set up your search, click Find. To replace text, click Replace instead. Tip Caution If you click Find All, Writer selects all instances of the search text in the document. Similarly, if you click Replace All button, Writer replaces all matches.
2) Type the search text, including the wildcards, in the Search for box and the replacement text (if any) in the Replace with box. Not all regular expressions work as replacement characters; the line break (\n) is one that does work. 3) Click Find, Find All, Replace, or Replace All (not recommended). Table 2. Examples of search wildcards (regular expressions) Use this expression Examples and comments Any single character . b.d finds bad, bud, bid, and bed.
Find and replace specific formatting A very powerful use of Find & Replace takes advantage of the format option. For example, you might want to replace underlined words with italics. On the Find & Replace dialog box (with More Options displayed, as in Figure 56): 1) To search for text with specific formatting, enter the text in the Search for box. To search for specific formatting only, delete any text in the Search for box. 2) Click Format to display the Text Format (Search) dialog box.
labeled Including Styles.) The Search for and Replace with boxes now contain a list of styles. 2) Select the styles you want to search for and replace. 3) Click Find, Find All, Replace, or Replace All. Inserting special characters A “special” character is one not found on a standard English keyboard. For example, © ¾ æ ç ñ ö ø ¢ are all special characters. To insert a special character: 1) Place the cursor in your document where you want the character to appear.
Inserting non-breaking spaces and hyphens Non-breaking spaces To prevent two words from being separated at the end of a line, press Control+spacebar after the first word. Non-breaking hyphen You can use a non-breaking hyphen in cases where you do not want the hyphen to appear at the end of a line, for example in a number such as 123-4567. To insert a non-breaking hyphen, press Shift+Control+minus sign.
Windows Hold down one of the Alt keys and type on the numeric keypad: 0150 for an en dash or 0151 for an em dash. The dash appears when you release the Alt key. Tip On a keyboard with no numeric keypad, use a Fn (Function) key combination to type the numbers. (The Fn key is usually to the right of the left-hand Ctrl key on the keyboard.) For example, on a US keyboard layout, the combination for an en dash should be Alt+Fn+mjim and for an em dash it should be Alt+Fn+mjij.
1 Open Styles and Formatting Window 2 Apply Style 3 Align Left 4 Centered 5 6 7 8 9 Align Right Justified Line Spacing: 1 Line Spacing: 1.5 Line Spacing: 2 10 11 12 13 14 Numbering On/Off Bullets On/Off Decrease Indent Increase Indent Paragraph format dialog Figure 58: Formatting toolbar, showing icons for paragraph formatting Figure 59 shows examples of the text alignment options.
Figure 61: Options for the last line of a justified paragraph Setting tab stops and indents The default tab stops affect two things: tabs within paragraphs (as shown in Figure 62) and the indentation of entire paragraphs by using the Increase Indent button on the Formatting toolbar.
To set the measurement unit and the spacing of default tab stops, use Tools > Options > OpenOffice.org Writer > General. On this page, make any required changes in the Settings section (Figure 63) and click OK to save. Figure 63: Selecting a measurement unit and default tab stop spacing. You can also set or change the measurement unit of the ruler itself by right-clicking on the ruler to open a list of units, as shown in Figure 64. Click on one of them to change the ruler to that unit.
To change the indentation of one or more selected paragraphs, use the Indents & Spacing page of the Paragraph dialog box. To reach this page, you can either: • Double-click on a part of the ruler that is not between the left and right indent icons, or • Right-click on the paragraph, choose Paragraph from the pop-up menu, and choose the Indents & Spacing page. Similarly, you can change the indentation defined in the paragraph style.
Autoformatting Writer can be set to automatically format parts of a document according to the choices made on the Options page of the AutoCorrect dialog box (Tools > AutoCorrect > Options). See Figure 66. Figure 66: Autoformat choices on the Options page of the AutoCorrect dialog box The Help describes each of these choices and how to activate the autoformats. Some common unwanted or unexpected formatting changes include: • Horizontal lines.
Tip If you notice unexpected formatting changes occurring in your document, this is the first place to look for the cause. To turn autoformatting on or off, go to Format > AutoFormat (Figure 67) and select or deselect the items on the submenu. Figure 67: Turning autoformatting on or off • While Typing automatically formats the document while you type. • If While Typing is deselected, you can select Apply to automatically format the file.
Note It is a matter of personal preference whether you type your information first, then apply Numbering/Bullets or apply these as you type. Using the Bullets and Numbering toolbar You can create a nested list (where one or more list items has a sublist under it, as in an outline) by using the buttons on the Bullets and Numbering toolbar (Figure 68). You can move items up or down the list, create subpoints, and even change the style of bullets.
Tip When creating nested lists one option is to enter all the list paragraphs first and apply the levels afterwards. You can use keyboard shortcuts to move paragraphs up or down the outline levels. Place the cursor at the beginning of the numbered paragraph and press: Tab Down a level Shift+Tab Up a level To insert a tab stop at the beginning of a numbered paragraph (that is, after the number but before the text), press Control+Tab.
Figure 69: Choosing a predefined outline-numbering style Figure 70: Checking the outline numbering for level-1 list items Figure 71: Numbering style for level-2 list items 86 OpenOffice.
Tip With outline numbering you can define different bullet styles for the different levels of a bullet list. Use the Bullets tab of the Bullets and Numbering dialog box (not shown) to select the basic style. Return to the Options tab to customize the bullet for each indent level. Here you can set bullets to any character. See the Graphics tab for more bullets. Using footnotes and endnotes Footnotes appear at the bottom of the page on which they are referenced.
Figure 73: Inserting a footnote directly If you use the Insert Footnote Directly or Insert Endnote Directly icon, the footnote or endnote automatically takes on the attributes previously defined in the Footnote Settings dialog box (Figure 74). You can edit an existing footnote or endnote the same way you edit any other text. To delete a footnote or endnote, delete the footnote marker.
To define the characteristics of the character styles Footnote anchor, Footnote characters, and so on, see Chapter 7 (Working with Styles). Checking spelling Writer provides a spelling checker, which can be used in two ways. AutoSpellcheck checks each word as it is typed and displays a wavy red line under any misspelled words. Once the word is corrected, the red wavy line disappears. To perform a separate spelling check on the document (or a text selection) click the Spelling and Grammar button.
• The Options dialog box of the Spelling tool has a number of different options such as whether to check uppercase words and words with numbers. Here you can also manage custom dictionaries, that is, add or delete dictionaries and add or delete words in a dictionary. Using language tools OOo provides some tools that make your work easier if you mix multiple languages within the same document or write documents in various languages.
The following options are available: • For selection: select this option to apply a specified language to the selected text (the selection can comprise only a few characters or several paragraphs). • For paragraph: select this option to apply the specified language to the paragraph where the cursor is located. • For all text: select this option to apply the specified language to all the document.
Using the thesaurus The thesaurus offers alternative words and phrases. Select the word or phrase you want to find alternatives for and select Tools > Language > Thesaurus or press Control+F7. Click on a meaning to show alternative words and phrases for that meaning of the word. For example, when given the word “house”, the thesaurus offers several meanings, including “dwelling”, “legislature”, and “sign of the zodiac”.
2) On the Paragraph Styles page of the Styles and Formatting window, right-click on Default and select Modify. 3) On the Paragraph Style dialog box, select the Text Flow tab (Figure 80). 4) Under Hyphenation, select or deselect the Automatically option. 5) Click OK to save. Figure 80: Turning on automatic hyphenation Note Turning on hyphenation for the Default paragraph style affects all other paragraph styles that are based on Default.
Hyphenate without inquiry specifies that you will never be asked to manually hyphenate words that the hyphenation dictionary does not recognize. If this box is not selected, when a word is not recognized, a dialog box will open where you can manually enter hyphens. Hyphenate special regions specifies that hyphenation will also be carried out in footnotes, headers, and footers.
Using word completion If Word Completion is enabled, Writer tries to guess which word you are typing and offers to complete this word for you. To accept the suggestion, press Enter. Otherwise, continue typing. Tip Many people prefer not to use Word Completion. If you do not want to use it, select Tools > AutoCorrect > Word Completion and deselect Enable word completion. You can customize word completion from the Tools > AutoCorrect > Word Completion page (Figure 82).
Note Automatic word completion only occurs after you type a word for the second time in a document. Using AutoText AutoText allows you to assign text, tables, graphics, and other items to a key combination. For example, rather than typing “Senior Management”, you just have to type “sm” and press F3. Or you can save a formatted Tip (like the one on this page) as AutoText and then insert a copy by typing “tip” and pressing F3. To assign some text to an AutoText shortcut: 1) Type the text into your document.
Figure 83: Line numbering example You can choose how many lines are numbered (for example, every line or every tenth line), the numbering type and whether numbers restart on each page. In addition, a text separator (any text you choose) can be set on a different numbering scheme (one every 12 lines, for example).
Click the small triangle to the right of the Undo icon to get a list of all the changes that can be undone (Figure 86). You can select multiple changes and undo them at the same time. Figure 86: List of actions that can be undone After changes have been undone, Redo becomes active. To redo a change, select Edit > Redo, or press Control+Y or click on the Redo icon . As with Undo, click on the triangle to the right of the arrow to get a list of the changes that can be reapplied.
Tip Not all changes are recorded. For example, changing a tab stop from align left to align right and changes in formulas (equations) or linked graphics are not recorded. Preparing a document for review When you send a document to someone else to review or edit, you may want to prepare it first so that the editor or reviewer does not have to remember to turn on the revision marks.
Figure 87: Inserting a comment during change recording To move from one marked change to the next, use the arrow buttons. If no comment has been recorded for a change, the Text field is blank. Tip See also “Inserting notes” on page 102 for a way to annotate text that is not associated with a recorded change. 3) To stop recording changes, click Edit > Changes > Record again. Accepting or rejecting changes and comments 1) Click Edit > Changes > Accept or Reject.
Figure 88: The List tab of the Accept or Reject Changes dialog box To show only the changes of certain people or only the changes on specific days or various other restrictions, use the Filter page (Figure 89) on the Accept or Reject Changes dialog box. After specifying the filter criteria, return to the List page to see those changes that meet your criteria.
Merging modified documents The processes discussed to this point are effective when you have one reviewer at a time. Sometimes, however, multiple reviewers all return edited versions of a document at the same time. In this case, it may be quicker to review all of these changes at once, rather than one review at a time. For this purpose, you can merge documents in Writer. To merge documents, all of the edited documents need to have recorded changes in them. 1) Open one copy.
identified by small yellow marks and somewhat difficult to read, notes are now displayed at the side of the page and color-coded according to the user who created them. To insert a note in the text, place the cursor in the place the note refers to and select Insert > Note or press Ctrl + Alt + N. The anchor point of the note is connected by a dotted line to a box on the righthand side of the page where you can type the text of the note.
You can also navigate the notes using the keyboard. Use Ctrl+Alt+Page Down to move to the next note and Ctrl+Alt+Page Up to move to the previous note.
6) Drag the item to where you want to insert the hyperlink in the document. The name of the item is inserted in the document as an active hyperlink. Using cross-references To ensure that references update if you reword a heading, caption, or other linked item, use automatic cross-references. See “Using automatic cross-references” in Chapter 14 (Working with Fields) for details. Using bookmarks Bookmarks are listed in the Navigator and can be accessed directly from there with a single mouse click.
Standard toolbar or select Insert > Hyperlink from the menu bar. To turn existing text into a link, highlight it before opening the Hyperlink dialog. Figure 91. Hyperlink dialog showing details for Internet links On the left hand side, select one of the four types of hyperlink: • Internet: a web address, normally starting with http:// • Mail & News: for example an email address. • Document: the hyperlink points to another document or to another place in the presentation.
For a New Document type hyperlink, specify whether to edit the newly created document immediately or just create it (Edit later) and the type of document to create (text, spreadsheet, etc.). For a presentation, Edit now is the more likely choice. The Select path button opens a directory picker. The Further settings section in the bottom right part of the dialog is common to all the hyperlink types, although some choices are more relevant to some types of links.
Switching between insert and overwrite mode With the keyboard, press Insert to toggle between overwrite mode and insert mode. In insert mode, any text after the cursor position moves forward to make room for the text you type; in overwrite mode, text after the cursor position is replaced by the text you type. The current mode is displayed on the Status Bar. With the mouse, click in the area on the Status Bar that indicates the current mode in order to switch to the other mode.
4 Chapter Formatting Pages Using Page Styles, Tables, Frames, Columns, and Sections
Introduction Writer provides several ways for you to control page layouts: • Page styles • Columns • Frames • Tables • Sections This chapter describes these methods and some associated things: • Headers and footers • Numbering pages • Changing page margins Tip Page layout is usually easier if you select the options to show text, object, table, and section boundaries in Tools > Options > OpenOffice.
Use page styles (with two columns) for an index or other document with two columns of text where the text continues from the left-hand column to the right-hand column and then to the next page, all in sequence (also known as snaking columns of text). If the title of the document (on the first page) is fullpage width, put it in a singlecolumn section.
Setting up basic page layout using styles In Writer, page styles define the basic layout of all pages, including page size, margins, the placement of headers and footers, borders and backgrounds, number of columns, and so on. Writer comes with several page styles, which you can build on or modify, and you can define new (custom) page styles. You can have one or many page styles in a single document. Note All pages in a Writer document are based on styles.
Figure 92: Inserting a manual page break Defining a different first page for a document Many documents, such as letters and reports, have a first page that is different from the other pages in the document. For example, the first page of a letterhead typically has a different header, as shown in Figure 93, or the first page of a report might have no header or footer, while the other pages do.
Figure 94: Flow of page styles To set up this sequence: 1) Open the Styles and Formatting window. (Do one of the following: click the Styles and Formatting icon located at the left-hand end of the object bar, choose Format > Styles and Formatting, or press F11.) 2) On the Styles and Formatting window, click on the Page Styles icon (fourth from the left) to display a list of page styles. 3) Right-click on First Page and select Modify from the pop-up menu.
6) Click OK to save the changes. Note You can override the Next Style property by manually inserting a page break and specifying a page style or by starting a page with a paragraph or table that has its own page style property defined. These techniques are described in “Inserting a landscape page into a portrait document” on page 116. Changing page orientation within a document A document can contain pages in more than one orientation.
5) Change the margins so that they correspond with the margins of the portrait page. That is, the portrait top margin becomes the landscape left margin, and so on. 6) Click OK to save the changes. Figure 97: Setting orientation and margins for a landscape page Inserting a landscape page into a portrait document Now that you have defined the Landscape page style, here is how to apply it. 1) Position the cursor in the paragraph or table at the start of the page that is to be set to landscape.
Figure 98: Specifying a page break before a paragraph Figure 99: Specifying a page break before a table Tip If you need the headers or footers on the landscape pages to be in portrait orientation, see “Portrait headers on landscape pages” on page 144. Changing page margins You can change page margins in two ways: • Using the page rulers—quick and easy, but does not have fine control. • Using the Page Style dialog box—can specify margins to two (fractional) decimal places.
To change margins using the rulers: 1) The shaded sections of the rulers are the margins (see Figure 100). Put the mouse cursor over the line between the gray and white sections. The pointer turns into a double-headed arrow. 2) Hold down the left mouse button and drag the mouse to move the margin. Tip The small arrows on the ruler are used for indenting paragraphs. They are often in the same place as the page margins, so you need to be careful to move the margin marker, not the arrows.
(described in “Using sections for page layout” starting on page 132) for pages or parts of pages with different numbers of columns. To define the number of columns on a page: 1) Choose Format > Columns or go to the Columns page of the Page Style dialog box. 2) On the Columns dialog box (Figure 101), choose the number of columns and specify any spacing between the columns and whether you want a vertical separator line to appear between the columns.
Specifying the number of columns If you prefer to create a customized column layout, you must specify the number of columns that you want. Enter the desired number in the Columns box in the Settings area. Formatting column width and spacing To create evenly-spaced columns that are all the same width, select the AutoWidth option in the Width and spacing area. To customize the width and spacing of the columns, follow these steps: 1) In the Width and spacing area, deselect the AutoWidth option.
Changing the number of columns for existing text You might want some parts of a page to have one column and other parts of the page to have two or more columns. For example, you might have a page-width headline over a three-column news story. You can create columns and then type or paste text into them, or you can select some existing text and change the number of columns for displaying it.
Distributing text across columns As you add text to the section, you will see that the text flows from one column to the next. You can distribute text across the columns in one of two ways: • Evenly—If you choose to distribute text evenly, Writer will fill the first line of each column, followed by the second line of each column, and so on. • Newspaper-style—If you choose to distribute text newspaperstyle, Writer will fill the columns one at a time, beginning with the first column.
frames looks reasonably good in most cases but is rarely the best choice. One of the most visually effective ways to position a frame is to align its left margin with that of the paragraph above it. To achieve this effect, insert the frame in a blank paragraph of the same style as the paragraph above. Then, select Insert > Frame > Type > Position > Horizontal > From Left to position the frame exactly where you want it. You also should think about the type of wrap and the spacing between the frame and text.
Figure 103: Using an icon on the Insert toolbar to create a frame When you release the mouse button, a box appears where the cursor is located in the document. This box represents the frame: an area isolated from the main document. To add content to a frame, first deselect the frame by clicking somewhere else on the page. Then, click inside the frame so that the cursor shifts its focus there. Now add content just like you would on the main page. When you are done, deselect the frame.
These resizing actions distort the proportions of the frame. Holding down the Shift key while dragging one of the handles makes the frame keep the same proportions. You can open the Frame dialog box (Figure 104) at any time by selecting the frame, right-clicking, and choosing Frame from the popup menu. Figure 104: Frame dialog box To remove the default border on a newly created frame, open the Frame dialog box, go to the Borders page, and under Line Style, select None.
Figure 105: Removing the border from a frame Anchoring a frame Using the Frame dialog box (or by right-clicking and pointing to Anchor), you can anchor a frame to a page, paragraph, or character, or you can anchor it as a character. To Page The frame keeps the same position in relation to the page margins. It does not move as you add or delete text. This method is useful when the frame does not need to be visually associated with a particular piece of text.
a sentence. It is also the best method for anchoring a graphic to an empty paragraph so it does not move around the page in unexpected ways. Linking frames You can link several frames to each other even when they are on different pages of a document. The contents will automatically flow from one to the next. This technique is very useful when designing newsletters, where articles may need to be continued on a different page. To link one frame to another: 1) Select the frame to be linked from.
Figure 107: Options page of the Frame dialog box On the Hyperlink page (Figure 108), you can specify the file for the hyperlink to open. This file can be on your machine, a network, or the Internet. Figure 108: Hyperlink page of the Frame dialog box The Wrap, Borders, Background, Columns, and Macro pages of the Frame dialog box are the same as those for frame styles. Refer to the Chapter 7 (Working with Styles) for details. 128 OpenOffice.
Using tables for page layout Writer’s tables can serve several purposes, such as holding data as you might see it in a spreadsheet, lining up material, and creating more complex page layouts. For information about using tables of data, see Chapter 9 (Working with Tables). This topic describes how to achieve some common layouts by using tables. Example: Creating sideheads using tables Sideheads and marginal notes are commonly used in documents from resumes to computer user guides.
Figure 110: Defining a two-column borderless table with no header 3) Position the cursor over the central dividing line in the table. The cursor turns into a double-headed arrow. Left-click and drag to resize the columns. Alternatively, right-click and choose Table from the pop-up menu; on the Columns page (Figure 111), make the columns the required width. Figure 111: Defining a two-column table to line up with text offset at 1.
Figure 112: Defining the space above and below a table Tip To check the top and bottom spacing for ordinary paragraphs: Position the cursor in a paragraph and press F11 (unless the Styles and Formatting window is already open). Check that the Styles and Formatting window shows paragraph styles (top left button). The current style should be highlighted. If no paragraph style is highlighted, select All Styles in the bottom drop-down list. Right-click on it and select Modify from the pop-up list.
Tip If you use this table format often, you may want to save it as AutoText, as described in Chapter 3 (Working with Text). Select the table (not just the contents) to assign the shortcut. Using sections for page layout A section is a block of text that has special attributes and formatting.
Using the Section page Use the Section page (Figure 114) to set the attributes of the current section. Figure 114: Inserting a section using the Insert Section dialog box Naming sections Writer automatically enters a name for the current section in the top box of the New section area. To change the name, select it and type over it. The name is displayed in the Sections category of the Navigator window. If you give your sections meaningful names, you can navigate to them more easily.
Figure 115: Linking sections 2) Click the (...) button to the right of the File name field. The Insert dialog box opens. 3) Find and select the document you want to insert and then click the Insert button. The Insert dialog box closes and the name of the selected document appears in the File name field. 4) If you want to insert only a section of the selected document, select the desired section from the Section drop-down list. Note The section must already exist in the selected document.
3) Click OK. The Enter Password dialog box closes. Anyone who tries to edit the section’s attributes or format will be prompted to enter the password. Figure 117: Password-protecting a section Note Passwords must contain at least five characters. The OK button remains inactive until you have typed five characters. Hiding sections You can hide the current section so that it will not be displayed on the screen or printed. You can also specify conditions for hiding the section.
Note Hiding text is not a secure way to stop someone else reading it. It will stop the casual reader but will not prevent someone who actively wants to find out what you have hidden―even if it is password protected. Using the Columns page Use the Columns page of the Insert Section dialog box to format the current section into columns. This page is very similar to the Columns dialog box shown in Figure 102 on page 121. Please refer to that topic for details.
To number the current section’s footnotes separately from the other footnotes in the document, follow these steps: 1) In the Footnotes area, make sure that the Collect at end of text option is selected. 2) Select the Restart numbering option. 3) If you want the section’s footnotes to start at a number other than 1, enter the desired starting number in the Start at spin box.
Figure 121: Numbering footnotes for sections Customizing endnotes If you want the current section’s endnotes to appear at the end of the section rather than at the end of the document, select the Collect at end of section option in the Endnotes area. To number the current section’s endnotes separately from the other endnotes in the document, follow these steps: 1) In the Endnotes area, make sure that the Collect at end of section option is selected. 2) Select the Restart numbering option.
Editing and deleting sections You can edit a section’s attributes and formatting, and you can also delete sections. Selecting a section To select the section that you want to edit or delete, follow these steps: 1) From the main menu, choose Format > Sections. The Edit Sections dialog box (Figure 122) opens. 2) The name of the current section appears in the Section area, in the field above the list box. If you want to edit or delete a different section, click the name of the desired section in the list.
Deleting sections To delete the current section, click the Remove button. Note Writer will not prompt you to confirm the delete! To undo a delete, click the Cancel button. Editing the format of a section To edit the format of the current section, click the Options button. The Options dialog box (Figure 123) opens. The Options dialog box has four tabbed pages: Columns, Indents, Background, and Footnotes/Endnotes. To learn how to use these pages, see: “Using the Columns page” on page 136.
Updating links You can have Writer update linked sections automatically, and you can also update links manually. Updating links automatically The default behavior, whenever you open a document that contains links, is for Writer to prompt you to update the links. To have Writer update links without prompting you or to turn off automatic updating, follow these steps: 1) Choose Tools > Options > OpenOffice.org Writer > General. The dialog box displays general text document settings.
5) To close the Edit Links dialog box, click Close. Figure 125: Edit Links dialog box Creating headers and footers Headers are portions of a document that always appear at the top of a page; footers appear at the bottom of a page. Typically, headers display the title or chapter name of a document. In OOo, headers are specified by page styles; therefore, when inserted, all the pages with the same page style will display the same header.
Figure 126: Inserting headers and footers Depending on which option you choose, an area will appear at the top or bottom of the page (Figure 127). In this area you can enter text and graphics that will appear on every page. Figure 127. A page with a page header Items such as document titles, chapter titles, and page numbers, which often go into headers and footers, are best added as fields. That way, if something changes, the headers and footers are all updated automatically.
4) Select Insert > Fields > Title. The title should appear on a gray background (which does not show when printed and can be turned off). 5) To change the title for the whole document, choose File > Properties > Description. Portrait headers on landscape pages When you define a header and footer on a landscape page, they will be aligned with the long side of the page.
to appear. Measure the width and length of the space the footer will occupy (to match footers on portrait pages). See Figure 128. Figure 128: Measuring the location and size of the footer frame 4) In a blank paragraph in the text, type the footer text or insert fields such as the page number or the chapter number and name —to match the footer text and fields on the portrait pages.
Figure 129: Rotating the footer text 270 degrees counterclockwise 6) With the text still selected, choose Insert > Frame. In the Frame dialog box, choose the Type tab (Figure 130) and enter the width, height, and horizontal and vertical position for the footer. Figure 130: Defining the size and position of the footer frame 7) If your footer has a line above the text, as in this book, on the Borders page (Figure 131), select a right border and specify the line width and spacing to the frame’s contents.
Figure 131: Specifying the border position, line width, and spacing to contents 8) Click OK to save these settings. The footer should now appear in the required position and orientation. Repeat these steps (using appropriate measurements) to set up a portrait header on the landscape page. Numbering pages This section describes techniques to insert page numbers and related information in a document.
Note For a full introduction to fields, see Chapter 14 (Working with Fields). Preliminaries: Inserting a header For the purpose of this example, we will insert a header in the Default page style pages using manual formatting. Select from the main menu Insert > Header > Default (see Figure 126). At this point you should see the (empty) header on the current page, as in Figure 127. Formatting the header In OpenOffice.
Combining header text and page number There are a lot of interesting variations that you can apply without further knowledge of page styles. Here are some suggestions: • Right-align the header to make the page number appear on the top-right. • Add (type) the word page so the header reads page 1, page 2, and so on. This also requires using the Page Number field, discussed earlier (page 147).
On the Page page of the Page Style dialog box, in the Layout settings section (Figure 134), select i, ii, iii, ... from the Format drop-down list. Figure 134: Changing format of page numbers Numbering the first page something other than 1 Sometimes you may want to start a document with a page number greater than 1. For example, you may be writing a book, with each chapter in a separate file. Chapter 1 may start with page 1, but Chapter 2 could begin with page 25 and Chapter 3 with page 51.
6) The Page number field is now active. Type the page number you want to start with. Click OK to close the Paragraph dialog box. Numbering pages by chapter Technical documents often include the chapter number with the page number in the header or footer. For example, 1-1, 1-2, 1-3, ...; 2-1, 2-2, 2-3, ... To set up this type of page numbering in OOo, you need to do three things: 1) Ensure that your chapter titles are all identified by the same paragraph style, for example, the Heading1 style.
c) Type a hyphen or other punctuation between the chapter number and the page number. For more information, see “Choosing paragraph styles for outline levels” and “Including chapter or section information in page headers” in Chapter 7 (Working with Styles). Figure 136: Inserting a chapter number field Restarting page numbering Often you will want to restart the page numbering at 1, for example, on the page following a title page or a table of contents.
4) In the Type drop-down list, select Page. 5) In the Position drop-down list, select Before or After to position where you want to insert the page break. 6) Select With Page Style and specify the page style to use. 7) Specify the page number to start from and then click OK. Method 2: 1) Place the cursor in the first paragraph of the new page. 2) Choose Insert > Manual break. 3) Page break is the default selected on the Insert Break dialog box (Figure 137).
3) Add a header to Preface and insert the Page Number field. Make the page numbers display as Roman numerals (i, ii, iii, iv, …): a) Open the page style window for Preface (if not already open) and click the Header tab. Select Header on under Header. b) Click the Page tab. Under Layout settings, in the Format drop-down list, set the format to i, ii, iii, …. (See Figure 138.) Click OK to close the dialog box. Figure 138. Set page number format to Roman numerals.
Figure 139. Set the new page number to 1 and the page style to Default. Note You cannot assign an odd page number to a left page or an even page number to a right page. OOo strongly adheres to the convention that odd page numbers go on right-hand pages and even page numbers on left-hand pages. This change is also reflected on the status bar. The Page section of the status bar now includes both the total page count and the entry of the page number field (Figure 124). Figure 140.
Solving the page count problem Suppose you know exactly how many pages are not to be included in the page count. (You want one page to be excluded in the page count for the following example.) Instead of inserting a Page Count field, you can do the following: 1) Position the cursor where you want the page count to appear. 2) Press F2 to open the formula bar, just above the horizontal ruler in the main Writer window (see Figure 116). 3) After the equal sign, type page –1.
To insert a cross-reference to the last page in the header or footer where you want to refer to the total number of pages: 1) Position the cursor at the desired location—for example after the space added after of in the header or footer, as in page xx of yy. 2) Choose Insert > Cross-reference. 3) On the Cross-references page of the Fields dialog box (Figure 103), select Bookmarks in the Type column and LastPage in the Selection column. LastPage now appears in the Name box.
Numbering portrait and landscape pages To create page numbers on portrait and landscape pages in the same place and orientation: 1) Refer to “Portrait headers on landscape pages” on page 144 to create a landscape page style and landscape header or footer styles. When creating the page style, select the Use dynamic spacing option in the Spacing area in the Header or Footer pages of the Page Style dialog box. 2) Insert the page break and choose the landscape page style; do not change the page numbering.
5 Chapter Printing, Exporting, Faxing, and E-Mailing
Introduction General information about printing and faxing documents from OOo is provided in the Getting Started guide. This chapter describes some items of particular interest to users of Writer. Quick printing Click the Print File Directly icon to send the entire document to the default printer defined for your computer. Note You can change the action of the Print File Directly icon to send the document to the printer defined for the document instead of the default printer for the computer.
what paper size to print on. The properties available depend on the selected printer; consult the printer’s documentation for details. • What pages to print, how many copies to print, and in what order to print them. • Use dashes to specify page ranges and commas or semicolons to separate ranges; for example: 1, 5, 11–14, 34–40. • Selection is the highlighted part of a page or pages. • What items to print. Click the Options button to display the Printer Options dialog box (Figure 145). Figure 145.
– Brochure—the results of this selection are discussed in “Printing a brochure” on page 164. Notes section, you can choose whether to print any notes that have been added to your document (using Insert > Note), and where to print the notes. • In the Selecting default print options Selections on the Printer Options dialog box over-ride any default settings. To specify default settings for printing, use Tools > Options > OpenOffice.org Writer > Print.
2) Click Properties to open the properties dialog box for the printer. The available choices vary from one printer to another, but you should find an option for Color. See your printer’s help or user manual for more information. 3) The choices for color may include black and white or grayscale. Choose one of these. Grayscale is best if you have any graphics in the document. Click OK to confirm your choice and return to the Print dialog box, then click OK again to print the document.
3) To print the document in this page view, click the Print page view icon to open the Print dialog box (Figure 144). Choose your options and click OK to print as usual. 4) To choose margins and other options for the printout, click the Print options page view icon dialog box (Figure 148). to display the Print Options Figure 148.
5) Click Options again. In the Pages section of the Printer Options dialog box, choose Brochure and Left page. Click OK twice to print the second sides. 6) If your printer can do double-sided, then click on the checkboxes for Left pages, Right pages, and Brochure, and it should not only do those but collate too. Printing envelopes Printing envelopes involves two steps: setup and printing. To set up an envelope to be printed by itself or with your document: 1) Click Insert > Envelope from the menu bar.
3) On the Format page (Figure 150), verify or edit the positioning of the addressee and the sender information. The preview area on the lower right shows the effect of your positioning choices. Figure 150. Choosing positioning and size of elements for an envelope To format the text of these blocks, click the Edit buttons to the right. In the drop-down list you have two choices: Character and Paragraph. • In Character, you can choose Fonts (Sizes...), Fonts Effects (Underlining, Color...
Figure 151. Choosing printer options for an envelope 6) When you have finished formatting and are ready to print, click either the New Doc or Insert button to finish. New Doc makes only an envelope or starts a new document with the envelope. Insert puts the envelope into your existing document as page 1. To not proceed with this envelope, click Cancel or press the Esc key. You can also click Reset to remove your changes and return to the original settings when the dialog box opened.
to choose the required information, as described in Chapter 11 (Using Mail Merge). Figure 152. Labels dialog box, Labels page 3) Select the label stock in the Brand drop-down list. The types for that brand then appear in the Type drop-down list. Select the size and type of labels required. You can also select User in the Type drop-down list and then make specific selections on the Format page (Figure 153). Figure 153. Labels dialog box, Format page 168 OpenOffice.
4) On the Format page (Figure 153), choose the pitch, sizes, margins, columns and rows for user-defined labels, or just verify with a brand of label stock you have loaded into the printer. 5) Click Save to save your new format. 6) On the Options page (Figure 154), choose to print the entire page of labels or one single label, then select which one by the column and row. You can also change printer setup. Figure 154.
Sending a fax through the Print dialog box 1) Open the Print dialog box (Figure 144) by choosing File > Print and select the fax driver in the Name list. 2) Click OK to open the dialog box for your fax driver, where you can select the fax recipient. Adding a Fax icon to the toolbar (advanced) You can configure OpenOffice.org so that a single click on an icon automatically sends the current document as a fax. 1) Be sure the fax driver is installed.
Figure 156: Customizing a toolbar 5) On the Add Commands dialog box (Figure 157), select Documents in the Category list, then select Send Default Fax in the Commands list. Click Add. Now you can see the new icon in the Commands list. 6) In the Commands list, click the up or down arrow button to position the new icon where you want it. Click OK and then click Close. Your toolbar now has a new icon to send the current document as a fax.
Exporting to PDF OpenOffice.org can export documents to PDF (Portable Document Format). This industry-standard file format for file viewing is ideal for sending the file to someone else to view using Acrobat Reader or other PDF viewers. Unlike exporting to other formats, PDF documents will look exactly as the document appears on your screen. The only limitation of PDF is that the recipient will not be able to edit the document.
Figure 158: General page of PDF Options dialog box Images section • Lossless compression: Images are stored without any loss of quality. Tends to make large files when used with photographs. Recommended for other images. • JPEG compression: Allows for varying degrees of quality. A setting of 90% tends to work well with photographs (small file size, little perceptible loss). • Reduce image resolution: Lower-DPI (dots per inch) images have lower quality.
Note EPS images with embedded previews are exported only as previews. EPS images without embedded previews are exported as empty placeholders. General section • PDF/A-1: PDF/A is an ISO standard established in 2005 for longterm preservation of documents, by embedding all the pieces necessary for faithful reproduction (such as fonts) while forbidding other elements (including forms, security, encryption, and tagged PDF). If you select PDF/A-1, the forbidden elements are greyed-out (not available).
Figure 159: Initial View page of PDF Options dialog box User Interface page of PDF Options dialog box On the User Interface page (Figure 160), you can choose more settings to control how a PDF viewer displays the file. Some of these choices are particularly useful when you are creating a PDF to be used as a presentation or a kiosk-type display. Window options section • Resize window to initial page. Causes the PDF viewer window to resize to fit the first page of the PDF. • Center window on screen.
Figure 160: User Interface page of PDF Options dialog box User interface options section • Hide menubar. Causes the PDF viewer to hide the menu bar. • Hide toolbar. Causes the PDF viewer to hide the toolbar. • Hide window controls. Causes the PDF viewer to hide other window controls. Bookmarks Select how many heading levels are displayed as bookmarks, if Export bookmarks is selected on the General page.
Export bookmarks as named destinations If you have defined Writer bookmarks, this option exports them as “named destinations” to which Web pages and PDF documents can link. Convert document references to PDF targets If you have defined links to other documents with OpenDocument extensions (such as .ODT, .ODS, and .ODP), this option converts the files names to .PDF in the exported PDF document.
Figure 162: Security page of PDF Options dialog box Figure 163 shows the pop-up dialog box displayed when you click the Set open password button on the Security page of the PDF Options dialog box. After you set a password for permissions, the other choices on the Security page (shown in Figure 162) become available. These selections should be self-explanatory. Figure 163: Setting a password to encrypt a PDF 178 OpenOffice.
Exporting to other formats OOo uses the term “export” for some file operations involving a change of file type. If you cannot find what you want under Save As, look under Export as well. OpenOffice.org can export files to XHTML. In addition, Writer can export to BibTeX (.bib), LaTeX 2e (.tex) and MediaWiki (.txt). To export to one of these formats, choose File > Export.
• Create the document in Writer without using the Wizard, then use the Wizard to send it. This method is described here. To use the Mail Merge Wizard to send a previously-created Writer document: 1) Open the document in Writer. Click Tools > Mail Merge Wizard. On the first page of the wizard (Figure 164), select Use the current document and click Next. Figure 164: Select starting document 2) On the second page (Figure 165), select E-mail message and click Next.
Figure 166: Selecting an address list 4) Back on the Select address list page, click Next. On the Create salutation page (Figure 167), deselect the checkbox by This document should contain a salutation. Figure 167: Deselecting a salutation 5) In the left-hand list, click 8. Save, print or send. OOo displays a “Creating documents” message and then displays the Save, print or send page of the Wizard. 6) Select Send merged document as E-Mail.
7) Type a subject for your email and click Send documents. OOo sends the e-mails. Figure 168: Sending a document as an email message Digital signing of documents To sign a document digitally, you need a personal key, the certificate. A personal key is stored on your computer as a combination of a private key, which must be kept secret, and a public key, which you add to your documents when you sign them.
Whenever someone changes something in the document, this change breaks the digital signature. On Windows operating systems, the Windows features of validating a signature are used. On Solaris and Linux systems, files that are supplied by Thunderbird, Mozilla or Firefox are used. For a more detailed description of how to get and manage a certificate, and signature validation, see “Using Digital Signatures” in the OOo Help. To sign a document: 1) Choose File > Digital Signatures.
6 Chapter Introduction to Styles Paragraph, Page, Character, and List Styles
What are styles? Most people are used to writing documents according to physical attributes. For example, you might specify the font family, font size, and weight (for example: Helvetica 12pt, bold). Styles are logical attributes. We use styles every day. For example, there are two styles of personal computer: desktop and laptop. Each has its own distinctive set of properties.
Style categories OOo Writer has five style categories: • Paragraph styles affect entire paragraphs represented with those styles. • Character styles affect a block of text inside a paragraph. • Page styles affect page formatting (page size, margin, and the like). • Frame styles affect frames and graphics. • List styles affect outlines, numbered lists, and bulleted lists. In the same way that characters are the building blocks for creating words, paragraphs are the building blocks of every document.
To open the Styles and Formatting window, do any one of the following: • Click on the icon located at the left-hand end of the formatting toolbar. • Select Format > Styles and Formatting. • Press F11. Tip You can move the Styles and Formatting window to a convenient position on the screen or dock it to an edge. Style selection basics The first five icons at the top of the Styles and Formatting window select the category of styles to work on.
5) To quit the Fill Format mode, click the icon again or press the Esc key. Caution When this mode is active, a right-click anywhere in the document undoes the last Fill Format action. Be careful not to accidentally right-click and mistakenly undo actions you want to keep.
Figure 170: Dialog to name a new style from selection Update Style (from a selection) Let’s use paragraph styles as an example. 1) Create a new paragraph (or modify an existing paragraph) and edit all the properties you want to go into the style (such as indentation, font properties, alignment, among others). Caution Make sure that there are unique properties in this paragraph.
Load Styles (from a template or document) The last option in the New Style from Selection icon is used to copy styles into the current document by loading them from a template or another document. This method copies all styles, or groups of styles, at one time. 1) Open the document to copy styles into. 2) In the Styles and Formatting window, click on the New Style from Selection icon and then on Load Styles (see Figure 171).
purpose styles only (such as those styles used in writing this user guide), select instead Custom Styles. The Hierarchical Styles view is most useful when modifying styles as it reveals which styles are linked together. This topic is discussed in more detail in Chapter 7 (Working with Styles). If you select the Paragraph Styles view in the Styles and Formatting window, the drop-down menu contains many more filtering options so you can view, for example, only Text Styles, Special Styles, and so on.
When a paragraph style is in use in a document, the style name appears on the Apply Style menu (Figure 173) near the left end of the formatting bar, to the right of the Styles and Formatting icon. You can select styles from this menu, just as you can from the Styles and Formatting window. Figure 173: Apply Style menu Tip To apply a style from this menu, click on the desired style or use the up or down arrow keys to move through the list, then press Enter to apply the highlighted style. Select More...
Figure 174: Click on the Styles and Formatting icon to bring up the window Double-click the Heading 1 entry of Styles and Formatting (Figure 175). This does two things: • Gives the line (actually, its entire paragraph) you typed the Heading 1 style. • Adds Heading 1 to the Apply Style menu.
2) Keeping the cursor on the same paragraph, select Heading 1 in the Apply Styles list. The text acquires the properties of the Heading 1 style. If the paragraph style you want is not in the Apply Style list, select More to bring up the Styles and Formatting window. If the Styles and Formatting window is still open, you may notice that the Heading 1 style is also highlighted in the main window, as shown in Figure 175.
Unset/undo character styles Sometimes, you will want to remove the formatting from a block of text. You must resist the temptation to do this manually. This will only cause trouble down the road. There are three easy ways to remove character formatting: • Select the block of text and right-click and choose Default Formatting. • If you have the Styles and Formatting window open, select the block of text and double-click the Default character style. • Select the block of text, then press Ctrl+Shift+Spacebar.
The right-click menu also has items for anchoring and arrangement, as well as for wrap and alignment (Figure 176). Figure 176: A frame’s right-click menu has positioning options Applying page styles To apply a page style, place the cursor anywhere on the page to which the style should be applied. You can easily check which page style is applied because it is shown on the status bar (Figure 177).
Another very useful mechanism to change the page style is to insert a manual page break and specify the style of the subsequent page. The idea is simple: you break a sequence of page styles and start a new sequence. To insert a page break, choose Insert > Manual Break and choose Page break. This section illustrates two common scenarios where page breaks are useful. Example: Chapters A possible scenario: You are writing a book that is divided into chapters.
3) Under Type, choose Page break and under Style, select New Chapter. Figure 179 illustrates the flow of page styles when using page breaks. Figure 179: Page style flow using a page break Example: Page with special formatting Sometimes you may need to insert a page with special formatting. For example, a landscape page or a page with more columns. This can also be done with page breaks. Suppose that the current page has the Default page style. 1) Choose Insert > Manual Break.
If you need your list to have specific paragraph-style properties, you should embed the list style into paragraph styles, as explained in Chapter 7. You can then create a numbered list by applying paragraph styles alone. Each of the list styles predefined in Writer has four associated paragraph styles. For example, the Numbering 1 list style is associated with four paragraph styles: • Numbering 1 • Numbering 1 Cont.
Modifying styles Writer provides several predefined styles, but you may find that they do not fit in one way or another your preferences. You can build your own library of custom styles to use in place of the predefined ones, or you can modify the existing styles. OOo offers four mechanisms to modify both both predefined and custom (user-created) styles: • Update a style from a selection. • Load or copy styles from another document or template. • Change a style using the Style dialog box.
instances of such style in your document are now modified to your liking. Figure 181: Example of the Paragraph Style dialog box Examples: Modifying paragraph styles For this example, we need three lines of text with three OOo-supplied paragraph styles: Heading 1, Heading 2, and Heading 3. These paragraph styles could be used in formating headings (subheads) in the framework for a document that will be “fleshed out” afterwards.
Figure 182: Headings 1–3 with default styles Suppose you decide to make some changes to these styles, namely: • Heading 1 should be centered. • Heading 3 should be indented. Center Heading 1 On the Styles and Formatting window, select the Paragraph Styles icon (if it isn’t already chosen), right-click on Heading 1, and choose Modify (as shown in Figure 183). Figure 183: Modifying a style After the Paragraph Style window opens, choose the Alignment tab, select Center (as shown in Figure 184), and click OK.
Figure 184: Center Heading 1 Figure 185: The text Title, which is formatted as a centered Heading 1 style Indent Heading 3 On the Styles and Formatting window, right-click on the Heading 3 paragraph style and choose Modify (as before). After the Paragraph Style dialog box opens, follow the steps below: 1) Click the Indents & Spacing tab. 2) Under the Indent section, set the indentation before the text to 0.60", as shown in Figure 186.
The result should resemble Figure 187. Figure 187: The text formatted as Heading 3 style is now indented Using AutoUpdate On the Organizer page of the Paragraph Style dialog box is a check box named AutoUpdate (Figure 188). It is present only for paragraph and frame styles. If this check box is selected, then OOo will apply to the style itself any modification made manually to a paragraph formatted with that style.
Creating custom paragraph styles: examples You have seen that the Styles and Formatting window provides several predefined styles, such as Heading 1 and Text body. But what if you need something different, like a poem style, that is not in Styles and Formatting? With Writer you can make your own styles to suit your needs. Chapter 7 (Working with Styles) describes in detail the options on the various pages of the Paragraph Style dialog box.
This opens the Paragraph Style dialog box, with the Organizer page selected. To create a custom style, you have to understand and configure the top three entries. Style fields Description Name This is the name of the style itself, like Heading 1 or Text body. Set (type in the text box) the name to Poem. Next Style This is the default style that follows the Poem style. When you press Enter while typing text in the Poem style, this style is used. Set this value to Poem.
Creating the PoemHeading style Create a new PoemHeading style. Use the same procedure as before, with these changes: • Next Style: Select Poem, not PoemHeading. • Linked with: Heading. The dialog box should look like Figure 191. Figure 191: Settings for the PoemHeading style Now set the settings of the new style: 1) On the Alignment page, select Center. 2) On the Font page, choose Bold and size 14pt. Click OK to save the new PoemHeading style.
Figure 192: Sample poem Indent Poem First, set the Poem style to left alignment: 1) In the Styles and Formatting window, select Poem and right-click and select Modify. 2) On the Alignment page, select Left. Set the indentation: 1) Click the Indents & Spacing tab. 2) Under Indent, set the indentation before the text to 5cm (or about 2in). Done! Click OK, and you should see the text change. Final result After all these changes, the poem should look similar to Figure 193.
Figure 193: Final result, using three custom styles Copying and moving styles Styles are part of the document properties, therefore changes made to a style or new styles you create are only available within the document they belong to. Styles always stay with a document. So, for example, if you e-mail a document to another person, the styles go with it.
Figure 194: Choosing to copy styles from a document, not a template 3) To load styles from a file, click the File button. When you return to this window, both lists show the selected file, as well as all the currently open documents (Figure 195). Figure 195: Copying a style from one document to another 4) Double-click on the name of the template or document and then double-click the Styles icon to show the list of individual styles.
Caution If you do not hold down the Control key when dragging, the style will be moved from one list to the other. The style will be deleted from the list you are dragging it from. Deleting styles It is not possible to delete OOo’s predefined styles from a document or template, even if they are not in use. However, custom styles can be deleted. To delete an unwanted style, right-click on it in the Styles and Formatting window and choose Delete.
Assigning styles to shortcut keys You can configure shortcut keys to quickly assign styles in your document. Some shortcuts are predefined, such as Ctrl+1 for the Heading 1 paragraph style and Ctrl+2 for Heading 2. You can modify these shortcuts and create your own. See Chapter 17 (Customizing Writer) for details. Defining a hierarchy of headings Tools > Outline Numbering defines the hierarchy of headings in a document.
To use custom styles in place of one or more of the default heading styles: 1) Click Tools > Outline Numbering to open the Outline Numbering dialog box (Figure 198). Figure 198: Choosing paragraph styles for outline levels 2) Click the number in the Level box corresponding to the heading for which you want to change the paragraph style. 3) In the Numbering: Paragraph Style section, choose from the dropdown list the paragraph style you want to assign to that heading level.
Figure 199: The numbering scheme to be set up. Use the Numbering page of the Outline Numbering dialog box to define the numbering scheme and its appearance. Figure 200 shows the default settings in the Outline Numbering dialog box. Figure 200: Default settings on the Outline Numbering dialog box. 1) In the Level list, choose 1. In the Number list, choose 1, 2, 3, .... The result is shown in the preview box on the right (see Figure 201). 214 OpenOffice.
Figure 201: Specifying numbering of Level 1 headings. 2) In the Level list, choose 2. In the Number list, choose 1, 2, 3, .... The Show sublevels list is now active; it should show 2 (if not, choose 2). The result is shown in Figure 202. Figure 202: Specifying numbering of Level 2 headings. 3) In the Level list, choose 3. In the Number list, choose 1, 2, 3, .... The Show sublevels list should show 3 (if not, choose 3). The result is shown in Figure 203.
Figure 204: Results of numbering choices for headings Setting up the indentation of headings Whether or not the headings are numbered, you may want to change some of their formatting. For example, you may want the second-level and third-level headings to be indented from the margin. For numbered headings, you may also want the second line of long headings to line up with the first word of the heading, not the number. For these changes, use the Position page of the Outline Numbering dialog box.
entire heading but does not affect the way long headings wrap around (see Figure 207). Figure 206: Indenting Level 2 headings Figure 207: Result of changes to indentation of Level 2 headings 2) To change the wrapping behavior of long headings, change Indent at to a larger value, as shown in Figure 208. The result is shown in Figure 209.
Figure 209: Result of changing Indent at value 3) In the Level list, choose 3. Change the values for Numbering followed by... at, Aligned at, and Indent at, as shown in Figure 210. The final result is shown in Figure 199. Figure 210: Indenting level 3 headings Positioning in older documents opened in OOo3 Figures 211, 212, 213, and 214 show the Position page as it appears for documents created in earlier versions of OOo and opened in OOo3. Figure 211: Setting up level 1 headings 218 OpenOffice.
Figure 212: Indenting Level 2 headings Figure 213: Changing the Width of numbering value to wrap long headings Figure 214: Indenting Level 3 headings Chapter 6 Introduction to Styles 219
7 Chapter Working with Styles
Introduction Chapter 6 (Introduction to Styles) described the basics on how to use, apply, and manage styles. This chapter gives a more detailed description of how to create or modify a style, using the many options available on the various pages of the Style dialog box. You will learn how these options affect the appearance of the style and how to use them efficiently. Examples and hints are also provided.
most of the options. The dialog box used to create a new style and to modify an existing one is exactly the same. Tip An exception to the above rule is conditional styles, which have a different dialog box. See “Working with conditional paragraph styles” on page 237. The Organizer page When creating a new style, the first page you need to set up is the Organizer, which is shown in Figure 215. This page is common to all style categories. Therefore, it is described only once.
Caution If you are in the habit of manually overriding styles in your document, be sure that AutoUpdate is not enabled, or you will suddenly find whole sections of your document reformatting unexpectedly. • Next Style: this field is only available for paragraph and page styles. Use it to specify which style will be applied to the next element. It is customary, for example, to have a left page style followed by a right page, a first page followed by a left page, a heading followed by body text, and so on.
Linking styles is a very powerful method to create “families” of styles and allows you to change their properties simultaneously. For example, if you decide that all the headings should be blue (such as in this guide), you only need to change the font color of the parent style to achieve the desired result. Note however, that changes made to a parameter of the parent style do not override changes previously made to the same parameter in the children styles.
Figure 218: Select the heading font. Now, the fonts of all the heading styles (Heading 1 through Heading 10) have been changed in a single operation. Figure 219 shows to the left a document using the headings 1, 2 and 3 and on the right the same document after changes have been made to the Heading style. Figure 219: Effects of changing the Heading style font.
Figure 220: Pages of the Paragraph Style dialog box Settings on the Indents & Spacing page In the Indents & Spacing page, shown in Figure 221, you can set up the parameters that affect the position of the paragraph on the page and the spacing between lines and between this paragraph and the paragraphs nearby. On the right hand side of the page, you can see a preview of the applied settings.
• First line: enter in this box the offset (either positive or negative) of the first line of the paragraph relative to the paragraph area. A positive value increases the indentation of the first line, while a negative value makes the first line start to the left of the paragraph area. • Automatic: check this box to allow Writer to automatically control the indentation of the first line. The value is calculated by Writer on the basis of the font size and other parameters.
The last parameter that can be set in this page is Register-true. Refer to “General settings for the page style” on page 246 for information on how to use this parameter. Settings on the Alignment page Use the Alignment page to modify the horizontal alignment of the text, choosing between Left, Right, Center, and Justified. The results of the selection are shown in a preview window on the right-hand side of the page.
Characters at line begin: controls the minimum number of characters that can be placed at the beginning of a new line following a hyphen. • Maximum number of consecutive hyphens: controls the number of consecutive lines that terminate with a hyphen. • If you prefer Writer to automatically control the hyphenation, select the Automatically option.
Figure 224: Setting a paragraph style to always start on a new page Note If you want the first page of a new chapter to always start on a right (recto) page, make sure that the page style for the first chapter page is set for the right page only by making this selection in the Layout settings field on the Page page for the Page Style dialog box. The typical procedure for the rest of a chapter is to define a single “mirrored” page style for both left and right pages.
Font options for the paragraph style Three pages of the Paragraph Style dialog box are dedicated to settings controlling the appearance of the font, namely, the Font, Font Effects, and Position pages. The use of the first two pages should be straightforward. Many of the options used when creating a character style are discussed in “Creating a new character style” on page 240. Options that can be used when creating a paragraph style are described here.
Selecting a language for a paragraph style The language you select for a document (on Tools > Options > Language Settings > Languages) determines the dictionary used for spell checking, thesaurus, hyphenation, the decimal and thousands delimiter used, and the default currency format. Within the document, you can apply a separate language to any paragraph style. This setting has priority over the language of the whole document.
Figure 227: The position page of the Paragraph Style (default options) The second section of the Position page controls the rotation of the paragraph area. Two common uses for rotated paragraphs are (a) to put portrait headers and footers on a landscape page and (b) to fit headings above narrow table columns (as shown in Figure 228). Figure 228: A table with rotated headings The Scale Width box controls the percentage of the font width by which to compress or stretch the rotated text horizontally.
Example: Rotating the text in a paragraph style As an example, we will apply rotated table headings to a pre-existing table. 1) Create a new paragraph style. Name it Table Heading Rotated. 2) On the Position page of the Paragraph Style dialog box (Figure 229), in the Rotation / scaling section, select 90 degrees. Click OK to save the new style. Figure 229: Rotating a paragraph 90 degrees 3) Select the heading row of the table and apply the new style. Any text in the cells of the heading row is now rotated.
Tip If you need to use tabs, and you will be sending a document to other people, do not use the default tab stops. If the recipients of the document have defined default tab stops that are different from the ones you are using, the paragraph may look very different on their machines. Instead, define the tab stops explicitly in the paragraph or the paragraph style; then you can be sure that everyone will see the same layout. To define tab stops in your paragraph style, use the page shown in Figure 231.
Using the Numbering page Use the Numbering page if you want to number the paragraph. This page should be used in combination with list styles when you need to associate a certain paragraph style with a list style. Refer to “Combining list and paragraph styles” on page 259 for additional information on how to use this page, as well as an example.
highlighting, borders are also often used to separate header and footer areas from the main text area (such as in this guide) as well as decorative elements in some heading styles. The two pages are fairly intuitive. You may want to pay attention to the following points when working with the Background page: • In case you do not find the desired color in the list of predefined ones, you can define your own by selecting Tools > Options > OpenOffice.org > Colors.
The only trouble with single-style outlining is that all levels look the same. That is where a conditional paragraph style comes in handy. Assign the paragraph style to an outline numbering style in the Numbering page and then open the Condition page (Figure 233). There, you can assign the levels of the outline numbering style to other paragraph styles.
2) Select all the paragraph properties for the style. Do not click OK! 3) Click the Condition tab. 4) Select the Conditional Style option. 5) Select the first condition in the Context list (left side of the dialog box) and select the style you want for this condition in the righthand list. 6) Click Apply. The name of the paragraph style appears in the middle list. 7) Repeat steps 5 and 6 for each condition you want to have linked to a different style. 8) Click OK.
Why use character styles? Beginning Writer users often wonder, “Why use character styles?” or “How is this different from clicking the bold icon to change the font typeface?” The following real-life event illustrates the difference. Jean is a technical writer from Australia. She learned the value of character styles after her publisher told her to unbold menu paths in her 200-page book. Jean had not used character styles. She had to edit all 200 pages by hand, with some help from Find & Replace.
Font page to determine the font, typeface, and size for your character style. As with paragraph styles, you can specify the size as a percentage rather than providing the absolute value. For example, 150% means that when the character style is applied to a 10pt font size, the new font size will be 15pt, while if applied to a 14pt font size, the new size will be 21pt.
• Realize that clicking the Bold icon in the toolbar is not easier than double-clicking on a character style that is preset for bolding the font typeface. • Leave the Styles and Formatting window open to make character styles easy to access. Working with frame styles Frames are often used as containers for text or graphics. To provide consistency in the appearance of frames used for similar purposes, it is a good idea to define styles for frames.
is inserted. As with other styles, the most efficient way to format frames is in the Styles and Formatting window. Planning the styles If you are using a mix of graphics, you may want to define two related styles, one with a border line for graphics with white backgrounds and one without a border for all other backgrounds. You also may want to design one or more frames for text only. Otherwise, the default frame styles (listed in Table 3) cover most users’ needs.
Style Comments and Use Watermark The default style for a watermark, a graphic placed as the background to a body of text. The default is a Through wrap, with text passing over the frame and anything in it. The graphic should be faint enough that text still is readable over top of it. Creating new frame styles You can access frame settings by selecting New or Modify in the Styles and Formatting window for a frame style.
Working with page styles Page styles are to pages what paragraph styles are to paragraphs. Just as paragraph styles can define paragraph properties (font size, color, and others), page styles can define page properties (margins, page size, header and footers, among others). However, unlike paragraphs, which can have directly applied properties, pages only have a page style and no directly applied properties. Christian is a lawyer from California, USA.
Setting up a title page Consider a common scenario: you want the document to have a title page that is different from the rest of the document: • It should not have a header or page number. • The left and right margins should be the same. For the title page, we can use the predefined First Page page style that comes with OOo, and for the rest of the document, we can use the Default page style. Figure 235 shows the required flow of page styles.
Figure 236: The Page page for the Page Style dialog box In the Layout settings field, you can specify the desired Page layout among the four available options. Decide whether the page style being defined applies to both left and right pages (default) or if instead it should be applied only to one or the other types. If you plan to bind the printed pages using this style like a book, select a mirrored layout. Use the Format drop-down menu to determine the page numbering style to apply to this page style.
Background and Border pages Use the Background page to apply a background or the Border page to draw a border around text area of the page. You can choose between a solid color or a graphic image for the background and several styles of line for the borders. Note that the page area affected by these changes does not include the area outside the margins.
where you can enter the desired number of columns if you need to create a customized one. After you select more than one column, the Width and Spacing section becomes active. If you are not satisfied with the predefined settings (equally spaced columns), deselect the AutoWidth option and enter the parameters manually. When you work with multiple columns per page, you can also fine tune the position and size of a separator line between the columns.
Page Style Desired effect Property: setting Default Mirrored margins Page > Page layout: Mirrored Header with page number on the top outside of the page and chapter title in the top middle center of the page Header > Header on: Selected Header > Header > Same content left/right: Not selected Figure 238 illustrates the transitions from the Right Page to Default page styles, with the change of header between left and right pages shown by the # symbol.
Figure 239: Specifying the next style after the first page of a chapter Figure 240: Setting page margins and layout for the Right Page style 6) On the Styles and Formatting window, in the list of page styles, right-click on Default and select Modify from the pop-up menu. 7) On the Organizer page of the Page Style: Default dialog box, be sure Next Style is set to Default. Step 2. Set up the Default page style.
Figure 241: Setting page margins and layout for the Default page style 2) On the Header page of the Page Style: Default dialog box (Figure 242), select the Header on option and deselect the Same content left/right option. Click OK to save your changes. Figure 242: Setting up the header properties for the Default page style Step 3. Set up the Heading 1 paragraph style to start on a new right-hand page.
Figure 243: Setting a paragraph style to start on a page of a selected style Step 4. Start a new chapter. Apply the Heading 1 paragraph style to the first paragraph, which will be the title of the chapter. Note By default, the Heading 1 paragraph style is assigned to Outline Level 1. The assignment of paragraph styles to outline levels is done through Tools > Outline Numbering. Step 5. Set up the page headers.
3) On a right page, put the cursor in the header, press the Tab key, insert a Chapter reference, press Tab again, and insert a page number field. 4) If you need to adjust the tab stops for the header, modify the Header paragraph style. Do not manually adjust the tab stops. Working with list styles List styles (also called numbering styles) work with paragraph styles. They define indentation, alignment, and the numbering or bullet characters used for numbered or bulleted lists.
while in this section we follow a more general approach so that the list can fully suit your needs. Creating a new list style The dialog box to create a new list style consists of six pages, in addition to the usual Organizer page discussed in “The Organizer page” on page 222. Bullets, Numbering Styles, and Graphics pages The Bullets, Numbering Style, and Graphics pages contain predefined formatting for either the bullets (Bullets and Graphics pages) or for numbering.
Figure 245: Position settings for a List style For each individual level, you can adjust the following settings. It is generally easier to adjust the settings in the order given below, instead of the order on the dialog box. That is, start from the overall indentation for the list elements, then fix the position of the symbols, and finally the alignment of the symbols. • Numbering followed by: use this field to determine the character to follow the numbering symbol.
Tip In normal circumstances, setting the Numbering followed by distance to be equal to the Indent at distance works well. See Figure 248 on page 262 for a graphic representation of the effects of the above parameters. If your document was created with an earlier version of OOo, or if the document was saved for compatibility reasons using the ODF file format version 1.1 or earlier, the position dialog will appear as in Figure 246.
• Numbering alignment: select in the drop-down menu how the numbering (including any text before or after) should be aligned. Tip To fully appreciate how the Numbering alignment works, try to create a numbered list with more than ten elements and make sure that enough room has been made for numbers with two or more digits. You may also wish to right-align numbers 10 or greater, as in Figure 248 on page 262.
• Relative size: specify the size of the number relative to the size • • • • • • • of the characters in the paragraph of the list. Start at: enter the first value of the list (for example, you might want the list to start at 4 instead of 1). Character Style: choose a character style to be used for the number or bullet. Character button: click this button to select the character for the bullet.
paragraph also be in this style, until you choose a different style). f) In Linked with, choose None. g) Leave Custom Styles, in the Category field. 4) Set up the parameters of this paragraph to your liking. Because the indentation is controlled by the List paragraph style, do not modify this in order to avoid undesired interactions. 5) On the Numbering page, choose the MyNumberedList style from the list created in step 1. 6) Click OK to save this style.
Modify the options of the Options page as follows: 1) In the Level box, choose 1. 2) In the Numbering list, choose 1, 2, 3, .... 3) Leave the Before and After boxes unchanged, or delete anything that is in them. 4) Leave the Character Style field as None. 5) Make sure Start at is set to 1. 6) Show sublevels should be grayed out. Do not select Consecutive numbering. As discussed above, the numbering list will adopt settings of the underlying paragraph style.
If you have more than one list in a document, the second and subsequent lists with the same style continue their numbering from the previous list. To restart at 1, place the cursor anywhere in the paragraph you want numbered 1, right-click, and choose Restart numbering. To stop using numbering, press the Numbering On/Off icon on the Standard toolbar. The final result is illustrated in Figure 248. Figure 248: A numbered list of CD tracks highlighting the various elements 262 OpenOffice.
8 Chapter Working with Graphics
Graphics in Writer When you create a text document using OpenOffice.org (OOo) Writer, you may need to include some graphic illustrations. Graphics are added to textual documents for a wide variety of reasons: from supporting the description provided in the text—such as that used in this Guide—to providing an immediate visual impact of the contents, such as what is often found in a newspaper.
2) On the main menu, select Insert > Picture > From File. This displays the dialog box shown in Figure 249. 3) Navigate to the file to be inserted, select it, and click Open. Figure 249: Insert picture dialog box Note At the bottom of the Insert picture dialog box are two check boxes. If Preview is checked, the selected graphic file is previewed in a pane, as shown in Figure 249, so you can verify that you have the correct file. The Link option is discussed below.
• Disadvantage – If you send the document to someone else, or move it to a different computer, you must also send the image files, or the receiver will not be able to see the linked images. You need to keep track of the location of the images and make sure the recipient knows where to put them on another machine, so the Writer document can find them.
Note Going the other way, from embedded to linked, is not so easy— you must delete and reinsert each image, one at a time, selecting the Link option when you do so. Inserting images from other sources You can insert images from sources other than a file: • Graphics program • Scanner • OOo Gallery Graphics program You can use many different graphics programs to edit a graphic file. From these programs, you can select, copy, and paste an image or part of a graphic into an OOo document.
Scanner If a scanner is connected to your computer, OOo can call the scanning application and insert the scanned item into the Writer document page as an image. To start this procedure, place the cursor where the graphic is to be inserted and select Insert > Picture > Scan > Select Source. Although this practice is quick and easy, it is unlikely to result in a high-quality image of the correct size.
Modifying an image When you insert a new image, you may need to modify it to make it more suitable for fitting into the document. The placement of the picture relative to the text is discussed in “Positioning graphics within the text” on page 279. This section describes the use of the Picture toolbar, resizing, and cropping, as well as a workaround to rotate a picture.
1 2 3 4 5 6 9 19 10 18 20 17 21 11 12 7 8 22 13 14 15 16 23 24 25 Note: Graphics mode (3) can be Default, Grayscale, Black/White, or Watermark. Figure 253.
Table 5: Graphic filters and their effects Icon Name Effect Invert Inverts the color values of a color image or the brightness values of a grayscale image. Smooth Softens the contrast of an image. Sharpen Increases the contrast of an image. Remove noise Removes single pixels from an image. Solarization Mimics the effects of too much light in a picture. A further dialog box opens to adjust the parameters. Aging Simulates the effects of time on a picture. Can be applied several times.
Using the formatting toolbar and picture dialog When an image is selected, you can customize some aspects of its appearance using the tools available on the Formatting toolbar (shown in Figure 259) as well as in the dialog that is shown by right-clicking on the image and selecting Picture (see Figure 255). You can, for example, create a border around the image, selecting style and color; or you can (in the Borders page of the Picture dialog) add a shadow to the image.
(for negative cropping values), or distortion of the image so that the image size remains constant. • Left, Right, Top, and Bottom: the function of these boxes changes according to the choice made between Keep scale and Keep image size. In both cases, when a value is entered in one of these boxes, the image is cropped by that amount. For example, a value of 3cm in the Left box will cut 3 cm from the left side of the picture.
Figure 256 shows three examples of an image inserted into a document and resized. Figure 256. Three examples of resized images, plus the original image For more accurate resizing, use either the Crop page of the Picture dialog box (Figure 255) or, for images, the Type page of the Picture dialog box. On the Crop page you can either adjust the following settings or use the settings in the Crop section as described on page 272. • Scale Width and Height: specify in percentages the scaling of the picture.
resizing, select the Keep ratio option. As for the Crop page, clicking on the Original Size button restores the original image size. Rotating a picture Writer does not provide a tool for rotating a picture; however, there is a very simple workaround: 1) Open a new Draw or Impress document. 2) Insert the image you want to rotate. You can use any of the mechanisms described in “Adding images to a document” on page 264, although there are some slight variations in the position of the menu entries and icons.
• Borders: use this page to create borders around the picture. The • • • • Borders dialog box is the same as the one used for defining table or paragraph borders. You can also add a shadow to the image if so desired. Background: use this page to change the background color of the picture. This setting produces the desired results only for images with a transparent color. Hyperlink: use this page to associate a hyperlink to the picture.
In general, if you need to create complex drawings, it is recommended to use OpenOffice.org Draw, which includes many more features such as layers, styles, and so on. Creating drawing objects To begin using the drawing tools, display the Drawing toolbar (Figure 257), by clicking View > Toolbars > Drawing. If you are planning to use the drawing tools repeatedly, you can tear off this toolbar and move it to a convenient place on the window.
Set or change properties for drawing objects To set the properties for a drawing object before you draw it: 1) On the Drawing toolbar (Figure 257), click the Select tool. 2) On the Drawing Object Properties toolbar (Figure 258), click on the icon for each property and select the value you want for that property. 3) For more control, or to define new attributes, you can click on the Area or Line icons on the toolbar to display detailed dialog boxes.
For more sophisticated control of the size of the object, select Format > Object > Position and Size from the menu bar. Use the Position and Size dialog box to set the width and height independently. If the Keep ratio option is selected, then the two dimensions change so that the proportion is maintained, allowing for a scaled resizing. Grouping drawing objects To group drawing objects: 1) Select one object, then hold down the Shift key and select the others you want to include in the group.
• Text wrapping refers to the relation of graphics to surrounding text, which may wrap around the graphic on one or both sides, be overprinted behind or in front of the graphic, or treat the graphic as a separate paragraph or character. The settings for each of the four control areas above can be accessed in a number of different ways depending on the nature of the graphics: 1) From the Format menu, where you can find Alignment, Arrange, Wrap, and Anchor (both for images and drawing objects).
Figure 260: The Arrange menu • Bring to Front: draws the graphic on top of any other graphics • • • • or text. Bring Forward: brings the object one level up in the stack (zaxis). Depending on the number of overlapping objects, you may need to apply this option several times to obtain the desired result. Bring Backward: the opposite of Bring Forward; sends the selected object one level down in the object stack.
To Paragraph The graphic is associated with a paragraph and moves with the paragraph. It may be placed in the margin or another location. This method is useful as an alternative to a table for placing icons beside paragraphs. To Character The graphic is associated with a character but is not in the text sequence. It moves with the paragraph but may be placed in the margin or another location. This method is similar to anchoring to a paragraph but cannot be used with drawing objects.
Figure 261: Fine tuning the alignment with the Picture dialog box Wrapping text around graphics The Wrap setting determines the relation between the text and the graphic. Several possibilities are provided: No Wrap With this option the text is placed above and below the image but not around it. This is the wrapping type used for most of the figures in this guide. Page Wrap or Optimal Page Wrap The text flows around the image.
In Background Similar to Wrap Through, but the image is placed below the text so there may be no need to change the transparency to make the text visible. Note The No Wrap option found in the pop-up menu of a picture is equivalent to the Wrap Off menu item in the Format > Wrap menu. The wrap format is normally selected after the anchoring and the alignment of the picture have been decided.
Figure 262: The advanced wrap format options dialog box (shown for an image) Contour Wraps the text around a custom contour rather than around the edge of the picture. This option is only available for Page or Optimal Page Wrap. Outside only Forces the text to wrap on the outside of the image, even if the contour contains open areas within the shape. Editing the contour This option is only available for image wrapping. If you select wrapping around a drawing object, OOo automatically creates a contour.
Figure 263: The Contour Editor in action When you are done, click on the Apply button to save the contour. If you are not satisfied with the result, you can select the contour line and press the Delete key to restart. You can also undo the previous steps or you can select the Edit Points button and adjust the contour shape point by point. For simple images, the AutoContour button does a decent job.
2) Align the image so that the left margin of the image is in line with the paragraph indentation. This can be done with the mouse or using the advanced settings. In the example, the image is placed at 1 cm from the left of the paragraph area. 3) Change the wrap to Page Wrap. It starts out OK; however, there is still too little space between the image and the text. To correct it, access the Wrap page of the Picture dialog box and set the gap between the image and text to 0.
The example of Figure 265 has been built following the steps below, which you can use to practice: 1) Create some text (a very quick way to do that is to use the dummy text AutoText. That is, type DT and then press the F3 key). 2) Insert an image of your choice and anchor it to the first paragraph. Adjust the alignment as desired then change the wrap type to Page Wrap.
Example 3: Wrap Through and In Background This example shows how to use an image as a watermark by wrapping it through the text and adjusting the transparency. This is not the best way to create watermarks and it is presented here only for its illustration purposes. If you need to create a watermark, it is best to use a Fontworks object wrapped in the background. Figure 266: Transparent image added over the text The Wrap Through option inserts an image overlapping the text which as a result will be hidden.
Adding captions to graphics You can add captions to graphics in three ways: automatically, by using the Caption dialog box, or manually. Adding captions automatically You can set up OOo to add captions automatically whenever you insert a graphic, a table, or other objects into a document. You can choose which objects are captioned automatically, what the sequence name is for each caption (for example, “Table” or “Illustration”), and the position of the caption.
Tip A common sequence name—Figure—is not one of the names provided: , Drawing, Illustration, Table, and Text. If you want the name “Figure” or any other custom name for your graphics, do the following: 1) Open the Options – OpenOffice.org Writer – AutoCaption dialog box, as described above. 2) In the Add captions automatically when inserting section, select OpenOffice.org Writer Picture. This activates the Caption area in the dialog box for pictures (graphics).
Tip In the Category box, you can type any name you want, for example, Figure. OOo will create a numbering sequence using that name. Illustration 1. An example Figure 268. An example of a graphic and its caption contained in a frame. The outer box shows the edge of the frame; this border is normally set to be invisible. Overriding the default positioning of captions The default positioning for picture captions is Below, and that position cannot be changed using the Caption dialog.
Place the graphic and its caption in separate paragraphs Insert the graphic and anchor it to its paragraph as a character. Press Enter to create a new paragraph for the caption. 1) In the caption paragraph, type, for example, Figure and add a space. 2) To insert the figure number automatically, click Insert > Fields > Other (Control + F2) and select the Variables tab. 3) Select Number range in the Type list.
2) Select the theme where you want to add images, or you can create a new theme. Note that you can add images only to “My Theme” or to any other theme that you have created; these are indicated by a green icon in the list of themes. You cannot add images to the built-in themes, indicated by an icon of another color. To create a new theme: h) Click the New Theme button above the list box of Themes. The Properties of New Theme dialog box opens, which is similar to the one shown in Figure 260.
6) Click the Select button to start the search. A list of graphic files is then displayed in the window. You can use the File type filter again to further limit the search. 7) Select the files to add. To select more than one file, hold the Control key down while you click on each file. 8) Finally, click Add. 9) When you have finished working with the Gallery, you can click on its icon to close it. Note This procedure assumes that the graphic files for the themes already exist.
Table 6. Graphic file types supported by OpenOffice.
9 Chapter Working with Tables
Introduction Tables are a useful way to organize and present large amounts of information, for example: • Technical, financial, or statistical reports. • Product catalogs showing descriptions, prices, characteristics, and photographs of products. • Bills or invoices. • Lists of names with address, age, profession, and other information. Tables can often be used as an alternative to spreadsheets to organize materials. A well-designed table can help readers understand better what you are saying.
Figure 270: Inserting a new table using the Insert Table dialog box Here you can specify the properties for the new table. Under Name, you can enter a different name than the OOo-generated default for the table. This might come in handy when using the Navigator to quickly jump to a table. Under Size, specify the initial number of columns and rows for the new table. You can change the size of the table later, if necessary. Under Options, set up the initial table characteristics.
• Border — Surrounds each cell of the table with a border. This border can be modified or deleted later. The AutoFormat button opens a dialog from where it is possible to select one of the many predefined table layouts. See “Automatic formatting of tables” on page 321 for more information. After making your choices, click OK. Writer creates a table as wide as the text area (from the left page margin to the right page margin), with all columns the same width and all rows the same height.
creates a table like this: Note Caution This function can be disabled or enabled in Tools > AutoCorrect. On the Options tab, deselect or select Create table. When using tabs instead of a table to line up your data, always make sure that you know how wide they are set and remember that default tabs may be different when the document is displayed on a different computer or even when copying the same data in a new document.
In this case, the separator between elements is a semicolon. By selecting the text and applying the conversion, we obtain the following result. Row 1 Column 1 Row 1 Column 2 Row 1 Column 3 Row 2 Column 1 Row 2 Column 2 Row 2 Column 3 Note that, unlike when creating a table with other mechanisms, the conversion from text to table preserves the paragraph style applied to the original text. You can also use the Convert menu to perform the opposite operation; that is, to transform a table into plain text.
Resizing and positioning the table Using the default settings, any newly created table will occupy the entire width of the text area; this is sometimes what you want while in other occasions you may prefer a smaller table. To quickly resize a table, move first the mouse to either the left or right edge. When the cursor changes shape into a double arrow, drag the border to the new position.
Selecting an alignment option other than Automatic activates the Width field in the Properties section, where you can enter the desired size of the table. Select Relative to see the width as percentage of the text area. In the Spacing section, use the Above and the Below boxes to modify the separation between the text and the table. When the size of the table is less than the size of the text area, OOo will insert some values in the Left and Right boxes.
Figure 274: Table Format dialog box: Columns page Right-click on the table and select Table from the pop-up menu or select Table > Table Properties from the menu bar. On the Table Format dialog box, select the Columns tab. • Adapt table width: If a table already stretches to the page margins, it cannot stretch any wider and the Adapt table width option is not available. If the table is narrower, increasing the width of a column will increase the width of the whole table.
It is also possible to resize a table using only the keyboard. This is on occasions easier than using the mouse. 1) Place the cursor on the cell whose size you want to change. 2) Press and hold the Alt key while using the arrow keys to change the size. To adjust the resizing parameters and behavior for keyboard handling, select Tools > Options > OpenOffice.org Writer > Table.
You can also quickly insert a row or a column using only the keyboard: 1) Place the cursor in the row or column next to the row or column you want to insert. 2) Use the Alt+Insert keystroke combination to activate keyboard handling. 3) Use the arrow keys as desired to add a row or column: Left to insert a new column to the left of the cell where the cursor is located. Right to insert a new column to the right of the cell where the cursor is. Down to insert a new row below the cell where the cursor is.
Borders have three components: where they go, what they look like, and how much space is left around them. • Line arrangement specifies where the borders go. If a group of cells is selected, the border will be applied only to those cells. You can specify individually the style of the border for the outside edges of the selected cells as well as for the the cell divisions.
by a pair of black arrows in the User-defined map on the left hand side of the dialog box. • Spacing to contents specifies how much space to leave between the border and the cell contents. Spaces can be specified to the left, right, above, and below. Check Synchronize to have the same spacing for all four sides. This spacing is like a padding and it is not factored in when calculating the text measurements. • Shadow style properties always apply to the whole table.
4) In the For section, chose whether to apply the settings to cell, row, or table. • If you choose Cell, changes apply only to the selected cells, or the cell where the cursor currently resides. Even when selecting a group of cells, the background settings are applied to each cell individually. • If you choose Row, changes affect the entire row where the cursor resides. • If you choose Table, changes will set the background for the entire table, regardless of the cursor position or selected cells.
You can use the Link option to link the graphic file. If it is linked, changes to the graphic (for example, if you edit it in a different software package) are reflected in your document. However, you also need to keep the linked graphic file with the document file. If, for example, you email the document without the graphic file, the graphic will no longer be visible. m) Under Type, select the type of placement for the graphic.
Note Turning boundaries off does not hide the borders that the table may have. Tip You can also turn table boundaries on and off through Tools > Options > OpenOffice.org > Appearance. On that page, you can display or hide boundaries around text, pages headers and footers, figures, and other parts of a document. Formatting the table text Once the table layout is satisfactory, you can move on to formatting the text in the individual cells.
• Use the Keep with next paragraph option to keep the table and an immediately following paragraph together if you insert a page break. • Use the Repeat heading option, and its associated numbers box, to select the number of table heading rows that will be repeated on each page. A complicated table may need two or three heading rows to be easily read and understood. • Use the Text direction list to select the direction for the text in the cells.
Note A table heading row can not span two pages, but any other row can. A one-row table (often used for page layout purposes), if set up with the default of including a heading, will not break across pages. The cure is to make sure the table is defined without a heading row. Vertical alignment By default, text entered into a table is aligned to the top-left of the cell. You can change the default for the entire table, as described above, or for individually selected cells.
Tip You will notice that OOo displays the formatting code for the category and format selected in Format Code section at the bottom of the dialog box. For example, if you select a date format such as 31 Dec 1999 the corresponding code is D MMM YYYY. Advanced users can easily customize this formatting code as well as create new user-defined codes. Rotating text in a table cell You can rotate text in a table cell by 90 or 270 degrees. Text rotation is useful when you have long headings for narrow columns.
The cursor keys move to the next cell only if there is no text in the way. For example, pressing the right cursor key will move the cursor to the right within the text in the current cell, then to the next cell. The Tab key moves directly to the next cell and, if the cursor is in the last cell in the table, creates a new row. Pressing Shift+Tab moves the cursor back a cell. Tip To enter a Tab character as part of the text of the cell, press the Control and Tab keys at the same time.
the third column from the left and fourth row from the top. When the cursor is in a cell, this cell reference is displayed on the status bar. Tip Basic spreadsheet functions in tables are much the same as in OpenOffice.org Calc. The main difference is that cell references are formatted differently. Cell A2 (first column, second row) is referred to in Calc as A2 (or $A$2 for an absolute reference). In Writer tables, it is referred to as .
Tip To display the list of the mathematical functions that you can use in a table: 1) Display the Formula toolbar by pressing F2 or by selecting a blank cell and pressing the = key. 2) Click and hold the Formula f(x) icon. In our example, this gives the result 9 in the top left cell. For contiguous cells, you can simply select the cells in the row, column, or the rectangle of rows and columns. Thus, for example, to add a column of numbers, do this: 1) Type an equals sign = in an empty cell.
To add a caption to a table: 1) Place the cursor in the table. 2) Right-click and select Caption from the pop-up menu. Alternatively, the Insert > Caption menu option becomes available whenever your cursor is inside a table cell. 3) Enter the text for your caption, your category selection, the numbering style, separator, and position (above or below the table). 4) Click OK.
are using outline level paragraph styles on the chapter headings within your document. See Chapter 7 (Working With Styles) for information. By adding chapter numbers to your captions, OOo will restart the caption numbering for each chapter it encounters. For example, if the last figure caption you create in chapter 1 is Figure 1.15, and the next figure caption you create is in chapter 2, the numbering will start over at Figure 2.1.
When AutoCaption is enabled for tables, any new tables will be captioned according to your selections in the AutoCaption dialog box; however, you will need to add the specific text for each caption onto the table manually. Cross-referencing a table You can insert a cross-reference to a captioned table. Clicking on the cross-reference takes the reader directly to the table. 1) Position the cursor where you want the cross reference. 2) Select Insert > Cross-reference from the main menu.
consistent looking tables across your document. You can also create your own table formats and save them as another AutoFormat option. To apply an AutoFormat, place the cursor anywhere in the table and select Table > AutoFormat. This opens the dialog box shown in Figure 281. Select from the list on the left the Format most suitable for your table and click OK to apply it.
Tip This technique does not include table and column widths in the table format. To insert a table with predefined full formatting, save it as AutoText. See “Using AutoText” in Chapter 3 (Working with Text) for instructions. Creating a heading row in an existing table To create a heading row in an existing table that does not have one, you need to apply an AutoFormat that does have a heading defined. (Here is where having some personalized table formats could come in very handy.
Deleting a table To delete a table: 1) Click anywhere in the table. 2) Select Table > Delete > Table from the main menu. Or: 1) Select from the end of the paragraph before the table to the start of the paragraph after the table. 2) Press the Delete or the Backspace key. Note The second method also merges the paragraph after the table with the paragraph before the table, which may not be what you want.
Inserting a paragraph before or after a table To insert a paragraph before or after a table, position the cursor in the first or last cell and press Alt+Enter. Using tables as a page layout tool Tables may be used as a page layout tool to position text in a document instead of using tabs or spaces. For example, the Tip below is formatted as a table. For more information and tips about using tables in page layout, see Chapter 4 (Formatting Pages).
1 Table 9 Top 2 Line Style 10 Center (vertical) 17 Select Column 18 Select Row 3 Line Color (border) 11 Bottom 19 AutoFormat 4 Borders 12 Insert Row 20 Table Properties 5 Background Color 13 Insert Column 21 Sort 6 Merge Cells 14 Delete Row 22 Sum 7 Split Cells 15 Delete Column 8 Optimize 16 Select Table Figure 282: Table toolbar Table 7: Functions of the icons on the Table toolbar Name Description Table Opens the Insert Table dialog box where you can set up and insert a table into th
Name Description Split Cells Opens the Split Cell dialog box where you can define how to split a cell. Refer to Merging and splitting cells on page 307 for an example of using this button. Optimize Opens the a drop down menu with four options you can use to let OOo optimize the distribution of the columns or rows or optimize the row height or column width. Top Press this button to align the contents of the selected cells to the top of the cell.
10 Chapter Working with Templates
Introduction A template is a model that you use to create other documents. For example, you can create a template for business reports that has your company’s logo on the first page. New documents created from this template will all have your company’s logo on the first page.
You can then edit and save the new document just as you would any other document. Figure 283. Templates and Documents dialog box Creating a template You can create your own templates in two ways: from a document, and using a wizard. Creating a template from a document To create a template from a document: 1) Open a new or existing document you want to make into a template. 2) Add the content and styles that you want. 3) From the main menu, choose File > Templates > Save.
To learn more about template folders, see “Organizing templates” on page 337. 6) Click OK to save the new template. Figure 284. Saving a new template Any settings that can be added to or modified in a document can be saved in a template. For example, below are some of the settings (although not a full list) that can be included in a Writer document and then saved as a template for later use: • Printer settings: which printer, single-sided or double-sided, paper size, and so on.
Figure 285: Creating a template using a wizard 2) Follow the instructions on the pages of the wizard. This process is slightly different for each type of template, but the format is similar for all of them. 3) In the last section of the wizard, you can specify the name and location for saving the template. The default location is your user templates directory, but you can choose a different location if you prefer.
Figure 286. Template management dialog box 2) In the box on the left, double-click the folder containing the template that you want to edit. A list of all the templates contained in that folder appears underneath the folder name. 3) Select the template that you want to edit. 4) Click the Commands button and choose Edit from the dropdown menu. 5) Edit the template just as you would any other document. To save your changes, choose File > Save from the main menu.
Adding templates with Extension Manager The Extension Manager provides an easy way to install collections of templates, graphics, macros, or other add-ins that have been “packaged” into files with a .OXT extension. See Chapter 17 (Customizing Writer) for more about the Extension Manager. This Web page lists many of the available extensions: http://extensions.services.openoffice.org/. To install an extension, follow these steps: 1) Download an extension package and save it anywhere on your computer.
Setting a default template If you create a document by choosing File > New > Text Document from the main menu, Writer creates the document from the Default template. You can, however, set a custom template to be the default. You can reset the default later if you choose. Setting a custom template as the default You can set any template to be the default, as long as it is in one of the folders displayed in the Template Management window.
with Styles). If you update styles by loading a new set of styles from a different template (as described in Chapter 7), the document has no association with the template from which the styles were loaded—so you cannot use this method. What you need to do is associate the document with the different template. You can do this in two ways. In both cases, for best results the names of styles should be the same in the existing document and the new template.
Organizing templates Writer can only use templates that are in OOo template folders. You can, however, create new OOo template folders and use them to organize your templates. For example, you might have one template folder for report templates and another for letter templates. You can also import and export templates. To begin, choose File > Templates > Organize from the main menu. The Template Management window (Figure 285) opens.
templates contained in that folder appears underneath the folder name. 2) Click the template that you want to move and drag it to the desired folder. If you do not have the authority to delete templates from the source folder, this action copies the template instead of moving it. Deleting a template You cannot delete templates supplied with OOo or installed using the Extension Manager; you can only delete templates that you have created.
Exporting a template To export a template from a template folder to another location: 1) In the Template Management dialog box, double-click the folder that contains the template that you want to export. A list of all the templates contained in that folder appears underneath the folder name. 2) Select the template that you want to export. 3) Click the Commands button and choose Export Template from the drop-down menu. The Save As window opens.
11 Chapter Using Mail Merge Form letters, mailing labels, and envelopes
What is mail merge? OpenOffice.org (OOo) Writer provides very useful features to create and print: • Multiple copies of a document to send to a list of different recipients (form letters) • Mailing labels • Envelopes All these facilities, though different in application, are based around the concept of a registered “data source”, from which is derived the variable address information necessary to their function. This chapter describes the entire process.
Figure 289: Spreadsheet data source Registering a data source For a data source to be directly accessible from within an OOo document, it must first be registered as described below. 1) Click File > Wizards > Address Data Source. Figure 290: Starting the Address Data Source wizard 2) Select the appropriate type of external address book—in this case, Other external data source. (The choices on this page of the wizard vary with your operating system.) Click Next. 342 OpenOffice.
Figure 291: Select type of external address book 3) On the next page of the Wizard (Figure 292), click Settings. Figure 292: Starting the Settings part of the Wizard 4) In the Data Source Properties dialog (Figure 293), select the Database type (in this case, Spreadsheet). Click Next.
5) In the next dialog (Figure 294), click Browse and navigate to the spreadsheet that contains the address information. Select the spreadsheet and click Open to return to this dialog. At this time you may wish to test that the connection has been correctly established by clicking on the Test Connection button (not shown in illustration). Figure 294: Selecting the spreadsheet document 6) Click Finish. 7) In the following dialog (Figure 295), click Next. (Do not click Field Assignment.
8) Name the file in the Location field. The default is ...\Addresses.odb; but you may replace Addresses with another name if you wish. You may also change the name in the “Address book name” field. In our example, the name “Points” was used for both. Figure 296: Name the .odb file and the address book. 9) Click Finish. The data source is now registered.
You can create a form letter manually, which is the simplest and most comprehensive method and is described here, or you can use the Mail Merge wizard as described in “Using the Mail Merge Wizard to create a form letter” starting on page 360. If you elect to use the wizard, pay close attention to its current limitations, as identified within its description. 1) Create a new text document: File > New > Text Document, or open a pre-existing form letter with File > Open.
Figure 298: Dragging fields to the body of the form letter. 5) Continue until you have composed the entire document. (See Figure 299 for an example.) At this time you may wish to consider suppressing any blank lines that may appear in the resulting letters. If not, skip ahead to Step 7. Figure 299: The completed form letter.
6) To suppress blank lines: p) Click at the end of the first paragraph to be suppressed and then select Insert > Fields > Other. q) Select the Functions tab and then click on Hidden Paragraph in the Type column. r) Now click in the Condition box and enter the details of the condition that defines a blank address field. It has the general form of: ![Database.Table.Database field] where the ‘!’ (NOT) character indicates the negative case and the square brackets indicate the condition.
The document is now ready to be printed. 1) Click File > Print and respond with Yes in the message box. Figure 301: Confirmation message for merging database fields 2) In the Mail Merge dialog (Figure 302), you can choose to print all records or selected records. To select records to be printed, use Ctrl+click to select individual records. To select a block of records, select the first record in the block, scroll to the last record in the block, and Shift+click on the last record.
4) If you have not saved the original, prototype form letter document (template) previously, then you should do so now. Having a form letter template could greatly simplify the creation of other form letters in the future and is highly recommended. Printing mailing labels Before beginning this process, note the brand and type of labels you intend to use. To print mailing labels: 1) Click File > New > Labels. 2) On the Options tab, ensure that the Synchronise contents checkbox is selected.
4) Click the dropdown arrow under Database field. Select the first field to be used in the label (in this example, Title). Click the left arrow button to move this field to the Label text area (see Figure 304). Figure 304: Move fields from Database field list to Label text area. 5) Continue adding fields and inserting desired punctuation, spaces, and line breaks until the label is composed. Figure 305 shows the completed label. Figure 305: The completed label.
6) Click New Document. You now have a new, single-page document containing a series of frames, one for each label of the selected type and filled with the data source address fields that you selected. Quite often some of the fields in your address data source will be unused, leading to blank lines in your labels. If this is not important, you can skip the next few paragraphs and go straight to Step 7, otherwise continue as described here.
address field. It has the general form of: ![Database.Table.Database field] where the ‘!’ (NOT) character indicates the negative case and the square brackets indicate the condition. For example, in our Points database the condition to test if the Company field is empty would be ![Points.Sheet1.Company] as illustrated in Figure 300. To test for multiple conditions, use the operators AND and/or OR between the conditional statements, for example: ![Points.Sheet1.Title]AND![Points.Sheet1.
2) In the Mail Merge dialog (Figure 302), you can choose to print all records or selected records. To select records to be printed, use Ctrl+click to select individual records. To select a block of records, select the first record in the block, scroll to the last record in the block, and Shift+click on the last record. 3) Click OK to send the labels directly to the printer.
from the pop-up menu. (Note: If you click on a misspelled word, a different menu appears.) 2) Then from the Paragraph Style dialog, you can make changes to the font name, the font size, the indents, and other attributes. Printing envelopes Instead of printing mailing labels, you may wish to print directly onto envelopes.
Figure 306: Envelope formatting dialog. 3) The next step is to select the Printer tab (Figure 307), from where you may choose the printer you intend to use, its setup— for example, specification of the tray holding envelopes--and other printer-related options such as envelope orientation and shifting. You may need to experiment with these settings to achieve the best results with your printer.
Figure 307: Choosing printer options for an envelope 5) Select the Envelope tab (Figure 308). Verify, add, or edit the information in the Addressee and Sender boxes (Sender is the “from” on the envelope). You can use the right-hand dropdown lists to select the database and table from which you can access the Addressee information, in a similar fashion to that described for “Printing mailing labels”, paragraphs 3, 4 and 5 on page 350. The similarity of the method with Figure 304 and Figure 305 will be clear.
Figure 308: Choosing addressee and sender information for envelopes 7) Quite often some of the fields in your address data source will be unused, leading to blank lines in your envelope Addressee area. If this is not important, you can skip the next few paragraphs and go straight to “Merging and printing the envelopes” on page 359, otherwise continue as described here. Tip The following procedure is very similar to that used for a similar purpose in the section on printing mailing labels.
lines, you need to replace line breaks with paragraphs as follows. c) Click at the end of the last data source address field in the first line of the label. Press Delete to remove the new line and then press Return (or the Enter key) to insert a paragraph. Repeat this action for each line of the label. If the line spacing in the Addressee area is not satisfactory, you may wish to correct this before proceeding, by modifying the paragraph style associated with the address.
3) Make your selections and then click OK to print direct to the printer. If you wish to check the envelopes before printing them, see Step 9 of “Creating a form letter” on page 345 for instructions. Using the Mail Merge Wizard to create a form letter The manual method of creating a form letter described in “Creating a form letter” on page 345 provides the most control over the result and is therefore recommended. If you prefer to use the Mail Merge wizard, the technique is described below.
Select Use the current document and click Next. Figure 309: Select starting document Step 2: Select document type The wizard can produce letters or, if a Java Mail connection exists, email messages. You can see these options in Figure 310. In this example, we are producing a letter. Select Letter and click Next.
Step 3: Insert address block This is the most complex step in the wizard. In this step (Figure 311) you will do three things: 1) Tell the wizard which data source to use. The data source must be an existing file; in this example it is the “Points” spreadsheet created earlier. 2) Select the address block to use in the document. This means choosing which fields appear (for example, whether the country is included) and how they look. 3) Make sure that the fields all match correctly. This is very important.
2) If you have not already created the address list, you may click Create to do so now. This step will allow you to create a CSV (Comma Separated Values) file with a new list of address records. If you already have an address list, as we have in the “Points” spreadsheet example, but which is not the one you wish to use, click Add and select the file in which it resides. In each of the above cases a new data source will be created and registered.
provided are relatively common, but they might not exactly match your preference. If this is the case, select the address block that is closest to what you want and click Edit, which opens the New Address Block dialog. Figure 313: Select address block 3) In the New Address Block dialog (Figure 314), you can add or delete address elements using the arrow buttons on the left. To move elements around, use the arrow buttons on the right.
Matching the fields Finally, it is time to match the wizard’s fields with the spreadsheet fields, so that items like and “Surname” match correctly. 1) Look at section 3 of step 3 of the wizard (shown in Figure 311 on page 362). The box at the bottom displays one record at a time, using the address block format you selected. Use the right and left arrow buttons below that address box to step through the addresses, checking that they display correctly.
• The Preview column shows what will be shown for this field from the selected address block, so you can double-check that the match is correct. 3) When you have matched all the fields, click OK to return to step 3 of the wizard. Now, when you use the arrow buttons to look at all the addresses, they should all look correct. If not, go back and change anything you’re not happy with, before clicking Next to move to step 4.
You can use a different greeting for men and women. To do this, Writer must have some way of knowing whether a person is male or female. In our spreadsheet we had a column called Sex. In the section Address list field indicating a female recipient, set the field name to Sex and the field value to F. The male salutation is then printed for all men and the female salutation for all women. Note You do not need to tell OOo who is a male, because it assumes that all non-female records are males.
Step 6: Edit document and insert extra fields In step 6 you have another opportunity to exclude particular recipients from the mail merge, as shown in Figure 318. Figure 318: Edit document You can also edit the body of the document. If you started with a blank document, you can write the whole letter in this step. Click Edit Document to shrink the wizard to a small window (Figure 319) so you can easily edit the letter.
To do this: 1) Click Edit Document in step 6 of the wizard. 2) Select Insert > Fields > Other. The Fields dialog opens. Figure 320: Insert mail merge fields dialog 3) Click the Database tab. 4) On the left hand side, select Mail merge fields. 5) Under Database selection find your data source (in this example, it is a spreadsheet). Expand it to see the fields. 6) Click the field you want to insert, then click Insert to insert the field.
Step 7: Personalize documents In step 7, OOo creates all your letters, one per recipient. Clicking the Edit individual Document button here is similar to step 6. The difference is that you now edit a long file containing all of the letters, so you can make changes to a particular letter to one person. In this step of the Mail Merge wizard (Figure 321), click Find to open a dialog that allows searches within the document, perhaps for an individual addressee.
Step 8: Save, print or send You have now completed the mail merge process. The last step is to do something with it. In step 8, you can save the original sample letter, save the merged document, print the letters right away or, if you created email messages, send them. Figure 322: Step 8: Save,print or send You probably want to save the starting (prototype) document and the merged document.
Figure 323: Saving a merged document Figure 324: Printing the merged document 372 OpenOffice.
12 Chapter Tables of Contents, Indexes, and Bibliographies
Introduction This chapter describes how to create and maintain a table of contents, an index, and a bibliography for a text document using OpenOffice.org Writer. To understand the instructions, you need to have a basic familiarity with Writer and styles (see Chapters 6 and 7 for more about styles). Tables of contents Writer’s table of contents feature lets you build an automated table of contents from the headings in your document. Before you start, make sure that the headings are styled consistently.
Figure 325: Headings example Figure 326: Table of contents example If you add or delete text (so that headings move to different pages) or you add, delete, or change headings, you need to update the table of contents. To do this: 1) Place the cursor within the table of contents. 2) Right-click and select Update Index/Table from the pop-up menu. Note If you cannot place the cursor in the table of contents, choose Tools > Options > OpenOffice.
Tip You can customize an existing table of contents at any time. Right-click anywhere in it and select Edit Index/Table from the pop-up menu. Continue as described in the next section, “Customizing a table of contents”. Customizing a table of contents To insert a customized table of contents into your document: 1) Place the cursor where you want the table of contents to appear. 2) From the main menu, choose Insert > Indexes and Tables > Indexes and Tables. The Insert Index/Table dialog box opens.
You can display a preview box, located on the left-hand side of each tab, to show as you work how the table of contents will look. (If you do not see the preview box, select Preview in the lower right-hand corner of the dialog box.) The illustrations in this chapter show the dialog box as it appears with the preview box hidden. After making all your changes, click OK to save the table of contents so it appears in your document.
Creating a table of contents from an outline This selection creates the table of contents using outline levels; that is, paragraphs formatted with one of the predefined heading styles (Heading 1-10) are added to the table of contents in order. Click on the (...) button next to the option to change the numbering properties of the table of contents. This can be useful if you want to put numbers in front of each level of the contents, as in Figure 328.
Creating from additional styles Writer automatically assigns to the table of contents all paragraphs formatted with the default heading styles (Heading 1, Heading 2, and so on). To assign paragraphs formatted with other styles, including custom styles: 1) In the Create from area, select Additional Styles. 2) Click the (...) button to the right of Additional Styles. The Assign Styles dialog box (Figure 329) opens. Figure 329.
Using the Entries page Use the Entries page, pictured in Figure 330, to define and format the entries in the table of contents. For each outline level, you can add and delete elements such as chapter (heading) numbers, and you can also apply character styles to individual elements. Figure 330. Entries page of Insert Index/Table dialog box To begin, click a level number in the Level column to select the outline level whose elements you want to format.
Note If the chapter number defined for your document includes the word “Chapter” before the number itself, then the E# field in the table of contents will also include the word “Chapter”. If you want to include the chapter number with the page number (for example, in the style “1-1, 1-2, ...”) , you will find that the page number appears in the table of contents as “Chapter 11”, which is probably not what you want.
4) Click the Hyperlink button again. An LE button, representing the end of the hyperlink, appears on the Structure line. Figure 331 represents the completion of the above steps. The number and the text of the entries on that level will now be hyperlinks. Figure 331: Hyperlink in table of contents Applying character styles To apply a character style to an element: 1) On the Structure line, click the button representing the element to which you want to apply a style.
Applying changes to all outline levels To apply the displayed structure and formatting to all outline levels, click the All button. Tab position relative to Paragraph Style indent When this option is selected, entries are indented according to the settings of their individual formats. Where a paragraph style with an indent on the left is in use, tab stops will be relative to this indent. If this option is not selected, tab stops will be relative to the left margin position.
3) Click the < button to apply the selected paragraph style to the selected outline level. The styles of the level appears in the square brackets in the Levels list. To remove paragraph styling from an outline level: 1) In the Levels list box, select the desired outline level by clicking it. 2) Click the Default button. To view or edit the attributes of a paragraph style, click the style in the Paragraph Styles list box and then click the Edit button.
Adding multiple columns To display the table of contents in more than one column: 1) Either enter the number of columns desired in the box labeled Columns or select the icon representing the number of columns. 2) To evenly distribute the columns according to the page width, check the AutoWidth box.
Adding color To add color to the background of the table of contents, select from the color grid. Note Even though the table of contents may have a shade behind it while editing, it is actually not shaded by default. It appears shaded because it is a field and will appear to have the same shading all fields have. Adding a graphic Figure 335.
5) In the Type area of the Background tab, choose how you want the background graphic to appear: • To position the graphic in a specific location, select Position and then click the desired location in the position grid. • To stretch the graphic to fill the entire background area, select Area. • To repeat the graphic across the entire background area, select Tile. Figure 336.
Editing a table of contents To edit an existing table of contents: 1) Click anywhere in the table of contents and then right-click. Tip If you cannot click in the table of contents, it is probably because it is protected. To disable this protection, choose Tools > Options > OpenOffice.org Writer > Formatting Aids, and then select Enable in the Cursor in protected areas section.
Updating a table of contents Writer does not update the table of contents automatically, so after any changes to the headings, you must update it manually. To update a table of contents when changes are made to the document: 1) Click anywhere in the table of contents and then right-click. 2) From the pop-up menu, choose Update Index/Table. Writer updates the table of contents to reflect the changes in the document.
Adding index entries Before you can create an index, you must create some index entries. 1) Either highlight the word or phrase to add to the index or place the cursor at the beginning of the word or phrase. (If you want to add multiple words as one entry it will generally be better to highlight the entire phrase.) 2) Click Insert > Indexes and Tables > Entry to display a dialog box similar to that shown in Figure 338.
Tip You can also open the Insert Index Entry dialog box by clicking the Entry icon on the Insert toolbar, as shown in Figure 339. Figure 339. Entry icon on Insert toolbar Creating an alphabetic index quickly Now that there are index entries, you can create the index. Although indexes can be customized extensively in Writer, most of the time you will need to make only a few choices.
1st key – An index key is an index entry that has no associated page number and has several subentries that do have page numbers. Keys are useful ways of grouping related topics. (See “Example of using an index key” on page 392.) • 2nd Key – You can have a three-level index, where some of the first-level keys have level-2 entries that are also keys (without page numbers). This degree of index complexity is not often necessary.
Figure 340. Index/Table page of Insert Index/Table dialog box The preview box, located on the left-hand side of the dialog box, shows as you work how the index will look. (If you do not see the preview box, select Preview in the lower right-hand corner of the dialog box.) After making your changes, click OK to save the index so it appears in your document. Using the Index/Table page Use the Index/Table page (Figure 340) to set the basic attributes of the index.
3) From the drop-down list in the Create index/table area, select Entire document. You can also choose to create an index for just the current chapter. 4) Various other options determine how the index handles entries: • Combine identical entries. Defines how identical entries are dealt with. Normally each page number of an indexed word or phrase will be shown in the index; however these can be combined using the Combine identical entries with p or pp.
Figure 341. Entries page for creating an alphabetical index Each button on the Structure line represents one element: • The E button represents the entry text. • The T button represents a tab stop. • The # button represents the page number. • The CI button represents chapter information. This may not be displayed immediately, but can be added. Each white field on the Structure line represents a blank space. You can add custom text if you desire.
Deleting elements To delete an element from the Structure line, click the button that represents that element and then press the Delete key on your keyboard. For example, to delete a tab stop, click the T button and then press the Delete key. Adding elements To add an element to the Structure line: 1) Place the cursor in the white field to the left of where you want to insert the element. 2) Click one of the buttons below the Structure line. (For example, to add a tab stop, click the Tab stop button.
• Key separated by commas. Arranges the entries in the index on the same line but separated by commas. • Tab position relative to Paragraph Style indent. When checked, entries are indented according to the settings of their individual formats. Where a paragraph style with an indent on the left is in use, tab stops will be relative to this indent. If this option is not selected, tab stops will be relative to the left margin position.
4) Make the necessary modifications or additions to the index entries and, when finished, click OK. Figure 342. Viewing and editing index entries Other types of indexes An alphabetical index is not the only type of index that you can build with Writer. Other types of indexes supplied with Writer include those for illustrations, tables, and objects, and you can even create a userdefined index.
Figure 343. Creating other types of indexes Bibliographies A bibliography is useful for displaying references used throughout a document. These references are either stored in a bibliographic database or within the document itself. This section shows you how to: • Create a bibliographic database; add and maintain entries. • Add a reference into a document. • Format the bibliography. • Update and edit an existing bibliography.
Select Tools > Bibliography Database. A window similar to that in Figure 344 is shown. Figure 344. Bibliography Database main window You can use the top portion of this window to: • Filter for specific records within the database (see “Filtering records” below). • Change some details of columns in the database (see “Changing column details”). • Select an alternative data source (another database or table) or change details of the fields in the database.
Filtering records To set up a filter for specific records within the bibliographic database, select Tools > Filter from the Bibliographic Database menu bar. On the Standard Filter dialog box (Figure 345), choose the fields, conditions and values for the filter and click OK. Figure 345. Setting up a filter for the bibliographic database Changing column details To change the details of columns in the bibliographic database, click the Column Arrangement button near the top of the window.
Figure 347: Choosing a different data source for the bibliographic database Changing field details You can make changes to the bibliography database (for example, rename fields or change the length of fields) by doing the following: 1) In the main document (not the Bibliography Database screen), press F4 or click View > Data Sources to open the data source window, similar to Figure 348. 2) Make sure that the Bibliography database is selected as well as the correct table.
Figure 349. Main window for working with databases 4) If Tables (under the Database view) is not selected, select it now. 5) Right-click on the biblio table name in the Tables section and select Edit from the pop-up menu to display a window similar to that shown in Figure 350. 6) You can now select each of the rows and modify the Field Properties as required. 7) When finished, you will be asked to confirm that you want the changes saved.
Figure 350. Modify table properties window Adding entries to the database To add entries to the database: 1) You can add records directly into the database using the lower portion of the window shown in Figure 344 on page 400. 2) Complete each of the fields as required. Use the Tab key to move between fields. 3) It is best to use a unique name in the Short name field. This is used when inserting entries into documents. 4) To complete the entry move to the last field and press Tab once more.
Maintaining entries in the database To maintain entries in the database, use the Bibliography Database window as in the previous section. Click on the appropriate field and modify the text as appropriate. Modified entries are saved automatically to the database when the cursor moves off the record.
4) Select the reference from the Short name dropdown list near the bottom of the dialog box. The Author and Title of the selected reference are shown in the middle of the dialog box, to help you verify that it is the reference you want. 5) To insert the reference into the document, click Insert. 6) You can keep the dialog box open and insert another reference into the document; you don’t need to close and reopen it. 7) When you have finished inserting all the references, select Close.
Using the Index/Table page The basic settings are selected on this page. 1) To give the bibliography a title, enter it in the Title field. (A title is not required.) 2) You can protect the bibliography from being changed accidentally, by checking Protected against manual changes. If this option is selected, the bibliography can only be changed using the rightclick menu or the Insert Table/Index dialog.
Figure 353. Entries page for bibliographies Using the Styles, Columns and Background pages Refer to “Using the Styles page” on page 383, “Using the Columns page” on page 384, and “Using the Background page” on page 385. Generating the bibliography To generate the bibliography so that it appears in your document, click OK. The Insert Index/Table dialog box closes and the bibliography appears in your document.
Figure 354: Modify a numbering style 2) On the Numbering Style dialog, go to the Options page. In our example we want to have the numbers enclosed in square brackets. To do this, type [ in the Before box and ] in the After box, as shown in Figure 355. Figure 355: Specifying square brackets before and after the number in a list 3) Now go to the Position tab of the Numbering style dialog.
Figure 356: Setting the spacing between the margin and the text 4) Click OK to save these settings and close the Numbering Style dialog. Return to the Styles and Formatting window, click on the Paragraph Styles icon, choose All Styles from the list at the bottom of that window, then right-click on Bibliography 1 and choose Modify. 5) On the Paragraph Style dialog, go to the Numbering tab and select Numbering 1 from the drop-down list. (See Figure 357.
Figure 358: Result of settings for Bibliography 1 paragraph style Updating and editing an existing bibliography To modify the display of bibliography entries: 1) Click anywhere in the bibliography and then right-click. 2) From the pop-up menu, choose Edit Index/Table. The Insert Index/Table dialog box opens and you can edit and save the table using the five pages described in the previous section.
13 Chapter Working with Master Documents
Why use a master document? Master documents are typically used for producing long documents such as a book, a thesis, or a long report. A master document is especially useful when graphics, spreadsheets, or other material causes the file size to become quite large. Master documents are also used when different people are writing different chapters or other parts of the full document, so you don’t need to share files.
Using the Navigator The Navigator is a very useful tool that helps you move quickly to specific parts of your document. It also provides information about the content of the document and enables you to reorganize some of the content. For example, if each chapter in your final book is a separate document, then in the master document they can be reordered, and the references are renumbered automatically and the table of contents and index can be updated. In Writer, the Navigator has two distinct forms.
Creating a master document The three most common scenarios for creating a master document depend on the current state of your document: • You have one existing document (a book) that you want to split into several subdocuments (chapters) that will be controlled by the master document. • You have several existing documents (chapters) by one or more authors that you want to combine into one book, controlled by the master document.
Combining several documents into a master document This method works best when all of the documents were created from the same template, but you can also use it when the documents were created from different templates. Use one of the techniques described in “Starting with no existing documents” to create a blank master document and insert the other documents as subdocuments of the master document. This method is especially useful if the subdocuments are created or maintained by multiple writers.
2) Use the Navigator to insert new documents or existing files into the master document, as described in “Step 5. Insert the subdocuments into the master document” on page 422. Method 2. Not too complicated, but with restrictions This technique works well if you want to use sequential page numbering throughout the final document (not restarting at 1 at any point), and each chapter starts with a Heading 1 on a new page. If you want to restart page numbering anywhere in the document, use Method 3.
Step 1. Plan the project Although you can make changes at most steps in this process, the more you can plan before you start, the less work you will have to do to correct any problems later. Here are some things you need to plan: Parts of book or report required. What pages will be in the master document and what will be in the subdocuments? (The ToC and index must be in the master document.) Consider as an example a book with the parts given in the table below.
Step 3. Create the master document and subdocuments from the same template If you are starting a new project, create the master document and all the subdocuments from the same template. Not using the same template could create style inconsistencies that require time and effort to correct. For example, if two subdocuments have a style with the same name that is formatted differently in each document, the master document will use the formatting from the first subdocument that was added.
Create a subdocument in the same way as you create any ordinary document: 1) Open a blank document based on the project template (very important) by clicking New > Templates and Documents, then selecting the template. 2) Delete any unwanted text, and set the first page to the page style you specified for the first page of a chapter. 3) Click File > Save As. Give the document a suitable name and save it in the folder for this project.
Figure 360: Inserting a page break between the title page and the copyright page 3) Type the contents of the copyright page (or leave placeholders). Insert another manual page break, this time setting the page style to Front matter first page. Select the Change page number checkbox and choose 1 in the box below that, as shown in Figure 361. This number 1 will show in your document as i, because the page style is defined to use Roman numerals. 4) Let’s assume the third page is for the Table of Contents.
Step 5. Insert the subdocuments into the master document At last we are ready to add the subdocuments. Tip Subdocuments are inserted into a master document before the item highlighted in the Navigator. If you insert the last subdocument first, and then insert the other subdocuments before the last one, they will end up in the correct sequence without the necessity of moving them up or down in the list. 1) Display the Navigator (click Edit > Navigator, or press F5, or click the Navigator icon .
highlighted. Repeat with Chapter 1, Chapter 2, and so on until all the subdocuments have been added to the list. The Navigator will now look something like Figure 364. Figure 364. The Navigator showing a series of files in a master document 5) Save the master document again. Now highlight each chapter in turn and insert a Text section before it. When you are done, the Navigator should look like Figure 365. Figure 365.
Tip You can define your Heading 1 paragraph style to start on a new page, and thus avoid inserting manual page breaks between chapters, but this causes a page numbering problem if you want to restart page numbering at the beginning of Chapter 1. To restart page numbering, you must insert a manual page break; but because the Heading 1 style on the first page of Chapter 1 forces yet another page break, you end up with one or more unwanted blank pages before the first page of Chapter 1.
there is a blank paragraph in the text area between the two sections (the Preface and Chapter 1), as shown in Figure 367. Click on this blank paragraph and insert a page break, specifying the First Page style and the page number to start at 1. Click OK. Section marker at end of previous section Text area in master document, between sections Section marker at start of next section Figure 367: A text area between two sections of a master document 8) Scroll to the first page of Chapter 2.
If you have included index entries in your subdocuments, put the insertion point on the page in the last text section where the index is to go and create the index. Editing a master document After creating a master document, you may want to change its appearance or contents. Changing the appearance of the document You can change the styles in the template as your project develops. Do not make changes to styles in the master document or in any of the subdocuments—make those changes in the template.
The process to create cross-references between subdocuments is tedious, but it works. Preparing items as targets for cross-referencing Before you can insert a cross-reference to anything that is not automatically shown on the References tab, such as a heading, you must prepare or “set” that heading as an item to be referenced. To do this, you can either use bookmarks or set references.
Setting references 1) Click Insert > Cross reference. 2) On the References tab of the Fields dialog box (Figure 370), click Set Reference in the Type list. The Selection list shows any references that have been defined. You can leave this page open while you set many headings as references. Figure 370: Setting text to be used as a target for a crossreference 3) Click in the document and highlight the text of the first heading to be used as a target for a cross-reference. Click on the Fields dialog box.
Figure 371: Selecting a subdocument in the Navigator 2) In the subdocument, place the cursor where you want the crossreference to appear. Click Insert > Cross Reference. 3) In the Fields dialog box, on the References page, select Insert Reference in the Type list on the left hand side (Figure 372). The Selection list in the middle column shows only the reference field names for the subdocument you are using, so ignore that list and check the list you created manually in step 1. Figure 372.
4) In the Name field in the lower right hand column, type the name of the reference you set in the subdocument you are referring to. In our example, the reference is in Chapter 3, and its name is word count. 5) Click Insert, type any text you want to appear between the reference and page number (such as “on page”), and then insert another reference with the Page format. Nothing will appear in the subdocument except tiny gray bars indicating the fields.
Creating one file from a master document and its subdocuments Master documents are .odm files containing linked subdocuments, which are in .odt format. Although linked files are very useful when writing and editing a large document such as a book, sometimes you might need to have a copy of the entire book in one file. To export a master document to a .odt file (without affecting the original .odm file), do this: 1) Open the master document. Choose File > Export from the menu bar.
Figure 377: Breaking links to include files in one document 6) After breaking the links, you may wish to also remove some or all of the sections. To do that, go to Format > Sections, select the sections you wish to remove, and click Remove. The contents of those sections remain in the document; only the section markers are removed. Tip The Help does not mention steps 4 and 5 above, giving only the step for removing the sections.
paragraph of the previous chapter. The example did not include a cross-reference to the chapter name and number in the header of the first page, so it did not have this problem. First page footers do not have this problem; they correctly pick up the current chapter’s name and number. The solution The cure for this problem is as follows: 1) Use File > Templates > Edit to open the template used for the master document and its subdocuments.
accordingly. Therefore, this adjustment is best made at the end of the project. Here is how to do it. 1) In the master document itself—not in the subdocument—place the cursor just in front of the Page field on the first page of the first chapter. Right-click and choose Fields from the pop-up menu. 2) In the Edit Fields dialog box (Figure 378), type a negative even number (–2, –4, etc.) in the Offset box. Click OK to save this change. Figure 378.
The solution 1) Remove the landscape pages from the subdocument and put them in a separate document. Note that if the landscape pages are in the middle of the original subdocument, you will end up with at least three documents: (a) the portion of the subdocument before the landscape pages, (b) the landscape pages themselves, and (c) the portion of the subdocument after the landscape pages. 2) Insert documents (a) and (c) individually into the master document.
The solution To avoid this problem but keep pictures positioned precisely on a particular page, anchor the pictures as follows: 1) Right-click on the picture and choose Picture from the pop-up menu. 2) On the Type tab of the Picture dialog box (Figure 379), set the anchor to To character or To paragraph. Figure 379. Anchoring a graphic and setting its position on a page 3) Under Position, choose suitable horizontal and vertical references to the page. 436 OpenOffice.
14 Chapter Working with Fields
Introduction to fields Fields are extremely useful features of Writer. They are used for a variety of purposes; for example, data that changes (such as the current date or the total number of pages) or might change (the name of a product or book under development), user-defined numbering sequences, automatic cross-references, and conditional content (words or paragraphs that are visible or printed in some conditions but not others). Index entries are also fields.
Using document properties to hold information that changes Use the Properties dialog box for any document to enter information that you might want to reference in your document. This is particularly useful if it is information that might change during the course of the project. Click File > Properties and enter the desired data in the Description page (Figure 381) and the User Defined page (Figure 382). Later in this chapter, we will see how to use this information in fields.
Figure 382: The User Defined page of the document’s Properties dialog box Using other fields to hold information that changes One way that people use fields is to hold information that is likely to change during the course of a project. For example, the name of a manager, a product, or even your entire company may change just before the document is due to be printed.
To insert one of these fields, select it in the Type list and then select from the Select and Format lists if choices appear. Finally, click Insert.
Tip Although these fields are often used to hold information that changes, you can make the content unchangeable by selecting the Fixed content option (visible in Figure 383, lower right) when inserting the field. If necessary, you can come back to this dialog box later and deselect this option to make the field variable again. Using AutoText to insert often-used fields If you use the same fields often, you will want a quick and easy way to insert them. Use AutoText for this purpose.
Defining your own numbering sequences You may want to define your own numbering sequences, for example to use in situations where you do not always want the number at the start of the paragraph or where you want more control than the built-in numbering choices give you. This topic describes how to create and use a numbering sequence, using a “number range variable” field.
open, so you may need to move it out of the way to see the field in the document. 5) Hover the mouse pointer over this number field and you will see the field code of Step = Step+1. If you click several more times on the Insert button in the Fields dialog box, the numbers 2, 3, 4, and so on will appear in the document. Now you may want to restart the Step sequence at 1, so you can use the same sequence name more than once in your document (for example, to begin each set of instructions).
Use AutoText to insert a number range field You certainly do not want to go through all of that every time you want to put in a step number. Instead, create two AutoText entries, one for the Step = Step=1 field (call it Step1, for example) and one for the Step = Step+1 field (StepNext). Then insert the fields in the same way you would insert any other AutoText. See “Using AutoText to insert often-used fields” on page 442.
Figure 388: The Cross-references page of the Fields dialog box Inserting cross-references To insert a cross-reference to a heading, figure, or other item shown on the Cross-references page: 1) In your document, place the cursor where you want the crossreference to appear. 2) If the Fields dialog box is not open, click Insert > Cross Reference. On the Cross-references page (Figure 388), in the Type list, click the type of item you are referencing (for example, Heading or Figure).
caption), Page (to insert the number of the page the figure is on), or Numbering (to insert only the figure number). 6) Click Insert. For a full list of the reference formats available, and their use, consult the application Help. Available formats For all the types of reference, you can select one of the following formats: • Page: the page number of the target • Chapter: the number of the chapter where the referenced target is located. • Reference: the full text set as reference.
Preparing items as targets for cross-referencing Occasionally you might want to insert a cross-reference to something that is not automatically shown on the Cross-references page. Before you can insert a cross-reference to such an item, you must prepare the item as a target to be referenced. To do this, you can either use bookmarks or set references. After a target has been defined, you can cross-reference to it as described on page 446.
box. The text of the item will appear in the Value box in the lower right. In the Name box, type some text by which you can identify this item. 4) Click Insert. The text you typed in the Name box now appears in the Selection list. 5) Repeat steps 3 and 4 as often as required.
whether to include these numbers in the field (Chapter number and name). Figure 391: Inserting the current chapter name and number into your document • You can insert cross-references to other heading levels by specifying a value in the Level box in the lower right of the Document page of the Fields dialog box (Figure 391). That is, Level 1 = Heading 1, Level 2 = Heading 2, and so on.
• You can add a page count to the footer—for example “Page 9 of 12”. Type the word “Page” and a space in front of the Page field. Type a space, the word “of”, and a space after the Page field. Then click Insert > Fields > Page Count. Using fields instead of outline numbering for appendix numbering Chapter 6 (Introduction to Styles) describes how to use paragraph styles to define a hierarchy of headings to be included in a table of contents.
Figure 392: Defining a number range variable for Appendixes Tricks for working with fields Keyboard shortcuts for fields Here are some handy keyboard shortcuts to use when working with fields: Ctrl+F2 Ctrl+F8 Ctrl+F9 F9 Open the Fields dialog box. Turn field shadings on or off. Show or hide field names. Update fields. Fixing the contents of fields You can specify Fixed content for many items on the Document and DocInformation pages so the field contents do not update.
Converting fields into text Writer does not provide any easy way to convert field contents into text. To do this, you need to copy the field contents and paste them back as unformatted text. This is not a very good solution if you have hundreds of fields that you want to change, but you could use a macro to automate the process. Developing conditional content Conditional content is text and graphics that are included or excluded depending on a condition you specify.
Hidden text With hidden text (a word, phrase, or sentence), you have only two choices: show or hide. If the condition you specify is met, the text is hidden; if the condition is not met, the text is displayed. The disadvantages are the same as for conditional text: you cannot include graphics, edit the text in the body of the document, format part of the text, or include a field.
Choose or define a variable You can use the following variables in your condition: • User-defined variables • Predefined OpenOffice.org variables, which use statistical values from the document properties • User data • Database field contents—for example from your address book You cannot use internal variables (for example, page number or chapter name) to formulate conditions. The examples in this chapter use user-defined variables.
3) Select Set variable in the Type list and Text in the Format list. Type a name for the variable in the Name box, and a value in the Value box. I have chosen ProLite for the name (to remind me that this variable is related to the two product versions), and I set the value as Lite because I can remember “If it is the Lite version, then this text should be hidden.” 4) Select Invisible so the field does not show in the document. Click Insert, then click Close.
Apply the condition to the content Now that you have defined the variable, you can use it in a condition statement. This topic describes some of the possibilities. Conditional text First, let us set up some conditional text that will insert the words Great Product Lite into the Lite version and Great Product Pro into the Pro version of the manual. You would use this field whenever you want to mention the name of the product. 1) Place the cursor where you want one of these phrases to appear.
Hidden text You might use hidden text for words or short phrases that describe features of Great Product Pro that are not found in the Lite version. You can reuse the same field in several places in your document—for example, by copying and pasting it. To create a hidden text field: 1) Click Insert > Fields > Other and select the Functions page. 2) Select Hidden text in the Type list, as shown in Figure 395. 3) Type ProLite EQ "Lite" in the Condition box and type the required text in the Hidden text box.
To show hidden paragraphs so you can edit them, do one of the following: • Select View > Hidden Paragraphs from the menu bar, so it is checked (shows all hidden paragraphs). • On the Tools > Options > OpenOffice.org Writer > Formatting Aids page, select the Fields: Hidden paragraphs option (shows all hidden paragraphs). • Double-click in front of the variable that you used to define the condition for hiding the text, and enter a different value for the variable (shows all hidden paragraphs).
To show all the hidden sections so you can edit them, change the value of the variable to something that the conditions will not recognize. In our example, you could change the value to 1. Figure 396: Creating a section to be hidden when a specified condition is met To make the hidden section a normal part of the document (that is, to remove the section markers, but not the contents of the section): 1) Show the hidden section, as described above.
Figure 397: Changing the value of the variable Tip To turn on automatic updating of fields, click Tools > Options > OpenOffice.org Writer > General, and select Fields under Update: Automatically. Using placeholder fields A placeholder field prompts you to enter something (text, a table, a frame, a graphic, or an object).
Figure 398: Inserting a placeholder field Because the field is a graphics placeholder, when you click on the field in the document, the Insert picture dialog box opens, prompting you to select a graphic (picture). When you select a picture and click Open, the picture replaces the field in the document.
To edit an input field, click on it in the document. In the small dialog box that opens, edit the text of the field. Figure 399: Inserting an input field To edit the field’s reference, right-click on the field and choose Fields from the pop-up menu. This opens the Edit Fields: Functions dialog box (Figure 400).
Input list An input list is a text field that displays one item from a list. To insert an input list field into a document: 1) Choose Insert > Fields > Other; on the Functions page, choose Input list in the Type list (Figure 401). Figure 401: Defining an input list field 2) Type the names of the list items in the Item box on the upper right, clicking Add after each item. The items then appear in the Items on list box.
Figure 402: Choosing an item from an input list To add, edit, and remove items from this list, and change their order in the list, click the Edit button in the Choose Item dialog box. This displays the Edit Fields: Function dialog box (Figure 402). Figure 403: Editing the items on an input list To quickly edit all input fields and lists in a document, press Ctrl+Shift+F9. The first input field or list in the document opens. Clicking OK or Next moves to the next input field or list.
15 Chapter Using Forms in Writer
Introduction This chapter covers the use of forms within Writer documents. Most of the information here also applies to forms in other OpenOffice.org components, but there are some differences. The chapter presents information on using forms in four main sections: setting up a basic form, an example for creating a form, linking a form to a data source and finally some advanced techniques. OpenOffice.org forms cover a lot of ground and not everything is included here.
Alternatives to using forms in Writer In OpenOffice.org 3, the Base component provides an alternative way to access a data source. There are a lot of similarities between forms in Base and Writer, but one may be better for a particular task than the other. Base is appropriate only if the form accesses a data source; you would not use it for simple forms. Most other OpenOffice.org components—Calc, Impress, and Draw— also support forms in almost the same way that Writer does.
Figure 404: The three form design toolbars Design Mode When creating a form, you will want to check that all the parts of the form work correctly. If design mode is off, the form behaves as it would for the end user. Buttons can be pressed, check boxes checked, and list items selected. If design mode is on, clicking on a control item selects it for editing. Click the Design Mode On/Off button toolbar to turn design mode on and off.
Tip Note Holding down Shift when creating a form control makes the control square. If you press Shift when resizing an existing control, its proportions are kept the same. When you insert a group box, list box, or combo box, a wizard is launched to guide you through the setup. If you prefer not to run the wizard, click the Wizards On/Off button on the Form Controls toolbar. Configure controls Having inserted the controls, you need to configure them to look and behave as you want.
Tip Double-clicking on a control also brings up the Control Properties dialog box. Using the form To use the form, leave design mode by clicking the Design Mode On/ Off button . A typical way to use a form is: 1) You design the form, then save it when you are happy with it. 2) You send the form to others (for example, by email). 3) They fill in the form, save it and send it back to you. 4) You open the form and see what their answers are.
Form Control toolbar Push Button Option Button List Box Combo Box Label Field Creates an option or radio button. When multiple buttons are grouped together, only one can be selected at a time. The easiest way to group multiple buttons is to use the Group Box button on the More Controls toolbar, with wizards enabled. Creates a list of options, as a pull-down menu, that the user can choose from. If wizards are on, creating a list box launches the List Box Wizard.
More Controls toolbar Spin Button Scrollbar Image Button Image Control Date Field Time Field File Selection A spin button allows form users to choose a number by cycling through the numbers. Specify maximum, minimum, default and the step between numbers. This control is not commonly used in Writer, as the number is not displayed. In Calc, however, a Data tab appears on the Control Properties dialog box, allowing you to link the spin button to a cell.
More Controls toolbar Specify a Literal Mask to restrict which data is displayed from the data source. Group Box Table Control Navigation Bar The group box control has two different uses depending on whether wizards are on or off. If wizards are on, creating a group box launches the Group Element wizard. This creates a group of option buttons (in which only one may be selected at a time). In most cases, using a group box is the best way to create a set of option buttons.
Form Design toolbar Form Navigator Add Field Activation Order Open in Design Mode Automatic Control Focus Position and Size Change Anchor The Form Navigator is a nice utility, displaying all the forms and controls in the current document, allowing you to edit and delete them easily. If you use the Form Navigator, it's a good idea to give your controls names (in the properties dialog box). The name appears in the navigator so, for example, if you have ten text boxes, you can tell which is which.
Form Design toolbar Alignment The Alignment button is disabled unless the control is anchored as a character. You can align a control in different ways, for example so the top of the control lines up with the top of the text or the bottom lines up with the bottom of the text. Display Grid Display a grid of dots on the page, to help you line up controls. Snap to Grid When a control is brought close to a grid point or line, it will snap to the grid. This makes it easier to line up controls.
Add form controls The next step is to add the form controls to the document. We will have four controls: • Name is a text box • Sex is two option buttons, male or female. • Favourite shape is a list of options. • All shapes you like is a series of check boxes. To add these controls: 1) Select View > Toolbars > Form Controls to open the Form Control toolbar. 2) If the tools are not active, click the Form Navigator button (on the Form Control toolbar) to activate them.
Figure 407: Document with form controls Configure form controls No further configuration is required to the Name and Sex fields (though, of course, there is configuration that could be done if you wanted, such as giving a name to each control and changing the appearance of the controls). The list box must be configured to add the list of options. The check boxes must be configured to add in the names (instead of Check Box, Check Box1...
7) Turn Design Mode off and close the two Controls toolbars. You have now completed the form and your form hopefully looks something like Figure 408. Figure 408: Completed form Finishing touches The form is complete, but you are free to make further changes to the document. If you were sending this out to other people to complete, you would probably want to make the document read-only. The effect would be that users would be able to fill in the form, but not to make any other changes to the document.
elements to make it look just the way you want. Even better, modifying the form is as simple as editing a document. OpenOffice.org can access numerous data sources. These include ODBC, MySQL, Oracle JDBC, spreadsheets and text files. As a general rule, databases can be accessed for read and write; other data sources (such as spreadsheets) are read-only. Tip To see the full list of supported data source types, select File > New > Database.
as Writer and Calc. You need to do this if you want to link your forms into it. 4) Click Finish and save your new database, giving it a name. Unlike creating other documents in OOo, databases must be saved when you first create them. After saving the database, you should see the main Base window (Figure 410), which contains three panels. The left-hand panel is Database, with icons for Tables, Queries, Forms and Reports. Figure 410: Main Base window The next step is to create a table.
Tip Setting up the Primary Key field with Auto Value set to Yes is an important step. If this is not done, the form you create later will be much trickier to use and may generate errors for the user. Make sure you get this step right! 4) On three lines, enter under Field Name Name, Address and Telephone. Accept the default Field Type of Text [VARCHAR] and leave Description blank. 5) Save the table (File > Save). You will be prompted to name it (the name can be anything you like).
Figure 412: Using the Database Wizard to connect to an existing database 3) Click Next and follow the instructions to select the database to register (the exact process varies between different types of data source). 4) In Step 3: Save and proceed, check that Yes, register the database for me is selected. Deselect Open the database for editing – you just need to register it, not edit it through Base.
3) Show the Form Controls toolbar (View > Toolbars > Form Controls). 4) Click the Design Mode On/Off button to put the document into design mode, if necessary. With design mode off, most of the toolbar buttons are grayed out. If the Design Mode button is also grayed out, click on the Select button to activate it. 5) Click the Text Box button .
Figure 413: Form properties, connecting to a data source 4) In the Properties dialog box, click on the Data tab (Figure 406). If you set up the form correctly, the Data Field option will contain a list of the different fields in the data source (for example, Name, Address and Telephone). Select the field you want. Figure 414: Form control properties, Data tab 5) Repeat for each control in turn until every control that should be has been assigned to a field.
Entering data into a form Once you have created a form and tied it to a database, you want to use it to enter data into your data source, or modify data already there. 1) Make sure that the form is not in design mode. In the Form Controls toolbar, click on the Design Mode On/Off button . If design mode is off, most of the buttons on the toolbar will be grayed out. 2) Make sure that the Form Navigation toolbar is on (View > Toolbars > Form Navigation).
4) Click Assign and select the macro. Figure 416: Control properties, Events tab Figure 417: Assign action dialog box Macros can also be assigned to events relating to the form as a whole. To assign these, right-click on a form control in the document, select Form and click on the Events tab.
Read-only documents Having created your form, you want whoever is using it to be able to access the information stored in the database, or complete the form, without changing the layout. There is an easy way to do this: make the document read-only. Select Tools > Options > OpenOffice.org > Security> Open this document in read only mode. Fine-tuning database access permissions By default, when a database is accessed from a form, any changes can be made to it: records can be added, deleted and amended.
• For a text box, you can set the maximum text length. This is very • • • • useful when adding records into a database. Every database text field has a maximum length and, if the data entered is too long, OOo displays an error message. By setting the maximum text length of the form control to be the same as that of the database field, this error can be avoided. You can set the default option for a form control. By default, a control is blank, or has every option unselected.
16 Chapter Math Objects The OpenOffice.
What is Math? Math is OpenOffice.org (OOo)’s component for writing mathematical equations. It is most commonly used as an equation editor for text documents, but it can also be used with other types of documents or stand-alone. When used inside Writer, the equation is treated as an object inside the text document. Note The equation editor is for writing equations in symbolic form (as in equation 1). If you want to evaluate a numeric value, see the Calc Guide.
The equation editor uses a markup language to represent formulas. For example, %beta creates the Greek character beta ( ). This markup is designed to read similar to English whenever possible. For example, a a over b produces a fraction: b . Entering a formula There are three ways to enter a formula: • Select a symbol from the Selection window. • Right-click on the equation editor and select the symbol from the context menu. • Type markup in the equation editor.
Tip You can hide (or unhide) the Selection window with View > Selection. Example 1: 5×4 For this example we will enter a simple formula: 5×4 On the Selection window: 1) Select the top-left button of the categories (top) section (Figure 420). 2) Click on the multiplication symbol (shown in Figure 420). Unary/binary operators Multiplication Figure 420.
Figure 422. Result of entering 5 and 4 next to the times operator Tip To keep the equation from updating automatically, select View >AutoUpdate display. To update a formula manually, press F9 or select View > Update. Right-click menu Another way to access mathematical symbols is to right-click on the equation editor. This produces a menu as shown in Figure 423. Figure 423. Right-click menu Note 494 The entries in this menu correspond exactly to those in the Selection window. OpenOffice.
Markup You can type the markup directly on the equation editor. For example, you can type 5 times 4 to obtain 5×4 . If you know the markup, this can be the fastest way to enter a formula. Tip As a mnemonic, the formula markup resembles the way the formula reads in English. Below is a short list of common equations and their corresponding markup.
Note A complete table of Greek characters is provided on page 514. Another way to enter Greek characters is by using the catalog window. Go to Tools > Catalog. The catalog window is shown in Figure 424. Under Symbol Set, select Greek and double-click on a Greek letter from the list. Figure 424. Catalog - used for entering Greek characters Example 2: ≃ 3.14159 For this example we will suppose that: • We want to enter the above formula (the value of pi rounded to 5 decimal places).
Figure 425. Tooltip indicates the "Relations" button. Step 4: Delete the text and add 3.14159 at the end of the equation. Hence we end up with the markup %pi simeq 3.14159. The result is shown in Figure 426. Figure 426. Final result Customizations Formula editor as a floating window As seen in Figure 419, the formula editor can cover a large part of the Writer window. To turn the formula editor into a floating window, do this: 1) Hover the mouse over the editor frame, as shown in Figure 427.
Figure 427. Hold down the Control key and double-click on the border of the math editor to turn it into a floating window. Figure 428 shows the result. You can make the floating window back into an embedded frame, using the same steps. Hold down the Control key and double-click the window frame. Figure 428. Equation editor as a floating window How can I make a formula bigger? This is one of the most common questions people ask about OOoMath.
Figure 429. Changing the font size for a formula 2) Select a larger font size under Base size (top-most entry), as shown in Figure 429. Figure 430. Edit Base size (top) to make a formula bigger. The result of this change is illustrated in Figure 430. Figure 431. Result of changing the base font size.
Formula layout The most difficult part of using OOoMath comes when writing complicated equations. This section provides some advice about writing complex formulas. Brackets are your friends OOoMath knows nothing about order of operation. You must use brackets to state the order of operations explicitly. Consider the following example: Markup 2 over Result x + 1 2 over {x + 1} 2 1 x 2 x1 Equations over more than one line Suppose you want to type an equation covering more than one line.
Common problem areas How do I add limits to my sum/integral? The sum and int commands can (optionally) take the parameters from and to. These are used for lower and upper limits respectively. These parameters can be used singly or together. Limits for integrals are usually treated as subscripts and superscripts.
OOoMath provides scalable brackets. That is, the brackets grow in size to match the size of their contents. Use the commands left( and right) to make scalable brackets. Markup left( Tip Result matrix { a # b ## c # d } right) a c b d Use left[ and right] to obtain square brackets. How do I make a derivative? Making derivatives essentially comes down to one trick: Tell OOo it’s a fraction. In other words, you have to use the over command.
Now you can double-click on the formula to edit it. For example, here is the Riemann Zeta function: ∞ z = ∑ n=1 1 z n (3) You can reference an equation (“as shown in Equation (2)”) with these steps: 1) Insert > Cross-reference.. 2) Click on the References tab (Figure 431). 3) Under Type, select Text. 4) Under Selection, pick the equation number. 5) Under Format, choose Reference. 6) Click Insert.
Math commands - Reference Unary / binary operators Operation Command +sign +1 1 –sign –1 −1 +/– sign +–1 ±1 –/+ sign –+1 ∓1 Boolean not neg a ¬a Addition + a+b ab Multiplication dot a cdot b a⋅b Multiplication (X) a times b a×b Multiplication (*) a*b a∗b Boolean and a and b a∧b Subtraction (–) a–b a−b Division (fraction) a over b a b Division (operand) a div b a÷b Division (slash) a/b a /b Boolean or a or b a∨b Concatenate a circ b a °b 504 Display OpenO
Relational operators Operation Command Is equal a=b a=b Is not equal a <> b a≠2 Approximately a approx 2 a≈2 Divides a divides b a∣b Does not divide a ndivides b a ∤b Less than a<2 a2 Greater than a>2 a2 Similar to or equal a simeq b a≃b Parallel a parallel b a∥b Orthogonal to a ortho b a⊥b Less than or equal to a leslant b ab Greater than or equal to a geslant b Display ab Similar to a sim b a~b Congruent a equiv b a≡b Less than or equal to a <= b a≤b Gre
Set operations Operation Command Is in a in B a ∈B Is not in a notin B a ∉B Owns A owns b A∋b Empty set emptyset ∅ Intersection A intersection B A∩B Union A union B A∪B Difference A setminus B A∖ B Quotient A slash B A/ B Aleph aleph ℵ Subset A subset B A⊂B Subset or equal to A subseteq B A⊆B Superset A supset B Display A⊃B Superset or equal to A supseteq B A⊇B Not subset A nsubset B A⊄B Not subset or equal A nsubseteq B A⊈B Not superset A nsupset B A⊅B Not
Functions Operation Command Exponential func e^{a} e Natural logarithm ln(a) ln a Exponential function exp(a) exp a Logarithm log(a) log a Power a^{b} ab Sine sin(a) sin a Cosine cos(a) cos a Tangent tan(a) tana Cotangent cot(a) cot a Square root sqrt{a} a Arcsine arcsin(a) arcsin a Arc cosine arccos(a) arccosa Arctangent arctan(a) arctan a Arc cotangent arccot(a) arccot a nth root nroot{a}{b} a b Hyperbolic sine sinh(a) sinh a
Operators All operators can be used with the limit functions (“from” and “to”).
Attributes Operation Command Display Acute accent acute a a Grave accent grave a a Reverse circumflex check a a Breve breve a a Circle circle a å Vector arrow vec a a Tilde tilde a a Circumflex hat a a Line above bar a a Dot dot a ȧ Wide vector arrow widevec abc abc Wide tilde widetilde abc a bc Wide circumflex widehat abc abc Double dot ddot a ä Line over overline abc abc Line under underline abc abc Line through overstrike abc acb Tri
Operation Command Display Make color of following text cyan7 color cyan qv qv Make color of following text yellow color yellow qv qv Make color of following text white color white qv qv Make color of following text green color green qv qv Make color of following text blue color blue qv qv Make color of following text red color red qv qv Make color green returns to default color black color green X qv X qv Brace items to change color of more than one item color green {X qv} X qv Mi
Operation Command Dots at middle dotsaxis ⋯ Dots vertical dotsvert ⋮ Dots diagonal upward dotsup ⋰ Dots diagonal downward dotsdown ⋱ Chapter 16 Math Objects Display 511
Brackets Operation Command Round Brackets (a) a Square Brackets [b] [ b] Double Square Brackets ldbracket c rdbracket 〚c〛 Single line lline a rline ∣a∣ Double line ldline a rdline ∥a∥ Braces lbrace w rbrace {w} Angle Brackets langle d rangle 〈d 〉 Operator Brackets langle a mline b rangle 〈 a∣ b〉 Group brackets (used for program control) {a} a Scalable round brackets (add the word “left before a left bracket and “right” before a right bracket) left ( stack{a # b # z} right )
Formats Operation Command Left superscript a lsup{b} Center superscript a csup{b} a Right superscript a^{b} ab Left subscript a lsub{b} b Center subscript a csub{b} a Right subscript a_{b} ab Align character to left (text is aligned center by default) stack { Hello world # alignl (a) } Hello world a Align character to center stack{Hello world # alignc(a)} Hello world a Align character to right stack { Hello world # alignr(a)} Hello world a Vertical stack of 2 binom{a}{b}
Characters – Greek %ALPHA A %BETA B %CHI X %DELTA %EPSILON E %ETA H %GAMMA %IOTA I %KAPPA K %LAMBDA %MU M %NU N %OMEGA %OMICRON O %PHI %PI %PSI %RHO P %SIGMA %THETA %UPSILON %ZETA Z %alpha %beta %chi %delta %epsilon %eta %gamma %iota %kappa %lambda %mu %nu %omega %omicron %phi %pi %rho %theta %upsilon %varsigma %XI %sigma %tau %varepsilon %varphi %varpi %vartheta
17 Chapter Customizing Writer
Introduction This chapter describes some common customizations that you may wish to do. You can customize menus, toolbars, and keyboard shortcuts in OpenOffice.org, add new menus and toolbars, and assign macros to events. However, you cannot customize context (right-click) menus. Other customizations are made easy by extensions that you can install from the OpenOffice.org website or from other providers. Note Customizations to menus and toolbars can be saved in a template.
Figure 433. The Menus page of the Customize dialog Creating a new menu In the Customize dialog, click New to display the dialog shown in Figure 434. 1) Type a name for your new menu in the Menu name box. 2) Use the up and down arrow buttons to move the new menu into the required position on the menu bar. 3) Click OK to save. The new menu now appears on the list of menus in the Customize dialog. (It will appear on the menu bar itself after you save your customizations.
Figure 434: Adding a new menu Modifying existing menus To modify an existing menu, select it in the Menu list and click the Menu button to drop down a list of modifications: Move, Rename, Delete. Not all of these modifications can be applied to all the entries in the Menu list. For example, Rename and Delete are not available for the supplied menus. To move a menu (such as File), choose Menu > Move. A dialog similar to the one shown in Figure 434 (but without the Menu name box) opens.
Adding a command to a menu You can add commands to the supplied menus and to menus you have created. On the Customize dialog, select the menu in the Menu list and click the Add button in the Menu Content section of the dialog. On the Add Commands dialog, select a category and then the command, and click Add. The dialog remains open, so you can select several commands. When you have finished adding commands, click Close.
Customizing toolbars You can customize toolbars in several ways, including choosing which icons are visible and locking the position of a docked toolbar, as described in Chapter 1 (Introducing Writer). This section describes how to create new toolbars and add other icons (commands) to the list of those available on a toolbar. To get to the toolbar customization dialog, do any of the following: • On the toolbar, click the arrow at the end of the toolbar and choose Customize Toolbar.
3) You can create a new toolbar by clicking on the New button, or customize existing toolbars by clicking on the Toolbar or Modify buttons, and add commands to a toolbar by clicking on the Add button. These actions are described below. 4) When you have finished making all your changes, click OK to save them. Creating a new toolbar To create a new toolbar: 1) Choose Tools > Customize > Toolbars from the menu bar. 2) Click New.
3) Back on the Customize dialog, you can use the up and down arrow buttons to arrange the commands in your preferred sequence. 4) When you are done making changes, click OK to save. Choosing icons for toolbar commands Toolbar buttons usually have icons, not words, on them, but not all of the commands have associated icons. To choose an icon for a command, select the command and click Modify > Change icon.
Figure 438: Setting up OOo for sending faxes u) Select the fax driver from the Fax list and click OK. 2) Click the arrow icon at the end of the Standard toolbar. In the drop-down menu, choose Customize Toolbar. The Toolbars page of the Customize dialog appears (Figure 436). Click Add. 3) On the Add Commands dialog (Figure 439), select Documents in the Category list, then select Send Default Fax in the Commands list. Click Add. Now you can see the new icon in the Commands list.
Assigning shortcut keys In addition to using the built-in keyboard shortcuts (listed in Appendix A), you can define your own. You can assign shortcuts to standard OOo functions or your own macros and save them for use with the entire OpenOffice.org suite. Caution Be careful when reassigning your operating system’s or OOo’s predefined shortcut keys. Many key assignments are universally understood shortcuts, such as F1 for Help, and are always expected to provide certain results.
Example: Assigning styles to shortcut keys You can configure shortcut keys to quickly assign styles in your document. Some shortcuts are predefined, such as Ctrl+0 for the Text body paragraph style , Ctrl+1 for the Heading 1 style and Ctrl+2 for Heading 2. You can modify these shortcuts and create your own. 1) Click Tools > Customize > Keyboard. The Keyboard page of the Customize dialog (Figure 440) opens. Figure 440.
4) In the Functions section at the bottom of the dialog, scroll down in the Category list to Styles. Click the + sign to expand the list of styles. 5) Choose the category of style. (This example uses a paragraph style, but you can also choose character styles and others.) The Function list will display the names of the available styles for the selected category. The example shows some of OOo’s predefined styles.
Figure 441: Find and choose the en-dash. Figure 442: Naming the new macro and storing it 6) Use Tools > Customize > Keyboard tab (Figure 443). In the Shortcut keys list, pick an unused combination (for example, Ctrl+Shift+N for an en-dash). In the Category list, scroll down to OpenOffice.org Macros, click the + sign, then click the + next to the Standard library and choose Module1. In the Function list, choose Endash and click the Modify button on the upper right.
Figure 443: Defining keyboard shortcuts for running macros Tip For inserting en- and em-dashes, and other special characters, you may find extensions such as Compose Special Characters useful. See “Adding functionality with extensions” on page 529. Saving changes to a file Changes to the shortcut key assignments can be saved in a keyboard configuration file for use at a later time, thus permitting you to create and apply different configurations as the need arises.
3) Next enter a name for the keyboard configuration file in the File name box, or select an existing file from the list. If you need to, browse to find a file from another location. 4) Click Save. A confirmation dialog appears if you are about to overwrite an existing file, otherwise there will be no feedback and the file will be saved.
charge; others are available for a fee. Check the descriptions to see what licenses and fees apply to the ones that interest you. Installing extensions To install an extension, follow these steps: 1) Download an extension and save it anywhere on your computer. 2) In OOo, select Tools > Extension Manager from the menu bar. In the Extension Manager dialog (Figure 437), click Add. 3) A file browser window opens. Find and select the extension you want to install and click Open. The extension begins installing.
Using extensions This section describes a few of the more important and popular extensions to Writer. All are available from the OOo extensions repository. In each case, you need to first install the extension as described in the previous section. Template Changer Adds two new items to the File > Templates menu that allow you to assign a new template to the current document or to a folder of documents.
Each line of text appears in a separate text box. If part of the text is in a different font or font variation (for example, bold or italic), that part of the line is in a separate text box. Thus a single line of text may contain several separate text boxes. If you edit the text in one box, the result may overlap the text in the following box or leave a conspicuous gap between the two portions of text. If this occurs, you need to manually adjust the spacing between the boxes.
A Appendix Keyboard Shortcuts
Introduction You can use OpenOffice.org (OOo) without requiring a pointing device, such as a mouse or trackball, by using its built-in keyboard shortcuts. Tasks as varied and complex as docking and un-docking toolbars and windows, or changing the size or position of objects can all be accomplished with only a keyboard. OOo has a general set of keyboard shortcuts, available in all components, and a component-specific set directly related to the work of that component. This appendix lists set for Writer.
Function keys for Writer Shortcut keys F2 Effect Formula Bar Ctrl+F2 Insert Fields F3 Ctrl+F3 Complete AutoText F4 Shift+F4 Open Data Source View F5 Ctrl+Shift+F5 Navigator on/off F7 Ctrl+F7 Spelling check F8 Ctrl+F8 Extension mode Shift+F8 F9 Additional Selection Ctrl+F9 Shift+F9 Show fields Ctrl+Shift+F9 Ctrl+F10 Update Input Fields and Input Lists F11 Shift+F11 Styles and Formatting window on/off Ctrl+Shift+F11 F12 Update Style Ctrl+F12 Shift+F12 Insert or edit Table Ctrl+Shift+
Shortcut Keys Ctrl+F Effect Find and Replace. Ctrl+Shift+P Superscript. Ctrl+L Ctrl+R Align Left. Ctrl+Shift+B Ctrl+Y Subscript. Ctrl+0 (zero) Ctrl+1 Apply Default paragraph style. Ctrl+2 Ctrl+3 Apply Heading 2 paragraph style. Ctrl+5 Ctrl+ Plus Key(+) 1.5 Line Spacing. Ctrl+Hyphen(-) Custom hyphens; hyphenation set by you. Ctrl+Shift+minus sign (-) Non-breaking dash (is not used for hyphenation). Ctrl+multiplication sign * (only on number pad) Run macro field.
Shortcut Keys Shift+Arrow Up Effect Selecting lines in an upwards direction. Arrow Down Move cursor down one line. Shift+Arrow Down Home Selecting lines in a downward direction. Shift+Home End Go and select to the beginning of a line. Shift+End Ctrl+Home Go and select to end of line. Ctrl+Shift+Home Ctrl+End Go and select text to start of document. Ctrl+Shift+End Ctrl+PageUp Go and select text to end of document. Ctrl+PageDown Insert Switch cursor between text and footer.
Shortcut keys for tables in Writer Shortcut Keys Ctrl+A Effect If the active cell is empty Ctrl+A selects the whole table; otherwise it selects the contents of the active cell. Depressing Ctrl+A a second time selects the entire table. Ctrl+Home If the active cell is empty Ctrl+Home moves the cursor to the beginning of the table. Depressing Ctrl+Home again moves the cursor to the beginning of document. If the active cell is not empty Ctrl+Home moves the cursor to the beginning of the active cell.
Shortcut Keys Alt+Del Effect Provides 3 seconds in Delete mode, during which time an Arrow key will delete a row or column, Ctrl+Arrow Key will merge the active cell with the neighbouring cell. Ctrl+Shift+T Removes cell protection from all selected tables. If no table is selected, then cell protection is removed from all of the tables in the document. Ctrl+Shift+Del If nothing is selected, the contents of the next cell will be deleted.
Shortcut keys for moving and resizing frames, graphics and objects Shortcut Keys Esc Effect Cursor is inside a text frame and no text is selected: Escape selects the text frame. Text frame is selected: Escape clears the cursor from the text frame. F2 or Enter or any key that produces a character on screen If a text frame is selected: positions the cursor to the end of the text in the text frame.
Index A accepting or rejecting changes 104 address book 343 address data source 342 align cells in table 327 Aligning graphics 282 alphabetic index adding index entries 390 creating 389 anchoring frames 126 antialiasing screen font 38 appearance options 45 arranging graphics 280, 281 Asian languages 63 Assign action dialog (form) 487 AutoCaption 59, 290 AutoCorrect 65, 82, 94 Autofit 304 AutoFormat 65 autoformat table 327 automatic caption 60, 320 automatic saving 30 AutoText 96 AutoText dialog box 442 Auto
toolbars 520 cutting and copying text 69 D dashes 76 data source accessing existing 482 accessing using a form 479 definition 341 registering 342 database access permissions 488 creating 480 Table Design window 481 Database Wizard 480, 483 default file format 47 default template 335 derivative markup (Math) 502 dictionaries 62 dictionary 89 different first page 113 digital rights management (DRM) 177 digital signature 182 direct cursor 54 dithering 38 DocInformation field 455 docking/floating windows 17 do
document title 449 entering 438 fixed content 442, 452 gray background on screen 438 hidden text 458 in headers and footers 449 keyboard shortcuts 452 number range variable 443 page count 451 page number 438, 449 placeholder 461 updating 452 user-defined variable 445, 455 Fields dialog box Cross-references tab 446, 449 DocInformation tab 441 Document page 441 Document tab 450 Functions tab: conditional text 457 Functions tab: hidden text 458 Functions tab: placeholder field 462 open using keyboard 452 Refer
H headers and footers 142, 449 Help 31, 35 Help Agent 31, 36 hidden paragraphs 454 hidden section 135 hidden sections 454 hidden text 454, 458 high contrast 36 HTML compatibility 49 HTML documents 55 hyperlinks editing 107 inserting 105 hyphenation 92 I icon size and style 37 icons in menus 38 images linking 265 resizing 273 scanned 268 wrapping text around 283 indent distance 53 indents 79 index capitalizing entries 394 creating 389 customizing 392 key 392, 394 sorting entries 394 index entries 390 custom
anchoring pictures to page 435 bibliography 425 breaking links 431 changing styles 426 chapter reference in header 432 combining several documents 416 creating 415 creating one file 431 cross-referencing between subdocuments 426 editing 426 editing subdocuments 426 exporting to .
numbering by chapter 151 printing odd and even 155 black and white on color printer 162 restarting 153 book preview 163 restarting, problems 155 booklet 164 page numbers 438 brochure 164 page styles 112 choosing what to print 160 paragraph default settings 162 formatting 77 envelopes 165 spacing at tops of pages 59 grayscale on color printer 163 paragraph ends 53 labels 167 paragraph markers 122 previewing 163 paragraph styles print options 161 conditional 237 printer selection 160 finding and replacing 74
hidden 459 hiding 135 linking 133 links, updating 141 naming 133 password-protecting 134 saving 138 selecting 139 uses of 132 write-protecting 134 security 29 security options 43 Select Address Block dialog 363 Select Address List dialog 362, 363 selecting text 67 selection clipboard 39 send document as e-mail 179 setup options 34 shared extension 530 shortcut keys 534 sideheads 129 size optimization 48 snaking columns 111 snap to grid 54 Solaris 70 sorting data in a table 327 spacing at tops of pages 59 sp
deleting 389 editing 388 formating entries 380 graphic in background 386 hyperlinking entries 381 including chapter numbers 381 Index Link character style 382 Internet Link character style 382 paragraph styles 383 protecting against manual changes 378 scope 377 Tab position relative to Paragraph Style indent 383 updating 389 table options 57 tear-off toolbars 16 template create document from 27, 329 creating from document 330 creating using wizard 331 deleting 338 description 329 editing 332 exporting 339 E
