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OpenOffice.org OpenOffice - 3.3 Writer Guide

1. Figure 147 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 In addition many documents have the front matter such as the table of contents numbered with Roman numerals and the main body of the document numbered in Arabic numerals starting with 1 You can restart page numbering in two ways Method 1 1 Place the cursor in the first paragraph of the new page 2 Choose Format gt Paragraph 3 On the Text Flow page of the Paragraph dialog box Figure 110 on page 109 select Insert in the Breaks area 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 gt Manual break 3 Page break is the default selected on the Insert Break dialog box Chapter 4 Formatting Pages 139 Insert Break Type OK Line break Page break Column break efault Change page number 1 Figure 148 Restarting page numbering after a manual page break 4 Choose the required page in the Style drop down list 5
2. Styles Columns and Background pages Refer to Styles page on page 337 and Columns page on page 348 Use ofthe Background page is in Chapter 4 Formatting Pages 358 OpenOffice org 3 3 Writer Guide 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 Defining the paragraph style for the bibliography You can modify the Bibliography 1 paragraph style to suit your requirements For example to number the entries in the bibliography list you need to define a numbering style and link that numbering style to the Bibliography 1 paragraph style To do this 1 On the Styles and Formatting window click on the List Styles icon You can either define a new list style or modify one of those supplied In this example we will modify the Numbering 1 style Right click on Numbering 1 and choose Modify from the pop up menu 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 below Numbering Style Numbering 1 Organizer Bullets Numbering Style Outline Graphics Position Options Format Level 1 Numbering EE a 1 h O 3 Before 1 4 5 After 1 6 5 C
3. Figure 184 Loading styles from a template Using the visible styles filters At the bottom of the Styles and Formatting window use the drop down menu to select a filtering criterion for the contents of the main body of the window Normally you will find that only a handful of styles are needed in any given document and it makes sense to have only these styles shown So at the beginning of the writing process you may want to have access to all the available styles by selecting All Styles However as the document develops it is useful to reduce the size of the list displayed to only the styles already in use by selecting Applied Styles If you work on a document where you want to apply special 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 Drag and drop a selection to create a style Another little known property of the Styles and Formatting window is the capability of creating a new style with a simple drag and drop of a text selection into the Styles and Format
4. DefinitionTerm Figure Figure 5 Control click to dock or undock To undock a window hold down the Control key and double click on the frame or a vacant area near the icons at the top of the docked window Customizing toolbars You can customize toolbars in several ways including choosing which icons are visible and locking the position of a docked toolbar To access a toolbar s customization options use the down arrow at the end of the toolbar or on its title bar Figure 6 Toolbar customization icons Ta O a fe WB Figure 6 Customizing toolbars To show or hide icons defined for the selected toolbar choose Visible Buttons from the drop down menu Visible icons are indicated by a border around the icon Figure 7 Click on icons to hide or show them on the toolbar You can also add icons and create new toolbars as described in Chapter 16 Chapter 1 Introducing Writer 13 amp Load URL New laa New Dagene From Template Open w H Save Visible icons Save As Documentfs E mail N Visible Buttons Customize Toolbar Dock Toolbar Dock All Toolbars Lock Toolbar Position Close Toolbar k Edit File Figure 7 Selection of visible toolbar icons Right click context menus Right click on a paragraph graphic or other object to open a context menu Often the context menu is the fastest and easiest way to reach a function If you re not sure where in the
5. Figure 23 Dialog box not from Writer showing common controls 1 Tabbed page not strictly speaking a control 2 Radio buttons only one can be selected at a time 3 Checkbox more than one can be selected at a time 4 Spin box click the up and down arrows to change the number shown in the text box next to it or type in the text box 5 Thumbnail or preview 6 Drop down list from which to select an item 7 Push buttons Undoing and redoing changes When a document is open you can undo the most recent change by pressing Control Z or clicking the Undo icon gt Undo from the menu bar on the Standard toolbar or choosing Edit The Edit menu shows the latest change that can be undone Chapter 1 Introducing Writer 29 0201WG3 IntroducingWriter OpenOffice org Writ File Edit View Insert Format Table Tools 6 Undo Typing Ctrit Z Redo Typing fox Ctri Y fea Figure 24 Edit gt Undo last action Click the small triangle to the right of the Undo icon to get a list of all the changes that can be undone You can select multiple changes and undo them at the same time Paste dipboard Delete 1 Change style graphics 17 Insert graphics Delete graphics p Undo 1 action Figure 25 List of actions that can be undone After changes have been undone Redo becomes active To redo a change select Edit gt Redo or press Control Y or click on the Redo icon E As with Undo click on t
6. OpenOffice org 3 OpenOffice org 3 3 Writer Guide Word Processing with OpenOffice org 3 3 Copyright This document is Copyright 2005 2010 by its contributors as listed below You may distribute it and or modify it under the terms of either the GNU General Public License http www gnu org licenses gpl html version 3 or later or the Creative Commons Attribution License http creativecommons org licenses by 3 0 version 3 0 or later Contributors Jean Hollis Weber Michele Zarri Gary Schnabl Magnus Adielsson Agnes Belzunce Ken Byars Bruce Byfield Daniel Carrera Dick Detwiler Alexander Noel Dunne Laurent Duperval Martin Fox Katharina Greif Tara Hess Peter Hillier Brook Lou Iorio John Kane Rachel Kartch Stefan A Keel Jared Kobos Michael Kotsarinis Sigrid Kronenberger Peter Kupfer Ian Laurenson Alan Madden Paul Miller Vincenzo Ponzi Scott Rhoades Carol Roberts Tain Roberts Joe Sellman Robert Scott Janet M Swisher Barbara M Tobias Catherine Waterman Sharon Whiston Bob Wickham Claire Wood Linda Worthington Feedback Please direct any comments or suggestions about this document to authors documentation openoffice org Publication date and software version Published 27 December 2010 Based on OpenOffice org 3 3 Note for Mac users Some keystrokes and menu items are different on a Mac from those used in Windows and Linux The table below gives some common substitutions for the instructions in this chapter For a mor
7. Assign action Event Assigned Action Assign When receiving Focus Remove When losing Focus Key pressed Key released Mouse inside Mouse moved while key pressed Mouse moved Mouse button pressed Mouse button released Mouse outside Prior to reset Figure 428 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 To do this make the document read only by selecting Tools gt Options gt OpenOffice org gt Security gt 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 You may not want that behavior For example you may want users to be able only to add new records or to be prohibited from deleting existing records In design mode right click on a form control and select Form from the pop up menu On the Data tab of the Form Properties dialog box are a number of options Allow additions Allow deletions Allow modifications and Add data only Set each of these to Yes or No to control the access users have to the data source Ind
8. AutoCorrect URL Recognition Replace ist with 1 st Replace 1 2 with Y2 Replace dashes Delete spaces and tabs at beginning and end of paragraph Delete spaces and tabs at end and start of line Ignore double spaces Apply numbering symbol Apply border Create table Apply Styles Remove blank paragraphs Replace Custom Styles Replace bullets with Replace standard quotes with custom quotes Combine single line paragraphs if length greater than 50 o 7 v vi v E r iw wv iw iw E kakiki M Replace while modifying existing text T AutoFormat AutoCorrect while typing Figure 75 Autoformat choices on the Options page of the AutoCorrect dialog box 74 OpenOffice org 3 3 Writer Guide The Help describes each of these choices and how to activate the autoformats Some common unwanted or unexpected formatting changes include e Horizontal lines If you type three or more hyphens underscores or equal signs on a line and then press Enter the paragraph is replaced by a horizontal line as wide as the page The line is actually the lower border of the preceding paragraph e Bulleted and numbered lists A bulleted list is created when you type a hyphen asterisk or plus sign followed by a space or tab at the beginning of a paragraph A numbered list is created when you type a number followed by a period followed by a space or tab at the beginn
9. Figure 245 Flow of page styles General settings for the page style The Page page of the Page Style dialog box is where you can control the general settings of the page The page consists of three sections plus a preview area in the top right corner Page Style OOoPapeStyle Organizer Page Background Header Footer Borders Columns Footnote Paper Format Format Width 1 59cm Height 27 94cm Orientation O Portrait O Landscape Paper tray From printer settings Margins Layout settings Left Ea Fage layout Right and left Right Ea Format L 2 5 05 a Top Register true Bottom Figure 246 The Page page for the Page Style dialog box In the Paper format section you can specify the size of the paper choosing from one of the many predefined formats Selecting user you can use the Width and Height fields to define your own paper size If using a predefined format select the orientation of the paper between portrait and landscape If your printer has more than one tray you can specify the tray from which to print pages in the new page style 222 OpenOffice org 3 3 Writer Guide In the Margins section specify the size of the margins in your preferred unit of measurement If you select Mirrored margins in the Page layout settings the left margin becomes the Inner margin while the right margin becomes the Outer margin In the Layout settings section choose the desired Page layout f
10. oesoeesseeeseessressressresersssersrersresssreeeesseeeeress Wes Using footnotes and endnoteS sessseeseesseeseesseessecsrecsseeserssreeseeeserssersseeeseessersseesee 78 Checking spelling and grammar sseessseseeseesserssecsrerssreseesseeeseeesersrerseeeeesssereeesseeee 80 Usmo palkin language anasto titin rastin N NENNEN ENSANSE ENAA EET EENAA 82 Using synonyms and the thesauruSs secsresssessessressreessrerersreersesseeersssrereesseeereesse 84 Hyphenating Word eicuieniein ninna REE 85 OpenOffice org 3 3 Writer Guide 3 D Piacente eet T ET OAT IO AE T E E EEEN ET O E OE 87 Using word compleHOl seisseen EEEE 88 SE E a E E E E E EE A EE A EE ETE Meera rey EE N E EEE 89 L D T n EA EE EEE RE 91 Iracking changes toa We 0 8 0K 10 lt eee ane cer iier Er Reia 92 Acdmg other commen cca cet eee and ees pp se eee 96 Linking to another part OF a OCI GND icsdesecisencacsasendecererecenategsmiarerascasecenswciaselabeines 97 Switching between insert and overwrite mode ssesssrsssrsssseeresesserreseserereesereeeee 100 Counting the words in a selection esesssseesseesseessresrersreersssseeeesssereressesereerssseeee 100 Changing the case of selected TOK sic issadenewadeascantanetaeasduncebeisiaeseveiedeaberxoresevieaniaions 101 Chapter 4 Por NG We a a E T A AO 102 e a a PEE EEE E EIE econ EE R O E ANE AOE EREE A A N 103 Choong alayoat METIO eerren EEA EE 103 Setting up basic page layout using SUVIES wocccccss
11. 2 Use Tools gt Outline Numbering to tell OOo what paragraph style you are using for Level 1 in your outline and specify 1 2 3 in the Number box Chapter 4 Formatting Pages 137 Outline Numbering Numbering Position Level Numbering i 2 3 4 5 6 Fi 8 g 1 1 a Paragraph Style Heading 1 Number Character Style Separator Before After i co Start at 1 Heading 1 Heading 2 Heading 3 Heading 4 Heading 5 Heading 6 Heading 7 Heading 6 Heading 9 Heading 10 Figure 146 Specifying paragraph style and numbering for chapter titles 3 Insert the chapter number in your document To do this Place the cursor in the header or footer just before the page number you inserted earlier and choose Insert gt Fields gt Other from the menu bar On the Fields dialog Figure 147 go to the Document page Select Chapter in the Type list Chapter number in the Format list and 1 in the a b C Layer box Click Insert 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 138 OpenOffice org 3 3 Writer Guide Fields Chapter number and name Chapter number without separa
12. Indents amp Spacing Alignment Text Flow Font Font Effects Position Outline amp Numbering Tabs Drop Caps Background Borders Outline Outline level Numbering Murmbering Style Line numbering Mumbering _ Include this paragraph in line numbering Figure 362 Applying a numbering style to a paragraph style Now when you generate the bibliography the list will look something like the one shown in Figure 363 Bibliography 1 Gurley Gabriel A Conceptual Guide to OpenOffice org 2 for Windows and Linux 2007 OOoAuthors Getting Started with OpenOffice org 2 x 2007 Bain Mark Alexander Learn OpenOffice org Spreadsheet Macro Programming 2006 4 Leete Gurdy Finkelstein Ellen Leete Mary OpenOffice org for Dummies 2003 F ail t Laa Figure 363 Result of settings for Bibliography 1 paragraph style 360 OpenOffice org 3 3 Writer Guide Updating and editing an existing bibliography To modify the display of bibliography entries 1 Right click anywhere in the bibliography 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 Formatting the bibliography on page 357 To update or delete the bibliography follow the same process as described in the sections Updating a table of contents and Deleting a table of contents on page 341 To
13. Passwords for web connections Persistently save passwords for web connections Protected by a master password recommended Passwords are protected by a master password You will be asked to enter it once per session If OOo devw retrieves a password from the protected password list Macro security Adjust the security level for executing macros and specify trusted macro developers Connections Master Password Macro Security Figure 37 Choosing security options for opening and saving documents 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 it or you can have OOo remove some of it automatically Note that unless removed much of this information is retained in a file whether the file is in OpenOffice org s default OpenDocument format or has been saved to other formats including PDF Chapter 2 Setting up Writer 41 Click the Options button to open a separate dialog with specific choices Figure 38 Remove personal information on saving Select this option to always remove user data from the file properties when saving the file To manually remove personal information from specific documents deselect this option and then use the Delete button under File gt Properties gt General Security op
14. SS imaa pe ee Ba Ee h aa EEA aes T E Backgrounds daisy E Program Files OpenOffice org 2 2 share gallery www ba Architecture overl TT ac Pa Architecture winc r Backgrounds eal Ble Man ah Bugs i el Buildings 4 Normal Qutine Notes Handout Slide Sorter H Degaje PA eres Rea eee eae ee Bpan sa jea ana IET Pin i Figure 261 Inserting an image from the Gallery gt l By default the Gallery is docked above the Writer workspace To expand the Gallery position the pointer over the line that divides it from the top of the workspace When the pointer changes to parallel lines with arrows click and drag downward The workspace resizes in response To expand the Gallery without affecting the workspace undock it so it floats over the workspace To do so hold down the Control key and double click on the upper part of the Gallery next to the View icons Double click in the same area while holding down the Control key to dock it again restore it to its position over the workspace When the Gallery is docked to hide it and view the full Writer workspace click the Hide Show button in the middle of the thin bar separating the Gallery from the workspace To close the Gallery choose Tools gt Gallery to uncheck the Gallery entry or click on the Gallery icon again Modifying an image When you insert a new image you may need to modify it to suit the documen
15. 1 Choose Tools gt Macros gt Record Macro to start recording a_ Record M macro Stop Recording A small window is displayed so you know that OpenOffice org is recording 2 Choose Insert gt Special Characters to open the Special Characters dialog box Scroll down until you find the en dash U 2013 and em dash U 2014 Characters Select one of them and click OK Special Characters Characters Figure 438 Find and choose the en dash 3 Click the Stop Recording button to stop recording save the macro and display the OpenOffice org Basic Macros dialog box see Figure 439 Type a descriptive name for the new macro in the Macro name box on the upper left Chapter 16 Customizing Writer 443 OpenOffice org Basic Macros Endash Save macro in Existing macros in Modulel cl E My Macros Main isl ComposeSpecialChars New Library lt a Pagination H E OpenOffice org Macros Untitled 1 Figure 439 Naming the new macro and storing it 4 Be sure to open the library container named My Macros Find the library named Standard under My Macros Select Module1 and click Save 5 Repeat steps 1 4 to create other macros for example to insert an em dash 6 Choose Tools gt Customize gt Keyboard tab Figure 440 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
16. e In the Value column type or select what you want to appear in the document where this field is used Choices may be limited to specific data types depending on the selection in the Type column for example if the Type selection is Date the Value for that property is limited to a date e To remove a custom property click the button at the end of the row Chapter 14 Working with Fields 385 To change the format of the Date value go to Tools gt Options gt Tip Languages and change the Locale setting Be careful This change affects all open documents not just the current one S Properties of 0214WG3 WorkingWithFields_JHW_20101022 ka General Description Custom Properties Internet Security Statistics Properties Checked by Client DateTime Date completed Date Department Duration Destinations Number Disposition Yes orno Division Figure 387 Custom Properties page showing drop down lists of names and types 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 If you have inserted the changeable information as fields you can change the information in one place and it will automatically change in all the places where that field occurs Writer provides several places where
17. graphics2 Table1 Table2 and so on which may not correspond to the Tip position of the object in the document To rename an image right click on the image select Picture gt Options and then edit the name in the dialog box Similarly to rename a table right click on the table select Table gt Table and then edit the name A hidden section or other hidden object in a document appears gray in Note the Navigator and displays the word hidden as a tooltip For more about hidden sections see Chapter 4 Formatting Pages Using the Navigation toolbar To display the Navigation toolbar Figure 20 click the Navigation icon 0 second icon from the left at the top of the Navigator Figure 19 or the small Navigation icon near the lower right hand corner of the window below the vertical scroll bar Figure 21 Figure 20 Navigation toolbar yt Previou s 4 os Figure 21 Previous Navigation and Next icons The Navigation toolbar 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 previous or 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 The names of the icons Shown i
18. v i1 B Bitstream Vera sand 11 ATArial Al Arial Black AT Arial Narrow AtAvantGarde Bk BT AtAvantGarde Md BT At BakerSienet BT Bitstream Vera Sans Bitstream Vera Sans Mono Bitstream Vera Serif Figure 31 Font list Left showing preview Right without preview Font Lists Show font history Causes the last five fonts you have assigned to the current document are displayed at the top of the font list Graphics output Use hardware acceleration Directly accesses hardware features of the graphical display adapter to improve the screen display Not supported on all operating systems and OOo distributions Graphics output Use Anti Aliasing Enables and disables anti aliasing which makes the display of most graphical objects look smoother and with fewer artifacts Not supported on all operating systems and OOo distributions Ti Press Shift Control R to restore or refresh the view of the current Ip document Mouse positioning Specifies if and how the mouse pointer will be positioned in newly opened dialog boxes Middle mouse button Defines the function of the middle mouse button 36 OpenOffice org 3 3 Writer Guide e Automatic scrolling dragging while pressing the middle mouse button shifts the view e Paste clipboard pressing the middle mouse button inserts the contents of the Selection clipboard at the cursor position The Selection clipboard is independent of the normal clipboard that
19. As with a List Box you set up a list of choices In addition a panel at the top either displays the choice made or allows the form user to type in something else This works the same as the List Box Cc Label Field A text label The difference between this and just typing on the page is that as a control you can link a label field to macros so for example something happens when the mouse passes over it or clicks on it re _ gg More Controls Launches the More Controls toolbar bs Form Design Launches the Form Design toolbar which can also be opened with View gt Toolbars gt Form Design Tai Ta o Wizards On Off Some form controls List Box and Combo Box have optional wizards If you do not want the wizard to launch when you create one of these controls use the Wizards On Off button to switch wizards off 414 OpenOffice org 3 3 Writer Guide More Controls toolbar x Spin Button Allows form users to choose a number by cycling through the list of numbers You can 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 so you can link the spin button to a cell Scrollbar Creates a scrollbar with a number of options to define the exact appearance This control is not commonly used in Writer In Calc a
20. Click Insert to create and insert the field If an extra paragraph mark appears delete it To show hidden paragraphs so you can edit them do one of the following Choose View gt Hidden Paragraphs from the menu bar so it is checked shows all hidden paragraphs On the Tools gt Options gt OpenOffice org Writer gt 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 Double click in front of the hidden text field or the hidden paragraph field and change the condition statement changes only the selected hidden paragraph Hidden sections A conditional section is hidden if the condition is true To create a conditional section 1 2 3 Select the text that you want to be included in the conditional section You can edit this text later just as you can edit any other text Choose Insert gt Section On the Insert Section dialog box Figure 401 select Hide and enter the condition in the with Condition box You can also give the section a name if you wish strongly recommended so you can find it again easily if you have several sections in your document Click Insert to insert the section into your document 402 OpenOffice org 3 3 Writer Guide To show a hidden section so you can edit it
21. Document Cross references Functions DocInformation Variables Database Type Selection Format Set variable Show variable Roman i ii iii Arabic 1 2 3 A B Aa Ab a 6 aa a6 A B Aa BO a 6 aa 66 bg Set page variable Show page variable User Field Numbering by chapter Level None w Name Value Appendix Figure 397 Defining a number range variable for Appendixes 396 OpenOffice org 3 3 Writer Guide Tricks for working with fields Keyboard shortcuts for fields Here are some handy keyboard shortcuts to use when working with fields Ctrl F2 Open the Fields dialog box Ctrl F8 Turn field shadings on or off Ctrl F9 Show or hide field names F9 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 For example you might use a field to insert the creation date of a document and you would not want that date to change In another place you might use a date field to show the current date which you do want to change in that case deselect Fixed content when you insert the field 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 t
22. Index Table page Use the Index Table page Figure 343 to set the basic attributes of the index 1 To give the Index a different title type it in the Title field To delete the title clear the Title field 2 Be sure the Type of Index is set to Alphabetic Index 3 To prevent the index from being changed accidentally select Protected against manual changes If this option is selected the index can only be changed using the right click menu or the Insert Table Index dialog box If the option is not selected the index can be changed directly on the document page just like other text but any manual changes to an index are lost when you update it 344 OpenOffice org 3 3 Writer Guide 4 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 Insert Index Table Index Table Entries Styles Columns Background Type and tite Tite Alphabetical Index Type Alphabetical Index Protected against manual changes Create index table for Entire document I Options Combine identical entries _ AutoCapitalize entries Combine identical entries with p or pp _ Keys as separate entries Combine with _ Concordance file Case sensitive sort Language kej Alphanumeric v Figure 343 Index Table page of Insert Index Table dialog box 5 Various other options determine how the index handles entries e Combine identical entries
23. Sheet Type 18160 Address 318160 Address 2 50 x 1 50 3 x 7 Figure 312 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 go to Printing on page 313 otherwise follow the instructions in Editing a saved file of mailing labels on page 313 Chapter 11 Using Mail Merge 311 Removing blank lines from labels 1 2 3 First ensure that the label frames are showing the field contents data source headings rather than their underlying field names If this is not the case then either press Ctrl F9 or choose View gt Field Names to toggle the view Next ensure that you can see non printing characters such as paragraph marks line breaks and so on If these are not already visible choose View gt Nonprinting Characters from the menu bar or press Ctrl F10 or click on the paragraph icon T in the Standard toolbar You will now see that address field separation is created by line breaks rather than paragraphs T As the suppression of blank address fields depends on hiding paragraphs not lines you need to replace line breaks with paragraphs as follows Click in the first label at the end of the last da
24. To whom it may concern As in step 3 step 4 of the wizard has a preview pane at the bottom You should check more than one record to ensure that other records look the way you expect Step 5 Adjust layout In step 5 you can adjust the position of the address block and salutation on the page You can place the address block anywhere on the page The salutation is always on the left but you can move it up and down the page Use the buttons shown in Figure 324 to move the elements 324 OpenOffice org 3 3 Writer Guide Mail Merge Wizard Steps Adjust layout of address block and salutation 1L Select starting document Address block position 2 Select document type C Align to text body 3 Insert address block From left 2 54m c 4 Create salutation mamin 5 08m _ _ STRAE Salutation position 6 Edit document pt 7 Personalise document Move 8 Save print or send Zoom Entre page Figure 324 Adjust layout 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 325 Mail Merge Wizard Steps Preview and edit the document 1L Select starting document The preview of a merged document is visible now To see the preview of another document dick one of the arrows 2 Select document type 3 Insert address block Recipient EZ ch 4 Create salutation C Exdude this
25. You can format each cell independently of other cells or you can simultaneously format a group of cells by selecting them before applying the desired formatting Specifying text flow On the Text Flow page of the Table Format dialog box Figure 286 you can e Insert a page or column break either before or after the table Use the Text Flow Break option combined with the Page or Column and the Before or After buttons If you insert a page break before the table that is start the table on a new page you can also change the page style that will go with it by checking the With Page Style box and selecting a new page style As with any page break you can also reset the page numbers using the Page number box e Keep a table on one page by deselecting the Allow table to split across pages and columns option If this item is deselected the next item is not active e Keep each row on one page by deselecting the Allow row to break across pages and columns option e Use the Keep with next paragraph option to keep the table and an immediately following paragraph together if you insert a page break e 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 Chapter 9 Working with Tables 277 e Use the Text direction list to select the direction for the text in the
26. You can see the final formula lt B1 gt lt C2 gt displayed both in the selected cell and in the Object bar 5 Press the Enter key or click the green tick checkmark on the Formula Bar To display the list of the mathematical functions that you can use ina table Tip 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 Chapter 9 Working with Tables 281 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 2 3 4 Type an equals sign in an empty cell Select the cells to be added together in this case the cells from A2 to A5 The formula should be something like lt A2 A5 gt Press the Enter key or click the green tick checkmark on the Formula Bar The answer appears in the cell you have selected When using a function you can enter the cells manually or by selecting them Thus to add up the four numbers that we added above A2 A3 A4 A5 do this 1 2 3 4 5 pi formulas are not updated automatically If you plan to use complex Type an equals sign in an empty cell Type sum or select it from the function list f x Select the cells to be added together The formula should be something like sum lt A2 A5 gt Press
27. for double sided printing For example page numbers in the header or footer may be positioned on the outside edge of pages and a wider margin allowing for binding may be placed on the inside edge Table 4 shows the properties of two page styles Right Page and Default set up for a typical book chapter s sequence of pages Table 4 Properties of customized page styles for book chapter Page Style Desired effect Property setting Right Page First page always on the right Page gt Page layout gt Only right an odd numbered page No header or footer Header gt Header gt Header on Not selected Top margin of page larger than Page gt Margins gt Top 6 00cm on other pages Default Mirrored margins Page gt Page layout Mirrored Header with page number on Header gt Header on Selected the top outside of the page and chapter title in the top middle center of the page Header gt Header gt Same content left right Not selected Figure 248 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 m x Right Default Default Page Page Page Figure 248 Right Page and then the Default page style with different headers for alternate pages Step 1 Set up the Right Page style 1 On the Styles and Formatting window click the Page Styles icon B to display a list of page styles 2 Right c
28. on page 218 Language English zimbabwe Esperanto Figure 235 Selecting a language for a paragraph style Options for positioning text The Position page of the Paragraph Style dialog box collects all the options that affect the position of the text on the screen or printed page This page is divided into three sections plus a preview area They are Position Rotation and Scaling Use the Position section to control the appearance of superscripts and subscripts However you will normally apply superscript and subscripts to groups of characters rather than to entire paragraphs Therefore it is strongly recommended to change these parameters only when defining a character style and instead leave the default settings for the paragraph styles 210 OpenOffice org 3 3 Writer Guide Organizer Indents amp Spacing Aligament Text Flow Font Font Effects Position Position O Superscript ISo Normal 100 Subscript Rotation scaling D degrees 90 degrees 270 degrees Scale width 100 Spacing Default 0 0pt Pair kerning Times Hew Eoma Figure 236 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 e To put portrait headers and footers on a landscape page e To fit headings above narrow table columns as shown in Figure 237 Another long heading
29. 2 3 4 o 6 7 Place the cursor where you want the reference to appear From the main menu choose Insert gt Indexes and Tables gt Bibliographic entry In the Insert Bibliographic Entry dialog box choose From bibliography database at the top of the dialog box You can also insert a reference from the document itself by selecting From document content but that method is not covered in this chapter Insert Bibliography Entry Entry From bibliography database O From document content Author Bain Mark Alexander Title Learn OpenOffice org Spreadsheet Macro Programming Figure 357 Inserting bibliographic entries into a document Select the reference from the Short name drop down 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 To insert the reference into the document click Insert You can keep the dialog box open and insert another reference into the document you don t need to close and reopen it When you have finished inserting all the references select Close 356 OpenOffice org 3 3 Writer Guide Formatting the bibliography Formatting the bibliography involves choices made in two places e Insert Index table dialog covered in this section e Bibliography 1 paragraph style see page 359 To create the bibliography 1 Place the cursor at th
30. Another heading Another heading Another heading Another heading A rotated heading ny i Pa E ii Pa tg i Figure 237 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 Chapter 4 Formatting Pages describes how to create portrait headers and footers on landscape pages by rotating characters You can achieve the same effect by defining a separate header or footer paragraph style specifically for landscape pages Chapter 7 Working with Styles 211 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 in the Rotation scaling section select 90 degrees Click OK to save the new style Rotation scaling 0 degrees 90 degrees 270 degrees Scale width 100 Figure 238 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 4 Ifthe headings are aligned to the top of the cells you may want to change the alignment to the bottom of the cells as shown in Figure 237 To do this click the Bottom button on the Table toolbar or select Format gt Alignment gt Bottom from the main menu Spacing optio
31. DEC Microsoft Access MySQL Oracle JDBC Adabas D Spreadsheet dBASE Text IDE ODE AD Mozilla Address Book Thunderbird Address Book LDAF Address Book t Figure 423 Using the Database Wizard to connect to an existing database HA Creating a form for data entry Whether you created a new database or already had a data source it must be registered with OpenOffice org see above Once it is registered linking your form to the data source is simple Follow these steps to create a new form and link it to a registered data source 1 Create a new document in Writer File gt New gt Text Document 2 Design your form without putting in the actual fields you can always change it later 3 Show the Form Controls toolbar View gt Toolbars gt 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 Click in the document and holding down the left mouse button drag the mouse to create a text box for the first form field for example Name if you are linking to the database created above 426 OpenOffice org 3 3 Writer Guide 6 Click the Text Box button again and drag the mouse to draw another field Additional fields of any type can be added in the same way click and
32. Figure 138 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 Fields are covered in Chapter 14 Working with Fields but one example here may be useful To insert the document title into the header 1 Select File gt Properties gt Description enter a title for your document in the Title area and click OK to close the dialog box 2 Add a header Insert gt Header gt Default 3 Place the cursor in the header part of the page 4 Select Insert gt Fields gt 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 gt Properties gt Description Formatting headers and footers In Writer headers and footers are considered paragraphs and therefore you can format the header or footer text using the same techniques you use for formatting text in the main body of the document You can define styles for headers and footers so that you can quickly obtain a consistent formatting in case you use several page styles Tip Writer includes three predefined header styles and three footer styles generic ones for left pages and for right pages You can also add custom header and footer styles Chapter 4 Formatting Pages 131 P
33. If you have set fields to update automatically all of the conditional and hidden text that uses this variable as a condition will change Conditional text and hidden text can only be edited in the Edit Fields Tip dialog box Chapter 14 Working with Fields 403 Edit Fields Variables X Selection Format ProLite Text K Invisible ProLite Figure 402 Changing the value of the variable To turn on automatic updating of fields choose Tools gt Options gt Tip OpenOffice org Writer gt 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 To insert a placeholder field into a document 1 On the Functions page of the Fields dialog box select Placeholder in the Type column and select what the placeholder is for in the Format column 2 In the Placeholder box type the text that you want to appear in the placeholder field 3 In the Reference box type the text that you want to display as a help tip when you rest the mouse pointer over the field Figure 403 shows the results of inserting a placeholder field for a graphic 404 OpenOffice org 3 3 Writer Guide Fields Document Cross references Functions Docinformation Variables Database lt Loco gt n L inate T Type Placeholder Insert logo herefonditional text Logo TT input list Input field Reference
34. Open the Gallery 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 a 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 277 b Select the General tab not shown and type a name for the new theme in the text box c Select the Files tab skip step 3 and continue with step 4 Right click on the desired theme and select Properties in the pop up menu This displays a window from which to select the files to be added Chapter 8 Working with Graphics 263 Si Backgrounds Bullets im Homepag Delete Properties of My Theme Rename E General Files Properties File type lt All Files gt lt No Files gt 7 Figure 277 Gallery properties dialog box 4 On the Files page click the Find Files button The Select path dialog box opens 5 You can enter the path for the file s directory in the Path text box or you can navigate to locate the file s directory Use the File type drop down list to help limit the search 6 Click the Select button to start the search A list of graphic files is then display
35. Type Line break Column break Page break style Copyright page E Change page number Figure 365 Inserting a page break between the title page and the copyright page 2 Type the contents of the copyright page or leave placeholders With the insertion point in the last blank paragraph on the page insert another manual page break this time setting the page style to Table of Contents page 3 On the Table of Contents page leave a blank paragraph or two or insert a TOC Insert gt Indexes and Tables gt Indexes and Tables The TOC will not have any contents until you add the subdocuments but you should see a grey mark or box indicating its location For more about inserting and formatting TOCs see Chapter 12 Tables of Contents Indexes and Bibliographies Depending on the style definitions for the first paragraph usually a Note heading on the Copyright and TOC pages you may not need to insert manual page breaks Step 6 Insert the subdocuments into the master document Now we are ready to add the subdocuments Subdocuments are inserted into a master document before the item highlighted in the Navigator If you insert the last subdocument first Tip 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 View gt Navigator or press F5 or click the Navigator icon E
36. a a o Vie amp The size of an icon should be 16x16 pixel to achieve best quality Different sized icons will be scaled automatically Figure 434 Change Icon dialog box To use a custom icon create it in a graphics program and import it into OOo by clicking the Import button on the Change Icon dialog box Custom icons must be 16 x 16 or 26 x 26 pixels in size and cannot contain more than 256 colors Example Adding a Fax icon to a toolbar You can customize 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 Consult the documentation for your fax modem for more information 2 Choose Tools gt Options gt OpenOffice org Writer gt Print The dialog box Shown in Figure 435 opens 3 Select the fax driver from the Fax list and click OK 4 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 box appears Figure 433 Click Add Chapter 16 Customizing Writer 439 contents Pages comments Graphics Left pages None Tables Right pages Comments only Drawings C Reversed End of document Controls C Brochure End of page Background C Print black C Hidden text C Text placeholder Other Print automatically inserted blank pages Figure 435 Setting up OOo for sending faxes 5 On the Add Commands dialog box Figur
37. adjusting the size of the table and its position on the page adding or removing rows or columns merging and splitting individual cells changing borders and background Chapter 9 Working with Tables 269 Default parameters If you create a table using the Insert Table dialog box or the Table icon on the Standard toolbar and activate the Heading option the following defaults are set e The cells in the heading row or rows use the Table Heading paragraph style In the default template the text is centered and set with a bold and italic font e The remaining cells use the Table Contents paragraph style which in the default template is identical to the Default paragraph style e The default table occupies all the space from margin to margin text area e The default table has thin black borders around each cell grid 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 or you may prefer a smaller table To quickly resize a table first move 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 This operation only changes the size of the first or last column it does not change the alignment of the table on the page If you need more precise control over the size and position of the table on the page open the Table Format dialog box by cho
38. choose Pages and type 1 in the box Click OK to print Printing labels Labels are commonly used for printing address lists where each label shows a different address but they can also be used for making multiple copies of one label only for example return address stickers To print labels 1 Choose File gt New gt Labels on the menu bar The Labels dialog box opens 2 On the Labels page fill in your own label text in the Inscription box or use the Database and Table drop down lists to choose the required information as described in Chapter 11 Using Mail Merge Labels Labels Format Options Inscription Label text _ Address Database Database Field Format OQ Continuous Brand Avery 444 Sheet Type User User 3 94 x 3 94 1 x 1 Figure 167 Labels dialog box Labels page 158 OpenOffice org 3 3 Writer Guide 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 4 On the Format page 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 Labels Format Options Avery q User Horizontal pitch 3 94 CA Vertical pitch 3 94 a Width 3 94 Height 3 94 ae Left marg
39. 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 myjim and for an em dash it should be Alt Fn mjij Linux Hold down the Compose key and type two hyphens and a period for an en dash or three hyphens for an em dash The dash appears when you release the Compose key The key that operates as a Compose key varies with the Linux Tip distribution It is usually one of the Alt or Win keys but may be another key and should be user selectable Mac OS X Hold down the Option Alt key and type a hyphen for an en dash For an em dash the combination is Shift Option Hyphen Formatting paragraphs You can apply many formats to paragraphs using the buttons on the Formatting toolbar Figure 67 shows the Formatting toolbar as a floating toolbar customized to Show only the buttons for paragraph formatting It is highly recommended that you use paragraph styles rather than Tip manually formatting paragraphs especially for long or standardized documents For information on the advantages of styles and how to use them see Chapters 6 and 7 70 OpenOffice org 3 3 Writer Guide Formatting F Default y a a a fF te eg A PT TT TIPU Le 1 2 3 4 5 6 7T 8 9 140 41 12 13 14 1 Open Styles and 5 Align Right 10 Numbering On Off Formatting Window 6 Jus
40. rtf StarWriter 5 0 sdw StarWriter 5 0 Template vor Figure 16 Saving a file in Microsoft Word format Chapter 1 Introducing Writer 21 Password protection Writer provides two levels of document protection read protect file cannot be viewed without a password and write protect file can be viewed in read only mode but cannot be changed without a password Thus you can make the content available for reading by a selected group of people and for reading and editing by a different group This behavior is compatible with Microsoft Word file protection 1 Use File gt Save As when saving the document You can also use File gt Save the first time you save a new document 2 On the Save As dialog box select the Save with password option and then click Save File name 0201WG3 IntroducingWriter File type ODF Text Document odt Save with password Automa M Edit filter settings 3 The Set Password dialog box opens amp Set Password File encryption password Enter password to open p Confirm password Note After a password has been set the document will only open with the password Should you lose the password there will be no way to recover the document Please also note that this password is case sensitive File sharing password E Open file read only Enter password to allow editing Confirm password ooo Figure 17 Two levels of password protection 22 OpenOffice org 3
41. 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 Linking sections You can insert the contents of another document into the current section and then have Writer update the section whenever the other document is updated This is called linking the section to the other document To link the current section to another document follow these steps 1 In the Link area select the Link option Link Link DDE File name Section w Figure 128 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 The section must already exist in the selected document You cannot Note create a section in the selected document at this point You can update links automatically or manually See Updating links on page 129 Chapter 4 Formatting Pages 123 Write protecting sections To write protect the current section so that its contents cannot be edited select the Protect option in the Write protection area Write protection Pro
42. 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 dialog box If necessary you can add the template to a folder as described in Importing a template on page 300 To set a custom template as the default 1 From the main menu choose File gt Templates gt Organize The Template Management dialog box Figure 294 opens 2 In the box on the left select the folder that contains the template that you want to set as the default then select the template 3 Click the Commands button and choose Set as Default Template from the drop down menu The next time that you create a document by choosing File gt New gt Text Document the document will be created from this template Although many important settings can be changed in the Options dialog see Chapter 2 for example default fonts and page size more advanced settings such as page margins can only be changed by replacing the default template with a new one Chapter 10 Working with Templates 297 Resetting Writer s Default template as the default To re enable Writer s Default template as the default 1 In the Template Management dialog box Figure 294 select any folder in the box on the left 2 Click the Commands button and choose Reset Default Template gt T
43. sizes If you chose User defined in the Format list then you can edit the sizes 6 After formatting go to the Printer page to choose printer options such as envelope orientation and shifting You may need to experiment a bit to see what works best for your printer You can also choose a different printer or alter printer setup for example specify the tray that holds envelopes for this print job Envelope Envelope Format Printer Envelope orientation a p EE C t t t Print From top Print From bottom Shift right shift down Current printer HF LaserJet SL Figure 166 Choosing printer options for an envelope 7 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 Chapter 5 Printing Exporting Faxing and E Mailing 157 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 When the Envelope dialog box closes you are returned to your document which now has the envelope in the same file as the document Save this file before you do anything else To print the envelope 1 Choose File gt Print from the menu bar 2 On the Print dialog box under Print range
44. splitting cells on page 273 for an example of using this button 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 273 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 288 OpenOffice org 3 3 Writer Guide Name Description Top Center vertical Bottom Insert Row Insert Column Delete Row Delete Column Select Table Select Column Select Row AutoFormat Table Properties Sort Sum Press this button to align the contents of the selected cells to the top of the cell Press this button to align the contents of the selected cells to the vertical center of the cell Press this button to align the contents of the selected cells to the bottom of the cell Inserts a row below the selected row Inserts a column after the selected column Deletes the selected row s from the table Deletes the selected column s from the table Selects the entire table Selects the column in which the cursor is positioned Selects the row in which the cursor is positioned Opens the AutoFormat dialog box where you can select among several predefined formatting sets Each set is characterized by its own fonts shading and borders styles You can also select AutoFormat from the Ins
45. typeface and size for a field s label or for text typed into a field This setting does not effect the size of check boxes or option buttons 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 You can set the control to start with a particular option or list item selected For controls where a password is being entered setting the Password character for example to displays only that character but saves what the user really types You can add additional information and help text for a form control Other formatting controls such as background color 3 D look text formatting scroll bars and borders allow you to further define how the control appears Chapter 15 Using Forms in Writer 431 XForms XForms are a new type of web form developed by the World Wide Web Consortium W3C OpenOffice org 3 supports the XForms 1 0 open standard for creating web forms with XML In OpenOffice org an XForms document is a special type of Writer document XForms use the same controls as the ordinary forms described in this chapt
46. use a borderless table instead Using the Outline amp Numbering page Use the Outline amp Numbering page if you want to number the paragraph for example if this style is to be used for a heading or list item You can assign an outline level to any paragraph style This feature enables you to create a table of contents that includes those headings along with the headings using styles listed in Tools gt Outline Numbering For example you might use a different sequence of styles for annexes appendixes but you want the annex headings and subheadings to appear in the TOC at the same levels as the chapter headings and subheadings To assign an outline level to a paragraph style go to the Outline amp Numbering page for the style and select the required outline level Click OK to save this change 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 233 for additional information on how to use this page as well as an example Chapter 7 Working with Styles 213 Organizer Indents amp Spacing Alignment Text Flow Font Font Effects Position Outline amp Numbering Tabs Drop Caps Background Borders Condition Outline Figure 241 Specifying an outline level on the Outline amp Numbering page for a paragraph style Setting up a drop cap If you want your paragraph to use drop caps usuall
47. 15 Ungroup 4 Line Width 8 Rotate 12 Send to Back 16 Group Figure 266 Drawing Object Properties toolbar To change the properties for an existing drawing object 1 Select the object 2 Continue as described above You can also specify the position and size rotation and slant and corner radius properties of the drawing object 1 Right click on the drawing object and then click Position and Size from the pop up menu The Position and Size dialog box is displayed 2 Choose any properties as required Resizing a drawing object The same considerations for resizing an image apply also to resizing an object Select the object click on one of the eight handles around it and drag it to its new position For a scaled resizing select one of the corner handles and keep the Shift key pressed while dragging the handle to its new position For more sophisticated control of the size of the object select Format gt Object gt 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 The bounding box expands to include all the selected objects 2 With the objects selected hover the mou
48. 2 Be sure the Navigator is showing the master view see Using the Navigator on page 378 Click on the Toggle icon at the upper left to toggle between regular and master views 3 On the Navigator select Text then click and hold on the Insert icon move the mouse pointer down and click File Chapter 13 Working with Master Documents 369 lt 4 Navigator Figure 366 Inserting a subdocument into a master document using the Navigator A standard File Open dialog box appears Select the required file which you created in Step 3 and click OK This example uses 7 chapters and a preface we will load Chapter 7 first as suggested in the Tip above The inserted file is listed in the Navigator before the Text item as shown in Figure 307 Navigator a Ch7 Graphics odt Text Figure 367 Navigator after inserting one subdocument 4 Because the Text section contains the title page and other material highlight it and click the Move Up icon to move it to the top of the list 5 Highlight the subdocument you just inserted Chapter 7 then click and hold on the Insert icon move the mouse pointer and click File to insert the first subdocument in this example Preface Chapter 7 remains 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 368 Navigator a P Ro te Text Preface Ch1 Intro odt Ch
49. 3 3 Writer Guide lt q Insert Table Name Size Cancel Columns am iD T EEE Rows Options Heading The first 1 Don t split table Border AutoForm at Figure 278 Inserting a new table using the Insert Table dialog box Under Options set up the initial table characteristics Selecting the options in this section of the dialog produces the following results e Heading Defines the first row s in the table as headings The default Table Heading paragraph style is applied to the heading rows and thus makes the text centered bold and italic You can edit the OOo predefined Table Heading paragraph style in the Styles and Formatting window to change these default settings When splitting a table into two tables the Heading row s are copied in the second table e Repeat heading Repeats the heading row s of the table at the top of Subsequent pages if the table spans more than one page The first rows Specifies the number of rows to be repeated Default is 1 e Don t split table Prevents the table from spanning more than one page This can be useful if the table starts near the end of a page and would look better if it were completely located on the following page If the table becomes longer than would fit on one page you will need to either deselect this option or manually split the table e Border Surrounds each cell of the table with a border This border can be modified or de
50. 3 Writer Guide Here you have several choices e To read protect the document type a password in the two fields at the top of the dialog box e To write protect the document click the More Options button and select the Open file read only checkbox e To write protect the document but allow selected people to edit it select the Open file read only checkbox and type a password in the two boxes at the bottom of the dialog box 4 Click OK to save the file If either pair of passwords do not match you receive an error message Close the message box to return to the Set Password dialog box and enter the password again Caution OOo uses a very strong encryption mechanism that makes it almost impossible to recover the contents of a document if you lose the password Closing a document To close a document choose File gt Close or click the Close icon on the document window In Windows XP this icon looks like the X in the red box shown in Figure 18 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 b xX Figure 18 Close icons If the document has not been saved
51. 3 Writer Guide Security page of PDF Options dialog box PDF export includes options to encrypt the PDF so it cannot be opened without a password and apply some digital rights management DRM features e With an open password set the PDF can only be opened with the password Once opened there are no restrictions on what the user can do with the document for example print copy or change it e With a permissions password set the PDF can be opened by anyone but its permissions can be restricted See Figure 174 e With both the open password and permission password set the PDF can only be opened with the correct password and its permissions can be restricted Permissions settings are effective only if the user s PDF viewer respects Note the settings General Initial view User Interface Links Security Sek open password Mo open password set POF document will mot be encrypted Permission password set POF document will be restricted Printing Not permitted Low resolution 150 dpi High resolution Changes Not permitted Inserting deleting and rotating pages Filing in Form Fields Commenting Filling in Form Fields Any except extracting pages Enable copying of content Enable text access For accessibility tools Figure 174 Security page of PDF Options dialog box Figure 175 shows the pop up dialog box displayed when you click the Set open password button on the Se
52. 320 The Select Address Block dialog box offers six choices for the format of the address block scroll down to see the last two choices You can also optionally include or exclude the country for example only include the country if it is not England The six formats 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 box Chapter 11 Using Mail Merge 321 3 Select Address Block Select your preferred address block lt Tite gt lt Forename gt lt Surname gt lt Tite gt lt Address Line 1 gt lt Forename gt lt Surname gt lt Region gt lt Address Line 1 gt lt Postcode gt lt Postcode gt lt City gt lt Country gt lt Country gt T Delete lt Company Name gt lt Company Name gt lt Forename gt lt Surname gt lt Forename gt lt Surname gt lt Address Line 1 gt lt Address Line 1 gt lt Postcode gt lt City gt lt Postcode gt lt City gt lt Country gt Address block settings Never indude the country region Always indude the country region Only indude the country region if it is not England Figure 320 Select address block In the New Address Block dialog box Figure 321 you can add or delete address elements using the arrow buttons on the left To move elements around use the arrow buttons on th
53. AutoPilot Address Data Source Templates AutoPilot Presentation Edit Bibliography Database Options Create HTML Document BASIC Create Master Document me Insert Edit Macros Documents Exit Format Extended Tips Controls a Help Navigate Help Agent Table Help on Help Drawing amp Load URL z Graphic m RE gt Description Displays general program information such as version number and copyrights Figure 432 Adding a command to a menu Modifying menu entries In addition to changing the sequence of entries on a menu or submenu you can add submenus rename or delete the entries and add group separators To begin select the menu or submenu in the Menu list near the top of the Customize page then select the entry in the Entries list under Menu Content Click the Modify button and choose the required action from the drop down list of actions Most of the actions should be self explanatory Begin a group adds a separator line after the highlighted entry 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 and adding or deleting icons commands in the list of those available on a toolbar You can also create new toolbars This section describes how to create new toolbars and add or delete icons on existing ones To get to the toolbar customization dialog box do any of the followin
54. Contents Indexes and Bibliographies cece cece ec eececeecceceeceeceneenes 330 Py gs cheap g eet eects E ours 331 Tables or Conten koe ee a ee eh eee ee ere eee ee eer eee ne ree ee eer Sete eer Terre ee 331 PT 5 aces smencnndedcdcnid oaataheudaeeatmeniniaativabataiachuaanledembantiiaieaeonieanarianed 341 aor Doe OLIO rena n et eee i tana ane cise R 349 BPE UPR NeoN o ge cece E E E E A E E E A ec EEEE T E 351 Tools for working with bibliographies cece cece eee eee eeeeneenseneeeeeeceeseeseesens 361 Chapter 13 Working with Master DOCUMEMNLUG ccccecececescecececensecececeseesececensesecesenseeeceneeeenen 362 ida Wag E Madre E i AARE eee nee eee ner ee rene eens cere ce er een EEN 363 Styles in master documents and SUDGCOCUMENLHS cece cece ec ececececeeeeceeceeceeseneen 363 Creating a master document scenarioS ssssssssssseesecsrecsrersrerssererreeseereeeeseeeeeee 364 Splitting a document into master and subdocuments seesserssesssrreesssrerrerssseeee 364 Combining several documents into a master COCUMENL ccece cece eee eeeeeeeeeeees 365 Starting with no existing COCUINGIIUS o seccscsxccsassaseienecsessssiwiacneonesteeencnensdusasectsbsenoeses 366 Restaring page nUMIDEC O eraren TEER 371 Editing a master IOC ICT 45s ccanss aeteesaeterasteaenresbariaves antecsacuneienasweelieeuaseneidabians 373 Cross referencing between SUDCGOCUMENLG cccccecscecececcecececeseece
55. Data tab appears on the Control Properties dialog box allowing you to link the scroll bar to a cell Image Button Behaves exactly like a push button but displays as an image Choose the image in the Graphics option on the General tab in the Control Properties dialog box Pa ol Image Control Only useful when the form is connected to a data source and a field in the data source exists that can hold images You can add new images to the database or retrieve and display images from it 4 i Date Field Stores a date You need to configure the earliest and latest dates the field will accept the default date and the date format You can add a spinner Time Field Works like a date field but specifies a time R File Selection Allows a user to select a file either by typing the path and name directly or by clicking on a Browse button and choosing the file from a dialog box 123 Numeric Field Displays a number You need to specify formatting maximum minimum and default values You can add a Spinner Currency Field Works like a numeric field additionally you can add a Currency symbol LH Pattern Field Pattern fields are useful when the form links into a data source Specify an Edit Mask to restrict what a user can enter into the field Specify a Literal Mask to restrict which data is displayed from the data source Group Box The group box control has
56. 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 If you want a page range displayed select Combine with which will produce something similar to 23 31 If you want different entries based on what letters are capitalized select Case sensitive e AutoCapitalize entries Automatically capitalizes the first letter of each entry regardless of how they show within the document itself e Keys as separate entries For the keys to have their own page numbers select this option e Concordance file Enables a list of words in an external file to be imported select using the File button and then used within the index The concordance file has a special file format for further information refer to concordance file in Help gt OpenOffice org Help Using a concordance file can speed up production of an index but unless the words are very carefully selected and you edit the index afterwards the resulting index can be full of entries for minor mentions of a term making it less useful than a more selective index e Sort Defines how the entries are sorted when displayed The only option is alphanumeric but you can define which language alphabet will be used Chapter 12 Tables of Contents Indexes and Bibliographies 345 Entries page Use the Entries page to set exactly how and what wi
57. Fields dialog box Figure 396 That is Level 1 Heading 1 Level 2 Heading 2 and so on A cross reference field in the header of a page picks up the first heading Note of that level on the page and a field in the footer picks up the last heading of that level e To include the chapter number with the page number position the cursor just before the Page field you inserted Choose Insert gt Fields gt Other On the Document page of the Fields dialog box select Chapter in the Type column and Chapter number without separator in the Format column Click Insert Go to the header or footer where you inserted this field type the character you want to appear between the chapter number and the page number for example a period or a dash The table of contents will not automatically pick up these chapter numbers so you will need to make a change on the Indexes and Tables menu item as described in Chapter 12 Creating Tables of Contents Indexes and Bibliographies e 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 choose Insert gt Fields gt Page Count Chapter 14 Working with Fields 395 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 in
58. Figure 47 Choosing View options for Writer Formatti ng Aids options The display of symbols such as paragraph ends and tabs help you when writing editing and doing page layout For example you might want to know if any blank paragraphs or tabs are included or if any tables or graphics are too wide and intrude into the margins of the page On the OpenOffice org Writer Formatting Aids page select the required options Display of Direct cursor V Paragraph end E Direct cursor W Custom hyphens Insert W Spaces Paragraph alignment V Non breaking spaces Left paragraph margin W Tabs Tabs W Breaks Tabs and spaces A ewes Cursor in protected areas IO Fields Hidden text F Enable W Fields Hidden paragraphs Figure 48 Choosing Formatting Aids options Note Direct cursor lets you enter text images tables frames and other objects in any blank area in your document Writer 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 50 OpenOffice org 3 3 Writer Guide Grid options Specifying snap to grid can be very helpful when you are trying to align several objects such as graphics or tables On the OpenOffice org Writer Grid page you can choose
59. Keep scale is selected default cropping the image does not change the scale of the picture When Keep image size is selected cropping produces enlargement for positive cropping values shrinking for negative cropping values or distortion of the image so that the image size remains constant Left Right Top and Bottom The image is cropped by the amount entered in these boxes For example a value of 3cm in the Left box cuts 3 cm from the left side of the picture e When Keep scale is selected the size of the image also changes so in this example the width will be reduced by 3 cm e When Keep image size is selected the remaining part of the image is enlarged when you enter positive values for cropping or shrunk when you enter negative values for cropping so that the width and height of the image remains unchanged Chapter 8 Working with Graphics 245 Width and Height The Width and Height fields under either Scale or Image size change as you enter values in the Left Right Top and Bottom fields Use the thumbnail next to these fields to determine the correct amount by which to crop Resizing an image The inserted image might not fit perfectly into the document if it is too big or too small In these cases you can use Writer to resize the image 1 Click the picture if necessary to show the green resizing handles 2 Position the pointer over one of the green resizing handles The pointer changes shape giving a grap
60. Name First Fage Next Style Figure 107 Set the Next Style property for a page style 5 On the other pages of this dialog box you can turn on or off the header and footer for the first page and define other characteristics such as columns a page border or a page background For more information see Chapter 7 Working with Styles 6 Click OK to save the changes 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 Note 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 108 Changing page orientation within a document A document can contain pages in more than one orientation A common scenario is to have a landscape page in the middle of a document whereas the other pages are in a portrait orientation Here are the steps to achieve it Setting up a landscape page style 1 Note the page style that is current and the margin settings You can find the margin settings on the Page page of the Page Style dialog box as shown in Figure 109 2 Create a new style Right click on the current page style in the Styles and Formatting window and choose New from the pop up menu 3 On the Organizer page of the Page Style dialog box Figure 108 name by typing in the Name field this new style Landscape and set the Next Style property to L
61. Print General OpenOffice org Writer Page Layout Options OpenOfficasgd 3 Printer HP Deskjet 1000 J110 series hp psc 1200 series Microsoft XPS Document Writer Snagit 9 Chapler 1 p D Printing Exporting and F niiltng Pitia Sarateal tsira etails Range and copies All pages Number of copies 1 Pages 1 26 Collate pa Comments None document only Figure 158 The Print dialog box The Print dialog box has four tabs from which you can choose a range of options as described in the following sections Chapter 5 Printing Exporting Faxing and E Mailing 149 The options selected on the Print dialog box apply to this printing of this document only Note To specify default printing settings for OOo go to Tools gt Options gt OpenOffice org Print and Tools gt Options gt OpenOffice org Writer Print See Chapter 2 Setting Up Writer for more details Selecting general printing options for a document On the General tab of the Print dialog box you can choose e The printer from the printers available e Which pages to print the number of copies to print and whether to collate multiple copies Range and copies section e Whether to print any comments that are in the document and where to print the comments Print Comments None document only None document on
62. Properties to open the Properties dialog box for the printer The available choices vary from one printer to another but you should find options for the Color settings See your printer s help or user manual for more information 3 The choices for color might include black and white or grayscale Choose the required setting 4 Click OK to confirm your choice and return to the Print dialog box 5 Click the Print button to print the document Tip Grayscale is best if you have any graphics in the document 154 OpenOffice org 3 3 Writer Guide Change the OOo settings to print all color text and graphics as grayscale 1 Choose Tools gt Options gt OpenOffice org gt Print 2 Select the Convert colors to grayscale option Click OK to save the change 3 Open the Print dialog box File gt Print 4 Click the Print button to print the document Change the OOo Writer settings to print all color text as black and all graphics as grayscale 1 Choose Tools gt Options gt OpenOffice org Component gt Print 2 Under Contents select the Print text in black option Click OK to save the change 3 Open the Print dialog box File gt Print 4 Click the Print button to print the document Previewing pages before printing The normal page view in Writer shows you what each page will look like when printed and you can edit the pages in that view If you are designing a document to be printed double sided you may want to s
63. STD Now you can highlight the selection using mouse or keyboard as shown in Figure 63 January March April June July September October December Figure 63 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 To copy selected text hold down the Control key while dragging The text retains the formatting it had before dragging When you paste text the result depends on the source of the text and how you paste it If you click on the Paste icon then the pasted text keeps its original formatting such as bold or italics Text pasted from Web sites and other sources may also be placed into frames or tables If you do not like the results click the Undo icon or press Control Z 64 OpenOffice org 3 3 Writer Guide To make the pasted text take on the formatting of the text surrounding where it is pasted you can e Edit gt Paste Special or e Click the triangle to the right of the Paste icon or e Click the Paste icon without releasing the left mouse button The
64. Select Change page number 6 Specify the page number to start from and then click OK Example Restart page numbering a preface A standard preface has the following properties e Page numbers are displayed in Roman numerals i ii iii iv e After the preface the document starts on a Default page e The page number resets to 1 and the number format becomes Arabic 1 2 3 4 Resetting the page number requires page breaks First let s get the preliminary work done for the Preface style 1 Create a new page style and name it Preface 2 Set its Next Style to Preface because a preface could span multiple pages 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 Click OK to close the dialog box 140 OpenOffice org 3 3 Writer Guide Page Style Preface Organizer Page Background Header Footer Borders Columns Footnote Paper format Format Width 8 27 ie Height 11 69 Orientation O Portrait O Landscape Paper tray From printer settings Margins Layout settings Left 0 797 Ea Page layout Right 0 79 ETa Format i ii ili Figure 149 Set page number format to R
65. Start with existing document Edit document gt Start from a template Personalise document Save print or send Figure 316 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 317 In this example we are producing a letter Select Letter and click Next Mail Merge Wizard EJ Steps Select a document type 1 Select starting document What type of document do you want to meate Letter Insert address block C E mail message Create salutation Letter Adena Send letters to a group of recipients The letters can contain an address block and a salutation ii scat io and can be personalised for each recpient Edit document Personalise document Save print or send Figure 317 Choose document type Chapter 11 Using Mail Merge 319 Step 3 Insert address block This is the most complex step in the wizard In this step Figure 318 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 For example the wizard has a fi
66. Untitled1 CI HE Systems LD phb CJ Presentation CJ Presentation Backgrounds CJ Presentations I US Sizes Address Book Docu i Selecting Document as source of styles Figure 204 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 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 5 To copy a style hold down the Control key and drag the name of the style from one list to the other 6 Repeat for each style you want to copy or move When you are finished click Close Chapter 6 Introduction to Styles 191 Template Management 0207WG WorkingWithStyles_ 0207WG WorkingWithStyles_PHt Styles Untited1 Commands 3 Internet Link OOoStrongEmphasis OCoEmphasis O0oComputerCode AJ OOoDefault Address Book Figure 205 Copying a style from one document to another 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 delet
67. a header instead Do not set a starting page number that is an even number because you Tip will end up with a blank page before the first page when you print the file or export it as a PDF 1 Choose Insert gt Footer gt page style to activate the footer If the page style is already selected in the Footer menu point to it and click OK in the dialog box that appears Then point to that page style again to select it 2 The cursor is now in the footer To insert the page number choose Insert gt Fields gt Page Number The page number will be 1 3 Click in the first paragraph in the text area or type a paragraph of text 4 Choose Format gt Paragraph or right click and choose Paragraph from the pop up menu to display the Paragraph dialog box 5 On the Text Flow page in the Breaks section select Insert and select Page in the Type drop down list Select With Page Style and the page style you are using for the first page of the document 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
68. a scaling factor Sometimes a change here can have unexpected results depending on the screen fonts available on your system However it does not affect the font size of the text in your documents User Interface Icon size and style The first box specifies the display size of toolbar icons Automatic Small or Large the Automatic icon size option uses the setting for your operating system The second box specifies the icon style theme here the Automatic Chapter 2 Setting up Writer 35 option uses an icon set compatible with your operating system and choice of desktop for example KDE or Gnome on Linux 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 Anti Aliasing Not available in Windows not shown in Figure 30 Smooths the screen appearance of text Enter the smallest font size to apply anti aliasing Menu Show icons in menus Causes icons as well as words to be visible in menus Font Lists Show preview of fonts Causes the font list to look like Figure 31 Left with the font names shown as an example of the font with the option deselected the font list shows only the font names not their formatting Figure 31 Right The fonts you will see listed are those that are installed on your system BitsteamWerasans
69. adopted by governments worldwide as a required file format for publishing and accepting documents OOo can also open and save documents in many other formats including those used by several versions of Microsoft Office 000 includes the following components T Writer word 5 Print General OpenOffice org Writer Page Layout Options Printer Lexmark E232 bob p m cd oe ae eee de s a a T b Details Properties Range and copies All pages Number of copies 1 Pages as l Collate 3 Selection LEL if Print Comments None document only Cancel own conection p other component Wear om mom tmn eee fe Fenema mnan mir manmanan Freeman be aed ese Phe rm perce WN Figure 162 Printing a selection of text Printing a brochure In Writer Impress and Draw you can print a document with two pages on each side of a sheet of paper arranged so that when the printed pages are folded in half the pages are in the correct order to form a booklet or brochure Plan your document so it will look good when printed half size choose appropriate margins font sizes and so on You may need to experiment Tip To print a brochure on a single sided printer 1 Choose File gt Print 2 In the Print dialog box click Properties 3 Check the printer is set to the same orientation portrait or landscape as specified in the page setup for your document Usually the orientation does not matter but it does f
70. amp Euro b g FormWizard B Gimmicks S ChangeAllChars EE P abt TT rdh Line numbering Existing macros in AutoText Close Main InsertString ToCell Edit Delete Organizer Help Line numbering puts line numbers in the margin The line numbers are displayed on screen and are printed Figure 96 shows an example with numbering on every line Line numbering puts line numbers in the mat are printed Figure 1 shows an example with Click Tools gt Line Naumberings and select tt corner Then click OK 9 You can choose how manv lines are numbere numb ering type and whether numbers restart Figure 96 Line numbering example Click Tools gt Line Numbering and select the Show numbering option in the top left corner of the Line Numbering dialog box Figure 97 Then click OK 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 Chapter 3 Working with Text 91 Line Numbering view l ret W Cancel Format Fosition spacing Interval lines Separator Count Text Blank lines ry el rye _ Lines in text frames i mes Every l Lines F Restart every new page Figure 97 The Line Numbering dialog box Tracking changes to a document
71. anchor the frame to a page or a paragraph and then center the frame vertically on the page See Anchoring frames on page 117 114 OpenOffice org 3 3 Writer Guide Creating frames You can create a frame in several ways depending on your needs e Choose Insert gt Frame to create an empty frame The Frame dialog box Figure 117 appears You can click OK and come back to customize it later or you can set the frame s characteristics at this stage e Select text or a graphic choose Insert gt Frame and click OK to create a frame containing the selection The selected text is automatically deleted from the normal text flow and inserted into the frame and the Frame dialog box appears e Insert a picture or other object by selecting Insert gt Picture gt From file or Insert gt Object to start the process to insert a picture or object The item inserted automatically appears in a frame but the Frame dialog box does not appear e Use the Insert Frame Manually button on the Insert toolbar go to View gt Toolbars gt Insert to display it select the number of frames in the drop down menu and drag the mouse to draw the frame E a amp E Ee at m E i ya ib Indexes and Tables ki Insert Cancel Figure 116 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 7 frame
72. and floating toolbars and how to hide and display specific tools on a toolbar Chapter 9 Working with Tables 287 1 o a hei t a l A gt 12 13 14 15 16 17 18 19 20 oe 1 Table 9 Top 17 Select Column 2 Line Style 10 Center vertical 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 290 Table toolbar Table 6 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 the document name the table for use with the Navigator and set some other options If you press the small black triangle pointing down next to the icon you can use the mouse to drag to select the number of rows and columns to include in the table Line Style Opens the Border Style window where you can modify the border line style Line Color Opens the Border Color window where you can modify the border border color Borders Opens the Borders window where you can select which sides of the table or of the selected cells will have a border Background Opens the Background toolbar where you can select the background Color color of the table or of the selected cells Merge Cells Combines the selected cells into a single cell Refer to Merging and
73. 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 Using fields in headers and footers You can insert fields into headers or footers using techniques described earlier in this chapter e To insert a page number document title author creation date and time current date and time or total page count field use document properties see page 384 or the Insert gt Fields menu entry e You can insert a cross reference to a bookmark heading or other item e Ifyou have used Heading 1 for your chapter titles you can use a document field to insert the current chapter title so the header or footer contents change from one chapter to the next See Figure 396 Writer calls chapter titles Chapter names If you have used outline numbering on your Heading 1 you can choose whether to include these numbers in the field Chapter number and name 394 OpenOffice org 3 3 Writer Guide Document Cross references Functions DocInformation Variables Database Chapter number and name Chapter number without separa Figure 396 Inserting the current chapter name and number into your document e 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
74. 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 1 Open the master document Choose File gt Export from the menu bar 2 On the Export dialog Figure 382 type a name for the exported odt file and choose OpenDocument Text odt from the File format list Click Export This step changes the odm file into a odt file with each subdocument in a Separate section Chapter 13 Working with Master Documents 379 File name WG Master File format StarWriter 3 0 sdw Cancel HTML Writer Global Atml htm Help PDF Portable Document Format pdf am Are OpenOffice org 1 0 Text Document sxw x Automatic file Nal c arwriter 5 0 sdw StarWriter 4 0 sdw StarWriter 3 0 sdw OpenDocument Text odt Figure 382 Exporting a master document to an OpenDocument Text odt file 3 Close the master document and open the new odt file updating all links 4 Choose Edit gt Links from the menu bar If the Links command is grayed out the cursor is probably in a write protected part of the document for example in one of the linked documents Move the cursor into a part of the document that is not write protected the Links command then becomes available Tip 5 The Edit Links dialog shows all the linked files Select
75. both left and right pages A mirrored page can have different headers and footers If done this way every chapter will use two page styles e You can choose to define separate page styles for left and right pages if you want the pages to be very different in appearance for example different margins or headers and footers only on right pages but not on left pages imagine a book with a full page photograph on the left pages and text on the right pages In that case make sure that the Next Style field for the first page style is then set for a left only page which in turn is then set to be followed by a right only page style If done this way every chapter will use three page styles A hypothetical case might have these page style names First page Left and Right If you check the Register true box Writer will create a vertical grid on the page with a spacing between grid points that depends on the selected Reference Style The vertical grid makes sure that text printed on adjacent columns opposite pages or even both sides of the same sheet of paper is aligned making it easier to read as well as being more pleasant to see 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 ora graphic image for the background and several styles of line for the borders Note that the page area affected by these changes does n
76. box define a one row two column table with no border and no heading Click OK to create the table Insert Table Name Sidehead 1 gize Cancel Columns Options _ Don t split table _ Border AutoFormat Figure 123 Defining a two column borderless table with no header 3 Right click on the table and choose Table from the pop up menu On the Columns page of the Table Format dialog box make the columns the required width Table Format Table Text Flow Columms Borders Background Remaining space Column width E ia Figure 124 Defining a two column table to line up with text offset at 1 2 inches 4 On the Table page of the Table Format dialog box Figure 125 in the Spacing section make the Above and Below values the same as the Top and Bottom spacing you have defined for ordinary paragraphs of text Click OK to save your settings 120 OpenOffice org 3 3 Writer Guide To check the top and bottom spacing for ordinary paragraphs 1 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 Tip 2 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 3 Go to the Indents amp Spacing page and look in the Spacing area for t
77. cells The most common setting is Left to right for Western languages Not The phrase Use superordinate object settings means use the Ee formatting settings from the paragraph before the table Table Format Table Text Flow Columns Borders Background Text Flow Break Page Before With Page Style tight Pag Page number Allow table to split across pages and columns Allow row to break across pages and columns C Keep with next paragraph The first 1 fe rows Text direction Alignment Vertical alignment Figure 286 Table Format dialog box Text Flow page e Select the vertical alignment of the text in the table or the selected cells the choices are to align with the top of the cell the center of the cell or the bottom of the cell This alignment is in addition to the Left Right alignment options available on the Table page of the Table Format dialog box 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 Note 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 To vertically align the text in specific cells e Place t
78. choice and anchor it to the first paragraph Adjust the alignment as desired then change the wrap type to Page Wrap 3 Right click on the picture to select the option Wrap gt Contour then right click again and select Wrap gt Edit Contour from the pop up menu 4 Use the technique discussed in Editing the contour on page 255 to create a custom contour and click Apply If needed adjust the spacing between the edge of the image and the text 5 Insert an AutoShape of your choice a rotated triangle in the example and proceed as in step 2 above 6 Enable the contour wrap by selecting Format gt Wrap gt Contour from the main menu As discussed previously OOo automatically generates the contour You may need to adjust the distance between the drawing object and the text 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 The Wrap Through option inserts an image overlapping the text which as a result will be hidden To make the text appear change the transparency of the picture although the words under the image become visible they may be difficult to read and will appear lighter than the rest of the text To repr
79. containing only the common names of species See Other types of indexes on page 349 Entry The word or phrase to be added to the selected index This word or phrase does not need to be in the document itself you can add synonyms and other terms that you want to appear in the index 1st key An index key is an entry that has no associated page number and has several subentries that do have page numbers Using keys is a useful way of grouping related topics See Example of using an index key on page 344 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 Main entry When the same term is indexed on several pages often one of those pages has more important or detailed information on that topic so you want it to be the main entry To make the page number for the main or most important entry stand out select this option and then define the character style for the page number of a main index entry to be bold for example Chapter 12 Tables of Contents Indexes and Bibliographies 343 Apply to all similar texts Select this option to have Writer automatically identify and mark any other word or phrase that matches the current selection The Match case and Whole words only options become available if this option is selected Use this option with care as it may result in many unwante
80. contents entries for which you assigned hyperlinks Export comments Exports comments as PDF notes Export automatically inserted blank pages If selected automatically inserted blank pages are exported to the PDF This is best if you are printing the PDF double sided For example books usually have chapters set to always start on an odd numbered right hand page When the previous chapter ends on an odd page OOo inserts a blank page between the two odd pages This option controls whether to export that blank page Embed standard fonts In previous versions the standard fonts Times Helvetica Courier Symbol and ZapfDingbats were only embedded into the PDF when the resulting file was of the PDF A type since the PDF A standards requires this In version 3 3 you can choose to embed these fonts in all PDF documents created by OOo to enhance display accuracy in PDF viewers Initial View page of PDF Options dialog box On the Initial View page Figure 171 you can choose how the PDF opens by default in a PDF viewer The selections should be self explanatory User Interface page of PDF Options dialog box On the User Interface page Figure 172 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 r
81. could stop saying font size 14pt Times New Roman bold centered and start saying title for describing that particular font usage In other words styles mean that you shift the emphasis from what the text looks like to what the text is Why use styles Styles help improve consistency in a document They also make major formatting changes easy For example you might decide to change the indentation of all paragraphs or change the font of all titles For a long document this simple task could be prohibitive Styles make the task easy The time is 9 50 AM and Jane is finishing the 30 page paper for school that is due at 10 00 AM She looks over the assignment one more time and suddenly She realizes that The text must use Arial font instead of Times New Roman The headings must be dark blue and indented The title must appear at the top right of every page except the first Even numbered pages must have a wider right margin and odd numbered pages must have a wider left margin Thankfully Jane used OOo Writer and styles She makes all the changes in only two minutes and hands in the paper on time Style categories OOo Writer has five style categories e Paragraph styles affect entire paragraphs represented with those styles e Character styles affect a block of text inside a paragraph e Page styles affect page formatting page size margin and the like e Frame styles affect frames and graphics e List styles af
82. 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 Pagel 1 Default English USA INSRT STD m Ae e Curent page style Figure 188 The current page style is displayed on the status bar If you want to apply a different style you can either right click on the style in the status bar and select a new style from the pop up menu or you can open the Styles and Formatting window select the page style icon at the top of the window fourth icon and then double click on the desired style 180 OpenOffice org 3 3 Writer Guide Caution Changing a page style may cause the style of subsequent pages to change as well The results may not be what you want To change the A style of only one page you may need to insert a manual page break as described below As discussed in Chapter 7 Working with Styles a correctly set up page style will in most cases contain information on what the page style of the next page should be For example when you apply a Left page style to a page you can indicate in the style settings that the next page has to apply a Right page style a First page style could be followed by either a Left page style or a Default page style and so on 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 b
83. define your own See Chapter 16 Customizing Writer for instructions Some of the shortcuts listed here may not work if your operating system uses the same shortcuts for other tasks Note To get around this problem assign different keys to these shortcuts by reconfiguring either OOo see Chapter 16 or your operating system see system documentation Tip for Macintosh users Some keystrokes are different on a Mac from those used in Windows and Linux The following table gives some common substitutions for the instructions in this book For a more detailed list see the application Help Windows Linux Mac equivalent Effect Right click Control click Open context menu Ctrl Control Command Used with other keys F5 Shift d F5 Open the Navigator F11 T Open Styles amp Formatting window Opening menus and menu items Shortcut Keys Result Opens a menu where lt gt is the underlined character of the Alt lt gt menu you want to open For example Alt T opens the menu Tools Opens a menu item where lt gt is the underlined character of the menu you want to open and lt gt is the item within that menu For example Alt T G opens the Gallery menu item in the menu Tools Alt lt gt lt gt You can download VF si an editable version of this document from C C c Authors http oooauthors org english userguide3 published Shortcut Keys Result Esc Cl
84. do want a page break in a particular place for example to put a heading at the top of a new page here is how to do it 1 Position the cursor in the paragraph you want to be at the start of the next page Right click and choose Paragraph in the pop up menu 2 On the Text Flow page of the Paragraph dialog box Figure 104 in the Breaks section select Insert Do not select With Page Style 3 Click OK to position the paragraph at the start of the next page Breaks Insert Type Page im Position Before _ With Page Style 0 Figure 104 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 105 or the first page of a report might have no header or footer while the other pages do With Writer you can define the Chapter 4 Formatting Pages 105 style for the first page and specify the style for the following page to be applied automatically Doe irii pridni Ohia rh ei hai m LER H EENG Hjt B H I HHIZHHEHIS brk a His m car m pribumi eh Gala bop o isph g bi rim riipi binm min Ai het Fim ire Bark amp imik mi ihi rmi ch zi hi gee EE Se CEL CES a LEHN EAE oe riika jim nm Ed pe ETTE el Cib piir mi m oii i E
85. documen how your text documents are handled in OpenOffice org al OpenOffice org Writer documents You can also define a fe text document if you save it afterwards Figure 45 OpenOffice org Writer options General options The choices on the OpenOffice org Writer General 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 For example if your file links to other files on a network you won t want those links to update when you are not connected to the network 48 OpenOffice org 3 3 Writer Guide Update Update links when loading Automatically Always Fields On request v Charts Never Settings Measurement unit Tab stops Figure 46 Choosing general options for Writer Update fields and charts automatically You may not want fields or charts to update automatically when you are working because that slows down performance 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 Using the default tab stops to space out or indent material on a page is not recommended If y
86. document will behave as it was created using that template Open source Compose Special Characters Provides a facility for inserting accented and special characters using key combinations Adds an entry Compose Character to the Insert menu which opens a dialog box where you can view the list of key combinations and choose the keystroke you want to use to run the macro Once setup is done simply press the appropriate key combination followed by the keystroke to run the macro Open source Professional Template Pack Il Provides more than 120 templates for Writer Calc and Impress Available in several languages After you have installed this extension you will find the templates under File gt New gt Templates and Documents From Oracle Freeware Chapter 16 Customizing Writer 447 PDF Import This extension enables you to make minor modifications to the text of existing PDF files when the original source files do not exist or you are unable to open the source files Whenever possible modify the source and regenerate the PDF to obtain the best results When the extension is installed PDF is listed as a choice in the File Type drop down list in the File gt Open dialog box Best results can be achieved with the PDF ODF hybrid file format which this extension also enables A hybrid PDF ODF file is a PDF file that contains an embedded ODF source file Hybrid PDF ODF files will be opened in OpenOffice org as an ODF file w
87. domicile abode and other alternatives as shown in Figure 89 Not If the current language does not have a thesaurus installed this feature Ore is disabled 84 OpenOffice org 3 3 Writer Guide Thesaurus English USA Ed Current word i frost A Alternatives 1 noun dwelling generic term dwelling generic term home generic term domicile generic term abode generic term habitation generic term dwelling house generic term building generic term edifice generic term 2 noun legislature generic term legislature generic term legislative assembly generic term legislative generic term general assembly generic term law makers generic term Replace with dwelling Revie Figure 89 The thesaurus offers alternatives to words Hyphenating words You have several choices regarding hyphenation let Writer do it automatically using its hyphenation dictionaries insert conditional hyphens manually where necessary or don t hyphenate at all Each choice has its pros and cons Automatic hyphenation To turn automatic hyphenation of words on or off 1 Press F11 to open the Styles and Formatting window On the Paragraph Styles page right click on Default and select Modify Chapter 3 Working with Text 85 Heading 5 ne Figure 90 Modifying a paragraph style 2 On the Paragraph Style dialog box select the Text Flow tab Organiser Indents amp Sp
88. drag So far you have followed the same steps you used before when you created your first form Now you link your form with the data source you registered 1 Click the Form button E in the Form Controls toolbar or right click on any of the fields you inserted and select Form to open the Form Properties dialog box 2 In the Form Properties dialog box click on the Data tab e Set Data Source to be the data source you registered e Set Content Type to be Table e Set Content to be the name of the table you want to access e Close the dialog box Form Properties Data source Content type Content Analyze SOL command Filter Figure 424 Form properties connecting to a data source 3 For each form control in turn launch the Properties dialog box Click on the control to select it so small green boxes appear around it Then either right click and select Control or click on the Control button E on the Form Controls toolbar 4 In the Properties dialog box click on the Data tab Figure 425 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 Chapter 15 Using Forms in Writer 427 Properties Text Box General Data Events Data Field Figure 425 Form control properties Data tab 5 Repeat for each control in turn until every control that should be has b
89. 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 3 In the relevant header or footer insert the page number field Insert gt Fields gt Page Number Defining borders and backgrounds You can apply borders and backgrounds to many elements in Writer Paragraphs pages frames sections page styles paragraph styles and frame styles can include both borders and backgrounds character styles tables of contents and indexes can include backgrounds only The dialog box pages for borders and backgrounds are similar in each case To illustrate their use we will define a border and background for a text frame Page backgrounds fill only the area within the margins including the header or footer if any To extend the background color or graphic into Tip the margins you need to define a frame of appropriate size and position anchor it to the page or a paragraph and send it to the background For more about anchoring frames see Chapter 8 Working with Graphics Adding a border To begin select the frame right click and choose Frame from the pop up menu Choose the Borders tab Borders have three components where they go what they look like and how much Space is left around them e Line arrangement specifies where the borders go Writer provides five default arrangements but y
90. file is created from the template If the template has unwanted text or graphics in it delete them from this new file 2 Open the document you want to change It opens in a new window Press Control A to select everything in the document Paste into the blank document created in step 1 3 Update the table of contents if there is one Save the file Method 2 This method does not include any graphics or text from the new template except material in headers and footers it simply includes styles from the new template and establishes an association between the template and the document 1 Download the Template Changer extension from http extensions services openoffice org and install it as described on page 296 2 Close and reopen OpenOffice org Now the File gt Templates menu has two new choices Assign Template current document and Assign Template folder 3 Open the document whose template you want to change Choose File gt Templates gt Assign Template current document 298 OpenOffice org 3 3 Writer Guide 4 In the Select Template window find and select the required template and click Open 5 Save the document If you now look in File gt Properties you will see the new template listed at the bottom of the General page 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 e
91. font described in Chapter 2 you can add and rearrange items on the menu bar add items to menus and make other changes To customize menus 1 Choose Tools gt Customize 2 On the Customize dialog box go to the Menus page Figure 430 3 In the Save In drop down list choose whether to save this changed menu for the application Writer or for a selected document 4 In the section OpenOffice org Writer gt Menus select from the Menu drop down list the menu that you want to customize The list includes all the main menus as well as sub menus that is menus that are contained under another menu For example in addition to File Edit View and so on there is File Send and File Templates The commands available for the selected menu are Shown in the central part of the dialog box 5 To customize the selected menu click on the Menu or Modify buttons You can also add commands to a menu by clicking on the Add button These actions are described in the following sections Use the up and down arrows next to the Entries list to move the selected menu item to a different position 6 When you have finished making all your changes click OK to save them 434 OpenOffice org 3 3 Writer Guide Customize Menus Keyboard Toolbars Events OpenOffice org Writer Menus Menu File a Menu Content Entries Save In OpenGffice org Writer Description Creates a new OpenOffice org document Figure 43
92. frame at the top and center of a body of text 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 Frame settings are available from the following tabbed pages Type page sets the size and position of the frame One of the most useful options here is AutoSize which automatically adjusts the frame to the object it contains If the frame style is one used automatically then this option should be selected Options page sets whether the contents of the frame are printed and able to be edited in a read only document This page also sets the text direction which is useful if you are using the frame for contents in a language that uses right to left text direction Wrap page sets how text is positioned in relation to the frame and how close text comes to a frame If you want the frame contents to stand out from the paragraphs around it set the wrap to None This probably is the single most important page for frames Background page sets the background color or graphic This page is useful mostly for text frames in complex page layouts in which a text frame has an appearance different from the general background of the page Border page sets the line around the frame if any Many beginning designers make the mistake of
93. graphic to the background of the current section This page is similar to the Background pages for paragraphs frames tables and other objects in OOo For more information refer to Chapter 7 Working with Styles Chapter 4 Formatting Pages 125 Customizing footnotes and endnotes in a section Use the Footnotes Endnotes page to customize the current section s footnotes and endnotes Customizing footnotes If you want the current section s footnotes to appear separately from the other footnotes in the document select the Collect at end of text option in the Footnotes area 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 Insert Section E3 Section Columns Indents Background Footnotes Endnotes Footnotes Collect at end of text Endnotes Collect at end of section Restart numbering Start at Before Figure 133 Setting footnotes and endnotes for sections To edit the format of the section s footnotes follow these steps 1 In the Footnotes area make sure that the Collect at end of text and Restart numbering options are selected 2 Select the Custom format opti
94. group with drawing objects so they may get out of alignment in your document e Ifyou convert a Writer document to another format such as HTML the drawing objects and the graphics will not remain associated they are saved separately 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 248 OpenOffice org 3 3 Writer Guide Creating drawing objects To begin using the drawing tools display the Drawing toolbar Figure 265 by clicking View gt Toolbars gt 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 TUTtiti tT tere ete 123 45 6 7 8 9 10 11 12 13 14 15 16 17 1 Select 5 Freeform Line 9 Symbol Shapes 13 Stars 2 Line 6 Text 10 Block arrows 14 Points 3 Rectangle 7 Callouts 11 Flowcharts 15 Fontwork Gallery 4 Ellipse 8 Basic Shapes 12 Callouts 16 From File 17 Extrusion On Off Figure 265 The Drawing toolbar To use a drawing tool 1 Click in the document where you want the drawing to be anchored You can change the anchor later if necessary 2 Select the tool from the Drawing toolbar Figure 265 The mouse pointer changes to a drawing functions pointer o 3 Move the cross hair pointer to the place in the document where you want the graphic to appear and then click and drag to create the drawi
95. gt AutoCorrect Options to open the AutoCorrect dialog box There you can define what strings of text are corrected and how In most cases the defaults are fine AutoCorrect is turned on when Writer is installed To turn it off uncheck Format gt AutoCorrect gt While Typing To stop Writer replacing a specific spelling go to the Replace tab highlight the word pair and click Delete To add a new spelling to the list type it into the Replace and With boxes on the Replace tab and click New See the different pages of the dialog box for the wide variety of other options available to fine tune AutoCorrect AutoCorrect can be used as a quick way to insert special characters Tip For example c will be autocorrected to You can add your own Special characters Chapter 3 Working with Text 87 AutoCorrect Replacements and exceptions For language English Australia Replace Exceptions Options Custom Quotes Word Completion Replace With Pree retreat rire i tier retire rrr iii retiree rir rrr rrr rrr rrr EEA E j about about a about it abscence absence accesories accessories accidant accident accomodate accommodate s ee H PEE HEA A L cere tse Lae Figure 93 Replace tab of AutoCorrect dialog box Using word completion If Word Completion is enabled Writer tries to guess which word you are typing and offers to complete the word for you To accept the suggestion press Enter Otherwise co
96. he Tabstop Yes v Tab onder 2 0 gm Mouse wheel scroll RIE ccc PositionX 0 00cm 33cm lt 3 Figure 417 Properties dialog box for a list box Click on the first Check Box The Properties dialog box stays open but changes to show the properties for the check box Change the Label field from Check Box to Circle and press Enter The cursor moves to Label Field and the label on the check box in the document changes immediately Click on each of the other three check boxes in turn Change the Label in the Properties dialog box to Triangle Square and Pentagon in turn Chapter 15 Using Forms in Writer 421 E Properties Check Box General Data Events Figure 418 Top part of Properties dialog box for a check box 6 Close the Properties dialog box 7 Turn design mode off and close the two Controls toolbars You have now completed the form which should look something like Figure 419 Favourite shape questionnaire Thank you for agreeing to take part inthis questionnaire Please complete the form to say what your favourite shapes are Name C Female Favourite shape SUare Square Pentagon Circle Pentagon Figure 419 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
97. 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 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 This setting can be useful when several people are reviewing a document that will eventually be printed on a specific printer or when the document is exported to PDF a process that uses Adobe PDF as the printer If this option is not selected a printer independent layout will be used for screen display and printing 54 OpenOffice org 3 3 Writer Guide Compatibility options for writerexpt Options Use a a org 1 1 er ae oa Do not add leading extra space between lines of text F Use OpenOffice org 1 1 line spacing E Add paragraph and table spacing at bottom of table cells L Use OpenOffice org 1 1 object positioning Use ci ear org 1 1 text keia around C Use as Default Figure 54 Choosing compatibility options Add spacing between paragraphs and tables in current document In OpenOff
98. in Figure 392 Click Insert Now hover the mouse pointer over the new field in your document and you will see the field code of Step Step 1 To continue with the normal sequence that is to Chapter 14 Working with Fields 389 have the next item be step 2 you need to delete the contents of the Value box after inserting Step 1 Document Cross references Functions DocInformation Variables Database Selection Format Set variable Show variable Roman I II I Roman i ii iii Set page variable Arabic 1 2 3 Show page variable A B Aa AG User Field a 6 aa a6 A B Aa BO a 6 aa 66 Figure 392 Defining a field to restart a number range variable 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 388 You can create similar fields for substeps or other sequences that you want to be numbered with letters a b c Roman numerals i ii iii or some other sequence In the Fields dialog box choose the required format in the Format list when creating the field codes If a user defined vari
99. in OpenOffice org using a graphics program scan them or download them from the Internet make sure you have permission to use them or use photos taken with a digital camera Writer can import various vector line drawing and raster bitmap file formats The most common are GIF JPG PNG and BMP See the Help for a full list Some things to consider when choosing or creating pictures include image quality and whether the picture will be printed in color or black and white grayscale To edit photos and other bitmap images use a bitmap editor To edit line drawings use a vector drawing program You do not need to buy expensive programs Open source and usually no cost tools such as Gimp bitmap editor and Inkscape vector drawing program are excellent For many graphics OOo Draw is sufficient These and many other programs work on Windows Macintosh OS X and Linux For best results e Create images that have the exact dimensions required for the document or use an appropriate graphics package to scale photographs and large drawings to the required dimensions Do not scale images with Writer even though Writer has tools for doing this because the results might not be as clear as you would like e Do any other required image manipulation brightness and contrast color balance cropping conversion to grayscale and so on in a graphics package not in Writer even though Writer has the tools to do a lot of these things too
100. 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 314 OpenOffice org 3 3 Writer Guide Envelope Envelope Format Printer Addressee Position from left Format i from top sender Positan from left Format bal from top Size Format Sie A ie e Width Height Crew one ame cont ate ase Figure 313 Envelope formatting dialog box 4 You now have the choice of creating the Addressee fields by dragging and dropping from the data source headings as described in Creating a form letter on page 305 and in particular in Figure 305 or using the facilities of the Envelope tab If you prefer dragging and dropping than click New Doc drag your data source headings into the Addressee area on your new envelope and skip to step 7 otherwise continue with steps 5 and 6 Envelope Envelope Format Printer Envelope orientation GG a nyg Print from top Print from bottom Shift down 0 00m W Current printer EPSON Stylus D92 Series Figure 314 Choosing printer options for an envelope Chapter 11 Using Mail Merge 315 5 Select the Envelope tab Figure 315 6 Envelope Envelope Format Printer Addressee lt Points Sheet10 Tite gt l
101. manual changes To prevent the TOC from being changed accidentally select Protected against manual changes If this option is selected the TOC can only be changed by using the right click menu or the Insert Table Index dialog box If the option is not selected the TOC can be changed directly on the document page just like other text However any manual changes will be lost when you update it Changing the number of levels included Writer uses 10 levels of headings when it builds the table of contents or the number of levels used in the document whichever is smaller To change the number of levels included enter the required number in the Evaluate up to level box For example the TOC in this book includes only the first four heading levels Chapter 12 Tables of Contents Indexes and Bibliographies 333 Choosing the scope of the table of contents The for drop down list in the Create index table area allows you to select whether the TOC will cover all the document s headings Entire document or just the headings of the chapter where it is inserted Writer identifies a chapter as all the headings between two first level outline headings normally Heading 1 Creating a table of contents from an outline The third section of the Index Iable page is used to determine what Writer should use to create the TOC The available choices not mutually exclusive are e Outline e Additional styles e Index marks By default Writer uses
102. manually or by using the Frame dialog box but it does not automatically adjust to the size of the contents that is the AutoHeight attribute is disabled Only the last frame of a chain can adapt its height to the content The Options page of the Frame dialog box shows the names of the selected frame and any frames it is linked to or from You can change this information here On this page you can also select options to protect the contents position and size of the frame Frame Type Options Wrap Hyperlink Borders Background Columns Macro Name Frame 1 Next link Protect F Contents F Position _ Size Properties _ Editable in read only document Print Text direction Use superordinate object settings Figure 120 Options page of the Frame dialog box 118 OpenOffice org 3 3 Writer Guide On the Hyperlink page you can specify the file for the hyperlink to open This file can be on your machine a network or the Internet 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 Type Options Wrap Hyperlink Borders Background Columns Macro Link to URL Browse Name Frame ad Image map Server side image map Figure 121 Hyperlink page of the Frame dialog box Using tables for page layout Writer s tables can serve several purposes such
103. more than 2 pages per sheet you can choose the order in which they are printing across and down the paper The two pictures below show the difference General OpenOffice org Writer Page Layout Options Layout Jo E Fw Order left to right then down 3 4 O Draw a border left to right then down top to bottom then right Layout Order top to bottom then right O Draw a border left to right then down top to bottom then right 3 2 4 3 In the Page sides section select whether to print all pages or only some pages 4 Click the Print button To print two pages per sheet in facing pages book layout style print from Print Preview instead See page 155 Tip Chapter 5 Printing Exporting Faxing and E Mailing 151 Selecting what to print In addition to printing a full document you can choose to print individual pages ranges of pages or a selection of a document as described in this section Printing an individual page 1 Choose File gt Print from the menu bar 2 On the Print dialog box select the page to print a In the Ranges and copies section of the General page select the Pages option b Enter the sequence number of the page you want to print The preview box changes to show the selected page If you have restarted page numbering within the document the sequence number is not the same as the page number 3 Click the Print button Printing a range of pages 1 Cho
104. not have the first font specified it will use one of the other fonts if that one is available Otherwise it will substitute a font that is available on the system Type the list of fonts separated by commas in the boxes If you want these defaults to apply to the current document only select that option The Default button resets the values on this page to the defaults installed with OpenOffice org Print options On the OpenOffice org Writer Print page Figure 51 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 32 Contents Pages Comments x Pictures and objects v Left pages None 4 Form controls Right pages Comments only v Page background Brochure End of document Print text in black End of page Hidden text Text placeholder Other v Print automatically inserted blank pages Paper tray from printer settings Figure 51 Choosing Print options for Writer 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 The Print text in black selection causes color text but not graphics to print as black on a color printer on a black and white printer this option causes color text to print as solid black instead of shades of grey dithered The Print text in black option has a different effect than the Conve
105. numbered but lower level headings are not numbered Some chapter title and heading styles such as those commonly used in engineering documents number each chapter and heading level for example 1 1 1 1 2 2 2 1 and so on When chapters or sections are added or deleted the numbering is automatically changed Paragraph styles are the key to OOo s outline numbering feature The default paragraph styles assigned to outline levels are the heading styles supplied with OOo Heading 1 Heading 2 and so on However you can substitute any styles you wish including custom user defined styles The headings defined using the outline numbering feature can be used for more than the table of contents described in Chapter 12 For example fields are commonly used to display headings in headers and footers of pages see Chapter 14 Working with Fields and Writer can send the outline to Impress to use as the basis for a presentation see the Impress Guide for details Choosing paragraph styles for outline levels If you are using the default heading styles for the headings in your outline and you do not want to use heading numbering you do not need to do anything on the Outline Numbering dialog box The default outline numbering scheme uses the default heading styles Heading 1 Heading 2 and so on To use custom styles in place of one or more of the default heading styles 1 Choose Tools gt Outline Numbering to open the Outline Numberin
106. of categories and show only the icons at the top click the List Box On Off icon s Click this icon again to show the list Click the sign by any of the lists to display the contents of the list Table 1 summarizes the functions of the icons at the top of the Navigator The Navigator has different functions in a master document See Chapter Note 13 Working with Master Documents Preface Why use OpenOffice org What do you need to do first Other sources of information Acknowledgments 1 Introduction to Writer e5 Hyperlinks References Indexes Notes Draw objects TestDoc 1 active Figure 19 The Navigator 24 OpenOffice org 3 3 Writer Guide Table 1 Function of icons in the Navigator Toggle Not active in ordinary documents left image In a master document right image switches between the master document file and its subdocuments Navigation Opens the Navigation toolbar see page 26 Previous Next Jumps to the previous or next item in the selected category page graphic hyperlink comment and so on To select the category of items see Using the Navigation toolbar on page 26 Page number Jumps to the page sequence number showing in the box Type the required page number or select it using the up and down arrows Drag Mode Select Hyperlink Link or Copy See Choosing drag mode on page 28 for details List Box On Off Shows or hides the list of categ
107. of hyperlink choose between Web FTP or Telnet and enter the required web address URL For a Mail and News type hyperlink specify whether it is a mail or news link the receiver address and for email also the subject For a Document type hyperlink specify the document path the Open File button opens a file browser leave this blank if you want to link to a target in the same presentation Optionally specify the target in the document for example a specific Slide Click on the Target icon to open the Navigator where you can select the target or if you know the name of the target you can type it into the box 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 Chapter 3 Working with Text 99 The Further settings section in the bottom right part of the dialog box is common to all the hyperlink types although some choices are more relevant to some types of links e Set the value of Frame to determine how the hyperlink will open This applies to documents that open in a Web browser e Form specifies if the link is to be presented as text or as a button e Text specifies the text that will be visible to the user e Name is applicable to HTML documents It specifies text that will be ad
108. of the image red green blue as well as the brightness contrast and gamma of the image If the result is not satisfactory you can press Control Z to restore the default values Table 5 Graphic filters and their effects Icon Name Effect ri awed Inverts the color values of a color image or the brightness values of a grayscale image cS Smooth Softens the contrast of an image A Sharpen Increases the contrast of an image sifr Remove noise Removes single pixels from an image Zz Solar zan on Mimics the effects of too much light in a picture A further dialog box opens to adjust the parameters Simulates the effects of time on a picture Can be Aging applied several times A further dialog box opens to adjust the aging level aa ETNE E Makes a picture appear like a painting by reducing the number of colors used Pop Art Modifies the picture dramatically Charcoal Displays the image as a charcoal sketch E Relief A dialog box is displayed to adjust the light source that will create the shadow and hence the relief effect i i Mosaic Joins groups of pixels into a single area of one color Transparency Modify the percentage value in the Transparency box on the Picture toolbar to make the image more transparent This is particularly useful when creating a watermark or when wrapping the image in the background Using the formatting toolbar and Picture dialog When an image is selected you can customi
109. of the style are copied from the Default style of the corresponding category The dialog box that is displayed depends on the type of style you selected Many of the pages are the same as those that are displayed when manual formatting is applied Therefore if you are familiar with manual formatting you will find that you already know how to use most of the options The dialog box used to create a new style and to modify an existing one is exactly the same An exception to the above rule is conditional styles which have a Tip different dialog box See Working with conditional paragraph styles on page 215 The Organizer page When creating a new style the first page you need to set up is the Organizer which is shown in Figure 226 This page is common to all style categories Therefore it is described only once 202 OpenOffice org 3 3 Writer Guide Paragraph Style Cutline amp Numbering Tabs Drop Caps Background Borders Condition Organizer Indents amp Spacing Aligament Text Flow Fonk Font Effects Position Marne OOoTextBody AutoUpdate Next Style Linked with Category Contains Standard Figure 226 The Organizer page displayed when a new style is created Depending on the style you are creating you will find the following information on this page pi document be sure that AutoUpdate is not enabled or you will Name present on all the categories use this field to give a name to the s
110. or footers on the landscape pages to be in portrait Ip orientation see Portrait headers on landscape pages on page 132 Changing page margins You can change page margins in two ways e Using the page rulers quick and easy but does not have fine control e Using the Page Style dialog box can specify margins to two fractional decimal places If you change the margins using the rulers the new margins affect the Note page style and will be shown in the Page Style dialog box the next time you open it Chapter 4 Formatting Pages 109 To change margins using the rulers 1 The shaded sections of the rulers are the margins see Figure 112 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 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 Place the mouse pointer between the arrows and when the pointer turns into a double headed arrow you can move the margin the indent arrows will move with it Tip Figure 112 Moving the margins To change margins using the Page Style dialog box Figure 109 1 Right click anywhere on the page and select Page from the pop up menu 2 On the Page page of the dialog box type the required distances in
111. recipient 5 Adjus E yout GREGG Edit ocument 7 Personalise document Write or edit your document now if you have not already done so The changes wil effect all 3 Save print or send merged documents Clicking Edit Document wil temporarily reduce the wizard to a small window so you can edit the mail merge document After editing the document retum to the wizard by clicking Return to Mail Merge Wizard in the small window Figure 325 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 326 so you can easily edit the letter Chapter 11 Using Mail Merge 325 4 Return to Mail Merge Wizard Figure 326 Minimized mail merge wizard You need to perform another important task in this step The wizard only inserts information from the name and address fields but you may wish to add additional data In our example we want to tell each person how many points they had accumulated during the year that information is in the spreadsheet To do this 1 Click Edit Document in step 6 of the wizard 2 Choose Insert gt Fields gt Other The Fields dialog box opens Fields Document References Functions DocInformation Variables Database Database selection E a Points E i Sheet Title First Name Last Name Record number Country Fos
112. say Figure 144 Variations on the simple page numbering method Changing the number format Many more variations are possible For example you can set the page number to display in Roman numerals To do that you could double click on the page number and select the desired format however a better choice is to specify the format of numbers in the page style as explained here In the Styles and Formatting window press F11 if not already displayed select the Page Styles icon and right click on the highlighted entry for the current style Select Modify which opens the Page Style dialog box On the Page page of the Page Style dialog box in the Layout settings section select i ii iii from the Format drop down list 136 OpenOffice org 3 3 Writer Guide Layout settings Page layout Right and left hl Format Register true Figure 145 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 Follow these instructions to start the page numbering in a document at a number greater than 1 These instructions are for a page number in a footer but you could use
113. table position the cursor before any text or other contents in the first upper left hand cell and press Alt Enter To insert a paragraph after a table position the cursor after any text in the last lower right hand 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 When inserting a table used for layout you may wish to deselect the Heading and Border options see Inserting a new table on page 266 Tip To remove the borders from an existing table right click on the table choose Table from the pop up menu select the Borders tab see Figure 283 on page 274 and select the icon for no borders The Table menu and toolbar All of the table commands described in this chapter are conveniently located in the main menu under the Table item and on the Table toolbar shown in Figure 290 Table 6 describes the effects of using these icons When you create a table or select an existing table the Table toolbar may be displayed automatically or you can manually display it by clicking View gt Toolbars gt Table The toolbar can float over the main Writer window or it can be docked along any edge of the main window See Chapter 1 Introducing Writer for more about docking
114. 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 As Character The frame is placed in the document like any other character and therefore affects the height of the text line and the line break The frame moves with the paragraph as you add or delete text before the paragraph This method is useful for adding a small icon in sequence in 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 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 Chapter 4 Formatting Pages 117 Note You cannot link from a frame to more than one other frame To link one frame to another 1 Select the frame to be linked from 2 Click the Link Frames icon on the object bar 3 Click the next frame in the series which must be empty When a linked frame is selected any existing links are indicated by a faint connecting line as shown in Figure 119 Note that any frame linking line will not be as clear as illustrated in the figure Figure 119 Linked frames The height of a frame that is being linked from is fixed you can change this height
115. the Format section e Alphabetical delimiter This separates the index entries into blocks that start with the same first letter using that letter as a header For example if your index begins apple 4 author 10 break 2 bus 4 then selecting this option will give you A apple 4 author 10 B break 2 bus 4 e Key separated by commas Arranges the entries in the index on the same line but separated by commas e 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 Chapter 12 Tables of Contents Indexes and Bibliographies 347 Styles Columns and Background pages Refer to Styles page on page 337 the Columns page on page 338 and Background page on page 338 Columns page Use the Columns page to change the number of columns for the index Insert Index Table Index Table Entries Styles Columns Background Settings Columns 2 m width and spacing Column 1 Width 6 50cm HS Spacing 000cm H Autowidth Separator line Line Height 100 aia Figure 345 Columns page of the Insert Index Table dialog box Adding multiple columns To display the index in more than one column 1 Either ente
116. the appropriate program for example the default browser for an HTML page OOo Calc for a ODS file a PDF viewer for a PDF file You can create hotspots of various shapes and include several hotspots in the same image To use the image map editor 1 In your OOo document select the picture where you want to define the hotspots 2 Choose Edit gt ImageMap from the menu bar The ImageMap Editor opens 3 Use the tools and fields in the dialog described on the next page to define the hotspots and links necessary 4 Click the Apply icon y to apply the settings l 5 When done click the Save icon 5 to save the imagemap to a file then click the X in the upper right corner to close the dialog a ImageMap Editor Ba REg eg D Address http www oooauthors org english Text Go to English section of OOoAuthors k oOcoAuthors Espa ol Portugues oO l a Moshed Hy Itallano i A Romana r AAS Nederlands http www oooauthors org english 0 00 cm 0 00 cm 15 31 cm x 7 28 cm Figure 276 The dialog to create or edit an image map The main part of the dialog shows the image on which the hotspots are defined A hotspot is identified by a line indicating its shape The toolbar at the top of the dialog contains the following tools e Apply button click this button to apply the changes e Load Save and Select icons 262 OpenOffice org 3 3 Writer Guide Tools for drawing a hotspot shape these tools
117. the attributes of the TOC most importantly the type of index e Use the Entries and Styles pages to format the entries in the TOC e Use the Columns page to put the TOC into more than one column e Use the Background page to add color or a graphic to the background of the TOC You can display a preview box located on the left hand side of each page to show as you work how the TOC will look If you do not see the preview box select the Preview option 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 apply them If you need to revert to the default settings click the Reset button Index Table page Use the Index Iable page pictured in Figure 333 to set the attributes of the TOC Changing the title To give the table of contents a different title type it in the Title field To delete the title clear the Title field Setting the type of index In computer terminology a table of contents is one of several types of indexes Be sure the Type of Index is set to Table of Contents See Alphabetic indexes on page 341 and Other types of indexes on page 349 for more about creating other types of indexes You can only change the type of index when you first create it Once Note you define an index type for example make a table of contents you cannot change the type Protecting against
118. the chapter headings and subheadings To assign an outline level to a paragraph style go to the Outline amp Numbering page for the style and select the required outline level Click OK to save this change y Font Font fects Position Outline amp Numbering Drop Caps Background Outline Outline level Level 1 Ir Figure 209 Specifying an outline level on the Outline amp Numbering page for a paragraph style 194 OpenOffice org 3 3 Writer Guide Setting up heading numbering If you want one or more heading levels to be numbered many choices are available this example defines a scheme to create headings that look like those in Figure 210 1 This is a Heading 1 1 1 This is a Heading 2 It has far too many words in it so it wraps around to the next line 1 2 Another Heading 2 1 2 1 This is a Heading 3 1 2 2 Another Heading 3 2 Another Heading 1 2 1 Another Heading 2 2 1 1 Another Heading 3 2 2 Another Heading 2 3 Another Heading 1 Figure 210 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 211 shows the default settings Numbering Position Level Numbering 1 Paragraph Style Heading 1 x ig ha Heading 2 h Number Heading 3 Character Style Heading 4 T Heading 5 Heading 6 10 Separator Heading 7 1 10 Before Heading amp After Heading 9 Start at i A Hea
119. the entire document e Pages To export a range of pages use the format 3 6 pages 3 to 6 To export single pages use the format 7 9 11 pages 7 9 and 11 You can also export a combination of page ranges and single pages by using a format like 3 6 8 12 e Selection Exports whatever material is selected Images section e Lossless compression Images are stored without any loss of quality Tends to make large files when used with photographs Recommended for other kinds of images or graphics 160 OpenOffice org 3 3 Writer Guide PDF Options General Initial View User Interface Selection Images Lossless compression JPEG compression Quality anc Reduce Image resolution 300 DPI General E PDF A 1a E Tagged PDF Create PDF form Submit format E Allow duplicate field names Export bookmarks E Export comments Export automatically inserted blank pages Embed standard fonts Figure 170 General page of PDF Options dialog box e JPEG compression Allows for varying degrees of quality A setting of 90 works well with photographs small file size little perceptible loss of quality e Reduce image resolution Lower DPI dots per inch images have lower quality For viewing on a computer screen generally a resolution of 72dpi for Windows or 96dpi GNU Linux is sufficient while for printing it is generally preferable to use at least 300 or 600 dpi depending on the capability of the printer Higher dp
120. the outline levels that is paragraphs formatted with the paragraph styles associated with outline levels in Tools gt Outline Numbering In the default document Heading 1 has outline level 1 Heading 2 outline level 2 and so on up to Heading 10 You can change the paragraph styles included in the outline as described in Defining a hierarchy of headings in Chapter 6 of this guide You can include other paragraph styles in the TOC by assigning an outline level to those styles To do this modify the paragraph style definition go to the Outline amp Numbering page for the style and select the required outline level Click OK to save the change Organizer Indents amp Spacing Alignment Text Flow Font Font Effects Position Outline amp Numbering Tabs Drop Caps Background Borders Condition Outline Figure 334 Specifying an outline level on the Outline amp Numbering page for a paragraph style Creating from additional styles By selecting the Additional Styles option on the Index Table page you can add more paragraph styles to the TOC This can be useful when you want to include in the TOC an annex appendix If the Outline option is also selected the additional styles will be included in the table of contents together with the ones defined in the outline numbering However headings included in the TOC using this feature are not hyperlinked to the headings in the document body as are headings assigned to outline levels
121. the window Double click the Heading 1 entry of Styles and Formatting Figure 187 This does two things e Gives the line actually its entire paragraph you typed the Heading 1 style e Adds Heading 1 to the Apply Style menu Text with Heading 1 style Figure 187 Applying paragraph styles 178 OpenOffice org 3 3 Writer Guide To use the Apply Style drop down menu Figure 185 1 Move the cursor to a new line or create a new line by pressing the Enter key at the end of the previous line and type some text 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 187 Finally try the Format Paintbrush 1 Move the cursor to a new line or create a new line by pressing the Enter key at the end of the previous line and type some text 2 Move the cursor to one of the two paragraphs with style Heading 1 and select the Format Paintbrush icon g to activate it the cursor changes shape 3 Move the cursor on the paragraph you have created and click the left mouse button The cursor shape changes back to the normal one and the text acquires the properties of the Heading 1 s
122. to align it to the center or to justify it also meaning that the words on the last line will be spaced in order to occupy it fully If you select the Expand Single word option then whenever the last line of a justified paragraph consists of a single word this word is stretched by inserting spaces between characters so that it occupies the full length of the line The alignment page is also used to control the Text to Text vertical alignment useful when you have mixed font sizes on the same row Choose the element of the fonts on the line that will be aligned between Automatic Baseline Top Middle Bottom Refer to Figure 232 for a graphical representation of these reference points ascent ascender height cap height mea fing median x height baseline ascent descender height Figure 232 Typographic measurements from Wikipedia org Chapter 7 Working with Styles 207 Text flow options for paragraph styles The page of the dialog box controlling the text flow options is shown in Figure 233 This page is divided into three parts Hyphenation Breaks and Options In the Hyphenation section you can change three parameters e Characters at line end controls the minimum number of characters to be left on a line before inserting a hyphen e Characters at line begin controls the minimum number of characters that can be placed at the beginning of a new line following a hyphen e Maximum number of consecutive hyphens controls t
123. to toggle between STD Standard EXT Extend ADD Add and BLK Block selection EXT is an alternative to Shift click when selecting text See Chapter 3 Working with Text for more information about these modes Unsaved changes An asterisk appears here if changes to the document have not been saved Digital signature If the document has been digitally signed an icon Shows here To view the certificate double click the icon Chapter 1 Introducing Writer 15 Section or object information When the cursor is in a section heading or list item or when an object such as a picture or table is selected information about that item appears in this field Double clicking in this area opens a relevant dialog box Object Information shown Dialog box opened Picture Size and position Format Picture List item Level and list style Bullets and Numbering Heading Outline numbering level Bullets and Numbering Table Name or number and cell Table Format reference of cursor Section Name of section Edit Sections Other Blank Fields Cross References page View layout Click an icon to change between single page side by side and book layout views You can edit the document in any view Zoom settings see below and next page interact with the selected view layout to determine how many pages are visible in the document window A OG 6 o DA EA aa os Figure 11 View layouts single side by side b
124. to update the styles from the template although you can use the A macro given in the Note below to re enable this feature You can also use the Template Changer extension see page 298 to reactivate the template Chapter 10 Working with Templates 295 Note To re enable updating from a template 1 Use Tools gt Macros gt Organize Macros gt OpenOffice org Basic Select the document from the list click the expansion symbol or triangle and select Standard If Standard has an expansion symbol beside it click that and select a module 2 If the Edit button is active click it If the Edit button is not active click New 3 In the Basic window enter the following Sub FixDocV3 set UpdateFromTemplate oDocSettings ThisComponent createInstance _ com sun star document Settings oDocSettings UpdateFromTemplate True End Sub FixDocV3 4 Click the Run BASIC icon then close the Basic window 5 Save the document Next time when you open this document you will have the update from template feature back 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 16 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 ext
125. 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 options 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 If wizards are off a group box is simply a visual box to group together different controls It has no effect on the way the controls operate Chapter 15 Using Forms in Writer 415 More Controls toolbar HH Table Control Table Control is only useful with a data source If no data source is specified you will be prompted to choose one in the Table Element Wizard You then pick the fields to display and when design mode is off the data appears in the table The table also includes controls to step through the records Records can be added deleted and modified in the table FH Navigation Bar A navigation bar is the same as the Form Navigation toolbar View gt Toolbars gt Form Navigation but can be placed anywhere in the document and be resized Form Design toolbar hs Select Selects a form control to perform an action on it Design mode on off Toggles between design mode on to edit forms and design mode off to use forms Gs Control Launches form control properties dialog box This dialog box can be kept open as different controls are selected T Form
126. using a manual override when a frame is added to the document Because frames and objects are used together it sometimes is easy to forget they are separate elements In some cases such as charts you can edit the frame and object separately so the distinction is worth remembering Unlike other elements that use styles frames can be defined only partly by their style because their use can vary so much Several elements of frames such as the anchor and protected elements need to be defined manually for individual frames You can format a frame manually when you select Insert gt Frame The dialog box that opens contains all the settings available when frame styles are set up as well as some only available when the frame 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 The only significant addition that many users might need is one or more styles for text frames Creating new frame styles You can access frame settings by selecting New or Modify in the Styles and Formatting window for a frame style Creating new frame sty
127. want to insert as a hyperlink 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 You can also use the Hyperlink dialog to insert and modify hyperlinks within and between documents see next page 98 OpenOffice org 3 3 Writer Guide Inserting hyperlinks using a dialog box To display the Hyperlink dialog box click the Hyperlink icon on the Standard toolbar or choose Insert gt Hyperlink from the menu bar To turn existing text into a link highlight it before opening the dialog box On the left hand side select one of the four types of hyperlink e Internet a web address normally starting with http e Mail amp News for example an email address e Document the hyperlink points to another document or to another place in the presentation e New document the hyperlink creates a new document Hyperlink Fq E Hyperlink type t Web ETP _ Telnet Target Internet Document Further settings Frame Tet New Document Text Name Figure 103 Hyperlink dialog box showing details for Internet links The top right part of the dialog box changes according to your choice for the hyperlink type A full description of all the choices and their interactions is beyond the scope of this chapter Here is a summary of the most common choices used in presentations For an Internet type hyperlink choose the type
128. 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 257 Organizer Bullets Numbering Style Outline Graphics Position Options Position and spacing Level L Indent oo f 3 L Relative 4 5 Width of numbering 0 00 6 7 Minimum space numbering lt gt text 0 00 ER 8 Numbering alignment Left Es Wo Figure 257 The Position page for documents created with earlier versions of OOo In this case you can adjust the following settings e Indent the indentation of the number or bullet area measured from the left margin of the paragraph linked to the numbering style In other words if the paragraph style already has an indentation when the list style is applied the indentations are added together Chapter 7 Working with Styles 231 For any level other than Level 1 the Relative option causes the indentation to be measured from the start of the previous level rather than from the page margin e Width of numbering how much space is used by the numbering symbol Writer reserves this space even if only part of it is used e Minimum spacing numbering lt gt text the spacing between the right edge of the numbering symbol and the text If the spacing to text is not sufficient Writer will honor this setting by expanding the numbering area Setting the minimum spac
129. whether to enable this feature and what grid intervals to use If the grid intervals subdivisions are too large you may find that you do not have enough control in placing the objects Grid Snap to grid Visible grid Resolution Subdivision Horizontal 0 39 Horizontal 5 point s Vertical 0 39 Vertical 5 point s Synchronize axes Figure 49 Choosing Grid options Default fonts The default fonts specified on the OpenOffice org Writer Basic Fonts Western page apply to both Writer documents and HTML Web documents Basic fonts Western Font Size Default Times New Roman 12 Heading Arial bel 14 x List Times New Roman 12 Caption Times New Roman 12 Index Times New Roman 12 gt Current document only Default Figure 50 Choosing default fonts e Ifyou want to change the defaults do so on this page 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 e When choosing fonts on this page you are not limited to single fonts or to the ones shown in the drop down list You can specify a font family as a Chapter 2 Setting up Writer 51 comma separated set of fonts that includes those suitable for Windows Macintosh Linux and other operating systems These choices are particularly important in HTML documents If the document is viewed on a system that does
130. why your next search fails to find words you know are in the document Tip Find and replace paragraph styles If you combine material from several sources you may discover that lots of unwanted paragraph styles have suddenly shown up in your document To quickly change all the paragraphs from one unwanted style to another preferred style 1 On the expanded Find amp Replace dialog box Figure 65 select Search for Styles If you have attributes specified this option is 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 Repeat steps 2 and 3 for each style that you want to replace Use wildcards regular expressions Wildcards also known as regular expressions are combinations of characters that instruct OOo how to search for something Regular expressions are very powerful but not very intuitive They can save time and effort by combining multiple finds into one Table 2 shows a few of the regular expressions used by OOo The online help describes many more regular expressions and their uses Tip Chapter 3 Working with Text 67 To search for a character that is defined as a wildcard type a backslash Note before the character For example to find the text 5 00 you would conduct a search using 5 00 To use wildcards and regular expressions when searchi
131. will be centered as shown in Figure 196 If you make another Heading 1 entry it will be centered as well Chapter 6 Introduction to Styles 185 Organizer Indents amp Spacing Alignment Text Flow Options Left Right Justified Figure 195 Center Heading 1 Title Subttfe 7 7 Section 1 4 Figure 196 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 amp Spacing tab 2 Under the Indent section set the indentation before the text to 0 60 as Shown in Figure 197 Your display might be different depending upon what measurement unit was set in the options Tools gt OOo Writer gt General gt Settings Organizer Indents amp Spacing Alignment Text Flow Fon Indent Before text 0 60 te After text 0 00 Ea First line 0 00 rift Figure 197 Set indentation 186 OpenOffice org 3 3 Writer Guide The result should resemble Figure 198 Subtife 7 7 Section 1 4 Section 1 2 Subtitle A D Figure 198 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 199 It is present only for paragraph and frame styles If this check box is sele
132. with Templates or copy the styles into the other documents as described in Copying and moving styles on page 191 Chapter 6 Introduction to Styles 183 Changing a style using the Style dialog box To change an existing style using the Style dialog box right click on the style in the Styles and Formatting window and select Modify from the pop up menu The dialog box displayed depends on the type of style selected Figure 192 shows an example of the dialog box for a paragraph style Each style s dialog box has several tabs The various properties on these dialog boxes are described in the next chapter Paragraph Style Heading 1 Position ayout Outline amp Numbering Drop Caps Background Organizer Indents amp Spacing Alignment Text Flow Asian Typography Font Effects Indent Before text After text First line E Automatic Spacing Above paragraph Below paragraph Line spacing Register true E Activate Figure 192 Example of the Paragraph Style dialog box Move to the page where the setting you want to modify is specified and input the new value You can click the Help button at any time to bring up the online guide where all the options of the current page are briefly described When you are done click OK to close the dialog box As discussed above the great advantage of styles is that all the instances of such style in your document are now modified to your liking Examples Modifying pa
133. you can store the information referred to by a field We will look at some of them here Seven document properties Date Time Page Number Page Count Subject Title and Author are on the Insert gt Fields menu Figure 385 To insert one of these fields click on it in the menu Some of these fields get their information from the Document Properties dialog box Figure 386 Other document properties are on the DocInformation and Document pages of the Fields dialog box Figure 388 and Figure 389 reached by choosing Insert gt Fields gt Other or pressing Ctrl F2 Notice the Custom item in the Type list this is derived from the Custom Properties page of the Document Properties dialog box Figure 387 386 OpenOffice org 3 3 Writer Guide 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 Document Cross references Type Comments Created Custom Keywords Last printed Modified Revision number Subject Title Total editing time Functions DocInformation Variables Database Format 12 31 99 12 31 1999 Dec 31 99 Dec 31 1999 31 Dec 1999 December 31 1999 31 December 1999 Fri Dec 31 99 Fri 31 Dec 99 Fri December 31 1999 Friday December 31 1999 12 31 99 12 31 1999 12 31 12 99 Dec 31 December L Fixed content Insert Figure 388 Inserting a Date Modified field using the Doc
134. 0 The Menus page of the Customize dialog box Creating a new menu In the Customize dialog box click New to display the New Menu dialog box shown in Figure 431 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 box It will appear on the menu bar itself after you save your customizations After creating a new menu you need to add some commands to it as described in Adding a command to a menu on page 436 Chapter 16 Customizing Writer 435 Menu name New Menu 1 Menu position New Menu 1 Figure 431 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 gt Move A dialog box similar to the one Shown in Figure 431 but without the Menu name box opens Use the up and down arrow buttons to move the menu into the required position To move submenus such as File Send select the main menu File in the Menu list and then in the Menu Content section of the dialog box select the submenu
135. 04 Selecting the data source 4 Now create or modify the form letter by typing in the text punctuation line breaks and so on that will be present in all of the letters To add the mail merge fields where needed such as names and addresses click in the field heading and drag it to the appropriate point in the letter Note that address lines should be in individual paragraphs not separated by line breaks as might seem preferable The reason for this will be made clear in the next step Alice Azure 1 First Aven Brian Brown 2 Bottom Lar Charles Coffee 3 Carter Cre Doris Damson 4 Deepdale F Edward Eatmore 5 Elizabeth Frederic Fairhead 6 Foresight George Green 7 Great Auk Record 1 of 10 14 a gt r insert fields in form letter E ja as Ae Tof lt Titles c First Name gt Last Mame T lt ddress T lt otate County gt 1 Post Code gt 7 lt Country gt 1 Figure 305 Dragging fields to the body of the form letter 306 OpenOffice org 3 3 Writer Guide 5 Continue until you have composed the entire document 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 Tof lt Titles c First Name gt lt Last Name gt 17 lt Address gt 1 lt otate County gt 1 Post Code gt 1 lt Country gt 1 o November 20071 Dear lt Title Last Name T Thank you very much for your participation in our Points promo
136. 1 Choose Format gt Sections 2 On the Edit Sections dialog box similar to the Insert Section dialog box select the section from the list 3 Deselect Hide and then click OK You can now edit the contents of the section Afterwards you can choose Format gt Sections again and select Hide to hide the section again 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 Insert Section Section Columns Indents Background Footnotes Endnotes New section Link Extra Features _ Link write protection F Protect Hide Hide with Condition Procite EQ Like Figure 401 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 2 On the Edit Sections dialog box select the section from the list 3 Click Remove The contents of the section are now a normal part of the document Change the value of the variable 1 Find the variable field you created in Create the variable on page 399 2 Click once just in front of this field then right click and click Fields on the pop up menu 3 On the Edit Fields Variables dialog box Figure 402 change the value of the variable to Pro 4
137. 2 Setup odt Ch3 Edit odt Ch4 Layout odt Cn5 Templates odt Ch6 Fields odt Figure 368 The Navigator showing a series of files in a master document 6 Save the master document again 370 OpenOffice org 3 3 Writer Guide Step 7 Add table of contents bibliography index You can generate a table of contents bibliography or index for the book using the master document You must insert these items into a text section in the master document For more about these document elements see Chapter 12 Creating Tables of Contents Indexes and Bibliographies Put the insertion point on the page in the first text section where the table of contents is to go and choose Insert gt Indexes and Tables gt Indexes and Tables to create the table of contents If you do not have a Text section at the end of the master document insert one before the last subdocument then move it down so it is after the last subdocument Now if you have included bibliographic entries in your subdocuments you can put the insertion point on the page in this last text section where the bibliography is to go and create the bibliography 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 Figure 369 shows the Navigator after addition of a TOC and index 4 Navigator P Po te fi Text Table of Contents Text Preface Ch1 intro odt Ch2 S
138. 20 39 08 republican jpg Graphics jpa 72 3KB 06 08 2006 18 01 4 s2 01ipg Graphics jpg 8043 Bytes 04 16 2006 18 45 5 amm E in_005_jpq jpa Graphics jpa 1877 Bytes 06 10 2006 04 29 1 United States gif Graphics aif 4086 Bytes 04 11 2006 22 03 1 File name lincoln_creek_rest_photo jpg style Graphics File type lt All formats gt bti dxf emf eps TET as jpg jpeaj Link Preview Figure 259 Insert picture dialog Linking an image file If the Link option in the Insert picture dialog is selected OOo creates a link to the file containing the image instead of saving a copy of the image in the document The result is that the image is displayed in the document but when the document is saved it contains only a reference to the image file not the image itself The document and the image remain as two separate files and they are merged together only when you open the document again Linking an image has two advantages and one disadvantage e Advantage Linking can reduce the size of the document when it is saved because the image file itself is not included File size is usually not a problem on a modern computer with a reasonable amount of memory unless the document includes many large graphics files OOo can handle quite large files e Advantage You can modify the image file separately without changing the document beca
139. 3 Restart at this paragraph Start with 382 OpenOffice org 3 3 Writer Guide m OpenOffice org 3 Chapter 1 4 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 This chapter describes some common uses of fields A full discussion of fields and their use is beyond the scope of this book Power users can find more details in the application Help Fields have a gray background when viewed on screen unless you have deselected the Field shadings option or changed the color of field Shadings on the Appearance page of the Options OpenOffice org Tip dialog box This gray background does not show when you print the file to hard copy or PDF To turn field shadings on or off quickly choose View gt Field Shadings or press Control F8 Quick and easy field entry You can quickly insert common fields into your document by choosing Insert gt Fields from the menu bar and selecting the required field from the list as shown in Figure 385 Insert Format Table Tools Window Help Ma
140. 4 Important First save your document in the file format used by OOo Writer odt If you do not any changes you made since the last time you saved will only appear in the Microsoft Word version of the document Then click File gt Save As On the Save As dialog box in the File type or Save as type drop down menu select the type of Word format you need Click Save From this point on all changes you make to the document will occur only in the Microsoft Word document You have changed the name and file type of your document If you want to go back to working with the odt version of your document you must open it again To have Writer save documents by default in the Microsoft Word file format go to Tools gt Options gt Load Save gt General In the section Tip named Default file format under Document type select Text document then under Always save as select your preferred file format Save as x DB Pocument Files Microsoft Office C Auto Save Folder LI Family Folder Ca Graphic Images Folder C Miscellaneous Folder CI Gutlook Folder 7 Templates Folder File name chapter_template_V2 File type OpenDocument Text odt i Cancel OpenDocument Text odt OpenDocument Text Template ott 7 OpenOffice org 1 0 Text Document sxw _ Save with passwo OpenOffice org 1 0 Text Document Template stw licrosoft Word 97 2000 XFP doc Microsoft Word 95 doc Microsoft Word 6 0 doc Rich Text Format
141. A Not in dictionary AutoSpellcheck checks each word as it is typed and displays a wavy red line under any misspelled words Suggestions Spellchecker Autosuggestion Autobiographer Autobiographical Figure 84 Selecting a word from dictionary using the Spelling and Grammar dialog box Language Tool adds a new menu item and submenu to the Tools menu from which you can configure the tool and check or recheck the document Figure 85 shows an example of the Language Tool extension in use Spelling and Grammar English USA LanguageTool Text language Not in dictionary Lets see what happens when their is a mistake Suggestions D Check grammar Figure 85 The Language Tool extension Chapter 3 Working with Text 81 Using built in language tools Writer provides some tools that make your work easier if you mix multiple languages within the same document or if you write documents in various languages e Paragraph and character styles e Using Tools gt Language e Using language settings in Options e Using the status bar The main advantage of changing the language for a text selection is that you can then use the correct dictionaries to check spelling and apply the localized versions of AutoCorrect replacement tables thesaurus and hyphenation rules You can also set the language for a paragraph or a group of characters as None Do not check spelling This option is especially useful when yo
142. Alt Page Up to move to the previous comment Linking to another part of a document If you type in references to other parts of the document those references can easily get out of date if you reorganize the order of topics add or remove material or reword a heading Writer provides two ways to ensure that your references are up to date by inserting links to other parts of the same document or to a different document e Hyperlinks e Cross references The two methods have the same result if you Control click the link when the document is open in Writer you are taken directly to the cross referenced item However they also have major differences e The text in a hyperlink does not automatically update if you change the text of the linked item although you can change it manually but changed text does automatically update in a cross reference e When using a hyperlink you do not have a choice of the content of the link for example text or page number but when using a cross reference you have several choices including bookmarks e To hyperlink to an object such as a graphic and have the hyperlink show useful text such as Figure 6 you need to either give such an object a useful name instead of leaving it as the default name Graphics6 or you need to use the Hyperlink dialog to modify the visible text In contrast cross references to figures with captions automatically show useful text and you have a choice of several var
143. As character E Keep ratio Original Size Position Horizontal by 0 00cm Paragraph area Mirror on even pages E Follow text flow Figure 384 Anchoring a graphic and setting its position on a page Chapter 13 Working with Master Documents 381 Restarting list numbering when using custom styles The problem When custom numbering styles are used for lists the first item in the first list in a file continues numbering from the last list in the previous chapter The solution You need to explicitly set the first list item to restart numbering at 1 However if you right click on the paragraph and choose Restart numbering the setting is not saved when the file is saved This works for other lists in a document but not the first Here is the secret 1 Right click on the first list item in the first list in the document and choose Paragraph not Restart Numbering 2 On the Paragraph dialog go to the Outline amp Numbering tab 3 Under Numbering choose Restart at this paragraph and 1 for Start with Click OK to save Note If you do not explicitly choose 1 for Start with the setting is not retained Unfortunately there seems to be no way to build it into a paragraph style g Paragraph Px Background 7 Indents amp Spacing Alignment Text Flow Outline amp Numbering Tabs Drop Caps Borders Outline Outline level Numbering Numbering 5 OOoNu Loo _ m 12
144. Asian languages Enabled for complex text layout CTL Figure 58 Choosing language options Options Language Settings OpenOffice org Load Save E Language Settings Languages Writing Aids sea rching in Japanese This ts where you make settings concerning Asian Layout with OpenOffice org Complex Text Layout Figure 59 Extra pages available when enhanced language support options are selected Choose spelling options To choose the options for checking spelling choose Language Settings gt Writing Aids In the Options section of the page choose the settings that are useful for you Some considerations e Ifyou do not want spelling checked while you type deselect Check spelling as you type e Ifyou use a custom dictionary that includes words in all uppercase and words with numbers for example AS 400 select Check uppercase words and Check words with numbers e Check special regions includes headers footers frames and tables when checking spelling Here you can also check which of the user defined custom dictionaries are active or you can add or remove dictionaries by clicking the New or Delete buttons Chapter 2 Setting up Writer 59 Writing aids Available language modules Hunspell pellChecker Libhyphen Hyphenator OpenOffice org New Thesaurus User defined dictionaries soffice All IgnoreAllList All Delete Check s Sy Check grammar as you type Check uppercase words Ed
145. Character style None L Apply border and shadow Figure 55 Setting up a new category for automatic captions on graphics 56 OpenOffice org 3 3 Writer Guide 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 OpenOffice org Writer Mail Merge E mail page to set up the user and server information for sending form letters by e mail If you are not sure what information to put in any of the fields consult your e mail program or your Internet service provider User information Your name E Mail address Send replies to different e mail address Reply address Outgoing server SMTP Settings Server name Port 587 Use secure connection SSL Server Authentication Test Settings Figure 56 Specifying settings for use when e mailing mail merged form letters Choosing options for HTML documents You can configure OpenOffice org to treat HTML documents in Writer differently than regular documents 1 Ifthe Options dialog box is not already open click Tools gt Options 2 Click the expansion symbol sign or triangle by OpenOffice org Writer Web on the left hand side of the Options OpenOffice org dialog box A list of pages drops down Here you can customize setti
146. Control minus sign Inserting en and em dashes To enter en and em dashes you can use the Replace dashes option under Tools gt AutoCorrect Options Figure 75 This option replaces two hyphens under certain conditions with the corresponding dash In the following table the A and B represent text consisting of letters A to z or digits 0 to 9 Another means of inserting en or em dashes is through the Insert gt Special Characters menu Select the U 2013 or U 2014 character respectively A third method uses keyboard shortcuts These shortcuts vary depending on your operating system Chapter 3 Working with Text 69 Text that you type Result A B A space minus space B A B A space en dash space B A B A space minus minus space B A B A space en dash space B A B A minus minus B A B A em dash B A B A minus B A B unchanged A B A space minus B A B unchanged A B A space minus minus B A B A space en dash B Tip Windows You can also record macros to insert en and em dashes and assign those macros to unused key combinations for example Ctrl Shift N and Ctrl Shift M For more information see Chapter 17 Customizing Writer 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 On a keyboard with no numeric keypad use a Fn Function key Tip
147. Creating an index of figures Creating an index list of figures or tables is easy if the figure captions were created Insert gt Caption or manually using a number range variable as described in Chapter 14 Working with Fields 1 On the Insert Index Table dialog box in the Type drop down list choose Illustration Index You can change the title of the index to something else we have used Table of Figures as our title Insert Index Table Index Table Entries Styles Columns Background Type and title Title Table of Figures Type Illustration Index ie Protected against manual changes Create index table For Entire document Create From Captions Object names Category Figure 347 Creating other types of indexes oa 2 Be sure Captions is selected in the Create from section and choose the category of caption The default category is Illustration in our example we have used Figure for the figure captions The category Figure is not supplied with OOo however if you have defined it when creating a caption in your document it will appear on this list See Chapter 8 Working with Graphics for more about creating captions 3 Under Display you can choose References to include the category number and caption text Category and Number or Caption Text We have chosen References 4 On the Entries page notice that hyperlinking from the index to the body of the document is not available but y
148. Creating from index marks This selection adds any index entries that you have inserted into the document by using Insert gt Indexes and Tables gt Entry Normally you would not use this selection for a table of contents However if you do wish to use it be sure to select Table of Contents from the drop down list in the Insert Index Entry dialog box see Figure 341 when you are entering the index entries for use in a TOC so that Writer can distinguish between them and any index entries intended for inclusion in an alphabetic index 334 OpenOffice org 3 3 Writer Guide Entries page Use the Entries page to define and format the entries in the TOC Each outline level can be styled independently from the other levels by adding and deleting elements Insert Index Table Xx Index Table Entries Styles Columns Background Level Structure and Formatting Structure nating Character Style W g SJ oh on amp w po fee 0 Format Tab position relative to Paragraph Style indent Figure 335 Entries page of Insert Index Iable dialog box Click on a number in the Level column to select the outline level whose elements you want to format This will display the Structure line which contains the elements included in the entries for that level The available elements are displayed just below the structure line and are grayed out if already included e The E button represents the chapter number which means the head
149. Crop page you can either adjust the following settings or use the settings in the Crop section as described on page 245 e Scale Width and Height specify in percentages the scaling of the picture The size of the image changes accordingly For a scaled resizing both values Should be identical e Image size specify the size of the image in your preferred unit of measurement The image enlarges or shrinks accordingly e Original size button when clicked restores the image to its original size In the Type page of the Picture dialog box select the Relative option to toggle between percentage and actual dimension For a scaled 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 simple workaround 1 Open anew Draw or Impress document File gt New gt Drawing or File gt New gt Presentation 2 Insert the image you want to rotate You can use any of the mechanisms described in Adding images to a document on page 238 although there are some slight variations in the position of the menu entries and icons 3 Select the image then in the Drawing toolbar shown by default at the bottom of the window in Impress and Draw select the Rotate icon amp from the Effects tear off toolbar 4 Rotate the image as desired Use the red handles at the corne
150. Ctrl F3 Opens the AutoText dialog box where you can edit an AutoText entry or create a new entry from the selected text F4 Opens or closes the View Data Sources window Shift F4 Selects the next frame F5 Opens or closes the Navigator Ctrl Shift F5 Opens the Navigator with cursor in page number field F7 Starts the spelling and grammar checker Ctrl F7 Opens the Thesaurus F8 Turns Extension Selection mode on or off Ctrl F8 Turns field shadings on or off Shift F8 Turns Multiple Selection mode on or off Ctrl Shift F8 Turns Block Selection mode on or off F9 Updates fields Ctrl F9 Shows or hides field names Shift F9 Calculates Table Ctrl Shift F9 Opens a dialog box for editing input fields and lists Ctrl F10 Displays or hides nonprinting characters En Opens or closes theStyles and Formatting window Shift F11 Creates a new style from a selection Ctrl Shift F11 Updates a style F12 Turns paragraph numbering on or off Ctrl F12 Inserst or edits a table Shift F12 Turns bullets on or off Ctrl Shift F12 Turns numbering bullets off 452 OpenOffice org 3 3 Writer Guide Shortcut keys for Writer Shortcut Keys Effect Ctri A Selects all content in a document unless the cursor is in a table see Shortcut keys for tables in Writer on page 455 Ctrl D Double underlines selected text or text typed afterwards Press again to turn off Ctrl E Centers the paragraph Ctrl F Opens the Find and Repl
151. Execute macro Insert logo here Placeholder Combine characters Hidden text Hidden Paragraph Figure 403 Inserting a placeholder field Because the lt Logo gt 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 Similarly clicking on a table placeholder field opens the Insert Table dialog box clicking on a frame placeholder field opens the Frame dialog box and clicking on an object placeholder field opens the Insert OLE Object dialog box The text placeholder field is different you simply click on it and type some text in the Placeholder box which replaces the field Using input fields and input lists Input field An input field is a variable that you can click in a document to open a dialog where you can edit the text displayed in the field To insert an input field 1 Choose Insert gt Fields gt Other and choose the Functions page 2 Choose Input field in the Type list Figure 404 3 Optionally type some text in the Reference box This text will appear as a tooltip when the users hover a mouse cursor over the field 4 Click Insert In the small dialog box that opens type some text for the variable for example a brief instruction to the user regarding the purpose of the field this text can be the same or different from th
152. F blank page export 162 digital rights management DRM 165 embed standard fonts 162 encrypt 165 EPS images 161 export documents to 160 image compression and resolution 160 initial view selection 162 pages to export 160 password protect 165 security settings 165 tagged 162 user interface settings 162 PDF import 448 PDF Options dialog 160 personal data removing 170 pictures adding 263 adding from file 238 linking 239 resizing 246 transparency 244 wrapping text around 253 placeholder field 404 preview of fonts 36 print file directly 149 print options 37 52 printer metrics 54 printer warnings 37 printing black and white on color printer 154 booklet 153 brochure 153 choosing what to print 149 envelopes 156 grayscale on color printer 154 labels 158 multiple pages per sheet 150 page orientation 150 previewing 155 selecting what to print 152 154 Professional Template Pack extension 447 Properties dialog 412 Properties dialog box 385 protecting a document 92 Q Quickstarter enabling 34 Windows 17 R read only forms 430 recording changes 92 93 redlines 92 redo 30 regular expressions 65 67 rejecting changes 94 relative font size 209 removing personal data 170 replacement table font 40 reverse order printing 53 revision marks 92 rulers 14 72 rulers changing margins 110 S Save 20 scaling factor 35 scanner 241 screen font antialiasing 36 searching in Japanese 58 section boundaries 42 condition
153. F you do not have an address list you can create one by clicking Create 6 Edit document 7 Personalize document Your recipients are currently selected From 6 Save print or send address test Addresses Figure 178 Selecting an address list 4 Back on the Select address list page click Next On the Create salutation page deselect the checkbox by This document should contain a Salutation Mail Merge Wizard Steps Create a salutation 1 Select starting document This document should contain a salutation z Select document type 3 Select address list Dear Mrs lt Last Name 4 Create salutation Dear Mr lt Last Mame 6 Edit document 7 Personalize document 5 Save print or send Figure 179 Deselecting a salutation 168 OpenOffice org 3 3 Writer Guide 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 The lower part of the page changes to show e mail settings choices 7 Type a subject for your email and click Send documents OOo sends the e mails Mail Merge Wizard Steps Save print or send the document 1 Select starting document Select one of the options below 2 Select document type Save starting document 3 Select address list Save merged document Print merged document Create salut
154. Field name Condition Help Figure 351 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 The Column Layout for Table biblio dialog box is displayed Column Layout for Table biblio Column names Short name Author s Publisher Address Chapter Chapt v Page s Editor Edito xe Edition e Book title Booktit Volume folum Fublication type Organization ganiza Institution University Type of report Month Journal Journ Number Series Annotation aiii Note inte wll URL User defined field 1 customi User defined field 2 Custom User defined field 3 Custom User defined field 4 Custom4 User defined field 5 customs Figure 352 Changing column layout for bibliographic database Changing the data source To change the data source in use for example if you have more than one bibliographic database for different purposes click the Data Source button near the top of the window The Choose Data Source dialog box is displayed Choose Data Source x Entry Addresses amen Figure 353 Choosing a different data source for the bibliographic database Chapter 12 Tables of Contents Indexes and Bibliographies 353 Changing field details You can make changes to the bibliography database for example rename fields or cha
155. Figure 319 for choosing a data source 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 320 OpenOffice org 3 3 Writer Guide 3 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 Select Address List Select an address list Click Add to select recipients from a different list If you do not have an address list you can create one by clicking Create Your recipients are selected from Name AddressBook Bonis Filter Figure 319 Select address list dialog box Select the address list and click OK to return to step 3 of the wizard For this example the preceding steps are all you need to do The wizard can also exclude certain records click Filter to choose them Selecting the address block 1 2 In step 3 of the wizard shown in Figure 304 look at section 2 This is where you select the address block to appear on the letter and define its appearance and the fields it contains The main page gives two examples If neither of those is exactly what you want click More to see more choices in the Select Address Block dialog box shown in Figure
156. If any text or page breaks came into this document from the template delete the text The TOC index and any fields in headers and footers can stay 3 Click File gt Send gt Create Master Document Save the master document in the folder for this project We will return to this master document later For now you can either leave it open or close it Using File gt New gt Master Document is not recommended because the resulting master document file ODM is not associated with a template However you can later apply a template using the Template Manager extension Note Chapter 13 Working with Master Documents 367 Step 4 Create subdocuments A subdocument is no different from any other text document It becomes a subdocument only when it is linked into a master document and opened from within the master document Some settings in the master document will override the settings in a subdocument but only when the document is being viewed manipulated or printed through the master document 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 choosing File gt New gt Templates and Documents then selecting the required template 2 Delete any unwanted text or other material and set the first page to the page style you specified for the first page of a chapter 3 Click File gt Save As Give the document a suitable name a
157. Information page of the Fields dialog box Fields Document Cross references Type Author Chapter Date Templates Functions DocInformation Variables Format File name File name without extension Path Path File name Figure 389 Inserting a File name field using the Document page of the Fields dialog box Some of these items are picked up from the User Data page of the Options dialog box covered in Chapter 2 Setting up Writer so make sure the information on that page is correct Chapter 14 Working with Fields 387 Although these fields are often used to hold information that changes you can make the content unchangeable by selecting the Fixed Tip content option visible in Figure 388 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 To define an AutoText entry for a field 1 Insert a field into your document as described previously 2 Select the field and then choose Edit gt AutoText or press Ctrl F3 3 On the AutoText dialog box choose the group where this new entry will be stored in this example it is going into My AutoText type a name for the entry and change the suggested shortcut if you wish 4 Click t
158. Launches form properties dialog box controlling properties for the form as a whole such as which data source it connects to Form Navigator The Form Navigator is a utility displaying all the forms and controls in the current document It allows you to edit and delete them easily If you use the Form Navigator it s recommended that you 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 EH Add Field Add Field is only useful if you have specified a data source for the form If no data source is specified an empty box opens If you have specified a data source Add Field opens a list of all the fields in the specified table which you can then drag and drop onto the page The fields are placed on the page with the name of the field before them This is a quick and easy way to create a form from a data source Allows you to specify the order in which focus shifts A between controls You can test the order by leaving Activation Order design mode and using Tab to switch between the controls 416 OpenOffice org 3 3 Writer Guide Form Design toolbar gt Open in Design Mode Opens the current form in design mode to edit the form rather than entering data into it M Automatic Control Focus If activated focus is set to the first form control Position and Size Launches th
159. Message 2 13 06 2008 13 00 00 z Facsimile Message 3 Facsimile Message 4 Modified by My Docu Facsimile Message 5 Volker Ahrendt Facsimile Message 6 Za Modified on 13 06 2008 16 00 00 Samples Drintad hw ka Get more templates online Figure 291 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 gt Templates gt Save The Templates dialog box opens see Figure 292 4 In the New template field type a name for the new template 5 In the Categories list select the category to which you want to assign the template The category is simply the template folder in which you want to save the template For example to save the template in the My Templates folder click the My Templates category To learn more about template folders see Organizing templates on page 299 6 Click OK to save the new template 292 OpenOffice org 3 3 Writer Guide Templates Mew template Templates Cancel Categories Templates Help My Templates Presentation Backgrounds Presentations Edit Organizer Figure 292 Saving a new template Any settings that can be added to o
160. Office format To remove any possible macro viruses from the Microsoft Office document deselect Save original Basic code The document will be saved without the Microsoft Basic code Microsoft Word 97 2000 KP Load Basic code Save original Basic code Microsoft Excel 97 2000 KP Load Basic code Executable code Save original Basic code Microsoft PowerPoint 97 2000 P Load Basic code Save original Basic code Figure 42 Choosing Load Save VBA Properties Chapter 2 Setting up Writer 45 Microsoft Office Load Save options On the Load Save Microsoft Office page 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 org OLE objects when a Microsoft document is loaded into OOo mnemonic L for load Select the S check boxes to convert OpenOffice org OLE objects into the corresponding Microsoft OLE objects when a document is saved in a Microsoft format mnemonic S for save OT ss aaa E MathType to OpenOffice org Math or reverse F E WinWord to OpenOffice org Writer or reverse Excel to OpenOffice org Calc or reverse PowerPoint to OpenOffice org Impress or reverse mW L Load and convert the object Convert and save the object Figure 43 Choosing Load Save Microsoft Office
161. Output all Printer Eile Selected records _ Single print jobs OC From 1 To 1 Figure 309 The Mail Merge dialog box Editing merged documents You may prefer to save the letters to a file to allow for proofreading or some later formatting To do this 1 In the Mail Merge dialog box Figure 309 select File in the output section instead of using the default Printer selection 2 This changes the dialog box to display the Save merged document section where Save as single document is pre selected You can choose to save each letter as an individual document instead Save merged document _ Save as individual documents 3 Click OK In the Save as dialog box enter a file name for the saved letters and choose a folder in which to save them The letters will be saved consecutively as separate pages in the single document or numbered consecutively in individual files if saved as single documents You can now open the letters and edit them individually as you would edit any other document Chapter 11 Using Mail Merge 309 Printing mailing labels Before beginning this process note the brand and type of labels you intend to use Preparing for printing To prepare mailing labels for printing 1 Choose File gt New gt Labels 2 On the Options tab ensure that the Synchronise contents option is selected 3 On the Labels tab Figure 310 select the Database and Table Select the Brand of labels to b
162. Page Count field e When page numbering is restarted OOo always makes odd numbered pages to be on the right and even numbered pages to be on the left It does this by inserting a blank page if necessary Sometimes this blank page is not desired particularly when creating PDFs or when printing single sided 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 152 3 After the equal sign type page 1 If you want to exclude several pages substitute the number of excluded pages for 1 in the formula 4 Press Enter to close the formula bar and insert the resulting field into the document Text formula Fix Figure 152 Formula bar If you do not know the total number of pages in advance then one approach is to create a bookmark on the last page and then insert a cross reference to it To create a bookmark on the last page 1 Go to the last page Ctril End 2 Choose Insert gt Bookmark 3 In the Insert Bookmark dialog box type a name for the bookmark for example LastPage Click OK 142 OpenOffice org 3 3 Writer Guide Bookmarks LastPag
163. Place the cursor immediately to the left of an existing index entry in the body of your document and select Edit gt Index Entry Alternatively right click on the word or phrase and from the pop up menu select Index Entry 3 A dialog box similar to Figure 346 appears You can move through the various index entries using the forward and back arrow buttons If there is more than one entry for a single word or phrase then you can scroll through each of the entries 4 Make the necessary modifications or additions to the index entries and when finished click OK Edit Index Entry Selection Entry file name Figure 346 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 user defined index This chapter does not give examples of all the possibilities Chapter 12 Tables of Contents Indexes and Bibliographies 349 To create other indexes 1 Place the cursor where you want the index created 2 Select Insert gt Indexes and tables gt Indexes and tables from the menu bar 3 On the Insert Index Table dialog box in the Type drop down list select the index wanted 4 Modify the various pages which are very similar to those discussed in previous sections 5 Select OK when everything has been set Example
164. Please complete the form to say what your favourite shapes are More Controls 7 xX Name gt i Eao ts 122 0 el ES M SOX amp Wale C Female Form Controls x hy b Fi es ma Favourite shape amp noo aE All shapes you like Check Box I Check Boxi Check Box I Check Box3 Figure 416 Document with form controls 420 OpenOffice org 3 3 Writer Guide Configure form controls No further configuration is required to the Name and Sex fields but you could if you wish give a name to each control and change 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 and so forth Following are instructions to configure these controls 1 2 3 4 5 Be sure design mode is on Double click on the List Box control within the document to open the control s Properties dialog box Select the General tab In the List Entries box scroll down if it is not visible type the names of the Shapes Circle Triangle Square Pentagon separated by and then press Enter You should end up with a line saying Circle Triangle Square Pentagon amp Properties List Box x General Data Events Enabled Yes w Visible 00ccceeeees Yes iw Read only 0 02 6 No m Printable Yes
165. Semicolons Other Equal width for all columns Options _ Heading _ Don t split table Border Figure 280 Dialog box to configure the text to table conversion Example In this example we will convert the following text into a table Row 1 Column 1 Row 1 Column 2 Row 1 Column 3 Row 2 Column 1 Row 2 Column 2 Row 2 Column 3 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 This may be useful when you want to export the table contents into a different program To transform a table into text place the cursor anywhere in the table choose Table gt Convert gt Table to Text in the main menu pick the preferred row separator and click OK to finish Formatting the table layout Formatting a table is generally speaking a two step process formatting of the table layout the subject of this section and formatting of the table text the subject of the next section Formatting the layout normally involves one or more of the following operations
166. Send in the Entries list and use the arrow keys to move it up or down in the sequence Submenus are easily identified in the Entries list by a small black triangle on the right hand side of the name In addition to renaming you can specify a keyboard shortcut that allows you to select a menu command when you press A t an underlined letter in a menu command 1 Select a menu or menu entry 2 Click the Menu button and select Rename 3 Add a tilde in front of the letter that you want to use as an accelerator For example to select the Save All command by pressing Alt V enter Sa ve ALL Adding a command to a menu You can add commands to the supplied menus and to menus you have created On the Customize dialog box select the menu in the Menu list and click the Add button in the Menu Content section of the dialog box On the Add Commands dialog box select a category and then the command and click Add The dialog box remains open so you can select several commands When you have finished adding commands click Close Back on the Customize dialog box you 436 OpenOffice org 3 3 Writer Guide can use the up and down arrow buttons to arrange the commands in your preferred sequence Add Commands To add a command to a menu select the category and then the command You can also drag the command to the Commands list of the Menus tab page in the Customize dialog Category Commands Application About OOo dev Add View
167. Text Flow page of the Paragraph dialog box Figure 110 or the Table Format dialog box Figure 111 select Insert or Break for a table and With Page Style Set the Page Style property to Landscape Click OK to close the dialog box and to apply the new page style 108 OpenOffice org 3 3 Writer Guide Paragraph Background Indents amp Spacing Alignment Text Flow Outline amp Numbering Tabs Drop Caps Borders i SS mE ip R Pa i Es etar aial ri _ Hyphenation rp lt Breaks Insert With Fage Style Options Do not split paragraph _ Keep with next paragraph a Lert Page Right Page x Figure 110 Specifying a page break before a paragraph Table Format Table Text Flow Columns Borders Background f Text Flow Break Page Column Before After 4 Page number g with Page Style Allow table to split across pages ap S24 ie e landscape Allow row to break across pagsFirst Page _ Keep with next paragraph Left Page Right Page Figure 111 Specifying a page break before a table 3 Position the cursor in the paragraph or table where the page is to return to portrait orientation and change the properties of that paragraph or table properties so that With Page Style is the portrait page style that was used before the Landscape page style 4 Click OK to return to the previous portrait page style Ti If you need the headers
168. Tip 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 e Select the text to be rotated and then choose Format gt Character e On the Position page in the Rotation scaling section choose the rotation angle and click OK Figure 287 shows a sample table with rotated headings Another long heading Another heading Another heading Another heading Another heading A rotated heading Sp G Immi Pa a a sa z Figure 287 A table with rotated headings Chapter 9 Working with Tables 279 Text rotation within table cells can also be achieved with the use of Note paragraph styles discussed in greater detail in Chapter 7 Working with Styles Data entry and manipulation in tables Moving between cells Within a table you can use the mouse the cursor keys or the Tab key to move between cells 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 cre
169. To check whether it contains multiple versions click File gt Versions If multiple versions are listed save the current version as a 92 OpenOffice org 3 3 Writer Guide separate document with a different name and use this new document as the review Copy 2 With the review copy open make sure that change recording is turned on The Edit gt Changes gt Record menu item has a check mark next to it when recording is turned on 3 Click Edit gt Changes gt Protect Records On the Enter Password dialog box type a password twice and click OK A slightly faster alternative to steps 2 and 3 above is to choose File gt Tip Document Properties gt Security tab click Protect and enter the password Recording changes See Chapter 2 Setting up Writer for instructions on setting up how your changes will be displayed 1 To begin tracking recording changes click Edit gt Changes gt Record To Show or hide the display of changes click Edit gt Changes gt Show Hold the mouse pointer over a marked change you will see a Help Tip Showing the type of change the author date and time of day for the change If Extended Tips are enabled you will also see any comments recorded for this change Tip 2 To enter a comment on a marked change place the cursor in the area of the change and then click Edit gt Changes gt Comment In addition to being displayed as an extended tip the comment is also displayed in the list
170. Toggle icon at the upper left In the master view the Navigator lists the subdocuments and text sections as shown on the right hand side of Figure 381 The use of the Navigator in a master document is covered in more detail later in this chapter see Step 6 Insert the subdocuments into the master document on page 369 and Cross referencing between subdocuments on page 374 378 OpenOffice org 3 3 Writer Guide g Navigator a P Po t Pea Text 0101G 3 IntroducingOOo odt 0102G5 3 SettingUpOOo odt 0103G 3 StylesAndTemplates odt 0104GS 3 GettingStartedWithWriter 0105G 3 GettingStartedWithCalc o 0106GS 3 GettingStartedWithIimpre 0107G 3 GettingStartedWithDraw 0108GS 3 GettingStartedWithBase 0109GS 3 GettingStartedWithMath 0110GS 3 PrintingExportingEmailinc 0111GS 3 GraphicsGalleryFontwork 0112G 3 CreatingWebPages oat 0113G 3 GettingStartedWithMacro 0114G 3 CustomizingOOo odt 0115GS3 KeyboardShortcuts odt 0116G653 000Background oat Text T ib OLE objects s Bookmarks Sections e Hyperlinks References Indexes Table of Contentsl gt Comments gy Draw objects da wa Figure 381 The Navigator for a text document left and for a master document right 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
171. Up to insert a new row above the cell where the cursor is The above keyboard technique can also be used to delete rows or columns by substituting the Alt Insert keystroke combination in Step 2 with Alt Delete Merging and splitting cells To merge a group of cells into one cell 1 Select the cells to merge 2 Right click and choose Cell gt Merge on the pop up menu or choose Table gt Merge Cells from the menu bar To split a cell into multiple cells 1 Position the cursor inside the cell 2 Right click and choose Cell gt Split on the pop up menu or choose Table gt Split Cells from the menu bar 3 Select how to split the cell A cell can be split either horizontally create more rows or vertically create more columns and you can specify the total number of cells to create It is generally a good rule to merge and split cells after completing other layout formatting This is because some operations such as deleting a column or a row may produce a result difficult to predict when applied to a table with merged or split cells Specifying table borders On the Table Format dialog box select the Borders tab Here you can set borders for a whole table or groups of cells within a table In addition a shadow can be set for the whole table Chapter 9 Working with Tables 273 Borders have three components where they go what they look like and how much space is left around them Line arrangement specifies where the borde
172. When the Save As dialog box appears enter the file name verify the file type if applicable and click Save To save an open document with the current file name choose File gt Save This will overwrite the last saved state of the file 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 To set up automatic file saving 1 Select Tools gt Options gt Load Save gt General 2 Click on Save AutoRecovery information every and set the time interval The default value is 15 minutes Enter the value you want by typing it or by pressing the up or down arrow keys Saving as a Microsoft Word document If you need to exchange files with users of Microsoft Word they may not know how to open and save odt files Microsoft Word 2007 with Service Pack 2 SP2 can do this Users of Word 2007 2003 XP and 2000 can also download and install a free OpenDocument Format ODF plugin from Sun Microsystems available from 20 OpenOffice org 3 3 Writer Guide Softpedia http www softpedia com get Office tools Other Office Tools Sun ODF Plugin for Microsoft Office shtml Some users of Microsoft Word may be unwilling or unable to receive odt files Perhaps their employer won t allow them to install the plug in In this case you can Save a document as a Microsoft Word file 1 2 3
173. Writer Guide Default languages for documents Western er English USA E For the current document only Enhanced language support Figure 86 Options available in the Languages settings Unlike the menu tool that applies to the individual document a Caution change in the default language from the Options dialog box is a general change of settings of OOo and will therefore apply to all the A documents created in the future If you want to change the language for the current document only be sure to select the For the current document only option The spelling checker works only for those languages in the list which have the symbol AB kA next to them If you do not see this symbol next to your preferred language you can install the dictionary using Tools gt Languages gt More dictionaries online Using the status bar The language used for checking spelling is also shown in the status bar next to the page style in use You can change the language for the paragraph or the entire document click on the language in the status bar to pop up a menu of choices English Australia e English USA None Do not check spelling Reset to Default Language More English Australia English USA None Do not check spelling Reset to Default Language More guage for Paragraph Figure 87 Language choices on the status bar Notice the Reset to Default Language option on the menu and subme
174. You can use several methods to keep track of changes made to a document e Make your changes to a copy of the document stored in a different folder under a different name or both then use Writer to combine the two files and show the changes you made Click Edit gt Compare Document This technique is particularly useful if you are the only person working on the document as it avoids the increase in file size and complexity caused by the other methods e Save versions that are stored as part of the original file However this method can cause problems with documents of nontrivial size or complexity especially if you save a lot of versions Avoid this method if you can e Use Writer s change marks often called redlines or revision marks to Show where you have added or deleted material or changed formatting Later you or another person can review and accept or reject each change Not all changes are recorded For example changing a tab stop from Tip 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 After you have protected the document any user must enter the correct password in order to turn off the function or accept or reject changes 1 Open the document
175. a document that type also appears in the list Document Cross references Functions DocInformation Variables Database Type Selection Set Reference Insert Reference Headings Numbered Paragraphs Figure Bookmarks Introduction to fields A Quick and easy field entry E Using document properties to hold information that changes Using other fields to hold information that changes Using AutoText to insert often used fields Defining your own numbering s Reference Above Below As Page Style Number Number no context Number full context Figure 393 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 cross reference to appear 2 Ifthe Fields dialog box is not open choose Insert gt Cross Reference On the Cross references page Figure 393 in the Type list click the type of item you are referencing for example Heading or Figure 3 You can leave this page open while you insert many cross references Chapter 14 Working with Fields 391 4 Click on the required item in the Selection list which shows both automatically created entries for example Headings as well as user defined references for example bookmarks 5 In the Insert reference to list choose the type of ref
176. a later time thus permitting you to create and apply different configurations as the need arises To save keyboard shortcuts to a file 1 After making your keyboard shortcut assignments click the Save button on the right hand side of the Customize dialog box Figure 440 2 In the Save Keyboard Configuration dialog box select All files from the Save as Type list 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 box appears if you are about to overwrite an existing file otherwise there will be no feedback and the file will be saved Loading a saved keyboard configuration To load a saved keyboard configuration file and replace your existing configuration click the Load button near the bottom right of the Customize dialog box and then select the configuration file from the Load Keyboard Configuration dialog box Chapter 16 Customizing Writer 445 Resetting the shortcut keys To reset all of the keyboard shortcuts to their default values click the Reset button near the bottom right of the Customize dialog box Use this feature with care as no confirmation dialog box will be displayed the defaults will be set without any further notice or user input Assigning macros to events In OOo when something happens we say that an event occurred For example a documen
177. a source linked to the document are always loaded with a document whether or not this option is selected If you select this option these document settings are overruled by the user specific settings of the person who opens it If you deselect this option the user s personal settings do not overrule the settings in the document For example your choice in the options for OOo Writer of how to update links is affected by the Load user specific settings option Chapter 2 Setting up Writer 43 Load Load user specific settings with the document W Load printer settings with the document Save Edit document properties before saving Always create backup copy Ei v Save AutoRecovery information every 15 Minutes Save URLs relative to file system iv Save URLs relative to internet Default file format and ODF settings ODF format version 1 2 Extended recommended Size optimization for ODF format Warn when not saving in ODF or default format Document type Always save as Text document ODF Text Document Figure 41 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 is used instead Edit document properties before saving If this option is selected the Document Properties dialog pops up to p
178. able is not in use in the document the x icon next to the Value box is active You can delete the variable by clicking this icon To remove a variable that is used in the current document first delete from the document all fields using that variable or convert them all to text as described on page 397 and then remove the variable from the list Tip Using automatic cross references If you type in cross references to other parts of the document those references can easily get out of date if you reword a heading add or remove figures or reorganize topics Replace any typed cross references with automatic ones and when you 390 OpenOffice org 3 3 Writer Guide update fields all the references will update automatically to show the current wording or page numbers Some people use Writer s Hyperlink feature for cross references but it has the major disadvantage that the visible text of the hyperlink does not change if you change the text of the item to which it links For that Tip reason you are advised to use cross references in most situations The exception is when you are creating a document to be saved as HTML cross references do not become hyperlinks in an HTML document The Cross references page of the Fields dialog box Figure 393 lists some items such as headings numbered paragraphs and bookmarks If figure captions table captions user defined number range variables and some other items have been defined in
179. ace dialog box Ctrl J Justifies the paragraph Ctrl L Aligns the paragraph to the left Ctrl R Align the paragraph to the right Ctrl M Applies default formatting to the selection Ctrl Shift B Subscripts selected text or text typed afterwards Press again to turn off Ctrl Shift P Superscripts selected text or text typed afterwards Press again to turn off Ctrl Y Redoes last action Ctrl 5 Applies 1 5 line spacing to paragraph Ctrl Plus Key Calculates the selected text and copies the result to the clipboard Ctrl Hyphen Inserts a conditional hyphen Ctrl Shift minus sign Ctrl Shift X Ctrl slash Ctrl multiplication sign only on number pad Ctrl Shift S pace Shift Enter Ctrl Enter Ctrl Shift Enter Alt Enter Inserts a non breaking hyphen not used for hyphenation Removes direct character formats from selected text Inserts a no width optional line break Runs macro field Inserts a non breaking space not used for hyphenation and not expanded if text is justified Inserts a line break without paragraph change Inserts a page break Inserts a column break in multi column texts Inserts a new paragraph without numbering OpenOffice org 3 3 Writer Guide 453 Shortcut Keys Effect Alt Enter Inserts a new paragraph directly before or after a section or a table Arrow Left Moves cursor to left Shift Arrow Left Moves cursor with selection to the left Ctrl Arrow L
180. acing Alignment Text Flow Font Font Effects Position Hyphenation 2 Characters at line end 2 Characters at line beginning all ful 0 Maximum number of consecutive hyphens Figure 91 Turning on automatic hyphenation 3 Under Hyphenation select or deselect the Automatically option 4 Click OK to save Turning on hyphenation for the Default paragraph style affects all other paragraph styles that are based on Default You can individually change other styles so that hyphenation is not active for example you might not want headings to be hyphenated Any styles that are not based on Default are not affected For more on paragraph styles see Chapter 6 Introduction to Styles and Chapter 7 Working with Styles Note You can also set hyphenation choices through Tools gt Options gt Language Settings gt Writing Aids In Options near the bottom of the dialog box scroll down to find the hyphenation settings Optons Minimum number of characters for hyphenation 5 Characters before line break 2 Characters after line break 2 Hyphenate without inquiry Hyphenate special regions Figure 92 Setting hyphenation options 86 OpenOffice org 3 3 Writer Guide To change the minimal number of characters for hyphenation the minimum number of characters before a line break or the minimum number of characters after a line break select the item and then click the Edit button in the Options section Hy
181. ackground can be applied to the whole table to a single cell or to a row The background selected for a cell will be in front of the row background which in turn will hide the table background The row background option is quite handy when you want to create alternate color rows or assign a different background to the heading of the table The tables in this guide adopt this technique To set the background for a cell row or table 1 Place the cursor anywhere inside the cell row or table you want to work with If you want to apply a background to a group of cells select the group 2 Right click and choose Table from the pop up menu or choose Table gt Table Properties from the main menu 3 In the Table Format dialog box select the Background tab Table Format Table Text Flow Columns Borders Background File Durk Unlinked graphic Preview Figure 284 Table Format dialog inserting a graphic background Chapter 9 Working with Tables 47 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 po
182. acter on screen and the document is in edit mode the character is appended to the text Moves the selected object Resizes an object by moving the lower right corner Resizes an object by moving the top left corner Selects the anchor of an object in Edit Points mode OpenOffice org 3 3 Writer Guide 457 Index A accepting or rejecting changes 97 accessibility features 450 address book 303 address data source 303 align cells in table 289 Aligning graphics 253 alphabetic index adding index entries 341 creating 341 anchoring frames 117 antialiasing screen font 36 appearance options 42 arranging graphics 252 Asian languages 58 Assign action dialog form 430 AutoCaption 56 259 AutoCorrect 60 74 87 Autofit 271 autoformat table 289 automatic caption 56 284 automatic saving 20 AutoText 89 AutoText dialog box 388 AutoText for entering fields 388 B Base main window 424 bibliographic database adding entries 355 columns 353 creating 352 fields 354 filter 352 bibliography creating 351 creating database 352 editing 361 formating 357 master document 371 paragraph style 359 references 356 book preview 155 booklet printing 153 bookmarks 97 393 bookmarks 391 brochure printing 153 bulleted list 75 Bullets and Numbering toolbar 75 C Caption dialog box 260 captions 259 change case 101 change tracking options 54 character formatting 73 character styles undoing 179 citations 356 clipboa
183. adding a border to every frame However when a colored background distinctly marks the division between the frame s contents and the rest of the page borders are unnecessary 220 OpenOffice org 3 3 Writer Guide e Columns page this page can be ignored unless the frame is being used for text The page is the same as is used to set up a page style and its parameters are described in the section Columns page on page 224 e Macro page sets a macro to use with the frame in order to trigger an action when the user interacts with the frame These options are useful only in an on line Writer or HTML document Working with page styles Page styles control 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 For his letters the first page has his letterhead and subsequent pages only identify the recipient the date and the page number Christian does this using page styles He also uses page styles to comply with the spacing requirements such as margins for legal briefs in California State courts This section describes how to create a new page style explains the meaning of some of the options in the Page style dialog box and illustrates their usage Creating a new page style Unlike other styles page styles can be cr
184. ading ry Figure 183 Updating a style from a selection The procedure to update another type of style character page or frame styles is the Same Just select the item in question select the style you want to update and choose Update Style 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 Chapter 6 Introduction to Styles 175 2 In the Styles and Formatting window click on the New Style from Selection icon and then on Load Styles see Figure 183 3 In the Load Styles dialog box Figure 184 find and select the template to copy styles from Click on the From File button if the styles you want are contained in a text document rather than a template In this case a standard file selection dialog box opens up allowing you to select the desired document 4 Select the check boxes for the types of styles to be copied If you select Overwrite the styles being copied will replace any styles of the same names in the target document 5 Click OK to copy the styles Load Styles Templates OK My lates Test HE Systems phb Help Presentation Presentation Backgrounds Presentations US Sizes Text d Frame Pages d Numbering Overwrite From File
185. ae HS at j pal Pa ja Li m fs H in nm Figure 285 Example of table with different row and table backgrounds 276 OpenOffice org 3 3 Writer Guide Displaying or hiding table boundaries A table boundary is a set of pale usually gray lines around the cells when viewed on screen in OOo These boundaries are not printed their only function is to help you see where the table cells are To display the table the same way on the screen as on the printed page with no boundary lines right click on the table and choose Table Boundaries from the pop up menu Repeat this to have the boundaries appear again Note Turning boundaries off does not hide the borders that the table may have You can also turn table boundaries on and off through Tools gt Options gt OpenOffice org gt Appearance On that page you can display or hide boundaries around text pages headers and footers figures and other parts of a document Tip Formatting the table text Once the table layout is satisfactory you can move on to formatting the text in the individual cells You can apply manual formatting as with any other paragraph in the text but it is highly recommended for the sake of consistency and ease of maintenance that you define your own paragraph and character styles Besides the paragraph and character styles there are other aspects to consider when placing text in a table cell such as text flow alignment and orientation
186. age layout using 119 page or column break 277 properties 266 resizing rows and columns 271 rows 272 sort cells 289 Spacing at tops of pages 55 spreadsheet functions 280 sum cells 289 text flow 277 Table Design window 424 Table Format dialog box 121 Table Format dialog box Text Flow tab 108 Table menu and toolbar 287 table of contents adding elements 336 background 338 changing number of levels included 333 Character styles 336 columns 338 348 creating 331 creating from additional styles 334 creating from an outline 334 creating from index marks 334 customizing 332 deleting 341 editing 340 formating entries 335 graphic in background 146 hyperlinking entries 336 including chapter numbers 335 Index Link character style 337 Internet Link character style 337 paragraph style 337 protecting against manual changes 333 scope 334 Tab position relative to Paragraph Style indent 337 updating 341 table options 53 tear off toolbars 12 template create document from 19 291 creating from document 292 creating using wizard 293 deleting 300 description 291 editing 294 exporting 300 Extension Manager 296 folders 299 importing 300 moving 299 organizing 299 setting a default 297 update document styles from 295 Template Changer extension 447 text boundaries 42 Index 463 text flow in tables 277 text size in user interface 35 text wrapping 253 theme Gallery 263 thesaurus 84 t
187. al 402 creating 122 deleting 128 editing the format 128 hidden 402 hiding 124 linking 123 links updating 129 naming 123 462 OpenOffice org 3 3 Writer Guide password protecting 124 saving 127 uses of 122 write protecting 124 security 22 security options 41 Select Address Block dialog box 321 Select Address List dialog 321 Select Address List dialog box 320 selecting text 63 selection clipboard 37 send document as e mail 166 Shared extension 446 Shortcut keys 450 sideheads 119 size optimization 45 snaking columns 104 Snap to grid 51 sorting data ina table 289 Spacing at tops of pages 55 Spacing between paragraphs and tables 55 special characters 68 spelling 80 spelling options 59 split cells in table 288 spreadsheet functions in table 280 Style dialog box 184 styles assigning to shortcut keys 442 creating by drag and drop 176 creating from selection 174 loading from template or document 175 next style 188 relative font size 209 tab stops 212 updating from selection 175 Styles and Formatting window 173 subdocuments 364 367 368 sum cells in table 289 superordinate object settings 278 system font for user interface 36 T tab stops 49 72 212 table allow to break across pages 277 autoformat 289 automatic caption 284 background colors and graphics 275 borders 273 boundaries 42 277 caption 282 heading 267 linking graphic file 276 merging and splitting 273 nested table 268 number recognition 279 p
188. all the changes for that style 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 New Style from Selection Update Style and Load Styles functions The last button in the toolbar of the Styles and Formatting window is a multipurpose button that gives access to three different functions New Style from Selection Update Style and Load Styles Using New Style from Selection Use the first function of the multipurpose button to create a new style from the formatting of an object in the current document For instance you can change the formatting of a paragraph or frame until it appears as you like and then you can turn that object s formatting into a new style This procedure can save time because you do not have remember all the formatting settings you want as is necessary when creating a new style with the Style dialog box Besides unlike when setting the formatting parameters in dialog box pages as you will learn to do later you can immediately see how the objects will look like when formatted with the style you are creating Follow these steps to create a new style from a selection 1 Change the formatting of the object paragraph frame etc to your liking 2 From the icons at the top of the window choose
189. all the files in the Source file list and click Break Link This step embeds includes the contents of all the subdocuments into one single file but with each subdocument remaining in a separate section and removes the write protection on the sections oad Edit Links x Source file Element Type Status Close 0201W6G IntroducingWriter Document 0202WG SettingUpWriter Document Help 0203WG WorkingWithText Document O0204WG FormattingPages Document Update O0205WG PrintingWithWrite Document O206WG IntroductionToSt Document 0207WG WorkingWithStyle Document 0208WG WorkingWithGrap Document Modify O0209WG WorkingWithT able Document 0210WG WorkingWithTem Document Break Link j j ael me Ble aal la Viana l J Source file file osshare OpenOffice OOoAuthors Writer 20Guide 20V2 Final 20pubs 021 Element Type Document Update O Automatic Manual Figure 383 Breaking links to include files in one document 6 After breaking the links you may also wish to remove some or all of the sections To do this go to Format gt 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 The Help does not mention steps 4 and 5 above giving only the step for removing the sections If you have no hidden sections that technique Tip works fine and is faster however if you want to break the links but r
190. als of user 32 Navigator in master document 378 in normal document 24 nested tables 268 New Address Block dialog box 322 newsletter layout 104 Next Style 106 non breaking hyphen 69 non breaking spaces 69 Number Format dialog box 121 number range variable 389 number recognition 53 121 279 numbered lists 75 numbering pages 135 numbering pages by chapter 137 numbering sequence defining 388 O ODF plugin Sun 20 Office Assistant 33 Open Save dialogs 34 organizing templates 299 orientation of page 107 overwrite mode 100 OXT extension 296 P page break manual 105 page count in header or footer 395 page count problem 142 page layout choosing best method 103 different first page 105 headers and footers 130 landscape page 107 landscape page in portrait document 108 margins changing 109 newsletter 104 orientation 107 Index 461 portrait headers on landscape pages 132 printer settings 44 snaking columns 104 using columns 110 using frames 114 using sections 122 using styles 105 using tables 119 page number automatic 135 numbering by chapter 137 odd and even 141 restarting 140 restarting problems 142 page numbers 384 page styles 105 paragraph formatting 70 Spacing at tops of pages 55 paragraph ends 50 paragraph markers 114 paragraph styles conditional 215 finding and replacing 67 next style 188 outline levels 193 password protection 22 password protect PDF 165 pasting text 64 path options 38 PD
191. alue 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 Chapter 14 Working with Fields 399 Document Cross references Functions DocInformation Variables Database Show variable DDE field Insert Formula Input field Number range Set page variable Additional formats Show page variable User Field Name ProLite Figure 398 Defining a variable to use with conditional content 5 A small gray mark should be visible where you inserted the field Hover the mouse pointer over this mark and you will see the field formula ProLite Lite We will come back to this field later Because the gray mark is so small you may have trouble finding it again especially if you have other fields in the document You may prefer to leave the variable field visible while you work and change it to invisible just before you create final copy Tip At any time you can place the insertion point just before the field and choose Edit gt Fields or right click the field and then click Fields on the pop up menu On the Edit Fields dialog box Figure 394 select or deselect the Invisible option 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
192. ames for option fields b On the next page select the option No one particular field is not going to be selected Click Next gt gt Figure 413 Selecting a default field c Give a value to your fields Typically you would give one field the value 1 and the other field the value 2 If there are more than 2 option fields you would give them values of 3 4 and so on Click Next gt gt given a specific value Which value do you want to assign to each option 1 Figure 414 Assigning field values d You can either delete the caption or give a caption to your Group Box Then click Finish Chapter 15 Using Forms in Writer 419 Group Element Wizard Create Option Group Which caption is to be given to your option group Group Box These were all details needed to create the option group lt lt Back Next gt gt Figure 415 Create Caption Option 6 Now create the list box On the Form Controls toolbar click the Wizards On Off button in to turn wizards off Click the List Box button Elz and draw a list box by Favourite Shape in the document This will just be an empty pane for now 7 Finally create four check boxes by All shapes you like Click on the Check Box button and then draw out four check boxes side by side across the page You should now have a document looking something like Figure 416 Favourite shape questionnaire Thank you for agreeing to take part in this questionnaire
193. 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 Moving resizing and changing frame attributes When an object is added to Writer it is automatically enclosed in a frame of a predetermined type The frame sets how the object is placed on the page as well as how it interacts with other elements in the document You can edit the frame by modifying the frame style it uses or by using a manual override when a frame is added to the document Frame styles are discussed in Chapter 7 Working with Styles To change the size or location of a frame first select the frame then use either the mouse or the Frame dialog box Figure 117 Using the mouse is faster but less accurate You might want touse the mouse for gross layout and the dialog box for fine tuning Chapter 4 Formatting Pages 115 Frame Type Options Wrap Hyperlink Borders Background Columns Macro Size Anchor Width L51 O To page Relative To paragraph Automatic To character Height at least a lt a As character _ Relative AutoSize _ Keep ratio Position Horizontal From left ia x 0 t Paragraph area _ Mirror on even pages Vertical _ Follow text flow Figur
194. andscape to allow for having more than one sequential landscape page Chapter 4 Formatting Pages 107 Page Style Landscape Organizer Page Background Header Footer Borders Columns Footnote Name Landscape Next Style Category Custom Styles O Figure 108 Name the new style and set the next page style to Landscape 4 On the Page page of the Page Style dialog box set the Orientation to Landscape The width and height attributes of the page will automatically change Organizer Page Background Header Footer Borders Columns Footnote Paper format Format A4 hd Width 1 69 Height 8 27 E3 Orientation Portrait Landscape Paper tray From printer settings Margins Layout settings Left 0 757 ed Page layout Right and left Right 0 75 Ea Format Top 100 Register true a Bottom 0 751 a rT Figure 109 Set orientation and margins for a landscape page 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 Click OK to save the changes 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 Right click and choose Paragraph or Table respectively in the pop up menu 2 On the
195. anges to Poem You may have noticed this behavior already After you enter a heading Note using a Heading paragraph style and press Enter the next style switches to Text body Creating the Poem paragraph style Our next example uses the Poem style We will use the Default style as a starting point 1 Click the Styles and Formatting icon or press F11 2 Click the Paragraph Styles icon first from the left 3 Right click Default and choose New 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 When you press Enter the text will remain in the Poem style Linked with If the Poem style is linked with another say Default then any change in Default will affect Poem just as you saw with Heading in the previous section For our example this is not the behavior we want Set this entry to None This means that Poem is not linked with any other style After making these changes your dialog box should look like Figure 200 Organizer Indents amp Spacing Alignment Text Flow Asian Typo
196. any words init soitwraps aroundto the nextline M 1 1 1 This is a Heading 3 Figure 215 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 The Position page for documents created in OOo3 is slightly different from the Position page for documents created in earlier versions of OOo that are opened in OOo3 This difference is provided for backwards compatibility Note Positioning in new OO03 x documents Figure 216 shows the Position page as it appears for documents created in OO03 x Numbering Position Level Position and spacing Numbering followed by Numbering alignment 2 J 4 2 G i a Aligned at 0 00 Indent at 0 30 D Figure 216 Setting up the position of level 1 headings 1 In the Level list on the left choose 2 Change the values for Numbering followed by at and Aligned at as shown in Figure 217 You may want to use a different value This indents the entire heading but does not affect the way long headings wrap around see Figure 218 Chap
197. aphic or obtain special effects Graphics mode You can change color images to grayscale by selecting the image and then selecting Grayscale from the Graphics mode list Flip vertically or horizontally eh sor To flip an image vertically or horizontally select the image and then click the relevant icon Filters Table 5 provides a short description of the available filters however the best way to understand them is to see them in action Feel free to experiment with the different filters and filters settings remembering that you can undo all the changes by pressing Ctrl Z or Alt Backspace or by selecting Edit gt Undo From File Filter Graphics mode Color 1 1 2 3 gt 3 4 5 Transparency 6 7 8 9 i 6 7 8 4 5 l o E m Flip Horizontally IST a Tg tee x Flip Vertically p Graphics Properties 10 20 7t O G Invert 10 Smooth n 21 Aon amp 11 Solarization 12 _ T 12 Aging i 4a Ge ae 22 To S 13 Charcoal Sketch 14 Relief 23 30 EE 15 Mosaic gt 16 Posterize 24 TDow amp 17 Pop Art _ 18 Sharpen a Yo 1 00 is 19 Remove Noise 20 Red Note Graphics mode 3 can be Default Grayscale 21 Green Black White or Watermark 22 Blue 23 Brightness Figure 262 Picture toolbar plus tear off Graphic Filter 24 Contrast toolbar and floating Color toolbar 25 Gamma Chapter 8 Working with Graphics 243 Color Use this toolbar to modify the individual RGB color components
198. ar in the spot where you inserted it because within the master document the subdocument can find the target of that field reference Counting all the words ina changed document on page ba T Figure 380 Field contents visible This technique also works if you open a subdocument directly in step 2 that is not from within the master document and insert a cross reference field 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 One form is used in ordinary text documents and the other in master documents In an ordinary text document the Navigator displays lists of the graphics tables index entries hyperlinks references and other items in the document as shown on the left hand side of Figure 381 Click the indicator sign or triangle by any list to display the contents of the list You can double click an entry in the Navigator and jump immediately to that place in the document In a master document you can toggle between the regular and master views by clicking on the
199. aragraph before the table to the start of the paragraph after the table 2 Press the Delete or the Backspace key The second method also merges the paragraph after the table with the Note paragraph before the table which may not be what you want Copying a table To copy a table from one part of the document and paste it into another part 1 Click anywhere in the table 2 From the main menu choose Table gt Select gt Table 3 Press Control C or click the Copy icon on the Standard toolbar 286 OpenOffice org 3 3 Writer Guide 4 Move the cursor to the target position and click on it to fix the insertion point 5 Press Control V or click the Paste icon in the Standard toolbar Moving a table To move a table from one part of a document to another part 1 Click anywhere in the table 2 From the main menu choose Table gt Select gt Table 3 Press Control X or click the Cut icon in the Standard toolbar This step removes the contents of the cells but leaves the empty cells which must be removed in step 6 4 Move the cursor to the target position and click on it to fix the insertion point 5 Press Control V or click the Paste icon in the Standard toolbar This pastes the cells and their contents and formatting 6 Return to the original table click somewhere in it and then choose Table gt Delete gt Table from the main menu Inserting a paragraph before or after a table To insert a paragraph before a
200. 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 The main body of the text is offset to leave white space usually on the left hand side in which the sideheads or notes are placed The first paragraph is aligned beside the sidehead as in Figure 122 Example of In some cases you may want to put only one or two paragraphs in the a sidehead table itself and the rest of the text and graphics in ordinary paragraphs formatted to line up with the paragraphs in the table so that text and graphics will flow more easily from one page to another when you add or delete material In other cases you might put each paragraph in a separate row of the table and allow the table to break between pages Figure 122 Example of a sidehead Sideheads can also be created by placing text in a frame using the Note Marginalia frame style as described in the Chapter 7 Working with Styles Chapter 4 Formatting Pages 119 To create a table for use with a sidehead 1 Place the cursor where you want the table to appear and choose Insert gt Table Ctrl F12 2 In the Insert Table dialog
201. ase TE Formula T From Template 9 Open Document y Load OOo dey During System Start Up Exit eae ee ee Figure 13 Quickstarter pop up menu on Windows XP e From the Start Center When OOo is open but no document is open for example if you close all the open documents but leave the program running the Start Center is shown Click one of the icons to open a new document of that type or click the Templates icon to start a new document using a template If a document is already open in OOo the new document opens in a new window OpenOffice org 3 na v Drawing E Spreadsheet lt Database g Presentation ORACLE Figure 14 OpenOffice org Start Center When OOo is open you can also start a new document in one of the following ways e Press the Control N keys e Use File gt New gt Text Document e Click the New button on the main toolbar 18 OpenOffice org 3 3 Writer Guide Starting a new document from a template You can use templates to create new documents in Writer A template is a set of predefined styles and formatting Templates serve as the foundation of a set of documents to make sure they all have a similar layout For example all the documents of the Writer Guide are based on the same template As a result all the documents look alike they have the same headers and footers use the sam
202. atabase Here we give a short guide to creating a very simple database with OOo Base 1 Select File gt New gt Database to start the Database Wizard Figure 420 Database Wizard Steps Welcome to the OpenOffice org Database Wizard 1 Select database Use the Database Wizard to create a new database open an existing database file or connect to a database stored on a server 2 Save and proceed What do vou want to do Open an existing database File Connect to an existing database DBC Figure 420 Database Wizard 2 Select Create a new database and click Next 3 On the next page select Yes register the database for me and Open the database for editing Registering the database just means that it can be Chapter 15 Using Forms in Writer 423 accessed from other OOo components such 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 421 which contains three panels The left hand panel is Database with icons for Tables Queries Forms and Reports File Edit View Insert Tools Window Help B7 g Description Use Wizard to Create Table Create a table by specifying the Field names and properties as well as
203. ate a book in which the page numbering restarts at 1 for the first chapter you need to do some additional work See Restarting page numbering on page 371 Step 2 Create a template You can create your template from an existing document or template that contains some or all of the page paragraph character and other styles you want for this document or you can create the template from a blank document For more about templates see Chapter 10 Working with Templates Be sure to use File gt Templates gt Save when creating the template A master document ODM created from a template is associated with Note that template but the name of the template is not shown in the Document Properties dialog File gt Properties as it is for ODT files Step 3 Create the master document It does not matter in what order you create the master and subdocuments and you do not have to create all the subdocuments at the same time when you are starting the project You can add new subdocuments at any time as you need them Follow this process to create the master document 1 Open anew document from the template you created in Step 2 by choosing File gt New gt Templates and Documents then selecting the template you created Be sure the first page of this new document is set to the page style you want for the first page of the final document if it is not change it In our example the style for the first page is Title page 2
204. ate column dividers while hyphens and tabs are used to indicate the width of a column For example this character sequence creates a table like this This function can be disabled or enabled in Tools gt AutoCorrect On the Note Options tab deselect or select Create table Caution 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 A be different when the document is displayed on a different computer or even when copying the same data in a new document Create a table from formatted text It is possible to create a table starting from plain text by means of the Table gt Convert gt Text to Table menu In order for this command to work effectively the starting text needs to have clear demarcation between what will become the columns of the table Paragraph marks indicate the end of a row To convert text to a table start by selecting the text you want to convert and choose Table gt Convert gt Text to Table to open the dialog shown in Figure 280 In the top part of the dialog select the symbol that separates the columns This would normally be a tab but it could be a semicolon or comma if you are importing a CSV file The other options in this dialog are the same as those in the dialog used to insert a table shown in Figure 278 268 OpenOffice org 3 3 Writer Guide Convert Text to Table separate text at
205. ate the desired column layout for the page style The page is subdivided into three sections Settings Width and Spacing and Separator Line The Settings section contains thumbnails of predefined columns settings you can select as well as a text box 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 Footnote page Use this page to adjust the appearance of the footnotes Keeping the default setting Not larger than page area the footnotes area is calculated automatically on the basis of the number of footnotes If you prefer to control manually the maximum Space that footnotes can take select the Maximum footnote height option and enter the value in the preferred unit of measurement Use the second section of the page to customize the separator between the footnotes and the main area 224 OpenOffice org 3 3 Writer Guide Example A book chapter sequence of pages Book chapters typically start on a right hand page with the first page of the chapter having a different layout from the rest of the pages The other pages in the chapter are mirrored
206. ates a new row Pressing Shift Tab moves the cursor back a cell To enter a Tab character as part of the text of the cell press the Control and Tab keys at the same time Tip Sorting data in a table Just as in a spreadsheet Writer allows data in a table to be sorted Up to three levels of sorting can be specified for example sort first by age numerically then alphabetically by name within each age To sort data in a table 1 Select the table or part of the table to be sorted 2 From the menu bar choose Table gt Sort 3 In the Sort dialog box e Decide whether you want to sort in the direction of rows or columns The default sorting direction is by rows which results in sorting the data ina column e Select up to three keys to sort on in the correct order e For each key select which column or row to sort on whether the sort is Numeric or Alphanumeric and whether it is Ascending or Descending e Click OK to perform the sort You have to select all cells that might be affected by the sorting For example if you select only the cells of one column the sort affects that Note column only while the others remain unchanged In such a case you risk mixing the data of the rows Using spreadsheet functions in a table In a table in a Writer document you can use some of the mathematical functions that are normally implemented by OpenOffice org Calc For many simple functions Writer tables can be used as basic spread
207. ation E Mail settings Edit document To E mail Address sy Copy to Personalize document Subject Save print or send Send as HTML Message l best ermail message odt Send all documents C From 1 5 Send documents Figure 180 Sending a document as an email message Digital signing of documents To sign a document digitally you need a personal key also known as a 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 You can get a certificate from a certification authority which may be a private company or a governmental institution When you apply a digital signature to a document a kind of checksum is computed from the document s content plus your personal key The checksum and your public key are stored together with the document When someone later opens the document on any computer with a recent version of OpenOffice org the program will compute the checksum again and compare it with the stored checksum If both are the same the program will signal that you see the original unchanged document In addition the program can show you the public key information from the certificate You can compare the public key with the public key that is published on the web site of the certificate authority Wheneve
208. atures available through the TOC Index dialog boxes in Writer Some common usage examples are given others will be made available from the HowTo section of the Documentation wiki http wiki services openoffice org wiki Documentation How Tos Tables of contents Writer s table of contents feature lets you build an automated table of contents from the headings in your document Whenever changes are made to the text of a heading in the body of the document or the page on which the heading appears those changes automatically appear in the table of contents when it is next updated Before you start make sure that the headings are styled consistently For example you can use the Heading 1 style for chapter titles and the Heading 2 and Heading 3 styles for chapter subheadings This section shows you how to e Create a table of contents quickly using the defaults e Customize a table of contents You can use any style you want for the different levels to appear in the Note table of contents however for simplicity most of this chapter uses the default Heading x styles Creating a table of contents quickly Most of the time you will probably find the default table of contents to be what you need Inserting a default TOC is simple 1 When you create your document use the following paragraph styles for different heading levels such as chapter and section headings Heading 1 Heading 2 and Heading 3 These are what will appear in you
209. 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 All pages in a Writer document are based on styles If you do not specify Note a page style Writer uses the Default page style To change the layout of individual pages either define a new page style or use one of the techniques sections frames or tables described later in this chapter This chapter describes some uses of page styles Some other uses are discussed in Chapter 6 Introduction to Styles The Page Style dialog box is covered in detail in Chapter 7 Working with Styles Any modifications of page styles including the Default page style apply only to the document you are working on If you want the Tip changes to be the default for all documents you need to put the changes into a template and make that template the default template See Chapter 10 Working with Templates for details Inserting a page break without switching the style In many documents for example a multi page report you may want the text to flow from one page to the next as you add or delete information Writer does this automatically unless you override the text flow using one of the techniques described earlier If you
210. bdocuments with changes to the template just open the master document You will get two messages first to ask if you want to update all links and second if you want to apply the changed styles Answer Yes to both of these messages Chapter 13 Working with Master Documents 373 Editing subdocuments You cannot save edits made to a subdocument from within the master document Instead you must open the subdocument either by double clicking on it in the master document s Navigator or by opening it from outside the master document Then you can edit it just as you would edit any other document If while editing a subdocument you make any changes to the styles that you want to apply to the master document you must copy those changed styles to the master document or to its template A better strategy is to make the changes directly in the master document or its template If you change the contents of any subdocument you need to manually update the table of contents bibliography and index from within the master document Adding deleting or renaming subdocuments To add a subdocument follow the method described in Step 6 Insert the subdocuments into the master document on page 369 To delete a subdocument right click on its filename in the Navigator and choose Delete If you rename a subdocument by changing its filename the next time you update links in the master document that subdocument will show up as a broken l
211. becomes available If the Display warning option is selected then when exporting to HTML a warning is shown that OpenOffice org Basic macros will be lost Chapter 2 Setting up Writer 47 Export Print layout Select this option to export the print layout of the current document as well The HTML filter supports CSS2 Cascading Style Sheets Level 2 for printing documents These capabilities are only effective if print layout export is activated Export Copy local graphics to Internet Select this option to automatically upload the embedded pictures to the Internet server when uploading using FTP Export Character set Select the appropriate character set for the export Choosing options for Writer Settings chosen on the pages in the OpenOffice org Writer section of the Options dialog box determine how your Writer documents look and behave while you are working on them If the Options dialog box is not already open click Tools gt Options Click the expansion symbol sign or triangle by OpenOffice org Writer on the left hand side of the Options OpenOffice org dialog box A list of pages drops down Options OpenOffice org Writer OpenOffice org Load Save Lanquage Settings penOffice ore General View Formatting Aids Grid Basic Fonts Western Print Table Changes Compatibility AutoCaption Mail Merge E mail OpenOffice org Writer ee This is where you specify various settings for text
212. bedded to linked is not so easy you Note must delete and reinsert each image one at a time selecting the Link option when you do so Edit Links Source file Element Status calc autoformat bmp lt All formats gt Graphic Manual calc delete bmp lt All formats gt Graphic Manual sort lists 1 bmp lt All formats gt Graphic Manual Source file file D aaaa calc autoformat bmp Element lt All formats gt Type Graphic Update Figure 260 The Edit Links dialog 240 OpenOffice org 3 3 Writer Guide Inserting an image from the clipboard Using the clipboard you can copy images into an OOo document from another OOo document and from other programs To do this 1 Open both the source document and the target document 2 In the source document select the image to be copied 3 Move the mouse pointer over the selected image and press Control C to copy the image to the clipboard 4 Switch to the target document 5 Click to place the cursor where the graphic is to be inserted 6 Press Control V to insert the image Caution Ifthe application from which the graphic was copied is closed before the graphic is pasted into the target the image stored on the clipboard could A be lost Inserting an image using a scanner If a scanner is connected to your computer OOo can call the scanning application and inserted the scanned item into the OOo document as an image To start this procedure click where you
213. bles can be merged into a single table Tables are split only horizontally the rows above the split point are put into one table and the rows below into another To split a table 1 Place the cursor in a cell which will be in the top row of the second table after the split the table splits immediately above the cursor 2 Right click and choose Split Table in the pop up menu You can also use Table gt Split Table from the menu bar 3 A Split Table dialog box pops up You can select No heading or an alternative formatting for the heading the top row s of the new table 4 Click OK The table is then split into two tables separated by a blank paragraph If cells in one table include formulas using data from the other table Note those cells will contain an error message Expression is faulty To merge two tables 1 Delete the blank paragraph between the tables You must use the Delete key not the Backspace key to do this 2 Select a cell in the second table 3 Right click and choose Merge Tables in the pop up menu You can also use Table gt Merge Table from the menu bar To see clearly where the paragraphs are and to delete them easily choose Tip View gt Nonprinting Characters Ctril F10 or click the 4 button in the Standard toolbar Deleting a table To delete a table 1 Click anywhere in the table 2 Choose Table gt Delete gt Table from the main menu Or 1 Select from the end of the p
214. board For example 3 4 are all special characters To insert a special character 1 Place the cursor in your document where you want the character to appear 2 Click Insert gt Special Character to open the Special Characters dialog box 3 Select the characters from any font or mixture of fonts you wish to insert in order then click OK The selected characters are shown in the lower left of the dialog box As you select each character it is shown on the lower right along with the numerical code for that character 68 OpenOffice org 3 3 Writer Guide Special Characters me New Roman l Subset Basic Greek Cancel H JACEE K A Eg EY ASD ea a ed ES EE Figure 66 The Special Characters dialog box where you can insert special characters Notice that the characters selected appear in the bottom left corner of Tip the dialog box Different fonts include different special characters If you do not find a Note particular special character you want try changing the Font selection 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
215. bstitute fonts for those it does not find You might prefer to specify a different font from the one the program chooses On the OpenOffice org Fonts page 1 Select Apply Replacement Table option 2 Select or type the name of the font to be replaced in the Font box If you do not have this font on your system it will not appear in the drop down list in this box so you need to type it in 3 In the Replace With box select a suitable font from the drop down list of fonts installed on your computer 4 The check mark to the right of the Replace with box turns green Click on this check mark A row of information now appears in the larger box below the input boxes Select the boxes under Always and Screen 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 40 OpenOffice org 3 3 Writer Guide Apply replacement table Font Replace with Helvetica Arial Helvetica Font settings for HTML Basic and SQL sources Fonts Automatic 7 Non proportional fonts only Size 10 W 4 Figure 36 Defining a font to be substituted for another font Security options Use the OpenOffice org Security page to choose security options for saving documents and for opening documents that contain macros Security options and warnings Adjust security related options and define warnings for hidden Information in documents
216. ccccssncsceseavercusevecetrscusescaaetsavendssansses 105 C a ae a EEE 109 Using columns to define the page layout ce ccccccscecececcececececencececencnsecensenes 110 Using frames for 013 oat h 0 ene ere conn anne eet een eee een esr e eee anne 114 Using rai s lcrc Tor pran y OU Laer ee ane een nee er nen Nr re ene er er nee eee 119 Using sections for page ly OW aoe cae cs eeacaneseceneotaesecodecnsataacodaneetisaeeseeciivendiasetalasnaawinn 122 Ae einna e E E EEEN I E A A E ESE ENE TA E ET E EET E 129 Creating headers and footerS ssseesssssresseesrerseeessresererersrereessesereessereeeesseeeeeess 130 a E E T 135 Defining borders and backgrounds sseesssreessesseessresreeseresereserssersseesseesseeseeeseeeee 144 Chapter 5 PU Export Faxing and E Mailing cc grceesenesegcsintueniidag n Eea 148 a cares E A N a eens erat OS O A A A E E AS A 149 E PE e EE EE E E EE EEE 149 CONTORNO PETIIN Teei E N 149 Penn ea L ar EEN EAEAN EEA AEE N EE ES EAE EAE 156 aaa E EE E A E NOE EE A A T O O EITO S T E 158 O ks lic Chee E AE ee mre enemas e 160 BO 1 P ac ace eae EA eur oud EE cei ar EE EEA EE ee rama eer 160 P pOr O PEN Der A EAE E 166 E mailing Writer documents sssseressresseesseesreessersereseeesreesersseessseeeresssereeesseeeeeee 166 oe coana o TOCNE eae EEE O 169 Komorna Erona A eiia ETE ETEA E AAA EEEE 170 Chapter 6 Mirrodin Ta TO E ao AE AATA 171 E A o ig ETE E AE E EE A eee EASA ee ee AA AEAEE E E 172 The St
217. cecenseceeseesenes 374 CT E N a N 378 Creating one file from a master document and its subdocuments ccscccrcecse 379 Pono o aE EE EE E E EEEE 381 Chapter 14 T T T E EEE E ENA 383 Introduction t Helds bt rere cent eneu rs cogeanscunsacseancepieeenviaienieneucis esnuuetieveiodaesnaneciueenranes 384 Quick and easy field Me oa gamete eee eee er nee ne oe eee 384 Using document properties to hold metadata and information that changes 384 Using other fields to hold information that Changes cccc ccc ece sce eceeeeneeeeeeees 386 Using AutoText to insert often used fields ccc ccecececececcececenensececeseeseesensens 388 Defining your OWN numbering SEQUENCEG ccececeececececescecececensececeeseeeececensenes 388 Using automatic cross referenceS esseeeseessresseesresserererrsserrrerseseereesseereeeeseeeeeee 390 Using fields in headers and footerS sscsseesresressressrresersseesssreeesssserreessesseeresseeee 394 Using fields instead of outline numbering for appendix numbering 396 Tricka Tor working win folda eeir 397 Developing conditional content ssssssssressressecsseesrersrrsserssrereeesseeeeeessereeeerseeeee 397 Using placeholder TOI Svc scaciccviwencinenrsavenenGencusucsnnvwncstesintvenesereerdeestaerenaniatierigensecess 404 6 OpenOffice org 3 3 Writer Guide Using input fields and NS rte ences ctentnetstnenenteeteeerccesseedeecsnueslaneceninraesenae
218. certain conditions enter the desired conditions in the With Condition field The syntax and operators that you use to enter conditions are the same ones that you use to enter formulas For syntax and a list of operators see Writer s online help under conditions If the section is write protected with a password the password must be entered to hide or reveal the text Hiding text is not a secure way to stop someone else reading it It will Note 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 Formatting a section into columns 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 114 on page 113 Please refer to that topic for details Indenting the section from margins Use the Indents page to set indents in the right and left margins of the current section Insert Section Section Columns Indents Background Footnotes Endnotes Indent Before section After section Figure 132 Indenting sections Enter the desired left margin indent in the Before section box Enter the desired right margin indent in the After section box The preview box on the right hand side of the page shows you how the section will look with the indents applied Changing the background of the section Use the Background page to add color or a
219. cessary Etaaah g r r ll a a al EF tem 5 a ee h E a l oh parih fomatted as d table Whetdom Contos or girclude T i Se m Tin nia ee am pP Ern Im Chapter 4 Formatting Pages 103 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 full page width put it in a single column section For a newsletter with a complex layout two or three columns on the page and some articles that continue from one page to some place several pages later use page styles for basic layout Place articles in linked frames and anchor graphics to fixed positions on the page if necessary For a document with terms and translations to appear side by side in what appear to be columns use a table to keep items lined up so you can type in both columns This is a header on the first page only oc uativers This frame is linked to a frame on another page These frames are not linked to other frames This is a borderless table Each pair of words is in a separate row and each wordis in a cell of the table REE UY E e Et VERE peptrap 104 OpenOffice org 3 3 Writer Guide Setting up basic page layout using styles In Writer page styles define the
220. click the sign or small triangle depending on your operating system then click the or triangle next to the Standard library and choose Module1 In the Function list choose Endash and click the Modify button on the upper right The selected key combination now appears in the Keys list on the lower right and Endash appears next to Ctrl Shift N in the Shortcut keys list 7 Repeat for the em dash macro then click OK For inserting en and em dashes and other special characters you may Tip find extensions such as Compose Special Characters useful See Adding functionality with extensions on page 446 444 OpenOffice org 3 3 Writer Guide Menus Keyboard Toolbars Events Shortcut keys Ctrl Shift 6 Ctrl Shitt H Ctrl Shift 1 Select Text Ctrl Shift Full Screen Ctrl Shift kK Ctrl Shift L Ctrl Shiftt mM Emdash Ctrl Shift N Endash Ctrl Shit 0 Ctrl Shitt P Superscript Ctrl Shit Q Ctrl Shiftt kR Restore View Ctrl Shift sS bel I cL re i a Lies eee te ot wale at Modify S Emdash OpenOffice org Macre Endash Els user EI cs Accentuate Hi es AltSearch Hii ComposeSp Hi Pagination ENE st Hi Templatech Mm gt Figure 440 Defining keyboard shortcuts for running macros Saving changes to a file Changes to the shortcut key assignments can be saved in a keyboard configuration file for use at
221. cluded in a table of contents This method has one major limitation only one paragraph style can be selected for each heading level and only one numbering sequence can be specified in Tools gt Outline Numbering However many books contain Appendixes typically designated A B C in addition to the chapters typically designated 1 2 3 To solve this problem you can use one paragraph style Heading 1 for both chapter and appendix names and define two number range fields for the chapters and appendixes respectively The number range field for chapters will use numbers and the number range field for appendixes will use letters You can then use the same field in the header or footer of chapters and appendixes 1 Define the first number range variable as described in Defining your own numbering sequences on page 388 To insert the field into your Heading 1 type Chapter lt space gt Choose Insert gt Fields gt Other On the Variables page select Number range Chapter Arabic 1 2 3 Click Insert You will need to do this manually for each Heading 1 that is to be a chapter title 2 Define and insert a second number range variable for the appendixes using Number range Appendix A B C as shown in Figure 397 Type Appendix lt space gt and then insert the variable Do this for each Heading 1 that is to be an appendix title 3 When you create the table of contents the chapters and appendixes will be designated correctly
222. contents TOC In master document Preface Foreword Subdocument Chapters 1 to 7 Subdocuments Index In master document Page paragraph character frame and numbering styles See Chapter 6 Introduction to Styles and Chapter 7 Working with Styles for instructions on how to create or modify styles and examples of the use of styles in book design Pay particular attention to setting up headings using styles as described in Defining a hierarchy of headings in Chapter 6 Introduction to Styles in this book Fields and AutoText entries as required See Chapter 3 Working with Text and Chapter 14 Working with Fields in this book for ideas 366 OpenOffice org 3 3 Writer Guide One or more templates for master and subdocuments If you are starting a new project create the master document and all the subdocuments from the same template Not using the same template can create style inconsistencies that could cause your document not to look like you expect 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 Page numbering In our example the pages are numbered sequentially from the title page The title page style can be defined to not show the page number but it will still count as page 1 Therefore the first chapter begins on a higher number page for example page 5 To cre
223. controlling F Form properties for the form as a whole such as which data source it connects to Chapter 15 Using Forms in Writer 413 Form Control toolbar A box that can be selected or deselected on the form Check Box You can label the box A control to create a box into which the form user can Text Box type any text 2 Formatted Field A control allowing numeric formatting options For example you can set maximum and minimum values for the number entered or the number type decimal places scientific currency L Push Button Creates a button that can be linked to a macro The label is the name that appears on the button I E han Option Button Creates an option button also known as a 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 PEL air List Box 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 This wizard is only useful if your form is linked to a data source If the form is not linked to a data source turn wizards off and create an empty list box Then click the control button and in the List Entries option on the General tab enter the options you want to appear on the list Combo Box
224. ct View gt Toolbars gt Form Controls and View gt Toolbars gt Form Design to show them both The Form Controls toolbar has a button for each of the most commonly used types of control You can also open the Form Design toolbar from the Form Controls toolbar Some of the less commonly used controls are on a third toolbar More Controls also opened from the Form Controls toolbar You can dock these toolbars in different places on the Writer window or leave them floating Figure 409 shows the three toolbars floating See Form controls reference on page 413 for descriptions of the tools on these toolbars Form Controls T x Figure 409 The Form Control More Controls and Form Design Toolbars Chapter 15 Using Forms in Writer 411 Activate design mode Click the Design Mode On Off button E on the Form Controls toolbar to turn design mode on Click it again when you want to turn it off This activates the buttons for inserting form controls and selects controls for editing When design mode is off the form behaves as it would for the end user Buttons can be pressed check boxes selected list items selected and so on Insert form controls 1 To insert a form control into the document click the control s icon to select it I The mouse pointer changes to look like this o 2 Click in the document where you want the control to appear You can move it later 3 Holding the left mouse button down dra
225. cted then OOo will apply to the style itself any modification made manually to a paragraph formatted with that style Caution If you are in the habit of manually overriding styles in your document be sure that AutoUpdate is not enabled or you will A suddenly find whole sections of your document reformatting unexpectedly Asian Typography Font Font Effects Organizer Indents amp Spacing Name Heading 1 Autol pdate Next Style Linked with Heading Figure 199 The Organizer page of the Paragraph Style dialog box 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 section provides an example of a typical use of custom paragraph styles We create a Poem paragraph style and a Poem Header paragraph style with the following properties e Poem Centered with a font size of 10pt e PoemHeading Centered bold with a 12pt font size Chapter 6 Introduction to Styles 187 In addition a PoemHeading style is to be followed by a Poem style In other words when you press Enter the next paragraph style in the document ch
226. curity page of the PDF Options dialog box After you set a password for permissions the other choices on the Security page shown in Figure 174 become available These selections should be self explanatory Chapter 5 Printing Exporting Faxing and E Mailing 165 General Initial view User Interface Links Security Set open password Mo open password sek POF document will nok be encrypted Set permission password Set Open Password Passmord er Er er CE ees es a Confirm kkkh Figure 175 Setting a password to encrypt a PDF Exporting to XHTML OOo uses the term export for some file operations involving a change of file type OOo can export files to XHTML Other formats may be made available through extensions To export to XHTML choose File gt Export On the Export dialog box specify a file name for the exported document then select the XHTML in the File format list and click the Export button E mailing Writer documents OOo provides several ways to quickly and easily send a Writer document as an e mail attachment in one of three formats ODT OpenDocument Text Writer s default format DOC Microsoft Word format or PDF To send the current document in ODT format 1 Choose File gt Send gt Document as E mail Writer opens your default e mail program The document is attached 2 In your e mail program enter the recipient subject and any text you want to add then se
227. d amp Replace dialog box use the keyboard shortcut Control F or choose Edit gt Find amp Replace from the menu bar Chapter 3 Working with Text 65 5 Find amp Replace E EJ Search for Find and Find All Replace with ri Replace Replace All E Match case Whole words only Fewer Options E Current selection only Attributes E Backwards E Regular expressions E Similarity search No Format El Search for Styles E Notes Figure 65 Expanded Find amp Replace dialog box 1 Type the text you want to find in the Search for box 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 If you click Find All Writer selects all instances of the search text in Tip the document Similarly if you click Replace All button Writer replaces all matches Caution Use Replace All with caution otherwise you may end up with some hilarious and highly embarrassing mistakes A mistake with Replace A All might require a manual word by word search to fix if not discovered in time to undo 66 OpenOffice org 3 3 Writer Guide Find and replace specific formatting A very powerful use of Find amp Replace takes advantage
228. d finally some advanced techniques OpenOffice org forms cover a lot of ground and not everything is included here Notable omissions are using forms in HTML documents and writing macros to link to form controls When to use forms A standard text document displays information a letter report or brochure for example Typically the reader may edit everything or nothing in the document A form has sections that are not to be edited and other sections that are designed for the reader to make changes For example a questionnaire has an introduction and questions which do not change and spaces for the reader to enter answers OpenOffice org offers several ways to enter information into a form including check boxes option buttons text boxes pull down lists and other items collectively known as form controls Forms are used in three ways e To create a simple document for the recipient to complete such as a questionnaire sent out to a group of people who fill it in and return it e To link into a database or data source and allow the user to enter information Someone taking orders might enter the information into a database using a form e To view information held in a database or data source A librarian might call up information about books Using forms to access a database offers a fast and easy way to build up complex graphical front ends Your form can include not only the fields that link up to the data source but also te
229. d for editing the original styles are not affected Chapter 13 Working with Master Documents 363 If you use the same document template for the master document and its subdocuments the subdocuments will look the same when they are loaded into the master document as they do when viewed as individual files When you modify or create a style make the change in the Tip template not in the master document or any of the subdocuments Then when you reopen the master document or a subdocument the styles will update from the template For subdocuments used in several master documents with different templates this tip is not so relevant Creating a master document scenarios The three most common scenarios for creating a master document depend on the current state of your document e You have one existing document a book that you want to split into several subdocuments chapters that will be controlled by the master document e You have several existing documents chapters by one or more authors that you want to combine into one book controlled by the master document e You have no existing documents but intend to write a long book containing several chapters possibly by multiple authors We will look at each of these scenarios in turn Splitting a document into master and subdocuments When you have one existing document that you want to split into a master document and several subdocuments you can have Writer split the docum
230. d if the condition is not met You cannot Chapter 14 Working with Fields 397 include graphics or edit the text except in the field dialog not in the body of the document You also cannot format part of the text for example bolding one word but not the others but you can format the field to affect all of the field contents for example bolding all of the words You cannot include a cross reference or other field in the text 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 Hidden paragraphs Hidden paragraphs are like any other paragraphs but you can specify a condition under which the paragraph is not displayed or printed A blank paragraph can also be hidden for example if a database field has no content for the current record This is very useful when merging an address into a letter if you allow two lines for the street address and the database record uses only one line you can prevent the blank line from appearing in your document You can include graphics edit the text in the body of the document format any part of the text and include fields Hidden sections Hidden sections are like hid
231. d metus 1 Example of snaking or newspaper columns Lorem ipsum dolor sit amet consectetur adipiscing elit Proin vitae odio quis orci placerat faucibus Aenean in urna massa Nam feugiat tincidunt massa nec mollis Morbi non diam id lorem posuere placerat Suspendisse potenti In consectetur aliquam libero at laoreet Pellentesque mattis lobortis consequat Ut tincidunt nunc leo at tincidunt quam Donec augue massa vehicula et elementum a facilisis vel odio Pellentesque habitant morbi tristique senectus et netus et malesuada fames ac turpis egestas Praesent eu turpis et nunc scelerisque fringilla id sit amet arcu Nunc omare faucibus nisus eget congue ipsum sollicitudin ac Curabitur maunis tortor consequat eu elementum non feugiat imperdiet lacus Aliquam felis diam placerat a laoreet in vulputate vitae velit Morbi rhoncus aliquet nisl eget sagittis dolor tristique at Lorem ipsum dolor sit amet consectetur adipiscing elit Donec fermentum lacinia quam ac egestas erat accumsan et Cras luctus laoreet turpis sit amet posuere leo cursus ac Phasellus ultrices commodo quam auctor dictum Cras uma ligula fringilla id ultricies rhoncus venenatis consectetur quam Aliquam diam nisi aliquam sed iaculis in tempus eu tortor Donec eleifend placerat ipsum in suscipit Etiam at nulla mi at tincidunt sem Aenean mi erat adipiscing ac vestibulum id porttitor ac ante Vivamus pretium dui i
232. d page numbers for minor uses of a word being listed in the index Example of using an index key An index key is a primary entry under which subentries are grouped For example you might want to create a grouping similar to this OpenOffice org Calc 10 Impress 15 Writer 5 In this example OpenOffice org is the 1st key The subentries with the page numbers showing are the indexed entries To insert an index entry for the topic Writer on the Insert Index Entry dialog box Figure 341 on page 342 type Writer in the Entry box and OpenOffice org in the 1st key box Customizing the appearance of an index To customize an existing index right click anywhere in the index and choose Modify from the pop up menu The Insert Index Table dialog box Figure 343 has five pages Any or all of them can be used to customize the appearance of an index e Use the Index Table page to set the attributes of the index e Use the Entries and Styles pages to format the entries in the index e Use the Columns tab to put the index into more than one column e Use the Background tab to add color or a graphic to the background of the index 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
233. d part of the dialog box You cannot select text on a two column page and change it to a single Tip column using this method Instead you need to define a single column page and then select the text you want to be in a two column section 112 OpenOffice org 3 3 Writer Guide Columns settings Columns 2 8 j Evenly distribute contents to all columns Width and spacing Column Width spacing Separator line Line 0 00 AutoWidth L Figure 114 Specifying columns for a selection Distributing text across columns Cancel Help Apply to 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 e Evenly Writer adjusts the length of the columns to the amount of text so that all the columns are approximately the same height As you add or delete text the columns readjust e Newspaper style Writer fills the columns one at a time beginning with the first column The last column may be shorter than the others Figure 115 Left Evenly distributed columns Right Newspaper style Example of evenly distributed columns Lorem ipsum dolor sit amet consectetur adipiscing elit Proin vitae odio quis orci placerat faucibus Aenean in urna massa Nam feugiat tincidunt massa nec mollis Morbi non diam id lorem posuere placerat Suspendisse potenti In consectetur aliquam libero at laoreet Pellentesque matti
234. de Later in this chapter we will see how to use this information in fields You can return to this dialog box at any time and change the information you entered When you do so all of the references to that information will change wherever they appear in the document For example on the Description page Figure 386 you might need to change the contents of the Title field from the draft title to the production title 5 Properties of 0214WG3 WorkingWithFields_JHW_20101022 General Description Custom Properties Internet Security Statistics Title Working with Fields Subject Keywords Comments Figure 386 The Description page of the document s Properties dialog box To open the Properties dialog box choose File gt Properties Use the Custom Properties page Figure 387 to store information that does not fit into the fields supplied on the other pages of this dialog box When the Custom Properties page is first opened in a new document it may be blank If the new document is based on a template this page may contain fields Click Add to insert a row of boxes into which you can enter your custom properties e The Name box includes a drop down list of typical choices scroll down to see all the choices If none of the choices meet your needs you can type a new name into the box e In the Type column you can choose from text date time date number duration or yes no for each field You cannot create new types
235. de items such as text boundaries select or deselect them e 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 e To save your color changes as a color scheme type a name in the Scheme box and click Save 42 OpenOffice org 3 3 Writer Guide Color scheme Scheme OpenOffice org Custom colors On User interface elements Color setting Preview General Document background Text boundaries Application background Object boundaries Table boundaries Font color E Unvisited links ht Figure 39 Showing or hiding text object and table boundaries 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 gt Options Click the expansion symbol sign or triangle to the left of Load Save Options Load Save H OpenOffice org Eel oad Save General Load Save VBA Properties Microsoft Office a This is where you define qeneral settings Figure 40 Load Save options General Load Save options Most of the choices on the Load Save General page Figure 41 are familiar to users of other office suites Some items of interest are described below Load user specific settings with the document When you save a document certain settings are saved with it Some settings printer name dat
236. ded as a NAME attribute in the HTML code behind the hyperlink e Event button this button will be activated to allow OOo to react to events for which the user has written some code macro This function is not covered in this book Editing hyperlinks To edit a hyperlink click anywhere in the link text and then open the Hyperlink dialog box by clicking the Hyperlink icon on the Standard toolbar or choosing Edit gt Hyperlink from the menu bar Make your changes and click Apply If you need to edit several hyperlinks you can leave the Hyperlink dialog box open until you have edited all of them Be sure to click Apply after each one When you are finished click Close The standard default behavior for activating hyperlinks within OOo is to use Ctrl click This behavior can be changed in Tools gt Options gt OpenOffice org gt Security gt Options by deselecting the option Ctrl click required to follow hyperlinks If clicking in your links activates them check that page to see if the option has been deselected To change the color of hyperlinks go to Tools gt Options gt OpenOffice org gt Appearance scroll to Unvisited links and or Visited links select those options pick the new colors and click OK Caution this will change the color for all hyperlinks in all components of OpenOffice org this may not be what you want In Writer and Calc but not Draw or Impress you can also change the Internet link character style or
237. define and apply new styles to selected 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 Counting the words in a selection Select a block of text and choose Tools gt Word Count OOo displays the number of words and characters in the selection as well as the number of words in the document You can also see the number of words and characters and other information in the entire document in File gt Properties gt Statistics 100 OpenOffice org 3 3 Writer Guide Changing the case of selected text To quickly change the case of text select it choose Format gt Change Case from the menu bar and then choose one of the following Sentence case where only the first word and any proper nouns is capitalized lower case where no words except proper nouns are capitalized UPPER CASE where all letters are capitalized Capitalize Every Word where every word is capitalized tOGGLE cASE which changes every letter to the opposite case Writer does not have an automated way to do Title Case where all w
238. den paragraphs but they can include more than one paragraph for example a heading plus one or more paragraphs However a section cannot contain less than a paragraph so you cannot use this method for single words or phrases The contents of a hidden section behave just like the contents of any other part of the document but you can specify a condition under which the section is not displayed or printed In addition you can password protect a section Plan your conditional content Conditions are what programmers call logical expressions You must formulate a logical expression for each condition because a condition is always either true met or false not met You can use the same condition in many places in your document for different types of conditional content To make conditional content work you need to 1 Choose or define a variable 2 Define a logical expression condition involving the selected variable Choose or define a variable You can use the following variables in your condition e User defined variables e Predefined OpenOffice org variables which use statistical values from the document properties e User data e Database field contents for example from your address book 398 OpenOffice org 3 3 Writer Guide You cannot use internal variables for example page number or chapter name to formulate conditions The examples in this chapter use user defined variables Define a logical expression conditi
239. der and select Insert gt Fields gt Page Number THE OLD SALT z I was walking through the dockyard in a panic When I saw a matelot old and grey He was carrying his kitbag and ns hammock And as he passed I heard him say Figure 143 Page number inserted in the header Now the correct page number appears on every page Chapter 4 Formatting Pages 135 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 e Right align the header to make the page number appear on the top right e Type the word page before the page number field so the header reads page 1 page 2 and so on This also requires using the Page Number field discussed earlier page 135 e Add the document title so the header reads for example Peter s favourite poems left justified and page x with right justification where x is the value of the Page Number field Consider using a right aligned tab to separate the title from the page number e OOo also has a Page Count field Insert gt Fields gt Page Count Using it you could for example have a header that reads page 2 of 12 These variations are all illustrated in Figure 144 Peter s Favourite Poems lof4 THE OLD SALT A I was walking through the dockyard in a panic l When I saw a matelot old and grey He was carrying his kitbag and his hammock And as he passed I heard him
240. ders and footers 130 394 Help 28 33 Help Agent 28 33 hidden paragraphs 398 hidden section 124 hidden sections 398 hidden text 398 401 Hide Show button 242 high contrast 34 HTML compatibility 46 HTML documents 52 hyperlinks editing 100 inserting 97 hyphenation 85 manual 87 I icon size and style 35 icons in menus 36 image map 262 images adding from file 238 linking 239 resizing 246 scanned 241 wrapping text around 253 indent distance 49 indents 72 index capitalizing entries 345 creating 341 customizing 344 key 343 345 sorting entries 345 index entries 341 customizing 343 346 editing 349 Index Link character style 337 Insert Bookmark dialog box 375 393 Insert Index Entry dialog 343 Insert Index Table dialog box 333 Insert Picture dialog 239 Insert Section dialog box 122 403 Internet Link character style 337 K keyboard shortcuts assigning 441 450 customizing 441 loading from a file 445 resetting to default values 446 saving toa file 445 select nonconsecutive items 63 keyboard shortcuts for fields 397 L label printing 158 labels printing 158 landscape page in portrait document 108 landscape pages 107 144 language settings 58 Language Tool extension 81 line numbering 91 lines 75 460 OpenOffice org 3 3 Writer Guide linking frames 117 load save options 43 loading styles 175 locale settings 58 logical expressions 398 M macro linking to a form control 429 macro
241. desired Click OK to save the changes Chapter 8 Working with Graphics 259 Using the Caption dialog box To add captions using the Caption dialog box 1 Insert the graphic then select it and click Insert gt Caption 2 Under Properties on the Caption dialog box Figure 274 make your selections for the Category Numbering and Separator fields Illustration Arabic 1 2 3 and a colon respectively for the example in Figure 274 and type your caption text in the Caption text box at the top Whatever text you enter for the Caption appears in the box at the bottom after the sequence name number and separator 3 Click OK The graphic and its caption are placed in a frame as shown in Figure 275 Ti In the Category box you can type any name you want for example Ip Figure OOo will create a numbering sequence using that name Caption Captian OK ie sia Properties Cancel Help Category Illustration m Numbering Arabic 1 2 3 Ka GutoCaption Separator i Options Illustration 1 Figure 274 Defining the caption for an illustration Add AutoFormat x Cancel Illustration 1 An example Figure 275 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 b
242. dialog box In each case the addressing data may be manually entered for example by copying and pasting from the letter with which it is associated or it may originate within an address data source This section assumes the use of an address data source and for convenience a free standing envelope The production of envelopes involves two steps setup and printing as described in this section Setting up envelopes for printing 1 Choose Insert gt Envelope from the menu bar 2 In the Envelope dialog box select the Format tab Figure 313 where you can select the envelope format to use You can then arrange the layout of the envelope to suit your requirements together with the character and paragraph attributes to be used in the Sender and Addressee areas These attributes are accessed using the Edit buttons to the right of the dialog box next to the word Format If the list of envelope formats in the Size section of this dialog box does Note not include the size you need choose User Defined at the bottom of the list and specify the envelope size using the Width and Height boxes At this stage it is not possible to vary the dimensions of the frames that will hold the Sender and Addressee information but once the envelope has been created this will become possible and you may wish to make some cosmetic adjustments Tip 3 The next step is to select the Printer tab Figure 314 from where you may choose the printer you
243. different parts of a document In some cases you may find it saves time to use conditional styles rather than switching between styles as you type Making a paragraph style conditional means it changes its formatting depending on where it is used For example you may want the style MyTextBody to be black by default but turn white when inside a frame with a blue background Probably the most common use for conditional formatting is with single style outlining Single style outlining is a type of outline numbering designed with a Numbering style rather than with Tools gt Outline Numbering Instead of using different styles it changes the number formatting whenever you press the Tab key to create a subordinate heading The only trouble with single style outlining is that all levels look the same This is where a conditional paragraph style comes in handy Assign the paragraph style to an outline numbering style in the Outline amp Numbering page and then open the Condition page There you can assign the levels of the outline numbering style to other paragraph styles Then when you press the Tab key while using the paragraph style each level of the outline takes on different formatting making single style outlining even more convenient than it is on its own Predefined styles other than Text body such as Default Heading 1 Note and Heading 2 cannot be set to be conditional Caution If you want to make a style conditional you have to
244. ding 10 Figure 211 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 in Figure 212 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 213 Chapter 6 Introduction to Styles 195 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 214 Numbering Position Level Numbering 1 Paragraph Style 7 3 4 Number 5 Character Style 7 ts Show SUDIEVeElS i A A Heading 6 Figure 212 Specifying numbering of Level 1 headings Numbering Position Numbering Paragraph Style Number Character Style f Show sublevels g Figure 213 Specifying numbering of Level 2 headings Numbering Position Level Numbering Paragraph Style 1 Heading 1 3 1 1 Heading 2 Number 1 1 1 Heading 3 6 Character Style kia 7 gt Heading amp Show sublevels Heading 6 Figure 214 Specifying numbering of Level 3 headings These choices produce the layout shown in Figure 215 196 OpenOffice org 3 3 Writer Guide 1 This is a Heading 1 M 1 1 This is a Heading thas fartoo m
245. display the available wrap formats Alternatively you can select Format gt Wrap from the main menu 3 Select the desired wrap format When anchoring a graphic as character you can only adjust the Note distance between the image and the text but no wrapping option is displayed To fine tune the wrapping options open the Picture dialog box and select the Wrap page shown in Figure 269 For images you can open this dialog box by selecting Format gt Picture from the main menu or right click and select Picture from the pop up menu For drawing objects you can access the Wrap page by selecting Format gt Wrap gt Edit in the main menu or right click and select Wrap gt Edit from the pop up menu This page is divided into three sections In the top part you can select among the wrap types mentioned above plus two additional wrap formats that prevent the text from filling the area to the left After or to the right Before of the picture Use the Spacing section of the page to adjust the spacing between the image and the text The contents of the Options section of the page may change depending on the selected wrap format 254 OpenOffice org 3 3 Writer Guide Type Options Wrap Hyperlink Picture Crop Borders Background Macro Settings None Before After Parallel JBE Through Optimal Spacing Options Left 0 000crn Right 0 00cm gt Top 0 00cm d Bottom 0 00cm Figure 269 The advanced wrap format options Firs
246. do it while the style window is still open for the first time After the window closes the Condition tab no longer appears in the window Chapter 7 Working with Styles 215 Organizer Indents amp Spacing Alignment Text Flaw Font Font Effects Position Outline amp Mumbering Tabs Drop Caps Background Borders Condition Options Conditional Style Context Applied Styles Paragraph Styles 6th Outline Level 7th Outline Level Sth Outline Level Sth Outline Level 10th Outline Level ist Numbering Level Mumbering 1 2nd Numbering Level Numbering 2 3rd Numbering Level 4th Numbering Level Sth Numbering Level 6th Numbering Level FLA Numbering Level Sth Mumbering Level Sth Numbering Level LOth Numbering Level applied Styles Remove Figure 243 Condition page for paragraph styles Murmbering 3 Stark When you create a conditional style you are saying in this condition make this style look like that other style For example When typing into a footer make this style look like the my footer paragraph style when typing into a table make this style look like the table text paragraph style In addition to setting the normal unconditional properties of the style you need to define which other style it will look like in different situations You do this on the Condition tab To set up a conditional paragraph style 1 Define a new paragraph style 2 Select all the paragraph properties for th
247. ds 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 Choose Insert gt Fields gt Other and select the Functions page 2 Select Hidden text in the Type list as shown in Figure 400 3 Type ProLite EQ Lite in the Condition box and type the required text in the Hidden text box Remember this is the text that is hidden if the condition is true 4 Click Insert to create and insert the field Chapter 14 Working with Fields 401 Document Cross references Functions DocInformation Variables Database Condition ProLite EQ Lite Hidden text Execute macro Placeholder Combine characters Hidden text Hidden Paragraph and six color choices Figure 400 Creating a condition for hidden text Hidden paragraphs Tip To enable hidden paragraphs remove the check mark from View gt Hidden Paragraphs When this option is selected any hidden paragraph you create will always be hidden whether its condition is true or not A paragraph is hidden if the condition is true To hide a paragraph 1 2 3 4 5 Click in the paragraph to be hidden Choose Insert gt Fields gt Other and select the Functions page Figure 400 Select Hidden paragraph in the Type list For this example type ProLite EQ Lite in the Condition box
248. ds to cut copy and paste selected parts of your document e View contains commands for controlling the display of the document such as Zoom and Web Layout 10 OpenOffice org 3 3 Writer Guide Untitled 1 OpenOffice org Writer o El Fi ile Edit View Insert Format Table Tools Window Help In 4 Pagel 1 Default aes Australia INSRT STD B OG EG oe e 90 Figure 1 The main Writer workspace in Print Layout view e Insert contains commands for inserting elements into your document such as headers footers and pictures e Format contains commands such as Styles and Formatting Paragraph and Bullets and Numbering for formatting the layout of your document e Table shows all commands to insert and edit a table in a text document e Tools contains functions such as Spelling and Grammar Customize and Options e Window contains commands for the display window e Help contains links to the OpenOffice org Help file What s This and information about the program See Getting help on page 28 Toolbars Writer has several types of toolbars docked fixed in place floating and tear off Docked toolbars can be moved to different locations or made to float and floating toolbars can be docked The top toolbar just under the Menu bar is called the Standard toolbar It is consistent across the OpenOffice org applications Writer Calc Draw Impress The second toolbar at the top is
249. e Figure 153 Inserting a bookmark 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 gt Cross reference 3 On the Cross references page of the Fields dialog box select Bookmarks in the Type column and LastPage in the Selection column LastPage now appears in the Name box 4 In the Insert Reference to box select As page style Click Insert Document Cross references Functions DocInformation Variables Database _ Type Selection Set Reference LastPage Insert Reference Headings Numbered Paragraphs Bookmarks Insert reference to Figure 154 Inserting a cross reference to a bookmark on the last page of a document Chapter 4 Formatting Pages 143 Do not delete the bookmark at the end of the document If you do the cross reference will not work Note If a field such as a cross reference does not automatically update select the text containing the field and press F9 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 132 to create a landscape page style and landscape header or footer styles When creating the page style select the Use
250. e changed using the Caption dialog However you can override the positioning manually as follows 1 Follow the instructions in Using the Caption dialog box above to create the Caption 260 OpenOffice org 3 3 Writer Guide 2 Right click on the picture not the frame surrounding picture and caption and make sure that Anchor gt To paragraph is selected 3 Left click on the picture and drag it below the caption You may wish to adjust the spacing above and below the caption text to fine tune the appearance of the picture and its caption Tip Adding captions manually If you need to save as doc files or export in other formats you may find that captions applied as described above either automatically or using the Caption dialog box are lost during the export To avoid export problems or as another way to put captions above pictures or below them the usual case you can add a caption manually in either of two ways e Place the graphic and its caption in separate paragraphs e Use a table 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 gt Fields gt Other Control F2 and select the Variables tab 3 Select Number range in the Type list Selec
251. e the Numbering 1 list style is associated with four paragraph styles e Numbering 1 e Numbering 1 Cont 182 OpenOffice org 3 3 Writer Guide e Numbering 1 End e Numbering 1 Start Numbering 1 is a default paragraph style to which you can attach a list style If you want to make exclusive use of paragraph styles and never use the Formatting toolbar when creating a numbered list you could use the other three styles All you need to do is to create a suitable list style and set up the Next Style property in the Organizer page of the Paragraph Style dialog box so that the Numbering 1 Start paragraph is followed by the Numbering 1 Cont style while the Numbering 1 End paragraph style is followed by a default style paragraph If you only want to apply a list style that is the numbering or bullet symbol and the indentation then when the cursor is on the paragraph to be numbered double click on the desired list style When creating a list style you can define up to ten levels of depth for nested lists Switch from one level to the other with either the Promote a or the Demote gt buttons on the Bullets and Numbering toolbar or by pressing the Tab key one level down or Shift Tab key combination one level up or by right clicking on the list element and select Up One Level or Down One Level from the pop up menu Restarting the numbering When creating more than one numbered list of the same type within the same chapter Writer appl
252. e the mouse button Handles of docked toolbars 5 Untitled 1 OpenOffice org Writer File Edit View Insert Format Table Tools Window Help H B2Ge2 8 amp 8 OF i jel 11 mle Default gt CentSchbook BT Fh L Figure 3 Moving a docked toolbar To move a floating toolbar click on its title bar and drag it to a new location Title bar of floating toolbar Bullets and Number N x Ag Sse py f 4 Bi H Figure 4 Moving a floating toolbar a T r 12 OpenOffice org 3 3 Writer Guide Floating toolbars Writer includes several additional context sensitive toolbars whose defaults appear as floating toolbars in response to the cursor s current position or selection For example when the cursor is in a table a floating Table toolbar appears and when the cursor is in a numbered or bullet list the Bullets and Numbering toolbar appears You can dock these toolbars to the top bottom or side of the window if you wish see Moving toolbars on page 12 Docking floating windows and toolbars Toolbars and some windows such as the Navigator and the Styles and Formatting window are dockable You can move resize or dock them to an edge To dock a window or toolbar hold down the Control key and double click on the frame of the floating window or in a vacant area near the icons at the top of the floating window to dock it in its last position Styles and Formatting Ed
253. e 117 Frame dialog box You can resize the frame manually by clicking on the green squares and dragging to the appropriate size or start adding content to it the frame will resize automatically if for example you add a large picture to it or go back to the Frame dialog box and set the size and other characteristics To change the location of the frame using the mouse drag and drop one of the edges or put the cursor anywhere within the frame The I bar cursor changes to a four headed arrow when properly positioned for a drag and drop move To change the size of the frame drag one of the handles Drag a handle on one of the sides to enlarge or reduce the text frame in one dimension only drag a corner handle to enlarge or reduce it in both dimensions 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 at any time by selecting the frame right clicking and choosing Frame from the pop up menu 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 Alternatively you can assign a borderless style to the frame see the Chapter 7 Working with Styles for information on frame styles Do not confuse a frame s border with the text boundaries that are made visible using the View menu by selecting View gt T
254. e 436 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 Category Commands en Print sl N lt Print File Directly acai ile Print options page view Edit L Options E Printer Settings BASIC k Properties Help lakia i Reload Documents H save Format Controls H Save s Navigate Table Drawing Graphic gt Figure 436 Adding a Send Fax command to a toolbar Creating a new toolbar To create a new toolbar 1 Choose Tools gt Customize gt Toolbars from the menu bar 2 Click New On the Name dialog box type the new toolbar s name and choose from the Save In drop down list where to save this changed menu for the application Writer or for a selected document 440 OpenOffice org 3 3 Writer Guide Toolbar Name New Toolbar 1 save In OOo dev Writer w Help The new toolbar now appears on the list of toolbars in the Customize dialog box After creating a new toolbar you need to add some commands to it as described above OK Cancel pK Assigning shortcut keys In addition to using the built in keyboard shortcuts listed in Appendix A you can def
255. e Bibliography Note Database window is labeled Short name in the lower portion of the window If your document requires Author date style citations use the Identifier Short name field of the database to record the information in the required format If you are using a simple citation numbering system for example 1 2 use a unique reference of some sort in the Identifier Short name field Writer will auto number entries based on the position within the document Chapter 12 Tables of Contents Indexes and Bibliographies 355 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 Adding a reference citation into a document Writer supports two ways of showing references citations in the text of a document Using authors names and dates of the referenced documents for example Smith 2004 as recorded in the Identifier Short name of each bibliographic entry By numbering the referenced documents in the sequence they occur in the text for example 1 To specify which citation style is used in the document use the Tip Index Table page on the Insert Index Table dialog described on page 351 To add references from the bibliographic database into a document 1
256. e Ifthe document is meant for screen use only there is no need to use high resolution images of 300 or more dpi dots per inch Most computer monitors work at between 72 and 96 dpi reducing the resolution and the file size has no negative impact on what is displayed but does make Writer more responsive Chapter 8 Working with Graphics 237 Preparing images for black and white printing If color images are to be printed in grayscale check that any adjacent colors have good contrast and print dark enough Test by printing on a black and white printer using a grayscale setting Better still change the mode of the image to grayscale either in a photo editor or in Writer itself see Graphics mode on page 243 For example the following diagram looks good in color The circle is dark red and the square is dark blue In grayscale the difference between the two is not so clear A third element in the diagram is a yellow arrow which is almost invisible in grayscale Original drawing in color Drawing printed in grayscale Changing the colors of the circle and the arrow improves the contrast and visibility of the resulting grayscale image n En Original drawing in color Drawing printed in grayscale If the document will be available in black and white print only a better result can often be obtained by choosing grayscale fills not color fills and you don t have to guess and test to see if you ve
257. e Name Address and Telephone Accept the default Field Type of Text VARCHAR and leave Description blank Save the table File gt Save You will be prompted to name it The name can be anything you like Finally save the whole database from the main Base window File gt Save Accessing an existing data source If you have an existing data source such as a spreadsheet or database you simply need to tell OpenOffice org about it This is called registering a data source To register an existing data source 1 2 3 4 Select File gt New gt Database to launch the Database Wizard Select Connect to an existing database and choose the type from the drop down list Click Next and follow the instructions to select the database to register the exact process varies between different types of data source 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 Chapter 15 Using Forms in Writer 425 Database Wizard Steps Welcome to the OpenOffice org Database Wizard 1 Select database Use the Database Wizard to create a new database open an existing database File or connect to a database stored on a server 2 Set up JDBC connection what do wou want bo do gt Create a new database Open an existing database file ee Connect to an existing database
258. e Position and Size dialog box allowing you to specify both by typing in precise values rather than dragging the control You can also lock the size or position so they do not get changed accidentally For some controls you can rotate and set the slant and corner radius tet Change Anchor Just as with a frame any form control can be anchored to page paragraph or character and also anchored as a character meaning that it behaves like any other character on the page 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 a Display Grid Displays a grid of dots on the page to help you line up controls nus Snap to Grid When a control is brought close to a grid point or line it will snap to the grid This makes it is easier to line up controls Guides when Moving When a control is being moved lines extend from the control horizontally and vertically to help you position it accurately Chapter 15 Using Forms in Writer 417 Example a simple form Create the document Open a new document File gt New gt Text Document It is a good idea to write down the outline of the document without form controls though of course it can easily be changed later Favourite shape questionnaire T
259. e above to the top of the font of the line below See Figure 232 e Fixed this choice activates the edit box next to the drop down list where you can enter the exact value of the line spacing When using different font sizes in the same paragraph the line spacing will be uneven as Writer automatically calculates the optimal value To Tip obtain evenly spaced lines select Fixed or At least in the drop down list and a value that is large enough to create a spacing between the lines sufficient to account for the largest font size used The last parameter that can be set in this page is Register true If you have activated the Register true for the page style in use refer to General settings for the page style on page 222 then the Reference style and all the styles hierarchically dependent on it will have the Register True box selected you may want however to activate the vertical grid also for other styles or not apply it to styles dependent on the reference style and this is where this can be done 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 When selecting the Justified alignment you can also decide how Writer should treat the last line of the paragraph By default Writer aligns the last line to the left but you can choose
260. e an unwanted style right click on it in the Styles and Formatting window and choose Delete If the style is in use the message shown in Figure 206 appears You are deleting an applied S tyle Do you really want to delete Style OOoHeading 1 Figure 206 Deleting an applied style Make sure the style is not in use before deletion Otherwise all objects with that style will return to the Default style and retain their formatting as manual formatting This can be very problematic in a long document Caution A Ti If an unwanted style is in use use Find amp Replace to replace it with a Ip substitute style before deleting it If the style is not in use the message shown in Figure 207 appears 192 OpenOffice org 3 3 Writer Guide 2 Do you really want to delete Style MyStyle Figure 207 Deleting a style that is not in use 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 gt Outline Numbering defines the hierarchy of headings in a document Headings can be numbered or not typically the first level headings in a book length document are the next level of headings after the chapter titles which may be
261. e detailed list see the application Help Windows Linux Mac equivalent Effect Tools gt Options OpenOffice org gt Access setup options menu selection Preferences Right click Control click Open context menu Ctrl Control Command Used with other keys F5 Shift F5 Open the Navigator F11 T Open Styles amp Formatting window You can download Fary mL ek an editable version of this document from C g Authors http oooauthors org english userguide3 published Contents Bagram evn ec oe cle wesw ate eee meee was A E N EEE A AA A E EEE Z TEE i BS EPEE PN E EA eye anes eo E canna iain EE A dead eed A A OA 2 Chapter 1 ME saree ETE EN T A A A TI E O TTE EET EEEE EE 9 RR Aa a EEE TETE EEIE E PEE T EAE E E T 10 Parto Ofthe main Writer WO a arcs ie testo eats cata tiigdaracesedsediciadeiesiciideraaouneta cael 10 Changing document VIGWS sisssrsssiiorirerressrtri ters uninin Unen nineT A SENA DENDEN EEEE ASTETE 17 Starting a new document sssisiisisnssirisrisridibririkecind sad nEEina rrr ETNE EEEE RE Er E niir 17 Opening an existing document sssssessssresseesrecsreesserseesserssercssereeersseereeeeseeeeeeeseere 19 a O A AEE EEEE E EEE E AEAEE 20 Pao Woa roe e eaa E E E a AZ Coco a do Cun a eae cee trent reir once retoe ee One Miter a eae anasto eT ee eT re one 23 Ve EC TO as evan ee ee eee 45 Usmo ine Naviga erate ce epee cede aren EEEE EEEREN REEERE ESEE 24 FN O sete este ears EAE AEEA EAEE A AEEA 28 Wha
262. e fonts and so on A new OpenOffice org installation does not contain many templates It is possible for you to add new templates to your installation and use them for new documents This is explained in Chapter 10 Working with Templates Many more templates can be downloaded from http extensions services openoffice org and other websites Once you have templates on your system you can create new documents based on them by using File gt New gt 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 15 uses a template called OOo3 3 chapter template in the My Templates folder Select it then click the Open button A new document is created based on the styles and formats defined in the template Templates and Documents My Templates E LO3 chapter template Title LJ LynBook 0003 3 chapter template New Doc ea IOS chapter template nnn By 0003 book template Jean Hollis Weber 0003 chapter template self pub template Date TechEdit IM template 21 10 2010 08 39 21 TechEdit_Quiz template Z test Modified by UserGuideOOo3 print Jean Hollis Weber Modified on 21 10 2010 08 39 23 Samples Nacrrintinan Get more templates online Figure 15 Creating a document from a template Opening an existing document When no document is open the Start Center Figure 14 provides an icon for opening a
263. e point where you wish to insert the bibliography 2 Select Insert gt Indexes and Tables gt Indexes and Tables and change the Type to Bibliography to see a dialog box similar to that shown below Insert Index Table EW Index Table Entries Styles Columns Background Type and title Title Bibliography Type Bibliography TA Protected against manual changes Formatting of the entries Number entries Sort Language Key Typ Alphanumeric _ Preview The Insert Index Table dialog box has five pages 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 right click menu or the Insert Table Index dialog If the option is not selected the bibliography can be changed directly on the document page just like other text but any manual changes will be lost when you update the bibliography 3 To have the bibliographic entries numbered within the body of the document for example 1 2 select Number entries If however you wish to have the field Identifier from the database appear in the document deselect this option Chapter 12 Tables of Contents Indexes and Bibliographies 357 4 Select th
264. e right For example to add an extra space between first and last names in Figure 321 click lt Last Name gt and then click the right arrow button New Address Block Address elements 1 Drag address elements here Title lt Tite gt lt Forename gt lt Surname gt Forename lt Address Line 1 gt Surname Company Name Address Line 1 Address Line 2 City Region Postcode Preview Country Telephone private Telephone business E mail Address Gender Mrs Alice Azure 1 First Avenue Average Town Figure 321 New address block Matching the fields Finally it is time to match the wizard s fields with the spreadsheet fields so that items like lt Last Name gt and Surname match correctly 1 Look at section 3 of step 3 of the wizard shown in Figure 304 on page 306 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 O22 OpenOffice org 3 3 Writer Guide 2 3 4 box to step through the addresses checking that they display correctly Do not assume that all the records display correctly just because one or two do Check them all if you can or at least a good proportion If the addresses do not display correctly and they probably will not right away Click Match Fields Match Fields Assign the fields from your data source to match the address elements Address elements Match
265. e 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 Paragraph Styles list on the right hand side 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 When the style is selected you will see that the formatting of your text depends on the context 216 OpenOffice org 3 3 Writer Guide Working with character styles Character styles complement paragraph styles and are applied to groups of characters rather than whole paragraphs They are mainly used when you want to change the appearance or attributes of parts of a paragraph without affecting other parts Examples of effects that can be obtained by means of character styles are bold or italic typeface or colored words Two of the character styles used in this document are e Keystrokes use the custom OOoKeyStroke style For example to set Writer to full screen press Control Shift J e Menu paths use the custom OOoMenuPath style For example to turn field shadings on or off choose View gt Field Shadings Other ways of using character styles are described elsewhere in the Writer Guide These uses include making chapter numbers page numbers or list numbers larger than the sur
266. e subdocuments are created or maintained by multiple writers For example you might be creating an anthology of short stories or a book of symposium papers Chapter 13 Working with Master Documents 365 How to do it Use one of the techniques described in Starting with no existing documents below to create a blank master document and insert the other documents as subdocuments of the master document Starting with no existing documents When you start with no existing documents you can set up everything the way you want from the beginning Follow these steps in the order given Each step is explained in detail in the following subsections Step 1 Plan the project Step 2 Create a template Step 3 Create the master document Step 4 Create subdocuments Step 5 Add some pages to the master document Step 6 Insert the subdocuments into the master document Step 7 Add table of contents bibliography index 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 Consider as an example a book with the parts given in the table below Part Location Title cover page In master document Copyright page In master document Table of
267. e text in the Reference box in the previous step 5 Click OK To edit an input field click on it in the document In the small dialog box that opens edit the text of the field Chapter 14 Working with Fields 405 Document Cross references Functions DoclInformation Variables Database Reference What this field is for Combine characters Hidden text Hidden Paragraph Edit What this field is for Some instructiong Close Figure 404 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 Edit Fields Functions Type Input field Some instructions Reference What this field is for Figure 405 Editing an input field 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 gt Fields gt Other on the Functions page choose Input list in the Type list 406 OpenOffice org 3 3 Writer Guide Document Cross references Functions DociInformation Variables Database Type Format Item Conditional text Third item Items on list Combine characters Hidden text Hidden Paragraph Name of field Figure 406 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 li
268. e type of brackets that you want for the referenced entries shown within the body of the document 5 Define the sorting you require Currently only alphanumeric sorting is Supported Sorting by the the sequence that entries appear in the text is done on the Entries page Entries page The structure of this page is similar to that for tables of contents and indexes see Figure 347 You can define how the entry will appear based on the Type of the entry or simply apply the same format to all entries by selecting the All button The Structure of the entry is based on the fields available in the bibliographic database The ones shown by default are e Au Author e Ti Title e Ye Year To determine how entries are sorted modify the Sort by options To sort by the sequence that entries appear in the text choose Document position To sort alphanumerically choose Content Use Sort keys to group similar references Insert Index Table Xx Index T able Entries Styles Columns I Background Type Structure and Formatting a soore E E T Ga ri Conference pre Book excerpt Book excerpt w Character Style Conference pre Miscellaneous Dissertation Conference pre Document position Research repor Unpublished Sort keys lt None gt liz lt None gt Aull Z4 JE __ok_ _ cancei Help Reset _ H Preview Figure 359 Entries page for bibliographies
269. e used and then select the Type of label If the type of label you wish to use is not on the list use the Format tab to define a new Brand and Type This is beyond the scope of this Tip document but is relatively simple to implement if you know the dimensions of the label Labels Labels Format Options Inscription Label text _ Address Database Database field lt Format OQ Continuous Brand Sheet Type 38160 Address 318160 Address 2 50 x 1 50 3 x 7 Figure 310 Select Database Table label Brand and label Type 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 as shown in Figure 311 310 OpenOffice org 3 3 Writer Guide Format Options Inscription Label text LI Address Database lt Points Sheet1 0 Tite Table Database field Figure 311 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 312 shows the completed label Inscription Label text _ Address Database Points Sheet1 0 Tite gt lt Points Shee A Points lt Points Sheet1 0 Address gt lt Points Sheet1 0 State County gt Table lt Points Sheet1 0 Post Code gt lt Points Sheet1 0 Country gt s Format Continuous
270. e was carrying his kitbag and his hammock And as he passed I heard him say Oh I wonder yes I wonder Has the Jaunty made a blunder Ai When he made this draft chit out for me For I ve been a barrack stanchion In good old Jago s Mansions And I don t want to go to sea Figure 203 Final result using three custom styles 190 OpenOffice org 3 3 Writer Guide 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 If you want to reuse modified or new styles in other documents you need to either save the styles in a template see Chapter 10 or copy the styles into the document where you want to use them You can copy or move styles from one template or document to another in two ways e Using the Template Management dialog box e Loading styles from a template or document see page 175 To copy or move styles using the Template Management dialog box 1 Click File gt Templates gt Organize 2 At the bottom of the Template Management dialog box choose either Templates or Documents as needed For example if you are copying styles between two documents both entries should say Documents Template Management My Templates O207WG WorkingWithStyles_PHE CI Drawing
271. e where the Hidden option is marked This way you only need a few mouse clicks to hide text Relief effects may be appropriate for a drop cap or to give more emphasis to the chapter number or other parts of the title as it is the case of this guide You can use the Position page to create a subscript in case you are not Satisfied with the default one or even a sub subscript which may be useful for certain scientific publications In the same page you can create rotated condensed or expanded text When rotating a group of characters you also need to specify whether the rotated text should fit in the line or if instead it is allowed to expand above and below the line This property only becomes active for character styles Finish creating a character style by assigning a background if so desired Applying a background to a character style yields the same effect as using the highlighting tool on the standard toolbar Migrating to character styles For people accustomed to formatting text manually character styles can take some getting used to Here are some suggestions for making the transition easier Never mix character styles and manual formatting Manual formatting Supersedes character styles If you combine them you may end up wasting hours in frustration trying to figure out why your character styles don t work Right clicking and choosing Default Formatting removes any text formatting both manual and character styles R
272. e year they want to send a letter to each customer to Show the total of credit points collected 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 318 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 gt New gt Text Document or open a pre existing form letter with File gt Open 2 Display the registered data sources View gt Data sources or press F4 Chapter 11 Using Mail Merge 305 3 Find the data source that you wish to use for the form letter in this case Points Expand the Points and Tables folders and select Sheet1 The address data file is displayed Untitled 1 OpenOffice org Writer File Edit View Insert Format Table Tools Window Help 2 Bo3 aaa Yi A J E Be aeee WE M87 eaaa i fl E AE e eee m8 E ae Bibliography E Points M Azure 1 First Averz SI Queries Mr Brian Brown 2 Bottom Lat Burkshire BB2 2 256 M a Tables Mr Charles Coffee 3 Carter Cre Cropshire ccs E M na Mrs Doris Damson 4 Deepdale i Deepshire DD4 40D IF Sheeti ir Edward i Eatmore 5 Elizabeth Exeshire 7 EES SEE M Frederick Fairhead 6 Foresight J Fineshire FFG GFF M Figure 3
273. ealize 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 218 OpenOffice org 3 3 Writer Guide 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 For example you might want photographs to be enclosed in a frame with a drop shadowed border line drawings in a frame with a plain border marginal notes in a frame without a border but with a shaded background and so on Writer provides several predefined frame styles which you can modify as needed and you can define new frame styles The technique for defining and applying frame styles is similar to that for other styles There is considerable overlap between the uses of frames and of sections for some page layout purposes You may find it useful to take a look at Chapter 4 Formatting Pages for information about the use of frames and sections Tip How frame styles work When an object is added to Writer it is automatically enclosed in a frame of a predetermined type The frame sets how the object is placed on the page as well as how it interacts with other elements in the document You can edit the frame by modifying the frame style it uses or by
274. eated or modified only by using the Styles and Formatting window Open the Styles and Formatting window and click the Page Styles icon ey Right click anywhere in the main window and select New The Page Style dialog box consists of the eight pages Page Style OOoPageStyle Organizer Page Background Header Footer Borders Columns Footnote Marnie NOoPagestyle Figure 244 The tabbed pages for the Page Style dialog box The next style property As for the other styles use the Next style property described in The Organizer page on page 202 to specify the style for the subsequent element of the category of style you are working on This property is particularly important for a page style as the following example demonstrates 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 e It should not have a header or page number e The left and right margins should be the same Chapter 7 Working with Styles 2271 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 245 shows the required flow of page styles On the Organizer page of the Default page style leave the Next Style property set to Default On the Organizer page of the First Page style make sure that the Next Style property is set to Default Default
275. ecessary information 2 Connection Settings Figure 299 Starting the Settings part of the Wizard Chapter 11 Using Mail Merge 303 4 In the Data Source Properties page select the Database type In our example it is Spreadsheet Click Next Data Source Properties Spreadsheet Select the type of database to which you want to establish a connection Database type On the following pages you can make detailed settings for the connection The new settings you make will overwrite your existing settings Figure 300 Selecting the database type 5 In the next dialog box click Browse and navigate to the spreadsheet that contains the address information Select the spreadsheet and click Open to return to this dialog box 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 Database properties Connection settings General Path to the spreadsheet document D O0authors addresses test ods User authentication _ Password required Figure 301 Selecting the spreadsheet document 6 Click Finish 7 On the following page click Next Because this is a spreadsheet do not click Field Assignment Address Book Data Source Wizard steps To incorporate the address data in your templates OpenOffice org has to know which fields contain which data 1 Address book type For instance you could have stored the e
276. ed behind or in front of the graphic or treat the graphic as a separate paragraph or character The settings can be accessed in a number of ways depending on the nature of the graphics e From the Format menu where you can find Alignment Arrange Wrap and Anchor both for images and drawing objects e From the pop up menu displayed when you right click on the graphic e From the Object toolbar shown in Figure 267 e For images from the Type and Wrapping pages of the Picture dialog box Note that you cannot control the arrangement using the dialog box To open the Picture dialog box click on the image to select it and then choose Format gt Picture or right click on the graphic and choose Picture on the pop up menu e For drawing objects from the Position and Size page of the Position and Size dialog box To open the Position and Size dialog box click on the drawing object to select it and then choose Format gt Object gt Position and Size or right click on the graphic and choose Position and Size on the pop up menu Note that you can only control the alignment and anchoring Graphics v Ea at en S i feo n 1 23 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 1 Apply Style 6 Center Horiz 11 Borders 16 Bring to Front 2 Wrap Off 7 Align Right 12 Line Style 17 Send to Back 3 Page Wrap 8 Top 13 Line Color of border 18 Change Anchor 4 Wrap Through 9 Center 14 Background Color 19 Link Frames 5 Align Left 10 Bottom 15 Frame Prope
277. ed document Print merged document Send merged document as E Mail Save merged document settings gt Save as individual documents p From 1 To 10 Figure 331 Saving a merged document When you have saved the merged document you can print the final letters now or later and you can still manually check and edit the letters if necessary If you elect to print at this stage the dialog box shown in Figure 332 appears it should be self explanatory Mail Merge Wizard Steps Save print or send the document 1L Select starting document Select one of the options below 2 Select document type 3 Insert address block 4 Create sauiaion _ Save starting document _ Save merged document Send merged document as E Mail Print settings 6 Edit doqument 7 Personalise document 8 Save print or send Printer Canon MP780 Series Printer a Print all documents Cfrom 330 Figure 332 Printing the merged document Chapter 11 Using Mail Merge 329 m OpenOffice org 3 Chapter 1 2 Tables of Contents Indexes and Bibliographies Introduction This chapter describes how to create and maintain a table of contents TOC 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 This chapter does not cover all the possible ways to use the fe
278. ed 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 El to close it This procedure assumes that the graphic files for the themes already Note exist You may need to import some graphics or to create your own onto your computer if the existing files are insufficient Similar to the file search function on various operating systems Find Note Files searches for graphic files in any subfolders of the directory selected in step 5 264 OpenOffice org 3 3 Writer Guide m OpenOffice org 3 Chapter 9 Working with Tables Introduction Tables are a useful way to organize and present large amounts of information for example e Technical financial or statistical reports e Product catalogs showing descriptions prices characteristics and photographs of products e Bills or invoices e 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 While you would normally use tables for text or numbers you could put other objects such as pictures in cells Tables can also be used as a page layout tool to
279. ed numbering styles work together with paragraph styles They define indentation alignment and the numbering or bullet characters used for list items You can define many list styles from simple bulleted lists to complex multi level nested lists 228 OpenOffice org 3 3 Writer Guide As with other styles the main reasons for using list styles are consistency and speeding up your work Although you can create simple lists quickly by clicking the Numbering On Off or Bullets On Off icons on the Formatting toolbar and create quite complex nested lists using the icons on the Bullets and Numbering toolbar the appearance of the resulting lists may not be what you want and you might want to have more than one style of list You can use the Bullets and Numbering choice on the Format menu to manually format the appearance of some or all of the lists but if you later need to change their appearance you will have a lot of manual work to do OOo uses the terms numbering style and list style inconsistently but they are the same thing For example the tooltip in the Styles and Formatting window says List Styles but its style dialog box says Numbering Style Note Defining the appearance of a nested list A nested list is a numbered or bulleted list with subordinate usually indented numbered or bulleted lists Rather than just a list of numbered items 1 2 3 a nested list may have item 1 then indented items numb
280. ed with the paragraph style before applying the list 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 256 Chapter 7 Working with Styles 235 m OpenOffice org 3 Chapter amp Working with Graphics Graphics images in Writer When you create a text document using OpenOffice org OOo Writer you may want to include some illustrations Illustrations graphics are added to documents for a wide variety of reasons from supporting the description provided in the text as used in this Guide to providing an immediate visual representation of the contents as is often found in a newspaper Graphics in Writer are of three basic types e Image files such as photos drawings and scanned images e Diagrams created using OOo s drawing tools e Charts created using OOo s Chart facility This chapter covers images and diagrams More detailed descriptions on working with drawing tools can be found in the Draw Guide and Impress Guide Instructions on how to create charts are given in the Calc Guide Creating and editing images You might create images also called pictures
281. ee what facing pages look like Writer provides two ways to do this e View Layout editable view use the Facing Pages Book Preview button on the status bar cre Ge 1e _ 85 e Page Preview read only view To use Page Preview S 1 Choose File gt Page Preview or click the Page Preview button on the Standard toolbar Writer now displays the Page Preview toolbar instead of the Formatting toolbar oS 6 amp RR m 5 Q amp Q Cose Preview Figure 163 Page Preview toolbar Writer 2 Select the required preview icon Two Pages 0G Multiple Pages 2 or Book Preview 3 To print the document from this view click the Print document icon 24 to open the Print dialog box 4 Choose the print options and click the Print button Chapter 5 Printing Exporting Faxing and E Mailing 155 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 gt Envelope from the menu bar 2 In the Envelope dialog box start with the Envelope tab Verify add or edit the information in the Addressee and Sender boxes the from on the envelope Envelope Envelope Format Printer Addressee Database A Table Database Field Se Sender JAS Joe Smith United States of America i WY lt I E Figure 164 Choosing addressee and sender informati
282. een assigned to a field If you created a database in OOo Base and your Primary Key field had Auto Value set to Yes that field does not need to be part of the form If Tip Auto Value was set to No you will have to include it and have your users enter a unique value into that field whenever they make a new entry not something that is recommended 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 ia the buttons on the toolbar will be grayed out 2 Make sure that the Form Navigation toolbar is on View gt Toolbars gt Form Navigation This toolbar normally appears at the bottom of the window Mi Record 2 of 2 MA bo me 3 v7 w Ee jj Page 1 1 Default 100 Sa HF If design mode is off most of Figure 426 Form Navigation toolbar 3 Ifthere is existing data in the data source use the control buttons on the Form Navigation toolbar to look at different records You can amend data in a record by editing the values in the form To submit the changes press the Enter key with the cursor in the last field The record is saved and the next record is displayed 4 Ifthere is no data in the form you can start entering information by typing into the fields of the form To submit the new rec
283. eft Goes to beginning of word Ctrl Shift Arrow Left Selects to the left word by word Arrow Right Moves cursor to right Shift Arrow Right Ctrl Arrow Right Ctrl Shift Arrow Right Arrow Up Shift Arrow Up Arrow Down Shift tArrow Down Moves cursor with selection to the right Goes to end of word Selects to the right word by word Moves up one line Selects lines in an upwards direction Moves cursor down one line Selects lines in a downward direction Home Goes to beginning of line Shift Home Goes and selects to the beginning of a line End Goes to end of line Shift End Goes and selects to end of line Ctrl Home Goes to start of document Ctrl Shift Home Goes and selects text to start of document Ctrl End Goes to end of document Ctrl Shift End Goes and selects text to end of document Ctrl PageUp Switches cursor between text and header Ctrl PageDown Switches cursor between text and footer Insert Turns Insert mode on or Off PageUp Moves up one screen page Shift PageUp Moves up one screen page with selection PageDown Moves down one screen page Shift PageDown Moves down one screen page with selection Ctrl Del Deletes text to end of word 454 OpenOffice org 3 3 Writer Guide Shortcut Keys Effect Ctrl Backspace Deletes text to beginning of word Ctrl Shift Del Deletes text to end of sentence Ctrl Shift Backspace Deletes text to beginning of sentence Ctrl Tab Uses next suggestion with automat
284. eld called lt Last Name gt If your spreadsheet has a column called Surname you need to tell the wizard that lt Last Name gt and Surname are equivalent This is described in Matching the fields on page 322 Mail Merge Wizard Steps Insert address block 1 Select starting document l 1 Select the address lst containing the address data a E EE i you want to use This data is needed to create the Set NES y s A E a ea Current address list Points Insert address block Lv This document must contain an address block Create salutation Titles lt Forename gt lt Surnamd lt Tit gt i Adjust layout Address Line 1 gt Forename gt Sumama gt lt Region gt lt Address Line 1 gt n Edit doqument lt Postoode gt lt Postoode gt lt City gt Personalise document SCouniry gt Country gt Suppress lines with empty fields L Save print or send Match the field name used in the mail merge to the column headers in your data source z Check that the address data matches Mrs Alice Azure 1 First Avenue Average Town Ampshire AAT TAA Document 1 4 Figure 318 Insert address block Selecting the data source address list 1 Ifthe current address list identified beneath the Select Different Address List button in section 1 is not the one you wish to use click the button to open the Select Address List dialog box
285. emplate directory folder that you have previously defined in Tools gt Options gt OpenOffice org gt Paths gt Templates Printing 1 Choose File gt Print The message shown in Figure 308 appears Click Yes 2 In the Mail Merge dialog box Figure 309 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 If you prefer to save the labels to a file perhaps to allow some later editing such as changing the typeface or paragraph format then you should select File in the output section of the Mail Merge dialog box rather than using the default Printer selection This changes the dialog box to highlight the Save merged document section where Save as single document is pre selected In this case clicking OK brings up the Save as dialog box where a file name can be entered for the saved labels If you did not save the prototype label fields document template in step 6f then you are prompted to do so now by another Save as dialog box In either case whether printing or saving to file despite there apparently being only one page of labels the printed or saved output will be expanded to include all of the selected records from the data source Edit
286. ence To Frame If the graphic has been placed in a frame you can anchor the graphic in a fixed position inside the frame The frame can then be anchored to the page a paragraph or a character as required Aligning graphics Once you have established the anchor point of the graphic you can decide the position of the graphic relative to this anchor this is called aligning the graphics Choose from six options three for aligning the graphic horizontally left center right and three for aligning the graphic vertically top center bottom Horizontal alignment is not available for images anchored as character For finer control of the alignment use the Position options on the Type page of the Picture dialog box shown in Figure 268 Position Horizontal by 3 00cm l to Page text area ne F Mirror on ewen pages Vertical T p he O 00cm ta Follow text flow Figure 268 Fine tuning the alignment For both the horizontal and vertical position start by picking the reference point in the right hand side drop down menu then select in the first drop down menu among Left Right or Center If you select the value From left or From top for the vertical positioning you can specify the amount in your selected unit of measurement In the example in Figure 268 the upper left corner of the image will be placed at 3 cm from the left margin of the page horizontally and on the top margin vertically Wrapping text aro
287. ension follow these steps 1 Download the extension package and save it anywhere on your computer 2 In Writer select Tools gt Extension Manager from the menu bar In the Extension Manager dialog box click Add 3 A file browser window opens Find and select the package of templates you want to install and click Open The package begins installing You may be asked to accept a license agreement 4 When the package installation is complete the templates are available for use through File gt New gt Templates and Documents and the extension is listed in the Extension Manager 296 OpenOffice org 3 3 Writer Guide Extension Manager Jot English spelling and hyphenation dictionaries and thesaurus 2009 05 08 A French Classic and Reform 1990 spelling thesaurus and hyphen 3 4 1 Dicollecte oe Professional Template Pack II English 1 0 Sun Microsystems The second template pack by Sun Microsystems provides more than 120 professionally designed document spreadsheet presentation and database templates for professional and stunning looking documents and presentations Spanish spelling dictionary 2008 07 01 Teninlate Channer 175 Get more extensions online Figure 296 Newly added package of templates Setting a default template If you create a document by choosing File gt New gt Text Document from the main menu Writer creates the document from the Default template for text documents You can however
288. ent automatically at headings with an outline level of your choice Although this method is quick and easy some cleanup work may be necessary e The page style of the first page and possibly all pages in each subdocument reverts to Default If you are using custom page styles and you want the Subdocuments to use the same page layout whether part of the master document or standalone you will need to reapply at least the first page style e The automatically generated file names for the subdocuments are maindocnamexX odt where X is 1 2 3 and so on If you have a Preface or other chapter starting with a Heading 1 before Chapter 1 the file names will not directly correspond to the chapter numbers You may wish to rename the subdocuments see Adding deleting or renaming subdocuments on page 374 e Ifthe original document is associated with a template the ODM file will also be associated with that template but the subdocuments will not The subdocuments will inherit the styles in the original document but their association with the template will be lost You may wish to use the Template Changer extension to reassociate the template with each of the subdocuments How to do it 1 Open the document and choose File gt Send gt Create Master Document 2 On the Name and Path of Master Document dialog box Figure 364 364 OpenOffice org 3 3 Writer Guide a Navigate to the folder where you want to save the master docu
289. er After you create and save an XForms document you can open the document fill out the form and submit the changes to a server A detailed discussion of XForms is beyond the scope of this chapter as it is related more to databases than word processing A good tutorial introduction is J David Fisenberg s XForms and OpenDocument in OpenOffice org available from http opendocument xml org files xforms ooo 06 10 25 pdf and http books evc cit info xforms ooo 06 08 15 odt Another good resource is Valden Longhurst s Using XForms and the OpenDocument format in OpenOffice org and StarOffice http wiki services openoffice org wiki Documentation Using XForms 432 OpenOffice org 3 3 Writer Guide OpenOffice org 3 Chapter 1 6 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 Customizations to menus and toolbars can be saved in a template To do so Note first save them in a document and then save the document as a template as described in Chapter 10 Working with Templates Customizing menu content In addition to changing the menu
290. ered a b c or i ii iii or some other numbering method before the main number 2 With numbering styles you can achieve any combination of numbering formats you want A nested list may even combine numbered items with bulleted items There is no difference between defining a nested list style or a simple list although nested lists require more work An example of a nested list is given in Chapter 3 Working with Text In that case the list was built using one of the predefined outline schemes as a Starting point while in this section we follow a more general approach so that the list can more 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 202 Bullets Numbering Styles and Graphics pages The Bullets Numbering Style and Graphics pages contain predefined formatting for list item symbols bullets or numbers To use one of them for your style click on the image A thick border indicates the selection The bullets on the Bullets tab are font characters those on the Graphics tab are graphics If you choose a graphics bullet you can select the Link Graphics option to create a link to the graphic object rather than embedding it in the document If you decide to link the graphic keep in mind that the bullet will not be displayed when the document is opened on a different computer unless the
291. erence Insert Reference Headings Numbered Paragraphs Figure Bookmarks Footnotes Selection Method 1 Quick and easy Method 2 Not too complicated Method 3 Complete control plan project Problem solving Starting with no existing docs step 4 word count Insert reference to Name Database Page word count Chapter Reference Above Below As Page Style Figure 377 Fields dialog box showing manual entry of field name 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 When you hover the mouse pointer over one of these fields you will see the field name on pagel M Figure 378 Viewing the field name You can turn on the display of field codes by clicking View gt Field Names The two fields shown as gray lines in Figure 378 now look like Figure 379 word count on page wora count T Figure 379 Displaying field codes 6 After you have inserted all the cross references required in the subdocument save and close it and return to the master document window Chapter 13 Working with Master Documents 377 Within the master document navigate to the page of the subdocument on which you inserted the cross reference field You should now see the text of the cross reference appe
292. erence required The choices vary with the item being referenced For headings usually you will choose Reference to insert the full text of the heading or Page to insert the number of the page the heading is on For figures you will usually choose Category and Number to insert the word Figure and its number Reference to insert the word Figure with its number and the full text of the 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 Help Available formats For all the types of reference you can select one of the following formats e Page the page number of the target e Chapter the number of the chapter where the referenced target is located e Reference the full text set as reference e Above Below Inserts the words above or below depending on the position of the field relative to the referenced target e As Page Style similar to Page this inserts the page number where the reference is but using the formatting specified in the page style This is very useful when putting a reference to a page in the front matter where roman numerals are usually employed If you select Headings or Numbered Paragraphs as type the following two additional options become available e Number no context inserts only the number of the heading or of the numbered para
293. erlinks Index Table Entries Styles Columns Background Level Structure and Formatting Structure Chapter no Tab stop Character Style Internet Link at Figure 336 Hyperlink in table of contents Applying character styles You might want an element to be a bit different from the rest of the line For example you might want the page number to be bold To apply a character style to an element 1 Be sure you have defined a suitable character style 336 OpenOffice org 3 3 Writer Guide 2 On the Structure line click the button representing the element to which you want to apply a style 3 From the Character Style drop down list select the desired style To view or edit the attributes of a character style select the style from the Character Style drop down list and then click the Edit button The default character style for hyperlinks is Internet Link which by default is underlined and shown in blue If you want the TOC entries to work as hyperlinks but not appear underlined and blue you can change the attributes of the Internet Link character style However Tip this changes the attributes of all hyperlinks in the document If you want other hyperlinks for example website addresses to remain in the default style select the LS button on the Structure line and change the character style selection for TOC entries to Index Link If necessary change the attributes for Index Link to what you want Tab posit
294. ers at line end Characters at line begin Maximum number of consecutive hyphens Breaks Insert Type Pae F Position With Page Style First Page v Page number 0 Figure 370 Text Flow tab of Paragraph Style dialog box for Heading 1 Look on the Outline amp Numbering tab Figure 371 of this dialog box to see what outline level Heading 1 is assigned to Usually this will be Outline Level 1 The level cannot be changed here because it has been set in Tools gt Outline Numbering Paragraph Style Heading 1 Organizer Indents amp Spacing Alignment Text Flow Font Font Effects Pasition Outline amp Numbering Tabs Drop Caps Background Borders Outline rl oo i ym i AUTINE level Numbering Numbering Style Outline Numbering Figure 371 Outline amp Numbering tab of Paragraph Style dialog box for Heading 1 Only one paragraph style can be assigned to Outline Level 1 through Tools gt Outline Numbering However you can assign additional paragraph styles to any outline level by using the Outline amp Numbering tab on the Paragraph Style dialog box Therefore you want to define a style called Heading 1 Chapter 1 that is identical in appearance to Heading 1 but has one essential difference on the Text Flow tab set the Page number to 1 Figure 372 Then on the Outline amp Numbering tab set the 372 OpenOffice org 3 3 Writer Guide Outline level to Level 1 Figure 373 This ensure
295. ert Table dialog box Opens the Table Format dialog box where you can control all the properties of the table for example name alignment spacing column width borders and background Opens the Sort dialog box where you can specify the sort criteria for the selected cells Activates the Sum function Refer to Using spreadsheet functions in a table on page 280 for an example of using this function Chapter 9 Working with Tables 289 m OpenOffice org 3 Chapter 1 O 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 Templates can contain anything that regular documents can contain such as text graphics a set of styles and user specific setup information such as measurement units language the default printer and toolbar and menu customization All documents in OpenOffice org OOo are based on templates If you do not specify a template when you start a new Writer document the document is based on the default template for text documents If you have not specified a default template Writer uses the blank template for text documents that is installed with OOo See Setting a default template on page 297 for more information Using a template t
296. es t Standard Save links relative to a E File system E Internet _ New New text only p Figure 95 Defining a new AutoText entry Import If the only option under the AutoText button is Import either you Tip have not entered a name for your AutoText or there is no text selected in the document To save a table such as the formatted Tip on this page as AutoText 1 Create a table and format it the way you want 2 Select the table 3 Go to Edit gt AutoText or press Control F3 4 Type a name for the AutoText optionally amend the suggested shortcut and choose the category for the AutoText entry 5 Click the AutoText button and select New because you want the formatting of the table preserved 6 Click Close to return to your document Inserting AutoText To insert AutoText type the shortcut and press F3 Printing a list of AutoText entries 1 Choose Tools gt Macros gt Organize Macros gt OpenOffice org Basic 2 In the Macro from list choose OpenOffice org Macros gt Gimmicks 3 Select AutoText and then click Run A list of the current AutoText entries is generated in a separate text document You can then print this document 90 OpenOffice org 3 3 Writer Guide OpenOffice org Basic Macros Macro name Main Macro from 7 amp My Macros b g basic amp Standard Modulel b 3 TemplateChanger e co WikiCleanup b cs WikiEditor OpenOffice org Macros gt Depot gt
297. es of the style Chapter 7 Working with Styles 203 Understanding linked styles When creating a new paragraph or a new character style you may use an existing style as a starting point for its settings In this sense OOo links the styles together When styles are linked a change in the parent style Heading 2 affects every style linked to it You can easily visualize the connections between styles by switching to the Hierarchical view in the Styles and Formatting window filter 1 Heading 3 For example every Heading style such as Heading 1 Heading 2 is linked with a style called Heading This relationship is illustrated in Figure 227 Figure 227 Hierarchical view of linked styles 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 child styles For example if you changed the Heading 2 font color to green a change of the font color of the Heading style the parent style to red will not affect the Heading 2 font color You can easily check which properties are specific to a style by looking at the Contains section of t
298. es to field Preview Tite gt Tite w Mrs lt Forename gt First Name vw Alice lt Surname gt Azure lt Company Name gt ror ae l State County lt Address Line 1 gt Country 1 First Avenue Average lt Address Line 2 gt Address block preview Mrs Alice Azure 1 First Avenue Average Town OK Cancel Help Figure 322 Match fields dialog box The Match Fields dialog box has three columns Address Elements are the terms the wizard uses for each field such as lt First Name gt and lt Last Name gt Use the Matches to Field column to select for each address element the field from your data source that matches it e 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 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 Note that you will not be able to continue until you have correctly matched all the fields in your chosen address block If you see lt not available gt in a field position it indicates that the field in question is not correctly matched Notice the option for Suppress lines with empty fields Using the Wizard you do not have to create your own conditional suppres
299. esize to fit the first page of the PDF Center window on screen Causes the PDF viewer window to be centered on the computer screen Open in full screen mode Causes the PDF viewer to open full screen instead of in a smaller window Display document title Causes the PDF viewer to display the document s title in the title bar 162 OpenOffice org 3 3 Writer Guide Panes Page only Bookmarks and page Thumbnails and page Open on page Fit in window C Fit width Fit visible Zoom factor 100 Page layout Default Single page Continuous Continuous facing Figure 171 Initial View page of PDF Options dialog box General Initial View User Interface Links Security Window options Center window on screen _ Open in full screen mode Display document title User interface options _ Hide toolbar _ Hide window controls Transitions Bookmarks All bookmark levels Visible bookmark levels 1 E Figure 172 User Interface page of PDF Options dialog box Chapter 5 Printing Exporting Faxing and E Mailing 163 User interface options section e Hide menubar Causes the PDF viewer to hide the menu bar e Hide toolbar Causes the PDF viewer to hide the toolbar e Hide window controls Causes the PDF viewer to hide other window controls Bookmarks Select how many heading levels are displayed as bookmarks if Ex
300. ess the Esc key or click the Full Screen icon in the top left hand corner You can also use Ctrl Shift J to enter or exit Full Screen view Starting a new document You can start a new blank document in Writer in several ways e From the operating system menu in the same way that you start other programs When OOo 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 you should see the OpenOffice org icon in the Applications folder When you double click this icon OOo opens at the Start Center Figure 14 e From the Quickstarter which is found in Windows some Linux distributions and in a slightly different form in Mac OS X The Quickstarter is an icon that is placed in the system tray or the dock during system startup It indicates that OpenOffice org has been loaded and is ready to use Right click the Quickstarter icon Figure 13 in the system tray to open a pop up menu from which you can open a new document open the Templates and Documents dialog box or choose an existing document to open You can also double click the Quickstarter icon to display the Templates and Documents dialog box Chapter 1 Introducing Writer 17 See Chapter 1 Introducing OpenOffice org in the Getting Started guide for more information about starting Writer and using the Quickstarter TE Text Document Jz Spreadsheet Fol Presentation TE Drawing Te Datab
301. etain some or all of the sections particularly hidden sections then the method described in this chapter is safer 380 OpenOffice org 3 3 Writer Guide Problem solving Some combinations of choices do not work together and some techniques that affect master documents are not at all obvious This section describes some problems and what to do about them Anchoring pictures to a page The problem A picture graphic anchored to page in a subdocument is not displayed in the master document although it always appears correctly in the subdocument Because the master document reorganizes the page flow page numbers and cross references when it collates all the subdocuments together the absolute reference to a page X in a subdocument is lost in the master document The picture loses its anchor reference and simply disappears 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 set the anchor to To character or To paragraph 3 Under Position choose suitable horizontal and vertical references to the page Click OK to save the changes Type Options Wrap Hyperlink Picture Crop Borders Background Macro Size Anchor Width 14 03cm To page E Relative To paragraph Height 10 56cm To character E Relative
302. etup odt Ch3 Edit odt Ch4 Layout odt Ch5 Templates odt Ch6 Fields odt Ch 7 Graphics odt Text Alphabetical Index Text Figure 369 Navigator showing subdocuments table of contents and index in a master document Restarting page numbering The example in the previous section showed a very basic collection of files with sequential page numbering This is useful for many documents including e books but a typical printed book has the following sequence of page numbers e No page numbers on cover page or copyright page e Lower case roman numerals in the front matter starting with i e Arabic numerals in the body of the document starting with 1 Chapter 13 Working with Master Documents 371 e Page numbering sequential through the rest of the book To set up a master document to produce such a book you need to define a different paragraph style for the heading of the first chapter and assign two special characteristics to it Example Fach chapter may start with a Heading 1 paragraph set up on the Text Flow tab of the Paragraph Style dialog box to start on a new page Figure 370 The Page number is set to O with the effect that numbering continues from the number of the previous page amp Paragraph Style Heading 1 Ea Outline amp Numbering labs Drop Caps Background Borders Organizer Indents amp Spacing Alignment Text Flow Font Font Effects Position Hyphenation E Automatically Charact
303. ext Document from the drop down menu The next time that you create a document by choosing File gt New gt Text Document the document will be created from Writer s Default template Associating a document with a different template At times you might want to associate a document with a different template or perhaps you re working with a document that did not start from a template One of the major advantages of using templates is the ease of updating styles in more than one document as described in Chapter 7 Working 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 If they are not you will need to use Search and Replace to replace old styles with new ones See Chapter 3 Working with Text for more about replacing styles using Search and Replace Method 1 This method includes any graphics and wording such as legal notices that exists in the new template as well as including styles If you don t want this material you need to delete it 1 Use File gt New gt Templates and Documents Choose the template you want A new
304. ext Boundaries Tip 116 OpenOffice org 3 3 Writer Guide Frame Type Options Wrap Hyperlink Borders Background Columns Macro Line arrangement spacing to contents Default Left 0 067 mm i Right 0067 8 User defined Top 0 06 7 k 1 00 nt 3 50 pt Bottom 0 067 00 pt Synchronize roar Figure 118 Removing the border from a frame Anchoring frames 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 asa character To To 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 It is often used when producing newsletters or other documents that are very layout intensive This method is also used to center text on a page Paragraph The frame 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 It is also used to center text on a page in documents which will be used in a master document frames anchored to pages will disappear from the master document Character The frame is associated with a character but is not in the
305. ey combination is free for use If it were not and you wanted to Note reassign a shortcut key combination that is already in use you must first delete the existing key Shortcut keys that are greyed out in the listing on the Customize dialog box such as F1 and F10 are not available for reassignment Chapter 16 Customizing Writer 441 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 Ctri 1 for the Heading 1 style and Ctrl 2 for Heading 2 You can modify these shortcuts and create your own 1 Click Tools gt Customize gt Keyboard The Keyboard page of the Customize dialog box Figure 437 opens 2 To have the shortcut key assignment available only for Writer select Writer in 3 4 5 the upper right corner of the page otherwise select OpenOffice org to make it available to every component Choose the shortcut keys you want to assign a style to In this example we have chosen Ctrl 9 In the Functions section at the bottom of the dialog box scroll down in the Category list to Styles Click the sign to expand the list of styles 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 o
306. f OOo s predefined styles Menus Keyboard Toolbars Events Shortcut keys _ OpenOffice org Text body Heading 1 Heading 2 Heading 3 Heading 4 Heading 5 List 1 Bold Double Underline Centered Numbering rs Modify E 4 OpenOffice org Macrc E Styles CharacterStyles List 1 Start ParagraphStyles List 2 FrameStyles List 2 Cont PageStyles List 2 End NumberingStyles List 2 Start AN List 3 ul H List 3 Cont Figure 437 Defining keyboard shortcuts for applying styles 442 OpenOffice org 3 3 Writer Guide 6 To assign Ctrl 9 to be the shortcut key combination for the List 1 style select List 1 in the Function list and then click Modify Ctri 9 now appears in the Keys list on the right and List 1 appears next to Ctrl 9 in the Shortcut keys box at the top 7 Make any other required changes and then click OK to save these settings and close the dialog box Example Assigning macros to shortcut keys A common use for assigning macros to shortcut keys is to enable quick and easy insertion of special characters This example shows how to set up keyboard shortcuts for inserting en dashes and em dashes First you need to record a macro for inserting each type of dash Then you need to assign those macro to shortcut key combinations
307. f the dialog This makes OpenOffice org start faster the trade off is that OOo uses some memory even when not being used This option sometimes called Enable systray quickstarter is not available on all operating systems 34 OpenOffice org 3 3 Writer Guide Undo Number of steps 100 Graphics cache Use for OpenOffice org 9 MB Memory per object 24 MB Remove from memory after 00 10 H hh mm Cache for inserted objects Number of objects 20 OpenOffice org Quickstarter V Load OpenOffice org during system start up Figure 29 Choosing Memory options for the OpenOffice org applications View options The options on the OpenOffice org View page affect the way the document window looks and behaves Some of these options are described below Set them to suit your personal preferences User Interface Graphics output 100 Use hardware acceleration or Scaling Icon size and style Use Anti Aliasing Galaxy default gt Mouse Use system font for user interface Mouse positioning No automatic positioning M enu Middle mouse button Icons in menus Automatic scrolling Automatic Font lii Selection Show preview of fonts Transparency 75 W Show font history Figure 30 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
308. f these icons to display a list of styles in that category such as paragraph or character styles in the main window To apply a character style to existing text select the text and then double click on the name of the style in the Character Styles list To apply any other style put the cursor in the paragraph frame or page you want to modify and double click on the name of the style in the corresponding section You can select more than one paragraph or frame and apply the same style to all of them at the same time Chapter 6 Introduction to Styles 173 Using Fill Format mode The sixth icon at the top of the Styles and Formatting window activates the Fill Format mode Use Fill Format to apply a style to many different areas quickly without having to go back to the Styles and Formatting window and double click every time This method is useful for formatting many scattered paragraphs words or other items with the same style and it may be easier to use than making multiple selections first and then applying a style to all of them 1 Open the Styles and Formatting window Figure 181 and select a style 2 Click the Fill Format Mode icon D 3 To apply a paragraph page or frame style hover the mouse over the paragraph page or frame and click To apply a character style hold down the mouse button while selecting the characters Clicking on a word applies the character style for that word 4 Repeat step 3 until you have made
309. fect 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 Headings subheads are paragraphs headers footers and numbered lists are also paragraphs Paragraph styles are therefore the most frequently used styles and are the ones treated in more detail in this and the next chapter 172 OpenOffice org 3 3 Writer Guide The Styles and Formatting window Styles are available through a floating or dockable window called Styles and Formatting shown in Figure 181 This window is at the center of styles management Do not worry if at first some contents of this section seem obscure while progressing through this or the next chapter This guide describes how to use all these functions New Style from Selection Update Style Load Styles List Styles Figure 181 Styles and Formatting window buttons To open the Styles and Formatting window do any one of the following E e Click on the icon located at the left hand end of the Formatting toolbar e Select Format gt Styles and Formatting e Press F11 You can move the Styles and Formatting window to a convenient position on the screen or dock it to an edge Tip Style selection basics The first five icons at the top of the Styles and Formatting window select the category of styles to work on Click on one o
310. ffice org Writer This is where you make settings concerning language and w OpenOffice org Writer Web OpenOffice org Figure 57 OpenOffice org language options On the right hand side of the Language Settings Languages page Figure 58 change the User interface Locale setting Default currency and Default languages for documents as required In the example English USA has been chosen for all the appropriate settings 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 If you choose either of these options the next time you open this page you will see some extra pages under Language Settings as Shown in Figure 59 These pages Searching in Japanese Asian Layout and Complex Text Layout are not discussed here 58 OpenOffice org 3 3 Writer Guide Language of User interface Default English USA Locale setting Default English USA Decimal separator key same as locale setting Default currency Default USD Default languages for documents Western aio English USA Asian None CTL Mone F For the current document only Enhanced language support L Enabled for
311. ffice org does not allow you to define page styles with recurring frames consider doing some quick sketches of the basic page layouts you need indicating the approximate positions of different frames and their purposes Try to keep the number of different page layouts as low as possible in order to avoid chaos in your design Pay special attention to the positioning of frames Many of the predefined styles default to a center alignment Although centering all frames looks reasonably good in most cases itis 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 gt Frame gt Type gt Position gt Horizontal gt 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 Instead of cramming a frame close to the text use the Wrap tab to place some white space between them You can format frames individually or define and apply frame styles see Chapter 7 Working with Styles Example Using a frame to center text on a page Although you can center text horizontally as part of a paragraph style or by using manual formatting those methods do not work for vertical centering To center text vertically you need to place the text in a frame
312. form controls on page 421 and Form control formatting options on page 431 for more information and the descriptions in the Help for details Configuration for use with a database is discussed in Creating a form for data entry on page 426 The fields on this dialog box vary with the type of control For example 412 OpenOffice org 3 3 Writer Guide e Some controls have visible labels such as Push Button and Option Button The label text can be set e The List Box contains a list of options to choose from Set these in the List entries box Notice the scroll bar in this dialog box You can use the scroll bar or enlarge the dialog box to see additional fields Properties Combo Box a General Data Events Max text length Enabled Tabstop Tab order Lisk entries Default text Figure 410 Example of the Properties dialog box for a form control Use the form To use the form leave design mode by clicking the Design Mode On Off button to deactivate it Save the form document Form controls reference Form Control toolbar Selects a form control to perform some other action on hs Select it Toggles between design mode on to edit forms and Design mode on off design mode off to use forms FE Control Launches form control properties dialog box This dialog box can be kept open as different controls are selected Ee Launches form properties dialog box
313. frame styles Whenever you insert an object into a document it will automatically have a frame around it Some designers like to add frame styles to introduce variety For example you could have two different frame styles for graphics one that is centered for small graphics and another that is left aligned for graphics that take up the entire width of the main frame In such a case you need to add at least one frame style To apply a style to a frame 1 Select the frame 2 Bring up the Styles and Formatting window for example by pressing F11 3 Click the Frame Styles icon the third one from the left 4 Double click the frame style you want When a frame is selected the Frame toolbar replaces the Formatting Tip toolbar Then the Apply Style list at the left of the Frame toolbar displays frame styles You can use this to change the style of a frame Most of a frame s design can be set in a style However the following options must be set manually e Anchoring how the frame is positioned in relation to the rest of the page s contents Format gt Anchor e Arrangement the frame s position in a stack of objects Format gt Arrange e Adding a hyperlink so that a click on the frame opens a Web page or another document in an HTML file Insert gt Hyperlink The right click menu also has items for anchoring and arrangement as well as for wrap and alignment Applying page styles To apply a page style place the
314. g e On the toolbar click the arrow at the end of the toolbar and choose Customize Toolbar e Choose View gt Toolbars gt Customize from the menu bar e Choose Tools gt Customize from the menu bar and go to the Toolbars page Chapter 16 Customizing Writer 437 Menus Keyboard Toolbars Events OpenOice org Writer Toolbars Toolbar Content Commands dt Load URL i x Mew i New Document From Templat f Open iv 4 E iv iv lv lt Save In Open ffice org Writer L Description Creates a new OpenOffice org document Figure 433 The Toolbars page of the Customize dialog box Modifying existing toolbars To modify an existing toolbar 1 2 3 4 In the Save In drop down list choose whether to save this changed toolbar for the application Writer or for a selected document In the section OpenOffice org Writer gt Toolbars select from the Toolbar drop down list the toolbar that you want to modify Click on the Toolbar or Modify buttons and add commands to a toolbar by clicking on the Add button You can also create a new toolbar by clicking on the New button These actions are described in the following sections When you have finished making all your changes click OK to save them Adding a command to a toolbar If the list of available buttons for a toolbar does not include all the commands you want on that toolbar you can add commands When you create a new
315. g dialog box Figure 208 2 Click the number in the Level box corresponding to the heading for which you want to change the paragraph style Chapter 6 Introduction to Styles 193 Outline Numbering Numbering Position Level Numbering Paragraph Style OOcHeading1 Heading 2 Heading 3 Heading 4 Heading 5 Heading 6 Heading 7 Heading 6 OOoTableHeader OOoTableText m p O Ga n n h b Lae i im a After Heading 9 Start at i Heading 10 lt gt Figure 208 Choosing paragraph styles for outline levels 3 In the Numbering Paragraph Style section choose from the drop down list the paragraph style you want to assign to that heading level For example when setting up a chapter in the Writer Guide you would click Level 1 and choose OOoHeading1 a custom style defined for the OOoAuthors project to replace Heading 1 and for Level 2 O0oHeading2 to replace Heading 2 4 Repeat for each outline level that you want to change Click OK when done Assigning outline levels to other styles Beginning with OpenOffice org 3 1 you can assign an outline level to any paragraph style This feature enables you to create a table of contents that includes those headings along with the headings using styles listed in the Outline Numbering dialog box For example you might use a different sequence of styles for annexes appendixes but you want the annex headings and subheadings to appear in the TOC at the same levels as
316. g pages This section describes techniques to insert page numbers and related information in a document Some basic knowledge of page styles which are fully described in chapters 6 and 7 may be needed to follow some of the examples given Preliminaries fields OpenOffice org uses fields to manage page numbers To insert a page number field position the cursor where you want to insert the number and choose Insert gt Fields gt Page Number The page number appears with a gray background The gray background denotes a field The gray background is simply there to denote a field This background Note is not printed If you wish to turn this feature off choose View gt Field Shadings or press Ctrl F8 The page number field always displays the page number for the page where it is placed If you see the words Page number instead of a number press Ctrl F9 This shortcut key toggles OOo between displaying the field s contents what the field is for and the field s results what the field creates Note For a full introduction to fields see Chapter 14 Working with Fields Preliminaries insert and format a header For the purpose of this example we will insert a header in the Default page style pages using manual formatting See Creating headers and footers on page 130 Simple page numbering The simplest case is to have the page number at the top of every page and nothing more To do this put the cursor on the hea
317. g the control to size it Some controls have a fixed size symbol followed by the name of the control for example Check Box or Option Button 4 The control button remains active so you can insert several controls of the same type without needing to go back to the toolbar 5 To change to another tool click its icon on the toolbar 6 To stop inserting controls click on the Select button hs on the Form Controls toolbar or click on any of the controls you have just inserted The mouse pointer changes back to its normal appearance Holding down Shift when creating a form control makes the control Tip 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 Note wizard click the Wizards On Off button ES on the Form Controls toolbar Configure controls After inserting the controls you need to configure them to look and behave as you want Right click on a form control within your document and select Control from the pop up context menu to open the Properties dialog box for the selected control Double clicking on a form control also opens this dialog box The Properties dialog box has three pages General Data and Events For simple forms only the General page is of any interest On this page you can set the look and feel of the control See Configure
318. g toolbar 249 drawing tools 248 duplex printer 52 E e mail options 57 e mailing Mail Merge Wizard 167 several recipients 167 Writer document as attachment 166 edit document properties before saving 44 Fdit Fields dialog box 404 en and em dashes 69 endnotes 78 127 envelope formatting address blocks 157 Mail Merge dialog box 318 mail merge from database 156 printing 156 envelope printing 156 EPS images in PDF 161 export directly as PDF 160 exporting to PDF 160 extended tips 28 Extension Manager 296 extensions 446 F fax icon adding to toolbar 439 fax sending 160 Fax Wizard 293 FDF 162 features 10 field names show hide 397 field shadings on off 397 fields automatic updating 404 AutoText entry 390 AutoText for entering 388 bookmark 97 393 bookmarks 391 converting into text 397 cross reference 97 390 DocInformation 399 document properties 386 document title 394 entering 384 fixed content 388 397 gray background on screen 384 hidden text 401 in headers and footers 394 keyboard shortcuts 397 number range variable 389 page count 395 page number 384 394 placeholder 404 updating 397 user defined variable 390 399 Fields dialog box Cross references tab 391 394 DocInformation tab 387 Document page 387 Document tab 395 Functions tab conditional text 401 Functions tab hidden text 402 Functions tab placeholder field 405 open using keyboard 397 References tab 376 file locations 38 file sharing opti
319. gin 2 5 cm Bottom margin 15cm Left margin 25 Cem Left inner margin 2 8 cm Top margin 2 8 cm Right outer margin 1 8 cm Bottom margin 1 8 cm 2 Create the Landscape page style 3 Measure the distance from the upper and left edges of the page to the upper left hand corner of the space where you want the footer to appear Measure the width and length of the space the footer will occupy to match footers on portrait pages See Figure 139 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 Assign the Footer style to this paragraph so the typeface font size and tab settings match those of the footers on the portrait pages 132 OpenOffice org 3 3 Writer Guide Figure 139 Measuring the location and size of the footer frame 5 Select the text including the fields you just entered Choose Format gt Character On the Character dialog box choose the Position tab and set Rotation scaling to 270 degrees counterclockwise Click OK Character Font Font Effects Position Hyperlink Background Position O Superscript Normal Subscript Rotation scaling 0 degrees 90 degrees Fit to line Scale width 100 j Figure 140 Rotating the footer text 270 degrees 6 With the text still selected choose Insert gt Frame In the Frame dia
320. gnment Text Flow Font Font Effects Position Indent Before text n ien H After text 000cm First line O 00cm Automatic Spacing Above paragraph 0 00cm a Below paragraph 25cm Line spacing Register true Activate Figure 231 Settings on the Indents and Spacing page of a paragraph style Use the Indent section of the page to set up the indentation using these parameters e Before text controls the space in the selected unit of measurement between the left margin of the page and the leftmost part of the paragraph area Entering a negative value results in the text starting on the left of the margin This may be useful in situations where your left margin is quite wide but you want the headings to be centered in the page e After text controls the space in the selected unit of measurement between the right margin of the page and the rightmost part of the paragraph area Entering a negative value results in the text extending into the right margin of the page e 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 e 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 paramete
321. graph For example if referencing a numbered item 2 4 it inserts 4 e Number full context inserts the the full number including higher hierarchical levels For example if referencing a numbered item 2 4 the full numbering 2 4 is inserted Finally for objects inserted with captions such as a table or a figure you can choose e Category and Number inserts both the category and number of the referenced object for example Figure 6 This is generally the most used formatting for figures and tables e Caption Text inserts the full caption of the referenced object For example Figure 6 This is an example figure e Numbering inserts the sequential number of the referenced object without the category for example if referencing Table 2 the field will contain only the number 2 392 OpenOffice org 3 3 Writer Guide 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 391 For an example of the use of this technique see Solving the page count problem in Chapter 4 Formatting Pages Using bookmarks Bookmarks are listed in the Navigator a
322. graphic across the entire background area select Tile 6 In the Transparency area you can adjust the transparency of the graphic This adjustment is often necessary to make any text easier to read 146 OpenOffice org 3 3 Writer Guide As Graphic File Tu Unlinked graphic Type Transparency UM Ea Preview Figure 157 Graphic options on the Background page of the Frame dialog box Deleting color or graphics from the background To delete color or graphics from the background 1 From the As drop down list select Color 2 Click No Fill on the color grid Chapter 4 Formatting Pages 147 en OpenOffice org 3 Chapter 9 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 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 Note printer for the computer Go to Tools gt Options gt Load Save gt General and select the Load printer settings with the document option Controlling printing For more control over printing use the Print dialog box File gt Print or Ctrl P
323. graphy Font Font Effects Name E Autol pdate Next Style Linked with Category Figure 200 Initial configuration for the Poem style Set the first three entries as shown 188 OpenOffice org 3 3 Writer Guide The next step is to configure the alignment and font properties of this style e On the Alignment page select the Center option e On the Font page select the 12pt font size Click OK to save the new Poem style Creating the PoemHeading style Create a new PoemHeading style Use the same procedure as before with these changes e Next Style Select Poem not PoemHeading e Linked with Heading The dialog box should look like Figure 201 Organizer Indents amp Spacing Alignment Text Flow Asian Typography Font Effects pacing q ypograpny Name FoemHeading E AutoUpdate Next Style Poem Edited Entries v Linked with ding Category Figure 201 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 Sample poem It is a good idea to test out your new styles and see if you are happy with them Typing a poem using the styles we have just defined should produce the results in Figure 202 Changing the formatting of your styles One of the main advantages of styles is that they allow t
324. gure 82 Inserting a footnote endnote directly If you use the Insert Footnote Endnote Directly or Insert Endnote Directly icon the footnote or endnote automatically takes on the attributes previously defined in the Footnote Settings dialog box 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 The contents of the footnote or endnote are deleted automatically and the numbering of other footnotes or endnotes is adjusted automatically Defining the format of footnotes endnotes To format the footnotes themselves click Tools gt Footnotes Endnotes On the Footnote Settings dialog box choose settings as required The Endnotes page has Similar choices Chapter 3 Working with Text 79 Footnotes Endnotes Settings Xx Footnotes Endnotes AutoNumber ing Numbering ye ate Start at 1 G Before After Position End of page 2 End of document Styles Character Styles Paragraph Text area Footnote anchor v Page Foomote area Footnote Characters v Continuation notice End of footnote Start of next page Figure 83 Defining footnote formatting Checking spelling and grammar Writer provides a spelling checker which can be used in two ways ABc AutoSpelicheck checks each word as it is typed and displays a wavy red line Pa tt under any misspelled words When the word is corrected the red wavy line disappears To pe
325. hank you for agreeing to take part in this questionnaire Please complete the form to say what your favourite shapes are Name SEY Favourite shape All shapes you like Figure 411 Initial document without form 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 gt Toolbars gt Form Controls to open the Form Control toolbar 2 Ifthe tools are not active click the Design Mode On Off button to activate them 3 Click the Text Box button then click in the document and with the left mouse button held down drag the shape of the Name text box to approximately the size you want 4 Make sure the Wizards On Off button on is on Shaded with a border Click the More Controls button to launch the More Controls toolbar 5 On the More Controls toolbar click the Group Box button Draw a group box by the Sex entry The Group Element Wizard opens a On the first page of the wizard enter two names for the options fields Male and Female Click the gt gt button after each entry Click Next gt gt 418 OpenOffice org 3 3 Writer Guide Group Element Wizard Data Which names do you want to give the option fields Female Figure 412 Specifying n
326. hapter 10 Working Oa as ec eestigec seer ccc niece a 290 Pisce lo Liel a 0 6 oer eee eee nen ee enen ne Sree ree ner er en er ere ert Mee arte re eee ne en eee ee ree 291 Using a template to create a COCUMENL ccc ccececececcncecececencececesenseceeceesensense 291 er ara et ne cases au evened antes niene E E eee eee 292 EDRO E cs 10 8 2 eee ane eer ene eee te ee lt n oe nee et eee Meee Ee ve eee me enone an 294 Adding templates with Extension M anageb ccccccccccscececeseesececesesseseeceeseeses 296 Selting a detault template oesccceceaancevencyerseenatotsatedencceucetenncniensepcesietcceondnseveasbrsenedast 297 Associating a document with a different template sessssresssereeesssrreeesssrerrerssee 298 Organizing templalO S cearna e ANNEE NNE EARANN 299 OpenOffice org 3 3 Writer Guide 5 Chapter 11 Pe Te Tae cere ccm ee nero eas ec eee eae 301 Foal teeaeat ceca cancemeeareceeavencanancecanaenduee masta cdesewiaruesebuaeeccaonanererces 302 Cenina he dala SOUC eam eee en EEE PPT Se oto ene ee meee eee 302 Registering a data SOU OG ntsc eseccceas coswenenscdsccadiestacaeanaencieciadinecepiausnnettanasecanenenenaecs 303 Fe ee Mee a EET 305 Prorng malng aD l ieee ee ee eer hehe eee nT eee et See lee ee ere ret ee ene eaectn eatery er 310 Printing mol thio 0 0 gt cetera ne nlc rte ne EEE 314 Using the Mail Merge Wizard to create a form letter cece ccc ececceeeceeeeneens 318 Chapter 12 Tables of
327. haracter Style Numbering Symbols 1 Show subleyels 1 1 l Start at i PS 1 T Ea 11 m Figure 360 Specifying square brackets before and after the number in a list 3 Now go to the Position tab of the Numbering style dialog In the Spacing to text box specify how much indentation you want for the second and following lines of any item in the bibliography list of your document Often you will need to experiment a bit to see what is the best setting In our example Figure 361 we have chosen 1 cm 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 Outline amp Numbering tab and select Numbering 1 from the drop down list See Figure 362 Click OK to save this change to the Bibliography 1 paragraph style Chapter 12 Tables of Contents Indexes and Bibliographies 359 Numbering Style Numbering 1 Organizer Bullets Numbering Style Outline Graphics Position Options Position and spacing Level _ Numbering Followed by Numbering alignment Aligned at Indent at 4 4 T 6 G a J l 0 p I p 1 1 Figure 361 Setting the spacing between the margin and the text Paragraph Style Bibliography 1 Organizer
328. hat 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 A simple example is a reminder letter for an overdue account The first and second reminders might have a subject line of Reminder Notice but the third reminder letter might have the subject Final Notice and a different final paragraph A more complex example is a software manual for a product that comes in two versions Pro and Lite Both product versions have much in common but the Pro version includes some features that are not in the Lite version If you use conditional content you can maintain one file containing information for both versions and print or create online help customized for each version You do not have to maintain two sets of the information that is the same for both versions so you will not forget to update both versions when something changes Choose the types of conditional content to use This section describes several Writer features that can help you design and maintain conditional content You can use one or any combination of these features in the same document Conditional text With conditional text you can have two alternative texts a word phrase or sentence One text will be displayed and printed if the condition you specify is met and the other will be displayed and printe
329. he AutoText button and click New to have the entry inserted as a field Do not choose New text only because the AutoText entry will be plain text not a field The selection New does not appear until you have selected a group and typed a name for the entry Click Close to close the AutoText dialog box AutoText Display remainder of name as suggestion while typing Mame sample Shortcut 5 Business Cards Work 3 Wx 2 My QuboText Only For Templates Standard Rew New kest only Import Save links relative to File system Internet Show previews Figure 390 Creating a new AutoText entry Now whenever you want to insert this field at the cursor position type the shortcut and then press F3 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 388 OpenOffice org 3 3 Writer Guide Create a number range variable To create a number range variable using Arabic 1 2 3 numbers 1 Place the insertion point in a blank paragraph in your document 2 Choose Insert gt Fields gt Other and select the Variables page Fields Xx Document Cross references Functi
330. he Organizer page In case you want to reset the properties of a child style to that of the parent style click the Standard button located at the bottom of each Paragraph and Character style dialog page You cannot define a hierarchical style structure for Page Frame and Note List styles Creating a linked style To create a linked style you can either specify the parent style the linked with style in the Organizer page of the Style dialog box or you can start creating a new style by right clicking in the Styles and Formatting window on the style to be linked with and selecting New from the drop down menu Styles and Formatting Example Changing a property of a parent style ch 9 Fi Suppose that you want to change the font of not First line indent A only Heading 1 or Heading 2 but all headings Hanging indent The easiest way to do that is to take advantage Heading of linking Heading 1 Open the Styles and Formatting window press Heading 10 F11 and select Heading Heading 2 O Heading 3 pen the Paragraph Style dialog box for the Bae Heading style right click gt Modify and select saree i the Font tab Select a font and click OK Figure 229 Heaacdina A Figure 228 Select Heading style 204 OpenOffice org 3 3 Writer Guide xi Paragraph Style Heading Outline amp Numbering Tabs Drop Caps Background Borders Organizer Indents amp Spacing Alignment Text Flow Font Fo
331. he cursor in the cell you wish to change or click and drag to select multiple cells e Right click in the selected area and choose Cell gt Center Top or Bottom in the pop up menu to vertically align the text as desired 278 OpenOffice org 3 3 Writer Guide Number formats The number format can be set for a whole table or group of cells For example cells can be set to display in a particular currency to four decimal places or ina particular date format Number recognition specifies that numbers in a text table are recognized and formatted as numbers If number recognition is selected numbers are automatically bottom right aligned Number recognition option can be enabled under Tools gt Options gt OpenOffice org Writer gt Table Select the cells to format then right click and choose Number Format from the pop up menu The Number Format dialog box opens for you to set options for various categories of numerical data e In the Category list select the category you want such as currency date or text e In the Format list choose a format for the category you just selected e For some categories such as date you may wish to change the language using the Language list while for other numerical categories the Options section of the dialog box allows you to customize the appearance 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
332. he document formatting to be changed after the content has been written For example suppose you have written a 100 page book of poetry Then you decide you don t like the way the poems look after all Or perhaps your publisher doesn t like it To learn about reconfiguring styles we add an indentation to the Poem style instead of centering it Chapter 6 Introduction to Styles 189 THE OLD SALT I was walking through the dockyard in a panic When I saw a matelot old and grey P He was carrying his kitbag and his hammock i And as he passed I heard him say Oh I wonder yes I wonder Has the Jaunty made a blunder ei When he made this draft chit out for me For I ve been a barrack stanchion In good old Jago s Mansions And I don t want to go to sea Figure 202 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 amp 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 203 Note in the figure that a third style has been created for the author of the poem THE OLD SALT I was walking through the dockyard in a panic When I saw a matelot old and grey i H
333. he number of consecutive lines that terminate with a hyphen If you prefer Writer to automatically control the hyphenation select the Automatically option Outline amp Humbering Tabs Drop Caps Background Borders Organizer Indents amp Spacing ligament Text Flow Font Font Effects Position Hyphenation Automatically 2 9 Characters at line end 2 T Characters at line begin TI Maximum number of consecutive hyphens Breaks Insert Type Page hal Position Before v With Page Style Default wt Page number 0 Options Do not split paragraph i _ Keep with next paragraph Grphan control a Lines Widow control 2 lt gt ied Lines Figure 233 The options on the Text Flow page of the Paragraph dialog box In the Breaks section you can require a paragraph to start on a new page or column as well as specify the position of the break the style of the new page and the new page number A typical use for this option is to ensure that the first page of a new chapter always starts on a new usually right hand page To always start a style on a new page choose the following settings on the Text Flow page of the Paragraph Style dialog box 1 In the Breaks section select Insert Make sure that Type is set to Page and Position is set to Before 2 Select With Page Style and choose the page style from the list 3 To continue page numbering from the previous chapter leave Page number set at 0 To
334. he triangle to the right of the arrow to get a list of the changes that can be reapplied rabbit Using Writer on a Mac Some keystrokes and menu items are different on a Mac from those used in Windows and Linux The following table gives some common substitutions for the instructions in this book For a more detailed list see the application Help Windows Linux Mac equivalent Effect Tools gt Options OpenOffice org gt Access setup options menu selection Preferences Right click Control click Open context menu Ctrl Control Command Used with other keys F5 Shift F5 Open the Navigator F11 T Open the Styles and Formatting window 30 OpenOffice org 3 3 Writer Guide yy en OpenOffice org 3 Chapter 2 Setting up Writer Choosing options to suit the way you work 31 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 gt Options The list on the left hand side of the Options OpenOffice org dialog box varies depending on which component of OOo is open The illustrations in this chapter show the list as it appears when a Writer document is open Click the expansion symbol sign or triangle by OpenOffice org on the left hand side A list of page
335. he values in Above paragraph and Below paragraph Table Text Flow Columns Borders Background Properties Alignment Name Sideheadi Automatic 6 69 O Left From left spacing eye O Right C Center 0 0 Manual Above 0 10 te Below 0 10 Figure 125 Defining the space above and below a table You may also want to turn off number recognition so that Writer will not try to format numbers if you want them to be plain text To turn number recognition off 1 Right click in the table and then click Number Format on the pop up menu 2 On the Number Format dialog box make sure the Category is set to Text Click OK If you use this table format often you may want to save it as AutoText Tip as described in Chapter 3 Working with Text Select the table not just the contents to assign the shortcut Number Format Category Format Language Default yt Figure 126 Setting number format to Text Chapter 4 Formatting Pages 121 Using sections for page layout A section is a block of text that has special attributes and formatting You can use sections to Write protect text Hide text Dynamically insert the contents of another document Add columns margin indents a background color or a background graphic to a portion of your document Customize the footnotes and endnotes for a portion of your document Creating sections To create a section 1 2 3 Place the cursor at the point in
336. hical representation of the direction of the resizing 3 Click and drag to resize the picture 4 Release the mouse button when satisfied with the new size The corner handles resize both the width and the height of the graphic object Simultaneously while the other four handles only resize one dimension at a time To retain the original proportions of the graphic Shift click one of the Tip corner handles then drag Be sure to release the mouse button before releasing the Shift key Be aware that re sizing a bit mapped raster image will adversely affect the resolution causing some degree of blurring It is better to externally size your picture correctly before insertion into your presentation if possible Figure 264 shows three examples of an image inserted into a document and resized EXAMPLE 1 This image shows the BSD Daemon Linux users probably are already familiar with it It is loaded in its natural size from a JPG file EXAMPLE 2 Inthis example the figure is reduced proportionally holding the Shift pressed while dragging the mouse EXAMPLE 3 Example of non proportional reductions obtained just dragging the mouse without holding Shift Figure 264 Three examples of resized images plus the original image 246 OpenOffice org 3 3 Writer Guide For more accurate resizing use either the Crop page of the Picture dialog box Figure 263 or for images the Type page of the Picture dialog box On the
337. his word to fill the entire line This is an example with the Expand single word option 5 e e c t e d l Figure 69 Four choices for the last line of a justified paragraph These options are controlled in the Alignment page of the Format gt Paragraph dialog box Chapter 3 Working with Text 71 Paragraph X s Background Indents amp Spacing Alignment Text Flow Outline amp Numbering Tabs Drop Caps Borders Options C Left O Right Centre Justified Last line L Expand single word Figure 70 Options for the last line of a justified paragraph Setting tab stops and indents The horizontal ruler shows both the default tab stops and any tab stops that you have defined Tab settings affect indentation of full paragraphs using the Increase Indent and Decrease Indent icons on the Formatting toolbar as well as indentation of parts of a paragraph by pressing the Tab key on the keyboard Using the default tab spacing can cause formatting problems if you share documents with other people If you use the default tab spacing and then send the document to someone else who has chosen a different default tab spacing tabbed material will change to use the other person s settings Instead of using the defaults define your own tab settings as described in this section To define indents and tab settings for one or more selected paragraphs double click on a part of the ruler that is not between the left and right inde
338. hoose depends on what you are trying to accomplish The different methods are described in this chapter along with Suggestions on when to use each one A master document is not always the best method to use in any of the Situations given above You may find that an ordinary document ODT Tip containing sections linked to other files may do the job just as well For more about using sections to combine files see Chapter 4 Formatting Pages Styles in master documents and subdocuments A subdocument can be used in several master documents Each master document may have different style definitions font type size color page size margins and so on which affect the appearance of the final document but the individual subdocuments retain their original characteristics The relationship between styles in a master document ODM and its subdocuments ODT is as follows e Custom styles used in subdocuments such as paragraph styles are automatically imported into the master document e If more than one subdocument uses a custom style with the same name for example myBodyText then only the one in the first subdocument is imported into the master document e Ifa style with the same name exists in the master document and in the subdocuments for example Default then the style is applied as defined in the master document e The styles in the subdocuments are only changed in the master document so when a subdocument is opene
339. hrase shown in the Entry box or change it to whatever you want If you placed the cursor at the Chapter 12 Tables of Contents Indexes and Bibliographies 341 beginning of a word clicking on the Entry text box inserts the word into the text box 3 Click Insert to create the entry Insert Index Entry Selection Index Alphabetical Index F Entry toolbars ist key d Main entry Match case Whole words only Figure 341 Inserting an index entry See Customizing index entries on page 343 for an explanation of the fields on this dialog box You can create multiple entries without closing the dialog box For each one 1 Click at the location in the document that you want to index 2 Click again on the dialog box 3 Change the entry if needed and click Insert 4 Repeat steps 1 3 until you have finished with the entries then click Close If field shading is active see Tools gt Options gt OpenOffice org gt Appearance gt Text Document gt Field shadings when a selected Note word or phrase has been added to the index it is shown in the text with a gray background Index entries whose text is different from the text in the document are marked by a small gray rectangle Ti You can also open the Insert Index Entry dialog box by clicking the Ip Entry icon on the Insert toolbar as shown in Figure 342 Insert E 7 ea o BeE AE Ty Ya flr Indexes and Tables im i Fig
340. i settings greatly increase the size of the exported file EPS images with embedded previews are exported only as previews Note EPS images without embedded previews are exported as empty placeholders Chapter 5 Printing Exporting Faxing and E Mailing 161 General section PDF A 1 PDF A is an ISO standard for long term preservation of documents by embedding all the information necessary for faithful reproduction such as fonts while forbidding other elements including forms security and encryption PDF tags are written If you select PDF A 1a the forbidden elements are greyed out not available Tagged PDF Tagged PDF contains information about the structure of the document s contents This can help to display the document on devices with different screens and when using screen reader software Some tags that are exported are table of contents hyperlinks and controls This option can increase file sizes significantly Create PDF form Submit format Choose the format of submitting forms from within the PDF file This setting overrides the control s URL property that you set in the document There is only one common setting valid for the whole PDF document PDF sends the whole document FDF sends the control contents HTML and XML Most often you will choose the PDF format Export bookmarks Creates PDF bookmarks a table of contents list displayed by most PDF viewers for all outline paragraphs and for all table of
341. iations of the name e Ifyou save a Writer document to HTML hyperlinks remain active but cross references do not Both remain active when the document is exported to PDF 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 In HTML documents bookmarks are converted to anchors that you can jump to by hyperlink For more about bookmarks see Using bookmarks in Chapter 14 Working with Fields Using hyperlinks When you type text such as website addresses or URL that can be used as a hyperlink and then press the spacebar or the Enter key Writer automatically creates the hyperlink and applies formatting to the text usually a color and underlining If this does not happen you can enable this feature using Tools gt AutoCorrect gt Options and selecting the URL Recognition option Chapter 3 Working with Text 97 If you do not want Writer to convert a specific URL to a hyperlink choose Edit gt Undo Insert from the menu bar or press Control Z immediately after the formatting has been applied You can also insert hyperlinks using the Navigator and the Hyperlink dialog and you can modify all hyperlinks using the Hyper
342. ic captioning is enabled the graphic is placed in a frame along with a caption containing the default sequence name for graphics lIllustration Position the cursor in the caption area and type the text for the caption You can change the sequence name by selecting one from the drop down Category list You can specify where to place an automatic caption for any object except a picture picture captions can only be automatically placed Note below the picture If you need a caption above the picture for example for data plots in scientific publications you must add the captions manually as described in Adding captions manually on page 261 A common sequence name Figure is not one of the names provided lt None gt 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 Ne l 2 In the Add captions automatically when inserting section select Tip OpenOffice org Writer Picture This activates the Caption area in the dialog box for pictures graphics 3 Ne Under the Category drop down list enter the name that you want added say Figure by overwriting any sequence name in the list Overwriting a term does not delete it from the drop down list You can also set some options for the number style and for a separator between the name and the number if
343. ic word completion Ctrl Shift Tab Use previous suggestion with automatic word completion Alt W In the spelling checker dialog box Calls back the original unknown word into the text box Ctrl double click or Docks or un docks the Navigator Styles and Formatting Ctrl Shift F10 window or other windows Shortcut keys for tables in Writer Shortcut Keys Effect Ctrl A Ctrl Home Ctrl End Ctrl Tab Ctrl Shift Arrow Up Ctrl Shift Arrow Down Alt Arrow Keys If the active cell is empty Ctrl A selects the whole table otherwise it selects the contents of the active cell Press Ctrl A a second time to select the entire table If the active cell is empty Ctrl Home moves the cursor to the beginning of the table Press Ctrl Home again to move 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 A second press of Ctrl Home moves the cursor to the beginning of the current table A third press moves the cursor to the beginning of the document If the active cell is empty Ctrl End moves the cursor to the end of the table Press Ctrl End again to move the cursor to the end of document If the active cell is not empty Ctrl End moves the cursor to the end of the active cell A second press of Ctrl End moves the cursor to the end of the current table A third press moves the cursor to the end of the document Inserts a tab st
344. ice org Writer paragraph spacing is defined differently than it is in MS Word documents If you have defined spacing between two paragraphs or tables Spacing is also added in the corresponding MS Word documents If this option is selected MS Word compatible spacing is added between paragraphs and tables in OpenOffice org Writer documents Add paragraph and table spacing at tops of pages in current document You can define paragraphs to have space appear before above them If this option is selected any space above a paragraph will also appear if the paragraph is at the beginning of a page or column if the paragraph is positioned on the first page of the document or after a manual page break If you import an MS Word document the spaces are automatically added during the conversion Add paragraph and table spacing at bottom of table cells Specifies that the bottom spacing is added to a paragraph even when it is the last paragraph in a table cell Use as Default Click this button to use the current settings on this page as the default in OpenOffice org Chapter 2 Setting up Writer 55 AutoCaption options Do you want OOo to automatically insert captions for tables pictures frames and OLE objects that have been inserted in a Writer document 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 o
345. idden text Hidden Paragraph Figure 307 Hidden paragraph insertion The document is now ready to be printed 1 Choose File gt Print and respond with Yes in the message box C Your document contains address database fields Do you want to print a form letter Figure 308 Confirmation message for merging database fields 2 In the Mail Merge dialog box Figure 309 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 letters directly to the printer Or you can save the letters to a file for further editing or formatting see Editing merged documents below 4 Ifyou 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 308 OpenOffice org 3 3 Writer Guide Sa Mie 2 Hi KX ii Bo First Name Last Name Address State Coun E B Bibliography Mrs Alice Azure 1 First AvenueAverage Town Ampshire E B Points Mr Brian Brown 2 Bottom Pastel Burkshire al Gisk Mr Charles Coffee Cooksto Cropsh E Lia ru i Doris Damson Deepshire s gou gt i gt Records
346. ies progressive numbering to all the lists Sometimes this is exactly what you want while at other times you want to restart the numbering To do so either click on the Restart numbering icon H on the Bullets and Numbering toolbar or right click on the first element of the list and select Restart numbering Modifying styles Writer provides several predefined styles but you may find that they do not fit 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 e Update a style from a selection e Load or copy styles from another document or template e Change a style using the Style dialog box e Use AutoUpdate paragraph and frame styles only The first two methods are discussed in Update Style from a selection on page 175 and Load Styles from a template or document on page 175 while Chapter 7 Working with Styles discusses at length the process of creating a new style This section shows how you can quickly make simple modifications to existing paragraph styles using the same tools you would use for applying formatting manually Any changes made to a style are effective only in the current document If you want to reuse modified or new styles in other documents you Tip need to either save the styles in a template see Chapter 10 Working
347. if you work with documents produced by people in other countries where the standard paper size is different from yours Chapter 2 Setting up Writer 37 If your printouts are incorrectly placed on the page or chopped off at Tip the top bottom or sides or the printer is refusing to print the most likely cause is page size incompatibility Path options On the OpenOffice org Paths page you can change the location of files associated with or used by OOo to suit your working situation In a Windows system for example you might want to store documents by default somewhere other than My Documents To make changes select an item in the list shown in Figure 33 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 Note that many items can have at least two paths listed one to a shared folder which might be on a network and one to a user specific folder normally on the user s personal computer You can use the entries in the OpenOffice org Paths dialog to compile Tip a list of files such as those containing AutoText that you need to back up or copy to another computer Paths used by OpenOffice org Type Path AutoCorrect CA Users Jared AppData Roaming OpenOffice org s user a AutoText G Users Jared AppData Roaming OpenOffice org 3 user a Backups C Users Jared AppData Roaming OpenOftice org s user b Gallery C Users Jared A
348. igure 28 Setting general options for OpenOffice org Help Tips When Tips is active one or two words will appear when you hold the mouse pointer over an icon or field without clicking Help Extended tips When Extended tips is active a brief description of the function of a particular icon or menu command or a field on a dialog box appears when you hold the mouse pointer over that item Help Agent To turn off the Help Agent similar to Microsoft s Office Assistant deselect this option To restore the default behavior click Reset Help Agent Chapter 2 Setting up Writer 33 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 High contrast style Visual effect Default Black text on white background High Contrast 1 Yellow text on black background High Contrast 2 Green text on black background High Contrast Black White text on black background High Contrast White Black text on white background Open Save dialogs To use the standard Open and Save dialog boxes for your operating system deselect the Use OpenOffice org dialogs option When this option is selected the Open and Save dialog boxes supplied with OpenOffice org will be used This book uses the OOo Open and Save dialog boxes in
349. illustrations Document status If this option is selected then the next time you close the document after printing the print date is recorded in the document properties as a change and you will be prompted to save the document again even if you did not make any other changes Year two digits Specifies how two digit years are interpreted For example if the two digit year is set to 1930 and you enter a date of 1 1 30 or later into your document the date is interpreted as 1 1 1930 or later An earlier date is interpreted as being in the following century that is 1 1 20 is interpreted as 1 1 2020 Memory options In the Options dialog click OpenOffice org gt Memory Some considerations e More memory can make OpenOffice org faster and more convenient for example more undo steps require more memory but the trade off is less memory available for other applications and you could run out of memory altogether e If your documents contain a lot of objects such as images or the objects are large OOo s performance may improve if you increase the memory for OOo or the memory per object If you find that objects seem to disappear from a document that contains a lot of them increase the number of objects in the cache The objects are still in the file even if you cannot see them on screen e To load the Quickstarter an icon on the desktop or in the system tray when you start your computer select the option near the bottom o
350. in 0 00 Top margin 0 00 aoe Columns l Rows 1 a Columns Figure 168 Labels dialog box Format page 5 Click Save to save your new format 6 On the Options page 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 Labels Format Options Distribute O Entire page Single label Column i kia Pm Printer HP LaserJet SL Setup Figure 169 Labels dialog box Options page 7 When you have finished formatting click New Document to make your sheet of labels or 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 8 You can print using the Print File Directly icon on the toolbar or by choosing File gt Print from the menu bar or you can save the file to print later Chapter 5 Printing Exporting Faxing and E Mailing 159 Sending a fax To send a fax directly from OpenOffice org you need a fax modem and a fax driver that allows applications to communicate with the fax modem 1 Open the Print dialog box Figure 158 by choosing File gt 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 You can set up a toolbar icon so that a single click sends the current document as a fax To add an icon for this purpose to a
351. in the Accept or Reject Changes dialog box Figure 99 Comment Insertion Xx Contents Author Sharon Whiston 20 08 2010 15 comment about some deleted texy faal T lt Insert Figure 98 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 See also Adding other comments on page 96 for a way to annotate text that is not associated with a recorded change Tip 3 To stop recording changes click Edit gt Changes gt Record again Chapter 3 Working with Text 93 Accepting or rejecting changes To accept or reject recorded changes use either of these methods e Right click context menu e Accept or Reject Changes dialog box The results of accepting or rejecting a change are as follows e Accepting an insertion removes the change indicator usually a color from the inserted text e Rejecting an insertion removes the text from the document e Accepting a deletion removes the text from the document e Rejecting a deletion removes the change indicator and restores the text to the document Right click context menu 1 If recorded changes are not showing click Edit gt Changes gt Show 2 Hover the mouse pointer over a recorded change A box appears with information about the type of change who made it and the date and time 3 Right click on the changed text In the p
352. 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 Unless you have changed it the address uses the Default style Click again at the end of the first paragraph to be conditionally Suppressed and then choose Insert gt Fields gt Other Select the Functions tab and then click on Hidden Paragraph in the Type column 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 I 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 307 To test for multiple conditions use the operators AND and or OR between the conditional statements for example Points Sheet1l Title AND Points Sheet1l Last Name Click Insert but do not close the dialog box until all lines have been amended Repeat for each paragraph to be conditionally suppressed remembering to advance the cursor to the end of the line in question before changing the last ele
353. ine 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 Be careful when reassigning your operating system s or OOo s predefined Shortcut keys Many key assignments are universally understood Caution shortcuts such as F1 for Help and are always expected to provide certain results Although you can easily reset the shortcut key A assignments to the OOo defaults changing some common shortcut keys can cause confusion frustration and possible data loss or corruption especially if other users share your computer To adapt shortcut keys to your needs use the Customize dialog box as described below 1 Choose Tools gt Customize gt Keyboard The Customize dialog box opens 2 To have the shortcut key assignment available in all components of OpenOffice org select the OpenOffice org button 3 Next select the required function from the Category and Function lists 4 Now select the desired shortcut keys in the Shortcut keys list at the top of the page and click the Modify button on the right The selection now appears in the Keys list on the lower right 5 Click OK to accept the change Now the chosen shortcut keys will execute the function chosen in step 3 above whenever they are pressed All existing shortcut keys for the currently selected Function are listed in the Keys selection box If the Keys list is empty it indicates that the chosen k
354. ing number not just for chapters but also for other levels of headings e The E button represents the chapter or sub chapter text e The T button represents a tab stop e The button represents the page number e The LS button represents the start of a hyperlink This button does not appear on the default Structure line e The LE button represents the end of a hyperlink This button does not appear on the default Structure line Each white field on the Structure line represents a blank space You can add custom text if you desire If the chapter number defined for your document includes the word Chapter before the number itself then the E field in the TOC 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 TOC as Chapter 1 1 which is probably not what you want Note Adding elements To add an element to the Structure line 1 Click in the white field where you want to insert the element Chapter 12 Tables of Contents Indexes and Bibliographies 335 2 Click one of the five buttons just below the Structure line For example to add a tab click the Tab stop button A button representing the new element appears on the Structure line 3 To add custom text such as the word Chapter type the text in the white field Changing elements To change an ele
355. ing a saved file of mailing labels To edit a saved file of mailing labels open the saved label file in the normal way You will be prompted to update all links Choose No for the following reason The first label on the page is termed the Master Label and all other labels are linked to it If you update the links then all labels will end up containing the same data which may not be what you want You can edit individual records in the normal way by highlighting and changing the font name for example Chapter 11 Using Mail Merge 313 However you cannot edit all labels globally for example to change the font name for all records by the technique of selecting the entire document To achieve this result you have to edit the paragraph style associated with the label records as follows 1 Right click any correctly spelled word in a label record Select Edit Paragraph Style from the pop up menu Note If you click on a misspelled word a different menu appears 2 Then from the Paragraph Style dialog box 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 There are two basic ways to create envelopes one where the envelope is embedded within a letter generally as the first page Insert in the Envelope dialog box and another where the envelope is an independent document New Doc in the
356. ing between numbering and text is very useful when right aligning the numbering or when there is much text before or after the numbering e Numbering alignment how the numbering including any text before or after will be aligned To fully appreciate how the Numbering alignment works try to create a numbered list with more than ten elements and make sure that enough Tip 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 231 on page 206 Options page Use the Options page to define the style of the outline levels The options available on this page depend on the type of marker selected for the list First on the left side select the level you want to modify To modify all ten levels at once select 1 10 as the level If you started from a predefined outline some of the levels will already have settings Organizer Bullets Numbering Style Outline Graphics Position Options Format Level 1 Mumbering 2 3 Before E 5 After 6 7 Character Style Numbering Symbols x Show subleyels 1 10 A Start at 1 1 10 All levels _ Consecutive numbering Figure 258 The Options page for a list style 232 OpenOffice org 3 3 Writer Guide Depending on the numbering style selected in the Numbering box bullet graphic numbering some of the following options become available on the page e Before any text to appear bef
357. ing of a paragraph Automatic numbering is only applied to paragraphs formatted with the Default Text body or Text body indent paragraph styles If you notice unexpected formatting changes occurring in your document this is the first place to look for the cause Tip To automatically format the file according to the options you have set choose Format gt AutoCorrect and select or deselect the items on the submenu While Typing Automatically formats the document while you type Apply Automatically formats the document Apply and Edit Changes Automatically formats the file and then opens a dialog box where you can accept or reject the changes AutoCorrect Options Opens the AutoCorrect dialog Figure 75 Creating numbered or bulleted lists There are several ways to create numbered or bulleted lists e Use autoformatting as described above e Use list styles as described in Chapter 7 Working with Styles e Use the Numbering and Bullets icons on the paragraph formatting toolbar see Figure 67 This method is described here To produce a numbered or bulleted list select the paragraphs in the list and then click on the appropriate icon on the toolbar Not It is a matter of personal preference whether you type your information ore 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 i
358. ink shown in red You can fix this by right clicking on it in the Navigator choosing Edit Link and selecting the renamed file however the file name shown in the Navigator does not change only the link changes This can be quite confusing so a better strategy is to delete the subdocument from the Navigator and then add the renamed file Cross referencing between subdocuments The methods described earlier in this chapter are all most writers will need when using master documents However you might want to include automatically updated cross references between subdocuments This section describes how to do this The process to create cross references between subdocuments is time consuming 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 When you set references be sure to select the entire text you want to use as the reference such as a heading or figure number Keep a list of what you have named the reference fields and be sure every name is unique One way to keep track of this information is by putting it in a separate text file or a spreadsheet The field names are case sensitive You can check the field name by holding the cursor over the referenced item In ou
359. ion 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 specifies an indent on the left tab stops are relative to this indent If this option is not selected tab stops are relative to the left margin position Styles page Use the Styles page pictured in Figure 337 to change which paragraph style is assigned to each level in the table of contents In most cases the best strategy is to keep the assigned styles but change their settings as needed to make the TOC appear the way you want Index Table Entries Styles Columns Background Assignment Levels Paragraph Styles Tite Contents Heading Level 1 Contents 1 Level 2 Contents 2 Level 3 Contents 3 Level 4 Contents 4 Level 5 Contents 5 Level 6 Contents 6 Level 7 Contents 7 Level 8 Contents 8 Level 9 Contents 9 Level 10 Contents 10 Figure 337 Styles page of Insert Index Table dialog box To apply a custom paragraph style to an outline level 1 In the Levels list box select the outline level 2 In the Paragraph Styles list box click the desired paragraph style Chapter 12 Tables of Contents Indexes and Bibliographies 337 3 Click the lt button to apply the selected paragraph style to the selected outline level The style assigned to each level appears in square brackets in the Levels list To re
360. ions include the following e Use Level to specify the outline levels that triggers a restart of the numbering as well as how many levels of outline numbering are shown before the table number An example may be useful Suppose your document uses Heading 1 style for chapters and Heading 2 style for sub headings and that this is how you set up your outline numbering If you want all the tables in a chapter that is between two Heading 1 paragraphs to be numbered sequentially independently of the sub heading they are under select 1 as Level If instead you want to restart the numbering at each sub heading select level 2 e Use the Separator field to establish the separator between the chapter number and figure number e Use Character style to set a character style for the caption This is useful if the separator of your choice is not a symbol included in the default font type of your document or if you want the caption to have a special color size and so on e The Apply border and shadow option does not apply to table captions OOo normally wraps the objects you can add a caption to in a frame but not for tables e Use Caption order to specify whether you want the category or numbering to appear first in the caption Chapter 9 Working with Tables 283 All of the features described above can also be set up to automatically apply to any new tables you create in your document To automatically caption all your tables 1 Place the cu
361. ired style or use the up or down arrow keys to move through the list then press Enter to apply the highlighted style Figure 185 Apply Style menu Ti Select More at the bottom of the list to open the Styles and Formatting Ip window The format paintbrush can be used to apply a certain paragraph style to another paragraph or group of paragraphs Start by placing the cursor inside the paragraph you want to copy then press the Format Paintbrush icon g in the standard toolbar The cursor changes into an ink bottle Select now the paragraphs to which you want to apply the copied style Note that it is not required to select the whole paragraph Example Applying a paragraph style Let s see the three methods described above in action with an example 1 Create a new document choose File gt New gt Text Document or press Control N 2 Type the words Heading 1 in the new document but do not press Enter so that the cursor remains in that same line where you typed Chapter 6 Introduction to Styles 177 3 Click the Styles and Formatting icon located on the Formatting Bar or press the F11 key This opens the Styles and Formatting window Figure 186 4 Make sure the window is showing the Paragraph Styles section click on the top left icon of the Styles and Formatting window File Edit View Insert Format Table Tools Window _Help SHa P BASRY aa glo Figure 186 Click on the Styles and Formatting icon to bring up
362. it Check words with numbers Check capitalization Figure 60 Choosing languages dictionaries and options for checking spelling OpenOffice org does not have a grammar checker but you can install a grammar checker extension such as Language Tool and access that tool Note from Tools gt Spelling and Grammar See Chapter 14 for more about installing extensions Controlling Writer s AutoCorrect functions Some people find some or all of the items in Writer s AutoCorrect feature annoying because Writer changes what you type when you do not 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 choose Tools gt AutoCorrect Options You need to have a document open for this menu item to appear In Writer this dialog box has five tabs Many of the options are described in Chapter 3 Working with Text in this book 60 OpenOffice org 3 3 Writer Guide AutoCorrect x Use replacement table Correct TWo INitial CApitals Capitalize first letter of every sentence Automatic bold and _underline_ URL Recognition Replace 1st with 1 st Replace 1 2 with Y2 n Replace dashes Delete spaces and tabs at beginning and end of paragraph Delete spaces and tabs at end and start of line lgnore double s
363. iter Guide Changing elements To change an element in the Structure line click the button representing that element and then click the element that you want to substitute in the row of buttons just below the Structure line For example to change entry text to a tab stop click the E button on the Structure line it shows then as being pressed and then click the Tab stop button in the row of available elements 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 Function Delete on a Mac Applying character styles Each of the items that can be added to the Structure line may have additional formatting For example you may want the page number to be a different size from the rest of the index text To do this apply a character style to one of the elements in the Structure line 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 2 Select the desired style from the Character Style drop down list Writer applies the style to the selected element To view or edit the attributes of a character style select the style from the Character Style drop down list and then click the Edit button Formatting entries Apply additional formatting using the options in
364. ithout any layout changes Non hybrid PDF documents open in Draw Many PDFs can be edited and resaved with no problems However depending on the complexity of the layout the fonts used the graphics included and other factors changes may be difficult to make font substitution may occur and the saved result may not preserve the original layout From Oracle Open source Writer s Tools A set of utilities designed to help OpenOffice org users perform a wide range of tasks Using Writer s Tools you can back up documents look up and translate words and phrases manage text snippets and keep tabs on document statistics Open source 448 OpenOffice org 3 3 Writer Guide OpenOffice org 3 Appendix A Keyboard Shortcuts Using Writer Without a Mouse Introduction You can use OpenOffice org OOo without requiring a pointing device such asa mouse or trackball by using its built in keyboard shortcuts 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 the the default set for Writer For general shortcuts see Appendix A of the Getting Started guide For help with OOo s keyboard shortcuts or using OOo with a keyboard only search the OOo Help using the shortcut or accessibility keywords In addition to using the built in keyboard shortcuts listed in this Appendix you can
365. ividual fields can also be protected This might be useful if you wanted a user to be able to modify some parts of a record but only view others such as a stock list where item descriptions are fixed and quantities can be modified To make an individual field read only in design mode right click on the form control within the document and select Control from the pop up menu Select the General tab and set Read only to Yes 430 OpenOffice org 3 3 Writer Guide General Data Events Data SOUPCE sees Pest Database im Content ype acccennnennne Content c cccseseseseseses Test Table 1 paj le Analyse SQL command Allow modifications YES M Allow deletions TES ba Add data only 0 MO mM Navigation bar TES vt Figure 429 Data Properties of a Form Form control formatting options You can customize the way form controls look and behave in a number of ways These are all accessed in design mode Right click on the form control select Control from the pop up menu and select the General tab in the Properties dialog box Set a label for the control in the Label box not to be confused with the box called Label Field Some form controls such as push buttons and option buttons have visible labels that can be set Others such as text boxes do not Set whether the form control will print out if the document is printed with the Print option Use the Font setting to set the font
366. k 2 well Add AutoFormat Name Figure 289 The table AutoFormat dialog To create your own AutoFormat proceed as follows 1 Create a table and manually format it as you wish including borders spacing of text from the top and bottom borders fonts to be used in the table heading and data cells and background colors 2 Position the cursor anywhere in the table and then click Table gt AutoFormat 3 On the AutoFormat dialog box click Add and give the table format a name in the Add AutoFormat dialog box and click OK 4 The newly named AutoFormat now appears as an available format Click OK to close the AutoFormat dialog box This technique does not include table and column widths in the table Ti format To insert a table with predefined full formatting save it as Ip 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 Place the cursor anywhere in the table and then click Table gt AutoFormat Choose a format Click OK Use the More button and deselect the formatting options you do not want to apply to your table Chapter 9 Working with Tables 285 Merging and splitting tables One table can be split into two tables and two ta
367. le a punctuation mark chosen on the Options page to appear after the number Choose between a tab stop a space or nothing If you select the tab stop you can specify the position of the tab e Indent at how much space is reserved for the numbering symbol measured from the left page margin The alignment of the first line of the list is also affected by any tab you may have set to follow the numbering e Aligned at the position of the numbering symbol measured from the left margin of the page e Numbering alignment how the numbering including any text before or after as set in the Options page will be aligned The Aligned at value determines the symbol alignment When defining an indentation different from 0 the position of the Note tabulation is not considered 230 OpenOffice org 3 3 Writer Guide In normal circumstances setting the Numbering followed by distance Tip to be equal to the Indent at distance works well See Figure 256 for a graphic representation of the effects of the above parameters Bae oe ee Ge ee ee ee es p 1R 5 Fly me to the Moon I Wish You Love aan Believe in You 4 More 2 I Can t Stop Loving You gt Numbering followed by rat stop IM v 7 at 0 00cm i 8 J B me 9 Numbering alignment Right We sd Aligned at L 50cm E indent at 00cm Figure 256 A numbered list of CD tracks highlighting the various elements Position page for earlier versions of OOo If your document
368. les You can access frame settings by selecting New or Modify in the Styles and Formatting window for a frame style Chapter 7 Working with Styles 219 Table 3 Various frame styles and their uses Style Comments and Use Formula The frame style used for formulas The default includes AutoSize which adjusts the size of the frame to the formula Frame The default frame style Graphics The default style for graphics The defaults include autosizing to fit the graphic no text wrap and a thin border around the frame These are reasonable defaults except for the border Unless the background of the graphic is white and the document s background also is white the border usually is unnecessary Labels The default style for use with File gt New gt Labels It seems to be used by OpenOffice org automatically and is not intended for users at all Marginalia A style for placing a frame beside the left margin As the name suggests the Marginalia style is intended for comments added in the margin of text The style also is useful for creating sideheads headings against the left margin which often are used in technical documentation To set up sideheads create body text paragraph styles with two inches or more indentation from the left Then place the cursor at the start of a body text paragraph add the frame and apply the Marginalia style OLE The default style for OLE objects and floating frames The default places the
369. less than the size of the text area OOo will insert some values in the Left and Right boxes You can only change both values if you select Manual alignment and you can change the Left box value only when you select the From Left alignment Note that the sum of the table width and the values in the Left and Right boxes needs to equal the width of the text area Resizing rows and columns You can adjust the height of rows and the width of columns in a table in several ways e Move the mouse next to the edge of the cell and when a double headed arrow appears click and hold the left mouse button drag the border to the desired position and release the mouse button e On the horizontal ruler column dividers are marked by a pair of thin gray lines the vertical ruler indicates row dividers in the same way You can resize a row or column by holding the mouse button down on the appropriate divider and dragging it to the desired location e Use the keyboard as described below Selecting Table gt Autofit from the main menu also offers some resizing options e The Optimal Column Width or Optimal Row Height options make the selected columns or rows as narrow as possible while still fitting their contents e Selected columns and rows can be distributed evenly to quickly bring them back to all being the same width or height For greater control over the width of each column use the Columns page of the Table Format dialog box Table For
370. leted later The AutoFormat button opens a dialog box from which you can select one of the many predefined table layouts See Automatic formatting of tables on page 284 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 You can then adjust the columns and rows later to suit your needs To directly insert a table with the default properties click on the little arrow next to the Table icon on the Standard toolbar A graphic appears where you can choose the table s size rows and columns To create the table click on the cell that you want to be on the last row of the last column Holding down the mouse button over the Table icon will also display the graphic Tip Chapter 9 Working with Tables 267 Creating nested tables You can create tables within tables nested to a depth only limited by imagination and practicality Figure 279 demonstrates a simple two level example To achieve this simply click in a cell of an existing table and use any of the methods mentioned in Inserting a new table above Figure 279 Nested table example The shaded table is nested in a cell of the larger table Using AutoCorrect to create a table You can also create a table by typing a series of hyphens or tabs separated by plus signs Use the plus signs to indic
371. lick on Right Page and select Modify from the pop up menu 3 On the Organizer page of the Page Style Right Page dialog box change Next Style to Default Chapter 7 Working with Styles 229 Page Style Right Page Organizer Mame Next Style Contains l Figure 249 Specifying the next style after the first page of a chapter 4 On the Page tab specify a larger left margin for binding and a larger top margin to move the chapter title down the page Page Style Right Page Organizer Page Background Header Footer Borders Columns Footnote Paper format Format Width 21 00crm Height 29 70cm Orientation C Portrait O Landscape Paper tray Margins Layout settings Left La Page layout Right ba Format Top at Register true Bottom Figure 250 Setting page margins and layout for the Right Page style 5 On the Header and Footer pages be sure the Header on and Footer on options are not selected Click OK to save your changes 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 1 On the Page page of the Page Style Default dialog box select Mirrored for Page layout and set the In
372. link dialog as described in this section Note Hyperlinks between documents can be set as relative or absolute using the Save URLs relative to option in Tools gt Options gt Load Save gt General Relative linking is only possible when the document you are working on and the link destination are on the same drive and you need to create the same directory structure on your hard disk as will apply on the destination website OOo uses absolute path names internally so when you move your mouse cursor over a hyperlink the tooltip displays the absolute reference even when it is set to be a relative link Inserting hyperlinks using the Navigator The easiest way to insert a hyperlink to another part of the same document is by using the Navigator 1 Open the document containing the items you want to cross reference 2 Open the Navigator by clicking its icon choosing View gt Navigator or pressing F3 3 Click the arrow next to the Drag Mode icon and select Insert as Hyperlink Navigator Insert as Hyperlink Insert as Link Insert as Copy Headings Copyright Introduction Relative and absolute hyperli Saving Calc spreadsheets as Saving Impress presentation Figure 102 Inserting a hyperlink using the Navigator 4 In the list at the bottom of the Navigator select the document containing the item that you want to cross reference 5 In the Navigator list select the item that you
373. ll the width of the table increases Inserting rows and columns To insert any number of rows or columns 1 Place the cursor in the row or column where you want to add new rows or columns and right click 272 OpenOffice org 3 3 Writer Guide 2 On the pop up menu choose Row gt Insert or Column gt Insert This will display a dialog box where you can select the number of rows or columns to add and whether they appear before or after the selected one 3 Set Amount to the number of rows or columns to insert and Position to Before or After 4 Click OK to close the dialog box Clicking on the Insert Row icon on the Table toolbar inserts one row below the selected one Clicking on the Insert Column icon on the Table toolbar inserts a column after to the right of the selected one Regardless of how they are inserted new rows or columns have the same formatting as the row or column where the cursor was when the insert command was issued Note 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 Press Alt Insert 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
374. ll be displayed for each of the entries The page is similar to Figure 344 Insert Index Table Xx _Index Table _ Entries Styles Columns Background Level Structure and Formatting Structure E All Character Style Format Character Style for main entries C Alphabetical delimiter L Key separated by commas Tab position relative to Paragraph Style indent Figure 344 Entries page for creating an alphabetical index To begin click a number in the Level column to select the index level whose elements you want to format You will be able to apply your changes to all index levels later The Structure line displays the elements for entries in that level Each button on the Structure line represents one element e The E button represents the entry text e The T button represents a tab stop e The button represents the page number e 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 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 A button representing the new element appears on the Structure line 346 OpenOffice org 3 3 Wr
375. ll require borders or headings select those options If most of your tables are used for page layout deselect borders and headings e Number recognition can be very useful if most of your tables contain numerical data Writer will recognize dates or currency for example and format the numbers appropriately However if you want the numbers to remain as ordinary text this feature can be quite irritating so you will want to deselect it e The Keyboard handling section specifies the distances that cells move when you use keyboard shortcuts to move them and the size of rows and columns inserted using keyboard shortcuts e The choices in the Behavior of rows columns section determine the effects that changes to rows or columns have on adjacent rows or columns and the entire table You might need to test these selections to fully understand the effects Chapter 2 Setting up Writer 53 Change tracking options If you plan to use the change tracking feature of Writer use the OpenOffice org Writer Changes page to choose the way inserted and deleted material is marked whether and how attribute changes are marked and whether and how change bars are marked in the margins Text display Insertions Attributes Underlined Color Deletions Attributes Color Changed attributes Attributes Color Lines changed Color a Light red Figure 53 Choosing options for tracking changes Compatibility options Do you need to
376. log box choose the Type tab and enter the width height and horizontal and vertical position for the footer Chapter 4 Formatting Pages 133 Size Anchor Width 0 20 To page Relative To paragraph _ Automatic To character Height at least 5 687 As As character Relative AutoSize F Keep ratio Position Horizontal From left a ri Left page border F Mirror on even pages Vertical From top Ki 8 A Entire page _ Follow text flow Figure 141 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 select a right border and specify the line width and spacing to the frame s 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 Type Options Wrap Hyperlink Borders Background Columns Macro Line arrangement _ Line pacing to contents Default Le 0 04 0 05pt pa oor User defined pan p a E Top 0 04 1 00 pt E o o pt partam 0 04 4 00 pt Synchronize Color MB black e Figure 142 Specifying the border position line width and spacing to contents 134 OpenOffice org 3 3 Writer Guide Numberin
377. ly Comments only Place at end of document Place at end of page Cancel Figure 159 Choosing whether and where to print comments Select the Properties button to display a dialog box where you can choose portrait or landscape orientation which paper tray to use and the paper size to print on On the Options tab of the Print dialog box you can choose various other options for printing General OpenOffice org Writer Page Layout Options Options E Print to file E Create single print jobs for collated output C Print in reverse page order E Use only paper tray from printer preferences Figure 160 General print options Printing multiple pages on a single sheet of paper You can print multiple pages of a document on one sheet of paper To do this 1 In the Print dialog box select the Page Layout tab Figure 161 150 OpenOffice org 3 3 Writer Guide lt Print x General OpenOffice org Writer Page Layout Options Layout ae ie mee Order left to right then down v 1 2 ai Se ammm El Draw a border around each page wat SS Brochure Page sides Include All pages All pages Back sides left pages Front sides right pages Figure 161 Printing multiple page per sheet of paper 2 In the Layout section select from the drop down list the number of pages to print per sheet The preview panel on the left of the Print dialog box shows how the printed document will look When printing
378. ly the changes on specific days or various other restrictions use the Filter page 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 List Filter L_ Date Author Action _ Comment Figure 100 The Filter page of the Accept or Reject Changes dialog box 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 2 Click Edit gt Changes gt Merge Document and select and insert another copy of the document to be merged with the first 3 After the documents merge the Accept or Reject Changes dialog box opens Figure 99 showing changes by more than one reviewer If you want to merge more documents close the dialog box and then repeat step 2 4 Repeat until all copies are merged All recorded changes are now included in the open copy Save this file under another name Comparing documents Sometimes reviewers may forget to record the changes they make This is no
379. m letters mailing labels and envelopes 3 Optionally how to save the output in an editable file instead of printing it directly Creating the data source A data source is a database containing the name and address records and optionally other information from which a mailing list may be derived Although you can create and print mailing labels and envelopes without using a data source in most cases using one is the best approach This chapter assumes that you are using a data source OOo can access a wide variety of data sources including spreadsheets text files and databases such as MySQL Adabas and ODBC If the information to be used in the mail merge is currently in a format that OOo cannot access directly you need to convert it for example by exporting it to a comma separated values CSV file For the following example we use a spreadsheet with the following column field headers Title First name Last name Address State County Country Post Code Sex Points A sample data source is shown in Figure 297 File Edit View Insert Format Tools Data Window Help EB BOBRI BBR l man g EG m a eo e BS OU ERE E6 R E Exeshire O Jal e e 0D E F c Tite FirstName LastName Address State County Country PostCode Sex Points Mrs Alios Azure 1 Fist Avenue Ameshine AAT 1AA F 6 i Average Town 5 i E Mr Brian Brown 2 Bottom Lane Burkshire BB2 256 91 Bilborough Figure 297 Spreadsheet data so
380. made good choices Adding images to a document Images can be added to a document in several ways by inserting an image file directly from a graphics program or a scanner or from the OOo Gallery Inserting an image file When the image is in a file stored on the computer you can insert it into an OOo document using either of the following methods Drag and drop 1 Open a file browser window and locate the image you want to insert 2 Drag the image into the Writer document and drop it where you want it to appear A faint vertical line marks where the image will be dropped 238 OpenOffice org 3 3 Writer Guide This method embeds saves a copy of the image file in the Writer document To link the file instead of embedding it hold down the Control Shift keys while dragging the image Insert Picture dialog 1 Click in the OOo document where you want the image to appear 2 Choose Insert gt Picture gt From File from the menu bar 3 On the Insert Picture dialog navigate to the file to be inserted select it and click Open At the bottom of the dialog are two options Preview and Link Select Preview to view a thumbnail of the selected image on the right so you can verify that you have the correct file See below for the use of Link Insert picture D Profiles rgs02c My Documents My Pictures ie lincoln_creek_rest_photo jpg Graphics jp 17 8KB 06 20 2006 21 31 04 _ IE ned20qi jpa Graphics jpg 5779 Bytes 07 05 2006
381. maetateunsenas 224 Figure 12 Index Table page of Insert Inclex Table dialog bow 0 06 249 Figure 13 Entries page for creating an alphabetical inclex c cece eee eee 269 Figure 14 Columns page of the Insert Index Table dialog bow 0 0 299 Figure 15 Viewing ancl editing index ENntries c cece eee cece cece eset eeeteeeeteseneeaees 07 Figure 349 Resulting index of illustrations 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 e Create a bibliographic database add and maintain entries e Add a reference into a document e Format the bibliography e Update and edit an existing bibliography For most of this section the database table used is the sample one that comes with Writer For information on creating a new table in the bibliographic database see Chapter 8 Getting Started with Base in the Getting Started guide Chapter 12 Tables of Contents Indexes and Bibliographies 351 Creating a bibliographic database Although you can create references within the document itself creating a bibliographic database allows reuse in other documents and saves a lot of time Select Tools gt Bibliography Database A window similar to that in Figure 350 is Shown You can use the top portion of
382. mail addresses in a field named 2 Connection Settings email or E mail or EM or something completely different Click the button below to open another dialog where you can enter the settings for your data source 4 Field Assignment 5 Data Source Title Figure 302 Because this is a spreadsheet do not click Field Assignment 304 OpenOffice org 3 3 Writer Guide 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 Address Book Data Source Wizard Xx steps That was all the information necessary to integrate your address data into OpenOffice org 1 Address book type Now just enter the name under which you want to register the data source in 2 Connection Settings OpenOffice org Location D OOauthors Points odb wa 4 Field Assignment Fa Make this address book available to all modules in OpenOffice org Address book name 5 Data Source Title Points Figure 303 Name the odb file and the address book 9 Click Finish The data source is now registered Creating a form letter Example Sending a letter to your customer base A mail order company organized a campaign to assign credit points to their customers according to the quantity of goods they buy during one year At the end of th
383. mail merge 1 Select starting document Select the document upon which to base the mail merge document 2 Select document type pa t Use the current document 3 Insert address block _ Create a new document C Start from existing document C Start from a template pO Figure 176 Select starting document 2 On the second page select E mail message and click Next Mail Merge Wizard Steps Select a document type 1 Select starting document what type of document do you want to create 2 Select document type O Letter 3 Select address list E mail message 4 Create salutation E Mail Message Send e mail messages to a group of recipients The e mail messag e mail messages can be personalized For each recipient Figure 177 Select document type Chapter 5 Printing Exporting Faxing and E Mailing 167 3 On the third page click the Select Address List button Select the required address list even if only one is shown and then click OK If the address list you need is not shown here you can click Add to find and add it to the list Steps Insert address block 1 Select starting document 1 Select the address list containing the address data Select Address List vou want bo use This data is needed to create the 2 Select document type address block 3 Select address list Create salutation Select Address List Select an address list Click Add to select recipients From a different list I
384. mat Table Text Flow Columns Borders Background C Adjust columns proportionally Remaining space Column width 1 2 00 ne Figure 282 Table Format dialog box Columns page Chapter 9 Working with Tables 271 Right click on the table and choose Table from the pop up menu or choose Table gt Table Properties from the menu bar On the Table Format dialog box select the Columns tab e 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 If the table width already extends pasts the margins with the Adapt table width option checked attempting to change a column width will automatically decrease that column s size so that the table will now shrink to the page margins while keeping any other column sizes intact e Adjust columns proportionally results in all columns changing their widths by the same percentage when one is changed For example if you reduce by half the size of a column all the other columns sizes will be halved e Remaining space shows how much further the table can expand before hitting the limit of the margins This value cannot be edited and will not be negative in the event that the table width is already larger than the space between the left and right margins e Under Column width each individual col
385. matting Aids and then select Enable in the Cursor in protected areas section 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 Click anywhere in the TOC 2 Right click and select Update Index Table from the pop up menu Customizing a table of contents Almost every aspect of the table of contents can be customized to suit the style and requirements of your document However with the flexibility also comes some complexity and it is good to have in mind the desired end result Start by clicking in the document where you want the table of contents to appear and choose Insert gt Indexes and Tables gt Indexes and Tables to open the Insert Index Table dialog box shown in Figure 333 Insert Index Table Index Table Entries Styles Columns Background Type and title Title Table of Contents Create index bable For Entire document Evaluate up to level Create From Cutline Index marks ee Figure 333 Index Table page of Insert Index Iable dialog box 332 OpenOffice org 3 3 Writer Guide You can also access this dialog box at any time by right clicking anywhere in an existing table of contents and choosing Modify from the pop up menu The Insert Index Table dialog box has five pages Each of them covers a different aspect of the TOC structure and appearance e Use the Index Table page to set
386. ment and its subdocuments or create a new folder b Type a name for the master document in the File name box c In the separated by list choose the outline level where the file should be split into subdocuments Usually this is Outline Level 1 for a chapter heading but your document may be structured differently For more information about outline levels see Defining a hierarchy of headings in Chapter 6 Introduction to Styles in this book d Leave the Automatic file name extension option selected and click Save to split the document into subdocuments and create the master document If you selected Outline Level 1 and the paragraph style at that level is Heading 1 each of the subdocuments begins with a Heading 1 paragraph 5 Name and Path of Master Document home jeanweber Documents OOoAuthors O003 x WriterGuideV3 V3 3 drafts File name separated by Outline Level 1 F Outline Level 1 HE Outline Level 2 Outline Level 3 Style OOoTextBody Cancel Automatic file nat Figure 364 Splitting a document into master and subdocuments Combining several documents into a master document When you have several existing documents you can combine them into one document controlled by 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 have been created from different templates This method is especially useful when th
387. ment in the Structure line click the button representing that element and then click the element that you want to substitute in the row of buttons just below the Structure line For example to change a chapter number to a tab stop click the E button on the Structure line it shows then as being pressed and then click the Tab stop button in the row of available elements Applying changes to all outline levels To apply the displayed structure and formatting to all outline levels click the All button Deleting elements To delete an element from the Structure line click the button representing 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 Function Delete on a Mac Hyperlinking an entry To change the default Structure line so that the chapter number and the entry text form a hyperlink follow these steps 1 On the Structure line place the cursor in the white field to the left of the E button 2 Click the Hyperlink button An LS button representing the start of the hyperlink appears on the Structure line 3 On the Structure line place the cursor in the white field to the right of the E button 4 Click the Hyperlink button again An LE button representing the end of the hyperlink appears on the Structure line Figure 336 represents the completion of the above steps The number and the text of the entries on that level will now be hyp
388. ment of the condition and Inserting the result Chapter 11 Using Mail Merge 317 Merging and printing the envelopes To merge addresses and print the envelopes 1 Choose File gt Print A message box Figure 308 appears Click Yes 2 The Mail Merge dialog box Figure 309 appears As with form letters and mailing labels you can choose to print envelopes for one several or all address records in the database 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 305 for instructions Creating an envelope template When your envelope layout and fields are complete to your satisfaction you can save the result as a template 1 Choose File gt Templates gt Save 2 On the Templates dialog box type a name for the new template and choose a category in which to store your template 3 Click OK to save the template 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 305 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 Before starting you should note the following limitations current in OOo 3 e In Step 4 creating the salutation only allows the sex related Mr and Mrs It makes no allowance for Miss or Ms n
389. menus or toolbars a function is located you can often find it by right clicking Rulers To show or hide rulers choose View gt Ruler To enable the vertical ruler choose Tools gt Options gt OpenOffice org Writer gt View and select Vertical ruler Guides View _ Guides while moving Horizontal scrollbar Simple handles Vertical scrollbar _ Large handles Ruler Desay Horizontal ruler Graphics and objects Vertical ruler Tables _ Smooth scroll Drawings and controls _ Field codes Notes Figure 8 Turning on the vertical ruler Status bar The Writer status bar is located at the bottom of the workspace It provides information about the document and convenient ways to quickly change some document features Page 3 14 Default English USA INSRT STO Page number Page style Language Inset Selection Unsaved mode mode changes Figure 9 Left end of status bar 14 OpenOffice org 3 3 Writer Guide Outline Numbering Level 2 6 OO G O i s 120 Digital Object View Zoom Zoom signature Information lay out slider percent Figure 10 Right end of status bar Page number Shows the current page number the sequence number of the current page if different from the page number and the total number of pages in the document For example if a document has 14 pages and you restarted page numbering at 1 on the third page its page number is 1 its sequence number is 3 and the total number of pages i
390. move paragraph styling from an outline level select the outline level in the Levels list box and then 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 Changes to a paragraph style will affect any text in the document that Note is formatted using this style not just the format of the table of contents Columns page Use the Columns page to change the number of columns for the TOC Multiple columns are more likely to be used in indexes than in TOCs so this page is described in the section on indexes See Figure 345 Background page Use the Background page to add color or a graphic to the background of the TOC Index Table Entries Styles Columns Background Ms ee color TTT Lis B a a Figure 338 Background page showing Color choices Adding color To add color to the background of the table of contents select from the color grid Even though the TOC may have a shade behind it while editing it is Note actually not shaded by default It appears shaded because it is a field and will appear to have the same shading all fields have 338 OpenOffice org 3 3 Writer Guide Adding a graphic To add a graphic to the background of the table of contents 1 From the As drop down list select Graphic The Background tab now displays the graphics options as shown below 2 Click the Browse button The Fi
391. mplate that you want to move A list of all the 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 Chapter 10 Working with Templates 299 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 If you have administrator privileges you can delete any template To delete a template 1 In the Template Management dialog box double click the folder that contains the template that you want to delete A list of all the templates contained in that folder appears underneath the folder name 2 Click the template that you want to delete 3 Click the Commands button and choose Delete from the drop down menu A message box appears and asks you to confirm the deletion Click Yes Importing a template If the template that you want to use is in a different location you must import it into an OOo template folder To import a template into a template folder 1 In the Template Management dialog box select the folder into which you want to import the template 2 Click the Commands button and choose Import Template from the drop down menu A standard file browser window opens 3 Find and select the templa
392. mport Import unknown HTML tags as fields Select this option if you want tags that are not recognized by OOo to be imported as fields For an opening tag an HTML ON field will be created with the value of the tag name For a closing tag an HTML OFF will be created These fields will be converted to tags in the HTML export Import Ignore font settings Select this option to have OOo ignore all font settings when importing The fonts that were defined in the HTML Page Style will be used Export To optimize the HTML export select a browser or HTML standard from the Export box If OpenOffice org Writer is selected specific OpenOffice org Writer instructions are exported 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 If you want the macro to run automatically when the HTML document is opened choose Tools gt Customize gt Events See Chapter 13 Getting Started with Macros in the Getting Started guide for more information Export Display warning When the OpenOffice org Basic option see above is not selected the Display warning option
393. n an outline by using the buttons on the Bullets and Numbering toolbar Figure 76 Chapter 3 Working with Text 75 You can move items up or down the list create subpoints and even change the style of bullets Ti It is possible to move a list entry up together with all of its sub entries Ip Do this by clicking the Promote One Level With Subpoints button Bullets and Numbering o III 10 Move Down 6 Promote One Level with 11 Move Up with Subpoints 1 Bullets On Off 2 Numbering On Off Subpoints 3 Numbering Off 7 Demote One Level with 12 Move Down with Subpoints Subpoints 13 Restart Numbering 4 Promote One Level 8 Insert Unnumbered Entry 14 Bullets and Numbering 5 Demote One Level 9 Move Up Figure 76 Bullets and Numbering toolbar If you create a nested list using the predefined styles all the levels of the list up to 10 apply the same numbering or bullet However in many circumstances you will want to use a combination of numbering formats and bullets when creating nested lists Such lists with a mixture of numbering formats and bullets can be easily configured as described in the following example Additional information on lists in particular the technique to create your own list style is described in Chapter 7 Working with Styles 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 o
394. n a page of a selected style Chapter 7 Working with Styles 247 Step 4 Start a new chapter Apply the Heading 1 paragraph style to the first paragraph which is the title of the chapter By default the Heading 1 paragraph style is assigned to Outline Level Note 1 The assignment of paragraph styles to outline levels is done through Tools gt Outline Numbering Step 5 Set up the page headers 1 Ona left page put the cursor in the header and insert a page number field on the left Insert gt Fields gt Page Number 2 Press Tab to put the cursor in the middle and insert a Chapter reference Press Control F2 or choose Insert gt Fields gt Other from the menu bar to display the Fields dialog box Figure 254 On the Document page for Type select Chapter and for Format select Chapter name Make sure that Level is set to 1 and then click Insert 3 Ona 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 Document Cross references Functions DocInformation Variables Database Type Select Format Author Chapter Date File name Fage Sender Statistics Templates Time Chapter number and name Chapter number without separat Working with list styles List styles also call
395. n arcu porttitor sagittis Vestibulum non magna elit Cras hendrerit nisi a arcu pharetra accumsan Proin euismod iaculis sem id fringilla Maecenas vitae ligula et nulla scelerisque euismod Etiam mattis fringilla pharetra Aliquam purus nulla malesuada quis tincidunt id scelerisque at ipsum Maecenas urna odio cursus eu faucibus vehicula fringilla id metus 1 Chapter 4 Formatting Pages 113 To distribute text evenly select the Evenly distribute contents to all columns option in the Settings area Deselect this option if you want to distribute text newspaper style Choose View gt Nonprinting Characters or press Ctrl F10 to display end of paragraph markers 1 Often unexpected behavior of columns is due to extra paragraphs that are normally invisible to the user but are taking up space Tip Using frames for page layout Frames can be very useful when producing a newsletter or other layout intensive documents Frames can contain text tables multiple columns pictures and other objects Use frames when you need to e Position something in a particular place on a page for example a logo ora stop press news box in one corner of a page e Allow text on one page to continue on another page somewhere more distant than the next one by linking the content of one frame to another so the contents flow between them as you edit the text e Wrap text around an object such as a photograph Because OpenO
396. n edit your document After editing the document 2 Select document type return to the wizard by dicking Return to Mai Merge Wizard in the small vandow 3 Insert address block 4 Create salutation Edit individual document 6 Edit goqument Find 7 Personalise document Search for E 3 Save print or send _ Whole words only Backwards Match case Figure 329 Personalize document Mail Merge Wizard Steps Save print or send the document Select starting document Select one of the options below Select document type Save starting document Insert address block Save merged do re Print merged document O Send merged document as E Mail Create salutation Save starting document Edit document Save starting document Personalise document Figure 330 Step 8 Save print or send The merged document can now be saved by selecting Save merged document This will reveal the Save merged document settings section from which you can select to save either as one large file containing all the individual generated letters or as a separate file for each letter 328 OpenOffice org 3 3 Writer Guide Mail Merge Wizard Steps i Select starting document 1 Select document type 3 Insert address block Create salutation Edit document 7 Personalise document Save print or send Save print or send the document Select one of the options below Save starting document Save merg
397. n existing document or choosing from a list of recently edited documents Open a file browser Open a list of recently edited documents Chapter 1 Introducing Writer 19 You can also open an existing document in one of the following ways If a document is already open in OOo the second document opens in a new window e Choose File gt Open e Click the Open button on the main toolbar e Press Control O on the keyboard e Use the Open Document or Recent Documents selections on the Quickstarter In each case the Open dialog box appears Select the file you want and then click Open If a document is already open in OOo the second document opens in a new window 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 Writer document using the same methods you would use to open any document in your operating system If you have associated Microsoft Office file formats with OpenOffice org you can also open these files by double clicking on them Recent Documents Saving a document To save a new document in Writer do one of the following e Press Control S e Choose File gt Save e Click the Save button on the main toolbar
398. n select Unformatted text from the resulting menu Sided h v MOGE OpenOffice org Writer DDE link HTML Hypertext Markup Language Formatted text RTF Unformatted text Figure 64 Paste Special menu The range of choices on the Paste Special menu varies depending on the origin and formatting of the text or other object to be pasted See Figure 64 for an example with text on the clipboard 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 It would be used for example in a report written in Writer containing time varying data such as sales results sourced from a Calc spreadsheet The DDE link ensures that as the source spreadsheet is updated so is the report thus reducing the scope for error and reducing the work involved in keeping the Writer document up to date Finding and replacing text Writer has two ways to find text within a document the Find toolbar for fast searching and the Find amp Replace dialog box In the dialog box you can e Find and replace words and phrases e Use wildcards and regular expressions to fine tune a search e Find and replace specific formatting e Find and replace paragraph styles If the Find toolbar is not visible you can display it using View gt Toolbars gt Find Find x Find db op To display the Fin
399. n the tooltips change to match the selected category for example Next Graphic or Next Bookmark 26 OpenOffice org 3 3 Writer Guide Rearranging chapters using the Navigator You can rearrange chapters and move headings in the document by using the Navigator 1 2 3 Click the Content View icon to expand the headings if necessary Optional If you have several subheading levels you can more easily find the headings you want by changing the Heading Levels Shown selection to show only 1 or 2 levels of headings Click on the heading of the block of text that you want to move and drag the heading to a new location on the Navigator or click the heading in the Navigator list and then click either the Promote Chapter or Demote Chapter icon All of the text and subsections under the selected heading move with it To move only the selected heading and not the text associated with the heading hold down Control and then click the Promote or Demote icon The tooltips Promote Chapter and Demote Chapter can be misleading all headings whether at Level 1 chapter or lower can be rearranged using this function and the feature might be better described as Move Tip Up or Move Down within the document without changing the heading level to distinguish it more clearly from Promote Level and Demote Level which change the heading level within the document see below 4 To quickly change the outline level of a heading and its a
400. nd can be accessed directly from there with a single mouse click In HTML documents bookmarks are converted to anchors that you can jump to using a hyperlink 1 Select the text you want to bookmark Choose Insert gt Bookmark 2 On the Insert Bookmark dialog box the larger box lists any previously defined bookmarks Type a name for this bookmark in the top box Click OK Insert Bookmark Bookmarks insertpagenum usedocproperties Cancel Figure 394 Inserting a bookmark Setting references 1 Choose Insert gt Cross reference 2 On the Cross references page of the Fields dialog box Figure 395 select 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 items as references Chapter 14 Working with Fields 393 Document Cross references Functions Docinformation Variables Database Type Selection Set Reference add toc a Insert Reference create md and subdocs Headings create template Numbered Paragraphs Cross ref between subdocs Figure insert subdocs Bookmarks Method 1 Quick and easy Footnotes Method 2 Not too complicated Method 3 Complete control Name lw ord count Figure 395 Setting text to be used as a target for a cross reference 3 Click in the document and highlight the text of the first item to set as a target for a cross reference Click on the Fields dialog box The text of the item will
401. nd graphics dialog box opens 3 Find the graphic file you want and then click the Open button The Find graphics dialog box closes and the selected graphic appears in the graphic preview box on the right hand side of the Background tab If you do not see the graphic select the Preview checkbox 4 To embed the graphic in your document clear the Link checkbox To link the graphic to the document but not embed it select the Link checkbox 5 In the Type area of the Background tab choose how you want the background graphic to appear e To position the graphic in a specific location select Position and then click the desired location in the position grid e To stretch the graphic to fill the entire background area select Area e To repeat the graphic across the entire background area select Tile Index Table Entries Styles Columns Background Browse Unlinked graphic Type CO Position C e E O Area Tile E te be c ay Ch a Preview Reset _ Mereven Figure 339 Graphic options on the Background page of the Insert Index Table dialog box Deleting a color or graphic To delete color or a graphic from the table background 1 From the As drop down list select Color 2 Click No Fill on the color grid Chapter 12 Tables of Contents Indexes and Bibliographies 339 Maintaining a table of contents This section shows you how to e Edit an existing TOC e Update a TOC when changes a
402. nd save it in the folder for this project If you already have some of the chapters written the files are probably not based on the template you just created for this project You will need to change the template attached to the existing files You can do this manually or by using the Template Changer extension to OOo both methods are described in Chapter 10 Working with Templates Step 5 Add some pages to the master document To assist you do the following e Make sure paragraph marks are showing You can set them in Tools gt Options gt OpenOffice org Writer gt Formatting Aids or click the Nonprinting Characters icon on the Standard toolbar e Show text boundaries table boundaries and section boundaries Tools gt Options gt OpenOffice org gt Appearance If your master document does not contain any required front matter such as a title page copyright page or TOC page add them now The example in this section uses the sequence of page styles given in Step 1 Plan the project on page 366 1 Type the contents of the title page or leave placeholders and fill in later With the insertion point in the last blank paragraph on the page click Insert gt Manual Break On the Insert Break dialog box select Page break and the page style for the second page Copyright page in our example and leave the Change page number option deselected Click OK 368 OpenOffice org 3 3 Writer Guide Insert Break
403. nd the e mail File gt Send gt E mail as OpenDocument Text has the same effect If you choose E mail as Microsoft Word Writer first creates a DOC file and then opens your e mail program with the DOC file attached Similarly if you choose E mail as PDF Writer first creates a PDF using your default PDF settings as when using the Export Directly as PDF toolbar button and then opens your email program with the PDF file attached 166 OpenOffice org 3 3 Writer Guide E mailing a document to several recipients To e mail a document to several recipients you can use the features in your e mail program or you can use OOo s mail merge facilities to extract email addresses from an address book Documents can only be sent from the OOo mail merge wizard if a mail Note profile has been set up in Tools gt Options gt OpenOffice org Writer gt Mail Merge E mail You can use OOo s mail merge to send e mail in two ways e Use the Mail Merge Wizard to create the document and send it See Chapter 11 Using Mail Merge for details e 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 gt Mail Merge Wizard On the first page of the wizard select Use the current document and click Next Mail Merge Wizard Steps Select starting document for the
404. ne er ee eee 228 Chapter 8 re EATEN 236 Cy aac asterne cote cst see ones cansancasonsisascianoteasesreneaeteiactvectenaes 23l Creating and editing iMagesS esseesresseesreesscsseresressecssresseessersseeseessereseeeseereseeeeeee Zol Adding images to a document eesseesssseessreesersreesserseeesserseresereserssereseersersseeseeeeee 238 Modi mo an a aes oases assests Ea EAEE EEEE ETE ETATO EE AOT 242 Using Writers drawing TOOLS aeepririrrrrirrekerkinier rar rKin eke kr rN NEATA IN ERENER EI E EEEE EAS 248 Positioning graphics within the teXt sseeesreesessressressressreseereressrerreerserereerseeree 251 PaT a a ra RET E EEEE ENEA 259 Creating an image ov scepter rant aeeenedevabaceenvesseeayeeuvisieranicnateiisagneneeenaee uewetion 262 Adding an image to the GAMO y wic ccssecncscsccexeevescsstctatiacarnbserexqusdestcusesbnnsanbenonstessaxess 263 Chapter 9 e a Ey BS EE N AE I AE A A E E A N I A EEE T 265 Daraa alein a i EREE TEEI AE ce eee once E E N ET EEE EE E E EAT E ET 266 B Ea Bch L EE E EAE AA EEA EEE EEN I E EE EN E 266 Formating tho ano yO ruso EA 269 Formalno Ho ADIS TOX eeina a EEA ER EEES 277 Data entry and manipulation in TACs vacate cease etavcotaceseeeceaextennecew a ncneaedeaeineinioes 280 Additional table operations 00seeseeeesressssesssesssersssesesssesesecsssesssorssssessessseseeeee 282 The Table menu and toolbar cssseesssresssessresreessesssesseresersserssssererssseseeesseseeeesseeee 287 C
405. nenee 405 Chapter 15 OOE E Lic gene ney te were EE Tee nT ers e re enT eT ere ier ere er ene 409 introduction to IOr earen eee eee erty ete nny heey ere lees ett semen men ente EEA 410 bidet Gi ea Lol E E one een cen ee E ene ee ee ee een ene en E EE T eon ene Nore ae 410 a evel 06 asics co 16 ou eal Rene rte mere omen net ree ae ene ene er ane rer ae ere ne nT ta eee are eres 411 Form cC ontrols gol Rc LG gt eee ee na en cee en eee nen eer meen nnn oe oer eres eee re nro tee errr 413 Example SS FO yee ccaevan vaccenwscnaesaceweeqaswsanesnscreasososiecgweawtandenredecuiauesaseaawseies 418 Accessing data Recl 8 611 0 ae ee eee eer 423 PO A gece tne oe ae ee ess ees 429 accesses hence ee ten a tee net rete tee re van EE cece vse tata E EN E 432 Chapter 16 B TEA a arg cn ton eso en ese et a i et ees 433 PA 1 poe canes orcas teacaanaianceuicenciaveeicwsuaotiae E E E E EE AEAT 434 Customizing menu content sssssesssseressseresssereesssocesssocesssercessssssssssssssssseseeeeeeeees 434 T acco sears scence ewe EET 437 PR a eae fee eset AEA ANERE EEE ES 441 Assigning macros tO eVenlS isisssssirrasiissivasa siba kiri en dn arr En dn aaa O E ORENS NENEA 446 Adding functionality with extensionS ssssssseesseesseessresersseeserresersreeseeesrereersseeeee 446 Appendix A Teer et et ec a pte aire eden ee ences et erento eee nan 449 Dosa EEE N E T EE anda OEEO A TE EAE E 450 Opening men s and menu ares ct ee ensecnee ee nce sents e
406. ner and Outer margins to the same width as the Left and Right margins respectively on the Right Page style 226 OpenOffice org 3 3 Writer Guide Page Style Default Organizer Page Background Header Footer Borders Columns Footnote Paper format Format A4 width 21 00cm H Height 29 70cm Orientation Portrait O Landscape Paper tray From printer settings Margins Layout settings Inner rib Page layout Outer i Format Top Register true Figure 251 Setting page margins and layout for the Default page style 2 On the Header page of the Page Style Default dialog box select the Header on option and deselect the Same content left right option Click OK to save your changes Page Style Default Organizer Page Background Header Footer Borders Columns Footnote Header Header on Left margin Figure 252 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 1 In the Styles and Formatting window on the Paragraph Styles page right click on Heading 1 and select Modify 2 On the Text Flow page of the Paragraph Style dialog box in the Breaks section select Insert With Page Style and Right Page Click OK to save your changes Breaks insert Type Position with Page Style Ri P pagene Figure 253 Setting a paragraph style to start o
407. ng AutoText Use AutoText to store text tables fields and other items for reuse and assign them to a key combination for easy retrieval For example rather than typing Senior Management every time you use that phrase you can set up an AutoText entry to insert those words when you type sm and press F3 AutoText is especially powerful when used with fields See Chapter 14 Working with Fields for more information Creating AutoText To store some text as AutoText 1 2 3 4 5 6 7 Type the text into your document Select the text Go to Edit gt AutoText or press Control F3 In the AutoText dialog box type a name for the AutoText in the Name box Writer will suggest a one letter shortcut which you can change In the large box to the left choose the category for the AutoText entry for example My AutoText Click the AutoText button on the right of the dialog box and select New text only from the menu to have the AutoText take on the formatting where it is inserted into a document or select New to have the AutoText retain specific formatting no matter where it is inserted Click Close to return to your document Chapter 3 Working with Text 869 amp AutoText EO Display remainder of name as suggestion while typing Name OpenOffice org Documentation Shortcut Docs t Business Cards Template Pack 2 gt b Business Cards Work 3 x 2 My AutoText Tip t Only for Templat
408. ng and replacing 1 On the Find amp Replace dialog box click More Options to see more choices On this expanded dialog box Figure 65 select the Regular expressions option 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 To find AE doi Examples and comments expression Any single character b d finds bad bud bid and bed One of the specified xyz bliu n finds bin and bun characters Any single character x y r t eed finds reed seed and teed ranges in this range must be in alphabetically ascending order Any single character x pl alst finds post and pest but not past except the characters inside the brackets The beginning of a lt start lt log finds logbook and logistics but not word catalog The end of a word end gt log gt finds catalog but not logistics A paragraph marker Does not work as a replacement character Use n instead A line break n Finds a line break that was inserted with Shift Enter When used as a replacement character it inserts a paragraph marker Inserting special characters A special character is one not found on a standard English key
409. ng object Release the mouse button The selected drawing function remains active so you can draw another object of the same type 4 To cancel the selected drawing function press the Esc key or click on the Select icon the arrow on the Drawing toolbar 5 You can now change the properties fill color line type and weight anchoring and others of the drawing object using either the Drawing Object Properties toolbar Figure 266 or the choices and dialog boxes reached by right clicking on the drawing object 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 265 click the Select tool 2 On the Drawing Object Properties toolbar Figure 266 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 The default you set applies to the current document and session It is not retained when you close the document or close Writer and it does not apply to any other document you open The defaults apply to all the drawing objects except text objects Chapter 8 Working with Graphics 249 C l Be H ie 8 910111213 14 15 1 Line 5 Line Color 9 To Foreground 13 Alignment 2 Arrow Style 6 Area 10 To Background 14 Change Anchor 3 Line Style 7 Area Style Filling 11 Bring to Front
410. nge the length of fields by doing the following 1 In the main document not the Bibliography Database window press F4 or click View gt Data Sources to open the data source window similar to Figure 354 2 Make sure that the Bibliography database is selected as well as the correct table You may have to expand some levels to be able to select the correct ones Te eF EL a e is Et a Fs 18 i ROY OF i E Bibliography ddress 4nmobe Author Booktitle hap E Queries Gurley a A Tables Jamrich hiblia OOo 4ubho eee F Ooo4utha Co 4uthe OOo4utho OOo4utha syt Me ede is ju h Figure 354 Data Source view of Bibliography database 3 Right click on the table entry biblio in the example and select Edit Database File from the pop up menu This opens a window similar to Figure 355 which is the main menu for Base the database component of OpenOffice org Bibliography OpenOffice org Base Joga File Edit View Insert Tools Window Help eo j Al F m r f k it at D E El Create Table in Design View Description ps EA Use Wizard to Create Table Create a table by specifying the field names and properties as well as the data types Queries ES biblio None Forms Figure 355 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 p
411. nge tracking during revisions e Database integration including a bibliography database e Export to PDF including bookmarks e And many more Styles are central to using Writer Using styles you can easily format your document consistently and change the format with minimal effort A style is a named set of formatting options Writer defines several types of styles for different types of elements characters paragraphs pages frames and lists Often you are using styles whether you realize it or not The use of styles is described in more detail in Chapter 6 Introduction to Styles and Chapter 7 Working with Styles The other features of Writer listed above are covered in other chapters of this guide Parts of the main Writer window The main Writer workspace is shown in Figure 1 Its features are described in this section Title bar The Title bar is located at the top of the Writer window shows the file name of the current document When the document is newly created the document name will appear as Untitled X where X is a number Menus The Menu bar is located just below the Title bar When you choose one of the menus listed below a submenu drops down to show commands e File contains commands that apply to the entire document such as Open Save Print and Export as PDF e Edit contains commands for editing the document such as Undo xxx where xxx is the command to undo and Find amp Replace It also contains comman
412. ngs related to printing formatting aids view options table defaults the grid and a default background for HTML documents you re working with in Writer Many of the options available under Options OpenOffice org Writer Web are identical to the settings under Options OpenOffice org Note Writer but will only affect HTML documents opened in Writer The previous sections contain detailed discussion on these options Chapter 2 Setting up Writer 57 Choosing language settings You may need to do several things to set the language settings to what you want e Install the required dictionaries e Change some locale and language settings e Choose spelling options Install the required dictionaries OOo3 automatically installs several dictionaries with the program To add other dictionaries be sure you are connected to the Internet and then use Tools gt Language gt More Dictionaries Online OOo will open your default web browser to a page containing links to additional dictionaries that you can install Follow the prompts to select and install the ones you want Change some locale and language settings You can change some details of the locale and language settings that OOo uses for all documents or for specific documents In the Options dialog box choose Language Settings gt Languages Options Language Settings OpenOffice org en Load Save he E a qs AN Language Settings Languages Writing Aids OpenO
413. ns Use the Spacing section of the Position page to control the spacing between individual characters in the paragraph When selecting an option other than default in the drop down menu use the edit box to enter the value in points by which you want to expand or condense the text Kerning automatically adjusts the character i Spacing for specific letter combinations Kerning is only available for certain font Figure 239 Kerning disabled left and types and for printed documents only enabled right works if your printer supports it The Pair Kerning option selected by default increases or decreases the amount of space between certain pairs of letters to improve the overall appearance of the text Controlling tab stops Although borderless tables are generally considered a much better solution to space out material across a page in many situations tabs are sufficient to do what you need with the added advantages of being simpler to manage and quicker to apply 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 Tip 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 s
414. ns If you want the separator lines to be shorter than the columns use the Height box to enter the height of the separator lines as a percentage of the height of the columns For example if you enter 50 the separator lines will be half as high as the columns 3 If you entered a height of less than 100 use the Position drop down list to select a vertical alignment for the separator lines The vertical positioning options are Top Centered or Bottom Reverting to a single column layout To revert to a single column layout for the page style go to the Settings area and either reset the number in the Columns box to 1 or click the single column layout icon 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 When you select text and change the number of columns for that text Writer turns the selected text into a section as described in Using sections for page layout on page 122 Figure 114 shows the Columns dialog box for a selection The Apply to box on the right hand side has Selection highlighted and an extra option Evenly distribute contents to all columns appears in the upper left han
415. nt Effects Position Typeface Size Figure 229 Select the heading font Now the fonts of all the heading styles Heading 1 through Heading 10 are changed in a single operation Figure 230 shows on 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 Title Heading 1 Title Heading 1 Subtitle 1 Heading 2 e Subtitle 1 Heading 2 gt Section 1 1 Heading 3 gt Section 1 1 Heading 3 Section 1 2 Heading 3 Section 1 2 Heading 3 Subtitle 2 Heading 2 Subtitle 2 Heading 2 Figure 230 Effects of changing the Heading style font Working with paragraph styles Although this section describes most of the parameters scattered over the twelve tabbed pages shown in Figure 229 you do not need to configure them all In fact in the vast majority of cases it is sufficient to modify only a few attributes particularly if you make use of the linking properties of styles or when basing the new style on one which is already similar Settings on the Indents amp Spacing page On the Indents amp Spacing page 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 The right hand side of the page shows a preview of the applied settings Chapter 7 Working with Styles 205 Organizer Indents amp Spacing Ali
416. nt icons to open the Indents amp Spacing page of the Paragraph dialog box Double click anywhere between the left and right indent icons on the ruler to open the Tabs page of the Paragraph dialog box Indents amp Spacing Alignment Text Flow Outline amp Numbering Tabs Drop Caps Borders Position Type Mew 10 43crm Left L 10 43cm Right F Delete All O Decimal Y Character Fill character None O Character Figure 71 Specifying tab stops and fill characters 72 OpenOffice org 3 3 Writer Guide A better strategy is to define tabs for the paragraph style Refer to Chapters 6 and 7 for more about paragraph styles Using tabs to space out material on a page is not recommended Tip Depending on what you are trying to accomplish a table is usually a better choice Changing the default tab stop interval Any changes to the default tab setting will affect the existing default Note tab stops in any document you open afterward as well as tab stops you insert after making the change To set the measurement unit and the spacing of default tab stop intervals go to Tools gt Options gt OpenOffice org Writer gt General settings Measurement unit inch bal Tab stops 0 50 Figure 72 Selecting a default tab stop interval You can also set or change the measurement unit for rulers in the current document by right clicking on the ruler to open a list of uni
417. ntinue typing To turn off Word Completion select Tools gt AutoCorrect Options gt Word Completion and deselect Enable word completion You can customize word completion from the Word Completion page of the AutoCorrect dialog Note Add append a space automatically after an accepted word Show the suggested word as a tip hovering over the word rather than completing the text as you type Collect words when working on a document and then either save them for later use in other documents or select the option to remove them from the list when closing the document Change the maximum number of words remembered for word completion and the length of the smallest words to be remembered Delete specific entries from the word completion list Change the key that accepts a suggested entry the options are right arrow End key Enter Return Space bar and Tab Automatic word completion only occurs after you type a word for the second time in a document 88 OpenOffice org 3 3 Writer Guide AutoCorrect Replacements and exceptions For language Replace Exceptions Options Custom Quotes Word Completion Enable word completion government parliament L_ Append space parliamentarian Show as tip Secretariat C When closing 4 document remove the words collected From it From the list Accept with Min word length 0 Max entries S00 Delete Entry Figure 94 Customizing word completion Usi
418. ntrolling the appearance of the font namely the Font Font Effects and Position pages The use of the first two pages is straightforward Many of the options used when creating a Character style are discussed in Creating a new character style on page 218 Options that can be used when creating a paragraph style are described here Specifying a relative font size If you are creating a style based on another style linked style you can specify a font size relative to that other style either as a percentage or as a plus or minus point value 2pt or 5pt Relative font sizes are commonly used for Web pages For example the paragraph style Heading 1 is based on the paragraph style Heading The font size of the paragraph style Heading is 14pt and the font size of paragraph style Heading 1 is specified as 115 Thus the resultant font size of text in a paragraph formatted with the Heading 1 paragraph style is 14pt times 115 16 1pt To specify a percentage font size in the Paragraph Style dialog box select the Font tab In the Size box enter the percentage amount followed by the symbol see Figure 234 Similarly you can enter a plus or minus sign followed by the number of points to be added or subtracted from the base font size To change from a relative font size back to an absolute font size enter the desired font size in points followed by the letters pt It is also possible to use a Percentage Font size for character st
419. nts are also provided The Style dialog boxes share many of the same pages as the manual formatting dialog boxes so you can also use this chapter to help you apply manual formatting though you do not need that if you use styles Creating custom new styles In addition to using the predefined styles provided by OOo you can add new custom user defined styles In Chapter 6 two methods were given for creating a new style the drag and drop approach and the New Style from Selection icon in the Styles and Formatting window These methods are very convenient because it is possible to immediately check the visual effects that the style produces before creating it However they may require you to access several different menus and you have a somewhat reduced amount of control on style particularly when it comes to organizing them The method described in this chapter therefore concerns only the use of the Style dialog box The Style dialog box Open the Styles and Formatting window Select first the category of style you want to create by clicking on the appropriate icon in the top part of the Styles and Formatting window For example select the third icon from the left if you want to create a new frame style Right click on the main window and select New from the pop up menu If you right click on an existing style the new style will be linked to the style you clicked on If you right click on an empty area then the initial settings
420. nu This is the fastest way to return a paragraph or the entire document to the default language set in Tool gt Options described above Chapter 3 Working with Text 83 Using synonyms and the thesaurus You can access a short list of synonyms from the context menu 1 Select a word or phrase right click and point to Synonyms on the pop up menu A submenu of alternative words and phrases is displayed Default Formatting f you 4 and A Font WA Size Style Alignment Line Spacing Tr Y F Character Paragraph Page s Numbering Bullets Case Characters Edit Paragraph Style Synonyms dwelling Cut hae domicile copy abode Paste habitation dwelling house building Thesaurus Figure 88 Synonyms on the context menu 2 Click on a word or phrase to select it and replace the highlighted word or phrase in the document The thesaurus gives a more extensive list of alternative words and phrases To use the thesaurus 1 Select a word or phrase and then choose Tools gt Language gt Thesaurus or press Control F7 or right click and choose Thesaurus from the pop up menu 2 In the dialog box 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 sign of the zodiac and others If you click on dwelling you will see dwelling home
421. nual Break AEG anm Fields t Date Special Character Time E Page Number Section ink Page Count Hyperlin Subject Header t Title Footer t Author Footnote Qther Cbtrlt F Figure 385 Inserting common fields Using document properties to hold metadata and information that changes The Properties dialog box for a document has six tabs The information on the General page and the Statistics page is generated by the program Other information the name of the person on the Created and Modified lines of the General page is derived from the User Data page in Tools gt Options 384 OpenOffice org 3 3 Writer Guide The Internet page is relevant only to HTML documents Writer Web The file sharing options on the Security page is discussed elsewhere in this book Use the Description and Custom Properties pages to hold e Metadata to assist in classifying sorting storing and retrieving documents Some of this metadata is exported to the closest equivalent in HTML and PDF some fields have no equivalent and are not exported e Information that changes You can store data for use in fields in your document for example the title of the document contact information for a project participant or the name of a product might change during the course of a project This dialog box can be used in a template where the field names can serve as reminders to writers of information they need to inclu
422. nvrinht m Figure 190 Choose Page break and select the New Chapter page style 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 gt Manual Break 2 Select the desired page style say Special Page in the Insert Break dialog box 3 Fill in the contents for this page Then insert another page break 4 Then select Default again The pagination continues on as normal except that one page has been replaced by a different page style This concept is illustrated in Figure 191 Default Default Page Page __ Page _ Break Figure 191 Inserting a page with special formatting Applying list styles List styles define properties such as indentation numbering style for example 1 2 3 a b c or bullets and punctuation after the number but they do not by themselves define properties such as font borders text flow and so on The latter are properties of paragraph styles 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 exampl
423. o add color to the background select from the color grid You can adjust the transparency of the color to make any text easier to read Chapter 4 Formatting Pages 145 Frame Type Options Wrap Hyperlink Borders Background Columns Macro As Color w Background color Mo Fill m T T Transparency Light cyan Figure 156 Frame dialog box Background page showing color choices Adding a graphic to the background To add a graphic to the background 1 From the As drop down list on the Background page select Graphic The page now displays the graphics options as shown in Figure 157 2 Click the Browse button The Find Graphics dialog box opens 3 Find the file you want and then click the Open button The Find Graphics dialog box closes and the selected graphic appears in the preview box on the right hand side of the Background tab If you do not see the graphic select the Preview option 4 To embed the graphic in your document deselect Link To link the graphic to the document but not embed it select Link For more about linking graphics see Chapter 8 Working with Graphics 5 In the Type area choose how you want the background graphic to appear e To position the graphic in a specific location select Position and then click the desired location in the position grid e To stretch the graphic to fill the entire background area select Area e To repeat the
424. o create a document To use a template to create a document 1 From the main menu choose File gt New gt Templates and Documents The Templates and Documents dialog box opens See Figure 291 2 In the box on the left click the Templates icon if it is not already selected A list of template folders appears in the center box 3 Double click the folder that contains the template that you want to use A list of all the templates contained in that folder appears in the center box 4 Select the template that you want to use You can preview the selected template or view the template s properties E e To preview the template click the Preview icon template appears in the box on the right e To view the template s properties click the Document Properties icon A preview of the E The template s properties appear in the box on the right 5 Click Open The Templates and Documents dialog box closes and a new document based on the selected template opens in Writer You can then edit and save the new document just as you would any other document Chapter 10 Working with Templates 291 Templates and Documents Business Correspondence eag BE liil Le DUSINESS Leer L lll Title Business Letter 2 Business Letter 1 New Doc Business Letter 3 Business Letter 4 By P Business Letter 5 Volker Ahrendt Sun Microsystems aon Business Letter 6 Templates Facsimile Message 1 Date Facsimile
425. o 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 to provide decorative elements in some heading styles 214 OpenOffice org 3 3 Writer Guide The two pages are fairly intuitive You may want to pay attention to the following points when working with the Background page e In case you do not find the desired color in the list of predefined ones you can define your own by selecting Tools gt Options gt OpenOffice org gt Colors e You can use a graphic instead of a solid color as background In the As drop down list select Graphic then select the graphic object you want to use and adjust the parameters as required Detailed instructions on working with graphic backgrounds can be found in the Impress Guide e The background is applied only to the paragraph area If you have defined an indented paragraph the space between the paragraph and the margin does not have the paragraph s background color On the Borders page the following points are worth considering e Watch out for the effects that the spacing between borders and paragraph area produces on indentations and tabulations e Ifyou want the border to be drawn around multiple paragraphs leave the Merge with next paragraph option at the bottom of the page marked Working with conditional paragraph styles A conditional paragraph style is another way of formatting text differently in
426. o the right of the Custom format option select a numbering format for the endnotes 4 To add text to the selected numbering format use the Before and After fields as shown above for footnotes Figure 134 Saving a new section To save a new section so that it appears in your document click the Insert button The Insert Section dialog box closes and the new section appears in your document Editing and deleting sections You can edit a section s attributes and formatting or delete sections by using Format gt Sections To select the section that you want to edit or delete follow these steps 1 From the main menu choose Format gt Sections The Edit Sections dialog box 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 The selected section becomes the current section and its name appears in the field above the list box Chapter 4 Formatting Pages 127 Edit Sections Section Link Section _ Link Options at Remove Write protection _ Hide Properties _ Editable in read only document Figure 135 Edit Sections dialog box Deleting sections To delete the current section click the Remove button Writer will not prompt you to confirm the delete To undo a delete click Note the Cancel button Editing section attributes To rename the current
427. oduce the example of Figure 273 create some dummy text then insert the image of your choice Anchor the image to the page in the example and select the wrap through option from the Format gt Wrap menu or right clicking on the image and selecting Wrap gt Wrap Through from the pop up menu Move the image into the desired position The Picture toolbar should be displayed when the image is selected Change the transparency to a suitable value in the example this is 40 so that the text can be read In the example a shadow effect is applied to the text Format gt Character then select Shadow in the Font Effects page aa a a a ee ee ee ee eee een ees 0 bs be See ear quiet Picture e following him th pert c S Heos fs p 2 And at this particular MOMC lt lt pee er ee eg re ee eee KING Off with the greenPacks Vas the k who d had ti Mme idea and was now watch ne wail t of his labor Or did the step d him m t ome in town was on to him and j aiting to peunceand gmap tace cuffs on wrists He nervously look d all arownd Suddenhwh 3 eS i ppoedred between the two Like lightning he darted oi the left and cisappe warehouses almost fa of the sidewalk He tred ness and suddenly stiffefied it was a dead end fhe would have to go back the way he had come The steps got louder and louder he saw the black outline of a figure coming around the corner Is this the end of the line he thought p
428. of the format option For example you might want to replace underlined words with italics On the Find amp Replace dialog box with More Options displayed as in Figure 65 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 The tabs on this dialog box are similar to those on the Paragraph format and Paragraph Style dialog boxes 3 Choose the formats you want to search for and then click OK The names of selected formats appear under the Search for box For example you might search for all text in 14 point bold Times New Roman 4 To replace text as well as formatting type the replacement text in the Replace with box To search for specific text with specific formatting for example the word hello in bold specify the formatting type the text in the Search for box and leave the Replace with box blank To remove specific character formatting click Format select the Font tab then select the opposite format for example No Bold The No Format button on the Find amp Replace dialog box clears all previously selected formats 5 Click Find Find All Replace or Replace All Unless you plan to search for other text using those same attributes click No Format to remove the attributes after completing your search If you forget to do this you may wonder
429. ols Window H O New H F age E g7 B i Open Ctrl O Tl dejavu Serif Recent Documents 7 Wizards Letter E Close S Fax Save Ctri s Agenda Save As Ctrl Shift S f Presentation Cave Al 2ave All Web Page 5 a Document Converter Sees rm Euro Converter Export Address Data Source 5 Export as PDF Figure 293 Creating a template using a wizard 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 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 Finally you have the option of creating a new document from your template immediately or manually changing the template For future documents you can re use the template created by the wizard just as you would use any other template Editing a template You can edit a template s styles and content and then if you wish you can reapply the template s styles to documents that were created from that template Note that you can only reapply styles You cannot reapply content except for content in headers and footers To edit a template 1 2 3 4 5 From the main menu choose File gt Templates gt Organize The Template Management dialog box opens
430. ols for working with bibliographies If you find Writer s bibliography feature too limited try Bibus http bibus biblio sourceforge net wiki index php Main Page or Zotero http www zotero org Both programs are free and open source and are reported to work well with Writer Chapter 12 Tables of Contents Indexes and Bibliographies 361 m OpenOffice org 3 Chapter 1 3 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 ODM joins separate text documents ODT into one larger document and unifies the formatting table of contents TOC bibliography index and other tables or lists A master document is especially useful in these situations e When graphics spreadsheets or other material cause the file size or number of pages to become quite large writing reviewing and editing may be easier when done on subsets of the full document e When different people are writing different chapters or other parts of the full document e When files will be published as stand alone documents as well as becoming part of a larger document The chapters of this Writer Guide are an example of this e When subdocuments are used in more than one final document You can use several methods to create master documents Each method has its advantages and disadvantages Which method you c
431. oman numerals After the preface is written we are ready to restart the page numbering in the main body of the document to Arabic numerals Follow these steps 1 Make an empty paragraph at the very end of the preface 2 Put the cursor on the blank line 3 Choose Insert gt Manual Break 4 Select Page break and choose the Default style 5 Select the Change page number option and set the new value to 1 Click OK to close the dialog box These settings are shown in Figure 150 Insert Break Choose t Age break Cancel Page break Hel e Default ha Ok Change page rin ber to 1 Figure 150 Set the new page number to 1 and the page style to Default 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 Note Chapter 4 Formatting Pages 141 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 Fa Pagel 3 5 Default Figure 151 Page number in the status bar Problems with restarting page numbering Restarting page numbering may lead to two problems e The Statistics page in the document s Properties File gt Properties always displays the total number of pages in the document which may not be what you want to appear in the
432. on 3 From the drop down list under and to the right of the Custom format option select a numbering format for the footnotes 4 To add text to the selected numbering format use the Before and After fields For example if you want the footnote numbers to be preceded by the word Note and followed by a colon fill the Before and After fields like this 126 OpenOffice org 3 3 Writer Guide Endnotes Collect at end of section Restart numbering Start at 1 Custom format Before Note i ii ili all After Figure 134 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 3 If you want the section s endnotes to start at a number other than 1 enter the desired starting number in the Start at spin box To edit the format of the section s endnotes follow these steps 1 In the Endnotes area make sure that the Collect at end of section and Restart numbering options are selected 2 Select the Custom format option 3 From the drop down list under and t
433. on involving the selected variable The condition compares a specified fixed value with the contents of a variable or database field To formulate a condition use the same elements as you would to create a formula operators mathematical and statistical functions number formats variables and constants The possible operators are given in the online help look in the index under operators in formulas You can define quite complex expressions but in most cases a simple condition will do the job Create the variable To create your variable choose Insert gt Fields gt Other You can use choices found on the DocInformation Variables and Database pages DocInformation fields Using document properties to hold metadata and information that changes on page 384 described how to set up a custom document property You can use that document property as the variable in your condition statement or you can create another document property field specifically for conditions User defined variable field To set up a variable or user field 1 Place the cursor where you want the field to be inserted 2 On the Fields dialog box select the Variables page Figure 398 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 v
434. on and remove personal information automatically on saving To remove personal and some other data from a file go to File gt Properties On the General tab uncheck Apply user data and then click the Reset button This removes any names in the created and modified fields deletes the modification and printing dates and resets the editing time to zero the creation date to the current date and time and the version number to 1 To remove version information either go to File gt Versions select the versions from the list and click Delete or use Save As and save the file with a different name 170 OpenOffice org 3 3 Writer Guide y OpenOffice org 3 Chapter 6 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 You never say my computer is a low weight one piece unit with an LCD screen attached to a rectangular casing containing the computing components and the keyboard Instead you could say that you have a laptop OpenOffice org OOo styles are a way to do the same thing for your document Using styles means that you
435. on for an envelope You can type information directly into the Addressee and Sender boxes or use the right hand drop down lists to select the database or table from which you can draw the envelope information if desired See Chapter 11 Using Mail Merge for details on how to print envelopes from a database 3 On the Format page 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 4 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 e In Character you can choose Fonts Sizes Fonts Effects Underlining Color Position Rotating scaling Hyperlink Background and more e In Paragraph you can choose Indents amp Spacing Alignment Text Flow Tabs Drop Caps Borders and Backgrounds 156 OpenOffice org 3 3 Writer Guide Envelope Envelope Format Printer Addressee Position From left E zq ra Format From top 2 24 Sender Position From left 39 Ea Format from top j at Size Format Width Height Figure 165 Choosing positioning and size of elements for an envelope 5 In the lower left of this page choose the envelope format from the drop down list The width and height of the selected envelope then show in the boxes below the selected format If you chose a pre existing format just verify these
436. oning in older documents opened in OO0oO3 x Figures 222 223 224 and 225 show the Position page as it appears for documents created in earlier versions of OOo and opened in OO03 x Numbering Position Position and spacing Indent o oo Width of numbering o oo S Minimum space numbering lt gt text 0 15 Ea Numbering alignment Left ba Figure 222 Setting up level 1 headings Chapter 6 Introduction to Styles 199 Indent Width of numbering Minimum space numbering lt gt text O 0 ee ee E w mn Numbering alignment 1 10 Figure 223 Indenting Level 2 headings Position and spacing Indent Width of numbering Minimum space numbering lt gt text Numbering alignment Level Position and spacing 1 Indent 3 4 J 6 Width of numbering i 5 Minimum space numbering lt gt text 9 10 Numbering alignment 1 10 Figure 225 Indenting Level 3 headings 200 OpenOffice org 3 3 Writer Guide m OpenOffice org 3 Chapter 7 Working with Styles Introduction Chapter 6 Introduction to Styles described the basics of 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 hi
437. ons DocInformation Variables Database Format Set variable Show variable Roman i ii iii Set page variable Arabic 1 2 3 Show page variable A B Aa Ab bq User Field a 6 aa a6 bg A B Aa BO bg a 6 aa 66 bg Numbering by chapter Figure 391 Defining a number range variable 3 In the Type list select Number range In the Format list select Arabic 1 2 3 Type whatever you want in the Name field We have used Step in this example 4 Click Insert The name of the variable Step now appears in the Selection list and a number field showing 1 appears at the insertion point in your document The Fields dialog box remains 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 To do that you need to insert a new field of the same name while instructing OOo to force the value to 1 1 Open the Fields dialog box to the Variables page Make sure the variable name Step appears in the Name box 2 In the Value box type Step 1 as shown
438. ons 41 Fill Format mode 174 finding and replacing text 65 floating toolbars 12 13 font family 51 font history 36 font options 40 font preview 36 font replacements 40 font size relative 209 fonts default 51 footnote formatting 79 footnote or endnote marker 79 footnotes 78 126 form accessing data sources 423 adding form controls 418 configuring controls 412 configuring form controls 421 control formatting options 431 creating 411 customization advanced 429 data entry form creation 426 database access permissions 430 design mode 412 Index 459 entering data 428 example of creating aform 418 form controls reference 413 form properties 427 Form Properties dialog 427 inserting form controls 412 linking macro to a control 429 read only 430 toolbars 411 when to use 410 XForms 432 412 Form Controls toolbar 411 Form Design toolbar 411 416 form letter creating with wizard 318 Form Properties dialog 427 Formatting Aids options 50 formatting finding and replacing 67 frame anchoring 117 border 116 creating 115 linking 117 moving resizing and changing attributes 115 Frame dialog box 116 118 G Gallery Hide Show button 242 opening 241 general options 33 general options for Writer 48 grammar checker 80 graphics adding captions 259 adding from file 238 alignment 251 Arrangement 251 linking 239 modifying 242 positioning 251 resizing 246 wrapping text around 253 grid intervals 51 H hea
439. ook Zoom To change the view magnification drag the Zoom slider or click on the and Signs or right click on the zoom level percent to pop up a list of magnification values from which to choose s __ 100 1 Ifa list style was used with a list item or heading no dialog box appears 16 OpenOffice org 3 3 Writer Guide Changing document views Writer has three ways to view a document Print Layout Web Layout and Full Screen To change the view go to the View menu and click on the required view Print Layout is the default view in Writer In this view you can use the Zoom slider and the View Layout icons on the Status bar to change the magnification You can also choose View gt Zoom from the menu bar to display the Zoom amp View Layout dialog box see Figure 12 where you can set the same options as on the Status bar lt q Zoom amp View Layout Px Zoom factor View layout Optimal O Automatic Fit width and height Single page O Fit width Columns Variable CO Figure 12 Choosing Zoom and View Layout options In Web Layout view you can use the Zoom slider the View Layout buttons on the Status bar are disabled and most of the choices on the Zoom amp View Layout dialog box are not available In Full Screen view the document is displayed using the zoom and layout settings previously selected To exit Full Screen view and return to either Print or Web Layout view pr
440. oolbars 11 adding commands 438 choosing icons for commands 439 creating 440 tooltips 28 33 tracking changes 92 93 transparency 244 two digit years 34 U undo 29 unsaved changes flag 15 update fields and charts automatically 49 update links when loading 48 updating fields 397 URL Recognition 97 User Data options 32 user defined variable field 390 user specific settings 43 V variables 398 view options 35 View options for Writer 49 W What s This help 28 wildcards 65 wizard Address Data Source 303 Mail Merge 318 word completion 88 word count 100 workspace 10 wrap off 254 wrap through 258 wrapping text around graphics 253 X XForms 432 XML 45 Y year two digits 34 464 OpenOffice org 3 3 Writer Guide
441. op only in tables Depending on the Window Manager in use Alt Tab may be used instead Jumps to start of table Jumps to end of table Increases or decreases the size of the column or row on the right or bottom cell edge OpenOffice org 3 3 Writer Guide 455 Shortcut Keys Effect Alt Shift Arrow Keys Ctrl Alt Shift Arrow Keys Alt Insert Alt Del Ctrl Shift T Ctrl Shift Del Increases or decreases the size of the column or row on the left or top cell edge Like Alt but modifies only the active cell Provides 3 seconds in Insert mode during which time pressing an arrow key inserts a row or column or Ctrl Arrow Key inserts a cell Provides 3 seconds in Delete mode during which time pressing an arrow key deletes a row or column or Ctrl Arrow Key merges the active cell with the neighboring cell 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 If nothing is selected the contents of the next cell are deleted If cells are selected the whole row s of the selection are deleted If all rows are selected completely or partially the entire table is deleted Shortcut keys for paragraphs and heading levels Shortcut Keys Effect Ctrl 0O zero Ctrl 1 Ctrl 2 Ctrl 3 Ctrl 4 Ctrl 5 Ctrl Alt Up Arrow or Ctrl Up Arrow Ctrl Alt Down Arrow or Applies Text Body paragra
442. op up context menu choose Accept Change or Reject Change Accept or Reject Changes dialog box 1 Click Edit gt Changes gt Accept or Reject The Accept or Reject Changes dialog box opens 2 When you select a change in the dialog box the actual change is highlighted in the document so you can see what the editor changed 3 Click Accept or Reject to accept or reject the selected change You can also click Accept All or Reject All if you do not want to review the changes individually Changes that have not yet been accepted or rejected are displayed in the list Accept or Reject Changes List Filter Deletion Insertion Deletion Inserton Deletion Deletion Insertion Deletion Insertion Deletion Insertion Deletion Insertion Peter Hillier Brook Peter Hillier Brook Peter Hillier Brook Peter Hillier Brook Peter Hillier Brook Peter Hillier Brook Peter Hillier Brook Peter Hillier Brook Peter Hillier Brook Peter Hillier Brook Peter Hillier Brook Peter Hillier Brook Peter Hillier Brook 19 10 2007 19 06 19 10 2007 19 06 19 10 2007 19 06 19 10 2007 19 06 19 10 2007 19 06 19 10 2007 19 07 22 10 2007 18 48 22 10 2007 18 48 20 10 2007 19 46 20 10 2007 19 46 22 10 2007 23 07 22 10 2007 23 07 23 10 2007 22 28 23 10 2007 22 28 Accept All Comment Figure 99 The List tab of the Accept or Reject Changes dialog box 94 OpenOffice org 3 3 Writer Guide To show only the changes of certain people or on
443. op up menu to display a window similar to that shown in Figure 356 354 OpenOffice org 3 3 Writer Guide 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 For more information on how to use OOo s database features see Note Chapter 8 Getting Started with Base in the Getting Started guide g biblio OpenOffice org Base Table Design Max File Edit View Tools Window Help X SRleeL i i x p identifier Text VARCHAR Type Text VARCHAR Address Text VARCHAR Text VARCHAR Text VARCHAR Text VARCHAR Chapter Text VARCHAR Edition Text VARCHAR Editor Text VARCHAR Howpublish Text VARCHAR Tnehh itm Tewt VARCHAR 7 E nT Field Properties Length Default value Format example Figure 356 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 350 on page 352 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 The Identifier column in the upper portion of th
444. options HTML compatibility Load Save options Choices made on the Load Save HTML Compatibility page affect HTML pages imported into OpenOffice org and those exported from OOo See HTML documents importing exporting in the Help for more information Font sizes Use these fields to define the respective font sizes for the HTML lt font size 1 gt to lt font size 7 gt 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 If this option is not selected numbers will be interpreted according to the Language Locale setting in Tools gt Options gt Language Settings gt Languages see page 58 If this option is selected numbers will be interpreted as for the English USA locale 46 OpenOffice org 3 3 Writer Guide Font sizes Import Size 1 7 Use English USA locale for numbers Size 10 gt Import unknown HTML tags as fields lgnore font settings Size 3 12 Export Size 4 14 EEEE Netscape Navigator Size 5 18 i OpenOffice org Basic Size 6 24 i v Display warning Size 7 36 Frint layout Copy local graphics to Internet Character set Western Europe Windows 14 Figure 44 Choosing HTML compatibility options I
445. or brochures Click OK to return to the Print dialog box 4 Select the Page layout tab in the Print dialog box Chapter 5 Printing Exporting Faxing and E Mailing 153 5 Select the Brochure option 6 In the Page sides section select Back sides left pages option from the Include drop down list General OpenOffice org Writer Page Layout Options Layout Pages per sheet 1 m 1 E Draw a border around each page sven Gee Brochure Page sides Include All pages fe All pages Back sides left pages Front sides right pages 7 Click the Print button 8 Take the printed pages out of the printer turn the pages over and put them back into the printer in the correct orientation to print on the blank side You may need to experiment a bit to find out what the correct arrangement is for your printer 8 On the Print dialog box in the Page sides section select Front sides right pages option from the Include drop down box 9 Click the Print button Tip If your printer can print double sided automatically choose All pages Printing in black and white on a color printer You may wish to print documents in black and white on a color printer Several choices are available Please note that some color printers may print in color regardless of the settings you choose Change the printer settings to print in black and white or grayscale 1 Choose File gt Print to open the Print dialog box 2 Click
446. or does it permit sexless addressing such as Dr e Again in Step 4 the General salutation is not editable and the default values are somewhat limited e In Step 5 the layout is idiosyncratic with paragraph marks all over the place SO as to space the address block frame and salutation Creating a professional looking document requires significant editing If the above limitations are not a hindrance to you then open a new document with File gt New gt Text Document and start the Mail Merge wizard using Tools gt Mail Merge Wizard The wizard opens as shown in Figure 316 Step 1 Select starting document The wizard gives various options to select your starting document e Use the current document e Create a new document e Start with an existing document e Start from a template For the purposes of this description we assume that you opened a new text document This will ensure that all the steps in the wizard are fully explored 318 OpenOffice org 3 3 Writer Guide although with experience you may find it more practical to use a draft you prepared earlier which will allow skipping some steps Select Use the current document and click Next Mail Merge Wizard Steps Select starting document for the mail merge Select the document upon which to base the mail merge document n Select document type Use the current document Insert address block l Create a new document Create salutation Adjust layout O
447. or vice versa However you can embed a list style in a paragraph style using the Numbering page of the Paragraph Style dialog box and then apply only the paragraph style to the list This section gives an example of combining list and paragraph styles 1 Create a list style you want to use for the paragraph For example MyNumbered List 2 Create a new paragraph style 3 On the Organizer page of the Paragraph Style dialog box d Give the new paragraph style a name say NumberedParagraph e For the Next Style choose NumberedParagraph this will make the following 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 this paragraph style to your liking Because the indentation is controlled by the List style to avoid undesired interactions do not change the indent settings on the Indents amp Spacing page You might want to change the Spacing above and below the paragraph 5 On the Outline amp Numbering page choose the MyNumberedList style created in step 1 6 Click OK to save this style Chapter 7 Working with Styles 233 To have full control it is common practice to define three base paragraph styles for lists List Start for the first element of the list List Continue for the subsequent elements of the list and List End for the last element of the list You should also define a paragraph style to be used fo
448. ord press the Enter key with the cursor in the last field 5 Other functions can be performed from the Form Navigation toolbar including deleting a record and adding a new record 428 OpenOffice org 3 3 Writer Guide Advanced form customization Linking a macro to a form control You can set any form control for example text box or button to perform an action when triggered by some event To see the full list of events right click on the form control when the design mode is on select Control and click on the Events tab Properties Text Box General Data Events Changed Text modified When receiving Focus When losing Focus Key pressed Key released Mouse inside Mouse moved while key pressed Mouse mowed Mouse button pressed us S J J ow J i J J J hal Mouse button released Figure 427 Control properties Events tab To assign a macro to an event 1 Create the macro See Chapter 13 Getting Started with Macros in the Getting Started guide 2 Be sure the form is in design mode Right click on the form control select Control and click on the Events tab 3 Click the browse button to bring up the Assign action dialog box Figure 428 4 Click the Macro button and select the macro from the list in the Macro Selector dialog box You return to the Assign action dialog box Repeat as needed then click OK to close the dialog box Chapter 15 Using Forms in Writer 429
449. ords are capitalized except for certain subsets defined by rules that are not universally standardized Chapter 3 Working with Text 101 y OpenOffice org 3 Chapter 4 Formatting Pages Using Page Styles Tables Frames Columns and Sections 102 Introduction Writer provides several ways for you to control page layouts e Page styles e Columns e Frames e Tables e Sections This chapter describes these methods and some associated things e Headers and footers e Numbering pages e Changing page margins Page layout is usually easier if you select the options to show text object table and section boundaries in Tools gt Options gt Tip OpenOffice org gt Appearance and if you select the options for paragraph ends tabs breaks and other items in Tools gt Options gt OpenOffice org Writer gt Formatting Aids Choosing a layout method The best layout method depends on what the final document should look like and what sort of information will be in the document Here are some examples Do not worry if all this does not mean much to you now The techniques mentioned are all described in this chapter For a book similar to this user guide with one column of text some figures without n text beside them and some other figures Enee with descriptive text use page styles for basic layout and use tables to place figures beside descriptive text where Sa keo r Cirmi Finir kk glara paiar a mmen ha ne
450. ore the number for example Step e After any text to appear after the number for example a punctuation mark e Color the color for the list marker number or bullet character e Relative size the size of the number relative to the size of the characters in the paragraph of the list e Start at the first value of the list for example you might want the list to start at 4 instead of 1 e Character Style the style to be used for the number or bullet e Character button click to select the character for the bullet e Graphics selection button opens a list of available graphics Gallery or allows the selection of a file on the hard disk to be used as the list marker e Width and Height the dimensions of the graphic marker e Alignment the alignment of the graphic object e Keep ratio option fixes the ratio between the width and the height of the graphic marker The right hand side of the dialog box shows a preview of the modifications made To revert to the default values click the Reset button in the bottom right corner Finally if you wish to use consecutive numbers regardless of the outline level check the Consecutive numbering box at the bottom of the page Combining list and paragraph styles When applying a list style the underlying paragraph style remains unchanged If your list must also have a certain font size indentations and so on you might expect to first apply a paragraph style and then a list style
451. ories Content View Switches between showing all categories and showing only the selected category Set Reminder Inserts a reminder see page 27 LED Header Footer Jumps between the text area and the header or footer area if the page has them m Anchor lt gt Text Jumps between a footnote anchor and the corresponding footnote text Heading Levels Shown Choose the number of heading levels to be shown Moving quickly through a document The Navigator provides several convenient ways to move around a document and find items in it e To jump to a specific page in the document type its sequence number in the box at the top of the Navigator e When a category is showing the list of items in it double click on an item to jump directly to that item s location in the document For example you can jump directly to a selected heading graphic or comment by using this method To see the content in only one category highlight that category and click the Content View icon Click the icon again to display all the categories You can also change the number of heading levels shown when viewing Headings e Use the Previous and Next icons to jump to other objects of the type selected in the Navigation toolbar See below for details Chapter 1 Introducing Writer Zo Objects are much easier to find if you have given them names when creating them instead of keeping OOo s default names of graphics1
452. ortrait 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 If your landscape pages are going to be inserted between portrait pages you might want the headers and footers to be on the short sides of the landscape pages so the final printed product looks like the contents of the landscape pages have been rotated 90 degrees on portrait pages You can set up portrait headers and footers on landscape pages by using a trick involving frames These are a bit tedious to set up but once you have done so you can copy and paste them to other landscape pages There does not appear to be a way to make this part of the landscape page style To set up portrait headers and footers on landscape pages 1 Calculate the required margins so the text area of the landscape page is the Same size as the text area on the portrait pages taking into account the space for headers and footers on the portrait pages For example consider a book which uses the margins shown in the following table The landscape right and left margins are 1 cm larger than the portrait top and bottom margins respectively This difference accounts for the extra Space used by the portrait header and footer 0 5 cm for the height of the header or footer and a 0 5 cm gap between the header or footer and the main text Portrait page right page Landscape page right page Top margin 1 5 cm Right mar
453. ose File gt Print from the menu bar 2 On the Print dialog box select the range of pages to print a In the Ranges and copies section of the General page select the Pages option b Enter the sequence numbers of the pages to print for example 1 4 or 1 3 7 11 3 Click the Print button Printing a selection of text 1 In the document select the material text and graphics to print 2 Choose File gt Print from the menu bar 3 The Ranges and copies section of the Print dialog box now includes a Selection option and the preview box shows the selected material See Figure 162 4 Click the Print button 152 OpenOffice org 3 3 Writer Guide What is OpenOffice org q OpenOitice org OOo is both a software product and a communtiy of volunteers who produce and support the software T Because someone else owns the trademark OpenOffice the corect Notet name for both the open source project and its software is OpenOffice ang 4 The OpenOffice org software is a freely available full featured office productivity suite E you have used previous versions of OpenOfice org you might want to look over the new features lists at http www openoffice orgidev docsfeatures 3 0 http Awww openoffice orgidew docs Features3 1 http www openoifice orgidey docs features 3 2 and http Awww openotice orgidey docs features 3 3 9 0000 s native file format is OpenDocument an open standard format that is being
454. oses an open menu Controlling dialogs When you open any dialog one element such as a button an option field an entry in a list box or a checkbox is highlighted or indicated by a dotted box around the field or button name This element is said to have the focus on it Up down arrow keys Right left arrow keys Tab Shift Tab Alt Down Arrow Shortcut Keys Result Enter Activates selected button In most cases where no button is selected Enter is equivalent to clicking OK Closes dialog without saving any changes made while it alee was open In most cases Esc is equivalent to clicking Cancel When an open drop down list is selected Esc Closes the list Spacebar Checks an empty checkbox Clears a checked checkbox Moves focus up and down a list Increases or decreases value of a variable Moves focus vertically within a section of dialog Moves focus horizontally within a section of a dialog Advances focus to the next section or element of a dialog Returns focus to the previous section or element in a dialog Shows items in a drop down list Stopping macros Shortcut Keys Result Shift Ctrl Q Stops a running macro OpenOffice org 3 3 Writer Guide 451 Function keys for Writer Shortcut keys Effect F2 Opens or closes the Formula Bar CUTE Opens the Fields dialog box F3 Inserts the AutoText entry corresponding to the typed shortcut
455. osing Table gt Table Properties or by right clicking anywhere in the table and choosing Table from the pop up menu Select the first page of the dialog box Table lt q Table Format Table Text Flow Columns Borders Background Properties Alignment Name Fables Autom atic 2 Oem Left l O Erom left Spacing Right O Center O Manual Above Below oe Case Gee Figure 281 The Table page of the Table Format dialog box On this page you can set the alignment of the table choosing among the following options e Automatic the default setting for a table e Left aligns the table with the left margin e Right aligns the table with the right margin e From Left lets you specify under Spacing exactly how far from the left margin the table is placed 270 OpenOffice org 3 3 Writer Guide e Center aligns the table in the middle between the left and right margins If the table width is greater than the margin the table will extend outside of the margins e Manual lets you specify the distances from both left and right margins under Spacing 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
456. ot include the area outside the margins If you plan to print on colored paper and want to have a feel of the final result you will obtain or want to use a light color for the font rather than changing the background then go to Tools gt Options gt Openoffice org and in the Appearance section change the Document background color Chapter 7 Working with Styles 223 Header and Footer pages You can associate a different header or footer to each page style This property makes it very easy to have different headers on left and right pages to avoid headers on pages at the start of a new chapter and so on Setting up the header and footer pages is straightforward The instructions here refer to the header but the footer page has the same options Activate the input boxes by selecting Header on then specify the left margin right margin and spacing to the main text area For the height of the header area you can either select the AutoFit height box which will make Writer adapt the size to the contents or specify the height manually Clicking More opens a new dialog box where you can set the borders and background of the header area If you deselect the Same content left right box you can specify a different header for left or right pages even if you use a single style for both as shown here Page 2 Left Page Header Hight Page Header Page 3 Figure 247 Different content on left and right pages Columns page Use this page to cre
457. ou add or delete text or other graphics This method is useful when the graphic does not need to be visually associated with a particular piece of text It is often used when producing newsletters or other documents that are very layout intensive or for placing logos in letterheads Caution If you plan to use a document within a master document do not anchor graphics To Page because the graphics will disappear from A the master document See Chapter 13 Working with Master Documents for more information 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 252 OpenOffice org 3 3 Writer Guide This method is similar to anchoring to a paragraph but cannot be used with drawing objects As Character The graphic is placed in the document like any other character and therefore affects the height of the text line and the line break The graphic moves with the paragraph as you add or delete text before the paragraph This method is useful for keeping screenshots in sequence in a procedure by anchoring them as a character in a blank paragraph or for adding a small inline icon in sequence in a sent
458. ou can just as easily click on the line you want to customize in the User defined area to get exactly what you want Each line can be individually formatted e Line specifies what the border looks like the style and color There are a number of different styles and colors to choose from The Line Style and Color will apply to those borders highlighted by a pair of black arrows in the User defined map on the left hand side of the dialog box 144 OpenOffice org 3 3 Writer Guide Frame Type Options Wrap Hyperlink Borders Background Columns Macro Line arrangement Line Spacing to contents Default Style Left 0 15cm E User defined Right 0 15cm Top 0 15cm Bottorn O 15 rm Synchronize Color Me clack m Shadow style Position Distance Color Figure 155 Frame dialog box Borders page e Spacing to contents specifies how much space to leave between the border and the contents of the element 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 e Shadow style properties always apply to the whole element A shadow has three components where it is how far from the element it is cast and what color it is Adding color to the background In the Frame dialog box choose the Background page Here you can add color or a graphic T
459. ou can make some other selections 350 OpenOffice org 3 3 Writer Guide Insert Index Table Index Table Entries Styles Columns Background Level Structure and Formatting structure Entry text Tab stop Chapter info Page no Figure 348 Entries tab for Illustration Index 5 Click OK The result is shown below Table of Figures Figure 1 Incdex Table page of Insert Index Table dialog bow cccceeee eee OF Figure 2 Assign Styles dialog BOX ccdccc cece sdecesinnoewsenssucoussaoieseubsrweunondvesrebeoenes 104 Figure 3 Entries page of Insert Index Table dialog bow cee eee e eee ee ees 119 Figure 4 Hyperlink in table of contents ccccccece eee ceeeeeeeeeteeeteeeeeaeeeeneeeaees 134 Figure 5 Styles page of Insert Inclex Table dialog bom c ccc ccee cece ee ee 154 Figure 6 Access an index from the Navigator ccccceeeeee cess eeeeeeteeeteaeeeaeees 174 Figure 7 Configuring the Annexes outline numbering cccceee eens eens 164 Figure 6 Outline amp Numbering page for the level 1 annex heaclings 19 Figure 9 A table of contents with main body and annex numbered 20 Figure 10 Inserting an index entry nnnnnnnnnnnnnnnnnnnrnnnnnnnnrrrrrrrrrrrrerrrrrrrrrrrna gt 214 Figure 11 Entry icon on Insert GOOIMAM siccetocvnscdatohsgaxeutwncdatenanteoudunncatta
460. ou use the default tab interval and then send the document to someone who uses a different default tab interval then your tabbed material will be displayed using the other person s default tab settings In addition any changes to the default tab stops will change the existing default tab stops in any document you open afterward as well as tab stops you insert after making the change To avoid these unwanted changes define your own tabs in paragraph styles or individual paragraphs see Defining your own tab stops and indents in Chapter 3 Working with Text View options Two pages of options set the defaults for viewing Writer documents View described here and Formatting Aids described below If the items on the OpenOffice org Writer View page are not self explanatory you can easily test their effects in a blank document This is a good page to check if for example you cannot see graphics on the screen or you see field codes instead of the text or numbers you are expecting Chapter 2 Setting up Writer 49 Guides View C Guides while moving Horizontal scrollbar V Simple handles Vertical scrollbar Large handles Ruler Di Horizontal ruler splay X3 Graphics and objects Vertical ruler W Tables Smooth scroll Drawings and controls C Field codes Comments
461. paces Apply numbering symbol Apply border Create table Apply Styles Remove blank paragraphs Replace Custom Styles SiSiSiSiSS 588 m E M Replace while modifying existing text T AutoFormat AutoCorrect while typing Figure 61 The AutoCorrect dialog box in Writer showing the five tabs and some of the choices on the Options tab Chapter 2 Setting up Writer ae yen OpenOffice org 3 Chapter 3 Working with Text Introduction This chapter covers the basics of working with text in Writer the word processing 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 of paragraph marks and selecting other setup options When you have read this chapter you should know how to e Select cut copy paste and move text e Find and replace text e Insert special characters e Format paragraphs and characters e Create numbered or bulleted lists e Check spelling use the thesaurus and choose hyphenation options e Use the autocorrection word completion autotext and line numbering features e Track changes undo and redo changes and insert notes e Link to other parts of a document Selecting tex
462. pdate links when loading select one of the following three options Update Update links when loading Automatically C Always Fields On request Charts CO Never e Select Always if you want Writer to update links automatically without prompting you whenever you open a document that contains links e Select On request if you want Writer to prompt you before updating links e Select Never if you do not want Writer to update links 3 Click OK to save your settings The Options dialog box closes Chapter 4 Formatting Pages 129 Updating links manually To update a link manually 1 Open the document that contains the link 2 Choose Edit gt Links The Edit Links dialog box opens 3 The list in the Edit Links dialog box displays the names of all the files that are linked to the current document Click the file that corresponds to the link that you want to update 4 Click the Update button The most recently saved contents of the linked file appear in the current document 5 To close the Edit Links dialog box click Close Edit Links Source file Element lt All formats gt Graphic Modi fy aan Break Link Source file file D work Garden in May jpg Element lt All formats gt Type Graphic Update Figure 137 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 T
463. pdate the index from the Navigator by right clicking on Indexes gt Table of Contents1 and choosing Index gt Update Deleting a table of contents To delete the TOC from a document 1 Right click anywhere in the TOC 2 From the pop up menu choose Delete Index Table Writer deletes the TOC Not Writer will not prompt you to confirm the delete Use caution when Ore deleting a TOC You can also delete the index from the Navigator by selecting Index gt Delete from the menu shown in Figure 340 Alphabetic indexes An alphabetical index referred to as an index is a list of keywords or phrases used throughout a document that if listed in order with page numbers may help the reader find information quickly Generally an index is found in the back of a book or document This section describes how to e Add index entries e Create an alphabetic index quickly e Customize the display of index entries e Customize the appearance of the index e View and edit existing index entries 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 Choose Insert gt Indexes and Tables gt Entry to display a dialog box similar to that shown in Figure 341 You can accept the word or p
464. ph style Applies Heading 1 paragraph style Applies Heading 2 paragraph style Applies Heading 3 paragraph style Applies Heading 4 paragraph style Applies Heading 5 paragraph style Moves the active paragraph or selected paragraphs up one paragraph Moves the active paragraph or selected paragraphs Ctrl Down Arrow down one paragraph Tab When the cursor is at the beginning of the heading text moves a heading in format Heading X X 1 9 down one level in the outline Does not affect the applied paragraph style 456 OpenOffice org 3 3 Writer Guide Shortcut Keys Effect Shift Tab When the cursor is at the beginning of the heading text moves a heading in format Heading X X 2 10 up one level in the outline Does not affect the applied paragraph style Ctrl Tab At the start of a heading Inserts a tab stop Depending on the Window Manager in use Alt Tab may be used instead Shortcut keys for moving and resizing frames graphics and objects Shortcut Keys Effect Esc Cursor is inside a text frame and no text is selected Esc selects the text frame Text frame is selected Esc clears the cursor from the text frame F2 or Enter If a text frame is selected positions the cursor to the end of or any key that produces a character on screen Alt Arrow Keys Alt Ctrl Arrow Keys Alt Ctrl Shift Arrow Keys Ctrl Tab the text in the text frame If you press any key that produces a char
465. phenate 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 Hyphenation options set on the Writing Aids dialog box are effective only if hyphenation is turned on through paragraph styles Choices on the Writing Aids dialog box for Characters before line break and Characters after line break override settings in paragraph styles for Characters at line end and Characters at line begin Manual hyphenation To manually hyphenate words do not use a normal hyphen which will remain visible even if the word is no longer at the end of a line when you add or delete text or change margins or font size Instead use a conditional hyphen which is visible only when required To insert a conditional hyphen inside a word click where you want the hyphen to appear and press Control hyphen The word will be hyphenated at this position when it is at the end of the line even if automatic hyphenation for this paragraph is switched off Using AutoCorrect Writer s AutoCorrect function has a long list of common misspellings and typing errors which it corrects automatically For example hte will be changed to the Select Tools
466. pik ee ee G 1DE E L E AH IL FE E HA HN TEA EE Se HIN PEES j E He H aeae HEE T 7 irik ilit riimi vim bile ii a H b bel bile ca rbi Hiii wh al ii Ee Oe ed pl iia oe a de Figure 105 Letterhead with different page styles for first and following pages As an example we can use the First Page and Default page styles that come with Writer Figure 106 shows what we want to happen the first page is to be followed by the default page and all the following pages are to be in the Default page style First Default Page Figure 106 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 Be located at the left hand end of the object bar choose Format gt Styles and Formatting or press F11 2 On the Styles and Formatting window click on the Page Styles icon ley to display a list of page styles 3 Right click on First Page and select Modify from the pop up menu 4 On the Organizer page of the Page Style dialog box look at the Next Style property This property defines what the page style for the next page will be It Should be set to Default but if it is not you can change the next style by clicking on the drop down button and choosing Default from the list of page styles 106 OpenOffice org 3 3 Writer Guide Page Style First Page Organizer Page Background Header Footer Borders Columns Footnote
467. port bookmarks is selected on the General page Links page of PDF Options dialog box On this page you can choose how links in documents are exported to PDF General Initial View User Interface Links Security _ Convert document references to PDF targets _ Export URLs relative to file system Cross document links Default mode Open with PDF reader application Open with Internet browser Figure 173 Links page of PDF Options dialog box 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 Export URLs relative to the file system If you have defined relative links in a document this option exports those links to the PDF Cross document links Set up the behavior of the PDF links to other files Select one among the following alternatives e Default mode The PDF links will be handled as specified in your operating system e Open with PDF reader application Use the same application used to display the PDF document to open linked PDF documents e Open with Internet browser Use the default Internet browser to display linked PDF documents 164 OpenOffice org 3
468. position text in areas of a document instead of using several Tab characters For example the descriptions under Figure 290 were created in a table with invisible borders Another perhaps better example would be in headers and footers to support independent positioning of different elements such as page number document title etc This use of tables is described in Chapter 4 Formatting Pages Creating a table Before you insert a table into a document it helps to have an idea of the visual result you want to obtain as well as an estimate of the number of rows and columns required Every parameter can be changed at a later stage however thinking ahead can save a large amount of time as changes to fully formatted tables often require a Significant effort Inserting a new table To insert a new table position the cursor where you want the table to appear then use any of the following methods to open the Insert Table dialog box e From the main menu choose Table gt Insert gt Table e Press Control F12 e From the Standard toolbar click the Table icon 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 266 OpenOffice org
469. position the graphie with respect to the text and other graphics The mesitioniag of graphics 1s often rather time consuming and may be very marime for non expenenced ind expenenced users alike As Wriler is 1 word processor rier thin a desktop publishing product there are some limitations to the flexibility in positioning mages and it takes Bime to eet thines exactly as you would like them Starting from OpenOlhice org version 3 0 this area will be considerably mproved by hie inclusion of a new option that allows a loose anchoring ieie of a graphics 1s controlled by working an four areas Arrange Alignment frongemeni re erning to the placement ol a graphic on z Anchor je Amangemen controls how graphics are stacked 3 Rite gr No Wrap Alene amp z Page Wrap In relanon ca iama CSE Optimal Page Wrap aa ri ug Caption D eens could be the oot agela ss Tere wrapobre J ae O In Background muy wrap around the gaphic onone e Cut IE Contour lie or treat the graphic asa separate parag T Copy paste w Edit Contour First Paragraph Figure 272 Image and drawing object with contour wrapping The example of Figure 272 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 Chapter 8 Working with Graphics PTA 2 Insert an image of your
470. ppData Roaming OpenOffice org 3 userig Graphics CA Users Jared AppData Roaming OpenOffice org s user g My Documents CAUsersaredi Documents Templates CAUsersdarediAppDatai Roaming OpenOffice org J usert Temporary files CA Users Jared AppData Local Temp d nT j Default Edit Figure 33 Viewing the paths of files used by OOo Color options On the OpenOffice org Colors page 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 38 OpenOffice org 3 3 Writer Guide Properties Name Blue8 Add Color Color table B 153 DENSDEEE lO SEeeeeee BEREEOSL gt Figure 34 Defining colors to use in color palettes in OOo To modify a color 1 Select the color to modify from the list or the color table 2 Enter the new values that define the color If necessary change the settings from RGB Red Green Blue to CMYK Cyan Magenta Yellow Black or vice versa The changed color appears in the lower of the two color preview boxes at the top 3 Modify the Name as required 4 Click the Modify button The newly defined color is now listed in the Color table Alternatively click the Edit button to open the Color dialog shown in Figure 35 Here you can select a color from one of the color windows in the upper area or you can ente
471. 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 To make the document read only select Tools gt Options gt OpenOffice org gt Security gt Open this document in read only mode If the document is read only anyone filling in the form will need to use Note File gt Save as to save the document 422 OpenOffice org 3 3 Writer Guide Accessing data sources The most common use for a form is as the front end of a database You can provide a form that allows users to enter information into a contacts database and because it is part of a Writer document the form can contain graphics formatting tables and other elements to make it look just the way you want 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 To see the list of supported data source types for your operating system choose File gt New gt Database On the first page of the Database Wizard Figure 420 select Connect to an existing database and then open the drop down list Tip Creating a database Chapter 8 Getting Started with Base in the Getting Started guide covers in more detail how to create a d
472. r Guide The process to obtain this is the following 1 Insert the image into the document then anchor it to the first paragraph To move the anchor select the image and move it until the anchor symbol is at the beginning of the paragraph Do not worry about the position as that will be fixed in the next step 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 1 cm from the left margin 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 2 cm in the Right and Bottom boxes 4 The last touch is to change the position so that the image is below the first line of the paragraph Again you can use the mouse to drag the image or use the advanced settings which require a bit of trial and error The line height used in this guide O 75 cm from the top margin of the paragraph is a good value Example 2 simple contour wrapping in action In this example we again apply page wrapping as in example 1 enabling this time the contour option We will work on an image and on a drawing object as the contour option works slightly differently in the two cases When you ddd a graphic tod text document you need to choose how to
473. r TOC Writer can evaluate up to ten levels of headings 2 Click in the document where you want the TOC to appear 3 Choose Insert gt Indexes and Tables gt Indexes and Tables 4 Click OK The result will be a typical table of contents Some tips you may find useful e Ifsome of your headings do not show up in the table of contents check that the headings have been tagged with the correct paragraph style If a whole level of headings does not show up check the settings in Tools gt Outline Numbering See Defining a hierarchy of headings in Chapter 6 Introduction to Styles for more information e The TOC appears with a gray background This background is there to remind you that the text is generated automatically It is not printed and does not appear if the document is converted to a PDF To turn off this gray background Chapter 12 Tables of Contents Indexes and Bibliographies 331 go to Tools gt Options gt OpenOffice org gt Appearance then scroll down to the Text Document section and deselect the option for Index and table Shadings This change may leave a gray background showing behind the dots between the headings and the page numbers because the dots are part of a tab To turn that shading off go to Tools gt Options gt OpenOffice org Writer gt Formatting Aids and deselect the option for Tabs e Ifyou cannot place the cursor in the TOC choose Tools gt Options gt OpenOffice org Writer gt For
474. r 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 Tip Example configuring a nested list We will use a numbering style to produce the following effect I Level 1 list item A Level 2 list item i Level 3 list item a Level 4 list item This example uses one of the supplied styles Numbering 1 however if you intend to reuse this type of nested list you can also create a new style as illustrated in Chapter 7 Working with Styles 76 OpenOffice org 3 3 Writer Guide 1 Open the Styles and Formatting window and click the List Styles icon at the top Right click on the Numbering 1 style and choose Modify from the pop up menu Styles and Formatting A w a od Int Modify Figure 77 Modifying a list style 2 On the Numbering Style dialog box go to the Outline page where you will find that one style matches our requirements Click once on that style Numbering Style Numbering 1 Organiser Bullets Numbering Style Outline Graphics Position Options Selection 1 1 1 Figure 78 Choosing a predefined outline numbering style 3 To modify the layout of the list use the Options tab Figures 79 and 80 Notice that the preview on the right
475. r example Figure 374 the heading has the field name word count 374 OpenOffice org 3 3 Writer Guide Counting all the words in a changedidocument Reference word count Figure 374 Finding the field name for a heading Using bookmarks Bookmarks are listed in the Navigator and can be accessed directly from there with a single mouse click To insert a bookmark 1 Select the text you want to bookmark Click Insert gt Bookmark 2 On the Insert Bookmark dialog box the larger box lists any previously defined bookmarks Type a name for the new bookmark in the top box Click OK Insert Bookmark Bookmarks insertpagenum usedocproperties Cancel Figure 375 Inserting a bookmark Setting references 1 Click Insert gt Cross reference 2 On the Cross references tab of the Fields dialog box Figure 376 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 Chapter 13 Working with Master Documents 375 Document Cross references Functions Docinformation Variables Database Type Selection Set Reference add toc Insert Reference create md and subdocs Headings create ternplate Numbered Paragraphs Cross ref between subdocs Figure insert subdocs Bookmarks Method 1 Quick and easy Footnotes Method 2 Not too complicated Method 3 Complete control Mame word coun
476. r 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 e Printer settings which printer single sided or double sided printing paper size and so on e Styles to be used including character page frame numbering and paragraph styles e Format and settings regarding indexes tables bibliographies table of contents Templates can also contain predefined text saving you from having to type it every time you create a new document For example a letter template may contain your name address and salutation You can also save menu and toolbar customizations in templates see Chapter 14 Customizing OpenOffice org for more information Creating a template using a wizard You can use wizards to create Writer templates for letters faxes and agendas For example the Fax Wizard steps you through the following choices e Type of fax business or personal e Document elements like the date subject line business fax salutation and complimentary close e Options for sender and recipient information business fax e Text to include in the footer business fax To create a template using a wizard 1 From the main menu choose File gt Wizards gt type of template required Chapter 10 Working with Templates 293 2 3 4 File Edit View Insert Format Table To
477. r multiple conditions use the operators AND and or OR between the conditional statements for example Points Sheet1l Title AND Points Sheet1l Last Name Click Insert but do not close the dialog box until all lines have been amended 5 Repeat for each paragraph to be conditionally suppressed remembering to advance the cursor to the end of the line in question before changing the last element of the condition and Inserting the result 312 OpenOffice org 3 3 Writer Guide The last paragraph of the label address block ends with a special field Next record Database Table Next record Points Sheet1 in our example Caution and the Hidden paragraph field MUST be inserted before this field This can generally be accomplished by clicking at the end of the paragraph and A then using the Left Arrow key once to skip back over it A clue that you omitted this action is the observation that some records have been skipped and are missing from the final output 6 Remembering that we selected Synchronise contents earlier you should now be able to see a small window containing a button labelled Synchronise Labels Click on this button and the hidden paragraph fields are propagated to all the labels in your document You now have a template suitable for future use with the same data source and type of label If you wish to save it use File gt Templates gt Save as to Save it as an Open Document Text Template ott into the private t
478. r other objects right click gt Caption Note If you do want automatic captions on one or more object types 1 Choose OpenOffice org Writer gt AutoCaption on the Options dialog box 2 On the OpenOffice org Writer AutoCaption page select the check box next to an object you want to be automatically captioned Picture in the example shown 3 With the item highlighted specify the characteristics of the caption The supplied categories for captions are Drawing Illustration Table and Text However you are not limited to the supplied categories If you want to use another name for example Figure for the caption label type the required term in the box In the example shown I have added the category Figure to the list Additional information about numbering captions by chapter character styles frame styles and other items on the AutoCaption page is given in later chapters in the Writer Guide Add captions automatically Caption when inserting Category Cam gt OpenOffice org Writer Table Numbering Arabic 1 23 L OpenOffice org Writer Frame Ih I senOffice org Writer Picture Numbering separator OpenOffice org Spreadsheet L OpenOffice org Drawing separator _ OpenOffice org Formula P i OpenOffice org Chart Position FI nee Numbering captions by chapter Love Separator Caption order Category and frame format Category first
479. r someone changes something in the document this change breaks the digital signature Chapter 5 Printing Exporting Faxing and E Mailing 169 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 gt Digital Signatures 2 If you have not saved the document since the last change a message box appears Click Yes to save the file 3 After saving you see the Digital Signatures dialog box Click Add to add a public key to the document 4 In the Select Certificate dialog box select your certificate and click OK 5 You see again the Digital Signatures dialog box where you can add more certificates if you want Click OK to add the public key to the saved file A signed document shows an icon in the status bar You can double click the icon to view the certificate Removing personal data You may wish to ensure that personal data versions notes hidden information or recorded changes are removed from files before you send them to other people or create PDFs from them In Tools gt Options gt OpenOffice org gt Security gt Options you can set OOo to remind warn you when files contain certain informati
480. r 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 If it is unchecked you can manually set each of the following e Width between each of the columns e Spacing between each of the columns 3 You can choose to have a separator line between the columns e Line The width thickness of the line e Height The height of the line e Position Position of the line relative to the columns top middle or bottom if the height is less than 100 348 OpenOffice org 3 3 Writer Guide Maintaining an index To modify the appearance of an index 1 Right click anywhere in the index 2 From the pop up menu choose Edit Index Table The Insert Index Table dialog box opens and you can edit and save the index using the five tabs described in the previous section To update or delete an index follow the process described in the sections Updating a table of contents and Deleting a table of contents on page 341 Viewing and editing existing index entries Once you have added the initial entries you can make some amendments or add some new ones You can view and edit these using the following steps 1 Ensure that field shading is active Tools gt Options gt OpenOffice org gt Appearance gt Text Document gt Field shadings so you can locate index entries more easily 2
481. r unnumbered list items one for each nested level you intend to use as well as an introductory style for the paragraph preceding the start of the list to allow for keeping the introductory paragraph with the first list item or for specifying spacing before the first list item that is different from the Spacing between other paragraphs Example Creating a simple list style In this example we will create a numbered list that is used to number the songs on a CD The numbers are right aligned and some space is left between the number and the title of the track As we want to reuse the same numbered list for other CDs we will define a new list style and then apply it to the tracks list Creating the CDTracks numbered list As for the previous example start by clicking the List Styles icon fifth from the left in the Styles and Formatting window Then right click anywhere in the list box and choose New The Numbering style dialog box is displayed For the CDTracks style we need to customize fields in the Organizer the Options and the Position pages Style fields Description Name Enter CDTrack Category Custom styles will be OK for us 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 empty 4 Leave the Character Style field as None 9 Show sublevels should be grayed out 6 Make sure Start at is
482. r values in the lower area using your choice of RGB CMYK or HSB Hue Saturation and Brightness values The upper right color window is linked directly with the color input fields in the lower area as you choose a color in the upper window the numbers change accordingly The two color fields at the lower right show the value of the selected color on the left and the currently set value from the color value fields on the right Modify the color components as required and click OK to exit the dialog The newly defined color now appears in the lower of the color preview boxes shown in Figure 34 Type a name for this color in the Name box then click the Add button A small box showing the new color is added to the Color table Chapter 2 Setting up Writer 39 40 E Magenta a0 Red Hue 710 Yellow om 6 By Saturation AQ Key pai Brightness 100 Figure 35 Editing colors Another way to define or alter colors is through the Colors page of the Area dialog where you can also save and load palettes a feature that is not possible here In Writer draw a temporary draw object and use the context menu of this object to open the Area dialog Font options You can define replacements for any fonts that might appear in your documents If you receive from someone else a document containing fonts that you do not have on your system OOo will su
483. ragraph 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 formatting headings subheads in the framework for a document that will be fleshed out afterwards Open a new text document for this exercise and type Title on the first line click the Paragraph Styles icon on the Styles and Formatting window and double click Heading 1 in the drop down list Repeat this procedure for the other entries of 184 OpenOffice org 3 3 Writer Guide Figure 193 using the proper paragraph style for each the Heading 1 style for the paragraph containing the word Title Heading 2 for Subtitle 1 and so on Your document should resemble Figure 193 Title Subtitle 7 _ Section 1 1 Section 1 2 7 subtitle 2 Figure 193 Headings 1 3 with default styles Suppose you decide to make some changes to these styles namely e Heading 1 should be centered e 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 Complimentary close Default First line indent Hanging indent Modify Figure 194 Modifying a style After the Paragraph Style window opens choose the Alignment tab select Center as shown in Figure 195 and click OK Now every paragraph marked as Heading 1
484. rd 37 closing adocument 23 closing Writer 23 color options 38 columns changing the number 112 defining 110 distributing text evenly 113 formatting 111 newspaper style 113 separator lines 112 comments 93 comparing documents 92 95 compatibility options 54 complex text layout languages 58 conditional content 397 398 conditional text 397 400 convert colors to grayscale 52 counting words 100 create document from template 291 cross reference 143 cross references between documents 374 in headers or footers 394 inserting references 391 overview 97 390 preparing headings as targets 374 setting references 375 393 customizing keyboard shortcuts 441 menus 434 toolbars 437 cutting and copying text 64 D dashes 69 data source accessing existing 425 accessing using a form 423 definition 302 registering 303 database access permissions 430 creating 423 Table Design window 424 Database Wizard 423 426 default file format 44 default template 297 458 OpenOffice org 3 3 Writer Guide dictionaries 58 dictionary 80 different first page 105 digital rights management DRM 165 digital signature 169 direct cursor 50 DocInformation field 399 docking floating windows 13 document closing 23 create from template 291 saving 20 Saving as a Microsoft Word 20 document status 34 document views 17 double sided printing 52 drag and drop 238 Drawing Object Properties toolbar 249 drawing objects grouping 250 properties 249 Drawin
485. re made to the document e Delete a TOC Editing a table of contents To edit an existing TOC 1 Right click anywhere in the TOC 2 From the pop up menu choose Edit Index Table The Insert Index Table dialog box Figure 333 on page 332 opens and you can edit and save the table as described in the previous section If you cannot click in the TOC it is probably because it is protected To disable this protection choose Tools gt Options gt OpenOffice org Tip Writer gt Formatting Aids and then select Enable in the Cursor in protected areas section If you wish to edit the TOC without enabling the cursor you can access it from the Navigator You can also access the Index Table dialog box from the Navigator Figure 340 Drag Mode Display Index Remove Index Update Edit Read only Delete Rename Figure 340 Access an index from the Navigator 340 OpenOffice org 3 3 Writer Guide 1 Open the Navigator press F5 2 Click the expansion symbol sign or triangle next to Indexes 3 Right click on Table of Contents1 and choose Index gt Edit Updating a table of contents Writer does not update the TOC automatically so after any changes to the headings you must update it manually To update a TOC when changes are made to the document 1 Right click anywhere in the TOC 2 From the pop up menu choose Update Index Table Writer updates the TOC to reflect the changes in the document You can also u
486. reak a sequence of page styles and start a new sequence To insert a page break choose Insert gt 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 Each chapter starts with a page style called New Chapter The following pages use the Default page style At the end of each except the last chapter we return to the New Chapter page style for the first page of the next chapter Figure 189 illustrates the flow of page styles when using page breaks New eeu Chapter Default Figure 189 Page style flow using a page break OOo doesn t have a predefined New Chapter style so you must create a custom style see Chapter 7 Let s suppose that you already have the page styles with the following properties Page style Next Style New Chapter Default Default Default At some point you will want to start a new chapter Follow these steps 1 Put the cursor at the end of the chapter on a blank line empty paragraph of its own 2 Choose Insert gt Manual Break The Insert Break dialog box Figure 190 appears 3 Under Type choose Page break and under Style select New Chapter Chapter 6 Introduction to Styles 181 Fs Insert Break Type Line break Column break Cancel Page break Index Left Page lew Chapter HOnCa
487. reference of the page number that the caption appears on using the page style format e Category and Number creates a cross reference with only the caption s category and number for example Table 1 for the first table e Caption Text creates the reference using the caption text leaving off the category and number e Numbering inserts only the number of the caption 5 Click Insert to add the cross reference and click Close to exit the dialog box Automatic formatting of tables Using AutoFormat you can apply an elaborate format to your table with just a few clicks AutoFormat is somewhat similar to paragraph styles and will enable you to obtain 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 choose Table gt AutoFormat This opens the dialog box shown in Figure 289 284 OpenOffice org 3 3 Writer Guide Select from the list on the left the Format most suitable for your table and click OK to apply it Clicking the More button opens another section of the dialog box where you can rename the selected table format scheme as well as decide which parts of the predefined formatting you want to apply to your table You can selectively apply the number format the font the alignment the border or the pattern Format Default A Bue Erg Lavender Yellow Gray Green Red Rack 1 Blac
488. rerken 450 Provan ve dbaca ie cll 0 ere ee eee erent eee nee oe en eee EE EEE E eee eerere ere rere 451 mt 6 6 81 016 ie dire Os G6 een rent eee err eet eee een at ner mer tener wt tre eater here eaten rake teen rere ree ee 451 FPanction keys or VrO eee EE eet 452 Oy ieee E A N A E N EE E E T E E E T E 453 Shortcut keys for tables in Writer ssssssessesecssressresreesseesrreserssereseresersseeseeesseeee 455 Shortcut keys for paragraphs and heading levels c ccc cece cece eee eneeeeeeeeeeeees 456 Shortcut keys for moving and resizing frames graphics and objects 457 1S yea VEIE ve ede up pase ay erases oti vast re encore eae ee ap PE E E AE T 458 OpenOffice org 3 3 Writer Guide Z OpenOffice org 3 3 Writer Guide OpenOffice org 3 Chapter 1 Introducing Writer What ts Writer Writer is the word processor component of OpenOffice org OOo It provides the usual features of a word processor enter and edit text spelling check thesaurus hyphenation autocorrect find and replace automatic generation of tables of contents and indexes mail merge and others In addition Writer provides these important features e Templates and styles e Page layout methods including frames columns and tables e Embedding or linking of graphics spreadsheets and other objects e Built in drawing tools e Master documents to group a collection of documents into a single document e Cha
489. ressing himself back against the wall trying to make himself invisible in the Figure 273 Transparent image added over the text You can obtain a better result if you set a graphic s wrap to In Background In this case all the text will be clearly readable with characters that have the same intensity as long as the background is not too dark Also in this case you may want to adjust the transparency of the image 258 OpenOffice org 3 3 Writer Guide 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 Tllustration and the position of the caption To set up automatic captions 1 Click Tools gt Options On the Options dialog box click on the sign next to OpenOffice org Writer to show a list of options 2 Select AutoCaption Now you can see several choices at the right of the dialog box for adding captions automatically 3 Choose which objects you want to be automatically captioned and specify the characteristics of the captions For more information see AutoCaption options in Chapter 2 Setting up Writer When you insert a graphic if automat
490. restart each chapter s page numbering at 1 set Page number to 1 Click OK 208 OpenOffice org 3 3 Writer Guide 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 tab of the Page Style dialog box Note The Options section of the Text Flow page provides settings to control what happens when a paragraph does not fit on the bottom of a page e Do not split paragraph means that the paragraph is never split across two pages If it does not fit on the bottom of one page the entire paragraph moves to the top of the next page e Keep with next paragraph is appropriate for headings or the lead in sentence to a list to ensure that it is not the last paragraph on a page e Orphan control and Widow control Widows and orphans are typographic terms An orphan is the first line of a paragraph alone at the bottom of a page or column A widow is the last line of a paragraph that appears alone at the top of the next page or column Use these options to allow paragraphs to split across pages or columns but require at least two or more lines to remain together at the bottom or top of a page or column You can specify how many lines must remain together Font options for the paragraph style Three pages of the Paragraph Style dialog box are dedicated to settings co
491. rform a separate spelling check on the document or a text selection click this button This checks the document or selection and opens the Spelling and Grammar dialog box Figure 84 if any misspelled words are found Here are some more features of the spelling checker e You can right click on a word with a wavy underline to open a powerful context menu If you select from the suggested words on the menu the selection will replace the misspelled word in your text Other menu options are discussed below e You can change the dictionary language for example Spanish French or German on the Spelling and Grammar dialog box e You can add a word to a dictionary Click Add in the Spelling and Grammar dialog box and pick the dictionary to add it to e Click the Options button on the Spelling and Grammar dialog box to open a dialog box similar to the one in Tools gt Options gt Language Settings gt Writing Aids described in Chapter 2 There you can choose whether to check uppercase words and words with numbers and you can manage custom dictionaries that is add or delete dictionaries and add or delete words in a dictionary Writer does not include a grammar checker but you can install an extension such as Language Tool and access it from Tools gt Spelling and Grammar See Chapter 17 for more about installing extensions 80 OpenOffice org 3 3 Writer Guide Spelling and Grammar English USA Text language English US
492. rom all the world of men the Oh AHE Long years ago that valley lay so far open to the world that men might come at last through frightfil gorges and over an icy pass into its equable meadows and thither indeed men came a family or so of Peruvian hallbreeds fleeing trom the lust and tyranny ofan evil EREGEEMEIVE Then came the stupendous outbreak of Mindobamba when it was night in AMA for seventeen days and the water was boiling at Yaguachi and all the fish floating dying even as far as EIEVERIO everywhere along the Erdi slopes there were land slips and swit thawings and sudden floods and one whole side of the old pintei crest slipped and came down in thunder and cut off the aT GR Tor ever from the exploring feet ofmen But one of these carly settlers had chanced to be on the hither side of the gorges when the world had so terribly shaken itself and he perforce had to forget his wife and his child and all the friends and possessions he had lett up Figure 62 Selecting items that are not next to each other Selecting a vertical block of text You can select a vertical block or column of text that is separated by spaces or tabs as you might see in text pasted from e mails program listings or other sources using OOo s block selection mode To change to block selection mode use Edit gt Selection Mode gt Block Area or click several times in the status bar on STD until it changes to BLK English USA 100 INSRT
493. rom 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 Some considerations e 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 e A common practice in page layouts is to have asymmetrical page margins both for left and right margins and for top and bottom margins There are various schemes for accomplishing this The most common of them follow these two general rules for printed page layouts a The outer margin right margin on a right hand page would have a wider margin than an inner margin left margin on a right hand page b The bottom margin would be larger than a top margin The rationale for an asymmetrical page layout is allowing more Space for readers to place their hands while holding the books or other printed documents About com describes some page layouts on their Web site Perfect Proportions Using Page Margins in Desktop Publishing e Ifyou 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 The typical procedure for the rest of a chapter is to define a single mirrored page style for
494. rompt you to enter relevant information the first time you save a new document or whenever you use Save As Save AutoRecovery information every _ Minutes Choose whether to enable AutoRecovery and how often to save the information used by the AutoRecovery process AutoRecovery in OpenOffice org overwrites the original file If you also choose Always create backup copy the original file then overwrites the backup copy If you have this option set recovering your document after a system crash will be easier but recovering an earlier version of the document may be harder Save URLs relative to file system internet Relative addressing to a file system is only possible if the source document and the referenced document are both on the same drive A relative address always starts from the directory in which the current document is located It is recommended to save relatively if you want to create a directory structure on an Internet server Default file format and ODF settings ODF format version OpenOffice org by default saves documents in Open Document Format ODF version 1 2 While this allows for improved functionality there may be backwards compatibility issues 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 44 OpenOffice org 3 3 Writer Guide headings and the formatting of numbered lists If
495. round use this page to change the background color of the picture This setting produces the desired results only for images with a transparent color e Hyperlink use this page to associate a hyperlink to the picture you can also create an image map so that only certain areas of the picture respond to a mouse click by opening the associated URI Uniform Resource Identifier in the default browser More information on image maps can be found in the Impress Guide e Picture use this page to flip the picture as well as to display the original location of the file in case the image is linked rather than embedded e Macro allows you to associate a macro to the picture You can choose among the predefined macros or write your own Deleting a picture To delete a picture 1 Click on the picture to show the green resizing handles 2 Press Delete Using Writer s drawing tools You can use Writer s drawing tools to create graphics such as simple diagrams using rectangles circles lines text and other predefined shapes You can also group several drawing objects to make sure they maintain their relative position and proportion You can place the drawing objects directly on a page in your document or you can insert them into a frame You can also use the drawing tools to annotate photographs screen captures or other illustrations produced by other programs but this is not recommended because e You cannot include images in a
496. rounding text and formatting hyperlinks When inserting words in different language or words you do not want the spell checker to detect as mistakes for example procedure names in some programming language character styles are quite useful because you can define the language to be applied in the character style properties 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 amp Replace This was the last time Jean failed to use character styles Character styles do not have as many options as paragraph styles or page styles Their benefits are of a different nature e Formatting changes As Jean s story illustrates the ability to make formatting changes throughout a document can be important Character styles provide this e Consistency Character styles help ensure that typesetting guidelines are applied consistently e Focus on content Was I supposed to bold keystrokes How about menus A writer should not have to remember the answers to these questions Typesetting details distrac
497. rs Use the Spacing section of the page to determine the amount of vertical space above and below the paragraph It is customary to include some space above in heading styles so that they are separated from the text body of the previous section without the need to insert empty paragraphs Spacing between paragraphs is also normal in certain types of documents The body text style of this guide is configured to leave some space between consecutive paragraphs The spacing between paragraphs does not affect the spacing between lines which is instead controlled using the drop down box in the Line spacing section You can select one of the following values e Single the default setting applies a single line spacing to the paragraph This is calculated automatically based on the font size e 1 5 lines sets the line spacing to 1 5 lines e Double sets the line spacing to 2 lines 206 OpenOffice org 3 3 Writer Guide e Proportional this value activates the edit box next to the drop down list where you can enter a percentage value 100 means a single line spacing 200 double line spacing and so on e At least this choice activates the edit box next to the drop down list where you can enter the minimum value in your selected unit of measurement to be used for the line spacing e Leading if this value is selected you can control the height of the vertical Space inserted between two lines from the bottom of the font of the lin
498. rs 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 Writer provides five default arrangements but you Can just as easily click on the line you want to customize in the User defined area to get exactly what you want When multiple cells are selected the User defined area allows you to select the edges of the selection as well as the cell dividers By clicking at the intersection of the lines you can modify multiple borders simultaneously For example in Figure 283 the right edge and horizontal separators are modified with a single operation When the selected cells have different styles of border the User defined area shows the border as a gray line You can click on the gray line to Note choose a new border style first click leave the border as it is second click or delete the border third click Table Format Table Text Flow Columns Borders Background Line arrangement Line spacing to contents Default Style Left 0 04 Ly EH EH ES User defined Right 0 04 Top 0 04 Bottom 0 04 Synchronize Color Shadow style Position Distance Color E 0 07 Properties Merge adjacent line styles Figure 283 Table Format dialog box Borders page Line specifies what the border looks like the style and color There are a number of different st
499. rs of the picture and move the mouse in the direction you wish to rotate By default the picture rotates around its center indicated by a black crosshair but you can change the pivot point by moving the black crosshair to the desired rotation center Ti To restrict the rotation angle to multiples of 15 degrees keep the Shift Ip key pressed while rotating the image 5 Select the rotated picture by pressing Ctrl A then copy the image to the clipboard with Ctrl C 6 Finish by going back to the location of the Writer document where the image is to be inserted and pressing Ctrl V Other settings The Picture dialog box Figure 263 consists of eight pages The Crop page was described on page 245 while the use of the Type and the Wrap pages is explained in Positioning graphics within the text on page 251 The other pages serve the following purposes e Options use this page to give the picture a descriptive name as you want it to appear in the Navigator display alternative text when the mouse hovers over the picture and protect some of the picture settings from accidental Chapter 8 Working with Graphics 247 changes You can also prevent the picture from being printed by deselecting the corresponding option e 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 e Backg
500. rsor in a table 2 Right click and choose Caption gt AutoCaption from the pop up menu 3 Select OpenOffice org Writer Table and select the settings you want and click OK This dialog box is covered in more detail in Chapter 2 Setting up Writer 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 Choose Insert gt Cross reference from the main menu 3 Set the Type to Table A list of captioned tables will be shown in the Selection panel select the one you want to reference 4 In the Format pane choose how the cross reference will appear e Page creates a reference of the page number that the caption appears on e Chapter places a reference to the chapter number in which the caption appears This will only produce an empty space unless you have setup your chapter headings with outline level paragraph styles e Reference inserts the entire caption s category number and caption text as a reference e Above Below inserts above or below depending on whether the table appears above or below the cross reference e As Page Style creates a
501. rt colors to greyscale on the Options OpenOffice org Print page Figure 32 which prints all graphics as greyscale on color printers On black and white printers color in graphics normally prints as greyscale If you are printing double sided on a non duplexing printer you might choose to print only left or right pages then turn the stack over and print the other pages 92 OpenOffice org 3 3 Writer Guide e Depending on how your printer ejects pages face up or face down you might need to print the pages in reverse order so they stack in the correct order as they are printed You can override any of these defaults when printing a document Click File gt Print then click the Options button on the Print dialog box The Printer Options dialog box that appears is similar to the one shown in Figure 51 Tip Default table options On the OpenOffice org Writer Table page you can specify the default behavior of tables Default Input in tables Heading 7 Number recognition v Repeat on each page Number format recognition Do not split v Alignment Border Keyboard handling Move cells Insert cell Row 0 20 Row 0 20 Column 0 20 Column 1 00 Behavior of rows columns Fixed Changes affect the adjacent area only Fixed proportional Changes affect the entire table Variable Changes affect the table size Figure 52 Choosing default Table options Some considerations e If most of your tables wi
502. rties 20 Unlink Frames Figure 267 Object toolbar graphical control of positioning for images Chapter 8 Working with Graphics 251 Arranging graphics Arranging a graphic object means to determine its vertical position relative to other graphic objects or text Arranging is only relevant when objects are overlapping You can choose between four settings plus a special setting for drawing objects Bring to Front Places the graphic on top of any other graphics or text Bring Forward Brings the graphic one level up in the stack z axis Depending on the number of overlapping objects you may need to apply this option several times to obtain the desired result Send Backward The opposite of Bring Forward sends the selected graphic one level down in the object stack Send to Back Sends the selected graphic to the bottom of the stack so that other graphics and text cover it To Background To Foreground Only available for drawing objects moves the drawing object behind or in front of the text respectively Anchoring graphics You can anchor graphics as a character or to a page paragraph or character You can also place graphics in a frame and anchor the frame to a page paragraph or character Which method you choose depends on what you are trying to achieve Here are the ways you can anchor graphics or drawing objects To Page The graphic keeps the same position in relation to the page margins It does not move as y
503. rts of the program you see and use in contrast to the behind the scenes code that actually makes it work are the same as for most other programs A dialog box is a special type of window Its purpose is to inform you of something or request input from you or both It provides controls for you to use to specify how to carry out an action The technical names for common controls are shown in Figure 23 not shown is the list box from which you select an item In most cases we do not 28 OpenOffice org 3 3 Writer Guide use the technical terms in this book but it is useful to know them because the Help and other sources of information often use them In most cases you can interact only with the dialog box not the document itself as long as the dialog box remains open When you close the dialog box after use usually clicking OK or another button saves your changes and closes the dialog box then you can again work with your document Some dialog boxes can be left open as you work so you can switch back and forth between the dialog boxand your document An example of this type is the Find amp Replace dialog box Page Style Default Organizer Page Borders Background Header Footer Sheet 1 Left to right then down 3 First page number Print L Column and row headers Charts L Grid Drawing objects CNotes LC Formulas Objects graphics Zero values Scale Scaling mode Reduce enlarge printout
504. s assigning to events 446 mail merge Adjust Layout dialog 325 Create Salutation dialog 324 edit saved file 313 envelopes 318 Mail Merge dialog 308 Mail Merge dialog box 318 Match Fields dialog 323 New Address Block dialog box 322 overview 302 personalize documents 327 Save print or send 327 Select Address Block dialog box 321 Select Address List dialog box 320 Mail Merge dialog box 308 318 mail merge e mail options 57 Mail Merge Wizard e mailing Writer document 167 mailing labels 310 marginal notes 119 margins changing 109 master document anchoring pictures to page 381 bibliography 371 breaking links 380 changing styles 373 combining several documents 365 creating 364 creating one file 379 cross referencing between subdocuments 374 editing 373 editing subdocuments 374 exporting to odt file 379 index 371 Navigator 378 no existing documents 366 planning 366 splitting one document 364 styles 363 366 subdocument creation 368 Subdocument inclusion 369 table of contents 371 template 367 title page 368 Match Fields dialog 323 measurement unit 73 memory options 34 menus 10 adding commands 436 creating 435 customizing 434 modifying 436 modifying entries 437 merge cells in table 288 merging and splitting cells in table 273 merging documents 95 Microsoft Office file conversion 46 Microsoft Word 21 54 middle mouse button function 36 More Form Controls toolbar 411 415 mouse positioning 36 N name and initi
505. s formatting and separators For example you might want your tables to be labeled as Fantasia formatted with roman numerals and using a period as a separator as follows Fantasia I Interesting data Fantasia II More interesting data Fantasia III Yet more interesting data To accomplish this 1 Open the Caption dialog box following the instructions above 2 In the Category field select the text and type the word Fantasia 3 In the Numbering drop down select the Roman I II III option 4 In the Separator field select the text and type a period followed by a space OOo will use exactly what you type into the Category and Separator Note fields so be sure to include any additional spaces or punctuation you want to see in your caption Additional options for numbering captions by chapter are available under the Options button in the Captions dialog box Some of these settings which refer to the outline level will only have an effect if you 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 Options available to chapter numbering for capt
506. s 14 this field would show 1 3 14 If any bookmarks have been defined in the document a right click on this field pops up a list of bookmarks click on the required one to go to the bookmark To jump to a specific page in the document double click on this field The Navigator opens see page 24 Click in the Page Number field in the Navigator and type the sequence number of the required page After a brief delay the display jumps to the selected page Page style Shows the style of the current page To change the page style right click on this field A list of page styles pops up choose a different style by clicking on it To edit the current page style double click on this field The Page Style dialog box opens See Chapter 6 and 7 in this book for more information about styles 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 You can also choose None Do not check spelling to exclude the text from a spelling check or choose More to open the Character dialog box See Chapter 3 Working with Text for more information Insert mode Click to toggle between Insert and Overwrite modes when typing 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 Selection mode Click
507. s drops down Selecting an item in the list causes the right hand side of the dialog box to display the relevant page Options OpenOffice org penOifice org User Data General Memory View Print Paths Colors Fonts Security Appearance Accessibility Java Online Update Improvement Program Figure 26 OpenOffice org options The Back button has the same effect on all pages of the Options dialog Note box It resets options to the values that were in place when you opened OOo User Data options Because Writer uses the name or initials stored in the OpenOffice org User Data page for several things including document properties created by and last edited by information and the name of the author of notes and changes you will want to ensure that the correct information appears here Fill in the form shown in Figure 27 or amend or delete any existing incorrect information 32 OpenOffice org 3 3 Writer Guide Address Company First Last name Initials Jared Kobos JK Street City State Zip Country Region Title Position Tel Home WWork Fax E mail Figure 27 Filling in user data General options The options on the OpenOffice org General page are described below Reset Help Agent Help formatting Open Save dialogs Use OpenOffice org dialogs Document status C Printing sets document modified status Year two digits Interpret as years between 1930 gt and 2029 F
508. s lobortis consequat Ut tincidunt nunc leo at tincidunt quam Donec augue massa vehicula et elementum a facilisis vel odio Pellentesque habitant morbi tristique senectus et netus et malesuada fames ac turpis egestas Praesent eu turpis et nunc scelerisque fringilla id sit amet arcu Nunc omare faucibus risus eget congue ipsum sollicitudin ac Curabitur maunis tortor consequat eu elementum non feugiat imperdiet lacus Aliquam felis diam placerat a laoreet in vulputate vitae velit Morbi rhoncus aliquet nisl eget sagittis dolor tristique at Lorem ipsum dolor sit amet consectetur adipiscing columns elit Donec fermentum lacinia quam ac egestas erat accumsan et f Cras luctus laoreet turpis sit amet posuere leo cursus ac Phasellus ultrices commodo quam auctor dictum Cras urna ligula fringilla id ultricies thoncus venenatis consectetur quam Aliquam diam nisi aliquam sed iaculis in tempus eu tortor Donec eleifend placerat ipsum in suscipit Etiam at nulla mi at tincidunt sem Aenean mi erat adipiscing ac vestibulum id porttitor ac ante J Vivamus pretium dui in arcu porttitor sagittis Vestibulum non magna elit Cras hendrerit nisi a arcu pharetra accumsan Proin euismod iaculis sem id fringilla Maecenas vitae ligula et nulla scelerisque euismod Etiam mattis fringilla pharetra Aliquam purus nulla malesuada quis tincidunt id scelerisque at ipsum Maecenas urna odio cursus eu faucibus vehicula fringilla i
509. s that the heading will appear in the Table of Contents along with the other chapter headings The Numbering Style for this heading is None as it was not assigned an outline level through the Outline Numbering dialog box Now assign the new style to the first paragraph of Chapter 1 and you re done Paragraph Style Heading 1 Chapter 1 Ea Outline amp Numbering Tabs Drop Caps Background Borders Organizer Indents amp Spacing Alignment Text Flow Font Font Effects Position Hyphenation 2 Characters at line end Characters at line begin Maximum number of consecutive hyphens Breaks Insert Type Page i With Page Style Default i Figure 372 Set the page number to restart at 1 for this heading style Paragraph Style Heading 1 Chapter 1 Organizer Indents amp pacing Alignment Text Flow Font Font Effects Position Outline amp Numbering Tabs Drop Caps Background Borders Outline Outline level Level 1 Numbering Numbering Style None v Figure 373 Assign the style to outline level Editing a master document After creating a master document you may want to change its appearance or contents Changing the appearance of the master 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 To update the master document and all of the su
510. same graphic file is located in the same location on both computers or if the graphic file used is moved to a different location on the computer Outline page Use the Outline page to select from eight predefined nested lists You can also select one and use it as a starting point for your own style customizing the list using the Position page and the Options page as described below Chapter 7 Working with Styles 229 Position page Use the Position page to fine tune the indentation and spacing of the the list item symbol and the text of the list item This page is particularly effective when used in combination with the Options page Organizer Bullets Numbering Style Outline Graphics Position Options Position and spacing Wumbering Followed by Tab stop Level m 2 3 at 0 50cm 4 5 Numbering alignment _ 7 Aligned at 0 00cm dh Indent at 0 50er 10 1 10 Default Figure 255 Position settings for a List style You can adjust the following settings for each individual level or all at once to make them all the same 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 adjust the alignment of the symbols Numbering followed by the character to follow the numbering symbol plus any characters for examp
511. se pointer over one of the objects and choose Format gt Group gt Group from the menu bar or right click and choose Group gt Group from the pop up menu You cannot include an embedded or linked graphic in a group with Note drawing objects 250 OpenOffice org 3 3 Writer Guide Positioning graphics within the text When you add a graphic to a text document you need to choose how to position it with respect to the text and other graphics The positioning of graphics is often rather time consuming and may be very frustrating for both inexperienced and experienced users As Writer is a word processor rather than a desktop publishing program there are some limitations to the flexibility in positioning images and it takes time to get things exactly as you would like them Positioning of a graphic is controlled by four settings e Arrangement refers to the placement of a graphic on an imaginary vertical axis Arrangement controls how graphics are stacked upon each other or relative to the text e Alignment refers to the vertical or horizontal placement of a graphic in relation to the chosen anchor point e Anchoring refers to the reference point for the graphics This point could be the page or frame where the object is a paragraph or even a character An image always has an anchor point e Text wrapping refers to the relation of graphics to the surrounding text which may wrap around the graphic on one or both sides be overprint
512. section simply type over its name in the Section area From the Edit Sections dialog box you can also edit the current section s link write protect and hide attributes To learn how to edit these attributes see Linking sections on page 123 Write protecting sections on page 124 Hiding sections on page 124 Editing the format of a section To edit the format of the current section click the Options button The Options dialog box has four tabbed pages Columns Indents Background and Footnotes Endnotes The use of these pages is described earlier in this topic To reset a page to its most recently saved settings click the Reset button To save your Options settings and return to the Edit Sections dialog box click OK 128 OpenOffice org 3 3 Writer Guide Options Columns Indents Background Footnotes Endnotes settings Columns Fa 1i gE Width and spacing Column Width spacing Separator line FaTat ta Luh yo Top Figure 136 Options dialog box for sections Updating links You can set Writer to update linked sections automatically and you can also update links manually Updating links automatically To set Writer to update links without prompting you or to turn off automatic updating follow these steps 1 Choose Tools gt Options gt OpenOffice org Writer gt General The dialog box displays general text document settings 2 In the Update area under U
513. see Figure 294 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 Select the template that you want to edit Click the Commands button and choose Edit from the drop down menu Edit the template just as you would any other document To save your changes choose File gt Save from the main menu 294 OpenOffice org 3 3 Writer Guide Template Management 7 Presentation Backgrounds C Presentations Address Book Figure 294 Template management dialog box Updating a document from a changed template The next time that you open a document that was created from the changed template the following message appears The ternplate OOo03 chapter template on which this document is based has been modified Do you want to update style based formattings according to the modified template Update Styles Keep Old Styles Figure 295 Update styles message Click Update Styles to apply the template s changed styles to the document Click Keep Old Styles if you do not want to apply the template s changed styles to the document but see Caution notice below If you choose Keep Old Styles in the message box shown in Figure 295 that message will not appear again the next time you open the document Caution after changing the template it is based on You will not get another chance
514. set to 1 7 Do not select Consecutive numbering As discussed above the numbering list will adopt settings of the underlying paragraph style If you want to use a special font size or color for the numbering you can create a character style and apply it in the Options page If you want the word Track to appear before the number just add it to the Before field in the Options dialog box Do not forget to add a space character to separate the word from the number Set up the final parameters of the CDTracks list style in the Position page 1 In the Level box choose 1 2 For Numbering followed by choose tab stop and set it at 4 0cm 3 For Numbering alignment choose Right 234 OpenOffice org 3 3 Writer Guide 4 For Aligned at choose 1 5cm this refers to the alignment of the numbers 5 For Indent at choose 4 0cm This sets the indentation of the whole list Click OK to finish Applying the list style Now that the list style is available it can be quickly applied to any list in the document 1 If starting a new list before pressing Enter to start a new line double click on the desired list style name in the Styles and Formatting window 2 If you already have a list select it and then double click on the desired list style name in the Styles and Formatting window Remember that applying a list style does not affect the characteristics Note of the underlying paragraph therefore you may want to check if you are Satisfi
515. sheets 280 OpenOffice org 3 3 Writer Guide Just as in a spreadsheet each table cell is identified by a letter for the column anda number for the row For example cell C4 is the cell in 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 Basic spreadsheet functions in tables are much the same as in OpenOffice org Calc The main difference is that cell references are Tip 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 lt A2 gt For example suppose you had two numbers in cells lt B1 gt and lt C2 gt and wanted to display the sum of the two in cell lt A1 gt as shown in Figure 288 Al fy 7 E y sum lt Bi gt lt C2 gt SUMI Round Percent square Root Power Operators Statistical Functions Functions sum lt Bl gt lt Ci gt Figure 288 Using spreadsheet functions in a table Do the following 1 Click in cell lt A1 gt and press the key The Formula bar appears automatically near the top of the screen In the leftmost side of the bar you can see the coordinates of the selected cell 2 Click in cell lt B1 gt The identifiers of this cell are automatically displayed in the Formula bar and inserted into cell lt A1 gt 3 Press the key 4 Click on cell lt C2 gt
516. shows the outline selected In the Level box on the left select 1 then 2 3 and 4 and see how the information in the Numbering and After boxes changes Use the Options page to set different punctuation for example a period full stop after a on level 4 instead of a parenthesis Chapter 3 Working with Text vis Organiser Bullets Numbering Style Qutine Graphics Position Options Format Level Numbering Before A After l Character Style a Figure 79 Checking the outline numbering for level 1 list items Organiser Bullets Numbering Style Qutine Graphics Position Options Format Level Numbering 1 Before A E After i l Character Style Numbering Symbols a Figure 80 Numbering style for level 2 list items To make the indentation at each level greater or less than the default change it on the Position page Select the level then make any changes in the indentation spacing or numbering alignment 4 Repeat for each level as required then click OK 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 Tip 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 bo
517. since the last change a message box is displayed Choose whether to save or discard your changes e Save The document is saved and then closed e Discard The document is closed and all modifications since the last save are lost e Cancel Nothing happens and you return to the document Closing OpenOffice org To close OOo completely click File gt Exit or close the last open document as described in Closing a document above If all the documents have been saved Writer closes immediately If any documents have been modified but not saved a warning message appears Follow the procedure in Closing a document to save or discard your changes Chapter 1 Introducing Writer Zo Using the Navigator In addition to the Page Number field on the Status bar described on page 14 Writer provides other ways to move quickly through a document and find specific items by using the many features of the Navigator the Navigation toolbar and related icons The Navigator lists all of the headings tables text frames graphics bookmarks and other objects contained in a document To open the Navigator click its icon w on the Standard toolbar or press F5 or choose View gt Navigator on the menu bar or double click on the Page number field on the status bar You can dock the Navigator to either side of the main Writer window or leave it floating see Docking floating windows and toolbars on page 13 To hide the list
518. sion fields Chapter 11 Using Mail Merge 323 Step 4 Create salutation The salutation is the initial greeting for example Dear Mr Jones In step 4 select the Salutation that will appear in the letter Mail Merge Wizard Eg Steps Create a salutation L Select stating document This document should contain a salutation Select document type Insert personalised salutation j Insert address block Female Dear Mrs lt Surname gt h Create salutation Male Dear Mr lt Surname gt Adjust layout Address list field indicating a female recipient 5 Edit gooument Field name Sex Personalise document Field value F Save print or send General salutation To whom it may concen Preview Dear Mrs Azure Match fields Dear Mr Azure Document 1 LEJ nae Figure 323 Create a salutation 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 Not You do not need to tell OOo who is a male because it assumes that all ote non female records are males If you do not select Insert Personalized Salutation you can use a more general Salutation without referring to the recipient directly such as
519. sions that are listed in the repository you can open the Tip Extension Manager and click the Get more extensions here link You do not need to download them separately as in step 1 above To install a shared extension you need to have write access to the Note OpenOffice org installation directory 446 OpenOffice org 3 3 Writer Guide Extension Manager BAX English spelling and hyphenation dictionaries and thesaurus 2009 05 08 oe A French Classic and Reform 1990 spelling thesaurus and hyphen 3 4 1 Dicollecte AA Professional Template Pack II English 1 0 Sun Microsystems The second template pack by Sun Microsystems provides more than 120 professionally designed document spreadsheet presentation and database templates For professional and stunning looking documents and presentations Spanish spelling dictionary 2008 07 01 Temnlate Channer 175 Get more extensions online Check For Updates Figure 441 Using the Extension Manager 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 gt Templates menu that allow you to assign a new template to the current document or to a folder of documents All styles and formatting will be loaded from that template and the
520. sition or selected cells 5 In the As section choose whether the background is a color or a graphic To apply a color select the color and click OK Remember that you can add custom colors by choosing Tools gt Options gt Colors To apply a graphic a b C d e First select the graphic from your computer s file system with the Browse button Writer supports a large number of graphics formats 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 Under Type select the type of placement for the graphic e If you choose Position you can select in the position map where the graphic will be displayed in the selected area e If you choose Area the graphic is stretched to fill the whole area e If Tile the graphic is tiled repeated horizontally and vertically to fill the area If the Preview option is checked the graphic displays in the pane on the right To apply the graphic click OK Figure 285 shows an example of a table set with a background image and the first row background colored As you can see the row background covers the table background C Ha im ta Hn a ud co
521. ssociated subheadings select the heading in the Navigator and then click either the Promote Level or Demote Level icon This action does not change the location of the heading only its level To increase the outline level of only the selected heading but not its associated subheadings hold down Control and then click the icon Figure 22 Reorganizing with the Navigator F tal ht Ph Il lll a elenapeer Users of MS Office Word will note the similarity between this Note functionality and Word s Outline View Setting reminders One of the little known features of Writer that you may find quite useful is the possibility of jumping between reminders Reminders let you mark places in your document that you want to return to later on to add or correct information make some other change or simply mark where you finished editing The possible uses of reminders are limited only by your imagination Chapter 1 Introducing Writer 27 To set a reminder at the cursor s current location click on the icon in the Navigator You can set up to 5 reminders in a document setting another causes the first to be deleted Reminders are not highlighted in any way in the document so you cannot see where they are except when you jump from one to the next the location of the cursor then Shows the location of the reminder To jump between reminders first select the Reminder icon on the Navigation toolbar Then click the Pre
522. st box To change the order of the items select an item and click the Move Up or Move Down buttons 3 Type the name of the list in the Name field on the lower right 4 Click Insert To display the Choose Item dialog box click the Input list field Choose Item Name of field Cancel Figure 407 Choosing an item from an input list Chapter 14 Working with Fields 407 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 Edit Fields Functions tems on list Third item Name of field Figure 408 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 After the last input field or list clicking Next or OK returns you to the document 408 OpenOffice org 3 3 Writer Guide m OpenOffice org 3 Chapter 1 8 Using Forms in Writer Introduction to forms 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 an
523. t Figure 376 Setting text to be used as a target for a cross reference 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 The text of the heading will appear in the Value box in the lower right of the dialog box In the Name box type some text by which you can identify this heading 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 Inserting the cross references 1 Open the master document In the Navigator select a subdocument right click and choose Edit from the pop up menu The subdocument opens for editing 2 In the subdocument place the cursor where you want the cross reference to appear Click Insert gt Cross Reference 3 In the Fields dialog box on the References page select Insert Reference in the Type list on the left hand side 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 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 376 OpenOffice org 3 3 Writer Guide Document ross references Functions Docinformation Variables Type Set Ref
524. t Before you can do anything with text you need to select it Selecting text in Writer is Similar to selecting anything in other applications In addition to selecting blocks of text you can select items that are not consecutive and columns vertical blocks of text Selecting items that are not consecutive To select nonconsecutive items as shown in Figure 62 using the mouse 1 Select the first piece of text 2 Hold down the Control Ctrl key and use the mouse to select the next piece of text 3 Repeat as often as needed Now you can work with the selected text copy it delete it change the style and so on 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 The word ADD appears on the Status Bar 3 Use the arrow keys to move to the start of the next piece of text to be selected Hold down the Shift key and select the next piece of text 4 Repeat as often as required Chapter 3 Working with Text 63 Now you can work with the selected text Press Esc to exit from this mode The Country of the Blind Th Pee hun dred miles cl d More fran Chinborazi s De hundred from the GELLY of Cotopaxi in the wildest wastes OT MIEN Chere lies that mysterious mountain valley cut off f
525. t The placement of the picture relative to the text is discussed in Positioning graphics within the text on page 251 This section describes the use of the Picture toolbar resizing cropping and a workaround to rotate a picture Writer provides many tools for working with images These tools are sufficient for most people s everyday requirements However for professional results it is generally better to use an image manipulation program such as GIMP to modify images for example to crop resize rotate and change color values and then insert the result into Writer GIMP is an open source graphics program that can be downloaded from http www gimp org downloads 242 OpenOffice org 3 3 Writer Guide Using the Picture toolbar When you insert an image or select one already present in the document the Picture toolbar appears You can set it to always be present View gt Toolbars gt Picture Picture control buttons from the Picture toolbar can also be added to the Standard Toolbar See Chapter 17 Customizing Writer for more information This toolbar can be either floating or docked Figure 262 shows what the Picture toolbar looks like when it is floating Two other toolbars can be opened from this one the Graphic Filter toolbar which can be torn off and placed elsewhere on the window and the Color toolbar which opens as a separate floating toolbar From these three toolbars you can apply small corrections to the gr
526. t Code Sex Add database file Figure 327 Insert mail merge fields dialog box 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 isa spreadsheet Expand it to see the fields 6 Click the field you want to insert then click Insert to insert the field You can insert any number of fields any number of times into your mail merge document 7 Click Close when you are done The Database selection lists the data source you selected in step 3 All Note the information you need for the letter must be contained in that data source 326 OpenOffice org 3 3 Writer Guide 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 click Find to open a dialog box that allows searches within the document perhaps for an individual addressee Mail Merge Wizard Ey Steps Personalise the mail merge documents L Select sta ting document You can personalise particular documents Clicking Edit individual document wil temporarily reduce the wizard to a small window so you can edit your document After editing the document Select document type return to
527. t Figure in the Selection list and choose for example Arabic 1 2 3 in the Format drop down list Click the Insert button 4 Anumber will appear after the word Figure in the caption Now type the text of the caption If you are manually adding captions to a lot of figures using this method you might want to make an AutoText entry containing for example Figure and a space the figure number field and an optional separator and a space after it To ensure the picture and its caption stay together on the page if the picture is going above the caption define the text flow of the Figure paragraph style as Keep with next paragraph and the next style as Caption Conversely if the caption is going above define the Caption paragraph style as Keep with next paragraph and the next style as Figure Tips Use a table Create a one column two row table Place the picture in one row and type the caption in the other row or use two or more rows for the caption and other text This method can be especially useful for pictures with numbered legends such as Figure 267 in this chapter Chapter 8 Working with Graphics 261 Creating an image map An image map defines areas of an image called hotspots with hyperlinks to web addresses other files on the computer or parts of the same document Hotspots are the graphic equivalent of text hyperlinks described in Chapter 12 Clicking on a hotspot causes OOo to open the linked page in
528. t Points Sheeti 0 le lt Points Sheet1 0 Address gt 7 lt Points Sheet 1 0 State County gt lt Points Sheet1 0 Post Code gt lt Sender Claire Wood Figure 315 Choosing addressee and sender information for envelopes 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 310 The similarity of the method with Figure 311 and Figure 312 will be clear When you have finished formatting click either the New Doc or Insert button to finish As might be expected New Doc creates only the envelope template in a new document whereas Insert inserts the envelope into your current document as page 1 If you don t want to 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 extant when the dialog box opened You can now modify the placement of the frames containing the sender and addressee information or make further changes to the character and paragraph attributes for example the font or add a logo or other graphic to the envelope If you frequently print envelopes from the same database onto the same Tip size envelopes at this point you ma
529. t a problem with Writer because you can find the changes if you compare documents In order to compare documents you need to have the original document and the one that is edited To compare them 1 Open the edited document Select Edit gt Compare Document 2 The Insert dialog box appears Select the original document and click Insert Chapter 3 Working with Text 95 Writer finds and marks the changes and displays the Accept or Reject Changes dialog box From this point you can go through and accept or reject changes procedure as described earlier Adding other comments Writer provides another type of comments formerly called notes which authors and reviewers often use to exchange ideas ask for suggestions or brainstorm during the review process To insert a comment in the text place the cursor in the place the comment refers to and select Insert gt comment or press Ctrl Alt N The anchor point of the comment is connected by a dotted line to a box on the right hand side of the page where you can type the text of the comment Writer automatically adds at the bottom of the comment the author s name and a time stamp indicating when the comment was created Figure 101 shows an example of text with comments from two different authors Select Tools gt Options gt User Data to configure the name you want to appear in the Author field of the comment or to change it If more than one person edits the document each a
530. t are all these things called te eet eee acne nee ese eer tr ete rtnn et ae A Ei 28 Undoing and redoing CAN 2S iis ieccacesisestsninctasenteceiioteresesauiaiaciarsateeienniaridacneiseniedests 29 RTS VV EVE Oe MO cat ccseacniatnsivssceicens ces aeis sane ener erie ee is 30 Chapter 2 BR I T ecco igre ene ss eaves earns ween eg pmiweasee meee ep eaneganen ewer E 31 Choosing options that affect all of OOO essssesssssesesessressresreesseesreesreresesrereesseeeeeess dg Choosing options for loading and Saving documents sssssreeseessesseesrreereersreseeee 43 Coos Op ONnS Or WTO errie E S 48 Choosing options for HTML documents eesssesseeeseesressresssereeessrereeessseereessseeeeess oe Choosing language selig Nene etree eet eee ee ee Ter ee ene ene ene ee ee er 58 Controlling Writer s AutoCorrect TUNCTIONS ussissririsisiiseiraicaitdnetroas irdk dii r 60 Chapter 3 accra E E NSE ETN 62 E a E AAS E T 63 wO NTT AE o gt e EEEE IEN EN AI sense PEETA E TEETE AT E E E ET EERE 63 Cutting copying and pasting texXt eeeseeessesseeeseesressreserrsrerssersserseresereseeessereeeesss 64 FPoadng and replacing io See eee nen eee ee Ome cere Bree E ee ane ey eee re DATAN 65 Felctouaml ge o peca Charal Gg Rare mt rt are ee Meee meen tr are ener or eee tenet tn renner nen anne ree ne an 68 Formaatin Paradra Eayn nire Erra ET EEE E 70 Formann Chara cio enrere EEE EE ER REE 73 P a E AEEA E E E EAEE 74 Creating numbered or bulleted listS
531. t paragraph Check this box if you want OOo to start a new paragraph after the image even if it could still wrap around the image In background This option becomes available if Through Wrap is selected it moves the image in the background 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 You can access the Contour Editor by selecting Format gt Wrap gt Edit Contour or from the right click menu The dialog box of Figure 2770 opens with the image loaded in the main window Use the tools to draw the region of the image you do not want to be covered by the text such area will be shaded Some familiarity with drawing tools is required to create complex contours however in most circumstances there is no need for high accuracy Figure 2770 shows the actual contour used for Example 2 simple contour wrapping in action and as you can see the shape of the line around the edge of the sphere is far from perfect 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
532. t was opened a key was pressed or the mouse moved You can associate a macro with an event so the macro is run when the event occurs For example a common use is to assign the open document event to run a macro that performs certain setup tasks for the document To associate a macro with an event use the Events page of the Customize dialog box For more information see Chapter 13 Getting started with macros in the Getting Started guide Adding functionality with extensions An extension is a package that can be installed into OpenOffice org to add new functionality Although individual extensions can be found in different places the official OpenOffice org extension repository is at http extensions services openoffice org Some extensions are free of 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 gt Extension Manager from the menu bar In the Extension Manager dialog box Figure 434 click Add 3 A file browser window opens Find and select the extension you want to install and click Open The extension begins installing You may be asked to accept a license agreement 4 When the installation is complete the extension is listed in the Extension Manager dialog box To get exten
533. t you from the real content of your work A properly named custom character style such as OOoKeyStroke or OOoMenuPath will remove this burden from you Chapter 7 Working with Styles 217 Creating a new character style This section illustrates the use of the style dialog box for creating a new character style The pages used to configure the character style have already been seen in the previous section on paragraph styles Therefore once you are familiar with creating paragraph styles it will only take a few minutes to create a character style Note Use the Organizer to set up the hierarchical level of the new character style if needed and to give it a name Use the 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 You can also specify the Language of the text to which a certain character style is applied SO you can insert words in a different language and have them spell checked using the correct dictionary In the Font Effects page you can set up attributes such as font color underlining relief or other effects If you frequently use hidden text for example it is very convenient to define a character styl
534. ta source address field in the first line of the label Press Delete to remove the new line character and then press Return or the Enter key to insert a paragraph marker Repeat this action for each line in the address If the line spacing in the first label is not satisfactory you may wish to correct this before proceeding by modifying the paragraph style associated with the address Unless you have changed it the address uses the Default style The objective of step 3 is to replace all line breaks at the end of data Caution source address fields with paragraphs Sometimes the address data field A may be longer than the width of the label and will wrap to the next 4 physical line make sure that you are not misled by this into deleting and replacing anything other than line break characters Click again at the end of the first paragraph to be conditionally suppressed and then choose Insert gt Fields gt Other Select the Functions tab and then click on Hidden Paragraph in the Type column 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 I 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 Sheetl1 Company as illustrated in Figure 307 To test fo
535. te that you want to import and then click Open The file browser window closes and the template appears in the selected folder 4 If you want type a new name for the template and then press Enter 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 4 Find the folder into which you want to export the template and click Save 300 OpenOffice org 3 3 Writer Guide OpenOffice org 3 Chapter 1 1 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 e Multiple copies of a document to send to a list of different recipients form letters e Mailing labels e 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 The steps include 1 How to create and register a data source 2 How to create and print for
536. tected _ With password Figure 129 Write protecting sections Note Write protection protects only the section s contents not its attributes or format Password protecting sections To prevent others from editing the section s attributes or format protect the section with a password as follows 1 Select the With password option The Enter Password dialog box opens 2 Type a password in the Password field and then confirm the password by typing it again in the Confirm field 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 Enter Password Password te Enfim Figure 130 Password protecting a section Passwords must contain at least five characters The OK button Note 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 For example you can hide the section only from certain users You cannot hide a section if it is the only content on the page or if the Note section is in a header footer footnote endnote frame or table cell 124 OpenOffice org 3 3 Writer Guide To hide a section select the Hide option in the Hide area Hide With Condition Figure 131 Hiding sections To hide the section only under
537. ter 6 Introduction to Styles 197 Numbering Position Level Position and spacing P Numbering followed by Tab stop x 2 6 Numbering alignment f 8 Aligned at 0 30 9 10 Indent at 0 30 1 10 Figure 217 Indenting Level 2 headings 1 This is a Heading 1 M 1 1 This is aHeading 2 It has far too many words in it so it wraps around to the next line Figure 218 Result of changes to indentation of Level 2 headings 2 To change the wrapping behavior of long headings change Indent at toa larger value as shown in Figure 219 The result is shown in Figure 220 Numbering Position Level Position and spacing E Numbering followed by at 0 80 Numbering alignment Left v Aligned at 0 30 Indent at 0 80 E j Figure 219 Wrapping long headings 1 This is a Heading 1 M 1 1 Thisisa Heading Ithas fartoomany words in it so itwraps around to the next line f Figure 220 Result of changing Indent at value 198 OpenOffice org 3 3 Writer Guide 3 In the Level list choose 3 Change the values for Numbering followed by at Aligned at and Indent at as shown in Figure 221 The final result is shown in Figure 210 Numbering Position Level Position and spacing 5 CEECEE Numbering followed by 4 2 Numbering alignment i 8 Aligned at A 10 Indent at 1 20 Ca 1 10 Figure 221 Indenting level 3 headings Positi
538. the Delete key to Chapter 8 Working with Graphics 255 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 If the contour has to be drawn around an area with the same or a similar color you can select this region using the eyedropper Select this tool then click on a point in the image having the desired color OOo automatically selects all the points which have the same ora similar color The similarity level can be changed by modifying the value in the tolerance box 100 perfect match Not While all the positioning techniques discussed in this section apply ote equally to frames contour wrapping is not possible via leew fia Figure 270 The Contour Editor in action Example 1 page wrapping Figure 271 shows an example of page wrapping in action watively to othe xt Arranging i Abjects are overl choose between Arrange Gh Bring to Front Alignment j lie Boi plus a special set Wrap objects 7 Bring toi tag Caption option Is drawn on graphics Group t gure 1 The arrange menu Bring for option bri lew up in the stack Depending on the number of overlapping objects you 1 Margin to image distance Figure 271 Example of image with Page Wrap formatting 256 OpenOffice org 3 3 Write
539. the Enter key or click the green tick checkmark on the Formula Bar The answer appears in the cell you have selected Unlike Calc when inserting or deleting rows or columns of the table formulas you should consider embedding a Calc spreadsheet in your Writer document Additional table operations Adding a caption You can easily add a caption to any table Writer will keep track of all your captioned tables automatically number them and update any links to them To add a caption to a table 1 2 3 4 Note Place the cursor in the table Right click and choose Caption from the pop up menu Alternatively the Insert gt Caption menu option becomes available whenever your cursor is inside a table cell Enter the text for your caption your category selection the numbering style separator and position above or below the table Click OK Once the category numbering style and separator are established in the Caption dialog box you can edit them in the document if you choose However doing so may damage the automatic numbering and reference links If you need to establish the numbering and reference link for the Caption you can choose to leave your caption blank in the Caption dialog box and add it later Writer supplies five different category labels for captions lt None gt Drawing Table Illustration and Text 282 OpenOffice org 3 3 Writer Guide You can also create your own category label
540. the Formatting bar It is a context sensitive that is it Shows the tools relevant to the cursor s current position or selection For example when the cursor is on a graphic the Formatting bar provides tools for formatting graphics when the cursor is in text the tools are for formatting text Displaying or hiding toolbars To display or hide toolbars choose View gt 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 Chapter 1 Introducing Writer 11 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 An example of a tear off toolbar is shown in Figure 2 Tear off toolbars can be floating or docked along an edge of the screen or in one of the existing toolbar areas To move a floating tear off toolbar drag it by the title bar as shown in Figure 4 Flowchart xX Su E EEFT T 725s Bee a T A F S sea r pom u a G a ni CAVED X AV D m U g sos wT e Jm O R g B S gt be Click here and drag Toolbar tears off and floats Figure 2 Example of a tear off 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 releas
541. the Margins boxes Using columns to define the page layout You can use columns for page layout in these ways e Define the number of columns and their layout on a page using page styles e Change the number of columns for existing text Defining the columns on a page It is a good idea to define your basic page style such as Default with the most common layout to be used in your document either single column or multiple column You can then either define extra page styles for pages with different numbers of columns or use sections described in Using sections for page layout starting on page 122 for pages or parts of pages with different numbers of columns To define the number of columns on a page 1 Choose Format gt Columns or go to the Columns page of the Page Style dialog box 110 OpenOffice org 3 3 Writer Guide Columns settings Columns 3 e Width and spacing Column Width Spacing 0 107 _ AutoWidth Separator line Line Height Position Figure 113 Defining the number of columns on a page 2 In the Settings area 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 You can use one of Writer s predefined column layouts or you can create a customized column layout The preview box located to the right of the Settings area shows how the column layout will look 3 Notice the Apply
542. the data types Create view Embedded database HSQL database engine Figure 421 Main Base window The next step is to create a table Again this is covered in more detail in Chapter 8 Getting Started with Base in the Getting Started guide Here we are going to create a small table as an example 1 Choose Tables in the left hand column then choose Create Table in Design View under Tasks 2 Use the Table Design window to tell Base which fields to create We will have just three fields Name Address and Telephone 3 On the first line enter under Field Name JD and set the Field Type to Integer INTEGER In the gray box at the left of the line right click and select Primary Key bringing up a key icon in the box In the Field Properties at the bottom of the window is an Auto Value option change this to Yes 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 Tip 424 OpenOffice org 3 3 Writer Guide File Edit View Tools Window Help mz Field Name Field Type Integer INTEGER Primary key H TEE Text VARCHAR address Text VARCHAR Phone Text VARCHAR Field Properties Entry required Length Default value Format example Figure 422 Database table design 4 5 6 On three lines enter under Field Nam
543. the type of style to create paragraph character and so on 3 In the document select the item to save as a style 4 Go back to the Styles and Formatting window and click the New Style from Selection icon In the Create Style dialog box enter a name for the new style The list shows the names of existing custom styles of the selected type if any Click OK to save the new style 174 OpenOffice org 3 3 Writer Guide Create Style Style name OOo omputercode OOoHeader OOoT ableHeader Figure 182 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 Make sure that there are unique properties in this paragraph For Caution example if there are two different font sizes in the paragraph A selected to update the style that particular property will not be updated 2 Select the paragraph by clicking anywhere in the paragraph 3 In the Styles and Formatting window select the style you want to update single click not double click and then click on the New Style from Selection icon and select Update Style Styles and Formatting EJ ga re Complimentary dose New Style from Selection an e L Be Lindate Style First line indent o Hanging indent Load Styles He
544. the wizard by dicking Return to Mai Merge Wizard in the small window 3 Insert address block l Create salutation Edit individual document 6 Edit doqument Save print or send C Whole words only Backwards Match case Figure 328 Personalize document As with step 6 when editing the document the wizard shrinks to a small window Figure 326 Click on this window to expand the wizard to its full size 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 You probably want to save the starting prototype document and the merged document To do this select Save starting document to reveal the Save starting document section containing the Save starting document button This button will be active only if the document has not already been saved Clicking on this button brings up the standard Save as dialog box Once you have named and saved the document you return to the Step 8 dialog box as shown in Figure 330 Chapter 11 Using Mail Merge 327 Mail Merge Wizard EJ Steps Personalise the mail merge documents 1 Select ster ting document You can personalise particular documents Clicking Edit individual document wil temporarily reduce the wizard to a small window so you ca
545. this window to e Filter for specific records within the database see Filtering records below e Change some details of columns in the database see Changing column details e Select an alternative data source another database or table or change details of the fields in the database The middle portion of the window shows each of the records in a table layout similar to that of a spreadsheet Additional fields can be viewed by scrolling the table to the right The bottom portion of the window shows the contents of the selected record g Bibliography Database File Edit View Insert Tools Window Help Gurley Gal Jamrich Pa OOoAuthor OOoAuthor OOoAuthor OOoAuthor OOoAuthor Sun Micros Sun Micros Sun Micros Sun Micros 1 1 1 1 1 1 1 1 1 1 1 gt Short name e0000 Type Book Author s OOoAuthors Title Getting Star Publisher Friends of OpenDocument Address fo Chapter Pagels 334 Editor Edition Book title Volume Organization Institution Type of report Month mo gt Figure 350 Bibliography Database main window Filtering records To set up a filter for specific records within the bibliographic database select Tools gt Filter from the Bibliographic Database menu bar On the Standard Filter dialog box Figure 351 choose the fields conditions and values for the filter and click OK 352 OpenOffice org 3 3 Writer Guide Standard Filter Criteria OK
546. tified 11 Bullets On Off 2 Apply Style 7 Line Spacing 1 12 Decrease Indent 3 Align Left 8 Line Spacing 1 5 13 Increase Indent 4 Centered 9 Line Spacing 2 14 Paragraph format dialog box Figure 67 Formatting toolbar showing icons for paragraph formatting Figure 68 shows examples of the text alignment options Left aligned text Centre aligned text Right aligned text Justified text inserts spacing between words to force the text to reach from margin to margin Figure 68 Text alignment options When using justified text the last line is by default aligned to the left however if so desired you can also align the last line to the center of the paragraph area or justify it so that spaces are inserted between the words in order to fill the whole line In the case where the last line consists of a single word you can also have this word stretched to cover the whole line Figure 69 shows an example of the effect obtained when setting each of these options Three options are available for the alignment of the last line of a justified paragraph This is an example of a left aligned last line Three options are available for the alignment of the last line of a justified paragraph This is an example of a centered last line Three options are available for the alignment of the last line of a justified paragraph This is an example of a justified last line When the last line of a justified paragraph contains a single word you can stretch t
547. ting window 1 Open the Styles and Formatting window 2 Select the style category you are going to create for example a character style using one of the five icons in the top left part of the window 176 OpenOffice org 3 3 Writer Guide 3 Select the object you want to base the style on and drag it to the Styles and Formatting window The cursor changes its shape indicating whether the operation is possible or not 4 In the Create Style dialog box Figure 182 enter a name for the new style The list shows the names of existing custom styles of the selected type if any Click OK to save the new style You cannot use the drag and drop method to create a custom page Note style Applying styles Styles can easily be applied by means of the Styles and Formatting window However alternative ways exist to apply certain styles as explained in this section Applying paragraph styles The most used style when drafting a document is the paragraph style OOo offers two quick alternatives to the Styles and Formatting window to apply this category of style the Apply Style menu and the Format Paintbrush icon When a paragraph style is in use in a document the style name appears on the Apply Style menu 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 To apply a style from this menu click on the des
548. tion We are pleased Lo intorm you that you have eamed lt Pomts gt this year 17 Your loyalty to our company 15 preatly appreciated and we hope to he of contnung service in the future 1 Yours sincerelyi seneral Supply ple Wetherbridpe gt XXT 1YYI Figure 306 The completed form letter 6 To suppress blank lines a Click at the end of the first paragraph to be suppressed and then choose Insert gt Fields gt Other b Select the Functions tab and then click on Hidden Paragraph in the Type column c 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 For example in our Points database the condition to test if the Company field is empty would be Points Sheet1l Company as illustrated in Figure 307 To test for multiple conditions use the operators AND and or OR between the conditional statements for example Points Sheet1 Title AND Points Sheet1l Last Name d Click Insert but do not close the dialog box until you have amended all the lines that should be suppressed Chapter 11 Using Mail Merge 307 Document Cross references Functions Docinformation Variables Database Condition Points Sheet1 Last Name Execute macro Placeholder Combine characters H
549. tions and wamings Security warnings Warn if document contains recorded changes versions hidden information or notes L When saving or sending W When signing When printing When creating PDF files Security options Remove personal information on saving Recommend password protection on saving Ctrl click required to follow hyperlinks Figure 38 Security options and warnings dialog box Ctrl click required to follow hyperlinks In older versions of OOo clicking on a hyperlink in a document opened the linked document Now you can choose whether to keep this behavior by unchecking this box Many people find creation and editing of documents easier when accidental clicks on links do not activate the links The other options on this dialog should be self explanatory 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 Appearance options Writing editing and especially page layout are often easier when you can see the page margins text boundaries the boundaries of tables and sections grid lines and other features In addition you might prefer to use colors that are different from OOo s defaults for such items as note indicators or field shadings On the OpenOffice org Appearance page you can specify which items are visible and the colors used to display various items e To show or hi
550. to box on the right hand side of the dialog box In this case the changes are being applied to the Default page style 4 Click OK to save the changes Specifying the number of columns The Settings area displays five predefined column layouts To use one of them click the desired layout If you prefer to create a customized column layout you must specify the number of columns that you want by entering the desired number in the Columns box 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 2 On the Width line enter a width for each column 3 On the Spacing line enter the amount of space that you want between each pair of columns If you specify more than three columns use the arrow keys on the Column line to scroll among the columns Chapter 4 Formatting Pages 111 Formatting separator lines To display separator lines between the columns 1 Eighteen separator line options exist None or various lines of thicknesses ranging from 0 05 to 9 pt From the Line drop down list in the Separator line area select the type of line that you want 1 pt 1 point 1 12 pica 1 72 inch 127 360 mm 0 3527 mm 2 The default format is for the separator lines to have the same height as the colum
551. toolbar see Chapter 17 Customizing Writer 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 Quick export to PDF b Click the Export Directly as PDF icon to export the entire document using the default PDF settings You are asked to enter the file name and location for the PDF file but you do not get a chance to choose a page range the image compression or other options Controlling PDF content and quality For more control over the content and quality of the resulting PDF use File gt Export as PDF The PDF Options dialog box opens This dialog box has five pages General Initial View User Interface Links and Security Make your selections and then click Export Then you are asked to enter the location and file name of the PDF to be created and click Save to export the file General page of PDF Options dialog box On the General page Figure 170 you can choose which document pages to include in the PDF the type of compression to use for images which affects the quality of images in the PDF and other options Range section e All Exports
552. toolbar you need to add commands to it 1 2 On the Toolbars page of the Customize dialog box select the toolbar in the Toolbar list and click the Add button in the Toolbar Content section of the dialog box The Add Commands dialog box Figure 432 is the same as for adding commands to menus Select a category and then the command and click Add The dialog box remains open so you can select several commands When you have finished adding commands click Close If you insert an item which does not have an associated icon the toolbar will display the full name of the item the next section describes how to choose an icon for a toolbar command 438 OpenOffice org 3 3 Writer Guide 3 Back on the Customize dialog box 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 in the Toolbar Content Commands list in the Customize dialog box and click Modify gt Change icon On the Change Icon dialog box you can scroll through the available icons select one and click OK to assign it to the command lt q Change Icon E amp HO Gm eit m ae o ae Gy D abe Et ERS WE EN PDE re lt HE oO w A Ea E amp HB gaypiiwi BB
553. ts as shown in Figure 73 Click on one of them to change the ruler to that unit The selected setting applies only to that ruler Millimeter Centimeter Inch Point Pica Figure 73 Changing the measurement unit for a ruler Formatting characters You can apply many formats to characters using the buttons on the Formatting toolbar Figure 74 shows the Formatting toolbar as a floating toolbar customized to Show only the buttons for character formatting It is highly recommended that you use character styles rather than manually formatting characters For information on styles and how to use them see Chapters 6 and 7 Chapter 3 Working with Text 73 leer eno lle er UMA KE A Yo Al z t k 4 FeELLLitew 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 1 Open Styles and 6 Italic 12 Font Color Formatting Window 7 Underline 13 Highlighting 2 Apply Style 8 Superscript 14 Background Color 3 Font Name 9 Subscript 15 Open Character Format 4 Font Size 10 Increase Font dialog box 5 Bold 11 Reduce Font Figure 74 Formatting toolbar showing icons for character formatting To remove manual formatting select the text and choose Format gt Tip Default Formatting from the main menu bar or right click and choose Default Formatting from the pop up menu Autoformatting You can set Writer to automatically format parts of a document according to the choices made on the Options page of the AutoCorrect dialog box Tools gt AutoCorrect Options
554. ttom of the page on which they are referenced Endnotes are collected at the end of a document To work effectively with footnotes and endnotes you need to e Insert footnotes e Define the format of footnotes e Define the location of footnotes on the page as described in Chapter 4 Formatting Pages Inserting footnotes endnotes To insert a footnote or an endnote put the cursor where you want the footnote endnote marker to appear Then select Insert gt Footnote Endnote from 78 OpenOffice org 3 3 Writer Guide the menu bar or click the Insert Footnote Endnote Directly or Insert Endnote Directly icon on the Insert toolbar Insert al x Aa E E H E FE wo Bt ey nh va db Indexes and Tables t Insert Footnote Endnote Figure 81 Using the Insert Footnote Directly icon on the toolbar A footnote or endnote marker is inserted in the text and depending on your choice the cursor is relocated either to the footnote area at the bottom of the page or to the endnote area at the end of the document Type the footnote or endnote content in this area If you use Insert gt Footnote Endnote the Insert Footnote Endnote dialog box is displayed Here you can choose whether to use the automatic numbering sequence specified in the footnote settings and whether to insert the item as a footnote or an endnote Insert Footnote Endnote Number ing S _ Character Cancel Type Footnote O Endnote Fi
555. tyle If the Styles and Formatting window is open you may notice that the Heading 1 style is also highlighted in the main window Applying character styles Open the Styles and Formatting window press F11 and click the second button in the top bar The list of available character styles is displayed To apply a character style follow these steps 1 Select the block of text where you wish to apply the style 2 Double click the appropriate character style in the Styles and Formatting window Some examples include This example uses the OOo supplied Strong Emphasis character style Definition A statement describing the meaning of a word or phrase One difference between character styles and paragraph styles is the Note need for selecting text highlighting Character styles require you to select the text you want to apply them to paragraph styles do not 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 e Right click and choose Default Formatting e Choose Format gt Default Formatting from the menu bar Chapter 6 Introduction to Styles 179 e Ifyou have the Styles and Formatting window open double click the Default character style Note The first two methods also work for removing manual formatting Applying
556. tyle use the page shown in Figure 240 Here you can choose the type of tab left right centered or decimal the character to be used as a decimal point and the fill character the characters that appear between the end of the text before the tab and the beginning of the text after the tab You can 212 OpenOffice org 3 3 Writer Guide also create a custom fill character by entering it in the corresponding box Common use of a fill character is adding dots between a heading and a page number in a table of contents or underscore character when creating a form to fill in Creating a new tab stop therefore is just a matter of deciding its position relative to the left margin the type the fill character and clicking the New button The tab stop will be entered in the Position list on the left hand side Unfortunately the only way to modify the position of a tab stop is to create a new one in the desired position and delete the old one using the buttons on the right hand side of the page Organizer Indents amp Spacing Alignment Text Flow Font Font Effects Position Cutline amp Numbering Tabs Drop Caps Background Borders Position Type Hew 2 00cm Left L z 00cm Right ef Delete All at Decimal Character Fill character Mone Character Figure 240 Specifying tab stops for a paragraph style Note that it is not possible to define tabs that exceed the page margin In the rare cases where that may be needed
557. tyle you are creating AutoUpdate only present for paragraph and frame styles If it is checked then Writer will apply any modification made manually to a paragraph formatted with that style to the style itself If you are in the habit of manually overriding styles in your suddenly find whole sections of your document reformatted unexpectedly Next Style 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 You will see in the example later how this property is used Predefined paragraph styles for lists or bullets also make large use of the Next Style property Linked with available for paragraph character and frame styles it determines the position of the style in the hierarchy When creating a new style and linking it to an existing style all the starting properties of the style are copied from the linked style Refer to Understanding linked styles on page 204 for further information on how linked styles work Category available for all styles use it to associate the new style with one of the categories Note that you cannot change the category of the predefined styles Setting this field is useful when filtering the contents of the Styles and Formatting window Contains shows a summary of the properti
558. u insert text such as web addresses or programming language snippets that you do not want to check for spelling Using paragraph and character styles Specifying the language in character and paragraph styles is the preferred method because styles allow a greater level of control and make changing the language much faster On the Font tab of the Paragraph Styles dialog box you can specify that certain paragraphs be checked in a language that is different from the language of the rest of the document See Chapter 7 Working with Styles for information on how to manage the language settings of a style Using Tools gt Language You can also set the language for the whole document for individual paragraphs or even for individual words and characters all from Tools gt Language on the menu bar For Selection Applies a specified language to the selected text the selection can be as short as a few characters or as long as 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 language settings in Options Another way to change the language of a whole document is to use Tools gt Options gt Language Settings gt Languages In the Default languages for documents section Figure 86 you can choose a different language for all the text 82 OpenOffice org 3 3
559. umn can be adjusted If you have more than six columns use the arrows at the right and left to view them all Rather than start from the Table Format dialog box it is often more efficient to make rough adjustments to a new table using the mouse and then fine tune the layout using the Columns page in conjunction with the Table page of the Table Format dialog box 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 choose Tools gt Options gt OpenOffice org Writer gt Table Use the Row and Column values in the Move cells section to determine the amount of change produced by a single keystroke while resizing In the Behavior of rows columns section you can choose one of the following three strategies when resizing e Fixed select this if you want the resizing to only affect the adjacent cell and not the entire table The width of the table does not change when resizing its cells e Fixed proportional when resizing a cell with this option selected all the other cells are also resized proportionally Also in this case the width of the table remains constant e Variable this is the default value Resizing a cell affects the table size For example when you widen a ce
560. und 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 Chapter 8 Working with Graphics 253 Page Wrap or Optimal Page Wrap The text flows around the image Moving the image around the page causes the text to be rearranged to fill the space to the left and right of it Optimal Page Wrap prevents text from being placed to the side of the image if the spacing between the image and the margin is less than 2 cm Wrap Through Superimposes the image on the text That is the image is above the text This option must be used in conjunction with the image transparency setting in order to make the text under the picture visible 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 The No Wrap option found in the pop up menu of a picture is Note equivalent to the Wrap Off menu item in the Format gt Wrap menu The wrap format is normally selected after the anchoring and the alignment of the picture have been decided To set the position of an image to the the desired wrap format follow these steps 1 Select a graphic by clicking on it 2 Right click to display the pop up menu and move the mouse pointer to Wrap to
561. urce 302 OpenOffice org 3 3 Writer Guide Registering a data source For a data source to be directly accessible from within a Writer document it must first be registered as described below You only need to do this once after that the data source is available to all documents in OpenOffice org 1 From within any Openoffice org document or from the OpenOffice org Start Center choose File gt Wizards gt Address Data Source 2 The choices on the first page of the wizard vary with your operating system Select the appropriate type of external address book In this example it is Other external data source Click Next Address Book Data Source Wizard steps OpenOffice org lets you access address data already present in your system To do this a OpenOffice org data source will be created in which your address data 1 Address book type is available in tabular form 2 Connection Settings This wizard helps you create the data source Please select the type of your external address book _ Mozilla Netscape O Thunderbird _ LDAP address data Outlook address book _ Windows system address book Figure 298 Select type of external address book 3 On the next page of the Wizard click the Settings button Address Book Data Source Wizard steps gt To set up the new data source additional information is required 1 Address book type Click the following button to open another dialog in which you then enter the n
562. ure 342 Entry icon on Insert toolbar 7 342 OpenOffice org 3 3 Writer Guide Creating an alphabetic index quickly Now that you have some index entries you can create the index Although indexes can be customized extensively in Writer most of the time you need to make only a few choices To create an index quickly 1 Click in the document where you want to add the index and click Insert gt Indexes and Tables gt Indexes and Tables 2 In the Type box on the Index Table page Figure 343 select Alphabetical Index 3 In the Options section you may want to uncheck Case sensitive so that capitalized and lower case words are treated as the same word and uncheck Combine identical entries with p or pp 4 Click OK The result will be a typical index Writer does not update an index automatically If you add delete or change the text of index entries you need to update the index To do this follow the steps outlined in Updating a table of contents on page 341 Customizing index entries Below is a brief explanation of the fields in the Insert Index Entry dialog box and how to use them Index The type of index this entry is for The default is Alphabetical Index but you can use this field to create extra entries for a table of contents or user defined indexes or lists of almost anything For example you might want an index containing only the scientific names of species mentioned in the text and a separate index
563. 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 You can move or delete it later if you wish 2 Open the Fields dialog box by clicking Insert gt Fields gt Other select the Functions page and select Conditional text in the Type list 400 OpenOffice org 3 3 Writer Guide 3 As shown in Figure 399 type ProLite EQ Lite in the Condition box Great Product Lite in the Then box and Great Product Pro in the Else box Not These fields are case sensitive and quotation marks are required ote around a text value such as Lite 4 Click Insert to insert the field then click Close You should see Great Product Lite in your text Fields X Document Cross references Functions DocInformation Variables Database Condition ProLite EQ Lite Then Great Product Lite Placeholder Combine characters Else Hidden text Hidden Paragraph Great Product Prol Figure 399 Inserting conditional text If you want to insert this field into your text in many places as you probably would for a product name create an AutoText entry for it Tip See Using AutoText to insert often used fields on page 388 for instructions Hidden text You might use hidden text for wor
564. use the link to the file remains valid and the modified image will appear when you next open the document This can be a big advantage if you or someone else perhaps a graphic artist is updating images Chapter 8 Working with Graphics 239 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 document can find them For example you might keep images in a subfolder named Images under the folder containing the document the recipient of the file needs to put the images in a subfolder with the same name under the folder containing the document When inserting the same image several times in the document it would Note appear beneficial to create links however this is not necessary as OOo embeds in the document only one copy of the image file Embedding linked images If you originally linked the images you can easily embed one or more of them later if you wi 1 2 3 4 sh To do so Open the document in OpenOffice org and choose Edit gt Links The Edit Links dialog shows all the linked files In the Source file list select the files you want to change from linked to embedded Click the Break Link button Save the document Going the other way from em
565. uthor is automatically allocated a different background color JN ote sample riter document has been vastly improved in K OOo notes are now displayed at the side of i ia i Sa AEE aa a aa hoe EES i ichele Zarri gt user who created them To insert a note in Yesterday 23 34 1 the text the note refers to and select he anchor point of the note is connected by Cello Suite 1 de ofthe page where you can type your BWV1007 attom the author ofthe note as well as a Prelude created lt ref gt shows an example of text Allemande Minuets configure the name you want to appear in Sarabande it Courante nt each author will be automatically GIQUE Johan Sebastian Bach Today 23 37 Figure 101 Comments in OOo 3 Right clicking on a comment pops up a menu where you can delete the current comment all the comments from the same author or all the comments in the document From this menu you can also apply some basic formatting to the text of the comment You can also change font type size and alignment from the main menu To navigate from one comment to another open the Navigator F5 expand the Comments section and click on the comment text to move the cursor to the anchor point of the comment in the document Right click on the comment to quickly edit or delete it 96 OpenOffice org 3 3 Writer Guide You can also navigate the comments using the keyboard Use Ctrl Alt Page Down to move to the next comment and Ctrl
566. vious and Next icons Choosing drag mode To select the drag and drop options for inserting items such as other documents and images into a document using the Navigator choose one of the following from the Er drop down menu of the Drag Mode icon Insert As Hyperlink Creates a hyperlink when you drag and drop an item into the current document Insert As Link Inserts the selected item as a link where you drag and drop in the current document Text is inserted as protected sections However you cannot create links for graphics OLE objects references or indexes using this method 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 Getting help Writer provides several forms of help In addition to a full Help file reached by pressing F1 or choosing Help gt OpenOffice org Help from the menu bar you can choose whether to activate tooltips extended tips and the Help Agent from Tools gt Options gt OpenOffice org gt 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 For a more detailed explanation select Help gt What s This and hold the mouse pointer over the icon you need more help with What are all these things called The terms used in OpenOffice org for most parts of the user interface the pa
567. want the graphic to be inserted and select Insert gt Picture gt Scan gt Select Source Although this practice is quick and easy it is unlikely to result in a high quality image of the correct size You may get better results by scanned material into a graphics program and cleaning it up there before inserting the resulting image into OOo Inserting an image from the Gallery The Gallery provides a convenient way to group reusable objects such as graphics and sounds that you can insert into your documents The Gallery is available in all components of OOo It does not come with many graphics but you can add your own pictures or find extensions containing more graphics The Gallery is explained in more detail in Chapter 11 Graphics the Gallery and Fontwork in the Getting Started guide For more about extensions see Chapter 17 Customizing Writer in this book This section explains the basics of inserting a Gallery image into a Writer document 1 To open the Gallery click on the Gallery icon E located in the right side of the Standard toolbar or choose Tools gt Gallery from the menu bar 2 Navigate through the Gallery to find the desired picture 3 To insert the picture click and drag it from the Gallery into the Writer document You can also right click on the picture and choose Insert gt Copy Figure 261 shows an example of an image dragged from the Gallery Chapter 8 Working with Graphics 241 af M4 E J i
568. work in exactly the same way as the corresponding tools in the Drawing toolbar Edit Move Insert Delete Points advanced editing tools to manipulate the Shape of a polygon hotspot Select the Edit Points tool to activate the other tools Active icon toggles the status of a selected hotspot between active and inactive Macro associates a macro with the hotspot instead of just associating an hyperlink Properties sets the hyperlink properties and adds the Name attribute to the hyperlink Below the toolbar specify for the selected hotspot Address the address pointed by the hyperlink You can also point to an anchor in a document to do this write the address in this format file lt path gt document name anchor name Text type the text that you want to be displayed when the mouse pointer is moved over the hotspot Frame where the target of the hyperlink will open pick among blank opens in anew browser window self opens in the active browser window top or _parent The value self for the target frame will work just fine in the vast majority Tip of occasions It is therefore not recommended to use the other choices unless absolutely necessary Adding an image to the Gallery You may wish to add to the Gallery any images that you use frequently for example a company logo You can then very easily insert these graphics into a document later To add images to the Gallery proceed as follows 1 2 3
569. xample 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 gt Templates gt Organize from the main menu The Template Management dialog box Figure 294 opens All the actions made by the Commands button in the Template Note Management dialog box can be made as well by simply right clicking on the templates or the folders Creating a template folder To create a template folder 1 In the Template Management dialog box select any folder 2 Click the Commands button and choose New from the drop down menu A new folder called Untitled appears 3 Type a name for the new folder and then press Enter Writer saves the folder with the name that you entered Deleting a template folder You cannot delete template folders supplied with OOo or installed using the Extension Manager you can only delete template folders that you have created If you have administrator privileges you can delete any folder To delete a template folder 1 In the Template Management dialog box select the folder that you want to delete 2 Click the Commands button and choose Delete from the drop down menu A message box appears and asks you to confirm the deletion Click Yes Moving a template To move a template from one template folder to another template folder 1 In the Template Management dialog box double click the folder that contains the te
570. xt graphics tables drawings and other elements A typical way to use a simple 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 By using a data source or setting a form to update over the web you Tip can automatically gather data However both of those are more complex and you might prefer to keep things simple 410 OpenOffice org 3 3 Writer Guide Alternatives to using forms in Writer In OpenOffice org 3 x 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 Creating a simple form This section explains how to create a simple form without any links to a data source or database and without advanced customization Create a document There is nothing special to be done when creating a document to use as a form Create a new Writer document with File gt New gt Text document Open the form toolbars Two toolbars control form creation Form Controls and Form Design Sele
571. y this is suitable for a first paragraph style then you can predefine the properties in the Drop Caps page of the paragraph style dialog box Selecting the option to display drop caps enables the Subsequent options where you can fine tune the appearance the number of lines occupied the number of characters to enlarge if you want the whole first word check the corresponding box and the space between the drop caps and the text Organizer Indents amp Spacing Alignment Text Flow Font Font Effects Position Outline amp Mumbering Tabs Drop Caps Background Borders Settings Display drop caps A _ Whole word Number of characters l Ea Lines 3 Space to text 00cm Contents Text Character Style Mone ka Figure 242 Options for adding a drop cap to the paragraph style Drop caps use the same font and have the same properties as the rest of the paragraph however you can easily modify their appearance by creating a specific character style and using it For example you may want the drop caps to be of a different color or apply an outline effect Select the character style you want to use in the corresponding drop down menu Setting up paragraph background and borders Adding a background color and a border to a paragraph is a good way to make it stand out without having to insert a frame You can customize the background and border of the paragraph areas using the corresponding pages of the paragraph style dialog box In addition t
572. y wish to create a template from this setup See Creating an envelope template on page 318 316 OpenOffice org 3 3 Writer Guide 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 318 otherwise continue as described here Tip a b C d e The following procedure is very similar to that used for a similar purpose in the section on printing mailing labels It is reproduced here for ease of reference First ensure that the envelope is showing the field contents data source headings rather than their underlying field names If this is not the case then either press Ctrl F9 or choose View gt Field Names to toggle the view Next ensure that you can see non printing characters such as paragraph marks line breaks and so on If these are not already visible choose View gt Nonprinting Characters from the menu bar or press Ctrl F10 or click on the large paragraph icon T in the Standard toolbar You will now see that address field separation is created by line breaks rather than paragraphs T As the suppression of blank address fields depends on hiding paragraphs not lines you need to replace line breaks with paragraphs as follows Click at the end of the last data source address field
573. yles Chapter 7 Working with Styles 209 Paragraph Style Heading 1 Ed Numbering Tabs Drop Caps Borders Organiser Indents amp Spacing Alignment Text Flow ffeets Position Figure 234 Selecting a type size based on a percentage Selecting a language for a paragraph style The language you select for a document on Tools gt Options gt Language Settings gt 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 On the Font page of the Paragraph Style dialog box languages with installed dictionaries are marked in the Language list by a small ABC icon Figure 235 When checking spelling Writer will use the correct dictionary for paragraphs with this style If you write documents in multiple languages you can use the linked styles to create two paragraph styles that differ only in the language option If you then want to change some of the other properties of the paragraph style all you need do is to change the parent style To insert occasional words in a different language and avoid their being picked by mistake with the check spelling function it is more convenient to use a character style as discussed in Creating a new character style
574. yles and Formatting windoOW ssssesseeseesseessresersreressereesssserrerssseeeeesseseeeess 173 Py a E r A E O ENEN AEEA EEEE 177 MTS aiie AIEEE EEE EEEE eee E N eer EE S E eee EEN EEI E 183 Creating custom paragraph Styles exampleS esseesseessresseesressreereeesseesseeeeeessee 187 4 OpenOffice org 3 3 Writer Guide Copying and MOVING aac cc carters tiated concn atest REENEN E EEEE EENE 191 B oan eE sA AEE E A A E EE E paramos nye aie na E IT TA 192 Assigning styles to Shortout KOVS ieie eiiieinrristr erint n errare re E ene ein E 193 Defining a hierarchy Of headings sessssseseeseeercsseeseressecsreesrressrsseresreesseererssseeee 193 Chapter 7 S a T E E eee ener ne ne ery ee 201 FRA gele OLEL hy S i AENEA TEE nn een a N eee ee One ON eer ene en nT E a nee 202 Creating custom new SUV CS sciccicca wascnnsenecensonvasaneeenareimesvaneiniveteiasciadyeiniewnesiererienis 202 Working with paragraph S11 OS eccci sens cwzrcdconsionininunsepensadeixeiiacesbsane Hacshiaweowaiemnanned 205 Working with conditional paragraph stylesS osessssessesseesseesseesssssrreerserereerssereee 215 Working with character styleS ssseesseressseesrcssresseessresrerseersssrereesssseeresseeeeeeess 217 Working with irama Silos en ee iiie E R TEE nr eee nee 219 Working with ers 8 Peace id 1 ee eee ee ee he een neve eee E EENEN nn er ae tee oe 221 baler g ahale wiii StS clo erriren ee ee ETC een meee ne eee eee eee ene ne eee o
575. yles and colors to choose from The Line Style and Color will apply to those borders highlighted 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 274 OpenOffice org 3 3 Writer Guide e Shadow style properties always apply to the whole table A shadow has three components where it is how far from the table it is cast and what color it is e If Merge adjacent line styles is checked two cells sharing a common border will have their borders merged rather than being side by side To reset everything if you are having problems with borders right click in the table and choose Table or choose Table gt Table Properties from the menu bar On the Borders tab select the Set No Borders icon under Line arrangement Default the box on the left Tip Selecting background colors and graphics A table background can greatly improve the readability of the data visually highlight important parts of the table such as the heading or a specific cell or just make the table more appealing You can choose between two types of background when formatting the table solid color or graphic The b
576. you plan to share documents with people who are still using older versions of OpenOffice org save the document using ODF version 1 0 1 1 Size optimization for ODF format OpenOffice org documents are XML files When you select this option OOo writes the XML data without indents and line breaks If you want to be able to read the XML files in a text editor in a structured form deselect this option Document type If you routinely share documents with users of Microsoft Word you might want to change the Always save as attribute for text documents to one of the Word formats Although Writer can open files in the docx format produced by Word Note 2007 it cannot save in docx format This capability is planned fora future release VBA Properties Load Save options On the Load Save VBA Properties page you can choose whether to keep any macros in Microsoft Office documents that are opened in OpenOffice org These macros are disabled in OOo If you choose Load Basic code you can edit the macros in OOo The changed code is saved in an OOo document but is not retained if you save into a Microsoft Office format If you choose Save original Basic code the macros are retained unchanged if you save the file into Microsoft Office format Save original Basic code takes precedence over Load Basic code If both options are seleted and you edit the disabled code in OOo the original Microsoft Basic code will be saved when saving in a Microsoft
577. you use by Edit gt Copy Cut Paste or their respective keyboard shortcuts Clipboard and Selection clipboard can contain different contents at the same time Function Clipboard Selection clipboard Copy content Edit gt Copy Control C Select text table or object Paste content Edit gt Paste Control V Clicking the middle mouse pastes at the cursor button pastes at the mouse position pointer position Pasting into another No effect on the The last marked selection is the document clipboard contents content of the selection clipboard Print options On the OpenOffice org Print page set the print options to suit your default printer and your most common printing method Reduce print data Settings for Printer Print to file Printer Reduce transparency Reduce gradients Automatically Gradient stripes 64 No transparency Intermediate color Reduce bitmaps Convert colors to grayscale High print quality Resolution 1200 DPI Include transparent objects Printer warnings v Paper size v Transparency v Paper orientation Figure 32 Choosing general printing options to apply to all OOo components In the Printer warnings section near the bottom of the page 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 Having these warnings turned on can be quite helpful particularly
578. your document where you want to insert the new section Or select the text that you want to place in the new section From the main menu choose Insert gt Section The Insert Section dialog box opens Click the Section tab if it is not already displayed The Insert Section dialog box has five tabbed pages Insert Section Section Columns Indents Background Footnotes Endnotes New section Link Section1 C Link Write protection _ Protect Hide _ Hide Properties Editable in read only document Insert Figure 127 Inserting a section using the Insert Section dialog box Use the Section page to set the section s attributes Use the Columns page to format the section into columns Use the Indents page to set indents in the right and left margins of the section iZZ OpenOffice org 3 3 Writer Guide e Use the Background page to add color or a graphic to the section s background e Use the Footnotes Endnotes page to customize the section s footnotes and endnotes At any time you can reset a tabbed page to its default settings by clicking the Reset button Note however that you cannot reset the Section page If you wish to undo changes to the Section page you must do so manually Use the Section page to set the attributes of the current section Naming sections Writer automatically enters a name for the current section in the top box of the New section area To change the name
579. ypically 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 Chapter 7 describes how to format a header as part of the page style formatting For the purpose of this example we will insert a header in the Default pages using manual formatting Select from the main menu Insert gt Header gt Page Style The submenu lists the page styles used in your document In addition the submenu includes the entry Al which activates headers on all the pages of the document regardless of their page style For our example select the Default menu item to activate the headers only on the pages that use the Default page style Similarly to insert a footer choose Insert gt Footer 130 OpenOffice org 3 3 Writer Guide The Insert Menu can also be used for deleting a preexisting header or Caution footer for a page style If that page style has a check mark in front of it clicking on it opens an OOo dialog box warning about this and asking A whether you want to delete the header or footer for that particular page style Depending on which option you choose an area will appear at the top or bottom of the page In this area you can enter text and graphics that will appear on every page Page Header THE OLD SALT T I was walking through the dockyard in a panic When I saw a matelot old and grey
580. ze some aspects of its appearance using the tools available on the Formatting toolbar shown in Figure 267 as well as in the dialog that is shown by right clicking on the image and selecting Picture 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 244 OpenOffice org 3 3 Writer Guide Cropping images When you are only interested in a section of the image for the purpose of your document you may wish to crop cut off parts of it The user interface offered in Writer for cropping an image is not very friendly so it may be a better choice to use a graphics package If you crop an image in Writer the picture itself is not changed If you Note export the document to HTML the original image is exported not the cropped image To start cropping the image right click on it and select Picture from the pop up menu In the Picture dialog box select the Crop page Type Options Wrap Hyperlink Picture Crop Borders Background Macro ha i XE Crop Keep image size Left O Opt Top O Opt Right O Opt Bottom 0 0pt Scale Width 93 Height 93 Image size Width 415 4pt 448 6pt x 239 8pt Height 222 1pt Original Size Figure 263 The options available when cropping a picture In the Crop page you can control the following parameters Keep scale Keep image size When

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