OpenOffice.org OpenOffice - 1.0 User's Manual
Contents
1. Figure 6 File Management in OpenOffice org 11 File associations Setup Program for OpenOffice org 1 1 4 Select the file types that are to be opened with OpenOffice org 1 1 4 OpenOffice org 1 1 4 will automatically open the following file types File types Microsoft Word Documents Microsoft Excel Spreadsheets Microsoft PowerPoint Presentations Default HTML editor OpenOffice org 1 1 4 Writer Web Figure 6 Choosing file associations when installing OpenOffice org If during installation you chose not to have OpenOffice org automatically open Microsoft Word files you can change this later by modifying the installation To do this 1 Go to the folder in which OpenOffice org is installed and start Setup exe 2 On the Installation program for OpenOffice org page of the Setup Wizard choose Modify and click Next 3 Continue through the Setup Wizard until you reach the page shown in Figure 6 Select the file types you want OOo to open put a mark in each checkbox and click OK Creating new files Different ways of creating a new document e File gt New Use the New button on the Function Bar This button has the long click feature for selecting the type of document to be created e From a Quick start program For instance the Microsoft Windows version of OpenOffice org has a Quickstart icon in the system tray e Control N e Using AutoPilots File gt AutoPilot File Management in2. in Tools gt Options gt Load Save gt Microsoft Office then the object will be automatically converted to an OpenOffice org Math object Saving files To save a new file 1 Choose File gt Save As 2 When the Save As dialog Figure 3 appears enter the file name and verify the file type if applicable Note File names should never have spaces If you need to separate the file name use an underscore _ between words for example file maint sxw To save an open document with no need to change the file name choose File gt Save This will overwrite the last saved state of the file File Management in OpenOffice org 4 Saving files Save in e author original Ld ex EJ File_maint sxw Save as type OpenOffice org 1 0 Text Document sxw Cancel V Automatic file name extension Save with password Edit filter settings Figure 3 Saving a new file Password protection To protect an entire document from being viewable without a password there is an option on the Save As dialog to enter a password This option is only available for files saved in OpenOffice org formats 1 On the Save As dialog Figure 3 mark the checkbox beside Save with password and then click Save You will receive a prompt Enter Password OK Password Confirm o ne Help 2 Enter the same password in the Password field and the Confirm field and then click OK File Management in OpenOffice
3. left to right Go up one level in the folder directory hierarchy Note that this is a long click button if you want to go up higher than just one level e New folder Default Directory For OpenOffice org documents that have been saved with more than one version use the version drop down to select which version you wish to open in read only mode Note For Microsoft Office documents only the current version can be opened File Management in OpenOffice org 13 Using the Open and Save As dialogs Use the File type field to specify the type of file to be opened or the format of the file to be saved The Read only checkbox opens the file for reading and printing only Consequently most of the toolbars disappear and most menu options are disabled An Edit File button is displayed on the Function Toolbar to open the file for editing It is possible to open files from the web using URLs C Documents and Settings Jean Hollis WeberlMy Document Conmmon Features S ex A DataSources old sxw OpenOffice org 1 0 Text D 81 9KB 05 11 2004 14 31 3 z DataSources sxw OpenOffice org 1 0 Text D 81 4 KB 07 11 2004 09 45 5 File maint 101204JHW sxw OpenOffice org 1 0 Text D 378 6 KB 10 12 2004 05 49 4 File maint sxw OpenOffice org 1 0 Text D 324 2KB 10 12 2004 05 23 2 FontWork1 sxw OpenOffice org 1 0 Text D 76 5 KB 02 11 2004 12 37 1 Formula HowTo 0 1a sxw OpenOffice org 1 0 Text D 178 0KB 05 11
4. 2004 14 44 2 el gallery sxw OpenOffice org 1 0 Text D 138 8 KB 10 12 2004 03 18 0 7 File name File_maint_101204HW sxw LIN se cy ll REIN Help Fe Openc Xffice org 1 0 Text Document f OpenOffice org 1 0 Text Document sxw OpenOffice org 1 0 Text Document Template stw Microsoft Word 97 2000 xP doc Save with passwo Microsoft Word 95 doc F Edit Fiter settings Microsoft Word 6 0 doc z Rich Text Format rtf Star Writer 5 0 sdw StarWriter 5 0 Template vor Figure 8 The OpenOffice org Save As dialog showing some of the Save formats File Management in OpenOffice org 14
5. OpenOffice org The Open Source Office Suite File Management in OpenOffice org Ec m Title File Management in OpenOffice org Version 1 0 First edition December 2004 First English edition December 2004 Contents 0 DAE aa A EA pan nexu absence ta ovdi d t pa e dab d bla pt tub ond fup iii Copyright and trademark ToforDAMUCIOR i nncncudusucunwnnnnanandun acnndnunannniee iii luc prre c MT iii Bono EIER arisini bed ain dubai oU ARR M d t RR iii Mioditications and updates sce ir RU Gre a UR e a E EAR ae iii sO Ler YE Sn ee ee a RD RM E ep T S DH m PERENNE I 1 IES oin rc E RUN pn HL AUN EDU tn RH AIR UV etna 2 Default Ble formal deni pU eoa n e bx Pa Vti v a Aai 2 Opening text MPA TN a iino DER esas ven ese AEE E EAEE ae Re 3 Opening Sr ees essien naninira M 3 Opening presentallois used ON CE EUD REND REOR C Dea as cvi a iie RR VR NR 4 Opening graphie BEES 2 as Pointe bua a RE UR uM enn UIN Hu EUM Qe pEa RENE 4 Opening Por TO EIER sairst asena ped Recipe tque n eeu D e D nei 4 SO Tes ies eee e cov vh ERN UR ELRRRR ARRA Rn FH RR REA MEHR VS URS UR BN PR NOU ua RN TH RM AN 4 Password Prote cO Dessiner qu p vU OH RON dS a ER T CUIR Ea VU MN ee dus 5 Savi a doaiment OEC GDOMESGas scidit o ja HAURIRE uem nag wnat 6 Writer can save t6 these Ile TOrmidls siscod iav v RR OR UH NUR FER E unde dpi ud dee ecd 7 Boge ne ve do These file EOEUR 2 Same eH SIE UEFA HR D eau P aV GU MN 7 Impre
6. OpenOffice org 12 Using the Open and Save As dialogs Using the Open and Save As dialogs Under Microsoft Windows there you can choose whether to use the OpenOffice org Open and Save As dialogs or the ones provided by Microsoft Windows To view or change which type of dialog OpenOffice org is using 1 Choose Tools gt Options gt OpenOffice org gt General 2 Select the Use OpenOffice org dialogs checkbox This section discusses the OpenOffice org Open and Save As dialogs C Documents and SettingslJean Hollis WeberlMy Document Common Features amp T a A amp J CFoutline txt Text file 1777 Bytes 28 11 2004 08 19 2 DataSources old sxw OpenOffice org 1 0 Text D 81 9KB 05 11 2004 14 31 3 DataSources sxw OpenOffice org 1 0 Text D 81 4KB 07 11 2004 09 45 5 z File maint 101204JHW sxw OpenOffice org 1 0 Text D 378 6 KB 10 12 2004 05 49 4 File maint sxw OpenOffice org 1 0 Text D 324 2KB 10 12 2004 05 23 2 FontWork1 sxw OpenOffice org 1 0 Text D 76 5 KB 02 11 2004 12 37 1 el Formula HowTo 0 1a sxw OpenOffice org 1 0 Text D 178 0 K6 05 11 2004 14 44 2 File name Version File type All files 5 All Files 3 Text documents Spreadsheets Presentations Drawings Web pages Master documents Formulas Read only Figure 7 The OOo Open dialog showing some of the file formats that can be opened The three buttons in the top right of the OOo Open dialog are from
7. diting I lw sxw Editing II 101304lw sxw E Editing II Iw sxw ej Intro2_lw sxw ManagingObjects Iw sxw z MultipleObjects sxw 1 Select the file 2 Click Open Figure 1 Open dialog in WindowsXP Choose the file to open then click the Open button Note Under Microsoft Windows there is the option of using either the OpenOffice org Open and Save As dialogs or the ones provided by Microsoft Windows See Using the Open and Save As dialogs on page 13 File Management in OpenOffice org 1 Opening files File formats OpenOffice org can import Microsoft Office files However Microsoft Office cannot import OpenOffice org files so if you want to send a file to a Microsoft Office user you must save it in a Microsoft Office format or in rtf Below is a chart for quick reference Document Application Document Template Microsoft type Extension Extension Office eqv Text Writer doc dot Spreadsheet Calc xls xlt Drawing Draw na Presentation Impress Sxi Sti ppt pot pps Formula Math Master document Writer HTML document Writer Default file format OpenOffice org saves files in its native format unless you tell it to save them differently If you always need to produce files in some other format such as Microsoft Office formats you may wish to change the default file format To set the default file format when saving new files 1 Tools gt Options gt Load Save gt G
8. dpi Compression CCITT Group 4 CCITT Group 4 CCITT Group 4 Deleting and renaming files You can rename or delete files within the OpenOffice org dialogs It is not possible to copy and paste files within the dialogs To rename a file while using OpenOffice org 1 Choose File gt Open and browse to the required file 2 Right click on the file name and choose Rename The file name will be selected 3 Typing replaces the selected name or use a left or right arrow key to move the insertion point to modify the existing name File Management in OpenOffice org 10 Deleting and renaming files Look in B E dit Writer ex E3 IC author original chapter images C3jedit reload common Features quide sxw template howto wv0 4 lw sxw My Network Places File name Writer asics skW t Open Files of type fan files Cancel Version Current version Y Read only Deleting a file To delete a file while using this dialog 1 Right click on the file name to display a context menu 2 Click Delete and you will get a confirmation dialog Note Instead of Right click gt Delete you can simply press the Delete key File associations File associations are used to open certain types of files automatically with OpenOffice org You have the option to associate Microsoft Office files with OpenOffice When installing OpenOffice org you are prompted to associate file types as shown in
9. eneral See Figure 2 2 In the Standard File Format section of this page choose a document type for example Text document and then choose a file format from the Always Save As list 3 Repeat for each document type as necessary 4 Click OK to save your changes Note If the default is set to an OpenOffice org format and a Microsoft Office file is being saved then a warning dialog will be displayed about potential loss of formatting File Management in OpenOffice org 2 Opening files Options Load Save General E OpenOffice org User Data Load General v Load user specific settings with the document Memory View Print Edit document properties before saving External Programs Paths Colors IV AutoSave every hs zl Minutes Fonts Security Appearance JV Size optimization for XML format no pretty printing Accessibility Save Always create backup copy IV Promptto save Load Save Save URLs relative to Iv Eile system Internet VBA Properties Microsoft Office Standard file format HTML Compatibilit Document type Always save as Language Settings Internet Jopenortice org 1 0 Text Document Text Document HTML document HTML Document Spreadsheet Spreadsheet Dies ES cet oe om Figure 2 Choosing default formats for saving files 3 EIE E EH EH EH Opening text format files In addition to its native formats sxw and stw OpenOffice org Writer can import Microsoft Office for
10. he Initial Writer s of the Original Documentation is are Linda Worthington 2004 All Rights Reserved Initial Writer contact s lindaw65 earthlink net The Initial Writer contact s is to report errors in the documentation For questions regarding how to use the software subscribe to the Users Mail List and post your question there http support openoffice org index html Contributor s Ian Laurenson Portions created by Ian Laurenson are Copyright O 2004 AII Rights Reserved Contributor contact s hillview paradise net nz All trademarks within this guide belong to their legitimate owners Feedback Please direct any comments or suggestions about this document to authors user faq openoffice org Acknowledgments Thanks to Jean Hollis Weber for expanding and revising this document Modifications and updates Version Description of Change 1 0 18 December 2004 First published edition File Management in OpenOffice org iii Opening files Opening files To open an existing document choose File gt Open or click the Open File icon on the Function Toolbar or press Control O File Edit View Insert Format Tools Window Help E linux3200 Data2 Edit Writer author originaltfi 5 n E 5 amp 4 Hs Go gt gt it Open File Icon The Open dialog appears Figure 1 shows the WindowsXP version of this dialog Look in E author original j 8 et E3 E Basics1_ Recent E
11. ized smallest file size Print optimized C Press optimized Figure 5 Specifying the PDF export options Note If you use the Export Directly as PDF button you are asked to enter the filename for the PDF file but you do not get a chance to choose a page range or the print quality PDF Options All Exports the entire document Range To export a range of pages use the format 3 6 To export single pages use the format 7 9 11 If you want you can export a combination of page ranges and single pages by using the format 3 6 8 10 12 File Management in OpenOffice org 9 Exporting files Screen optimized Files will be very small but they will not print well Print optimized Files are optimized for high quality printing and the file sizes will be somewhat larger than the Screen optimized files Press optimized Files are optimized for the highest quality and are the largest file sizes See Table 1 for a summary of compression options Table 1 Comparison of PDF optimization options Screen Print optimized Press optimized optimized Resolution 1200dpi 2400dpi Compress Text and yes yes Line Art Bitmap Images Resampling Average Bicubic Downsampling at Bicubic Downsampling Downsampling at 300dpi at 300dpi 72dpi Compression Automatic Automatic Automatic Quality Medium High Maximum Monochrome Bitmap Images Resampling Average Bicubic Downsampling at Bicubic Downsampling Downsampling at 1200dpi at 1200dpi 300
12. mats doc dot as well as the rtf txt csv and StarWriter formats When opening HTM or HTML files OpenOffice org customizes Writer for working with these files Opening spreadsheets In addition to the native formats sxc and stc OpenOffice org can open the following spreadsheet formats Microsoft Excel 97 2000 XP xls xIw Rich Text Format rtf Microsoft Excel 97 2000 XP Template xlt Text CSV csv txt Microsoft Excel 95 xls xlw Lotus 123 wk1 wk1 Data Interchange Format def StarCalc formats dBase dbf Sylk HTM and HTML files including Web page queries File Management in OpenOffice org 3 Opening files Opening presentations In addition to its native formats sxi and sti OpenOffice org can open the following presentation formats Microsoft PowerPoint 97 2000 XP ppt pps Microsoft PowerPoint 97 2000 XP Template pot StarDraw StarImpress CGM Computer Graphics Metafile cgm Opening graphic files In addition to the native formats sxd and std OpenOffice org can open the following graphic formats BMP JPEG PGM RAS TGA DXF MET PLT SGF TIFF EMF PBM PNG SGV WMF EPS PCD PPM StarDraw XBM GIF PCX PSD SVM XPM Opening formula files In addition to its native format OpenOffice org can open the following formula files StarMath and MathML mml When opening a Word document that contains an embedded equation editor object if the option for it is checked
13. nt Spreadsheet Spreadsheet earan antinsa Presentation z m ial SEN REN Figure 4 Choosing to save a document automatically 3 EB E E Ed Ed BH File Management in OpenOffice org 6 Saving files Writer can save to these file formats In addition to its native formats sxw and stw Writer can save in these formats OpenOffice org Writer template stw Microsoft Word 97 2000 XP doc Microsoft Word 95 doc Microsoft Word 6 0 doc Rich Text Format rtf Star Writer 5 0 sdw StarWriter Template vor Star Writer 4 0 sdw StarWriter 4 0 Template vor Star Writer 3 0 sdw StarWriter Template 3 0 vor Text txt Text Encoded txt HTML html htm Note The rtf format is a common format for transferring text files between applications but be aware of the lack of formating available in that format It also seems that there is a bug concerning files saved in the rtf format that contain images when opened by Microsoft Office So the best way to pass a file in writer to a Microsoft Word user is to save it as Microsoft Word 97 2000 XP doc Calc can save to these file formats In addition to its native formats sxc and stc Calc can save in these formats Microsoft Excel 97 2000 XP xls xlw Microsoft Excel 97 2000 XP Template xlt Microsoft Excel 95 xls xlw Data Interchange Format dif dBase dbf SYLK slk Text CSV csv txt StarCalc formats sdc
14. org Saving files If the passwords match the document will be saved password protected If the passwords do not match you will receive the prompt to enter the password again Note Passwords must contain a minimum of 5 characters Until you have entered 5 characters the OK button remains inactive Saving a document automatically You can choose to have OpenOffice org save files for you automatically Automatic saving like manual saving will overwrite the last saved state of the file To set up automatic file saving 1 Choose Tools gt Options gt Load Save gt General See Figure 4 2 Mark Autosave every set the time interval If you want to be prompted before the file is automatically saved select the Prompt to save checkbox as well Options Load Save General El OpenOffice org User Data Load General V Load user specific settings with the document Memory View Print Edit document properties before saving External Programs Paths Colors IV AutoSave every E zl Minutes Fonts Security Appearance IV Size optimization for XML format no pretty printing Accessibility 2 Load Save Save URLs relative to Save Always create backup copy IV Promptto save IV File system IV Internet VBA Properties Microsoft Office Standard file format HTML Compatibilit Document type Always save as Language Settings Internet lopenoffice org 1 0 Text Document Text Document HTML document HTML Docume
15. se von Save to th se file fonmats cesoie onera viene oA HR PEDAL oe RR x Hx eS 8 Draw can save to these file Tormala ca ou oe i rre GR EEUU RINT HR REX NUR IN PA CEU NUR AU gd 8 Tho HTME Writer c n save ID these formatsion epee een ee RN eee EC RACER 8 AportisDoc and PocketWord files for transport to your PDA 8 S des APR C PO Ea E E EEE E E ee Aue 9 XHTML ES DOR tO emer ne nee emer te eee reer O rd cmd neu Ma E 9 Export t PDE M TT 9 PIE T 9 Deletns andi Erg B Mlese PD eSa EEE EE EEA AE a Ro eS 10 DIAT E E E FR NU REL RU RU E eau 11 FileassodatonS ND 11 File Management in OpenOffice org i Creating New files CETTE ESTE tm Using the Open and Save As dialogs File Management in OpenOffice org Overview Overview This chapter describes basic file management opening saving exporting deleting and renaming files creating new files file associations and using the OpenOffice org dialogs in all components of OpenOffice org 1 1 x Copyright and trademark information The contents of this Documentation are subject to the Public Documentation License Version 1 0 the License you may only use this Documentation if you comply with the terms of this License A copy of the License is available at http www openoffice org licenses PDL rtf The Original Documentation is File Management in OpenOffice org T
16. tional Components then click the plus sign next to Mobile Device Filters at the bottom of the list 4 Click on the components you want to install then click the Modify button at the bottom of the page The filters will be installed Once the filters are installed the formats are then added to the Save As menu automatically Note The Java Runtime Environment is required to use the mobile device filters File Management in OpenOffice org 8 Exporting files Exporting files XHTML Export OpenOffice org has the ability to export files to XHTML This feature is not installed by default You can either choose this filter on first install or add it later using the procedure described above for AportisDoc and PocketWord filters On the Select OpenOffice org Modules page of the Setup Wizard click the plus sign next to Optional Components and select XSLT Sample Filters This will install the XHTML export filter Export to PDF In each application there is the ability to directly export to PDF This industry standard file format for file viewing is ideal for sending the file to someone else to view using Acrobat Reader E i You can export directly to PDF using a button on the toolbar or by choosing File gt Export If you use File gt Export you are asked to enter the filename for the PDF file and then the PDF Options dialog Figure 5 opens PDF Options TEN Export C Range Cancel Help Compression C Screen optim
17. vor HTM and HTML files File Management in OpenOffice org 7 Saving files Impress can save to these file formats Microsoft PowerPoint 97 2000 XP ppt pps Microsoft PowerPoint 97 2000 XP Template pot StarDraw StarImpress sda sdd vor Impress can also export to MacroMedia Flash swf and any of the graphics formats as listed below for Draw Draw can save to these file formats Draw can only save in its native formats sxd and std and StarDraw format but can export to BMP EMF EPS GIF JPEG MET PBM PCT PGM PNG PPM RAS SVG SVM TIFF WMF and XPM The HTML writer can save in these formats HTML Document html htm OpenOffice org 1 0 HTML Template stw StarWriter Web5 0 and 4 0 vor Text OpenOffice org Writer Web txt Text Encoded OpenOffice org Writer Web txt AportisDoc and PocketWord files for transport to your PDA When installing OpenOffice org you can optionally choose to install filters for saving and opening documents in formats suitable for mobile devices compatible with Palm OS and PocketPC AportisDoc PocketWord and PocketExcel These filters are not installed by default To add the filters later 1 Go to the folder in which OpenOffice org is installed and start Setup exe 2 On the Installation program for OpenOffice org page of the Setup Wizard choose Modify and click Next 3 On the Select OpenOffice org Modules page click the plus sign next to Op
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