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Copyright This document is Copyright © 2007–2009 by its contributors as listed in the section titled Authors. You may distribute it and/or modify it under the terms of either the GNU General Public License, version 3 or later, or the Creative Commons Attribution License, version 3.0 or later. All trademarks within this guide belong to their legitimate owners.
Contents Chapter 1 Introducing Impress...................................................................7 What is Impress?.................................................................................8 Parts of the main Impress window......................................................8 Creating a new presentation.............................................................17 Formatting a presentation................................................................21 Running the slide show.............
Creating an image map.....................................................................99 Managing the Gallery themes.........................................................101 Chapter 5 Creating Graphic Objects.......................................................104 Introduction....................................................................................105 The Drawing toolbar.......................................................................105 Creating lines and shapes...................
Chapter 8 Adding and Formatting Slides, Notes and Handouts.............179 Introduction....................................................................................180 Adding, renaming, and removing slides..........................................181 Creating slides from an outline.......................................................186 Modifying slides..............................................................................188 Adding and formatting notes.......................................
Function keys for Impress...............................................................266 Other shortcut keys for Impress.....................................................267 Shortcut keys in the Normal View..................................................268 Shortcut keys in slide shows...........................................................269 Navigating in the Slide Sorter........................................................269 Index............................................................
1 Chapter Introducing Impress
What is Impress? Impress is OpenOffice.org’s presentations (slide show) component. You can create slides that contain many different elements, including text, bulleted and numbered lists, tables, charts, clip art, and a wide range of graphic objects. Impress, in common with the other components of OpenOffice.org, has access to the spelling checker and thesaurus and comes with pre-packaged text styles, background styles, and a handy online help.
Figure 1: Main window of Impress Several additional operations can be performed on one or more slides in the Slides pane: • Add new slides at any place within the presentation after the first slide. • Mark a slide as hidden so that it will not be shown as part of the slide show. • Delete a slide from the presentation if it is no longer needed. • Rename a slide. • Copy or move the contents of one slide to another (copy and paste, or cut and paste, respectively).
Tasks pane The Tasks pane has five sections: Master Pages Here you define the page style for your presentation. Impress contains 28 prepackaged Master Pages (slide masters). One of them —Default—is blank, and the rest have a background. Tip Press F11 to open the Styles and Formatting window, where you can modify the styles used in any slide master to suit your purposes. This can be done at any time. See Chapter 2 for more information. Layout Twenty prepackaged layouts are shown.
Each view is designed to ease the completion of certain tasks. In summary: • Normal view is the main view for creating individual slides. Use this view to format and design slides and to add text, graphics, and animation effects. • Outline view shows topic titles, bulleted lists, and numbered lists for each slide in outline format. Use this view to rearrange the order of slides, edit titles and headings, rearrange the order of items in a list, and add new slides.
Change the outline level for any of the paragraphs in a slide using the left and right arrow buttons (Promote or Demote). • Both move a paragraph and change its outline level using a combination of these four arrow buttons. 2) Comparing the slides with your outline (if you have prepared one in advance).
You can resize the notes text box using the green resizing handles and move it by placing the pointer on the border, then clicking and dragging. To make changes in the text style, press the F11 key to open the Styles and Formatting window. Figure 3: Adding notes in Notes View Slide Sorter view The Slide Sorter view contains all of the slide thumbnails (Figure 4). Use this view to work with a group of slides or with only one slide.
Change the number of slides per row, if desired: 1) Check View > Toolbars > Slide View to show the Slide view toolbar (Figure 5). Figure 5: Slide Sorter and Slide View toolbars 2) Adjust the number of slides (up to a maximum of 15). 3) After you have adjusted the number of slides per row, View > Toolbars > Slide View will remove this toolbar from view. To move a slide in a presentation using the Slide Sorter: 1) Click the slide. A thick black border is drawn around it.
You can work with slides in the Slide Sorter view just as you can in the Slide pane. To make changes, right-click a slide and do the following, using the pop-up menu: • Add a new slide after the selected slide. • Delete or rename the selected slide. • Change the Slide Layout. • Change the Slide Transition. – For one slide, click the slide to select it. Then add the desired transition. – For more than one slide, select the group of slides and add the desired transition. • Mark a slide as hidden.
Toolbars The various Impress toolbars can be displayed or hidden by clicking View > Toolbars and selecting from the menu. You can also select the icons that you wish to appear on each toolbar. For more information, refer to Chapter 1 (Introducing OpenOffice.org) in the Getting Started guide. Many of the toolbars in Impress are similar to the toolbars in OOo Draw. Refer to the Draw Guide for details on the functions available and how to use them.
Navigator The Navigator (Figure 7) displays all objects contained in a document. It provides another convenient way to move around a document and find items in it. The Navigator button is located on the Standard toolbar. You can also display the Navigator by choosing Edit > Navigator on the menu bar or pressing Ctrl+Shift+F5.
is alright. You can make some changes as you go. Change your outline to match the changes you make in your slides. The important part is that you have a general idea of what you want and how to get it. Put that information on paper. That makes it much easier to create the presentation. Using the Presentation Wizard You can start Impress in several ways: • From the system menu or the OpenOffice.org Quickstarter.
Figure 9. Using the Presentation Wizard to choose the type of presentation 1) Select Empty presentation under Type. It creates a presentation from scratch. Note From template uses a template design already created as the basis for a new presentation. The wizard changes to show a list of available templates. Choose the template you want. More details can be found in Chapter 2. Open existing presentation continues work on a previously created presentation.
Impress provides about 25 types of Presentation Backgrounds that you can select from the list shown in Figure 10. is an empty background. You can also select among three predefined Presentations: , Introducing a New Product, and Recommendation of a Strategy. Figure 10. Selecting a slide design using the Presentation Wizard To start with a blank presentation, select . Click an item to see a preview of the slide design in the Preview window.
Figure 11: Selecting a slide transition effect Tip You might want to accept the default values for both Effect and Speed unless you are skilled at doing this. Both of these values can be changed later while working with Slide transitions and animations. These two are explained in more detail in Chapter 9 (Slide Shows). Note If you selected From template on step 1 of the Wizard, the Next button will be active on step 3 and other pages will be available.
Creating the first slide The first slide is normally a title slide. Decide which of the layouts will best suit your purposes for this first slide: simplicity would be appropriate in this instance. You can use the pre-packaged layouts available in the Layout section of the Tasks pane. Suitable layouts are Title Slide (which also contains a section for a subtitle) or Title Only, however all but one layout (the blank one) contains a title section, so you are not restricted to the two layouts described here.
Figure 12: Choosing a slide layout First insert all the slides your outline indicates you will need. Only after this should you begin adding special effects such as custom animation and slide transitions. Step 1: Insert a new slide. This can be done in a variety of ways—take your pick. • Insert > Slide. • Right-click on the present slide, and select Slide > New Slide from the pop-up menu. • Click the Slide icon in the Presentation toolbar (Figure 13).
1) Remove any element on the slide that is not required (Figure 14). a) Click the element to highlight it. (The green squares show it is highlighted.) b) Press the Delete key to remove it. Figure 14: Deleting an element of a slide Tip Sometimes you will accidentally select the wrong layout slide or decide to change it. This is safe and does not cause loss of the contents already on the slide. 2) Add any elements to the slide that you do need.
ii. Browse to the graphic file. To see a preview of the picture, check Preview at the bottom of the Insert picture dialog box. Select a picture and click Open. iii. Move the picture to its location. iv. Resize the picture, if necessary. c) Adding OLE Objects is an advanced technique covered in Chapter 7 (Inserting spreadsheets, charts, and objects). Caution When resizing a graphic, right-click the picture. Select Position and Size from the context menu and make sure that Keep ratio is selected.
save additional slide masters. See Chapter 2 for information on creating and modifying slide masters. Modifying the slide show Now review the entire presentation and answer some questions. Run the slide show at least once before answering them. You might want to add some questions of your own. 1) Are the slides in the correct order? If not, some of them will need to be moved. 2) Would an additional slide make a particular point clearer? If so, another slide needs to be created.
Slide transitions Your first slide show should probably have the same slide transition for all slides. Setting Advance slide to On mouse click is the default and a simple setting. If you want each slide to be shown for a specific amount of time, click Automatically after and enter the number of seconds. Click Apply to all slides. Transition choices are found on the Tasks pane. For more information about slide transitions, see Chapter 9 (Slide Shows).
2 Chapter Using Slide Masters, Styles, and Templates
Designing a presentation In addition to careful planning of the content (as discussed in Chapter 1), you need to plan the appearance of the presentation. It is best to do this after you have developed an outline, because the outline will determine some of the requirements for the slides’ appearance.
All of the characteristics of slide masters are controlled by styles. The styles of any new slide you create are inherited from the slide master from which it was created. In other words, the styles of the slide master are available and applied to all slides created from that slide master. Changing a style in a slide master results in changes to all the slides based on that slide master; it is, however, possible to modify each individual slide without affecting the slide master.
Tip Press F11 to open the Styles and Formatting window. You can dock or undock this window by holding down the Control key while double-clicking the top of the window between the icons (see Figure 15). Press F11 to close the Styles and Formatting window when you do not need it. Figure 15: Styles and Formatting window Tip At the bottom of the Styles and Formatting window is a dropdown list.
Graphic styles Graphic styles affect many of the elements of a slide. Notice that text styles exist in both the presentation and graphic style selections. What styles to use and when to use them is described later in this chapter. There are 15 pre-packaged graphic styles to choose from. You can create additional styles or modify the pre-packaged styles. Working with slide masters Impress comes with 28 pre-packaged slide masters. They are shown in the Master Pages section of the Tasks pane (Figure 17).
Applying a slide master In the Tasks Pane, be sure the Master Pages section is showing (Figure 17). To apply one of the slide masters to all slides in your presentation, click on it in the list. To apply a different slide master to one or more selected slides: 1) In the Slide Pane, select the slides you want to change. 2) In the Tasks Pane, right-click on the slide master you want to apply to the selected slides, and click Apply to Selected Slides on the pop-up menu.
Note Tip The slide masters you have loaded will also be available the next time you load the presentation. If you want to delete the unused slide masters, click the corresponding checkbox in the Slide Design dialog box. Due to a bug, if the slide master was not used in the presentation, it is removed from the list of available slide masters anyway. To limit the size of the presentation file, you may want to minimize the number of slide masters used.
Any changes made to one slide when in Master View mode will appear on all slides using this slide master. Always Caution make sure you close Master View and return to Normal view before working on any of the presentation slides. Select View > Normal from the menu bar, or clicking Close Master View in the Master View toolbar to return to the normal slide view.
Figure 18: Background choices A list of choices for the selected fill type then appears (see Figure 19 for an example). 3) Select one of the items on the list and click OK. The fill you have chosen is added to the slide master, replacing any previously selected fill. Tip You can make custom additions to each type of background, with the obvious exception of None. After you create new fills, they are listed in the Background dialog box along with the fills provided with OOo.
Adding background objects This section describes how to add background objects and graphic elements (such as a logo, decorative lines, and so on). OOo supports a large number of picture formats. Whenever you want the same graphic element to appear on every slide of your presentation, the easiest and quickest solution is to use the slide master. Not only it will save time while creating the presentation, but also when you decide to either modify the graphic element or reposition it on the slide.
In addition to pictures you can add a number of other background objects, for example decorative lines, text and shapes. Figure 20 is an example of a slide master with a custom background gradient, a background picture, another picture in the top right corner, some decorative lines and some customized presentation styles.
Figure 21: Slide master showing five editable areas Click with the left mouse button on any of these areas to display eight green squares (handles) around the rectangle. Use these handles to modify the size and position of the area. 1) To change the position, move the mouse towards one of the edges, away from the green handles, until the cursor changes shape1, then click the left mouse button and drag the area to the desired position.
To more accurately control the shape and size as well as the position of the default text area, instead of using the mouse it is better to access the Position and Size dialog box. To do that, first select the rectangular area by clicking on any point inside it, then either press F4 or from the main menu select Format > Position and Size. The dialog box shown in Figure 22 is displayed.
Further modifications to the default text areas Besides the shape, size and position, it is also possible to modify other aspects of the 5 areas of the slide master, such as the background, add a border, alignment relative to the slide and position relative to other objects. While background style and line style of an area can be accessed from the Format menu, in order to access the Alignment and Arrange menus you need to either open the Drawing toolbar or use the context menu.
The fields you can use in Impress are: • Date (fixed). • Date (variable) —updates automatically when you reload the file. • Time (fixed). • Time (variable)—updates automatically when you reload the file • Author—First and last names listed in the OpenOffice.org user data. • Page number (slide number). • File name. Tip To change the number format (1,2,3 or a,b,c or i,ii,iii, etc.) for the page number field, choose Format > Page and then select a format from the list in the Layout Settings area.
Creating graphics styles As discussed above you cannot create new presentation styles. You can create a new graphics style in two ways: • Using the Style dialog box • From a selection Creating a new style using the Style dialog box Choose the Graphics icon at the top of the Styles and Formatting window. To link a new style with an existing style, first select that style, and then right-click and select New.
2) In the Styles and Formatting window, click the New Style from Selection icon, highlighted in Figure 25. Figure 25: New Style from Selection 3) In the Create Style dialog box (Figure 26) that pops up, type a name for the new style. The list shows the names of existing custom styles of the selected type. Click OK to save the new style.
Figure 27. Updating a style from a selection Tip Any changes you make to a style are effective only in the document on which you are working. The changes do not go into any associated template. If you want the changes to apply to more than one document, you need to change the template (see “Working with templates” on page 46). The Update Style button is available for both presentation and graphic styles.
Deleting styles You cannot remove (delete) any of OOo’s predefined styles, even if you are not using them. You can remove any user-defined (custom) styles; but before you do, you should make sure the styles are not in use. If an unwanted style is in use, you will want to replace it with a substitute style. To delete unwanted styles, right-click on them (one at a time) in the Styles and Formatting window and click Delete on the pop-up menu. Click Yes in the message box that pops up.
You can create a new presentation from a previously saved presentation template by choosing File > New > Templates and Documents from the menu bar. This opens the Templates and Documents – Templates window. To open a new presentation based on a template, double-click that template’s name in the list.
Tip To get extensions that are listed in the repository, you can open the Extension Manager and click the Get more extensions here link. You do not need to download them separately as in step 1 above. Setting a default template You can set a custom presentation template to be the default template. You can reset the default later if you choose.
Resetting the default to OOo’s in-built Default template To re-enable OOo’s Default presentation background template as the default: 1) In the Template Management dialog box, in the box on the left, click the Presentation Backgrounds folder. 2) Click the Commands button. 3) From the drop-down menu, choose Reset Default Template > Presentation. Creating your own templates To create a template from a presentation: 1) Open the presentation that you want to use for a template.
Modifying 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 You can only reapply styles. You cannot reapply content. To edit a template: 1) From the main menu, choose File > Templates > Edit. A standard file browser window opens. 2) Find and select the template that you want to edit, and then click Open. The selected template opens in Impress.
Creating a template folder To create a template folder: 1) In the Template Management dialog box, click any folder. 2) Click the Commands button and choose New from the dropdown menu. A new folder called Untitled appears. 3) Type a name for the new folder, and then press Enter. OOo saves the folder with the name that you entered. Deleting a template folder You cannot delete the template folders supplied with OOo or installed using the Extension Manager; you can only delete folders that you have created.
To delete a template: 1) In the Template Management dialog box, double-click the folder that contains the template 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 dropdown menu. A dialog box appears and asks you to confirm the deletion. Click Yes.
3 Chapter Adding and Formatting Text
Introduction This chapter describes the different ways to add text to slides and format the text. Text in slides is contained in text boxes. There are two ways to add text boxes to a slide: • Choose a predefined layout from the Layouts section of the Tasks pane, as described in Chapter 1. These text boxes are called AutoLayout text boxes. • Create a text box using the text tool.
3) Release the mouse button when finished. The cursor appears in the text box, which is now in edit mode (gray hashed border with green resizing handles shown in Figure 31). 4) Type or paste your text in the text box. 5) Click outside the text box to deselect it. Figure 31: Selected text box showing the green resizing handles and text toolbar Note In addition to the normal text boxes where text is horizontally aligned, it is possible to insert text boxes where the text is aligned vertically.
3) When the four-headed arrow appears, click and drag to move the text box. An empty dashed-line box shows where your text box will be placed. 4) Release the mouse button when the text box is in the desired position. Resizing a text box In Normal view, when the green resizing handles are displayed, move the I-beam (or pointer) over any handle. Notice how the pointer changes shape, indicating in what direction the text box will be resized.
Tip Sometimes it is faster to to delete a text box by dragging a selection rectangle around the text box and then hitting the Delete key. Take care to avoid selecting and accidentally deleting other text boxes or shapes. Inserting text Pasting text Text may be inserted into the text box by copying it from another document and pasting it into Impress. However, the pasted text will probably not match the formatting of the surrounding text or that of the other slides in the presentation.
give it the appropriate outline level. The button with the arrow pointing left promotes the list entry by one level (for example from Outline 3 to Outline 2), the right arrow button demotes the list entry by one level, the up and down arrow buttons move the list entry. 5) Apply manual formatting as required to sections of the text (to change font attributes, tabs, and so on). If you are pasting text in a text box, you can still use styles to quickly format the text.
Selecting more than one character will insert all those characters. Characters to be inserted are displayed below the character section in the order they were selected. They will also be inserted in this order. If you accidentally click the wrong character, clicking another character will only add it to the ones being inserted. Click Delete (all the characters selected will be deleted), then click the correct characters.
Formatting text Formatting text can give a presentation a consistent look and a dynamic feel. The appropriate use of formatting can even enhance the audience’s understanding of your message by holding their interest. Whenever you enter text, either in an AutoLayout text box or in a normal text box, it already comes with an underlying style. Generally this style is the outline level of the point where the text was entered for AutoLayout text boxes or the Default Graphic style for text boxes.
If you have selected a presentation style, the dialog box in Figure 33 is shown. The dialog box for making modifications to a graphics style is shown in Figure 34. Figure 33: The Presentation Style dialog box The Presentation Style dialog box shares five pages with the Graphics Style dialog box; these are the ones that determine the formatting of the text.
Figure 34: The Graphics Style modification dialog box For additional details on the other tabs in the Graphics Style dialog box, please refer to Chapter 6 (Formatting Graphic Objects). Note When Asian typography is activated (Tools > Options > Language Settings > Languages), the dialog boxes in Figure 33 and Figure 34 contain an additional page to set some highlevel options for Asian typography, the Fonts page contains additional information, and the Alignment page is slightly different.
Tip Pressing the Control key along with the Shift key while creating a selection is useful to speed up the process. This combination highlights the text word by word instead of character by character. To speed up the selection even further, you can combine the Shift key with the Home key or the End key to extend the selection up to the start or end of the line in which the cursor is positioned, respectively.
Tip When writing a presentation in multiple languages, you can make the best of the language setting by creating two styles that only differ in the language but are otherwise the same. This allows you to check the spelling of all of the contents without affecting the appearance. This page is available when creating or modifying a presentation style or a graphics style. If Asian Typography has been enabled, the Font page looks like Figure 36.
Figure 37: Advanced options for the character can be set in the Font Effects page Position page The Position page, shown in Figure 38, has advanced options to customize text. This page is not available when creating or modifying a presentation style or a graphics style. Use this page to set the text position relative to the baseline when you need to insert subscripts or superscripts. To create a superscript or a subscript do the following: 1) Select Superscript or subscript as applicable.
Figure 38: Setting the character position attributes Two more position attributes can be set on this page: • The (width) scaling of the text, which specifies the percentage of the font width by which to compress or expand the individual characters of the selected text. • The spacing between the characters of the font, which can be defined in number of points.
This dialog box contains three pages that are described in detail below. If Asian Typography has been activated, a page called Asian Typography is also displayed. Figure 39: The paragraph formatting dialog box Indents and Spacing page The Indents and Spacing page, shown in Figure 39, has four sections: • Indent: modifies the indentation of the text (before and after) as well as the indentation of the first line. • Spacing: defines the space before and after each paragraph formatted with the style.
Tip You can change the default unit of measurement, for example from inches to centimetres, from Tools > Options > OpenOffice.org Impress > General. • Preview area: provides a visual representation of the settings before you apply them. Figure 40: Insert and Spacing settings for the selected paragraph or style The Indents and Spacing page is also available when creating or modifying a graphics style, or modifying a presentation style, as shown in Figure 40.
Tabs page Use the Tabs page, shown in Figure 41, to set tab stops. To delete one existing tab stop, select it in the list and click the Delete button. To delete all the tab stops, click the Delete All button. To create a new tab stop: 1) Set the size of the tab stop in the edit box on the left. 2) Select the type. If you set the type to Decimal. specify in the box below the character to be considered the decimal point.
Their use is self-explanatory. Figure 42: The Asian Typography page options Creating bulleted and numbered lists The procedure to create a bulleted or numbered list is quite different depending on the type of text box used, although the tools to manage the list and customize the appearance are the same.
Creating lists in other text boxes To create a list in a text box, follow these steps: 1) Place the cursor in the text box. 2) Click the Bullets On/Off button on the text formatting toolbar. If the text formatting toolbar is not showing, enable it by selecting View > Toolbar > Formatting from the menu bar. 3) Type the text and press Enter to start a new bulleted line. 4) The default list type is a bulleted list. The mechanisms to change the appearance of the list are explained on page 71.
Selecting the entries For the entire list: 1) Select the entire list or click on the gray border of the text box so that just the green resizing handles are displayed. 2) Select Format > Bullets and Numbering or click on the Bullets and Numbering icon . 3) The Bullets and Numbering dialog box (Figure 43) contains five tabs: Bullets, Numbering type, Graphics, Position, and Customize. • If a bulleted list is needed, select the desired bullet style from the six default styles available on the Bullets page.
If the list was created in an AutoLayout text box, then an alternative way to change the entire list is to modify the Outline styles. Changes made to the outline style will apply to all the slides using them. Sometimes this is what you want; sometimes it is not, so some care must be taken. Follow the procedure to change the Presentation style described in “Modifying a style” on page 60. The tabs related to list management in Figure 33 are the same ones described below.
To set up an outline level, first select it from the list on the left hand side of the page. Then set the Indent, which is the spacing between the bullet or number and the text. If you select the Relative option, the indent value will be measured relative to the previous level and not from the margin. The numbering alignment is only useful when creating a numbered list; use it to specify the alignment of the numbers.
The options available on this page depend on the type of marker selected for the list. Select first the level you want to modify on the left hand side of the box. To modify all 9 levels at once, select 1 – 9 as the level. Because the levels are arranged in a hierarchical structure, changing for example the font attribute of one of the levels ripples through all the lower levels.
Figure 46: Nested list with mixture of numbers and bullets Changing the order or the outline level lines Click once in a line of text to place the cursor in it, then click on the Outline tab (to the right of the Normal tab) in the Workspace and use the Promote/Demote buttons in the Text Formatting toolbar to move the text to the appropriate position and give it the appropriate outline level.
Using tables Tables are a powerful mechanism to convey structured information quickly, so they represent an important tool when creating a presentation. Since OpenOffice.org version 3.0, tables are supported natively in Impress, which means that there is no need to embed a Calc spreadsheet or a Writer text table although in some circumstances it makes sense to do so as the functionalities provided by a Calc spreadsheet are far superior to those provided by an Impress table.
Figure 48: Insert Table dialog box The table is placed at the center of the slide, but you can move it wherever it is more convenient by selecting it then dragging it in the new position or by using the method described in “Position and size” on page 82. You can also create a table directly by selecting Insert > Table from the main menu: the default style and settings are applied to the newly created table.
Table toolbar When a table is selected (you can tell by the presence of 8 blue square handles around the edges), the Table toolbar (Figure 49) should be displayed. If necessary, you can open the toolbar using View > Toolbars > Table. By default the toolbar will float, but you can at any time dock it to the side or top of the work area.
Line Style Use to change the style of the line of the selected cells. Opens a new dialog box where you can choose among a wide number of predefined styles. Line Color Open a color swatch dialog box where you can select the color of the lines for the selected cells. Borders Use to select among some predefined borders configurations. The borders are applied to the selected cells. If the desired border pattern is not available, you will need to use the Table properties dialog box.
Select the number of resulting cells from the split as well as whether the cell should be split horizontally or vertically. When splitting horizontally, you can select the “into equal proportions” option to get all cells of equal size. The contents of the split cell are kept in the original cell. Optimize Distributes evenly the selected cells either horizontally or vertically.
Figure 52: The Format Cells dialog box showing the Borders page This dialog box contains the following pages: • Font: see “Font page” on page 63 for a description of the available options. • Font Effects: see “Font Effects page” on page 64 for a description of the available options. • Borders: here you can set advanced properties not available from the Table Toolbar, such as the spacing between the text and the border as well as setting the style of each individual border of the table separately.
Note Unlike other graphic objects, it is not possible to rotate a table. Deleting a table To delete a table, select it and then press the Delete key on the keyboard. Using fields Fields allow the insertion of text automatically in the slide. Rather than text, think of a field as a kind of formula which is calculated when the document is loaded or printed, where the result of the formula is written to the document.
2) Select Edit > Fields from the menu bar. 3) Select the desired format in the dialog box that appears. 4) Click OK when satisfied. Tip A similar list of format choices can be accessed by selecting the field and right-clicking. Figure 53: Setting the Time format for a time field. Modifications to the page number fields can be done in two different ways: • Select the field and apply the formatting manually.
Using hyperlinks When inserting text (such as a website address or URL) that can be used as a hyperlink, Impress formats it automatically, creating the hyperlink and applying to the text a color and underlining. If you do not want Impress to do that, select Edit > Undo Insert from the menu bar or press Control+Z immediately after the formatting has been applied. You can also insert hyperlinks manually.
• Document: the hyperlink points to another document or to another place in the presentation. • New document: the hyperlink creates a new document. The top right part of the dialog box changes according to the choice made 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.
Editing text hyperlinks To edit a text hyperlink, select it (by dragging across the text, not clicking on it), then choose Edit > Hyperlink from the main menu bar. Make changes as needed and click Apply when done. 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. Working with hyperlink buttons A hyperlink button is inserted in the center of the current slide.
4 Chapter Adding and Formatting Pictures
Introduction Pictures are often used in presentations as they can convey quickly a large amount of information. When wisely used, they can also give the presentation a professional look. Some presentations may require each slide to be marked with a company logo. You may also want to use Impress to create a presentation consisting only of pictures, such as a slideshow of holiday snapshots to share with friends. This chapter describes how to insert and format pictures.
Whether you are using an AutoLayout for the placement of the picture, or you are just inserting a picture, follow these steps: 1) Select Insert > Picture. (When using an AutoLayout; doubleclick in the graphics frame instead.) 2) In the Insert Picture dialog box (Figure 56), browse to the directory containing the desired picture. 3) Select the file. OOo recognizes a very large number of image types and, if Preview is selected, will display a reduced copy of the selected file.
Select the Link option to insert the picture as a link to the file rather than embedding the file itself.
Select Tools > Gallery or click the Gallery icon toolbar. on the Drawing By default, the Gallery (shown in Figure 57) is docked above the Impress 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 will resize in response.
Figure 58. Inserting an image from the Gallery Formatting pictures This section discusses the formatting of pictures inserted with one of the methods explained in “Inserting pictures” on page 89. Moving a picture 1) Click the picture, if necessary, to show the green resizing handles. 2) Move the pointer over the picture until the pointer changes shape. On most operating systems, the cursor associated with moving objects is a four headed arrow, but it may also be a hand or some other symbol.
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. Tip To retain the original proportions of the graphic, Shift+click one of the corner handles, then drag. Be sure to release the mouse button before releasing the Shift key.
At step 2 a black crosshair with a circle appears in the middle of the picture: this represents the pivot point for the rotation. Normally the center of the picture will be just fine, but on some occasions you may wish to rotate around a corner or even around a point outside the picture; to do Figure 59: Shape showing that, click on the crosshair and drag it to the red rotating handles. the desired position before applying the rotation, as shown in Figure 59.
select Edit > Undo: Bitmap Graphic Filter from the menu bar or press Control+Z. Table 1 describes briefly each of the available graphic filters and their effects. See the Draw Guide for examples of the effects. Table 1: Graphic filters and their effects Icon Name Effect Invert Inverts the color values of a color image, or the brightness values of a grayscale image. Smooth Softens the contrast of an image. Sharpen Increases the contrast of an image.
• Watermark: adjusts the brightness of the image making it suitable to be used as a watermark. For more information on creating watermarks, refer to Chapter 2. Adjusting the color Clicking the color adjustment button on the Picture toolbar opens the color adjustment dialog box, shown in Figure 62. Use this dialog box to modify the individual color components of the image (red, green, blue) as well as the brightness, contrast, and gamma of the image.
To crop a selected picture interactively, click the Crop icon on the Picture toolbar (Figure 60). A set of crop marks appears around the picture (see Figure 63). Figure 63: Interactive crop marks When you place the cursor over any of the crop marks, the cursor changes shape. Drag the mark to crop the picture. Click outside the picture to deactivate cropping mode. To crop using the dialog box, right-click a selected picture and choose Crop Picture (or choose Format > Crop Picture from the menu bar).
value of 3cm in the Left box will cut 3cm from the left side of the picture. When Keep scale is selected, the size of the image also changes, so in this example the width will be reduced by 3 cm. If Keep image size is selected instead, the remaining part of the image is enlarged (positive values for cropping) or shrunk (negative values for cropping) so that the width and height of the image remains unchanged. Note that the Width and Height fields change as you enter the values when in this mode.
5) When done, click the Save icon to save the imagemap to a file, then click the X in the upper right corner to close the dialog box. Figure 65: The dialog box to create image maps. The last ‘o’ is set as an active hotspot The top part of the dialog box contains the following tools: • Apply button: click this button to apply the changes. • Load, Save, and Select icons.
this, write the address in this format: file:////document_name#anchor_name • Text: enter the text that will be displayed when the mouse is moved over the hotspot. • Frame: where the target of the hyperlink will open: pick among _blank (opens in a new browser window), _self (opens in the active browser window), _top or _parent. Tip The value _self for the target frame will work just fine in the vast majority of the occasions.
4) Select a file and click Open. The image is added to the theme. Method 2 (drag and drop): 1) Open the document containing an image you want to add to the Gallery, and display the Gallery theme to which you want to add it. 2) Position the mouse pointer above the image, without clicking. 3) If the mouse pointer changes to a hand symbol, the image refers to a hyperlink. In this case, press the Alt key while you click the image, to select it without executing the respective link.
5) Back on the Files tab, either click on Add All to install all of the files in the selected folder, or use File Type and/or select one or more files from the displayed list, and click on Add to install a selection of files to the new theme. 6) Click OK when finished. Note The files do not show in the large box under the File Type box; and under the General tab, the Contents will display as “0 Objects,” but the chosen files will be inserted into the new theme.
5 Chapter Creating Graphic Objects
Introduction This chapter describes how to create your own graphics using the drawing tools available in Impress. It focuses on the most commonly used tools and techniques. Impress also contains a number of advanced drawing functions that are rarely used when creating a presentation and are not fully described in this book. To create more advanced graphic objects, the reader is invited to use OpenOffice.org Draw and then to import the graphic object created there into an Impress slide.
Shift button to draw a circle. • Text: creates a text box with text aligned horizontally. • Vertical text: creates a text box with text aligned vertically. This tool is available only when Asian language support has been enabled in Tools > Options > Language Settings > Languages. • Curve: draws a curve. Click the black triangle for more options, shown in Figure 68. Note that the title of the submenu when undocked is Lines. • Ellipse: draws an ellipse.
Figure 70: Available shapes for Impress The second part of the toolbar, shown in Figure 71, contains more generic tools. 1 Edit Points 2 Glue Points 3 Fontwork 4 From File 5 Gallery 6 Rotate 7 Alignment 8 Arrange 9 Extrusion ON/Off 10 Interaction 11 Visible Buttons Figure 71: The second section of the drawing toolbar with utility tools Those tools are: • Edit points: select this tool, then select a shape or a line, to edit the individual points that form the shape or line.
• Rotate: select this tool to rotate an object. As rotation is • • • • • considered a formatting attribute, this is discussed in chapter 6 of this book. Align object: see “Aligning shapes“ on page 115. Arrange object: see “Arranging shapes“ on page 113. Extrusion On/Off: switches 3D effects on or off for the selected object. Clicking this button also opens the 3D settings toolbar. See “Working with 3D shapes” on page 111 for details.
• Cross: use the yellow dot to change the thickness of the four • • • • • sides. Ring: use the yellow dot to change the internal diameter. Block arc: use the yellow dot to change both the internal diameter and the size of the filled area. Cylinder and Cube: use the yellow dot to change the perspective. Folded corner: use the yellow dot to change the size of the corner. Frame: use the yellow dot to change the internal rectangle diagonal.
Managing glue points As described above, a glue point is the point of attachment for a connector to a shape or graphic object. Each shape has a number of predefined glue points, but it is possible to define new ones as well as edit them, using the Gluepoints toolbar, shown in Figure 73. Figure 73: The Glue point toolbar Use the first tool to insert a new glue point. The next four tools determine the exit direction of the connector terminating at the glue point.
Working with 3D shapes 3D graphic objects can be created in different ways in Impress: • From the 3D-Objects toolbar. The 3D-Objects tool is not included in the default Drawing toolbar. To include it, click on the small triangle at the end of the toolbar, select Visible Buttons, and select 3D-Objects from the list. On the Drawing toolbar, click on the triangle by the 3D-Objects icon to display the extended 3D Objects toolbar (Figure 74).
Extrusion On/Off: adds thickness to an object and activates the 3D properties. Tilt Down: tilts the object downwards around an horizontal axis. Tilt Up: tilts the object up around an horizontal axis. Tilt Left: tilts the object left around a vertical axis. Tilt Right: tilts the object right around a vertical axis. Depth: determines the thickness of the shape. An extended toolbar opens where some default values are given. If none of them is satisfactory, select Custom and then enter the desired thickness.
Grouping shapes together It is often convenient to group shapes together so that they are treated as a single shape by Impress. A group of shapes can be formatted as if it was a single shape, moved, rotated, deleted and so on. To group shapes together, do as follows: 1) Select the shapes to be grouped. To do this, use the selection tool on the drawing toolbar and draw a rectangle around the shapes to be grouped, or click on each shape to be added to the group while pressing the Shift key.
same arrange options described below are available from the rightclick menu. Figure 77: The extended Arrange toolbar The first four tools work on a single object: • Bring to front: the selected object is moved on top of any other object. • Bring forward: the selected object is moved one level up in the stack. • Send backwards: the selected object is moved one level down in the stack. • Send to back: the selected object is given the lowest position in the stack.
Aligning shapes Use the alignment tools to adjust the relative position of a graphic object compared to another object. Clicking on the Alignment icon in the Drawing toolbar opens the extended toolbar (Figure 78). The same alignment options are available from the right-click menu. Figure 78: The Align extended toolbar The toolbar has six icons.
Using snap guides Options for the guides are available in the menu that opens by clicking on an empty part of the page in Normal view and choosing Snap Lines or by selecting View > Guides from the menu bar. A submenu with three options opens: • Visible Guides (Snap Lines Visible): the guides are shown on the slide. • Snap to Guides (Snap to Snap Lines): the anchor points of the objects snap to the guides when the objet is moved or resized.
Figure 79: Gridline, snap lines, and snap point on a slide Converting an object to a different type You can convert an object into a different type. Right-click on the object and select Convert to display a menu (Figure 80) containing the following options: • To Curve: converts the selected object to a Bézier curve. • To Polygon: converts the selected object to a polygon. After the conversion choose Edit Points to edit the shape.
Figure 80: The convert options in the context menu Setting up interaction with a shape or image You can associate with a shape or an image some action to be performed when the user clicks on it. To create an interaction: 1) Select the graphic object for which an interaction will be created. 2) When the green handles show, select from the Drawing toolbar (Figure 67) the Interaction button or right-click on the object and select Interaction from the pop-up menu.
Figure 81: dialog box to set the interaction with a graphic object To remove an interaction from a graphic object follow the steps 1–5, above taking care to select No action as the interaction type at step 4. The possible actions and their parameters are described in Table 2. Table 2: Interactions and their parameters Interaction type Parameters Go to Previous slide No parameters. Go to Next slide No parameters. Go to First slide No parameters. Go to Last slide No parameters.
Interaction type Parameters Run Macro Select a macro that will run during the presentation. Use the Browse button to open the macro browser dialog box. Exit presentation When the mouse is clicked over the graphic object, the presentation will terminate. Animating images Impress offers some animation functionalities that are typical of specialized programs. An animated image consists of a sequence of images (frames) that are displayed in succession.
Frame by frame animation 1) Create the image you intend to animate using the drawing tools. 2) Select the image and click the Apply Object button. This copies the object (or objects) into the upper part of the Animation dialog box. 3) Apply some transformation to the object; for example, rotate it, change the color, if you are animating a text add or subtract a letter and so on. 4) When you are ready, create the second frame of the animation and click the Apply Object button again.
3) Select the 6 segments created by Impress and open the Animator (Insert > Animated image from the main menu bar). 4) On the Animator dialog box, click Apply objects individually. 5) Select Bitmap object in the lower part of the dialog box, then click the Create button. Other functions of the Animator You can review the animation at any time by clicking the Play button as well as navigate the various frames using the other controls available.
2) Select from the Fontwork Gallery (Figure 83) the preferred style and click OK. You can modify it later, so pick one providing an effect similar to the desired one. The text Fontwork in the selected style appears on the slide (Figure 84). Figure 83: The Fontwork gallery 3) Double-click the object to edit the Fontwork text. Type your own text in place of the black Fontwork that appears over the object (Figure 84). 4) Press the Esc key or click outside the area with the blue resizing handles to exit.
Now that the Fontwork object is created, you can edit some of its attributes. To do this, you can use the Fontwork toolbar or other options as described in the next section. Using the Fontwork toolbar Make sure that the Fontwork toolbar, shown in Figure 85, is visible on the workspace. If not, select View > Toolbars > Fontwork from the main menu bar.
Figure 87. Left: normal letters; right: same letter heights Fontwork Alignment: specify the alignment of the text within the frame from the choices available in Figure 88. The effects of the text alignment can only be appreciated if the text spans over two or more lines. In the Stretch Justify mode all the lines are filled completely. Figure 88: The extended alignment toolbar Fontwork Character Spacing: select the desired spacing (Figure 89) and whether kerning pairs should be used.
Modifying Fontwork text as a shape It is possible to treat Fontwork text as a shape and therefore to apply to it all the formatting that has been described in this chapter. Assign line properties only to Fontwork which does not have a 3D effect, otherwise the changes will not be visible. Tip Change the Fontwork color quickly using the Area fill color swatch on the Line and Filling toolbar.
6 Chapter Formatting Graphic Objects
Introduction This chapter describes how to format the graphic objects created with the drawing tools described in Chapter 5. The formatting of each graphic object, in addition to its size, rotation and position on the slide, is determined by a number of attributes that define the line, text and area fill of each object.
To create a new style, follow the procedures outlined in Chapter 2. As shown in Figure 90, the dialog box to create a graphics style consists of 15 pages. • The Organizer page, which contains a summary of the style and its hierarchical position, is discussed in Chapter 2. • The Font, Font Effects, Indents & Spacing, Alignment, Tabs and Asian typography pages, which set the properties of the text and are shared with presentation styles, are discussed in detail in Chapter 3.
To apply a style, select the object (or objects) and click on the style from the Styles and Formatting window. If the window is not showing, press F11, or click the Styles and Formatting icon at the left-hand end of the formatting bar, or select Format > Styles and Formatting from the menu bar. Press F11 again when the dialog box is not needed, to maximize the workspace area. Formatting lines and shapes Use the Format menu to modify lines and shapes. 1) Click on the shape or line to select it.
Moving graphic objects 1) Click the graphic object, if necessary, to show the green resizing handles. 2) Move the pointer over the graphic object until the pointer changes shape. On most operating systems, the cursor associated with moving objects is a four-headed arrow, but it may also be a hand or some other symbol. 3) Click and drag the graphic object to the desired position. 4) Release the mouse button.
To prevent accidental modification of the position of the graphic object, select the Position option in the Protect section (bottom left) of the dialog box. The unit of measurement for this and the other dialog boxes in this section is set in Tools > Options > OpenOffice.org Impress > General. Resizing graphic objects 1) Click the graphic object, if necessary, to show the green resizing handles. 2) Position the pointer over one of the green resizing handles.
Rotating graphic objects As for the position and the size, rotation of an object can be done manually or using a dedicated dialog box. To rotate a graphic manually, do as follows: 1) Select the graphic object if necessary so that the green handles around it show. 2) Click the Rotate button on the Drawing toolbar. This toolbar is usually located at the bottom the screen, but it can be undocked and used as a floating toolbar. If the toolbar is not showing, select View > Toolbars > Drawing.
pictures of right angles, for example from portrait to landscape or vice versa. Instead of rotating a graphic object manually, you can use the Rotation dialog box shown in Figure 93. To display this dialog box, select the graphic object so that the green resizing handles are shown, then press F4 or select Format > Position and Size and select the Rotation page.
The Line Properties section (left side) is the most important. It includes the following parameters: • Line style: a variety of line styles is available in the drop-down list, but more can be defined if needed. • Color: pick among the already defined colors. If a color not in the list is needed, refer to “Creating colors” on page 139 to create a new one. • Width: specifies the thickness of the line.
Use the Corner style section of this page to choose how the connection between two segments should look. There are four available options in the drop-down menu. The bottom part of the page shows a preview of the applied style and a preview of two corners so that the corner style choice can be quickly evaluated. To appreciate the difference between corner styles, choose a thick line style and observe how the preview changes.
5) Specify the number and length (not available for dot style) of each of the types of line selected, set the spacing between the various elements, and decide if the style should fit to the line width (length). The new line style is available only in the current presentation. If you want to reuse the line style in other presentations, click the Save Line Styles icon and type a memorable name. This saves all of the line styles in this presentation. (Saved styles have a file extension of .sod.
Figure 96: Advanced options for creating arrow styles Formatting areas Impress offers many different options for formatting the fill of an area. 1) Start by selecting the object to which the formatting will be applied. 2) When the resizing handles appear, select Format > Area from the menu bar. The dialog box shown in Figure 97 is displayed. Figure 97: Area page of the area formatting dialog box 138 OpenOffice.
3) Select the desired type of fill from the drop-down list. The Area page changes to display the choices available for that fill style, as described on the following pages. 4) Select the required fill and its parameters, and then click OK to close the dialog box and apply your selection. Picking the type of fill from the five available choices (None, Color, Gradient, Hatching, and Bitmap) modifies the entries in the list below and makes some new options appear in the Area page.
Figure 98: Customizing colors To modify a color: 1) Select the color to modify from the list. 2) Enter the new values that define the color (if necessary change the settings from RGB to CMYK or viceversa). 3) Modify the name as required. 4) Click the Modify button. Alternatively, use the Edit button (this will open a new dialog box), modify the color components as required and click OK to exit the dialog box. Tip You can also add custom colors using Tools > Options > OpenOffice.org > Colors.
Select Gradient in the drop-down list on the Area page and pick the gradient from the list (see Figure 99). To manually input the number of steps (increments) that should be applied, deselect the Automatic option and enter the number of steps required. Figure 99: Selecting a gradient fill Creating gradients To create a new gradient or to modify an existing one, select the Gradients page from the Area dialog box (shown in Figure 100).
It is highly recommended to create a new gradient even if you just want to change the two colors rather than modifying the predefined ones which should only be used as starting points. To create a new gradient: 1) First choose the From and To colors (Figure 101). Figure 101: Gradient transition color selection 2) Then choose a type of gradient from the list: Linear, Axial, Radial, Ellipsoid, Square or Rectangular.
Table 3: Gradient properties Property Meaning Center X For Radial, Ellipsoid, Square and Rectangular gradients, modify these values to set the horizontal offset of the gradient center. Center Y For Radial, Ellipsoid, Square and Rectangular gradients, modify these values to set the vertical offset of the gradient center.
Figure 103: Selecting a hatching fill pattern To do so: 1) Select a pattern similar to the one that will be created as a starting point. 2) Modify the properties of the lines forming the pattern. A preview is displayed in the window below the available patterns. 3) Click the Add button and choose a name for the newly created hatching. The properties that can be set for a hatching pattern are shown in Table 4. Figure 104: The Hatching fill dialog box 144 OpenOffice.
Table 4: Properties of hatching patterns Property Meaning Spacing Determines the spacing between two lines of the pattern. As the value is changed the preview window is updated. Angle Use the mini map below the numerical value to quickly set the angle formed by the line to multiples of 45 degrees. If the required angle is not a multiple of 45 degrees, just enter the desired value in the edit box. Line type Set single, double or triple line for the style of the pattern.
Table 5: Bitmap fill properties Property Meaning Size – Original Select this box to retain the original size of the bitmap. Size – Relative To rescale the object deselect the Original option and select this one. The Width and Height edit boxes are enabled. Size – Width When Relative is selected 100% means that the bitmap original width will be resized to occupy the whole fill area width, 50% means that the width of the bitmap will be half that of the fill area.
Figure 106: Some examples of bitmap fill Creating and importing bitmaps As for the other types of fill, OOo comes with a number of predefined bitmaps, but you can also add (import) new ones or to create your own pattern on a 8x8 grid, using the Bitmaps page of the Area dialog box (shown in Figure 107). To create a bitmap fill: 1) Start with the Blank bitmap type on top of the list to activate the Pattern editor. 2) Select the Foreground and Background colors.
Figure 107: The Bitmaps page of the Area fill dialog box. To import a bitmap created in Draw or another program: 1) Click the Import button. 2) A file picker dialog box is displayed. Browse to the directory containing the bitmap file and select it, then click Open. 3) Type a name for the imported bitmap and click OK. Formatting shadows Shadowing can be applied to both lines and areas. To apply a shadow to an area, first select the object to which shadowing should be applied, then select Format > Area.
Using the first method, you cannot customize the shadow; it is applied according to the default settings. The second method offers full flexibility to configure the shadow properties. If the Line and Filling toolbar is not shown when selecting an object, open it using View > Toolbars on the menu bar. The dialog box to customize a shadow is shown in Figure 109.
Figure 110: Shadow with 50% transparency Transparency formatting Transparency is applicable to lines, areas, and shadows. To apply transparency to lines, refer to “Formatting lines” on page 134; for shadows, refer to “Formatting shadows” on page 148. To apply transparency to areas, select Format > Area and then go to the Transparency page shown in Figure 111.
• Center X, Y: for some types of gradient, you can specify the • • • • position of the center in percentage points. Angle: the angle of the gradient, applicable to all but the radial type of gradients. Border: the percentage of the shape (measured from the edge) that is not subject to the gradient settings. Start value: the transparency value of the start point of the gradient: 0% is fully opaque, 100% means fully transparent.
Figure 112: Main dialog box to set the text properties The top section of the dialog box offers several options in the form of options. Some of the options will be grayed out, depending on the object to which the text will be attached. • Select Fit width to text to expand the width of the shape or line if the text is longer than it. • Select Word wrap text in shape to automatically start a new line when the edge of the shape is reached.
Text animation Use this page to specify special effects applied to the text. Choose between four options in the list and where applicable the direction of the effect picking one of the four arrow buttons to the right. The available effects are: • Blink: the text will blink on the screen. • Scroll through: the text will move into the shape and then out following the chosen direction. • Scroll back and forth: the text will not exit the shape border and move first in the chosen direction.
Standard (the default), Line, Straight, and Curved connector. Whenever multiple connectors overlap, use the Line skew section of the dialog box to distance the lines. It is possible to customize the distance between 4 different lines. In the Line spacing section of the dialog box, set the horizontal and vertical space between the connector and the object at each end of the connector. Figure 113: Setting up the connector properties 154 OpenOffice.
7 Chapter Inserting Spreadsheets, Charts, and Other Objects
Using spreadsheets in Impress A spreadsheet embedded in Impress includes most of the functionality of a spreadsheet in Calc and is therefore capable of performing complex calculations and data analysis. However, if you need to analyze your data or apply formulas, these operations are best performed in a Calc spreadsheet and the results displayed in an embedded Impress spreadsheet. Many people also use spreadsheets in Impress for creating complex tables or presenting data in a tabular format.
Figure 115: A slide ready to host a spreadsheet Figure 116: A spreadsheet in edit mode. Note the active cell and the smalle black resizing handles on the gray border When editing a spreadsheet, some of the contents of the main menu bar change, as does the Formatting toolbar (see Figure 117), to show entries and tools that support working with the spreadsheet.
Figure 117: The menu bar and the formatting toolbar in spreadsheet editing mode One of the most important changes is the presence of the Formula toolbar, just below the Formatting toolbar.
You can move the spreadsheet (change its position within the slide) whether in edit mode or not. In both cases: 1) Move the mouse over the border until the cursor changes shape. 2) Click and hold the left mouse button and drag the spreadsheet to the desired position. 3) Release the mouse button. When selected but not in edit mode (green handles), the spreadsheet object is treated like any other object, therefore resizing it results in changing the scale rather than the spreadsheet area.
Moving the cursor to a cell To move around the spreadsheet and select the cell which has the focus, you can: • Use the arrow keys. • Left-click with the mouse on the desired cell. • Use the combinations Enter and Shift+Enter to move one cell down or one cell up respectively; Tab key and Shift+Tab key to move one cell to the right or to the left respectively. Other keyboard shortcuts are available to move quickly to certain cells of the spreadsheet.
The fastest and most flexible way to format the embedded spreadsheet is to make use of styles. When working on an embedded spreadsheet, you can access the cell styles created in Calc and use them. However, the best approach is to create specific cell styles for presentation spreadsheets, as the Calc cell styles are likely to be unsuitable when working within Impress.
Figure 118: The Format Cells dialog box consists of 7 pages If the text does not fit the width of the cell, you can increase the width by hovering the mouse over the line separating two columns and, when the mouse cursor changes shape, clicking the left button and dragging the separating line to the new position. A similar procedure can be used to modify the height of a cell (or group of cells).
Inserting a chart To add a chart to a slide, select the corresponding layout in the list of predefined layouts in the task pane or use the Insert Chart feature. Creating a chart in AutoLayout 1) In the Tasks pane, choose a layout that contains a chart (look for the vertical bars). See Figure 119. Figure 119: Examples of layouts with charts 2) Double-click the chart icon in the center of the chart area. A fullsized chart appears that has been created using sample data. See Figure 120.
Figure 120: Chart made with sample data Creating a chart using the Insert Chart feature 1) Select Insert > Chart, or click the Insert Chart icon on the Standard toolbar. A chart appears that has been created using sample data. See Figure 120. 2) To enter your own data in the chart, see “Entering chart data” on page 167. Choosing a chart type A wide range of chart types and variations are available (see “Chart types” on page 165). To choose a chart type: 1) Double-click the sample chart.
Figure 121: Chart Type dialog box showing two-dimensional charts 3) As you change selections in the left-hand list, the chart examples on the right, and the chart in the main window, both change. If you move the Chart Type dialog box to one side, you can see the full effect in the main window. 4) As you change chart types, other selections become available on the right-hand side.
data points. (For large time series, a line chart would be better.) It is the default chart type. Bar charts Bar charts are excellent for giving an immediate visual impact for data comparison where time is not important, for example to compare the popularity of a few products in a marketplace. Pie charts Pie charts are excellent when you need to compare proportions, for example, comparisons of departmental spending: what the department spent on different items or what different departments spent.
or any data which matches two series of numeric data. In contrast to line charts, the x-axis are the left to right labels which usually indicate a time series. Net charts A net chart is similar to polar or radar graphs. They are useful for comparing data that are not time series, but show different circumstances, such as variables in a scientific experiment or direction. The poles of the net chart are the y-axes of other charts.
Figure 122: Data Table dialog box Entering data Enter data in the Data Table dialog box. • Insert buttons insert a row or column. • Delete buttons remove the information from a selected row or column. • Move buttons move the contents of the selected column to the right, or move the contents of the selected row down. • Input fields and cells are where you insert data. Type or paste information into the boxes within the desired rows and columns.
Figure 123: Insert menu for charts Using the Format menu The format menu has many options for formatting and fine-tuning the look of your charts. Double-click the chart so that it is enclosed by a gray border. Click Format in the main menu. See Figure 124. Figure 124: Chart format menu • Object Properties opens a dialog box in which you can specify the area fill, borders, transparency, characters, font effects, and position of the selected element of the chart.
• • • • • • • • • Position and Size opens the Position and Size dialog box (see “Resizing and moving the chart”). Arrangement provides two choices: Bring Forward and Send Backward, of which only one may be active for specific items. Use these choices to arrange overlapping data series. Title formats the titles of the chart and its axes. Axis formats the lines that create the chart as well as the font of the text that appears on both the X and Y axes.
Note Chart Floor, from the Format menu, is only available for 3D charts and has the same formatting options as 3Chart Area and Chart Wall. Knowing the difference between the chart wall and chart area is helpful when formatting a chart. Resizing and moving the chart You can resize or move all elements of a chart at the same time, in two ways: interactively, or by using the Position and Size dialog box.
1) Double-click the chart so that is enclosed by a gray border. 2) Click any of the elements—the title, the legend, or the chart graphic—to select it. Green resizing handles appear. 3) Move the pointer over the selected element. When it changes shape, click and drag to move the element. 4) Release the mouse button when the element is in the desired position. Note If your graphic is 3D, round red handles appear which control the three-dimensional angle of the graphic.
Figure 126: Chart Area dialog box Inserting other objects Impress offers the capability of inserting in a slide various types of objects such as music or video clips, Writer documents, Math formulas, generic OLE objects and so on. A typical presentation may contain movie clips, sound clips, OLE objects and formulas; other objects are less frequently used since they do not appear during a slide show. This section covers the part of the Insert menu shown in Figure 127.
Movies and sound Note On UNIX systems, the Media Player requires the Java Media Framework API (JMF). Download and install the JMF files, and add the path to the installed jmf.jar to the class path in Tools > Options > OpenOffice.org > Java. To insert a movie clip or a sound into a presentation, select Insert > Movie and Sound. Select the media file to insert from the dialog box, to place the object on the slide.
Note that Impress will only link the media clip, therefore when the presentation is moved to a different computer, the link will most likely be broken and as a consequence the media clip will not play. An easy workaround that prevents this from happening is the following: 1) Place the media file to be included in the presentation in the same folder where the presentation is stored. 2) Insert the media file in the presentation.
To create and insert a new OLE object: 1) Select Insert > Object > OLE object from the main menu. This opens the dialog box shown in Figure 130. Figure 130: Insert OLE Object dialog box 2) Select Create new and select the object type among the available options. Note “Further objects” is only available under a Windows operating system. It does not appear in the list under any other system. 3) Click OK. An empty container is placed in the slide.
Figure 131: Inserting an object as a link Other OLE objects Under Windows, the Insert OLE Object dialog box has an extra entry, Further objects, as shown in Figure 130. 1) Double-click on the entry Further objects to open the dialog box shown in Figure 132. Figure 132: Advanced menu to insert an OLE object under Windows 2) Select Create New to insert a new object of the type selected in the Object Type list, or select Create from File to create a new object from a file.
Figure 133: Insert object from a file Formulas Use Insert > Object > Formula to create a Math object in a slide. When editing a formula, the main menu changes into the Math main menu. Care should be taken about the font sizes used in order to make them comparable to the font size used in the rest of the slide. To change the font attributes of the Math object, select Format > Font Size from the main menu bar. To change the font type, select Format > Fonts from the main menu bar.
8 Chapter Adding and Formatting Slides, Notes and Handouts
Introduction This chapter describes how to add new slides to the presentation and how to format them. It then introduces two additional views—the Notes view and the Handouts view—and explains how to format Notes and Handouts. Two pop-up menus are quite useful when performing the operations described in this chapter. One menu is displayed by right-clicking on a slide in Normal view and then selecting Slide to display a submenu (shown in Figure 134).
Adding, renaming, and removing slides Adding a new slide There are several equivalent ways to add a slide to a presentation: • Select Insert > Slide (works in Normal and Outline view). • Right-click on the Slides pane and select New Slide from the popup menu (works in Normal, Outline, and Notes view). • Right-click on the main work area while in Slide Sorter view and select New Slide from the pop-up menu. • On the work area in Normal view, right-click on the active slide and select Slide > New Slide.
Figure 136: Inserting slides from another presentation To copy and paste slides between presentations: 1) Open the presentations that you want to copy from and paste into. 2) In the presentation containing the slides that you want to copy, choose View > Slide Sorter. 3) Select the slides, and then choose Edit > Copy, or click the Copy button on the main toolbar, or press Control+C. 4) Change to the presentation where you want to paste the slides, and then choose View > Normal.
The duplicated slide is inserted after the original slide and is displayed in the work area. Here is another way to duplicate a slide: 1) In Normal view, go to the slide after which you want to insert the new slide. 2) Open the Navigator and select the slide you want to duplicate (see Figure 137). Figure 137: Selecting a slide in the Navigator 3) Drag the slide into the workspace and release the mouse button. The Name Object dialog box (Figure 138) opens.
Expanding a slide Sometimes you will have a slide with too many subpoints to fit in the space available. Instead of reducing the font size or using other methods to squeeze more text into the space, it is usually better to subdivide the contents of the slide into two or more slides. As mentioned in the Tip above, you can duplicate the slide and manually split the points. Another way is to “expand” the contents of the slide. To do this: 1) [optional] Duplicate the slide (in case it is needed later).
Creating a summary slide It is also possible to “reverse” the Expand operation to create summaries. The Summary command is useful to create an agenda for the presentation. 1) Select the slide that will be the first one to appear in the summary. Do this by clicking on it in the Slides Pane or in Slide Sorter view. 2) Select Insert > Summary Slide.
Creating slides from an outline As discussed in Chapter 1, when planning a presentation it is often quite useful to develop an outline using OOo Writer. Once the outline is ready, you will probably want to create one or more separate slides for each of the top level outline elements.
Click on the Normal tab to populate the slides in the Slides pane. As shown in Figure 141, some outline levels may have too many points to fit on one slide. You can expand those slides as described in “Expanding a slide” on page 184, or duplicate the slides and manually change their contents, as described in “Duplicating a slide” on page 182.
4) If some outline levels have too many points to fit on one slide, you can expand those slides as described in “Expanding a slide” on page 184 or duplicate the slides and manually change their contents as described in “Duplicating a slide” on page 182. Figure 142: Choosing outline levels for an autoabstract Copying and pasting an outline Use this method to add slides from an outline to an existing presentation.
Formating the slide or page area The Page Setup dialog box (Figure 143) is used for several purposes, some of which depend on where you open the dialog box. For example, if you are in Notes view or Handout view when you open the Page Setup dialog box, you are setting up the page layout for Notes or Handouts, respectively (see pages 193 and 197 for more information). If you are in Normal view, you are formatting the slides themselves.
3) In the Paper format section, select the preferred Paper format from the drop-down list. Note that the dimensions change automatically when a standard format is selected. Despite the name (Paper format), the list contains selections for displaying the slides as well as printing them on paper. The default values for the Screen settings are optimized for screen presentation (4:3 ratio) but will also print on Letter or A4 paper with landscape orientation.
3) Select Format > Page from the menu bar, or right-click and choose Slide > Page Setup from the pop-up menu to open the Page Setup dialog box. Choose the Background tab. 4) Follow the instructions in “Formatting areas” in Chapter 6. 5) Click OK to save the changes. A pop-up dialog box (shown below) asks if you want to change the background on all slides. To change only the selected slide, click No.
2) Hover the mouse cursor over the layout thumbnail to get a tooltip with a summary of the contents included in the layout. 3) Click on the selected layout to apply it to the slide. Note If the layout is changed when the slide already contains contents, Impress will not delete the contents, so slide elements may overlap. You cannot create new AutoLayouts.
To add notes to a slide: 1) In the Slides pane, select the slide to which you want to add notes. 2) Switch to Notes view (click the tab in the main work area or select View > Notes from the menu bar). The main work area looks like Figure 145. 3) Click in the text box showing “Click to add notes” and type or paste text or graphics as needed. 4) To add notes to another slide, select it in the Slides pane. The Notes view changes to show the selected slide. 5) When done entering notes, return to Normal view.
To open the Notes Master (Figure 146), choose View > Master > Notes Master from the menu bar. Figure 146: Notes Master View Formatting the Notes page To format the Notes page: 1) Switch to Notes view (click the tab in the main work area or select View > Notes from the menu bar). 2) Select Format > Page from the menu bar, or right-click and choose Page Setup from the pop-up menu to open the Page Setup dialog box, shown in Figure 147. 3) Set the desired parameters.
Figure 147: The Page Setup dialog box for notes Setting automatic layout options In Notes view, Impress creates four areas where you can put information about the presentation: • Header area • Date and Time area • Footer area • Slide number area To customize these fields, proceed as follows: 1) Switch to Notes view from the corresponding tab in the work area or by selecting View > Notes from the main menu, or open the Notes Master (View > Master > Notes Master).
4) Click the Apply to All button to save these settings and close the dialog box. Figure 148: The dialog box to set up header and footer for notes Text formatting When text is inserted in the Notes text box, it is automatically formatted using the Notes style from the Presentation styles. The best way to format the notes text is therefore to modify this style to suit your needs. Refer to Chapter 2 to learn how to work with styles.
Figure 149: Select Notes for printing 3) Make any other needed changes and then click OK to print. For more about printing slides, notes, and handouts, see Chapter 9. Exporting notes to PDF 1) Choose File > Export as PDF from the menu bar and name the file. 2) In the PDF Options dialog box, choose the General tab. 3) Under General, make sure that Export notes is checked, and then click OK.
presented as well as use it as reference. This section explains how to customize the handout page. An example is shown in Figure 151. Figure 151: Example of handout with four slide thumbnails Note that the handout view consists of only one page regardless of the number of slides that compose the presentation. Changing the layout When creating handouts, first decide how many slide thumbnails you want printed on each handout page.
Figure 152: The available layouts for handouts in the Task Pane 4) Choose the preferred layout. The main work area changes to reflect the choice. Formatting handouts You can format several aspects of the handout, from the page style to the elements that appear on the page. You cannot format individual handout pages; any changes apply to all handouts in the presentation file. Formatting the page To format the handout pages: 1) Be sure you are in Handouts view.
The way to access and customize these areas is the same as for the Notes and uses the same dialog box. Refer to “Setting automatic layout options” on page 195 for information. Moving thumbnails and adding graphics You can move (but not resize) the slide thumbnails and add lines, boxes, and other graphic elements to the handouts. Figure 153 shows an example. See Chapter 5 (Creating Graphic Objects) for instructions on using the graphics tools.
Printing handouts 1) Choose File > Print from the menu bar. 2) In the Print content section of the Print dialog box, make sure that Handouts is selected (Figure 154). Figure 154: Select Handouts for printing 3) You can select which slides to include in the handouts. In the Print range section (Figure 155), select Pages and specify the slide numbers to be included. Any numbers entered here correspond to slides, not pieces of paper.
9 Chapter Slide Shows Transitions, animations, and more
Putting together a slide show OpenOffice.org Impress gives you the tools to organize and display a slide show, including: • Which slides to show and in what sequence • Whether to run the show automatically or manually • Transitions between slides • Animations on individual slides • Interactions: what happens when you click a button or link Most tasks associated with putting together a show from your slides are best done in Slide Sorter view.
In the Range section, choose which slides to include in the slide show: • All slides includes all of the slides except for those marked Hidden (see “Hiding slides so they do not appear in a show” on page 205). Slides are shown in the sequence they occur in the file. To change the sequence, either rearrange the slides in the slide sorter or choose a custom slide show (see “Showing slides in a different order” on page 206). • From: starts the show at a slide other than the first.
• • • • saved when you exit the slide show. The color of the pen cannot be changed. Navigator visible displays the Navigator during the slide show. For more about the Navigator, see Chapter 1 (Introducing Impress). Animations allowed displays all frames of animated GIF files during the slide show. If this option is not selected, only the first frame of an animated GIF file is displayed. (This has nothing to so with the slide animations described in “Using slide animation effects” on page 211.
in a box with a diagonal line through it, to indicate that it is hidden (see Figure 158). The slide remains in the file. Figure 158: Slide 2 is hidden To show a hidden slide: 1) In the Slides pane, or in Slide Sorter view, select the hidden slides that you want to show. 2) Click the Show/Hide Slide icon on the Slide View toolbar, or choose Slide Show > Show/Hide Slide.
Figure 159: Start here to define or change a custom slide show 3) On the Define Custom Slide Show dialog box (Figure 160), type a name for the new custom show. Then, in the Existing slides list, select the slides to include in the show, in the order you want to show them. Click the >> button to include the slides in the Selected slides list. In Figure 160, Slide 1 has been included, and Slide 2 has been selected but not yet included. You can select and include several slides at the same time.
Note If you include several slides at the same time, they are added to the Selected slides list in numerical order regardless of the order in which you selected them. In other words, if you click on slides 3, 9, and 5 in that order and add them all at the same time, they will be included in the Selected slides list in this order: 3, 5, 9. To put them in a different order, either select and include them one at a time or select and drag them up or down the list.
Using slide transitions Slide transitions are the effects that take place when one slide gives way to the next one in the presentation, like Roll down from top or Fly in from left. They add dynamic flair to a slideshow, smoothing the transition between slides. You can add transitions while in Slide Sorter view or in Normal view. To see the effect of a selection, you need to be in Normal view and select the Automatic preview checkbox on the Slide Transition page of the Tasks pane.
Applying a slide transition effect In the Tasks pane, choose Slide Transition (Figure 161). In the Slides pane or Slide Sorter view, select the slides to which you want to apply the transition. If you want the transition to apply to all slides, you do not need to select them first. In the Apply to selected slides list, select a transition. Modify the selected transition by changing the speed or adding a sound, in the Modify transition area. If you choose to play a sound, select it in the Sound list.
2) In the Modify transition section, select the entry Other sound from the Sound drop-down menu. 3) Select the Loop until next sound checkbox if you want the sound to restart once it is finished. Caution Note Do not click the Apply to all button, otherwise your selected sound will restart at every slide.
Applying an animation effect In Normal View, display the desired slide. Select the text or object you want to animate. An object such as a graphic or an entire text box will have green handles around it when selected. If you choose only a portion of the text in a text box, you may not see any green handles. In the Tasks pane, choose Custom Animation (Figure 162). Click Add. The Custom Animation dialog box (Figure 163) appears.
Figure 163: Custom Animation dialog box. Choices may vary depending on the selected object; for example, pictures and text have different Emphasis choices. Starting an animation effect You have three choices for starting an animation effect: On click—the animation stops at this effect until the next mouse click. With previous—the animation runs at the same time as the previous animation. After previous—the animation runs as soon as the previous animation ends.
Choosing additional properties of an animation effect Many animations have a set of properties that you can set or change. For example, if you chose the Change Font Color effect on the Emphasis page, you can specify the font color. If you chose Fly In on the Entrance page, you can specify the direction from which the object flies in. The label on the properties box changes depending on the choices available for each effect.
5) The four effects you have just set up are listed in the animations list on the Custom Animation page, as shown in Figure 166.
Step 2. Apply the “change font color” effect to some list items. Now we want to set each of the first three list items to change color when the following item appears on the slide. To do this: 1) Select the first three items on the slide (not the animations list) and click Add in the Custom Animation pane.This time we go to the Emphasis page of the Custom Animation dialog box and choose Change Font Color, as shown in Figure 167. Click OK to save this effect.
4) Use the Change order: up-arrow button to move each of the last three items up the list to just under the other item with the same name. The animation list will now look like Figure 169. Figure 169: Animation list after moving items into required sequence Step 3. Change the timing for some list items from With previous to On click Notice that all of the items on the animations list (except for the two “Point one” items) are set to start at the same time as the previous item.
pre-packaged motion path animation which is similar to the effect you want to obtain. Alternatively use the Polygon or Curve animation to create a new path. Select the object to show the animation path, which will be displayed as a thin gray line with a triangle showing the starting point and another indicating the end point. Click on any point on the line so that blue handles are displayed around it.
Figure 172: Object set to move along a polygon and curve path Advanced animation effects Click the Effect Options button [...] next to the Properties drop-down list to display the Effect Options dialog box. Note What you see on the Effect Options dialog box depends on the selected animation object. For example, the dialog box has three pages for text objects but only two pages for picture objects (the Text Animation page does not appear). The Settings section on the Effect page also varies.
Figure 173: Effect option settings for a direction effect Figure 174: Effect option settings for a font color effect On the Text Animation page of the Effect Options dialog box (Figure 175), you can group text in other ways: as one object, all paragraphs at once, or by first-level paragraphs (that is, one list item together with its sub-items, if any). Figure 175: Text Animation effect options The choices on the Timing page of the Effect Options dialog box, shown in Figure 176, should be self-explanatory.
Figure 176: Timing page of Effect Options dialog box Removing animation effects 1) On the Custom Animation page of the Task pane, select the desired object. 2) Click the Remove button. Using interactions Interactions are things that happen when you click on an object in a slide. They are typically used with buttons or images, but text objects can also have interactions.
Figure 177: Interaction dialog box before choosing an interaction Figure 178: Interaction dialog box after choosing the “Go to page or object” interaction, showing choices for the target slide or object Running a slide show To run the slide show, do one of the following: F5 or F9. • Click Slide Show > Slide Show on the main menu bar. • Click the Slide Show button on the Presentation toolbar or the Slide Sorter toolbar.
• Press the Spacebar. To go backwards through the show one slide at a time, press the up arrow key, the left arrow key, or the Page Up key. For more complex navigation, use the right-click menu (see below). Custom animations on a slide are run in the specified order when performing one of the above actions. When you advance past the last slide, the message Click to exit presentation... appears. Click the left mouse button or press any key to exit the presentation.
Figure 179: Right-clicking on the screen during a slide show brings up this menu. 224 OpenOffice.
10 Chapter Printing, e-mailing, exporting, and saving slide shows
Introduction General information about printing documents from OOo is provided in Chapter 10 of the Getting Started guide. This chapter describes some items of particular interest to users of Impress. Quick printing Click the Print File Directly icon to send the entire document to the default printer defined for your computer.
On the Print dialog box, you can choose: • Which printer to use (if more than one are installed on your system) and the properties of the printer—for example, orientation (portrait or landscape), which paper tray to use, and what paper size to print on. The properties available depend on the selected printer; consult the printer’s documentation for details. • What content to print: slides, notes, handouts, or outline. – Slides prints one slide per page, full page, in landscape.
Figure 181: Selecting printer options for a presentation Some items of interest on the Printer Options dialog box include: Under Quality: • Default prints the presentation in color on a color printer or in grayscale on a mono printer, including all background colors and images. If you have used a dark background (which looks good when projected), the slides may not be very readable when printed, especially on handouts with small images.
Under Page options: • Default prints the slides full size. • Fit to page scales down slides so they fit on the paper in the printer. • Tile pages prints several slides on a page, if the slides are smaller than the paper. • Brochure is discussed in “Printing a brochure” on page 230. • Paper tray from printer settings specifies that the paper tray to be used is the one defined in the printer setup. Selecting default print options Selections on the Printer Options dialog box over-ride any default settings.
Printing in black and white on a color printer You may wish to print documents in black and white on a color printer, to save expensive color ink or toner or to make handouts of slides with dark backgrounds easier to read. Several choices are available. To print the current document in black and white or grayscale: 1) Click File > Print to open the Print dialog box (Figure 180). 2) Click Properties to open the properties dialog box for the printer.
3) Flip the pages and put them back into the printer, new side up, and in the correct orientation. You may need to experiment a bit to find out what the correct arrangement is for your printer. 4) Click File > Print and check Properties to make sure the printer setup is still correct. 5) Click Options again. In the Pages section of the Printer Options dialog box, choose Brochure and Left page. Click OK twice to print the second side of each page.
Figure 183: General page of PDF Options dialog box Range section • All: Exports the entire document. • Pages: To export a range of slides, use the format 3-6 (pages 3 to 6). To export single slides, use the format 7;9;11 (slides 7, 9, and 11). You can also export a combination of slide ranges and single slides, by using a format like 3-6;8;10;12. • Selection: Exports whatever material is selected. Images section • Lossless compression: Images are stored without any loss of quality.
Note EPS images with embedded previews are exported only as previews. EPS images without embedded previews are exported as empty placeholders. General section • PDF/A-1: PDF/A is an ISO standard established in 2005 for longterm preservation of documents, by embedding all the pieces necessary for faithful reproduction (such as fonts) while forbidding other elements (including forms, security, encryption, and tagged PDF). If you select PDF/A-1, the forbidden elements are greyed-out (not available).
Figure 184: Initial View page Figure 185: User Interface page Window options section • Resize window to initial page. Causes the PDF viewer window to resize to fit the first page of the PDF. • Center window on screen. Causes the PDF viewer window to be centered on the computer screen. 234 OpenOffice.
• 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. User interface options section • Hide menubar. Causes the PDF viewer to hide the menu bar. • Hide toolbar. Causes the PDF viewer to hide the toolbar. • Hide window controls. Causes the PDF viewer to hide other window controls.
Cross-document links Defines the behavior of links clicked in PDF files. 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. Note Permission settings are effective only if the user’s PDF viewer respects the settings. open password set, the PDF can only be opened with the password.
Figure 188: Setting a password to encrypt a PDF After you set a password for permissions, the other choices on the Security page (shown in Figure 187) become available. These selections should be self-explanatory. Exporting as a Flash file Macromedia Flash file format (.SWF) was created to store animation for web pages.
Exporting as web pages (HTML files) You can export presentations as a series of web pages that can be viewed in any browser. Note Saving as web pages (HTML format) does not retain animation and slide transitions. 1) Select File > Export and choose HTML Document as the file type. 2) Create a folder for the files, supply a name for the resulting HTML file, and click Save. The HTML Export Wizard opens.
4) Click Next to select the type of web pages to create. • • • • Standard HTML: one page for each slide, with navigation links to move from slide to slide. Standard HTML with frames: one page with a navigation bar on the left-hand side; uses slide title as navigation links. Click on links to display pages in right-hand side. Automatic: one page for each slide, with each page set with the Refresh meta tag so a browser automatically cycles from one page to the next.
6) If Create title page was chosen in step 4, supply the information for it on the next page. The title contains an author name, e-mail address and home page, along with any additional information you want to include. This page of the Wizard does not display if Create title page was not chosen. Figure 192: HTML Export – Title page information 7) Choose the navigation button style to use to move from one page to another. If you do not choose any, OOo will create a text navigator.
scheme so that it will appear on the first page of the HTML export wizard. Figure 194: HTML Export – Choosing color scheme 9) Click Create to generate the HTML files. If this is a new design, a small dialog box pops up. If you might want to reuse this design, you can give it a name and save it. Otherwise, click Do Not Save. Figure 195: Naming the design E-mailing a presentation OOo provides several ways to quickly and easily send an Impress document as an e-mail attachment in one of three formats: .
2) In your e-mail program, enter the recipient, subject and any text you want to add, then send the e-mail. File > Send > E-mail as OpenDocument Presentation has the same effect. If you choose E-mail as Microsoft PowerPoint, OOo first creates a .PPT file and then opens your e-mail program with the .PPT file attached. The .PPT file is not saved on your computer.
detailed description of how to get and manage a certificate, and signature validation, see “Using Digital Signatures” in the OOo Help. To sign a document: 1) Choose File > Digital Signatures. 2) If you have not saved the document since the last change, a message 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.
Figure 196: Warning message when saving in Microsoft PowerPoint format Tip Always save your work in Impress OpenDocument format (.odp) before saving in Microsoft format. Keep the Impress file as your working copy: if you need to change the presentation, change it in the Impress version and then save it again as PowerPoint. You are much less likely to have problems than if you open a file previously saved in PowerPoint format, edit it, and save it again.
11 Chapter Setting Up and Customizing Impress
Choosing options that affect all of OOo This section covers some of the settings that apply to all the components of OpenOffice.org. Other general options are discussed in Chapter 2 (Setting Up OpenOffice.org) in the Getting Started guide. 1) Click Tools > Options. The list on the left-hand side varies depending on which component of OOo is open. The illustrations in this chapter show the list as it appears when when OpenOffice.org Impress is open. 2) Click the + sign to the left of OpenOffice.
You can also define colors within Impress, but those colors will not be available to other components of OOo. Figure 197. Defining colors to use in color palettes in OOo Appearance options On the OpenOffice.org – Appearance page (Figure 198), you can specify which items are visible and the colors used to display various items. Figure 198. Changing the color of grid points in Impress and Draw The only choice specific to Impress (and Draw) is the color of the grid points.
To change the default color for grid points, click the down-arrow by the color and select a new color from the pop-up box. If you wish to save your color changes as a color scheme, click Save, type a name in the Scheme box; then click OK. Choosing options for Impress In the Options dialog box, click the + sign to the left of OpenOffice.org Impress on the left-hand side. A list of subsections drops down. (See Figure 199.
Text objects section Allow quick editing sets Impress to immediately switch to the text editing mode when you click a text object. You can also activate text editing mode through the Allow Quick Editing icon Options toolbar. on the Only text area selectable sets Impress to select a text frame when you click on text. In the area of the text frame that is not filled with text, an object behind the text frame can be selected. You can also activate this mode through the Select Text Area Only icon toolbar.
not checked, a printer-independent layout is used for screen display and printing. Add spacing between paragraphs in the current document calculates the paragraph spacing in Impress exactly as Microsoft PowerPoint does. Microsoft PowerPoint adds the bottom spacing of a paragraph to the top spacing of the next paragraph to calculate the total spacing between both paragraphs. Impress normally uses only the larger of the two spacings. View options In the Options dialog box, click OpenOffice.
If you have activated the snap grid but wish to move or create individual objects without snap positions, you can press the Ctrl to deactivate the snap grid for as long as needed. In the Options dialog box, click OpenOffice.org Impress > Grid. Grid section Snap to grid activates the “snap” function. Visible grid displays grid points on the screen. These points will not display or print as part of a presentation.
object must be in the snap range. You can also use the Snap to Page Margins icon on the Options toolbar. To object frame aligns the contour of the graphic object to the border of the nearest graphic object. The cursor or a contour line of the graphics object must be in the snap range. You can also use the Snap to Object Border icon on the Options toolbar. To object points aligns the contour of the graphic object to the points of the nearest graphic object.
Figure 203: Specifying print options for Impress Customizing the user interface Customizing the menu font If you want to change the menu font from that supplied by OOo to the system font for your operating system, do this: 1) Choose Tools > Options > OpenOffice.org > View. 2) Check Use system font for user interface and click OK. Customizing menu content You can customize menus in OpenOffice.org. 1) Choose Tools > Customize. 2) On the Customize dialog box, pick the Menus page (Figure 204).
6) When you are done customizing menus, click OK to save your changes. Figure 204. The Menus page of the Customize dialog box Creating a new menu In the Customize dialog, click New to display the dialog shown in Figure 205. 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.
Figure 205: Adding a new menu Modifying existing menus To modify an existing menu, select it in the Menu list and click the Menu button to drop down a list of modifications: Move, Rename, Delete. Not all of these modifications can be applied to all the entries in the Menu list. For example, Rename and Delete are not available for the supplied menus. To move a menu (such as File), choose Menu > Move. A dialog similar to the one shown in Figure 205 (but without the Menu name box) opens.
Adding a command to a menu You can add commands to the supplied menus and to menus you have created. On the Customize dialog, select the menu in the Menu list and click the Add button in the Menu Content section of the dialog. On the Add Commands dialog, select a category and then the command, and click Add. The dialog remains open, so you can select several commands. When you have finished adding commands, click Close.
Customizing toolbars You can customize toolbars in several ways, including choosing which icons are visible and locking the position of a docked toolbar, as described in Chapter 1 (Introducing OpenOffice.org) of the Getting Started guide. This section describes how to create new toolbars and add other icons (commands) to the list of those available on a toolbar.
3) Click the Toolbar button on the right to display a drop-down list of choices. 4) To display or hide commands, select or deselect the checkboxes in the Toolbar Content – Commands section. 5) To change the position of commands on a toolbar, select a command and click the big up and down arrows to the right of the lists.
2) The Add Commands dialog is the same as for adding commands to menus. Select a category and then the command, and click Add. The dialog remains open, so you can select several commands. When you have finished adding commands, click Close. 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.
Customizing keyboard shortcuts The Appendix to this book lists the default keyboard shortcuts supplied with Impress. You can change these defaults or add new shortcuts. You can assign shortcuts to standard Impress functions or your own macros and save them for use with Impress only, or with the entire OpenOffice.org suite. Caution Be careful when reassigning your operating system’s or OOo’s predefined shortcut keys.
Figure 209: Customizing keyboard shortcuts Saving changes to a file Changes to the shortcut key assignments (and other configurations) can be saved in a keyboard configuration file for use at a later time, thus permitting you to create and apply different configurations as the need arises. To save keyboard shortcuts to a file: 1) After making your keyboard shortcut assignments, click the Save button near the bottom right of the Customize dialog box.
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 will appear if you are about to overwrite an existing file, otherwise there will be no feedback and the file will be saved.
2) In OOo, select Tools > Extension Manager from the menu bar. In the Extension Manager dialog box (Figure 210), 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.
a presentation timer—while the audience sees only the current slide. The Presenter Console displays the elements in three easily changeable views: • The first view displays the current slide, including the effects, and the upcoming slide. • The second view shows the speaker's notes in large, clear, and scalable type, plus the current and upcoming slide. • The third view is a slide sorter view with the slide thumbnails. From Sun Microsystems. Open source.
A Appendix Keyboard Shortcuts
Introduction You can use OpenOffice.org (OOo) without requiring a pointing device, such as a mouse or trackball, by using its built-in keyboard shortcuts. Tasks as varied and complex as docking and un-docking toolbars and windows, or changing the size or position of objects can all be accomplished with only a keyboard. Although OOo has its own extensive set of keyboard shortcuts, each component provides others which are specific to its work.
Other shortcut keys for Impress Shortcut Keys Effect Arrow key Move the selected object or the page view in the direction of the arrow. Ctrl+Arrow key Move the slide in the normal view. Shift+drag Constrains the movement of the selected object horizontally or vertically. Ctrl+drag (with Copy when moving option active) Hold down Ctrl and drag an object to create a copy of the object. Alt key Hold down Alt to draw or resize objects by dragging from the centre of the object outward.
Shortcut keys in the Normal View Shortcut Keys Effect Plus(+) key Zoom in. Minus(-) key Zoom out. Times(×) key (number pad) Fit page in window. Divide(÷) key (number pad) Zoom in on current selection. Shift+Ctrl+G Group selected objects. Shift+Ctrl+Alt+A Ungroup selected group. Ctrl+click Enter a group, so that you can edit the individual objects of the group. Click outside the group to return to the normal view. Shift+Ctrl+K Combine selected objects. Shift+Ctrl+K Split selected object.
Shortcut keys in slide shows Shortcut Keys Effect Esc End presentation. Spacebar or Right arrow or Down arrow or Page Down or Enter or Return or N Play next effect (if any, else go to next slide). Alt+Page Down Go to next slide without playing effects. [number] + Enter Type a number of a slide and press Enter to go to the slide. Left arrow or Up arrow or Page Up or Backspace or P Play previous effect again. If no previous effect exists on this slide, show previous slide.
Index A accessibility 266 adding pictures 89 agenda, creating 185 alignment of text 68 Alignment toolbar 115 alignment tools 115 animation 120 animation effects applying 212 multiple 214 properties 214 removing 221 starting 213 appearance options 247 area fills bitmaps 145 colors 139 creating 139 formatting 138 gradients 140 hatching 143 Arrange toolbar 114 arrow styles 135, 137 Asian language support 106 Asian languages enabled 55 Asian typography 62, 69 Author field 83 autoabstract 186, 187 AutoLayout 54
duplicate 121 E e-mail attachment 241 Effect Options 219 encryption of PDF 236 expand slide 184 export directly as PDF 231 exporting to PDF 231 Extension Manager 47 extensions 262 extrusion on/off tool 111 eyedropper 37 F FDF 233 fields 41 customizing 83 inserting 83 file name field 83 file, inserting 178 Fill Format mode 45 filters 95 Flash export 237 folded corner 109 font effects 64 font selection 63 Fontwork 122 Fontwork toolbar 124 Format Cells dialog box 162 formatting area fill 138 chart 168 connec
hyperlink button 87 editing 87 inserting 85 I image map 99 image quality in PDF 232 indents and spacing 67 Insert OLE Object dialog box 176 Insert Picture dialog box 90 inserting pictures 89 interaction 118 interactions 221 K keyboard configuration 262 keyboard shortcuts 266 keyboard shortcuts, customizing 260 L Layout pane 54 layout settings 190 lighting tool 112 line properties 135 line spacing 67 line styles 136 lines creating 108 formatting 130, 134 M macros 262 main Impress window 8 margin settings
PDF options 231 printing encryption 236 black and white 230 passwords 236 brochure 230 security 236 default settings 229 user interface 233 grayscale 228 PDF/A-1 233 quality 228 personal key 242 Professional Template Pack extension perspective tool 112 264 Picture toolbar 95 Q pictures quality of printing 228 AutoLayout 90 quick editing option 249 color adjustment 97 Quickstarter 18 crop 98 deleting 99 R filters 95 range selection (spreadsheet) 161 formatting 93 Rehearse Timings 209 inserting from a file 89
modifying 34 Slide pop-up submenu 180 slide show custom 206 hide slides 205 organizing 203 Rehearse Timings 209 running 27 settings 203 timing of automatic slide changes 209 transitions 27, 222 Slide Sorter view 13 slide transition effects 235 slides adding text 25 adding to a presentation 181 animations 211 background, changing 190 copy and paste from another presentation 182 creating from an outline 186 deleting 185 duplicating 182 expanding 184 formatting 189 hide 26 inserting 22 inserting from other pre
importing 52 vertical alignment of text 55 installing using Extension Manager 47 text box tool 54 modifying 50 Text Formatting toolbar 57, 63 moving 51 themes 101 organizing 50 three-dimensional objects 111 setting default template 48 tilt tools 112 supplied with OOo 46 time (fixed or variable) field 83 using 46 timing of automatic slide changes 209 text title slide 22 alignment 68 toolbars 16 animation 153 adding commands 258 Asian typography 69 choosing icons for commands 259 bulleted or numbered list 70
