Impress Guide Presentations in OpenOffice.org This PDF is designed to be read onscreen, two pages at a time. If you want to print a copy, your PDF viewer should have an option for printing two pages on one sheet of paper, but you may need to start with page 2 to get it to print facing pages correctly. (Print this cover page separately.
Copyright This document is Copyright © 2005–2010 by its contributors as listed in the section titled Authors. You may distribute it and/or modify it under the terms of either the GNU General Public License, version 3 or later, or the Creative Commons Attribution License, version 3.0 or later. All trademarks within this guide belong to their legitimate owners. Authors Michele Zarri Jean Hollis Weber Dan Lewis Agnes Belzunce Peter Hillier-Brook Gary Schnabl Claire Wood Rachel Kartch Jared Kobos Martin J.
Contents Chapter 1 Introducing Impress....................................................................7 What is Impress?..................................................................................8 The main Impress window....................................................................8 Workspace views................................................................................12 Creating a new presentation..............................................................
Chapter 4 Adding and Formatting Pictures...............................................87 Introduction........................................................................................88 Inserting pictures...............................................................................88 Managing the Gallery themes............................................................92 Formatting pictures............................................................................94 Creating an image map..........
Chapter 7 Including Spreadsheets, Charts, and Other Objects..............164 Using spreadsheets in Impress........................................................165 Inserting a chart...............................................................................172 Inserting other objects.....................................................................182 Inserting the contents of a file.........................................................
Chapter 11 Setting Up and Customizing Impress.....................................258 Choosing options that affect all of OOo...........................................259 Choosing options for Impress...........................................................261 Customizing the user interface........................................................267 Adding functionality with extensions...............................................277 Appendix A Keyboard Shortcuts...........................................
1 Chapter Introducing Impress
What is Impress? Impress is OpenOffice.org’s presentation (slide show) component. You can create slides that contain text, bulleted and numbered lists and a wide range of OLE objects. Impress has access to the spelling checker and thesaurus and comes with pre-packaged text styles, background styles, and a handy online help. This chapter introduces the Impress user interface and describes how to create a simple slide show using the Presentation Wizard.
Figure 1: Main window of Impress Several additional operations can be performed on one or more slides simultaneously in the Slides pane: • Add new slides to the presentation. • Mark a slide as hidden so that it will not be shown as part of the presentation. • Delete a slide from the presentation if it is no longer needed. • Rename a slide. • Duplicate a slide (copy and paste) or move it to a different position in the presentation (cut and paste).
Tasks pane The Tasks pane on the right hand side of the screen has five sections: Master Pages, Layouts, Table Design, Custom Animation, and Slide Transition. Master Pages Here you define the page style for your presentation. Impress contains prepackaged Master Pages (slide masters). One of them— Default—is blank, and the rest have a background and styled text. 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.
Figure 2: Workspace tabs The Workspace below the View buttons changes depending on the chosen view. The workspace views are described in detail on page 12. Toolbars Many toolbars can be used during slide creation; they 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 11 (Setting Up and Customizing Impress).
• The position of the cursor or of the top left corner of the selection • • • • measured from the top left corner of the slide, followed by the width and height of the selection or of the text box where the cursor is located. A modified flag, showing a star when the file needs saving. A flag indicating whether the document is digitally signed. The slide number currently displayed in the workspace, and the total number of slides in the presentation.
• 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. Notes view lets you add notes to each slide; these notes are not seen when the presentation is shown.
• • • Move the paragraphs of text in the selected slide up or down by using the up and down arrow buttons (Move Up or Move Down) on the Text Formatting toolbar. 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. Handout view Handout view is for setting up the layout for a printed handout. Click the Handout tab in the workspace, then choose Layouts in the tasks pane. You can then choose to print 1, 2, 3, 4, 6, or 9 slides per page.
Figure 10: Slide Sorter and Slide View toolbars 2) Adjust the number of slides (up to a maximum of 15). Moving a slide using Slide Sorter To move a slide in a presentation using the Slide Sorter: 1) Click the slide. A thick border is drawn around it. 2) Drag and drop it to the location you want. • As you move the slide, a black vertical line appears to one side of the slide. • Drag the slide until this black vertical line is located where you want the slide to be moved.
To make changes, right-click a slide and chose any of the following from the pop-up menu: • Add a new slide after the selected slide. • Rename or delete 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. Hidden slides will not be shown in the slide show. • Copy or cut and paste a slide.
• From the system menu or the OpenOffice.org Quickstarter. Details vary with your operating system; see Chapter 1 in the Getting Started guide if you need more information. • From any open component of OOo, click the triangle to the right of the New icon on the main toolbar and select Presentation from the drop-down menu. Figure 11: Opening the presentation wizard • From any open component of OOo, choose File > New > Presentation on the menu bar. When you start Impress, the Presentation Wizard appears.
Tips If you do not want the wizard to start every time you start Impress, select the Do not show this wizard again option. You can enable the wizard again later under Tools > Options > OpenOffice.org Impress > General > Wizard, and select the Start with wizard option. Leave the Preview option selected, so templates, slide designs, and slide transitions appear in the preview box as you choose them. 1) Select Empty presentation under Type. This creates a presentation from scratch.
Figure 13. Selecting a slide design To start with a blank presentation, select . Click an item to see a preview of the slide design in the Preview window. Note Introducing a New Product and Recommendation of a Strategy are pre-packaged presentation templates. They can be used to create a presentation by choosing From template in the first step (Figure 12). 4) Select how the presentation will be used under Select an output medium.
Figure 14: Selecting a slide transition effect 6) Click Create. A new presentation is created. Tip Note Caution You might want to accept the default values for both Effect and Speed unless you are skilled at creating presentations. 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).
Formatting a presentation A new presentation only contains one empty slide. In this section we will start adding new slides and preparing them for the intended contents. Creating the first slide The first slide is normally a title slide. Decide which of the layouts will be best for this first slide. You can use the pre-packaged layouts available in the Layout section of the Tasks pane.
Figure 15: Choosing a slide layout First, insert all the slides your outline indicates you will need. After this you can begin adding special effects such as custom animation and slide transitions. 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.
Modifying slides 1) To remove any element on the slide that is not required, click the element to highlight it. The green squares show it is highlighted; press the Delete key to remove it. Figure 17: Deleting an element of a slide Tip Sometimes you will accidentally select the wrong layout slide or decide to change the layout. This may change the appearance of the slide, but it does not cause loss of the contents already on the slide. 2) To add any pictures or objects to the slide.
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) To add OLE Objects, refer to Chapter 7 (Inserting Spreadsheets, Charts, and Other Objects) where this advanced technique is described. Caution When resizing a graphic, right-click the picture.
Note OOo uses three interchangeable terms for this one concept. Master slide, slide master, and master page all refer to a slide that is used to create other slides. This book, however, will use only the term slide master, except when describing the user interface. Impress has a range of pre-packaged slide masters, found in the Master Pages section of the Tasks pane. You can also create and save additional slide masters or add more from other sources.
Custom animations If you wish to add a custom animation to a slide, do it now. Custom animations are found on the Tasks pane. This is an advanced technique and is explained in Chapter 9 (Slide shows). 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. 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.
Using Impress on a Mac Some keystrokes and menu items are different on a Mac from those used in Windows and Linux. The following table gives some common substitutions for the instructions in this book. For a more detailed list, see the application Help. Windows/Linux Mac equivalent Effect Tools > Options menu selection OpenOffice.
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.
Creating slide masters You can create a new slide master in a similar way to modifying the default slide master. To start, enable editing of slide masters by View > Master > Slide Master. You can also right-click on the default slide master in the Master Pages section of the tasks pane, and select Edit Master. On the Master View toolbar, click the New Master icon (highlighted in the figure). A second slide master appears in the Slides pane. Modify this slide master to suit your requirements.
different presentation to your presentation (based on a template available on the hard disk). The Slide Design dialog box makes this possible. Access this dialog box either from the menu bar (Format > Slide design) or from the pop-up menu that appears when right-clicking on a slide in the Slides pane. The main window in the dialog box shows the slide masters already available for use. To add more: 1) Click the Load button. 2) Select in the new dialog box the template from which to load the slide master.
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. To limit the size of the presentation file, you may want to minimize the number of slide masters used.
The changes made to one of the slides in Normal view (for example, changes to the bullet point style, the color of the title area, and so on) will not be overridden by subsequent changes to the slide master. There are cases, however, where it is desirable to revert a manually modified element of the slide to the style defined in the slide master: to do that, select that element and choose Format > Default Formatting from the menu bar.
Figure 20: Background choices A list of choices for the selected fill type then appears (see Figure 21 for an example). Figure 21: Background colors 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 36 You can make custom additions to each type of background, with the obvious exception of None.
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 to appear on every slide of your presentation, the easiest and quickest solution is to use the slide master. It saves time both while creating the presentation and also if you decide to either modify or reposition it on the slide.
Tip If you want the image to blend with the background, you can set the background color of the picture as transparent. Select the picture, then chose Tools > Eyedropper from the menu bar. Select the first checkbox and then move the mouse cursor on the picture and click on the color you want to make transparent. This color appears next to the checkbox. Make sure that Replace with... is set to Transparent and click Replace.
a dark background, you may want to set the font color of the title and text areas to be light. Rather than manually changing the font color for every new slide you create, a time consuming operation prone to errors and omissions, all you have to do is to modify the style in the slide master. Changes made to the styles in the slide master only apply to the slides based on such slide master. Styles in Impress are sub-divided into two main categories: Presentation styles and Graphics styles.
Figure 23: Styles and Formatting window Tip At the bottom of the Styles and Formatting window is a dropdown list. You can choose to show all styles or other groups of styles, for example applied styles or (in the case of Graphics styles), custom styles. You can dock or undock the Styles and Formatting window by holding down the Control key while double-clicking the top of the window between the icons (see Figure 23). Press F11 to close the Styles and Formatting window when you do not need it: OpenOffice.
Figure 24: 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.
Position and Size dialog box. First select the rectangular area by clicking on any point inside it, then press F4 or choose Format > Position and Size. The dialog box shown in Figure 25 is displayed. Figure 25: The Position and Size dialog box The functions of this dialog box are explained in the Draw Guide, so only a short description of the most important fields is provided in this chapter. Use the Position section to specify the X (horizontal) and Y (vertical) position of the rectangular area.
border, alignment relative to the slide, and position relative to other objects. While the 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. To display the Drawing toolbar (Figure 26), select it in View > Toolbars; to open the context menu, right-click on the edge of the rectangular area after selecting it.
• 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. To change the author information, go to Tools > Options > OpenOffice.org > User Data.
Working with templates All documents in OpenOffice.org (OOo) are based on templates. However, Impress is a little different from other OOo components, in that it starts with the Presentation Wizard unless you have elected to turn the Wizard off. When you choose File > New > Presentation from the menu bar, if the Presentation Wizard is active, the Wizard offers several choices for a new presentation, one of which is From template.
Installing templates using the Extension Manager The Extension Manager provides an easy way to install collections of templates, graphics, macros, or other add-ins that have been “packaged” into files with a .OXT extension. Although individual extensions can be found in different places, the official OpenOffice.org extension repository is at http://extensions.services.openoffice.org/. Some extensions are free of charge; others are available for a fee.
To learn more about template folders, see “Organizing templates” on page 49. 5) Click OK. OOo saves the new template and the Templates window closes. Figure 27. Saving a new template Note All the slide masters used in the template become available for use in other presentations. 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. Following are instructions about how to do this.
Figure 28. Template Management dialog box Resetting the default to Impress’s built-in Default template To re-enable Impress’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. Note Use the instructions in this section only if you have customized the presentation template.
3) Edit the template just as you would any other presentation. To save your changes, choose File > Save from the main menu. The next time that you open a presentation that was created from the changed template, the following message appears. Figure 29. Update styles message Click Update Styles to apply the template’s changed styles to the document. Click Keep Old Styles if you never want to apply the template’s changed styles to the document.
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 folder that you have created: 1) In the Template Management dialog box, select the folder that you want to delete. 2) Click the Commands button and choose Delete from the dropdown menu. A message box appears and asks you to confirm the deletion. Click Yes.
To import a template into a template folder from another location on your computer: 1) In the Template Management dialog box, click the folder into which you want to import the template. 2) Click the Commands button and choose Import Template from the drop-down menu. A standard file browser window opens. 3) Find and select the template that you want to import and click Open. The file browser window closes and the template appears in the selected template folder.
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, containing text elements as described in Chapter 1. These text boxes are called AutoLayout text boxes. • Create a text box using the text tool in the Drawing toolbar.
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 30). 4) Type or paste your text in the text box. 5) Click outside the text box to deselect it. Figure 30: 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. A semi-transparent copy of the text box shows where your text box will be placed. 4) Release the mouse button when the text box is in the desired position. This also causes the grey border to disappear and be replaced by green resizing handles. To return to the edit mode, click outside the text box area and then repeat step 1) of this procedure.
2) Move the cursor to the edge of the text box and click the left mouse button. The gray border disappears, leaving only the green resizing handles. 3) Press Delete. 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.
3) Select Format > Default formatting from the menu bar. This operation will assign one of the nine Presentation styles to the text (depending on where the insertion is made). 4) Use the four arrow buttons in the Text Formatting toolbar to move the text to the appropriate position and give it the appropriate outline level.
Tip To show toolbar buttons that are not visible, click on the small down-arrow on the right end of the tool bar, move the cursor over Visible Buttons and then click on the icon you wish to make visible. 3) Choose the font and character subset from the Font and Subset drop-down menus. 4) Click the character you want to insert. You may have to scroll to find the one you want. 5) Click OK. Any character selected will inserted in the order they were selected.
Control+Shift+Spacebar on the keyboard to insert a nonbreaking space. • Non-breaking hyphen: A non-breaking hyphen keeps the two words separated by the hyphen on the same line. • Optional hyphen: An invisible hyphen that is activated (thus breaking the word) only when the word is too long to fit on one line.
Note Unlike in Writer, where it is recommended to try to use styles whenever possible, in Impress manual formatting needs to be used more often. This is because presentation styles are fixed; therefore it is not possible, for example, to have two different level 1’s or different types of bullet points for the same outline level. Also, the lack of support for character styles forces the use of manual formatting to modify sections of the text. Selecting text Text must be selected before it can be formatted.
Modifying a presentation style To modify a presentation style, follow these steps: 1) Open the Styles and Formatting window by pressing F11 or selecting Format > Styles and Formatting from the menu bar. 2) Select the style category by clicking on either the Presentation Styles icon at the top of the Style and Formatting window. 3) Right-click on the style to be modified and select Modify from the pop-up menu. The top portion of the dialog box for a presentation style is shown in Figure 32.
Updating a style from a selection To update a style from a selection: 1) Select an item that has the format you want to adopt as a style. 2) In the Styles and Formatting window, select the style you want to update, and then click the Update Style icon (see Figure 33). Figure 33.
Figure 34: The dialog box to set the basic font attributes This page is available when creating or modifying a presentation style or a graphics style. If Asian language support has been enabled (Tools > Options > Language Settings > Languages), the Font page looks like Figure 35. Figure 35: The Font page when Asian language support is enabled The page is divided into three parts.
Font Effects page Use the Font Effects page, shown in Figure 36, to apply special effects to the text, such as overlining and underlining, color, shadow and so on. As for the Font page, a sample of the text is displayed in the lower part of the dialog box allowing a quick visual check of the effects applied. This page is available when creating or modifying a presentation style or a graphics style.
3) Specify the dimension of the character relative to the baseline character size (in percentage). The amount by which the text is raised or lowered can be set to automatic by selecting Automatic. Figure 37: 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.
Formatting paragraphs To view the paragraph formatting options, select Format > Paragraph or click the Paragraph button on the Text Formatting toolbar. If a toolbar with the text icon is not visible, choose View > Toolbars > Text Formatting. The Paragraph dialog box (Figure 38) is shown. This dialog box contains three pages that are described in detail below. If Asian language support has been activated, a page called Asian Typography is also displayed.
half a line. If Leading is selected, specify the amount of line spacing in your default unit of measurement. Tip Setting the line spacing to less than 100% is a good method to cram a lot of text into a text box, however care must be taken as too small a value will make the text hard to read. Tip You can change the default unit of measurement, for example from inches to centimeters, from Tools > Options > OpenOffice.org Impress > General.
Figure 40: Alignment tab of paragraph style 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. Figure 41: Tabs page in a paragraph To create a new tab stop: 1) Set the size of the tab stop in the edit box on the left. 68 OpenOffice.org 3.
2) Select the type. If you set the type to Decimal, specify in the box below the character to be considered the decimal point. 3) Select a fill character which will be drawn from the tab insertion point up to the tab stop. You can choose any character to act as fill character. 4) Click the New button to apply the new tab stop. This page is available in the Format > Paragraph dialog box (see Figure 38) and in the Graphics Styles dialog box.
Creating lists in AutoLayout text boxes Every text box included in the available layouts is already formatted as a bulleted list, therefore to create a bulleted list the only necessary steps are: 1) From the Layout pane, choose a slide design that contains a text box. Those are easily recognizable from the thumbnail. 2) Click in the text box that reads Click to add an outline. 3) Type the text, then press Enter to start a new bulleted line. The default list type is a bulleted list.
on. As a consequence, a change in the level also produces other changes (for example font size, bullet type, and so on). Caution Unlike styles in Writer, do not try to change the outline level by selecting the text and then clicking the desired outline style. Due to the way the presentation styles work, it is not possible to apply them in this way.
careful before using this command. The pages related to list management are described below. Figure 43: The Bullets and Numbering dialog box Position page Use the Position page, shown in Figure 44, to fine tune the indentation and spacing of the bullet point and its text. This page is particularly effective when used in combination with the Customize page. To set up an outline level, first select it from the list on the left hand side of the page.
Figure 44: The Position page used to set list indentation Tip To fully appreciate how the Numbering alignment works, try to create a numbered list with more than 10 elements and make sure that enough room has been made for a two (or more) digit number using the Width of numbering field.
Figure 45: The Customize page for the list outline Depending on the numbering style selected in the Numbering box (bullet, graphic, numbering), some of the following options become available on the page: • Before: Enter any text to appear before the number (for example, Step). • After: Enter any text to appear after the number (for example, a punctuation mark). • Color: Pick the color for the list marker (number or bullet character).
The right hand side of the screen shows a preview of the modifications made. To revert to the default values, click the Reset button in the bottom right corner. Using the Customize page, you can create complex structured layouts, for example a nested list with numbering followed by bullets, as in Figure 46.
Using tables Tables are a powerful mechanism to convey structured information quickly, so they represent an important tool when creating a presentation. You can create tables directly in Impress; 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 functionality provided by a Calc spreadsheet is 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 by selecting it then dragging it in the new position or by using the method described in “Position and size” on page 81. You can also create a table directly by selecting Insert > Table from the main menu or with the Insert Table button in the Standard toolbar. When using this method, 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 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.
Note Any newly inserted table is given a set of default attributes such as color scheme, banded rows, header row and so on. Currently such defaults are hard coded in OOo and cannot be changed. Line Style Use to change the style of the line of the selected cells. Opens a new dialog box where you can choose from a range of predefined styles. Line Color Open a color swatch dialog box where you can select the color of the lines for the selected cells.
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 Evenly distributes the selected cells either horizontally or vertically.
Figure 52: The Format Cells dialog box showing the Borders page • 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. This page also provides the same options as the line style, line color buttons of the Table Toolbar. Note Note that is currently not possible to define diagonal borders for Impress tables.
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. Fields are commonly used when creating templates and slide masters, as explained in Chapter 2.
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.
Tips To prevent OOo from automatically turning website addresses (URLs) into hyperlinks, go to Tools > AutoCorrect > Options and deselect the URL Recognition checkbox. To change the color of hyperlinks, go to Tools > Options > OpenOffice.org > Appearance, scroll to Unvisited links and/or Visited links, select the checkboxes, pick the new colors and click OK. Caution: this will change the color for all hyperlinks in all components of OpenOffice.org—this may not be what you want.
• For an Internet type hyperlink, choose the type of hyperlink (choose between Web, FTP or Telnet), and enter the required web address (URL). • For a Mail and News type hyperlink, specify whether it is a mail or news link, the receiver address and for email, also the subject. • For a Document type hyperlink, specify the document path (the Open File button opens a file browser); leave this blank if you want to link to a target in the same presentation.
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. In most cases, that is not where you want it to appear. To edit the text or size of a hyperlink button, or to move it to another place on the slide, first display the Form Controls toolbar (View > Toolbars > Form Controls). Select the Design Mode On/Off icon (upper right corner of the toolbar).
4 Chapter Adding and Formatting Pictures
Introduction Pictures are often used in presentations as they can convey a large amount of information more quickly than the written word. They can also give the presentation a professional look by adding 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) Choose Insert > Picture. (When using an AutoLayout, doubleclick in the graphics frame instead.) 2) In the Insert Picture dialog box, navigate to the directory containing the desired picture. 3) Select the file.
• When the same image file is used in many presentations (for example when using the same background image for all the presentations created) • When the linked file will be available when loading the presentation (for example if the presentation is a slide show of holiday pictures) Inserting a picture from a scanner Inserting an image from a scanner is normally fairly straightforward.
At this point the image will be in your slide, but may not be of a satisfactory size; if necessary, resize it as described in “Resizing a picture” on page 94. Figure 57. Inserting an image from the Gallery Positioning the Gallery 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: The Gallery with the Hide/Show selector circled Managing the Gallery themes Graphics in the Gallery are grouped by themes, such as Bullets, Rulers, and 3D Effects. The box on the left of the gallery window lists the available themes. Click on a theme to see its graphics displayed in the Gallery window. The default themes are locked; no items can be added or deleted from these themes.
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. Figure 59. Setting up a new theme in the Gallery Formatting pictures This section discusses the formatting of pictures inserted with one of the methods explained in “Inserting pictures” on page 88.
3) Click and drag to resize the picture. 4) Release the mouse button when satisfied with the new size. The corner handles resize both the width and the height of the graphic object simultaneously, while the other four handles only resize one dimension at a time. 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.
do that, click on the crosshair and drag it to the desired position before applying the rotation, as shown in Figure 60. Note The icons representing the functions in the toolbars are different, depending on the operating system used and on whether OOo has been customized for the Linux distribution in use or not. When in doubt, hover the mouse over the icons and wait for the tooltip to appear showing the name of the button.
3) Select the filter to apply. To show the name of the filter, hover the mouse pointer over the icon and wait for the tooltip to appear. If you are not satisfied with the effect obtained or you want to try a different one, before doing anything else click the Undo button or 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.
Changing the graphics mode Use the graphics mode drop-down list in the Picture toolbar to change the mode of the image. Choose between: • Default: no changes to the graphic object. • Grayscale: the image is converted to scales of gray. • Black/White: each pixel of the image is converted to black or white depending on the brightness value. • Watermark: adjusts the brightness of the image making it suitable to be used as a watermark.
Cropping pictures Impress provides two ways to crop a picture: interactively or using a dialog box. The interactive method is easier to use, but the dialog box provides more precise control. You can use both methods: first cropping interactively, then using the dialog box to fine tune the result. To crop a selected picture interactively, click the Crop icon on the Picture toolbar (Figure 61). A set of crop marks appears around the picture (see Figure 64).
Figure 65: The options available when cropping a picture • Left, Right, Top, and Bottom: the function of these boxes changes according to the choice made between Keep scale and Keep image size. In both cases, when a value is entered in one of these boxes, the image is cropped by that amount. For example, a value of 3cm in the Left box will cut 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.
Creating an image map An image map defines areas of the image (called hotspots) associated with a URL (a web address or a file on the computer). Hotspots are the graphic equivalent of text hyperlinks. Clicking on a hotspot causes Impress to open the linked page in the appropriate program (for example, the default browser for an HTML page; OOo Writer for a .ODT file; a PDF viewer for a PDF file). You can create hotspots of various shapes, and include several hotspots in the same image.
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. • Tools for drawing a hotspot shape: these tools work in exactly the same way as the corresponding tools in the Drawing toolbar (described in Chapter 5). • Edit, Move, Insert, Delete Points: advanced editing tools to manipulate the shape of a polygon hotspot. Select the Edit Points tool to activate the other tools.
5 Chapter Managing Graphic Objects Moving, rotating, distorting, and positioning objects; animations; Fontwork
Introduction This chapter describes how to manage graphic objects and in particular how to rotate, distort, arrange, and position them on the slide. Though this chapter focuses on the shapes that can be created with the available tools in Impress, some of the techniques described in this chapter are also applicable to images imported into slides. The Drawing toolbar contains the majority of the tools normally used to create graphic objects.
• Rectangle: draws a rectangle when you drag the mouse from the • • • • top left to the bottom right corner. Press the Shift button to draw a square. Ellipse: draws an ellipse. Press the 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.
Figure 68: Available shapes for Impress 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 69: The second section of the drawing toolbar with utility tools The tools in the second part of the Drawing toolbar are: • Edit points: to edit the individual points that form the shape or line, select this tool, and then select a shape or a line.
• Align object: see “Aligning shapes“ on page 116. • Arrange object: see “Arranging shapes“ on page 119. • 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 121 for details. • Interaction: opens a dialog box where you can specify the interaction between the user and the object. See “Setting up interaction with a shape” on page 124.
• 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.
Tip If you use the group and ungroup commands often, why not add them to one of the toolbars shown by default so that the commands are readily available? To do so, you will need to customize the selected toolbar. See Chapter 12 of the Getting Started guide. 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.
Figure 71: Fine adjustment of position and size of the graphic object Resizing graphic objects 1) Click the graphic object to show the green resizing handles. 2) Position the pointer over one of the green resizing handles. The pointer changes shape, giving a graphical representation of the direction of the resizing. 3) Click and drag to resize the graphic object. 4) Release the mouse button to complete resizing.
Width value or the Height value of the object. To maintain the proportions between width and height, select the Keep ratio option before modifying any value. When Keep ratio is selected, changes to one of the dimension result in automatic changes to the other. To prevent accidental modifications of the size, make sure that the Size option is selected in the Protect section in the bottom left part of the dialog box.
Note The icons representing the functions in the toolbars are different depending on the operating system used and on whether OOo has been customized for the Linux distribution in use or not. When in doubt, hover the mouse over the icons and wait for the tooltip to appear showing the name of the button. The tooltip for the sub-toolbar containing the Rotate function is Effects. 3) Eight red handles replace the green square handles, as shown in Figure 73.
Figure 74: The Rotation page of the Position and Size dialog box In the upper part of the dialog box, select the position of the pivot point relative to the top left corner of the page. The default position of the pivot point is the center of the figure. In the lower part of the dialog box select the angle by which to rotate the graphic object. To the right of the Angle text box, 8 default rotation values can be easily selected. Flip an object Select an object and click on the Flip icon .
Note If you press the Shift key while moving the line, the line will rotate in 45-degree increments. Mirror copies This useful command does not exist in Draw or Impress. It can, however, be easily emulated. Move the axis of symmetry to the desired location of the mirror axis. Copy the object to the clipboard. Flip the object, then click on an empty area of the page in order to deselect the object. Paste from the clipboard to put a copy of the object in its original location and now you have a mirror copy.
Figure 76: Distort an image Set in circle (perspective) Select an object and click on the Set in Circle (perspective) icon. After converting to a curve , move the object handles to give a pseudo three-dimensional perspective). Figure 77: Set an image in a circle with perspective Set to circle (slant) Select an object and click on the Set to Circle (slant) icon. After converting to a curve, move the object handles to give a pseudo threedimensional slant perspective.
Figure 78: Set an image to a circle with slant perspective Note Transforming an object into a curve is a safe operation, but it cannot be reversed other than by clicking the Undo button. Aligning shapes Use the alignment tools to adjust the relative position of a graphic object compared to another object. Clicking on the arrow beside the Alignment icon in the Drawing toolbar opens the extended toolbar. The same alignment options are available from the right-click menu. The toolbar has six icons.
Using the grid Options for the grid are available in the menu that opens by rightclicking on an empty part of the page in Normal view and choosing Grid or by selecting View > Grid from the menu bar. In both cases a submenu with three options opens: • Visible Grid: displays the grid. • Snap to Grid: the anchor points of an object will always be placed on a grid when the object is moved or resized. • Grid to Front: displays the grid in the foreground.
Tip Drag a Snap Guide directly onto the slide by clicking on the ruler and then dragging onto the slide. To edit a guide: 1) Right-click next to or on the guide to be edited. 2) Select Edit Snap line from the pop-up menu. 3) Enter the new value (or values) and click OK. To delete a guide: 1) Right-click next or on the guide to be deleted. 2) Choose Delete Snap line from the pop-up menu. Figure 79 shows the three types of guides, the grid on a slide, and the dialog box to create a new guide.
Arranging shapes Arrange determines the stacking order of the selected object. Draw and Impress organize objects in a stack so that the objects on a high level of the stack cover the objects on lower levels if overlapping occurs. To modify the position of an object in the stack, click the small triangle on the side of the Arrange icon to open the extended toolbar. The same arrange options described below are available from the right-click menu.
creating a flowchart, org chart, schematics or diagrams, it is highly recommended to use connectors instead of simple lines. Impress offers a wide variety of predefined connectors, which differ in the termination shape (none, arrow, custom) and in the way the connector is drawn (straight, line, curved).
Figure 80) is selected. Deselecting the Glue point relative icon activates the remaining six icons on the toolbar; use these to fix the position of the glue point during the resizing of the object. Hover the mouse over the buttons to obtain a tooltip giving a short description of its function. To delete a custom glue point, select it with the mouse and press the Delete key.
• From the Extrusion on/off icon on the drawing toolbar. Select the shape to which apply a 3D effect, then click the the Drawing toolbar (see Figure 81). Caution button on You can not apply extrusion to rectangular and oval shapes created by using the rectangle or oval tools. Instead, select the desired shape from the basic shapes menu to create a rectangle or oval with 3D effects. Alternatively, right-click on the object, then select Convert > To 3D.
Lighting: opens an extended toolbar that lets you specify the direction and intensity of light. Surface: choose between Wire frame (useful when manipulating the object), Matt, Plastic or Metal. 3D Color: select the color of the object thickness. Most of the Fontwork shapes (see “Using Fontwork” on page 127) have 3D properties and can be manipulated with the 3D-Settings toolbar.
Note In most cases the conversion to a different type does not produce immediately visible results. Setting up interaction with a shape You can associate a shape or an image with 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 69) the Interaction button or right-click on the object and select Interaction from the pop-up menu.
Interaction type Parameters Go to Page or Object Specify the target from the list in the Target box. You can search for a specific target in the Document box at the bottom of the screen. Go to Document Select the document in the Document box. Use the Browse button to open a file picker dialog box. If the document to be opened is in Open Document Presentation format, the target list will be populated allowing the selection of the specific target in the document.
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 desired transformation to the object: for example, rotate it or change the color; if you are animating 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, 6) Create a new empty slide to contain your animation, 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.
directly to the Fontwork toolbar by selecting View > Toolbars > Fontwork from the main menu bar. 2) Select from the Fontwork Gallery (Figure 85) 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 85: 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 86).
Figure 86. Editing Fontwork text 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 87, is visible on the workspace. If not, select View > Toolbars > Fontwork from the main menu bar.
Fontwork Same Letter Heights: Changes the height of characters in the object. Toggles between normal height (some characters taller than others, for example capital letters, d, h, l and others) and all letters the same height. Figure 88. Left: normal letters; right: same letter heights Fontwork Alignment: specify the alignment of the text within the frame from the choices available. The effects of the text alignment can only be appreciated if the text spans over two or more lines.
In the same way as it is possible to modify the angles of Trapezoids and Parallelogram basic shape by moving the yellow dot that is displayed along with the green resizing handles, it is possible to modify some of the Fontwork shapes.
6 Chapter Formatting Graphic Objects
Formatting objects This chapter describes how to format the graphic objects created with the available drawing tools. 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. These attributes (among others) also contribute to form a graphics style.
Figure 90: Main line formatting dialog box • Color: choose among the predefined colors or refer to “Adding custom colors” on page 143 to create a new one. • Width: specifies the thickness of the line. • Transparency: sets the transparency value of the line, a useful property when you do not want to hide the background completely. Figure 91 illustrates the effects on a line of different degrees of transparency. Figure 91: The vertical lines have different levels of transparency (0%, 25%, and 50%).
92 shows the effects of selecting this option. To make the two ends identical, select the Synchronize ends option. To create new arrowheads, use the Arrow styles page, as described in the following section. Figure 92: Default arrowheads (left) vs centered arrowheads (right) The Corner style section of this page determines how the connection between two segments should look. There are four available options in the drop-down menu.
Figure 94: Advanced options for creating line styles To create a new line style: 1) Choose Format > Line from the menu bar. 2) Click on the Line Styles tab. 3) Select from the Line style drop-down menu a style similar to the desired one. 4) Click Add. On the pop-up dialog box, type a name for the new line style and click OK. 5) Now define the new style. Start by selecting the line type for the new style.
To make previously saved line styles available in the current presentation, click the Load Line Styles icon, select the saved list of styles, and click Open. Use the Modify button to change the name of the style. Creating arrow styles Use the third page of the Line dialog box to create new arrow styles such as the ones in the figure below, modify existing arrow styles, or load previously saved arrow styles. 1) First draw a curve with the shape you want for the arrowhead.
Figure 96: Advanced options for creating arrow styles Line shadow Use the Shadow page of the Line dialog to add and format the line shadow. The settings on this page are the same as those for shadows applied to other objects and are described in “Formatting shadows” on page 151. A faster way to apply a shadow to the line is using the last button of the Line and Filling toolbar of Figure 89.
The Line and Filling toolbar has the majority of the tools normally used to format graphic objects. If this toolbar is not showing, choose View > Toolbars >Line and Filling from the menu bar. You can also use the Area dialog box, described on page 141. Figure 98: Common fill options To format the area of an object, select it so that the green resizing handles show. A wide number of default fillings are readily available from the Line and Filling toolbar.
Fill with a gradient A gradient fill provides a smooth transition from one color to another. The transition pattern may vary from a simple linear transition to a more complex radial transition. Select the object you wish to edit. On the Line and Filling toolbar, select Gradient and then choose a gradient from the drop-down menu. Figure 100: Filling with a gradient Fill with a line pattern (hatching) Select the object you wish to edit.
Fill with an image You can fill an object only with a bitmap image (as opposed to a vector graphic image). Select the object you wish to edit. On the Line and Filling toolbar, select Bitmap and then choose a bitmap fill from the drop-down menu. Figure 102: Filling with an image Using the Area dialog box In addition to using the Line and Filling toolbar, you can use the Area dialog box to apply existing fills and create your own.
Use the Area tab to apply predefined fills, both those supplied with OOo and those you create yourself. Use the Colors, Gradients, Hatching, and Bitmaps tabs to define new fills, as described in “Creating new area fills” on page 143. The Transparency tab is discussed on page 152. To make the object cast a shadow, see page 151. To apply an area fill, first select in the top left drop-down list the required fill type.
Creating new area fills The following sections describe how to create new fills and how to apply them. Althugh you can change the characteristics of an existing fill and then click the Modify button, it is recommended that you create new fills or modify custom fills rather than the predefined ones, as these may be reset when updating OpenOffice.org. Adding custom colors On the Colors page, shown in Figure 104, you can modify existing colors or create your own.
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 between RGB and CMYK). 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. Use the Load and Save buttons in the dialog to use a different color palette or to save your own custom colors.
It is highly recommended that you create a new gradient even if you just want to change the two colors, rather than modifying the predefined ones, which should be used only as starting points. To create a new gradient: 1) First choose the From and To colors. Figure 106: 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. Angle Specifies for all the gradient types the angle of the gradient axis.
As with gradients and colors, it is better to create a new pattern rather than modify a predefined one. To do so: 1) Select as a starting point a pattern similar to the one that will be created.. 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 109: Advanced formatting for bitmap fill 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.
Property Meaning Position – Y offset This will have the same effect of the X offset, but will work on the height of the bitmap. Position – Autofit Stretches the bitmap to fill the whole area. Selecting this option disables all the size settings. Offset – Row If Tile is enabled offsets the rows of tiled bitmaps by the percentage entered in the box so that two subsequent rows are not aligned.
Creating and importing bitmaps You can add (import) new bitmap fills or create your own pattern on a 8x8 grid, using the Bitmaps tab of the Area dialog box (shown in Figure 111). 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. 3) Start creating the pattern by clicking with the left mouse button the squares (pixels) that you want to be painted in the foreground color.
Note Bitmaps generally have an extension .bmp or .png. To create a bitmap image with Draw, select File > Export, choose PNG from the pull-down list of file formats, give the file a name, and save it. 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. Shadows can also be applied to lines.
• Distance: determines the distance between the object and the shadow. • Color: sets the color of the shadow. • Transparency: determines the amount of transparency for the shadow. Tip When the transparency value is set above 0%, the shadow does not completely hide the objects below. This produces a pleasant visual effect, as shown in Figure 113. Figure 113: Shadows with different levels of transparency Transparency formatting Transparency is applicable to lines and areas as well as shadows.
There are two types of transparency: uniform transparency and gradient transparency. To obtain uniform transparency, select Transparency and then select the percentage of transparency required. For a gradient transparency (so that the area becomes gradually transparent) select Gradient and then set the parameters of the gradient. You can refer to Table 3 on page 146 for a description of most of the settings. In the Transparency tab, specify the Start value and the End value for the transparency gradient.
Figure 116: The Mode toolbar When an object with a gradient fill is selected, click on the Gradient icon to display a dashed line connecting two squares colored as the “From” color and the “To” color of the gradient, as shown in the examples below.
Move the square corresponding to the To color to change the orientation (Angle property). For axial gradients, you can move only the To color to change both the angle and the border properties of the gradient. For radial gradients, move the From color to modify the border property (that is how “wide” the gradient circle is). Move the To color to change the point where the gradient ends (Center X and Center Y values).
To add text to an object (a shape or a line): 1) Select the object to which text will be added. 2) With the green resizing handles showing, double-click on the object and wait for the cursor to become an I-beam or just start typing. 3) Type the text. When finished, click somewhere outside the object or press Esc. To format the text in a shape: 1) Select the object to which text was added. 2) Select Format > Text or right-click on the shape and select Text from the pop-up menu.
• Select Fit to frame to expand the text so that it fills all the available space. • Select Adjust to contour to make the text follow a curved line. In the Spacing to borders section, specify the amount of space to be left between the border of the shape or line and the text; this is similar to the settings for indentation and spacing for paragraphs. The text anchor grid in the bottom right corner of the dialog box is used to decide where to anchor the text.
Formatting connectors Connectors are lines that join two shapes. Connectors always start from a glue point on the shape. Refer to Chapter 5 (Creating Graphic Objects) for a description of the usage of connectors. Connector properties can be accessed and modified in two ways: • Manual formatting: right-click on the connector line and select Connector in the pop-up menu. • Style-based formatting: select one of the available graphics styles or create a new one.
Graphics styles are the equivalent for graphic objects to the paragraph styles for text. A graphics style groups all the formatting attributes that a graphic object could have and associates this with a name, making them quickly reusable. If a style is modified (for example, by changing the area transparency), the changes are automatically applied to all the graphics with that style.
For example, if you need multiple boxes that differ in color but are otherwise identically formatted, the best way to proceed is to define a generic style for the box including borders, area fill, font, and so on and a number of hierarchically dependent styles which differ only in the fill color attribute. If later you need to change the font size or the thickness of the border, it is sufficient to change the parent style and all the other styles will change accordingly.
Figure 122: Top of dialog box to create a new graphics style The Graphics style dialog box consists of 14 pages (15 if Asian language support has not been enabled) that may be grouped as follows: • The Organizer page contains a summary of the style and its hierarchical position. • The Font, Font Effects, Indents & Spacing, Alignment, Tabs and Asian typography pages set the properties of the text inserted in a text box or in an graphic object.
Figure 124: Naming a new style created from a selection Modifying a graphic style To change an existing style, right-click on it in the Styles and Formatting window and choose Modify from the pop-up menu. The dialog box for the modification of a graphic style is the same as the one for creating a new graphic style. Make the required changes to the style and then click OK to save them.
Applying graphic styles You can apply a graphic style in two ways, both starting from the Styles and Formatting window. First make sure that the graphic styles are shown, then do one of the following: • Select the object to which you want to apply a graphic style and double-click on the name of the style you want to apply. • Click the Fill Format mode icon . The mouse pointer changes to this icon. Position the moving icon on the graphic object to be styled and click the mouse button.
7 Chapter Including 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 plan to use complex data or formulas, you are better off performing the necessary operations in a separate Calc spreadsheet and use Impress only to display the embedded spreadsheet with the results.
Figure 127: A slide ready to host a spreadsheet Figure 128: A spreadsheet in edit mode. Note the active cell and the small 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 129), to show entries and tools that support working with spreadsheets. 166 OpenOffice.org 3.
Figure 129: The menu bar and the formatting toolbar in spreadsheet editing mode One of the most important changes is the presence of the Formula bar, 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 to a four-headed arrow.. 2) Click and hold the left mouse button and drag the spreadsheet to the desired position. 3) Release the mouse button. When selected , 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 an active cell , 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.
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. To apply a style (or manually format the cell attributes) to a cell or group of cells simultaneously, first select the range to which the changes will apply. A range consists of one or more cells, normally forming a rectangular area.
Figure 130: The Format Cells dialog box consists of 7 pages (8 if you have Asian language support enabled) 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 until the mouse cursor changes to a double-headed arrow; then click the left button and drag 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. The use of charts is described in detail in Chapter 3 (Creating Charts and Graphs) of the Calc Guide. Creating a chart in AutoLayout 1) In the Layouts drawer of the Tasks pane, choose a layout that contains a chart (look for the vertical bars).
Figure 132: 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 132. 2) To enter your own data in the chart, see “Entering chart data” on page 176.
Figure 133: 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.
Bar charts Bar charts are excellent for giving an immediate visual impact for data comparison where time is not important, such as comparing 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.
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. Generally, between three and eight axes are best; any more and this type of chart becomes confusing. Stock charts A stock chart is a specialized column graph specifically for stocks and shares.
Figure 134: Data Table dialog box Entering data Enter data in the Data Table dialog box. Type or paste information into the boxes within the desired rows and columns. You can use the buttons in the top left corner for large-scale editing: • The two Insert buttons insert a row or column (series). • The Delete buttons remove a selected row or column (series) with its data. • The Move buttons move the contents of the selected column to the right, or the contents of the selected row down.
you want to format. Choose Format from the menu bar, or right-click to display a pop-up (context) menu relevant to the selected element. Figure 135: Chart format menu The formatting choices are as follows. • Format Selection 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”).
Note Chart Floor and 3D View are available only for a 3D chart. These options are unavailable (grayed out) if a 2D chart is selected. There are two main areas of the chart, the chart wall and charter area. These control different settings and attributes for the chart: Figure 136: The Chart wall and Chart area • Chart wall contains the graphic of the chart displaying the data. • Chart area is the area surrounding the chart graphic. The (optional) chart title and the legend (key) are in the chart area.
To move a chart interactively: 1) Click on the chart to select it. Green sizing handles appear around the chart. 2) Hover the mouse pointer anywhere over the chart other than on a handle. When it changes shape, click and drag the chart to its new location. 3) Release the mouse button when the element is in the desired position. To resize or move a chart using the Position and Size dialog box: 1) Click on the chart to select it. Green sizing handles appear around the chart.
Changing the chart area background 1) The chart area is the area surrounding the chart graphic, including the (optional) main title and key. 2) Double-click the chart so that it is enclosed by a gray border. 3) Select Format > Chart Area. 4) In the Chart Area dialog box, choose the desired format settings. Figure 137: Chart Area dialog box Changing the chart graphic background The chart wall is the area that contains the chart graphic. 1) Double-click the chart so that it is enclosed by a gray border.
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 138.
Figure 139: The media playback toolbar (movie clip) The Media Playback toolbar contains the following tools: • Add button: opens a dialog box where you can select the media file to be inserted. • Play, Pause, Stop buttons: control the media playback. • Repeat button: if pressed, the media will restart when finished. • Playback slider: selects the position within the media clip. • Timer: displays the current position of the media clip. • Mute Button: when selected, the sound will be suppressed.
Figure 140: The embedded media player OLE objects Use an OLE (Object Linking and Embedding) object to insert in a presentation either a new document or an existing one. Embedding inserts a copy of the object and details of the presumed source program in the target document; this is the program which is associated with the file type by the operating system. The major benefit of an OLE object is that it is quick and easy to edit the contents just by double-clicking on it.
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. 4) Double-click on the OLE object to enter the edit mode of the object. The application devoted to handling that type of file will open the object. Note If the object inserted is handled by OpenOffice.
Figure 143: 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. 3) If you choose Create from File, the dialog box shown in Figure 144 opens. Click Browse and choose the file to insert. The inserted file object is editable by the Windows program that created it.
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 also explains how to format both the Notes and Handouts views. Notes are generally used as prompts for the person giving the presentation. Handouts are normally used for providing a printout of the slides to your audience. Two pop-up menus are quite useful when performing the operations on the slides described in this chapter.
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.
5) Click OK. The slides are inserted after the selected slide in the presentation. Figure 147: 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.
Duplicating a slide Duplicating a slide is a convenient way to add slides, since the new slide will inherit formatting, layout and animations from the selected slide. To duplicate a slide: 1) Go to Normal view either by clicking on the tab on the work area or selecting View > Normal from the menu bar. 2) Make sure that the slide to be duplicated is on the work area. 3) Select Insert > Duplicate Slide from the menu bar.
below the top level on the original slide are moved up one level on the new slide. 3) If required, repeat steps 2 and 3 on any slide where level 2 entries of the outline exist, to expand those as well. Figure 148 shows a slide with an outline consisting of three high level points and two second-level points under bullet point 2. The Expand command has generated three slides, each having as title the first level outline and (if present) the second level points in the text area.
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. Impress creates a new slide at the end of the presentation where all the titles of the slides from the following one to the last slide are written as bullet points in the body of the slide. 3) Move this slide to wherever you want it to appear in the presentation.
Sending an outline from Writer to Impress If a text document in Writer contains headings formatted with the default Heading paragraph styles, you can choose File > Send > Outline to Presentation to create a new presentation containing the headings as an outline. The new presentation opens in Outline view, as shown in Figure 149. Click on the Normal tab to populate the slides in the Slides pane. As shown in Figure 150, some outline levels may have too many points to fit on one slide.
Figure 150: Slides created from an outline may have too many points to fit the space Sending an AutoAbstract from Writer to Impress To send an AutoAbstract from Writer to Impress, the text must contain headings formatted with the default Heading paragraph styles. Use the AutoAbstract feature to copy the headings and a number of subsequent paragraphs to a new presentation. You can specify the number of outline levels as well as the number of paragraphs displayed.
Figure 151: Choosing outline levels for an autoabstract Copying and pasting an outline Use this method to add slides from an outline to an existing presentation. 1) Create a new slide and choose the “Title, Text” layout (see “Choosing a slide layout from the list” on page 200). 2) Paste in the text area the outline created with Writer. Do not worry if the text does not fit the space on the slide. 3) When pasting, the hierarchical structure of the outline may be lost.
Note Any changes to the page format (size, margins, orientation, and so on) apply to all slides in the presentation. You cannot define more than one page style in Impress, as you can in Writer or Calc. You can change the background of individual slides, as described on page 199. To start, click the Normal tab in the main work area or select View > Normal in the menu bar. Select Format > Page from the menu bar, or right-click and choose Page Setup to open the Page Setup dialog box shown in Figure 152.
In the Layout settings section, select the page number format in the Format drop-down list. To allow resizing the slide objects and fonts to fit the paper, select the Fit object to paper format checkbox. Printing slides You can also select the orientation of the slide or paper (Portrait or Landscape) and the paper tray to be used.
To change the background for a slide: 1) Switch to Normal view by clicking the tab in the main work area or select View > Normal. 2) Select the slide you want to change. 3) Select Format > Page from the menu bar, or right-click and choose Slide > Page Setup 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 message asks if you want to change the background on all slides.
Figure 153: Automatic layouts for slides Adding comments When creating a presentation in a collaborative environment, it is often useful to add comments to the presentation for the benefit of the other people working on it. To add a comment, switch to Normal view and select the slide where you want the comment to appear. Select Insert > Comment from the main menu to display the comment box of Figure 154 in the top left corner of the slide.
Figure 154: Comments text box in action Editing, deleting and replying to comments You can only edit the comments if you created them. You can reply to a comment created by a different person by selecting the Reply from the comments menu described below. A limited set of options is available for formatting the comment text; these can be accessed by right-clicking on the comment box.
Figure 155: Comments menu Adding and formatting notes Notes view provides a convenient way to create reminders or add extra information to the slides in the presentation. Notes are not displayed during a slide show, so with the dual monitor support feature, you can use notes as a presentation cue. You can also print the notes pages and use them as handouts.
Figure 156: The work area in Notes view 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. Formatting notes It is highly recommended to use the Notes Master and the Notes Presentation style to format the appearance of notes, rather than formatting them for each slide individually.
Figure 157: Notes Master View Formatting the Notes page To format the Notes page: 1) Switch to Notes view by clicking the tab in the main work area or select View > Notes . 2) Select Format > Page from the menu bar, or right-click and choose Page Setup to open the Page Setup dialog box, shown in Figure 158. 3) Set the desired parameters. The Page Setup dialog box for notes is the same as the dialog box for slides.
Figure 158: The Page Setup dialog box for notes Setting automatic layout options In Notes view, Impress creates four areas input 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). 2) Choose Insert > Date and Time for the Date and time.
If the Page number checkbox is activated, to format the type of numbering refer to “Formatting the Notes page” on page 205). 5) Click the Apply to All button to save these settings and close the dialog box. Figure 159: 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 predefined Notes style that you can find in the Presentation styles.
Printing notes 1) Choose File > Print from the menu bar. 2) In the Print content section of the Print dialog box, make sure that Notes is selected. Figure 160: 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 10. Exporting notes to PDF 1) Choose File > Export as PDF from the menu bar. 2) In the PDF Options dialog box, choose the General tab.
If you want only the Notes pages, you will need to use some other program to remove the unwanted pages of slides from the PDF. Creating handouts A handout is a special view of the presentation suitable to be printed and distributed to the audience. Each handout page contains from one to nine thumbnails of the slides so that the audience can follow what is presented as well as use it as reference. This section explains how to customize the handout page. An example is shown in Figure 162.
2) If the Task pane is not visible, select View > Task Pane from the menu bar. Tip As for any other toolbar, you can undock the Task pane by holding down the Control key and double-clicking on an empty part of the pane. 3) In the Task pane select the Layouts tab, which looks like Figure 163 in Handout view. Figure 163: Layouts for handouts 4) Choose the preferred layout. The main work area changes to reflect the choice.
Setting automatic layout options In Handout view, as 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 Note The information in these areas does not show in Handout view, but it does appear correctly on the printed handouts. The way to access and customize these areas is the same as for the Notes and uses the same dialog box.
Figure 164: Select Handouts for printing 3) You can select which slides to include in the handouts. In the Print range section (Figure 165), select Pages and specify the slide numbers to be included. Any numbers entered here correspond to slides, not pieces of paper. Figure 165: Choose which slides to print For more about printing slides, notes, and handouts, see Chapter 10.
Figure 166: Printing to a PostScript file 6) You may see the following message regarding transparencies. Confirm either Yes or No for whether transparencies should be reduced. The file will then be created and given an extension of .ps.
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 slide show 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” on page 217). 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 218). • 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 do with the slide animations described in “Using slide animation effects” on page 223.
Slide Show > Show/Hide Slide. The slide number is now in a box with a diagonal line through it, to indicate that it is hidden. The slide remains in the file. Figure 168: 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, rightclick and select Show Slide from the context menu, or choose Slide Show > Show/Hide Slide.
Figure 169: Start here to define or change a custom slide show 3) On the Define Custom Slide Show dialog box, 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 170, Title Slide and Slide 4 have been included; 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. In the Tasks pane, choose Slide Transition. 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.
You can apply a single type of transition to all slides in the presentation or apply a different transition to any single slide, even having a different transition for every slide in the show. While using many different transitions may be fun to do, it may not give your show a professional appearance. Tip If you want most of the slides to have the same transition, but a few to be different, you may find it easier to apply one transition to all slides and then change only the ones you want to be different.
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.
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 172). Click Add. The Custom Animation dialog box (Figure 173) appears. Choose an effect from one of the pages of this dialog box, and choose the speed or duration of that effect. See the example on page 226 for some hints on how to combine multiple effects.
Figure 173: 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 does not start until you click the mouse. 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 choose the Change Font Color effect on the Emphasis page, you can specify the font color. If you choose 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 176.
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 177. 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 179. Figure 179: 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.
Example: Setting up a motion path The Motion path effect moves an object along a path consisting of a combination of straight and curved lines. Several pre-packaged paths are provided in OOo, but it is not difficult to create your own custom path. Start by selecting the object you want to animate and selecting a pre-packaged motion path animation that is similar to the effect you want to obtain. Alternatively use the Polygon or Curve animation to create a new path.
Figure 182: 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 183: Effect options settings for a direction effect Figure 184: Effect options settings for a font color effect On the Text Animation page of the Effect Options dialog box (Figure 185), 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 186: 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 187: Dialog box before choosing an interaction Figure 188: 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: • Press 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. If the slide transition is Automatically after x seconds, let the slide show run by itself.
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.
10 Chapter Printing, e-mailing, exporting, and saving slide shows
Introduction General information about printing documents from OOo is provided in 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.
Selecting printer options for a presentation Selections on the Printer Options dialog box (Figure 190) apply to this printing of this presentation only. To specify default printing options for Impress, see “Selecting default print options” on page 240.
• Date prints the current date at time of printing. Not available with brochure printing. • Time prints the current time. Not available with brochure printing. • Hidden pages prints the slides that are marked as hidden in the presentation. 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.
Figure 191. Print options for OpenOffice.org 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 189). 2) Click Properties to open the properties dialog box for the printer.
To set up Impress to print all color text as black, and all graphics as grayscale: 1) Click Tools > Options > OpenOffice.org Impress > Print. 2) Under Quality, select the Grayscale or Black & white checkbox. Click OK to save the change. Printing a brochure You can print a presentation with two slides on each side of a sheet of paper, arranged so that when the printed pages are folded in half, the slides are in the correct order to form a booklet or brochure.
Quick export to PDF Click the Export Directly as PDF icon to export the entire presentation using the default PDF settings. You are asked to enter the file name and location for the PDF file, but you do not get a chance to choose a page range or the print quality. Controlling PDF content and quality For more control over the content and quality of the resulting PDF, use File > Export as PDF. The PDF Options dialog box opens. This dialog box has five pages, described in this section.
Figure 192: General page of PDF Options dialog box 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). • Tagged PDF: Includes special tags into the corresponding PDF tags.
the control’s URL property that you set in the document. There is only one common setting valid for the whole PDF document: PDF (sends the whole document), FDF (sends the control contents), HTML, and XML. Most often you will choose the PDF format. • Export bookmarks: Exports slide names as “bookmarks” (a table of contents list displayed by some PDF readers, including Adobe Reader). • Export comments: Despite the name, exports a set of Notes pages after the set of slides.
Figure 194: 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. • Open in full screen mode. Causes the PDF viewer to open fullscreen 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.
Links page of PDF Options dialog box On the Links page, you can choose how links are exported to PDF. Figure 195: Links page of PDF Options dialog box Export bookmarks as named destinations If you have defined Writer bookmarks, Impress or Draw slide names, or Calc sheet names, this option exports them as “named destinations” to which Web pages and PDF documents can link. Convert document references to PDF targets If you have defined links to other documents with OpenDocument extensions (such as .ODT, .
Figure 196: Security page Note Permission settings are effective only if the user’s PDF viewer respects the settings. • With an open password set, the PDF can only be opened with the password. Once opened, there are no restrictions on what the user can do with the document (for example, print, copy, or change it). • With a permissions password set, the PDF can be opened by anyone, but its permissions can be restricted. See the options on Figure 196.
Figure 197: Setting a password to encrypt a PDF After you set a password for permissions, the other choices on the Security page (shown in Figure 196) 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. Figure 199: HTML Export – Choose publication type 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.
Figure 200: HTML Export – Choose graphics type 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 201: HTML Export – Title page information 7) Choose the navigation button style to use to move from one page to another.
Figure 202: HTML Export – Choose navigation style 8) Select the color scheme for the web pages. Available schemes include the document’s existing scheme, one based upon browser colors, and a completely user-defined scheme. You can save a new scheme so that it will appear on the first page of the HTML export wizard.
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 204: Naming the design E-mailing a presentation OOo provides several ways to quickly and easily send a Writer document as an e-mail attachment in one of three formats: .ODP (OpenDocument Presentation, OOo’s default format), .PPT (Microsoft PowerPoint format), or PDF.
Digital signing of documents To sign a document digitally, you need a personal key, the certificate. A personal key is stored on your computer as a combination of a private key, which must be kept secret, and a public key, which you add to your documents when you sign them. You can get a certificate from a certification authority, which may be a private company or a governmental institution.
Opening and saving a PowerPoint file OpenOffice.org’s Impress file format is highly compatible with Microsoft’s PowerPoint format. You can open a PowerPoint presentation in Impress, edit it, then save it in its original PowerPoint format or in Impress format. You can also create a new presentation in Impress and save it as a PowerPoint file. Saving an Impress file as a PowerPoint file 1) Choose File > Save As from the menu bar.
Opening a PowerPoint file in Impress If you receive a file from someone in PowerPoint format and need to edit it in Impress, here is how: 1) In OpenOffice.org, choose File > Open from the menu bar. 2) Under File type, choose All files (*.*) or Presentations or Microsoft PowerPoint 97/2000/XP from the drop-down list. 3) Navigate to the PowerPoint file, select it, and click Open. The PowerPoint file can now be edited and saved as an Impress file or a PowerPoint file.
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 and are of most interest to users of Impress. Other general options are discussed in Chapter 2 (Setting Up OpenOffice.org) in the Getting Started guide. 1) Click Tools > Options (OpenOffice.org > Preferences on a Mac). The list on the left-hand side of the Options – OpenOffice.org dialog box varies depending on which component of OOo is open.
2) Fill in the form on the OpenOffice.org – User Data page or delete any existing incorrect information. Print options On the OpenOffice.org – Print page, set the print options to suit your default printer and your most common printing method. You can change these settings at any time, either through the Options dialog box or during the printing process (by clicking the Options button on the Print dialog box).
Appearance options On the OpenOffice.org – Appearance page, you can specify which items are visible and the colors used to display various elements of the user interface. Figure 208. 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. Scroll down in the page until you find Drawing/Presentation. 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.
General options In the Options dialog box, click OpenOffice.org Impress > General. Figure 210: Specifying general options for Impress 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 the 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.
Settings section Use background cache sets Impress to use the cache for displaying objects on the master page. This setting speeds up the display. Unmark this box if you want Impress to draw the background every time you display a slide. copy when moving automatically creates a copy when you move, rotate or resize an object while holding down the Ctrl key (⌘ key for Mac). The original object will remain in its current position and size.
View options In the Options dialog box, click OpenOffice.org Impress > View. Figure 211: Specifying view options for Impress Rulers visible displays the rulers at the top and the left of the work area. Guides when moving displays dotted guides that extend beyond the box containing the selected object and which cover the entire work area, helping you position the object when moving it. You can also use the Guides when moving icon on the Options toolbar.
Visible grid displays grid points on the screen. These points will not display or print as part of a presentation. Figure 212: Specifying grid options for Impress Resolution section Here you can set the unit of distance for the spacing between horizontal and vertical grid points and subdivisions (intermediate points) of the grid. Synchronize axes applies any changes to the Resolution or Subdivision settings to both axes.
graphic 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. The cursor or a contour line of the graphic object must be in the snap range. You can also use the Snap to Object Points icon on the Options toolbar. Snap range defines the snap distance between the mouse pointer and the object contour.
Figure 213: 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: add and rearrange items on the menu bar, add items to menus, and make other changes. 1) Choose Tools > Customize.
Use the up and down arrows next to the Entries list to move the selected menu item to a different position. 6) When you have finished making all your changes, click OK to save them. Figure 214. The Menus page of the Customize dialog box Creating a new menu In the Menus page of the Customize dialog box, click New to display the dialog shown in Figure 215. 1) Type a name for your new menu in the Menu name box.
After creating a new menu, you need to add some commands to it, as described in “Adding a command to a menu” on page 270. Figure 215: 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 menus supplied by OOo.
3) Add a tilde (~) in front of the letter that you want to use as an accelerator. For example, to select the Save All command by pressing Alt+V (after opening the File menu using Alt+F), enter Sa~ve All. Caution Be careful when using these shortcuts. In the example above, if the File menu is not already open, then pressing Alt+V opens the View menu; if some other menu is open, Alt+V might activate some other command.
Modifying menu entries In addition to changing the sequence of entries on a menu or submenu, you can add submenus, rename or delete the entries, and add group separators. To begin, select the menu or submenu in the Menu list near the top of the Customize page, then select the entry in the Entries list under Menu Content. Click the Modify button and choose the required action from the drop-down list of actions. Most of the actions should be selfexplanatory.
7) When you are done customizing toolbars, click OK to save your changes. Figure 217. The Toolbars page of the Customize window Creating a new toolbar To create a new toolbar: 1) Choose Tools > Customize > Toolbars from the menu bar. 2) Click New. In the Name dialog, type the new toolbar's name and choose from the Save In drop-down list where to save this changed menu: for Impress or for a selected document. Figure 218: Dialog box used to create a new toolbar 272 OpenOffice.org 3.
The new toolbar now appears on the list of toolbars in the Customize dialog box. After creating a new toolbar, you need to add some commands to it, as described below. Adding a command to a toolbar If the list of available buttons for a toolbar does not include all the commands you want on that toolbar, you can add commands. 1) On the Toolbars page of the Customize dialog box, select the toolbar in the Toolbar list and click the Add button in the Toolbar Content section of the dialog.
Figure 219: Change Icon dialog 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 220: Customizing keyboard shortcuts 4) Next select Insert in the Category list and Duplicate Slide in the Function list. 5) Now select the shortcut key Insert in the Shortcut keys list and click the Modify button at the upper right. 6) Click OK to accept the change. Now the Insert shortcut key will insert a duplicate slide immediately after the currently selected slide.
Note 1) All existing shortcut keys for the currently selected Function are listed in the Keys selection box. Since there was no currently assigned shortcut for the Insert > Duplicate Slide function the Keys list was empty. If it had not been, and you wished to reassign a shortcut key combination that was already in use, you would first have had to Delete the existing Key. 2) Shortcut keys that are greyed out in the listing on the Customize dialog box, such as F1 and F10, are not available for reassignment.
Running macros from key combinations You can also define shortcut key combinations that will run macros. These shortcut keys are strictly user-defined; none are built in. For information on macros, see Chapter 13 (Getting started with macros) in the Getting Started guide. Adding functionality with extensions An extension is a package that can be installed into OpenOffice.org to add new functionality. Although individual extensions can be found in different places, the official OpenOffice.
Figure 221: Installing an extension Using extensions This section describes some of the more important and popular extensions to Impress. In each case, you need to first install the extension as described in the previous section. Oracle Presenter Console Provides extra control over slide shows (presentations); for example, the presenter has the ability to see the upcoming slide, the slide notes, and a presentation timer—while the audience sees only the current slide.
Professional Template Pack II Provides more than 120 templates for Writer, Calc, and Impress. Available in several languages. After you have installed this extension, you will find the templates under File > New > Templates and Documents. Open source. Oracle Presentation Minimizer Reduces the file size of the current presentation. Images are compressed, and data that is no longer needed is removed. Can optimize the image quality size.
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.
Function keys for Impress Shortcut Keys Effect F2 Select text tool F3 Enter group Ctrl+F3 Exit group Shift+F3 Duplicate graphic object F4 Open Position and Size dialog box F5 View slide show Ctrl+Shift+F5 Open Navigator F7 Start spelling checker Ctrl+F7 Open thesaurus F8 Edit points Ctrl+Shift+F8 Fit text to frame F11 Open the Styles and Formatting window 282 OpenOffice.org 3.
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 Constrain 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 the 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 3D rotation object 123 bulleted list 69 Bullets and Numbering dialog box 71 A C 3 accessibility 281 adding pictures 88 agenda, creating 193 alignment of text 67 alignment tools 116 animating images create animation 125 frame by frame 126 review animation 127 animation effects applying 223 multiple 226 properties 226 removing 233 starting 225 appearance options 261 area charts 175 area fills editing 138 gradients 140 hatching 140 arrow styles 134, 137 Asian language support 54, 105 Asian typograph
default formatting 35, 57 default settings 240 Define Custom Slide Show dialog 219 deleting pictures 100 depth tool 122 digital signature 255 distorting an image 114 Drawing toolbar 104 duplicate 126 E e-mail attachment 254 Effect Options 231 embedded graphics 89 encryption of PDF 247 expand slide 192 export directly as PDF 243 exporting to PDF 242 Extension Manager 46 extensions 277 extrusion on/off tool 122 eyedropper 38 F FDF 245 fields 43 customizing 82 inserting 82 file name field 82 file, inserting
hyperlink button 86 editing 85 inserting 83 I image 141 image map 101 image quality in PDF 243 indents and spacing 66 Insert OLE Object dialog box 184 Insert Picture dialog box 89 inserting pictures 88 inserting slides 22 interactions 124, 233 K keyboard configuration 276 keyboard shortcuts 281 keyboard shortcuts, customizing 274 L Layout pane 53 layout settings 199 lighting tool 123 Line and Filling toolbar 139 line charts 175 line pattern, fill 140 line spacing 66 lines creating 107 formatting 133 prop
parallelogram 107 transitions 20 passwords for PDF 248 Presentation Minimizer extension 279 pasting unformatted text 56 presentation styles 39, 44 PDF export 242 Presentation Wizard 17, 262 bookmarks 246 Print dialog box 237 Create PDF form 244 print file directly 237 image quality 243 print options 260, 266 initial view 245 Printer Options dialog box 239 quality 243 printing range of slides 243 black and white 241 PDF options 243 brochure 242 encryption 247 default settings 240 passwords 248 grayscale 239
grouping 108 renaming 192 shared extension 277 select 16 shortcut keys 283 slide master, applying 199 Show/Hide Slide icon 217 subdividing 192 Slide Design dialog box 33 summary slide 193 slide master 26 transitions 221, 246 adding text 43 Slides pane 8 apply 32 Slides Pane pop-up menu 189 author information 44 snap grid 264 create 32 snap guides 117 description 30 snap options 265 fields 43 snap position options 266 loading additional 32 snap to grid 117 modifying 34 sounds 222 modifying default layout 35
system font 267 text box auto-resizing 55 T AutoLayout 53, 70 tab stops 68 creating 53 tables in Impress deleting 55 creating 76 graphics styles 60 deleting 82 moving 54 modifying 77 resizing 55 position and size 81 vertical alignment of text 54 table toolbar 78 Text Formatting toolbar 57, 62 Tasks pane 10 themes 92 Template Changer extension 279 three-dimensional objects 121 Template Management dialog box 47 tilt tools 122 templates time (fixed or variable) field 82 create a template folder 49 timing of a
