OpenOffice.org 3.3 Writer Guide Word Processing with OpenOffice.org 3.
Copyright This document is Copyright © 2005–2010 by its contributors as listed below. You may distribute it and/or modify it under the terms of either the GNU General Public License (http://www.gnu.org/licenses/gpl.html), version 3 or later, or the Creative Commons Attribution License (http://creativecommons.org/licenses/by/3.0/), version 3.0 or later. Contributors Jean Hollis Weber Magnus Adielsson Bruce Byfield Alexander Noël Dunne Katharina Greif Lou Iorio Stefan A.
Contents Copyright................................................................................................................... 2 Note for Mac users.................................................................................................... 2 Chapter 1 Introducing Writer....................................................................................................... 9 What is Writer?........................................................................................................
Using AutoCorrect................................................................................................... 87 Using word completion............................................................................................ 88 Using AutoText......................................................................................................... 89 Line numbering........................................................................................................
Copying and moving styles.................................................................................... 191 Deleting styles....................................................................................................... 192 Assigning styles to shortcut keys...........................................................................193 Defining a hierarchy of headings...........................................................................193 Chapter 7 Working with Styles.......................
Chapter 11 Using Mail Merge.................................................................................................... 301 What is mail merge?.............................................................................................. 302 Creating the data source....................................................................................... 302 Registering a data source...................................................................................... 303 Creating a form letter........
Using input fields and input lists...........................................................................405 Chapter 15 Using Forms in Writer.............................................................................................. 409 Introduction to forms............................................................................................. 410 When to use forms................................................................................................. 410 Creating a simple form........
OpenOffice.org 3.
1 Chapter Introducing Writer 9
What is Writer? Writer is the word processor component of OpenOffice.org (OOo). It provides the usual features of a word processor: enter and edit text, spelling check, thesaurus, hyphenation, autocorrect, find and replace, automatic generation of tables of contents and indexes, mail merge, and others.
Figure 1: The main Writer workspace in Print Layout view • Insert contains commands for inserting elements into your document such as headers, footers, and pictures. • Format contains commands, such as Styles and Formatting, Paragraph, and Bullets and Numbering, for formatting the layout of your document • Table shows all commands to insert and edit a table in a text document. • Tools contains functions such as Spelling and Grammar, Customize, and Options.
Submenus and tear-off toolbars Toolbar icons with a small triangle to the right will display submenus, tear-off toolbars, and other ways of selecting things, depending on the icon. An example of a tear-off toolbar is shown in Figure 2. Tear-off toolbars can be floating or docked along an edge of the screen or in one of the existing toolbar areas. To move a floating tear-off toolbar, drag it by the title bar, as shown in Figure 4.
Floating toolbars Writer includes several additional context-sensitive toolbars, whose defaults appear as floating toolbars in response to the cursor’s current position or selection. For example, when the cursor is in a table, a floating Table toolbar appears, and when the cursor is in a numbered or bullet list, the Bullets and Numbering toolbar appears. You can dock these toolbars to the top, bottom, or side of the window, if you wish (see “Moving toolbars” on page 12).
Figure 7: Selection of visible toolbar icons Right-click (context) menus Right-click on a paragraph, graphic, or other object to open a context menu. Often the context menu is the fastest and easiest way to reach a function. If you’re not sure where in the menus or toolbars a function is located, you can often find it by rightclicking. Rulers To show or hide rulers, choose View > Ruler. To enable the vertical ruler, choose Tools > Options > OpenOffice.org Writer > View and select Vertical ruler.
Figure 10: Right end of status bar Page number Shows the current page number, the sequence number of the current page (if different from the page number), and the total number of pages in the document. For example, if a document has 14 pages and you restarted page numbering at 1 on the third page, its page number is 1, its sequence number is 3, and the total number of pages is 14; this field would show 1 3/14.
Section or object information When the cursor is in a section, heading, or list item, or when an object (such as a picture or table) is selected, information about that item appears in this field. Double-clicking in this area opens a relevant dialog box.
Changing document views Writer has three ways to view a document: Print Layout, Web Layout, and Full Screen. To change the view, go to the View menu and click on the required view. Print Layout is the default view in Writer. In this view, you can use the Zoom slider and the View Layout icons on the Status bar to change the magnification. You can also choose View > Zoom from the menu bar to display the Zoom & View Layout dialog box (see Figure 12), where you can set the same options as on the Status bar.
See Chapter 1 (Introducing OpenOffice.org) in the Getting Started guide for more information about starting Writer and using the Quickstarter. Figure 13: Quickstarter pop-up menu on Windows XP • From the Start Center. When OOo is open but no document is open (for example, if you close all the open documents but leave the program running), the Start Center is shown. Click one of the icons to open a new document of that type, or click the Templates icon to start a new document using a template.
Starting a new document from a template You can use templates to create new documents in Writer. A template is a set of predefined styles and formatting. Templates serve as the foundation of a set of documents, to make sure they all have a similar layout. For example, all the documents of the Writer Guide are based on the same template. As a result, all the documents look alike; they have the same headers and footers, use the same fonts, and so on. A new OpenOffice.
You can also open an existing document in one of the following ways. If a document is already open in OOo, the second document opens in a new window. • • • • Choose File > Open.... Click the Open button on the main toolbar. Press Control+O on the keyboard. Use the Open Document or Recent Documents selections on the Quickstarter. In each case, the Open dialog box appears. Select the file you want, and then click Open. If a document is already open in OOo, the second document opens in a new window.
Softpedia, http://www.softpedia.com/get/Office-tools/Other-Office-Tools/Sun-ODFPlugin-for-Microsoft-Office.shtml. Some users of Microsoft Word may be unwilling or unable to receive *.odt files. (Perhaps their employer won’t allow them to install the plug-in.) In this case, you can save a document as a Microsoft Word file. 1) Important—First save your document in the file format used by OOo Writer, *.odt.
Password protection Writer provides two levels of document protection: read-protect (file cannot be viewed without a password) and write-protect (file can be viewed in read-only mode but cannot be changed without a password). Thus you can make the content available for reading by a selected group of people and for reading and editing by a different group. This behavior is compatible with Microsoft Word file protection. 1) Use File > Save As when saving the document.
Here you have several choices: • To read-protect the document, type a password in the two fields at the top of the dialog box. • To write-protect the document, click the More Options button and select the Open file read-only checkbox. • To write-protect the document but allow selected people to edit it, select the Open file read-only checkbox and type a password in the two boxes at the bottom of the dialog box. 4) Click OK to save the file.
Using the Navigator In addition to the Page Number field on the Status bar (described on page 14), Writer provides other ways to move quickly through a document and find specific items by using the many features of the Navigator, the Navigation toolbar, and related icons. The Navigator lists all of the headings, tables, text frames, graphics, bookmarks, and other objects contained in a document.
Table 1: Function of icons in the Navigator Toggle: Not active in ordinary documents (left image). In a master document (right image), switches between the master document file and its subdocuments. Navigation: Opens the Navigation toolbar (see page 26). Previous, Next: Jumps to the previous or next item in the selected category (page, graphic, hyperlink, comment, and so on). To select the category of items, see “Using the Navigation toolbar“ on page 26.
Tip Note Objects are much easier to find if you have given them names when creating them, instead of keeping OOo’s default names of graphics1, graphics2, Table1, Table2, and so on—which may not correspond to the position of the object in the document. To rename an image, right-click on the image, select Picture > Options, and then edit the name in the dialog box. Similarly, to rename a table, right-click on the table, select Table > Table, and then edit the name.
Rearranging chapters using the Navigator You can rearrange chapters and move headings in the document by using the Navigator. 1) Click the Content View icon to expand the headings, if necessary. 2) (Optional) If you have several subheading levels, you can more easily find the headings you want, by changing the Heading Levels Shown selection to show only 1 or 2 levels of headings.
To set a reminder at the cursor's current location, click on the icon in the Navigator. You can set up to 5 reminders in a document; setting another causes the first to be deleted. Reminders are not highlighted in any way in the document, so you cannot see where they are, except when you jump from one to the next—the location of the cursor then shows the location of the reminder. To jump between reminders, first select the Reminder icon on the Navigation toolbar. Then click the Previous and Next icons.
use the technical terms in this book, but it is useful to know them because the Help and other sources of information often use them. In most cases, you can interact only with the dialog box (not the document itself) as long as the dialog box remains open. When you close the dialog box after use (usually, clicking OK or another button saves your changes and closes the dialog box), then you can again work with your document.
Figure 24: Edit > Undo last action Click the small triangle to the right of the Undo icon to get a list of all the changes that can be undone. You can select multiple changes and undo them at the same time. Figure 25: List of actions that can be undone After changes have been undone, Redo becomes active. To redo a change, select Edit > Redo, or press Control+Y or click on the Redo icon . As with Undo, click on the triangle to the right of the arrow to get a list of the changes that can be reapplied.
2 Chapter Setting up Writer Choosing options to suit the way you work 31
Choosing options that affect all of OOo This section covers some of the settings that apply to all the components of OOo and are particularly important when using Writer. Other general options are discussed in Chapter 2 (Setting Up OpenOffice.org) in the Getting Started guide. Click Tools > Options. The list on the left-hand side of the Options – OpenOffice.org dialog box varies depending on which component of OOo is open.
Figure 27: Filling in user data General options The options on the OpenOffice.org – General page are described below. Figure 28: Setting general options for OpenOffice.org Help - Tips When Tips is active, one or two words will appear when you hold the mouse pointer over an icon or field, without clicking.
Help formatting High contrast is an operating system setting that changes the system color scheme to improve readability. To display Help in high contrast (if your computer’s operating system supports this), choose one of the high-contrast style sheets from the pull-down list.
Figure 29: Choosing Memory options for the OpenOffice.org applications View options The options on the OpenOffice.org – View page affect the way the document window looks and behaves. Some of these options are described below. Set them to suit your personal preferences. Figure 30: Choosing View options for OpenOffice.org applications User Interface – Scaling If the text in the help files or on the menus of the OOo user interface is too small or too large, you can change it by specifying a scaling factor.
option uses an icon set compatible with your operating system and choice of desktop: for example, KDE or Gnome on Linux. User Interface – Use system font for user interface If you prefer to use the system font (the default font for your computer and operating system) instead of the font provided by OOo for the user interface, select this option. User interface – Screen font Anti-Aliasing (Not available in Windows; not shown in Figure 30.) Smooths the screen appearance of text.
• Automatic scrolling – dragging while pressing the middle mouse button shifts the view. • Paste clipboard – pressing the middle mouse button inserts the contents of the “Selection clipboard” at the cursor position. The “Selection clipboard” is independent of the normal clipboard that you use by Edit > Copy/Cut/Paste or their respective keyboard shortcuts. Clipboard and “Selection clipboard” can contain different contents at the same time.
Tip If your printouts are incorrectly placed on the page or chopped off at the top, bottom, or sides or the printer is refusing to print, the most likely cause is page-size incompatibility. Path options On the OpenOffice.org – Paths page, you can change the location of files associated with, or used by, OOo to suit your working situation. In a Windows system, for example, you might want to store documents by default somewhere other than My Documents.
Figure 34: Defining colors to use in color palettes in OOo To modify a color: 1) Select the color to modify from the list or the color table. 2) Enter the new values that define the color. If necessary, change the settings from RGB (Red, Green, Blue) to CMYK (Cyan, Magenta, Yellow, Black) or vice versa. The changed color appears in the lower of the two color preview boxes at the top. 3) Modify the Name as required. 4) Click the Modify button. The newly defined color is now listed in the Color table.
Figure 35: Editing colors Another way to define or alter colors is through the Colors page of the Area dialog, where you can also save and load palettes, a feature that is not possible here. In Writer, draw a temporary draw object and use the context menu of this object to open the Area dialog. Font options You can define replacements for any fonts that might appear in your documents.
Figure 36: Defining a font to be substituted for another font Security options Use the OpenOffice.org – Security page to choose security options for saving documents and for opening documents that contain macros.
Click the Options button to open a separate dialog with specific choices (Figure 38). Remove personal information on saving. Select this option to always remove user data from the file properties when saving the file. To manually remove personal information from specific documents, deselect this option and then use the Delete button under File > Properties > General. Figure 38: Security options and warnings dialog box Ctrl-click required to follow hyperlinks.
Figure 39: Showing or hiding text, object, and table boundaries Choosing options for loading and saving documents You can set the Load/Save options to suit the way you work. If the Options dialog is not already open, click Tools > Options. Click the expansion symbol (+ sign or triangle) to the left of Load/Save. Figure 40: Load/Save options General Load/Save options Most of the choices on the Load/Save – General page (Figure 41) are familiar to users of other office suites.
Figure 41: Choosing Load and Save options Load printer settings with the document If this option is not selected, the printer settings that are stored with the document are ignored when you print it using the Print File Directly icon. The default printer in your system is used instead. Edit document properties before saving If this option is selected, the Document Properties dialog pops up to prompt you to enter relevant information the first time you save a new document (or whenever you use Save As).
headings and the formatting of numbered lists. If you plan to share documents with people who are still using older versions of OpenOffice.org, save the document using ODF version 1.0/1.1. Size optimization for ODF format. OpenOffice.org documents are XML files. When you select this option, OOo writes the XML data without indents and line breaks. If you want to be able to read the XML files in a text editor in a structured form, deselect this option. Document type.
Microsoft Office Load/Save options On the Load/Save – Microsoft Office page, you can choose what to do when importing and exporting Microsoft Office OLE objects (linked or embedded objects or documents such as spreadsheets or equations). Select the [L] check boxes to convert Microsoft OLE objects into the corresponding OpenOffice.org OLE objects when a Microsoft document is loaded into OOo (mnemonic: “L” for “load”). Select the [S] check boxes to convert OpenOffice.
Figure 44: Choosing HTML compatibility options Import - Import unknown HTML tags as fields Select this option if you want tags that are not recognized by OOo to be imported as fields. For an opening tag, an HTML_ON field will be created with the value of the tag name. For a closing tag, an HTML_OFF will be created. These fields will be converted to tags in the HTML export. Import - Ignore font settings Select this option to have OOo ignore all font settings when importing.
Export - Print layout Select this option to export the print layout of the current document as well. The HTML filter supports CSS2 (Cascading Style Sheets Level 2) for printing documents. These capabilities are only effective if print layout export is activated. Export - Copy local graphics to Internet Select this option to automatically upload the embedded pictures to the Internet server when uploading using FTP. Export - Character set Select the appropriate character set for the export.
Figure 46: Choosing general options for Writer Update fields and charts automatically You may not want fields or charts to update automatically when you are working, because that slows down performance. Settings – Tab stops The Tab stops setting specifies the distance the cursor travels for each press of the Tab key. This setting is also used for the indent distance applied by the Increase Indent and Decrease Indent buttons on the Formatting Bar, which affect the indentation of entire paragraphs.
Figure 47: Choosing View options for Writer Formatting Aids options The display of symbols such as paragraph ends and tabs help you when writing, editing, and doing page layout. For example, you might want to know if any blank paragraphs or tabs are included or if any tables or graphics are too wide and intrude into the margins of the page. On the OpenOffice.org Writer – Formatting Aids page, select the required options.
Grid options Specifying “snap to grid” can be very helpful when you are trying to align several objects such as graphics or tables. On the OpenOffice.org Writer – Grid page, you can choose whether to enable this feature and what grid intervals to use. If the grid intervals (subdivisions) are too large, you may find that you do not have enough control in placing the objects. Figure 49: Choosing Grid options Default fonts The default fonts specified on the OpenOffice.
comma-separated set of fonts that includes those suitable for Windows, Macintosh, Linux, and other operating systems. These choices are particularly important in HTML documents. • If the document is viewed on a system that does not have the first font specified, it will use one of the other fonts if that one is available. Otherwise, it will substitute a font that is available on the system. • Type the list of fonts, separated by commas, in the boxes.
• Depending on how your printer ejects pages (face up or face down), you might need to print the pages in reverse order so they stack in the correct order as they are printed. Tip You can override any of these defaults when printing a document. Click File > Print, then click the Options button on the Print dialog box. The Printer Options dialog box that appears is similar to the one shown in Figure 51. Default table options On the OpenOffice.
Change tracking options If you plan to use the change-tracking feature of Writer, use the OpenOffice.org Writer – Changes page to choose the way inserted and deleted material is marked, whether and how attribute changes are marked, and whether and how change bars are marked in the margins. Figure 53: Choosing options for tracking changes Compatibility options Do you need to import Microsoft Word documents into OOo Writer? If so, you might want to select some or all of the settings on the OpenOffice.
Figure 54: Choosing compatibility options Add spacing between paragraphs and tables (in current document) In OpenOffice.org Writer, paragraph spacing is defined differently than it is in MS Word documents. If you have defined spacing between two paragraphs or tables, spacing is also added in the corresponding MS Word documents. If this option is selected, MS Word-compatible spacing is added between paragraphs and tables in OpenOffice.org Writer documents.
AutoCaption options Do you want OOo to automatically insert captions for tables, pictures, frames, and OLE objects that have been inserted in a Writer document? Note You may not always want captions for every table, for example, if you use tables for layout as well as for tables of data. You can always add captions to individual tables, graphics, or other objects (right-click > Caption). If you do want automatic captions on one or more object types: 1) Choose OpenOffice.
Mail Merge E-mail options You can produce form letters using Writer and then use the mail merge function to personalize those letters and send them to a number of addresses taken from a data source, such as an address book. Mail merged documents can be printed and mailed, or sent by e-mail. Use the OpenOffice.org Writer – Mail Merge E-mail page to set up the user and server information for sending form letters by e-mail.
Choosing language settings You may need to do several things to set the language settings to what you want: • Install the required dictionaries • Change some locale and language settings • Choose spelling options Install the required dictionaries OOo3 automatically installs several dictionaries with the program. To add other dictionaries, be sure you are connected to the Internet, and then use Tools > Language > More Dictionaries Online.
Figure 58: Choosing language options Figure 59: Extra pages available when enhanced language support options are selected Choose spelling options To choose the options for checking spelling, choose Language Settings > Writing Aids. In the Options section of the page, choose the settings that are useful for you. Some considerations: • If you do not want spelling checked while you type, deselect Check spelling as you type.
Figure 60: Choosing languages, dictionaries, and options for checking spelling Note OpenOffice.org does not have a grammar checker, but you can install a grammar checker extension such as Language Tool and access that tool from Tools > Spelling and Grammar. See Chapter 14 for more about installing extensions. Controlling Writer’s AutoCorrect functions Some people find some or all of the items in Writer’s AutoCorrect feature annoying because Writer changes what you type when you do not want it changed.
Figure 61: The AutoCorrect dialog box in Writer, showing the five tabs and some of the choices on the Options tab Chapter 2 Setting up Writer 61
3 Chapter Working with Text 62
Introduction This chapter covers the basics of working with text in Writer, the word-processing component of OpenOffice.org (OOo). It assumes that you are familiar with the use of a mouse and keyboard and that you have read about Writer’s menus and toolbars and other topics covered in Chapter 1 (Introducing Writer). We recommend that you also follow the suggestions in Chapter 2 (Setting up Writer) about displaying formatting aids, such as end-of-paragraph marks, and selecting other setup options.
Now you can work with the selected text. Press Esc to exit from this mode. Figure 62: Selecting items that are not next to each other Selecting a vertical block of text You can select a vertical block or “column” of text that is separated by spaces or tabs (as you might see in text pasted from e-mails, program listings, or other sources), using OOo’s block selection mode.
To make the pasted text take on the formatting of the text surrounding where it is pasted, you can: • Edit > Paste Special, or • Click the triangle to the right of the Paste icon, or • Click the Paste icon without releasing the left mouse button. Then select Unformatted text from the resulting menu. Figure 64: Paste Special menu The range of choices on the Paste Special menu varies depending on the origin and formatting of the text (or other object) to be pasted.
Figure 65: Expanded Find & Replace dialog box 1) Type the text you want to find in the Search for box. 2) To replace the text with different text, type the new text in the Replace with box. 3) You can select various options, such as matching the case, matching whole words only, or doing a search for similar words. (See below for some other choices.) 4) When you have set up your search, click Find. To replace text, click Replace instead.
Find and replace specific formatting A very powerful use of Find & Replace takes advantage of the format option. For example, you might want to replace underlined words with italics. On the Find & Replace dialog box (with More Options displayed, as in Figure 65): 1) To search for text with specific formatting, enter the text in the Search for box. To search for specific formatting only, delete any text in the Search for box. 2) Click Format to display the Text Format (Search) dialog box.
Note To search for a character that is defined as a wildcard, type a backslash (\) before the character. For example, to find the text $5.00, you would conduct a search using \$5\.00. To use wildcards and regular expressions when searching and replacing: 1) On the Find & Replace dialog box, click More Options to see more choices. On this expanded dialog box (Figure 65), select the Regular expressions option.
Figure 66: The Special Characters dialog box, where you can insert special characters Tip Notice that the characters selected appear in the bottom-left corner of the dialog box. Note Different fonts include different special characters. If you do not find a particular special character you want, try changing the Font selection. Inserting non-breaking spaces and hyphens Non-breaking spaces To prevent two words from being separated at the end of a line, press Control+spacebar after the first word.
Text that you type: Result A - B (A, space, minus, space, B) A – B (A, space, en-dash, space, B) A -- B (A, space, minus, minus, space, B) A – B (A, space, en-dash, space, B) A--B (A, minus, minus, B) A—B (A, em-dash, B) A-B (A, minus, B) A-B (unchanged) A -B (A, space, minus, B) A -B (unchanged) A --B (A, space, minus, minus, B) A –B (A, space, en-dash, B) Tip You can also record macros to insert en and em dashes and assign those macros to unused key combinations, for example Ctrl+Shift+N an
1 Open Styles and 5 Align Right 10 Numbering On/Off Formatting Window 6 Justified 11 Bullets On/Off 2 Apply Style 7 Line Spacing: 1 12 Decrease Indent 3 Align Left 8 Line Spacing: 1.5 13 Increase Indent 4 Centered 9 Line Spacing: 2 14 Paragraph format dialog box Figure 67: Formatting toolbar, showing icons for paragraph formatting Figure 68 shows examples of the text alignment options.
Figure 70: Options for the last line of a justified paragraph Setting tab stops and indents The horizontal ruler shows both the default tab stops and any tab stops that you have defined. Tab settings affect indentation of full paragraphs (using the Increase Indent and Decrease Indent icons on the Formatting toolbar) as well as indentation of parts of a paragraph (by pressing the Tab key on the keyboard). Using the default tab spacing can cause formatting problems if you share documents with other people.
A better strategy is to define tabs for the paragraph style. Refer to Chapters 6 and 7 for more about paragraph styles. Tip Using tabs to space out material on a page is not recommended. Depending on what you are trying to accomplish, a table is usually a better choice. Changing the default tab stop interval Note Any changes to the default tab setting will affect the existing default tab stops in any document you open afterward, as well as tab stops you insert after making the change.
1 Open Styles and Formatting Window 2 Apply Style 3 Font Name 4 Font Size 5 Bold 6 Italic 7 Underline 8 Superscript 9 Subscript 10 Increase Font 11 Reduce Font 12 Font Color 13 Highlighting 14 Background Color 15 Open Character Format dialog box Figure 74: Formatting toolbar, showing icons for character formatting Tip To remove manual formatting, select the text and choose Format > Default Formatting from the main menu bar, or right-click and choose Default Formatting from the pop-up menu.
The Help describes each of these choices and how to activate the autoformats. Some common unwanted or unexpected formatting changes include: • Horizontal lines. If you type three or more hyphens (---), underscores (___) or equal signs (===) on a line and then press Enter the paragraph is replaced by a horizontal line as wide as the page. The line is actually the lower border of the preceding paragraph. • Bulleted and numbered lists.
You can move items up or down the list, create subpoints, and even change the style of bullets. Tip It is possible to move a list entry up, together with all of its sub-entries. Do this by clicking the Promote One Level With Subpoints button.
1) Open the Styles and Formatting window and click the List Styles icon at the top. Right-click on the Numbering 1 style and choose Modify from the pop-up menu. Figure 77: Modifying a list style 2) On the Numbering Style dialog box, go to the Outline page, where you will find that one style matches our requirements. Click once on that style. Figure 78: Choosing a predefined outline-numbering style 3) To modify the layout of the list, use the Options tab (Figures 79 and 80).
Figure 79: Checking the outline numbering for level-1 list items Figure 80: Numbering style for level-2 list items To make the indentation at each level greater or less than the default, change it on the Position page. Select the level, then make any changes in the indentation, spacing, or numbering alignment. 4) Repeat for each level as required, then click OK. Tip With outline numbering you can define different bullet styles for the different levels of a bullet list.
the menu bar or click the Insert Footnote/Endnote Directly or Insert Endnote Directly icon on the Insert toolbar. Figure 81: Using the Insert Footnote Directly icon on the toolbar A footnote or endnote marker is inserted in the text and, depending on your choice, the cursor is relocated either to the footnote area at the bottom of the page or to the endnote area at the end of the document. Type the footnote or endnote content in this area.
Figure 83: Defining footnote formatting Checking spelling and grammar Writer provides a spelling checker, which can be used in two ways. AutoSpellcheck checks each word as it is typed and displays a wavy red line under any misspelled words. When the word is corrected, the red wavy line disappears. To perform a separate spelling check on the document (or a text selection) click this button.
Figure 84: Selecting a word from dictionary using the Spelling and Grammar dialog box Language Tool adds a new menu item and submenu to the Tools menu, from which you can configure the tool and check or recheck the document. Figure 85 shows an example of the Language Tool extension in use.
Using built-in language tools Writer provides some tools that make your work easier if you mix multiple languages within the same document or if you write documents in various languages: • • • • Paragraph and character styles Using Tools > Language Using language settings in Options Using the status bar The main advantage of changing the language for a text selection is that you can then use the correct dictionaries to check spelling and apply the localized versions of AutoCorrect replacement tables, the
Figure 86: Options available in the Languages settings Caution Unlike the menu tool that applies to the individual document, a change in the default language from the Options dialog box is a general change of settings of OOo and will therefore apply to all the documents created in the future. If you want to change the language for the current document only, be sure to select the For the current document only option.
Using synonyms and the thesaurus You can access a short list of synonyms from the context menu: 1) Select a word or phrase, right-click, and point to Synonyms on the pop-up menu. A submenu of alternative words and phrases is displayed. Figure 88: Synonyms on the context menu 2) Click on a word or phrase to select it and replace the highlighted word or phrase in the document. The thesaurus gives a more extensive list of alternative words and phrases.
Figure 89: The thesaurus offers alternatives to words Hyphenating words You have several choices regarding hyphenation: let Writer do it automatically (using its hyphenation dictionaries), insert conditional hyphens manually where necessary, or don’t hyphenate at all. Each choice has its pros and cons. Automatic hyphenation To turn automatic hyphenation of words on or off: 1) Press F11 to open the Styles and Formatting window. On the Paragraph Styles page, right-click on Default and select Modify.
Figure 90: Modifying a paragraph style 2) On the Paragraph Style dialog box, select the Text Flow tab. Figure 91: Turning on automatic hyphenation 3) Under Hyphenation, select or deselect the Automatically option. 4) Click OK to save. Note Turning on hyphenation for the Default paragraph style affects all other paragraph styles that are based on Default. You can individually change other styles so that hyphenation is not active; for example, you might not want headings to be hyphenated.
To change the minimal number of characters for hyphenation, the minimum number of characters before a line break, or the minimum number of characters after a line break, select the item, and then click the Edit button in the Options section. Hyphenate without inquiry Specifies that you will never be asked to manually hyphenate words that the hyphenation dictionary does not recognize. If this box is not selected, when a word is not recognized, a dialog box will open where you can manually enter hyphens.
Figure 93: Replace tab of AutoCorrect dialog box Using word completion If Word Completion is enabled, Writer tries to guess which word you are typing and offers to complete the word for you. To accept the suggestion, press Enter. Otherwise, continue typing. To turn off Word Completion, select Tools > AutoCorrect Options > Word Completion and deselect Enable word completion. You can customize word completion from the Word Completion page of the AutoCorrect dialog.
Figure 94: Customizing word completion Using AutoText Use AutoText to store text, tables, fields, and other items for reuse and assign them to a key combination for easy retrieval. For example, rather than typing “Senior Management” every time you use that phrase, you can set up an AutoText entry to insert those words when you type “sm” and press F3. AutoText is especially powerful when used with fields. See Chapter 14 (Working with Fields) for more information.
Figure 95: Defining a new AutoText entry Tip If the only option under the AutoText button is Import, either you have not entered a name for your AutoText or there is no text selected in the document. To save a table (such as the formatted Tip on this page) as AutoText: 1) 2) 3) 4) Create a table and format it the way you want. Select the table. Go to Edit > AutoText (or press Control+F3).
Line numbering Line numbering puts line numbers in the margin. The line numbers are displayed on screen and are printed. Figure 96 shows an example with numbering on every line. Figure 96: Line numbering example Click Tools > Line Numbering and select the Show numbering option in the top left corner of the Line Numbering dialog box (Figure 97). Then click OK.
Figure 97: The Line Numbering dialog box Tracking changes to a document You can use several methods to keep track of changes made to a document. • Make your changes to a copy of the document (stored in a different folder, under a different name, or both), then use Writer to combine the two files and show the changes you made. Click Edit > Compare Document.
separate document with a different name and use this new document as the review copy. 2) With the review copy open, make sure that change recording is turned on. The Edit > Changes > Record menu item has a check mark next to it when recording is turned on. 3) Click Edit > Changes > Protect Records. On the Enter Password dialog box, type a password (twice) and click OK.
Accepting or rejecting changes To accept or reject recorded changes, use either of these methods: • Right-click (context) menu • Accept or Reject Changes dialog box The results of accepting or rejecting a change are as follows: • Accepting an insertion removes the change indicator (usually a color) from the inserted text. • Rejecting an insertion removes the text from the document. • Accepting a deletion removes the text from the document.
To show only the changes of certain people or only the changes on specific days or various other restrictions, use the Filter page on the Accept or Reject Changes dialog box. After specifying the filter criteria, return to the List page to see those changes that meet your criteria. Figure 100: The Filter page of the Accept or Reject Changes dialog box Merging modified documents The processes discussed to this point are effective when you have one reviewer at a time.
Writer finds and marks the changes and displays the Accept or Reject Changes dialog box. From this point, you can go through and accept or reject changes procedure as described earlier. Adding other comments Writer provides another type of comments (formerly called “notes”), which authors and reviewers often use to exchange ideas, ask for suggestions, or brainstorm during the review process.
You can also navigate the comments using the keyboard. Use Ctrl+Alt+Page Down to move to the next comment and Ctrl+Alt+Page Up to move to the previous comment.
If you do not want Writer to convert a specific URL to a hyperlink, choose Edit > Undo Insert from the menu bar or press Control+Z immediately after the formatting has been applied. You can also insert hyperlinks using the Navigator and the Hyperlink dialog, and you can modify all hyperlinks using the Hyperlink dialog, as described in this section. Hyperlinks between documents can be set as relative or absolute, using the Save URLs relative to option in Tools > Options > Load/Save > General.
Inserting hyperlinks using a dialog box To display the Hyperlink dialog box, click the Hyperlink icon on the Standard toolbar or choose Insert > Hyperlink from the menu bar. To turn existing text into a link, highlight it before opening the dialog box. On the left hand side, select one of the four types of hyperlink: • Internet: a web address, normally starting with http:// • Mail & News: for example an email address.
The Further settings section in the bottom right part of the dialog box is common to all the hyperlink types, although some choices are more relevant to some types of links. • Set the value of Frame to determine how the hyperlink will open. This applies to documents that open in a Web browser. • Form specifies if the link is to be presented as text or as a button. • Text specifies the text that will be visible to the user. • Name is applicable to HTML documents.
Changing the case of selected text To quickly change the case of text, select it, choose Format > Change Case from the menu bar, and then choose one of the following: • • • • • Sentence case, where only the first word (and any proper nouns) is capitalized lower case, where no words (except proper nouns) are capitalized UPPER CASE, where all letters are capitalized Capitalize Every Word, where every word is capitalized tOGGLE cASE, which changes every letter to the opposite case Writer does not have an au
4 Chapter Formatting Pages Using Page Styles, Tables, Frames, Columns, and Sections 102
Introduction Writer provides several ways for you to control page layouts: • • • • • Page styles Columns Frames Tables Sections This chapter describes these methods and some associated things: • Headers and footers • Numbering pages • Changing page margins Tip Page layout is usually easier if you select the options to show text, object, table, and section boundaries in Tools > Options > OpenOffice.
Use page styles (with two columns) for an index or other document with two columns of text where the text continues from the left-hand column to the righthand column and then to the next page, all in sequence (also known as snaking columns of text). If the title of the document (on the first page) is full-page width, put it in a single-column section.
Setting up basic page layout using styles In Writer, page styles define the basic layout of all pages, including page size, margins, the placement of headers and footers, borders and backgrounds, number of columns, and so on. Writer comes with several page styles, which you can build on or modify, and you can define new (custom) page styles. You can have one or many page styles in a single document. Note All pages in a Writer document are based on styles.
style for the first page and specify the style for the following page to be applied automatically. Figure 105: Letterhead with different page styles for first and following pages As an example, we can use the First Page and Default page styles that come with Writer. Figure 106 shows what we want to happen: the first page is to be followed by the default page, and all the following pages are to be in the Default page style.
Figure 107: Set the Next Style property for a page style 5) On the other pages of this dialog box, you can turn on or off the header and footer for the first page and define other characteristics, such as columns, a page border, or a page background. For more information, see Chapter 7 (Working with Styles). 6) Click OK to save the changes.
Figure 108: Name the new style and set the next page style to Landscape 4) On the Page page of the Page Style dialog box, set the Orientation to Landscape. The width and height attributes of the page will automatically change. Figure 109: Set orientation and margins for a landscape page 5) Change the margins so that they correspond with the margins of the portrait page. That is, the portrait top margin becomes the landscape left margin, and so on. Click OK to save the changes.
Figure 110: Specifying a page break before a paragraph Figure 111: Specifying a page break before a table 3) Position the cursor in the paragraph or table where the page is to return to portrait orientation and change the properties of that paragraph or table properties so that With Page Style is the portrait page style that was used before the Landscape page style. 4) Click OK to return to the previous portrait page style.
To change margins using the rulers: 1) The shaded sections of the rulers are the margins (see Figure 112). Put the mouse cursor over the line between the gray and white sections. The pointer turns into a double-headed arrow. 2) Hold down the left mouse button and drag the mouse to move the margin. Tip The small arrows on the ruler are used for indenting paragraphs. They are often in the same place as the page margins, so you need to be careful to move the margin marker, not the arrows.
Figure 113: Defining the number of columns on a page 2) In the Settings area, choose the number of columns and specify any spacing between the columns and whether you want a vertical separator line to appear between the columns. You can use one of Writer’s predefined column layouts, or you can create a customized column layout. The preview box, located to the right of the Settings area, shows how the column layout will look. 3) Notice the Apply to box on the right-hand side of the dialog box.
Formatting separator lines To display separator lines between the columns: 1) Eighteen separator line options exist: None or various lines of thicknesses ranging from 0.05 to 9 pt. From the Line drop-down list in the Separator line area, select the type of line that you want. (1 pt = 1 point = 1/12 pica = 1/72 inch = 127/360 mm = 0.3527 mm.) 2) The default format is for the separator lines to have the same height as the columns.
Figure 114: Specifying columns for a selection Distributing text across columns As you add text to the section, you will see that the text flows from one column to the next. You can distribute text across the columns in one of two ways: • Evenly—Writer adjusts the length of the columns to the amount of text, so that all the columns are approximately the same height. As you add or delete text, the columns readjust. • Newspaper-style—Writer fills the columns one at a time, beginning with the first column.
To distribute text evenly, select the Evenly distribute contents to all columns option in the Settings area. Deselect this option if you want to distribute text newspaper-style. Tip Choose View > Nonprinting Characters (or press Ctrl+F10) to display end of paragraph markers (¶). Often, unexpected behavior of columns is due to extra paragraphs that are normally invisible to the user but are taking up space.
Creating frames You can create a frame in several ways, depending on your needs. • Choose Insert > Frame) to create an empty frame. The Frame dialog box (Figure 117) appears. You can click OK and come back to customize it later, or you can set the frame’s characteristics at this stage. • Select text or a graphic, choose Insert > Frame, and click OK to create a frame containing the selection.
Figure 117: Frame dialog box You can resize the frame manually (by clicking on the green squares and dragging to the appropriate size) or start adding content to it (the frame will resize automatically if, for example, you add a large picture to it) or go back to the Frame dialog box and set the size and other characteristics. To change the location of the frame using the mouse, drag and drop one of the edges or put the cursor anywhere within the frame.
Figure 118: Removing the border from a frame Anchoring frames Using the Frame dialog box (or by right-clicking and pointing to Anchor), you can anchor a frame to a page, paragraph, or character, or you can anchor it as a character. To Page The frame keeps the same position in relation to the page margins. It does not move as you add or delete text. This method is useful when the frame does not need to be visually associated with a particular piece of text.
Note You cannot link from a frame to more than one other frame. To link one frame to another: 1) Select the frame to be linked from. 2) Click the Link Frames icon on the object bar. 3) Click the next frame in the series (which must be empty). When a linked frame is selected, any existing links are indicated by a faint connecting line, as shown in Figure 119. Note that any frame-linking line will not be as clear as illustrated in the figure.
On the Hyperlink page, you can specify the file for the hyperlink to open. This file can be on your machine, a network, or the Internet. The Wrap, Borders, Background, Columns, and Macro pages of the Frame dialog box are the same as those for frame styles. Refer to the Chapter 7 (Working with Styles) for details.
To create a table for use with a sidehead: 1) Place the cursor where you want the table to appear and choose Insert > Table (Ctrl+F12). 2) In the Insert Table dialog box, define a one-row, two-column table with no border and no heading. Click OK to create the table. Figure 123: Defining a two-column borderless table with no header 3) Right-click on the table and choose Table from the pop-up menu. On the Columns page of the Table Format dialog box, make the columns the required width.
To check the top and bottom spacing for ordinary paragraphs: 1) Position the cursor in a paragraph and press F11 (unless the Styles and Formatting window is already open). Check that the Styles and Formatting window shows paragraph styles (top left button). Tip 2) The current style should be highlighted. If no paragraph style is highlighted, select All Styles in the bottom drop-down list. Rightclick on it and select Modify from the pop-up list.
Using sections for page layout A section is a block of text that has special attributes and formatting.
• Use the Background page to add color or a graphic to the section’s background. • Use the Footnotes/Endnotes page to customize the section’s footnotes and endnotes. At any time, you can reset a tabbed page to its default settings by clicking the Reset button. (Note, however, that you cannot reset the Section page. If you wish to undo changes to the Section page, you must do so manually.) Use the Section page to set the attributes of the current section.
Write-protecting sections To write-protect the current section so that its contents cannot be edited, select the Protect option in the Write protection area. Figure 129: Write-protecting sections Note Write-protection protects only the section’s contents, not its attributes or format. Password-protecting sections To prevent others from editing the section ’s attributes or format, protect the section with a password, as follows: 1) Select the With password option. The Enter Password dialog box opens.
To hide a section, select the Hide option in the Hide area. Figure 131: Hiding sections To hide the section only under certain conditions, enter the desired conditions in the With Condition field. The syntax and operators that you use to enter conditions are the same ones that you use to enter formulas. For syntax and a list of operators, see Writer’s online help under conditions. If the section is write-protected with a password, the password must be entered to hide or reveal the text.
Customizing footnotes and endnotes in a section Use the Footnotes/Endnotes page to customize the current section’s footnotes and endnotes. Customizing footnotes If you want the current section’s footnotes to appear separately from the other footnotes in the document, select the Collect at end of text option in the Footnotes area.
Figure 134: Numbering footnotes for sections Customizing endnotes If you want the current section’s endnotes to appear at the end of the section rather than at the end of the document, select the Collect at end of section option in the Endnotes area. To number the current section’s endnotes separately from the other endnotes in the document, follow these steps: 1) In the Endnotes area, make sure that the Collect at end of section option is selected. 2) Select the Restart numbering option.
Figure 135: Edit Sections dialog box Deleting sections To delete the current section, click the Remove button. Note Writer will not prompt you to confirm the delete! To undo a delete, click the Cancel button. Editing section attributes To rename the current section, simply type over its name in the Section area. From the Edit Sections dialog box, you can also edit the current section ’s link, writeprotect, and hide attributes. To learn how to edit these attributes, see: “Linking sections” on page 123.
Figure 136: Options dialog box for sections Updating links You can set Writer to update linked sections automatically, and you can also update links manually. Updating links automatically To set Writer to update links without prompting you, or to turn off automatic updating, follow these steps: 1) Choose Tools > Options > OpenOffice.org Writer > General. The dialog box displays general text document settings.
Updating links manually To update a link manually: 1) Open the document that contains the link. 2) Choose Edit > Links. The Edit Links dialog box opens. 3) The list in the Edit Links dialog box displays the names of all the files that are linked to the current document. Click the file that corresponds to the link that you want to update. 4) Click the Update button. The most recently saved contents of the linked file appear in the current document. 5) To close the Edit Links dialog box, click Close.
Caution The Insert Menu can also be used for deleting a preexisting header or footer for a page style. If that page style has a check mark in front of it, clicking on it opens an OOo dialog box warning about this and asking whether you want to delete the header or footer for that particular page style. Depending on which option you choose, an area will appear at the top or bottom of the page. In this area you can enter text and graphics that will appear on every page. Figure 138.
Portrait headers on landscape pages When you define a header and footer on a landscape page, they will be aligned with the long side of the page. If your landscape pages are going to be inserted between portrait pages, you might want the headers and footers to be on the short sides of the landscape pages, so the final printed product looks like the contents of the landscape pages have been rotated 90 degrees on portrait pages.
Figure 139: Measuring the location and size of the footer frame 5) Select the text (including the fields) you just entered. Choose Format > Character. On the Character dialog box, choose the Position tab and set Rotation / scaling to 270 degrees (counterclockwise). Click OK. Figure 140: Rotating the footer text 270 degrees 6) With the text still selected, choose Insert > Frame. In the Frame dialog box, choose the Type tab and enter the width, height, and horizontal and vertical position for the footer.
Figure 141: Defining the size and position of the footer frame 7) If your footer has a line above the text, as in this book, on the Borders page, select a right border and specify the line width and spacing to the frame’s contents. 8) Click OK to save these settings. The footer should now appear in the required position and orientation. Repeat these steps (using appropriate measurements) to set up a portrait header on the landscape page.
Numbering pages This section describes techniques to insert page numbers and related information in a document. Some basic knowledge of page styles, which are fully described in chapters 6 and 7, may be needed to follow some of the examples given. Preliminaries: fields OpenOffice.org uses fields to manage page numbers. To insert a page number field, position the cursor where you want to insert the number and choose Insert > Fields > Page Number. The page number appears with a gray background.
Combining header text and page number There are a lot of interesting variations that you can apply without further knowledge of page styles. Here are some suggestions: • Right-align the header to make the page number appear on the top-right. • Type the word page before the page number field so the header reads page 1, page 2, and so on. This also requires using the Page Number field, discussed earlier (page 135).
Figure 145: Changing format of page numbers Numbering the first page something other than 1 Sometimes you may want to start a document with a page number greater than 1. For example, you may be writing a book, with each chapter in a separate file. Chapter 1 may start with page 1, but Chapter 2 could begin with page 25 and Chapter 3 with page 51. Follow these instructions to start the page numbering in a document at a number greater than 1.
Figure 146: Specifying paragraph style and numbering for chapter titles 3) Insert the chapter number in your document. To do this: a) Place the cursor in the header or footer just before the page number you inserted earlier, and choose Insert > Fields > Other from the menu bar. b) On the Fields dialog (Figure 147), go to the Document page. Select Chapter in the Type list, Chapter number in the Format list, and 1 in the Layer box. Click Insert.
Figure 147: Inserting a chapter number field Restarting page numbering Often you will want to restart the page numbering at 1, for example, on the page following a title page or a table of contents. In addition, many documents have the front matter (such as the table of contents) numbered with Roman numerals and the main body of the document numbered in Arabic numerals, starting with 1. You can restart page numbering in two ways. Method 1: 1) Place the cursor in the first paragraph of the new page.
Figure 148: Restarting page numbering after a manual page break 4) Choose the required page in the Style drop-down list. 5) Select Change page number. 6) Specify the page number to start from and then click OK. Example: Restart page numbering: a preface A standard preface has the following properties: • Page numbers are displayed in Roman numerals (i, ii, iii, iv, …). • After the preface, the document starts on a Default page.
Figure 149. Set page number format to Roman numerals. After the preface is written, we are ready to restart the page numbering in the main body of the document to Arabic numerals. Follow these steps: 1) Make an empty paragraph at the very end of the preface. 2) Put the cursor on the blank line. 3) Choose Insert > Manual Break. 4) Select Page break and choose the Default style. 5) Select the Change page number option and set the new value to 1. Click OK to close the dialog box.
This change is also reflected on the status bar. The Page section of the status bar now includes both the total page count and the entry of the page number field. Figure 151: Page number in the status bar Problems with restarting page numbering Restarting page numbering may lead to two problems. • The Statistics page in the document’s Properties (File > Properties) always displays the total number of pages in the document, which may not be what you want to appear in the Page Count field.
Figure 153: Inserting a bookmark To insert a cross-reference to the last page in the header or footer where you want to refer to the total number of pages: 1) Position the cursor at the desired location—for example after the space added after of in the header or footer, as in page xx of yy. 2) Choose Insert > Cross-reference. 3) On the Cross-references page of the Fields dialog box, select Bookmarks in the Type column and LastPage in the Selection column. LastPage now appears in the Name box.
Note Do not delete the bookmark at the end of the document. If you do, the cross-reference will not work. If a field, such as a cross-reference, does not automatically update, select the text containing the field and press F9. Numbering portrait and landscape pages To create page numbers on portrait and landscape pages in the same place and orientation: 1) Refer to “Portrait headers on landscape pages” on page 132 to create a landscape page style and landscape header or footer styles.
Figure 155: Frame dialog box: Borders page • Spacing to contents specifies how much space to leave between the border and the contents of the element. Spaces can be specified to the left, right, above, and below. Check Synchronize to have the same spacing for all four sides. This spacing is like a padding and it is not factored in when calculating the text measurements. • Shadow style properties always apply to the whole element.
Figure 156: Frame dialog box: Background page showing color choices Adding a graphic to the background To add a graphic to the background: 1) From the As drop-down list on the Background page, select Graphic. The page now displays the graphics options, as shown in Figure 157. 2) Click the Browse button. The Find Graphics dialog box opens. 3) Find the file you want and then click the Open button.
Figure 157: Graphic options on the Background page of the Frame dialog box Deleting color or graphics from the background To delete color or graphics from the background: 1) From the As drop-down list, select Color. 2) Click No Fill on the color grid.
5 Chapter Printing, Exporting, Faxing, and E-Mailing 148
Introduction General information about printing and faxing documents from OOo is provided in the Getting Started guide. This chapter describes some items of particular interest to users of Writer. Quick printing Click the Print File Directly icon printer defined for your computer. Note to send the entire document to the default You can change the action of the Print File Directly icon to send the document to the printer defined for the document instead of the default printer for the computer.
The options selected on the Print dialog box apply to this printing of this document only. Note To specify default printing settings for OOo, go to Tools > Options > OpenOffice.org – Print and Tools > Options > OpenOffice.org Writer – Print. See Chapter 2 (Setting Up Writer) for more details.
Figure 161: Printing multiple page per sheet of paper 2) In the Layout section, select from the drop-down list the number of pages to print per sheet. The preview panel on the left of the Print dialog box shows how the printed document will look. When printing more than 2 pages per sheet, you can choose the order in which they are printing across and down the paper. The two pictures below show the difference. 3) In the Page sides section, select whether to print all pages or only some pages.
Selecting what to print In addition to printing a full document, you can choose to print individual pages, ranges of pages, or a selection of a document, as described in this section. Printing an individual page: 1) Choose File > Print from the menu bar. 2) On the Print dialog box, select the page to print. a) In the Ranges and copies section of the General page, select the Pages option. b) Enter the sequence number of the page you want to print. The preview box changes to show the selected page.
Figure 162: Printing a selection of text Printing a brochure In Writer, Impress, and Draw, you can print a document with two pages on each side of a sheet of paper, arranged so that when the printed pages are folded in half, the pages are in the correct order to form a booklet or brochure. Tip Plan your document so it will look good when printed half size; choose appropriate margins, font sizes, and so on. You may need to experiment. To print a brochure on a single-sided printer: 1) Choose File > Print.
5) Select the Brochure option. 6) In the Page sides section, select Back sides / left pages option from the Include drop-down list. 7) Click the Print button. 8) Take the printed pages out of the printer, turn the pages over, and put them back into the printer in the correct orientation to print on the blank side. You may need to experiment a bit to find out what the correct arrangement is for your printer.
Change the OOo settings to print all color text and graphics as grayscale: 1) 2) 3) 4) Choose Tools > Options > OpenOffice.org > Print. Select the Convert colors to grayscale option. Click OK to save the change. Open the Print dialog box (File > Print). Click the Print button to print the document. Change the OOo Writer settings to print all color text as black, and all graphics as grayscale: 1) Choose Tools > Options > OpenOffice.org [Component] > Print.
Printing envelopes Printing envelopes involves two steps: setup and printing. To set up an envelope to be printed by itself or with your document: 1) Click Insert > Envelope from the menu bar. 2) In the Envelope dialog box, start with the Envelope tab. Verify, add, or edit the information in the Addressee and Sender boxes (the “from” on the envelope). Figure 164.
Figure 165. Choosing positioning and size of elements for an envelope 5) In the lower left of this page, choose the envelope format from the drop-down list. The width and height of the selected envelope then show in the boxes below the selected format. If you chose a pre-existing format, just verify these sizes. If you chose User defined in the Format list, then you can edit the sizes. 6) After formatting, go to the Printer page to choose printer options such as envelope orientation and shifting.
new document with the envelope. Insert puts the envelope into your existing document as page 1. To not proceed with this envelope, click Cancel or press the Esc key. You can also click Reset to remove your changes and return to the original settings when the dialog box opened. When the Envelope dialog box closes, you are returned to your document, which now has the envelope in the same file as the document. Save this file before you do anything else.
3) Select the label stock in the Brand drop-down list. The types for that brand then appear in the Type drop-down list. Select the size and type of labels required. You can also select User in the Type drop-down list and then make specific selections on the Format page. 4) On the Format page, choose the pitch, sizes, margins, columns and rows for user-defined labels, or just verify with a brand of label stock you have loaded into the printer. Figure 168.
Sending a fax To send a fax directly from OpenOffice.org, you need a fax modem and a fax driver that allows applications to communicate with the fax modem. 1) Open the Print dialog box (Figure 158) by choosing File > Print and select the fax driver in the Name list. 2) Click OK to open the dialog box for your fax driver, where you can select the fax recipient. You can set up a toolbar icon so that a single click sends the current document as a fax.
Figure 170: General page of PDF Options dialog box • JPEG compression: Allows for varying degrees of quality. A setting of 90% works well with photographs (small file size, little perceptible loss of quality). • Reduce image resolution: Lower-DPI (dots per inch) images have lower quality.
General section • PDF/A-1: PDF/A is an ISO standard for long-term preservation of documents, by embedding all the information necessary for faithful reproduction (such as fonts) while forbidding other elements (including forms, security, and encryption). PDF tags are written. If you select PDF/A-1a, the forbidden elements are greyed-out (not available). • Tagged PDF: Tagged PDF contains information about the structure of the document’s contents.
Figure 171: Initial View page of PDF Options dialog box Figure 172: User Interface page of PDF Options dialog box Chapter 5 Printing, Exporting, Faxing, and E- Mailing 163
User interface options section • Hide menubar. Causes the PDF viewer to hide the menu bar. • Hide toolbar. Causes the PDF viewer to hide the toolbar. • Hide window controls. Causes the PDF viewer to hide other window controls. Bookmarks Select how many heading levels are displayed as bookmarks, if Export bookmarks is selected on the General page. Links page of PDF Options dialog box On this page you can choose how links in documents are exported to PDF.
Security page of PDF Options dialog box PDF export includes options to encrypt the PDF (so it cannot be opened without a password) and apply some digital rights management (DRM) features. • 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 Figure 174.
Figure 175: Setting a password to encrypt a PDF Exporting to XHTML OOo uses the term “export” for some file operations involving a change of file type. OOo can export files to XHTML. Other formats may be made available through extensions. To export to XHTML, choose File > Export. On the Export dialog box, specify a file name for the exported document, then select the XHTML in the File format list and click the Export button.
E-mailing a document to several recipients To e-mail a document to several recipients, you can use the features in your e-mail program or you can use OOo’s mail merge facilities to extract email addresses from an address book. Note Documents can only be sent from the OOo mail merge wizard if a mail profile has been set up in Tools > Options > OpenOffice.org Writer > Mail Merge E-mail. You can use OOo’s mail merge to send e-mail in two ways: • Use the Mail Merge Wizard to create the document and send it.
3) On the third page, click the Select Address List button. Select the required address list (even if only one is shown) and then click OK. (If the address list you need is not shown here, you can click Add to find and add it to the list.) Figure 178: Selecting an address list 4) Back on the Select address list page, click Next. On the Create salutation page, deselect the checkbox by This document should contain a salutation. Figure 179: Deselecting a salutation 168 OpenOffice.org 3.
5) In the left-hand list, click 8. Save, print or send. OOo displays a “Creating documents” message and then displays the Save, print or send page of the Wizard. 6) Select Send merged document as E-Mail. The lower part of the page changes to show e-mail settings choices. 7) Type a subject for your email and click Send documents. OOo sends the emails.
On Windows operating systems, the Windows features of validating a signature are used. On Solaris and Linux systems, files that are supplied by Thunderbird, Mozilla or Firefox are used. For a more detailed description of how to get and manage a certificate, and signature validation, see “Using Digital Signatures” in the OOo Help. To sign a document: 1) Choose File > Digital Signatures. 2) If you have not saved the document since the last change, a message box appears. Click Yes to save the file.
6 Chapter Introduction to Styles Paragraph, Page, Character, and List Styles 171
What are styles? Most people are used to writing documents according to physical attributes. For example, you might specify the font family, font size, and weight (for example: Helvetica 12pt, bold). Styles are logical attributes. We use styles every day. For example, there are two styles of personal computer: desktop and laptop. Each has its own distinctive set of properties.
The Styles and Formatting window Styles are available through a floating or dockable window called Styles and Formatting, shown in Figure 181. This window is at the center of styles management. Do not worry if, at first, some contents of this section seem obscure while progressing through this or the next chapter. This guide describes how to use all these functions.
Using Fill Format mode The sixth icon at the top of the Styles and Formatting window activates the Fill Format mode. Use Fill Format to apply a style to many different areas quickly without having to go back to the Styles and Formatting window and double-click every time. This method is useful for formatting many scattered paragraphs, words, or other items with the same style, and it may be easier to use than making multiple selections first and then applying a style to all of them.
Figure 182: Dialog to name a new style from selection Update Style (from a selection) Let’s use paragraph styles as an example. 1) Create a new paragraph (or modify an existing paragraph) and edit all the properties you want to go into the style (such as indentation, font properties, alignment, among others). Caution Make sure that there are unique properties in this paragraph.
2) In the Styles and Formatting window, click on the New Style from Selection icon and then on Load Styles (see Figure 183). 3) In the Load Styles dialog box (Figure 184), find and select the template to copy styles from. Click on the From File button if the styles you want are contained in a text document rather than a template. In this case, a standard file selection dialog box opens up, allowing you to select the desired document. 4) Select the check boxes for the types of styles to be copied.
3) Select the object you want to base the style on and drag it to the Styles and Formatting window. The cursor changes its shape indicating whether the operation is possible or not. 4) In the Create Style dialog box (Figure 182), enter a name for the new style. The list shows the names of existing custom styles of the selected type, if any. Click OK to save the new style. Note You cannot use the drag-and-drop method to create a custom page style.
3) Click the Styles and Formatting icon located on the Formatting Bar or press the F11 key. This opens the Styles and Formatting window (Figure 186). 4) Make sure the window is showing the Paragraph Styles section—click on the top-left icon of the Styles and Formatting window. Figure 186: Click on the Styles and Formatting icon to bring up the window Double-click the Heading 1 entry of Styles and Formatting (Figure 187).
To use the Apply Style drop-down menu (Figure 185): 1) Move the cursor to a new line or create a new line by pressing the Enter key at the end of the previous line and type some text. 2) Keeping the cursor on the same paragraph, select Heading 1 in the Apply Styles list. The text acquires the properties of the Heading 1 style. If the paragraph style you want is not in the Apply Style list, select More to bring up the Styles and Formatting window.
• If you have the Styles and Formatting window open, double-click the Default character style. Note The first two methods also work for removing manual formatting. Applying frame styles Whenever you insert an object into a document, it will automatically have a frame around it. Some designers like to add frame styles to introduce variety.
Caution Changing a page style may cause the style of subsequent pages to change as well. The results may not be what you want. To change the style of only one page, you may need to insert a manual page break, as described below. As discussed in Chapter 7 (Working with Styles), a correctly set up page style will, in most cases, contain information on what the page style of the next page should be.
Figure 190: Choose Page break and select the New Chapter page style Example: Page with special formatting Sometimes you may need to insert a page with special formatting, for example a landscape page or a page with more columns. This can also be done with page breaks. Suppose that the current page has the Default page style. 1) Choose Insert > Manual Break. 2) Select the desired page style (say, Special Page) in the Insert Break dialog box. 3) Fill in the contents for this page.
• Numbering 1 End • Numbering 1 Start Numbering 1 is a default paragraph style to which you can attach a list style. If you want to make exclusive use of paragraph styles and never use the Formatting toolbar when creating a numbered list, you could use the other three styles. All you need to do is to create a suitable list style and set up the Next Style property in the Organizer page of the Paragraph Style dialog box so that the Numbering 1 Start paragraph is followed by the Numbering 1 Cont.
Changing a style using the Style dialog box To change an existing style using the Style dialog box, right-click on the style in the Styles and Formatting window and select Modify from the pop-up menu. The dialog box displayed depends on the type of style selected. Figure 192 shows an example of the dialog box for a paragraph style. Each style’s dialog box has several tabs. The various properties on these dialog boxes are described in the next chapter.
Figure 193, using the proper paragraph style for each: the Heading 1 style for the paragraph containing the word Title, Heading 2 for Subtitle 1, and so on. Your document should resemble Figure 193. Figure 193: Headings 1–3 with default styles Suppose you decide to make some changes to these styles, namely: • Heading 1 should be centered. • Heading 3 should be indented.
Figure 195: Center Heading 1 Figure 196: The text Title, which is formatted as a centered Heading 1 style Indent Heading 3 On the Styles and Formatting window, right-click on the Heading 3 paragraph style and choose Modify (as before). After the Paragraph Style dialog box opens, follow the steps below: 1) Click the Indents & Spacing tab. 2) Under the Indent section, set the indentation before the text to 0.60", as shown in Figure 197.
The result should resemble Figure 198. Figure 198: The text formatted as Heading 3 style is now indented Using AutoUpdate On the Organizer page of the Paragraph Style dialog box is a check box named AutoUpdate (Figure 199). It is present only for paragraph and frame styles. If this check box is selected, then OOo will apply to the style itself any modification made manually to a paragraph formatted with that style.
In addition, a PoemHeading style is to be followed by a Poem style. In other words, when you press Enter, the next paragraph style in the document changes to Poem. Note You may have noticed this behavior already. After you enter a heading using a Heading paragraph style and press Enter, the next style switches to Text body. Creating the Poem paragraph style Our next example uses the Poem style. We will use the Default style as a starting point. 1) Click the Styles and Formatting icon or press F11.
The next step is to configure the alignment and font properties of this style. • On the Alignment page, select the Center option. • On the Font page, select the 12pt font size. Click OK to save the new Poem style. Creating the PoemHeading style Create a new PoemHeading style. Use the same procedure as before, with these changes: • Next Style: Select Poem, not PoemHeading. • Linked with: Heading. The dialog box should look like Figure 201.
Figure 202: Sample poem Indent Poem First, set the Poem style to left alignment: 1) In the Styles and Formatting window, select Poem and right-click and select Modify. 2) On the Alignment page, select Left. Set the indentation: 1) Click the Indents & Spacing tab. 2) Under Indent, set the indentation before the text to 5cm (or about 2in). Done! Click OK, and you should see the text change. Final result After all these changes, the poem should look similar to Figure 203.
Copying and moving styles Styles are part of the document properties, therefore changes made to a style or new styles you create are only available within the document they belong to. Styles always stay with a document. So, for example, if you e-mail a document to another person, the styles go with it. If you want to reuse modified or new styles in other documents, you need to either save the styles in a template (see Chapter 10) or copy the styles into the document where you want to use them.
Figure 205: Copying a style from one document to another Caution If you do not hold down the Control key when dragging, the style will be moved from one list to the other. The style will be deleted from the list you are dragging it from. Deleting styles It is not possible to delete OOo’s predefined styles from a document or template, even if they are not in use. However, custom styles can be deleted. To delete an unwanted style, right-click on it in the Styles and Formatting window and choose Delete.
Figure 207: Deleting a style that is not in use Assigning styles to shortcut keys You can configure shortcut keys to quickly assign styles in your document. Some shortcuts are predefined, such as Ctrl+1 for the Heading 1 paragraph style and Ctrl+2 for Heading 2. You can modify these shortcuts and create your own. See Chapter 17 (Customizing Writer) for details. Defining a hierarchy of headings Tools > Outline Numbering defines the hierarchy of headings in a document.
Figure 208: Choosing paragraph styles for outline levels 3) In the Numbering: Paragraph Style section, choose from the drop-down list the paragraph style you want to assign to that heading level. For example, when setting up a chapter in the Writer Guide, you would click Level 1 and choose OOoHeading1 (a custom style defined for the OOoAuthors project) to replace Heading 1 and for Level 2, OOoHeading2 to replace Heading 2. 4) Repeat for each outline level that you want to change. Click OK when done.
Setting up heading numbering If you want one or more heading levels to be numbered, many choices are available; this example defines a scheme to create headings that look like those in Figure 210. Figure 210: The numbering scheme to be set up. Use the Numbering page of the Outline Numbering dialog box to define the numbering scheme and its appearance. Figure 211 shows the default settings. Figure 211: Default settings on the Outline Numbering dialog box. 1) In the Level list, choose 1.
3) In the Level list, choose 3. In the Number list, choose 1, 2, 3, .... The Show sublevels list should show 3 (if not, choose 3). The result is shown in Figure 214. Figure 212: Specifying numbering of Level 1 headings. Figure 213: Specifying numbering of Level 2 headings. Figure 214: Specifying numbering of Level 3 headings. These choices produce the layout shown in Figure 215. 196 OpenOffice.org 3.
Figure 215: Results of numbering choices for headings Setting up the indentation of headings Whether or not the headings are numbered, you may want to change some of their formatting. For example, you may want the second-level and third-level headings to be indented from the margin. For numbered headings, you may also want the second line of long headings to line up with the first word of the heading, not the number. For these changes, use the Position page of the Outline Numbering dialog box.
Figure 217: Indenting Level 2 headings Figure 218: Result of changes to indentation of Level 2 headings 2) To change the wrapping behavior of long headings, change Indent at to a larger value, as shown in Figure 219. The result is shown in Figure 220. Figure 219: Wrapping long headings Figure 220: Result of changing Indent at value 198 OpenOffice.org 3.
3) In the Level list, choose 3. Change the values for Numbering followed by... at, Aligned at, and Indent at, as shown in Figure 221. The final result is shown in Figure 210. Figure 221: Indenting level 3 headings Positioning in older documents opened in OOo3.x Figures 222, 223, 224, and 225 show the Position page as it appears for documents created in earlier versions of OOo and opened in OOo3.x.
Figure 223: Indenting Level 2 headings Figure 224: Changing the Width of numbering value to wrap long headings Figure 225: Indenting Level 3 headings 200 OpenOffice.org 3.
7 Chapter Working with Styles 201
Introduction Chapter 6 (Introduction to Styles) described the basics of how to use, apply, and manage styles. This chapter gives a more detailed description of how to create or modify a style, using the many options available on the various pages of the Style dialog box. You will learn how these options affect the appearance of the style and how to use them efficiently. Examples and hints are also provided.
Figure 226: The Organizer page displayed when a new style is created. Depending on the style you are creating, you will find the following information on this page: • Name: present on all the categories—use this field to give a name to the style you are creating. • AutoUpdate: only present for paragraph and frame styles. If it is checked, then Writer will apply any modification made manually to a paragraph formatted with that style to the style itself.
Understanding linked styles When creating a new paragraph or a new character style, you may use an existing style as a starting point for its settings. In this sense, OOo links the styles together. When styles are linked, a change in the parent style affects every style linked to it. You can easily visualize the connections between styles by switching to the Hierarchical view in the Styles and Formatting window filter.
Figure 229: Select the heading font. Now, the fonts of all the heading styles (Heading 1 through Heading 10) are changed in a single operation. Figure 230 shows on the left a document using the headings 1, 2 and 3 and on the right the same document after changes have been made to the Heading style. Figure 230: Effects of changing the Heading style font.
Figure 231: Settings on the Indents and Spacing page of a paragraph style Use the Indent section of the page to set up the indentation, using these parameters: • Before text: controls the space in the selected unit of measurement between the left margin of the page and the leftmost part of the paragraph area. Entering a negative value results in the text starting on the left of the margin.
• Proportional: this value activates the edit box next to the drop-down list where you can enter a percentage value. 100% means a single line spacing, 200% double line spacing and so on. • At least: this choice activates the edit box next to the drop-down list, where you can enter the minimum value (in your selected unit of measurement) to be used for the line spacing.
Text flow options for paragraph styles The page of the dialog box controlling the text flow options is shown in Figure 233. This page is divided into three parts: Hyphenation, Breaks, and Options. In the Hyphenation section, you can change three parameters: • Characters at line end: controls the minimum number of characters to be left on a line before inserting a hyphen.
Note If you want the first page of a new chapter to always start on a right (recto) page, make sure that the page style for the first chapter page is set for the right page only by making this selection in the Layout settings field on the Page tab of the Page Style dialog box. The Options section of the Text Flow page provides settings to control what happens when a paragraph does not fit on the bottom of a page: • Do not split paragraph means that the paragraph is never split across two pages.
Figure 234: Selecting a type size based on a percentage Selecting a language for a paragraph style The language you select for a document (on Tools > Options > Language Settings > Languages) determines the dictionary used for spell checking, thesaurus, hyphenation, the decimal and thousands delimiter used, and the default currency format. Within the document, you can apply a separate language to any paragraph style. This setting has priority over the language of the whole document.
Figure 236: The position page of the Paragraph Style (default options) The second section of the Position page controls the rotation of the paragraph area. Two common uses for rotated paragraphs are: • To put portrait headers and footers on a landscape page • To fit headings above narrow table columns (as shown in Figure 237) Figure 237: A table with rotated headings The Scale width box controls the percentage of the font width by which to compress or stretch the rotated text horizontally.
Example: Rotating the text in a paragraph style As an example, we will apply rotated table headings to a pre-existing table. 1) Create a new paragraph style. Name it Table Heading Rotated. 2) On the Position page of the Paragraph Style dialog box, in the Rotation / scaling section, select 90 degrees. Click OK to save the new style. Figure 238: Rotating a paragraph 90 degrees 3) Select the heading row of the table and apply the new style. Any text in the cells of the heading row is now rotated.
also create a custom fill character by entering it in the corresponding box. Common use of a fill character is adding dots between a heading and a page number in a table of contents or underscore character when creating a form to fill in. Creating a new tab stop, therefore, is just a matter of deciding its position relative to the left margin, the type, the fill character and clicking the New button. The tab stop will be entered in the Position list on the left hand side.
Figure 241: Specifying an outline level on the Outline & Numbering page for a paragraph style Setting up a drop cap If you want your paragraph to use drop caps (usually this is suitable for a first paragraph style), then you can predefine the properties in the Drop Caps page of the paragraph style dialog box.
The two pages are fairly intuitive. You may want to pay attention to the following points when working with the Background page: • In case you do not find the desired color in the list of predefined ones, you can define your own by selecting Tools > Options > OpenOffice.org > Colors. • You can use a graphic instead of a solid color as background. In the As dropdown list, select Graphic, then select the graphic object you want to use and adjust the parameters, as required.
Figure 243: Condition page for paragraph styles When you create a conditional style, you are saying “in this condition make this style look like that other style”. For example, “When typing into a footer, make this style look like the my_footer paragraph style; when typing into a table, make this style look like the table_text paragraph style”. In addition to setting the normal (unconditional) properties of the style, you need to define which other style it will look like in different situations.
Working with character styles Character styles complement paragraph styles and are applied to groups of characters, rather than whole paragraphs. They are mainly used when you want to change the appearance or attributes of parts of a paragraph without affecting other parts. Examples of effects that can be obtained by means of character styles are bold or italic typeface or colored words. Two of the character styles used in this document are: • Keystrokes use the custom OOoKeyStroke style.
Creating a new character style This section illustrates the use of the style dialog box for creating a new character style. The pages used to configure the character style have already been seen in the previous section on paragraph styles. Therefore, once you are familiar with creating paragraph styles, it will only take a few minutes to create a character style. • Use the Organizer to set up the hierarchical level of the new character style (if needed) and to give it a name.
Working with frame styles Frames are often used as containers for text or graphics. To provide consistency in the appearance of frames used for similar purposes, it is a good idea to define styles for frames. For example, you might want photographs to be enclosed in a frame with a drop-shadowed border, line drawings in a frame with a plain border, marginal notes in a frame without a border but with a shaded background, and so on.
Table 3. Various frame styles and their uses Style Comments and Use Formula The frame style used for formulas. The default includes AutoSize, which adjusts the size of the frame to the formula. Frame The default frame style. Graphics The default style for graphics. The defaults include autosizing to fit the graphic, no text wrap, and a thin border around the frame. These are reasonable defaults, except for the border.
• Columns page: this page can be ignored unless the frame is being used for text. The page is the same as is used to set up a page style, and its parameters are described in the section “Columns page” on page 224. • Macro page: sets a macro to use with the frame in order to trigger an action when the user interacts with the frame. These options are useful only in an online Writer or HTML document.
For the title page, we can use the predefined First Page page style that comes with OOo, and for the rest of the document, we can use the Default page style. Figure 245 shows the required flow of page styles. On the Organizer page of the Default page style, leave the Next Style property set to Default. On the Organizer page of the First Page style, make sure that the Next Style property is set to Default.
In the Margins section, specify the size of the margins in your preferred unit of measurement. If you select Mirrored margins in the Page layout settings, the left margin becomes the Inner margin, while the right margin becomes the Outer margin. In the Layout settings section, choose the desired Page layout from the four available options. Decide whether the page style being defined applies to both left and right pages (default) or if instead it should be applied only to one or the other types.
Header and Footer pages You can associate a different header or footer to each page style. This property makes it very easy to have different headers on left and right pages, to avoid headers on pages at the start of a new chapter, and so on. Setting up the header and footer pages is straightforward. The instructions here refer to the header, but the footer page has the same options.
Example: A book chapter sequence of pages Book chapters typically start on a right-hand page, with the first page of the chapter having a different layout from the rest of the pages. The other pages in the chapter are “mirrored” for double-sided printing. For example, page numbers in the header or footer may be positioned on the outside edge of pages and a wider margin (allowing for binding) may be placed on the inside edge.
Figure 249: Specifying the next style after the first page of a chapter 4) On the Page tab, specify a larger left margin for binding, and a larger top margin to move the chapter title down the page. Figure 250: Setting page margins and layout for the Right Page style 5) On the Header and Footer pages, be sure the Header on and Footer on options are not selected. Click OK to save your changes.
Figure 251: Setting page margins and layout for the Default page style 2) On the Header page of the Page Style: Default dialog box, select the Header on option and deselect the Same content left/right option. Click OK to save your changes. Figure 252: Setting up the header properties for the Default page style Step 3. Set up the Heading 1 paragraph style to start on a new right-hand page. 1) In the Styles and Formatting window, on the Paragraph Styles page, right-click on Heading 1 and select Modify.
Step 4. Start a new chapter. Apply the Heading 1 paragraph style to the first paragraph, which is the title of the chapter. Note By default, the Heading 1 paragraph style is assigned to Outline Level 1. The assignment of paragraph styles to outline levels is done through Tools > Outline Numbering. Step 5. Set up the page headers. 1) On a left page, put the cursor in the header and insert a page number field on the left (Insert > Fields > Page Number).
As with other styles, the main reasons for using list styles are consistency and speeding up your work. Although you can create simple lists quickly by clicking the Numbering On/Off or Bullets On/Off icons on the Formatting toolbar, and create quite complex nested lists using the icons on the Bullets and Numbering toolbar, the appearance of the resulting lists may not be what you want—and you might want to have more than one style of list.
Position page Use the Position page to fine tune the indentation and spacing of the the list item symbol and the text of the list item. This page is particularly effective when used in combination with the Options page. Figure 255: Position settings for a List style You can adjust the following settings for each individual level or all at once (to make them all the same). It is generally easier to adjust the settings in the order given below, instead of the order on the dialog box.
Tip In normal circumstances, setting the Numbering followed by distance to be equal to the Indent at distance works well. See Figure 256 for a graphic representation of the effects of the above parameters. Figure 256: A numbered list of CD tracks highlighting the various elements Position page for earlier versions of OOo If your document was created with an earlier version of OOo, or if the document was saved for compatibility reasons using the ODF file format version 1.
For any level other than Level 1, the Relative option causes the indentation to be measured from the start of the previous level rather than from the page margin. • Width of numbering: how much space is used by the numbering symbol. Writer reserves this space, even if only part of it is used. • Minimum spacing numbering <-> text: the spacing between the right edge of the numbering symbol and the text. If the spacing to text is not sufficient, Writer will honor this setting by expanding the numbering area.
Depending on the numbering style selected in the Numbering box (bullet, graphic, numbering), some of the following options become available on the page: • • • • Before: any text to appear before the number (for example, Step). After: any text to appear after the number (for example, a punctuation mark). Color: the color for the list marker (number or bullet character). Relative size: the size of the number relative to the size of the characters in the paragraph of the list.
To have full control, it is common practice to define three base paragraph styles for lists: List Start for the first element of the list, List Continue for the subsequent elements of the list, and List End for the last element of the list.
4) For Aligned at choose 1.5cm. (this refers to the alignment of the numbers) 5) For Indent at choose 4.0cm. (This sets the indentation of the whole list.) Click OK to finish. Applying the list style Now that the list style is available, it can be quickly applied to any list in the document: 1) If starting a new list, before pressing Enter to start a new line, double-click on the desired list style name in the Styles and Formatting window.
8 Chapter Working with Graphics 236
Graphics (images) in Writer When you create a text document using OpenOffice.org (OOo) Writer, you may want to include some illustrations. Illustrations (graphics) are added to documents for a wide variety of reasons: from supporting the description provided in the text—as used in this Guide—to providing an immediate visual representation of the contents, as is often found in a newspaper.
Preparing images for black-and-white printing If color images are to be printed in grayscale, check that any adjacent colors have good contrast and print dark enough. Test by printing on a black-and-white printer using a grayscale setting. Better still: change the “mode” of the image to grayscale, either in a photo editor or in Writer itself (see “Graphics mode ” on page 243). For example, the following diagram looks good in color. The circle is dark red and the square is dark blue.
This method embeds (saves a copy of) the image file in the Writer document. To link the file instead of embedding it, hold down the Control+Shift keys while dragging the image. Insert Picture dialog 1) Click in the OOo document where you want the image to appear. 2) Choose Insert > Picture > From File from the menu bar. 3) On the Insert Picture dialog, navigate to the file to be inserted, select it, and click Open. At the bottom of the dialog are two options, Preview and Link.
• Disadvantage – If you send the document to someone else, or move it to a different computer, you must also send the image files, or the receiver will not be able to see the linked images. You need to keep track of the location of the images and make sure the recipient knows where to put them on another machine, so the document can find them.
Inserting an image from the clipboard Using the clipboard, you can copy images into an OOo document from another OOo document and from other programs. To do this: 1) Open both the source document and the target document. 2) In the source document, select the image to be copied. 3) Move the mouse pointer over the selected image and press Control+C to copy the image to the clipboard. 4) Switch to the target document. 5) Click to place the cursor where the graphic is to be inserted.
Figure 261. Inserting an image from the Gallery By default, the Gallery is docked above the Writer workspace. To expand the Gallery, position the pointer over the line that divides it from the top of the workspace. When the pointer changes to parallel lines with arrows, click and drag downward. The workspace resizes in response. To expand the Gallery without affecting the workspace, undock it so it floats over the workspace.
Using the Picture toolbar When you insert an image or select one already present in the document, the Picture toolbar appears. You can set it to always be present (View > Toolbars > Picture). Picture control buttons from the Picture toolbar can also be added to the Standard Toolbar. See Chapter 17 (Customizing Writer) for more information. This toolbar can be either floating or docked. Figure 262 shows what the Picture toolbar looks like when it is floating.
Color Use this toolbar to modify the individual RGB color components of the image (red, green, blue) as well as the brightness, contrast, and gamma of the image. If the result is not satisfactory, you can press Control+Z to restore the default values. Table 5: Graphic filters and their effects Icon Name Effect Invert Inverts the color values of a color image or the brightness values of a grayscale image. Smooth Softens the contrast of an image. Sharpen Increases the contrast of an image.
Cropping images When you are only interested in a section of the image for the purpose of your document, you may wish to crop (cut off) parts of it. The user interface offered in Writer for cropping an image is not very friendly, so it may be a better choice to use a graphics package. Note If you crop an image in Writer, the picture itself is not changed. If you export the document to HTML, the original image is exported, not the cropped image.
Width and Height The Width and Height fields under either Scale or Image size change as you enter values in the Left, Right, Top, and Bottom fields. Use the thumbnail next to these fields to determine the correct amount by which to crop. Resizing an image The inserted image might not fit perfectly into the document if it is too big or too small. In these cases you can use Writer to resize the image. 1) Click the picture, if necessary, to show the green resizing handles.
For more accurate resizing, use either the Crop page of the Picture dialog box (Figure 263) or, for images, the Type page of the Picture dialog box. On the Crop page you can either adjust the following settings or use the settings in the Crop section as described on page 245. • Scale Width and Height: specify in percentages the scaling of the picture. The size of the image changes accordingly. For a scaled resizing, both values should be identical.
changes. You can also prevent the picture from being printed by deselecting the corresponding option. • Borders: use this page to create borders around the picture. The Borders dialog box is the same as the one used for defining table or paragraph borders. You can also add a shadow to the image if so desired. • Background: use this page to change the background color of the picture. This setting produces the desired results only for images with a transparent color.
Creating drawing objects To begin using the drawing tools, display the Drawing toolbar (Figure 265), by clicking View > Toolbars > Drawing. If you are planning to use the drawing tools repeatedly, you can tear off this toolbar and move it to a convenient place on the window.
1 Line 5 Line Color 9 To Foreground 13 Alignment 2 Arrow Style 6 Area 10 To Background 14 Change Anchor 3 Line Style 7 Area Style / Filling 11 Bring to Front 15 Ungroup 4 Line Width 8 Rotate 12 Send to Back 16 Group Figure 266. Drawing Object Properties toolbar To change the properties for an existing drawing object: 1) Select the object. 2) Continue as described above.
Positioning graphics within the text When you add a graphic to a text document, you need to choose how to position it with respect to the text and other graphics. The positioning of graphics is often rather time-consuming and may be very frustrating for both inexperienced and experienced users. As Writer is a word processor rather than a desktop publishing program, there are some limitations to the flexibility in positioning images and it takes time to get things exactly as you would like them.
Arranging graphics Arranging a graphic object means to determine its vertical position relative to other graphic objects or text. Arranging is only relevant when objects are overlapping. You can choose between four settings, plus a special setting for drawing objects: Bring to Front Places the graphic on top of any other graphics or text. Bring Forward Brings the graphic one level up in the stack (z-axis).
This method is similar to anchoring to a paragraph but cannot be used with drawing objects. As Character The graphic is placed in the document like any other character and, therefore, affects the height of the text line and the line break. The graphic moves with the paragraph as you add or delete text before the paragraph.
Page Wrap or Optimal Page Wrap The text flows around the image. Moving the image around the page causes the text to be rearranged to fill the space to the left and right of it. Optimal Page Wrap prevents text from being placed to the side of the image if the spacing between the image and the margin is less than 2 cm. Wrap Through Superimposes the image on the text. That is, the image is above the text.
Figure 269: The advanced wrap format options First paragraph Check this box if you want OOo to start a new paragraph after the image even if it could still wrap around the image. In background This option becomes available if Through Wrap is selected; it moves the image in the background. Contour Wraps the text around a custom contour rather than around the edge of the picture. This option is only available for Page or Optimal Page Wrap.
restart. You can also undo the previous steps or you can select the Edit Points button and adjust the contour shape point by point. For simple images, the AutoContour button does a decent job. If the contour has to be drawn around an area with the same or a similar color, you can select this region using the eyedropper. Select this tool, then click on a point in the image having the desired color. OOo automatically selects all the points which have the same or a similar color.
The process to obtain this is the following: 1) Insert the image into the document, then anchor it to the first paragraph. To move the anchor, select the image and move it until the anchor symbol is at the beginning of the paragraph. Do not worry about the position as that will be fixed in the next step. 2) Align the image so that the left margin of the image is in line with the paragraph indentation. This can be done with the mouse or using the advanced settings.
2) Insert an image of your choice and anchor it to the first paragraph. Adjust the alignment as desired then change the wrap type to Page Wrap. 3) Right-click on the picture to select the option Wrap > Contour, then rightclick again and select Wrap > Edit Contour from the pop-up menu. 4) Use the technique discussed in “Editing the contour” on page 255 to create a custom contour and click Apply. If needed, adjust the spacing between the edge of the image and the text.
Adding captions to graphics You can add captions to graphics in three ways: automatically, by using the Caption dialog box, or manually. Adding captions automatically You can set up OOo to add captions automatically whenever you insert a graphic, a table, or other objects into a document. You can choose which objects are captioned automatically, what the sequence name is for each caption (for example, “Table” or “Illustration”), and the position of the caption.
Using the Caption dialog box To add captions using the Caption dialog box: 1) Insert the graphic, then select it and click Insert > Caption. 2) Under Properties on the Caption dialog box (Figure 274), make your selections for the Category, Numbering, and Separator fields (Illustration, Arabic (1 2 3), and a colon (:), respectively, for the example in Figure 274 and type your caption text in the Caption text box at the top.
2) Right-click on the picture (not the frame surrounding picture and caption) and make sure that Anchor > To paragraph is selected. 3) Left-click on the picture and drag it below the caption. Tip You may wish to adjust the spacing above and below the caption text, to fine-tune the appearance of the picture and its caption. Adding captions manually If you need to save as *.
Creating an image map An image map defines areas of an image (called hotspots) with hyperlinks to web addresses, other files on the computer, or parts of the same document. Hotspots are the graphic equivalent of text hyperlinks (described in Chapter 12). Clicking on a hotspot causes OOo to open the linked page in the appropriate program (for example, the default browser for an HTML page; OOo Calc for a .ODS file; a PDF viewer for a PDF file).
• Tools for drawing a hotspot shape: these tools work in exactly the same way as the corresponding tools in the Drawing toolbar. • Edit, Move, Insert, Delete Points: advanced editing tools to manipulate the shape of a polygon hotspot. Select the Edit Points tool to activate the other tools. • Active icon: toggles the status of a selected hotspot between active and inactive. • Macro: associates a macro with the hotspot instead of just associating an hyperlink.
Figure 277. Gallery properties dialog box 4) On the Files page, click the Find Files button. The Select path dialog box opens. 5) You can enter the path for the file’s directory in the Path text box, or you can navigate to locate the file’s directory. Use the File type drop-down list to help limit the search. 6) Click the Select button to start the search. A list of graphic files is then displayed in the window. You can use the File type filter again to further limit the search. 7) Select the files to add.
9 Chapter Working with Tables 265
Introduction Tables are a useful way to organize and present large amounts of information, for example: • Technical, financial, or statistical reports. • Product catalogs showing descriptions, prices, characteristics, and photographs of products. • Bills or invoices. • Lists of names with address, age, profession, and other information. Tables can often be used as an alternative to spreadsheets to organize materials. A well-designed table can help readers understand better what you are saying.
Figure 278: Inserting a new table using the Insert Table dialog box Under Options, set up the initial table characteristics. Selecting the options in this section of the dialog produces the following results: • Heading — Defines the first row(s) in the table as headings. The default Table Heading paragraph style is applied to the heading rows and thus makes the text centered, bold, and italic.
Creating nested tables You can create tables within tables, nested to a depth only limited by imagination and practicality. Figure 279 demonstrates a simple, two-level example. To achieve this, simply click in a cell of an existing table and use any of the methods mentioned in “Inserting a new table” above. Figure 279: Nested table example. The shaded table is nested in a cell of the larger table.
Figure 280: Dialog box to configure the text to table conversion Example In this example we will convert the following text into a table. Row 1 Column 1; Row 1 Column 2; Row 1 Column 3 Row 2 Column 1; Row 2 Column 2; Row 2 Column 3 In this case, the separator between elements is a semicolon. By selecting the text and applying the conversion, we obtain the following result.
Default parameters If you create a table using the Insert Table dialog box or the Table icon on the Standard toolbar and activate the Heading option, the following defaults are set: • The cells in the heading row (or rows) use the Table Heading paragraph style. In the default template, the text is centered and set with a bold and italic font. • The remaining cells use the Table Contents paragraph style, which, in the default template, is identical to the Default paragraph style.
• Center: aligns the table in the middle between the left and right margins. If the table width is greater than the margin, the table will extend outside of the margins. • Manual: lets you specify the distances from both left and right margins under Spacing. Selecting an alignment option other than Automatic activates the Width field in the Properties section, where you can enter the desired size of the table. Select Relative to see the width as percentage of the text area.
Right-click on the table and choose Table from the pop-up menu or choose Table > Table Properties from the menu bar. On the Table Format dialog box, select the Columns tab. • Adapt table width: If a table already stretches to the page margins, it cannot stretch any wider and the Adapt table width option is not available. If the table is narrower, increasing the width of a column will increase the width of the whole table.
2) On the pop-up menu, choose Row > Insert or Column > Insert. This will display a dialog box where you can select the number of rows or columns to add, and whether they appear before or after the selected one. 3) Set Amount to the number of rows or columns to insert, and Position to Before or After. 4) Click OK to close the dialog box. Note Clicking on the Insert Row icon on the Table toolbar inserts one row below the selected one.
Borders have three components: where they go, what they look like, and how much space is left around them. • Line arrangement specifies where the borders go. If a group of cells is selected, the border will be applied only to those cells. You can specify individually the style of the border for the outside edges of the selected cells as well as for the the cell divisions.
• Shadow style properties always apply to the whole table. A shadow has three components: where it is, how far from the table it is cast, and what color it is. • If Merge adjacent line styles is checked, two cells sharing a common border will have their borders merged, rather than being side by side. Tip To reset everything if you are having problems with borders, right-click in the table and choose Table or choose Table > Table Properties from the menu bar.
4) In the For section, chose whether to apply the settings to cell, row, or table. • If you choose Cell, changes apply only to the selected cells, or the cell where the cursor currently resides. Even when selecting a group of cells, the background settings are applied to each cell individually. • If you choose Row, changes affect the entire row where the cursor resides. • If you choose Table, changes will set the background for the entire table, regardless of the cursor position or selected cells.
Displaying or hiding table boundaries A table boundary is a set of pale (usually gray) lines around the cells when viewed on-screen in OOo. These boundaries are not printed; their only function is to help you see where the table cells are. To display the table the same way on the screen as on the printed page, with no boundary lines, right-click on the table and choose Table Boundaries from the popup menu. Repeat this to have the boundaries appear again.
• Use the Text direction list to select the direction for the text in the cells. The most common setting is Left to right for Western languages. Note The phrase Use superordinate object settings means use the formatting settings from the paragraph before the table. Figure 286: Table Format dialog box: Text Flow page • Select the vertical alignment of the text in the table or the selected cells; the choices are to align with the top of the cell, the center of the cell, or the bottom of the cell.
Number formats The number format can be set for a whole table or group of cells. For example, cells can be set to display in a particular currency, to four decimal places, or in a particular date format. Number recognition specifies that numbers in a text table are recognized and formatted as numbers. If number recognition is selected, numbers are automatically bottom-right aligned. Number recognition option can be enabled under Tools > Options > OpenOffice.org Writer > Table.
Note Text rotation within table cells can also be achieved with the use of paragraph styles, discussed in greater detail in Chapter 7 (Working with Styles). Data entry and manipulation in tables Moving between cells Within a table, you can use the mouse, the cursor keys, or the Tab key to move between cells. The cursor keys move to the next cell only if there is no text in the way.
Just as in a spreadsheet, each table cell is identified by a letter (for the column) and a number (for the row). For example, cell C4 is the cell in the third column from the left and fourth row from the top. When the cursor is in a cell, this cell reference is displayed on the status bar. Tip Basic spreadsheet functions in tables are much the same as in OpenOffice.org Calc. The main difference is that cell references are formatted differently.
In our example, this gives the result 9 in the top left cell. For contiguous cells, you can simply select the cells in the row, column, or the rectangle of rows and columns. Thus, for example, to add a column of numbers, do this: 1) Type an equals sign = in an empty cell. 2) Select the cells to be added together—in this case the cells from A2 to A5. The formula should be something like =. 3) Press the Enter key or click the green tick (checkmark) on the Formula Bar.
You can also create your own category labels, formatting, and separators. For example, you might want your tables to be labeled as Fantasia, formatted with roman numerals, and using a period (‘.’) as a separator, as follows: Fantasia I. Interesting data Fantasia II. More interesting data Fantasia III. Yet more interesting data To accomplish this: 1) Open the Caption dialog box following the instructions above. 2) In the Category field, select the text and type the word Fantasia.
All of the features described above can also be set up to automatically apply to any new tables you create in your document. To automatically caption all your tables: 1) Place the cursor in a table. 2) Right-click and choose Caption > AutoCaption from the pop-up menu. 3) Select OpenOffice.org Writer Table and select the settings you want and click OK. This dialog box is covered in more detail in Chapter 2 (Setting up Writer).
Select from the list on the left the Format most suitable for your table and click OK to apply it. Clicking the More button opens another section of the dialog box where you can rename the selected table format scheme as well as decide which parts of the predefined formatting you want to apply to your table. You can selectively apply the number format, the font, the alignment, the border, or the pattern.
Merging and splitting tables One table can be split into two tables, and two tables can be merged into a single table. Tables are split only horizontally (the rows above the split point are put into one table, and the rows below into another). To split a table: 1) Place the cursor in a cell which will be in the top row of the second table after the split (the table splits immediately above the cursor). 2) Right-click and choose Split Table in the pop-up menu.
4) Move the cursor to the target position and click on it to fix the insertion point. 5) Press Control+V or click the Paste icon in the Standard toolbar. Moving a table To move a table from one part of a document to another part: 1) Click anywhere in the table. 2) From the main menu, choose Table > Select > Table. 3) Press Control+X or click the Cut icon in the Standard toolbar. (This step removes the contents of the cells but leaves the empty cells, which must be removed in step 6.
1 Table 9 Top 17 Select Column 2 Line Style 10 Center (vertical) 18 Select Row 3 Line Color (border) 11 Bottom 19 AutoFormat 4 Borders 12 Insert Row 20 Table Properties 5 Background Color 13 Insert Column 21 Sort 6 Merge Cells 14 Delete Row 22 Sum 7 Split Cells 15 Delete Column 8 Optimize 16 Select Table Figure 290: Table toolbar Table 6: Functions of the icons on the Table toolbar Name Description Table Opens the Insert Table dialog box where you can set up and insert a table into
Name Description Top Press this button to align the contents of the selected cells to the top of the cell. Center (vertical) Press this button to align the contents of the selected cells to the vertical center of the cell. Bottom Press this button to align the contents of the selected cells to the bottom of the cell. Insert Row Inserts a row below the selected row. Insert Column Inserts a column after the selected column. Delete Row Deletes the selected row(s) from the table.
10 Chapter Working with Templates 290
Introduction A template is a model that you use to create other documents. For example, you can create a template for business reports that has your company’s logo on the first page. New documents created from this template will all have your company’s logo on the first page.
Figure 291. Templates and Documents dialog box Creating a template You can create your own templates in two ways: from a document, and using a wizard. Creating a template from a document To create a template from a document: 1) Open a new or existing document you want to make into a template. 2) Add the content and styles that you want. 3) From the main menu, choose File > Templates > Save. The Templates dialog box opens (see Figure 292). 4) In the New template field, type a name for the new template.
Figure 292. Saving a new template Any settings that can be added to or modified in a document can be saved in a template. For example, below are some of the settings (although not a full list) that can be included in a Writer document and then saved as a template for later use: • Printer settings: which printer, single-sided or double-sided printing, paper size, and so on. • Styles to be used, including character, page, frame, numbering, and paragraph styles.
Figure 293: Creating a template using a wizard 2) Follow the instructions on the pages of the wizard. This process is slightly different for each type of template, but the format is similar for all of them. 3) In the last section of the wizard, you can specify the name and location for saving the template. The default location is your user templates directory, but you can choose a different location if you prefer.
Figure 294. Template management dialog box Updating a document from a changed template The next time that you open a document that was created from the changed template, the following message appears. Figure 295. Update styles message Click Update Styles to apply the template’s changed styles to the document. Click Keep Old Styles if you do not want to apply the template’s changed styles to the document (but see Caution notice below).
Note To re-enable updating from a template: 1) Use Tools > Macros > Organize Macros > OpenOffice.org Basic. Select the document from the list, click the expansion symbol (+ or triangle), and select Standard. If Standard has an expansion symbol beside it, click that and select a module. 2) If the Edit button is active, click it. If the Edit button is not active, click New. 3) In the Basic window, enter the following: Sub FixDocV3 ' set UpdateFromTemplate oDocSettings = ThisComponent.createInstance( _ "com.
Figure 296: Newly-added package of templates Setting a default template If you create a document by choosing File > New > Text Document from the main menu, Writer creates the document from the Default template for text documents. You can, however, set a custom template to be the default. You can reset the default later if you choose. Setting a custom template as the default You can set any template to be the default, as long as it is in one of the folders displayed in the Template Management dialog box.
Resetting Writer’s Default template as the default To re-enable Writer’s Default template as the default: 1) In the Template Management dialog box (Figure 294), select any folder in the box on the left. 2) Click the Commands button and choose Reset Default Template > Text Document from the drop-down menu. The next time that you create a document by choosing File > New > Text Document, the document will be created from Writer’s Default template.
4) In the Select Template window, find and select the required template and click Open. 5) Save the document. If you now look in File > Properties, you will see the new template listed at the bottom of the General page. Organizing templates Writer can only use templates that are in OOo template folders. You can, however, create new OOo template folders and use them to organize your templates. For example, you might have one template folder for report templates and another for letter templates.
Deleting a template You cannot delete templates supplied with OOo or installed using the Extension Manager; you can only delete templates that you have created. (If you have administrator privileges, you can delete any template.) To delete a template: 1) In the Template Management dialog box, double-click the folder that contains the template that you want to delete. A list of all the templates contained in that folder appears underneath the folder name. 2) Click the template that you want to delete.
11 Chapter Using Mail Merge Form letters, mailing labels, and envelopes 301
What is mail merge? OpenOffice.org (OOo) Writer provides very useful features to create and print: • Multiple copies of a document to send to a list of different recipients (form letters) • Mailing labels • Envelopes All these facilities, though different in application, are based around the concept of a registered “data source”, from which is derived the variable address information necessary to their function. This chapter describes the entire process.
Registering a data source For a data source to be directly accessible from within a Writer document, it must first be registered as described below. You only need to do this once; after that, the data source is available to all documents in OpenOffice.org. 1) From within any Openoffice.org document, or from the OpenOffice.org Start Center, choose File > Wizards > Address Data Source. 2) The choices on the first page of the wizard vary with your operating system.
4) In the Data Source Properties page, select the Database type. In our example, it is Spreadsheet. Click Next. Figure 300: Selecting the database type 5) In the next dialog box, click Browse and navigate to the spreadsheet that contains the address information. Select the spreadsheet and click Open to return to this dialog box. At this time you may wish to test that the connection has been correctly established by clicking on the Test Connection button (not shown in illustration).
8) Name the file in the Location field. The default is ...\Addresses.odb; but you may replace Addresses with another name if you wish. You may also change the name in the “Address book name” field. In our example, the name “Points” was used for both. Figure 303: Name the .odb file and the address book 9) Click Finish. The data source is now registered.
3) Find the data source that you wish to use for the form letter, in this case Points. Expand the Points and Tables folders, and select Sheet1. The address data file is displayed. Figure 304: Selecting the data source 4) Now create or modify the form letter by typing in the text, punctuation, line breaks, and so on that will be present in all of the letters.
5) Continue until you have composed the entire document. At this time you may wish to consider suppressing any blank lines that may appear in the resulting letters. If not, skip ahead to Step 7. Figure 306: The completed form letter 6) To suppress blank lines: a) Click at the end of the first paragraph to be suppressed and then choose Insert > Fields > Other. b) Select the Functions tab and then click on Hidden Paragraph in the Type column.
Figure 307: Hidden paragraph insertion The document is now ready to be printed. 1) Choose File > Print and respond with Yes in the message box. Figure 308: Confirmation message for merging database fields 2) In the Mail Merge dialog box (Figure 309), you can choose to print all records or selected records. To select records to be printed, use Ctrl+click to select individual records.
Figure 309: The Mail Merge dialog box Editing merged documents You may prefer to save the letters to a file, to allow for proofreading or some later formatting. To do this: 1) In the Mail Merge dialog box (Figure 309), select File in the output section, instead of using the default Printer selection. 2) This changes the dialog box to display the Save merged document section, where Save as single document is pre-selected. You can choose to save each letter as an individual document instead. 3) Click OK.
Printing mailing labels Before beginning this process, note the brand and type of labels you intend to use. Preparing for printing To prepare mailing labels for printing: 1) Choose File > New > Labels. 2) On the Options tab, ensure that the Synchronise contents option is selected. 3) On the Labels tab (Figure 310), select the Database and Table. Select the Brand of labels to be used, and then select the Type of label.
Figure 311: Move fields from Database field list to Label text area 5) Continue adding fields and inserting desired punctuation, spaces, and line breaks until the label is composed. Figure 312 shows the completed label. Figure 312: The completed label 6) Click New Document. You now have a new, single-page document containing a series of frames, one for each label of the selected type and filled with the data source address fields that you selected.
Removing blank lines from labels 1) First ensure that the label frames are showing the field contents (data source headings), rather than their underlying field names. If this is not the case, then either press Ctrl+F9 or choose View > Field Names to toggle the view. 2) Next, ensure that you can see non-printing characters, such as paragraph marks, line breaks and so on.
Caution The last paragraph of the label address block ends with a special field, Next record:Database.Table (Next record:Points.Sheet1 in our example), and the Hidden paragraph field MUST be inserted before this field. This can generally be accomplished by clicking at the end of the paragraph and then using the Left Arrow key once to skip back over it. A clue that you omitted this action is the observation that some records have been skipped and are missing from the final output.
However, you cannot edit all labels globally (for example, to change the font name for all records) by the technique of selecting the entire document. To achieve this result you have to edit the paragraph style associated with the label records as follows: 1) Right-click any correctly spelled word in a label record. Select Edit Paragraph Style from the pop-up menu. (Note: If you click on a misspelled word, a different menu appears.
Figure 313: Envelope formatting dialog box 4) You now have the choice of creating the Addressee fields by dragging and dropping from the data source headings (as described in “Creating a form letter” on page 305, and in particular in Figure 305) or using the facilities of the Envelope tab. If you prefer dragging and dropping, than click New Doc., drag your data source headings into the Addressee area on your new envelope and skip to step 7), otherwise continue with steps 5 and 6.
5) Select the Envelope tab (Figure 315). Figure 315: Choosing addressee and sender information for envelopes Verify, add, or edit the information in the Addressee and Sender boxes (Sender is the “from” on the envelope). You can use the right-hand dropdown lists to select the database and table from which you can access the Addressee information, in a similar fashion to that described for “Printing mailing labels”, paragraphs 3, 4 and 5 on page 310.
7) Quite often some of the fields in your address data source will be unused, leading to blank lines in your envelope Addressee area. If this is not important, you can skip the next few paragraphs and go straight to “Merging and printing the envelopes” on page 318, otherwise continue as described here. Tip a) b) c) d) e) The following procedure is very similar to that used for a similar purpose in the section on printing mailing labels. It is reproduced here for ease of reference.
Merging and printing the envelopes To merge addresses and print the envelopes: 1) Choose File > Print. A message box (Figure 308) appears. Click Yes. 2) The Mail Merge dialog box (Figure 309) appears. As with form letters and mailing labels, you can choose to print envelopes for one, several or all address records in the database. 3) Make your selections and then click OK to print direct to the printer.
although with experience you may find it more practical to use a draft you prepared earlier, which will allow skipping some steps. Select Use the current document and click Next. Figure 316: Select starting document Step 2: Select document type The wizard can produce letters or, if a Java Mail connection exists, email messages. You can see these options in Figure 317. In this example, we are producing a letter. Select Letter and click Next.
Step 3: Insert address block This is the most complex step in the wizard. In this step (Figure 318) you will do three things: 1) Tell the wizard which data source to use. The data source must be an existing file; in this example it is the “Points” spreadsheet created earlier. 2) Select the address block to use in the document. This means choosing which fields appear (for example, whether the country is included) and how they look. 3) Make sure that the fields all match correctly. This is very important.
If you already have an address list, as we have in the “Points” spreadsheet example, but which is not the one you wish to use, click Add and select the file in which it resides. In each of the above cases a new data source will be created and registered. Figure 319: Select address list dialog box 3) Select the address list and click OK to return to step 3 of the wizard. For this example, the preceding steps are all you need to do. The wizard can also exclude certain records; click Filter to choose them.
Figure 320: Select address block 3) In the New Address Block dialog box (Figure 321), you can add or delete address elements using the arrow buttons on the left. To move elements around, use the arrow buttons on the right. For example, to add an extra space between first and last names in Figure 321, click and then click the right arrow button.
box to step through the addresses, checking that they display correctly. Do not assume that all the records display correctly, just because one or two do. Check them all if you can, or at least a good proportion. 2) If the addresses do not display correctly (and they probably will not right away), click Match Fields. Figure 322: Match fields dialog box The Match Fields dialog box has three columns: • Address Elements are the terms the wizard uses for each field, such as and .
Step 4: Create salutation The salutation is the initial greeting, for example, Dear Mr Jones. In step 4, select the salutation that will appear in the letter. Figure 323: Create a salutation You can use a different greeting for men and women. To do this, Writer must have some way of knowing whether a person is male or female. In our spreadsheet we had a column called Sex. In the section Address list field indicating a female recipient, set the field name to Sex and the field value to F.
Figure 324: Adjust layout Step 6: Edit document and insert extra fields In step 6 you have another opportunity to exclude particular recipients from the mail merge, as shown in Figure 325. Figure 325: Edit document You can also edit the body of the document. If you started with a blank document, you can write the whole letter in this step. Click Edit Document to shrink the wizard to a small window (Figure 326) so you can easily edit the letter.
Figure 326: Minimized mail merge wizard You need to perform another important task in this step. The wizard only inserts information from the name and address fields, but you may wish to add additional data. In our example, we want to tell each person how many points they had accumulated during the year; that information is in the spreadsheet. To do this: 1) Click Edit Document in step 6 of the wizard. 2) Choose Insert > Fields > Other. The Fields dialog box opens.
Step 7: Personalize documents In step 7, OOo creates all your letters, one per recipient. Clicking the Edit individual Document button here is similar to step 6. The difference is that you now edit a long file containing all of the letters, so you can make changes to a particular letter to one person. In this step of the Mail Merge wizard, click Find to open a dialog box that allows searches within the document, perhaps for an individual addressee.
Figure 329: Personalize document Figure 330: Step 8: Save, print or send The merged document can now be saved by selecting Save merged document. This will reveal the Save merged document settings section, from which you can select to save either as one large file containing all the individual, generated letters or as a separate file for each letter. 328 OpenOffice.org 3.
Figure 331: Saving a merged document When you have saved the merged document, you can print the final letters now or later; and you can still manually check and edit the letters if necessary. If you elect to print at this stage, the dialog box shown in Figure 332 appears; it should be selfexplanatory.
12 Chapter Tables of Contents, Indexes, and Bibliographies 330
Introduction This chapter describes how to create and maintain a table of contents (TOC), an index, and a bibliography for a text document using OpenOffice.org Writer. To understand the instructions, you need to have a basic familiarity with Writer and styles (see Chapters 6 and 7). This chapter does not cover all the possible ways to use the features available through the TOC/Index dialog boxes in Writer.
go to Tools > Options > OpenOffice.org > Appearance, then scroll down to the Text Document section and deselect the option for Index and table shadings. This change may leave a gray background showing behind the dots between the headings and the page numbers, because the dots are part of a tab. To turn that shading off, go to Tools > Options > OpenOffice.org Writer > Formatting Aids and deselect the option for Tabs. • If you cannot place the cursor in the TOC, choose Tools > Options > OpenOffice.
You can also access this dialog box at any time by right-clicking anywhere in an existing table of contents and choosing Modify from the pop-up menu. The Insert Index/Table dialog box has five pages. Each of them covers a different aspect of the TOC structure and appearance: • Use the Index/Table page to set the attributes of the TOC, most importantly the type of index. • Use the Entries and Styles pages to format the entries in the TOC. • Use the Columns page to put the TOC into more than one column.
Choosing the scope of the table of contents The for drop-down list in the Create index/table area, allows you to select whether the TOC will cover all the document's headings (Entire document) or just the headings of the chapter where it is inserted. Writer identifies a “chapter” as all the headings between two first level outline headings (normally Heading 1).
Entries page Use the Entries page to define and format the entries in the TOC. Each outline level can be styled independently from the other levels by adding and deleting elements. Figure 335. Entries page of Insert Index/Table dialog box Click on a number in the Level column to select the outline level whose elements you want to format. This will display the Structure line which contains the elements included in the entries for that level.
2) Click one of the five buttons just below the Structure line. (For example, to add a tab, click the Tab stop button.) A button representing the new element appears on the Structure line. 3) To add custom text, such as the word Chapter, type the text in the white field. Changing elements To change an element in the Structure line, click the button representing that element and then click the element that you want to substitute in the row of buttons just below the Structure line.
2) On the Structure line, click the button representing the element to which you want to apply a style. 3) From the Character Style drop-down list, select the desired style. To view or edit the attributes of a character style, select the style from the Character Style drop-down list and then click the Edit button. Tip The default character style for hyperlinks is Internet Link, which by default is underlined and shown in blue.
3) Click the < button to apply the selected paragraph style to the selected outline level. The style assigned to each level appears in square brackets in the Levels list. To remove paragraph styling from an outline level, select the outline level in the Levels list box, and then click the Default button. To view or edit the attributes of a paragraph style, click the style in the Paragraph Styles list box, and then click the Edit button.
Adding a graphic To add a graphic to the background of the table of contents: 1) From the As drop-down list, select Graphic. The Background tab now displays the graphics options, as shown below. 2) Click the Browse button. The Find graphics dialog box opens. 3) Find the graphic file you want and then click the Open button. The Find graphics dialog box closes and the selected graphic appears in the graphic preview box on the right-hand side of the Background tab.
Maintaining a table of contents This section shows you how to: • Edit an existing TOC • Update a TOC when changes are made to the document • Delete a TOC Editing a table of contents To edit an existing TOC: 1) Right-click anywhere in the TOC. 2) From the pop-up menu, choose Edit Index/Table. The Insert Index/Table dialog box (Figure 333 on page 332) opens and you can edit and save the table as described in the previous section. Tip If you cannot click in the TOC, it is probably because it is protected.
1) Open the Navigator (press F5). 2) Click the expansion symbol (+ sign or triangle) next to Indexes. 3) Right-click on Table of Contents1 and choose Index > Edit. Updating a table of contents Writer does not update the TOC automatically, so after any changes to the headings, you must update it manually. To update a TOC when changes are made to the document: 1) Right-click anywhere in the TOC. 2) From the pop-up menu, choose Update Index/Table. Writer updates the TOC to reflect the changes in the document.
beginning of a word, clicking on the Entry text box inserts the word into the text box. 3) Click Insert to create the entry. Figure 341. Inserting an index entry See “Customizing index entries” on page 343 for an explanation of the fields on this dialog box. You can create multiple entries without closing the dialog box. For each one: 1) 2) 3) 4) Click at the location in the document that you want to index. Click again on the dialog box. Change the entry if needed, and click Insert.
Creating an alphabetic index quickly Now that you have some index entries, you can create the index. Although indexes can be customized extensively in Writer, most of the time you need to make only a few choices. To create an index quickly: 1) Click in the document where you want to add the index and click Insert > Indexes and Tables > Indexes and Tables. 2) In the Type box on the Index/Table page (Figure 343), select Alphabetical Index.
Apply to all similar texts Select this option to have Writer automatically identify and mark any other word or phrase that matches the current selection. The Match case and Whole words only options become available if this option is selected. Use this option with care, as it may result in many unwanted page numbers (for minor uses of a word) being listed in the index. Example of using an index key An index key is a primary entry under which subentries are grouped.
4) From the drop-down list in the Create index/table area, select Entire document. You can also choose to create an index for just the current chapter. Figure 343. Index/Table page of Insert Index/Table dialog box 5) Various other options determine how the index handles entries: • Combine identical entries. Defines how identical entries are dealt with.
Entries page Use the Entries page to set exactly how and what will be displayed for each of the entries. The page is similar to Figure 344. Figure 344. Entries page for creating an alphabetical index To begin, click a number in the Level column to select the index level whose elements you want to format. (You will be able to apply your changes to all index levels later.) The Structure line displays the elements for entries in that level.
Changing elements To change an element in the Structure line, click the button representing that element and then click the element that you want to substitute in the row of buttons just below the Structure line. For example, to change entry text to a tab stop, click the E# button on the Structure line (it shows then as being pressed) and then click the Tab stop button in the row of available elements.
Styles, Columns and Background pages Refer to “Styles page” on page 337, the Columns page on page 338 and “Background page” on page 338. Columns page Use the Columns page to change the number of columns for the index. Figure 345. Columns page of the Insert Index/Table dialog box Adding multiple columns To display the index in more than one column: 1) Either enter the number of columns desired in the box labeled Columns or select the icon representing the number of columns.
Maintaining an index To modify the appearance of an index: 1) Right-click anywhere in the index. 2) From the pop-up menu, choose Edit Index/Table. The Insert Index/Table dialog box opens and you can edit and save the index using the five tabs described in the previous section. To update or delete an index, follow the process described in the sections “Updating a table of contents” and “Deleting a table of contents” on page 341.
To create other indexes: 1) Place the cursor where you want the index created. 2) Select Insert > Indexes and tables > Indexes and tables from the menu bar. 3) On the Insert Index/Table dialog box, in the Type drop-down list, select the index wanted. 4) Modify the various pages, which are very similar to those discussed in previous sections. 5) Select OK when everything has been set.
Figure 348: Entries tab for Illustration Index 5) Click OK. The result is shown below. Figure 349: Resulting index of illustrations Bibliographies A bibliography is useful for displaying references used throughout a document. These references are either stored in a bibliographic database or within the document itself. This section shows you how to: • • • • Create a bibliographic database; add and maintain entries. Add a reference into a document. Format the bibliography.
Creating a bibliographic database Although you can create references within the document itself, creating a bibliographic database allows reuse in other documents and saves a lot of time. Select Tools > Bibliography Database. A window similar to that in Figure 350 is shown. You can use the top portion of this window to: • Filter for specific records within the database (see “Filtering records” below). • Change some details of columns in the database (see “Changing column details”).
Figure 351. Setting up a filter for the bibliographic database Changing column details To change the details of columns in the bibliographic database, click the Column Arrangement button near the top of the window. The Column Layout for Table biblio dialog box is displayed. Figure 352.
Changing field details You can make changes to the bibliography database (for example, rename fields or change the length of fields) by doing the following: 1) In the main document (not the Bibliography Database window), press F4 or click View > Data Sources to open the data source window, similar to Figure 354. 2) Make sure that the Bibliography database is selected as well as the correct table. You may have to expand some levels to be able to select the correct ones. Figure 354.
6) You can now select each of the rows and modify the Field Properties as required. 7) When finished, you will be asked to confirm that you want the changes saved. Note For more information on how to use OOo’s database features, see Chapter 8 (Getting Started with Base) in the Getting Started guide. Figure 356.
Maintaining entries in the database To maintain entries in the database, use the Bibliography Database window as in the previous section. Click on the appropriate field and modify the text as appropriate. Modified entries are saved automatically to the database when the cursor moves off the record.
Formatting the bibliography Formatting the bibliography involves choices made in two places: • Insert Index/table dialog (covered in this section) • Bibliography 1 paragraph style (see page 359) To create the bibliography: 1) Place the cursor at the point where you wish to insert the bibliography. 2) Select Insert > Indexes and Tables > Indexes and Tables and change the Type to Bibliography, to see a dialog box similar to that shown below. Figure 358.
4) Select the type of brackets that you want for the referenced entries shown within the body of the document. 5) Define the sorting you require. Currently only alphanumeric sorting is supported. Sorting by the the sequence that entries appear in the text is done on the Entries page. Entries page The structure of this page is similar to that for tables of contents and indexes (see Figure 347).
Generating the bibliography To generate the bibliography so that it appears in your document, click OK. The Insert Index/Table dialog box closes and the bibliography appears in your document. Defining the paragraph style for the bibliography You can modify the Bibliography 1 paragraph style to suit your requirements. For example, to number the entries in the bibliography list, you need to define a numbering style and link that numbering style to the Bibliography 1 paragraph style.
Figure 361: Setting the spacing between the margin and the text Figure 362: Applying a numbering style to a paragraph style Now when you generate the bibliography, the list will look something like the one shown in Figure 363. Figure 363: Result of settings for Bibliography 1 paragraph style 360 OpenOffice.org 3.
Updating and editing an existing bibliography To modify the display of bibliography entries: 1) Right-click anywhere in the bibliography. 2) From the pop-up menu, choose Edit Index/Table. The Insert Index/Table dialog box opens and you can edit and save the table using the five pages described in Formatting the bibliography on page 357. To update or delete the bibliography, follow the same process as described in the sections “Updating a table of contents” and “Deleting a table of contents” on page 341.
13 Chapter Working with Master Documents 362
Why use a master document? Master documents are typically used for producing long documents such as a book, a thesis, or a long report. A master document (*.ODM) joins separate text documents (*.ODT) into one larger document, and unifies the formatting, table of contents (TOC), bibliography, index, and other tables or lists.
Tip If you use the same document template for the master document and its subdocuments, the subdocuments will look the same when they are loaded into the master document as they do when viewed as individual files. When you modify or create a style, make the change in the template (not in the master document or any of the subdocuments). Then when you reopen the master document or a subdocument, the styles will update from the template.
a) Navigate to the folder where you want to save the master document and its subdocuments (or create a new folder). b) Type a name for the master document in the File name box. c) In the separated by: list, choose the outline level where the file should be split into subdocuments. Usually this is Outline: Level 1 for a chapter heading, but your document may be structured differently.
How to do it: Use one of the techniques described in “Starting with no existing documents” below to create a blank master document and insert the other documents as subdocuments of the master document. Starting with no existing documents When you start with no existing documents, you can set up everything the way you want from the beginning. Follow these steps, in the order given. Each step is explained in detail in the following subsections. Step 1. Plan the project Step 2. Create a template Step 3.
One or more templates for master and subdocuments. If you are starting a new project, create the master document and all the subdocuments from the same template. Not using the same template can create style inconsistencies that could cause your document not to look like you expect. For example, if two subdocuments have a style with the same name that is formatted differently in each document, the master document will use the formatting from the first subdocument that was added. Page numbering.
Step 4. Create subdocuments A subdocument is no different from any other text document. It becomes a subdocument only when it is linked into a master document and opened from within the master document. Some settings in the master document will override the settings in a subdocument, but only when the document is being viewed, manipulated, or printed through the master document.
Figure 365: Inserting a page break between the title page and the copyright page 2) Type the contents of the copyright page (or leave placeholders). With the insertion point in the last blank paragraph on the page, insert another manual page break, this time setting the page style to Table of Contents page. 3) On the Table of Contents page, leave a blank paragraph or two or insert a TOC (Insert > Indexes and Tables > Indexes and Tables).
Figure 366: Inserting a subdocument into a master document using the Navigator A standard File Open dialog box appears. Select the required file (which you created in Step 3) and click OK. This example uses 7 chapters and a preface; we will load Chapter 7 first, as suggested in the Tip above. The inserted file is listed in the Navigator before the Text item, as shown in Figure 367.
Step 7. Add table of contents, bibliography, index You can generate a table of contents, bibliography, or index for the book, using the master document. You must insert these items into a text section in the master document. For more about these document elements, see Chapter 12 (Creating Tables of Contents, Indexes, and Bibliographies).
• Page numbering sequential through the rest of the book To set up a master document to produce such a book, you need to define a different paragraph style for the heading of the first chapter and assign two special characteristics to it. Example Each chapter may start with a Heading 1 paragraph, set up on the Text Flow tab of the Paragraph Style dialog box to start on a new page (Figure 370). The Page number is set to 0, with the effect that numbering continues from the number of the previous page.
Outline level to Level 1 (Figure 373). This ensures that the heading will appear in the Table of Contents along with the other chapter headings. (The Numbering Style for this heading is None, as it was not assigned an outline level through the Outline Numbering dialog box. Now, assign the new style to the first paragraph of Chapter 1, and you’re done.
Editing subdocuments You cannot save edits made to a subdocument from within the master document. Instead, you must open the subdocument, either by double-clicking on it in the master document’s Navigator, or by opening it from outside the master document. Then you can edit it just as you would edit any other document.
Figure 374: Finding the field name for a heading Using bookmarks Bookmarks are listed in the Navigator and can be accessed directly from there with a single mouse click. To insert a bookmark: 1) Select the text you want to bookmark. Click Insert > Bookmark. 2) On the Insert Bookmark dialog box, the larger box lists any previously defined bookmarks. Type a name for the new bookmark in the top box. Click OK. Figure 375: Inserting a bookmark Setting references 1) Click Insert > Cross-reference.
Figure 376: Setting text to be used as a target for a cross-reference 3) Click in the document and highlight the text of the first heading to be used as a target for a cross-reference. Click on the Fields dialog box. The text of the heading will appear in the Value box in the lower right of the dialog box. In the Name box, type some text by which you can identify this heading. 4) Click Insert. The text you typed in the Name box now appears in the Selection list. 5) Repeat steps 3 and 4 as often as required.
Figure 377. Fields dialog box showing manual entry of field name 5) Click Insert, type any text you want to appear between the reference and page number (such as “on page”), and then insert another reference with the Page format. Nothing will appear in the subdocument except tiny gray bars indicating the fields. When you hover the mouse pointer over one of these fields, you will see the field name.
Within the master document, navigate to the page of the subdocument on which you inserted the cross-reference field. You should now see the text of the cross-reference appear in the spot where you inserted it, because within the master document, the subdocument can find the target of that field reference. Figure 380. Field contents visible This technique also works if you open a subdocument directly in step 2 (that is, not from within the master document) and insert a cross-reference field.
Figure 381. The Navigator for a text document (left) and for a master document (right) Creating one file from a master document and its subdocuments Master documents are .odm files containing linked subdocuments, which are in .odt format. Although linked files are very useful when writing and editing a large document such as a book, sometimes you might need to have a copy of the entire book in one file. To export a master document to a .odt file (without affecting the original .
Figure 382: Exporting a master document to an OpenDocument Text (.odt) file 3) Close the master document and open the new .odt file, updating all links. 4) Choose Edit > Links from the menu bar. Tip If the Links command is grayed-out, the cursor is probably in a writeprotected part of the document (for example, in one of the linked documents). Move the cursor into a part of the document that is not write-protected; the Links command then becomes available.
Problem solving Some combinations of choices do not work together, and some techniques that affect master documents are not at all obvious. This section describes some problems and what to do about them. Anchoring pictures to a page The problem A picture (graphic) anchored “to page” in a subdocument is not displayed in the master document although it always appears correctly in the subdocument.
Restarting list numbering when using custom styles The problem When custom numbering styles are used for lists, the first item in the first list in a file continues numbering from the last list in the previous chapter. The solution You need to explicitly set the first list item to restart numbering at 1. However, if you right-click on the paragraph and choose Restart numbering, the setting is not saved when the file is saved. (This works for other lists in a document, but not the first.
14 Chapter Working with Fields 383
Introduction to fields Fields are extremely useful features of Writer. They are used for a variety of purposes; for example, data that changes (such as the current date or the total number of pages) or might change (the name of a product or book under development), user-defined numbering sequences, automatic cross-references, and conditional content (words or paragraphs that are visible or printed in some conditions but not others). Index entries are also fields.
The Internet page is relevant only to HTML documents (Writer/Web). The file sharing options on the Security page is discussed elsewhere in this book. Use the Description and Custom Properties pages to hold: • Metadata to assist in classifying, sorting, storing, and retrieving documents. Some of this metadata is exported to the closest equivalent in HTML and PDF; some fields have no equivalent and are not exported. • Information that changes.
Tip To change the format of the Date value, go to Tools > Options > Languages and change the Locale setting. Be careful! This change affects all open documents, not just the current one. Figure 387: Custom Properties page, showing drop-down lists of names and types Using other fields to hold information that changes One way that people use fields is to hold information that is likely to change during the course of a project.
To insert one of these fields, select it in the Type list and then select from the Select and Format lists if choices appear. Finally, click Insert.
Tip Although these fields are often used to hold information that changes, you can make the content unchangeable by selecting the Fixed content option (visible in Figure 388, lower right) when inserting the field. If necessary, you can come back to this dialog box later and deselect this option to make the field variable again. Using AutoText to insert often-used fields If you use the same fields often, you will want a quick and easy way to insert them. Use AutoText for this purpose.
Create a number range variable To create a number range variable using Arabic (1, 2, 3) numbers: 1) Place the insertion point in a blank paragraph in your document. 2) Choose Insert > Fields > Other and select the Variables page. Figure 391: Defining a number range variable 3) In the Type list, select Number range. In the Format list, select Arabic (1 2 3). Type whatever you want in the Name field. (We have used Step in this example.) 4) Click Insert.
have the next item be step 2), you need to delete the contents of the Value box after inserting Step 1. Figure 392: Defining a field to restart a number range variable Use AutoText to insert a number range field You certainly do not want to go through all of that every time you want to put in a step number. Instead, create two AutoText entries, one for the Step = Step=1 field (call it Step1, for example) and one for the Step = Step+1 field (StepNext).
update fields, all the references will update automatically to show the current wording or page numbers. Tip Some people use Writer’s Hyperlink feature for cross-references, but it has the major disadvantage that the visible text of the hyperlink does not change if you change the text of the item to which it links. For that reason, you are advised to use cross-references in most situations.
4) Click on the required item in the Selection list, which shows both automatically created entries (for example Headings) as well as user-defined references (for example bookmarks). 5) In the Insert reference to list, choose the type of reference required. The choices vary with the item being referenced. For headings, usually you will choose Reference (to insert the full text of the heading) or Page (to insert the number of the page the heading is on).
Preparing items as targets for cross-referencing Occasionally you might want to insert a cross-reference to something that is not automatically shown on the Cross-references page. Before you can insert a crossreference to such an item, you must prepare the item as a target to be referenced. To do this, you can either use bookmarks or set references. After a target has been defined, you can cross-reference to it as described on page 391.
Figure 395: Setting text to be used as a target for a cross-reference 3) Click in the document and highlight the text of the first item to set as a target for a cross-reference. Click on the Fields dialog box. The text of the item will appear in the Value box in the lower right. In the Name box, type some text by which you can identify this item. 4) Click Insert. The text you typed in the Name box now appears in the Selection list. 5) Repeat steps 3 and 4 as often as required.
Figure 396: Inserting the current chapter name and number into your document • You can insert cross-references to other heading levels by specifying a value in the Level box in the lower right of the Document page of the Fields dialog box (Figure 396). That is, Level 1 = Heading 1, Level 2 = Heading 2, and so on. Note A cross-reference field in the header of a page picks up the first heading of that level on the page, and a field in the footer picks up the last heading of that level.
Using fields instead of outline numbering for appendix numbering Chapter 6 (Introduction to Styles) describes how to use paragraph styles to define a hierarchy of headings to be included in a table of contents. This method has one major limitation: only one paragraph style can be selected for each heading level, and only one numbering sequence can be specified in Tools > Outline Numbering.
Tricks for working with fields Keyboard shortcuts for fields Here are some handy keyboard shortcuts to use when working with fields: Ctrl+F2 Ctrl+F8 Ctrl+F9 F9 Open the Fields dialog box. Turn field shadings on or off. Show or hide field names. Update fields. Fixing the contents of fields You can specify Fixed content for many items on the Document and DocInformation pages so the field contents do not update.
include graphics or edit the text except in the field dialog (not in the body of the document). You also cannot format part of the text (for example, bolding one word but not the others), but you can format the field to affect all of the field contents (for example, bolding all of the words). You cannot include a cross-reference or other field in the text. Hidden text With hidden text (a word, phrase, or sentence), you have only two choices: show or hide.
You cannot use internal variables (for example, page number or chapter name) to formulate conditions. The examples in this chapter use user-defined variables. Define a logical expression (condition) involving the selected variable The condition compares a specified fixed value with the contents of a variable or database field. To formulate a condition, use the same elements as you would to create a formula: operators, mathematical and statistical functions, number formats, variables, and constants.
Figure 398: Defining a variable to use with conditional content 5) A small gray mark should be visible where you inserted the field. Hover the mouse pointer over this mark and you will see the field formula ProLite = Lite. We will come back to this field later. Tip Because the gray mark is so small, you may have trouble finding it again, especially if you have other fields in the document.
3) As shown in Figure 399, type ProLite EQ "Lite" in the Condition box, Great Product Lite in the Then box, and Great Product Pro in the Else box. Note These fields are case-sensitive, and quotation marks are required around a text value such as Lite. 4) Click Insert to insert the field, then click Close. You should see Great Product Lite in your text.
Figure 400: Creating a condition for hidden text Hidden paragraphs Tip To enable hidden paragraphs, remove the check mark from View > Hidden Paragraphs. When this option is selected, any hidden paragraph you create will always be hidden, whether its condition is true or not. A paragraph is hidden if the condition is true. To hide a paragraph: 1) Click in the paragraph to be hidden. 2) Choose Insert > Fields > Other and select the Functions page (Figure 400). 3) Select Hidden paragraph in the Type list.
To show a hidden section so you can edit it: 1) Choose Format > Sections. 2) On the Edit Sections dialog box (similar to the Insert Section dialog box), select the section from the list. 3) Deselect Hide, and then click OK. You can now edit the contents of the section. Afterwards, you can choose Format > Sections again and select Hide to hide the section again. To show all the hidden sections so you can edit them, change the value of the variable to something that the conditions will not recognize.
Figure 402: Changing the value of the variable Tip To turn on automatic updating of fields, choose Tools > Options > OpenOffice.org Writer > General, and select Fields under Update: Automatically. Using placeholder fields A placeholder field prompts you to enter something (text, a table, a frame, a graphic, or an object).
Figure 403: Inserting a placeholder field Because the field is a graphics placeholder, when you click on the field in the document, the Insert picture dialog box opens, prompting you to select a graphic (picture). When you select a picture and click Open, the picture replaces the field in the document.
Figure 404: Inserting an input field To edit the field’s reference, right-click on the field and choose Fields from the popup menu. This opens the Edit Fields: Functions dialog box. Figure 405: Editing an input field Input list An input list is a text field that displays one item from a list. To insert an input list field into a document: 1) Choose Insert > Fields > Other; on the Functions page, choose Input list in the Type list. 406 OpenOffice.org 3.
Figure 406: Defining an input list field 2) Type the names of the list items in the Item box on the upper right, clicking Add after each item. The items then appear in the Items on list box. To change the order of the items, select an item and click the Move Up or Move Down buttons. 3) Type the name of the list in the Name field on the lower right. 4) Click Insert. To display the Choose Item dialog box, click the Input list field.
To add, edit, and remove items from this list, and change their order in the list, click the Edit button in the Choose Item dialog box. This displays the Edit Fields: Function dialog box. Figure 408: Editing the items on an input list To quickly edit all input fields and lists in a document, press Ctrl+Shift+F9. The first input field or list in the document opens. Clicking OK or Next moves to the next input field or list. After the last input field or list, clicking Next or OK returns you to the document.
15 Chapter Using Forms in Writer 409
Introduction to forms This chapter covers the use of forms within Writer documents. Most of the information here also applies to forms in other OpenOffice.org components, but there are some differences. The chapter presents information on using forms in four main sections: setting up a basic form, an example for creating a form, linking a form to a data source, and finally some advanced techniques. OpenOffice.org forms cover a lot of ground and not everything is included here.
Alternatives to using forms in Writer In OpenOffice.org 3.x, the Base component provides an alternative way to access a data source. There are a lot of similarities between forms in Base and Writer, but one may be better for a particular task than the other. Base is appropriate only if the form accesses a data source; you would not use it for simple forms. Most other OpenOffice.org components—Calc, Impress, and Draw—also support forms in almost the same way that Writer does.
Activate design mode Click the Design Mode On/Off button on the Form Controls toolbar to turn design mode on. (Click it again when you want to turn it off.) This activates the buttons for inserting form controls and selects controls for editing. When design mode is off, the form behaves as it would for the end user. Buttons can be pressed, check boxes selected, list items selected, and so on. Insert form controls 1) To insert a form control into the document, click the control’s icon to select it.
• Some controls have visible labels, such as Push Button and Option Button. The label text can be set. • The List Box contains a list of options to choose from. Set these in the List entries box. Notice the scroll bar in this dialog box. You can use the scroll bar or enlarge the dialog box to see additional fields. Figure 410: Example of the Properties dialog box for a form control Use the form To use the form, leave design mode by clicking the Design Mode On/Off button to deactivate it.
Form Control toolbar Check Box A box that can be selected or deselected on the form. You can label the box. Text Box A control to create a box into which the form user can type any text. Formatted Field Push Button Option Button List Box A control allowing numeric formatting options. For example, you can set maximum and minimum values for the number entered, or the number type (decimal places, scientific, currency). Creates a button that can be linked to a macro.
More Controls toolbar Spin Button Allows form users to choose a number by cycling through the list of numbers. You can specify maximum, minimum, default, and the step between numbers. This control is not commonly used in Writer, as the number is not displayed. In Calc, however, a Data tab appears on the Control Properties dialog box, so you can link the spin button to a cell. Scrollbar Creates a scrollbar, with a number of options to define the exact appearance.
More Controls toolbar Table Control Table Control is only useful with a data source. If no data source is specified, you will be prompted to choose one in the Table Element Wizard. You then pick the fields to display and, when design mode is off, the data appears in the table. The table also includes controls to step through the records. Records can be added, deleted, and modified in the table.
Form Design toolbar Open in Design Mode Opens the current form in design mode (to edit the form rather than entering data into it). If activated, focus is set to the first form control. Automatic Control Focus Position and Size Change Anchor Alignment Display Grid Snap to Grid Guides when Moving Chapter 15 Using Forms in Writer Launches the Position and Size dialog box, allowing you to specify both by typing in precise values, rather than dragging the control.
Example: a simple form Create the document Open a new document (File > New > Text Document). It is a good idea to write down the outline of the document, without form controls, though of course it can easily be changed later. Figure 411: Initial document without form controls Add form controls The next step is to add the form controls to the document. We will have four controls: • • • • Name is a text box Sex is two option buttons, male or female. Favourite shape is a list of options.
Figure 412: Specifying names for option fields b) On the next page, select the option No, one particular field is not going to be selected. Click Next>>. Figure 413: Selecting a default field c) Give a value to your fields. Typically, you would give one field the value 1 and the other field the value 2. If there are more than 2 option fields, you would give them values of 3, 4, and so on. Click Next >>.
Figure 415: Create Caption Option 6) Now create the list box. On the Form Controls toolbar, click the Wizards On/Off button to turn wizards off. Click the List Box button and draw a list box by Favourite Shape in the document. This will just be an empty pane for now. 7) Finally create four check boxes by All shapes you like. Click on the Check Box button and then draw out four check boxes, side by side across the page. You should now have a document looking something like Figure 416.
Configure form controls No further configuration is required to the Name and Sex fields, but you could, if you wish, give a name to each control and change the appearance of the controls. The list box must be configured to add the list of options. The check boxes must be configured to add in the names (instead of Check Box, Check Box1, and so forth). Following are instructions to configure these controls: 1) Be sure design mode is on.
Figure 418: Top part of Properties dialog box for a check box 6) Close the Properties dialog box. 7) Turn design mode off and close the two Controls toolbars. You have now completed the form, which should look something like Figure 419. Figure 419: Completed form Finishing touches The form is complete, but you are free to make further changes to the document. If you were sending this out to other people to complete, you would probably want to make the document read-only.
Accessing data sources The most common use for a form is as the front end of a database. You can provide a form that allows users to enter information into a contacts database and, because it is part of a Writer document, the form can contain graphics, formatting, tables, and other elements to make it look just the way you want. Modifying the form is as simple as editing a document. OpenOffice.org can access numerous data sources. These include ODBC, MySQL, Oracle JDBC, spreadsheets and text files.
accessed from other OOo components such as Writer and Calc. You need to do this if you want to link your forms into it. 4) Click Finish and save your new database, giving it a name. Unlike creating other documents in OOo, databases must be saved when you first create them. After saving the database, you should see the main Base window (Figure 421), which contains three panels. The left-hand panel is Database, with icons for Tables, Queries, Forms and Reports.
Figure 422: Database table design 4) On three lines, enter under Field Name Name, Address and Telephone. Accept the default Field Type of Text [VARCHAR] and leave Description blank. 5) Save the table (File > Save). You will be prompted to name it. The name can be anything you like. 6) Finally, save the whole database from the main Base window (File > Save). Accessing an existing data source If you have an existing data source, such as a spreadsheet or database, you simply need to tell OpenOffice.
Figure 423: Using the Database Wizard to connect to an existing database Creating a form for data entry Whether you created a new database, or already had a data source, it must be registered with OpenOffice.org (see above). Once it is registered, linking your form to the data source is simple. Follow these steps to create a new form and link it to a registered data source. 1) Create a new document in Writer (File > New > Text Document).
6) Click the Text Box button again and drag the mouse to draw another field. Additional fields, of any type, can be added in the same way (click and drag). So far you have followed the same steps you used before when you created your first form. Now you link your form with the data source you registered. 1) Click the Form button in the Form Controls toolbar, or right-click on any of the fields you inserted and select Form, to open the Form Properties dialog box.
Figure 425: Form control properties, Data tab 5) Repeat for each control in turn until every control that should be has been assigned to a field. Tip If you created a database in OOo Base and your Primary Key field had Auto Value set to Yes, that field does not need to be part of the form. If Auto Value was set to No, you will have to include it and have your users enter a unique value into that field whenever they make a new entry—not something that is recommended.
Advanced form customization Linking a macro to a form control You can set any form control (for example, text box or button) to perform an action when triggered by some event. To see the full list of events, right-click on the form control when the design mode is on, select Control and click on the Events tab. Figure 427: Control properties, Events tab To assign a macro to an event: 1) Create the macro. See Chapter 13 (Getting Started with Macros) in the Getting Started guide.
Figure 428: Assign action dialog box Macros can also be assigned to events relating to the form as a whole. To assign these, right-click on a form control in the document, select Form and click on the Events tab. Read-only documents Having created your form, you want whoever is using it to be able to access the information stored in the database, or complete the form, without changing the layout. To do this, make the document read-only by selecting Tools > Options > OpenOffice.
Figure 429: Data Properties of a Form Form control formatting options You can customize the way form controls look and behave in a number of ways. These are all accessed in design mode. Right-click on the form control, select Control from the pop-up menu and select the General tab in the Properties dialog box. • Set a label for the control in the Label box (not to be confused with the box called Label Field). Some form controls, such as push buttons and option buttons, have visible labels that can be set.
XForms XForms are a new type of web form, developed by the World Wide Web Consortium (W3C). OpenOffice.org 3 supports the XForms 1.0 open standard for creating web forms with XML. In OpenOffice.org, an XForms document is a special type of Writer document. XForms use the same controls as the ordinary forms described in this chapter. After you create and save an XForms document, you can open the document, fill out the form, and submit the changes to a server.
16 Chapter Customizing Writer 433
Introduction This chapter describes some common customizations that you may wish to do. You can customize menus, toolbars, and keyboard shortcuts in OpenOffice.org, add new menus and toolbars, and assign macros to events. However, you cannot customize context (right-click) menus. Other customizations are made easy by extensions that you can install from the OpenOffice.org website or from other providers. Note Customizations to menus and toolbars can be saved in a template.
Figure 430. The Menus page of the Customize dialog box Creating a new menu In the Customize dialog box, click New to display the New Menu dialog box, shown in Figure 431. 1) Type a name for your new menu in the Menu name box. 2) Use the up and down arrow buttons to move the new menu into the required position on the menu bar. 3) Click OK to save. The new menu now appears on the list of menus in the Customize dialog box. (It will appear on the menu bar itself after you save your customizations.
Figure 431: Adding a new menu Modifying existing menus To modify an existing menu, select it in the Menu list and click the Menu button to drop down a list of modifications: Move, Rename, Delete. Not all of these modifications can be applied to all the entries in the Menu list. For example, Rename and Delete are not available for the supplied menus. To move a menu (such as File), choose Menu > Move. A dialog box similar to the one shown in Figure 431 (but without the Menu name box) opens.
can use the up and down arrow buttons to arrange the commands in your preferred sequence. Figure 432: Adding a command to a menu Modifying menu entries In addition to changing the sequence of entries on a menu or submenu, you can add submenus, rename or delete the entries, and add group separators. To begin, select the menu or submenu in the Menu list near the top of the Customize page, then select the entry in the Entries list under Menu Content.
Figure 433. The Toolbars page of the Customize dialog box Modifying existing toolbars To modify an existing toolbar: 1) In the Save In drop-down list, choose whether to save this changed toolbar for the application (Writer) or for a selected document. 2) In the section OpenOffice.org Writer > Toolbars, select from the Toolbar drop-down list the toolbar that you want to modify. 3) Click on the Toolbar or Modify buttons, and add commands to a toolbar by clicking on the Add button.
3) Back on the Customize dialog box, you can use the up and down arrow buttons to arrange the commands in your preferred sequence. 4) When you are done making changes, click OK to save. Choosing icons for toolbar commands Toolbar buttons usually have icons, not words, on them, but not all of the commands have associated icons. To choose an icon for a command, select the command in the Toolbar Content – Commands list in the Customize dialog box, and click Modify > Change icon.
Figure 435: Setting up OOo for sending faxes 5) On the Add Commands dialog box (Figure 436), select Documents in the Category list, then select Send Default Fax in the Commands list. Click Add. Now you can see the new icon in the Commands list. 6) In the Commands list, click the up or down arrow button to position the new icon where you want it. Click OK and then click Close. Your toolbar now has a new icon to send the current document as a fax.
The new toolbar now appears on the list of toolbars in the Customize dialog box. After creating a new toolbar, you need to add some commands to it, as described above. Assigning shortcut keys In addition to using the built-in keyboard shortcuts (listed in Appendix A), you can define your own. You can assign shortcuts to standard OOo functions or your own macros and save them for use with the entire OpenOffice.org suite.
Example: Assigning styles to shortcut keys You can configure shortcut keys to quickly assign styles in your document. Some shortcuts are predefined, such as Ctrl+0 for the Text body paragraph style , Ctrl+1 for the Heading 1 style and Ctrl+2 for Heading 2. You can modify these shortcuts and create your own. 1) Click Tools > Customize > Keyboard. The Keyboard page of the Customize dialog box (Figure 437) opens.
6) To assign Ctrl+9 to be the shortcut key combination for the List 1 style, select List 1 in the Function list, and then click Modify. Ctrl+9 now appears in the Keys list on the right, and List 1 appears next to Ctrl+9 in the Shortcut keys box at the top. 7) Make any other required changes, and then click OK to save these settings and close the dialog box.
Figure 439: Naming the new macro and storing it 4) Be sure to open the library container named My Macros. Find the library named Standard under My Macros. Select Module1 and click Save. 5) Repeat steps 1–4 to create other macros, for example to insert an em-dash. 6) Choose Tools > Customize > Keyboard tab (Figure 440). In the Shortcut keys list, pick an unused combination (for example, Ctrl+Shift+N for an en-dash). In the Category list, scroll down to OpenOffice.
Figure 440: Defining keyboard shortcuts for running macros Saving changes to a file Changes to the shortcut key assignments can be saved in a keyboard configuration file for use at a later time, thus permitting you to create and apply different configurations as the need arises. To save keyboard shortcuts to a file: 1) After making your keyboard shortcut assignments, click the Save button on the right-hand side of the Customize dialog box (Figure 440).
Resetting the shortcut keys To reset all of the keyboard shortcuts to their default values, click the Reset button near the bottom right of the Customize dialog box. Use this feature with care as no confirmation dialog box will be displayed; the defaults will be set without any further notice or user input. Assigning macros to events In OOo, when something happens, we say that an event occurred. For example, a document was opened, a key was pressed, or the mouse moved.
Figure 441: Using the Extension Manager Using extensions This section describes a few of the more important and popular extensions to Writer. All are available from the OOo extensions repository. In each case, you need to first install the extension as described in the previous section. Template Changer Adds two new items to the File > Templates menu that allow you to assign a new template to the current document or to a folder of documents.
PDF Import This extension enables you to make minor modifications to the text of existing PDF files when the original source files do not exist or you are unable to open the source files. (Whenever possible, modify the source and regenerate the PDF to obtain the best results.) When the extension is installed, PDF is listed as a choice in the File Type drop-down list in the File > Open dialog box. Best results can be achieved with the PDF/ODF hybrid file format, which this extension also enables.
A Appendix Keyboard Shortcuts Using Writer Without a Mouse 449
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. OOo has a general set of keyboard shortcuts, available in all components, and a component-specific set directly related to the work of that component. This appendix lists the the default set for Writer. For general shortcuts, see Appendix A of the Getting Started guide.
Shortcut Keys Result Esc Closes an open menu. Controlling dialogs When you open any dialog, one element (such as a button, an option field, an entry in a list box, or a checkbox) is highlighted or indicated by a dotted box around the field or button name. This element is said to have the focus on it. Shortcut Keys Result Enter Activates selected button. In most cases where no button is selected, Enter is equivalent to clicking OK. Esc Closes dialog without saving any changes made while it was open.
Function keys for Writer Shortcut keys Effect F2 Opens or closes the Formula Bar. Ctrl+F2 Opens the Fields dialog box. F3 Inserts the AutoText entry corresponding to the typed shortcut. Ctrl+F3 Opens the AutoText dialog box, where you can edit an AutoText entry or create a new entry from the selected text. F4 Opens or closes the View Data Sources window. Shift+F4 Selects the next frame. F5 Opens or closes the Navigator. Ctrl+Shift+F5 Opens the Navigator with cursor in page number field.
Shortcut keys for Writer Shortcut Keys Effect Ctrl+A Selects all content in a document, unless the cursor is in a table (see “Shortcut keys for tables in Writer” on page 455). Ctrl+D Double underlines selected text or text typed afterwards. Press again to turn off. Ctrl+E Centers the paragraph. Ctrl+F Opens the Find and Replace dialog box. Ctrl+J Justifies the paragraph. Ctrl+L Aligns the paragraph to the left. Ctrl+R Align the paragraph to the right.
Shortcut Keys Effect Alt+Enter Inserts a new paragraph directly before or after a section or a table. Arrow Left Moves cursor to left. Shift+Arrow Left Moves cursor with selection to the left. Ctrl+Arrow Left Goes to beginning of word. Ctrl+Shift+Arrow Left Selects to the left word by word. Arrow Right Moves cursor to right. Shift+Arrow Right Moves cursor with selection to the right. Ctrl+Arrow Right Goes to end of word. Ctrl+Shift+Arrow Right Selects to the right word by word.
Shortcut Keys Effect Ctrl+Backspace Deletes text to beginning of word. Ctrl+Shift+Del Deletes text to end of sentence. Ctrl+Shift+Backspace Deletes text to beginning of sentence. Ctrl+Tab Uses next suggestion with automatic word completion. Ctrl+Shift+Tab Use previous suggestion with automatic word completion. Alt+W In the spelling checker dialog box: Calls back the original unknown word into the text box.
Shortcut Keys Effect Alt+Shift+Arrow Keys Increases or decreases the size of the column or row on the left or top cell edge. Ctrl+Alt+Shift+Arrow Keys Like Alt, but modifies only the active cell. Alt+Insert Provides 3 seconds in Insert mode, during which time pressing an arrow key inserts a row or column, or Ctrl+Arrow Key inserts a cell.
Shortcut Keys Effect Shift+Tab When the cursor is at the beginning of the heading text, moves a heading in format Heading X (X = 2–10) up one level in the outline. Does not affect the applied paragraph style. Ctrl+Tab At the start of a heading: Inserts a tab stop. Depending on the Window Manager in use, Alt+Tab may be used instead.
Index A accepting or rejecting changes 97 accessibility features 450 address book 303 address data source 303 align cells in table 289 Aligning graphics 253 alphabetic index adding index entries 341 creating 341 anchoring frames 117 antialiasing screen font 36 appearance options 42 arranging graphics 252 Asian languages 58 Assign action dialog (form) 430 AutoCaption 56, 259 AutoCorrect 60, 74, 87 Autofit 271 autoformat table 289 automatic caption 56, 284 automatic saving 20 AutoText 89 AutoText dialog box 3
dictionaries 58 dictionary 80 different first page 105 digital rights management (DRM) 165 digital signature 169 direct cursor 50 DocInformation field 399 docking/floating windows 13 document closing 23 create from template 291 saving 20 saving as a Microsoft Word 20 document status 34 document views 17 double-sided printing 52 drag and drop 238 Drawing Object Properties toolbar 249 drawing objects grouping 250 properties 249 Drawing toolbar 249 drawing tools 248 duplex printer 52 E e-mail options 57 e-mai
entering data 428 example of creating a form 418 form controls reference 413 form properties 427 Form Properties dialog 427 inserting form controls 412 linking macro to a control 429 read-only 430 toolbars 411 when to use 410 XForms 432 412 Form Controls toolbar 411 Form Design toolbar 411, 416 form letter creating with wizard 318 Form Properties dialog 427 Formatting Aids options 50 formatting, finding and replacing 67 frame anchoring 117 border 116 creating 115 linking 117 moving, resizing, and changing a
linking frames 117 load/save options 43 loading styles 175 locale settings 58 logical expressions 398 M macro linking to a form control 429 macros assigning to events 446 mail merge Adjust Layout dialog 325 Create Salutation dialog 324 edit saved file 313 envelopes 318 Mail Merge dialog 308 Mail Merge dialog box 318 Match Fields dialog 323 New Address Block dialog box 322 overview 302 personalize documents 327 save, print or send 327 Select Address Block dialog box 321 Select Address List dialog box 320 Ma
portrait headers on landscape pages 132 snaking columns 104 using columns 110 using frames 114 using sections 122 using styles 105 using tables 119 page number automatic 135 numbering by chapter 137 odd and even 141 restarting 140 restarting, problems 142 page numbers 384 page styles 105 paragraph formatting 70 spacing at tops of pages 55 paragraph ends 50 paragraph markers 114 paragraph styles conditional 215 finding and replacing 67 next style 188 outline levels 193 password protection 22 password-protect
password-protecting 124 saving 127 uses of 122 write-protecting 124 security 22 security options 41 Select Address Block dialog box 321 Select Address List dialog 321 Select Address List dialog box 320 selecting text 63 selection clipboard 37 send document as e-mail 166 shared extension 446 shortcut keys 450 sideheads 119 size optimization 45 snaking columns 104 snap to grid 51 sorting data in a table 289 spacing at tops of pages 55 spacing between paragraphs and tables 55 special characters 68 spelling 80
text flow in tables 277 text size in user interface 35 text wrapping 253 theme, Gallery 263 thesaurus 84 toolbars 11 adding commands 438 choosing icons for commands 439 creating 440 tooltips 28, 33 tracking changes 92, 93 transparency 244 two-digit years 34 U undo 29 unsaved changes flag 15 update fields and charts automatically 49 update links when loading 48 updating fields 397 URL Recognition 97 User Data options 32 user-defined variable field 390 user-specific settings 43 464 V variables 398 view opt
