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OpenOffice.org User Guide

1. Excluding Text From the Spellchecker Using Automatic PUDCDODS assurent tb isa HEN PES PANI SERO PEN PUATHEREER PETERE GLO YEN RAT PUER EPA VERG Using AutoCorrect and AP OTA i ccnssoscccvesseescestandsasansaceacesesduntene og ene peas neu R he Pon tote co es eee R EPIS Jure ptt URL BRecomurm by Posta OLEO ae ipiius tiis to nad ie ess oeste uns LBS XN MEALS MINUTEN OpenOffice org User Guide Contents Tora GI IET SECOERUC Oa ERE BEER MM AEE RNE Rn aeS 33 Other AutoCorrect DUBCUIQUB sss ocean rion eee enhn tmoee rehab teee eb oessansqdeszesateeatosescnstasnedsstanafonncnanisiens 33 Cru d Letter Template vet f ADIGPIOL on dopo qoo UE UN p QU D PUE CUM NU inde 35 Pand amp Repla e se esie en Us E E MERE ESEOU FUR MO HARE PUR PARERE PAARE S EH eases 36 Finding a Word m TE siise Msiri desk trigo ei vx Ress e pud 36 Searching for Whole Words CHly iuoseocosee s oie ho IrE ec Prnt o ik PER PUER IM ERR PERLE 37 DE DE A E E AEA 37 Searching for Text WHE RIO BEER sieh arenas docs taht tmi ibl Gai asm aad 37 Searching Basket eosorok od tk Dun is On a do eA annees iei aaia CY TO Ur 38 Curent Selection ODl ebd tob n bb tudin breve See uud iini hieu i ME 38 Searching Tor Styles Lu soos risp aR PO PER RE TERERREHON PUNIRI SEO PEN LAO ees bdsansasinsinsaicssnanebasaonnades 38 Searching for PUER GE eenu piseherservent txt re ters unt ei arta taee ep exire ee oso divenire ted eas ineat rcu tag 38 Searchme Tor Special PORPEIDER aeos oso Fa
2. 30 All Styles h 36 7 Sheet1 Sheet2 Sheet3 Sheet 1 3 Default 100 STD Sum 0 Structure of a Spreadsheet A spreadsheet is made up of individual sheets Each sheet contains various cells arranged in rows and columns Each cell can contain either an arithmetic formula text or value of virtually any length A calculation can be entered directly as a mathematical formula For example 4 5 But the main reason for using a spreadsheet is that its formulas can refer to other cells An example of such a mathematical formula might be SUM A1 48 This calculates the sum of the values in cells Al through A8 and enters the result in the cell containing the formula Additional formulas may also be entered in cells A1 through A8 each referring to other cells and their contents and so on As one can see this allows calculation of extremely complex relationships OpenOffice org User Guide 182 Chapter 4 Spreadsheets in Calc A new spreadsheets is opened with the command File gt New gt Spreadsheet Initially it is named Untitled1 and remains with that name until saved under a different name Look at the new still empty document for the several typical elements that are discussed in the following sections Rows and Columns On a spreadsheet rows are numbered from 1 to 32000 and the columns are designated with the letters A through Z AA through AZ and so on the last column is labeled with the le
3. Selecting several sheets together is simply a matter of clicking the sheet tabs of the sheets in question while pressing the Ct x1 key All selected sheets will now have white sheet tabs instead of the gray sheet tabs of the unselected sheets To undo the selection of a sheet click its sheet tab again whilst pressing the Ct x1 key Clicking the sheet tab of the current sheet while pressing the Shift key ensures that only this one is selected Calc includes the name of the sheet in the reference when assigning sheet references Thus instead of referring to A 1 Calc refers to 8heet1 A 1 which makes multi sheet referencing easy and straight forward as shown in the examples below To address the first cell from both Sheet1 and Sheet2 in a single reference for example summarize the 3D formula will read SUM Sheet1 A1 Sheet2 A1 The sum function has one addend here namely the range from Sheet 1 A1 to Sheet 2 A1 In this range there are two cells as long as no more cells are included between Sheet 1and Sheet 2 The simple formula not a 3D formula would only list two addends SUM Sheet1 A1 Sheet2 A1 OpenOffice org User Guide 196 Chapter 4 Spreadsheets in Calc To include any subsequently inserted sheets found between Sheet 1 and Sheet 2 the formula would then be SUM Sheet1 A1 Sheet2 B2 The full address of a cell also contains the complete path and file name of the spreadsheet document So in its full form the refer
4. 5 On the Title slide click on the existing text and overwrite it with appropriate text for example Elegy Software and Annual Report 2003 OpenOffice org User Guide 273 Chapter 5 Creating Presentations With Impress 6 To insert another slide click the area next to the tab at the bottom of the screen Assign a name for the new slide and choose a layout in the context menu of the slide tab click Modify Slide Note Do not assign a name like Slide2 If the order of the slides needs to be changed later the label might not describe the content of this slide Clear descriptive names like Overview or Introduction are more useful B Insert additional slides as necessary from the insert menu on the main toolbar a long click may be needed The corresponding tabs appear at the bottom of the screen Click the tab of the slide to edit e g Overview and then click the Outline View icon above the vertical scroll bar Entering Text in the Outline View To establish an outline use the Outline View mode Using the icons in the object bar promote or demote an outline point one level or move it up or down in the hierarchy The icons in the main toolbar can also be used to determine which outline levels are to be displayed In the Outline view all slides in the presentation document are listed hierarchically and the title of each slide is preceded by a slide icon Enter the desired text and use the ico
5. Br EI cray 20 glelele 5s Ambient light Em Gray 60 x w DAN 3D Effects Textures and Material With these two sections control the appearance of the surface of 3D objects See Help for an explanation of the numerous possibilities OpenOffice org User Guide 323 Chapter 6 Creating Drawings with Draw Designing 3D Objects From Font Characters The step by step methodology described below is particularly useful in preparing objects that could be used for logos and other identifiers What follows is presented in tutorial form First Step iumyad raw sxd Open Office orgy I MEREEEEEEREDEREEEEEEEEEEDEEEEEEEEEEEREEEES File Edit View Insert Format Tools Modify Window Help a home sun_so_docs user_quide my_draw sxd mg cr aa w Times New Rom 397 B UA e SEES ki BAAR AW Ww AwQH xwVH LL K ir Slide 1 41 amp pmi iun H bilis o E X b a EIE XENHENHEHESU Be ae HH ENS ENHNNEHEUS EHBHHENHEHNHEH S O OA EBHBNEN TextEdit Paragraph 1 Row 1 Co 1 1 14 1 02 S 5 90 x 6 15 36 1 Open an empty drawing document either using File gt New gt Drawing or the New icon on the Function toolbar 2 Create a text box containing a single capital letter In this procedure the letter P is used 3 Choose a character set for formatting OpenOffice org User Guide 324 Chapter 6 Creating Drawings with Draw 4 Set the font size to a
6. Chapter 1 Using OpenOffice org Help OpenOffice org User Guide 6 Chapter 2 Working With OpenOffice org Chapter 2 Working With OpenOffice org OpenOffice org is reasonably intuitive but is sufficiently different to other suites that a period of familiarization required before use is fluid and effective This chapter starts with a general explanation of the most common control features in OpenOffice org such as toolbars floating toolbars and dockable windows This is followed by information on functions that can be used in most of the program modules of OpenOffice org The User Interface OpenOffice org provides not only the usual control elements found in other applications such as menus and icons but a host of other special features besides For example many of the special OpenOffice org features can be accessed via a context menu opened by right clicking on the selected objects Other user friendly functions are available by dragging and dropping with the mouse Starting OpenOffice org Under Windows once the program is installed see the separate setup guide that is part of the download image and is on most CDs the OpenOffice org group should be on the Windows Start menu under Programs Under NIX its location depends upon where it is installed and which window manager is used however under Gnome and KDE the OpenOffice org group may be found in the Main menu To create a blank text document in Writer click Text Documen
7. Conditional Text Fields can be used in a document to display text when a condition that is met For example one can define the conditional text that is displayed in a series of reminder letters Setting up conditional text in this example is a two part process First create a variable and then create the condition Fields X Document References Functions Doclnformation Variables Database Type Selection Format Show variable DDE field Insert Formula Input field Number range Set page variable Additional formats Show page variable User Field Invisible Name Value Reminder fi ae x oe f e An Example of Defining and using conditional Using conditionals in a text document is a two part exercise The following sections provide a method that can be used Defining a conditional variable The first part of the example is defining a variable for the condition statement 1 Type Reminder in the document and then add space 2 Select Insert gt Fields gt Other 3 Click the Variables tab 4 Click Set variable in the Type list 5 Type a name for the variable in the Name box for example Reminder 6 Click Text in the Format list OpenOffice org User Guide 127 7 8 Chapter 3 Managing Text Documents With Writer Enter 1 in the Value box Click Insert To display integers click the 1234 format Defining a condition and the cond
8. Enter the number of the target page number into the spin button at the top of the Navigator panel Once the page number is selected or entered press Enter and the cursor is automatically placed on that page OpenOffice org User Guide 98 Chapter 3 Managing Text Documents With Writer A keyboard shortcut Ctr1 Shift F5 opens the Navigator when it is inactive and moves the cursor to the spin box where the desired page number may be directly entered In the case where the Navigator is docked this key sequence simply places the cursor in the spin box Now press the Enter key to go directly to the chosen page Note Changing to a new page does not need to done with the cursor Enter a page number in the Navigator spin box and wait one or two seconds and the respective page will appear By entering another number that page appears The cursor is placed on the page only by pressing the Enter key Other Navigator Features When one wants to know about the objects in a document the Navigator can be very helpful particularly in longer documents For example there is an HTML page open the Navigator tells at a glance which hyperlinks the page contains including any hidden hyperlinks However hidden hyperlinks will be without reference text Use the Content View of the Navigator to help organize and rearrange whole chapters with their sub chapters so long as these have been formatted with one of the chapter numbering Styles For detailed
9. In Combine a Match case search with the Whole words only option as needed Searching for Text With Wildcards 1 Start Find by selecting Edit gt Find amp Replace dialogue or use Ct r1 F 2 Check the Regular expressions box 3 Enter the search term with the desired wildcards and click Find Regular expressions are shown in a form that should be familiar to Unix command line users The wildcard for any number of a given character is the character itself followed by an asterisk Example Enter Hawai in the Search for field This means than any number of i s may follow Hawa Thus the words Hawai and Hawaii will be found The wildcard for a single character is the period or dot This is equivalent to the wildcard in file names OpenOffice org User Guide 37 Chapter 2 Working With OpenOffice org The wildcard for several characters in succession is period and asterisk This is equivalent to the wildcard in file names A paragraph end can be found with the dollar sign and the first character at the beginning of a paragraph with the string caret and period Regular expressions may only be searched within paragraphs There are many other wildcards that can be used that are listed in OpenOffice org Help with a search term of Regular expression Searching Backward When locating a specific word in a particular part of a long text that is often used it s l
10. OK Cancel IV Printable Locked 4 Click OK to view only the Layout level and the Sketch2 level As a rule all layers will be displayed To view a particular layer deactivate the Visible field on all the other layers After completing the drawing save and or print the document as needed Using One colour per Layer If more than one layer at a time is displayed apply an identical colour to all elements on the same layer for a better overview OpenOffice org User Guide 338 Chapter 6 Creating Drawings with Draw OpenOffice org User Guide 339 Chapter 7 Databases and Data Sources Chapter 7 Databases and Data Sources Data sources of various types may be registered in OpenOffice org Registering a Data Source To register a data source for viewing and or editing in OpenOffice org select Tools gt Data Sources This command opens the Data Source Administration dialogue and is described in detail in Help Data Source Administration f Mer Dats Source S9 Generat atase Tables Queries inis Bibliography Connection Database type dBase Data source URL dbcdbase file D 5tar OfficeG 0 user database biblio E Z Gibliograpny Name To continue registering a data source in OpenOffice org click New Data Source in the top left corner of the dialogue Then choose the type of data source in the Database type pull down list Select from the following database type
11. OpenOffice org User Guide 247 Chapter 4 Spreadsheets in Calc Inserting a note To keep a note perhaps reminding one to sell a certain share later on select the relevant cell and choose Insert gt Note A shadowed area in the document appears in which to enter text To make this note visible all the time click in the relevant cell cells with notes have a small red dot in the corner provided Note Indicator in Tools gt Options gt Spreadsheet gt View is marked open the context menu and choose Show Note Otherwise one only sees the note when the mouse pointer is moved on to the cell Inserting a sheet into another document Select the cell range and copy it to the clipboard Copy icon on the function bar Open the document into which to insert the sheet generally a text document and insert the sheet Insert command Displaying formulas To display the references in the spreadsheets choose Tools gt Options gt Spreadsheet gt View and mark Formulas The best way to examine an individual formula is to click the cell containing the formula and then click the AutoPilot Functions icon on the formula bar Using print ranges Print ranges have been used in the sample document to print specifically targeted cells Freezing Columns Select the column to the right of the column to be frozen say a list of names by clicking on the column header and click Freeze in the Window menu This makes is possible to scroll horizontall
12. and so on in the first chapter and Illustration 2 1 Illustration 2 2 etcetera in the second is easily done Use the following procedure to do this 1 Organize a document in chapters 2 Choose Tools gt Outline Numbering to number the chapter headings that are formatted For example where there is the Paragraph Style Heading 1 select the Heading 1 Style from the Paragraph Style list box and the option 1 2 3 from the Number list box below it 3 Select the first illustration for numbering 4 Choose Insert gt Caption 5 In the dialogue that appears select Illustration as the category and Arabic 1 2 3 as the numbering Caption text can also be entered in this dialogue 6 Click Options 7 Specify the chapter numbering in the Number Range Options dialogue For example select option 1 under Level and specify the separator wanted for chapter numbering 8 Click OK 9 In the Caption dialogue click OK The illustrations are now numbered by chapters 10 Repeat 1 7 for all other illustrations in the document Numbering now occurs automatically All illustrations within one chapter level are numbered appropriately and the chapter level numbering wanted can be changed in the Number Range Options dialogue NOTE Choose Tools gt Options gt Text Document gt General and under Caption mark the Automatic check box When the button next to Object selection
13. gt 4 4 Align Left Center Align Right Enter the text OpenOffice org automatically inserts the requisite number of blank lines tabs and spaces OpenOffice org User Guide 45 Chapter 3 Managing Text Documents With Writer Selecting and Deleting Text Some basic steps to start Deleting characters To delete one character to the left of the cursor press Backspace above the Enter key To delete one character to the right of the cursor press the Delete key may be labeled Del Deleting text Selecting text to delete with the mouse 1 Left click to set the cursor on the first character to be deleted 2 Keeping the mouse button depressed drag the pointer to the last character to be deleted The characters will be highlighted 3 Release the mouse button 4 Press the Delete key to delete the selected text Selecting text to delete with the keyboard 1 Use the arrow keys to go to the first character to be deleted 2 Hold down the Shift key 3 Using the arrow keys move the cursor to just after the last character to be deleted 4 Release the Shift key The text is highlighted 3 Press the Delete key to delete the selected text Note To put the selected text into the clipboard for use later or to put elsewhere in the document press Ctrl X rather than Delete This cuts out the text and places it on the clipboard To paste it back in wherever and as often as desired press Ctr 14V when the cursor
14. Selection gt Only the selection will be printed If cells are selected these are printed If no cells are selected all those sheets whose names at the bottom on the sheet tabs are selected will be printed By pressing Ct r1 while clicking a sheet name this selection may be changed If under Format gt Print range the user has defined one or more print ranges only the contents of these print ranges will be printed Printing Rows or Columns on Every Page Suppose a sheet is so large that it must be printed on four pages The pages will be arranged as follows Page 1 Page 3 Page 2 Page 4 The top two rows of the sheet should not be printed on pages 1 and 3 but should be the topmost rows on print pages 2 and 4 The first column A should not be printed on pages 1 and 2 but should be on pages 3 and 4 1 Select Format gt Print ranges gt Edit and the Edit print ranges dialogue opens 2 Click the icon at the far right of the Rows to repeat area OpenOffice org User Guide 240 Chapter 4 Spreadsheets in Calc The dialogue shrinks so that more of the sheet can be displayed 3 Select the first two rows and for example click cell A1 and drag to A2 In the shrunken dialogue the user will see 1 2 Rows 1 and 2 are now rows to repeat 4 Click the icon at the far right of the Rows to repeat area The dialogue is restored again 5 If one also wants column A as a column to repeat click the icon at the far right of
15. To select the format in which the clipboard contents will be pasted do a long click on the Paste icon on the function bar Select the format from the submenu To obtain a selection of formats choose Edit gt Paste Special OpenOffice org User Guide 369 Chapter 9 Advanced Techniques Ina text document use File gt Send gt Outline to presentation to create an new presentation document that contains the headings from the text document as the outline The headings must be formatted with a corresponding Paragraph Style before the user can see this command To transfer the same headings to the first superordinate paragraph or several paragraphs of the text select the AutoAbstract to presentation command Again the headings must be formatted with a corresponding Paragraph Style before the user can see this command Copying Text Using Drag and Drop fone selects a text section and drags it into a spreadsheet with drag amp drop it will be then be inserted as text into the cell where the mouse is released When a text section is dragged to the character view of a presentation an OLE object is inserted as a OpenOffice org plug in ftext is dragged to the outline view of a presentation it is inserted at the point where the cursor is positioned OpenOffice org User Guide 370 Chapter 9 Advanced Techniques Revision Marking Function The revision marking function in Writer and Calc highlights changes to documents so
16. Two objects in colour which are linked by a vector should now be visible OpenOffice org User Guide 317 Chapter 6 Creating Drawings with Draw m4 NY draw sxd OpenOffice mmm File Edit View Insert Format Tools Modify Window Help fe so_docs user_guide my_draw sxd A g kl E amp g amp rig ae abs EL Il Black J E lt Br 140 7 m u m Slide 1 el o EE s PET PIS ERREUR EE SH E Extrusion object selected Tu 0 81 0 97 He 6 82 x 6 78 3896 1 j Depending on the type of gradient one or both of the objects can be moved with the mouse and thus determine the origin end and angle of the colour gradient When the colour bar is displayed assign colours by dragging and dropping the selection to each object to determine the start and end colours In a similar manner the transparency of an object can be set using the V Transparency icon With this tool defining a grayscale gradient which spans from black 0 transparency i e opaque to white 100 transparent is possible Organizing the Attribute Tables The icons Load Gradients List and Save Gradients List open dialogues for opening and saving gradients The current gradient list for instance might consist of all gradients which are custom defined for a certain project Save the list then reload the standard list This way the list and the memory space can be kept free from resources that are not needed To continue working on
17. Using a Grid To work with great precision for example to place rectangles one on top of the other use the grid function To turn on the grid choose Tools gt Options gt Drawing gt Grid and select the Snap to Grid option As an additional aid selecting Visible Grid makes it easy to place documents exactly on top of each other in the document OpenOffice org User Guide 331 Chapter 6 Creating Drawings with Draw Mechanical or Construction Drawings This section explains how to produce a mechanical drawing with OpenOffice org The same method can be used to create other similar drawings such as construction blueprint garden layout et cetera Engine P 1 OpenOffice org User Guide 332 Chapter 6 Creating Drawings with Draw Creating a Construction Plan To create a drawing like the preceding illustration click the Rectangle icon and drag the floating toolbar into the work area Then select Curves and Lines and Arrows and drag these floating toolbars into the work area as well Choose a tool with which to begin such as the Rectangle and use it to drag open an area to represent the first surface Finally draw in the details with the Line tool OpenOffice org User Guide 333 Chapter 6 Creating Drawings with Draw engines complete s sxd OpenOffice org 1 1 2 File Edit View Insert Format Tools Modify Window Help fi Se so docs user guide engine complex H 3g w a a FE 2 on B o 00 D E Black
18. 150 000 00 1 750 In this example the investment capital of 150 000 and an interest rate of 7 5 is calculated to result in annual interest income of 11 250 The cells are formatted after calculation A5 and E5 as currency and C5 as percent The cell width is adjusted automatically For ease of use assign names to cells so that they can be used in the formula Naming Cells Using the example graphic above 1 Select cell A5 in the example 2 Select Insert gt Names gt Define The Define Names dialogue appears 3 Enter the name C in the text field At the bottom of the dialogue the reference SSheet1 SAS5 is displayed Double check for accuracy Click Add Click Add 4 5 6 In the next field enter an i set the cursor in cell B5 7 8 Next enter ann in the empty field set the cursor in cell C5 9 Click Add 10 Close the dialogue with OK OpenOffice org User Guide 230 Chapter 4 Spreadsheets in Calc 11 Now enter the formula in E5 using the variables C n i instead of A5 B5 C5 Start Goal Seek Assume an interest rate of 7 5 and that the number of years 1 will remain constant However the user may want to know how much more or less investment would be needed to attain a particular annual return For example calculate how much capital would be required for an annual return of 15 000 by performing the following steps 1 Place the cursor in cell E5 2 Select Tools gt Goal Seek
19. A4 100 When input is started with an equals sign this indicates that a formula is being entered and the formula will be seen in the input line of the formula bar 7 Press Enter to finish the formula 8 The result of the calculation is 16 percent of 150 in cell B4 9 Click on cell A3 enter 200 10 Press the Enter key at which time the calculation result is automatically adjusted 11 Click on cell B4 12 Click at the end of the formula in the input line of the Formula bar 13 The blinking text cursor indicates a new entry can be made 14 Add A3 without the quotation marks to the formula 15 Press the Enter key 16 The newly calculated value of the formula appears in cell B4 the previous 16 percent of A3 plus the contents of A3 These steps introduce the most important steps in working with spreadsheets creating and entering formulas entering data text and numbers obtaining results modifying source data or formulas and how to view results of new data or formulas Besides the four basic arithmetic operations there are other operators nested brackets ES and many other functions The AutoPilot Functions button is a useful aid when inputting functions OpenOffice org User Guide 186 Chapter 4 Spreadsheets in Calc Using Built in Functions Calc has many built in functions one of which convert Euro dollars to another currency such as the US dollar The following provides an example of using function
20. B1 gt B2 gt B3 2000 6000 OpenOffice org User Guide 231 Chapter 4 Spreadsheets in Calc Calculating With One Formula and One Variable 1 Open a new spreadsheet for this tutorial 2 To calculate the profit first enter any number as the quantity items sold gt in this example 2000 The profit is found from the formula Profit Quantity Selling price Direct costs Fixed costs Enter this formula in B5 3 In column D enter certain annual sales one under the other e g in steps of 500 from 500 to 5000 4 Highlight the range D2 E11 and thus the values in column D and the empty cells alongside in column E 5 Choose Data gt Multiple operations 6 With the cursor in the Formulas field click cell B5 7 Set the cursor in the Column field and click cell B4 This means that the quantity in B4 is the variable in the formula which is replaced by the highlighted column values 8 Close the dialogue with OK 9 Profit will be displayed in column E Calculating with Several Formulas Simultaneously Use the spreadsheet created above Delete column E Enter B5 B4 in C5 This calculates the annual profit per item sold Select the range D2 F11 i e all three columns Select Data gt Multiple Operations With the cursor in the Formulas field mark cells B5 through C5 Set the cursor in the Columns field and click cell B4 Close the dialogue with OK NO OA 1 OQ tn A
21. Click OK Draw calculates the increments and displays the results OpenOffice org User Guide 303 Chapter 6 Creating Drawings with Draw This new object is a group which consists of the specified number of individual objects Enter the group by pressing F3 and then edit the individual objects The Modify menu in Draw contains all the necessary commands for working with groups a and these functions can be also found in Impress under the Format gt Group menu command or in the context menu p Further information can be found in Help 1 Working With a Group of Objects Several objects at one time can be selected grouped combined merged subtracted and intersected Selecting several objects at the same time has a temporary effect i e whenever the mouse is clicked elsewhere on the page or slide the grouped area is deselected Grouping and combining are valid until the group or the combination is deselected using the command from the context menu or the Modify menu These commands can also be used to group together several groups add a combination and combine the results as a group or combination Grouping Objects Several objects can be combined into a group To do this select them together right click to bring up the context menu and choose Group Any and all changes made to a group have an effect on all objects in the group In particular groups can be moved rotated etc as a single object For example in
22. Copy the draw object to the clipboard by using Ct r1 C or by right clicking to open the context menu and selecting Copy 3 Switch to the other document and place the cursor at which to insert the draw object OpenOffice org User Guide 366 Chapter 9 Advanced Techniques 4 Insert the draw object at the target position by using Ctrl V or use the Paste command from the context menu Inserting a Draw object in a text document cal srl ou An inserted draw object is anchored in a text T d Sk document at the current paragraph Anchors can mi be changes by selecting the object and clicking on the Change Anchor icon on the object bar This opens a popup menu that permits changing the possible types of anchor Page To Character As Character Trete Inserting a Draw object in a spreadsheet v An inserted draw object is anchored to a spreadsheet in the current cell Change the anchor between cell and page and back by selecting the object and clicking on the Change Anchor on the object bar OpenOffice org User Guide 367 Chapter 9 Advanced Techniques Drag and Drop With the Data Source View The simplest and quickest way of transferring data from a data source into a text or spreadsheet document or creating forms based on a data source is the drag and drop method R Copying with Drag amp Drop To reverse a mistake made during a drag and drop operation position the cursor in the document and choose the Undo command
23. Drawing Curves 1 The tools for drawing special shapes are found in the Curves floating toolbar indicated by this icon e on the Mail toolbar Drag the floating toolbar away from the Main toolbar into an empty drawing or presentation document 2 Select the Curve icon The cursor appears as a cross hair symbol with an accompanying symbol that indicates the new function 3 Create a curve using the mouse a The point where the mouse button is first clicked determines the starting point b Move the mouse in the direction the curve should take from the starting point The point where the mouse button is released defines this direction c Moving the mouse without holding the button down and the curve will follow the movement of the mouse d Click where the second point of the curve should be By holding down the mouse button the direction of the curve from the second point can be defined to the next point in the same manner as was done at the starting point release the mouse and move to the third point click again and keep the mouse button pressed and so on But when the mouse button is released after clicking on the second point of the curve and another point in the slide is clicked the second point will be defined as a corner point At a corner point the curve abruptly changes direction thus forming a corner If there is a point three defined as a corner point in this way a straight section between points two and three wi
24. Inserting Page Numbers of Continuation Pages Footers are inserted using Insert gt Footer After creating the footer set the cursor in it and select Insert gt Fields gt Other Choose the Document tab and under Type select Page under Select select Next page and under Format select As Page Style Finally click Fields to insert the field command in the footer of the current document The document will dis the page number of the next page with the exception of the last page OpenOffice org User Guide 147 Chapter 3 Managing Text Documents With Writer If the word Page should also appear in front of the page number insert another field of the same type but with another format Set the cursor in front of the field that just inserted in the document and call the Fields dialogue Again select a field of the Page type under Select select Next page and under Format select Text In the Value text box enter the text to be displayed if a next page exists in the document Enter Continue on page note the space at the end and click Insert Of course one can also enter instead of Continue on page something else For example to indicate the number of the next page Inserting Lines Under Headers Adjust the appearance of the header directly in the header itself For example by clicking on an existing header users can format the text individually or a
25. Switch to the locked state to display the docked window next to the workplace If the window is docked to the left of the workplace the following buttons appear depending on the state OpenOffice org User Guide 11 Chapter 2 Working With OpenOffice org Unhide A hidden window can be un hidden shown by clicking the arrow button Hide E Click the arrow button to hide a window Lock Click this button to lock a floating window Floating Click this button to change a locked window to a floating window On any window edge where another window is docked there are two buttons which allow the window to unhidden hidden or locked Unhide a docked window by clicking the window border By doing so the AutoHide function becomes active Hiding is then automatic Grab a window by the title bar or by a vacant area and move it across the screen Hold down the Ct r1 key while moving it to dock the window to the edges Another window may also be docked adjacent to one which is already docked Users can also choose to have them one on top of the other or side by side As a window is moved note that an outline displays showing where the window will dock and how big it will be OpenOffice org User Guide 12 Chapter 2 Working With OpenOffice org Opening and Saving Documents There are multiple methods of loading or opening documents For example by using the File gt Open dialogue the Open icon on the Function Bar or the F
26. Updating Editing and Deleting Indexes and Tables of Contents Indices and Table of Contents are snapshots of what is present at the time they are created Obviously there are occasions when these need updating editing or deleting The following instructions give the steps needed to accomplish any of the above tasks 1 Place the cursor in the index table and right click to call the context menu 2 Select the desired command OpenOffice org User Guide 105 Chapter 3 Managing Text Documents With Writer a Update Index Table b Delete Index Table c Edit Index Table d Edit Paragraph Style Note d Edit Index Table is only available if Insert gt Indexes and Tables gt Indexes and Tables gt Index Table gt Protected from manual changes is selected This is because by default indices and tables of contents are protected from changes Editing the Format of an Index Table of Contents The Entries tab on the Insert gt Indexes and Tables gt Indexes and Tables dialogue permits editing the format of an index In this tab alter the way in which entries tab stops and page numbers are arranged et cetera Using the Styles tab assign other Paragraph Styles For detailed instructions refer to the OpenOffice org Help Hyperlinks can be automatically assigned to the entries in the table of contents using the following method 1 Go to the Entries tab page 2 Place the cursor in the structure row before the entry lt E g
27. gt Numbering Bullets and go to the Options tab 4 In the Numbering pull down list select 1 2 3 IntheStart at spin box select the starting value in this case 3 5 Click OK OpenOffice org User Guide 117 Chapter 3 Managing Text Documents With Writer Numbering Lines When lines are to be numbered within a document select line numbering properties wanted under Tools gt Line Numbering The user can decide for the whole of the document whether blank lines should be counted as well and whether lines in text frames should likewise be counted Decide the intervals at which lines are numbered and insert separators between these intervals to identify a particular line number The line numbering appears on the screen and is printed Other line numbering properties can be applied to the paragraph Format gt Paragraph gt Numbering or to the Paragraph Style Doing it this way ensures greater flexibility as one can exclude a paragraph from the line numbering or restart the numbering at a paragraph with any value Line Numbering for All Paragraphs 1 Select Tools gt Line Numbering 2 Check the Show Numbering check box This numbers all the paragraphs in the document Line Numbering for Particular Paragraphs Enable the line numbering for all paragraphs as described above Open the Stylist and click the Default Paragraph Style Right click to open the context menu 1 2 3 4 Click Modify to open the Pa
28. pz sum 1998 Ate td Lux Duca New York Washington Total Result 100 000 00 10 000 00 175 000 00 80 000 00 365 000 00 250 000 00 210 000 00 830 000 00 240 000 00 1 530 000 00 250 000 00 150 000 00 689 000 00 200 000 00 1 289 000 00 600 000 00 370 000 00 1 694 000 00 520 000 00 3 184 000 00 OpenOffice org User Guide 226 Chapter 4 Spreadsheets in Calc Selecting DataPilot Output Ranges Click the button More in the DataPilot dialogue The dialogue will be extended Select a named area from the list box Results to into which to create the DataPilot table If the required output area does not have a name enter the coordinates of the upper left cell of the area into the field to the right of the list box Results to Clicking on the appropriate cell with the mouse also enters the coordinates By activating the check box Ignore empty rows these will then not be taken into account when the DataPilot table is created If the check box Identify categories is activated the categories will be recognized by means of their headings and assigned accordingly when the DataPilot table is created Editing DataPilot Tables Click one of the buttons in the table that the DataPilot has created and hold the mouse button down A special symbol appears next to the mouse pointer Dragging the button to a different position in the row alters the order of the columns If a button from the row to the left e
29. various settings can be defined for the graphic and its function in the document For example define how text is to wrap around which will determine if the text should flow around through or beside the graphic object Users can also set a hyperlink which can be loaded whenever the graphic object in the text document is clicked Furthermore a graphic object can be linked to a macro and in so doing assign various events to it One could for example use this capability to program certain functions such as having a sound played when the mouse pointer touches the graphic object OpenOffice org User Guide 122 Chapter 3 Managing Text Documents With Writer Calculating in Text Documents Formulas in Text Documents Pressing F2 while the cursor is in a text table open the Formula bar Clicking the icon opens a submenu from which one can insert a formula into the cell of a table by putting the cursor either in the cell in the table or at the position in the document at which the result should appear The formula appears in the input line To specify a range of cells in a table select the desired cells with the mouse The corresponding cell references also appear in the input line Enter additional parameters as necessary and click Apply to confirm the entry A formula can also be entered directly if the appropriate syntax is known This is necessary for example in the Insert Fields and Edit Fields dialogs Formula Options Basic Calcul
30. 2 Call up Edit gt Find amp Replace OpenOffice org User Guide 190 Chapter 4 Spreadsheets in Calc In the Search for box enter 0 9 In the Replace with box enter amp Check Regular expressions Check Current selection only Click Replace All NYA t A UC Cells in the Currency Format oD In Calc numbers can have any currency format Clicking the Currency icon in the object list formats the number and the cell is given the default currency format as set in OpenOffice org under Tools gt Options Language Settings gt Languages Without currency formats the international exchange of Calc documents could lead to misunderstandings For example an Calc document is loaded by a user who uses a different default currency format Cell Attributes x Numbers Font Font Effects Alignment Borders Background Cell Protection Category Format Language fs English USA persut J 12 345 00 Options Decimal places 2 B JV Negative numbers red Leading zeroes 1 IV Thousands separator Format code t6 409 0 00 REDI 1S 409 0 00 v 5 x Cancel Help Reset OpenOffice org User Guide 191 Chapter 4 Spreadsheets in Calc In Calc users can define a number formatted as 1 234 50 to remain in Euro dollars in another country and does not changed to the local currency Use the Cell Attributes dialogue to influence the currency format Choose Format gt Cells gt Nu
31. Arrange Ot Left Anchor D Centered Wrap 7O Right AA Frame G Top pier Caption Center A Cut Strg X Copy Strg C As seen in the above graphic a number of selections can be made For example choose Alignment which positions the frame relative to other frames drawing objects graphics et cetera Use the Wrap submenu to choose if normal text should wrap around the frame wrap on one of the sides or not wrap at all Selecting Frame in the context menu is the same as choosing Format gt Frame from the menu bar and opens a dialogue that gives access to managing all properties of the frame The contents and functions available fro use in text frames are the same as in text documents and can contain pictures multiple columns tables drawings et cetera Linking Text Frames Several text frames may be linked to each other over different pages of a document The text automatically flows from one to the next 1 In order to create a link click the edge of the frame to be linked Eight handles appear around the edges 2 Click the Link icon on the object bar 3 Click the frame that is to be linked When a linked frame is selected any existing links are indicated by a connecting line OpenOffice org User Guide 88 Chapter 3 Managing Text Documents With Writer Note The height of a frame that is linked with a subsequent frame is automatically fixed The height is no longer automatically adapt
32. Cards Designing Business Cards via dialogue Choose File gt New gt Business Cards to open a dialogue with several tabs which helps design the look of business cards These are generally fairly simple which may or may not be what is wanted OpenOffice org User Guide 159 Chapter 3 Managing Text Documents With Writer Designing Labels and Business Cards Using File gt New gt Labels for designing business cards as business cards may be regarded as a simplified special kind of label is often the best method Like labels all business cards are the same and as labels can be filled with different contents graphics data obtained from a database or they can be marked with serial numbers 1 Select File gt New gt Labels to open the Labels dialogue 2 On the Labels tab under Format define the label format Writer contains many formats of commercially available sheets for labels badges business cards etc User defined formats can also be added 3 On the Labels tab under Inscription choose what to write on the labels This often involves database fields so that the labels can be printed with varying content when sending Form Letters for example But it is equally possible to have the same text printed on every label Use the pull down lists to select the database and table from which the data fields are obtained Click on the big arrow to transfer the selected data field into the inscription area Press Enter to
33. Chapter 2 Working With OpenOffice org Starting the Spellcheck To check the entire text for spelling mistakes in the classic way 1 e letting the Spellcheck go through the whole document on its own go to the Tools menu and choose Spelling gt Check The Spellcheck dialogue will only appear if there are words in a text unknown to the Spellcheck The various options to be seen in the Spellcheck dialogue are described in detail in the OpenOffice org Help In the Spellcheck dialogue if an unrecognized word is included in a user dictionary the user can also define the permitted hyphens for the automatic hyphenation Enter the hyphens in the word as an equals sign Note placing an equals sign at the end of the word means that this word will not be automatically hyphenated Spellcheck English US X Original sratement Ignore Word Suggestions mmm language v English USA Options Dictionary tfe Al Add Backwards Unknown word Excluding Text From the Spellcheck If certain areas words or tables should not be spellchecked because they are say in a foreign language for which there is no installed module then specify Unknown as the language to be checked by Spellcheck Do this by either using direct formatting by selecting the text and then choosing Format gt Character gt Font or by modifying the corresponding St yle for the text e g open the context menu and choose Edit Paragr
34. Data Sources and edited in the data source browser F4 In Calc a spreadsheet can contain several sheets which are manipulated Combining several adjacent rows of a spreadsheet into a database area is a way for example to sort them together Furthermore external files can be imported into a Calc spreadsheet for example files in dBase format The records from the dBase file would then become rows and the data fields would become columns in a Calc spreadsheet In the data source browser on the other hand the dBase file or other data source is edited directly and SOL queries for example may be performed Defining Database Ranges For example if a user would like to manage the household budget with Calc enter the records in an empty Calc spreadsheet and select the area as a database range Creating Records in a Spreadsheet 1 Open a new spreadsheet 2 Enter the column titles in the first row e g Date in cell A1 Item in cell B1 Amount in C1 Then enter some information Item Amount 01 02 00 Flowers 12 80 01 0300 Breakfast 2 48 01 04 00 Software 49 50 01 05 00 Newspaper 0 60 01 06 00 Fishing T rip 2250 01 07 00 Hat T P ale 6 25 q To format the sheet in the same manner as in the illustration above proceed as follows 1 Select row 1 by clicking on the row header 2 Click the Bold icon Select the entire column A by clicking on the column header 3 4 Open the c
35. F12 key OpenOffice org User Guide 265 Chapter 5 Creating Presentations With Impress Using Outline View One way to create a completely new presentation is in the Outline View mode All slide titles appear in a list along with the headings and sub topics The hierarchy of the headings as well as the sequence of the slides can be easily modified Times New Rom 7 aa Bi U A RPR ee Pe eee E 3d Discussion Til iii sentation Style m B Tz E Y Objects petia objects es Notes Y Lighting Outline 2 Outline 3 Y Shadows Outline 4 y 5 Outline 5 x v Orientation ONES ElLiveinad ES Ive 1n Summe v Outline m 1 The preview window should have opened if not it can be shown by choosing View gt Preview The Preview window enables the user to view the slide layout including text background and background objects The Preview window can be at the window border by pressing the Ct x1 key and dragging the window to the position of choice 2 Now open the Stylist either by choosing Format gt Stylist or with the F11 key or opening it if it is docked 3 The cursor should now be blinking next to the small icon for s1ide 1 4 Enter the desired text for example First Page This will be the title for slide 1 5 Press the Enter key This displays a small icon for slide 2 in the next line of the Outline view 6
36. Guide xvii Contents Denning Bacboound Colo0is iion RED SERIEN NNMERO d dias 264 Switching Page Styles uie entree tnt ppastete toss eder ph tob en nas thv poe u atras es eee os een pios bna rire vPE Enel evt ES 265 Erea EAO E eon se ci xn Pan CINQ RU Ud i usce KE cux quein 265 Using Outline IARE 266 Slide Transitions Effects and Animation eee eee esten ee tentent tento tento tento noeue 267 Automatic Slide TrADSIDOB usosicoir ido env Dre RS AO RUUN PUR AUR UR EARN ERE RA RE UN ERAN Rd 267 Eriepte Tor ODDS aono dados ead md deter ils ases ing desnudo abducere edic anb UA 267 Selecting Hidden EDDIE suu entienda ibtd oh aab ca dedita E A RU RERO 268 Indirvidual Presentations cisco ere eA Gras bUR OR p S HE QURE XR RE LA VY UI i UR UA E Y PA 268 Exporting gu a OLE OP 3a Presenting eg piso Eben o Rubeo tied aided nese Decree dines 270 Printing a Presentatton SIife uua srt Els Pr PCS PESE E HR PEE PX ER IA Y oe 270 Exporting Presentations as Web Pages ssssesssesssesssessssecscsesessessesecscseeseneesseecsceeeeseeeneeeeeaeeees 271 Exchanging Data via the C BEHBOSER eee ee eee Dene dbi da bn MUERE 212 Tab Ne ium Sint E 273 Creating a Business Report in Presentation POLI a REED DE 273 Entering Text im the Outline VieW ssssii sisariensa sarea EA YER LINGE URL dg enda 274 Changing tbe Side Layo serisinin estes gendi n
37. IR st kd 142 Dragging and Dropping a Copy of the CDI rere praebe verre tte tione reed 142 Charts wiii Linked Dubiuusoeau sn usc i RE dub ductu bid ecd 142 Inserting Decorative Horizontal 3088 ecce estt iare tk rri lbi ei tes CopnE bn Fare REM MP Du Ie dee Rue 143 OpenOffice org User Guide xi Contents Headers Foote and PHODHODEO o sae HE RE EMEN REIS MID UE 144 Some Notes Concerning Headers and Footers essere 145 Cote tenga Pape PUEDES m POOR ou o dur Hie qao HU UM MDC UU HUND UU 145 Inserting Chapter Information m Headets ce erre ret rrtte rri ee rh tres esae 145 Defining Different Headers iuo ookera bir nel rd inda Rer CRAS ba e UE RR cod uad 147 Inserting Page Numbers of Continuation PaEES erret rn rtr eir erra err deba drin du dn 147 Inserting Lines Under Head ts osos pia a d eben ee d deii adu d opcra 148 F ototes dnd MS o eolit hes invia te it e edt t Rr d 149 Inserting and Editing PoOUIODS s oo iei A e pA eet H uU EE CEU UT UR P RE YER Iud 149 Pnsettupr a footnote VA AN 39075 ub dir Unas tuta bei bindend MUN adini 150 Inserting a footnote via a dIloEieu e eet terr Hr er pH Pr rd RE Fe OPER LEE PERI asiasia 150 Tips for Working with FOOLIQUES Lu secrete re eerte evene tese pmtp rere reor tv bte eo puto Feb reb Hopp PUER 150 Spam Between Dostabibllh qued usted nbi indo a boda Sener nner reer eee 150 Spellcheck Dictionaries EDyphlieris fi sse essere tir Hitt lik eiui Un ee E
38. If in the same editing step one wants to replace another colour click the check box in front of the next row Now select the eyedropper icon in the upper left hand corner again and choose a new colour Up to four colours can be replaced in one editing step 7 Select the bitmap image or the metafile image in which the colours are to be changed by clicking in it 8 In the Eyedropper window click Replace If too many similar colours were replaced undo the step using Ctr1 Z and decrease the colour tolerance in the spin button Then click Replace OpenOffice org User Guide 315 Chapter 6 Creating Drawings with Draw Gradients and Patterns for Objects and Background The objects in drawings and presentations do not have to have uniform colours They can also have colour gradients transparency gradients patterns and hatching effects Users can also define a colour a gradient or a pattern for a background that is visible in all slides of a presentation Defining Gradients To assign a predefined gradient to an object proceed as follows 1 Select the object 2 From the context menu or under Format on the menu bar choose Area 3 Select the Gradient option then make a selection from the gradient list Defining a custom colour Gradient Before defining a new custom colour gradient save the current colour gradient list as a file to ensure there is a backup say why or load a different list from another file OpenO
39. In addition the user can set the individual illumination and the texture model Thesample object was given its special shape by adjusting the camera to an extremely short focal length OpenOffice org User Guide 326 Chapter 6 Creating Drawings with Draw my draw sxd_ OpenOffice org 1 1 2 File Edit View Insert Format Tools Modify Window Help a home sun so docs user guide my draw sxd ball ica sk a 8 Ha amp 3S 55 eRe A a Ww b 4 Q sz Invisibie J 00 EL Hi Black E d ELI Blue 7 o 4 IE r gi e amp EAE H x gl p e ele 2 ERE Slide 1 4 at P3 mor ae d Gu DEO HN iE Et um m3 Buann SEERSEREREREZEREREERERZU CHZZSERENESZES RC CTL SEES SH NEEN 3D scene selected Es 0 45 0 92 18 704 x 634 48 Bide1 1 Default x me OpenOffice org User Guide 327 Chapter 6 Creating Drawings with Draw Fourth Step Now add some text to the logo Start by inserting a text box and populate it with name of the company and in a format that is suitable To put a border around the text convert the text to a polygon by choosing Modify gt Convert gt To Polygon Of course the surface of the newly created object can also be modified EU draw RTE OpenOffice org J 2 12 idi l ys nap X ei ii File Edit View Insert Format Tools Modify Window ET f a home sun so docs user gu
40. MIGree iae o e RE HOUR P YRRNEEMURS Pr etes ODE FERREA E ES HER PATE REPARARE EA ERR RR 307 pL Bete 010 0 M M 307 Graphic Objects in Drawings and PEESCUIREIOBS oo URP tU URP kar UH Fe tpasss Hon FUA a tRUU ERA 308 Inserto EB iesise ienasi PDA HER KC sat cepa aaa Anant acne 308 Editing Bitmaps seinhers obra teda ded cita epu 308 Applying Lexi to Brimaps iso esee sero tti eM DF saisan EAEk Anra HOY UK HUE PER a VERE US 308 RIPE PROBIS uS PIERDE MEME M DIE Me MU IE 309 b UP LN TTD o o o RN 311 The colour SIDE DRIN ge me 311 Defining Custom CoLQUE siiis cssdesign 312 Replacing colours using the Pyedropgy etc ssesssscssscssasosecassssunsesnsosncsnacaseieindesicesnsnsncesessunsesnvssnianssuooes 314 Gradients and Patterns for Objects and Background serere 316 Doug CHESTER ahd taeda Dist E eee 316 Defining a custom colour facic RT 316 OpenOffice org User Guide Xx Contents Interacnvely Dis remit olor Ce tia aiio UR DUREE NAE MINE 317 Organizing the Attribute Tales x scacusisssccsvssssascsssatassssssesesseasaceasatsncncsace aessnnssasseenssdeanesscetbacanansnas 318 CIPEUd i c MCN ae es E cence ceca eee eect accede 319 Creatine Texture on a 3D ODjeel ueo sepe PERPE HOD EPNSEIYHUA PATEM R PAURA PENNE HORIS 319 Usimig ET TERES TIE OE 321 More 3d E Di EE soos eli eria bo er n ROV PR RR AR RP UR UE RA FREUND 321 3D Effects CAT UULTUS 321 21 Effects URINE ses choses asl Cana notu
41. Navigator with the F5 key or the Navigator icon on the function bar 2 Click the Scenarios icon in the Navigator the icon with the question and exclamation marks In the Navigator see the defined scenarios with the comments that were entered when the scenarios were created Creating Personal Scenarios Assuming that the spreadsheet used in the previous section is available create a scenario by selecting all the cells that provide the data for the scenario For example create an additional scenario called High Dollar Rate using the following steps 1 Select the cells that are already highlighted by the frame of the existing scenario Remember multiple select cells that are not contiguous i e that are distributed across the table may also be selected To select multiple cells hold down the Ct x1 key as each cell is clicked However In this case simply select the range F18 F23 2 Choose Tools gt Scenarios The Create Scenario dialogue appears 3 Enter High Dollar Rate as the name of the scenario and leave the other fields at their default values 4 Close the dialogue with OK The new scenario is automatically activated OpenOffice org User Guide 234 Chapter 4 Spreadsheets in Calc 4 Change any values in the frames to the values that are to apply to the new scenario In this case modify the dollar rate and all other values that could be affected by it i e economic growth and sales prices As changes are made mo
42. Page Style Envelope dialogue in the context menu of the envelope click Page and select the Page tab OpenOffice org User Guide 175 Chapter 3 Managing Text Documents With Writer Adjusting the Printer for the Printout Printing envelopes depends very much on the type of printer used Some printers require a special cassette while others have a multi purpose tray that can feed envelopes If in doubt consult the manual for the printer Specify any print options in the Page Style Envelope dialogue To open this dialogue click an empty spot on the envelope open the context menu and select Page Then select the Page tab Define the desired settings under Paper Format Check File gt Print gt Properties to ensure that the printer knows the size of the envelope being used When this step is skipped printing of an envelope becomes unpredictable Applying Various Fonts Modify the Paragraph Style to permanently change the font size and style for all paragraphs with that particular paragraph format First position the cursor in the text that to be modified and select the command Edit Paragraph Style in the context menu The Paragraph Style dialogue opens with various tabs Click on the Font tab and specify the type size and style of the font Make any other necessary changes then click the Save Document icon and close the document template Note When creating a template remember not to type a text for a particul
43. Te bs iach sicsiccsasssescandsaicsananancasvishnsaanvoanaennisasnaneccseaovdeen 97 Jumping From One Reminder to Another esee nnne 98 Jumping to a BCCI Pais aoo et Pn ax daas ons Ron RANA Ng 98 Other Navigator POSEEN casini n nce nani saad uus debo eu ep aviae Rt in fend rns 99 Tienes and Tables of Contents y Writer eiacris tides err en rh n n eese p epit 100 Defining Index Table of Contents Fitness use cac netos ei I ortu ek be Hee a a au 100 Editing or Deleting Index and Table BIER aaa tv e re e ive nd ubt diu s 101 Creating a Table of Contents ius erret ni caspia estacat gasade I EHE Siapio ER IE iaasa 101 Creating Alphabetical Teac seres peiores terspensectenttuyeeskoid tires tees mes te bevnip ertet Retos don 102 Using a Concordance E dicm OESTE 103 Creating User Defined IBOIORES ecce ett i itin i NUR a vmes eset eS ames eds 103 Lio SDMA Ag WN sac ERHEBEN ME MM 104 Updating Editing and Deleting Indexes and Tables of Contents s 105 Editing the Format of an Index Table of Contents sss 106 Indexes Covering Multiple Docum tits eer teer Ped trek tS RENE SPUR EE teen eden 106 Headings and INUBIDEDIIEC osos iterat mee ben iecoris Puentes sedo ad tienne irc raeet t santles odios 107 N umb rmge ond Numbering DEVI ns CERERI EORUM Se ee LU en UNA ups bd e edes 107 Turning Bullets On and QI orco Pts b ERES ciance ELO ESPERE RE RHONE METERS nasa PE
44. The language of the dictionary has to be set up on A11 The dictionary file is not a read only file Open a text document Choose Tools gt Configure The Configuration dialogue appears Select the Keyboard tab to specify a key combination Search for an available key combination in the Keyboard list box such as F4 Click Modify Select Category gt Options area at the lower left of the Keyboard tab select the Adding unknown words function next to it 0 ON OQ tn A W N Close the dialogue with OK OpenOffice org User Guide 356 Chapter 8 Customizing OpenOffice org Now by pressing the F4 key or whatever shortcut keys were selected one can start a spellcheck of the current text document automatically placing all unknown words in an active user defined dictionary Configuring Menus Configuring a menu item is similar to configuring a keyboard shortcut as shown above The step by step procedure that follows should help in setting up a new menu item in this case the extendedPDF macro from ooomacros org While OpenOffice org modules include pdf export commands these do not allow HTML links thus it may be convenient to add this feature This procedure will work only if there is an installed extendedPDF macro The following explains how to integrate extendedPDF commands into the File menu Note Installing the extendedPDF macro is covered by the macro document itself 1 Open a document 2 Choose Tools g
45. User BIETER GE Los Donn Nai IM DR KDE 360 Selecting Measurement Lits eere rOR PI PER ORRUR POS IER LH RP ERREUR Feo EN ME Rod 360 Moving Deleting or Copying TOOTS sostiene rie ceri tetnes ehe deiies cionis pe 360 Sending Faxes and Configuring OpenOffice org for Faxing sse 361 Sending a Fax Via DIU eee cine Perdre n DRIN NI PNIS RM ME 361 Configuring Open tbce ure Tor Faxing via Vetta csc qae RR EREIGNIS 361 Further nion It DPI NEH 362 Chapter 9 Advanced Teeblinigil ia uenisset ehe bu eru eth dekte sedendo dnd bn oie baiuli er 364 Copying and Moving Data Using Drag and Drop sss 364 Dragging and Dropping Within a OpenOffice org Document sese 364 Misr en Objects Prod the ETSI edebat aie stance Ra EAE EEEE TE 364 Inserting an object 88 a CDD esas co picis tetra ED tar tY M RE iSi M ti ope ibn vare EU DR tavadedieacaes 364 OpenOffice org User Guide xxii Contents nserting an object asa RIDE TOT ETE PER Inserting an object as a background graphic seen Inserting an object as a texture pattern for another object sss Copying Graphics From the Gallery ssi etin ER eias ie ie PH RR PE HR ode Inserting Graphics From a Document in the Gallery sese Copying Graphics Between Documbnls sacos bul rre d v RE Fete e Lo du dd Copying Draw Objects into Other DOoCUIielils a
46. View gt Master View gt Slide View f my sphere sxi OpenOffice org 1 1 2 File Edit View Insert Format Tools Slide Show Window Help a home sun so docs user guide my spheresxi Y EJ ld E l a tpe ss Effect No Effect Medium Transition Semiautc Y ER E3 4 Slides zm Slide Transition Ele Effects 3d Discussion 9999 5999999 In the slide view all slides which have a slide transition effect have a small button Click this button to preview the selected effect The Slide Transition window is described in detail in OpenOffice org Help Effects for Objects The objects in a slide can have various effects for example they can roll into the presentation from the left side the text can be slowly drawn on screen et cetera 1 Spo mlajar All these effects can be assigned using the Drawing View View gt Master gt Drawing 2 p Access the Effects window i e with the Effects icon in the Main toolbar 3 Select the object to which to apply the effect 4 Open the Effects window OpenOffice org User Guide 267 Chapter 5 Creating Presentations With Impress 5 Select the desired effect 6 Click the Assign icon in the Effects window or double click the effect to assign it 7 An object can also be faded in Effects button and additionally faded out in the Effects window on the Extras tab click the Object Invisible icon per mouse click The Effects wind
47. Writer AutoText With AutoComplete To enable AutoCompletion of selections in the AutoText dialogue check Display remainder of name as suggestion while typing um AA AutoText x Insert Frederick Fexample Fexample Acme Close Name Elegant with Name Shortcut ELE2 Mein p bo __Sose Help ga i 3 T a AutoText wW Elegant with Name without Slogan Modern only Company i Modern with Name Sr nee El Business Cards Work 3 12 x 2 Path Elegant only Company Le Elegant with Name Elegant with Name without Slogan Iv Display remainder of name as suggestion while typing El Business Cards Work 3 2 x 2 1 4 Save links relative to File system Internet M Show preview So while typing enter a word in the text that exists as an AutoText name this sequence is recognized after the third matching letter is typed and a Help tip appears containing the whole name of the AutoText entry If the offering is acceptable press Enter to insert the AutoText Note Help tip sometime contain several AutoText names that begin the same way use Ctr1 Tab to scroll orwards and Shift Ctrl Tab to scroll backwards through the list to select the text wanted Exceptions in AutoCorrect Should AutoCorrect correct a word that is entered but this correction is not wanted restore the original word by using the Undo function This action will also add the word to the list of exceptions in AutoCorrect provi
48. a Black j Ee Siero q Connectors Ma fio Tu f Mo Me Me a hay Ma Ne Me VN UNS Puy ten ey fp Sa ee Me Graphics Styles x Ajs jo 72 iB Default a Dimension Line First line indent Heading Headingi Heading2 Object with arrow Object with shadow Object without fill CETFT CEO Ww 3D Objects x a aanas W Insert Grows es Be AL aT Us a ss a 53 4 33 631 51 Slide 1 1 Default Toolbars and Windows in OpenOffice org Draw The above graphic shows the various floating windows that enable OpenOffice org Draw Each window has a corresponding icon on one of the toolbars Most are icons are located on the Main toolbar that is on the left of OpenOffice org main window Please ensure that at least Help gt Tips is enabled so that hovering the cursor over an icon provides a meaningful explanation of what each does Enabling Extended Tips gives even more information Note that the user can also access functions through the context menu instead of using menu commands which makes for less work with the mouse OpenOffice org User Guide 287 Chapter 6 Creating Drawings with Draw Drawing Rectangles and Ellipses and Entering Text The drawing module in OpenOffice org Draw has many functions for creating and editing vector graphics In this section introduces the most commonly used functions More detailed information can be
49. a page that describes the origin and ownership of the Documentation If You created one or more Modification s You may add your name as a Contributor to the notice described in the Appendix You must also duplicate this License in any Documentation file or with a hyperlink in each file of the Documentation where You describe recipients rights or ownership rights You may choose to offer and to charge a fee for warranty support indemnity or liability obligations to one or more recipients of Documentation However You may do so only on Your own behalf and not on behalf of the Initial Writer or any Contributor You must make it absolutely clear than any such warranty support indemnity or liability obligation is offered by You alone and You hereby agree to indemnify the Initial Writer and every Contributor for any liability incurred by the Initial Writer or such Contributor as a result of warranty support indemnity or liability terms You offer 3 6 Larger Works You may create a Larger Work by combining Documentation with other documents not governed by the terms of this License and distribute the Larger Work as a single product In such a case You must make sure the requirements of this License are fulfilled for the Documentation 4 0 APPLICATION OF THIS LICENSE OpenOffice org User Guide Public Documentation License Version 1 0 This License applies to Documentation to which the Initial Writer has attached this Licens
50. alphanumeric characters including spaces enclose the names in single quotation marks Where a single quotation mark appears in a name e g Jan 97 enter a backslash in front of the quotation mark Jan 97 This type of referencing is not compatible with earlier versions of OpenOffice org Calc automatically recognizes an area called a range of cells that belong together To determine which cells make up a particular range place the cell cursor in the desired range and press Ctrl butremember to use only the from the numerical key pad as Ctrl Shift 8 the asterisk over the 8 does not work The range will be highlighted Only Copy Visible Cells Assume the user has hidden are a few rows or columns in a cell range and now only the visible cells are to be copied Calc behaves differently depending on the method used to hide the invisible cells and what is the intended action to be performed upon them OpenOffice org User Guide 205 Chapter 4 Spreadsheets in Calc Method Result Cells were filtered out by way of AutoFilters default Only the visible cells are copied filters or special filters Copy the visible cells for example with copy and paste via the clipboard with the middle mouse button or drag and drop while pressing the Ctrl key Cells were filtered out by way of AutoFilters default All cells including the hidden ones are filters or special filters moved Move the visible cells for example by
51. an envelope for it close the new document without saving it Creating an Envelope This section contains a description of how to create a template for an envelope after completing a letter template plus some tips on how to continue polishing template design As the envelope should be saved together with its template open the letter template 1 Select File gt Templates gt Edit OpenOffice org User Guide 174 Chapter 3 Managing Text Documents With Writer 2 Locate the letter template wanted and open it The templates are found in the OpenOffice org directory user template in the user s home directory Path names may vary with different releases 3 Go to the Insert menu 4 Select Envelope A dialogue of the same name appears Envelope Ea Envelope Format Printer Addressee Database Database field ej Ol IV Sender Sun Microsystems Inc Insert Cancel Help Reset 5 On the tab pages Envelope and Format specify the envelope format and the position of the addresses of the sender and addressee on the envelope Use the Printer tab page to define appropriate print options Inserting an Envelope into a Document Click on the Insert button in the Envelope dialogue The envelope will be inserted above the first page of the active document In this case before the first page of the personal letter template To continue editing the envelope for instance to change the format again open the
52. and menu commands needed for spreadsheets are visible b Choose Open to open the source document of the OLE object Inserting Data From Spreadsheets When copying the contents of a cell text or numbers using the clipboard is best Copying formulas that are in the cells into the clipboard such as from the input lines of the formula bar is also possible thus they can now be inserted into the text To copy a simple rectangular area of cells into a text document as a sheet select the cells in the sheet and then use either the clipboard or drag amp drop to insert them into the text document This will be an OLE object in the text document that can edited Ifcells are dragged to the character view of a presentation document they will also re appear there as OLE objects Once dragged into the outline view each cell will form a line of the outline view Dragging using drag and drop will move the cells Press the Shift key when dragging create a copy Inserting Data From Text Documents Text can be transferred into other document types such as spreadsheets and presentations but there is a distinction made that depends on whether the text should be set in its own text frame transferred into a spreadsheet cell or transferred into the structure of a presentation Iftext is transferred via the clipboard one can paste it to the destination with or without text attributes Use the shortcut keys Ctr1 C to copy and Ctr1 vV to paste
53. and the Goal Seek dialogue appears 3 The correct cell E5 should already be entered in the field Formula Cell 4 Place the cursor in the field Variable Cell 5 n the sheet click in the cell A5 that contains the value to be changed 6 Enter the expected result of the formula 1 e the desired value under Target Value In this example the value is 15 000 J Click OK 8 A dialogue appears with the result of the Goal Seek The result is provided for use as desired If the result should be used click Yes to enter the result in cell A5 Applying Multiple Operations Multiple Operations in Columns or Rows If the data of a data range is one above the other for columns or next to each other for rows select the data range together with the cell or cell range next to or below it as the target range In the Column Row field enter the cell reference to the first cell in the data range In the Formula field enter the cell reference to the cell with the formula that applies to the data range Examples The company produces toys which sell for 10 each Each toy costs 2 to make in addition to which there are fixed costs of 10 000 per annum How much profit will be made in a year if a particular number of toys are sold Consider the following table A B Cc D 1 Selling price 10 Annual sales Annual profit 2 Direct costs 2 500 6000 3 Fixed costs 10000 1000 2000 4 Quantity 2000 1500 2000 5 Profit B4
54. areas Column Row and Data 6 Drag the required fields into one of the three areas The field will be dropped accordingly DataPilot X Layout OK Drag the fields from the right into the desired position More gt gt i If the button is dropped in the Data area it will be given a caption that also shows the formula that will be used in the data range to create the data Double clicking on one of the fields in the Data area calls up the Data Field dialogue OpenOffice org User Guide 225 Chapter 4 Spreadsheets in Calc Use this dialogue to select the functions to be used for displaying the data in the data area To make a multiple selection press the Ct x1 key while clicking the functions Data Field X Function Count Numbers only StDev Sample StDevP Population Mar Sample VarP Population The order of the buttons can be changed at any time by simply moving them to a different position in the area with the mouse Replace a button by dragging it to the other buttons When double clicking one of the buttons in the Row or Column area the Data Field dialogue appears Here select if and to what extent Calc should calculate and display subtotals Exit the DataPilot by pressing OK A Filter button will now be inserted into the table the default position is under the selected area and two lines further down the DataPilot table is inserted with a bold outline 24
55. arrow keys Go one line up or down Move the current paragraph up or down Home Go to the beginning of the current line Go to the beginning of the document Home In a table Go to the beginning of the current cell 1 Go to the beginning of the current cell 2 Go to the beginning of the table 3 Go to the beginning of the document End Go to the end of the current row Go to the end of the document End In a table Go to the end of the current cell 1 Go to the end of the current cell 2 Go to the end of the table 3 Go to the end of the document PgUp Scroll one page up the screen Switch to the header and back PgDn Scroll one page down the screen Switch to the footer and back Inserting Special Characters This is how to insert special characters such as check marks boxes telephone symbols etc in text Select Insert gt Special Characters go view the selection of characters available In the large selection field select the desired character or more than one by clicking with the mouse or by navigating by keyboard in succession The characters are displayed at the bottom of the dialogue box Upon closing the dialogue with OK all displayed characters in the selected font are inserted in the current document at the cursor OpenOffice org User Guide 47 Chapter 3 Managing Text Documents With Writer Ifa special character is required in any text input field such as in the URL field
56. black or Cyan Magenta Yellow Key andis the colour model that best describes the subtractive colours used in printing Select the colour model that corresponds to the desired output medium monitor or a printer When exporting image files it is best to ask the photo exposure service in which colour model and format the image is expected 3 Define the colours by modifying the values in the spin boxes Enter values directly or click the buttons to change the existing values The result is shown immediately in the lower preview box If selecting colours from a colour spectrum is preferable to specifying the values with the spin buttons click Edit This opens the colour dialogue In this dialogue it is also possible to specify the colour in the HSV or HSB Hue Saturation Value Brightness model Select the colour and click OK 4 Once a new colour is chosen specify whether it should replace the original colour or be defined independently Note It is recommended that only custom defined colours be replaced 1 To replace the colour displayed in the upper preview box click Modify 2 To set the new user defined colour assign a name to the colour in the Name field and click Add and OK The new colour will immediately be added to the palette of existing colours however if the dialogue is exited by using the Cancel button the colour of the current object does not change Nonetheless the modifications in the colour palette do remain
57. by clicking on the line opening the context menu and clicking on the Line command Select arrowheads for the lines in the Style pull down list on the Line tab page Converting Text Into 3D Selected text can be transformed into a 3D body by choosing Convert gt To 3Dfrom the context menu The 3D body will fill the area created for the text frame Text 3D text can be rotated using the Rotate icon C from the Effects floating toolbar on the Main toolbar By clicking inside the delimiting frame and dragging with the mouse button pressed the object will rotate on all the axes at the same time However by clicking one of the eight handles and dragging it with a pressed mouse button the object rotates on only one axis The pivot point which first appears as a small circle in the middle can be moved Thus while rotating the object it rotates around the new pivot point Open the 3D Effects window by clicking the 3D Controller icon from which another different illumination can be applied to the 3D object The 3D Effects window is described in more detail in Help OpenOffice org User Guide 294 Chapter 6 Creating Drawings with Draw Drawing Editing and Converting Curves and Objects With vector graphics in drawing and presentation documents design not only ellipses and rectangles but also irregularly shaped curves forming open or closed figures Both Impress and Draw make it very easy to draw and edit even quite unusual figures
58. choose Print 3 Under Quality select either Grayscale or Black amp white and click OK From now on all presentations or drawings will be printed without colour For eliminating colour printing of the current printing process select the option in File gt Print gt Options Selecting the Default quality option allows documents to be printed in colour again later on Grayscale converts everything to a maximum of 256 gradations from black to white Black amp White converts everything into the two values black and white OpenOffice org User Guide 25 Chapter 2 Working With OpenOffice org Printing only text in black and white In Writer the user can choose to print colour formatted text in black and white This can be specified either for all text documents to be printed subsequently or only for a printing process of the current text document Printing all text documents with black and white text 1 Choose Tools gt Options gt Text Document or Tools gt Options gt HTML Document 2 Then choose Print 3 Under Contents mark Print black and click OK All text documents or HTML documents will from now on be printed with black text Printing the current text document with black and white text 1 Choose File gt Print This opens the Print dialogue 2 Click the Options button This opens the Printer Options dialogue 3 Under Contents mark Print black and click OK The text document or HTML document now being printed wi
59. click on the sphere and then rotate it In Tools gt Options gt OpenOffice org gt View tab check the appropriate box for 3D objects to refresh during interaction Using lllumination Now one needs to provide illumination for the world globe Select an overall blue illumination for example so that the oceans will have a blue colour and a yellow highlight that will shine on the side of the earth facing the sun 1 Select the world globe since the illumination preferences being set always refer to the currently selected object 2 Open the 3D Effects window by clicking the 3D Controller icon EX at the bottom of the main toolbar 3 In the 3D Effects window click the Illumination button IQ a Use this feature to change the default setting of the light source to blue and move it down and to the left b Click Assign 4 Repeat step 3 to apply a second light source in yellow to shine on the earth from the above right More 3d Effects Take a look at the 3D Effects window The individual tabs and icons are described in detail in Help What follows is just a brief overview 3D Effects Favorites 30 Effects This dialogue window offers a few special effects r iss that can be used on the 3D object To save interesting effects so that they are available for selection on this tab file the appropriate 3D object in the Gallery more specifically in the 3D theme folder OpenOffice org User Guide 321 3D
60. colour 1 Switch to edit mode by double clicking on the chart 2 Double click on the corresponding bar all bars of this colour are now selected 3 From the context menu select the Object Properties entry 4 Choose the Area tab page 5 Click on Bitmap Now select a bitmap from the list box as texture for this bar 6 Clicking OK to accept the setting Editing Chart Axis When the scale of the vertical Y axis requires changing do the following 1 Double click on the chart A gray border appears around the chart and the menu bar now contains commands for editing the objects in the chart 2 Select Format gt Axis gt Y axis to edit the Y axis or double click on the Y axis This opens the Y axis dialogue Modify as needed To modify the scale of the x axis 1 Select the Scale tab and make any adjustments 2 Click OK 3 In the document click outside the chart to exit chart editing mode OpenOffice org User Guide 214 Chapter 4 Spreadsheets in Calc Database Functions in Calc Spreadsheets in Calc are also able to manage records consisting of several fields as in a database Think of each row of the Calc spreadsheet as a record whose fields are arranged in the individual columns Then for example sort or group the Calc database by rows look for key words and calculate totals Note The database ranges in Calc spreadsheets have nothing to do with the databases and spreadsheets that are addressed in Tools gt
61. databases created under Windows The dBase IV format uses Codepage 437 US Import DBase files X Character set Cyrillic 005 052 866 Russian Western Europe Apple Macintosh Western Europe 005 052 437 U5 Western Europe 005 052 850 International Western Europe 005 052 860 Portuquese Help WMectern Furone DO57082 8861 Icelandic zi OK Cancel i 4 After confirming this dialogue with OK the database file is loaded in the Calc spreadsheet document in ee ee ee ee Se ee em y 1 JPRENFIRST NPLASTMTITLE C 254 COMPANY C 254 DEPARTMPADDRESS C 254 CITY C 254 STAPOSTALCOM 2 Ms Patricia Fisher PTHTV 2345 1st St NW Washington DC 20001 3456 3 imr Alan Brown Houseware Inc Controlling 123 Main Street Kissimmee FL 34742 2354 L 4 Ms Julie Clark ICM 5 jMr Peter Smith Motor Works Ltd Sales 1234 Amsterdam Ave New York NY 10025 1234 The first row provides information on the type and length of the individual data fields This information is contained as dBase header in the file When saving a Calc sheet with the file type dBase the first row of data is used to create the header information Before working on the data in the spreadsheet we would like to introduce the second method for transferring selected records from the data source view to the Calc spreadsheet Dragging and Dropping Copies into Spreadsheets This method works with all formats and users have the ch
62. field in the status bar as shown below OpenOffice org User Guide S A Chapter 3 Managing Text Documents With Writer Pace 5 104 OOoPageStyle 100 INSRT STD HYP 16 02 05 17 2004 Switching Between Insert Mode and Overwrite Mode Using the keyboard If the keyboard has an Ins key press it to toggle between overwrite mode and insert mode The current mode is displayed on the status bar Using the mouse On the status bar click in the fourth field from the left which indicates the current mode to switch to the other mode INSRT Insert mode is enabled The text cursor is a blinking vertical line Click in the field to enable overwrite mode OVER Overwrite mode is enabled The text cursor is a blinking block Click in the field to enable insert mode default layout of the status bar Poe 5 104 OOoPageStyle 100 INSRT STD HYP 16 02 05 17 2004 After clicking eee Page 5 104 OOoPageStyle 100 OVER STD HYP 16 00 05 17 2004 mi Entering Text Anywhere on a Page Writer enables one to enter text at any position within the type area in the text document This is the direct cursor function Y Click the Direct Cursor on off icon on the main toolbar Clicking the icon turns the direct cursor on and off When the icon appears pressed the direct cursor is enabled Click on a free space in the text document The shape of the mouse pointer shows how the text that is entered will be aligned
63. format Format gt Page gt Columns which always applies to all pages with the current Page Style is independent of the sections Multicolumn frame Frames containing columns of text may be inserted These can be moved freely around the page from main toolbar long click to open Insert floating toolbar click Insert frame icon For these frames for example one can select that the text in the frame be positioned a certain distance from the edge of the frame Choose Format Frame gt Wrap Inserting Sections 1 Place the cursor at the point to insert the new section or select the text that is to form a new section 2 Choose Insert gt Section In the dialogue define other settings for the section 3 Click Insert Other documents or sections from other documents can be inserted In this case Links must be checked Enter a file name in the text box or click to search for a file Select a named section of the document in the Section pull down list When opening a document that contains linked sections a popup asks the user to update these sections If the answer is yes the current versions of the linked sections will be updated Under Windows the DDE method can be used to keep inserted sections up to date with the current status of the original files Sections can also be used as files in HTML documents The inserted sections are automatically updated when OpenOffice org loads the relevant HTML document again We
64. function in OpenOffice org Writer Calc Impress and Draw is the tool to use for this purpose Find can also locate variations in the given search term or limit the search to certain places in the document such as the beginning of a word or the end ofa paragraph Text strings found in the text can be replaced by other strings with or without confirmation although sometimes manual editing is still necessary where for example there are deviations in gender found in other languages Find amp Replace x Search for Replace with Options Whole words only Match case Backwards E arent selection only Regular expressions Search for Styles Finding a Word in Text Let say the word Holland is read or written somewhere in a long text and now there is a need to return to that point in the text but its location is not remembered When this happens activate the Find function with Ct r 1 F Enter the string one wants to find in the Search for fieldand press Enter OpenOffice org User Guide 36 Chapter 2 Working With OpenOffice org OpenOffice org starts searching from the current cursor position towards the end of the document Upon reaching the end of the document a new dialogue appears asking whether or not to continue the search at the beginning of the document Click the Enter key to confirm If the text string is found it is highlighted The Find amp Replace dialogue can remain open without interfering w
65. gt Load Save gt General this procedure can be changed so that the lines saved are structured in a more human readable format e meta xml contains the meta information on the document which is entered via File gt Properties In documents saved with security meta xml remains unsecured settings xml contains further information on settings for this document for example on the printer on the recording of changes the associated data sources and so on styles xml retains the styles defined for the document For example these can be seen in the stylist meta inf manifest xml file describes the structure of the XML file OpenOffice org User Guide 20 Chapter 2 Working With OpenOffice org Additional files can be contained in the packed file format For example Graphics can be found in the Pictures subdirectory Basic code in the Basic subdirectory and linked Basic libraries are found in further subdirectories of Basic Definition of the XML formats The DTD Document Type Description files can be found in SHOME OpenOffice org release share dtd OpenOffice org User Guide 21 Chapter 2 Working With OpenOffice org Sending Documents as E Mail Working in OpenOffice org one can send the current document as an e mail attachment providing that the default e mail program up is set up correctly Note To set up this feature select Tools gt Options gt OpenOffice org gt External Programs and confi
66. in the hierarchy Using this feature also updates the numbering f pj Wi Ul Lll py ny Click on one of the icons Promote Chapter Demote Chapter Promote Level and Demote Level or Move the chapter heading in the Navigator using the mouse The result is that numbering of all affected chapters is adjusted automatically Automatic Numbering Bullets Writer also automatically recognizes bullets and numbering during entry if Format gt AutoFormat gt While Typing was previously chosen Numbering that uses Roman numerals is also recognized and continued Note A list can start with any value e g it does not have to begin with I A step by step example with Roman numerals 1 Enter I with a period after it also followed by a space and text A right parenthesis may also be used as a substitute for a period N Press the Enter key to create a new paragraph The new paragraph will begin with II i e the Roman numeral for two U2 4 Enter some text press the Enter key and the next paragraph will begin with III 5 Repeat as needed Roman numbering can begin with any numeral desired For example with ci corresponds to 101 which will be followed by cii 102 et cetera OpenOffice org User Guide 110 Chapter 3 Managing Text Documents With Writer Numbering Illustrations by Chapters Numbering illustrations by chapter so that illustrations are labeled Illustration 1 1 Illustration 1 2
67. insert a line break Entering spaces and any other fixed text is also possible Using the Format tab define custom label formats not covered by the predefined formats To be able to do this the label type on the Labels tab must be set to User defined On the Options tab specify whether all labels or only certain ones are to be created 4 Enable Synchronize contents check box on the Options tab If this is checked only one the top left label has to be entered and edited while the remainder will be repeated identically 5 Upon clicking New Document a small window opens with the Synchronize Labels button Enter the first label When the Synchronize Labels button is clicked the current individual label is copied to all the other labels on the sheet 6 Click on New Document to create a new document with the settings that have been entered 7 Print the new document Printing Labels With Serial Numbers Printing lottery tickets or entry tickets with serial numbers on them is quite easy This is how to do it 1 Select File gt New gt Labels This opens the Labels dialogue 2 On the Labels tab under Format select the format in which to print 3 Tickets label tags or rolls are available from specialist suppliers and are often made from stiff paper with tear off perforations or as self adhesive labels on a backing material 4 To define a custom format select the Format tab OpenOffice org User Guide 160 Cha
68. is opened all those Styles are available to the user OpenOffice org come with predefined Styles for all document types Thus when a new text document is opened using File gt New gt Text Document a new blank document is opened with these fixed settings One may add or modify the styles used with a document as work progresses and if desired this document can be turned into a default template by saving it via File gt Templates gt Save Any Styles that are custom defined and are contained in the default template will then apply to all new documents created with this template The Styles in the Stylist Open the Stylist by choosing the Stylist command from the Format menu or by pressing F11 or by clicking the iconon the function bar All the Stylist functions are explained in OpenOffice org Help At the top of the Stylist are icons for selecting the Style type to display These are from left to right Paragraph Character Frame Page Numbering Styles Fill Format Mode New Style from Selection and Update Style manas 2 5 1B The scrolling frame of the Stylist lists those available styles in the active Style category that is specified in the list box at the bottom of the Stylist window For example in the graphic below the word Automatic is selected in the list box Writer offers the Styles that make sense in that context To see all the Styles of a Style type select All Styles from the list box Paragraph Sty
69. is set to the correct location Deleting non adjacent pieces of text 1 Press Ctr 1 and keep it pressed 2 Left click to set the cursor at the first character of the first piece of text to be deleted 3 Press the left mouse button and drag the pointer to the last character of the text to be deleted 4 Release the mouse button and the Ct r1 key 5 Repeat steps 1 to 4 for each piece of text to be deleted OpenOffice org User Guide 46 Chapter 3 Managing Text Documents With Writer 6 Press the Delete key to delete the selected text Setting the Viewing Zoom Factor Sad Page 5 104 OOoPageStyle 100 OVER STD HYP 16 00 05 17 2004 my By right clicking in the area shown above the user can select the display Zoom factor for the document The optimal setting is particularly useful when the Stylist or Navigator are docked and opened off and on during a session in that the full width page of text is always displayed Keyboard Navigating and Selection in Writer Navigating and selection using the keyboard is done using the arrow keys One can also use Home End PgUp and PgDn Certain keys have different functions depending on whether they are simply pressed or are used in combination with the Ctrl key The following table provides an overview of the keys used for navigation Key Function Right left arrow keys Go one character to the left or right Ctrl key Go one word to the left or right Up down
70. n 118 Sae T Ol ossa dedisdiedeza eet anes ayia durs d Cod eut enira t dui odes a DR REDE 119 Lt DETUR TR 119 Inserting an empty table using the mouse uoceresee nderit ire re rrt ree rh e edd oed 119 Inserting an empty table via the Insert menu or floating toolbar 119 Inserting from OpenOffice org Calc with the clipboard sss 119 Inserting from OpenOffice org Calc using drag and drop sss 120 Dolum TADS eS Er eT ENE Duden ns occa uiti m P Sve Teer e Ed 120 Inserting Paragraphs Before Tables at Start of Page sse 121 Pormattms Tables ti Text Dotitibifbs uoo oH eR RR ERE ORAE Mibi 121 Calculating i Text Documents e ripe raanei siisi siani naasa DEREN AH UR ERE I Add 123 Formulas m Text DOCUMENTS pisiseeni qutd coii endet devia vetri s soais 123 Formula OPOS ssania Pe Y HEUS M RUE et Sena Ea Aai aaaeeeaa EEGA Saaai 123 Basic Calculation Functions sssesessesesseesssesssseessstessseessstessstessstessstessstesseessressseseseenens 123 Basic F nctons inthe SUBMEDW sssri e saon ear eeri QU SE iaaa qs 123 OAE EE AEE E EAE EEE 124 Statistical PUroPROIS sesenta arerin tpa en osea cnra E dg 124 Iresouomeltic PUnglofis sssrini siseosas IRI REPOR EUR RE KENMUR UE NR U NENNEN Saaai EEEE 125 More DOUCEUR oocecie S IRDROERMESRI GINE DARE DIM CUI 125 eal eS TR TOREM rasa IMEEM NICE EN MM CMM PEE 125 Calculating With Formu
71. once Calc forms a logical series out of the initial values such that if certain texts are entered that are in sort lists the list will be continued accordingly Applying Sort Lists By way of experiment enter the text Jan or January in an empty cell Select the cell and click the mouse on the box in the lower right corner of the cell border Drag over several cells to the right or downwards Upon releasing the mouse button the highlighted cells will be filled with the names of the months This predefined series can be found under Tools gt Options gt Spreadsheet gt Sort Lists Custom lists can also be tailored to local needs such as a list of a company s branch offices These lists are handy for expanding as headings and other repetitive tasks by simply entering the name in the list with which to start and then expanding this entry by dragging as described above Automatic Row Filling Enter a number in a cell 2 With the mouse drag the bottom right corner of the cell downwards 3 When the mouse button is released the cells selected in this manner are filled with numbers The starting number is increased by 1 in each case If two or more adjacent cells have been selected that contain different numbers and these are dragged together any recognizable arithmetic pattern of the numbers is continued For example if A1 contains the number 1 and A2 the number 3 then joint copying of the two cells by dragging downwards causes th
72. open the Save as dialogue 4 In the File type field select the format Text CSV 5 Enter a name and click Save a From the Export Text dialogue that appears select the records and the field and text delimiters for the data to be exported b Confirm with OK Caution If the numbers contain commas as the decimal separator or thousands separator do not select the comma as the field delimiter If the text contains double quotation marks select the single quotation mark as separator and vice versa 6 If necessary after saving the document uncheck Formulas in order to see the calculated results in the table again Importing a CSV File 1 Choose File gt Open to bring up the dialogue 2 In the File type field select the format Text CSV 3 Select the file from the list 4 Click Open When a file has the csv extension the file type is automatically recognized CA The Import text files dialogue opens 6 Click OK OpenOffice org User Guide 243 Chapter 4 Spreadsheets in Calc 7 If the CSV file contains formulas as formulas uncheck Formulas in Tools gt Options gt Spreadsheet gt View so that the calculated results are visible in the table OpenOffice org User Guide 244 Chapter 4 Spreadsheets in Calc AutoFill Copying text values and other cell contents to a spreadsheet is very easily using the mouse Here the user needs to consider a few special features When several values are copied at
73. org session Ifthe saving is permanent in a file the file is protected by the master password If in a new OpenOffice org session a user accesses a permanently saved password for the first time he is automatically asked for the master password If it is entered correctly all permanently saved passwords are known and are not asked for again in the current OpenOffice org session OpenOffice org User Guide 384 Chapter 9 Advanced Techniques OpenOffice org User Guide 385 Chapter 10 Introducing OpenOffice org Basic and Macros Chapter 10 Introducing OpenOffice org Basic and Macros OpenOffice org provides a number of sample macros to help guide the user in programming macros but also to serve as useful aids that can be used immediately Use these to get an overview of how to write a macro These macros are only available in English regardless of the installation language Accessing the Sample Macros Calling the Sample Macros 1 Select Tools gt Macros gt Macro The Macro dialog appears 2 In the Macro From field double click Gimmicks The Gimmicks modules appear ks AutoText Change AllChars GetTexts Read Dir Userfields 3 Choose on of the modules For example the AutoText module by clicking the entry 4 Click the Run button to run the module OpenOffice org User Guide 386 Chapter 10 Introducing OpenOffice org Basic and Macros Editing the Sample Macros 1 Follow the steps as described above in the
74. other application to try saving the document another export format such as in RTF format and then import this new document 2 Use the Find amp Replace dialogue a Select the string of characters which now appears at the start of each list and copy to the clipboard This could be for example an asterisk followed by a tab b Start Find amp Replace c Insert the contents of the clipboard in the Search for field Ctr1 v Note To ensure that the search text is only found at the start of the paragraph by inserting a caret before the search text and checking the Regular expressions box d Click on Find All To select all imported lists but do not close the Find amp Replace dialogue at this time e Click on the Bullets on off icon on the Object Bar to convert all the imported lists to OpenOffice org lists f Back in the Find amp Replace dialogue click on Replace All Since the Replace with field is empty all selected strings will be deleted For example the asterisk and tab used above will disappear g In the Numbering Bullets dialogue define the type of bullets for bulleted lists d Numbering via the Keyboard To move the numbering down a level in the hierarchy or further to the right place the cursor at the beginning of the numbered paragraph and press the Tab key Press Shift and Tab together to move an indented bulleted or numbered list up one level to the left To insert a tab stop at
75. outer edge of pages Where the graphic is say an arrow pointing to the text it is a good idea to mirror this automatically on even pages too To do this use the Mirror on even pages option on the Type tab of the Graphics dialogue choose Format gt Graphics OpenOffice org User Guide 138 Chapter 3 Managing Text Documents With Writer Captions and Number Ranges In text documents one can create separate continuously numbered captions for figures tables and drawing objects Users can also define as many separate number ranges as desired The captions are linked to the figures tables or drawing objects in a frame Select the frame when the object is moved Defining Captions 1 Select the figure or the object or place the cursor in the table that requires a caption 2 Open the Caption dialogue with the command Insert gt Caption 3 The dialogue shows a preview of how the caption will look Further text can be inserted in the Caption field 4 Click OK The paragraph format of an automatically applied caption is obtained from the Paragraph Style Illustration Table Drawing or Text All of these Paragraph Styles are derived from the Caption Paragraph Style So if all captions always are to appear in green for example simply modify the Caption Paragraph Style accordingly in the Stylist To examine this switch the Stylist to the A11 Styles view or to the hierarchical view Editing
76. protected areas has Enable checked 2 Place the cursor in the index 3 From the context menu choose Edit Index Table 4 On the Index Table tab page uncheck Protected against manual changes or in the Navigator select the index open the context menu and select Index gt Read only Protecting frames graphics and OLE objects Many objects can be inserted in OpenOffice org documents Users can protect the content position and or size of inserted graphics The same applies to frames in Writer and OLE objects Turning on protection For graphics inserted in in a document Choose Format gt Graphics gt Options tab Under Protect mark Contents Position and or Size Turning off protection For graphics inserted in a document Choose Format gt Graphics gt Options tab Under Protect uncheck as appropriate Protecting Drawing Objects and Form Objects Draw objects that are inserted in a document using the Draw Functions floating toolbar can be protected from being accidentally moved or changed in size Likewise the user can do the same with form objects inserted using the Form Functions floating toolbar Turning on protection 1 Select Format gt Position and Size gt Position or Size tab 2 Check the Protect check box Turning off protection 1 Choose Format gt Position and Size gt Position or Size tab 2 Uncheck the Protect check box OpenOffice org User Guide 377 Chapter 9 Advanced Techniques Protectin
77. records necessary for use in the form letter by clicking the row headers at the left in the data source view Press the Shift key and or the Ct r1 key to make a selection To print a form letter for all the records in the table click the empty field above the row headers to select all records 5 Edit to suit personal requirements 6 Save the document 7 Now click the Mail Merge icon on the database bar at the top of the data source view The Form Letter dialogue appears where two choices are offered to save as file s or print One can also choose to print selected records all records or a particular range If printing a range for example records 1 to 5 ensure that the numbers follow the order displayed in the data source view To sort or filter records in the data source view by click the respective icons on the database bar For example to sort all records according to postal code place the cursor in the POSTAL CODE ZIP field of any record and click Sort Ascending Now the form letter is all ready to go Note If a completely new document containing the necessary form letter fields is being created use drag and drop to do so Open the text document and press F4 to show the desired database table Point to a column header and holding down the mouse button drag it into the document The field for inserting this item from this database table is automatically placed in the document Creating and Printing Labels and Business
78. select the desired function category and the function 4 If no suitable icon is displayed for this function click Icon and select an appropriate icon Confirm with OK 5 Now drag the selected icon out of the dialogue while keeping the mouse button pressed and drop it on the toolbar Release the mouse where the new icon is to be located 6 Close the dialogue OpenOffice org User Guide 358 Chapter 8 Customizing OpenOffice org 7 On a Windows system only to move this icon to a new position drag it to the new position while keeping the A1t key pressed 8 Again for WindowsQ only to remove an icon from a toolbar drag it out of the toolbar while keeping the A1t key pressed If the toolbar is to be docked with another border proceed as follows 1 Hold the Ct r1 key down and double click a gray area of the toolbar to open the toolbar as a floating window 2 Drag the toolbar to its new position If the mouse key is released while holding down the Ctrl key and if the toolbar is also over a window border the toolbar will dock with the window border Changing Icon Views Icon views can be changed between two choices flat icons and 3D icons 1 Choose Tools gt Options gt OpenOffice org 2 In the View register uncheck Flat buttons 3 Click OK to confirm the new settings and close the dialogue The Flat buttons check box switches between flat and 3D view The Large buttons check box switches between large and small
79. so that the pages need only be folded and fastened in the middle to create a complete brochure Since presentation objects are usually in the form of vector graphics they can be printed out in any resolution supported by the local printer or film recorder Where the slides are to be sent to a film recording service or to be printed on a high resolution colour printer in a print shop mark the Print to file check box in the Print dialogue It will then be printed to a file that can be sent to the film recording service or commercial printer Note first install and select the printer driver for the printer or film recorder that will be used by the printing or ilm recording service Most printing and film recording services require files created for a PostScript printer If there is no PostScript printer available OpenOffice org permits installation of a PostScript printer driver that can be used to print to a file On Unix based systems use spadmin to active this driver OpenOffice org User Guide 270 Chapter 5 Creating Presentations With Impress Exporting Presentations as Web Pages When the Web Page export file format is chosen Impress automatically starts an AutoPilot to help produce an attractive HTML presentation A number of HTML pages are created that are connected to one another by hyperlinks and in which the graphics are saved as GIF or JPEG images One can work on these HTML pages in Writer to give them headings and additional h
80. sorted Any sort lists and filters that have been defined for the database range will also be updated Sorting Database Ranges Select a range of cells and define these as a database range by choosing Data gt Define Range OpenOffice org User Guide 217 Chapter 4 Spreadsheets in Calc Set the cursor in the database range and choose Data gt Sort In the dialogue that appears select the column to be sorted fro example Amount as the sort criterion and click OK Sort Criteria Options Sort by Ascending C Descending Then by Ascending undefined C Hen y Descending undefined Cancel Help Reset Up to two additional criteria can be specified one to follow the other for the sort function For instance sort the expenditures first by date then by item if they have the same date and then by amount if they have the same date and item Filtering Database Ranges To filter out only certain records so that they can be modified use the spreadsheet filtering function Choose between using a dialogue to specify the criteria exactly in that case range definitions are also possible or creating an AutoFilter that will help filter according to specific values or text Imagine that the output list is already 8000 records long With this number of records it is no longer possible to get an overview Now only those records that occurred after 1 2 2000 and which apart from this inv
81. that whomever is editing the file can see who changed what and when Recording and Displaying Changes When several authors are working on the same text or spreadsheet the review function marking changes redlining makes it possible to document who made which changes so that this is clear to everyone On the final edit of the document it is then possible to look at each individual change and decide whether it should be accepted or rejected For purposes of illustration imagine you the reader are are delivering a report Now before publication the report must be read by the senior editor and the proofreader and both will add their changes Perhaps the senior editor writes c arify after one paragraph and crosses out another entirely The proofreader checks the spelling of your document and notes two cases where explicit references to the gender of an imaginary person could be reworded to avoid gender entirely The edited document comes back to you and you can choose to incorporate or ignore the suggestions of the two reviewers Plus you also e mailed a copy of the report to a good friend and colleague who has done research on a similar topic in the past asking for a few suggestions and the document is now returned by e mail with your colleague s suggestions It is now a simple matter to produce a final version of the document from the results you get back OpenOffice org User Guide 371 Chapter 9 Advanced Techniques Accepting or Re
82. the cells and choose Number Format from the context menu The Number Format dialogue appears where the user can choose a new format Merging and Splitting Cells One can select adjacent cells together then merge them into a single cell Conversely a large cell that has been created by merging single cells can be divided back into individual cells The commands are different in OpenOffice org Writer and Calc Merging Cells in OpenOffice org Writer 1 Highlight all the cells to be included in the merged cell 2 Select Format gt Cell gt Merge Splitting Cells in OpenOffice org Writer 1 Set the cursor in the cell to be split 2 Select Format gt Cell gt Split A dialogue allows splitting the cell into two or more cells horizontally or vertically Merging Cells in OpenOffice org Calc 1 Highlight all the cells to be included in the merged cell 1 2 Select Format gt Merge Cells gt Define Canceling the merging of cells in OpenOffice org Calc 1 Set the cursor in the cell to be split 2 Select Format gt Merge Cells gt Remove Inserting or Deleting Rows Columns Using the Keyboard The following methods describe how to insert and delete rows and columns using the keyboard To insert a new column or row 1 Ensure the table is in insert mode by pressing Alt Ins for at least three seconds 2 During these three seconds press the relevant arrow key to insert a new row or column to the right or left above or below th
83. the complicated examples Command Input Field nroot 4 nroot 3 1 over 3 x 2j Idline R_ oalpha rdline left Idline matrix sin alpha cos oalpha cos oalpha sin alpha right rdline partial over partial t x t a x olambda cdot F x t matrix a ll a 124 dotsaxis a Im a 21 a 22 4 dotsaxis a 2m dotsvert dotsvert dotsdown dotsvert a nl a_ n2 dotsaxis a_ nm sqrt 1 x 1 x over 2 1 over 2 x 2 over 4 dotslow t size 6 int from r 0j to r_t size 8 dr over sqrt 2 over Yomy E cm V r 1 2 over my 2 142 left stack n k right fact n over fact k cdot fact n k f x left Ibrace matrix 1 x in setZ 1 over x x in setQ 0 x in setR right none a a 0 a l a 2 dotslow a 1 over a_0 1 over a_1 1 over a 2 1 over dotslow OpenOffice org User Guide Chapter 11 Using OpenOffice org Math Formula aall 2 M TX 3 sine cos I Rl cosa sin D x 1 a x 2 A F x t Ot Qj Ay Aim Aa An Am aal aim 2 24 r dr 2 l Fo Facts viai n n k k n k 1 xez fall xea x 0 xe R 1 a ag a a 2a i aot a l t 400 Chapter 11 Using OpenOffice org Math OpenOffice org User Guide 401 Chapter 12 Troubleshooting Common Problems Chapter 12 Troubleshooting Common Problems Error Message contains Get Storage No Content The full erro
84. the reference Paragraph Style Text Body Note If the register true option is activate the baselines of all paragraphs with the Text Body Style will be exactly aligned so that they are at the same position in each column and on each page in relation to the page With double side printing the baselines of the register true paragraph will have the same position Normally use the Paragraph Style used to create the actual text To define another Paragraph Style as register true call up the properties dialogue of that Paragraph Style Call it up for example in the Stylist via the context menu of that particular Paragraph Style select the Modify command On the Indents and Spacing tab in the field under Register true select Activate Editing Headers To edit a header click in the header field in the document With the context menu Page activate the Page Styles dialogue Select the Headers tab and click Options In the Borders Background dialogue choose a background colour and click OK then confirm the following dialogue as well Editing Columns To change the number of columns or create a dividing line between columns activate the Page Styles dialogue via the Page context menu Click on the Columns tab Change the number of columns in the spin box Amount and modify the distance between the columns in the spin box Spacing Make sure that the Automatic Width field is selected OpenOffice org User Guide 165 Chapter 3 Managing Te
85. the settings in Tools gt Options gt Load and Save gt General Disabling AutoSave is not recommended OpenOffice org User Guide 16 Chapter 2 Working With OpenOffice org Changing the Work Directory When the Open dialogue comes up the work directory is displayed The user can change from this directory as follows 1 Select Tools gt Options gt OpenOffice org gt Paths 2 Double click My Documents to open the edit dialogue 3 In the Select Path dialogue enter the work directory wanted and click Select 4 Close with OK Likewise other directories can be selected using the same method For example to display a different default directory for inserting graphics change the path for the entry Graphics Saving Documents Automatically Backup a File Automatically To create a backup copy of a document every time a document is saved 1 Select Tools gt Options gt Load Save gt General 2 Check Always create backup copy If the current document is saved using the same path and file name with which it was first opened using File gt Save or Ct r1 S the old version will be overwritten by the new version If the Always create backup copy is checked the old version is first copied to the backup directory The default backup directory is HOME OpenOffice org release user backup Change this as described above in Tools gt Options gt OpenOffice org gt Paths gt Backups entry The backup copy re
86. the spellcheck does not begin at the beginning of the document or if the end of the document is reached during the checking process a dialogue appears asking confirmation that checking continue checking at the beginning of the document The system always searches first through the selected user defined dictionaries and if the word is not found there it searches through the main dictionary Should the word not be there either the dialogue shown above is displayed and which allows the user to replace the word Type it correctly in the Word field or select a word from the list of Suggestions and click on Replace The word in the Word text box can be permanently added to the user defined dictionary First select the Dictionary pull down list Then click Add When replacing a word in the Word field with another word one can check this other word by clicking on the Check Word button OpenOffice org User Guide 152 Chapter 3 Managing Text Documents With Writer If needed all unknown words in a text can be automatically entered in the active user defined dictionary For instructions refer to OpenOffice org Help Automatic Spellcheck From within a text document click the AutoSpellcheck on off icon on the main toolbar All words marked as incorrect by the spellchecker will then be underlined in red Right click on words underlined in this way and a context menu appears Thecontext menu often provides a list of sugge
87. the two top angles see illustration to remove the top line and then on OK 8 Now select the second row of the table and again open the Table Format dialogue by choosing Table in the context menu 9 Under Line arrangement click the areas between the two bottom angles see illustration to remove the bottom line between the rows and then on OK 9 Now select the third row of the table and again open the Table Format dialogue by choosing Table in the context menu 10 Under Line arrangement click the areas between the two top angles see illustration to remove the top line between the rows and then on OK 10 In the Style field select the required line thickness and click OK 11 Now the table is finished OpenOffice org User Guide 53 Chapter 3 Managing Text Documents With Writer Superscripts and Subscripts Users have the following options for superscripting or subscripting text 1 Use the keyboard shortcuts Ctr1 Shift P and Ctrl Shiftt B 2 Choose Format gt Character gt Position 3 Add the icons for these to the text object bar as follows a Select Tools Configure click on the Toolbars tab and then click Customize b In the Toolbars box select the Text Object Toolbar c Locate Superscript and Subscript in the Buttons in use list and select them by checking the box next to their names Use Move Up and Move Down to put them where needed d Click OK Icons now appear on the text object bar Making text s
88. then type the text letters or special characters in a Draw document Remember to use a reasonable font size and font type to avoid unnecessary editing later 2 With the text object still selected choose the command Modify gt Convert to Curve The text is converted to a vector object that can be edited 3 If the text consists of more than one character the characters will be displayed as a grouped object To edit a single character enter the group To do this use the Enter Group command in the context menu le of the group or press F3 Then click the character to be edited 4 Now click the Edit Points icon acu on the option bar top left in the graphic below Click the object to see all the B zier points of the object The object bar provides various icons for editing inserting and deleting points i3 ASRS m ere J 7 P FEET Imi cca ard TO hn a ams entm ELA DeB p 10 4211 JEZ OpenOffice org User Guide 298 Chapter 6 Creating Drawings with Draw 5 Use the Zoom floating toolbar to enlarge the view If the black filling of the characters is a distraction during the editing process temporarily change it to say 10 gray by choosing Format gt Area Converting to Curves Polygons 3D Many objects quite effectively edited by converting them The following examples illustrate this concept Open a rectangle This has the default settings for colour line thickness e
89. this License 1 7 License means this document 1 8 Modifications means any addition to or deletion from the substance or structure of either the Original Documentation or any previous Modifications such as a translation abridgment condensation or any other form in which the Original Documentation or previous Modifications may be recast transformed or adapted A work consisting of editorial revisions annotations elaborations and other modifications which as a whole represent an original work of authorship is a Modification For example when Documentation is released as a series of documents a Modification is A Any addition to or deletion from the contents of the Original Documentation or previous Modifications B Any new documentation that contains any part of the Original Documentation or previous Modifications 1 9 Original Documentation means documentation described as Original Documentation in the notice required by the Appendix and which at the time of its release under this License is not already Documentation governed by this License 1 10 Editable Form means the preferred form of the Documentation for making Modifications to it The Documentation can be in an electronic compressed or archival form provided the appropriate decompression or de archiving software is widely available for no charge OpenOffice org User Guide 1 11 You or Your means an individual or a legal entity exercising ri
90. this project later simply reload the custom gradient list The same procedure applies for loading and saving lists of hatchings and bitmaps OpenOffice org User Guide 318 Chapter 6 Creating Drawings with Draw 3D Globe This section describes how to create a three dimensional globe with Draw in just a few steps When finished rotate the finished Globe using the mouse ie fio elel v v ejeje Illumination light source E ml e e e Ambient light MM cray sox x m To create a custom 3D globe first open an empty draw document insert a globe and then apply a world map as a texture to the globe worldmap2 wmf from the StarOffice collection is a good choice but there are others available via the Internet Then adjust the illumination 1 Open an empty drawing document by choosing File gt New gt Drawing 2 Open the 3D Objects floating toolbar E on the left of the Main toolbar 3 Select Sphere from the toolbar 4 Drag open a area to create the globe All 3D objects can be opened in this way If creating an oblong shape is preferable press the Shift key while dragging This behavior for 3D objects is opposite to the way other objects such as ellipses and rectangles behave 5 Open the Gallery I The Gallery themes appear as subdirectories OpenOffice org User Guide 319 Chapter 6 Creating Drawings with Draw 6 Locate the map to be used If there is a Maps theme click the it and the Gallery shows the m
91. to the presentation or some of the other effects attempted OpenOffice org User Guide 263 Chapter 5 Creating Presentations With Impress Editing Presentations This section shows how to use the versatile features of Impress to fine tune a presentation Many of the methods available in Draw can also be used in Impress such as entering text and converting it into 3D turning objects into curves and polygons editing connectors and glue points and so on For details please refer to the chapter on Draw Defining Background colours The background of a slide in a presentation or drawing document can be handled either in the master view or by assigning another Page Style to the slides or by modifying the current Page Style lafo mljet Switch to the master view by using the icon in the lower left hand corner of the work area The master view permits editing the background for all slides All objects that are entered in this view whether company logos lines or text are displayed in the background on all slides that use the current Page Style the master page This allows headers and footers on to be reproduced on all presentation slides Objects inserted in the Master View cannot be modified in the normal Slide View Change only the background used in the presentation using the following steps a Right click in any slide b Choose Slide gt Page Setup c Select the Background tab d Choose a colour gradient hatching or bitmap fo
92. used when it is desired to display grouping in the equation the brace is used to group the commands but to not display If braces are needed in an equation then the Ibrace and rbrace commands are used Command Input Field 1 2 over 243 1 2 2 3 1 2 over 2 3 1 2 2 3 Ibrace 1 2 rbrace over Ibrace 2 3 rbrace 1 2 2 3 Here is a more complicated example Command Input Field 1 over 5 4 over 5 4 1 over 3 3 1 1 i EE A 4 1 i 3 341 OpenOffice org User Guide 392 Chapter 11 Using OpenOffice org Math Special Formating Of course there are many other types of groupings that can be created with Open Office Exponentiation Command Input Field 2 3 3 5 14 343 2 g 11313 Subscripting Command Input Field 23 25 1 over 2 alpha 4 3 es 4 2 Leading and trailing superscript and subscript Command Input Field 2 Isub 123 iyd 2 rsub 123 223 2 sup 123 123 5 2rsup 123 9023 Bi Isup 209 fe Isup 58 toward Mt Isup 266 20 Bis S8 fo Ex o Mt n Isub 109 n Isup 1 In the last example the Mt has both leading superscript and subscript applied This requires only typing both commands after Mt Center subscript superscript Command Input Field 2 4 3 csub 123 2 4 3 123 18 csup plus 1 2 3 4 csub minus plus 18 1 2 3 4 minus Under brace Over brace Command Input Field 18 underbrace plus 1 2 3 4
93. vrbe sdb ipis 274 Designs Ses us e PS H IHRE MURMATSISRNHA E A 274 Creating dello lel C 276 Dons ort nne Shde CPUS uae iri Ip nr UR eben R pun ARR RERUM 276 Creatiis Cross Pade EHeels 122522 erre PE RUR PRHRE PER MED ANH PUR PSU M PAREM a NE 276 Starts Presenta NTIS cuu assa estendere koreetahesi n dingue aeui etaed dco vo EVER 276 Working ith COnBOQUOs ass aite seite I E scaena ti EEEN DK ERMERN EAE NRURN Saaren E Srana GER AEN ERE 278 Tee ie COELI Loos oeste ta secre aio RI DE DONE MIDI DENIM 278 N ddlet Middle Lo DEDERE DEUM BU N annA Raninin 279 Editing Crac eedem aser ptite rtr Re ert n i pU M DX EYE EF SeTE PK R es ma rp UM QUU RHET EN 279 Usina Shap G d eniin IEEE 279 Editing Glue Points ios or pr EROR EINE HASHURR MURS POS LODH RS POR pia adana SAEPE HEAR PED Siinain tiana 280 Hints and Tips for a Successful Presentation eee esee tette tete tenente tn enne 281 Usingethe Mous asa Rail RE UU EM 281 Changing Bullet Symbols m Outline View sscsssscsssssssascesanscsescssssessssavaznsastoanstesssanavssieasenensesesntesess 281 OpenOffice org User Guide xviii Contents Insert Deleting and Renaming STISS ai HERE ER BREL RNN nE RNR 281 Creating and Printing Handouts cessecessecssseeesseecseecseessseescseescseescseescseeecseeecseeesseeucseencneeneees 282 Bu FATTORE UB Pronina Nates ECOLE 282 Using the INAV TAGE EET 283 Edit Jungs TAI s sies reir loli inedite Reni ra HUNGER Rech
94. within the paragraph is always found If the paragraph contains the text AX 4 AXA the search finds the first A to the last 4 Finds words that include the characters that come before the character that is in front of the For example Texts finds the words Texts and Text Only finds the character no numbers that you specify For example if you search for C only C is found OpenOffice org User Guide 39 Chapter 2 Working With OpenOffice org n Finds a hard row break that was inserted with Shift Enter To change row breaks into paragraph breaks enter n in the Search for and Replace with boxes and then click the Replace all button Finds a tab space You can also use this expression in the Replace with box Only finds the search term if it appears at the end of a word For example book gt finds checkbook but not bookmark Only finds the search term if it appears at the beginning of a word For example gt book finds bookmark but not checkbook Searches for empty paragraphs Searches for the first character of a paragraph amp Use this character in the Replace with box to add the characters that you enter to the search criteria when a replacement is made For example if you enter window in the Search for box and amp frame in the Replace with box the word window is replaced with window frame You can also enter a amp in the Replace with box to modify the Attributes or a di
95. 00 00 290 000 00 350 000 00 ccessories Kissimmee Clark 100 000 00 120 000 00 130 000 00 i Washington Smith 200 000 00 220 000 00 250 000 00 Washington Smith 240 000 00 260 000 00 300 000 00 Washington Smith 80 000 00 60 000 00 90 000 00 OpenOffice org User Guide 600 000 00 370 000 00 1 694 000 00 520 000 00 3 184 000 00 Total Result Kissimmee Miami New York Washington 100 000 00 175 000 00 80 000 00 365 000 00 250 000 00 830 000 00 240 000 00 1 530 000 00 250 000 00 689 000 00 200 000 00 1 289 000 00 224 Chapter 4 Spreadsheets in Calc What use is the DataPilot A table that has been created with the DataPilot is an interactive table i e data can be arranged rearranged or summarized according to different points of view This functionality is especially useful for Sales Control On the one hand it may be important to view the turnover figures at regular intervals while on the other it may be relevant to analyze sales figures on a regional basis Creating DataPilot Tables 1 Select the data range of a table together with the row and column headings 2 Choose Data gt DataPilot gt Start The dialogue Select Source appears 3 Select the option Current selection 4 confirm with OK 5 The column headings of the table will be shown as buttons in the DataPilot dialogue which can then be positioned via drag and drop as required in the layout
96. 1 to B10 is Tablel B1 B10 5 Highlight the cells in Tab1e1 to be summed Do this by keeping the mouse button pressed as the pointer is dragged from the first to the last cell being summed 6 Close the mathematical formula by clicking the Accept icon on the Calculation Bar The result of the calculation will be seen in Tab1e2 OpenOffice org User Guide 132 Chapter 3 Managing Text Documents With Writer 7 If there are changes in the cells being summed update the result by pressing function key F9 Note Instead of first inserting the border and then inserting a table inside the border start by inserting a single cell table then select the whole of this cell the only way to do this is with the shortcut keys Ctrl a and then click on the Insert gt Frame icon The border automatically surrounds the table incidentally this also works with any section of text Now set the anchor to character cut the whole table to the clipboard and paste it where it should go remove the borders from the frame and table and apply further settings Calculating Across Multiple Tables Calculations in any text document where there are more than one table which contains data required for calculation can be done in OpenOffice org Writer For example Insert two tables each with several rows and columns Enter a few figures in the tables but leave at least one cell empty The tables should be automatically named Tab1e1 and Table
97. 10 and 12 5 Date earlier than or equal to 1 1 2000 Time not equal to 00 00 Text with a length of more than 2 characters After the conditions for cell validity have been determined if any values are subsequently entered which do not meet the conditions Calc displays a warning message Fill out the other two tabs in the dialogue to specify more detailed messages to aid a user working with a spreadsheet On the Input Help tab page enter the title and the text of the tip which will then be displayed if the cell is selected On the Error Alert tab page select the action to be carried out in the event of an error If Stop is selected as the action invalid inputs are not accepted and the previous cell contents will be retained Select Warning or Information to display a dialogue in which the entry can either be canceled the cell value will be retained or accepted even if the new value violates the validity rule If Macro is selected then specify the macro to be carried out in the event of an error via the Browse button OpenOffice org User Guide 237 Chapter 4 Spreadsheets in Calc Sample macro Function Example Validity CellValue as String TableCell as String Dim msg as string msg Invalid value amp amp CellValue amp msg msg amp in table amp amp TableCell amp MsgBox msg 16 Error message End Function Note After changing the action for a cell on the Error Alert tab page and
98. 2 Ifone chooses each table can be given a different name Format gt Table Table tab text box Name using only letters and numbers for naming 1 Position the cursor in an empty cell 2 Press F2 to display the Formula bar 3 As an example enter SUM 4 Individually click the cells containing figures in both tables that are part of the calculation After each click enter a plus sign from the keyboard and continue to the next cell containing a figure 5 Finally click the Apply icon on the Formula Bar For example if adding up the first two rows of each table and showing the total in Tab1e2 the formula is sum lt Tablel Al gt lt Al gt Calculating Cell Totals in Tables 1 Insert a table with multiple rows Insert gt Table into a new text document 2 Enter a series of numbers into a column one number per row leaving the last cell of the column empty 3 Place the cursor in the last empty cell of the column 4 Click the Sum icon in the Table object bar 5 The Formula bar appears and a formula indicates the cells of the column to be added The cells are separated by a vertical bar 6 Press the Enter key to confirm or click Apply in the Formula bar The sum will appear in the last cell OpenOffice org User Guide 133 Chapter 3 Managing Text Documents With Writer When numbers are changed in the table the sum is automatically be updated If for example formatting the numbers as currency select
99. 2 397 00 4 324 00 Total 4 490 00 6 195 00 9 682 00 In this example the sheet has been formatted with certain cell attributes in the Format gt Cells dialogue In addition the view of the grid lines and sheet headers has been deactivated in Tools gt Options gt Spreadsheet gt View and a graphics file loaded as background in Format gt Page gt Background Note An image loaded via Format gt Page gt Background is only visible in print or via File gt Page View For a background image to appear on screen as well insert the graphic image by choosing Insert gt Graphics gt From File and put the image behind the cells by way of the context menu command Arrangement 7 To the Background To later select the background image use the Navigator Formatting Text in a Spreadsheet 1 Select the text for formatting 2 Choose the desired text attributes from the spreadsheet object bar Formatting Numbers in a Spreadsheet 1 Select the cells containing the numbers to be formatted 2 To format numbers in the default currency format or as percentages use the icons on the spreadsheet object bar For other formats choose Format gt Cells Choose from the preset formats or define a personal format on the Numbers tab page Formatting Borders and Backgrounds for Cells and Pages Basically a format can be assigned to any group of cells by first selecting the cells for multiple selection hold down the Ct x1 key w
100. 8 10 12 14 16 18 20 22 24 26 Engine P 1 Hf Engine Slide 2 Slide 3 Slide 4 s STi Eere ue ES ESTER v s mEEENENNEEEEENE ee eile E ee B zier curve selected 1275x145 Add some more details OpenOffice org User Guide 334 Chapter 6 Creating Drawings with Draw engine complete sxd OpenOffice org LLZ ane i File Edit View Insert Format Tools Modify Window Hep aronern so_docs user_guide engine _compie 7 H amp amp z E oo E Buck 8 10 12 14 16 18 20 22 24 5 14 12 10 8 6 oo m e N N N T N e N oo ex z EIEE mu se BU b Low od XNEHENENE HECHE PCL Ui EESESZHEEERENERZS CSc 2 group objects selected 14 27 2 79 12 79x363 OpenOffice org User Guide 335 Chapter 6 Creating Drawings with Draw Complete the drawing VEI complete sxd OpenOffice org 112 i File Edit View Insert Format Tools Modify Window Hep jajhomejsun_ so_docs user_quide engine compe E fud er w B e EEN E D o 00 MM Black 7 TTT BEHSUS SO SCE ae OpenOffice org User Guide 336 Chapter 6 Creating Drawings with Draw Using Snap Lines It is advisable to use snap lines to position lines and objects more precisely To display a snap line click on a ruler and hold down the mouse button to drag it into the document To move the snap line rest the mouse pointer on it until a double arrow appears Shif
101. Backgrounds Double click one of the templates such as Note Pad Now there is a slide in which any predefined text can be replace with the text of choice Note If the document is in the Master view mode when opened switch to the Slide view mode using the respective icon in the lower left corner of the document window A document will always be opened in the view in which it was last saved u r If Tips and or Extended tips is enables hovering the mouse pointer over one of these will popup which is which To create a second slide click the Insert Slide command in the small Presentation window If the small presentation window is not visible click the Presentation Box On Off icon amp l on the Object bar In the next dialogue select a page layout and confirm with OK Slide 1 ze Alternatively one can also click in the area right of the Slide 1 tab to create a new slide without any selection dialogue The new slide has the same layout as the current slide 1 The user will then see S1ide 2 2 Press OK 3 Click once on the lower text frame and delete it say with the Delete key 4 Click in the text frame at the top and enter a title 5 Next insert a 3D object by long clicking the 3D Objects icon far to open its floating toolbar nN Select the Sphere icon 7 Click on the slide below the Live in 3D text drag open a 3D rectangle and then release the mouse button Voila a 3
102. British or North American spelling 4 Then click on Search If English language attributes are applied to the English words in the text Format gt Character Font tab Language list box then the spellcheck thesaurus and hyphenation will automatically be in this language One can assign a language to Paragraph Styles in the same way OpenOffice org User Guide 156 Chapter 3 Managing Text Documents With Writer Form Letters Business Cards and Labels Write form letters design business cards and produce labels all from data obtained from a data source or that is sequentially numbered Creating Form Letters To aid in creating form letters the following section first gives some brief instructions and then detailed instructions Brief Instructions For Quick Results 1 Register an address data source in OpenOffice org if not done previously Instructions may be found with the search term address book in Help 2 File gt AutoPilot gt Letter to open the dialogue 3 Setup the template 4 Select the addresses for the form letter or enter them manually Click Create Writer can now create the form letter Fixed and Variable Fields Fixed fields are fields which are filled out only once i e when the field is inserted into the document For example if writing an invoice based on an invoice template use a fixed date By doing so when setting up the invoice document the field position will contain the curren
103. Chapter 4 Spreadsheets in Calc Addressing by Name A neat way of making the references to cells and cell ranges in formulas legible is to give the ranges names For example name the range A1 B2 as Start then in the formula simply enter SUM Start Following the insertion or deletion of rows and columns OpenOffice org also correctly assigns the ranges identified by name Remember range names cannot contain any spaces For example it is much easier to read a formula for sales tax if written as Amount Tax rateinsteadof A5 B2 Inthis case cell AS would be named as Amount and cell B2 as Tax rate Sales Tax Rates 11 00 12 00 13 00 14 00 15 00 In order to specify range names follows these steps 1 First highlight the area to be named 2 Select Insert gt Names gt Define or use the Ctrl F3 key combination 3 Enter the name for the first area 4 Click Add Other cell ranges can also be named in this dialogue by entering the desired name in the field and then selecting the respective cells Use the Define Names dialogue to define names for formulas or parts of formulas needed more often 5 Close the dialogue with OK Recognizing Names as Addressing OpenOffice org can correlate names with areas for the most part automatically as long as the row and column coordinates are entered Refer to the following graphic OpenOffice org User Guide 204 Chapter 4 Spreadsheets in Calc gi July August Septemb
104. D sphere 8 Drag the sphere into the center of the slide and enlarge it by dragging one of the handles in one of the corners When dragging hold down the Shift key so that the sphere remains a sphere OpenOffice org User Guide 260 Chapter 5 Creating Presentations With Impress 9 Assign an interesting colour or colour gradient to the sphere by way of the list boxes on the object bar Placing a bitmap as a pattern on a 3D object for example a world map from the Gallery is covered in another chapter eg Untitled OpenOffice org 1 12 aJ Edit View Insert Format Tools Slide Show Window Help J 85u 8S oe 3 Rro owes e f i 6 ipsos Bl Black 7 amp Blue 7 x o amp Insert Slide Modify Slide Layout Slide Design Duplicate Slide Expand Slide X amp 35 uuozlamelBdc 1 697 498 153 0 00 x 0 00 64 Slide 2 2 Save the presentation by either pressing the Ctr1 S shortcut keys and specifying the name and location for the file or use File gt Save as and again specify the location for storage Switching Presentation Views To the right above the vertical scroll bar there are some icons for switching views and for starting the presentation n Drawing View Outline View Slide View Notes View Handout View Start Slide Show OpenOffice org User Guide 261 Chapter 5 Creating Presentations With Impress To the left of the horizontal scroll b
105. Data Data from other spreadsheets programs can be imported edited in Calc and output in different export formats Users are presented with a dialogue similar to the following when they select Text CSV as the file type when the input file uses a character to separate the fields tab in this example Importing into Calc Text Import ccpat txt Import oo ee Cancel From row 1 ES Separator options Help C Fixed width Separated by iv Tab Comma Other Semicolon Space Merge delimiters Text delimiter 7 hd Fields standa dad SEI ESAE 1940 5 ETANG Pu 601506 1592100 LAPIERRE PATRICE 26 83 1949 C P 5 ETANG 3 601506 1000047 RENAUD ROLAND E 04 04 1941 1882 BOUL GUY 601306 1000054 GAUTREAU J MARIE 08 01 1943 6069 45E A 6015306 1000054 GAUTREAU J MARIE 08 01 1943 6069 45E AV 601506 1000054 GAUTREAU J MARIE 08 01 1943 6069 45E A al yy 601506 1900054 GAUTREAU J MARIE 08 01 1945 6069 45E AV EU E rmm TTE TTNITT PTOL T C SM OT nu 5 OpenOffice org User Guide 180 Chapter 4 Spreadsheets in Calc Where the input file is in fixed width fields check the Fixed width box and set the column widths in the measurement bar as shown below v ee TextImport CCPatient txt LT x Import Character set Unicode UTF 8 SS Cancel From row fl pre Separator options Help Fixed width Separated by E E 4 4 r Fields Column type pat
106. E Oe 1 eae Rd bun EID nO UN MUR UND Donee D USA OIN Und Le ITI 48 Hyphen em dash and encdashi ussoeee erret RP PS RH PB o mE HAM HE RHET e eaa 48 Manual ET yas TAHT asesor dossier orte entasse ea hadena arkaa 48 o TP APA VAM Do RR Saana 49 ge ire TE COUPE DEL eue I en t IRI GINE UENIRE Re MI RIMIS 49 BEotGRNE TEE i IRR HORN CORN UNDE MEM 49 IED IE A NOCERE 50 Choose Format from the menu bar Borders tab page sse 50 Use the Borders floating toolbar with Tables serene 52 Superscripts and SUBSCERIR sees resin spera repeto ette peen ees eap re bete eas euet roue Puts eb as t tbv ac YE OUI PEU OUE 54 Making text eupetecemt subisceapt while DVIIDE seio eio ib tibi E be Ribes etd 54 Applying subscripts superscripts retrospectively serene 55 OpenOffice org User Guide vi Contents Watne an Uppercase pr Doe Loa UR DU RR RHONE ME 55 Moving Text Sections in Documents essent tette tette tentent tentent etn 33 R setting Ser VS Te While TRIPS ne ene suo eU an Rip qna UR PL UR UAI qa RERO TiS 56 Example procedure for resetting Font Attributes eee eese ee teee e tnotnen 56 Chapters EDI CIUS sv cxrltan vas aha tiaia kareas Ea n a dines Eria E E Ee 56 Quick Formatting Using the Adjacent Paragraph Format sees a7 LUTTE ITI RETI ELT TER 57 Sections and A OAR MT dadine eats 59 T
107. E ZI n G aaan O e EEn 7S3 18 19 43 10 Zoom floating toolbar Text floating toolbar Rectangles floating toolbar Ellipses floating toolbar 3D Objects floating toolbar Curves floating toolbar Lines floating toolbar eoceocccoc Connectors floating toolbar OpenOffice org User Guide amp amp E Bic ew x Sidet 1 Plain Blue oo Alignment floating toolbar Arrange floating toolbar Insert floating toolbar Effects window Presentation window Navigator window Stylist window Color bar 254 Chapter 5 Creating Presentations With Impress How to Create a Basic Presentation The following brief step by step example demonstrates different methods of how to create a presentation document As with text documents there are various ways to start creating a presentation Open the AutoPilot Presentation by choosing File gt AutoPilot gt Presentation The AutoPilot starts automatically each time a new presentation is created If desired switch off the automatic mode on the first page of the AutoPilot The AutoPilot is described in detail in the Help By turning off the AutoPilot in Tools gt Options gt Presentation gt General a new empty document for example by choosing File gt New gt Presentation is opened Alternatively open an existing presentation document that is modified and saved under a different name Or use one ofthe many templates available in the Templates and Documents dialogue
108. ERON RRR UN MR HEU 247 Lum AR II ONCE 248 Tjs rtimg a shest into dob DODGE ooi tide tano Uo tbi QU di ener qe D MR IUE 248 Displaying f rm l S oes iieri tret tin iota Mirta AU iiu toe eae 248 LEN DHL 2 ce een EE 248 Eres CUMIN ssec pais RN PER DOR MUNTORUREANUE AU AEN ER UAR AR ARR INI ERR AER ERR Hd 248 Pentre s Cale VOS aee eniti eee ferendis rte ta etai ride viven acidez eripi dre esp d 248 Conditional Formatting sisisi ode ti I PATH PRHOTYEARN bass PNE HUR PATER a Elari Spaa Sia raar Ehia eana RI RO 248 Defining du T 250 Creatine En eot ois TET ced 250 Linking Sheet Informati n sese Pb Re PH RREYRR SEM ESE DU EU NORLE EE Sansa PANI APA ERRORE 25 Chapter 5 Creating Presentations With Tigress is saviscninscwsnsssenesduastnondbasncsadnesauvissh parten Ra engan oia 253 OpenOffice org Impress Toolbars and Windows sees 254 Howto Create a Basic DiOSEBLS DUE eo oo encode RS aeons Eee aN C HMM EE 255 Creating a Presentation With the AutoPilot a o ER DESIRED EMEN 255 Creating a Simple Presentation Without the AutoPilot sse 260 Switching Presentation VIG issin skisis iaai ariana 261 Fi esc HT MTUESIND E E EEE 262 Incorporating Slide Show PETES CA soia ues enr tre traiter etos eder repe prap tetas a pieno iint qu Perdu 263 Showing a PECORE Re een eee OT OnE nr ibid tetu Bettina tdi udis 263 Iz linh aos RUN TEIL cc 264 OpenOffice org User
109. Effects Geometry Geometry Rounded edges Scaled depth Rotation andie Depth Segments Horizontal 24 2 Vertical Normals E s a aj s sale 3D Effects Shading This feature permits specifying the setting of the shader flat phong or Gouraud to be used to display the 3D object Gouraud provides the best shading but requires the most computing time Also use this feature to specify a shadow for the 3D object and to select the camera distance and focal length OpenOffice org User Guide Shading Shadow Camera Chapter 6 Creating Drawings with Draw By using this feature the user can control the manner and quality of how the object surface is geometrically calculated and displayed For example interesting effects can be produced by deliberately reducing the number of segments of a sphere Properties of the 3D font such as the slant of the edge bevel depth et cetera are determined here 30 Effects Mode Gouraud h q Surface angle o degree s EH Distance 0 60cm Focal length 10 00cm 322 Chapter 6 Creating Drawings with Draw 3D Effects Illumination Control of illumination of a selected 3D object is easily done in a variety of ways In addition to the general ambient light eight additional light sources are available all of which can be aligned adjusted for colour or turned on and off individually llumination light source
110. Enter a title for the second slide for example Second Page 7 Press the Enter key again to get the small icon for s1ide 3 8 Now press the Tab key before entering any text This action ensures that the text entered here will be a subtitle on slide 2 9 Continue to enter more subtitles of the first level on page two 10 Pressing Shift Tab moves one level up Thus enabling the user to make a new slide out of a first level sub topic The levels created by following these steps automatically contain the Presentation Styles title outline 1 outline 2 etcetera These Styles can be modified by having a new slide design assigned to them for example a new font font size and font colour These designs can of course be edited for example via the Stylist s context menu OpenOffice org User Guide 266 Chapter 5 Creating Presentations With Impress Slide Transitions Effects and Animation With Impress grabbing an audience s attention using animated objects and interesting slide transitions Is easy Automatic Slide Transition When showing a series of slides use the slide transition effects to present them in an interesting way For example the current slide can roll out of the window while the new slides rolls in This effect is called roll from left The best thing to do is to assign this effect in the Slide View Simply click on the third icon from the top in the scroll bar on the right of the presentation window or choose
111. External Data dialogue appears 3 In the dialogue enter the URL of the document or Web page Write the URL in the following way fictional example http www my broker com table html Enter a file name from the local or network file system in the usual way i e via the File gt Open dialogue OpenOffice org loads the Web page or file in the background that is without displaying it In the large list box of the External Data dialogue are the names of all the sheets or areas from which to choose 4 Select one or more sheets or areas optionally activate the automatic update function to every n minutes and click OK The contents are inserted as a link in the Calc document 5 Save the spreadsheet Upon re opening Calc updates the linked cells 6 Under Tools gt Options gt Spreadsheet gt General choose to have the update on opening execute always upon request or never The update can be started manually in the dialogue under Edit gt Links OpenOffice org User Guide 209 Chapter 4 Spreadsheets in Calc Using Charts Data from spreadsheets can be represented graphically in a chart A wide variety of charts and diagrams suited for illustrating the structure of the data can be selected and created from a spreadsheet 1 Open an existing spreadsheet or enter data in a new sheet with row and column headings 2 Select the data together with the headings 3 Long click the Insert Object icon found in the Main toolbar
112. HER CONTRIBUTOR ASSUME THE COST OF ANY NECESSARY SERVICING REPAIR OR CORRECTION THIS DISCLAIMER OF WARRANTY CONSTITUTES AN ESSENTIAL PART OF THIS LICENSE NO USE OF ANY DOCUMENTATION IS AUTHORIZED HEREUNDER EXCEPT UNDER THIS DISCLAIMER 7 0 TERMINATION This License and the rights granted hereunder will terminate automatically if You fail to comply with terms herein and fail to cure such breach within 30 days of becoming aware of the breach All sublicenses to the Documentation which are properly granted shall survive any termination of this License Provisions which by their nature must remain in effect beyond the termination of this License shall survive 8 0 LIMITATION OF LIABILITY 407 UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY WHETHER IN TORT INCLUDING NEGLIGENCE CONTRACT OR OTHERWISE SHALL THE INITIAL WRITER ANY OTHER CONTRIBUTOR OR ANY DISTRIBUTOR OF DOCUMENTATION OR ANY SUPPLIER OF ANY OF SUCH PARTIES BE LIABLE TO ANY PERSON FOR ANY DIRECT INDIRECT SPECIAL INCIDENTAL OR CONSEQUENTIAL DAMAGES OF ANY CHARACTER INCLUDING WITHOUT LIMITATION DAMAGES FOR LOSS OF GOODWILL WORK STOPPAGE COMPUTER FAILURE OR MALFUNCTION OR ANY AND ALL OTHER DAMAGES OR LOSSES ARISING OUT OF OR RELATING TO THE USE OF THE DOCUMENTATION EVEN IF SUCH PARTY SHALL HAVE BEEN INFORMED OF THE POSSIBILITY OF SUCH DAMAGES 9 0 U S GOVERNMENT END USERS If Documentation is being acquired by or on behalf of the U S Gove
113. K to generate the index from marked entries Creating Bibliographies Bibliography entries are often in the form of smith Smith 1995 has also carried out research on this matter or similar so that the reader knows that more detailed information can be found in the bibliography under smith 1995 with the full name of the author title of the book publisher date of publication and a myriad of other possible terms Decide what details should appear in the bibliography and then use Insert gt Indexes and Tables gt Indexes and Tables with a Type of Bibliography to define how the entries will look when displayed Select Tools gt Bibliography Database to open the bibliography database Examine the columns and find one labeled Type then use different entries for magazine articles than for entries concerning books For this reason the bibliography database is divided into different types of sources of literature A new record can be inserted in the Insert Bibliography Entry by clicking the New button but these ad hoc records will be saved only in the current document not in the Bibliography Database and then only if the relevant new entry is actually inserted OpenOffice org User Guide 1 Chapter 3 Managing Text Documents With Writer When saving a document with bibliography entries all information belonging to the entries will automatically be saved in a hidden field In this way all data will be included wh
114. M M ene UM a KES 2 4 Database Functions m Calo enis bett bii dee tb EO PU PE IER PEOYRS p eb bei HEE EP Po EU RH E 215 Defining Database EIE asses eiie keisiineesertes kit teta case bordel ctn vv 215 Creatine Records an a Spreadsheet siisii est RR ERE SHU IEENRO caangan iienaa bE saigs ASEE 215 Domit Database BE tesco im ROI RIA Eee ERIGI CNN M TIME 217 Bobby Databases ROBES ansa MN SERUUM eee eee 217 Filtering Database ABE e onisereesrenietiser ae ticines e teokiprt reet uascansasavevonstacnvatanerainas tert epa e PER RE RE 218 Grouping Database Ranges and Calculating Subtotals sss 220 Transferring Data From a Data Source to a Spreadsheet sss 22 Opening a Database File in GIG rereerereresestee tenera iens terme ecoannassensbanseosessaseassnecoueenne 22 Dragging and Dropping Copies into Spreadsheets aeternae rite raees 222 Evaluating Data With Calc s sssessssessssessssesssstesssteesstessstessseessstesssteesseeesseeessteesseeessteesseetseseseseseses 224 OpenOffice org User Guide XV Contents Data O ub RURSUS e RARE e EAO EEREN NER 224 What use is the DatsP HE uus eroe sce terere er pttnek cranes obe eeen adeste rd needed hero toad d ce eripe 225 occi TP T PUOC TABLICE RETE Er E RE E E RAA 225 Selecting DataPilot Output atc ics csicscasssnssnncgsnnancavsioatsannescevanncvenctunseavesniparcannioaasasventiageniaaes 221 Exitus DataPilot Tables sisiriha cr tela odores dedit R
115. M MEM NM 44 Automatic COFBODLIURB ee oes empeie ete par ttes ihe ton i pimh tap om iRepU e berk es o os the Fl ER op tps th El rSh k pied 44 Word ea dU NN EE 44 Du sq AMEo s 44 Switching Between Insert Mode and Overwrite Mode seres 45 Using Ihe keyDodrdi ovata e norte a Po v Ae HR HO d ORA OR NAR UR OR d 45 Lions Toe OE snosiedasti dear nunon atmana a ety clio un ito ut in Puri eR Di gn RS NR 45 Entering Text Any where ob 8 PRESS ausus tais costes Wiese Ru Rt sna ud 45 Selecting and Deleting TERt siss esso oan A bU risien LUN PRIN vA IR pU iaaii RR ER 46 Delete characiebSs OE OE 46 Deleting o T 46 Selecting text to delete with the MOS sas cecescas uecosessvesssenesconssevensnans esessnssacepesatenassaneensninanead 46 Sel ctme Cela aT delito withthe Eo DOE Rab DR Gne Ua ib iiin 46 Deleting nos adiacent pieces of XE au usine etikret a pistes testor Eden ve Hir ni pi esa te oae bP IS Ud 46 Stt die VETE Zooni Pallol s io Eo REANO A EUN cert 47 Keyboard Navigating and Selection in WNEHEE eene estero eerte ek ek ehe ede siad 47 Inserting Sp cial CIBFgetebi us eis dotis d os tdt ezsge vts doridbis kiaiii rus pipi Renan 47 Inserting Protected Spaces Hyphens and Conditional Separators 48 Non Dreaking SDHODR s oaccxcin anes an hate erai iieri iden ans nee iiu ssai i v Qe abt t re ES RISE kesi 48 Boss tc aE D
116. Matrix Matrices are composed using the matrix command as follows Command Input Field left matrix 1 2 2 3 right x 12 a abs matrix a b c h y abs matrix 1 over 2 b c d z a 25 II OpenOffice org User Guide 397 Chapter 11 Using OpenOffice org Math Formatting There are some additional formating commands that are available in Open Office Formula These allow adjustment of the size colour and layout of the equation Size The instruction size changes the size of text in the equation Command Input Field size 2 a b size 10 C a b C Colour The instruction colour changes the colour of the text in the equation colours available are red blue green yellow white and black default Command Input Field A colour blue A left matrix colour red 1 colour blue 2 colour green 3 4 right colour black x 1 2 3 4 X Layout Various text formating commands are available to change the layout Command Input Fleld bold bold newline newline bold newline OpenOffice org User Guide 398 Chapter 11 Using OpenOffice org Math Alignment The alignment commands are available to change the position of the elements of an equation with respect to each other Command Input Field stack alignr a alignr brctd a 12 stack alignl 12 alignl b 2 2 b c d b 2 5 1 34 3 2 5 1 3 3 OpenOffice org User Guide 399 Examples Now for
117. N HERE E RNE EU EEMDENAMM 162 ljuielit s c 164 Lara a Newsletter PEOR DEDI Laus ate eee UE Ci M eee re 165 Creating Page Styles eei HERR EGRE PR EEU FUA PARE RE ara E Pk ERAS RE REN EE Ru HERE 165 Editie ERAS aeneis Annie erri seiten vi o aen oreille avi id EN 165 Editing COLI ss oos cca Pe AERE DUREE ER ERA RN RR ARRA 165 Editing Parapraphi SUPR ausa need pl acies oral ei decidi tibia aab aeu pr domi a 166 ko YT with Frames ECC mm 167 Formatting a Frame osi evoked onec e AEG CE URN Eae SE ees E RN Fe RR RUN UAR 167 Anchonne Frames siei re OO SESS 167 Defining a Frame WES aeos HERREN EL HAN HEEPOR PEN ELA HERREN MUS paia CASAS PER PUR HO M PES 167 Defining Mu CONCI 168 Linking Frames and Facilitating Text PIU aoreet tib persi rn ro dad dec qu ue 168 Using coloured or Graphic Backgrounds s eeeeeeeetetettntettnennt 169 Ceatnga Taole gf COMENS NET TO LOL eee rere erry near 169 Further Titra noth oes nire VO PD IE cnn nanncnunninnnkanoanacnaneiunisadienis 172 Using Automatic Hy phonation sscscisssnssavnssuoscsnsdssavnsssvnssnandbesaseatnnsdvastuasesusavsdvnosdveveendanoans 172 Letters With Fein lps ics scssacaesvasscavescoccisndvnncavnsoansapaiossaahdyaiescanisansasacvaiscunioasednaunansioniounsdaniseendonscaesaaces 173 Using a Ready Made Letter Template eeesesessssesseseecseessseeecseescseeucsececseencaeeecseeneneeeeaeeees 173 Creating a Letter Template Using the AP seco
118. N KORR d 107 Turning Numbering On and OH ua ss esesectpda itr ern iadhdkes seii rta bct ido rev rag 108 Example numbered list with sublevels oo secret repente pb Stn rho RII UHR Urn dubita 109 Onine Ninbe NE aen ese IM veneer eee er E E DE DAMES 109 Automate Nunbennp te ooo ERI IDE QN MIND IM NERE RA REE 110 Numbering Illustrations by Chapters eeecruneeepeeses vera ras strate rarn ret pes tab ee pev vae ee ese Pe es redo vI0S 111 Defining Number RA 8 i siisii iie diserenan esi diu deerat pn diia teda 111 Using Master Documents and Subdocuments essere 113 Importing Lists From Other Text Programs sessi 116 Changping Numipetitier via the kc eee nee doin Db E ni cee ere 116 Interrupting and Continuing Niger ioc usce areis r lix ri teet opo Rare Pon eR REFUS t ERR PPIPEM eM PEE MEER 117 OpenOffice org User Guide ix Contents Dolci awtomatig DHUEBDCEIS Ls ico UR HARE UR RE A RN BENI DENDUM NEM 117 Formatting the para rapi eee eerimestirsttiee ne tend ives eheu or enia ptectk toten rore doeet eoi ries ate vos teu eade 117 Continuing numbering with a new starting value ptor rers tecti Pa thes n usn 117 Numbetiag Ein E sce erp rH RIP HR E Pk EEPY EE UE PR PER Duet 118 Line Numbering for All Paragrapiis ccsssssercsssnsenoscasssisasnesavnschssseneseesensesinsesvnctasssesdhosavnscusseraiasss 118 Line Numbering for Particular Para sr aging oe suce ee eiie det Pe rc exe Dre ni P ue EUR RAPI
119. Navigator The Navigator is another important feature of OpenOffice org that along with the Stylist that helps manage formatted documents 4 Activate the Navigator by clicking the corresponding item in the Edit menu In particular the Navigator helps one to navigate or move accurately to the parts of a document required and provides detailed information about the content of the document in an understandable manner In text documents the Navigator provides complete lists of all heading graphics tables et cetera in a document Simple navigation such as going straight to a specific place in a document only requires double clicking the desired entry in the Header list Besides simple navigation the Navigator can do much more in assisting users to manage documents For example a document is structured using headings through the Navigator a user can change the sequence and hierarchical levels of whole chapters and sub chapters quite easily by clicking the appropriate icons in the Navigator Navigator Q9 Fh i E e msg il S Working With OpenOffice org The Title Bar The Menu Bar The Toolbars Using Floating Toolbars The document window Docking windows gt c cose Ic hapter2 sxw active v The Navigator can be docked to the edge of a window by dragging its title bar while pressing the Ctrl key Undocking the window is easily done by pressing Ct r1 and double clicking in a vacant area of the Navigator Jumpi
120. Office org User Guide 178 Chapter 4 Spreadsheets in Calc Chapter 4 Spreadsheets in Calc Calc is the powerful spreadsheet program of the OpenOffice org program It provides the functions necessary for professional use with financial and statistical functions as well as database functions and much more Overview of the Functions in Calc This section contains a short overview of some important functions and capabilities of Calc Calculating Calc works primarily as a spreadsheet program i e it provides a spreadsheet containing cells into which text digits and formulas can be entered and from these calculate simple and complex results Calc like the other components of OpenOffice org has numerous automatic functions to ease usage While Calc provides all the basic calculation types it also has numerous calculation methods that can be entered interactively via the AutoPilot Functions In addition it allows entering text and flexibly arranging cells so forms can be comfortably styled filled in calculated and printed Database Functions Data that can be summarized into records such as addresses inventory levels customer orders or similar can also be managed by Calc Even if there are no calculations Calc can quickly sort a database range and search the data for specific characteristics such as maximum or minimum values In addition a sheet in Calc can serve as a data source for creating form letters and reports with Ope
121. OpenOf ficeorg The Open Source Office Suite OpenOffice org User Guide for Version 1 1 x m ye OpenOffice org User Guide 1 5 First edition 2004 05 07 First English edition 2004 05 07 Copyright and trademark information Copyright and trademark information The contents of this Documentation are subject to the Public Documentation License Version 1 0 the License you may only use this Documentation if you comply with the terms of this License A copy of the License is available at http www openoffice org licenses PDL rtf The Original Documentation is OpenOffice org User Guide for Version 1 1 x Contributor s G Roderick Singleton Portions created by G Roderick Singleton are Copyright 2004 All Rights Reserved All trademarks within this guide belong to legitimate owners Note a copy of the PDL is included in this template and is also available at http www openoffice org licenses PDL rtf Feedback Please direct any comments or suggestions about this document to grsingleton a openoffice org Acknowledgments I wish to recognize the Technical Writers of Sun Microsystems for the fine model they have provided for organizing this document I wish to thank David Collier Brown for contributing time and energy in editing each section as they come available and making the overall flow of this document better I wish to thank John McCreesh for contributing time and energy in m
122. Pressing Shift Ctr1 N opens this dialogue or use File gt New gt Templates and Documents For more information on the various dialogues used here refer to Help Creating a Presentation With the AutoPilot 1 Choose File gt New gt Presentation AutoPilot Presentation New Product Intoduction Type C Empty presentation A New Product ih troduction From template C Open existing presentation Default CD labels Neato CD labels Verbatim New Product Intoduction Iv Preview Do not show this dialog again e omn o Jes cem OpenOffice org User Guide 255 Chapter 5 Creating Presentations With Impress The AutoPilot Presentation opens automatically The first page allows starting with an empty presentation a template or the last presentation opened By clicking the From template option OpenOffice org Impress collects all existing presentation templates and displays them in the list box 2 For the purposes of this example select the template new product intro and click Next On page two of the AutoPilot dialogue choose another Page Style if needed The selection of presentation layouts available to choose from are from the predefined template directories As on the first page of the AutoPilot all templates are displayed as Page Styles AutoPilot Presentation New Product intoduction Select a slide design Presentation Backgrounds Original Dark Blue with Orange Sele
123. Protecting Conte ts in Cnent NOS DER ao ue U REN DEMNM ERRANA RR INN IM es Protecting All Documents When Saving ccccsesessssssssssssesssessssesssssssesesesesesessstsesesesteeseeesees TOA o NS II isc OT E Turnie Off protectiOn 5 sen azn cesyanaesessciawaencnavatsrasancascnavensrvsanaasnasaecianass FORREEE PUN PA UE V MAS Ae sake Protecting Revision Wari ge 05 sues eruor csansssnesavoassesexsoavonennep apre tire bend conasbapnennvenasa cnassnveaaneasiansasonn Turning on revision SP OSI sas acces ir o Des ei uae ntsc EEIEIEE iaaeaie Turning off revision protection ernst ctia rir rricta eti tax euer Ra PORK aei ond bveedecondeunebeasaes OpenOffice org User Guide xxiii Contents Prete pie LUE Ranges dle ausonouo RHOD BRUNNEN nanana 375 Protecting Sections in WEHGE sees en etentb h vermes dose ea c unas e desk euer ane oes n rop Due tdg 376 TOU ORCDIEOLCDURDE S io Un ocn eem b nara pu idit ios emen cau aic ien ticdu 376 Turing off protection ciiise cinia asii PIRE PER FEAR Aena S HUE Eaa ERSA sS oS Ran 376 Protecting Cells in a OpenOffice org Writer T ble iu esee ertt terio bu sesenta 376 Automatic Protection of Indexes and Tables ostio ec reto enr rt i Eu dis Reina de 377 Turme ort POEG G oai a saos sta bs eti ia da tle bi eu re odia vasa tani daade nni aiaiai 377 BGAN OE BIOISODBEL a e aic bela ui ail dab ui lus e a nao lus 377 Protecting frames graphics and OLE objects s ssssessssesssseessstessstesssteessteessteessteesss
124. R FERRO IN A OH PKT UA ERR PPAR HN ARRA Renaming Urs t RR nN Values and Pormildsds Cell COODIEOE o eo qo iir Dad io ocu Te a pcdibus erditsi tats Calculating in OT CASSIS uu enses etu io RR eR SIN ERE ae eae manent Using Butin PUDOUDDE eU RENE EINEN AU MN RM IEIUNIA Hitt eM A Short Description of What Cells Can CODD esee err rts tere entren itae een rineds POU NF scsi Sa weston ains YA GU Pda RD OR SPUR DU MGR anda ncaa POBRE REN aaah REV RUR T Ud Calculating With Forrmulds eeceesscenetsaesces eene riens Ree kine rne ane stes eric on eeu o hes p e rap eir tesi noa Calculating With Datesand DID so qu up quM Rar NPR E URBI etr QURE Opa De MORIR Up qa QUON IUE Inserting and Editing Notes rtr e RR EYE M MER HH ER EC MT Io Nc enden ia Handing Multiple SSCS eae issnideniekiadt eiaha aae eaaa dpa Displaying Multiple Sheets siini eerie PES RA RUN EUR ER rx ine POR REER isdans Working With Multiple Sheets sisisi aiie E roaie luat UNT ITO LESE PIE Formatting a NR OESTE TI Eo i DODGE eee ance iunc eben dubai deus pli o uda Formatting Cells and Sel users iextnar inier hate rar pibe top rob ith epe rid itane ri prt reuc ed ege ans Long AutoFormat for TE uoi tiber a a a E NE Layo tof Spreadsheets PROTECTS OpenOffice org User Guide xiv Contents Desene Spreadsheets Cor Deus i i rs rns EEUU MMMEN EE 200 Formatting Text m a Spreddshegl sierra titer birth ernst oso bieten an
125. RE EoE eR M IRR RI e ER toe Pliq dd 152 Conirolline the Spelleheck via dO IE sitas eo RR REED EUER DRN 152 Automatic Spellchecker raias PR HIE PUR IR E DERNIER DUI UY NRS HK DR IER RU MER SERE PEERS d dn 153 To exclude words from the SpUlCHe ce aia ssuvescssseussesacnssssvssdenstnonsnnscsssvnossivasenssdenidsssinesavaschvoiogse 153 Removing Words From User Defined Dictionaries eene 153 MER ERS AA Uh MPO sepa ee ann ees teen em 153 Automate Hyphenation ne ONERE ee PO et evr nee nn er ane dde 154 Marigal Fvphenabllori ose iiit PUN tora sassi PR YR AREADARS UTER FLOR I RAE UR PEERS Een AI 154 Hid E O X ee X 155 Form Letters Busmess Cards and Labels iss cscsscassaciscscsnsecscenentssensoseansacsvoneansesasoszansisseassasseavaancenvaben 157 LIUC TNR a Le ooo oua a DUERME 157 Brief poro unns For Quek Rests a5 oq DUM 157 Fixed and Variable Baldo NT 157 Creating and Printing Labels and Business Cards sse 159 Designing Business Cards via dialogue s seeeeeeeeetetntrnne 159 Designing Labels and Business Cards ccassscasssscssssssssesssesnsescassasasassassscnsessnesssasseesssansscanzantacen 160 Pinon Labels With Serial DN UDUBETE iden cutn uita iube ibam t d eo a M ered 160 Printing Address L3bEI usse eee EHA Qa uita ribera e e Pr ED aes MM Ke eR 161 OpenOffice org User Guide xii Contents Avoine Blank Patag api uo sao RA
126. SCPIBU s orm ar PR EE UA PED OR ERN PEE MRNEAERUR PE RAT HERES 393 Luder piace Over DEDE eee emerit onmi istnd iamen medios vasa ess terlonee ee ORE TUA 393 Varios ypes Of BACKES E 394 Special CBAC ES cases sands iip csie DNRHOR BRUN ED AF GO SUR in FU NU p aadd Fe HO HN indana ensaia 295 Special OPEratOlS aniio iei avide erdt utela fci oae dec ilta elei 396 Intcsrul ETT e oos ni nU I REM IIREUR DOR EUR os DR AREE RRUR RE NR LA KY ARE GUR HO EUR DAE MERE ONERE KR di 396 poeta Pt Ng EE eoo cie GINN CUNEO MR ICD MI MEE DUE UR irs 396 Product C Daedot etse qu UEM MEM INN MEN MENU 396 Vectors MN CT 397 AA E es dics E A 397 DARIEN PE E E ES 397 LLOTE COE ALIUD NR RI ps a ese E O EA ee 398 Lip AA SEE EE E ceca E 398 COO C P 398 OpenOffice org User Guide XXV Contents LI a M E rae ote ree arene T re serrate eee te ere E 398 Fm P 399 o SH NORTE m 400 Chapter 12 Troubleshooting Common Problems rere rper rh bh reete PR Roue nar keaed 402 Error Message contains Get Storage No Content sss 402 LUCI T iiinn 402 BuU dst TH SD ATO sodas el victories in etaed a viaa d 402 Srtiple user istal 3 WIRE usc ood ied isti Ris ts ines ca obuia contu 402 ES CO 403 OT BS RR elerabe og Tee notretamed Antera Wd RIS Oo S 403 How get the page c
127. TP protection csssssssscessscsseccssecessecsesecessecossssceesanees 384 Chapter 10 Introducing OpenOffice org Basic and Macros sse 386 Eheu Sample Macio EET EOS o OE 386 Calling the Sample MGE unse mirare in FAM cu pasa tins i t t Seat IERI MIN ITA MD FORES RM eO dREE 386 OpenOffice org User Guide xxiv Contents Editing the Sample MacOS Seer ere eo re een eer Peer rere eer ere 387 The Sampl MacrOS eooreiedkeiiu eis ecncto ecto eased me mete soe hee eo wees 388 Pa AOA Ih co ve MH 388 rer GT e aai 388 ELSE T NN RUN 388 EASKE ID ai E aaaLa aaa 388 Tourn m 388 Chapter 11 Using Open Dee oro MOBIL ues redes SR taba tact iskisi 390 Formula ES sooo ovo dou FOR PODER Cu Oan au Rud Res EA aeaa RO REO CU Un POL YER ARE 390 Tuol ha c M 390 Command Igor BOX uosoee ebore rk HEP RES PUN EE PNE PO RH PUR HIR ERA HR EHE PUR HH a REA 391 Command Dialog 0 C ts 391 Creatine an Equation with Dialog COINS ea uci Re io DO ee P RU ca Ober oen S I errr 392 Special 11 11 M MP 9 393 DATE E EE E EEE 393 EIo TOLT a AAE A AT E S 393 Leading and trailing superscript and subscript s seeeeeetetetetntns 393 Center subscript SUDCF
128. The colour Bar If wanted or needed the colour bar can be displayed on the edge of a drawing or presentation The colour bar offers a choice of colours Selected objects can be coloured by simply clicking on a colour To display the colour bar select View gt Toolbars gt colour Bar The colour bar displays all predefined colours with their respective names in the same order as in the list box of the Object bar User defined colours appear at the end of the colour bar and the bottom of the list box XI LM m i nm 4 EEEE USNEENNEES dh eee 5E m The field at top left of the colour bar is for the colour Invisible Change the size of the colour bar using the mouse Alternatively hold down the Ct r1 key and double click in the gray part of the colour bar to obtain a movable variable size window that can be manipulated in the same way as most other windows For example it can be moved by dragging the title bar and its size changed by dragging the edges or corners of the window To dock the window again hold down Ct r1 and double click on a gray area of the floating colour bar OpenOffice org User Guide 311 Chapter 6 Creating Drawings with Draw Defining Custom colours Any number of colours can be defined by the user have names assigned and be saved in colour palette files 1 Ina drawing document choose Format gt Area to open the Area dialogue 2 In the dialogue click the colours tab Area
129. Title Page Next Style nitedi m IREO With uH Category Custom Styes e Contains Width 21 0cm Fixed height 29 7cm From top 2 54cm From bottom 2 54cm Page Description Arabic PortraitLeft Mot register true Cancel Help Reset 5 Enter Title Page and press the Enter key The properties of the new Page Styles can be changed later OpenOffice org User Guide 69 Chapter 3 Managing Text Documents With Writer 6 In the context menu of the Stylist click the New command again and define the Page Style with the name Table of contents 7 Repeat the whole procedure again for the new Main text Page Style Of course the names used here are only meant as examples In a real situation one would naturally enter the names of choice With the completion of the above steps there should now be three new Styles that have been created 1 Place the cursor on the first page of the document Double click the Title page entry in the Stylist So now the first page is assigned this Page Style To confirm this one will see the name Title page in the Page Style field on the status bar below By the way users can also edit double click and assign existing Page Styles via the context menu of the Page Style field on the status bar If however one now scrolls through the pages of the document it may be noticed that the Title page Page Style has been applied to every page If all the pages had been defined
130. Tools gt Update gt All Indexes and Tables to update all the indexes and tables of contents in a document Creating Alphabetical Indexes Place the cursor in which to create the index 2 Select Insert gt Indexes and Tables gt Indexes and Tables The Insert Index Table dialogue appears Insert Index Table Index Table Entries Styles Columns Background Type and title Title Alphabetical Index Heading 1 N Type Alphabetical Index This is the ccatent tom the drst chnptec This is a mer directory eutry Iv Protected against manual changes Hoading t 1 Create index table This is the coubeat tom chapter J J This is the eutry foc the mble ofccuteurs for Entire document Heading 1 2 Options This is the couteut tom chapter J 2 This be ocd ts a min entry Combine identical entries F AutoCapitalize entries v Combine identical entries with p or pp Keys as separate entries is I Concordance file Take Eis is tole f v Case sensitive F Sort Language English USA v Key type Alphanumeric y OK Cancel Help Reset M Preview 3 On the Index Table tab select Alphabetical Index in Type 4 lick OK to generate the alphabetical key word index using the default settings The are several options that can enhance the usability of any index e g To highlight letters under which entries exist as subtitles alphabetical delimiter in the Entries
131. U N Profit will be displayed in column E and the annual profit per item in column F Multiple Operations Across Rows and Columns Calc allows joint multiple operations for columns and rows in so called cross tables The formula cell has to refer to both the data range arranged in rows and the one arranged in columns Select the range defined by both data ranges and call the multiple operation dialogue Enter the reference to the formula in the Formula field The Row field is used to enter the reference to the first cell of the range arranged in rows and the Column field the first cell of the range arranged in columns OpenOffice org User Guide 232 Chapter 4 Spreadsheets in Calc Calculating with Two Variables Consider columns A and B of the sample table above Now try varying not only the quantity produced annually but also the selling price and calculate the profit in each case Expand the table shown above so that D2 through D11 contain the numbers 500 1000 and so on up to 5000 In E1 through H1 enter the numbers 8 10 15 and 20 A B C D E 1 Selling price 10 8 10 2 Direct costs 2 500 7000 6000 3 Fixed costs 10000 1000 4000 2000 4 Quantity 2000 1500 1000 2000 5 Profit B4 B1 gt B2 gt B3 2000 2000 6000 1 Highlight the range D1 H11 Select Data gt Multiple Operations With the cursor in the Formulas field click cell B5 A N Set the cursor in the Rows
132. a hand symbol simply click the graphic to select it 4 Once the graphic is selected release the mouse button 5 Click again on the graphic image keeping the mouse button pressed for more than two seconds to copy the graphic image to memory 6 Without releasing the mouse button drag the graphic into the Gallery Note Draw objects that are created using the Draw functions floating toolbar cannot be incorporated in the gallery Copying Graphics Between Documents Graphics can be copied from one document to another Note If the document is to be published please observe copyright laws and for safety obtain the consent of the authors of the original 1 2 3 4 5 6 7 8 Open the document in which to insert the graphic object Open the document from to copy the graphic Click the graphic to select it Right click to open the context menu or use Ctrl C Select Copy to place the graphic into the clipboard Bring the target document into focus Select the location for the graphic Right click to open the context menu and select Paste at the position where to insert a copy of the picture or use Ctrl V 9 If the graphic is connected with a hyperlink the hyperlink and not the graphic is inserted Copying Draw Objects into Other Documents In OpenOffice org it is possible to directly copy draw objects between text spreadsheets and presentation documents 1 Select the draw object or objects 2
133. a text suppose we want to calculate the mean value of three figures 1 Display the Formula bar with F2 2 Open the submenu of the Formula icon 3 Choose Median from the statistical functions The input field will display 2median OpenOffice org User Guide 125 Chapter 3 Managing Text Documents With Writer 4 Enter the first number and then a vertical bar as the list separator 5 Enter the second number another separator and then the third number The input field may now show for example median 12 22 34 6 Press Enter to inset the result as a field in the text 7 Double click on the field to edit it Calculating With Formulas Located in Text Ifthe text already has a formula the result can be entered into the text without using the Formula bar as follows 1 Select the calculation formula in the text This text must not contain anything other than figures arithmetic operators and any currency symbols Example 12 24 2 2 Press Ctrl and the plus sign Ctr1 or choose Tools gt Calculation The calculation result will be stored on the clipboard 3 Set the cursor at the point where the result of the calculation is to be inserted 4 Press Ctrl V or choose Edit gt Insert In this example the result 60 is inserted If the formula is still selected at the time of insertion the result replaces the formula OpenOffice org User Guide 126 Chapter 3 Managing Text Documents With Writer
134. aded Exchanging Data via the Clipboard Objects in a drawing or presentation document can also be copied to the clipboard and then inserted elsewhere The objects are stored as vector graphics on the clipboard using the following procedure 1 Select an object in the current document 2 Copy it to the clipboard with Ctr1 c 3 Switch to the application into which to insert the object 4 Insert the contents of the clipboard at the desired location with Ctrl V OpenOffice org User Guide 272 Chapter 5 Creating Presentations With Impress Creating a Business Report This section explains how to create a business report for a presentation In the following example it is assumed that the presentation will be shown via a computer Creating a Business Report in Presentation Form Since OpenOffice org Impress has no business report template this section will start with a completely new document To start follow these steps 1 Create an empty presentation document File gt New gt Presentation Using AutoPilot Presentation is described quite well in OpenOffice org Help 2 Select Empty presentation 3 Click Create This brings up the Modify Slide dialogue where the appearance of the first slide can be defined 4 Enter a name and select the desired layout e g Title slide Modify Slide x Name lide 1 Cancel Select an AutoLayout Help Blank Slide Display v Background IV Objects on background
135. aking a printed copy available All proceeds from sale of printed copies goes to support OpenOffice org Modifications and updates Version Description of Change 2004 11 13 grs Eighth edition issued for comment 2004 12 26 grs version 1 released 2005 01 07 grs updated to include a TOC limitation 2005 01 26 grs fix some minor formatting 2005 02 09 grs added conditionals in writer tables to writer chapter 2005 02 09 grs added to troublshooting chapter 2005 04 11 grs Removed index OpenOffice org User Guide i Copyright and trademark information OpenOffice org User Guide ii Contents Contents Copyriebt ard Cram E TT OI sadi eph wee recs Vier Da Pl tdt i nib i yr E E E E E i E a ON EE A E EAT i Modi cations and Updates ssis ik ona oro nan cec uva Ra LUN AU Esasi Rd i CODEN eet gap cave E A ee E iii OVE a HMM R PN EN 1 Using the EID DONNE TOT creates a Te Ree NS 1 Chapter T Ung Opent fice OC Helpis saiisine eiai aedi ia dba ria RR Quads 3 OpenO ities ore Step by Step ERelpi usse iisisti POUR LER PEPPER GER pde 3 j e e 4 Hen ero Rui uo TP 4 A MIN rr 4 Turning extended tips on and o L ee useeseeus perennes rss eventa Peta t bnob ne reor Pnes t Fette tees pots pedro 4 FAST fi ABIL M 4 Turning the Help Agent on and OTE usos rti rectis erii d
136. al design Bychoosing Insert gt Statistics users can apply statistical indicators to XY charts such as standard deviations with regression curves and more besides A single or double logarithmic representation of the axes can also be set here Inline charts there are various icons that can be applied automatically via OpenOffice org Chart as desired Manual application is also possible using graphic files or graphics from the Gallery such as Bullets OpenOffice org User Guide 212 Chapter 4 Spreadsheets in Calc In a chart individual data series or data points can be selected by clicking on them and then opening the context menu to choose one of the numerous options to format the view Editing Chart Titles Suppose the user has inserted a chart in a Calc document and wants to change the title 1 Double click on the chart A gray border appears around the chart and the menu bar now contains commands for editing the objects in the chart 2 Double click on the default title text A gray border appears around the text which can now be changed 3 Press Return to create a new line 4 A single click on the title instead of double clicking allows moving it with the mouse 5 Select Format gt Title gt Main Title to edit the formatting of the main title This opens the Title dialogue 6 Select the Characters tab to change the font or other similar attributes 7 Click OK 8 In the document click outside the chart to
137. alues in the field for the x axis placement causes a shift to the right If the stack of coins should increase from the bottom up enter a negative value in the y direction vertical 2 To make the coins to become smaller the higher they get enter a negative value for the width and height OpenOffice org User Guide 302 Chapter 6 Creating Drawings with Draw 3 Finally define a colour scheme from bottom to top Select for example a darker yellow for the beginning colour bottom and a lighter yellow colour for the end colour top 4 Click OK to create the duplicates T 9 id Hla amp 10 1214 16 18 20 Cross Fading Between Two Objects The cross fading function is only available for drawings in Draw and not in Impress documents To insert into a presentation an object that was created by cross fading two objects copy it from the drawing into the presentation document by way of the clipboard In the process of cross fading a transition between two objects is calculated and the increments will be positioned on the page In the increments the form orientation and colour of the objects as well as other attributes are adjusted uniformly 1 For example in an empty drawing document draw an object at the bottom left and another one at the upper right use two different colours 2 Select both objects 3 Select the command Edit gt Cross fading A dialogue appears where further settings can be defined 4
138. and clipart can be inserted in the text document or can be distorted text using FontWork Positioning Objects There are various ways of anchoring the objects on a text page such as graphics and text frames The following describes the various options based on the example of a frame Anchoring Effect as a Character Frames are placed in the document like any other character hence they have an impact on the line size of the line and the line break to Character Frame is with its X and Y coordinates associated to a character for example in the X direction always to the margin and in the Y direction always to the height of the character marginal frame The frame should be set at Flow to Paragraph Frame is associated to a paragraph changes its position with the paragraph on the Page Frame has always the same position in relation to the page margins on Frame Frame is inside the superior frame in a fixed position Insert Horizontal Ruler The position in relation to the anchor can be chosen through various possibilities For example it is possible to set the frame on a fixed position in relation to a page margin to a paragraph margin to a text area etc The frame position on even pages can be automatically mirrored so that a fixed position in relation to the right side of the page produces a corresponding position on the left side of the page For example a graphic can always be positioned inside the
139. and off Choose Help gt Extended Tips to turn extended tips on and off The command is checked when the Extended Tips function is switched on Press Shift F1 to turn Extended Tips on temporarily The pointer turns into the R Extended Tips pointer Now see the Extended Tips for any element on the screen as the mouse pointer is moved As soon as the mouse is clicked or a key pressed the pointer returns to the normal mouse pointer Help Agent When certain actions are performed in OpenOffice org the Help Agent automatically appears This is a small window in a corner of the document The Help Agent normally remains visible for 30 seconds When clicked it is replaced by a help window providing some helpful advice about the current topic If a Help Agent dealing with the same topic is repeatedly ignored or closed instead of being clicked it does appear again for this topic Resetting the Help Agent restores it to the way it was when OpenOffice org was first installed OpenOffice org User Guide 00 4 Chapter 1 Using OpenOffice org Help Turning the Help Agent on and off 1 Choose Help Help Agent to have the Help Agent appear If the command is checked the Help Agent is automatically displayed when certain actions are performed in OpenOffice org 2 By accessing Tools gt Options gt OpenOffice org gt General from the main toolbar activate reset the Help Agent and set its display duration OpenOffice org User Guide 5
140. aph Style OpenOffice org User Guide 30 Chapter 2 Working With OpenOffice org Using Automatic Functions OpenOffice org has all kinds of intelligent assistants to help all of which have names beginning with auto The section introduces a few of these auto functions For detailed explanations refer to the OpenOffice org Help Using AutoCorrect and AutoFormat OpenOffice org can either format documents while typing or afterward plus correct typing errors AutoFormat and AutoCorrect will work while typing thereby letting the user draft documents much more efficiently Here are a couple of examples AutoCorrect is useful if one often makes the same typing errors For example if one tends to capitalize not only the first letter of some words but also the second simply select the AutoCorrect function that corrects mistakes of this sort while typing AutoFormat formats texts One AutoFormat feature automatically will detect paragraphs beginning with a hyphen followed by a tab or space and reformat the paragraph as a bullet point The automatic bulleting is then applied to any paragraphs that follow as well Automatic bulleting ends when there is no text is entered in a new paragraph is completed by only pressing Return In text documents AutoFormat can be toggled on and off by selecting Format gt AutoFormat In the popup check the While Typing command so that AutoFormat works while typing Writer can automatically format
141. aphic format Inserting Bitmaps Bitmap images can be inserted in any Writer Calc Draw or Impress document 1 Choose Insert gt Graphics 2 Select the file With the File type field users can limit the selection to certain file types 3 Check the Link box to hyperlink to the original file where embedding is not needed If the Link box is checked whenever the document is updated and loaded the bitmap image is reloaded and any editing steps that have been applied to the local copy of the image in the document are re applied and the image is displayed If the Link box is not checked the copy created with the first insertion is embedded and used 4 Click Open to insert the image Editing Bitmaps When a bitmap image is selected the object bar offers the tools for editing the image Only a local copy is edited in the document even if an image you is inserted as a link The object bar may look slightly different depending to the module being used The illustration shows the object bar in Draw XN Defaut Alor S Aps zb aps 3 fx 4 Ops 3 Y o 3 vps 4 2 A number of filters are located on the Filter floating toolbar that the user can open with the icon on the far left of the object bar Daa i ca Some of the filters open another dialogue when started and the user can p use these options for example to select the intensity of the filter mne Text and graphics can be added to the bitmap image by selecting these objec
142. aps 7 Chick any rectangular world map say worldmap2 wmf 8 Hold down the Shift and Ctr1 keys and drag the map of the world onto the sphere This lays the map of the world on the sphere as a texture 9 L the Gallery hides the globe users can fix the Gallery window so that it no longer Joverlaps with the document At the edge of the Gallery window click the Stick Floating icon looks like a thumb tack The texture is laid onto the sphere in its original size in the default setting Since the map of the world is much larger than the sphere only a small segment is seen as a green area on the sphere This will soon be changed 1 Click the sphere to select it 2 Display the context menu for the sphere and choose Area The Area dialogue appears with the Area tab page Area Area shadow Transparency Colors Gradients Hatching Bitmaps Fill C None C Hatching C Color Bitmap C Gradient Bitmap 1 Size NSSS Bitmap 2 argira Width RRRS Bitmap 3 ees Bitmap 4 Relative Height Position L e a Y ffset fox zi Tile v AutoFit jipa Faw coum poo 5 3 Select the Bitmap field removing the mark in the Tile field 4 Close the dialogue with OK OpenOffice org User Guide 320 Chapter 6 Creating Drawings with Draw Now the world map can be seen as texture on the sphere OpenOffice org has automatically selected the most appropriate projection method To see this double
143. apter 8 Customizing OpenOffice org Chapter 8 Customizing OpenOffice org Use this section as a guide on customizing the user interface of OpenOffice org This should be mainly of interest to advanced users of OpenOffice org Modifying and Customizing the User Interface of OpenOffice org There is much freedom in configuring menus toolbars and keys to suit personal preferences One is free to change Items on the menu bar These can be deleted new ones added copied from one menu to another renamed and so on Toolbar configuration These may be freely configured to suit Under Windows icons may even be dragged and dropped while holding down the Alt key to change toolbar appearance Shortcut keys as desired To make configuration changes select Tools gt Configure to open the Configuration dialogue Help also provides much useful guidance for configuring OpenOffice org Configuring the Keyboard In most instances one configures new keyboard shortcuts to enable a macro to perform a certain action on a document Other actions can also be given a shortcut for example adding all unknown words in a text document to the active user dictionary with a single command to shortcut keys or to a separate icon The following procedure is a simple example which illustrates how to enable a keyboard shortcut that gives this capability to OpenOffice org 1 First ensure that the following conditions exist A user defined dictionary is active
144. ar in the drawing view notes view and handout view see the following icons m um Slide View Master View Layer View Navigation Arranging Slides Switch to the Slide View by clicking the respective icon above the vertical scroll bar located at the right of the screen Now the position of individual slides can be rearranged and effects defined for the transition between slides ba my sphere sxi OpenOffice org L12 File Edit View Insert Format Tools Slide Show Window Help a home sun so docs user guide my sphere sxi 7 Bea JS cs i Times New Rom 44n Ei US ed fey Lee Qe Bee ee hae Gees Feo Bs 95 5 710 eed ode 137 go 115 16 M7 85 19 20 521 s ELive in 3d v Outline Wil A I PS xp NE L 69 Slide1 5 NotePad I In the slide view change the sequence of the slides by dragging them to any other position in the presentation Long click a slide in the slide view to copy the slide using drag and drop while pressing the Ctrl key The mouse pointer will have a small plus sign next to it when dragging to indicate a copy Drag and drop is also possible between the slide views of OpenOffice org Impress documents OpenOffice org User Guide 262 Chapter 5 Creating Presentations With Impress If the context menu of a selected slide is called up the Show Hide Slide command will be seen One can use this command t
145. ar letter The main purpose of a template is to define the general layout of a document Use the documents based on the template to add text for a letter Creating and Printing a Letter With an Envelope With the creation of a customized template for personal letters write and print a letter 1 Select File gt New gt Templates and Documents 2 In the dialogue select the template 3 click OK OpenOffice org creates a document based on the template without changing the template itself no matter of the modifications to the document Enter the text of the letter in the document Check if the addressee information on the envelope is correct 4 5 6 If this document is to be printed or edited later on save it and enter a name 7 Place an envelope in the printer 8 Select the command File gt Print and print page 1 which is the envelope 9 Place normal letter paper in the printer select the command File gt Print again 10 Print the second page If the letter has more than one page of text specify which pages to print under Pages OpenOffice org User Guide 176 Chapter 3 Managing Text Documents With Writer Summary Create documents from templates select File gt New gt Templates and Documents choose the template wanted and click Open To edit a template choose File gt Templates click Edit and select the template OpenOffice org User Guide 177 Chapter 3 Managing Text Documents With Writer Open
146. aragraph of a previous page However not every first paragraph has the Page Style attribute Since this is the case OpenOffice org Writer searches for the Page Style attribute of the current page by starting at the current cursor position and continues to search towards the beginning of the document checking each first paragraph of a page to locate a Page Style as attribute To change from on Page Style to another use the context menu of the field in the Status bar which displays the current Page Style Page 9 106 OOoPageStyle 100 INSRT STD HYP 12 31 05 18 2004 Upon right clicking on this field one gets a popup containing a list of page styles select the Page style wanted for this page and Writer searches backwards until the first paragraph at the beginning of a page has been found This paragraph is now be given the newly selected Page Style and this Style will be applied from this point up to the end of the document or until a new first paragraph containing another Page Style is found OpenOffice org User Guide 75 Chapter 3 Managing Text Documents With Writer Defining default Templates Whenever users finds that they are forever changing the formatting of new documents to suit requirements it is time to use a separate template In Writer this is known as the default template If the user chooses this default template can be set so that every time a new text document is opened and this is the template that is emplo
147. aragraphs individual characters frames and pages In addition the Navigator can help create structured texts and also allows modification of the structure for instance by shifting paragraphs from one position to another Additionally various indexes and tables can be created in text documents One can define the structure and appearance of the indexes and tables according to individual needs Live hyperlinks and bookmarks allow jumping directly to the corresponding items in the text OpenOffice org User Guide 41 Chapter 3 Managing Text Documents With Writer Desktop Publishing with OpenOffice org Writer OpenOffice org Writer contains numerous functions to assist in creating perfectly styled documents Text can be formatted multi columnar and have text frames graphics tables etc integrated into it The text frames can be linked all over the place even beyond page limits to create a newspaper format Functions such as making lines register true flow of contours through and around graphics and defining of characters paragraphs and tables in any colour complement the tools to lend documents a professional look Calculations Text documents in OpenOffice org have an integrated calculation function that helps one to execute sophisticated calculations or logical links Tables in a text document can easily be created in order to perform calculations Creating Drawings Draw vector drawing tool lets users create drawings graphics le
148. are not defined as part of the Internet page description language HTML and are therefore not exported directly into HTML format but are exported as graphics OpenOffice org User Guide 93 Chapter 3 Managing Text Documents With Writer Editing Text With FontWork The FontWork program module is used for graphical text effects in a similar manner to the WordArt function available with Microsoft Office If this functionality is needed here is the procedure to follow 1 Open the Drawing Functions floating toolbar from the Main toolbar Select the Text icon T 2 3 Draw a text frame on the page 4 Enter the text for example FontWork 5 Choose Format gt FontWork This opens the FontWork window from which to select the desired effects FontWork 6 Click the upper left icon with the semicircle to display the text as a curve OpenOffice org User Guide 94 Chapter 3 Managing Text Documents With Writer 7 Click Vertical in the Shadow options Specify 0 10 inches for the x axis shadow distance The text should now appear similar to the illustration OO s vjjoo Afm eack gt meer z eee et TS acbwe GI X E 8 8 4 Page 1 1 Default 10096 INSRT STD HYP i 077 081 5378x132 13 16 05 27 2004 8 Since the first and last letters may not be easy to see insert two blank spaces before and a
149. aroung Click OK to create the handouts To print them choose File gt Print and click Options to open a dialogue in which the user chooses how the handout should be printed Organizing and Printing Notes Enter notes for individual slides in the Notes view Access the Notes view using the Notes icon located at the right of the document window scroll bar Once notes are entered print them by selecting File gt Print then click Options The Printer Options dialogue appears Inthe Printer Options dialogue in the Contents area select Notes Click OK In the Print dialogue select the slides for printing all or specific ones and click OK Be sure to go back and deselect Notes in the Printer Options dialogue otherwise the document will always be printed with notes OpenOffice org User Guide 282 Chapter 5 Creating Presentations With Impress Note The settings in Printer Tools apply only to the current document For specific settings for all presentations choose Tools gt Options gt Presentation and select the Print tab Using the Navigator Move quickly from slide to slide by opening the Navigator function key F5 All the slides of the presentation are listed here Simply double click the relevant slide title to jump to that slide Edit Jump Targets In the bottom corners are areas for which one can define an interaction To edit or view the interaction click again in background mode on the area while press
150. articular template or in a particular document individually to another document Look at the illustration As can be seen double clicking the name of a folder in the left window shows all the templates contained in that folder below it Double clicking one of these files causes the two categories Styles and Configuration to appear Once again double click to open a list of the objects contained But in the case of a document one only sees the Styles that are actually used in that document When dragging and dropping elements from one dialogue page to the other the mouse pointer shows the location to which the content may be dragged Either the mouse pointer is a circle with a line through it in which case the contant cannot be move d to that place or the mouse pointer has an insert line that marks the place where the content will be moved to when the mouse button is released Creating New Styles From Selections Create a new Style by copying an existing Style as follows 1 Open the Stylist 2 In the document select formatted text or a paragraph that has the format from which to create the new Style 3 Click the icon 2 on the Stylist function bar New Style from Selection New Style s can also be created from a selection by dragging and dropping it 1 Select the type of Style to be made by clicking the corresponding icon at the top of the Stylist e g Paragraph Character Frame Page or Numbering 2 Select that part of
151. ast of the graphic object Changing the transparency value of graphic objects is also possible At a higher transparency values a graphic object becomes see through and objects lying behind it will be visible When the work is saved as an OpenOffice org document the transparency is saved too Saving Bitmaps Saving changes to a bitmap image as an image file for example in one of the GIF JPEG or TIFF file formats is only possible in Draw or Impress by selecting and exporting the bitmap image The following provides a step by step procedure 1 Select the bitmap image Also select any additional objects as necessary Pressing the Shift key for each selection or by open a frame around all objects to include say text with the bitmap image 2 Choose File gt Export to open the dialogue 3 In the File type field select the file format desired For example GIF JPEG et cetera 4 To only export the selected objects check the Selection box If Selection is not checked the entire page of the document is exported 5 Enter a name for the file 6 Click Save OpenOffice org User Guide 309 Chapter 6 Creating Drawings with Draw OpenOffice org User Guide 310 Chapter 6 Creating Drawings with Draw Working With colours The object bar has a list box from which to choose the colour for a selected object from a number of predefined colours The colour of the border line can be chosen independently of the colour of the filling
152. at do not fit in window envelopes do the following 1 Select File gt New gt Labels to open the Labels dialogue 2 Select the format of the label sheets that will be printed from the dropdown menu Remember to check Synchronize contents on the Options tab OpenOffice org User Guide 161 Chapter 3 Managing Text Documents With Writer 3 Click on New Document to close the dialogue 4 When the label document open invoke the data source view by pressing the F4 key 5 Click the tack icon at the edge of the data source view to avoid having it cover the first label 6 In the data source view select the address data source table 7 Drag the data fields needed for the Address individually into the top left label For example click on the column header NAME and keeping the mouse button depressed drag it into the label This inserts a field 8 Put the fields in order to complete the address in the first label at top left 9 Place the cursor at the last text position after the last field in the first label 10 Open the Fields dialogue by pressing the shortcut keys Ctr1 F2 11 Choose the Database tab a Select the type Next record b Click on Insert c Click Close 12 Now synchronize the labels by clicking the Synchronize button in the small window 13 In the data source view select the records that will printed on the labels by clicking on the row headers to the left Use the Shift or Ctrl key in the usual way to select se
153. ata menu On the Criteria tab define the acceptable entry criteria in this example Text length equal and 1 in the appropriate lists and fields Validity X Criteria Input Help Error Alert Allow Text length T M Allow blanks Data equal d Value 1 Cancel Help Reset Next click on the Error Alert tab Select the option Show error message when invalid values are entered and click Stop in the Action list box Under Error message enter an appropriate text e g Only v vacation p present or s sick are valid entries If a user were to now enter more than one letter in the corresponding cell in the sheet the message defined above appears Creating Input Help Using the Validity dialogue custom help functions can be created for a previously selected area Select the Input Help tab and check the box Show input help when cell is selected Enter a title in the respective field and enter the help text in the field below This text is then displayed as a Help tip for the user OpenOffice org User Guide 250 Chapter 4 Spreadsheets in Calc Linking Sheet Information The information contained in a schedule can also be used by linking it to the vacation accounts and automatically subtracting used vacation days for example OpenOffice org User Guide 251 Chapter 4 Spreadsheets in Calc OpenOffice org User Guide 252 Chapter 5 Creating Presentations With Impress Chapter 5 Creating Presenta
154. ataPilot helps produce any kind of sub evaluation of the data as a separate spreadsheet With the DataPilot analyzing the data thoroughly is made easy via consolidation Goal Seek and multiple operations DataPilot The DataPilot helps to analyze and assess data that has already been entered It allows the user from one and the same value to generate reports as a function of the point of view that is most prominent Imagine a data analysis table containing a company s sales figures not only for specific product groups but also for branches and years Use the DataPilot to quickly find the data which is interesting and pertinent to current requirements Area Salesperson 1998 1999 2000 New York Fisher 200 000 00 197 000 00 220 000 00 New York Fisher 350 000 00 235 000 00 420 000 00 Accessories New York Fisher 50 000 00 60 000 00 70 000 00 i New York Fisher 300 000 00 180 000 00 310 000 00 New York Fisher 270 000 00 200 000 00 270 000 00 ccessories New York Fisher 25 000 00 50 000 00 40 000 00 i New York Fisher 189 000 00 320 000 00 234 000 00 New York Fisher 210 000 00 240 000 00 290 000 00 ccessories New York Fisher 100 000 00 80 000 00 90 000 00 i Miami Brown 150 000 00 160 000 00 180 000 00 Miami Brown 210 000 00 250 000 00 300 000 00 ccessories Miami Brown 10 000 00 20 000 00 15 000 00 i Kissimmee Clark 250 000 00 300 000 00 340 000 00 Kissimmee Clark 250 0
155. ate will then differ accordingly OpenOffice org User Guide 382 Chapter 9 Advanced Techniques New templates saved using File gt Templates gt Save or by selecting the Template file type in the normal Save dialogue User templates are usually stored in the path to OpenOffice orgl x x user template directory The template is made available anytime by selecting it in the New dialogue File gt New gt From Templates and Documents When the template is opened a new document will be created based on that template Remember to update the view of the templates in the dialogue to ensure that newly created templates are visible In this case select File gt Templates gt Organize and in the submenu of the Commands button choose Update To modify the template oneself call this file via File gt Templates gt Edit and then edit it OpenOffice org User Guide 383 Chapter 9 Advanced Techniques Access to servers via WebDAV and FTP protection Some passwords in OpenOffice org can be saved This saving applies according to context and dialogue either for the duration of the current session or it is permanently stored in a file Passwords are stored permanently for access to WebDAV services and FTP provided that in the corresponding dialogues the Save password box is checked and a master password is entered Ifnoa master password is entered the passwords are only saved for the duration of the current OpenOffice
156. ating toolbar 1 Place the cursor at the position in the text where to insert the table 2 Select Insert gt Table from the Function toolbar or click briefly on the Insert Table icon on the Insert floating toolbar Either opens the Insert Table dialogue Inserting from OpenOffice org Calc with the clipboard 1 Open the text document and the Calc document from which to insert a range of cells 2 Select a range of cells from the spreadsheet Copy it to the clipboard for example with Ctrifc 3 Switch to the text document There are now various options for inserting the range of cells Use the normal command Edit gt Paste or Ct r1 V to insert the range of cells as an OLE object Double click on the OLE object in order to edit it with Calc tools and commands Click outside the object to quit edit mode OpenOffice org User Guide 119 Chapter 3 Managing Text Documents With Writer Choose Edit gt Paste Special to open the Paste Special dialogue which has several options from which to choose The same options can also be found on the submenu of the Paste icon on the Function Bar Options Is inserted as OpenOffice org Calc OLE object as with Ctr1 V or drag and drop Spreadsheet or Star Embed Source GDIMetaFile Graphic Bitmap Graphic HTML HTML table Unformatted text Text only tab stops as separators Formatted text RTF Text table DDE link only under Table structure and contents witho
157. ation Functions Addition F Calculates the total Example lt A1 gt 8 Subtraction Calculates the difference Example 10 B5 Multiplication MUL or Calculates the product Example 7 MUL 9 Division DIV or Calculates the quotient Example 100 DIV 15 Basic Functions in the Submenu Sum SUM Calculates the sum of the selected cells Example SUM lt A2 C2 gt displays the sum of the values in cells A2 to C2 Round ROUND Rounds a number to the specified decimal places Example 15 678 ROUND 2 displays 15 68 Percent PHD Calculates a percentage Example 10 15 PHD displays 10 15 Square Root SORT Calculates the square root Example SQRT 25 displays 5 00 Power POW Calculates the power of a number Example 2 POW 8 displays 256 00 OpenOffice org User Guide 123 Chapter 3 Managing Text Documents With Writer Operators Various operators may be inserted in a formula Choose from the following functions List Separates the elements in a list Separator Example of using a list MIN 10 20 50 lt C6 gt lt A2 B6 gt 20 Equal EQ or Checks if selected values are equal If they are unequal the result is zero otherwise 1 true appears Example A1 EQ 2 displays 1 if the content of A1 equals 2 Not Equal NEQ Tests for inequality between selected values or Example A1 NEO 2 displays 0 wrong if the conte
158. attributes to text in an indirect manner A Style is a labelled collection of default settings that format text Indirect formatting with the help of Styles is much preferable when formatting lengthy documents in a uniform fashion Styles do require some advance preparation First create the Style then apply the Style to the text Both tasks are best done using the Stylist By way of example let s assume that each of the headings is formatted with a 24 point Helvetica font but this now needs to be changed in all the headings to a 20 point Times font and in bold Doing this manually requires time and patience however had the format been defined as a Style say with the name Head1 that was applied to the headings in the document one could simply modify the Head1 Style and all headings would be automatically changed to match the new settings OpenOffice org User Guide 60 Chapter 3 Managing Text Documents With Writer The Style Concept in OpenOffice org Styles for characters paragraphs frames numbered lists and pages or cells in tables are always saved with the document If wanted one can copy the Styles of one document to another document and choose whether ore not to overwrite replace Styles of the same name One nice feature of OpenOffice org is that one can turn any document including the Character Paragraph Frame Numbering and Page Styles it contains into a template When a new document based on this template
159. aw Combining Objects and Constructing Shapes In Draw and Impress graphic objects may be combined in different ways Several single objects can be brought together to create new objects by using Boolean set operators on the original geometry Combining Objects 1 Select several objects 2 Choose Combine from the context menu In contrast to groups which consist of single objects a combination fuses the component objects into one single new geometric object with its own new properties The combination may be undone again later but the individual objects may not be recoverable The user should recognize the property that stands out the most in a combination when the individual objects overlap In this case the combination is the result of the Boolean logical operator XOR and shapes discussed later are other logical combinations The areas of overlap are the ones which stand out the most in a combination as they will be converted into holes a LL In the illustration several objects are shown to the left as they are before being combined and at the right after being combined The combination is given the attributes of the object farthest to the back i e undermost object Constructing Shapes The commands Shapes gt Merge Subtract and Intersect also form a new geometric object out of the original objects The new object comes into being through the use of logical amount operators boolean O on the source geomet
160. b browsers show the content of the sections as at the time the content was saved as an HTML document Editing Sections Edit the sections in the text document by choosing Format gt Sections This dialogue allows the user to protect sections unprotect sections reveal hidden sections change the conditions and remove sections that is turn them back into normal text OpenOffice org User Guide 59 Chapter 3 Managing Text Documents With Writer Formatting Text With and Without Styles Plain text can be too bland unless one applies visual effects to it such as giving overall structure to the text emphasizing individual words quotations or references or breaking up solid areas of text Thus the user should consider giving special formatting to sections of text Direct Formatting or Formatting With Styles When working with Writer choose between direct formatting and formatting with Styles to apply text attributes such as bold italics font type and font size Apply direct format by directly setting a certain attribute s to the selected text area For example clicking the Bold icon on the text object bar directly applies the bold format to a selected text area or to subsequent characters at the cursor while typing Direct formatting is more appropriate for one time use If for example to make a word bold just position the cursor in the word and click the Bold icon This works quickly and intuitively Styles on the other hand apply
161. b page 6 Click OK 7 Repeat this process for the two remaining Cell Styles 8 Now using the mouse select the range to which to apply the conditional formatting Choose Format gt Conditional Formatting to open the Conditional Formatting dialogue 9 For Condition 1 define Cell value gt equals s s sick In the Cell Style list box select the Style Sick 10 For Condition 2 define Cell value gt equals v v vacation In the Cell Style list box select the Style Vacation 11 For Condition 3 define Cell value gt equal p p present In the Cell Style list box select the Style Present Conditional Formatting X ell value is equal to Cancel Cell Style sick 7 Help v Condition 2 cei value is egual to 7 e Cell Style vacation v Condition 3 cen value is J egual to fir zx Cell Style Present Note The use of quotation marks is absolutely necessary to define conditions Upon entering a v without quotation marks in a cell in the previously selected area and pressing the Enter or Arrow key the cell will be displayed in the defined colour Note A maximum of three conditions is possible OpenOffice org User Guide 249 Chapter 4 Spreadsheets in Calc Defining Validity To avoid invalid entries in a spreadsheet define a validity condition Select the cells to which the validity condition is to apply and open the Validity dialogue in the D
162. bered as fully as it might be but serves as an example Normally the full number of the last line should indicate the sublevel as 2 1 as well To do this apply Format gt Numbering Bullets gt Outline to that level This will be reflected in Format gt Numbering Bullets gt Options Outline Numbering Choose Tools gt Outline Numbering to number headings automatically By default the Paragraph Style Heading 1 is assigned to the highest level of Outline Numbering For custom Paragraph Styles that should be used apply these styles in this dialogue on each individual level W Outline Numbering X Numbering Position Level Numbering Paragraph Style Heading 1 Heading 1 Heading 2 Number None Heading 3 Character Style None Heading 4 Heading 5 Heading 6 Separator Heading 7 Before Heading 8 After Heading 9 Start at Heading 10 With respect to custom style s where there is currently a Paragraph Style Head1 that is used for headings at level 1 1 In the Level list box select 1 OpenOffice org User Guide 109 Chapter 3 Managing Text Documents With Writer 2 In the Paragraph Style pull down list select Head1 3 Click OK Now all paragraphs to which Head1 is applied will be listed in the Navigator under Headings Remember that chapters can be rearranged the in the Navigator see the section on the Navigator when changing their order or their placing
163. both text documents and spreadsheet documents Not all changes are recorded for example the changing of a tab stop from align left to align right is not recorded However all usual changes made by a proofreader are recorded such as additions deletions text alterations usual formatting et cetera 1 To start Revision Marking open the document to be edited and choose Edit gt Changes and click Record which display a check mark when enabled 2 Now start making any changes Note that all new text passages entered are underlined in colour while all deleted text remains visible but is crossed out and shown in colour 3 If a marked change is moved with the mouse pointer one will see a reference to the type of change the author date and time of day for the change in Help Tips If Extended Tips is also enabled on the Help menu any available comments on this change will be displayed OpenOffice org User Guide 373 Chapter 9 Advanced Techniques Changes in a spreadsheet document are highlighted by a border around the cells when a cell is pointed to more detailed information on this change is seen in Help Tips when Extended Tips is also enabled on the Help menu Comments on each marked change may be entered by placing the cursor in the area of the change and then choosing Edit gt Changes gt Comment In addition to Extended Tips the comment is also displayed in the list in the Accept or Reject Changes dialogue To stop record
164. bout 400 pt This font size is to provide a usably sized object that when converted to 3D the text takes up exactly the space that is drawn for the text independent of the font size selected 5 Draw the text box using the Text icon on the floating toolbar 6 Select the letter and then manually enter 400 in the Size field on the text object bar At this point other attributes such as another typeface or emphasis attribute like bold may be selected Second Step Select the text field with the letter and choose Convert gt To 3D on the Modify menu Modify the colour of the object by selecting Area on the Format menu Of course it is also possible to assign a gradient or a bitmap graphic to the object OpenOffice org User Guide 325 Chapter 6 Creating Drawings with Draw amyadraw sxd OpenOffice org LLZ o ai ii guam ii i ENL x Eile Edit d Insert Format Tools Modify Window Help teg SE Ae ww ajl E E pe zps 00 EL Bl Black E E aleli rl Slide 1 J Fa E GE PC Els EERE ES SER vet 36 ie PEME ud XxXENNEENEEES mECNE Sean ERREN sEBESRSRaRRRRRERR ooneseReEee J 3Dsceneselected t311 102 E 590 x 6 15 um 3696 Third Step Select the letter P again so that it can then be modified in a different way Click the Format 3D Effects menu item The options available include options for setting the depth of the object and the focal length of the camera
165. by the Standard Page Style they are now all defined by the new Style Page Styles always apply to all preceding as well as following pages unless a page break occurs with a change of Page Style On the Organizer tab page if a Next Style for a Page Style is entered this means that after a page break whether it is entered manually or occurs automatically the Next Style will be taken as the Page Style In the example described here for the Page Style Title page one can select the Next Style Table of Contents The Table of Contents Page Style is then always applied to the next page after the title page This saves a user from having to go through the procedure described below involving the Manual Break dialogue 2 Now place the cursor at the beginning of the page where the Table of Contents should begin Go ahead and enter a manual page break with a change of Page Styles 3 Select Insert gt Manual Break The Insert Break dialogue appears OpenOffice org User Guide 70 Chapter 3 Managing Text Documents With Writer Insert Break x Line break C Column break Cancel Page break Help Style Main Text J 4 Select as Type the Page break option In the list box select the Table of Contents Page Style which will then begin at this point in the document 5 Click OK 6 Place the cursor at the beginning of the first line in the main text Insert Break C Line break Column break Cancel Page b
166. cally shown in blue and values in cells containing formulas in light green Text remains in black If Value Highlighting is not marked users are free to choose the colours and other formatting of the content of their spreadsheets Text can be entered in a cell even if it appears to be too long for the cell Now try entering a very long whole number If the number is too long to fit in the cell the overflow indicator By double clicking the right hand edge of the heading of this column the column is automatically set to the optimal width The box at the bottom right in the status bar always displays helpful information In a spreadsheet this box can be used to permanently display the sum of all selected cells Other values may also be displayed such as the maximum value of all selected cells Use the context menu to change the value displayed in this field In case of an error in the spreadsheet this field will also display an error message Calculating in Spreadsheets The following demonstrates a simple percentage calculation that can be done in a spreadsheet 1 Position the cursor in cell A3 2 Enter the number 150 and 3 press the Enter key The cursor then moves down to cell A4 4 Enter the number 16 in cell A4 5 Press the Tab key this time rather than the Enter key and the cursor moves to the right to cell B4 OpenOffice org User Guide 185 Chapter 4 Spreadsheets in Calc 6 Enter the following in cell B4 A3
167. closing the dialogue with OK another cell must be selected before the change takes effect OpenOffice org User Guide 238 Chapter 4 Spreadsheets in Calc Printing or Exporting Spreadsheets There are many print options for putting spreadsheets on paper Another way of distributing data is to publish it on the Internet in HTML format or as PDF files Printing Sheet Details When printing a sheet one can select which details are to be printed Row and column headers Sheet grid Notes Objects and graphics Charts Drawing objects Formulas To choose the details proceed as follows 1 Select the sheet for printing 2 Choose Format gt Page This command is not visible or available if the sheet was opened with write protection on In that case click the Edit File icon on the function bar 3 Select the Table tab In the Print area mark the details to be printed 4 Click OK 5 Print the document Defining Number of Pages for Printing If a sheet is too large for a single printed page Calc prints the current sheet evenly divided over several pages Since the automatic page break does not always take place in the optimal position users may define the page distribution themselves 1 Go to the sheet to be printed 2 Choose View gt Page Break Preview 3 This displays the automatic distribution of the sheet across the print pages The automatically created print ranges are indicated by dark blue lines and user defined one
168. cons on the Curves floating toolbar When a filled curve is finished by double clicking it is automatically closed and all internal areas are filled OpenOffice org User Guide 296 Chapter 6 Creating Drawings with Draw Vectorizing Bitmaps With Draw or Impress transform pixel images so called bitmaps into vector drawings One of the advantages of vector graphics is that they look good in any scale when printed This is different when printing scaled bitmaps since unattractive effects may appear such as missing or zigzag lines et cetera 1 Select the bitmap to vectorize for example by clicking once on the object 2 Select Convert gt To Polygon from the Modify menu in Draw T For Impress select from the context menu of the selected object The Convert to Polygon dialogue enables setting some parameters for the conversion and previewing the result Convert to Polygon X Settings Number of colors 8 Point reduction 2 Pixel ooa Fil holes Tile size Source picture Progress 3 Clicking on OK and the selected bitmap is now a vector graphic OpenOffice org User Guide 297 Chapter 6 Creating Drawings with Draw Converting Text Characters to Curves Sometimes one needs to fancy up some text say for a logo or sign such that the text is non linear The following procedure shows one way to accomplish this task 1 Use the Text icon x from the Text floating toolbar on the main toolbar and
169. ct an output medium Original C Screen C Overheadsheet Slide Creates a computer screen C Paper presentation only Hep Canet lt lt Back wx create On this page however the default is Presentation Backgrounds From this page select the presentation medium for the presentation S1ide Overhead Screen or Paper The dimensions margins and orientation of the presentation will depend on these selections 3 To continue following this example do not change the background or medium of the presentation Click Next OpenOffice org User Guide 256 Chapter 5 Creating Presentations With Impress 4 Page three of the AutoPilot deals with the slide transition a In the first list box select the slide effect Cross Fade From Left b Select the default Medium for the speed of change AutoPilot Presentation New Product intoduction Select a slide transition i Effect Cross Fade From Leg a A New Product Introduction Speed Medium Select the presentation type Default C Automatic 5 Select Automatically as the presentation type 1 e repeatedly runs through presentation with fixed time lapses until the Escape key is pressed 6 Now one can determine further parameters a Use the Duration of page spin box to determine how long each slide is shown before the next one appears Once the presentation is completed a different duration for each slide can be se
170. ct formatting Direct formatting is also applied when automatic numbering is used via the AutoFormat AutoCorrect function A Numbering Style can be applied as part of certain Paragraph Styles or applied directly to the paragraphs With the former case one can take advantage of the paragraph formatting system for numbering as well Changing a Numbering Style ensures that all numbering created with this Style will be automatically reformatted The Numbering Styles are described in the OpenOffice org Help Turning Bullets On and Off Bullets may be turned on an off in a document The following is one method to turn a bulleted list on and off 1 Place the cursor in a paragraph to be marked with a bullet symbol or select a number of paragraphs 2 Click on the Bullets on off icon on the Text Object Bar The paragraph or paragraphs will be formatted as a bulleted list 3 In an existing bulleted list if one clicks the Bullets on off icon the paragraphs will turn back into normal text 4 In a bulleted list clicking on the icon at the far right of the object bar changes the Text Object Bar to the Numbering Object Bar which contains icons for moving and rearranging numbered paragraphs By opening the context menu on the object bar users can also select which bar to display OpenOffice org User Guide 107 Chapter 3 Managing Text Documents With Writer One can select further settings for the bulleted list in which the cursor is posit
171. ct the Page Style in which to insert or remove headers or footers Format gt Page may also be chosen to start a dialogue that allows selecting headers or footers for the current Page Style Here find a check box Same content left right If this is not marked format different headers and footers on the left sides than on the right sides Note If one only wants to assign a single page a different header the user could also insert a text box to cover the header text Anchor the frame to the page and assign the Wrap Through option and the background colour White Inserting Page Numbers in Footers 1 Insert a footer Choose Insert gt Footer and select from the submenu the Page Style desired for the footer The cursor now appears in the footer 2 Choose Insert gt Fields gt Page Numbers The page number appears as a field in the footer 3 Select the page number and click on the Centered icon on the object bar Should the footer text to be in the form Page 9 of 12 do as follows a Type the word Page before the field and of after the field b Choose Insert gt Fields gt Page Count Inserting Chapter Information in Headers Fields containing the file name date time chapter headings et cetera can be inserted into a header 1 Enter text in a document and apply the style Heading 1 to chapter headings 2 Activate the header for the document Format gt Page gt Header or Insert gt Head
172. cted from the Connectors floating toolbar and click in the middle of one of the frames a black dashed line border appears around the entire frame Press the mouse button and drag the connector into the middle of another frame which also receives a black border and release the mouse button The advantage of this method is that when the frames are moved later the connector fits perfectly so that the beginning and end of the connectors lie in the middle of each frame This function comes in handy in switching the position of two frames because the connectors need not be edited manually Editing Connectors To change the properties of a connector select it and click Connector in the context menu to open the Connector dialogue Connector x Ipe dard Connector a Line skew Cancel Line 1 fooocm ij inez H tee Une spacing Begin horizontal osom 2 Begin vertical fosocm End horizontal fosocm End vertical fosocm Choose the desired connector type from the list box The Standard Connector is the default The user can also modify the line skew and the line spacing in this dialogue All changes will be shown in the small Preview window To apply a different colour to the connector open the Line dialogue with the context menu Hints and Tips for a Successful Presentation Using a Snap Grid To work with greater precision use the grid function To display a grid click the option Use Snap Grid u
173. ction Write protection V Protect With password 3 Hide Hide If the text is a section linked to another file choose Insert gt Section In the Insert Sections dialogue that appears click Link and select the file wanted with the button Finally click the Insert button Using coloured or Graphic Backgrounds To assign a coloured background to a paragraph place the cursor in that paragraph and click the Background colour icon in the Object bar A floating colour palette appears from which the desired colour is selected by clicking it once Note When frequent use of a background colour for certain paragraphs is used it is best to create a Paragraph Style for this purpose A background can be a graphic image rather than a colour The background graphic image is assigned to a paragraph either via the Paragraph Style in that case all paragraphs based on this Style will have the same graphic background or use Format gt Paragraph to edit it Click the Background tab and in the list box As select graphics in order to pick out an appropriate graphic image Creating a Table of Contents Tables of contents can be created manually however if the contents are altered the table of contents must be manually updated as well It is much more convenient and time saving to have the program create a table of contents automatically 1 With the text entered creating a table of contents on the front pag
174. ctive document text document spreadsheet or drawing and compiles a list of the contents This sample will help the user learn how to reference objects in the documents ReadDir Use this macro to see how a OpenOffice org Draw document can be filled with content and how the contents of directories are read A dialog asks for a directory and then the macro creates a graphic list of all the files and subdirectories Userfields This macro helps users manage several sets of user data and allows switching back and forth between them This can be quite helpful when more than one person uses the same copy of OpenOffice org and each person wants to see his or her own user data in the fields OpenOffice org User Guide 388 Chapter 10 Introducing OpenOffice org Basic and Macros OpenOffice org User Guide 389 Chapter 11 Using OpenOffice org Math Chapter 11 Using OpenOffice org Math Formula Entry Main View of OpenOffice Formula M unites openotticcorg 13 File Edit View Format Tools Window Help J E 2u r aal itel 2 a y oau y nee wx Ales pre a duis yn sa r iw oe po aye tee D cni Boo eee He A sektion lt gt x lab acA f x Xa ic oiu a Q t Fa 7a a b a b axb axb aab a b e a b a b avb aob v 4c frj Tool bar The tool bar is divided into two parts OpenOffice org User Guide 390 Chapter 11 Using OpenOffice org Math The upper part is for adjusting the on screen s
175. ctive frame Select Area in the context menu to open the dialogue of the same name Select a colour on the Object Fill tab Further design options are available with the various colour schemes in the Gradients tab Choose one of the existing colour gradients all of which can also be edited and modified OpenOffice org User Guide 283 Chapter 5 Creating Presentations With Impress OpenOffice org User Guide 284 Chapter 6 Creating Drawings with Draw Chapter 6 Creating Drawings with Draw OpenOffice org Draw can be used to create drawings with different degrees of complexity This ranges from a simple drawing to an interactive multi page document To create drawings or graphics open an empty document and design all the elements by hand or work with the templates and sample graphics that can be reached by selecting File gt New gt Templates and Documents or directly from from the Gallery inc the case of graphics Draw enables creation and saving vector graphics These graphics can also be exported as pixel graphics Furthermore it is also possible to insert pixel graphics bitmaps into draw pages at any time OpenOffice org Draw Functions This section contains an overview of some of the OpenOffice org Draw capabilities Creating and Publishing Vector Graphics OpenOffice org Draw is an object oriented vector graphic drawing program The objects can be lines rectangles 3D cylinders or other polygons All objects already have set
176. cts such as cubes spheres cylinders tori and more Rotate two dimensional contours in the third dimension Choose colouring colouring with bitmap textures perspectives and or illumination to create impressive 3D objects for invitation cards brochures business cards and other stationery To insert additional elements into a drawing use clipart available in the gallery It doesn t matter if they are vector or pixel graphics OpenOffice org User Guide 285 Chapter 6 Creating Drawings with Draw Export Use Draw to quickly and easily create buttons and icons for Web pages et cetera and export them as GIF JPG PNG or other formats Construct There are many tools that Help create exact drawings For example define a grid to which an object can be snapped during construction and moving or temporarily snap new objects to the edges and points of existing objects The size of the object can be altered at any time by entering the required measurements in the Properties dialogue It is also simple to insert dimension lines which can be used in a variety of ways Integrate And in case it 1s not obvious Draw allows the user to add texts tables charts and formulas from the other program modules of OpenOffice org into any drawing OpenOffice org User Guide 286 Chapter 6 Creating Drawings with Draw The OpenOffice org Draw Window Bia Edit View Ten Format Tools Modify Window Help Bzu B8 amp e c86 Er a 2 o 00
177. cument 2 In OpenOffice org Writer select Tools gt AutoCorrect AutoFormat or AutoCorrect for other modules 3 In the AutoCorrect dialogue choose the Options tab 4 Deselect URL Recognition so that words will no longer be automatically replaced with hyperlinks In Writer there are two checkboxes in front of URL Recognition The field in the first column is for modifying in a post edit session while the field in the second column enables AutoCorrect to make the corrections while typing Other AutoCorrect functions The AutoCorrect gt Replace tab has a default list of items that will be automatically replaced provided that Use replacement table on the Options tab page is checked One can add all of their most frequent typos to this list and have AutoCorrect replace them with the right text Also use this feature to enter special characters or phrases that are keyboard intensive to do normally For example type C this is immediately turned into the copyright symbol Note The fonts supplied with OpenOffice org include the Euro symbol If working with other fonts one can easily insert the Euro symbol from another font using AutoCorrect When working in a text document choose Insert gt Special Character Look for the Euro symbol and click OK Enter in the Abbreviation text box eu for example The Text only box should not be marked Click New Now close the dialogue As soon as the eu is entered followed by a space or at the en
178. cument gt Sheet 2 Enter a password 3 Click OK Likewise the entire document can be protected so that it is only possible to open it by entering the password All cells in a newly created spreadsheet document have the protected attribute This attribute can be turned on and off via the Cell Protection tab page of the Cell Attributes dialogue which is opened by choosing Format gt Cells or via the Format Cells context menu command The Protected attribute can be set or removed for each cell individually In any case it does not take effect until the entire sheet and or the entire document is protected Apply this protection using Tools gt Protect Document gt Sheet or Tools gt Protect Document gt Document OpenOffice org User Guide 246 Chapter 4 Spreadsheets in Calc Protect Sheet X DK Ipse Ce Password rt a Cancel Confirm Help While a password can be applied for protecting the sheet and the document this is not required However if a password is set then protection can only be removed later by entering the correct password If no password is set there is still effective protection against a document being accidentally modified Sheet protection prevents modification of the contents of this specific sheet Document protection prevents the sheets from being inserted deleted resorted or renamed lf auser has a document with confidential data that should be protected from b
179. cuments With Writer M Paragraph L Drop Caps Borders Background Indents amp Spacing Alignment Text Flow Asian Typography Numbering Tabs Hyphenation Automatically lulu Breaks M Enable Type Page Position Before Iv With Page Style Main Text Page number 1 gt Options Do not split paragraph Keep with next paragraph Orphan control 2 Widow control 2 OK Cancel Help Reset Ifa particular paragraph should be on a new page with a new Page Style then that would be a property of that particular paragraph Assign this property under Format gt Paragraph gt Text Flow Changing the Format of Page Numbers Page numbers may be specified as either direct or as a property of the Page Style just like other text attributes Using direct formatting however should only be employed in a few instances When direct formatting one edits the the field directly as follows 1 Double click the field with the page number The Edit Fields Document dialogue opens OpenOffice org User Guide 73 Chapter 3 Managing Text Documents With Writer Edit Fields Document x Type Select OK Cancel Help dn Offset r 2 Select the desired field format 3 Click OK Better than the direct formatting method just described is to make the page number format a property of the Page Style as explained below 1 Open the context menu on the page and select Page Th
180. curve If the object bar is not visible click briefly on Select on the main toolbar 1 Now click Edit Points on the far left of the object bar or on the option bar 2 Click once on the point for editing It will appear as a filled square and there should be two B zier lines with control points at the ends Please note that sometimes one of the control points is directly on top of the B zier point and thus hard to see In the case of corner points which define right angles the control points lie directly on the B zier point Now move the B zier point and the control points as needed Note how the curve changes accordingly The change in form of the cursor indicates in each case the function that can be executed The object bar contains several icons with which can among other options change the type of the selected point A detailed explanation of the various options can be found in Help 3 To convert the type of data point select the point The object bar shows the type of point corner point smooth transition or symmetric transition 4 Click one ofthe icons to change the type of point Of course curves can also be edited in the conventional manner i e changing width colour and in the case of a filled curve the object fill The options for changing these attributes are found in the Object bar If the Edit points icon is not pressed use the context menu or the Format and Modify menus Also try out the other i
181. d 30 characters c z REC Lr oa bd A wz z xA cra B co EX OpenOffice org User Guide 236 Chapter 4 Spreadsheets in Calc The validity rule is a component of the cell format To copy the validity rule to other cells choose Edit gt Copy and Edit gt Paste Special and select Format Select Data gt Validation The Data Validation dialogue appears On the Values tab page enter the conditions for new values entered into cells Values already entered will not be affected In the field Allow A11 Values is selected by default This means that there are no restrictions As needed choose one of the other options Whole Number Decimal Date Time and Text Length This choice sets the first condition By choosing for example Whole Numbers values such as 12 5 are not allowed even if they satisfy the other conditions Choosing Date allows date information both in the form1 1 97 as well as in the form of a serial date Similarly the Time condition permits time values as 12 00 or serial time numbers Text Length stipulates that cells are allowed to contain text only After setting the first condition under Allow select the next condition under Data According to what is chosen additional text fields Value Minimum and Maximum may appear to further specify the condition A few possible conditions resulting from this register could be as follows Integer greater than 1 Decimal between
182. d of a sentence a Euro symbol will be inserted On the Exceptions tab enter any exceptions for the two types of automatic correction OpenOffice org User Guide 33 Chapter 2 Working With OpenOffice org Assuming the Replace option is enabled to automatically start each sentence with a capital uppercase letter and e g is entered and is followed by a lowercase q then the a would be capitalized So to compensate for this behaviour enter e g into the Exception list to prevent this type of correction Again assuming the Replace option is enabled to automatically convert the second of two capital letters at the beginning of a word to a lowercase letter enter any exceptions that are correctly written with two capital letters such as PC and CD These exceptions can also be automatically included by selecting the Autoinclude checkboxes on the Exceptions tab When this feature is enabled and one then uses an idiom in the text that is automatically corrected but which should not be corrected immediately press Ct r 1 72 Doing this not only undoes the automatic correction but also sees to it that this particular correction will not be made automatically again in the session AutoCorrect can also be used to replace one word or abbreviation with something more appropriate For example ASAP with the text as soon as possible however the OpenOffice org AutoText function is a better choice for d
183. d without the password The content is secured so that it cannot be read with an external editor either This applies to content graphics and OLE objects Turning on protection 1 Select File gt Save As 2 check Save with password 3 Save the document Turning off protection 1 Open the document and enter the correct password 2 Choose File gt Save As and uncheck Save with password Information that is entered under File gt Properties such as the name of the author date created word and character counts et cetera are not encrypted Protecting Revision Marking With every change made in Calc and Writer the review function records who made the change This function can be turned on with protection so that it can only be turned off when the correct password is entered Until then all changes continue to be recorded and acceptance or rejection is not possible Turning on revision protection 1 Choose Edit gt Changes gt Protect Records 2 Enter and confirm a password of at least 5 characters Turning off revision protection 1 Choose Edit gt Changes gt Protect Records 2 Enter the correct password Protecting Cell Ranges in Calc In Calc protection can be applied to spreadsheets and the whole document As part of the process choose whether the cells are protected against accidental changes whether the formulas can be viewed whether the cells are visible and or whether the cells can be printed Protecti
184. date in cell A1 e g a birthday such as 1 3 48 Enter the following formula in cell A3 NOW A1 BR UU N e Press Enter or click the Accept icon on the formula bar v The result appears in date format 5 Right click this cell i e bring up its context menu since the exercise is to see the difference between two dates as a number of days the format of cell A3 should be set as a number 6 Select Format Cells 7 The Cell Attributes dialogue appears 1 On the Numbers tab the Number category will appear highlighted The format is set to General which causes among other things the result of calculations containing date entries to also be displayed as a date 2 Set the number format to 1 234 for example 3 Press OK to close the dialogue 8 Cell A3 will now contain the number of days between today s date and the specified date 9 Experiment with some additional formulas 1 in A4 enter A3 24 to calculate the hours 2 in A5 enter A4 60 for the minutes 3 in A6 enter A5 60 for seconds OpenOffice org User Guide 194 Chapter 4 Spreadsheets in Calc 4 Press the Enter key after each formula The time since the birthday will be calculated and displayed in the various units The values are calculated as of the exact moment when the last formula was entered and confirmed by pressing the Enter key This value is not automatically updated although NOW continuously changes of course In the Tools menu
185. de Design dialogue 4 Select a new slide design from the dialogue e g from the area Presentation Backgrounds CA Confirm this with OK 6 If the Exchange background page check box is checked the new slide design applies to all pages of the current document If there is no check mark in it then this action only applies to the current slide This provides the flexibility to define a different slide design and thus a different background for example for one single slide Assuming that Exchange background page is not checked the background selected will now be assigned to the slide currently in use Presentation Styles As part of slide design there are a whole set of Presentation Styles that may be assigned to the slides Open the Stylist to see a list of the predefined Styles Existing Styles may be modified but any modifications are valid only for those slides in the current document that uses this slide design or new Styles created The built in Styles Outline 1 through Outline 9 enable the user to give the outlined headings and topics on the slides a uniform look Background Background objects Open a new empty presentation with a slide layout that allows greater structural depth The slide layout called Title Text is suitable for this purpose Subtitle m Styles 1 Activate the outline view mode by clicking View gt Master View gt Outline View starting in the Menu bar or by pressing the
186. defined in the first part of this example is a text string For a list of operators that you can use when defining your condition see the Related Topics section of this page Type the text that you want to display when the condition is met in the Then box There is no limit to the length of the text that you can enter If you want you can even copy and paste a paragraph into this box OpenOffice org User Guide 130 Chapter 3 Managing Text Documents With Writer Fields X Document References Functions Docinformation Variables Database Type Format Condition Reminder EQ 3 Input field Execute macro Then Placeholder last Reminder Combine characters Hidden text Else Hidden Paragraph Notice Mico Click Insert and then click Close To display the conditional text In this example the conditional text is displayed when the value of the conditional variable is equal to 3 6 Place your cursor in front of the field that you defined in the first part of this example and then choose Edit Fields 7 Replace the number in the Value box with 3 and then click Close 8 Ifthe field does not automatically update press F9 OpenOffice org User Guide 131 Chapter 3 Managing Text Documents With Writer Calculating in Text Document Tables OpenOffice org Writer tables can also have calculations and these can extend beyond the current table In this case the table name serves as a clear table ident
187. der Create table Apply Styles Remove blank paragraphs Replace Custom Styles M Replace while modifying existing text Ht ei T AutoFormat AutoCorrect while typing Cancel Help Reset In addition to the functions shown here one can also select Custom Quotes This means that all quotation marks entered as a simple computer character with Shift 2 are automatically turned into correct typographer s quotes Users can choose the characters to be used for this purpose XIXISIISI IIIa TXIXIXIARIRIXIXISI RIS OpenOffice org User Guide 32 Chapter 2 Working With OpenOffice org Turning off URL Recognition by AutoCorrect When text is entered OpenOffice org automatically recognizes a word that may be a URL and replaces the word with a hyperlink OpenOffice org formats the hyperlink with direct font attributes colour and underline the properties of which are obtained from certain Character Styles If OpenOffice org should not automatically recognize URLs while typing turn off this feature using one of the following methods Undo URL recognition 1 Press Ctr1 Z to undo text that has been automatically converted into a hyperlink 2 Select the hyperlink and choose Format gt Default if this conversion is not noticed until later Turn off URL recognition 1 Load a document of the type in which URL recognition is to be modified For example if modifying URL recognition for text documents open a text do
188. des the following possibilities a Text can receive a border b Text can be placed outside of the text margin on the side of the page c Text frames can be linked when text should flow from one frame to another Choose Format gt Paragraph gt Background to apply a background colour to the paragraph DIM the Draw Text function Open the Draw function toolbar on the main toolbar select the Text icon drag open a frame and enter the text This text can be positioned as desired which includes rotating at various angles or curving and slanting the text with the help of Format gt FontWork Changing the colour of Text Click the Font colour icon in Writer and other modules and keep the mouse button pressed to obtain a floating toolbar from which to choose a colour from the range of colours A Font colour icon Note the colour is shown in the bar at the bottom When using a short click with no text selected the mouse pointer changes its appearance to a watering can Drag this watering can symbol while keeping the mouse key pressed across the target text area This text area now takes on the selected colour The function remains active for as long as the icon is active looks depressed or until simply clicking without dragging or until the Esc key is pressed Rotating Text Text can be rotated by entering it into a text frame as follows OpenOffice org User Guide 49 Chapter 3 Managing Text Documents With Writer p Open th
189. dge of the table is dragged into the line headings area a column can be changed into a row The mouse pointer alters its appearance from the icon for a column heading to that of a line heading To remove a button from the table just drag it out of the table Release the mouse button when the mouse pointer becomes a not allowed icon The button is thus deleted Note Double clicking on the name of a table element hides or shows the merged elements below it Filtering DataPilot Tables Although the DataPilot tables are usually created according to user requirements there may be occasions when not all of the data provided by the tables is of interest If this should be the case filters should be used that apply conditions to the data such that if the conditions are not met the excess data is removed from the tables Click the Filter button in the sheet to call up the entry mask for the filter conditions The Filter dialogue will appear This dialogue provides different criteria which can be used for selecting data Updating DataPilot Tables If the data of the base table has changed Calc recalculates the tables to bring the analysis up to date Here are the steps to accomplish to recalculate the tables 1 Click with the right mouse button on one of the button fields 2 Choose the Refresh entry or choose Data gt DataPilot gt Refresh Deleting DataPilot Tables To delete a DataPilot table select any cell in the analysis table the
190. dget the date should be summarized and printed in totals and subtotals This can be done in just a few steps Place the cursor in the database range Choose Data gt Subtotals The Subtotals dialogue appears Specify the desired options for calculating the subtotals 1 2 3 4 Group subtotals according to Date i e calculates a new subtotal for each date and 5 Use the function Sum adds the subtotals to calculate Amount 6 Subtotals X 1st Group 2nd Group 3rd Group Options Group by bate J Calculate subtotals for Use function Count numbers only StDev Sample StDevP Population Var Sample VarP Population Cancel Help Reset Delete When the Enter key is pressed or OK is clicked the sheet will be grouped according to the subtotals For every group of entries with an identical date a subtotal is calculated OpenOffice org User Guide 220 Chapter 4 Spreadsheets in Calc The grand total is displayed at the bottom B 1 Date Item Amount E 01 02 00 Flowers 12 80 3 01 02 00 Sum 12 80 01 03 00 Breakfast 2 48 5 0103 00 Sum 248 01 04 00 Software 49 50 7 01 04 00 Sum 49 50 8 01 05 00 Newspaper 0 60 9 010500 Sum 0 60 01 06 00 Fishing T rip 22 50 M 0106 00 Sum 22 50 01 07 00 Hat 6 25 0107 00 Sum 625 01 08 00 Shoes 99 40 15 0108 00 Sum 99 40 16 Grand Tota Notice the controls to the left of the row headers These enable the user to view
191. dings subheadings and text wraps to make it easier to read In the Paragraph Styles dialogue of the Stylist context menu it would thus be a good idea to create several appropriate Paragraph Styles go to the Stylist gt context menu gt click New OpenOffice org User Guide 166 Chapter 3 Managing Text Documents With Writer Working with Frames A frame positioned over one or more columns can give the newspaper a less crowded more interesting appearance Such a frame can contain text graphics or even a chart Click the Insert icon on the main toolbar and from the floating toolbar select the Insert frame manually icon The mouse pointer changes to a small cross that is dragged to open a frame and position it over one or more columns in the document Formatting a Frame Put the cursor in the frame deselect the frame first then click inside it and enter any text or graphics The appearance and properties of the frame can of course be modified at any time Select the frame by clicking it call up the context menu and click Frame A dialogue with several tabs will appear which allows for example one to apply a coloured shadow to the frame via the Borders tab Anchoring Frames In the Frame dialogue click the Type tab and select the type of anchor under the heading Anchor to If the frame is to always remain on the same page which is important for a table of contents for example select Page For the frame t
192. drawing a bicycle first construct a wheel composed ofa tire rim spokes and hub and then group these objects together This makes it easy to rotate the wheel duplicate it and move the second wheel to the appropriate position Finally draw the frame and the rest of the bicycle and form a new group To edit an object that 1s part of a group there is no need to redefine the group Use the Enter group command which allows editing any object in the group When edits are completed Entering Groups Enter a group by first selecting it either by clicking it or by using the keyboard Once selected the user can decide whether to employ the context menu command the F3 key or double clicking the group to enter it Exiting Groups Exiting a group may be accomplished in these three ways using a menu command the key combination Ctr1 F3 or double clicking outside all of the objects in the group The group remains selected upon exit thus making it possible to quickly enter and exit a group using the keyboard OpenOffice org User Guide 304 Chapter 6 Creating Drawings with Draw Navigating Between Objects of a Group Using the Tab and Shift Tab keys the user can move forward and backward along the row of objects in a group edited with F3 or on a page If the keys are pressed again on a final object while going in one direction the first object selected will appear next OpenOffice org User Guide 305 Chapter 6 Creating Drawings with Dr
193. ds M Fulfilling Customer Requirements Cost Analysis Iv Pros and Cons M Next Steps of Action Create summary Hep caca lt lt Back et J Ere 10 Click the plus sign in front of a slide the headings from the first outline level will be shown 11 By checking the Create summary check box the Auto Pilot creates an additional last slide with a summary of all the titles of the previous slides in the presentation Normally this is not necessary since most templates already include such a page 12 Click Create to create the presentation Clicking Create on any of the AutoPilot pages creates the document and eliminates the need to go through all the pages of the Auto Pilot Once created edit save and print or run the presentation et cetera To start a presentation on a computer screen simply press Ctr1 F2 key or click the Presentation icon on the main toolbar OpenOffice org User Guide 259 Chapter 5 Creating Presentations With Impress Creating a Simple Presentation Without the AutoPilot This section explains with the help of a simple example how to create a presentation based on one of the existing templates Opena new presentation document based on one of the supplied templates by choosing File gt New gt Templates and Documents or with Shift Ctr1 N Inthe Templates and Documents dialogue that appears click the Templates icon on the left and then double click Presentation
194. e YMD gau auicm imos o E Uv E LAPIERRE LAPIERRE RENAUD GAUTREAU BRIDEAU SIMONE ROLAND E A M J MARIE JACQUELI Exporting from Calc Usuallly one would simply use the Save as dialogue Other export options such as PDF are also available in the same manner as for Writer or the other OpenOffice org modules Referencing Data in Networks and the Internet Rather than being restricted to having only a fixed value or formula that refers to other cells in the sheet each Calc cell can also contain a reference to contents in other documents The documents referred to do not have to exist on the local computer they can also be stored on a network or anywhere in the Internet OpenOffice org User Guide 181 Chapter 4 Spreadsheets in Calc The Calc Window FUTTITHEECTUIUSITYIDK TO RR File Edit View Insert Format Tools Data Window Help d Hes 8 amp 6 tme MT Alli 9 96 9 v3 28 3E i 4 4 w Ic lia LU MW Ail tl Column a gt Eb py ht Row 1 J gm t F E3 Range names HH Database Ranges P Linked areas Graphics OLE objects Notes GW Drawing objects Untitled1 active X g ey e i amp 3 5 Grows 15 V Draw Functions No Fill el iK menKeYceeTiILo m ix W Form Functions x 2 RE f Arpa E EB EO x D zw d Re Cmn ley rs s t Cell Styles B j up s ij 4 m I
195. e changes were made To change the ruler measurement units permanently choose Tools gt Options gt Text Document gt General and change the measurement unit there OpenOffice org User Guide 380 Chapter 9 Advanced Techniques Changing the colour of Text Click the Font colour icon in Writer and other modules and keep the mouse button pressed to obtain a floating toolbar from which to choose from the range of colours A Font colour Writer ig Font colour other modules The following applies to all modules Writer Calc Draw Impress Select the text that is to take another colour then click the colour wanted on the floating toolbar Note Only in Writer If one confirms the symbol with a short click while no text is selected then the mouse pointer changes its appearance and is displayed as a watering can Use this watering can symbol with the mouse key pressed to drag across a text area This text area takes the selected colour The function remains active for as long as the symbol is pressed or until clicked without dragging or until the Esc key is pressed Inserting Landscape pages into a Portrait oriented Document 1 Open the Stylist Format gt Stylist or F11 2 In the Stylist window click on the Page Styles icon fourth icon from left 3 The type Standard should already be highlighted hold the right menu button down to see the context menu and choose New 4 In the dialog that appears give the n
196. e 63 Chapter 3 Managing Text Documents With Writer Character Styles In the following illustration the Stylist displays a list of available Character Styles These Styles do not modify the whole paragraph but only the single word in which the cursor is currently positioned or a selected text range Character Styles manna Bullet Symbols Caption Characters Definition Drop Caps Emphasis Endnote anchor Endnote Characters Example Footnote anchor Footnote Characters Index Link All Use or modify the supplied Styles or define custom Styles and use those The best way is to start by selecting a Style from the Stylist with a single click which may then be used as the starting point for creating a custom Style One then merely has to enter the properties that are different from the selected Style since the other properties are inherited from the parent Style The following table describes the base Styles and the various attributes available Style Type Attribute Selection Paragraph Styles Indents and Spacing Alignment Hyphenation Tabs Font Language Initials Character Styles Font Font Size Language Frame Styles Position Anchoring Borders Page Styles Header Footer Margins Columns Numbering Styles Numbering Type Outline Bullets Assigning Numbering Styles Hierarchical Styles Styles can be hierarchically linked to each other Thus one defined Style ca
197. e Draw Functions floating toolbar on the main toolbar T On the floating toolbar click on the Text icon The mouse pointer changes to a which indicates that a text frame may defined and opened Open up a text frame release the mouse button and type in any text CF Click on the edge of the text frame Now see the Draw Object Bar which contains the Object Rotation Mode icon appears Click on it Now if one clicks on one of the handles in the corners of the text frame and drag the mouse the whole text frame turns with the text From the context menu of the Text Frame a user can start the Position and Size dialogue by selecting the Rotation tab This allows the precise angle of rotation to be defined numerically Defining Borders Borders of pages paragraphs tables and other objects can be defined in two places Choose Format gt object name gt Borders where object name gt is page or paragraph In tables use the Borders floating toolbar on the object bar Choose Format from the menu bar Borders tab page To set a border select Format gt Page gt Borders or Format gt Paragraph gt Borders which opens the following dialogue OpenOffice org User Guide 50 Chapter 3 Managing Text Documents With Writer Paragraph Ib d Pas Indents amp Spacing Alignment Text Flow Asian Typography Numbering Tabs Drop Caps Borders Background Line arrangement Line Spacing to contents Default S
198. e and the notice in the Appendix 5 0 VERSIONS OF THE LICENSE 5 1 New Versions Initial Writer may publish revised and or new versions of the License from time to time Each version will be given a distinguishing version number 5 2 Effect of New Versions Once Documentation has been published under a particular version of the License You may always continue to use it under the terms of that version You may also choose to use such Documentation under the terms of any subsequent version of the License published by Insert name of the foundation company Initial Writer or whoever may modify this License No one other than Insert name of the foundation company Initial Writer or whoever may modify this License has the right to modify the terms of this License Filling in the name of the Initial Writer Original Documentation or Contributor in the notice described in the Appendix shall not be deemed to be Modifications of this License 6 0 DISCLAIMER OF WARRANTY DOCUMENTATION IS PROVIDED UNDER THIS LICENSE ON AN AS IS BASIS WITHOUT WARRANTY OF ANY KIND EITHER EXPRESSED OR IMPLIED INCLUDING WITHOUT LIMITATION WARRANTIES THAT THE DOCUMENTATION IS FREE OF DEFECTS MERCHANTABLE FIT FOR A PARTICULAR PURPOSE OR NON INFRINGING THE ENTIRE RISK AS TO THE QUALITY ACCURACY AND PERFORMANCE OF THE DOCUMENTATION IS WITH YOU SHOULD ANY DOCUMENTATION PROVE DEFECTIVE IN ANY RESPECT YOU NOT THE INITIAL WRITER OR ANY OT
199. e current row or column 3 Hold down the Ct x1 key as well as the arrow key to split the adjacent cell To delete a column or row 1 Switch the table to the delete mode for tables by pressing Alt Del for at least three seconds OpenOffice org User Guide 1A Chapter 3 Managing Text Documents With Writer 2 During these three seconds press the relevant cursor key to delete a row or column to the right or left above or below the current row or column 3 Hold down the Ct x1 key as well as the arrow key to merge the current cell with the adjacent cell into one cell Repeating Several Heading Rows in Tables If automatically repeating more than one row within a table following a page break this is how to do it 1 Select the first table row 2 Open the context menu and choose Cell gt Split a In the Split Cells dialogue select the horizontal direction b Enter the number of rows that are to be repeated C confirm with OK All rows at the beginning of a table that is created in this manner will now be repeated after a page break Enlarging and Reducing Cells in Text Tables The width and height of rows and columns are changeable using the keyboard by dragging and dropping with the mouse or by commands in the context menu Column widths can also be changed numerically via a dialogue Rows and columns can also be evenly distributed with the icons on the Optimize floating toolbar on the Table Object Bar Row
200. e following 1 Open the template in OpenOffice org Writer 2 Select File gt Templates gt Save 3 Choose where to save the template Default is probably best as no special permissions are needed 4 Name the template 5 Click OK Voila there is now newsletter template ready for use intitled _ OpenOffice org L12 cn it View Insert Format Tools Window Help P7 3 PutLogoHere Template Introduction Thistemplate isto assist inthe creation of a newsletter It includes atableof contents onthe lowerleft hand comer page numbers on alternating pages for photocopying back to back 4 It includes athree column format and the text will lowthrough the columns around thetable of contents and ontothenext pages J Using the Template Using the template is fairly straightforward Double click onthe date inthe title Default amp U A E mm E Deas 08 Doe sousa gt miesie siig OOExtras Newsletters gt Saturday December 30 18994 wide as a column Now itwill flow Yet another articl eq with the text sothat as you insert newnext the graphicwillstay with Blah Blab Blah Blah Blah Blah Blah thearticle Ifyowalwayswantthe Blah Blah Blah Blah Blah Blah Blah graphicto stay at the sameplace in Blah Blah Blah BlahBlah Blah Blah thetext anchorit tothe page Blar Blak Blah Blah Blah Blah Blah Blah Blah Blah Blah Blah Blah Blah Notethat asT Blah Blab Blah Blah Blah Blah Blahf Author Thisne
201. e is a quick way to prevent a particular word from being affected by the hyphenation or spellcheck unctionality Select the word and choose Format gt Character On the Font tab select Language None If a word want should be permanently set to prevent automatic hyphenation such that it will never be separated place it in an active user defined dictionary with an equals sign after it Choose Tools gt Options gt Language Settings gt Writing Aids Select a User defined dictionary Click the Edit button Where there is no user defined dictionary as yet create one by clicking the New button Click Close to close the dialogue 1 2 3 4 In the Edit Custom Dictionary dialogue enter the word e g Companyname without quotation marks 5 6 Click OK Now the word Companyname will never be hyphenated OpenOffice org User Guide 154 Chapter 3 Managing Text Documents With Writer Selecting Tools gt Hyphenation avoids searching manually through the text in order to find words to hyphenate This starts the following dialogue which shows all words that could be hyphenated with the current line break one after the other Hyphenation English US X Word Hyphenate fin stal talfion kald The syllable at which the word could best be hyphenated at the current line break is highlighted In the case where the word to be hyphenated should have the hyphen at an earlier place in the word use the left a
202. e of the frame can later be changed using the mouse but the frame cannot be made smaller than the text itself 3 Enter the text Select the text by holding down the Shift key while using the arrow keys or use the mouse The font and font size can now be modified as in regular text documents When the mouse is clicked anywhere on the document other than the text text edit mode is no longer in effect Clicking the text once again the text will be selected as an object Now it can for example be rotated or the entire text moved By double clicking the text it can be edited it again for example delete characters or set additional font attributes Fitting Text to Frames 1 With the Fit Text to Frame icon draw a delimiting frame which predetermines the position and size of the text 2 Enter any text in the frame 3 Click in any free area of the document Notice that the entered text is scaled so that it exactly fits into the frame OpenOffice org User Guide 293 Chapter 6 Creating Drawings with Draw Callouts 1 Using the Callouts icon drag the mouse from where the callout arrow should point to the point where the callout text should appear 2 Release the mouse button 3 Edit the size of the frame of the callout 4 To start entering text into the callout just double click the line The callout frame appears with a wide gray border indicating text edit mode 5 Enter the callout text 6 Change the line properties
203. e of the newspaper or newsletter may be in order To do so follow these steps a Draw a frame manually on the front page OpenOffice org User Guide 169 Chapter 3 Managing Text Documents With Writer b Select To Page as anchor c Press the Escape key to set the cursor in the frame 2 Open the Insert Index Table dialogue choose Insert gt Indexes and Tables gt Indexes and Tables 3 On the Index Table tab page 4 Select Table of Contents as Type 5 Enter an appropriate heading e g In this issue in the Title field Ensure that one of heading Paragraph Styles is assigned so that chapter numbering may be determined for the headings These are determined by the Styles under Tools gt Chapter Numbering The predefined Paragraph Styles are Headingl through Heading10 If the table of contents should use the headings in the document specify the desired outline structure using the Evaluate up to level spin box If other customized Paragraph Styles for the headings have been defined these can also be incorporated into the table of contents To do so go to the Insert Index Table dialogue click the Index table tab and in the Create from area mark the Additional Styles check box Click the button to the right of the check box The Assign Styles dialogue will appear Assign Styles x Styles Notappied ja e d e je jr je d Jo Default Cancel 0 Frame contents Heading Help Head
204. e org User Guide 199 Chapter 4 Spreadsheets in Calc Use the More button to display additional options in the dialogue In the additional section that is then displayed select which properties of the chosen format are to be excluded from the automatic formatting For example removing the check mark in front of Font the font will not be taken into account by the AutoFormat Layout of Spreadsheets Sheets do not have to have the look of any of the predefined formats There are many ways to apply a different layout for spreadsheets as well as tables in text documents Designing Spreadsheets Clearly Calc assists in designing a sheet in a variety of ways For example here are three different views of the same sheet varying only in layout Sales 2001 September October November New York 1234 2398 4325 London 1024 512 256 Auckland 999 888 777 Berlin 1233 2397 4324 Total 4490 6195 9682 September October New York 1 23400 2 398 00 4 325 00 London 1 02400 512 00 256 00 Auckland 999 00 888 00 777 00 Berlin 1 233 00 2 397 00 4 324 00 Tota 4490 00 6 195 00 9 682 00 The above graphic shows the sheet formatted using one of the AutoFormats it will look appealing without requiring any further editing OpenOffice org User Guide 200 Chapter 4 Spreadsheets in Calc September October November 1 234 00 2 398 00 4 325 00 1 024 00 512 00 256 00 999 00 888 00 777 00 1 233 00
205. e progression to continue with 5 7 9 11 and so on 1 First select the range in the table to completely fill 2 Select Edit gt Fill gt Row to open the dialogue 3 Select the type of progression e g 1 Select 2 as the starting value 2 as the increment and geometric progression as the progression type In this way a list of the powers of 2 is produced OpenOffice org User Guide 245 Chapter 4 Spreadsheets in Calc B t n E L F G 4 8 16 32 8 16 92 64 16 32 64 128 32 mind T 128 Direction Series type ime unit SE 256 Down Linear Gay aaa font Growth Weekday Cancel C up pate Month Help perc AutoFill over Start value 2 End value Increment b The dialogue also allows series of dates and times to be automatically filled in For example to insert the first date of each month of the year as row headers proceed as follows 1 Enter a date e g 1 1 99 into a cell without quotation marks 2 Highlight this cell and the 11 cells below it 3 Select Edit gt Fill gt Series 4 In the dialogue select Date and Month 5 Click OK The first date of each month automatically appears in the selected cells Protecting Sheets To prevent the values entered in a sheet from being modified by another person protect the sheet To do this follow these steps 1 Display the Protect Sheet dialogue Tools gt Protect Do
206. e text document Open the context menu of the inserted object and choose Wrap gt Contour In the context menu of an object with a wrap contour is the Wrap gt Edit Contour command This command calls the Contour Editor from which manually reediting the automatic contour is possible Refer to the instructions in Help Linking Frames and Facilitating Text Flow If the text should be continued in the same manner as in a newspaper i e from a frame on page 1to say a frame on page 4 and where the text flow from frame to frame must be done automatically use linked frames Create two or more frames by opening the Insert floating toolbar clicking Insert Frame then select the first frame click the border of the frame Click the Link Frames icon 889 on the object bar Now click the second frame To enter text in the linked frames position the cursor in the first frame and type in text or insert it from the clipboard Now decide if the text should be a copy in the frame or if it should keep a link to the original document in this case it would always return to the actual stand of the original document If the text is only to be copied choose the command menu Insert gt File OpenOffice org User Guide 168 Chapter 3 Managing Text Documents With Writer Insert Section X Section Columns Background Footnotes Endnotes Mew section Link sectiont Iv Link DDE File name ffite 2 0 user documents wc a Se
207. ebi nes eter is deb dena ohza deut duidesa weave 5 Chapter 2 Working WHK Open OCE 0 uso EE ERHEBEN DEMNM 7 The User RN cca sc inc sxntenstn asta cvin sea oanqsarsnne diesteneenn ieke se teo tast ea cen sn eH e EES ieia EESE 7 Sarine Opn EDUC Oissar tU DUI RAR 7 The OpenOffice org Writer WIOOO ieescer rei ertt ee reti ER HERE d ER EH T dhaaan asia 8 Toolbars m th OpenOffice org VTHON eei ssedtsrexiediaetrkuketibis ose adea boca sn oi 8 CUTE Nil ENTE LO E EEEPRER 8 The Menu rco M 9 9 Eh TOODA eade SA SII A MUN E AN 9 Using Floating TOOIDAES ucc nr tino A b iP CAR EE POR PERRA HEN DEA NON GYRUM Aid 11 The document WdoWa isanda etai ride ea es abu vei EHE MER U US 11 Docking Wy WW TORTE 11 Opening and Saving DAUM SINC cesexsavsasesens etre ane iecnaceesaroancea tase vesanvantaveseasvacsassatenstosgeezasaeeversoaveavnedes 13 Pie ERAN Linee du etc o eee ince dU Ded ee ee 13 The Templates and Documents dig loge iscsisssissacesssstacesasssncssassinnsevscvancesninteccvasssncesnssnecasesvensesncasasedases 14 OpenOffice org User Guide iii Contents Sur BOTE E E issued EE MEMO MENMEE pdt Changing the Work DITE torte rts ek he eene esatto teas hoa pies tete o RP Aree rag Savine Documents SOOO OCT uomine ere pene Ub UA RI QU a RA beta QUIM UMS Backup a File Automatically erret reperit rir e SPA HEP casni aM PA Pa REPRE ES Saving Files Automatically Every n Minutes essent tnntnnn PIOGBOF GS cesses RR
208. ec RD 227 Filtering Data Pilot Tables ce eon id rrt ascenes vcancounssavaneantancekvsnsnassiavansseasedecssiaanennatin 227 Updating Dat Pilot TOES oe aso eite tls don dia a i deben ia oU UE 227 Deleting Dati PHoL TMS oue ose tetris mii bdo a tal case UE 227 Usu Arr 228 Appna Goal vo E SLT 230 Nanne CA E m 230 Start Goal Be 231 Appl yine Bw EGER ot osque OOo Fait iui tuin a Mind ea 231 Multiple Operations in Columns or ROWS sccssssssssessssssessssssnssesnenssssssenssesasssnsnesszsnsacsenescas 231 TU ea aac ee ene tore De EIE A reer renee veer rer ee E 231 Calculating With One Formula and One Variable eese 232 Calculating with Several Formulas Simultaneously sss 232 Multiple Operations Across Rows and Columns serene 232 Calculating with Two Variables eeesesties tenete estie uth rrt Ern ensi ee rst bhrs ae pit inesieit ias 233 OE TRE E IS A E NAE E E T E E E E ES 234 Using Ready Made Seem arts sisse rire tri EI Puis oth PEEN PAPE keb dtait iania diaisna assin 234 Creating Personal SCOBSEROS iu ascadniedeisstuiot acis denk cree pidbe cinere db esu Ri 234 Validity of Cell Cte Tig ise t or hi ERR IER PER RSS UREN sannar S RS UR FRE RIARR ERR Aaa daai ERR ad ev 236 Using Cell Contents Yai aieaisaenanawanmanenaaese
209. ecting New document whereupon one first enters the name and path for the document and then continues on to write the new document and save it Paragraph Styles that the user defines and uses in the subdocuments are automatically adopted in the master document If the master document is saved afterwards these Styles will be available everywhere in the master document The Styles defined in the master document have priority over Styles with the same name in subdocuments Note When using master documents use the same template as a base for all subdocuments and the master document itself As a new Style is needed in the document simply add it to the document template and reload the master document so that the new Style can be applied to all documents automatically Use Page Styles to ensure that all subdocuments always start on a new page 1 e always on a new right page There is a built in Page Style called Right page that could for example be linked to the Paragraph Style Header 1 For example by assigning a page break to the Paragraph Style Header 1 every Header 1 will always be at the top ofa right page If the Next Style is assigned to the Page Style Right page select Left page instead and vice versa OpenOffice org User Guide J A Chapter 3 Managing Text Documents With Writer If the cursor is positioned in a text in the master document the entry Text is shaded gray because consecutive te
210. ed one can choose special printer options for the different document types in OpenOffice org using additional dialogues that allow the user to control the way the contents or the pages of the document are printed Define these printer options for the current print job by clicking the Options button in the Print dialogue Select Tools gt Options gt name of document type gt Print to create a general definition for normal use Note There are many different printers with widely varying properties The printing functions differ according to the operating system printer driver and printer model used The selected printer defines the width and height of the characters and hence also the line and page breaks OpenOffice org Writer and Calc always format the pages in the way they will appear when printed Displaying Print Previews Before printing out a document reviewing how the printed document will appear on paper is often a good idea OpenOffice org offers a Print Preview feature for this purpose thereby allowing adjustment of margin widths optimization of page breaks et cetera 1 Switch to the document for preview 1 Select File gt Page Preview 2 E B Use the icons on the object bar to zoom in or out 3 BO b Use the arrow keys or object bar icons to scroll through the pages of the document and check how they will appear in print OpenOffice org User Guide 24 Chapter 2 Working With OpenOffice org Reduced Print
211. ed for text documents and these steps can be applied for other types of OpenOffice org documents Templates of course can be defined for each OpenOffice org module 1 Now save the document created in step 2 by choosing File gt Templates gt Save and saving the document in say the Default category 2 Select File gt Templates gt Organize 3 Double click Default in the list on the left This will display the user defined templates in the user template directory 4 Select the template was just saved and open the context menu or open the submenu of the Commands button 5 Choose Set as default template That 1s all that is needed The next time a new text document is opened the new document will correspond to the template defined as default in step 5 above Resetting Default Templates To reset the modified text template to the original default template proceed as follows 1 Select File gt Templates gt Organize 2 Open the context menu and choose Reset default template In the submenu select the document type to restore Thereafter when a user opens an empty text document it will again correspond to the OpenOffice org default template for text documents Using Custom Templates There are several ways to make work easier by using custom templates One of the most important is quick access to the templates Templates can be stored in different locations in OpenOffice org Opening a new document using a custom templ
212. ed to create custom styles Creating New Character Styles or Paragraph Styles Creating a new Style on the basis of an existing Style is a straight forward process The following is a step by step procedure with which to start a First of all apply new direct formatting to any characters or any paragraph which will become the Style To do this either use the text object bar or open the Format menu and choose Character or Paragraph b Select the text or paragraph containing the new formatting For words or paragraphs simply position the cursor in the respective word or paragraph c At the top of the Stylist click the Paragraph Styles icon to create a new Paragraph Style Likewise click the Character Styles icon to create a new Character Style d At the top of the Stylist click New Style from Selection This opens the Create Style dialogue e Enter a name for the new Style and click OK As can be seen in the Stylist a new Style has been created in the Custom Styles group making it available for use for indirect formatting in documents A user may also create a new Style without using an existing Style as the starting point Here is a method by which to create a new paragraph style a In the Stylist choose Paragraph Style by clicking its icon the one farthest to the left in the Stylist bar b Call the context menu of the Stylist click right mouse button c Choose New d Enter the data for the desired S
213. ed to the content of the frame Only the height of the last frame of a chain can be adapted to the text content Click the Link ofthe object bar when a frame is selected and the cursor changes The cursor can display as on of two icons a chain with an arrow when two frames can be linked by clicking or a chain with a stop sign when linking is not possible where the cursor is positioned A note is displayed in the status bar in each case for example why linking is possible or not possible Note Linking is only possible from one frame to the next That means that a frame that is already ame linked to a frame cannot be linked to another frame which follows Therefore the link icon cannot be activated if a frame already has a next link Also two frames can only be unlinked with the Unlink Frames icon rom the first frame Linking of frames cannot happen under the following conditions The target is not empty Automatically captioned frames are not considered empty and thus can not be the target of a link The target already has a previous link Source and target are in different sections For example one frame is in a header and the other frame is in a footer The source already has a next link Source and target are the same Closed chains or chains from the inside out or from the outside in are also not permissible The latter is the case if a frame is inserted into another frame and these must be linked with eac
214. eesrsesesesees 377 P otectng Drawing Objects and Form ODIO udo uia bivio One pa urine aded 377 TUNS on prOUQOUIQfR oir prete Pire saia PARS LOHN PERI URP Eaha SERE PAR HUE ad eR aces 377 Turning off protection RNC 377 Dau D A RECORS RE OUEST 378 Changing Defaults and Other Configuration Items essere 379 Saving Combicdion With DOMMEN ici EHE SPORE IU IRR RANDE NUS 379 Inserting and Editing Tab Stops ccjcscsscsssasnsssssasauesscnsestansesdsessansesinsstansassaasestsnaisbenasaas nsenearsisivereinacens 379 Moving Tabs on th RUM sao osociis dueceer ei debida rein epa i eho aban tn drei bn erii depu petu ORE iR bx 380 Changing the Properties of Tabs sert et HI P RHET HUER HR HR A MER eS eue tag te 380 JR gm Tolle oc TC S 380 EP CE EIC TEE ET 380 Changing the colour oT Text iios esed prb prO DAES PEE REM PHA PERF HEN HERR HER MR VR po E MER 381 Inserting Landscape pages into a Portrait oriented Document sss 381 More on Tentpldles sos e repas o NER SNOR ENRNN PERS PER encanta YE FNOR PESULUE PN EREKE AVAE EIN RH IH DR 382 Changing Deren TESHDIIEES escena E IVISR MremAmGI IE URINE SURE ME DIEN MM ERE 382 Modine DODSHE TEESDIORGS eode DEIN RR DI NENNEN EE 382 Resetting Default Pesupilde8 cesesserenskenirxesmientexinho tese aeree ad petes tet EU pr xe per nacre inita rip bann 382 Using tugstem TOmplldtbi s eaaet eti onions a ius doma nin dede 382 Access to servers via WebDAV and F
215. eing opened by unauthorized persons protect it with a password The password makes this protection of the entire document dependent on the protection mechanism of cells sheets and documents described above To save a document with a password select File gt Save As and check the Save with Password check box Creating a Reference If a user wants to insert a value say the result of a profit calculation into another sheet or into another spreadsheet document a reference must be created 1 Select the cell where to insert the result 2 Enter 3 Next select the cell that contains the original result 4 Press Enter This cell can also be included in another spreadsheet or in another file The result is automatically inserted into the reference cell and is also updated when changes are made later The content of a cell can be dragged to a cell in another document With this action either choose to transfer a copy of the cell as it now stands into the other document or create a link so that the other document always reflects the current content of the cell After setting all the necessary preferences and changes save the document and print it Further Information The document based on this template is protected In order to make modifications in the protected cells first disable the protection via Tools gt Protect Document gt Spreadsheet This must be done individually for every protected sheet including the hidden sheets
216. eld names used in the address book 5 After this point the addressbook is recognized as an OpenOffice org address book data source OpenOffice org User Guide 343 Chapter 7 Databases and Data Sources System Address Book as Data Source 1 Select File gt Templates gt Address Book Source 2 Click the Administrate button to call the Data Source Administration dialogue see also instructions above Another way to call the same dialogue is to choose Tools gt Data Sources 3 Click the New data source button Data Source Administration General ase Toles queries Unk we Bibliograpniy DA Name Bibliography Connection Database type fa Base v Fabcabsse file D Star Office amp D user databas e biblio m Data source URL Data Source Administration General Tables Queries Links Bibliography 18 Evol contacts Name Bibliography Connection Database type Data source URL E Fdbc address mozilla e Apply Cancel Help OpenOffice org User Guide 344 Chapter 7 Databases and Data Sources 4 Under Database type choose the Address book entry 5 Click the EJ putton to call the Data Source dialogue wg Data Source Choose a data source Evolution address book LDAP address book Cancel Mozilla address book All data sources that are listed here 6 Select the data source 7 Click OK If LDAP address boo
217. en the document is distributed for example on a disk It does not matter whether the bibliography was created in the document or not 1 To insert the bibliography entries into the text position the cursor in the text where the entry is to appear and then choose Insert gt Indexes and Tables gt Bibliography Entry The following dialogue will appear Insert Bibliography Entry x Entry xu Insert From bibliography database C From document content Close Author Help Sautter Karlheinz Mev Title Der bhy Coach StarOffice 5 0 Edit Short name sauss 2 First decide whether to select the entry from the records contained in the bibliography database or from the entries that are contained in the current document and which can differ from entries of the same name in the bibliography database An entry in the document content can be identical to an entry in the Bibliography Database The entry in the document has precedence 3 Ifthe required entry already exists as a data record select it in the list box Short name and click Insert If the desired entry does not yet exist create a new entry If the New button is used to do this one can define a new record but this will only be recognized in the current document If the record should be included in the bibliography database choose Tools Bibliography Database enter the new record and then insert the bibliography database entry in the document
218. en the user will see for example the Page Style default dialogue Instead of default the title bar of the dialogue contains the name of the current Page Style 2 Go to the Page tab 3 In the Numbering pull down list determine how the numbering should appear on all pages with this Style 4 Close the dialogue with OK 5 Now select the As Page Style format for the field which shows the page number see the description of direct formats above Users may change other properties in the footer such as the font by editing the Footer Paragraph Style so that the changes will apply to all footers Place the cursor in the footer Call the context menu and choose Edit Paragraph Style Increasing the spacing of the footer from the text above is also a format attribute of the Page Style 1 Select the Page Style in the Stylist wanted OpenOffice org User Guide 74 Chapter 3 Managing Text Documents With Writer 2 Right click and select the Modify command in the the context menu 3 In the Page Style dialogue set the desired width and height of the footer Page Styles Summary Unlike assigning a Character Style or Paragraph Style where one first selects the text then double clicks in the Stylist on the name of the Style to apply the chosen style applying Page Styles 1s different A Page Style is always a property of the first paragraph of a page whether or not this the first paragraph of the current page or the first p
219. ence to cell Al in Sheet1 of the document name sxc couldbe 2 file home username name sxc 4 sheetl A1 under UNIX where home is a mounted filesystem and username specifies the directory where the file is stored Under Windows the specification is similar and could be file c name sxc Ssheet1 Al1 where the drive is C Printing Spreadsheets 48 Clicking the Print File Directly icon in the Function bar sends all the sheets in the document to the printer However if there s a print range selected then only selection is printed To set the print range select the cells to be printed then use the Format gt Print Ranges gt Define command There is further information on this topic in the OpenOffice org Help To print the only current sheet go to menu File gt Print In the Print dialogue select the Selection option and click OK If however there is selected a certain range of cells only those cells are printed and in the column width as shown in the sheet If various sheets are to print simultaneously for example Sheet 1 and Sheet 2 select them before hand hold down the Ct r1 key and click the sheet tabs The white tabs are the selected ones Next go to the Print dialogue enable the Selection option and only the selected sheets will be printed After having printed the desired sheets remember to click the sheet that is being worked on while holding down the Shift key so that only that sheet is selec
220. ents first create a template It is best if one uses a current document so that the template will contain all the Styles wanted and needed The following steps will help create a new template 1 Have the documents open If desired delete all text from the current document leaving only the Styles 2 Call the menu command File gt Templates gt Save 3 In the dialogue Document Templates select the category into which to save the template In the New Template text field enter the name for the template 4 click OK to complete the process of creating a template With the template saved the next time when File gt New gt Templates and Documents is used to select a template for creating a document this template will selectable from those available All the user defined Text and Paragraph Styles will then be available for the new document OpenOffice org User Guide 66 Chapter 3 Managing Text Documents With Writer The Advantages of the Stylist From the preceding instructions users now know how to apply the Styles in the Stylist to text how to apply custom Styles and how to create a template that uses these custom styles This gives an advantage in that Styles do not have to be redefined every time Plus one can apply Styles from one text document to another text document by selecting Format gt Styles 7 Load In this way the desired formatting can be applied to the document quickly and easily But the Stylist offers still m
221. er 3 Click within the header to position the cursor in it OpenOffice org User Guide 145 Chapter 3 Managing Text Documents With Writer 32 4 Type Chapter 5 Select the Insert gt Fields gt Other command a In the Fields dialogue Fields X Document References Functions Docinformation Variables Database 31 December 1999 Fri Dec 31 99 Fri 31 Dec 99 Fri December 31 1999 Friday December 31 1999 12 31 99 12 31 1999 12 31 b Select the Document tab c Type Chapter d Format Chapter name Where the header to contain paragraphs formatted with Heading2 instead of Headingl enter a 2 under Layer e Click Insert to add the desired information to the header and then close the dialogue box f Now every page of the document will automatically display the chosen chapter heading in the header g Other information can be inserted into a header in the same manner Find other menu commands under Insert gt Fields Choose from Date Time Page Numbers Page Count Subject Title and Author Additional field commands can be selected or defined under Other OpenOffice org User Guide 146 Chapter 3 Managing Text Documents With Writer Defining Different Headers A defined header and footer will appear in all pages that have the same Page Style However different header for the first page or for even and odd numbered pages are often needed For example one may want the na
222. er g New York 1 234 00 2 398 00 4 325 00 7 957 00 p 4 London 1 024 00 512 00 256 00 1 792 00 tC 5 Auckland 999 00 888 00 777 00 2 664 00 g in 1 233 00 2 397 00 4 32400 795400 4 490 00 6 195 00 9 682 00 The automatic formula recognition allows entering for example the formula SUM July in cell B8 This formula can then be copied to the right Cell C8 automatically shows the formula SUM August cell D8 SUM September and so on This feature also works for horizontal calculations Try it out by entering the formula SUM London incell E4 The New York entry must be treated as a special case because this name contains a space Thus it must be enclosed in single quotation marks SUM New York Automatic recognition does not work with formulas One cannot enter the formula SUM sum in cell E8 Instead enter SUM B8 D8 or SUM E3 E6 The latter formula will also be inserted automatically if the cursor is placed in cell E8 and the Sum icon in the Formula bar is clicked This function is active by default To turn it off select Tools Options gt Spreadsheet Document gt Calculate and uncheck the box in front of Automatically find column and row labels Use Insert gt Names gt Labels to define any names required as shown in the previous section Note To have names automatically recognized names must consist of alphanumeric characters and the first character must be a letter To use non
223. er has the following methods for re formatting text in uppercase or lowercase To display in uppercase Highlight the text and choose Format gt Character gt Font Effects tab and under Effects select Capitals Displaying in lowercase Highlight the text and choose Format gt Character gt Font Effects tab and under Effects select Lowercase Converting to uppercase Highlight text then choose Format gt Case Characters gt Uppercase or right click and make the same selection form the popup menu Converting to lowercase Highlight text then choose Format gt Case Characters gt Lowercase or right click and make the same selection from the popup menu Moving Text Sections in Documents 1 Select the text that to be moved 2 Place the mouse pointer in the selected text then press the mouse button and keep it pressed 3 Drag the mouse until a symbol appears next to the pointer indicating that the selected area will be moved In addition a gray text cursor moves with the mouse pointer indicating where the selection is to be inserted Mouse Pointer Shape Meaning 3 Moving i Copying Ry Creating a link OpenOffice org User Guide 55 Chapter 3 Managing Text Documents With Writer To copy the text rather than move it press Ct r1 while performing the actions described above As shown the action is indicated by a plus sign next to the mouse pointer One can press and release the Ct x1 key as of
224. erform publicly display demonstrate market disclose and distribute the Documentation in any form on any media or via any Electronic Distribution Mechanism or other method now known or later discovered and to sublicense the foregoing rights to third parties through multiple tiers of sublicensees in accordance with the terms of this License The license rights granted in this Section 2 2 Contributor Grant are effective on the date Contributor first makes Commercial Use of the Documentation 3 0 DISTRIBUTION OBLIGATIONS 3 1 Application of License The Modifications which You create or to which You contribute are governed by the terms of this License including without limitation Section 2 2 Contributor Grant The Documentation may be distributed only under the terms of this License or a future version of this License released in accordance with Section 5 0 Versions of the License and You must include a copy of this License with every copy of the Documentation You distribute You may not offer or impose any terms that alter or restrict the applicable version of this License or the recipients rights hereunder However You may include an additional document offering the additional rights described in Section 3 5 Required Notices 3 2 Availability of Documentation 406 Any Modification which You create or to which You contribute must be made available publicly in Editable Form under the terms of this License via a fi
225. ert gt Indexes and Tables gt Indexes and Tables to open the dialogue Insert Index Table c Select the user defined type in the Index Table tab If the user defined index has been given a name select this name from the Type list box OpenOffice org User Guide 103 Chapter 3 Managing Text Documents With Writer Index Table Entries Styles Columns Background User Defined Index Type and title Title User Defined Index Type User Defined hd Iv Protected against manual changes Heading 1 This is the couteut oca the Arst chapter This is o mer directory eutry Heading 1 1 Create index table This is the content tom chapter J J This is the eui Sor the mble of couteuts for Entire document 54 Heacing 1 2 Create from This is the couteut rom chapter 12 This Legword is n cmi eai Iv Styles zm Tables Textframes Iv Index marks T Graphics OLE objects i I Use level from source chapter L9 Came Hp Reset Iv Preview d Give the index a title e Check the Styles box f Click the icon g Choose one of the Styles that is used in the document from which to generate the index of all paragraphs having the corresponding Style h Mark the other check boxes under Create from to create the index from all the objects of a certain type i Assign names to the objects in the Options tab of the corresponding property dialogue j Click O
226. es Text VARCHAR Publisher Text VARCHAR School Text VARCHAR series Text VARCHAR Title Text VARCHAR 1 X 7 i This area is where you define the Length 50 Default value Format example 7 is OpenOffice org User Guide 348 Chapter 7 Databases and Data Sources Field Properties Enter properties for each selected data field Depending on the database type it is possible that not all input facilities will be available In the Default box enter the contents that should be entered for every new record This can of course be subsequently modified In the Entry required box specify whether or not the field may remain empty No matter which field type a list box provides the available types OpenOffice org User Guide 349 Chapter 7 Databases and Data Sources Form Design Any OpenOffice org document can be expanded into a form One simply adds one or more form functions Form Functions h E Oe FE a BEP E X Goss aos ORB FE ey Fs I b The Form icon on the main toolbar opens a floating toolbar by long clicking the icon This floating toolbar contains the basic functions to edit a form One will find again many of these functions in the object bar if a form element is elected in the document If one clicks a form element in the editing mode Object bar Format menu commands and context menus offer context sensitive editing functions In the form design the designer can include co
227. escribe the most useful Inserting Graphics via dialogue 1 Set the cursor at the position in the document where to insert the graphic 2 Choose Insert gt Graphics gt From File The dialogue Insert Graphics will appear 3 Select the desired graphic and click on Open By default graphics are inserted with its alignment centered above the current paragraph OpenOffice org User Guide 140 Chapter 3 Managing Text Documents With Writer Inserting Graphics From OpenOffice org Draw or Impress Graphic objects can be copied and inserted from one document to another by dragging and dropping the object When publishing a document it is important to get permission from the creator of the object so as to keep within the copyright laws that may affect usage 1 Open the document in which to insert the graphic object 2 Open the document from which to copy the graphic object 3 Keep the mouse button pressed and wait a moment while the object is copied to the clipboard 4 Drag the graphic object into the other document Note When the documents are not visible next to each other first drag the mouse pointer to the destination document button Continue to hold down the mouse button and the document addressed in this fashion is displayed and the mouse pointer may be moved within the document 5 Release the mouse button as soon as the gray text cursor is at the position to insert the copy of the graphic object If the objec
228. ess Shift Ctr1 N to open the Templates and Documents dialogue New Document Bank Account briesenickMiniDVCover CD back inlay Tambbtes cd_dvd_insert_avery_8693_8931 FA cd_dvd_label_avery_8692_8931 z A cd dvd label memorex CD booklet My Documents 4 CD Cover and inlay a iE CD labels_Neato i CD labels Verbatim c3 Checklist anit CorporateReport DLTCartridges j LE ea oe E m Em mmm xmi 2 Select a template 3 Enter the details required for the various wildcards such as the salutation 4 Type in the remaining text Templates include the user data that was entered in Tools gt Options gt OpenOffice org gt User Data and which may be modified at any time Creating a Letter Template Using the AutoPilot 1 Start the AutoPilot by selecting File gt AutoPilot 2 Click Letter in the submenu to see the first page of the AutoPilot for Letters OpenOffice org User Guide 173 Chapter 3 Managing Text Documents With Writer Select Personal Letter click Next to bring up a second page with additional options appears Choose the option No Logo click Next A dialogue will appear in which one can enter the sender details The sender address is displayed at this point Thus under Show sender select Yes Click the symbol top right in the Position and size area Click Next OO ON OQ tA RA V Note If the input field does not contain a sender the program will lack the
229. ew m em u lvicv 9 se x ma eom B EJ Bibliography E lah ticks 9 Fasrst B tt Sauter Ka o 5 wees SEES Kaarst Bitti Seeborrge El Gh Tables 99 M nchen Barges Mal T STAG M nchen Staas Diet Dosseldort Esser Heirs Har Borges Mal Scetorrae Borges Mal Staas Diet Dangel Dar In the Data Sources Explorer on the left open a data source by clicking the plus sign in front ofits name This opens the subordinate containers for links queries and tables when a query or table is clicked its contents appear in the table view on the right One can create new tables queries and links by clicking the relevant entry in the Data Sources Explorer and right clicking with the mouse to open the context menu OpenOffice org User Guide 8 Chapter 7 Databases and Data Sources AddressBooks Registering an AddressBook One of the many data sources in OpenOffice org is an external addressbook The contents of the data fields are then available in fields and controls for example An address book which may be already in use in the system environment is such a data source For example an LDAP server Evolution or a Mozilla Netscape address book In the templates and AutoPilots from OpenOffice org fields are used for the contents of the addressbook When these fields are activated the general fields used in the templates are automatically replaced with the actual fields used in the local system In order to call the dialogue by
230. ew page style a descriptive name for example Landscape 5 Click on the Page tab and change the page orientation to Landscape by clicking on the corresponding radio button At the same time make other changes to the page style as needed such as adjusting the margin sizes Click on OK The new style will appear as one of the style choices Place the text cursor in the document at the location at which to insert the Landscape page Select Insert gt Manual Break Oo CO N Oo In the dialog that appears select Page Break and in the Style list select the new page style e g Landscape 10 Click OK OpenOffice org User Guide 381 Chapter 9 Advanced Techniques More on Templates Changing Default Templates When a new document is opened using File gt New a blank document appears based on the default OpenOffice org template for that document type Users can edit or modify this document or replace it with an existing document so that the new document contains personalized custom format attributes or other contents Modifying Default Templates If there is an existing OpenOffice org document which is satisfactory use it However this step is not necessary However if one is not what is needed one can do the following to create a new template 1 Open a new empty document 2 Edit it until it makes a good template For example edit the Styles in the Stylist 3 By way of example the following describes how to proce
231. exit chart editing mode Editing Chart Legends Suppose there is a chart in a Calc document that requires application of a colour gradient to the legend 1 Double click on the chart A gray border appears around the chart and the menu bar now contains commands for editing the objects in the chart 2 Select Format gt Legend or double click on the legend This opens the Legend dialogue 97 Select the appropriate tab for example the Area tab for modifying the background of the legend From the pull down list select Gradient Select a gradient from the list Click OK M A tA A In the document click outside the chart to exit chart editing mode Note Users can define custom gradients hatching bitmaps and colours in OpenOffice org Draw To select the legend first double click on the chart see step 1 then click on the legend Now e the legend may be moved within the chart using the mouse OpenOffice org User Guide 213 Chapter 4 Spreadsheets in Calc If the legend is moved over another object of the chart its Properties dialogue can no longer be opened by double clicking on it as Calc won t know which object is meant To open the Properties dialogue either use the Format menu or click once on the legend then open the context menu and select Object Properties The same applies to all other objects of the chart Adding Texture to Chart Bars Assign a bar type to a bitmap rather than say using full
232. ey before releasing the mouse button Inserting Objects From the Gallery Objects can be inserted in a document as either a copy or as a link A copy of an object is independent of the original object Changes to the original object have no effect on the copy Links on the other hand remain dependent on the original object thus changes to the original object are also reflected in the link Inserting an object as a copy 1 Open the Gallery 2 Choose a theme from the left area 3 Select the object by a single click OpenOffice org User Guide 364 Chapter 9 Advanced Techniques 4 Drag the object into the document or right click to open the context menu and select Insert and Copy Inserting an object as a link 1 Open the Gallery 2 Choose a theme from the left area 3 Select the object by a single click 4 Drag the object into the document while pressing the Shift and Ct r1 keys or right click to open the context menu and select Insert and Link Inserting an object as a background graphic 1 Open the Gallery 2 Choose a theme from the left area 3 Select the object by a single click 4 Open the context menu and choose Insert gt Background gt Page or Paragraph Inserting an object as a texture pattern for another object 1 Open the Gallery 2 Choose a theme from the left area 3 Select the object by a single click 4 Drag the object on to the other object in the document while pressing Ct r1 Co
233. f the License is available at http www openoffice org licenses PDL rtf The Original Documentation is The Initial Writer of the Original Documentation is C All Rights Reserved Initial Writer contact s Insert hyperlink alias Contributor s Portions created by are Copyright C Insert year s All Rights Reserved Contributor contact s Insert hyperlink alias Note The text of this Appendix may differ slightly from the text of the notices in the files of the Original Documentation You should use the text of this Appendix rather than the text found in the Original Documentation for Your Modifications 408
234. ferences used in formulas with the help of the AutoPilot Functions Consider the example from the previous topic Now use the functions AutoPilot to calculate the average of monthly sales for each location re E li b E HE f AutoPilot Functions NN 4 suc e Functions Structure Function result 2 EF London Category AVERAGE All X AVERAGECnumber 1 number 2 Function Returns the average of a sample Result eso 1 Position the cursor in cell B8 where the average will be displayed Activate the AutoPilot Functions by clicking its icon on the formula bar 2 Select the AVERAGE function Where the category that contains this function is unknown simply leave the default set to all categories and repeatedly press the letter A until the AVERAGE function is selected 3 Click Next in the AutoPilot Functions On the right half of the AutoPilot another input area will appear where one can enter the arguments of the function 4 Click in the input field into which values are to be entered in this case starting with field number 1 Enter eitherB3 B6 or January or use the mouse to select that range in the sheet To do so simply click on the first cell B3 hold down the mouse button and drag to B6 OpenOffice org User Guide 207 Chapter 4 Spreadsheets in Calc While dragging the mouse to highlight the desired range the AutoPilot dialogue will be automatically
235. fferent Format of the search criteria you entered in the Search for box TH XXXXX Finds a special character based on its four digit hexadecimal code XXXX The code for the special character depends on the font used You can view the codes by choosing Insert Special Character j Finds the search terms that occur before and after the both this and that when you search 2 Defines the number of times that the character in front of the opening bracket occurs For example tre 2 finds tree ui For example this that finds 1 1 2 Defines the number of times that the character in front of the opening bracket can occur For example tre 1 2 finds both tree and treated Defines the characters inside the brackets as a reference You can then refer to the first reference in the current expression with 1 to the second reference with 2 and so on For example if your text contains the number 13487889 and you search using the regular expression 8 7 1 1 8788 is found Finds a single digit number To find a number with more than one digit use digit FS lover US OpenOffice org User Guide 40 Chapter 3 Managing Text Documents With Writer Chapter 3 Managing Text Documents With Writer In this chapter the user will learn about the OpenOffice org word processing module called Writer Starting with the basics it will introduce the more sophisticated functions and lastly provide an explanati
236. ffice org User Guide 301 Chapter 6 Creating Drawings with Draw Working With Objects Individual objects in an impress or draw document can be selected copied cut and pasted in much the same way as words in text Other actions are also possible that are only available for graphic objects For example objects may be duplicated cross faded or grouped Figures placed in the drawing area such as rectangles circles lines et cetera are treated as objects Duplicating Objects Objects in Draw are easily duplicated This feature allows the user to make a set number of copies of an object which differ in consistent degrees from one copy to the next in position orientation size and colour For example to create a stack of coins use the duplicate function First create the bottom coin by doing the following as shown in the graphic below 1 1 Draw an ellipse or circle at the bottom of the slide 2 2 Choose the Edit gt Duplicate command to open the Duplicate dialogue 3 3 Enter the following values Duplicate Number of copies s g 4 Placement Xaxis o com sj Y axis osom f Angle D degrees Enlargement width osx Height pom ij Colors a a lt gt Start c 0 20 100 0 J i End Doss F Follow these steps to create a stack of coins as shown on the right of the above graphic 1 Select 30 as the number of copies The x axis is the horizontal axis from left to right Entering positive v
237. ffice org User Guide 316 Chapter 6 Creating Drawings with Draw If the user has selected an object and then defined a new gradient the new gradient is immediately assigned to the selected object If one does not want immediate assignment undo the selection before opening the dialogue for defining gradients To do this click with the selection tool on a position where there are no objects 1 In the Area dialogue click the Gradients tab This tab enables definition of all of the options for new colour gradients 2 From the list of existing colour gradients click the gradient to use as a basis for creating the new colour gradient 3 Click the Add button a In the dialogue assign a name for the new gradient For example enter the name UFO b click OK The name will appear as a new entry at the end of the list and is selected for editing 4 Click Modify to save the changes in the new gradient The preview shows how the gradient looks 5 Close the Area dialogue with OK The new colour gradient may be used immediately Interactively Defining a colour Gradient Colour gradients can be modified by clicking and dragging them with the mouse However in order to be defined interactively the object must already have a colour gradient 1 Select an object which has a colour gradient 2 In Draw open the Effects floating toolbar C4 from the Main toolbar 3 On the Effects floating toolbar click the Gradient icon A
238. field and click cell B1 This means that B1 the selling price is the horizontally entered variable with the values 8 10 15 and 20 5 Set the cursor in the Column field and click in A1 This means that B4 the quantity is the vertically entered variable 6 Close the dialogue with OK 7 See profits in the range E2 H11 In some cases pressing F9 is needed to update the table OpenOffice org User Guide 233 Chapter 4 Spreadsheets in Calc Using Scenarios Scenarios are important aids for making numbers that are dependent on each other and their resulting calculations visible Modify specific basic requirements in the table and see the new result Name a scenario created in this manner and compare it with other scenarios Using Ready Made Scenarios If the samples from http www pathtech org oootemplates are installed choose one of the ready made example scenarios with which to work 1 Choose File gt New gt Templates and Documents and from the dialogue open the Samples 2 Open the spreadsheet examples to see the spreadsheet documents available 3 Double click the document with Recar in the name This is a sample spreadsheet in which several scenarios have been created Areas in which the scenarios that differ by initial values are located are surrounded by frames Select the appropriate scenario in the list box appearing at the top of every frame Scenarios can also be selected in the Navigator 1 Open the
239. following the steps listed below Using the AutoPilot to import an AddressBook Select File gt AutoPilot gt Address Data Source This AutoPilot is described in Help Manually Registering an Existing Address Book 1 Choose File gt Templates gt Address Book Source The Templates Address Book Assignment dialogue appears wa Templates Address Book Assignment 0000000000000 UUA Address Book Source Data source Administrate Table Field assignment First name lt none gt Last name lt none gt gt Company lt none gt gt Department lt none gt gt Street lt none gt ZIP Code lt none gt 7 City lt none gt bs State lt none gt gt Country lt none gt 7 Tel Home lt none gt 7 oes te 2 In the Data source box select the system address book or the data source to use as the address book If the system address book is not yet registered in OpenOffice org as a data source click the Administrate button This opens the Administrate Data Sources dialogue in which the address book can be registered as a new OpenOffice org data source Read further how to do this in the next section System address book as data source OpenOffice org User Guide 342 Chapter 7 Databases and Data Sources 3 In the Table box select the database table to use as the address book 4 Under Field assignment set the fields for company department first name et cetera to the actual fi
240. formatting attributes for a table Open this dialogue either with the menu command Format gt Table or the Table command in the context menu To change the table background for example proceed as follows 1 Select the cells to which to assign a background colour 2 Now either choose Format Table or click Table in the context menu of the selected cells 3 In the Table Format dialogue click the Background tab Notice the two list boxes at the top of the dialogue In the left box choose a colour or graphics as the background In the right box define whether to apply the background to the selected cells the whole row or the entire table Cell formatting takes priority over row formatting 4 Click OK upon making a choice OpenOffice org User Guide 121 Chapter 3 Managing Text Documents With Writer 5 Tables can be designed with even greater impact using thematically appropriate backgrounds While background colours and graphics are always inserted behind text and values in a table graphics and other objects can also be inserted into the table Set the cursor in the cell where the object is to appear To insert graphics choose Insert gt Graphics gt From File In the Insert Graphics dialogue select the desired graphics file Click Open a A Cc NO Click on the inserted graphic object and select the Graphics command from the context menu or double click on the graphic object In the Graphic dialogue
241. found in OpenOffice org Help Open a new drawing document by choosing File gt New Drawing In addition to the blank drawing page notice the main toolbar on the left and the object bar for drawings at the top of the work area With the View gt Toolbars command adding the option bar and or the colour bar at the bottom edge of the window is easy and useful as shown in the following illustration m a MER mr ge 4 Ru iS HN HEN HEEREZNENNENEHESENNEENENENHENS SSESSENN EHEBBEENENN OB m uH If these instructions are used to create a presentation document instead of a new drawing document then notice one of the visible differences between Impress and Draw The buttons at the top right above the scroll bar only in Impress indicate drawing view while the buttons at the bottom left indicate the slide view Draw and edit vector graphics in the drawing view The other views which are only available in Impress by clicking the buttons at top right Help create presentations They are introduced in the chapter on Impress and are also described in Help In the slides view the user works on the individual slides of the presentation whereas the master view allows defining a uniform background for all slides In addition the layer view can be turned on and off as desired For example the layer view is where objects that are not always supposed to be visible can be managed The main toolbar contains several floating
242. from the Edit menu or via the keyboard Note Copying by drag and drop is possible in the both directions A text table or a selected range of a spreadsheet can be dragged using drag and drop to a table container in the data source explorer or vice versa Likewise simpler text can be copied using drag and drop from one document to a data field in the data source view Read up on how this happens in Help Using data in a text document A database field can be inserted in a text document by dragging a field name from the column header of the data source view into the document This inserts a field for this database field in the document This is especially useful when designing form letters Simply drag the desired fields such as home address form of address et cetera into the document The best way to insert a complete record is to select the corresponding header and drag it into the document When the mouse button is released the Insert database columns dialogue appears where one can decide whether to use all database fields and whether to copy the data into the document as text a table or fields All currently selected records will be inserted Applying data to a table document One or more records can be inserted into the current sheet of a spreadsheet by selecting the rows in the data source view and dragging and dropping them into the spreadsheet The data is inserted in the place where the mouse button is released Inse
243. fter the text double click the text edit it and then click outside the object 9 Selecting the FontWork object causes eight handles appear which can be used to change the size and shape of an object For example drag one of the handles in the desired direction 10 Finished FontWorks objects can be copied to the clipboard and so pasted into other documents for modification sizing or other attributes OpenOffice org User Guide 95 Chapter 3 Managing Text Documents With Writer Aligning Text With Lines Aligning text on a free form line 1 Draw a free form line using the free form line function on the Draw Functions floating toolbar 2 Double click on the line 3 Enter the desired text or copy it from the clipboard 4 Choose Format FontWork 5 Click for example on the Rotate icon Aligning text with straight lines Slanting text so that it follows an angle from one point on the text page to another point uses a similar procedure to aligning text on a free form line Here s how Using the draw functions draw a straight line from one point to another In the list box on the object bar select the line style Invisible Double click on the line which is now invisible but the two ends may still be seen 1 2 3 4 Double click exactly between them 5 Enter the text 6 Click outside the line object OpenOffice org User Guide 96 Chapter 3 Managing Text Documents With Writer The
244. g Records Changes made in a document can be recorded by choosing either Edit gt Changes gt Record or Edit gt Changes gt Protect Records If Protect Records is selected one must enter the correct password in order to turn off the function or accept or reject changes 1 Select Protect Records This opens the Password dialogue 2 Enter a password consisting of at least 5 characters and confirm it 3 Click OK OpenOffice org User Guide 378 Chapter 9 Advanced Techniques Changing Defaults and Other Configuration Items Saving Configuration With Document Users can set a global configuration so that it applies to all documents of this type or can connect the configuration to a specific document which must exist as a file 1 Load the document to which to connect the configuration or open any document of the same type 2 Set the configuration For example select the toolbars that should be visible or define what is on the toolbars menus or status bar and so on All such configuration options are found under Tools gt Configure 3 Click Save in the dialogue under Tools gt Configure Another dialogue appears from which to save the configuration 4 In the File Type list box select lt Al1 gt 5 In the large list box ofthe Save dialogue select the file that is to be connected to the configuration 6 Click Save A prompt appears asking whether to replace the file or not This query concerns only the config
245. g the objects one after the other and then clicking Reverse This switches the order of the two objects Aligning Objects Position objects anywhere using the mouse However to position an object at exactly the upper margin of a slide for instance or center two objects vertically above each other use the icons on the Alignment floating toolbar fan individual object is selected and then one of the icons on the Alignment floating toolbar is clicked the object is aligned at the page margins Two or more objects selected together will be aligned to each other Aspecial type of alignment is the Distribution of objects When at least three objects are selected at once use the Distribution command In Impress this command can be found in the context menu while in Draw it is found as an option in the Modify menu The selected objects are distributed so that their borders or midpoints are the same distance apart The two objects that are the horizontally or vertically farthest apart from each other are fixed points i e immovable The other objects between the outermost objects can be moved using this function Note Remember that everywhere in OpenOffice org a multi level undo function is available Activate this unction by clicking the Undo icon on the function bar or by pressing Ctr1 Z Each time this command is used it reverses a previous action OpenOffice org User Guide 291 Chapter 6 Creating Drawings wi
246. g the Keyboard sss 134 Repeating Several Heading Rows in Tables sensere 135 Enlarging and Reducing Cells in Text T3bl saeeiot rhet rb Urea ub cte tbeducts 135 Adapting Table WEE E 136 Copying ale sheet Arcas do Text DOOUPSEDIS osi URDU DR RNR NAN 136 Images Drawings Clipart and Font Work eccentric reti PER EINER ERU SR Rule 138 Pe simile DIDIGDS asque cba rm bi oeque dolus n d tud yi druide urs e E onan 138 Captions and Number Ranges ra or PERROS PAPE PARERE caasa sds HRS PAR diaras RR aaaea 139 BID AEG T 139 Elie ord one pap PORE eiaso qq edel QURE Cp DE QUERER Rei QUSS ere ase IDE 139 l serting an object in a n mber TAHBE isia rire rb RI RER HER HU HEY RARE PRA PHI Pr eE ood 139 Numbering Illustrations by Chapters is scusssiusssssenessisnssnvachasnssavnesnndschovesnsdeesenesslnsenssdssnniesadbesastonennacinn 140 Ins rtitig GrapBtgit ioo no eee ir RR URP SS POR NIRE SEO ERE NR ENERGIE EUR EUER RETE DEREN FRU 140 Inserting Graphics via ODIO BOE Lec ita reina RAPI IRR I RIRIN GENII NR MIRA EE 140 Inserting Graphics From OpenOffice org Draw or Impress eterne 141 Inserting Graphics via Drag and Drop From the Gallery sss 141 Inserting Graphics With a Scanner eee eese eeeen entente tento tentntntnetnanotn 141 Inserting a Chart From OpenOffice org Clg omoes et e re eR Hbro
247. gends et cetera directly in text documents Inserting Graphics Pictures with different formats can be inserted into a text document including graphics with a JPG or GIF format The most common formats can be edited directly in a text document with the image editor In addition the Gallery provides a collection of clipart graphics organized by theme Customizable Program Interface The design of OpenOffice org s program interface is such that each user can configure it according to individual preferences The various windows Stylist Navigator et cetera can be positioned as floating windows anywhere on the screen and some can be docked to an edge Visible icons and menus can be customized as well Drag amp Drop The drag and drop feature enables users to work even more quickly and efficiently with text documents in OpenOffice org For instance one can drag graphics directly from the Gallery into an active document Extensive Help Functions The program provides an extensive Help function which serves as a reference guide to the program elements in OpenOffice org as well as includes a variety of instructions for simple and complex tasks OpenOffice org User Guide 42 Chapter 3 Managing Text Documents With Writer The OpenOffice org Writer Window Windows of OpenOffice org Writer The above graphic shows the various windows and toolbars available for use in managing documents and where their associated icons are located Fo
248. ghts under and complying with all of the terms of this License or a future version of this License issued under Section 5 0 Versions of the License For legal entities You includes any entity which controls is controlled by or is under common control with You For purposes of this definition control means a the power direct or indirect to cause the direction or management of such entity whether by contract or otherwise or b ownership of more than fifty percent 5096 of the outstanding shares or beneficial ownership of such entity 2 0 LICENSE GRANTS 2 1 Initial Writer Grant The Initial Writer hereby grants You a world wide royalty free non exclusive license to use reproduce prepare Modifications of compile publicly perform publicly display demonstrate market disclose and distribute the Documentation in any form on any media or via any Electronic Distribution Mechanism or other method now known or later discovered and to sublicense the foregoing rights to third parties through multiple tiers of sublicensees in accordance with the terms of this License The license rights granted in this Section 2 1 Initial Writer Grant are effective on the date Initial Writer first distributes Original Documentation under the terms of this License 2 2 Contributor Grant Each Contributor hereby grants You a world wide royalty free non exclusive license to use reproduce prepare Modifications of compile publicly p
249. gle formed when first drawing the shape determines the dimensions of the ellipse When drawing a segment proceed in exactly the same manner as described above for sectors The only difference is that in the last step no second radius follows the movement of the mouse but rather a secant straight line cuts through the circle The other icons in the Ellipse floating toolbar can be used to draw ellipses and arcs This process also functions as described above although only the perimeter of the ellipse or the circle is drawn OpenOffice org User Guide 292 Chapter 6 Creating Drawings with Draw Entering Text To enter a text in a drawing decide if the text should have a normal format as in a text document or if the text should be handled as a graphic object that can be rotated expanded minimized et cetera Normal text can also appear in the form of a legend in a frame with an arrow Open the Text floating toolbar from the main toolbar Note Where Asian language support is enabled under Tools gt Options Language Settings gt Languages there will be additional icons for entering vertical text Tea Fit text to frame Legend Normal Text 1 Enter normal text by clicking the Text icon 2 Drag open a delimiting frame in the document which sets the position and maximum width the text area should have If the text is long extend the frame in order to incorporate the whole text Position and the siz
250. gure the iprograms to use 1 Choose File gt Send gt Document as E mail 2 When the e mail composer window appears enter a recipient subject and any text and send the e mail OpenOffice org User Guide 22 Chapter 2 Working With OpenOffice org Printing Documents Upon creating a document normally one will want to print it out on paper for distribution Print the current document either directly to a printer or to file When printing to a file all the information that would otherwise be sent to the printer is initially written to a file On another computer the file can then be copied directly to the printer connected to it E Click the Print File icon on the function bar to print the current document without the intervention of a dialogue To retain finer control of printing either select File gt Print or use the keyboard shortcut CEeri P In the File gt Print dialogue select a specific printer if there is more than one installed printer Under Print range determine how many pages to print or only certain pages and how many copies are wanted vine Printer Name Properties Status Default printer Type SGENPRT Location Comment Print to file Print range Copies All Number of copies 1 C Pages 4 2 x pz C Selection nbl Options Cancel Help OpenOffice org User Guide 23 Chapter 2 Working With OpenOffice org In addition to the general printing options already mention
251. h a bafely alley queak a door swung q Could this be the haven he d prayed for Slowly he slid towa more into the wall into the dark away from his enemy Wo The automatic spellcheck that works while typing in text can be turned on and off by clicking the AutoSpellcheck on off icon on the main toolbar With automatic checking enabled words recognized as incorrect are highlighted with a wavy red underline Incorrect words are recognized as incorrect if all the following conditions are met a spellcheck module is installed for the language of the word this module is enabled the word is not found in the installed dictionaries the word is not in any active user dictionary Users can create any number of custom user dictionaries Create a user dictionary by selecting Tools gt Options gt Language Settings gt Writing Aids OpenOffice org User Guide 27 Chapter 2 Working With OpenOffice org iY Options Language Settines Writing AiG 5 LL LL aad El OpenOffice org User Data General Memory View Print External Programs Paths Colors Fonts Security Appearance Accessibility Load Save Language Settings Languages D gl Searching in Japar Asian Layout Complex Text Layi Writing aids Available language modules ALTLinux LibHnj Hyphenator IV OpenOffice org Thesaurus IV sun All Edit Iv IgnoreAllList AII Check words with numbers Check capitalization I
252. h other OpenOffice org User Guide 89 Chapter 3 Managing Text Documents With Writer Using Text Animation Writer s Text Animation feature enables composition of applications with coloured animated text For example for a simple web site The following step by step procedure shows how to do it 1 Open a new blank OpenOffice org Writer document 2 Select Format gt Page to select a background for the whole page 3 Open the Draw Functions floating toolbar from the main toolbar 4 Click the Rectangle icon BEN 5 Create a rectangle in the center of the page 6 Open the context menu for the selected drawing object by right clicking in the rectangle 7 Choose the Area command to assign a colour or pattern to the area inside the rectangle 8 On the left side of the Area tab page select the option Gradients and choose e g gradient 4 9 Close the dialogue with OK 10 Open the context menu once more OpenOffice org User Guide 90 Chapter 3 Managing Text Documents With Writer 11 Select the Line command to define the border properties of the rectangle and choose a colour and a width Line Une Styles Arrow Styles Line properties Arrow styles Style Style Color Width Buntes v ism E 485cm Width Center Center h 30cm Transparency 0 E Synchronize ends Cancel Help Reset 12 Close the dialogue with OK 13 Double click in the midd
253. he cells of the source area are to be consolidated according to a matching row label or column header rather than to the identical position of the cell in the area To consolidate by row or column headers the text must be contained in the selected source areas or included in the selection with the mouse The data from the consolidation and target areas is saved when the document is saved Opening a document later in which consolidation has been defined this data will again be available Note The text in the headers or labels must be identical so that rows or columns can be accurately matched If the row or column label does not match any that exist in the target area it will be appended as a new row or column OpenOffice org User Guide 229 Chapter 4 Spreadsheets in Calc Applying Goal Seek With the help of Goal Seek one can calculate a value that as part of a formula leads to the result specified for the formula Thus the formula is defined with several fixed values and one variable value and the result of the formula Goal Seek is best illustrated by means of an example To calculate annual interest create a table with the values for the capital C number of years n and interest rate 1 Theformulais I C n i 100 Note Formula can also be entered using the variable names Interest Capital Year Interest rate 100 End 3 capital C Years n Interest rate i Interest wv a g s
254. he cursor in a free cell and enter an equals sign to begin a formula 3 Now switch to the document that has Moviel loaded Click cell C3 4 Switch back to the new spreadsheet In the calculation row notice that Calc has added the reference to the formula By way of example the following will now be located there In NIX file OpenOffice org share samples english spreadsheets Moviel sdc Smovievisits C3 In Windows file C OpenOffice org share samples english spreadsheets Moviel sdc Smovievisits C3 5 Confirm the formula by clicking the green check mark The reference to a cell of another document thus contains the name of the other document in single inverted commas then a hash then the name of the sheet in the other document followed by a point and the name of the cell there C3 OpenOffice org User Guide 208 Chapter 4 Spreadsheets in Calc The name of the sheet automatically receives a leading dollar sign since the sheet has absolute addressing Examine the name of the other document in this formula and notice that it is written as a URL This means that a URL from the Internet can be entered too For example supposing there is an Internet page containing current stock exchange information in spreadsheet cells just follow these steps to load this page in Calc 1 In a Calc document position the cursor in the cell in which to start inserting the external data 2 Select Insert gt External Data The
255. he dialogue Now OpenOffice org combines both documents in the original document All text passages that occur in the document but not in the copy are identified as having been inserted and all text passages that are missing in the original document are identified as deletions Now start the revision process by accepting the insertions in which case the relevant texts stay in their original form or accepting the deletions in which case the marked text contained in the copy are not inserted in the document Merging Versions It is not always one and the same document that is edited by different authors and passed from one to the next author It often makes more sense to give a separate copy of the document to each author For example three copies are returned in addition to the original document with different changes in each copy It is easy to merge these documents into the original The only requirement is that the documents differ only and exclusively in the recorded changes In other words all normal text must be identical 1 Open the original document into which to merge all the copies 2 Select Edit gt Changes gt Merge Document This opens a typical file selection dialogue from which to choose a copy of the document 3 After merging the documents the designated changes from the copy in the original document will be visible Recording Changes The review function is available in OpenOffice org for
256. hen clicking and then activating the Cell Attributes dialogue via Format gt Cell In this dialogue select attributes such as shadows and backgrounds To apply formatting attributes to an entire sheet choose Format gt Page This permits defining headers and footers for example to appear on each printed page OpenOffice org User Guide 201 Chapter 4 Spreadsheets in Calc Addressing Cells Cells can be addressed directly by means of their coordinates in the row and column matrix Use absolute or relative referencing or give cell ranges their own names Addresses and References Absolute and Relative Relative Addressing The cell in column A row 1 is addressed as A1 Address a range of adjacent cells by first entering the coordinates of the upper left cell of the area then a colon followed by the coordinates of the lower right cell For example the square formed by the first four cells in the upper left corner is addressed as A1 B2 By addressing an area in this way one is making a relative reference to A1 B2 Relative here means that the reference to this area will be adjusted automatically when the formulas are copied Absolute Addressing Absolute references are the opposite of relative addressing A dollar sign is placed before each letter and number in an absolute reference e g A 1 B 2 Calc can convert the current reference in which the cursor is positioned in the input line from relative to absolute and v
257. hile under Unix OpenOffice org supports the SANE standard OpenOffice org User Guide 44 Chapter 3 Managing Text Documents With Writer 1 Set the cursor at the position in the document where the graphic is to be inserted 2 Select Insert gt Graphics gt Scan The submenu contains a command to open a dialogue for selecting the scanning source 3 From the submenu select the command to request scanning The scanner driver opens a window in which to follow the scanner manufacturer s instructions 4 Once the scanning process is completed the image is inserted in the document Inserting a Chart From OpenOffice org Calc Dragging and Dropping a Copy of the Chart 1 Open the OpenOffice org Writer document into which the chart will be inserted 2 Open the OpenOffice org Calc document containing the chart 3 Select the chart with a single click Eight handles will appear around the chart If one accidentally double clicks the chart it will be put in the edit mode indicated by a gray border To exit the edit mode single click outside the chart 4 Drag the chart into the OpenOffice org Writer document Note If the Writer document is not visible first arrange the windows appropriately If the operating system or windows manager provides a task bar drag the chart to the Writer button on the task bar hold that position for a moment while the Writer window opens in the foreground and then drop it in the now visible docume
258. hon teca roses opta re rtts sacassastucansansecon 73 Lat TCS A ee L011 B ANTE a o OL SS 75 Defining default EDD EA ose etie art Re REA EP ha A Meu pu Ka Ua iR Se 76 OpenOffice org User Guide vii Contents Xomnplaes qmd sudes Leod oU NAMUR MOM EMMUERES TI Creating New Styles From Selections sicssssssecsssossssssassssssssesscnessssseacnassseessanepacasensnsnanesescnenasszovecen 78 hdd cA ON SEC OE ere rn OS 78 Transferring Formats With Fill Format Mode ccscsssscsssssssssscessssscscessssseseecacsssscasacsacsecseces 79 Updating Styles From Selectong sisisi sarine daria 79 This is how to pdate a SU Le ssa sinascusvsiansacosesssnsskavdaacieasocesanvescavosanndasah UHR siiani d R dg dos 79 Style can also be updated by using drag and drop esses 79 Copying Styles into DOC UMENTS ssis esten ostia rores trt ast Rebus RH aehan asisas 79 Entering and Formatting Text Automatically 5 eerte eret enr bb un hene ras rese ER ek erba g ed 81 Disabling ae CME a ef FUNCH OD en quieto iu cir o Or ee vr re ee ered vee eon meee 81 ASCII Quotation marks are replaced with Custom Quotes sss 81 Sentences always begin with a capital letter seen 81 Three identical characters will be ome a whole Dre aec tb mh Ot rao tob Ha teens 8l Automatic td LETTE I E 81 To cxctudi words trom the Spelle DegEs ais o e oor rete eo
259. however it needs to look 3 Next select Insert Manual Break and specify Next Styleas First Page numbered 1 This results in the phantom page which the following steps will correct 4 Select the Stylist and modify the First page style layout to be Left Only 5 The status bar will now show Page 1 2 2 which is what is wanted The page style following First Page is default and the page numbering will proceed without surprises from there OpenOffice org User Guide 404 Chapter 12 Troubleshooting Common Problems OpenOffice org User Guide 405 Public Documentation License Version 1 0 Public Documentation License Version 1 0 1 0 DEFINITIONS 1 1 Commercial Use means distribution or otherwise making the Documentation available to a third party 1 2 Contributor means a person or entity who creates or contributes to the creation of Modifications 1 3 Documentation means the Original Documentation or Modifications or the combination of the Original Documentation and Modifications in each case including portions thereof 1 4 Electronic Distribution Mechanism means a mechanism generally accepted for the electronic transfer of data 1 5 Initial Writer means the individual or entity identified as the Initial Writer in the notice required by the Appendix 1 6 Larger Work means a work which combines Documentation or portions thereof with documentation or other writings not governed by the terms of
260. ice org User Guide 143 Chapter 3 Managing Text Documents With Writer Headers Footers and Footnotes r Fields Chapter name Chapter number without separat OpenOffice org User Guide S A Chapter 3 Managing Text Documents With Writer Some Notes Concerning Headers and Footers Headers and footers are always linked to the Page Style All pages with the same Page Style automatically have the same headers and footers By using Fields in the headers and footers one can insert variable content in a text document such as page numbers and chapter headings Headers and footers are also available for HTML Writer documents However because headers and footers are not provided in the HTML definition they are exported as special tags and are correctly interpreted again upon loading an Writer HTML page Thus web browsers show the content of the header or footer as the text which was there at the time of the HTML export while Writer inserts the fields again and updates these as and when necessary Author and sender on the other hand are only inserted as fields if the user is the author or was the last one to modify the document Headers and footers are exported in HTML documents if they are enabled in On line Layout mode For other differences in the content of headers and footers it is best to create different Page Styles and apply these to the pages Choose Insert gt Header or Insert gt Footer to sele
261. ice versa by pressing Shift F4 When starting with a relative address such as A1 the first time this key combination is pressed both row and column are set to absolute references A 1 The second time only the row A 1 and the third time only the column A1 Pressing the key combination once more both column and row references are switched back to relative A1 Calc shows the references to a formula If for example the formula SUM A1 C5 D15 D24 is clicked in a cell the two referenced areas in the sheet will be highlighted in colour For example the formula componentA1 C5 may be in blue and the cell range in question bordered in the same shade of blue The next formula component D15 D24 can be marked in red in the same way When to Use Relative and Absolute References First examine what happens without a relative reference Assume a calculation in cell E1 that sums the cells in range Al B2 The formula to enter into E1 would be SUM A1 B2 If later a new column must be in front of column A the elements to be added would then be in B1 C2 and the formula would be in F1 not in E1 After inserting the new column all formulae would therefore have to be checked and corrected in the current sheet and possibly in other sheets Fortunately Calc does this work automatically After inserting a new column A the formula SUM A1 B2 is updated to SUM B1 C2 Row numbers are also automatically adjusted when a new row 1 is i
262. ick and easy One way to copy into adjacent cell areas is as follows 1 Select the cell containing the formula 2 Position the mouse on the bottom right of the highlighted border of the cell and continue holding down the mouse button until the pointer changes to a cross hair symbol 3 With the mouse button pressed drag it down or to the right over all the cells into which the formula will be copied 4 Upon releasing the mouse button the formula will be copied into the cells and automatically adjusted Where values and texts must not be automatically adjusted then hold down the Ct x1 key when dragging Formulas however are always adjusted accordingly when dragging Now look at what happened when rows and columns are added Assume a calculation in cell E1 that sums the cells in range Al B2 The formula to enter into E1 would be SUM A1 B2 If later a new column must be in front of column A the elements to be added would then be in B1 C2 and the formula would be in F1 not in E1 After inserting the new column all formulae would therefore have to be checked and corrected in the current sheet and possibly in other sheets Fortunately Calc does this work automatically After inserting a new column A the formula SUM A1 B2 is updated to SUM B1 C2 Row numbers are also automatically adjusted when a new row is inserted Absolute and relative references are always adjusted in Calc OpenOffice org User Guide 203
263. icons OpenOffice org User Guide 359 Chapter 8 Customizing OpenOffice org Changing the Look of the User Interface OpenOffice org has different ways of display that reflect different operating systems Thus the user can change the windows and dialogues to suit personal taste Choose Tools gt Options gt OpenOffice org gt View In the Look amp Feel combo box choose an appearance reminiscent of Macintosh XWindows or OS 2 The Standard setting has the familiar look of a Microsoft Windows application Selecting Measurement Units One can select separate measurement units for Writer Writer Web Calc Impress and Draw documents 1 Select Tools gt Options 2 Click on the document type that is to have its measurement unit changed For example click on Text Document to select the measurement unit for Writer 3 Click on General 4 On the General tab page under Settings is a combo box for selecting the measurement unit 5 Close the dialogue with OK Moving Deleting or Copying Icons To move an icon keep the A1t key pressed and drag the icon to its new position It will be moved within the same toolbar and copied between toolbars To delete an icon from a toolbar keep the A1t key pressed and drag the icon to a place where there is no toolbar To insert or delete a dash drag the icon in the same way to the side OpenOffice org User Guide 360 Chapter 8 Customizing OpenOffice org Sending Faxe
264. ide my draw sxd B 3 Gd Er Gy B a X Ga E al 00 m Bl Black E E aid Saia ompany j E alb depo Slide 1 Lid e ETE SD cS may aaa XHEHENEEE Bene BTSEHBNBSUNENN wate SHSSENEEEEEZEEESE 399 Slide 1 OpenOffice org User Guide 328 Chapter 6 Creating Drawings with Draw Fora border around the company name convert it into polygons Then select a line width greater than 0 00 and a line style not equal to transparent on the object bar to make the borders of each letter visible Fifth Step Create a simple drawing object as a background for the logo for example an ellipse Choose Modify gt Position to place the object all the way to the back OpenOffice org User Guide 329 Chapter 6 Creating Drawings with Draw raw nm OpenOffice org 11 2 File Edit View Insert Format Tools a Window Help 3 ThE a a W i 00 m Bi Black a x Pretend SdSxoure Company Ltd 6 Slide 1 ml P RP o EEM s IE ww aera E LL ATTE BS NE Bee Sees LILCL ILLLLLL LCCLLLLLLILILIL z 3752 239 Hi 35 0 00 x 0 00 Now there is a perfect 3D logo created with OpenOffice org in only five steps Note that the user can also access the functions through the context menu instead of using menu commands which makes for less work with the mouse OpenOffice org User Guide 330 Chapter 6 Creating Drawings with Draw
265. ide will be put b Now click the empty space between that tab and the horizontal scroll bar and a new slide appears with the page layout of the previous slide Alternatively choose Insert Slide from the context menu of the slide tab area In the Insert Slide dialogue assign a name to the new slide and define a layout 2 Deleting a slide is easy a Click the tab at the bottom of the work area to activate it and b Open the context menu c Choose Delete Slide and d Confirm the subsequent warning with Yes to delete the slide 3 Likewise renaming a slide is simple To rename a Select the respective slide by clicking the name on the tab b Press the Alt key and c Click the slide name again The old name will be selected and can then be overwritten OpenOffice org User Guide 281 Chapter 5 Creating Presentations With Impress Creating and Printing Handouts Providing handouts to help the audience follow a presentation is often useful To prepare handouts use the Handout View mode Since the handouts contain both the individual slides and space for notes they can be a very helpful presentation aid In the vertical scroll bar click the Handout View icon Open the Modify Slide dialogue via the context menu Slide Modify Slide to specify how many slides are printed on a single sheet of paper Modify Slide Select an AutoLayout Four Slides igpay I Backarouna iv fiisjects on Gack
266. ifferences are explained If functions described here are not available on a particular platform this is a system related limitation caused by the platform in use OpenOffice org User Guide 1 Overview OpenOffice org User Guide 2 Chapter 1 Using OpenOffice org Help Chapter 1 Using OpenOffice org Help Different kinds of help are available in OpenOffice org Step by step instructions with full references via the Contents and Index selections of OpenOffice org Help Help Tips that pop up next to the mouse pointer Extended tips with more detailed explanations than provided with Tips W OpenOffice org Help Help about OpenOffice org Writer Help about OpenOffice org Writer 7 t A 65 Contents Index Find Bookmarks Welcome to the OpenOffice org Writer Help Search term 1 2 2 AutoCorrect 2D charts How to Work With OpenOffice org Writer i Rising Instructions for Using OpenOffice org Writer inserting OpenOffice org Writer Features selecting 5 views Charts in OpenOffice org 3D effects Data Source Overview favorites geometry ca OpenOffice org Writer Menus Toolbars and Keys objects Menus shading Toolbars Shortcut Keys for OpenOffice org Writer automatically replacing about OpenOffice org absolute hyperlinks Help about the Help The OpenOffice org Help Window Help Agent Tips and Extended Tips AutoAbstract Index Keyword Search in the Help pesos Find The Full Text Search Managi
267. ifier For example there are two tables labeled Table 1 and Table 2 in which the first cell of Tablel must be multiplied by the first cell of Tab1e2 and the product returned in cell A2 of the current table Here s how 3 position the cursor in cell A2 in the current table and enter lt Tablel Al gt Table2 A1 4 The product is presented in Table 1 A2 Note With the help of the Navigation Bar one can navigate quickly and easily between the table formulas in the document If a table formula refers to an invalid table cell a Faulty expression is displayed in the cell Invalid table cells are either deleted cells or those which are themselves faulty Addition is similar Thus to add cells B1 B10 from Tablel and present the sum in a single cell in Table2 which should already exist somewhere in the text do the following 1 Create the text and Tablel 2 Enter the text where the sum is to appear 3 insert a frame Insert gt Frame menu command a In the Frame dialogue select the character to be used as an anchor b Deselect the border c Deselect the frame by clicking outside it d Insert the single cell table inside the frame using Insert gt Table e Select a row and a column f click OK g The cursor is positioned in Table2 h Define the mathematical formula by entering an equal sign at which point the Calculation Bar will be displayed The formula for calculating the total of cells B
268. ikely the word will be entered in the Search for field and then each extraneous location skipped by repeatedly clicking the Find button Since it is possible that Find may be clicked once too often by mistake select Backward and click again on Find to return to the location of the previously found item Current Selection Only Select the Current selection only option to limit the search rather than causing the entire document to be searched The search will be restricted to the lines that are highlighted in the document If text is selected before activating the Find command the search will automatically take place only within that selected range Searching for Styles Quickly reformat all or part of a text using this feature For example text formatted with the Style Heading 2 can be replaced with the Style Heading 3 Select the Paragraph Style in the list box under Search for Then select the new Paragraph Style in the Replace with field Start the replacement process with the Replace button All matching styles found in the text will be displayed in sequence The user can decide each time whether or not to do the single replacement replace all matching styles found in the text or to cancel the process Searching for Attributes Select Attributes to open a dialogue from which to select those text attributes to be employed to search within a document OpenOffice org then finds all attributes that differ from the format of the Paragra
269. ile gt New gt dialogue Opening Documents gt To open an existing document that was saved on the hard drive or on a removable disk there are three possibilities Either choose File gt Open click the Open File icon on the function bar or use the Ct r1 0 shortcut keys Is each case the Open dialogue is displayed Open x alhome sun so docs user guide ppm S ala 35 ug 000 ppm PPM File 564 4 KB 05 06 2004 13 52 54 3 ug 001 ppm PPM File 714 Bytes 05 06 2004 13 52 54 3 ug 002 ppm PPM File 1377 Bytes 05 06 2004 13 52 54 3 ug 003 ppm PPM File 3016 Bytes 05 06 2004 13 52 54 3 ug 004 ppm PPM File 4744 Bytes 05 06 2004 13 52 54 3 ug 005 ppm PPM File 1398 Bytes 05 06 2004 13 52 54 3 ug 006 ppm PPM File 1482 Bytes 05 06 2004 13 52 54 3 ug 007 ppm PPM File 3016 Bytes 05 06 2004 13 52 54 ug 008 ppm PPM File 2569 Bytes 05 06 2004 13 52 54 xj File name FO Open Version CO version Cancel File type All files e Help Read only This dialogue is described in detail in the OpenOffice org Help However here are a few tips Change the size of the dialogue by dragging the borders of the dialogue with the mouse wl Click the Default Directory icon to go straight to one s work directory To define a work directory choose Tools gt Options gt OpenOffice org gt Paths Long click or short click the Up One Level icon A short click takes the user one directory higher A long click opens a
270. in effect Further instructions on saving and loading the colour palette and other palette files are found in Help OpenOffice org User Guide 313 Chapter 6 Creating Drawings with Draw Replacing colours using the Eyedropper In Draw and Impress images inserted in a bitmap format such as GIF JPEG and metafile images like WMF can have their colours edited using the Eyedropper To open the Eyedropper window choose Tools gt Eyedropper Eyedropper zl Colors Source color Tolerance Replace with 2 M vm fox E mmscoso sj Ff fios xb O rsp m Transparency 0 0 0 0 z The Eyedropper can replace selected colours and to a point similar colours with other colours up to four colours at one time If the replacement is not what is desired or needed reverse it with one click on Undo on the function bar Use the Eyedropper to match the colours of different bitmaps or to redo a bitmap with say the colours of a company logo The Transparency attribute also serves as a colour Transparency in an image with a colour can be replaced for example with white This is Helpful when for example the printer driver has problems with printing transparent graphics If the user wants to produce an image on HTML pages to publish in the internet like the illustration of a product for example it usually looks better when one does not see a rectangular picture but rather sees only the illustration of the product against the unif
271. ind Shadow Transparency Colors Gradients Hatching in Bitmaps Properties Name Color O Bordeaux Table standard Delete z E Moy Et it ij o2 Cancel Help Reset This provides everything needed to modify the colour of a selected object Here the user can also define and organize new colours To apply a colour that is not yet in the colour palette first define the new colour and assign a name to it Note Modifications to the standard colour palette are permanent These are saved automatically and are irreversible This should not present problems if only adding a new colour to the palette but it can create difficulties if the standard colours are changed 1 To define a new colour the best thing to do is choose a colour from the colour palette which resembles the new colour It will be displayed in the upper of the two preview boxes 2 The list box provides two settings RGB and CMYK for defining the colour Select the colour model in the list box that corresponds to what is needed for this colour OpenOffice org User Guide 312 Chapter 6 Creating Drawings with Draw The colour models RGB and CMYK are just two of the models most used to define colours RGB stands for red green blue and this model is particularly useful for colours being displayed on a computer monitor as it combines the three basic colours used CMYK stands for Cyan Magenta Yellow
272. ing 1 Heading 2 Heading 3 Table Contents d Table Heading Text body This is where the level of the Style is assigned in the table of contents for each Style used in the document OpenOffice org User Guide 170 Chapter 3 Managing Text Documents With Writer Choose more settings on the Entries and Styles tab pages and Click OK to create the table of contents Once the newsletter or newspaper is finished save and print it OpenOffice org User Guide 171 Chapter 3 Managing Text Documents With Writer Further Information Using Automatic Hyphenation When working with columns it makes sense to activate automatic hyphenation for every Paragraph Style do so by calling up the context menu of the Stylist and clicking Modify to access the Paragraph Style dialogue gt click the Text Flow tab Enter a 3 for Characters at line end and Characters at line begin to ensure that hyphenated words have at least three characters at the beginning or end of a line For text alignment in columns choose Justify on the Alignment tab OpenOffice org User Guide 172 Chapter 3 Managing Text Documents With Writer Letters With Envelopes With OpenOffice org Writer a letter can be written in no time These instructions show how easy it is There are two really easy ways to get a result Usea letter template Or Usethe AutoPilot to create a custom tailored letter template Using a Ready Made Letter Template 1 Pr
273. ing an Existing Address Book entere etie ene eran esns 342 System Address Book as Data SOUtCE ssueseee rte rtst opas tees oben ri penne sare eser E eate San 344 OpenOffice org User Guide xxi Contents hiporbusr Data into Opda TG DEB s RE ERREUR EM E 346 Importing and Exporting Data in Text Format sess 346 Ce Tere ar Ven Fonal sirrien qu QU DUM RD D PUN NIU QUU RU DU n Me 346 Drik ea E SI NR 348 HIE o 348 Field Properties aoo xo vl YU PUE ADR RR OR PER UA FO UN PUR TO A UR QUU S UO UN RR RUE 349 IE nA BIRTH NENNT Tee 350 Searching in Tables and Form Documents eser aste neces tr dentes civ ines hod 351 Searching Witha Form Pullet aoosssr ook RIF YEN IK UR DERE IS kiasan ispanai seansie 351 O A E E 351 TnT nE oE EE A E E EE 352 Examples bud PCR TTE 354 Chapter S C stomizine OpenOCE OTS eu uei i Ra Ud cdi thin ER ntl iu iuba Ub Uds 356 Modifying and Customizing the User Interface of OpenOffice org sssssssss 356 Conca the EO DOE seid ES SG ROME HEURE RUM edd ieiitais 356 Configuring Mense entrer uin UNDER M RR ERREUR IERI neas EAs RERUM RR FER UN EACUS 357 Changing Eolo siie pnsan nisn aieiai aaiae 358 Inserting Moving and Deleting Icons on Toolbars eee 358 pea ge Tie YSN EU ts 339 Cgneme the Lock gEmie
274. ing changes choose Edit gt Changes gt Record again to disable the function The check mark is removed Now the document can be saved and returned to the person who asked for the changes In a text document highlight all lines that have changed with an additional marking This can be in the form of a red line in the margin for example Select the type of additional selection under Tools gt Options gt Text Document on the Changes tab or under Tools gt Options gt Spreadsheet on the Changes tab In these dialogues determine how and in what colour the changes should be flagged where on the page the dash should be and so forth Version Management The File menu contains a Versions command The Versions function allows the user to save multiple versions of the same document in the same file One can choose to view individual versions of a document or display the differences between versions with colour markings In the dialogue to open a document choose which version of the document is wanted for editing from a list box OpenOffice org User Guide 374 Chapter 9 Advanced Techniques Protecting Contents in OpenOffice org The following is an overview of the different ways of protecting contents in OpenOffice org from being modified deleted or viewed Protecting All Documents When Saving All documents that are saved in XML format OpenOffice org Format can be provided with a password These documents can no longer be opene
275. ing of Documents To get a reduced printout of a text document choose File gt Page Preview Here decide whether to have two four or any number of pages beside and on top of each other To print two pages beside one another on one sheet of paper 1 Choose File gt Page Preview 2 Locate the Page Preview icon AI If there are more or fewer pages than desired long click the icon to the right of the grayed out Page Preview Two Pages on the object bar and select the number of pages needed for previewing 3 Click on the Print page view icon Clicking the Print options page view icon e opens a dialogue where one can enter settings for reduced printing 4 Click OK to confirm Printing in Black and White If there is a colour printer installed but printing should be restricted to black and white only use one of the following options Printing text and graphics in black and white 1 Select File gt Print This opens the Print dialogue 2 Click on Properties This opens the properties dialogue for the printer 3 Choose the option to print in black and white For further information refer to the help for the printer or read the printer manual 4 Confirm the Properties dialogue and click OK in the Print dialogue 5 The current document will be printed in black and white Printing in black and white in Impress and Draw 1 Choose Tools gt Options gt Presentation or Tools gt Options gt Drawing as appropriate 2 Then
276. ing the A1t key and open the context menu and choose the Interaction command Modifying Object Size To change the object size drag a selection frame around the respective objects After selecting the frames open the Position and Size dialogue from the context menu In the tab Size apply the same size to all selected frames under the group box Size Note Alternatively rather than using a selection frame click on the individual objects and press the Shift key at the same time to make a multiple selection Creating Additional Objects For additional objects copy one and simply insert it as often as necessary Then position the rectangles in the document and align them using the snap lines Note To display vertical and horizontal snap lines click on the respective ruler and drag a snap line from the ruler to the desired position Changing Font and Font Size Change fonts and font sizes using a Style so that these changes once only have to be made once Click in one of the frames and open the Stylist The Graphics Style Object with shadow is selected In the context menu choose Modify to open the Graphics Style Object with shadow dialogue and click on the Font tab to define the desired font type and size Upon clicking OK the text in all ofthe frames will be displayed according to the selected settings Modifying colours To assign a different colour to a frame use the mouse to drag a selection frame around the respe
277. ing to each user s preferences including sender and recipient addresses both of which can also be entered manually Predefined elements will appear but users have the final say on what to include in their letter For example sender information is automatically taken from the personal details that each user enters at the time of installation These details may be changed at any time by selecting Tools gt Options gt OpenOffice org gt User Data and entering new information or editing existing details While one may there is no need to go through all the steps of the AutoPilot each time one wants to write a letter Although the AutoPilot does produce a document that can immediately be filled in printed and sent using the AutoPilot is really meant to help create customized templates OpenOffice org User Guide 35 Chapter 2 Working With OpenOffice org The AutoPilot creates a template which can be edited and then used as a customized template for all letters This ensures that correspondence has a consistent format This also applies to the other types of documents which can also be created with the AutoPilot e g faxes Thanks to the AutoPilot one doesn t have to start from scratch but can use preexisting texts when creating custom templates whether for business letters faxes memos or other documents Find amp Replace When working with a computer it is often useful to be able to locate certain pieces of text quickly The Find
278. ing to number the chapter headings that are formatted for example with the Paragraph Style Heading 1 Selectthe Heading 1 Style from the Paragraph Style list box and the option 1 2 3 from the Number list box below it 2 Select the first illustration to number 3 Select Insert gt Caption 4 In the dialogue that appears select ion as the category and Arabic 1 2 3 asthe numbering Caption text can also be entered in this dialogue 5 Click Options Specify the chapter numbering in the Number Range Options dialogue For this example select option 1 under Level and specify the separator wanted for chapter wise numbering 6 Click OK 7 In the Caption dialogue click OK The illustrations are now numbered by chapters Do the same for all other illustrations in the document The numbering occurs automatically All illustrations within one chapter level are numbered and the user can enter at which chapter level to switch the numbering in the Number Range Options dialogue NOTE Choose Tools gt Options gt Text Document gt General and under Caption mark the Automatic check box When the button next to Object selection is clicked the Caption dialogue appears This is where one can for example determine that from now on all illustrations in text documents receive a caption automatically Inserting Graphics Graphic objects can be inserted in a text document in several ways The following sections d
279. instructions refer to the OpenOffice org Help OpenOffice org User Guide 99 Chapter 3 Managing Text Documents With Writer Indexes and Tables of Contents in Writer Writer documents can contain any number of predefined or user defined indexes For example users can have a table of contents alphabetical index illustration index and or bibliography There i some limitations 1 Additional styles cannot be hyperlinked This is true for all 1 1 x releases The reason for this missing feature or concept bug whatever one may call it has been correctly described by Laurent Godard in Issue Tracker 3356 2 Default settings for indices may not be what is needed for a document and should be checked Defining Index Table of Contents Entries The first step in preparing indexes such as a table of contents or other index is to determine which entries in the document should be included First define entries for the index es as entries in the document in the following manner 1 Select the word or words in the document which are to be listed in the index Several words can be selected by holding down the Shift key if they are listed one after the other or by holding down the Ct x1 key if they are spaced apart When selecting a single word simply position the cursor in the word it does not need to be highlighted 2 Enter the selected words in an index by choosing Insert gt Indexes and Tables Entries If a different term to ap
280. ion gt greater than the content of the field is greater than the specified expression lt less than the content of the field is less than the specified expression OpenOffice org User Guide 351 Chapter 7 Databases and Data Sources Operator Meaning Condition is satisfied if gt greater than or the content of the field is greater than or equal to the equal to specified expression lt less than or the content of the field is less than or equal to the equal to specified expression Commands OpenOffice org SQL Meaning Condition is satisfied if command command IS EMPTY IS NULL is null The field name is empty For Yes No fields with three states this command automatically queries the undetermined state neither Yes nor No IS NOT EMPTY IS NOT NULL is not empty the field name is not empty LIKE placeholder LIKE 96 is an element of the data field contains the indicated for any number of placeholder for expression The placeholder characters placeholder any number of indicates whether the expression x for exactly one characters occurs at the beginning of x at the character Placeholder for end of x or inside the field content exactly one x Either the SQL 96 character or character the familiar file system placeholder can be entered as a placeholder in SOL queries in the officename interface The or placeholder stands for any number of characters The q
281. ion tab and in the Spacing list box select Expanded In the spin button increase the spacing to make the heading wider c Close the dialogue with OK 3 Now additional direct formatting has been on one of the headings formatted with the Style Head1 All direct and Style formatting should now be added to the Head1 Paragraph Style This Style is still selected in the Stylist 4 Atthe top ofthe Stylist click the Update Style icon iB AI headings formatted with Head1 will be automatically reformatted with the modified Style OpenOffice org User Guide 67 Chapter 3 Managing Text Documents With Writer Styles can also be configured to adapt to any changes automatically In the properties dialogue for the Style click the Organizer tab and mark Auto Update This allows users to change the formatting of say a paragraph formatted with this Style and have the formatting of all other paragraphs with the same Style be automatically changed as well Page Styles and Page Numbers Often text documents are created without a page number on the title page but with lowercase or uppercase roman numerals on the pages of the Table of Contents one does not know how many yet and to start numbering the rest of the pages with Arabic numerals Page numbers are better located in footers or headers rather than in the running text to ensure that they do not change their position when text is inserted or deleted The steps bel
282. ioned with the Format Numbering Bullets dialogue Ww Numbering Bullets Bullets Numbering type Outline Graphics Position Options Selection 3 a d 4 E E EJ E ES 4 Link graphics OK Cancel Help Reset Choose different bullet symbols under Format gt Numbering Bullets gt Options by clicking on the button with three dots This opens the Special Characters dialogue but only if Bullet was selected in the Numbering pull down list Turning Numbering On and Off Turning numbering on and off can be accomplished as follows 1 Highlight the paragraphs to be numbered or returned to normal text 2 Click on the Numbering on off icon on the Text Object Bar The paragraphs are formatted as a numbered list or with an existing numbered list the paragraphs will turn back into normal text Numbered lists are best controlled in the same manner as bulleted lists 1 e with the icons on the Numbering Object Bar When a numbered list is moved down a level the subordinate numbered list at this level starts from one again Using the Show sublevels box in Format gt Numbering Bullets gt Options select which previous levels should be included in the numbered list OpenOffice org User Guide 108 Chapter 3 Managing Text Documents With Writer Example numbered list with sublevels 1 Line one 2 and line two 1 and a sub level of line 2 The above list is not num
283. irst time save use File gt Save as A dialogue box pops up to allow choosing where to store the file v Save as X alhome sun so docs user guide S alal Title type Size Date modified images Folder 05 13 2004 13 11 30 ppm Folder 05 13 2004 13 11 30 a Chapter1 sxw OpenOffice org 1 0 Tex 78 0 KB 05 08 2004 12 18 46 Chapter2 sxw OpenOffice org 1 0 Tex 162 1 KB 05 13 2004 23 09 52 Main sxw OpenOffice org 1 0 Tex 79 5 KB 05 08 2004 01 02 25 z user quide masterlsxw OpenOffice org 1 0 Tex 9884 Bytes 05 08 2004 08 29 33 E user guide master2 sxw OpenOffice org 1 0 Tex 11 4 KB 05 08 2004 13 14 50 xj File name Chapter2 m Save File type OpenOffice org 1 0 Text Document sxw m Cancel Help Save with password Iv Automatic file name extension r C With File gt Save as one assigns the document a name whereas the other two options save without asking for the file to be named Therefore using the Save as feature is especially important when saving files for the first time For the most part choose any name desired limited only by the restrictions imposed by the operating system When the document is to be opened later find it under that name Save documents regularly as work progresses The simplest way is to save the current document by pressing Ctr1 s This replaces the document on the data medium with the current document Note An untitled documents must be given a unique name for AutoSave to obey
284. is modified the altered text is inserted into the generated index Only a thin gray mark in the document remains where the entry was To edit an entry such as this place the cursor directly after the thin mark and choose Edit gt Index Entry Use the arrow buttons in the Edit Index Entry dialogue to switch to the next or previous entry of the same index type Creating a Table of Contents 1 Place the cursor at the location at which to create the table of contents 2 Choose Insert gt Indexes and Tables gt Indexes and Tables The Insert Index Table dialogue appears Click the Index Table tab and select Table of Contents as Type the first time this dialogue is started this tab page and type are already selected 3 Click on OK to create the table of contents from the headings and entries already defined 4 To insert additional paragraphs of another Paragraph Style into the table of contents check Additional Styles 5 Click the icon next to the box to open the dialogue OpenOffice org User Guide 101 Chapter 3 Managing Text Documents With Writer 6 Define the Paragraph Styles that are also to appear in the table of contents and the level they are to be shown When changing headings rearranging their sequence or inserting new chapters remember to update the table of contents as follows e Place the cursor in the Table of Contents Right click to active the context menu Select Update Index Table Select
285. is the equivalent of 50 Euro dollars To try this proceed as follows In an new spreadsheet enter in column D from D2 to D20 a number of USD sums 1 Designate column E from E2 to E20 as the cells in which the same sums in Euro dollars must appear 2 Click in cell E2 3 Enter CONVERT 4 Click in cell D2 D2 is now defined as the first part of the function The cursor remains at D2 in the formula 5 Enter usp EUR i e enter the text with both semicolons and the quotation marks 6 Press the Enter key 7 This completes the entire formula which now reads CONVERT D2 USD EUR OpenOffice org User Guide 187 Chapter 4 Spreadsheets in Calc 8 Cell E2 will contain the result of the calculation 9 Click cell E2 then the small filled square in the bottom right hand corner of cell E2 and pressing the left mouse button drag down to cell E20 10 Release the mouse button there 11 The formula is now copied from E2 to E20 And all references have been automatically adapted so that they always refer to the neighboring cell on the left A Short Description of What Cells Can Contain The previous examples show that cells can accommodate different elements These are described below Text Text in a cell can be formatted and edited with most of the functions available in a text document For example to select a word double click the word either in the input line or in a cell If a different font
286. is clicked the Caption dialogue appears Here one can for example determine that all illustrations in text documents from now on receive captions automatically Defining Number Ranges Define separate number ranges or sequences to number each group of elements in a document that belong together For example notes warning messages quotations et cetera The following procedure shows how to do this 1 For example type Note Number in front of the first note Choose Insert gt Fields gt Other On the Variables tab page select the Number Range field 2 3 4 For the Name enter Note 5 Click Insert 6 Close the dialogue OpenOffice org User Guide 111 Chapter 3 Managing Text Documents With Writer This Note number range enables users to automatically number all the notes in a document In the field Value select a new initial value for the entire number range This is useful when dealing with a document in a series of connected documents Number ranges and captions can be restarted with each chapter In the Caption and Fields dialogues users can choose the chapter level at which to begin renumbering OpenOffice org User Guide 112 Chapter 3 Managing Text Documents With Writer ae iB a T m o g m o 5 Ct fm or Val Chapter 1 Chapter 2 Chapter 3 Alphabetical Index i i i Using Master Documents and Subdocuments A new empty master document is created by ch
287. ith OpenOffice org The Menu Bar At the top of the OpenOffice org window immediately under the title bar is the menu bar Point with the mouse to a command on the menu bar and press the left mouse button The menu opens allowing one to choose a command from the submenu by clicking it The menu bar can also be accessed from the keyboard by pressing the Alt key The menus are organized into basic functions The Edit menu for example provides the functions needed to edit the current document cut copy paste undo changes and so on while the View menu has functions that allow control of the view of the elements displayed on the screen In other words the commands used for editing viewing sequencing formatting and printing et cetera a document or its contents can only be used when the document is open and active where active in this case means that the document has to be in front of any others on the screen If the commands should correspond to an object in the document then that object has to be selected In addition the menus are context sensitive This means that only those menu commands that are relevant to the current work will be available For example if the cursor is located in a text document then only the text editing menu commands are available Likewise if graphics are selected in a document then only the menu commands that can be used to edit graphics will be available The other inactive menu items are hidden By choosi
288. ith Tables Suppose the following table border is required for a document Berlin New York London Country Germany USA Great Britain River Spree Hudson Thames gt 3 Million Citizens gt 7 Million Citizens gt 6 Million Citizens 1 Place the cursor at the position in the document where the table is to be inserted 2 Choose Insert gt Table to open the Insert Table dialogue and insert a table of the required size e g 4 columns and 3 rows 3 Select the whole table by pressing Ct r1 A twice then click the Borders icon on the object bar On the floating toolbar click the icon at top left which means No Border OpenOffice org User Guide 52 Chapter 3 Managing Text Documents With Writer 4 Now with the mouse select the whole of the first row open the context menu and choose Table to open the Table Format dialogue uw Paragr aph Indents amp Spacing Alignment Text Flow Asian Typography Numbering Tabs Drop Caps Borders Background Line arrangement Line Spacing to contents Default Style omm OZE User defined 1 00 pt 400 pt m 500 pt i0p x F Color E Back Shadow style Position ojo io a n Color Eloy gt OK Cancel Help Reset Open the Borders tab page In the line field select the required line thickness e g 2 50 pt First select full bordering from the Defaults 900 ND tA In the large Line arrangement field click once in the area between
289. ith text entry and it can be moved to any place on the screen However when it is closed it remembers the previously entered strings so they do not need to be reentered for the next search but can be selected from the list box One very useful feature is the multi selection facility Find All For example setting every occurrence of the word bold in the text to bold type that was read or written To accomplish this task enter bold in the Search for field and then click Find All All occurrences are now selected and simply click the Bold icon in the text object bar to format all occurrences to bold The dialogue graphic above illustrates that there are several ways of expanding or restricting searches by combining selections from the Options group box and the buttons Examples for each option are described below Searching for Whole Words Only Select the Whole words only option to find whole words that match the searched for word For instance if the word in is entered as the search term in the Search for field all instances of in or In as stand alone words in the text will be found Words like bin or chin will not be found if this checkbox is selected If searching using regular expressions or for Styles do not select this option Match Case When this checkbox is selected the search is case sensitive to uppercase and lowercase letters So if searching for in it will be found but not the word
290. itional text The second part of the example is to define the condition that must be met and to insert a place holder for displaying the conditional text in the document l Place the cursor where the conditional text is to be inserted in the text 2 Choose Insert Fields gt Other 3 4 5 Click the Functions tab Click Conditional text in the Type list Type Reminder EQ 3 in the Condition box In other words the conditional text will be displayed when the variable in the field that was defined in the first part of this example is equal to three The quotation marks enclosing the number 3 indicate that the variable defined in the first part of this example is a text string See above for a list of operators that can be used when defining a condition Fields X Document References Functions Doclnformation Variables Database Type Format Condition Reminder EQ 3 Input field Execute macro Then Placeholder Last Reminder Combine characters Hidden text Else Hidden Paragraph Notice oe e OpenOffice org User Guide 128 Chapter 3 Managing Text Documents With Writer 6 Type the text that you want to display when the condition is met in the Then box There is no limit to the length of the text that you can enter If you want you can even copy and paste a paragraph into this box 7 Click Insert and then click Close Displaying the conditional text In this exa
291. ize of the image The lower part contains an icon for an interactive cursor and an icon for inserting special characters Command Icon Box The command icon box provides a method of writing an equation using GUI similar to other word processors ach f 8 i a Fa 7a a b a b axb a b aab a b asb a b avb sb The upper two rows in the icon box are menus that call the actual command buttons into the lower portion of the command box The command buttons are used to insert the appropriate command at the cursor position in the command field Command Dialog Box OpenOffice org User Guide 391 Chapter 11 Using OpenOffice org Math The command dialog box displays the commands that create the equation The dialog box can be edited directly Creating an Equation with Dialog Commands To create an equation with equation editor enter the programming commands in logical sequence into the dialog box The commands entered are similar to the commands used to generate equations in TeX a scientific publishing format Maintaining logical consistency of the commands entered into the dialog box is important The brackets used in the dialog box must be matched for example all must have a corresponding Here are some examples As can be seen it is really simple to type formulas in the dialog box Command Input Field 1 122 1 122 The next example shows how round brackets and braces are used The parenthesis are
292. jecting Changes When bringing a document in which others have noted their changes back together again the user can accept or reject the changes individually or all together fone has put multiple copies of the document in circulation first of all merge these into one document see Merging Versions Open the document and choose Edit gt Changes gt Accept or Reject The Accept or Reject Changes dialog appears Select a change on the List tab The change is selected and displayed in the document and now the users makes a decision with one of the dialog buttons If one author has changed another author s change one will see the changes hierarchically arranged with a plus sign for opening up the hierarchy Acceptor Reject Changes nooo ooo List Filter Date Deletion unknown 11 04 2004 11 20 Insertion unknown 11 04 2004 11 20 Deletion unknown 11 04 2004 11 20 Insertion unknown 11 04 2004 11 20 Deletion unknown 11 04 2004 11 20 Insertion unknown 11 04 2004 11 20 Deletion unknown 11 04 2004 11 20 Deletion unknown 11 04 2004 11 20 Insertion unknown 11 04 2004 11 20 Insertion unknown 11 04 2004 11 20 Deletion unknown 11 04 2004 11 20 x Accept Reject Accept All Reject All When the list of changes is too long or confusing switch to the Filter tab in the dialog and specify only the changes of certain authors or only the changes of the last day or that the list should be restricted in
293. k is selected the Data Source Administration dialogue will display a LDAP tab page where one can enter the LDAP server and its parameters 8 Go to the Tables tab page Check the tables that should be visible in OpenOffice org 9 On the General tab page enter a name for this data source in the Name box 10 Close the dialogue by clicking OK OpenOffice org User Guide 345 Chapter 7 Databases and Data Sources Importing Data Into OpenOffice org If one is exchanging data with a database that does not have an ODBC link and which does not allow dBase import and export it is often possible to exchange the data via a common text format Importing and Exporting Data in Text Format To exchange data in a text format use the Calc import export filter 1 Export the desired data from the source database in a text format The CSV text format is highly recommended since it separates data fields by using commas and records by inserting line breaks 2 Open the data with the Text CSV file filter Select this file filter in the Open dialogue in the Files of type list box Select the file and click Open 3 This displays the Import text files dialogue Here users can decide which data to include from the text document Once the data is in a Calc spreadsheet it can be edited as desired Users have two ways of saving the data in a OpenOffice org data source Save the current OpenOffice org Calc spreadsheet in dBase format in the folder
294. l icon a the top of the main toolbar Use a short click to open the directly visible function and a longer click to reopen the floating toolbar The document window At the top left hand edge of the document window are the toolbars that are needed for work and that these vary depending on the document type and context At the bottom edge is the status bar The status bar contains different fields displaying information appropriate to the type of document Some of these fields give access to special functions either by double clicking or by opening the relevant context menu For more detailed explanations refer to Help Docking windows Some tools in OpenOffice org open in popups that are dockable such as the Stylist the Navigator and the Gallery These windows may be re sized or docked on one of the edges of the OpenOffice org window On each edge several windows may be docked on top of or alongside each other then by moving the border lines the relative proportions of the window can be changed To undock and re dock double click in the window while pressing Ctrl Double click in a vacant area of the window For example in the Stylist double click a gray part of the window that is next to the icons This action can hide or unhide the window with the arrow button The second button switches between a locked and floating state In the floating state the window floats above the workplace so that the windows below it are partially covered
295. lace Paste the dash character into the With field QN tn A Q Enter the desired character sequence into the Replace field For example two hyphens to trigger the replacement Now there is a shortcut that defined that automatically replaces the user defined input sequence with the optional dash selected This dash can also be in another font Manual Hyphenation Although OpenOffice org offers automatic hyphenation by entering a separator inside a word users can override this feature by entering Ctrl minus Thus the word can be hyphenated at the end of the line regardless of the state automatic hyphenation for this paragraph OpenOffice org User Guide 48 Chapter 3 Managing Text Documents With Writer Emphasizing Text There are many ways of emphasizing text in a special way Here are some of them Usethe icons in the Object bar for regular Formatting needs For example change the text to bold or to another font style change the text colour and background or center the text Whole paragraph can be emphasized using borders Place the cursor in the paragraph that is to be emphasized right click to its context menu and select Paragraph then click on for example the Borders tab At this point a border may be selected to frame the paragraph and also with shadow shading if desired If necessary the distance between the border and the paragraph text can be adjusted under Spacing to contents Usinga Text Frame provi
296. las Located in Text ssscssssssssscssnssssssessnscssssessnssssnsessnscasseesonssencooreces 126 Anim bo ct 127 An Example of Defining and using conditional sse 127 Defining a conditional vartable u esee rrr orsseresehs senses sioe totes Fev ea rtp ves ras sere Rtb i eek rau sS 127 Defining a condition and the conditional Ext et tirer birra c tecds 128 Displaying the conditional GXxE isusiseenisetu prasceses tr n ED Rhe sa MIN pHSK eu RMEXHS On Ein EVA MPa REA MIU PUR 129 OpenOffice org User Guide x Contents Calc latne m Text Docomniedt A gles ouo n ERREUR n nan ARONEN RENEE M MUN 130 To display the conditional Igxt iiiuus esee rrr rettet tota deevenssacssnsatonanesceendnaseesestnazesessannsnaes 131 Calculatne rac Text Document TS aede qup EHE qq UE bU CO pe UD UN E usr Mats 132 Calculating Across Multiple Tables ir treiber Render nba Eee poH IER Un ark ROS 133 Calculating Cell Totals in Tables ois teneret ch sd orbe eri 133 Merging and Splitting Cells sio o drea Pat E A EK HR ssni aw uc E 134 Merging Cells in OpenOffice org WERGE essaie rerit aedes itu ads bs ede ebbe 134 Splitting Cells in OpenOffice org VUETBRE ices asse orari test nist aka bu eet hin nee 134 Merging Cells m OpenOffice org Clg ker ape cxcensscsvansonvnesectientanceavenabessavadunsdonas 134 Canceling the merging of cells m OpenOffice org Cale serre rto reeen senes 134 Inserting or Deleting Rows Columns Usin
297. lding down the Ctr1 key The Drag Mode icon only affects drag and drop behavior between Navigator and document When using this function switch on Heading Levels Shown by clicking on the relevant icon in the Navigator to see what is happening in Quick Formatting Using the Adjacent Paragraph Format When there are two consecutive paragraphs with different paragraph formats that should be formatted the same way do it quickly with the following method a Delete the paragraph mark between two paragraphs b Press Enter Both paragraphs now have the same format with the same Style Note to see paragraph marks enable View gt Non printing Characters Delete paragraph marks in the following two ways 1 Go the end of the first paragraph and press the Delete Del key This action merges the second paragraph into the first known as deleting to the right To turn the text back into two paragraphs Press the Enter key twice and the second paragraph has the same format as the first Go to the beginning of the second paragraph and press Backspace usually above the Enter key the second paragraph merges with the first paragraph but keeps its format known as deleting to the left Pressing Enter creates two paragraphs but both have the format of the second paragraph Using Sections Sections in OpenOffice org Writer text documents isolate blocks of text for special purposes One example their use in Writer is in preparing comp
298. le container and click a table Right click the table name to open the context menu Choose New Table Design to create a new table In the Design view create the fields for the table Enter new fields from top to bottom row by row Click the cell at the far left and enter a field name for each data field Inthe adjacent cell to the right define the field type When one clicks in the cell a field type can be selected from the drop down list box Note Each field can only accept data corresponding to the specified field type It is not possible to enter text for example in a number field Memo fields in dBase III format are references to internally managed text files which can hold up to 64KB text If the user wishes an optional Description for each field can also be entered The text of the description will appear as a tip on the column headings in the table view Jable Design biblio minx File Edit Tools Window Help Er z m Field Name Field Type Description 25 Identifier Text VARCHAR Type Text VARCHAR Address Text VARCHAR _ Annote Text VARCHAR Author Text VARCHAR Booktitle Text VARCHAR Chapter Text VARCHAR Edition Text VARCHAR Editor Text VARCHAR Howpublish Text VARCHAR Institutn Text VARCHAR Journal Text VARCHAR Month Text VARCHAR Note Text VARCHAR Number Text VARCHAR Organizat Text VARCHAR Pag
299. le of the rectangle and enter any text regardless whether the text extends beyond the width of the rectangle or not 14 Click again on the border of the rectangle in order to select it 15 Open the context menu and select Text 16 In the Text dialogue click the Text Animation tab 17 Under Text Animation select Effects 18 Select the pull down list the option Scroll Through 19 On the Text tab page set the distance from the left and right borders The border ofa frame goes half inside and half outside 20 Click OK 21 Now undo selection of the rectangle by clicking on another place in the document In a moment the text animation will start to run 22 To alter the size of the animated text select the rectangle again and double click in the center Now select the text and apply a larger font size OpenOffice org User Guide 91 Chapter 3 Managing Text Documents With Writer 23 A suitable text colour can also be chosen by opening the context menu and choosing Character OpenOffice org User Guide 92 Chapter 3 Managing Text Documents With Writer Drawing Lines in Text Any lines that are incorporated in a document can have attributes defined such as the angle width colour et cetera however the user chooses Create a horizontal line suitable for example for a website by applying the preset Paragraph Style Horizontal Line Place the cursor on a blank line and double click the Horizontal Line Style in the Stylis
300. le page or cover page in your document Writer s page count field still counts those pages and will be too high Unfortunately you can t offset the page count field So we re going to use a formula instead to insert our proper page count Here s what you need to do 1 Place your cursor where you want to insert the offset page count perhaps in your header 2 Press the F2 key to bring up the formula bar Type in the formula page 1 the will already be in there The page variable is the number of pages in the document not the page you re currently on Subtract the number of pages that you don t want to have counted in the page count in this example 1 for a title page 3 Press the Enter key to insert the formula 4 Choose Tools gt Update gt Fields from the menu or press F9 to force the formula to refresh Otherwise the page count formula will just be 0 5 To edit this formula again later place your cursor immediately before the formula and press F2 Note Every time the page count changes you ll need to refresh the formula again What to do when your document prints or exports to pdf with blank pages after a page break This is issue and is affected by the book centric paradigm of left right even odd pages that 1s so deeply ingrained into OpenOffice org that it applies even when using nothing but the Default page style 1 Create a Title page style from Defaultor First Page 2 Lay out the Title page
301. le the left edge will move to the right thereby reducing the column The height of the rows can be adjusted in the same way However since the rows are preset to a minimum height one must first increase their size before the result is obvious By pressing the Ct x1 key during the process the enlargement or reduction will apply only to the active cell rather than to the entire row or column The proportions of the table remain fixed Adapting Table Widths The display attributes of a table are defined by the settings under Tools gt Options gt Text Documents gt Tables Users can also click the icons in the Table object bar to switch between theattributes Fixed Fixed Proportional and Variable Behavior of rows columns Fixed means for example that if one cell is made wider the adjacent cell will become narrower Other cells will not be affected and the overall width of the table stays the same Behavior of rows columns Fixed and Proportional means that all adjacent cells become proportionally narrower In other words wide cells will shrink more than narrow ones Again table width remains constant Behavior of rows columns Variable means that the width of the entire table is variable Whenever an individual cell is made wider the entire width of the table expands as well When inserting or deleting cells rows or columns the table mode decides how the neighboring cells rows or columns should behave I
302. les Select Paragraph Styles if it is not already selected by clicking the Paragraph Styles icon in the Stylist The list of Paragraph Styles appears OpenOffice org User Guide 61 Chapter 3 Managing Text Documents With Writer Paragraph Styles f x MANDO p s iB Complimentary close First line indent Hanging indent Heading Heading 1 Heading 10 Heading 2 Heading 3 Heading 4 Heading 5 Heading 6 Automatic Double click an entry in the list of Paragraph Styles The paragraph in which the cursor is positioned will now be formatted with that Paragraph Style Double click in the Stylist on another Paragraph Style and the formatting of the current paragraph changes accordingly To format a paragraph as a heading follow this procedure 1 Type the line to be formatted as a heading and press the Enter key 2 Set the cursor in that line 3 Open the Stylist For example by pressing the F11 key 4 Double click the Paragraph Style Heading 1 This one paragraph now has the paragraph format Heading 1 If one wants to know which attributes are included in this paragraph format click Heading 1 in the Stylist then right click to open the context menu Then choose Modify to open the Paragraph Style Heading 1 dialogue which tells everything about the properties of this Paragraph Style When one decides not to modify this Paragraph Style simply close the dialogue by clicking the Cancel butto
303. lete documents using Master documents Another is in preparing contracts from a set of fixed codicils The following are the ways that sections can be incorporated in a Writer document Sections of text that have a different number of columns than the master text OpenOffice org User Guide 57 Chapter 3 Managing Text Documents With Writer Sections protected from further editing Sections that are only to be shown under certain circumstances or hidden Sections that are to be inserted into a document as files or parts of files Sections that can be incorporated into other text documents via DDE A section must consist of at least one paragraph When selected text is defined as a section it automatically ends with a paragraph break Another text document may be inserted as a section within a text document A section from another text document can also be inserted as a section Sections can be linked within a single document to other locations To insert a new paragraph immediately before or after a section place the cursor at the very beginning or end of the section and press Alt Enter OpenOffice org User Guide 58 Chapter 3 Managing Text Documents With Writer Sections and Columns Multicolumn section A section can contain other sections This feature allows the user for example to create a two column section on a page of text and then create a three column section within that section Multicolumn page The page
304. lined in this way with the right mouse button A context menu then appears Thecontext menu often provides a list of suggested words one of which one may click to select it The suggested word then replaces the word underlined in red If the wrongly typed word is replaced using the AutoCorrect function in the context menu the word pair will be entered in the AutoCorrect replacement table To call up this table choose Tools gt AutoCorrect AutoFormat gt Replace tab If the word underlined in red is correct it can be stored in a custom dictionary using the Add command To exclude words from the spellcheck 1 Select the words 2 Open the context menu of one of the words 3 Choose Character 4 Choose Format gt Character gt Font tab 5 Now select the language None OpenOffice org User Guide 82 Chapter 3 Managing Text Documents With Writer Using AutoText Writer contains an AutoText function which helps users to use shortcuts and REC abbreviations to add expanded strings to letters faxes or any other OpenOffice org documents To insert AutoText do the following Enter the shortcut for an AutoText item and press the F3 key There is a set of predefined AutoText blocks already in existence For example enter DT and press the F3 key to insert a dummy text which can be used to check the look of a page filled with text and other objects Likewise entering FN and pressing F3 will insert an OpenOffice o
305. ling Multiple Sheets Spreadsheet are not limited to just one sheet In fact several sheets laid on top of each other Each sheet has its own unique name displayed on the sheet tab at the bottom of the window A a SERE Tension ADE Beal Additional sheets can be appended to a document or inserted in front of the current sheet Activate the context menu of a sheet tab and choose the corresponding command Choose Rename in the context menu to modify the name of a sheet Displaying Multiple Sheets M Use these navigation buttons to display the sheet tabs of all the available sheets Click the button on the far right of this group to move to the the last sheet tab to see its name To display the sheet itself click on the name When there is insufficient space to display the sheet tabs on the lower window border increase it by moving the separator bar between the tab bar and the horizontal scrolling bar with the mouse button Keep the mouse button pressed and drag to the right Remember this shares the available space between the sheet tabs and horizontal scroll bar Working With Multiple Sheets Each sheet of a spreadsheet is completely independent of the other sheets in a spreadsheet document However the same data can be incorporated into several sheets For example the same data should be inserted at the same location in the first three sheets To do so select all three sheets together and enter the data in only one of the sheets
306. ll appear When the Shift key is held down directions are limited to multiples of 45 degrees By holding down the Alt key the curve will be closed and an additional curve can be drawn These can be combined with the first one to form a single object 4 To end curve drawing double click the last point to be set then continue working with other tools OpenOffice org User Guide 295 Chapter 6 Creating Drawings with Draw The curves that have been drawn using the above steps are B zier curves The points on a B zier curve are called data points Each data point on the B zier curve can be symmetric The curve then has the same curvature either side of the point Orthe data point is smooth The curve then has different curvatures either side of the point Ifthe curve is not steadily continued at the data point but instead forms a corner or tip it is a corner point Any type of data point can be converted into any other thus giving good control over the shape of the curve Note When precisely linking two existing points in a drawing using lines click the Line icon on the main toolbar and also activate the option bar via View gt Toolbars gt Option Bar Select the Snap to Object Points icon on this toolbar Editing Curves Data points can be edited if they are displayed as small rectangles To work on a curve later when it is no longer selected click the Edit Points icon on the object bar and select the
307. ll be printed in black text Printing Brochures OpenOffice org text documents consisting of more than one page can be printed automatically as a brochure Two pages of a text document will be reduced in size and printed next to each other on a page in landscape horizontal orientation Both sides of the page will be printed most printers require that users take out the paper after the first half of the printing process and feed it in again with the blank side of the page facing upward OpenOffice org will automatically print the pages so that they can be read as a brochure OpenOffice org automatically arranges the pages in such a way that the text can be read continuously by laying the pages together fold them in the center and stapling them in the fold To make a brochure using the current document select File gt Print In the dialogue that opens click the Options button Check the Brochure checkbox OpenOffice org User Guide 26 Chapter 2 Working With OpenOffice org Spellcheck OpenOffice org has an automatic spellcheck which can be active while typing or activated manually Automatic Spellcheck the BREL 2 1 Le darted off to the left and almost 855 h can lying in the middle of the way al is ness and suddenly stiffened W the wa i steps got louder and louder around he end of the line he ee pre trying 1 ignore All sible in the dark was all that plan drippin ow alleys t he sadd smell the next to him wit
308. logue appears with the Tabs tab page Note To assign tabs directly to a current Paragraph Style open the context menu of that paragraph and choose Edit Paragraph Style to call the Paragraph Style dialogue where tabs are then entered Moving Tabs on the Ruler There are three ways to set tabs 1 Move individual tab stops on the ruler using the mouse 2 To move several tab stops on the ruler press the Shift key before clicking a tab Drag one tab while continuing to press Shift to move that tab as well as all the tabs to the right of it The spacing between those tabs remains the same 3 Press Ctr 1 instead of Shift when dragging a tab on the ruler to move that tab and all the tabs to the right of it This results in the spacing between those tabs changing proportionally to their distance from the margin Changing the Properties of Tabs To change tab type click the tab to be changed on the ruler then open the context menu Deleting Tabs Deleting a tab with the mouse is easy Simply hold down the mouse button while dragging the tab outside the ruler Changing the Defaults To change the settings of the default tab stops see the settings in Tools gt Options gt Document Type gt General The Context Menu of the ruler toolbar allows changes to the displayed units to centimeters inches point pica et cetera These changes are only valid until exiting OpenOffice org and they only apply to the ruler from which context menu th
309. lter Web pages oras default which does not require selecting a filter All the options of OpenOffice org Writer Web are now available such as Show HTML source Inthe OpenOffice org Writer filter open Web pages All the options of Writer are now available However please note that not all editing options that Writer offers can be saved in HTML format Inthe Calc filter open Web pages All the options of Calc are now available to the user Again note that not all options that Calc offers for editing can be saved in HTML format OpenOffice org User Guide 242 Chapter 4 Spreadsheets in Calc Formulas and Values as CSV Files CSV is an acronym for Comma Separated Values CSV files are pure text files which contain the contents of the cells of a table area of a spreadsheet Commas tabs spaces colons or semicolons can be used as the field delimiters between the cells Text is automatically put between either quotation marks or single quotes as selected while numbers are written directly Exporting Formulas and Values as CSV Files 1 Select the area table that is to be written as a csv file 2 Where formulas are to be exported as formulas e g in the form SUM A1 B5 proceed as follows a Choose Tools gt Options gt Spreadsheet gt View b Under Display check the Formulas field c Click OK To export the calculation results instead of the formulas do not mark Formulas 3 Choose File gt Save as to
310. mand Operator Result Ms returns field names with the field content Ms LIKE H llo returns field names with field content such as give and gave LIKE S returns data fields with field contents such as Sun BETWEEN 10 AND 20 returns field names with field content between the values 10 and 20 The fields can be either text fields or number fields INC 3 5 7 returns field names with the values 1 3 5 7 If the field name contains an item number for example create a query that returns the item having the specified number NOT IN Smith returns field names that do not contain Smith Remarks about possible wildcards and operators can be found in the Help gt Contents gt Index gt Search term gt queries designing If filter conditions are enterd into several fields they will be joined by the Boolean AND E If on the filter bar the Apply filter icon is clicked the filtering is performed in the database The form bar is seen and the habitats navigated By clicking the Close button in the filter bar the form will be displayed without a filter Y In the form view click the Apply Filter icon to change to the filtered view The filters that have been set can be removed by clicking on the icon Remove Filter Sort E If several filter conditions are to be connected with OR click the Filter Navigation icon on the filter bar The dockable Filter Navigator window appea
311. matically saves the changes The new menu items should now be available Changing Toolbars To copy an icon say from an object bar to the function bar so that it is always visible simply hold down the A1t key and drag the icon to its new location OpenOffice org automatically remembers the configuration of the toolbars To delete an icon hold down the A1t key while dragging it out of its toolbar and drop it outside of the toolbars To have a separating dash on the toolbar drag an icon slightly to the right while holding down the A1t key To delete a separating dash drag the icon to the right of the separating dash slightly to the left while holding down the A1t key The context menu of a toolbars contains a Visible Buttons command This opens a submenu with a list of predefined icons Icons with check marks beside them are visible on the selected toolbar Click on an item to switch the icon from visible to hidden and vice versa The Visible buttons command in the context menu of the toolbars may also be used to have a quick overview of the icon names and their functions Inserting Moving and Deleting Icons on Toolbars 1 Open a document of the type which has the toolbar to modify For example to modify the text object bar for all text documents open a text document and then do the same for the other document types 2 Open the context menu of the toolbar and select the Edit command 3 At the bottom of the dialogue
312. mbers tab by two country settings In the Language list box select the basic setting for currency symbol decimal and thousands separators In the Format list box select any deviations from the currency symbol of the format defined by the language If for example the language is set to Default and the locale is set as German the currency format will be 1 234 00 and per the locale definition a point is used before the thousand digits and a comma before the decimal places Now select the subordinate currency format English US from in the Format list box to get the following format 1 234 00 Note that the separators remain the same and that only the currency symbol is changed and converted The underlying Format of the notation remains the same as it is set in the locale setting OpenOffice org User Guide 192 Chapter 4 Spreadsheets in Calc Calculating With Formulas All formulas begin with an equals sign Formulas may contain numbers or text and other data is also possible such as format details that specify how the numbers are to be formatted Naturally the formulas will also contain arithmetic operators logic operators or function starts When using the basic arithmetic signs informulae remember that using the Multiplication and Division before Addition and Subtraction rule Instead of writing SUM A1 B1 it s better to write A1 B1 Parentheses are also useful for grouping For example the result of
313. me of the chapter to appear on the left even pages and the name of the first subchapter to appear on the right odd pages Since headers are a property of the Page Styles users need to define two different Page Styles and apply them to the respective pages There are preset Styles for First page Left page and Right page which can be adapte to one s specific needs Take the Page Style for left pages this style might have different inner and outer margins while the style for right pages has a mirror image of those margins If different headers and footers are not needed simply choose a mirrored page layout under Page Layout in the tab Page Switching between odd and even Page Styles and between First Page and Left Pages can be done automatically by defining the Next Style If one defines the Page Style with Next Style and apply the new Page Style to the first page then OpenOffice org will automatically apply the correct Page Styles to the continuation pages Here is a method 1 Open a new text document 2 Click the Page Styles icon in the Stylist 3 Choose the Style First Page to use as the basis for a custom Page Style 4 Open the context menu and choose New 5 In the Page Styles dialogue go to the tab Organizer a Give the Page Style a name such as Pagel and b define Left Page as the Next Style 6 For the Left Page define Right Page as the Next Style and for the Right Page choose Left Page h
314. ments later the results from these operating figures are displayed To discover which values in the scenario affect other values choose Tools gt Detective gt Track to Dependents Arrows appear that point to the cells that are directly dependent on the current cell OpenOffice org User Guide 235 Chapter 4 Spreadsheets in Calc Validity of Cell Contents For each cell the user can define in advance what type of contents will be valid for this cell This will make it easier for other users to employ these sheets correctly The validity rule is activated when a new value is entered If an invalid value has already been inserted into the cell or if a value is inserted in the cell either with drag and drop or by copying and pasting the validity rule will not take effect To determine and display which cells contain invalid values choose Tools gt Detective at any time and select the command Mark Invalid Data Additional details about Data Validity can be found in the OpenOffice org Help Using Cell Contents Validity 1 Select the cells upon which to define a new validity rule Where needed select multiple cells by clicking on all respective cells while holding down the Ct 1 key atbany 3 jo H Bi UAE 2 9 s dee o Al v amp x Miami tl Ail Ill Enter a name The name specified here cannot exceed 30 characters Ug X ED Contents Title Enter a name Input help e name specified here cannot excee
315. minimized so that only the active input field is visible The field indicates the area being selected with the mouse The dialogue can be reduced or enlarged manually by clicking the Shrink Maximize button to the right of the input field 5 Finally click OK to close the AutoPilot The formula is calculated according to the given arguments and the final result appears in cell B8 References to Other Sheets In any sheet cell users can show a reference to a cell in another sheet 1 Open a new empty spreadsheet 2 For example enter in cell A1 of Sheet 1 the following formula and complete the input with the Enter key Sheet2 A1 3 Now click the sheet tab labelled Sheet 2 on the bottom window border to go to Sheet2 of the current document Set the cursor in cell A1 there and enter text or a number 4 Upon switching back to Sheet 1 see the same content in cell Al as was entered on Sheet2 If the contents of Sheet2 A1 change then the contents of Sheet1 A1 also change In a corresponding way a reference can also be made to a cell of another document Open another spreadsheet in addition to the new spreadsheet which is already saved as a file this does not work unless a document has previously been saved 1 If the samples from http www pathtech org oootemplates are installed choose File gt Open and open the Moviel document from the spreadsheet samples 2 Change back to the new still almost empty spreadsheet Set t
316. mplate is always used as the default when for example create a new usually empty document with File gt New Nearly every document type has its own template Lists of the different templates for text documents can be found in the OpenOffice org Help about text documents as can those that that apply to drawings presentations and spreadsheets Select Format gt Styles gt Catalog to open a dialogue which shows the different Styles for the current document For example if one opened a text document and called this command the dialogue will look like this Paragraph Styles mannan ps Complimentary close First line indent Hanging indent Hea dina Just as in the Stylist the type of Styles can be selected from this list box the Styles belonging to this type modified custom Styles deleted and new Styles created However by clicking Organizer a dialogue appears with contents similar to the following illustration OpenOffice org User Guide 77 Chapter 3 Managing Text Documents With Writer Template Management EJ Default Business Correspondence Education E Finances Forms and Contracts E Miscellaneous Other Business documents Personal Correspondence And D E Presentation Backgrounds 9 Presentations E AutoText Bi Circuit Board Untitled E Untitled2 Commands v Help Address Book Templates Documents File Use this dialogue to copy the Styles contained in a p
317. mple the conditional text is displayed when the value of the conditional variable is equal to 3 Place the cursor in front of the field that was defined in the first part of this example Choose Edit gt Fields Replace the number in the Value box with 3 Click Close a A Ww N Ifthe field does not automatically update press F9 OpenOffice org User Guide 129 Chapter 3 Managing Text Documents With Writer Calculating in Text Document Tables OpenOffice org Writer tables can also have calculations and these can extend beyond the current table In this case the table name serves as a clear table identifier For example there are two tables labeled Table 1 and Table 2 in which the first cell of Tablel must be multiplied by the first cell of Tab1e2 and the product returned in cell A2 of the current table Here s how 1 position the cursor in cell A2 in the current table and enter lt Tablel Al gt Table2 A1 2 The product is presented inPlace the cursor where you want to insert the conditional text in your text 1 Choose Insert Fields Other and then click the Functions tab 2 Click Conditional text in the Type list Type Reminder EQ 3 in the Condition box In other words the conditional text will be displayed when the variable in the field that you defined in the first part of this example is equal to three The quotation marks enclosing the number 3 indicates that the variable that you
318. multiple languages 33 at the time of writing The OpenOffice org setup program offers this via Custom Installation and after installation via the Modify option in setup where one can choose which language modules to install Select the language of an entire text document with Tools gt Options gt Language Settings gt Languages If it applies to the user s needs check For the current document only For all paragraphs formatted with the same Paragraph Style apply a language via the Paragraph Style A language can be defined for individual words via Character Styles or directly with Format gt Character OpenOffice org User Guide 28 Chapter 2 Working With OpenOffice org In Tools gt Options gt Language Settings gt Writing Aids check the option Check in All Languages Now the spellcheck will take all installed languages into account Words that are correctly typed in any of the installed languages are regarded as correctly typed irrespective of their language attribute In multilingual texts the automatic checking that was enabled by clicking the icon on the main toolbar offers another facility as well In the context menu ofa red underlined word that is recognized as incorrect specify that the word or the whole paragraph is one of the other installed languages The language of the underlined characters or all characters of the paragraph is automatically assigned as a character format OpenOffice org User Guide 29
319. n But this Paragraph Style should define the corresponding modifications then close the dialogue with the OK button These modified settings will now apply to all paragraphs old and new having the Heading 1 Paragraph Style Changes can also be applied the to all Paragraph Styles that are derived from the Paragraph Style Heading 1 The Paragraph Styles Heading 1 to Heading 10 are all hierarchically derived from the Paragraph Style Heading By selecting Hierarchical from the list box at the bottom one can immediately see where a selected Style fits in the hierarchy of styles Simply put the style immediately higher up is the one from which the style is derived and the following one which is derived from the custom style OpenOffice org User Guide 62 Chapter 3 Managing Text Documents With Writer By way of example if one changes the left indent to 2 54 cm 1 inch in the Paragraph Style Heading for example that this will change the left indent for all Paragraph Styles eading 1 to Heading 10 to 2 54 cm Changes that users make directly in one of the Style dialogues have priority over the properties inherited from higher ranking Styles Right click on a style and open it with Modify to get the Paragraph Styles dialogue and then choose the Organize tab If the Linked with listbox is checked one will see from which Style the selected Style is derived Cory OpenOffice org User Guid
320. n move through the document page by page Likewise if the arrows appear blue one can search to each object of the same category that has been selected in the Navigator for example to each table or bookmark and so on Similarly to the main section of the Navigator there are icons for Headings OLE objects Hyperlinks References et cetera Names of any of the elements in the Navigator can be easily modified The context menu for that name right click the name provides the command for renaming Jumping From One Reminder to Another Use the Navigator to set temporary reminders that stay in effect until the document is closed This is handy if looking up or adding something later as it makes it easy to move between particular locations in the document For example 1 Position the cursor where to set a reminder 2 Click the Set Reminder icon in the Navigator The reminder will not be visible in the document 3 When jumping to a reminder select the Reminder entry in the mini Navigator and one can now move through the reminders by clicking the Previous and Next arrows Jumping to a Specific Page Moving quickly to particular pages in long documents is easy even if the Navigator is not opened or docked Double click the current page number on the status bar and the Navigator opens Double clicking the display field on the status bar closes the Navigator However if the Navigator is docked these actions close and dock window
321. n the separator between D and E sets the optimum column width Use all the usual functions to edit text Notice however that the right and left arrow keys will replace the cell cursor if Ent ry mode by clicking in a cell and entering characters is enabled Double clicking or pressing the F2 key or clicking in the entry row enters the Edit mode The left and right arrow keys now replace the text cursor Upon pressing the Enter key the text in cell A1 1s finished and the cursor automatically moves to cell A2 The active cell is always the one with the cell cursor and that is where entries and changes are made OpenOffice org User Guide 183 Chapter 4 Spreadsheets in Calc Multiple Sheets in a Document At the lower edge of the spreadsheet document there are tabs for switching among the various sheets of a document A new empty spreadsheet initially contains three sheets each titled SheetX where X stands for the numbers 1 through 3 Inserting Sheets 1 Using the mouse put the pointer in one of the sheet tabs at the bottom of the window 2 Right click to open the Context menu for the commands governing editing sheets Delete Rename Move Copy Select All Sheets d Cut Strg X Copy Sheet 3 Default 3 Choosing the Insert command opens the Insert sheet dialogue 4 Select the position and quantity of sheets to be inserted 5 Click OK Renaming Sheets 1 Right click the tab of the sheet fo
322. n Bio qu IPTE DM veles e iege d amp 5xczlameQamiegmxn X 4 gt SEA wt x GG NERO BE XEEN HB 88 HU RREZ EHBHESEHMENHEHSENNEHENHENHEHNHS SESNHEHBHEHS HS EH SHENHEHEEENHEHEH S oe UB Ellipse Segment selected 3 5 18 0 84 15 1 53 x 1 55 47 Slide1 1 Default Note Clicking once on any tool makes the tool available for only one single task Double click the icon to allow it to remain active until another tool is chosen Defaults such as blue as the filling colour can be changed Make sure that no object is selected and choose a different colour on the object bar as the new default OpenOffice org User Guide 289 Chapter 6 Creating Drawings with Draw Rotating and Resizing Objects When clicking an object for the first time eight handles appear with which the size ma be changed The whole object can also be dragged to move it to another position on the slide Click the Rotate icon on the main toolbar under Effects and directly on the main toolbar in Impress When the mouse pointer is positioned over a handle the seo oO pointer indicates that the object can be rotated by dragging the mouse In the middle of the object a small circle indicates the pivot point It can be moved to any i other position with the mouse When the corners of the f object are dragged with the mouse the object rotates od ar
323. n Office Formula is active This activates the dialog for special characters The Greek letters and other symbols can be entered directly into the command dialog box by entering the name of the special character followed by for example SIGMA produces and mu gives VETTE Symbol set OpenOffice org User Guide 395 Chapter 11 Using OpenOffice org Math Special Operators The following examples show the use of some special operators Integral Sign Command Input Field int from 0 to infinity a 2 over 3 g L Eu Summation Character Command Input Field sgn sigma cdot sum from SIGMA in PHI 1 over 1 aleph 96sigma 2 sgn a 2 2 seo N Product Character Command Input Field prod from i 1 to i 100 x_i 1 cdot i 100 x 1 x x i 2 over x 2 1 2 7 Il i l x 1 5 1 34 3 2 g5 14343 OpenOffice org User Guide 396 Chapter 11 Using OpenOffice org Math Vectors and Matrices Vectors and Matrices are created by the stack and matrix commands respectively These commands are used with the octothorp to indicate elements and double octothorp to indicate new line An empty element is indicated by structural braces Vector Vectors are composed using the stack command as follows Command Input Field left stack A 4 B a b c right A B a b c left stack alignr 1 2 right left stack 2 1 2 3 3 right left stack 3 1 right 2 3 1
324. n area or a list Value Example MAX 10 30 20 displays 30 00 OpenOffice org User Guide 1A Chapter 3 Managing Text Documents With Writer Trigonometric Functions Choose from the following trigonometric functions Sine SIN Calculates the sine in radians Example SIN PI 2 Cosine COS Calculates the cosine in radians Example COS 1 Tangent TAN Calculates the tangent in radians Example TAN A1 Arc Sine ASIN Calculates the arc sine in radians Example ASIN 1 Arc Cosine ACOS Calculates the arc cosine in radians Example ACOS 1 Arc ATAN Calculates the arc tangent in radians Tangent Example ATAN 1 More Defined Values PI PI 3 1415 Euler s E 2 7182 constant True TRUE not equal to 0 False FALSE 0 Calculating in Text 1 Place the cursor at the position in the text where the calculation result should appear 2 Press F2 to display the Formula bar 3 Enter the desired formula for example 446 100 4 Press Enter or click on Apply to insert the result Use the Formula icon to perform more complex calculations Clicking on this icon opens a branched submenu from which to select a formula The formulas are placed on the formula bar at the cursor position and users are free to switch between inputting formulas and values from the keyboard and via the Formula icon As an example of a more complex calculation to be performed in
325. n be derived from another with the result that the new Style contains only the differences from the basic Style This is convenient if later one changes the basic Style to have all text with the derived Style also updated accordingly OpenOffice org User Guide 64 Chapter 3 Managing Text Documents With Writer For example start with the Paragraph Style default It uses the font Times New Roman in 12 point to create a Style called indented text where the only addition is a a left indent with no other changes Later the user decides to change the font in text body and then the font is automatically changed in the indented text Style as well Sticking with this example if one redefined the left indentation in the default it would have no effect on the paragraphs formatted with indented text because in the hierarchy the more closely associated format always has priority Numbering Styles Simple bulleting and numbering in a document can be easily set using from the icons on the Writer object bar Likewise the icons for bold italic et cetera can be used to assign direct formatting that is not already part of the Style The Stylist too offers various Numbering Styles that may be applied by double clicking the name of the Style For more control of numbering in a document use Format gt Numbering Bullets which offers several other options that may be more suitable and which can be us
326. n choose Data gt DataPilot gt Delete OpenOffice org User Guide 227 Chapter 4 Spreadsheets in Calc Consolidating Data During consolidation the contents of the cells from several sheets will be combined in one place Choose a function so that for example displays the sum the standard deviation or the variance of the data 1 Open the document that contains the areas to be consolidated 2 Choose Data gt Consolidate to open the Consolidate dialogue Consolidate Function Sum T Cancel Consolidation areas Help Source data area f undefined 7 Fsheett A 1 E511 ix Copy results to undefined s5heeti 4514 zu More gt gt EE Belete 3 From the Source Data Area list box select an area as a starting point to consolidate with other areas 4 Ifthe area is not named click in the field next to the Source Data Area A blinking text cursor appears Type a reference for the first source data area or select the area in the sheet with the mouse 5 Click Add to insert the selected area as a Consolidation Area 6 Select additional areas and click Add after each selection 7 Specify where to display the result by selecting a target area from the Copy results to list box 8 Ifthe target area is not named click in the field next to Copy results to and enter the reference of the target area or the top left cell in the target area Alternatively select the area using the mouse o
327. n ics ccascausaeascuscecasdepbaeasaasseceseblenienGeacdeaeende 173 Creatms an Envelope se rrt RP PY E EN RH OG 174 Inserting an Envelope into a Document restera roe trn etse terat 175 Adjusting the Printer for the Printout ssiri siasssicsiiaiiasisaiseiss ainiai 176 Appl yng VAL FONDIS eskiisi re eers kosii eT Se eee 176 Creating and Printing a Letter With an Enyvelope is isiiiisissiiiiisiiiieisicrisiieitirsnisrkinra 176 ADI EET a a TE T ma A A E EN E gece A A E 177 Chapter 4 Spreadsheets in Calp tisier ei a debian ta ibunt ede eos dong RR 179 Overview of the Functions in Cale sse ret Ri EE PU HORROR PEN PHA ra FEIER PU PEN NONE ER SS EY Ras 179 Ge I H 179 Database PUDCDOBS obitu ics huie uetus we eet Bre rene errr re e EE d ead 179 C ero DD AA T 179 OpenOffice org User Guide xiii Contents Examine anit ExDSIBOTHDTIE at uio ence eee NUMEN ME bor mW nio P tapar dnd Exparine DO oan ior taU eU UAM qu nv st oar err qM DES importing t cio aana Exportiig Moni Cal ssis rho hs in tel and aue uel in i MuR GE Referencing Data in Networks and tbe Intetnel ascs re esr ert i e PERPE ex elevado The EIC DATEN TOU eru T PETS DAT IULIUS Rows and CONNIE M Multiple SbebO pd 8 41611 ii d dn Usati Benet Sve nee to licis oer nen nb rinde dua Tusce Sheeli dos ns ecvn scans RUN HU HERPORPER FU
328. n the table mode new rows and columns are only inserted in a fixed way if there is sufficient space Copying Calc Sheet Areas to Text Documents 1 Open both the text document and the spreadsheet 2 Select the sheet area to copy 3 Point to the selected area and press the left mouse button Keep the mouse button pressed for a moment then drag the area into the text document Note When the documents are not visible next to each other first drag the mouse pointer to the destination document button Continue to hold down the mouse button and the document addressed in this fashion is displayed and one can move the mouse pointer within the document 4 Once the cursor is located in the place where to insert the sheet area release the mouse button The sheet area is inserted as an OLE object 5 the OLE object can be selected and edited at any time 6 To edit the OLE object simply double click on it OpenOffice org User Guide 136 Chapter 3 Managing Text Documents With Writer Alternatively select the object and choose Edit gt Object gt Edit or choose Edit from the context menu The object is edited in its own frame within the text document but the icons and menu commands needed for spreadsheets are displayed 7 Select Open to open the source document of the OLE object OpenOffice org User Guide 137 Chapter 3 Managing Text Documents With Writer Images Drawings Clipart and FontWork Images graphics drawings
329. nOffice org Writer Arranging Data Data can be organized in easy to read lists With just a few mouse clicks the view can be reorganized to show or hide certain data ranges format ranges according to special conditions or calculate subtotals and totals Examining and Extrapolating Data The data in Calc tables can be examined in detail in many different ways Calc is useful for creating term papers because it supports many statistical functions such as regression analysis And for daily calculations at work the integrated financial functions are helpful because they can be used to print detailed tables of current credits and loans and other data What If Calculations Results of changes made to one factor of calculations composed of several factors can be views immediately For example see how changing the period in a loan calculation affects the interest rates or repayment amounts Furthermore larger tables are made manageable by using different predefined scenarios Dynamic Charts OpenOffice org User Guide 179 Chapter 4 Spreadsheets in Calc Calc has a charting function that can display spreadsheet data graphically by selecting the data to be displayed and clicking the Insert Chart icon Drag open a frame at the required position define specific chart settings in the dialogue that appears The chart is inserted at the selected position and when the source data is modified is be dynamically updated Importing and Exporting
330. ndaiee E er EE aR ee Sar E 236 E E OE E E 238 Printing or Exporting Spreadsheets essessssssssesssteesseeessteesseeessteesstressseesstressseessseesssresseresesesesens 239 Pintig Sheet Details isses dun disdeh in Ke obedit e ns don di iai ect siisii 239 Defining Number of Pages for Printing ue csse e PER PH MO HH EER ree Pr P Rane 239 Printing Sheets in Landscape POPIBBE a uesieus inerat ras tton Put Ene tav nac devsestevensvenandienssaee 240 Pining RowsorColumns on Every Pus o oed RE be duit os 240 Saving and Opening Sheets in ELT ML su esee enitn ttr tir eite EHE o ERE enR RU MERE rine eU i e Rete REO gara S 242 OpenOffice org User Guide xvi Contents Savine stipels m HIM Lcnn en RERUM ENEMIES NUI NM dede 242 Opening Sheets in TL lu P A 242 ls UD Valuesas CSV FUES ORE E LEOTE 243 Exporting Formulas and Values as CSV Files eee eterne tete ttntn enne 243 Tinporting a CSV POOL a assorted crociera dn RR e drin rc eR dec pf 243 Fui C 245 Applying Sort DAMES sadi esci on ondes ol haad de iaa n Resa ed pri dede RR 245 dE AVA Row UI is cnc caesar chase todo iul Glosa lt erdt Wives nhs een Dude 245 Protecino SBEBDS oou dass dot an ados ava PER RR LO ME NUM d ROB Cr I RUM Erin Hn 246 Cicatng a WIC elif 1 C1 oed ubi Bene nee en er oi a erent ne te See wearer tr uid 247 Further Informialfofi eroe do HI DEREN HORROR HR PLA neon dona ann senses nav POESIE V
331. nder Tools gt Options gt Presentation gt Grid In addition one can also select Visible Grid to help position the objects more easily OpenOffice org User Guide 279 Chapter 5 Creating Presentations With Impress Editing Glue Points By default the connectors dock to the handles in the center of the object pages However using the glue points the user can make the connectors dock to any point of an object For detailed instructions refer to the Help gt Contents gt Index gt Search term gt glue points using OpenOffice org User Guide 280 Chapter 5 Creating Presentations With Impress Hints and Tips for a Successful Presentation Using the Mouse as a Pointer There are occasions when using the mouse as a pointer is preferable to other methods such a a laser pointer To use the mouse select the option Mouse pointer as pen in the Slide Show dialogue This allows highlighting charts or pointing to important aspects during a presentation To change slides manually double click the mouse Changing Bullet Symbols in Outline View To change a bullet symbol whilst in the Outline view place the cursor in the desired line paragraph and click the Bullets and Numbering icon only visible in the Object bar of the Outline view A dialogue appears from which to choose a different symbol Inserting Deleting and Renaming Slides 1 To insert an additional slide do the following a Select the slide that precedes where the new sl
332. necessary details In this case click Cancel open the User Data tab in Tools gt Options gt OpenOffice org and enter the necessary data After that re open the AutoPilot and carry on as described up to this point Sender details may also be entered directly in the input field of the AutoPilot however these details are not currently entered in Tools gt Options gt OpenOffice org gt User Data this process for every must be repeated with new template created with the AutoPilot 10 Continue to click Next until reaching the page with the footer options 11 Deactivate the check box Footer on 12 Click Next twice 13 Enter the name of the template in the Name field If necessary enter any additional information in the Info field The template will be stored in the template folder under the name chosen 14 Click Next 15 Enter the printer trays if different paper trays are to be used for the first and subsequent pages This is especially practical when the only the first page is to be on letterhead paper 16 The last step is to click Create After clicking the Create button OpenOffice org creates a document template and places it in the template folder At the same time a new unnamed document appears on the screen that has been generated as a copy from this template Now start entering text and then save and print the document However if one would like to keep on working on the layout of the document template or create
333. next to or below the icons This docks the Navigator against the side of the window or turns it back to a variable window whose size and position can be selected and sized by dragging and dropping with the mouse The size and position are automatically remembered Double click to switch between docked and variable Navigator windows OpenOffice org User Guide 56 Chapter 3 Managing Text Documents With Writer Inside the Navigator double click on a heading to move the cursor to the Y ZEN t i LIE I d relevant point in the text Drag and drop to change the sequence of chapters Users can also do this by clicking on the Promote Chapter and Demote chapter icons The content of the chapters and of the relevant subsections is of course also moved Registration How to Register Overview After installation of your Star Office Registering as a Star Office User Registration Dialog Installing Star Office General Installation Tips Comments about using this User s Guide Starting Star Office under Windows Starting Star Office under UNIX Contents of the Installation CD Single User Installation Installation Requirements Starting the Single User Installation Setup The Setup Dialogs Selecting the installation directory Selecting Custom Installation concen gt setup Guide StarOffice active the document To move the chapter headings without moving their contents drag and drop while ho
334. ng Tools gt Options gt OpenOffice org gt View one can select the Inactive menu entries field and then see the inactive menu items as gray entries in menus OpenOffice org lets the user change and customize the menu bar the way as desired Many of the toolbars and the status bar may so be modified to suit personal requirements The Toolbars Below the menu bar is the function bar This bar contains icons for several important commands and functions that can be used in OpenOffice org to open a document export to PDF undo and redo access the navigator stylist or gallery or print the current document 4 Immediately above the horizontal ruler is the object bar This offers features that are always appropriate to the current context such as alignment font styles lists and indenting For example if a piece of normal text is selected one will see different icons from those within a text table Further when dealing with tables the object bar may be toggled with this icon which may found at the far right of the object bar On the left edge of the document is the main toolbar This varies depending on the document type text spreadsheet presentation drawing or formula Other toolbars such as the option bar and colour bar will be described later It is easy to change the position of the toolbars For example if the position of the main toolbar should be on the right edge of the document instead of on the left simply hold down the c
335. ng Bookmarks Contents The Main Help Topics xj Getting Support Display OpenOffice org Step by Step Help To access Help use the Help menu item or click the Help buttons in the individual dialogues OpenOffice org User Guide 3 Chapter 1 Using OpenOffice org Help OpenOffice org Help is context sensitive This means that when Help is opened in Writer it is specific to Writer Similarly to get help about Calc either first open a spreadsheet and only then look for help or select Help for the specific module from the pull down list at the top of the Help window The pull down list at the top ofthe Help window sets the selected module as the current section for searching Tips Tips are defaulted to being on at installation and it is recommended that this feature should always be switched on in the Help menu Tips should be checked With Tips activated one can for example let the mouse pointer rest on an icon so that its name is displayed Tips may also be seen in many other places in OpenOffice org For example when scrolling through a table the tip shows the row or column Turning tips on and off Select Help gt Tips to enable or disable this feature Extended Tips Switch on the Extended Tips during the first few weeks of OpenOffice org usage Enabling this fun gives a brief description of each item on the screen when the mouse pointer is hovered over the item for a moment Turning extended tips on
336. ng From One Object to Another in Text Clicking the Navigation icon at the top of the Navigator opens a mini navigator Orr fi i m 9 Eae OpenOffice org User Guide 97 Chapter 3 Managing Text Documents With Writer This Navigation panel has functions to allow movement in a document from say one graphic object to the next one or to the previous one To enable this feature first grab the the blue title bar of the navigation floating toolbar and drag it to a position outside of the Navigator Now the arrow icons will be visible at the right side Just click the Graphics icon and then either the Previous graphic or Next graphic arrows This also works for tables frames sections and so on A plus sign in front of one of the entries indicates that there are corresponding objects in the selected document and that the list of the objects of this type can be shown by clicking the plus sign or double clicking the entry Double click one of the object names to display it in the document and move the cursor to that position C666 Another way to access the mini navigator can be found in the vertical scroll bar at the bottom right hand side of the document window As when accessing Navigation from the Navigator click the object type to which to jump and then click one of the arrow icons to go to the previous or next object of this type in a document jal c b When the Navigator double arrows in the scroll bar appear black a user ca
337. ng either expansion or reduction of the space Note To obtain an absolutely horizontal or vertical dimension line or one at a 45 angle press the Shift key while dragging the dimension line OpenOffice org User Guide 337 Chapter 6 Creating Drawings with Draw Working With Multiple Layers The next step is to position the details in the motor drawing It is a good idea to use the layer function if testing several different variations TE To get a better overview turn on the Layer view by pressing the symbol on the bottom left border of the work area Alternatively choose View gt Layer a check mark will appear in front of the command To insert a new layer open the dialogue Insert Layer It can also be opened through the context menu of the tabs Layout Controls and Dimension Lines arranged at the bottom of the screen Enter a unique name e g Sketch1 Repeat this procedure for another level and enter the name as Sketch2 Now click the Suggestion1 tab and place the details of this level for example by dragging the desired clipart from the Gallery into the document After the details are positioned on Layer1 do the following 1 click the Sketch2 tab and arrange elements there as well Notice that the elements from Sketch1 are visible 2 To change this click the Sketch1 tab and call up the context menu and select Modify Layer 3 In the Modify Layer dialogue remove the check from the Visible check box Modify Layer Ea
338. ng that AutoInclude is checked in the AutoCorrect dialogue By default it is checked Example By default AutoCorrect automatically corrects two capitals at the start of a word However in the case of product names and other similar texts two initial capitals may exactly what is needed Suppose there s a new product called ESt Under normal settings AutoCorrect automatically changes this to Est however by pressing the Ctrl Z key sequence the automatic replacement is reversed undo and the word ESt is automatically added to the list of exceptions in the AutoCorrect dialogue Note See also the functions for automatic numbering of headings in Help OpenOffice org User Guide 86 Chapter 3 Managing Text Documents With Writer Moving Text Drawing Lines Making text look as good as it as reads is likely something desired To achieve this users can customize its appearance for maximum impact Inserting Editing and Linking Text Frames A text frame is a bounded area that can contain text graphics and other objects and be placed anywhere on a page for example to make columns for a newsletter Linking the content of a frame to another let s the text flow backward and forward between them Click the edge of any text frame to select it and eight handles appear four of which are located in the corners and one in the middle of each side Inserting Text Frames Existing text into a may be put into a frame or an em
339. ng the document directly to a printer or printing it to a file that may then be copied to a printer Printing a Presentation Slide In Impress the current document is easily printed by clicking the Print File Directly icon in the function bar Printing is immediate according to the printer default settings and no dialogue appears There is an exception in text documents where a certain area of text is selected and in this instance a dialogue appears upon clicking the Print icon This dialogue asks for confirmation of printing the whole text or only the selected area When printing via the Print dialogue Impress offers choices of whether to print only a selected range of pages only certain pages identified by their page numbers or all pages of the document Take a look at the print dialogue which is opened via File gt Print or by pressing Ctrlc4P The appearance of the Print dialogue may vary according to the selected printer However in most cases there are options to specify whether to print the entire presentation certain slides or only the current selection Other options specify how many copies to print and how these should be collated Click the Options button in the Print dialogue to display additional options When printing text drawing and presentation documents the Brochure option is available for two to a page text on a single sheet The size of the pages is reduced and printed in two columns per page and double sided
340. ns 4 Enter and confirm a password of at least 5 characters Turning off protection 1 Choose Format gt Sections gt Section 2 Under Write protection uncheck Protect 3 Enter the correct password Protecting Cells in a OpenOffice org Writer Table The contents of individual cells of a Writer text table can also be protected from changes Turning on protection Place the cursor in a cell or select cells Choose Format gt Cell gt Protect Turning off protection First ensure that Tools gt Options gt Text Document gt Formatting Aids gt Cursor in protected areas has Enable checked Place the cursor in the cell or select the cells Then choose Format gt Cell gt Unprotect Select the table in the Navigator open the context menu and select Table gt Unprotect Use Shift Ctr1 T to remove protection for the entire current table or all selected tables OpenOffice org User Guide 376 Chapter 9 Advanced Techniques Automatic Protection of Indexes and Tables Tables of contents alphabetical indexes and so on that are created automatically in Writer are automatically protected against accidental changes Turning on protection 1 Place the cursor in the index table of contents 2 From the context menu choose Edit Index Table 3 On the Index Table tab page check Protected against manual changes Turning off protection 1 Ensure that Tools gt Options gt Text Document gt Formatting Aids gt Cursor in
341. ns from the Format menu For example double clicking on the colour preview in the legend automatically reformats all relevant data points On the other hand clicking on the background in the box of the legend formats the background to the legend If the chart was created from the data of a Calc spreadsheet clicking on the data series in the chart becomes highlighted pe Suppose there s an Calc spreadsheet in the background and now it needs to be selected for further editing Open the Show Draw Functions floating toolbar E and select the first tool the Select arrow This allows the chart to be selected by ls clicking In a Calc chart a data series can be forwards or backwards A series can be arranged in such a way that the lowest 3D representations are as far forward as possible and the higher ones further back To change the arrangement in the chart use the appropriate command from the context menu of a data series or choose Format gt Order The output data in the Calc spreadsheet will not be rearranged Note When a chart is inserted in a presentation or drawing document with the Insert gt Insert Chart floating toolbar it is displayed with a set of sample data To insert a chart in a spreadsheet highlight the cells in the spreadsheet whose values should be displayed in the chart In Writer documents too charts can be inserted that are obtained from the data of a Writer table Where no data are selected in a OpenOffice org Writer
342. ns in the Main toolbar to structure the outline Create a subsection to a slide by placing the cursor at the start of the respective line and pressing the Tab key Use the Shift Tab key combination to move the line up one level in the hierarchy After completing the edit of the presentation outline click the Drawing View icon directly above the Outline View icon to return to the normal view Changing the Slide Layout Changing the slide layout can only be done while in the Drawing View the first icon in the vertical scroll bar Double click the tab of the slide to modify and select the desired layout from the predefined layouts Designing Slides Designing a slide can only be done in the Drawing View and the Select tool N must be activated To change the font size and style of the title for example select it and assign new attributes from the Font and Font Size fields in the Object bar Borders may be defined by clicking the paragraph to which to apply the border and defining the attributes in the list boxes Line Width and Line Style To apply a uniform background and recurring elements company name subject to all slides click the Master View icon to the left of the horizontal scroll bar The default texts in the master view may be safely ignored as these are not visible on the slides The only text visible on the slides is that which is entered by the user Using the Text floating toolbar on the main toolbar a frame can be opened f
343. nserted Absolute and relative references are always adjusted in Calc whenever the referenced area is moved But be careful when copying a formula since in that case only the relative references will be adjusted but not any absolute references OpenOffice org User Guide 202 Chapter 4 Spreadsheets in Calc Absolute references are used when a calculation refers to one specific cell in the sheet For example if a formula that refers to exactly this cell is copied relatively to a cell below the original cell the reference will also be moved down if the cell coordinates are not defined as absolute Aside from when new rows and columns are inserted references can also change when an existing formula referring to particular cells is copied to another area of the sheet Assume for example the formula SUM A1 A9 is entered in row 10 but the calculated sum must be in the adjacent column to the right In this case simply copy this formula to the cell to the right The copy of the formula in column B will be automatically adjusted to SUM B1 B9 There are many methods to copy a formula one of which is 1 Select the cell containing the formula 2 Choose Edit gt Copy or press Ctr1 C to copy it 3 Select the cell into which the formula is to be copied 4 Choose Edit gt Paste or press Ctr1 V The formula will be positioned in the new cell and all non absolute references will be updated Copying a formula into multiple cells can be qu
344. nt 5 In the Writer document position the chart or modify the scale as one would any object 6 To later modify the chart data double click and edit it Charts with Linked Data If a chart depends on data in a Calc document and this data changes a chart inserted by the above method is not automatically updated To keep the chart and the data up to date do as follows 1 In the Calc document copy the cell range from which the chart is created 2 In the Writer document long click the Insert Object icon on the main toolbar to open the submenu 3 Select Insert OLE Object The data is now in a table in the Writer document and is always linked via OLE to the source data in the Calc document Note DDE is related to OLE and is handled as part of the implementation 4 Position the cursor in the table 5 Long click the Insert Objects icon on the main toolbar to open the floating toolbar OpenOffice org User Guide 142 Chapter 3 Managing Text Documents With Writer 6 Click the Insert Chart icon Inserting Decorative Horizontal Lines Choose Insert gt Horizontal Line to open a dialogue for selecting decorative lines The lines are graphics anchored to the current paragraph and centered between the margins These lines may also be found in a Gallery theme If one wants to continue using a line from the Internet add it to the relevant theme in the Gallery The line can then be selected from this dialogue OpenOff
345. nt Bank Account A briesenickMiniDVCover cap1107 CD back inlay Templates 2 cd_dvd_insert_avery_8693_8931 A cd_dvd_label_avery_8692_8931 S A cd_dvd_label_memorex ay CD booklet 4 CD Cover and inlay tg CD labels Neato e tg CD labels Verbatim Checklist CorporateReport DLTCartridges 3 z Lo er ee on onm Organize Cancel Help My Documents Samples The dialogue offers the following areas which can be selected by clicking one of the offerings in the shortcut bar on the left New Document A way to create a new empty document from a set of prepared templates Templates Choose from the many ready to use document templates OpenOffice org User Guide 14 Chapter 2 Working With OpenOffice org My Documents A quick route to the documents in a work directory A work directory may be defined by selecting Tools gt Options gt OpenOffice org gt Paths and entering the path required for My Documents Samples This is an empty folder when installed however some examples may be downloaded from http documentation openoffice org Samples_Templates User template index html See New Document for example templates OpenOffice org User Guide 15 Chapter 2 Working With OpenOffice org Saving Documents Saving the current document can be done in three ways using File gt Save command the Save Document icon haf on the function bar or just press Ctr1 s For a f
346. nt of A1 equals 2 Less than or LEQ Tests for values less than or equal to a specified value Equal Example A1 LEQ 2 displays 1 true if the content of A1 is less than or equal to 2 Greater than GEO Tests for values greater than or equal to a specified value or Equal Example A1 GEQ 2 displays 1 true if the content of A1 is greater than or equal to 2 Less L Tests for values less than a specified value Example A1 L 2 displays 1 true if the content of A1 is less than 2 Greater G Tests for values greater than a specified value Example A1 G 2 displays 1 true if the content of A1 is greater than 2 Boolean Or OR Tests for values matching the Boolean OR Example 0 OR O0 displays 0 false anything else results in 1 true Boolean X XOR Tests for values matching the Boolean exclusive OR Or Example 1 XOR 0 displays 1 true Boolean And AND Tests for values matching the Boolean AND Example 1 AND 2 displays 1 true Boolean Not NOT Tests for values matching the Boolean NOT Example NOT 1 true displays 0 false Statistical Functions Choose from the following statistical functions Mean MEAN Calculates the arithmetic mean of the values in an area or a list Example MEAN 10 30 20 displays 20 Minimum MIN Calculates the minimum value in an area or a list Value Example MIN 10 30 20 displays 10 Maximum MAX Calculates the maximum value in a
347. nt is saved Unfortunately the only way to fix this is to manually edit the sxw file The following provides a procedure to follow 1 Make a temporary directory in which to unzip the sxw file For example my text 2 Change into this directory 3 Use unzip or similar zipfile utility to unpack the document file that is not retaining its numbering 4 Edit settings xml and locate the line in it that looks like the following lt config config item config name UseOldNumbering config type boolean false config config item 5 Set the value from false to t rue 6 Now using zip or similar utility repack the files in the temporary directory under a new name and give it the sxw extension Under Linux the command could be zip r my new fixed document sxw 7 Open the fixed document in OpenOffice org and check that numbering is what is wanted If a copy of StarOffice 6 0 is available one can get the same effect by opening and saving the document in StarOffice6 0 By doing so this line will be removed totally Likewise OpenOffice org1 0 might also work In either case when the document is opened using OpenOfficel 1 x the line described above is added with value true so that will be no further problems with outline numbering OpenOffice org User Guide 403 Chapter 12 Troubleshooting Common Problems How get the page count to not count a title page How do offset the page count If you have a tit
348. ntrols Apply properties to them define Form properties and Define subforms The Form Navigator is useful in designing a form Click the icon on the object bar or the floating toolbar Clicking the Open in Design Mode icon S controls whether the form document can be saved such that it always opens in editing mode or not If an error is received when assigning the properties for the objects contained in the form for example when assigning a non existent database table to an object a corresponding error message will be seen This error message can have an More button If one clicks More then a dialogue displaying clear information warnings and errors about the current problem is displayed OpenOffice org User Guide 350 Chapter 7 Databases and Data Sources Searching in Tables and Form Documents In spreadsheets and documents in which form functions are used one can click the Find Record icon to open a dialogue to find any text and values Use the icon at the bottom of the form bar not the similar looking icon on the main toolbar on the left Searches may be in all data records or in all data fields Select whether the text must be at the beginning end or any location of the data field The and wildcards can also be used as in the Find and Replace dialogue Additional information about the database search function can be found in Help Searching With a Form Filter 1 Open a form 2 Switch on the design mode For exam
349. number directly as text enter an apostrophe first for example for years in column headings 1999 2000 and 2001 The apostrophe will be not visible in the cell as it only signals that the entry is text This can be useful when entering numbers such as a telephone number or ZIP code that begins with a zero 0 since a zero 0 at the start ofa sequence of digits is removed in normal number formats OpenOffice org User Guide 189 Chapter 4 Spreadsheets in Calc Numbers While numbers are displayed in various ways internally these always remain numeric For example 1 and 1 O are the same 0 3 00 c ji 9 96 oo gu t Enter the number 12345 6789 for example and the number will appear in the sheet with only two decimal places i e 12345 68 Nonetheless the exact number with all four decimal places is kept by the program Fractional numbers can also be entered in a cell and used for calculation 1 Enter O 1 5 ina cell 2 Press the Enter key and in the input line will be the value 0 2 This will be used for the calculation providing that the cell format is number Calc does recognize fractions and will automatically use 1 5 and display this However if 0 1 2 is entered AutoCorrect replaces the three characters 1 and 2 with a single character Likewise with 1 4 and 3 4 This replacement is defined in the Tools gt AutoCorrect AutoFormat gt Replace tab If multi digit fractions such as1 10 a
350. o flow with the text e g for small symbols which always appear in the margin accompanying a certain word in the text select To Character Or in flowing text the frame should move with the text as a character select As Character Select Paragraph to anchor a frame to a specific paragraph The type of anchor can also be specified from the context menu Alternatively click the Change Anchor icon in the Object bar to quickly change the anchor Defining a Frame Wrap Open the Frame dialogue context menu gt Frame to define the frame wrap and click the Wrap tab Select the desired wrap style and under Spacing define the spacing between the frame and text Finally select the option First Paragraph The First Paragraph field or the menu command in the context menu ensures that when a graphic is positioned between two paragraphs only the first paragraph wraps around the picture OpenOffice org User Guide 167 Chapter 3 Managing Text Documents With Writer Defining a Wrap Region Making a newsletter more attractive with objects or graphics is a goal that is easily achieved by having the text flow around an object Simply draw a Polygon using the Polygon icon in the Show Draw Functions floating toolbar Place the polygon over the text and assign the text the Wrap gt Contour with its context menu A wrap contour to 3D objects can also be defined Create a 3D object with OpenOffice org Draw copy it to the clipboard and paste it into th
351. o temporarily remove the current slide from the presentation without deleting it from the actual document A slide that is not shown in the presentation receives a name highlighted in gray Incorporating Slide Show Effects In the Slide View mode define transition effects to precede the display of each slide Click on the second slide once to select it 2 On the object bar under Transition select Automatic and enter the desired display time for the first slide for example 00 01 00 That means that the second slide will be displayed for one minute 3 Select a desired effect from the Effects list on the object bar 4 Click the small button to the left underneath the second slide to preview the selected effects 5 Save the presentation again using Ct r 1 8 or from File gt Save menu item Showing a Presentation By following the previous steps there is now a finished presentation ready for display To run it click the Slide Show icon on the main toolbar and the presentation will start automatically in default mode that is to say in full screen mode Click once with the mouse and the second slide will be displayed preceded by the defined transition effect After the last slide a black slide is displayed which means that the presentation is over End the presentation by pressing the Escape key The Escape key may also be used to stop the presentation before the end as necessary At this point more slides may be added
352. o the slide Transition using the two left list boxes In Drawing View choose Slide Show gt Slide Transition to bring up the dialogue in which slide transition effects are defined In the Slide Transition dialogue select the option Manual Transition which will switch from one slide to the next in the presentation on clicking the mouse or pressing the right arrow key Starting Presentations The easiest way to start a presentation is by clicking the Slide Show icon on the main toolbar or choose Slide Show gt Slide Show The on screen presentation starts immediately Presentation settings can be adjusted under Slide Show gt Slide Show Settings OpenOffice org User Guide 276 Chapter 5 Creating Presentations With Impress Slide Show E ustom dE SGT EN 1293321331 This dialogue also lets the user determine which slides to include in the presentation Select any other desired options and click OK OpenOffice org User Guide 277 Chapter 5 Creating Presentations With Impress Working with Connectors In addition to the individual frames connectors are important components of an organization chart because they help represent the relationships within the organization Impress provides a variety of connector types Click on the Connectors icon in the Main toolbar and a floating window with the available types appears Connectors Frames and connectors can be linked either from edge to edge or fr
353. ocument Inserting Paragraphs Before Tables at Start of Page Occasionally a table get inserted at the very beginning of a text document or immediately after a fixed page break and now text must be inserted before this table This is not difficult but how to do it can be puzzling Here s how 1 Place the cursor in the first cell of the table right at the start of any content in that cell 2 Press Enter which moves the table down a line 3 Place the cursor in this empty line 4 Press Delete to remove it from the table leaving space in which to type Formatting Tables in Text Documents A new table inserted into a text document can have the default format which means that the first row has the Paragraph Style Table Heading and all other rows will have the Table Contents Style Text entered in the first row will automatically be bolded and centered The section describes various formatting options that can be used to determine the overall appearance of a table With tables in text documents the first thing to note is that not all cells must be sized according to the general grid of rows and columns Easily merge neighboring cells into a single cell or split individual cells horizontally or vertically There are icons on the table object bar called Merge Cells and Split Cells which can be used or use Format gt Cells gt Merge This gives great flexibility in formatting any table In the Table Format dialogue decide on the
354. of a dBase database To do this choose File gt Save As then select the File Type dBase and the folder of the dBase database Check the data range in the OpenOffice org Calc spreadsheet and drag the area into a table container in the data source view The table container is the area on the left of the database explorer that is designated Tables see diagram An AutoPilot is started automatically DEA Ea e X mu ecom Sautter Ka Seerosrger Borges Mal 5tass Diet Esser Heirs Borges Mal Borges Mal Staas Diet Dangel Dar Exporting in CSV Text Format The current Calc spreadsheet can be exported in a text format which can be read by many other applications 1 Choose File gt Save as 2 In Save as type select the filter Text CSV 3 Enter a file name 4 Click Save OpenOffice org User Guide 346 Chapter 7 Databases and Data Sources 5 This opens the Export of text files dialogue in which to select the character set field delimiter and text delimiter 6 Click OK A warning informs users that only the active sheet was saved OpenOffice org User Guide 347 Chapter 7 Databases and Data Sources Database Tables This section describes how to create a new database table via the OpenOffice org design view Table Design Open the data source browser F4 Open a data source by clicking the plus sign in front of the name The tables container called Tables can now be seen Open the tab
355. of the function bar or in the input fields in the Find amp Replace dialogue press Shift Ctr1 s to pop up the Special Characters dialogue Inserting Protected Spaces Hyphens and Conditional Separators Non breaking spaces To prevent two words from being separated at the end of a line press the Ct r1 key while typing the space between the words This is important for example between a title and the person s name Non breaking hyphen An example of a non breaking hyphen would be in a company name such as A Z Obviously having A appear at the end ofa line and Z at the beginning of the next line is not usually desired To solve this problem press Shift Ctr1 minus sign In other words hold down the Shift and Ctrl keys and press the minus key Hyphen em dash and en dash To enter longer dashes add the character sequences and replacement under Tools gt AutoCorrect AutoFormat gt Replace NOTE There is a Replace dashes under the Options tab but be aware that this selection is for creating paragraph borders when a sequence of three hyphens or three equals signs are entered these are replaced by a single line border and a double line border respectively Here is a method to use 1 Open a text document and place the cursor in a convenient location 2 Use the Special Character dialogue to find the long em dash to use and insert it in the document Copy the character Open Tools gt AutoCorrect AutoFormat gt Rep
356. ogue shows how the current number will appear with a particular format 3 This dialogue also allows defining other attributes in addition to number formats which apply to the selected cells or cell contents For example font size and colour can be defined on the Font tab page vl Modifying the number of the decimal places displayed in a cell is sometimes required The easiest method is to use the Number Format Add Decimal Place or Number Format Delete Decimal Place icons on the object bar Dates 1 Likewise from the list of options the date and time can be formatted as desired The year in the date details is often stated as two digits Internally the year is managed by OpenOffice org as four digits so that in the calculation of difference from 1 1 99 to 1 1 01 the result will correctly be two years Tools gt Options gt OpenOffice org gt General defines up to which year a two digit year xx should be displayed as 20xx This means that if a date of 1 1 30 or higher is entered it will be treated internally as 1 1 1930 or higher All lower years apply to the next century So for example 1 1 20 is converted into 1 1 2020 OpenOffice org User Guide 198 Chapter 4 Spreadsheets in Calc Formatting Cells and Sheets The distinction between direct and Style formatting holds true for cells as well as for text documents e g A choice between applying a particular font size directly as direct formatting to a cell o
357. oice of transferring all or only selected records into the spreadsheet document To use this method log into the data source in Calc 1 Choose Tools gt Data Sources 2 The Data Source Administration dialogue opens 3 Click New Data Source 4 In the Database type field select dBase to log into a dBase database 5 Click the button OpenOffice org User Guide 222 Chapter 4 Spreadsheets in Calc 6 Select the folder containing the database file s in dof format 7 Click OK 8 In the Name field enter a name to be displayed for the data source 9 Click Apply 10 Click the Tables tab Put a check mark next to the names of the table s needed in the data source view 11 Click OK 12 Open the data source browser F4 13 Click onthe plus sign next to Tables to view the existing tables in the database 14 In a dBase database each dbf file in the directory is a table of its own 15 Click the name of the table The records are displayed in the data source browser a f 1E v X v es er td X Beles E 489 Adressen PREFIX FIRSTNAME LASTNAME TITLE COMPANY DEPARTMENT ADDRESS CITY STATEPROV POSTALCODE COUNT E 185 Bibliography 3 Fisher PTH TV 2345 Ist St Washing DC 20001 3456 Datenquelle 1 Brown Houseware Inc Controlling 123 Main Stre Kissimme FL 34742 2354 USA H El Verkn pfungen J i Clark ICM 5 35 Abfragen Motor Works L Sales 1234 Am
358. oing this OpenOffice org User Guide 34 Chapter 2 Working With OpenOffice org Creating a Letter Template With the AutoPilot If one is writing a personal letter the AutoPilot and standard AutoTexts are not essential but in formal business correspondence these aids can save a lot of time and make work much easier Note To produce a standard letter have a look at the supplied templates Simply press the shortcut keys Shift Ctr N or choose File gt New gt Templates and Documents Start the AutoPilot with the File gt AutoPilot gt Letter menu command AutoPilot Letter Select the letter template you want to create Business letter C personal letter Which layout do you prefer amp Modern C Classic C Decorative Help Cancel Next gt gt Create J Treat this section as a tutorial to using OpenOffice org Autopilot In order to get the most from the following it is recommended that one accept all the defaults provided without changing them and then print the result Of course one could click on the Create button immediately but as part of the tutorial process and to familiarize oneself with this function click Next on each dialogue page so that every page is seen at least once during the learning process Examine each of the AutoPilot pages while going through the process of creating a letter template Enter data or modify options on each page as necessary Each page allows modifications accord
359. olve an amount in excess of 100 currency units must be shown Here is one way 1 Set the cursor in the database range 2 Choose Data gt Filter gt Standard Filter to open the dialogue 3 Enter the following OpenOffice org User Guide 218 Chapter 4 Spreadsheets in Calc a Date gt 1 2 2000 AND Amount gt 100 In the dialogue the existing contents of the data fields in the pull down listes can be selected or an amount say100 can be entered directly Standard Filter x Filter criteria Operator Field name Condition Value Date o1 03 2000 Cancel none gt AND X amount 100 b Help If OK is clicked at this time only those records that meet all criteria are shown Select Data gt Filter Remove Filter to reset the view Displaying only records with a specific content is easily done with the aid of the AutoFilter 1 Place the cursor in the database range 2 Click on the AutoFilter icon on the main toolbar The column headers of the database range have now been given small buttons 3 Click on the button next to the Date field and select for example 1 2 00 Only records that contain this date will be shown On the main toolbar reset the view with the AutoFilter icon OpenOffice org User Guide 219 Chapter 4 Spreadsheets in Calc Grouping Database Ranges and Calculating Subtotals Assuming there is sample data that can be expanded and actually used for a bu
360. om middle to middle or a combination of both These possibilities are described below Edge to Edge Connectors Select the desired connector by clicking it and then drag it to the first frame A small symbol is displayed on every edge of the frame Put the mouse pointer on one of the symbols the symbol will be given a dashed line border Press the mouse button and drag the connector to the desired frame As soon as the mouse touches the frame symbols appear on each edge here as well Continue dragging the connector to the desired symbol that symbol also receives a small black border and release the mouse button When a frame that is connected to another frame is moved notice that the connector also changes position The actual connection line between the two frames remains the same so that for minor shifting of the frames the connector usually does not have to be edited With major frame movements however it is often necessary to reedit because the connector may shift to a different position To change the position of a connector simply click on it Small points appear at both the beginning and end of the connector If the cursor is rested on one of the points a small square appears next to the mouse pointer Press the mouse button and drag the beginning or end point to the desired frame OpenOffice org User Guide 278 Chapter 5 Creating Presentations With Impress Middle to Middle Connectors If a connector is sele
361. on may be password protected but this is not always necessary Once a password is assigned a password protection can only be removed by entering the correct password OpenOffice org User Guide 375 Chapter 9 Advanced Techniques Note Cell protection for cells setting the Protected attribute is only effective when the whole table is iprotected The default condition is that every cell receives the Protected attribute Thus in cells where the user may make changes the attribute must be removed selectively for those cells Once this is done then protect the whole table and save the document Turning on protection For cells Select cell range Choose Format gt Cells gt Cell Protection tab For spreadsheets Choose Tools gt Protect Document gt Sheet For documents Choose Tools gt Protect Document gt Document Enter and confirm a password of at least 5 characters Turning off protection For spreadsheets Choose Tools gt Protect Document gt Sheet For documents Choose Tools gt Protect Document Document Where a password has been assigned enter the correct password Protecting Sections in Writer Any section of a OpenOffice org Writer text document can be protected against changes with a password Turning on protection 1 Select the section 2 Choose Insert gt Section gt Section 3 Under Write protection mark the Protect and With password check boxes If the section already exists Format gt Sectio
362. on of some of the templates and sample documents that are part of the distribution Remember to examine other chapters in the guide for other important information on working in Writer Usage of menus windows floating toolbars et cetera is described in Chapter 1 Information about customizing the user interface of OpenOffice org working with data sources e g for form letters and about the revision marking function is contained in a separate chapter Advanced Techniques The OpenOffice org Writer Functions This section contains a brief overview of the functionality and capabilities of OpenOffice org Writer Writing Writer helps users to create all sorts of written documents One can produce personal letters form letters brochures faxes and even professional manuals Documents that are used often can be saved as templates for example an invoice form The spellcheck and thesaurus functions are at one s disposal If desired have the AutoCorrect and hyphenation functions active while typing There is no restriction to the length of a text document in OpenOffice org Use the Navigator to move around easily and quickly within the document OpenOffice org Writer comes with a variety of templates for almost every purpose Also users can create their own using the AutoPilot Designing and Structuring OpenOffice org offers a wide variety of options to design documents Use the Stylist to create assign and modify styles for p
363. one nanne e naia 82 WsaP KA C 83 Defining got odi i 84 Using AutoText n Networks n PSP RH IEPUR REM REOR URP LACHEN Spa Napia M FRE X NE TVAG uS 85 PADONE AWOTEX C 85 Zug Toe WHN C080 6 cl e oo ist Uis iui Ae neo UE OU SEO RERUM Eae eae OUR Idee d dried 86 Esbtepttong ua AGC OTIS CL s ee moriens omis HE RUD PNE HER PER RN Fe 86 EXOPSIE sitat duces ahaa boner E afe rl cdd ope nnus 86 Moving Text Drawing Lines rn rr Ix RUNE IY SORERR nsaan aaa aaia ara URS PER AVENUE rog rd 87 Inserting Editing and Linking Text PESIIES eoe roro rr tst CHER NDA FER PR CHER FUR VERI FER HIER 87 bps Tox PEDIS ao po ERE REO HUNE DM NENNEN MM 87 Editing Text PESHBES ceseiuserirrpae edite ptite iuass dise rini phe Un reer 88 Lintria Text EEHIMES oe est dde devienne druide aiana eiae onde ensi eo dO 88 Using oxi ANNAN oer e HI S HKRAR AS HORR EQUOS OH AES VOU IO ana POS EREM VERUM Eisa HERE KO ARMIN RE 90 leva ge I E sMES MR 93 Editing T xt With Font Worksafe a e anr a EEEN HODIE 94 Alemn Text WHUN EINES ROTE OLTRE 96 OpenOffice org User Guide viii Contents Alienne text ona Mee Fee Vite anaes one D TL EN Rn RHIAIN 96 Aligning text with straight lines sssessssessssessssetessttessetessstessetessstesssresssresssresssresssresssresssresseseseseseses 96 LUTEA CONOCER TEE 97 Jumping From One Object to Another in
364. ontext menu 5 Choose Format Cells 6 In the Cell Attributes dialogue click the Numbers tab OpenOffice org User Guide 215 Chapter 4 Spreadsheets in Calc 7 Choose a date format for Column A 8 Select column C by clicking on the column header 9 Apply a currency format Clicking the Number Format Currency icon on the object bar is sufficient Cell Attributes IHDLIGTIS Detia places E egstiyemumbersred LesdinG zeroes Tj IHGUScHGS separator eme ivl el X OpenOffice org User Guide 216 Chapter 4 Spreadsheets in Calc Defining Database Ranges 1 Select the three column area and define the selected area as a database range by choosing Data gt Define Range 2 The selected range already appears in the Define Database Range dialogue Be sure to mark the check box Contains column headers so that the first row is correctly taken into account This box becomes visible when the More button is clicked 3 Enter a name for the range 4 Close the dialogue with OK Define Database Range x Name OK Database Cancel Help _ o oe e EN Delete Range s5neett a 1 C 32000 Ex Options v Contains column headers Insert or delete cells Keep formatting Don t save imported data Source Operations The selected range is now defined as a database range which among other things means that the rows records can be conveniently
365. ontrol key Ct x1 and drag it there Changing the order of the icons on a bar is also simply done by dragging each icon to the new location while simultaneously pressing the Ctrl and Alt keys Note under Windows one only needs to use Alt OpenOffice org User Guide 9 Chapter 2 Working With OpenOffice org Some icons have small triangles to indicate that there are more functions available These are called floating toolbars When a long click is applied to these icons a new window opens giving access to all those features associated with that icon Short clicks deliver different behavior than a long click but give the same functionality OpenOffice org User Guide 10 Chapter 2 Working With OpenOffice org Using Floating Toolbars When editing a text document the Insert icon is at the top of the main toolbar Do a long click on this icon This opens a floating toolbar containing further icons ELI EB ex p Lud amp EB The user now has a few choices to make either to click the icon to activate the feature or to grab the window by its title bar and drag it away from the main toolbar while holding down the left mouse button Remember to first release the mouse button that was clicked to open the popup otherwise the title bar cannot be grabbed with the mouse Notice that the icon that was used previously is still there If one now clicks the Insert Graphics icon notice that this icon has replaced the origina
366. oosing File gt New gt Master Document or creating a master document from an existing document by choosing File gt Send gt Create Master Document Open a master document by choosing File gt New gt Master Document and the new master document is opened as an empty text document Providing that the Navigator is not docked and collapsed the Navigator opens immediately in global mode OpenOffice org User Guide 113 Chapter 3 Managing Text Documents With Writer The Navigator provides the functions needed for navigating and editing a master document Paragraph Style Heading 1 X Numbering Tbs Drop Caps Background Borders MEI Organizer Indents amp Spacing Alignment Text Flow Font Font Effects Position Hyphenation Automatically at Ghetacters at lineend at Ghoractersat line begn lo Timur no Gh consecutive tpnens Options IV Break page C Column Before After IV With Page Style right Page Page number 0 Don t separate lines v Keep with next paragraph Orphan control a lines widow control zi lines Cancel Help Reset Standard Double click a document in the Navigator to load it for editing Now the user can either enter text such as headings or insert subdocuments by clicking the icon Insert and choosing the desired entry Text or File A new document can also be inserted a by a long click on the icon to get the context list and sel
367. or background text Using the Stylist is an excellent method for managing the appearance the slides Here is a step by step procedure OpenOffice org User Guide 274 Chapter 5 Creating Presentations With Impress Open the Stylist by clicking the Stylist icon in the Function bar Click the Presentation Styles icon Select a background style and Open the Modify dialogue via the context menu 1 2 3 4 5 By modifying the Background Style all slides can be assigned the same background Click the corresponding slide tab and make any changes OpenOffice org User Guide 275 Chapter 5 Creating Presentations With Impress Creating a Slide Show In completing a slide show it is necessary to take a few additional steps to ensure a successful presentation Defining or Changing Slide Order To change the slide order click the Slide View ac icon above the vertical scroll bar In this mode all slides in the presentation document are displayed in reduced size Click the slide to be moved and drag it with the mouse to the desired position The position where the slide will be inserted is indicated by a vertical black bar Creating Cross Fade Effects To apply cross fade effects one must have Impress in the Slide View or Drawing View Effect Fy In From Left Medium Transition Semiaute E3 4 Slides d Click on the slide when in the Slide View mode Set the effect and transition period that is to apply t
368. or deleting captions A caption is normal text which is placed together with an object in a common frame Edit the caption text just like normal text Delete the caption text just like normal text Inserting an object in a number range Suppose the document contains illustrations as linked graphics and these are labeled in a number range called Illustration Now the user wants to add a drawing obtained with the drawing tools as a further illustration Extend the automatic number range Illustration as follows 1 Below the additional illustration insert a new line and apply the Paragraph Style Illustration 2 Open the Fields dialogue Pressing Ctr1 F2 is one way 3 On the Variables tab select the Type Number range Under Selection select Illustration 4 Click Insert 5 Close the dialogue box OpenOffice org User Guide 139 Chapter 3 Managing Text Documents With Writer If illustrations are moved with their captions by hand so that the sequence changes it may be necessary to update the numbers by pressing F9 Numbering Illustrations by Chapters Numbering illustrations by chapter so that illustrations are labeled Illustration 1 1 Illustration 1 2 etc inthe first chapter and Illustration 2 1 Illustration 2 2 etcetera in the second is often useful Here s how to proceed 1 1 Organize the document by chapters if this is not already done Select Tools gt Outline Number
369. or other attribute from the text object bar is needed the modifications apply only to the selected word A SEN n A Pressing the Ctrl Enter keys inserts a manual line break This shortcut only works directly in the cell not in the input line When text must break automatically at the right border of the cell proceed as follows 1 Select all cells in which the text should break at the right border 2 In Format gt Cell gt Alignment 3 Check the Line break field 4 Click OK Calculations are possible even in text For example enter text in cell A1 and more text in A2 In cell A3 insert the formula CONCATENATE A1 A2 which will concatenate the two texts in other words to string them together Numbers may also be entered in the Text format Format the desired cells as Text open the context menu of the cell by right clicking and choose Format Cells gt Category gt Numbers gt Text and enter numbers in the cells These will be interpreted as text The display of these numbers is left justified just like normal text however calculations with numbers in text format are not possible OpenOffice org User Guide 188 Chapter 4 Spreadsheets in Calc If normal numbers have first been entered in cells and the format of the cells has been later changed to Text these numbers remain normal numbers and will not be converted Only numbers entered later or numbers which are then edited become text numbers To enter a
370. ore possibilities Formatting Multiple Paragraphs In the work described above the same Paragraph Style Heading 1 was applied to each of several paragraphs The Stylist can save a lot of time on this task 1 In the Stylist select the Style that should be applied on multiple paragraphs by clicking the Style once 2 At the top of the Stylist click on the Fill Format Mode icon K The mouse pointer changes to a symbol indicating this mode as soon as it moves back into the document 3 Click once on every paragraph in the text to which to apply the selected Style 4 Finally to switch off this mode click the Fill Format Mode icon again or press the Escape key Changing a Style the Easy Way The section provides a scenario for making a style change quick and easy To start one has used the custom Style made in the previous sections to format a document with the new Head1 Style However later the user may decide that it would look better if the headings were spaced with slightly wider gaps between the letters The following gives the steps to making this change 1 Locate the longest heading formatted with the Head1 Style in the document and click three times in that heading to select the entire line 2 Make the desired changes To lock the character spacing use this method a choose Format gt Character or choose Character from the context menu for the selected line b In the Character dialogue click the Posit
371. orm background of the web page If there is a white background in the picture behind the product use the Eyedropper to replace the colour white with Transparent i e no colour and save and or export the image in a format that supports the transparency attribute such as GIF When using this method be sure that the illustration of the product itself does not contain any white parts since these would also become transparent just like the background To replace colours with the Eyedropper 1 Insert an image in a Bitmap format e g BMP GIF JPG TIG or in a metafile format like WME To do this choose Insert gt Graphics in Draw and Impress 2 Open the Eyedropper window by choosing Tools gt Eyedropper 3 In the Eyedropper window click the Eyedropper icon in the upper left hand corner The mouse pointer will turn into a special pointer with which one can indicate the colour to be replaced in the current document The colour box next to the eyedropper icon in the Eyedropper window displays the colour the mouse pointer is resting on OpenOffice org User Guide a A Chapter 6 Creating Drawings with Draw 4 Click the left mouse button when the colour is found which is to be replaced This colour will automatically be registered in the first of the four rows in the Eyedropper window 5 Now in the list box to the right in the same row select the new colour which should replace the selected colour in the whole bitmap image 6
372. ost important fields are the ones which determine where the different elements of the recipient s address are to be placed These fields have a direct connection to the database table which contains the address list A field will be inserted in the form letter for each data field such as name street city et cetera When printing Writer inserts the desired data fields in the fields from each record In most cases create the form letter template 1 File gt AutoPilot gt Letter to open the dialogue 2 Setup the template 3 Select the database containing the addresses for the form letter 4 Set the fields as directed by the AutoPilot OpenOffice org User Guide 158 Chapter 3 Managing Text Documents With Writer 5 With each dialogue select the features needed 6 Click Create to add this document to the templates and to open a Writer session to complete the body 7 If the body text will be used in the future use File gt Template gt Save and overwrite the initial instance of the template Having done this this template may be used for other form letters 1 Select Tools gt Mail Merge to start the process of creating a form document based on the template just created The letter based on this template will be displayed and already contain the fields for the address date sender et cetera 2 Choose From a template in the Mail Merge dialogue 3 Press F4 to open the data source for the current document 4 Select the
373. otnote dialogue When inserting a footnote using the icon footnote numbering is automatic The Insert Footnote dialogue on the other hand allows individual settings for the footnote Tips for Working with Footnotes Click in the text of a footnote to allow editing or modification Press PgUp to jump from the footnote area to the footnote anchor in the text Place the cursor in a document immediately before the footnote character of a previously inserted footnote to edit its properties and choose Edit gt Footnote or double click immediately before the footnote character When defining general settings applied automatically to footnotes in the document select Tools gt Footnotes to open the Footnote Settings dialogue Format footnotes with Page Setup by choosing Format gt Page gt Footnote In multicolumn pages the footnote is inserted in the column where the footnote anchor is located Users can also use the mouse to jump from the footnote anchor to the footnote The mouse pointer changes its appearance as soon as it is over the footnote anchor Spacing Between Footnotes If a bigger distance between the different footnotes or endnotes is wanted one can add an invisible white line as the lower border to the corresponding paragraph format Set the cursor in a footnote Open the Stylist Click on the footnote Paragraph Style to be modified 1 2 3 4 Open the context menu 5 Select Modify 6 On the Bo
374. ound the pivot point Dragging the middle points on the sides slants the object in relation to the opposite edge Click on the object once again to display the eight handles By double clicking within the object the handles change and the text cursor appears positioned in the middle of the object Text can now be entered which is automatically connected to the object Some interference may appear on screen Press Ctr1 Shift R to refresh the screen To resize an object simply click on one of the handles and drag until the object is the size needed OpenOffice org User Guide 290 Chapter 6 Creating Drawings with Draw Arranging and Aligning Objects Arranging Objects Where objects are overlapping and the position of the individual Arrange objects in the foreground or background must be changed use either the context menu commands or use the icons on the Arrange floating toolbar Click on the object which is to move either in front of or behind other objects Then click on one of the icons in the upper row of the Arrange floating toolbar for example to move the object completely to the back To position it directly behind another object click the Behind Object icon Then click on the object behind which the current object is to be positioned This effect will only be seen if the objects are presently overlapping or are moved to do so later Select two objects at the same time by holding down the Shift key and clickin
375. ount to not count a title page How do I offset the page count 404 What to do when your document prints or exports to pdf with blank pages after a page break 404 Public Documentation License Version 1 0 csccsscsscsscsssscsscsscsssscsscsccssssssscsccssssssssscscsasssseeoes 406 OpenOffice org User Guide xxvi Contents OpenOffice org User Guide xxvii Overview Overview This the OpenOffice org User s Guide attempts to provide answers to questions about working with OpenOffice org It is focused on OpenOffice org 1 1 x releases but it should be useful with 1 9 and 2 0 releases Differences between 1 1 x and these later releases are boxed In addition use of the OpenOffice org Help facility is also covered Through Help users can get detailed answers to all questions at any time by pressing F1 opening the Help menu or clicking the Help buttons More information on using OpenOffice org Help can be found in Chapter 1 Working with OpenOffice org Other sources of support are available through the users openoffice org mailing list OOforum via the Internet the OpenOffice org support newsgroups provided by gmane org and the latest news about OpenOffice org at www openoffice org Using the Guide This User s Guide is designed for users who are already familiar with the basic functions of their computer Where there are differences in certain functions between supported operating systems these d
376. ow is described in detail in OpenOffice org Help Selecting Hidden Objects To select an object that is completely covered by another object click on its position while holding down the A1t key Ifseveral objects are lying on top of one another every Alt click selects a different object lying in this position Hold down Shi ft as well to click through the objects in the reverse order Press the Tab key to select an object Press Tab again to select the next object Press Shift Tab to go through the objects in the reverse order Individual Presentations A slide show presents the slides in sequence from beginning to end To start presenting the slides in the presentation either click the Slide Show icon on the main toolbar or use the keyboard shortcut Ct r 14 F2 Presentations usually start with the first slide however to begin with the currently selected slide proceed as follows 1 Choose Tools gt Options gt Presentation gt General 2 In the area Starting the presentation check the Always with current slide box Other options permit the user to show only or to never show certain slides 1 To prevent display of a slide go to the Slide View for example by choosing View gt Master View gt Slides View select the slide and select Slide Show gt Show Hide Slide The name of the selected slide will now appear highlighted in gray meaning that the slide will not be shown 2 Choose Presentation gt Sho
377. ow show how to do this 1 Create a new Page Style 2 Apply the new Page Style 3 Edit the Page Style 4 Use the footer Paragraph Style to format page numbers Note Do not use the Offset box under Insert gt Fields gt Other gt Document tab to change the page number of a page The offset is only used for example at the end of a page to display the number of the next page i e to offset the display it does not change the page number itself The manually entered page number in contrast to the automatically numbered page numbers is an attribute of that particular page This property is set as direct formatting in the first paragraph of that page Create Page Styles 1 Open the document in which to enter or change the page numbers or begin with a new text document although users will need to first enter some text and page breaks to be able to follow the steps described here 2 Open the Stylist 2 3 Select the Page Styles view in the Stylist OpenOffice org User Guide 68 Chapter 3 Managing Text Documents With Writer MAO of Footnote HTML Index Left Page Right Page 4 Call up the context menu of one of the Page Styles and select the New command One will now see the Page Style dialogue with the Organizer tab page The cursor will be blinking in the Name text box in which to enter the name of the first new Page Style Organizer Page Background Header Footer Borders Columns Footnote Name
378. pear in the index enter it in the Entry field For example one could enter dictionary defining whereas only the word dictionary appears in the text To define all similar words in a text as entries select Insert Indexes and Tables gt Entry and check Apply to all similar texts To include the words in a separate index with a name of one s choice click on the New User defined Index icon in the Insert Index Entry dialogue This opensa dialogue in which to enter a name for the index This name later appears as the title of the index The title of an index can be changed without the content of the index changing OpenOffice org User Guide 100 Chapter 3 Managing Text Documents With Writer Editing or Deleting Index and Table Entries All defined index entries are shaded gray in the document for easy recognition but which is never be printed If display of the shaded entries on screen is unwanted switch the highlighting on or off using View gt Field Shadings Insert Index Entry F4 Selection Insert Index Close Entry e ist key x Help zna Key af Main entry di Apply to all similar texts Watch case Whole words only 1 To edit an entry place the cursor immediately before or inside it 2 Then choose Edit gt Index Entry 3 Alter the text in the Entry text box as needed 4 Click on the Delete button to delete this entry from the list If the displayed text of the entry
379. ph Style For example in this dialogue if the Font Weight checkbox is selected the program can find all words that have a heavier font than normal These could be words that have has the Bold attribute applied either through direct or indirect formatting or that have been highlighted with a font previously defined as a bold font such as ones containing the words Bold or Black in their name By default Find searches only for direct attributes However after searching for the attributes one may enable the Including Styles checkbox in the groups section of the Find amp Replace dialogue where Search for Styles was previously Then the search extends from the direct attributes we selected previously to include indirect attributes such as those set with styles OpenOffice org User Guide 38 Chapter 2 Working With OpenOffice org Searching for Special Formats By clicking the Format button one opens a dialogue from which to select the specific formats in the search For example if one has manually centered a few lines in the text find them using the options of Format in the Find amp Replace dialogue Now let s say that the found attribute must be replaced with another to do this take the following steps 1 Position the cursor in the Replace with field 2 Click the Format button 3 Choose the replacement attribute The chosen attributes are listed under the Search for and Replace with fields If no replacement is indicated for
380. ple open an empty text document and press F4 open the bibliography database table biblio in the data source view While pressing Shift Ctr1 drag a few column headers into the document so that the form fields are created there 3 Turn off the design mode To do this open the Form Functions floating toolbar and click the Design Mode on off icon so that it does not appear to be pressed 4 On the form toolbar click the Form based filters icon The current document is displayed with its inserted form functions as an empty edit mask At the bottom edge will be the filter bar 5 Enter the filter conditions into one or several fields When formulating filter conditions various operators and commands are available Apart from the relational operators there are SQL specific commands that query the content of database fields If these commands are used in the OpenOffice org syntax OpenOffice org automatically converts these into the corresponding SQL syntax SOL commands can also be entered directly The following tables give an overview of the operators and commands Operators Operator Meaning Condition is satisfied if equal to the content of the field is identical to the indicated expression The operator will not be displayed in the query fields If a value without any operator is entered the operator will be automatically adopted lt gt not equal to the content of the field does not correspond to the specified express
381. properties such as size colour of the surfaces colour of contours linked files associated actions when clicked and much more Any or all of the properties can be modified at any time Because of the vector technology objects can be rotated in any direction and have their size altered without unsightly step effects occurring on the edges Furthermore as all of the objects can be controlled individually they can be moved and overlapped as required Creating 3D Objects Draw does not restrict graphics to two dimensions Cubes spheres cylinders and other 3D objects can be created rotated at will and each object can be illuminated individually by means of various light sources These features together with default or freely defined colour gradients allow quick and easy creation of eye catching company and Internet presentations Manage Organization Charts OpenOffice org Draw is object oriented The objects could be rectangles for example containing text and linked to each other If rectangles are moved connectors will automatically follow This makes drawing and maintaining a company or departmental organizational chart much easier The connectors can also be freely placed at glue points which makes the creation of technical drawings with explanatory texts easier Drawing Make straight lines free lines bezier curves and other types of rectangles and geometrical figures in the usual ways The 3D functions can be used to create 3D obje
382. pter 3 Managing Text Documents With Writer CA Check Synchronize contents 6 Click on New Document 7 A new document is now created divided up as wanted only the top left label needs to be edited and when satisfied press Synchronize labels to make all labels appear the same This button is only visible if Synchronize contents is checked on the Options tab E c MEE qr Synchronize Labels a E Edit Fields Variables de E Type Selection Format EE x x xt 1 a Invitatic al nee Or Additional formats oa mo ra F z z 4 t D invisible Value m Jr imber Number 1 v xj eae Ah ya CSA T Sey on 8 Enter the desired text in the top left label and format the contents 9 Serial numbering can be applied by inserting a field 10 Place the cursor at the point where the number should appear 11 Press Ctr1 F2 or choose Insert Fields gt Other a In the Fields dialogue go to the Variables tab b Select the type Set variable if it is not already marked c In the Name box enter a name for the counting variable for example Number d To increment the variable from one label to the next by 1 enter the following formula in the Value text box Number 1 e Click Insert then close the Fields dialogue 12 Click Synchronize Labels 13 Now save and print the finished document Printing Address Labels When printing address stickers for form letters th
383. pty frame opened into which text can be added later Following these steps to create a frame If using existing text highlight the text for the frame then proceed as shown below 1 Long click the Insert icon on the main toolbar and open its floating toolbar g 24 18 12 6 amp 12 18 24 30 36 4 x 2 On the Insert floating toolbar press the mouse button on the Insert frame manually icon to open the column preview 3 In the preview move the mouse point to select the desired number of columns 4 With the crosshair cursor create a selection frame to define the new location and area for the paragraph Press the Escape key to cancel frame formation Any text that was highlighted is now automatically deleted from the normal continuous text and inserted into the text frame OpenOffice org User Guide 87 Chapter 3 Managing Text Documents With Writer Editing Text Frames Select a text frame by clicking on one of its edges Once selected a user can drag and drop to change its position by grabbing an edge and thus move the whole frame If one does the same action using one of the handles the size of the frame changes So dragging a handle on one of the sides enlarges or compresses the text frame in one direction only whereas dragging a corner handle enlarges or reduces it in two dimensions Right clicking within a selected frame popups the context menu Th options in this menu allow one to make further adjustments
384. pying Graphics From the Gallery Graphics dragged from the Gallery are inserted into a text spreadsheet or presentation document where they are dropped If the graphic is released directly on a draw object please note the following If it is moved by dragging without pressing any key no additional symbol appears next to the mouse pointer only the font attributes are copied from the graphic and applied to the draw object where the mouse button is released If it is copied by dragging while holding down the Ct x1 key a plus sign appears next to the mouse pointer the graphic is inserted as an object If a hyperlink is created by dragging while holding down Shift Ctr1 a linking arrow appears next to the mouse pointer the drawing object is replaced by the graphic from the Gallery however the position and size of the replaced draw object are retained Inserting Graphics From a Document in the Gallery Graphics from HTML pages and other similar sources can be placed in the Gallery by drag and drop OpenOffice org User Guide 365 Chapter 9 Advanced Techniques 1 Display the Gallery theme to which to add the graphic 2 Position the mouse pointer above the graphic without clicking 3 Ifthe mouse pointer changes to a hand symbol the graphic refers to a hyperlink In this case click the graphic while pressing the A1t key to select it without executing the respective link However if the mouse pointer does not change to
385. r clarity the windows listed counter clockwise are Insert floating toolbar Insert Fields submenu Insert Object floating toolbar Form Functions floating toolbar Draw Functions floating toolbar Navigation Window Navigator Window and Stylist Window Insert Formg Twos Window Help 855 86 26 Ritle alex 7 imed new oz 2 7 H v j 8 8 t mum AZE E poen E epe pne sor a er er pe o n por ope EMME ermas El aa 182 175 166 16 154 147 140 133 126 119 112 105 98 OF i F 238 231 224 217 210 203 196 To Page 1 1 Default 100 INSRT STD HYP OpenOffice org User Guide 43 Chapter 3 Managing Text Documents With Writer Entering and Formatting Text There is no prescribed sequence in which to work One can enter text and let us say underline it or italicize it while typing or choose to do this later Users can also decide whether or not to split a section of text into two columns immediately or to delay the action Text never has to be deleted and retyped simply because formatting needs changing Basically to edit text first select it and then choose the relevant command such as the one to format the text in italics There are several ways of selecting text for example using the arrow keys whilst holding down the Shift key or with the mouse whilst keeping the mouse button depressed Often there are different ways of choosing a command for example with a menu command with a toolbar icon or
386. r defining a Style to apply the desired font size Styles make particular sense for documents that are used extensively or are to be templates It does not make sense to use Styles for documents that are only printed and discarded Using AutoFormat for Tables A quick way to format a table or a cell range is offered by the Format AutoFormat function In a spreadsheet first select the cells to which to apply AutoFormatting including the column and row headers and any sum rows or columns At least 3x3 cells must be highlighted before this menu item is activated Then start the AutoFormat dialogue AutoFormat X Noth 6 7 8 21 Format OK Cancel Help Delete Currency Lavender Currency Turquoise Craw More gt gt PLP KE The preview shows an example of how each selected format in the Format panel will look Click OK to apply the format to the selected range in the spreadsheet A user format can also be set as an AutoFormat 1 Format a spreadsheet to as desired 2 Select the whole sheet e g by clicking the empty button in the top left corner above the first row header 3 Call up the AutoFormat dialogue and click Add A dialogue will appear in which to give the new format a name The format defined in this way can then be used in the future on other spreadsheets By choosing an appropriate background colour and a pattern for the cells in the sheet an eye appealing spreadsheet is created OpenOffic
387. r information on this type of configuration See http documentation openoffice org OpenOffice org User Guide 362 Chapter 8 Customizing OpenOffice org OpenOffice org User Guide 363 Chapter 9 Advanced Techniques Chapter 9 Advanced Techniques This contains topics of interest to advanced users of OpenOffice org including information on revision marking function redlining in Writer and Calc Copying and Moving Data Using Drag and Drop The easiest and often most intuitive way to copy and move data in OpenOffice org is by dragging and dropping with the mouse Dragging and Dropping Within a OpenOffice org Document There are many options for moving or copying objects using drag and drop Selected text text areas draw objects graphics buttons and other form functions hyperlinks table areas and many more can be moved with the mouse Pay attention when dragging using the mouse pointer The mouse pointer shows a plus sign when copying and an arrow when making a link or hyperlink Mouse Pointer Shape 3 Moving i Copying Ne Creating a link Pressing Ctrl or Shift Ctr1 when releasing the mouse button usually influences whether the item is copied moved or a link is created Drag objects out of the Navigator in the submenu of the Drag Mode icon specify whether to copy the object insert it as a link or insert it as a hyperlink Drag and drop operations in OpenOffice org can be cancelled at any time by pressing the Esc k
388. r message reads OpenOffice can not be started due to an error in accessing the OpenOffice org configuration data Please contact your system administrator The following internal error has occurred Get Storage No Content The reason this message often occurs is because there is a file called Common xcu that sometimes gets corrupted In most cases it seems that this file sometimes ends up being filled with Os and the problem seems to occur more often under Windows possibly as a result of a crash or improper exit while OpenOffice org was open Under Windows To locate this file under Windows it is easiest to use Windows Explorer s Find function sometimes called Search Multi user installations Where OpenOffice org is installed as multi user under Windows NT W2Kk XP this file is likely to be in a special system user directory Therefore having administrator rights and enabling the option to view system directories in Explorer is essential before using the Find function This particular file should be found in C Documents and Settings user Application Data OpenOffice orgl x x user registry data org openoffice Office Common xcu Where user is an actual user name Once the file is located simply rename the file for example to something like Common xcu old Now restart OpenOffice org a new Common xcu is created and the problem should have disappeared Single user installations Where OpenOffice org i
389. r renaming e g Sheet1 Open the context menu and choose the Rename command A dialogue box appears in which to enter a new name 2 3 4 Enter a new name for the sheet 5 click OK 6 Alternatively hold down the A1t key and click on any sheet name and enter the new name directly As an alternative this feature may or not work with the installed window manager Note The name of a sheet may consist only of letters and numbers Spaces are also permitted The name of a sheet is independent of the name of the spreadsheet Enter the spreadsheet name when saving it for the first time as a file The document can contain up to 256 individual sheets each of which can have different names OpenOffice org User Guide 184 Chapter 4 Spreadsheets in Calc Values and Formulas as Cell Contents Individual cells can contain text numbers dates or formulas Cell contents are very easily specified or modified and these may be updated at any time by recalculating the formulas with current data Values in spreadsheets mean numbers dates times and results of formulas Emphasize values by marking Value Highlighting in the View menu If desired check this option in Tools gt Options gt Spreadsheet gt View in which case this function will apply permanently for the current document and all documents created in the future other already existing documents retain their settings If this function is enabled numbers and dates are automati
390. r simply position the cursor in the top left cell of the target area 9 Select a calculation rule for determining how the values of the consolidation areas should be linked The sum function is the default setting 10 Click OK to consolidate the area OpenOffice org User Guide 228 Chapter 4 Spreadsheets in Calc If a new sheet independent from the source areas should not be created but retaining links to the source areas or consolidating areas in which the order of rows or columns varies is preferred click the More button in the Consolidate dialogue Consolidate X Function OK Sum v Cancel Consolidation areas Help 5heet3 A 1 E 10 Source data area undefined Ssheet3 A 1 E 10 mi Copy results to undefined Y sheett 4 14 E Consolidate by Options Row labels Link to source data _ oma EN R Column headers 1 Select Link to Source Data to insert only the formulas that generate the results in the target area rather than the actual results With linked data any values modified in the source area are automatically updated in the target area The corresponding cell references in the target area are inserted in consecutive rows which are automatically ordered and then hidden from view Only the final result based on the selected calculation rule is displayed 2 Under Consolidate by do the following a Select either Row Labels or Column Headers if t
391. r the background e Click OK f The next dialogue asks if the settings should apply to all slides or just to the current slide By answering Yes to the question Background settings for all slides the Background Presentation Style will be modified for the current master page and all slides with this Page Style will have the modified background Answering No means that only the background of the current slide is modified Modify the Presentation Styles in the Stylist by following these steps 1 Open the Stylist 2 Click the Presentation Styles icon je if it is not already selected to see all existing Styles of this type in the Stylist Select the Background Style Right click to open the context menu for this Style and choose Modify Choose the background for all slides with the current Page Style QN Un A W Click OK OpenOffice org User Guide 264 Chapter 5 Creating Presentations With Impress Note that this modification is only valid for the current presentation document Switching Page Styles The subordinate designs which make up the slide design determine the way an object looks including its background The slide design can also be called a Master Slide In Impress assign a different slide design to each slide as desired 1 Go to the slide that is to have a different Master page 2 Select Format gt Styles gt Slide Design to open the dialogue 3 Click Load to see the Load Sli
392. r to its plane by a certain amount into the third dimension 3D object can be rotated and edited via the 3D Effects window that is called up from the context menu a To create a 3D object by means of a rotation extrusion choose Modify gt Convert gt To 3D Rotation Object A polygon will be rotated 360 degrees around an axis into the third dimension By rotating a rectangle a little bit before converting it into a 3D rotation object a more striking object will be created While these examples showed conversion of only basic objects such as simple rectangles imagine how much can be done when converting complex objects For example drag a drawing from the Gallery to the page and convert it into a 3D object Draw positions the objects contained in the drawing in various 3D levels corresponding to their arrangement in 2D levels For example in 3D the stars from the European flag stand out vividly from the blue background of the flag Most objects can be converted to 3D OpenOffice org User Guide 300 Chapter 6 Creating Drawings with Draw Groups can be converted as long as they contain convertible objects Bitmaps will be laid as a texture over a rectangular object of adequate size Metafiles will be broken down into a group of polygons and then converted Draw objects with text on them display the text in raised form on their surface e g a rectangle which was double clicked and on which text was placed OpenO
393. rA Pr IER E aA NMR IR uw uU Fed Rd d ence ie File FOr ETIN OE ZUIL Gle format AIMS cssc vohis ana indo de se ranted tad asc Pas blvd C ar uod OpenOffice org XML file SEPUCDUEO easi necne ies oc o a reli ha eg PR REA I eR HIR d Dem pono di XME TOI ODE oid e Dried ire ista aaeei aeea uc UDIN RUNDE Sending Documents as E Mail ccisissecesasvincevssnsaccaninensivassvnsesissnncesnssivasssicosncabndvaesaiacsincadngoslasaaninaaaenazans Printing IN C Displayine Print POIDS otii bns reda iiia Geb ip buo bina Muti sete larna Reduced Printing of DOoSUIED D eicere to prr Pte IRR EUSES I EIU PINO EMI MIR MD EIFE Fita ev EU UE To print two pages beside one another on one sheet of paper Printing in Black quid WLtg is eec eei HK ER EUN OU RE RES ARE IER NR RENATA YR R NER URN AY P Printing text and graphics in black and white sse Printing in black and white in Impress and Draw seen Printing only text in black and white eee errare protestan haare nep boa etae p Reh eiae trenes Printing all text documents with black and white Text titres Printing the current text document with black and white text Pining BroCDUTES sosser eri dier etin D OR ilte una visis TRON eH HEURE BE Bor eo RTI eR ENS swede ape CRI OE ene Checking Mulbbnipl TERES cogi ie ER DEN PRENNE DN CNN NEM Ned Ming dur Pide M MM
394. ragraph Style Default dialogue 5 Select the Numbering tab 6 Uncheck Include this paragraph in line numbering As all Paragraph Styles are derived from the default Style no paragraph will be numbered unless a subordinate Paragraph Style exists and was modified accordingly 7 In the document highlight all the paragraphs that are to be numbered 8 Select Format gt Paragraph gt Numbering check the Include this paragraph in line numbering check box 9 Click OK when done OpenOffice org User Guide 118 Chapter 3 Managing Text Documents With Writer Tables in Text Tables and spreadsheets can be entered in text documents Choose either to insert a table or to import spreadsheets from Calc which one does by dragging and dropping from the sheet or from a data source view Inserting Tables There are a number of ways to insert tables in text documents Inserting an empty table using the mouse 1 Place the cursor at the position in the text where to insert the table 2 Point with the mouse to the Insert table icon on the Insert floating toolbar ERE 3 Press the mouse button and move the mouse down and to the right until the required numbers of rows and columns appear in the preview area under the icon 4 Release the mouse button To abort the process before releasing the button move the mouse up or to the left until the word Cancel appears in the preview area Inserting an empty table via the Insert menu or flo
395. rders tab page select a top and a bottom line and give them both the colour white 7 In the Spacing to contents area uncheck Synchronize OpenOffice org User Guide 150 Chapter 3 Managing Text Documents With Writer 8 Increase decrease the value of the upper or lower spacing 9 Click OK OpenOffice org User Guide 151 Chapter 3 Managing Text Documents With Writer Spellcheck Dictionaries Hyphenation Controlling the Spellcheck via dialogue Sometimes choosing Tools gt Spellcheck gt Check or pressing F7 in a document where there are no unknown words results in no dialogue appearing Therefore it is necessary that one enters a deliberately misspelled or unknown word Spellcheck English USA X Original sratement Ignore Word eu Ignore All Suggestions Always Replace AUtat GT ect sratement Thesaurus Language v English USA Options Dictionary soffice All z Add Backwards Unknown word Help Close aeg Normally the Spellcheck dialogue appears when called manually via the menu or by pressing F7 Selecting text before calling the dialogue and then checking the spelling only in the text that is selected can be an advantage The Spellcheck dialogue is described in detail in Help A manually initiated spellcheck always begins at the cursor position unless the text was selected in which case it begins at the beginning of the selected text and ends at its end When
396. re needed change the cell format to the fraction view Context menu of the Cell choose Format cells Fractions such as 12 31 or 12 32 may be entered however the fractions are automatically scaled down so that in the last example 3 8 is displayed Select other display options by choosing Format gt Cells All the defined formats are lists on the Numbers tab A preview shows how the result will look In this dialogue define personal formats that can then be applied to numbers or other content of a spreadsheets There are various ways to enter integers starting with a zero Enter the number as text The easiest way is to enter the number starting with an apostrophe for example 0987 The apostrophe will not be entered in the cell and the number will be formatted as text Because it is in text format no calculations are possible Format a cell with a number format such as 0000 This format can be assigned in the Format code box under Format gt Cells gt Numbers tab and defines the cell display as always put a zero first and then the integer having at least three places and filled with zeros at the left if less than three digits Entire columns with numbers in text format i e in the form of 000123 can be turned into real numbers again without zeros in front of them i e in the form of 123 as follows 1 Select the column in which the digits are found in text format Set the cell format in that column as Number
397. reak Help Style main Text Aegeeeeree ra ma WO epa AW re ane eiat 7 Choose Insert Manual Break The Insert Break dialogue appears 8 Select as Type the Page break option In the pull down list select the Main text Page Style which should be applied after this point Mark the Change page number check box and select the new page number 1 9 Now click OK Note For headers or footers to contain different contents on the right and left sides just uncheck the Same content left right check box under Format gt Page gt Footer OpenOffice org User Guide 71 Chapter 3 Managing Text Documents With Writer Under Format gt Page gt Page one can select the page layout mirrored This lets the user define an inner and an outer margin for the text The left and right pages of the main text often have different Page Styles so that for example the left pages have a header but the right ones do not There are already Left page and Right page Page Styles provided for use so use these instead of Main text The first page of the main text is page 1 and contains the Right page Style assign the Left page Style as the Next Style and vice versa These Styles can be assigned to the corresponding pages in the Stylist context menu with the Modify command On the Organizer tab page choose the Next Style Caution There is an active issue that inserts blank pages where one least expects them If this is a problem please u
398. rg Math formula that is sequentially numbered at the right page margin Choose Edit gt AutoText M AutoText x M Display remainder of name as suggestion while typing Insert Frederick Fexample Fexample Acme Cl Name Elegant with Name Shortcut ELE2 eee MS E Business Cards Work 3 Y2 x 2 14 ayer ayer Help Pagh ra Le Elegant only Compan TEER srede te Pej tite D 09 og AutoText v Elegant with Name without Slogan Modern only Company Modern with Name E Business Cards Work 3 1 2 x 2 Elegant only Company Elegant with Name Elegant with Name without Slogan x Categories Path dilda Save links relative to File system Internet M Show preview The AutoText dialogue contains a number of AutoTexts As can be seen AutoTexts can even contain graphics and tables Long click on the Edit AutoText icon on the main toolbar and select an AutoText category as shown below OpenOffice org User Guide 83 Chapter 3 Managing Text Documents With Writer Use the left mouse button to select the AutoText for insertion Upon releasing the mouse button the text is inserted in the text at the cursor position Note Use the AutoComplete function in a similar manner Directions for doing this function are found in Help Defining AutoText Write the desired text It may contain formatting and embedded graphics Select the text Now click briefly on the AutoTe
399. ries 1 Select several objects 2 Choose Shapes from the context menu In the submenu choose Merge Subtract or Intersect In the following illustrations the original shapes are shown on the left and the result on the right OpenOffice org User Guide 306 Chapter 6 Creating Drawings with Draw Shapes Merge Shapes Subtract All other polygons selected are subtracted from the undermost polygon This entails the other polygons first being merged and then subtracted from the polygon positioned under behind all the others Holes are taken into account Logically this operation corresponds to the following formula A gt Bl Bn The selected polygons are merged so that they make one object the surface of which is the sum of all the parts Boolean OR Shapes Intersect The selected polygons are joined into one single polygon that corresponds to the intersection area Boolean AND Only the area where all polygons overlap remains Choosing Shapes gt Subtract and Shapes gt Intersect also permits cutting parts out ofa bitmap The illustration below shows examples OpenOffice org User Guide 307 Chapter 6 Creating Drawings with Draw Graphic Objects in Drawings and Presentations Both Draw and Impress use a vector graphic format However pixel graphics or bitmap graphics may also be inserted into presentations or drawings and documents or certain sections of a document can be exported in a pixel gr
400. ription of the places in OpenOffice org where one can disable automatic corrections and re enable them ASCII Quotation marks are replaced with Custom Quotes 1 Open a text document 2 Choose Tools gt AutoCorrect AutoFormat 3 Click on the Custom Quotes tab Uncheck Replace Sentences always begin with a capital letter 1 Open a text document 2 Choose Tools gt AutoCorrect AutoFormat 3 Click on the Options tab Unmark Capitalize first letter of every sentence A word is replaced with another word 1 Open a text document 2 Choose Tools gt AutoCorrect AutoFormat 3 Click on the Replace tab Look for the word pair and delete it Three identical characters will become a whole line When three ofthe following characters gt are entered at the start of a new paragraph and Enter is pressed a page wide line of various thickness results 1 Open a text document 2 Choose Tools gt AutoCorrect AutoFormat 3 Go to the Options tab Uncheck the Apply border check box if this automatic conversion should no longer occur The line is a border of the previous paragraph Choose Format gt Paragraph to edit or delete it Automatic Spellcheck From within a text document click the AutoSpellcheck on off icon on the main toolbar All words marked as incorrect by the spellchecker will then be underlined in red OpenOffice org User Guide 81 Chapter 3 Managing Text Documents With Writer Click on words under
401. rnment or by a U S Government prime contractor or subcontractor at any tier then the Government rights in Documentation will be only as set forth in this Agreement this is in accordance with 48 CFR 227 7201 through 227 7202 4 for Department of Defense DOD acquisitions and with 48 CFR 2 101 and 12 212 for non DOD acquisitions 10 0 MISCELLANEOUS This License represents the complete agreement concerning the subject matter hereof If any provision of this License is held to be unenforceable such provision shall be reformed only to the extent necessary to make it enforceable This License shall be governed by California law excluding its conflict of law provisions With respect to disputes or any litigation relating to this License the losing party is responsible for costs including without limitation court costs and reasonable attorneys fees and expenses The application of the United Nations Convention on Contracts for the International Sale of Goods is expressly excluded Any law or regulation which provides that the language of a contract shall be construed against the drafter shall not apply to this License OpenOffice org User Guide Public Documentation License Version 1 0 Appendix Public Documentation License Notice The contents of this Documentation are subject to the Public Documentation License Version 1 0 the License you may only use this Documentation if you comply with the terms of this License A copy o
402. ro abc tdeo opens o Mu cca ere ep Ga 39 sive ETELA D NR MP 39 Exito Regular PXOUDESERORIE o com PN I UE 39 Chapter 3 Managing Text Documents With Writers enses meter entem r els itk PE Inde tied idi 41 The Ope Of ceorg Writer PUBODUDS us eire etis delitos dris diens ses etd ies ti en ER Ain au 41 br 4 Designing and ii nori Ecc scestinnsgcacvannseessnasivs sens tdeswausdzesinse eavteea a aeenasarebanttaechnnsduersonereeteansenieees 41 Desktop Publishing with OpenOffice org Writer sses ssssssssssessseessstessstessstessstessseessseessseeessesens 42 EI EAO EAE A E AEE 42 Creating TM NIETO 42 Ins rtmg OrapBitQg sooosen c iere i eR IEEE EDU GU RIUR ERREUR VENUE IN AGAR X REPREHEN PEE EA ERN PARI 42 Cu stomizable Programi DeL EPIO e eae OP HIRORHRISRIIFERIMGIRMU DUKE HOP M etiim vid inq 42 Dia g amp Drop e PEN 42 Extensive Help PUnQUbDb eeeeuo exes envonsnaav RE Phone cane seront PUpE CER INPPETSIK rid phis e Piin ultor ae eh ri 42 The OpenOffice org Writer Window ease it eebsienineta Fut pe eusde b d sabonner deba ask og do 43 Windows of OpenOffice org WEGE sce recte hER He PREISE P PES PE HIPH P Fen tI ed 43 Entering and Formatting M i RH 44 Eutgins NEW TER Locos ne eee et dubie diu itn en Ns 44 JE GODS HIEME TERES Gottes uuu tse Mu M IM IG LE ence nad 44 OpenOffice org User Guide V Contents iuc Died si HR EMO BAN NUMERORU
403. rrow button to move the highlighting to the left Click on Hyphenate to hyphenate the word at the highlighted place and the next word that could be hyphenated is displayed When the spellcheck recognizes the word the default hyphens are displayed as well Thesaurus The OpenOffice org thesaurus provides a means to look up words that may be used instead of the highlighted word Thesaurus English USA Ea Variations Search Language To make or become clear by the re Free from evil and corruption Free from dirt stain or impurities straighten Help gt Nat laid or obhccane spruce 1 Highlight the word in the text for which an alternative is desired from the thesaurus For example the word clean 2 Select Tools gt Thesaurus or press Ctr1 F7 OpenOffice org User Guide 155 Chapter 3 Managing Text Documents With Writer 3 In the dialogue which then appears scroll down the two lower list boxes until a suitable word is found If the dialogue is closed by clicking on OK the selected word is replaced by the word in the Replace field Note Not all languages have a thesaurus to accompany an installed dictionary When looking for alternatives for a word in another language for which a thesaurus is installed for example an English word 1 Select the word in the text 2 call up the thesaurus 3 Click on the Language button to switch to English UK or English US in order to select
404. rs The filter conditions that are set appear in the Filter Navigator As soon as a filter is set at the bottom of the Filter Navigator notice a blank filter level in which Or can be selected by clicking on it Once the blank filter level is selected enter other filter conditions in the form These conditions are linked by Boolean OR to the previously defined conditions The context menu can be called for every entry in the Filter Navigator Edit the filter conditions in this area directly as text In addition users can also select the filter conditions SQL Is Null or SQL Is not Null to check ifa field has content or not It is also possible to delete the entry by using the context menu Filter conditions can also be moved within a form in the Filter Navigator by Drag amp Drop or copy them by holding down the Ct r1 Key OpenOffice org User Guide 354 Chapter 7 Databases and Data Sources While designing a form set the Filter proposal property for each text box in the Data tab of the corresponding Properties dialogue These fields allow subsequent searches in the filter mode selections via a pull down list all the summarized information contained in such fields The field contents can also be easily selected using the AutoComplete function Please note however that this function requires a lot of memory space especially when used in large databases and should therefore be used sparingly OpenOffice org User Guide 355 Ch
405. rting controls in a text form When a text form linked to a database is created one can generate controls by drag and drop from the data source view When a database column is dragged into the text document a field is inserted By holding down Shift 4Ctrl while dragging a text field is inserted grouped with an appropriate label field The text field already contains all the database information that is needed for the form OpenOffice org User Guide 368 Chapter 9 Advanced Techniques Copying Sheet Areas to Text Documents 1 Open both the text document and the spreadsheet 2 Select the sheet area to copy 3 Point to the selected area and press the mouse button Keep the mouse button pressed for a moment then drag the area into the text document If the documents are not visible next to each other first drag the mouse pointer to the destination document button Continue to hold down the mouse button The document addressed in this way is displayed and the mouse pointer can be moved within the document 4 Once the cursor is located in the place where to insert the sheet area release the mouse button The sheet area is inserted as an OLE object Select and edit this OLE object at any time a To edit the OLE object simply double click on it Alternatively select the object and choose Edit gt Object gt Edit or choose Edit from the context menu The object can be edited in its own frame within the text document but the icons
406. s by light blue lines The page breaks line breaks and column breaks are marked as black lines 4 The blue page break lines can be moved using the mouse Look for further options in the Context menu including adding an additional print range removing the scaling and inserting additional manual line and column breaks OpenOffice org User Guide 239 Chapter 4 Spreadsheets in Calc Printing Sheets in Landscape Format In order to print a sheet use one of the number of interactive options available under View gt Page Break Preview To make a hard copy in landscape format proceed as follows 1 Go to the sheet for printing 2 Select Format gt Page This command is not visible if the sheet has been opened with write protection on In that case click the Edit file icon on the function bar Select the Page tab Select the Landscape paper format Click OK QN tn d W Choose File gt Print to open the Print dialogue Depending on the printer driver and the operating system it may be necessary to click the Properties button and to change the printer to landscape there In the Print dialogue under Print range select the pages to be printed All All sheets will be printed Pages gt Enter the pages to be printed The pages will also be numbered from the first sheet onwards If one sees in the Page Break Preview that sheet1 will be printed on 4 pages and only the first two pages of sheet2 enter 5 6 here
407. s depending on the operating system Database type Meaning Adabas A slightly scaled down version of the well known relational database system Adabas is installed with its own setup program See http www softwareag com adabasd JDBC Link to databases contacted via a JDBC driver ODBC Link to databases contacted via an ODBC driver dBase files can be edited directly with the driver for direct access in the file system ADO Link to databases contacted via the ADO driver Text Register text files such as comma separated CSV files read only Spreadsheet One can register OpenOffice org Calc and MS Excel spreadsheets read only Address Book This address book driver allows the user to register the system address book or another address book source read only It also ensures that data fields are correctly assigned to the templates provided with OpenOffice org in form letters for example OpenOffice org User Guide 340 Chapter 7 Databases and Data Sources How to register a new data source of a particular database type is explained in Help Use the data source icon on the Main Toolbar or select View gt Data Sources to view and if necessary edit the data sources via spreadsheets and queries At the upper edge is a window which can be shown or hidden moved around and or docked to another edge In the Data Sources view on the left is the Data Sources Explorer and on the right the table vi
408. s Pi Cell wo 322 3D Effects Shadidp A 322 CRESCE MIU EM E SET 323 3D Effects Textures and Material 1 osi ner PR RH PX HYPER HU NH HS A FERRE 323 Designing 3D Objects From Font Characters eese 324 ial E eee 324 AA as UE eo ossis metu ease hes eee el eas et eee d 325 I RS E E E E veer nrne nrertiry tees ere ere 326 Fourth SS BER ccetick n c AMANTE AUR anes KR REN NESE EA RAEE AN AR 328 Pith 0s RO cm 329 UT Res M 331 Mechanical or Construction Drawings eese eterne tentent tete tnte tentent treten 332 Lig m Constuction PB se ao eeunas aa a nnn tU UNI EE 333 Using Sjap Lines ouis opener er Head rd Ud o REB RP REA HR HEU RH ERR ed 337 Usine Dimiension LIC QOOQOE TES 337 Working With Multiple Laygtg uioscsesoe ek tnt res exert ev ere ko SEU IHR NR HK ERIGIR DOES pe e Saanaa MA Rue 338 Usine Onecolonr BEELHVEE eee oa PIT IEREUMOISBE EE eee 338 Chapter T Databases uod Data SONTEGS p anena en SERIEM GRUND UN NINE EUM E UE 340 Registering a Data OUR es erscenimai mii atte roan isnweasnersin es perER pierna PUDE FO DIU b tU PROP E EM Ep SALVARE 340 PUTTS SSE ONS uud pasear de dide uin d dias pna adc daa an benno tu idet pU 342 Registering an AddressBook iuusiseeieeh eere ere HR PEE PRS PH ERER HE E HESS ipase re E Rosa 342 Using the AutoPilot to import an AddressBook essent 342 Manually Register
409. s Ser bte rib opere pe pps 201 Formatting NDS tra Spreads co nio ERR RIP do o UR IU I RUD ne no ee ARA 201 Formatting Borders and Backgrounds for Cells and Pages sss 201 Addressing RN LC TT TT 202 Addresses and References Absolute and Relative sse 202 Te Address E Lou asnzs Rd aand satiana toad oce das abicere india a QR 202 Absolute FACTS SSN Lusso rises bd es doi taba ut als e a hes i vida 202 When to Use Relative and Absolute References sseeeeeeeettn 202 Addressinp Do NAME Lo quoti dir Dow ener ee enone nO unde acer nee isto becas GEO 204 Recognizing Names as Acres gain s s cesssssvcsansincevscosnsenncssnnsisassvassinssnncesosvinncssneosnaabninievibnsvasaenieaes 204 A DRAN ASIE C O 205 R fere cine a Clin Another DOCUMEN ober eee rene obse sette ap Uus 206 Using References in POIDS eoe io ec sts ur estiva EOi spei ta ata M boa ER RE CUP OE p RS inf ee oras DE 207 References to Oiber DESI ao ou REHAB REMO E NE 208 LUTTA TS a CT M 210 Editing Chart THES idee ke abso radi deos gemi desidia ecd idi eode dori ria dri c db Saa aaie 213 Editing Chart Legends niies EH RH ACH POENI EARUM RH DE PRELO LUE e eed nn 213 Adding Texture to Chart Bars sesieee eicere tton pertes tivi roe neris Ren oes oe eese Ve VERE pd PRI E 214 Editing C Ax Bener re HD RD Na URDU QU pss qu
410. s a whole paragraph Additional attributes are available in the Format gt Page dialogue in the tab Header Selecting the Header tab permits defining a document header for the first time Mark Header on When the dialogue is closed by clicking on OK a header is created which can then be filled out in the document Click the More button on the Header tab to choose additional settings for the border and background of a header Border Background X Borders Background Line arrangement line Spacing to contents left oom Right oom Top oom Bottom oom IV Synchronize a fo fo fe cm Shadow style Position UiStance Color Gray X OpenOffice org User Guide 148 Chapter 3 Managing Text Documents With Writer Drawa line under the header by going to the Borders tab Under Line arrangement click between the two lower angle marks at the bottom of the rectangle This tab page can also be used to define the style of the line and the distance between the header text and the line Footnotes and Endnotes Footnotes in a text document can be displayed at the bottom of a page or column where there is more than one column or at the end of a document The settings are defined by choosing Tools gt Footnotes The following information is also valid for endnotes Endnotes are footnotes that appear collectively at the end of a document instead of at the foot of each page One can j
411. s and Configuring OpenOffice org for Faxing To send a fax directly from OpenOffice org both a fax modem and a fax driver that allows applications to communicate with the fax modem must be installed as they would with a printer Sending a Fax via dialogue Print the current document with the fax machine as a printer 1 Open the Print dialogue by choosing File gt Print and select the fax driver in the Name pull down list 2 Clicking OK opens the dialogue of the fax driver where one enters the fax recipient Configuring OpenOffice org for Faxing via Icon OpenOffice org can be configured for faxing such a way that a single click on an icon is sufficient to send a fax 1 Choose Tools gt Options gt Text Document gt Print 2 Select the installed fax driver from the Fax pull down list 3 Click OK 4 Open the context menu on the function bar and click Visible Buttons to see a list of immediately configurable buttons for this toolbar All buttons that are currently visible have a check mark 5 In the context menu click to mark the Send Standard Fax button The button is now visible on the function bar By clicking on it the fax driver entered in step 2 is activated to send the current document OpenOffice org User Guide 361 Chapter 8 Customizing OpenOffice org Further Information OpenOffice org can be configured in other ways However these require programming skills that are beyond the scope of this document Fo
412. s and columns can also be modified either in the table directly or with the aid of the rulers If the mouse pointer is rested on a vertical dividing line in the table the pointer appears as a separator symbol and one can simply drag the dividing line to the desired position The user may need to click once outside the table before this procedure will work The dividing lines on the ruler can be moved in the same way When the keyboard is used to enlarge and reduce a table always hold down the A1t key while pressing one of the four arrow keys The current column or row is enlarged or reduced by whatever amount is set under Tools Options gt Text Document gt Table gt Keyboard handling Rows and columns are handled separately The current row or column is enlarged or reduced at its right hand or lower edge If ones presses the Shift key as well as Alt the left hand or upper edge will be moved Here are two examples that expect that the cursor is set somewhere in the middle of a medium to large text table 1 Hold down the Alt key and press the right arrow key The current column is expanded by the amount specified Tools gt Options gt Text Document gt Table The left edge of the column remains fixed while the right edge moves OpenOffice org User Guide 135 Chapter 3 Managing Text Documents With Writer 2 Now hold down the A1t key together with the Shift key and press the right arrow key The right edge will remain fixed whi
413. s caeweaveussposseesaronnscnatnd enzenosntasevens sasssesavusaposcecnanandionovoe 292 Potige TERG T 293 Normal Eo cT aaaa 293 donas RU ERIT Tc 293 eio e e HQ 294 Converting Text Loo del p T 294 OpenOffice org User Guide xix Contents Draws Pditin and CORDE EUTE oio USE ee eee eee eens 295 ra puniNuuc E 295 RITU RE NIC MSN ES RA 295 Editing CU Vesp rn APARATO VUN AE PEE EM AFU RH OS PUN KD RIBERA o Rede ERN MS uw ann 296 Vectonizing BOADE assieta e KO RA nodos iae or C UR 297 Converting Text Characters to UOUFVES oes ot omen a br aw D lA PR LA EA dua 298 Converting do Curves Polygons 33e en dep erra etui id es aaa n deis ta 299 Avarkute Wt EDO ses ener ner Kota lah alo ac t eis hu t Ea 302 Dunplicabag CDIBODS soe nop Pu bU p as AH wiih ERA Vu AR HR FUE ELA S EUN EU aaia 302 Cross Fading Between TWO CORRER cie boda bubo usd bns et re verre eee oreo 303 Grouping ODDO oss e Pa EROR HR UR TIU EHON UR AR REMO PK PUR PERRO ER PERRO ERR a AA 304 Entering EIC ORO e 304 RP 26 8 01 2 NE E 304 Navigating Between Objects ofa QEOUpL aie pecoris eror har RH REEF emt R SUR Du EE Ra ERA ERES ipa 305 Coraline Objects sad Constmetine SDapiesi ioa ERROR RENI ME M UMlE 306 Combinimg ODISQU uss metet EEEE 306 C OfristEab Shapes eco geri necesite nn dnd ulta et iiaiai 306 Shapes
414. s installed for a single user this file is likely to be in C Program Files OpenOffice orgl x x user registry data org openoffice Office Com mon xcu However if the OS is NT W2k XP this file could still be in a special system user directory Therefore having administrator rights and enabling the option to view system directories in Explorer is essential before using the Find function For Windows 95 98 ME the location should be as mentioned above Again once the file is located simply rename the file for example to something like Common xcu old Now restart OpenOffice org a new Common xcu is created and the problem should have disappeared OpenOffice org User Guide 402 Chapter 12 Troubleshooting Common Problems UNIX systems The default location of this file under a UNIX installation single or multi user is HOME OpenOffice orgl x x user registry data org openoffice Office Common xcu where HOME is the user s home directory As above simply rename the file for example to something like Common xcu old and restart OpenOffice org A new Common xcu is created and the problem should have disappeared Outline numbering is not retained after a save This is issue 27534 which is fixed in release 1 1 4 However in documents generated by OpenOffice org1 1 0 up to 1 1 3 one must employ a workaround to achieve expected behaviour The problem is that a line in settings xm1 is being set incorrectly when a docume
415. s to achieve a goal Note A list of functions is available from Help gt Contents gt Index gt Search term gt function list Calc 1 Enter a formula e g 4 5 or A3 A4 100 in a cell 2 Press the Enter key 3 The result of the calculation appears in the cell However functions can also be entered in a formula An example could be SIN 1 which will give a result of sine of one rounded to two decimal places 1 Calc has several other functions too and additional functions can be added using StarBasic or AddIns Help has a section outlining how to do this In most cases though the standard functions provided in the program are sufficient for most requirements The function with the Syntax CONVERT arguments is shown here as an example that will convert a sum of USS 100 into Euros by entering the following formula in a cell CONVERT 100 USD EUR The result will be the number of Euros per 100 US dollars The value for conversion is always stated first within the parentheses It can be entered directly as shown or by reference If the amount is for example in cell D2 enter D2 in the formula as the first part of the function The remaining parameters of the function name the unit of the amount and the unit into which it is to be converted All three parts of the function are separated from each other by semicolons Thus using the formula conveRT 50 EUR USD displays the number of US dollars that
416. sdbuon i uva 283 Modifying Object SiZ O 283 Creating Additonal EG sssi tisina na opera sad uude eo es rada in fei d bp 283 Changing Font and Font USE iae inia Pinto eh seh ribs boum rri 283 Modifying Colotis oie aac vals ha MAA Gea LO DEN OR cu aA EU DR S DOR E udi 283 Chapter 6 gt Creatme Drawings WIA DEA Winih tisbube dos np ied lea tulum cidit ete 285 OpenOfficeorg Draw PUDQUORIS usiise sert prp PER PARI H RR EYE HS sicas AES HURS POR XH PEDE PEERS ee nds 285 Creating and Publishing Vector Graphics esee 285 Crating s DOBJE Oe NR OE ESTEE 285 Manage Organization CIOfEo eoe o amico iq OP bn Ri oe M Xi eit eee arena 285 BLUE o a PC oP MEUM MEINEN MM eee eres 285 ngo M 286 utu D Hr Tc OCCORRE 286 lusu T 286 The OpenOffice org Draw WISQM euis enisi nea siden oan etre retta et tras sientan testers ern herasnteneeas 287 Toolbars and Windows in OpenOffice org DER roce ERE RIP eto URINE QU RUP I D dde 287 Drawing Rectangles and Ellipses and Entering Text sees 288 Rotating and Resiriti ODIGeUS siiis rte osaoitlens ertet tein esti eos unde n iei 290 Arranging and Aligning ODJGOts o eene n ak ex peo saines HERE EE EG DX ERI Eisra naai Sanesi d ideede 291 Vai ront e BICI 0 TC A 291 Apone CDN eco eii dn RN MD CAEN DNE DE ND EE 291 Drawing Sectors and SOBIBIENIS s cesasisansarstea
417. se the workaround at page 404 Editing Page Styles The new Main text Page Style can have a page number in the middle of the footer To make is so do the following Select Main Text in the Stylist right click to open the context menu and select Modify The paragraph Style dialogue window and display the definitions for Main Text Click the Footer tab Check the Footer on box Click OK which places an empty footer on the document page Click the mouse cursor in it to enter data M ON ta A U N Choose Insert gt Field gt Page Number If View gt Field gt Shadings is enabled the page number appears in a gray field otherwise with no shading 8 To have Page precede the page number place the cursor in front of the field and enter Page 9 Click the Center icon on the object bar to center the current paragraph 10 The appearance of the footer and its contents are now defined Page Breaks as Paragraph Formats In the first paragraph of the main text direct paragraph formatting was automatically applied determining that the text automatically begins on the new Page 1 This will also apply if no text exists after the manual break on the new page To check this for the first paragraph after the manual break choose Paragraph from the context menu not Edit Paragraph Style since this is a direct formatting attribute for a paragraph OpenOffice org User Guide 72 Chapter 3 Managing Text Do
418. section Calling the Sample Macros clicking the Edit button instead of the Run button in the last step 2 The Basic IDE appears This is where one can view and edit the program code The following illustration shows a self defined program code File Edit Yew Tools Window Help e mipcmua x86 m sof fice Standard Ge PAP nh areooco igGl REM w BASIC od n n unction Vol L1 L2 L2 im iVol as Long ol iVol nd Function Goffice Standard Module amp lniz Col13 INSRT Instructions on how to use the Basic IDE can be found in Help gt Contents gt Macros and Programming gt General Information and User Interface Usage gt OpenOffice org Basic IDE OpenOffice org User Guide 387 Chapter 10 Introducing OpenOffice org Basic and Macros The Sample Macros The following sample macros are in the Gimmicks module AutoText This macro opens an empty Writer document and inserts a table in which the names of all the AutoTexts are listed One can print the document to have a handy list of the available AutoTexts ChangeAllChars Use this macro in a text document to replace all text and numbers with the characters x and X This can be helpful for example if the document is to be used as a template but the original text is not to be legible If one edits this macro other replacement characters can be defined in the program code GetTexts This macro carries out a search in the a
419. section name and choose Edit 1 2 3 4 Select all of the sections in the Section list and then click Remove 5 Click OK 6 Choose the command File gt Export and select the normal OpenOffice org Writer text format swx in the list box File type Printing a master document with all subdocuments texts and indexes is the same as printing any other OpenOffice org document Simply use the print direct icon on the Function bar or via File gt Print dialogue To check if a link exists for a single subdocument or all subdocuments position the mouse pointer in the Navigator on the corresponding entry The path information for the original document appears in a small popup window Should the file is no longer be found at the original path a warning File not found is shown along with the original path and the entry is displayed in red in the Navigator OpenOffice org User Guide 115 Chapter 3 Managing Text Documents With Writer Importing Lists From Other Text Programs Word processors internally organize bulleted and numbered lists in a unique manner such as using special fonts or graphics that may not be available in OpenOffice org So should OpenOffice org import foreign text and present this information incorrectly use the following steps to overcome these import problems 1 Import the document from the other application File gt Open and then the Files of type list box Where bullets are not applied correctly use the
420. some other way Changes can also be filtered by the descriptions Wildcards as with regular expressions in the Find amp Replace dialog are permitted when entering the filter Text document changes that have not yet been accepted are displayed in the list Changes that have been accepted are removed from the list and appear in the text without any further marking Spreadsheet changes that have been accepted are combined in the list in a single entry so that one can continue to see which changes have already been accepted colour coded entries inform the user about the result of the filter that is set Entries in black can be accepted or rejected and match the filter criteria Entries in blue do not themselves match the filter criteria but have subentries that are included by the filter Grayed entries cannot be accepted or rejected and do not match the filter criterion Green entries do match the filter but in spite of this cannot be accepted or rejected OpenOffice org User Guide 372 Chapter 9 Advanced Techniques Comparing Versions of a Document Perhaps one of the authors who received a copy of the document made changes but did not record them by choosing Edit gt Changes gt Record Nonetheless the delivered copy of the document can be compared with the original document 1 Open the original document and then choose Edit gt Compare Document 2 From the file selection dialogue select the copy of the document 3 Confirm t
421. ssed and packed using ZIP Use an unpacking program such as WinZip on Windows or unzip on NIX to unpack the contents of an XML file The structure is similar to the following illustration Archive example sxw Length Method Size Ratio Date Time CRC 32 Name 30 Stored 30 0 00 05 15 04 5325 3931a5el mimetype 4260 Stored 4260 0 00 05 15 04 5 25 al0af03b Pictures 100010DA222DD884 gif 9022 Defl N 2147 76 00 05 15 04 5225 cd8d5105 content xml 2447 Defl N 954 61 00 05 15 04 5 25 08c57cab Basic AutoPilot Create xml 1586 Defl N 642 60 00 05 15 04 5 25 55c931dc Basic AutoPilot Save xml 389 Defl N 223 43 00 05 15 04 5 25 75648953 Basic AutoPilot script lb xml 287 Defl N 193 33 00 05 15 04 5325 528021b8 Basic Standard script lb xml 405 Defl N 225 44 00 05 15 04 5 25 95c3869e Basic script lc xml 59152 Defl N 5041 92 00 05 15 04 5 25 e86699c4 styles xml 1381 Stored 1381 0 00 05 15 04 5 25 70e3c0fc meta xml 6841 Def1 N 1230 82 00 05 15 04 5 25 0d922df6 settings xml 1602 Defl N 349 78 00 05 15 04 5 25 8e61970e META INF manifest xml 87402 16675 81 00 12 files Note Under Windows output should be similar to the above The text content of the document is located in content xml This file can be viewed with for example a pure text editor By default content xml is stored without indents or any other type of formatting so that the time needed for saving and opening is minimized By selecting Tools gt Options
422. ssesoaersn cresta tete otn ehh recen bna on td ane Inserting a Draw object in a text documefit uu oer eenenintoh t estable tiri eren Retired asia ed Inserting a Draw object in a Spreddsbeet sascese eoi era iere aee ee rr iaa Ra Ree UI de Drag and Drop With the Data Source VIV ste debe Ua irl es rt Ubros dra easds Usine data mia text JOCU esser REIHE EORR ABO UEM EERER A PUR PI RE eiaa iasta Applying data to a table document s ssssssseseeeeeetetetttntetetttnt ttn tnn tnna Toserting ntrols ina txt IRE TE Copying Sheet Areas to Text Documents se sssesssesssesseesseesstesstesseesstesstosstestesseesstesstesstessesesesesses Inserting Data Froni SCORE as Lo Ht E a RnR u REREN ANR URN RUNAR NM ME Inserting Data Prom Text DOGQUIEDIS acerrimi edel o e e nde rk Enan Rea eeu Copying Test Using Drag and D OD oeuvre rnc biete estne tuendi cdd Revisi n Marking Pies 2 33s oe eral aeo ENERO eaa n bL pH HE PR SH RIA Recording and Displaying Chan ges i sssssicscssacsvesssssessssssscosnsnssaconssssencnnasneeasonsseesusossensnnesnosansansan Accepting or Rejecting C DO Essonne ipeo RUND Sen i quitte a en UR IRAM dra Comparing Versions of a DOCHUIGDL o sine P UR RO I PB ie b HER Fe PRA ioavaeaedans Merging VOIE PB a uestrum dtes orders atiende actui vb epe vnus Recording Changes renra reS Cri a Ere EEEREN Pride kv EU ex deans Fe cub vw eats Ee tip Ea oua Load GERUNT SN Lue eec onse e va case evens sas map ODIUM ION IM HP EN NR M
423. sted words one of which may be clicked to select it The suggested word then replaces the word underlined in red If a wrongly typed word using the AutoCorrect function is replaced in the context menu the word pair is entered in the AutoCorrect replacement table To call up this table choose Tools gt AutoCorrect AutoFormat gt Replace tab If the word underlined in red is correct one can place it in a custom dictionary using the Add command To exclude words from the spellcheck Select the words Open the context menu of one of the words Select Character Select the Format gt Character gt Font tab nA A W N Select the language None Removing Words From User Defined Dictionaries 1 Choose Tools gt Options gt Language Settings gt Writing Aids tab 2 Select the user defined dictionary and click Edit 3 Now the Edit User Defined Dictionary dialogue appears allowing the user to search through an alphabetic list 4 Select the word 5 Click Delete Hyphenation Hyphenation in text documents either can either be done automatically or manually Automatic hyphenation is an attribute of paragraphs and Paragraph Styles This means that one can switch the hyphenation on or off for a paragraph or for a paragraph format and select its properties Manual hyphenation gives individual control but can be tedious OpenOffice org User Guide 153 Chapter 3 Managing Text Documents With Writer A
424. sterc New Yor NY 10025 1234 USA amp f Tabellen Joe i Select the records and insert them into the spreadsheet 1 To manually select a record s for transfer into the spreadsheet click the row header of the record the gray field without text at top left Click the first and last record row headers of a continuous range of records while pressing the Shift key to select the range or hold down the Ct r1 key and click the desired records individually 2 Drag the selected records to the row headers in the sheet where the records are to be inserted Then release the mouse button To automatically transfer only specific records from a large database into the spreadsheet use the filters in the data source browser 1 Set the cursor in the data field which contains the data should be the same in all filtered records For example to filter only records that have Main Streetin their address place the cursor in a field containing Main Street 2 Click the AutoFilter icon 3 Now only the records containing the precise text Main Street are visible 4 Select the Main Street records For example using the Shift key as described above drag the selected records into the spreadsheet document and release the mouse button at the point where the first field should be inserted OpenOffice org User Guide 223 Chapter 4 Spreadsheets in Calc Evaluating Data With Calc Calc provides several powerful tools for evaluating data The D
425. submenu with a choice of superordinate directories To only see files containing a certain name enter the name with wildcards in the File name pull down list and press Enter If txt for example is used only the files having t xt at the end of their names will be displayed If s is used all names beginning with the letter s will be displayed OpenOffice org User Guide 13 Chapter 2 Working With OpenOffice org Documents may be opened with write protection enabled To edit a read only document click the Edit File icon on the function bar NOTE Under Windows a system dialogue is automatically displayed when opening and saving OpenOffice org documents Choose Tools gt Options gt OpenOffice org gt General and check Use OpenOffice org dialogues This enables a user to be presented with the OpenOffice org dialogues shown in this guide The Templates and Documents dialogue The Templates and Documents dialogue can be regarded as a kind of command center for OpenOffice org documents It provides easy access to a user s work directory and to any supplied sample documents Here find all document templates both the supplied ones and any personally created ones To open the dialogue choose File gt New gt Templates and Documents or press Shift Ctr1 N In Windows double click the OpenOffice org Quickstarter icon on the task bar Templates and Documents english t apa 4thEd New Docume
426. t 3 Click the Hyperlink button then place the cursor after E and click Hyperlink again Where the list is a table of contents for the document click a hyperlink to go straight to the first occurrence however the table of contents must be generated from headings Indexes Covering Multiple Documents There are several ways of creating an index covering multiple documents Create an index in each individual document then copy the indexes into a document and post edit them Amore elegant solution is to select each individual index as a section Insert gt Section and insert these sections in a common index document as a link Ifone is working with a master document common indexes are possible across all sub documents More information about master documents can be found later in this manual OpenOffice org User Guide 106 Chapter 3 Managing Text Documents With Writer Headings and Numbering Most text documents benefit from use of headings and numbering Writer provides automatic functions that help the user manage the structure and formatting of documents via headings and numbering Numbering and Numbering Styles Numbering in a document may be applied either as direct formatting or by using a Style in the same manner as is done with other paragraph attributes such as Justified or Line Spacing The icons on the numbering object bar and the options in the Format gt Numbering Bullets dialogue apply dire
427. t Configure to open the Configuration dialogue Menu Keyboard status Bar Toolbars Events Menu entries New V ersions Versions New Menu D ac bwe acbwc acbTools Wordcour Modify extendedPd f extendedPdf extendedPDF m Peponi as PeDF Export as PDF Delete Document as E mail Send Document Document as P DF Attachment Send document as PDF Att T t Document as Po 4 wy Functions Category Function El extendedPDF epdf epdf addLinkToList epdf_epdf_addOutlineToList pdfm epdf_epdf_addPdfBookmarkToList epdfc 4 lepdf epdf checkFilenames epdf epdf checkPreconditions epdf epdf extendedPdf extendedPdf Customizes and saves current menu P layouts or creates new menus You E cannot customize context menus 3 Click the Menu tab OpenOffice org User Guide 357 Chapter 8 Customizing OpenOffice org 4 In the large list box scroll to find the command in which to integrate the new extendedPDF command e g Export and select it 5 Locate in the Functions menu the category and function to add In this case this would be found in the category OpenOffice org Basic Macros gt extendedPDF and the Function would be extendedPDF 6 Click New The new menu command is inserted in the large list box 7 The order of the items by moving the names to the large list box using Drag amp Drop 8 Click OK to close the Configure dialogue OpenOffice org auto
428. t For a blank spreadsheet in Calc click Spreadsheet and so on NOTE Under Windows the OpenOffice org Quickstarter should be in the Windows task bar The icon may be double clicked or right clicked to open its context menu Right clicking Quickstarter opens a submenu from which a new blank document can be opened Double click Quickstarter to open the Templates and Documents dialogue OpenOffice org User Guide 7 Chapter 2 Working With OpenOffice org The OpenOffice org Writer Window A text document is displayed and edited in the Writer window Spreadsheet presentations or drawings are displayed in very similar windows except the menus and icons change automatically depending on the context rines i Oner Ors 5X Ele Ed Vie gm Formg Joos Window Help Jassu er Na ee Rlba aex d New Romer fi2 7 Hi u Elz Se in ssal AZE EEXTZEXIssaxxc 5ad 72 78 4 90 66 102108 114 120 126 132 136144 150 56 162 168 174 180 s E g 8 1 5 ge als i ml mg F3E 5 R i E R N m R x E B R 3j Lp E ril Page 1 1 Default 100 INSRT STD HYP Toolbars in the OpenOffice org Window The Title Bar The title bar shows the name of the program OpenOffice org and usually the file name of the current document If a document title is entered in File gt Properties gt Description this title is displayed rather than the file name OpenOffice org User Guide 8 Chapter 2 Working W
429. t If the entry for horizontal lines is not visible in the list of Paragraph Styles switch the view in the Stylist from Automatic to All Styles Drawa line above beside or below a paragraph by choosing Format Paragraph gt Borders This function is explained in detail in the OpenOffice org Help To personally define the line attributes and direction use the Line drawing object as follows 1 On the main toolbar long click the Show Draw Functions icon to open the Draw Functions floating toolbar 2 Click the Line icon The mouse pointer changes to a cross hair symbol with a line beside it 3 In a document locate where the line should begin click hold down the mouse button and drag to the point where to end the line Holding down the Shift key restricts drawing to horizontal vertical and diagonal lines only 4 Release the mouse button once the line has the desired direction and length 5 To draw more lines repeat steps 2 and 3 6 End this function by pressing the Esc key or by clicking the Selection icon from the Draw Functions floating toolbar 7 Once all lines are complete select all of the lines at the same time by clicking each line while holding down the Shift key By using this multiple selection method one can assign all of them a common colour width or any other attribute as needed Note If these lines or other draw objects are exported in a text document to HTML Be aware that such objects
430. t date and will not change later on That is the date of the invoice is determined only once OpenOffice org User Guide 157 Chapter 3 Managing Text Documents With Writer Fields x Document References Functions Bocinformation Variables Database Select Format Date 12 31 1999 Dec 31 98 Dec 31 1999 31 Dec 1999 December 31 1999 31 December 1999 Fri Dec 31 99 Fri 31 Dec 99 Fri December 31 1999 Friday December 31 1999 12231 99 12 31 1999 12 31 12 99 Dec 31 xi Offset in days On the other hand a variable date is updated every time the document is opened and printed A manual update of the fields i e with the F9 key sets the actual date in the field entered as Variable date If for example when inserting a date as a field in a form letter the user must decide if it is to be inserted as a fixed or as variable date Where the date should never change that is as if the date is typed in directly without a field select a fixed date format The advantage to using a fixed date field means that the form letter can be saved as a template Using this templates to a create a new form letter based on that template will have the date will automatically updated to today s date Byselecting a variable date the date will be updated every time the document is opened or printed Apart from the date there are various other fields which can also be used in a form letter The m
431. t individually b Use the Duration of pause spin box to determine how long the pause will be at end of the presentation before it starts again If the Show Logo check box is marked the Created with OpenOffice org logo will be displayed on the pause page The Default presentation type runs the presentation from beginning to end with manual slide transition e g by mouse click OpenOffice org User Guide 257 Chapter 5 Creating Presentations With Impress 7 Click Next E7 AutoPilot Presentation New Product Intoduction Describe your basic ideas What is your name or the name of your company ee et ____ What is the subject of your presentation Further ideas to be presented 8 Enter additional text which that should appear in the presentation on page four OpenOffice org User Guide 258 Chapter 5 Creating Presentations With Impress 9 Click Next The fifth and final page of the AutoPilot determines the number of the slides needed in the presentation A list of names of all the slides in the presentation is also presented If there are some slides to be removed from the presentation click the Page icon with the green check mark next to the name The check mark will disappear which indicates that that slide will not be included in the presentation To reverse this action click the page icon again AutoPilot Presentation New Product Intoduction Choose your pages Iv Ultimate Goal Iv Customer Nee
432. t is connected to a hyperlink and the method outlined in the note above is not used the hyperlink will be inserted instead of the graphic object Graphics inserted from a webpage are generally linked to the remote web site Use Edit gt Links if you wish to embed the graphic in the document Inserting Graphics via Drag and Drop From the Gallery Drag and drop a graphic object from the gallery into a text document spreadsheet or presentation to insert the graphic object When a graphic object is released directly on a drawing object the following rules apply When dragging and dropping an object without pressing a key there is no other sign next to the mouse pointer only the drawing attributes are transferred from the Gallery and applied to the drawing object over which the user releases the mouse button When dragging and dropping while pressing the Ct r1 key a plus sign appears next to the mouse pointer and the graphic object is inserted as an object When dragging and dropping while pressing the Shift and Ctr1 keys a linking arrow is seen next to the mouse pointer and the drawing object is replaced by the object from the Gallery The position and size of the object that is replaced remains valid for the new graphic Inserting Graphics With a Scanner To carry out scanning in Writer a scanner with appropriate driver software must be installed on the local system Under Windows amp OpenOffice org supports the TWAIN standard w
433. t the line by holding down the mouse button and dragging the line to the desired position To delete a snap line simply drag it back onto the ruler In Draw snap lines can also be positioned in a numerically exact way using the Edit Snap Line command from the context menu of the snap line Using Dimension Lines With Draw dimension lines can be directly inserted into a drawing Drag the snap lines from the ruler into a document and positioned so that there is a snap line over every major line in the drawing To do this click the Dimension Line icon t on the Lines floating toolbar The mouse pointer will turn into a cross and a dimension line may be dragged directly from one side to the other or even better from one snap line to another To edit the look of dimension lines select them open the context menu and click Dimensions The dialogue that appears permits determination of the appearance and position of the dimension lines Line Legend Line distance 080cm Text position Cancel Guide overhang o20cm Guide distance fo Ocm H Help Left guide o 00cm oe IV AutoVertical Right guide o 00cm E v AutoHorizontal Measure below object Show meas units automatic y IV Parallel to line 15 02 To increase the space between a dimension line and the measured object move the mouse pointer to one of the points on the dimension line The mouse pointer will turn into another icon enabli
434. tab to allow case sensitivity to be taken into account when sorting and much more Editing the Paragraph Styles in the Stylist is the best method for changing the formatting of the individual lines in the index as all direct formatting 1s overwritten at the next update OpenOffice org User Guide 102 Chapter 3 Managing Text Documents With Writer Using a Concordance File A concordance file is a variation of an index in that it provides exact references to words in the document and permits cross referencing and sub indexing Thus a concordance file contains a number of key words and information as to how these words are to be seen in an index 1 Choose Insert gt Indexes and Tables gt Indexes and Tables 2 On the Index Table tab page select the type Alphabetical Index 3 Mark the Concordance file check box Click the File button to select whether to open create or edit a concordance file Further information on the structure of the concordance file can be found in OpenOffice org Help Creating User Defined Indexes Users can create as many user defined indexes as needed Open Insert gt Indexes and Tables gt Entry Select User defined from the Index listbox 1 Click the New User Defined Index icon in the dialogue 2 Name the new index 3 Click OK 4 Add entries for this new index 5 Finally create the index in the document a Position the cursor on the place where the user defined index is to be created b Choose Ins
435. table selecting Insert gt Object gt Chart also inserts a chart containing sample data in OpenOffice org Writer Values in a chart containing sample data can be changed by double clicking on the chart and then choosing Edit gt Chart Data When the values of a chart obtained from selected data are changed the values in the cells of the table must be changed If the chart is in a text document press F9 to update the chart Modification of chart data is also possible if for example a chart is copied a chart from a Calc document into a Writer document and is now double clicked in the Writer document Remember however only this copy is being edited and not the original document OpenOffice org User Guide 211 Chapter 4 Spreadsheets in Calc The type of chart can also be changed after the fact Double click on the chart and choose Format gt Chart Type a dialogue appears offering various types from which to choose Chart Type X h r C 3p Cancel Chart type Help Experiment with the different options in the Chart Type dialogue Try switching between 2D and 3D representations With the Columns chart type a Combination Chart of lines and columns can be created The three dimensional representations make special effects possible In 3D charts one can even adjust the illumination settings such as light source ambient light and the colour filter 3D charts can be rotated and flipped with the mouse for optim
436. tains the same name as the document but the extension is changed to BAK If the backup folder already contains such a file it is overwritten without warning Saving Files Automatically Every n Minutes 1 Select Tools gt Options gt Load Save gt General 2 Check AutoSave every and select the time interval in the listbox 3 Check Prompt to save to ensure one is asked prior to saving the document OpenOffice org will draw a progress bar at the bottom when saving a file However this can result in a sudden beep while attempting to enter text which indicates that Writer is not accepting input Using this feature is the equivalent to saving the current document as manually pressing Ctrl s If the document was saved previously the old version will be overwritten by the current version OpenOffice org User Guide 17 Chapter 2 Working With OpenOffice org Properties File gt Properties records and collects statistics and other data on a document For example the template from which is was created the author user entered data et cetera Also not that information that is entered under File gt Properties such as the name of the author date created word and character counts et cetera are not encrypted at any time Note If no template is listed then either no default template was set or the template was altered and the next time the document was opened someone declined to update the document If the document isn t upda
437. tc and should now be selected Choose Modify gt Convert in Impress the corresponding command can be on the context menu of the rectangle The menu subcommands are To Curve To Polygon To 3D To 3D Rotation Object Choose Modify gt Convert gt To Curve to convert the rectangle into a B zier curve Now edit the existing points As shown in the following graphic move the points convert them from corner points into rounded points delete them insert new points et cetera as the rectangle is converted into a heart shape All these options are described in detail in Help under the search words Edit points and B zier object bar e c a by a 9 Choose Modify gt Convert gt To Polygon to convert the original rectangle into a Polygon with 4 points as will then be stated on the status bar Now for example a polygon down can be broken down into its basic parts by choosing Break from the Modify menu The status bar will then read 4 Lines selected Each ofthe lines can be shifted separately With a polygon selected click the Edit Points icon to modify points insert new ones and anything else needed in this mode OpenOffice org User Guide 299 Chapter 6 Creating Drawings with Draw Select Modify gt Convert gt To 3D a to generate a three dimensional object from the two dimensional object in g above This conversion uses an extrusion method such that the polygon is pulled perpendicula
438. ted Failure to do this will result in all modifications being applied on all sheets OpenOffice org User Guide 197 Chapter 4 Spreadsheets in Calc Formatting a Spreadsheet A spreadsheet is hardly ever used without formatting Cell contents such as texts and numbers are given certain formats and the cells themselves are formatted with different colours borders and other attributes Either create the numbers format or use one of the many predefined formats For cells a wide selection of cell Styles is provided and personal cell Styles can be defined in the same way as one does text Styles Certain values in spreadsheets are often given particular emphasis e g in a table of turnovers to show all the values above the average in green and all those below the average in red This is possible using the Conditional Formatting for spreadsheet documents covered in a later chapter Formating Numbers Enter a number into the sheet for example 1234 5678 This number will be displayed in the default number format with two decimal places One will see 1234 57 when the the entry is confirmed Only the display in the document will be rounded off internally the number retains all four decimal places after the decimal point 1 Set the cursor at the number and choose Format gt Cells to start the Cell Attributes dialogue 2 On the Numbers tab there is a selection of predefined number formats A preview box n the bottom right of the dial
439. ted after a template change then the link to the template is permanently broken OpenOffice org User Guide 18 Chapter 2 Working With OpenOffice org OpenOffice org File Formats OpenOffice org uses an XML file format as the default for saving and opening documents XML file format names In saving and opening OpenOffice org documents if no other file type is selected OpenOffice org uses the following XML formats Application File extension OpenOffice org Writer SXW OpenOffice org Writer templates stw OpenOffice org Calc sxc OpenOffice org Calc templates stc OpenOffice org Impress sxi OpenOffice org Impress templates sti OpenOffice org Draw sxd OpenOffice org Draw templates std OpenOffice org Math sxm Master documents Sxg These file name extensions permit reasonable differentiation when searching though a lot of files of different file types in a directory Since these are compressed XML files it should be evident that these must first be unpacked before being manipulated for example by a text editor Note If a user wants to work permanently with another file format define this as the default Select Tools gt Options gt Load Save gt General for alternative file formats that can be selected for each OpenOffice org document type OpenOffice org User Guide 19 Chapter 2 Working With OpenOffice org OpenOffice org XML file structure The OpenOffice org XML file formats are compre
440. ten as needed the action applies to the condition prevailing at the time the mouse button was released Resetting Font Attributes While Typing Users may apply direct formatting while typing text and later decide to reset all formatting and continue entering text using the default format Text is entered using direct character formatting to reset the formatting to default press the right arrow key once which causes the prior text to revert to the default Paragraph Style Now continue entering text at the end of the current paragraph Example procedure for resetting Font Attributes Suppose one wants to type the words bold italic and set the last two words to bold italic while typing First type Enter this in then click on the Bold and Italic icons on the Object Bar followed by entering bold italic To continue with normal setting simply press the right arrow key once and finish the paragraph This is simpler than clicking on the two icons again Chapters in Navigator In long documents use the Navigator to obtain an overview and change the sequence of chapters or their level in the hierarchy of chapters and sub chapters The only condition is that Heading Paragraph Styles must be applied to the chapter headings or enter the Paragraph Styles are chosen for headings under Tools gt Outline Numbering To dock the Navigator window Hold down Ctr1 and double click on the gray area at the edge of the Navigator for example
441. th Draw Drawing Sectors and Segments The Ellipse floating toolbar contains several icons for drawing sectors and segments Sectors look like perfectly cut pieces of pie Segments look like halves of a pie Drawing sectors of an ellipse or circle requires multiple steps though the process functions intuitively 1 Open the Ellipse floating toolbar and click on the Circle Pie icon 4 The pointer changes to a cross hair symbol accompanied by a small sector symbol 2 Use the mouse to drag open the shape of a circle The outline of a circle follows the movement of the mouse Note The first click defines the first corner of the delimiting rectangle which surrounds the circle The delimiting rectangle will later be obvious from the eight handles that appear when selecting the circle To draw the circle such that the first click defines the center press the Alt key while dragging the mouse 3 Release the mouse button when the circle has reached the desired size Now notice that a radius which follows the movement of the mouse is drawn in the circle 4 Position the radius at the point where it is wanted so as to place one boundary of the sector and click once 5 Now when moving the mouse notice that the first radius is set and a second radius follows the movement of the mouse Click again to complete the circle pie Ellipses 9096090 Drawing ellipses is done in a similar fashion The dimensions of the delimiting rectan
442. the Columns to repeat area 6 Click column A not in the column header 7 Click the icon again at the far right of the Columns to repeat area Note Rows to repeat are rows from the sheet 8 Define headers and footers to be printed on each print page independently of this via Format gt Page OpenOffice org User Guide 3 A Chapter 4 Spreadsheets in Calc Saving and Opening Sheets in HTML Saving Sheets in HTML Calc saves all the sheets of a spreadsheet together as one HTML document At the start of the HTML document a heading and a list of hyperlinks are automatically added which lead to the individual sheets within the document Numbers are shown as written In addition in the lt SDVAL gt HTML tag the exact internal number value is written so that the exact values are available when opening the HTML document with Writer 1 To save the current Calc document as HTML choose File gt Save As 2 In the area with the other Calc filters choose the File type HTML Document 3 Enter a File name and click Save Opening Sheets in HTML HTML documents may be opened with write protection enabled To edit a read only HTML document click the Edit File icon on the function bar OpenOffice org offers various filters for opening HTML files which may be selected via the File gt Open dialogue in the File type field pay particular attention to the area as the name Web pages is always the same Open in Writer Web fi
443. the attribute found in the text the default settings are automatically applied Similarity Search This function seeks not only for the search term but also for similarly typed words As needed fine tune the degree of similarity by clicking the button immediately to the right of the Similarity search checkbox List of Regular Expressions This list is also in Help but is included here as a convenience Regular expressions are a very powerful tool in searches and replacements There are may tutorials on their general use on the Internet Character Result Use Represents any single character The search term sh rt finds both shirt and short Using Peter will find this search term only if it appears at the beginning of a paragraph Special characters for example blank spaces and character anchored frames at the beginning of a paragraph are ignored Only finds the search term if it appears at the end of a paragraph For example if one searches for say Peter at the end of a paragraph enter Peter in the Search for box Special characters for example blank spaces and character anchored frames at the end of a paragraph are ignored Enter in the Search for box to find empty paragraphs Represents any number of characters For example Ab c finds Ac Abc Abbc Abbbc and so on The character before this symbol must appear at least once AX 4 finds AX 4 but not AX4 The longest possible text
444. the beginning of a numbered line press Ctr1 Tab OpenOffice org User Guide 116 Chapter 3 Managing Text Documents With Writer Interrupting and Continuing Numbering Sometimes with a series of automatically numbered paragraphs there is one paragraph that must not have a number as the following example demonstrates 1 First paragraph 2 Paragraph two An unnumbered paragraph 3 Paragraph number three To do this choose from the following methods Delete the automatic numbering 1 Select all paragraphs 1 to 4 and click on the Numbering on off icon 2 Place the cursor before the first character of the third paragraph 3 Press the Backspace key to delete one character to the left Note The paragraph remains indented but loses its number The fourth character now has the number 3 This method also produces the desired result after saving in HTML format Formatting the paragraph 1 Select all paragraphs 1 to 4 and click on the Numbering on off icon 2 Place the cursor in the third paragraph 3 Click again on the Numbering on off icon As can be seen from above this is method used to produce example text where the third paragraph loses its number and its indentation However with HTML format the interruption creates two separately numbered lists Continuing numbering with a new starting value 1 Number paragraphs 1 and 2 with the Numbering on off icon 2 Place the cursor in the fourth paragraph 3 Choose Format
445. the formula 1 2 3 means something different than 1 2 3 Here are some typical Calc formulas A1 10 Displays the contents of cell A1 plus 10 A1 16 Displays 16 of the contents of A1 Al A2 Displays the result of the multiplication of A1 and A2 ROUND A1 1 Rounds the contents in cell A1 to one decimal place EFFECTIVE 5 12 Calculates the effective interest at 5 annually with 12 payments B8 SUM B10 B14 Calculates the sum of the cells B10 to B14 minus the value of B8 SUM B8 SUM B10 B14 Calculates the sum of cells B10 to B14 and adds the value to B8 It is also possible to nest functions in formulas as shown in the example Functions may also be nested within functions For example instead of simply ROUND A1 1 calculate and round a sine function using ROUND SIN A1 2 Use the Function AutoPilot to help form nested functions OpenOffice org User Guide 193 Chapter 4 Spreadsheets in Calc Calculating With Dates and Times In spreadsheets users can do more than just display dates and times both taken from the internal clock of the computer Calculations can also be made with dates and times For instance to find out exactly one s age in seconds or hours follow these steps E x x Nowo u g mo n NOWQ A1 Ir 4 330061 77 Hours A3 24 E 19803705 97 Minutes Ad 60 1188222358 Seconds AS 60 Open a new spreadsheet Enter a
446. the menu item Cell Contents gt AutoCalculate is normally active however automatic calculation does not apply to the function NOW Consider that if it were the computer would use all its resources updating the sheet When spreadsheets contain a very large amount of data or very complicated formulas that may be modified before viewing the calculation results it may be prudent to cancel or disable the automatic calculation function Calculation time naturally becomes longer as the complexity and size of a spreadsheet increases Inserting and Editing Notes A note may be assigned to each cell by choosing Insert gt Note All notes are indicated by a small red square the note indicator in the cell Notes made visible whenever the mouse pointer is over the cell provided Help gt Tips or Extended Tips is active Fora selected cell choose Show Note from the context menu of the cell Doing so keeps the note visible until the Show Note command is deactivated from the context menu Toedit a permanently visible note just click in it When the entire text of the note is deleted then the note itself 1s deleted Another way to delete a note is by choosing Edit gt Delete Contents or calling the same dialogue with the Delete key Select Tools gt Options gt Spreadsheet View to show or hide the note indicator by checking or unchecking the Note indicator box OpenOffice org User Guide 195 Chapter 4 Spreadsheets in Calc Hand
447. the paragraph text or object form which to form the new Style 3 Drag this to the main Stylist area and release the mouse button over a free area when the insertion line is no longer visible OpenOffice org User Guide 78 Chapter 3 Managing Text Documents With Writer Transferring Formats With Fill Format Mode Applying a new Style in Fill Format Mode 1 Open the Stylist 2 In the Stylist select the Style to copy 3 Click the Fill Format Mode icon 4 Position the watering can cursor on the object to which to apply the Style selected 5 Press the mouse button Note There is an exception to this procedure when applying a Character Style in the Fill Format Mode select the character with the mouse watering can while holding down the mouse button instead of only clicking To quit the fill format mode click the icon again or press Esc Warning If the watering can icon is activated a right click anywhere in the document undoes the last watering can action Be careful not to accidentally right click and thus undo actions that should be kept Updating Styles From Selections This is how to update a Style 1 Open the Stylist 2 In the document select a formatted text or paragraph with the format to adopt as a Style 3 In the Stylist select the Style to update single click do not double click 4 In the Stylist click on the Update Style icon mz Style can also be updated by using drag and drop 1 Select the S
448. the whole document or the current selection at a later time check the menu command Apply Selecting the Apply and Edit Changes command from the sub menu let s the user see all document changes made via AutoFormat Users then have the choice of accepting or rejecting all changes or reviewing each change separately One may also select and set the options in Tools gt AutoCorrect AutoFormat AutoCorrect offers many options that can selectively turned on and off Some of these offer different methods for formatting while typing and post processing The Replace and Exceptions lists are language dependent OpenOffice org first searches in the list of the language of the text then the list for the higher ranking language family and finally in all installed languages For example first in English US then in English then in All Languages OpenOffice org User Guide 31 Chapter 2 Working With OpenOffice org The following graphic shows the various functions available in this dialogue A detailed explanation of each function is given in OpenOffice org Help Use replacement table Correct TWo INitial CApitals Capitalize first letter of every sentence Automatic bold and underline URL Recognition Replace ist with 1 st Replace 1 2 with v Replace dashes Delete spaces and tabs at beginning and end of paragraph Delete spaces and tabs at end and start of line Ignore double spaces Apply numbering symbol Apply bor
449. tions With Impress Presentations have more than just drawings and graphics to offer Use presentations to link several slides to form a slide show to animate the elements on the slides and to assign special transition effects between slides Slides often contain text which in the outline view mode is displayed and entered in a hierarchical structure Change the text or rearrange the order of the slides at any time There are several ways to create a presentation Use AutoPilot Presentation Use the templates and sample documents supplied which are modified as necessary Start with an empty document OpenOffice org Impress provides many graphics features for creating presentations all of which are found in OpenOffice org Draw too Please take the time to read chapter 6 on OpenOffice org Draw to discover the complete capabilities of Impress The sample documents referenced in this section may be found at the time of writing at http www pathtech org oootemplates Samples OpenOffice org User Guide 253 Chapter 5 Creating Presentations With Impress OpenOffice org Impress Toolbars and Windows Untitled OpenOffice org L12 file Edit Mew Insert Format Tools Slide Show Window Help s zi S SOME d acis Vie Gwe aka Insert b Pif Slide 1 Dj tr 4 4 Modify Slide Layout Slide Design Duplicate Slide Expand Side ME fas Styles FrOUSe ELT
450. to display the floating toolbar Then click the Insert Chart icon and the cursor will change to a cross hair symbol with a small chart symbol 4 In the spreadsheet document open a selection rectangle defining the location and size of the chart Both can be modified subsequently 5 As soon as the mouse button is released a dialogue appears that makes further entries possible Simply clicking the Create button creates a chart with the default settings Baltimore MD per Resident Boston MA A i West Coast Cities Charleston SC Miami FL New York NY Norfolk VA Philadelphia PN Providence RI Richmond VA Savannah VA Portland OR Sacramento CA Salem OR San Diego CA Los Angeles CA San Francisco CA Seattle WA Minimum Maximum This example using Moviel sxc from the sample archive mentioned above shows the number of times people of different age groups in various cities go to the movie theater annually OpenOffice org User Guide 210 Chapter 4 Spreadsheets in Calc Ifthe age groups rather than the towns should appear on the horizontal axis tilt the chart As long as the chart remains selected the main toolbar contains a Data in Columns icon Click and rotate it with the mouse Other changes to the individual elements of the chart are also possible Either double click on the individual parts of the chart or with the chart selected choose the individual functio
451. toolbars When opened these toolbars provide additional related icons The floating toolbars are indicated by small triangles on icons and are opened by long clicking the corresponding icon on the main toolbar until the floating toolbar appears When a toolbar is floating it can be moved from its original position and placed anywhere else in the work area Long click the Rectangle icon to 4 open the floating toolbar and click on the Rectangle icon The pointer changes to a cross hair symbol with a small square Rectangles ES 1 Draw a rectangle on the slide It has preset attributes including a blue fill and a thin black line as a border There are eight handles with which can be dragged to change the size of the object OpenOffice org User Guide 288 Chapter 6 Creating Drawings with Draw 2 Draw further rectangles These can be overlaid with the existing rectangles 3 Click the Ellipse icon E and draw a few ellipses Also try drawing a few 3D objects as shown in the illustration Several examples are available in the 3D three dimension theme in the Gallery 4 Click each of the objects and modify the fill colour line colour and the line width using the list boxes and icons on the object bar umy draw sxd OpenOffice org 11 2 File Edit View Insert Format Tools Modify Window Help a home sun_so_docs user_guide my_drawsxd 7 Zi a a o BS BE o gt l E 00 d E sack 7 amp color v Red 1 E B bee
452. ts together and exporting the selection as a new bitmap image Applying Text to Bitmaps To apply text to a pixel image and save it in JPEG format for example follow these steps 1 Open a new drawing document 2 Insert the pixel image by choosing Insert gt Graphics 3 Unselect the image by clicking somewhere else in the document OpenOffice org User Guide 308 Chapter 6 Creating Drawings with Draw 4 Open the Text floating toolbar from the Main toolbar and select an option for example the Fit Text to Frame icon 5 Draw a frame around the pixel image and enter some text inside this frame 6 If desired select this text and assign another colour to it The background of the text is automatically transparent 7 Select the pixel image and the text by drawing a frame around both The Status bar will read 2 draw objects selected 8 Choose File gt Export and in the Export dialogue 9 select the file type JPEG Joint Photographic Experts Group 10 Enter a name 11 Check the Selection check box to export only the selected objects 12 Click Save Another dialogue permits setting options to define the quality of the JPEG image Remember that the higher the quality the larger will the file be When a graphic object for example an inserted Pixel image is selected in Impress or Draw the graphic object bar will be automatically be displayed This bar enables modification of the colour tone brightness and contr
453. tters IV Each cell on the sheet can be uniquely referenced by row and column For example cell A1 is the first cell in the upper left corner of the sheet These numbers and letters appear along the edge of the window The row header contains the row numbers and the column header names the columns Clicking on one of these areas selects the entire row or column To select the entire sheet click on the unlabeled button at the intersection of the row and column headers at the top left Enter some text in cell A1 As text is typed notice that the text appears both in the cell and in the input line ofthe formula bar Continue typing to see that more text can be added than appears to fit in the cell In fact any cell can accommodate text longer than a cell The whole length of the text is displayed and printed provided the adjacent cells to the right are empty If the cell to the right is not empty a small triangle on the right hand edge of the first cell appears indicating that the cell contains more text than can be displayed Note Turn off these triangles by choosing Tools gt Options gt Spreadsheet gt View and unchecking the Text overflow box When a number cannot be displayed in a cell because it is too long or due to the formatting e g currency format 1 1 is displayed In this case increase the column width Set the width to optimal by simply double clicking the right divider in the column header double click o
454. tyle OpenOffice org User Guide 65 Chapter 3 Managing Text Documents With Writer e close the dialogue with OK Yet another example shows how to define a Paragraph Style for a subtitle and assumes there are several subtitles in the text that are candidates for formatting with a custom Paragraph Style 1 Position the cursor in a paragraph in the text that to format with the new Paragraph Style 2 Apply a Paragraph Style to the paragraph as an initial format This way one does not need to define all of the attributes oneself For example double click on the Heading 1 Paragraph Style in the Stylist 3 The paragraph is now formatted as Heading 1 4 Highlight the entire paragraph It will appear highlighted 5 Modify the type of characters by selecting an italic font in the Character dialogue Choose Format gt Character gt Font or by clicking the Italics icon on the text object bar 6 In the Stylist click on the New Style by Example icon and enter a name for the new Style in the dialogue box for example Head1 7 Click OK 8 Now apply the new Head1 Paragraph Style by placing the cursor in the paragraph and double clicking the Head1 Style name in the Stylist Where the desired Style already exists in a document select and apply it from the Apply Style pull down list on the object bar Creating Document Templates For any user defined Paragraph or Character Styles to be available in other docum
455. tyle ft bomm api nomm A 0 0mm 0 0mm User defined Color Black Shadow style Position mE io c n Color oO Gray OK Cancel Help Reset On the left of the dialogue panel is the Line arrangement group Notice that the four outer edges of the User defined area are marked with small angles To edit an outer margin click in the appropriate position between the small angles Above this area are four predefined Default borders which may also be used In both cases the selected border elements will be indicated by black triangles Now now choose a line style or a colour it will be applied to the selected part of the border Note If an empty line is selected in the preview that is to say if one of the three conditions Line Gray Line and No Line The condition No Line appears This means that the relevant part of the border will be deleted Clicking repeatedly on an element in the Borders dialogue switches between three alternative modes The element is displayed as a line Clicking OK will apply the format to the element The element is displayed as a thick If OK is clicked the object remains unchanged black line OpenOffice org User Guide 51 Chapter 3 Managing Text Documents With Writer The element is displayed as a line Clicking OK will apply the format to the element The element is not displayed Clicking OK deletes the element Use the Borders floating toolbar w
456. tyle to be updated in the Stylist 2 Select the section of paragraph text the format of which is to be used to update the Style selected in the Stylist 3 Drag the text into the main Stylist area and release the mouse button when the insertion line is seen above an entry With this procedure the Paragraph Style directly above the insertion line is given the new format Copying Styles into Documents Load the Styles from another document into the current document Choose Format gt Styles gt Load to select a document Choose whether to apply Paragraph Styles and Character Styles Frame Styles Page Styles or Numbering Styles and whether the original Styles should be overwritten in the current document with the new ones In the dialogue click the From File button to start a dialogue in which one can make a selection like under File gt New gt Templates and Documents OpenOffice org User Guide 79 OpenOffice org User Guide Chapter 3 Managing Text Documents With Writer 80 Chapter 3 Managing Text Documents With Writer Entering and Formatting Text Automatically This section deals with certain automatic functions that in entering and formatting text Disabling the AutoCorrect Function Writer has functions that are defaulted to correct many common typing errors however this behaviour may not always be desirable Any automatic correction can be reversed immediately after it is made by pressing Ctrl Z Below is a desc
457. uestion mark in the officename interface or the underscore _ in SQL queries is used to represent exactly one character NOT LIKE NOT LIKE Is not an element _ the field name does not contain the of specified expression BETWEEN x AND y BETWEEN x falls within the the field name contains a value that AND y interval x y lies between the two values x and y NOT BETWEEN x NOT BETWEEN Does not fall the field name contains a value that AND y x AND y within the does not lie between the two values x interval x y and y IN a b c Note that IN a b c contains a b c the field name contains one of the the semicolons are used as separators in all value lists specified expressions a b c Any number of expressions can be specified and the result of the query is determined by an Or link The expressions a b c can be either numbers or characters NOT IN a b c does not contain a b C NOT IN a b c the field name does not contain one of the specified expressions a b c OpenOffice org User Guide 352 Chapter 7 Databases and Data Sources OpenOffice org SQL Meaning Condition is satisfied if command command TRUE TRUE has the value the field name has the value True True FALSE FALSE the value the field name has the value false alse OpenOffice org User Guide 353 Chapter 7 Databases and Data Sources Examples of Usage Com
458. ump from a footnote anchor in the document to the footnote text quite easily by clicking on the footnote anchor Press PgUp to return from the footnote to the text Footnote Settings X Footnotes Endnotes AutoMumbering Numbering i ii iii Start at 1 Counting Per document v Before After sescararcecorenssasesnsvecoeny Position End of page C End of document Styles Character Styles Paragraph Footnote Text area Footnote anchor Footnote area Footnote Characters Continuation notice End of footnote Start of next page fage The footnote format can be changed by modifying the Paragraph Style Footnote which is automatically applied to all footnotes in a document To delete a footnote simply delete the footnote mark in the text and the footnote text is automatically deleted as well Inserting and Editing Footnotes Footnotes can be inserted in two ways via an icon or via a dialogue OpenOffice org User Guide 149 Chapter 3 Managing Text Documents With Writer Inserting a footnote via an icon 1 Set the cursor at the point where the footnote anchor should appear 2 Open the Insert floating toolbar EET on the main toolbar 3 Click on the Insert Footnote Directly icon Inserting a footnote via a dialogue 1 Set the cursor in the document at the point where the footnote anchor should appear 2 Select Insert gt Footnote to open the Insert Fo
459. underbrace 18 14 24 3 4 minus gt gt plus minus OpenOffice org User Guide 393 Command Input Field 18 overbrace plus 1 2 3 4 overbrace minus Various types of Brackets Chapter 11 Using OpenOffice org Math plus minus gaa 18 1424344 In almost all equations various types of brackets are required OpenOffice formula allows the use of several kinds of brackets 3 structural braces used to group parts of an equation for programming purposes Parenthesis used to group parts of an equation Parenthesis are displayed in the final equation square brackets usage is the same as parenthesis 3 braces as the keyboard characters are used for program commands and are not displayed in the resulting formula braces must be typed as Ibrace for and rbrace for The size of brackets can be controlled with the commands left and right Command Input Field 1 2 2 cdot 2 over 2 1 left 142 2 cdot left 2 over 2 1 right right left Ibrace a 2 b 2 c 2 right rbrace OpenOffice org User Guide 142 3 oy T 5 LAN 394 Chapter 11 Using OpenOffice org Math Special Characters Many equations use special characters in addition to the usual characters of the alphabet Open office provides an easy method to use Greek characters while any other character in the available fonts can be used The Sigma appears in the tool bar when Ope
460. uperscript subscript while typing Suppose one wants to type 1 m superscript 2 1 Type the character m 2 Press Ctr1 Shift P Ctrl Shift P is the keyboard shortcut for superscript text 3 Type the 2 4 Press the keyboard shortcut Ctr1 Shift P again to disable superscripting Note At the end of a paragraph an easier way to disable superscripting is to press the right arrow key once 5 Continue entering the text Suppose that entering H2O with a subscript 2 is wanted 1 Type the H 2 Press Ctrl1 Shift B Ctrl Shift B is the keyboard shortcut for subscript text Ctrl Shift P for superscript text 3 Type the 2 4 Press the keyboard shortcut again There is an even easier way when the cursor is at the end of a paragraph Press the right arrow key once 5 Type the O OpenOffice org User Guide 54 Chapter 3 Managing Text Documents With Writer Applying subscripts superscripts retrospectively Let s say that while proofing text the text H2O needs to altered to include a subscripted 2 giving H20 To do so use either the key shortcut method described above or use this method method via the menu command 1 Highlight the character that should be in subscript superscript For example select the 2 2 Choose Format gt Character This opens the Character dialogue 3 Click the Position tab 4 Select Subscript and click OK The 2 now appears in subscript Writing in Uppercase or Lowercase Writ
461. uration connected to the document not the actual contents of the document 7 Confirm overwrite The configuration is now connected to the active document Check this by loading the document and choosing File gt Document Template gt Organizer then double clicking the document As soon as one loads or opens this document the configuration that was saved with it becomes active The global default configuration is restored when another document is loaded or opened that does not contain custom configuration information Select manual settings at any time by choosing Tools gt Configure and clicking the Reset button Inserting and Editing Tab Stops Set a tab stop by clicking on the ruler Alternatively a user can set tab stops by choosing Format gt Paragraph Both methods affect the current paragraph or all selected paragraphs Click the ruler once to set a left justified tab Right click a tab icon on the ruler to see the context menu in which the tab type can be changed To set several decimal tabs one after the other keep clicking the icon to the left of the ruler until the desired tab type is shown then click on the ruler Setting left tabs Setting right tabs Setting decimal tabs For LF Setting centered tabs OpenOffice org User Guide 379 Chapter 9 Advanced Techniques Double click the ruler to open the Paragraph dialogue Double click the white area of the ruler to set one tab The Paragraph dia
462. usci Se aono i ei aaa d Pet VC a i C UU NN 59 Exi S GODS ooa atti eee Bere eve su duit iden muet i d 39 Formatting Text With and Without Styles erri bb er HE Pte t Pe EY ea ex aen 60 Direct Formatting or Formatting With Styles sese 60 Tho stu ete oof TEE DEA diebus ir adir da Moo bed b umque da MU MR ni S 61 Th Styles ESSI d RECTE Lc 61 Para pra pi SIUS i RM aa aan Ane aa pn anG U 61 Paragraph SEVIG seeds BAR OO RON SARANNO ERR RS MK TRN ERN URINE RN UE ANO 62 Character Styles ETE T aiiai n iaki a ahaa 64 Hierarchical StyIgg ieeeen se PHORPH ER RURRUR MEER RERO PATE UN HIEMIS P REI sien GAEE Re bi SESA SESE Ed 64 Numbering SIylES ERMCEQQTQQCETOTEEmt m 65 Creating New Character Styles or Paragraph SOVleOS is ciccccoseexscassiteicenseuesccsiatiseneneeonceasaianiosnetateseses 65 Creatine Document Templates rrr rrt tin PE HR PURI PEE bbeaa isat cieki n HEAR IH read 66 Th Advant ges of the SEVIS sse rerba densitate biis deii ir buda eu 67 Formatting Muluple Paragraph soc oiii ire rA Int IRR LAR eM FLU PEe I eR RE 67 Changing Style the Easy VOL uoce ATI URISD an DIMEINEM GIN NE MM aiaa 67 Pape on les and Pape NUNDEN ico in ISSUED NN SEN CUN Miei 68 Create t elu Sacer aa RN c 68 Editing Pape SEES oer isse t o sql tu e is ets tens doni n pb condado d daa 72 Page Breaks as Paragraph Formats eer rtr PRPUS PERS daaa sdsbi aida bsai dda isnan tEn IR 72 Changing the Format of Page Nurmbets uuaeetersiee ritate r
463. ut formatting With Windows updating Inserting from OpenOffice org Calc using drag and drop Open the text document and the Cale document from which to insert a range of cells l Highlight the range of cells from the spreadsheet that should be in the document Click in this selected range of cells and hold down the mouse button 2 3 4 Wait a moment until the cursor changes Without releasing the mouse button drag the selected range of cells into the text document Should the text document not be visible first move the mouse pointer to the text document icon on the task bar and wait a moment until the text document opens In the text document a gray insertion cursor follows the mouse pointer to the location of where the table is to be placed Release the mouse button when the gray insertion cursor is at the location where the table is to be inserted Deleting Tables When deleting a whole table from a text document the user has the following options l 2 By paragraph a Select from the end of the paragraph before the table to the start of the paragraph after the table b Press Del or Backspace By table a Place the cursor in the table b select all cells for example by pressing Ct rl a c open the context menu d select Row gt Delete OpenOffice org User Guide 120 Chapter 3 Managing Text Documents With Writer Note This method also works at the beginning or end of a d
464. utomatic hyphenation In OpenOffice org automatic hyphenation is turned off by default The following steps are useful for enabling hyphenation on an as needed basis 1 For one or more selected paragraphs open the context menu and select paragraph 2 For all paragraphs formatted with a certain Paragraph Style open the context menu in one of the paragraphs and select Edit Paragraph Style a In the next dialogue click on the Text Flow tab b Under Hyphenation checkoff Automatically 3 To enable hyphenation in all paragraphs edit the parent Paragraph Style of all derived Paragraph Styles a In the next dialogue click on the Text Flow tab b Under Hyphenation checkoff Automatically To enable automatic hyphenation without queries select Tools gt Options gt Language Settings gt Writing Aids gt Options and select Hyphenation without inquiry Manual Hyphenation For manual hyphenation place the cursor at the point where the word should be separated and press Ctr1 and The word will be separated if it is possible even if automatic hyphenation is turned off for the paragraph If a hyphen is entered directly Writer will not apply the automatic hyphenation for that word Let s assume the word Antarctica would be hyphenated An tarcti ca but this should be Ant arc ti ca Enter all three hyphens manually directly including the one between i and ca as is used in automatic hyphenation Ther
465. v v Check special regions El Check in all languages xj rz La Text Document HTML Document Spreadsheet IBAA Internet bd gt L As text is proofread the wavy red underlines draw attention to possible spelling mistakes Of course Spellcheck will not catch spelling mistakes that form other recognizable words such as fun instead of run As long as the automatic spellcheck is activated the red markings can be seen on the screen but are not printed The easiest way to correct a red underlined word is to right click it This opens a context menu that offers several alternative words to choose from Click one of the alternatives and the red underlined word will be replaced with the alternative Where a red underlined word should be included in a user dictionary because it is correctly typed use the context menu When a red underlined word is replaced with a suggestion from the spellcheck via the context menu working with a document is made much easier to deal with frequent typing errors Upon clicking the suggestion OpenOffice org not only replaces the red underlined word with the suggestion selected it also remembers this replacement while the document is open If the same typing error is made again Spellcheck automatically replaces the mistyped word with the word that replaced it previously Checking Multilingual Texts OpenOffice org Writer can manage spellchecking plus thesaurus and hyphenation in
466. veral records at the same time 14 On the database bar click the Data in Fields icon E 15 Now save and or print the label document Avoiding Blank Paragraphs Sometime fields in a form letter can be empty and a blank line is printed For example there is a field named COMPANY that should appear in the recipient field but for some records this field is To prevent these empty fields from being included do the following 1 Place the cursor in the text document before the form letter field COMPANY 2 Choose Insert gt Fields gt Other to open the Fields dialogue 3 On the Functions tab select the type Hidden Paragraph 4 In the Condition field enter the following text without quotation marks not Company OpenOffice org User Guide 162 Chapter 3 Managing Text Documents With Writer Now the COMPANY line will not be printed and the rest of the lines will be moved upward if the COMPANY database field is empty OpenOffice org User Guide 163 Newsletters Chapter 3 Managing Text Documents With Writer In this section learn how to create a newsletter newspaper as a text document This is useful for creating newsletters for a company or club or in celebration of a special event Currently OpenOffice org does not have a resident newsletter template but there is a nice one that works available from http ooextras sourceforge net and this is one used in this section To install the template after downloading do th
467. w Hide Slide again when the slide should be included again OpenOffice org User Guide 268 Chapter 5 Creating Presentations With Impress A more elegant way to keep individual slides hidden in certain presentations can be found under Presentation gt Custom Slide Shows f Custom Slide Shows i Dafne Custom Slide Show Contribution Margins Contribution Margins Sales Development Tief Naualanranmist 1 Open the Slide Show gt Custom Slide Shows dialogue 2 Click the New button The Define Custom Slide Show dialogue appears 3 In this dialogue enter a name for the presentation On the left there is a list of the existing slides Select a slide to show in the custom presentation and click the button with the arrows pointing to the right 4 The slide will be inserted in the right field Any slide listed on the right will be shown in the custom slide show 5 Rearrange the order of the slides in the right field via Drag amp Drop OpenOffice org User Guide 269 Chapter 5 Creating Presentations With Impress Exporting Printing and Presenting There are many possible ways of outputting finished presentation documents For example electronically display finished presentations print the pages in colour on paper or print high resolution transparencies or transfer them wholly or partially to other applications and then use them within those applications Printing offers a choice between outputti
468. way of cut and paste via the clipboard or drag and drop without pressing an additional key Cells were hidden manually by way of the Hide All cells including the hidden ones are command in the context menu of the row or column copied or moved headers or through an outline Copy or move the visible cells Referencing a Cell in Another Document Cells can also be referenced inother spreadsheets 1 For the following example the source document is named C test test sxc and it contains a sheet named Sheet 1 2 Open a different or new spreadsheet document 3 Place the cursor in cell A1 and enter the following formula C test test sxc Sheet1 Al 4 Alternatively enter the file name as a URL designation file C test test sxc Sheet1 Al1 Similarly access a file on the Internet by using http www sun com test test sxc Sheet1 Al 5 Drag the box in the lower right corner of the active cell to select a range of cells OpenOffice org automatically inserts the corresponding references in the adjacent cells As a result the sheet name is preceded with a sign to designate it as an absolute reference OpenOffice org User Guide 206 Chapter 4 Spreadsheets in Calc Using References in Formulas So far users have been introduced to formulas containing absolute values absolute and relative references and references to named ranges Occasionally we have also mentioned the AutoPilot Functions Here is an example of re
469. which records rows have been summarized Clicking on a minus sign shows only the row with the results The easiest way to control the display is with the small digits above the group area When 1is clicked only the grand total is displayed Clicking 2 reveals the subtotals while selecting 3 shows all elements Transferring Data From a Data Source to a Spreadsheet Individual tables of data from the data source browser are transferable into a Calc spreadsheet document There is a choice of two different methods for transferring the data One the desired database file in dBase or text forma t can be loaded directly via the File gt Open dialogue in which case the whole database table is imported into a Calc spreadsheet document Or two by dragging and dropping what is selected Opening a Database File in Calc Open a dBase or text format document as one opens any OpenOffice org file Choose File gt Open In the dialogue go to the folder where the database file is located Enter the name ofthe file or go to the File type list box select dBase for example Select the name Click Open a A U N To open a text document select the file type Text CSV OpenOffice org User Guide 221 Chapter 4 Spreadsheets in Calc When making a dBase import a dialogue open from which to choose the character set of the file For example in some languages databases created under DOS use different characters than those used in
470. with shortcut keys Entering New Text To enter new text 1 Open an existing text document or create a new one 2 Enter text using the keyboard When special characters such as the copyright symbol or accented characters that are not available on the keyboard are to be entered select Insert gt Special Character and chose what is needed from the table 3 Press Enter to begin a new paragraph Line breaks Users never need to worry about line breaks as the software inserts these automatically Only press Enter at the point to start a new paragraph Automatic correction OpenOffice org Writer includes a configurable auto correction tool that can make various corrections while typing For example automatically capitalizing the start of every sentence Word completion The automatic word completion function helps when entering text For example let s say there s an often used long word In this case Writer suggests a word it recognizes as matching what has been typed so far If the suggestion is what is wanted Press Enter or define another key to accept it Inserting Text 1 Open an existing document 2 place the cursor at the point where text is to be added using either the mouse or the arrow keys and enter the new text Insert mode is enabled by default thus any text following the insertion point is shifted as new text is entered To overwrite the existing text at this point select Overwrite mode by clicking the INSRT
471. wslettertemplate was writte by Travis Bauer i56 ooextras org the creator and mamtainer of OOExtras org 4 License Thistemplate is distributed in accordance with the LGPL license 100 INSRT STD HYP NHACEODIVGGSTADIRBPCORERDISE OpenOffice org User Guide 164 Chapter 3 Managing Text Documents With Writer Creating a Newsletter From a Template In the File menu choose New gt Templates and Documents Locate and double click to open the Newspaper Template The document contains several useful elements that could be of good use of in a newsletter It contains for example an automatic page numbering system and a field with the fixed date One can now enter text and position graphic objects Modify the existing heading as needed and insert any graphics A few other texts highlighted in gray are variables which modifiable When the document is completed save and print it Edit the template File gt Templates gt Edit for any personalization and layout changes Creating Page Styles Where a page must include not only text but also several larger graphics create a separate Page Style for this purpose 1 i Al Open the Stylist and click the Page Styles icon 2 From the context menu select the command New to open the Page Styles dialogue 3 In the tab Organize assign a descriptive Name for the Style 4 Next click the Page tab and define the page format and margins 5 Check Register true and choose
472. xed medium or an accepted Electronic Distribution Mechanism 3 3 Description of Modifications All Documentation to which You contribute must identify the changes You made to create that Documentation and the date of any change You must include a prominent statement that the Modification is derived directly or indirectly from Original Documentation provided by the Initial Writer and include the name of the Initial Writer in the Documentation or via an electronic link that describes the origin or ownership of the Documentation The foregoing change documentation may be created by using an electronic program that automatically tracks changes to the Documentation and such changes must be available publicly for at least five years following release of the changed Documentation 3 4 Intellectual Property Matters Contributor represents that Contributor believes that Contributor s Modifications are Contributor s original creation s and or Contributor has sufficient rights to grant the rights conveyed by this License 3 5 Required Notices You must duplicate the notice in the Appendix in each file of the Documentation If it is not possible to put such notice in a particular Documentation file due to its structure then You must include such notice in a location such as a relevant directory where a reader would be likely to look for such a notice for example via a hyperlink in each file of the Documentation that takes the reader to
473. xt Documents With Writer To create a dividing line select a narrow line from the Line list box under Separator set the Height to 75 and define the position as Centered Finally click OK to close the dialogue Page Style Default x Organizer Page Background Header Footer Borders Columns Footnote Settings Columns pa Width and spacing Column x i y zi 2 Width Spacing p20 ES IV AutoWWidth Separator line Line ooSpt Height 75 Position Centered X To place headings or subheadings that are more than a column wide into a multi column text try putting them in a text frame The text frame can the be freely scaled and positioned on the page Insert a frame using the Insert Frame icon on the Insert floating toolbar Text frames can may also have borders but this is not always necessary Editing Paragraph Styles 1 Click the Paragraph Styles icon in the Stylist and select the Paragraph Style to be modified 2 Select the Modify command from the context menu call up the Paragraph Styles dialogue In this dialogue there are several tabs with various settings and options Experiment with font effects for example drop caps Click the respective tab and select Show Drop Caps Drop caps may even be assigned a Style in the Character Styles list box under Contents Note Newsletters or newspapers require a variety of main hea
474. xt icon in the Main Toolbar In the large list box select the category e g default assign a name for the new text component in the text box and correct the abbreviation if necessary Now save the text component via Auto Text gt New and close the dialogue OpenOffice org User Guide 84 Chapter 3 Managing Text Documents With Writer Using AutoText in Networks AutoTexts from can be used from different directories An example would be in a typical OpenOffice org network installation Read only company AutoTexts could be in a directory on the server and user defined AutoTexts in a user s own files Both are read and used while typing Choose Tools gt Options OpenOffice org gt Paths Double click AutoText Two paths are entered here The first path will take the selected AutoTexts from the server installation while the second path takes the AutoTexts from the user directory When two AutoTexts from the different directories have the same name OpenOffice org uses the AutoText from the user directory Printing AutoTexts To print a list of all AutoTexts run the AutoText macro from the OpenOffice org Basic Gimmicks library This macro lists all AutoText names and shortcuts in a new text document 1 Select Tools gt Macros gt Macro gt 2 Double click Gimmicks in the right list of the Macro dialogue 3 Select AutoText 4 Click Run OpenOffice org User Guide 85 Chapter 3 Managing Text Documents With
475. xts are always combined to one single text New text can be inserted between individual inserted documents The new documents or texts are always inserted above the current entry However one can easily change their order with Drag amp Drop or with the icons Move down and Move up Documents are inserted in the master document as protected areas That means these documents cannot normally be edited within the master document bu it is possible to navigate through the document with the cursor and read them All indexes are created directly in the master document and automatically include all subdocuments Fz When one or more subdocuments are changed after creating an index the indexes in the master document should also be updated To do this click the icon Update as shown to the left on the Navigator for master documents and select the entries to be updated from the submenu Likewise references work in a Master Document and its subdocuments in the same manner a in subdocuments themselves when these are defined in the documents involved For example if figures in a subdocument are numbered from Figure 1 to Figure 10 figures in the next subdocument can numbered starting at Figure 11 A Master document together with all its parts can be saved as a combined OpenOffice org Writer document To do so do the following In the Navigator click the Toggle icon In the Navigator list double click Sections Right click a
476. y while the area to the left of the freeze line remains fixed This fixes the display so that the column containing the names is always in view This function is especially useful for large sheets Splitting a Calc Window Sometimes a user may need to work with a spreadsheet in which the active data is in different rows Scrolling up and down can be inconvenient In this case splitting the display can be an advantage Select the cell tat which to split the display and click Split in the Window menu This make is possible to scroll vertically in each of the split sections This function can be especially useful for large sheets Conditional Formatting With this function information can be displayed simply by entering a letter For example if this is an employee list use this feature to instantly find out if a particular employee is present sick or on vacation To do so use the following steps 1 Open the Stylist click the icon in the Function bar 2 create three Cell Styles 3 For the Cell Styles choose names that correspond to the information to be represented In the case of the employee list choose Sick Vacation and Present OpenOffice org User Guide 248 Chapter 4 Spreadsheets in Calc 4 Click in the Stylist and open the context menu and click the New command to activate the Cell Style dialogue 5 On the Organize tab enter the word Sick and assign a background colour to the Cell Style by way of the Background ta
477. yed upon selecting File gt New gt Text Document The following demonstrates one way that this can be done 1 Create or open a document that contains the user s favorite Styles and formatting 2 Delete the text of the document as desired so that only the Styles and other settings remain 3 Save the document as template by choosing File gt Templates gt Save Doing so saves the document as a template in HOME OpenOffice org lt release gt user template under NIX and under Windows HOME OpenOffice org lt release gt user template This is the user s Default template directory 4 Select File gt Templates gt Organize 5 In the left list box of templates double click default The name of the default template that was saved will appear Click the name 6 Open the context menu and choose Set as default Template Close the dialogue This template will now be used as the default template OpenOffice org User Guide 76 Chapter 3 Managing Text Documents With Writer Templates and Styles OpenOffice org templates are files that one can use as base for creating personal custom documents in the manner of a road map Templates can contain text logos other graphic objects and other constructs Also every template contains a set of Styles that are viewable in the Stylist For each document type text table drawing presentation etc a single template file is defined called a default template file This te
478. yperlinks for example 1 Select File gt Export 2 Choose the file format HTML 3 Enter a file name 4 Click Save This opens the HTML Export AutoPilot This AutoPilot is described in detail in OpenOffice org Help In the HTML Export AutoPilot choose whether the created Internet presentation should contain frames be navigates using graphic buttons or with text links and whether a link should be offered on the home page allowing the user to download the original Impress presentation 3d Discussion 2 2 9 v Objects Lighting v Shadows e v Orientation OpenOffice org User Guide 271 Chapter 5 Creating Presentations With Impress In addition to the export of default HTML documents and HTML documents with frames Impress documents can be exported as WebCast or in the automatic mode WebCast export automatically produces scripts for web servers with Perl or ASP support This format allows a presenter e g during a telephone press conference with accompanying slide show over the Internet to change the slides on the viewers browsers Automatic export takes over the settings for the viewing time of each page in the presentation A default HTML presentation is the result in which the pages are turned automatically Sound reminders for turning the pages can also be exported if desired The sound files would then be copied in the target directory and played back when a HTML page is lo

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