OpenOffice.org OpenOffice - 3.3 User Manual

OpenOffice.org 3.3 Writer GuideWord Processing with OpenOffice.org 3.3

What is Writer?Writer is the word processor component of OpenOffice.org (OOo). It provides the usual features of a word processor: enter and edit text

The Further settings section in the bottom right part of the dialog box is common to all the hyperlink types, although some choices are more relevant

Changing the case of selected textTo quickly change the case of text, select it, choose Format > Change Case from the menu bar, and then choose one

Chapter 4 Formatting Pages Using Page Styles, Tables, Frames, Columns, and Sections102

IntroductionWriter provides several ways for you to control page layouts:• Page styles• Columns• Frames• Tables• SectionsThis chapter describes these

Use page styles (with two columns) for an index or other document with two columns of text where the text continues from the left-hand column to the r

Setting up basic page layout using stylesIn Writer, page styles define the basic layout of all pages, including page size, margins, the placement of h

style for the first page and specify the style for the following page to be applied automatically.Figure 105: Letterhead with different page styles fo

Figure 107: Set the Next Style property for a page style5) On the other pages of this dialog box, you can turn on or off the header and footer for the

Figure 108: Name the new style and set the next page style to Landscape4) On the Page page of the Page Style dialog box, set the Orientation to Landsc

Figure 110: Specifying a page break before a paragraphFigure 111: Specifying a page break before a table3) Position the cursor in the paragraph or tab

Figure 1: The main Writer workspace in Print Layout view• Insert contains commands for inserting elements into your document such as headers, footers,

To change margins using the rulers:1) The shaded sections of the rulers are the margins (see Figure 112). Put the mouse cursor over the line between t

Figure 113: Defining the number of columns on a page2) In the Settings area, choose the number of columns and specify any spacing between the columns

Formatting separator linesTo display separator lines between the columns:1) Eighteen separator line options exist: None or various lines of thicknesse

Figure 114: Specifying columns for a selectionDistributing text across columnsAs you add text to the section, you will see that the text flows from on

To distribute text evenly, select the Evenly distribute contents to all columns option in the Settings area. Deselect this option if you want to distr

Creating framesYou can create a frame in several ways, depending on your needs.• Choose Insert > Frame) to create an empty frame. The Frame dialog

Figure 117: Frame dialog boxYou can resize the frame manually (by clicking on the green squares and dragging to the appropriate size) or start adding

Figure 118: Removing the border from a frameAnchoring framesUsing the Frame dialog box (or by right-clicking and pointing to Anchor), you can anchor a

NoteYou cannot link from a frame to more than one other frame.To link one frame to another:1) Select the frame to be linked from.2) Click the Link Fra

On the Hyperlink page, you can specify the file for the hyperlink to open. This file can be on your machine, a network, or the Internet.The Wrap, Bord

Submenus and tear-off toolbarsToolbar icons with a small triangle to the right will display submenus, tear-off toolbars, and other ways of selecting t

To create a table for use with a sidehead:1) Place the cursor where you want the table to appear and choose Insert > Table (Ctrl+F12).2) In the Ins

TipTo check the top and bottom spacing for ordinary paragraphs:1) Position the cursor in a paragraph and press F11 (unless the Styles and Formatting w

Using sections for page layoutA section is a block of text that has special attributes and formatting. You can use sections to:• Write-protect text• H

• Use the Background page to add color or a graphic to the section’s background.• Use the Footnotes/Endnotes page to customize the section’s footnotes

Write-protecting sectionsTo write-protect the current section so that its contents cannot be edited, select the Protect option in the Write protection

To hide a section, select the Hide option in the Hide area.Figure 131: Hiding sectionsTo hide the section only under certain conditions, enter the des

Customizing footnotes and endnotes in a sectionUse the Footnotes/Endnotes page to customize the current section’s footnotes and endnotes.Customizing f

Figure 134: Numbering footnotes for sectionsCustomizing endnotesIf you want the current section’s endnotes to appear at the end of the section rather

Figure 135: Edit Sections dialog boxDeleting sectionsTo delete the current section, click the Remove button.NoteWriter will not prompt you to confirm

Figure 136: Options dialog box for sectionsUpdating linksYou can set Writer to update linked sections automatically, and you can also update links man

Floating toolbarsWriter includes several additional context-sensitive toolbars, whose defaults appear as floating toolbars in response to the cursor’s

Updating links manuallyTo update a link manually:1) Open the document that contains the link.2) Choose Edit > Links. The Edit Links dialog box open

CautionThe Insert Menu can also be used for deleting a preexisting header or footer for a page style. If that page style has a check mark in front of

Portrait headers on landscape pagesWhen you define a header and footer on a landscape page, they will be aligned with the long side of the page. If yo

Figure 139: Measuring the location and size of the footer frame5) Select the text (including the fields) you just entered. Choose Format > Characte

Figure 141: Defining the size and position of the footer frame7) If your footer has a line above the text, as in this book, on the Borders page, selec

Numbering pagesThis section describes techniques to insert page numbers and related information in a document. Some basic knowledge of page styles, wh

Combining header text and page numberThere are a lot of interesting variations that you can apply without further knowledge of page styles. Here are s

Figure 145: Changing format of page numbersNumbering the first page something other than 1Sometimes you may want to start a document with a page numbe

Figure 146: Specifying paragraph style and numbering for chapter titles3) Insert the chapter number in your document. To do this:a) Place the cursor i

Figure 147: Inserting a chapter number field Restarting page numberingOften you will want to restart the page numbering at 1, for example, on the page

Figure 7: Selection of visible toolbar iconsRight-click (context) menusRight-click on a paragraph, graphic, or other object to open a context menu. Of

Figure 148: Restarting page numbering after a manual page break4) Choose the required page in the Style drop-down list.5) Select Change page number.6)

Figure 149. Set page number format to Roman numerals.After the preface is written, we are ready to restart the page numbering in the main body of the

This change is also reflected on the status bar. The Page section of the status bar now includes both the total page count and the entry of the page n

Figure 153: Inserting a bookmarkTo insert a cross-reference to the last page in the header or footer where you want to refer to the total number of pa

NoteDo not delete the bookmark at the end of the document. If you do, the cross-reference will not work.If a field, such as a cross-reference, does no

Figure 155: Frame dialog box: Borders page• Spacing to contents specifies how much space to leave between the border and the contents of the element.

Figure 156: Frame dialog box: Background page showing color choicesAdding a graphic to the backgroundTo add a graphic to the background:1) From the As

Figure 157: Graphic options on the Background page of the Frame dialog boxDeleting color or graphics from the backgroundTo delete color or graphics fr

Chapter 5 Printing, Exporting, Faxing, and E-Mailing148

IntroductionGeneral information about printing and faxing documents from OOo is provided in the Getting Started guide. This chapter describes some ite

Figure 10: Right end of status barPage numberShows the current page number, the sequence number of the current page (if different from the page number

NoteThe options selected on the Print dialog box apply to this printing of this document only.To specify default printing settings for OOo, go to Tool

Figure 161: Printing multiple page per sheet of paper2) In the Layout section, select from the drop-down list the number of pages to print per sheet.

Selecting what to printIn addition to printing a full document, you can choose to print individual pages, ranges of pages, or a selection of a documen

Figure 162: Printing a selection of textPrinting a brochureIn Writer, Impress, and Draw, you can print a document with two pages on each side of a she

5) Select the Brochure option.6) In the Page sides section, select Back sides / left pages option from the Include drop-down list.7) Click the Print b

Change the OOo settings to print all color text and graphics as grayscale:1) Choose Tools > Options > OpenOffice.org > Print.2) Select the Co

Printing envelopesPrinting envelopes involves two steps: setup and printing.To set up an envelope to be printed by itself or with your document:1) Cli

Figure 165. Choosing positioning and size of elements for an envelope5) In the lower left of this page, choose the envelope format from the drop-down

new document with the envelope. Insert puts the envelope into your existing document as page 1.To not proceed with this envelope, click Cancel or pres

3) Select the label stock in the Brand drop-down list. The types for that brand then appear in the Type drop-down list. Select the size and type of la

Section or object informationWhen the cursor is in a section, heading, or list item, or when an object (such as a picture or table) is selected, infor

Sending a faxTo send a fax directly from OpenOffice.org, you need a fax modem and a fax driver that allows applications to communicate with the fax mo

Figure 170: General page of PDF Options dialog box • JPEG compression: Allows for varying degrees of quality. A setting of 90% works well with photogr

General section• PDF/A-1: PDF/A is an ISO standard for long-term preservation of documents, by embedding all the information necessary for faithful re

Figure 171: Initial View page of PDF Options dialog boxFigure 172: User Interface page of PDF Options dialog boxChapter 5 Printing, Exporting, Faxing

User interface options section• Hide menubar. Causes the PDF viewer to hide the menu bar.• Hide toolbar. Causes the PDF viewer to hide the toolbar.• H

Security page of PDF Options dialog boxPDF export includes options to encrypt the PDF (so it cannot be opened without a password) and apply some digit

Figure 175: Setting a password to encrypt a PDFExporting to XHTMLOOo uses the term “export” for some file operations involving a change of file type.

E-mailing a document to several recipientsTo e-mail a document to several recipients, you can use the features in your e-mail program or you can use O

3) On the third page, click the Select Address List button. Select the required address list (even if only one is shown) and then click OK. (If the ad

5) In the left-hand list, click 8. Save, print or send. OOo displays a “Creating documents” message and then displays the Save, print or send page of

Changing document viewsWriter has three ways to view a document: Print Layout, Web Layout, and Full Screen. To change the view, go to the View menu an

On Windows operating systems, the Windows features of validating a signature are used. On Solaris and Linux systems, files that are supplied by Thunde

Chapter 6 Introduction to StylesParagraph, Page, Character, and List Styles171

What are styles?Most people are used to writing documents according to physical attributes. For example, you might specify the font family, font size,

The Styles and Formatting windowStyles are available through a floating or dockable window called Styles and Formatting, shown in Figure 181. This win

Using Fill Format modeThe sixth icon at the top of the Styles and Formatting window activates the Fill Format mode. Use Fill Format to apply a style t

Figure 182: Dialog to name a new style from selectionUpdate Style (from a selection)Let’s use paragraph styles as an example.1) Create a new paragraph

2) In the Styles and Formatting window, click on the New Style from Selection icon and then on Load Styles (see Figure 183).3) In the Load Styles dial

3) Select the object you want to base the style on and drag it to the Styles and Formatting window. The cursor changes its shape indicating whether th

3) Click the Styles and Formatting icon located on the Formatting Bar or press the F11 key. This opens the Styles and Formatting window (Figure 186)

To use the Apply Style drop-down menu (Figure 185):1) Move the cursor to a new line or create a new line by pressing the Enter key at the end of the p

See Chapter 1 (Introducing OpenOffice.org) in the Getting Started guide for more information about starting Writer and using the Quickstarter.Figure 1

• If you have the Styles and Formatting window open, double-click the Default character style.NoteThe first two methods also work for removing manual

CautionChanging a page style may cause the style of subsequent pages to change as well. The results may not be what you want. To change the style of o

Figure 190: Choose Page break and select the New Chapter page styleExample: Page with special formattingSometimes you may need to insert a page with

• Numbering 1 End• Numbering 1 StartNumbering 1 is a default paragraph style to which you can attach a list style. If you want to make exclusive use o

Changing a style using the Style dialog boxTo change an existing style using the Style dialog box, right-click on the style in the Styles and Formatti

Figure 193, using the proper paragraph style for each: the Heading 1 style for the paragraph containing the word Title, Heading 2 for Subtitle 1, and

Figure 195: Center Heading 1Figure 196: The text Title, which is formatted as a centered Heading 1 styleIndent Heading 3On the Styles and Formatting w

The result should resemble Figure 198.Figure 198: The text formatted as Heading 3 style is now indentedUsing AutoUpdateOn the Organizer page of the Pa

In addition, a PoemHeading style is to be followed by a Poem style. In other words, when you press Enter, the next paragraph style in the document cha

The next step is to configure the alignment and font properties of this style.• On the Alignment page, select the Center option.• On the Font page, se

Starting a new document from a templateYou can use templates to create new documents in Writer. A template is a set of predefined styles and formattin

Figure 202: Sample poemIndent PoemFirst, set the Poem style to left alignment:1) In the Styles and Formatting window, select Poem and right-click and

Copying and moving stylesStyles are part of the document properties, therefore changes made to a style or new styles you create are only available wit

Figure 205: Copying a style from one document to anotherCautionIf you do not hold down the Control key when dragging, the style will be moved from one

Figure 207: Deleting a style that is not in useAssigning styles to shortcut keysYou can configure shortcut keys to quickly assign styles in your docum

Figure 208: Choosing paragraph styles for outline levels3) In the Numbering: Paragraph Style section, choose from the drop-down list the paragraph sty

Setting up heading numberingIf you want one or more heading levels to be numbered, many choices are available; this example defines a scheme to create

3) In the Level list, choose 3. In the Number list, choose 1, 2, 3, ... The Show sublevels list should show 3 (if not, choose 3). The result is shown

Figure 215: Results of numbering choices for headingsSetting up the indentation of headingsWhether or not the headings are numbered, you may want to c

Figure 217: Indenting Level 2 headingsFigure 218: Result of changes to indentation of Level 2 headings2) To change the wrapping behavior of long headi

3) In the Level list, choose 3. Change the values for Numbering followed by... at, Aligned at, and Indent at, as shown in Figure 221. The final result

CopyrightThis document is Copyright © 2005–2010 by its contributors as listed below. You may distribute it and/or modify it under the terms of either

You can also open an existing document in one of the following ways. If a document is already open in OOo, the second document opens in a new window.•

Figure 223: Indenting Level 2 headings Figure 224: Changing the Width of numbering value to wrap long headingsFigure 225: Indenting Level 3 headings20

Chapter 7 Working with Styles201

IntroductionChapter 6 (Introduction to Styles) described the basics of how to use, apply, and manage styles. This chapter gives a more detailed descri

Figure 226: The Organizer page displayed when a new style is created.Depending on the style you are creating, you will find the following information

Understanding linked stylesWhen creating a new paragraph or a new character style, you may use an existing style as a starting point for its settings.

Figure 229: Select the heading font.Now, the fonts of all the heading styles (Heading 1 through Heading 10) are changed in a single operation. Figure

Figure 231: Settings on the Indents and Spacing page of a paragraph styleUse the Indent section of the page to set up the indentation, using these par

• Proportional: this value activates the edit box next to the drop-down list where you can enter a percentage value. 100% means a single line spacing,

Text flow options for paragraph stylesThe page of the dialog box controlling the text flow options is shown in Figure 233. This page is divided into t

NoteIf you want the first page of a new chapter to always start on a right (recto) page, make sure that the page style for the first chapter page is s

Softpedia, http://www.softpedia.com/get/Office-tools/Other-Office-Tools/Sun-ODF-Plugin-for-Microsoft-Office.shtml.Some users of Microsoft Word may be

Figure 234: Selecting a type size based on a percentageSelecting a language for a paragraph styleThe language you select for a document (on Tools >

Figure 236: The position page of the Paragraph Style (default options)The second section of the Position page controls the rotation of the paragraph a

Example: Rotating the text in a paragraph styleAs an example, we will apply rotated table headings to a pre-existing table.1) Create a new paragraph s

also create a custom fill character by entering it in the corresponding box. Common use of a fill character is adding dots between a heading and a pag

Figure 241: Specifying an outline level on the Outline & Numbering page for a paragraph styleSetting up a drop capIf you want your paragraph to u

The two pages are fairly intuitive. You may want to pay attention to the following points when working with the Background page:• In case you do not f

Figure 243: Condition page for paragraph stylesWhen you create a conditional style, you are saying “in this condition make this style look like that o

Working with character stylesCharacter styles complement paragraph styles and are applied to groups of characters, rather than whole paragraphs. They

Creating a new character styleThis section illustrates the use of the style dialog box for creating a new character style.The pages used to configure

Working with frame stylesFrames are often used as containers for text or graphics. To provide consistency in the appearance of frames used for similar

Password protectionWriter provides two levels of document protection: read-protect (file cannot be viewed without a password) and write-protect (file

Table 3. Various frame styles and their usesStyle Comments and UseFormulaThe frame style used for formulas. The default includes AutoSize, which adjus

• Columns page: this page can be ignored unless the frame is being used for text. The page is the same as is used to set up a page style, and its para

For the title page, we can use the predefined First Page page style that comes with OOo, and for the rest of the document, we can use the Default page

In the Margins section, specify the size of the margins in your preferred unit of measurement. If you select Mirrored margins in the Page layout setti

Header and Footer pagesYou can associate a different header or footer to each page style. This property makes it very easy to have different headers o

Example: A book chapter sequence of pagesBook chapters typically start on a right-hand page, with the first page of the chapter having a different lay

Figure 249: Specifying the next style after the first page of a chapter4) On the Page tab, specify a larger left margin for binding, and a larger top

Figure 251: Setting page margins and layout for the Default page style2) On the Header page of the Page Style: Default dialog box, select the Header o

Step 4. Start a new chapter.Apply the Heading 1 paragraph style to the first paragraph, which is the title of the chapter.NoteBy default, the Heading

As with other styles, the main reasons for using list styles are consistency and speeding up your work. Although you can create simple lists quickly b

Here you have several choices:• To read-protect the document, type a password in the two fields at the top of the dialog box.• To write-protect the do

Position pageUse the Position page to fine tune the indentation and spacing of the the list item symbol and the text of the list item. This page is pa

TipIn normal circumstances, setting the Numbering followed by distance to be equal to the Indent at distance works well. See Figure 256 for a graphic

For any level other than Level 1, the Relative option causes the indentation to be measured from the start of the previous level rather than from the

Depending on the numbering style selected in the Numbering box (bullet, graphic, numbering), some of the following options become available on the pag

To have full control, it is common practice to define three base paragraph styles for lists: List Start for the first element of the list, List Contin

4) For Aligned at choose 1.5cm. (this refers to the alignment of the numbers)5) For Indent at choose 4.0cm. (This sets the indentation of the whole li

Chapter 8 Working with Graphics236

Graphics (images) in WriterWhen you create a text document using OpenOffice.org (OOo) Writer, you may want to include some illustrations. Illustration

Preparing images for black-and-white printingIf color images are to be printed in grayscale, check that any adjacent colors have good contrast and pri

This method embeds (saves a copy of) the image file in the Writer document. To link the file instead of embedding it, hold down the Control+Shift keys

Using the NavigatorIn addition to the Page Number field on the Status bar (described on page 14), Writer provides other ways to move quickly through a

• Disadvantage – If you send the document to someone else, or move it to a different computer, you must also send the image files, or the receiver wil

Inserting an image from the clipboardUsing the clipboard, you can copy images into an OOo document from another OOo document and from other programs.

Figure 261. Inserting an image from the GalleryBy default, the Gallery is docked above the Writer workspace. To expand the Gallery, position the point

Using the Picture toolbarWhen you insert an image or select one already present in the document, the Picture toolbar appears. You can set it to always

ColorUse this toolbar to modify the individual RGB color components of the image (red, green, blue) as well as the brightness, contrast, and gamma of

Cropping imagesWhen you are only interested in a section of the image for the purpose of your document, you may wish to crop (cut off) parts of it. Th

Width and HeightThe Width and Height fields under either Scale or Image size change as you enter values in the Left, Right, Top, and Bottom fields. Us

For more accurate resizing, use either the Crop page of the Picture dialog box (Figure 263) or, for images, the Type page of the Picture dialog box. O

changes. You can also prevent the picture from being printed by deselecting the corresponding option.• Borders: use this page to create borders around

Creating drawing objectsTo begin using the drawing tools, display the Drawing toolbar (Figure 265), by clicking View > Toolbars > Drawing.If you

Table 1: Function of icons in the Navigator Toggle: Not active in ordinary documents (left image). In a master document (right image), switches betwee

1 Line 5 Line Color 9 To Foreground 13 Alignment2 Arrow Style 6 Area 10 To Background 14 Change Anchor3 Line Style 7 Area Style / Filling 11 Bring to

Positioning graphics within the textWhen you add a graphic to a text document, you need to choose how to position it with respect to the text and othe

Arranging graphicsArranging a graphic object means to determine its vertical position relative to other graphic objects or text. Arranging is only rel

This method is similar to anchoring to a paragraph but cannot be used with drawing objects.As CharacterThe graphic is placed in the document like any

Page Wrap or Optimal Page WrapThe text flows around the image. Moving the image around the page causes the text to be rearranged to fill the space to

Figure 269: The advanced wrap format optionsFirst paragraphCheck this box if you want OOo to start a new paragraph after the image even if it could st

restart. You can also undo the previous steps or you can select the Edit Points button and adjust the contour shape point by point.For simple images,

The process to obtain this is the following:1) Insert the image into the document, then anchor it to the first paragraph. To move the anchor, select t

2) Insert an image of your choice and anchor it to the first paragraph. Adjust the alignment as desired then change the wrap type to Page Wrap.3) Righ

Adding captions to graphicsYou can add captions to graphics in three ways: automatically, by using the Caption dialog box, or manually.Adding captions

TipObjects are much easier to find if you have given them names when creating them, instead of keeping OOo’s default names of graphics1, graphics2, Ta

Using the Caption dialog boxTo add captions using the Caption dialog box:1) Insert the graphic, then select it and click Insert > Caption.2) Under

2) Right-click on the picture (not the frame surrounding picture and caption) and make sure that Anchor > To paragraph is selected.3) Left-click on

Creating an image mapAn image map defines areas of an image (called hotspots) with hyperlinks to web addresses, other files on the computer, or parts

• Tools for drawing a hotspot shape: these tools work in exactly the same way as the corresponding tools in the Drawing toolbar.• Edit, Move, Insert,

Figure 277. Gallery properties dialog box4) On the Files page, click the Find Files button. The Select path dialog box opens.5) You can enter the path

Chapter 9 Working with Tables265

IntroductionTables are a useful way to organize and present large amounts of information, for example:• Technical, financial, or statistical reports.•

Figure 278: Inserting a new table using the Insert Table dialog boxUnder Options, set up the initial table characteristics. Selecting the options in t

Creating nested tablesYou can create tables within tables, nested to a depth only limited by imagination and practicality. Figure 279 demonstrates a s

Figure 280: Dialog box to configure the text to table conversionExampleIn this example we will convert the following text into a table.Row 1 Column 1

Rearranging chapters using the NavigatorYou can rearrange chapters and move headings in the document by using the Navigator.1) Click the Content View

Default parametersIf you create a table using the Insert Table dialog box or the Table icon on the Standard toolbar and activate the Heading option, t

• Center: aligns the table in the middle between the left and right margins. If the table width is greater than the margin, the table will extend outs

Right-click on the table and choose Table from the pop-up menu or choose Table > Table Properties from the menu bar. On the Table Format dialog box

2) On the pop-up menu, choose Row > Insert or Column > Insert. This will display a dialog box where you can select the number of rows or columns

Borders have three components: where they go, what they look like, and how much space is left around them.• Line arrangement specifies where the borde

• Shadow style properties always apply to the whole table. A shadow has three components: where it is, how far from the table it is cast, and what col

4) In the For section, chose whether to apply the settings to cell, row, or table.• If you choose Cell, changes apply only to the selected cells, or t

Displaying or hiding table boundariesA table boundary is a set of pale (usually gray) lines around the cells when viewed on-screen in OOo. These bound

• Use the Text direction list to select the direction for the text in the cells. The most common setting is Left to right for Western languages.NoteTh

Number formatsThe number format can be set for a whole table or group of cells. For example, cells can be set to display in a particular currency, to

To set a reminder at the cursor's current location, click on the icon in the Navigator. You can set up to 5 reminders in a document; setting a

NoteText rotation within table cells can also be achieved with the use of paragraph styles, discussed in greater detail in Chapter 7 (Working with Sty

Just as in a spreadsheet, each table cell is identified by a letter (for the column) and a number (for the row). For example, cell C4 is the cell in t

In our example, this gives the result 9 in the top left cell. For contiguous cells, you can simply select the cells in the row, column, or the rectang

You can also create your own category labels, formatting, and separators. For example, you might want your tables to be labeled as Fantasia, formatted

All of the features described above can also be set up to automatically apply to any new tables you create in your document.To automatically caption a

Select from the list on the left the Format most suitable for your table and click OK to apply it. Clicking the More button opens another section of t

Merging and splitting tablesOne table can be split into two tables, and two tables can be merged into a single table. Tables are split only horizontal

4) Move the cursor to the target position and click on it to fix the insertion point.5) Press Control+V or click the Paste icon in the Standard toolba

1 Table 9 Top 17 Select Column2 Line Style 10 Center (vertical) 18 Select Row3 Line Color (border) 11 Bottom 19 AutoFormat4 Borders 12 Insert Row 20 T

Name DescriptionTop Press this button to align the contents of the selected cells to the top of the cell.Center (vertical)Press this button to align t

use the technical terms in this book, but it is useful to know them because the Help and other sources of information often use them.In most cases, yo

Chapter 10 Working with Templates290

IntroductionA template is a model that you use to create other documents. For example, you can create a template for business reports that has your co

Figure 291. Templates and Documents dialog boxCreating a templateYou can create your own templates in two ways: from a document, and using a wizard.Cr

Figure 292. Saving a new templateAny settings that can be added to or modified in a document can be saved in a template. For example, below are some o

Figure 293: Creating a template using a wizard2) Follow the instructions on the pages of the wizard. This process is slightly different for each type

Figure 294. Template management dialog boxUpdating a document from a changed templateThe next time that you open a document that was created from the

NoteTo re-enable updating from a template:1) Use Tools > Macros > Organize Macros > OpenOffice.org Basic. Select the document from the list,

Figure 296: Newly-added package of templatesSetting a default templateIf you create a document by choosing File > New > Text Document from the m

Resetting Writer’s Default template as the defaultTo re-enable Writer’s Default template as the default:1) In the Template Management dialog box (Figu

4) In the Select Template window, find and select the required template and click Open.5) Save the document. If you now look in File > Properties,

ContentsCopyright... 2Note for Mac use

Figure 24: Edit > Undo last actionClick the small triangle to the right of the Undo icon to get a list of all the changes that can be undone. You c

Deleting a templateYou cannot delete templates supplied with OOo or installed using the Extension Manager; you can only delete templates that you have

Chapter 11 Using Mail MergeForm letters, mailing labels, and envelopes301

What is mail merge?OpenOffice.org (OOo) Writer provides very useful features to create and print:• Multiple copies of a document to send to a list of

Registering a data sourceFor a data source to be directly accessible from within a Writer document, it must first be registered as described below. Yo

4) In the Data Source Properties page, select the Database type. In our example, it is Spreadsheet. Click Next.Figure 300: Selecting the database type

8) Name the file in the Location field. The default is ...\Addresses.odb; but you may replace Addresses with another name if you wish. You may also ch

3) Find the data source that you wish to use for the form letter, in this case Points. Expand the Points and Tables folders, and select Sheet1. The ad

5) Continue until you have composed the entire document. At this time you may wish to consider suppressing any blank lines that may appear in the resu

Figure 307: Hidden paragraph insertionThe document is now ready to be printed.1) Choose File > Print and respond with Yes in the message box.Figure

Figure 309: The Mail Merge dialog boxEditing merged documentsYou may prefer to save the letters to a file, to allow for proofreading or some later for

Chapter 2 Setting up WriterChoosing options to suit the way you work31

Printing mailing labelsBefore beginning this process, note the brand and type of labels you intend to use.Preparing for printingTo prepare mailing lab

Figure 311: Move fields from Database field list to Label text area5) Continue adding fields and inserting desired punctuation, spaces, and line break

Removing blank lines from labels1) First ensure that the label frames are showing the field contents (data source headings), rather than their underly

CautionThe last paragraph of the label address block ends with a special field, Next record:Database.Table (Next record:Points.Sheet1 in our example),

However, you cannot edit all labels globally (for example, to change the font name for all records) by the technique of selecting the entire document.

Figure 313: Envelope formatting dialog box4) You now have the choice of creating the Addressee fields by dragging and dropping from the data source he

5) Select the Envelope tab (Figure 315).Figure 315: Choosing addressee and sender information for envelopesVerify, add, or edit the information in the

7) Quite often some of the fields in your address data source will be unused, leading to blank lines in your envelope Addressee area. If this is not i

Merging and printing the envelopesTo merge addresses and print the envelopes:1) Choose File > Print. A message box (Figure 308) appears. Click Yes

although with experience you may find it more practical to use a draft you prepared earlier, which will allow skipping some steps.Select Use the curre

Choosing options that affect all of OOoThis section covers some of the settings that apply to all the components of OOo and are particularly important

Step 3: Insert address blockThis is the most complex step in the wizard. In this step (Figure 318) you will do three things:1) Tell the wizard which d

If you already have an address list, as we have in the “Points” spreadsheet example, but which is not the one you wish to use, click Add and select th

Figure 320: Select address block3) In the New Address Block dialog box (Figure 321), you can add or delete address elements using the arrow buttons on

box to step through the addresses, checking that they display correctly. Do not assume that all the records display correctly, just because one or two

Step 4: Create salutationThe salutation is the initial greeting, for example, Dear Mr Jones. In step 4, select the salutation that will appear in the

Figure 324: Adjust layoutStep 6: Edit document and insert extra fieldsIn step 6 you have another opportunity to exclude particular recipients from the

Figure 326: Minimized mail merge wizardYou need to perform another important task in this step. The wizard only inserts information from the name and

Step 7: Personalize documentsIn step 7, OOo creates all your letters, one per recipient.Clicking the Edit individual Document button here is similar t

Figure 329: Personalize documentFigure 330: Step 8: Save, print or sendThe merged document can now be saved by selecting Save merged document. This wi

Figure 331: Saving a merged documentWhen you have saved the merged document, you can print the final letters now or later; and you can still manually

Figure 27: Filling in user dataGeneral optionsThe options on the OpenOffice.org – General page are described below.Figure 28: Setting general options

Chapter 12 Tables of Contents, Indexes, and Bibliographies330

IntroductionThis chapter describes how to create and maintain a table of contents (TOC), an index, and a bibliography for a text document using OpenOf

go to Tools > Options > OpenOffice.org > Appearance, then scroll down to the Text Document section and deselect the option for Index and tabl

You can also access this dialog box at any time by right-clicking anywhere in an existing table of contents and choosing Modify from the pop-up menu.T

Choosing the scope of the table of contentsThe for drop-down list in the Create index/table area, allows you to select whether the TOC will cover all

Entries pageUse the Entries page to define and format the entries in the TOC. Each outline level can be styled independently from the other levels by

2) Click one of the five buttons just below the Structure line. (For example, to add a tab, click the Tab stop button.) A button representing the new

2) On the Structure line, click the button representing the element to which you want to apply a style.3) From the Character Style drop-down list, sel

3) Click the < button to apply the selected paragraph style to the selected outline level.The style assigned to each level appears in square bracke

Adding a graphicTo add a graphic to the background of the table of contents:1) From the As drop-down list, select Graphic. The Background tab now disp

Help formattingHigh contrast is an operating system setting that changes the system color scheme to improve readability. To display Help in high contr

Maintaining a table of contentsThis section shows you how to:• Edit an existing TOC• Update a TOC when changes are made to the document• Delete a TOCE

1) Open the Navigator (press F5).2) Click the expansion symbol (+ sign or triangle) next to Indexes.3) Right-click on Table of Contents1 and choose In

beginning of a word, clicking on the Entry text box inserts the word into the text box.3) Click Insert to create the entry.Figure 341. Inserting an in

Creating an alphabetic index quicklyNow that you have some index entries, you can create the index.Although indexes can be customized extensively in W

Apply to all similar textsSelect this option to have Writer automatically identify and mark any other word or phrase that matches the current selectio

4) From the drop-down list in the Create index/table area, select Entire document. You can also choose to create an index for just the current chapter

Entries pageUse the Entries page to set exactly how and what will be displayed for each of the entries. The page is similar to Figure 344.Figure 344.

Changing elementsTo change an element in the Structure line, click the button representing that element and then click the element that you want to su

Styles, Columns and Background pagesRefer to “Styles page” on page 337, the Columns page on page 338 and “Backgroundpage” on page 338.Columns pageUse

Maintaining an indexTo modify the appearance of an index:1) Right-click anywhere in the index.2) From the pop-up menu, choose Edit Index/Table. The In

Figure 29: Choosing Memory options for the OpenOffice.org applicationsView optionsThe options on the OpenOffice.org – View page affect the way the doc

To create other indexes:1) Place the cursor where you want the index created.2) Select Insert > Indexes and tables > Indexes and tables from the

Figure 348: Entries tab for Illustration Index5) Click OK. The result is shown below.Figure 349: Resulting index of illustrationsBibliographiesA bibli

Creating a bibliographic databaseAlthough you can create references within the document itself, creating a bibliographic database allows reuse in othe

Figure 351. Setting up a filter for the bibliographic databaseChanging column detailsTo change the details of columns in the bibliographic database, c

Changing field detailsYou can make changes to the bibliography database (for example, rename fields or change the length of fields) by doing the follo

6) You can now select each of the rows and modify the Field Properties as required.7) When finished, you will be asked to confirm that you want the ch

Maintaining entries in the databaseTo maintain entries in the database, use the Bibliography Database window as in the previous section. Click on the

Formatting the bibliographyFormatting the bibliography involves choices made in two places:• Insert Index/table dialog (covered in this section)• Bibl

4) Select the type of brackets that you want for the referenced entries shown within the body of the document.5) Define the sorting you require. Curre

Generating the bibliographyTo generate the bibliography so that it appears in your document, click OK. The Insert Index/Table dialog box closes and th

option uses an icon set compatible with your operating system and choice of desktop: for example, KDE or Gnome on Linux.User Interface – Use system fo

Figure 361: Setting the spacing between the margin and the textFigure 362: Applying a numbering style to a paragraph styleNow when you generate the bi

Updating and editing an existing bibliographyTo modify the display of bibliography entries:1) Right-click anywhere in the bibliography.2) From the pop

Chapter 13 Working with Master Documents362

Why use a master document?Master documents are typically used for producing long documents such as a book, a thesis, or a long report. A master docume

TipIf you use the same document template for the master document and its subdocuments, the subdocuments will look the same when they are loaded into t

a) Navigate to the folder where you want to save the master document and its subdocuments (or create a new folder).b) Type a name for the master docum

How to do it:Use one of the techniques described in “Starting with no existing documents” below to create a blank master document and insert the other

One or more templates for master and subdocuments. If you are starting a new project, create the master document and all the subdocuments from the sam

Step 4. Create subdocumentsA subdocument is no different from any other text document. It becomes a subdocument only when it is linked into a master d

Figure 365: Inserting a page break between the title page and the copyright page2) Type the contents of the copyright page (or leave placeholders). W

• Automatic scrolling – dragging while pressing the middle mouse button shifts the view.• Paste clipboard – pressing the middle mouse button inserts t

Figure 366: Inserting a subdocument into a master document using the NavigatorA standard File Open dialog box appears. Select the required file (which

Step 7. Add table of contents, bibliography, indexYou can generate a table of contents, bibliography, or index for the book, using the master document

• Page numbering sequential through the rest of the bookTo set up a master document to produce such a book, you need to define a different paragraph s

Outline level to Level 1 (Figure 373). This ensures that the heading will appear in the Table of Contents along with the other chapter headings. (The

Editing subdocumentsYou cannot save edits made to a subdocument from within the master document. Instead, you must open the subdocument, either by dou

Figure 374: Finding the field name for a headingUsing bookmarksBookmarks are listed in the Navigator and can be accessed directly from there with a si

Figure 376: Setting text to be used as a target for a cross-reference3) Click in the document and highlight the text of the first heading to be used a

Figure 377. Fields dialog box showing manual entry of field name5) Click Insert, type any text you want to appear between the reference and page numbe

Within the master document, navigate to the page of the subdocument on which you inserted the cross-reference field. You should now see the text of th

Figure 381. The Navigator for a text document (left) and for a master document (right)Creating one file from a master document and its subdocumentsMa

TipIf your printouts are incorrectly placed on the page or chopped off at the top, bottom, or sides or the printer is refusing to print, the most like

Figure 382: Exporting a master document to an OpenDocument Text (.odt) file3) Close the master document and open the new .odt file, updating all links

Problem solvingSome combinations of choices do not work together, and some techniques that affect master documents are not at all obvious. This sectio

Restarting list numbering when using custom stylesThe problemWhen custom numbering styles are used for lists, the first item in the first list in a fi

Chapter 14 Working with Fields383

Introduction to fieldsFields are extremely useful features of Writer. They are used for a variety of purposes; for example, data that changes (such as

The Internet page is relevant only to HTML documents (Writer/Web). The file sharing options on the Security page is discussed elsewhere in this book.U

TipTo change the format of the Date value, go to Tools > Options > Languages and change the Locale setting. Be careful! This change affects all

To insert one of these fields, select it in the Type list and then select from the Select and Format lists if choices appear. Finally, click Insert.Fi

TipAlthough these fields are often used to hold information that changes, you can make the content unchangeable by selecting the Fixed content option

Create a number range variableTo create a number range variable using Arabic (1, 2, 3) numbers:1) Place the insertion point in a blank paragraph in yo

Figure 34: Defining colors to use in color palettes in OOoTo modify a color:1) Select the color to modify from the list or the color table.2) Enter th

have the next item be step 2), you need to delete the contents of the Value box after inserting Step 1.Figure 392: Defining a field to restart a numbe

update fields, all the references will update automatically to show the current wording or page numbers. TipSome people use Writer’s Hyperlink feature

4) Click on the required item in the Selection list, which shows both automatically created entries (for example Headings) as well as user-defined ref

Preparing items as targets for cross-referencingOccasionally you might want to insert a cross-reference to something that is not automatically shown o

Figure 395: Setting text to be used as a target for a cross-reference3) Click in the document and highlight the text of the first item to set as a tar

Figure 396: Inserting the current chapter name and number into your document• You can insert cross-references to other heading levels by specifying a

Using fields instead of outline numbering for appendix numberingChapter 6 (Introduction to Styles) describes how to use paragraph styles to define a h

Tricks for working with fieldsKeyboard shortcuts for fieldsHere are some handy keyboard shortcuts to use when working with fields:Ctrl+F2 Open the Fie

include graphics or edit the text except in the field dialog (not in the body of the document). You also cannot format part of the text (for example,

You cannot use internal variables (for example, page number or chapter name) to formulate conditions.The examples in this chapter use user-defined var

Using AutoCorrect... 87Using word completion...

Figure 35: Editing colorsAnother way to define or alter colors is through the Colors page of the Area dialog, where you can also save and load palette

Figure 398: Defining a variable to use with conditional content5) A small gray mark should be visible where you inserted the field. Hover the mouse po

3) As shown in Figure 399, type ProLite EQ "Lite" in the Condition box, Great Product Lite in the Then box, and Great Product Pro in the Els

Figure 400: Creating a condition for hidden textHidden paragraphsTipTo enable hidden paragraphs, remove the check mark from View > Hidden Paragraph

To show a hidden section so you can edit it:1) Choose Format > Sections.2) On the Edit Sections dialog box (similar to the Insert Section dialog bo

Figure 402: Changing the value of the variableTipTo turn on automatic updating of fields, choose Tools > Options > OpenOffice.org Writer > Ge

Figure 403: Inserting a placeholder fieldBecause the <Logo> field is a graphics placeholder, when you click on the field in the document, the In

Figure 404: Inserting an input fieldTo edit the field’s reference, right-click on the field and choose Fields from the pop-up menu. This opens the Edi

Figure 406: Defining an input list field2) Type the names of the list items in the Item box on the upper right, clicking Add after each item. The item

To add, edit, and remove items from this list, and change their order in the list, click the Edit button in the Choose Item dialog box. This displays

Chapter 15 Using Forms in Writer409

Figure 36: Defining a font to be substituted for another fontSecurity optionsUse the OpenOffice.org – Security page to choose security options for sav

Introduction to formsThis chapter covers the use of forms within Writer documents. Most of the information here also applies to forms in other OpenOff

Alternatives to using forms in WriterIn OpenOffice.org 3.x, the Base component provides an alternative way to access a data source. There are a lot of

Activate design modeClick the Design Mode On/Off button on the Form Controls toolbar to turn design mode on. (Click it again when you want to turn it

• Some controls have visible labels, such as Push Button and Option Button. The label text can be set.• The List Box contains a list of options to cho

Form Control toolbar Check BoxA box that can be selected or deselected on the form. You can label the box. Text BoxA control to create a box into whic

More Controls toolbar Spin ButtonAllows form users to choose a number by cycling through the list of numbers. You can specify maximum, minimum, defaul

More Controls toolbar Table Control Table Control is only useful with a data source. If no data source is specified, you will be prompted to choose o

Form Design toolbar Open in Design ModeOpens the current form in design mode (to edit the form rather than entering data into it). Automatic Control F

Example: a simple formCreate the documentOpen a new document (File > New > Text Document). It is a good idea to write down the outline of the do

Figure 412: Specifying names for option fieldsb) On the next page, select the option No, one particular field is not going to be selected. Click Next

Click the Options button to open a separate dialog with specific choices (Figure38).Remove personal information on saving. Select this option to alway

Figure 415: Create Caption Option6) Now create the list box. On the Form Controls toolbar, click the Wizards On/Off button to turn wizards off. Clic

Configure form controlsNo further configuration is required to the Name and Sex fields, but you could, if you wish, give a name to each control and ch

Figure 418: Top part of Properties dialog box for a check box6) Close the Properties dialog box.7) Turn design mode off and close the two Controls t

Accessing data sourcesThe most common use for a form is as the front end of a database. You can provide a form that allows users to enter information

accessed from other OOo components such as Writer and Calc. You need to do this if you want to link your forms into it.4) Click Finish and save your n

Figure 422: Database table design4) On three lines, enter under Field Name Name, Address and Telephone. Accept the default Field Type of Text [VARCHAR

Figure 423: Using the Database Wizard to connect to an existing databaseCreating a form for data entryWhether you created a new database, or already h

6) Click the Text Box button again and drag the mouse to draw another field. Additional fields, of any type, can be added in the same way (click and

Figure 425: Form control properties, Data tab5) Repeat for each control in turn until every control that should be has been assigned to a field.TipIf

Advanced form customizationLinking a macro to a form controlYou can set any form control (for example, text box or button) to perform an action when t

Figure 39: Showing or hiding text, object, and table boundariesChoosing options for loading and saving documentsYou can set the Load/Save options to s

Figure 428: Assign action dialog boxMacros can also be assigned to events relating to the form as a whole. To assign these, right-click on a form cont

Figure 429: Data Properties of a FormForm control formatting optionsYou can customize the way form controls look and behave in a number of ways. These

XFormsXForms are a new type of web form, developed by the World Wide Web Consortium (W3C). OpenOffice.org 3 supports the XForms 1.0 open standard for

Chapter 16 Customizing Writer433

IntroductionThis chapter describes some common customizations that you may wish to do.You can customize menus, toolbars, and keyboard shortcuts in Ope

Figure 430. The Menus page of the Customize dialog boxCreating a new menuIn the Customize dialog box, click New to display the New Menu dialog box, sh

Figure 431: Adding a new menuModifying existing menusTo modify an existing menu, select it in the Menu list and click the Menu button to drop down a l

can use the up and down arrow buttons to arrange the commands in your preferred sequence.Figure 432: Adding a command to a menuModifying menu entriesI

Figure 433. The Toolbars page of the Customize dialog boxModifying existing toolbarsTo modify an existing toolbar:1) In the Save In drop-down list, ch

3) Back on the Customize dialog box, you can use the up and down arrow buttons to arrange the commands in your preferred sequence.4) When you are done

Figure 41: Choosing Load and Save optionsLoad printer settings with the documentIf this option is not selected, the printer settings that are stored w

Figure 435: Setting up OOo for sending faxes5) On the Add Commands dialog box (Figure 436), select Documents in the Category list, then select Send De

The new toolbar now appears on the list of toolbars in the Customize dialog box. After creating a new toolbar, you need to add some commands to it, as

Example: Assigning styles to shortcut keysYou can configure shortcut keys to quickly assign styles in your document. Some shortcuts are predefined, su

6) To assign Ctrl+9 to be the shortcut key combination for the List 1 style, select List 1 in the Function list, and then click Modify. Ctrl+9 now app

Figure 439: Naming the new macro and storing it 4) Be sure to open the library container named My Macros. Find the library named Standard under My Mac

Figure 440: Defining keyboard shortcuts for running macrosSaving changes to a fileChanges to the shortcut key assignments can be saved in a keyboard c

Resetting the shortcut keysTo reset all of the keyboard shortcuts to their default values, click the Reset button near the bottom right of the Customi

Figure 441: Using the Extension ManagerUsing extensionsThis section describes a few of the more important and popular extensions to Writer. All are av

PDF ImportThis extension enables you to make minor modifications to the text of existing PDF files when the original source files do not exist or you

Appendix A Keyboard ShortcutsUsing Writer Without a Mouse449

headings and the formatting of numbered lists. If you plan to share documents with people who are still using older versions of OpenOffice.org, save t

IntroductionYou can use OpenOffice.org (OOo) without requiring a pointing device, such as a mouse or trackball, by using its built-in keyboard shortcu

Shortcut Keys ResultEsc Closes an open menu.Controlling dialogsWhen you open any dialog, one element (such as a button, an option field, an entry in a

Function keys for WriterShortcut keys EffectF2 Opens or closes the Formula Bar.Ctrl+F2 Opens the Fields dialog box.F3 Inserts the AutoText entry corre

Shortcut keys for WriterShortcut Keys EffectCtrl+A Selects all content in a document, unless the cursor is in a table (see “Shortcut keys for tables i

Shortcut Keys EffectAlt+Enter Inserts a new paragraph directly before or after a section or a table.Arrow Left Moves cursor to left.Shift+Arrow Left M

Shortcut Keys EffectCtrl+Backspace Deletes text to beginning of word.Ctrl+Shift+Del Deletes text to end of sentence.Ctrl+Shift+Backspace Deletes text

Shortcut Keys EffectAlt+Shift+Arrow Keys Increases or decreases the size of the column or row on the left or top cell edge.Ctrl+Alt+Shift+Arrow KeysLi

Shortcut Keys Effect Shift+Tab When the cursor is at the beginning of the heading text, moves a heading in format Heading X (X = 2–10) up one level i

IndexA accepting or rejecting changes 97accessibility features 450address book 303address data source 303align cells in table 289Aligning graphi

dictionaries 58dictionary 80different first page 105digital rights management (DRM) 165digital signature 169direct cursor 50DocInformation field

Microsoft Office Load/Save optionsOn the Load/Save – Microsoft Office page, you can choose what to do when importing and exporting Microsoft Office OL

entering data 428example of creating a form 418form controls reference 413form properties 427Form Properties dialog 427inserting form controls 4

linking frames 117load/save options 43loading styles 175locale settings 58logical expressions 398M macro linking to a form control 429macros

portrait headers on landscape pages 132snaking columns 104using columns 110using frames 114using sections 122using styles 105using tables 119pa

password-protecting 124saving 127uses of 122write-protecting 124security 22security options 41Select Address Block dialog box 321Select Address

text flow in tables 277text size in user interface 35text wrapping 253theme, Gallery 263thesaurus 84toolbars 11adding commands 438choosing icon

Figure 44: Choosing HTML compatibility optionsImport - Import unknown HTML tags as fieldsSelect this option if you want tags that are not recognized b

Export - Print layoutSelect this option to export the print layout of the current document as well.The HTML filter supports CSS2 (Cascading Style Shee

Figure 46: Choosing general options for WriterUpdate fields and charts automaticallyYou may not want fields or charts to update automatically when you

Copying and moving styles...191Deleting styles...

Figure 47: Choosing View options for WriterFormatting Aids optionsThe display of symbols such as paragraph ends and tabs help you when writing, editin

Grid optionsSpecifying “snap to grid” can be very helpful when you are trying to align several objects such as graphics or tables.On the OpenOffice.or

comma-separated set of fonts that includes those suitable for Windows, Macintosh, Linux, and other operating systems. These choices are particularly i

• Depending on how your printer ejects pages (face up or face down), you might need to print the pages in reverse order so they stack in the correct o

Change tracking optionsIf you plan to use the change-tracking feature of Writer, use the OpenOffice.org Writer – Changes page to choose the way insert

Figure 54: Choosing compatibility optionsAdd spacing between paragraphs and tables (in current document)In OpenOffice.org Writer, paragraph spacing is

AutoCaption optionsDo you want OOo to automatically insert captions for tables, pictures, frames, and OLE objects that have been inserted in a Writer

Mail Merge E-mail optionsYou can produce form letters using Writer and then use the mail merge function to personalize those letters and send them to

Choosing language settingsYou may need to do several things to set the language settings to what you want:• Install the required dictionaries• Change

Figure 58: Choosing language optionsFigure 59: Extra pages available when enhanced language support options are selectedChoose spelling optionsTo cho

Chapter 11 Using Mail Merge... 301What is mail merge

Figure 60: Choosing languages, dictionaries, and options for checking spellingNoteOpenOffice.org does not have a grammar checker, but you can install

Figure 61: The AutoCorrect dialog box in Writer, showing the five tabs and some of the choices on the Options tabChapter 2 Setting up Writer 61

Chapter 3 Working with Text62

IntroductionThis chapter covers the basics of working with text in Writer, the word-processing component of OpenOffice.org (OOo). It assumes that you

Now you can work with the selected text.Press Esc to exit from this mode.Figure 62: Selecting items that are not next to each otherSelecting a vertica

To make the pasted text take on the formatting of the text surrounding where it is pasted, you can:• Edit > Paste Special, or• Click the triangle t

Figure 65: Expanded Find & Replace dialog box1) Type the text you want to find in the Search for box.2) To replace the text with different text, t

Find and replace specific formattingA very powerful use of Find & Replace takes advantage of the format option. For example, you might want to rep

NoteTo search for a character that is defined as a wildcard, type a backslash (\) before the character. For example, to find the text $5.00, you would

Figure 66: The Special Characters dialog box, where you can insert special charactersTipNotice that the characters selected appear in the bottom-left

Using input fields and input lists...405Chapter 15 Using Forms in Writer...

Text that you type: ResultA - B (A, space, minus, space, B) A – B (A, space, en-dash, space, B)A -- B (A, space, minus, minus, space, B) A – B (A, spa

1Open Styles and Formatting Window5Align Right10Numbering On/Off6Justified11Bullets On/Off2Apply Style7Line Spacing: 112Decrease Indent3Align Left8Lin

Figure 70: Options for the last line of a justified paragraphSetting tab stops and indentsThe horizontal ruler shows both the default tab stops and an

A better strategy is to define tabs for the paragraph style. Refer to Chapters 6 and 7 for more about paragraph styles.TipUsing tabs to space out mate

1 Open Styles and Formatting Window6 Italic 12 Font Color7 Underline 13 Highlighting2 Apply Style 8 Superscript 14 Background Color3 Font Name 9 Subsc

The Help describes each of these choices and how to activate the autoformats. Some common unwanted or unexpected formatting changes include:• Horizont

You can move items up or down the list, create subpoints, and even change the style of bullets.TipIt is possible to move a list entry up, together wit

1) Open the Styles and Formatting window and click the List Styles icon at the top. Right-click on the Numbering 1 style and choose Modify from the po

Figure 79: Checking the outline numbering for level-1 list itemsFigure 80: Numbering style for level-2 list itemsTo make the indentation at each level

the menu bar or click the Insert Footnote/Endnote Directly or Insert Endnote Directly icon on the Insert toolbar.Figure 81: Using the Insert Footnote

8 OpenOffice.org 3.3 Writer Guide

Figure 83: Defining footnote formattingChecking spelling and grammarWriter provides a spelling checker, which can be used in two ways.AutoSpellcheck c

Figure 84: Selecting a word from dictionary using the Spelling and Grammar dialog boxLanguage Tool adds a new menu item and submenu to the Tools menu

Using built-in language toolsWriter provides some tools that make your work easier if you mix multiple languages within the same document or if you wr

Figure 86: Options available in the Languages settingsCautionUnlike the menu tool that applies to the individual document, a change in the default lan

Using synonyms and the thesaurusYou can access a short list of synonyms from the context menu:1) Select a word or phrase, right-click, and point to Sy

Figure 89: The thesaurus offers alternatives to wordsHyphenating wordsYou have several choices regarding hyphenation: let Writer do it automatically (

Figure 90: Modifying a paragraph style2) On the Paragraph Style dialog box, select the Text Flow tab.Figure 91: Turning on automatic hyphenation3) Und

To change the minimal number of characters for hyphenation, the minimum number of characters before a line break, or the minimum number of characters

Figure 93: Replace tab of AutoCorrect dialog boxUsing word completionIf Word Completion is enabled, Writer tries to guess which word you are typing an

Figure 94: Customizing word completionUsing AutoTextUse AutoText to store text, tables, fields, and other items for reuse and assign them to a key com

Chapter 1 Introducing Writer9

Figure 95: Defining a new AutoText entryTipIf the only option under the AutoText button is Import, either you have not entered a name for your AutoTex

Line numberingLine numbering puts line numbers in the margin. The line numbers are displayed on screen and are printed. Figure 96 shows an example wit

Figure 97: The Line Numbering dialog boxTracking changes to a documentYou can use several methods to keep track of changes made to a document.• Make y

separate document with a different name and use this new document as the review copy.2) With the review copy open, make sure that change recording is

Accepting or rejecting changesTo accept or reject recorded changes, use either of these methods:• Right-click (context) menu• Accept or Reject Changes

To show only the changes of certain people or only the changes on specific days or various other restrictions, use the Filter page on the Accept or Re

Writer finds and marks the changes and displays the Accept or Reject Changes dialog box. From this point, you can go through and accept or reject chan

You can also navigate the comments using the keyboard. Use Ctrl+Alt+Page Down to move to the next comment and Ctrl+Alt+Page Up to move to the previous

If you do not want Writer to convert a specific URL to a hyperlink, choose Edit > Undo Insert from the menu bar or press Control+Z immediately afte

Inserting hyperlinks using a dialog boxTo display the Hyperlink dialog box, click the Hyperlink icon on the Standard toolbar or choose Insert > H