OpenOfficeorg User Guide
OpenOffice User Guide for Version 2 x [OpenOffice User Guide for 2 x] [0 2] First edition: [20050411] First English edition: [20050411]
Getting Started with OpenOfficeorg 3
Nov 30, 2010 · OpenOffice OpenOffice
OpenOfficeorg BASIC Guide
The OpenOffice Basic programming language has been developed especially for OpenOffice and is firmly integrated in the Office package As the name suggests, OpenOffice Basic is a programming language from the Basic family Anyone who has previously worked with other Basic languages — in
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OpenOffice.org User Guidefor Version 2.x[OpenOffice.org User Guide for 2.x][0.2]First edition: [20050411]
First English edition: [20050411]
Copyright and trademark information
The contents of this Documentation are subject to the Public Documentation License, Version1.0 (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:The Original Documentation is "OpenOffice.org User Guide for Version 2.x". Contributor(s): G. Roderick Singleton. Portions created by G. Roderick Singleton are Copyright © 2005, 2006. 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:
FeedbackPlease direct any comments or suggestions about this document to:grsingleton@openoffice.orgAcknowledgementsI wish to recognize the Technical Writers of Sun Microsystems for the fine model they have
provided for organizing this document. I also wish to thank Erwin Tenhumberg for his blog, Mary Ellen Dawley for her indexing effort, Ross Johnson for his editing/correctionsand manitoban for the docking text in chapter 2.Modifications and updates
VersionDateDescription of Change[0.9][20051111][grs: 9th draft issued for comment - switched to master doc,
stewart's amendments and added a chapter on XML usage(flat file)][0.10][20051111][grs: 10th draft issued for comment - fix page numbering[0.11][20060131][grs:11th draft issued for comment - updated index[0.12a][20060220][rj: 12th draft issued for comment - corrections for 2.0 to
replace 1.1.x references[0.13][20060221][grs 13th draft issued for comment - integrated Ross Johnson's
changes and edited for consistent grammar.[0.14][20060302][grs:14th draft issued for comment - document layout to be
more bookish[0.15][20060410][grs:15th draft issued for comment - Added POSTNET section[0.16][20060619][grs:16th draft issued for comment - Added file recovery info
to Troubleshooting chapter[0.17][20060627][grs:17th draft issued for comment - Corrected Overview[0.18a][20060719][grs:18ath draft issued for comment - updated concordance
file section and added JMF section to Chapter 14 and wps howto.[0.19][20060731][grs:19th draft issued for comment - Added new export PDF feature[0.20][20060816][grs:20th draft issued for comment - Fixed many legacy terms and added language/writing aids and comment on style painter[0.21][20061018][grs:21st draft issued for comment - Integrated ztyx andwalteram updates to chapters 3, 4 and 10[0.22]20070306[grs:22nd draft issued for comment - added more info on
keyboard shortcuts to Chapter 5 - Impress and minor changes.[0.23][20070409][grs:23rd draft issued for comment - Fixed pagnination errorsContents
Using the Guide...........................................................................................................................1
Important Features with 2.x............................................................................................3
Open Standards XML File Format (OASIS OpenDocument)....................................................3
New Multipane View.................................................................................................................3
New CustomShapes (compatible with Microsoft AutoShapes) ..................................................3
More Slide Transitions and Animation Effects...........................................................................3
Enhanced PDF Export.................................................................................................................3
New enhanced Database Features...............................................................................................5
Mail Merge Wizard.....................................................................................................................5
Enhanced Word Count Feature ...................................................................................................5
Support for Nested Tables...........................................................................................................5
Digital Signatures Support ..........................................................................................................5
XForms Support..........................................................................................................................5
WordPerfect® Filters..................................................................................................................6
Calc now has 65,536 Rows.........................................................................................................6
Enhanced DataPilot Support.......................................................................................................6
Native Installers..........................................................................................................................6
Native Desktop Integration.........................................................................................................6
Floating Toolbars........................................................................................................................6
Style Paint Brush.........................................................................................................................6
Quickstarter for *NIX Operating Systems..................................................................................7
Multiple Language Support .........................................................................................................7
New Charting Module.................................................................................................................7
Chapter 1: Using OpenOffice.org Help..........................................................................9
OpenOffice.org StepbyStep Help.............................................................................................9
Turning tips on and off.........................................................................................................10
Extended Tips.......................................................................................................................10
Turning extended tips on and off.....................................................................................10
OpenOffice.org User Guide for 2.xi
Help Agent................................................................................................................................10
Turning the Help Agent on and off......................................................................................11
Chapter 2: Working With OpenOffice.org...................................................................13The User Interface................................................................................................................13
Starting OpenOffice.org.......................................................................................................13
The OpenOffice.org Writer Window...................................................................................14
Toolbars in the OpenOffice.org Window.............................................................................14
The Title Bar....................................................................................................................14
The Menu Bar..................................................................................................................15
The Toolbars....................................................................................................................15
Examples of Floating Toolbars........................................................................................16
Using Floating Toolbars..................................................................................................17
The document window....................................................................................................17
Docking toolbars..............................................................................................................17
Docking windows............................................................................................................18
Changing the Visibility of Buttons on Toolbars..............................................................18
Opening and Saving Documents ...............................................................................................19
Opening Documents.............................................................................................................19
Saving Documents....................................................................................................................22
Changing the Work Directory..............................................................................................23
Saving Documents Automatically........................................................................................23
Backup a File Automatically...........................................................................................23
Saving Recovery Information Automatically Every 'n' Minutes.....................................23OpenOffice.org File Formats....................................................................................................24
XML file format names........................................................................................................24
OpenOffice.org XML file structure......................................................................................25
Definition of the XML formats............................................................................................26
Setting Tabstops...................................................................................................................26
Sending Documents as EMail ..................................................................................................27
Single Messages...................................................................................................................27
Printing Documents...................................................................................................................28
OpenOffice.org User Guide for 2.xii
Displaying Print Previews....................................................................................................29
Reduced Printing of Documents...........................................................................................30
To print two pages beside one another on one sheet of paper.........................................30
Printing in Black and White .................................................................................................30
Printing text and graphics in black and white ..................................................................30
Printing all Draw and Impress documents in black and white ........................................30
Printing only text in black and white ...............................................................................31
Printing all Writer documents with black and white text ............................................31
Printing the current Writer document with black and white text ................................31Printing Brochures................................................................................................................31
Automatic Spellcheck ...........................................................................................................32
Checking Multilingual Texts................................................................................................33
Starting Spellcheck ...............................................................................................................34
Excluding Text From the Spellcheck ..............................................................................35
Adding Writing Aids for Other Languages...............................................................................35
Getting New Writing Aids....................................................................................................35
Using Automatic Functions.......................................................................................................40
Using AutoCorrect and AutoFormat .........................................................................................40
Turning off URL Recognition by AutoCorrect ....................................................................42
Undo URL recognition ....................................................................................................42
Turn off URL recognition ................................................................................................42
Other AutoCorrect functions ................................................................................................42
Creating a Letter Template With the Wizard............................................................................44
Find & Replace.........................................................................................................................45
Finding a Word in Text........................................................................................................45
Searching for Whole Words Only........................................................................................46
Match Case......................................................................................................................46
Searching for Text With Wildcards.................................................................................46
Searching Backward........................................................................................................47
Current Selection Only....................................................................................................47
Searching for Styles.........................................................................................................47
OpenOffice.org User Guide for 2.xiii
Searching for Text Attributes..........................................................................................47
Searching for Special Formats ........................................................................................48
Similarity Search.............................................................................................................48
List of Regular Expressions..................................................................................................48
Digital Signatures and Printing or Exporting Documents .........................................................51
Only "open password", no restriction..................................................................................53
"open password", restricted..................................................................................................53
Permission restricted only....................................................................................................53
PDF without restriction (Default behaviour)........................................................................53
Permissions available................................................................................................................53
Enable copy..........................................................................................................................54
Enable accessibility..............................................................................................................54
Programming PDF Security in Macros ...............................................................................54
Chapter 3: Managing Text Documents With Writer ..................................................57The OpenOffice.org Writer Functions......................................................................................57
Designing and Structuring....................................................................................................57
Desktop Publishing with OpenOffice.org Writer.................................................................58
Creating Drawings................................................................................................................58
Inserting Graphics................................................................................................................58
Customizable Program Interface..........................................................................................58
Extensive Help Functions.....................................................................................................58
The OpenOffice.org Writer Window........................................................................................59
Windows
of OpenOffice.org Writer..................................................................................59
Entering and Formatting Text ...................................................................................................60
Entering New Text...............................................................................................................60
To enter new text:............................................................................................................60
Line breaks.......................................................................................................................60
OpenOffice.org User Guide for 2.xiv
Automatic correction.......................................................................................................60
Word completion.............................................................................................................60
Inserting Text........................................................................................................................60
Switching Between Insert Mode and Overwrite Mode........................................................61
Using the keyboard:.........................................................................................................61
Using the mouse:.............................................................................................................61
Entering Text Anywhere on a Page......................................................................................61
Selecting and Deleting Text .................................................................................................62
Deleting characters..........................................................................................................62
Deleting text.....................................................................................................................62
Selecting text to delete with the mouse.......................................................................62
Selecting text to delete with the keyboard..................................................................62
Deleting nonadjacent pieces of text...........................................................................62
Status bar uses..................................................................................................................63
Setting the Viewing Zoom Factor...............................................................................63
Editing or Activating Hyperlinks ................................................................................63
Applying Various Fonts ......................................................................................................63
Keyboard Navigating and Selection in Writer.....................................................................64
Inserting Special Characters .................................................................................................64
Inserting Protected Spaces, Hyphens and Conditional Separators .......................................65
Nonbreaking spaces........................................................................................................65
Nonbreaking hyphen......................................................................................................65
Hyphen, emdash and endash .........................................................................................65
Manual Hyphenation.......................................................................................................65
Emphasizing Text.................................................................................................................66
Changing the colour of Text .................................................................................................66
Rotating Text........................................................................................................................66
Defining Borders..................................................................................................................67
Choose Format from the menu bar, Borders tab page.....................................................67
Use the Borders floating toolbar with Tables ..................................................................69
Superscripts and Subscripts..................................................................................................71
Applying subscripts/superscripts retrospectively............................................................72
OpenOffice.org User Guide for 2.xv
Writing in Uppercase or Lowercase .....................................................................................72
Moving Text Sections in Documents...................................................................................72
Resetting Font Attributes While Typing..............................................................................73
Example procedure for resetting Font Attributes ............................................................73
Quick Formatting Using the Adjacent Paragraph Format....................................................73
Using Sections......................................................................................................................73
Sections and Columns..........................................................................................................75
Inserting Sections.................................................................................................................75
Editing Sections....................................................................................................................75
Formatting Text With and Without Styles................................................................................76
Direct Formatting or Formatting With Styles......................................................................76
The Style Concept in OpenOffice.org.......................................................................................77
The Styles in the Styles and Formatting Window................................................................77
Paragraph Styles...................................................................................................................77
Paragraph Style.....................................................................................................................78
Character Styles....................................................................................................................80
Hierarchical Styles................................................................................................................80
Numbering Styles ................................................................................................................81
Creating New Character Styles or Paragraph Styles............................................................81
Creating Document Templates .............................................................................................82
The Advantages of the Styles and Formatting Window.......................................................83
Formatting Multiple Paragraphs...........................................................................................83
Changing a Style the Easy Way...........................................................................................83
Page Styles and Page Numbers............................................................................................84
Create Page Styles...........................................................................................................84
Editing Page Styles..........................................................................................................88
Page Breaks as Paragraph Formats..................................................................................88
Changing the Format of Page Numbers...........................................................................89
Page Styles Summary......................................................................................................91
Defining default Templates.......................................................................................................92
Templates and Styles.................................................................................................................93
Copying Styles Between Templates and Documents...........................................................93
OpenOffice.org User Guide for 2.xvi
New Style from Selection.....................................................................................................94
Transferring Formats With Fill Format Mode ......................................................................94
Updating Styles From Selections.........................................................................................94
This is how to update a Style:..........................................................................................94
Style can also be updated by using drag and drop:..........................................................95
Entering and Formatting Text Automatically .......................................................................95
Disabling the AutoCorrect Function ................................................................................95
ASCII Quotation marks are replaced with Custom Quotes .............................................95
Sentences always begin with a capital letter ....................................................................95
Three identical characters will become a whole line.......................................................96
Automatic Spellcheck ...............................................................................................................96
To exclude words from Spellcheck ......................................................................................96
Using AutoText .........................................................................................................................97
Defining AutoText ................................................................................................................98
Using AutoText in Networks ................................................................................................99
Printing AutoTexts...............................................................................................................99
AutoText With AutoComplete ................................................................................................100
Exceptions in AutoCorrect .................................................................................................100
Text Frames.............................................................................................................................101
Inserting, Editing and Linking Text Frames.......................................................................101
Inserting Text Frames....................................................................................................101
Editing Text Frames......................................................................................................102
Linking Text Frames......................................................................................................102
Using Text Animation .............................................................................................................104
Drawing Lines in Text ............................................................................................................107
Editing Text With FontWork ..................................................................................................108
Aligning Text With Lines.......................................................................................................110
Aligning text on a free form line........................................................................................110
Aligning text with straight lines..............................................................................................110
The Navigator..........................................................................................................................111
Jumping From One Object to Another in Text...................................................................111
OpenOffice.org User Guide for 2.xvii
Jumping to a Specific Page.................................................................................................112
Chapters in Navigator.........................................................................................................113
Indexes and Tables of Contents in Writer...............................................................................114
Defining Index/Table of Contents Entries..........................................................................114
Editing or Deleting Index and Table Entries......................................................................115
Creating a Table of Contents..............................................................................................116
Creating Alphabetical Indexes...........................................................................................117
Creating UserDefined Indexes..........................................................................................117
Using a Concordance File ..................................................................................................119
Entering Data.................................................................................................................119
Example file...................................................................................................................120
Creating Bibliographies......................................................................................................122
Updating, Editing and Deleting Indexes and Tables of Contents ......................................123
Editing the Format of an Index/Table of Contents.............................................................123
Indexes Covering Multiple Documents..............................................................................124
Headings and Numbering........................................................................................................125
Numbering and Numbering Styles.....................................................................................125
Turning Bullets On and Off................................................................................................125
Turning Numbering On and Off.........................................................................................126
Example numbered list with sublevels:.........................................................................127
Outline Numbering.............................................................................................................127
Automatic Bullets and Numbering.....................................................................................128
Numbering Illustrations by Chapters..................................................................................129
Defining Number Ranges...................................................................................................129
Using Master Documents and Subdocuments.........................................................................131
Importing Lists From Other Text Programs............................................................................136
Changing Numbering via the Keyboard.............................................................................136
Interrupting and Continuing Numbering.................................................................................137
Delete the automatic numbering .........................................................................................137
Formatting the paragraph...................................................................................................137
Continuing numbering with a new starting value...............................................................137
OpenOffice.org User Guide for 2.xviii
Numbering Lines.....................................................................................................................138
Line Numbering for All Paragraphs...................................................................................138
Line Numbering for Particular Paragraphs.........................................................................138
Tables in Text..........................................................................................................................139
Inserting Tables..................................................................................................................139
Inserting an empty table using the mouse:....................................................................139
Inserting an empty table via the Insert menu or floating toolbar:..................................139
Inserting a single row table by typing ++... or ||............................................................139
Inserting from OpenOffice.org Calc with the clipboard................................................139
Inserting from OpenOffice.org Calc using draganddrop............................................140Deleting Tables...................................................................................................................140
Inserting Paragraphs Before Tables at Start of Page..........................................................141
Resize columns, rows, and cells....................................................................................141
Table AutoFormat..........................................................................................................141
Table properties in general............................................................................................141
Calculating in Text Documents...............................................................................................143
Formulae in Text Documents.............................................................................................143
Formula Options............................................................................................................143
Basic Calculation Functions......................................................................................143
Basic Functions in the Submenu...............................................................................143
Statistical Functions..................................................................................................144
Trigonometric Functions ..........................................................................................144
More Defined Values................................................................................................145
Calculating in Text.............................................................................................................145
Calculating With formulae Located in Text .......................................................................146
Conditional Text.................................................................................................................147
Defining and using conditional text - by example ........................................................147
Defining a conditional variable .................................................................................147
Type "Reminder" in the document, and then add space................................................147
Defining a condition and the conditional text: ..........................................................148
Displaying the conditional text: .....................................................................................149
OpenOffice.org User Guide for 2.xix
Calculating in Text Document Tables................................................................................150
Calculating Across Multiple Tables...................................................................................151
Calculating Cell Totals in Tables .......................................................................................152
Merging and Splitting Cells ................................................................................................152
Merging Cells in OpenOffice.org Writer.......................................................................152
Splitting Cells in OpenOffice.org Writer.......................................................................152
Merging Cells in OpenOffice.org Calc OLE Objects....................................................152
Cancelling the merging of cells in OpenOffice.org Calc OLE Objects........................152Inserting or Deleting Rows/Columns Using the Keyboard ................................................153
Repeating Multiple Heading Rows in a Table...................................................................153
Enlarging and Reducing Cells in Text Tables....................................................................153
Adapting Table Widths.......................................................................................................154
Images, Drawings, Clipart and FontWork ..............................................................................156
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