OOo WriterGuide

OpenOffice.org 3.
3 Writer Guide
Word Processing with OpenOffice.org 3.3
Copyright
This document is Copyright 20052010 by its contributors as listed below. You may distribute it and/or modify it under the terms of either the !" eneral #ublic $icense %http&//www.gnu.org/licenses/gpl.html'( )ersion * or later( or the Creati)e Commons +ttribution $icense %http&//creati)ecommons.org/licenses/by/*.0/'( )ersion *.0 or later.
Contributors
,ean -ollis .eber /agnus +dielsson 2ruce 2yfield +le7ander !o8l 5unne 4atharina reif $ou ;orio 1tefan +. 4eel 1igrid 4ronenberger +lan /adden 1cott <hoades ,oe 1ellman 2arbara /. Tobias 2ob .ic6ham /ichele 0arri +gnes 2el3unce 5aniel Carrera $aurent 5uper)al Tara -ess ,ohn 4ane ,ared 4obos #eter 4upfer #aul /iller Carol <oberts <obert 1cott Catherine .aterman Claire .ood ary 1chnabl 4en 2yars 5ic6 5etwiler /artin 9o7 #eter -illier:2roo6 <achel 4artch /ichael 4otsarinis ;an $aurenson =incen3o #on3i ;ain <oberts ,anet /. 1wisher 1haron .histon $inda .orthington
Feedback
#lease direct any comments or suggestions about this document to& authors>documentation.openoffice.org
Publication date and software version

#ublished 2? 5ecember 2010. 2ased on @pen@ffice.org *.*.
Note for Mac users

1ome 6eystro6es and menu items are different on a /ac from those used in .indows and $inu7. The table below gi)es some common substitutions for the instructions in this chapter. 9or a more detailed list( see the application -elp. Windows/Linux
Tools > Options menu selection Right-click Ctrl (Control) F F""
Mac equivalent
OpenOffice.org > Preferences Control+click z (Command) !hift+z+F zA#
Effect
+ccess setup options @pen conte7t menu "sed with other 6eys @pen the !a)igator @pen 1tyles B 9ormatting window
http())oooa%thors.org)english)%serg%ide3)p%&lished)
$o% can download an edita&le 'ersion of this doc%ment from
OpenOffice.org 3.3 Writer *%ide
Contents
Copyright................................................................................................................... 2 !ote for /ac users.................................................................................................... 2 Chapter 1 ;ntroducing .riter....................................................................................................... C .hat is .riterD........................................................................................................ 10 #arts of the main .riter window............................................................................. 10 Changing document )iews....................................................................................... 1? 1tarting a new document......................................................................................... 1? @pening an e7isting document................................................................................1C 1a)ing a document................................................................................................... 20 #assword protection................................................................................................. 22 Closing a document.................................................................................................. 2* Closing @pen@ffice.org............................................................................................ 2* "sing the !a)igator................................................................................................. 2E etting help............................................................................................................. 2F .hat are all these things calledD............................................................................. 2F "ndoing and redoing changes.................................................................................2C "sing .riter on a /ac............................................................................................. *0 Chapter 2 1etting up .riter....................................................................................................... *1 Choosing options that affect all of @@o...................................................................*2 Choosing options for loading and sa)ing documents...............................................E* Choosing options for .riter..................................................................................... EF Choosing options for -T/$ documents..................................................................5? Choosing language settings..................................................................................... 5F Controlling .riterGs +utoCorrect functions.............................................................H0 Chapter * .or6ing with Te7t...................................................................................................... H2 ;ntroduction............................................................................................................. H* 1electing te7t........................................................................................................... H* Cutting( copying( and pasting te7t...........................................................................HE 9inding and replacing te7t....................................................................................... H5 ;nserting special characters.................................................................................... HF 9ormatting paragraphs............................................................................................ ?0 9ormatting characters............................................................................................. ?* +utoformatting......................................................................................................... ?E Creating numbered or bulleted lists........................................................................?5 "sing footnotes and endnotes.................................................................................. ?F Chec6ing spelling and grammar.............................................................................. F0 "sing built:in language tools................................................................................... F2 "sing synonyms and the thesaurus.........................................................................FE -yphenating words.................................................................................................. F5
"sing +utoCorrect................................................................................................... F? "sing word completion............................................................................................ FF "sing +utoTe7t......................................................................................................... FC $ine numbering........................................................................................................ C1 Trac6ing changes to a document............................................................................. C2 +dding other comments........................................................................................... CH $in6ing to another part of a document....................................................................C? 1witching between insert and o)erwrite mode.....................................................100 Counting the words in a selection.........................................................................100 Changing the case of selected te7t........................................................................101 Chapter E 9ormatting #ages..................................................................................................... 102 ;ntroduction........................................................................................................... 10* Choosing a layout method...................................................................................... 10* 1etting up basic page layout using styles..............................................................105 Changing page margins......................................................................................... 10C "sing columns to define the page layout...............................................................110 "sing frames for page layout................................................................................. 11E "sing tables for page layout.................................................................................. 11C "sing sections for page layout............................................................................... 122 "pdating lin6s........................................................................................................ 12C Creating headers and footers................................................................................ 1*0 !umbering pages................................................................................................... 1*5 5efining borders and bac6grounds........................................................................1EE Chapter 5 #rinting( I7porting( 9a7ing( and I:/ailing.............................................................1EF ;ntroduction........................................................................................................... 1EC Juic6 printing........................................................................................................ 1EC Controlling printing............................................................................................... 1EC #rinting en)elopes................................................................................................. 15H #rinting labels........................................................................................................ 15F 1ending a fa7......................................................................................................... 1H0 I7porting to #59................................................................................................... 1H0 I7porting to K-T/$.............................................................................................. 1HH I:mailing .riter documents..................................................................................1HH 5igital signing of documents.................................................................................1HC <emo)ing personal data........................................................................................ 1?0 Chapter H ;ntroduction to 1tyles.............................................................................................. 1?1 .hat are stylesD..................................................................................................... 1?2 The 1tyles and 9ormatting window.......................................................................1?* +pplying styles....................................................................................................... 1?? /odifying styles..................................................................................................... 1F* Creating custom paragraph styles& e7amples........................................................1F?
Copying and mo)ing styles.................................................................................... 1C1 5eleting styles....................................................................................................... 1C2 +ssigning styles to shortcut 6eys...........................................................................1C* 5efining a hierarchy of headings...........................................................................1C* Chapter ? .or6ing with 1tyles................................................................................................. 201 ;ntroduction........................................................................................................... 202 Creating custom %new' styles.................................................................................202 .or6ing with paragraph styles.............................................................................. 205 .or6ing with conditional paragraph styles...........................................................215 .or6ing with character styles...............................................................................21? .or6ing with frame styles..................................................................................... 21C .or6ing with page styles....................................................................................... 221 .or6ing with list styles.......................................................................................... 22F Chapter F .or6ing with raphics............................................................................................. 2*H raphics %images' in .riter...................................................................................2*? Creating and editing images..................................................................................2*? +dding images to a document................................................................................2*F /odifying an image............................................................................................... 2E2 "sing .riterGs drawing tools.................................................................................2EF #ositioning graphics within the te7t......................................................................251 +dding captions to graphics.................................................................................. 25C Creating an image map.......................................................................................... 2H2 +dding an image to the allery.............................................................................2H* Chapter C .or6ing with Tables................................................................................................. 2H5 ;ntroduction........................................................................................................... 2HH Creating a table..................................................................................................... 2HH 9ormatting the table layout................................................................................... 2HC 9ormatting the table te7t....................................................................................... 2?? 5ata entry and manipulation in tables...................................................................2F0 +dditional table operations.................................................................................... 2F2 The Table menu and toolbar.................................................................................. 2F? Chapter 10 .or6ing with Templates........................................................................................... 2C0 ;ntroduction........................................................................................................... 2C1 "sing a template to create a document.................................................................2C1 Creating a template............................................................................................... 2C2 Iditing a template.................................................................................................. 2CE +dding templates with I7tension /anager...........................................................2CH 1etting a default template..................................................................................... 2C? +ssociating a document with a different template................................................2CF @rgani3ing templates............................................................................................. 2CC
Chapter 11 "sing /ail /erge.................................................................................................... *01 .hat is mail mergeD.............................................................................................. *02 Creating the data source....................................................................................... *02 <egistering a data source...................................................................................... *0* Creating a form letter............................................................................................ *05 #rinting mailing labels........................................................................................... *10 #rinting en)elopes................................................................................................. *1E "sing the /ail /erge .i3ard to create a form letter...........................................*1F Chapter 12 Tables of Contents( ;nde7es( and 2ibliographies.....................................................**0 ;ntroduction........................................................................................................... **1 Tables of contents.................................................................................................. **1 +lphabetic inde7es................................................................................................. *E1 @ther types of inde7es........................................................................................... *EC 2ibliographies........................................................................................................ *51 Tools for wor6ing with bibliographies...................................................................*H1 Chapter 1* .or6ing with /aster 5ocuments............................................................................. *H2 .hy use a master documentD................................................................................ *H* 1tyles in master documents and subdocuments....................................................*H* Creating a master document& scenarios................................................................*HE 1plitting a document into master and subdocuments...........................................*HE Combining se)eral documents into a master document........................................*H5 1tarting with no e7isting documents.....................................................................*HH <estarting page numbering................................................................................... *?1 Iditing a master document.................................................................................... *?* Cross:referencing between subdocuments............................................................*?E "sing the !a)igator............................................................................................... *?F Creating one file from a master document and its subdocuments........................*?C #roblem sol)ing..................................................................................................... *F1 Chapter 1E .or6ing with 9ields................................................................................................ *F* ;ntroduction to fields............................................................................................. *FE Juic6 and easy field entry..................................................................................... *FE "sing document properties to hold metadata and information that changes.......*FE "sing other fields to hold information that changes.............................................*FH "sing +utoTe7t to insert often:used fields.............................................................*FF 5efining your own numbering seLuences..............................................................*FF "sing automatic cross:references.........................................................................*C0 "sing fields in headers and footers.......................................................................*CE "sing fields instead of outline numbering for appendi7 numbering.....................*CH Tric6s for wor6ing with fields................................................................................*C? 5e)eloping conditional content.............................................................................*C? "sing placeholder fields........................................................................................ E0E
OpenOffice.org 3.3 Writer *%ide -
"sing input fields and input lists...........................................................................E05 Chapter 15 "sing 9orms in .riter.............................................................................................. E0C ;ntroduction to forms............................................................................................. E10 .hen to use forms................................................................................................. E10 Creating a simple form.......................................................................................... E11 9orm controls reference........................................................................................ E1* I7ample& a simple form......................................................................................... E1F +ccessing data sources.......................................................................................... E2* +d)anced form customi3ation................................................................................E2C K9orms................................................................................................................... E*2 Chapter 1H Customi3ing .riter.................................................................................................. E** ;ntroduction........................................................................................................... E*E Customi3ing menu content.................................................................................... E*E Customi3ing toolbars............................................................................................. E*? +ssigning shortcut 6eys......................................................................................... EE1 +ssigning macros to e)ents................................................................................... EEH +dding functionality with e7tensions.....................................................................EEH +ppendi7 + 4eyboard 1hortcuts.................................................................................................. EEC ;ntroduction........................................................................................................... E50 @pening menus and menu items............................................................................E50 Controlling dialogs................................................................................................. E51 1topping macros.................................................................................................... E51 9unction 6eys for .riter........................................................................................ E52 1hortcut 6eys for .riter........................................................................................ E5* 1hortcut 6eys for tables in .riter..........................................................................E55 1hortcut 6eys for paragraphs and heading le)els.................................................E5H 1hortcut 6eys for mo)ing and resi3ing frames( graphics and obMects...................E5? ;nde7.......................................................................................................................... E5F
Chapter Introducing Writer
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What is Writer?
.riter is the word processor component of @pen@ffice.org %@@o'. ;t pro)ides the usual features of a word processor& enter and edit te7t( spelling chec6( thesaurus( hyphenation( autocorrect( find and replace( automatic generation of tables of contents and inde7es( mail merge( and others. ;n addition( .riter pro)ides these important features&
Templates and styles #age:layout methods( including frames( columns( and tables Imbedding or lin6ing of graphics( spreadsheets( and other obMects 2uilt:in drawing tools /aster documentsto group a collection of documents into a single document Change trac6ing during re)isions 5atabase integration( including a bibliography database I7port to #59( including boo6mar6s +nd many more
1tyles are central to using .riter. "sing styles( you can easily format your document consistently and change the format with minimal effort. + style is a named set of formatting options. .riter defines se)eral types of styles( for different types of elements& characters( paragraphs( pages( frames( and lists. @ften( you are using styles whether you reali3e it or not. The use of styles is described in more detail in Chapter H %;ntroduction to 1tyles' and Chapter ? %.or6ing with 1tyles'. The other features of .riter listed abo)e are co)ered in other chapters of this guide.
Parts of the main Writer window

The main .riter wor6space is shown in 9igure 1. ;ts features are described in this section.
Title bar
The Title bar is located at the top of the .riter window( shows the file name of the current document. .hen the document is newly created( the document name will appear as 1ntitled 2( where 2 is a number.
Menus
The 3en% &ar is located Must below the Title bar. .hen you choose one of the menus listed below( a submenu drops down to show commands.
File contains commands that apply to the entire document such as Open( Save( Print( and Export as PDF. Edit contains commands for editing the document such as Undo: xxx (where xxx is the co and to !ndo" and Find # $eplace. ;t also contains commands to cut( copy( and paste selected parts of your document. %iew contains commands for controlling the display of the document such as &oo and 'e( )a*o!t.
Chapter " 4ntrod%cing Writer
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Fig%re "( #he main Writer workspace in Print 5a6o%t 'iew
+nsert contains commands for inserting elements into your document such as headers( footers( and pictures. For at contains commands( such as St*les and For atting( Paragraph( and ,!llets and -! (ering( for formatting the layout of your document Ta(le shows all commands to insert and edit a table in a te7t document. Tools contains functions such as Spelling and .ra Options. 'indow contains commands for the display window. 1elp contains lin6s to the @pen@ffice.org -elp file( .hatGs ThisD( and information about the program. 1ee N etting helpO on page 2C. ar( /!sto i0e( and
Toolbars
.riter has se)eral types of toolbars& doc6ed %fi7ed in place'( floating( and tear:off. 5oc6ed toolbars can be mo)ed to different locations or made to float( and floating toolbars can be doc6ed. The top toolbar( Must under the /enu bar( is called the !tandard toolbar. ;t is consistent across the @pen@ffice.org applications %.riter( Calc( 5raw( ;mpress'. The second toolbar at the top is the Formatting bar. ;t is a conte7t:sensiti)eP that is( it shows the tools rele)ant to the cursorGs current position or selection. 9or e7ample( when the cursor is on a graphic( the 9ormatting bar pro)ides tools for formatting graphicsP when the cursor is in te7t( the tools are for formatting te7t.
Displaying or hiding toolbars

To display or hide toolbars( choose %iew > Tool(ars( then clic6 on the name of a toolbar in the list. +n acti)e toolbar shows a chec6 mar6 beside its name. Tear:off toolbars are not listed in the =iew menu.
"7
Submenus and tear off toolbars

Toolbar icons with a small triangle to the right will display s%&men%s( tear-off tool&ars( and other ways of selecting things( depending on the icon. +n e7ample of a tear-off tool&ar is shown in 9igure 2. Tear:off toolbars can be floating or doc6ed along an edge of the screen or in one of the e7isting toolbar areas. To mo)e a floating tear:off toolbar( drag it by the title bar( as shown in 9igure E.
Fig%re 7( 89ample of a tear-off tool&ar
Moving toolbars
To mo)e a doc6ed toolbar( place the mouse pointer o)er the toolbar handle( hold down the left mouse button( drag the toolbar to the new location( and then release the mouse button.
Fig%re 3( 3o'ing a docked tool&ar To mo)e a floating toolbar( clic6 on its title bar and drag it to a new location.
Fig%re +( 3o'ing a floating tool&ar
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!loating toolbars
.riter includes se)eral additional conte7t:sensiti)e toolbars( whose defaults appear as floating toolbars in response to the cursorGs current position or selection. 9or e7ample( when the cursor is in a table( a floating #a&le toolbar appears( and when the cursor is in a numbered or bullet list( the :%llets and ;%m&ering toolbar appears. You can doc6 these toolbars to the top( bottom( or side of the window( if you wish %see N/o)ing toolbarsO on page 1*'.
Doc"ing/floating windows and toolbars

Toolbars and some windows( such as the !a)igator and the 1tyles and 9ormatting window( are doc6able. You can mo)e( resi3e( or doc6 them to an edge. To doc6 a window or toolbar( hold down the Control 6ey and double:clic6 on the frame of the floating window %or in a )acant area near the icons at the top of the floating window' to doc6 it in its last position.
Fig%re ( Control+click to dock or %ndock To undoc6 a window( hold down the Control 6ey and double:clic6 on the frame %or a )acant area near the icons at the top' of the doc6ed window.
#ustomi$ing toolbars
You can customi3e toolbars in se)eral ways( including choosing which icons are )isible and loc6ing the position of a doc6ed toolbar. To access a toolbarGs customi3ation options( use the down:arrow at the end of the toolbar or on its title bar %9igure H'.
Fig%re ,( C%stomi<ing tool&ars To show or hide icons defined for the selected toolbar( choose %isi(le ,!ttons from the drop:down menu. =isible icons are indicated by a border around the icon %9igure ?'. Clic6 on icons to hide or show them on the toolbar. You can also add icons and create new toolbars( as described in Chapter 1H.
"+
Fig%re -( !election of 'isi&le tool&ar icons
ight!click "conte#t$ menus

<ight:clic6 on a paragraph( graphic( or other obMect to open a conte7t menu. @ften the conte7t menu is the fastest and easiest way to reach a function. ;f youGre not sure where in the menus or toolbars a function is located( you can often find it by right: clic6ing.
ulers
To show or hide rulers( choose %iew > $!ler. To enable the )ertical ruler( choose Tools > Options > OpenOffice.org 'riter > %iew and select %ertical r!ler.
Fig%re .. #%rning on the 'ertical r%ler
%tatus bar
The .riter status bar is located at the bottom of the wor6space. ;t pro)ides information about the document and con)enient ways to Luic6ly change some document features.
Fig%re /( 5eft end of stat%s &ar
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Fig%re "0( Right end of stat%s &ar Page number 1hows the current page number( the seLuence number of the current page %if different from the page number'( and the total number of pages in the document. 9or e7ample( if a document has 1E pages and you restarted page numbering at 1 on the third page( its page number is 2( its seLuence number is 3( and the total number of pages is 24P this field would show 1 3/14. ;f any boo6mar6s ha)e been defined in the document( a right:clic6 on this field pops up a list of boo6mar6sP clic6 on the reLuired one to go to the boo6mar6. To Mump to a specific page in the document( double:clic6 on this field. The !a)igator opens %see page 25'. Clic6 in the #age !umber field in the !a)igator and type the se=%ence number of the reLuired page. +fter a brief delay( the display Mumps to the selected page. Page style 1hows the style of the current page. To change the page style( right:clic6 on this field. + list of page styles pops upP choose a different style by clic6ing on it. To edit the current page style( double:clic6 on this field. The #age 1tyle dialog bo7 opens. 1ee Chapter H and ? in this boo6 for more information about styles. &anguage 1hows the language for the selected te7t. Clic6 to open a menu where you can choose another language for the selected te7t or for the paragraph where the cursor is located. You can also choose -one (Do not chec5 spelling" to e7clude the te7t from a spelling chec6 or choose 6ore to open the Character dialog bo7. 1ee Chapter * %.or6ing with Te7t' for more information. 'nsert mode Clic6 to toggle between 4nsert and O'erwrite modes when typing. ;n ;nsert mode( any te7t after the cursor position mo)es forward to ma6e room for the te7t you typeP in @)erwrite mode( te7t after the cursor position is replaced by the te7t you type. %election mode Clic6 to toggle between 1T5 %!tandard'( IKT %89tend'( +55 %>dd' and 2$4 %:lock' selection. IKT is an alternati)e to !hift+click when selecting te7t. 1ee Chapter * %.or6ing with Te7t' for more information about these modes. (nsaved changes +n asteris6 %Q' appears here if changes to the document ha)e not been sa)ed. )igital signature ;f the document has been digitally signed( an icon certificate( double:clic6 the icon.
",
shows here. To )iew the
%ection or ob*ect information .hen the cursor is in a section( heading( or list item( or when an obMect %such as a picture or table' is selected( information about that item appears in this field. 5ouble:clic6ing in this area opens a rele)ant dialog bo7.
O(7ect #icture $ist item -eading Table 1ection @ther +nfor ation shown Dialog (ox opened 9ormat #icture 2ullets and !umbering1 2ullets and !umbering1 Table 9ormat Idit 1ections 9ields %Cross <eferences page'
1i3e and position $e)el and list style @utline numbering le)el !ame or number and cell reference of cursor !ame of section %2lan6'
+iew layout Clic6 an icon to change between single page( side:by:side( and boo6 layout )iews. You can edit the document in any )iew. 0oom settings %see below and ne7t page' interact with the selected )iew layout to determine how many pages are )isible in the document window.
Fig%re "". ?iew la6o%ts( single@ side-&6-side@ &ook ,oom To change the )iew magnification( drag the 0oom slider( or clic6 on the A and signs( or right:clic6 on the 3oom le)el percent to pop up a list of magnification )alues from which to choose.
;f a list st6le was used with a list item or heading( no dialog bo7 appears.
"-
Changing document views

.riter has three ways to )iew a document& Print 5a6o%t( We& 5a6o%t( and F%ll !creen. To change the )iew( go to the %iew menu and clic6 on the reLuired )iew. #rint $ayout is the default )iew in .riter. ;n this )iew( you can use the 0oom slider and the =iew $ayout icons on the 1tatus bar to change the magnification. You can also choose %iew > &oo from the menu bar to display the 0oom B =iew $ayout dialog bo7 %see 9igure 12'( where you can set the same options as on the 1tatus bar.
Fig%re "7. Choosing Aoom and ?iew 5a6o%t options ;n .eb $ayout )iew( you can use the 0oom sliderP the =iew $ayout buttons on the 1tatus bar are disabled( and most of the choices on the 0oom B =iew $ayout dialog bo7 are not a)ailable. ;n 9ull 1creen )iew( the document is displayed using the 3oom and layout settings pre)iously selected. To e7it 9ull 1creen )iew and return to either #rint or .eb $ayout )iew( press the 8sc 6ey or clic6 the 9ull 1creen icon in the top left:hand corner. You can also use Ctrl+!hift+B to enter or e7it 9ull 1creen )iew.
%tarting a new document

You can start a new( blan6 document in .riter in se)eral ways.
Fro the operating s*ste en!( in the same way that you start other programs. .hen @@o was installed on your computer( in most cases a menu entry for each component was added to your system menu. ;f you are using a /ac( you should see the @pen@ffice.org icon in the +pplications folder. .hen you double:clic6 this icon( @@o opens at the 1tart Center %9igure 1E'. Fro the 8!ic5starter( which is found in .indows( some $inu7 distributions( and %in a slightly different form' in /ac @1 K. The Juic6starter is an icon that is placed in the system tray or the doc6 during system startup. ;t indicates that @pen@ffice.org has been loaded and is ready to use. <ight:clic6 the 8!ic5starter icon %9igure 1*' in the system tray to open a pop: up menu from which you can open a new document( open the Templates and 5ocuments dialog bo7( or choose an e7isting document to open. You can also double:clic6 the 8!ic5starter icon to display the Templates and 5ocuments dialog bo7.
".
1ee Chapter 1 %;ntroducing @pen@ffice.org' in the *etting !tarted guide for more information about starting .riter and using the Juic6starter.
Fig%re "3( C%ickstarter pop-%p men% on Windows 2P
Fro the Start /enter. .hen @@o is open but no document is open %for e7ample( if you close all the open documents but lea)e the program running'( the 1tart Center is shown. Clic6 one of the icons to open a new document of that type( or clic6 the Templates icon to start a new document using a template. ;f a document is already open in @@o( the new document opens in a new window.
Fig%re "+( OpenOffice.org !tart Center .hen @@o is open( you can also start a new document in one of the following ways.
#ress the Control+; 6eys. "se File > -ew > Text Doc! ent. Clic6 the -ew button on the main toolbar.
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%tarting a new document from a template

You can use templates to create new documents in .riter. + template is a set of predefined styles and formatting. Templates ser)e as the foundation of a set of documents( to ma6e sure they all ha)e a similar layout. 9or e7ample( all the documents of the Writer *%ide are based on the same template. +s a result( all the documents loo6 ali6eP they ha)e the same headers and footers( use the same fonts( and so on. + new @pen@ffice.org installation does not contain many templates. ;t is possible for you to add new templates to your installation and use them for new documents. This is e7plained in Chapter 10 %.or6ing with Templates'. /any more templates can be downloaded from http&//e7tensions.ser)ices.openoffice.org/ and other websites. @nce you ha)e templates on your system( you can create new documents based on them by using File > -ew > Te plates and Doc! ents. This opens a window where you can choose the template you want to use for your document. The e7ample shown in 9igure 15 uses a template called N@@o*R*RchapterRtemplateO in the /y Templates folder. 1elect it( then clic6 the Open button. + new document is created based on the styles and formats defined in the template.
Fig%re " . Creating a doc%ment from a template
-pening an e#isting document

.hen no document is open( the 1tart Center %9igure 1E' pro)ides an icon for opening an e7isting document or choosing from a list of recently:edited documents.
70
You can also open an e7isting document in one of the following ways. ;f a document is already open in @@o( the second document opens in a new window.
Choose File > Open.... Clic6 the Open button on the main toolbar. #ress Control+O on the 6eyboard. "se the Open Doc! Juic6starter. ent or $ecent Doc! ents selections on the
;n each case( the @pen dialog bo7 appears. 1elect the file you want( and then clic6 Open. ;f a document is already open in @@o( the second document opens in a new window. ;n the @pen dialog bo7( you can reduce the list of files by selecting the type of file you are loo6ing for. 9or e7ample( if you choose Text doc! ents as the file type( you will only see documents .riter can open %including Q.odt( Q.doc( Q.t7t'. This method opens .ord %Q.doc' files as well as @@o files and other formats. You can also open an e7isting .riter document using the same methods you would use to open any document in your operating system. ;f you ha)e associated /icrosoft @ffice file formats with @pen@ffice.org( you can also open these files by double:clic6ing on them. $ecent Doc! ents
%aving a document
To sa)e a new document in .riter( do one of the following&
#ress Control+!. Choose File > Save. Clic6 the Save button on the main toolbar.
.hen the 1a)e +s dialog bo7 appears( enter the file name( )erify the file type %if applicable'( and clic6 Save. To sa)e an open document with the current file name( choose File > Save. This will o)erwrite the last sa)ed state of the file.
%aving a document automatically

You can choose to ha)e .riter sa)e your document automatically at regular inter)als. +utomatic sa)ing( li6e manual sa)ing( o)erwrites the last sa)ed state of the file. To set up automatic file sa)ing& 1' 1elect Tools > Options > )oad9Save > .eneral. 2' Clic6 on Save :!to$ecover* infor ation ever* and set the time inter)al. The default )alue is 15 minutes. Inter the )alue you want by typing it or by pressing the up or down arrow 6eys.
%aving as a Microsoft Word document

;f you need to e7change files with users of /icrosoft .ord( they may not 6now how to open and sa)e .odt files. /icrosoft .ord 200? with 1er)ice #ac6 2 %1#2' can do this. "sers of .ord 200?( 200*( K#( and 2000 can also download and install a free @pen5ocument 9ormat %@59' plugin from 1un /icrosystems( a)ailable from
7"
1oftpedia( http&//www.softpedia.com/get/@ffice:tools/@ther:@ffice:Tools/1un:@59: #lugin:for:/icrosoft:@ffice.shtml. 1ome users of /icrosoft .ord may be unwilling or unable to recei)e Q.odt files. %#erhaps their employer wonGt allow them to install the plug:in.' ;n this case( you can sa)e a document as a /icrosoft .ord file. 1' + portantS9irst sa)e your document in the file format used by @@o .riter( Q.odt. ;f you do not( any changes you made since the last time you sa)ed will only appear in the /icrosoft .ord )ersion of the document. 2' Then clic6 File > Save :s. *' @n the 1a)e +s dialog bo7( in the File t*pe %or Save as t*pe' drop:down menu( select the type of .ord format you need. E' Clic6 Save. 9rom this point on( all changes 6o% make to the doc%ment will occ%r onl6 in the 3icrosoft Word doc%ment. You ha)e changed the name and file type of your document. ;f you want to go bac6 to wor6ing with the Q.odt )ersion of your document( you must open it again.
To ha)e .riter sa)e documents by default in the /icrosoft .ord file format( go to Tools > Options > )oad9Save > .eneral. ;n the section named Defa%lt file format( under Doc%ment t6pe( select Text doc! ent( then under >lwa6s sa'e as( select your preferred file format.
Tip
Fig%re ",. !a'ing a file in 3icrosoft Word format
77
Password protection
.riter pro)ides two le)els of document protection& read:protect %file cannot be )iewed without a password' and write:protect %file can be )iewed in read:only mode but cannot be changed without a password'. Thus you can ma6e the content a)ailable for reading by a selected group of people and for reading and editing by a different group. This beha)ior is compatible with /icrosoft .ord file protection. 1' "se File > Save :s when sa)ing the document. %You can also use File > Save the first time you sa)e a new document.' 2' @n the 1a)e +s dialog bo7( select the Save with password option( and then clic6 Save.
*' The 1et #assword dialog bo7 opens.
Fig%re "-( #wo le'els of password protection
73
-ere you ha)e se)eral choices&
To read:protect the document( type a password in the two fields at the top of the dialog bo7. To write:protect the document( clic6 the 6ore Options button and select the Open file read;onl* chec6bo7. To write:protect the document but allow selected people to edit it( select the Open file read;onl* chec6bo7 and type a password in the two bo7es at the bottom of the dialog bo7.
E' Clic6 O< to sa)e the file. ;f either pair of passwords do not match( you recei)e an error message. Close the message bo7 to return to the 1et #assword dialog bo7 and enter the password again.
Caution
@@o uses a )ery strong encryption mechanism that ma6es it almost impossible to reco)er the contents of a document if you lose the password.
Closing a document
To close a document( choose File > /lose or clic6 the /lose icon on the document window. ;n .indows K#( this icon loo6s li6e the K in the red bo7 shown in 9igure 1F. ;f more than one @@o window is open( each window loo6s li6e the sample shown on the left in 9igure 1F. Closing this window lea)es the other @@o windows open. ;f only one @@o window is open( it loo6s li6e the sample shown on the right in 9igure 1F. !otice the small blac6 K below the larger K in the red bo7. Clic6ing the small blac6 K closes the document but lea)es @@o open. Clic6ing the larger K closes @@o completely.
Fig%re ".. Close icons ;f the document has not been sa)ed since the last change( a message bo7 is displayed. Choose whether to sa)e or discard your changes.
Save& The document is sa)ed and then closed. Discard& The document is closed( and all modifications since the last sa)e are lost. /ancel& !othing happens( and you return to the document.
Closing -pen-ffice.org
To close @@o completely( clic6 File > Exit= or close the last open document as described in NClosing a documentO abo)e. ;f all the documents ha)e been sa)ed( .riter closes immediately. ;f any documents ha)e been modified but not sa)ed( a warning message appears. 9ollow the procedure in NClosing a documentO to sa)e or discard your changes.
7+
(sing the Navigator

;n addition to the #age !umber field on the 1tatus bar %described on page 15'( .riter pro)ides other ways to mo)e Luic6ly through a document and find specific items by using the many features of the !a)igator( the !a)igation toolbar( and related icons. The !a)igator lists all of the headings( tables( te7t frames( graphics( boo6mar6s( and other obMects contained in a document. To open the !a)igator( clic6 its icon on the 1tandard toolbar( or press F ( or choose %iew > -avigator on the menu bar( or double:clic6 on the #age number field on the status bar. You can doc6 the !a)igator to either side of the main .riter window or lea)e it floating %see N5oc6ing/floating windows and toolbarsO on page 1E'. To hide the list of categories and show only the icons at the top( clic6 the )ist ,ox On9Off icon . Clic6 this icon again to show the list. Clic6 the A sign by any of the lists to display the contents of the list. Table 1 summari3es the functions of the icons at the top of the !a)igator.
Note
The !a)igator has different functions in a master document. 1ee Chapter 1* %.or6ing with /aster 5ocuments'.
Fig%re "/. #he ;a'igator
#a&le "( F%nction of icons in the ;a'igator

Toggle& !ot acti)e in ordinary documents %left image'. ;n a master document %right image'( switches between the master document file and its subdocuments. !a)igation& @pens the !a)igation toolbar %see page 2?'. #re)ious( !e7t& ,umps to the pre)ious or ne7t item in the selected category %page( graphic( hyperlin6( comment( and so on'. To select the category of items( see N"sing the !a)igation toolbarN on page 2?. #age number& ,umps to the page seLuence number showing in the bo7. Type the reLuired page number or select it using the up and down arrows. 5rag /ode& 1elect -yperlin6( $in6( or Copy. 1ee NChoosing drag modeO on page 2C for details. $ist 2o7 @n/@ff& 1hows or hides the list of categories. Content =iew& 1witches between showing all categories and showing only the selected category. 1et <eminder& ;nserts a reminder %see page 2F'. -eader/9ooter& ,umps between the te7t area and the header or footer area %if the page has them'. +nchor TU Te7t& ,umps between a footnote anchor and the corresponding footnote te7t. -eading $e)els 1hown& Choose the number of heading le)els to be shown.
Moving /uickly through a document

The !a)igator pro)ides se)eral con)enient ways to mo)e around a document and find items in it&
To Mump to a specific page in the document( type its se=%ence number in the bo7 at the top of the !a)igator. .hen a category is showing the list of items in it( double:clic6 on an item to Mump directly to that itemGs location in the document. 9or e7ample( you can Mump directly to a selected heading( graphic( or comment by using this method. To see the content in only one category( highlight that category and clic6 the /ontent %iew icon. Clic6 the icon again to display all the categories. You can also change the number of heading le)els shown when )iewing -eadings. "se the Previo!s and -ext icons to Mump to other obMects of the type selected in the !a)igation toolbar. %1ee below for details.'
7,
Tip
@bMects are much easier to find if you ha)e gi)en them names when creating them( instead of 6eeping @@oGs default names of graphics1( graphics2( Table1( Table2( and so onSwhich may not correspond to the position of the obMect in the document. To rename an image( right:clic6 on the image( select Pict!re > Options( and then edit the name in the dialog bo7. 1imilarly( to rename a table( right:clic6 on the table( select Ta(le > Ta(le( and then edit the name. + hidden section %or other hidden obMect' in a document appears gray in the !a)igator( and displays the word NhiddenO as a tooltip. 9or more about hidden sections( see Chapter E %9ormatting #ages'.
Note
(sing the Navigation toolbar

To display the !a)igation toolbar %9igure 20'( clic6 the !a)igation icon %second icon from the left at the top of the !a)igator( 9igure 1C' or the small !a)igation icon near the lower right:hand corner of the window below the )ertical scroll bar %9igure 21'.
Fig%re 70( ;a'igation tool&ar
Fig%re 7"( Pre'io%s@ ;a'igation@ and ;e9t icons The !a)igation toolbar shows icons for all the obMect types shown in the !a)igator( plus some e7tras %for e7ample( the results of a Find command'. Clic6 an icon to select that obMect type. !ow all the Previo!s and -ext icons %in the !a)igator itself( in the !a)igation Toolbar( and on the scroll bar' will Mump to the pre)ious or ne7t obMect of the selected type. This is particularly helpful for finding items li6e inde7 entries( which can be difficult to see in the te7t. The names of the icons %shown in the tooltips' change to match the selected categoryP for e7ample( -ext .raphic or -ext ,oo5 ar5.
7-
earranging chapters using the Navigator

You can rearrange chapters and mo)e headings in the document by using the !a)igator. 1' Clic6 the /ontent %iew icon to e7pand the headings( if necessary. 2' %@ptional' ;f you ha)e se)eral subheading le)els( you can more easily find the headings you want( by changing the -eading $e)els 1hown selection to show only 1 or 2 le)els of headings. *' Clic6 on the heading of the bloc6 of te7t that you want to mo)e and drag the heading to a new location on the !a)igator( or clic6 the heading in the !a)igator list( and then clic6 either the Pro ote /hapter or De ote /hapter icon. +ll of the te7t and subsections under the selected heading mo)e with it. To mo)e only the selected heading and not the te7t associated with the heading( hold down Control( and then clic6 the #romote or 5emote icon.
The tooltips #romote Chapter and 5emote Chapter can be misleadingP all headingsSwhether at $e)el 1 %chapter' or lowerScan be rearranged using this functionP and the feature might be better described as /o)e "p or /o)e 5own %within the document( without changing the heading le)el' to distinguish it more clearly from #romote $e)el and 5emote $e)el( which change the heading le)el within the document %see below'.
Tip
E' To Luic6ly change the outline le)el of a heading and its associated subheadings( select the heading in the !a)igator( and then clic6 either the Pro ote )evel or De ote )evel icon. This action does not change the location of the heading( only its le)el. To increase the outline le)el of only the selected heading( but not its associated subheadings( hold down Control( and then clic6 the icon.
Fig%re 77. Reorgani<ing with the ;a'igator

"sers of /1 @ffice .ord will note the similarity between this functionality and .ordVs @utline =iew.
Note
%etting reminders
@ne of the little:6nown features of .riter that you may find Luite useful is the possibility of Mumping between reminders. Reminders let you mar6 places in your document that you want to return to later on( to add or correct information( ma6e some other change( or simply mar6 where you finished editing. The possible uses of reminders are limited only by your imagination.
7.
To set a reminder at the cursorVs current location( clic6 on the icon in the !a)igator. You can set up to 5 reminders in a documentP setting another causes the first to be deleted. <eminders are not highlighted in any way in the document( so you cannot see where they are( e7cept when you Mump from one to the ne7tSthe location of the cursor then shows the location of the reminder. To Mump between reminders( first select the $e inder icon on the !a)igation toolbar. Then clic6 the Previo!s and -ext icons.
Choosing drag mode

To select the drag and drop options for inserting items such as other documents and images( into a document using the !a)igator( choose one of the following from the drop:down menu of the 5rag /ode icon .
'nsert 0s 1yperlink Creates a hyperlin6 when you drag and drop an item into the current document. 'nsert 0s &ink ;nserts the selected item as a lin6 where you drag and drop in the current document. Te7t is inserted as protected sections. -owe)er( you cannot create lin6s for graphics( @$I obMects( references( or inde7es using this method. 'nsert 0s Copy ;nserts a copy of the selected item where you drag and drop in the current document. You cannot drag and drop copies of graphics( @$I obMects( or inde7es.
2etting help
.riter pro)ides se)eral forms of help. ;n addition to a full -elp file %reached by pressing F" or choosing 1elp > OpenOffice.org 1elp from the menu bar'( you can choose whether to acti)ate tooltips( e7tended tips( and the -elp +gent from Tools > Options > OpenOffice.org > .eneral. #lacing the mouse pointer o)er any of the icons displays a small bo7( called a tooltip. ;t gi)es a brief e7planation of the iconGs function. 9or a more detailed e7planation( select 1elp > 'hat>s This? and hold the mouse pointer o)er the icon you need more help with.
What are all these things called?

The terms used in @pen@ffice.org for most parts of the %ser interface %the parts of the program you see and use( in contrast to the behind:the:scenes code that actually ma6es it wor6' are the same as for most other programs. + dialog &o9 is a special type of window. ;ts purpose is to inform you of something( or reLuest input from you( or both. ;t pro)ides controls for you to use to specify how to carry out an action. The technical names for common controls are shown in 9igure 2*P not shown is the list bo7 %from which you select an item'. ;n most cases we do not
7/
use the technical terms in this boo6( but it is useful to 6now them because the -elp and other sources of information often use them. ;n most cases( you can interact only with the dialog bo7 %not the document itself' as long as the dialog bo7 remains open. .hen you close the dialog bo7 after use %usually( clic6ing O< or another button sa)es your changes and closes the dialog bo7'( then you can again wor6 with your document. 1ome dialog bo7es can be left open as you wor6( so you can switch bac6 and forth between the dialog bo7and your document. +n e7ample of this type is the 9ind B <eplace dialog bo7.
Fig%re 73( Dialog &o9 (not from Writer) showing common controls( "E#a&&ed page (not strictl6 speaking a control) 7ERadio &%ttons (onl6 one can &e selected at a time) 3ECheck&o9 (more than one can &e selected at a time) +E!pin &o9 (click the %p and down arrows to change the n%m&er shown in the te9t &o9 ne9t to it@ or t6pe in the te9t &o9) E#h%m&nail or pre'iew ,EDrop-down list from which to select an item -EP%sh &%ttons
(ndoing and redoing changes

.hen a document is open( you can undo the most recent change by pressing Control+A( or clic6ing the Undo icon > Undo from the menu bar. on the 1tandard toolbar( or choosing Edit
The Idit menu shows the latest change that can be undone.
30 OpenOffice.org 3.3 Writer *%ide
Fig%re 7+( 8dit F 1ndo last action Clic6 the small triangle to the right of the Undo icon to get a list of all the changes that can be undone. You can select multiple changes and undo them at the same time.
Fig%re 7 ( 5ist of actions that can &e %ndone +fter changes ha)e been undone( $edo becomes acti)e. To redo a change( select Edit > $edo( or press Control+$ or clic6 on the <edo icon . +s with "ndo( clic6 on the triangle to the right of the arrow to get a list of the changes that can be reapplied. rabbit
(sing Writer on a Mac

1ome 6eystro6es and menu items are different on a /ac from those used in .indows and $inu7. The following table gi)es some common substitutions for the instructions in this boo6. 9or a more detailed list( see the application -elp. Windows/Linux
Tools > Options menu selection Right-click Ctrl (Control) F F""
Mac equivalent
OpenOffice.org > Preferences Control+click z (Command) !hift+z+F zA#
Effect
+ccess setup options @pen conte7t menu "sed with other 6eys @pen the !a)igator @pen the 1tyles and 9ormatting window
3"
Chapter Setting up Writer

Choosing options to s%it the wa6 6o% work
37
Choosing options that affect all of --o

This section co)ers some of the settings that apply to all the components of @@o and are particularly important when using .riter. @ther general options are discussed in Chapter 2 %1etting "p @pen@ffice.org' in the *etting !tarted guide. Clic6 Tools > Options. The list on the left:hand side of the @ptions @pen@ffice.org dialog bo7 )aries depending on which component of @@o is open. The illustrations in this chapter show the list as it appears when a .riter document is open. Clic6 the e7pansion symbol %A sign or triangle' by @pen@ffice.org on the left:hand side. + list of pages drops down. 1electing an item in the list causes the right:hand side of the dialog bo7 to display the rele)ant page.
Fig%re 7,( OpenOffice.org options

The ,ac5 button has the same effect on all pages of the @ptions dialog bo7. ;t resets options to the )alues that were in place when you opened @@o.
Note
(ser )ata options

2ecause .riter uses the name or initials stored in the @pen@ffice.org "ser 5ata page for se)eral things( including document properties %created by and last edited by information' and the name of the author of notes and changes( you will want to ensure that the correct information appears here. 9ill in the form %shown in 9igure 2?' or amend or delete any e7isting incorrect information.
Chapter 7 !etting %p Writer
33
Fig%re 7-( Filling in %ser data
2eneral options
The options on the @pen@ffice.org eneral page are described below.
Fig%re 7.( !etting general options for OpenOffice.org 1elp ! Tips .hen #ips is acti)e( one or two words will appear when you hold the mouse pointer o)er an icon or field( without clic6ing. 1elp ! 3#tended tips .hen 89tended tips is acti)e( a brief description of the function of a particular icon or menu command or a field on a dialog bo7 appears when you hold the mouse pointer o)er that item. 1elp 0gent To turn off the Gelp >gent %similar to /icrosoftGs @ffice +ssistant'( deselect this option. To restore the default beha)ior( clic6 $eset 1elp :gent.
3+
1elp formatting Gigh contrast is an operating system setting that changes the system color scheme to impro)e readability. To display -elp in high contrast %if your computerGs operating system supports this'( choose one of the high:contrast style sheets from the pull:down list. %igh contrast style
5efault -igh Contrast W1 -igh Contrast W2 -igh Contrast 2lac6 -igh Contrast .hite
&isual effect
2lac6 te7t on white bac6ground Yellow te7t on blac6 bac6ground reen te7t on blac6 bac6ground .hite te7t on blac6 bac6ground 2lac6 te7t on white bac6ground
-pen4%ave dialogs To use the standard @pen and 1a)e dialog bo7es for your operating system( deselect the Use OpenOffice.org dialogs option. .hen this option is selected( the @pen and 1a)e dialog bo7es supplied with @pen@ffice.org will be used. This boo6 uses the @@o @pen and 1a)e dialog bo7es in illustrations. )ocument status ;f this option is selected( then the ne7t time you close the document after printing( the print date is recorded in the document properties as a change and you will be prompted to sa)e the document again( e)en if you did not ma6e any other changes. 5ear "two digits$ 1pecifies how two:digit years are interpreted. 9or e7ample( if the two:digit year is set to 1C*0( and you enter a date of 1/1/*0 or later into your document( the date is interpreted as 1/1/1C*0 or later. +n NearlierO date is interpreted as being in the following centuryP that is( 1/1/20 is interpreted as 1/1/2020.
Memory options
;n the @ptions dialog( clic6 OpenOffice.org > 6e or*. 1ome considerations&
/ore memory can ma6e @pen@ffice.org faster and more con)enient %for e7ample( more undo steps reLuire more memory'P but the trade:off is less memory a)ailable for other applications and you could run out of memory altogether. ;f your documents contain a lot of obMects such as images( or the obMects are large( @@oGs performance may impro)e if you increase the memory for @@o or the memory per obMect. ;f you find that obMects seem to disappear from a document that contains a lot of them( increase the number of obMects in the cache. %The obMects are still in the file e)en if you cannot see them on screen.' To load the Juic6starter %an icon on the des6top or in the system tray' when you start your computer( select the option near the bottom of the dialog. This ma6es @pen@ffice.org start fasterP the trade:off is that @@o uses some memory e)en when not being used. This option %sometimes called Ena(le s*stra* @!ic5starter' is not a)ailable on all operating systems.
Fig%re 7/( Choosing 3emor6 options for the OpenOffice.org applications
+iew options
The options on the @pen@ffice.org =iew page affect the way the document window loo6s and beha)es. 1ome of these options are described below. 1et them to suit your personal preferences.
Fig%re 30( Choosing ?iew options for OpenOffice.org applications (ser 'nterface 6 %caling ;f the te7t in the help files or on the menus of the @@o user interface is too small or too large( you can change it by specifying a scaling factor. 1ometimes a change here can ha)e une7pected results( depending on the screen fonts a)ailable on your system. -owe)er( it does not affect the font si3e of the te7t in your documents. (ser 'nterface 6 'con si7e and style The first bo7 specifies the display si3e of toolbar icons % :!to atic( S all( or )arge'P the :!to atic icon si3e option uses the setting for your operating system. The second bo7 specifies the icon style %theme'P here the :!to atic
3,
option uses an icon set compatible with your operating system and choice of des6top& for e7ample( 45I or nome on $inu7. (ser 'nterface 6 (se system font for user interface ;f you prefer to use the system font %the default font for your computer and operating system' instead of the font pro)ided by @@o for the user interface( select this option. (ser interface 6 %creen font 0nti!0liasing %!ot a)ailable in .indowsP not shown in 9igure *0.' 1mooths the screen appearance of te7t. Inter the smallest font si3e to apply anti:aliasing. Menu 6 %how icons in menus Causes icons as well as words to be )isible in menus. Font &ists ! %how preview of fonts Causes the font list to loo6 li6e 9igure *1( $eft( with the font names shown as an e7ample of the fontP with the option deselected( the font list shows only the font names( not their formatting %9igure *1( <ight'. The fonts you will see listed are those that are installed on your system.
Fig%re 3"( Font list (5eft) showing pre'iewH (Right) witho%t pre'iew Font &ists ! %how font history Causes the last fi)e fonts you ha)e assigned to the current document are displayed at the top of the font list. 2raphics output (se hardware acceleration 5irectly accesses hardware features of the graphical display adapter to impro)e the screen display. !ot supported on all operating systems and @@o distributions. 2raphics output (se 0nti!0liasing Enables and disables anti:aliasing( which ma6es the display of most graphical obMects loo6 smoother and with fewer artifacts. !ot supported on all operating systems and @@o distributions.
Tip
#ress !hift+Control+R to restore or refresh the )iew of the current document.
Mouse positioning 1pecifies if and how the mouse pointer will be positioned in newly opened dialog bo7es. Middle mouse button 5efines the function of the middle mouse button.
Chapter 7 !etting %p Writer 3-
:!to atic scrolling dragging while pressing the middle mouse button shifts the )iew. Paste clip(oard pressing the middle mouse button inserts the contents of the N1election clipboardO at the cursor position.
The N1election clipboardO is independent of the normal clipboard that you use by Edit U /op*9/!t9Paste or their respecti)e 6eyboard shortcuts. Clipboard and N1election clipboardO can contain different contents at the same time. !unction
Copy content #aste content
#lipboard
Edit > /op* Control+C Edit > Paste Control+? pastes at the cursor position. !o effect on the clipboard contents.
Selection clipboard
1elect te7t( table( or obMect. Clic6ing the middle mouse button pastes at the mouse pointer position. The last mar6ed selection is the content of the selection clipboard.
#asting into another document
Print options
@n the @pen@ffice.org #rint page( set the print options to suit your default printer and your most common printing method.
Fig%re 37( Choosing general printing options to appl6 to all OOo components ;n the Printer warnings section near the bottom of the page( you can choose whether to be warned if the paper si3e or orientation specified in your document does not match the paper si3e or orientation a)ailable for your printer. -a)ing these warnings turned on can be Luite helpful( particularly if you wor6 with documents produced by people in other countries where the standard paper si3e is different from yours.
3. OpenOffice.org 3.3 Writer *%ide
Tip
;f 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 li6ely cause is page:si3e incompatibility.
Path options
@n the @pen@ffice.org #aths page( you can change the location of files associated with( or used by( @@o to suit your wor6ing situation. ;n a .indows system( for e7ample( you might want to store documents by default somewhere other than /y 5ocuments. To ma6e changes( select an item in the list shown in 9igure ** and clic6 Edit. @n the 1elect #aths dialog %not shown'( add or delete folders as reLuired( and then clic6 O< to return to the @ptions dialog. !ote that many items can ha)e at least two paths listed& one to a shared folder %which might be on a networ6' and one to a user: specific folder %normally on the userGs personal computer'.
You can use the entries in the @pen@ffice.org #aths dialog to compile a list of files( such as those containing +utoTe7t( that you need to bac6 up or copy to another computer.
Tip
Fig%re 33( ?iewing the paths of files %sed &6 OOo
Color options
@n the @pen@ffice.org Colors page( you can specify colors to use in @@o documents. You can select a color from a color table( edit an e7isting color( or define new colors. These colors will then be a)ailable in color selection palettes in @@o.
3/
Fig%re 3+( Defining colors to %se in color palettes in OOo To modify a color& 1' 1elect the color to modify from the list or the color table. 2' Inter the new )alues that define the color. ;f necessary( change the settings from < 2 %<ed( reen( 2lue' to C/Y4 %Cyan( /agenta( Yellow( 2lac6' or )ice )ersa. The changed color appears in the lower of the two color pre)iew bo7es at the top. *' /odify the ;ame as reLuired. E' Clic6 the 6odif* button. The newly defined color is now listed in the Color table. +lternati)ely( clic6 the Edit button to open the Color dialog( shown in 9igure *5. -ere you can select a color from one of the color windows in the upper area( or you can enter )alues in the lower area using your choice of < 2( C/Y4( or -12 %-ue( 1aturation and 2rightness' )alues. The upper right color window is lin6ed directly with the color input fields in the lower areaP as you choose a color in the upper window( the numbers change accordingly. The two color fields at the lower right show the )alue of the selected color on the left and the currently set )alue from the color )alue fields on the right. /odify the color components as reLuired and clic6 O< to e7it the dialog. The newly defined color now appears in the lower of the color pre)iew bo7es shown in 9igure *E. Type a name for this color in the ;ame bo7( then clic6 the :dd button. + small bo7 showing the new color is added to the Color table.
+0
Fig%re 3 ( 8diting colors +nother way to define or alter colors is through the Colors page of the +rea dialog( where you can also sa)e and load palettes( a feature that is not possible here. ;n .riter( draw a temporary draw obMect and use the conte7t menu of this obMect to open the +rea dialog.
Font options
You can define replacements for any fonts that might appear in your documents. ;f you recei)e from someone else a document containing fonts that you do not ha)e on your system( @@o will substitute fonts for those it does not find. You might prefer to specify a different font from the one the program chooses. @n the @pen@ffice.org 9onts page& 1' 1elect :ppl* $eplace ent Ta(le option. 2' 1elect or type the name of the font to be replaced in the Font bo7. %;f you do not ha)e this font on your system( it will not appear in the drop:down list in this bo7( so you need to type it in.' *' ;n the $eplace 'ith bo7( select a suitable font from the drop:down list of fonts installed on your computer. E' The chec6 mar6 to the right of the $eplace with bo7 turns green. Clic6 on this chec6 mar6. + row of information now appears in the larger bo7 below the input bo7es. 1elect the bo7es under :lwa*s and Screen. 5' ;n the bottom section of the page( you can change the typeface and si3e of the font used to display source code such as -T/$ and 2asic %in macros'.
+"
Fig%re 3,( Defining a font to &e s%&stit%ted for another font
%ecurity options
"se the @pen@ffice.org 1ecurity page to choose security options for sa)ing documents and for opening documents that contain macros.
Fig%re 3-( Choosing sec%rit6 options for opening and sa'ing doc%ments %ecurity -ptions and warnings ;f you record changes( sa)e multiple )ersions( or include hidden information or notes in your documents( and you do not want some of the recipients to see that information( you can set warnings to remind you to remo)e it( or you can ha)e @@o remo)e some of it automatically. !ote that %unless remo)ed' much of this information is retained in a file whether the file is in @pen@ffice.orgGs default @pen5ocument format( or has been sa)ed to other formats( including #59.
+7 OpenOffice.org 3.3 Writer *%ide
Clic6 the Options button to open a separate dialog with specific choices %9igure *F'. $e ove personal infor ation on saving. 1elect this option to always remo)e user data from the file properties when sa)ing the file. To manually remo)e personal information from specific documents( deselect this option and then use the Delete button under File > Properties > .eneral.
Fig%re 3.( !ec%rit6 options and warnings dialog &o9 /trl;clic5 re@!ired to follow h*perlin5s. ;n older )ersions of @@o( clic6ing on a hyperlin6 in a document opened the lin6ed document. !ow you can choose whether to 6eep this beha)ior %by unchec6ing this bo7'. /any people find creation and editing of documents easier when accidental clic6s on lin6s do not acti)ate the lin6s. The other options on this dialog should be self:e7planatory. Macro security Clic6 the 6acro Sec!rit* button to open the /acro 1ecurity dialog( where you can adMust the security le)el for e7ecuting macros and specify trusted sources.
0ppearance options
.riting( editing( and %especially' page layout are often easier when you can see the page margins %te7t boundaries'( the boundaries of tables and sections( grid lines( and other features. ;n addition( you might prefer to use colors that are different from @@oGs defaults for such items as note indicators or field shadings. @n the @pen@ffice.org +ppearance page( you can specify which items are )isible and the colors used to display )arious items.
To show or hide items such as te7t boundaries( select or deselect them. To change the default colors for items( clic6 the down:arrow in the Color setting column by the name of the item and select a color from the pop:up bo7. To sa)e your color changes as a color scheme( type a name in the !cheme bo7 and clic6 Save.
+3
Fig%re 3/( !howing or hiding te9t@ o&Iect@ and ta&le &o%ndaries
Choosing options for loading and saving documents

You can set the $oad/1a)e options to suit the way you wor6. ;f the @ptions dialog is not already open( clic6 Tools > Options. Clic6 the e7pansion symbol %A sign or triangle' to the left of )oad9Save.
Fig%re +0( 5oad)!a'e options
2eneral &oad4%ave options

/ost of the choices on the $oad/1a)e eneral page %9igure E1' are familiar to users of other office suites. 1ome items of interest are described below. &oad user!specific settings with the document .hen you sa)e a document( certain settings are sa)ed with it. 1ome settings %printer name( data source lin6ed to the document' are always loaded with a document( whether or not this option is selected. ;f you select this option( these document settings are o)erruled by the user:specific settings of the person who opens it. ;f you deselect this option( the userGs personal settings do not o)errule the settings in the document. 9or e7ample( your choice %in the options for @@o .riter' of how to update lin6s is affected by the )oad !ser;specific settings option.
++ OpenOffice.org 3.3 Writer *%ide
Fig%re +"( Choosing 5oad and !a'e options &oad printer settings with the document ;f this option is not selected( the printer settings that are stored with the document are ignored when you print it using the Print File Directl* icon. The default printer in your system is used instead. 3dit document properties before saving ;f this option is selected( the 5ocument #roperties dialog pops up to prompt you to enter rele)ant information the first time you sa)e a new document %or whene)er you use 1a)e +s'. %ave 0uto ecovery information every 88 Minutes Choose whether to enable +uto<eco)ery and how often to sa)e the information used by the +uto<eco)ery process. +uto<eco)ery in @pen@ffice.org o)erwrites the original file. ;f you also choose :lwa*s create (ac5!p cop*( the original file then o)erwrites the bac6up copy. ;f you ha)e this option set( reco)ering your document after a system crash will be easierP but reco)ering an earlier )ersion of the document may be harder. %ave ( &s relative to file system 4 internet <elati)e addressing to a file system is only possible if the source document and the referenced document are both on the same dri)e. + relati)e address always starts from the directory in which the current document is located. ;t is recommended to sa)e relati)ely if you want to create a directory structure on an ;nternet ser)er. )efault file format and -)F settings ODF for at version. @pen@ffice.org by default sa)es documents in @pen 5ocument 9ormat %@59' )ersion 1.2. .hile this allows for impro)ed functionality( there may be bac6wards compatibility issues. .hen a file sa)ed in @59 1.2 is opened in an earlier )ersion of @pen@ffice.org %using @59 1.0/1.1'( some of the ad)anced features may be lost. Two notable e7amples are cross:references to
Chapter 7 !etting %p Writer +
headings and the formatting of numbered lists. ;f you plan to share documents with people who are still using older )ersions of @pen@ffice.org( sa)e the document using @59 )ersion 1.0/1.1. Si0e opti i0ation for ODF for at. @pen@ffice.org documents are K/$ files. .hen you select this option( @@o writes the K/$ data without indents and line brea6s. ;f you want to be able to read the K/$ files in a te7t editor in a structured form( deselect this option. Doc! ent t*pe. ;f you routinely share documents with users of /icrosoft .ord( you might want to change the :lwa*s save as attribute for te7t documents to one of the .ord formats.
+lthough .riter can open files in the .doc7 format produced by .ord 200?( it cannot sa)e in .doc7 format. This capability is planned for a future release.
Note
+90 Properties &oad4%ave options

@n the $oad/1a)e =2+ #roperties page( you can choose whether to 6eep any macros in /icrosoft @ffice documents that are opened in @pen@ffice.org. These macros are disabled in @@o. ;f you choose )oad ,asic code( you can edit the macros in @@o. The changed code is sa)ed in an @@o document but is not retained if you sa)e into a /icrosoft @ffice format. ;f you choose Save original ,asic code( the macros are retained unchanged if you sa)e the file into /icrosoft @ffice format. Save original ,asic code ta6es precedence o)er )oad ,asic code. ;f both options are seleted and you edit the disabled code in @@o( the original /icrosoft 2asic code will be sa)ed when sa)ing in a /icrosoft @ffice format. To remo)e any possible macro )iruses from the /icrosoft @ffice document( deselect Save original ,asic code. The document will be sa)ed without the /icrosoft 2asic code.
Fig%re +7( Choosing 5oad)!a'e ?:> Properties
+,
Microsoft -ffice &oad4%ave options

@n the $oad/1a)e /icrosoft @ffice page( you can choose what to do when importing and e7porting /icrosoft @ffice @$I obMects %lin6ed or embedded obMects or documents such as spreadsheets or eLuations'. 1elect the X$Y chec6 bo7es to con)ert /icrosoft @$I obMects into the corresponding @pen@ffice.org @$I obMects when a /icrosoft document is loaded into @@o %mnemonic& N$ O for NloadO'. 1elect the X1Y chec6 bo7es to con)ert @pen@ffice.org @$I obMects into the corresponding /icrosoft @$I obMects when a document is sa)ed in a /icrosoft format %mnemonic& N1O for Nsa)eO'.
Fig%re +3( Choosing 5oad)!a'e 3icrosoft Office options
1TM& compatibility &oad4%ave options

Choices made on the $oad/1a)e -T/$ Compatibility page affect -T/$ pages imported into @pen@ffice.org and those e7ported from @@o. 1ee G#35 doc%mentsH importing)e9porting in the -elp for more information. Font si7es "se these fields to define the respecti)e font si3es for the -T/$ Tfont si3eZ1U to Tfont si3eZ?U tags( if they are used in the -T/$ pages. %/any pages no longer use these tags.' 'mport ! (se :3nglish "(%0$: locale for numbers .hen importing numbers from an -T/$ page( the decimal and thousands separator characters differ according to the locale of the -T/$ page. The clipboard( howe)er( contains no information about the locale. ;f this option is not selected( numbers will be interpreted according to the 5ang%age - 5ocale setting in Tools > Options > )ang!age Settings > )ang!ages %see page 5C'. ;f this option is selected( numbers will be interpreted as for the Inglish %"1+' locale.
Chapter 7 !etting %p Writer +-
Fig%re ++( Choosing G#35 compati&ilit6 options 'mport ! 'mport unknown 1TM& tags as fields 1elect this option if you want tags that are not recogni3ed by @@o to be imported as fields. 9or an opening tag( an -T/$R@! field will be created with the )alue of the tag name. 9or a closing tag( an -T/$R@99 will be created. These fields will be con)erted to tags in the -T/$ e7port. 'mport ! 'gnore font settings 1elect this option to ha)e @@o ignore all font settings when importing. The fonts that were defined in the -T/$ #age 1tyle will be used. 3#port To optimi3e the -T/$ e7port( select a browser or -T/$ standard from the Export bo7. ;f @pen@ffice.org .riter is selected( specific @pen@ffice.org .riter instructions are e7ported. 3#port ! -pen-ffice.org 9asic 1elect this option to include @@o 2asic macros %scripts' when e7porting to -T/$ format. You must acti)ate this option &efore you create the @pen@ffice.org 2asic macroP otherwise the script will not be inserted. @pen@ffice.org 2asic macros must be located in the header of the -T/$ document. @nce you ha)e created the macro in the @pen@ffice.org 2asic ;5I( it appears in the source te7t of the -T/$ document in the header. ;f you want the macro to run automatically when the -T/$ document is opened( choose Tools > /!sto i0e > Events. 1ee Chapter 1* % etting 1tarted with /acros' in the *etting !tarted guide for more information. 3#port ! )isplay warning .hen the OpenOffice.org ,asic option %see abo)e' is not selected( the Displa* warning option becomes a)ailable. ;f the Displa* warning option is selected( then when e7porting to -T/$ a warning is shown that @pen@ffice.org 2asic macros will be lost.
+.
3#port ! Print layout 1elect this option to e7port the print layout of the current document as well. The -T/$ filter supports C112 %Cascading 1tyle 1heets $e)el 2' for printing documents. These capabilities are only effecti)e if print layout e7port is acti)ated. 3#port ! Copy local graphics to 'nternet 1elect this option to automatically upload the embedded pictures to the ;nternet ser)er when uploading using 9T#. 3#port ! Character set 1elect the appropriate character set for the e7port.
Choosing options for Writer

1ettings chosen on the pages in the @pen@ffice.org .riter section of the @ptions dialog bo7 determine how your .riter documents loo6 and beha)e while you are wor6ing on them. ;f the @ptions dialog bo7 is not already open( clic6 Tools > Options. Clic6 the e7pansion symbol %A sign or triangle' by @pen@ffice.org .riter on the left: hand side of the @ptions @pen@ffice.org dialog bo7. + list of pages drops down.
Fig%re + ( OpenOffice.org Writer options
2eneral options
The choices on the @pen@ffice.org .riter eneral page affect the updating of lin6s and fields( the units used for rulers and other measurements( and the default tab stop positions. (pdate links when loading 5epending on your wor6 patterns( you may not want lin6s to be updated when you load a document. 9or e7ample( if your file lin6s to other files on a networ6( you wonGt want those lin6s to update when you are not connected to the networ6.
+/
Fig%re +,( Choosing general options for Writer (pdate fields and charts automatically You may not want fields or charts to update automatically when you are wor6ing( because that slows down performance. %ettings 6 Tab stops The #a& stops setting specifies the distance the cursor tra)els for each press of the Tab 6ey. This setting is also used for the indent distance applied by the +ncrease +ndent and Decrease +ndent buttons on the 9ormatting 2ar( which affect the indentation of entire paragraphs. "sing the default tab stops to space out or indent material on a page is not recommended. ;f you use the default tab inter)al and then send the document to someone who uses a different default tab inter)al( then your tabbed material will be displayed using the other personGs default tab settings. ;n addition( any changes to the default tab stops will change the e7isting default tab stops in any document you open afterward( as well as tab stops you insert after ma6ing the change. To a)oid these unwanted changes( define your own tabs in paragraph styles or indi)idual paragraphs %see N5efining your own tab stops and indentsO in Chapter *( .or6ing with Te7t'.
+iew options
Two pages of options set the defaults for )iewing .riter documents& =iew %described here' and 9ormatting +ids %described below'. ;f the items on the @pen@ffice.org .riter : =iew page are not self:e7planatory( you can easily test their effects in a blan6 document. This is a good page to chec6 if( for e7ample( you cannot see graphics on the screen or you see field codes instead of the te7t or numbers you are e7pecting.
Fig%re +-( Choosing ?iew options for Writer
Formatting 0ids options

The display of symbols such as paragraph ends and tabs help you when writing( editing( and doing page layout. 9or e7ample( you might want to 6now if any blan6 paragraphs or tabs are included or if any tables or graphics are too wide and intrude into the margins of the page. @n the @pen@ffice.org .riter 9ormatting +ids page( select the reLuired options.
Fig%re +.( Choosing Formatting >ids options

5irect cursor lets you enter te7t( images( tables( frames( and other obMects in any blan6 area in your document. .riter inserts blan6 paragraphs and tabs to position the te7t or obMects. This feature is incompatible with rigorous use of styles and can lead to many formatting oddities( so it should be a)oided by professional writers.
Note
"
2rid options
1pecifying Nsnap to gridO can be )ery helpful when you are trying to align se)eral obMects such as graphics or tables. @n the @pen@ffice.org .riter rid page( you can choose whether to enable this feature and what grid inter)als to use. ;f the grid inter)als %subdi)isions' are too large( you may find that you do not ha)e enough control in placing the obMects.
Fig%re +/( Choosing *rid options
)efault fonts
The default fonts specified on the @pen@ffice.org .riter 2asic 9onts %.estern' page apply to both .riter documents and -T/$ %.eb' documents.
Fig%re 0( Choosing defa%lt fonts
;f you want to change the defaults( do so on this page. You can( of course( choose other fonts for use in specific documents( either by applying direct formatting or by defining and applying styles in those documents. .hen choosing fonts on this page you are not limited to single fonts or to the ones shown in the drop:down list. You can specify a Nfont familyOas a
comma:separated set of fonts that includes those suitable for .indows( /acintosh( $inu7( and other operating systems. These choices are particularly important in -T/$ documents.
;f the document is )iewed on a system that does not ha)e the first font specified( it will use one of the other fonts if that one is a)ailable. @therwise( it will substitute a font that is a)ailable on the system. Type the list of fonts( separated by commas( in the bo7es. ;f you want these defaults to apply to the current document only( select that option. The Defa!lt button resets the )alues on this page to the defaults installed with @pen@ffice.org.
Print options
@n the @pen@ffice.org .riter #rint page %9igure 51'( you can choose which items are printed with the document by default. These options are in addition to those on the @pen@ffice.org #rint page %9igure *2'.
Fig%re "( Choosing Print options for Writer 1ome considerations&
.hen you are wor6ing on drafts and you want to sa)e printer in6 or toner( you might want to deselect some of the items in the Contents section. The Print text in (lac5 selection causes color te7t %but not graphics' to print as blac6 on a color printerP on a blac6:and:white printer( this option causes color te7t to print as solid blac6 instead of shades of grey %dithered'. The Print text in (lac5 option has a different effect than the /onvert colors to gre*scale on the Options J OpenOffice.org J Print page %9igure *2'( which prints all graphics as greyscale on color printers. %@n blac6:and:white printers( color in graphics normally prints as greyscale.' ;f you are printing double:sided on a non:duple7ing printer( you might choose to print only left or right pages( then turn the stac6 o)er and print the other pages.
5epending on how your printer eMects pages %face up or face down'( you might need to print the pages in re)erse order so they stac6 in the correct order as they are printed.
You can o)erride any of these defaults when printing a document. Clic6 File > Print( then clic6 the Options button on the #rint dialog bo7. The #rinter @ptions dialog bo7 that appears is similar to the one shown in 9igure 51.
Tip
)efault table options

@n the @pen@ffice.org .riter Table page( you can specify the default beha)ior of tables.
Fig%re 7( Choosing defa%lt #a&le options 1ome considerations&
;f most of your tables will reLuire borders or headings( select those options. ;f most of your tables are used for page layout( deselect borders and headings. ;%m&er recognition can be )ery useful if most of your tables contain numerical dataP .riter will recogni3e dates or currency( for e7ample( and format the numbers appropriately. -owe)er( if you want the numbers to remain as ordinary te7t( this feature can be Luite irritating( so you will want to deselect it. The Ke6&oard handling section specifies the distances that cells mo)e when you use 6eyboard shortcuts to mo)e them and the si3e of rows and columns inserted using 6eyboard shortcuts. The choices in the :eha'ior of rows)col%mns section determine the effects that changes to rows or columns ha)e on adMacent rows or columns and the entire table. You might need to test these selections to fully understand the effects.
Change tracking options

;f you plan to use the change:trac6ing feature of .riter( use the @pen@ffice.org .riter Changes page to choose the way inserted and deleted material is mar6ed( whether and how attribute changes are mar6ed( and whether and how change bars are mar6ed in the margins.
Fig%re 3( Choosing options for tracking changes
Compatibility options
5o you need to import /icrosoft .ord documents into @@o .riterD ;f so( you might want to select some or all of the settings on the @pen@ffice.org .riter Compatibility page. ;f you are not sure about the effects of these settings( lea)e them as the defaults pro)ided by @@o. 9or information about the settings not described below( see the -elp. (se printer metrics for document formatting ;f this option is selected( the printer specified for the document determines how the document is formatted for )iewing on screen. The line brea6s and paragraph brea6s you see on screen match those that apply when the document is printed on that printer. This setting can be useful when se)eral people are re)iewing a document that will e)entually be printed on a specific printer or when the document is e7ported to #59 %a process that uses N+dobe #59O as the printer'. ;f this option is not selected( a printer:independent layout will be used for screen display and printing.
Fig%re +( Choosing compati&ilit6 options 0dd spacing between paragraphs and tables "in current document$ ;n @pen@ffice.org .riter( paragraph spacing is defined differently than it is in /1 .ord documents. ;f you ha)e defined spacing between two paragraphs or tables( spacing is also added in the corresponding /1 .ord documents. ;f this option is selected( /1 .ord:compatible spacing is added between paragraphs and tables in @pen@ffice.org .riter documents. 0dd paragraph and table spacing at tops of pages "in current document$ You can define paragraphs to ha)e space appear before %abo)e' them. ;f this option is selected( any space abo)e a paragraph will also appear if the paragraph is at the beginning of a page or column( if the paragraph is positioned on the first page of the document( or after a manual page brea6. ;f you import an /1 .ord document( the spaces are automatically added during the con)ersion. 0dd paragraph and table spacing at bottom of table cells 1pecifies that the bottom spacing is added to a paragraph( e)en when it is the last paragraph in a table cell. (se as )efault Clic6 this button to use the current settings on this page as the default in @pen@ffice.org.
0utoCaption options
5o you want @@o to automatically insert captions for tables( pictures( frames( and @$I obMects that ha)e been inserted in a .riter documentD
You may not always want captions for e)ery table( for e7ample( if you use tables for layout as well as for tables of data. You can always add captions to indi)idual tables( graphics( or other obMects %right:clic6 U /aption'.
Note
;f you do want automatic captions on one or more obMect types& 1' Choose OpenOffice.org 'riter > :!to/aption on the @ptions dialog bo7. 2' @n the @pen@ffice.org .riter +utoCaption page( select the chec6 bo7 ne7t to an obMect you want to be automatically captioned %Pict!re in the e7ample shown'. *' .ith the item highlighted( specify the characteristics of the caption. The supplied categories for captions are Drawing( +ll!stration( Ta(le( and Text. -owe)er( you are not limited to the supplied categories. ;f you want to use another name %for e7ample( Fig!re' for the caption label( type the reLuired term in the bo7. ;n the e7ample shown( ; ha)e added the category N9igureO to the list. +dditional information about numbering captions by chapter( character styles( frame styles( and other items on the +utoCaption page( is gi)en in later chapters in the Writer *%ide.
Fig%re
( !etting %p a new categor6 for a%tomatic captions on graphics
Mail Merge 3!mail options

You can produce form letters using .riter and then use the mail merge function to personali3e those letters and send them to a number of addresses ta6en from a data source( such as an address boo6. /ail merged documents can be printed and mailed( or sent by e:mail. "se the @pen@ffice.org .riter /ail /erge I:mail page to set up the user and ser)er information for sending form letters by e:mail. ;f you are not sure what information to put in any of the fields( consult your e:mail program or your ;nternet ser)ice pro)ider.
Fig%re ,( !pecif6ing settings for %se when e-mailing mail-merged form letters
Choosing options for 1TM& documents

You can configure @pen@ffice.org to treat -T/$ documents in .riter differently than regular documents. 1' ;f the @ptions dialog bo7 is not already open( clic6 Tools > Options. 2' Clic6 the e7pansion symbol %A sign or triangle' by @pen@ffice.org .riter/.eb on the left:hand side of the @ptions @pen@ffice.org dialog bo7. + list of pages drops down. -ere you can customi3e settings related to printing( formatting aids( )iew options( table defaults( the grid( and a default bac6ground for -T/$ documents youVre wor6ing with in .riter.
/any of the options a)ailable under @ptions @pen@ffice.org .riter/.eb are identical to the settings under @ptions @pen@ffice.org .riter but will only affect -T/$ documents opened in .riter. The pre)ious sections contain detailed discussion on these options.
Note
Choosing language settings

You may need to do se)eral things to set the language settings to what you want&
;nstall the reLuired dictionaries Change some locale and language settings Choose spelling options
'nstall the re/uired dictionaries

@@o* automatically installs se)eral dictionaries with the program. To add other dictionaries( be sure you are connected to the ;nternet( and then use Tools > )ang!age > 6ore Dictionaries Online. @@o will open your default web browser to a page containing lin6s to additional dictionaries that you can install. 9ollow the prompts to select and install the ones you want.
Change some locale and language settings

You can change some details of the locale and language settings that @@o uses for all documents or for specific documents. ;n the @ptions dialog bo7( choose )ang!age Settings > )ang!ages.
Fig%re -( OpenOffice.org lang%age options @n the right:hand side of the $anguage 1ettings $anguages page %9igure 5F'( change the 1ser interface@ 5ocale setting( Defa%lt c%rrenc6( and Defa%lt lang%ages for doc%ments as reLuired. ;n the e7ample( Inglish %"1+' has been chosen for all the appropriate settings. ;f you want the language %dictionary' setting to apply to the current document only( instead of being the default for all new documents( select For the c!rrent doc! ent onl*. ;f necessary( select the options to enable support for +sian languages %Chinese( ,apanese( 4orean' and support for CT$ %comple7 te7t layout' languages such as -indi( Thai( -ebrew( and +rabic. ;f you choose either of these options( the ne7t time you open this page( you will see some e7tra pages under 5ang%age !ettings( as shown in 9igure 5C. These pages %1earching in ,apanese( +sian $ayout( and Comple7 Te7t $ayout' are not discussed here.
Fig%re .( Choosing lang%age options
Fig%re /( 89tra pages a'aila&le when enhanced lang%age s%pport options are selected
Choose spelling options

To choose the options for chec6ing spelling( choose )ang!age Settings > 'riting :ids. ;n the Options section of the page( choose the settings that are useful for you. 1ome considerations&
;f you do not want spelling chec6ed while you type( deselect /hec5 spelling as *o! t*pe. ;f you use a custom dictionary that includes words in all uppercase and words with numbers %for e7ample( +1/E00'( select /hec5 !ppercase words and /hec5 words with n! (ers. /hec5 special regions includes headers( footers( frames( and tables when chec6ing spelling.
-ere you can also chec6 which of the user:defined %custom' dictionaries are acti)e( or you can add or remo)e dictionaries by clic6ing the -ew or Delete buttons.
,0
Fig%re ,0( Choosing lang%ages@ dictionaries@ and options for checking spelling
Note
@pen@ffice.org does not ha)e a grammar chec6er( but you can install a grammar chec6er e7tension such as $anguage Tool and access that tool from Tools > Spelling and .ra ar. 1ee Chapter 1E for more about installing e7tensions.
Controlling Writer;s 0utoCorrect functions

1ome people find some or all of the items in .riterGs +utoCorrect feature annoying because .riter changes what you type when you do not want it changed. /any people find some of the +utoCorrect functions Luite helpfulP if you do( then select the rele)ant options. 2ut if you find une7plained changes appearing in your document( this is a good place to loo6 to find the cause. To open the +utoCorrect dialog bo7( choose Tools > :!to/orrect Options. %You need to ha)e a document open for this menu item to appear.' ;n .riter( this dialog bo7 has fi)e tabs. /any of the options are described in Chapter * %.or6ing with Te7t' in this boo6.
,"
Fig%re ,"( #he >%toCorrect dialog &o9 in Writer@ showing the fi'e ta&s and some of the choices on the Options ta&
,7
Chapter Working with Text
,3
'ntroduction
This chapter co)ers the basics of wor6ing with te7t in .riter( the word:processing component of @pen@ffice.org %@@o'. ;t assumes that you are familiar with the use of a mouse and 6eyboard and that you ha)e read about .riterGs menus and toolbars and other topics co)ered in Chapter 1 %;ntroducing .riter'. .e recommend that you also follow the suggestions in Chapter 2 %1etting up .riter' about displaying formatting aids( such as end:of:paragraph mar6s( and selecting other setup options. .hen you ha)e read this chapter( you should 6now how to&
1elect( cut( copy( paste( and mo)e te7t 9ind and replace te7t ;nsert special characters 9ormat paragraphs and characters Create numbered or bulleted lists Chec6 spelling( use the thesaurus( and choose hyphenation options "se the autocorrection( word completion( autote7t( and line numbering features Trac6 changes( undo and redo changes( and insert notes $in6 to other parts of a document
%electing te#t
2efore you can do anything with te7t( you need to select it. 1electing te7t in .riter is similar to selecting anything in other applications. ;n addition to selecting bloc6s of te7t( you can select items that are not consecuti)e( and columns %)ertical bloc6s' of te7t.
%electing items that are not consecutive

To select nonconsecuti)e items %as shown in 9igure H2' using the mouse& 1' 1elect the first piece of te7t. 2' -old down the Control (Ctrl) 6ey and use the mouse to select the ne7t piece of te7t. *' <epeat as often as needed. !ow you can wor6 with the selected te7t %copy it( delete it( change the style( and so on'. To select nonconsecuti)e items using the 6eyboard& 1' 1elect the first piece of te7t. %9or more information about 6eyboard selection of te7t( see the topic N!a)igating and 1electing with the 4eyboardO in the @pen@ffice.org -elp %F"'.' 2' #ress !hift+F.. This puts .riter in N+55O mode. The word +55 appears on the 1tatus 2ar. *' "se the arrow 6eys to mo)e to the start of the ne7t piece of te7t to be selected. -old down the !hift 6ey and select the ne7t piece of te7t. E' <epeat as often as reLuired.
,+ OpenOffice.org 3.3 Writer *%ide
!ow you can wor6 with the selected te7t. #ress 8sc to e7it from this mode.
Fig%re ,7( !electing items that are not ne9t to each other
%electing a vertical block of te#t

You can select a )ertical bloc6 or NcolumnO of te7t that is separated by spaces or tabs %as you might see in te7t pasted from e:mails( program listings( or other sources'( using @@oGs bloc6 selection mode. To change to bloc6 selection mode( use Edit > Selection 6ode > ,loc5 :rea( or clic6 se)eral times in the status bar on 1T5 until it changes to 2$4.
!ow you can highlight the selection( using mouse or 6eyboard( as shown in 9igure H*.
Fig%re ,3( !electing a 'ertical &lock of te9t
Cutting< copying< and pasting te#t

Cutting and copying te7t in .riter is similar to cutting and copying te7t in other applications. You can copy or mo)e te7t within a document( or between documents( by dragging or by using menu selections( icons( or 6eyboard shortcuts. You can also copy te7t from other sources such as .eb pages and paste it into a .riter document. To mo'e %cut and paste' selected te7t using the mouse( drag it to the new location and release it. To cop6 selected te7t( hold down the Control 6ey while dragging. The te7t retains the formatting it had before dragging. .hen you paste te7t( the result depends on the source of the te7t and how you paste it. ;f you clic6 on the Paste icon( then the pasted te7t 6eeps its original formatting %such as bold or italics'. Te7t pasted from .eb sites and other sources may also be placed into frames or tables. ;f you do not li6e the results( clic6 the Undo icon or press Control+A.
Chapter 3 Working with #e9t ,
To ma6e the pasted te7t ta6e on the formatting of the te7t surrounding where it is pasted( you can&
Edit > Paste Special( or Clic6 the triangle to the right of the Paste icon( or Clic6 the Paste icon without releasing the left mouse button. atted text from the resulting menu.
Then select Unfor
Fig%re ,+( Paste !pecial men% The range of choices on the #aste 1pecial menu )aries depending on the origin and formatting of the te7t %or other obMect' to be pasted. 1ee 9igure HE for an e7ample with te7t on the clipboard. This e7ample includes the formatting option DD8 link. DD8 is an acronym for 5ynamic 5ata I7change( a mechanism whereby selected data in document > can be pasted into document : as a lin6ed( [li)eG copy of the original. ;t would be used( for e7ample( in a report written in .riter containing time:)arying data( such as sales results sourced from a Calc spreadsheet. The 55I lin6 ensures that( as the source spreadsheet is updated so is the report( thus reducing the scope for error and reducing the wor6 in)ol)ed in 6eeping the .riter document up to date.
Finding and replacing te#t

.riter has two ways to find te7t within a document& the 9ind toolbar for fast searching and the 9ind B <eplace dialog bo7. ;n the dialog bo7( you can&
9ind and replace words and phrases "se wildcards and regular e7pressions to fine:tune a search 9ind and replace specific formatting 9ind and replace paragraph styles
;f the 9ind toolbar is not )isible( you can display it using %iew > Tool(ars > Find.
To display the Find # $eplace dialog bo7( use the 6eyboard shortcut Control+F or choose Edit > Find # $eplace from the menu bar.
,,
Fig%re , ( 89panded Find L Replace dialog &o9 1' Type the te7t you want to find in the !earch for bo7. 2' To replace the te7t with different te7t( type the new te7t in the Replace with bo7. *' You can select )arious options( such as matching the case( matching whole words only( or doing a search for similar words. %1ee below for some other choices.' E' .hen you ha)e set up your search( clic6 Find. To replace te7t( clic6 $eplace instead.
;f you clic6 Find :ll( .riter selects all instances of the search te7t in the document. 1imilarly( if you clic6 $eplace :ll button( .riter replaces all matches.
Tip
Caution
"se $eplace :ll with cautionP otherwise( you may end up with some hilarious %and highly embarrassing' mista6es. + mista6e with $eplace :ll might reLuire a manual( word:by:word search to fi7( if not disco)ered in time to undo.
Chapter 3 Working with #e9t
,-
Find and replace specific formatting

+ )ery powerful use of Find # $eplace ta6es ad)antage of the format option. 9or e7ample( you might want to replace underlined words with italics. @n the 9ind B <eplace dialog bo7 %with 6ore Options displayed( as in 9igure H5'& 1' To search for te7t with specific formatting( enter the te7t in the !earch for bo7. To search for specific formatting only( delete any te7t in the !earch for bo7. 2' Clic6 For at to display the Te7t 9ormat %1earch' dialog bo7. The tabs on this dialog bo7 are similar to those on the #aragraph format and #aragraph 1tyle dialog bo7es. *' Choose the formats you want to search for and then clic6 O<. The names of selected formats appear under the !earch for bo7. 9or e7ample( you might search for all te7t in 1E:point bold Times !ew <oman. E' To replace te7t as well as formatting( type the replacement te7t in the Replace with bo7. To search for specific te7t with specific formatting %for e7ample( the word hello in bold'( specify the formatting( type the te7t in the !earch for bo7 and lea)e the Replace with bo7 blan6. To remo)e specific character formatting( clic6 For at( select the Font tab( then select the opposite format %for e7ample( !o 2old'. The -o For at button on the 9ind B <eplace dialog bo7 clears all pre)iously selected formats. 5' Clic6 Find= Find :ll( $eplace( or $eplace :ll
"nless you plan to search for other te7t using those same attributes( clic6 -o For at to remo)e the attributes after completing your search. ;f you forget to do this( you may wonder why your ne7t search fails to find words you 6now are in the document.
Tip
Find and replace paragraph styles

;f you combine material from se)eral sources( you may disco)er that lots of unwanted paragraph styles ha)e suddenly shown up in your document. To Luic6ly change all the paragraphs from one %unwanted' style to another %preferred' style& 1' @n the e7panded 9ind B <eplace dialog bo7 %9igure H5'( select Search for St*les. %;f you ha)e attributes specified( this option is labeled 4ncl%ding !t6les.' The !earch for and Replace with bo7es now contain a list of styles. 2' 1elect the styles you want to search for and replace. *' Clic6 Find= Find :ll( $eplace( or $eplace :ll. <epeat steps 2 and * for each style that you want to replace.
(se wildcards "regular e#pressions$

Wildcards %also 6nown as reg%lar e9pressions' are combinations of characters that instruct @@o how to search for something. <egular e7pressions are )ery powerful but not )ery intuiti)e. They can sa)e time and effort by combining multiple finds into one. Table 2 shows a few of the regular e7pressions used by @@o.
Tip
The online help describes many more regular e7pressions and their uses.
,.
Note
To search for a character that is defined as a wildcard( type a bac6slash %\' before the character. 9or e7ample( to find the te7t ]5.00( you would conduct a search using \$5\.00.
To use wildcards and regular e7pressions when searching and replacing& 1' @n the 9ind B <eplace dialog bo7( clic6 6ore Options to see more choices. @n this e7panded dialog bo7 %9igure H5'( select the $eg!lar expressions option. 2' Type the search te7t( including the wildcards( in the !earch for bo7 and the replacement te7t %if any' in the Replace with bo7. !ot all regular e7pressions wor6 as replacement charactersP the line brea6 %\n' is one that does wor6. *' Clic6 Find= Find :ll( $eplace( or $eplace :ll %not recommended'. #a&le 7. 89amples of search wildcards (reg%lar e9pressions) 'o find
+ny single character @ne of the specified characters +ny single character in this range +ny single character e7cept the characters inside the brac6ets The beginning of a word The end of a word + paragraph mar6er + line brea6
(se this expression

. X7y3Y X7:yY X^7Y
Examples and comments

b.d finds &ad( &%d( &id( and &ed. bXiuYn finds &in and &%n. Xr:tYeed finds reed( seed( and teedP ranges must be in alphabetically ascending order. pX^aYst finds post and pest( but not past.
\Tstart end\U ] \n
\Tlog finds log&ook and logistics( but not catalog. log\U finds catalog( but not logistics. 5oes not wor6 as a replacement character. "se An instead. 9inds a line brea6 that was inserted with !hift+8nter. .hen used as a replacement character( it inserts a paragraph mar6er.
'nserting special characters

+ NspecialO character is one not found on a standard Inglish 6eyboard. 9or e7ample( _ ` a b c d e f are all special characters. To insert a special character& 1' #lace the cursor in your document where you want the character to appear. 2' Clic6 +nsert > Special /haracter to open the 1pecial Characters dialog bo7. *' 1elect the characters %from any font or mi7ture of fonts' you wish to insert( in orderP then clic6 O<. The selected characters are shown in the lower left of the dialog bo7. +s you select each character( it is shown on the lower right( along with the numerical code for that character.
,/
Fig%re ,,( #he !pecial Characters dialog &o9@ where 6o% can insert special characters
Tip
!otice that the characters selected appear in the bottom:left corner of the dialog bo7.
Note
5ifferent fonts include different special characters. ;f you do not find a particular special character you want( try changing the Font selection.
'nserting non!breaking spaces and hyphens

Non!breaking spaces To pre)ent two words from being separated at the end of a line( press Control+space&ar after the first word. Non!breaking hyphen You can use a non:brea6ing hyphen in cases where you do not want the hyphen to appear at the end of a line( for e7ample in a number such as 12*:E5H?. To insert a non:brea6ing hyphen( press !hift+Control+min%s sign.
'nserting en and em dashes

To enter en and em dashes( you can use the Replace dashes option under Tools > :!to/orrect Options %9igure ?5'. This option replaces two hyphens( under certain conditions( with the corresponding dash. ;n the following table( the + and 2 represent te7t consisting of letters + to 3 or digits 0 to C. +nother means of inserting en or em dashes is through the +nsert > Special /haracters menu. 1elect the UBCD23 or UBCD24 character( respecti)ely. + third method uses 6eyboard shortcuts. These shortcuts )ary depending on your operating system.
-0
'ext that you type)

+ : 2 %+( space( minus( space( 2' + :: 2 %+( space( minus( minus( space( 2' +::2 %+( minus( minus( 2' +:2 %+( minus( 2' + :2 %+( space( minus( 2' + ::2 %+( space( minus( minus( 2'
*esult
+ 2 %+( space( en:dash( space( 2' + 2 %+( space( en:dash( space( 2' +S2 %+( em:dash( 2' +:2 %unchanged' + :2 %unchanged' + 2 %+( space( en:dash( 2'
Tip
You can also record macros to insert en and em dashes and assign those macros to unused 6ey combinations( for e7ample Ctrl+!hift+; and Ctrl+!hift+3. 9or more information( see Chapter 1? %Customi3ing .riter'.
Windows -old down one of the >lt 6eys and type on the numeric 6eypad& 0150 for an en dash or 0151 for an em dash. The dash appears when you release the >lt 6ey.
@n a 6eyboard with no numeric 6eypad( use a Fn %F%nction' 6ey combination to type the numbers. %The Fn 6ey is usually to the right of the left:hand Ctrl 6ey on the 6eyboard.' 9or e7ample( on a "1 6eyboard layout( the combination for an en dash should be >lt+Fn+mIim and for an em dash it should be >lt+Fn+mIiI.
Tip
&inu# -old down the Compose 6ey and type two hyphens and a period for an en dash( or three hyphens for an em dash. The dash appears when you release the Compose 6ey.
The 6ey that operates as a Compose 6ey )aries with the $inu7 distribution. ;t is usually one of the >lt or Win 6eys( but may be another 6ey( and should be user:selectable.
Tip
Mac -% = -old down the Option %>lt' 6ey and type a hyphen for an en dash. 9or an em dash( the combination is !hift+Option+G6phen.
Formatting paragraphs
You can apply many formats to paragraphs using the buttons on the 9ormatting toolbar. 9igure H? shows the 9ormatting toolbar as a floating toolbar( customi3ed to show only the buttons for paragraph formatting.
;t is highly recommended that you use paragraph st6les rather than manually formatting paragraphs( especially for long or standardi3ed documents. 9or information on the ad)antages of styles and how to use them( see Chapters H and ?.
Tip
-"
2 Open Styles and E Align Right 2D Numbering On/Off Formatting Window F Justified 22 Bullets On/Off C Apply Style G Line Spa ing! " 2C #e rease $ndent 3 Align Left H Line Spa ing! "%& 23 $n rease $ndent 4 'entered I Line Spa ing! ( 24 )aragraph format dialog bo* Fig%re ,-( Formatting tool&ar@ showing icons for paragraph formatting 9igure HF shows e7amples of the te7t alignment options.
Fig%re ,.( #e9t alignment options .hen using Mustified te7t( the last line is by default aligned to the leftP howe)er( if so desired( you can also align the last line to the center of the paragraph area or Mustify it so that spaces are inserted between the words in order to fill the whole line. ;n the case where the last line consists of a single word( you can also ha)e this word stretched to co)er the whole line. 9igure HC shows an e7ample of the effect obtained when setting each of these options.
Fig%re ,/( Fo%r choices for the last line of a I%stified paragraph These options are controlled in the >lignment page of the For dialog bo7. at > Paragraph
-7
Fig%re -0( Options for the last line of a I%stified paragraph
%etting tab stops and indents

The hori3ontal ruler shows both the default tab stops and any tab stops that you ha)e defined. Tab settings affect indentation of full paragraphs %using the +ncrease +ndent and Decrease +ndent icons on the 9ormatting toolbar' as well as indentation of parts of a paragraph %by pressing the #a& 6ey on the 6eyboard'. "sing the default tab spacing can cause formatting problems if you share documents with other people. ;f you use the default tab spacing and then send the document to someone else who has chosen a different default tab spacing( tabbed material will change to use the other personGs settings. ;nstead of using the defaults( define your own tab settings( as described in this section. To define indents and tab settings for one or more selected paragraphs( double:clic6 on a part of the ruler that is not between the left and right indent icons to open the 4ndents L !pacing page of the #aragraph dialog bo7. 5ouble:clic6 anywhere between the left and right indent icons on the ruler to open the #a&s page of the #aragraph dialog bo7.
Fig%re -"( !pecif6ing ta& stops and fill characters
-3
+ better strategy is to define tabs for the paragraph st6le. <efer to Chapters H and ? for more about paragraph styles.
"sing tabs to space out material on a page is not recommended. 5epending on what you are trying to accomplish( a table is usually a better choice.
Tip
Changing the default tab stop interval

Note
+ny changes to the default tab setting will affect the e7isting default tab stops in any document you open afterward( as well as tab stops you insert after ma6ing the change.
To set the measurement unit and the spacing of default tab stop inter)als( go to Tools > Options > OpenOffice.org 'riter > .eneral.
Fig%re -7( !electing a defa%lt ta& stop inter'al You can also set or change the measurement unit for rulers in the current document by right:clic6ing on the ruler to open a list of units( as shown in 9igure ?*. Clic6 on one of them to change the ruler to that unit. The selected setting applies only to that ruler.
Fig%re -3( Changing the meas%rement %nit for a r%ler
Formatting characters
You can apply many formats to characters using the buttons on the 9ormatting toolbar. 9igure ?E shows the 9ormatting toolbar as a floating toolbar( customi3ed to show only the buttons for character formatting. ;t is highly recommended that you use character styles rather than manually formatting characters. 9or information on styles and how to use them( see Chapters H and ?.
-+
> Open Styles and Formatting Window @ Apply Style B Font Name D Font Si.e F Bold
? $tali A +nderline C Supers ript E Subs ript >G $n rease Font >> Redu e Font
>@ Font 'olor >B ,ighlighting >D Ba -ground 'olor >F Open 'hara ter Format dialog bo*
Fig%re -+( Formatting tool&ar@ showing icons for character formatting

To remo)e manual formatting( select the te7t and choose For at > Defa!lt For atting from the main menu bar( or right:clic6 and choose Defa!lt For atting from the pop:up menu.
Tip
0utoformatting
You can set .riter to automatically format parts of a document according to the choices made on the Options page of the +utoCorrect dialog bo7 %Tools > :!to/orrect Options'.
Fig%re - ( >%toformat choices on the Options page of the >%toCorrect dialog &o9
The -elp describes each of these choices and how to acti)ate the autoformats. 1ome common unwanted or une7pected formatting changes include&
-ori3ontal lines. ;f you type three or more hyphens %:::'( underscores %RRR' or eLual signs %ZZZ' on a line and then press 8nter the paragraph is replaced by a hori3ontal line as wide as the page. The line is actually the lower border of the preceding paragraph. 2ulleted and numbered lists. + bulleted list is created when you type a hyphen %:'( asteris6 %Q'( or plus sign %A'( followed by a space or tab at the beginning of a paragraph. + numbered list is created when you type a number followed by a period %.'( followed by a space or tab at the beginning of a paragraph. +utomatic numbering is only applied to paragraphs formatted with the Defa%lt( #e9t &od6 or #e9t &od6 indent paragraph styles.
Tip
;f you notice une7pected formatting changes occurring in your document( this is the first place to loo6 for the cause.
To automatically format the file according to the options you ha)e set( choose For > :!to/orrect and select or deselect the items on the submenu. While Typing +utomatically formats the document while you type. 0pply +utomatically formats the document. 0pply and 3dit Changes +utomatically formats the file and then opens a dialog bo7 where you can accept or reMect the changes. 0utoCorrect -ptions @pens the +utoCorrect dialog %9igure ?5'.
at
Creating numbered or bulleted lists

There are se)eral ways to create numbered or bulleted lists&
"se autoformatting( as described abo)e. "se list styles( as described in Chapter ? %.or6ing with 1tyles'. "se the -! (ering and ,!llets icons on the paragraph formatting toolbar %see 9igure H?'. This method is described here.
To produce a numbered or bulleted list( select the paragraphs in the list and then clic6 on the appropriate icon on the toolbar.
Note
;t is a matter of personal preference whether you type your information first( then apply !umbering/2ullets or apply these as you type.
(sing the 9ullets and Numbering toolbar

You can create a nested list %where one or more list items has a sublist under it( as in an outline' by using the buttons on the :%llets and ;%m&ering toolbar %9igure ?H'.
-,
You can mo)e items up or down the list( create subpoints( and e)en change the style of bullets.
Tip
;t is possible to mo)e a list entry up( together with all of its sub:entries. 5o this by clic6ing the Pro ote One )evel 'ith S!(points button.
> Bullets On/Off @ Numbering On/Off B Numbering Off D )romote One Le/el F #emote One Le/el
? )romote One Le/el with Subpoints A #emote One Le/el with Subpoints C $nsert +nnumbered 1ntry E 0o/e +p
>G 0o/e #own >> 0o/e +p with Subpoints >@ 0o/e #own with Subpoints >B Restart Numbering >D Bullets and Numbering
Fig%re -,( :%llets and ;%m&ering tool&ar ;f you create a nested list using the predefined styles( all the le)els of the list %up to 10' apply the same numbering %or bullet'. -owe)er( in many circumstances you will want to use a combination of numbering formats and bullets when creating nested lists. 1uch lists( with a mi7ture of numbering formats and bullets( can be easily configured as described in the following e7ample. +dditional information on lists( in particular the techniLue to create your own list style( is described in Chapter ? %.or6ing with 1tyles'.
.hen creating nested lists( one option is to enter all the list paragraphs first and apply the le)els afterwards. You can use 6eyboard shortcuts to mo)e paragraphs up or down the outline le)els. #lace the cursor at the beginning of the numbered paragraph and press& #a& !hift+#a& 5own a le)el "p a le)el
Tip
To insert a tab stop at the beginning of a numbered paragraph %that is( after the number but before the te7t'( press Control+#a&.
3#ampleH configuring a nested list

.e will use a numbering style to produce the following effect& ;. $e)el:1 list item +. $e)el:2 list item i. $e)el:* list item a' $e)el:E list item This e7ample uses one of the supplied styles( ;%m&ering "( howe)er if you intend to reuse this type of nested list you can also create a new style as illustrated in Chapter ? %.or6ing with 1tyles'.
Chapter 3 Working with #e9t --
1' @pen the 1tyles and 9ormatting window and clic6 the $ist 1tyles icon at the top. <ight:clic6 on the !umbering 1 style and choose 6odif* from the pop:up menu.
Fig%re --( 3odif6ing a list st6le 2' @n the !umbering 1tyle dialog bo7( go to the O%tline page( where you will find that one style matches our reLuirements. Clic6 once on that style.
Fig%re -.( Choosing a predefined o%tline-n%m&ering st6le *' To modify the layout of the list( use the Options tab %9igures ?C and F0'. !otice that the pre)iew on the right shows the outline selected. ;n the 5e'el bo7 on the left( select 2( then C( 3( and 4 and see how the information in the ;%m&ering and >fter bo7es changes. "se the Options page to set different punctuationP for e7ample( a period %full stop' after NaO on le)el E instead of a parenthesis.
-.
Fig%re -/( Checking the o%tline n%m&ering for le'el-" list items
Fig%re .0( ;%m&ering st6le for le'el-7 list items To ma6e the indentation at each le)el greater or less than the default( change it on the Position page. 1elect the le)el( then ma6e any changes in the indentation( spacing( or numbering alignment. E' <epeat for each le)el as reLuired( then clic6 O<.
.ith outline numbering you can define different bullet styles for the different le)els of a bullet list. "se the :%llets tab of the 2ullets and !umbering dialog bo7 %not shown' to select the basic style. <eturn to the Options tab to customi3e the bullet for each indent le)el. -ere you can set bullets to any character. 1ee the *raphics tab for more bullets.
Tip
(sing footnotes and endnotes

9ootnotes appear at the bottom of the page on which they are referenced. Indnotes are collected at the end of a document. To wor6 effecti)ely with footnotes and endnotes( you need to&
;nsert footnotes. 5efine the format of footnotes. 5efine the location of footnotes on the page( as described in Chapter E %9ormatting #ages'.
'nserting footnotes4endnotes
To insert a footnote or an endnote( put the cursor where you want the footnote/endnote mar6er to appear. Then select +nsert > Footnote9Endnote from
-/
the menu bar or clic6 the +nsert Footnote9Endnote Directl* or +nsert Endnote Directl* icon on the ;nsert toolbar.
Fig%re ."( 1sing the 4nsert Footnote Directl6 icon on the tool&ar + footnote or endnote mar6er is inserted in the te7t and( depending on your choice( the cursor is relocated either to the footnote area at the bottom of the page or to the endnote area at the end of the document. Type the footnote or endnote content in this area. ;f you use +nsert > Footnote9Endnote( the ;nsert 9ootnote/Indnote dialog bo7 is displayed. -ere you can choose whether to use the automatic numbering seLuence specified in the footnote settings and whether to insert the item as a footnote or an endnote.
Fig%re .7( 4nserting a footnote)endnote directl6 ;f you use the +nsert Footnote9Endnote Directl* or +nsert Endnote Directl* icon( the footnote or endnote automatically ta6es on the attributes pre)iously defined in the 9ootnote 1ettings dialog bo7. You can edit an e7isting footnote or endnote the same way you edit any other te7t. To delete a footnote or endnote( delete the footnote mar6er. The contents of the footnote or endnote are deleted automatically( and the numbering of other footnotes or endnotes is adMusted automatically.
)efining the format of footnotes4endnotes

To format the footnotes themsel)es( clic6 Tools > Footnotes9Endnotes. @n the 9ootnote 1ettings dialog bo7( choose settings as reLuired. The 8ndnotes page has similar choices.
.0
Fig%re .3( Defining footnote formatting
Checking spelling and grammar

.riter pro)ides a spelling chec6er( which can be used in two ways. +uto1pellchec6 chec6s each word as it is typed and displays a wa)y red line under any misspelled words. .hen the word is corrected( the red wa)y line disappears. To perform a separate spelling chec6 on the document %or a te7t selection' clic6 this button. This chec6s the document or selection and opens the 1pelling and rammar dialog bo7 %9igure FE' if any misspelled words are found. -ere are some more features of the spelling chec6er&
You can right:clic6 on a word with a wa)y underline( to open a powerful conte7t menu. ;f you select from the suggested words on the menu( the selection will replace the misspelled word in your te7t. @ther menu options are discussed below. You can change the dictionary language %for e7ample( 1panish( 9rench( or erman' on the 1pelling and rammar dialog bo7. You can add a word to a dictionary. Clic6 :dd in the 1pelling and dialog bo7 and pic6 the dictionary to add it to. rammar
Clic6 the Options button on the 1pelling and rammar dialog bo7 to open a dialog bo7 similar to the one in Tools > Options > )ang!age Settings > 'riting :ids described in Chapter 2. There you can choose whether to chec6 uppercase words and words with numbers( and you can manage custom dictionaries( that is( add or delete dictionaries and add or delete words in a dictionary.
.riter does not include a grammar chec6er( but you can install an e7tension such as $anguage Tool and access it from Tools > Spelling and .ra ar. %1ee Chapter 1? for more about installing e7tensions.'
Chapter 3 Working with #e9t ."
Fig%re .+( !electing a word from dictionar6 %sing the !pelling and *rammar dialog &o9 $anguage Tool adds a new menu item and submenu to the Tools menu( from which you can configure the tool and chec6 or rechec6 the document. 9igure F5 shows an e7ample of the $anguage Tool e7tension in use.
Fig%re . ( #he 5ang%age #ool e9tension
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(sing built!in language tools

.riter pro)ides some tools that ma6e your wor6 easier if you mi7 multiple languages within the same document or if you write documents in )arious languages&
#aragraph and character styles "sing Tools U $anguage "sing language settings in @ptions "sing the status bar
The main ad)antage of changing the language for a te7t selection is that you can then use the correct dictionaries to chec6 spelling and apply the locali3ed )ersions of +utoCorrect replacement tables( thesaurus( and hyphenation rules. You can also set the language for a paragraph or a group of characters as -one (Do not chec5 spelling". This option is especially useful when you insert te7t such as web addresses or programming language snippets that you do not want to chec6 for spelling.
(sing paragraph and character styles

1pecifying the language in character and paragraph styles is the preferred method( because styles allow a greater le)el of control and ma6e changing the language much faster. @n the 9ont tab of the #aragraph 1tyles dialog bo7( you can specify that certain paragraphs be chec6ed in a language that is different from the language of the rest of the document. 1ee Chapter ? %.or6ing with 1tyles' for information on how to manage the language settings of a style.
(sing Tools I &anguage

You can also set the language for the whole document( for indi)idual paragraphs( or e)en for indi)idual words and characters( all from Tools > )ang!age on the menu bar. For %election +pplies a specified language to the selected te7t %the selection can be as short as a few characters or as long as se)eral paragraphs'. For Paragraph 1elect this option to apply the specified language to the paragraph where the cursor is located. For all Te#t 1elect this option to apply the specified language to all the document.
(sing language settings in -ptions

+nother way to change the language of a whole document is to use Tools > Options > )ang!age Settings > )ang!ages. ;n the Defa%lt lang%ages for doc%ments section %9igure FH'( you can choose a different language for all the te7t.
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Fig%re .,( Options a'aila&le in the 5ang%ages settings

"nli6e the menu tool that applies to the indi)idual document( a change in the default language from the Options dialog bo7 is a general change of settings of @@o and will therefore apply to all the documents created in the future. ;f you want to change the language for the current document only( be sure to select the For the c%rrent doc%ment onl6 option.
Caution
The spelling chec6er wor6s only for those languages in the list which ha)e the symbol ne7t to them. ;f you do not see this symbol ne7t to your preferred language( you can install the dictionary using Tools > )ang!ages > 6ore dictionaries online.
(sing the status bar

The language used for chec6ing spelling is also shown in the status bar( ne7t to the page style in use. You can change the language for the paragraph or the entire documentP clic6 on the language in the status bar to pop up a menu of choices.
Fig%re .-( 5ang%age choices on the stat%s &ar !otice the Reset to Defa%lt 5ang%age option on the menu and submenu. This is the fastest way to return a paragraph or the entire document to the default language set in Tool U @ptions %described abo)e'.
.+
(sing synonyms and the thesaurus

You can access a short list of synonyms from the conte7t menu& 1' 1elect a word or phrase( right:clic6( and point to S*non* s on the pop:up menu. + submenu of alternati)e words and phrases is displayed.
Fig%re ..( !6non6ms on the conte9t men% 2' Clic6 on a word or phrase to select it and replace the highlighted word or phrase in the document. The thesaurus gi)es a more e7tensi)e list of alternati)e words and phrases. To use the thesaurus& 1' 1elect a word or phrase( and then choose Tools > )ang!age > Thesa!r!s( or press Control+F-( or right:clic6 and choose Thesa!r!s from the pop:up menu. 2' ;n the dialog bo7( clic6 on a meaning to show alternati)e words and phrases for that meaning of the word. 9or e7ample( when gi)en the word ho%se( the thesaurus offers se)eral meanings( including dwelling( legislat%re( sign of the <odiac( and others. ;f you clic6 on dwelling( you will see dwelling( home( domicile( abode( and other alternati)es( as shown in 9igure FC.
Note
;f the current language does not ha)e a thesaurus installed( this feature is disabled.
Fig%re ./( #he thesa%r%s offers alternati'es to words
1yphenating words
You ha)e se)eral choices regarding hyphenation& let .riter do it automatically %using its hyphenation dictionaries'( insert conditional hyphens manually where necessary( or donGt hyphenate at all. Iach choice has its pros and cons.
0utomatic hyphenation
To turn automatic hyphenation of words on or off& 1' #ress F"" to open the 1tyles and 9ormatting window. @n the Paragraph !t6les page( right:clic6 on Defa!lt and select 6odif*.
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Fig%re /0( 3odif6ing a paragraph st6le 2' @n the #aragraph 1tyle dialog bo7( select the Text Flow tab.
Fig%re /"( #%rning on a%tomatic h6phenation *' "nder G6phenation( select or deselect the :!to E' Clic6 O< to sa)e.
Turning on hyphenation for the Defa%lt paragraph style affects all other paragraph styles that are based on Defa%lt. You can indi)idually change other styles so that hyphenation is not acti)eP for e7ample( you might not want headings to be hyphenated. +ny styles that are not based on Defa%lt are not affected. 9or more on paragraph styles( see Chapter H %;ntroduction to 1tyles' and Chapter ? %.or6ing with 1tyles'.
aticall*
option.
Note
You can also set hyphenation choices through Tools > Options > )ang!age Settings > 'riting :ids. ;n Options( near the bottom of the dialog bo7( scroll down to find the hyphenation settings.
Fig%re /7( !etting h6phenation options
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To change the minimal number of characters for hyphenation( the minimum number of characters before a line brea6( or the minimum number of characters after a line brea6( select the item( and then clic6 the Edit button in the @ptions section. 1yphenate without in/uiry 1pecifies that you will ne)er be as6ed to manually hyphenate words that the hyphenation dictionary does not recogni3e. ;f this bo7 is not selected( when a word is not recogni3ed( a dialog bo7 will open where you can manually enter hyphens. 1yphenate special regions 1pecifies that hyphenation will also be carried out in footnotes( headers( and footers. -yphenation options set on the .riting +ids dialog bo7 are effecti)e only if hyphenation is turned on through paragraph styles. Choices on the .riting +ids dialog bo7 for Characters &efore line &reak and Characters after line &reak o)erride settings in paragraph styles for Characters at line end and Characters at line &egin.
Manual hyphenation
To manually hyphenate words( do not use a normal hyphen( which will remain )isible e)en if the word is no longer at the end of a line when you add or delete te7t or change margins or font si3e. ;nstead( use a conditional h6phen( which is )isible only when reLuired. To insert a conditional hyphen inside a word( clic6 where you want the hyphen to appear and press Control+h6phen. The word will be hyphenated at this position when it is at the end of the line( e)en if automatic hyphenation for this paragraph is switched off.
(sing 0utoCorrect
.riterGs +utoCorrect function has a long list of common misspellings and typing errors( which it corrects automatically. 9or e7ample( NhteO will be changed to NtheO. 1elect Tools > :!to/orrect Options to open the +utoCorrect dialog bo7. There you can define what strings of te7t are corrected and how. ;n most cases( the defaults are fine. +utoCorrect is turned on when .riter is installed. To turn it off( unchec6 For :!to/orrect > 'hile T*ping. at >
To stop .riter replacing a specific spelling( go to the $eplace tab( highlight the word pair( and clic6 Delete. To add a new spelling to the list( type it into the Replace and With bo7es on the <eplace tab( and clic6 -ew. 1ee the different pages of the dialog bo7 for the wide )ariety of other options a)ailable to fine:tune +utoCorrect.
Tip
+utoCorrect can be used as a Luic6 way to insert special characters. 9or e7ample( %c' will be autocorrected to _. You can add your own special characters.
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Fig%re /3( Replace ta& of >%toCorrect dialog &o9
(sing word completion

;f .ord Completion is enabled( .riter tries to guess which word you are typing and offers to complete the word for you. To accept the suggestion( press 8nter. @therwise( continue typing. To turn off .ord Completion( select Tools > :!to/orrect Options > 'ord /o pletion and deselect Ena(le word co pletion. You can customi3e word completion from the 'ord /o +utoCorrect dialog. pletion page of the
+dd %append' a space automatically after an accepted word. 1how the suggested word as a tip %ho)ering o)er the word' rather than completing the te7t as you type. Collect words when wor6ing on a document( and then either sa)e them for later use in other documents or select the option to remo)e them from the list when closing the document. Change the ma7imum number of words remembered for word completion and the length of the smallest words to be remembered. 5elete specific entries from the word completion list. Change the 6ey that accepts a suggested entrySthe options are right arrow( 8nd 6ey( 8nter %Ret%rn'( !pace &ar( and #a&.
Note
+utomatic word completion only occurs after you type a word for the second time in a document.
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Fig%re /+( C%stomi<ing word completion
(sing 0utoTe#t
"se +utoTe7t to store te7t( tables( fields( and other items for reuse and assign them to a 6ey combination for easy retrie)al. 9or e7ample( rather than typing N1enior /anagementO e)ery time you use that phrase( you can set up an +utoTe7t entry to insert those words when you type NsmO and press F3. +utoTe7t is especially powerful when used with fields. 1ee Chapter 1E %.or6ing with 9ields' for more information.
Creating 0utoTe#t
To store some te7t as +utoTe7t& 1' Type the te7t into your document. 2' 1elect the te7t. *' o to Edit > :!toText %or press Control+F3'. E' ;n the +utoTe7t dialog bo7( type a name for the +utoTe7t in the ;ame bo7. .riter will suggest a one:letter shortcut( which you can change. 5' ;n the large bo7 to the left( choose the category for the +utoTe7t entry( for e7ample 36 >%to#e9t. H' Clic6 the :!toText button on the right of the dialog bo7 and select -ew (text onl*" from the menu %to ha)e the +utoTe7t ta6e on the formatting where it is inserted into a document' or select -ew %to ha)e the +utoTe7t retain specific formatting no matter where it is inserted'. ?' Clic6 /lose to return to your document.
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Fig%re / ( Defining a new >%to#e9t entr6
Tip
;f the only option under the :!toText button is + port( either you ha)e not entered a name for your +utoTe7t or there is no te7t selected in the document.
To sa)e a table %such as the formatted Tip on this page' as +utoTe7t& 1' Create a table and format it the way you want. 2' 1elect the table. *' o to Edit > :!toText %or press Control+F3'. E' Type a name for the +utoTe7t( optionally amend the suggested shortcut( and choose the category for the +utoTe7t entry. 5' Clic6 the :!toText button and select -ew %because you want the formatting of the table preser)ed'. H' Clic6 /lose to return to your document.
'nserting 0utoTe#t
To insert +utoTe7t( type the shortcut and press F3.
Printing a list of 0utoTe#t entries

1' Choose Tools > 6acros > Organi0e 6acros > OpenOffice.org ,asic. 2' ;n the 3acro from list( choose OpenOffice.org 6acros > .i ic5s. *' 1elect :!toText and then clic6 $!n. + list of the current +utoTe7t entries is generated in a separate te7t document. You can then print this document.
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&ine numbering
$ine numbering puts line numbers in the margin. The line numbers are displayed on screen and are printed. 9igure CH shows an e7ample with numbering on e)ery line.
Fig%re /,( 5ine n%m&ering e9ample Clic6 Tools > )ine -! (ering and select the Show n! (ering option in the top left corner of the $ine !umbering dialog bo7 %9igure C?'. Then clic6 O<. You can choose how many lines are numbered %for e7ample( e)ery line or e)ery tenth line'( the numbering type and whether numbers restart on each page. ;n addition( a te7t separator %any te7t you choose' can be set on a different numbering scheme %one e)ery 12 lines( for e7ample'.
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Fig%re /-( #he 5ine ;%m&ering dialog &o9
Tracking changes to a document

You can use se)eral methods to 6eep trac6 of changes made to a document.
/a6e your changes to a copy of the document %stored in a different folder( under a different name( or both'( then use .riter to combine the two files and show the changes you made. Clic6 Edit > /o pare Doc! ent. This techniLue is particularly useful if you are the only person wor6ing on the document( as it a)oids the increase in file si3e and comple7ity caused by the other methods. 1a)e )ersions that are stored as part of the original file. -owe)er( this method can cause problems with documents of nontri)ial si3e or comple7ity( especially if you sa)e a lot of )ersions. +)oid this method if you can. "se .riterGs change mar6s %often called NredlinesO or Nre)ision mar6sO' to show where you ha)e added or deleted material or changed formatting. $ater( you or another person can re)iew and accept or reMect each change.
!ot all changes are recorded. 9or e7ample( changing a tab stop from align left to align right and changes in formulas %eLuations' or lin6ed graphics are not recorded.
Tip
Preparing a document for review

.hen you send a document to someone else to re)iew or edit( you may want to prepare it first so that the editor or re)iewer does not ha)e to remember to turn on the re)ision mar6s. +fter you ha)e protected the document( any user must enter the correct password in order to turn off the function or accept or reMect changes. 1' @pen the document. To chec6 whether it contains multiple )ersions( clic6 File > %ersions. ;f multiple )ersions are listed( sa)e the current )ersion as a
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separate document with a different name and use this new document as the re)iew copy. 2' .ith the re)iew copy open( ma6e sure that change recording is turned on. The Edit > /hanges > $ecord menu item has a chec6 mar6 ne7t to it when recording is turned on. *' Clic6 Edit > /hanges > Protect $ecords. @n the Inter #assword dialog bo7( type a password %twice' and clic6 O<.
+ slightly faster alternati)e to steps 2 and * abo)e is to choose File > Doc! ent Properties > Sec!rit* tab( clic6 Protect( and enter the password.
Tip
ecording changes
1ee Chapter 2 %1etting up .riter' for instructions on setting up how your changes will be displayed. 1' To begin trac6ing %recording' changes( clic6 Edit > /hanges > $ecord. To show or hide the display of changes( clic6 Edit > /hanges > Show.
-old the mouse pointer o)er a mar6ed changeP you will see a Gelp #ip showing the type of change( the author( date( and time of day for the change. ;f 89tended #ips are enabled( you will also see any comments recorded for this change.
Tip
2' To enter a comment on a mar6ed change( place the cursor in the area of the change and then clic6 Edit > /hanges > /o ent. ;n addition to being displayed as an e7tended tip( the comment is also displayed in the list in the +ccept or <eMect Changes dialog bo7 %9igure CC'.
Fig%re /.( 4nserting a comment d%ring change recording To mo)e from one mar6ed change to the ne7t( use the arrow buttons. ;f no comment has been recorded for a change( the #e9t field is blan6.
Tip
1ee also N+dding other commentsO on page C? for a way to annotate te7t that is not associated with a recorded change.
*' To stop recording changes( clic6 Edit > /hanges > $ecord again.
/+ OpenOffice.org 3.3 Writer *%ide
0ccepting or re*ecting changes

To accept or reMect recorded changes( use either of these methods&
<ight:clic6 %conte7t' menu +ccept or <eMect Changes dialog bo7 +ccepting an insertion remo)es the change indicator %usually a color' from the inserted te7t. <eMecting an insertion remo)es the te7t from the document. +ccepting a deletion remo)es the te7t from the document. <eMecting a deletion remo)es the change indicator and restores the te7t to the document.
The results of accepting or reMecting a change are as follows&
ight!click "conte#t$ menu 1' ;f recorded changes are not showing( clic6 Edit > /hanges > Show. 2' -o)er the mouse pointer o)er a recorded change. + bo7 appears with information about the type of change( who made it( and the date and time. *' <ight:clic6 on the changed te7t. ;n the pop:up %conte7t' menu( choose :ccept /hange or $e7ect /hange. 0ccept or e*ect Changes dialog bo#
1' Clic6 Edit > /hanges > :ccept or $e7ect. The +ccept or <eMect Changes dialog bo7 opens. 2' .hen you select a change in the dialog bo7( the actual change is highlighted in the document( so you can see what the editor changed. *' Clic6 :ccept or $e7ect to accept or reMect the selected change. You can also clic6 :ccept :ll or $e7ect :ll if you do not want to re)iew the changes indi)idually. Changes that ha)e not yet been accepted or reMected are displayed in the list.
Fig%re //( #he 5ist ta& of the >ccept or ReIect Changes dialog &o9
Chapter 3 Working with #e9t /
To show only the changes of certain people or only the changes on specific days or )arious other restrictions( use the Filter page on the +ccept or <eMect Changes dialog bo7. +fter specifying the filter criteria( return to the 5ist page to see those changes that meet your criteria.
Fig%re "00( #he Filter page of the >ccept or ReIect Changes dialog &o9
Merging modified documents

The processes discussed to this point are effecti)e when you ha)e one re)iewer at a time. 1ometimes( howe)er( multiple re)iewers all return edited )ersions of a document at the same time. ;n this case( it may be Luic6er to re)iew all of these changes at once( rather than one re)iew at a time. 9or this purpose( you can merge documents in .riter. To merge documents( all of the edited documents need to ha)e recorded changes in them. 1' @pen one copy. 2' Clic6 Edit > /hanges > 6erge Doc! ent and select and insert another copy of the document to be merged with the first. *' +fter the documents merge( the +ccept or <eMect Changes dialog bo7 opens %9igure CC'( showing changes by more than one re)iewer. ;f you want to merge more documents( close the dialog bo7 and then repeat step 2. E' <epeat until all copies are merged. +ll recorded changes are now included in the open copy. 1a)e this file under another name.
Comparing documents
1ometimes re)iewers may forget to record the changes they ma6e. This is not a problem with .riter because you can find the changes if you compare documents. ;n order to compare documents( you need to ha)e the original document and the one that is edited. To compare them& 1' @pen the edited document. 1elect Edit > /o pare Doc! ent. 2' The ;nsert dialog bo7 appears. 1elect the original document and clic6 +nsert.
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.riter finds and mar6s the changes and displays the +ccept or <eMect Changes dialog bo7. 9rom this point( you can go through and accept or reMect changes procedure as described earlier.
0dding other comments

.riter pro)ides another type of comments %formerly called NnotesO'( which authors and re)iewers often use to e7change ideas( as6 for suggestions( or brainstorm during the re)iew process. To insert a comment in the te7t( place the cursor in the place the comment refers to and select +nsert > co ent or press Ctrl+>lt+;. The anchor point of the comment is connected by a dotted line to a bo7 on the right:hand side of the page where you can type the te7t of the comment. .riter automatically adds at the bottom of the comment the authorGs name and a time stamp indicating when the comment was created. 9igure 101 shows an e7ample of te7t with comments from two different authors. 1elect Tools > Options > User Data to configure the name you want to appear in the +uthor field of the comment( or to change it. ;f more than one person edits the document( each author is automatically allocated a different bac6ground color.
Fig%re "0"( Comments in OOo 3 <ight:clic6ing on a comment pops up a menu where you can delete the current comment( all the comments from the same author( or all the comments in the document. 9rom this menu( you can also apply some basic formatting to the te7t of the comment. You can also change font type( si3e( and alignment from the main menu. To na)igate from one comment to another( open the !a)igator %F '( e7pand the Comments section( and clic6 on the comment te7t to mo)e the cursor to the anchor point of the comment in the document. <ight:clic6 on the comment to Luic6ly edit or delete it.
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You can also na)igate the comments using the 6eyboard. "se Ctrl+>lt+Page Down to mo)e to the ne7t comment and Ctrl+>lt+Page 1p to mo)e to the pre)ious comment.
&inking to another part of a document

;f you type in references to other parts of the document( those references can easily get out of date if you reorgani3e the order of topics( add or remo)e material( or reword a heading( .riter pro)ides two ways to ensure that your references are up to date( by inserting lin6s to other parts of the same document or to a different document& Cross:references The two methods ha)e the same result if you Control+click the lin6 when the document is open in .riter& you are ta6en directly to the cross:referenced item. -owe)er( they also ha)e maMor differences&
-yperlin6s
The te7t in a hyperlin6 does not automatically update if you change the te7t of the lin6ed item %although you can change it manually'( but changed te7t does automatically update in a cross:reference. .hen using a hyperlin6( you do not ha)e a choice of the content of the lin6 %for e7ample te7t or page number'( but when using a cross:reference( you ha)e se)eral choices( including boo6mar6s. To hyperlin6 to an obMect such as a graphic( and ha)e the hyperlin6 show useful te7t such as Fig%re ,( you need to either gi)e such an obMect a useful name instead of lea)ing it as the default name %N raphicsHO'( or you need to use the -yperlin6 dialog to modify the )isible te7t. ;n contrast( cross: references to figures with captions automatically show useful te7t( and you ha)e a choice of se)eral )ariations of the name. ;f you sa)e a .riter document to -T/$( hyperlin6s remain acti)e but cross: references do not. %2oth remain acti)e when the document is e7ported to #59.'
(sing cross!references
To ensure that references update if you reword a heading( caption( or other lin6ed item( use automatic cross:references. 1ee N"sing automatic cross:referencesO in Chapter 1E %.or6ing with 9ields' for details.
(sing bookmarks
2oo6mar6s are listed in the !a)igator and can be accessed directly from there with a single mouse clic6. ;n -T/$ documents( boo6mar6s are con)erted to anchors that you can Mump to by hyperlin6. 9or more about boo6mar6s( see N"sing boo6mar6sO in Chapter 1E %.or6ing with 9ields'.
(sing hyperlinks
.hen you type te7t %such as website addresses or "<$' that can be used as a hyperlin6( and then press the spacebar or the 8nter 6ey( .riter automatically creates the hyperlin6 and applies formatting to the te7t %usually a color and underlining'. ;f this does not happen( you can enable this feature using Tools > :!to/orrect > Options and selecting the U$) $ecognition option.
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;f you do not want .riter to con)ert a specific "<$ to a hyperlin6( choose Edit > Undo +nsert from the menu bar or press Control+A immediately after the formatting has been applied. You can also insert hyperlin6s using the !a)igator and the -yperlin6 dialog( and you can modify all hyperlin6s using the -yperlin6 dialog( as described in this section.
-yperlin6s between documents can be set as relati)e or absolute( using the Save U$)s relative to option in Tools > Options > )oad9Save > .eneral.
Note
<elati)e lin6ing is only possible when the document you are wor6ing on and the lin6 destination are on the same dri)e( and you need to create the same directory structure on your hard dis6 as will apply on the destination website. @@o uses absolute path names internally( so when you mo)e your mouse cursor o)er a hyperlin6( the tooltip displays the absolute reference e)en when it is set to be a relati)e lin6.
'nserting hyperlinks using the Navigator

The easiest way to insert a hyperlin6 to another part of the same document is by using the !a)igator& 1' @pen the document containing the items you want to cross:reference. 2' @pen the !a)igator %by clic6ing its icon( choosing %iew > -avigator( or pressing F '. *' Clic6 the arrow ne7t to the Drag 6ode icon( and select +nsert as 1*perlin5.
Fig%re "07( 4nserting a h6perlink %sing the ;a'igator E' ;n the list at the bottom of the !a)igator( select the document containing the item that you want to cross:reference. 5' ;n the !a)igator list( select the item that you want to insert as a hyperlin6. H' 5rag the item to where you want to insert the hyperlin6 in the document. The name of the item is inserted in the document as an acti)e hyperlin6. You can also use the -yperlin6 dialog to insert and modify hyperlin6s within and between documents %see ne7t page'.
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'nserting hyperlinks using a dialog bo#

To display the -yperlin6 dialog bo7( clic6 the 1*perlin5 icon on the 1tandard toolbar or choose +nsert > 1*perlin5 from the menu bar. To turn e7isting te7t into a lin6( highlight it before opening the dialog bo7. @n the left hand side( select one of the four types of hyperlin6&
+nternet& a web address( normally starting with http&// 6ail # -ews& for e7ample an email address. Doc! ent& the hyperlin6 points to another document or to another place in the presentation. -ew doc! ent& the hyperlin6 creates a new document.
Fig%re "03. G6perlink dialog &o9 showing details for 4nternet links The top right part of the dialog bo7 changes according to your choice for the hyperlin6 type. + full description of all the choices( and their interactions( is beyond the scope of this chapter. -ere is a summary of the most common choices used in presentations. 9or an 4nternet type hyperlin6( choose the type of hyperlin6 %choose between .eb( 9T# or Telnet'( and enter the reLuired web address %"<$'. 9or a 3ail and ;ews type hyperlin6( specify whether it is a mail or news lin6( the recei)er address and for email( also the subMect. 9or a Doc%ment type hyperlin6( specify the document path %the Open File button opens a file browser'P lea)e this blan6 if you want to lin6 to a target in the same presentation. @ptionally specify the target in the document %for e7ample a specific slide'. Clic6 on the Target icon to open the !a)igator where you can select the target( or if you 6now the name of the target( you can type it into the bo7. 9or a ;ew Doc%ment type hyperlin6( specify whether to edit the newly created document immediately or Must create it %Edit later' and the type of document to create %te7t( spreadsheet( etc.'. 9or a presentation( Edit now is the more li6ely choice. The Select path button opens a directory pic6er.
"00 OpenOffice.org 3.3 Writer *%ide
The F%rther settings section in the bottom right part of the dialog bo7 is common to all the hyperlin6 types( although some choices are more rele)ant to some types of lin6s.
1et the )alue of Fra e to determine how the hyperlin6 will open. This applies to documents that open in a .eb browser. For specifies if the lin6 is to be presented as te7t or as a button. Text specifies the te7t that will be )isible to the user. -a e is applicable to -T/$ documents. ;t specifies te7t that will be added as a NAME attribute in the -T/$ code behind the hyperlin6. Event button& this button will be acti)ated to allow @@o to react to e)ents for which the user has written some code %macro'. This function is not co)ered in this boo6.
3diting hyperlinks
To edit a hyperlin6( clic6 anywhere in the lin6 te7t and then open the -yperlin6 dialog bo7 by clic6ing the 1*perlin5 icon on the 1tandard toolbar or choosing Edit > 1*perlin5 from the menu bar. /a6e your changes and clic6 :ppl*. ;f you need to edit se)eral hyperlin6s( you can lea)e the -yperlin6 dialog bo7 open until you ha)e edited all of them. 2e sure to clic6 :ppl* after each one. .hen you are finished( clic6 /lose. The standard %default' beha)ior for acti)ating hyperlin6s within @@o is to use Ctrl+click. This beha)ior can be changed in Tools > Options > OpenOffice.org > Sec!rit* > Options( by deselecting the option /trl;clic5 re@!ired to follow h*perlin5s. ;f clic6ing in your lin6s acti)ates them( chec6 that page to see if the option has been deselected. To change the color of hyperlin6s( go to Tools > Options > OpenOffice.org > :ppearance( scroll to 1n'isited links and/or ?isited links( select those options( pic6 the new colors and clic6 O<. Caution& this will change the color for all hyperlin6s in all components of @pen@ffice.orgSthis may not be what you want. ;n .riter and Calc %but not 5raw or ;mpress'( you can also change the 4nternet link character style or define and apply new styles to selected lin6s.
%witching between insert and overwrite mode

.ith the 6eyboard( press 4nsert to toggle between o)erwrite mode and insert mode. ;n insert mode( any te7t after the cursor position mo)es forward to ma6e room for the te7t you typeP in o)erwrite mode( te7t after the cursor position is replaced by the te7t you type. The current mode is displayed on the 1tatus 2ar. .ith the mouse( clic6 in the area on the 1tatus 2ar that indicates the current mode in order to switch to the other mode.
Counting the words in a selection

1elect a bloc6 of te7t and choose Tools > 'ord /o!nt. @@o displays the number of words and characters in the selection as well as the number of words in the document. You can also see the number of words and characters %and other information' in the entire document in File > Properties > Statistics.
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Changing the case of selected te#t

To Luic6ly change the case of te7t( select it( choose For the menu bar( and then choose one of the following& at > /hange /ase from
1entence case( where only the first word %and any proper nouns' is capitali3ed lower case( where no words %e7cept proper nouns' are capitali3ed "##I< C+1I( where all letters are capitali3ed Capitali3e I)ery .ord( where e)ery word is capitali3ed t@ $I c+1I( which changes e)ery letter to the opposite case
.riter does not ha)e an automated way to do Title Case( where all words are capitali3ed e7cept for certain subsets defined by rules that are not uni)ersally standardi3ed.
"07
Chapter For atting !age"

1sing Page !t6les@ #a&les@ Frames@ Col%mns@ and !ections
"03
'ntroduction
.riter pro)ides se)eral ways for you to control page layouts&
#age styles Columns 9rames Tables 1ections -eaders and footers !umbering pages Changing page margins
#age layout is usually easier if you select the options to show te7t( obMect( table( and section boundaries in Tools > Options > OpenOffice.org > :ppearance and if you select the options for paragraph ends( tabs( brea6s( and other items in Tools > Options > OpenOffice.org 'riter > For atting :ids.
This chapter describes these methods and some associated things&
Tip
Choosing a layout method

The best layout method depends on what the final document should loo6 li6e and what sort of information will be in the document. -ere are some e7amples. 5o not worry if all this does not mean much to you now. The techniLues mentioned are all described in this chapter. 9or a boo6 similar to this user guide with one column of te7t( some figures without te7t beside them( and some other figures with descripti)e te7t( use page styles for basic layout( and use tables to place figures beside descripti)e te7t( where necessary.
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"se page styles %with two columns' for an inde7 or other document with two columns of te7t where the te7t continues from the left:hand column to the right: hand column and then to the ne7t page( all in seLuence %also 6nown as snaking col%mns of te7t'. ;f the title of the document %on the first page' is full:page width( put it in a single:column section.
9or a newsletter with a comple7 layout( two or three columns on the page( and some articles that continue from one page to some place se)eral pages later( use page styles for basic layout. #lace articles in lin6ed frames and anchor graphics to fi7ed positions on the page( if necessary.
9or a document with terms and translations to appear side:by:side in what appear to be columns( use a table to 6eep items lined up so you can type in both NcolumnsO.
Chapter + Formatting Pages
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%etting up basic page layout using styles

;n .riter( page st6les define the basic layout of all pages( including page si3e( margins( the placement of headers and footers( borders and bac6grounds( number of columns( and so on. .riter comes with se)eral page styles( which you can build on or modify( and you can define new %custom' page styles. You can ha)e one or many page styles in a single document.
Note
+ll pages in a .riter document are based on styles. ;f you do not specify a page style( .riter uses the Defa%lt page style.
To change the layout of indi)idual pages( either define a new page style or use one of the techniLues %sections( frames( or tables' described later in this chapter. This chapter describes some uses of page styles. 1ome other uses are discussed in Chapter H %;ntroduction to 1tyles'. The #age 1tyle dialog bo7 is co)ered in detail in Chapter ? %.or6ing with 1tyles'.
+ny modifications of page styles( including the Defa%lt page style( apply only to the document you are wor6ing on. ;f you want the changes to be the default for all documents( you need to put the changes into a template and ma6e that template the default template. 1ee Chapter 10 %.or6ing with Templates' for details.
Tip
'nserting a page break without switching the style

;n many documents %for e7ample( a multi:page report'( you may want the te7t to flow from one page to the ne7t as you add or delete information. .riter does this automatically( unless you o)erride the te7t flow using one of the techniLues described earlier. ;f you do want a page brea6 in a particular place( for e7ample( to put a heading at the top of a new page( here is how to do it& 1' #osition the cursor in the paragraph you want to be at the start of the ne7t page. <ight:clic6 and choose Paragraph in the pop:up menu. 2' @n the #e9t Flow page of the #aragraph dialog bo7 %9igure 10E'( in the :reaks section( select +nsert. 5o not select 'ith Page St*le. *' Clic6 O< to position the paragraph at the start of the ne7t page.
Fig%re "0+( 4nserting a man%al page &reak
)efining a different first page for a document

/any documents( such as letters and reports( ha)e a first page that is different from the other pages in the document. 9or e7ample( the first page of a letterhead typically has a different header( as shown in 9igure 105( or the first page of a report might ha)e no header or footer( while the other pages do. .ith .riter( you can define the
"0, OpenOffice.org 3.3 Writer *%ide
style for the first page and specify the style for the following page to be applied automatically.
Fig%re "0 ( 5etterhead with different page st6les for first and following pages +s an e7ample( we can use the First Page and Defa%lt page styles that come with .riter. 9igure 10H shows what we want to happen& the first page is to be followed by the default page( and all the following pages are to be in the Defa%lt page style.
Fig%re "0,( Flow of page st6les To set up this seLuence& 1' @pen the 1tyles and 9ormatting window. %5o one of the following& clic6 the St*les and For bar( choose For atting icon located at the left:hand end of the obMect at > St*les and For atting( or press F"".'
2' @n the 1tyles and 9ormatting window( clic6 on the Page St*les icon to display a list of page styles. *' <ight:clic6 on First Page and select 6odif* from the pop:up menu. E' @n the Organi<er page of the #age 1tyle dialog bo7( loo6 at the ;e9t !t6le property. This property defines what the page style for the ne7t page will be. ;t should be set to Defa!lt( but if it is not( you can change the ne7t style by clic6ing on the drop:down button and choosing Defa!lt from the list of page styles.
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Fig%re "0-( !et the ;e9t !t6le propert6 for a page st6le 5' @n the other pages of this dialog bo7( you can turn on or off the header and footer for the first page and define other characteristics( such as columns( a page border( or a page bac6ground. 9or more information( see Chapter ? %.or6ing with 1tyles'. H' Clic6 O< to sa)e the changes.
You can o)erride the ;e9t !t6le property by manually inserting a page brea6 and specifying a page style or by starting a page with a paragraph or table that has its own page style property defined. These techniLues are described in N;nserting a landscape page into a portrait documentO on page 10C.
Note
Changing page orientation within a document

+ document can contain pages in more than one orientation. + common scenario is to ha)e a landscape page in the middle of a document( whereas the other pages are in a portrait orientation. -ere are the steps to achie)e it.
Setting up a landscape page style

1' !ote the page style that is current and the margin settings. %You can find the margin settings on the Page page of the #age 1tyle dialog bo7( as shown in 9igure 10C.' 2' Create a new style. %<ight:clic6 on the current page style in the 1tyles and 9ormatting window and choose -ew from the pop:up menu' *' @n the Organi<er page of the #age 1tyle dialog bo7 %9igure 10F'( name %by typing in the ;ame field' this new style Landscape and set the ;e9t !t6le property to )andscape %to allow for ha)ing more than one seLuential landscape page'.
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Fig%re "0.( ;ame the new st6le and set the ne9t page st6le to 5andscape E' @n the Page page of the #age 1tyle dialog bo7( set the Orientation to )andscape. The width and height attributes of the page will automatically change.
Fig%re "0/( !et orientation and margins for a landscape page 5' Change the margins so that they correspond with the margins of the portrait page. That is( the portrait top margin becomes the landscape left margin( and so on. Clic6 O< to sa)e the changes.
+nserting a landscape page into a portrait document

!ow that you ha)e defined the 5andscape page style( here is how to apply it. 1' #osition the cursor in the paragraph or table at the start of the page that is to be set to landscape. <ight:clic6 and choose Paragraph or Ta(le( respecti)ely( in the pop:up menu. 2' @n the #e9t Flow page of the #aragraph dialog bo7 %9igure 110' or the Table 9ormat dialog bo7 %9igure 111'( select +nsert %or ,rea5 for a table' and 'ith Page St*le. 1et the Page !t6le property to )andscape. Clic6 O< to close the dialog bo7 and to apply the new page style.
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Fig%re ""0( !pecif6ing a page &reak &efore a paragraph
Fig%re """( !pecif6ing a page &reak &efore a ta&le *' #osition the cursor in the paragraph or table where the page is to return to portrait orientation and change the properties of that paragraph or table properties so that With Page !t6le is the portrait page style that was used before the 5andscape page style. E' Clic6 O< to return to the pre)ious portrait page style.
Tip
;f you need the headers or footers on the landscape pages to be in portrait orientation( see N#ortrait headers on landscape pagesO on page 1**.
Changing page margins

You can change page margins in two ways&
"sing the page rulersSLuic6 and easy( but does not ha)e fine control. "sing the #age 1tyle dialog bo7Scan specify margins to two %fractional' decimal places.
;f you change the margins using the rulers( the new margins affect the page style and will be shown in the #age 1tyle dialog bo7 the ne7t time you open it.
Note
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To change margins using the rulers& 1' The shaded sections of the rulers are the margins %see 9igure 112'. #ut the mouse cursor o)er the line between the gray and white sections. The pointer turns into a double:headed arrow. 2' -old down the left mouse button and drag the mouse to mo)e the margin.
The small arrows on the ruler are used for indenting paragraphs. They are often in the same place as the page margins( so you need to be careful to mo)e the margin mar6er( not the arrows. #lace the mouse pointer between the arrows and( when the pointer turns into a double: headed arrow( you can mo)e the margin %the indent arrows will mo)e with it'.
Tip
Fig%re ""7( 3o'ing the margins To change margins using the #age 1tyle dialog bo7 %9igure 10C'& 1' <ight:clic6 anywhere on the page and select Page from the pop:up menu. 2' @n the Page page of the dialog bo7( type the reLuired distances in the 3argins bo7es.
(sing columns to define the page layout

You can use columns for page layout in these ways&
5efine the number of columns and their layout on a page( using page styles. Change the number of columns for e7isting te7t.
)efining the columns on a page

;t is a good idea to define your basic page style %such as Defa%lt' with the most common layout to be used in your document( either single:column or multiple: column. You can then either define e7tra page styles for pages with different numbers of columns or use sections %described in N"sing sections for page layoutO starting on page 12*' for pages or parts of pages with different numbers of columns. To define the number of columns on a page& 1' Choose For at > /ol! ns or go to the Col%mns page of the #age 1tyle dialog bo7(
"""
Fig%re ""3( Defining the n%m&er of col%mns on a page 2' ;n the !ettings area( choose the number of columns and specify any spacing between the columns and whether you want a )ertical separator line to appear between the columns. You can use one of .riters predefined column layouts( or you can create a customi3ed column layout. The pre)iew bo7( located to the right of the !ettings area( shows how the column layout will loo6. *' !otice the >ppl6 to bo7 on the right:hand side of the dialog bo7. ;n this case( the changes are being applied to the Defa%lt page style. E' Clic6 O< to sa)e the changes.
Specifying the number of columns

The !ettings area displays fi)e predefined column layouts. To use one of them( clic6 the desired layout. ;f you prefer to create a customi3ed column layout( you must specify the number of columns that you want by entering the desired number in the Col%mns bo7.
!ormatting column width and spacing

To create e)enly:spaced columns that are all the same width( select the :!to'idth option in the Width and spacing area. To customi3e the width and spacing of the columns( follow these steps& 1' ;n the Width and spacing area( deselect the :!to'idth option. 2' @n the Width line( enter a width for each column. *' @n the !pacing line( enter the amount of space that you want between each pair of columns. ;f you specify more than three columns( use the arrow 6eys on the Col%mn line to scroll among the columns.
""7
!ormatting separator lines

To display separator lines between the columns& 1' Iighteen separator line options e7ist& !one or )arious lines of thic6nesses ranging from 0.05 to C pt. 9rom the 5ine drop:down list in the !eparator line area( select the type of line that you want. %1 pt Z 1 point Z 1/12 pica Z 1/?2 inch Z 12?/*H0 mm Z 0.*52? mm.' 2' The default format is for the separator lines to ha)e the same height as the columns. ;f you want the separator lines to be shorter than the columns( use the Geight bo7 to enter the height of the separator lines as a percentage of the height of the columns. 9or e7ample( if you enter EDJ( the separator lines will be half as high as the columns. *' ;f you entered a height of less than 100g( use the Position drop:down list to select a )ertical alignment for the separator lines. The )ertical:positioning options are& Top( /entered( or ,otto .
*everting to a single column layout

To re)ert to a single:column layout for the page style( go to the !ettings area and either reset the number in the Col%mns bo7 to 2 or clic6 the single:column layout icon.
Changing the number of columns for e#isting te#t

You might want some parts of a page to ha)e one column and other parts of the page to ha)e two or more columns. 9or e7ample( you might ha)e a page:width headline o)er a three:column news story. You can create columns and then type or paste te7t into them( or you can select some e7isting te7t and change the number of columns for displaying it. .hen you select te7t and change the number of columns for that te7t( .riter turns the selected te7t into a section( as described in N"sing sections for page layoutO on page 12*. 9igure 11E shows the Columns dialog bo7 for a selection. The >ppl6 to bo7 on the right:hand side has Selection highlighted and an e7tra option %Evenl* distri(!te contents to all col! ns' appears in the upper left:hand part of the dialog bo7.
You cannot select te7t on a two:column page and change it to a single column using this method. ;nstead( you need to define a single:column page and then select the te7t you want to be in a two:column section.
Tip
""3
Fig%re ""+( !pecif6ing col%mns for a selection
)istributing te#t across columns

+s you add te7t to the section( you will see that the te7t flows from one column to the ne7t. You can distribute te7t across the columns in one of two ways&
Evenl*S.riter adMusts the length of the columns to the amount of te7t( so that all the columns are appro7imately the same height. +s you add or delete te7t( the columns readMust. -ewspaper;st*leS.riter fills the columns one at a time( beginning with the first column. The last column may be shorter than the others.
Fig%re "" ( (5eft) 8'enl6 distri&%ted col%mnsH (Right) ;ewspaper-st6le col%mns.

""+ OpenOffice.org 3.3 Writer *%ide
To distribute te7t e)enly( select the Evenl* distri(!te contents to all col! ns option in the !ettings area. 5eselect this option if you want to distribute te7t newspaper:style.
Choose %iew > -onprinting /haracters %or press Ctrl+F"0' to display end of paragraph mar6ers %2'. @ften( une7pected beha)ior of columns is due to e7tra paragraphs that are normally in)isible to the user but are ta6ing up space.
Tip
(sing frames for page layout

9rames can be )ery useful when producing a newsletter or other layout:intensi)e documents. 9rames can contain te7t( tables( multiple columns( pictures( and other obMects. "se frames when you need to&
#osition something in a particular place on a page( for e7ample( a logo or a Nstop pressO news bo7 in one corner of a page. +llow te7t on one page to continue on another page( somewhere more distant than the ne7t one( by lin6ing the content of one frame to another so the contents flow between them as you edit the te7t. .rap te7t around an obMect( such as a photograph.
2ecause @pen@ffice.org does not allow you to define page styles with recurring frames( consider doing some Luic6 s6etches of the basic page layouts you need( indicating the appro7imate positions of different frames and their purposes. Try to 6eep the number of different page layouts as low as possible in order to a)oid chaos in your design. #ay special attention to the positioning of frames. /any of the predefined styles default to a center alignment. +lthough centering all frames loo6s reasonably good in most cases( itis rarely the best choice. @ne of the most )isually effecti)e ways to position a frame is to align its left margin with that of the paragraph abo)e it. To achie)e this effect( insert the frame in a blan6 paragraph of the same style as the paragraph abo)e. Then( select +nsert > Fra e > T*pe > Position > 1ori0ontal > Fro )eft to position the frame e7actly where you want it. You also should thin6 about the type of wrap and the spacing between the frame and te7t. ;nstead of cramming a frame close to the te7t( use the Wrap tab to place some white space between them. You can format frames indi)idually or define and apply frame stylesSsee Chapter ? %.or6ing with 1tyles'. 3#ampleH (sing a frame to center te#t on a page +lthough you can center te7t hori3ontally as part of a paragraph style or by using manual formatting( those methods do not wor6 for )ertical centering. To center te7t )ertically( you need to place the te7t in a frame( anchor the frame to a page or a paragraph( and then center the frame )ertically on the page. 1ee N+nchoring framesO on page 11F.
""
Creating frames
You can create a frame in se)eral ways( depending on your needs.
Choose +nsert > Fra e' to create an empty frame. The 9rame dialog bo7 %9igure 11?' appears. You can clic6 O< and come bac6 to customi3e it later( or you can set the frameGs characteristics at this stage. 1elect te7t or a graphic( choose +nsert > Fra e( and clic6 O< to create a frame containing the selection. The selected te7t is automatically deleted from the normal te7t flow and inserted into the frame( and the 9rame dialog bo7 appears. ;nsert a picture or other obMect by selecting +nsert > Pict!re > Fro file or +nsert > O(7ect to start the process to insert a picture or obMect. The item inserted automatically appears in a frame( but the 9rame dialog bo7 does not appear. "se the +nsert Fra e 6an!all* button on the ;nsert toolbar %go to %iew > Tool(ars U +nsert to display it'( select the number of frames in the drop:down menu( and drag the mouse to draw the frame.
Fig%re "",( 1sing an icon on the 4nsert tool&ar to create a frame .hen you release the mouse button( a bo7 appears where the cursor is located in the document. This bo7 represents the frame& an area isolated from the main document. To add content to a frame( first deselect the frame by clic6ing somewhere else on the page. Then( clic6 inside the frame so that the cursor shifts its focus there. !ow add content Must li6e you would on the main page. .hen you are done( deselect the frame.
Moving< resi7ing< and changing frame attributes

.hen an obMect is added to .riter( it is automatically enclosed in a frame of a predetermined type. The frame sets how the obMect is placed on the page( as well as how it interacts with other elements in the document. You can edit the frame by modifying the frame style it uses or by using a manual o)erride when a frame is added to the document. 9rame styles are discussed in Chapter ? %.or6ing with 1tyles'. To change the si3e or location of a frame( first select the frame( then use either the mouse or the 9rame dialog bo7 %9igure 11?'. "sing the mouse is faster but less accurate. You might want touse the mouse for gross layout and the dialog bo7 for fine:tuning.
"",
Fig%re ""-( Frame dialog &o9 You can resi3e the frame manually %by clic6ing on the green sLuares and dragging to the appropriate si3e' or start adding content to it %the frame will resi3e automatically if( for e7ample( you add a large picture to it' or go bac6 to the 9rame dialog bo7 and set the si3e and other characteristics. To change the location of the frame using the mouse( drag and drop one of the edges or put the cursor anywhere within the frame. %The ;:bar cursor changes to a four: headed arrow when properly positioned for a drag:and:drop mo)e.' To change the si3e of the frame( drag one of the handles. 5rag a handle on one of the sides to enlarge or reduce the te7t frame in one dimension onlyP drag a corner handle to enlarge or reduce it in both dimensions. These resi3ing actions distort the proportions of the frame. -olding down the !hift 6ey while dragging one of the handles ma6es the frame 6eep the same proportions. You can open the 9rame dialog bo7 at any time by selecting the frame( right:clic6ing( and choosing Fra e from the pop:up menu. To remo)e the default border on a newly created frame( open the 9rame dialog bo7( go to the :orders page( and under 5ine !t6le( select -one. +lternati)ely( you can assign a borderless style to the frameP see the Chapter ? %.or6ing with 1tyles' for information on frame styles.
Tip
5o not confuse a frameGs border with the te7t boundaries that are made )isible using the =iew menu %by selecting %iew > Text ,o!ndaries'.
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Fig%re "".( Remo'ing the &order from a frame
0nchoring frames
"sing the 9rame dialog bo7 %or by right:clic6ing and pointing to :nchor'( you can anchor a frame to a page( paragraph( or character( or you can anchor it as a character. To Page The frame 6eeps the same position in relation to the page margins. ;t does not mo)e as you add or delete te7t. This method is useful when the frame does not need to be )isually associated with a particular piece of te7t. ;t is often used when producing newsletters or other documents that are )ery layout:intensi)e. This method is also used to center te7t on a page. To Paragraph The frame is associated with a paragraph and mo)es with the paragraph. ;t may be placed in the margin or another location. This method is useful as an alternati)e to a table for placing icons beside paragraphs. ;t is also used to center te7t on a page in documents which will be used in a master document %frames anchored to pages will disappear from the master document'. To Character The frame is associated with a character but is not in the te7t seLuence. ;t mo)es with the paragraph but may be placed in the margin or another location. This method is similar to anchoring to a paragraph. 0s Character The frame is placed in the document li6e any other character and( therefore( affects the height of the te7t line and the line brea6. The frame mo)es with the paragraph as you add or delete te7t before the paragraph. This method is useful for adding a small icon in seLuence in a sentence. ;t is also the best method for anchoring a graphic to an empty paragraph so it does not mo)e around the page in une7pected ways.
&inking frames
You can lin6 frames to each other e)en when they are on different pages of a document. The contents will automatically flow from one to the ne7t. This techniLue is )ery useful when designing newsletters( where articles may need to be continued on a different page.
"".
Note
You cannot lin6 from a frame to more than one other frame.
To lin6 one frame to another& 1' 1elect the frame to be lin6ed from. 2' Clic6 the )in5 Fra es icon on the obMect bar. *' Clic6 the ne7t frame in the series %which must be empty'. .hen a lin6ed frame is selected( any e7isting lin6s are indicated by a faint connecting line( as shown in 9igure 11C. !ote that any frame:lin6ing line will not be as clear as illustrated in the figure.
Fig%re ""/( 5inked frames The height of a frame that is being lin6ed from is fi7edP you can change this height manually or by using the 9rame dialog bo7( but it does not automatically adMust to the si3e of the contents %that is( the +uto-eight attribute is disabled'. @nly the last frame of a chain can adapt its height to the content. The Options page of the 9rame dialog bo7 shows the names of the selected frame and any frames it is lin6ed to or from. You can change this information here. @n this page( you can also select options to protect the contents( position( and si3e of the frame.
Fig%re "70( Options page of the Frame dialog &o9
""/
@n the G6perlink page( you can specify the file for the hyperlin6 to open. This file can be on your machine( a networ6( or the ;nternet. The Wrap( :orders( :ackgro%nd( Col%mns( and 3acro pages of the 9rame dialog bo7 are the same as those for frame styles. <efer to the Chapter ? %.or6ing with 1tyles' for details.
Fig%re "7"( G6perlink page of the Frame dialog &o9
(sing tables for page layout

.riterGs tables can ser)e se)eral purposes( such as holding data as you might see it in a spreadsheet( lining up material( and creating more comple7 page layouts. 9or information about using tables of data( see Chapter C %.or6ing with Tables'. This topic describes how to achie)e some common layouts by using tables.
3#ampleH Creating sideheads using tables

1ideheads and marginal notes are commonly used in documents from resumes to computer user guides. The main body of the te7t is offset to lea)e white space %usually on the left:hand side' in which the sideheads or notes are placed. The first paragraph is aligned beside the sidehead( as in 9igure 122. #xa p$e of a "idehead
;n some cases you may want to put only one or two paragraphs in the table itself and the rest of the te7t and graphics in ordinary paragraphs %formatted to line up with the paragraphs in the table' so that te7t and graphics will flow more easily from one page to another when you add or delete material. ;n other cases( you might put each paragraph in a separate row of the table and allow the table to brea6 between pages.
Fig%re "77( 89ample of a sidehead

1ideheads can also be created by placing te7t in a frame using the 3arginalia frame style( as described in the Chapter ? %.or6ing with 1tyles'.
Note
"70
To create a table for use with a sidehead& 1' #lace the cursor where you want the table to appear and choose +nsert > Ta(le %Ctrl+F"7'. 2' ;n the ;nsert Table dialog bo7( define a one:row( two:column table with no border and no heading. Clic6 O< to create the table.
Fig%re "73( Defining a two-col%mn &orderless ta&le with no header *' <ight:clic6 on the table and choose Ta(le from the pop:up menu. @n the Col%mns page of the Table 9ormat dialog bo7( ma6e the columns the reLuired width.
Fig%re "7+( Defining a two-col%mn ta&le to line %p with te9t offset at ".7 inches E' @n the #a&le page of the Table 9ormat dialog bo7 %9igure 125'( in the !pacing section( ma6e the >&o'e and :elow )alues the same as the #op and :ottom spacing you ha)e defined for ordinary paragraphs of te7t. Clic6 O< to sa)e your settings.
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To chec6 the top and bottom spacing for ordinary paragraphs&

1' #osition the cursor in a paragraph and press F"" %unless the 1tyles and 9ormatting window is already open'. Chec6 that the 1tyles and 9ormatting window shows paragraph styles %top left button'.
Tip
2' The current style should be highlighted. ;f no paragraph style is highlighted( select :ll St*les in the bottom drop:down list. <ight: clic6 on it and select 6odif* from the pop:up list. *' o to the 4ndents L !pacing page and loo6 in the !pacing area for the )alues in >&o'e paragraph and :elow paragraph.
Fig%re "7 ( Defining the space a&o'e and &elow a ta&le You may also want to turn off number recognition so that .riter will not try to format numbers if you want them to be plain te7t. To turn number recognition off& 1' <ight:clic6 in the table and then clic6 -! (er For at on the pop:up menu. 2' @n the !umber 9ormat dialog bo7( ma6e sure the Categor6 is set to Text. Clic6 O<.
;f you use this table format often( you may want to sa)e it as +utoTe7t( as described in Chapter * %.or6ing with Te7t'. 1elect the table %not Must the contents' to assign the shortcut.
Tip
Fig%re "7,( !etting n%m&er format to #e9t
"77
(sing sections for page layout

+ section is a bloc6 of te7t that has special attributes and formatting. You can use sections to&
.rite:protect te7t -ide te7t 5ynamically insert the contents of another document +dd columns( margin indents( a bac6ground color( or a bac6ground graphic to a portion of your document Customi3e the footnotes and endnotes for a portion of your document
Creating sections
To create a section& 1' #lace the cursor at the point in your document where you want to insert the new section. @r( select the te7t that you want to place in the new section. 2' 9rom the main menu( choose +nsert > Section. The ;nsert 1ection dialog bo7 opens. *' Clic6 the Section tab( if it is not already displayed. The ;nsert 1ection dialog bo7 has fi)e tabbed pages.
Fig%re "7-( 4nserting a section %sing the 4nsert !ection dialog &o9
"se the !ection page to set the sections attributes. "se the Col%mns page to format the section into columns. "se the 4ndents page to set indents in the right and left margins of the section.
"73
"se the :ackgro%nd page to add color or a graphic to the sections bac6ground. "se the Footnotes)8ndnotes page to customi3e the sections footnotes and endnotes.
+t any time( you can reset a tabbed page to its default settings by clic6ing the $eset button. %!ote( howe)er( that you cannot reset the !ection page. ;f you wish to undo changes to the !ection page( you must do so manually.' "se the !ection page to set the attributes of the current section.
,aming sections
.riter automatically enters a name for the current section in the top bo7 of the ;ew section area. To change the name( select it and type o)er it. The name is displayed in the !ections category of the !a)igator window. ;f you gi)e your sections meaningful names( you can na)igate to them more easily.
Lin"ing sections
You can insert the contents of another document into the current section and then ha)e .riter update the section whene)er the other document is updated. This is called linking the section to the other document. To lin6 the current section to another document( follow these steps& 1' ;n the 5ink area( select the )in5 option.
Fig%re "7.( 5inking sections 2' Clic6 the %...' button to the right of the File name field. The ;nsert dialog bo7 opens. *' 9ind and select the document you want to insert and then clic6 the +nsert button. The ;nsert dialog bo7 closes and the name of the selected document appears in the File name field. E' ;f you want to insert only a section of the selected document( select the desired section from the !ection drop:down list.
Note
The section must already e7ist in the selected document. You cannot create a section in the selected document at this point.
You can update lin6s automatically or manually. 1ee N"pdating lin6sO on page 1*0.
"7+
Write protecting sections

To write:protect the current section so that its contents cannot be edited( select the Protect option in the Write protection area.
Fig%re "7/( Write-protecting sections

.rite:protection protects only the sections contents( not its attributes or format.
Note
-assword protecting sections

To pre)ent others from editing the sections attributes or format( protect the section with a password( as follows& 1' 1elect the 'ith password option. The Inter #assword dialog bo7 opens. 2' Type a password in the Password field and then confirm the password by typing it again in the Confirm field. *' Clic6 O<. The Inter #assword dialog bo7 closes. +nyone who tries to edit the sections attributes or format will be prompted to enter the password.
Fig%re "30( Password-protecting a section
Note
#asswords must contain at least fi)e characters. The O< button remains inacti)e until you ha)e typed fi)e characters.
%iding sections
You can hide the current section so that it will not be displayed on the screen or printed. You can also specify conditions for hiding the section. 9or e7ample( you can hide the section only from certain users.
Note
You cannot hide a section if it is the only content on the page or if the section is in a header( footer( footnote( endnote( frame( or table cell.
"7
To hide a section( select the 1ide option in the Gide area.
Fig%re "3"( Giding sections To hide the section only under certain conditions( enter the desired conditions in the With Condition field. The synta7 and operators that you use to enter conditions are the same ones that you use to enter formulas. 9or synta7 and a list of operators( see .riters online help under conditions. ;f the section is write:protected with a password( the password must be entered to hide or re)eal the te7t.
-iding te7t is not a secure way to stop someone else reading it. ;t will stop the casual reader but will not pre)ent someone who acti)ely wants to find out what you ha)e hiddene)en if it is password protected.
Note
!ormatting a section into columns

"se the Col%mns page of the ;nsert 1ection dialog bo7 to format the current section into columns. This page is )ery similar to the Columns dialog bo7 shown in 9igure 11E on page 11E. #lease refer to that topic for details.
+ndenting the section from margins

"se the 4ndents page to set indents in the right and left margins of the current section.
Fig%re "37( 4ndenting sections Inter the desired left:margin indent in the :efore section bo7. Inter the desired right:margin indent in the >fter section bo7. The pre)iew bo7 on the right:hand side of the page shows you how the section will loo6 with the indents applied.
#hanging the bac"ground of the section

"se the :ackgro%nd page to add color or a graphic to the bac6ground of the current section. This page is similar to the 2ac6ground pages for paragraphs( frames( tables( and other obMects in @@o. 9or more information( refer to Chapter ? %.or6ing with 1tyles'.
"7, OpenOffice.org 3.3 Writer *%ide
#ustomi$ing footnotes and endnotes in a section

"se the Footnotes)8ndnotes page to customi3e the current section s footnotes and endnotes. Customi7ing footnotes ;f you want the current sections footnotes to appear separately from the other footnotes in the document( select the /ollect at end of text option in the Footnotes area. To number the current sections footnotes separately from the other footnotes in the document( follow these steps& 1' ;n the Footnotes area( ma6e sure that the /ollect at end of text option is selected. 2' 1elect the $estart n! (ering option. *' ;f you want the sections footnotes to start at a number other than 1( enter the desired starting number in the !tart at spin bo7.
Fig%re "33( !etting footnotes and endnotes for sections To edit the format of the sections footnotes( follow these steps& 1' ;n the Footnotes area( ma6e sure that the /ollect at end of text and $estart n! (ering options are selected. 2' 1elect the /!sto for at option. *' 9rom the drop:down list under and to the right of the /!sto for at option( select a numbering format for the footnotes. E' To add te7t to the selected numbering format( use the :efore and >fter fields. 9or e7ample( if you want the footnote numbers to be preceded by the word N!oteO and followed by a colon( fill the :efore and >fter fields li6e this&
"7-
Fig%re "3+( ;%m&ering footnotes for sections Customi7ing endnotes ;f you want the current sections endnotes to appear at the end of the section rather than at the end of the document( select the /ollect at end of section option in the 8ndnotes area. To number the current sections endnotes separately from the other endnotes in the document( follow these steps& 1' ;n the 8ndnotes area( ma6e sure that the /ollect at end of section option is selected. 2' 1elect the $estart n! (ering option. *' ;f you want the sections endnotes to start at a number other than 1( enter the desired starting number in the !tart at spin bo7. To edit the format of the sections endnotes( follow these steps& 1' ;n the 8ndnotes area( ma6e sure that the /ollect at end of section and $estart n! (ering options are selected. 2' 1elect the /!sto for at option. *' 9rom the drop:down list under and to the right of the /!sto for at option( select a numbering format for the endnotes. E' To add te7t to the selected numbering format( use the :efore and >fter fields( as shown abo)e for footnotes %9igure 1*E'.
%aving a new section

To sa)e a new section so that it appears in your document( clic6 the +nsert button. The ;nsert 1ection dialog bo7 closes and the new section appears in your document.
3diting and deleting sections

You can edit a sections attributes and formatting( or delete sections( by using For at > Sections. To select the section that you want to edit or delete( follow these steps& 1' 9rom the main menu( choose For at > Sections. The Idit 1ections dialog bo7 opens. 2' The name of the current section appears in the !ection area( in the field abo)e the list bo7. ;f you want to edit or delete a different section( clic6 the name of the desired section in the list. The selected section becomes the current section( and its name appears in the field abo)e the list bo7.
"7.
Fig%re "3 ( 8dit !ections dialog &o9
Deleting sections
To delete the current section( clic6 the $e ove button.
Note
.riter will not prompt you to confirm the deleteh To undo a delete( clic6 the /ancel button.
Editing section attributes

To rename the current section( simply type o)er its name in the !ection area. 9rom the Idit 1ections dialog bo7( you can also edit the current section s lin6( write: protect( and hide attributes. To learn how to edit these attributes( see& N$in6ing sectionsO on page 12E. N.rite:protecting sectionsO on page 125. N-iding sectionsO on page 125.
Editing the format of a section

To edit the format of the current section( clic6 the Options button. The @ptions dialog bo7 has four tabbed pages& Col%mns( 4ndents( :ackgro%nd( and Footnotes)8ndnotes. The use of these pages is described earlier in this topic. To reset a page to its most recently sa)ed settings( clic6 the $eset button. To sa)e your @ptions settings and return to the Idit 1ections dialog bo7( clic6 O<.
"7/
Fig%re "3,( Options dialog &o9 for sections
(pdating links
You can set .riter to update lin6ed sections automatically( and you can also update lin6s manually.
(pdating links automatically

To set .riter to update lin6s without prompting you( or to turn off automatic updating( follow these steps& 1' Choose Tools > Options > OpenOffice.org 'riter > .eneral. The dialog bo7 displays general te7t document settings. 2' ;n the 1pdate area( under 1pdate links when loading( select one of the following three options&
1elect :lwa*s if you want .riter to update lin6s automatically( without prompting you( whene)er you open a document that contains lin6s. 1elect On re@!est if you want .riter to prompt you before updating lin6s. 1elect -ever if you do not want .riter to update lin6s.
*' Clic6 O< to sa)e your settings. The @ptions dialog bo7 closes.
"30
(pdating links manually

To update a lin6 manually& 1' @pen the document that contains the lin6. 2' Choose Edit > )in5s. The Idit $in6s dialog bo7 opens. *' The list in the Idit $in6s dialog bo7 displays the names of all the files that are lin6ed to the current document. Clic6 the file that corresponds to the lin6 that you want to update. E' Clic6 the Update button. The most recently sa)ed contents of the lin6ed file appear in the current document. 5' To close the Idit $in6s dialog bo7( clic6 /lose.
Fig%re "3-( 8dit 5inks dialog &o9
Creating headers and footers

-eaders are portions of a document that always appear at the top of a pageP footers appear at the bottom of a page. Typically( headers display the title or chapter name of a document. ;n @@o( headers are specified by page stylesP therefore( when inserted( all the pages with the same page style will display the same header. Chapter ? describes how to format a header as part of the page style formatting. 9or the purpose of this e7ample( we will insert a header in the 5efault pages using manual formatting. 1elect from the main menu +nsert > 1eader > KPage St*leL. The submenu lists the page styles used in your document. ;n addition( the submenu includes the entry :ll( which acti)ates headers on all the pages of the document regardless of their page style. 9or our e7ample( select the 5efault menu item to acti)ate the headers only on the pages that use the 5efault page style. 1imilarly( to insert a footer( choose +nsert > Footer.
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Caution
The ;nsert /enu can also be used for deleting a pree7isting header or footer for a page style. ;f that page style has a chec6 mar6 in front of it( clic6ing on it opens an @@o dialog bo7 warning about this and as6ing whether you want to delete the header or footer for that particular page style.
5epending on which option you choose( an area will appear at the top or bottom of the page. ;n this area you can enter te7t and graphics that will appear on e)ery page.
Fig%re "3.. > page with a page header ;tems such as document titles( chapter titles( and page numbers( which often go into headers and footers( are best added as fields. That way( if something changes( the headers and footers are all updated automatically. 9ields are co)ered in Chapter 1E %.or6ing with 9ields'( but one e7ample here may be useful. To insert the document title into the header& 1' 1elect File > Properties > Description( enter a title for your document in the #itle area( and clic6 O< to close the dialog bo7. 2' +dd a header %+nsert > 1eader > Defa!lt'. *' #lace the cursor in the header part of the page. E' 1elect +nsert > Fields > Title. The title should appear on a gray bac6ground %which does not show when printed and can be turned off'. 5' To change the title for the whole document( choose File > Properties > Description.
Formatting headers and footers

;n .riter headers and footers are considered paragraphs and therefore you can format the header or footer te7t using the same techniLues you use for formatting te7t in the main body of the document.
You can define styles for headers and footers so that you can Luic6ly obtain a consistent formatting in case you use se)eral page styles. .riter includes three predefined header styles and three footer styles& generic ones( for left pages( and for right pages. You can also add custom header and footer styles.
Tip
"37
Portrait headers on landscape pages

.hen you define a header and footer on a landscape page( they will be aligned with the long side of the page. ;f your landscape pages are going to be inserted between portrait pages( you might want the headers and footers to be on the short sides of the landscape pages( so the final printed product loo6s li6e the contents of the landscape pages ha)e been rotated C0 degrees on portrait pages. You can set up portrait headers and footers on landscape pages by using a tric6 in)ol)ing frames. These are a bit tedious to set up( but once you ha)e done so( you can copy and paste them to other landscape pages. There does not appear to be a way to ma6e this part of the landscape page style. To set up portrait headers and footers on landscape pages& 1' Calculate the reLuired margins so the te7t area of the landscape page is the same si3e as the te7t area on the portrait pages( ta6ing into account the space for headers and footers on the portrait pages. 9or e7ample( consider a boo6 which uses the margins shown in the following table. The landscape right and left margins are 1 cm larger than the portrait top and bottom margins( respecti)ely. This difference accounts for the e7tra space used by the portrait header and footer %0.5 cm for the height of the header or footer and a 0.5 cm gap between the header or footer and the main te7t'. -ortrait page .right page/
Top margin 2ottom margin $eft %inner' margin <ight %outer' margin 1.5 cm 1.5 cm 2.F cm 1.F cm
Landscape page .right page/

<ight margin $eft margin Top margin 2ottom margin 2.5 cm 2.5 cm 2.F cm 1.F cm
2' Create the $andscape page style. *' /easure the distance from the upper and left edges of the page to the upper left:hand corner of the space where you want the footer to appear. /easure the width and length of the space the footer will occupy %to match footers on portrait pages'. %1ee 9igure 1*C.' E' ;n a blan6 paragraph in the te7t( type the footer te7t or insert fields such as the page number or the chapter number and nameSto match the footer te7t and fields on the portrait pages. +ssign the Footer style to this paragraph so the typeface( font si3e( and tab settings match those of the footers on the portrait pages.
"33
Fig%re "3/( 3eas%ring the location and si<e of the footer frame 5' 1elect the te7t %including the fields' you Must entered. Choose For at > /haracter. @n the Character dialog bo7( choose the Position tab and set Rotation ) scaling to CGD degrees %countercloc6wise'. Clic6 O<.
Fig%re "+0( Rotating the footer te9t 7-0 degrees H' .ith the te7t still selected( choose +nsert > Fra e. ;n the 9rame dialog bo7( choose the #6pe tab and enter the width( height( and hori3ontal and )ertical position for the footer.
"3+
Fig%re "+"( Defining the si<e and position of the footer frame ?' ;f your footer has a line abo)e the te7t( as in this boo6( on the :orders page( select a right border and specify the line width and spacing to the frameGs contents. F' Clic6 O< to sa)e these settings. The footer should now appear in the reLuired position and orientation. <epeat these steps %using appropriate measurements' to set up a portrait header on the landscape page.
Fig%re "+7( !pecif6ing the &order position@ line width@ and spacing to contents
"3
Numbering pages
This section describes techniLues to insert page numbers and related information in a document. 1ome basic 6nowledge of page styles( which are fully described in chapters H and ?( may be needed to follow some of the e7amples gi)en.
PreliminariesH fields
@pen@ffice.org uses fields to manage page numbers. To insert a page number field( position the cursor where you want to insert the number and choose +nsert > Fields > Page -! (er. The page number appears with a gray bac6ground. The gray bac6ground denotes a field.
The gray bac6ground is simply there to denote a field. This bac6ground is not printed. ;f you wish to turn this feature off( choose %iew > Field Shadings %or press Ctrl+F.).
Note
The page number field always displays the page number for the page where it is placed. ;f you see the words N#age numberO instead of a number( press Ctrl+F/. This shortcut 6ey toggles @@o between displaying the field s contents %what the field is for' and the fields res%lts %what the field creates'.
Note
9or a full introduction to fields( see Chapter 1E %.or6ing with 9ields'.
PreliminariesH insert and format a header

9or the purpose of this e7ample( we will insert a header in the 5efault page style pages using manual formatting. 1ee NCreating headers and footersO on page 1*1.
%imple page numbering

The simplest case is to ha)e the page number at the top of e)ery page and nothing more. To do this( put the cursor on the header and select +nsert > Fields > Page -! (er.
Fig%re "+3( Page n%m&er inserted in the header !ow the correct page number appears on e)ery page.
"3,
Combining header te#t and page number

There are a lot of interesting )ariations that you can apply without further 6nowledge of page styles. -ere are some suggestions&
<ight:align the header to ma6e the page number appear on the top:right. Type the word page before the page number field so the header reads page 2= page C( and so on. This also reLuires using the Page ;%m&er field( discussed earlier %page 1*H'. +dd the document title so the header reads( for e7ample& PeterMs favo!rite poe s( left Mustified( and page x with right Mustification( where 7 is the )alue of the Page ;%m&er field. Consider using a %right:aligned' tab to separate the title from the page number. @@o also has a Page Co%nt field %+nsert > Fields > Page /o!nt'. "sing it( you could( for e7ample( ha)e a header that reads page C of 2C.
These )ariations are all illustrated in 9igure 1EE.
Fig%re "++( ?ariations on the simple page n%m&ering method
Changing the number format

/any more )ariations are possible. 9or e7ample( you can set the page number to display in <oman numerals. To do that( you could double:clic6 on the page number and select the desired formatP howe)er( a better choice is to specify the format of numbers in the page style as e7plained here. ;n the 1tyles and 9ormatting window %press F"" if not already displayed' select the Page St*les icon and right:clic6 on the highlighted entry for the current style. 1elect 6odif*( which opens the #age 1tyle dialog bo7. @n the #age page of the #age 1tyle dialog bo7( in the 5a6o%t settings section( select i= ii= iii= ... from the Format drop:down list.
"3-
Fig%re "+ ( Changing format of page n%m&ers
Numbering the first page something other than >

1ometimes you may want to start a document with a page number greater than 1. 9or e7ample( you may be writing a boo6( with each chapter in a separate file. Chapter 1 may start with page 1( but Chapter 2 could begin with page 25 and Chapter * with page 51. 9ollow these instructions to start the page numbering in a document at a number greater than 1. %These instructions are for a page number in a footer( but you could use a header instead.'
Tip
5o not set a starting page number that is an e)en number because you will end up with a blan6 page before the first page when you print the file or e7port it as a #59.
1' Choose +nsert > Footer > Kpage st*leL to acti)ate the footer. %;f the page style is already selected in the 9ooter menu( point to it and clic6 O< in the dialog bo7 that appears. Then point to that page style again to select it.' 2' The cursor is now in the footer. To insert the page number( choose +nsert > Fields > Page -! (er. The page number will be 2. *' Clic6 in the first paragraph in the te7t area or type a paragraph of te7t. E' Choose For at > Paragraph %or right:clic6 and choose Paragraph from the pop:up menu' to display the #aragraph dialog bo7. 5' @n the #e9t Flow page( in the :reaks section( select +nsert and select Page in the #6pe drop:down list. 1elect 'ith Page St*le and the page style you are using for the first page of the document. H' The Page n%m&er field is now acti)e. Type the page number you want to start with. Clic6 O< to close the #aragraph dialog bo7.
Numbering pages by chapter

Technical documents often include the chapter number with the page number in the header or footer. 9or e7ample( 1:1( 1:2( 1:*( ...P 2:1( 2:2( 2:*( ... To set up this type of page numbering in @@o( you need to do three things& 1' Insure that your chapter titles are all identified by the same paragraph style( for e7ample( the -eading1 style. 2' "se Tools > O!tline -! (ering to tell @@o what paragraph style you are using for $e)el 1 in your outline( and specify N1(2(*O in the !umber bo7.
"3.
Fig%re "+,( !pecif6ing paragraph st6le and n%m&ering for chapter titles *' ;nsert the chapter number in your document. To do this& a' #lace the cursor in the header or footer Must before the page number you inserted earlier( and choose +nsert > Fields > Other from the menu bar. b' @n the 9ields dialog %9igure 1E?'( go to the Doc%ment page. 1elect /hapter in the #6pe list( /hapter n! (er in the Format list( and 2 in the 5a6er bo7. Clic6 +nsert. c' Type a hyphen or other punctuation between the chapter number and the page number. 9or more information( see NChoosing paragraph styles for outline le)elsO and N;ncluding chapter or section information in page headersO in Chapter ? %.or6ing with 1tyles'.
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Fig%re "+-( 4nserting a chapter n%m&er field
estarting page numbering

@ften you will want to restart the page numbering at 1( for e7ample( on the page following a title page or a table of contents. ;n addition( many documents ha)e the front matter %such as the table of contents' numbered with <oman numerals and the main body of the document numbered in +rabic numerals( starting with 1. You can restart page numbering in two ways. 6ethod 2: 1' #lace the cursor in the first paragraph of the new page. 2' Choose For at > Paragraph. *' @n the #e9t Flow page of the #aragraph dialog bo7 %9igure 110 on page 110'( select +nsert in the :reaks area. E' ;n the #6pe drop:down list( select Page. 5' ;n the Position drop:down list( select ,efore or :fter to position where you want to insert the page brea6. H' 1elect 'ith Page St*le and specify the page style to use. ?' 1pecify the page number to start from and then clic6 O<. 6ethod C: 1' #lace the cursor in the first paragraph of the new page. 2' Choose +nsert > 6an!al (rea5. *' Page (rea5 is the default selected on the ;nsert 2rea6 dialog bo7.
"+0 OpenOffice.org 3.3 Writer *%ide
Fig%re "+.( Restarting page n%m&ering after a man%al page &reak E' Choose the reLuired page in the !t6le drop:down list. 5' 1elect /hange page n! (er. H' 1pecify the page number to start from and then clic6 O<.
Example) *estart page numbering) a preface

+ standard preface has the following properties&
#age numbers are displayed in <oman numerals %i( ii( iii( i)( '. +fter the preface( the document starts on a Defa%lt page. The page number resets to 1( and the number format becomes +rabic %1( 2( *( E( '. letGs get the preliminary wor6 done for the Preface style& Create a new page style and name it Preface. 1et its ;e9t !t6le to Preface because a preface could span multiple pages. +dd a header to Preface and insert the Page ;%m&er field. /a6e the page numbers display as <oman numerals %i( ii( iii( i)( '& a' @pen the page style window for Preface %if not already open' and clic6 the 1eader tab. 1elect 1eader on under Geader. b' Clic6 the Page tab. "nder 5a6o%t settings( in the Format drop:down list( set the format to i= ii= iii= . Clic6 O< to close the dialog bo7.
<esetting the page number reLuires page brea6s. 9irst( 1' 2' *'
"+"
Fig%re "+/. !et page n%m&er format to Roman n%merals. +fter the preface is written( we are ready to restart the page numbering in the main body of the document to +rabic numerals. 9ollow these steps& 1' /a6e an empty paragraph at the )ery end of the preface. 2' #ut the cursor on the blan6 line. *' Choose +nsert > 6an!al ,rea5. E' 1elect Page (rea5 and choose the Defa%lt style. 5' 1elect the /hange page n! (er option and set the new )alue to 2. Clic6 O< to close the dialog bo7. These settings are shown in 9igure 150.
Fig%re " 0( !et the new page n%m&er to " and the page st6le to Defa%lt.
You cannot assign an odd page number to a left page or an e)en page number to a right page. @@o strongly adheres to the con)ention that odd page numbers go on right:hand pages and e)en page numbers on left:hand pages.
Note
"+7
This change is also reflected on the status bar. The Page section of the status bar now includes both the total page count and the entry of the page number field.
Fig%re " "( Page n%m&er in the stat%s &ar
Problems with restarting page numbering

<estarting page numbering may lead to two problems.
The !tatistics page in the documentGs Properties %File > Properties' always displays the total number of pages in the document( which may not be what you want to appear in the Page Co%nt field. .hen page numbering is restarted( @@o always ma6es odd:numbered pages to be on the right and e)en:numbered pages to be on the left. ;t does this by inserting a blan6 page( if necessary. 1ometimes this blan6 page is not desired( particularly when creating #59s or when printing single sided.
Solving the page count problem

1uppose you 6now e7actly how many pages are not to be included in the page count. %You want one page to be e7cluded in the page count for the following e7ample.' ;nstead of inserting a Page Co%nt field( you can do the following& 1' #osition the cursor where you want the page count to appear. 2' #ress F7 to open the formula bar( Must abo)e the hori3ontal ruler in the main .riter window %see 9igure 152'. *' +fter the eLual sign( type page 1. ;f you want to e7clude se)eral pages( substitute the number of e7cluded pages for 1 in the formula. E' #ress 8nter to close the formula bar and insert the resulting field into the document.
Fig%re " 7( Form%la &ar ;f you do not 6now the total number of pages in ad)ance( then one approach is to create a boo6mar6 on the last page and then insert a cross reference to it. To create a boo6mar6 on the last page& 1' o to the last page %Ctrl+8nd'. 2' Choose +nsert > ,oo5 ar5. *' ;n the ;nsert 2oo6mar6 dialog bo7( type a name for the boo6mar6( for e7ample LastPage. Clic6 O<.
"+3
Fig%re " 3( 4nserting a &ookmark To insert a cross:reference to the last page in the header or footer where you want to refer to the total number of pages& 1' #osition the cursor at the desired locationfor e7ample after the space added after of in the header or footer( as in page xx of **. 2' Choose +nsert > /ross;reference. *' @n the Cross-references page of the 9ields dialog bo7( select ,oo5 ar5s in the #6pe column and )astPage in the !election column. )astPage now appears in the ;ame bo7. E' ;n the 4nsert Reference to bo7( select :s page st*le. Clic6 +nsert.
Fig%re " +( 4nserting a cross-reference to a &ookmark on the last page of a doc%ment
"++
Note
5o not delete the boo6mar6 at the end of the document. ;f you do( the cross:reference will not wor6. ;f a field( such as a cross:reference( does not automatically update( select the te7t containing the field and press F/.
Numbering portrait and landscape pages

To create page numbers on portrait and landscape pages in the same place and orientation& 1' <efer to N#ortrait headers on landscape pagesO on page 1** to create a landscape page style and landscape header or footer styles. .hen creating the page style( select the Use d*na ic spacing option in the !pacing area in the Geader or Footer pages of the #age 1tyle dialog bo7. 2' ;nsert the page brea6 and choose the landscape page styleP do not change the page numbering. *' ;n the rele)ant header or footer( insert the page number field % +nsert > Fields > Page -! (er'.
)efining borders and backgrounds

You can apply borders and bac6grounds to many elements in .riter. #aragraphs( pages( frames( sections( page styles( paragraph styles( and frame styles can include both borders and bac6groundsP character styles( tables of contents( and inde7es can include bac6grounds only. The dialog bo7 pages for borders and bac6grounds are similar in each case. To illustrate their use( we will define a border and bac6ground for a te7t frame.
#age bac6grounds fill only the area within the margins( including the header or footer %if any'. To e7tend the bac6ground color or graphic into the margins( you need to define a frame of appropriate si3e and position( anchor it to the page or a paragraph( and send it to the bac6ground. 9or more about anchoring frames( see Chapter F %.or6ing with raphics'.
Tip
0dding a border
To begin( select the frame( right:clic6( and choose 9rame from the pop:up menu. Choose the 2orders tab. 2orders ha)e three components& where they go( what they loo6 li6e( and how much space is left around them.
5ine arrangement specifies where the borders go. .riter pro)ides fi)e default arrangements but you can Must as easily clic6 on the line you want to customi3e in the 1ser-defined area to get e7actly what you want. Iach line can be indi)idually formatted. 5ine specifies what the border loo6s li6e& the style and color. There are a number of different styles and colors to choose from. The $ine 1tyle and Color will apply to those borders highlighted by a pair of blac6 arrows in the "ser: defined map on the left hand side of the dialog bo7.
"+
Fig%re "
( Frame dialog &o9( :orders page
!pacing to contents specifies how much space to lea)e between the border and the contents of the element. 1paces can be specified to the left( right( abo)e( and below. Chec6 S*nchroni0e to ha)e the same spacing for all four sides. This spacing is li6e a padding and it is not factored in when calculating the te7t measurements. !hadow st6le properties always apply to the whole element. + shadow has three components& where it is( how far from the element it is cast( and what color it is.
0dding color to the background

;n the 9rame dialog bo7( choose the 2ac6ground page. -ere you can add color or a graphic. To add color to the bac6ground( select from the color grid. You can adMust the transparency of the color to ma6e any te7t easier to read.
"+,
Fig%re " ,( Frame dialog &o9( :ackgro%nd page showing color choices
0dding a graphic to the background

To add a graphic to the bac6ground& 1' 9rom the >s drop:down list on the 2ac6ground page( select .raphic. The page now displays the graphics options( as shown in 9igure 15?. 2' Clic6 the ,rowse button. The 9ind raphics dialog bo7 opens. *' 9ind the file you want and then clic6 the Open button. The 9ind raphics dialog bo7 closes and the selected graphic appears in the pre)iew bo7 on the right:hand side of the :ackgro%nd tab. %;f you do not see the graphic( select the Preview option.' E' To embed the graphic in your document( deselect )in5. To lin6 the graphic to the document but not embed it( select )in5. 9or more about lin6ing graphics( see Chapter F %.or6ing with raphics'. 5' ;n the #6pe area( choose how you want the bac6ground graphic to appear&
To position the graphic in a specific location( select Position and then clic6 the desired location in the position grid. To stretch the graphic to fill the entire bac6ground area( select :rea. To repeat the graphic across the entire bac6ground area( select Tile.
H' ;n the #ransparenc6 area( you can adMust the transparency of the graphic. This adMustment is often necessary to ma6e any te7t easier to read.
"+-
Fig%re " -( *raphic options on the :ackgro%nd page of the Frame dialog &o9
)eleting color or graphics from the background

To delete color or graphics from the bac6ground& 1' 9rom the >s drop:down list( select /olor. 2' Clic6 -o Fill on the color grid.
"+.
Chapter !rinting& #xporting& Faxing& and #'(ai$ing
"+/
'ntroduction
eneral information about printing and fa7ing documents from @@o is pro)ided in the *etting !tarted guide. This chapter describes some items of particular interest to users of .riter.
Juick printing
Clic6 the Print File Directl* icon printer defined for your computer. to send the entire document to the default
Note
You can change the action of the Print File Directl* icon to send the document to the printer defined for the document instead of the default printer for the computer. o to Tools > Options > )oad9Save > .eneral and select the )oad printer settings with the doc! ent option.
Controlling printing
9or more control o)er printing( use the #rint dialog bo7 %File > Print or Ctrl+P'.
Fig%re " .( #he Print dialog &o9 The #rint dialog bo7 has four tabs( from which you can choose a range of options( as described in the following sections.
" 0
The options selected on the #rint dialog bo7 apply to this printing of this document only.
Note
To specify default printing settings for @@o( go to Tools > Options > OpenOffice.org N Print and Tools > Options > OpenOffice.org 'riter N Print. 1ee Chapter 2 %1etting "p .riter' for more details.
%electing general printing options for a document

@n the *eneral tab of the #rint dialog bo7( you can choose&
The printer %from the printers a)ailable' .hich pages to print( the number of copies to print( and whether to collate multiple copies %Range and copies section' .hether to print any co the comments. ents that are in the document( and where to print
Fig%re " /( Choosing whether and where to print comments 1elect the Properties button to display a dialog bo7 where you can choose portrait or landscape orientation( which paper tray to use( and the paper si3e to print on. @n the Options tab of the #rint dialog bo7( you can choose )arious other options for printing.
Fig%re ",0( *eneral print options
Printing multiple pages on a single sheet of paper

You can print multiple pages of a document on one sheet of paper. To do this& 1' ;n the #rint dialog bo7( select the Page 5a6o%t tab %9igure 1H1'.
Chapter
Printing@ 89porting@ Fa9ing@ and 8- 3ailing
" "
Fig%re ","( Printing m%ltiple page per sheet of paper 2' ;n the 5a6o%t section( select from the drop:down list the number of pages to print per sheet. The pre)iew panel on the left of the #rint dialog bo7 shows how the printed document will loo6. .hen printing more than 2 pages per sheet( you can choose the order in which they are printing across and down the paper. The two pictures below show the difference.
*' ;n the Page sides section( select whether to print all pages or only some pages. E' Clic6 the Print button.
Tip
To print two pages per sheet in Nfacing pagesO %boo6 layout' style( print from #rint #re)iew instead. 1ee page 15H.
" 7
%electing what to print

;n addition to printing a full document( you can choose to print indi)idual pages( ranges of pages( or a selection of a document( as described in this section. #rinting an indi)idual page& 1' Choose File > Print from the menu bar. 2' @n the #rint dialog bo7( select the page to print. a' ;n the Ranges and copies section of the eneral page( select the Pages option. b' Inter the se=%ence n%m&er of the page you want to print. The pre)iew bo7 changes to show the selected page. ;f you ha)e restarted page numbering within the document( the seLuence number is not the same as the page number. *' Clic6 the Print button. #rinting a range of pages& 1' Choose File > Print from the menu bar. 2' @n the #rint dialog bo7( select the range of pages to print. a' ;n the Ranges and copies section of the eneral page( select the Pages option. b' Inter the seLuence numbers of the pages to print %for e7ample( 1E or 1(*(?(11'. *' Clic6 the Print button. #rinting a selection of te7t& 1' ;n the document( select the material %te7t and graphics' to print. 2' Choose File > Print from the menu bar. *' The Ranges and copies section of the #rint dialog bo7 now includes a !election option and the pre)iew bo7 shows the selected material. 1ee 9igure 1H2. E' Clic6 the Print button.
Chapter
" 3
Fig%re ",7( Printing a selection of te9t
Printing a brochure
;n .riter( ;mpress( and 5raw( you can print a document with two pages on each side of a sheet of paper( arranged so that when the printed pages are folded in half( the pages are in the correct order to form a boo6let or brochure.
Tip
#lan your document so it will loo6 good when printed half si3eP choose appropriate margins( font si3es( and so on. You may need to e7periment.
To print a brochure on a single:sided printer& 1' Choose File > Print. 2' ;n the #rint dialog bo7( clic6 Properties. *' Chec6 the printer is set to the same orientation %portrait or landscape' as specified in the page setup for your document. "sually the orientation does not matter( but it does for brochures. Clic6 O< to return to the #rint dialog bo7. E' 1elect the Page la6o%t tab in the #rint dialog bo7.
" + OpenOffice.org 3.3 Writer *%ide
5' 1elect the ,roch!re option. H' ;n the Page sides section( select :ack sides ) left pages option from the ;nclude drop:down list.
?' Clic6 the Print button. F' Ta6e the printed pages out of the printer( turn the pages o)er( and put them bac6 into the printer in the correct orientation to print on the blan6 side. You may need to e7periment a bit to find out what the correct arrangement is for your printer. F' @n the #rint dialog bo7( in the Page sides section( select Front sides ) right pages option from the ;nclude drop down bo7. C' Clic6 the Print button.
Tip
;f your printer can print double:sided automatically( choose :ll pages.
Printing in black and white "on a color printer$

You may wish to print documents in blac6 and white on a color printer. 1e)eral choices are a)ailable. #lease note that some color printers may print in color regardless of the settings you choose. Change the printer settings to print in blac6 and white or grayscale& 1' Choose File > Print to open the #rint dialog bo7. 2' Clic6 Properties to open the #roperties dialog bo7 for the printer. The a)ailable choices )ary from one printer to another( but you should find options for the Color settings. 1ee your printerGs help or user manual for more information. *' The choices for color might include &lack and white or gra6scale. Choose the reLuired setting. E' Clic6 O< to confirm your choice and return to the #rint dialog bo7( 5' Clic6 the Print button to print the document.
Tip
rayscale is best if you ha)e any graphics in the document.
Chapter
"
Change the @@o settings to print all color te7t and graphics as grayscale& 1' 2' *' E' Choose Tools > Options > OpenOffice.org > Print. 1elect the /onvert colors to gra*scale option. Clic6 O< to sa)e the change. @pen the #rint dialog bo7 %File > Print'. Clic6 the Print button to print the document.
Change the @@o .riter settings to print all color te7t as blac6( and all graphics as grayscale& 1' Choose Tools > Options > OpenOffice.org K/o ponentL > Print. 2' "nder Contents( select the Print text in (lac5 option. Clic6 O< to sa)e the change. *' @pen the #rint dialog bo7 %File > Print'. E' Clic6 the Print button to print the document.
Previewing pages before printing

The normal page )iew in .riter shows you what each page will loo6 li6e when printed and you can edit the pages in that )iew. ;f you are designing a document to be printed double:sided( you may want to see what facing pages loo6 li6e. .riter pro)ides two ways to do this&
=iew $ayout %editable )iew'& use the 9acing #ages %2oo6 #re)iew' button on the status bar.
#age #re)iew %read:only )iew'.
To use #age #re)iew& 1' Choose File > Page Preview %or clic6 the Page Preview button on the 1tandard toolbar'. .riter now displays the Page Preview toolbar instead of the 9ormatting toolbar.
Fig%re ",3. Page Pre'iew tool&ar (Writer) 2' 1elect the reLuired pre)iew icon& Two Pages % ,oo5 Preview % '. ent icon% ' to '( 6!ltiple Pages % ' or
*' To print the document from this )iew( clic6 the Print doc! open the #rint dialog bo7. E' Choose the print options and clic6 the Print button.
" ,
Printing envelopes
#rinting en)elopes in)ol)es two steps& setup and printing. To set up an en)elope to be printed by itself or with your document& 1' Clic6 +nsert > Envelope from the menu bar. 2' ;n the In)elope dialog bo7( start with the 8n'elope tab. =erify( add( or edit the information in the +ddressee and 1ender bo7es %the NfromO on the en)elope'.
Fig%re ",+. Choosing addressee and sender information for an en'elope You can type information directly into the +ddressee and 1ender bo7es( or use the right:hand drop:down lists to select the database or table from which you can draw the en)elope information( if desired. 1ee Chapter 11 %"sing /ail /erge' for details on how to print en)elopes from a database. *' @n the Format page( )erify or edit the positioning of the addressee and the sender information. The pre)iew area on the lower right shows the effect of your positioning choices. E' To format the te7t of these bloc6s( clic6 the Edit buttons to the right. ;n the drop:down list you ha)e two choices& Character and #aragraph.
;n Character( you can choose 9onts %1i3es...'( 9onts Iffects %"nderlining( Color...'( #osition %<otating/scaling...'( -yperlin6( 2ac6ground and more. ;n #aragraph( you can choose ;ndents B 1pacing( +lignment( Te7t 9low( Tabs( 5rop Caps( 2orders and 2ac6grounds.
Chapter
" -
Fig%re ", . Choosing positioning and si<e of elements for an en'elope 5' ;n the lower left of this page( choose the en)elope format from the drop:down list. The width and height of the selected en)elope then show in the bo7es below the selected format. ;f you chose a pre:e7isting format( Must )erify these si3es. ;f you chose 1ser defined in the 9ormat list( then you can edit the si3es. H' +fter formatting( go to the Printer page to choose printer options such as en)elope orientation and shifting. You may need to e7periment a bit to see what wor6s best for your printer. You can also choose a different printer or alter printer setup %for e7ample( specify the tray that holds en)elopes' for this print Mob.
Fig%re ",,. Choosing printer options for an en'elope ?' .hen you ha)e finished formatting and are ready to print( clic6 either the -ew Doc or +nsert button to finish. -ew Doc ma6es only an en)elope or starts a
" .
new document with the en)elope. +nsert puts the en)elope into your e7isting document as page 1. To not proceed with this en)elope( clic6 /ancel or press the 8sc 6ey. You can also clic6 $eset to remo)e your changes and return to the original settings when the dialog bo7 opened. .hen the In)elope dialog bo7 closes( you are returned to your document( which now has the en)elope in the same file as the document. 1a)e this file before you do anything else. To print the en)elope& 1' Choose File > Print from the menu bar. 2' @n the #rint dialog bo7( under Print range( choose Pages and type 2 in the bo7. Clic6 O< to print.
Printing labels
$abels are commonly used for printing address lists %where each label shows a different address'( but they can also be used for ma6ing multiple copies of one label only( for e7ample return:address stic6ers. To print labels& 1' Choose File > -ew > )a(els on the menu bar. The $abels dialog bo7 opens. 2' @n the 5a&els page( fill in your own label te7t in the ;nscription bo7( or use the Data(ase and Ta(le drop:down lists to choose the reLuired information( as described in Chapter 11 %"sing /ail /erge'.
Fig%re ",-. 5a&els dialog &o9@ 5a&els page
Chapter
" /
*' 1elect the label stoc6 in the ,rand drop:down list. The types for that brand then appear in the T*pe drop:down list. 1elect the si3e and type of labels reLuired. You can also select "ser in the T*pe drop:down list and then ma6e specific selections on the Format page. E' @n the Format page( choose the pitch( si3es( margins( columns and rows for user:defined labels( or Must )erify with a brand of label stoc6 you ha)e loaded into the printer.
Fig%re ",.. 5a&els dialog &o9@ Format page 5' Clic6 Save to sa)e your new format. H' @n the Options page( choose to print the entire page of labels or one single label( then select which one by the column and row. You can also change printer setup.
Fig%re ",/. 5a&els dialog &o9@ Options page ?' .hen you ha)e finished formatting( clic6 -ew Doc! ent to ma6e your sheet of labels or clic6 /ancel %or press the 8sc 6ey'. You can also clic6 $eset to remo)e your changes and return to the original settings when the dialog bo7 opened. F' You can print using the Print File Directl* icon on the toolbar or by choosing File > Print from the menu bar( or you can sa)e the file to print later.
",0 OpenOffice.org 3.3 Writer *%ide
%ending a fa#
To send a fa7 directly from @pen@ffice.org( you need a fa7 modem and a fa7 dri)er that allows applications to communicate with the fa7 modem. 1' @pen the #rint dialog bo7 %9igure 15F' by choosing File > Print and select the fa7 dri)er in the -a e list. 2' Clic6 O< to open the dialog bo7 for your fa7 dri)er( where you can select the fa7 recipient. You can set up a toolbar icon so that a single clic6 sends the current document as a fa7. To add an icon for this purpose to a toolbar( see Chapter 1? %Customi3ing .riter'.
3#porting to P)F
@pen@ffice.org can e7port documents to #59 %#ortable 5ocument 9ormat'. This industry:standard file format for file )iewing is ideal for sending the file to someone else to )iew using +crobat <eader or other #59 )iewers. "nli6e e7porting to other formats( #59 documents will loo6 e7actly as the document appears on your screen. The only limitation of #59 is that the recipient will not be able to edit the document.
Juick e#port to P)F

Clic6 the Export Directl* as PDF icon to e7port the entire document using the default #59 settings. You are as6ed to enter the file name and location for the #59 file( but you do not get a chance to choose a page range( the image compression( or other options.
Controlling P)F content and /uality

9or more control o)er the content and Luality of the resulting #59( use File > Export as PDF. The #59 @ptions dialog bo7 opens. This dialog bo7 has fi)e pages % eneral( ;nitial =iew( "ser ;nterface( $in6s( and 1ecurity'. /a6e your selections( and then clic6 Export. Then you are as6ed to enter the location and file name of the #59 to be created( and clic6 Save to e7port the file.
0eneral page of -D! 1ptions dialog box

@n the *eneral page %9igure 1?0'( you can choose which document pages to include in the #59( the type of compression to use for images %which affects the Luality of images in the #59'( and other options. ange section :ll& I7ports the entire document.
Pages& To e7port a range of pages( use the format 3;F %pages * to H'. To e7port single pages( use the format GOIO22 %pages ?( C( and 11'. You can also e7port a combination of page ranges and single pages( by using a format li6e 3;FOHO2C. Selection& I7ports whate)er material is selected.
'mages section )ossless co pression& ;mages are stored without any loss of Luality. Tends to ma6e large files when used with photographs. <ecommended for other 6inds of images or graphics.
Chapter Printing@ 89porting@ Fa9ing@ and 8- 3ailing ","
Fig%re "-0( *eneral page of PDF Options dialog &o9
PPE. co pression& +llows for )arying degrees of Luality. + setting of C0g wor6s well with photographs %small file si3e( little perceptible loss of Luality'. $ed!ce i age resol!tion& $ower:5#; %dots per inch' images ha)e lower Luality. 9or )iewing on a computer screen generally a resolution of ?2dpi %for .indows' or CHdpi % !"/$inu7' is sufficient( while for printing it is generally preferable to use at least *00 or H00 dpi( depending on the capability of the printer. -igher dpi settings greatly increase the si3e of the e7ported file.
I#1 images with embedded pre)iews are e7ported only as pre)iews. I#1 images without embedded pre)iews are e7ported as empty placeholders.
Note
",7
2eneral section PDF9:;2& #59/+ is an ;1@ standard for long:term preser)ation of documents( by embedding all the information necessary for faithful reproduction %such as fonts' while forbidding other elements %including forms( security( and encryption'. #59 tags are written. ;f you select #59/+:1a( the forbidden elements are greyed:out %not a)ailable'.
Tagged PDF& Tagged #59 contains information about the structure of the documentGs contents. This can help to display the document on de)ices with different screens( and when using screen reader software. 1ome tags that are e7ported are table of contents( hyperlin6s( and controls. This option can increase file si3es significantly. /reate PDF for ; S!( it for at& Choose the format of submitting forms from within the #59 file. This setting o)errides the controlGs "<$ property that you set in the document. There is only one common setting )alid for the whole #59 document& #59 %sends the whole document'( 959 %sends the control contents'( -T/$( and K/$. /ost often you will choose the #59 format. Export (oo5 ar5s& Creates #59 boo6mar6s %a table of contents list displayed by most #59 )iewers' for all outline paragraphs and for all table of contents entries for which you assigned hyperlin6s. Export co ents& I7ports comments as #59 notes. Export a!to aticall* inserted (lan5 pages& ;f selected( automatically inserted blan6 pages are e7ported to the #59. This is best if you are printing the #59 double:sided. 9or e7ample( boo6s usually ha)e chapters set to always start on an odd:numbered %right:hand' page. .hen the pre)ious chapter ends on an odd page( @@o inserts a blan6 page between the two odd pages. This option controls whether to e7port that blan6 page. E (ed standard fonts: ;n pre)ious )ersions( the standard fonts %Times( -el)etica( Courier( 1ymbol( and 0apf5ingbats' were only embedded into the #59 when the resulting file was of the #59/+ type( since the #59/+ standards reLuires this. ;n )ersion *.*( you can choose to embed these fonts in all #59 documents created by @@o to enhance display accuracy in #59 )iewers.
+nitial &iew page of -D! 1ptions dialog box

@n the 4nitial ?iew page %9igure 1?1'( you can choose how the #59 opens by default in a #59 )iewer. The selections should be self:e7planatory.
(ser +nterface page of -D! 1ptions dialog box

@n the 1ser 4nterface page %9igure 1?2'( you can choose more settings to control how a #59 )iewer displays the file. 1ome of these choices are particularly useful when you are creating a #59 to be used as a presentation or a 6ios6:type display. Window options section $esi0e window to initial page. Causes the #59 )iewer window to resi3e to fit the first page of the #59.
/enter window on screen. Causes the #59 )iewer window to be centered on the computer screen. Open in f!ll screen ode. Causes the #59 )iewer to open full:screen instead of in a smaller window. Displa* doc! ent title. Causes the #59 )iewer to display the documentGs title in the title bar.
Printing@ 89porting@ Fa9ing@ and 8- 3ailing ",3
Chapter
Fig%re "-"( 4nitial ?iew page of PDF Options dialog &o9
Fig%re "-7( 1ser 4nterface page of PDF Options dialog &o9
",+
(ser interface options section 1ide en!(ar. Causes the #59 )iewer to hide the menu bar.
1ide tool(ar. Causes the #59 )iewer to hide the toolbar. 1ide window controls. Causes the #59 )iewer to hide other window controls.
9ookmarks 1elect how many heading le)els are displayed as boo6mar6s( if 89port &ookmarks is selected on the eneral page.
Lin"s page of -D! 1ptions dialog box

@n this page you can choose how lin6s in documents are e7ported to #59.
Fig%re "-3( 5inks page of PDF Options dialog &o9 3#port bookmarks as named destinations ;f you ha)e defined .riter boo6mar6s( this option e7ports them as Nnamed destinationsO to which .eb pages and #59 documents can lin6. Convert document references to P)F targets ;f you ha)e defined lin6s to other documents with @pen5ocument e7tensions %such as .@5T( .@51( and .@5#'( this option con)erts the files names to .#59 in the e7ported #59 document. 3#port ( &s relative to the file system ;f you ha)e defined relati)e lin6s in a document( this option e7ports those lin6s to the #59. Cross!document links 1et up the beha)ior of the #59 lin6s to other files. 1elect one among the following alternati)es&
Defa!lt system.
ode& The #59 lin6s will be handled as specified in your operating
Open with PDF reader application& "se the same application used to display the #59 document to open lin6ed #59 documents. Open with +nternet (rowser& "se the default ;nternet browser to display lin6ed #59 documents.
Chapter
",
Security page of -D! 1ptions dialog box

#59 e7port includes options to encrypt the #59 %so it cannot be opened without a password' and apply some digital rights management %5</' features.
.ith an open password set( the #59 can only be opened with the password. @nce opened( there are no restrictions on what the user can do with the document %for e7ample( print( copy( or change it'. .ith a permissions password set( the #59 can be opened by anyone( but its permissions can be restricted. 1ee 9igure 1?E. .ith &oth the open password and permission password set( the #59 can only be opened with the correct password( and its permissions can be restricted.
Note
#ermissions settings are effecti)e only if the userGs #59 )iewer respects the settings.
Fig%re "-+( !ec%rit6 page of PDF Options dialog &o9 9igure 1?5 shows the pop:up dialog bo7 displayed when you clic6 the Set open password button on the 1ecurity page of the #59 @ptions dialog bo7. +fter you set a password for permissions( the other choices on the 1ecurity page %shown in 9igure 1?E' become a)ailable. These selections should be self:e7planatory.
",,
Fig%re "- ( !etting a password to encr6pt a PDF
3#porting to =1TM&
@@o uses the term Ne7portO for some file operations in)ol)ing a change of file type. @@o can e7port files to K-T/$. @ther formats may be made a)ailable through e7tensions. To e7port to K-T/$( choose File > Export. @n the I7port dialog bo7( specify a file name for the e7ported document( then select the K-T/$ in the File format list and clic6 the Export button.
3!mailing Writer documents

@@o pro)ides se)eral ways to Luic6ly and easily send a .riter document as an e:mail attachment in one of three formats& .@5T %@pen5ocument Te7t( .riterGs default format'( .5@C %/icrosoft .ord format'( or #59. To send the current document in .@5T format& 1' Choose File > Send > Doc! ent as E; ail. .riter opens your default e:mail program. The document is attached. 2' ;n your e:mail program( enter the recipient( subMect( and any te7t you want to add( then send the e:mail. File > Send > E; ail as OpenDoc! ent Text has the same effect. ;f you choose E; ail as 6icrosoft 'ord( .riter first creates a .5@C file and then opens your e:mail program with the .5@C file attached. 1imilarly( if you choose E; ail as PDF( .riter first creates a #59 using your default #59 settings %as when using the Export Directl* as PDF toolbar button' and then opens your email program with the .#59 file attached.
Chapter
",-
3!mailing a document to several recipients

To e:mail a document to se)eral recipients( you can use the features in your e:mail program or you can use @@oGs mail merge facilities to e7tract email addresses from an address boo6.
5ocuments can only be sent from the @@o mail merge wi3ard if a mail profile has been set up in Tools > Options > OpenOffice.org 'riter > 6ail 6erge E; ail.
Note
You can use @@oGs mail merge to send e:mail in two ways&
"se the /ail /erge .i3ard to create the document and send it. 1ee Chapter 11 %"sing /ail /erge' for details. Create the document in .riter without using the .i3ard( then use the .i3ard to send it. This method is described here.
To use the /ail /erge .i3ard to send a pre)iously:created .riter document& 1' @pen the document in .riter. Clic6 Tools > 6ail 6erge 'i0ard. @n the first page of the wi3ard( select Use the c!rrent doc! ent and clic6 -ext.
Fig%re "-,( !elect starting doc%ment 2' @n the second page( select E; ail essage and clic6 -ext.
Fig%re "--( !elect doc%ment t6pe

",. OpenOffice.org 3.3 Writer *%ide
*' @n the third page( clic6 the Select :ddress )ist button. 1elect the reLuired address list %e)en if only one is shown' and then clic6 O<. %;f the address list you need is not shown here( you can clic6 :dd to find and add it to the list.'
Fig%re "-.( !electing an address list E' 2ac6 on the !elect address list page( clic6 -ext. @n the Create salutation page( deselect the chec6bo7 by This doc! ent sho!ld contain a sal!tation.
Fig%re "-/( Deselecting a sal%tation
Chapter
",/
5' ;n the left:hand list( clic6 H. Save= print or send. @@o displays a NCreating documentsO message and then displays the !a'e@ print or send page of the .i3ard. H' 1elect Send erged doc! ent as E;6ail. The lower part of the page changes to show e:mail settings choices. ?' Type a subMect for your email and clic6 Send doc! ents. @@o sends the e: mails.
Fig%re ".0( !ending a doc%ment as an email message
)igital signing of documents

To sign a document digitally( you need a personal 6ey( also 6nown as a certificate. + personal 6ey is stored on your computer as a combination of a pri)ate 6ey( which must be 6ept secret( and a public 6ey( which you add to your documents when you sign them. You can get a certificate from a certification authority( which may be a pri)ate company or a go)ernmental institution. .hen you apply a digital signature to a document( a 6ind of chec6sum is computed from the documentGs content plus your personal 6ey. The chec6sum and your public 6ey are stored together with the document. .hen someone later opens the document on any computer with a recent )ersion of @pen@ffice.org( the program will compute the chec6sum again and compare it with the stored chec6sum. ;f both are the same( the program will signal that you see the original( unchanged document. ;n addition( the program can show you the public 6ey information from the certificate. You can compare the public 6ey with the public 6ey that is published on the web site of the certificate authority. .hene)er someone changes something in the document( this change brea6s the digital signature.
"-0 OpenOffice.org 3.3 Writer *%ide
@n .indows operating systems( the .indows features of )alidating a signature are used. @n 1olaris and $inu7 systems( files that are supplied by Thunderbird( /o3illa or 9irefo7 are used. 9or a more detailed description of how to get and manage a certificate( and signature )alidation( see N"sing 5igital 1ignaturesO in the @@o -elp. To sign a document& 1' Choose File > Digital Signat!res. 2' ;f you ha)e not sa)ed the document since the last change( a message bo7 appears. Clic6 Qes to sa)e the file. *' +fter sa)ing( you see the 5igital 1ignatures dialog bo7. Clic6 :dd to add a public 6ey to the document. E' ;n the 1elect Certificate dialog bo7( select your certificate and clic6 O<. 5' You see again the 5igital 1ignatures dialog bo7( where you can add more certificates if you want. Clic6 O< to add the public 6ey to the sa)ed file. + signed document shows an icon to )iew the certificate. in the status bar. You can double:clic6 the icon
emoving personal data

You may wish to ensure that personal data( )ersions( notes( hidden information( or recorded changes are remo)ed from files before you send them to other people or create #59s from them. ;n Tools > Options > OpenOffice.org > Sec!rit* > Options( you can set @@o to remind %warn' you when files contain certain information and remo)e personal information automatically on sa)ing. To remo)e personal and some other data from a file( go to File > Properties. @n the *eneral tab( unchec6 :ppl* !ser data and then clic6 the $eset button. This remo)es any names in the created and modified fields( deletes the modification and printing dates( and resets the editing time to 3ero( the creation date to the current date and time( and the )ersion number to 1. To remo)e )ersion information( either go to File > %ersions( select the )ersions from the list and clic6 Delete( or use Save :s and sa)e the file with a different name.
Chapter
"-"
Chapter Introduction to St*$e"

Paragraph@ Page@ Character@ and 5ist !t6les
"-7
What are styles?

/ost people are used to writing documents according to ph6sical attributes. 9or e7ample( you might specify the font family( font si3e( and weight %for e7ample& -el)etica 12pt( bold'. 1tyles are logical attributes. .e use styles e)ery day. 9or e7ample( there are two styles of personal computer& des6top and laptop. Iach has its own distincti)e set of properties. You ne)er say Nmy computer is a low:weight( one:piece unit with an $C5 screen attached to a rectangular casing containing the computing components and the 6eyboardO. ;nstead( you could say that you ha)e a laptop. @pen@ffice.org %@@o' styles are a way to do the same thing for your document. "sing styles means that you could stop saying Nfont si3e 1Ept( Times !ew <oman( bold( centeredO and start saying NtitleO for describing that particular font usage. ;n other words( styles mean that you shift the emphasis from what the te7t looks like to what the te7t is.
Why use styles?

1tyles help impro)e consistency in a document. They also ma6e maMor formatting changes easy. 9or e7ample( you might decide to change the indentation of all paragraphs or change the font of all titles. 9or a long document( this simple tas6 could be prohibiti)e. 1tyles ma6e the tas6 easy. The time is C&50 +/( and ,ane is finishing the *0:page paper for school that is due at 10&00 +/. 1he loo6s o)er the assignment one more time( and suddenly she reali3es that&
The te7t must use +rial font instead of Times !ew <oman. The headings must be dar6 blue and indented. The title must appear at the top:right of e)ery page e7cept the first. I)en:numbered pages must ha)e a wider right margin( and odd: numbered pages must ha)e a wider left margin.
Than6fully( ,ane used @@o .riter and styles. 1he ma6es all the changes in only two minutes and hands in the paper on time.
%tyle categories
@@o .riter has fi)e style categories&
Paragraph styles affect entire paragraphs represented with those styles. Character styles affect a bloc6 of te7t inside a paragraph. Page styles affect page formatting %page si3e( margin( and the li6e'. Frame styles affect frames and graphics. 5ist styles affect outlines( numbered lists( and bulleted lists.
;n the same way that characters are the building bloc6s for creating words( paragraphs are the building bloc6s of e)ery document. -eadings %subheads' are paragraphsP headers( footers( and numbered lists are also paragraphs. #aragraph styles are( therefore( the most freLuently used styles and are the ones treated in more detail in this and the ne7t chapter.
Chapter , 4ntrod%ction to !t6les
"-3
The %tyles and Formatting window

1tyles are a)ailable through a floating or doc6able window called 1tyles and 9ormatting( shown in 9igure 1F1. This window is at the center of styles management. 5o not worry if( at first( some contents of this section seem obscure while progressing through this or the ne7t chapter. This guide describes how to use all these functions.
Fig%re "."( !t6les and Formatting window &%ttons To open the 1tyles and 9ormatting window( do an6 one of the following&
Clic6 on the 1elect For #ress F"".
icon located at the left:hand end of the 9ormatting toolbar. at > St*les and For atting.
Tip
You can mo)e the 1tyles and 9ormatting window to a con)enient position on the screen or doc6 it to an edge.
%tyle selection basics

The first fi)e icons at the top of the 1tyles and 9ormatting window select the category of styles to wor6 on. Clic6 on one of these icons to display a list of styles in that category( such as paragraph or character styles( in the main window. To apply a character style to e7isting te7t( select the te7t and then double:clic6 on the name of the style in the Character !t6les list. To apply any other style( put the cursor in the paragraph( frame( or page you want to modify and double:clic6 on the name of the style in the corresponding section. You can select more than one paragraph or frame and apply the same style to all of them at the same time.
"-+
(sing Fill Format mode

The si7th icon at the top of the 1tyles and 9ormatting window acti)ates the Fill Format mode. "se 9ill 9ormat to apply a style to many different areas Luic6ly without ha)ing to go bac6 to the 1tyles and 9ormatting window and double:clic6 e)ery time. This method is useful for formatting many scattered paragraphs( words( or other items with the same style( and it may be easier to use than ma6ing multiple selections first and then applying a style to all of them. 1' @pen the 1tyles and 9ormatting window %9igure 1F1' and select a style. 2' Clic6 the Fill For at 6ode icon . *' To apply a paragraph( page( or frame style( ho)er the mouse o)er the paragraph( page( or frame and clic6. To apply a character style( hold down the mouse button while selecting the characters. Clic6ing on a word applies the character style for that word. E' <epeat step * until you ha)e made all the changes for that style. 5' To Luit the 9ill 9ormat mode( clic6 the icon again or press the 8sc 6ey.
Caution
.hen this mode is acti)e( a right:clic6 anywhere in the document undoes the last 9ill 9ormat action. 2e careful not to accidentally right:clic6 and mista6enly undo actions you want to 6eep.
New %tyle from %election< (pdate %tyle< and &oad %tyles functions
The last button in the toolbar of the 1tyles and 9ormatting window is a multipurpose button that gi)es access to three different functions& !ew 1tyle from 1election( "pdate 1tyle( and $oad 1tyles.
(sing ,ew Style from Selection

"se the first function of the multipurpose button to create a new style from the formatting of an obMect in the current document. 9or instance( you can change the formatting of a paragraph or frame until it appears as you li6e( and then you can turn that obMectGs formatting into a new style. This procedure can sa)e time because you do not ha)e remember all the formatting settings you want( as is necessary when creating a new style with the 1tyle dialog bo7. 2esides( unli6e when setting the formatting parameters in dialog bo7 pages as you will learn to do later( you can immediately see how the obMects will loo6 li6e when formatted with the style you are creating. 9ollow these steps to create a new style from a selection& 1' Change the formatting of the obMect %paragraph( frame( etc.' to your li6ing. 2' 9rom the icons at the top of the window( choose the type of style to create %paragraph( character( and so on'. *' ;n the document( select the item to sa)e as a style. E' o bac6 to the 1tyles and 9ormatting window and clic6 the -ew St*le fro Selection icon. ;n the Create 1tyle dialog bo7( enter a name for the new style. The list shows the names of e7isting custom styles of the selected type( if any. Clic6 O< to sa)e the new style.
"-
Fig%re ".7( Dialog to name a new st6le from selection
(pdate Style .from a selection/

$etGs use paragraph styles as an e7ample. 1' Create a new paragraph %or modify an e7isting paragraph' and edit all the properties you want to go into the style %such as indentation( font properties( alignment( among others'.
Caution
/a6e sure that there are uniLue properties in this paragraph. 9or e7ample( if there are two different font si3es in the paragraph selected to update the style( that particular property will not be updated.
2' 1elect the paragraph by clic6ing anywhere in the paragraph. *' ;n the 1tyles and 9ormatting window( select the style you want to update %single:clic6( not double:clic6' and then clic6 on the -ew St*le fro Selection icon and select Update St*le.
Fig%re ".3( 1pdating a st6le from a selection The procedure to update another type of style %character( page( or frame styles' is the same. ,ust select the item in Luestion( select the style you want to update( and choose Update St*le.
Load Styles .from a template or document/

The last option in the -ew St*le fro Selection icon is used to copy styles into the current document by loading them from a template or another document. This method copies all styles( or groups of styles( at one time. 1' @pen the document to copy styles into.
"-,
2' ;n the 1tyles and 9ormatting window( clic6 on the -ew St*le fro Selection icon and then on )oad St*les %see 9igure 1F*'. *' ;n the $oad 1tyles dialog bo7 %9igure 1FE'( find and select the template to copy styles from. Clic6 on the Fro File button if the styles you want are contained in a te7t document rather than a template. ;n this case( a standard file selection dialog bo7 opens up( allowing you to select the desired document. E' 1elect the chec6 bo7es for the types of styles to be copied. ;f you select Overwrite= the styles being copied will replace any styles of the same names in the target document. 5' Clic6 O< to cop* the st*les.
Fig%re ".+( 5oading st6les from a template
(sing the visible styles filters

+t the bottom of the 1tyles and 9ormatting window( use the drop:down menu to select a filtering criterion for the contents of the main body of the window. !ormally( you will find that only a handful of styles are needed in any gi)en document( and it ma6es sense to ha)e only these styles shown. 1o( at the beginning of the writing process( you may want to ha)e access to all the a)ailable styles %by selecting :ll St*les'. -owe)er( as the document de)elops( it is useful to reduce the si3e of the list displayed to only the styles already in use %by selecting :pplied St*les'. ;f you wor6 on a document where you want to apply special:purpose styles only %such as those styles used in writing this user guide'( select instead /!sto St*les. The 1ierarchical St*les )iew is most useful when modifying styles as it re)eals which styles are lin6ed together. This topic is discussed in more detail in Chapter ? %.or6ing with 1tyles'. ;f you select the Paragraph St*les )iew in the 1tyles and 9ormatting window( the drop:down menu contains many more filtering options so you can )iew( for e7ample( only Text St*les( Special St*les( and so on.
)rag!and!drop a selection to create a style

+nother little 6nown property of the 1tyles and 9ormatting window is the capability of creating a new style with a simple drag:and:drop of a te7t selection into the 1tyles and 9ormatting window. 1' @pen the 1tyles and 9ormatting window. 2' 1elect the style category you are going to create %for e7ample a character style' using one of the fi)e icons in the top left part of the window.
Chapter , 4ntrod%ction to !t6les "--
*' 1elect the obMect you want to base the style on and drag it to the 1tyles and 9ormatting window. The cursor changes its shape indicating whether the operation is possible or not. E' ;n the Create 1tyle dialog bo7 %9igure 1F2'( enter a name for the new style. The list shows the names of e7isting custom styles of the selected type( if any. Clic6 O< to sa)e the new style.
Note
You cannot use the drag:and:drop method to create a custom page style.
0pplying styles
1tyles can easily be applied by means of the 1tyles and 9ormatting window. -owe)er( alternati)e ways e7ist to apply certain styles( as e7plained in this section.
0pplying paragraph styles

The most used style when drafting a document is the paragraph style. @@o offers two Luic6 alternati)es to the 1tyles and 9ormatting window to apply this category of style& the +pply 1tyle menu and the 9ormat #aintbrush icon. .hen a paragraph style is in use in a document( the style name appears on the >ppl6 !t6le menu near the left end of the formatting bar( to the right of the !t6les and Formatting icon. You can select styles from this menu( Must as you can from the 1tyles and 9ormatting window. To apply a style from this menu( clic6 on the desired style or use the up or down arrow 6eys to mo)e through the list( then press 8nter to apply the highlighted style.
Fig%re ". ( >ppl6 !t6le men%
Tip
1elect 6ore... at the bottom of the list to open the 1tyles and 9ormatting window.
The format paintbrush can be used to apply a certain paragraph style to another paragraph %or group of paragraphs'. 1tart by placing the cursor inside the paragraph you want to copy( then press the For at Paint(r!sh icon in the standard toolbar. The cursor changes into an in6 bottle. 1elect now the paragraphs to which you want to apply the copied style. !ote that it is not reLuired to select the whole paragraph.
Example) 2pplying a paragraph style

$etVs see the three methods described abo)e in action with an e7ample. 1' Create a new document %choose File > -ew > Text Doc! ent or press Control+;'. 2' Type the words Heading 1 in the new document( but do not press 8nter so that the cursor remains in that same line where you typed.
"-.
*' Clic6 the St*les and For atting icon located on the 9ormatting 2ar or press the F"" 6ey. This opens the 1tyles and 9ormatting window %9igure 1FH'. E' /a6e sure the window is showing the Paragraph !t6les sectionSclic6 on the top:left icon of the 1tyles and 9ormatting window.
Fig%re ".,( Click on the !t6les and Formatting icon to &ring %p the window 5ouble:clic6 the 1eading 2 entry of 1tyles and 9ormatting %9igure 1F?'. This does two things&
i)es the line %actually( its entire paragraph' you typed the Geading " style. +dds 1eading 2 to the >ppl6 !t6le menu.
Fig%re ".-( >ppl6ing paragraph st6les
"-/
To use the >ppl6 !t6le drop:down menu %9igure 1F5'& 1' /o)e the cursor to a new line or create a new line by pressing the 8nter 6ey at the end of the pre)ious line and type some te7t. 2' 4eeping the cursor on the same paragraph( select 1eading 2 in the >ppl6 !t6les list. The te7t acLuires the properties of the Geading " style. ;f the paragraph style you want is not in the >ppl6 !t6le list( select 6ore to bring up the 1tyles and 9ormatting window. ;f the 1tyles and 9ormatting window is still open( you may notice that the Geading " style is also highlighted in the main window( as shown in 9igure 1F?. 9inally( try the 9ormat #aintbrush& 1' /o)e the cursor to a new line or create a new line by pressing the 8nter 6ey at the end of the pre)ious line and type some te7t. 2' /o)e the cursor to one of the two paragraphs with style 1eading 2 and select the For at Paint(r!sh icon to acti)ate it %the cursor changes shape'. *' /o)e the cursor on the paragraph you ha)e created and clic6 the left mouse button. The cursor shape changes bac6 to the normal one( and the te7t acLuires the properties of the Geading " style. ;f the 1tyles and 9ormatting window is open( you may notice that the Geading " style is also highlighted in the main window.
0pplying character styles

@pen the 1tyles and 9ormatting window %press F""' and clic6 the second button in the top bar. The list of a)ailable character styles is displayed. To apply a character style( follow these steps& 1' 1elect the bloc6 of te7t where you wish to apply the style. 2' 5ouble:clic6 the appropriate character style in the 1tyles and 9ormatting window. 1ome e7amples include& This e7ample uses the @@o:supplied !trong 8mphasis character style. Definition& + statement describing the meaning of a word or phrase.
@ne difference between character styles and paragraph styles is the need for selecting te7t %highlighting'. Character styles reLuire you to select the te7t you want to apply them toP paragraph styles do not.
Note
(nset/undo character styles

1ometimes( you will want to remo)e the formatting from a bloc6 of te7t. $o% m%st resist the temptation to do this man%all6 . This will only cause trouble down the road. There are three easy ways to remo)e character formatting&

".0
<ight:clic6 and choose Defa!lt For
atting.
Choose 9ormat U 5efault 9ormatting from the menu bar.

;f you ha)e the 1tyles and 9ormatting window open( double:clic6 the Defa%lt character style.
Note
The first two methods also wor6 for remo)ing manual formatting.
0pplying frame styles

.hene)er you insert an obMect into a document( it will automatically ha)e a frame around it. 1ome designers li6e to add frame styles to introduce )ariety. 9or e7ample( you could ha)e two different frame styles for graphics& one that is centered for small graphics and another that is left:aligned for graphics that ta6e up the entire width of the main frame. ;n such a case( you need to add at least one frame style. To apply a style to a frame& 1' 1elect the frame. 2' 2ring up the 1tyles and 9ormatting window %for e7ample( by pressing F""'. *' Clic6 the Fra e St*les icon %the third one from the left'. E' 5ouble:clic6 the frame style you want.
.hen a frame is selected( the 9rame toolbar replaces the 9ormatting toolbar. Then( the >ppl6 !t6le list at the left of the 9rame toolbar displays frame styles. You can use this to change the style of a frame.
Tip
/ost of a frameGs design can be set in a style. -owe)er( the following options must be set manually&
+nchoring& how the frame is positioned in relation to the rest of the page s contents %For at > :nchor'. +rrangement& the frames position in a stac6 of obMects %For at > :rrange'. +dding a hyperlin6& so that a clic6 on the frame opens a .eb page or another document in an -T/$ file %+nsert > 1*perlin5'.
The right:clic6 menu also has items for anchoring and arrangement( as well as for wrap and alignment.
0pplying page styles

To apply a page style( place the cursor anywhere on the page to which the style should be applied. You can easily chec6 which page style is applied because it is shown on the status bar.
Fig%re "..( #he c%rrent page st6le is displa6ed on the stat%s &ar ;f you want to apply a different style( you can either right:clic6 on the style in the status bar and select a new style from the pop:up menu( or you can open the 1tyles and 9ormatting window( select the page style icon at the top of the window %fourth icon'( and then double clic6 on the desired style.
Chapter , 4ntrod%ction to !t6les "."
Caution
Changing a page style may cause the style of subseLuent pages to change as well. The results may not be what you want. To change the style of only one page( you may need to insert a manual page brea6( as described below.
+s discussed in Chapter ? %.or6ing with 1tyles'( a correctly set up page style will( in most cases( contain information on what the page style of the ne7t page should be. 9or e7ample( when you apply a 5eft page style to a page( you can indicate in the style settings that the ne7t page has to apply a Right page style( a First page style could be followed by either a 5eft page style or a Defa%lt page style( and so on. +nother )ery useful mechanism to change the page style is to insert a manual page brea6 and specify the style of the subseLuent page. The idea is simple& you brea6 a seLuence of page styles and start a new seLuence. To insert a page brea6( choose +nsert > 6an!al ,rea5 and choose Page (rea5. This section illustrates two common scenarios where page brea6s are useful.
Example) #hapters
+ possible scenario& You are writing a boo6 that is di)ided into chapters. Iach chapter starts with a page style called ;ew Chapter. The following pages use the Defa%lt page style. +t the end of each %e7cept the last' chapter( we return to the ;ew Chapter page style for the first page of the ne7t chapter. 9igure 1FC illustrates the flow of page styles when using page brea6s.
Fig%re "./( Page st6le flow %sing a page &reak @@o doesnGt ha)e a predefined ;ew Chapter style( so you must create a custom style %see Chapter ?'. $etGs suppose that you already ha)e the page styles with the following properties& -age style
-ew /hapter Defa!lt
,ext Style
5efault 5efault
+t some point( you will want to start a new chapter. 9ollow these steps& 1' #ut the cursor at the end of the chapter( on a blan6 line %empty paragraph' of its own. 2' Choose +nsert > 6an!al ,rea5. The ;nsert 2rea6 dialog bo7 %9igure 1C0' appears. *' "nder #6pe( choose Page (rea5 and under !t6le( select -ew /hapter.
".7
Fig%re "/0( Choose Page &reak and select the ;ew Chapter page st6le
Example) -age with special formatting

1ometimes you may need to insert a page with special formatting( for e7ample a landscape page or a page with more columns. This can also be done with page brea6s. 1uppose that the current page has the Defa%lt page style. 1' Choose +nsert > 6an!al ,rea5. 2' 1elect the desired page style %say( !pecial Page' in the ;nsert 2rea6 dialog bo7. *' 9ill in the contents for this page. Then insert another page brea6. E' Then select Defa%lt again. The pagination continues on as normal( e7cept that one page has been replaced by a different page style. This concept is illustrated in 9igure 1C1.
Fig%re "/"( 4nserting a page with special formatting
0pplying list styles

$ist styles define properties such as indentation( numbering style %for e7ample( "@7@3P a@&@cP or bullets'( and punctuation after the number( but they do not by themsel)es define properties such as font( borders( te7t flow( and so on. The latter are properties of paragraph styles. ;f you need your list to ha)e specific paragraph:style properties( you should embed the list style into paragraph styles( as e7plained in Chapter ?. You can then create a numbered list by applying paragraph styles alone. Iach of the list styles predefined in .riter has four associated paragraph styles. 9or e7ample( the ;%m&ering " list style is associated with four paragraph styles&
!umbering 1 !umbering 1 Cont.

".3
!umbering 1 Ind !umbering 1 1tart
;%m&ering " is a default paragraph style to which you can attach a list style. ;f you want to ma6e e7clusi)e use of paragraph styles and ne)er use the 9ormatting toolbar when creating a numbered list( you could use the other three styles. +ll you need to do is to create a suitable list style and set up the ;e9t !t6le property in the @rgani3er page of the #aragraph 1tyle dialog bo7 so that the ;%m&ering " !tart paragraph is followed by the ;%m&ering " Cont. style( while the ;%m&ering " 8nd paragraph style is followed by a default style paragraph. ;f you only want to apply a list style %that is( the numbering or bullet symbol and the indentation' then( when the cursor is on the paragraph to be numbered( double:clic6 on the desired list style. .hen creating a list style( you can define up to ten le)els of depth for nested lists. 1witch from one le)el to the other with either the Pro ote or the De ote buttons on the 2ullets and !umbering toolbar or by pressing the #a& 6ey %one le)el down' or !hift+#a& 6ey combination %one le)el up' or by right clic6ing on the list element and select Up One )evel or Down One )evel from the pop up menu.
*estarting the numbering

.hen creating more than one numbered list of the same type within the same chapter( .riter applies progressi)e numbering to all the lists. 1ometimes this is e7actly what you want( while at other times you want to restart the numbering. To do so( either clic6 on the $estart n! (ering icon on the 2ullets and !umbering toolbar or right:clic6 on the first element of the list and select $estart n! (ering.
Modifying styles
.riter pro)ides se)eral predefined styles( but you may find that they do not fit your preferences. You can build your own library of custom styles to use in place of the predefined ones( or you can modify the e7isting styles. @@o offers four mechanisms to modify both both predefined and custom %user:created' styles&
"pdate a style from a selection. $oad or copy styles from another document or template. Change a style using the 1tyle dialog bo7. "se +uto"pdate %paragraph and frame styles only'.
The first two methods are discussed in N"pdate 1tyle %from a selection'O on page 1?H and N$oad 1tyles %from a template or document'O on page 1?H( while Chapter ? %.or6ing with 1tyles' discusses at length the process of creating a new style. This section shows how you can Luic6ly ma6e simple modifications to e7isting paragraph styles using the same tools you would use for applying formatting manually.
+ny changes made to a style are effecti)e only in the current document. ;f you want to reuse modified or new styles in other documents( you need to either sa)e the styles in a templateSsee Chapter 10 %.or6ing with Templates'Sor copy the styles into the other documents( as described in NCopying and mo)ing stylesO on page 1C2.
Tip
".+
Changing a style using the %tyle dialog bo#

To change an e7isting style using the 1tyle dialog bo7( right:clic6 on the style in the 1tyles and 9ormatting window and select 6odif* from the pop:up menu. The dialog bo7 displayed depends on the type of style selected. 9igure 1C2 shows an e7ample of the dialog bo7 for a paragraph style. Iach styleGs dialog bo7 has se)eral tabs. The )arious properties on these dialog bo7es are described in the ne7t chapter.
Fig%re "/7( 89ample of the Paragraph !t6le dialog &o9 /o)e to the page where the setting you want to modify is specified and input the new )alue. You can clic6 the 1elp button at any time to bring up the online guide where all the options of the current page are briefly described. .hen you are done( clic6 O< to close the dialog bo7. +s discussed abo)e( the great ad)antage of styles is that all the instances of such style in your document are now modified to your li6ing.
3#amplesH Modifying paragraph styles

9or this e7ample( we need three lines of te7t with three @@o:supplied paragraph styles& Geading "( Geading 7( and Geading 3. These paragraph styles could be used in formatting headings %subheads' in the framewor6 for a document that will be Nfleshed outO afterwards. @pen a new te7t document for this e7ercise and type Title on the first line( clic6 the Paragraph St*les icon on the 1tyles and 9ormatting window( and double:clic6 1eading 2 in the drop:down list. <epeat this procedure for the other entries of
".
9igure 1C*( using the proper paragraph style for each& the Geading " style for the paragraph containing the word Title( Geading 7 for Su+tit$e 1( and so on. Your document should resemble 9igure 1C*.
Fig%re "/3( Geadings "3 with defa%lt st6les 1uppose you decide to ma6e some changes to these styles( namely&
Geading " should be centered. Geading 3 should be indented.
#enter %eading 3
@n the 1tyles and 9ormatting window( select the Paragraph St*les icon %if it isnGt already chosen'( right:clic6 on 1eading 2( and choose 6odif*.
Fig%re "/+( 3odif6ing a st6le +fter the #aragraph 1tyle window opens( choose the :lign %as shown in 9igure 1C5'( and clic6 O<. ent tab( select /enter
!ow( e)ery paragraph mar6ed as Geading " will be centered %as shown in 9igure 1CH'. ;f you ma6e another Geading " entry( it will be centered as well.
".,
Fig%re "/ ( Center Geading "
Fig%re "/,( #he te9t #itle@ which is formatted as a centered Geading " st6le
+ndent %eading 4
@n the 1tyles and 9ormatting window( right:clic6 on the 1eading 3 paragraph style and choose 6odif* %as before'. +fter the #aragraph 1tyle dialog bo7 opens( follow the steps below& 1' Clic6 the +ndents # Spacing tab. 2' "nder the 4ndent section( set the indentation before the te7t to 0.60"( as shown in 9igure 1C?. Your display might be different( depending upon what measurement unit was set in the options %Tools > OOo 'riter > .eneral > Settings'.
Fig%re "/-( !et indentation
".-
The result should resemble 9igure 1CF.
Fig%re "/.( #he te9t formatted as Geading 3 st6le is now indented
(sing 0uto(pdate
@n the @rgani3er page of the #aragraph 1tyle dialog bo7 is a chec6 bo7 named +uto"pdate %9igure 1CC'. ;t is present only for paragraph and frame styles. ;f this chec6 bo7 is selected( then @@o will apply to the style itself any modification made manually to a paragraph formatted with that style.
Caution
;f you are in the habit of manually o)erriding styles in your document( be sure that +uto"pdate is not enabled( or you will suddenly find whole sections of your document reformatting une7pectedly.
Fig%re "//( #he Organi<er page of the Paragraph !t6le dialog &o9
Creating custom paragraph stylesH e#amples

You ha)e seen that the 1tyles and 9ormatting window pro)ides se)eral predefined styles( such as Geading " and #e9t &od6. 2ut what if you need something different( li6e a poem style( that is not in 1tyles and 9ormattingD .ith .riter you can ma6e your own styles to suit your needs. Chapter ? %.or6ing with 1tyles' describes in detail the options on the )arious pages of the #aragraph 1tyle dialog bo7. This section pro)ides an e7ample of a typical use of custom paragraph styles. .e create a Poem paragraph style and a Poem Geader paragraph style( with the following properties&

"..
Poem& Centered( with a font si3e of 10pt. PoemGeading& Centered( bold( with a 12pt font si3e.
;n addition( a PoemGeading style is to be followed by a Poem style. ;n other words( when you press 8nter( the ne7t paragraph style in the document changes to Poem.
You may ha)e noticed this beha)ior already. +fter you enter a heading using a Geading paragraph style and press 8nter( the ne7t style switches to #e9t &od6.
Note
Creating the !oe
paragraph style
@ur ne7t e7ample uses the Poem style. .e will use the Defa%lt style as a starting point. 1' Clic6 the St*les and For atting icon or press F"". 2' Clic6 the Paragraph St*les icon %first from the left'. *' <ight:clic6 Defa!lt and choose -ew. This opens the #aragraph 1tyle dialog bo7( with the Organi0er page selected. To create a custom style( you ha)e to understand and configure the top three entries. Style fields
-a e
Description
This is the name of the style itself( li6e Geading " or #e9t &od6. 1et %type in the te7t bo7' the name to P e!. This is the default style that follows the Poem style. .hen you press 8nter while typing te7t in the Poem style( this style is used. 1et this )alue to Poe . .hen you press 8nter( the te7t will remain in the Poem style.
-ext St*le
)in5ed with
;f the Poem style is lin6ed with another( say Defa%lt( then any change in Defa%lt will affect Poem( Must as you saw with Geading in the pre)ious section. 9or our e7ample( this is not the beha)ior we want. 1et this entry to N -one N. This means that Poem is not lin6ed with any other style.
+fter ma6ing these changes( your dialog bo7 should loo6 li6e 9igure 200.
Fig%re 700( 4nitial config%ration for the Poem st6le. !et the first three entries as shown.
"./
The ne7t step is to configure the alignment and font properties of this style.
@n the >lignment page( select the /enter option. @n the Font page( select the 2Cpt font si3e.
Clic6 O< to sa)e the new Poem style.
Creating the Poem1eading style

Create a new PoemGeading style. "se the same procedure as before( with these changes&
;e9t !t6le& 1elect Poe 5inked with& 1eading.
( not Poe
1eading.
The dialog bo7 should loo6 li6e 9igure 201.
Edited Entries
Fig%re 70"( !ettings for the PoemGeading st6le !ow set the settings of the new style& 1' @n the >lignment page( select /enter. 2' @n the Font page( choose ,old and si3e 24pt. Clic6 O< to sa)e the new PoemGeading style.
%ample poem
;t is a good idea to test out your new styles and see if you are happy with them. Typing a poem using the styles we ha)e Must defined should produce the results in 9igure 202.
Changing the formatting of your styles

@ne of the main ad)antages of styles is that they allow the document formatting to be changed after the content has been written. 9or e7ample( suppose you ha)e written a 100:page boo6 of poetry. Then you decide you donGt li6e the way the poems loo6 after all. @r( perhaps( your publisher doesnGt li6e it. To learn about reconfiguring styles( we add an indentation to the Poem style instead of centering it.
"/0
Fig%re 707( !ample poem
+ndent -oem
9irst( set the Poem style to left alignment& 1' ;n the 1tyles and 9ormatting window( select Poe 6odif*. 2' @n the >lignment page( select )eft. and right:clic6 and select
1et the indentation& 1' Clic6 the +ndents # Spacing tab. 2' "nder 4ndent( set the indentation before the te7t to 5c! %or about "in'. 5oneh Clic6 O<( and you should see the te7t change.
Final result
+fter all these changes( the poem should loo6 similar to 9igure 20*. !ote in the figure that a third style has been created for the author of the poem.
Fig%re 703( Final res%lt@ %sing three c%stom st6les
"/"
Copying and moving styles

1tyles are part of the document properties( therefore changes made to a style or new styles you create are only a)ailable within the document they belong to. 1tyles always stay with a document. 1o( for e7ample( if you e:mail a document to another person( the styles go with it. ;f you want to reuse modified or new styles in other documents( you need to either sa)e the styles in a template %see Chapter 10' or copy the styles into the document where you want to use them. You can copy or mo)e styles from one template or document to another in two ways&
"sing the Template /anagement dialog bo7. $oading styles from a template or document %see page 1?H'.
To copy or mo)e styles using the Template /anagement dialog bo7& 1' Clic6 File > Te plates > Organi0e. 2' +t the bottom of the Template /anagement dialog bo7( choose either Te plates or Doc! ents( as needed. 9or e7ample( if you are copying styles between two documents( both entries should say 5ocuments.
Fig%re 70+( Choosing to cop6 st6les from a doc%ment@ not a template *' To load styles from a file( clic6 the File button. .hen you return to this window( both lists show the selected file( as well as all the currently open documents. E' 5ouble:clic6 on the name of the template or document and then double:clic6 the St*les icon to show the list of indi)idual styles. 5' To cop6 a style( hold down the Control 6ey and drag the name of the style from one list to the other. H' <epeat for each style you want to copy or mo)e. .hen you are finished( clic6 /lose.
"/7
Fig%re 70 ( Cop6ing a st6le from one doc%ment to another
Caution
;f you do not hold down the Control 6ey when dragging( the style will be mo)ed from one list to the other. The style will be deleted from the list you are dragging it from.
)eleting styles
;t is not possible to delete @@oGs predefined styles from a document or template( e)en if they are not in use. -owe)er( custom styles can be deleted. To delete an unwanted style( right:clic6 on it in the 1tyles and 9ormatting window and choose Delete. ;f the style is in use( the message shown in 9igure 20H appears.
Fig%re 70,( Deleting an applied st6le

/a6e sure the style is not in use before deletion. @therwise( all obMects with that style will return to the 5efault style and retain their formatting as manual formatting. This can be )ery problematic in a long document. ;f an unwanted style is in use( use Find # $eplace to replace it with a substitute style before deleting it.
Caution
Tip
;f the style is not in use( the message shown in 9igure 20? appears.
"/3
Fig%re 70-( Deleting a st6le that is not in %se
0ssigning styles to shortcut keys

You can configure shortcut 6eys to Luic6ly assign styles in your document. 1ome shortcuts are predefined( such as Ctrl+" for the Geading " paragraph style and Ctrl+7 for Geading 7. You can modify these shortcuts and create your own. 1ee Chapter 1? %Customi3ing .riter' for details.
)efining a hierarchy of headings

Tools > O!tline -! (ering defines the hierarchy of headings in a document. -eadings can be numbered or notP typically the first:le)el headings in a boo6:length document are the ne7t le)el of headings after the chapter titles( which may be numbered( but lower:le)el headings are not numbered. 1ome chapter title and heading styles %such as those commonly used in engineering documents' number each chapter and heading le)el( for e7ample 1( 1.1( 1.2( 2( 2.1( and so on. .hen chapters or sections are added or deleted( the numbering is automatically changed. #aragraph styles are the 6ey to @@oGs outline numbering feature. The default paragraph styles assigned to outline le)els are the heading styles supplied with @@o& Geading "( Geading 7( and so on. -owe)er( you can substitute any styles you wish( including custom %user:defined' styles. The headings defined using the outline numbering feature can be used for more than the table of contents %described in Chapter 12'. 9or e7ample( fields are commonly used to display headings in headers and footers of pages %see Chapter 1E( .or6ing with 9ields'( and .riter can send the outline to ;mpress to use as the basis for a presentation %see the 4mpress *%ide for details'.
Choosing paragraph styles for outline levels

;f you are using the default heading styles for the headings in your outline( and you do not want to use heading numbering( you do not need to do anything on the @utline !umbering dialog bo7. The default outline numbering scheme uses the default heading styles %-eading 1( -eading 2( and so on'. To use custom styles in place of one or more of the default heading styles& 1' Choose Tools > O!tline -! (ering to open the @utline !umbering dialog bo7 %9igure 20F'. 2' Clic6 the number in the 5e'el bo7 corresponding to the heading for which you want to change the paragraph style.
"/+
Fig%re 70.( Choosing paragraph st6les for o%tline le'els *' ;n the ;%m&ering( Paragraph !t6le section( choose from the drop:down list the paragraph style you want to assign to that heading le)el. 9or e7ample( when setting up a chapter in the Writer *%ide( you would clic6 )evel 2 and choose OOo1eading2 %a custom style defined for the @@o+uthors proMect' to replace 1eading 2 and for )evel C( OOo1eadingC to replace 1eading C. E' <epeat for each outline le)el that you want to change. Clic6 O< when done.
0ssigning outline levels to other styles

2eginning with @pen@ffice.org *.1( you can assign an outline le)el to any paragraph style. This feature enables you to create a table of contents that includes those headings along with the headings using styles listed in the @utline !umbering dialog bo7. 9or e7ample( you might use a different seLuence of styles for anne7es %appendi7es'( but you want the anne7 headings and subheadings to appear in the T@C at the same le)els as the chapter headings and subheadings. To assign an outline le)el to a paragraph style( go to the @utline B !umbering page for the style( and select the reLuired outline le)el. Clic6 O< to sa)e this change.
Fig%re 70/( !pecif6ing an o%tline le'el on the O%tline L ;%m&ering page for a paragraph st6le
"/
%etting up heading numbering

;f you want one or more heading le)els to be numbered( many choices are a)ailableP this e7ample defines a scheme to create headings that loo6 li6e those in 9igure 210.
Fig%re 7"0( #he n%m&ering scheme to &e set %p. "se the !umbering page of the @utline !umbering dialog bo7 to define the numbering scheme and its appearance. 9igure 211 shows the default settings.
Fig%re 7""( Defa%lt settings on the O%tline ;%m&ering dialog &o9. 1' ;n the 5e'el list( choose 2. ;n the ;%m&er list( choose 2= C= 3= .... The result is shown in the pre)iew bo7 on the right in 9igure 212. 2' ;n the 5e'el list( choose C. ;n the ;%m&er list( choose 1( 2( *( .... The 1how suble)els list is now acti)eP it should show 2 %if not( choose 2'. The result is shown in 9igure 21*.
"/,
*' ;n the 5e'el list( choose 3. ;n the ;%m&er list( choose 1( 2( *( .... The 1how suble)els list should show * %if not( choose *'. The result is shown in 9igure 21E.
Fig%re 7"7( !pecif6ing n%m&ering of 5e'el " headings.
Fig%re 7"3( !pecif6ing n%m&ering of 5e'el 7 headings.
Fig%re 7"+( !pecif6ing n%m&ering of 5e'el 3 headings. These choices produce the layout shown in 9igure 215.
"/-
Fig%re 7" ( Res%lts of n%m&ering choices for headings
%etting up the indentation of headings

.hether or not the headings are numbered( you may want to change some of their formatting. 9or e7ample( you may want the second:le)el and third:le)el headings to be indented from the margin. 9or numbered headings( you may also want the second line of long headings to line up with the first word of the heading( not the number. 9or these changes( use the Position page of the @utline !umbering dialog bo7.
The #osition page for documents created in @@o* is slightly different from the #osition page for documents created in earlier )ersions of @@o that are opened in @@o*. This difference is pro)ided for bac6wards compatibility.
Note
-ositioning in new 11o45x documents

9igure 21H shows the #osition page as it appears for documents created in @@o*.7.
Fig%re 7",( !etting %p the position of le'el " headings 1' ;n the 5e'el list on the left( choose 2. Change the )alues for ;%m&ering followed &6... at and >ligned at( as shown in 9igure 21?. You may want to use a different )alue. This indents the entire heading but does not affect the way long headings wrap around %see 9igure 21F'.
"/.
Fig%re 7"-( 4ndenting 5e'el 7 headings
Fig%re 7".( Res%lt of changes to indentation of 5e'el 7 headings 2' To change the wrapping beha)ior of long headings( change 4ndent at to a larger )alue( as shown in 9igure 21C. The result is shown in 9igure 220.
Fig%re 7"/( Wrapping long headings
Fig%re 770( Res%lt of changing 4ndent at 'al%e
"//
*' ;n the 5e'el list( choose *. Change the )alues for ;%m&ering followed &6... at( >ligned at( and 4ndent at( as shown in 9igure 221. The final result is shown in 9igure 210.
Fig%re 77"( 4ndenting le'el 3 headings
-ositioning in older documents opened in 11o45x

9igures 222( 22*( 22E( and 225 show the #osition page as it appears for documents created in earlier )ersions of @@o and opened in @@o*.7.
Fig%re 777( !etting %p le'el " headings
700
Fig%re 773( 4ndenting 5e'el 7 headings
Fig%re 77+( Changing the Width of n%m&ering 'al%e to wrap long headings
Fig%re 77 ( 4ndenting 5e'el 3 headings
70"
Chapter Working with St*$e"
707
'ntroduction
Chapter H %;ntroduction to 1tyles' described the basics of how to use( apply( and manage styles. This chapter gi)es a more detailed description of how to create or modify a style( using the many options a)ailable on the )arious pages of the 1tyle dialog bo7. You will learn how these options affect the appearance of the style and how to use them efficiently. I7amples and hints are also pro)ided. The 1tyle dialog bo7es share many of the same pages as the manual formatting dialog bo7es( so you can also use this chapter to help you apply manual formatting %though you do not need that if you use styles'.
Creating custom "new$ styles

;n addition to using the predefined styles pro)ided by @@o( you can add new custom %user:defined' styles. ;n Chapter H( two methods were gi)en for creating a new style& the drag:and:drop approach and the -ew St*le fro Selection icon in the 1tyles and 9ormatting window. These methods are )ery con)enient because it is possible to immediately chec6 the )isual effects that the style produces before creating it. -owe)er( they may reLuire you to access se)eral different menus( and you ha)e a somewhat reduced amount of control on style %particularly when it comes to organi3ing them'. The method described in this chapter( therefore( concerns only the use of the 1tyle dialog bo7.
The %tyle dialog bo#

@pen the 1tyles and 9ormatting window. 1elect first the category of style you want to create by clic6ing on the appropriate icon in the top part of the 1tyles and 9ormatting window. 9or e7ample( select the third icon from the left if you want to create a new frame style. <ight:clic6 on the main window and select -ew from the pop:up menu. ;f you right: clic6 on an e7isting style( the new style will be lin6ed to the style you clic6ed on. ;f you right:clic6 on an empty area( then the initial settings of the style are copied from the Defa%lt style of the corresponding category. The dialog bo7 that is displayed depends on the type of style you selected. /any of the pages are the same as those that are displayed when manual formatting is applied. Therefore( if you are familiar with manual formatting( you will find that you already 6now how to use most of the options. The dialog bo7 used to create a new style and to modify an e7isting one is e7actly the same.
+n e7ception to the abo)e rule is conditional styles( which ha)e a different dialog bo7. 1ee N.or6ing with conditional paragraph stylesO on page 21H.
Tip
The -rgani7er page

.hen creating a new style( the first page you need to set up is the Organi<er@ which is shown in 9igure 22H. This page is common to all style categories. Therefore( it is described only once.
Chapter - Working with !t6les
703
Fig%re 77,( #he Organi<er page displa6ed when a new st6le is created. 5epending on the style you are creating( you will find the following information on this page&
-a e& present on all the categoriesuse this field to gi)e a name to the style you are creating. :!toUpdate& only present for paragraph and frame styles. ;f it is chec6ed( then .riter will apply any modification made manually to a paragraph formatted with that style to the style itself.
;f you are in the habit of manually o)erriding styles in your document( be sure that +uto"pdate is not enabled( or you will suddenly find whole sections of your document reformatted une7pectedly.
Caution
-ext St*le& only a)ailable for paragraph and page styles. "se it to specify which style will be applied to the ne7t element. ;t is customary( for e7ample( to ha)e a left page style followed by a right page( a first page followed by a left page( a heading followed by body te7t( and so on. You will see in the e7ample later how this property is used. #redefined paragraph styles for lists or bullets also ma6e large use of the ;e9t !t6le property. )in5ed with& a)ailable for paragraph( character( and frame stylesP it determines the position of the style in the hierarchy. .hen creating a new style and lin6ing it to an e7isting style( all the starting properties of the style are copied from the lin6ed style. <efer to N"nderstanding lin6ed styles on page 205 for further information on how lin6ed styles wor6. /ategor*& a)ailable for all stylesP use it to associate the new style with one of the categories. !ote that you cannot change the category of the predefined styles. 1etting this field is useful when filtering the contents of the 1tyles and 9ormatting window. /ontains& shows a summary of the properties of the style.
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(nderstanding linked styles

.hen creating a new paragraph or a new character style( you may use an e7isting style as a starting point for its settings. ;n this sense( @@o links the styles together. .hen styles are lin6ed( a change in the parent style affects e)ery style lin6ed to it. You can easily )isuali3e the connections between styles by switching to the 1ierarchical )iew in the 1tyles and 9ormatting window filter. 9or e7ample( e)ery Geading style %such as Geading "( Geading 7' is lin6ed with a style called Geading. This relationship is illustrated in 9igure 22?. Fig%re 77-( Gierarchical 'iew of linked st6les.
$in6ing styles is a )ery powerful method to create NfamiliesO of styles and allows you to change their properties simultaneously. 9or e7ample( if you decide that all the headings should be blue %such as in this guide'( you only need to change the font color of the parent style to achie)e the desired result. !ote howe)er( that changes made to a parameter of the parent style do not o)erride changes pre)iously made to the same parameter in the child styles. 9or e7ample( if you changed the Geading 7 font color to green( a change of the font color of the Geading style %the parent style' to red will not affect the Geading 7 font color. You can easily chec6 which properties are specific to a style by loo6ing at the Contains section of the Organi<er page. ;n case you want to reset the properties of a child style to that of the parent style( clic6 the Standard button located at the bottom of each #aragraph and Character style dialog page.
Note
You cannot define a hierarchical style structure for #age( 9rame and $ist styles.
#reating a lin"ed style

To create a lin6ed style( you can either specify the parent style %the Nlin6ed withO style' in the Organi0er page of the 1tyle dialog bo7( or you can start creating a new style by right:clic6ing in the 1tyles and 9ormatting window on the style to be lin6ed with and selecting -ew from the drop:down menu.
Example) #hanging a property of a parent style

1uppose that you want to change the font of not only Geading " or Geading 7( but all headings. The easiest way to do that is to ta6e ad)antage of linking. @pen the 1tyles and 9ormatting window %press F""' and select 1eading. @pen the #aragraph 1tyle dialog bo7 for the Geading style %right:clic6 U 6odif*' and select the Font tab. 1elect a font and clic6 O< %9igure 22C'.
Fig%re 77.( !elect Geading st6le.

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Fig%re 77/( !elect the heading font. !ow( the fonts of all the heading styles %Geading " through Geading "0' are changed in a single operation. 9igure 2*0 shows on the left a document using the headings 1( 2 and * and on the right the same document after changes ha)e been made to the Geading style.
Fig%re 730( 8ffects of changing the Geading st6le font.
Working with paragraph styles

+lthough this section describes most of the parameters scattered o)er the twel)e tabbed pages shown in 9igure 22C( you do not need to configure them all. ;n fact( in the )ast maMority of cases it is sufficient to modify only a few attributes( particularly if you ma6e use of the lin6ing properties of styles or when basing the new style on one which is already similar.
%ettings on the 'ndents K %pacing page

@n the ;ndents B 1pacing page( you can set up the parameters that affect the position of the paragraph on the page and the spacing between lines and between this paragraph and the paragraphs nearby. The right hand side of the page shows a pre)iew of the applied settings.
70, OpenOffice.org 3.3 Writer *%ide
Fig%re 73"( !ettings on the 4ndents and !pacing page of a paragraph st6le "se the 4ndent section of the page to set up the indentation( using these parameters&
,efore text& controls the space in the selected unit of measurement between the left margin of the page and the leftmost part of the paragraph area. Intering a negati)e )alue results in the te7t starting on the left of the margin. This may be useful in situations where your left margin is Luite wide( but you want the headings to be centered in the page. :fter text& controls the space in the selected unit of measurement between the right margin of the page and the rightmost part of the paragraph area. Intering a negati)e )alue results in the te7t e7tending into the right margin of the page. First line& enter in this bo7 the offset %either positi)e or negati)e' of the first line of the paragraph relati)e to the paragraph area. + positi)e )alue increases the indentation of the first line( while a negati)e )alue ma6es the first line start to the left of the paragraph area. :!to atic& chec6 this bo7 to allow .riter to automatically control the indentation of the first line. The )alue is calculated by .riter on the basis of the font si3e and other parameters.
"se the !pacing section of the page to determine the amount of )ertical space abo)e and below the paragraph. ;t is customary to include some Nspace abo)eO in heading styles so that they are separated from the te7t body of the pre)ious section without the need to insert empty paragraphs. 1pacing between paragraphs is also normal in certain types of documents. The body te7t style of this guide is configured to lea)e some space between consecuti)e paragraphs. The spacing between paragraphs does not affect the spacing between lines( which is instead controlled using the drop:down bo7 in the 5ine spacing section. You can select one of the following )alues&
Single& the default settingapplies a single line spacing to the paragraph. This is calculated automatically based on the font si3e. 2.E lines& sets the line spacing to 1.5 lines. Do!(le& sets the line spacing to 2 lines.
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Proportional& this )alue acti)ates the edit bo7 ne7t to the drop:down list where you can enter a percentage )alue. 100g means a single line spacing( 200g double line spacing and so on. :t least& this choice acti)ates the edit bo7 ne7t to the drop:down list( where you can enter the minimum )alue %in your selected unit of measurement' to be used for the line spacing. )eading& if this )alue is selected( you can control the height of the )ertical space inserted between two lines %from the bottom of the font of the line abo)e to the top of the font of the line below'. 1ee 9igure 2*2. Fixed& this choice acti)ates the edit bo7 ne7t to the drop:down list( where you can enter the e7act )alue of the line spacing.
.hen using different font si3es in the same paragraph( the line spacing will be une)en( as .riter automatically calculates the optimal )alue. To obtain e)enly spaced lines( select Fixed or :t least in the drop:down list and a )alue that is large enough to create a spacing between the lines sufficient to account for the largest font si3e used.
Tip
The last parameter that can be set in this page is Register-tr%e. ;f you ha)e acti)ated the <egister:true for the page style in use %refer to eneral settings for the page style on page 22*' then the Reference st6le and all the styles hierarchically dependent on it will ha)e the <egister:True bo7 selected( you may want howe)er to acti)ate the )ertical grid also for other styles %or not apply it to styles dependent on the reference style' and this is where this can be done.
%ettings on the 0lignment page

"se the +lignment page to modify the hori3ontal alignment of the te7t( choosing between )eft( $ight( /enter( and P!stified. The results of the selection are shown in a pre)iew window on the right:hand side of the page. .hen selecting the B%stified alignment( you can also decide how .riter should treat the last line of the paragraph. 2y default( .riter aligns the last line to the left( but you can choose to align it to the center or to Mustify it also %meaning that the words on the last line will be spaced in order to occupy it fully'. ;f you select the Expand single word option( then whene)er the last line of a Mustified paragraph consists of a single word( this word is stretched by inserting spaces between characters so that it occupies the full length of the line. The alignment page is also used to control the #e9t to #e9t )ertical alignmentuseful when you ha)e mi7ed font si3es on the same row. Choose the element of the fonts on the line that will be aligned between >%tomatic( :aseline( #op( 3iddle( :ottom. <efer to 9igure 2*2 for a graphical representation of these reference points.
Fig%re 737( #6pographic meas%rements (from Wikipedia.org)

Te#t flow options for paragraph styles

The page of the dialog bo7 controlling the te7t flow options is shown in 9igure 2**. This page is di)ided into three parts& G6phenation( :reaks( and Options. ;n the G6phenation section( you can change three parameters&
Characters at line end& controls the minimum number of characters to be left on a line before inserting a hyphen. Characters at line &egin& controls the minimum number of characters that can be placed at the beginning of a new line following a hyphen. 3a9im%m n%m&er of consec%ti'e h6phens& controls the number of consecuti)e lines that terminate with a hyphen.
;f you prefer .riter to automatically control the hyphenation( select the :!to aticall* option.
Fig%re 733( #he options on the #e9t Flow page of the Paragraph dialog &o9 ;n the :reaks section( you can reLuire a paragraph to start on a new page or column( as well as specify the position of the brea6( the style of the new page( and the new page number. + typical use for this option is to ensure that the first page of a new chapter always starts on a new %usually right:hand' page. To always start a style on a new page( choose the following settings on the #e9t Flow page of the #aragraph 1tyle dialog bo7& 1' ;n the :reaks section( select +nsert. /a6e sure that #6pe is set to Page and Position is set to ,efore. 2' 1elect 'ith Page St*le and choose the page style from the list. *' To continue page numbering from the pre)ious chapter( lea)e Page n%m&er set at D. To restart each chapterGs page numbering at 1( set Page n%m&er to 2. Clic6 O<.
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Note
;f you want the first page of a new chapter to always start on a right %recto' page( ma6e sure that the page style for the first chapter page is set for the right page onl6 by ma6ing this selection in the 5a6o%t settings field on the Page tab of the #age 1tyle dialog bo7.
The Options section of the #e9t Flow page pro)ides settings to control what happens when a paragraph does not fit on the bottom of a page&
Do not split paragraph means that the paragraph is ne)er split across two pages. ;f it does not fit on the bottom of one page( the entire paragraph mo)es to the top of the ne7t page. <eep with next paragraph is appropriate for headings or the lead:in sentence to a list( to ensure that it is not the last paragraph on a page. Orphan control and 'idow control. .idows and orphans are typographic terms. +n orphan is the first line of a paragraph alone at the bottom of a page or column. + widow is the last line of a paragraph that appears alone at the top of the ne7t page or column. "se these options to allow paragraphs to split across pages or columns but reLuire at least two or more lines to remain together at the bottom or top of a page or column. You can specify how many lines must remain together.
Font options for the paragraph style

Three pages of the #aragraph 1tyle dialog bo7 are dedicated to settings controlling the appearance of the font( namely( the Font( Font 8ffects( and Position pages. The use of the first two pages is straightforward. /any of the options used when creating a character style are discussed in NCreating a new character styleO on page 21C. @ptions that can be used when creating a paragraph style are described here.
Specifying a relative font si$e

;f you are creating a style based on another style %lin6ed style'( you can specify a font si3e relati'e to that other styleSeither as a percentage or as a plus or minus point )alue %2pt or A5pt'. <elati)e font si3es are commonly used for .eb pages. 9or e7ample( the paragraph style Geading " is based on the paragraph style Geading. The font si3e of the paragraph style Geading is 1Ept( and the font si3e of paragraph style Geading " is specified as 115g. Thus( the resultant font si3e of te7t in a paragraph formatted with the Geading " paragraph style is 1Ept times 115g Z 1H.1pt. To specify a percentage font si3e& in the #aragraph 1tyle dialog bo7( select the Font tab. ;n the !i<e bo7( enter the percentage amount followed by the symbol g %see 9igure 2*E'. 1imilarly( you can enter a plus or minus sign followed by the number of points to be added or subtracted from the base font si3e. To change from a relati)e font si3e bac6 to an absolute font si3e( enter the desired font si3e in points followed by the letters pt. ;t is also possible to use a #ercentage 9ont si3e for character styles.
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Fig%re 73+( !electing a t6pe si<e &ased on a percentage
Selecting a language for a paragraph style

The language you select for a document %on Tools > Options > )ang!age Settings > )ang!ages' determines the dictionary used for spell chec6ing( thesaurus( hyphenation( the decimal and thousands delimiter used( and the default currency format. .ithin the document( you can apply a separate language to any paragraph style. This setting has priority o)er the language of the whole document. @n the Font page of the #aragraph 1tyle dialog bo7( languages with installed dictionaries are mar6ed in the 5ang%age list by a small :,/ icon %9igure 2*5'. .hen chec6ing spelling( .riter will use the correct dictionary for paragraphs with this style. ;f you write documents in multiple languages( you can use the lin6ed styles to create two paragraph styles that differ only in the language option. ;f you then want to change some of the other properties of the paragraph style( all you need do is to change the parent style. To insert occasional words in a different language and a)oid their being pic6ed by mista6e with the chec6:spelling function( it is more con)enient to use a character style( as discussed in NCreating a new character styleO on page 21C.
Fig%re 73 ( !electing a lang%age for a paragraph st6le
-ptions for positioning te#t

The #osition page of the #aragraph 1tyle dialog bo7 collects all the options that affect the position of the te7t on the screen or printed page. This page is di)ided into three sections( plus a pre)iew area. They are& Position( Rotation( and !caling. "se the Position section to control the appearance of superscripts and subscripts. -owe)er( you will normally apply superscript and subscripts to groups of characters rather than to entire paragraphs. Therefore( it is strongly recommended to change these parameters only when defining a character style and( instead( lea)e the default settings for the paragraph styles.
Chapter - Working with !t6les 7""
Fig%re 73,( #he position page of the Paragraph !t6le (defa%lt options) The second section of the #osition page controls the rotation of the paragraph area. Two common uses for rotated paragraphs are&
To put portrait headers and footers on a landscape page To fit headings abo)e narrow table columns %as shown in 9igure 2*?'
Fig%re 73-( > ta&le with rotated headings The Scale width bo7 controls the percentage of the font width by which to compress or stretch the rotated te7t hori<ontall6. Chapter E %9ormatting #ages' describes how to create portrait headers and footers on landscape pages by rotating characters. You can achie)e the same effect by defining a separate header or footer paragraph style specifically for landscape pages.
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Example) *otating the text in a paragraph style

+s an e7ample( we will apply rotated table headings to a pre:e7isting table. 1' Create a new paragraph style. !ame it Ta#le Heading $ tated. 2' @n the Position page of the #aragraph 1tyle dialog bo7( in the Rotation ) scaling section( select ID degrees. Clic6 O< to sa)e the new style.
Fig%re 73.( Rotating a paragraph /0 degrees *' 1elect the heading row of the table and apply the new style. +ny te7t in the cells of the heading row is now rotated. E' ;f the headings are aligned to the top of the cells( you may want to change the alignment to the bottom of the cells( as shown in 9igure 2*?. To do this( clic6 the ,otto button on the Table toolbar or select For at> :lign ent > ,otto from the main menu.
Spacing options
"se the !pacing section of the #osition page to control the spacing between indi)idual characters in the paragraph. .hen selecting an option other than default in the drop:down menu( use the edit bo7 to enter the )alue in points by which you want to e7pand or condense the te7t. The Pair <erning option %selected by default' increases or decreases the amount of space between certain pairs of letters to impro)e the o)erall appearance of the te7t. 4erning automatically adMusts the character spacing for specific letter combinations. 4erning is only a)ailable for certain font types and( for printed documents( only wor6s if your printer supports it.
Fig%re 73/( Kerning disa&led (left) and ena&led (right).
Controlling tab stops

+lthough borderless tables are generally considered a much better solution to space out material across a page( in many situations tabs are sufficient to do what you need( with the added ad)antages of being simpler to manage and Luic6er to apply.
;f you need to use tabs( and you will be sending a document to other people( do not use the default tab stops. ;f the recipients of the document ha)e defined default tab stops that are different from the ones you are using( the paragraph may loo6 )ery different on their machines. ;nstead( define the tab stops e7plicitly in the paragraph or the paragraph styleP then you can be sure that e)eryone will see the same layout.
Tip
To define tab stops in your paragraph style( use the page shown in 9igure 2E0. -ere you can choose the t6pe of tab& left( right( centered( or decimalP the character to be used as a decimal pointP and the fill characterSthe characters that appear between the end of the te7t before the tab and the beginning of the te7t after the tab. You can
Chapter - Working with !t6les 7"3
also create a custom fill character by entering it in the corresponding bo7. Common use of a fill character is adding dots between a heading and a page number in a table of contents or underscore character when creating a form to fill in. Creating a new tab stop( therefore( is Must a matter of deciding its position relati)e to the left margin( the type( the fill character and clic6ing the -ew button. The tab stop will be entered in the Position list on the left hand side. "nfortunately( the only way to modify the position of a tab stop is to create a new one in the desired position and delete the old one using the buttons on the right:hand side of the page.
Fig%re 7+0( !pecif6ing ta& stops for a paragraph st6le !ote that it is not possible to define tabs that e7ceed the page margin. ;n the rare cases where that may be needed( use a borderless table instead.
(sing the -utline K Numbering page

"se the @utline B !umbering page if you want to number the paragraph( for e7ample if this style is to be used for a heading or list item. You can assign an outline le)el to any paragraph style. This feature enables you to create a table of contents that includes those headings along with the headings using styles listed in Tools U @utline !umbering. 9or e7ample( you might use a different seLuence of styles for anne7es %appendi7es'( but you want the anne7 headings and subheadings to appear in the T@C at the same le)els as the chapter headings and subheadings. To assign an outline le)el to a paragraph style( go to the @utline B !umbering page for the style( and select the reLuired outline le)el. Clic6 O< to sa)e this change. This page should be used in combination with list styles when you need to associate a certain paragraph style with a list style. <efer to NCombining list and paragraph stylesO on page 2*E for additional information on how to use this page( as well as an e7ample.
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Fig%re 7+"( !pecif6ing an o%tline le'el on the O%tline L ;%m&ering page for a paragraph st6le
%etting up a drop cap

;f you want your paragraph to use drop caps %usually this is suitable for a first paragraph style'( then you can predefine the properties in the 5rop Caps page of the paragraph style dialog bo7. 1electing the option to display drop caps enables the subseLuent options where you can fine tune the appearance& the number of lines occupied( the number of characters to enlarge %if you want the whole first word( chec6 the corresponding bo7'( and the space between the drop caps and the te7t.
Fig%re 7+7( Options for adding a drop cap to the paragraph st6le 5rop caps use the same font and ha)e the same properties as the rest of the paragraphP howe)er( you can easily modify their appearance by creating a specific character style and using it. 9or e7ample( you may want the drop caps to be of a different color or apply an outline effect. 1elect the character style you want to use in the corresponding drop:down menu.
%etting up paragraph background and borders

+dding a bac6ground color and a border to a paragraph is a good way to ma6e it stand out without ha)ing to insert a frame. You can customi3e the bac6ground and border of the paragraph areas using the corresponding pages of the paragraph style dialog bo7. ;n addition to highlighting( borders are also often used to separate header and footer areas from the main te7t area %such as in this guide' as well as to pro)ide decorati)e elements in some heading styles.
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The two pages are fairly intuiti)e. You may want to pay attention to the following points when wor6ing with the :ackgro%nd page&
;n case you do not find the desired color in the list of predefined ones( you can define your own by selecting Tools > Options > OpenOffice.org > /olors. You can use a graphic instead of a solid color as bac6ground. ;n the :s drop: down list( select .raphic( then select the graphic obMect you want to use and adMust the parameters( as reLuired. 5etailed instructions on wor6ing with graphic bac6grounds can be found in the 4mpress *%ide. The bac6ground is applied only to the paragraph area. ;f you ha)e defined an indented paragraph( the space between the paragraph and the margin does not ha)e the paragraphGs bac6ground color. .atch out for the effects that the spacing between borders and paragraph area produces on indentations and tabulations. ;f you want the border to be drawn around multiple paragraphs( lea)e the 6erge with next paragraph option at the bottom of the page mar6ed.
@n the :orders page( the following points are worth considering&
Working with conditional paragraph styles

+ conditional paragraph style is another way of formatting te7t differently in different parts of a document. ;n some cases( you may find it sa)es time to use conditional styles rather than switching between styles as you type. /a6ing a paragraph style conditional means it changes its formatting depending on where it is used. 9or e7ample( you may want the style 36#e9t:od6 to be blac6 by default but turn white when inside a frame with a blue bac6ground. #robably the most common use for conditional formatting is with single:style outlining. 1ingle:style outlining is a type of outline numbering designed with a ;%m&ering style( rather than with Tools > O!tline -! (ering. ;nstead of using different styles( it changes the number formatting whene)er you press the #a& 6ey to create a subordinate heading. The only trouble with single:style outlining is that all le)els loo6 the same. This is where a conditional paragraph style comes in handy. +ssign the paragraph style to an outline numbering style in the O!tline # -! (ering page and then open the /ondition page. There( you can assign the le)els of the outline numbering style to other paragraph styles. Then( when you press the #a& 6ey while using the paragraph style( each le)el of the outline ta6es on different formatting( ma6ing single:style outlining e)en more con)enient than it is on its own.
Note
#redefined styles %other than #e9t &od6' such as Defa%lt( Geading "( and Geading 7 cannot be set to be conditional.
Caution
;f you want to ma6e a style conditional( you ha)e to do it while the style window is still open for the first time. +fter the window closes( the Condition tab no longer appears in the window.
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Fig%re 7+3( Condition page for paragraph st6les .hen you create a conditional style( you are saying Nin this condition ma6e this style loo6 li6e that other styleO. 9or e7ample( N.hen typing into a footer( ma6e this style loo6 li6e the m6Mfooter paragraph styleP when typing into a table( ma6e this style loo6 li6e the ta&leMte9t paragraph styleO. ;n addition to setting the normal %unconditional' properties of the style( you need to define which other style it will loo6 li6e in different situations. You do this on the Condition tab. To set 1' 2' *' E' 5' up a conditional paragraph style& 5efine a new paragraph style. 1elect all the paragraph properties for the style. Do not clic5 O<R Clic6 the /ondition tab. 1elect the /onditional St*le option. 1elect the first condition in the Conte9t list %left side of the dialog bo7' and select the style you want for this condition in the Paragraph !t6les list on the right:hand side. H' Clic6 :ppl*. The name of the paragraph style appears in the middle list. ?' <epeat steps 5 and H for each condition you want to ha)e lin6ed to a different style. F' Clic6 O<.
.hen the style is selected( you will see that the formatting of your te7t depends on the conte7t.
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Working with character styles

Character styles complement paragraph styles and are applied to groups of characters( rather than whole paragraphs. They are mainly used when you want to change the appearance or attributes of parts of a paragraph without affecting other parts. I7amples of effects that can be obtained by means of character styles are (old or italic typeface or colored words. Two of the character styles used in this document are&
4eystro6es use the custom OOoKe6!troke style. 9or e7ample& to set .riter to full screen( press Control+!hift+B. /enu paths use the custom OOo3en%Path style. 9or e7ample&
to turn field shadings on or off( choose %iew > Field Shadings. @ther ways of using character styles are described elsewhere in the Writer *%ide. These uses include ma6ing chapter numbers( page numbers( or list numbers larger than the surrounding te7t and formatting hyperlin6s. .hen inserting words in different language or words you do not want the spell chec6er to detect as mista6es %for e7ample procedure names in some programming language'( character styles are Luite useful because you can define the language to be applied in the character:style properties.
Why use character styles?

2eginning .riter users often wonder( NWh6 %se character st6lesNO or NGow is this different from clicking the &old icon to change the font t6pefaceN O The following real: life e)ent illustrates the difference. ,ean is a technical writer from +ustralia. 1he learned the )alue of character styles after her publisher told her to unbold menu paths in her 200:page boo6. ,ean had not used character styles. 1he had to edit all 200 pages by hand( with some help from Find # $eplace. This was the last time ,ean failed to use character styles. Character styles do not ha)e as many options as paragraph styles or page styles. Their benefits are of a different nature&
For atting changes +s ,eanGs story illustrates( the ability to ma6e formatting changes throughout a document can be important. Character styles pro)ide this. /onsistenc* Character styles help ensure that typesetting guidelines are applied consistently. Foc!s on content NWas 4 s%pposed to &old ke6strokesN Gow a&o%t men%sN O + writer should not ha)e to remember the answers to these Luestions. Typesetting details distract you from the real content of your wor6. + properly named custom character style %such as OOoKe6!troke or OOo3en%Path' will remo)e this burden from you.
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Creating a new character style

This section illustrates the use of the style dialog bo7 for creating a new character style. The pages used to configure the character style ha)e already been seen in the pre)ious section on paragraph styles. Therefore( once you are familiar with creating paragraph styles( it will only ta6e a few minutes to create a character style.
"se the Organi<er to set up the hierarchical le)el of the new character style %if needed' and to gi)e it a name. "se the Font page to determine the font( typeface( and si3e for your character style. +s with paragraph styles( you can specify the si3e as a percentage rather than pro)iding the absolute )alue. 9or e7ample( 150g means that when the character style is applied to a 10pt font si3e( the new font si3e will be 15pt( while if applied to a 1Ept font si3e( the new si3e will be 21pt. You can also specify the )ang!age of the te7t to which a certain character style is applied( so you can insert words in a different language and ha)e them spell chec6ed using the correct dictionary. ;n the Font 8ffects page( you can set up attributes such as font color( underlining( relief( or other effects. ;f you freLuently use hidden te7t( for e7ample( it is )ery con)enient to define a character style where the 1idden option is mar6ed. This way you only need a few mouse clic6s to hide te7t. $elief effects may be appropriate for a drop cap or to gi)e more emphasis to the chapter number or other parts of the title %as it is the case of this guide'. You can use the Position page to create a subscript in case you are not satisfied with the default one or e)en a sub:subscript which may be useful for certain scientific publications. ;n the same page( you can create rotated( condensed( or e7panded te7t.
.hen rotating a group of characters( you also need to specify whether the rotated te7t should fit in the line or if( instead( it is allowed to e7pand abo)e and below the line. This property only becomes acti)e for character styles.
Note
9inish creating a character style by assigning a bac6ground( if so desired. +pplying a bac6ground to a character style yields the same effect as using the highlighting tool on the standard toolbar.
Migrating to character styles

9or people accustomed to formatting te7t manually( character styles can ta6e some getting used to. -ere are some suggestions for ma6ing the transition easier&
;e'er mi7 character styles and manual formatting. /anual formatting supersedes character styles. ;f you combine them( you may end up wasting hours in frustration trying to figure out why your character styles donGt wor6. <ight:clic6ing and choosing Defa!lt For %both manual and character styles'. atting remo)es any te7t formatting
<eali3e that clic6ing the ,old icon in the toolbar is not easier than double: clic6ing on a character style that is preset for bolding the font typeface. $ea)e the 1tyles and 9ormatting window open to ma6e character styles easy to access.
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Working with frame styles

9rames are often used as containers for te7t or graphics. To pro)ide consistency in the appearance of frames used for similar purposes( it is a good idea to define styles for frames. 9or e7ample( you might want photographs to be enclosed in a frame with a drop:shadowed border( line drawings in a frame with a plain border( marginal notes in a frame without a border but with a shaded bac6ground( and so on. .riter pro)ides se)eral predefined frame styles( which you can modify as needed( and you can define new frame styles. The techniLue for defining and applying frame styles is similar to that for other styles.
There is considerable o)erlap between the uses of frames and of sections for some page layout purposes. You may find it useful to ta6e a loo6 at Chapter E %9ormatting #ages' for information about the use of frames and sections.
Tip
1ow frame styles work

.hen an obMect is added to .riter( it is automatically enclosed in a frame of a predetermined type. The frame sets how the obMect is placed on the page( as well as how it interacts with other elements in the document. You can edit the frame by modifying the frame style it uses or by using a manual o)erride when a frame is added to the document. 2ecause frames and obMects are used together( it sometimes is easy to forget they are separate elements. ;n some cases( such as charts( you can edit the frame and obMect separately( so the distinction is worth remembering. "nli6e other elements that use styles( frames can be defined only partly by their style because their use can )ary so much. 1e)eral elements of frames( such as the anchor and protected elements( need to be defined manually for indi)idual frames. You can format a frame manually when you select +nsert > Fra e. The dialog bo7 that opens contains all the settings a)ailable when frame styles are set up( as well as some only a)ailable when the frame is inserted. +s with other styles( the most efficient way to format frames is in the 1tyles and 9ormatting window.
Planning the styles

;f you are using a mi7 of graphics( you may want to define two related styles( one with a border line for graphics with white bac6grounds and one without a border for all other bac6grounds. You also may want to design one or more frames for te7t only. @therwise( the default frame styles %listed in Table *' co)er most usersG needs. The only significant addition that many users might need is one or more styles for te7t frames.
Creating new frame styles

You can access frame settings by selecting -ew or 6odif* in the 1tyles and 9ormatting window for a frame style.Creating new frame styles You can access frame settings by selecting -ew or 6odif* in the 1tyles and 9ormatting window for a frame style.
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#a&le 3. ?ario%s frame st6les and their %ses Style

9ormula 9rame raphics
#omments and (se

The frame style used for formulas. The default includes :!toSi0e( which adMusts the si3e of the frame to the formula. The default frame style. The default style for graphics. The defaults include autosi3ing to fit the graphic( no te7t wrap( and a thin border around the frame. These are reasonable defaults( e7cept for the border. "nless the bac6ground of the graphic is white and the documentGs bac6ground also is white( the border usually is unnecessary. The default style for use with File > -ew > )a(els. ;t seems to be used by @pen@ffice.org automatically and is not intended for users at all. + style for placing a frame beside the left margin. +s the name suggests( the 3arginalia style is intended for comments added in the margin of te7t. The style also is useful for creating sideheadsS headings against the left margin( which often are used in technical documentation. To set up sideheads( create body:te7t paragraph styles with two inches or more indentation from the left. Then( place the cursor at the start of a body:te7t paragraph( add the frame( and apply the 3arginalia style. The default style for @$I obMects and floating frames. The default places the frame at the top and center of a body of te7t. The default style for a watermar6( a graphic placed as the bac6ground to a body of te7t. The default is a Through wrap( with te7t passing o)er the frame and anything in it. The graphic should be faint enough that te7t still is readable o)er top of it.
$abels
/arginalia
@$I .atermar6
9rame settings are a)ailable from the following tabbed pages&
#6pe page& sets the si3e and position of the frame. @ne of the most useful options here is :!toSi0e( which automatically adMusts the frame to the obMect it contains. ;f the frame style is one used automatically( then this option should be selected. Options page& sets whether the contents of the frame are printed and able to be edited in a read:only document. This page also sets the te7t direction( which is useful if you are using the frame for contents in a language that uses right: to:left te7t direction. Wrap page& sets how te7t is positioned in relation to the frame and how close te7t comes to a frame. ;f you want the frame contents to stand out from the paragraphs around it( set the wrap to -one. This probably is the single most important page for frames. :ackgro%nd page& sets the bac6ground color or graphic. This page is useful mostly for te7t frames in comple7 page layouts( in which a te7t frame has an appearance different from the general bac6ground of the page. :order page& sets the line around the frame( if any. /any beginning designers ma6e the mista6e of adding a border to e)ery frame. -owe)er( when a colored bac6ground distinctly mar6s the di)ision between the frameGs contents and the rest of the page( borders are unnecessary.
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Col%mns page& this page can be ignored unless the frame is being used for te7t. The page is the same as is used to set up a page style( and its parameters are described in the section NColumns pageO on page 225. 3acro page& sets a macro to use with the frame in order to trigger an action when the user interacts with the frame. These options are useful only in an on: line .riter or -T/$ document.
Working with page styles

#age styles control page properties %margins( page si3e( header and footers( among others'. -owe)er( unli6e paragraphs( which can ha)e directly applied properties( pages only ha)e a page style and no directly applied properties. Christian is a lawyer from California( "1+. 9or his letters( the first page has his letterhead( and subseLuent pages only identify the recipient( the date( and the page number. Christian does this using page styles. -e also uses page styles to comply with the spacing reLuirements %such as margins' for legal briefs in California 1tate courts. This section describes how to create a new page style( e7plains the meaning of some of the options in the #age style dialog bo7( and illustrates their usage.
Creating a new page style

"nli6e other styles( page styles can be created or modified only by using the 1tyles and 9ormatting window. @pen the 1tyles and 9ormatting window and clic6 the #age 1tyles icon . <ight:clic6 anywhere in the main window and select -ew. The #age 1tyle dialog bo7 consists of the eight pages.
Fig%re 7++( #he ta&&ed pages for the Page !t6le dialog &o9
The ne#t style property

+s for the other styles( use the -ext st*le property %described in NThe @rgani3er pageO on page 20*' to specify the style for the subseLuent element of the category of style you are wor6ing on. This property is particularly important for a page style( as the following e7ample demonstrates.
Setting up a title page

Consider a common scenario& you want the document to ha)e a title page that is different from the rest of the document&

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;t should not ha)e a header or page number. The left and right margins should be the same.
9or the title page( we can use the predefined First Page page style that comes with @@o( and for the rest of the document( we can use the Defa%lt page style. 9igure 2E5 shows the reLuired flow of page styles. @n the Organi0er page of the Defa%lt page style( lea)e the ;e9t !t6le property set to Defa!lt. @n the Organi0er page of the First Page style( ma6e sure that the ;e9t !t6le property is set to Defa!lt.
Fig%re 7+ ( Flow of page st6les
2eneral settings for the page style

The Page page of the #age 1tyle dialog bo7 is where you can control the general settings of the page. The page consists of three sections( plus a pre)iew area in the top right corner.
Fig%re 7+,( #he Page page for the Page !t6le dialog &o9 ;n the Paper format section( you can specify the si3e of the paper choosing from one of the many predefined formats. 1electing NuserO( you can use the Width and Geight fields to define your own paper si3e. ;f using a predefined format( select the orientation of the paper between portrait and landscape. ;f your printer has more than one tray( you can specify the tray from which to print pages in the new page style.
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;n the 3argins section( specify the si3e of the margins in your preferred unit of measurement. ;f you select 6irrored margins in the Page la6o%t settings( the left margin becomes the +nner margin( while the right margin becomes the O!ter margin. ;n the 5a6o%t settings section( choose the desired Page la6o%t from the four a)ailable options. 5ecide whether the page style being defined applies to both left and right pages %default' or if instead it should be applied only to one or the other types. 1ome considerations&
;f you plan to bind the printed pages using this style li6e a boo6( select a mirrored layout. "se the For at drop:down menu to determine the page numbering style to apply to this page style. + common practice in page layouts is to ha)e asymmetrical page marginsS both for left and right margins and for top and bottom margins. There are )arious schemes for accomplishing this. The most common of them follow these two general rules for printed page layouts& %a' The outer margin %right margin on a right:hand page' would ha)e a wider margin than an inner margin %left margin on a right:hand page'P %b' The bottom margin would be larger than a top margin. The rationale for an asymmetrical page layout is allowing more space for readers to place their hands while holding the boo6s or other printed documents. +bout.com describes some page layouts on their .eb site& #erfect #roportions "sing #age /argins in 5es6top #ublishing. ;f you want the first page of a new chapter to always start on a right %recto' page( ma6e sure that the page style for the first chapter page is set for the right page only by ma6ing this selection in the 5a6o%t settings field. The typical procedure for the rest of a chapter is to define a single NmirroredO page style for both left and right pages. + mirrored page can ha)e different headers and footers. ;f done this way( e)ery chapter will use two page styles. You can choose to define separate page styles for left and right pages( if you want the pages to be )ery different in appearance %for e7ample( different margins or headers and footers only on right pages but not on left pagesP imagine a boo6 with a full:page photograph on the left pages and te7t on the right pages'. ;n that case( ma6e sure that the ;e9t !t6le field for the first page style is then set for a left:only page( which( in turn( is then set to be followed by a right:only page style. ;f done this way( e)ery chapter will use three page styles. + hypothetical case might ha)e these page:style names& First page( 5eft( and Right.
;f you chec6 the $egister;tr!e bo7( .riter will create a )ertical grid on the page with a spacing between grid points that depends on the selected $eference St*le. The )ertical grid ma6es sure that te7t printed on adMacent columns( opposite pages( or e)en both sides of the same sheet of paper( is aligned ma6ing it easier to read as well as being more pleasant to see.
9ackground and 9order pages

"se the ,ac5gro!nd page to apply a bac6ground or the ,order page to draw a border around te7t area of the page. You can choose between a solid color or a graphic image for the bac6ground and se)eral styles of line for the borders. !ote that the page area affected by these changes does not include the area outside the margins. ;f you plan to print on colored paper and want to ha)e a feel of the final result you will obtain or want to use a light color for the font( rather than changing the bac6ground(then go to Tools > Options > Openoffice.org and in the >ppearance section( change the Doc%ment &ackgro%nd color.
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1eader and Footer pages

You can associate a different header or footer to each page style. This property ma6es it )ery easy to ha)e different headers on left and right pages( to a)oid headers on pages at the start of a new chapter( and so on. 1etting up the header and footer pages is straightforward. The instructions here refer to the header( but the footer page has the same options. +cti)ate the input bo7es by selecting 1eader on( then specify the left margin( right margin( and spacing to the main te7t area. 9or the height of the header area( you can either select the :!toFit height bo7( which will ma6e .riter adapt the si3e to the contents( or specify the height manually. Clic6ing 6ore opens a new dialog bo7( where you can set the borders and bac6ground of the header area. ;f you deselect the Sa e content left9right bo7( you can specify a different header for left or right pages( e)en if you use a single style for both as shown here.
Fig%re 7+-( Different content on left and right pages
Columns page
"se this page to create the desired column layout for the page style. The page is subdi)ided into three sections& !ettings( Width and !pacing and !eparator 5ine. The !ettings section contains thumbnails of predefined columns settings you can select( as well as a te7t bo7 where you can enter the desired number of columns if you need to create a customi3ed one. +fter you select more than one column( the Width and !pacing section becomes acti)e. ;f you are not satisfied with the predefined settings %eLually spaced columns'( deselect the :!to'idth option and enter the parameters manually. .hen you wor6 with multiple columns per page( you can also fine tune the position and si3e of a separator line between the columns.
Footnote page
"se this page to adMust the appearance of the footnotes. 4eeping the default setting -ot larger than page area( the footnotes area is calculated automatically on the basis of the number of footnotes. ;f you prefer to control manually the ma7imum space that footnotes can ta6e( select the 6axi ! footnote height option and enter the )alue in the preferred unit of measurement. "se the second section of the page to customi3e the separator between the footnotes and the main area.
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3#ampleH 0 book chapter se/uence of pages

2oo6 chapters typically start on a right:hand page( with the first page of the chapter ha)ing a different layout from the rest of the pages. The other pages in the chapter are NmirroredO for double:sided printing. 9or e7ample( page numbers in the header or footer may be positioned on the outside edge of pages and a wider margin %allowing for binding' may be placed on the inside edge. Table E shows the properties of two page styles %Right Page and Defa%lt' set up for a typical boo6 chapterGs seLuence of pages. #a&le +. Properties of c%stomi<ed page st6les for &ook chapter -age Style
<ight #age
Desired effect
9irst page always on the right %an odd:numbered page' !o header or footer Top margin of page larger than on other pages
-roperty) setting
Page > Page la*o!t > Onl* right 1eader > 1eader > 1eader on: -ot selected Page > 6argins > Top: F.DDc Page > Page la*o!t: 6irrored 1eader > 1eader on: Selected 1eader > 1eader > Sa e content left9right: -ot selected
5efault
/irrored margins -eader with page number on the top outside of the page and chapter title in the top middle center of the page
9igure 2EF illustrates the transitions from the Right Page to Defa%lt page styles( with the change of header between left and right pages shown by the W symbol.
Fig%re 7+.( Right Page and then the Defa%lt page st6le with different headers for alternate pages. Step 2. Set !p the $ight Page st*le. 1' @n the 1tyles and 9ormatting window( clic6 the #age 1tyles icon to display a list of page styles. 2' <ight:clic6 on Right Page and select 6odif* from the pop:up menu. *' @n the Organi<er page of the #age 1tyle& <ight #age dialog bo7( change ;e9t !t6le to Defa!lt.
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Fig%re 7+/( !pecif6ing the ne9t st6le after the first page of a chapter E' @n the Page tab( specify a larger left margin for binding( and a larger top margin to mo)e the chapter title down the page.
Fig%re 7 0( !etting page margins and la6o%t for the Right Page st6le 5' @n the Geader and Footer pages( be sure the 1eader on and Footer on options are not selected. Clic6 O< to sa)e your changes. H' @n the 1tyles and 9ormatting window( in the list of page styles( right:clic6 on Defa%lt and select 6odif* from the pop:up menu. ?' @n the Organi<er page of the #age 1tyle& 5efault dialog bo7( be sure ;e9t !t6le is set to Defa!lt. Step C. Set !p the Defa!lt page st*le. 1' @n the Page page of the #age 1tyle& 5efault dialog bo7( select 6irrored for Page la6o%t and set the 4nner and O%ter margins to the same width as the 5eft and Right margins( respecti)ely( on the Right Page style.
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Fig%re 7 "( !etting page margins and la6o%t for the Defa%lt page st6le 2' @n the Geader page of the #age 1tyle& 5efault dialog bo7( select the 1eader on option and deselect the Sa e content left9right option. Clic6 O< to sa)e your changes.
Fig%re 7 7( !etting %p the header properties for the Defa%lt page st6le Step 3. Set !p the 1eading 2 paragraph st*le to start on a new right;hand page. 1' ;n the 1tyles and 9ormatting window( on the #aragraph 1tyles page( right:clic6 on Geading " and select 6odif*. 2' @n the #e9t Flow page of the #aragraph 1tyle dialog bo7( in the :reaks section( select +nsert( 'ith Page St*le( and $ight Page. Clic6 O< to sa)e your changes.
Fig%re 7 3( !etting a paragraph st6le to start on a page of a selected st6le

Step 4. Start a new chapter. +pply the Geading " paragraph style to the first paragraph( which is the title of the chapter.
2y default( the Geading " paragraph style is assigned to O%tline 5e'el ". The assignment of paragraph styles to outline le)els is done through Tools > O!tline -! (ering.
Note
Step E. Set !p the page headers. 1' @n a left page( put the cursor in the header and insert a page number field on the left %+nsert > Fields > Page -! (er'. 2' #ress #a& to put the cursor in the middle and insert a Chapter reference& #ress Control+F7 %or choose +nsert > Fields > Other from the menu bar' to display the 9ields dialog bo7 %9igure 25E'. @n the Doc%ment page( for #6pe( select /hapter and for Format( select /hapter na e. /a6e sure that 5e'el is set to 2 and then clic6 +nsert. *' @n a right page( put the cursor in the header( press the #a& 6ey( insert a /hapter reference( press #a& again( and insert a page number field. E' ;f you need to adMust the tab stops for the header( modify the Geader paragraph style. 5o not manually adMust the tab stops.
Fig%re 7 +( 4nserting a chapter title into the header of a page
Working with list styles

$ist styles %also called numbering styles' wor6 together with paragraph styles. They define indentation( alignment( and the numbering or bullet characters used for list items. You can define many list styles( from simple bulleted lists to comple7 multi: le)el %nested' lists.
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+s with other styles( the main reasons for using list styles are consistency and speeding up your wor6. +lthough you can create simple lists Luic6ly by clic6ing the -! (ering On9Off or ,!llets On9Off icons on the 9ormatting toolbar( and create Luite comple7 nested lists using the icons on the 2ullets and !umbering toolbar( the appearance of the resulting lists may not be what you wantSand you might want to ha)e more than one style of list. You can use the 2ullets and !umbering choice on the 9ormat menu to manually format the appearance of some or all of the lists( but if you later need to change their appearance( you will ha)e a lot of manual wor6 to do.
@@o uses the terms Nnumbering styleO and Nlist styleO inconsistently( but they are the same thing. 9or e7ample( the tooltip in the 1tyles and 9ormatting window says N$ist 1tylesO( but its style dialog bo7 says N!umbering 1tyleO.
Note
)efining the appearance of a nested list

+ nested list is a numbered or bulleted list with subordinate %usually indented' numbered or bulleted lists. <ather than Must a list of numbered items %1(2(*...'( a nested list may ha)e item 1( then indented items numbered a(b(c or i(ii(iii or some other numbering method before the main number 2. .ith numbering styles( you can achie)e any combination of numbering formats you want. + nested list may e)en combine numbered items with bulleted items. There is no difference between defining a nested list style or a simple list( although nested lists reLuire more wor6. +n e7ample of a nested list is gi)en in Chapter * %.or6ing with Te7t'. ;n that case( the list was built using one of the predefined outline schemes as a starting point( while in this section we follow a more general approach so that the list can more fully suit your needs.
Creating a new list style

The dialog bo7 to create a new list style consists of si7 pages( in addition to the usual Organi<er page discussed in NThe @rgani3er pageO on page 20*.
6ullets7 ,umbering Styles7 and 0raphics pages

The :%llets( ;%m&ering !t6le( and *raphics pages contain predefined formatting for list item symbols %bullets or numbers'. To use one of them for your style( clic6 on the image. + thic6 border indicates the selection. The bullets on the 2ullets tab are font charactersP those on the raphics tab are graphics. ;f you choose a graphics bullet( you can select the )in5 .raphics option to create a lin6 to the graphic obMect rather than embedding it in the document. ;f you decide to lin6 the graphic( 6eep in mind that the bullet will not be displayed when the document is opened on a different computer %unless the same graphic file is located in the same location on both computers' or if the graphic file used is mo)ed to a different location on the computer.
1utline page
"se the O%tline page to select from eight predefined nested lists. You can also select one and use it as a starting point for your own style( customi3ing the list using the Position page and the Options page( as described below.
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-osition page
"se the Position page to fine tune the indentation and spacing of the the list item symbol and the te7t of the list item. This page is particularly effecti)e when used in combination with the Options page.
Fig%re 7
( Position settings for a 5ist st6le
You can adMust the following settings for each indi)idual le)el or all at once %to ma6e them all the same'. ;t is generally easier to adMust the settings in the order gi)en below( instead of the order on the dialog bo7. That is( start from the o)erall indentation for the list elements( then fi7 the position of the symbols( and finally adMust the alignment of the symbols.
-! (ering followed (*& the character to follow the numbering symbol %plus any charactersSfor e7ample a punctuation mar6Schosen on the @ptions page to appear after the number'. Choose between a tab stop( a space( or nothing. ;f you select the tab stop( you can specify the position of the tab. +ndent at& how much space is reser)ed for the numbering symbol( measured from the left page margin. The alignment of the first line of the list is also affected by any tab you may ha)e set to follow the numbering. :ligned at& the position of the numbering symbol( measured from the left margin of the page. -! (ering align ent& how the numbering %including any te7t before or after as set in the Options page' will be aligned. The :ligned at )alue determines the symbol alignment.
Note
.hen defining an indentation different from 0( the position of the tabulation is not considered.
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Tip
;n normal circumstances( setting the ;%m&ering followed &6 distance to be eLual to the 4ndent at distance wor6s well. 1ee 9igure 25H for a graphic representation of the effects of the abo)e parameters.
Fig%re 7 ,( > n%m&ered list of CD tracks highlighting the 'ario%s elements

Position page for earlier versions of --o ;f your document was created with an earlier )ersion of @@o( or if the document was sa)ed for compatibility reasons using the @59 file format )ersion 1.1 or earlier( the position dialog will appear as in 9igure 25?.
Fig%re 7 -( #he Position page for doc%ments created with earlier 'ersions of OOo ;n this case you can adMust the following settings&
+ndent& the indentation of the number or bullet area( measured from the left margin of the paragraph lin6ed to the numbering style. ;n other words( if the paragraph style already has an indentation( when the list style is applied the indentations are added together.
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9or any le)el other than $e)el 1( the $elative option causes the indentation to be measured from the start of the pre)ious le)el rather than from the page margin.
'idth of n! (ering& how much space is used by the numbering symbol. .riter reser)es this space( e)en if only part of it is used. 6ini ! spacing n! (ering S;> text& the spacing between the right edge of the numbering symbol and the te7t. ;f the spacing to te7t is not sufficient( .riter will honor this setting by e7panding the numbering area. 1etting the minimum spacing between numbering and te7t is )ery useful when right: aligning the numbering or when there is much te7t before or after the numbering. -! (ering align ent& how the numbering %including any te7t before or after' will be aligned.
To fully appreciate how the !umbering alignment wor6s( try to create a numbered list with more than ten elements and ma6e sure that enough room has been made for numbers with two or more digits. You may also wish to right:align numbers 10 or greater( as in 9igure 2*1 on page 20?.
Tip
1ptions page
"se the Options page to define the style of the outline le)els. The options a)ailable on this page depend on the type of mar6er selected for the list. 9irst( on the left side( select the le)el you want to modify. To modify all ten le)els at once( select 2 N 2D as the le)el. ;f you started from a predefined outline( some of the le)els will already ha)e settings.
Fig%re 7 .( #he Options page for a list st6le
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5epending on the numbering style selected in the ;%m&ering bo7 %bullet( graphic( numbering'( some of the following options become a)ailable on the page&
,efore& any te7t to appear before the number %for e7ample( %tep'. :fter& any te7t to appear after the number %for e7ample( a punctuation mar6'. /olor& the color for the list mar6er %number or bullet character'. $elative si0e& the si3e of the number relati)e to the si3e of the characters in the paragraph of the list. Start at& the first )alue of the list %for e7ample( you might want the list to start at E instead of 1'. /haracter St*le& the style to be used for the number or bullet. /haracter button& clic6 to select the character for the bullet. .raphics selection button& opens a list of a)ailable graphics % allery' or allows the selection of a file on the hard dis6 to be used as the list mar6er. 'idth and 1eight& the dimensions of the graphic mar6er. :lign ent& the alignment of the graphic obMect. <eep ratio option& fi7es the ratio between the width and the height of the graphic mar6er.
The right:hand side of the dialog bo7 shows a pre)iew of the modifications made. To re)ert to the default )alues( clic6 the $eset button in the bottom right corner. 9inally( if you wish to use consecuti)e numbers regardless of the outline le)el( chec6 the /onsec!tive n! (ering bo7 at the bottom of the page.
Combining list and paragraph styles

.hen applying a list style( the underlying paragraph style remains unchanged. ;f your list must also ha)e a certain font si3e( indentations( and so on( you might e7pect to first apply a paragraph style and then a list style %or )ice )ersa'. -owe)er( you can embed a list style in a paragraph style using the !umbering page of the #aragraph 1tyle dialog bo7( and then apply only the paragraph style to the list. This section gi)es an e7ample of combining list and paragraph styles. 1' Create a list style you want to use for the paragraph. 9or e7ample& 36;%m&ered5ist. 2' Create a new paragraph style. *' @n the Organi0er page of the #aragraph 1tyle dialog bo7& d' i)e the new paragraph style a name( say N&!#eredParagrap'. e' 9or the ;e9t !t6le( choose -! (eredParagraph %this will ma6e the following paragraph also be in this style( until you choose a different style'. f' ;n 5inked with( choose -one. g' $ea)e /!sto St*les( in the Categor6 field. E' 1et up this paragraph style to your li6ing. 2ecause the indentation is controlled by the 5ist style( to a)oid undesired interactions do not change the indent settings on the ;ndents B 1pacing page. %You might want to change the spacing abo)e and below the paragraph.' 5' @n the O!tline # -! (ering page( choose the 36;%m&ered5ist style created in step 1. H' Clic6 O< to sa)e this style.
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To ha)e full control( it is common practice to define three base paragraph styles for lists& 5ist !tart for the first element of the list( 5ist Contin%e for the subseLuent elements of the list( and 5ist 8nd for the last element of the list. You should also define a paragraph style to be used for unnumbered list items %one for each nested le)el you intend to use' as well as an introductory style for the paragraph preceding the start of the list %to allow for 6eeping the introductory paragraph with the first list item( or for specifying spacing before the first list item that is different from the spacing between other paragraphs'.
3#ampleH Creating a simple list style

;n this e7ample( we will create a numbered list that is used to number the songs on a C5. The numbers are right aligned( and some space is left between the number and the title of the trac6. +s we want to reuse the same numbered list for other C5s( we will define a new list style and then apply it to the trac6s list.
#reating the #D'rac"s numbered list

+s for the pre)ious e7ample( start by clic6ing the )ist St*les icon %fifth from the left' in the 1tyles and 9ormatting window. Then right:clic6 anywhere in the list bo7 and choose -ew. The !umbering style dialog bo7 is displayed. 9or the CD#racks style( we need to customi3e fields in the Organi<er( the Options( and the Position pages. Style fields
-a e /ategor*
Description
Inter ()Trac* Custom styles will be @4 for us.
/odify the options of the Options page as follows& 1' ;n the 5e'el bo7( choose 2. 2' ;n the ;%m&ering list( choose 2= C= 3= .... *' $ea)e the :efore and >fter bo7es empty. E' $ea)e the Character !t6le field as -one. 5' !how s%&le'els should be grayed out. H' /a6e sure !tart at is set to 2. ?' 5o not select /onsec!tive n! (ering. +s discussed abo)e( the numbering list will adopt settings of the underlying paragraph style. ;f you want to use a special font( si3e or color for the numbering( you can create a character style and apply it in the @ptions page. ;f you want the word #rack to appear before the number( Must add it to the :efore field in the @ptions dialog bo7. 5o not forget to add a space character to separate the word from the number. 1et up the final parameters of the CD#racks list style in the Position page. 1' ;n the 5e'el bo7( choose 2. 2' 9or ;%m&ering followed &6( choose tab stop and set it at +.0c!. *' 9or ;%m&ering alignment( choose $ight.
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E' 9or >ligned at choose 1.5c!. %this refers to the alignment of the numbers' 5' 9or 4ndent at choose +.0c!. %This sets the indentation of the whole list.' Clic6 O< to finish.
2pplying the list style

!ow that the list style is a)ailable( it can be Luic6ly applied to any list in the document& 1' ;f starting a new list( before pressing 8nter to start a new line( double:clic6 on the desired list style name in the 1tyles and 9ormatting window. 2' ;f you already ha)e a list( select it and then double:clic6 on the desired list style name in the 1tyles and 9ormatting window.
<emember that applying a list style does not affect the characteristics of the underlying paragraphP therefore you may want to chec6 if you are satisfied with the paragraph style before applying the list style.
Note
;f you ha)e more than one list in a document( the second and subseLuent lists with the same style continue their numbering from the pre)ious list. To restart at 1( place the cursor anywhere in the paragraph you want numbered 1( right:clic6( and choose $estart n! (ering. To stop using numbering( press the -! (ering On9Off icon on the 1tandard toolbar. The final result is illustrated in 9igure 25H.
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Chapter Working with Graphic"
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2raphics "images$ in Writer

.hen you create a te7t document using @pen@ffice.org %@@o' .riter( you may want to include some illustrations. ;llustrations %graphics' are added to documents for a wide )ariety of reasons& from supporting the description pro)ided in the te7t as used in this uideto pro)iding an immediate )isual representation of the contents( as is often found in a newspaper. raphics in .riter are of three basic types&
;mage files( such as photos( drawings( and scanned images 5iagrams created using @@oGs drawing tools Charts created using @@oGs Chart facility
This chapter co)ers images and diagrams. /ore detailed descriptions on wor6ing with drawing tools can be found in the Draw *%ide and 4mpress *%ide. ;nstructions on how to create charts are gi)en in the Calc *%ide.
Creating and editing images

You might create images %also called [picturesG in @pen@ffice.org' using a graphics program( scan them( or download them from the ;nternet %ma6e sure you ha)e permission to use them'( or use photos ta6en with a digital camera. .riter can import )arious )ector %line drawing' and raster %bitmap' file formats. The most common are ;9( ,# ( #! ( and 2/#. 1ee the -elp for a full list. 1ome things to consider when choosing or creating pictures include image Luality and whether the picture will be printed in color or blac6 and white %grayscale'. To edit photos and other bitmap images( use a bitmap editor. To edit line drawings( use a )ector drawing program. You do not need to buy e7pensi)e programs. @pen: source %and usually no:cost' tools such as imp %bitmap editor' and ;n6scape %)ector drawing program' are e7cellent. 9or many graphics( @@o 5raw is sufficient. These and many other programs wor6 on .indows( /acintosh @1 K( and $inu7. 9or best results&
Create images that ha)e the e7act dimensions reLuired for the document( or use an appropriate graphics pac6age to scale photographs and large drawings to the reLuired dimensions. 5o not scale images with .riter( e)en though .riter has tools for doing this( because the results might not be as clear as you would li6e. 5o any other reLuired image manipulation %brightness and contrast( color balance( cropping( con)ersion to grayscale( and so on' in a graphics pac6age( not in .riter( e)en though .riter has the tools to do a lot of these things too. ;f the document is meant for screen use only( there is no need to use high resolution images of *00 or more dpi %dots per inch'. /ost computer monitors wor6 at between ?2 and CH dpi( reducing the resolution %and the file si3e' has no negati)e impact on what is displayed but does ma6e .riter more responsi)e.
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Preparing images for black!and!white printing

;f color images are to be printed in grayscale( chec6 that any adMacent colors ha)e good contrast and print dar6 enough. Test by printing on a blac6:and:white printer using a grayscale setting. 2etter still& change the NmodeO of the image to grayscale( either in a photo editor or in .riter itself %see N raphics mode O on page 2EE'. 9or e7ample( the following diagram loo6s good in color. The circle is dar6 red and the sLuare is dar6 blue. ;n grayscale( the difference between the two is not so clear. + third element in the diagram is a yellow arrow( which is almost in)isible in grayscale.
Original drawing in color
Drawing printed in gra6scale
Changing the colors of the circle and the arrow impro)es the contrast and )isibility of the resulting grayscale image.
Original drawing in color
Drawing printed in gra6scale
;f the document will be a)ailable in blac6:and:white print only( a better result can often be obtained by choosing grayscale fills( not color fillsSand you donGt ha)e to guess and test to see if youG)e made good choices.
0dding images to a document

;mages can be added to a document in se)eral ways& by inserting an image file( directly from a graphics program or a scanner( or from the @@o allery.
'nserting an image file

.hen the image is in a file stored on the computer( you can insert it into an @@o document using either of the following methods.
Drag and drop

1' @pen a file browser window and locate the image you want to insert. 2' 5rag the image into the .riter document and drop it where you want it to appear. + faint )ertical line mar6s where the image will be dropped.
Chapter . Working with *raphics
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This method embeds %sa)es a copy of' the image file in the .riter document. To lin6 the file instead of embedding it( hold down the Control+!hift 6eys while dragging the image.
+nsert -icture dialog

1' Clic6 in the @@o document where you want the image to appear. 2' Choose +nsert > Pict!re > Fro File from the menu bar. *' @n the ;nsert #icture dialog( na)igate to the file to be inserted( select it( and clic6 Open. +t the bottom of the dialog are two options( Preview and )in5. 1elect Preview to )iew a thumbnail of the selected image on the right( so you can )erify that you ha)e the correct file. 1ee below for the use of )in5.
Fig%re 7 /. 4nsert pict%re dialog
&inking an image file

;f the )in5 option in the ;nsert picture dialog is selected( @@o creates a lin6 to the file containing the image instead of sa)ing a copy of the image in the document. The result is that the image is displayed in the document( but when the document is sa)ed( it contains only a reference to the image fileSnot the image itself. The document and the image remain as two separate files( and they are merged together only when you open the document again. $in6ing an image has two ad)antages and one disad)antage&
+d)antage $in6ing can reduce the si3e of the document when it is sa)ed( because the image file itself is not included. 9ile si3e is usually not a problem on a modern computer with a reasonable amount of memory( unless the document includes many large graphics filesP @@o can handle Luite large files. +d)antage You can modify the image file separately without changing the document because the lin6 to the file remains )alid( and the modified image will appear when you ne7t open the document. This can be a big ad)antage if you %or someone else( perhaps a graphic artist' is updating images.
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5isad)antage ;f you send the document to someone else( or mo)e it to a different computer( you must also send the image files( or the recei)er will not be able to see the lin6ed images. You need to 6eep trac6 of the location of the images and ma6e sure the recipient 6nows where to put them on another machine( so the document can find them. 9or e7ample( you might 6eep images in a subfolder named ;mages %under the folder containing the document'P the recipient of the file needs to put the images in a subfolder with the same name %under the folder containing the document'.
.hen inserting the same image se)eral times in the document it would appear beneficial to create lin6sP howe)er( this is not necessary as @@o embeds in the document only one copy of the image file.
Note
Embedding lin"ed images

;f you originally lin6ed the images( you can easily embed one or more of them later if you wish. To do so& 1' @pen the document in @pen@ffice.org and choose Edit > )in5s. 2' The Idit $in6s dialog shows all the lin6ed files. ;n the !o%rce file list( select the files you want to change from lin6ed to embedded. *' Clic6 the ,rea5 )in5 button. E' 1a)e the document.
oing the other way( from embedded to lin6ed( is not so easySyou must delete and reinsert each image( one at a time( selecting the )in5 option when you do so.
Note
Fig%re 7,0( #he 8dit 5inks dialog
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'nserting an image from the clipboard

"sing the clipboard( you can copy images into an @@o document from another @@o document and from other programs. To do this& 1' @pen both the source document and the target document. 2' ;n the source document( select the image to be copied. *' /o)e the mouse pointer o)er the selected image and press Control+C to copy the image to the clipboard. E' 1witch to the target document. 5' Clic6 to place the cursor where the graphic is to be inserted. H' #ress Control+? to insert the image.
Caution
;f the application from which the graphic was copied is closed before the graphic is pasted into the target( the image stored on the clipboard could be lost.
'nserting an image using a scanner

;f a scanner is connected to your computer( @@o can call the scanning application and inserted the scanned item into the @@o document as an image. To start this procedure( clic6 where you want the graphic to be inserted and select +nsert > Pict!re > Scan > Select So!rce. +lthough this practice is Luic6 and easy( it is unli6ely to result in a high:Luality image of the correct si3e. You may get better results by scanned material into a graphics program and cleaning it up there before inserting the resulting image into @@o.
'nserting an image from the 2allery

The allery pro)ides a con)enient way to group reusable obMects such as graphics and sounds that you can insert into your documents. The allery is a)ailable in all components of @@o. ;t does not come with many graphics( but you can add your own pictures or find e7tensions containing more graphics. The allery is e7plained in more detail in Chapter 11 % raphics( the allery( and 9ontwor6' in the *etting !tarted guide. 9or more about e7tensions( see Chapter 1? %Customi3ing .riter' in this boo6. This section e7plains the basics of inserting a allery image into a .riter document&
1' To open the allery( clic6 on the .aller* icon %located in the right side of the 1tandard toolbar' or choose Tools > .aller* from the menu bar. 2' !a)igate through the allery to find the desired picture. *' To insert the picture( clic6 and drag it from the allery into the .riter document. You can also right:clic6 on the picture and choose +nsert U /op*. 9igure 2H1 shows an e7ample of an image dragged from the allery.
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Fig%re 7,". 4nserting an image from the *aller6 2y default( the allery is doc6ed abo)e the .riter wor6space. To e7pand the allery( position the pointer o)er the line that di)ides it from the top of the wor6space. .hen the pointer changes to parallel lines with arrows( clic6 and drag downward. The wor6space resi3es in response. To e7pand the allery without affecting the wor6space( undoc6 it so it floats o)er the wor6space. To do so( hold down the Control 6ey and double:clic6 on the upper part of the allery ne7t to the =iew icons. 5ouble:clic6 in the same area while holding down the Control 6ey to doc6 it again %restore it to its position o)er the wor6space'. .hen the allery is doc6ed( to hide it and )iew the full .riter wor6space( clic6 the 1ide9Show button in the middle of the thin bar separating the allery from the wor6space. To close the allery( choose Tools > .aller* to unchec6 the the allery icon again. allery entry( or clic6 on
Modifying an image
.hen you insert a new image( you may need to modify it to suit the document. The placement of the picture relati)e to the te7t is discussed in N#ositioning graphics within the te7tO on page 252. This section describes the use of the #icture toolbar( resi3ing( cropping( and a wor6around to rotate a picture. .riter pro)ides many tools for wor6ing with images. These tools are sufficient for most peopleGs e)eryday reLuirements. -owe)er( for professional results it is generally better to use an image manipulation program such as ;/# to modify images %for e7ample( to crop( resi3e( rotate( and change color )alues' and then insert the result into .riter. ;/# is an open:source graphics program that can be downloaded from http&//www.gimp.org/downloads/.
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(sing the Picture toolbar

.hen you insert an image or select one already present in the document( the #icture toolbar appears. You can set it to always be present %%iew > Tool(ars > Pict!re'. #icture control buttons from the #icture toolbar can also be added to the 1tandard Toolbar. 1ee Chapter 1? %Customi3ing .riter' for more information. This toolbar can be either floating or doc6ed. 9igure 2H2 shows what the #icture toolbar loo6s li6e when it is floating. Two other toolbars can be opened from this one& the raphic 9ilter toolbar( which can be torn off and placed elsewhere on the window( and the Color toolbar( which opens as a separate floating toolbar. 9rom these three toolbars( you can apply small corrections to the graphic or obtain special effects.
0raphics mode
You can change color images to grayscale by selecting the image and then selecting .ra*scale from the raphics mode list.
!lip vertically or hori$ontally

To flip an image )ertically or hori3ontally( select the image( and then clic6 the rele)ant icon.
!ilters
Table 5 pro)ides a short description of the a)ailable filters( howe)er the best way to understand them is to see them in action. 9eel free to e7periment with the different filters and filters settings( remembering that you can undo all the changes by pressing Ctrl+A or >lt+:ackspace or by selecting Edit > Undo. 1 2 3 4 5 6 7 8
> @ B D F ? A C E >G >> >@ >B >D >F >? >A >C >E @G @> @@ @B @D @F From File Filter 3raphi s mode 'olor 4ransparen y Flip ,ori.ontally Flip 5erti ally 3raphi s )roperties $n/ert Smooth Solari.ation Aging 'har oal S-et h Relief 0osai )osteri.e )op Art Sharpen Remo/e Noise Red 3reen Blue Brightness 'ontrast 3amma
9 10 11 12 13 14 15 16
19 18 17 20 21 22 23 24 25
-ote:
raphics mode %*' can be 5efault( 2lac6/.hite( or .atermar6.
rayscale(
Fig%re 7,7. Pict%re tool&ar pl%s tear-off *raphic Filter tool&ar and floating Color tool&ar
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#olor
"se this toolbar to modify the indi)idual < 2 color components of the image %red( green( blue' as well as the brightness( contrast( and gamma of the image. ;f the result is not satisfactory( you can press Control+A to restore the default )alues. #a&le ( *raphic filters and their effects +con ,ame
;n)ert 1mooth 1harpen <emo)e noise 1olari3ation +ging #osteri3e #op +rt Charcoal <elief /osaic
Effect
;n)erts the color )alues of a color image or the brightness )alues of a grayscale image. 1oftens the contrast of an image. ;ncreases the contrast of an image. <emo)es single pi7els from an image. /imics the effects of too much light in a picture. + further dialog bo7 opens to adMust the parameters. 1imulates the effects of time on a picture. Can be applied se)eral times. + further dialog bo7 opens to adMust the aging le)el. /a6es a picture appear li6e a painting by reducing the number of colors used. /odifies the picture dramatically. 5isplays the image as a charcoal s6etch. + dialog bo7 is displayed to adMust the light source that will create the shadow and( hence( the relief effect. ,oins groups of pi7els into a single area of one color.
'ransparency
/odify the percentage )alue in the #ransparenc6 bo7 on the #icture toolbar to ma6e the image more transparent. This is particularly useful when creating a watermar6 or when wrapping the image in the bac6ground.
(sing the formatting toolbar and Picture dialog

.hen an image is selected( you can customi3e some aspects of its appearance using the tools a)ailable on the 9ormatting toolbar %shown in 9igure 2H?' as well as in the dialog that is shown by right:clic6ing on the image and selecting Pict!re. You can( for e7ample( create a border around the image( selecting style and colorP or you can %in the ,orders page of the #icture dialog' add a shadow to the image.
7+
Cropping images
.hen you are only interested in a section of the image for the purpose of your document( you may wish to crop %cut off' parts of it. The user interface offered in .riter for cropping an image is not )ery friendly( so it may be a better choice to use a graphics pac6age.
;f you crop an image in .riter( the picture itself is not changed. ;f you e7port the document to -T/$( the original image is e7ported( not the cropped image.
Note
To start cropping the image( right:clic6 on it and select Pict!re from the pop:up menu. ;n the #icture dialog bo7( select the /rop page.
Fig%re 7,3( #he options a'aila&le when cropping a pict%re ;n the Crop page( you can control the following parameters& Leep scale 4 Leep image si7e .hen <eep scale is selected %default'( cropping the image does not change the scale of the picture. .hen <eep i age si0e is selected( cropping produces enlargement %for positi)e cropping )alues'( shrin6ing %for negati)e cropping )alues'( or distortion of the image so that the image si3e remains constant. &eft< ight< Top< and 9ottom The image is cropped by the amount entered in these bo7es. 9or e7ample( a )alue of 3c in the 5eft bo7 cuts * cm from the left side of the picture.
.hen <eep scale is selected( the si3e of the image also changes( so in this e7ample the width will be reduced by * cm. .hen <eep i age si0e is selected( the remaining part of the image is enlarged %when you enter positi)e )alues for cropping' or shrun6 %when you enter negati)e )alues for cropping' so that the width and height of the image remains unchanged.
7+,
Width and 1eight The Width and Geight fields under either !cale or 4mage si<e change as you enter )alues in the $eft( <ight( Top( and 2ottom fields. "se the thumbnail ne7t to these fields to determine the correct amount by which to crop.
esi7ing an image
The inserted image might not fit perfectly into the document if it is too big or too small. ;n these cases you can use .riter to resi3e the image. 1' Clic6 the picture( if necessary( to show the green resi3ing handles. 2' #osition the pointer o)er one of the green resi3ing handles. The pointer changes shape gi)ing a graphical representation of the direction of the resi3ing. *' Clic6 and drag to resi3e the picture. E' <elease the mouse button when satisfied with the new si3e. The corner handles resi3e both the width and the height of the graphic obMect simultaneously( while the other four handles only resi3e one dimension at a time.
To retain the original proportions of the graphic( !hift+click one of the corner handles( then drag. 2e sure to release the mouse button (efore releasing the !hift 6ey.
Tip
2e aware that re:si3ing a bit:mapped %raster' image will ad)ersely affect the resolution( causing some degree of blurring. ;t is better to e7ternally si3e your picture correctly before insertion into your presentation( if possible. 9igure 2HE shows three e7amples of an image inserted into a document and resi3ed.
Fig%re 7,+. #hree e9amples of resi<ed images@ pl%s the original image
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9or more accurate resi3ing( use either the /rop page of the #icture dialog bo7 %9igure 2H*' or( for images( the T*pe page of the #icture dialog bo7. @n the /rop page you can either adMust the following settings or use the settings in the Crop section as described on page 2EH.
Scale 'idth and 1eight& specify in percentages the scaling of the picture. The si3e of the image changes accordingly. 9or a scaled resi3ing( both )alues should be identical. + age si0e& specify the si3e of the image in your preferred unit of measurement. The image enlarges or shrin6s accordingly. Original si0e button& when clic6ed( restores the image to its original si3e.
;n the T*pe page of the #icture dialog bo7( select the $elative option to toggle between percentage and actual dimension. 9or a scaled resi3ing( select the <eep ratio option. +s for the /rop page( clic6ing on the Original Si0e button restores the original image si3e.
otating a picture
.riter does not pro)ide a tool for rotating a pictureP howe)er( there is a simple wor6around& 1' @pen a new Draw or 4mpress document %File > -ew > Drawing or File > -ew > Presentation'. 2' ;nsert the image you want to rotate. You can use any of the mechanisms described in N+dding images to a documentO on page 2*C( although there are some slight )ariations in the position of the menu entries and icons. *' 1elect the image( then in the 5rawing toolbar %shown by default at the bottom of the window in ;mpress and 5raw'( select the $otate icon from the
Effects tear:off toolbar . E' <otate the image as desired. "se the red handles at the corners of the picture and mo)e the mouse in the direction you wish to rotate. 2y default the picture rotates around its center %indicated by a blac6 crosshair'( but you can change the pi)ot point by mo)ing the blac6 crosshair to the desired rotation center.
Tip
To restrict the rotation angle to multiples of 15 degrees 6eep the !hift 6ey pressed while rotating the image.
5' 1elect the rotated picture by pressing Ctrl+>( then copy the image to the clipboard with Ctrl+C. H' 9inish by going bac6 to the location of the .riter document where the image is to be inserted and pressing Ctrl+?.
-ther settings
The #icture dialog bo7 %9igure 2H*' consists of eight pages. The Crop page was described on page 2EH( while the use of the Type and the .rap pages is e7plained in N#ositioning graphics within the te7tO on page 252. The other pages ser)e the following purposes&
Options& use this page to gi)e the picture a descripti)e name %as you want it to appear in the !a)igator'( display alternati)e te7t when the mouse ho)ers o)er the picture( and protect some of the picture settings from accidental
7+.
changes. You can also pre)ent the picture from being printed by deselecting the corresponding option.
,orders& use this page to create borders around the picture. The 2orders dialog bo7 is the same as the one used for defining table or paragraph borders. You can also add a shadow to the image if so desired. ,ac5gro!nd& use this page to change the bac6ground color of the picture. This setting produces the desired results only for images with a transparent color. 1*perlin5& use this page to associate a hyperlin6 to the picture. you can also create an image map so that only certain areas of the picture respond to a mouse clic6 by opening the associated "<; %"niform <esource ;dentifier' in the default browser. /ore information on image maps can be found in the 4mpress *%ide. Pict!re& use this page to flip the picture as well as to display the original location of the file in case the image is lin6ed rather than embedded. 6acro& allows you to associate a macro to the picture. You can choose among the predefined macros or write your own.
)eleting a picture
To delete a picture& 1' Clic6 on the picture( to show the green resi3ing handles. 2' #ress Delete.
(sing Writer;s drawing tools

You can use .riterGs drawing tools to create graphics( such as simple diagrams using rectangles( circles( lines( te7t( and other predefined shapes. You can also group se)eral drawing obMects to ma6e sure they maintain their relati)e position and proportion. You can place the drawing obMects directly on a page in your document( or you can insert them into a frame. You can also use the drawing tools to annotate photographs( screen captures( or other illustrations produced by other programs( but this is not recommended because&
You cannot include images in a group with drawing obMects( so they may get out of alignment in your document. ;f you con)ert a .riter document to another format( such as -T/$( the drawing obMects and the graphics will not remain associatedP they are sa)ed separately.
;n general( if you need to create comple7 drawings( it is recommended to use @pen@ffice.org 5raw( which includes many more features such as layers( styles( and so on.
7+/
Creating drawing ob*ects

To begin using the drawing tools( display the 5rawing toolbar %9igure 2H5'( by clic6ing %iew > Tool(ars > Drawing. ;f you are planning to use the drawing tools repeatedly( you can tear off this toolbar and mo)e it to a con)enient place on the window.
2 @ B D
Sele t Line Re tangle 1llipse
F ? A C
Freeform Line 4e*t 'allouts Basi Shapes
I >G >> >@
Symbol Shapes Blo - arrows Flow harts 'allouts
>B >D >F >? >A
Stars )oints Fontwor- 3allery From File 1*trusion On/Off
Fig%re 7, . #he Drawing tool&ar To use a drawing tool& 1' Clic6 in the document where you want the drawing to be anchored. You can change the anchor later( if necessary. 2' 1elect the tool from the 5rawing toolbar %9igure 2H5'. The mouse pointer changes to a drawing:functions pointer . *' /o)e the cross:hair pointer to the place in the document where you want the graphic to appear and then clic6:and:drag to create the drawing obMect. <elease the mouse button. The selected drawing function remains acti)e( so you can draw another obMect of the same type. E' To cancel the selected drawing function( press the 8sc 6ey or clic6 on the Select icon %the arrow' on the 5rawing toolbar. 5' You can now change the properties %fill color( line type and weight( anchoring( and others' of the drawing obMect using either the 5rawing @bMect #roperties toolbar %9igure 2HH' or the choices and dialog bo7es reached by right:clic6ing on the drawing obMect.
%et or change properties for drawing ob*ects

To set the properties for a drawing obMect before you draw it& 1' @n the 5rawing toolbar %9igure 2H5'( clic6 the Select tool. 2' @n the 5rawing @bMect #roperties toolbar %9igure 2HH'( clic6 on the icon for each property and select the )alue you want for that property. *' 9or more control( or to define new attributes( you can clic6 on the :rea or )ine icons on the toolbar to display detailed dialog bo7es. The default you set applies to the current document and session. ;t is not retained when you close the document or close .riter( and it does not apply to any other document you open. The defaults apply to all the drawing obMects e7cept te7t obMects.
7 0
> Line @ Arrow Style B Line Style D Line Width
F Line 'olor ? Area A Area Style / Filling C Rotate
E 4o Foreground >G 4o Ba -ground >> Bring to Front >@ Send to Ba -
>B Alignment >D 'hange An hor >F +ngroup >? 3roup
Fig%re 7,,. Drawing O&Iect Properties tool&ar To change the properties for an e7isting drawing obMect& 1' 1elect the obMect. 2' Continue as described abo)e. You can also specify the position and si3e( rotation( and slant and corner radius properties of the drawing obMect& 1' <ight:clic6 on the drawing obMect and then clic6 #osition and 1i3e from the pop:up menu. The Position and !i<e dialog bo7 is displayed. 2' Choose any properties( as reLuired.
esi7ing a drawing ob*ect

The same considerations for resi3ing an image apply also to resi3ing an obMect. 1elect the obMect( clic6 on one of the eight handles around it and drag it to its new position. 9or a scaled resi3ing( select one of the corner handles and 6eep the !hift 6ey pressed while dragging the handle to its new position. 9or more sophisticated control of the si3e of the obMect( select For at > O(7ect > Position and Si0e from the menu bar. "se the #osition and 1i3e dialog bo7 to set the width and height independently. ;f the <eep ratio option is selected( then the two dimensions change so that the proportion is maintained( allowing for a scaled resi3ing.
2rouping drawing ob*ects

To group drawing obMects& 1' 1elect one obMect( then hold down the !hift 6ey and select the others you want to include in the group. The bounding bo7 e7pands to include all the selected obMects. 2' .ith the obMects selected( ho)er the mouse pointer o)er one of the obMects and choose For at > .ro!p > .ro!p from the menu bar or right:clic6 and choose .ro!p > .ro!p from the pop:up menu.
Note
You cannot include an embedded or lin6ed graphic in a group with drawing obMects.
7 "
Positioning graphics within the te#t

.hen you add a graphic to a te7t document( you need to choose how to position it with respect to the te7t and other graphics. The positioning of graphics is often rather time:consuming and may be )ery frustrating for both ine7perienced and e7perienced users. +s .riter is a word processor rather than a des6top publishing program( there are some limitations to the fle7ibility in positioning images and it ta6es time to get things e7actly as you would li6e them. #ositioning of a graphic is controlled by four settings&
>rrangement refers to the placement of a graphic on an imaginary )ertical a7is. +rrangement controls how graphics are stac6ed upon each other or relati)e to the te7t. >lignment refers to the )ertical or hori3ontal placement of a graphic in relation to the chosen anchor point. >nchoring refers to the reference point for the graphics. This point could be the page( or frame where the obMect is( a paragraph( or e)en a character. +n image always has an anchor point. #e9t wrapping refers to the relation of graphics to the surrounding te7t( which may wrap around the graphic on one or both sides( be o)erprinted behind or in front of the graphic( or treat the graphic as a separate paragraph or character.
The settings can be accessed in a number of ways( depending on the nature of the graphics&
9rom the For at menu( where you can find :lign ent( :rrange( 'rap= and :nchor %both for images and drawing obMects'. 9rom the pop:up menu displayed when you right:clic6 on the graphic. 9rom the @bMect toolbar shown in 9igure 2H?. 9or images( from the #6pe and Wrapping pages of the #icture dialog bo7. !ote that you cannot control the arrangement using the dialog bo7. To open the #icture dialog bo7( clic6 on the image to select it and then choose For at > Pict!re or right:clic6 on the graphic and choose Pict!re on the pop:up menu. 9or drawing obMects( from the Position and !i<e page of the #osition and 1i3e dialog bo7. To open the #osition and 1i3e dialog bo7( clic6 on the drawing obMect to select it and then choose For at > O(7ect > Position and Si0e or right:clic6 on the graphic and choose Position and Si0e on the pop:up menu. !ote that you can only control the alignment and anchoring.
> Apply Style @ Wrap Off B )age Wrap D Wrap 4hrough F Align Left
? 'enter ,ori.% A Align Right C 4op E 'enter >G Bottom
>> Borders >@ Line Style >B Line 'olor 6of border7 >D Ba -ground 'olor >F Frame )roperties
>? Bring to Front >A Send to Ba >C 'hange An hor >E Lin- Frames @G +nlin- Frames
Fig%re 7,-. O&Iect tool&ar (graphical control of positioning for images)
7 7
0rranging graphics
+rranging a graphic obMect means to determine its )ertical position relati)e to other graphic obMects or te7t. +rranging is only rele)ant when obMects are o)erlapping. You can choose between four settings( plus a special setting for drawing obMects& 9ring to Front #laces the graphic on top of any other graphics or te7t. 9ring Forward 2rings the graphic one le)el up in the stac6 %3:a7is'. 5epending on the number of o)erlapping obMects( you may need to apply this option se)eral times to obtain the desired result. %end 9ackward The opposite of 2ring 9orwardP sends the selected graphic one le)el down in the obMect stac6. %end to 9ack 1ends the selected graphic to the bottom of the stac6( so that other graphics and te7t co)er it. To 9ackground 4 To Foreground @nly a)ailable for drawing obMectsP mo)es the drawing obMect behind or in front of the te7t respecti)ely.
0nchoring graphics
You can anchor graphics as a character or to a page( paragraph( or character. You can also place graphics in a frame and anchor the frame to a page( paragraph( or character. .hich method you choose depends on what you are trying to achie)e. -ere are the ways you can anchor graphics or drawing obMects& To Page The graphic 6eeps the same position in relation to the page margins. ;t does not mo)e as you add or delete te7t or other graphics. This method is useful when the graphic does not need to be )isually associated with a particular piece of te7t. ;t is often used when producing newsletters or other documents that are )ery layout intensi)e( or for placing logos in letterheads.
Caution
;f you plan to use a document within a master document( do not anchor graphics To Page because the graphics will disappear from the master document. 1ee Chapter 1* %.or6ing with /aster 5ocuments' for more information.
To Paragraph The graphic is associated with a paragraph and mo)es with the paragraph. ;t may be placed in the margin or another location. This method is useful as an alternati)e to a table for placing icons beside paragraphs. To Character The graphic is associated with a character but is not in the te7t seLuence. ;t mo)es with the paragraph but may be placed in the margin or another location.
7 3
This method is similar to anchoring to a paragraph but cannot be used with drawing obMects. 0s Character The graphic is placed in the document li6e any other character and( therefore( affects the height of the te7t line and the line brea6. The graphic mo)es with the paragraph as you add or delete te7t before the paragraph. This method is useful for 6eeping screenshots in seLuence in a procedure %by anchoring them as a character in a blan6 paragraph' or for adding a small %inline' icon in seLuence in a sentence. To Frame ;f the graphic has been placed in a frame( you can anchor the graphic in a fi7ed position inside the frame. The frame can then be anchored to the page( a paragraph( or a character( as reLuired.
0ligning graphics
@nce you ha)e established the anchor point of the graphic( you can decide the position of the graphic relati)e to this anchor& this is called aligning the graphics. Choose from si7 options& three for aligning the graphic hori3ontally %left( center( right' and three for aligning the graphic )ertically %top( center( bottom'. -ori3ontal alignment is not a)ailable for images anchored as character. 9or finer control of the alignment( use the #osition options on the Type page of the #icture dialog bo7( shown in 9igure 2HF.
Fig%re 7,.( Fine t%ning the alignment 9or both the hori3ontal and )ertical position( start by pic6ing the reference point in the right hand side drop down menu( then select in the first drop down menu among )eft( $ight or /enter. ;f you select the )alue Fro left %or Fro top for the )ertical positioning' you can specify the amount in your selected unit of measurement. ;n the e7ample in 9igure 2HF( the upper:left corner of the image will be placed at * cm from the left margin of the page hori3ontally and on the top margin )ertically.
Wrapping te#t around graphics

The .rap setting determines the relation between the te7t and the graphic. 1e)eral possibilities are pro)ided& No Wrap .ith this option the te7t is placed abo)e and below the image but not around it. This is the wrapping type used for most of the figures in this guide.
7 +
Page Wrap or -ptimal Page Wrap The te7t flows around the image. /o)ing the image around the page causes the te7t to be rearranged to fill the space to the left and right of it. Opti al Page 'rap pre)ents te7t from being placed to the side of the image if the spacing between the image and the margin is less than 2 cm. Wrap Through 1uperimposes the image on the te7t. That is( the image is a&o'e the te7t. This option must be used in conMunction with the image:transparency setting in order to ma6e the te7t under the picture )isible. 'n 9ackground 1imilar to 'rap Thro!gh( but the image is placed &elow the te7t so there may be no need to change the transparency to ma6e the te7t )isible.
Note
The -o 'rap option found in the pop:up menu of a picture is eLui)alent to the 'rap Off menu item in the For at > 'rap menu.
The wrap format is normally selected after the anchoring and the alignment of the picture ha)e been decided. To set the position of an image to the the desired wrap format( follow these steps& 1' 1elect a graphic by clic6ing on it. 2' <ight:clic6 to display the pop:up menu and mo)e the mouse pointer to 'rap to display the a)ailable wrap formats. +lternati)ely you can select For at > 'rap from the main menu. *' 1elect the desired wrap format.
.hen anchoring a graphic as character( you can only adMust the distance between the image and the te7t( but no wrapping option is displayed.
Note
To fine tune the wrapping options( open the #icture dialog bo7 and select the .rap page shown in 9igure 2HC. 9or images you can open this dialog bo7 by selecting For at > Pict!re from the main menu or right:clic6 and select Pict!re from the pop:up menu. 9or drawing obMects( you can access the 'rap page by selecting For at > 'rap > Edit in the main menu or right:clic6 and select 'rap > Edit from the pop:up menu. This page is di)ided into three sections. ;n the top part you can select among the wrap types mentioned abo)e( plus two additional wrap formats that pre)ent the te7t from filling the area to the left %:fter' or to the right %,efore' of the picture. "se the !pacing section of the page to adMust the spacing between the image and the te7t. The contents of the Options section of the page may change depending on the selected wrap format.
Fig%re 7,/( #he ad'anced wrap format options First paragraph Chec6 this bo7 if you want @@o to start a new paragraph after the image e)en if it could still wrap around the image. 'n background This option becomes a)ailable if Thro!gh 'rap is selectedP it mo)es the image in the bac6ground. Contour .raps the te7t around a custom contour rather than around the edge of the picture. This option is only a)ailable for #age or @ptimal #age .rap. -utside only 9orces the te7t to wrap on the outside of the image( e)en if the contour contains open areas within the shape.
Editing the contour

This option is only a)ailable for image wrapping. ;f you select wrapping around a drawing obMect( @@o automatically creates a contour. You can access the Contour Iditor by selecting For at > 'rap > Edit /onto!r or from the right:clic6 menu The dialog bo7 of 9igure 2?0 opens with the image loaded in the main window. "se the tools to draw the region of the image you do not want to be co)ered by the te7t such area will be shaded. 1ome familiarity with drawing tools is reLuired to create comple7 contoursP howe)er( in most circumstances there is no need for high accuracy. 9igure 2?0 shows the actual contour used for NI7ample 2& simple contour wrapping in actionO and as you can see the shape of the line around the edge of the sphere is far from perfect. .hen you are done( clic6 on the :ppl* button to sa)e the contour. ;f you are not satisfied with the result( you can select the contour line and press the Delete 6ey to
7 ,
restart. You can also undo the pre)ious steps or you can select the Edit Points button and adMust the contour shape point by point. 9or simple images( the :!to/onto!r button does a decent Mob. ;f the contour has to be drawn around an area with the same or a similar color( you can select this region using the eyedropper. 1elect this tool( then clic6 on a point in the image ha)ing the desired color. @@o automatically selects all the points which ha)e the same or a similar color. The similarity le)el can be changed by modifying the )alue in the tolerance bo7 %100g Z perfect match'.
Note
.hile all the positioning techniLues discussed in this section apply eLually to frames( contour wrapping is not possible.
Fig%re 7-0( #he Conto%r 8ditor in action
Example 3) page wrapping

9igure 2?1 shows an e7ample of page wrapping in action.
Image anchor Spacing image to text
Margin to image distance

Fig%re 7-"( 89ample of image with Page Wrap formatting
7 -
The process to obtain this is the following& 1' ;nsert the image into the document( then anchor it to the first paragraph. To mo)e the anchor( select the image and mo)e it until the anchor symbol is at the beginning of the paragraph. 5o not worry about the position as that will be fi7ed in the ne7t step. 2' +lign the image so that the left margin of the image is in line with the paragraph indentation. This can be done with the mouse or using the ad)anced settings. ;n the e7ample( the image is placed 1 cm from the left margin. *' Change the wrap to #age .rap. ;t starts out @4P howe)er( there is still too little space between the image and the te7t. To correct it( access the .rap page of the #icture dialog bo7 and set the gap between the image and te7t to 0.2 cm in the Right and :ottom bo7es. E' The last touch is to change the position so that the image is below the first line of the paragraph. +gain( you can use the mouse to drag the image or use the ad)anced settings( which reLuire a bit of trial and error. The line height used in this guide0.?5 cm from the top margin of the paragraph is a good )alue.
Example 8) simple contour wrapping in action

;n this e7ample we again apply page wrapping as in e7ample 1( enabling this time the contour option. .e will wor6 on an image and on a drawing obMect as the contour option wor6s slightly differently in the two cases.
Fig%re 7-7( 4mage and drawing o&Iect with conto%r wrapping The e7ample of 9igure 2?2 has been built following the steps below( which you can use to practice. 1' Create some te7t %a )ery Luic6 way to do that is to use the dummy te7t +utoTe7t. That is( type 5T and then press the F3 6ey'.
7 .
2' ;nsert an image of your choice and anchor it to the first paragraph. +dMust the alignment as desired then change the wrap type to #age .rap. *' <ight:clic6 on the picture to select the option 'rap > /onto!r( then right: clic6 again and select 'rap > Edit /onto!r from the pop:up menu. E' "se the techniLue discussed in NIditing the contourO on page 25H to create a custom contour and clic6 :ppl*. ;f needed( adMust the spacing between the edge of the image and the te7t. 5' ;nsert an +uto1hape of your choice %a rotated triangle in the e7ample' and proceed as in step 2 abo)e. H' Inable the contour wrap by selecting For at > 'rap > /onto!r from the main menu. +s discussed pre)iously( @@o automatically generates the contour. You may need to adMust the distance between the drawing obMect and the te7t.
Example 4) Wrap 'hrough and +n 6ac"ground

This e7ample shows how to use an image as a watermar6 by wrapping it through the te7t and adMusting the transparency. This is not the best way to create watermar6s and it is presented here only for its illustration purposes. ;f you need to create a watermar6( it is best to use a 9ontwor6s obMect wrapped in the bac6ground. The .rap Through option inserts an image o)erlapping the te7t which as a result will be hidden. To ma6e the te7t appear( change the transparency of the pictureP although the words under the image become )isible( they may be difficult to read and will appear lighter than the rest of the te7t. To reproduce the e7ample of 9igure 2?* create some dummy te7t( then insert the image of your choice. +nchor the image %to the page in the e7ample' and select the wrap through option from the For at > 'rap menu or right:clic6ing on the image and selecting 'rap > 'rap Thro!gh from the pop:up menu. /o)e the image into the desired position. The #icture toolbar should be displayed when the image is selected. Change the transparency to a suitable )alue %in the e7ample this is E0g' so that the te7t can be read. ;n the e7ample( a shadow effect is applied to the te7t %For at > /haracter then select !hadow in the Font 8ffects page'.
Fig%re 7-3( #ransparent image added o'er the te9t You can obtain a better result if you set a graphicGs wrap to 4n :ackgro%nd. ;n this case all the te7t will be clearly readable( with characters that ha)e the same intensity as long as the bac6ground is not too dar6. +lso in this case you may want to adMust the transparency of the image.
Chapter . Working with *raphics 7 /
0dding captions to graphics

You can add captions to graphics in three ways& automatically( by using the Caption dialog bo7( or manually.
0dding captions automatically

You can set up @@o to add captions automatically whene)er you insert a graphic( a table( or other obMects into a document. You can choose which obMects are captioned automatically( what the seLuence name is for each caption %for e7ample( NTableO or N;llustrationO'( and the position of the caption. To set up automatic captions& 1' Clic6 Tools > Options. @n the Options dialog bo7( clic6 on the + sign ne7t to @pen@ffice.org .riter to show a list of options. 2' 1elect :!to/aption. !ow you can see se)eral choices at the right of the dialog bo7 for adding captions automatically. *' Choose which obMects you want to be automatically captioned and specify the characteristics of the captions. 9or more information( see N+utoCaption optionsO in Chapter 2 %1etting up .riter'. .hen you insert a graphic( if automatic captioning is enabled( the graphic is placed in a frame along with a caption containing the default seLuence name for graphicsi;llustration. #osition the cursor in the caption area and type the te7t for the caption. You can change the seLuence name by selecting one from the drop:down Category list.
You can specify where to place an automatic caption for any obMect e7cept a pictureP picture captions can only be automatically placed below the picture. ;f you need a caption abo)e the picture %for e7ample( for data plots in scientific publications'( you must add the captions manually( as described in N+dding captions manuallyO on page 2H2.
Note
+ common seLuence nameS9igureSis not one of the names pro)ided& S-one>( Drawing( +ll!stration( Ta(le( and Text. ;f you want the name N9igureO or any other custom name for your graphics( do the following&
1' @pen the Options N OpenOffice.org 'riter N :!to/aption dialog bo7( as described abo)e.
Tip
2' ;n the >dd captions a%tomaticall6 when inserting section( select OpenOffice.org 'riter Pict!re. This acti)ates the Caption area in the dialog bo7 for pictures %graphics'. *' "nder the Categor6 drop:down list( enter the name that you want added %say( ,ig&re'( by o)erwriting any seLuence name in the list. %@)erwriting a term does not delete it from the drop:down list.' You can also set some options for the number style and for a separator between the name and the number( if desired. Clic6 O< to sa)e the changes.
7,0
(sing the Caption dialog bo#

To add captions using the Caption dialog bo7& 1' ;nsert the graphic( then select it and clic6 +nsert > /aption. 2' "nder Properties on the Caption dialog bo7 %9igure 2?E'( ma6e your selections for the Categor6( ;%m&ering( and !eparator fields %+ll!stration( :ra(ic (2 C 3"( and a colon %:'( respecti)ely( for the e7ample in 9igure 2?E and type your caption te7t in the Caption te7t bo7 at the top. .hate)er te7t you enter for the caption appears in the bo7 at the bottom( after the seLuence name( number( and separator. *' Clic6 O<. The graphic and its caption are placed in a frame( as shown in 9igure 2?5.
Tip
;n the Category bo7( you can type any name you want( for e7ample( 9igure. @@o will create a numbering seLuence using that name.
Fig%re 7-+. Defining the caption for an ill%stration
Illustration 1. An example
Fig%re 7- . >n e9ample of a graphic and its caption contained in a frame. #he o%ter &o9 shows the edge of the frameH this &order is normall6 set to &e in'isi&le.
-verriding the default positioning of captions

The default positioning for picture captions is :elow( and that position cannot be changed using the Caption dialog. -owe)er( you can o)erride the positioning manually( as follows& 1' 9ollow the instructions in N"sing the Caption dialog bo7O abo)e to create the caption.
Chapter . Working with *raphics 7,"
2' <ight:clic6 on the picture %not the frame surrounding picture and caption' and ma6e sure that :nchor > To paragraph is selected. *' $eft:clic6 on the picture and drag it below the caption.
Tip
You may wish to adMust the spacing abo)e and below the caption te7t( to fine:tune the appearance of the picture and its caption.
0dding captions manually

;f you need to sa)e as Q.doc files or e7port in other formats( you may find that captions applied as described abo)e %either automatically or using the Caption dialog bo7' are lost during the e7port. To a)oid e7port problems( or as another way to put captions abo)e pictures or below them %the usual case'( you can add a caption manually( in either of two ways&
#lace the graphic and its caption in separate paragraphs. "se a table.
-lace the graphic and its caption in separate paragraphs

;nsert the graphic and anchor it to its paragraph as a character. #ress 8nter to create a new paragraph for the caption. 1' ;n the caption paragraph( type( for e7ample( ,ig&re and add a space. 2' To insert the figure number automatically( clic6 +nsert > Fields > Other %Control + F7' and select the =ariables tab. *' 1elect -! (er range in the #6pe list. 1elect Fig!re in the 1election list and choose( for e7ample( :ra(ic (2 C 3" in the 9ormat drop:down list. Clic6 the +nsert button. E' + number will appear after the word N9igureO in the caption. !ow( type the te7t of the caption.
;f you are manually adding captions to a lot of figures using this method( you might want to ma6e an +utoTe7t entry containing( for e7ample( ,ig&re and a space( the figure:number field( and an optional separator and a space after it.
Tips
To ensure the picture and its caption stay together on the page& if the picture is going abo)e the caption( define the te7t flow of the 9igure paragraph style as <eep with next paragraph and the ne7t style as /aption. Con)ersely( if the caption is going abo)e( define the Caption paragraph style as <eep with next paragraph and the ne7t style as Fig!re.
(se a table
Create a one:column( two:row table. #lace the picture in one row and type the caption in the other rowSor use two or more rows for the caption and other te7t. This method can be especially useful for pictures with numbered legends( such as 9igure 2H? in this chapter.
7,7
Creating an image map

+n image map defines areas of an image %called hotspots' with hyperlin6s to web addresses( other files on the computer( or parts of the same document. -otspots are the graphic eLui)alent of te7t hyperlin6s %described in Chapter 12'. Clic6ing on a hotspot causes @@o to open the lin6ed page in the appropriate program %for e7ample( the default browser for an -T/$ pageP @@o Calc for a .@51 fileP a #59 )iewer for a #59 file'. You can create hotspots of )arious shapes and include se)eral hotspots in the same image. To use the image map editor& 1' ;n your @@o document( select the picture where you want to define the hotspots. 2' Choose Edit > + age6ap from the menu bar. The ;mage/ap Iditor opens. *' "se the tools and fields in the dialog %described on the ne7t page' to define the hotspots and lin6s necessary. E' Clic6 the :ppl* icon to apply the settings.
5' .hen done( clic6 the Save icon to sa)e the imagemap to a file( then clic6 the T in the upper right corner to close the dialog.
Fig%re 7-,( #he dialog to create or edit an image map The main part of the dialog shows the image on which the hotspots are defined. + hotspot is identified by a line indicating its shape. The toolbar at the top of the dialog contains the following tools&
:ppl* button& clic6 this button to apply the changes. )oad= Save= and Select icons.
7,3
Tools for drawing a hotspot shape& these tools wor6 in e7actly the same way as the corresponding tools in the 5rawing toolbar. Edit( 6ove( +nsert( Delete Points& ad)anced editing tools to manipulate the shape of a polygon hotspot. 1elect the Idit #oints tool to acti)ate the other tools. :ctive icon& toggles the status of a selected hotspot between acti)e and inacti)e. 6acro& associates a macro with the hotspot instead of Must associating an hyperlin6. Properties& sets the hyperlin6 properties and adds the !ame attribute to the hyperlin6. :ddress: the address pointed by the hyperlin6. You can also point to an anchor in a documentP to do this( write the address in this format& file-.../pat'0.d c&!ent1na!e2anc' r1na!e Text& type the te7t that you want to be displayed when the mouse pointer is mo)ed o)er the hotspot. Fra e: where the target of the hyperlin6 will open& pic6 among Rblan6 %opens in a new browser window'( Rself %opens in the acti)e browser window'( Rtop or Rparent.
The )alue Rself for the target frame will wor6 Must fine in the )ast maMority of occasions. ;t is therefore not recommended to use the other choices unless absolutely necessary.
2elow the toolbar( specify for the selected hotspot&
Tip
0dding an image to the 2allery

You may wish to add to the allery any images that you use freLuently( for e7ample( a company logo. You can then )ery easily insert these graphics into a document later. To add images to the allery( proceed as follows& 1' @pen the allery. 2' 1elect the theme where you want to add images( or you can create a new theme. !ote that you can add images only to N/y ThemeO or to any other theme that you ha)e createdP these are indicated by a green icon in the list of themes. You cannot add images to the built:in themes( indicated by an icon of another color. To create a new theme& a' Clic6 the -ew The e button abo)e the list bo7 of Themes. The #roperties of !ew Theme dialog bo7 opens( which is similar to the one shown in 9igure 2??. b' 1elect the .eneral tab %not shown' and type a name for the new theme in the te7t bo7. c' 1elect the Files tab( s6ip step *( and continue with step E. *' <ight:clic6 on the desired theme and select Properties in the pop:up menu. This displays a window from which to select the files to be added.
7,+
Fig%re 7--. *aller6 properties dialog &o9 E' @n the Files page( clic6 the Find Files button. The 1elect path dialog bo7 opens. 5' You can enter the path for the fileGs directory in the Path te7t bo7( or you can na)igate to locate the fileGs directory. "se the File t6pe drop:down list to help limit the search. H' Clic6 the Select button to start the search. + list of graphic files is then displayed in the window. You can use the 9ile type filter again to further limit the search. ?' 1elect the files to add. To select more than one file( hold the Control 6ey down while you clic6 on each file. F' 9inally( clic6 :dd. C' .hen you ha)e finished wor6ing with the to close it. allery( you can clic6 on its icon
Note
This procedure assumes that the graphic files for the themes already e7ist. You may need to import some graphics or to create your own onto your computer if the e7isting files are insufficient. 1imilar to the file search function on )arious operating systems( Find Files searches for graphic files in any subfolders of the directory selected in step 5.
Note
7,
Chapter Working with Ta+$e"
7,,
'ntroduction
Tables are a useful way to organi3e and present large amounts of information( for e7ample&
Technical( financial( or statistical reports. #roduct catalogs showing descriptions( prices( characteristics( and photographs of products. 2ills or in)oices. $ists of names with address( age( profession( and other information.
Tables can often be used as an alternati)e to spreadsheets to organi3e materials. + well:designed table can help readers understand better what you are saying. .hile you would normally use tables for te7t or numbers( you could put other obMects( such as pictures( in cells. Tables can also be used as a page:layout tool to position te7t in areas of a document instead of using se)eral #a& characters. 9or e7ample( the descriptions under 9igure 2C0 were created in a table with in)isible borders. +nother( perhaps better e7ample would be in headers and footers to support independent positioning of different elements( such as page number( document title etc. This use of tables is described in Chapter E %9ormatting #ages'.
Creating a table
2efore you insert a table into a document( it helps to ha)e an idea of the )isual result you want to obtain as well as an estimate of the number of rows and columns reLuired. I)ery parameter can be changed at a later stageP howe)er( thin6ing ahead can sa)e a large amount of time as changes to fully formatted tables often reLuire a significant effort.
'nserting a new table

To insert a new table( position the cursor where you want the table to appear( then use any of the following methods to open the ;nsert Table dialog bo7&
9rom the main menu( choose Ta(le > +nsert > Ta(le. #ress Control+F"7. 9rom the 1tandard toolbar( clic6 the Ta(le icon
-ere you can specify the properties for the new table. "nder ;ame( you can enter a different name than the @@o:generated default for the table. This might come in handy when using the !a)igator to Luic6ly Mump to a table. "nder !i<e( specify the initial number of columns and rows for the new table. You can change the si3e of the table later( if necessary.
Chapter / Working with #a&les
7,-
Fig%re 7-.( 4nserting a new ta&le %sing the 4nsert #a&le dialog &o9 "nder Options( set up the initial table characteristics. 1electing the options in this section of the dialog produces the following results&
1eading 5efines the first row%s' in the table as headings. The default #a&le Geading paragraph style is applied to the heading rows and thus ma6es the te7t centered( bold( and italic. You can edit the @@o:predefined #a&le Geading paragraph style in the 1tyles and 9ormatting window to change these default settings. .hen splitting a table into two tables( the -eading row%s' are copied in the second table. $epeat heading <epeats the heading row%s' of the table at the top of subseLuent pages if the table spans more than one page. #he first ... rows 1pecifies the number of rows to be repeated. 5efault is 1. Don>t split ta(le #re)ents the table from spanning more than one page. This can be useful if the table starts near the end of a page( and would loo6 better if it were completely located on the following page. ;f the table becomes longer than would fit on one page( you will need to either deselect this option or manually split the table. ,order 1urrounds each cell of the table with a border. This border can be modified or deleted later.
The :!toFor at button opens a dialog bo7 from which you can select one of the many predefined table layouts. 1ee N+utomatic formatting of tablesO on page 2F5 for more information. +fter ma6ing your choices( clic6 O<. .riter creates a table as wide as the te7t area %from the left page margin to the right page margin'( with all columns the same width and all rows the same height. You can then adMust the columns and rows later to suit your needs.
To directly insert a table with the default properties( clic6 on the little arrow ne7t to the Table icon on the 1tandard toolbar. + graphic appears where you can choose the tableGs si3e %rows and columns'. To create the table( clic6 on the cell that you want to be on the last row of the last column. -olding down the mouse button o)er the Table icon will also display the graphic.
Tip
7,.
Creating nested tables

You can create tables within tables( nested to a depth only limited by imagination and practicality. 9igure 2?C demonstrates a simple( two:le)el e7ample. To achie)e this( simply clic6 in a cell of an e7isting table and use any of the methods mentioned in N;nserting a new tableO abo)e.
Fig%re 7-/( ;ested ta&le e9ample. #he shaded ta&le is nested in a cell of the larger ta&le.
(sing 0utoCorrect to create a table

You can also create a table by typing a series of hyphens %:' or tabs separated by plus signs. "se the plus signs to indicate column di)iders( while hyphens and tabs are used to indicate the width of a column. 9or e7ample( this character seLuence& A:::::::::::::::::A:::::::::::::::A::::::A creates a table li6e this&
Note
This function can be disabled or enabled in Tools > :!to/orrect. @n the Options tab( deselect or select /reate ta(le. .hen using tabs instead of a table to line up your data( always ma6e sure that you 6now how wide they are set and remember that default tabs may be different when the document is displayed on a different computer or e)en when copying the same data in a new document.
Caution
#reate a table from formatted text

;t is possible to create a table starting from plain te7t by means of the Ta(le > /onvert > Text to Ta(le menu. ;n order for this command to wor6 effecti)ely( the starting te7t needs to ha)e clear demarcation between what will become the columns of the table. #aragraph mar6s indicate the end of a row. To con)ert te7t to a table( start by selecting the te7t you want to con)ert and choose Ta(le > /onvert > Text to Ta(le to open the dialog shown in 9igure 2F0. ;n the top part of the dialog( select the symbol that separates the columns. This would normally be a tab( but it could be a semicolon or comma if you are importing a C1= file. The other options in this dialog are the same as those in the dialog used to insert a table shown in 9igure 2?F.
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Fig%re 7.0( Dialog &o9 to config%re the te9t to ta&le con'ersion
Example
;n this e7ample we will con)ert the following te7t into a table. $ow 2 /ol! $ow C /ol! n 2O $ow 2 /ol! n 2O $ow C /ol! n CO $ow 2 /ol! n CO $ow C /ol! n3 n3
;n this case( the separator between elements is a semicolon. 2y selecting the te7t and applying the con)ersion( we obtain the following result. <ow 1 Column 1 <ow 2 Column 1 <ow 1 Column 2 <ow 2 Column 2 <ow 1 Column * <ow 2 Column *
!ote that( unli6e when creating a table with other mechanisms( the con)ersion from te7t to table preser)es the paragraph style applied to the original te7t. You can also use the /onvert menu to perform the opposite operationP that is( to transform a table into plain te7t. This may be useful when you want to e7port the table contents into a different program. To transform a table into te7t( place the cursor anywhere in the table( choose Ta(le > /onvert > Ta(le to Text in the main menu( pic6 the preferred row separator( and clic6 O< to finish.
Formatting the table layout

9ormatting a table is( generally spea6ing( a two:step process& formatting of the table layout %the subMect of this section' and formatting of the table te7t %the subMect of the ne7t section'. 9ormatting the layout normally in)ol)es one or more of the following operations& adMusting the si3e of the table and its position on the page( adding or remo)ing rows or columns( merging and splitting indi)idual cells( changing borders and bac6ground.
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)efault parameters
;f you create a table using the ;nsert Table dialog bo7 or the Ta(le icon on the 1tandard toolbar and acti)ate the 1eading option( the following defaults are set&
The cells in the heading row %or rows' use the #a&le Geading paragraph style. ;n the default template( the te7t is centered and set with a bold and italic font. The remaining cells use the #a&le Contents paragraph style( which( in the default template( is identical to the Defa%lt paragraph style. The default table occupies all the space from margin to margin %te7t area'. The default table has thin blac6 borders around each cell %grid'.
esi7ing and positioning the table

"sing the default settings( any newly created table will occupy the entire width of the te7t area. This is sometimes what you want( or you may prefer a smaller table. To Luic6ly resi3e a table( first mo)e the mouse to either the left or right edge. .hen the cursor changes shape into a double arrow( drag the border to the new position. This operation only changes the si3e of the first or last columnP it does not change the alignment of the table on the page. ;f you need more precise control o)er the si3e and position of the table on the page( open the Table 9ormat dialog bo7 by choosing Ta(le > Ta(le Properties or by right: clic6ing anywhere in the table and choosing Ta(le from the pop:up menu. 1elect the first page of the dialog bo7 %#a&le'.
Fig%re 7."( #he #a&le page of the #a&le Format dialog &o9 @n this page you can set the alignment of the table( choosing among the following options&
:!to
atic& the default setting for a table.
)eft& aligns the table with the left margin. $ight& aligns the table with the right margin. Fro )eft& lets you specify under !pacing e7actly how far from the left margin the table is placed.
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/enter& aligns the table in the middle between the left and right margins. ;f the table width is greater than the margin( the table will e7tend outside of the margins. 6an!al& lets you specify the distances from both left and right margins under !pacing.
1electing an alignment option other than :!to atic acti)ates the 'idth field in the Properties section( where you can enter the desired si3e of the table. 1elect $elative to see the width as percentage of the te7t area. ;n the !pacing section( use the :(ove and the ,elow bo7es to modify the separation between the te7t and the table. .hen the si3e of the table is less than the si3e of the te7t area( @@o will insert some )alues in the )eft and $ight bo7es. You can only change both )alues if you select 6an!al alignment and you can change the )eft bo7 )alue only when you select the Fro )eft alignment. !ote that the sum of the table width( and the )alues in the $eft and <ight bo7es( needs to eLual the width of the te7t area.
esi7ing rows and columns

You can adMust the height of rows and the width of columns in a table in se)eral ways.
/o)e the mouse ne7t to the edge of the cell and when a double:headed arrow appears( clic6 and hold the left mouse button( drag the border to the desired position( and release the mouse button. @n the hori3ontal ruler( column di)iders are mar6ed by a pair of thin gray linesP the )ertical ruler indicates row di)iders in the same way. You can resi3e a row or column by holding the mouse button down on the appropriate di)ider and dragging it to the desired location. "se the 6eyboard as described below. The Opti al /ol! n 'idth or Opti al $ow 1eight options ma6e the selected columns or rows as narrow as possible while still fitting their contents. 1elected columns and rows can be distributed e)enly to Luic6ly bring them bac6 to all being the same width or height.
1electing Ta(le > :!tofit from the main menu also offers some resi3ing options&
9or greater control o)er the width of each column( use the Col%mns page of the Table 9ormat dialog bo7.
Fig%re 7.7( #a&le Format dialog &o9( Col%mns page
7-7
<ight:clic6 on the table and choose Ta(le from the pop:up menu or choose Ta(le > Ta(le Properties from the menu bar. @n the #a&le Format dialog bo7( select the /ol! ns tab.
>dapt ta&le width& ;f a table already stretches to the page margins( it cannot stretch any wider and the >dapt ta&le width option is not a)ailable. ;f the table is narrower( increasing the width of a column will increase the width of the whole table. ;f the table width already e7tends pasts the margins with the >dapt ta&le width option chec6ed( attempting to change a column width will automatically decrease that columns si3e so that the table will now shrin6 to the page margins while 6eeping any other column si3es intact. >dI%st col%mns proportionall6 results in all columns changing their widths by the same percentage when one is changed. 9or e7ample( if you reduce by half the si3e of a column( all the other columns si3es will be hal)ed. Remaining space shows how much further the table can e7pand before hitting the limit of the margins. This )alue cannot be edited and will not be negati)e in the e)ent that the table width is already larger than the space between the left and right margins. "nder Col%mn width( each indi)idual column can be adMusted. ;f you ha)e more than si7 columns( use the arrows at the right and left to )iew them all.
<ather than start from the Table 9ormat dialog bo7( it is often more efficient to ma6e rough adMustments to a new table using the mouse( and then fine tune the layout using the Col%mns page in conMunction with the #a&le page of the #a&le Format dialog bo7. ;t is also possible to resi3e a table using only the 6eyboard. This is on occasions easier than using the mouse. 1' #lace the cursor on the cell whose si3e you want to change. 2' #ress and hold the >lt 6ey while using the arrow 6eys to change the si3e. To adMust the resi3ing parameters and beha)ior for 6eyboard handling( choose Tools > Options > OpenOffice.org 'riter > Ta(le. "se the Row and Col%mn )alues in the 3o'e cells section to determine the amount of change produced by a single 6eystro6e while resi3ing. ;n the :eha'ior of rows)col%mns section you can choose one of the following three strategies when resi3ing&
Fi9ed& select this if you want the resi3ing to only affect the adMacent cell( and not the entire table. The width of the table does not change when resi3ing its cells. Fi9ed@ proportional& when resi3ing a cell with this option selected( all the other cells are also resi3ed proportionally( +lso in this case the width of the table remains constant. ?aria&le& this is the default )alue. <esi3ing a cell affects the table si3e. 9or e7ample( when you widen a cell( the width of the table increases.
'nserting rows and columns

To insert any number of rows or columns& 1' #lace the cursor in the row or column where you want to add new rows or columns and right:clic6.
7-3
2' @n the pop:up menu( choose $ow > +nsert or /ol! n > +nsert. This will display a dialog bo7 where you can select the number of rows or columns to add( and whether they appear before or after the selected one. *' 1et >mo%nt to the number of rows or columns to insert( and Position to ,efore or :fter. E' Clic6 O< to close the dialog bo7.
Clic6ing on the +nsert $ow icon on the Table toolbar inserts one row &elow the selected one. Clic6ing on the +nsert /ol! n icon on the Table toolbar inserts a column after %to the right of' the selected one. <egardless of how they are inserted( new rows or columns ha)e the same formatting as the row or column where the cursor was when the insert command was issued.
Note
You can also Luic6ly insert a row or a column using only the 6eyboard& 1' #lace the cursor in the row or column ne7t to the row or column you want to insert. 2' #ress >lt+4nsert to acti)ate 6eyboard handling. *' "se the arrow 6eys as desired to add a row or column& 5eft to insert a new column to the left of the cell where the cursor is located. Right to insert a new column to the right of the cell where the cursor is. Down to insert a new row below the cell where the cursor is. 1p to insert a new row abo)e the cell where the cursor is. The abo)e 6eyboard techniLue can also be used to delete rows or columns by substituting the >lt+4nsert 6eystro6e combination in 1tep 2 with >lt+Delete.
Merging and splitting cells

To merge a group of cells into one cell& 1' 1elect the cells to merge. 2' <ight:clic6 and choose /ell > 6erge on the pop:up menu( or choose Ta(le > 6erge /ells from the menu bar. To split a cell into multiple cells& 1' #osition the cursor inside the cell. 2' <ight:clic6 and choose /ell > Split on the pop:up menu( or choose Ta(le > Split /ells from the menu bar. *' 1elect how to split the cell. + cell can be split either hori3ontally %create more rows' or )ertically %create more columns'( and you can specify the total number of cells to create. ;t is generally a good rule to merge and split cells after completing other layout formatting. This is because some operations such as deleting a column or a row may produce a result difficult to predict when applied to a table with merged or split cells.
%pecifying table borders

@n the Table 9ormat dialog bo7( select the 2orders tab. -ere you can set borders for a whole table or groups of cells within a table. ;n addition( a shadow can be set for the whole table.
7-+
2orders ha)e three components& where they go( what they loo6 li6e( and how much space is left around them.
5ine arrangement specifies where the borders go. ;f a group of cells is selected( the border will be applied only to those cells. You can specify indi)idually the style of the border for the outside edges of the selected cells as well as for the the cell di)isions. .riter pro)ides fi)e default arrangements but you can Must as easily clic6 on the line you want to customi3e in the 1serdefined area to get e7actly what you want. .hen multiple cells are selected( the "ser:defined area allows you to select the edges of the selection as well as the cell di)iders. 2y clic6ing at the intersection of the lines( you can modify multiple borders simultaneously. 9or e7ample( in 9igure 2F* the right edge and hori3ontal separators are modified with a single operation.
.hen the selected cells ha)e different styles of border the "ser:defined area shows the border as a gray line. You can clic6 on the gray line to choose a new border style %first clic6'( lea)e the border as it is %second clic6' or delete the border %third clic6'.
Note
Fig%re 7.3( #a&le Format dialog &o9( :orders page
5ine specifies what the border loo6s li6e& the style and color. There are a number of different styles and colors to choose from. The $ine 1tyle and Color will apply to those borders highlighted by a pair of blac6 arrows in the "ser: defined map on the left hand side of the dialog bo7. !pacing to contents specifies how much space to lea)e between the border and the cell contents. 1paces can be specified to the left( right( abo)e( and below. Chec6 S*nchroni0e to ha)e the same spacing for all four sides. This spacing is li6e a padding and it is not factored in when calculating the te7t measurements.
7-
!hadow st6le properties always apply to the whole table. + shadow has three components& where it is( how far from the table it is cast( and what color it is. ;f 6erge ad7acent line st*les is chec6ed( two cells sharing a common border will ha)e their borders merged( rather than being side by side.
To reset e)erything if you are ha)ing problems with borders( right:clic6 in the table and choose Ta(le or choose Ta(le > Ta(le Properties from the menu bar. @n the ,orders tab( select the Set -o ,orders icon under 5ine arrangement& Defa%lt %the bo7 on the left'.
Tip
%electing background colors and graphics

+ table bac6ground can greatly impro)e the readability of the data( )isually highlight important parts of the table %such as the heading or a specific cell'( or Must ma6e the table more appealing. You can choose between two types of bac6ground when formatting the table& solid color or graphic. The bac6ground can be applied to the whole table( to a single cell( or to a row. The bac6ground selected for a cell will be in front of the row bac6ground which in turn will hide the table bac6ground. The row bac6ground option is Luite handy when you want to create alternate color rows or assign a different bac6ground to the heading of the table. The tables in this guide adopt this techniLue. To set the bac6ground for a cell( row( or table& 1' #lace the cursor anywhere inside the cell( row or table you want to wor6 with. ;f you want to apply a bac6ground to a group of cells( select the group. 2' <ight:clic6 and choose Ta(le from the pop:up menu( or choose Ta(le > Ta(le Properties from the main menu. *' ;n the Table 9ormat dialog bo7( select the :ackgro%nd tab.
Fig%re 7.+( #a&le Format dialog( inserting a graphic &ackgro%nd
7-,
E' ;n the For section( chose whether to apply the settings to cell( row( or table.
;f you choose /ell( changes apply only to the selected cells( or the cell where the cursor currently resides. I)en when selecting a group of cells( the bac6ground settings are applied to each cell indi)idually. ;f you choose $ow( changes affect the entire row where the cursor resides.
;f you choose Ta(le( changes will set the bac6ground for the entire table( regardless of the cursor position or selected cells. 5' ;n the >s section( choose whether the bac6ground is a color or a graphic. To apply a color( select the color and clic6 O<. <emember that you can add custom colors by choosing Tools > Options > /olors. To apply a graphic& a' 9irst select the graphic from your computerGs file system with the ,rowse button. %.riter supports a large number of graphics formats.' b' You can use the )in5 option to lin6 the graphic file. ;f it is lin6ed( changes to the graphic %for e7ample( if you edit it in a different software pac6age' are reflected in your document. -owe)er( you also need to 6eep the lin6ed graphic file with the document file. ;f( for e7ample( you email the document without the graphic file( the graphic will no longer be )isible. c' "nder #6pe( select the type of placement for the graphic.

d' e'
;f you choose Position( you can select in the position map where the graphic will be displayed in the selected area. ;f you choose :rea( the graphic is stretched to fill the whole area. ;f Tile( the graphic is tiled %repeated hori3ontally and )ertically' to fill the area.
;f the Preview option is chec6ed( the graphic displays in the pane on the right. To apply the graphic( clic6 O<.
9igure 2F5 shows an e7ample of a table set with a bac6ground image( and the first row bac6ground colored. +s you can see( the row bac6ground co)ers the table bac6ground.
Fig%re 7. ( 89ample of ta&le with different row and ta&le &ackgro%nds
7--
)isplaying or hiding table boundaries

+ ta&le &o%ndar6 is a set of pale %usually gray' lines around the cells when )iewed on:screen in @@o. These boundaries are not printedP their only function is to help you see where the table cells are. To display the table the same way on the screen as on the printed page( with no boundary lines( right:clic6 on the table and choose Ta(le ,o!ndaries from the pop: up menu. <epeat this to ha)e the boundaries appear again.
Note
Turning boundaries off does not hide the borders that the table may ha)e. You can also turn table boundaries on and off through Tools > Options > OpenOffice.org > :ppearance. @n that page( you can display or hide boundaries around te7t( pages headers and footers( figures( and other parts of a document.
Tip
Formatting the table te#t

@nce the table layout is satisfactory( you can mo)e on to formatting the te7t in the indi)idual cells. You can apply manual formatting as with any other paragraph in the te7t( but it is highly recommended( for the sa6e of consistency and ease of maintenance( that you define your own paragraph and character styles. 2esides the paragraph and character styles( there are other aspects to consider when placing te7t in a table cellP such as te7t flow( alignment and orientation. You can format each cell independently of other cells( or you can simultaneously format a group of cells by selecting them before applying the desired formatting.
%pecifying te#t flow

@n the #e9t Flow page of the Table 9ormat dialog bo7 %9igure 2FH'( you can&
;nsert a page or column brea6 either before or after the table. "se the #e9t Flow& ,rea5 option( combined with the Page or /ol! n and the ,efore or :fter buttons. ;f you insert a page brea6 before the table %that is( start the table on a new page'( you can also change the page style that will go with it by chec6ing the 'ith Page St*le bo7 and selecting a new page style. +s with any page brea6( you can also reset the page numbers using the Page n%m&er bo7. 4eep a table on one page by deselecting the :llow ta(le to split across pages and col! ns option. ;f this item is deselected( the ne7t item is not acti)e. 4eep each row on one page by deselecting the :llow row to (rea5 across pages and col! ns option. "se the <eep with next paragraph option to 6eep the table and an immediately following paragraph together if you insert a page brea6. "se the $epeat heading option( and its associated numbers bo7( to select the number of table heading rows that will be repeated on each page. + complicated table may need two or three heading rows to be easily read and understood.
7-.
"se the #e9t direction list to select the direction for the te7t in the cells. The most common setting is )eft to right for .estern languages.
The phrase Use s!perordinate o(7ect settings means %se the formatting settings from the paragraph &efore the ta&le.
Note
Fig%re 7.,( #a&le Format dialog &o9( #e9t Flow page
1elect the )ertical alignment of the te7t in the table or the selected cellsP the choices are to align with the top of the cell( the center of the cell( or the bottom of the cell. This alignment is in addition to the $eft:<ight alignment options a)ailable on the Table page of the Table 9ormat dialog bo7.
+ table heading row can not span two pages( but any other row can. + one:row table %often used for page layout purposes'( if set up with the default of including a heading( will not brea6 across pages. The cure is to ma6e sure the table is defined without a heading row.
Note
+ertical alignment
2y default( te7t entered into a table is aligned to the top:left of the cell. You can change the default for the entire table( as described abo)e( or for indi)idually selected cells. To )ertically align the te7t in specific cells&
#lace the cursor in the cell you wish to change( or clic6 and drag to select multiple cells. <ight:clic6 in the selected area and choose /ell > /enter( Top( or ,otto the pop:up menu to )ertically align the te7t as desired. in
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Number formats
The number format can be set for a whole table or group of cells. 9or e7ample( cells can be set to display in a particular currency( to four decimal places( or in a particular date format. -! (er recognition specifies that numbers in a te7t table are recogni3ed and formatted as numbers. ;f number recognition is selected( numbers are automatically bottom:right aligned. !umber recognition option can be enabled under Tools > Options > OpenOffice.org 'riter > Ta(le . 1elect the cells to format( then right:clic6 and choose -! (er For at from the pop: up menu. The !umber 9ormat dialog bo7 opens for you to set options for )arious categories of numerical data.
;n the Categor6 list( select the category you want( such as currency( date( or te7t. ;n the Format list( choose a format for the category you Must selected. 9or some categories( such as date( you may wish to change the language using the 5ang%age list while for other numerical categories the Options section of the dialog bo7 allows you to customi3e the appearance.
You will notice that @@o displays the formatting code for the category and format selected in 9ormat Code section at the bottom of the dialog bo7. 9or e7ample( if you select a date format such as *1 5ec 1CCC the corresponding code is ) MMM 3333. +d)anced users can easily customi3e this formatting code as well as create new user:defined codes.
Tip
otating te#t in a table cell

You can rotate te7t in a table cell by C0 or 2?0 degrees. Te7t rotation is useful when you ha)e long headings for narrow columns. @n the Position page( in the Rotation ) scaling section( choose the rotation angle and clic6 O<. 9igure 2F? shows a sample table with rotated headings.
1elect the te7t to be rotated and then choose For
at > /haracter.
Fig%re 7.-( > ta&le with rotated headings
7.0
Note
Te7t rotation within table cells can also be achie)ed with the use of paragraph styles( discussed in greater detail in Chapter ? %.or6ing with 1tyles'.
)ata entry and manipulation in tables

Moving between cells
.ithin a table( you can use the mouse( the cursor 6eys( or the #a& 6ey to mo)e between cells. The cursor 6eys mo)e to the ne7t cell only if there is no te7t in the way. 9or e7ample( pressing the right cursor 6ey will mo)e the cursor to the right within the te7t in the current cell( then to the ne7t cell. The #a& 6ey mo)es directly to the ne7t cell and( if the cursor is in the last cell in the table( creates a new row. #ressing !hift+#a& mo)es the cursor bac6 a cell.
Tip
To enter a #a& character as part of the te7t of the cell( press the Control and #a& 6eys at the same time.
%orting data in a table

,ust as in a spreadsheet( .riter allows data in a table to be sorted. "p to three le)els of sorting can be specified %for e7ample( sort first by age numerically( then alphabetically by name within each age'. To sort data in a table& 1' 1elect the table %or part of the table' to be sorted. 2' 9rom the menu bar( choose Ta(le > Sort. *' ;n the 1ort dialog bo7&
5ecide whether you want to sort in the direction of rows or columns. The default sorting direction is by rows( which results in sorting the data in a column. 1elect up to three 6eys to sort on( in the correct order. 9or each 6ey( select which column or row to sort on( whether the sort is -! eric or :lphan! eric and whether it is :scending or Descending. Clic6 O< to perform the sort.
You ha)e to select all cells that might be affected by the sorting. 9or e7ample( if you select only the cells of one column( the sort affects that column only( while the others remain unchanged. ;n such a case( you ris6 mi7ing the data of the rows.
Note
(sing spreadsheet functions in a table

;n a table in a .riter document( you can use some of the mathematical functions that are normally implemented by @pen@ffice.org Calc. 9or many simple functions( .riter tables can be used as basic spreadsheets.
7."
,ust as in a spreadsheet( each table cell is identified by a letter %for the column' and a number %for the row'. 9or e7ample( cell CE is the cell in the third column from the left and fourth row from the top. .hen the cursor is in a cell( this cell reference is displayed on the status bar.
2asic spreadsheet functions in tables are much the same as in @pen@ffice.org Calc. The main difference is that cell references are formatted differently. Cell +2 %first column( second row' is referred to in Calc as +2 %or ]+]2 for an absolute reference'. ;n .riter tables( it is referred to as T+2U.
Tip
9or e7ample( suppose you had two numbers in cells T21U and TC2U and wanted to display the sum of the two in cell T+1U( as shown in 9igure 2FF.
Fig%re 7..( 1sing spreadsheet f%nctions in a ta&le 5o the following& 1' Clic6 in cell T+1U and press the E 6ey. The 9ormula bar appears automatically( near the top of the screen. ;n the leftmost side of the bar( you can see the coordinates of the selected cell. 2' Clic6 in cell T21U. The identifiers of this cell are automatically displayed in the 9ormula bar and inserted into cell T+1U. *' #ress the + 6ey. E' Clic6 on cell TC2U. You can see the final formula U S,2>BS/C> displayed both in the selected cell and in the @bMect bar. 5' #ress the 8nter 6ey or clic6 the green tic6 %chec6mar6' on the 9ormula 2ar.
To display the list of the mathematical functions that you can use in a table&
Tip
1' 5isplay the 9ormula toolbar by pressing F7 or by selecting a blan6 cell and pressing the E 6ey. 2' Clic6 and hold the 9ormula f(x" icon.
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;n our e7ample( this gi)es the result I in the top left cell. 9or contiguous cells( you can simply select the cells in the row( column( or the rectangle of rows and columns. Thus( for e7ample( to add a column of numbers( do this& 1' Type an eLuals sign Z in an empty cell. 2' 1elect the cells to be added togetherin this case the cells from +2 to +5. The formula should be something li6e US:C::E>. *' #ress the 8nter 6ey or clic6 the green tic6 %chec6mar6' on the 9ormula 2ar. E' The answer appears in the cell you ha)e selected. .hen using a function( you can enter the cells manually or by selecting them. Thus( to add up the four numbers that we added abo)e %+2( +*( +E( +5'( do this& 1' Type an eLuals sign E in an empty cell. 2' Type sum or select it from the function list f(x". *' 1elect the cells to be added together. The formula should be something li6e Us! S:C::E>. E' #ress the 8nter 6ey or clic6 the green tic6 %chec6mar6' on the 9ormula 2ar. 5' The answer appears in the cell you ha)e selected.
Caution
"nli6e Calc( when inserting or deleting rows or columns of the table( formulas are not updated automatically. ;f you plan to use comple7 formulas you should consider embedding a Calc spreadsheet in your .riter document.
0dditional table operations

0dding a caption
You can easily add a caption to any table. .riter will 6eep trac6 of all your captioned tables( automatically number them( and update any lin6s to them. To add a caption to a table& 1' #lace the cursor in the table. 2' <ight:clic6 and choose /aption from the pop:up menu. +lternati)ely( the +nsert > /aption menu option becomes a)ailable whene)er your cursor is inside a table cell. *' Inter the te7t for your caption( your category selection( the numbering style( separator( and position %abo)e or below the table'. E' Clic6 O<.
@nce the category( numbering style and separator are established in the Caption dialog bo7( you can edit them in the document if you choose. -owe)er( doing so may damage the automatic numbering and reference lin6s. ;f you need to establish the numbering and reference lin6 for the caption( you can choose to lea)e your caption blan6 in the Caption dialog bo7 and add it later.
Note
.riter supplies fi)e different category labels for captions& T!oneU( 5rawing( Table( ;llustration( and Te7t.
7.3
You can also create your own category labels( formatting( and separators. 9or e7ample( you might want your tables to be labeled as 9antasia( formatted with roman numerals( and using a period (.) as a separator( as follows& Fanta"ia I. 4nteresting data Fanta"ia II. 3ore interesting data Fanta"ia III. $et more interesting data To accomplish this& 1' @pen the Caption dialog bo7 following the instructions abo)e. 2' ;n the Categor6 field( select the te7t and type the word ,antasia. *' ;n the ;%m&ering drop:down( select the <oman %I ;; ;;;' option. E' ;n the !eparator field( select the te7t and type a period (.) followed by a space.
@@o will use e7actly what you type into the Category and 1eparator fields( so be sure to include any additional spaces or punctuation you want to see in your caption.
Note
+dditional options for numbering captions by chapter are a)ailable under the Options button in the Captions dialog bo7. 1ome of these settings which refer to the outline le)el will only ha)e an effect if you are using outline le)el paragraph styles on the chapter headings within your document. 1ee Chapter ? %.or6ing .ith 1tyles' for information. 2y adding chapter numbers to your captions( @@o will restart the caption numbering for each chapter it encounters. 9or e7ample( if the last figure caption you create in chapter 1 is 9igure 1.15( and the ne7t figure caption you create is in chapter 2( the numbering will start o)er at 9igure 2.1. @ptions a)ailable to chapter numbering for captions include the following&
"se )evel to specify the outline le)els that triggers a restart of the numbering as well as how many le)els of outline numbering are shown before the table number. +n e7ample may be useful. 1uppose your document uses -eading 1 style for chapters and -eading 2 style for sub:headings( and that this is how you set up your outline numbering. ;f you want all the tables in a chapter %that is( between two -eading 1 paragraphs' to be numbered seLuentially independently of the sub heading they are under( select 1 as $e)el. ;f instead you want to restart the numbering at each sub:heading select le)el 2. "se the Separator field to establish the separator between the chapter number and figure number. "se /haracter st*le to set a character style for the caption. This is useful if the separator of your choice is not a symbol included in the default font type of your document or if you want the caption to ha)e a special color( si3e and so on. The :ppl* (order and shadow option does not apply to table captions. @@o normally wraps the obMects you can add a caption to in a frame( but not for tables. "se /aption order to specify whether you want the category or numbering to appear first in the caption.
7.+
+ll of the features described abo)e can also be set up to automatically apply to any new tables you create in your document. To automatically caption all your tables& 1' #lace the cursor in a table. 2' <ight:clic6 and choose /aption > :!to/aption from the pop:up menu. *' 1elect OpenOffice.org 'riter Ta(le and select the settings you want and clic6 O<. This dialog bo7 is co)ered in more detail in Chapter 2 %1etting up .riter'. .hen +utoCaption is enabled for tables( any new tables will be captioned according to your selections in the +utoCaption dialog bo7P howe)er( you will need to add the specific te7t for each caption onto the table manually.
Cross!referencing a table
You can insert a cross:reference to a captioned table. Clic6ing on the cross:reference ta6es the reader directly to the table. 1' #osition the cursor where you want the cross reference. 2' Choose +nsert > /ross;reference from the main menu. *' 1et the #6pe to Ta(le. + list of captioned tables will be shown in the !election panelP select the one you want to reference. E' ;n the Format pane( choose how the cross reference will appear.
Page creates a reference of the page number that the caption appears on. /hapter places a reference to the chapter number in which the caption appears. This will only produce an empty space unless you ha)e setup your chapter headings with outline le)el paragraph styles. $eference inserts the entire captionVs category( number and caption te7t as a reference. :(ove9,elow inserts Nabo)eO or NbelowO depending on whether the table appears abo)e or below the cross:reference. :s Page St*le creates a reference of the page number that the caption appears on using the page style format. /ategor* and -! (er creates a cross:reference with only the captionVs category and numberP for e7ample( Ta(le 2 for the first table. /aption Text creates the reference using the caption te7t( lea)ing off the category and number.
-! (ering inserts only the number of the caption. 5' Clic6 +nsert to add the cross:reference and clic6 /lose to e7it the dialog bo7.
0utomatic formatting of tables

"sing +uto9ormat( you can apply an elaborate format to your table with Must a few clic6s. +uto9ormat is somewhat similar to paragraph styles and will enable you to obtain consistent loo6ing tables across your document. You can also create your own table formats and sa)e them as another +uto9ormat option. To apply an +uto9ormat( place the cursor anywhere in the table and choose Ta(le > :!toFor at. This opens the dialog bo7 shown in 9igure 2FC.
7.
1elect from the list on the left the 9ormat most suitable for your table and clic6 O< to apply it. Clic6ing the 6ore button opens another section of the dialog bo7 where you can rename the selected table format scheme as well as decide which parts of the predefined formatting you want to apply to your table. You can selecti)ely apply the number format( the font( the alignment( the border( or the pattern.
Fig%re 7./( #he ta&le >%toFormat dialog To create your own +uto9ormat( proceed as follows& 1' Create a table and manually format it as you wish( including borders( spacing of te7t from the top and bottom borders( fonts to be used in the table heading and data cells( and bac6ground colors. 2' #osition the cursor anywhere in the table and then clic6 Ta(le > :!toFor at. *' @n the +uto9ormat dialog bo7( clic6 :dd and gi)e the table format a name in the +dd +uto9ormat dialog bo7 and clic6 O<. E' The newly named +uto9ormat now appears as an a)ailable format. Clic6 O< to close the +uto9ormat dialog bo7.
This techniLue does not include table and column widths in the table format. To insert a table with predefined full formatting( sa)e it as +utoTe7t. 1ee N"sing +utoTe7tO in Chapter * %.or6ing with Te7t' for instructions.
Tip
Creating a heading row in an e#isting table

To create a heading row in an e7isting table that does not ha)e one( you need to apply an +uto9ormat that does ha)e a heading defined. %-ere is where ha)ing some personali3ed table formats could come in )ery handy.' #lace the cursor anywhere in the table and then clic6 Ta(le > :!toFor at. Choose a format. Clic6 O<. "se the 6ore button and deselect the formatting options you do not want to apply to your table.
7.,
Merging and splitting tables

@ne table can be split into two tables( and two tables can be merged into a single table. Tables are split only hori3ontally %the rows abo)e the split point are put into one table( and the rows below into another'. To split a table& 1' #lace the cursor in a cell which will be in the top row of the second table after the split %the table splits immediately abo)e the cursor'. 2' <ight:clic6 and choose Split Ta(le in the pop:up menu. You can also use Ta(le > Split Ta(le from the menu bar. *' + 1plit Table dialog bo7 pops up. You can select -o heading or an alternati)e formatting for the headingthe top row%s' of the new table. E' Clic6 O<. The table is then split into two tables separated by a blan6 paragraph.
Note
;f cells in one table include formulas using data from the other table( those cells will contain an error message& QQI7pression is faultyQQ.
To merge two tables& 1' 5elete the blan6 paragraph between the tables. You must use the Delete 6ey %not the :ackspace 6ey' to do this. 2' 1elect a cell in the second table. *' <ight:clic6 and choose 6erge Ta(les in the pop:up menu. You can also use Ta(le > 6erge Ta(le from the menu bar.
To see clearly where the paragraphs are and to delete them easily( choose %iew > -onprinting /haracters (Ctrl+F"0) or clic6 the button in the 1tandard toolbar.
Tip
)eleting a table
To delete a table& 1' Clic6 anywhere in the table. 2' Choose Ta(le > Delete > Ta(le from the main menu. @r& 1' 1elect from the end of the paragraph before the table to the start of the paragraph after the table. 2' #ress the Delete or the :ackspace 6ey.
Note
The second method also merges the paragraph after the table with the paragraph before the table( which may not be what you want.
Copying a table
To copy a table from one part of the document and paste it into another part& 1' Clic6 anywhere in the table. 2' 9rom the main menu choose Ta(le > Select > Ta(le. *' #ress Control+C or clic6 the /op* icon on the 1tandard toolbar.
Chapter / Working with #a&les 7.-
E' /o)e the cursor to the target position and clic6 on it to fi7 the insertion point. 5' #ress Control+? or clic6 the Paste icon in the 1tandard toolbar.
Moving a table
To mo)e a table from one part of a document to another part& 1' Clic6 anywhere in the table. 2' 9rom the main menu( choose Ta(le > Select > Ta(le. *' #ress Control+2 or clic6 the /!t icon in the 1tandard toolbar. %This step remo)es the contents of the cells but lea)es the empty cells( which must be remo)ed in step H.' E' /o)e the cursor to the target position and clic6 on it to fi7 the insertion point. 5' #ress Control+? or clic6 the Paste icon in the 1tandard toolbar. %This pastes the cells and their contents and formatting.' H' <eturn to the original table( clic6 somewhere in it and then choose Ta(le > Delete > Ta(le from the main menu.
'nserting a paragraph before or after a table

To insert a paragraph before a table( position the cursor before any te7t or other contents in the first %upper left:hand' cell and press >lt+8nter. To insert a paragraph after a table( position the cursor after any te7t in the last %lower right:hand' cell and press >lt+8nter.
(sing tables as a page layout tool

Tables may be used as a page layout tool to position te7t in a document instead of using tabs or spaces. 9or e7ample( the Tip below is formatted as a table. 9or more information and tips about using tables in page layout( see Chapter E %9ormatting #ages'.
.hen inserting a table used for layout( you may wish to deselect the 1eading and ,order options %see N;nserting a new tableO on page 2H?'.
Tip
To remo)e the borders from an e7isting table( right:clic6 on the table( choose Ta(le from the pop:up menu( select the ,orders tab %see 9igure 2F* on page 2?5'( and select the icon for no borders.
The Table menu and toolbar

+ll of the table commands described in this chapter are con)eniently located in the main menu under the Ta(le item and on the Table toolbar( shown in 9igure 2C0. Table H describes the effects of using these icons. .hen you create a table or select an e7isting table( the Table toolbar may be displayed automatically( or you can manually display it by clic6ing %iew > Tool(ars > Ta(le. The toolbar can float o)er the main .riter window( or it can be doc6ed along any edge of the main window. 1ee Chapter 1 %;ntroducing .riter' for more about doc6ing and floating toolbars( and how to hide and display specific tools on a toolbar.
7..
> 4able @ Line Style B Line 'olor 6border7 D Borders F Ba -ground 'olor ? 0erge 'ells A Split 'ells C Optimi.e
E 4op >G 'enter 6/erti al7 >> Bottom >@ $nsert Row >B $nsert 'olumn >D #elete Row >F #elete 'olumn >? Sele t 4able
>A Sele t 'olumn >C Sele t Row >E AutoFormat @G 4able )roperties @> Sort @@ Sum
Fig%re 7/0( #a&le tool&ar #a&le ,( F%nctions of the icons on the #a&le tool&ar ,ame
Table
Description
@pens the ;nsert Table dialog bo7 where you can set up and insert a table into the document( name the table for use with the !a)igator( and set some other options. ;f you press the small blac6 triangle pointing down ne7t to the icon( you can use the mouse to drag to select the number of rows and columns to include in the table. @pens the 2order 1tyle window where you can modify the border line style. @pens the 2order Color window where you can modify the border color. @pens the 2orders window where you can select which sides of the table or of the selected cells will ha)e a border. @pens the 2ac6ground toolbar where you can select the bac6ground color of the table or of the selected cells. Combines the selected cells into a single cell. <efer to /erging and splitting cells on page 2?E for an e7ample of using this button. @pens the 1plit Cell dialog bo7 where you can define how to split a cell. <efer to /erging and splitting cells on page 2?E for an e7ample of using this button. @pens the a drop down menu with four options you can use to let @@o optimi3e the distribution of the columns or rows or optimi3e the row height or column width.
$ine 1tyle $ine Color %border' 2orders 2ac6ground Color /erge Cells 1plit Cells
@ptimi3e
7./
,ame
Top Center %)ertical' 2ottom ;nsert <ow ;nsert Column 5elete <ow 5elete Column 1elect Table 1elect Column 1elect <ow +uto9ormat
Description
#ress this button to align the contents of the selected cells to the top of the cell. #ress this button to align the contents of the selected cells to the )ertical center of the cell. #ress this button to align the contents of the selected cells to the bottom of the cell. ;nserts a row below the selected row. ;nserts a column after the selected column. 5eletes the selected row%s' from the table. 5eletes the selected column%s' from the table. 1elects the entire table. 1elects the column in which the cursor is positioned. 1elects the row in which the cursor is positioned. @pens the +uto9ormat dialog bo7 where you can select among se)eral predefined formatting sets. Iach set is characteri3ed by its own fonts( shading( and borders styles. You can also select :!toFor at from the ;nsert Table dialog bo7. @pens the Table 9ormat dialog bo7 where you can control all the properties of the table( for e7ample name( alignment( spacing( column width( borders( and bac6ground. @pens the 1ort dialog bo7 where you can specify the sort criteria for the selected cells. +cti)ates the 1um function. <efer to N"sing spreadsheet functions in a tableO on page 2F1 for an e7ample of using this function.
Table #roperties 1ort 1um
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Chapter Working with Te
1/
p$ate"
7/"
'ntroduction
+ template is a model that you use to create other documents. 9or e7ample( you can create a template for business reports that has your companyGs logo on the first page. !ew documents created from this template will all ha)e your companyGs logo on the first page. Templates can contain anything that regular documents can contain( such as te7t( graphics( a set of styles( and user:specific setup information such as measurement units( language( the default printer( and toolbar and menu customi3ation. +ll documents in @pen@ffice.org %@@o' are based on templates. ;f you do not specify a template when you start a new .riter document( the document is based on the default template for te7t documents. ;f you ha)e not specified a default template( .riter uses the blan6 template for te7t documents that is installed with @@o. 1ee N1etting a default templateO on page 2CF for more information.
(sing a template to create a document

To use a template to create a document& 1' 9rom the main menu( choose File > -ew > Te plates and Doc! ents. The Templates and 5ocuments dialog bo7 opens. %1ee 9igure 2C1.' 2' ;n the bo7 on the left( clic6 the Te plates icon if it is not already selected. + list of template folders appears in the center bo7. *' 5ouble:clic6 the folder that contains the template that you want to use. + list of all the templates contained in that folder appears in the center bo7. E' 1elect the template that you want to use. You can pre)iew the selected template or )iew the templateGs properties&
To pre)iew the template( clic6 the Preview icon template appears in the bo7 on the right. To )iew the templateGs properties( clic6 the Doc!
. + pre)iew of the ent Properties icon
. The templateGs properties appear in the bo7 on the right. 5' Clic6 Open. The Templates and 5ocuments dialog bo7 closes and a new document based on the selected template opens in .riter. You can then edit and sa)e the new document Must as you would any other document.
7/7
Fig%re 7/". #emplates and Doc%ments dialog &o9
Creating a template
You can create your own templates in two ways& from a document( and using a wi3ard.
Creating a template from a document

To create a template from a document& 1' @pen a new or e7isting document you want to ma6e into a template. 2' +dd the content and styles that you want. *' 9rom the main menu( choose File > Te plates > Save. The Templates dialog bo7 opens %see 9igure 2C2'. E' ;n the -ew te plate field( type a name for the new template. 5' ;n the /ategories list( select the category to which you want to assign the template. The category is simply the template folder in which you want to sa)e the template. 9or e7ample( to sa)e the template in the N/y TemplatesO folder( clic6 the 6* Te plates category. To learn more about template folders( see N@rgani3ing templatesO on page *00. H' Clic6 O< to sa)e the new template.
Chapter "0 Working with #emplates
7/3
Fig%re 7/7. !a'ing a new template +ny settings that can be added to or modified in a document can be sa)ed in a template. 9or e7ample( below are some of the settings %although not a full list' that can be included in a .riter document and then sa)ed as a template for later use&
#rinter settings& which printer( single:sided or double:sided printing( paper si3e( and so on. 1tyles to be used( including character( page( frame( numbering( and paragraph styles. 9ormat and settings regarding inde7es( tables( bibliographies( table of contents.
Templates can also contain predefined te7t( sa)ing you from ha)ing to type it e)ery time you create a new document. 9or e7ample( a letter template may contain your name( address and salutation. You can also sa)e menu and toolbar customi3ations in templatesP see Chapter 1E %Customi3ing @pen@ffice.org' for more information.
Creating a template using a wi7ard

You can use wi3ards to create .riter templates for letters( fa7es( and agendas. 9or e7ample( the 9a7 .i3ard steps you through the following choices&
Type of fa7 %business or personal' 5ocument elements li6e the date( subMect line %business fa7'( salutation( and complimentary close @ptions for sender and recipient information %business fa7' Te7t to include in the footer %business fa7'
To create a template using a wi3ard& 1' 9rom the main menu( choose File > 'i0ards U Xtype of template reLuiredY.
7/+
Fig%re 7/3( Creating a template %sing a wi<ard 2' 9ollow the instructions on the pages of the wi3ard. This process is slightly different for each type of template( but the format is similar for all of them. *' ;n the last section of the wi3ard( you can specify the name and location for sa)ing the template. The default location is your user templates directory( but you can choose a different location if you prefer. E' 9inally( you ha)e the option of creating a new document from your template immediately( or manually changing the template. 9or future documents( you can re:use the template created by the wi3ard( Must as you would use any other template.
3diting a template
You can edit a templateGs styles and content( and then( if you wish( you can reapply the templateGs styles to documents that were created from that template. %!ote that you can only reapply styles. You cannot reapply content( e7cept for content in headers and footers.' To edit a template& 1' 9rom the main menu( choose File > Te plates > Organi0e. The Template /anagement dialog bo7 opens %see 9igure 2CE'. 2' ;n the bo7 on the left( double:clic6 the folder containing the template that you want to edit. + list of all the templates contained in that folder appears underneath the folder name. *' 1elect the template that you want to edit. E' Clic6 the /o ands button and choose Edit from the drop:down menu. 5' Idit the template Must as you would any other document. To sa)e your changes( choose File > Save from the main menu.
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Fig%re 7/+. #emplate management dialog &o9
(pdating a document from a changed template

The ne7t time that you open a document that was created from the changed template( the following message appears.
Fig%re 7/ . 1pdate st6les message Clic6 Update St*les to apply the templateGs changed styles to the document. Clic6 <eep Old St*les if you do not want to apply the templateGs changed styles to the document %but see Caution notice below'.
;f you choose <eep Old St*les in the message bo7 shown in 9igure 2C5( that message will not appear again the ne7t time you open the document after changing the template it is based on. You will not get another chance to update the styles from the template( although you can use the macro gi)en in the !ote below to re:enable this feature. You can also use the Template Changer e7tension %see page 2CC' to reacti)ate the template.
Caution
7/,
Note
To re:enable updating from a template&

1' "se Tools > 6acros > Organi0e 6acros > OpenOffice.org ,asic. 1elect the document from the list( clic6 the e7pansion symbol %A or triangle'( and select 1tandard. ;f 1tandard has an e7pansion symbol beside it( clic6 that and select a module. 2' ;f the Edit button is acti)e( clic6 it. ;f the Idit button is not acti)e( clic6 -ew. *' ;n the 2asic window( enter the following&
%&# ,i4) c56 7 set 8pdate,r !Te!plate ) c%ettings 9 T'is( !p nent.create:nstance; 1 "c !.s&n.star.d c&!ent.%ettings" < ) c%ettings.8pdate,r !Te!plate 9 Tr&e End %&# 7,i4) c56
E' Clic6 the $!n ,:S+/ icon( then close the 2asic window. 5' 1a)e the document.
!e7t time when you open this document you will ha)e the update from template feature bac6.
0dding templates with 3#tension Manager

The I7tension /anager pro)ides an easy way to install collections of templates( graphics( macros( or other add:ins that ha)e been Npac6agedO into files with a .@KT e7tension. 1ee Chapter 1H %Customi3ing .riter' for more about the I7tension /anager. This .eb page lists many of the a)ailable e7tensions& http&//e7tensions.ser)ices.openoffice.org/. To install an e7tension( follow these steps& 1' 5ownload the e7tension pac6age and sa)e it anywhere on your computer. 2' ;n .riter( select Tools > Extension 6anager from the menu bar. ;n the I7tension /anager dialog bo7( clic6 :dd. *' + file browser window opens. 9ind and select the pac6age of templates you want to install and clic6 Open.The pac6age begins installing. You may be as6ed to accept a license agreement. E' .hen the pac6age installation is complete( the templates are a)ailable for use through File > -ew > Te plates and Doc! ents and the e7tension is listed in the I7tension /anager.
7/-
Fig%re 7/,( ;ewl6-added package of templates
%etting a default template

;f you create a document by choosing File > -ew > Text Doc! ent from the main menu( .riter creates the document from the 5efault template for te7t documents. You can( howe)er( set a custom template to be the default. You can reset the default later if you choose.
%etting a custom template as the default

You can set any template to be the default( as long as it is in one of the folders displayed in the Template /anagement dialog bo7. ;f necessary( you can add the template to a folder as described in N;mporting a templateO on page *01. To set a custom template as the default& 1' 9rom the main menu( choose File > Te plates > Organi0e. The Template /anagement dialog bo7 %9igure 2CE' opens. 2' ;n the bo7 on the left( select the folder that contains the template that you want to set as the default( then select the template. *' Clic6 the /o ands button and choose Set as Defa!lt Te plate from the drop:down menu. The ne7t time that you create a document by choosing File > -ew > Text Doc! ent= the document will be created from this template. +lthough many important settings can be changed in the @ptions dialog %see Chapter 2'( for e7ample default fonts and page si3e( more ad)anced settings %such as page margins' can only be changed by replacing the default template with a new one.
7/.
esetting Writer;s )efault template as the default

To re:enable .riterGs 5efault template as the default& 1' ;n the Template /anagement dialog bo7 %9igure 2CE'( select any folder in the bo7 on the left. 2' Clic6 the /o ands button and choose $eset Defa!lt Te plate > Text Doc! ent from the drop:down menu. The ne7t time that you create a document by choosing File > -ew > Text Doc! ent= the document will be created from .riterGs 5efault template.
0ssociating a document with a different template

+t times you might want to associate a document with a different template( or perhaps youGre wor6ing with a document that did not start from a template. @ne of the maMor ad)antages of using templates is the ease of updating styles in more than one document( as described in Chapter ? %.or6ing with 1tyles'. ;f you update styles by loading a new set of styles from a different template %as described in Chapter ?'( the document has no association with the template from which the styles were loadedSso you cannot use this method. .hat you need to do is associate the document with the different template. You can do this in two ways. ;n both cases( for best results the names of styles should be the same in the e7isting document and the new template. ;f they are not( you will need to use 1earch and <eplace to replace old styles with new ones. 1ee Chapter * %.or6ing with Te7t' for more about replacing styles using 1earch and <eplace. Method > This method includes any graphics and wording %such as legal notices' that e7ists in the new template( as well as including styles. ;f you donGt want this material( you need to delete it. 1' "se File > -ew > Te plates and Doc! ents. Choose the template you want. + new file is created from the template. ;f the template has unwanted te7t or graphics in it( delete them from this new file. 2' @pen the document you want to change. %;t opens in a new window.' #ress Control+> to select e)erything in the document. #aste into the blan6 document created in step 1. *' "pdate the table of contents( if there is one. 1a)e the file. Method @ This method does not include any graphics or te7t from the new template( e7cept material in headers and footersP it simply includes styles from the new template and establishes an association between the template and the document. 1' 5ownload the Template Changer e7tension from http&//e7tensions.ser)ices.openoffice.org/ and install it as described on page 2C?. 2' Close and reopen @pen@ffice.org. !ow the File > Te plates menu has two new choices& >ssign #emplate (c%rrent doc%ment) and >ssign #emplate (folder). *' @pen the document whose template you want to change. Choose File > Te plates > :ssign Te plate (c!rrent doc! ent" .
7//
E' ;n the 1elect Template window( find and select the reLuired template and clic6 Open. 5' 1a)e the document. ;f you now loo6 in File > Properties( you will see the new template listed at the bottom of the eneral page.
-rgani7ing templates
.riter can only use templates that are in @@o template folders. You can( howe)er( create new @@o template folders and use them to organi3e your templates. 9or e7ample( you might ha)e one template folder for report templates and another for letter templates. You can also import and e7port templates. To begin( choose File > Te plates > Organi0e from the main menu. The Template /anagement dialog bo7 %9igure 2CE' opens.
+ll the actions made by the /o ands button in the Template /anagement dialog bo7 can be made as well by simply right:clic6ing on the templates or the folders.
Note
Creating a template folder

To create a template folder& 1' ;n the Template /anagement dialog bo7( select any folder. 2' Clic6 the /o ands button and choose -ew from the drop:down menu. + new folder called 1ntitled appears. *' Type a name for the new folder( and then press 8nter. .riter sa)es the folder with the name that you entered.
)eleting a template folder

You cannot delete template folders supplied with @@o or installed using the I7tension /anagerP you can only delete template folders that you ha)e created. %;f you ha)e administrator pri)ileges( you can delete any folder.' To delete a template folder& 1' ;n the Template /anagement dialog bo7( select the folder that you want to delete. 2' Clic6 the /o ands button and choose Delete from the drop:down menu. + message bo7 appears and as6s you to confirm the deletion. Clic6 Qes.
Moving a template
To mo)e a template from one template folder to another template folder& 1' ;n the Template /anagement dialog bo7( double:clic6 the folder that contains the template that you want to mo)e. + list of all the templates contained in that folder appears underneath the folder name. 2' Clic6 the template that you want to mo)e and drag it to the desired folder. ;f you do not ha)e the authority to delete templates from the source folder( this action copies the template instead of mo)ing it.
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)eleting a template
You cannot delete templates supplied with @@o or installed using the I7tension /anagerP you can only delete templates that you ha)e created. %;f you ha)e administrator pri)ileges( you can delete any template.' To delete a template& 1' ;n the Template /anagement dialog bo7( double:clic6 the folder that contains the template that you want to delete. + list of all the templates contained in that folder appears underneath the folder name. 2' Clic6 the template that you want to delete. *' Clic6 the /o ands button and choose Delete from the drop:down menu. + message bo7 appears and as6s you to confirm the deletion. Clic6 Qes.
'mporting a template
;f the template that you want to use is in a different location( you must import it into an @@o template folder. To import a template into a template folder& 1' ;n the Template /anagement dialog bo7( select the folder into which you want to import the template. 2' Clic6 the /o ands button and choose + port Te plate from the drop: down menu. + standard file browser window opens. *' 9ind and select the template that you want to import( and then clic6 Open. The file browser window closes and the template appears in the selected folder. E' ;f you want( type a new name for the template( and then press 8nter.
3#porting a template
To e7port a template from a template folder to another location& 1' ;n the Template /anagement dialog bo7( double:clic6 the folder that contains the template that you want to e7port. + list of all the templates contained in that folder appears underneath the folder name. 2' 1elect the template that you want to e7port. *' Clic6 the /o ands button and choose Export Te plate from the drop: down menu. The 1a)e +s window opens. E' 9ind the folder into which you want to e7port the template and clic6 Save.
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Chapter 0"ing (ai$ (erge

Form letters@ mailing la&els@ and en'elopes
11
307
What is mail merge?

@pen@ffice.org %@@o' .riter pro)ides )ery useful features to create and print&
/ultiple copies of a document to send to a list of different recipients %form letters' /ailing labels In)elopes
+ll these facilities( though different in application( are based around the concept of a registered Ndata sourceO( from which is deri)ed the )ariable address information necessary to their function. This chapter describes the entire process. The steps include& 1' -ow to create and register a data source. 2' -ow to create and print form letters( mailing labels( and en)elopes. *' @ptionally( how to sa)e the output in an editable file instead of printing it directly.
Creating the data source

+ data so%rce is a database containing the name and address records %and optionally other information' from which a mailing list may be deri)ed. +lthough you can create and print mailing labels and en)elopes without using a data source( in most cases using one is the best approach. This chapter assumes that you are using a data source.
OOo can access a wide )ariety of data sources( including spreadsheets( te7t files and
databases such as /y1J$( +dabas( and @52C. ;f the information to be used in the mail merge is currently in a format that @@o cannot access directly( you need to con)ert it( for e7ample by e7porting it to a comma:separated )alues %C1=' file. 9or the following e7ample we use a spreadsheet with the following column %field' headers& #itle@ First name@ 5ast name@ >ddress@ !tate)Co%nt6@ Co%ntr6@ Post Code@ !e9@ Points. + sample data source is shown in 9igure 2C?.
Fig%re 7/-( !preadsheet data so%rce
Chapter "" 1sing 3ail 3erge
303
egistering a data source

9or a data source to be directly accessible from within a .riter document( it must first be registered as described below. You only need to do this onceP after that( the data source is a)ailable to all documents in @pen@ffice.org. 1' 9rom within any @penoffice.org document( or from the @pen@ffice.org 1tart Center( choose File > 'i0ards > :ddress Data So!rce. 2' The choices on the first page of the wi3ard )ary with your operating system. 1elect the appropriate type of e7ternal address boo6. ;n this e7ample( it is Other external data so!rce. Clic6 -ext.
Fig%re 7/.( !elect t6pe of e9ternal address &ook *' @n the ne7t page of the .i3ard( clic6 the Settings button.
Fig%re 7//( !tarting the !ettings part of the Wi<ard
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E' ;n the 5ata 1ource #roperties page( select the 5atabase type. ;n our e7ample( it is Spreadsheet. Clic6 -ext.
Fig%re 300( !electing the data&ase t6pe 5' ;n the ne7t dialog bo7( clic6 ,rowse and na)igate to the spreadsheet that contains the address information. 1elect the spreadsheet and clic6 Open to return to this dialog bo7. +t this time you may wish to test that the connection has been correctly established by clic6ing on the Test /onnection button %not shown in illustration'.
Fig%re 30"( !electing the spreadsheet doc%ment H' Clic6 Finish. ?' @n the following page( clic6 -ext. 2ecause this is a spreadsheet( do not clic6 Field :ssign ent.
Fig%re 307( :eca%se this is a spreadsheet@ do not click Field >ssignment
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F' !ame the file in the $ocation field. The default is ...A:ddresses.od(P but you may replace :ddresses with another name if you wish. You may also change the name in the N+ddress boo6 nameO field. ;n our e7ample( the name N#ointsO was used for both.
Fig%re 303( ;ame the .od& file and the address &ook C' Clic6 Finish. The data source is now registered.
Creating a form letter

Example: Sending a letter to your u!tomer "a!e
+ mail order company organi3ed a campaign to assign credit points to their customers according to the Luantity of goods they buy during one year. +t the end of the year( they want to send a letter to each customer to show the total of credit points collected. You can create a form letter manually( which is the simplest and most comprehensi)e method and is described here( or you can use the /ail /erge wi3ard as described in N"sing the /ail /erge .i3ard to create a form letterO starting on page *1C. ;f you elect to use the wi3ard( pay close attention to its current limitations( as identified within its description. 1' Create a new te7t document& File > -ew > Text Doc! ent( or open a pre: e7isting form letter with File > Open. 2' 5isplay the registered data sources& %iew > Data so!rces %or press F+'.
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*' 9ind the data source that you wish to use for the form letter( in this case Points. I7pand the Points and Ta(les folders( and select Sheet2. The address data file is displayed.
Fig%re 30+( !electing the data so%rce E' !ow create or modify the form letter by typing in the te7t( punctuation( line brea6s( and so on that will be present in all of the letters. To add the mail:merge fields where needed %such as names and addresses'( clic6 in the field heading and drag it to the appropriate point in the letter. !ote that address lines should be in indi)idual paragraphs( not separated by line brea6s as might seem preferable. The reason for this will be made clear in the ne7t step.
Fig%re 30 ( Dragging fields to the &od6 of the form letter
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5' Continue until you ha)e composed the entire document. +t this time you may wish to consider suppressing any blan6 lines that may appear in the resulting letters. ;f not( s6ip ahead to 1tep ?.
Fig%re 30,( #he completed form letter H' To suppress blan6 lines& a' Clic6 at the end of the first paragraph to be suppressed and then choose +nsert > Fields > Other. b' 1elect the F%nctions tab and then clic6 on 1idden Paragraph in the #6pe column. c' !ow clic6 in the /ondition bo7 and enter the details of the condition that defines a blan6 address field. ;t has the general form of& =>)ata#ase.Ta#le.)ata#ase field? where the [hG %!@T' character indicates the negati)e case and the sLuare brac6ets indicate the condition. 9or e7ample( in our #oints database the condition to test if the Company field is empty would be& =>P ints.%'eet1.( !pan@? as illustrated in 9igure *0?. To test for multiple conditions use the operators >;D and/or OR between the conditional statements( for e7ample& =>P ints.%'eet1.Title?AN)=>P ints.%'eet1.Last Na!e? d' Clic6 +nsert( but do not close the dialog bo7 until you ha)e amended all the lines that should be suppressed.
30.
Fig%re 30-( Gidden paragraph insertion The document is now ready to be printed. 1' Choose File > Print and respond with Qes in the message bo7.
Fig%re 30.( Confirmation message for merging data&ase fields 2' ;n the /ail /erge dialog bo7 %9igure *0C'( you can choose to print all records or selected records. To select records to be printed( use Ctrl+click to select indi)idual records. To select a bloc6 of records( select the first record in the bloc6( scroll to the last record in the bloc6( and !hift+click on the last record. *' Clic6 O< to send the letters directly to the printer. @r( you can sa)e the letters to a file for further editing or formattingP see NIditing merged documentsO below. E' ;f you ha)e not sa)ed the original( prototype form letter document %template' pre)iously( then you should do so now. -a)ing a form letter template could greatly simplify the creation of other form letters in the future and is highly recommended.
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Fig%re 30/( #he 3ail 3erge dialog &o9
3diting merged documents

You may prefer to sa)e the letters to a file( to allow for proofreading or some later formatting. To do this& 1' ;n the /ail /erge dialog bo7 %9igure *0C'( select File in the output section( instead of using the default Printer selection. 2' This changes the dialog bo7 to display the !a'e merged doc%ment section( where Save as single doc! ent is pre:selected. You can choose to sa)e each letter as an indi)idual document instead.
*' Clic6 O<. ;n the 1a)e as dialog bo7( enter a file name for the sa)ed letters and choose a folder in which to sa)e them. The letters will be sa)ed consecuti)ely as separate pages in the single document( or numbered consecuti)ely in indi)idual files if sa)ed as single documents. You can now open the letters and edit them indi)idually as you would edit any other document.
3"0
Printing mailing labels

2efore beginning this process( note the brand and type of labels you intend to use.
Preparing for printing

To prepare mailing labels for printing& 1' Choose File > -ew > )a(els. 2' @n the Options tab( ensure that the S*nchronise contents option is selected. *' @n the )a(els tab %9igure *10'( select the Data(ase and Ta(le. 1elect the ,rand of labels to be used( and then select the T*pe of label.
;f the type of label you wish to use is not on the list( use the For at tab to define a new 2rand and Type. This is beyond the scope of this document( but is relati)ely simple to implement( if you 6now the dimensions of the label.
Tip
Fig%re 3"0( !elect Data&ase@ #a&le@ la&el :rand@ and la&el #6pe E' Clic6 the dropdown arrow under Data(ase field. 1elect the first field to be used in the label %in this e7ample( Title'. Clic6 the left arrow button to mo)e this field to the )a(el text area( as shown in 9igure *11.
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Fig%re 3""( 3o'e fields from Data&ase field list to 5a&el te9t area 5' Continue adding fields and inserting desired punctuation( spaces( and line brea6s until the label is composed. 9igure *12 shows the completed label.
Fig%re 3"7( #he completed la&el H' Clic6 -ew Doc! ent. You now ha)e a new( single:page document containing a series of frames( one for each label of the selected type and filled with the data source address fields that you selected. Juite often some of the fields in your address data source will be unused( leading to blan6 lines in your labels. ;f this is not important( go to N#rintingO on page *1EP otherwise( follow the instructions in NIditing a sa)ed file of mailing labelsO on page *1E.
3"7
emoving blank lines from labels

1' 9irst ensure that the label frames are showing the field contents %data source headings'( rather than their underlying field names. ;f this is not the case( then either press Ctrl+F/ or choose %iew > Field -a es to toggle the )iew. 2' !e7t( ensure that you can see non:printing characters( such as paragraph mar6s( line brea6s and so on. ;f these are not already )isible( choose %iew > -onprinting /haracters from the menu bar( or press Ctrl+F"0( or clic6 on the paragraph icon in the 1tandard toolbar. You will now see that address field separation is created by line brea6s ( rather than paragraphs . +s the suppression of blan6 address fields depends on hiding paragraphs( not lines( you need to replace line brea6s with paragraphs as follows. *' Clic6 in the first label( at the end of the last data source address field in the first line of the label. #ress Delete to remo)e the new line character and then press Ret%rn %or the 8nter 6ey' to insert a paragraph mar6er. <epeat this action for each line in the address. ;f the line spacing in the first label is not satisfactory( you may wish to correct this before proceeding( by modifying the paragraph style associated with the address. "nless you ha)e changed it( the address uses the 5efault style.
Caution
The obMecti)e of step *' is to replace all line brea6s at the end of data source address fields with paragraphs. 1ometimes the address data field may be longer than the width of the label and will wrap to the ne7t physical line& ma6e sure that you are not misled by this into deleting and replacing anything other than line brea6 characters.
E' Clic6 again at the end of the first paragraph to be conditionally suppressed and then choose +nsert > Fields > Other. 1elect the F!nctions tab and then clic6 on 1idden Paragraph in the #6pe column. !ow clic6 in the /ondition bo7 and enter the details of the condition that defines a blan6 address field. ;t has the general form of& =>)ata#ase.Ta#le.)ata#ase field? where the [hG %!@T' character indicates the negati)e case and the sLuare brac6ets indicate the condition. 9or e7ample( in our #oints database the condition to test if the Company field is empty would be =>P ints.%'eet1.( !pan@? as illustrated in 9igure *0?. To test for multiple conditions( use the operators >;D and/or OR between the conditional statements( for e7ample& =>P ints.%'eet1.Title?AN)=>P ints.%'eet1.Last Na!e? Clic6 +nsert= but do not close the dialog bo7 until all lines ha)e been amended. 5' <epeat for each paragraph to be conditionally suppressed( remembering to ad)ance the cursor to the end of the line in Luestion before changing the last element of the condition and +nserting the result.
3"3
Caution
The last paragraph of the label address bloc6 ends with a special field( !e7t record&5atabase.Table %!e7t record&#oints.1heet1 in our e7ample'( and the -idden paragraph field 6UST be inserted before this field. This can generally be accomplished by clic6ing at the end of the paragraph and then using the 5eft >rrow 6ey once to s6ip bac6 o)er it. + clue that you omitted this action is the obser)ation that some records ha)e been s6ipped and are missing from the final output.
H' <emembering that we selected S*nchronise contents earlier( you should now be able to see a small window containing a button labelled S*nchronise )a(els. Clic6 on this button and the hidden paragraph fields are propagated to all the labels in your document. You now ha)e a template suitable for future use with the same data source and type of label. ;f you wish to sa)e it( use File > Te plates > Save as to sa)e it as an @pen 5ocument Te7t Template %.ott' into the pri)ate template directory %folder' that you ha)e pre)iously defined in Tools > Options > OpenOffice.org > Paths > Te plates.
Printing
1' Choose File > Print. The message shown in 9igure *0F appears. Clic6 Qes. 2' ;n the /ail /erge dialog bo7 %9igure *0C'( you can choose to print all records or selected records. To select records to be printed( use Ctrl+click to select indi)idual records. To select a bloc6 of records( select the first record in the bloc6( scroll to the last record in the bloc6( and !hift+click on the last record. *' Clic6 O< to send the labels directly to the printer. ;f you prefer to sa)e the labels to a file( perhaps to allow some later editing such as changing the typeface or paragraph format( then you should select File in the output section of the /ail /erge dialog bo7( rather than using the default Printer selection. This changes the dialog bo7 to highlight the !a'e merged doc%ment section( where Save as single doc! ent is pre:selected. ;n this case( clic6ing O< brings up the 1a)e as dialog bo7( where a file name can be entered for the sa)ed labels. ;f you did not sa)e the prototype label fields document %template' in step Hf( then you are prompted to do so now by another 1a)e as dialog bo7. ;n either case( whether printing or sa)ing to file( despite there apparently being only one page of labels( the printed or sa)ed output will be e7panded to include all of the selected records from the data source.
3diting a saved file of mailing labels

To edit a sa)ed file of mailing labels( open the sa)ed label file in the normal way. You will be prompted to update all lin6s. Choose -o for the following reason& The first label on the page is termed the N/aster $abelO and all other labels are lin6ed to it. ;f you update the lin6s( then all labels will end up containing the same data( which may not be what you want. You can edit indi)idual records in the normal way( by highlighting and changing the font name( for e7ample.
3"+
-owe)er( you cannot edit all labels globally %for e7ample( to change the font name for all records' by the techniLue of selecting the entire document. To achie)e this result you ha)e to edit the paragraph style associated with the label records as follows& 1' <ight:clic6 any correctly spelled word in a label record. 1elect Edit Paragraph St*le from the pop:up menu. %!ote& ;f you clic6 on a misspelled word( a different menu appears.' 2' Then from the #aragraph 1tyle dialog bo7( you can ma6e changes to the font name( the font si3e( the indents( and other attributes.
Printing envelopes
;nstead of printing mailing labels( you may wish to print directly onto en)elopes. There are two basic ways to create en)elopes( one where the en)elope is embedded within a letter( generally as the first page %+nsert in the In)elope dialog bo7'( and another where the en)elope is an independent document % -ew Doc. in the dialog bo7'. ;n each case the addressing data may be manually entered( for e7ample by copying and pasting from the letter with which it is associated( or it may originate within an address data source. This section assumes the use of an address data source and( for con)enience( a free: standing en)elope. The production of en)elopes in)ol)es two steps( setup and printing( as described in this section.
%etting up envelopes for printing

1' Choose +nsert > Envelope from the menu bar. 2' ;n the In)elope dialog bo7( select the For at tab %9igure *1*'( where you can select the en)elope format to use. You can then arrange the layout of the en)elope to suit your reLuirements( together with the character and paragraph attributes to be used in the 1ender and +ddressee areas. These attributes are accessed using the Edit buttons to the right of the dialog bo7( ne7t to the word Format.
Note
;f the list of en)elope formats in the !i<e section of this dialog bo7 does not include the si3e you need( choose User Defined %at the bottom of the list' and specify the en)elope si3e using the 'idth and 1eight bo7es.
Tip
+t this stage it is not possible to )ary the dimensions of the frames that will hold the 1ender and +ddressee information( but once the en)elope has been created this will become possible and you may wish to ma6e some cosmetic adMustments.
*' The ne7t step is to select the Printer tab %9igure *1E'( from where you may choose the printer you intend to use( its setupSfor e7ample( specification of the tray holding en)elopesSand other printer:related options such as en)elope orientation and shifting. You may need to e7periment with these settings to achie)e the best results with your printer.
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Fig%re 3"3( 8n'elope formatting dialog &o9 E' You now ha)e the choice of creating the +ddressee fields by dragging and dropping from the data source headings %as described in NCreating a form letterO on page *0H( and in particular in 9igure *05' or using the facilities of the Envelope tab. ;f you prefer dragging and dropping( than clic6 -ew Doc.( drag your data source headings into the +ddressee area on your new en)elope and s6ip to step ?'( otherwise continue with steps 5 and H.
Fig%re 3"+( Choosing printer options for an en'elope
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5' 1elect the Envelope tab %9igure *15'.
Fig%re 3" ( Choosing addressee and sender information for en'elopes =erify( add( or edit the information in the +ddressee and 1ender bo7es %1ender is the NfromO on the en)elope'. You can use the right:hand dropdown lists to select the database and table from which you can access the +ddressee information( in a similar fashion to that described for N#rinting mailing labelsO( paragraphs *( E and 5 on page *11. The similarity of the method with 9igure *11 and 9igure *12 will be clear. H' .hen you ha)e finished formatting( clic6 either the -ew Doc. or +nsert button to finish. +s might be e7pected( -ew Doc creates only the en)elope template in a new document( whereas +nsert inserts the en)elope into your current document as page 1. ;f you donGt want to proceed with this en)elope( clic6 /ancel or press the 8sc 6ey. You can also clic6 $eset to remo)e your changes and return to the original settings e7tant when the dialog bo7 opened. You can now modify the placement of the frames containing the sender and addressee information( or ma6e further changes to the character and paragraph attributes %for e7ample( the font' or add a logo or other graphic to the en)elope.
;f you freLuently print en)elopes from the same database onto the same si3e en)elopes( at this point you may wish to create a template from this setup. 1ee NCreating an en)elope templateO on page *1C.
Tip
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?' Juite often some of the fields in your address data source will be unused( leading to blan6 lines in your en)elope +ddressee area. ;f this is not important( you can s6ip the ne7t few paragraphs and go straight to N/erging and printing the en)elopesO on page *1C( otherwise continue as described here.
The following procedure is )ery similar to that used for a similar purpose in the section on printing mailing labels. ;t is reproduced here for ease of reference.
Tip
a'
b'
9irst ensure that the en)elope is showing the field contents %data source headings'( rather than their underlying field names. ;f this is not the case( then either press Ctrl+F/ or choose %iew > Field -a es to toggle the )iew. !e7t( ensure that you can see non:printing characters( such as paragraph mar6s( line brea6s and so on. ;f these are not already )isible( choose %iew > -onprinting /haracters from the menu bar( or press Ctrl+F"0( or clic6 on the large paragraph icon in the 1tandard toolbar. You will now see that address field separation is created by line brea6s ( rather than paragraphs . +s the suppression of blan6 address fields depends on hiding paragraphs( not lines( you need to replace line brea6s with paragraphs as follows. Clic6 at the end of the last data source address field in the first line of the label. #ress Delete to remo)e the new line and then press Ret%rn %or the 8nter 6ey' to insert a paragraph. <epeat this action for each line of the label. ;f the line spacing in the +ddressee area is not satisfactory( you may wish to correct this before proceeding( by modifying the paragraph style associated with the address. "nless you ha)e changed it( the address uses the 5efault style. Clic6 again at the end of the first paragraph to be conditionally suppressed and then choose +nsert > Fields > Other. 1elect the F!nctions tab and then clic6 on -idden #aragraph in the T*pe column. !ow clic6 in the /ondition bo7 and enter the details of the condition that defines a blan6 address field. ;t has the general form of& =>)ata#ase.Ta#le.)ata#ase field? where the [hG %!@T' character indicates the negati)e case and the sLuare brac6ets indicate the condition. 9or e7ample( in our #oints database the condition to test if the Company field is empty would be& =>P ints.%'eet1.( !pan@? as illustrated in 9igure *0?. To test for multiple conditions( use the operators >;D and/or OR between the conditional statements( for e7ample& =>P ints.%'eet1.Title?AN)=>P ints.%'eet1.Last Na!e? Clic6 +nsert= but do not close the dialog bo7 until all lines ha)e been amended. <epeat for each paragraph to be conditionally suppressed( remembering to ad)ance the cursor to the end of the line in Luestion before changing the last element of the condition and ;nserting the result.
c'
d'
e'
3".
Merging and printing the envelopes

To merge addresses and print the en)elopes& 1' Choose File > Print. + message bo7 %9igure *0F' appears. Clic6 Qes. 2' The /ail /erge dialog bo7 %9igure *0C' appears. +s with form letters and mailing labels( you can choose to print en)elopes for one( se)eral or all address records in the database. *' /a6e your selections and then clic6 O< to print direct to the printer. ;f you wish to chec6 the en)elopes before printing them( see 1tep C of NCreating a form letterO on page *0H for instructions.
Creating an envelope template

.hen your en)elope layout and fields are complete to your satisfaction( you can sa)e the result as a template. 1' Choose File > Te plates > Save. 2' @n the Templates dialog bo7( type a name for the new template and choose a category in which to store your template. *' Clic6 O< to sa)e the template.
(sing the Mail Merge Wi7ard to create a form letter

The manual method of creating a form letter described in NCreating a form letterO on page *0H pro)ides the most control o)er the result and is therefore recommended. ;f you prefer to use the /ail /erge wi3ard( the techniLue is described below. 2efore starting you should note the following limitations( current in @@o *&
;n 1tep E creating the salutation only allows the se7:related /r. and /rs. ;t ma6es no allowance for /iss or /s( nor does it permit se7less addressing such as 5r. +gain in 1tep E( the eneral salutation is not editable and the default )alues are somewhat limited. ;n 1tep 5 the layout is idiosyncratic( with paragraph mar6s all o)er the place so as to space the address bloc6 frame and salutation. Creating a professional loo6ing document reLuires significant editing.
;f the abo)e limitations are not a hindrance to you( then open a new document with File > -ew > Text Doc! ent and start the /ail /erge wi3ard using Tools > 6ail 6erge 'i0ard. The wi3ard opens( as shown in 9igure *1H.
%tep >H %elect starting document

The wi3ard gi)es )arious options to select your starting document&
"se the current document. Create a new document. 1tart with an e7isting document. 1tart from a template.
9or the purposes of this description( we assume that you opened a new te7t document. This will ensure that all the steps in the wi3ard are fully e7plored(
3"/
although with e7perience you may find it more practical to use a draft you prepared earlier( which will allow s6ipping some steps. 1elect Use the c!rrent doc! ent and clic6 -ext.
Fig%re 3",( !elect starting doc%ment
%tep @H %elect document type

The wi3ard can produce letters or( if a ,a)a /ail connection e7ists( email messages. You can see these options in 9igure *1?. ;n this e7ample( we are producing a letter. 1elect )etter and clic6 -ext.
Fig%re 3"-( Choose doc%ment t6pe
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%tep BH 'nsert address block

This is the most comple7 step in the wi3ard. ;n this step %9igure *1F' you will do three things& 1' Tell the wi3ard which data source to use. The data source must be an e7isting fileP in this e7ample it is the N#ointsO spreadsheet created earlier. 2' 1elect the address bloc6 to use in the document. This means choosing which fields appear %for e7ample( whether the country is included' and how they loo6. *' /a6e sure that the fields all match correctly. This is )ery important. 9or e7ample( the wi3ard has a field called T$ast !ameU. ;f your spreadsheet has a column called N1urnameO( you need to tell the wi3ard that T$ast !ameU and N1urnameO are eLui)alent. This is described in N/atching the fieldsO on page *2*.
Fig%re 3".( 4nsert address &lock
Selecting the data source .address list/

1' ;f the current address list( identified beneath the Select Different :ddress )ist button in section 1( is not the one you wish to use( clic6 the button to open the 1elect +ddress $ist dialog bo7 %9igure *1C' for choosing a data source. 2' ;f you ha)e not already created the address list( you may clic6 /reate to do so now. This step will allow you to create a C1= %Comma 1eparated =alues' file with a new list of address records.
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;f you already ha)e an address list( as we ha)e in the N#ointsO spreadsheet e7ample( but which is not the one you wish to use( clic6 :dd and select the file in which it resides. ;n each of the abo)e cases a new data source will be created and registered.
Fig%re 3"/( !elect address list dialog &o9 *' 1elect the address list and clic6 O< to return to step * of the wi3ard. 9or this e7ample( the preceding steps are all you need to do. The wi3ard can also e7clude certain recordsP clic6 Filter to choose them.
Selecting the address bloc"

1' ;n step * of the wi3ard %shown in 9igure *0E'( loo6 at section 2. This is where you select the address bloc6 to appear on the letter( and define its appearance and the fields it contains. The main page gi)es two e7amples. ;f neither of those is e7actly what you want( clic6 6ore to see more choices( in the 1elect +ddress 2loc6 dialog bo7 %shown in 9igure *20'. 2' The 1elect +ddress 2loc6 dialog bo7 offers si7 choices for the format of the address bloc6 %scroll down to see the last two choices'. You can also optionally include or e7clude the country %for e7ample( only include the country if it is not Ingland'. The si7 formats pro)ided are relati)ely common( but they might not e7actly match your preference. ;f this is the case( select the address bloc6 that is closest to what you want and clic6 Edit( which opens the !ew +ddress 2loc6 dialog bo7.
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Fig%re 370( !elect address &lock *' ;n the !ew +ddress 2loc6 dialog bo7 %9igure *21'( you can add or delete address elements using the arrow buttons on the left. To mo)e elements around( use the arrow buttons on the right. 9or e7ample( to add an e7tra space between first and last names in 9igure *21( clic6 T$ast !ameU and then clic6 the right arrow button.
Fig%re 37"( ;ew address &lock
Matching the fields

9inally( it is time to match the wi3ardGs fields with the spreadsheet fields( so that items li6e T$ast !ameU and N1urnameO match correctly. 1' $oo6 at section * of step * of the wi3ard %shown in 9igure *0E on page *0?'. The bo7 at the bottom displays one record at a time( using the address bloc6 format you selected. "se the right and left arrow buttons below that address
Chapter "" 1sing 3ail 3erge 373
bo7 to step through the addresses( chec6ing that they display correctly. 5o not assume that all the records display correctly( Must because one or two do. Chec6 them all if you can( or at least a good proportion. 2' ;f the addresses do not display correctly %and they probably will not right away'( clic6 6atch Fields.
Fig%re 377( 3atch fields dialog &o9 The /atch 9ields dialog bo7 has three columns&
>ddress 8lements are the terms the wi3ard uses for each field( such as T9irst !ameU and T$ast !ameU. "se the 3atches to Field column to select( for each address element( the field from your data source that matches it. The Pre'iew column shows what will be shown for this field from the selected address bloc6( so you can double:chec6 that the match is correct.
*' .hen you ha)e matched all the fields( clic6 O< to return to step * of the wi3ard. !ow( when you use the arrow buttons to loo6 at all the addresses( they should all loo6 correct. ;f not( go bac6 and change anything youGre not happy with( before clic6ing -ext to mo)e to step E. !ote that you will not be able to continue until you ha)e correctly matched all the fields in your chosen address bloc6. ;f you see Tnot a)ailableU in a field position it indicates that the field in Luestion is not correctly matched. E' !otice the option for S!ppress lines with e pt* fields. "sing the .i3ard( you do not ha)e to create your own conditional suppression fields.
37+
%tep DH Create salutation

The salutation is the initial greeting( for e7ample( Dear 3r Bones. ;n step E( select the salutation that will appear in the letter.
Fig%re 373( Create a sal%tation You can use a different greeting for men and women. To do this( .riter must ha)e some way of 6nowing whether a person is male or female. ;n our spreadsheet we had a column called !e9. ;n the section :ddress list field indicating a fe ale recipient( set the field name to !e9 and the field )alue to F. The male salutation is then printed for all men and the female salutation for all women.
Note
You do not need to tell @@o who is a male( because it assumes that all non:female records are males.
;f you do not select +nsert Personali0ed Sal!tation( you can use a more general salutation without referring to the recipient directly( such as NTo whom it may concernO. +s in step *( step E of the wi3ard has a pre)iew pane at the bottom. You should chec6 more than one record to ensure that other records loo6 the way you e7pect.
%tep FH 0d*ust layout

;n step 5( you can adMust the position of the address bloc6 and salutation on the page. You can place the address bloc6 anywhere on the page. The salutation is always on the left( but you can mo)e it up and down the page. "se the buttons shown in 9igure *2E to mo)e the elements.
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Fig%re 37+( >dI%st la6o%t
%tep ?H 3dit document and insert e#tra fields

;n step H you ha)e another opportunity to e7clude particular recipients from the mail merge( as shown in 9igure *25.
Fig%re 37 ( 8dit doc%ment You can also edit the body of the document. ;f you started with a blan6 document( you can write the whole letter in this step. Clic6 Edit Doc! ent to shrin6 the wi3ard to a small window %9igure *2H' so you can easily edit the letter.
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Fig%re 37,( 3inimi<ed mail merge wi<ard You need to perform another important tas6 in this step. The wi3ard only inserts information from the name and address fields( but you may wish to add additional data. ;n our e7ample( we want to tell each person how many points they had accumulated during the yearP that information is in the spreadsheet. To do this& 1' Clic6 Edit Doc! ent in step H of the wi3ard. 2' Choose +nsert > Fields > Other. The 9ields dialog bo7 opens.
Fig%re 37-( 4nsert mail merge fields dialog &o9 *' Clic6 the Data(ase tab. E' @n the left hand side( select 6ail erge fields. 5' "nder Data(ase selection find your data source %in this e7ample( it is a spreadsheet'. I7pand it to see the fields. H' Clic6 the field you want to insert( then clic6 +nsert to insert the field. You can insert any number of fields any number of times into your mail merge document. ?' Clic6 /lose when you are done.
The Data(ase selection lists the data source you selected in step *. All the information you need for the letter must be contained in that data source.
Note
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%tep AH Personali7e documents

;n step ?( @@o creates all your letters( one per recipient. Clic6ing the Edit individ!al Doc! ent button here is similar to step H. The difference is that you now edit a long file containing all of the letters( so you can ma6e changes to a particular letter to one person. ;n this step of the /ail /erge wi3ard( clic6 Find to open a dialog bo7 that allows searches within the document( perhaps for an indi)idual addressee.
Fig%re 37.( Personali<e doc%ment +s with step H( when editing the document( the wi3ard shrin6s to a small window %9igure *2H'. Clic6 on this window to e7pand the wi3ard to its full si3e.
%tep CH %ave< print or send

You ha)e now completed the mail merge process. The last step is to do something with it. ;n step F( you can sa)e the original sample letter( sa)e the merged document( print the letters right away or( if you created email messages( send them. You probably want to sa)e the starting %prototype' document and the merged document. To do this( select Save starting doc! ent to re)eal the Save starting doc! ent section containing the Save starting doc! ent button. This button will be acti)e only if the document has not already been sa)ed. Clic6ing on this button brings up the standard 1a)e as dialog bo7. @nce you ha)e named and sa)ed the document you return to the 1tep F dialog bo7 as shown in 9igure **0.
37.
Fig%re 37/( Personali<e doc%ment
Fig%re 330( !tep .( !a'e@ print or send The merged document can now be sa)ed by selecting Save erged doc! ent. This will re)eal the Save erged doc! ent settings section( from which you can select to sa)e either as one large file containing all the indi)idual( generated letters or as a separate file for each letter.
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Fig%re 33"( !a'ing a merged doc%ment .hen you ha)e sa)ed the merged document( you can print the final letters now or laterP and you can still manually chec6 and edit the letters if necessary. ;f you elect to print at this stage( the dialog bo7 shown in 9igure **2 appearsP it should be self: e7planatory.
Fig%re 337( Printing the merged doc%ment
330
Chapter Ta+$e" of Content"& Indexe"& and 1i+$iographie"
12
33"
'ntroduction
This chapter describes how to create and maintain a table of contents %T@C'( an inde7( and a bibliography for a te7t document using @pen@ffice.org .riter. To understand the instructions( you need to ha)e a basic familiarity with .riter and styles %see Chapters H and ?'. This chapter does not co)er all the possible ways to use the features a)ailable through the T@C/;nde7 dialog bo7es in .riter. 1ome common usage e7amples are gi)enP others will be made a)ailable from the -owTo section of the 5ocumentation wi6i( http&//wi6i.ser)ices.openoffice.org/wi6i/5ocumentation/-owRTos.
Tables of contents
.riterGs table of contents feature lets you build an automated table of contents from the headings in your document. .hene)er changes are made to the te7t of a heading in the body of the document or the page on which the heading appears( those changes automatically appear in the table of contents when it is ne7t updated. 2efore you start( ma6e sure that the headings are styled consistently. 9or e7ample( you can use the Geading " style for chapter titles and the Geading 7 and Geading 3 styles for chapter subheadings. This section shows you how to&
Create a table of contents Luic6ly( using the defaults. Customi3e a table of contents.
You can use any style you want for the different le)els to appear in the table of contentsP howe)er( for simplicity( most of this chapter uses the default Geading O9P styles.
Note
Creating a table of contents /uickly

/ost of the time you will probably find the default table of contents to be what you need. ;nserting a default T@C is simple& 1' .hen you create your document( use the following paragraph styles for different heading le)els %such as chapter and section headings'& Geading "( Geading 7( and Geading 3. These are what will appear in your T@C. .riter can e)aluate up to ten le)els of headings. 2' Clic6 in the document where you want the T@C to appear. *' Choose +nsert > +ndexes and Ta(les > +ndexes and Ta(les. E' Clic6 O<. The result will be a typical table of contents. 1ome tips you may find useful&
;f some of your headings do not show up in the table of contents( chec6 that the headings ha)e been tagged with the correct paragraph style. ;f a whole le)el of headings does not show up( chec6 the settings in Tools > O!tline -! (ering. 1ee N5efining a hierarchy of headingsO in Chapter H %;ntroduction to 1tyles' for more information. The T@C appears with a gray bac6ground. This bac6ground is there to remind you that the te7t is generated automatically. ;t is not printed and does not appear if the document is con)erted to a #59. To turn off this gray bac6ground(
337
go to Tools > Options > OpenOffice.org > :ppearance ( then scroll down to the #e9t Doc%ment section and deselect the option for +ndex and ta(le shadings. This change may lea)e a gray bac6ground showing behind the dots between the headings and the page numbers( because the dots are part of a tab. To turn that shading off( go to Tools > Options > OpenOffice.org 'riter > For atting :ids and deselect the option for Ta(s.
;f you cannot place the cursor in the T@C( choose Tools > Options > OpenOffice.org 'riter > For atting :ids( and then select Ena(le in the C%rsor in protected areas section.
;f you add or delete te7t %so that headings mo)e to different pages' or you add( delete( or change headings( you need to update the table of contents. To do this& 1' Clic6 anywhere in the T@C. 2' <ight:clic6 and select Update +ndex9Ta(le from the pop:up menu.
Customi7ing a table of contents

+lmost e)ery aspect of the table of contents can be customi3ed to suit the style and reLuirements of your document. -owe)er( with the fle7ibility also comes some comple7ity and it is good to ha)e in mind the desired end result. 1tart by clic6ing in the document where you want the table of contents to appear and choose +nsert > +ndexes and Ta(les > +ndexes and Ta(les to open the ;nsert ;nde7/Table dialog bo7 shown in 9igure ***.
Fig%re 333. 4nde9)#a&le page of 4nsert 4nde9)#a&le dialog &o9
Chapter "7 #a&les of Contents@ 4nde9es@ and :i&liographies
333
You can also access this dialog bo7 at any time by right:clic6ing anywhere in an e7isting table of contents and choosing 6odif* from the pop:up menu. The ;nsert ;nde7/Table dialog bo7 has fi)e pages. Iach of them co)ers a different aspect of the T@C structure and appearance&
"se the 4nde9)#a&le page to set the attributes of the T@C( most importantly the type of inde7. "se the 8ntries and !t6les pages to format the entries in the T@C. "se the Col%mns page to put the T@C into more than one column. "se the :ackgro%nd page to add color or a graphic to the bac6ground of the T@C.
You can display a pre)iew bo7( located on the left:hand side of each page( to show as you wor6 how the T@C will loo6. %;f you do not see the pre)iew bo7( select the Preview option in the lower right:hand corner of the dialog bo7.' The illustrations in this chapter show the dialog bo7 as it appears with the pre)iew bo7 hidden. +fter ma6ing all your changes( clic6 O< to apply them. ;f you need to re)ert to the default settings( clic6 the $eset button.
+ndex/'able page
"se the 4nde9)#a&le page( pictured in 9igure ***( to set the attributes of the T@C.
Changing the title To gi)e the table of contents a different title( type it in the #itle field. To delete the title( clear the #itle field. %etting the type of inde# ;n computer terminology( a table of contents is one of se)eral types of inde7es. 2e sure the #6pe of 4nde9 is set to Ta(le of /ontents. 1ee N+lphabetic inde7esO on page *E2 and N@ther types of inde7esO on page *50 for more about creating other types of inde7es.
Note
You can only change the type of inde7 when you first create it. @nce you define an inde7 type %for e7ample( ma6e a table of contents' you cannot change the type.
Protecting against manual changes To pre)ent the T@C from being changed accidentally( select Protected against an!al changes. ;f this option is selected( the T@C can only be changed by using the right:clic6 menu or the ;nsert Table/;nde7 dialog bo7. ;f the option is not selected( the T@C can be changed directly on the document page( Must li6e other te7t. -owe)er( any manual changes will be lost when you update it. Changing the number of levels included .riter uses 10 le)els of headings when it builds the table of contents %or the number of le)els used in the document( whiche)er is smaller'. To change the number of le)els included( enter the reLuired number in the 8'al%ate %p to le'el bo7. 9or e7ample( the T@C in this boo6 includes only the first four heading le)els.
33+
Choosing the scope of the table of contents The for drop:down list in the Create inde9)ta&le area( allows you to select whether the T@C will co)er all the documentVs headings %Entire doc! ent' or Must the headings of the chapter where it is inserted. .riter identifies a NchapterO as all the headings between two first le)el outline headings %normally Geading "'. Creating a table of contents from an outline The third section of the 4nde9)#a&le page is used to determine what .riter should use to create the T@C. The a)ailable choices %not mutually e7clusi)e' are&
@utline +dditional styles ;nde7 mar6s
2y default .riter uses the outline le)elsP that is( paragraphs formatted with the paragraph styles associated with outline le)els in Tools > O!tline -! (ering. ;n the default document( Geading " has outline le)el 1( Geading 7 outline le)el 2 and so on up to Geading "0. You can change the paragraph styles included in the outline as described in N5efining a hierarchy of headingsO in Chapter H of this guide. You can include other paragraph styles in the T@C by assigning an outline le)el to those styles. To do this( modify the paragraph style definition& go to the @utline B !umbering page for the style( and select the reLuired outline le)el. Clic6 O< to sa)e the change.
Fig%re 33+( !pecif6ing an o%tline le'el on the O%tline L ;%m&ering page for a paragraph st6le
Creating from additional styles 2y selecting the >dditional !t6les option on the 4nde9)#a&le page( you can add more paragraph styles to the T@C. This can be useful when you want to include in the T@C an anne7 %appendi7'. ;f the O%tline option is also selected( the additional styles will be included in the table of contents together with the ones defined in the outline numbering. -owe)er( headings included in the T@C using this feature are not hyperlin6ed to the headings in the document body as are headings assigned to outline le)els. Creating from inde# marks This selection adds any inde7 entries that you ha)e inserted into the document by using +nsert > +ndexes and Ta(les > Entr*. !ormally you would not use this selection for a table of contents. -owe)er( if you do wish to use it( be sure to select Ta(le of /ontents from the drop:down list in the ;nsert ;nde7 Intry dialog bo7 %see 9igure *E1' when you are entering the inde7 entries for use in a T@C( so that .riter can distinguish between them and any inde7 entries intended for inclusion in an alphabetic inde7.
33
Entries page
"se the 8ntries page to define and format the entries in the T@C. Iach outline le)el can be styled independently from the other le)els by adding and deleting elements.
Fig%re 33 . 8ntries page of 4nsert 4nde9)#a&le dialog &o9 Clic6 on a number in the 5e'el column to select the outline le)el whose elements you want to format. This will display the !tr%ct%re line which contains the elements included in the entries for that le)el. The a)ailable elements are displayed Must below the structure line and are grayed out if already included&
The EV button represents the Nchapter numberO( which means the heading number( not Must for chapters but also for other le)els of headings. The E button represents the chapter %or sub:chapter' te7t. The T button represents a tab stop. The V button represents the page number. The )S button represents the start of a hyperlin6. %This button does not appear on the default !tr%ct%re line.' The )E button represents the end of a hyperlin6. %This button does not appear on the default !tr%ct%re line.'
Iach white field on the !tr%ct%re line represents a blan6 space. You can add custom te7t if you desire.
;f the chapter number defined for your document includes the word NChapterO before the number itself( then the EV field in the T@C will also include the word NChapterO. ;f you want to include the chapter number with the page number %for e7ample( in the style N2;2( 2; C( ...O' ( you will find that the page number appears in the T@C as N/hapter 2;2O( which is probably not what you want.
Note
0dding elements To add an element to the !tr%ct%re line& 1' Clic6 in the white field where you want to insert the element.
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2' Clic6 one of the fi)e buttons Must below the !tr%ct%re line. %9or e7ample( to add a tab( clic6 the Ta( stop button.' + button representing the new element appears on the !tr%ct%re line. *' To add custom te7t( such as the word Chapter( type the te7t in the white field.
Changing elements To change an element in the !tr%ct%re line( clic6 the button representing that element and then clic6 the element that you want to substitute in the row of buttons Must below the !tr%ct%re line. 9or e7ample( to change a chapter number to a tab stop( clic6 the EV button on the !tr%ct%re line %it shows then as being pressed' and then clic6 the Ta( stop button in the row of a)ailable elements. 0pplying changes to all outline levels To apply the displayed structure and formatting to all outline le)els( clic6 the :ll button. )eleting elements To delete an element from the !tr%ct%re line( clic6 the button representing that element and then press the Delete 6ey on your 6eyboard. 9or e7ample( to delete a tab stop( clic6 the T button and then press the Delete 6ey %9unctionA5elete on a /ac'. 1yperlinking an entry To change the default !tr%ct%re line so that the chapter number and the entry te7t form a hyperlin6( follow these steps& 1' @n the !tr%ct%re line( place the cursor in the white field to the left of the EV button. 2' Clic6 the 1*perlin5 button. +n )S button( representing the start of the hyperlin6( appears on the !tr%ct%re line. *' @n the !tr%ct%re line( place the cursor in the white field to the right of the E button. E' Clic6 the 1*perlin5 button again. +n )E button( representing the end of the hyperlin6( appears on the !tr%ct%re line.
9igure **H represents the completion of the abo)e steps. The number and the te7t of the entries on that le)el will now be hyperlin6s.
Fig%re 33,( G6perlink in ta&le of contents

0pplying character styles You might want an element to be a bit different from the rest of the line. 9or e7ample( you might want the page number to be bold. To apply a character style to an element& 1' 2e sure you ha)e defined a suitable character style.
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2' @n the !tr%ct%re line( clic6 the button representing the element to which you want to apply a style. *' 9rom the Character !t6le drop:down list( select the desired style. To )iew or edit the attributes of a character style( select the style from the Character !t6le drop:down list and then clic6 the Edit button.
The default character style for hyperlin6s is 4nternet 5ink( which by default is underlined and shown in blue. ;f you want the T@C entries to wor6 as hyperlin6s( but not appear underlined and blue( you can change the attributes of the ;nternet $in6 character style. -owe)er( this changes the attributes of all hyperlin6s in the document. ;f you want other hyperlin6s %for e7ample( website addresses' to remain in the default style( select the )S button on the 1tructure line and change the character style selection for T@C entries to 4nde9 5ink. ;f necessary( change the attributes for ;nde7 $in6 to what you want.
Tip
Tab position relative to Paragraph %tyle indent .hen this option is selected( entries are indented according to the settings of their indi)idual formats. .here a paragraph style specifies an indent on the left( tab stops are relati)e to this indent. ;f this option is not selected( tab stops are relati)e to the left margin position.
Styles page
"se the !t6les page( pictured in 9igure **?( to change which paragraph style is assigned to each le)el in the table of contents. ;n most cases( the best strategy is to 6eep the assigned styles but change their settings as needed to ma6e the T@C appear the way you want.
Fig%re 33-. !t6les page of 4nsert 4nde9)#a&le dialog &o9 To apply a custom paragraph style to an outline le)el& 1' ;n the 5e'els list bo7( select the outline le)el. 2' ;n the Paragraph !t6les list bo7( clic6 the desired paragraph style.
*' Clic6 the S button to apply the selected paragraph style to the selected outline le)el. The style assigned to each le)el appears in sLuare brac6ets in the 5e'els list. To remo)e paragraph styling from an outline le)el( select the outline le)el in the 5e'els list bo7( and then clic6 the Defa!lt button. To )iew or edit the attributes of a paragraph style( clic6 the style in the Paragraph !t6les list bo7( and then clic6 the Edit button.
Changes to a paragraph style will affect any te7t in the document that is formatted using this style( not Must the format of the table of contents.
Note
#olumns page
"se the Col%mns page to change the number of columns for the T@C. /ultiple columns are more li6ely to be used in inde7es than in T@Cs( so this page is described in the section on inde7es. 1ee 9igure *E5.
6ac"ground page
"se the :ackgro%nd page to add color or a graphic to the bac6ground of the T@C.
Fig%re 33.( :ackgro%nd page@ showing Color choices.

0dding color To add color to the bac6ground of the table of contents( select from the color grid.
I)en though the T@C may ha)e a shade behind it while editing( it is actually not shaded by default. ;t appears shaded because it is a field and will appear to ha)e the same shading all fields ha)e.
Note
33/
0dding a graphic To add a graphic to the bac6ground of the table of contents&
1' 9rom the >s drop:down list( select .raphic. The :ackgro%nd tab now displays the graphics options( as shown below. 2' Clic6 the ,rowse button. The 9ind graphics dialog bo7 opens. *' 9ind the graphic file you want and then clic6 the Open button. The 9ind graphics dialog bo7 closes and the selected graphic appears in the graphic pre)iew bo7 on the right:hand side of the :ackgro%nd tab. %;f you do not see the graphic( select the Preview chec6bo7.' E' To embed the graphic in your document( clear the )in5 chec6bo7. To lin6 the graphic to the document but not embed it( select the )in5 chec6bo7. 5' ;n the T*pe area of the :ackgro%nd tab( choose how you want the bac6ground graphic to appear&
To position the graphic in a specific location( select Position and then clic6 the desired location in the position grid. To stretch the graphic to fill the entire bac6ground area( select :rea. To repeat the graphic across the entire bac6ground area( select Tile.
Fig%re 33/( *raphic options on the :ackgro%nd page of the 4nsert 4nde9)#a&le dialog &o9
)eleting a color or graphic To delete color or a graphic from the table bac6ground& 1' 9rom the >s drop:down list( select /olor. 2' Clic6 -o Fill on the color grid.
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Maintaining a table of contents

This section shows you how to&
Idit an e7isting T@C "pdate a T@C when changes are made to the document 5elete a T@C
Editing a table of contents

To edit an e7isting T@C& 1' <ight:clic6 anywhere in the T@C. 2' 9rom the pop:up menu( choose Edit +ndex9Ta(le. The ;nsert ;nde7/Table dialog bo7 %9igure *** on page ***' opens and you can edit and sa)e the table as described in the pre)ious section.
;f you cannot clic6 in the T@C( it is probably because it is protected. To disable this protection( choose Tools > Options > OpenOffice.org 'riter > For atting :ids( and then select Ena(le in the C%rsor in protected areas section. ;f you wish to edit the T@C without enabling the cursor( you can access it from the !a)igator.
Tip
You can also access the ;nde7/Table dialog bo7 from the !a)igator %9igure *E0'.
Fig%re 3+0( >ccess an inde9 from the ;a'igator
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1' @pen the !a)igator %press F '. 2' Clic6 the e7pansion symbol %B sign or triangle' ne7t to +ndexes. *' <ight:clic6 on Ta(le of /ontents2 and choose +ndex > Edit.
(pdating a table of contents

.riter does not update the T@C automatically( so after any changes to the headings( you must update it manually. To update a T@C when changes are made to the document& 1' <ight:clic6 anywhere in the T@C. 2' 9rom the pop:up menu( choose Update +ndex9Ta(le. .riter updates the T@C to reflect the changes in the document. You can also update the inde7 from the !a)igator by right:clic6ing on +ndexes > Ta(le of /ontents2 and choosing +ndex > Update.
Deleting a table of contents

To delete the T@C from a document& 1' <ight:clic6 anywhere in the T@C. 2' 9rom the pop:up menu( choose Delete +ndex9Ta(le. .riter deletes the T@C.
Note
.riter will not prompt you to confirm the deleteh "se caution when deleting a T@C.
You can also delete the inde7 from the !a)igator by selecting +ndex > Delete from the menu shown in 9igure *E0.
0lphabetic inde#es
+n alphabetical inde7 %referred to as an inde7' is a list of 6eywords or phrases used throughout a document that( if listed in order with page numbers( may help the reader find information Luic6ly. enerally an inde7 is found in the bac6 of a boo6 or document. This section describes how to&
+dd inde7 entries. Create an alphabetic inde7 Luic6ly. Customi3e the display of inde7 entries. Customi3e the appearance of the inde7. =iew and edit e7isting inde7 entries.
0dding inde# entries

2efore you can create an inde7( you must create some inde7 entries. 1' Iither highlight the word or phrase to add to the inde7 or place the cursor at the beginning of the word or phrase. %;f you want to add multiple words as one entry it will generally be better to highlight the entire phrase.' 2' Choose +nsert > +ndexes and Ta(les > Entr* to display a dialog bo7 similar to that shown in 9igure *E1. You can accept the word or phrase shown in the 8ntr6 bo7 or change it to whate)er you want. ;f you placed the cursor at the
3+7 OpenOffice.org 3.3 Writer *%ide
beginning of a word( clic6ing on the 8ntr6 te7t bo7 inserts the word into the te7t bo7. *' Clic6 +nsert to create the entry.
Fig%re 3+". 4nserting an inde9 entr6 1ee NCustomi3ing inde7 entriesO on page *EE for an e7planation of the fields on this dialog bo7. You can create multiple entries without closing the dialog bo7. 9or each one& 1' 2' *' E' Clic6 at the location in the document that you want to inde7. Clic6 again on the dialog bo7. Change the entry if needed( and clic6 +nsert. <epeat steps 1* until you ha)e finished with the entries( then clic6 /lose.
;f field shading is acti)e %see Tools > Options > OpenOffice.org > :ppearance > Text Doc! ent > Field shadings'( when a selected word or phrase has been added to the inde7( it is shown in the te7t with a gray bac6ground. ;nde7 entries whose te7t is different from the te7t in the document are mar6ed by a small gray rectangle.
Note
Tip
You can also open the ;nsert ;nde7 Intry dialog bo7 by clic6ing the Entr* icon on the ;nsert toolbar( as shown in 9igure *E2.
Fig%re 3+7. 8ntr6 icon on 4nsert tool&ar
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Creating an alphabetic inde# /uickly

!ow that you ha)e some inde7 entries( you can create the inde7. +lthough inde7es can be customi3ed e7tensi)ely in .riter( most of the time you need to ma6e only a few choices. To create an inde7 Luic6ly& 1' Clic6 in the document where you want to add the inde7 and clic6 +nsert > +ndexes and Ta(les > +ndexes and Ta(les. 2' ;n the #6pe bo7 on the ;nde7/Table page %9igure *E*'( select :lpha(etical +ndex. *' ;n the Options section( you may want to unchec6 /ase sensitive %so that capitali3ed and lower:case words are treated as the same word' and unchec6 /o (ine identical entries with p or pp. E' Clic6 O<. The result will be a typical inde7. .riter does not update an inde7 automatically. ;f you add( delete( or change the te7t of inde7 entries( you need to update the inde7. To do this( follow the steps outlined in N"pdating a table of contentsO on page *E2.
Customi7ing inde# entries

2elow is a brief e7planation of the fields in the ;nsert ;nde7 Intry dialog bo7 and how to use them. 'nde# The type of inde7 this entry is for. The default is :lpha(etical +ndex( but you can use this field to create e7tra entries for a table of contents or user:defined inde7es or lists of almost anything. 9or e7ample( you might want an inde7 containing only the scientific names of species mentioned in the te7t( and a separate inde7 containing only the common names of species. 1ee N@ther types of inde7esO on page *50. 3ntry The word or phrase to be added to the selected inde7. This word or phrase does not need to be in the document itselfP you can add synonyms and other terms that you want to appear in the inde7. >st key +n inde9 ke6 is an entry that has no associated page number and has se)eral subentries that do ha)e page numbers. "sing 6eys is a useful way of grouping related topics. %1ee NI7ample of using an inde7 6eyO on page *E5.' @nd key You can ha)e a three:le)el inde7( where some of the first:le)el 6eys ha)e le)el:2 entries that are also 6eys %without page numbers'. This degree of inde7 comple7ity is not often necessary. Main entry .hen the same term is inde7ed on se)eral pages( often one of those pages has more important or detailed information on that topic( so you want it to be the main entry. To ma6e the page number for the main( or most important( entry stand out( select this option and then define the character style for the page number of a main inde7 entry to be bold( for e7ample.
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0pply to all similar te#ts 1elect this option to ha)e .riter automatically identify and mar6 any other word or phrase that matches the current selection. The 6atch case and 'hole words onl* options become a)ailable if this option is selected. "se this option with care( as it may result in many unwanted page numbers %for minor uses of a word' being listed in the inde7.
Example of using an index "ey

+n inde9 ke6 is a primary entry under which subentries are grouped. 9or e7ample( you might want to create a grouping similar to this& @pen@ffice.org Calc.........10 ;mpress...15 .riter........5 ;n this e7ample( OpenOffice.org is the "st ke6. The subentries %with the page numbers showing' are the inde7ed entries. To insert an inde7 entry for the topic Writer( on the ;nsert ;nde7 Intry dialog bo7 %9igure *E1 on page *E*'( type 'riter in the 8ntr6 bo7 and OpenOffice.org in the "st ke6 bo7.
Customi7ing the appearance of an inde#

To customi3e an e7isting inde7( right:clic6 anywhere in the inde7 and choose 6odif* from the pop:up menu. The ;nsert ;nde7/Table dialog bo7 %9igure *E*' has fi)e pages. +ny or all of them can be used to customi3e the appearance of an inde7.
"se the 4nde9)#a&le page to set the attributes of the inde7. "se the 8ntries and !t6les pages to format the entries in the inde7. "se the Col%mns tab to put the inde7 into more than one column. "se the :ackgro%nd tab to add color or a graphic to the bac6ground of the inde7.
The pre)iew bo7( located on the left:hand side of the dialog bo7( shows as you wor6 how the inde7 will loo6. %;f you do not see the pre)iew bo7( select Preview in the lower right:hand corner of the dialog bo7.' +fter ma6ing your changes( clic6 O< to sa)e the inde7 so it appears in your document.
+ndex/'able page
"se the ;nde7/Table page %9igure *E*' to set the basic attributes of the inde7. 1' To gi)e the ;nde7 a different title( type it in the Title field. To delete the title( clear the Title field. 2' 2e sure the #6pe of 4nde9 is set to :lpha(etic +ndex. *' To pre)ent the inde7 from being changed accidentally( select Protected against an!al changes. ;f this option is selected( the inde7 can only be changed using the right:clic6 menu or the ;nsert Table/;nde7 dialog bo7. ;f the option is not selected( the inde7 can be changed directly on the document page( Must li6e other te7t( but any manual changes to an inde7 are lost when you update it.
3+
E' 9rom the drop:down list in the Create inde9)ta&le area( select Entire doc! ent. You can also choose to create an inde7 for Must the current chapter.
Fig%re 3+3. 4nde9)#a&le page of 4nsert 4nde9)#a&le dialog &o9 5' =arious other options determine how the inde7 handles entries&
/o (ine identical entries. 5efines how identical entries are dealt with. !ormally each page number of an inde7ed word or phrase will be shown in the inde7P howe)er these can be combined using the /o (ine identical entries with p or pp. ;f you want a page range displayed( select /o (ine with N %which will produce something similar to 2**1'. ;f you want different entries based on what letters are capitali3ed( select /ase sensitive. :!to/apitali0e entries. +utomatically capitali3es the first letter of each entry regardless of how they show within the document itself. <e*s as separate entries. 9or the 6eys to ha)e their own page numbers( select this option. /oncordance file. Inables a list of words in an e7ternal file to be imported %select using the File button' and then used within the inde7. The concordance file has a special file formatP for further information( refer to concordance file in 1elp > OpenOffice.org 1elp. "sing a concordance file can speed up production of an inde7( but unless the words are )ery carefully selected and you edit the inde7 afterwards( the resulting inde7 can be full of entries for minor mentions of a term( ma6ing it less useful than a more selecti)e inde7. Sort. 5efines how the entries are sorted when displayed. The only option is alphanumeric( but you can define which language alphabet will be used.
3+,
Entries page
"se the 8ntries page to set e7actly how and what will be displayed for each of the entries. The page is similar to 9igure *EE.
Fig%re 3++. 8ntries page for creating an alpha&etical inde9 To begin( clic6 a number in the 5e'el column to select the inde7 le)el whose elements you want to format. %You will be able to apply your changes to all inde7 le)els later.' The !tr%ct%re line displays the elements for entries in that le)el. Iach button on the 1tructure line represents one element&
The E button represents the entry te7t. The T button represents a tab stop. The W button represents the page number. The /+ button represents chapter information. This may not be displayed immediately( but can be added.
Iach white field on the !tr%ct%re line represents a blan6 space. You can add custom te7t if you desire.
0dding elements To add an element to the !tr%ct%re line& 1' #lace the cursor in the white field to the left of where you want to insert the element. 2' Clic6 one of the buttons below the !tr%ct%re line. %9or e7ample( to add a tab stop( clic6 the Ta( stop button.' + button representing the new element appears on the !tr%ct%re line.
3+-
Changing elements To change an element in the !tr%ct%re line( clic6 the button representing that element and then clic6 the element that you want to substitute in the row of buttons Must below the !tr%ct%re line. 9or e7ample( to change entry te7t to a tab stop( clic6 the EV button on the !tr%ct%re line %it shows then as being pressed' and then clic6 the Ta( stop button in the row of a)ailable elements. )eleting elements To delete an element from the !tr%ct%re line( clic6 the button that represents that element and then press the Delete 6ey on your 6eyboard. 9or e7ample( to delete a tab stop( clic6 the T button and then press the Delete 6ey %F%nction+Delete on a /ac'. 0pplying character styles Iach of the items that can be added to the !tr%ct%re line may ha)e additional formatting. 9or e7ample( you may want the page number to be a different si3e from the rest of the inde7 te7t. To do this( apply a character style to one of the elements in the !tr%ct%re line.
To apply a character style to an element& 1' @n the Structure line( clic6 the button representing the element to which you want to apply a style. 2' 1elect the desired style from the Character !t6le drop:down list. .riter applies the style to the selected element. To )iew or edit the attributes of a character style( select the style from the Character !t6le drop:down list and then clic6 the Edit button.
Formatting entries +pply additional formatting using the options in the For
at section.
:lpha(etical deli iter. This separates the inde7 entries into bloc6s that start with the same first letter( using that letter as a header. 9or e7ample( if your inde7 begins& apple( E author( 10 brea6( 2 bus( E then selecting this option will gi)e you& : apple( E author( 10 , brea6( 2 bus( E
<e* separated (* co as. +rranges the entries in the inde7 on the same line but separated by commas. Ta( position relative to Paragraph St*le indent. .hen chec6ed( entries are indented according to the settings of their indi)idual formats. .here a paragraph style with an indent on the left is in use( tab stops will be relati)e to this indent. ;f this option is not selected( tab stops will be relati)e to the left margin position.
3+.
Styles7 #olumns and 6ac"ground pages

<efer to N1tyles pageO on page **F( the Columns page on page **C and N2ac6ground pageO on page **C.
#olumns page
"se the Col%mns page to change the number of columns for the inde7.
Fig%re 3+ . Col%mns page of the 4nsert 4nde9)#a&le dialog &o9

0dding multiple columns To display the inde7 in more than one column& 1' Iither enter the number of columns desired in the bo7 labeled Col%mns or select the icon representing the number of columns. 2' To e)enly distribute the columns according to the page width( chec6 the :!to'idth bo7. ;f it is unchec6ed( you can manually set each of the following&
Width between each of the columns !pacing between each of the columns 5ine& The width %thic6ness' of the line. Geight& The height of the line.
*' You can choose to ha)e a separator line between the columns&
Position& #osition of the line relati)e to the columns %top( middle( or bottom' if the height is less than 100g.
3+/
Maintaining an inde#
To modify the appearance of an inde7& 1' <ight:clic6 anywhere in the inde7. 2' 9rom the pop:up menu( choose Edit +ndex9Ta(le. The ;nsert ;nde7/Table dialog bo7 opens and you can edit and sa)e the inde7 using the fi)e tabs described in the pre)ious section. To update or delete an inde7( follow the process described in the sections N"pdating a table of contentsO and N5eleting a table of contentsO on page *E2.
+iewing and editing e#isting inde# entries

@nce you ha)e added the initial entries( you can ma6e some amendments or add some new ones. You can )iew and edit these using the following steps& 1' Insure that field shading is acti)e %Tools > Options > OpenOffice.org> :ppearance > Text Doc! ent > Field shadings'( so you can locate inde7 entries more easily. 2' #lace the cursor immediately to the left of an e7isting inde7 entry in the body of your document and select Edit > +ndex Entr*. +lternati)ely( right:clic6 on the word or phrase and from the pop:up menu select +ndex Entr*. *' + dialog bo7 similar to 9igure *EH appears. You can mo)e through the )arious inde7 entries using the forward and bac6 arrow buttons. ;f there is more than one entry for a single word or phrase( then you can scroll through each of the entries. E' /a6e the necessary modifications or additions to the inde7 entries and( when finished( clic6 O<.
Fig%re 3+,. ?iewing and editing inde9 entries
-ther types of inde#es

+n alphabetical inde7 is not the only type of inde7 that you can build with .riter. @ther types of inde7es supplied with .riter include those for illustrations( tables( and obMects( and you can e)en create a user:defined inde7. This chapter does not gi)e e7amples of all the possibilities.
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To create other inde7es& 1' #lace the cursor where you want the inde7 created. 2' 1elect +nsert > +ndexes and ta(les > +ndexes and ta(les from the menu bar. *' @n the ;nsert ;nde7/Table dialog bo7( in the #6pe drop:down list( select the inde7 wanted. E' /odify the )arious pages( which are )ery similar to those discussed in pre)ious sections. 5' 1elect O< when e)erything has been set.
3#ampleH Creating an inde# of figures

Creating an inde7 %list' of figures or tables is easy if the figure captions were created +nsert > /aption or manually using a number range )ariable as described in Chapter 1E %.or6ing with 9ields'. 1' @n the ;nsert ;nde7/Table dialog bo7( in the #6pe drop:down list( choose 4ll%stration 4nde9. You can change the title of the inde7 to something elseP we ha)e used Table of 9igures as our title.
Fig%re 3+-. Creating other t6pes of inde9es 2' 2e sure /aptions is selected in the Create from section( and choose the category of caption. The default category is ;llustrationP in our e7ample we ha)e used Fig!re for the figure captions. %The category 9igure is not supplied with @@oP howe)er( if you ha)e defined it when creating a caption in your document( it will appear on this list. 1ee Chapter F( .or6ing with raphics( for more about creating captions.' *' "nder Displa6( you can choose <eferences %to include the category( number( and caption te7t'( Category and !umber( or Caption Te7t. .e ha)e chosen $eferences. E' @n the 8ntries page( notice that hyperlin6ing from the inde7 to the body of the document is not a)ailable( but you can ma6e some other selections.
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Fig%re 3+.( 8ntries ta& for 4ll%stration 4nde9 5' Clic6 O<. The result is shown below.
Fig%re 3+/( Res%lting inde9 of ill%strations
9ibliographies
+ bibliography is useful for displaying references used throughout a document. These references are either stored in a bibliographic database or within the document itself. This section shows you how to&
Create a bibliographic databaseP add and maintain entries. +dd a reference into a document. 9ormat the bibliography. "pdate and edit an e7isting bibliography.
9or most of this section( the database table used is the sample one that comes with .riter. 9or information on creating a new table in the bibliographic database( see Chapter F % etting 1tarted with 2ase' in the *etting !tarted guide.
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Creating a bibliographic database

+lthough you can create references within the document itself( creating a bibliographic database allows reuse in other documents and sa)es a lot of time. 1elect Tools > ,i(liograph* Data(ase. + window similar to that in 9igure *50 is shown. You can use the top portion of this window to&
9ilter for specific records within the database %see N9iltering recordsO below'. Change some details of columns in the database %see NChanging column detailsO'. 1elect an alternati)e data source %another database or table' or change details of the fields in the database.
The middle portion of the window shows each of the records in a table layout similar to that of a spreadsheet. +dditional fields can be )iewed by scrolling the table to the right. The bottom portion of the window shows the contents of the selected record.
Fig%re 3 0. :i&liograph6 Data&ase main window
!iltering records
To set up a filter for specific records within the bibliographic database( select Tools > Filter from the 2ibliographic 5atabase menu bar. @n the 1tandard 9ilter dialog bo7 %9igure *51'( choose the fields( conditions and )alues for the filter and clic6 O<.
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Fig%re 3 ". !etting %p a filter for the &i&liographic data&ase
#hanging column details

To change the details of columns in the bibliographic database( clic6 the /ol! n :rrange ent button near the top of the window. The Column $ayout for Table biblio dialog bo7 is displayed.
Fig%re 3 7. Changing col%mn la6o%t for &i&liographic data&ase
#hanging the data source

To change the data source in use %for e7ample( if you ha)e more than one bibliographic database for different purposes'( clic6 the Data So!rce button near the top of the window. The Choose 5ata 1ource dialog bo7 is displayed.
Fig%re 3 3( Choosing a different data so%rce for the &i&liographic data&ase
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#hanging field details

You can ma6e changes to the bibliography database %for e7ample( rename fields or change the length of fields' by doing the following& 1' ;n the main document %not the 2ibliography 5atabase window'( press F+ or clic6 %iew > Data So!rces to open the data source window( similar to 9igure *5E. 2' /a6e sure that the 2ibliography database is selected as well as the correct table. You may ha)e to e7pand some le)els to be able to select the correct ones.
Fig%re 3 +. Data !o%rce 'iew of :i&liograph6 data&ase *' <ight:clic6 on the table entry %&i&lio in the e7ample' and select Edit Data(ase File from the pop:up menu. This opens a window similar to 9igure *55( which is the main menu for 2ase( the database component of @pen@ffice.org.
Fig%re 3
. 3ain window for working with data&ases
E' ;f #a&les %under the Data&ase )iew' is not selected( select it now. 5' <ight:clic6 on the (i(lio table name in the #a&les section and select Edit from the pop:up menu to display a window similar to that shown in 9igure *5H.
H' You can now select each of the rows and modify the 9ield #roperties as reLuired. ?' .hen finished( you will be as6ed to confirm that you want the changes sa)ed.
Note
9or more information on how to use @@oGs database features( see Chapter F % etting 1tarted with 2ase' in the *etting !tarted guide.
Fig%re 3 ,. 3odif6 ta&le properties window
0dding entries to the database

To add entries to the database& 1' You can add records directly into the database using the lower portion of the window shown in 9igure *50 on page *5*. 2' Complete each of the fields as reLuired. "se the #a& 6ey to mo)e between fields. *' ;t is best to use a uniLue name in the !hort name field. This is used when inserting entries into documents. E' To complete the entry mo)e to the last field and press #a& once more.
The 4dentifier column in the upper portion of the 2ibliography 5atabase window is labeled !hort name in the lower portion of the window.
Note
;f your document reLuires X+uthor( dateY style citations( use the ;dentifier %1hort name' field of the database to record the information in the reLuired format. ;f you are using a simple citation numbering system %for e7ample( X1Y(X2Y(...'( use a uniLue reference of some sort in the ;dentifier %1hort name' field. .riter will auto:number entries based on the position within the document.
3 , OpenOffice.org 3.3 Writer *%ide
Maintaining entries in the database

To maintain entries in the database( use the 2ibliography 5atabase window as in the pre)ious section. Clic6 on the appropriate field and modify the te7t as appropriate. /odified entries are sa)ed automatically to the database when the cursor mo)es off the record.
0dding a reference "citation$ into a document

.riter supports two ways of showing references %citations' in the te7t of a document&
"sing authorsG names and dates of the referenced documents( for e7ample X1mith( 200EY( as recorded in the ;dentifier %1hort name' of each bibliographic entry. 2y numbering the referenced documents in the seLuence they occur in the te7t( for e7ample X1Y.
Tip
To specify which citation style is used in the document( use the ;nde7/Table page on the ;nsert ;nde7/Table dialog( described on page *52.
To add references from the bibliographic database into a document& 1' #lace the cursor where you want the reference to appear. 2' 9rom the main menu( choose +nsert > +ndexes and Ta(les > ,i(liographic entr*. *' ;n the ;nsert 2ibliographic Intry dialog bo7( choose Fro (i(liograph* data(ase at the top of the dialog bo7. %You can also insert a reference from the document itself by selecting Fro doc! ent content( but that method is not co)ered in this chapter.'
Fig%re 3 -. 4nserting &i&liographic entries into a doc%ment E' 1elect the reference from the !hort name drop:down list near the bottom of the dialog bo7. The +uthor and Title of the selected reference are shown in the middle of the dialog bo7( to help you )erify that it is the reference you want. 5' To insert the reference into the document( clic6 +nsert. H' You can 6eep the dialog bo7 open and insert another reference into the documentP you donGt need to close and reopen it. ?' .hen you ha)e finished inserting all the references( select /lose.
Chapter "7 #a&les of Contents@ 4nde9es@ and :i&liographies 3 -
Formatting the bibliography

9ormatting the bibliography in)ol)es choices made in two places&
;nsert ;nde7/table dialog %co)ered in this section' 2ibliography 1 paragraph style %see page *H0'
To create the bibliography& 1' #lace the cursor at the point where you wish to insert the bibliography. 2' 1elect +nsert > +ndexes and Ta(les > +ndexes and Ta(les and change the #6pe to ,i(liograph*( to see a dialog bo7 similar to that shown below.
Fig%re 3 .. 4nserting a &i&liograph6 The ;nsert ;nde7/Table dialog bo7 has fi)e pages.
+ndex/'able page
The basic settings are selected on this page. 1' To gi)e the bibliography a title( enter it in the Tit$e field. %+ title is not reLuired.' 2' You can protect the bibliography from being changed accidentally( by chec6ing Protected against an!al changes. ;f this option is selected( the bibliography can only be changed using the right:clic6 menu or the ;nsert Table/;nde7 dialog. ;f the option is not selected( the bibliography can be changed directly on the document page( Must li6e other te7t( but any manual changes will be lost when you update the bibliography. *' To ha)e the bibliographic entries numbered within the body of the document %for e7ample( X1Y( X2Y( ...'( select -! (er entries. ;f( howe)er( you wish to ha)e the field 4dentifier %from the database' appear in the document( deselect this option.
3 . OpenOffice.org 3.3 Writer *%ide
E' 1elect the type of brac6ets that you want for the referenced entries shown within the body of the document. 5' 5efine the sorting you reLuire. Currently only alphanumeric sorting is supported. 1orting by the the seLuence that entries appear in the te7t is done on the 8ntries page.
Entries page
The structure of this page is similar to that for tables of contents and inde7es %see 9igure *E?'. You can define how the entry will appear based on the #6pe of the entry( or simply apply the same format to all entries by selecting the :ll button. The !tr%ct%re of the entry is based on the fields a)ailable in the bibliographic database. The ones shown by default are&
:! +uthor Ti Title Qe : Year
To determine how entries are sorted( modify the !ort &6 options. To sort by the seLuence that entries appear in the te7t( choose Doc%ment position. To sort alphanumerically( choose Content. "se Sort 5e*s to group similar references.
Fig%re 3 /. 8ntries page for &i&liographies
Styles7 #olumns and 6ac"ground pages

<efer to N1tyles pageO on page **F and NColumns pageO on page *EC. "se of the 2ac6ground page is in Chapter E %9ormatting #ages'.
Chapter "7 #a&les of Contents@ 4nde9es@ and :i&liographies 3 /
0enerating the bibliography

To generate the bibliography so that it appears in your document( clic6 O<. The ;nsert ;nde7/Table dialog bo7 closes and the bibliography appears in your document.
)efining the paragraph style for the bibliography

You can modify the :i&liograph6 " paragraph style to suit your reLuirements. 9or e7ample( to number the entries in the bibliography list( you need to define a numbering style and lin6 that numbering style to the :i&liograph6 " paragraph style. To do this& 1' @n the 1tyles and 9ormatting window( clic6 on the )ist St*les icon. You can either define a new list style or modify one of those supplied. ;n this e7ample( we will modify the ;%m&ering " style. <ight:clic6 on ;%m&ering " and choose 6odif* from the pop:up menu. 2' @n the !umbering 1tyle dialog( go to the Options page. ;n our e7ample we want to ha)e the numbers enclosed in sLuare brac6ets. To do this( type X in the :efore bo7 and Y in the >fter bo7( as shown below.
Fig%re 3,0( !pecif6ing s=%are &rackets &efore and after the n%m&er in a list *' !ow go to the Position tab of the !umbering style dialog. ;n the !pacing to te9t bo7( specify how much indentation you want for the second and following lines of any item in the bibliography list of your document. @ften you will need to e7periment a bit to see what is the best setting. ;n our e7ample %9igure *H1'( we ha)e chosen 1 cm. E' Clic6 O< to sa)e these settings and close the !umbering 1tyle dialog. <eturn to the 1tyles and 9ormatting window( clic6 on the Paragraph St*les icon( choose :ll St*les from the list at the bottom of that window( then right:clic6 on ,i(liograph* 2 and choose 6odif*. 5' @n the #aragraph 1tyle dialog( go to the O%tline L ;%m&ering tab and select ;%m&ering " from the drop:down list. %1ee 9igure *H2.' Clic6 O< to sa)e this change to the :i&liograph6 " paragraph style.
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Fig%re 3,"( !etting the spacing &etween the margin and the te9t
Fig%re 3,7( >ppl6ing a n%m&ering st6le to a paragraph st6le !ow when you generate the bibliography( the list will loo6 something li6e the one shown in 9igure *H*.
Fig%re 3,3( Res%lt of settings for :i&liograph6 " paragraph st6le
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(pdating and editing an e#isting bibliography

To modify the display of bibliography entries& 1' <ight:clic6 anywhere in the bibliography. 2' 9rom the pop:up menu( choose Edit +ndex9Ta(le. The ;nsert ;nde7/Table dialog bo7 opens and you can edit and sa)e the table using the fi)e pages described in 9ormatting the bibliography on page *5F. To update or delete the bibliography( follow the same process as described in the sections N"pdating a table of contentsO and N5eleting a table of contentsO on page *E2.
Tools for working with bibliographies

;f you find .riterGs bibliography feature too limited( try 2ibus %http&//bibus: biblio.sourceforge.net/wi6i/inde7.php//ainR#age' or 0otero %http&//www.3otero.org/'. 2oth programs are free and open source and are reported to wor6 well with .riter.
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Chapter Working with (a"ter 2ocu ent"
13
3,3
Why use a master document?

/aster documents are typically used for producing long documents such as a boo6( a thesis( or a long report. + master document %Q.@5/' Moins separate te7t documents %Q.@5T' into one larger document( and unifies the formatting( table of contents %T@C'( bibliography( inde7( and other tables or lists. + master document is especially useful in these situations&
.hen graphics( spreadsheets( or other material cause the file si3e or number of pages to become Luite largeP writing( re)iewing( and editing may be easier when done on subsets of the full document. .hen different people are writing different chapters or other parts of the full document. .hen files will be published as stand:alone documents as well as becoming part of a larger document. The chapters of this .riter uide are an e7ample of this. .hen subdocuments are used in more than one final document.
You can use se)eral methods to create master documents. Iach method has its ad)antages and disad)antages. .hich method you choose depends on what you are trying to accomplish. The different methods are described in this chapter( along with suggestions on when to use each one.
+ master document is not always the best method to use in any of the situations gi)en abo)e. You may find that an ordinary document %.@5T' containing sections lin6ed to other files may do the Mob Must as well. 9or more about using sections to combine files( see Chapter E %9ormatting #ages'.
Tip
%tyles in master documents and subdocuments

+ subdocument can be used in se)eral master documents. Iach master document may ha)e different style definitions %font( type si3e( color( page si3e( margins( and so on'( which affect the appearance of the final document( but the indi)idual subdocuments retain their original characteristics. The relationship between styles in a master document %Q.@5/' and its subdocuments %Q.@5T' is as follows&
Custom styles used in subdocuments( such as paragraph styles( are automatically imported into the master document. ;f more than one subdocument uses a custom style with the same name %for e7ample( my2odyTe7t'( then only the one in the first subdocument is imported into the master document. ;f a style with the same name e7ists in the master document and in the subdocuments %for e7ample( 5efault'( then the style is applied as defined in the master document. The styles in the subdocuments are only changed in the master document( so when a subdocument is opened for editing the original styles are not affected.
3,+
Tip
;f you use the same document template for the master document and its subdocuments( the subdocuments will loo6 the same when they are loaded into the master document as they do when )iewed as indi)idual files. .hen you modify or create a style( ma6e the change in the template %not in the master document or any of the subdocuments'. Then when you reopen the master document or a subdocument( the styles will update from the template. 9or subdocuments used in se)eral master documents with different templates( this tip is not so rele)ant.
Creating a master documentH scenarios

The three most common scenarios for creating a master document depend on the current state of your document&
You ha)e one e7isting document %a boo6' that you want to split into se)eral subdocuments %chapters' that will be controlled by the master document. You ha)e se)eral e7isting documents %chapters' by one or more authors that you want to combine into one boo6( controlled by the master document. You ha)e no e7isting documents but intend to write a long boo6 containing se)eral chapters( possibly by multiple authors.
.e will loo6 at each of these scenarios in turn.
%plitting a document into master and subdocuments

.hen you ha)e one e7isting document that you want to split into a master document and se)eral subdocuments( you can ha)e .riter split the document automatically at headings with an outline le)el of your choice. +lthough this method is Luic6 and easy( some cleanup wor6 may be necessary&
The page style of the first page %and possibly all pages' in each subdocument re)erts to 5efault. ;f you are using custom page styles and you want the subdocuments to use the same page layout( whether part of the master document or standalone( you will need to reapply at least the first page style. The automatically generated file names for the subdocuments are maindocname2.odt( where K is 1( 2( *( and so on. ;f you ha)e a #reface or other NchapterO starting with a Geading " before Chapter 1( the file names will not directly correspond to the chapter numbers. You may wish to rename the subdocumentsP see N+dding( deleting( or renaming subdocumentsO on page *?5. ;f the original document is associated with a template( the .@5/ file will also be associated with that template( but the subdocuments will not. The subdocuments will inherit the styles in the original document( but their association with the template will be lost. You may wish to use the Template Changer e7tension to reassociate the template with each of the subdocuments. ent.
1ow to do it: 1' @pen the document and choose File > Send > /reate 6aster Doc! 2' @n the !ame and #ath of /aster 5ocument dialog bo7 %9igure *HE'&
Chapter "3 Working with 3aster Doc%ments
3,
!a)igate to the folder where you want to sa)e the master document and its subdocuments %or create a new folder'. b' Type a name for the master document in the File name bo7. c' ;n the separated &6( list( choose the outline le)el where the file should be split into subdocuments. "sually this is O!tline: )evel 2 for a chapter heading( but your document may be structured differently. 9or more information about outline le)els( see N5efining a hierarchy of headingsO in Chapter H %;ntroduction to 1tyles' in this boo6. d' $ea)e the >%tomatic file name e9tension option selected( and clic6 Save to split the document into subdocuments and create the master document. ;f you selected O%tline( 5e'el " and the paragraph style at that le)el is Geading "( each of the subdocuments begins with a Geading " paragraph.
a'
Fig%re 3,+( !plitting a doc%ment into master and s%&doc%ments
Combining several documents into a master document

.hen you ha)e se)eral e7isting documents( you can combine them into one document controlled by a master document. This method wor6s best when all of the documents were created from the same template( but you can also use it when the documents ha)e been created from different templates. This method is especially useful when the subdocuments are created or maintained by multiple writers. 9or e7ample( you might be creating an anthology of short stories or a boo6 of symposium papers.
3,,
1ow to do it: "se one of the techniLues described in N1tarting with no e7isting documentsO below to create a blan6 master document and insert the other documents as subdocuments of the master document.
%tarting with no e#isting documents

.hen you start with no e7isting documents( you can set up e)erything the way you want from the beginning. 9ollow these steps( in the order gi)en. Iach step is e7plained in detail in the following subsections. 1tep 1. #lan the proMect 1tep 2. Create a template 1tep *. Create the master document 1tep E. Create subdocuments 1tep 5. +dd some pages to the master document 1tep H. ;nsert the subdocuments into the master document 1tep ?. +dd table of contents( bibliography( inde7
%tep >. Plan the pro*ect

+lthough you can ma6e changes at most steps in this process( the more you can plan before you start( the less wor6 you will ha)e to do to correct any problems later. -ere are some things you need to plan. Parts of (oo5 or report re@!ired. .hat pages will be in the master document and what will be in the subdocumentsD Consider as an e7ample a boo6 with the parts gi)en in the table below. !art
Title %co)er' page Copyright page Table of contents %T@C' #reface %9oreword' Chapters 1 to ? ;nde7
3ocation
;n master document ;n master document ;n master document 1ubdocument 1ubdocuments ;n master document
Page= paragraph= character= fra e= and n! (ering st*les. 1ee Chapter H %;ntroduction to 1tyles' and Chapter ? %.or6ing with 1tyles' for instructions on how to create or modify styles and e7amples of the use of styles in boo6 design. #ay particular attention to setting up headings using styles( as described in N5efining a hierarchy of headingsO in Chapter H %;ntroduction to 1tyles' in this boo6. Fields and :!toText entries= as re@!ired. 1ee Chapter * %.or6ing with Te7t' and Chapter 1E %.or6ing with 9ields' in this boo6 for ideas.
3,-
One or ore te plates for aster and s!(doc! ents. ;f you are starting a new proMect( create the master document and all the subdocuments from the same template. !ot using the same template can create style inconsistencies that could cause your document not to loo6 li6e you e7pect. 9or e7ample( if two subdocuments ha)e a style with the same name that is formatted differently in each document( the master document will use the formatting from the first subdocument that was added. Page n! (ering. ;n our e7ample( the pages are numbered seLuentially from the title page. %The title page style can be defined to not show the page number( but it will still count as page 1.' Therefore the first chapter begins on a higher number page( for e7ample page 5. To create a boo6 in which the page numbering restarts at 1 for the first chapter( you need to do some additional wor6. 1ee N<estarting page numberingO on page *?2.
%tep @. Create a template

You can create your template from an e7isting document or template that contains some or all of the page( paragraph( character( and other styles you want for this document( or you can create the template from a blan6 document. 9or more about templates( see Chapter 10 %.or6ing with Templates'. 2e sure to use File > Te plates > Save when creating the template.
Note
+ master document %Q.@5/' created from a template is associated with that template( but the name of the template is not shown in the 5ocument #roperties dialog %File > Properties' as it is for Q.@5T files.
%tep B. Create the master document

;t does not matter in what order you create the master and subdocuments( and you do not ha)e to create all the subdocuments at the same time( when you are starting the proMect. You can add new subdocuments at any time( as you need them. 9ollow this process to create the master document. 1' @pen a new document from the template you created in 1tep 2( by choosing File > -ew > Te plates and Doc! ents( then selecting the template you created. 2e sure the first page of this new document is set to the page style you want for the first page of the final documentP if it is not( change it. ;n our e7ample( the style for the first page is #itle page. 2' ;f any te7t or page brea6s came into this document from the template( delete the te7t. %The T@C( inde7( and any fields in headers and footers can stay.' *' Clic6 File > Send > /reate 6aster Doc! ent. 1a)e the master document in the folder for this proMect. .e will return to this master document later. 9or now( you can either lea)e it open or close it.
"sing File > -ew > 6aster Doc! ent is not recommended( because the resulting master document file %.@5/' is not associated with a template. -owe)er( you can later apply a template using the Template /anager e7tension.
Note
3,.
%tep D. Create subdocuments

+ subdocument is no different from any other te7t document. ;t becomes a subdocument only when it is lin6ed into a master document and opened from within the master document. 1ome settings in the master document will o)erride the settings in a subdocument( but only when the document is being )iewed( manipulated( or printed through the master document. Create a subdocument in the same way as you create any ordinary document& 1' @pen a blan6 document based on the proMect template %)ery important' by choosing File > -ew > Te plates and Doc! ents( then selecting the reLuired template. 2' 5elete any unwanted te7t or other material( and set the first page to the page style you specified for the first page of a chapter. *' Clic6 File > Save :s. i)e the document a suitable name and sa)e it in the folder for this proMect. ;f you already ha)e some of the chapters written( the files are probably not based on the template you Must created for this proMect. You will need to change the template attached to the e7isting files. You can do this manually( or by using the Template Changer e7tension to @@oP both methods are described in Chapter 10 %.or6ing with Templates'.
%tep F. 0dd some pages to the master document

To assist you( do the following&
/a6e sure paragraph mar6s are showing. You can set them in Tools > Options > OpenOffice.org 'riter > For atting :ids( or clic6 the -onprinting /haracters icon on the 1tandard toolbar. 1how te7t boundaries( table boundaries( and section boundaries % Tools > Options > OpenOffice.org > :ppearance'.
;f your master document does not contain any reLuired Nfront matterO such as a title page( copyright page( or T@C page( add them now. The e7ample in this section uses the seLuence of page styles gi)en in N1tep 1. #lan the proMectO on page *H?. 1' Type the contents of the title page %or lea)e placeholders and fill in later'. .ith the insertion point in the last blan6 paragraph on the page( clic6 +nsert > 6an!al ,rea5. @n the ;nsert 2rea6 dialog bo7( select Page (rea5 and the page style for the second page %Cop6right page in our e7ample'( and lea)e the /hange page n! (er option deselected. Clic6 O<.
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Fig%re 3, ( 4nserting a page &reak &etween the title page and the cop6right page 2' Type the contents of the copyright page %or lea)e placeholders'. .ith the insertion point in the last blan6 paragraph on the page( insert another manual page brea6( this time setting the page style to #a&le of Contents page. *' @n the Table of Contents page( lea)e a blan6 paragraph or two or insert a T@C %+nsert > +ndexes and Ta(les > +ndexes and Ta(les'. The T@C will not ha)e any contents until you add the subdocuments( but you should see a grey mar6 or bo7 indicating its location. 9or more about inserting and formatting T@Cs( see Chapter 12 %Tables of Contents( ;nde7es( and 2ibliographies'.
Note
5epending on the style definitions for the first paragraph %usually a heading' on the Copyright and T@C pages( you may not need to insert manual page brea6s.
%tep ?. 'nsert the subdocuments into the master document

!ow we are ready to add the subdocuments.
1ubdocuments are inserted into a master document &efore the item highlighted in the !a)igator. ;f you insert the last subdocument first( and then insert the other subdocuments before the last one( they will end up in the correct seLuence without the necessity of mo)ing them up or down in the list.
Tip
1' 5isplay the !a)igator %clic6 %iew > -avigator( or press F ( or clic6 the -avigator icon . 2' 2e sure the !a)igator is showing the master )iew %see N"sing the !a)igatorO on page *?C'. Clic6 on the Toggle icon at the upper left to toggle between regular and master )iews. *' @n the !a)igator( select Text( then clic6 and hold on the +nsert icon( mo)e the mouse pointer down( and clic6 File.
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Fig%re 3,,( 4nserting a s%&doc%ment into a master doc%ment %sing the ;a'igator + standard 9ile @pen dialog bo7 appears. 1elect the reLuired file %which you created in 1tep *' and clic6 O<. This e7ample uses ? chapters and a prefaceP we will load Chapter ? first( as suggested in the Tip abo)e. The inserted file is listed in the !a)igator &efore the Te7t item( as shown in 9igure *H?.
Fig%re 3,-( ;a'igator after inserting one s%&doc%ment E' 2ecause the #e9t section contains the title page and other material( highlight it and clic6 the 6ove Up icon to mo)e it to the top of the list. 5' -ighlight the subdocument you Must inserted %Chapter ?'( then clic6 and hold on the +nsert icon( mo)e the mouse pointer( and clic6 File to insert the first subdocumentP in this e7ample( #reface. Chapter ? remains highlighted. <epeat with Chapter 1( Chapter 2( and so on until all the subdocuments ha)e been added to the list. The !a)igator will now loo6 something li6e 9igure *HF.
Fig%re 3,.. #he ;a'igator showing a series of files in a master doc%ment H' 1a)e the master document again.
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%tep A. 0dd table of contents< bibliography< inde#

You can generate a table of contents( bibliography( or inde7 for the boo6( using the master document. You must insert these items into a te7t section in the master document. 9or more about these document elements( see Chapter 12 %Creating Tables of Contents( ;nde7es( and 2ibliographies'. #ut the insertion point on the page in the first te7t section where the table of contents is to go and choose +nsert > +ndexes and Ta(les > +ndexes and Ta(les to create the table of contents. ;f you do not ha)e a Te7t section at the end of the master document( insert one before the last subdocument( then mo)e it down so it is after the last subdocument. !ow( if you ha)e included bibliographic entries in your subdocuments( you can put the insertion point on the page in this last te7t section where the bibliography is to go and create the bibliography. ;f you ha)e included inde7 entries in your subdocuments( put the insertion point on the page in the last te7t section where the inde7 is to go and create the inde7. 9igure *HC shows the !a)igator after addition of a T@C and inde7.
Fig%re 3,/( ;a'igator showing s%&doc%ments@ ta&le of contents@ and inde9 in a master doc%ment
estarting page numbering

The e7ample in the pre)ious section showed a )ery basic collection of files with seLuential page numbering. This is useful for many documents( including e:boo6s( but a typical Nprinted boo6O has the following seLuence of page numbers&

3-7
!o page numbers on co)er page or copyright page $ower:case roman numerals in the front matter( starting with i +rabic numerals in the body of the document( starting with 1
#age numbering seLuential through the rest of the boo6
To set up a master document to produce such a boo6( you need to define a different paragraph style for the heading of the first chapter and assign two special characteristics to it. 3#ample Iach chapter may start with a Geading " paragraph( set up on the Te7t 9low tab of the #aragraph 1tyle dialog bo7 to start on a new page %9igure *?0'. The #age number is set to 0( with the effect that numbering continues from the number of the pre)ious page.
Fig%re 3-0( #e9t Flow ta& of Paragraph !t6le dialog &o9 for Geading " $oo6 on the @utline B !umbering tab %9igure *?1' of this dialog bo7 to see what outline le)el Geading " is assigned to. "sually this will be @utline $e)el 1. The le)el cannot be changed here because it has been set in Tools > O!tline -! (ering.
Fig%re 3-"( O%tline L ;%m&ering ta& of Paragraph !t6le dialog &o9 for Geading " @nly one paragraph style can be assigned to @utline $e)el 1 through Tools > O!tline -! (ering. -owe)er( you can assign additional paragraph styles to any outline le)el by using the @utline B !umbering tab on the #aragraph 1tyle dialog bo7. Therefore( you want to define a style called Geading " Chapter " that is identical in appearance to Geading " but has one essential difference& on the Te7t 9low tab( set the #age number to 1 %9igure *?2'. Then( on the @utline B !umbering tab( set the
Chapter "3 Working with 3aster Doc%ments 3-3
@utline le)el to $e)el 1 %9igure *?*'. This ensures that the heading will appear in the Table of Contents along with the other chapter headings. %The !umbering 1tyle for this heading is !one( as it was not assigned an outline le)el through the @utline !umbering dialog bo7. !ow( assign the new style to the first paragraph of Chapter 1( and youGre done.
Fig%re 3-7( !et the page n%m&er to restart at " for this heading st6le
Fig%re 3-3( >ssign the st6le to o%tline le'el
3diting a master document

+fter creating a master document( you may want to change its appearance or contents.
Changing the appearance of the master document

You can change the styles in the template as your proMect de)elops. 5o not ma6e changes to styles in the master document or in any of the subdocumentsSma6e those changes in the template. To update the master document %and all of the subdocuments' with changes to the template( Must open the master document. You will get two messages& first( to as6 if you want to update all lin6sP and second( if you want to apply the changed styles. +nswer $es to both of these messages.
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3diting subdocuments
You cannot sa)e edits made to a subdocument from within the master document. ;nstead( you must open the subdocument( either by double:clic6ing on it in the master documentGs !a)igator( or by opening it from outside the master document. Then you can edit it Must as you would edit any other document. ;f( while editing a subdocument( you ma6e any changes to the styles that you want to apply to the master document( you must copy those changed styles to the master document or to its template. + better strategy is to ma6e the changes directly in the master document or its template. ;f you change the contents of any subdocument( you need to manually update the table of contents( bibliography( and inde7 from within the master document.
0dding< deleting< or renaming subdocuments

To add a subdocument( follow the method described in N1tep H. ;nsert the subdocuments into the master documentN on page *?0. To delete a subdocument( right:clic6 on its filename in the !a)igator and choose 5elete. ;f you rename a subdocument by changing its filename( the ne7t time you update lin6s in the master document( that subdocument will show up as a bro6en lin6 %shown in red'. You can fi7 this by right:clic6ing on it in the !a)igator( choosing Idit $in6( and selecting the renamed fileP howe)er( the file name shown in the !a)igator does not change %only the lin6 changes'. This can be Luite confusing( so a better strategy is to delete the subdocument from the !a)igator and then add the renamed file.
Cross!referencing between subdocuments

The methods described earlier in this chapter are all most writers will need when using master documents. -owe)er( you might want to include automatically updated cross:references between subdocuments. This section describes how to do this. The process to create cross:references between subdocuments is time consuming( but it wor6s.
Preparing items as targets for cross!referencing

2efore you can insert a cross:reference to anything that is not automatically shown on the References tab( such as a heading( you must prepare or NsetO that heading as an item to be referenced. To do this( you can either use boo6mar6s or set references. .hen you set references( be sure to select the entire te7t you want to use as the reference( such as a heading or figure number. 4eep a list of what you ha)e named the reference fields( and be sure e)ery name is uniLue. @ne way to 6eep trac6 of this information is by putting it in a separate te7t file or a spreadsheet. The field names are case:sensiti)e. You can chec6 the field name by holding the cursor o)er the referenced item. ;n our e7ample %9igure *?E'( the heading has the field name word co%nt.
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Fig%re 3-+( Finding the field name for a heading
(sing boo"mar"s
2oo6mar6s are listed in the !a)igator and can be accessed directly from there with a single mouse clic6. To insert a boo6mar6& 1' 1elect the te7t you want to boo6mar6. Clic6 +nsert > ,oo5 ar5. 2' @n the ;nsert 2oo6mar6 dialog bo7( the larger bo7 lists any pre)iously defined boo6mar6s. Type a name for the new boo6mar6 in the top bo7. Clic6 O<.
Fig%re 3- ( 4nserting a &ookmark
Setting references
1' Clic6 +nsert > /ross;reference. 2' @n the Cross-references tab of the 9ields dialog bo7 %9igure *?H'( clic6 Set $eference in the #6pe list. The !election list shows any references that ha)e been defined. You can lea)e this page open while you set many headings as references.
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Fig%re 3-,( !etting te9t to &e %sed as a target for a cross-reference *' Clic6 in the document and highlight the te7t of the first heading to be used as a target for a cross:reference. Clic6 on the 9ields dialog bo7. The te7t of the heading will appear in the ?al%e bo7 in the lower right of the dialog bo7. ;n the ;ame bo7( type some te7t by which you can identify this heading. E' Clic6 +nsert. The te7t you typed in the ;ame bo7 now appears in the !election list. 5' <epeat steps * and E as often as reLuired.
'nserting the cross!references

1' @pen the master document. ;n the !a)igator( select a subdocument( right:clic6 and choose Edit from the pop:up menu. The subdocument opens for editing. 2' ;n the subdocument( place the cursor where you want the cross:reference to appear. Clic6 +nsert > /ross $eference. *' ;n the 9ields dialog bo7( on the References page( select +nsert $eference in the #6pe list on the left hand side. The !election list in the middle column shows only the reference field names for the subdocument you are using( so ignore that list and chec6 the list you created manually in step 1. E' ;n the -a e field in the lower right hand column( type the name of the reference you set in the subdocument you are referring to. ;n our e7ample( the reference is in Chapter *( and its name is word co%nt.
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Fig%re 3--. Fields dialog &o9 showing man%al entr6 of field name 5' Clic6 +nsert= type any te7t you want to appear between the reference and page number %such as Non pageO'( and then insert another reference with the Page format. !othing will appear in the subdocument e7cept tiny gray bars indicating the fields. .hen you ho)er the mouse pointer o)er one of these fields( you will see the field name.
Fig%re 3-.( ?iewing the field name %You can turn on the display of field codes by clic6ing %iew > Field -a es. The two fields shown as gray lines in 9igure *?F now loo6 li6e 9igure *?C.'
Fig%re 3-/. Displa6ing field codes H' +fter you ha)e inserted all the cross:references reLuired in the subdocument( sa)e and close it and return to the master document window.
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.ithin the master document( na)igate to the page of the subdocument on which you inserted the cross:reference field. You should now see the te7t of the cross:reference appear in the spot where you inserted it( because within the master document( the subdocument can find the target of that field reference.
Fig%re 3.0. Field contents 'isi&le This techniLue also wor6s if you open a subdocument directly in step 2 %that is( not from within the master document' and insert a cross:reference field.
(sing the Navigator

The !a)igator is a )ery useful tool that helps you mo)e Luic6ly to specific parts of your document. ;t also pro)ides information about the content of the document and enables you to reorgani3e some of the content. 9or e7ample( if each chapter in your final boo6 is a separate document( then in the master document they can be reordered( and the references are renumbered automatically and the table of contents and inde7 can be updated. ;n .riter( the !a)igator has two distinct forms. @ne form is used in ordinary te7t documents and the other in master documents. ;n an ordinary te7t document( the !a)igator displays lists of the graphics( tables( inde7 entries( hyperlin6s( references( and other items in the document( as shown on the left hand side of 9igure *F1. Clic6 the indicator %A sign or triangle' by any list to display the contents of the list. You can double:clic6 an entry in the !a)igator and Mump immediately to that place in the document. ;n a master document( you can toggle between the regular and master )iews by clic6ing on the Toggle icon at the upper left. ;n the master )iew( the !a)igator lists the subdocuments and te7t sections( as shown on the right hand side of 9igure *F1. The use of the !a)igator in a master document is co)ered in more detail later in this chapter %see N1tep H. ;nsert the subdocuments into the master documentO on page *?0 and NCross:referencing between subdocumentsO on page *?5'.
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Fig%re 3.". #he ;a'igator for a te9t doc%ment (left) and for a master doc%ment (right)
Creating one file from a master document and its subdocuments

/aster documents are .odm files containing lin6ed subdocuments( which are in .odt format. +lthough lin6ed files are )ery useful when writing and editing a large document such as a boo6( sometimes you might need to ha)e a copy of the entire boo6 in one file. To e7port a master document to a .odt file %without affecting the original .odm file'& 1' @pen the master document. Choose File > Export from the menu bar. 2' @n the I7port dialog %9igure *F2'( type a name for the e7ported .odt file and choose OpenDoc! ent Text (.odt" from the File format list. Clic6 Export. This step changes the .odm file into a .odt file( with each subdocument in a separate section.
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Fig%re 3.7( 89porting a master doc%ment to an OpenDoc%ment #e9t (.odt) file *' Close the master document and open the new .odt file( updating all lin6s. E' Choose Edit > )in5s from the menu bar.
;f the )in5s command is grayed:out( the cursor is probably in a write: protected part of the document %for e7ample( in one of the lin6ed documents'. /o)e the cursor into a part of the document that is not write:protectedP the )in5s command then becomes a)ailable.
Tip
5' The Idit $in6s dialog shows all the lin6ed files. 1elect all the files in the !o%rce file list and clic6 ,rea5 )in5. This step embeds %includes' the contents of all the subdocuments into one single file %but with each subdocument remaining in a separate section' and remo)es the write protection on the sections.
Fig%re 3.3( :reaking links to incl%de files in one doc%ment H' +fter brea6ing the lin6s( you may also wish to remo)e some or all of the sections. To do this( go to For at > Sections( select the sections you wish to remo)e( and clic6 $e ove. The contents of those sections remain in the documentP only the section mar6ers are remo)ed.
The -elp does not mention steps E and 5 abo)e( gi)ing only the step for remo)ing the sections. ;f you ha)e no hidden sections( that techniLue wor6s fine and is fasterP howe)er( if you want to brea6 the lin6s but retain some or all of the sections %particularly hidden sections'( then the method described in this chapter is safer.
Tip
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Problem solving
1ome combinations of choices do not wor6 together( and some techniLues that affect master documents are not at all ob)ious. This section describes some problems and what to do about them.
0nchoring pictures to a page

The problem + picture %graphic' anchored Nto pageO in a subdocument is not displayed in the master document although it always appears correctly in the subdocument. 2ecause the master document reorgani3es the page flow( page numbers( and cross: references when it collates all the subdocuments together( the absolute reference to a page K in a subdocument is lost in the master document. The picture loses its anchor reference and simply disappears. The solution To a)oid this problem but 6eep pictures positioned precisely on a particular page( anchor the pictures as follows& 1' <ight:clic6 on the picture and choose Pict!re from the pop:up menu. 2' @n the #6pe tab of the #icture dialog bo7( set the anchor to #o character or #o paragraph. *' "nder Position( choose suitable hori3ontal and )ertical references to the page. Clic6 O< to sa)e the changes.
Fig%re 3.+. >nchoring a graphic and setting its position on a page
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estarting list numbering when using custom styles

The problem .hen custom numbering styles are used for lists( the first item in the first list in a file continues numbering from the last list in the pre)ious chapter. The solution You need to e7plicitly set the first list item to restart numbering at 1. -owe)er( if you right:clic6 on the paragraph and choose $estart n! (ering( the setting is not sa)ed when the file is sa)ed. %This wor6s for other lists in a document( but not the first.' -ere is the secret& 1' <ight:clic6 on the first list item in the first list in the document and choose Paragraph( not $estart -! (ering. 2' @n the #aragraph dialog( go to the @utline B !umbering tab. *' "nder !umbering( choose $estart at this paragraph and 2 for !tart with. Clic6 O< to sa)e. !ote& ;f you do not e7plicitly choose 2 for !tart with( the setting is not retained. "nfortunately there seems to be no way to build it into a paragraph style.
3.3
Chapter Working with Fie$d"
14
3.+
'ntroduction to fields
9ields are e7tremely useful features of .riter. They are used for a )ariety of purposesP for e7ample( data that changes %such as the current date or the total number of pages' or might change %the name of a product or boo6 under de)elopment'( user:defined numbering seLuences( automatic cross:references( and conditional content %words or paragraphs that are )isible or printed in some conditions but not others'. ;nde7 entries are also fields. This chapter describes some common uses of fields. + full discussion of fields and their use is beyond the scope of this boo6. #ower users can find more details in the application -elp.
9ields ha)e a gray bac6ground when )iewed on screen( unless you ha)e deselected the Field shadings option or changed the color of field shadings on the +ppearance page of the @ptions @pen@ffice.org dialog bo7. This gray bac6ground does not show when you print the file to hard copy or #59. To turn field shadings on or off Luic6ly( choose %iew > Field Shadings or press Control+F..
Tip
Juick and easy field entry

You can Luic6ly insert common fields into your document by choosing +nsert > Fields from the menu bar and selecting the reLuired field from the list( as shown in 9igure *F5.
Fig%re 3. ( 4nserting common fields
(sing document properties to hold metadata and information that changes

The #roperties dialog bo7 for a document has si7 tabs. The information on the *eneral page and the !tatistics page is generated by the program. @ther information %the name of the person on the Created and /odified lines of the *eneral page' is deri)ed from the "ser 5ata page in Tools > Options.
Chapter "+ Working with Fields
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The 4nternet page is rele)ant only to -T/$ documents %.riter/.eb'. The file sharing options on the !ec%rit6 page is discussed elsewhere in this boo6. "se the Description and C%stom Properties pages to hold&
/etadata to assist in classifying( sorting( storing( and retrie)ing documents. 1ome of this metadata is e7ported to the closest eLui)alent in -T/$ and #59P some fields ha)e no eLui)alent and are not e7ported. ;nformation that changes. You can store data for use in fields in your documentP for e7ample( the title of the document( contact information for a proMect participant( or the name of a product might change during the course of a proMect.
This dialog bo7 can be used in a template( where the field names can ser)e as reminders to writers of information they need to include. $ater in this chapter( we will see how to use this information in fields. You can return to this dialog bo7 at any time and change the information you entered. .hen you do so( all of the references to that information will change where)er they appear in the document. 9or e7ample( on the Description page %9igure *FH' you might need to change the contents of the #itle field from the draft title to the production title.
Fig%re 3.,( #he Description page of the doc%mentQs Properties dialog &o9 To open the #roperties dialog bo7( choose File > Properties. "se the C%stom Properties page %9igure *F?' to store information that does not fit into the fields supplied on the other pages of this dialog bo7. .hen the Custom #roperties page is first opened in a new document( it may be blan6. %;f the new document is based on a template( this page may contain fields.' Clic6 :dd to insert a row of bo7es into which you can enter your custom properties.
The ;ame bo7 includes a drop:down list of typical choicesP scroll down to see all the choices. ;f none of the choices meet your needs( you can type a new name into the bo7. ;n the #6pe column( you can choose from te7t( dateAtime( date( number( duration( or yes/no for each field. You cannot create new types. ;n the ?al%e column( type or select what you want to appear in the document where this field is used. Choices may be limited to specific data types depending on the selection in the Type columnP for e7ample( if the Type selection is 5ate( the =alue for that property is limited to a date. To remo)e a custom property( clic6 the button at the end of the row.
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Tip
To change the format of the 5ate )alue( go to Tools > Options > )ang!ages and change the $ocale setting. 2e carefulh This change affects all open documents( not Must the current one.
Fig%re 3.-( C%stom Properties page@ showing drop-down lists of names and t6pes
(sing other fields to hold information that changes

@ne way that people use fields is to hold information that is li6ely to change during the course of a proMect. 9or e7ample( the name of a manager( a product( or e)en your entire company may change Must before the document is due to be printed. ;f you ha)e inserted the changeable information as fields( you can change the information in one place( and it will automatically change in all the places where that field occurs. .riter pro)ides se)eral places where you can store the information referred to by a field. .e will loo6 at some of them here. 1e)en document properties %5ate( Time( #age !umber( #age Count( 1ubMect( Title( and +uthor' are on the +nsert > Fields menu %9igure *F5'. To insert one of these fields( clic6 on it in the menu. 1ome of these fields get their information from the 5ocument #roperties dialog bo7 %9igure *FH.' @ther document properties are on the Doc4nformation and Doc%ment pages of the 9ields dialog bo7 %9igure *FF and 9igure *FC'( reached by choosing +nsert > Fields > Other or pressing Ctrl+F7. !otice the C%stom item in the #6pe listP this is deri)ed from the C%stom Properties page of the 5ocument #roperties dialog bo7 %9igure *F?'.
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To insert one of these fields( select it in the #6pe list and then select from the !elect and Format lists if choices appear. 9inally( clic6 +nsert.
Fig%re 3..( 4nserting a Date 3odified field %sing the Doc4nformation page of the Fields dialog &o9
Fig%re 3./( 4nserting a File name field %sing the Doc%ment page of the Fields dialog &o9 1ome of these items are pic6ed up from the 1ser Data page of the @ptions dialog bo7 %co)ered in Chapter 2( 1etting up .riter'( so ma6e sure the information on that page is correct.
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Tip
+lthough these fields are often used to hold information that changes( you can ma6e the content unchangeable by selecting the Fixed content option %)isible in 9igure *FF( lower right' when inserting the field. ;f necessary( you can come bac6 to this dialog bo7 later and deselect this option to ma6e the field )ariable again.
(sing 0utoTe#t to insert often!used fields

;f you use the same fields often( you will want a Luic6 and easy way to insert them. "se +utoTe7t for this purpose. To define an +utoTe7t entry for a field& 1' ;nsert a field into your document( as described pre)iously. 2' 1elect the field( and then choose Edit > :!toText %or press Ctrl+F3'. *' @n the +utoTe7t dialog bo7( choose the group where this new entry will be stored %in this e7ample( it is going into 36 >%to#e9t'( type a name for the entry( and change the suggested shortcut if you wish. E' Clic6 the :!toText button and clic6 -ew to ha)e the entry inserted as a field. 5o not choose -ew (text onl*" because the +utoTe7t entry will be plain te7t( not a field. %The selection ;ew does not appear until you ha)e selected a group and typed a name for the entry.' Clic6 /lose to close the +utoTe7t dialog bo7.
Fig%re 3/0( Creating a new >%to#e9t entr6 !ow whene)er you want to insert this field at the cursor position( type the shortcut( and then press F3.
)efining your own numbering se/uences

You may want to define your own numbering seLuences( for e7ample to use in situations where you do not always want the number at the start of the paragraph or where you want more control than the built:in numbering choices gi)e you. This topic describes how to create and use a numbering seLuence( using a Nnumber range )ariableO field.
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Create a number range variable

To create a number range )ariable using +rabic %1( 2( *' numbers& 1' #lace the insertion point in a blan6 paragraph in your document. 2' Choose +nsert > Fields > Other and select the ?aria&les page.
Fig%re 3/"( Defining a n%m&er range 'aria&le *' ;n the #6pe list( select -! (er range. ;n the Format list( select :ra(ic (2 C 3". Type whate)er you want in the ;ame field. %.e ha)e used Step in this e7ample.' E' Clic6 +nsert. The name of the )ariable %Step' now appears in the !election list( and a number field %showing 2' appears at the insertion point in your document. The 9ields dialog bo7 remains open( so you may need to mo)e it out of the way to see the field in the document. 5' -o)er the mouse pointer o)er this number field and you will see the field code of Step U StepB2. ;f you clic6 se)eral more times on the +nsert button in the 9ields dialog bo7( the numbers C= 3= 4( and so on will appear in the document. !ow you may want to restart the 1tep seLuence at 1( so you can use the same seLuence name more than once in your document %for e7ample( to begin each set of instructions'. To do that( you need to insert a new field of the same name( while instructing @@o to force the )alue to 1. 1' @pen the 9ields dialog bo7 to the ?aria&les page. /a6e sure the )ariable name 1tep appears in the ;ame bo7. 2' ;n the ?al%e bo7( type StepU2( as shown in 9igure *C2. Clic6 +nsert. !ow ho)er the mouse pointer o)er the new field in your document and you will see the field code of Step U StepU2. To continue with the normal seLuence %that is( to
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ha)e the ne7t item be step 2'( you need to delete the contents of the =alue bo7 after inserting 1tep 1.
Fig%re 3/7( Defining a field to restart a n%m&er range 'aria&le
(se 0utoTe#t to insert a number range field

You certainly do not want to go through all of that e)ery time you want to put in a step number. ;nstead( create two +utoTe7t entries( one for the !tep E !tepE" field %call it Step2( for e7ample' and one for the !tep E !tep+" field %Step-ext'. Then insert the fields in the same way you would insert any other +utoTe7t. 1ee N"sing +utoTe7t to insert often:used fieldsO on page *FC. You can create similar fields for substeps or other seLuences that you want to be numbered with letters %a( b( c'( <oman numerals %i( ii( iii'( or some other seLuence. ;n the 9ields dialog bo7( choose the reLuired format in the Format list when creating the field codes.
;f a user:defined )ariable is not in use in the document( the icon ne7t to the ?al%e bo7 is acti)e. You can delete the )ariable by clic6ing this icon. To remo)e a )ariable that is used in the current document( first delete from the document all fields using that )ariable %or con)ert them all to te7t( as described on page *CF'( and then remo)e the )ariable from the list.
Tip
(sing automatic cross!references

;f you type in cross:references to other parts of the document( those references can easily get out of date if you reword a heading( add or remo)e figures( or reorgani3e topics. <eplace any typed cross:references with automatic ones and( when you
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update fields( all the references will update automatically to show the current wording or page numbers.
1ome people use .riterGs -yperlin6 feature for cross:references( but it has the maMor disad)antage that the )isible te7t of the hyperlin6 does not change if you change the te7t of the item to which it lin6s. 9or that reason( you are ad)ised to use cross:references in most situations. The e7ception is when you are creating a document to be sa)ed as -T/$P cross:references do not become hyperlin6s in an -T/$ document.
Tip
The Cross-references page of the 9ields dialog bo7 %9igure *C*' lists some items( such as headings( numbered paragraphs( and boo6mar6s. ;f figure captions( table captions( user:defined number range )ariables( and some other items ha)e been defined in a document( that type also appears in the list.
Fig%re 3/3( #he Cross-references page of the Fields dialog &o9
'nserting cross!references
To insert a cross:reference to a heading( figure( or other item shown on the Crossreferences page& 1' ;n your document( place the cursor where you want the cross:reference to appear. 2' ;f the 9ields dialog bo7 is not open( choose +nsert > /ross $eference. @n the Cross-references page %9igure *C*'( in the #6pe list( clic6 the type of item you are referencing %for e7ample( -eading or 9igure'. *' You can lea)e this page open while you insert many cross:references.
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E' Clic6 on the reLuired item in the !election list( which shows both automatically created entries %for e7ample -eadings' as well as user:defined references %for e7ample boo6mar6s'. 5' ;n the 4nsert reference to list( choose the type of reference reLuired. The choices )ary with the item being referenced. 9or headings( usually you will choose $eference %to insert the full te7t of the heading' or Page %to insert the number of the page the heading is on'. 9or figures( you will usually choose /ategor* and -! (er %to insert the word N9igureO and its number'( $eference %to insert the word N9igureO with its number and the full te7t of the caption'( Page %to insert the number of the page the figure is on'( or -! (ering %to insert only the figure number'. H' Clic6 +nsert. 9or a full list of the reference formats a)ailable( and their use( consult the -elp.
0vailable formats
9or all the types of reference( you can select one of the following formats&
#age& the page number of the target Chapter& the number of the chapter where the referenced target is located. <eference& the full te7t set as reference. +bo)e/2elow& ;nserts the words abo)e or below depending on the position of the field relati)e to the referenced target. +s #age 1tyle& similar to #age( this inserts the page number where the reference is( but using the formatting specified in the page style. This is )ery useful when putting a reference to a page in the front matter where roman numerals are usually employed.
;f you select -eadings or !umbered #aragraphs as type( the following two additional options become a)ailable&
!umber %no conte7t'& inserts only the number of the heading or of the numbered paragraph. 9or e7ample( if referencing a numbered item 2.E( it inserts E. !umber %full conte7t'& inserts the the full number including higher hierarchical le)els. 9or e7ample( if referencing a numbered item 2.E( the full numbering %2.E' is inserted. Category and !umber& inserts both the category and number of the referenced obMect %for e7ample( 9igure H'. This is generally the most used formatting for figures and tables. Caption Te7t& inserts the full caption of the referenced obMect. 9or e7ample( 9igure H& This is an e7ample figure. !umbering& inserts the seLuential number of the referenced obMect( without the category %for e7ample( if referencing Table 2( the field will contain only the number 2'.
9inally( for obMects inserted with captions such as a table or a figure( you can choose&
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Preparing items as targets for cross!referencing

@ccasionally you might want to insert a cross:reference to something that is not automatically shown on the Cross-references page. 2efore you can insert a cross: reference to such an item( you must prepare the item as a target to be referenced. To do this( you can either use boo6mar6s or set references. +fter a target has been defined( you can cross:reference to it as described on page *C2. 9or an e7ample of the use of this techniLue( see N1ol)ing the page count problemO in Chapter E %9ormatting #ages'.
(sing boo"mar"s
2oo6mar6s are listed in the !a)igator and can be accessed directly from there with a single mouse clic6. ;n -T/$ documents( boo6mar6s are con)erted to anchors that you can Mump to using a hyperlin6. 1' 1elect the te7t you want to boo6mar6. Choose +nsert > ,oo5 ar5. 2' @n the ;nsert 2oo6mar6 dialog bo7( the larger bo7 lists any pre)iously defined boo6mar6s. Type a name for this boo6mar6 in the top bo7. Clic6 O<.
Fig%re 3/+( 4nserting a &ookmark
Setting references
1' Choose +nsert > /ross reference. 2' @n the Cross-references page of the 9ields dialog bo7 %9igure *C5'( select Set $eference in the #6pe list. The !election list shows any references that ha)e been defined. You can lea)e this page open while you set many items as references.
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Fig%re 3/ ( !etting te9t to &e %sed as a target for a cross-reference *' Clic6 in the document and highlight the te7t of the first item to set as a target for a cross:reference. Clic6 on the 9ields dialog bo7. The te7t of the item will appear in the ?al%e bo7 in the lower right. ;n the ;ame bo7( type some te7t by which you can identify this item. E' Clic6 +nsert. The te7t you typed in the ;ame bo7 now appears in the !election list. 5' <epeat steps * and E as often as reLuired.
(sing fields in headers and footers

You can insert fields into headers or footers( using techniLues described earlier in this chapter&
To insert a page number( document title( author( creation date and time( current date and time( or total page count field( use document properties %see page *F5' or the +nsert > Fields menu entry. You can insert a cross:reference to a boo6mar6( heading( or other item. ;f you ha)e used Geading " for your chapter titles( you can use a document field to insert the current chapter title( so the header or footer contents change from one chapter to the ne7t. 1ee 9igure *CH. %.riter calls chapter titles Chapter names.' ;f you ha)e used outline numbering on your Geading "( you can choose whether to include these numbers in the field % Chapter n%m&er and name'.
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Fig%re 3/,( 4nserting the c%rrent chapter name and n%m&er into 6o%r doc%ment
You can insert cross:references to other heading le)els by specifying a )alue in the 5e'el bo7 in the lower right of the Doc%ment page of the 9ields dialog bo7 %9igure *CH'. That is( $e)el 1 Z -eading 1( $e)el 2 Z -eading 2( and so on.
+ cross:reference field in the header of a page pic6s up the first heading of that le)el on the page( and a field in the footer pic6s up the last heading of that le)el.
Note
To include the chapter number with the page number( position the cursor Must before the Page field you inserted. Choose +nsert > Fields > Other. @n the Doc%ment page of the 9ields dialog bo7( select /hapter in the #6pe column and /hapter n! (er witho!t separator in the Format column. Clic6 +nsert. o to the header or footer where you inserted this field( type the character you want to appear between the chapter number and the page numberSfor e7ample( a period or a dash. The table of contents will not automatically pic6 up these chapter numbers( so you will need to ma6e a change on the +ndexes and Ta(les menu item( as described in Chapter 12 %Creating Tables of Contents( ;nde7es( and 2ibliographies'. You can add a page count to the footerSfor e7ample N#age C of 12O. Type the word N#ageO and a space in front of the Page field. Type a space( the word NofO( and a space after the Page field. Then choose +nsert > Fields > Page /o!nt.
3/,
(sing fields instead of outline numbering for appendi# numbering

Chapter H %;ntroduction to 1tyles' describes how to use paragraph styles to define a hierarchy of headings to be included in a table of contents. This method has one maMor limitation& only one paragraph style can be selected for each heading le)el( and only one numbering seLuence can be specified in Tools U @utline !umbering. -owe)er( many boo6s contain +ppendi7es %typically designated +( 2( C' in addition to the chapters %typically designated 1( 2( *'. To sol)e this problem( you can use one paragraph style %-eading 1' for both chapter and appendi7 names( and define two number range fields for the chapters and appendi7es respecti)ely. The number range field for chapters will use numbers( and the number range field for appendi7es will use letters. You can then use the same field in the header or footer of chapters and appendi7es. 1' 5efine the first number range )ariable( as described in N5efining your own numbering seLuencesO on page *FC. To insert the field into your Geading "( type /hapterSspace>. Choose +nsert > Fields > Other. @n the ?aria&les page( select -! (er range( /hapter= :ra(ic (2 C 3". Clic6 +nsert. You will need to do this manually for each Geading " that is to be a chapter title. 2' 5efine and insert a second number range )ariable for the appendi7es( using -! (er range( :ppendix( : , /'( as shown in 9igure *C?. Type :ppendixSspace> and then insert the )ariable. 5o this for each Geading " that is to be an appendi7 title. *' .hen you create the table of contents( the chapters and appendi7es will be designated correctly.
Fig%re 3/-( Defining a n%m&er range 'aria&le for >ppendi9es
3/-
Tricks for working with fields

Leyboard shortcuts for fields
-ere are some handy 6eyboard shortcuts to use when wor6ing with fields& Ctrl+F7 Ctrl+F. Ctrl+F/ F/ @pen the 9ields dialog bo7. Turn field shadings on or off. 1how or hide field names. "pdate fields.
Fi#ing the contents of fields

You can specify Fixed content for many items on the Doc%ment and Doc4nformation pages so the field contents do not update. 9or e7ample( you might use a field to insert the creation date of a document( and you would not want that date to change. ;n another place you might use a date field to show the current date( which you do want to changeP in that case( deselect Fixed content when you insert the field.
Converting fields into te#t

.riter does not pro)ide any easy way to con)ert field contents into te7t. To do this( you need to copy the field contents and paste them bac6 as unformatted te7t. This is not a )ery good solution if you ha)e hundreds of fields that you want to change( but you could use a macro to automate the process.
)eveloping conditional content

Conditional content is te7t and graphics that are included or e7cluded depending on a condition you specify. + simple e7ample is a reminder letter for an o)erdue account. The first and second reminders might ha)e a subMect line of N<eminder !otice O( but the third reminder letter might ha)e the subMect N9inal !oticeO and a different final paragraph. + more comple7 e7ample is a software manual for a product that comes in two )ersions( #ro and $ite. 2oth product )ersions ha)e much in common( but the #ro )ersion includes some features that are not in the $ite )ersion. ;f you use conditional content( you can maintain one file containing information for both )ersions and print %or create online help' customi3ed for each )ersion. You do not ha)e to maintain two sets of the information that is the same for both )ersions( so you will not forget to update both )ersions when something changes.
Choose the types of conditional content to use

This section describes se)eral .riter features that can help you design and maintain conditional content. You can use one or any combination of these features in the same document.
#onditional text
.ith conditional te7t( you can ha)e two alternati)e te7ts %a word( phrase( or sentence'. @ne te7t will be displayed and printed if the condition you specify is met( and the other will be displayed and printed if the condition is not met. You cannot
3/. OpenOffice.org 3.3 Writer *%ide
include graphics or edit the te7t e7cept in the field dialog %not in the body of the document'. You also cannot format part of the te7t %for e7ample( bolding one word but not the others'( but you can format the field to affect all of the field contents %for e7ample( bolding all of the words'. You cannot include a cross:reference or other field in the te7t.
%idden text
.ith hidden te7t %a word( phrase( or sentence'( you ha)e only two choices& show or hide. ;f the condition you specify is met( the te7t is hiddenP if the condition is not met( the te7t is displayed. The disad)antages are the same as for conditional te7t& you cannot include graphics( edit the te7t in the body of the document( format part of the te7t( or include a field.
%idden paragraphs
-idden paragraphs are li6e any other paragraphs( but you can specify a condition under which the paragraph is not displayed or printed. + blan6 paragraph can also be hiddenSfor e7ample( if a database field has no content for the current record. This is )ery useful when merging an address into a letter& if you allow two lines for the street address and the database record uses only one line( you can pre)ent the blan6 line from appearing in your document. You can include graphics( edit the te7t in the body of the document( format any part of the te7t( and include fields.
%idden sections
-idden sections are li6e hidden paragraphs( but they can include more than one paragraphSfor e7ample( a heading plus one or more paragraphs. -owe)er( a section cannot contain less than a paragraph( so you cannot use this method for single words or phrases. The contents of a hidden section beha)e Must li6e the contents of any other part of the document( but you can specify a condition under which the section is not displayed or printed. ;n addition( you can password protect a section.
Plan your conditional content

Conditions are what programmers call logical e9pressions. You must formulate a logical e7pression for each condition because a condition is always either true %met' or false %not met'. You can use the same condition in many places in your document( for different types of conditional content. To ma6e conditional content wor6( you need to& 1' Choose or define a )ariable. 2' 5efine a logical e7pression %condition' in)ol)ing the selected )ariable.
#hoose or define a variable

You can use the following )ariables in your condition&
"ser:defined )ariables #redefined @pen@ffice.org )ariables( which use statistical )alues from the document properties "ser data 5atabase field contentsSfor e7ample from your address boo6
3//
You cannot use internal )ariables %for e7ample( page number or chapter name' to formulate conditions. The e7amples in this chapter use user:defined )ariables.
Define a logical expression .condition/ involving the selected variable

The condition compares a specified fi7ed )alue with the contents of a )ariable or database field. To formulate a condition( use the same elements as you would to create a formula& operators( mathematical and statistical functions( number formats( )ariables( and constants. The possible operators are gi)en in the online helpP loo6 in the inde7 under Noperators& in formulasO. You can define Luite comple7 e7pressions( but in most cases a simple condition will do the Mob.
Create the variable

To create your )ariable( choose +nsert > Fields > Other. You can use choices found on the Doc4nformation( ?aria&les( and Data&ase pages.
Doc+nformation fields
N"sing document properties to hold metadata and information that changesO on page *F5 described how to set up a custom document property. You can use that document property as the )ariable in your condition statement( or you can create another document property field specifically for conditions.
(ser defined variable field

To set 1' 2' *' up a )ariable or user field& #lace the cursor where you want the field to be inserted. @n the 9ields dialog bo7( select the ?aria&les page %9igure *CF'. 1elect Set varia(le in the #6pe list and Text in the Format list. Type a name for the )ariable in the ;ame bo7( and a )alue in the ?al%e bo7. ; ha)e chosen Pro)ite for the name %to remind me that this )ariable is related to the two product )ersions'( and ; set the )alue as )ite because ; can remember N;f it is the $ite )ersion( then this te7t should be hidden.O E' 1elect +nvisi(le so the field does not show in the document. Clic6 +nsert( then clic6 /lose.
+00
Fig%re 3/.( Defining a 'aria&le to %se with conditional content 5' + small gray mar6 should be )isible where you inserted the field. -o)er the mouse pointer o)er this mar6 and you will see the field formula Pro5ite E 5ite. .e will come bac6 to this field later.
2ecause the gray mar6 is so small( you may ha)e trouble finding it again( especially if you ha)e other fields in the document. You may prefer to lea)e the )ariable field )isible while you wor6( and change it to in)isible Must before you create final copy. +t any time( you can place the insertion point Must before the field and choose Edit > Fields or right:clic6 the field( and then clic6 Fields on the pop:up menu. @n the Idit 9ields dialog bo7 %9igure *CE'( select or deselect the +nvisi(le option.
Tip
0pply the condition to the content

!ow that you ha)e defined the )ariable( you can use it in a condition statement. This topic describes some of the possibilities.
#onditional text
9irst( let us set up some conditional te7t that will insert the words .reat Prod!ct )ite into the $ite )ersion and .reat Prod!ct Pro into the #ro )ersion of the manual. You would use this field whene)er you want to mention the name of the product. 1' #lace the cursor where you want one of these phrases to appear. %You can mo)e or delete it later( if you wish.' 2' @pen the 9ields dialog bo7 by clic6ing +nsert > Fields > Other( select the F%nctions page( and select /onditional text in the #6pe list.
Chapter "+ Working with Fields +0"
*' +s shown in 9igure *CC( type Pro)ite E8 W)iteW in the Condition bo7( .reat Prod!ct )ite in the #hen bo7( and .reat Prod!ct Pro in the 8lse bo7.
Note
These fields are case:sensiti)e( and Luotation mar6s are reLuired around a te7t )alue such as )ite.
E' Clic6 +nsert to insert the field( then clic6 /lose. You should see .reat Prod!ct )ite in your te7t.
Fig%re 3//( 4nserting conditional te9t

;f you want to insert this field into your te7t in many places %as you probably would for a product name'( create an +utoTe7t entry for it. 1ee N"sing +utoTe7t to insert often:used fieldsO on page *FC for instructions.
Tip
%idden text
You might use hidden te7t for words or short phrases that describe features of reat #roduct #ro that are not found in the $ite )ersion. You can reuse the same field in se)eral places in your documentSfor e7ample( by copying and pasting it. To create a hidden te7t field& 1' Choose +nsert > Fields > Other and select the F%nctions page. 2' 1elect 1idden text in the #6pe list( as shown in 9igure E00. *' Type Pro)ite E8 W)iteW in the Condition bo7 and type the reLuired te7t in the Gidden te9t bo7. <emember( this is the te7t that is hidden if the condition is true. E' Clic6 +nsert to create and insert the field.
+07
Fig%re +00( Creating a condition for hidden te9t
%idden paragraphs
To enable hidden paragraphs( remo)e the chec6 mar6 from %iew > 1idden Paragraphs. .hen this option is selected( any hidden paragraph you create will always be hidden( whether its condition is true or not.
Tip
+ paragraph is hidden if the condition is true. To hide a paragraph& 1' Clic6 in the paragraph to be hidden. 2' Choose +nsert > Fields > Other and select the F%nctions page %9igure E00'. *' 1elect 1idden paragraph in the #6pe list. E' 9or this e7ample(type Pro)ite E8 W)iteW in the Condition bo7. 5' Clic6 +nsert to create and insert the field. ;f an e7tra paragraph mar6 appears( delete it. To show hidden paragraphs so you can edit them( do one of the following&
Choose %iew > 1idden Paragraphs from the menu bar( so it is chec6ed %shows all hidden paragraphs'. @n the Tools > Options > OpenOffice.org 'riter > For atting :ids page( select the Fields( Gidden paragraphs option %shows all hidden paragraphs'. 5ouble:clic6 in front of the )ariable that you used to define the condition for hiding the te7t( and enter a different )alue for the )ariable %shows all hidden paragraphs'. 5ouble:clic6 in front of the hidden te7t field or the hidden paragraph field( and change the condition statement %changes only the selected hidden paragraph'.
%idden sections
+ conditional section is hidden if the condition is true. To create a conditional section& 1' 1elect the te7t that you want to be included in the conditional section. %You can edit this te7t later( Must as you can edit any other te7t.' 2' Choose +nsert > Section. @n the ;nsert 1ection dialog bo7 %9igure E01'( select 1ide and enter the condition in the with Condition bo7. You can also gi)e the section a name( if you wish %strongly recommended( so you can find it again easily if you ha)e se)eral sections in your document'. *' Clic6 +nsert to insert the section into your document.
Chapter "+ Working with Fields +03
To show a hidden section so you can edit it& 1' Choose For at > Sections. 2' @n the Idit 1ections dialog bo7 %similar to the ;nsert 1ection dialog bo7'( select the section from the list. *' 5eselect 1ide( and then clic6 O<. You can now edit the contents of the section. +fterwards( you can choose For at > Sections again and select 1ide to hide the section again. To show all the hidden sections so you can edit them( change the )alue of the )ariable to something that the conditions will not recogni3e. ;n our e7ample( you could change the )alue to 2.
Fig%re +0"( Creating a section to &e hidden when a specified condition is met To ma6e the hidden section a normal part of the document %that is( to remo)e the section mar6ers( but not the contents of the section'& 1' 1how the hidden section( as described abo)e. 2' @n the Idit 1ections dialog bo7( select the section from the list. *' Clic6 $e ove. The contents of the section are now a normal part of the document.
Change the value of the variable

1' 9ind the )ariable field you created in NCreate the )ariableO on page E00. 2' Clic6 once Must in front of this field( then right:clic6 and clic6 Fields on the pop:up menu. *' @n the Idit 9ields& =ariables dialog bo7 %9igure E02'( change the )alue of the )ariable to Pro. E' ;f you ha)e set fields to update automatically( all of the conditional and hidden te7t that uses this )ariable as a condition will change.
Tip
Conditional te7t and hidden te7t can only be edited in the Idit 9ields dialog bo7.
+0+
Fig%re +07( Changing the 'al%e of the 'aria&le

To turn on automatic updating of fields( choose Tools > Options > OpenOffice.org 'riter > .eneral( and select Fields under Update: :!to aticall*.
Tip
(sing placeholder fields

+ placeholder field prompts you to enter something %te7t( a table( a frame( a graphic( or an obMect'. To insert a placeholder field into a document& 1' @n the F%nctions page of the 9ields dialog bo7( select Placeholder in the #6pe column and select what the placeholder is for in the Format column. 2' ;n the Placeholder bo7( type the te7t that you want to appear in the placeholder field. *' ;n the Reference bo7( type the te7t that you want to display as a help tip when you rest the mouse pointer o)er the field. 9igure E0* shows the results of inserting a placeholder field for a graphic.
+0
Fig%re +03( 4nserting a placeholder field 2ecause the R5ogoF field is a graphics placeholder( when you clic6 on the field in the document( the ;nsert picture dialog bo7 opens( prompting you to select a graphic %picture'. .hen you select a picture and clic6 Open( the picture replaces the field in the document. 1imilarly( clic6ing on a table placeholder field opens the ;nsert Table dialog bo7( clic6ing on a frame placeholder field opens the 9rame dialog bo7( and clic6ing on an obMect placeholder field opens the ;nsert @$I @bMect dialog bo7. The te7t placeholder field is different& you simply clic6 on it and type some te7t in the Placeholder bo7( which replaces the field.
(sing input fields and input lists

'nput field +n inp%t field is a )ariable that you can clic6 in a document to open a dialog where you can edit the te7t displayed in the field. To insert an input field& 1' Choose +nsert > Fields > Other and choose the F%nctions page. 2' Choose +np!t field in the #6pe list %9igure E0E'. *' @ptionally type some te7t in the $eference bo7. This te7t will appear as a tooltip when the users ho)er a mouse cursor o)er the field. E' Clic6 +nsert. ;n the small dialog bo7 that opens( type some te7t for the )ariable %for e7ample( a brief instruction to the user regarding the purpose of the field'P this te7t can be the same or different from the te7t in the <eference bo7 in the pre)ious step. 5' Clic6 O<. To edit an input field( clic6 on it in the document. ;n the small dialog bo7 that opens( edit the te7t of the field.
+0,
Fig%re +0+( 4nserting an inp%t field To edit the fieldGs reference( right:clic6 on the field and choose Fields from the pop: up menu. This opens the Idit 9ields& 9unctions dialog bo7.
Fig%re +0 ( 8diting an inp%t field 'nput list +n inp%t list is a te7t field that displays one item from a list. To insert an input list field into a document& 1' Choose +nsert > Fields > OtherP on the F%nctions page( choose +np!t list in the #6pe list.
+0-
Fig%re +0,( Defining an inp%t list field 2' Type the names of the list items in the +te bo7 on the upper right( clic6ing :dd after each item. The items then appear in the +te s on list bo7. To change the order of the items( select an item and clic6 the 6ove Up or 6ove Down buttons. *' Type the name of the list in the -a e field on the lower right. E' Clic6 +nsert. To display the Choose ;tem dialog bo7( clic6 the ;nput list field.
Fig%re +0-( Choosing an item from an inp%t list
+0.
To add( edit( and remo)e items from this list( and change their order in the list( clic6 the Edit button in the Choose ;tem dialog bo7. This displays the Idit 9ields& 9unction dialog bo7.
Fig%re +0.( 8diting the items on an inp%t list To Luic6ly edit all input fields and lists in a document( press Ctrl+!hift+F/. The first input field or list in the document opens. Clic6ing O< or -ext mo)es to the ne7t input field or list. +fter the last input field or list( clic6ing -ext or O< returns you to the document.
+0/
Chapter 0"ing For " in Writer
1%
+"0
'ntroduction to forms
This chapter co)ers the use of forms within .riter documents. /ost of the information here also applies to forms in other @pen@ffice.org components( but there are some differences. The chapter presents information on using forms in four main sections& setting up a basic form( an e7ample for creating a form( lin6ing a form to a data source( and finally some ad)anced techniLues. @pen@ffice.org forms co)er a lot of ground and not e)erything is included here. !otable omissions are using forms in -T/$ documents and writing macros to lin6 to form controls.
When to use forms

+ standard te7t document displays information& a letter( report( or brochure( for e7ample. Typically the reader may edit e)erything or nothing in the document. + form has sections that are not to be edited( and other sections that are designed for the reader to ma6e changes. 9or e7ample( a Luestionnaire has an introduction and Luestions %which do not change' and spaces for the reader to enter answers. @pen@ffice.org offers se)eral ways to enter information into a form( including chec6 bo7es( option buttons( te7t bo7es( pull:down lists( and other items( collecti)ely 6nown as form controls. 9orms are used in three ways&
To create a simple document for the recipient to complete( such as a Luestionnaire sent out to a group of people who fill it in and return it. To lin6 into a database or data source and allow the user to enter information. 1omeone ta6ing orders might enter the information into a database using a form. To )iew information held in a database or data source. + librarian might call up information about boo6s.
"sing forms to access a database offers a fast and easy way to build up comple7 graphical front ends. Your form can include not only the fields that lin6 up to the data source but also te7t( graphics( tables( drawings and other elements. + typical way to use a simple form is& 1' You design the form( then sa)e it when you are happy with it. 2' You send the form to others %for e7ample( by email'. *' They fill in the form( sa)e it and send it bac6 to you. E' You open the form and see what their answers are.
2y using a data source( or setting a form to update o)er the web( you can automatically gather data. -owe)er( both of those are more comple7 and you might prefer to 6eep things simple.
Tip
Chapter "
1sing Forms in Writer
+""
0lternatives to using forms in Writer

;n @pen@ffice.org *.7( the 2ase component pro)ides an alternati)e way to access a data source. There are a lot of similarities between forms in 2ase and .riter( but one may be better for a particular tas6 than the other. 2ase is appropriate only if the form accesses a data sourceP you would not use it for simple forms. /ost other @pen@ffice.org componentsSCalc( ;mpress( and 5rawSalso support forms in almost the same way that .riter does.
Creating a simple form

This section e7plains how to create a simple form without any lin6s to a data source or database and without ad)anced customi3ation.
Create a document
There is nothing special to be done when creating a document to use as a form. Create a new .riter document with File > -ew > Text doc! ent.
-pen the form toolbars

Two toolbars control form creation& 9orm Controls and 9orm 5esign. 1elect %iew > Tool(ars > For /ontrols and %iew > Tool(ars > For Design to show them both. The 9orm Controls toolbar has a button for each of the most commonly used types of control. You can also open the 9orm 5esign toolbar from the 9orm Controls toolbar. 1ome of the less commonly used controls are on a third toolbarS/ore ControlsSalso opened from the 9orm Controls toolbar. You can doc6 these toolbars in different places on the .riter window( or lea)e them floating. 9igure E0C shows the three toolbars floating. 1ee N9orm controls referenceO on page E1E for descriptions of the tools on these toolbars.
Fig%re +0/( #he Form Control@ 3ore Controls and Form Design #ool&ars
+"7
0ctivate design mode

Clic6 the Design 6ode On9Off button on the 9orm Controls toolbar to turn design mode on. %Clic6 it again when you want to turn it off.' This acti)ates the buttons for inserting form controls and selects controls for editing. .hen design mode is off( the form beha)es as it would for the end user. 2uttons can be pressed( chec6 bo7es selected( list items selected( and so on.
'nsert form controls

1' To insert a form control into the document( clic6 the controlGs icon to select it. 2' *' The mouse pointer changes to loo6 li6e this& Clic6 in the document where you want the control to appear. %You can mo)e it later.' -olding the left mouse button down( drag the control to si3e it. 1ome controls ha)e a fi7ed si3e symbol followed by the name of the control %for e7ample( Check :o9 or Option :%tton'. The control button remains acti)e( so you can insert se)eral controls of the same type without needing to go bac6 to the toolbar. To change to another tool( clic6 its icon on the toolbar.
E' 5'
H' To stop inserting controls( clic6 on the Select button on the 9orm Controls toolbar( or clic6 on any of the controls you ha)e Must inserted. The mouse pointer changes bac6 to its normal appearance.
-olding down !hift when creating a form control ma6es the control sLuare. ;f you press !hift when resi3ing an e7isting control( its proportions are 6ept the same. .hen you insert a group bo7( list bo7( or combo bo7( a wi3ard is launched to guide you through the setup. ;f you prefer not to run the wi3ard( clic6 the 'i0ards On9Off button on the 9orm Controls toolbar.
Tip
Note
Configure controls
+fter inserting the controls( you need to configure them to loo6 and beha)e as you want. <ight:clic6 on a form control within your document and select /ontrol from the pop:up %conte7t' menu to open the #roperties dialog bo7 for the selected control. 5ouble:clic6ing on a form control also opens this dialog bo7. The #roperties dialog bo7 has three pages& eneral( 5ata( and I)ents. 9or simple forms( only the eneral page is of any interest. @n this page you can set the loo6 and feel of the control. 1ee NConfigure form controlsO on page E22 and N9orm control formatting optionsO on page E*2 for more information( and the descriptions in the -elp for details. Configuration for use with a database is discussed in NCreating a form for data entryO on page E2?. The fields on this dialog bo7 )ary with the type of control. 9or e7ample&
Chapter " 1sing Forms in Writer +"3
1ome controls ha)e )isible labels( such as #ush 2utton and @ption 2utton. The label te7t can be set. The $ist 2o7 contains a list of options to choose from. 1et these in the $ist entries bo7.
!otice the scroll bar in this dialog bo7. You can use the scroll bar or enlarge the dialog bo7 to see additional fields.
Fig%re +"0( 89ample of the Properties dialog &o9 for a form control
(se the form

To use the form( lea)e design mode by clic6ing the Design 6ode On9Off button to deacti)ate it. 1a)e the form document.
Form controls reference

!orm #ontrol toolbar
1elect 5esign mode on/off Control 1elects a form control to perform some other action on it. Toggles between design mode on %to edit forms' and design mode off %to use forms'. $aunches form control properties dialog bo7. This dialog bo7 can be 6ept open as different controls are selected. $aunches form properties dialog bo7( controlling properties for the form as a whole( such as which data source it connects to.
9orm
+"+
!orm #ontrol toolbar

Chec6 2o7 Te7t 2o7 9ormatted 9ield + bo7 that can be selected or deselected on the form. You can label the bo7. + control to create a bo7 into which the form user can type any te7t. + control allowing numeric formatting options. 9or e7ample( you can set ma7imum and minimum )alues for the number entered( or the number type %decimal places( scientific( currency'. Creates a button that can be lin6ed to a macro. The label is the name that appears on the button. Creates an option button %also 6nown as a radio &%tton'. .hen multiple buttons are grouped together( only one can be selected at a time. The easiest way to group multiple buttons is to use the roup 2o7 button on the /ore Controls toolbar( with wi3ards enabled. Creates a list of options as a pull:down menu that the user can choose from. ;f wi3ards are on( creating a list bo7 launches the $ist 2o7 .i3ard. This wi3ard is only useful if your form is lin6ed to a data source. ;f the form is not lin6ed to a data source( turn wi3ards off and create an empty list bo7. Then clic6 the control button and( in the 5ist 8ntries option on the *eneral tab( enter the options you want to appear on the list. Combo 2o7 +s with a $ist 2o7( you set up a list of choices. ;n addition( a panel at the top either displays the choice made or allows the form user to type in something else. This wor6s the same as the $ist 2o7. + te7t label. The difference between this and Must typing on the page is that( as a control( you can lin6 a label field to macros so( for e7ample( something happens when the mouse passes o)er it or clic6s on it. $aunches the /ore Controls toolbar. $aunches the 9orm 5esign toolbar( which can also be opened with %iew > Tool(ars > For Design. 1ome form controls %$ist 2o7 and Combo 2o7' ha)e optional wi3ards. ;f you do not want the wi3ard to launch when you create one of these controls( use the 'i0ards On9Off button to switch wi3ards off.
#ush 2utton @ption 2utton
$ist 2o7
$abel 9ield
/ore Controls 9orm 5esign .i3ards @n/@ff
Chapter "
+"
More #ontrols toolbar

1pin 2utton +llows form users to choose a number by cycling through the list of numbers. You can specify ma7imum( minimum( default( and the step between numbers. This control is not commonly used in .riter( as the number is not displayed. ;n Calc( howe)er( a 5ata tab appears on the Control #roperties dialog bo7( so you can lin6 the spin button to a cell. 1crollbar Creates a scrollbar( with a number of options to define the e7act appearance. This control is not commonly used in .riter. ;n Calc( a 5ata tab appears on the Control #roperties dialog bo7( allowing you to lin6 the scroll bar to a cell. ;mage 2utton 2eha)es e7actly li6e a push button( but displays as an image. Choose the image in the raphics option on the *eneral tab in the Control #roperties dialog bo7. @nly useful when the form is connected to a data source and a field in the data source e7ists that can hold images. You can add new images to the database or retrie)e and display images from it. 1tores a date. You need to configure the earliest and latest dates the field will accept( the default date( and the date format. You can add a spinner. .or6s li6e a date field but specifies a time. +llows a user to select a file( either by typing the path and name directly or by clic6ing on a 2rowse button and choosing the file from a dialog bo7. 5isplays a number. You need to specify formatting( ma7imum( minimum and default )alues. You can add a spinner. .or6s li6e a numeric fieldP additionally you can add a currency symbol. #attern fields are useful when the form lin6s into a data source. 1pecify an Idit /as6 to restrict what a user can enter into the field. 1pecify a $iteral /as6 to restrict which data is displayed from the data source. The group bo7 control has two different uses depending on whether wi3ards are on or off. ;f wi3ards are on( creating a group bo7 launches the roup Ilement wi3ard. This creates a group of options buttons %in which only one may be selected at a time'. ;n most cases( using a group bo7 is the best way to create a set of option buttons. ;f wi3ards are off( a group bo7 is simply a )isual bo7 to group together different controls. ;t has no effect on the way the controls operate.
;mage Control
5ate 9ield
Time 9ield 9ile 1election
!umeric 9ield
Currency 9ield #attern 9ield
roup 2o7
+",
More #ontrols toolbar

Table Control Table Control is only useful with a data source. ;f no data source is specified( you will be prompted to choose one in the Table Ilement .i3ard. You then pic6 the fields to display and( when design mode is off( the data appears in the table. The table also includes controls to step through the records. <ecords can be added( deleted( and modified in the table. !a)igation 2ar + na)igation bar is the same as the 9orm !a)igation toolbar %%iew > Tool(ars > For -avigation'( but can be placed anywhere in the document and be resi3ed.
!orm Design toolbar

1elects a form control to perform an action on it. 1elect 5esign mode on/off Control Toggles between design mode on %to edit forms' and design mode off %to use forms'. $aunches form control properties dialog bo7. This dialog bo7 can be 6ept open as different controls are selected. $aunches form properties dialog bo7( controlling properties for the form as a whole( such as which data source it connects to. The 9orm !a)igator is a utility displaying all the forms and controls in the current document. ;t allows you to edit and delete them easily. ;f you use the 9orm !a)igator( itVs recommended that you gi)e your controls names %in the properties dialog bo7'. The name appears in the na)igator so( for e7ample( if you ha)e ten te7t bo7es( you can tell which is which. +dd 9ield +dd 9ield is only useful if you ha)e specified a data source for the form. ;f no data source is specified( an empty bo7 opens. ;f you ha)e specified a data source( +dd 9ield opens a list of all the fields in the specified table( which you can then drag and drop onto the page. The fields are placed on the page with the name of the field before them. This is a Luic6 and easy way to create a form from a data source. +llows you to specify the order in which focus shifts between controls. You can test the order by lea)ing design mode and using #a& to switch between the controls.
9orm
9orm !a)igator
+cti)ation @rder
Chapter "
+"-
!orm Design toolbar

@pen in 5esign /ode +utomatic Control 9ocus #osition and 1i3e $aunches the #osition and 1i3e dialog bo7( allowing you to specify both by typing in precise )alues( rather than dragging the control. You can also loc6 the si3e or position( so they do not get changed accidentally. 9or some controls( you can rotate and set the slant and corner radius. ,ust as with a frame( any form control can be anchored to page( paragraph or character and also anchored as a character %meaning that it beha)es li6e any other character on the page'. The +lignment button is disabled unless the control is anchored as a character. You can align a control in different ways( for e7ample so the top of the control lines up with the top of the te7t or the bottom lines up with the bottom of the te7t. 5isplays a grid of dots on the page( to help you line up controls. .hen a control is brought close to a grid point or line( it will snap to the grid. This ma6es it is easier to line up controls. .hen a control is being mo)ed( lines e7tend from the control hori3ontally and )ertically to help you position it accurately. @pens the current form in design mode %to edit the form rather than entering data into it'. ;f acti)ated( focus is set to the first form control.
Change +nchor
+lignment
5isplay
rid
1nap to
rid
uides when /o)ing
+".
3#ampleH a simple form

Create the document
@pen a new document %File > -ew > Text Doc! ent'. ;t is a good idea to write down the outline of the document( without form controls( though of course it can easily be changed later.
Fig%re +""( 4nitial doc%ment witho%t form controls
0dd form controls

The ne7t step is to add the form controls to the document. .e will ha)e four controls&
-a
e is a te7t bo7
Sex is two option buttons( male or female. Favo!rite shape is a list of options. :ll shapes *o! li5e is a series of chec6 bo7es. /ontrols to open the 9orm Control toolbar. button to
To add these controls& 1' 1elect %iew > Tool(ars > For
2' ;f the tools are not acti)e( clic6 the Design 6ode On9Off acti)ate them.
*' Clic6 the Text ,ox button ( then clic6 in the document and( with the left mouse button held down( drag the shape of the !ame te7t bo7 to appro7imately the si3e you want. E' /a6e sure the 'i0ards On9Off button the 6ore /ontrols button is on %shaded with a border'. Clic6
to launch the /ore Controls toolbar.
5' @n the /ore Controls toolbar( clic6 the roup 2o7 button . 5raw a group bo7 by the 1e7& entry. The roup Ilement .i3ard opens. a' @n the first page of the wi3ard( enter two names for the options fields& /ale and 9emale. Clic6 the >> button after each entry. Clic6 -ext >>.
Chapter " 1sing Forms in Writer +"/
Fig%re +"7( !pecif6ing names for option fields b' @n the ne7t page( select the option ;o@ one partic%lar field is not going to &e selected. Clic6 -ext>>.
Fig%re +"3( !electing a defa%lt field c' i)e a )alue to your fields. Typically( you would gi)e one field the )alue 1 and the other field the )alue 2. ;f there are more than 2 option fields( you would gi)e them )alues of *( E( and so on. Clic6 -ext >>.
Fig%re +"+( >ssigning field 'al%es d' You can either delete the caption or gi)e a caption to your Then clic6 Finish. roup 2o7.
+70
Fig%re +" ( Create Caption Option H' !ow create the list bo7. @n the 9orm Controls toolbar( clic6 the 'i0ards On9Off button to turn wi3ards off. Clic6 the )ist ,ox button and draw a list bo7 by Fa'o%rite !hape in the document. This will Must be an empty pane for now. ?' 9inally create four chec6 bo7es by >ll shapes 6o% like. Clic6 on the /hec5 ,ox button and then draw out four chec6 bo7es( side by side across the page.
You should now ha)e a document loo6ing something li6e 9igure E1H.
Fig%re +",( Doc%ment with form controls
Chapter "
+7"
Configure form controls

!o further configuration is reLuired to the !ame and 1e7 fields( but you could( if you wish( gi)e a name to each control and change the appearance of the controls. The list bo7 must be configured to add the list of options. The chec6 bo7es must be configured to add in the names %instead of Chec6 2o7( Chec6 2o71( and so forth'. 9ollowing are instructions to configure these controls& 1' 2e sure design mode is on. 5ouble:clic6 on the $ist 2o7 control within the document to open the controlGs #roperties dialog bo7. 1elect the *eneral tab. 2' ;n the $ist Intries bo7 %scroll down if it is not )isible'( type the names of the shapes %Circle( Triangle( 1Luare( #entagon' separated by OPO and then press 8nter. You should end up with a line saying A(ircleBCBTriangleBCB%D&areBCBPentag nB.
Fig%re +"-( Properties dialog &o9 for a list &o9 *' Clic6 on the first Chec6 2o7. The #roperties dialog bo7 stays open but changes to show the properties for the chec6 bo7. E' Change the 5a&el field from Chec6 2o7 to Circle and press 8nter. The cursor mo)es to 5a&el Field and the label on the chec6 bo7 in the document changes immediately. 5' Clic6 on each of the other three chec6 bo7es in turn. Change the $abel in the #roperties dialog bo7 to Triangle( 1Luare( and #entagon in turn.
+77
Fig%re +".( #op part of Properties dialog &o9 for a check &o9 H' Close the #roperties dialog bo7. ?' Turn design mode off and close the two Controls toolbars.
You ha)e now completed the form( which should loo6 something li6e 9igure E1C.
Fig%re +"/( Completed form
Finishing touches
The form is complete( but you are free to ma6e further changes to the document. ;f you were sending this out to other people to complete( you would probably want to ma6e the document read:only. The effect would be that users would be able to fill in the form but not to ma6e any other changes to the document. To ma6e the document read:only( select Tools > Options > OpenOffice.org > Sec!rit* > Open this doc! ent in read;onl* ode .
Note
;f the document is read:only( anyone filling in the form will need to use File > Save as to sa)e the document.
Chapter "
+73
0ccessing data sources

The most common use for a form is as the front end of a database. You can pro)ide a form that allows users to enter information into a contacts database and( because it is part of a .riter document( the form can contain graphics( formatting( tables( and other elements to ma6e it loo6 Must the way you want. /odifying the form is as simple as editing a document. @pen@ffice.org can access numerous data sources. These include @52C( /y1J$( @racle ,52C( spreadsheets and te7t files. +s a general rule( databases can be accessed for read and writeP other data sources %such as spreadsheets' are read:only.
To see the list of supported data source types for your operating system( choose File > -ew > Data(ase. @n the first page of the 5atabase .i3ard %9igure E20'( select /onnect to an existing data(ase and then open the drop:down list.
Tip
Creating a database
Chapter F % etting 1tarted with 2ase' in the *etting !tarted guide co)ers in more detail how to create a database. -ere we gi)e a short guide to creating a )ery simple database with @@o 2ase. 1' 1elect File > -ew > Data(ase to start the 5atabase .i3ard %9igure E20'.
Fig%re +70( Data&ase Wi<ard 2' 1elect /reate a new data(ase and clic6 -ext. *' @n the ne7t page( select Qes= register the data(ase for e and Open the data(ase for editing. <egistering the database Must means that it can be
+7+
accessed from other @@o components such as .riter and Calc. You need to do this if you want to lin6 your forms into it. E' Clic6 Finish and sa)e your new database( gi)ing it a name. "nli6e creating other documents in @@o( databases must be sa)ed when you first create them. +fter sa)ing the database( you should see the main 2ase window %9igure E21'( which contains three panels. The left:hand panel is 5atabase( with icons for Tables( Jueries( 9orms and <eports.
Fig%re +7"( 3ain :ase window The ne7t step is to create a table. +gain( this is co)ered in more detail in Chapter F % etting 1tarted with 2ase' in the *etting !tarted guide. -ere we are going to create a small table as an e7ample. 1' Choose Ta(les in the left:hand column( then choose /reate Ta(le in Design %iew under Tas6s. 2' "se the Table 5esign window to tell 2ase which fields to create. .e will ha)e Must three fields& !ame( +ddress( and Telephone. *' @n the first line( enter under 9ield !ame 4D and set the 9ield Type to 4nteger O4;#8*8RP. ;n the gray bo7 at the left of the line( right:clic6 and select Pri ar* <e*( bringing up a 6ey icon in the bo7. ;n the Field Properties at the bottom of the window is an :!to %al!e optionP change this to $es.
1etting up the #rimary 4ey field with +uto =alue set to Yes is an important step. ;f this is not done( the form you create later will be much tric6ier to use and may generate errors for the user. /a6e sure you get this step righth
Tip
Chapter "
+7
Fig%re +77( Data&ase ta&le design E' @n three lines( enter under 9ield !ame ;ame@ >ddress and #elephone. +ccept the default 9ield Type of Te7t X=+<C-+<Y and lea)e 5escription blan6. 5' 1a)e the table %File > Save'. You will be prompted to name it. The name can be anything you li6e. H' 9inally( sa)e the whole database from the main 2ase window %File > Save'.
0ccessing an e#isting data source

;f you ha)e an e7isting data source( such as a spreadsheet or database( you simply need to tell @pen@ffice.org about it. This is called registering a data source. To register an e7isting data source& 1' 1elect File > -ew > Data(ase to launch the 5atabase .i3ard. 2' 1elect /onnect to an existing data(ase and choose the type from the drop: down list. *' Clic6 -ext and follow the instructions to select the database to register %the e7act process )aries between different types of data source'. E' ;n 1tep *& 1a)e and proceed( chec6 that Qes= register the data(ase for e is selected. 5eselect Open the data(ase for editing you Must need to register it( not edit it through 2ase.
+7,
Fig%re +73( 1sing the Data&ase Wi<ard to connect to an e9isting data&ase
Creating a form for data entry

.hether you created a new database( or already had a data source( it must be registered with @pen@ffice.org %see abo)e'. @nce it is registered( lin6ing your form to the data source is simple. 9ollow these steps to create a new form and lin6 it to a registered data source. 1' Create a new document in .riter %File > -ew > Text Doc! ent'. 2' 5esign your form( without putting in the actual fields %you can always change it later'. *' 1how the 9orm Controls toolbar %%iew > Tool(ars > For /ontrols'. E' Clic6 the Design 6ode On9Off button to put the document into design mode( if necessary. .ith design mode off( most of the toolbar buttons are grayed out. ;f the 5esign /ode button is also grayed out( clic6 on the Select button to acti)ate it. 5' Clic6 the Text ,ox button . Clic6 in the document and( holding down the left mouse button( drag the mouse to create a te7t bo7 for the first form field %for e7ample( !ame( if you are lin6ing to the database created abo)e'.
Chapter "
+7-
H' Clic6 the Text ,ox button again and drag the mouse to draw another field. +dditional fields( of any type( can be added in the same way %clic6 and drag'. 1o far you ha)e followed the same steps you used before when you created your first form. !ow you lin6 your form with the data source you registered. 1' Clic6 the For button in the For /ontrols toolbar( or right:clic6 on any of the fields you inserted and select For ( to open the 9orm #roperties dialog bo7. 2' ;n the For Properties dialog bo7( clic6 on the Data tab.
1et Data So!rce to be the data source you registered. 1et /ontent T*pe to be Table. 1et /ontent to be the name of the table you want to access. Close the dialog bo7.
Fig%re +7+( Form properties@ connecting to a data so%rce *' 9or each form control in turn( launch the Properties dialog bo7.. Clic6 on the control to select it %so small green bo7es appear around it'. Then either right: clic6 and select /ontrol or clic6 on the /ontrol button on the For /ontrols toolbar. E' ;n the Properties dialog bo7( clic6 on the Data tab %9igure E25'. ;f you set up the form correctly( the Data Field option will contain a list of the different fields in the data source %for e7ample( !ame( +ddress and Telephone'. 1elect the field you want.
+7.
Fig%re +7 ( Form control properties@ Data ta& 5' <epeat for each control in turn until e)ery control that should be has been assigned to a field.
;f you created a database in @@o 2ase and your #rimary 4ey field had :!to %al!e set to $es( that field does not need to be part of the form. ;f :!to %al!e was set to ;o( you will ha)e to include it and ha)e your users enter a uniLue )alue into that field whene)er they ma6e a new entrySnot something that is recommended.
Tip
3ntering data into a form

@nce you ha)e created a form and tied it to a database( you want to use it to enter data into your data source( or modify data already there. 1' /a6e sure that the form is not in design mode. ;n the For /ontrols toolbar( clic6 on the Design 6ode On9Off button . ;f design mode is off( most of the buttons on the toolbar will be grayed out. 2' /a6e sure that the 9orm !a)igation toolbar is on %%iew > Tool(ars > For -avigation'. This toolbar normally appears at the bottom of the window.
Fig%re +7,( Form ;a'igation tool&ar *' ;f there is e7isting data in the data source( use the control buttons on the 9orm !a)igation toolbar to loo6 at different records. You can amend data in a record by editing the )alues in the form. To submit the changes( press the 8nter 6ey with the cursor in the last field. The record is sa)ed and the ne7t record is displayed. E' ;f there is no data in the form( you can start entering information by typing into the fields of the form. To submit the new record( press the 8nter 6ey with the cursor in the last field. 5' @ther functions can be performed from the 9orm !a)igation toolbar( including deleting a record and adding a new record.
Chapter "
+7/
0dvanced form customi7ation

&inking a macro to a form control
You can set any form control %for e7ample( te7t bo7 or button' to perform an action when triggered by some e)ent. To see the full list of e)ents( right:clic6 on the form control when the design mode is on( select /ontrol and clic6 on the Events tab.
Fig%re +7-( Control properties@ 8'ents ta& To assign a macro to an e)ent& 1' Create the macro. 1ee Chapter 1* % etting 1tarted with /acros' in the *etting !tarted guide. 2' 2e sure the form is in design mode. <ight:clic6 on the form control( select /ontrol and clic6 on the Events tab. *' Clic6 the (rowse button to bring up the :ssign action dialog bo7 %9igure E2F'. E' Clic6 the 6acro button and select the macro from the list in the /acro 1elector dialog bo7. You return to the +ssign action dialog bo7. <epeat as needed( then clic6 O< to close the dialog bo7.
+30
Fig%re +7.( >ssign action dialog &o9 /acros can also be assigned to e)ents relating to the form as a whole. To assign these( right:clic6 on a form control in the document( select For and clic6 on the Events tab.
ead!only documents
-a)ing created your form( you want whoe)er is using it to be able to access the information stored in the database( or complete the form( without changing the layout. To do this( ma6e the document read:only by selecting Tools > Options > OpenOffice.org > Sec!rit*> Open this doc! ent in read onl* ode .
Fine!tuning database access permissions

2y default( when a database is accessed from a form( any changes can be made to it& records can be added( deleted( and amended. You may not want that beha)ior. 9or e7ample( you may want users to be able only to add new records or to be prohibited from deleting e7isting records. ;n design mode( right:clic6 on a form control and select For from the pop:up menu. @n the Data tab of the 9orm #roperties dialog bo7 are a number of options& +llow additions( +llow deletions( +llow modifications and +dd data only. 1et each of these to $es or ;o to control the access users ha)e to the data source. ;ndi)idual fields can also be protected. This might be useful if you wanted a user to be able to modify some parts of a record but only )iew others( such as a stoc6 list where item descriptions are fi7ed and Luantities can be modified. To ma6e an indi)idual field read:only( in design mode( right:clic6 on the form control within the document and select /ontrol from the pop:up menu. 1elect the *eneral tab and set $ead;onl* to $es.
Chapter "
+3"
Fig%re +7/( Data Properties of a Form
Form control formatting options

You can customi3e the way form controls loo6 and beha)e in a number of ways. These are all accessed in design mode. <ight:clic6 on the form control( select /ontrol from the pop:up menu and select the .eneral tab in the Properties dialog bo7.
1et a label for the control in the 5a&el bo7 %not to be confused with the bo7 called 5a&el Field'. 1ome form controls( such as push buttons and option buttons( ha)e )isible labels that can be set. @thers( such as te7t bo7es( do not. 1et whether the form control will print out if the document is printed with the #rint option. "se the 9ont setting to set the font( typeface( and si3e for a fieldGs label or for te7t typed into a field. This setting does not effect the si3e of chec6 bo7es or option buttons. 9or a te7t bo7( you can set the ma7imum te7t length. This is )ery useful when adding records into a database. I)ery database te7t field has a ma7imum length and( if the data entered is too long( @@o displays an error message. 2y setting the ma7imum te7t length of the form control to be the same as that of the database field( this error can be a)oided. You can set the default option for a form control. 2y default( a control is blan6( or has e)ery option unselected. You can set the control to start with a particular option or list item selected. 9or controls where a password is being entered( setting the #assword character %for e7ample to Q' displays only that character( but sa)es what the user really types. You can add additional information and help te7t for a form control. @ther formatting controls such as bac6ground color( *:5 loo6( te7t formatting( scroll bars( and borders allow you to further define how the control appears.
+37
=Forms
K9orms are a new type of web form( de)eloped by the .orld .ide .eb Consortium %.*C'. @pen@ffice.org * supports the K9orms 1.0 open standard for creating web forms with K/$. ;n @pen@ffice.org( an K9orms document is a special type of .riter document. K9orms use the same controls as the ordinary forms described in this chapter. +fter you create and sa)e an K9orms document( you can open the document( fill out the form( and submit the changes to a ser)er. + detailed discussion of K9orms is beyond the scope of this chapter( as it is related more to databases than word processing. + good tutorial introduction is ,. 5a)id IisenbergGs 2Forms and OpenDoc%ment in OpenOffice.org( a)ailable from http&//opendocument.7ml.org/files/7formsRoooR0HR10R25.pdf and http&//boo6s.e)c: cit.info/7formsRoooR0HR0FR15.odt. +nother good resource is =alden $onghurstGs 1sing 2Forms and the OpenDoc%ment format in OpenOffice.org and !tarOffice ( http&//wi6i.ser)ices.openoffice.org/wi6i/5ocumentation/"singRK9orms
Chapter "
+33
Chapter Cu"to i4ing Writer
1)
+3+
'ntroduction
This chapter describes some common customi3ations that you may wish to do. You can customi3e menus( toolbars( and 6eyboard shortcuts in @pen@ffice.org( add new menus and toolbars( and assign macros to e)ents. -owe)er( you cannot customi3e conte7t %right:clic6' menus. @ther customi3ations are made easy by e7tensions that you can install from the @pen@ffice.org website or from other pro)iders.
Customi3ations to menus and toolbars can be sa)ed in a template. To do so( first sa)e them in a document and then sa)e the document as a template as described in Chapter 10 %.or6ing with Templates'.
Note
Customi7ing menu content

;n addition to changing the menu font %described in Chapter 2'( you can add and rearrange items on the menu bar( add items to menus( and ma6e other changes. To customi3e menus& 1' Choose Tools > /!sto i0e. 2' @n the /!sto i0e dialog bo7( go to the 6en!s page %9igure E*0'. *' ;n the 1a)e ;n drop:down list( choose whether to sa)e this changed menu for the application %.riter' or for a selected document. E' ;n the section OpenOffice.org 'riter > 6en!s( select from the 6en! drop: down list the menu that you want to customi3e. The list includes all the main menus as well as sub:menus( that is menus that are contained under another menu. 9or e7ample( in addition to File( 8dit( ?iew( and so on( there is File j !end and File j#emplates. The commands a)ailable for the selected menu are shown in the central part of the dialog bo7. 5' To customi3e the selected menu( clic6 on the 6en! or 6odif* buttons. You can also add commands to a menu by clic6ing on the :dd button. These actions are described in the following sections. "se the up and down arrows ne7t to the Intries list to mo)e the selected menu item to a different position. H' .hen you ha)e finished ma6ing all your changes( clic6 O< to sa)e them.
Chapter ", C%stomi<ing Writer
+3
Fig%re +30. #he 3en%s page of the C%stomi<e dialog &o9
Creating a new menu

;n the Customi3e dialog bo7( clic6 -ew to display the !ew /enu dialog bo7( shown in 9igure E*1. 1' Type a name for your new menu in the 6en! na e bo7. 2' "se the up and down arrow buttons to mo)e the new menu into the reLuired position on the menu bar. *' Clic6 O< to sa)e. The new menu now appears on the list of menus in the Customi3e dialog bo7. %;t will appear on the menu bar itself after you sa)e your customi3ations.' +fter creating a new menu( you need to add some commands to it( as described in N+dding a command to a menuO on page E*?.
+3,
Fig%re +3"( >dding a new men%
Modifying e#isting menus

To modify an e7isting menu( select it in the /enu list and clic6 the 6en! button to drop down a list of modifications& 6ove( $ena e( Delete. !ot all of these modifications can be applied to all the entries in the /enu list. 9or e7ample( $ena e and Delete are not a)ailable for the supplied menus. To mo)e a menu %such as File'( choose 6en! > 6ove. + dialog bo7 similar to the one shown in 9igure E*1 %but without the 6en! na e bo7' opens. "se the up and down arrow buttons to mo)e the menu into the reLuired position. To mo)e submenus %such as File j !end'( select the main menu %9ile' in the /enu list and then( in the /enu Content section of the dialog bo7( select the submenu %1end' in the Intries list and use the arrow 6eys to mo)e it up or down in the seLuence. 1ubmenus are easily identified in the Intries list by a small blac6 triangle on the right hand side of the name. ;n addition to renaming( you can specify a 6eyboard shortcut that allows you to select a menu command when you press >ltA an underlined letter in a menu command. 1' 1elect a menu or menu entry. 2' Clic6 the 6en! button and select $ena e. *' +dd a tilde %k' in front of the letter that you want to use as an accelerator. 9or e7ample( to select the 1a)e +ll command by pressing >lt+?( enter %aEFe All.
0dding a command to a menu

You can add commands to the supplied menus and to menus you ha)e created. @n the Customi3e dialog bo7( select the menu in the /enu list and clic6 the :dd button in the /enu Content section of the dialog bo7. @n the +dd Commands dialog bo7( select a category and then the command( and clic6 :dd. The dialog bo7 remains open( so you can select se)eral commands. .hen you ha)e finished adding commands( clic6 /lose. 2ac6 on the Customi3e dialog bo7( you
+3-
can use the up and down arrow buttons to arrange the commands in your preferred seLuence.
Fig%re +37( >dding a command to a men%
Modifying menu entries

;n addition to changing the seLuence of entries on a menu or submenu( you can add submenus( rename or delete the entries( and add group separators. To begin( select the menu or submenu in the /enu list near the top of the Customi3e page( then select the entry in the Intries list under /enu Content. Clic6 the 6odif* button and choose the reLuired action from the drop:down list of actions. /ost of the actions should be self:e7planatory. ,egin a gro!p adds a separator line after the highlighted entry.
Customi7ing toolbars
You can customi3e toolbars in se)eral ways( including choosing which icons are )isible and loc6ing the position of a doc6ed toolbar( as described in Chapter 1 %;ntroducing .riter'( and adding or deleting icons %commands' in the list of those a)ailable on a toolbar. You can also create new toolbars. This section describes how to create new toolbars and add or delete icons on e7isting ones. To get to the toolbar customi3ation dialog bo7( do any of the following&

+3.
@n the toolbar( clic6 the arrow at the end of the toolbar and choose /!sto Tool(ar. Choose %iew > Tool(ars > /!sto Choose Tools > /!sto i0e from the menu bar.
i0e
i0e from the menu bar and go to the Tool(ars page.

Fig%re +33. #he #ool&ars page of the C%stomi<e dialog &o9
Modifying e#isting toolbars

To modify an e7isting toolbar& 1' ;n the 1a)e ;n drop:down list( choose whether to sa)e this changed toolbar for the application %.riter' or for a selected document. 2' ;n the section OpenOffice.org 'riter > Tool(ars( select from the Tool(ar drop:down list the toolbar that you want to modify. *' Clic6 on the Tool(ar or 6odif* buttons( and add commands to a toolbar by clic6ing on the :dd button. You can also create a new toolbar by clic6ing on the -ew button. These actions are described in the following sections. E' .hen you ha)e finished ma6ing all your changes( clic6 O< to sa)e them.
0dding a command to a toolbar

;f the list of a)ailable buttons for a toolbar does not include all the commands you want on that toolbar( you can add commands. .hen you create a new toolbar( you need to add commands to it. 1' @n the Toolbars page of the Customi3e dialog bo7( select the toolbar in the Toolbar list and clic6 the :dd button in the Toolbar Content section of the dialog bo7. 2' The +dd Commands dialog bo7 %9igure E*2' is the same as for adding commands to menus. 1elect a category and then the command( and clic6 +dd. The dialog bo7 remains open( so you can select se)eral commands. .hen you ha)e finished adding commands( clic6 /lose. ;f you insert an item which does not ha)e an associated icon( the toolbar will display the full name of the item& the ne7t section describes how to choose an icon for a toolbar command.
Chapter ", C%stomi<ing Writer +3/
*' 2ac6 on the Customi3e dialog bo7( you can use the up and down arrow buttons to arrange the commands in your preferred seLuence. E' .hen you are done ma6ing changes( clic6 O< to sa)e.
Choosing icons for toolbar commands

Toolbar buttons usually ha)e icons( not words( on them( but not all of the commands ha)e associated icons. To choose an icon for a command( select the command in the Toolbar Content Commands list in the Customi3e dialog bo7( and clic6 6odif* > /hange icon. @n the Change ;con dialog bo7( you can scroll through the a)ailable icons( select one( and clic6 O< to assign it to the command.
Fig%re +3+( Change 4con dialog &o9 To use a custom icon( create it in a graphics program and import it into @@o by clic6ing the + port button on the Change ;con dialog bo7. Custom icons must be 1H 7 1H or 2H 7 2H pi7els in si3e and cannot contain more than 25H colors.
Example) 2dding a !ax icon to a toolbar

You can customi3e @pen@ffice.org so that a single clic6 on an icon automatically sends the current document as a fa7. 1' 2e sure the fa7 dri)er is installed. Consult the documentation for your fa7 modem for more information. 2' Choose Tools > Options > OpenOffice.org 'riter > Print. The dialog bo7 shown in 9igure E*5 opens. *' 1elect the fa7 dri)er from the Fax list and clic6 O<. E' Clic6 the arrow icon at the end of the 1tandard toolbar. ;n the drop:down menu( choose /!sto i0e Tool(ar. The Toolbars page of the Customi3e dialog bo7 appears %9igure E**'. Clic6 :dd.
++0
Fig%re +3 ( !etting %p OOo for sending fa9es 5' @n the +dd Commands dialog bo7 %9igure E*H'( select Doc%ments in the Category list( then select !end Defa%lt Fa9 in the Commands list. Clic6 :dd. !ow you can see the new icon in the Commands list. H' ;n the Commands list( clic6 the up or down arrow button to position the new icon where you want it. Clic6 O< and then clic6 /lose. Your toolbar now has a new icon to send the current document as a fa7.
Fig%re +3,( >dding a !end Fa9 command to a tool&ar
Creating a new toolbar

To create a new toolbar& 1' Choose Tools > /!sto i0e > Tool(ars from the menu bar. 2' Clic6 -ew. @n the !ame dialog bo7( type the new toolbarGs name and choose from the 1a)e ;n drop:down list where to sa)e this changed menu& for the application %.riter' or for a selected document.
++"
The new toolbar now appears on the list of toolbars in the Customi3e dialog bo7. +fter creating a new toolbar( you need to add some commands to it( as described abo)e.
0ssigning shortcut keys

;n addition to using the built:in 6eyboard shortcuts %listed in +ppendi7 +'( you can define your own. You can assign shortcuts to standard @@o functions or your own macros and sa)e them for use with the entire @pen@ffice.org suite.
2e careful when reassigning your operating systemGs or @@oGs predefined shortcut 6eys. /any 6ey assignments are uni)ersally understood shortcuts( such as F" for -elp( and are always e7pected to pro)ide certain results. +lthough you can easily reset the shortcut 6ey assignments to the @@o defaults( changing some common shortcut 6eys can cause confusion( frustration and possible data loss or corruption( especially if other users share your computer.
Caution
To adapt shortcut 6eys to your needs( use the Customi3e dialog bo7( as described below. 1' Choose Tools > /!sto i0e > <e*(oard. The Customi3e dialog bo7 opens. 2' To ha)e the shortcut 6ey assignment a)ailable in all components of @pen@ffice.org( select the OpenOffice.org button. *' !e7t select the reLuired function from the Categor6 and F%nction lists. E' !ow select the desired shortcut 6eys in the !hortc%t ke6s list at the top of the page and clic6 the 6odif* button on the right. The selection now appears in the Ke6s list on the lower right. 5' Clic6 O< to accept the change. !ow the chosen shortcut 6eys will e7ecute the function chosen in step * abo)e whene)er they are pressed.
+ll e7isting shortcut 6eys for the currently selected F%nction are listed in the Ke6s selection bo7. ;f the Ke6s list is empty( it indicates that the chosen 6ey combination is free for use. ;f it were not( and you wanted to reassign a shortcut 6ey combination that is already in use( you must first delete the e7isting 6ey. 1hortcut 6eys that are greyed:out in the listing on the Customi3e dialog bo7( such as F" and F"0@ are not a)ailable for reassignment.
Note
++7
3#ampleH 0ssigning styles to shortcut keys

You can configure shortcut 6eys to Luic6ly assign styles in your document. 1ome shortcuts are predefined( such as Ctrl+0 for the #e9t &od6 paragraph style ( Ctrl+" for the Geading " style and Ctrl+7 for Geading 7. You can modify these shortcuts and create your own. 1' Clic6 Tools > /!sto i0e > <e*(oard. The 4eyboard page of the Customi3e dialog bo7 %9igure E*?' opens. 2' To ha)e the shortcut 6ey assignment a)ailable only for .riter( select 'riter in the upper right corner of the pageP otherwise select OpenOffice.org to ma6e it a)ailable to e)ery component. *' Choose the shortcut 6eys you want to assign a style to. ;n this e7ample( we ha)e chosen Ctrl+/. E' ;n the F%nctions section at the bottom of the dialog bo7( scroll down in the Category list to !t6les. Clic6 the A sign to e7pand the list of styles. 5' Choose the category of style. %This e7ample uses a paragraph style( but you can also choose character styles and others.' The F%nction list will display the names of the a)ailable styles for the selected category. The e7ample shows some of @@oGs predefined styles.
Fig%re +3-. Defining ke6&oard shortc%ts for appl6ing st6les
++3
H' To assign Ctrl+/ to be the shortcut 6ey combination for the $ist 1 style( select 5ist " in the F%nction list( and then clic6 6odif*. Ctrl+/ now appears in the Ke6s list on the right( and 5ist " appears ne7t to Ctrl+/ in the 1hortcut 6eys bo7 at the top. ?' /a6e any other reLuired changes( and then clic6 O< to sa)e these settings and close the dialog bo7.
3#ampleH 0ssigning macros to shortcut keys

+ common use for assigning macros to shortcut 6eys is to enable Luic6 and easy insertion of special characters. This e7ample shows how to set up 6eyboard shortcuts for inserting en:dashes and em:dashes. 9irst( you need to record a macro for inserting each type of dash. Then( you need to assign those macro to shortcut 6ey combinations. 1' Choose Tools > 6acros > $ecord 6acro to start recording a macro. + small window is displayed so you 6now that @pen@ffice.org is recording. 2' Choose +nsert > Special /haracters to open the 1pecial Characters dialog bo7. 1croll down until you find the en:dash %"A201*' and em:dash %"A201E' characters. 1elect one of them and clic6 O<.
Fig%re +3.( Find and choose the en-dash. *' Clic6 the Stop $ecording button to stop recording( sa)e the macro( and display the @pen@ffice.org 2asic /acros dialog bo7 %see 9igure E*C'. Type a descripti)e name for the new macro in the 6acro na e bo7 on the upper left.
+++
Fig%re +3/( ;aming the new macro and storing it E' 2e sure to open the library container named 36 3acros. 9ind the library named !tandard under /y /acros. 1elect /odule1 and clic6 1a)e. 5' <epeat steps 1E to create other macros( for e7ample to insert an em:dash. H' Choose Tools > /!sto i0e U Ke6&oard tab %9igure EE0'. ;n the 1hortcut 6eys list( pic6 an unused combination %for e7ample( Ctrl+!hift+; for an en:dash'. ;n the Category list( scroll down to @pen@ffice.org /acros( clic6 the A sign %or small triangle( depending on your operating system'( then clic6 the A %or triangle' ne7t to the 1tandard library and choose /odule1. ;n the 9unction list( choose Endash and clic6 the 6odif* button on the upper right. The selected 6ey combination now appears in the 4eys list on the lower right( and Indash appears ne7t to Ctrl+!hift+; in the 1hortcut 6eys list. ?' <epeat for the em:dash macro( then clic6 O<.
Tip
9or inserting en: and em:dashes( and other special characters( you may find e7tensions such as Compose 1pecial Characters useful. 1ee N+dding functionality with e7tensionsO on page EE?.
++
Fig%re ++0( Defining ke6&oard shortc%ts for r%nning macros
%aving changes to a file

Changes to the shortcut 6ey assignments can be sa)ed in a 6eyboard configuration file for use at a later time( thus permitting you to create and apply different configurations as the need arises. To sa)e 6eyboard shortcuts to a file& 1' +fter ma6ing your 6eyboard shortcut assignments( clic6 the Save button on the right:hand side of the Customi3e dialog bo7 %9igure EE0'. 2' ;n the 1a)e 4eyboard Configuration dialog bo7( select >ll files from the Save as T*pe list. *' !e7t enter a name for the 6eyboard configuration file in the File na e bo7( or select an e7isting file from the list. ;f you need to( browse to find a file from another location. E' Clic6 Save. + confirmation dialog bo7 appears if you are about to o)erwrite an e7isting file( otherwise there will be no feedbac6 and the file will be sa)ed.
&oading a saved keyboard configuration

To load a sa)ed 6eyboard configuration file and replace your e7isting configuration( clic6 the )oad button near the bottom right of the Customi3e dialog bo7( and then select the configuration file from the $oad 4eyboard Configuration dialog bo7.
++, OpenOffice.org 3.3 Writer *%ide
esetting the shortcut keys

To reset all of the 6eyboard shortcuts to their default )alues( clic6 the $eset button near the bottom right of the Customi3e dialog bo7. "se this feature with care as no confirmation dialog bo7 will be displayedP the defaults will be set without any further notice or user input.
0ssigning macros to events

;n @@o( when something happens( we say that an e)ent occurred. 9or e7ample( a document was opened( a 6ey was pressed( or the mouse mo)ed. You can associate a macro with an e)ent( so the macro is run when the e)ent occurs. 9or e7ample( a common use is to assign the Nopen documentO e)ent to run a macro that performs certain setup tas6s for the document. To associate a macro with an e)ent( use the I)ents page of the Customi3e dialog bo7. 9or more information( see Chapter 1* % etting started with macros' in the *etting !tarted guide.
0dding functionality with e#tensions

+n e7tension is a pac6age that can be installed into @pen@ffice.org to add new functionality. +lthough indi)idual e7tensions can be found in different places( the official @pen@ffice.org e7tension repository is at http&//e7tensions.ser)ices.openoffice.org/. 1ome e7tensions are free of chargeP others are a)ailable for a fee. Chec6 the descriptions to see what licenses and fees apply to the ones that interest you.
'nstalling e#tensions
To install an e7tension( follow these steps& 1' 5ownload an e7tension and sa)e it anywhere on your computer. 2' ;n @@o( select Tools > Extension 6anager from the menu bar. ;n the I7tension /anager dialog bo7 %9igure E*E'( clic6 :dd. *' + file browser window opens. 9ind and select the e7tension you want to install and clic6 Open. The e7tension begins installing. You may be as6ed to accept a license agreement. E' .hen the installation is complete( the e7tension is listed in the I7tension /anager dialog bo7.
Tip
To get e7tensions that are listed in the repository( you can open the I7tension /anager and clic6 the .et ore extensions here lin6. You do not need to download them separately as in step 1 abo)e. To install a shared e7tension( you need to ha)e write access to the @pen@ffice.org installation directory.
Note
++-
Fig%re ++"( 1sing the 89tension 3anager
(sing e#tensions
This section describes a few of the more important and popular e7tensions to .riter. +ll are a)ailable from the @@o e7tensions repository. ;n each case( you need to first install the e7tension as described in the pre)ious section.
'emplate #hanger
+dds two new items to the File > Te plates menu that allow you to assign a new template to the current document or to a folder of documents. +ll styles and formatting will be loaded from that template and the document will beha)e as it was created using that template. @pen source.
#ompose Special #haracters

#ro)ides a facility for inserting accented and special characters using 6ey combinations. +dds an entry %/o pose /haracter' to the +nsert menu( which opens a dialog bo7 where you can )iew the list of 6ey combinations and choose the 6eystro6e you want to use to run the macro. @nce setup is done( simply press the appropriate 6ey combination( followed by the 6eystro6e to run the macro. @pen source.
-rofessional 'emplate -ac" ++

#ro)ides more than 120 templates for .riter( Calc( and ;mpress. +)ailable in se)eral languages. +fter you ha)e installed this e7tension( you will find the templates under File > -ew > Te plates and Doc! ents. 9rom @racle. 9reeware.
++.
-D! +mport
This e7tension enables you to ma6e minor modifications to the te7t of e7isting #59 files when the original source files do not e7ist or you are unable to open the source files. %.hene)er possible( modify the source and regenerate the #59 to obtain the best results.' .hen the e7tension is installed( #59 is listed as a choice in the 9ile Type drop:down list in the File > Open dialog bo7. 2est results can be achie)ed with the PDF)ODF h6&rid file format( which this e7tension also enables. + hybrid #59/@59 file is a #59 file that contains an embedded @59 source file. -ybrid #59/@59 files will be opened in @pen@ffice.org as an @59 file without any layout changes. !on:hybrid #59 documents open in 5raw. /any #59s can be edited and resa)ed with no problems. -owe)er( depending on the comple7ity of the layout( the fonts used( the graphics included( and other factors( changes may be difficult to ma6e( font substitution may occur( and the sa)ed result may not preser)e the original layout. 9rom @racle. @pen source.
Writer9s 'ools
+ set of utilities designed to help @pen@ffice.org users perform a wide range of tas6s. "sing .riterGs Tools( you can bac6 up documents( loo6 up and translate words and phrases( manage te7t snippets( and 6eep tabs on document statistics. @pen source.
++/
5ppendix 6e*+oard Shortcut"

1sing Writer Witho%t a 3o%se
+ 0
'ntroduction
You can use @pen@ffice.org %@@o' without reLuiring a pointing de)ice( such as a mouse or trac6ball( by using its built:in 6eyboard shortcuts. @@o has a general set of 6eyboard shortcuts( a)ailable in all components( and a component:specific set directly related to the wor6 of that component. This appendi7 lists the the default set for .riter. 9or general shortcuts( see +ppendi7 + of the *etting !tarted guide. 9or help with @@oGs 6eyboard shortcuts( or using @@o with a 6eyboard only( search the @@o -elp using the NshortcutO or NaccessibilityO 6eywords. ;n addition to using the built:in 6eyboard shortcuts listed in this +ppendi7( you can define your own. 1ee Chapter 1H %Customi3ing .riter' for instructions.
1ome of the shortcuts listed here may not wor6 if your operating system uses the same shortcuts for other tas6s.
Note
To get around this problem( assign different 6eys to these shortcuts by reconfiguring either @@o %see Chapter 1H' or your operating system %see system documentation'.
Tip for Macintosh users

1ome 6eystro6es are different on a /ac from those used in .indows and $inu7. The following table gi)es some common substitutions for the instructions in this boo6. 9or a more detailed list( see the application -elp. Windows/Linux
Right-click Ctrl (Control) F F""
Mac equivalent
ControlAclic6 z (Command) 1hiftAzA95 zA#
Effect
@pen conte7t menu "sed with other 6eys @pen the !a)igator @pen 1tyles B 9ormatting window
-pening menus and menu items

Shortcut :eys
+ltATDU
*esult
@pens a menu where TDU is the underlined character of the menu you want to open. 9or e7ample( >lt+# opens the menu Tools. @pens a menu item where TDU is the underlined character of the menu you want to open and TQU is the item within that menu. 9or e7ample( >lt+#+* opens the allery menu item in the menu Tools.
+ltATDUATQU
http())oooa%thors.org)english)%serg%ide3)p%&lished)
$o% can download an edita&le 'ersion of this doc%ment from
Shortcut :eys
Isc
*esult
Closes an open menu.
Controlling dialogs
.hen you open any dialog( one element %such as a button( an option field( an entry in a list bo7( or a chec6bo7' is highlighted or indicated by a dotted bo7 around the field or button name. This element is said to ha)e the focus on it. Shortcut :eys
Inter
*esult
+cti)ates selected button. ;n most cases where no button is selected( 8nter is eLui)alent to clic6ing O<. Closes dialog without sa)ing any changes made while it was open. ;n most cases( 8sc is eLui)alent to clic6ing Cancel. .hen an open drop:down list is selected( 8sc closes the list. Chec6s an empty chec6bo7. Clears a chec6ed chec6bo7. /o)es focus up and down a list. ;ncreases or decreases )alue of a )ariable. /o)es focus )ertically within a section of dialog. /o)es focus hori3ontally within a section of a dialog. +d)ances focus to the ne7t section or element of a dialog. <eturns focus to the pre)ious section or element in a dialog. 1hows items in a drop:down list.
Isc
1pacebar "p( down arrow 6eys <ight( left arrow 6eys Tab 1hiftATab +ltA5own +rrow
%topping macros
Shortcut :eys
!hift+Ctrl+C
*esult
1tops a running macro.
+ 7
Function keys for Writer

Shortcut "eys
F7 Ctrl+F7 F3 Ctrl+F3 F+ !hift+F+ F Ctrl+!hift+F FCtrl+FF. Ctrl+F. !hift+F. Ctrl+!hift+F. F/ Ctrl+F/ !hift+F/ Ctrl+!hift+F/ Ctrl+F"0 F"" !hift+F"" Ctrl+!hift+F"" F"7 Ctrl+F"7 !hift+F"7 Ctrl+!hift+F"7
Effect
@pens or closes the 9ormula 2ar. @pens the 9ields dialog bo7. ;nserts the +utoTe7t entry corresponding to the typed shortcut. @pens the +utoTe7t dialog bo7( where you can edit an +utoTe7t entry or create a new entry from the selected te7t. @pens or closes the =iew 5ata 1ources window. 1elects the ne7t frame. @pens or closes the !a)igator. @pens the !a)igator with cursor in page number field. 1tarts the spelling and grammar chec6er. @pens the Thesaurus. Turns I7tension 1election mode on or off. Turns field shadings on or off. Turns /ultiple 1election mode on or off. Turns 2loc6 1election mode on or off. "pdates fields. 1hows or hides field names. Calculates Table. @pens a dialog bo7 for editing input fields and lists. 5isplays or hides nonprinting characters. @pens or closes the1tyles and 9ormatting window. Creates a new style from a selection. "pdates a style. Turns paragraph numbering on or off. ;nserst or edits a table. Turns bullets on or off. Turns numbering/bullets off.
+ 3
%hortcut keys for Writer

Shortcut :eys
Ctrl+>
Effect
1elects all content in a document( unless the cursor is in a table %see N1hortcut 6eys for tables in .riterO on page E5H'. 5ouble underlines selected te7t or te7t typed afterwards. #ress again to turn off. Centers the paragraph. @pens the 9ind and <eplace dialog bo7. ,ustifies the paragraph. +ligns the paragraph to the left. +lign the paragraph to the right. +pplies default formatting to the selection. 1ubscripts selected te7t or te7t typed afterwards. #ress again to turn off. 1uperscripts selected te7t or te7t typed afterwards. #ress again to turn off. <edoes last action. +pplies 1.5 line spacing to paragraph. Calculates the selected te7t and copies the result to the clipboard. ;nserts a conditional hyphen. ;nserts a non:brea6ing hyphen %not used for hyphenation'. <emo)es direct character formats from selected te7t. ;nserts a no:width optional line brea6. <uns macro field. ;nserts a non:brea6ing space %not used for hyphenation and not e7panded if te7t is Mustified'. ;nserts a line brea6 without paragraph change. ;nserts a page brea6. ;nserts a column brea6 in multi:column te7ts. ;nserts a new paragraph without numbering.
Ctrl+D Ctrl+8 Ctrl+F Ctrl+B Ctrl+5 Ctrl+R Ctrl+3 Ctrl+!hift+: Ctrl+!hift+P Ctrl+$ Ctrl+ Ctrl+Pl%s Ke6(+) Ctrl+G6phen(-) Ctrl+!hift+min%s sign (-) Ctrl+!hift+2 Ctrl+) (slash) Ctrl+m%ltiplication sign S %only on number pad' Ctrl+!hift+!pace !hift+8nter Ctrl+8nter Ctrl+!hift+8nter >lt+8nter
+ +
Shortcut :eys
>lt+8nter >rrow 5eft !hift+>rrow 5eft Ctrl+>rrow 5eft Ctrl+!hift+>rrow 5eft >rrow Right !hift+>rrow Right Ctrl+>rrow Right Ctrl+!hift+>rrow Right >rrow 1p !hift+>rrow 1p >rrow Down !hift+>rrow Down Gome !hift+Gome 8nd !hift+8nd Ctrl+Gome Ctrl+!hift+Gome Ctrl+8nd Ctrl+!hift+8nd Ctrl+Page1p Ctrl+PageDown 4nsert Page1p !hift+Page1p PageDown !hift+PageDown Ctrl+Del
Effect
;nserts a new paragraph directly before or after a section or a table. /o)es cursor to left. /o)es cursor with selection to the left. oes to beginning of word. 1elects to the left word by word. /o)es cursor to right. /o)es cursor with selection to the right. oes to end of word. 1elects to the right word by word. /o)es up one line. 1elects lines in an upwards direction. /o)es cursor down one line. 1elects lines in a downward direction. oes to beginning of line. oes and selects to the beginning of a line. oes to end of line. oes and selects to end of line. oes to start of document. oes and selects te7t to start of document. oes to end of document. oes and selects te7t to end of document. 1witches cursor between te7t and header. 1witches cursor between te7t and footer. Turns ;nsert mode on or off. /o)es up one screen page. /o)es up one screen page with selection. /o)es down one screen page. /o)es down one screen page with selection. 5eletes te7t to end of word.
Shortcut :eys
Ctrl+:ackspace Ctrl+!hift+Del Ctrl+!hift+:ackspace Ctrl+#a& Ctrl+!hift+#a& >lt+W Ctrl+do%&le-click or Ctrl+!hift+F"0
Effect
5eletes te7t to beginning of word. 5eletes te7t to end of sentence. 5eletes te7t to beginning of sentence. "ses ne7t suggestion with automatic word completion. "se pre)ious suggestion with automatic word completion. ;n the spelling chec6er dialog bo7& Calls bac6 the original un6nown word into the te7t bo7. 5oc6s or un:doc6s the !a)igator( 1tyles and 9ormatting window( or other windows.
%hortcut keys for tables in Writer

Shortcut :eys
Ctrl+>
Effect
;f the acti)e cell is empty( Ctrl+> selects the whole tableP otherwise( it selects the contents of the acti)e cell. #ress Ctrl+> a second time to select the entire table. ;f the acti)e cell is empty( Ctrl+Gome mo)es the cursor to the beginning of the table. #ress Ctrl+Gome again to mo)e the cursor to the beginning of document. ;f the acti)e cell is not empty( Ctrl+Gome mo)es the cursor to the beginning of the acti)e cell. + second press of Ctrl+Gome mo)es the cursor to the beginning of the current table. + third press mo)es the cursor to the beginning of the document.
Ctrl+Gome
Ctrl+8nd
;f the acti)e cell is empty( Ctrl+8nd mo)es the cursor to the end of the table. #ress Ctrl+8nd again to mo)e the cursor to the end of document. ;f the acti)e cell is not empty( Ctrl+8nd mo)es the cursor to the end of the acti)e cell. + second press of Ctrl+8nd mo)es the cursor to the end of the current table. + third press mo)es the cursor to the end of the document.
Ctrl+#a& Ctrl+!hift+>rrow 1p Ctrl+!hift+>rrow Down >lt+>rrow Ke6s
;nserts a tab stop %only in tables'. 5epending on the .indow /anager in use( >lt+#a& may be used instead. ,umps to start of table. ,umps to end of table. ;ncreases or decreases the si3e of the column or row on the right or bottom cell edge.
+ ,
Shortcut :eys
>lt+!hift+>rrow Ke6s Ctrl+>lt+!hift+>rrow Ke6s >lt+4nsert
Effect
;ncreases or decreases the si3e of the column or row on the left or top cell edge. $i6e >lt( but modifies only the acti)e cell. #ro)ides * seconds in ;nsert mode( during which time pressing an arrow 6ey inserts a row or column( or Ctrl+>rrow Ke6 inserts a cell. #ro)ides * seconds in 5elete mode( during which time pressing an arrow 6ey deletes a row or column( or Ctrl+>rrow Ke6 merges the acti)e cell with the neighboring cell. <emo)es cell protection from all selected tables. ;f no table is selected( then cell protection is remo)ed from all of the tables in the document. ;f nothing is selected( the contents of the ne7t cell are deleted. ;f cells are selected( the whole row%s' of the selection are deleted. ;f all rows are selected completely or partially( the entire table is deleted.
>lt+Del
Ctrl+!hift+#
Ctrl+!hift+Del
%hortcut keys for paragraphs and heading levels

Shortcut :eys
Ctrl+0 (<ero) Ctrl+" Ctrl+7 Ctrl+3 Ctrl++ Ctrl+ Ctrl+>lt+1p >rrow or Ctrl+1p >rrow Ctrl+>lt+Down >rrow or Ctrl+Down >rrow #a&
Effect
+pplies Te7t 2ody paragraph style. +pplies -eading 1 paragraph style. +pplies -eading 2 paragraph style. +pplies -eading * paragraph style. +pplies -eading E paragraph style. +pplies -eading 5 paragraph style. /o)es the acti)e paragraph or selected paragraphs up one paragraph. /o)es the acti)e paragraph or selected paragraphs down one paragraph. .hen the cursor is at the beginning of the heading te7t( mo)es a heading in format Geading 2 %K Z 1C' down one le)el in the outline. 5oes not affect the applied paragraph style.
+ -
Shortcut :eys
!hift+#a&
Effect
.hen the cursor is at the beginning of the heading te7t( mo)es a heading in format Geading 2 %K Z 210' up one le)el in the outline. 5oes not affect the applied paragraph style. +t the start of a heading& ;nserts a tab stop. 5epending on the .indow /anager in use( >lt+#a& may be used instead.
Ctrl+#a&
%hortcut keys for moving and resi7ing frames< graphics and ob*ects
Shortcut :eys
8sc
Effect
Cursor is inside a te7t frame and no te7t is selected& 8sc selects the te7t frame. Te7t frame is selected& 8sc clears the cursor from the te7t frame.
F7 or 8nter or any 6ey that produces a character on screen >lt+>rrow Ke6s >lt+Ctrl+>rrow Ke6s >lt+Ctrl+!hift+ >rrow Ke6s Ctrl+#a&
;f a te7t frame is selected& positions the cursor to the end of the te7t in the te7t frame. ;f you press any 6ey that produces a character on screen( and the document is in edit mode( the character is appended to the te7t. /o)es the selected obMect. <esi3es an obMect by mo)ing the lower right corner. <esi3es an obMect by mo)ing the top left corner. 1elects the anchor of an obMect %in Idit #oints mode'.
+ .
'nde#
:
accepting or reMecting changes C? accessibility features E50 address boo6 *0* address data source *0* align cells in table 2FC +ligning graphics 25* alphabetic inde7 adding inde7 entries *E1 creating *E1 anchoring frames 11? antialiasing screen font *H appearance options E2 arranging graphics 252 +sian languages 5F +ssign action dialog %form' E*0 +utoCaption 5H( 25C +utoCorrect H0( ?E( F? +utofit 2?1 autoformat table 2FC automatic caption 5H( 2FE automatic sa)ing 20 +utoTe7t FC +utoTe7t dialog bo7 *FF +utoTe7t for entering fields *FF change case 101 change trac6ing options 5E character formatting ?* character styles undoing 1?C citations *5H clipboard *? closing a document 2* closing .riter 2* color options *F columns changing the number 112 defining 110 distributing te7t e)enly 11* formatting 111 newspaper:style 11* separator lines 112 comments C* comparing documents C2( C5 compatibility options 5E comple7 te7t layout languages 5F conditional content *C?( *CF conditional te7t *C?( E00 con)ert colors to grayscale 52 counting words 100 create document from template 2C1 cross:reference 1E* cross:references between documents *?E in headers or footers *CE inserting references *C1 o)er)iew C?( *C0 preparing headings as targets *?E setting references *?5( *C* customi3ing 6eyboard shortcuts EE1 menus E*E toolbars E*? cutting and copying te7t HE
,
2ase main window E2E bibliographic database adding entries *55 columns *5* creating *52 fields *5E filter *52 bibliography creating *51 creating database *52 editing *H1 formating *5? master document *?1 paragraph style *5C references *5H boo6 pre)iew 155 boo6let printing 15* boo6mar6s C?( *C* boo6mar6s. *C1 brochure printing 15* bulleted list ?5 2ullets and !umbering toolbar ?5
D
dashes HC data source accessing e7isting E25 accessing using a form E2* definition *02 registering *0* database access permissions E*0 creating E2* Table 5esign window E2E 5atabase .i3ard E2*( E2H default file format EE default template 2C?
+ /
/
Caption dialog bo7 2H0 captions 25C
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dictionaries 5F dictionary F0 different first page 105 digital rights management %5</' 1H5 digital signature 1HC direct cursor 50 5oc;nformation field *CC doc6ing/floating windows 1* document closing 2* create from template 2C1 sa)ing 20 sa)ing as a /icrosoft .ord 20 document status *E document )iews 1? double:sided printing 52 drag and drop 2*F 5rawing @bMect #roperties toolbar 2EC drawing obMects grouping 250 properties 2EC 5rawing toolbar 2EC drawing tools 2EF duple7 printer 52
E
e:mail options 5? e:mailing /ail /erge .i3ard 1H? se)eral recipients 1H? .riter document as attachment 1HH edit document properties before sa)ing EE Idit 9ields dialog bo7 E0E en and em dashes HC endnotes ?F( 12? en)elope formatting address bloc6s 15? /ail /erge dialog bo7 *1F mail merge from database 15H printing 15H en)elope printing 15H I#1 images in #59 1H1 e7port directly as #59 1H0 e7porting to #59 1H0 e7tended tips 2F I7tension /anager 2CH e7tensions EEH
F
fa7 icon( adding to toolbar E*C fa7 sending 1H0 9a7 .i3ard 2C* 959 1H2 features 10 field names( show/hide *C? field shadings on/off *C? fields
automatic updating E0E +utoTe7t entry *C0 +utoTe7t for entering *FF boo6mar6 C?( *C* boo6mar6s. *C1 con)erting into te7t *C? cross:reference C?( *C0 5oc;nformation *CC document properties *FH document title *CE entering *FE fi7ed content *FF( *C? gray bac6ground on screen *FE hidden te7t E01 in headers and footers *CE 6eyboard shortcuts *C? number range )ariable *FC page count *C5 page number *FE( *CE placeholder E0E updating *C? user:defined )ariable *C0( *CC 9ields dialog bo7 Cross:references tab *C1( *CE 5oc;nformation tab *F? 5ocument page *F? 5ocument tab *C5 9unctions tab& conditional te7t E01 9unctions tab& hidden te7t E02 9unctions tab& placeholder field E05 open using 6eyboard *C? <eferences tab *?H file locations *F file sharing options E1 9ill 9ormat mode 1?E finding and replacing te7t H5 floating toolbars 12( 1* font family 51 font history *H font options E0 font pre)iew *H font replacements E0 font si3e( relati)e 20C fonts( default 51 footnote formatting ?C footnote or endnote mar6er ?C footnotes ?F( 12H form accessing data sources E2* adding form controls E1F configuring controls E12 configuring form controls E21 control formatting options E*1 creating E11 customi3ation( ad)anced E2C data entry form creation E2H database access permissions E*0 design mode E12
+,0
entering data E2F e7ample of creating a form E1F form controls reference E1* form properties E2? 9orm #roperties dialog E2? inserting form controls E12 lin6ing macro to a control E2C read:only E*0 toolbars E11 when to use E10 K9orms E*2 E12 9orm Controls toolbar E11 9orm 5esign toolbar E11( E1H form letter creating with wi3ard *1F 9orm #roperties dialog E2? 9ormatting +ids options 50 formatting( finding and replacing H? frame anchoring 11? border 11H creating 115 lin6ing 11? mo)ing( resi3ing( and changing attributes 115 9rame dialog bo7 11H( 11F
-T/$ compatibility EH -T/$ documents 52 hyperlin6s editing 100 inserting C? hyphenation F5 manual F?
+
icon si3e and style *5 icons in menus *H image map 2H2 images adding from file 73. lin6ing 2*C resi3ing 2EH scanned 2E1 wrapping te7t around 25* indent distance EC indents ?2 inde7 capitali3ing entries *E5 creating *E1 customi3ing *EE 6ey *E*( *E5 sorting entries *E5 inde7 entries *E1 customi3ing *E*( *EH editing *EC ;nde7 $in6 character style **? ;nsert 2oo6mar6 dialog bo7 *?5( *C* ;nsert ;nde7 Intry dialog *E* ;nsert ;nde7/Table dialog bo7 *** ;nsert #icture dialog 2*C ;nsert 1ection dialog bo7 122( E0* ;nternet $in6 character style **?
.
allery -ide/1how button 2E2 opening 2E1 general options ** general options for .riter EF grammar chec6er F0 graphics adding captions 25C adding from file 2*F alignment 251 +rrangement 251 lin6ing 2*C modifying 2E2 positioning 251 resi3ing 2EH wrapping te7t around 25* grid inter)als 51
<
6eyboard shortcuts assigning EE1( E50 customi3ing EE1 loading from a file EE5 resetting to default )alues EEH sa)ing to a file EE5 select nonconsecuti)e items H* 6eyboard shortcuts for fields *C?
1
headers and footers 1*0( *CE -elp 2F( ** -elp +gent 2F( ** hidden paragraphs *CF hidden section 12E hidden sections *CF hidden te7t *CF( E01 -ide/1how button 2E2 high contrast *E
)
label printing 15F labels printing 15F landscape page in portrait document 10F landscape pages 10?( 1EE language settings 5F $anguage Tool e7tension F1 line numbering C1 lines ?5
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+,"
lin6ing frames 11? load/sa)e options E* loading styles 1?5 locale settings 5F logical e7pressions *CF
6
macro lin6ing to a form control E2C macros assigning to e)ents EEH mail merge +dMust $ayout dialog *25 Create 1alutation dialog *2E edit sa)ed file *1* en)elopes *1F /ail /erge dialog *0F /ail /erge dialog bo7 *1F /atch 9ields dialog *2* !ew +ddress 2loc6 dialog bo7 *22 o)er)iew *02 personali3e documents *2? sa)e( print or send *2? 1elect +ddress 2loc6 dialog bo7 *21 1elect +ddress $ist dialog bo7 *20 /ail /erge dialog bo7 *0F( *1F mail merge e:mail options 5? /ail /erge .i3ard e:mailing .riter document 1H? mailing labels *10 marginal notes 11C margins( changing 10C master document anchoring pictures to page *F1 bibliography *?1 brea6ing lin6s *F0 changing styles *?* combining se)eral documents *H5 creating *HE creating one file *?C cross:referencing between subdocuments *?E editing *?* editing subdocuments *?E e7porting to .odt file *?C inde7 *?1 !a)igator *?F no e7isting documents *HH planning *HH splitting one document *HE styles *H*( *HH subdocument creation *HF subdocument inclusion *HC table of contents *?1 template *H? title page *HF /atch 9ields dialog *2* measurement unit ?*
+,7
memory options *E menus 10 adding commands E*H creating E*5 customi3ing E*E modifying E*H modifying entries E*? merge cells in table 2FF merging and splitting cells in table 2?* merging documents C5 /icrosoft @ffice file con)ersion EH /icrosoft .ord 21( 5E middle mouse button function *H /ore %9orm' Controls toolbar E11( E15 mouse positioning *H
name and initials of user *2 !a)igator in master document *?F in normal document 2E nested tables 2HF !ew +ddress 2loc6 dialog bo7 *22 newsletter layout 10E !e7t 1tyle 10H non:brea6ing hyphen HC non:brea6ing spaces HC !umber 9ormat dialog bo7 121 number range )ariable *FC number recognition 5*( 121( 2?C numbered lists ?5 numbering pages 1*5 numbering pages by chapter 1*? numbering seLuence( defining *FF
O
@59 plugin %1un' 20 @ffice +ssistant ** @pen/1a)e dialogs *E organi3ing templates 2CC orientation of page 10? o)erwrite mode 100 @KT e7tension 2CH
P
page brea6( manual 105 page count in header or footer *C5 page count( problem 1E2 page layout choosing best method 10* different first page 105 headers and footers 1*0 landscape page 10? landscape page in portrait document 10F margins( changing 10C newsletter 10E orientation 10?
portrait headers on landscape pages 1*2 sna6ing columns 10E using columns 110 using frames 11E using sections 122 using styles 105 using tables 11C page number automatic 1*5 numbering by chapter 1*? odd and e)en 1E1 restarting 1E0 restarting( problems 1E2 page numbers *FE page styles 105 paragraph formatting ?0 spacing at tops of pages 55 paragraph ends 50 paragraph mar6ers 11E paragraph styles conditional 215 finding and replacing H? ne7t style 1FF outline le)els 1C* password protection 22 password:protect #59 1H5 pasting te7t HE path options *F #59 blan6 page e7port 1H2 digital rights management %5</' 1H5 embed standard fonts 1H2 encrypt 1H5 I#1 images 1H1 e7port documents to 1H0 image compression and resolution 1H0 initial )iew selection 1H2 pages to e7port 1H0 password:protect 1H5 security settings 1H5 tagged 1H2 user interface settings 1H2 #59 import EEF #59 @ptions dialog 1H0 personal data( remo)ing 1?0 pictures adding 2H* adding from file 73. lin6ing 2*C resi3ing 2EH transparency 2EE wrapping te7t around 25* placeholder field E0E pre)iew of fonts *H print file directly 1EC print options *?( 52 printer metrics 5E
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printer settings EE printer warnings *? printing blac6 and white on color printer 15E boo6let 15* brochure 15* choosing what to print 1EC en)elopes 15H grayscale on color printer 15E labels 15F multiple pages per sheet 150 page orientation 150 pre)iewing 155 selecting what to print 152 15E #rofessional Template #ac6 e7tension EE? #roperties dialog E12 #roperties dialog bo7 *F5 protecting a document C2
8
Juic6starter enabling *E .indows 1?
$
read:only forms E*0 recording changes C2( C* redlines C2 redo *0 regular e7pressions H5( H? reMecting changes CE relati)e font si3e 20C remo)ing personal data 1?0 replacement table %font' E0 re)erse order printing 5* re)ision mar6s C2 rulers 1E( ?2 rulers( changing margins 110
S
1a)e 20 scaling factor *5 scanner 2E1 screen font antialiasing *H searching in ,apanese 5F section boundaries E2 conditional E02 creating 122 deleting 12F editing the format 12F hidden E02 hiding 12E lin6ing 12* lin6s( updating 12C naming 12*
+,3
password:protecting 12E sa)ing 12? uses of 122 write:protecting 12E security 22 security options E1 1elect +ddress 2loc6 dialog bo7 *21 1elect +ddress $ist dialog *21 1elect +ddress $ist dialog bo7 *20 selecting te7t H* selection clipboard *? send document as e:mail 1HH shared e7tension EEH shortcut 6eys E50 sideheads 11C si3e optimi3ation E5 sna6ing columns 10E snap to grid 51 sorting data in a table 2FC spacing at tops of pages 55 spacing between paragraphs and tables 55 special characters HF spelling F0 spelling options 5C split cells in table 2FF spreadsheet functions in table 2F0 1tyle dialog bo7 1FE styles assigning to shortcut 6eys EE2 creating by drag and drop 1?H creating from selection 1?E loading from template or document 1?5 ne7t style 1FF relati)e font si3e 20C tab stops 212 updating from selection 1?5 1tyles and 9ormatting window 1?* subdocuments *HE( *H?( *HF sum cells in table 2FC superordinate obMect settings 2?F system font for user interface *H
T
tab stops EC( ?2( 212 table allow to brea6 across pages 2?? autoformat 2FC automatic caption 2FE bac6ground colors and graphics 2?5 borders 2?* boundaries E2( 2?? caption 2F2 heading 2H? lin6ing graphic file 2?H merging and splitting 2?* nested table 2HF number recognition 2?C page layout using 11C
+,+
page or column brea6 2?? properties 2HH resi3ing rows and columns 2?1 rows 2?2 sort cells 2FC spacing at tops of pages 55 spreadsheet functions 2F0 sum cells 2FC te7t flow 2?? Table 5esign window E2E Table 9ormat dialog bo7 121 Table 9ormat dialog bo7 Te7t 9low tab 10F Table menu and toolbar 2F? table of contents adding elements **H bac6ground **F changing number of le)els included *** character styles **H columns **F( *EF creating **1 creating from additional styles **E creating from an outline **E creating from inde7 mar6s **E customi3ing **2 deleting *E1 editing *E0 formating entries **5 graphic in bac6ground 1EH hyperlin6ing entries **H including chapter numbers **5 ;nde7 $in6 character style **? ;nternet $in6 character style **? paragraph style **? protecting against manual changes *** scope **E Tab position relati)e to #aragraph 1tyle indent **? updating *E1 table options 5* tear:off toolbars 12 template create document from 1C( 2C1 creating from document 2C2 creating using wi3ard 2C* deleting *00 description 2C1 editing 2CE e7porting *00 I7tension /anager 2CH folders 2CC importing *00 mo)ing 2CC organi3ing 2CC setting a default 2C? update document styles from 2C5 Template Changer e7tension EE? te7t boundaries E2
te7t flow in tables 2?? te7t si3e in user interface *5 te7t wrapping 25* theme( allery 2H* thesaurus FE toolbars 11 adding commands E*F choosing icons for commands E*C creating EE0 tooltips 2F( ** trac6ing changes C2( C* transparency 2EE two:digit years *E
%
)ariables *CF )iew options *5 =iew options for .riter EC
'
.hatGs ThisD help 2F wildcards H5 wi3ard +ddress 5ata 1ource *0* /ail /erge *1F word completion FF word count 100 wor6space 10 wrap off 25E wrap through 25F wrapping te7t around graphics 25*
U
undo 2C unsa)ed changes flag 15 update fields and charts automatically EC update lin6s when loading EF updating fields *C? "<$ <ecognition C? "ser 5ata options *2 user:defined )ariable field *C0 user:specific settings E*
T
K9orms E*2 K/$ E5
Q
year %two digits' *E
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+,

OOo WriterGuide

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OpenOffice.org 3.

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Note for Mac users

$o% can download an edita&le 'ersion of this doc%ment from

OpenOffice.org 3.3 Writer *%ide

OpenOffice.org 3.3 Writer *%ide

OpenOffice.org 3.3 Writer *%ide

OpenOffice.org 3.3 Writer *%ide

OpenOffice.org 3.3 Writer *%ide

OpenOffice.org 3.3 Writer *%ide

Chapter Introducing Writer

Parts of the main Writer window

Chapter " 4ntrod%cing Writer

Fig%re "( #he main Writer workspace in Print 5a6o%t 'iew

Displaying or hiding toolbars

OpenOffice.org 3.3 Writer *%ide

Submenus and tear off toolbars

Fig%re 7( 89ample of a tear-off tool&ar

Fig%re +( 3o'ing a floating tool&ar

Chapter " 4ntrod%cing Writer

Doc"ing/floating windows and toolbars

OpenOffice.org 3.3 Writer *%ide

Fig%re -( !election of 'isi&le tool&ar icons

ight!click "conte#t$ menus

Fig%re .. #%rning on the 'ertical r%ler

Fig%re /( 5eft end of stat%s &ar

Chapter " 4ntrod%cing Writer

shows here. To )iew the

OpenOffice.org 3.3 Writer *%ide

Chapter " 4ntrod%cing Writer

Changing document views

%tarting a new document

Fig%re "3( C%ickstarter pop-%p men% on Windows 2P

Chapter " 4ntrod%cing Writer

%tarting a new document from a template

Fig%re " . Creating a doc%ment from a template

-pening an e#isting document

OpenOffice.org 3.3 Writer *%ide

%aving a document automatically

%aving as a Microsoft Word document

Chapter " 4ntrod%cing Writer

Fig%re ",. !a'ing a file in 3icrosoft Word format

OpenOffice.org 3.3 Writer *%ide

*' The 1et #assword dialog bo7 opens.

Fig%re "-( #wo le'els of password protection

Chapter " 4ntrod%cing Writer

-ere you ha)e se)eral choices&

OpenOffice.org 3.3 Writer *%ide

(sing the Navigator

Fig%re "/. #he ;a'igator

Chapter " 4ntrod%cing Writer

#a&le "( F%nction of icons in the ;a'igator

Moving /uickly through a document

OpenOffice.org 3.3 Writer *%ide

(sing the Navigation toolbar

Fig%re 70( ;a'igation tool&ar

Chapter " 4ntrod%cing Writer

earranging chapters using the Navigator

Fig%re 77. Reorgani<ing with the ;a'igator

OpenOffice.org 3.3 Writer *%ide

Choosing drag mode

What are all these things called?

Chapter " 4ntrod%cing Writer