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Word Processor Microsoft Word and Open Office Writer 7/29/2011 AGUILAR, Anna Teresa G. , ALFONSO, Clarisa M., ESTEPA, Tristan T., MEDROSO, Lennox Anne M., REYES, Allain Kevin S.

WHAT IS A WORD PROCESSOR? A word processor, or word processing program, does exactly what the name implies. It processes words. It also processes paragraphs, pages, and entire papers. Some examples of word processing programs include Microsoft Word, WordPerfect (Windows only), AppleWorks (Mac only), and OpenOffice.org Writer.

The first word processors were basically computerized typewriters, Figure 1: MS Word 2010 which did little more than place characters on a screen, which could then be printed by a printer. Modern word processing programs, however, include features to customize the style of the text,
Figure 3: Word Perfect for Windows only

change the page formatting, and may be able to add headers, footers, and page numbers to each page. Some may also include a "Word Count" option, which counts the words and characters within a document.
Figure 2: Appleworks for Apple

Figure 4 Open Office Writer

While all these features can be useful and fun to play with, the most significant improvement over the typewriter is the word processor's ability to make changes to a document after it has been written. By using the mouse, you can click anywhere within the text of a document and add or remove content. Since reprinting a paper is much easier than retyping it, word processing programs have made revising text documents a much more efficient process.

The term "text editor" can also be used to refer to a word processing program. However, it is more commonly used to describe basic word processing programs with limited features.1 In this report, two of the four examples will be introduced: Microsoft Word and Open Office Writer.

Source: http://www.techterms.com/definition/wordprocessor

WHAT IS MICROSOFT WORD? Microsoft Word is a commercial word processor designed by Microsoft. It was first released in 1983 under the name Multi-Tool Word for Xenix systems.2 Microsoft Word, or Word as it is commonly known, is a software application that allows you (the user) to perform word processing. You may use Word to create documents such as letters, invitations, term papers, flyers, resumes, novels, and much more.

HISTORY OF MICROSOFT WORD

1981

1983

1985

1987 1989 1991

1993

1995

Microsoft hired Charles Simonyi, the primary developer of Bravo, the first GUI word processor, which was developed at Xerox PARC. Simonyi started work on a word processor called Multi-Tool Word and soon hired Richard Brodie, a former Xerox intern, who became the primary software engineer. Microsoft announced Multi-Tool Word for Xenix and MS-DOS. Its name was soon simplified to Microsoft Word.[1] Free demonstration copies of the application were bundled with the November 1983 issue of PC World, making it the first program to be distributed on-disk with a magazine. Microsoft ported Word to the Macintosh. This was made easier by the fact that Word for DOS has been designed for use with high-resolution displays and laser printers, even though none were yet available to the general public.[9] Following the precedents of LisaWrite and MacWrite, Word for Mac added true WYSIWYG features. After its release, Word for Mac's sales were higher than its MS-DOS counterpart for at least four years. The second release of Word for Macintosh was named Word 3.0 to synchronize its version number with Word for DOS. The first version of Word for Windows was released Microsoft capitalized on Word for Windows' increasing popularity by releasing a version of Word for DOS, version 5.5, that replaced its unique user interface with an interface similar to a Windows application. Microsoft again attempted to synchronize the version numbers and coordinate product naming across platforms, this time across DOS, Macintosh, and Windows (this was the last version of Word for DOS). It introduced AutoCorrect, which automatically fixed certain typing errors, and AutoFormat, which could reformat many parts of a document at once. While the Windows version received favorable reviews Word 95 for Windows was the first 32-bit version of the product, released with Office 95 around the same time as Windows 95. It was a straightforward port of Word 6.0 and it introduced few new features, one of them being red-squiggle underlined spell-checking.[

Source: http://en.wikipedia.org/wiki/Microsoft_Word

Year Released

Name

Version

Comments

1989

Word for Windows 1.0

1.0

Code-named Opus

1990

Word for Windows 1.1

1.1

Code-named Bill the Cat

1990

Word for Windows 1.1a

1.1a

For Windows 3.1

1991

Word for Windows 2.0

2.0

Code-named Spaceman Spiff

1993

Word for Windows 6.0

6.0

Code-named T3 (renumbered 6 to bring Windows version numbering in line with that of DOS version, Macintosh version and also WordPerfect, the main competing word processor at the time; also a 32-bit version for Windows NT only)

1995

Word 95

7.0

Included in Office 95

1997

Word 97

8.0

Included in Office 97

1998

Word 98

8.5

Only sold as part of Office 97 Powered By Word 98, which was only available in Japan and Korea.

1999

Word 2000 9.0

Included in Office 2000

2001

Word 2002 10.0

Included in Office XP

2003

Office Word 11.0 2003

Included in Office 2003

2006

Office Word 12.0 2007 Word 2010 14.0

Included in Office 2007; released to businesses on November 30, 2006, released worldwide to consumers on January 30, 2007

2010

Included in Office 2010

The MS Word 2010 Screen If you're familiar with previous versions of Microsoft Word, you might find a few things moved around in Word 2010. Use this handy figure to get oriented. PARTS OF MS WORD The Title Bar

It displays the name of the program and the name of the document that is currently open on your screen. In the above example, the program being used is Microsoft Word and the document that is open is Document1. Document1 is a default term that Word assigns to an unnamed document. Once you begin naming and saving your documents, the new document name will be displayed. The Menu Bar It displays all of the options and functions of the Word application. In order to open one of the menu options, you need to point your mouse to the item of your choice and click using the left mouse button. Tool Bars It offers shortcuts to the menu commands. Using the Standard Toolbar, you may open a new Word document, open a new file, save your current document to a disk, print your current document, and much more. The Formatting Toolbar offers options such as text size, font, and text alignment. The Word 2010 Ribbon With the advent of Microsoft Office 2007, the Ribbon interface was first introduced. There are a few differences in Word 2010. The following figure points out the important parts of the Ribbon to keep in mind.

FEATURES OF MS WORD y WordArt enables drawing text in a Microsoft Word document such as a title, watermark, or other text, with graphical effects such as skewing, shadowing, rotating, stretching in a variety of shapes and colors and even including three-dimensional effects, starting at version 2007, and prevalent in Office 2010. Users can apply formatting effects such as shadow, bevel, glow, and reflection to their document text as easily as applying bold or underline. Users can also spell-check text that uses visual effects, and add text effects to paragraph styles. y Like other Microsoft Office documents, Word files can include advanced macros and even embedded programs. The language was originally WordBasic, but changed to Visual Basic for Applications as of Word 97. This extensive functionality can also be used to run and propagate viruses in documents. The tendency for people to exchange Word documents via email, USB flash drives, and floppy disks made this an especially attractive vector in 1999. A prominent example was the Melissa virus, but countless others have existed in the wild. Nearly all anti-virus software can detect and clean common macro viruses. These macro viruses were the only known cross-platform threats between Windows and Macintosh computers and they were the only infection vectors to affect any Mac OS X system up until the advent of video codec trojans in 2007. Microsoft released patches for Word X and Word 2004 that effectively eliminated the macro problem on the Mac by 2006. Word's macro security setting, which regulates when macros may execute, can be adjusted by the user, but in the most recent versions of Word, is set to HIGH by default, generally reducing the risk from macro-based viruses, which have become uncommon. Before Word 2010 (Word 14) for Windows, the program was unable to handle ligatures defined in TrueType fonts those ligature glyphs with Unicode code points may be inserted manually, but are not recognized by Word for what they are, breaking spell checking, while custom ligatures present in the font are not accessible at all. Since Word 2010, the program now has advanced typesetting features which can be enabled:[62] OpenType ligatures, kerning, and hyphenation. Other layout deficiencies of Word include the inability to set crop marks or thin spaces. Various third-party workaround utilities have been developed. Similarly, combining diacritics are handled poorly: Word 2003 has "improved support", but many diacritics are still misplaced, even if a precomposed glyph is present in the font. Additionally, as of Word 2002, Word does automatic font substitution when it finds a character in a document that does not exist in the font specified. It is impossible to

deactivate this, making it very difficult to spot when a glyph used is missing from the font in use. If "Mirror margins" or "Different odd and even" are enabled, Word will not allow the user to freshly begin page numbering an even page after a section break (and vice versa). Instead it inserts a mandatory blank page which cannot be removed In Word 2004 for Macintosh, support of complex scripts was inferior even to Word 97 and Word 2004 does not support Apple Advanced Typography features like ligatures or glyph variants
y

Word has extensive list bullets and numbering feature used for tables, list, pages, chapters, headers, footnotes, and tables of content. Bullets and numbering can be applied directly or using a button or by applying a style or through use of a template. Some problems with numbering have been found in Word 97-2003. An example is Word's system for restarting numbering. The Bullets and numbering system has been significantly overhauled for Office 2007, which is intended to reduce the severity of these problems. For example, Office 2007 cannot align tabs for multi-leveled numbered list]. Often, items in a list will be inexplicably separated from their list number by one to three tabs, rendering outlines unreadable These problems cannot be resolved even by expert users Even basic dragging and dropping of words is usually impossible Bullet and numbering problems in Word include: bullet characters are often changed and altered, indentation is changed within the same list, bullet point or number sequence can belong to an entirely different nest within the same sequence.

NEW FEATURES y The first major feature that has been implemented in Word 2010 is the introduction of photo editing or image manipulation right into Word. Previously a user would require the help of an application like Photoshop which in itself is an extremely complicated piece of software. Microsoft have noticed the pitfalls of switching between programs just to do simple edits which could be much better if incorporated into Word. Some of the additional benefits you can get from the image editing in Word is the background removal tool. Background removal is a common technique acted on an image to make an image blend in or to just make it look tidied. This used to be very difficult in paint and very tough in Photoshop without any knowledge of image editing so the introduction of it into Word had to be easy to use. Microsoft has simplified the whole process in Word by

reducing the task to just a few buttons and the background of pictures can be removed in seconds with ease. y Another feature that has been added to Word 2010 is the artistic effects that can be done to an image. The main aim of an image effect change in Word 2010 is to be simple and easily done and i believe this has been done successfully. The options can be selected in one click or hovered over to see a preview of the effect. Another few standard features of releases in the Office range is the addition of extra templates and document layouts. The new templates in 2010 have really improved on the ones provided with Office 2007 and to be honest those templates were beginning to become very stale from over use. So with the new templates you will easily begin to impress with your new reports and documents. In summary, Word 2010 offers a great range of benefits over 2007 and fans will be dying to get there hands on this one. The photo editing tools are extremely useful and will only truly be appreciated over time when we completely rely on them to get the documents we work on competed faster.3 Word 2010 Shortcut Keys Sure, menus are wonderful, but all that clicking might not be the fastest way for you to get something done. Peruse the following table for the many shortcuts Microsoft Word 2010 offers.

Source : http://EzineArticles.com/4395068

Press This To Move Insertion Pointer Here Up one line of text Down one line of text Right one character Left one character Ctrl+ Up one paragraph Ctrl+ Down one paragraph Ctrl+ Right one word Ctrl+ Left one word PgUp Up one screen PgDn Down one screen End To end of current line

Home To start of current line Ctrl+Home To top of document Ctrl+End To bottom of document

The most common key commands Press This To Do This Ctrl+C Copy Ctrl+X Cut Ctrl+V Paste Ctrl+Z Undo

Text-formatting key commands To Do This Press This Bold Ctrl+B Italic Ctrl+I Underline Ctrl+U Double Ctrl+Shift+D Underline Word Ctrl+Shift+W Underline Small Caps Ctrl+Shift+K Superscript Ctrl+Shift++ Subscript Ctrl+= Erase Ctrl+spacebar Formatting Grow Font Ctrl+Shift+> Size Shrink Ctrl+Shift+< Font Size ALL CAPS Ctrl+Shift+A Font Ctrl+Shift+F

Point Size Ctrl+Shift+P Font Ctrl+D Dialog Box

Paragraph-formatting key commands To Do This Press This Center Text Ctrl+E Left Align Ctrl+L Right Align Ctrl+R One Line Spacing Ctrl+1 1 Line spacing Ctrl+5 Two Line Spacing Ctrl+2 Justify Ctrl+J Indent Paragraph Ctrl+M Unindent Ctrl+Shift+M Hanging indent Ctrl+T Unhang indent Ctrl+Shift+T

Common Word key commands

Feature/Action

Press This

Help F1 Cancel Escape Go Back Shift+F5 New Document Ctrl+N Open Ctrl+O Print Ctrl+P Close Ctrl+W Quick Save Ctrl+S Repeat Ctrl+Y Find Ctrl+F Find and Replace Ctrl+H Manual Page Break Ctrl+Enter

Uncommon (but useful) Word key commands Feature/Action Press This Go To F5 Show/Hide Ctrl+Shift+8 Office Button Menu Alt+F Styles Task Pane Ctrl+Shift+Alt+S Print Preview Ctrl+Alt+I Word Count Ctrl+Shift+G Symbol Font Ctrl+Shift+Q Print Layout View Ctrl+Alt+P Draft (Normal) Mode Ctrl+Alt+N Outline Mode Ctrl+Alt+O Split Window Alt+Ctrl+S Produced Euro Trademark Copyright Registered mark En dash Em dash Ctrl+Alt+E Ctrl+Alt+T Ctrl+Alt+T Ctrl+Alt+R Ctrl+minus sign (on numeric keypad) Alt+Ctrl+minus sign (on numeric keypad) Ctrl+Shift+spacebar Ctrl+Shift+(hyphen)

Handy insert key commands To Insert This Press This Today's Date Alt+Shift+D Current Time Alt+Shift+T Paste Special Alt+Ctrl+V Footnote Alt+Ctrl+F Endnote Alt+Ctrl+D Comment Ctrl+Alt+M Inserting Special Characters in Word 2010 Once in a while, you might need to insert an unusual character or symbol into your Word 2010 document. For those special times, refer to the following table. Character Symbol Key Combination Word 2010 Tips and Tricks

Unbreakable space Unbreakable hyphen

When working in Microsoft Word 2010, don't forget these handy tips and tricks to get something done quickly or to format your text more in a more pleasing way.
y

Press Ctrl+Enter to start a new page. A manual page break is inserted, which forces a new page automatically. Press Shift+Enter to insert a soft return, which is useful for breaking a line of text, such as in a document title or an address.

Use tabs to line up your text. Never use spaces. One tab is all you need. If you re typing more than one tab, you need to reset the tab stops. Always use one tab between columns to line them up. That makes editing the information easier if you have to do it. If you need to change page formatting in the middle of your document, start a new section. Save your styles in a template! That way, you can use them for new documents you create without having to rebuild all your styles over and over.

WHAT IS WRITER? Writer is the word processor component of OpenOffice.org (OOo).

THE OPENOFFICE WRITER INTERFACE

The main Writer workspace is shown below.

Menus The Menu bar is located across the top of the Writer window, just below the Title bar. When you choose one of the menus, a submenu drops down to show commands.
y

File contains commands that apply to the entire document such as Open..., Save, and Export as PDF.... Edit contains commands for editing the document such as Undo and Find & Replace.... It also contains commands to cut, copy, and paste selected parts of your document. View contains commands for controlling the display of the document such as Zoom... and Web Layout.

Insert contains commands for inserting elements into your document such as headers, footers, and pictures. Format contains commands for formatting the layout of your document, such as Styles and Formatting, Paragraph, and Bullets and Numbering. Table shows all commands to insert and edit a table in a text document. Tools contains functions such as Spelling and Grammar, Customize..., and Options.... Window contains commands for the display window. Help contains links to the OpenOffice.org Help file, What s This?, and information about the program.

y y y y

Toolbars Writer has several types of toolbars: docked, floating, and tear-off. Docked toolbars can be moved to different locations or made to float, and floating toolbars can be docked. The top docked toolbar (default position) is called the Standard toolbar. The Standard toolbar is consistent across the OpenOffice.org applications (Writer, Calc, Draw, Impress, Base). The second toolbar across the top (default location) is the Formatting toolbar. It is a contextsensitive bar that shows the relevant tools in response to the cursor s current position or selection. For example, when the cursor is on a graphic, the Formatting bar provides tools for formatting graphics; when the cursor is in text, the tools are for formatting text. Displaying or hiding toolbars To display or hide toolbars, choose View > Toolbars, then click on the name of a toolbar in the list. An active toolbar shows a check mark beside its name. Tear-off toolbars are not listed in the View menu. Submenus and tear-off toolbars Toolbar icons with a small triangle to the right will display submenus, tear-off toolbars, and other ways of selecting things, depending on the icon. The image below shows a tear-off toolbar from the Drawing toolbar.

The tear-off toolbars can be floating or docked along an edge of the screen or in one of the existing toolbar areas. To move a floating tear-off toolbar, drag it by the title bar. Moving toolbars To move a docked toolbar, place the mouse pointer over the toolbar handle, hold down the left mouse button, drag the toolbar to the new location, and then release the mouse button.

Moving a docked toolbar To move a floating toolbar, click on its title bar and drag it to a new location.

Moving a floating toolbar Floating toolbars Writer includes several additional context-sensitive toolbars, whose defaults appear as floating toolbars in response to the cursor s current position or selection. For example, when the cursor is in a table, a floating Table toolbar appears, and when the cursor is in a numbered or bullet list, the Bullets and Numbering toolbar appears. You can dock these toolbars to the top, bottom, or side of the window, if you wish. Docking/floating windows and toolbars Toolbars and some windows, such as the Navigator and the Styles and Formatting window, are dockable. You can move, resize, or dock them to an edge. To dock a window, do one of the following:
y

Click on the title bar of the floating window and drag it to the side until you see the outline of a box appear in the main window and then release the window. This method depends on your system s window manager settings, so it may not work for you. Hold down the Control key and double-click on a vacant part of the floating window to dock it in its last position. If that does not work, try double-clicking without using the Control key.

Docking a window To undock a window, hold down the Control key and double-click on a vacant part of the docked window. The Styles and Formatting window can also be docked or undocked by using Control+double-click on the gray area next to the icons at the top of the window.

Customizing toolbars You can customize toolbars in several ways, including choosing which icons are visible and locking the position of a docked toolbar. You can also add icons and create new toolbars. To access a toolbar s customization options, use the down-arrow at the end of the toolbar or on its title bar.

Customizing toolbars To show or hide icons defined for the selected toolbar, choose Visible Buttons from the drop-down menu. Visible icons have a checkmark next to them. Click on icons to select or deselect them. Right-click (context) menus

You can quickly access many menu functions by right-clicking on a paragraph, graphic, or other object. A context menu will pop up. Often the context menu is the fastest and easiest way to reach a function. If you re not sure where in the menus or toolbars a function is located, you can often find it by right-clicking. Rulers To show or hide rulers, choose View > Ruler. To enable the vertical ruler, choose Tools > Options > OpenOffice.org Writer > View and select Vertical ruler.

Turning on the vertical ruler Status bar The Writer status bar provides information about the document and convenient ways to quickly change some document features. From left to right, the fields are as follows.

Left end of status bar in Writer

Right end of status bar in Writer Page number Shows the current page number, the sequence number of the current page (if different), and the total number of pages in the document. For example, if you restarted page numbering at 1 on the third page, its page number is 1 and its sequence number is 3. If any bookmarks have been defined in the document, a right-click on this field pops up a list of bookmarks; click on the required one.

To jump to a specific page in the document, double-click in this field. The Navigator opens. Click in the Page Number field and type the required page number. Page style Shows the style of the current page. To change the page style, right-click on this field. A list of page styles pops up; choose a different style by clicking on it. To edit the page style, double-click on this field. The Page Style dialog box opens. Language Shows the language for the selected text. Click to open a menu where you can choose another language for the selected text or for the paragraph where the cursor is located. You can also choose None to exclude the text from spellchecking or choose More... to open the Character dialog box. Insert mode Click to toggle between Insert and Overwrite modes when typing. Selection mode Click to toggle between STD (Standard), EXT (Extend), ADD (Add) and BLK (Block) selection. EXT is an alternative to Shift+click when selecting text. Unsaved changes An asterisk (*) appears here if changes to the document have not been saved. Digital signature If the document has been digitally signed, an icon shows in this part of the Status bar. You can double-click the icon to view the certificate. Section or object information When the cursor is on a section or object (such as a picture), information about that item appears in this field. Double-clicking in this area opens a relevant dialog box. Dialog box opened

Object

Information shown

Picture

Size and position

Format Picture

List item

Level and list style

Bullets and Numbering (Note 1)

Heading

Bullets and Outline numbering Numbering level (Note 1)

Table

Name or number and cell reference of cursor

Table Format

Section

Name of section

Edit Sections

Other

(Blank)

Fields (Cross References page)

Note 1: If a list style was used with a list item or heading, no dialog box appears. View layout Click an icon to change between single page, side-by-side, and book layout views. You can edit the document in any view.

View layouts: single, side-by-side, book Zoom To change the view magnification, drag the Zoom slider, or click on the + and signs, or right-click on the zoom level percent to pop up a list of magnification values from which to choose. Zoom interacts with the selected view layout to determine how many pages are visible in the document window.

Changing document views Writer has several ways to view a document: Print Layout, Web Layout, and Full Screen. To access these and other choices, go to the View menu and click on the required view. (When in Full Screen view, press the Esc key to return to either Print or Web Layout view.) When in Print Layout, you can use both the Zoom slider and the View Layout icons on the Status bar. In Web Layout, you can use the Zoom slider. You can also choose View > Zoom from the menu bar to display the Zoom & View Layout dialog box, where you can set the same options as on the Status bar. In Web Layout view, most of the choices are not available. 4

http://wiki.services.openoffice.org/wiki/Documentation/OOo3_User_Guides/Writer_Guide/The_Writer_interface)

Choosing Zoom and View Layout options

Comparison of Writer and Word

Experienced users of Microsoft Word may take awhile to discover how to do common tasks in OOoWriter, because some of the menus and the terminology (such as Customize in MS Word means Configure in OOoWriter) are a bit different; in a few cases no direct equivalent method is available.

Setting up Writer
Most functions are found in similar places in both programs, but a few are slightly different, and the degree of control varies. This table summarizes where to find the setup choices.

TO DO THIS Turn off OfficeAssistant (Help Agent) Set up document window (rulers, status bar, default toolbars, etc) Customize toolbars

IN MICROSOFT WORD Help > Microsoft Word Help > Options View > select required items Tools > Customize

IN OOOWRITER Tools > Options > OpenOffice.org > General View > select required items View > Toolbars > Customize (or) Tools > Configure (or) Right-click on toolbar > Customize or Configure

Customize menus Display font names in their font (in toolbar drop-down font list) Always show full menus (include unavailable and little-used items) Show/hide ScreenTips (ToolTips) on toolbars Always create backup copy Autosave every x minutes Show paragraph marks, tabs etc. Change file locations Change user information Set up AutoCorrect AutoFormat options and

Tools > Customize Tools > Customize > Options Tools > Customize > Options Tools > Customize > Options Tools > Options > Save Tools > Options > Save Tools > Options > View Tools > Options > File Locations Tools > Options > User Information Tools > AutoCorrect Options

Tools > Configure Tools > Options > OpenOffice.org > View, select Preview in fonts lists Tools > Options > OpenOffice.org > View, select Inactive menu items Help > Tips, uncheck Tools > Options > Load/Save > General Tools > Options > Load/Save > General Tools > Options > Text Document > Formatting Aids Tools > Options > OpenOffice.org > Paths Tools > Options > OpenOffice.org > User Data Tools > Options AutoCorrect/AutoFormat >

Write, edit and review

Most writing, editing, and reviewing techniques in OOoWriter are similar to those in Microsoft Word, but the details often vary.

TO DO THIS Jump quickly to other parts of a document Choose language for spelling checker

IN MICROSOFT WORD Edit > Outline view Go to (or)

IN OPENOFFICE.ORG WRITER Edit > Navigator, double-click on required heading, figure, table, etc. Tools > Options > Language Settings > Language. (Note: OpenOffice.org has no grammar checker) Select text; right-click > Character > Font > Language = [None]

Tools > Language > Set Language

Ignore some spelling

text

when checking

Select text; Tools > Language > Set Language > Do not check (or) Format > Style > Modify > Format > Language Tools > Spelling & Grammar > Recheck Document Edit > Replace > More; choices as needed Edit > Replace > More, select Use Wildcards checkbox Tools > Options > Spelling & Grammar > Custom Dictionaries File > New, type words, Save As > text only, file extension .EXC

Recheck spelling Find and replace text, formatting, and styles Use wildcards in find and replace

Always rechecks Edit > Find&Replace; details are a bit different In 1.1, Edit > Find&Replace, select Regular Expressions checkbox. Does not work in 1.0.x. Tools > Options > Language Settings > Writing Aids As for custom dictionary, Exception [-] checkbox but select

Choose, create, or edit a custom dictionary Create exclude dictionary

Track changes (choose options)

Tools > Options > Track Changes

Tools > Options > Text Document > Changes Edit > Changes > Protect Records Edit > Changes > Record

Protect document for editing Mark and track changes

Tools > Protect Document (Word 2000) Tools > Track Changes > Highlight Changes Highlight text; Insert > Comment

Insert comments associated with a change Insert notes (comments not associated with a change) Show changes as pop-up text Merge documents Accept or reject changes

Edit > Changes > Comment

Highlight text; Insert > Comment

Insert > Note

Options > View > Screentips Tools > Merge Documents View > Toolbars > Reviewing

Help > Tips (and) Help > Extended Tips Edit > Changes > Merge Document Edit > Changes > Accept or Reject

TO DO THIS Change document properties Get a word count

IN MICROSOFT WORD File > Properties Tools > Word Count (Can get word count for selection.) Select text; Insert > AutoText > New Type shortcut and press F3

IN OPENOFFICE.ORG WRITER File > Properties File > Properties > Statistics (Cannot get word count for selection.) tab

Create AutoText entry

Select text; Edit > AutoText (or) CTRL+F3

Insert AutoText

Type shortcut and press F3

Control page layout

OOoWriter controls page layout somewhat differently than Word does. Some functions may be closer to those in FrameMaker, a program Im not very familiar with. In Word, the page setup (paper size, orientation, margins, and so on) that you set up for a document are the default for that document, unless you define different setups for separate sections. If you specify headers and footers, they apply to the entire document (unless you change them in specific sections). You can specify different headers and footers for the first page of a document or section and for the odd and even pages in the document or section. In OOWriter, the default page style does not carry over to any other page style; you have to define each each page style explicitly. (You can also create templates and then base other documents on those templates.) I would normally set up at least three standard page styles: First Page, Left Page, and Right Page; I might also define a Landscape page. When you set up a page style, you can specify which page style applies to the next page, so when text flows from one page to the next, the correct page style will automatically apply to the following pages. A typical setup would be First Page (which is normally a righthand page) with "next page style" of Left Page, which would have a "next page style" of Right Page, which has a "next page style" of Left Page.

TO DO THIS Define margins Specify different headers and footers on first, odd, and even pages Edit headers and footers

IN MICROSOFT WORD File > Page Setup > Margins File > Page Setup > Layout > Headers and Footers section

IN OOOWRITER Format > Page > Page Define different page styles for First, Left (even), and Right (odd) pages, using Header and Footer tabs After you have specified Header and Footer areas for a page, they are always active. Single-click to type or insert fields Insert a manual page break and apply a different page style; specify a starting page number of 1.

View > Headers and Footers, then type or insert fields; can also double-click in existing header or footer regions Insert a section break, deselect "Same as Previous" in the footer of the second section, then define a new footer with page numbers restarting at 1 in arabic numerals

Change from roman to arabic page numbers in the footer of a page

TO DO THIS Use paragraph styles for page layout

IN MICROSOFT WORD Can define paragraph styles with offset from left margin, with heading styles aligned left or right Insert continuous sections to switch from single to multiple columns on one page

IN OOOWRITER Can define paragraph styles with offset from left margin, with heading styles aligned left or right Format > Page > Columns (or) Insert/Format > Section > Columns (or) other methods

Use columns for page layout

Use frames or text boxes for page layout

Frames are used in Word 97 but mostly replaced by text boxes in Word 2000 and 2002; can be linked to flow text from one to next, as in a newsletter Table > Insert > Table (use dialog to format) Use rotated text box linked to header can include fields for page numbers etc

Insert > Frame (can link frames to flow text from one to next, as in a newsletter); "text boxes" are fields, not positioning devices

Use tables for page layout

Insert > Table (use dialog to format)

Put portrait headers on landscape pages

Use rotated text frame but cannot include fields, therefore of limited usefulness See How to start page numbering with a number greater than 1 File > Page Preview; cannot edit when previewing

Set first page number to greater than 1 View and edit facing pages

Insert > Page Numbers > Format

File > Print Preview; click Zoom button to enable editing

*How to start page numbering with a number greater than 1

Follow 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 can put the number in a header instead.)
1. 2. 3. 4. 5. 6. 7. Set the page style for the first page of your document. In this example, it is First Page, but it can be any page style you choose. Click Insert > Footer > [Page style]. The cursor is now in the footer. To insert the page number, click Insert > Fields > Page Number. The page number will be 1. Click in the first paragraph in the text area, or type a paragraph of text. Click Format > Paragraph (or right-click and choose Paragraph from the pop-up menu) to display the Paragraph dialog (Figure 1). Click the Text Flow tab. In the Breaks section, select Enable, With Page Style, and the page style you are using for the first page of the document. The Page number field is now active. Type the page number you want to start with. Click OK to close the Paragraph dialog.

Note: If you set a starting page number that is an even number, when you print the file or create a PDF, you will end up with a blank page before the first page. This blank page is visible in Page Preview.

Figure 1. Changing the starting page number using the Text Flow tab on the Paragraph dialog

Using templates and styles

The term template, when used in the context of word processing software, refers to a sample "fill-inthe-blank" document that can be completed either by hand or through an automated iterative process, such as with a software assistant. Once the template is completed, the user can edit, save and manage the result as an ordinary word processing document. Word processing templates enable the ability to bypass the initial setup and configuration time necessary to create standardized documents such as a resume. They also enable the automatic configuration of the user interface of the word processing software, with features such as autocompletion, toolbars, thesaurus, and spelling options.

TO DO THIS Find which template is associated with a document Specify default template Create a new template Edit a template Copy styles between templates Create a new document from a template Apply a document different template to a

IN MICROSOFT WORD Tools > Templates and Add-ins "Normal" template is default File > Save As, set type to Document Template (.DOT) File > Open, choose template Tools > Templates and Add-ins > Organizer File > New (opens a list of templates) Tools > Templates and Add-ins > Attach, select template, Open (Word 2000) Select from Style List or Style dialog (XP) Can also use task pane. (Word 2000) Format > Style > Modify; (XP) can also select in task pane and click Modify Format > Style > New Format > Style, select style > Format > Numbering

IN OPENOFFICE.ORG WRITER File > Document Properties > General tab. File > Templates > Organize File > Templates > Save File > Templates > Edit File > Templates > Organize File > New > Templates and Documents Start a new document based on the different template; copy contents of old document into new document. Format > Styles (or press F11), double-click style in list; after one use, paragraph styles appear in Apply Style list on Formatting object bar. Select style in Stylist, right-click, choose Modify; or Format > Styles > Catalog, select style, click Modify. Format > Styles > Catalog, click New. Tools > Outline Numbering

Apply a style to text

Change a style definition

Create a new style Use outline numbering

Using fields
TO DO THIS Insert a field Define a number range field IN MICROSOFT WORD Insert > Field (or) CTRL+F9 for blank field Insert > Field, use SEQ (sequence) IN OPENOFFICE.ORG WRITER Insert > Fields Insert > Fields > Other > Variables > Number range

TO DO THIS Insert a bookmark Insert a cross-reference to a bookmark Insert a cross-reference to a heading

IN MICROSOFT WORD Select text; Insert > Bookmark Insert > Cross Reference, choose Bookmark as type Insert > Cross Reference, choose Heading as type

IN OPENOFFICE.ORG WRITER Select text; Insert > Bookmark Insert > Cross Reference > Bookmark Either bookmark the heading or use Insert > Cross Reference > Set Reference to mark the heading, then Insert > Cross Reference > Insert Reference Insert > Cross Reference > Insert Reference > Figure (or Table) Insert > Fields > Other > Variables (among other ways)

Insert a cross-reference to a figure or table Use conditional content

Insert > Cross Reference, choose type Use IF or other fields, or styles (all workarounds)

Work with large documents

TO DO THIS Create a table of contents, list of figures, or an alphabetic index Insert index entries Create a bibliographic database Insert bibliographic references into text Insert footnotes and endnotes Insert other files Use master documents IN MICROSOFT WORD Insert > Index and Tables ALT+SHIFT+X Use database, Access e.g. Microsoft IN OPENOFFICE.ORG WRITER Insert > Indexes and Tables > Indexes and Tables Insert > Indexes and Tables > Entry (or) click Insert Index Marker icon Tools > Bibliography Database Insert > Indexes and Tables > Bibliographic Entry Insert > Footnote (or) click Insert Footnote Directly icon Insert > File File > Send > Create Master Document; use Navigator to insert subdocuments

Link to field in database Insert > Footnote Insert > File, choose Insert or As Link Not recommended

Work with graphics

TO DO THIS Create Drawing objects IN MICROSOFT WORD (Word 2000) View > Toolbars > Drawing; (XP) Insert > Picture > New Drawing (Word 2000) Edit > Picture > Reset Picture Boundary; (XP) Use drawing canvas Insert > Picture > From File, choose Insert or As Link Format > Picture > Layout > Advanced > Picture Position Format > Picture (or Object) > Layout IN OPENOFFICE.ORG WRITER Click Show Draw Functions icon

Combine graphics objects and drawing objects Insert graphics files into document (embed or link) Anchor graphics a text

Place all objects in a frame

Insert > Graphics > From File Use icons on Graphics object bar, or rightclick and choose from pop-up menu, or Format > Graphics Use icons on Graphics object bar, or rightclick and choose from pop-up menu, or

Wrap text around graphics

TO DO THIS

IN MICROSOFT WORD

IN OPENOFFICE.ORG WRITER Format > Graphics > Wrap

Crop graphics Create captions for graphics Annotate graphics

Format > Picture > Cop, (or) click Crop tool on Picture toolbar Select graphic; Insert > Reference > Caption Use drawing objects; group, or place in frame or on drawing canvas (XP) Format > Background > Printed Watermark > Picture (or Text) Watermark

Format > Graphics > Crop Select graphic; Insert > Caption Place all objects in a frame

Insert watermark

Format > Page Style > Background (or) create drawing object, Arrange > To Background, Anchor > To Page