OOo; WriterGuide

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OpenOffice.org 3.3Writer Guide

Word Processing with OpenOffice.org 3.3


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Copyright

This document is Copyright 20052010 by its contributors as listed below. You maydistribute 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)eCommons +ttribution $icense %http&//creati)ecommons.org/licenses/by/*.0/'( )ersion

*.0 or later.

Contributors

,ean -ollis eber ichele arri ary chnablagnus +dielsson +gnes el3unce 4en yarsruce yfield aniel Carrera ic6 etwiler

+le7ander !o8l unne $aurent uper)al artin 9o74atharina reif Tara -ess #eter -illier:roo6 $ou ;orio ,ohn 4ane


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"sing +utoCorrect................................................................................................... F?

"sing word completion............................................................................................FF

"sing +utoTe7t.........................................................................................................F

$ine numbering........................................................................................................1

Trac6ing changes to a document.............................................................................2

+dding other comments........................................................................................... H

$in6ing to another part of a document....................................................................?

witching 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*

etting up basic page layout using styles..............................................................105

Changing page margins.........................................................................................10"sing columns to define the page layout...............................................................110

"sing frames for page layout.................................................................................11E

"sing tables for page layout..................................................................................11

"sing sections for page layout...............................................................................122

"pdating lin6s........................................................................................................12

Creating headers and footers................................................................................1*0

!umbering pages...................................................................................................1*5

efining borders and bac6grounds........................................................................1EE

Chapter 5 #rinting( I7porting( 9a7ing( and I:ailing.............................................................1EF

;ntroduction........................................................................................................... 1E

Juic6 printing........................................................................................................1E

Controlling printing............................................................................................... 1E

#rinting en)elopes................................................................................................. 15H

#rinting labels........................................................................................................ 15F

ending a fa7.........................................................................................................1H0

I7porting to #9................................................................................................... 1H0

I7porting to K-T$..............................................................................................1HH

I:mailing riter documents.................................................................................. 1HHigital signing of documents.................................................................................1H


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Copying and mo)ing styles....................................................................................11

eleting styles....................................................................................................... 12

+ssigning styles to shortcut 6eys...........................................................................1*

efining a hierarchy of headings...........................................................................1*

Chapter ? or6ing with tyles................................................................................................. 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.....................................................................................21

or6ing with page styles.......................................................................................221

or6ing with list styles..........................................................................................22F

Chapter F

or6ing with raphics.............................................................................................2*Hraphics %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..................................................................................25

Creating an image map..........................................................................................2H2

+dding an image to the allery.............................................................................2H*

Chapter or6ing with Tables.................................................................................................2H5

;ntroduction........................................................................................................... 2HH

Creating a table..................................................................................................... 2HH

9ormatting the table layout................................................................................... 2H

9ormatting the table te7t.......................................................................................2??

ata entry and manipulation in tables...................................................................2F0

+dditional table operations....................................................................................2F2

The Table menu and toolbar.................................................................................. 2F?

Chapter 10 or6ing with Templates...........................................................................................20

;ntroduction........................................................................................................... 21

"sing a template to create a document.................................................................21

Creating a template............................................................................................... 22

Iditing a template..................................................................................................2E

+dding templates with I7tension anager...........................................................2H

etting a default template.....................................................................................2?

+ssociating a document with a different template................................................2F

@rgani3ing templates.............................................................................................2

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Chapter 11 "sing ail erge.................................................................................................... *01

hat is mail mergeD.............................................................................................. *02

Creating the data source....................................................................................... *02


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"sing input fields and input lists...........................................................................E05

Chapter 15 "sing 9orms in riter..............................................................................................E0

;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................................................................................E2

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 hortcuts..................................................................................................EE

;ntroduction........................................................................................................... E50

@pening menus and menu items............................................................................E50

Controlling dialogs.................................................................................................E51

topping macros....................................................................................................E51

9unction 6eys for riter........................................................................................E52

hortcut 6eys for riter........................................................................................ E5*

hortcut 6eys for tables in riter..........................................................................E55

hortcut 6eys for paragraphs and heading le)els.................................................E5H

hortcut 6eys for mo)ing and resi3ing frames( graphics and obMects...................E5?

;nde7.......................................................................................................................... E5F

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Chapter 1 Introducing Writer

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What is Writer?

riter is the word processor component of @[email protected] %@@o'. ;t pro)ides theusual features of a word processor& enter and edit te7t( spelling chec6( thesaurus(hyphenation( autocorrect( find and replace( automatic generation of tables ofcontents 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

uilt:in drawing tools

aster documentsto group a collection of documents into a single document

Change trac6ing during re)isions

atabase integration( including a bibliography database

I7port to #9( including boo6mar6s

+nd many more

tyles are central to using riter. "sing styles( you can easily format your documentconsistently and change the format with minimal effort. + style is a named set offormatting options. riter defines se)eral types of styles( for different types ofelements& characters( paragraphs( pages( frames( and lists. @ften( you are usingstyles whether you reali3e it or not. The use of styles is described in more detail inChapter H %;ntroduction to tyles' and Chapter ? %or6ing with tyles'.

The other features of riter listed abo)e are co)ered in other chapters of this guide.

Parts of the main Writer windowThe main riter wor6space is shown in 9igure 1. ;ts features are described in thissection.

Title bar

The Title bar is located at the top of the riter window( shows the file name of thecurrent document. hen the document is newly created( the document name willappear as 1ntitled 2( where2is a number.

MenusTheen% &aris located Must below the Title bar. hen you choose one of the menuslisted below( a submenu drops down to show commands.

Filecontains commands that apply to the entire document such as Open(Save( Print( and Export as PDF.

Editcontains commands for editing the document such as Undo: xxx (wherexxx is the coand to !ndo"and Find # $eplace. ;t also containscommands to cut( copy( and paste selected parts of your document.

%iewcontains commands for controlling the display of the document such as&ooand'e )a*o!t.

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

+nsertcontains commands for inserting elements into your document such asheaders( footers( and pictures.

Foratcontains commands( such as St*les and Foratting( Paragraph(and ,!llets and -!ering( for formatting the layout of your document

Taleshows all commands to insert and edit a table in a te7t document.

Toolscontains functions such as Spelling and raar( /!stoi0e( andOptions.

'indowcontains commands for the display window.

1elpcontains lin6s to the @[email protected] -elp file( hatGs ThisD( andinformation about the program. ee Netting helpO on page 2.

Toolbars

riter has se)eral types of toolbars& doc6ed %fi7ed in place'( floating( and tear:off.oc6ed toolbars can be mo)ed to different locations or made to float( and floatingtoolbars can be doc6ed.

The top toolbar( Must under the enu bar( is called the !tandardtoolbar. ;t isconsistent across the @[email protected] applications %riter( Calc( raw( ;mpress'.

The second toolbar at the top is theFormattingbar. ;t is a conte7t:sensiti)eP that is( itshows 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 formattinggraphicsP when the cursor is in te7t( the tools are for formatting te7t.

Displaying or hiding toolbars

To display or hide toolbars( choose%iew > Toolars( then clic6 on the name of atoolbar in the list. +n acti)e toolbar shows a chec6 mar6 beside its name. Tear:offtoolbars are not listed in the =iew menu.

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Submenus and tearoff toolbars

Toolbar icons with a small triangle to the right will display s%&men%s( tear-offtool&ars( and other ways of selecting things( depending on the icon.

+n e7ample of a tear-off tool&aris shown in 9igure 2. Tear:off toolbars can be floatingor doc6ed along an edge of the screen or in one of the e7isting toolbar areas. To mo)ea 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( holddown the left mouse button( drag the toolbar to the new location( and then releasethe mouse button.

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

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!loating toolbars

riter includes se)eral additional conte7t:sensiti)e toolbars( whose defaults appearas floating toolbars in response to the cursorGs current position or selection. 9ore7ample( when the cursor is in a table( a floating #a&letoolbar appears( and when thecursor is in a numbered or bullet list( the:%llets and ;%m&eringtoolbar appears.

You can doc6 these toolbars to the top( bottom( or side of the window( if you wish %see

No)ing toolbarsO on page 1*'.

Doc"ing/floating windows and toolbars

Toolbars and some windows( such as the !a)igator and the tyles and 9ormattingwindow( are doc6able. You can mo)e( resi3e( or doc6 them to an edge.

To doc6 a window or toolbar( hold down the Control6ey and double:clic6 on theframe of the floating window %or in a )acant area near the icons at the top of thefloating window' to doc6 it in its last position.

Fig%re Control+click to dock or %ndock

To undoc6 a window( hold down the Control6ey 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 thetoolbar or on its title bar %9igure H'.

Fig%re , C%stomi


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

ight!click "conte#t$ menus

$!ler. To enable the )ertical ruler( chooseTools > Options > OpenOffice.org 'riter > %iewand select%ertical r!ler.

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

%tatus barThe riter status bar is located at the bottom of the wor6space. ;t pro)idesinformation about the document and con)enient ways to Luic6ly change somedocument features.

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

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Fig%re "0 Right end of stat%s &ar

Page numberhows the current page number( the seLuence number of the current page %ifdifferent 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 1on the third page( its page number is 2( its seLuence number is 3( and the totalnumber 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 fieldpops 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)igatorand type the se=%encenumber of the reLuired page. +fter a brief delay( thedisplay Mumps to the selected page.

Page stylehows the style of the current page. To change the page style( right:clic6 on thisfield. + 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 tyle dialog bo7opens. ee Chapter H and ? in this boo6 for more information about styles.

&anguage

hows the language for the selected te7t.Clic6 to open a menu where you can choose another language for the selected te7tor for the paragraph where the cursor is located. You can also choose -one (Donot chec5 spelling"to e7clude the te7t from a spelling chec6 or choose 6oretoopen the Character dialog bo7. ee Chapter * %or6ing with Te7t' for moreinformation.

'nsert modeClic6 to toggle between4nsertand O'erwritemodes when typing. ;n ;nsert mode(any te7t after the cursor position mo)es forward to ma6e room for the te7t youtypeP in @)erwrite mode( te7t after the cursor position is replaced by the te7t you

type.%election mode

Clic6 to toggle between T %!tandard'( IKT %89tend'( + %>dd' and $4%:lock' selection. IKT is an alternati)e to !hift+clickwhen selecting te7t. eeChapter * %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 shows here. To )iew thecertificate( double:clic6 the icon.

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%ection or ob*ect informationhen the cursor is in a section( heading( or list item( or when an obMect %such as apicture or table' is selected( information about that item appears in this field.ouble:clic6ing in this area opens a rele)ant dialog bo7.

O7ect +nforation shown Dialog ox opened

#icture i3e and position 9ormat #icture

$ist item $e)el and list style ullets and !umbering1

-eading @utline numbering le)el ullets and !umbering1

Table !ame or number and cellreference of cursor

Table 9ormat

ection !ame of section Idit ections

@ther %lan6' 9ields %Cross


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Changing document views

riter has three ways to )iew a document&Print 5a6o%t( We& 5a6o%t( andF%ll!creen. To change the )iew( go to the%iewmenu and clic6 on the reLuired )iew.

#rint $ayout is the default )iew in riter. ;n this )iew( you can use the oom sliderand the =iew $ayout icons on the tatus bar to change the magnification.

You can also choose%iew > &oofrom the menu bar to display the oom B =iew$ayout dialog bo7 %see 9igure 12'( where you can set the same options as on thetatus bar.

Fig%re "7. Choosing Aoom and ?iew 5a6o%t options

;n eb $ayout )iew( you can use the oom sliderP the =iew $ayout buttons on thetatus bar are disabled( and most of the choices on the oom B =iew $ayout dialogbo7 are not a)ailable.

;n 9ull creen )iew( the document is displayed using the 3oom and layout settingspre)iously selected. To e7it 9ull creen )iew and return to either #rint or eb $ayout

)iew( press the8sc6ey or clic6 the 9ull creen icon in the top left:hand corner. Youcan also use Ctrl+!hift+Bto enter or e7it 9ull creen )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 otherprograms. hen @@o was installed on your computer( in most cases a menuentry for each component was added to your system menu. ;f you are using aac( you should see the @[email protected] icon in the +pplications folder. hen

you double:clic6 this icon( @@o opens at the tart Center %9igure 1E'.

Fro the 8!ic5starter( which is found in indows( some $inu7 distributions(and %in a slightly different form' in ac @ K. The Juic6starter is an icon thatis placed in the system tray or the doc6 during system startup. ;t indicates that@[email protected] has been loaded and is ready to use.


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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 ofpredefined styles and formatting. Templates ser)e as the foundation of a set ofdocuments( to ma6e sure they all ha)e a similar layout. 9or e7ample( all thedocuments of the Writer *%ideare based on the same template. +s a result( all thedocuments loo6 ali6ePthey ha)e the same headers and footers( use the same fonts(

and so on.

+ new @[email protected] installation does not contain many templates. ;t is possible foryou to add new templates to your installation and use them for new documents. Thisis e7plained in Chapter 10 %or6ing with Templates'. any more templates can bedownloaded from http&//e7tensions.ser)ices.openoffice.org/ and other websites.

@nce you ha)e templates on your system( you can create new documents based onthem by using File > -ew > Teplates and Doc!ents. This opens a windowwhere you can choose the template you want to use for your document.

The e7ample shown in 9igure 15uses a template called N@@o*R*RchapterRtemplateOin the y Templates folder. elect it( then clic6 the Openbutton. + 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 tart Center %9igure 1E' pro)ides an icon for openingan e7isting document or choosing from a list of recently:edited documents.

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You can also open an e7isting document in one of the following ways. ;f a document isalready open in @@o( the second document opens in a new window.

Choose File > Open....

Clic6 the Openbutton on the main toolbar.

#ress Control+Oon the 6eyboard.

"se the Open Doc!entor $ecent Doc!entsselections on theJuic6starter.

;n each case( the @pen dialog bo7 appears. elect the file you want( and then clic6Open. ;f a document is already open in @@o( the second document opens in a newwindow.

;n the @pen dialog bo7( you can reduce the list of files by selecting the type of file youare loo6ing for. 9or e7ample( if you choose Text doc!entsas the file type( you willonly see documents riter can open %including Q.odt( Q.doc( Q.t7t'. This method opensord %Q.doc' files as well as @@o files and other formats.

You can also open an e7isting riter document using the same methods you woulduse to open any document in your operating system.

;f you ha)e associated icrosoft @ffice file formats with @[email protected]( you can alsoopen 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 a)e +s dialog bo7 appears( enter the file name( )erify the file type %ifapplicable'( and clic6 Save.

To sa)e an open document with the current file name( choose File > Save. This willo)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. Toset up automatic file sa)ing&

1' elect Tools > Options > )oad9Save > eneral.2' Clic6 on Save !to$ecover* inforation ever*and set the time inter)al.

The default )alue is 15 minutes. Inter the )alue you want by typing it or bypressing 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 toopen and sa)e .odt files. icrosoft ord 200? with er)ice #ac6 2 %#2' can do this."sers of ord 200?( 200*( K#( and 2000 can also download and install a free@penocument 9ormat %@9' plugin from un icrosystems( a)ailable from

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oftpedia( http&//www.softpedia.com/get/@ffice:tools/@ther:@ffice:Tools/un:@9:#lugin:for:icrosoft:@ffice.shtml.

ome 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 cansa)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 willonly appear in the icrosoft ord )ersion of the document.

2' Then clic6 File > Save s.

*' @n the a)e +s dialog bo7( in the File t*pe%or Save as t*pe' drop:downmenu( 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 theicrosoft Word doc%ment. You ha)e changed the name and file type of yourdocument. ;f you want to go bac6 to wor6ing with the Q.odt )ersion of your document(

you must open it again.

Tip

To ha)e riter sa)e documents by default in the icrosoft ord fileformat( go to Tools > Options > )oad9Save > eneral. ;n the sectionnamedDefa%lt file format( underDoc%ment t6pe( select Text doc!ent(then under>lwa6s sa'e as( select your preferred file format.

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

http://www.softpedia.com/get/Office-tools/Other-Office-Tools/Sun-ODF-Plugin-for-Microsoft-Office.shtmlhttp://www.softpedia.com/get/Office-tools/Other-Office-Tools/Sun-ODF-Plugin-for-Microsoft-Office.shtmlhttp://www.softpedia.com/get/Office-tools/Other-Office-Tools/Sun-ODF-Plugin-for-Microsoft-Office.shtmlhttp://www.softpedia.com/get/Office-tools/Other-Office-Tools/Sun-ODF-Plugin-for-Microsoft-Office.shtml


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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 modebut cannot be changed without a password'. Thus you can ma6e the content a)ailablefor 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 swhen sa)ing the document. %You can also use File > Save

the first time you sa)e a new document.'

2' @n the a)e +s dialog bo7( select the Save with passwordoption( and thenclic6 Save.

*' The et #assword dialog bo7 opens.

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

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(sing the Navigator

;n addition to the #age !umber field on the tatus bar %described on page 15'( riterpro)ides other ways to mo)e Luic6ly through a document and find specific items byusing 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 tandardtoolbar( or pressF( orchoose%iew > -avigatoron the menu bar( or double:clic6 on the #age number fieldon the status bar. You can doc6 the !a)igator to either side of the main riterwindow or lea)e it floating %see Noc6ing/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

On9Officon . Clic6 this icon again to show the list. Clic6 the A sign by any of thelists to display the contents of the list.

Table 1summari3es the functions of the icons at the top of the !a)igator.

NoteThe !a)igator has different functions in a master document. ee Chapter1* %or6ing with aster ocuments'.

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



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

Toggle& !ot acti)e in ordinary documents %left image'. ;n a masterdocument %right image'( switches between the master document file andits subdocuments.

!a)igation& @pens the !a)igation toolbar %see page 2?'.

#re)ious( !e7t& ,umps to the pre)ious or ne7t item in the selectedcategory %page( graphic( hyperlin6( comment( and so on'. To select thecategory of items( see N"sing the !a)igation toolbarN on page2?.

#age number& ,umps to the page seLuence number showing in the bo7.Type the reLuired page number or select it using the up and downarrows.

rag ode& elect -yperlin6( $in6( or Copy. ee NChoosing drag modeOon page 2for details.

$ist o7 @n/@ff& hows or hides the list of categories.

Content =iew& witches between showing all categories and showing onlythe selected category.

et


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Tip

@bMects are much easier to find if you ha)e gi)en them names whencreating them( instead of 6eeping @@oGs default names of graphics1(graphics2( Table1( Table2( and so onSwhich may not correspond to theposition 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. imilarly( to rename a table(

right:clic6 on the table( select Tale > Tale( and then edit the name.

Note+ hidden section %or other hidden obMect' in a document appears gray inthe !a)igator( and displays the word NhiddenO as a tooltip. 9or moreabout hidden sections( see Chapter E %9ormatting #ages'.

(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 1' or the small

!a)igation icon near the lower right:hand corner of the window below the )erticalscroll 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 Findcommand'.

Clic6 an icon to select that obMect type. !ow all the Previo!sand -exticons %in the!a)igator itself( in the !a)igation Toolbar( and on the scroll bar' will Mump to thepre)ious or ne7t obMect of the selected type. This is particularly helpful for findingitems li6e inde7 entries( which can be difficult to see in the te7t. The names of theicons %shown in the tooltips' change to match the selected categoryP for e7ample(-ext raphicor -ext ,oo5ar5.



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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 thefirst to be deleted.

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 > 'hats This?and hold the mouse pointer o)er the icon you need morehelp with.

What are all these things called?

The terms used in @[email protected] for most parts of the %ser interface%the parts ofthe program you see and use( in contrast to the behind:the:scenes code that actuallyma6es it wor6' are the same as for most other programs.

+ dialog &o9is a special type of window. ;ts purpose is to inform you of something( orreLuest input from you( or both. ;t pro)ides controls for you to use to specify how tocarry out an action. The technical names for common controls are shown in 9igure2*P not shown is the list bo7 %from which you select an item'. ;n most cases we do not

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use the technical terms in this boo6( but it is useful to 6now them because the -elpand other sources of information often use them.

;n most cases( you can interact only with the dialog bo7 %not the document itself' aslong as the dialog bo7 remains open. hen you close the dialog bo7 after use %usually(clic6ing O Undofrom the menu bar.

The Idit menu shows the latest change that can be undone.



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Fig%re 7 8dit 1ndo last action

Clic6 the small triangle to the right of the Undoicon to get a list of all the changesthat 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


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Chapter2 Setting up Writer

Choosing options to s%it the wa6 6o% work

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Choosing options that affect all of --o

This section co)ers some of the settings that apply to all the components of @@o andare particularly important when using riter. @ther general options are discussed inChapter 2 %etting "p @[email protected]' in the *etting !tartedguide.

Clic6 Tools > Options. The list on the left:hand side of the @ptions @[email protected]

dialog bo7 )aries depending on which component of @@o is open. The illustrations inthis chapter show the list as it appears when a riter document is open.

Clic6 the e7pansion symbol %A sign or triangle' by @[email protected] on the left:hand

side. + list of pages drops down. electing an item in thelist causes the right:handside of the dialog bo7 to display the rele)ant page.

Fig%re 7, OpenOffice.org options

NoteThe ,ac5button has the same effect on all pages of the @ptions dialogbo7. ;t resets options to the )alues that were in place when you opened@@o.

(ser )ata options

ecause riter uses the name or initials stored in the @[email protected] "ser ata

page for se)eral things( including document properties %created by and last edited byinformation' and the name of the author of notes and changes( you will want toensure that the correct information appears here.

9ill in the form %shown in 9igure 2?' or amend or delete any e7isting incorrectinformation.

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Fig%re 7 Filling in %ser data

2eneral options

The options on the @[email protected] eneral page are described below.

Fig%re 7 !etting general options for OpenOffice.org

1elp ! Tipshen #ipsis acti)e( one or two words will appear when you hold the mousepointer o)er an icon or field( without clic6ing.

1elp ! 3#tended tipshen89tended tips isacti)e( a brief description of the function of a particularicon or menu command or a field on a dialog bo7 appears when you hold themouse pointer o)er that item.

1elp 0gentTo turn off theGelp >gent%similar to icrosoftGs @ffice +ssistant'( deselect this

option. To restore the default beha)ior( clic6 $eset 1elp gent.



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1elp formattingGigh contrastis an operating system setting that changes the system colorscheme to impro)e readability. To display -elp in high contrast %if your computerGsoperating system supports this'( choose one of the high:contrast style sheets fromthe pull:down list.

%ighcontrast style &isual effect

efault lac6 te7t on white bac6ground

-igh Contrast W1 Yellow te7t on blac6 bac6ground

-igh Contrast W2 reen te7t on blac6 bac6ground

-igh Contrast lac6 hite te7t on blac6 bac6ground

-igh Contrast hite lac6 te7t on white bac6ground

-pen4%ave dialogsTo use the standard @pen and a)e dialog bo7es for your operating system(deselect the Use OpenOffice.org dialogsoption. hen this option is selected(the @pen and a)e dialog bo7es supplied with @[email protected] will be used. Thisboo6 uses the @@o @pen and a)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 beprompted to sa)e the document again( e)en if you did not ma6e any otherchanges.

5ear "two digits$

pecifies how two:digit years are interpreted. 9or e7ample( if the two:digit year isset to 1*0( and you enter a date of 1/1/*0 or later into your document( the date isinterpreted as 1/1/1*0 or later. +n NearlierO date is interpreted as being in thefollowing centuryP that is( 1/1/20 is interpreted as 1/1/2020.

Memory options

;n the @ptions dialog( clic6 OpenOffice.org > 6eor*. ome considerations&

ore memory can ma6e @[email protected] faster and more con)enient %fore7ample( more undo steps reLuire more memory'P but the trade:off is lessmemory 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 orthe memory per obMect. ;f you find that obMects seem to disappear from adocument that contains a lot of them( increase the number of obMects in thecache. %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' whenyou start your computer( select the option near the bottom of the dialog. Thisma6es @[email protected] start fasterP the trade:off is that @@o uses some memorye)en when not being used. This option %sometimes called Enale s*stra*@!ic5starter' is not a)ailable on all operating systems.



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Fig%re 7/ Choosing emor6 options for the OpenOffice.org applications

+iew optionsThe options on the @[email protected] =iew page affect the way the document windowloo6s and beha)es. ome of these options are described below. et them to suit yourpersonal 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 smallor too large( you can change it by specifying a scaling factor. ometimes a changehere 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 yourdocuments.

(ser 'nterface 6 'con si7e and styleThe first bo7 specifies the display si3e of toolbar icons %!toatic( Sall( or)arge'P the!toaticicon si3e option uses the setting for your operating

system. The second bo7 specifies the icon style %theme'P here the!toatic

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option uses an icon set compatible with your operating system and choice ofdes6top& for e7ample( 4I 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 andoperating 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.' mooths the screenappearance of te7t. Inter the smallest font si3e to apply anti:aliasing.

Menu 6 %how icons in menusCauses icons as well as words to be )isible in menus.

Font &ists ! %how preview of fontsCauses the font list to loo6 li6e 9igure *1( $eft( with the font names shown as ane7ample of the fontP with the option deselected( the font list shows only the fontnames( not their formatting %9igure *1(


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!toatic scrolling dragging while pressing the middle mouse buttonshifts the )iew.

Paste clipoard pressing the middle mouse button inserts the contents ofthe Nelection clipboardO at the cursor position.

The Nelection clipboardO is independent of the normal clipboard that you use byEdit U/op*9/!t9Pasteor their respecti)e 6eyboard shortcuts. Clipboard and

Nelection clipboardO can contain different contents at the same time.

!unction #lipboard Selection clipboard

Copy content Edit > /op*Control+C elect te7t( table( or obMect.

#aste content Edit > PasteControl+?pastes at the cursorposition.

Clic6ing the middle mousebutton pastes at the mousepointer position.

#asting into anotherdocument

!o effect on theclipboard contents.

The last mar6ed selection is thecontent of the selectionclipboard.

Print options

@n the @[email protected] #rint page( set the print options to suit your default printerand your most common printing method.

Fig%re 37 Choosing general printing options to appl6 to all OOocomponents

;n thePrinter warningssection near the bottom of the page( you can choose whetherto be warned if the paper si3e or orientation specified in your document does notmatch the paper si3e or orientation a)ailable for your printer. -a)ing these warningsturned 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.



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Tip;f your printouts are incorrectly placed on the page or chopped off atthe top( bottom( or sides or the printer is refusing to print( the mostli6ely cause is page:si3e incompatibility.

Path options

@n the @[email protected] #aths page( you can change the location of files associatedwith( or used by( @@o to suit your wor6ing situation. ;n a indows system( fore7ample( you might want to store documents by default somewhere other than yocuments.

To ma6e changes( select an item in the list shown in 9igure **and clic6 Edit. @n theelect #aths dialog %not shown'( add or delete folders as reLuired( and then clic6 O


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Fig%re 3 Defining colors to %se in color palettes in OOo

To modify a color&

1' elect the color to modify from the list or the color table.

2' Inter the new )alues that define the color. ;f necessary( change the settingsfrom


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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. ;nriter( draw a temporary draw obMect and use the conte7t menu of this obMect to openthe +rea dialog.

Font options

You can define replacements for any fonts that might appear in your documents. ;fyou recei)e from someone else a document containing fonts that you do not ha)e onyour system( @@o will substitute fonts for those it does not find. You might prefer tospecify a different font from the one the program chooses.

@n the @[email protected] 9onts page&

1' electppl* $eplaceent Tale option.

2' elect or type the name of the font to be replaced in the Fontbo7. %;f you donot ha)e this font on your system( it will not appear in the drop:down list inthis bo7( so you need to type it in.'

*' ;n the $eplace 'ithbo7( 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 withbo7 turns green. Clic6 on this

chec6 mar6. + row of information now appears in the larger bo7 below theinput bo7es. elect the bo7es underlwa*sand Screen.

5' ;n the bottom section of the page( you can change the typeface and si3e of thefont used to display source code such as -T$ and asic %in macros'.

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Clic6 the Optionsbutton to open a separate dialog with specific choices %9igure*F'.

$eove personal inforation on saving.elect this option to always remo)euser data from the file properties when sa)ing the file. To manually remo)epersonal information from specific documents( deselect this option and then usethe Deletebutton 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 ahyperlin6 in a document opened the lin6ed document. !ow you can choosewhether to 6eep this beha)ior %by unchec6ing this bo7'. any people find creationand editing of documents easier when accidental clic6s on lin6s do not acti)atethe lin6s.

The other options on this dialog should be self:e7planatory.

Macro securityClic6 the 6acro Sec!rit*button to open the acro ecurity dialog( where youcan 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 thepage margins %te7t boundaries'( the boundaries of tables and sections( grid lines( andother 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 @[email protected] +ppearance page( you can specify which items are )isibleand 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 Colorsettingcolumn 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 !chemebo7

and clic6 Save.



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Fig%re " Choosing 5oad and !a'e options

&oad printer settings with the document;f this option isnotselected( the printer settings that are stored with thedocument are ignored when you print it using the Print File Directl*icon. Thedefault printer in your system is used instead.

3dit document properties before saving;f this option is selected( the ocument #roperties dialog pops up to prompt you to

enter rele)ant information the first time you sa)e a new document %or whene)eryou use a)e +s'.

%ave 0utoecovery information every 88 MinutesChoose whether to enable +uto


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headings and the formatting of numbered lists. ;f you plan to share documentswith people who are still using older )ersions of @[email protected]( sa)e thedocument using @9 )ersion 1.0/1.1.

Si0e optii0ation for ODF forat. @[email protected] documents are K$ files.hen you select this option( @@o writes the K$ data without indents and linebrea6s. ;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 thelwa*s save asattribute for te7t documents to oneof the ord formats.

Note+lthough riter can open files in the .doc7 format produced by ord200?( it cannot sa)e in .doc7 format. This capability is planned for afuture release.

+90 Properties &oad4%ave options

@n the $oad/a)e =+ #ropertiespage( you can choose whether to 6eep anymacros in icrosoft @ffice documents that are opened in @[email protected]. Thesemacros are disabled in @@o.

;f you choose )oad ,asic code( you can edit the macros in @@o. The changed code issa)ed in an @@o document but is not retained if you sa)e into a icrosoft @fficeformat.

;f you choose Save original ,asic code( the macros are retained unchanged if yousa)e the file into icrosoft @ffice format.

Save original ,asic codeta6es precedence o)er )oad ,asic code. ;f both optionsare seleted and you edit the disabled code in @@o( the original icrosoft asic codewill be sa)ed when sa)ing in a icrosoft @ffice format.

To remo)e any possible macro )iruses from the icrosoft @ffice document( deselectSave original ,asic code. The document will be sa)ed without the icrosoft asiccode.

Fig%re 7 Choosing 5oad!a'e ?:>Properties

, OpenOffice.org 3.3 Writer *%ide


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Microsoft -ffice &oad4%ave options

@n the $oad/a)e icrosoft @ffice page( you can choose what to do when importingand e7porting icrosoft @ffice @$I obMects %lin6ed or embedded obMects ordocuments such as spreadsheets or eLuations'.

elect the X$ chec6 bo7es to con)ert icrosoft @$I obMects into the corresponding

@[email protected] @$I obMects when a icrosoft document is loaded into @@o%mnemonic& N$O for NloadO'.

elect the X chec6 bo7es to con)ert @[email protected] @$I obMects into thecorresponding icrosoft @$I obMects when a document is sa)ed in a icrosoft format%mnemonic& NO for Nsa)eO'.

Fig%re 3 Choosing 5oad!a'e icrosoft Office options

1TM& compatibility &oad4%ave options

Choices made on the $oad/a)e -T$ Compatibility page affect -T$ pagesimported into @[email protected] and those e7ported from @@o. eeG#5 doc%mentsHimportinge9portingin the -elp for more information.

Font si7es"se these fields to define the respecti)e font si3es for the -T$ font si3eZ1U tofont si3eZ?U tags( if they are used in the -T$ pages. %any pages no longeruse these tags.'

'mport ! (se :3nglish "(%0$: locale for numbershen importing numbers from an -T$ page( the decimal and thousandsseparator characters differ according to the locale of the -T$ page. Theclipboard( howe)er( contains no information about the locale. ;f this option is notselected( numbers will be interpreted according to the5ang%age - 5ocalesettingin Tools > Options > )ang!age Settings > )ang!ages%see page 5'. ;f this

option is selected( numbers will be interpreted as for the Inglish %"+' locale.

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Fig%re Choosing G#5 compati&ilit6 options

'mport ! 'mport unknown 1TM& tags as fieldselect this option if you want tags that are not recogni3ed by @@o to be importedas fields. 9or an opening tag( an -T$R@! field will be created with the )alue ofthe tag name. 9or a closing tag( an -T$R@99 will be created. These fields willbe con)erted to tags in the -T$ e7port.

'mport ! 'gnore font settingselect this option to ha)e @@o ignore all font settings when importing. The fontsthat were defined in the -T$ #age tyle will be used.

3#portTo optimi3e the -T$ e7port( select a browser or -T$ standard from theExportbo7. ;f @[email protected] riter is selected( specific @[email protected] riterinstructions are e7ported.

3#port ! -pen-ffice.org 9asicelect this option to include @@o asic macros %scripts' when e7porting to -T$format. You must acti)ate this option &eforeyou create the @[email protected] asicmacroP otherwise the script will not be inserted. @[email protected] asic macrosmust be located in the header of the -T$ document. @nce you ha)e created themacro in the @[email protected] asic ;I( 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 > /!stoi0e > Events. ee Chapter 1* %etting tarted withacros' in the *etting !tartedguide for more information.

3#port ! )isplay warninghen the OpenOffice.org ,asicoption %see abo)e' is notselected( the Displa*warningoption becomes a)ailable. ;f the Displa* warningoption is selected(then when e7porting to -T$ a warning is shown that @[email protected] asicmacros will be lost.



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Fig%re , Choosing general options for Writer

(pdate fields and charts automaticallyYou may not want fields or charts to update automatically when you are wor6ing(because that slows down performance.

%ettings 6 Tab stopsThe #a& stopssetting specifies the distance the cursor tra)els for each press ofthe Tab 6ey. This setting is also used for the indent distance applied by the+ncrease +ndentand Decrease +ndentbuttons on the 9ormatting ar( whichaffect the indentation of entire paragraphs.

"sing the default tab stops to space out or indent material on a page is notrecommended. ;f you use the default tab inter)al and then send the document tosomeone who uses a different default tab inter)al( then your tabbed material willbe displayed using the other personGs default tab settings. ;n addition( anychanges 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 thechange.

To a)oid these unwanted changes( define your own tabs in paragraph styles orindi)idual paragraphs %see Nefining 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 %describedhere' and 9ormatting +ids %described below'.

;f the items on the @[email protected] 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 oryou see field codes instead of the te7t or numbers you are e7pecting.



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Fig%re Choosing ?iew options for Writer

Formatting 0ids optionsThe 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 blan6paragraphs or tabs are included or if any tables or graphics are too wide and intrudeinto the margins of the page.

@n the @[email protected] riter 9ormatting +ids page( select the reLuired options.

Fig%re Choosing Formatting >ids options

Note

irect cursor lets you enter te7t( images( tables( frames( and otherobMects in any blan6 area in your document. riter inserts blan6paragraphs and tabs to position the te7t or obMects.

This feature is incompatible with rigorous use of styles and can lead tomany formatting oddities( so it should be a)oided by professionalwriters.

Chapter 7 !etting %p Writer "


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comma:separated set of fonts that includes those suitable for indows(acintosh( $inu7( and other operating systems. These choices are particularlyimportant in -T$ documents.

;f the document is )iewed on a system that does not ha)e the first fontspecified( it will use one of the other fonts if that one is a)ailable. @therwise( itwill substitute a font that is a)ailable on the system.

Type the list of fonts( separated by commas( in the bo7es. ;f you want thesedefaults to apply to the current document only( select that option. The Defa!ltbutton resets the )alues on this page to the defaults installed with@[email protected].

Print options

@n the @[email protected] riter #rint page %9igure 51'( you can choose which itemsare printed with the document by default. These options are in addition to those onthe @[email protected] #rint page %9igure *2'.

Fig%re " Choosing Print options for Writer

ome considerations&

hen you are wor6ing on drafts and you want to sa)e printer in6 or toner( youmight want to deselect some of the items in the Contentssection.

The Print text in lac5selection causes color te7t %but not graphics' to printas blac6 on a color printerP on a blac6:and:white printer( this option causescolor te7t to print as solid blac6 instead of shades of grey %dithered'.

The Print text in lac5option has a different effect than the /onvert colorsto gre*scaleon the Options J OpenOffice.org J Printpage %9igure *2'( whichprints 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 chooseto print only left or right pages( then turn the stac6 o)er and print the otherpages.



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epending on how your printer eMects pages %face up or face down'( you mightneed to print the pages in re)erse order so they stac6 in the correct order asthey are printed.

Tip

You can o)erride any of these defaults when printing a document. Clic6File > Print( then clic6 the Optionsbutton on the #rint dialog bo7.

The #rinter @ptions dialog bo7 that appears is similar to the one shownin 9igure 51.

)efault table options

@n the @[email protected] riter Table page( you can specify the default beha)ior oftables.

Fig%re 7 Choosing defa%lt #a&le options

ome considerations&

;f most of your tables will reLuire borders or headings( select those options. ;fmost of your tables are used for page layout( deselect borders and headings.

;%m&er recognitioncan be )ery useful if most of your tables containnumerical dataP riter will recogni3e dates or currency( for e7ample( andformat the numbers appropriately. -owe)er( if you want the numbers toremain as ordinary te7t( this feature can be Luite irritating( so you will want todeselect it.

TheKe6&oard handlingsection specifies the distances that cells mo)e whenyou use 6eyboard shortcuts to mo)e them and the si3e of rows and columnsinserted using 6eyboard shortcuts.

The choices in the:eha'ior of rowscol%mnssection determine the effects thatchanges to rows or columns ha)e on adMacent rows or columns and the entiretable. You might need to test these selections to fully understand the effects.



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Change tracking options

;f you plan to use the change:trac6ing feature of riter( use the @[email protected] Changes page to choose the way inserted and deleted material is mar6ed(whether and how attribute changes are mar6ed( and whether and how change barsare mar6ed in the margins.

Fig%re 3 Choosing options for tracking changes

Compatibility options

o you need to import icrosoft ord documents into @@o riterD ;f so( you mightwant to select some or all of the settings on the @[email protected] riter Compatibilitypage. ;f you are not sure about the effects of these settings( lea)e them as thedefaults 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 howthe document is formatted for )iewing on screen. The line brea6s and paragraphbrea6s you see on screen match those that apply when the document is printed onthat printer.

This setting can be useful when se)eral people are re)iewing a document that wille)entually be printed on a specific printer or when the document is e7ported to#9 %a process that uses N+dobe #9O as the printer'.

;f this option is not selected( a printer:independent layout will be used for screendisplay and printing.



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0utoCaption options

o you want @@o to automatically insert captions for tables( pictures( frames( and@$I obMects that ha)e been inserted in a riter documentD

Note

You may not always want captions for e)ery table( for e7ample( if youuse tables for layout as well as for tables of data. You can always addcaptions to indi)idual tables( graphics( or other obMects %right:clic6 U/aption'.

;f you do want automatic captions on one or more obMect types&

1' Choose OpenOffice.org 'riter > !to/aptionon the @ptions dialog bo7.

2' @n the @[email protected] riter +utoCaption page( select the chec6 bo7 ne7t toan obMect you want to be automatically captioned %Pict!rein the e7ampleshown'.

*' ith the item highlighted( specify the characteristics of the caption. Thesupplied categories for captions are Drawing( +ll!stration( Tale( and Text.

-owe)er( you are not limited to the supplied categories. ;f you want to useanother name %for e7ample( Fig!re' for the caption label( type the reLuiredterm in the bo7. ;n the e7ample shown( ; ha)e added the category N9igureO tothe list.

+dditional information about numbering captions by chapter( character styles( framestyles( and other items on the +utoCaption page( is gi)en in later chapters in theWriter *%ide.

Fig%re !etting %p a new categor6 for a%tomatic captions on graphics



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Mail Merge 3!mail optionsYou can produce form letters using riter and then use the mail merge function topersonali3e those letters and send them to a number of addresses ta6en from a datasource( such as an address boo6. ail merged documents can be printed and mailed(or sent by e:mail.

"se the @[email protected] riter ail erge I:mail page to set up the user andser)er information for sending form letters by e:mail. ;f you are not sure whatinformation to put in any of the fields( consult your e:mail program or your ;nternetser)ice pro)ider.

Fig%re , !pecif6ing settings for %se when e-mailing mail-mergedform letters

Choosing options for 1TM& documents

You can configure @[email protected] to treat -T$ documents in riter differently thanregular documents.

1' ;f the @ptions dialog bo7 is not already open( clic6 Tools > Options.

2' Clic6 the e7pansion symbol %A sign or triangle' by @[email protected] riter/ebon the left:hand side of the @ptions @[email protected] dialog bo7. + list of pagesdrops down.

-ere you can customi3e settings related to printing( formatting aids( )iew options(table defaults( the grid( and a default bac6ground for -T$ documents youVrewor6ing with in riter.

Note

any of the options a)ailable under @ptions @[email protected]/eb are identical to the settings under @ptions @[email protected] but will only affect -T$ documents opened in riter. Thepre)ious sections contain detailed discussion on these options.



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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 otherdictionaries( be sure you are connected to the ;nternet( and then use Tools >)ang!age > 6ore Dictionaries Online. @@o will open your default web browser toa page containing lin6s to additional dictionaries that you can install. 9ollow theprompts 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 alldocuments 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 ettings $anguages page %9igure 5F'(change the 1ser interface@ 5ocale setting(Defa%lt c%rrenc6( andDefa%lt lang%ages

for doc%mentsas reLuired. ;n the e7ample( Inglish %"+' has been chosen for all theappropriate 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!rrentdoc!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 under5ang%age !ettings( asshown in 9igure 5. These pages %earching in ,apanese( +sian $ayout( and Comple7Te7t $ayout' are not discussed here.

Chapter 7 !etting %p Writer /


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Fig%re Choosing lang%age options

Fig%re / 89tra pages a'aila&le when enhanced lang%age s%pportoptions are selected

Choose spelling options

To choose the options for chec6ing spelling( choose )ang!age Settings > 'ritingids. ;n the Optionssection of the page( choose the settings that are useful for you.

ome considerations&

;f you do not want spelling chec6ed while you type( deselect /hec5 spellingas *o! t*pe.

;f you use a custom dictionary that includes words in all uppercase and wordswith numbers %for e7ample( +/E00'( select /hec5 !ppercase wordsand/hec5 words with n!ers.

/hec5 special regionsincludes headers( footers( frames( and tables whenchec6ing spelling.

-ere you can also chec6 which of the user:defined %custom' dictionaries are acti)e( oryou can add or remo)e dictionaries by clic6ing the -ewor Deletebuttons.

,0 OpenOffice.org 3.3 Writer *%ide


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Fig%re ,0 Choosing lang%ages@ dictionaries@ and options for checking spelling

Note

@[email protected] does not ha)e a grammar chec6er( but you can install agrammar chec6er e7tension such as $anguage Tool and access that toolfrom Tools > Spelling and raar. ee Chapter 1E for more aboutinstalling e7tensions.

Controlling Writer;s 0utoCorrect functions

ome people find some or all of the items in riterGs +utoCorrect feature annoyingbecause riter changes what you type when you do not want it changed. anypeople find some of the +utoCorrect functions Luite helpfulP if you do( then select therele)ant options. ut 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. %Youneed to ha)e a document open for this menu item to appear.' ;n riter( this dialogbo7 has fi)e tabs. any of the options are described in Chapter * %or6ing with Te7t'

in this boo6.

Chapter 7 !etting %p Writer ,"


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Fig%re ," #he >%toCorrect dialog &o9 in Writer@ showing the fi'e ta&s andsome of the choices on the Options ta&

,7 OpenOffice.org 3.3 Writer *%ide


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Chapter 3 Working with Text

,3


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'ntroduction

This chapter co)ers the basics of wor6ing with te7t in riter( the word:processingcomponent of @[email protected] %@@o'. ;t assumes that you are familiar with the use ofa mouse and 6eyboard and that you ha)e read about riterGs menus and toolbars andother topics co)ered in Chapter 1 %;ntroducing riter'.

e recommend that you also follow the suggestions in Chapter 2 %etting up riter'about displaying formatting aids( such as end:of:paragraph mar6s( and selectingother setup options.

hen you ha)e read this chapter( you should 6now how to&

elect( 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

efore you can do anything with te7t( you need to select it. electing te7t in riter issimilar 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' elect the first piece of te7t.

2' -old down the Control (Ctrl)6ey and use the mouse to select the ne7t piece ofte7t.

*'


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2 Open Styles andFormatting Window

Align Right 2 Numbering On/Off

Justified 22 Bullets On/Off

C Apply Style G Line Spaing! " 2C #erease $ndent

3 Align Left H Line Spaing! "%& 23 $nrease $ndent

4 'entered I Line Spaing! ( 24 )aragraph format dialog bo*

Fig%re , Formatting tool&ar@ showing icons for paragraph formatting

9igure HFshows 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 sodesired( you can also align the last line to the center of the paragraph area or Mustifyit so that spaces are inserted between the words in order to fill the whole line. ;n thecase where the last line consists of a single word( you can also ha)e this wordstretched to co)er the whole line. 9igure Hshows an e7ample of the effect obtainedwhen 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>lignmentpage of the Forat > Paragraphdialog bo7.



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(sing synonyms and the thesaurus

You can access a short list of synonyms from the conte7t menu&

1' elect a word or phrase( right:clic6( and point to S*non*son the pop:upmenu. + 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 orphrase in the document.

The thesaurus gi)es a more e7tensi)e list of alternati)e words and phrases. To usethe thesaurus&

1' elect a word or phrase( and then choose Tools > )ang!age > Thesa!r!s( orpress Control+F( or right:clic6 and choose Thesa!r!sfrom the pop:up menu.

2' ;n the dialog bo7( clic6 on a meaning to show alternati)e words and phrasesfor that meaning of the word.

9or e7ample( when gi)en the word ho%se( the thesaurus offers se)eralmeanings( including dwelling( legislat%re( sign of the


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To change the minimal number of characters for hyphenation( the minimum numberof characters before a line brea6( or the minimum number of characters after a linebrea6( select the item( and then clic6 the Editbutton in the @ptions section.

1yphenate without in/uirypecifies that you will ne)er be as6ed to manually hyphenate words that thehyphenation 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 enterhyphens.

1yphenate special regionspecifies that hyphenation will also be carried out in footnotes( headers( andfooters.

-yphenation options set on the riting +ids dialog bo7 are effecti)e only ifhyphenation is turned on through paragraph styles.

Choices on the riting +ids dialog bo7 for Characters &efore line &reakandCharacters after line &reako)erride settings in paragraph styles for Characters at

line endand Characters at line &egin.

Manual hyphenation

To manually hyphenate words( do notuse a normal hyphen( which will remain )isiblee)en if the word is no longer at the end of a line when you add or delete te7t orchange margins or font si3e. ;nstead( use a conditional h6phen( which is )isible onlywhen reLuired.

To insert a conditional hyphen inside a word( clic6 where you want the hyphen toappear and press Control+h6phen. The word will be hyphenated at this positionwhen it is at the end of the line( e)en if automatic hyphenation for this paragraph isswitched off.

(sing 0utoCorrect

riterGs +utoCorrect function has a long list of common misspellings and typingerrors( which it corrects automatically. 9or e7ample( NhteO will be changed to NtheO.

elect Tools > !to/orrect Optionsto open the +utoCorrect dialog bo7. There youcan define what strings of te7t are corrected and how. ;n most cases( the defaults arefine.

+utoCorrect is turned on when riter is installed. To turn it off( unchec6 Forat >

!to/orrect > 'hile T*ping.To stop riter replacing a specific spelling( go to the$eplacetab( highlight the wordpair( and clic6 Delete.

To add a new spelling to the list( type it into the Replaceand Withbo7es on the


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;f you do not want riter to con)ert a specific "Undo +nsertfrom the menu bar or press Control+Aimmediately after the formattinghas been applied.

You can also insert hyperlin6s using the !a)igator and the -yperlin6 dialog( and youcan modify all hyperlin6s using the -yperlin6 dialog( as described in this section.

Note

-yperlin6s between documents can be set as relati)e or absolute( usingthe Save U$)s relative tooption in Tools > Options > )oad9Save >eneral.


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TheF%rther settingssection in the bottom right part of the dialog bo7 is common toall the hyperlin6 types( although some choices are more rele)ant to some types oflin6s.

et the )alue of Fraeto determine how the hyperlin6 will open. This appliesto documents that open in a eb browser.

Forspecifies if the lin6 is to be presented as te7t or as a button.

Textspecifies the te7t that will be )isible to the user.

-aeis applicable to -T$ documents. ;t specifies te7t that will be added asa NAMEattribute in the -T$ code behind the hyperlin6.

Eventbutton& this button will be acti)ated to allow @@o to react to e)ents forwhich the user has written some code %macro'. This function is not co)ered inthis boo6.

3diting hyperlinks

To edit a hyperlin6( clic6 anywhere in the lin6 te7t and then open the -yperlin6dialog bo7 by clic6ing the 1*perlin5 icon on the tandard toolbar or choosing Edit> 1*perlin5from the menu bar. a6e your changes and clic6ppl*. ;f you need toedit se)eral hyperlin6s( you can lea)e the -yperlin6 dialog bo7 open until you ha)eedited all of them. e sure to clic6ppl*after each one. hen you are finished( clic6/lose.

The standard %default' beha)ior for acti)ating hyperlin6s within @@o is to useCtrl+click. This beha)ior can be changed in Tools > Options > OpenOffice.org >Sec!rit* > Options( by deselecting the option /trl;clic5 re@!ired to followh*perlin5s. ;f clic6ing in your lin6s acti)ates them( chec6 that page to see if theoption has been deselected.

To change the color of hyperlin6s( go to Tools > Options > OpenOffice.org >

ppearance( scroll to 1n'isited linksand/or ?isited links( select those options( pic6the new colors and clic6 O


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Chapter 4 Foratting !age"

1sing Page !t6les@ #a&les@ Frames@ Col%mns@and !ections

"03


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Fig%re "0 ;ame the new st6le and set the ne9t page st6le to 5andscape

E' @n thePagepage of the #age tyle dialog bo7( set the Orientationto)andscape. The width and height attributes of the page will automaticallychange.

Fig%re "0/ !et orientation and margins for a landscape page

5' Change the margins so that they correspond with the margins of the portraitpage. That is( the portrait top margin becomes the landscape left margin( andso on. Clic6 O


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Fig%re ""3 Defining the n%m&er of col%mns on a page

2' ;n the !ettingsarea( choose the number of columns and specify any spacingbetween the columns and whether you want a )ertical separator line to appearbetween 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 theright of the !ettingsarea( shows how the column layout will loo6.

*' !otice the>ppl6 tobo7 on the right:hand side of the dialog bo7. ;n this case(the changes are being applied to theDefa%ltpage style.

E' Clic6 O


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!ormatting separator lines

To display separator lines between the columns&

1' Iighteen separator line options e7ist& !one or )arious lines of thic6nessesranging from 0.05 to pt. 9rom the5inedrop:down list in the !eparator linearea( select the type of line that you want. %1 pt Z 1 point Z 1/12 pica Z 1/?2inch Z 12?/*H0 mm Z 0.*52? mm.'

2' The default format is for the separator lines to ha)e the same height as thecolumns. ;f you want the separator lines to be shorter than the columns( usetheGeightbo7 to enter the height of the separator lines as a percentage of theheight of the columns. 9or e7ample( if you enter J( the separator lines willbe half as high as the columns.

*' ;f you entered a height of less than 100( use thePositiondrop:down list toselect a )ertical alignment for the separator lines. The )ertical:positioningoptions are& Top( /entered( or ,otto.

*everting to a singlecolumn layout

To re)ert to a single:column layout for the page style( go to the !ettingsarea andeither reset the number in the Col%mnsbo7to 2or clic6 the single:column layouticon.

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 pageto ha)e two or more columns. 9or e7ample( you might ha)e a page:width headlineo)er a three:column news story.

You can create columns and then type or paste te7t into them( or you can select somee7isting te7t and change the number of columns for displaying it.

hen you select te7t and change the number of columns for that te7t( riter turnsthe selected te7t into a section( as described in N"sing sections for page layoutO onpage 12*.

9igure 11Eshows the Columns dialog bo7 for a selection. The>ppl6 tobo7 on theright:hand side has Selectionhighlighted and an e7tra option %Evenl* distri!tecontents to all col!ns' appears in the upper left:hand part of the dialog bo7.

TipYou cannot select te7t on a two:column page and change it to a singlecolumn using this method. ;nstead( you need to define a single:columnpage and then select the te7t you want to be in a two:column section.

Chapter Formatting Pages ""3


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To distribute te7t e)enly( select the Evenl* distri!te contents to all col!nsoption in the !ettingsarea. eselect this option if you want to distribute te7tnewspaper:style.

Tip

Choose%iew > -onprinting /haracters%or press Ctrl+F"0' todisplay end of paragraph mar6ers %2'. @ften( une7pected beha)ior of

columns is due to e7tra paragraphs that are normally in)isible to theuser but are ta6ing up space.

(sing frames for page layout

9rames can be )ery useful when producing a newsletter or other layout:intensi)edocuments. 9rames can contain te7t( tables( multiple columns( pictures( and otherobMects.

"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 thecontents flow between them as you edit the te7t.

rap te7t around an obMect( such as a photograph.

ecause @[email protected] does not allow you to define page styles with recurringframes( con

Documents

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