OpenOffice 2.x User Guide
OpenOffice.org User Guide
for Version 2.x
[OpenOffice.org User Guide for 2.x]
[0.2]
First edition: [2005-04-11]
First English edition: [2005-04-11]
Copyright and trademark information
The contents of this Documentation are subject to the Public Documentation License, Version
1.0 (the "License"); you may only use this Documentation if you comply with the terms of
this License. A copy of the License is available at:
http://www.openoffice.org/licenses/PDL.rtf.
The Original Documentation is “OpenOffice.org User Guide for Version 2.x”.
Contributor(s): G. Roderick Singleton.
Portions created by G. Roderick Singleton are Copyright © 2005, 2006. All Rights Reserved.
All trademarks within this guide belong to legitimate owners.
[Note: a copy of the PDL is included in this template and is also available at:
http://www.openoffice.org/licenses/PDL.rtf.]
Feedback
Please direct any comments or suggestions about this document to:
grsingleton@openoffice.org
Acknowledgements
I wish to recognize the Technical Writers of Sun Microsystems for the fine model they have
provided for organizing this document. I also wish to thank Erwin Tenhumberg for his blog,
Mary Ellen Dawley for her indexing effort, Ross Johnson for his editing/correctionsand
manitoban for the docking text in chapter 2.
Modifications and updates
Version Date Description of Change
[0.9] [2005-11-11] [grs: 9th draft issued for comment – switched to master doc,
stewart's amendments and added a chapter on XML usage
(flat file)]
[0.10] [2005-11-11] [grs: 10th draft issued for comment – fix page numbering
[0.11] [2006-01-31] [grs:11th draft issued for comment – updated index
[0.12a] [2006-02-20] [rj: 12th draft issued for comment – corrections for 2.0 to
replace 1.1.x references
[0.13] [2006-02-21] [grs 13th draft issued for comment – integrated Ross Johnson's
changes and edited for consistent grammar.
[0.14] [2006-03-02] [grs:14th draft issued for comment – document layout to be
more bookish
[0.15] [2006-04-10] [grs:15th draft issued for comment – Added POSTNET section
[0.16] [2006-06-19] [grs:16th draft issued for comment – Added file recovery info
to Troubleshooting chapter
[0.17] [2006-06-27] [grs:17th draft issued for comment – Corrected Overview
[0.18a] [2006-07-19] [grs:18ath draft issued for comment – updated concordance
file section and added JMF section to Chapter 14 and wps
how-to.
[0.19] [2006-07-31] [grs:19th draft issued for comment – Added new export PDF
feature
[0.20] [2006-08-16] [grs:20th draft issued for comment – Fixed many legacy terms
and added language/writing aids and comment on style
painter
[0.21] [2006-10-18] [grs:21st draft issued for comment – Integrated ztyx and
walteram updates to chapters 3, 4 and 10
[0.22] 2007-03-06 [grs:22
keyboard shortcuts to Chapter 5 – Impress and minor
changes.
[0.23] [2007-04-09] [grs:23rd draft issued for comment — Fixed pagnination errors
nd
draft issued for comment — added more info on
Contents
Overview................................................................................................... ........................1
Using the Guide...........................................................................................................................1
Important Features with 2.x.......................................................................... ..................3
Open Standards XML File Format (OASIS OpenDocument)....................................................3
New Multi-pane View.................................................................................................................3
New CustomShapes (compatible with Microsoft AutoShapes) ..................................................3
More Slide Transitions and Animation Effects...........................................................................3
Enhanced PDF Export.................................................................................................................3
New enhanced Database Features...............................................................................................5
Mail Merge Wizard.....................................................................................................................5
Enhanced Word Count Feature ...................................................................................................5
Support for Nested Tables...........................................................................................................5
Digital Signatures Support ..........................................................................................................5
XForms Support..........................................................................................................................5
WordPerfect® Filters..................................................................................................................6
Calc now has 65,536 Rows.........................................................................................................6
Enhanced DataPilot Support.......................................................................................................6
Native Installers..........................................................................................................................6
Native Desktop Integration.........................................................................................................6
Floating Toolbars........................................................................................................................6
Style Paint Brush.........................................................................................................................6
Quickstarter for *NIX Operating Systems..................................................................................7
Multiple Language Support .........................................................................................................7
New Charting Module.................................................................................................................7
Chapter 1: Using OpenOffice.org Help..........................................................................9
OpenOffice.org Step-by-Step Help.............................................................................................9
Tips............................................................................................................................................10
Turning tips on and off.........................................................................................................10
Extended Tips.......................................................................................................................10
Turning extended tips on and off.....................................................................................10
OpenOffice.org User Guide for 2.x i
Help Agent................................................................................................................................10
Turning the Help Agent on and off......................................................................................11
Chapter 2: Working With OpenOffice.org............................................................... ....13
The User Interface................................................................................................................13
Starting OpenOffice.org.......................................................................................................13
The OpenOffice.org Writer Window...................................................................................14
Toolbars in the OpenOffice.org Window.............................................................................14
The Title Bar....................................................................................................................14
The Menu Bar..................................................................................................................15
The Toolbars....................................................................................................................15
Examples of Floating Toolbars........................................................................................16
Using Floating Toolbars..................................................................................................17
The document window....................................................................................................17
Docking toolbars..............................................................................................................17
Docking windows............................................................................................................18
Changing the Visibility of Buttons on Toolbars..............................................................18
Opening and Saving Documents ...............................................................................................19
Opening Documents.............................................................................................................19
Saving Documents....................................................................................................................22
Changing the Work Directory..............................................................................................23
Saving Documents Automatically........................................................................................23
Backup a File Automatically...........................................................................................23
Saving Recovery Information Automatically Every 'n' Minutes.....................................23
OpenOffice.org File Formats....................................................................................................24
XML file format names........................................................................................................24
OpenOffice.org XML file structure......................................................................................25
Definition of the XML formats............................................................................................26
Setting Tabstops...................................................................................................................26
Sending Documents as E-Mail ..................................................................................................27
Single Messages...................................................................................................................27
MailMerge............................................................................................................................27
Printing Documents...................................................................................................................28
OpenOffice.org User Guide for 2.x ii
Displaying Print Previews....................................................................................................29
Reduced Printing of Documents...........................................................................................30
To print two pages beside one another on one sheet of paper.........................................30
Printing in Black and White .................................................................................................30
Printing text and graphics in black and white ..................................................................30
Printing all Draw and Impress documents in black and white ........................................30
Printing only text in black and white ...............................................................................31
Printing all Writer documents with black and white text ............................................31
Printing the current Writer document with black and white text ................................31
Printing Brochures................................................................................................................31
Spellcheck.................................................................................................................................32
Automatic Spellcheck ...........................................................................................................32
Checking Multilingual Texts................................................................................................33
Starting Spellcheck ...............................................................................................................34
Excluding Text From the Spellcheck ..............................................................................35
Adding Writing Aids for Other Languages...............................................................................35
Getting New Writing Aids....................................................................................................35
Using Automatic Functions.......................................................................................................40
Using AutoCorrect and AutoFormat .........................................................................................40
Turning off URL Recognition by AutoCorrect ....................................................................42
Undo URL recognition ....................................................................................................42
Turn off URL recognition ................................................................................................42
Other AutoCorrect functions ................................................................................................42
Creating a Letter Template With the Wizard............................................................................44
Find & Replace.........................................................................................................................45
Finding a Word in Text........................................................................................................45
Searching for Whole Words Only........................................................................................46
Match Case......................................................................................................................46
Searching for Text With Wildcards.................................................................................46
Searching Backward........................................................................................................47
Current Selection Only....................................................................................................47
Searching for Styles.........................................................................................................47
OpenOffice.org User Guide for 2.x iii
Searching for Text Attributes..........................................................................................47
Searching for Special Formats ........................................................................................48
Similarity Search.............................................................................................................48
List of Regular Expressions..................................................................................................48
Digital Signatures and Printing or Exporting Documents .........................................................51
Only “open password”, no restriction..................................................................................53
“open password”, restricted..................................................................................................53
Permission restricted only....................................................................................................53
PDF without restriction (Default behaviour)........................................................................53
Permissions available................................................................................................................53
Printing.................................................................................................................................53
Changes................................................................................................................................53
Enable copy..........................................................................................................................54
Enable accessibility..............................................................................................................54
Programming PDF Security in Macros ...............................................................................54
Chapter 3: Managing Text Documents With Writer ..................................................57
The OpenOffice.org Writer Functions......................................................................................57
Writing..................................................................................................................................57
Designing and Structuring....................................................................................................57
Desktop Publishing with OpenOffice.org Writer.................................................................58
Calculations..........................................................................................................................58
Creating Drawings................................................................................................................58
Inserting Graphics................................................................................................................58
Customizable Program Interface..........................................................................................58
Drag&Drop...........................................................................................................................58
Extensive Help Functions.....................................................................................................58
The OpenOffice.org Writer Window........................................................................................59
Windows® of OpenOffice.org Writer..................................................................................59
Entering and Formatting Text ...................................................................................................60
Entering New Text...............................................................................................................60
To enter new text:............................................................................................................60
Line breaks.......................................................................................................................60
OpenOffice.org User Guide for 2.x iv
Automatic correction.......................................................................................................60
Word completion.............................................................................................................60
Inserting Text........................................................................................................................60
Switching Between Insert Mode and Overwrite Mode........................................................61
Using the keyboard:.........................................................................................................61
Using the mouse:.............................................................................................................61
Entering Text Anywhere on a Page......................................................................................61
Selecting and Deleting Text .................................................................................................62
Deleting characters..........................................................................................................62
Deleting text.....................................................................................................................62
Selecting text to delete with the mouse.......................................................................62
Selecting text to delete with the keyboard..................................................................62
Deleting non-adjacent pieces of text...........................................................................62
Status bar uses..................................................................................................................63
Setting the Viewing Zoom Factor...............................................................................63
Editing or Activating Hyperlinks ................................................................................63
Applying Various Fonts ......................................................................................................63
Keyboard Navigating and Selection in Writer.....................................................................64
Inserting Special Characters .................................................................................................64
Inserting Protected Spaces, Hyphens and Conditional Separators .......................................65
Non-breaking spaces........................................................................................................65
Non-breaking hyphen......................................................................................................65
Hyphen, em-dash and en-dash .........................................................................................65
Manual Hyphenation.......................................................................................................65
Emphasizing Text.................................................................................................................66
Changing the colour of Text .................................................................................................66
Rotating Text........................................................................................................................66
Defining Borders..................................................................................................................67
Choose Format from the menu bar, Borders tab page.....................................................67
Use the Borders floating toolbar with Tables ..................................................................69
Superscripts and Subscripts..................................................................................................71
Applying subscripts/superscripts retrospectively............................................................72
OpenOffice.org User Guide for 2.x v
Writing in Uppercase or Lowercase .....................................................................................72
Moving Text Sections in Documents...................................................................................72
Resetting Font Attributes While Typing..............................................................................73
Example procedure for resetting Font Attributes ............................................................73
Quick Formatting Using the Adjacent Paragraph Format....................................................73
Using Sections......................................................................................................................73
Sections and Columns..........................................................................................................75
Inserting Sections.................................................................................................................75
Editing Sections....................................................................................................................75
Formatting Text With and Without Styles................................................................................76
Direct Formatting or Formatting With Styles......................................................................76
The Style Concept in OpenOffice.org.......................................................................................77
The Styles in the Styles and Formatting Window................................................................77
Paragraph Styles...................................................................................................................77
Paragraph Style.....................................................................................................................78
Character Styles....................................................................................................................80
Hierarchical Styles................................................................................................................80
Numbering Styles ................................................................................................................81
Creating New Character Styles or Paragraph Styles............................................................81
Creating Document Templates .............................................................................................82
The Advantages of the Styles and Formatting Window.......................................................83
Formatting Multiple Paragraphs...........................................................................................83
Changing a Style the Easy Way...........................................................................................83
Page Styles and Page Numbers............................................................................................84
Create Page Styles...........................................................................................................84
Editing Page Styles..........................................................................................................88
Page Breaks as Paragraph Formats..................................................................................88
Changing the Format of Page Numbers...........................................................................89
Page Styles Summary......................................................................................................91
Defining default Templates.......................................................................................................92
Templates and Styles.................................................................................................................93
Copying Styles Between Templates and Documents...........................................................93
OpenOffice.org User Guide for 2.x vi
New Style from Selection.....................................................................................................94
Transferring Formats With Fill Format Mode ......................................................................94
Updating Styles From Selections.........................................................................................94
This is how to update a Style:..........................................................................................94
Style can also be updated by using drag and drop:..........................................................95
Entering and Formatting Text Automatically .......................................................................95
Disabling the AutoCorrect Function ................................................................................95
ASCII Quotation marks are replaced with Custom Quotes .............................................95
Sentences always begin with a capital letter ....................................................................95
Three identical characters will become a whole line.......................................................96
Automatic Spellcheck ...............................................................................................................96
To exclude words from Spellcheck ......................................................................................96
Using AutoText .........................................................................................................................97
Defining AutoText ................................................................................................................98
Using AutoText in Networks ................................................................................................99
Printing AutoTexts...............................................................................................................99
AutoText With AutoComplete ................................................................................................100
Exceptions in AutoCorrect .................................................................................................100
Example.........................................................................................................................100
Text Frames.............................................................................................................................101
Inserting, Editing and Linking Text Frames.......................................................................101
Inserting Text Frames....................................................................................................101
Editing Text Frames......................................................................................................102
Linking Text Frames......................................................................................................102
Using Text Animation .............................................................................................................104
Drawing Lines in Text ............................................................................................................107
Editing Text With FontWork ..................................................................................................108
Aligning Text With Lines.......................................................................................................110
Aligning text on a free form line........................................................................................110
Aligning text with straight lines..............................................................................................110
The Navigator..........................................................................................................................111
Jumping From One Object to Another in Text...................................................................111
OpenOffice.org User Guide for 2.x vii
Jumping to a Specific Page.................................................................................................112
Chapters in Navigator.........................................................................................................113
Indexes and Tables of Contents in Writer...............................................................................114
Defining Index/Table of Contents Entries..........................................................................114
Editing or Deleting Index and Table Entries......................................................................115
Creating a Table of Contents..............................................................................................116
Creating Alphabetical Indexes...........................................................................................117
Creating User-Defined Indexes..........................................................................................117
Using a Concordance File ..................................................................................................119
Preparation.....................................................................................................................119
Entering Data.................................................................................................................119
Example file...................................................................................................................120
Creating Bibliographies......................................................................................................122
Updating, Editing and Deleting Indexes and Tables of Contents ......................................123
Editing the Format of an Index/Table of Contents.............................................................123
Indexes Covering Multiple Documents..............................................................................124
Headings and Numbering........................................................................................................125
Numbering and Numbering Styles.....................................................................................125
Turning Bullets On and Off................................................................................................125
Turning Numbering On and Off.........................................................................................126
Example numbered list with sublevels:.........................................................................127
Outline Numbering.............................................................................................................127
Automatic Bullets and Numbering.....................................................................................128
Numbering Illustrations by Chapters..................................................................................129
Defining Number Ranges...................................................................................................129
Using Master Documents and Subdocuments.........................................................................131
Importing Lists From Other Text Programs............................................................................136
Changing Numbering via the Keyboard.............................................................................136
Interrupting and Continuing Numbering.................................................................................137
Delete the automatic numbering .........................................................................................137
Formatting the paragraph...................................................................................................137
Continuing numbering with a new starting value...............................................................137
OpenOffice.org User Guide for 2.x viii
Numbering Lines.....................................................................................................................138
Line Numbering for All Paragraphs...................................................................................138
Line Numbering for Particular Paragraphs.........................................................................138
Tables in Text..........................................................................................................................139
Inserting Tables..................................................................................................................139
Inserting an empty table using the mouse:....................................................................139
Inserting an empty table via the Insert menu or floating toolbar:..................................139
Inserting a single row table by typing ++... or ||............................................................139
Inserting from OpenOffice.org Calc with the clipboard................................................139
Inserting from OpenOffice.org Calc using drag-and-drop............................................140
Deleting Tables...................................................................................................................140
Inserting Paragraphs Before Tables at Start of Page..........................................................141
Resize columns, rows, and cells....................................................................................141
Table AutoFormat..........................................................................................................141
Table properties in general............................................................................................141
Calculating in Text Documents...............................................................................................143
Formulae in Text Documents.............................................................................................143
Formula Options............................................................................................................143
Basic Calculation Functions......................................................................................143
Basic Functions in the Submenu...............................................................................143
Operators...................................................................................................................143
Statistical Functions..................................................................................................144
Trigonometric Functions ..........................................................................................144
More Defined Values................................................................................................145
Calculating in Text.............................................................................................................145
Calculating With formulae Located in Text .......................................................................146
Conditional Text.................................................................................................................147
Defining and using conditional text – by example ........................................................147
Defining a conditional variable .................................................................................147
Type “Reminder” in the document, and then add space................................................147
Defining a condition and the conditional text: ..........................................................148
Displaying the conditional text: .....................................................................................149
OpenOffice.org User Guide for 2.x ix
Calculating in Text Document Tables................................................................................150
Calculating Across Multiple Tables...................................................................................151
Calculating Cell Totals in Tables .......................................................................................152
Merging and Splitting Cells ................................................................................................152
Merging Cells in OpenOffice.org Writer.......................................................................152
Splitting Cells in OpenOffice.org Writer.......................................................................152
Merging Cells in OpenOffice.org Calc OLE Objects....................................................152
Cancelling the merging of cells in OpenOffice.org Calc OLE Objects........................152
Inserting or Deleting Rows/Columns Using the Keyboard ................................................153
Repeating Multiple Heading Rows in a Table...................................................................153
Enlarging and Reducing Cells in Text Tables....................................................................153
Adapting Table Widths.......................................................................................................154
Images, Drawings, Clipart and FontWork ..............................................................................156
Positioning Objects.............................................................................................................156
Captions and Number Ranges ............................................................................................157
Defining Captions ..........................................................................................................157
Editing or deleting captions ...........................................................................................157
Inserting an object in a number range............................................................................157
Numbering Illustrations by Chapters..................................................................................158
Inserting Graphics..............................................................................................................158
Inserting Graphics via dialogue.....................................................................................158
Inserting Graphics From OpenOffice.org Draw or Impress..........................................159
Inserting Graphics via Drag and Drop From the Gallery ..............................................159
Adding Graphics To the Gallery via Drag and Drop.....................................................160
Inserting Graphics With a Scanner................................................................................160
Inserting a Chart From OpenOffice.org Calc.....................................................................160
Dragging and Dropping the Chart with Move or Copy.................................................160
Charts with Linked Data................................................................................................161
Inserting Decorative Horizontal Lines...............................................................................161
Headers, Footers and Footnotes..............................................................................................162
Some Notes Concerning Headers and Footers ...................................................................162
Inserting Page Numbers in Footers....................................................................................162
OpenOffice.org User Guide for 2.x x
Formatting Headers and Footers ........................................................................................165
Defining Different Headers ................................................................................................165
Inserting Page Numbers of Continuation Pages.................................................................165
Inserting Lines Under Headers ...........................................................................................166
Footnotes and Endnotes......................................................................................................167
Inserting and Editing Footnotes..........................................................................................168
Inserting a footnote via an icon.....................................................................................168
Inserting a footnote via a dialogue.................................................................................168
Tips for Working with Footnotes..................................................................................169
Spacing Between Footnotes...............................................................................................169
Spellcheck , Dictionaries, Hyphenation ...................................................................................170
Controlling Spellcheck via the dialogue .............................................................................170
Automatic Spellcheck .........................................................................................................171
To exclude words from the Spellcheck : ........................................................................172
Removing Words From User-Defined Dictionaries ...........................................................172
Hyphenation.......................................................................................................................172
Automatic hyphenation..................................................................................................172
Manual Hyphenation.....................................................................................................173
Thesaurus............................................................................................................................174
Form Letters, Business Cards and Labels...............................................................................176
Creating Form Letters.........................................................................................................176
Brief Instructions (For Quick Results)..........................................................................176
Fixed and Variable Fields..............................................................................................176
Creating and Printing Labels and Business Cards ..............................................................178
Designing Business Cards via dialogue.........................................................................178
Designing Labels and Business Cards ...........................................................................179
Printing Labels With Serial Numbers ............................................................................179
Printing Address Labels .................................................................................................180
Avoiding Blank Paragraphs................................................................................................181
Newsletters..............................................................................................................................183
Creating a Newsletter From a Template.............................................................................184
Creating Page Styles......................................................................................................184
OpenOffice.org User Guide for 2.x xi
Editing Headers .............................................................................................................184
Editing Columns............................................................................................................184
Editing Paragraph Styles................................................................................................185
Working with Frames....................................................................................................186
Formatting a Frame .......................................................................................................186
Anchoring Frames.........................................................................................................186
Defining a Frame Wrap ................................................................................................186
Defining a Wrap Region ....................................................................................................187
Using coloured or Graphic Backgrounds ..........................................................................188
Creating a Table of Contents .............................................................................................188
Further Information............................................................................................................191
Using Automatic Hyphenation ......................................................................................191
Letters With Envelopes...........................................................................................................192
Using a Ready-Made Letter Template...............................................................................192
Creating a Letter Template Using the Wizard....................................................................192
Creating an Envelope Template.........................................................................................193
Inserting an Envelope into a Document.........................................................................194
Adjusting the Printer for the Printout ...........................................................................195
Creating and Printing a Letter With an Envelope..............................................................195
Creating an Single Envelope..............................................................................................195
Adding a POSTNET Bar Code to an Envelope..................................................................196
Get a POSTNET font.....................................................................................................196
Building a Complete POSTNET Bar Code for Printing................................................196
Adding More Languages to OpenOffice.org..........................................................................197
Setting Text Language ........................................................................................................197
Adding More Text Languages............................................................................................198
Setting UI Language ...........................................................................................................200
Adding Multiple Language Support using Language Packs ...................................................200
Chapter 4: Spreadsheets in Calc..................................................... ............................203
Overview of the Functions in Calc..........................................................................................203
Calculating..........................................................................................................................203
Database Functions.............................................................................................................203
OpenOffice.org User Guide for 2.x xii
Arranging Data...................................................................................................................203
Examining and Extrapolating Data ....................................................................................203
What-If Calculations..........................................................................................................203
Dynamic Charts..................................................................................................................204
Importing and Exporting Data............................................................................................204
Importing into Calc........................................................................................................204
Exporting from Calc......................................................................................................205
Referencing Data in Networks and the Internet.................................................................205
The Calc Window ..................................................................................................................206
Structure of a Spreadsheet..................................................................................................206
Rows and Columns.............................................................................................................207
Multiple Sheets in a Document..........................................................................................208
Inserting Sheets..............................................................................................................208
Renaming Sheets...........................................................................................................208
Values and Formulae as Cell Contents...................................................................................210
Calculating in Spreadsheets................................................................................................210
Using Built-in Functions....................................................................................................212
A Short Description of What Cells Can Contain................................................................213
Text.....................................................................................................................................213
Numbers.............................................................................................................................215
Calculating With formulae......................................................................................................218
Calculating With Dates and Times.........................................................................................219
Inserting and Editing Notes................................................................................................220
Handling Multiple Sheets........................................................................................................221
Displaying Multiple Sheets................................................................................................221
Working With Multiple Sheets...........................................................................................221
Printing Spreadsheets.........................................................................................................222
Formatting a Spreadsheet........................................................................................................223
Formating Numbers............................................................................................................223
Dates..............................................................................................................................223
Formatting Cells and Sheets...............................................................................................224
Using AutoFormat for Tables .............................................................................................224
OpenOffice.org User Guide for 2.x xiii
Layout of Spreadsheets...........................................................................................................225
Designing Spreadsheets Clearly.........................................................................................225
Formatting Text in a Spreadsheet.......................................................................................226
Formatting Numbers in a Spreadsheet...............................................................................226
Formatting Borders and Backgrounds for Cells and Pages ................................................226
Addressing Cells.....................................................................................................................227
Addresses and References, Absolute and Relative.............................................................227
Relative Addressing.......................................................................................................227
Absolute Addressing .....................................................................................................227
When to Use Relative and Absolute References...........................................................227
Addressing by Name..........................................................................................................229
Recognizing Names as Addressing....................................................................................229
Only Copy Visible Cells .....................................................................................................230
Referencing a Cell in Another Document..........................................................................231
Using References in formulae.................................................................................................232
References to Other Sheets.................................................................................................233
Using Charts............................................................................................................................235
Editing Chart Titles ............................................................................................................238
Editing Chart Legends........................................................................................................238
Adding Texture to Chart Bars ............................................................................................239
Editing Chart Axis..............................................................................................................239
Database Functions in Calc.....................................................................................................240
Defining Database Ranges.................................................................................................240
Creating Records in a Spreadsheet.....................................................................................240
Defining Database Ranges.................................................................................................242
Sorting Database Ranges....................................................................................................242
Filtering Database Ranges..................................................................................................243
Grouping Database Ranges and Calculating Subtotals......................................................245
Transferring Data From a Data Source to a Spreadsheet ...................................................246
Opening a Database File in Calc ...................................................................................246
Evaluating Data With Calc......................................................................................................249
DataPilot.............................................................................................................................249
OpenOffice.org User Guide for 2.x xiv
What use is the DataPilot?..................................................................................................250
Creating DataPilot Tables...................................................................................................250
Selecting DataPilot Output Ranges....................................................................................252
Editing DataPilot Tables.....................................................................................................252
Filtering DataPilot Tables...................................................................................................252
Updating DataPilot Tables.................................................................................................252
Deleting DataPilot Tables...................................................................................................252
Consolidating Data..................................................................................................................253
Applying Goal Seek................................................................................................................255
Naming Cells......................................................................................................................255
Start Goal Seek...................................................................................................................256
Applying Multiple Operations............................................................................................256
Multiple Operations in Columns or Rows.....................................................................256
Examples........................................................................................................................256
Calculating With One Formula and One Variable........................................................257
Calculating with Several formulae Simultaneously......................................................257
Multiple Operations Across Rows and Columns...............................................................257
Calculating with Two Variables....................................................................................258
Using Scenarios.......................................................................................................................259
Using Ready-Made Scenarios............................................................................................259
Creating Personal Scenarios...............................................................................................259
Validity of Cell Contents........................................................................................................261
Using Cell Contents Validity..............................................................................................261
Sample macro:....................................................................................................................263
Printing or Exporting Spreadsheets.........................................................................................264
Printing Sheet Details.........................................................................................................264
Defining Number of Pages for Printing..............................................................................264
Printing Sheets in Landscape Format.................................................................................265
Printing Rows or Columns on Every Page.........................................................................265
Saving and Opening Sheets in HTML....................................................................................267
Saving Sheets in HTML.....................................................................................................267
Opening Sheets in HTML..................................................................................................267
OpenOffice.org User Guide for 2.x xv
formulae and Values as CSV Files..........................................................................................268
Exporting formulae and Values as CSV Files....................................................................268
Importing a CSV File.........................................................................................................268
AutoFill...................................................................................................................................270
Applying Sort Lists.............................................................................................................270
Automatic Row Filling.......................................................................................................270
Protecting Sheets................................................................................................................271
Creating a Reference..........................................................................................................272
Further Information............................................................................................................272
Inserting a note ..................................................................................................................273
Inserting a sheet into another document ............................................................................273
Displaying formulae ..........................................................................................................273
Using print ranges ..............................................................................................................273
Freezing Columns...............................................................................................................273
Splitting a Calc Window....................................................................................................273
Conditional Formatting......................................................................................................273
Defining Validity................................................................................................................275
Creating Input Help............................................................................................................275
Linking Sheet Information.................................................................................................276
Chapter 5: Creating Presentations With Impress......................................................277
OpenOffice.org Impress Toolbars and Windows®.................................................................278
How to Create a Basic Presentation........................................................................................279
Creating a Presentation With the Wizard...........................................................................279
Creating a Simple Presentation Without the Wizard..........................................................284
Switching Presentation Views............................................................................................285
Arranging Slides.................................................................................................................286
Incorporating Slide Show Effects.......................................................................................287
In-Slide Effects..............................................................................................................287
Showing a Presentation......................................................................................................287
Editing Presentations...............................................................................................................288
Defining Background colours .............................................................................................288
Switching Page Styles........................................................................................................289
OpenOffice.org User Guide for 2.x xvi
Presentation Styles..............................................................................................................289
Using Outline View.................................................................................................................290
Slide Transitions, Effects and Animation...............................................................................291
Automatic Slide Transition.................................................................................................291
Effects for Objects..............................................................................................................291
Selecting Hidden Objects...................................................................................................292
Individual Presentations.....................................................................................................292
Exporting, Printing and Presenting.........................................................................................294
Printing a Presentation Slide..............................................................................................294
Exporting Presentations as Web Pages...............................................................................295
Exchanging Data via the Clipboard....................................................................................296
Creating a Business Report.....................................................................................................297
Creating a Business Report in Presentation Form..............................................................297
Entering Text in the Outline View.....................................................................................298
Changing the Slide Layout.................................................................................................298
Designing Slides.................................................................................................................298
Creating a Slide Show.............................................................................................................300
Defining or Changing Slide Order.....................................................................................300
Creating Cross-Fade Effects ..............................................................................................300
Starting Presentations ........................................................................................................300
Working with Connectors.......................................................................................................302
"Edge to Edge” Connectors................................................................................................302
"Middle to Middle” Connectors.........................................................................................303
Editing Connectors.............................................................................................................303
Using a Snap Grid .............................................................................................................303
Editing Glue Points ............................................................................................................304
Hints and Tips for a Successful Presentation..........................................................................305
Using the Mouse as a Pointer.............................................................................................305
Changing Bullet Symbols in Outline View........................................................................305
Inserting, Deleting and Renaming Slides ...........................................................................305
Creating and Printing Handouts.........................................................................................306
Organizing and Printing Notes...........................................................................................306
OpenOffice.org User Guide for 2.x xvii
Using the Navigator............................................................................................................307
Edit Jump Targets...............................................................................................................307
Modifying Object Size.......................................................................................................307
Creating Additional Objects ..............................................................................................307
Changing Font and Font Size ............................................................................................307
Modifying colours .............................................................................................................307
Keyboard Navigating and Selection in Impress.................................................................308
Chapter 6: Creating Drawings with Draw ................................................................ ..309
OpenOffice.org Draw Functions.............................................................................................309
Creating and Publishing Vector Graphics ..........................................................................309
Creating 3D Objects...........................................................................................................309
Manage Organization Charts ..............................................................................................309
Drawing..............................................................................................................................309
Export.................................................................................................................................310
Construct.............................................................................................................................310
Integrate..............................................................................................................................310
The OpenOffice.org Draw Window........................................................................................311
Toolbars and Windows® in OpenOffice.org Draw............................................................311
Drawing Rectangles and Ellipses and Entering Text .........................................................312
Rotating and Resizing Objects ...........................................................................................314
Arranging and Aligning Objects .............................................................................................315
Arranging Objects..............................................................................................................315
Aligning Objects.................................................................................................................315
Drawing Sectors and Segments ..........................................................................................316
Entering Text......................................................................................................................317
Normal Text........................................................................................................................317
Fitting Text to Frames........................................................................................................317
Callouts...............................................................................................................................318
Converting Text Into 3D....................................................................................................318
Drawing, Editing and Converting...........................................................................................319
Curves and Objects.............................................................................................................319
Drawing Curves.............................................................................................................319
OpenOffice.org User Guide for 2.x xviii
Editing Curves....................................................................................................................320
Vectorizing Bitmaps...........................................................................................................321
Converting Text Characters to Curves...............................................................................322
Converting to Curves, Polygons, 3D..................................................................................323
Working With Objects............................................................................................................326
Duplicating Objects............................................................................................................326
Cross-Fading Between Two Objects ..................................................................................327
Grouping Objects ..........................................................................................................328
Entering Groups.............................................................................................................328
Exiting Groups...............................................................................................................328
Navigating Between Objects of a Group.......................................................................329
Combining Objects and Constructing Shapes.........................................................................330
Combining Objects.............................................................................................................330
Constructing Shapes...........................................................................................................330
Shapes - Merge..............................................................................................................331
Shapes - Subtract...........................................................................................................331
Graphic Objects in Drawings and Presentations.....................................................................332
Inserting Bitmaps................................................................................................................332
Editing Bitmaps..................................................................................................................332
Applying Text to Bitmaps.............................................................................................332
Saving Bitmaps...................................................................................................................333
Working With colours.............................................................................................................335
The colour Bar ....................................................................................................................335
Defining Custom colours ....................................................................................................336
Replacing colours using the Eyedropper............................................................................338
Gradients and Patterns for Objects and Background ..............................................................340
Defining Gradients.............................................................................................................340
Defining a custom colour Gradient ....................................................................................340
Interactively Defining a colour Gradient ............................................................................341
Organizing the Attribute Tables.........................................................................................342
3D Globe.................................................................................................................................343
Creating Texture on a 3D Object........................................................................................343
OpenOffice.org User Guide for 2.x xix
Using Illumination..............................................................................................................345
More 3d Effects..................................................................................................................345
3D Effects: Favourites...................................................................................................345
3D Effects: Geometry....................................................................................................346
3D Effects: Shading .......................................................................................................346
3D Effects: Illumination................................................................................................347
3D Effects: Textures and Material ................................................................................347
Designing 3D Objects From Font Characters.........................................................................348
First Step:.......................................................................................................................348
Second Step:..................................................................................................................349
Third Step: ....................................................................................................................350
Fourth Step:...................................................................................................................352
Fifth Step:......................................................................................................................353
Using a Grid.......................................................................................................................355
Mechanical or Construction Drawings ....................................................................................356
Creating a Construction Plan..............................................................................................357
Using Snap Lines...........................................................................................................361
Using Dimension Lines......................................................................................................361
Working With Multiple Layers..........................................................................................362
Using One colour per Layer ...............................................................................................363
Chapter 7: Databases and Data Sources .....................................................................364
Creating a database file ...........................................................................................................364
Creating a table.......................................................................................................................365
Creating a related table............................................................................................................366
Creating a relationship between tables....................................................................................367
Creating a data entry form.......................................................................................................367
Making data entry easier.........................................................................................................368
Modifying a date field ........................................................................................................368
Adding a list box to a form.................................................................................................369
Adding a combo box to a form ...........................................................................................370
Changing the tab order of a form.......................................................................................371
Viewing Data..........................................................................................................................372
OpenOffice.org User Guide for 2.x xx
Copying the form...............................................................................................................372
Changing the form's properties...........................................................................................372
Setting a sort order for a form............................................................................................372
Creating a query to find today's appointments........................................................................373
Add a sort order to the query..............................................................................................374
Changing the Join type in the query...................................................................................374
Creating a report......................................................................................................................375
Some tips for using the Calendar database.............................................................................376
Adding data to a related table.............................................................................................376
Open the form for the related table................................................................................376
Open the Data Sources window .....................................................................................376
Refreshing the form.......................................................................................................377
Filtering Data......................................................................................................................377
Registering a Data Source .......................................................................................................378
Connecting to other types of databases...................................................................................378
Address Books........................................................................................................................379
Registering an Address Book .............................................................................................379
Using the Wizard to import an Address Book ...................................................................379
Manually Registering an Existing Address Book .............................................................379
System Address Book as Data Source................................................................................380
Importing and Exporting Data in Text Format ...................................................................380
Exporting in CSV Text Format..........................................................................................381
Form Design............................................................................................................................382
Forms in OpenOffice.org....................................................................................................382
Available controls..........................................................................................................383
Customizing controls.....................................................................................................384
Creating a group of option buttons................................................................................385
Do any other controls have an wizard?..............................................................................385
Attaching a data source to a form..................................................................................385
Associating data with a field..........................................................................................386
Activating form controls in a document ........................................................................386
How to use the form......................................................................................................387
OpenOffice.org User Guide for 2.x xxi
Searching in Tables and Form Documents ............................................................................388
Searching With a Form Filter ............................................................................................389
Operators........................................................................................................................389
Commands ....................................................................................................................390
Chapter 8: Customizing OpenOffice.org.................................................. ..................392
Modifying and Customizing the User Interface of OpenOffice.org.......................................392
Configuring the Keyboard..................................................................................................392
Configuring Menus.............................................................................................................393
Changing Toolbars.............................................................................................................394
Inserting, Moving and Deleting Icons on Toolbars ............................................................394
Changing Icon Views.........................................................................................................395
Changing the Look of the User Interface................................................................................396
Selecting Measurement Units .............................................................................................396
Moving, Deleting or Copying Icons...................................................................................396
Sending Faxes and Configuring OpenOffice.org for Faxing ..................................................397
Creating a LAN Friendly Faxing Solution under Linux....................................................397
Creating a LAN Friendly Faxing Solution under Windows...............................................397
Sending a Fax via dialogue.................................................................................................398
Configuring OpenOffice.org for Faxing via Icon...............................................................398
Further Information.................................................................................................................398
Chapter 9: Advanced Techniques...................................................... .........................399
Copying and Moving Data Using Drag and Drop ..................................................................399
Dragging and Dropping Within a OpenOffice.org Document...........................................399
Inserting Objects From the Gallery ....................................................................................399
Inserting an object as a copy..........................................................................................399
Inserting an object as a link...........................................................................................400
Inserting an object as a background graphic ..................................................................400
Inserting an object as a texture (pattern) for another object..........................................400
Copying Graphics From the Gallery ..................................................................................400
Inserting Graphics From a Document in the Gallery.........................................................400
Copying Graphics Between Documents.............................................................................401
Copying Draw Objects into Other Documents...................................................................401
OpenOffice.org User Guide for 2.x xxii
Inserting a Draw object in a text document ........................................................................402
Inserting a Draw object in a spreadsheet ............................................................................403
Drag and Drop With the Data Source View ............................................................................404
Using data in a text document............................................................................................404
Applying data to a table document.....................................................................................404
Inserting controls in a text form.........................................................................................404
Copying Sheet Areas to Text Documents...............................................................................405
Inserting Data From Spreadsheets......................................................................................405
Inserting Data From Text Documents................................................................................405
Copying Text Using Drag and Drop ..................................................................................406
Revision Marking Function.....................................................................................................407
Recording and Displaying Changes...................................................................................407
Accepting or Rejecting Changes........................................................................................408
Comparing Versions of a Document..................................................................................409
Merging Versions...............................................................................................................409
Recording Changes.............................................................................................................409
Version Management..............................................................................................................410
Protecting Contents in OpenOffice.org...................................................................................411
Protecting All Documents When Saving............................................................................411
Turning on protection ...................................................................................................411
Turning off protection ...................................................................................................411
Protecting Revision Marking..............................................................................................411
Turning on revision protection .....................................................................................411
Turning off revision protection .....................................................................................411
Protecting Cell Ranges in Calc...........................................................................................411
Protecting Sections in Writer..............................................................................................412
Turning on protection ...................................................................................................412
Turning off protection ...................................................................................................412
Protecting Cells in a OpenOffice.org Writer Table............................................................412
Automatic Protection of Indexes and Tables......................................................................413
Turning on protection ...................................................................................................413
Turning off protection ...................................................................................................413
OpenOffice.org User Guide for 2.x xxiii
Protecting frames, graphics and OLE objects....................................................................413
Protecting Drawing Objects and Form Objects..................................................................413
Turning on protection ...................................................................................................413
Turning off protection ...................................................................................................413
Protecting Records..............................................................................................................414
Digital Signatures and Encryption ..........................................................................................414
Overview............................................................................................................................414
Certificates..........................................................................................................................414
How to get a Certificate? ...............................................................................................414
Self-signed certificates..............................................................................................415
Certificates from a Certificate Authority ..................................................................415
Integrating a Certificate with OpenOffice.org ....................................................................415
Changing Defaults and Other Configuration Items................................................................416
Saving Configuration With Document...............................................................................416
Inserting and Editing Tab Stops.........................................................................................416
Moving Tabs on the Ruler.............................................................................................417
Changing the Properties of Tabs....................................................................................417
Deleting Tabs.................................................................................................................417
Changing the Defaults...................................................................................................417
Changing the colour of Text ...................................................................................................418
Inserting Landscape pages into a Portrait-oriented Document...........................................418
More on Templates.................................................................................................................419
Changing Default Templates..............................................................................................419
Modifying Default Templates............................................................................................419
Resetting Default Templates..............................................................................................419
Using Custom Templates ...................................................................................................419
Using OpenOffice.org over a Network..............................................................................420
Chapter 10: Introducing OpenOffice.org Basic and Macros ....................................421
Accessing the Sample Macros................................................................................................421
Calling the Sample Macros................................................................................................421
Editing the Sample Macros................................................................................................422
The Sample Macros.................................................................................................................423
OpenOffice.org User Guide for 2.x xxiv
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