OpenOffice.org User Guide for Version 2.x

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OpenOffice.org User Guide
for Version 2.x
[OpenOffice.org User Guide for 2.x]
[0.2]
First edition: [2005­04­11]
First English edition: [2005­04­11]
Copyright and trademark information
The contents of this Documentation are subject to the Public Documentation License, 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: [email protected]
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]
[2005­11­11]
[grs: 9th draft issued for comment – switched to master doc, stewart's amendments and added a chapter on XML usage (flat file)]
[0.10]
[2005­11­11]
[grs: 10th draft issued for comment – fix page numbering
[0.11]
[2006­01­31]
[grs:11th draft issued for comment – updated index
[0.12a]
[2006­02­20]
[rj: 12th draft issued for comment – corrections for 2.0 to replace 1.1.x references
[0.13]
[2006­02­21]
[grs 13th draft issued for comment – integrated Ross Johnson's changes and edited for consistent grammar.
[0.14]
[2006­03­02]
[grs:14th draft issued for comment – document layout to be more bookish
[0.15]
[2006­04­10]
[grs:15th draft issued for comment – Added POSTNET section
[0.16]
[2006­06­19]
[grs:16th draft issued for comment – Added file recovery info to Troubleshooting chapter
[0.17]
[2006­06­27]
[grs:17th draft issued for comment – Corrected Overview
[0.18a]
[2006­07­19]
[grs:18ath draft issued for comment – updated concordance file section and added JMF section to Chapter 14 and wps how­to.
[0.19]
[2006­07­31]
[grs:19th draft issued for comment – Added new export PDF feature
[0.20]
[2006­08­16]
[grs:20th draft issued for comment – Fixed many legacy terms and added language/writing aids and comment on style painter
[0.21]
[2006­10­18]
[grs:21st draft issued for comment – Integrated ztyx and walteram updates to chapters 3, 4 and 10
[0.22]
2007­03­06
[grs:22nd draft issued for comment — added more info on keyboard shortcuts to Chapter 5 – Impress and minor changes.
[0.23]
[2007­04­09]
[grs:23rd draft issued for comment — Fixed pagnination errors
Contents
Overview................................................................................................... ........................1
Using the Guide...........................................................................................................................1
Important Features with 2.x.......................................................................... ..................3
Open Standards XML File Format (OASIS OpenDocument)....................................................3
New Multi­pane View.................................................................................................................3
New CustomShapes (compatible with Microsoft AutoShapes)
..................................................3
More Slide Transitions and Animation Effects...........................................................................3
Enhanced PDF Export.................................................................................................................3
New enhanced Database Features...............................................................................................5
Mail Merge Wizard.....................................................................................................................5
Enhanced Word Count
Feature
...................................................................................................5
Support for Nested Tables...........................................................................................................5
Digital Signatures Support
..........................................................................................................5
XForms Support..........................................................................................................................5
WordPerfect® Filters..................................................................................................................6
Calc now has 65,536 Rows.........................................................................................................6
Enhanced DataPilot Support.......................................................................................................6
Native Installers..........................................................................................................................6
Native Desktop Integration.........................................................................................................6
Floating Toolbars........................................................................................................................6
Style Paint Brush.........................................................................................................................6
Quickstarter for *NIX Operating Systems..................................................................................7
Multiple Language Support
.........................................................................................................7
New Charting Module.................................................................................................................7
Chapter 1: Using OpenOffice.org Help.......................................... ................................9
OpenOffice.org Step­by­Step Help.............................................................................................9
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 E­Mail
..................................................................................................27
Single Messages...................................................................................................................27
MailMerge............................................................................................................................27
Printing Documents...................................................................................................................28
OpenOffice.org User Guide for 2.x
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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 non­adjacent pieces of text...........................................................................62
Status bar uses..................................................................................................................63
Setting the Viewing Zoom Factor...............................................................................63
Editing or Activating Hyperlinks
................................................................................63
Applying Various Fonts ......................................................................................................63
Keyboard Navigating and Selection in Writer.....................................................................64
Inserting Special Characters
.................................................................................................64
Inserting Protected Spaces, Hyphens and Conditional Separators
.......................................65
Non­breaking spaces........................................................................................................65
Non­breaking hyphen......................................................................................................65
Hyphen, em­dash and en­dash
.........................................................................................65
Manual Hyphenation.......................................................................................................65
Emphasizing Text.................................................................................................................66
Changing the colour of Text
.................................................................................................66
Rotating Text........................................................................................................................66
Defining Borders..................................................................................................................67
Choose Format from the menu bar, Borders tab page.....................................................67
Use the Borders floating toolbar with Tables
..................................................................69
Superscripts and Subscripts..................................................................................................71
Applying subscripts/superscripts retrospectively............................................................72
OpenOffice.org User Guide for 2.x
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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
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Jumping to a Specific Page.................................................................................................112
Chapters in Navigator.........................................................................................................113
Indexes and Tables of Contents in Writer...............................................................................114
Defining Index/Table of Contents Entries..........................................................................114
Editing or Deleting Index and Table Entries......................................................................115
Creating a Table of Contents..............................................................................................116
Creating Alphabetical Indexes...........................................................................................117
Creating User­Defined Indexes..........................................................................................117
Using a Concordance File
..................................................................................................119
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 drag­and­drop............................................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
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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
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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 User­Defined 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
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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 Ready­Made 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
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Arranging Data...................................................................................................................203
Examining and Extrapolating
Data
....................................................................................203
What­If 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 Built­in 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 Ready­Made 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
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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
In­Slide Effects..............................................................................................................287
Showing a Presentation......................................................................................................287
Editing Presentations...............................................................................................................288
Defining Background colours
.............................................................................................288
Switching Page Styles........................................................................................................289
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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 Cross­Fade 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
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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
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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
Cross­Fading 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
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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
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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
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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
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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
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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
Self­signed 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 Portrait­oriented 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
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AutoText.............................................................................................................................423
ChangeAllChars.................................................................................................................423
GetTexts.............................................................................................................................423
ReadDir...............................................................................................................................423
Userfields............................................................................................................................423
Chapter 11: Using OpenOffice.org Math.................................. .................................424
Formula Entry.........................................................................................................................424
Tool bar..............................................................................................................................424
Command Icon Box............................................................................................................425
Command dialogue Box.....................................................................................................425
Creating an Equation with dialogue Commands.....................................................................426
Special Formating...................................................................................................................427
Exponentiation:...................................................................................................................427
Subscripting:.......................................................................................................................427
Leading and trailing superscript and subscript:
..................................................................427
Centre subscript / superscript:
............................................................................................427
Under brace / Over brace:...................................................................................................428
Various types of Brackets...................................................................................................428
Special Characters...................................................................................................................429
Special Operators....................................................................................................................430
Integral Sign:......................................................................................................................430
Summation Character:........................................................................................................430
Product Character:..............................................................................................................430
Vectors and Matrices...............................................................................................................431
Vector.................................................................................................................................431
Matrix.................................................................................................................................431
Formatting...............................................................................................................................432
Size.....................................................................................................................................432
Colour.................................................................................................................................432
Layout.................................................................................................................................432
Alignment...........................................................................................................................433
Examples.................................................................................................................................434
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Chapter 12: Building Forms with Xforms ................................................. ................435
Step­by­Step Procedure...........................................................................................................435
Chapter 13: Xml Enhancements................................................. ................................446
Flat XML filter........................................................................................................................446
Creating a new Docbook Filter...............................................................................................451
Chapter 14: Troubleshooting Common Problems.............................. .......................452
Error Message contains “Get Storage: "No Content"”............................................................452
Under Windows®...............................................................................................................452
Multi­user installations:.................................................................................................452
Single­user installations:................................................................................................452
UNIX systems....................................................................................................................453
Outline numbering is not retained after a save........................................................................453
How get the page count
to not count a title page? Or How do I offset the page count
? ........................................................................................454
What to do when document prints or exports with blank pages ............................................454
What to to do with a General error General input/output error ..............................................455
How to recover content from a Openoffice.org file ...............................................................455
Steps for recovering a damaged Openoffice.org file:.........................................................455
How to get sounds under Linux? ...........................................................................................456
Overview............................................................................................................................456
Starting...............................................................................................................................456
Installing the JRE...............................................................................................................457
Activating the JRE in OpenOffice.org...............................................................................457
Installating the JMF............................................................................................................457
Integration of the JMF in OpenOffice.org .........................................................................458
Registration of the Plugins in the JMF..........................................................................459
Integration of the Plugins in OpenOffice.org................................................................459
Time for the second test.................................................................................................460
Integration of the Plugins in OpenOffice.org................................................................461
Time for the third test....................................................................................................461
What to do if it fails?..........................................................................................................462
How to open Microsoft Works Documents in OpenOffice.org 2.x........................................462
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Index.................................................................................................................. ............464
Public Documentation License, Version 1.0............................... ................................472
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xxvii
Overview
Overview
The OpenOffice.org User's Guide attempts to provide answers to questions about working with OpenOffice.org. It is focused on OpenOffice.org 2.x releases, but it should also be useful with 1.9 and 1.1.x releases. Graphics are, for the most part, those using the older style icons rather than the newer Crystal graphics, which are currently only in the en_US and de_DE releases of 2.0.x. Some are also from the 1.1.x user guide where they are similar to existing ones. All these will change frequently as the 1.9/2.0 cycle progresses.
In addition, use of the OpenOffice.org Help facility is also covered. Through Help, users can get detailed answers to all questions at any time by pressing (F1), opening the Help menu or clicking the Help buttons. More information on using OpenOffice.org Help can be found in Chapter 1, “Working with OpenOffice.org”.
Other sources of support are available through the [email protected] mailing list, the OpenOffice.org support newsgroups provided by gmane.org and the latest news about OpenOffice.org at www.openoffice.org.
Using the Guide
This User's Guide is designed for users who are already familiar with the basic functions of their computer. Where there are differences in certain functions between supported operating systems, these differences are explained. If functions described here are not available on a particular platform, this is a system­related limitation caused by the platform in use.
OpenOffice.org User Guide for 2.x
1
Overview
OpenOffice.org User Guide for 2.x
2
Important Features with 2.x
Important Features with 2.x
Open Standards XML File Format (OASIS OpenDocument)
Beginning with version 2.0 OpenOffice.org uses the open standard OASIS OpenDocument XML format as the default file format. The OASIS OpenDocument format is a vendor and implementation independent file format, and thus guarantees freedom and independence.
In addition to OpenOffice.org itself, the open source office suite KOffice as well as OpenOffice.org derivatives like the StarOffice software support the OASIS OpenDocument file format. The OASIS OpenDocument file format is also one of the file formats recommended by the European Commission.
New Multi­pane View
The new Multi­pane view increases the productivity and usability of OpenOffice.org. The Multi­pane view provides all important tools and windows through one coherent, integrated, and simple user interface. Former Microsoft PowerPoint users should find OpenOffice.org 2.0 easy to use.
New CustomShapes (compatible with Microsoft AutoShapes)
OpenOffice.org now supports CustomShapes which are very similar to Microsoft's AutoShapes. As a consequence, AutoShapes are imported and displayed correctly. CustomShapes are shapes that cannot only change their size but also their appearance.
More Slide Transitions and Animation Effects
OpenOffice.org now supports many more animation effects and slide transitions. Now users have more options to give their presentations a professional appearance. In addition, the extended support for effects improves the Microsoft PowerPoint compatibility.
Enhanced PDF Export
OpenOffice.org 1.1 introduced the PDF export feature. Version 2.x now extends the basic export feature. With the new version it is possible to define the compression levels of embedded images. In addition, the PDF support now correctly handles thumbnail images and hyperlinks.
In addition, with the release of 2.0.4, OpenOffice.org has added a number of security features, These are:
1. A new Security tab to the Export as PDF feature as shown below:
OpenOffice.org User Guide for 2.x
3
Important Features with 2.x
2. Encryption is compatible with PDF v1.4, only ARCFOUR (RC4 compatible) 128­bit encryption is provided.
3. Permissions settings are those supported by the Standard PDF security handler. PDF readers and viewers are expected to support these features; however, some may not.
OpenOffice.org User Guide for 2.x
4
Important Features with 2.x
New enhanced Database Features
OpenOffice.org always had database frontend tools, but in past versions they were very hidden. OpenOffice.org 2.x starts to handle databases like any other application, i.e. a new database can be created via the "File > New" menu. For novice users OpenOffice.org provides a new Table Wizard that allows to create database tables without any knowledge of databases and SQL. The new embedded Java technology based HSQLDB database engine allows to create "database documents". These simple database files don't require a backend database server like MySQL or Adabas D. All information (table definitions, data, queries, forms, reports) is stored in one XML file.
Query­in­Query is available with OpenOffice.org 2.0.4 as database queries are an essential feature of any database management system. This feature provides the user with the possibility to customize the view to the data. A database query now assembles, filters, and sorts information spread over multiple tables of the relational database.
Mail Merge Wizard
The new Mail Merge Wizard will make it very easy to do mailings to hundreds of recipients. The wizard guides users step by step through the process. Different data sources can be used for the address information. There are differences though from 1.1.x.
Enhanced Word Count Feature
With 1.1.x, it was only possible to find document statistics under "File ­ Properties ..." or by installing a word count macro to count the number of words in a selection. OpenOffice.org 2.0 eliminates this restriction. Now a new word count dialogue can be found in the "Tools" menu.
Support for Nested Tables
With OpenOffice.org 2.0 it is now possible to create tables within tables (nested tables). This increases the overall usability, but also improves the Microsoft Word compatibility.
Digital Signatures Support
Another new feature is the support of digital signatures. OpenOffice.org uses certificates stored in the regular repositories.
XForms Support
OpenOffice.org 2.0 now allows to create forms based on the open W3C XForms standard. With XForms it is very easy to implement simple logic without any programming.
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5
Important Features with 2.x
WordPerfect® Filters
OpenOffice.org 2.0 includes a WordPerfect® filter developed by the open source community. Developers are invited to contribute to this project.
Calc now has 65,536 Rows
OpenOffice.org 1.1.x supported only 32,768 rows in spreadsheet documents, which caused Microsoft Excel interoperability issues. The new version now takes OpenOffice.org to the same level as Microsoft Excel.
Enhanced DataPilot Support
With the DataPilot in OpenOffice.org 2.0 (similar to Microsoft Excel's PivotTable feature) it is now possible to create new groups, filter data based on values, show differences and percentages instead of absolute values, etc.
The new DataPilot features turn OpenOffice.org Calc into a very powerful tool for data analysis.
Native Installers
OpenOffice.org 2.0 supports the native installation mechanisms. For example, .MSI and .CAB files are provided on Microsoft Windows, RPM, and .deb files are available for Linux.
For users with more sophisticated management requirements, Sun provides configuration management tools as part of the StarOffice software. StarOffice 8 will also introduce Macro migration tools.
Native Desktop Integration
OpenOffice.org 2.0 integrates nicely into the desktop environment. Thus, OpenOffice.org looks and behaves like any other application on a given platform. On Windows XP it looks like a Windows application, and on Linux it uses the same UI widgets as GIMP or Evolution.
Floating Toolbars
Toolbars are much more flexible in OpenOffice.org 2.0. It is now very easy to attach and detach toolbars, move them around and customize them.
Style Paint Brush
An new icon painter in the has been added to the Standard toolbar. This icon is a shortcut to the style Style and Formatting Window.
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6
Important Features with 2.x
Quickstarter for *NIX Operating Systems
The release of OpenOffice.org 2.0.4, now adds quickstart capability to the *NIX releases in the same manner as quickstart under Windows®.
Multiple Language Support
OpenOffice.org 2.x brings an easier way to have OpenOffice.org support multiple languages by means of the use of language packs. OpenOffice.org has in excess of 92 languages in process at the time of writing. Language packs are, fro the most part, created by their associated Native Language Community (NLC). Please check the NLC website that supports the language needed.
New Charting Module
The target for the new charting module is OpenOffice.org2.3. (For details, see http://graphics.openoffice.org/chart/chart.html ) The following is a summary of what one can expect with this new feature:
●
●
●
●
●
●
New Chart Wizard that simplfies the creation of charts and provides a live preview. Flexible Source Ranges that allow users to choose separate data ranges for single parts of single series now. For exampl, selection of different x­values for different series.
Settings for 3D charts mde easier via a single dialogue that now contains easier access to simple and realistic look and simplified perspective settings.
Enhanced logarithmic scales that permit users to choose minimum, maximum and major intervals.
Pie segment offset for 3D charts that allow users to drag out single 3D pie segments and donut segments.
Enhanced automatic scaling so that automatic minimum and maximum values improve appearance of generated charts.
●
Improved automatic axis label layout.
●
Improved selection handling.
●
●
Regression curves are now also available for 2D line charts, 2D bar and column charts and 2D area charts
Additional sub chart types: 2D Lines subtype 'points only', 2D net subtype 'points only', 3D XY, 3D smooth lines, 3D donut
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Important Features with 2.x
OpenOffice.org User Guide for 2.x
8
Chapter 1: Using OpenOffice.org Help
Chapter 1: Using OpenOffice.org Help
Different kinds of help are available in OpenOffice.org.
●
Step­by­step instructions with full references via the Contents and Index selections of OpenOffice.org Help
●
Help Tips that pop up next to the mouse pointer
●
Extended tips with more detailed explanations than provided with Tips
OpenOffice.org Step­by­Step Help
To access Help, use the Help menu item or click the Help buttons in the individual dialogues.
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9
Chapter 1: Using OpenOffice.org Help
OpenOffice.org Help is context­sensitive. This means that, when Help is opened in Writer it is specific to Writer. Similarly, to get help about Calc, either first open a spreadsheet and only then look for help, or select Help for the specific module from the pull­down list at the top of the Help window. The pull­down list at the top of the Help window sets the selected module as the current section for searching.
Tips
Tips are on at installation by default and it is recommended that this feature should always be switched on. With Tips activated one can , for example, let the mouse pointer rest on an icon so that its name is displayed. Tips may also be seen in many other places in OpenOffice.org. For example, when scrolling through a table, the tip shows the row or column.
Turning tips on and off
Select Tools > Options > OpenOffice.org > General > Tips to enable or disable this feature.
Extended Tips
Switch on the Extended Tips during the first few weeks of OpenOffice.org usage. Enabling this option gives a brief description of each item on the screen when the mouse pointer is hovered over the item for a moment.
Turning extended tips on and off
Choose Tools > Options > OpenOffice.org > General > Extended Tips to turn extended tips on and off. The command is checked when the Extended Tips function is switched on.
Press Shift+F1 to turn Extended Tips on temporarily. The pointer turns into the Extended Tips pointer. Now see the Extended Tips for any element on the screen as the mouse pointer is moved. As soon as the mouse is clicked or a key pressed, the pointer returns to the normal mouse pointer.
Help Agent
When certain actions are performed in OpenOffice.org, the Help Agent automatically appears. This is a small window in a corner of the document.
The Help Agent normally remains visible for 30 seconds. When clicked, it is replaced by a help window providing some helpful advice about the current topic. If a Help Agent dealing with the same topic is repeatedly ignored or closed instead of being clicked, it does not appear again for this topic. Resetting the Help Agent restores it to the way it was when OpenOffice.org was first installed.
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Chapter 1: Using OpenOffice.org Help
Turning the Help Agent on and off
1. Choose Tools > Options > OpenOffice.org > General > Help Agent to have the Help Agent appear. If the command is checked, the Help Agent is automatically displayed when certain actions are performed in OpenOffice.org. Also, by accessing Tools > Options > OpenOffice.org > General from the main toolbar, users can reset the Help Agent.
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Chapter 1: Using OpenOffice.org Help
OpenOffice.org User Guide for 2.x
12
Chapter 2: Working With OpenOffice.org
Chapter 2: Working With OpenOffice.org
OpenOffice.org is reasonably intuitive but is sufficiently different to other suites that a period of familiarization required before use is fluid and effective. This chapter starts with a general explanation of the most common control features in OpenOffice.org, such as toolbars, floating toolbars and dockable windows. This is followed by information on functions that can be used in most of the program modules of OpenOffice.org.
The User Interface
OpenOffice.org provides not only the usual control elements found in other applications, such as menus and icons, but a host of other special features besides. For example, many of the special OpenOffice.org features can be accessed via a context menu, opened by right­
clicking on the selected objects. Other user­friendly functions are available by dragging and dropping with the mouse.
Starting OpenOffice.org
Under Windows® , once the program is installed (see the separate setup guide that is part of the download image and is on most CDs),the OpenOffice.org group should be on the Windows® Start menu under Programs. Under *NIX, its location depends upon where it is installed and which window manager is used; however, under Gnome and KDE, the OpenOffice.org group may be found in the Main menu. To create a blank text document in Writer, click Text Document. For a blank spreadsheet in Calc, click Spreadsheet, and so on. NOTE: Under Windows®, the OpenOffice.org Quickstarter should be in the Windows® task bar. The icon may be double­clicked or right­clicked to open its context menu. Right­clicking Quickstarter opens a submenu from which a new, blank document can be opened. Double­click Quickstarter to open the Templates and Documents dialogue.
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Chapter 2: Working With OpenOffice.org
The OpenOffice.org Writer Window
A text document is displayed and edited in the Writer window. Spreadsheet, presentations or drawings are displayed in very similar windows, except the menus and icons change automatically depending on the context.
Toolbars in the OpenOffice.org Window
The Title Bar
The title bar shows the name of the program, OpenOffice.org, and usually the file name of the current document. If a document title is entered in File > Properties > Description , this title is displayed rather than the file name.
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Chapter 2: Working With OpenOffice.org
The Menu Bar
At the top of the OpenOffice.org window, immediately under the title bar, is the menu bar. Point with the mouse to a command on the menu bar and press the left mouse button. The menu opens, allowing one to choose a command from the submenu by clicking it. The menu bar can also be accessed from the keyboard, by pressing the Alt key.
The menus are organized into basic functions. The Edit menu, for example, provides the functions ne

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