OpenOffice.org 3 Writer Guide - Apache OpenOffice - The Free and

548 Pages·2008·9.53 MB·English

by  Jean Weber

OpenOffice.org 3
Writer Guide
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Copyright
This document is Copyright © 2005–2008 by its contributors as listed
in the section titled Authors. You may distribute it and/or modify it
under the terms of either the GNU General Public License, version 3 or
later, or the Creative Commons Attribution License, version 3.0 or
later. All trademarks within this guide belong to their legitimate
owners.
Authors
Magnus Adielsson Agnes Belzunce
Bruce Byfield Daniel Carrera
Dick Detwiler Laurent Duperval
Martin Fox Katharina Greif
Tara Hess Peter Hillier-Brook
Lou Iorio John Kane
Stefan A. Keel Michael Kotsarinis
Sigrid Kronenberger Peter Kupfer
Ian Laurenson Alan Madden
Paul Miller Vincenzo Ponzi
Scott Rhoades Carol Roberts
Iain Roberts Gary Schnabl
Robert Scott Janet M. Swisher
Barbara M. Tobias Jean Hollis Weber
Catherine Waterman Bob Wickham
Linda Worthington Michele Zarri
Feedback
Please direct any comments or suggestions about this document to:
[e-mail]
Publication date and software version
Published 27 December 2008. Based on OpenOffice.org 3.0.
You can download
an editable version of this document from
http://oooauthors.org/en/authors/userguide3/published/
Contents
Chapter 1
Introducing Writer.....................................................................9
What is Writer?.................................................................................10
Starting Writer..................................................................................10
The Writer interface..........................................................................14
Changing document views................................................................21
Using the Navigator..........................................................................22
Starting a new document..................................................................27
Opening an existing document..........................................................28
Saving a document............................................................................29
Getting help......................................................................................31
Closing a document..........................................................................31
Closing Writer...................................................................................32
Chapter 2
Setting up Writer......................................................................33
Choosing options that affect all of OOo............................................34
Choosing options for loading and saving documents........................46
Choosing options for Writer..............................................................51
Choosing options for HTML documents............................................61
Choosing language settings..............................................................62
Controlling Writer’s AutoCorrect functions......................................65
Chapter 3
Working with Text.....................................................................66
Introduction......................................................................................67
Selecting text....................................................................................67
Cutting, copying, and pasting text....................................................69
Moving paragraphs quickly...............................................................70
Finding and replacing text................................................................71
Inserting special characters..............................................................75
Formatting paragraphs.....................................................................77
Formatting characters......................................................................81
Autoformatting..................................................................................82
Creating numbered or bulleted lists.................................................83
Using footnotes and endnotes...........................................................87
OpenOffice.org 3 Writer Guide 3
Checking spelling..............................................................................89
Using language tools........................................................................90
Using the thesaurus..........................................................................92
Hyphenating words...........................................................................92
Using AutoCorrect............................................................................94
Using word completion.....................................................................95
Using AutoText..................................................................................96
Line numbering.................................................................................96
Undoing and redoing changes..........................................................97
Tracking changes to a document......................................................98
Inserting notes................................................................................102
Linking to another part of a document...........................................104
Working with hyperlinks.................................................................105
Switching between insert and overwrite mode...............................108
Counting the words in a selection...................................................108
Chapter 4
Formatting Pages...................................................................109
Introduction....................................................................................110
Choosing a layout method...............................................................110
Setting up basic page layout using styles.......................................112
Changing page margins..................................................................117
Using columns to define the page layout........................................118
Using frames for page layout..........................................................122
Using tables for page layout...........................................................129
Using sections for page layout........................................................132
Creating headers and footers..........................................................142
Numbering pages............................................................................147
Chapter 5
Printing, Exporting, Faxing, and E-Mailing...........................159
Introduction....................................................................................160
Quick printing.................................................................................160
Controlling printing........................................................................160
Printing a brochure.........................................................................164
Printing envelopes..........................................................................165
Printing labels.................................................................................167
Sending a fax..................................................................................169
4 OpenOffice.org 3 Writer Guide
Exporting to PDF............................................................................172
Exporting to other formats.............................................................179
E-mailing Writer documents...........................................................179
Digital signing of documents..........................................................182
Chapter 6
Introduction to Styles.............................................................184
What are styles?..............................................................................185
The Styles and Formatting window.................................................186
Applying styles................................................................................191
Modifying styles..............................................................................200
Creating custom paragraph styles: examples.................................205
Copying and moving styles.............................................................209
Deleting styles................................................................................211
Assigning styles to shortcut keys....................................................212
Defining a hierarchy of headings....................................................212
Chapter 7
Working with Styles................................................................220
Introduction....................................................................................221
Creating custom (new) styles..........................................................221
Working with paragraph styles.......................................................225
Working with conditional paragraph styles.....................................237
Working with character styles........................................................239
Working with frame styles..............................................................242
Working with page styles................................................................245
Working with list styles...................................................................254
Chapter 8
Working with Graphics............................................................263
Graphics in Writer...........................................................................264
Adding images to a document.........................................................264
Modifying an image........................................................................269
Using Writer’s drawing tools..........................................................276
Positioning graphics within the text................................................279
Adding captions to graphics............................................................290
Adding an image to the Gallery.......................................................293
Graphic file types supported...........................................................295
OpenOffice.org 3 Writer Guide 5
Chapter 9
Working with Tables...............................................................297
Introduction....................................................................................298
Creating a table..............................................................................298
Formatting the table layout............................................................302
Formatting the table text................................................................312
Data entry and manipulation in tables............................................315
Additional table operations.............................................................318
The Table menu and toolbar...........................................................325
Chapter 10
Working with Templates.........................................................328
Introduction....................................................................................329
Using a template to create a document..........................................329
Creating a template........................................................................330
Editing a template...........................................................................332
Adding templates with Extension Manager....................................334
Setting a default template..............................................................335
Associating a document with a different template..........................335
Organizing templates......................................................................337
Chapter 11
Using Mail Merge...................................................................340
What is mail merge?.......................................................................341
Creating the data source................................................................341
Registering a data source...............................................................342
Creating a form letter.....................................................................345
Printing mailing labels....................................................................350
Printing envelopes..........................................................................355
Using the Mail Merge Wizard to create a form letter.....................360
Chapter 12
Tables of Contents, Indexes, and Bibliographies...................373
Introduction....................................................................................374
Tables of contents...........................................................................374
Alphabetic indexes..........................................................................389
Other types of indexes....................................................................398
Bibliographies.................................................................................399
Tools for working with bibliographies.............................................411
6 OpenOffice.org 3 Writer Guide
Chapter 13
Working with Master Documents...........................................412
Why use a master document?.........................................................413
Styles and master documents.........................................................413
Using the Navigator........................................................................414
Creating a master document...........................................................415
Recommended method for creating master documents..................417
Editing a master document.............................................................426
Cross-referencing between subdocuments.....................................426
Creating one file from a master document and its subdocuments..431
Problem solving..............................................................................432
Chapter 14
Working with Fields................................................................437
Introduction to fields......................................................................438
Quick and easy field entry..............................................................438
Using document properties to hold information that changes........439
Using other fields to hold information that changes.......................440
Using AutoText to insert often-used fields......................................442
Defining your own numbering sequences.......................................443
Using automatic cross-references...................................................445
Using fields in headers and footers.................................................449
Using fields instead of outline numbering for appendix numbering
........................................................................................................451
Tricks for working with fields.........................................................452
Developing conditional content.......................................................453
Using placeholder fields.................................................................461
Using input fields and input lists....................................................462
Chapter 15
Using Forms in Writer............................................................466
Introduction....................................................................................467
When to use forms..........................................................................467
Creating a simple form...................................................................468
Example: a simple form..................................................................476
Accessing data sources...................................................................479
Advanced form customization.........................................................486
XForms............................................................................................489
OpenOffice.org 3 Writer Guide 7
Chapter 16
Math Objects..........................................................................490
What is Math?.................................................................................491
Entering a formula..........................................................................492
Customizations................................................................................497
Formula layout................................................................................500
Common problem areas..................................................................501
Math commands - Reference..........................................................504
Chapter 17
Customizing Writer................................................................515
Introduction....................................................................................516
Customizing menu content.............................................................516
Customizing toolbars......................................................................520
Assigning shortcut keys..................................................................524
Assigning macros to events.............................................................529
Adding functionality with extensions..............................................529
Appendix A
Keyboard Shortcuts................................................................533
Introduction....................................................................................534
Function keys for Writer.................................................................535
Shortcut keys for Writer.................................................................535
Shortcut keys for tables in Writer...................................................538
Shortcut keys for paragraphs and heading levels...........................539
Shortcut keys for moving and resizing frames, graphics and objects
........................................................................................................540
Index.........................................................................................541
8 OpenOffice.org 3 Writer Guide
1
Chapter
Introducing Writer
What is Writer?
Writer is the word processor component of OpenOffice.org (OOo). In
addition to the usual features of a word processor (spelling check,
thesaurus, hyphenation, autocorrect, find and replace, automatic
generation of tables of contents and indexes, mail merge, and others),
Writer provides these important features:
• Templates and styles
• Page-layout methods, including frames, columns, and tables
• Embedding or linking of graphics, spreadsheets, and other
objects
• Built-in drawing tools
• Master documents—to group a collection of documents into a
single document
• Change tracking during revisions
• Database integration, including a bibliography database
• Export to PDF, including bookmarks
• And many more
Styles are central to using Writer. Using styles, you can easily format
your document consistently and change the format with minimal effort.
A style is a named set of formatting options. Writer defines several
types of styles, for different types of elements: characters, paragraphs,
pages, frames, and lists. Often, you are using styles whether you
realize it or not. The use of styles is described in more detail in
Chapter 6 (Introduction to Styles) and Chapter 7 (Working with Styles).
The other features of Writer listed above are also covered in detail in
other chapters of this guide.
Starting Writer
If you are reading this document in OpenOffice.org, you already know
how to start Writer. However, if this is a printed version or a PDF
version, you may not know how to start Writer. So let’s look at three
ways to do that:
• From the system menu
• From an existing document
• From the command line
10 OpenOffice.org 3 Writer Guide