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Chapter3:ManagingTextDocumentsWithWriter
CreatingAlphabeticalIndexes
1. Placethecursorinwhichtocreatetheindex.
2. SelectInsert>IndexesandTables>IndexesandTables.
TheInsertIndex/Tabledialogueappears.
3. OntheIndex/Tabletab,select“AlphabeticalIndex”inType.
4. ClickOKtogeneratethealphabeticalkeywordindexusingthedefaultsettings.
Theareseveraloptionsthatcanenhancetheusabilityofanyindex.Forexample,tohighlight
lettersunderwhichentriesexistassubtitles(”alphabeticaldelimiter”intheEntriestab),or
toallowcase­sensitivitytobetakenintoaccountwhensorting,andmuchmore.
EditingtheparagraphstylesintheStylesandFormattingwindowisthebestmethodfor
changingtheformattingoftheindividuallinesintheindexasalldirectformattingis
overwrittenatthenextupdate.
CreatingUser­DefinedIndexes
Userscancreateasmanyuser­definedindexesasneeded.
Step2… Createanamedindexentrycollection:
a) OpenInsert>IndexesandTables>Entry
b) SelectUser­DefinedfromtheIndexlistbox
c) ClicktheNewUser­DefinedIndexiconinthedialogue
i. Namethenewindex.
ii. ClickOK.
d) Addentriesforthisnewindex.Atleastoneentrymustbeinsertedintothenew
indexbeforeclosingtheIndexEntrydialogueortheindexwon'tbecreated:
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Chapter3:ManagingTextDocumentsWithWriter
i. Inthedocument,findacandidatelocationortextforthenewindex.
ii. Positionthetextcursoratthatposition,orselectawordorphrasethatwillgo
intotheindex.
iii. IntheIndexEntryfloatingwindowclicktheInsert.
iv. Repeatthisprocessfromstep1.d.i.orcontinuewithstep1.e.
e) IntheIndexEntryfloatingdialogueclicktheClose.
Step3… Finally,createtheindexinthedocument:
1. Positionthecursorontheplacewheretheuser­definedindexistobecreated.
a) ChooseInsert>IndexesandTables>IndexesandTables....toopenthe
dialogueInsertIndex/Table.
b) IntheTypelistbox,selecttheentrymatchingthenamethatwasgiventothe
indexcollectioninstep1.c.i.
c) GivetheindexatitlebyeditingtheTitlebox.
d) ChecktheStylesbox
e) Clickthe
icontoopentheAssignStylesdialogue.Thisdialoguesets
paragraphstylesforeachleveloftheindex,startingatthetoplevel.
i. Selectoneoftheexistingdocumentparagraphstylesfromwhichtogenerate
eachentryatthisleveloftheindex.
ii. Clickthe>>buttontorecordthatstyleandmovetothenextindexlevel.
iii. Foreachindexlevel,repeatthisprocessfromstep2.f.i,orcontinuewithstep
2.g.
f) ClickOK.
OpenOffice.orgUserGuidefor2.x
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Chapter3:ManagingTextDocumentsWithWriter
g) MarktheothercheckboxesunderCreatefromtocreatetheindexfromallthe
objectsofacertaintype.
h) AssignnamestotheobjectsintheOptionstabofthecorrespondingproperty
dialogue.
i) ClickOKtogeneratetheindexfrommarkedentries.
UsingaConcordanceFile
Aconcordancefileisavariationofanindexinthatitprovidesexactreferencestowordsin
thedocumentandpermitscross­referencingandsub­indexing.Thusaconcordancefile
containsanumberofkeywordsandinformationastohowthesewordsaretobeseeninan
index.
Onewaytocreateanalphabeticalindexistouseaconcordancefile.Userswillneedtoknow
whattermsarewantedintheindex,andhowtheseshouldbedisplayed.OpenOffice.org
allowsanindextohaveuptothreelevels:parent,sub­parent,indexeditem.
Preparation
PlacethecursorinthedocumentwheretheindexistobeinsertedthenselectInsert>
IndexesandTables>IndexesandTables.OntheIndex/Tabletab,enterintotheTitlebox
thenamethatwillbetdisplayedatthebeginningoftheindex.IntheTypebox,choose
AlphabeticalIndex.UnderOptionscheckConcordancefileandafterclickingonFile,choose
New.ASaveAsdialogboxpopsupandanamemustbeassignedtotheindexandSaved.
Theextensionautomaticallygiventotheconcordancefileis.sdi.Theotherfieldsandtabs
intheInsertIndex/Tablescreenareusedtodesignthelayoutoftheindex.
EnteringData
The'EditConcordanceFile'screenisnowdisplayedwithsevencolumns:Searchterm,
Alternativeentry,1
st
key,2
nd
key,Comment,Matchcase,andWordonly.
'Searchterm'istheactualtermtobesearchedforinthedocument.Thesearchtermcanbe
morethanoneword.
'Alternativeentry'isthetermthatwillbeshownintheindex.IftheSearchandAlternative
termsarethesame,Alternativecanbeleftblank.
'1
st
key'istheparenttermthatthecurrenttermshouldbelistedunderinamulti­levelindex
andisleftblankifthetermistostandonitsown.
'2
nd
key'isthesub­parenttermthatthecurrenttermshouldbelistedunderinamulti­level
indexandisleftblankifthetermistostandonitsownorifitonlyhasoneparent.
TheinformationintheCommentfielddoesnotgetprintedintheindexandcanbeusedfor
anyadditionalinformation.
'Matchcase'meansthatuppercaseandlowercaselettersareconsideredwhensearchingfora
termandis'No'bydefault.
OpenOffice.orgUserGuidefor2.x
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Chapter3:ManagingTextDocumentsWithWriter
'Wordonly'meanstermswillonlybepickedupifthefullsearchtermword(s)arefoundin
thecorrectorder.Forexample,ifthesearchtermis'inpresent'everyinstanceoftheword
'in'followedbytheword'present'willbeindexedbut'inpresentation'or'inapresent'will
notbeindexed.'Wordonly'is'No'bydefault.
Afterenteringthetermspress
'OK
'tosavetheconcordancefile.
Torevieworchangeentries,rightclickanywhereinthethedocumentandchooseEdit>
Index/TabletobringuptheInsertIndex/Tabledialogue.Thenchoose
'Edit'
underthe
'File'
button.
Aconcordancefilecanalsobecreatedormodifiedmanually.Followtheabovestepsto
createaconcordancefile,thoughitisonlynecessarytoenteronelineofdata.Savethefileto
createthe
.sdi
file.ThisfilecannowbeopenedinWriterandadditionalentriescanbe
madeorexistingentriescanbemodified.Whensavingthemodifieddocumenttheremaybe
awarningmessageaboutformatting,answer
'Yes'
tosaveintheTextfileformat.Thiswill
keepthe
.sdi
extension.
Thetextdocumentdisplayseachentryoftheconcordancefileasaseparatelineandthe
itemsareseparatedbysemi­colons.Thefieldsare:Searchterm;Alternativeentry;1
st
Keyor
Parent1;2
nd
KeyorParent2;MatchCase;Wordonly
Ifthereisnoinformationforaspecificfield,thatspotshouldbeleftempty.
Commentedlinesbeginwith
#
andareignoredbytheindexingsystem.
'Match case
'and
'Word only'
areinterpretedas
'No'
or
'False'
iftheyare
emptyorcontainazero.Allothercontentsareinterpretedas
'Yes
'or
True
.
Ifthesearchtermandalternativeentryarethesame,leavethealternativeentryblank.Ifthe
userwantstomakesurethetermisdisplayedaparticularway,enteritintheAlternative
entryfieldexactlyasitshouldbedisplayed.Forexample,searchingfortheword
'e-mail' 
inthedocument,itshouldbeindexedregardlessofwhetheritisupperorlowercase;
however,displayoftheindexentrymustbeuppercase.Thus,theconcordancefileentry
shouldbe
e-mail;E-mail;;;0;1 OR E-mail,E-mail;;;0;1
.Withoutthe
alternativeentry,theindexwilldisplaythefirstinstanceof'e­mail'foundinthedocumentso
itmayormaynotbecapitalized.
Ifthesearchtermhasnoparent,leaveParent1andParent2blank.
Parent 1
isthe
highestparent,
Parent 2
isasub­parentof
Parent 
1.
Examplefile
Inadocumentonanimalstheindexcouldhavealistingforcatbreeds.
Parent 1
wouldbe
'cats'
,Parent2wouldbe'
longhaired
','
shorthaired
'or'
semi longhaired
'
Examplesofentries(thecommentedlinesaregivenforexplanationandarenotrequired):
#American Shorthair
isthesearchtermandthe
#alternative 
entry
soonlyneedstobelisted#once
#Catsisthehighestlevelparentwith#shorthairedasa
sub­parent.
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Chapter3:ManagingTextDocumentsWithWriter
#Matchcaseis0whichmeansfalse,soallupper#andlower
caseinstanceswillbeselected
#Wordonlyis1whichmeanstrue,soonly#instancesofthe
fullwordswillbeselected.
#Itwouldnot#includeAmericanshorthaired.
AmericanShorthair;;cats;shorthaired;0;1
Himalayan;;cats;longhaired;0;1
MaineCoon;;cats;semilonghaired;0;1
NorwegianForest;;cats;semilonghaired;0;1
Persian;;cats;longhaired;0;1
Abyssinian;;cats;shorthaired;0;1
Bengal;;cats;shorthaired;0;1
#feedcatsandcattreatsarebothsearchterms#thatwill
beincludedinthefollowingindex#entry:
#cats
#care
#feeding
feedcats;feeding;cats;care;0;1
cattreats;feeding;cats;care;0;1
Onceentriesaremadeintheconcordancefile,itmaybenecessarytomakesureonlythe
desiredtextisindexed.Userscaneitherlookattheindexresultsoruse
'Find and 
Replace
'inthedocumentandentereachsearchtermtoseewhattextwillbeindexed.If
somethingisbeingindexedthatisnotwanted,onewillneedtomodifythesearchtermto
eliminatetheunwantedtext.
Forexample,adocumentonnaturecouldincludeinformationabouttreesandanimals.An
indexentryforbarkwouldpickuptreebarkandtextaboutanimalsbarking.Toinsurethat
onlythetreebarktextisindexed,ausermighthavetochangetheentryfrom:
bark;;tree;;0;1 
to:
tree bark;bark;tree;;0;1 
and:
bark of the tree;bark;tree;;0;1
Theorderofentriesinaconcordancefiledoesnoteffectthedisplayorderwhichis
alphabetical.However,keepinglikeitemstogethermakesiteasiertotrackdownanyerrors
ortofindanentrythatneedstobechanged.
TurningonView>FieldShadingsallowsuserstoseewhichtermsareindexedandmight
helpdeterminewhatindexitemshavebeenforgotten.
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CreatingBibliographies
Bibliographyentriesareoftenintheformof:“
Smith[Smith1995]hasalsocarried
outresearchonthismatter
”orsimilarsothatthereaderknowsthatmoredetailed
informationcanbefoundinthebibliographyunder“
Smith1995
”withthefullnameofthe
author,titleofthebook,publisher,dateofpublicationandamyriadofotherpossibleterms.
DecidewhatdetailsshouldappearinthebibliographyandthenuseInsert>Indexesand
Tables>IndexesandTableswithaTypeofBibliographytodefinehowtheentrieswill
lookwhendisplayed.
SelectTools>BibliographyDatabasetoopenthebibliographydatabase.Examinethe
columnsandfindonelabelledTypethenusedifferententriesformagazinearticlesthanfor
entriesconcerningbooks.Forthisreasonthebibliographydatabaseisdividedintodifferent
typesofsourcesofliterature.AnewrecordcanbeinsertedintheInsertBibliographyEntry
(byclickingtheNewbutton),butthese“adhoc”recordswillbesavedonlyinthecurrent
document,notintheBibliographyDatabase,andthenonlyiftherelevantnewentryis
actuallyinserted.
Note:Whensavingadocumentwithbibliographyentries,allinformationbelongingtotheentrieswill
automaticallybesavedinahiddenfield.Inthisway,alldatawillbeincludedwhenthedocumentisdistributed,for
example,onadisk.Itdoesnotmatterwhetherthebibliographywascreatedinthedocumentornot.
1. Toinsertthebibliographyentriesintothetext,positionthecursorinthetextwherethe
entryistoappearandthenchooseInsert>IndexesandTables>BibliographyEntry.
Thefollowingdialoguewillappear:
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2. Firstdecidewhethertoselecttheentryfromtherecordscontainedinthebibliography
databaseorfromtheentriesthatarecontainedinthecurrentdocument(andwhichcan
differfromentriesofthesamenameinthebibliographydatabase).Anentryinthe
documentcontentcanbeidenticaltoanentryintheBibliographyDatabase.Theentryin
thedocumenthasprecedence.
3. IftherequiredentryalreadyexistsasadatarecordselectitinthelistboxShortnameand
clickInsert.Ifthedesiredentrydoesnotyetexist,createanewentry.IftheNewbuttonis
usedtodothis,onecandefineanewrecord,butthiswillonlyberecognizedinthecurrent
document.
Iftherecordshouldbeincludedinthebibliographydatabase,chooseTools>
BibliographyDatabase,enterthenewrecordandtheninsertthebibliographydatabase
entryinthedocument.
Updating,EditingandDeletingIndexesandTablesofContents
IndicesandTableofContentsaresnapshotsofwhatispresentatthetimetheyarecreated.
Obviouslythereareoccasionswhentheseneedupdating,editingordeleting.Thefollowing
instructionsgivethestepsneededtoaccomplishanyoftheabovetasks.
1. Placethecursorintheindex/tableandrightclicktoopenthecontextmenu.
2. Selectthedesiredcommand:
a) UpdateIndex/Table
b) DeleteIndex/Table
c) EditIndex/Table
d) EditParagraphStyle
Note:(d)EditIndex/TableisonlyavailableifInsert>IndexesandTables>IndexesandTables>Index/Table>
Protectedfrommanualchangesisselected.Thisisbecause,bydefault,indicesandtablesofcontentsare
protectedfromchanges.
EditingtheFormatofanIndex/TableofContents
TheEntriestabontheInsert>IndexesandTables>IndexesandTablesdialoguepermits
editingtheformatofanindex.Inthistab,alterthewayinwhichentries,tabstopsandpage
numbersarearrangedetcetera.UsingtheStylestab,assignotherParagraphStyles.For
detailedinstructions,refertotheOpenOffice.orgHelp.
Hyperlinkscanbeautomaticallyassignedtotheentriesinthetableofcontentsusingthe
followingmethod:
1. GototheEntriestabpage,
2. Placethecursorinthestructurerowbeforetheentry<E#>
3. ClicktheHyperlinkbutton,thenplacethecursorafter<E>andclickHyperlinkagain.
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Wherethelistisatableofcontentsforthedocument,clickahyperlinktogostraighttothe
firstoccurrence;however,forthistoworkthetableofcontentsmustbegeneratedfrom
headings.
IndexesCoveringMultipleDocuments
Thereareseveralwaysofcreatinganindexcoveringmultipledocuments:
Createanindexineachindividualdocument,thencopytheindexesintoadocumentand
post­editthem.
Amoreelegantsolutionistoselecteachindividualindexasasection(Insert>Section)
andinsertthesesectionsinacommonindexdocumentasalink.
Ifoneisworkingwithamasterdocument,commonindexesarepossibleacrossallsub­
documents.
Moreinformationaboutmasterdocumentscanbefoundlaterinthismanual.
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HeadingsandNumbering
Mosttextdocumentsbenefitfromuseofheadingsandnumbering.Writerprovidesautomatic
functionsthathelptheusermanagethestructureandformattingofdocumentsviaheadings
andnumbering.
NumberingandNumberingStyles
NumberinginadocumentmaybeappliedeitherasdirectformattingorbyusingaStyle,in
thesamemannerasisdonewithotherparagraphattributessuchas“Justified”or“Line
Spacing”.TheiconsonthenumberingobjectbarandtheoptionsintheFormat>Bullets
andNumberingdialogueapplydirectformatting.Directformattingisalsoappliedwhen
automaticnumberingisusedviatheAutoFormat/AutoCorrectfunction.
Note:TheAutoNumberingofAutoCorrectisnotappliedtotheStyleslistedintheStylesandFormattingwindow
under“
SpecialStyle
s”.
ANumberingStylecanbeappliedaspartofcertainParagraphStylesorapplieddirectlyto
theparagraphs.Withtheformercase,onecantakeadvantageoftheparagraphformatting
systemfornumberingaswell.ChangingaNumberingStyleensuresthatallnumbering
createdwiththisStylewillbeautomaticallyreformatted.NumberingStylesaredescribedin
theOpenOffice.orgHelp.
TurningBulletsOnandOff
Bulletsmaybeturnedonanoffinadocument.Thefollowingisonemethodtoturna
bulletedlistonandoff:
1. Placethecursorinaparagraphtobemarkedwithabulletsymbol,orselectanumberof
paragraphs.
2. ClickontheBulletson/officonontheText
ObjectBar.Theparagraphorparagraphs
willbeformattedasabulletedlist.
3. Inanexistingbulletedlist,ifoneclickstheBulletson/officon,theparagraphswillturn
backintonormaltext.
4. Inabulletedlist,clickingontheiconatthefarrightoftheobjectbarchangestheText
ObjectBartotheNumberingObjectBarwhichcontainsiconsformovingandrearranging
numberedparagraphs.Byopeningthecontextmenuontheobjectbar,userscanalso
selectwhichbartodisplay.
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Onecanselectfurthersettingsforthebulletedlistinwhichthecursorispositionedwiththe
Format>BulletsandNumberingdialogue.
ChoosedifferentbulletsymbolsunderFormat>BulletsandNumbering>Optionsby
clickingonthebuttonwiththreedots.ThisopenstheSpecialCharactersdialoguebut
onlyif“Bullet”wasselectedintheNumberingpull­downlist.
TurningNumberingOnandOff
Turningnumberingonandoffcanbeaccomplishedasfollows:
1. Highlighttheparagraphstobenumberedorreturnedtonormaltext.
2. ClickontheNumberingon/officonontheText
ObjectBar.Theparagraphsare
formattedasanumberedlistor,withanexistingnumberedlist,theparagraphswillturn
backintonormaltext.
Numberedlistsarebestcontrolledinthesamemannerasbulletedlists,i.e.withtheiconson
theNumberingObjectBar.Whenanumberedlistismoveddownalevel,thesubordinate
numberedlistatthislevelstartsfromoneagain.UsingtheShowsublevelsboxinFormat>
BulletsandNumbering>Options,selectwhichpreviouslevelsshouldbeincludedinthe
numberedlist.
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