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Chapter3:ManagingTextDocumentsWithWriter
CaptionsandNumberRanges
Intextdocumentsonecancreateseparate,continuouslynumberedcaptionsforfigures,tables
anddrawingobjects.
Userscanalsodefineasmanyseparatenumberrangesasdesired.Thecaptionsarelinkedto
thefigures,tablesordrawingobjectsinaframe.Selecttheframewhentheobjectismoved.
DefiningCaptions
1. Selectthefigureortheobjectorplacethecursorinthetablethatrequiresacaption.
2. OpentheCaptiondialoguewiththecommandInsert>Caption.
3. Thedialogueshowsapreviewofhowthecaptionwilllook.Furthertextcanbeinsertedin
theCaptionfield.
4. ClickOK.
Note:Ifonewouldliketoplaceatabstopbetweentheautomaticcaptions(e.g.,“Figure1”)andtheadditional
text,canbeinserteditinthedocumentlater.PressCtrl+Tabtoinsertatabstopatthebeginningofaparagraph.
TheparagraphformatofanautomaticallyappliedcaptionisobtainedfromtheParagraph
Style“Illustration”,“Table”,“Drawing”or“Text”.Alloftheseparagraphstyles
arederivedfromthe“Caption”ParagraphStyle.Soifallcaptionsalwaysaretoappearin
green,forexample,simplymodifythe“Caption”ParagraphStyleaccordinglyintheStyles
andFormattingwindow.Toexaminethis,switchtheStylesandFormattingwindowtothe
“AllSt yles”viewortothehierarchicalview.
Editingordeletingcaptions
Acaptionisnormaltextwhichisplacedtogetherwithanobjectinacommonframe.
1. Editthecaptiontextjustlikenormaltext.
2. Deletethecaptiontextjustlikenormaltext.
Insertinganobjectinanumberrange
Supposethedocumentcontainsillustrationsaslinkedgraphics,andthesearelabelledina
numberrangecalled“Illustration”.Nowtheuserwantstoaddadrawingobtained
withthedrawingtoolsasafurtherillustration.Extendtheautomaticnumberrange
“Illustration”asfollows:
1. Belowtheadditionalillustration,insertanewlineandapplytheParagraphStyle
“Illustration.”
2. OpentheInsert>Fields>Otherdialogue.PressingCtrl+F2isanotherwaytoopen
thisdialogue.
3. OntheVariablestab,selecttheType“Numberrange”.UnderSelectionselect
”Illustration”.
4. ClickInsert
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Chapter3:ManagingTextDocumentsWithWriter
5. Closethedialoguebox.
Ifillustrationsaremovedwiththeircaptionsbyhandsothatthesequencechanges,itmaybe
necessarytoupdatethenumbersbypressingF9.
NumberingIllustrationsbyChapters
Numberingillustrationsbychapter,sothatillustrationsarelabelled“Illustration
1.1 ”,“Illustration1.2”,etc.inthefirstchapterand“Illustration2 .1”,
“Illustration2.2”,etceterainthesecondisoftenuseful.Here'showtoproceed:
1. Organizethedocumentbychaptersifthisisnotalreadydone.SelectTools>Outline
Numberingtonumberthechapterheadingsthatareformatted,forexample,withthe
ParagraphStyle“Heading1”.Selectthe”Heading1”StylefromtheParagraph
Stylelistboxandtheoption“1,2,3,..”fromtheNumberlistboxbelowit.
2. Selectthefirstillustrationtonumber.
3. SelectInsert>Caption....
4. Inthedialoguethatappears,selectIllustrationasthecategoryandArabic(123)
asthenumbering.Captiontextcanalsobeenteredinthisdialogue.
5. ClickOptions.SpecifythechapternumberingintheNumberRangeOptionsdialogue.
Forthisexample,selectoption“1”underLevelandspecifytheseparatorwantedfor
chapter­wisenumbering.
6. ClickOK.
7. IntheCaptiondialogue,clickOK.Theillustrationsarenownumberedbychapters.
Dothesameforallotherillustrationsinthedocument.Thenumberingoccursautomatically:
Allillustrationswithinonechapterlevelarenumbered,andtheusercanenteratwhich
chapterleveltoswitchthenumberingintheNumberRangeOptionsdialogue.
NOTE:ChooseTools>Options>OpenOffice.orgWriter>General,andunderCaptionmarktheAutomatic
checkbox.WhenthebuttonnexttoObjectselectionisclicked,theCaptiondialogueappears.Thisiswhereone
can,forexample,determinethatfromnowonallillustrationsintextdocumentsreceiveacaptionautomatically.
InsertingGraphics
Graphicobjectscanbeinsertedinatextdocumentinseveralways.Thefollowingsections
describethemostuseful.
InsertingGraphicsviadialogue
1. Setthecursoratthepositioninthedocumentwheretoinsertthegraphic.
2. ChooseInsert>Picture>FromFile.ThedialogueInsertPicturewillappear.
3. SelectthedesiredgraphicandclickonOpen.
Bydefault,graphicsareinsertedwithitsalignmentcenteredabovethecurrentparagraph.
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Chapter3:ManagingTextDocumentsWithWriter
InsertingGraphicsFromOpenOffice.orgDraworImpress
Graphicobjectscanbecopiedandinsertedfromonedocumenttoanotherbydraggingand
droppingtheobject.
1. Openthedocumentinwhichtoinsertthegraphicobject.
2. Openthedocumentfromwhichtocopythegraphicobject.
3. Ifthegraphichasahyperlinkconnectedtoitthenthemousepointerwillchangetoa
GrabbingHandwhenthemouseisoverthegraphic.Inthiscaseswitchfrom
HYP
mode(in
theStatusbar)to
SEL(select)modebyclickingintheboxwhereitappears
.
4. Selectthegraphicbyclickingonit.
Note:Onsomesystems,pressingthe
Alt
keyandclickingthegraphicobjectselectstheobjectwhilein
HYP
mode
withoutactivatingahyperlinkthatmaybeconnectedtoit.Onothersystemsthe
Alt
keyisusedtoshiftthefocus
totheMenubar.
5. Whileholdingdownthe
Ctrl
key,keepthemousebuttonpressedanddragthegraphic
objectintotheotherdocument.
Note:Whenthedocumentsarenotvisiblenexttoeachother,firstdragthemousepointertothedestination
documentbuttonintheDesktopTaskbar.Continuetoholdthemousebuttondownandthedocument,addressed
inthisfashion,isdisplayed,andthe[stillpressed]mousepointermaybemovedwithinthedocumentand
released.
1. Releasethemousebuttonassoonasthegraytextcursorisatthepositiontoinsertthe
copyofthegraphicobject.
Iftheobjectisconnectedtoahyperlinkandthemethod,outlinedinthenoteabove,isnot
used,thehyperlinkwillbeinsertedinsteadofthegraphicobject.Graphicsinsertedfroma
webpagearegenerallylinkedtotheremotewebsite.UseEdit>Hyperlinktoembedthe
graphicinthedocument.
InsertingGraphicsviaDragandDropFromtheGallery
AusercanDraganddropagraphicobjectfromthegalleryintoatextdocument,spreadsheet
orpresentationtoinsertthegraphicobject.
1. Whendragginganddropping,withoutpressingakeyorwhilepressingtheCtrlkey,
aplussignappearsnexttothemousepointerandthegraphicobjectisinsertedasan
object.
2. WhendragginganddroppingwhilepressingtheShiftandCtrlkeystogether,a
linkingarrowisseennexttothemousepointerandtheobjectisinsertedasalinked
object.Alinkedobjectisnotcopiedintothedocumentbutreferstoanobject
elsewhere.Iftheobjectelsewhereismodified,thenalllinkedinstancesofitarealso
changed.Thesizeoftheobjectinthedocumentdoesnotchange,soOpenOffice.org
willautomaticallyscaletheviewoftheobjectifnecessary.
Whenagraphicobjectisreleaseddirectlyonadrawingobject,thefollowingrulesapply:
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Chapter3:ManagingTextDocumentsWithWriter
1. Whendragginganddropping,withoutpressingakeyorwhilepressingtheCtrlkey,
aplussignappearsnexttothemousepointerandthegraphicobjectisinsertedasan
objectontopoftheexistingobject.
2. WhendragginganddroppingwhilepressingtheShiftandCtrlkeystogether,a
linkingarrowisseennexttothemousepointerandtheexistingdrawingobjectis
replacedbytheobjectfromtheGallery.Thepositionandsizeoftheobjectthatis
replacedremainsvalidforthenewgraphic.
AddingGraphicsTotheGalleryviaDragandDrop
GraphicobjectscanbeaddedtotheGalleryand,thus,havethemconvenientlyavailablefor
useinanydocument.
1. SelectMyThemeintheGallerythemesbox,oraddanewviatheNewTheme
buttonandselectit.
2. PressandholdtheCtrlkeywhiledragginganddropagraphicobjectfromthe
documenttotheGalleryimagesbox.
3. OpenthecontextmenuofthenewgalleryimageandselectTitle.Enteranamefor
theimageandpressOK.
Addanythemestoorganizepersonal,ready­useimages.
InsertingGraphicsWithaScanner
TocarryoutscanninginWriter,ascannerwithappropriatedriversoftwaremustbeinstalled
onthelocalsystem.(UnderWindows®,OpenOffice.orgsupportstheTWAINstandardwhile,
underUnix,OpenOffice.orgsupportstheSANEstandard.)
1. Setthecursoratthepositioninthedocumentwherethegraphicistobeinserted.
2. SelectInsert>Picture>Scan.
Thesubmenucontainsacommandtoopenadialogueforselectingthescanningsource.
3. Fromthesubmenu,selectthecommandtorequestscanning.
Thescannerdriveropensawindowinwhichtofollowthescannermanufacturer's
instructions.
4. Oncethescanningprocessiscompleted,theimageisinsertedinthedocument.
InsertingaChartFromOpenOffice.orgCalc
DraggingandDroppingtheChartwithMoveorCopy
1. OpentheOpenOffice.orgWriterdocumentintowhichthechartwillbeinserted.
2. OpentheOpenOffice.orgCalcdocumentcontainingthechart.
3. Clickandholdthemousebuttononthechart.Waituntilthemousepointerchangestothe
Arrow­with­Framepointer.
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Chapter3:ManagingTextDocumentsWithWriter
DragthechartintotheOpenOffice.orgWriterdocument.
Thiswillmovethechart.Tocopythechart,pressandholdtheCtrlkeywhiledragging.
Note:IftheWriterdocumentisnotvisible,firstarrangethewindowsappropriately.Iftheoperatingsystemor
windowsmanagerprovidesataskbar,dragthecharttotheWriterbuttononthetaskbar,holdthatpositionfor
amomentwhiletheWriterwindowopensintheforegroundandthendropitinthenowvisibledocument.
4. IntheWriterdocument,positionthechartormodifythescaleasonewouldanyobject.
5. Tolatermodifythechartdata,double­clickandeditit.
ChartswithLinkedData
IfachartdependsondatainaCalcdocumentandthisdatachanges,achartinsertedbythe
abovemethodisnotautomaticallyupdated.Tokeepthechartandthedataup­to­date,doas
follows:
1. IntheCalcdocument,copythecellrangefromwhichthechartiscreated.
2. IntheWriterdocument,long­clicktheInsertObjecticonontheStandardtoolbartoopen
thesubmenu.
3. SelectInsertOLEObject.
ThedataisnowinatableintheWriterdocumentandisalwayslinkedviaOLEtothe
sourcedataintheCalcdocument.(NoteDDEisrelatedtoOLEandishandledaspartof
theimplementation.)
4. Positionthecursorinthetable.
5. Long­clicktheInsertObjectsiconontheStandardtoolbartoopenthefloatingtoolbar
6. ClicktheInsertCharticon.
InsertingDecorativeHorizontalLines
ChooseInsert>HorizontalRulertoopenadialogueforselectingdecorativelines.
Thelinesaregraphicsanchoredtothecurrentparagraphandcenteredbetweenthemargins.
TheselinesmayalsobefoundinaGallerytheme.Ifonewantstocontinueusingalinefrom
theInternet,addittotherelevantthemeintheGallery.Thelinecanthenbeselectedfrom
thisdialogue.
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Headers,FootersandFootnotes
SomeNotesConcerningHeadersandFooters
HeadersandfootersarealwayslinkedtothePageStyle.AllpageswiththesamePageStyle
automaticallyhavethesameheadersandfooters.ByusingFieldsintheheadersandfooters,
onecaninsertvariablecontentinatextdocument,suchaspagenumbersandchapter
headings.
HeadersandfootersarealsoavailableforHTMLWriterdocuments.However,because
headersandfootersarenotprovidedintheHTMLdefinition,theyareexportedasspecial
tagsandarecorrectlyinterpretedagainuponloadinganWriterHTMLpage.Thus,web
browsersshowthecontentoftheheaderorfooterasthetextwhichwasthereatthetimeof
theHTMLexportwhileWriterinsertsthefieldsagainandupdatestheseasandwhen
necessary.(Authorandsender,ontheotherhand,areonlyinsertedasfieldsiftheuser,isthe
authororwasthelastonetomodifythedocument.)Headersandfootersareexportedin
HTMLdocumentsiftheyareenabledinWebLayoutmode.
Ifthecontentofheadersandfootersneedstochangeatdifferentpointswithinadocument,it
isbesttocreatedifferentPageStylesandapplythesetothepages.
ChooseInsert>HeaderorInsert>Footertotoggleheadersorfooterson/offfora
particularPageStyle.Theseoperationsdon'taffectthecurrentpage,unlessthecurrentpage
hasthatPageStyle.
Format>Pagemayalsobechosentostartadialoguethatallowsselectingheadersor
footersforthecurrentPageStyle.HerefindacheckboxSamecontentleft/right.Ifthisis
notmarked,formatdifferentheadersandfootersontheleftsidesthanontherightsides.
Note:Ifoneonlywantstoassignasinglepageadifferentheader,theusercouldalsoinsertatextboxtocoverthe
headertext.Anchortheframetothepage,andassignthe”
Wrap
Through
”optionandthebackgroundcolour
White
.”
InsertingPageNumbersinFooters
Supposethatthecursorisonapagethathasapagestylethatnowrequiresafooterbe
inserted.Bydoingso,allpagesthatalsousethisstylewillalsodisplaythisfooter.
Note:Thisistheonlywaytoeditthecontentofaheaderorfooter,thatis,byfindingorcreatingapagewiththe
targetpagestylefirst.
1. ChooseInsert>Footerandselect,fromthesubmenu,thepagestylecorresponding
tothestylebeingusedforcurrentpage.Thiswilltogglethefooteronforthispage
style(assumingitwasnotonalready).Thecursornowappearsinthefooter.
2. ChooseInsert>Fields>PageNumber.Thepagenumberappearsasafieldinthe
footer.
That'sit.Iftheusernowwantstoformatthisfield,forexamplebycenteringitacross
thepageandaddingsometextsothatitappearsas“Page9of12”,thisishow
it'sdone:
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i. PlacethecursoranywhereinthefooterandclickontheCenteredicononthe
Formattingtoolbar.
ii. Typethetext“Page”beforethefieldand“of”afterthefield.
iii. NowchooseInsert>Fields>PageCount.
1. InsertingChapterInformationinHeaders
Fieldscontainingthefilename,date,time,chapterheadings,etceteracanbeinsertedintoa
header.
1. Entertextinadocumentandapplythestyle“Heading1”tochapterheadings.
2. Activatetheheaderforthepagestyleusedbythecurrentpage(Format>Page>Header
orInsert>Header).
3. Clickwithintheheadertopositionthecursorinit.
4. Type“Chapte r:”
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5. SelecttheInsert>Fields>Other“command.
a) IntheFieldsdialogue:
b) SelecttheDocumenttab
c) ChooseChapterintheTypebox,
d) FormatChaptername.Wheretheheadertocontainparagraphsformattedwith
Heading2insteadofHeading1,entera2underLayer.
e) ClickInserttoaddthedesiredinformationtotheheader,andthenclosethedialogue
box.
f) Noweverypageofthedocumentusingthispagestylewillautomaticallydisplaythe
chosenchapterheadingintheheader.
Otherinformationcanbeinsertedintoaheaderinthesamemanner.Findothermenu
commandsunderInsert>Fields.ChoosefromDate,Time,PageNumber,PageCount,
Subject,TitleandAuthor.Additionalfieldcommandscanbeselectedordefinedunder
Other.
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FormattingHeadersandFooters
Headersandfooterscanbeformattedwithmultipleobjectswhereanobjectcouldbetext,a
fieldorwhatever.ThefooterusedinthisdocumentusesatabletocontaintheTitlefieldand
thepagenumberfield.
Tabstopscanalsobeusedeffectivelyforthispurpose.Theprocedureforsettingandediting
tabstopscanbefoundviaHelp>Contents>Index>Searchterm>tabstops.
DefiningDifferentHeaders
AdefinedheaderandfooterwillappearinallpagesthathavethesamePageStyle.However,
differentheadersforthefirstpageorforevenandodd­numberedpagesareoftenneeded.For
example,onemaywantthenameofthechaptertoappearontheleft(even)pagesandthe
nameofthefirstsubchaptertoappearontheright(odd)pages.Sinceheadersareaproperty
ofthePageStyles,usersneedtodefinetwodifferentPageStylesandapplythemtothe
respectivepages.TherearepresetStylesforFirstpage,LeftpageandRightpage,which
canbeadaptedtoone'sspecificneeds.
TakethePageStyleforleftpages,thisstylemighthavedifferentinnerandoutermargins,
whilethestyleforrightpageshasamirrorimageofthosemargins.Ifdifferentheadersand
footersarenotneeded,simplychooseamirroredpagelayout(underPageLayoutinthe
tabPage).
SwitchingbetweenoddandevenPageStylesandbetweenFirstPageandLeftPagescanbe
doneautomaticallybydefiningtheNextSt yle.IfonedefinesthePageStylewithNext
St yleandapplythenewPageStyletothefirstpage,thenOpenOffice.orgwill
automaticallyapplythecorrectPageStylestothecontinuationpages.Hereisamethod:
1. Openanewtextdocument.
2. ClickthePageStylesiconintheStylesandFormattingwindow(Format>Stylesand
Formatting).
3. ChoosetheStyleFirstPagetouseasthebasisforacustomPageStyle.
4. OpenthecontextmenuandchooseNew.
5. InthePageStylesdialogue,gotothetabOrganizer.
a) GivethePageStyleaname,suchas“Page1,”and
b) define“LeftPage”astheNextStyle.
6. Forthe“LeftPage”define“RightPage”astheNextStyle,andforthe“Right
Page,”choose“LeftPage.”
InsertingPageNumbersofContinuationPages
FootersareinsertedusingInsert>Footer.
1. Aftercreatingthefooter,setthecursorinitandselectInsert>Fields>Other....
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2. ChoosetheDocumenttabandunder“Type”select”Page”,under“Select”select
“Nextpage”andunder“Format”,select“AsPageStyle”.
3. FinallyclickInserttoinsertthefieldcommandinthefooterofthecurrentdocument.
Thedocumentwilldisplaythepagenumberofthenextpage,withtheexceptionofthelast
page.
Ifthewords“Continueonpage”shouldalsoappearinfrontofthepagenumberbutshould
notappearifthereisnonextpage,dothis:
1. Setthecursorinfrontofthefieldthatjustinsertedinthedocument
2. OpentheFieldsdialogue.
3. Selectafieldofthe“Page”type,underSelect,select“Nextpage”andunder
“Format”,select“Text”.
4. IntheValuetextbox,enterthetexttobedisplayedifanextpageexistsinthe
document.Enter“Continueonpage”(notethespaceattheend!).
5. ClickInsert.
Ofcourse,onecanalsoenterinsteadof“Continueonpage”,somethingelse.For
example,“.../”,toindicatethenumberofthenextpage.
InsertingLinesUnderHeaders
Adjusttheappearanceoftheheaderdirectlyintheheaderitself.Forexample,byclickingon
anexistingheader,userscanformatthetextindividuallyorasawholeparagraph.Additional
attributesareavailableintheFormat>PagedialogueinthetabHeader.
SelectingtheHeadertabpermitsdefiningadocumentheaderforthefirsttime.Mark
Headeron.WhenthedialogueisclosedbyclickingonOK,aheaderiscreatedwhichcan
thenbefilledoutinthedocument.
ClicktheMorebuttonontheHeadertabtochooseadditionalsettingsfortheborderand
backgroundofaheader.
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