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Chapter3:ManagingTextDocumentsWithWriter
Chapter3:ManagingTextDocumentsWithWriter
Inthischapter,theuserwilllearnabouttheOpenOffice.orgwordprocessingmodule,called
Writer.Startingwiththebasics,itwillintroducethemoresophisticatedfunctionsand,lastly
provideanexplanationofsomeofthetemplatesandsampledocumentsthatarepartofthe
distribution.
Remembertoexamineotherchaptersintheguideforotherimportantinformationon
workinginWriter:
Usageofmenus,windows,floatingtoolbarsetceteraisdescribedinChapter1.
InformationaboutcustomizingtheuserinterfaceofOpenOffice.org,workingwithdata
sources,e.g.forformletters,andabouttherevisionmarkingfunctioniscontainedina
separatechapter“AdvancedTechniques”.
TheOpenOffice.orgWriterFunctions
ThissectioncontainsabriefoverviewofthefunctionalityandcapabilitiesofOpenOffice.org
Writer.
Writing
Writerhelpsuserstocreateallsortsofwrittendocuments.Onecanproducepersonalletters,
formletters,brochures,faxes,andevenprofessionalmanuals.Documentsthatareusedoften
canbesavedastemplates,forexample,aninvoiceform.Spellcheckandthesaurusfunctions
areatone'sdisposal.Ifdesired,havetheAutoCorrectandhyphenationfunctionsactivewhile
typing.
ThereisnorestrictiontothelengthofatextdocumentinOpenOffice.org.UsetheNavigator
tomovearoundeasilyandquicklywithinthedocument.OpenOffice.orgWritercomeswitha
varietyoftemplatesforalmosteverypurpose.Alsouserscancreatetheirownusingthe
Wizard.
DesigningandStructuring
OpenOffice.orgoffersawidevarietyofoptionstodesigndocuments.UsetheStylesand
Formattingwindowtocreate,assignandmodifystylesforparagraphs,individualcharacters,
framesandpages.Inaddition,theNavigatorcanhelpcreatestructuredtextsandalsoallows
modificationofthestructure,forinstance,byshiftingparagraphsfromonepositionto
another.
Additionally,variousindexesandtablescanbecreatedintextdocuments.Onecandefinethe
structureandappearanceoftheindexesandtablesaccordingtoindividualneeds.Live
hyperlinksandbookmarksallowjumpingdirectlytothecorrespondingitemsinthetext.
OpenOffice.orgUserGuidefor2.x
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Chapter3:ManagingTextDocumentsWithWriter
DesktopPublishingwithOpenOffice.orgWriter
OpenOffice.orgWritercontainsnumerousfunctionstoassistincreatingperfectlystyled
documents.Textcanbeformattedmulti­columnar,andhavetextframes,graphics,tables,etc.
integratedintoit.Thetextframescanbelinkedallovertheplace,evenbeyondpagelimitsto
createanewspaperformat.Functionssuchasmakinglinesregister­true,flowofcontours
throughandaroundgraphics,anddefiningofcharacters,paragraphsandtablesinanycolour
complementthetoolstolenddocumentsaprofessionallook.
Calculations
TextdocumentsinOpenOffice.orghaveanintegratedcalculationfunctionthathelpsoneto
executesophisticatedcalculationsorlogicallinks.Tablesinatextdocumentcaneasilybe
createdinordertoperformcalculations.
CreatingDrawings
Draw,vectordrawingtool,letsuserscreatedrawings,graphics,legends,etceteradirectlyin
textdocuments.
InsertingGraphics
Pictureswithdifferentformatscanbeinsertedintoatextdocument,includinggraphicswith
aJPGorGIFformat.Themostcommonformatscanbeediteddirectlyinatextdocument
withtheimageeditor.Inaddition,theGalleryprovidesacollectionofclipartgraphics
organizedbytheme.
CustomizableProgramInterface
ThedesignofOpenOffice.org'sprograminterfaceissuchthateachusercanconfigureit
accordingtoindividualpreferences.Thevariouswindows(StylesandFormattingwindow,
Navigator,etcetera)canbepositionedasfloatingwindowsanywhereonthescreenandsome
canbedockedtoanedge.Visibleiconsandmenuscanbecustomizedaswell.
Drag&Drop
Thedrag­and­dropfeatureenablesuserstoworkevenmorequicklyandefficientlywithtext
documentsinOpenOffice.org.Forinstance,onecandraggraphicsdirectlyfromtheGallery
intoanactivedocument.
ExtensiveHelpFunctions
TheprogramprovidesanextensiveHelpfunctionwhichservesasareferenceguidetothe
programelementsinOpenOffice.orgaswellasincludesavarietyofinstructionsforsimple
andcomplextasks.
OpenOffice.orgUserGuidefor2.x
58
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Chapter3:ManagingTextDocumentsWithWriter
TheOpenOffice.orgWriterWindow
Windows®ofOpenOffice.orgWriter
Theabovegraphicshowsthevariouswindowsandtoolbarsavailableforuseinmanaging
documentsandwheretheirassociatediconsarelocated.Forclarity,thewindows,listed
counter­clockwise,areInsertfloatingtoolbar,InsertFields“submenu,InsertObject
floatingtoolbar,FormFunctionsfloatingtoolbar,DrawFunctionsfloatingtoolbar,
NavigationWindow,NavigatorWindowandStylesandFormattingwindowWindow.
OpenOffice.orgUserGuidefor2.x
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Chapter3:ManagingTextDocumentsWithWriter
EnteringandFormattingText
Thereisnoprescribedsequenceinwhichtowork.Onecanentertextand,letussay,
underlineitoritalicizeitwhiletypingorchoosetodothislater.Userscanalsodecide
whetherornottosplitasectionoftextintotwocolumnsimmediatelyortodelaytheaction.
Textneverhastobedeletedandretypedsimplybecauseformattingneedschanging.
Basically,toedittext,firstselectitandthenchoosetherelevantcommand,suchastheoneto
formatthetextinitalics.Thereareseveralwaysofselectingtext,forexample,usingthe
arrowkeyswhilstholdingdowntheShiftkey,orwiththemousewhilstkeepingthemouse
buttondepressed.Oftentherearedifferentwaysofchoosingacommand,forexample,witha
menucommand,withatoolbariconorwithshortcutkeys.
EnteringNewText
Toenternewtext:
1. Openanexistingtextdocumentorcreateanewone.
2. Entertextusingthekeyboard.
Whenspecialcharacters,suchasthecopyrightsymboloraccentedcharactersthatarenot
availableonthekeyboardaretobeentered,selectInsert>SpecialCharacterandchose
whatisneededfromthetable.
3. PressEntertobeginanewparagraph.
Linebreaks
Usersneverneedtoworryaboutlinebreaksasthesoftwareinsertstheseautomatically.Only
pressEnteratthepointtostartanewparagraph.
Automaticcorrection
OpenOffice.orgWriterincludesaconfigurableauto­correctiontoolthatcanmakevarious
correctionswhiletyping.Forexample,automaticallycapitalizingthestartofeverysentence.
Wordcompletion
Theautomaticwordcompletionfunctionhelpswhenenteringtext.Forexample,let'ssay,
there'sanoftenusedlongword.Inthiscase,Writersuggestsaworditrecognizesas
matchingwhathasbeentypedsofar.Ifthesuggestioniswhatiswanted,PressEnter(or
defineanotherkey)toacceptit.
InsertingText
1. Openanexistingdocument.
2. placethecursoratthepointwheretextistobeaddedusingeitherthemouseorthearrow
keys,andenterthenewtext.
OpenOffice.orgUserGuidefor2.x
60
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Chapter3:ManagingTextDocumentsWithWriter
Insertmodeisenabledbydefault,thusanytext,followingtheinsertionpoint,isshiftedas
newtextisentered.Tooverwritetheexistingtextatthispoint,selectOverwritemodeby
clickingtheINSRTfieldinthestatusbarasshownbelow.
SwitchingBetweenInsertModeandOverwriteMode
Usingthekeyboard:
IfthekeyboardhasanInskey,pressittotogglebetweenoverwritemodeandinsertmode.
Thecurrentmodeisdisplayedonthestatusbar.
Usingthemouse:
Onthestatusbar,clickinthefourthfieldfromtheleft,whichindicatesthecurrentmode,to
switchtotheothermode:
INSRT
Insertmodeisenabled.Thetextcursorisablinkingverticalline.Clickinthefieldto
enableoverwritemode.
OVER
Overwritemodeisenabled.Thetextcursorisablinkingblock.Clickinthefieldtoenable
insertmode.
defaultlayoutofthestatusbar:
Note:theareathatisclickedtochangefrominserttooverwrite
Afterclicking
EnteringTextAnywhereonaPage
Writerenablesonetoentertextatanypositionwithinthetypeareainthetextdocument.
Thisisthedirectcursorfunction:
1
.
ClicktheDirectCursoron/officonontheToolstoolbar.Clickingtheicon
turnsthedirectcursoronandoff.Whentheiconappearspressed,thedirect
cursorisenabled.
2
.
Clickonafreespaceinthetextdocument.Theshapeofthemousepointer
showshowthetextthatisenteredwillbealigned.
AlignLeft
OpenOffice.orgUserGuidefor2.x
61
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Chapter3:ManagingTextDocumentsWithWriter
Centre
AlignRight
3
.
Enterthetext.OpenOffice.orgautomaticallyinsertstherequisitenumberof
blanklines,tabsandspaces.
SelectingandDeletingText
Somebasicstepstostart.
Deletingcharacters
Todeleteonecharactertotheleftofthecursor,pressBackspace(abovetheEnter
key).
Todeleteonecharactertotherightofthecursor,presstheDeletekey(maybelabelled
Del).
Deletingtext
Selectingtexttodeletewiththemouse
1. Left­clicktosetthecursoronthefirstcharactertobedeleted.
2. Keepingthemousebuttondepressed,dragthepointertothelastcharactertobedeleted.
Thecharacterswillbehighlighted.
3. Releasethemousebutton.
4. PresstheDeletekeytodeletetheselectedtext.
Selectingtexttodeletewiththekeyboard
1. Usethearrowkeystogotothefirstcharactertobedeleted.
2. HolddowntheShiftkey.
3. Usingthearrowkeys,movethecursortojustafterthelastcharactertobedeleted.
4. ReleasetheShiftkey.Thetextishighlighted.
5. PresstheDeletekeytodeletetheselectedtext.
Note:Toputtheselectedtextintotheclipboardforuselaterortoputelsewhereinthedocument,press
Ctrl+X
ratherthan
Delete
.This“cuts”outthetextandplacesitontheclipboard.Topasteitbackin,
whereverandasoftenasdesired,“press
Ctrl+V
whenthecursorissettothecorrectlocation.
Deletingnon­adjacentpiecesoftext.
1. PressCtrlandkeepitpressed.
2. Left­click“tosetthecursoratthefirstcharacterofthefirstpieceoftexttobedeleted.
3. Presstheleftmousebuttonanddragthepointertothelastcharacterofthetexttobe
deleted.
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Chapter3:ManagingTextDocumentsWithWriter
4. ReleasethemousebuttonandtheCtrlkey.
5. Repeatsteps1to4foreachpieceoftexttobedeleted.
6. PresstheDeletekeytodeletetheselectedtext.
Statusbaruses
SettingtheViewingZoomFactor
Note:theareathatisRight­clickedtochangetheZoomfactor
Byright­clickingintheareashownabove,theusercanselectthedisplayZoomfactorforthe
document.TheoptimalsettingisparticularlyusefulwhentheStylesandFormattingwindow
orNavigatoraredockedandopened,offandon,duringasessioninthatthefullwidthpage
oftextisalwaysdisplayed.
EditingorActivatingHyperlinks
Clickinginthisfieldonthestatusbarswitchesthetexthyperlinksinthedocumentfromactive(HYP)toedit
(SEL).
Display
Effect
HYP
ClickaHyperlinktoloadthecorrespondingURL.
SEL
ClickaHyperlinktextandedititaswithnormaltext.
ToedittheURLinsteadoftheHyperlinktext,thestatusbarmusthaveHYPdisplayedinthis
field.PointtotheHyperlink,thenclickandholddownthemousebuttonastheHyperlinkis
draggedtotheHyperlinkBar.BoththetextandURLcanbeeditedfromhere.
IftheHyperlinkisinsertedasabuttonratherthanastext(seeLinkbutton),theHyperlink
canonlybeediteidifonechangesthepropertiesofthecontrolfield:Selectthebutton,open
itscontextmenuandchoosetheControlcommandandtheneditthetextonthebuttonand
theURLfromthePropertiesdialogueofthebutton.
Clickahyperlinkinadocument,bringsupadialogueaskingtoopenthelinkeddocument.
ApplyingVariousFonts
ModifytheParagraphStyletopermanentlychangethefontsizeandstyleforallparagraphs
withthatparticularparagraphformat.First,positionthecursorinthetextthattobemodified
andselectthecommandEditParagraphStyleinthecontextmenu.
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TheParagraphStyledialogueopens,withvarioustabs.ClickontheFonttabandspecify
thetype,size,andstyleofthefont.
Note:Ifonewantstoemphasizeaparticularpassageinaletter,simplyselectthetextandclicktheBoldorItalic
icon.Toformatonlyasingleword,simplyplacethecursoranywhereinthewordandclickBoldorItalic.
Makeanyothernecessarychanges,thenclicktheSaveDocumenticonandclosethe
documenttemplate.
Note:Whencreatingatemplate,remembernottotypeatextforaparticularletter.Themainpurposeofa
templateistodefinethegenerallayoutofadocument.Usethedocumentsbasedonthetemplatetoaddtextfor
aletter.
KeyboardNavigatingandSelectioninWriter
Navigatingandselectionusingthekeyboardisdoneusingthearrowkeys.Onecanalsouse
Home,End,PgUpandPgDn.Certainkeyshavedifferentfunctionsdependingonwhether
theyaresimplypressedorareusedincombinationwiththeCtrlkey.Thefollowingtable
providesanoverviewofthekeysusedfornavigation.
Key
Function
+Ctrlkey
Right/leftarrow
keys
Goonecharactertotheleftorright
Goonewordtotheleftorright
Up/downarrow
keys
Goonelineupordown
Movethecurrentparagraphupor
down
Home
Gotothebeginningofthecurrentline
Gotothebeginningofthe
document
HomeInatable
Gotothebeginningofthecurrentcell
1.Gotothebeginningofthecurrent
cell2.Gotothebeginningofthe
table3.Gotothebeginningofthe
document
End
Gototheendofthecurrentrow
Gototheendofthedocument
EndInatable
Gototheendofthecurrentcell
1.Gototheendofthecurrentcell
2.Gototheendofthetable3.Goto
theendofthedocument
PgUp
Scrollonepageupthescreen
Switchtotheheaderandback
PgDn
Scrollonepagedownthescreen
Switchtothefooterandback
InsertingSpecialCharacters
Thisishowtoinsertspecialcharacters(suchascheckmarks,boxes,telephonesymbolsetc.)
intext:
SelectInsert>SpecialCharacterstoviewtheselectionofcharactersavailable.
Inthelargeselectionfieldselectthedesiredcharacterormorethanonebyclickingwith
themouseorbynavigatingbykeyboardinsuccession.Thecharactersaredisplayedatthe
bottomofthedialoguebox.UponclosingthedialoguewithOK,alldisplayedcharactersin
theselectedfontareinsertedinthecurrentdocumentatthecursor.
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Ifaspecialcharacterisrequiredinanytextinputfield(suchasintheURLfieldofthe
StandardtoolbarorintheinputfieldsintheFind&Replacedialogue),press
Shift+Ctrl+StopopuptheSpecialCharactersdialogue.
InsertingProtectedSpaces,HyphensandConditionalSeparators
Non­breakingspaces
Topreventtwowordsfrombeingseparatedattheendofaline,presstheCtrlkeywhile
“typingthespacebetweenthewords.Thisisimportant,forexample,betweenatitleandthe
person'sname.
Non­breakinghyphen
Anexampleofanon­breakinghyphenwouldbeinacompanynamesuchasA­Z.Obviously
havingA­appearattheendofalineandZatthebeginningofthenextlineisnotusually
desired.Tosolvethisproblem,pressShift+Ctrl+minussign.Inotherwords,hold
downtheShiftandCtrlkeysandpresstheminuskey.
Hyphen,em­dashanden­dash
Toenterlongerdashes,addthecharactersequencesandreplacementunderTools>
AutoCorrect>Replace.
NOTE:ThereisaReplacedashesundertheOptionstabbutbeawarethatthisselectionisforcreatingparagraph
borderswhenasequenceofthreehyphensorthreeequalssignsareenteredthesearereplacedbyasingleline
borderandadoublelineborderrespectively.
Hereisamethodtouse:
1. Openatextdocumentandplacethecursorinaconvenientlocation.
2. UsetheSpecialCharacterdialoguetofindthelong(em)dashtouseandinsertitinthe
document.
3. Copythecharacter.
4. OpenTools>AutoCorrect>Replace.
5. PastethedashcharacterintotheWithfield
6. EnterthedesiredcharactersequenceintotheReplacefield.Forexample,twohyphens
­)totriggerthereplacement.
Nowthereisashortcutthatdefinedthatautomaticallyreplacestheuser­definedinput
sequencewiththeoptionaldashselected.Thisdashcanalsobeinanotherfont.
ManualHyphenation
AlthoughOpenOffice.orgoffersautomatichyphenationbyenteringaseparatorinsideaword,
userscanoverridethisfeaturebyenteringCtrl+minus.Thusthewordcanbe
hyphenatedattheendofthelineregardlessofthestateautomatichyphenationforthis
paragraph.
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EmphasizingText
Therearemanywaysofemphasizingtextinaspecialway.Herearesomeofthem:
UsetheiconsintheObjectbarforregularFormattingneeds.Forexample,changethe
texttoboldortoanotherfontstyle,changethetextcolourandbackground,orcentrethe
text.
Wholeparagraphcanbeemphasizedusingborders.Placethecursorintheparagraphthat
istobeemphasized,right­clicktoitscontextmenuandselectParagraph,thenclickon,
forexample,theBorderstab.Atthispoint,abordermaybeselectedtoframethe
paragraph,andalsowithshadowshading,ifdesired.Ifnecessarythedistancebetweenthe
borderandtheparagraphtextcanbeadjustedunderSpacingtocontents.
UsingaTextFrame,providesthefollowingpossibilities:
a) Textcanreceiveaborder
b) Textcanbeplacedoutsideofthetextmarginonthesideofthepage.
c) Textframescanbelinkedwhentextshouldflowfromoneframetoanother.
ChooseFormat>Paragraph>Backgroundtoapplyabackgroundcolourtothe
paragraph.
UsetheDrawText“function:OpentheDrawfunctiontoolbar(ontheStandard
toolbar),selecttheTexticon,dragopenaframeandenterthetext.Thistextcanbe
positionedasdesired,whichincludesrotatingatvariousangles,orcurvingandslanting
thetextwiththehelpofFormat>Object>FontWork.
ChangingthecolourofText
ClickthelittledownarrowoftheFontcolouriconinWriterandothermodulestoobtaina
floatingtoolbarfromwhichtochooseacolourfromtherangeofcolours.Alternatively,long­
clicktheiconitself.
Fontcolouricon.Notethecolournameisshowninthebaratthebottom.
Whenusingashort­clickwithnotextselected,themousepointerchangesitsappearancetoa
tiltedpaintcanpouringpaint.Dragthehotspotofthemousepointeracrossthetargettext
area.Thistextareanowtakesontheselectedcolour.Thefunctionremainsactiveforaslong
astheiconisactive(looksdepressed),oruntilsimplyclickingwithoutdragging,oruntilthe
(Esc)keyispressed.
RotatingText
Textcanberotatedbyenteringitintoatextframeasfollows:
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