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Chapter9:AdvancedTechniques
RevisionMarkingFunction
TherevisionmarkingfunctioninWriterandCalchighlightschangestodocumentssothat
whomeveriseditingthefilecanseewhochangedwhatandwhen.
RecordingandDisplayingChanges
Whenseveralauthorsareworkingonthesametextorspreadsheet,thereviewfunction
(markingchanges,redlining)makesitpossibletodocumentwhomadewhichchanges,so
thatthisiscleartoeveryone.Onthefinaleditofthedocument,itisthenpossibletolookat
eachindividualchangeanddecidewhetheritshouldbeacceptedorrejected.
Forpurposesofillustration,imaginehavingtodeliverareport.Now,beforepublication,the
reportmustbereadbythesenioreditorandtheproofreader,andbothwilladdtheirchanges.
Perhapsthesenioreditorwritesclarifyafteroneparagraphandcrossesoutanotherentirely.
Theproofreaderchecksthespellingofthedocumentandnotestwocaseswhereexplicit
referencestothegenderofanimaginarypersoncouldberewordedtoavoidgenderentirely.
Theediteddocumentcomesbackwhereupononecanchoosetoincorporateorignorethe
suggestionsofthetworeviewers.Plus,youalsoe­mailedacopyofthereporttoagood
friendandcolleaguewhohasdoneresearchonasimilartopicinthepast,askingforafew
suggestions,andthedocumentisnowreturnedbye­mailwithsuggestions.Itisnowa
simplemattertoproduceafinalversionofthedocumentfromtheresultsthatarereturned.
OpenOffice.orgUserGuidefor2.x
407
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Chapter9:AdvancedTechniques
AcceptingorRejectingChanges
Whenbringingadocumentinwhichothershavenotedtheirchangesbacktogetheragain,the
usercanacceptorrejectthechangesindividuallyoralltogether.
Ifonehasputmultiplecopiesofthedocumentincirculation,firstofall.mergetheseinto
onedocument(seeMergingVersions).
OpenthedocumentandchooseEdit>Changes>AcceptorReject.TheAcceptor
RejectChangesdialogueappears.
SelectachangeontheListtab.Thechangeisselectedanddisplayedinthedocumentand
nowtheusersmakesadecisionwithoneofthedialoguebuttons.
Ifoneauthorhaschangedanotherauthor'schange,onewillseethechangeshierarchically
arrangedwithaplussignforopeningupthehierarchy.
Whenthelistofchangesistoolongorconfusing,switchtotheFiltertabinthedialogueand
specifyonlythechangesofcertainauthors,oronlythechangesofthelastday,orthatthelist
shouldberestrictedinsomeotherway.
Changescanalsobefilteredbythedescriptions.Wildcards(aswithregularexpressionsin
theFind&Replacedialogue)arepermittedwhenenteringthefilter.
Textdocumentchangesthathavenotyetbeenacceptedaredisplayedinthelist.Changesthat
havebeenacceptedareremovedfromthelistandappearinthetextwithoutanyfurther
marking.
Spreadsheetchangesthathavebeenacceptedarecombinedinthelistinasingleentry,sothat
onecancontinuetoseewhichchangeshavealreadybeenaccepted.
colour­codedentriesinformtheuserabouttheresultofthefilterthatisset.Entriesinblack
canbeacceptedorrejectedandmatchthefiltercriteria.Entriesinbluedonot,themselves,
matchthefiltercriteriabuthavesubentriesthatareincludedbythefilter.Grayedentries
cannotbeacceptedorrejectedanddonotmatchthefiltercriterion.Greenentriesdomatch
thefilterbutinspiteofthiscannotbeacceptedorrejected.
OpenOffice.orgUserGuidefor2.x
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Chapter9:AdvancedTechniques
ComparingVersionsofaDocument
Perhapsoneoftheauthorswhoreceivedacopyofthedocumentmadechangesbutdidnot
recordthembychoosingEdit>Changes>Record.Nonetheless,thedeliveredcopyofthe
documentcanbecomparedwiththeoriginaldocument.
1. OpentheediteddocumentandthenchooseEdit>CompareDocument.
2. Fromthefileselectiondialogue,selecttheoriginalcopyofthedocument.
3. Confirmthedialogue.
NowOpenOffice.orgcombinesbothdocumentsintheoriginaldocument.Alltextpassages
thatoccurinthedocumentbutnotintheoriginalareidentifiedashavingbeeninserted,and
alltextpassagesthataremissinginthecopydocumentareidentifiedasdeletions.
Nowstarttherevisionprocessbyacceptingthe“insertions”,inwhichcasetherelevanttexts
stayintheiroriginalform,oracceptingthe“deletions”,inwhichcasethemarkedtext
containedinthecopyarenotinsertedinthedocument.
MergingVersions
Itisnotalwaysoneandthesamedocumentthatiseditedbydifferentauthorsandpassed
fromonetothenextauthor.Itoftenmakesmoresensetogiveaseparatecopyofthe
documenttoeachauthor.Forexample,threecopiesarereturnedinadditiontotheoriginal
document,withdifferentchangesineachcopy.
Itiseasytomergethesedocumentsintotheoriginal.Theonlyrequirementisthatthe
documentsdifferonlyandexclusivelyintherecordedchanges.Inotherwords,all“normal”
textmustbeidentical.
1. Opentheoriginaldocumentintowhichtomergeallthecopies.
2. SelectEdit>Changes>MergeDocument....Thisopensatypicalfileselectiondialogue
fromwhichtochooseacopyofthedocument.
3. Aftermergingthedocuments,thedesignatedchangesfromthecopyintheoriginal
documentwillbevisible.
RecordingChanges
ThereviewfunctionisavailableinOpenOffice.orgforbothtextdocumentsandspreadsheet
documents.Notallchangesarerecorded(forexample,thechangingofatabstopfromalign
lefttoalignrightisnotrecorded).However,allusualchangesmadebyaproofreaderare
recorded,suchasadditions,deletions,textalterations,usualformattingetcetera.
1.TostartRevisionMarking,openthedocumenttobeeditedandchooseEdit>Changes
andclickRecordwhichdisplayacheckmarkwhenenabled.
2.Nowstartmakinganychanges.Notethatallnewtextpassagesenteredareunderlinedin
colour,whilealldeletedtextremainsvisiblebutiscrossedoutandshownincolour.
3.Ifamarkedchangeismovedwiththemousepointer,onewillseeareferencetothetypeof
change,theauthor,dateandtimeofdayforthechangeinHelpTips.IfExtendedTipsisalso
enabled(ontheHelpmenu),anyavailablecommentsonthischangewillbedisplayed.
OpenOffice.orgUserGuidefor2.x
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Chapter9:AdvancedTechniques
Changesinaspreadsheetdocumentarehighlightedbyaborderaroundthecells;whenacell
ispointedtomoredetailedinformationonthischangeisseeninHelpTipswhenExtended
Tipsisalsoenabled(ontheHelpmenu).
Commentsoneachmarkedchangemaybeenteredbyplacingthecursorintheareaofthe
changeandthenchoosingEdit>Changes>Comment....InadditiontoExtendedTips,the
commentisalsodisplayedinthelistintheAcceptorRejectChangesdialogue.
Tostoprecordingchanges,chooseEdit>Changes>Recordagaintodisablethe
function(Thecheckmarkisremoved).Nowthedocumentcanbesavedandreturnedtothe
personwhoaskedforthechanges.
Inatextdocument,highlightalllinesthathavechangedwithanadditionalmarking.Thiscan
beintheformofaredlineinthemargin,forexample.
SelectthetypeofadditionalselectionunderTools>Options...>TextDocumentonthe
ChangestaborunderTools>Options>OpenOffice.orgCalcontheChangestab.Inthese
dialogues,determinehowandinwhatcolourthechangesshouldbeflagged,whereonthe
pagethedashshouldbeandsoforth.
VersionManagement
TheFilemenucontainsaVersionscommand.TheVersionsfunctionallowstheusertosave
multipleversionsofthesamedocumentinthesamefile.Onecanchoosetoviewindividual
versionsofadocument,ordisplaythedifferencesbetweenversionswithcolourmarkings.In
thedialoguetoopenadocument,choosewhichversionofthedocumentiswantedforediting
fromalistbox.
OpenOffice.orgUserGuidefor2.x
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Chapter9:AdvancedTechniques
ProtectingContentsinOpenOffice.org
ThefollowingisanoverviewofthedifferentwaysofprotectingcontentsinOpenOffice.org
frombeingmodified,deletedorviewed.
ProtectingAllDocumentsWhenSaving
AlldocumentsthataresavedinXMLformat(OpenOffice.orgFormat)canbeprovidedwith
apassword.Thesedocumentscannolongerbeopenedwithoutthepassword.Thecontentis
secured,sothatitcannotbereadwithanexternaleditoreither.Thisappliestocontent,
graphicsandOLEobjects.
Turningonprotection
1. SelectFile>SaveAs
2. checkSavewithpassword.
3. Savethedocument.
Turningoffprotection
1. Openthedocumentandenterthecorrectpassword.
2. ChooseFile>SaveAsanduncheckSavewithpassword.
InformationthatisenteredunderFile>Properties,suchasthenameoftheauthor,date
created,wordandcharactercountsetcetera,arenotencrypted.
ProtectingRevisionMarking
WitheverychangemadeinCalcandWriter,thereviewfunctionrecordswhomadethe
change.Thisfunctioncanbeturnedonwithprotection,sothatitcanonlybeturnedoffwhen
thecorrectpasswordisentered.Untilthen,allchangescontinuetoberecordedand
acceptanceorrejectionisnotpossible.
Turningonrevisionprotection
1. ChooseEdit>Changes>ProtectRecords.
2. Enterandconfirmapasswordofatleast5characters.
Turningoffrevisionprotection
1. ChooseEdit>Changes>ProtectRecords.
2. Enterthecorrectpassword.
ProtectingCellRangesinCalc
InCalc,protectioncanbeappliedtospreadsheetsandthewholedocument.Aspartofthe
process,choosewhetherthecellsareprotectedagainstaccidentalchanges,whetherthe
formulaecanbeviewed,whetherthecellsarevisibleand/orwhetherthecellscanbeprinted.
Protectionmaybepasswordprotected,butthisisnotalwaysnecessary.Onceapasswordis
assignedapassword,protectioncanonlyberemovedbyenteringthecorrectpassword.
OpenOffice.orgUserGuidefor2.x
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Chapter9:AdvancedTechniques
Note:Cellprotectionforcells,settingtheProtectedattribute,isonlyeffectivewhenthewholetableisprotected.
ThedefaultconditionisthateverycellreceivestheProtectedattribute.Thus,incellswheretheusermaymake
changes,theattributemustberemovedselectivelyforthosecells.Oncethisisdonethenprotectthewholetable
andsavethedocument.
Turningonprotection
Forcells:Selectcellrange.ChooseFormat>Cells>CellProtectiontab.
Forspreadsheets:ChooseTools>ProtectDocument>Sheet.
Fordocuments:ChooseTools>ProtectDocument>Document.
Enterandconfirmapasswordofatleast5characters.
Turningoffprotection
Forspreadsheets:ChooseTools>ProtectDocument>Sheet.
Fordocuments:ChooseTools>ProtectDocument–Document.
Whereapasswordhasbeenassigned,enterthecorrectpassword.
ProtectingSectionsinWriter
AnysectionofaOpenOffice.orgWritertextdocumentcanbeprotectedagainstchangeswith
apassword.
Turningonprotection
1. Selectthesection.
2. ChooseInsert>Section>Section,
3. UnderWriteprotectionmarktheProtectandWithpasswordcheckboxes.(Ifthe
sectionalreadyexists:Format>Sections.)
4. Enterandconfirmapasswordofatleast5characters.
Turningoffprotection
1. ChooseFormat>Sections>Section
2. UnderWriteprotection,uncheckProtect.
3. Enterthecorrectpassword.
ProtectingCellsinaOpenOffice.orgWriterTable
ThecontentsofindividualcellsofaWritertexttablecanalsobeprotectedfromchanges.
Turningonprotection
Placethecursorinacellorselectcells.ChooseFormat>Cell>
Protect.
Turningoffprotection
First,ensurethatTools>Options>OpenOffice.orgWriter>
FormattingAids>CursorinprotectedareashasEnablechecked.
Placethecursorinthecellorselectthecells.ThenchooseFormat>
Cell>Unprotect.
SelectthetableintheNavigator,openthecontextmenuandselect
Table>Unprotect.
UseShift+Ctrl+Ttoremoveprotectionfortheentirecurrenttable
orallselectedtables.
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AutomaticProtectionofIndexesandTables
Tablesofcontents,alphabeticalindexesandsoonthatarecreatedautomaticallyinWriter,
areautomaticallyprotectedagainstaccidentalchanges.
Turningonprotection
1. Placethecursorintheindex/tableofcontents.
2. FromthecontextmenuchooseEditIndex/Table.
3. OntheIndex/Tabletabpage,checkProtectedagainstmanualchanges.
Turningoffprotection
1. EnsurethatTools>Options>OpenOffice.orgWriter>FormattingAids>Cursorin
protectedareashasEnablechecked.
2. Placethecursorintheindex.
3. FromthecontextmenuchooseEditIndex/Table.
4. OntheIndex/Tabletabpage,uncheckProtectedagainstmanualchangesor,inthe
Navigator,selecttheindex,openthecontextmenuandselectIndex>Read­only.
Protectingframes,graphicsandOLEobjects
ManyobjectscanbeinsertedinOpenOffice.orgdocuments.Userscanprotectthecontent,
positionand/orsizeofinsertedgraphics.Thesameappliestoframes(inWriter)andOLE
objects.
Turningonprotection
Forgraphicsinsertedininadocument:ChooseFormat>Graphics>
Optionstab.UnderProtect,markContents,Positionand/orSize.
Turningoffprotection
Forgraphicsinsertedinadocument:ChooseFormat>Graphics>
Optionstab.UnderProtect,uncheckasappropriate.
ProtectingDrawingObjectsandFormObjects
Drawobjects,thatareinsertedinadocumentusingtheDrawFunctionsfloatingtoolbar,can
beprotectedfrombeingaccidentallymovedorchangedinsize.Likewise,theusercandothe
samewithformobjectsinsertedusingtheFormFunctionsfloatingtoolbar.
Turningonprotection
1. SelectFormat>PositionandSize>PositionorSizetab.
2. ChecktheProtectcheckbox.
Turningoffprotection
1. ChooseFormat>PositionandSize>PositionorSizetab.
2. UnchecktheProtectcheckbox.
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Chapter9:AdvancedTechniques
ProtectingRecords
ChangesmadeinadocumentcanberecordedbychoosingeitherEdit>Changes>Record
orEdit>Changes>ProtectRecords.IfProtectRecordsisselected,onemustenterthe
correctpasswordinordertoturnoffthefunctionoracceptorrejectchanges.
1. SelectProtectRecords.ThisopensthePassworddialogue.
2. Enterapasswordconsistingofatleast5charactersandconfirmit.
3. ClickOK.
DigitalSignaturesandEncryption
1
Overview
UseofDigitalsignaturesinOpenOffice.orgisnewtowithOpenOffice.org2.0andis
relativelynewinotherofficeapplications.Nonetheless,,therequirementtoprotectdatafrom
beingmodifiedhasexistedforalongtime.
WhileOpenOffice.org1.1.xofferedprotectionfordocumentswithencryptionand
passwords,digitalsignaturesofferenhancedsecureprotectionofdocumentcontent,both
insideOpenOffice.org2.0andexternally.
Anotheraspectofusingdigitalsignatures,isforensuringMacrosecurity.Thiscanbeavery
importanttopicbecausewhenuseraccessesadocumentcontainingmacrosorreceivesthem
viaemail,theusercannotknowifthesecanbetrustedorwhethertheymayharmthesystem.
Beingthatthereisnoeasywaytodeterminewhetheramacroisharmful;thedecision
whethertotrustamacroornottotrustmustbebasedonthetrustworthinessofthemacro
author.Unfortunately,onecannotknowthatthemacroreallycomesfromtheauthororthatit
hasnotbeenmodifiedbysomebodyelse.Digitalcertificatesandsignaturesarethesolution.
Authorscansignthemacrowithaprivatekeyandusercanthenverifythesignaturewiththe
author'spublickeys.Anaddedbenefitofusingdigitalsignaturesistheassurancethatthe
contenthasnotbeenmodified.
Certificates
HowtogetaCertificate?
Therearereallyonlytwowaystogetacertificate.One,tocreateoneforoneselfor,
secondly,toobtainonefromatrustedsigningauthority.
1 Specification­­http://specs.openoffice.org/appwide/security/Electronic_Signatures_and_Security.sxw
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Chapter9:AdvancedTechniques
Self­signedcertificates
Theseareusercreatedusingcertificatecreationtools.Thefollowinglistprovidessomethat
areknowatthetimeofwritingthissection.Inthiscase,usersareexpectedtoknowand
understandthebasicsoftheprocedure.
Product
OS
Vendor
SelfCert.exe
Windows
Microsoft–partofOffice
abylonSELFCERT
Windows
http://www.abylonsoft.com/frame.htm
Certificate
Assistant
MacOSX
Built­in.
CA.pl
Linux,BSD,Solaris10
ComeswithOpenSSL.
keytool
JDKorJRE
PartofJava(Solaris)
PleaseseetheinstructionsintheOperatingSystemdocumentationforyoursystem.
CertificatesfromaCertificateAuthority
Dependingonuserneeds,gettingacertificatefromaCertificateAuthoritymaybefreeor
haveacostattached.SomeCertificateAuthoritiesofferingcertificatesarelistedbelow:
Vendor
Cost
Type
Contact
Thawte
Free
Email
http://www.thawte.com/
Comodo
Free30daytrial
Serverandemail
http://www.instantssl.com/
Verisign
Cost
Alltypes
http://www.verisign.com/
CAcert
Free
Alltypes
http://www.cacert.org/
IntegratingaCertificatewithOpenOffice.org
SeeHelp>Contents>Index>Searchterm>digitalsignaturesforinstructionson
enablingDigitalSignaturesinOpenOffice.orgforinstructions.
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Chapter9:AdvancedTechniques
ChangingDefaultsandOtherConfigurationItems
SavingConfigurationWithDocument
Userscansetaglobalconfiguration(sothatitappliestoalldocumentsofthistype),orcan
connecttheconfigurationtoaspecificdocument,whichmustexistasafile.
1. Loadthedocumenttowhichtoconnecttheconfigurationoropenanydocumentofthe
sametype.
2. Settheconfiguration.Forexample,selectthetoolbarsthatshouldbevisibleordefine
whatisonthetoolbars,menusorstatusbarandsoon.Allsuchconfigurationoptionsare
foundunderTools>Configure.
3. ClickSave...inthedialogueunderTools>Configure.Anotherdialogueappearsfrom
whichtosavetheconfiguration.
4. IntheFileTypelistbox,select<All>.
5. InthelargelistboxoftheSavedialogue,selectthefilethatistobeconnectedtothe
configuration.
6. ClickSave.Apromptappears,askingwhethertoreplacethefileornot.Thisquery
concernsonlytheconfigurationconnectedtothedocument,notthe“actual”contentsof
thedocument.
7. Confirmoverwrite.
Theconfigurationisnowconnectedtotheactivedocument.Checkthisbyloadingthe
documentandchoosingFile>DocumentTemplate>Organizerthendouble­clickingthe
document.
Assoonasoneloadsoropensthisdocument,theconfiguration,thatwassavedwithit,
becomesactive.Theglobaldefaultconfigurationisrestoredwhenanotherdocumentis
loadedoropenedthatdoesnotcontaincustomconfigurationinformation.Selectmanual
settingsatanytimebychoosingTools>ConfigureandclickingtheResetbutton.
InsertingandEditingTabStops
Setatabstopbyclickingontheruler.Alternatively,ausercansettabstopsbychoosing
Format>Paragraph.Bothmethodsaffectthecurrentparagraphorallselectedparagraphs.
Clicktheruleroncetosetaleft­justifiedtab.Right­clickatabiconontherulertoseethe
contextmenuinwhichthetabtypecanbechanged.
Tosetseveraldecimaltabsoneaftertheother,keepclickingtheicontotheleftoftheruler
untilthedesiredtabtypeisshown,thenclickontheruler.
Selection
Description:
Settinglefttabs
Settingrighttabs
Settingdecimaltabs
Settingcenteredtabs
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