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Chapter2:WorkingWithOpenOffice.org
UsingFloatingToolbars
Wheneditingatextdocument,theInserticonisintheToolstoolbar.Doalongclickonthis
icon.Thisopensafloatingtoolbarcontainingfurthericons.
Theusernowhasafewchoicestomake:eithertoclicktheicontoactivatethefeature,orto
grabthewindowbyitstitlebaranddragitawayfromthemaintoolbarwhileholdingdown
theleftmousebutton(remembertofirstreleasethemousebuttonthatwasclickedtoopenthe
popupotherwisethetitlebarcannotbegrabbedwiththemouse).Noticethattheicon,that
wasusedpreviously,isstillthere.IfonenowclickstheFromFileicon,noticethatthisicon
hasreplacedtheoriginaliconathetopofthemaintoolbar.Useashortclicktoopenthe
directlyvisiblefunctionandalongerclicktoreopenthefloatingtoolbar.
Thedocumentwindow
Atthetoplefthandedgeofthedocumentwindowarethetoolbarsthatareneededforwork,
andthatthesevarydependingonthedocumenttypeandcontext.Atthebottomedgeisthe
statusbar.Thestatusbarcontainsdifferentfieldsdisplayinginformationappropriatetothe
typeofdocument.Someofthesefieldsgiveaccesstospecialfunctions,eitherbydouble­
clickingorbyopeningtherelevantcontextmenu.Formoredetailedexplanations,referto
Help.
Dockingtoolbars
Alltoolbarsmaybepositionedaseitherfloatingwindowsordockablepanes.Thesefloating
windowsmaybedockedonanyoftheedgesoftheOpenOffice.orgwindow.Oneachedge
severaltoolbarsmaybedockedalongsideeachother.Toundockandre­dock,dragthehandle
attheleftortop(ifvertical)ofthetoolbar.
Inthefloatingstate,thewindowfloatsabovetheworkplacesothatthewindowsbelowitare
partiallycovered.
Switchtothelockedstatetodisplaythe
dockedwindownexttotheworkplace.If
thewindowisdockedtotheleftoftheworkplace,thefollowingbuttonsappeardependingon
thestate:
Unhide
Ahiddenwindowcanbeun­hidden(shown)byclickingthearrow
button.
OpenOffice.orgUserGuidefor2.x
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Chapter2:WorkingWithOpenOffice.org
Unhide
Hide
Clickthearrowbuttontohideawindow.
Lock
Clickthisbuttontolockafloatingwindow.
Floating
Clickthisbuttontochangealockedwindowtoafloatingwindow.
Dockingwindows
SometoolsinOpenOffice.orgopeninpopupsthataredockable,suchastheStylesand
Formattingwindow,theNavigatorandtheGallery.Thesefloatingwindowsmaybedockedat
eithertheleftorrightedgesofthemainOpenOffice.orgwindow.
Todockoneofthesewindows,dragthetitlebarofthewindowtotheedgeuntilanoutline
appears.Thisoutlineindicatesthesizeandpositionofthepanethatwillcontainthetool
whenthemousebuttonisreleased.Anotherwindowmayalsobedockedadjacenttoone
whichisalreadydocked.Userscanchoosetohaveoneontopoftheotherorsidebyside.As
awindowismoved,notethatanoutlinedisplaysshowingwherethewindowwilldockand
howbigitwillbe.
Toundockatoolandmakeitafloatingwindowagain,pointtothegreyareaofthetools
toolbaranddragthetoolawayfromtheedgeuntiltheoutlineindicatesthatitisnolonger
attached.
ChangingtheVisibilityofButtonsonToolbars
Toolsandfunctionsareinitiallygroupedtogetheronadefaultsetoftoolbars.Notallbuttons
arevisiblebydefault.
Toquicklymakeabuttonvisibleornotonitstoolbar:
1. ClickonthesmalldownarrowatthefarrightofthetoolbarandselectVisibleButtons.
2. Togglethecheckedstatusofthebutton.Makesuretoclickthedown­arrowappropriate
tothetoolbarbecausetoolbarsmaybeplacedside­by­side.
Note:Whilebuttonsmaybemovedorduplicatedacrosstoolbars,ornewtoolbarsmaybecreatedorremoved
completely,wewillstartwithjusttheOpenOffice.orgprovidedtoolbars.
OpenOffice.orgUserGuidefor2.x
18
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Chapter2:WorkingWithOpenOffice.org
OpeningandSavingDocuments
Therearemultiplemethodsofloadingoropeningdocuments.Forexample,byusingtheFile
>Opendialogue,theOpeniconontheStandardtoolbarortheFile>Newmenu.
NOTE:UnderWindows®,asystemdialogueisautomaticallydisplayedwhenopeningandsavingOpenOffice.org
documents.ChooseTools>Options>OpenOffice.org>GeneralandcheckUseOpenOffice.orgdialogues.This
enablesausertobepresentedwiththeOpenOffice.orgdialoguesshowninthisguide.
OpeningDocuments
Toopenanexistingdocumentthatwassavedontheharddriveoronaremovabledisk,
therearethreepossibilities.EitherchooseFile>Open,clicktheOpenFileicononthe
Standardtoolbar,orusetheCtrl+Oshortcutkeys.
Iseachcase,theOpendialogueisdisplayed.
ThisdialogueisdescribedindetailintheOpenOffice.orgHelp.However,hereareafewtips:
Changethesizeofthedialoguebydraggingthebordersofthedialoguewith
themouse.
ClicktheDefaultDirectoryicontogostraighttoone'sworkdirectory.To
defineaworkdirectory,seetheChangingtheWorkDirectorysection
Long­clickorshort­clicktheUpOneLevelicon.Ashortclicktakestheuser
onedirectoryhigher.Alongclickopensasubmenuwithachoiceof
superordinatedirectories.
Toonlyseefilescontainingacertainname,enterthenamewithwildcardsin
OpenOffice.orgUserGuidefor2.x
19
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Chapter2:WorkingWithOpenOffice.org
theFilenamepull­downlistandpressEnter.If*.txt,forexample,is
usedonlythefileshaving.txtattheendoftheirnameswillbedisplayed.
Ifs*isused,allnamesbeginningwiththeletterswillbedisplayed.
Documentsmaybeopenedwithwrite­protectionenabled.Toeditaread­only
document,clicktheEditFileiconontheStandardtoolbar.
TheTemplatesandDocumentsdialogue
TheTemplatesandDocumentsdialoguecanberegardedasakindofcommandcentrefor
OpenOffice.orgdocuments.Itprovideseasyaccesstoauser'sworkdirectoryandtoany
suppliedsampledocuments.Herefindalldocumenttemplates­boththesuppliedonesand
anypersonallycreatedones.Toopenthedialogue,chooseFile>New>Templatesand
DocumentsorpressShift+Ctrl+N.InWindows®,double­clicktheOpenOffice.org
Quickstartericononthetaskbar.
Thedialogueoffersthefollowingareas,whichcanbeselectedbyclickingoneofthe
offeringsintheshortcutbarontheleft:
NewDocument­Awaytocreateanew,emptydocumentfromasetofprepared
templates.
Templates­Choosefromthemanyready­to­usedocumenttemplates.
OpenOffice.orgUserGuidefor2.x
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Chapter2:WorkingWithOpenOffice.org
MyDocuments­Aquickroutetothedocumentsinaworkdirectory.Aworkdirectory
maybedefinedbyselectingTools>Options>OpenOffice.org>Pathsandenteringthe
pathrequiredforMyDocuments.
Samples–Thisisanemptyfolderwheninstalled;however,someexamplesmaybe
downloadedfrom
http://documentation.openoffice.org/Samples_Templates/User/template/
index.html.
(See
NewDocumentforexampletemplates)
OpenOffice.orgUserGuidefor2.x
21
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Chapter2:WorkingWithOpenOffice.org
SavingDocuments
Savingthecurrentdocumentcanbedoneinthreeways,usingFile>Savecommand,the
SaveDocumenticon
ontheStandardtoolbar,orjustpressCtrl+S.
Forafirsttimesave,useFile>Saveas.Adialogueboxpopsuptoallowchoosingwhereto
storethefile.
WithFile>Saveas,oneassignsthedocumentanamewhereastheothertwooptionssave
withoutaskingforthefiletobenamed.Therefore,usingtheSaveasfeatureisespecially
importantwhensavingfilesforthefirsttime.Forthemostpart,chooseanynamedesired
(limitedonlybytherestrictionsimposedbytheoperatingsystem).Whenthedocumentisto
beopenedlater,finditunderthatname.
Savedocumentsregularlyasworkprogresses.Thesimplestwayistosavethecurrent
documentbypressingCtrl­S.Thisreplacesthedocumentonthedatamediumwiththe
currentdocument.
Note:AnuntitleddocumentmustbegivenauniquenameforAutoSavetoobeythesettingsinTools>Options>
LoadandSave>General.DisablingAutoSaveisnotrecommended.
OpenOffice.orgUserGuidefor2.x
22
Chapter2:WorkingWithOpenOffice.org
ChangingtheWorkDirectory
WhentheOpendialoguecomesup,theworkdirectoryisdisplayed.Theusercanchangethis
directoryasfollows:
1. SelectTools>Options>OpenOffice.org>Paths.
2. Double­clickMyDocumentstoopentheeditdialogue.
3. IntheSelectPathdialogue,entertheworkdirectorywantedandclickSelect.
4. ClosewithOK.
Likewise,otherdirectoriescanbeselectedusingthesamemethod.Forexample,todisplaya
differentdefaultdirectoryforinsertinggraphics,changethepathfortheentryGraphics.
SavingDocumentsAutomatically
BackupaFileAutomatically
Tocreateabackupcopyofadocumenteverytimeadocumentissaved:
1. SelectTools>Options>Load/Save>General.
2. CheckAlwayscreateabackupcopy.
Ifthecurrentdocumentissaved,usingthesamepathandfilenamewithwhichitwasfirst
opened,usingFile>SaveorCtrl+S,theoldversionwillbeoverwrittenbythenew
version.IftheAlwayscreatebackupcopyischecked,theoldversionisfirstcopiedtothe
backupdirectory.
Thedefaultbackupdirectoryis
$HOME/OpenOffice.org<release>/user/backup
.
Changethis,asdescribedabove,inTools>Options>OpenOffice.org>Paths>
Backupsentry.
Thebackupcopyretainsthesamenameasthedocument,buttheextensionischangedto
.BAK
.Ifthebackupfolderalreadycontainssuchafile,itisoverwrittenwithoutwarning!
SavingRecoveryInformationAutomaticallyEvery'n'Minutes
1. SelectTools>Options>Load/Save>General.
2. CheckSaveAutoRecoveryinformationeveryandselectthetimeintervalinthelistbox.
OpenOffice.orgUserGuidefor2.x
23
Chapter2:WorkingWithOpenOffice.org
OpenOffice.orgFileFormats
OpenOffice.orgusesanXMLfileformatasthedefaultforsavingandopeningdocuments.
XMLfileformatnames
InsavingandopeningOpenOffice.orgdocumentsifnootherfiletypeis
selected,OpenOffice.orgusesthefollowingXMLformats:
ApplicationFile
extension
OpenOffice.orgWriter
*.odt
OpenOffice.orgWritertemplates
*.ott
HTMLDocument
*.html
HTMLDocumentTemplate
*.oth
OpenOffice.orgCalc
*.ods
OpenOffice.orgCalctemplates
*.ots
OpenOffice.orgImpress
*.odp
OpenOffice.orgImpresstemplates
*.otp
OpenOffice.orgDraw
*.odg
OpenOffice.orgDrawtemplates
*.otg
OpenOffice.orgFormula/Math
*.odf
Masterdocuments
*.odm
Thesefilenameextensionspermitreasonabledifferentiationwhensearchingthoughalotof
filesofdifferentfiletypesinadirectory.SincethesearecompressedXMLfiles,itshouldbe
evidentthatthesemustfirstbeunpackedbeforebeingmanipulated,forexample,byatext
editor.
Note:Ifauserwantstoworkpermanentlywithanotherfileformat,definethisasthedefault.SelectTools>
Options>Load/Save>GeneralforalternativefileformatsthatcanbeselectedforeachOpenOffice.orgdocument
type.
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Chapter2:WorkingWithOpenOffice.org
OpenOffice.orgXMLfilestructure
TheOpenOffice.orgXMLfileformatsfollowtheOASISOpenDocument
standardandare
compressedandpackedusingZIP.Useanunpackingprogram,suchasWinZipon
Windows®orunzipon*NIX,tounpackthecontentsofanXMLfile.Thestructureissimilar
tothefollowingillustration.
Archive:example.odt
Length
Method
Size
Ratio
Date
Time
CRC­32 Name
­­­­­­­­ ­­­­­­­­­ ­­­­­­ ­­­­­­­
­­­­­­­ ­­­­­­­
­­­­­­­ ­­­­­­­­
30
Stored
30
0.00% 15/05/05
15:25
3931a5e1 mimetype
4260
Stored
4260
0.00% 15/05/05
15:25
a10af03b Pictures/100010DA222DD884.gif
9022
Defl:N
2147
76.00% 15/05/05
15:25
cd8d5105 content.xml
2447
Defl:N
954
61.00% 15/05/05
15:25
08c57cab Basic/~wizard/Create.xml
1586
Defl:N
642
60.00% 15/05/05
15:25
55c931dc Basic/~wizard/Save.xml
389
Defl:N
223
43.00% 15/05/05
15:25
756d8953 Basic/~wizard/script­lb.xml
287
Defl:N
193
33.00% 15/05/05
15:25
528021b8 Basic/Standard/script­lb.xml
405
Defl:N
225
44.00% 15/05/05
15:25
95c3869e Basic/script­lc.xml
59152
Defl:N
5041
92.00% 15/05/05
15:25
e86699c4 styles.xml
1381
Stored
1381
0.00% 15/05/05
15:25
70e3c0fc meta.xml
6674
Defl:N
0
0.00% 15/05/05 15:25
af1ecee5 Thumbnails/thumbnail.png
6841
Defl:N
1230
82.00% 15/05/05
15:25
0d922df6 settings.xml
1602
Defl:N
349
78.00% 15/05/05
15:25
8e61970e META­INF/manifest.xml
­­­­­­­­
­­­­­­­
­­­
­­­­­­­
87402
16675 81.00%
12files
Note:UnderWindows®,outputshouldbesimilartotheabove.
Thetextcontentofthedocumentislocatedincontent.xml.Thisfilecanbeviewedwith,
forexample,apuretexteditor.
Bydefault,content.xmlisstoredwithoutindentsoranyothertypeofformattingso
thatthetimeneededforsavingandopeningisminimized.ByuncheckingTools>
Options>Load/Save>General>SizeoptimizationforXMLformatthisprocedure
canbechangedsothatthelinessavedarestructuredinamorehumanreadableformat.
meta.xmlcontainsthemetainformationonthedocument,whichisenteredviaFile>
Properties.
Indocumentssavedwithsecurity,meta.xmlremainsunsecured.
settings.xmlcontainsfurtherinformationonsettingsforthisdocument,forexample
ontheprinter,ontherecordingofchanges,theassociateddatasourcesandsoon.
styles.xmlretainsthestylesdefinedforthedocument.Forexample,thesecanbeseen
intheStylesandFormattingwindow.
meta­inf/manifest.xmlfiledescribesthestructureoftheXMLfile.
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Chapter2:WorkingWithOpenOffice.org
Additionalfilescanbecontainedinthepackedfileformat.Forexample,Graphicscanbe
foundinthePicturessubdirectory,BasiccodeintheBasicsubdirectoryandlinkedBasic
librariesarefoundinfurthersubdirectoriesofBasic.
DefinitionoftheXMLformats
TheDTD(DocumentTypeDescription)filescanbefoundin
$HOME/OpenOffice.org<release>/share/dtd.
Notethattheformatsaresubjecttocertainlicenses.NotesonthelicensesarefoundatthestartoftheDTDfiles.
MoredetailedinformationcanbefoundontheOpenOffice.orgwebsite.
SettingTabstops
OpenOffice.orgoffersmultiplewaysbywhichonecansetandeditthetabstopsusedina
document.TheproceduresforsettingandeditingtabstopsaredescribedinHelp>
OpenOffice.orgHelp>Index>Searchterm>tabstopsandarequitecomplete.
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