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Chapter2:WorkingWithOpenOffice.org
SendingDocumentsasE­Mail
SingleMessages
WorkinginOpenOffice.org,onecansendthecurrentdocumentasane­mailattachment
providingthatthedefaulte­mailprogramupissetupcorrectly.
Note:Tosetupthisfeature,selectTools>Options>Internet>E­Mailandconfiguretheprogramtouse.
1. ChooseFile>Send>DocumentasE­mail.
2. Whenthee­mailcomposerwindowappears,enterarecipient,subjectandanytextand
sendthee­mail.
MailMerge
AsofOpenOffice.org2.0.1,providingthatpythonisenabledatsetuptime(default),users
havetheopportunitytouseemailtosendmessagestomultiplerecipients.Thisfeaturealso
allowsprintingofthesefordeliverybypost.
1. ChooseTools>MailMergeWizard
2. Followthedialogues.
OpenOffice.orgUserGuidefor2.x
27
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Chapter2:WorkingWithOpenOffice.org
PrintingDocuments
Uponcreatingadocument,normallyonewillwanttoprintitoutonpaperfordistribution.
Printthecurrentdocumenteitherdirectlytoaprinter,or”tofile”.Whenprintingtoafile,all
theinformationthatwouldotherwisebesenttotheprinterisinitiallywrittentoafile.On
anothercomputer,thefilecanthenbecopieddirectlytotheprinterconnectedtoit.
Note:OpenOffice.orgWriteralwaysformatsdocumentssothattheyareprintedaswellaspossiblewiththe
selectedprinter.Therefore,alwaysdefineadefaultprinter,evenifthereisnoavailableprinter.
ClickthePrintFileiconontheStandardtoolbartoprintthecurrentdocumentwithout
theinterventionofadialogue.
Toretainfinercontrolofprinting,eitherselectFile>Print,orusethekeyboardshortcut
Ctrl+P.
IntheFile>Printdialogue,selectaspecificprinter(ifthereismorethanoneinstalled
printer).UnderPrintrange,determinehowmanypagestoprint(oronlycertainpages),and
howmanycopiesarewanted.
Inadditiontothegeneralprintingoptionsalreadymentioned,onecanchoosespecialprinter
optionsforthedifferentdocumenttypesinOpenOffice.orgusingadditionaldialoguesthat
allowtheusertocontrolthewaythecontentsorthepagesofthedocumentareprinted.
DefinetheseprinteroptionsforthecurrentprintjobbyclickingtheOptionsbuttoninthe
Printdialogue.SelectTools>Options>(nameofdocumenttype)>Printtocreatea
generaldefinitionfornormaluse.
OpenOffice.orgUserGuidefor2.x
28
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Chapter2:WorkingWithOpenOffice.org
Note:Therearemanydifferentprinterswithwidelyvaryingproperties.Theprintingfunctionsdifferaccordingto
theoperatingsystem,printerdriverandprintermodelused.Theselectedprinterdefinesthewidthandheightofthe
characters,andhencealsothelineandpagebreaks.OpenOffice.orgWriterandCalcalwaysformatthepagesin
thewaytheywillappearwhenprinted.
DisplayingPrintPreviews
Beforeprintingoutadocument,reviewinghowtheprinteddocumentwillappearonpaperis
oftenagoodidea.OpenOffice.orgoffersaPrintPreviewfeatureforthispurposethereby
allowingadjustmentofmarginwidths,optimizationofpagebreaksetcetera.
1. Switchtothedocumentforpreview.
1. SelectFile>PagePreview.
2.
Usetheiconsontheobjectbartozoominorout.
3.
Usethearrowkeysorobjectbariconstoscrollthroughthepagesof
thedocumentandcheckhowtheywillappearinprint.
OpenOffice.orgUserGuidefor2.x
29
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Chapter2:WorkingWithOpenOffice.org
ReducedPrintingofDocuments
Togetareducedprintoutofatextdocument,chooseFile>PagePreview.Here,decide
whethertohavetwo,fouroranynumberofpagesbesideandontopofeachother.
Toprinttwopagesbesideoneanotherononesheetofpaper
1. ChooseFile>PagePreview.
2. LocatethePagePreviewicon
.Iftherearemoreorfewerpagesthandesired,long
clicktheicontotherightofthegrayedoutPagePreview:TwoPagesontheobjectbar
andselectthenumberofpagesneededforpreviewing.
3.  ClickonthePrintpageviewicon.
ClickingthePrintoptionspageviewicon
opensadialoguewhereonecanenter
settingsforreducedprinting.
4. ClickOKtoconfirm.
PrintinginBlackandWhite
Ifthereisacolourprinterinstalledbutprintingshouldberestrictedtoblackandwhiteonly,
useoneofthefollowingoptions:
Printingtextandgraphicsinblackandwhite
1. SelectFile>Print.ThisopensthePrintdialogue.
2. ClickonProperties.Thisopensthepropertiesdialoguefortheprinter.
3. Choosetheoptiontoprintinblackandwhite.Forfurtherinformation,refertothehelpfor
theprinterorreadtheprintermanual.
4. ConfirmthePropertiesdialogueandclickOKinthePrintdialogue.
5. Thecurrentdocumentwillbeprintedinblackandwhite.
PrintingallDrawandImpressdocumentsinblackandwhite
1. ChooseTools>Options>OpenOffice.orgImpressorTools>Options>
OpenOffice.orgDraw,asappropriate.
2. ThenchoosePrint.
3. UnderQualityselecteitherGrayscaleorBlack&WhiteandclickOK.Fromnowon,all
presentationsordrawingswillbeprintedwithoutcolour.
SelectingtheDefaultqualityoptionallowsdocumentstobeprintedincolouragainlater
on.
Grayscaleconvertseverythingtoamaximumof256gradationsfromblacktowhite.
Black&Whiteconvertseverythingintothetwovaluesblackandwhite.
OpenOffice.orgUserGuidefor2.x
30
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Chapter2:WorkingWithOpenOffice.org
Printingonlytextinblackandwhite
InWriter,theusercanchoosetoprintcolour­formattedtextinblackandwhite.Thiscanbe
specifiedeitherforalltextdocumentstobeprintedsubsequently,oronlyforaprinting
processofthecurrenttextdocument.
PrintingallWriterdocumentswithblackandwhitetext
1. ChooseTools>Options>OpenOffice.orgWriterorTools>Options>
OpenOffice.orgWeb/Writer.
2. ThenchoosePrint.
3. UnderContentsmarkPrintblackandclickOK.
AlltextdocumentsorHTMLdocumentswillfromnowonbeprintedwithblacktext.
PrintingthecurrentWriterdocumentwithblackandwhitetext
1. ChooseFile>Print.ThisopensthePrintdialogue.
2. ClicktheOptionsbutton.ThisopensthePrinterOptionsdialogue.
3. UnderContentsmarkPrintblackandclickOK.
ThetextdocumentorHTMLdocumentnowbeingprintedwillbeprintedinblacktext.
PrintingBrochures
OpenOffice.orgtextdocumentsconsistingofmorethanonepagecanbeprinted
automaticallyasabrochure.Twopagesofatextdocumentwillbereducedinsizeand
printednexttoeachotheronapageinlandscape(horizontal)orientation.Bothsidesofthe
pagewillbeprinted(mostprintersrequirethatuserstakeoutthepaperafterthefirsthalfof
theprintingprocessandfeeditinagainnsuchawayastoprintontheblankside).
OpenOffice.orgwillautomaticallyprintthepagessothattheycanbereadasabrochure.
OpenOffice.orgautomaticallyarrangesthepagesinsuchawaythatthetextcanberead
continuouslybylayingthepagestogether,foldtheminthecentreandstaplingtheminthe
fold.
Tomakeabrochureusingthecurrentdocument,selectFile>Print.Inthedialoguethat
opens,dothefollowing;
1. InPrinter>PropertiesmakesureOrientationissettolandscape
2. Whilestillinthisdialogue,setthePapersizeofthe*document*toA4orUSletter,as
needed.
3. ClickOKtoclosethedialogue.
4. ClicktheOptionsbuttoninthelowerleftofthePrintdialogue.
5. Nextselectwhethertoprintrightandleftpagesallatonce,rightpagesorleftpages.
Thefollowingshouldprovidesufficientinformationtomakeadecision:
OpenOffice.orgUserGuidefor2.x
31
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Chapter2:WorkingWithOpenOffice.org
(a) Iftheprinteriscapableofduplexprinting,chooseLeftandRightpagesand
brochure.
(b) Withasinglesidedprinter:
i. chooseLeftorRightandbrochure.
ii. ClickOKthengotostep6.
iii. Whenprintingiscomplete,takethepagesfromtheoutputtrayandputthem
intotheinputtrayinsuchawayastoprintontheblanksideandchoosethe
oppositePagesettingasinstep1.Repeatstep(ii).
6. ClickOK
7. ClickOK
Spellcheck
OpenOffice.orghasanautomaticspellcheckwhichcanbeactivewhiletyping,oractivated
manually.
AutomaticSpellcheck
TheautomaticspellcheckcanbeturnedonandoffbyclickingtheAutoSpellingCheck
on/officonontheStandardtoolbar.Withautomaticcheckingenabled,wordsrecognizedas
incorrectarehighlightedwithawavyredunderline.
Incorrectwordsarerecognizedasincorrectifallthefollowingconditionsaremet:
aspellcheckmoduleisinstalledforthelanguageoftheword,
thismoduleisenabled,
thewordisnotfoundintheinstalleddictionaries.
thewordisnotinanyactiveuserdictionary.
OpenOffice.orgUserGuidefor2.x
32
Chapter2:WorkingWithOpenOffice.org
Userscancreateanynumberofcustom/userdictionaries.
CreateauserdictionarybyselectingTools>Options>LanguageSettings>WritingAids.
Astextisproofread,thewavyredunderlinesdrawattentiontopossiblespellingmistakes.Of
course,Spellcheckwillnotcatchspellingmistakesthatformotherrecognizablewords(such
as“fun”insteadof“run”).Aslongastheautomaticspellcheckisactivated,theredmarkings
canbeseenonthescreenbutarenotprinted.
Theeasiestwaytocorrectared­underlinedwordistoright­clickit.Thisopensacontext
menuthatofferssuggestedcorrectedspellings,andoptionstoaddthewordtothedictionary
ortoignoreit.Simplyclickthecorrectsuggestedspellingtoreplacethered­underlinedword.
Spellchecknotonlyreplacesthered­underlinedwordwiththesuggestionselected,italso
remembersthisreplacementwhilethedocumentisopen.Ifthesametypingerrorismade
again,Spellcheckautomaticallyreplacesthemistypedwordwiththecorrectedspelling.
Ifthewordisspelledcorrectly,itmaybeaddedtoadictionarybyclickingAddand
specifyingtowhichdictionaryitistobeadded.Toignoreacorrectlyspelled,but
infrequentlyusedword,clickIgnoreAll.
CheckingMultilingualTexts
OpenOffice.orgWritercanmanagespellcheck(plusthesaurusandhyphenation)inmultiple
languages(33atthetimeofwriting).TheOpenOffice.orgsetupprogramoffersthisvia
“CustomInstallation”and,afterinstallationviathe“Modify”optioninsetup,
whereonecanchoosewhichlanguagemodulestoinstall.
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Chapter2:WorkingWithOpenOffice.org
SelectthelanguageofanentiretextdocumentwithTools>Options>LanguageSettings>
Languages.Ifitappliestotheuser'sneeds,checkForthecurrentdocumentonly.Forall
paragraphsformattedwiththesameParagraphStyle,applyalanguageviatheParagraph
Style.AlanguagecanbedefinedforindividualwordsviaCharacterStyles,ordirectlywith
Format>Character.
InTools>Options>LanguageSettings>WritingAids,checktheoptionCheckinAll
Languages.Now,Spellcheckwilltakeallinstalledlanguagesintoaccount.Wordsthatare
correctlytypedinanyoftheinstalledlanguagesareregardedascorrectlytyped,irrespective
oftheirlanguageattribute.Inmultilingualtexts,theautomaticcheckingthatwasenabledby
clickingtheiconontheStandardtoolbar,offersanotherfacilityaswell.Inthecontextmenu
ofared­underlinedwordthatisrecognizedasincorrect,specifythatthewordorthewhole
paragraphisoneoftheotherinstalledlanguages.Thelanguageoftheunderlinedcharacters
orallcharactersoftheparagraphisautomaticallyassignedasacharacterformat.
StartingSpellcheck
Tochecktheentiretextforspellingmistakesinthe“classic”way(i.e.lettingSpellcheckgo
throughthewholedocumentonitsown),gototheToolsmenuandchooseSpellcheck.The
SpellcheckdialoguewillonlyappeariftherearewordsinatextunknowntotheSpellcheck.
ThevariousoptionstobeseenintheSpellcheckdialoguearedescribedindetailinthe
OpenOffice.orgHelp.IntheSpellcheckdialogue,ifanunrecognizedwordisincludedina
userdictionary,theusercanalsodefinethepermittedhyphensfortheautomatichyphenation.
Enterthehyphensinthewordasanequalssign(=).
Note:placinganequalssignattheendofthewordmeansthatthiswordwillnotbeautomaticallyhyphenated.
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Chapter2:WorkingWithOpenOffice.org
ExcludingTextFromtheSpellcheck
Ifcertainareas,wordsortablesshouldnotbespellcheckedbecausetheyare,say,ina
foreignlanguageforwhichthereisnoinstalledmodule,thenspecify"Unknown"asthe
languagetobecheckedbySpellcheck.Dothisbyeitherusingdirectformattingbyselecting
thetextandthenchoosingFormat>Character>Fontorbymodifyingthecorresponding
St yleforthetext(e.g.openthecontextmenuandchooseEditParagraphStyle...).
AddingWritingAidsforOtherLanguages
OpenOffice.orgoffersuserstheopportunitytochangethelanguageoftheuserinterfaceas
wellasprovidingawizardtoinstallmoredictionaries,hyphenationdictionariesand
thesauruses.
Thisallowsuseofmorethanonelanguageinadocumentasasattributeoftheentire
documentoragroupofwords.
Asanadjuncttotheadditionofwritingaidsinvariouslanguages,userscanchangethe
defaultlanguageusedeithergenerallyorforasingledocumentbymeansofselectingthat
languageinTools>Options>Languagesettings>Languages.Rememberthatthewriting
aidsmustbeinstalledfirst.
GettingNewWritingAids
1. SelectFile­Wizards­Installnewdictionaries...tostarttheprocesstoinstallmore
languages.
2. Clickthelanguageneededonthispageforinstructionsinthatlanguage.
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Chapter2:WorkingWithOpenOffice.org
3. Clickthebigbuttoninthemiddleofthedocumentpagetostarttheinstallation
process:
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