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Section Three: Formatting Pages
Selecting Page Size
To select the appropriate page size for your document, follow these steps:
1. Click on the Format menu and select Page from the menu that appears.
2. When the Page Style window appears, click on the Page tab at the top of
the window (if it isn’t already selected).
3. Using the Format popup menu, select the predefined paper size you will
print your document on. When you select an option, the width and height
will automatically change to format itself to the predefined paper format. If
you wish to select a custom paper size, utilize the Width and Height menus
to enter the appropriate page size.
4. In the Margins selection area, specify your page margins for your document
by entering the appropriate measurements.
5. In the Layout selection area, you have the option to select the register-true
feature format feature. When you select this feature, it can make pages
easier to read by preventing gray shadows from appearing between the
lines of text. This could be a useful feature if your document will be printed
on the front and back of pages, such as a book or newsletter. To select this
feature, click inside the checkbox. When a checkmark appears within the
box, the feature is enabled.
6. Once you have selected your page style formatting options, click the OK
button to complete the selection.
Inserting Headers
Headers are areas located within the top page margins that are added to your
page style and allow you to add text and/or graphics within the area. Typical uses
for headers include chapter titles and page numbers. To insert a header into your
document, simply click on the Insert menu, select Header from the menu that
appears, and select the header type from the submenu that appears.
You may also create a header by utilizing the Styles and Formatting Organizer. To
view the Styles and Formatting Organizer, click on the Format menu and select
Styles and Formatting from the menu list or simply press the F11 key on your
keyboard. Then click on the Paragraph Styles button (the first icon from the left at
the top of the Organizer) and double-click on Header within the list available.
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Inserting Footers
Footers are areas located within the bottom page margins that are added to your
page style and allow you to add text and/or graphics within the area. Typical uses
for headers include chapter titles, page numbers and endnotes. To insert a footer
into your document, simply click on the Insert menu, select Footer from the menu
that appears, and select the footer type from the submenu that appears.
You may also create a footer by utilizing the Styles and Formatting Organizer. To
view the Styles and Formatting Organizer, click on the Format menu and select
Styles and Formatting from the menu list or simply press the F11 key on your
keyboard. Then click on the Paragraph Styles button (the first icon from the left at
the top of the Organizer) and double-click on Footer within the list available.
Adjusting Page Margins
To adjust the page margins for your document, follow these steps:
1. Click on the Format menu and select Page from the menu that appears.
2. When the Page Style window appears, click on the Page tab at the top of
the window (if it isn’t already selected).
3. In the Margins selection area, specify your page margins for your document
by entering the appropriate measurements.
4. Once you have selected your page style formatting options, click the OK
button to complete the selection.
Adding Page Columns
If you are creating a manuscript or a newsletter, you may wish to have your text
formatted within multiple columns on your page layout. OpenOffice.org allows
for great flexibility in creating multiple columns within your document. To create
columns, follow these steps:
1. Click on the Format menu and select Page from the menu that appears.
2. When the Page Style window appears, click on the Columns tab at the top
of the window.
3. Within the Settings selection area, you may click on one of the predefined
column formats available to you or enter the number of columns you wish
your document to have.
4. If you want to customize the width and spacing of the columns within your
document or add a separator line, utilize the fields available within the
appropriate selection areas.
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5. Click the OK button to complete the selection.
Using the Organizer to Format Pages
The Styles and Formatting Organizer allows you to quickly select pre-defined
formatting options to include in your documents simply by double-clicking on
a style option listed within the Organizer. To view and edit the Openoffice.org
Formatting Styles Organizer, follow these steps:
1. To view the organizer, click the Format menu and select Styles and
Formatting or simply press the F11 key at the top of your keyboard. A
window will appear displaying by default the various paragraph styles
available.
2. When the Organizer window is open, you will notice a small toolbar within
the window. You can view other formatting styles as well by clicking on the
appropriate button. Click on the Page Styles button (the fourth button in
the upper-left corner of the organizer window) to view your page formatting
options. Double-click on the appropriate style to make your format
selection.
3. You can also create or modify formatting styles based upon existing
styles by right-clicking on a style listed within the Organizer and select the
appropriate command from the contextual menu that appears. You may
also delete custom styles you created from the Organizer by right-clicking
on it within the list.
Section Four: Inserting Clip Art and Graphics
Supported Graphic File Types
OpenOffice.org supports a wide array of file types for graphics files to be
imported into Writer. If you have a graphic file you wish to import into your Writer
document, chances are OpenOffice.org supports it. Supported graphic file types
for importing into a Writer document include:
• Windows Bitmap (*.bmp)
• AutoCAD Interchange Format (*.dxf)
• Enhanced Metafile (*.emf)
• Encapsulated PostScript (*.eps)
• Graphics Interchange Format (*.gif)
• Joint Photographic Experts Group (*.jpg or *jpeg)
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• OS/2 Metafile (*.met)
• Portable Bitmap (*.pbm)
• Kodak Photo CD (*.pcd)
• Macintosh Picture Format (*.pct or *.pict)
• Zsoft Paintbrush (*.pcx)
• Portable Graymap (*.pgm)
• Portable Network Graphic (*.png)
• Portable Pixelmap (*.ppm)
• Adobe Photoshop (*.psd)
• Sun Raster Image (*.ras)
• StarWriter Graphics Format (*.sgf)
• StarDraw 2.0 (*.sgv)
• StarView Metafile (*.svm)
• Truevision Targa (*.tga)
• Tagged Image File Format (*.tif or *.tiff)
• Windows Metafile (*.wmf)
• X Bitmap (*.xbm)
• X PixMap (*.xpm)
Inserting a Graphic or Clip Art
To insert a graphic or clip art image into your Writer document, follow these steps:
1. Click on the Insert menu and select the Picture menu option that appears.
2. When you select the Picture menu option, a submenu will appear allowing
you to choose an image file or retrieve a picture from a scanner. Select the
appropriate option.
3. If you selected to insert a picture from an image file, locate the file using
Insert Picture window that appears. Click once on the file displayed to
select the appropriate image to insert.
4. At the bottom of the Insert Picture window, OpenOffice.org gives you the
option to link the file rather than embedding the image into the document.
If you have an image that is being used in a number of places throughout
the document, you can choose to link the image to reduce the file size of
your document. If you ever move the image to another location, however,
you will need to re-link the image for it to appear in the document. If you
wish to link the image, click within the checkbox located next to the Link
selection.
5. Click OK to complete your selection.
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Adjusting a Graphic Image Location
If you wish to adjust the location of your graphic image, follow these steps:
1. Click once within the graphic image with your left mouse button. Small
boxes will appear around the edge of the image when it has been properly
selected.
2. Move your pointer within the graphic area. The pointer will transform into a
black target icon. Holding down your left mouse button on the image, drag
the image. Once you have the image in your desired location, release the
mouse button.
3. If you wish to center the graphic within the page, select the image as
detailed in Step #1. Then click the Center Horizontal tool within the
Formatting toolbar located above your document’s ruler. The image should
then center itself within the page.
Resizing a Graphic Image
If you wish to resize an image or graphic within your document, follow these steps:
1. Click once within the graphic image with your left mouse button. Small
boxes will appear around the edge of the image when it has been properly
selected.
2. To proportionally resize the graphic, place your pointer on one of the small
boxes located one the corner of the image. Your pointer will transform into
a black bar with arrows on each end of it. Hold down the left mouse button
and begin to drag either outward or inward to make your graphic larger or
smaller, respectively. When you have resized it to the desired width and
height, release the left mouse button.
3. If you know the exact width and height you wish your graphic to be,
you may also resize an image by right-clicking on the image and select
Graphics from the contextual menu that appears.
Section Five: Saving and Printing a Document
Supported File Types for Saving
OpenOffice.org can open and save documents formatted in a wide array of file
types. Although it might not be their primary office suite, many users have found
OpenOffice.org to be a useful tool for opening and saving files not supported
through their primary applications. Writer supports the following file formats:
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• Hypertext Markup Language Documents (*.htm or *.html)
• OpenOffice.org 3.0 Native OpenDocument Text (*.odt)
• OpenOffice.org 3.0 Native OpenDocument Text Template (*.ott)
• OpenOffice.org 1.0 Text Document (*.sxw)
• Microsoft Word 6.0/95/97/2000/XP/2007 Documents (*.doc, *.docx)
• Microsoft Word 2003 XML Documents (*.xml)
• Palm AportisDoc Documents (*.pdb)
• Pocket Word Documents (*.psw)
• Portable Document Format Documents (*.pdf)
• Rich Text Format (*.rtf)
• StarWriter 3.0/4.0/5.0 Text Documents (*.sdw)
• StarWriter 3.0/4.0/5.0 Text Templates (*.vor)
• Text Files (*.txt)
Saving a File as a Native Writer Document
To save a document in the native Writer 3.0 OpenDocument format, follow these
steps:
1. Click on the File menu and choose Save As from the menu list.
2. A window will appear and prompt you to choose a location to save your
document. Choose the location you want to save a document to in the
Save In popup field.
3. In the field File Name, type the name you would like to save the file as.
4. In the Save As Type popup menu, select the OpenDocument Text (.odt) file
format.
5. Click the button SAVE to complete the operation.
Saving a File as a Microsoft Word Document
To save a document in the Microsoft Word format, follow these steps:
1. Click on the File menu and choose Save As from the menu list.
2. A window will appear and prompt you to choose a location to save your
document. Choose the location you want to save a document to in the
Save In popup field.
3. In the field File Name, type the name you would like to save the file as.
4. In the Save As Type popup menu, select the appropriate Microsoft Word
(*.doc) file format.
5. Click the button SAVE to complete the operation.
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Exporting a File as a Portable Document Format (PDF) Document
One of the many useful features OpenOffice.org has built-in to the office suite is
the ability to export documents as a Portable Document Format (PDF) file. To
save a document as a read-only PDF file, follow these steps:
1. Click on the File menu and choose Export As PDF from the menu list.
2. A window will appear and prompt you to choose a location to save your
document. Choose the location you want to save a document to in the
Save In popup field.
3. In the field File Name, type the name you would like to save the file as.
4. In the File Format popup menu, make sure Portable Document Format
(PDF) is selected.
5. Click the button SAVE to complete the operation.
(NOTE: OpenOffice.org documents saved as a PDF file is a convenient way to
share read-only documents to other users that have a PDF reader application
installed on their computer. However, OpenOffice.org cannot edit a document
that has been saved as a PDF file. To save a document for editing at a later date,
save the document in its Native OpenDocument file format.)
Exporting a File as a Web Page (HTML) Document
To save a document in the Hypertext Markup Language (HTML) format, follow
these steps:
1. Click on the File menu and choose Save As from the menu list.
2. A window will appear and prompt you to choose a location to save your
document. Choose the location you want to save a document to in the
Save In popup field.
3. In the field File Name, type the name you would like to save the file as.
4. In the Save As Type popup menu, select the HTML (*.htm or *.html) file
format.
5. Click the button SAVE to complete the operation.
Printing A Document
To print a document within any OpenOffice.org application, follow these steps:
1. Click on the File menu and select Print from the menu that appears. You
may also hold down the Control (CTRL) key and press P on the keyboard
to prompt for the Print window.
2. If you have more than one printer that your computer can send print jobs to,
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select the printer you wish to send the document to in the Printer selection
area.
3. In the Print Range selection area, use the radio buttons to select which
pages you wish to print. If you choose the Pages option, enter the page
range you wish to print (example: 1-5 will print pages one through 5; 1,2,5
will print pages one, two and five). If you choose the Selection option,
OpenOffice.org will only print the text you have selected (highlighted) within
your document.
4. In the Copies selection area, enter the number of copies you wish to print
of the document.
5. If you wish to customize the print job, click on the OPTIONS button and
select or deselect the print options you wish to choose. If you do not want
to customize any print settings, skip to Step #6.
6. Once you have completed specifying your print settings, click the OK
button to begin printing.
Section Six: Correcting Document Errors
Using Cut, Copy and Paste
Using Cut, Copy and Paste is one of the most fundamental operations you will
perform to correct document errors. You may also use these commands to
transfer text or graphics from one document into another. If you are unfamiliar
with using these operations, use these steps to assist in determining which to use
when correcting document errors:
1. Highlight the text you want to cut or copy.
2. To eliminate text to reinsert in another location in the document, click the
Edit menu and choose the Cut menu option.
3. To duplicate text in another part of the document, click the Edit menu and
choose the Copy menu option.
4. Place the cursor at the location you want the text to appear.
5. In the Edit menu, choose the Paste menu option.
Deleting Text
To permanently delete text from your document, follow these steps:
1. Highlight the text you want to permanently delete.
2. Press the Delete key on your keyboard to permanently remove the text
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from your document.
Using Undo
If you make the mistake of deleting something you didn’t wish to do or make a
formatting error, immediately go to the Edit menu and choose Undo from the
menu list that appears to go back to the document’s previous state before the
error was made. You can continue to select the Undo menu command multiple
times to continue to go back to each previous step.
Using Spelling and Grammar Check
With the latest version of OpenOffice.org, not only does Writer have the ability to
spellcheck documents but can also check for grammatical errors as well when an
appropriate extension is installed.
To download and install the grammar checker extension for your appropriate
language, go to the official Openoffice.org Extension site at http://extensions.
services.openoffice.org/ and search for “grammar check”. For step-by-step
instructions for downloading and installing an extension, see the section Installing
OpenOffice.org Extensions within Lesson One in this book or Section One:
Overview of Writer within this appendix.
When spell and grammar check is enabled (which it is by default when you install
the application), possible spelling errors within a document are underlined in red,
while possible grammatical errors are underlined in blue.
To use the OpenOffice.org spell and grammar check feature, follow these steps:
1. If you wish to spell check a specific word or sentence, select the text you
wish to spell check. Otherwise, proceed to Step #2.
2. Go to the Tools menu and select Spelling and Grammar from the menu
that appears. You may also press the F7 key on your keyboard to begin
checking for spelling errors.
3. If any potential spelling or grammatical errors appear, OpenOffice.org will
indicate the potential error and give you a list of possible suggestions to
correct it.
4. If you see a spelling or grammatical suggestion that would correct the error,
select it from the Suggestions list and click the CHANGE button.
5. If you believe that the word or sentence in question is correct, you can click
the IGNORE ONCE button to proceed to the next potential spelling error. If
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the word in question is spelled correctly and you use it often when creating
documents, you may click the ADD button to add it to the Spellcheck
dictionary.
6. When you have completed checking for potential errors, click the CLOSE
button to exit and return to the document.
Using the Thesaurus
To use the OpenOffice.org thesaurus feature, follow these steps:
1. Select the text you wish to look up using the thesaurus.
2. Go to the Tools menu, select Language from the menu that appears and
choose Thesaurus from the submenu. You may also hold down the Control
(CTRL) key on your keyboard and press F7 to launch the thesaurus.
3. The thesaurus window will appear and will provide you with the meaning
and a list of synonyms for the word you selected. If you wish to replace the
word with a synonym, select the word from the list of synonyms and click
the OK button.
Using AutoCorrect
AutoCorrect is enabled by default. However, AutoCorrect can be enabled or
disabled at any time. To enable or disable a specific AutoCorrect feature, go to
the Tools menu and select AutoCorrect from the menu that appears. Once the
AutoCorrect window appears, click on the tab related to the specific feature you
wish to enable or disable and select the appropriate options.
Using AutoFormat
Like AutoCorrect, the AutoFormat features are enabled by default. However,
AutoFormat may also be enabled or disabled at any time. To enable or disable
the AutoFormat feature, click on the Format menu, select AutoFormat from the
menu that appears, and select While Typing from the submenu that appears. A
checkmark will appear next to the submenu option when the feature is enabled.
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