Taming Apache OpenOffice Version 3.4 Getting Started Copyright This document is Copyright © 2013 by Jean Hollis Weber. You may distribute it and/or modify it under the terms of the Creative Commons Attribution License, version 3.0 or later (http://creativecommons.org/licenses/by/3.0/). Apache, Apache OpenOffice, and OpenOffice.org are trademarks of the Apache Software Foundation. Used with permission. No endorsement by The Apache Software Foundation is implied by the use of these marks. All other trademarks mentioned in this guide belong to their respective owners. Acknowledgements This book is based on an earlier draft written by volunteers from the ODFAuthors and Apache OpenOffice communities, and on Getting Started with OpenOffice.org 3.3, with additional material adapted from Getting Started with LibreOffice 3.4. The contributors to those books are listed on page 14. Publication date and software version Published 10 May 2013. Based on Apache OpenOffice 3.4.1. Publisher Friends of OpenDocument, Inc. 544/60 Beck Drive North Condon, QLD 4815, Australia http://friendsofopendocument.com/ ISBN 978-1-921320-32-3 Contents Preface 9 Who is this book for? 9 What's in this book? 9 Where to get more help 9 What’s new in Apache OpenOffice 3.4? 10 What are the advantages of Apache OpenOffice? 11 What you see may be different 11 Using Apache OpenOffice on a Mac 12 Frequently asked questions 12 What are all these things called? 13 Acknowledgements 14 Chapter 1 Introducing Apache OpenOffice 15 What is Apache OpenOffice? 15 Minimum requirements 16 How to get and install the software 16 Extensions and add-ons 16 Starting Apache OpenOffice 17 Parts of the main window 18 Starting a new document 23 Opening an existing document 23 Saving a document 24 Closing a document 25 Closing Apache OpenOffice 26 Using the Open and Save As dialogs 26 Using the Navigator 27 Undoing and redoing changes 28 Chapter 2 Using Styles and Templates 31 What is a template? 31 What are styles? 31 Applying styles 32 Modifying styles 34 Creating new (custom) styles 36 Copying and moving styles 37 Deleting styles 39 Using a template to create a document 39 Creating a template 40 Editing a template 42 Adding templates using the Extension Manager 43 Setting a default template 44 Associating a document with a different template 44 Organizing templates 45 Taming Apache OpenOffice 3.4: Getting Started 3 Examples of style use 47 Chapter 3 Getting Started with Writer 49 What is Writer? 49 The Writer interface 49 Changing document views 52 Moving quickly through a document 52 Working with documents 53 Working with text 54 Formatting text 62 Formatting pages 66 Adding comments to a document 70 Creating a table of contents 71 Creating indexes and bibliographies 71 Adding images and other graphics 72 Adding tables, spreadsheets, and charts 72 Adding a movie or sound 73 Printing 74 Using mail merge 74 Tracking changes to a document 74 Using fields 75 Linking to another part of a document 75 Using master documents 78 Creating fill-in forms 78 Chapter 4 Getting Started with Calc 79 What is Calc? 79 Spreadsheets, sheets and cells 79 Parts of the main Calc window 79 Opening and saving CSV files 82 Navigating within spreadsheets 84 Selecting items in a sheet or spreadsheet 88 Working with columns and rows 90 Working with sheets 91 Viewing Calc 93 Entering data using the keyboard 96 Speeding up data entry 98 Validating cell contents 101 Editing data 101 Formatting data 102 Autoformatting cells and sheets 106 Formatting spreadsheets using themes 107 Using conditional formatting 108 Hiding and showing data 108 Sorting records 109 4 Taming Apache OpenOffice 3.4: Getting Started Using formulas and functions 110 Analyzing data 110 Printing 111 Chapter 5 Getting Started with Impress 119 What is Impress? 119 Starting Impress 119 The main Impress window 120 Workspace views 124 Creating a new presentation 128 Formatting a presentation 130 Adding and formatting text 134 Adding pictures, tables, charts, media files, and other objects 138 Working with master pages and styles 141 Adding comments to a presentation 146 Setting up the slide show 147 Running a slide show 148 Chapter 6 Getting Started with Draw 149 What is Draw? 149 Parts of the main Draw window 149 Choosing and defining colors 152 Positioning objects with snap functions 153 Positioning objects with guiding lines 155 The basic drawing shapes 155 Drawing geometric shapes 160 Selecting objects 161 Moving and dynamically adjusting an object’s size 163 Editing objects 164 Using styles 166 Special effects 166 Combining multiple objects 169 Aids for positioning objects 170 Inserting and editing pictures 170 Working with 3D objects 170 Exporting graphics 171 Adding comments to a drawing 171 Chapter 7 Getting Started with Base 173 Introduction 173 Planning a database 174 Creating a new database 175 Creating database tables 176 Defining relationships 183 Creating a database form 185 Taming Apache OpenOffice 3.4: Getting Started 5 Accessing other data sources 199 Using data sources in Apache OpenOffice 199 Entering data in a form 203 Creating queries 205 Creating reports 213 Chapter 8 Getting Started with Math 221 What is Math? 221 Getting started 221 Entering a formula 221 Customizations 227 Formula layout 229 Numbering equations 231 Chapter 9 Printing, Exporting, and E-mailing 233 Introduction 233 Quick printing 233 Controlling printing 233 Exporting to PDF 242 Exporting to other formats 248 E-mailing documents 248 Digital signing of documents 252 Removing personal data 252 Chapter 10 Graphics, the Gallery, and Fontwork 253 Introduction 253 Adding images to a document 253 Modifying and positioning graphics 257 Managing the Gallery 257 Creating an image map 260 Using Apache OpenOffice’s drawing tools 261 Using Fontwork 263 Chapter 11 Setting Up and Customizing Apache OpenOffice 269 Choosing options for all of Apache OpenOffice 269 Choosing options for loading and saving documents 282 Choosing language settings 287 Choosing Internet options 289 Controlling AOO’s AutoCorrect functions 289 Customizing Apache OpenOffice 290 Adding functionality with extensions 299 Chapter 12 Open Source, Open Standards, OpenDocument 303 Introduction 303 A short history of Apache OpenOffice 303 6 Taming Apache OpenOffice 3.4: Getting Started The Apache OpenOffice community 303 What is “open source”? 304 What are “open standards”? 304 What is OpenDocument? 304 File formats Apache OpenOffice can open 305 File formats Apache OpenOffice can save to 306 Exporting to other formats 308 Index 309 Taming Apache OpenOffice 3.4: Getting Started 7 8 Taming Apache OpenOffice 3.4: Getting Started Preface Who is this book for? Anyone who wants to get up to speed quickly with Apache OpenOffice will find this book valuable. You may be new to office software, or you may be familiar with another office suite. What's in this book? This book introduces the main components of Apache OpenOffice: • Writer (word processing) • Calc (spreadsheets) • Impress (presentations) • Draw (vector graphics) • Base (database) • Math (equation editor) It also covers some of the features common to all components, including setup and customization, styles and templates, and printing. For more detail, see the user guides for the individual components. Where to get more help This book, the other Apache OpenOffice user guides, the built-in Help system, and user support systems assume that you are familiar with your computer and basic functions such as starting a program, opening and saving files. Help system Apache OpenOffice comes with an extensive Help system. This is your first line of support for using the program. To display the full Help system, press F1 or select OpenOffice.org Help from the Help menu. In addition, you can choose whether to activate Tips, Extended tips, and the Help Agent (using Tools > Options > OpenOffice.org > General). If Tips are enabled, place the mouse pointer over any of the icons to see a small box (“tooltip”) with a brief explanation of the icon’s function. For a more detailed explanation, select Help > What's This? and hold the pointer over the icon. Free online support The Apache OpenOffice community not only develops software, but provides free, volunteer-based support. See this web page: http://support.openoffice.org/index.html Users can get comprehensive online support from the community through mailing lists. Other websites run by users also offer free tips and tutorials. This forum provides community support for Apache OpenOffice and other programs: http://forum.openoffice.org/en/forum/ Paid support and training Alternatively, you can pay for support services. Service contracts can be purchased from a vendor or consulting firm specializing in Apache OpenOffice. Preface 9 What’s new in Apache OpenOffice 3.4? This section summarizes some of the changes since OpenOffice.org 3.3. For details, see the Release Notes for Apache OpenOffice 3.4 and 3.4.1: http://www.openoffice.org/development/releases/3.4.0.html http://www.openoffice.org/development/releases/3.4.1.html • Faster startup • Support for Scalable Vector Graphics (SVG) • Enhanced RTF export • Reduced PDF file size • Improved ODF 1.2 encryption support • Improved navigation in Styles and Formatting, Navigator, and options dialogs • New regular expressions (regexp) engine • New Color Picker dialog • Enhanced or additional graphics support (in addition to SVG): – Support for Line Cap property for thick lines and 3D objects – Support for shear transformations for graphic objects in Draw/Impress and Calc – Support for attributes and transformations for OLE objects in Draw/Impress and Calc – Enhanced crop support and mirroring for graphical objects • Calc: – DataPilot renamed Pivot Table and no longer limited in the number of fields supported – Improved CSV export; new CSV export option, Quote all text cells – Support for new conditional functions from ODF 1.2 – New, faster Linear Programming solver • Chart: – Legend within a chart is now resizable – Data axid now available for category charts – Time axis now supported – Enhanced chart visualization • Math: – Option to save only used symbols for each formula – Option to use automatic baseline for Math objects in Writer documents – Symbol catalog now supports UTF-32 characters • Draw/Impress: – Better defaults for snap, grid settings, bullet spacing, and indentation – Changed default for "copy when moving" – Animate outline shapes “By 1st level paragraphs” as default – New default colors of drawing objects – Setting default shadow distance for shapes – Enhancement to the "mouse as pen" feature in impress slideshow – Default full width for text in shapes – Change outline default bullet symbol order – Shortcut for inserting comments changed – Set pixel resolution when exporting graphics • Writer: Asian Language Word Count now correct 10 Taming Apache OpenOffice 3.4: Getting Started [...]... Apache OpenOffice licensed? Apache OpenOffice is distributed under the Apache License, Version 2.0, http://www .apache. org/licenses/LICENSE-2.0.html May I distribute Apache OpenOffice to anyone? Yes How many computers may I install it on? As many as you like May I sell it? Yes May I use Apache OpenOffice in my business? Yes I am writing a software application May I use programming code from Apache OpenOffice. .. Taming Apache OpenOffice 3.4: Getting Started 1 Chapter Introducing Apache OpenOffice What is Apache OpenOffice? Apache OpenOffice (OpenOffice. org) is a freely available, full-featured office productivity suite Its native file format is OpenDocument, an open standard format that is being adopted by governments worldwide as a required file format for publishing and accepting documents Apache OpenOffice. .. advantages of Apache OpenOffice? Here are some of the advantages of Apache OpenOffice over proprietary office suites: • No licensing fees Apache OpenOffice is free for anyone to use and distribute at no cost There are no hidden charges now or in the future • Open source You can distribute, copy, and modify the software as much as you wish, in accordance with the Apache 2 license • Cross-platform Apache OpenOffice. .. are collected in the official extensions repository, http://extensions.services .openoffice. org/ Most are free, but some are not See Chapter 11 (Setting up and Customizing Apache OpenOffice) for more information 16 Taming Apache OpenOffice 3.4: Getting Started Starting Apache OpenOffice The most common ways to start Apache OpenOffice are: • Using the system menu, the standard menu from which most applications... changes that can be reapplied To modify the number of changes Apache OpenOffice remembers, choose Tools > Options > OpenOffice. org > Memory and in the Undo section change Number of steps Be aware that asking Apache OpenOffice to remember more changes consumes more computer memory Chapter 1 Introducing Apache OpenOffice 29 30 Taming Apache OpenOffice 3.4: Getting Started 2 Chapter Using Styles and Templates... in Apache OpenOffice and save in those formats from Apache OpenOffice See “Opening an existing document” on page 23 for more information Using the Quickstarter under Windows The Quickstarter is an icon that is placed in the Windows system tray during system startup It indicates that Apache OpenOffice has been loaded and is ready to use (The Quickstarter loads library *.DLL files required by Apache OpenOffice, ... Although Apache OpenOffice will work without Java support, some features will not be available How to get and install the software You can download the installation package (approximately 150MB) from the project’s website, www .openoffice. org/ To install Apache OpenOffice, follow the same procedure that you use to install other software Extensions and add-ons Extensions and add-ons to enhance Apache OpenOffice. .. communitydriven You can join the community and affect the course of the product you use You can read more about Apache OpenOffice, its mission, history, licensing, and other organizational information on the Apache OpenOffice website, http://www .openoffice. org/ What you see may be different Apache OpenOffice runs on Windows, Linux, and Mac OS X operating systems, each of which has several versions and can... language support The user interface for Apache OpenOffice is available in several languages, and more are being added Apache OpenOffice also supports bidirectional text and complex text layout for many scripts • Consistent user interface All the components have a similar “look and feel,” making them easy to use and master • Integration The components of Apache OpenOffice are well integrated with one... can also open and save documents in many other formats, including those used by several versions of Microsoft Office Note Apache OpenOffice 3.4 installs as OpenOffice. org 3.4 Therefore, icons, window title bars, options in dialogs, and other places show the name OpenOffice. org Apache OpenOffice includes the following components Writer (word processor) Writer is a feature-rich tool for creating letters, . earlier draft of this book. 14 Taming Apache OpenOffice 3.4: Getting Started Chapter 1 Introducing Apache OpenOffice What is Apache OpenOffice? Apache OpenOffice (OpenOffice. org) is a freely available,. OpenOffice can open 3 05 File formats Apache OpenOffice can save to 306 Exporting to other formats 308 Index 309 Taming Apache OpenOffice 3.4: Getting Started 7 8 Taming Apache OpenOffice 3.4: Getting. up and Customizing Apache OpenOffice) for more information. 16 Taming Apache OpenOffice 3.4: Getting Started Starting Apache OpenOffice The most common ways to start Apache OpenOffice are: • Using