Writer

WRITER The word processor component of OpenOffice.org

Adapted, with excerpts, from the training manual on OpenOffice.org: Getting Started (October 11, 2005 version, based on OpenOffice.org 2.0). Maintainer: Jean Hollis Weber. http://oooauthors.org/en/authors/userguide2/published/writer/published_final/0200WG-WriterGuide.pdf Accessed: March 2006 Extra source: Computing for Life Book A by Tan. FNB Publications. 2005.

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TABLE OF CONTENTS Introduction..................................................................................................................................................................4 Basic Steps in Word Processing.................................................................................................................................4 Activating Writer.......................................................................................................................................................4 Parts of the Writer Screen.........................................................................................................................................5 WORKING WITH DOCUMENTS...........................................................................................................................7 Creating a New Document........................................................................................................................................7 Opening an Existing Document................................................................................................................................8 Saving a Document....................................................................................................................................................8 Closing a Document..................................................................................................................................................9 Entering Text..............................................................................................................................................................10 Inserting special characters....................................................................................................................................11 Editing a Document...................................................................................................................................................12 Highlighting Text.....................................................................................................................................................12 Cut-Copy-Paste.......................................................................................................................................................13 Moving paragraphs quickly....................................................................................................................................13 Finding and replacing text......................................................................................................................................14 Formatting A Document............................................................................................................................................15 Formatting fonts......................................................................................................................................................15 Formatting Paragraphs ..........................................................................................................................................18 Setting tab stops and indents...................................................................................................................................19 Columns...................................................................................................................................................................20 Styles........................................................................................................................................................................21 Bullets & Numbering...............................................................................................................................................21 Working with Graphics.............................................................................................................................................22 Inserting a graphic from a file (in storage)............................................................................................................23 Resizing a graphic...................................................................................................................................................24 Inserting images from other sources.......................................................................................................................24 Modifying an image.................................................................................................................................................26 Positioning graphics within the text.......................................................................................................................26 When you add a graphic to a text document, you need to position the graphic with respect to the text and other graphics...................................................................................................................................................................26 Anchoring graphics and drawing objects...............................................................................................................27 Creating drawing objects........................................................................................................................................27 Grouping Drawing Objects.....................................................................................................................................28 Commission on Information and Communications Technology – Human Capital Development Group Page 2 of 42

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Working with Tables..................................................................................................................................................30 Inserting a new table...............................................................................................................................................31 Resizing rows and columns......................................................................................................................................31 Merging and splitting cells......................................................................................................................................33 Merging and splitting tables...................................................................................................................................33 AutoFormatting Tables............................................................................................................................................33 Data entry in tables.................................................................................................................................................34 Converting Between Table and Text........................................................................................................................34 OTHER USEFUL TOOLS IN WRITER.................................................................................................................35 Using Footnotes and Endnotes...............................................................................................................................35 Language Tools........................................................................................................................................................35 AutoCorrect.............................................................................................................................................................36 Line numbering........................................................................................................................................................36 Math Objects (Equation Editor)..............................................................................................................................37 FORMATTING A PAGE..........................................................................................................................................39 Inserting a page break.............................................................................................................................................39 Page Style dialog box..............................................................................................................................................39 PRINTING A DOCUMENT.....................................................................................................................................41 Print Preview...........................................................................................................................................................41 Quick printing..........................................................................................................................................................41 Using the Print window...........................................................................................................................................41

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INTRODUCTION In this module, you will develop the basic skills needed for creating word processed documents using OpenOffice.org Writer. This is the word processing component of the OpenOffice.org suite – a collection of open source office productivity tools. OpenOffice.org Writer is a tool for writing, editing, formatting and printing of documents. It makes document creation simple and easier with the use of mouse, menus, toolbars, wizard & templates. This module does not cover every aspect of OOo Writer, but should leave you with enough familiarity and confidence to explore more features on your own. Basic Steps in Word Processing 1. ACTIVATING the program 2. CREATING/OPENING a Document 3. EDITING the Document 4. SAVE the Document 5. PRINT the Document 6. CLOSE the Document Activating Writer 1. Go to the Applications menu in the Panel. 2. Click Office to show the pulldown menu. Select Writer from the list. You may also activate Writer by opening any Writer file from other OpenOffice.org applications or from the File Browser.

Figure 1.

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Parts of the Writer Screen Title Bar

Menu

Toolbars

Minimize, Maximize/Restore,

Ruler Bars

Scroll Bars

Status Bar

Figure 2. Parts of the Writer window

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Title Bar: shows the name of the current document and the version of OOo in use (UntitledX: default filename)

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Menu bar – appears on the 2nd line of the main Writer screen. Once clicked, it displays a list of commands (can also be accessed by pressing Alt + underlined letter) 1. 2. 3. 4. 5. 6. 7. 8. 9.

File contains commands that apply to the entire document such as Open, Save, and Export as PDF. Edit contains commands for editing the document such as Undo and Find & Replace. View contains commands for controlling the display of the document such as Zoom and Web Layout. Insert contains commands for inserting elements into your document such as headers, footers, and pictures. Format contains commands for formatting the layout of your document, such as Styles and Formatting, and Bullets and Numbering. Table shows all commands to insert and edit a table in a text document. Tools contains functions such as Spellcheck, Customize, and Options. Window contains commands for the display window. Help contains links to the Help file, What’s This, and information about the program; contains an index of items in OpenOffice.org and its functions (VERY USEFUL!) Commission on Information and Communications Technology – Human Capital Development Group Page 5 of 42

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Toolbars – a list of buttons representing commonly used commands like Open, Save, Print, etc. When you point (not click) to a tool, a tool tip appears describing its function. Writer has several types of toolbars: docked, floating, and tear-off. a. Docked toolbars can be moved to different locations or made to float, while floating toolbars can be docked. The top docked toolbar (default position) is called the Standard toolbar. The Standard toolbar is consistent across the OOo applications. The second toolbar across the top (default location) is called the Formatting toolbar. b. Floating toolbars are context-sensitive toolbars, which by default, appear as floating toolbars in response to the cursor's current position or selection. For example, when the cursor is in a table, a floating Table toolbar appears, and when the cursor is in a numbered or bullet list, the Bullets and Numbering toolbar appears. You can dock these toolbars to the top, bottom, or side of the window if you wish. c. Long-click buttons and tear-off toolbars consist of buttons with a small triangle to the right that will display sub-menus, tear-off toolbars, and other ways of selecting things with a long click, depending on the button. The tear-off toolbars are always floating and cannot be docked on any edge. To move a tear-off toolbar, drag it by the title bar. Displaying or hiding toolbars To display or hide toolbars, choose View > Toolbars. An active toolbar shows a checkmark beside its name. Moving toolbars To move a toolbar, place the mouse pointer over the toolbar handle, hold down the left mouse button and drag the toolbar to the new location. The toolbar will dock in the new location.

Figure 3. Toolbar Handle

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Ruler Bars – serve as guides when formatting the page (shows document margins) and the document paragraphs where tabs and indents can be assigned (to be discussed further in the section on Formatting Paragraphs)

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Document Window – where the actual text and graphics can be entered/ keyed in, edited, and formatted

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Context/Shortcut Menu – context-sensitive shortcut commands displayed when the right (non-dominant) mouse button is clicked

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Minimize, Maximize/ Restore, and Close buttons (review from ICT Basics) Commission on Information and Communications Technology – Human Capital Figure 4. Sample Development Group shortcut menu Page 6 of 42

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Scroll Bars – used to view other parts of the document

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Status Bar – shows the current page number, total number of pages, view %, and typing modes used (INS or OVER, HYP)

Exercise 1 1. Load OOo Writer from the Application menu. 2. Familiarize yourself with the different parts of the Writer workspace. 3. Access the different menus to see the corresponding commands categorized under each one. • Try using the Alt + underlined letter combination to access the menu items. • Press the Esc button to close the current menu. 4. Access the Help menu and go to OpenOffice.org Help (or press F1) – familiarize yourself with the various tabs, especially the Index tab. The Help feature works like an online Tech Support system that just might become your best source of information regarding the different features in OOo – make it a practice to access Help. 5. Point to the various tools in the toolbars to see the tooltips. • This can also be done by going to Help > What’s This which will WORKING WITH DOCUMENTS All word processing work is organized into documents – these are the separate pieces of work that one creates. Examples of documents include letters, lesson plans, test instruments, forms / templates, reports, Minutes of meetings, Project Proposals, CVs / resumés, and any piece of work that needs documenting separately from other work. Creating a New Document When Writer is loaded, it automatically brings up an empty document (a blank page) named UntitledX that awaits your commands (typing, inserting a graphic, etc.). The cursor blinks on the top left hand corner of the page, a margin's width (default: 1” – 1.25”) away from the edge of the page. Every time you want to create another new, blank document while the application Writer is loaded, do ANY of the following: Figure 5. Creating a New Document • Press the Ctrl+N keys. A new empty document opens. If you already have a document open, the new document appears in a new window (note: the X value in the title increments by 1). • Use File > New > Text Document. • Click the New button on the main toolbar

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Opening an Existing Document Once a document has been created and stored in the desired destination (hard disk, floppy or other output devises), you can readily retrieve the file by selecting the File > Open menu command or the Open button on the main toolbar. The Open dialog box will appear from which you can select from a variety of file types to open – OpenOffice documents, MS Word documents, HTML files, etc. Just select the source folder Figure 6. Open dialog box and specific file that you want to open, and then click the Open button – or you could doubleclick the filename to automatically load the file and close the Open dialog box. The document opens in another Writer window. You can also open a document by doubleclicking its filename from the File Browser. Saving a Document You have the option to save your work either at the middle of editing or after finishing your document. However, it is most advantageous for you to save your work regularly – i.e. every time you make any sort of modification on the document. You must always remember to save your work – or risk losing whatever you keyed in due to power failure, system crash, or inadvertently closing the application. You may do so by doing ANY of the following: Figure 7. Save As dialog box • Press Ctrl+S • Select File > Save (using the current filename) / Save As (giving a new filename) • Click the Save button on the main toolbar The Save As dialog box will appear to allow you to assign a filename for the active document and designate a destination folder / directory. Likewise, you will have the option to choose the file type -- .odt (default, stands for OpenDocument Text), .doc (can be opened in MS Word), .htm, .rtf, etc. Commission on Information and Communications Technology – Human Capital Development Group Page 8 of 42

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You may choose to assign a password to secure your document from unauthorized access and/or editing by checking the Save with Password checkbox. Just make sure that you don’t forget the password you assigned. You also can tell Writer to save your document automatically at regular intervals. To enable this, you must configure OpenOffice.org to save all documents automatically. Select Tools > Options. The Options window appears. 2. Select Load/Save > General. 3. Click on AutoSave every … This enables Figure 8. Tools > Options for AutoSave the box to set the interval. The default value is 15 minutes. Enter the value you want by typing it or by pressing the up down arrow keys. 1.

or

Closing a Document To close a document, you can either Figure 9. Close options • click File > Close • clicking the Close icon on the document window If more than one OOo window is open, closing a particular document window leaves the other OOo windows open. As a final check, Writer asks you if you would like to save or discard unsaved active files.

Note: There are two Close buttons at the upper right corner of the application window. Clicking the small X closes the document but leaves OOo open. Clicking the

Review • File > New > Text Document : creates a new empty, untitled document for you to work on. • File > Open : opens the file (document) from a storage device. The last saved version of the document will open. • File > Close : closes the active document. If changes have been made since the last Save, you will be prompted to save or discard the changes made. • File > Save : saves the current document, replacing the previously saved version with this updated one – in the same location with the same name. on Information and Communications Technology – Human Capital Commission • File > Save As... : saves an updated Group version of a document perhaps Development Page 9 of 42 the previously saved version. using a name and location different from • File > Export to PDF: converts your file into the Portable Document

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ENTERING TEXT The blinking cursor tells you the current insertion point – where the next character typed or graphic/ object inserted will be positioned. Notice that as you type, the text flows from left to right (Western style) and that, unlike with a typewriter where you need to manually go to the next line (Hard Enter), upon reaching the end of the line, it automatically goes on to the next line. The entire block of text would form a paragraph. Be sure to maintain the paragraph with no Hard Enters so that it retains its text flow even when you decide to change text formatting, as you will see later. To start a new paragraph or create a blank line, press Enter. To start a new page without the need to reach the end of the current page (i.e. Insert a Page Break), press Ctrl + Enter. You can move the insertion point to a previous location to insert text by using the arrow keys – refer to the table below. You can do the same by pointing (shown by the I-beam) and clicking the mouse on that specific location. Key

Function ← / → Moves the cursor one character to the left or to the right. ↑ / ↓ Moves the cursor up or down one line. Home Moves the cursor to the beginning of the current line. Home Moves the cursor to the bein a ginning of the contents in table the current cell.

End End in a table

PgUp PgDn

Key + Ctrl key Moves the cursor one word to the left or to the right.

(Ctrl+Alt) Moves the current paragraph up or down. Moves the cursor to the beginning of the document. Moves the cursor to the beginning of the contents of the current cell. Press again to move the cursor to the first cell in the table. Press again to move the cursor to the beginning of the document. Moves the cursor to the end Moves the cursor to the end of the of the current line. document Moves to the end of the Moves the cursor to the end of the contents in the current cell. contents of the current cell. Press again to move the cursor to the last cell in the table. Press again to move the cursor to the end of the document. Scrolls up one page. Moves the cursor to the header. Scroll down one page. Moves the cursor to the footer.

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Inserting special characters A “special” character is one not found on a standard English keyboard. For example, © ¾ æ ç ñ ö ø ¢ are all special characters. To insert a special character: Exercise 2 Characters dialog box 2. Type your full name on the firstFigure line10. ofSpecial the document. 3. Press Enter to move the cursor to the next line (a Hard Enter). This in effect creates another paragraph. Press Enter again to create a blank line. 4. Start the next paragraph with an indent – do this by press the Tab key. Type the following sentence: • The quick brown fox jumps over the lazy dog. • Without pressing Enter at any point, type the sentence two more times. • Notice how the text flows and snakes through the page. • Do not mind any red wavy underscores – Writer evaluates your text vis-à-vis its internal dictionary for spelling (auto-Spellcheck). 5. Try out the various keys to move the insertion keys to different parts of your file. • Put the insertion point on the word “fox” in the first sentence. • Press the Insert key – this will toggle the Insert/ Overwrite mode. The active mode is indicated in the Status Bar. • While in the Insert mode, type the word “cat “. The sentence should now read “The quick brown fox cat jumps over the lazy dog.” You may wish to erase the word fox by going to the word fox and pressing Delete or Backspace, whichever is appropriate. • To revert back to the previous sentence, use the Backspace key to erase the word “cat “. You may also use the Edit > Undo command •

(Ctrl + Z). While in the Overwrite mode, type the word cat. The sentence should now read “The quick brown cat jumps over the lazy dog.”

1. Place the cursor in your document where you want the character to appear. 2. Click Insert > Special Character to open the Special Characters window. 3. Select the characters you wish to insert, in order, then click OK. The selected characters are shown in the lower left of the dialog. As you select a character, it is shown on the lower right, along with the numerical code for that character. Note: Different fonts include different special characters. If you don't find a particular special character you want, try changing the Font selection. Commission on Information and Communications Technology – Human Capital Development Group Page 11 of 42

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EDITING A DOCUMENT It is inevitable that as you create a document, you occasionally make typing errors. You may also rethink the wording of some sentences, or indeed whole paragraphs. OOo Writer offers various ways to delete, revise, and move text around. Highlighting Text Editing one character at a time may be appropriate for mini actions, but there are more efficient ways to edit bigger chunks of text. Highlighting or selecting the desired text to be edited is often a more efficient way to go about things. This can be done: • by dragging your mouse across the relevant section • by double-clicking on a word – to highlight the word • by triple-clicking on a word – to highlight the line that it's in • by typing Control + A, or Edit > Select All to highlight the entire docu-

Figure 11. Highlighted Text

ment Shortcut keys to highlight text: Key Highlighting function one letter sideways Shift + ← / → Shift + Ctrl + ← / →

one word sideways

Shift + ↑ / ↓

up or down one line

Home

Moves the cursor to the beginning of the current line. Shift+Home Go and select to the beginning of a line from current position Ctrl+Shift+Home / End Go and select text to start / end of document from current position Ctrl + mouse click to Used to select non-contiguous text new position then highlight Ctrl + A Select All Once highlighted, text can be • overwritten by typing over it Commission on Information and Communications Technology – Human Capital Development Group Page 12 of 42

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• • •

deleted using the Delete or Backspace key dragged to another part of the document using the mouse duplicated or moved, using the Cut, Copy and Paste tools formatted (see next section)

Cut-Copy-Paste The actions of cutting text and then pasting it elsewhere (i.e. moving) involve the selected bits of text being stored on the computer's clipboard – a special part of the computer's memory – which is used for storing pieces of data (words, numbers, pictures, sounds) temporarily, so that they can be easily retrieved for re-use. Users can also copy text onto the computer's clipboard without cutting it out of the document. Copying and Pasting is a useful tool for words or sections of the document that needs to be duplicated repeated elsewhere.

NOTE: Word processing is all about making the work of writing and producing documents easier and more efficient. Ease of use is often about finding ways of working comfortably. These ways of working can vary from one person to another, and so OOo Writer often provides a number of different ways of doing exactly the same word processing task. By experimenting

Text which has been cut or copied will remain in the computer's clipboard memory for pasting into the document wherever one chooses, until it is replaced by something else – i.e. until selecting some other piece of text and copying/cutting it. Task

Menu

Shortcut Key

Edit > Undo

Ctrl + Z

Edit > Cut

Ctrl + X

Copy

Edit > Copy

Ctrl + C

Paste

Edit > Paste

Ctrl + V

Undo Cut

icon

Moving paragraphs quickly 1. Put the cursor anywhere in the paragraph. 2. Press Ctrl+Alt. 3. Holding the Ctrl+Alt keys down, press the up-arrow or down-arrow key. The paragraph will move to before the previous paragraph or after the next paragraph in your document. To move more than one paragraph at a time, select at least part of both paragraphs before pressing the Ctrl+Alt+arrow keys.

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Figure 12. Find and Replace dialog box

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Finding and replacing text When looking for certain words in a 3,000 word essay, it would be inefficient (and close to impossible!) to go through every word manually. Writer has a Find and Replace feature that automates the process of searching for text inside a document. To display the Find & Replace dialog, use the keyboard shortcut Ctrl+F or select Edit > Find & Replace. 1. Type the text you want to find in the Search for box. TIP: If you click Find All, Writer 2. To replace the text with differselects all instances of the search ent text, type the new text in text in the document. Similarly, if the Replace with box. you click Replace All button, 3. You can select various options Writer will replace all matches. such as matching the case, matching whole words only, or Caution: Use Replace All with doing a search for similar caution; otherwise, you may end words. (See below for some othup with some hilarious (and er choices.) highly embarrassing) mistakes. A 4. When you have set up your mistake with Replace All might search, click Find. To replace require a manual, word by word, text, click Replace or Replace search to fix. All instead.

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Exercise 3 1. Use the file named fox.odt. 2. Experiment with the various highlighting techniques. 3. Highlight the word fox in the first sentence • Experiment with the different ways to cut/copy/paste the word. • Do the same with the other words/phrases/sentences/lines. • Experiment with the technique to move paragraphs quickly. 4. Exeperiment with the Find & Replace tool – do so with the word dog: replace all instances of “dog” to “cat”. 5. Be sure to revert the document to its original state. You can do so by closing the file without saving it then just opening the file again. Or you could just press the Undo icon several times until you get to the desired state. 6. Make a copy of the entire paragraph four more times. Appreciate how easy it is to do this in a word processor vs. doing it using a typewriter.

FORMATTING A DOCUMENT Electronic forms of word processing allow you to format your work in all kinds of different styles. You can choose among font styles, paragraph line spacing, list options, colors, page orientation, table borders, and many more. There are numerous styles and combinations that you can use to make the document more interesting. Formatting fonts Font refers to the text character type of the document. OOo Writer lets you control the font style, name, size and color for any text in its document – the default of which is Times New Roman 12 Regular. You may choose to keep this the same throughout a document or vary it for different paragraphs, lines, words, or letters. When opening a document, the default font of the document can be seen at the font box on the Format Menu or its toolbar.

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Figure 13. Format menu

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Mastering these methods of changing the font style is relevant for a number of other formatting options. Remember, these tools are there to help you customize you work according to you preferred style.

Exercise 4 1. Use the file named fox.odt. 2. Experiment with the various formatting techniques. 3. Highlight various parts of your document. • Experiment with the different formatting tools in the Character dialog box. 4. Save the file. Task Font style Font size Font color Font highlight color Format Painter Bold Italic Underline

icon

Menu Format > Character > Font tab Format > Character > Font tab Format > Character > Font Effects tab Format > Character > Background tab (copies the format of selected text to another block) Format > Character > Font tab Format > Character > Font tab Format > Character > Font Effects tab

keys _ _ _ _ _ Ctrl + b Ctrl + i Ctrl + u

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Formatting Paragraphs Text formatting can be applied to an individual character, a selection of words, or an entire document. Paragraph formatting, on the other hand, relates specifically to the layout of an entire paragraph. It concerns making choices on: • Line spacing • Alignment (left, right, centered, justified) • Text Flow (hyphenation on/off, insert breaks, etc.) • Indents and Spacing • Tabs • Drop Caps • Borders • Background colouring Figure 15. Format > Paragraph

for all of these options.

OpenOffice.org applies default settings

Paragraph formatting is always applied to a whole paragraph. Positioning the insertion point in any paragraph or highlighting a part of it allows you to change the settings for that whole paragraph. Task Left justified text Right justified text Centered text Justified text Increase indent Decrease indent Background Shading Single line spacing 1.5 line spacing Double line spacing

icon

Menu Format > Paragraph > Alignment tab Format > Paragraph > Alignment tab Format > Paragraph > Alignment tab Format > Paragraph > Alignment tab Format > Paragraph > Indents and Spacing tab Format > Paragraph > Indents and Spacing tab Format > Character > Background tab Format > Paragraph > Indents and Spacing tab Format > Paragraph > Indents and Spacing tab Format > Paragraph > Indents and Spacing tab

keys Ctrl + l Ctrl + r Ctrl + e Ctrl + j _ _ _ Ctrl + 1 Ctrl + 5 Ctrl + 2

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Setting tab stops and indents The horizontal ruler shows both the default tab stops and any indents that you have defined. To set the measurement unit and the spacing of default tab stops, go to Tools > Options > OpenOffice.org Writer > General. You can also set or change the measurement unit by rightclicking on the ruler to open a list of units. Click on one of them to change the ruler to that unit. Double-click on a blank part of the ruler to open the Indents & Spacing tab of the Paragraph dialog. Double-click on the Figure 16. Ruler ruler itself to open the Tabs tab of the Paragraph dialog. To unit fine-tune tab stop settings, use the Tabs tab of the Paragraph dialog. The Tab key on the keyboard is mainly used to indent the first line of a paragraph, instead of using a space bar. The Tab key is used to indent text to the next tab stop. Default tab stops in Writer are 0.5” apart, meaning, everytime you press the Tab key, you are moving the insertion point or the selected text 0.5 of an inch to the right.

Figure 17. Format > Paragraph > Tabs tab

You may set or clear the tab stops by using the Tabs tab in the Paragraph dialog box.

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iSchools Computer & Internet Literacy Course for Teachers Word Processor First Line Indent Marker

Tab butto n

Hanging Indent & Left Indent

Manual Tab Stop Positions

Right Indent Marker

Figure 18. Ruler Bar & Tab settings

Figure 19. Sample document using tabs and indents

Columns To format paragraphs or entire documents into columns, such as when you are layouting a newsletter, a pamphlet, or a brochure, highlight a selection then go to Format > Columns. If you just click anywhere in the document and activate columns, the computer will assume that the entire document will be formatted as columns.

Figure 20. Format > Columns & sample output

Exercise 5 1. Use the file named fox.odt. 2. Highlight various parts of your document. • Experiment with the different formatting tools in the Paragraph dialog box, including alignment, spacing, indents & tabs, drop cap, and borders. • Try this: Highlight the first paragraph and convert it into two columns by going to Format > Columns and setting the number of paragraphs and assigning a separator. 3. Save the file. Commission on Information and Communications Technology – Human Capital Development Group Page 20 of 42

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Styles OOo Writer has preset formatting settings (called Styles) for headings, paragraphs, characters, pages, frames, bullets & numbering. You may use these existing (pre-defined) OOo Writer styles as they are, or change their formats. You may also create new styles with other names. The advantage of applying styles to the document is that you may assign any of several different formats in just one click. Whichever style, it is always possible to override the formatting by manually changing the formatting settings. Bullets & Numbering

Figure 21. Styles & Formatting

Bulleted and Numbered Lists are used to organize data or enumerate items in your document – such as the planets in your Science report on the solar system, the ingredients in a viand recipe for Home Economics, or the names in your Parent-Teacher Committee for the Field Trip.

There are several ways to create numbered or bulleted lists in Writer, two of which are as follows: • Use preset List Styles OR • Use the Numbering and Bullets icons on the formatting toolbar To produce a numbered or bulleted list, select the paragraphs in the list, and then click on the appropriate icon on the toolbar. Clicking the icons toggle them on and off. Thus, to end a list, just turn off the appropriate icon or press the Backspace key. Figure 22. Bulleted & Numbered List Styles

You can create a nested list (where one or more list items has a sublist under it, as in an outline) by using the buttons on the Bullets and Numbering toolbar. You may move items up or down the list, or create subpoints, and even change the style of bullets by using the Bullets and Numbering dialog box (accessed through the Format menu).

Note: It is a matter of personal preference whether you type FigureCommission 23. Bullets and on Numbering yourTechnology information Information and Communications – Humanfirst, Capital then Development Group apply Numbering/Bullets, or Page 21 of 42 apply these as you type.

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Exercise 6 Use the file named fox.odt. Create a new paragraph. Type the names of three students �each one in its own line. Type two descriptors underneath each name. Use the Bullets and Numbering tool to organize the data into a logical structure. Use the demote/indent (move down one level in the hierarchy) and promote (move up one level) features. Expand your list by putting in additional category hierarchies. Try your hands at creating a multiple choice test instrument. Save the file.

WORKING WITH GRAPHICS Graphics are referred to as objects, whether the graphic is as simple as a line or as complex as a full-colored photo. There are documents that need to have a picture, or a graphic. Graphically representing information is often more effective than using text only. OOo Writer can import picture/graphics from other applications by using the Picture command in the Insert menu or copy a picture/graphics from another file and paste it onto the document. The Drawing toolbar can likewise be used to produce basic shapes like ovals, rectangles, ready-made shapes such as thought balloons, flowcharting symbols, smileys, etc. Graphics in Writer are of three basic types: 1. Graphic and image files, including photos, drawings, scanned images, and others 2. Diagrams created using Writer’s drawing tools 3. Charts created using OOo’s Chart facility OpenOffice.org can import various vector (line drawing) and raster (bitmap) file formats. The most common are .gif, .jpg, .png, and .bmp. Graphics may be downloaded from the Internet, scanned, created with a graphics program, or they may be photos taken with a digital camera. Commission on Information and Communications Technology – Human Capital Development Group Page 22 of 42

Figure 24. Insert Picture

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Inserting a graphic from a file (in storage) 1. On the main menu. select Insert > Picture > From File. 2. Navigate to the file to be inserted. 3. Select the file to insert and click Open.

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Resizing a graphic 1. Move the cursor onto a resizing handle/ point. 2. Click the left mouse button. 3. Drag the mouse to modify the size of the figure. A scaled resize automatically maintains the proportions of the graphic and does not distort it. To perform a scaled resize: 1. Press and hold the Shift key. 2. Click and drag a resizing handle of the graphic. It will resize proportionally. 3. Release the mouse button to complete the resize.

Figure 25. Green resizing handles

Inserting images from other sources You can insert images from sources other than a file. The possible sources for images are: • A Graphics program: You can use many different graphics programs (e.g. GNU GIMP, Adobe Photoshop) to edit a graphic file. In these programs, you can select, copy (Ctrl + C), and paste (Ctrl + V) an image, or part of a graphic into an OpenOffice.org document. • A Scanner: OpenOffice.org can call the scanning application. The scanned item will then be added into the OOo document page as an image. To start this procedure, select on the Insert > Graphic > Scan > Select Source. • OOo Gallery: The Gallery is available in all components of OpenOffice.org. Proceed as follows: 1. Click on the Gallery icon. 2. Select the theme containing the image you want to insert. 3. Click on the image with the left mouse button and, holding the button pressed, drag the image into the document. 4. Release the mouse button. (Double-clicking the graphic Figure 26. OOo Gallery from the Gallery will do the same thing as steps 3 & 4) Adding an image to the Gallery You may wish to add to the Gallery any images that you use frequently, for example, a company logo. You can then very easily insert these graphics into a document later. To add images to the Gallery, proceed as follows: 1. Open the Gallery. 2. Select the theme where you want to add images, or click New Theme to create a new one. 3. Right-click on the desired theme and select Properties in the pop-up menu. This will display a window from which to select the files to be added. 4. On the Files tab, click the Find Files button. Select the directory in which to start the search, and the file types to limit the search. 5. A list of graphic files will be displayed in the window. Commission on Information and Communications Technology – Human Capital Development Group Page 24 of 42

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Select the files to add. To select more than one file, hold the Control key down while you click on each file. 7. Finally, click Add. 8. When you have finished working with the Gallery, you can click on its icon to close it. 6.

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Modifying an image When you insert a new image, or select one already present in the document, the Picture toolbar appears. Two other toolbars can be opened from this one: • the Graphic Filter toolbar, which can be torn off and placed elsewhere on the window; and • the Color toolbar, which opens as a separate floating toolbar. From these toolbars, you can apply small corrections to the graphic or obtain special effects.

Figure 27. Picture dialog box

Figure 28. Picture toolbar

Figure 29. Graphics toolbar

Positioning graphics within the text When you add a graphic to a text document, you need to position the graphic with respect to the text and other graphics. Graphic arrangement refers to the placement of a graphic behind or in front of other graphics or text. Alignment refers to the vertical or Commission on Information and Communications Technology – Human Capital Development Group Page 26 of 42

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horizontal placement of a graphic in relation to the page, frame, paragraph or character to which it is anchored. Text wrapping refers to the relation of graphics to surrounding text, which may wrap around the graphic on one or both sides, be overprinted behind or in front of the graphic, or treat the graphic as a separate paragraph or character. •

Arranging and aligning graphics: You can arrange and align graphics using commands from:  Format > Alignment (or Arrange, Wrap, Anchor, Flip, ...)  by right-clicking on the picture, then Format > Aligment (or Arrange, Wrap, Anchor)  Graphics toolbar Figure 30. Arrange  Picture dialog: click Format > Picture, or right-click on the graphic and then click Picture on the pop-up menu, to display the Picture dialog

•

Wrapping text around graphics or positioning graphics within the text  Click Format > Wrap or use the Wrap tab in the Picture dialog box. Experiment with the different options to see how it affects text and

Figure 30. Wrap

Figure 31. Anchor

graphics. Anchoring graphics and drawing objects You can anchor graphics to a page, paragraph, or character, or as a character. You can also place graphics in a frame and anchor the frame to a page, paragraph, or character. Which method you choose depends on what you are trying to achieve. Creating drawing objects To begin using the drawing tools, display the Drawing toolbar, by clicking View > Toolbars > Drawing. To use a drawing tool: 1. Click in the document where you want the drawing to be anchored. You can change the anchor later, if necessary.

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Select the tool from the Drawing toolbar. The mouse pointer changes to a drawing-functions pointer (crosshair + rectangle). (NOTE: Fontwork is the counterpart of WordArt in MS Word.) 3. Move the cross-hair pointer to the place in the document where you want the graphic to appear, and then click and drag to create the drawing object. Release the mouse button. The selected drawing function remains active, so you can draw another object of the same type. 4. To cancel the selected drawing function, press the Esc key or click on the Select icon (the arrow) on the Drawing toolbar. 5. You can now change the properties (fill color, line type and weight, anchoring, and others) of the drawing object using either the Drawing Object Properties toolbar or the choices and dialogs reached by rightclicking on the drawing object. 2.

You can also set the properties before actually drawing the object on your document, including the color, arrangement, position, alignment, size, rotation, slant and corner radius properties of the drawing object.

Figure 32. Drawing Toolbar

Figure 33. Drawing Object Properties Toolbar

Grouping Drawing Objects Grouping drawing objects (i.e. those limited to graphics created using the Drawing toolbar) is advantageous when you want to create a collage of pictures to create a new image – it makes resizing/moving the new image much easier. Here’s how: 1. Select one object, then hold down the Shift key and select the others you want to include in the group. The bounding box expands to include all the selected objects.

Figure 34. Grouping Drawing Objects

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2.

With the objects selected, hover the mouse pointer over one of the objects and click Format > Group > Group, or right-click and then click Group > Group on the shortcut menu.

Note: You cannot include an embedded or linked graphic in a group with drawing objects.

Exercise 7 1. Use the file named fox.odt. 2. Insert a graphic from the OOo Gallery. • Resize and position accordingly. 3. Insert a graphic from your CD – select the graphic astronaut.jpg. 4. Insert a graphic from the Internet. Be sure to acknowledge the source. 5. Experiment with arranging, aligning, wrapping, and grouping graphics. 6. Use the Drawing toolbar to create a new composite image. Use the

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Exercise 8 1. Use a scratch paper to design a poster – perhaps for a class/school event, a department-sponsored competition, a motivation poster for your class, or an advertisement poster for a popular persona or topic in your subject matter (e.g. Einstein and Relativity). 2. Look for appropriate resources on the Internet – text and graphics – or design/produce your own. Be sure to acknowledge sources. 3. Load Writer. 4. Create a new file. Name it poster.odt. 5. Convert your design into its electronic form. Be creative. 6. Limit the content to what’s really important. Emphasize what needs to be emphasized – do so by using the proper formatting techniques. 7. Limit the graphics to what’s appropriate. Do not overwhelm your audience. 8. Arrange and format your “artwork” to effectively put across its

WORKING WITH TABLES Another technique for presenting data is by making use of Tables where information is organized in a row and column format where you can layout text and graphics in order to create appealing and organized page layouts for your documents and web pages.

Figure 36. Insert Table

Tables are a useful way to organize and present large amounts of information, for example: • Student Groupings • Class Directory with address, age, profession and other information • Matching Type Questions • Class Schedule

• •

Seat Plan Webpage Elements

Tables often can be used as an alternative to spreadsheets to organize materials. A well-designed table can help readers understand better what you are saying. While you would normally use tables for text or numbers, you can put other objects such as pictures in cells. Tables can also be used as a page layout tool to position text in areas of a document instead of using several Tab characters. For example, a business may prepare a template of a letter with their logo, the sender, receiver, date, and subject fields correctly positioned in a table with invisible borders.

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A table is made up of three elements – rows, which are horizontal lines of text and/or data; columns, the vertical arrangement of document contents; and cells, boxes formed by the intersection of rows and columns After you have inserted a table either by the Insert > Table Menu or its Toolbar icon, you can customize it by using the Table toolbar that appears when you move the cursor into a table.

Figure 37. Table toolbar

Inserting a new table 1. Position the cursor where you want the table to go, then use any of the following methods to open the Insert Table dialog box: • From the main menu, select Table > Insert > Table. • Press Ctrl+F12. • From the Standard toolbar, click the Table icon. 2. You can specify the properties for the new table in the Insert Table dialog box. 3. After making your choices, click OK. Writer creates a table as wide as the page margins, with all columns the same width and all rows the same height. You can then adjust the columns and rows to suit your needs. 4. Use the Table toolbar to tweak your table’s settings, including spacing, alignment, width/height, merge/split cells, colors, etc. You can also create nested tables or tables within tables. This feature provides much more flexibility by allowing you to insert a secondary table into a primary table's cell. Resizing rows and columns You can adjust the height of rows and the width of columns in a table in several ways. You can manually resize rows and columns by dragging them to the desired size. When the cursor is in the table, a pair of thin gray lines (||) appear in the rulers. The horizontal ruler shows the column dividers and the vertical ruler shows the row dividers. To change the width of a column or height of a row use ANY of these methods: • Hold the mouse button down on a cell border, so a double-headed arrow appears, and then drag the border to desired position. Commission on Information and Communications Technology – Human Capital Development Group Page 31 of 42

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•

To change the column width using the ruler, hold the mouse button down on the appropriate column divider (double vertical line), and drag the divider to a new location. To change the row height using the ruler, hold the mouse button down on the appropriate row divider (double horizontal line), and drag the divider to a new location.

Selecting Table > Autofit from the main pull-down menu automatically resizes the column/row to its optimum size that exactly fit the contents. For greater control over the width of each column, use the Table format dialog. Right-click on the table and select Table from the pop-up menu or select Table > Properties from the menu bar.

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Merging and splitting cells To merge a group of cells into one cell: 1. Select the cells to merge. 2. Right-click and select Cell > Merge on the pop-up menu, or select Tables > Merge Cells from the menu bar. To split a cell into multiple cells: 1. Position the cursor inside the cell. 2. Right-click and select Cell > Split on the pop-up menu, or select Tables > Split Cells from the menu bar. 3. Select how to split the cell. A cell can be split either horizontally (create more rows) or vertically (create more columns); you specify the number of new cells to create. Merging and splitting tables A whole table can be split into two tables and two tables can be merged into a single table. Tables can be split only horizontally (the top rows are put in one table and the bottom rows in another). To split a table: 1. Place the cursor in a cell which will be in the top row of the second table after the split (so the table splits immediately above the cursor). 2. Right-click and select Split Table in the context menu. 3. A dialog will pop up regarding the header. You can select No heading or an alternative formatting for the header (the top row of the new table). The table is then split in two tables separated by a blank paragraph. To merge two tables: 1. Delete the blank paragraph between the tables. You must use the Delete key to do this. 2. Select a cell in the second table. 3. Right-click and select Merge Tables in the context menu. AutoFormatting Tables You can use preset table formats to make your table formats consistent. You can also create and add your own table auto-formats. Here’s how: 1. Create a table and manually format it as you wish, including borders, spacing of text from the top and Figure 38. Table > Auto-Format bottom borders, fonts to be used in the table heading and data cells, and background colors. 2. Position the cursor anywhere in the table, and then click Format > AutoFormat. 3. On the AutoFormat dialog, click Add and give the table format a name.

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Data entry in tables You can use the mouse, the cursor keys or the Tab key to move between cells within a table. The cursor keys only move to the next cell if there is no text in the way. For example, pressing the right cursor will move to the right of the text in the current cell, then to the next cell. The Tab key moves directly to the next cell and, if the cursor is in the last cell in the table, creates a new row. Pressing Shift+Tab moves the cursor back a cell. Converting Between Table and Text Writer makes it easy for you to convert from a table to text (that is, replace a table with its data) or vice versa. To convert plain text data into a table, select the data and then select Table > Convert > Text to Table from the main menu bar. The dialog box allows you to create a table. You must select the field delimiter (tab, paragraph marker, comma, or other printing or non-printing character) that Writer should use to divide data into different cells. To convert from a table to plain text, select the table and then select Table > Convert > Table to Text. The data in the table is converted to plain text with the field delimiter of your choice. A space can function as a field delimiter.

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OTHER USEFUL TOOLS IN WRITER Using Footnotes and Endnotes Footnotes appear at the bottom of the page on which they are referenced. Figure 41. Sample Footnote Figure 39. Insert Footnote Directly

Endnotes, on the other hand, are collated Exercise 9 1. Create a new document. Name it tables.odt. 2. Using the things you learned in creating, editing, and formatting a table, create the following tables on separate pages: • your weekly class schedule • a matching type test instrument, using tables and bulleted/numbered lists • a rubric sheet (refer to the WebQuest rubric in the chapter on the Figure 40. Defining footnote Internet) formatting • an information sheet (for student’s biodata complete with a space allocated for a 2x2 photo) – refer to next page • a monthly calendar for May – with input activities for the month 3. Make your tables interesting yet professional-looking by adding appropriate colors, borders, and other formatting features. at the end of a document. To insert a footnote, put the cursor where you want the footnote marker to appear. Then click Insert > Footnote, or click the Insert Footnote Directly icon on the Insert toolbar. A footnote marker is inserted in the text, and the cursor is relocated to the footnote area at the bottom of the page (or to the endnote area at the end of the document). Type the footnote content in this area. You can edit an existing footnote the same way you edit any other text. To delete a footnote, delete the footnote marker. The contents of the footnote are deleted automatically, and the numbering of other footnotes is adjusted automatically. To format the footnotes themselves, click Tools > Footnotes. On the Footnote Settings dialog, choose settings as required. The Endnotes tab has similar choices. Language Tools 1. Spelling: AutoSpellcheck checks each word as it is typed and displays a wavy red line under any misspelled words. Once the word is Commission on Information and Communications Technology – Human Capital Development Group Page 35 of 42

Figure 42. Spellcheck dialog

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corrected, the red wavy line disappears. To perform a separate spellcheck on the document (or a text selection) click the Spellcheck button (Tools > Spellcheck or F7). This checks the document or selection and opens the Spellcheck dialog if any misspelled words are found. You may add a word to a dictionary. Click Add in the Spellcheck dialog and pick the dictionary to add it to. 2.

Thesaurus: Select the word or phrase you want to find alternatives for and select Tools > Language > Thesaurus or press Ctrl+F7. Click on a meaning to show alternative words and phrases for that meaning of the word.

Figure 43. Thesaurus

TIPS: • AutoCorrect is turned on by default. To turn it off, uncheck Format > Autoformat > While typing. • AutoCorrect can be used as a quick way to insert special characters. For example, (c) will be autocorrected to ©. You can add your own special characters.

AutoCorrect Writer’s AutoCorrect function has a long list of common misspellings and typing errors, which it corrects automatically. For example, “hte” will be changed to “the”. Select Tools > AutoCorrect to open the AutoCorrect dialog. • To stop Writer from replacing a specific spelling, use Tools > AutoCorrect > Replace, highlight the word pair and click Delete. • To add a new spelling to correct, type it into the Replace and With boxes and click New. Line numbering Line numbering puts line numbers in the margin. The line numbers are displayed on screen and are printed. This can be especially useful for English Literature teachers who need to assign line numbers to poems for referencing during a test.

Figure 44. Line Numbering Example

Click Tools > Line Numbering and select the Show numbering checkbox in the top left corner. Then click OK. You can choose how many lines are numbered (for example, every line or every tenth line), the numbering type and whether numbers restart on each page. In addition, a text Figure 45. Line Numbering dialog box separator (any text you choose) can be set on a different numbering scheme (one every 12 lines, for example). Commission on Information and Communications Technology – Human Capital Development Group Page 36 of 42

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Math Objects (Equation Editor) OpenOffice.org (OOo) has a component for mathematical equations. It is most commonly used as an equation editor for text documents, but it can also be used with other types of documents or stand-alone. When used inside Writer, the equation is treated as an object inside the text document.

Figure 46. Equation Editor, Selection window, and location of resulting equation.

To insert an equation categorie 1. Go to Insert > Object > Formula. s 2. The equation editor opens at the bottom of the screen, and the floating Selection window appears. You will also see a small box (with a gray border) in your document, symbols where the formula will be displayed. 3. Enter your formula in ANY of three ways: • Select a symbol from the Selection window. • Right-click on the equation editor and se- Figure 47. Selection window lect the symbol from the context menu. • Type markup in the equation editor. 4. Click on the document body to exit the formula editor. 5. Double-click on a formula to enter the formula editor again. The equation editor uses a markup language to represent formulas. For example, %beta creates the Greek character beta (β). This markup is

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designed to read similar to English whenever possible. For example, a over a b produces a fraction: b The context menu and corresponding to a symbol.

the

Selection

Exercise 10: To enter the formula 5×4 in the Selection window: Select the top-left button of the categories (top) section. Click on the multiplication symbol. When you select the multiplication symbol on the Selection window, two things happen: The equation editor shows the markup: times The body of the document shows a gray box with the figure: × The “ ” symbols are placeholders that you can replace by other text. The

window

insert

the

markup

Figure 48. Operators

Figure 49. Multiplication sample

For a discussion on Mail Merge: refer to the file named “Writer Mail Merge.pdf” in your CD.

The Mail Merge feature allows you to distribute letters to multiple recipients efficiently. The file d etc.

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FORMATTING A PAGE You can layout a page in a number of ways – as tables, in columns, with frames, separated into sections, etc. You can format the background, assign headers and footers, insert page breaks, display page numbers, and designate/ change margins. The best layout method depends on what the final document should look like and what sort of information will be in the document. This manual will describe the basic formatting techniques – if you wish to learn about more advanced techniques, you may go to the Help feature of Writer or search the Internet for tutorials. Inserting a page break To insert a manual page break in a particular place: 1. Position the cursor in the paragraph you want to be at the start of the next page. Right-click and choose Paragraph in the pop-up menu. 2. On the Text Flow tab of the ParaFigure 50. Inserting a Manual Page Break graph dialog box, in the Breaks section, select Insert. Do not select With Page Style – the same as pressing Ctrl + Enter, the page break will appear after the character where the action was made. Page Style dialog box The Page Style dialog box can be accessed by going to Format > Page. The dialog allows you to assign the settings for paper size, page orientation, margins, page background and borders, headers and footers, and columns. i. Orientation: Portrait or Landscape ii. Page Format / Paper Size: Letter (8.5” x 11”), Legal (8.5” Figure 51. Format > Page x 14”), (note: Philippine Legal is 8.5” x 13”), A4 (8.27” x 11.69”), and other sizes including set measurements for envelopes. iii. Margins: set via a. Dragging (two-headed arrow) the shaded portions of the page rulers— quick and easy, but does not have fine control. b. Specify margins values in the Page Style dialog box—to two decimal places. iv. Background: specify color or graphic Commission on Information and Communications Technology – Human Capital Development Group Page 39 of 42

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v. Borders: specify line style, colors, shadows, which sides, and spacing to content vi. Columns: specify number of columns, widths, and separator vii.Headers and Footers: can also be inserted using the Insert menu Headers are portions of a document that always appear at the top of a page; footers, on the other hand, appear at the bottom of a page. Typically, headers display the title, or chapter name of a document. Depending on which option you choose, an area will appear at the top or bottom of the page where you can enter text and objects. These will appear at the top or bottom of every page. Items such as document titles, chapter titles, and page numbers, which often go into headers and footers, are best added as fields (Insert > Fields > …). That way, if something changes, the headers and footers are all updated automatically. Fields will appear gray in your document. Exercise 12 1. Use the file named fox.odt. 2. Access the Page Style dialog box (Format > Page). Experiment with the various tools as previously discussed: • Paper Size • Orientation • Margins • Background • Borders • Columns • Headers and Footers – be sure to use fields especially for data Figure 53. Sample Header that change like date, time, page number, page count, etc.; these can be viewed better with multiple pages 3. Discuss with your group members how these tools can be used effectively in your administrative and instructional tasks in school. Figure 52. Insert > Fields

TIPS: • To change the format for the Page Numbering – go to the Page Style dialog box – Page tab – Layout Settings • To start page numbering other than 1: 1. Choose Insert > Footer > [page style] to activate the footer. 2. The cursor is now in the footer. To insert the page number, choose Insert > Fields > Page Number. The page number will be 1. Commission on Information Communications – Human Capital 3. Click in the first paragraph in theand text area, or typeTechnology a paragraph Development Group of text. Page 40 of 42 4. Choose Format > Paragraph (or right-click and choose Paragraph from the shortcut menu) to display the Paragraph dialog box. 5. On the Text Flow tab, in the Breaks section, select Enable, With

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PRINTING A DOCUMENT Print Preview The normal page view in Writer shows you what each page will look like when printed, but it shows only one page at a time. If you are designing a document to be printed double-sided, you may want to see what facing pages look like. OOo provides a way to do this in Print Preview. 1.

Click File > Page Preview, or click the Page Preview button . The Writer window changes to display the current page and the following page, and shows the Page Preview toolbar in place of the Formatting toolbar.

Figure 54. Print Preview toolbar

2.

Click the Book Preview icon to display left and right pages in their correct orientation.

3.

To print the document in this page view, click the Print page view icon .

4.

To choose margins and other options for the printout, click the Print options page view icon to display the Print Options window ().

Quick printing Click the Print file directly icon to send the entire document to the default printer defined for your computer. The most important part before printing a document is that you must have installed and selected the printer that he is going to use. He must ensure that the printer is connected to the computer or to a network. The printer must be turned on and on-line. Using the Print window For more control over printing, use File > Print to display the Print window. On the Print window, you can choose: • Which printer to use and the properties of the printer—for example, orientation, which paper tray to use, and what paper size to print on. The properties available depend on the selected printer; consult the printer’s documentation for details. Figure 55. Print Window

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• • • •

Which pages to print, how many copies to print, and in what order to print them. Use dashes to specify page ranges and commas or semicolons to separate ranges; for example, 1, 5, 11-14, 34-40. Selection is the highlighted part of a page or pages. Which items to print. Click the Options button to display the Printer Options window.

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