Getting Started with OpenOffice.org 3 This PDF is designed to be read onscreen, two pages at a time. If you want to print a copy, your PDF viewer should have an option for printing two pages on one sheet of paper, but you may need to start with page 2 to get it to print facing pages correctly. (Print this cover page separately.) Alternatively, you can download a free PDF of the printed edition or buy a low-cost printed copy from http://stores.lulu.com/opendocument. You can also download an editable (.odt) version of this book from http://oooauthors.org/en/authors/userguide3/published/ Copyright This document is Copyright © 2005–2008 by its contributors as listed in the section titled Authors. You may distribute it and/or modify it under the terms of either the GNU General Public License, version 3 or later, or the Creative Commons Attribution License, version 3.0 or later. All trademarks within this guide belong to their legitimate owners. Authors Thomas Astleitner Richard Barnes Agnes Belzunce Daniel Carrera Richard Detwiler Spencer E. Harpe Regina Henschel Peter Hillier-Brook John Kane Stefan A. Keel Michael Kotsarinis Peter Kupfer Ian Laurenson Dan Lewis Alan Madden Michel Pinquier Andrew Pitonyak Carol Roberts Iain Roberts Gary Schnabl Robert Scott Janet M. Swisher Barbara M. Tobias Jean Hollis Weber Linda Worthington Michele Zarri Feedback Please direct any comments or suggestions about this document to: authors@user-faq.openoffice.org Publication date and software version Published 26 October 2008. Based on OpenOffice.org 3.0. You can download an editable version of this document from http://oooauthors.org/en/authors/userguide3/published/ Contents Chapter 1 Introducing OpenOffice.org 9 What is OpenOffice.org? 10 The advantages of OpenOffice.org 12 Minimum requirements 13 How to get the software 13 How to install the software 14 How to get help 14 Extensions and add-ons 16 Starting OpenOffice.org 16 Parts of the main window 20 Starting a new document 24 Opening an existing document 25 Saving documents 25 Renaming and deleting files 26 Using the Open and Save As dialogs 27 Using the Navigator 28 Closing a document 30 Closing OpenOffice.org 30 Chapter 2 Setting up OpenOffice.org 31 Choosing options for all of OOo 32 Choosing options for loading and saving documents 47 Choosing language settings 52 Choosing Internet options 55 Controlling OOo’s AutoCorrect functions 55 Chapter 3 Using Styles and Templates 57 What is a template? 58 What are styles? 58 Applying styles 60 Modifying styles 62 Creating new (custom) styles 64 Copying and moving styles 65 Getting Started with OpenOffice.org 3 3 Deleting styles 68 Using a template to create a document 68 Creating a template 69 Editing a template 72 Adding templates using the Extension Manager 73 Setting a default template 74 Associating a document with a different template 75 Organizing templates 76 Examples of style use 79 Chapter 4 Getting Started with Writer 81 What is Writer? 82 The Writer interface 82 Working with documents 86 Working with text 87 Formatting text 97 Undoing and redoing changes 102 Formatting pages 103 Adding notes to a document 108 Creating a table of contents 110 Creating indexes and bibliographies 111 Working with graphics 111 Printing from Writer 111 Sending a fax using Writer 120 Tracking changes to a document 121 Using mail merge 121 Using master documents 122 Creating fill-in forms 122 Using fields 122 Using cross-references 123 Using bookmarks 124 Chapter 5 Getting Started with Calc 125 What is Calc? 126 Spreadsheets, sheets and cells 126 Parts of the main Calc window 126 4 Getting Started with OpenOffice.org 3 Starting new spreadsheets 130 Opening existing spreadsheets 131 Saving spreadsheets 131 Navigating within spreadsheets 132 Selecting items in a sheet or spreadsheet 135 Working with columns and rows 138 Working with sheets 140 Viewing Calc 141 Entering data using the keyboard 145 Speeding up data entry 146 Editing data 150 Formatting data 151 Autoformatting cells and sheets 156 Formatting spreadsheets using themes 157 Hiding and showing data 157 Sorting records 160 Printing 161 Chapter 6 Getting Started with Impress 170 What is Impress? 171 Parts of the main Impress window 171 Working with views 175 Creating a new presentation 180 Formatting a presentation 185 Slide masters and styles 189 Working with slide masters 190 Adding and formatting text 194 Creating tables 199 Adding graphics, spreadsheets, charts, and other objects 200 Setting up the slide show 201 Running the slide show 202 Chapter 7 Getting Started with Draw 203 What is Draw? 204 The Draw workspace 204 Positioning objects with snap functions 211 Getting Started with OpenOffice.org 3 5 Positioning objects with helper lines 214 The basic drawing shapes 214 Drawing geometric shapes 220 Selection modes 222 Selecting objects 223 Moving and dynamically adjusting an object’s size 225 Editing objects 227 Using styles 230 Special effects 230 Combining multiple objects 233 Aids for positioning objects 234 Editing pictures 235 Working with 3D objects 235 Inserting pictures from other sources 235 Exchanging objects with other programs 236 Chapter 8 Getting Started with Base 237 Introduction 238 Planning a database 239 Creating a new database 241 Creating database tables 242 Defining relationships 253 Creating a database form 256 Accessing other data sources 277 Using data sources in OpenOffice.org 279 Entering data in a form 285 Creating queries 288 Creating reports 298 Chapter 9 Getting Started with Math 309 What is Math? 310 Entering a formula 311 Customizations 316 Formula layout 319 Common problem areas 320 6 Getting Started with OpenOffice.org 3 Chapter 10 Printing, Exporting, and E-mailing 323 Introduction 324 Quick printing 324 Controlling printing 324 Exporting to PDF 325 Exporting to other formats 331 E-mailing documents 332 Digital signing of documents 335 Chapter 11 Graphics, the Gallery, and Fontwork 337 Introduction 338 Inserting an image from a file 338 Inserting images from a graphics program 340 Inserting images using a scanner 341 Modifying and positioning graphics 341 Using the OpenOffice.org Gallery 341 Managing the Gallery 343 What is Fontwork? 346 The Fontwork toolbars 346 Creating a Fontwork object 346 Editing a Fontwork object 348 Moving and resizing Fontwork objects 353 Chapter 12 Creating Web Pages 354 Introduction 355 Inserting hyperlinks 355 Saving Writer documents as web pages 357 Saving Calc spreadsheets as web pages 362 Saving Impress presentations as web pages 362 Saving Draw documents as web pages 366 Chapter 13 Getting Started with Macros 367 Your first macro 368 Creating a macro 373 Sometimes the macro recorder fails 377 Getting Started with OpenOffice.org 3 7 Macro organization 379 How to run a macro 384 Extensions 389 Writing macros without the recorder 390 Finding more information 391 Chapter 14 Customizing OpenOffice.org 393 Introduction 394 Customizing menu content 394 Customizing toolbars 398 Assigning shortcut keys 402 Assigning macros to events 405 Adding functionality with extensions 405 Using extensions 406 Appendix A Keyboard Shortcuts 409 Introduction 410 Function key shortcuts 411 General shortcut keys for OpenOffice.org 411 Shortcut keys in the Gallery 413 Selecting rows and columns in a database table (opened by F4) 414 Shortcut keys for drawing objects 414 Appendix B Background Information 416 Introduction 417 A short history of OpenOffice.org 417 The OpenOffice.org community 417 How is OpenOffice.org licensed? 418 What is “open source”? 418 What is OpenDocument? 419 File formats OOo can open 419 File formats OOo can save to 421 Frequently asked questions 423 Index 426 8 Getting Started with OpenOffice.org 3 Chapter 1 Introducing OpenOffice.org What is OpenOffice.org? OpenOffice.org (OOo) is both a software product and a community of volunteers who produce and support the software. Note Because someone else owns the trademark OpenOffice , the correct name for both the open-source project and its software is OpenOffice.org . The OpenOffice.org software is a freely available, full-featured office suite. OOo 3 is a major upgrade of an already feature-rich office suite. If you have used previous versions of OOo, please look over the new features list on the OOo wiki. OOo’s 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. OOo can also open and save documents in many other formats, including those used by several versions of Microsoft Office. OOo includes the following components. Writer (word processor) Writer is a feature-rich tool for creating letters, books, reports, newsletters, brochures, and other documents. You can insert graphics and objects from other components into Writer documents. Writer can export files to HTML, XHTML, XML, Adobe’s Portable Document Format (PDF), and several versions of Microsoft Word files. It also connects to your email client. Calc (spreadsheet) Calc has all of the advanced analysis, charting and decision-making features expected from a high-end spreadsheet. It includes over 300 functions for financial, statistical, and mathematical operations, among others. The Scenario Manager provides “what if” analyses. Calc generates 2-D and 3-D charts, which can be integrated into other OOo documents. You can also open and work with Microsoft Excel workbooks and save them in Excel format. Calc can export spreadsheets to Adobe’s PDF and to HTML. 10 Getting Started with OpenOffice.org 3 . 298 Chapter 9 Getting Started with Math 30 9 What is Math? 31 0 Entering a formula 31 1 Customizations 31 6 Formula layout 31 9 Common problem areas 32 0 6 Getting Started with OpenOffice .org 3 Chapter 10 Printing,. Started with OpenOffice .org 3 Starting new spreadsheets 13 0 Opening existing spreadsheets 13 1 Saving spreadsheets 13 1 Navigating within spreadsheets 13 2 Selecting items in a sheet or spreadsheet 13 5 Working. http://oooauthors .org/ en/authors/userguide3/published/ Contents Chapter 1 Introducing OpenOffice .org 9 What is OpenOffice .org? 10 The advantages of OpenOffice .org 12 Minimum requirements 13 How to get the software 13 How to