Zurina Saaya Mohd Fairuz Iskandar Othman

Transcription

by
Zurina Saaya
Mohd Fairuz Iskandar Othman
Faculty of Information and Communications Technology
Universiti Teknikal Malaysia Melaka
August 2007
Basic OpenOffice
Writer ■ Calc ■ Impress
ii
TABLE OF CONTENT
1
Overview of OpenOffice........................................ 1
1.1
1.2
1.3
1.4
2
Advantages of OpenOffice.org .............................................. 2
Minimum requirements.............................................................. 3
Getting the software ................................................................. 3
Starting OpenOffice.org ........................................................... 3
OpenOffice.org Writer ............................................ 6
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
2.12
2.13
The Writer interface.................................................................... 7
2.1.1
Menus ................................................................................................. 7
Creating a new document ...................................................... 8
2.2.1
2.2.2
Creating a blank document ........................................................... 8
Creating a document from a template ........................................ 8
Opening an existing document............................................... 9
Saving a document ................................................................. 10
2.4.1
Saving as a MS Word document .................................................. 10
Printing a document ................................................................ 11
2.5.1
2.5.2
Quick printing .................................................................................. 11
Using the Print dialog...................................................................... 12
Exporting to PDF ....................................................................... 13
2.6.1
Quick export to PDF........................................................................ 13
Closing a document................................................................ 13
Choosing a layout method .................................................... 14
Formatting paragraphs ........................................................... 15
2.9.1
Setting tab stops and indents........................................................ 16
Numbered or bulleted lists ...................................................... 17
2.10.1
Bullets and Numbering toolbar ................................................... 17
Using footnotes and endnotes............................................... 18
2.11.1
Inserting footnotes/endnotes ...................................................... 18
Working with Tables ................................................................. 20
2.12.1
2.12.2
2.12.3
2.12.4
2.12.5
2.12.6
2.12.7
2.12.8
Table menu and toolbar.............................................................. 20
Creating a table ........................................................................... 21
Inserting a new table.................................................................... 21
Formatting a table........................................................................ 23
Inserting rows and columns ......................................................... 24
Merging and splitting tables........................................................ 25
Specifying table borders.............................................................. 26
Selecting background colors and graphics.............................. 27
Working with Graphics ............................................................ 28
2.13.1
2.13.2
2.13.3
2.13.4
2.13.5
Inserting a graphic from a file ..................................................... 29
Modifying an image ..................................................................... 29
Positioning graphics within the text ............................................ 30
Wrapping text around graphics.................................................. 31
Creating drawing objects............................................................ 32
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3
OpenOffice.org Calc............................................ 34
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
4
What is Calc?............................................................................ 34
3.1.1
3.1.2
3.1.3
Starting new spreadsheets ............................................................ 35
Opening existing spreadsheets..................................................... 35
Saving spreadsheets....................................................................... 35
Entering data into a sheet ...................................................... 36
Formatting Cells........................................................................ 37
Filtering and Sorting ................................................................. 39
Using functions .......................................................................... 41
3.5.1
3.5.2
3.5.3
3.5.4
Function Wizard............................................................................... 41
Logical Functions ............................................................................ 41
Statistical Functions......................................................................... 44
Spreadsheet Function .................................................................... 48
Using Formulas .......................................................................... 49
Creating Charts and Graphs.................................................. 50
3.7.1
3.7.2
3.7.3
3.7.4
3.7.5
3.7.6
Creating a chart ............................................................................. 50
Using the AutoFormat Chart dialog.............................................. 53
Examples of different chart types ................................................. 56
Modifying the appearance of the chart ..................................... 61
Modifying the data area of the chart.......................................... 65
Minor Formatting............................................................................. 68
Printing with calc ...................................................................... 70
3.8.1
3.8.2
3.8.3
3.8.4
Printing.............................................................................................. 70
Adjusting the print range ............................................................... 74
Page breaks .................................................................................... 78
Headers and footers....................................................................... 79
Using Graphics in calc............................................................. 81
3.9.1
3.9.2
3.9.3
3.9.4
Inserting pictures ............................................................................. 82
Drawing in calc ............................................................................... 84
Working with graphics in calc ....................................................... 85
Positioning graphics........................................................................ 91
OpenOffice.org Impress ...................................... 95
4.1
4.2
4.3
4.4
4.5
The Impress interface............................................................... 95
4.1.1
4.1.2
4.1.3
Slides pane ...................................................................................... 96
Task pane......................................................................................... 97
Workspace....................................................................................... 97
Creating a new presentation................................................. 98
4.2.1
4.2.2
Planning the presentation ............................................................. 98
Using the presentation wizard ....................................................... 99
Putting it together .................................................................. 103
4.3.1
4.3.2
4.3.3
Creating the first slide................................................................... 103
Inserting additional slides ............................................................. 104
Running the slide show................................................................. 107
Create and manage text boxes ......................................... 107
4.4.1
Working with text boxes ............................................................... 108
Formatting text ....................................................................... 109
4.5.1
4.5.2
4.5.3
4.5.4
4.5.5
Using styles to format text ............................................................ 109
Selecting text................................................................................. 110
Formatting characters.................................................................. 110
Formatting paragraphs ................................................................ 112
Creating bulleted and numbered lists ....................................... 115
iv
4.6
4.7
4.8
4.9
4.10
4.11
Inserting and Formatting pictures........................................ 116
4.6.1
4.6.2
4.6.3
Inserting pictures from a file......................................................... 116
Inserting a picture from the gallery............................................. 118
Formatting pictures....................................................................... 120
Creating graphic objects ..................................................... 121
4.7.1
4.7.2
4.7.3
4.7.4
The drawing toolbar ..................................................................... 121
Creating lines and shapes ........................................................... 123
Working with 3D shapes ............................................................... 124
Grouping shapes together .......................................................... 125
Formatting graphic objects.................................................. 125
4.8.1
4.8.2
Formatting lines and shapes........................................................ 126
Moving, resizing and rotating ...................................................... 126
Inserting Spreadsheets, charts and other objects ............ 128
4.9.1
4.9.2
4.9.3
Spreadsheets................................................................................. 128
Charts ............................................................................................. 131
Inserting other objects.................................................................. 133
Adding and Formatting slides, notes and handouts ........ 134
4.10.1
4.10.2
4.10.3
Adding, renaming, formatting and removing slides .............. 136
Notes ............................................................................................ 140
Handouts...................................................................................... 141
Slide shows : transitions, animations and more.................. 144
v
1
Overview of OpenOffice
The OpenOffice.org 2.2 (OOo) office suite 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.
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. 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.
Impress (presentations)
Impress provides all the common multimedia presentation tools, such
as special effects, animation, and drawing tools. It is integrated with
the advanced graphics capabilities of OOo’s Draw and Math
components. Slideshows can be further enhanced with Fontwork’s
special effects text, as well as sound and video clips. Impress is
compatible with Microsoft’s PowerPoint file format and can save your
work in numerous graphics formats, including Macromedia Flash (SWF).
Draw (vector graphics)
Draw is a vector-drawing tool that can produce everything from simple
diagrams or flowcharts to 3-D artwork. Its Smart Connectors feature
allows you to define your own connection points. You can use Draw to
create drawings for use in any of OOo’s other components, and you
can create your own clipart and add it to the Gallery. Draw can import
graphics from many common formats and save them in over 20
formats including PNG, HTML, PDF, and Flash.
1
Base (database)
Base provides tools for day-to-day database work within a simple
interface. It can create and edit forms, reports, queries, tables, views,
and relations, so that managing a connected database is much the
same as in other popular database applications. Base provides many
new features, such as the ability to analyze and edit relationships from
a diagram view.
Math (formula editor)
Math is OOo’s formula or equation editor. You can use it to create
complex equations that include symbols or characters not available in
standard font sets. While it is most commonly used to create formulas in
other documents, such as Writer and Impress files, Math can also work
as a stand-alone tool. You can save formulas in the standard
Mathematical Markup Language (MathML) format for inclusion in
webpages and other documents not created by OOo.
1.1 Advantages of OpenOffice.org
Here are some of the advantages of OpenOffice.org over other office
suites:
• No licensing fees. OOo is free for anyone to use and distribute at
no cost. Many features that are available as extra cost add-ins in
other office suites (like PDF export) are free with OOo. 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 either of OOo’s Open
Source licenses.
• Cross-platform. OOo 2.x runs on several hardware architectures
and under multiple operating systems, such as Microsoft
Windows, Mac OS X, Linux, and Sun Solaris.
• Extensive language support. OOo’s user interface is available in
over 40 languages, and the OOo project provides spelling,
hyphenation, and thesaurus dictionaries in over 70 languages
and dialects. OOo also provides support for both Complex Text
Layout (CTL) and Right to Left (RTL) layout languages (such as
Hindi, Hebrew, and Arabic).
• Consistent user interface. All the components have a similar “look
and feel,” making them easy to use and master.
2
1.2 Minimum requirements
OpenOffice.org 2.x requires one of the following operating systems:
• Microsoft Windows 98, Windows ME, Windows 2000 (Service Pack
2 or higher),
• Windows XP, Windows 2003, or Windows Vista
• GNU/Linux Kernel version 2.2.13 and glibc 2.2.0 or newer
• Mac OS X 10.3.x (10.3.5 recommended), Mac OS X 10.4.x, X11
required
• Solaris version 8 or higher
More operating systems will be supported in the future.
1.3 Getting the software
You can get the OpenOffice.org installation package in any of these
ways:
•
•
•
•
Download a copy from the project’s home page:
http://www.openoffice.org.
Download a copy using the Peer to Peer client, BitTorrent. The
instructions are here: http://distribution.openoffice.org/p2p/
Purchase a copy on a CD-ROM or other digital form from a thirdparty distributor. The project maintains a listing of distributors;
however, these distributors are not connected with, nor
endorsed by OpenOffice.org:
http://distribution.openoffice.org/cdrom/sellers.html.
The OpenOffice.org Porting Project has links to versions of the
software that have been, or are currently being, “ported” to run
under various operating systems, including natively under Mac
OS X. http://porting.openoffice.org/index.html.
1.4 Starting OpenOffice.org
Using the system menu is the most common way to launch
OpenOffice.org. The system menu is the standard menu from which
most applications are started. On Windows, it is called the Start menu.
3
When OpenOffice.org was installed, a menu entry was added to your
system menu. The exact name and location of this menu entry
depends on the graphical user interface.
On Windows, the OpenOffice.org menu is located in Programs >
OpenOffice.org 2.x where “2.x” corresponds to the version number of
OpenOffice.org. Figure 1-1 shows a typical setup on Windows XP.
Select OpenOffice.org Writer to start Writer with a blank document.
Figure 1-1 Starting OOo from the Windows XP Start menu
Starting from an existing document
You can start OOo automatically by double-clicking the filename of an
OOo document in a file manager such as Windows Explorer. The
appropriate component of OOo will start and the document will be
loaded.
File associations are used to open certain types of files automatically
with OpenOffice.org. When installing OOo, you could choose to
associate Microsoft Office file types with OOo. If you chose to do this,
then when you double-click on a .doc (Word) file, it opens in Writer;
4
a .xls (Excel) file opens in Calc, and a .ppt (Powerpoint) file opens in
Impress.
If you did not associate the file types, then when you double-click on a
Microsoft Word document, it opens in Microsoft Word (if Word is
installed on your computer), Excel files open in Excel, and Powerpoint
files open in Powerpoint. You can use another method to open .doc
files in OOo and save in the .doc format from OOo.
Using the Quickstarter under Windows
The Quickstarter is an icon that is placed in the Windows system tray
during system startup. It indicates that OpenOffice.org has been
loaded and is ready to use.
Using the Quickstarter icon
Right-click the Quickstarter icon in the system tray to open a pop-up
menu from which you can open a new document, open the
Templates and Documents dialog, or choose an existing document to
open (Figure 1-2).
Figure 1-2 Quickstarter popup menu
5
2
OpenOffice.org Writer
Writer is the word processor component of OpenOffice.org (OOo). In
addition to the usual features of a word processor (spell checking,
thesaurus, hyphenation, autocorrect, find and replace, automatic
generation of tables of contents and indexes, mail merge and others),
Writer provides these important features:
•
•
•
•
•
•
•
•
Templates and styles
Powerful page layout methods (including frames, columns, and
tables)
Embedding or linking of graphics, spreadsheets, and other
objects
Built-in drawing tools
Master documents—to group a collection of documents into a
single document
Change tracking during revisions
Database integration, including a bibliography database
Export to PDF, including bookmarks
Three ways to start Writer application:
•
•
•
From the system menu
From an existing document
From the command line
6
2.1 The Writer interface
Menu Bar
Formatting toolbar
Standard toolbar
Status Bar
Figure 2-1 The main Writer workspace in Print Layout view
2.1.1
Menus
Menus are located across the top of the Writer window. The main
menu selections are File, Edit, View, Insert, Format, Table, Tools, Window,
and Help. When you click one of the main menu names, a list of
related options is displayed.
•
•
•
•
•
•
•
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, Paragraph, 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.
7
•
•
Window contains commands for the display window.
Help contains links to the Help file, What’s This?, and information
about the program.
2.2 Creating a new document
2.2.1
Creating a blank document
You can create a new, blank document in Writer in a number of ways:
• Press the Control+N keys. A new empty document opens. If you
already have a document open, the new document appears in
a new window.
• Use File > New > Text Document.
• Click the New button on the main toolbar.
2.2.2
Creating a document from a template
You can use templates to create new documents in Writer. Templates
serve as the foundation of a set of documents, to make sure they all
have a similar layout. For example, all the documents of this User Guide
are based on the same template. As a result, all the documents look
alike; they have the same headers and footers, use the same fonts,
and so on.
Unfortunately, a brand-new OpenOffice.org installation does not
contain many templates. It is possible for you to add new templates to
your installation and use them for new documents. Many more
templates can be downloaded from the Internet.
Once you do have templates on your system, you can create new
documents based on those templates by using File > New > Templates
and Documents. This opens a window where you can choose the
template you want to use for your document. Figure 2-2 is the
Templates and Documents Templates folder. Select it, and then click
the Open button. A new document is created based on the formats
defined in the template.
8
Figure 2-2 Creating a document from a template
2.3 Opening an existing document
Here is one way to open an existing document in Writer:
1. Click File > Open (or press Control+O).
2. In the file chooser, you can reduce the list of files by selecting the
type of file you are looking for. If you choose Text documents as
the file type, you will only see documents Writer understands.
3. Select the file you want, then click Open.
Note: This method opens Word (*.doc) files as well as OOo files and
other formats
You can also open an existing OOo Writer document using the same
methods you would use to open any document in your operating
system.
9
2.4 Saving a document
There are three ways to save a document in Writer:
•
•
•
Press Control+S.
Select File > Save.
Click the Save button on the main toolbar.
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.
1. Select Tools > Options. The Options window appears.
2. Select Load/Save > General.
3. Click on Save AutoRecovery information every. This enables the
box to set the interval. The default value is 30 minutes. Enter the
value you want by typing it or by pressing the up or down arrow
keys.
2.4.1
Saving as a MS Word document
You may need to share your documents with other people who do not
use OpenOffice.org, but use Microsoft Word instead. Fortunately,
OpenOffice.org can read and write Word files. To save a document as
a Microsoft Word file:
1. First save your document in OpenOffice.org’s format (*.odt). If
you do not, any changes you made since the last time you
saved will only appear in the Microsoft Word version of the
document.
2. Then click File > Save As. The Save As dialog (Figure 2-3) appears.
3. In the Save as type drop-down menu, select the type of Word
format you need.
4. Click Save.
From this point on, all changes you make to the document will occur
only in the Microsoft Word document. You have actually changed the
name of your document. If you want to go back to working with the
OpenOffice.org version of your document, you must open it again.
10
Tip: To have OOo save documents by default in the Microsoft Word file
format, go to Tools > Options > Load/Save. There is a section named
Default file format. Under Document Type, select Text Document;
under Always save as, select your preferred file format.
Figure 2-3 Saving a file in Microsoft Word format
2.5 Printing a document
2.5.1
Quick printing
Click the Print file directly icon to send the entire document to the
default printer defined for your computer.
11
2.5.2
Using the Print dialog
Figure 2-4 The Print dialog
On the Print dialog, you can choose:
•
•
•
Which printer to use (if more than one are installed on your
system) and the properties of the printer—for example,
orientation (portrait or landscape), 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.
Which pages to print, how many copies to print, and in what
order to print them.
o Use dashes to specify page ranges and commas or
semicolons to separate ranges; for example, 1, 5, 11–14,
34–40.
o Selection is the highlighted part of a page or pages.
Which items to print. Click the Options button to display the
Printer Options dialog. For details about print options and setting
defaults for Writer, see Chapter 5 (Printing, Faxing, Exporting, and
E-mailing).
12
2.6 Exporting to PDF
OpenOffice.org can export documents to PDF (Portable Document
Format). This industry-stand file format for file viewing is ideal for sending
the file to someone else to view using Acrobat Reader or other PDF
viewers.
2.6.1
Quick export to PDF
Click the Export Directly as PDF icon
to export the entire document
using the default PDF settings. You are asked to enter the filename and
location for the PDF file, but you do not get a chance to choose a
page range or the print quality.
2.7 Closing a document
To close a document, click File > Close. You can also close a
document by clicking on the Close icon on the document window.
Closing Writer
To close Writer completely, click File > Exit, or close the last open
document. If all the documents have been saved, Writer will close
immediately. If any documents have been modified but not saved, a
warning window will appear.
13
2.8 Choosing a layout method
The best layout method depends on what the final document should
look like and what sort of information will be in the document. Here are
some examples. Do not worry if all this does not mean much to you
now. The techniques mentioned are all described in this section.
Tip: Page layout is usually easier if you select the options to show text,
object, table, and section boundaries in Tools > Options >
OpenOffice.org > Appearance and if you select the options for
paragraph ends, tabs, breaks, and other items in Tools > Options >
OpenOffice.org Writer > Formatting Aids.
For a book similar to this user guide, with one column of text, some
figures without text beside them, and some other figures with
descriptive text, use page styles for basic layout, and use tables to
place figures beside descriptive text, when necessary.
Use page styles (with two columns) for an index or other document with
two columns of text, where the text continues from the left-hand
column to the right-hand column and then to the next page, all in
sequence (also known as snaking columns of text). If the title of the
document (on the first page) is full-page width, put it in a single column
section. To do so go to Format > Columns. The dialog as in Figure 2-5
will be displayed.
14
Figure 2-5 To change column
2.9 Formatting paragraphs
You can apply many formats to paragraphs using the buttons on the
Formatting toolbar. Figure 2-6 shows the Formatting toolbar as a
floating toolbar, customized to show only the buttons for paragraph
formatting.
Tip: It is highly recommended that you use paragraph styles rather than
manually formatting paragraphs, especially for long or standardized
documents.
Figure 2-6 Formatting toolbar, showing buttons for paragraph formatting
15
2.9.1
Setting tab stops and indents
The horizontal ruler shows both the default tab stops and any 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 right-clicking on
the ruler to open a list of units, as shown in Figure 2-7. Click on one of
them to change the ruler to that unit.
Figure 2-7 Ruler showing default tab stops
Figure 2-8 Specifying tab stops and fill characters
16
Double-click on a blank part of the ruler to open the Indents & Spacing
tab of the Paragraph dialog. Double-click on the ruler itself to open the
Tabs page of the Paragraph dialog (Figure 2-8). To fine-tune tab stop
settings, use the Tabs page of the Paragraph dialog (Figure 2-8).
2.10
Numbered or bulleted lists
There are several ways to create numbered or bulleted lists:
•
•
Use list styles
Use the Numbering and Bullets icons on the paragraph
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.
Note: It is a matter of personal preference whether you type your
information first, then apply Numbering/Bullets, or apply these as you
type.
2.10.1
Bullets and Numbering toolbar
You can create a nested list (where one or more list items have a sublist under it, as in an outline) by using the buttons on the Bullets and
Numbering toolbar (Figure 2-9). You can move items up or down the list,
or create sub-points, and even change the style of bullets.
Figure 2-9 Bullets and Numbering toolbar
17
2.11
Using footnotes and endnotes
Footnotes appear at the bottom of the page on which they are
referenced. Endnotesare collected at the end of a document. To work
effectively with footnotes and endnotes, you need to:
•
•
•
Insert footnotes.
Define the format of footnotes.
Define the location of footnotes on the page
2.11.1
Inserting footnotes/endnotes
To insert a footnote or an endnote, put the cursor where you want the
footnote/endnote marker to appear. Then click Insert > Footnote or
click the Insert Footnote Directly or Insert Endnote Directly icon on the
Insert toolbar (see Figure 2-10).
Figure 2-10 Using the Insert Footnote Directly icon on the toolbar
A footnote (or endnote) 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 or
endnote content in this area.
If you use Insert > Footnote, the dialog (Figure 2-11) is displayed. Here
you can choose whether to use the automatic numbering sequence
specified in the footnote settings and whether to insert the item as a
footnote or an endnote.
Figure 2-11 Inserting a footnote directly
18
If you use the Insert Footnote Directly or Insert Endnote Directly icon, the
footnote or endnote automatically takes on the attributes previously
defined in the Footnote Settings dialog (Figure 2-12). You can edit an
existing footnote/endnote the same way you edit any other text. To
delete a footnote/endnote, delete the footnote marker. The contents
of the footnote/endnote are deleted automatically, and the
numbering of other footnotes or endnotes is adjusted automatically.
Figure 2-12 Defining footnote formatting
Defining the format of footnotes/endnotes
To format the footnotes themselves, click Tools > Footnotes. On the
Footnote Settings dialog (Figure 2-12), choose settings as required. The
Endnotes tab has similar choices.
19
2.12
Working with Tables
Tables are a useful way to organize and present large amounts of
information, for example:
• Technical, financial or statistical reports
• Product catalogs showing descriptions, prices, characteristics,
and photography of products Bills or invoices
• Lists of names with address, age, profession, and other
information
2.12.1
Table menu and toolbar
Table commands are located in the main Table menu and on the
Table toolbar, shown in Figure 2-13. Table 5 describes the functions of
these commands and icons.
Figure 2-13 Table toolbar
Icon Name
Table
Line Style
Description
Opens the Insert Table dialog
where you can set up and insert a
table into the document. You can
also use the mouse to click the
arrow at the right, drag to select
the number of rows and columns
to include in the table, and then
click in the last cell.
Opens the Border Style toolbar
where you can modify the style of
the borderline.
20
Line Color (of the border)
Opens the Border Color toolbar
where you can modify the color of
the border.
Borders
Opens the Border toolbar where
you can select which sides should
have a border.
Background Color
Opens the Background toolbar
where you can select the
background color.
Merge Cells
Combines the selected cells into a
single cell
Opens the Split Cell dialog where
you can define how to split a cell.
Split Cells
2.12.2
Creating a table
Before you insert a table into a document, it is good plan to have an
estimate of the number of rows and columns required. However, if
necessary, you can easily make changes later.
2.12.3
Inserting a new table
To insert a new table, position the cursor where you want the table to
go, then use any of the following methods to open the Insert Table
dialog (shown in Figure 2-14):
•
•
•
From the main menu, select Table > Insert > Table.
Press Control+F12.
From the Standard toolbar, click the Table icon.
Here you can specify the properties for the new table.
21
Figure 2-14 Inserting a new table using the Insert Table dialog
Under Size, specify the initial number of columns and rows for the new
table. You can change the size of the table later, if necessary. Under
Options, set up the initial table characteristics. When the checkboxes
are selected, the following actions occur.
•
•
•
•
•
Heading – Defines the first row(s) in the table as headings. The
default Table Heading paragraph style is applied to the heading
rows and thus makes the text centered, bold and italic. You can
edit the Table Heading in the Styles and Formatting window to
change these default settings.
Repeat heading – Repeats the heading row(s) of the table at the
top of subsequent pages if the table spans more than one page.
The first ... rows – Specifies the number of rows to be repeated.
Default is 1.
Don’t split table – Prevents the table from spanning more than
one page. This can be useful if the table starts near the end of a
page and it would look better if the whole table were located
on the following page. If the table ends up longer than what fits
on one page, you need to either deselect this checkbox or
manually split the table.
Border – Surrounds each cell of the table with a border. This
border can be modified or deleted later.
AutoFormat – Selects one of the many predefined table layouts.
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.
22
Tip: To directly insert a table with the default properties, click on the
little arrow next to the Table icon on the Standard toolbar. A graphic
appears where you can choose the table’s size (rows and columns) by
dragging the mouse. Holding down the mouse button over the Table
icon will also display the graphic.
2.12.4
Formatting a table
Default parameters
If you create a a table using the Insert Table dialog or the Table icon in
the Standard toolbar, the following defaults are set:
•
•
The cells in the first row use the Table Heading paragraph style. In
the default template, the text is centered and set with a bold
and italic font.
The remaining cells use the Table Contents paragraph style,
which, in the default template, is identical to the Default
paragraph style.
•
Formatting individual cells
You can format each cell independently from other cells. For example,
you can:
•
•
•
Format the characters – change the font, the font style and the
background colors.
Set different indention values – when you select a cell, the
horizontal ruler shows the indentation points with gray pentagons.
Vary the indentation by clicking and dragging these points.
Change the text alignment – for example, a number can be
aligned to the right, while text on another line in the cell is
aligned to the left or centered.
To change the format of a cell or range of cells:
1. Select the cell or range of cells to be modified. You can select a
single cell by clicking in it or select a range with click and drag.
2. Right-click the selection, select Cell >
3. From the pop-up menu select the property to modify. Figure 2-15
shows some examples.
23
Figure 2-15 Formatting individual cell
2.12.5
Inserting rows and columns
To insert any number of rows or columns:
1. Place the cursor in the row or column where you want new rows or
columns inserted and right-click. On the pop-up menu, select Row
> Insert or Column > Insert. This will display a dialog where you can
select the number of rows or columns to add after or before the
selected one.
2. Set Amount to the number of rows or columns to insert and Position
to Before or After. Click OK to close the dialog.
Notes: Clicking on the Insert Row icon on the Table toolbar inserts one
row below the selected one. Clicking on the Insert Column icon on the
Table toolbar inserts a column after (to the right of) the selected one.
Regardless of how they are inserted, new rows or columns have the
same formatting as the selected row or column.
24
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
Table > 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), and you
can specify the number of new cells to create.
2.12.6
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 into one table and the bottom rows into 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 pop-up menu. You can
also use Table > Split Table from the menu bar.
3. A dialog will pop up regarding the heading. You can select No
heading or an alternative formatting for the heading (the top
row of the new table). The table is then split into 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 (not the Backspace key) to do this.
2. Select a cell in the second table.
3. Right-click and select Merge Tables in the pop-up menu. You
can also use Table > Merge Table from the menu bar.
Tip: To see clearly where the paragraphs are and to delete them easily,
select View > Nonprinting Characters (Ctrl+F10) or click the ¶ button in
the Standard toolbar.
25
2.12.7
Specifying table borders
On the Table Format dialog, select the Borders tab (Figure 2-16). Here
you can set borders for a whole table or groups of cells within a table.
In addition, a shadow can be set for the whole table. Borders have
three components: where they go, what they look like, and how big a
space is left around them.
•
Line arrangement specifies where the borders go. If a group of
cells is selected, the border will be applied only to those cells.
You can specify no border or any combination of border for the
outside edges and the cell divisions, either by selecting a default
arrangement or by clicking on the lines in the User-defined area
to get exactly what you want.
Figure 2-16 Table Format dialog: Borders page
•
•
Line specifies what the border looks like: the style and color.
There are a number of different styles and colors to choose from.
Spacing to contents specifies how much space to leave
between the border and the cell contents. Spaces can be
specified to the left, right, above and below. Check Synchronize
to have the same spacing all the way round.
Shadows always apply to the whole table. A shadow has three
components: where it is, how thick it is, and what color it is. Set each of
26
these under Shadow style on the dialog. If Merge adjacent line styles is
checked, two cells sharing a common border will have their borders
merged, rather than being side by side.
Tip: To reset everything if you are having problems with borders, rightclick in the table and select Tables > Borders or select Tables > Table
Properties > Borders and then select Set no borders under Line
Arrangement: Default (the box on the left).
2.12.8 Selecting background colors and
graphics
The background of a table, a cell, or a group of cells can be set to a
color or a background graphic. If you select an image, you can
position it in the cell (or group of cells), stretch it to fill the space, or tile
the image across the cells. You can set the background for the whole
table in the same way.
To set the background for a cell, row, or table:
1. Select the cells you wish to work with. If you are changing the
background for a row or table, just place the cursor anywhere
inside the row or table to be changed.
2. Right-click and select Table from the pop-up menu, or select
Table > Table Properties from the main menu.
3. In the Table Format dialog, select the Background tab.
4. In the For section, chose whether to apply the settings to cell,
row, or table. If you choose Cell, any changes apply to all the
selected cells.
5. In the As section, choose whether the background is a color or a
graphic.
6. To apply a color, select the color and click OK.
7. To apply a graphic, first select the graphic to use. This must be a
graphic file accessible from your computer. (Writer supports a
large number of graphics formats.)
•
•
You have the option with the Link checkbox to link the
graphic file. If it is linked, changes to the graphic (for
example, if you edit it in a different package) will be
reflected in your document. However, you also need to
keep the linked graphic file with the document file. If, for
example, you email the document without the graphic file,
the graphic will no longer be visible.
Under Type, select the type of placement for the graphic.
If you choose Position, you can select where to position the
graphic within the cells, row, or table. If you choose Area,
27
•
•
the graphic is stretched to fill the whole area. If Tile, the
graphic is tiled (repeated horizontally and vertically) to fill
the area.
If the Preview checkbox is checked, the graphic displays in
the pane above the checkbox.
To apply the graphic, click OK.
See Figure 2-17 for an example of a background for a cell using an
unlinked graphic, which can be viewed in the Preview pane.
Figure 2-17 Table Format dialog: Background page
2.13
Working with Graphics
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.
28
2.13.1
Inserting a graphic from a file
To insert a graphic image from a file, the file must be stored in a
directory (folder) on the computer.
Proceed as follows:
1. Determine the destination for the image. For example, place the
cursor at the appropriate location in the document.
2. On the main menu. select Insert > Picture > From File. This displays
the dialog shown in Figure 2-18.
3. Navigate to the file to be inserted.
4. Select the file to insert and click Open.
Figure 2-18 Insert Picture dialog
2.13.2
Modifying an image
When you insert a new image, or select one already present in the
document, the Picture toolbar appears. This toolbar can be either
floating or docked. Figure 2-19 shows what it looks like when it is floating.
Two other toolbars can be opened from this one: the Graphic Filter
29
toolbar, which can be torn off and placed elsewhere on the window;
and the Color toolbar, which opens as a separate floating toolbar.
Figure 2-19 Picture toolbar plus tear-off Graphic Filter toolbar and floating Color
toolbar.
2.13.3
Positioning graphics within the text
When you add a graphic to a text document, you need to choose
how 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
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:
• The main menu: Format > Alignment (or Arrange, Wrap, Anchor,
Flip, ...)
• By right-clicking on the picture, then Format > Alignment (or
Arrange, Wrap, Anchor)
• Frame (with the Graphics style applied) toolbar
• Picture dialog
30
Frame toolbar
When you select a graphic, the Frame toolbar (shown in Figure 2-20)
may be displayed. Here you can click icons to apply many
arrangement, alignment, wrapping, anchoring, formatting, and other
choices.
Figure 2-20 Frame toolbar (Graphics object)
Picture dialog
Click on the graphic to select it and then click Format > Picture, or
right-click on the graphic and then click Picture on the pop-up menu,
to display the Picture dialog (Figure 2-21). Here you can specify the
characteristics of the graphic and its placement in detail.
2.13.4
Wrapping text around graphics
On the main menu, click Format > Wrap. The Wrap menu options
provide several possibilities:
• Alternate paragraphs and graphics, maintaining a separation
between them (Wrap Off).
• Wrap text around the graphics (Page Wrap or Optimal Page
Wrap).
• Put a semi-transparent graphic over the text (Wrap Through).
• Add a graphic in the background (In Background).
Often you need to insert graphics with no text around them, as in this
chapter. To set the position of an image to the Wrap Off format, follow
these steps:
1. Select a graphic by clicking on it.
2. Right-click to display the context menu and move the cursor to
wrap to display the various wrap modes.
3. Select No Wrap.
31
Figure 2-21 The Wrap page of the Picture dialog
2.13.5
Creating drawing objects
To begin using the drawing tools, display the Drawing toolbar (), by
clicking View > Toolbars > Drawing. If you are planning to use the
drawing tools repeatedly, you can tear off this toolbar and move it to a
convenient place on the window.
Figure 2-22 The Drawing toolbar
To set the properties for a drawing object:
1. Select the object, on the Drawing toolbar (Figure 2-22), click the
Select tool.
2. On the Drawing Object Properties toolbar (Figure 2-23), click on
the icon for each property and select the value you want for
that property.
32
3. For more control, or to define new attributes, you can click on
the Area or Line icons on the toolbar to display detailed dialogs.
Figure 2-23 Drawing Object Properties toolbar
33
3
OpenOffice.org Calc
3.1 What is Calc?
Calc is the spreadsheet component of OpenOffice.org (OOo). You
can enter data, usually numerical data, in a spreadsheet and then
manipulate this data to produce certain results.
Calc works with elements called spreadsheets. Spreadsheets consist of
a number of individual sheets, each containing a block of cells
arranged in rows and columns. These cells hold the individual
elements—text, numbers, formulas etc.—which make up the data to
be displayed and manipulated. Each spreadsheet can have many
sheets and each sheet can have many individual cells. Each sheet in
Calc can have a maximum of 65,536 rows and a maximum of 245
columns (A through IV). This gives 16,056,320 individual cells per sheet.
Figure 3-1 Parts of the Calc window
34
OpenOffice.org Calc
3.1.1
Starting new spreadsheets
A new spreadsheet can be opened regardless of which other
component of OOo you are using at the time. For example, a new
spreadsheet can be opened from Writer or Draw.
• From the menu bar—Click File and then select New >
Spreadsheet.
• From the toolbar—Use the New Document button on the
Standard toolbar. Click the drop-down arrow for a choice of
what type of document to open (text document, spreadsheet,
and so on). Click the button itself to create a new document of
the type that is currently open (if a spreadsheet is open, a new
spreadsheet document will be created).
• From the keyboard—If you already have a spreadsheet open,
you can press Control+N to open a new spreadsheet.
3.1.2
Opening existing spreadsheets
A spreadsheet can also be opened no matter what component of
OOo you are in.
• From the menu bar—Click File and then select Open.
• From the toolbar—Click the Open button on the Standard
toolbar.
• From the keyboard—Use the key combination Control+O. Each
of these options displays the Open dialog, where you can locate
the spreadsheet that you want to open.
3.1.3
Saving spreadsheets
Spreadsheets can be saved in three ways.
• From the menu bar—Click File and then select Save.
• From the toolbar—Click on the Save button on the Function bar.
• From the keyboard—Use the key combination Control+S.
If the spreadsheet has not been saved previously, then each of these
actions will open the Save As dialog. Here you can specify the
spreadsheet name and the location in which to save the spreadsheet.
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OpenOffice.org Calc
3.2 Entering data into a sheet
Entering numbers
Select the cell and type in the number using either the top row of the
keyboard or the numeric keypad.
To enter a negative number, either type a minus (–) sign in front of it or
enclose it in brackets( ). By default numbers are right-aligned and
negative numbers have a leading minus symbol.
Entering text
Select the cell and type the text. Text is left-aligned by default.
Entering numbers as text
If a number is entered in the format 01481, Calc will drop the leading 0.
To preserve the leading zero, in the case of telephone area codes for
example, precede the number with an apostrophe, like this: '01481.
However, the data is now regarded as text by Calc. Arithmetic
operations will not work on it. It will either be ignored or will produce an
error of some kind.
TIP Numbers can have leading zeros and be regarded as numerical
entries if the the cell is formatted appropriately. Right-click on the cell
and chose the Format Cells > Numbers. Adjusting the leading zeros
setting can add leading zeros to numbers.
Entering dates and times
Select the cell and type the date or time. You can separate the date
elements with a slant (/) or a hyphen (–) or use text such as 10 Oct 03.
Calc recognizes a variety of date formats. You can separate time
elements with colons such as 10:43:45.
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OpenOffice.org Calc
3.3 Formatting Cells
Allows you to specify a variety of formatting options and to apply
attributes to the selected cells. To access this command, choose
Format – Cells (Figure 3-2)
Figure 3-2 Format Cells
Numbers / Format
Specify the formatting options for the selected cell(s).
To access this command, follow the following methods.
• Choose Format - Cells - Numbers tab
• Choose Format - Styles and Formatting - open context menu and
choose Modify/New - Numbers tab
• Open context menu for a column header in an open database
table - choose Column Format - Format tab
• Choose Format - Axis - Y Axis - Numbers tab (Chart Documents)
• Also as Number Format dialog for tables and fields in text
documents: Choose Format - Number Format, or choose Insert Fields - Other - Variables tab and select "Additional formats" in
the Format list.
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OpenOffice.org Calc
Font Effects
Specify the font effects that you want to use.
To access this command...
• Choose Format - Character - Font Effects tab
• Choose Format - Styles and Formatting - open context menu of
an entry and choose Modify/New - Font Effects tab
• Menu Format - Page - Header/Footer - Edit button (spreadsheets)
The changes are applied to the current selection, to the entire word
that contains the cursor, or to the new text that you type.
Alignment
Sets the alignment options for the contents of the current cell, or the
selected cells.
To access this command...
• Choose Format - Cells - Alignment tab
• Open context menu of a column header in a database table choose Column Format - Alignment tab
Borders
Sets the border options for the selected objects in Writer or Calc. You
can specify the border position, size, and style in Writer or Calc.
To access this command... (all options only in Writer or Calc)
• Choose Format - Paragraph - Borders tab
• Choose Format - Picture - Borders tab
• Choose Format - Frame - Borders tab
• Choose Format - Page - Borders tab
• Choose Format - Styles and Formatting - open context menu of
an entry and choose Modify/New - Borders tab
• Choose Format - Page - Header - More button
• Choose Format - Page - Footer - More button
• Choose Format - Cells - Borders tab
Background
Set the background color or graphic. You can specify the background
for cells and pages.
To access this command..
• Choose Format > Paragraph > Background tab
• Choose Format > Character > Background tab
• Choose Format > Picture > Background tab
• Choose Format > Frame > Background tab
• Choose Format > Page > Background tab
• Choose Format > Page > Header > More button
• Choose Format > Page > Footer > More button
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OpenOffice.org Calc
•
•
•
Choose Format > Styles and Formatting > open context menu of
an entry and choose Modify/New > Background tab
Choose Insert/Edit > Section > Background tab
Choose Format > Cells > Background tab
3.4 Filtering and Sorting
Applying Filters
Filters and advanced filters allow you to work on certain filtered rows
(records) of a data range. In the spreadsheets in OpenOffice.org there
are various possibilities for applying filters.
One use for the AutoFilter function is to quickly restrict the display to
records with identical entries in a data field.
In the Filter dialog, you can also define ranges which contain the
values in particular data fields. You can use the standard filter to
connect up to three conditions with either a logical AND or a logical
OR operator.
The Advanced filter exceeds the three condition limitation and allows
up to a total of eight filter conditions. With advanced filters you enter
the conditions directly into the sheet.
When you select filtered rows and then either apply formatting, or
delete the selected rows, this action then applies only to the filtered
rows. The hidden rows are not affected. This is the opposite to rows that
you have hidden manually by the Format > Rows > Hide Rows
command. Manually hidden rows are deleted when you delete a
selection that contains them.
Applying AutoFilter
The AutoFilter function inserts a combo box on one or more data
columns that lets you select the records (rows) to be displayed.
1. Select the columns you want to use AutoFilter on.
2. Choose Data > Filter > AutoFilter. The combo box arrows are
visible in the first row of the range selected.
3. Run the filter by clicking the drop-down arrow in the column
heading and choosing an item.
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OpenOffice.org Calc
Only those rows whose contents meet the filter criteria are displayed.
The other rows are filtered. You can see if rows have been filtered from
the discontinuous row numbers. The column that has been used for the
filter is identified by a different color for the arrow button.
To display all records again, select the -all- entry in the AutoFilter
combo box. If you choose -Standard-, the Standard Filter dialog
appears, allowing you to set up a standard filter. Choose -Top 10- to
display the highest 10 values only.
To stop using AutoFilter, reselect all cells selected in step 1 and once
again choose Data - Filter > AutoFilter.
Tip The arithmetic functions also take account of the cells that are not
visible due to an applied filter. For example, a sum of an entire column
will also total the values in the filtered cells. Apply the SUBTOTAL
function if only the cells visible after the application of a filter are to be
taken into account.
Applying Sort Lists
Sort lists allow you to type one piece of information in a cell, then drag
it to fill in a consecutive list of items.
For example, enter the text "Jan" or "January" in an empty cell. Select
the cell and click the mouse on the lower right corner of the cell border.
Then drag the selected cell a few cells to the right or downwards.
When you release the mouse button, the highlighted cells will be filled
with the names of the months.
Hold down Ctrl if you do not want to fill the cells with different values.
The predefined series can be found under Tools > Options >
OpenOffice.org Calc > Sort Lists. You can also create your own lists of
text strings tailored to your needs, such as a list of your company's
branch offices. When you use the information in these lists later (for
example, as headings), just enter the first name in the list and expand
the entry by dragging it with your mouse.
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OpenOffice.org Calc
3.5 Using functions
3.5.1
Function Wizard
Opens the Function Wizard, which helps you to interactively create
formulas. Before you start the Wizard, select a cell or a range of cells
from the current sheet, in order to determine the position at which the
formula will be inserted.
To access this command.
1. Choose Insert > Function
2. Ctrl+F2
3. On Formula Bar, click Function Wizard
The Function Wizard has two tabs: Functions is used to create formulas,
and Structure is used to check the formula build.
3.5.2
Logical Functions
AND
Returns TRUE if all arguments are TRUE. If one of the elements is FALSE,
this function returns the FALSE value.
The arguments are either logical expressions themselves (TRUE, 1<5,
2+3=7, B8<10) that return logical values, or arrays (A1:C3) containing
logical values.
Syntax
AND(Logical value 1; Logical value 2 ...Logical value 30)
Logical value 1; Logical value 2 ...Logical value 30 are conditions to be
checked. All conditions can be either TRUE or FALSE. If a range is
entered as a parameter, the function uses the value from the range
that is in the current column or row. The result is TRUE if the logical value
in all cells within the cell range is TRUE.
Example
The logical values of entries 12<14 and 45>13 are to be checked ():
• AND(12<14; 45>13) returns TRUE
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OpenOffice.org Calc
Add the function
syntax in the cell
Figure 3-3 Insert function syntax in the cell
FALSE
Returns the logical value FALSE. The FALSE() function does not require
any arguments, and always returns the logical value FALSE.
Syntax
FALSE()
Example
FALSE() returns FALSE
NOT(FALSE()) returns TRUE
IF
Specifies a logical test to be performed.
Syntax
IF(Test; Then_value; Otherwise_value)
Test is any value or expression that can be TRUE or FALSE.
Then_value (optional) is the value that is returned if the logical test is
TRUE.
Otherwise_value (optional) is the value that is returned if the logical test
is FALSE.
In the OpenOffice.org Calc functions, parameters marked as "optional"
can be left out only when no parameter follows. For example, in a
function with four parameters, where the last two parameters are
marked as "optional", you can leave out parameter 4 or parameters 3
and 4, but you cannot leave out parameter 3 alone.
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OpenOffice.org Calc
Examples
IF(A1>5;100;"too small") If the value in A1 is higher than 5, the value 100
is entered in the current cell; otherwise, too small is entered in text
format.
IF function in the
cell
Figure 3-4 Add the function IF in the cell
NOT
Reverses the logical value.
Syntax
NOT(Logical value)
Logical Value is any value to be reversed.
Example
NOT(A). A=TRUE reverses to A=FALSE.
OR
Returns TRUE if at least one argument is TRUE. This function returns the
value FALSE, if all the arguments have the logical value FALSE.
The arguments are either logical expressions themselves (TRUE, 1<5,
2+3=7, B8<10) that return logical values, or arrays (A1:C3) containing
logical values.
Syntax
OR(Logical value 1; Logical value 2 ...Logical value 30)
Logical value 1; Logical value 2 ...Logical value 30 are conditions to be
checked. All conditions can be either TRUE or FALSE. If a range is
entered as a parameter, the function uses the value from the range
that is in the current column or row.
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OpenOffice.org Calc
Example
The logical values of entries 12<11; 13>22, and 45=45 are to be
checked.
OR(12<11; 13>22; 45=45) returns TRUE.
OR(FALSE;TRUE) returns TRUE.
OR function in the
cell
Figure 3-5 Add the function OR in the cell
TRUE
The logical value is set to TRUE. The TRUE() function does not require any
arguments, and always returns the logical value TRUE.
Syntax
TRUE()
Example
If A=TRUE and B=FALSE the following examples appear:
=AND(A;B) returns FALSE
=OR(A;B) returns TRUE
=NOT(AND(A;B)) returns TRUE
3.5.3
Statistical Functions
COUNT
Counts how many numbers are in the list of arguments. Text entries are
ignored.
Syntax
COUNT(value1; value2; ... value30)
Value1; value2, ... are 1 to 30 values or ranges representing the values
to be counted.
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OpenOffice.org Calc
Example
The entries 2, 4, 6 and eight in the value 1 - 4 fields are to be counted.
COUNT(2;4;6;"eight") = 3. The count of numbers is therefore 3.
COUNT function in
the cell
Figure 3-6 Add the function COUNT in the cell
COUNTA
Counts how many values are in the list of arguments. Text entries are
also counted, even when they contain an empty string of length 0. If
an argument is an array or reference, empty cells within the array or
reference are ignored.
Syntax
COUNTA(value1; value2; ... value30)
value1; value2, ... are 1 to 30 arguments representing the values to be
counted.
Example
The entries 2, 4, 6 and eight in the value 1 - 4 fields are to be counted.
= 4. The count of values is therefore 4.
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OpenOffice.org Calc
COUNTA function
in the cell
Figure 3-7 Add the function COUNTA in the cell
LARGE
Returns the Rank_c-th largest value in a data set.
Syntax
LARGE(Data; Rank_c)
Data is the cell range of data.
Rank_c is the ranking of the value.
Example
=LARGE(A1:B10; 2) gives the second largest value in A1:B10.
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OpenOffice.org Calc
LARGE function in the
cell A1:B10
Figure 3-8 Add the function LARGE in the cell
SMALL
Returns the Rank_c-th smallest value in a data set.
Syntax
SMALL(Data; Rank_c)
Data is the cell range of data.
Rank_c is the rank of the value.
Example
=SMALL(A1:B10; 2) gives the second smallest value in A1:B10.
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OpenOffice.org Calc
SMALL function in the
cell A1:B10
Figure 3-9 Add the function SMALL in the cell
3.5.4
Spreadsheet Function
VLOOKUP
Vertical search with reference to adjacent cells to the right. This
function checks if a specific value is contained in the first column of an
array. The function then returns the value in the same row of the
column named by index. If the Sort order parameter is omitted or set to
TRUE, it is assumed that the data is sorted in ascending order. In this
case, if the exact search criterion is not found, the next value will be
returned. If Sort order is set to FALSE or zero, an exact match must be
found, otherwise the error Error: Value Not Available will be the result.
Thus with a value of zero the data does not need to be sorted in
ascending order.
The search supports regular expressions. You can enter "all.*", for
example to find the first location of "all" followed by any characters. If
you want to search for a text that is also a regular expression, you must
precede every character with a \ character. You can switch the
automatic evaluation of regular expression on and off in Tools - Options
- OpenOffice.org Calc - Calculate.
Syntax
=VLOOKUP(Search criterion;array;index;Sort order)
Search criterion is the value searched for in the first column of the array.
array is the reference, which is to comprise at least two columns.
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index is the number of the column in the array that contains the value
to be returned. The first column has the number 1.
Sort order is an optional parameter that indicates whether the first
column in the array is sorted in ascending order. Enter the Boolean
value FALSE if the first column is not sorted in ascending order. Sorted
columns can be searched much faster and the function always returns
a value, even if the search value was not matched exactly, if it is
between the lowest and highest value of the sorted list. In unsorted lists,
the search value must be matched exactly. Otherwise the function will
return this message: Error: Value Not Available.
Example
You want to enter the number of a dish on the menu in cell A1, and the
name of the dish is to appear as text in the neighboring cell (B1)
immediately. The Number to Name assignment is contained in the
D1:E100 array. D1 contains 100, E1 contains the name Vegetable Soup,
and so forth, for 100 menu items. The numbers in column D are sorted in
ascending order; thus, the optional Sort order parameter is not
necessary.
Enter the following formula in B1:
=VLOOKUP(A1; D1:E100; 2)
As soon as you enter a number in A1 B1 will show the corresponding
text contained in the second column of reference D1:E100. Entering a
nonexistent number displays the text with the next number down. To
prevent this, enter FALSE as the last parameter in the formula so that an
error message is generated when a nonexistent number is entered.
3.6 Using Formulas
All formulas begin with an equals sign. The formulas may contain
numbers or text, and other data is also possible such as format details.
The formulas also contain arithmetic operators, logic operators or
function starts.
TIP The basic arithmetic signs (+, -, *, /) can be used in formulas using
the "Multiplication and Division before Addition and Subtraction" rule.
Instead of writing =SUM(A1:B1) it is better to write =A1+B1.
Parentheses can also be used. The result of the formula =(1+2)*3
produces a different result than =1+2*3.
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Here are a few examples of OpenOffice.org Calc formulas:
Formula
Details
=A1+10
Displays the contents of cell A1 plus 10.
=A1*16%
Displays 16% of the contents of A1.
=A1 * A2
Displays the result of the multiplication of A1
and A2.
=ROUND(A1;1)
Displays the contents of cell A1 rounded to
one decimal place.
=EFFECTIVE(5%;12)
Calculates the effective interest for 5%
annual nominal interest with 12 payments a
year.
=B8-SUM(B10:B14)
Calculates B8 minus the sum of the cells B10
to B14.
=SUM(B8;SUM(B10:B14)) Calculates the sum of cells B10 to B14 and
adds the value to B8.
=SUM(B1:B65536)
Sums all numbers in column B.
It is also possible to nest functions in formulas, as shown in the example.
You can also nest functions within functions. The Function Wizard assists
you with nested functions.
3.7 Creating Charts and Graphs
Charts and graphs can be powerful ways to convey information to the
reader. OpenOffice.org Calc offers a variety of different chart and
graph formats for your data.
Calc allows you to customize charts and graphs to a considerable
extent. Many of these options enable you to present your information in
the best and clearest manner. For readers who are interested in
effective ways to present information graphically, an excellent
introduction to the topic is Cleveland, W. S. (1985), The elements of
graphing data, Wadsworth Advanced Books and Software.
3.7.1
Creating a chart
We will use the small table of data in Figure 4-1 to demonstrate what
we can do with Calc's charting and graphing capabilities.
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Figure 3-10 Table of data for charting examples
To create a chart, first highlight (select) the data to be included in the
chart, as shown in Figure 4-2.
Figure 3-11 Selecting data for plotting
Next, open the AutoFormat Chart dialog using one of two methods.
• Click on a cell in the area of the spreadsheet where you want the
chart to appear, and then select Insert > Chart from the menu bar as
shown in Figure 4-3.
• Or, click on the Chart icon on the main toolbar (Figure 4-4) and then
click in a cell in the area of the spreadsheet where you wish the chart
to be.
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Figure 3-12 Insert chart from menu bar
Figure 3-13 Insert chart from menu tool bar
Either method will bring up the Auto format Chart dialog (Figure 4-5).
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3.7.2
Using the AutoFormat Chart dialog
Figure 3-14 AutoFormat Chart : Screen 1
Data range and labels
The data range includes the numbers that we wish to chart. The
checked boxes indicate that Calc has recognized that the entries in
the first column and the first row are not numbers and it is suggesting
that we may want to use them to supply labels (names). We will
accept the suggestion.
The labels in the First column will be used to label the x-axis and the
labels in the first row will be used in the Legend. If we did not want to
use these labels we could uncheck the boxes and Calc would just
ignore the column and the row in creating the chart.
To select the type of chart or graph required, click Next.
Note: If the AutoFormat Chart dialog was opened from the Insert menu,
the Chart results in worksheet option is available. From this list box you
can select the sheet on which the new chart will reside. Opening the
dialog from the toolbars requires you to select a location for the new
chart before it is opened, so this list box is not available. Since the data
range is specified in Absolute references no matter where the new
chart is placed in the current spreadsheet, it will update as the data
change in the source ranges.
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Figure 3-15 Choose a chart type
Calc offers a choice of 13 different main chart types, a mixture of 2dimensional and faux 3-dimensional types. Only 8 of the 13 types are
shown; scroll down to see the other selections.
On the Choose a chart type (Figure 3-15) page, select one by clicking
on its icon. To view a preview of the chart that displays the title, labels
and legend, select the Show text elements in preview checkbox at the
left of the dialog. This preview will update every time you select a
different type of chart, and provides you with a good idea of what
your finished chart will look like.
The current selection, shown with a border around it, is the Columns
chart. The selected chart’s name is shown just below the icons. For the
moment, we will stick with the Columns chart and click on Next again.
This takes us to the Choose a Variant page (not shown here) where we
have a choice of five different types of column chart. Again we need
to scroll down to see all the choices. We will stay with the suggested
format, Normal, and click on Next again.
Chart and axis titles, and legend
As shown in (Figure 3-16), we can set titles for the chart and the axes on
this page. Since the option box for Chart Title is already checked, type
in a new title Equipment Rentals. Accept the Legend option.
The default for the axes is No Label, shown by the unchecked boxes
and the grayed out text.
Check the option boxes and add the x-axis label Months and the y-axis
label Volume.
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Figure 3-16 Title, legend and axes labels
Strangely enough, this page also allows us to change the way we are
plotting the data by letting us use the rows as data series rather than
the columns.
Next click on Create to get a column chart complete with title and
and axes labels and the default legend.
Figure 3-17 Basic column chart with title and axes
Selecting data ranges
To plot any non-contiguous columns of data we can select the data by
selecting the first data series and then selecting the next series while
holding down the Ctrl key.
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You can also type in the columns. The columns must be separated by a
semi-colon. Thus if we wanted to Chart B3: B11 against G3:G11 we can
write the selection range as B3:B11;G3:G11.
The two data series you are selecting must be in separate columns or
rows. Otherwise Calc will assume that you are adding to the same
data series. This last, however, can be handy if you are doing a column
or bar chart but only want to chart some of the data. For example we
would do this if we only wanted to compare January with June.
3.7.3
Examples of different chart types
We will use the same data that we used to create the chart in Figure
3-18 to illustrate some of the other charts that Calc can produce.
Columns (2D & faux 3D)
These charts create vertical columns to represent data. The columns
can be normal, stacked, or by percent.
Figure 3-18 Basic column chart
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Figure 3-19 Column chart with 3D perspective
A useful variation of a column chart is the Combined chart, which
presents data in both line and column format, as shown in Figure 3-20.
Figure 3-20 Combined column and line chart
In 3D mode the data can also be represented by cylinders and cones.
It is very difficult to see any reasonable use of any of the faux 3D chart
forms if the intention is to accurately convey information.
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Bars (2D & 3D)
These charts provide the same features as columns, but they are
horizontal.
Figure 3-21 2D bar chart
Figure 3-22 3D perspective bar chart
Lines (2 & 3 D)
These charts are another way of displaying the same data against a
set of categories as a bar chart. The choice of which to use, a bar or a
line, depends on the purpose of the chart.
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Figure 3-23 Normal 2D line chart
Figure 3-24 Line chart – deep
In general the faux 3-D charts do not convey information very well and
should be avoided if your need is to accurately transmit information.
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Pies (2D & 3D)
Pie charts can be used for showing the parts of a whole. The pie chart
can be separated or keep as a solid circle.
Figure 3-25 2D pie chart – Offset 2 (exploded pie chart)
Figure 3-26 2D pie chart (normal)
Pie charts can effectively present information in some cases,
particularly when there are only 2 or 3 pieces in the pie. However, they
are not usually a good choice for presenting data as the number of
pieces in the pie increases. A bar chart may often be a better choice.
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Note: When producing a pie chart, we often find that we want to chart
a row of values rather than a column. To do this, select the relevant
row(s) (one for the values, and once for the labels) and select Data
series in rows on the Display page ( the fourth or last page) of the
AutoFormat Chart dialog.
3.7.4
Modifying the appearance of the chart
Calc gives you considerable control over how a chart or graph is
presented. To illustrate this we will work through an example based on
the XY graph which was created from a small table of weather data,
freshly invented for this purpose and shown in Figure 3-27.
Figure 3-27 XY graphing data – basic weather data
A simple scatter plot
To begin we will construct a a simple scatter plot:
1.
2.
3.
4.
5.
6.
Select (highlight) the data to be graphed.
Insert > Chart > Next.
Select the XY chart > Next.
Accept the symbols only selection > Next.
Add a title: Weather Conditions.
Check the box beside the x-axis label to accept the label Wind
speed (km/hr).
7. Check the box beside the y axes label and type in a title. Percent
Cloud Cover.
8. Uncheck the legend box (we do not need a legend for only one yvariable).
9. Click Create.
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This gives us the graph in Figure 3-28. This basic graph could use some
improvements.
Figure 3-28 XY graph – scatter plot
Moving and resizing a chart
To move a chart, click and hold down the left mouse button and drag
the chart across the window. (If the chart is in Edit mode, you need to
click the very edge of the chart in order to move it.)
To resize the chart, click and hold down the left mouse button on one
of the green handles and drag the mouse. Dragging on a handle on
one of the corners of the chart will increase or decrease the height
and/or width. Hold down the Shift key while dragging to increase or
decrease the height and width in proportion. Dragging on a handle on
the side of the chart increases its width and on the top or bottom of the
chart increases its height.
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Figure 3-29 Chart handles for sizing a chart
Changing axes scales
The numbers on the y-axis of our example chart are cluttering things up
and it makes sense to start the y-axis at zero percent cloud cover. To
do this:
1. Right-click with the cursor inside the graph and select Edit (See
Figure 3-30).You can also double-click on the graph to place it in
Edit mode.
Figure 3-30 Chart editing menu
2. From the menu bar, select Format > Axis> Y Axis and select the
Scale tab.
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3. Set the Minimum value to 0 and Major Interval to 5. Leave the other
settings as they are.
These changes produce the graph shown in Figure 3-31. This is a bit
better, but the scale on the x-axis could be improved.
Figure 3-31 XY graph with modified y-axis scale
4. Again right-click in the chart and select Edit. Then from the menu
bar, select Format > Axis > X Axis. Leave the Minimum value at 10
km/hr but reset the maximum value to 40 km/hr and the major
interval to 5.
Figure 3-32 looks better and is much less cluttered.
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Figure 3-32 XY graph with modified x and y axis scale
3.7.5
Modifying the data area of the chart
Grid lines and background
The horizontal grid lines are a distraction and the gray background is
unnecessary. To remove them:
1. Right-click on the chart and select Edit.
2. On the menu bar, select Edit > Grid > Y-Axis Main Grid > Invisible to
remove the grid.
3. Select Format > Chart Wall > Area > None to remove the gray
background. This looks better.
Defining the data area
To finish off the graph we will enclose the entire data wall of the graph.
To do this, select
Edit > Chart Wall, select the Lines tab and select Continuous from the
drop-down Style menu. Figure 3-33 shows the result.
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Figure 3-33 XY chart with enclosed chart wall area
Also, the spreadsheet toolbar is context sensitive; when you click on
Edit in the pop-up menu, the toolbar at the top of the spreadsheet
changes to gives a number of chart editing icons as shown in FFigure
3-34.
Figure 3-34 Context sensitive chart editing icons on main tool bar
Multiple data series
Thus far we have only graphed one variable against another but there
are many circumstances where we wish to graph more than one yvariable against the same x-variable. For our weather graph we might
want to compare the cloud cover at two different cities. We now
have data from two cities. The original city was Toronto, Canada. Now
a friend has sent us the same type of data for Madrid, Spain.
To update our table we will insert a new row in the spreadsheet for a
new heading, add some new column labels and the data from Madrid.
Figure 3-35 presents our new data table.
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Figure 3-35 XY graphs – modified weather data table for Toronto and Madrid
To add the new column of data, right-click on the graph, select Modify
Data Range and select the entire table again by dragging with the
mouse and then click Create. We now have our two data series, but
which one is which? We need a legend. Select Insert > Legend. The
result is in Figure 3-36.
Figure 3-36 XY scatter plot with two data series
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3.7.6
Minor Formatting
Changing line colors
Double-click on a line to format it. You can also double-click on the
data points to format them to some extent.
To change the color of the Madrid line, select Edit, hover the cursor
over the line until Data Series Madrid appears, and then double-click
on the line. Then under the Line tab, pick a better color. In Figure 3-37
we have picked sea blue.
Figure 3-37 Changing the color of the plotting lines and symbols
We can also use this approach to have one data series as a scatter
plot and another as a line. We also can change the plotting symbols
and lines on the same screen. See Figure 3-38 for some ideas.
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Figure 3-38 various line and symbol options
Adding subtitles, and axis labels
To add a subtitle and add axis labels:
1. Double-click on the graph or Right Click > Edit.
2. Select Insert > Title.
Removing the legend
To remove it:
2. Select Insert > Legend and uncheck Display.
Data labels
To add data labels:
2. Select Insert > Data Labels.
3. Check the Label Text box.
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3.8 Printing with calc
3.8.1
Printing
OpenOffice.org Calc offers a powerful and highly configurable printing
system. You can select many different details to print or not to print.
You can choose the order the sheets will print in, the size of the sheets,
and particular rows or columns to be printed on all sheets, and the print
range.
Printing a spreadsheet
To print a spreadsheet either to a printer or a file, choose File > Print.
Use the Print dialog (Figure 3-39) to change printer settings and quickly
set what to print: the whole document, specific sheets or a group of
selected cells. You can also set the number of copies, and whether to
collate the copies, in this dialog.
Click OK to start printing.
Figure 3-39 The print dialog
Print options
You can set printer options for the current document only or for all
spreadsheets. To select options for the current document, on the Print
dialog, click the Options button in the bottom left. To set print options
permanently, go to Tools > Options > OpenOffice.org Calc > Print. The
dialog boxes for both are very similar. See Figure 3-40.
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Figure 3-40 Printer options dialog
Selecting sheets to print
You can select one or more sheets for printing. This can be useful if you
have a large spreadsheet with multiple sheets and only want a certain
sheet to print. An example would be an accountant recording costs
over time where there was one sheet for each month. If only the
November sheet were to be printed, this is the procedure to follow.
1. Select the sheets to be printed. (For multiple sheets, hold down the
Control key as you click on each sheet tab.)
2. Go to File > Print and select Options.
Check the Print only selected sheets checkbox.
Click OK.
Tip: Note The Options button is different from the Properties button.
Properties deals withthe settings of the printer, whereas Options deals
with OOo’s settings.
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Details, order, and scale
Details
In OOo Calc you can specify certain details to print or not to print.
Those details include:
• Row and column headers
• Sheet grid
• Notes
• Objects and graphics
• Charts
• Drawing objects
• Formulas
To select the details to be printed:
1. Choose Format > Page.
2. Select the Sheet tab (Figure 3-41).
3. In the Print area, mark the details to be printed and click OK.
Note Remember that since the print detail options are a part of the
page’s properties, they are also a part of the page style’s properties.
Therefore, different page styles can be set up to quickly change the
print properties of the sheets in the spreadsheet.
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Figure 3-41 The sheet tab of the page styling dialog
Page Order
Set the order in which pages print on a sheet of paper. This is especially
useful in a large document. For example, controlling the print order can
save time if you have to collate the document a certain way.
Select Format > Page from the main menu. The selection for page
order is made in the Sheet tab. Where a sheet prints to more than one
page of paper, it can be printed either by column, where the first
column of pages prints, and then the second column and so on, or by
row as shown in the graphic on the top right of the page order dialog
in Figure 3-41.
Scale
Use the scale features to control the number of pages the data will
print on. This can be useful if a large amount of data needs to be
printed smaller, or. if the reader has poor eyesight text can be enlarged
when it prints.
• Reduce/Enlarge printout – scale the data in the printout either
larger or smaller. For example if a sheet would normally print out as
four pages (two high and two wide), a scaling of 50% would print as
one page (both width and height are halved).
• Fit print range(s) on number of pages - define exactly how many
pages the printout will take up. This option will only reduce a
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•
printout, it will not enlarge it. To enlarge a printout, the
reduce/enlarge option must be used.
Fit print range(s) to width/height – define how high and wide the
printout will be, in pages.
3.8.2
Adjusting the print range
Printing rows or columns on every page
If a sheet will be printed on multiple pages, you can set up certain rows
or columns to repeat on each printed page.
As an example, if the top two rows of the sheet as well as column A
need to be printed on all pages, do the following:
1. Choose Format > Print Ranges > Edit.
2. The Edit Print Ranges dialog (Figure 3-42) appears. Click on - none to the left of the Rows to repeat area, and change it to - user
defined.
3. In the text entry box in the center, type in the rows to repeat. For
example, to repeat rows one and two, type $1:$2.
4. Columns can also repeat; click on - none - to the left of the
Columns to repeat area, and change it to - user defined -..
5. In the text entry box in the center, type in the columns to repeat. For
example, to repeat column A, type $A.
Click to shrink dialog
Figure 3-42 Edit print ranges dialog
6. Click OK.
Note: You do not need to select the entire range of the rows to be
repeated. Just selecting one cell in each row will work.
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Defining a print range
Use this option to modify or set a defined print range. This could be
useful if, in a large spreadsheet, you need to print only a specific area
of data.
To define a print range:
1. Highlight the range of cells that comprise the print range.
2. Choose Format > Print Ranges > Define.
The page break lines will display on screen.
Note:You can check the print range by using File > Page Preview. OOo
will only display the cells in the print range.
Adding to the print range
After defining a print range, you can add more cells to it. This allows
multiple, noncontiguous areas of the same sheet to be printed, while
not printing the whole sheet. Once you have defined a print range:
1. Highlight the range of cells to be added to the print range.
2. Choose Format > Print Ranges > Add.
This will add the extra cells to the print range.
The page break lines will no longer show up on the screen.
Note:The additional print range will print as a separate page, even if
both ranges are on the same sheet.
Removing a print range
It may become necessary to remove a defined print range, for
example if the whole sheet needs to printed at a later time.
To remove the print range, choose Format > Print Ranges > Clear.
This will remove all defined print ranges on the sheet.
After the print range is removed, the default page break lines will
appear on the screen
Editing a print range
At any time, the print range can be directly edited with Format > Print
Ranges > Edit. If you have already selected a print range, you'll see
something like Figure 3-43.
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Figure 3-43 Edit print range dialog
In this example, three rectangles are selected, each separated by a
semicolon. The first is bounded by cell A3 ($A$3) in the top left and cell
C9 ($C$9) in the bottom right corners.
Clicking anywhere in the text entry box will show the currently selected
print range on the screen, with each rectangle in a different color as in
Figure 3-44.
After making any changes, click the shrink icon to the right of the text
entry box (see Figure 3-45) to redisplay the rectangles with their new
values.
Click the right-hand icon (a window with an arrow pointing down) to
re-expand the dialog box.
Figure 3-44 Edit print range
Defining a custom print range
In addition to highlighting a print range for each print job, you can
define a range of cells to be used repeatedly. This may be useful, for
example, if there are different areas of a large spreadsheet that need
to be printed for different reports. Several different print ranges can be
defined to meet this need.
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1. To define a print range, use the same procedure as labeling an
area of the sheet. Highlight the cells you want to define as a print
range and select Insert > Names > Define. (The cells can be
highlighted after opening the Define Names dialog as well.)
2. On the Define Names dialog (Figure 3-45), create a name for the
range and enter it into the text box.
3. Click the More button and then select the Print range checkbox.
4. To include more than one group of cells in the selection, type in the
additional ranges.
5. For example, to select the rectangle with A3 as the top left cell and
F20 as the bottom right cell, enter ;$A$3:$F$20 or ;A3:F20 (both work
and are equivalent) after the initial selection. Make sure that each
group of cells is separated with a semicolon.
6. Click OK.
To print this range:
1) Go to Format > Print Ranges > Edit.
The previously defined area now appears in the drop-down box
under Print range.
2) Select the defined print range and click OK.
This method can be useful to quickly change the print range without
highlighting a large area of cells every time.
Note: The name of your range cannot contain any spaces.
Figure 3-45 Define names dialog
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3.8.3
Page breaks
While defining a print range can be a powerful tool, it may sometimes
be necessary to manually tweak Calc’s printout. To do this, you can
use a manual break. A manual break helps to ensure that your data
prints properly. You can insert a horizontal page break above, or a
vertical page break to the left of, the active cell.
Inserting a page break
To insert a page break:
1. Navigate to the cell where the page break will begin.
2. Select Insert > Manual Break.
3. Select Row Break or Column Break depending on your need.
The break is now set.
Row break
Selecting Row Break will create a page break above the selected cell.
For instance if the active cell is H15, then the break will be created
between rows 14 and 15.
Column break
Selecting Column Break will create a page break to the left of the
selected cell. For instance if the active cell is H15, then the break will be
created between columns G and H.
Deleting a page break
To remove a page break:
1. Navigate to a cell that is next to the break you want to remove.
2. Select Edit > Delete Manual Break.
3. Select Row Break or Column Break depending on your need.
The break is now removed.
Note:Multiple manual row and column breaks can exist on the same
page. When you want to remove them, you have to remove each one
individually. This may be confusing at times, because although there
may be a column break set on the page, when you go to Edit >
Manual Break column break may be grayed out. In order to remove
the break, you have to be in the cell next to the break. So, for example
if you set the column break while you are in H15, you can not remove it
if you are in cell D15. However, you can remove it from any cell in
column H.
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3.8.4
Headers and footers
Headers and footers are pre-defined pieces of text that are printed at
the top or bottom of a sheet outside of the sheet area. Headers and
footers are assigned to a sheet or to a sheet style.
Headers print on the top of a sheet and footers print on the bottom of
a sheet. There are set the same way.
Setting a header or a footer
To set a header or footer:
1. Navigate to the sheet that you want to set the header or footer for.
2. Select Format > Page.
3. Select the header (or footer) tab. You should see Figure 4-37.
Figure 3-46 header dialog
4. Select the Header on checkbox.
From here you can also set the margins, the spacing, and height for the
header or footer. You can check the AutoFit height box to have the
height of the header or footer automatically adjusted.
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Margin
Changing the size of the left or right margin adjusts how far the header
or footer is from the side of the page.
Spacing
Spacing affects how far above or below the sheet the header or footer
will print. So, if spacing is set to 1.00”, then there will be 1 inch between
the header or footer and the sheet.
Height
Height affects how big the header or footer will be.
Header or footer appearance
You can change the appearance of the header or footer by clicking
on the More button. This opens the dialog shown in Figure 3-47.
Figure 3-47 Header/footer border/background
Setting the contents of the header or footer
The header or footer of a Calc spreadsheet has three columns for text.
Each column can have different contents.
To set the contents of the header or footer, click the Edit button in the
header or footer dialog shown in.Figure 3-46. The dialog shown in Figure
3-48 will display.
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Figure 3-48 edit contents of header or footer
Areas
Each area is independent and can have different information in it.
Header
In the header drop down list there are several preset choices.
Custom header
Here there are several buttons to add custom elements to the headers.
Opens the Text Attributes dialog.
Opens the Text Attributes dialog.
Inserts the file name field.
Inserts the sheet name field.
Inserts the current page number.
Inserts the total number of pages.
Inserts the date field.
Inserts the time field.
3.9 Using Graphics in calc
Graphics can be very useful aids to presenting data in OpenOffice.org
(OOo) Calc. In this chapter, and in OOo as a whole, the word graphics
includes both pictures and drawings. Calc is often used to present data
and to make forecasts and predictions. Adding graphics can turn an
average document into a memorable one.
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This chapter covers adding graphics, pictures, and drawings in Calc. In
most aspects, using graphics in Calc is very similar to using graphics in
any other OOo component. This chapter explains some of the
differences in their use. It also covers some of the more advanced
graphics functions and how they can enhance spreadsheets further.
3.9.1
Inserting pictures
Pictures, including corporate logos and photographs of products and
people, are probably the most common type of graphic added to a
Calc document.
Graphics can be inserted in three ways:
• From a file
• From the gallery
• From another application by copying and pasting
From a file
The most common way to insert a picture is from an existing file. To
insert a picture from a file:
1. Select Insert > Picture > From File from the menu bar.
2. In the Insert Picture window (Figure 3-49), navigate to and select the
file to insert.
3. Select Open. The selected file is inserted into the spreadsheet.
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Figure 3-49 Insert picture window
From the Gallery
The Gallery provides a convenient way to group reusable objects such
as graphics and sounds that can be inserted into documents. The
Gallery is explained in more depth in the chapter titled “Working with
the Gallery” in the Getting Started guide.
This section explains the basics of inserting a picture into Calc from the
Gallery.
To open the Gallery, choose Tools > Gallery, or click on the Gallery icon
(See
Figure 3-50.)
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1. Navigate through the Gallery to find the desired picture.
2. To insert the picture, either right-click and choose Insert > Copy or
click and drag the picture into the spreadsheet
3. To close the Gallery, choose Tools > Gallery and uncheck the
Gallery entry, or click on the Gallery icon again.
Figure 3-50 Gallery open in Calc
Note: You can also insert a picture using Insert > Link. The difference
between a copy and a link is that a copy saves the image into the file
so that any changes to the original file don’t affect the document. A
link is the opposite. A link is essentially a pointer to the original image.
That means if you change the image file, the image in the document
will change as well.
From another application – copying and pasting
Pictures can be copied into Calc from other applications, both from
other components of OOo and from non-OOo applications. To do this:
1. In the other application, copy the image to the clipboard.
2. Switch into Calc.
3. Right-click and choose Paste or select Edit > Paste to insert the
graphic.
3.9.2
Drawing in calc
Calc, like the other components of OOo, has a range of tools to create
custom drawings. This chapter covers the default options in Calc. For a
more detailed explanation of the drawing tools and their uses, please
see the Draw Guide.
To access the drawing tools:
1. Select View > Toolbars > Drawing.
2. The drawing toolbar appears at the bottom of the screen (Figure
3-51).
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Figure 3-51 Drawing toolbar
3.9.3
Working with graphics in calc
Now that the graphic, whether it is a picture or a drawing, is in Calc we
need to be able to work with it so that it appears correctly. As in the
other OOo components there are different settings for graphic files. This
section explains the more commonly used ones in Calc.
We will look at options that come from two places when dealing with
graphics: the Picture toolbar and the context menu. Some of the tools
can be accessed in both places.
Picture toolbar
The Picture toolbar, by default, only shows when a picture is selected. It
can be set to always be present (View > Toolbars > Picture) or picture
control buttons can be added to the Standard toolbar.
The default Picture toolbar looks like Figure 3-52.
Figure 3-52 Picture toolbar
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Figure 3-53 Picture filter toolbar
Table 3-1 Button and its purpose
Graphics Mode
Use the graphics mode drop down box to change the colors of the
selected picture. There are four options, as listed in Table 3-2.
Table 3-2 Graphics mode options
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Color
Clicking on this button pops up a toolbar (Figure 3-54.) Use these tools
to edit the different color hues in the picture and adjust the brightness,
contrast, and gamma.
Figure 3-54 Color toolbar
Transparency
Adjusts the transparency of the picture.
Line
Opens a dialog box (Figure 3-55) where you can apply a border to a
picture.
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Figure 3-55 Line dialog box
Area
You can apply a background to an area, but this is not particularly
useful with working with pictures.
Shadow
Adds a shadow to a picture. The picture casts a shadow on the
spreadsheet, rather than shadows within the picture being affected.
Crop
Opens a dialog box where you can crop the image. Cropping
removes part of a picture and is often used in photo editing.
Change Anchor
Toggles the anchor from To Page to To Cell and vice versa.
Bring to Front/Send to Back
These buttons quickly change the arrangement of the pictures. If two
or more graphics are overlapping, this changes which graphic appears
at the top and the bottom of the pile.
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To Foreground/To Background
These buttons quickly change the location of the image to the
background if it is in the foreground or to the foreground if it is in the
background.
Alignment
If two or more pictures are selected, click the drop down arrow next to
this button to adjust the horizontal and vertical alignment of the
pictures in relation to each other (tops aligned, bottoms aligned,
centers aligned, and so on.
Picture context menu
Many of the same options accessible from the picture toolbar are also
accessible from the context menu. There are some additional options
only available from the context menu that are discussed here. The
context menu is shown in Figure 3-56 and is accessible by right-clicking
on a graphic.
Figure 3-56 picture context menu
Text
Opens a dialog box where you can set the options for text that goes
over a picture. To write text over a graphic, click on the graphic to
select it, and then press Enter. There should be a cursor inside the
graphic. Any text entered is part of the graphic, so if the graphic is
moved the text will move with it.
Position and Size
Opens a dialog (Figure 3-57) where you can change the size, location,
rotation, slant, and corner radius of the graphic.
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Figure 3-57 Position and size dialog
Flip
Flips the picture horizontally or vertically.
Name Object
Opens a dialog box where you can name the picture. This name is
used in the Navigator (F5) to help identify the picture, but does not
appear in the spreadsheet itself. If there are many graphics, it can
make finding them easier if, for example, a graphic is called beach
scene rather than graphic 23.
Group
Groups several different objects together so that they behave as one.
For example, grouping four objects would allow you to move them as
one. To group objects together:
1. Hold down Shift and left-click on each object until they are all
selected.
2. When all are selected, right-click and from the context menu select
Group > Group.
3. If an existing group is selected, this menu may include options to
Ungroup, Edit Group and Exit Group.
Once objects are grouped, they cannot be moved relative to each
other; they have to move as a group.
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If you want to change their position, right-click and choose Group >
Edit Group from the context menu. Editing the group allows you to
change the objects’ relative position without first ungrouping them
(you can also edit other individual properties).
When you are done editing the group, you have to exit the group to
do anything else. Rightclick and choose Group > Exit Group from the
context menu.
3.9.4
Positioning graphics
Graphics can be positioned in Calc to work together and build more
complex features.
Arrangement
By changing the arrangement of graphics, you can create layers of
graphics, and create a type of 3-D effect. Figure 3-58 shows a series of
arranged ellipses.
Figure 3-58 arranged drawing
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Figure 3-59 calc arrange options
If you select an object and choose Bring Forward the object will move
up one level. If Bring to Front is chosen, the object will become the top
object.
Foreground and background
A graphic can be sent to the background as well. This is not the same
as Bring Forward and Bring Back, which set the order of a number of
overlapping graphics. This feature pushes a graphic to the back of the
spreadsheet, behind the cells, allowing cells to be edited
withoutaffecting the graphic. One potential application of this feature
is to create a form out of a graphic file; for example, to edit a tax form
in Calc.
Figure 4-52 is an example of a tax form that was made into a graphic
file and then had cells adjusted to allow text to be typed into specific
locations. The grid lines below are blue for clarity.
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Figure 3-60 empty tax return
Anchoring
Anchors are OOo’s way of telling a graphic where to stay. In Calc,
graphics can be anchored in two ways: to a cell or to a page.
Anchor to page
Anchoring a graphic to the page allows it to be positioned in a specific
place on the page. The graphic does not move when cells are added
or deleted. This is equivalent to an absolute reference. The graphic will
always stay by cell B10 if that is where it is placed.
Anchor to cell
Anchoring a graphic to a cell ensures that the graphic always stays
with the content it is originally anchored to. If a graphic is anchored to
cell B10, and a new row is inserted, the graphic will then be anchored
to cell B11. This is equivalent to a relative reference.
For example in Figure 3-61 the normal Otto and Tux picture is anchored
To Cell B10 (XXX shows where the picture is anchored.) The inverse Otto
and Tux picture is anchored to the page.
Figure 3-61 Anchoring 1
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If two rows are inserted above the pictures, the normal picture will shift
down two rows and the anchor will change. The inverse picture will not
move. This is illustrated in Figure 3-62.
The final result can be seen in Figure 3-63
Note that the anchor symbol and the XXX have moved down to cell
B12.
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4
OpenOffice.org Impress
Impress is OpenOffice.org’s presentations (slide show) component. You
can create slides that contain many different elements, including text,
bulleted and numbered lists, tables, charts, clip art, and a wide range
of graphic objects. Impress, in common with the other components
of OpenOffice.org, has access to the spelling checker and thesaurus
and comes with prepackaged text styles, background styles, and a
handy online help.
This chapter introduces the Impress user interface and describes how to
create a simple slide show using the Presentation Wizard.
To use Impress for more than very simple slide shows, refer to the other
sections in this guide for explanations of the program’s many features.
Three ways to start Impress application:
•
•
•
From the system menu
From an existing document
From any open component of OOo
4.1 The Impress interface
The main Impress window (Figure 4-1) has three parts: the Slides pane,
the Workspace, and the Tasks pane. Additionally, several toolbars can
be displayed or hidden during the creation of a presentation.
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Workspace
Slides pane
Tasks pane
Figure 4-1 Main Impress Window
4.1.1
Slides pane
The Slides pane contains thumbnail pictures of the slides in your
presentation, in the order they will be shown. Clicking a slide in this
pane selects it and places it in the Workspace. While it is there, you can
apply any changes desired to that particular slide.
Several additional operations can be performed on one or more slides
in the Slides pane:
•
•
•
•
•
•
•
•
•
Add new slides at any place within the presentation after the first
slide.
Mark a slide as hidden so that it will not be shown as part of the
slide show.
Delete a slide from the presentation if it is no longer needed.
Rename a slide.
Copy or move the contents of one slide to another (copy and
paste, or cut and paste, respectively).It is also possible to perform
the following operations, although there are more efficient
methods than using the Slides pane as you will see in this section.
Change the slide transition following the selected slide or after
each slide in a group of slides.
Change the sequence of slides in the presentation.
Change the slide design. (A window opens allowing you to load
your own design.)
Change slide layout for a group of slides simultaneously. (This
requires using the Layouts section of the Tasks pane.)
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4.1.2
Task pane
The Task pane has four sections:
• Master pages: Here you define the page style for your
presentation. Impress contains five pre-packaged master pages
(slide masters). One of them—Default—is blank, while the rest
have a background.
Tip:Press F11 to open the Styles and Formatting window, where you can
modify the styles used in any slide master to suit your purposes. This can
be done at any time.
• Layout: Twenty pre-packaged layouts are shown. You can
choose the one you want, use it as it is or modify it to your own
requirements. At present it is not possible to create custom
layouts.
• Custom Animation: This section contains a variety of animation
effects that can be applied at any time to selected elements of
a slide.
• Slide Transition: Fifty-six transitions are available, including No
Transition. You can select the transition speed (slow, medium,
fast). You can also choose between an automatic or manual
transition and for how long you want the selected slide to be
shown (automatic transition only).
4.1.3
Workspace
The Workspace has five tabs: Normal, Outline, Notes, Handout, and
Slide Sorter, as seen in Figure 3-42 These five tabs are called View
Buttons. There are also many toolbars that can be used during slide
creation; they are revealed by selecting them with View > Toolbars.
The actual Workspace section is below the View Buttons. This is where
you assemble the various parts of your selected slide.
Each view is designed to ease the completion of certain tasks. In
summary:
• Normal view is the main view for creating individual slides. Use
this view to format and design slides and to add text, graphics,
and animation effects.
• Outline view shows topic titles, bulleted lists, and numbered lists
for each slide in outline format. Use this view to rearrange the
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order of slides, edit titles and headings, rearrange the order of
items in a list, and add new slides.
• Notes view lets you add notes to each slide that are not seen
when the presentation is shown.
• Slide Sorter view shows a thumbnail of each slide in order. Use this
view to rearrange the order of slides, produce a timed slide
show, or add transitions between selected slides.
• Handout view lets you print your slides for a handout. You can
choose one, two, three, four, or six slides per page from Task
pane > Layouts. Thumbnails can be re-arranged in this view by
dragging and dropping them.
Figure 4-2 The Workspace tabs
4.2 Creating a new presentation
This section shows you how to set up a new presentation using the
Presentation Wizard.
4.2.1
Planning the presentation
The first thing to do is decide what you are going to do with the
presentation. For example, putting a group of digital photos together in
a presentation requires very little planning.
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However, using a presentation to increase the knowledge of others
about your topic requires much more planning. You need to ask and
answer many questions before you begin creating a presentation. If
you are not acquainted with creating presentations, the answers will
be more general. Those who have created a variety of presentations in
the past will want to have more specific answers.
Who is to see the presentation? How will it be used? What is the subject
matter? What should be in its outline? How detailed should the outline
be? Will an audio file be played? Is animation desirable? How should
the transition between slides be handled? These are some of the many
questions that should be asked, answered, and written down before
creating the presentation. Again, it is not always necessary at this point
to have specific answers to every question.
Making an outline is extremely important. You may already know
exactly what some of the slides will contain. You may only have a
general idea of what you want on some of the slides. That is alright. You
can make some changes as you go. Change your outline to match
the changes you make in your slides.
The important part is that you have a general idea of what you want
and how to get it. Put that information on paper. That makes it much
easier to create the presentation.
4.2.2
Using the presentation wizard
When you start Impress, the Presentation Wizard appears (Figure 4-3).
Tip: If you do not want the wizard to start every time you start Impress,
select the Do not show this wizard again checkbox.
Leave the Preview checkbox selected, so templates, slide designs, and
slide transitions appear in the preview box as you choose them.
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Figure 4-3 Using the presentation wizard to choose the type of presentation
1. Select Empty presentation under Type. It creates a presentation
from scratch.
Note: From template uses a template design already created as the
basis for a new presentation. The wizard changes to show a list of
available templates. Choose the template you want. Open existing
presentation continues work on a previously created presentation.
The wizard changes to show a list of existing presentations, from which
you can choose the one you want.
2. Click Next. The Presentation Wizard step 2 dialog appears. Figure 4-4
shows the Wizard as it appears if you selected Empty presentation
at step 1. If you selected From template, an example slide is shown
in the Preview box.
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Figure 4-4 Selecting a slide design using the presentation wizard
3. Choose a design under Select a slide design. The slide design
section gives you two main choices: Presentation Backgrounds and
Presentations. Each one has a list of choices for slide designs. If you
want to use one of these other than <Original>, click it to select it.
• The types of Presentation Backgrounds are shown in Figure
4-4. By clicking an item, you will see a preview of the slide
design in the Preview window. Impress contains three choices
under Presentations: <Original>, Introducing a New Product,
and Recommendation of a Strategy.
• <Original> is for a blank presentation slide design.
• Both Introducing a New Product and Recommendation of a
Strategy have their own pre-packaged slide designs.
4. Select how the presentation will be used under Select an output
medium. Generally, presentations are created for computer screen
display, so you would select Screen.
5. Click Next.The Presentation Wizard step 3 dialog appears(Figure
4-5).
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Figure 4-5 Selecting a slide transition effect
6. Choose the desired slide transition from the Effect drop-down menu.
7. Select the desired speed for the transition between the different
slides in the presentation from the Speed drop-down menu. Medium
is a good choice for now.
8. Click Create. A new presentation is created.
Tip: You might want to accept the default values for both Effect and
Speed unless you are skilled at doing this. Both of these values can be
changed later while working with Slide transitions and animations.
Note: If you selected From template on step 1 of the Wizard, the Next
button will be active on step 3 and other pages will be available.
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4.3 Putting it together
Now put your presentation together based on your outline.
Caution: Remember to save frequently while working on the
presentation, to prevent any loss of information should something
unexpected occur. You might also want to activate the AutoRecovery
function (Tools > Options > Load/Save > General). Make sure Save
AutoRecovery information every is selected and that you have entered
a recovery frequency.
4.3.1
Creating the first slide
The first slide is normally a title slide. Decide which of the layouts will
best suit your purposes for this first slide: simplicity would be appropriate
in this instance. You can use the pre-packaged layouts available in the
Layout section of the task pane. Suitable layouts are Title Slide (which
also contains a section for a subtitle) or Title Only, however all but one
layout (the blank one) contains a title section, so you are not restricted
to the two layouts described here.
Tip: If you do not know the names for the pre-packaged layouts, you
can use the tooltip feature. Position the cursor on an icon in the Layout
section (or on any toolbar icon) and its name will be displayed in a
small rectangle. If the tooltips are not enabled, you can enable them.
From the main menu, select Tools > Options > OpenOffice.org >
General > Help and mark the Tip checkbox. If the Extended tips
checkbox is also marked, you will get more detailed tooltip information,
but the tooltip names themselves will not be provided.
To create the title, click on “Click to add title” (assuming the Blank Slide
layout was not used) and then type the title text. Adjustments to the
formatting of the title can be done by pressing the F11 key, rightclicking the Title presentation style entry, and selecting Modify from the
pop-up menu.
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If you are using the Title Slide layout, click on “Click to add text” to add
a subtitle. Proceed as above to make adjustments to the formatting if
required.
4.3.2
Inserting additional slides
The steps for inserting additional slides are basically the same as for
selecting the title page. It is a process that has to be repeated for each
slide. Unless you are using more than one slide master, your only
concern is the Layouts section of the Tasks pane (Figure 3-46).
Figure 4-6 Choosing a slide layout
First insert all the slides your outline indicates you will need. Only after
this should you begin adding special effects such as custom animation
and slide transitions.
Step 1: Insert a new slide. This can be done in a variety of ways—take
your pick.
•
•
•
Insert > Slide.
Right-click on the present slide, and select New Slide from the popup menu.
Click the Slide icon in the Presentation toolbar (Figure 4-7).
Figure 4-7 Presentation toolbar
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Step 2: Select the layout slide that bests fits your needs.
Step 3: Modify the elements of the slide. At this stage, the slide consists
of everything contained in the slide master, as well as the chosen
layout slide, so this includes removing unneeded elements, adding
needed elements (such as pictures), and inserting text.
Caution: Changes to any of the pre-packaged layouts can only be
made using View > Normal, which is the default. Attempting to do this
by modifying a slide master may result in unpredictable results and
requires extra care as well as some trials and errors.
1. Remove any element on the slide that is not required
(Figure 4-8).
a. Click the element to highlight it. (The green squares
b. show it is highlighted.)
c. Press the Delete key to remove it.
Figure 4-8 Deleting an element of a slide
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Tip: Sometimes you will accidentally select the wrong layout slide or
decide to change it. This is safe and does not cause loss of the
contents already on the slide.
2. Add any elements to the slide that you do need.
a) Adding pictures to the clipart frame, if your chosen
b) layout includes one:
i. Double-click the picture within the frame.
ii. Browse to the location of the picture you want
to include.
iii. Select the picture and click Open.
iv. Resize the picture as necessary. Follow the
directions in the Caution note below.
c) Adding pictures from graphic files to places other
than the clipart frame:
i. Insert > Picture > From File.
ii. Browse to the graphic file, select it, and click
Open.
iii. Move the picture to its location.
iv. Resize the picture, if necessary.
Caution: When resizing a graphic, right-click the picture. Select Position
and Size from the context menu and make sure that Keep ratio is
selected. Then adjust the height or width to the size you need. (As you
adjust one dimension both dimensions will change.) Failure to do so will
cause the picture to become distorted. Remember also that resizing a
bitmap image will reduce its quality; better by far to create an image
of the desired size outside of Impress.
3. Adding text to a slide: If the slide contains text, click on “Click
to add an outline” in the text frame and then type your text. The
Outline styles from 1 to 10 are automatically applied to the text
as you insert it. You can change the outline level of each
paragraph as well as its position within the text using the arrow
buttons on the Text Formatting toolbar.
Step 4: To create additional slides, repeat steps 1–3.
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4.3.3
Running the slide show
To run the slide show, do one of the following:
•
•
•
Click Slide Show > Slide Show.
Click the Slide Show button on the Presentation toolbar (Figure 4-7)
Press F5 or F9.
If the slide transition is Automatically after x seconds, let the slide show
run by itself.
If the slide transition is On mouse click, do one of the following to move
from one slide to the next.
•
•
•
Use the arrow keys on the keyboard to go to the next slide or to go
back to the previous one.
Click the mouse button to advance to the next slide.
Press the Spacebar on the keyboard to advance to the next slide.
When you advance past the last slide, the message “Click to exit
presentation...” appears. Click the mouse or press any key to exit the
presentation.
To exit the slide show at any time, including at the end, press the Esc
key.
4.4 Create and manage text boxes
Text in slides is contained in text boxes.
There are two ways to add text boxes to a slide:
•
•
Choose a predefined layout from the Layouts section of the Tasks
pane. These text boxes are called AutoLayout text boxes.
Create a text box using the text tool.
The text below describes how to create, modify, use, and delete text
boxes; discusses the various types of text that can be inserted.
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4.4.1
Working with text boxes
Using text boxes created from the Layout pane
In Normal view:
1. Click in the text box that reads Click to add text, Click to add
an outline, or a similar notation.
2. Type or paste your text in the text box. These text boxes are
known as AutoLayout text boxes.
Using text boxes created from the text box tool
In Normal View:
1. Click on the Text icon on the Drawing toolbar. If the toolbar
with the text icon is not visible, choose View >
Toolbars>Drawing.
2. Click and drag to draw a box for the text on the slide.
3. Release the mouse button when finished.
4. Type or paste your text in the text box.
5. Click outside the text box to deselect it.
Moving a text box
In Normal view, notice how the pointer changes from an arrow to an Ibeam as you move it over the text in a text box.
1. Click when the pointer becomes an I-beam. The text box is
now in edit mode, with a gray border and green resizing
handles.
2. Move the I-beam (or pointer) over the gray border. Notice
how it changes shape, becoming a four-headed arrow (or a
similar shape depending on the operating system and user’s
settings).
3. When the four-headed arrow appears, click and drag to
move the text box. An empty dashed-line box shows where
your text box will be placed.
4. Release the mouse button when the text box is in the desired
position.
Resizing a text box
In Normal view, when the green resizing handles are displayed, move
the I-beam (or pointer) over any handle. Notice how the pointer
changes shape, indicating in what direction the text box will be resized.
The corner handles change the two dimensions of the text area
simultaneously while the four handles in the middle of the sides modify
only one of the dimensions.
When the two-headed arrow is displayed, click and drag to resize the
text box.
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4.5 Formatting text
Formatting text can give a presentation a consistent look and a
dynamic feel. The appropriate use of formatting can even enhance
the audience’s understanding of your message by holding their
interest.
Whenever you enter text, either in an AutoLayout text box or in a
normal text box, it already comes with an underlying style. Generally
this style is the outline level of the point where the text was entered for
AutoLayout text boxes or the Default Graphic style for text boxes.
4.5.1
Using styles to format text
This section describes ways to apply manual formatting, but you are
encouraged to use styles to really get the best out of Impress. The good
news is that all the information given here can be immediately reused
for applying styles.
Modifying a style
In Impress there are two categories of styles: presentation styles and
graphics styles. When inserting text in an AutoLayout area, the
presentation styles become available, while when inserting text in a
text box or a graphic object it is possible to apply the graphic styles.
It is possible to create new graphics styles, but not the presentation
styles which are fixed and can only be modified.
To modify a style, follow these steps:
1. Open the Styles and Formatting window by pressing F11 or selecting
Format > Styles and Formatting from the menu bar.
2. Select the style category by clicking on either the Presentation Styles
icon or the Graphic Styles icon at the top of the Style and
Formatting window.
3. Right-click on the style to be modified and select Modify from the
pop-up menu.
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4.5.2
Selecting text
Text must be selected before it can be formatted manually.
•
•
To format all the text in a text box, click once on the text, then click
once on the border of the text box. Only the green resizing handles
are displayed. Now any formatting changes will apply to all the text
in the text box.
To format only part of the text, click once on the text, then select
the text to be formatted by clicking and dragging (highlighting)
over it. You can also use keyboard combinations to select text:
move the cursor where you want to begin your selection, press Shift
and then use the arrow buttons to extend your selection. Formatting
changes will apply only to the selected text.
Tip: Pressing the Control key along with the Shift key while creating a
selection is useful to speed up the process. This combination highlights
the text word by word instead of character by character. To speed up
the selection even further, you can combine the Shift key with the
Home key or the End key to extend the selection up to the start or end
of the line in which the cursor is positioned, respectively.
4.5.3
Formatting characters
To view the character formatting options, select Format > Character or
click the Character button on the Text Formatting toolbar. (If a toolbar
with the text icon is not visible, choose View > Toolbars > Text
Formatting.) The Character dialog appears.
Font page
Use the Font page, shown in Figure 4-9, to select the desired font type,
its base attributes (Italic, Bold, etc.) as well as the size. A sample of the
font is displayed in the lower part of the dialog. You can also specify
the language of this style.
110
Figure 4-9 The box to set the basic font attributes
Tip: When writing a presentation in multiple languages, you can make
the best of the language setting by creating two styles that only differ
in the language but are otherwise the same. This allows you to check
the spelling of all of the contentswithout affecting the appearance.
Font Effects page
Use the Font Effects page, shown in Figure 4-10, to apply special effects
to the text, such as underlining, color, shadow and so on. As for the
Font page, a sample of the text is displayed in the lower part of the
dialog allowing a quick visual check of the effects applied. This page is
available when creating or modifying a presentation style or a graphics
style.
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Figure 4-10 Advanced options for the character can be set in the Font Effects page
4.5.4
Formatting paragraphs
To view the paragraph formatting options, select Format > Paragraph
or click the Paragraph button on the Text Formatting toolbar. If a
toolbar with the text icon is not visible, choose View > Toolbars > Text
Formatting. The Paragraph dialog (Figure 3-11) is shown.
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Figure 4-11 The paragraph formatting dialog
Indents and Spacing page
The Indents and Spacing page, shown in Figure 4-11, has four sections:
• Indent: modifies the indentation of the text (before and after) as
well as the indentation of the first line.
• Spacing: defines the space before and after each paragraph
formatted with the style.
• Line spacing: determines the spacing between two lines formatted
with the style. Note that selecting Proportional spacing requires
specifying the percentage of a line to be used as spacing; 100%
corresponds to a single line, 200% to a double line, 50% to half a line.
If Leading is selected, specify the amount of line spacing in your
default unit of measurement.
• Preview area: provides a visual representation of the settings before
you apply them.
Tip: Setting the line spacing to less than 100% is a good method to cram
a lot of text into a text box, however care must be taken as too small a
value will make the text hard to read.
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Tip: You can change the default unit of measurement, for example
from inches to centimetres, from Tools > Options > OpenOffice.org
Impress > General.
Alignment page
Use the Alignment page to determine the text alignment: Left, Right,
Center, or Justified. A preview shows the effects of the changes. The
same choices can be accessed from the Text Formatting toolbar.
Tabs page
Use the Tabs page, shown in the style modification dialog in Figure 3-12,
to set tab stops. To delete one existing tab stop, select it in the list and
click the Delete button. To delete all the tab stops, click the Delete All
button. To create a new tab stop:
1. Set the size of the tab stop in the edit box on the left.
2. Select the type. If you set the type to Decimal. specify in the
box below the character to be considered the decimal point.
3. Select a fill character which will be drawn from the tab
insertion point up to the tab stop. You can choose any
character to act as fill character.
4. Click the New button to apply the new tab stop.
Figure 4-12 Dialog to set tab stops in a paragraph or a style
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4.5.5
Creating bulleted and numbered lists
The procedure to create a bulleted or numbered list is quite different
depending on the type of text box used, although the tools to manage
the list and customize the appearance are the same.
In text boxes created automatically by Impress (called AutoLayout),
the outline styles available are by default bulleted lists, while for normal
text boxes an additional step is required to create a bulleted list.
Creating lists in AutoLayout text boxes
Every text box included in the available layouts is already formatted as
a bulleted list, therefore to create a bulleted list the only necessary
steps are:
1. From the Layout pane, choose a slide design that contains a
text box. Those are easily recognizable from the thumbnail.
2. Click in the text box that reads Click to add an outline.
3. Type the text, then press Enter to start a new bulleted line.
4. The default list type is a bulleted list.
Tip: Press Shift + Enter to start a new line without creating a new bullet
or number. Thenew line will have the same indentation of the previous
line. Press instead thebutton bullets on/off on the text formatting
toolbar for a line without bullet. If the text formatting toolbar is not
showing, enable it selecting View > Toolbar > Formatting in the menu
bar.
Creating lists in other text boxes
To create a list in a text box, follow these steps:
1. Place the cursor in the text box.
2. Click the Bullets On/Off button on the text formatting toolbar. If
the text formatting toolbar is not showing, enable it by selecting
View > Toolbar > Formatting from the menu bar.
3. Type the text and press Enter to start a new bulleted line.
4. The default list type is a bulleted list.
Changing the appearance of the list
You can fully customize the appearance of a list, changing the bullet
type or numbering for the entire list or for single entry. All the changes
can be made using the Bullets and Numbering dialog, which is
accessed by selecting Format > Bullets and Numbering or by clicking
on the Bullets and Numbering icon on the text formatting toolbar.
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Changing the order or the outline level of bulleted or numbered lines
Click once in a line of text to place the cursor in it, then click on the
Outline tab (to the right of the Normal tab) in the Workspace and use
the Promote/Demote buttons in the Text Formatting toolbar to move
the text to the appropriate position and give it the appropriate outline
level.
The button with the arrow pointing left promotes the list entry by one
level (for example from Outline 3 to Outline 2), the right arrow button
demotes the list entry by one level, the up and down arrow buttons
move the list entry. Numbering adjusts automatically.
4.6 Inserting and Formatting pictures
Pictures are often used in presentations as they can convey quickly a
large amount ofinformation. When wisely used, they can also give the
presentation a professional look. Some presentations may require each
slide to be marked with a company logo. You may also want to use
Impress to create a presentation consisting only of pictures, such as a
slideshow of holiday snapshots to share with friends. This section
describes how to insert and format pictures.
4.6.1
Inserting pictures from a file
Inserting a picture from a file is quick and easy. If the layout of the slide
already contains a placeholder for a graphic (see Figure 3-13), doubleclick anywhere in the graphics frame. This opens a dialog for selecting
the file to be inserted. The detailed procedure is given below.
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Figure 4-13 Slide with automatic layout including a placeholder for graphic object
Whether you are using an AutoLayout for the placement of the picture,
or you are just inserting a picture, follow these steps:
1. Select Insert > Picture. (When using an AutoLayout; double-click in
the graphics frame instead.)
2. In the Insert Picture dialog (Figure 4-14), browse to the directory
containing the desired picture.
3. Select the file. OOo recognizes a very large number of image types.
4. Click Open to place the picture on the current (selected) slide. The
picture is now displayed on the slide with green resizing handles
around it.
Figure 4-14 Inserting a picture from a file
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Notice in the Insert picture dialog (Figure 4-15) the two checkboxes
called Link and Preview.
Their position is determined by the operating system, but they are
normally in the bottom part of the dialog.
If Preview is checked, and if the selected file is in one of the many
formats that Ooo recognizes, a thumbnail of the selected image shows
in the preview area on the right.
Select the Link checkbox to insert the picture as a link to the file rather
than embedding the file itself. In general it is preferable to embed
images so that the presentation can be copied to other computers,
however on some occasions it makes sense to link the image rather
than embed it:
•
•
•
When the image file is quite large (linking rather than embedding
will dramatically reduce the size of the presentation file)
When the same image file is used in many presentations (for
example when using the same background image for all the
presentations created)
When the linked file will be available when loading the presentation
(for example if the presentation is a slide show of holiday pictures)
4.6.2
Inserting a picture from the gallery
The Gallery contains a collection of images that you can use in a
presentation. You can also add your own images to the Gallery,
making it an essential tool for creating presentations quickly and with a
consistent look. The Gallery is available in all components of
OpenOffice.org.
Select Tools > Gallery or click the Gallery icon on the Drawing toolbar.
By default, the Gallery (shown in Figure 4-15) is docked above the
Impress workspace. To expand the Gallery, position the pointer over
the line that divides it from the top of the workspace. When the pointer
changes to parallel lines with arrows, click and drag downward.
The workspace will resize in response.
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Figure 4-15 The Gallery with the hide/show selector circled
To expand the Gallery without affecting the Impress workspace,
undock it so it floats over the workspace. To do so, hold down the
Control key and double-click on the upper part of the Gallery next to
the View icons (see Figure 4-15). Double-click in the same area to dock
it again (restore it to its position over the workspace).
When the Gallery is docked, to hide it and view the full Impress
workspace, click the Hide/Show button in the middle of the thin bar
separating the Gallery from the workspace (see Figure 4-15). The
Hide/Show button lets you keep the Gallery open for quick access
while you create your slide show, yet out of the way when you need it
to be. Once you are satisfied with the Gallery display, select a theme
from the left pane and then scroll as necessary through the right pane
to find a suitable image. Click on the image and drag it onto the
workspace.
Figure Figure 4-16 shows an example of an image dragged from the
Gallery.
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Figure 4-16 Inserting an image from the Gallery
4.6.3
Formatting pictures
This section discusses the formatting of pictures inserted with one of the
methods explained above.
Moving a picture
1. Click the picture, if necessary, to show the green resizing handles.
2. Move the pointer over the picture until the pointer changes shape.
On most operating systems, the cursor associated with moving
objects is a four headed arrow, but it may also be a hand or some
other symbol.
3. Click and drag the picture to the desired position.
4. Release the mouse button.
5. For a more accurate placement of the picture, use the Position and
Size dialog
Resizing a picture
1. Click the picture, if necessary, to show the green resizing handles.
2. Position the pointer over one of the green resizing handles. The
pointer changes shape giving a graphical representation of the
direction of the resizing.
3. Click and drag to resize the picture.
4. Release the mouse button when satisfied with the new size.
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The corner handles resize both the width and the height of the graphic
object simultaneously, while the other four handles only resize one
dimension at a time.
Deleting a picture
1. Click on the picture, if necessary, to show the green resizing
handles.
2. Press Delete.
4.7 Creating graphic objects
This section describes how to create your own graphics using the
drawing tools available in Impress. It focuses on the most commonly
used tools and techniques.
Impress also contains a number of advanced drawing functions that
are rarely used when creating a presentation and are not fully
described in this book. To create more advanced graphic objects, the
reader is invited to use OpenOffice.org Draw and then to import the
graphic object created there into an Impress slide.
4.7.1
The drawing toolbar
The Drawing toolbar collects the majority of the tools normally used to
create graphic objects. If this toolbar is not showing, select View >
Toolbars > Drawing from the main menu bar.
The toolbar can be divided into two parts. The first part contains
drawing objects, as shown in Figure 3-17. The tools in this part of the
1 Select 4 Rectangle 7 Vertical Text 10 Basic Shapes 13 Flowcharts
2 Line 5 Ellipse 8 Curve 11 Symbol Shapes 14 Callouts
3 Arrow 6 Text 9 Connector 12 Block Arrows 15 Stars
Figure 4-17 First section of Drawing toolbar with drawing object tools
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Drawing toolbar are:
• Select: selects objects. To select multiple objects click on the top
leftmost object and while keeping the mouse button pressed, drag
the mouse to the bottom rightmost object of the intended selection.
A marching ants rectangle identifying the selection area is
displayed. It is also possible to select several objects by pressing the
Control button while selecting the individual objects.
• Line: draws a straight line.
• Arrow: draws a straight line ending with an arrowhead. The
arrowhead will be placed where you release the mouse button.
• Rectangle: draws a rectangle. Press the Shift button to draw a
square.
• Ellipse: draws an ellipse. Press the Shift button to draw a circle.
• Text: creates a text box with text aligned horizontally.
• Vertical text: creates a text box with text aligned vertically. This tool
is available only when Asian language support has been enabled in
Tools > Options > Language Settings > Languages.
• Curve: draws a curve. Click the black triangle for more options,
shown in FFigure 4-18. Note that the title of the submenu when
undocked is Lines.
Figure 4-18 Available curve options
• Connectors: draws a connector line between two figures.
• Basic Shapes, Symbol Shapes, Block Arrows, Flowcharts, Callouts,
Stars: click the black triangle to open a toolbar showing the
available shapes in that category. The default shapes are shown in
Figure 4-19. Select the desired shape, then draw as normal.Keep the
Shift key pressed to obtain a shape where the height and width are
equal.
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•
Figure 4-19 Available shapes for Impress
4.7.2
Creating lines and shapes
To create shapes and lines:
1. Select the desired line or shape tool.
2. Click and drag to create the object on the slide. See Figure 4-20.
Figure 4-20 Creating a shape
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When drawing a polygon, keep the Shift key pressed to restrict the
angle between the segments to multiples of 45 degrees. To finish
drawing a polygon, double-click on the last part of the segment. If a
closed polygon was selected, OOo will color the inside area.
4.7.3
Working with 3D shapes
3D graphic objects can be created in different ways in Impress:
• From the 3D-Objects toolbar. The 3D-Objects tool is not included in
the default Drawing toolbar. To include it, click on the small triangle
at the end of the toolbar, select Visible Buttons, and select 3DObjects from the list. On the Drawing toolbar, click on the triangle
by the 3D-Objects icon to display the extended 3D Objects toolbar
(Figure 4-21).
Figure 4-21 3D-Objects extended toolbar
•
•
From Convert menu as Rotation. Select an object, right-click on it,
then select Convert and select To 3D Rotation Object.
From the Extrusion on/off icon on the drawing toolbar. Select the
shape to which apply a 3D effect, then click the button on the
Drawing toolbar (see Figure 4-22).
Figure 4-22 The 3D-Settings toolbar
Although Impress offers advanced functions to manipulate 3D objects,
this book describes only the 3D settings applicable to an object with
Extrusion enabled.
Click on to activate the extrusion. The shape changes and a default
thickness is added to it. At the same time the 3D-Settings toolbar
(Figure 4-22) should become visible. If the toolbar does not appear,
select View > Toolbars > 3D-Settings.
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4.7.4
Grouping shapes together
It is often convenient to group shapes together so that they are treated
as a single shape by Impress. A group of shapes can be formatted as if
it was a single shape, moved, rotated, deleted and so on.
To group shapes together, do as follows:
1. Select the shapes to be grouped. To do this, use the selection tool
on the drawing toolbar and draw a rectangle around the shapes to
be grouped, or click on each shape to be added to the group
while pressing the Shift key.
2. When the green resizing handles show, select Format > Group >
Group or press Control+Shift+G on the keyboard.
3. Once the group is defined, click on any of the shapes in the group
to select the group. To edit only the elements of the group, press F3
when the group is selected or select Format > Group > Enter group
from the menu bar. Notice that the elements not part of the group
are grayed out and that only the shapes belonging to the group
can be edited. Use this function when you need to apply a
particular format to a single member of the group. To exit from
group mode, press Control+F3 or select Format > Group > Exit group
from the menu bar.
To ungroup objects:
1. Select the group of shapes.
2. When the green resizing handles show, select Edit > Format > Group
> Ungroup from the menu bar.
4.8 Formatting graphic objects
The formatting of each graphic object, in addition to its size, rotation
and position on the slide, is determined by a number of attributes that
define the line, text and area fill of each object. These attributes
(among others) also contribute to form a graphics style, so although
this section discusses the formatting when applied manually to an
object, you can use the same methods to build a collection of
graphics styles.
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4.8.1
Formatting lines and shapes
Use the Format menu to modify lines and shapes.
1. Click on the shape or line to select it.
2. Click Format in the menu bar. Some of the options may not be
available (grayed out) because of the type of object selected. For
example, if the object is a simple line, the Area choice will be
unavailable because a line does not have an area to fill.
3. Select one of the formatting options:
•
•
•
•
Line to set the characteristics of the line, including the border of an
area
Area to format the fill, or interior, of an object. This includes color,
transparency,and pattern
Position and Size to move, rotate, and manipulate an object
according to specified measurements
Text to format the appearance of the text that can be added to
any shape or line.
4.8.2
Moving, resizing and rotating
Moving graphic objects
1. Click the graphic object, if necessary, to show the green resizing
handles.
2. Move the pointer over the graphic object until the pointer changes
shape. On most operating systems, the cursor associated with
moving objects is a four-headed arrow, but it may also be a hand or
some other symbol.
3. Click and drag the graphic object to the desired position.
4. Release the mouse button.
For a more accurate placement of the graphic object, use the Position
and Size dialog shown in Figure 4-23. To open this dialog, first select the
graphic object by clicking on it; when the resizing green handles are
displayed, either press F4 or select Format > Position and Size from the
menu bar.
126
Figure 4-23 Fine adjustment of position and size of the graphic object
Use the Position section of the dialog to specify the X (horizontal) and Y
(vertical) position of the graphic object. The values represent the
distance of the base point (selected on the right hand side of the
dialog) relative to the top left corner of the slide.
To prevent accidental modification of the position of the graphic
object, select the Position checkbox in the Protect section (bottom left)
of the dialog.
The unit of measurement for this and the other dialogs in this section is
set in Tools > Options > OpenOffice.org Impress > General.
Resizing graphic objects
1. Click the graphic object, if necessary, to show the green resizing
handles.
2. Position the pointer over one of the green resizing handles. The
pointer changes shape, giving a graphical representation of the
direction of the resizing.
3. Click and drag to resize the graphic object.
4. Release the mouse button when satisfied with the new size.
5. The corner handles resize both the width and the height of the
graphic object simultaneously, while the other four handles only
resize one dimension at a time.
127
Rotating graphic objects
As for the position and the size, rotation of an object can be done
manually or using a dedicated dialog. To rotate a graphic manually,
do as follows:
1. Select the graphic object if necessary so that the green handles
around it show.
2. Click the Rotate button on the Drawing toolbar. This toolbar is usually
located at the bottom the screen, but it can be undocked and
used as a floating toolbar. If the toolbar is not showing, select View >
Toolbars > Drawing.
4.9 Inserting Spreadsheets, charts
and other objects
A spreadsheet embedded in Impress includes most of the functionality
of a spreadsheet in Calc and is therefore capable of performing
extremely complex calculations and data analysis. Charts can be
included in Impress to display important information. Impress also offers
the capability of inserting in a slide various types of objects such as
music or video clips, Writer documents, Math formulas, generic OLE
objects and so on. A typical presentation may contain movie clips,
sound clips, OLE objects and formulas; other objects are less frequently
used since they do not appear during a slide show.
4.9.1
Spreadsheets
Inserting a spreadsheet
To add a spreadsheet to a slide, select the corresponding layout in the
list of predefined layouts in the Tasks pane, as shown in Figure 3-24. This
inserts a placeholder for a spreadsheet in the center of a slide, as
shown in Figure 4-25. To insert data and modify the formatting of the
spreadsheet, it is necessary to activate it and enter the edit mode. To
do so, double-click inside the frame with the green handles.
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Figure 4-24 The spreadsheet layout in the task pane
Alternatively, select Insert > Spreadsheet from the main menu bar. This
opens a small spreadsheet in the middle of the slide. When a
spreadsheet is inserted using this method, it is already in edit mode.
Figure 4-25 A slide ready to host a spreadsheet
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Resizing and moving a spreadsheet
To resize the area occupied by the spreadsheet or change its position,
enter the edit mode and use the black handles found in the gray
border surrounding the spreadsheet (see Figure 4-26). Move the mouse
over the handles to resize the spreadsheet area. The corner handles
resize the two sides forming the corner simultaneously, while the
handles in the middle of the sides modify one dimension at a time.
When moved over each handle, the cursor changes shape to give a
visual representation of the effects applied to the area.
When resizing or moving a spreadsheet, ignore the first row and the first
column (easily recognizable because of their light grey background)
and the horizontal and vertical scroll bars). They are only used for
editing purposes and will not be included in the visible area of the
spreadsheet on the slide.
Figure 4-26 A spreadsheet in edit mode. Note the active cell and the resizing black
handles on the grey border
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4.9.2
Charts
To add a chart to a slide, select the corresponding layout in the list of
predefined layouts in the task pane or use the Insert Chart feature.
Creating a chart in AutoLayout
1. In the Tasks pane, choose a layout that contains a chart (look for
the vertical bars). See Figure 4-27.
Figure 4-27 Examples of AutoLayout templates with charts
2. Double-click the chart icon in the center of the chart area. A fullsized chart appears that has been created using sample data. See
Figure 4-28.
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Figure 4-28 Chart made with sample data
Creating a chart using the Insert Chart feature
1. Select Insert > Chart, or click the Insert Chart icon on the Standard
toolbar. A chart appears that has been created using sample data.
See Figure 4-28.
Choosing a chart type
1. Double-click the chart. It should now have a gray border. The main
toolbar has now changed to show tools specifically for charts. (If the
main toolbar is not showing, select View > Toolbars > Main Toolbar.)
2. Click the Chart Type icon or select Format > Chart Type. The Chart
Type dialog appears. See Figure 4-29.
3. In the section Chart category, select either 2D or 3D to see the
different types of charts.
4. In the section Chart type, click one of the icons to select it and see
the different variants of the selected chart type in the Variants
section.
5. Choose a chart variant.
6. Click OK. The chart in the presentation reflects the new type
selected.
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Figure 4-29 Chart type dialog showing 2-dimensional charts
4.9.3
Inserting other objects
Impress offers the capability of inserting in a slide various types of
objects such as music or video clips, Writer documents, Math formulas,
generic OLE objects and so on. A typical presentation may contain
movie clips, sound clips, OLE objects and formulas; other objects are
less frequently used since they do not appear during a slide show.
Movies and sounds
To insert a movie clip or a sound into a presentation, select Insert >
Movie and Sound. Select the media file to insert from the dialog, to
place the object on the slide.
To insert media clips directly from the Gallery:
1. If not already open, open the Gallery by selecting Tools > Gallery.
2. Browse to the Theme containing media files (for example the
Sounds theme).
3. Click on the movie or sound to be inserted and drag it into the slide
area. The Play Media toolbar (Figure 4-30) is automatically opened;
you can preview the media object as well as resize it. If the toolbar
does not open, select Tools > Media Player.
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Figure 4-30 The media playback toolbar (movie clip)
The Play Media toolbar consists of the following elements:
•
•
•
•
•
•
•
•
Add button: opens a dialog where you can select the media file to
be inserted.
Play, Pause, Stop buttons: control the media playback.
Repeat button: if pressed the media will restart once finished.
Playback slider: allows to select the position within the media clip
Timer: displays the current position of the media clip
Mute Button: when selected the sound will be suppressed
Volume Slider: allows adjusting the volume of the media clip
Scaling drop-down menu: only available for movies allows scaling of
the movie clip.
The movie will start playing as soon as the slide is shown during the
presentation.
Note that Impress will only link the media clip, therefore when the
presentation is moved to a different computer, the link will most likely
be broken and as a consequence the media will not play. An easy
workaround that prevents this from happening is the following:
1. Place the media file to be included in the presentation in the same
folder where the presentation is stored.
2. Insert the media file in the presentation.
3. When sending the presentation to a different computer, send also
the media file and place both files in the same folder on the target
computer.
4.10 Adding and Formatting slides,
notes and handouts
This section describes how to add new slides to the presentation and
how to format them. It then introduces two additional views—the Notes
view and the Handouts view—and explains how to format Notes and
Handouts.
Two pop-up menus are quite useful when performing the operations
described in this section.
134
One menu is displayed by right-clicking on a slide in Normal view and
then selecting Slide to display a submenu (shown in Figure 3-31). The
other menu appears by right-clicking on the slide thumbnail in the
Slides Pane, as shown in Figure 4-32, which also shows the tabs to switch
view.
Figure 4-31 Slide pop-up submenu
Figure 4-32 (Left) Pop-up menu on the Slides pane; (Right) View tabs
135
4.10.1 Adding, renaming, formatting and
removing slides
Adding a new slide
There are several equivalent ways to add a slide to a presentation:
•
•
•
•
Select Insert > Slide (works in Normal and Outline view).
Right-click on the Slides pane and select New Slide from the pop-up
menu (works in Normal, Outline and Notes view).
Right-click on the main work area while in Slide Sorter view and
select New Slide from the pop-up menu.
On the work area in Normal view, right click on the active slide and
select Slide > New Slide.
The new slide is inserted after the current slide or in the position where
the mouse was clicked.
If multiple slide masters exist, the new slide will apply the master of the
previous slide in the sequence.
Inserting a slide from another presentation
You can insert slides from other presentations in three ways:
• Using Insert > File. With this method, you can optionally link the slides
instead of copying (embedding) them into the presentation.
• Copying and pasting.
• Dragging and dropping, to copy or move slides.
To insert a slide from another presentation:
1. In Normal view, select the slide after which you want to insert the
new slide, then choose Insert > File from the menu bar.
2. In the file browser, locate the file containing the slide that you want
to insert, and click Insert.
3. In the Insert Slides/Objects dialog (Figure 3-33), click the plus sign
next to the icon for the presentation file, and then select the slides
that you want to insert. (You can see that the slides would be easier
to select if they had more descriptive names.)
4. Optionally select the Link checkbox.
5. Click OK. The slides are inserted after the selected slide in the
presentation.
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Figure 4-33 Inserting slides from another presentation
To copy and paste slides between presentations:
2. Open the presentations that you want to copy from and paste into.
3. In the presentation containing the slides that you want to copy,
choose View > Slide Sorter.
4. Select the slides, and then choose Edit > Copy, or click the Copy
button on the main toolbar, or press Control+C.
5. Change to the presentation where you want to paste the slides,
and then choose View > Normal.
6. Select the slide that you want the copied slides to follow, and then
choose Edit > Paste, or click the Paste button on the main toolbar, or
press Control+V.
To copy or move slides between presentations:
1. Open the presentations that you want to copy or move slides
between. Arrange the windows so both presentations are visible.
Choose View > Slide Sorter in each window.
2. In the presentation containing the slides that you want to copy or
move, select the required slides. To move the slides, drag and drop
them into the other presentation. To copy the slides, hold down the
Control key while dragging and dropping.
Duplicating a slide
Duplicating a slide is a convenient way to add slides, since the new
slide is an exact copy of the selected slide. To duplicate a slide:
1. Go to Normal view either by clicking on the tab on the work area or
selecting View > Normal from the menu bar.
2. Make sure that the slide to be duplicated is on the work area.
137
3. Select Insert > Duplicate Slide from the menu bar.The duplicated
slide is inserted after the original slide and is displayed in the work
area.
Renaming a slide
To rename a slide, do one of the following:
• Right-click on the slide thumbnail in the Slides pane or in the main
area when in Slide Sorter view and select Rename Slide from the
pop-up menu.
• In Normal view, right-click on the slide in the work area, then select
Slide > Rename Slide from the pop-up menu.
In the Rename Slide dialog, type a new name for the slide and then
click OK.
Formatting a slide
To format the slide or page area:
1. Switch to Normal view (click the tab in the main work area or select
View > Normal in the menu bar).
2. Select Format > Page from the menu bar, or right-click and choose
Page Setup from the pop-up menu to open the Page Setup dialog,
shown in Figure 3-34. The Page tab has three sections: Paper format,
Margins, and Layout settings. Settings on this tab affect all slides in
the presentation.
3. In the Paper format section, select the preferred Paper format from
the drop-down list. Note that the dimensions change automatically
when a standard format is selected. Despite the name (Paper
format), the list contains selections for displaying the slides as well as
printing them on paper.
The default values for the Screen settings are optimized for screen
presentation (4:3 ratio) but will also print on Letter or A4 paper with
landscape orientation. If your computer uses a wide-screen monitor,
you may wish to take advantage of that by selecting the User format
and editing the Width and Height manually.
138
Figure 4-34 The Page Setup dialog
4. You can also select the orientation of the slide or paper (Portrait or
Landscape) and the paper tray to be used. Note that in Impress you
cannot specify different trays for different pages (slides), as you can
in Writer; however, you can specify different trays for printing slides,
notes, and handouts. This is useful if, for example, you want to print
slides on transparencies and handouts on ordinary paper.
5. In the Margins section, you can change the spacing between the
edges of the page and the contents of the slide.
6. In the Layout settings section, select the page number format in the
Format drop-down list. To allow resizing the slide objects and fonts to
fit the paper, select the Fit object to paper format checkbox.
7. Click OK to save your changes.
Deleting a slide
To delete a slide, use the most convenient among these options:
• In Normal, Outline or Slide Sorter view, select a slide and then click
Edit > Delete Slide or press the Delete key.
• In the Slides Pane (not available in Slide Sorter view) right-click on
the slide to be deleted and select Delete Slide from the pop-up
menu, otherwise just select the slide and then press the Delete key.
• In Normal view, right-click on the work area, then select Slide >
Delete Slide from the pop-up menu.
139
4.10.2
Notes
Formatting the Notes page
To access the Page formatting for the Notes:
1. Switch to Notes view (click the tab in the main work area or select
View > Notes from the menu bar).
2. Select Format > Page from the menu bar, or right-click and choose
Page Setup from the pop-up menu to open the Page Setup dialog,
shown in Figure 3-35.
3. Set the desired parameters.
4. The Page Setup dialog for notes is the same as the dialog for slides.
5. Click OK to close the dialog.
Figure 4-35 The Page Setup dialog for notes
Printing notes
1. Choose File > Print from the menu bar.
2. Click the Options button on the Print dialog.
3. In the Contents section of the Printer Options dialog, make sure that
only the Notes checkbox is selected (Figure 4-36).
140
Figure 4-36 Select notes for printing
4. Make any other adjustments needed on the Printer Options dialog,
then click OK to save the changes and return to the Print dialog.
5. On the Print dialog, make any needed changes and then click OK
to print.
Exporting notes to PDF
2. Choose File > Export as PDF from the menu bar and name the file.
3. In the PDF Options dialog, choose the General tab.
4. Under General, make sure that Export notes is checked and then
click OK. The notes pages follow the presentation in the PDF (that is,
if your presentation has 10 slides, the PDF contains 10 pages, each
with one slide, followed by 10 pages with notes formatted for
paper). If you want only the Notes pages, you will need to use some
other program to remove the unwanted pages of slides from the
PDF.
4.10.3
Handouts
A handout is a special view of the presentation suitable to be printed
and distributed to the audience. Each handout page contains from
one to six thumbnails of the slides so that the audience can follow what
is presented as well as use it as reference. This section explains how to
customize the handout page, an example of which is given in Figure 337.
141
Figure 4-37 Example of handout with four slide thumbnails
Note that the handout view consists of only one page regardless of the
number of slides that compose the presentation.
Changing the layout
When creating handouts, first decide how many slide thumbnails you
want printed on each handout page.
1. Select the Handout view either by clicking on the tab in the work
area or by selecting View > Handout Page from the menu bar.
2. If the Task pane is not visible, select View > Task Pane from the menu
bar.
3. In the Task pane select the Layouts tab, which looks like Figure 3-38
in Handout view.
4. Choose the preferred layout. The main work area changes to reflect
the choice.
142
Figure 4-38 The available layouts for handouts in the Task pane
Formatting the page
To format the handout pages:
1. Be sure you are in Handouts view. (Click the Handouts tab in the
work area or select View > Handout Page from the menu bar.)
2. Select Format > Page from the main menu, or right-click on the
handout and select Slide > Page Setup from the pop-up menu.
3. On the Page Setup dialog, set the paper size, orientation (portrait or
landscape), margins, and other parameters.
4. Click OK to close the dialog.
Printing the handouts
1. Choose File > Print from the menu bar.
2. Click the Options button on the Print dialog.
3. In the Contents section of the Printer Options dialog, make sure that
only the Handouts checkbox is selected (Figure 4-39).
4. Click OK to save the change and return to the Print dialog.
5. On the Print dialog, you can select which slides to include in the
handouts. In the Print range section (Figure 4-40), select Pages and
specify the slide numbers to be included. Any numbers entered
here correspond to slides, not pieces of paper.
143
Figure 4-39 Select Handouts for printing
Figure 4-40 Choose which slides to print
4.11 Slide shows : transitions,
animations and more
OpenOffice.org Imoress gives you the tools to organize and display a
slide show, including:
• What slides to show and in what sequence
• Whether to run the show automatically or manually
• Transitions between slides
• Animations on individual slides
• Interactions: what happens when you click a button or link
Most tasks associated with putting together a show from your slides are
best done in Slide Sorter view. Choose View > Slide Sorter from the
menu bar or click the Slide Sorter tab at the top of the workspace. All
of your slides appear in the workspace; you may need to scroll
to see them all.
Choosing basic settings for a slide show
Basic settings for a slide show include which slide to start from, the way
you advance the slides, the type of presentation, and pointer options.
Choose Slide Show > Slide Show Settings. The Slide Show dialog (Figure
4-41) appears.
144
Figure 4-41 Choosing slide show settings
Hiding slides so they do not appear in a show
You may not want to show all of the slides in a particular show. You can
either hide some of the slides or set up a custom slide show. Which
method is best depends on your needs. For example, you may have
draft slides that you will show when they are finished, or you may have
some slides that contain information for yourself, not your audience.
To hide a slide:
1. In the Slides pane, or in Slide Sorter view, select the slides that you
want to hide.
2. Click the Show/Hide Slide icon on the Slide View toolbar, or choose
Slide Show > Show/Hide Slide. The slide number now has a box
around it, with a line through it, so indicate that it is hidden (see
Figure 4-42). The slide remains in the file.
145
Figure 4-42 Slide 2 is hidden
To show a hidden slide:
1. In the Slides pane, or in Slide Sorter view, select the hidden slides
that you want to show.
2. Click the Show/Hide Slide icon on the Slide View toolbar, or choose
Slide Show > Show/Hide Slide.
Setting up a custom slide show
To set up a custom slide show:
1. Choose Slide Show > Custom Slide Show from the menu bar.
2. On the Custom Slide Shows dialog (Figure 4-43), select the Use
Custom Slide Show checkbox and click New.
Figure 4-43 Start here to define or change a custom slide show
3. On the Define Custom Slide Show dialog (Figure 4-44), type a name
for the new custom show. Then, in the Existing slides list, select the
146
slides to include in the show, in the order you want to show them.
Click the >> button to include the slides in the Selected slides list. In
Figure 4-44, Slide 1 has been included, and Slide 2 has been
selected but not yet included.
Figure 4-44 Defining a custom slide show
Applying a slide transition effect
1. In the Tasks pane, choose Slide Transition (Figure 4-45).
2. In the Slides pane or Slide Sorter view, select the slides to which you
want to apply the transition. If you want the transition to applyto all
slides, you do not need to select them first.
3. In the Apply to selected slides list, select a transition.
4. Modify the selected transition by changing the speed or adding a
sound, in the Modify transition area.
5. If you choose to play a sound, select it in the Sound list. The Loop
until next sound checkbox now becomes active. Select this
checkbox to play the sound repeatedly until another sound starts.
6. Choose how to advance to the next slide: manually (on mouse
click) or automatically. If you choose automatically, you can specify
how long the slide remains visible before it automatically advances
to the next slide.
7. If you want the effect you just defined to apply to all slides in the
show, click the Apply to All Slides button.
8. To preview the transition effect, click the Play button.
9. To start the slide show from the current slide (so you can see all the
transitions), click the Slide Show button.
147
Figure 4-45 Task pane, showing Slide Transition page
Removing a transition effect
1. Select the desired slides.
2. Choose No Transition in the list on the Slide Transition page of the
Tasks pane.
Applying an animation
effect
1. In Normal View, display the desired slide. Select the object you want
to animate.
2. In the Tasks pane, choose Custom Animation (Figure 4-46).
148
Figure 4-46 Task pane, showing Custom animation page
3. Click Add. The Custom Animation dialog (Figure 4-47) appears.
Choose an effect from one of the pages of this dialog, and choose
the speed or duration of that effect.
149
Figure 4-47 Custom animation dialog. Choices may vary depending on the selected
object, for example, pictures and text have different Emphasis choices
•
To choose the starting animation for the object, for example Fly In or
Dissolve In, use the Entrance page.
• To choose an effect such as a different font color or blinking text,
use the Emphasis page.
• To choose the effect when leaving this object, use the Exit page.
• To choose the direct of movement of an animation, use the Motion
Paths page.
4. Click OK to save the effect and return to the Custom Animation
page on the Task pane. Here you can choose how to start the
animation, change the speed, and some additional properties of
the selected effect.
Starting an animation effect
You have three choices for starting an animation effect:
On click—the animation stops at this effect until the next mouse click.
With previous—the animation runs at the same time as the previous
animation.
After previous—the animation runs as soon as the previous animation
ends.
150

Zurina Saaya Mohd Fairuz Iskandar Othman

Transcription

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