Office Productivity Suite

Copyright © 2006
Pakistan Software Export Board (G) Limited

Ministry of Information Technology
Government of Pakistan
Printing
Artland Communications, Lahore. September 2006
Published by
Pakistan Software Export Board
The Funding Agency

This open source toolkit is funded by the Open Source Resource Center (OSRC) project of
the Pakistan Software Export Board (PSEB). PSEB is the entity within Government charged
with the task of enhancing exports of software and IT enabled services (ITES) from Pakistan.
PSEB is a guarantee limited company totally owned and funded by the Government of
Pakistan. Any questions or comments about this toolkit may be directed to PSEB Islamabad
at 92-51-111-333-666 or through e-mail at osrc@pseb.org.pk.
Disclaimer
This toolkit is published by the PSEB for members of the IT industry and the public-at-large.
The toolkit’s compilers, or the editor, are not responsible, in any way possible, for the
errors/omissions of this toolkit. The OSRC does not accept any liability for any direct and
consequential use of this toolkit or its contents. The contents of this toolkit may be distributed
only subject to the terms and conditions set forth in the Open Publication License v 1.0 or
later. The latest version is presently available at http://opencontent.org/openpub/
i
TABLE OF CONTENTS
INTRODUCTION...............................................................................................................................................1
INSTALLING OPENOFFICE.ORG.....................................................................................................2
1. INSTALLATION STEPS..................................................................................................................................3
WRITER: WORD PROCESSOR........................................................................................................15
1. INTRODUCTION.........................................................................................................................................16
1.2. What is a Word Processor?.........................................................................................................16
2. OPEN AN OPENOFFICE.ORG 1.0 DOCUMENT...............................................................................................16
2.1. Work With And Save As A 1.0 Document ...................................................................................16
2.2. Convert An OpenOffice.org 1.0 Document To An OpenOffice 2.0 Document............................16
3. INSTALLATION OF OPENOFFICE.................................................................................................................17
3.1. If Check Marks Are Not Added At Installation............................................................................17
3.2. If Check Marks Are Added At Installation...................................................................................17
3.3. Open Microsoft Word Files With A Microsoft Application.........................................................17
3.4. Save Files.....................................................................................................................................17
3.5. Icons.............................................................................................................................................18
3.6. Change The Method For Opening Microsoft Files.....................................................................18
3.7. Sending Files To Others..............................................................................................................18
4. INTRODUCTION TO STYLES.........................................................................................................................18
4.1. A few examples............................................................................................................................18
4.2. Paragraph Styles.........................................................................................................................19
4.3. Page Styles And Paragraph Styles..............................................................................................19
4.4. The Default Paragraph Style.......................................................................................................19
4.5. Modify and Apply The Title Paragraph Style..............................................................................19
4.6. Modify and Apply The Heading 1 Paragraph Style.....................................................................19
4.7. Modify and Apply The “Heading 2” Paragraph Style................................................................19
5. PAGE STYLES..........................................................................................................................................20
5.1. Select The Paper Size Used By The Default Page Style..............................................................20
5.2. Create New Page Styles: Page 1, Page 2, Page 3, and Page 4...................................................20
5.3. Modify And Apply The Heading 1 Paragraph Style And Add Paragraphs.................................21
5.4. Add A Second Page/Apply The Page Style Named Page 2..........................................................21
5.5. Modify and Apply The Heading 2 Paragraph Style And Add Paragraphs..................................21
5.6. Modify And Apply The Heading 3 Paragraph Style And Add Paragraphs.................................22
5.7. Change Words Within A Paragraph Style...................................................................................22
5.8. Apply The Heading 2 Paragraph Style And Add Paragraphs.....................................................22
5.9. Apply The Heading 3 Paragraph Style And Add Paragraphs.....................................................22
5.10. Apply The Page Styles Named Page 3 and Page 4....................................................................22
5.11. Create A Table Of Contents.......................................................................................................23
5.12. Update A Table Of Contents......................................................................................................23
6. PAGE STYLE NAMED PORTRAIT AND PAGE STYLE NAMED LANDSCAPE...........................................................23

6.1. Apply the Page Styles, Portrait and Landscape..........................................................................24
6.2. Close File.....................................................................................................................................24
7. SELECT INDEX ENTRIES IN THE “SAMPLE DOCUMENT”..................................................................................24
7.1. Field Shadings In The “Sample Document”...............................................................................25
7.2. Create A Table Of Contents In The “Sample Document”...........................................................25
7.3. Create An Alphabetical Index In The “Sample Document”........................................................26
7.4. Update An Index..........................................................................................................................26
7.5. Delete An Index............................................................................................................................26
8. HEADING................................................................................................................................................26
8.1. Modify The "Heading 1" Paragraph Style...................................................................................26
8.2. Add Paragraphs After "My Classes"...........................................................................................27
8.3. Modify And Apply the Heading 2 Paragraph Style For "English"..............................................27
8.4. Modify And Apply the "Heading 3" Paragraph Style For "Verbs".............................................27
8.4.1. Add Paragraphs After "Verbs".........................................................................................................27
8.4.2. Apply The Heading 3 Paragraph Style For "Nouns".........................................................................27
8.4.3. Add Two Paragraphs After "Nouns"................................................................................................27
8.4.4. Apply The Heading 3 Paragraph Style For "Paragraphs".................................................................27
i
8.4.5. Add Paragraphs After the Heading 3 Paragraph Style, "Paragraphs"................................................28
8.4.6. Add More Paragraphs After The Heading 3 Paragraph Style, "Paragraphs".....................................28
8.4.7. Apply The "Heading 2" Paragraph Style For "Math".......................................................................28
8.4.8. Add One Paragraph After the Heading 2 Paragraph Style, "Math"...................................................28
8.4.9. Apply The Heading 3 Paragraph Style For "Addition".....................................................................28
8.4.10. Add A Paragraph After "Addition".................................................................................................28
8.4.11. Apply The Heading 3 Paragraph Style For "Subtraction"...............................................................28
8.4.12. Add A Paragraph After The Heading 2 Paragraph Style, Subtraction.............................................28
9. CREATE A TABLE OF CONTENTS...............................................................................................................28
9.1. Modify And Apply the Contents Heading Paragraph Style.........................................................28
9.2. Add More Entries Into The Table Of Contents...........................................................................29
9.3. Update The Table Of Contents....................................................................................................29
9.4. Editing or Deleting Entries in The Table of Contents.................................................................30
9.4.1. Add Hyperlinks To The Table Of Contents......................................................................................30
9.4.2. If you have NOT inserted a Table of Contents.................................................................................30
9.4.3. If you have already inserted the Table of Contents...........................................................................31
10. CREATE A TABLE..................................................................................................................................31
10.1. Use AutoFormat To Create A Table..........................................................................................31
10.2. Use AutoText To Store A Table.................................................................................................32
10.2.1 Create The AutoText.......................................................................................................................32
10.3. Insert Row(s) .............................................................................................................................32
10.4. Insert Column(s)........................................................................................................................32
10.5. Delete Rows Or Columns...........................................................................................................33
10.6. Merge Cells................................................................................................................................33
10.7. Split Cells...................................................................................................................................33
10.8. Resize/Move The Table..............................................................................................................33
10.9. Merge Tables.............................................................................................................................33
10.10. Split Table................................................................................................................................33
10.11. Convert Text To Table and Table to Text................................................................................33
10.12. Delete A Table.........................................................................................................................34
11. TEMPLATE PARAGRAPH STYLES................................................................................................................34
11.1. Text and Text Body Indent.........................................................................................................35
11.2. Save The Template.....................................................................................................................35
11.3. How To Delete A Template........................................................................................................36
11.4. How To Make Your Template The Default Template................................................................36
11.5. How to Create a New Default Template....................................................................................37
11.6. Save A Template In The "My Documents" Folder.....................................................................37
11.7. Edit A Template Saved In The "My Documents" Folder...........................................................38
11.8. Organize Templates / Import A .................................................................................................39
11.9. Save A Template in the "My Templates" Folder........................................................................40
11.9.1. Edit A Template Saved In The "My Templates" Folder.................................................................40
11.10. Delete A Template....................................................................................................................41
11.10.1. In The My Documents Folder.......................................................................................................41
11.10.2. In The My Templates Folder........................................................................................................41
CALC: SPREAD SHEET......................................................................................................................42
1. INTRODUCTION.........................................................................................................................................43
1.2. What is a Spreadsheet?................................................................................................................43
1.3. What are Spreadsheets used for?................................................................................................43
2. GETTING STARTED...................................................................................................................................43
2.1. Entering Data..............................................................................................................................44
2.2. Selecting cells..............................................................................................................................44
2.3. Using Formulas...........................................................................................................................44
2.4. Spreadsheet Math........................................................................................................................45
2.5. A Simple Application...................................................................................................................46
2.6. Borders and Shading...................................................................................................................49
2.7. Charts..........................................................................................................................................49
2.8. Printing........................................................................................................................................51
3. SUMMARY...............................................................................................................................................52
IMPRESS: PRESENTATION..............................................................................................................53
1. INTRODUCTION.........................................................................................................................................54
1.1. Use a Template............................................................................................................................54
1.2. Save and Close Your Presentation..............................................................................................56
Office Productivity Suite ii

1.3. To Watch "My Slide Show" at a Later Time................................................................................57
2. RESTART A PRESENTATION AUTOMATICALLY................................................................................................57
2.1. Convert PowerPoint to Impress Presentation.............................................................................58
3. FONTWORK GALLERY...............................................................................................................................59
3.1. Create The Fontwork...................................................................................................................59
3.2. Resize, Change the Style, Or Move The Fontwork......................................................................60
3.3. Custom Animation.......................................................................................................................63
3.4. Save File for Future Use..............................................................................................................65
4. AUTOMATE SLIDES IN YOUR PRESENTATION................................................................................................65
iii
Introduction
This open source toolkit has been developed by the Open Source Resource Center (OSRC),
a project of the Ministry of Information Technology (MoIT). This toolkit contains step-by-step
manuals related to open source applications for databases, application servers, desktop
applications, office productivity suites, Enterprise Resource Planning (ERP) and Customer
Relationship Management (CRM) software, and open source desktop applications for the
Microsoft Windows platform. A set of CDs, including some Linux distributions and other
applications, forms an integral part of this open source toolkit.
I would like to thank the OSRC team, including Mr. Abubakar Shoaib, Mr. Iftikhar Ahmad, Mr.
Muhammad Hammmad, Mr. Muazzam Ali, Mr. Sher Shah Farooq, and Mr. Qandeel Aslam,
who have compiled this toolkit; and Miss Seema Javed Amin, who has edited it. The OSRC
would especially wish to thank PSEB’s Director (Projects) Mr. Nasir Khan Afridi, Former
Project Manger(OSRC) Mr. Osman Haq and Ministry of Information Technology's Member
(IT) Mr. M. Tariq Badsha for their generous moral support, without which this toolkit would
never have been completed.
This is the first edition of this toolkit, and the OSRC hopes to continue to improve it with the
help of your feedback and comments.
Sufyan Kakakhel
Open Source Resource Center,
Pakistan Software Export Board,
2nd Floor, ETC, Agha Khan Road, F-5,
Islamabad, Pakistan.
Ph: +92-51-9208748
Fax: +92-51-9204075
Email: skakakhel@pseb.org.pk
http://www.osrc.org.pk
Open Source Software Training Toolkit 1

Installing OpenOffice.org
Office Productivity Suite 2

1. Installation Steps
1. Go to the http://www.openoffice.org
2. Click on download openoffice.org version 2.0.x
3. Using the drop down menu, select:
• Language = English
• Operating System=Windows
• Download site = A site of your choice (scroll down and choose any mirror)

4. At this message click on Continue to Download
5. Click save to disk then click OK

6. Choose a location for example C drive and click save
7. Double click on OOo_2.0.1_Win32Intel_install.exe.

8. Click Next
9. Choose a location where you want OpenOffice to unpack the files and click on
Unpack
10. Just rest your back and do nothing. Relax

11. Click Next
12. You can simply choose “I accept the terms in the license agreement” and click Next,
but it is recommended that you should scroll down and read the agreement at least
once.

13. If there is more than one person who uses your computer, you can opt if you want to
allow them to use the OpenOffice or not. Let’s install the OpenOffice for all users.
Select the all users’ option and click Next.
14. If you choose “Complete”. This will install all the components of OpenOffice i.e Writer,
Calc, Impress, Base and Maths. Choosing this and clicking next will lead you to step
17. Lets see what happens if we choose “Custom”

15. click on the plus sign of each component and see what you want to install and what
you don't want. If you do not want a specific component or a whole module just click
on the icon and select the cross (X). That particular module will not be installed
16. We do not want the Base and Math. So we exclude them from the list. Now we are
going with installation of Writer, Calc, Draw and Impress only.

17. Select the document format that OpenOffice should open other than open document
format.
18. Click install. Once you clicked Install, you will not be able to go back and make any
changes in configurations.

19. Rest back and relax. This will take some moments depending upon your system
speed.
20. Congratulations! You have installed the OpenOffice successfully. Click finish to end
the installation.

21. Go to start menu. You will see the “OpenOffice.org 2.0 link and all the installed
modules in Start > Programs > OpenOffice.org2.0. Click on “OpenOffice.org Writer” to
start the open source word processing application.

22. Your Application loads

23. Welcome to the world of open source.

Writer: Word Processor

1. Introduction
Welcome to OpenOffice.org Writer. Writer is a word processor program like Microsoft Word,
WordPerfect, and KWord. The purpose of this tutorial is to teach basic word processor skills
to someone who has never used such software. Intermediate and advanced topics will be
covered in other tutorials.
This tutorial assumes that you already have basic computer skills. If not, you should do the
"No Computer Experience" tutorial. You will find the tutorial at www.tutorialsforopenoffice.org
The path is: Home Page > Standard Tutorials > Writer > No Computer Experience
1.2. What is a Word Processor?

A word processor (also more formally known as a document preparation system) is a
computer application used for the production (including composition, editing, formatting, and
possibly printing) of any sort of viewable or printed material.
2. Open An OpenOffice.org 1.0 Document

Either Double-click on the file or Click on the file > Right-click > Open. The file will open in
the 1.0 format; however, all the features of 2.0 can be used when working with the file. This
happens even if 2.0 is the only version of OpenOffice on your computer.
2.1. Work With And Save As A 1.0 Document

In the file, make the entries of your choice.
Click File > Save As. In the “Save as type:” box, select “OpenOffice.org 1.0 Text
Document” > Save.
If you have not added formatting or content that cannot be saved in the 1.0 format, the
file will be saved.
If you have added formatting or content that cannot be saved in the 1.0 format, you will
get a message with a Yes or No choice. If you click Yes the file will be saved in 1.0
and some of the formatting or content will not be saved correctly. If you click No, the
file can be saved in 2.0. The original 1.0 file will still be on your computer; however
none of the changes made in step 1 above will be in that file.
2.2. Convert An OpenOffice.org 1.0 Document To An OpenOffice 2.0 Document

Click File > Save As.
In the Save in: box, click My Documents (if it is not already selected.)
The name of the document will be in the File name: menu box and the words,
OpenOffice.org Text Document (.sxw), will be in the Save as type: menu box.
In the File name: menu box, you may type a new name for the document or use the same
name. The same name may be used for both 1.0 and the 2.0 file. The file extensions
(.sxw or .odt) and the icons associated with the files will indicate which file is an
OpenOffice.org 1.0 (.sxw) file and which file is an OpenOffice 2.0 (.odt) file.
Click on the on the right side of the Save as type: menu box. The pull-down menu
appears. Scroll until the words, OpenDocument Text (.odt), appear at the top of the
list. Click on OpenDocument Text (.odt). (To scroll, move the pointer of the mouse on
the selections on the pull-down menu.)
You can make changes to the document or you can save the document without any
changes.
Click on the Save button. The
document is saved as an
OpenOffice 2.0 (.odt) file. The
OpenOffice.org 1.0 file is still
available.
Click File > Close. If you have
made any changes, you will see
a message
Click Save.
Both OpenOffice and Microsoft Office work very well on your computer.

It can be confusing when you are opening and closing files on your computer. It can
appear as if your Microsoft files are converted to OpenOffice files and you want the
MS files back.
There can be confusion when you send your files to other people. The other people
cannot open the files you gave them
This tutorial has information on opening and closing files when both Microsoft Office and
OpenOffice are on your computer. The tutorial also explains how to send your files to other
people who do not have OpenOffice on their computers.
3. Installation Of OpenOffice
When OpenOffice is installed, the following is done:
You are asked to make a choice “Select the file types that OpenOffice.org 2.0 will
automatically open”
There are three file types shown: “Microsoft Word Documents”, “Microsoft Excel
Spreadsheets”, and “Microsoft Power Point Presentations”. You may or may not
place a check mark before one or more of the three file types.
3.1. If Check Marks Are Not Added At Installation

IF check marks are NOT added, Windows opens Microsoft files into a Microsoft format
(.doc, .xls, and ,ppt) and NOT into an OpenOffice format.
IF check marks are NOT added, OpenOffice opens Microsoft files into the Microsoft
format. Click File > Open and then click on the name of the file.
3.2. If Check Marks Are Added At Installation

1. IF check marks ARE added, files in the Microsoft format can be opened from within a
Microsoft application.
2. IF check marks ARE added, OpenOffice opens Microsoft files (.doc, .xls, .ppt) into the
OpenOffice format. Any Microsoft file thus opened is still on the computer in the
original Microsoft format.
3.3. Open Microsoft Word Files With A Microsoft Application

1. IF check marks were NOT added, and you are in Microsoft Word, you may open the
files normally.
2. IF check marks were NOT added, you can open MS Office files from within
OpenOffice normally. You can then work with the files and save them in any format of
your choice (Use File > Save As)
3. IF check marks WERE added and later you want to “Undo” the check marks so that
Microsoft Word now opens Microsoft Word files by either Clicking Start > My
Documents then clicking on the name of the file, or by using Windows Explorer and
clicking on the name of the file, see the last section, Change The Method For
Opening Microsoft files, at the bottom of this tutorial.
3.4. Save Files

1. IF you are working in Microsoft Word, do a normal “Save”. The file will be saved in the
Microsoft format.
2. IF you are working in OpenOffice, you can choose to save the file in either the
Microsoft format or in OpenOffice format. (Click File > Save As. In the “File type:”
box, select the format of your choice.)
3. IF you have opened a Microsoft document in OpenOffice and have made no changes
to the Microsoft document (.doc) and click File > Close, the file will be saved in the
Microsoft format, (.doc) IF you have made changes to the Microsoft document, ( .doc)
and click Close, you will get a choice to Save , Discard, or Cancel.
4. IF you click Cancel, the option of closing is canceled and you will go back into the
document.
5. IF you click Discard, the Microsoft file will be saved in the Microsoft format, (.doc) and
the changes will be lost.
6. IF you click Save, you will get this message:

3.5. Icons
The icon of a file indicates what application Windows uses to open the file.
1. IF check marks are NOT added, the icon for a Microsoft file will be the Microsoft icon.
2. IF check marks ARE added, the icon for a Microsoft file will be the OpenOffice icon.
Even though the OpenOffice icon appears for a file with a Microsoft extension (DOC,
XLS, PPT), that file on the hard-drive is still in a Microsoft format.
3.6. Change The Method For Opening Microsoft Files

1. Click on any Microsoft Word file by using either clicking Start > My Documents then
clicking on the name of the file, or by using Windows Explorer and clicking on the
name of the file. (The Microsoft Word file is highlighted in “My Documents” or in
“Windows Explorer”.)
2. Right-click on the name of the file. Click on Open With > Program. (You will see a
list of programs OR The Open With window will appear that has a list of programs.)
3. Click on Microsoft Word.
4. Click in the box before the words, “Always use the selected program to open this kind
of file”. (A check mark is placed in the box.)
5. Click OK.
3.7. Sending Files To Others

If you send a file in the OpenOffice format and the receiving person has Microsoft Office
and/or Word and does not have OpenOffice, the file cannot be opened by the other person.
Save your files that will be sent to other people in a Microsoft format.
File > Save As > In the “Save as type:” pull-down menu, select Microsoft Word 97/2000/XP
(.doc)
4. Introduction to Styles
Styles make OpenOffice Writer Easy To Use and provide Powerful Capability. Styles provide
Consistency throughout documents. Styles determine how Just About Anything appears in
OpenOffice Writer.
4.1. A few examples

The above words, Introduction to styles and A few examples, are centered, bigger, and in
bold. The paragraphs below the words start at the left margin and are not in Bold.
• Styles can cause all pages to be numbered or just some pages to be numbered.
• Styles can cause the margins to be different on the same page or different on
different pages.
• Styles can make tables, columns, calculations, and/or graphics appear in a
document.
• Styles can create a table of contents, indexes, footers, and footnotes.
Note: The following tutorials have information about Styles.

4.2. Paragraph Styles
When a new text document is opened, there is only one Paragraph Style activated. This
tutorial activates additional Paragraph Styles. These Paragraph Styles allow various titles
(headings) to be added throughout the document. The Paragraph Styles allow a Table Of
Contents to be created easily.
4.3. Page Styles And Paragraph Styles

Page Styles determine how the overall page looks. Paragraph Styles determine how different
paragraphs within a page look.
When a New Text Document is opened, a Page Style and a Paragraph Style are in effect.
Both styles have the same name (Default) which can be confusing.
4.4. The Default Paragraph Style

The “Apply Styles” menu is located on the Formatting Toolbar on the right and has the word
“Default” in the dialog box. The word “Default” in the dialog box means that the Paragraph
Style named “Default” is in effect within the Page Style named Default.
4.5. Modify and Apply The Title Paragraph Style

1. Type My Pets.
2. Click Format > Styles and Formatting. The "Styles and Formatting" window
appears.
3. Click Paragraphs Styles. The "Paragraph Styles" menu appears. (The list of words
in the window is the names of Paragraph Styles that are available for use with
paragraphs.)
4. Right-click Title. A small menu appears.

5. Click Modify. The "Paragraph Style: Title" window appears.
6. Click the Alignment tab. In the “Options” section, click Center. (A dot appears before
the word “Center”.) Click the Font tab. If it is not already selected/highlighted, click
Arial ("Font) > Bold ( “Typeface”) > 24 pt. (“Size”) > OK.
7. Double-click Title. The words, "My Pets", move to the center.
4.6. Modify and Apply The Heading 1 Paragraph Style

1. Type My Cats.
2. Click Format > Styles and Formatting. The "Styles and formatting" window appears.
3. Click Paragraphs Styles. The "Paragraph Styles" menu appears.
4. Right-click Heading 1. A small menu appears.

5. Click Modify. The "Paragraph Style: Heading 1" window appears.
6. Click the Alignment tab. In the “Options” section, click Center. (A dot appears before
the word “Center”.) Click the Font tab. If it is not already selected/highlighted, click
Arial ("Font) > Bold ( “Typeface”) > 20 pt. (“Size”) > OK. .
7. Double-click Heading 1. The words, "My Cats", move to the center.
4.7. Modify and Apply The “Heading 2” Paragraph Style

1. Type Garfield.
2. Click Format > Styles and Formatting. The "Styles and Formatting" window appears.
3. Click Paragraphs Styles. The "Paragraph Styles" menu appears.

6. Click the Alignment tab. In the “Options” section, click Left. (A dot appears before the
word “Left”). Click the Indent & Spacing tab. In the “Indent” section, in the “Before
text” dialog box, type .50. Click the Font tab. If it is not already selected/highlighted,
click Arial ("Font) > Bold ( “Typeface”) > 14 pt. (“Size”) > OK.
7. Double-click Heading 2. The word, "Garfield", is indented and is smaller.

5. Page Styles
Click File > New > Text Document. The file, Untitled1 – OpenOffice.org Writer, appears. At
the bottom of the screen, there are the words, “Page 1/1” and “Default”. The words, “Page
1/1”, mean there is one page in this document. The word, Default, means the Page Style
named “Default” is in effect.
On the Formatting Toolbar, in the “Apply Styles” menu box, the word, “Default”, means the
Paragraph Style named “Default” is in effect.
5.1. Select The Paper Size Used By The Default Page Style
1. Click Format > Page. The Page Style: Default window appears.
2. Click the Page tab. The "Page" window appears.
3. In the Paper format section in the Format menu, select the name of a paper size. (To
see the list of selections in the “Format” menu, click on the . Users in the UK would
select "A4" which is the standard paper used in the UK. This tutorial is being written
for the USA standard paper size.)
4. Click Letter > OK. The “Width” is set to 8.50 inches and the “Height” is set to 11.00
inches. The flashing cursor appears back on the page.
5.2. Create New Page Styles: Page 1, Page 2, Page 3, and Page 4
1. Click Format > Styles and Formatting. The “Styles and Formatting window appears.
2. Click Page Styles. The "Page Style" window appears.
3. Click the New Style From Selection icon > New Style from Selection. The "Create
Style" window appears.
4. In the dialog box under Style Name, type "Page 1". Click OK. You will see the new
Page Style, Page 1, that you just created in the box below the "Style Name" dialog
box.
5. In the list of Page Styles, double-click Page 1. (The cursor, , is at the top of the
page. The words, “Page 1/1” and “Page 1”, appear at the bottom of the screen.
“Page1/1” means the cursor is on the first page of a one page document. “Page 1”
means the Page Style called “Page 1” is in effect.)
6. Click the New Style From Selection icon > New Style from Selection. The "Create
Style" window appears.
Page Style, "Page 2", that you just created in the box below the "Style Name" dialog
box.
8. Click the New Style From Selection icon > New Style from Selection.
box.

10. In the Styles and Formatting window, right-click Page 3. Click Modify > Columns.
In the Columns menu box. click on the to change the number to 2. Click OK.
box.
13. In the Styles and Formatting window, right-click Page 4. Click Modify > Page.
Under Orientation, click Landscape. A dot appears in the circle before Landscape.
14. Click OK.
5.3. Modify And Apply The Heading 1 Paragraph Style And Add Paragraphs
“Heading” Paragraph Styles are used to create a title above paragraphs.
1. Click the Paragraphs Styles icon (if the "Paragraph Styles" menu is not already
there). The "Paragraph Styles" menu appears. (The list of words in the window is the
names of Paragraph Styles that are available for use with paragraphs.)

4. Click the Alignment tab. In the “Options” section, click Center. A dot appears before
the word “Center”.
5. Click the Font tab. If it is not already selected/highlighted, click Arial ("Font) > Bold
( “Typeface”) > 20 pt. (“Size”) > OK.
6. Type the words, My Classes.
7. In the Styles and Formatting window, double-click Heading 1. The words “My
Classes.” move to the center of the line.
8. Press the Enter key. (The cursor moves down two lines. The Paragraph Style named
“Text body” goes into effect. When any Paragraph Style with the word “Heading” in its
name is activated and the Enter key is pressed, the cursor goes down two lines and
the Paragraph Style named “Text body” is activated. The Paragraph Style “Text body”
automatically changes the font to “Arial”, changes the font size to “12” and does not
activate “Bold”. Look at the Formatting toolbar (4th line from the top of the screen) to
see the words, Text body in the "Apply Style" menu box, the words, Arial in the "font
name" menu box, and 12 in the "font size" menu box,)
9. Type the words, These are my classes. “These are my classes” are different than
the words “My Classes”. The Paragraph Style, “Heading 1”, is in effect for “My
Classes” while the Paragraph Style, “Text body”, is in effect for the words “These are
my classes”.
10. Press Enter. Type the words, I will make a list of my classes.
5.4. Add A Second Page/Apply The Page Style Named Page 2

1. Add a page break. Click Insert > Manual Break. Under Type, verify that there is a
dot in the circle before Page break.
2. In the menu box under Style, click the and select Page 2. Click OK. The cursor is at
the top of the page. (The words “Page 2/2” and “Page 2” appear at the bottom of the
screen. “Page2/2” means the cursor is on the second page of a two page document.
“Page 2” means the Page Style called “Page 2” is in effect.)
5.5. Modify and Apply The Heading 2 Paragraph Style And Add Paragraphs
1. Type the word, English.
2. Right-click Heading 2. Click Modify. The “Paragraph Style: Heading 2” window
appears. Click the Alignment tab. In the “Options” section, click Left. (A dot appears
before the word “Left”.) Click the Indent & Spacing tab. In the “Indent” section, in the
“Before text” dialog box, type .50. Click the Font tab. If it is not already
selected/highlighted, click Arial ("Font) > Bold ( “Typeface”) > 14 pt. (“Size”) > OK.
(To change the numbers in the dialog box, click repeatedly on the until .50” appears
in the “Left” dialog or you can highlight the numbers and type .50" or press Delete
enough times to delete the number and type the number.

3. In the list of Paragraph Styles, double-click Heading 2. The word, “English”, is
indented ½ inch and is in bold.
4. Press Enter. Type the words English has many parts then press Enter. The cursor
moves down two lines. The font size is 12 and the words are not in bold.
5.6. Modify And Apply The Heading 3 Paragraph Style And Add Paragraphs
1. Type the word, Verbs
2. Right-click Heading 3. (The “Paragraph Style: Heading 3” window appears.) Click
Modify. Click on the Alignment tab. In the “Options” section, click Left, if it is not
already selected. Click the Indent & spacing tab. Under “Indent”, in the “Before text”
box, change 0.00” to 1.0”. Click the Font tab. If it is not already selected/highlighted,
click Arial ("Font) > Bold ( “Typeface”) > 14 pt. (“Size”) > OK.
3. Double-click Heading 3. The word, “Verbs”, is indented one inch and is in bold.
4. Press Enter. Type the words, Some verbs are active. Press Enter. (The font size is
12 and the words are not in bold.)
5. Type the words, Some verbs are not active. Press Enter.
6. Type the word, Nouns
7. Double-click Heading 3. The word, “Nouns”, is indented one inch and is in bold.
8. Press Enter. Type the words, A person is a noun.
9. Press Enter. Type the words, A place is a noun.
5.7. Change Words Within A Paragraph Style

1. Highlight the word, place, in the sentence, A Place is a noun. Verify that the cursor
is just before or just after the word “place”, press and hold down the mouse button
and drag the cursor over the word “place” and release the mouse button.
2. Click on the Underline icon. The word, "place" is underlined.
5.8. Apply The Heading 2 Paragraph Style And Add Paragraphs

1. Type the word, Math.
2. Double-click Heading 2. The word “Math” is in bold and in size 14 font.
3. Press Enter. Type the words, Math has many parts.
5.9. Apply The Heading 3 Paragraph Style And Add Paragraphs

1. Type the word, Addition.
2. Double-click Heading 3. The word, “Addition”, is indented one inch and is in bold.
3. Press Enter. Type the words, Two plus two equals four.
4. Press Enter. Type the words, Three plus three equals six.
5. Type the word, Subtraction.
6. Double-click Heading 3. The word, “Subtraction”, is indented one inch and is in bold.
7. Press Enter. Type the words Four minus two equals two, then press Enter.
8. Close the Styles and Formatting window. (Click on the "X" in the box in the upper
right corner of the "Styles and Formatting" window.)
5.10. Apply The Page Styles Named Page 3 and Page 4

1. Click Insert > Manual Break. The Insert Break window appears. Under Type, verify
that there is a dot in the circle before Page break.
2. In the menu box under Style, click the default and select Page 3. Click OK. The
cursor is at the top of the page. (The words “Page 3/3” and “Page 3” appear at the
bottom of the screen. “Page 3” means the Page Style called “Page 3” is in effect and
the page has two columns.)
3. Click Insert > Manual Break. Under Type, verify that there is a dot in the circle
before Page break.

4. In the menu box under Style, click the and select Page 4. Click OK. (The "Page 4/4
and Page 4" appear at the bottom of the screen. The "Page Orientation" is changed
to "Landscape". )
5.11. Create A Table Of Contents

Headings can be used to create a Table Of Contents.
1. Click on the first line of the document, just after the words, “My Classes”. (The cursor
appears just after the letter “s”.)
2. Click Insert > Indexes & Tables > Indexes & Tables. The “Insert Index/Table”
window appears. The cursor is flashing in the “Title” box. Click on the to select Table
of Contents if it is not already selected. Uncheck “Protect against manual
changes”. Click OK.
3. The cursor is before the “T” in the Table of Contents. On the Formatting toolbar, click
the Centered icon. The words, “Table of Contents”, are centered.
5.12. Update A Table Of Contents

Changes in the Table of Contents are not automatic. Any time headings are added or
changed in the document, a manual update needs to be made in the Table Of Contents.
1. Type the word, Adverbs, in the section under English. Double-click Heading 3.
2. Click anywhere within the Table Of Contents. The cursor is placed in the Table of
Contents.
3. Right-click. A menu appears.
4. Click Update index/table. ("Adverbs" appears under "English" in the Table of
Contents. The new headings or changes in the headings are changed in the Table of
Contents.)
6. Page Style Named Portrait and Page Style Named Landscape

1. Click File > New > Text Document.
2. Click Format > Styles and Formatting, (The "Styles and Formatting" window appears.)
Click Page Styles.
3. Click the New Style From Selection icon > New Style from Selection. (The "Create
Style" window appears.)

4. In the dialog box under Style Name, type Portrait. Click OK. (You will see the new
Page Style, Portrait, that you just created in the box below the "Style Name" dialog
box. )
5. Click Format > Styles and Formatting > Page Styles.
7. In the dialog box under Style Name, type Landscape. Click OK.
8. In the Styles and Formatting window, right-click Landscape. Click Modify > Page.
Under Orientation, click Landscape > OK. (A dot appears before "Landscape.")
6.1. Apply the Page Styles, Portrait and Landscape

1. Type This is the Default Page Style. The default setting for Orientation is Portrait.
(Page 1/1 and Default appear at the bottom of the page.)
2. Click Insert > Manual Break. Under Type, verify that there is a dot in the circle before
Page break.
3. In the menu box under Style, click the to select Landscape. Click OK. (Page 2/2 and
Landscape appear at the bottom of the page.)
4. Click Insert > Manual Break. In the menu box under Style, click the to select
Portrait. Click OK. (Page 3/3 and Portrait appear at the bottom of the page.)
5. Click Insert > Manual Break. In the menu box under Style, click the to select
Landscape. Click OK. (Page 4/4 and Portrait appear at the bottom of the page.)
6. The document will now have pages 1 and 3 in the Portrait Page Style and pages 2
and 4 in the Landscape Page Style.
6.2. Close File

1. Click File > Close > Discard. When a file has been changed, you will see a
message:
2. The document is no longer on the screen.
7. Select Index Entries In the “Sample Document”

1. In the Sample Document, highlight the words, Paragraph Styles. The words are at
the top of the first section. (To highlight Paragraph Styles, click just before the P and
keep holding the mouse button down as you move the cursor over the words
“Paragraph Styles” then release the mouse button.)
2. Click Insert > Indexes and tables > Entry. (The “Insert Index Entry” window
appears. )

3. In the “Index” pull-down menu, select Alphabetical Index, if it is not already selected.
Click on the words Main Entry. (The highlighted words, "Paragraph Styles", appear in
the "Entry" box. A check mark appears before the words, “Main Entry”.)
4. Click the Insert button. (There is no indication that anything happened.)
5. Highlight the words, Heading 1. Click in the Entry box. ("Heading 1" appears in the
"Entry" box.)
6. In the “1st key” box, type the words, Paragraph Styles.
"Entry" box.)
"Entry" box.)
12. Highlight the words, Modify and Apply. Click in the Entry box. ("Modify and Apply"
appear in the "Entry" box.)
13. In the 2nd Key box, type Heading 1.
19. Click Close. The "Insert Index Entry" window closes.
7.1. Field Shadings In The “Sample Document”

In a document, the entries that have been selected can be seen or not seen.
1. In the Sample Document, click View > Field Shadings. (You will see the highlighted
entries that were selected in "Sample Document".)
2. Click View > Field Shadings again. (The entries will no longer be highlighted.)
7.2. Create A Table Of Contents In The “Sample Document”

In the Sample Document, click after the last word in the title of the document, just after the
words, Working With Paragraph Styles. (The flashing cursor ( ) appears just after the
word, "Styles".)
1. Click Insert > Indexes & Tables > Indexes & Tables. (The “Insert Index/Table”
window appears.)

2. Select the Index/Table tab, if it is not already selected. In the “Type” dialog box ,
select Table Of Contents, if it is not already selected. Uncheck Protected against
manual changes. Click OK. (The "Table of Contents" appears.)
7.3. Create An Alphabetical Index In The “Sample Document”

1. Scroll to the end of the Sample Document. Click Insert > Indexes & Tables >
Indexes & Tables. (The “Insert Index/Table” window appears.)
2. Select the Index/Table tab, if it is not already selected. In the Type dialog box , select
Alphabetical Index, if it is not already selected. Uncheck Protected against manual
changes.
3. If there is a check mark before Combine identical entries with p or pp, click on the
words to remove the check mark. Click OK.
7.4. Update An Index

New entries to the index will not be seen in the index until the index is updated.
1. Click in the index then right-click.
2. Click Update index\Table.
7.5. Delete An Index

An Index can be deleted so that it does not appear in the document. It does not delete the
entries that have been selected. A new index can be made by the "Insert Indexes and Tables"
command.
1. Click in the index then right-click.
2. Click Delete Index/Table.
8. Heading
1. Click File > New > Text Document. ( appears.)
2. Type the words, My Classes.
3. Click Format > Styles and Formatting. (The “Styles and Formatting” window appears.)
Click on the Paragraph Styles icon. (Place your cursor on each icon (the small
pictures) to find 'Paragraph Styles'.)
4. In the Paragraph Styles window, double-click Heading 1. (A heading or sub-title
above a paragraph is considered part of a paragraph. Double-clicking "Heading 1"
activates the “Heading 1” Paragraph Style which is displayed in the “Apply Styles”
dialog box , , on the Formatting Toolbar (the third line from

the top of the screen. The words “My Classes” become bigger and bold. The
Paragraph Style “Heading 1” automatically applies the font type Arial, font size 16,
and Bold. These settings can also be seen on the Formatting Toolbar.)
8.1. Modify The "Heading 1" Paragraph Style

The settings of a Paragraph Style can be changed at any time.
1. In the Paragraph Styles window, right-click on Heading 1, then click the Modify
button, (Right-click means to use the right side mouse button, not the
usual left side button. The “Paragraph Style: Heading 1” window appears.)
( “Typeface”) > 16 pt. (“Size”). These settings can also be seen on the "Formatting
Toolbar" which is the third line from the top of the screen.
3. Click the Alignment tab. In the “Options” section, select (click on) the word Center. A
dot appears before the word “Center” indicating that “Center” has been selected.
Click OK. (The words, “My Classes”, move to the center of the line, appear in bold,
and are 20 pt.)

8.2. Add Paragraphs After "My Classes"
1. Press the Enter key. The Text body Paragraph Style is activated. (The words “Text
body” appear in the “Apply Styles” dialog box. The cursor moves down two lines. The
“Text body” font type is “Arial”, the font size is 12 and Bold is not in use.)
2. Type the words, I go to many classes.
3. Press Enter. (The cursor moves down two lines. When the "Enter" key is pressed in
the text body Style, a new paragraph is started.)
4. Type the words, These are my classes.
8.3. Modify And Apply the Heading 2 Paragraph Style For "English"
1. Press Enter.
2. Type the word, English.
3. Right-click on Heading 2 then click the Modify button. (The “Paragraph Style:
Heading 2” window appears.)
( “Typeface”) > 14 pt. (“Size”).
5. Click the Alignment tab. In the “Options” section, click on the word, Left. (A dot
appears before the word, “Left”, indicating that “Left” has been selected.) Click OK.
6. Click the Indent & Spacing tab. In the “Indent” section, in the “Before text” dialog
box, type .50. (When the “Heading 2” Paragraph Style is activated, the words will be
indented ½ of an inch.)
7. Double-click Heading 2. (This activates the “Heading 2” Paragraph Style. “Heading 2”
appears in the “Apply Styles” dialog box.)
8.4. Modify And Apply the "Heading 3" Paragraph Style For "Verbs"
1. Press Enter.
2. Type the word, Verbs.
3. Right-click on Heading 3 then click the Modify button.
4. Click the Indent & Spacing tab. In the “Indent” section, in the “Before text” dialog
box, type 1.0. (When the “Heading 3” Paragraph Style is activated, the words will be
indented an inch.)
5. Click the Alignment tab, if it is not already selected, click Left. Click the Font tab. If it
is not already selected/highlighted, click Arial ("Font) > Bold ( “Typeface”) > 14 pt.
(“Size”) > OK.
6. Double-click Heading 3. (The word “Verbs” moves to the right. The line is indented 1
inch.)
8.4.1. Add Paragraphs After "Verbs"

1. Press the Enter key. (The cursor moves down two lines. The Paragraph Style “Text
body” is in effect.)
2. Type the words, Some verbs are active then Press Enter. (The cursor moves down
two lines.)
3. Type the words, Some verbs are not active.
8.4.2. Apply The Heading 3 Paragraph Style For "Nouns"

1. Press the Enter key then type the word, Nouns.
2. Double-click Heading 3. (The word “Nouns” is indented and is in bold.)
8.4.3. Add Two Paragraphs After "Nouns"
1. Press Enter then type the words, A person is a noun.
2. Press Enter then type the words, A place is a noun.
8.4.4. Apply The Heading 3 Paragraph Style For "Paragraphs"
1. Press the Enter key then type the word, Paragraphs.

2. Double-click Heading 3. (The word, “Paragraphs”, is indented and is in bold.)
8.4.5. Add Paragraphs After the Heading 3 Paragraph Style, "Paragraphs"
1. Press Enter.
2. Type the words, This is a paragraph, then press Enter.
3. Type the words, This is also a paragraph.
8.4.6. Add More Paragraphs After The Heading 3 Paragraph Style, "Paragraphs"
Press Enter then type the words, This is a first paragraph.

Press Enter then type the words, This is the second paragraph.
8.4.7. Apply The "Heading 2" Paragraph Style For "Math"

Press Enter then type the word, Math.
Double-click Heading 2. (The word, "Math", is indented and is in bold.)
8.4.8. Add One Paragraph After the Heading 2 Paragraph Style, "Math"
1. Press the Enter key.

2. Type the words, Math has many parts.
8.4.9. Apply The Heading 3 Paragraph Style For "Addition"
Press Enter then type the word, Addition.
Double-click Heading 3. ("Addition" is indented and is in bold.)
8.4.10. Add A Paragraph After "Addition"
Press the Enter key.

Type the words, One plus one equals two.
8.4.11. Apply The Heading 3 Paragraph Style For "Subtraction"

1. Press Enter then type the word, Subtraction.
2. Double-click Heading 3.
8.4.12. Add A Paragraph After The Heading 2 Paragraph Style, Subtraction
1. Press the Enter key.

2. Type the words, Four minus two equals two.
9. Create A Table Of Contents

A Table of Contents is done after you complete your document. The headings and sub-
headings in your document become the entries in the Table of Contents.
1. Click after the last word in the title of the document, just after the words, My Classes.
(The flashing cursor appears after the letter “s”.)
2. Click Insert > Indexes & Tables > Indexes & Tables. (The “Insert Index/Table”
window appears.)
3. Select the Index/Table tab, if it is not already selected. In the “Type” dialog box ,
select Table Of Contents, if it is not already selected. Uncheck Protected against
manual changes. Click OK. (The "Table of Contents" appears under the title of your
document.)
9.1. Modify And Apply the Contents Heading Paragraph Style

1. In the Paragraph Styles window, scroll down to Contents Heading. (To scroll down,
put the pointer of the mouse on the and keep clicking on the until the words,
“Contents Heading”, appear at the top of the list.)

2. Right-click on Contents Heading, then click the Modify button. (The “Paragraph
Style: Contents Heading” window appears.)
3. Click the Alignment tab. (The “Alignment” window appears.) In the “Options” section,
click on the word, Center. (A dot appears before the word, “Center” indicating that
“Center” has been selected.) Click the “Font” tab (The “Font” window appears.) and
then click “Arial”, “Bold” and 14pt. > OK.
4. Double-click Contents Heading. (This activates the “Contents Heading” Paragraph
Style. “Contents Heading” appears in the “Apply Styles” dialog box. The words,
“Table Of Contents”, move to the center of the line.)
5. Close the Styles and Formatting window. (Click on the X in the box in the upper
right corner of the window.)
9.2. Add More Entries Into The Table Of Contents

1. Any part of the document may be added to the Table Of Contents.
2. Highlight (select) the words, second paragraph. (Put the cursor just before the letter
“s” then press and hold down the Shift key then press the right-facing arrow key until
both words are selected [have a black background].)
3. Click click Insert > Indexes and Tables > Entry. (The “Insert Index Entry” window
appears. In the “Entry” box are the words “second paragraph”.)
4. In the “Index” box, select Table of Contents, if it is not already there,
5. In the “Level” box select 4.
6. Click the Insert button.
7. Drag the “Insert Index Entry” window out of the way. (Put the cursor anywhere on the
top blue line of the window. Press and hold down the left button of the mouse then
move the mouse in the same direction as the window is to be moved. Release the
mouse button when the window is in the desired location.)
8. Select the words, first paragraph” then click anywhere in the Entry box. (The words
“first paragraph” appear in the “Entry” box.)
9. In the “Level” box, select 4.
10. Click Insert > Close.
9.3. Update The Table Of Contents

Any time a change is made that is included in the Table Of Contents, the Table Of Contents
must be updated. Update the Table Of Contents as follows:
1. Right-click anywhere within the Table Of Contents. (A menu appears.)

2. Click Update Index/table. (The words “second paragraph” and “first paragraph”
appear in the Table Of Contents.)
3. Make the changes in the heading.
4. Right-click anywhere within the Table Of Contents. Click Update index/table. (The
entry in the Table of Contents changes.)
9.4. Editing or Deleting Entries in The Table of Contents

Index entries are inserted as fields into your document. To view fields in your document,
choose View and ensure that Field Shadings is selected.
1. Place your cursor immediately in front of the index entry in your document, second
paragraph. (The "Edit Index Entry" window appears.)
2. Right-click on the entry. Choose Index Entry, in the Entry box, type third
paragraph. ("second paragraph" is in the "Entry" box. "second paragraph" becomes
"third paragraph" in the "Entry" box.) Click OK > Close. (The "Edit Index Entry"
window closes.)
3. Right-click in the Table of Contents. Click Update Index/Table. (The entry is now
"third paragraph" in the Table of Contents. To change "second paragraph" to third
paragraph in your document, highlight "second paragraph" and type "third
paragraph".)
4. Place the cursor immediately in front of the index entry in your document, third
paragraph. Right-click. Click Index Entry. ("third paragraph" appears in the "Entry"
box.) Click Delete.
5. The next Index Entry, "first paragraph" appears in the Entry box. Click Delete.
(The "Edit Index Entry" window closes.)
6. Right-click in the Table of Contents. Click Update Index/Table. ("First paragraph
and third paragraph" are no longer in the Table of Contents".)
9.4.1. Add Hyperlinks To The Table Of Contents

When a word(s) in the Table of Contents is clicked, the cursor will go to where that
information is found. For example. “Add Hyperlinks to the Table of Contents” will be in the
Table of Contents of this tutorial. When in the Table of Contents and the words “Add
Hyperlinks to the Table of Contents” are clicked, the cursor will go to this section on this page.
9.4.2. If you have NOT inserted a Table of Contents

1. Click after the last word in the title of the document. (The Insert Index/Table window
appears.) Select the Index/ Table tab, if it is not already selected. In the “Type”
dialog box , select Table Of Contents, if it is not already selected. Uncheck
Protected against manual changes. Click OK.
2. To make the hyperlinks, click the Entries tab of the window, click to the left of the E
and click Hyperlink, and click after the E and click Hyperlink again. Click All. Click
OK. (The “Table “of Contents appears. All the headings are in “blue and underlined”
and are now “hyperlinks”. When you click on them, you will be taken to that section.)
9.4.3. If you have already inserted the Table of Contents

1. Place the cursor anywhere in the Table of Contents and right-click. (A menu will
appear,) Click Edit Index/table. (The Insert Index/Table window appears.)
2. To make the hyperlinks, click the Entries tab of the window, click to the left of the E
and click Hyperlink, and click after the E and click Hyperlink again. Click All. Click
OK.
3. After doing Step 2 , you will need to right-click in the Table of Contents and click
Update Index/Table. Be careful not to click any of the hyperlinked text in the Table of
Contents. Clicking on a blank space between the text and the page numbers is
usually best. (The "Table "of Contents appears. All the headings are in "blue and
underlined" and are now "hyperlinks". When you click on them, you will be taken to
that section.)
10. Create A Table

1. Click Table > Insert > Table. (The “Insert Table” window appears.)
2. In the Name box, you will see Table1. (This means that this is the first table you
inserted in this document. If you insert another table in this document, the name will
be “Table2”.)
3. Under Size, Columns, click on the to change the number to 5. Under Rows, click on
the to change the number to 5
4. Under Options > Borders > OK. (A table appears that has 5 rows and 5 columns.
There is a check mark by Borders by default. To have a table without the borders
being seen or printed, remove the check mark by Borders.)
10.1. Use AutoFormat To Create A Table

You can use AutoFormat to make your table formats consistent.
1. Click Table > AutoFormat > Black 1. (The “AutoFormat” window appears. On the
left, you will see a list of formatted tables.)
2. At the bottom right, click More. You can change Number, Borders, Fonts , Pattern,
and Alignment. Click each of these to see the changes in the menu box.

3. Click OK. (The table appears in your document. If you cannot see the rows and
columns, click Table > Table Boundaries, a check mark will appear before Table
Boundaries. If you were to print the table now, there would be no lines/borders
around the cells. Table Boundaries can be shown or hidden around table cells. The
boundaries are only visible on screen and are not printed.)
4. In the Black row, type Measurements. “Measurements” appears as white text on the
black background.
5. In the first row in the left column, type 1 cup
6. In the second row in the left column, type 4 cups.
7. In the first row in the right column, type 8 fluid ounces.
8. In the second row in the right column, type 32 fluid ounces.
10.2. Use AutoText To Store A Table

You can store formatted text, text with graphics, tables, and fields as AutoText. You may
create the “AutoText” in a new text document by clicking New > Text Document or you can
create it in the same document where you want to use the table more than once.
10.2.1 Create The AutoText

1. Using the table created below, press CTRL- F10 to make the paragraph marks
visible. ( If your table is at the beginning of the page, you will not see a paragraph
mark above the table. Click in the table to add a space above the table so that the
paragraph mark will be visible above the table. Click in the space after the table so
the paragraph mark will be visible. (You can see the paragraph marks.)
2. Place the cursor to the left of the paragraph mark that is just above the table.
3. Drag down so the entire line just below the table is selected.
4. Click Edit > AutoText or press CTRL-F3 to bring up the AutoText menu. (In the
menu box, there is a list of AutoText.)
5. Click My AutoText, if it is not already selected. In the Name dialog box, type
Measurements as the name for the table.
6. After you type “Measurements”, the suggestion for the shortcut is M or m. (You may
use the suggested shortcut or type a shortcut of your choice.)
7. Click AutoText > New. Check Show preview. Click Insert. (This makes the table an
“AutoText”. You only have to do this once. You can now use the shortcut to use this
table in any document.)
8. Click where you want the table to be inserted.
9. Type the shortcut, M or m, on your document and press F3. (The table will appear in
your document.)
10. To quickly insert AutoText, type the shortcut for the AutoText in your document,
and then press F3. (You can also click the Edit > AutoText, choose the AutoText
that you want to insert and then click Insert.)
10.3. Insert Row(s)

1. To add additional rows, click after the last word in the last column on the right. Press
the tab key. (A row appears after the last row.)
2. To add rows between rows, click in the row in the Table where you wish to add a row
before or after.
3. Click Table > Insert > Rows.
4. Under Insert, Amount, click on the Amount and select the number, 4, for the
number of rows. Under Position, click Before. “After” is the default selection. (4 new
rows are added in the Table.)
10.4. Insert Column(s)

1. Click in the second column, click Table > Insert > Columns.

2. Under Insert, Amount, click on the and click 1.
3. Select the position of column(s) Before > OK. “After” is the default selection. (A
column appears between the original first and second columns.)
10.5. Delete Rows Or Columns

1. Click in one of the empty rows you just added. Click Table > Delete, > Rows. (The
row is deleted.)
2. Click in the empty column you just added. Click Table > Delete > Columns. (The
middle column is deleted.)
10.6. Merge Cells

1. Click in the margin to the left of the one of the rows that you just added. (The row is
highlighted.)
2. Click Table > Merge Cells. (The pointer becomes a small arrow when it is outside
the Table margin. The table row is one long row with just one cell (column).
10.7. Split Cells

1. Click in the left cell (column) of one of the rows you added. Click Table > Split Cells.
(Split Cells window appears.)
2. Under Split cell into, click on the to change the number to 3.
3. Under Direction, click Horizontally > Into equal proportions. (The cell is divided
into 3 equal sections.)
4. Click in the right cell. Click Table > Split Cells. Under Split cell into, click on the to
change the number to 3.
5. Under Direction, click Vertically . (The cell is divided into 3 parts.)
10.8. Resize/Move The Table

By default, tables are the full width of the page. Tables can be resized by dragging the
borders of columns and rows or the border of the Table to change the width. You use the
same method to change the height of the columns and the table. This method can be
frustrating. There is another way.
1. Click Table > Table Properties... > Tables tab. (The “Table Format” window
appears.)
2. Under Properties, Width, click Relative.
3. Click the to change the number to 50%.
4. Under Alignment, click Center > OK. (The Table is smaller and centered. You can
also move the Table to the left or to the right.)
10.9. Merge Tables

Combine two consecutive tables into a single table. The tables must be directly next to each
other and not separated by an empty paragraph. If you choose this command when the
cursor is in the middle of three consecutive tables, you are prompted to select the table that
you want to merge with.
1. Type the shortcut, M. Press F3. A new table appears.
2. Type the shortcut M. Press F3. A second table appears below the first table.
3. Delete the spaces between the two Tables. Click Table > Merge Table The two
Tables become one Table.
10.10. Split Table

Split Table gives you choices of split table with heading or without heading.
1. Click anywhere in the table. Click Table > Split Table > Copy heading. (The Table
splits into two tables. Both tables have the table heading. )
10.11. Convert Text To Table and Table to Text

Writer makes it easy for you to convert from a table to text or text to a table.

1. Type In most cases your eyeglasses will be adjusted by the optical store where
you had your prescription filled. (Start a new Paragraph here) When a local
optical professional is adjusting your eyeglasses for you, it is called a “fitting”.
2. Highlight the text and click Table > Convert > Text to Table > Paragraph (if
Paragraph is not already selected). (The Convert Text To Table window appears.
There is a dot in the circle before “Paragraph”. Under Separate text at , you must
select Tabs or or Semicolon or Other to determine what will be used to divide the
data into different cells. A table appears with each paragraph in its own row.)
3. Click in the table. Type Table > Convert > Table to Text > Paragraph (if Paragraph
is not already selected. The text appears as you typed it.)
4. Highlight the text below, click Table > Convert > Text to Table > Semicolons (if
Semicolons is not already selected). (You will get a table like the one in Step 5 .)
1 inch [in];;2.54 cm
1 foot [ft];12 in;0.3048 m
1 yard [yd];3 ft;0.9144 m
1 mile;1760 yd;1.6093 km
1 int nautical mile;2025.4 yd;1.853 km
1 int nautical mile;2025.4 yd;1.853 km
5. Using the table below, click in the table. Click Table > Convert > Table to Text >
Semicolons (if it is not already selected). (You will get the text in Step 4 .)
1 inch [in] 2.54 cm
1 foot [ft] 12 in 0.3048 m
1 yard [yd] 3 ft 0.9144 m
1 mile 1760 yd 1.6093 km
1 int nautical mile 2025.4 yd 1.853 km
10.12. Delete A Table

1. Click in the table you want to delete.
2. Click Table > Delete > Table.;The table is deleted.
3. To undo "Delete Table", click on the , the "Undo" icon on the Standard
toolbar.
11. Template Paragraph Styles

1. Click File > New > Templates and Documents > Templates. (The “Templates and
Documents” window appears. There is a list of templates you can use. The section on
the left includes choices of “New Document, Templates, My Documents and
Samples”.)
2. Click New Document >Text Document > Open. (The
appears.
3. Press Fll (a keyboard shortcut) or Format > Styles and Formatting. (The “Styles
and Formatting” window appears.)
4. At the top of the Styles and Formatting window, click the Paragraph Styles, ,
icon (the first icon on the left) (In the “Paragraph Styles” window, there is a list of
available “Paragraph Styles”. To see a list of all the Paragraph Styles available, at
the bottom of the window, click the and scroll until you can select All Styles.)
5. At the top of the window, click on the Character Styles. , icon. (A list of all
“Character Styles” available in this document appears.)
6. Click on the page. Type This is a heading. (The cursor appears on the page to
indicate where the typed characters will appear.)
7. In Styles and Formatting, click on the Paragraph Styles, , icon and scroll so
that you can see that there are 11 predefined headings: "Heading, and Heading 1-
10".

8. Double-click Heading 2. (The text you typed should be displayed in 14 point Arial font
with bold and italic. The alignment is “Left”.)
9. Double-click Heading 6. (Your text is now 10 point bold Arial. Note that the name of
the "Style" is displayed in the "Apply Style" dialog box on the "Formatting Toolbar"
(the third toolbar from the top of the screen.)
10. Right-click on Heading 6 in the Paragraph Styles window (A small window appears.
11. Select Modify. (The “Paragraph Style: Heading 6” window appears with twelve tabs.)
12. If it's not already selected, click the Indents & Spacing tab . (Note that you have
complete control over indentations and spacing between lines.)
13. Click the Alignment tab. (The text for 'Heading 6” can be aligned to the left, right,
center or justified.)
14. Click the Font tab. (Use the drop-down menus to see what options are available in
each category by clicking on the to the right of each box. The “Size” may be specified
in percent or in points. To change from percent to points, delete the number in the
upper “Size” box and type a number followed by the letters, pt., such as 25pt. To
change from points to percent, delete the “Size” number and type a number followed
by the percent symbol such as 25%.)
15. Click the Font Effects tab. (Use the drop-down menus to see what options are
available in each category by clicking on the to the right of each box.)
16. Click the Position tab. (Here's how you can handle subscripts and superscripts
(although not usually with a heading)
17. Click the Borders tab. (You can put a border around any text that has the style for
which borders are defined.)
18. Under Line Arrangement, click the icon to the far right.
19. Make the line, 1.00 pts, wide and select the color, Light Blue . (The window will
change to reflect your choices.)
20. Click OK. (The heading in your text now has a thin light blue line at its left.)
21. Right-click Heading 6 and select Modify. Click the Background tab. (Use the drop-
down menus to see what options are available in each category by clicking on the to
the right of each box. Note that the Background tab is used for setting a background
color or a graphic for the style.
22. Click the Drop Caps tab. (Use the drop-down menus to see what options are
available in each category by clicking on the to the right of each box.)
23. Click the Tabs tab. (You can set where the cursor goes when you press the Tab key.
Use the drop-down menus to see what options are available in each category by
clicking on the to the right of each box.)
11.1. Text and Text Body Indent

1. Now let's add more text. Hit ENTER and then type this: In this tutorial you will learn
the various choices you have when you create your own template.
2. Double-click Text Body Indent in the Styles and Formatting menu. (The text you just
typed has been indented 0.20 inches.)
3. Hit ENTER and type: After making your template, you may want to use it as the
default template. (The new text has picked up the style of the paragraph above it.)
4. Double-click Text. (The new text now has its own style with italics and is not
indented.)
11.2. Save The Template

If you save your file at this point, it will contain not only what you typed but also the original
styles and the modified styles.
1. Click File > Templates > Save. The “Templates” window appears.

2. In the New template box, type a name for your template.
3. Under categories, click "My Templates" (if it is not already selected). Click OK.
4. Click File > Close > Discard. (You will get the message below. Clicking "Discard"
closes the document on the screen that you have saved as a template, but the
template itself may be found in the "My Templates" folder and may be used again.
appears at the top of the screen.)
11.3. How To Delete A Template

1. For templates saved in the "My Documents" folder: click File > Open > My
Documents, (The "Open" window appears. In the "Files of type" menu box, you will
see "All files [*.*]". )
2. Right-click on the name of the template file that is to be deleted, Example, then click
delete. (The "Confirm File Delete" popup window below appears. )
3. Click Yes.
4. For templates saved in the My Templates folder, click File > Templates > Organize.
(The “Template Management” window appears.)
5. Double-click My Templates.
6. Click on the template that is to be deleted. Open the Commands pull-down menu.
Click Delete. (The popup window below appears)
7. Click Yes.
8. Click Close. (The 'Template Management" window closes.)
11.4. How To Make Your Template The Default Template

You will want to save your preferences for the page layout to replace the default template that
was in effect when you first downloaded OpenOffice.

1. Create a document with the content, formatting styles, the font name and the font size
of your choice.
2. Click File > Templates > Save. (The Templates window appears.)
3. In the New template box, type a name for the new template.
4. Click Organizer. (The “Organizer” button is the last button on the right.)
5. Double-click on My Templates. (A list of the saved templates appears.)
6. Right-click on the template that you created and choose Set as Default Template.
7. Click Close. (The “Templates” window closes.)
8. When you click on File > New > Text Document, the choices you made in Step 1
will be in effect.
11.5. How to Create a New Default Template

You will want to save your preferences for the page layout to replace the default template that
was in effect when you first downloaded OpenOffice.
1. Create a document with the content, formatting styles, the font name and the font size
of your choice.
2. Click File > Templates > Save.
3. In the New template box, type a name for the new template.
4. Click Organizer. (The “Organizer” button is the last button on the right.)
5. Double-click on My Templates. (A list of the saved templates appears.)
6. Right-click on the template that you created and choose Set as Default Template.
7. Click Close. (The “Templates” window closes.)
8. When you click on New > Text Document, the choices you made in Step 1 will be in
effect.
11.6. Save A Template In The "My Documents" Folder

1. Click File > New > Text Document. ( appears.)
2. Type I am learning to manage Templates.
3. Click File > Save As. (The “Save As” window appears. Only the documents with the
template extension (.ott) will appear in the list below the “Save In:” box.) In the Save
in: pull-down menu box, click My Documents (if it is not already selected). In the Save
as type: pull-down menu box, click OpenDocument Text Template (.ott).

4. In File name: box, type Example. (The name of the file will be “Example”.)
5. Click on the Save button. (The document is still active on the screen.)
6. Click File > Close. (The document is not on the screen.)
11.7. Edit A Template Saved In The "My Documents" Folder

1. Click File > Templates > Edit. (The “Open” window appears.)

2. In the Look in: dialog box, click on the and scroll until you can click the My
Documents folder (if it is not already there). (In the "Files of type:" menu box, you will
see "All files [*.*]")
3. Click on the file, Example. Click the Open button. Change the features of your
choice. (The name of the file appears in the “File name:” pull-down menu box. The
template appears on the screen.)
4. On the menu bar, click File > Close. > Save. (You will get the message below.)
5. When you click Save, the Save As window will appear. Follow the directions for Save
A Template In The "My Documents" Folder in the previous exercise. You may
save the template with the same name or you may choose another name for the
edited template.
11.8. Organize Templates / Import A

1. Click File > Templates > Organize. (The “Template Management” window appears.)
2. In the Template Management menu, double-click My Templates. In the left
“Templates” column there are three folders: “My Templates”, “Presentation
Backgrounds”, and “Presentations”. In the right “Documents” column, when a new
Text Document is opened, the file “Untitled1” appears. Click Commands. In the
Commands pull-down menu. Click Import template.
3. In the “Look in:” box, select My Documents. (The “Open” window appears. In the
“Files of type:" menu box, you will see "Templates
[*.ott;*.stw;*.ots;*.stc;*.otp;*sti;*.otg;]". These are the three letter extensions that
indicate different types of template files.)

4. In the My Documents folder, click on the template named Example. Click the Open
button. (You will see in the "My Templates" folder that the imported file, "Example". is
there.)
5. Click Close. (The "Example" template is now in the "My Templates" folder. The same
name that was used in the "My Documents" folder will be used here. The “original”
template is still in the “My Documents” folder. )
11.9. Save A Template in the "My Templates" Folder

1. Click File > New > Text Document. (
appears.)
2. Type You can also save the template in the "My templates" folder.
3. Click File > Templates > Save. (The “Templates” window appears.)
4. In “New template” box, type Example #2. (The name of the template will be
“Example #2”.)
5. Under categories, click "My Templates" (if it is not already selected). Click OK.
(The "Example #2" is no longer on your screen.)
11.9.1. Edit A Template Saved In The "My Templates" Folder

1. Click File > Templates > Organize. (The "Template Management" window
appears.)
2. Double-click My Templates. (A list of templates appears below “My Templates”.)
3. Click on the template that is to be edited. Click Commands on the right (The
“Commands” menu appears.) In the pull-down menu, click Edit.
4. Change the features of your choice.

5. Click Close. (You will get the message below.)
6. Click > Save. (The changes made are saved in the template and will be present
when you use the template again.)
11.10. Delete A Template
11.10.1. In The My Documents Folder

1. For templates saved in the "My Documents" folder: click File > Open. (The "Open"
window appears). Click My Documents (In the "Files of type" menu box, you will see
"All files [*.*]".) Right-click on the name of the template file that is to be deleted,
Example, then click delete. (The "Confirm File Delete" window appears. )
2. Click Yes.
11.10.2. In The My Templates Folder
1. For templates saved in the My Templates folder, click File > Templates > Organize.
(The “Template Management” window appears.)
2. Double-click My Templates.
3. Click on the template that is to be deleted. Open the Commands pull-down menu.
Click Delete (You will get the message below.)
4. Click Yes > Close. (The Template Management window closes.)

Calc: Spread Sheet

1. Introduction
Welcome to OpenOffice.org Calc. Calc is a spreadsheet program like Excel, Lotus 1-2-3 or
Quattro. The purpose of this tutorial is to teach basic spreadsheet skills to someone who has
never used spreadsheet software. Intermediate and advanced topics will be covered in other
tutorials.
This tutorial assumes that you already have basic computer skills. If not, you should do the
"No Computer Experience" tutorial. You will find the tutorial at www.tutorialsforopenoffice.org
The path is: Home Page > Standard Tutorials > Writer > No Computer Experience
1.2. What is a Spreadsheet?

The term spreadsheet was derived from a large piece of paper that accountants used for
business finances. The accountant would spread information like costs, payments, taxes,
income, etc out on a single sheet to get a complete financial overview. Early computerized
spreadsheets were almost exclusively used by businesses for financial record keeping.
Today, spreadsheet programs like Lotus 1-2-3, Excel Quattro and Calc are used in almost
every profession to calculate, graph, analyze and store information.
1.3. What are Spreadsheets used for?

A spreadsheet is, more or less, a over-sized calculator. People use spreadsheets for tracking
personal investments, budgeting, invoices, inventory tracking, statistical analysis, numerical
modeling, etc.
2. Getting Started
Start OpenOffice.org and click File > New > Spreadsheet. Take a moment to look the screen
over. You should see four toolbars at the top of the screen and one toolbar along the left side
of the screen. If you don't see four:
1. Click View > Toolbars.

2. Make sure the first three items are checked.
The topmost toolbar is the standard Graphical User Interface (GUI) Menu Bar that gives you
access to all of the commands in Calc.
Immediately below the Menu Bar you'll find the Function Bar. The Function Bar contains
icons (pictures) to provide quick access to commands like New, Open, Print, Copy, Paste,
etc. There is also a drop-down menu that let's you open previously-used documents quickly. If
you place your mouse cursor over any of the elements of a toolbar, the tooltip tells you what
command the icon represents. If you aren't seeing the tooltips, then click Help > Tips.
The Object Bar is located below the Function Bar. The Object Bar icons and drop-down
menus are used to select a font, font color, alignments, number formats, border options and
background colors.
Below the Object Bar is the Formula Bar. The Formula Bar contains the Sheet Area drop-
down menu and a long white box called the Input Line.
The toolbar on the left is the Main toolbar. The Main toolbar contains a mixed batch of
commands. Use the tooltips to see what they are for.
The rest of the window contains the worksheet. The worksheet is divided into rows and
columns. In Calc, rows are numbered from 1 to 32000. Columns are labeled with letters from
A to IV. Scroll bars on the right and bottom are used to move around the worksheet.
If you look along the bottom left edge of the worksheet you will see three tabs labeled Sheet1,
Sheet2 and Sheet3. These are other worksheets. A workbook contains multiple worksheets.
Now that you know where everything is located, let's begin.

2.1. Entering Data
At first, all the blank space is a bit intimidating, but that will soon pass. The rectangles you see
are called cells. A cell is the fundamental element of a worksheet. This is where the action
takes place. Every cell has an address that is determined by the letter of the column and the
number of the row that the cell is in. Addresses are written in the form A2, B16...
Click on a cell on your screen. Notice the black box and the darker gray shading on the
column and row labels. The black box identifies the active cell, or the one that will receive
whatever you type. A cell can contain text, numbers or formulas. Let's enter something into
cell A1:
1. Click on the cell at the very top left.

2. Notice the gray highlighted area. The A and the 1 are highlighted.
3. Type Hello World and press Enter.
4. The active cell is now A2.
5. Click on A1 again.
6. Press the Delete key.
7. Check the Delete all box and click OK. (Make a note of the delete options.)
When you type something in a cell and press Enter, Tab, click the Left Mouse Button (LMB)
or use one of the arrow keys, whatever you typed is entered into that cell.
2.2. Selecting cells

There are many ways to select cells in a worksheet. The primary ones are listed below:
1. Click a single cell with the LMB.

2. Click the LMB and drag the cursor over many cells. (Row, column or block.)
3. Click on a column label to select a column. (Click on the gray A column label.)
4. Click on a row label to select a row. (Click on the gray 1 row label.)
5. Click on the gray box above row label 1 and left of the column label A. (This selects
all cells in the worksheet.)
2.3. Using Formulas

Calculations are performed with formulas. Formula is another word for equation. To enter a
formula:
1. Click on A1 to make it the active cell.

2. Type 12.5 and press Enter.
3. Type 23 and press Enter. (A2 is the active cell.)
4. Type 1000 and press Enter. (A3 is the active cell.)
5. Type = (A4 is the active cell.)
6. Click on A1.
7. Type +
8. Click on A2.
9. Type +
10. Click on A3.
11. Press Enter. (Answer: 1035.5)
You just entered a formula by typing it into the cell; however, there will be times when this is
not possible because of the length of the formula. Try entering the formula this way:
1. Make A4 the active cell.

2. Press Delete. (Make sure the Delete all box is checked.)
3. Press OK.
4. Click on the Input Line. (The white box above the column titles.)
5. Type =A1+A2+A3.

6. Click on the green check mark.
The formula you just used is ok for adding three cells, but what about adding 200 cells?!
Would you like to try? That's where functions come in. Functions are computer routines, or
mini programs, that simplify operations. Let's try one:
1. Click on A4.
2. Type =SUM(
3. Click on A1 and drag down to cell A3. (Hold the LMB down.)
4. Type ) and press Enter.
An even easier way of using the SUM function is:
1. Click on A4
2. Click on the Σ just left of the Input Line (The mathematics symbol for sum.)
3. Click the green check mark
The Σ button will automatically use all of the cells above the active cell. The SUM function is
probably the most-used function in spreadsheets. The A1:A3 in the parenthesis is called a
cell range. It is shorthand for "from A1 to A3". There are hundreds of functions available to
help you. Take a look:
1. Click Help > Contents. (The on-line help window opens.)

2. Click the Contents tab.
3. Double-click the Spreadsheets book icon.
4. Double-click the Functions Types and Operators book icon.
5. Double-click Mathematical Functions.
6. Click on the SUM link in the list at top.
You are looking at a detailed explanation of the SUM function. When you get a chance,
browse through the different types of functions listed on the left. The on-line help is a great
resource for learning the functions available in Calc. Close the help window when you're
done.
2.4. Spreadsheet Math

You may be asking, "What if I want to subtract or multiply?" That's a good question, so let's
briefly look at mathematical operators. The table below shows the common math operations
and their spreadsheet equivalents.
Addition 5+5 =5+5

Subtraction 5–5 =10-5
Multiplication 5x5 =5*5
Division 10÷2 =10/2
Exponentiation 10 2
=10^2
Computers are not very bright, so you have to watch how you type in formulas. The order of
operations is law. The order is: exponentiation, multiplication, division, addition, and then
subtraction. Let's pretend we want to perform a calculation using the equation:
x + 10
y + 20

and suppose we entered it into Calc as follows:
1. Select the A column. (Click on the letter A.)

2. Press Delete. (Make sure the Delete all box is checked.)
3. Press OK.
4. Click on A1.
5. Type 20 in A1 and press Tab.
6. Type 10 in B1 and press Tab.
7. Type the formula =A1+10/B1 + 20. (You should be in cell C1.)
8. Press Enter. (Answer will be 41.)
The answer should be 1, using x = 20 and y = 10, but we got 41 for an answer! Why?
Because Calc interpreted the equation as:
20 + (10/20) + 20
which equals 40.5 and rounds up to 41. If you use formulas with equations in the numerator
and denominator, you need to use parenthesis () to force the spreadsheet to calculate them
properly. Make the following changes:
1. Click on C1.
2. Click on the Input Line.
3. Edit the formula to read =(A1+10)/(B1+20).
4. Click the green check mark. (The answer is now 1.)
There, now we have the correct answer.
2.5. A Simple Application

Now to something a bit more challenging. Almost everyone has seen a check register and is
familiar with its components: check number, payee, item description, withdrawal, deposit and
balance. We're going to make one. Start by labeling the data columns to define where the
data goes:
1. Select all cells as described in Step 5 of "Selecting Cells".

2. Press Delete.
3. Click OK.
4. Make A1 the active cell.
5. Type Check No.
6. Press the Tab key and type Paid To. (active cell is B2.)
7. Press Tab and type Description. (active cell is C2.)
8. Press Tab and type Deposit. (active cell is D2.)
9. Press Tab and type Withdrawal. (active cell is E2.)
10. Press Tab and type Balance. (active cell is F2.)
11. Press Enter.
Hmmm, something is missing. I guess it would be nice to know when a transaction took place,
so we need a date column. We could add it after the balance column, but that would be lazy.
The date is usually the first item, so add a column:
1. Select column A. (Click on the A. The column turns black.)

2. Click Insert > Columns. (Everything will shift to the right.)
3. Select A1.
4. Type Date and press Enter.

We have all the columns we need for our check register, but it isn't very pretty. Lets make the
data labels more attractive:
1. Select A1:G1. (Select all data labels.)

2. Go to the Object Bar. (That's where you change the font.)
3. Hold the mouse cursor over the icons in the toolbar until you find the Align Center
Horizontally button, then click it.
4. While the cells are still selected, move to the left and click the Bold (B) button, then
move over to the Font Color button and pick Light Blue.
Of course, you can also format columns and text the long way:
1. Click Format Cells...
2. Click on the Alignment tab to do change centering and orientation.
3. Click on the Font tab to change the font.
4. Click on the Font Effects tab to change color, etc.
That's much better! You can select any color, but I like blue. Data labels are a good
spreadsheet practice. Use labels that clearly describe the data in the column below. Be
creative and use color, different fonts, bold, etc., but make them stand out.
Helpful Hint: If you are using data that has units like inches, feet, square miles, etc., enter
the unit in the cell below the label. There have been many times when I've opened a
spreadsheet and the units weren't labeled. This makes the data meaningless unless you can
figure it out what you're dealing with, which takes time and energy you may not have.
Now enter an initial balance:
1. Select A2.
2. Enter a date. (Enter the date in the mm/dd/yy format. Example: 02/12/05.)
3. Select G2.
4. Enter 5000.
The Deposit, Withdrawal and Balance columns will all contain values that represent currency,
so we let's format them accordingly:
1. Select column E.
2. Hold down the Shift key.
3. Select column G. (All three columns turn black.)
4. Click Format > Cells... (The Format Cells dialog box appears.)
5. Click the Numbers tab.
6. In the Category box, click Currency. (Left side)
7. In the Options section, make sure that Decimal places is set to 2, Leading zeros is
set to 1, and both check boxes are checked.
8. Click OK.
Those three columns will show the $ when they have numbers in them. That's how you format
cells. We can start entering checks now:
1. Enter a date in the Date column. (A3)

2. Enter a check number of 205. (B3)
3. Enter Energetic Electric in the Paid To column. (C3)
4. Enter Monthly electricity bill in the Description column. (D3)
5. Enter 250 in the Withdrawal column. (F3)
Look at the text you entered in the Paid To and Description columns. One is cut off and the
other extends into the Deposit column. Let's fix it so we can read them:
1. Select column C.

2. Click Format > Column > Optimal Width... (use the default value.)
3. Click OK.
4. Repeat steps 1-3 for column D.
You can also resize cells manually:
1. Place your cursor over the column dividing line between the letters C and D.
2. When you see the symbol with two arrows, click the LMB and drag.
3. Size the column like you want it and release the LMB.
Now the fun starts! The current balance is defined as the previous balance plus any deposits,
minus any withdrawals. In equation form it looks like:
Current Balance = Previous Balance + Deposits – Withdrawals
To enter this into the spreadsheet:
1. Select G3.
2. Type =
3. Click on G2.
4. Type +
5. Click on E3.
6. Type -
7. Click on F3.
8. Press Enter.
Tada! You have everything you need to use your check register! Enter another check on row
4. For this check, put a withdrawal amount bigger than your balance. (Ladies & Gentlemen -
Don't try this at home!)
1. Enter a date. (A4)

2. Enter a check number of 206. (B4)
3. Enter Fast Cars, Inc in the Paid To column. (C4)
4. Enter New Car in the Description column. (D4)
5. Enter 7000 in the Withdrawal column. (F4)
Now we need to copy the formula in the 3rd row to the 4th row:
1. Select G3.
2. Look at the black frame around the cell and notice the little black box on the bottom
right corner.
3. Put the cursor over the box. When you see a +, click on it and drag it down to cell
G4.
You now have a negative balance and the font turned red. Dragging the little black box (I call
it drag-copy) is the shortcut for copying the contents of one cell to a neighboring cell. You
can also use the Copy and Paste commands in the menu. The number turned red because
the currency format was set up that way. Cool, huh?
When you copy formulas, the cells referenced in the formula will change. Activate cell G3
and look at the Input Line. You will see the formula for that cell. Click G4 and you'll see the
cell addresses change. That's because spreadsheet programs use relative addressing. In
other words, the program doesn't store the actual cell address; rather, it stores something
like, "the active cell = one cell up + two cells to the left – one cell to the left." You need
to keep that in mind when you copy formulas.
Now, pretend we forgot to enter an earlier deposit. In that case we would:
1. Select A4:G4. (or click row label 4.)

2. Click Insert > Cells... (A dialog box opens.)
3. Select Shift cells down.

4. Click OK.
5. Enter an appropriate date.
6. Tab over to the Description column.
7. Enter Paycheck and press Tab.
8. Enter 20000 for an amount. (Wouldn't that be great!)
9. Drag-copy the formula from G3 down to G5.
Note: If you tried to insert the cells on row 3 and drag-copied up, you will find that the
technique doesn't work correctly. To remedy the problem, edit the formula in G3 and replace
G1 with G2, then drag-copy G3 to G5.
Whew! At least we're out of debt now! I encourage you to enter more checks and practice
copying formulas to get more comfortable with the information presented so far.
Before we continue, change the name of Sheet1 and save your work:
1. Click Format > Sheet... > Rename...

2. Name it Checking.
3. Click File > Save As...
4. Type a name like CalcIntro in the File name box and click Save.
2.6. Borders and Shading

Before we move on to charts, let's look at borders and shading. Borders can be used to
separate data, mark certain cells or anything else you want. They are typically used to draw
attention or separate. Add some borders to the check register worksheet:
1. Select A1.
2. Hold down the Shift key.
3. Click on cell G25. (Another way to select a block of
cells.)
4. Click Format > Cells...
5. Click on the Borders tab.
6. Find the User-defined box.
7. See the four gray boxes?
8. Click to the left of the top left box. (Toward the middle of the box side.)
9. Click between the top two boxes. (Toward the middle of the box
sides.)
10. Click to the right of the top right box. (You should have 3 vertical lines.)
11. Click OK.
12. Select A1:G1.
13. Find the Borders icon on the Object toolbar.
14. Click it.
15. Click on the second box from the left on the second row.
16. Click Format > Cells...
17. Click the Background tab.
18. Click on Gray 20%. (Use tool tips to find it.)
19. While you're there, click the Borders tab.
20. Click on the bottom horizontal line in the User-defined box.
21. Click the 2.5 pt line weight in the Style box.
22. Click OK.
As you can see, adding borders and shading is pretty straight-forward. A lot depends on
individual tastes, so play around with the settings and see what you come up with!
2.7. Charts
I could do a whole tutorial on charts alone, but I'm only going to give you the basics to get you
started. Charting data is really an art form. You have to have an intimate knowledge of the
data, the best way to visualize the data and a sense of what people respond to.

The first thing you need is data that shows some kind relationship. Examples include
mathematical functions, stock market prices over time, rainfall over time, statistical divisions
of a population, or divisions of an income that make up a budget. Since math is something
that anyone can duplicate, we'll use the sine function:
1. Go to the bottom of your workbook and click on Sheet2.

2. Type X in A1.
3. Type Sine(X) in B1.
4. Enter 0 in A2. (That's a zero.)
5. Select A2.
6. Drag-copy it down until you see the tooltip number read 90. (You should see the
numbers auto-increment.)
7. Go back to the top and Select B2. (Ctrl+up arrow is a quick way to move up.)
8. Enter =SIN(A2).
9. Drag-copy the formula all the way down to the 90 in the A column.
Don't worry if you don't know what the numbers mean; we aren't concerned with that.
The order of the columns matters. Spreadsheet programs typically assume that the column
on the left is the variable that is plotted on the horizontal (x) axis of the chart, and the column
on the right is the variable that is plotted on the vertical (y) axis. With that in mind:
1. Select columns A and B.
2. Click Insert > Chart...
3. Select -New Sheet- from the drop-down box labeled Chart results in worksheet.
4. Click Next>>>.
5. Select XY Chart. (Hold the cursor over the icons to find it.)
6. Click Next>>>.
7. Select Lines Only and check the X axis and Y axis grid line boxes. (Y may already be
checked. Don't uncheck it.)
8. Click Next>>>.
9. Give the chart a title in the box that has "Main Title" in it. (Replace text.)
10. Click the X axis and Y axis check boxes.
11. Type X for X axis title, and Sine(x) for Y axis title. (Replace existing text.)
12. Click Create.
13. Look and the worksheet tabs at the bottom.
14. Click on the last tab. (Probably labeled Sheet4.)
15. Use the little boxes on the corners to resize the chart by clicking on them and
dragging them until you like the proportions.
Charts created by spreadsheet programs are unappealing most of the time. You have to
mess with the format of the chart elements to make them look better.
The first thing I notice is a jagged plot line. That is appropriate for some data, but the sine
function is a smooth function, so make the following changes:
1. Double-click somewhere on the chart if you see green boxes or no boxes.

2. Click Format > Chart Type...
3. Select Cubic Spline from the Variants box at the bottom.
4. Click OK.
That's better, but it could still use some improvement. Try:
1. Click Format > Chart Wall.

2. Click the Area tab and select None.
3. Click OK.
4. Place the cursor over the data plot line and double-click. (The smooth Purple line.)
5. Click the Line tab.

6. Change the Color to Sea Blue and set the Width to .02.
7. Click OK.
8. Select Format > Grid > All Axis Grids...
9. Change the Color to Gray 40%. (You have to scroll down the palette.)
10. Click OK.
11. The chart still seems busy. Select Format > Axis > X Axis.
12. Click the Scale tab.
13. Clear the Maximum check box and replace 90 with 45.
14. Click OK.
15. Change the main title text to Sine Function by double-clicking on it and editing it.
16. When you are done, click somewhere else on the chart to accept the changes.
17. Click on a worksheet cell.
18. Rename the sheet Sine Graph.
19. Save your work.
Ahh, much better! You just used most of the chart editing commands. The point to carry away
from this section is that you can change every aspect of the chart in some fashion. To get
good at it, you'll have to experiment with the settings and develop your own style.
2.8. Printing
Printing is pretty much the same as printing in any other software application; however, there
are settings that are unique to Calc. I guess the best place to start is the print preview, so:
1. Bring up the Checking worksheet.

2. Click File > Page Preview.
This view lets you see what Calc is going to print. If you look on the left end of the third
toolbar you will see two book icons with arrows. These let you view each page that would go
to the printer. Click Close Preview.
Look at the worksheet. You should see lines that are darker than the rest. These are the page
breaks based on the current page settings.
Let's start with the chart:
1. Bring up the Sine Graph worksheet.

2. Click on the chart.
3. Push it up into the upper left corner.
4. Resize it to fit the dark gray page break lines.
5. Click File > Page Preview.
You will see a header and footer above and below the chart. The header shows the name of
the sheet. The footer shows the page number. All the pages have them. Here's how you can
turn them off or edit them:
1. Click Page Format on the toolbar.

2. Click the Header tab.
You can turn them off by unchecking the Header checkbox. You can also format the margins
and spacing. To edit the header Click Edit...
Headers and Footers are broken into three sections. You can use one of the auto-format
buttons below the three boxes or type your own header.
1. Click Cancel.

2. Uncheck the Header box.
3. Look through the other tabs.
4. Close the dialog box.
The same procedures apply to the footer, so I won't elaborate on that. The Sheet tab gives
you the capability to control the way Calc determines the page order and what features to
print or scale. The remaining tabs are self explanatory.
Removing the header and footer will change the chart size, so you may have to resize it.
What if you don't want to print the whole worksheet? I'm glad you asked! Calc gives you the
ability to define print ranges.
1. Bring up the Checking worksheet.

2. Select A1:G25.
3. Click Format > Print Ranges > Define.
4. Open the Page Preview again.
Now you only have one page. Unfortunately, there is not an equivalent for charts. The only
way you can print a chart only is:
1. Click File > Print...

2. Click the Pages radio button on the bottom left.
3. Type in the page number of the worksheet the chart is on.
3. Summary
Well, that wasn't so bad, was it? There are many more features that will help you in your
spreadsheet work, so explore the menu and try them out! By completing this tutorial, you
have experienced, and hopefully learned, the basic tasks to enable you to begin using
spreadsheets. We began with the layout of the screen; then worked through entering data,
using formulas and functions, creating charts, using basic format tools on charts and
worksheets, and printing spreadsheets and charts. More advanced topics will be covered in
future tutorials. I hope you enjoyed it. Good Luck!

Impress: Presentation

1. Introduction
IMPRESS is the presentation feature in OpenOffice. A presentation is a page that can be
seen on the computer screen as normal and, with the use of a projector, the page can be
seen on the wall or on an external screen. Normally, a laptop is used since it has good
portability. Impress is like a SLIDE SHOW. One page after the other is projected.
A page that is projected is called a SLIDE. The following can be included in a Slide:
• Animation
• 3-D graphics
• Bullets and Numbered Lists
• All the normal stuff that is in a word processor (Writer) such as bold, colors, text
alignment, borders, drawing, templates (master slide) , etc.
Notes can be added to a slide that are not projected but can be seen by the presenter.
1.1. Use a Template

OpenOffice has two ready-made templates, "Introducing a New Product" and
"Recommendation of a Strategy".
Activity Explanation
Click File > New > Presentation > Part 1 of Window 1 of the “Presentation Wizard” appears.
From Template.
If not already selected, select Part 2 of Window 1 of the "Presentation Wizard" appears
Introducing a New Product. Click
Next

In the dialog box under Select a slide Window 2 of the "Presentation Wizard" appears. Note that
design, click Presentation if it is not "Introducing a New Product" is highlighted.
already selected. In the dialog box
under Select an output medium,
click Slide > Next.
If you prefer another background than the default, under

"Select a slide design", click "Presentation backgrounds"
and select your choice.
Under Select a slide transition, use Window 3 of "Presentation Wizard" appears
the default for Effect and Speed.
Under Select Presentation Type,
click Automatic. In the Duration of
pages dialog box, type 11 in the
seconds place. In the Duration of
pause, type 11 in the seconds place.
Highlight and type the numbers or use the to select a

number.
The format for the numbers is:
00.00.11
00.00.11
The "hours setting" is before the first decimal (period).
The "minutes setting" is before the second decimal. The
"seconds setting" is before the third decimal.
Note if you use the default settings,
click "Create" and you have your
presentation ready for pictures, text,
etc.

Under Describe your basic ideas, in Window 4 of the 'Presentation Wizard" appears.
the dialog box under What is your
name or the name of your
company?, type The Save Time
Company. In the dialog box under
What is the subject of your
presentation?, type A New Watch.
In the dialog box under Further ideas
to be presented, type Use the
Stopwatch Function and Use The
Date Function. Click Next.
Under Choose your pages, select Window 5 of the "Presentation Wizard" appears.
what you want in your presentation or
use the default settings. Click Create.
Note: "Next" is grayed. "Create" is the next step.

Click Slide Transition if it is not
already selected. To see your
presentation that you just made, click
Slide Show.
1.2. Save and Close Your Presentation

Click File > Save As. In the Save in: "
pull-down menu box, click My
Documents (if it is not already
selected). In the Save as type:" pull-
down menu box, click
OpenDocument Presentation (.odp)
(if it is not already selected).
In the File name: box, type My Slide

Show .
Click Save. " My Slide Show" is saved. The file, "My Slide Show" is
still on the screen.
Click File > Close. The file, " My Slide Show", is no longer on the screen.
1.3. To Watch "My Slide Show" at a Later Time

Click File > Open. The "Open" window appears.
In the menu below the "Look in:" My Slide Show" appears on your screen.
dialog box, click My Documents if it is
not already there. In the menu below
the File name: dialog box, click My
Slide Show.
Click Slide Transition if it is not
already selected. To see your
presentation that you just made, click
Slide Show.
2. Restart a Presentation Automatically

You can make your Impress presentations restart automatically after a specific time which
you set. This is useful if you have, for example, a stand set up at a trade show. You might
also create a small presentation for use before a main event and have it playing before the
event starts.
You make your presentation automatically restart as follows:
Click on Slide Show – Slide Show
Settings.
Under the Type choose Auto.

Then set the time in Seconds. This will
be how long it takes before the slide
show restarts.

2.1. Convert PowerPoint to Impress Presentation
Open a PowerPoint file in Impress OR You should now be seeing the first slide of the
open the Sample Presentation file. presentation.
Click File – Open and choose the file
you want to open.
Click Slide Show - Slide Show Settings “Slide Show” window appears.
Under Options, ensure that “Change

slides manually” and “Change Slides
by Clicking on background” are NOT
checked. Click OK.
Click Slide 1 tab The first slide appears on the computer screen.
If using a projector, the first slide is seen

Click Slide Show Under Tasks, click “Slide Transition” window opens.
Slide Transition if it is not already
available.
In the Advance slide box, click The Duration box is below the "Automatically after" button.
Automatically after. select how long this
slide appears before the next slide will
appear.

00:00:05 means 5 seconds.
02:00:00 means 2 hours.
Do this by clicking on the Duration box. Highlight the "sec"

and type 00:00:05 OR
Click on the at the edge of the Duration box to enter a

time.
Click the Apply To All Slides button.
Click File > Save As. In the Save in: "
pull-down menu box, click My
Documents (if it is not already
selected). In the Save as type:" pull-
down menu box, click OpenDocument
Presentation (.odp) (if it is not already
selected).
In the File name: box, type Cats. .
Click Save. " Cats" is saved. The file, "Cats" is still on the screen.
Click File > Close. The file, " Cats", is no longer on the screen.
3. Fontwork Gallery
Fontwork Gallery is the Impress version of Microsoft's Word Art. It has many of the same
features and is useful for creating impressive headings for posters and presentations.
3.1. Create The Fontwork

To open Impress, double click on the
desktop icon. In OpenOffice, click
File > New > Presentation.
Use a blank presentation or load one
of your previously saved
presentations.
Click View > Toolbars > Drawing. The Drawing toolbar appears at the bottom of the
screen.
Click on the Fontwork Gallery Icon It looks like a box with an A in the middle and a handle
from the Drawing Toolbar on top.
The Fontwork Gallery appears.

Choose a Font from the selection by "Fontwork' appears on the page in very large text.
putting your pointer on it and clicking
and then click on OK.
You will need to change the word,
Fontwork, to the word that you want
to use and also to resize it.
Start by putting your pointer on the
word, Fontwork, and double click.
You will notice that a smaller version
of the word Fontwork now appears.
You can either add to the word that is
there or replace it with your own word
or words. Click anywhere on the page
except on the Fontwork to accept
the changes.
The "Fontwork Gallery Toolbar" appears.
3.2. Resize, Change the Style, Or Move The Fontwork

Once you have your new word on the page, you might want to resize it and/or change the
style of the word. You can also move the word to any part of the page by clicking and holding
the left mouse button and dragging and dropping it anywhere you like.

You can resize the Fontwork by using
the resizing handles located at the
edges of the box in the same way as
you do with pictures or Clip Art in other
programs.
Use the Fontwork Toolbar to change

the style of your Fontwork Word in the
following steps.
To align it on the page, click the The menu appears.

Fontwork Alignment icon. The menu
gives you five choices.
To change to a completely different

type of word, click on the Fontwork
Gallery Icon. The menu gives you the
Fontwork Gallery window with The "Fontwork Gallery" window appears.
different options .

To change the Fontwork Character The menu appears.

Spacing, click on the Fontwork
Character Spacing icon. The menu
gives you several options.
To change the Fontwork Shape, click The menu appears.

on the Fontwork Shape icon. The
menu gives you various shapes that
you can use.
To make all the letters the same There is no menu but the letters will change to be the
height, click the Fontwork Same same height.
Letter Heights icon.

Now practice your Fontwork by

inserting several words onto the page
and moving them around.
3.3. Custom Animation

Create a New Blank Slide. On the
right menu window, click on Custom
Animation. Insert a picture from the
Gallery or from a file on your
computer. Click on it so that the
resize boxes appear at the edges.
You can use the picture in the right

column by clicking on it so that the
handles appear at the edges and
copying it to the blank slide.
Click the Custom Animation tab. In The "Custom Animation" window appears.
the Custom Animation window, click
Entrance tab > Pinwheel > OK.

You will see the Pinwheel effect if

you have a check mark in the box by
the Automatic preview. To see it
again, scroll down to select Play on
the Custom Animation window.
Watch what happens to your picture

whenever you click on one of the
choices from the list! You can also
make changes using Emphasis – Exit
– Motion

3.4. Save File for Future Use
Click File > Save As.
Click File > Save As. In the Save in:
" pull-down menu box, click My
Documents if it is not already
selected. In the Save as type:" pull-
down menu box, click
OpenDocument Presentation
(.odp) if it is not already selected.
In “File name:” box, type "Funny The name of the file will be "Funny Cats".
Cats". "Funny Cats" appears at the top of the screen.
Click File > Close. The document is no longer on the screen.
4. Automate Slides in Your Presentation

Once you have created your Impress Presentation you might now want to automate the slides
so that you don't have to click the mouse to move to the next slide every time.
Click File > Open . The "Open" window appears.
In the menu below the Look in: Your Presentation appears on your screen.
dialog box, click My Documents if it
is not already there. In the menu
below the File name: dialog box,
click the name of your Presentation. .
In the Tasks window, click Slide The "Tasks" window is on the right side of your "Impress
Transition. Presentation" screen.
Under Apply to selected slides,
click the to scroll to select a
transition like Wipe Down or Wipe
right.
In the "Speed "dialog box, you have three choices for the
Click the to scroll to Fast in the
speed of the transition. The choices are "Slow",
dialog box to the right of Speed
"Medium", and "Fast".
under Modify transition. Click Fast.

Click Automatically after in the You can also highlight the number in the dialog box and
dialog box below Advance slide. type the number of seconds.
Click the to set the Seconds to
5sec.
Click Apply to All Slides.
Press F5 to view your presentation to
see if you have the speed and format
the way you want it. If you want to
change the speed or the type of
transition you simply apply the
process again.

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6. PAGE STYLE NAMED PORTRAIT AND PAGE STYLE NAMED LANDSCAPE...........................................................23

Office Productivity Suite ii

Open Source Software Training Toolkit 1

Office Productivity Suite 2

Open Source Software Training Toolkit 3

5. Click save to disk then click OK

Office Productivity Suite 4

7. Double click on OOo_2.0.1_Win32Intel_install.exe.

Open Source Software Training Toolkit 5

10. Just rest your back and do nothing. Relax

Office Productivity Suite 6

Open Source Software Training Toolkit 7

Office Productivity Suite 8

Open Source Software Training Toolkit 9

Office Productivity Suite 10

Open Source Software Training Toolkit 11

Office Productivity Suite 12

Open Source Software Training Toolkit 13

Office Productivity Suite 14

Open Source Software Training Toolkit 15

1.2. What is a Word Processor?

2. Open An OpenOffice.org 1.0 Document

2.1. Work With And Save As A 1.0 Document

2.2. Convert An OpenOffice.org 1.0 Document To An OpenOffice 2.0 Document

Office Productivity Suite 16

3.1. If Check Marks Are Not Added At Installation

3.2. If Check Marks Are Added At Installation

3.3. Open Microsoft Word Files With A Microsoft Application

3.4. Save Files

Open Source Software Training Toolkit 17

3.6. Change The Method For Opening Microsoft Files

3.7. Sending Files To Others

4.1. A few examples

Note: The following tutorials have information about Styles.

Office Productivity Suite 18

4.3. Page Styles And Paragraph Styles

4.4. The Default Paragraph Style

4.5. Modify and Apply The Title Paragraph Style

4. Right-click Title. A small menu appears.

4.6. Modify and Apply The Heading 1 Paragraph Style

4. Right-click Heading 1. A small menu appears.

4.7. Modify and Apply The “Heading 2” Paragraph Style

4. Right-click Heading 2. A small menu appears.

Open Source Software Training Toolkit 19

Office Productivity Suite 20

2. Right-click Heading 1. A small menu appears.

5.4. Add A Second Page/Apply The Page Style Named Page 2

Open Source Software Training Toolkit 21

5.7. Change Words Within A Paragraph Style

5.8. Apply The Heading 2 Paragraph Style And Add Paragraphs

5.9. Apply The Heading 3 Paragraph Style And Add Paragraphs

5.10. Apply The Page Styles Named Page 3 and Page 4

Office Productivity Suite 22

5.11. Create A Table Of Contents

5.12. Update A Table Of Contents

6. Page Style Named Portrait and Page Style Named Landscape

Open Source Software Training Toolkit 23

6.1. Apply the Page Styles, Portrait and Landscape

6.2. Close File

2. The document is no longer on the screen.

7. Select Index Entries In the “Sample Document”