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/

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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

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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

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

10. CREATE A TABLE..................................................................................................................................31 10.1. Use AutoFormat To Create A Table..........................................................................................31 10.2. Use AutoText To Store A Table.................................................................................................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 10.2.1 Create The AutoText.......................................................................................................................32

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

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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

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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

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Installing OpenOffice.org

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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)

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4. At this message click on Continue to Download

5. Click save to disk then click OK

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6. Choose a location for example C drive and click save

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

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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

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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.

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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”

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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.

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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.

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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.

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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.

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22. Your Application loads

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23. Welcome to the world of open source.

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Writer: Word Processor

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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.

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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:

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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.

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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 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.) appears.

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 7.
the word “Center”.) Click the Font tab. If it is not already selected/highlighted, click Arial ("Font) > Bold ( “Typeface”) > 24 pt. (“Size”) > OK. 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.

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

5. Click Modify. The "Paragraph Style: Heading 2" window 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.

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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. 7. In the dialog box under Style Name, type "Page 2". Click OK. You will see the new 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. 9. In the dialog box under Style Name, type "Page 3". Click OK. You will see the new Page Style, "Page 3", that you just created in the box below the "Style Name" dialog box.

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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. 11. Click the New Style From Selection icon > New Style from Selection. 12. In the dialog box under Style Name, type "Page 4". Click OK. You will see the new Page Style, "Page 4", that you just created in the box below the "Style Name" dialog 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.)

2. Right-click Heading 1. A small menu appears. 3. Click Modify. The "Paragraph Style: Heading 1" window appears. 4. Click the Alignment tab. In the “Options” section, click Center. A dot appears before 5. 6. 7. 8.
the word “Center”. Click the Font tab. If it is not already selected/highlighted, click Arial ("Font) > Bold ( “Typeface”) > 20 pt. (“Size”) > OK. Type the words, My Classes. In the Styles and Formatting window, double-click Heading 1. The words “My Classes.” move to the center of the line. 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,) 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”. Press Enter. Type the words, I will make a list of my classes.

9.

10.

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 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.) dot in the circle before Page break.

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.

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3. In the list of Paragraph Styles, double-click Heading 2. The word, “English”, is 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. indented ½ inch and is 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. Double-click Heading 3. The word, “Verbs”, is indented one inch and is in bold. Press Enter. Type the words, Some verbs are active. Press Enter. (The font size is 12 and the words are not in bold.) Type the words, Some verbs are not active. Press Enter. Type the word, Nouns Double-click Heading 3. The word, “Nouns”, is indented one inch and is in bold. Press Enter. Type the words, A person is a noun. Press Enter. Type the words, A place is a noun.

3. 4. 5. 6. 7. 8. 9.

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 2.
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. 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. 2. 3. 4. 5. 6. 7. 8.

Type the word, Addition. Double-click Heading 3. The word, “Addition”, is indented one inch and is in bold. Press Enter. Type the words, Two plus two equals four. Press Enter. Type the words, Three plus three equals six. Type the word, Subtraction. Double-click Heading 3. The word, “Subtraction”, is indented one inch and is in bold. Press Enter. Type the words Four minus two equals two, then press Enter. 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 2. In the menu box under Style, click the default and select Page 3. Click OK. The
that there is a dot in the circle before Page break. 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.) Click Insert > Manual Break. Under Type, verify that there is a dot in the circle before Page break.

3.

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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.) 3. Click the New Style From Selection icon > New Style from Selection. (The "Create
Style" window appears.) Click Page Styles.

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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. 6. Click the New Style From Selection icon > New Style from Selection. 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 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. Landscape appear at the bottom of the page.)

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.) Click Insert > Indexes and tables > Entry. (The “Insert Index Entry” window appears. )

2.

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3. In the “Index” pull-down menu, select Alphabetical Index, if it is not already selected. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19.
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”.) Click the Insert button. (There is no indication that anything happened.) Highlight the words, Heading 1. Click in the Entry box. ("Heading 1" appears in the "Entry" box.) In the “1st key” box, type the words, Paragraph Styles. Click the Insert button. (There is no indication that anything happened.) Highlight the words, Heading 2. Click in the Entry box. ("Heading 2" appears in the "Entry" box.) Click the Insert button. (There is no indication that anything happened.) Highlight the words, Heading 3. Click in the Entry box. ("Heading 3" appears in the "Entry" box.) Click the Insert button. (There is no indication that anything happened.) Highlight the words, Modify and Apply. Click in the Entry box. ("Modify and Apply" appear in the "Entry" box.) In the 2nd Key box, type Heading 1. Click the Insert button. (There is no indication that anything happened.) In the 2nd Key box, type Heading 2. Click the Insert button. (There is no indication that anything happened.) In the 2nd Key box, type Heading 3. Click the Insert button. (There is no indication that anything happened.) 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.)

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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 > 2. Select the Index/Table tab, if it is not already selected. In the Type dialog box , select 3.
Alphabetical Index, if it is not already selected. Uncheck Protected against manual changes. 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. Indexes & Tables. (The “Insert Index/Table” window appears.)

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.) Click the Font tab. If it is not already selected/highlighted, click Arial ("Font) > Bold ( “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. 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.)

2. 3.

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8.2. Add Paragraphs After "My Classes"

1. Press the Enter key. The Text body Paragraph Style is activated. (The words “Text 2. 3. 4.
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.) Type the words, I go to many classes. Press Enter. (The cursor moves down two lines. When the "Enter" key is pressed in the text body Style, a new paragraph is started.) 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: 4. Click the Font tab. If it is not already selected/highlighted, click Arial ("Font) > Bold 5. Click the Alignment tab. In the “Options” section, click on the word, Left. (A dot 6. Click the Indent & Spacing tab. In the “Indent” section, in the “Before text” dialog 7.
box, type .50. (When the “Heading 2” Paragraph Style is activated, the words will be indented ½ of an inch.) Double-click Heading 2. (This activates the “Heading 2” Paragraph Style. “Heading 2” appears in the “Apply Styles” dialog box.) appears before the word, “Left”, indicating that “Left” has been selected.) Click OK. ( “Typeface”) > 14 pt. (“Size”). Heading 2” window appears.)

8.4. Modify And Apply the "Heading 3" Paragraph Style For "Verbs"

1. 2. 3. 4. 5. 6.

Press Enter. Type the word, Verbs. Right-click on Heading 3 then click the Modify button. 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.) 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. 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 2. 3.

body” is in effect.) Type the words, Some verbs are active then Press Enter. (The cursor moves down two lines.) 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.

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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 subheadings 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 “Contents Heading”, appear at the top of the list.) until the words,

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2. Right-click on Contents Heading, then click the Modify button. (The “Paragraph 3. Click the Alignment tab. (The “Alignment” window appears.) In the “Options” section,
Style: Contents Heading” window appears.) 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. 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.) Close the Styles and Formatting window. (Click on the X in the box in the upper right corner of the window.)

4. 5.

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.)

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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

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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. 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.)

2.

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 2. 3.
appear,) Click Edit Index/table. (The Insert Index/Table window appears.) 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. 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 3. 4.
inserted in this document. If you insert another table in this document, the name will be “Table2”.) Under Size, Columns, click on the to change the number to 5. Under Rows, click on the to change the number to 5 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.

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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.) In the Black row, type Measurements. “Measurements” appears as white text on the black background. In the first row in the left column, type 1 cup In the second row in the left column, type 4 cups. In the first row in the right column, type 8 fluid ounces. In the second row in the right column, type 32 fluid ounces.

4. 5. 6. 7. 8.

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.

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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 2.
row is deleted.) 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. 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 4. 5.
into 3 equal sections.) Click in the right cell. Click Table > Split Cells. Under Split cell into, click on the to change the number to 3. Under Direction, click Vertically . (The cell is divided into 3 parts.) (Split Cells window appears.)

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.

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1. Type In most cases your eyeglasses will be adjusted by the optical store where 2.
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”. 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.) Click in the table. Type Table > Convert > Table to Text > Paragraph (if Paragraph is not already selected. The text appears as you typed it.) 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 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] 1 foot [ft] 1 yard [yd] 1 mile 1 int nautical mile 12 in 3 ft 1760 yd 2025.4 yd 2.54 cm 0.3048 m 0.9144 m 1.6093 km 1.853 km

3. 4.

5.

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
toolbar.

, the "Undo" icon on the Standard

11. Template Paragraph Styles 1. Click File > New > Templates and Documents > Templates. (The “Templates and

2. 3.

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”.) Click New Document >Text Document > Open. (The appears. Press Fll (a keyboard shortcut) or Format > Styles and Formatting. (The “Styles and Formatting” window appears.) , 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.) , icon. (A list of all “Character Styles” available in this document appears.) Click on the page. Type This is a heading. (The cursor appears on the page to indicate where the typed characters will appear.) , icon and scroll so that you can see that there are 11 predefined headings: "Heading, and Heading 110".

4. At the top of the Styles and Formatting window, click the Paragraph Styles,

5. At the top of the window, click on the Character Styles. 6.

7. In Styles and Formatting, click on the Paragraph Styles,

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8. Double-click Heading 2. (The text you typed should be displayed in 14 point Arial font 9. Double-click Heading 6. (Your text is now 10 point bold Arial. Note that the name of 10.
with bold and italic. The alignment is “Left”.) the "Style" is displayed in the "Apply Style" dialog box on the "Formatting Toolbar" (the third toolbar from the top of the screen.) 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 13. 14.

15. 16. 17. 18. 19. 20. 21.

22. 23.

complete control over indentations and spacing between lines.) Click the Alignment tab. (The text for 'Heading 6” can be aligned to the left, right, center or justified.) 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%.) 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.) Click the Position tab. (Here's how you can handle subscripts and superscripts (although not usually with a heading) Click the Borders tab. (You can put a border around any text that has the style for which borders are defined.) Under Line Arrangement, click the icon to the far right. Make the line, 1.00 pts, wide and select the color, Light Blue . (The window will change to reflect your choices.) Click OK. (The heading in your text now has a thin light blue line at its left.) Right-click Heading 6 and select Modify. Click the Background tab. (Use the dropdown 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. 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.) 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.

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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 2.
Documents, (The "Open" window appears. 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" popup window below appears. )

3. Click Yes. 4. For templates saved in the My Templates folder, click File > Templates > Organize. 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) (The “Template Management” window 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.

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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. 5. 6. 7. 8.

Click Organizer. (The “Organizer” button is the last button on the right.) Double-click on My Templates. (A list of the saved templates appears.) Right-click on the template that you created and choose Set as Default Template. Click Close. (The “Templates” window closes.) 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. 5. 6. 7. 8.

Click Organizer. (The “Organizer” button is the last button on the right.) Double-click on My Templates. (A list of the saved templates appears.) Right-click on the template that you created and choose Set as Default Template. Click Close. (The “Templates” window closes.) 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).

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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.)

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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.)

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4. In the My Documents folder, click on the template named Example. Click the Open 5.

button. (You will see in the "My Templates" folder that the imported file, "Example". is there.) 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 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. appears.)

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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. 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.) (The “Template Management” window appears.)

4. Click Yes > Close. (The Template Management window closes.)

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Calc: Spread Sheet

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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 dropdown 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.

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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. 2. 3. 4. 5.

Click a single cell with the LMB. Click the LMB and drag the cursor over many cells. (Row, column or block.) Click on a column label to select a column. (Click on the gray A column label.) Click on a row label to select a row. (Click on the gray 1 row label.) 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. 4. Type 1000 and press Enter. 5. Type = 6. Click on A1. 7. Type + 8. Click on A2. 9. Type + 10. Click on A3. 11. Press Enter.

(A2 is the active cell.) (A3 is the active cell.) (A4 is the active cell.)

(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. 2. 3. 4. 5.

Make A4 the active cell. Press Delete. Press OK. Click on the Input Line. Type =A1+A2+A3.

(Make sure the Delete all box is checked.) (The white box above the column titles.)

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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. 2. 3. 4.

Click on A4. Type =SUM( Click on A1 and drag down to cell A3. Type ) and press Enter.

(Hold the LMB down.)

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. 2. 3. 4. 5. 6.

Click Help > Contents. (The on-line help window opens.) Click the Contents tab. Double-click the Spreadsheets book icon. Double-click the Functions Types and Operators book icon. Double-click Mathematical Functions. 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 Subtraction Multiplication Division Exponentiation 5+5 5–5 5x5 10÷2 10
2

=5+5 =10-5 =5*5 =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

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and suppose we entered it into Calc as follows:

1. 2. 3. 4. 5. 6. 7. 8.

Select the A column. (Click on the letter A.) Press Delete. (Make sure the Delete all box is checked.) Press OK. Click on A1. Type 20 in A1 and press Tab. Type 10 in B1 and press Tab. Type the formula =A1+10/B1 + 20. (You should be in cell C1.) 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. 2. 3. 4.

Click on C1. Click on the Input Line. Edit the formula to read =(A1+10)/(B1+20). 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. 2. 3. 4.

Select column A. Click Insert > Columns. Select A1. Type Date and press Enter.

(Click on the A. The column turns black.) (Everything will shift to the right.)

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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. 2. 3. 4.

Select A2. Enter a date. Select G2. Enter 5000.

(Enter the date in the mm/dd/yy format. Example: 02/12/05.)

The Deposit, Withdrawal and Balance columns will all contain values that represent currency, so we let's format them accordingly:

1. 2. 3. 4. 5. 6. 7. 8.

Select column E. Hold down the Shift key. Select column G. (All three columns turn black.) Click Format > Cells... (The Format Cells dialog box appears.) Click the Numbers tab. In the Category box, click Currency. (Left side) 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. 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. 2. 3. 4. 5.

Enter a date in the Date column. Enter a check number of 205. Enter Energetic Electric in the Paid To column. Enter Monthly electricity bill in the Description column. Enter 250 in the Withdrawal column.

(A3) (B3) (C3) (D3) (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.

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2. Click Format > Column > Optimal Width... 3. Click OK. 4. Repeat steps 1-3 for column D.
You can also resize cells manually:

(use the default value.)

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. 2. 3. 4. 5. 6. 7. 8.

Select G3. Type = Click on G2. Type + Click on E3. Type Click on F3. 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. 2. 3. 4. 5.

Enter a date. Enter a check number of 206. Enter Fast Cars, Inc in the Paid To column. Enter New Car in the Description column. Enter 7000 in the Withdrawal column.

(A4) (B4) (C4) (D4) (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. 2. Click Insert > Cells... 3. Select Shift cells down.

(or click row label 4.) (A dialog box opens.)

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4. 5. 6. 7. 8. 9.

Click OK. Enter an appropriate date. Tab over to the Description column. Enter Paycheck and press Tab. Enter 20000 for an amount. Drag-copy the formula from G3 down to G5.

(Wouldn't that be great!)

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.

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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. 2. 3. 4. 5. 6. 7. 8. 9.

Go to the bottom of your workbook and click on Sheet2. Type X in A1. Type Sine(X) in B1. Enter 0 in A2. (That's a zero.) Select A2. Drag-copy it down until you see the tooltip number read 90. (You should see the numbers auto-increment.) Go back to the top and Select B2. (Ctrl+up arrow is a quick way to move up.) Enter =SIN(A2). 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. 2. 3. 4.

Double-click somewhere on the chart if you see green boxes or no boxes. Click Format > Chart Type... Select Cubic Spline from the Variants box at the bottom. Click OK.

That's better, but it could still use some improvement. Try:

1. 2. 3. 4. 5.

Click Format > Chart Wall. Click the Area tab and select None. Click OK. Place the cursor over the data plot line and double-click. (The smooth Purple line.) Click the Line tab.

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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.

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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. Bring up the Checking worksheet. Select A1:G25. Click Format > Print Ranges > Define. 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. 2. 3. 4.

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!

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Impress: Presentation

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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 "Recommendation of a Strategy". Activity Click File > New > Presentation > From Template. templates, "Introducing a New Product" and

Explanation Part 1 of Window 1 of the “Presentation Wizard” appears.

If not already selected, select Introducing a New Product. Click Next

Part 2 of Window 1 of the "Presentation Wizard" appears

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Activity

Explanation

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 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. Window 3 of "Presentation Wizard" appears

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.

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Activity

Explanation

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
Activity 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:" pulldown menu box, click OpenDocument Presentation (.odp) (if it is not already selected). In the File name: box, type My Slide Explanation

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Activity Show . Click Save. Click File > Close.

Explanation

" My Slide Show" is saved. The file, "My Slide Show" is still on the screen. The file, " My Slide Show", is no longer on the screen.

1.3. To Watch "My Slide Show" at a Later Time
Activity Click File > Open. Explanation 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: Activity Click on Slide Show – Slide Show Settings. Explanation

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

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2.1. Convert PowerPoint to Impress Presentation
Activity Open a PowerPoint file in Impress OR open the Sample Presentation file. Click File – Open and choose the file you want to open. Explanation You should now be seeing the first slide of the presentation.

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 if it is not already available.

“Slide Transition” window opens.

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.

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Activity

Explanation 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 time. at the edge of the Duration box to enter a

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:" pulldown menu box, click OpenDocument Presentation (.odp) (if it is not already selected). In the File name: box, type Cats. . Click Save. Click File > Close. " Cats" is saved. The file, "Cats" is still on the screen. 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
Activity 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. Explanation

Click on the Fontwork Gallery Icon from the Drawing Toolbar

It looks like a box with an A in the middle and a handle on top.

The Fontwork Gallery appears.

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Activity

Explanation

Choose a Font from the selection by 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.

"Fontwork' appears on the page in very large text.

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.

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Activity 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.

Explanation

Use the Fontwork Toolbar to change the style of your Fontwork Word in the following steps. To align it on the page, click the Fontwork Alignment icon. The menu gives you five choices. The menu appears.

To change to a completely different type of word, click on the Fontwork Gallery Icon. The menu gives you the Fontwork Gallery window with different options .

The "Fontwork Gallery" window appears.

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Activity

Explanation

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

The menu appears.

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 height, click the Fontwork Same Letter Heights icon.

There is no menu but the letters will change to be the same height.

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Activity

Explanation

Now practice your Fontwork by inserting several words onto the page and moving them around.

3.3. Custom Animation
Activity 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. Explanation

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, click Entrance tab > Pinwheel > OK.

The "Custom Animation" window appears.

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Activity

Explanation

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

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3.4. Save File for Future Use
Activity 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:" pulldown menu box, click OpenDocument Presentation (.odp) if it is not already selected. In “File name:” box, type "Funny Cats". Click File > Close. The name of the file will be "Funny Cats". "Funny Cats" appears at the top of the screen. The document is no longer on the screen. Explanation

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. Activity Click File > Open . Explanation 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 Transition. Under Apply to selected slides, click the to scroll to select a transition like Wipe Down or Wipe right. The "Tasks" window is on the right side of your "Impress Presentation" screen.

Click the to scroll to Fast in the dialog box to the right of Speed under Modify transition. Click Fast.

In the "Speed "dialog box, you have three choices for the speed of the transition. The choices are "Slow", "Medium", and "Fast".

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Activity Click Automatically after in the dialog box below Advance slide. Click the 5sec. to set the Seconds to

Explanation You can also highlight the number in the dialog box and type the number of seconds.

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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