Module 11 Open Org Writer

8/8/2019 Module 11 Open Org Writer

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By:

RIZZA R. RENOMERONNational Assessor for VG NC IIICA-VGD0313140909003

SHERYL R. MORALESNational Assessor for BKP NC III

CA-BKP0313140911226

ASIAN ACADEMY OF BUSINESS AND COMPUTERSCOMPETENCY-BASED LEARNING MOUDLES ON

SDA 111 SOFTWRE / DESKTOP APPLICATION

MODULE 12OPERATING A

WORD PROCESSINGAPPLICATION


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MODULE 11

OPERTING AWORD PROCESSINGAPPLICATION Information Sheet 1 FORMATTING (TEXT)

Information Sheet 2 FORMATTIG (PARAGRAPHS) Information Sheet 3 FORMATTIG (DOCUMENTS) Information Sheet 4 INSERTING OBJECTS (TABLES) Information Sheet 5 INSERTING OBJECTS (PICTURES, IMAGES AND CHARTS) Information Sheet 6 USINGMAIL MERGE Information Sheet 7 PREARING OUTPUTS


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MODULE TITLEOPERATING A WORD PROCESSING

APPLICATION

DESCRIPTION: This module covers the knowledge, skills, attitudes and valuesneeded to operate a word processing application which includeformatting, inserting objects, using mail merge and preparing output

documents.

COURSE OBJECTIVE: Students completing this module will be able to: apply formattingtechniques; apply the elements of word processing environment;

use basic editing features; and prepare outputs.

CONTENTS: Information Sheet 1 Formatting (Text )

* Changing text appearance: font sizes, font types* Apply text formatting such as: bold, italic, underline

* Apply subscript, superscript to text

* Apply case changes to text* Apply different colors to text

* Copy formatting from a piece of text to another piece of text

* Apply an existing style to a word, a line, a paragraph

* Paragraph styles* Use automatic hyphenation

* Apply hyphenation using styles: Modify the style

* Apply the style

* Apply styles using the object bar

Information Sheet 2 Formatting (Paragraph)* Insert, remove paragraphs marks

* Insert a paragraph mark

* Remove paragraph marks

* Insert, remove soft carriage return (line break) marks* Set paragraph alignment

* Set alignment in styles

* Indent paragraphs alignment* Align text left, center, right, justified

* Set, remove and use tabs: left, center, right, decimal* Apply bullets, numbers to a single level list. Remove bullets,numbers from a single level list

* Bullet an existing list: Quick method

* Bullet an existing list using Format* Bullet a list using the Stylist

* Create a new bullet list

* Turn bullets off

* Create a numbered list


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* Change between the style of bullets, numbers in a single level list

from built-in standard options

* Add a top and bottom border, box border and shading to a

paragraph

Information Sheet 3 Formatting (Documents)

* Change paper size* Change orientation and paper size of current page layout

* Change the page orientation and paper size in a style

* Change margins of entire document, top, bottom, left, right* Insert, delete a page break in a document

* Add, modify text in Headers, Footers

* Add fields in Header, Footers: date, page number information,

file location* Apply automatic page numbering to a document

Information Sheet 4 Inserting Objects (Tables)* Create a table ready for text insertion

* Insert, edit data in a table

* Select rows, columns, cells, entire table* Insert, delete, rows and columns

* Modify column width, row height

* Modify cell border width, style, color* Set the border of individual cells or blocks of cells

* Add shading to cells

* Put a shadow on the table

* Some other important table functions

Information Sheet 5 Inserting objects (Pictures, Images, and

Charts)* Insert a picture, an image, a chart into a document

* Select a picture, image, chart in a document

* Duplicate a picture, image, chart within a document, betweenopen documents

* Move a picture, image, chart within a document, to another

document

* Resize picture, image, chart* Deleting a picture, image, chart

Information Sheet 6 Mail Merge* Concept and Practice

- Template document

- Data Source- Merging

- Open, prepare a main document for a mail merge by

inserting data fields- Open, prepare a mailing list, other data file, for use in a

mail merge

- Merge a mailing list with a letter, label document


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- Output to a printer

- Output to file

Information Sheet 7 Preparing Outputs* Preparation

- Understand the importance of proofing your documents

such as: checking the layout, presentation (margins,appropriate font sizes and formats) and spelling

- Spell-check a document and make changes such as

correcting spelling errors, deleting repeated words- Check spelling as you type

- Check spelling of document

- Spellcheck selected text or a single word

- Thesaurus- Add words to a built-in custom dictionary

- Preview a document

* Printing- Choose print output options such as: entire document,

specific pages, number of copies.

- Print a document from an installed printer using definedoptions, default settings.


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MODULE 11 OPERATING A WORD PROCESSING APPLCIATION

LEARNING GUIDE

Lea r n i n g S teps Res o u r ces

1. Read Information Sheet 1 onFormatting (Text )

2. Answer Self-Check 1

3. Read Information Sheet 2 onFormatting (Paragraph)


5. Read Information Sheet 3 on

Formatting (Documents)


7. Read Information Sheet 4 onInserting Objects (Tables)


9. Read Information Sheet 5 onInserting objects (Pictures, Images,

and Charts)


11. Read Information Sheet 6 on MailMerge


13. Read Information Sheet 7 onPreparing Outputs


Information Sheet 1

Self-Check 1

Information Sheet 2

Self-Check 2

Information Sheet 3

Self-Check 3

Information Sheet 4

Self-Check 4

Information Sheet 5

Self-Check 5

Information Sheet 6

Self-Check 6

Information Sheet 7

Self-Check 7


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Text Formatting

Change text appearance: font sizes, font types

Fonts

The term font refers to the style of the type face. Here are some examples:

The size of fonts is measured in points. A point is 1/72. The size is determined by thedistance from the bottom of the descender to the top of the ascender.

The central part of the letter is called the body. Fonts vary in the relative sizes of theirascenders, descenders and body as well as their thickness.

Another difference between fonts are those which have small tails or feet attached to thevertical strokes. These are called seriffonts. Examples are Times New Roman and

Bookman Old Style. The fonts without these are called sans seriffonts. Examples areArial, Tahoma and Verdana.

Default fonts

The default font is the font that Writer chooses for you unless you specify otherwise. To setthe default font:

1. Tools->Options

2. Expand Text document

3. Double click on Basic fonts.

4. Click on Default.

INFORMATION SHEET 1FORMATTING (TEXT)


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5. Select the font from the drop down window.

6. ClickOK.

This is shown in the following screen. If you clickDefault in this dialogue, the fontswill be set to the original Writer defaults.

Use fonts when typing new text

The current font style and size are shown on the object bar as in the following examplewhere the font is Arial 11 point.

Any text you type will automatically assume this font.

Change fonts of existing text

You may change the font type and size of existing text as follows:

1. Highlight the text you wish to change.

2. Click on the font drop down window to display the available fonts and select a font.

3. Click on the size drop down window to select a font size. As you complete theseoperations the text in your document will assume the new font immediately.

Undo the changes

Edit->Undo or Ctrl-Z will undo the changes you have just made.

Available fonts

The fonts that are displayed could vary from installation to installation. Certain fonts areinstalled when you install the operating system, whether Linux or Windows. Further fontscan be added at a later stage, but this must be done through the operating system interface.

Formatting


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Apply text formatting such as: bold, italic, underline

Attributes

Changes we make to fonts are called attribute changes. Examples include bold,

underlining and italics. Further, we can add combinations of these as shown in thefollowing table.

Attributes can be set before new text is typed or they can be added to existing text. Theobject bar contains icons for setting bold, italic and underlined.

When an attribute is set, the corresponding icon on the object bar will have a border aroundit. In the above illustration, bold is on but italic and underline are off.

Set attributes for new text

Each of the attribute icons on the object bar acts as a toggle. If the attribute is on, clickingthe icon will switch it off. If the attribute is off, clicking the icon will switch it on.

Before typing new text, set each of the attribute settings using the object bar icons asdescribed above. These settings will hold for further text until you change them.

If you now move to another part of your document where the settings were setpreviously, the icons on the object bar will change to reflect the settings of thistext.

Change attributes of existing text

1. Highlight the text whose attributes you wish to change.

2. Click on the appropriate icons on the object bar to change the attributes.

Where you highlight text that contains a mixture of the same attribute, forexample, some bold and some unbold text, the situation becomes slightly more

complicated. You will need to click the icon two or three times to achieve thedesired state.

Apply subscript, superscript totext


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Apply subscript, superscript to text

Superscript and subscript refers to text, usually in a small font, slightly above or below thebody of existing text. The following table illustrates superscript and subscript.

a2 2ab + b2 = (a b)2

Area of house is 129 m2

H2

SO4

+ Cu => CuSO4

+ H2

The term position is used to describe the three options of subscript, superscript andnormal.

Create new text in superscript or subscript

The quick way of creating superscripts or subscripts is to use the keyboard shortcuts:

1. Type your normal text.

2. When you wish to start text in superscript, press Shift+Ctrl+P and type thesuperscript.

3. Press Shift+Ctrl+P a second time to revert to normal text.

4. Type your normal text, then press Shift+Ctrl+B and type the subscript.

5. Press Shift+Ctrl+B a second time to revert to normal text.

Convert existing text to superscript or subscript

1. Highlight the text you wish to convert to superscript or subscript.

2. Press Shift+Ctrl+P to covert the highlighted text to superscript or Shift+Ctrl+B toconvert the text to subscript.

Use the Format menu

1. Highlight the text you wish to convert to superscript or subscript.

2. Format->Character3. Click the Position tab.

4. Under Position, select either Normal, Superscript or Subscript.

Use icons

If you use superscript and subscript frequently, you might like to add appropriate icons tothe object bar.

The object bar can be customised as follows:

1. Tools->Configure

Formatting


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2. Click the Toolbars tab.

3. ClickCustomize.

4. Click on the Toolbars drop down window and select Text ObjectBar.

5. In the Buttons in use window, tick the Superscript and subscript check boxes asshown on the following screen.

6. Press OK.

The superscript and subscript icons will be added to the object bar as shown below.Instead of using the keyboard combinations, you can now use these icons in the sameway that you use bold, italic and underline icons.

Apply case changes to text

Once you have typed a block of text you are able to change its case. You may, for example,wish to convert a block of text to upper case (capital letters).

1. Highlight the text you wish to convert.

2. Format->Case / Characters

3. Select either Uppercase or Lowercase as needed.

Apply different colours to text

Apply case changes to text


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The colour of text can be changed just like the other attributes.

1. Format->Character

2. Click the Font effects tab.

3. Click on the Font color drop down window to display the available colours.

4. Select the colour you wish to apply to the text.

5. ClickOK.

As in the case of the other text attributes, you can set the colour of new text before youtype it or change the colour of existing text. In the latter case, first highlight the text andthen use this procedure.

You may also change the font colour by using a long click on the Font colour icon on theobject bar (Hold the left mouse button down until the colour palette is displayed).

Copy formatting from a piece of text to another piece of text

Suppose you have written quite a long document. During a final editing you decide to

Formatting


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change the formatting of certain key paragraphs. This could involve, font type, size, colourand other attributes. The long method would be to repeat the formatting proceduremanually on each paragraph.

Styles

The more elegant and efficient method would be to format one paragraph very carefullyand then copy the formatting to other paragraphs. In order to achieve this, Writer makesuse ofstyles. A style is a set of attributes that can be applied to characters, paragraphs andpages. Each style is given a name.

Writer has styles for characters, paragraphs or pages. The next section will look at styles inmore detail. This section will consider the basic use of the character style to copyformatting from one block of text to another.

A character style is a set of attributes that can be applied to individual letters, numericdigits and symbols. The attributes could include font style, size and colour, and bold, italic

or underlining.

Copy formatting using character styles

1. Format the block of text that will serve as the model.

2. Highlight this text.

3. Format->Stylist or press F11.

4. Click the character styles icon, (the second icon) .

5. ClickDefault in the list of styles.

6. Click the New style from selection icon (the second from the end), .

7. Give the new style a name and clickOK.

8. Click the Update style icon (the last icon), .

9. Click on the Fill format mode icon (the paint can).

10. Drag this over the text whose format you wish to change.


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11. Click on the Fill format mode icon or press Esc to stop copying the formatting.

Apply an existing style to a word, a line, a paragraph

Writer offers the user a number of different styles. The following table provides a briefdescription of the different styles and functions associated with the stylist. This summary isderived from the Writer help system.

Paragraph styles: Displays formatting styles for paragraphs. Use paragraphstyles to apply the same formatting, such as font, numbering, and layout to theparagraphs in your document.

Character styles: Displays formatting styles for characters. Use character stylesto apply font styles to selected text in a paragraph.

Frame styles: Displays formatting styles for frames. Use frame styles to formatframe layouts and position.

Page styles: Displays formatting styles for pages. Use page styles to determinepage layouts, including the presence of headers and footers.

Numbering styles: Displays formatting styles for numbered and bulleted lists.Use numbering styles to format number and bullet characters and to specifyindents.

Fill format mode: Applies the selected style to the object or text that you select in

the document. Click this icon, and then drag a selection in the document to applythe style. To exit this mode, click the icon again, or press Esc.

New style from selection: Creates a new style based on the formatting of thecurrent paragraph, page, or selection.

Update style

Once the new style has been created, you can open the Stylist at any stage use the Fillformat mode to change the format of text. The following method can be applied to acharacter, a word, a line of text or a much larger block of text.

1. Format->Stylist or F11.

2. Click the Character style icon.

3. Click the style you wish to apply.

4. Click the Fill format mode icon, .

5. Move the mouse pointer to the starting point of the text you wish to format. Themouse pointer will have the form of the paint can, .

6. Click and drag (hold down the left mouse button) over the text you wish to change.

7. Release the left mouse button and repeat on other text you wish to change.

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8. Press Esc when done.

An alternative method is as follows:

Highlight the text to which you wish to apply the style. You can use the shortcutsdescribed in the section called Insert text [21] to select the text.


2. Click the Character style icon.

3. Double click the style you wish to apply.

Paragraph styles

Paragraph styles have additional features associated with them. These features, whichinclude margins, justification and line spacing, will be covered in detail in the followingsections.

Create a paragraph style

Suppose you regularly create a heading which is centred on the page and uses 14 point boldred Franklin Gothic Medium. The centring on a page is a feature which applies toparagraphs and not to characters. The following example illustrates how to create aparagraph style called Gothic Heading.

1. Format one of the headings according to your specification.

2. Highlight the heading.


4. ClickParagraph styles, .

5. ClickNew style from selection, .

6. Enter a Style name.

7. ClickOK.

Modify a paragraph style

You can modify the attributes of a paragraph style using the Paragraph styles dialogue.

Paragraph styles
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2. ClickParagraph styles, .

This will display the dialogue.

3. Make the changes.

4. ClickOK.

Use a paragraph style

1. Click anywhere in the paragraph you wish to format.


3. Select Paragraph styles.

4. Double click on the style you wish to apply.

5. Repeat the process for other paragraphs you wish to format.

6. Press Esc when you have finished.

Use automatic hyphenation

Where a word will not fit at the end of a line, by default it will be moved to the next line. Itis possible to break longer words up between lines. This can be done using either automaticor manual hyphenation. Hyphenation splits words between syllables based onOpenOffice.org's internal dictionary.

When you make use ofautomatic hyphenation, Writer does all the work for you. Thisoption can be applied to individual paragraphs or to paragraph styles.

Apply automatic hyphenation to an individual paragraph

1. Click anywhere in the paragraph.

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2. Format->Paragraph.

3. Click on the Text flow tab.

4. Tick the Automatically check box in the Hyphenation area.

5. ClickOK.

The current paragraph will be hyphenated automatically by Writer.

Apply hyphenation using styles: Modify the style

1. Format->Stylist


3. Right click on the paragraph style you wish to modify.

4. Select Modify in the context sensitive menu that is displayed to display theParagraph styles dialogue.

5. Click on the Text flow tab. This is the same as in the Paragraph dialogue shownabove.

6. Tick the Automatically check box in the Hyphenation area.

7. ClickOK.

Apply the style

Whenever you apply a style which has been modify to include automatic hyphenation,Writer will automatically hyphenate the paragraph.

As you insert text into or delete text from a paragraph that has automatic hyphenation,Writer will adjust the hyphenation to the changes.

Apply styles using the object bar

The first window on the object bar contains a list of available styles.

1. Click on the paragraph you wish to change.

2. Click on the styles window on the object bar.

Apply hyphenation using styles:Modify the style


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3. Select the style you desire.

The paragraph will be formatted immediately to the new style.

Formatting


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A B C D

1

You wish to call attention to a statement in your document by making the text

bold.

Which button do you select?

2

A flyer is to be prepared inviting parents to a performance. You want the

headline to be centered on the page.


3

You want to make sure that your instructions are clear and plan to place them in

a bulleted list.


4

To call attention to a block of text, you want place a block of color behind the

text to highlight it.


5Another way to call attention to a block of text is to place a border around it.


6

A quoted block of text has been indented. You wish to continue the document

but you need to undo the indent.Which button do you select?

7

You have made a birthday certificate and you want the student's name to bedisplayed in color.


Instructions: Read and answer the questions carefully. Encircle the correct answer.

SELF-CHECK 1

8. T he hori zont al pos itioni ng of t ext (s uc h a s left, ri ght , c enter, or j us tify)

A) A lignm ent

B) H eade r

C) Bol d

D) Inde ntation

9. A pri nt e nha nc ement us ed t o m ake characters a ppe ar da rke r than ot he r t ext to a dd e mpha sis

A) Foot er

B) F ont type

C) Bol d

D) A lignm ent

10. A fe ature tha t ena bles you t o m ove text from one pl ace to a not he r

A) Bol d

B) H eade r

C) Copy

D) S hift ke y

11. T he type of c ha racter form at tha t de term ine s the look of t he character

A) F ont StyleB) Ca ps L oc k

C) D elete

D) Inde ntation

12. T he de sign a nd a ppe arance of pri nted c ha racters

A) Foot er

B) F ont type

C) F ont size

D) H eade r

1.B2.A6.D4.B5.A60D70B8.A9.2.C10..C11.A12.B


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Paragraph FormattingInsert, remove paragraph marks

There is a slight technical distinction between the ordinary use of the term paragraph andthe term as is commonly used.

Technically, a paragraph is a block if text that is terminated by a carriage return, that is

by pressing the Enter key. Technically we say that Enter inserts a hard carriage return.

If you press Shift+Enter you can create a new line. This creates a new paragraph in theusual sense it is used in everyday language. Technically we say that Shift+Enter inserts asoft carriage return. Writer, however, will treat the new text as part of the existingparagraph. This means that if you apply a paragraph style to the first part of the paragraph,Writer will apply it to the part after the soft return as well.

Sometimes the hard carriage return is referred to simply as a paragraph break and the softcarriage return as a line break.

These two keys insert different hidden control characters into the text.

Press the non-printing characters icon, , on the main toolbar to make these

and other hidden characters visible.

Once hidden control characters are visible, they can be edited like any other text.

The following paragraph illustrates some text in which non-printing characters have beenmade visible.

INFORMATION SHEET 2FORMATTING (PARAGRAPH)


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The symbol indicates a paragraph break while indicates a line break.

In this example, the heading is separated from the first paragraph by two paragraph breaks.The first and second paragraphs are technically a single paragraph as they are separated bytwo line breaks.

Insert a paragraph mark

Press Enter.

Remove paragraph marks

1. Display non-printing characters by pressing the non-printing characters icon, on

the main toolbar.

2. To delete a paragraph break either position the cursor in front of the paragraph markbreak and press Del or to the right of the mark and press Backspace.

3. Press to hide non-printing characters.

Insert, remove soft carriage return (line break) marks

Insert a line break mark

When you Press Enter, a new paragraph is created beginning with the new line. It canhappen that you wish to insert a new line without actually creating a new paragraph. In thiscase you can insert a line break. This has the same appearance as a new paragraph, but forformatting purposes the text is treated as a single paragraph. To insert a line break:

Press Shift+Enter.

OR

Insert a paragraph mark


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1. Insert->Manual break ..

2. Click the Line break radio button and clickOK.

Remove paragraph or line break marks1. Display non-printing characters by pressing the non-printing characters icon, ,

on the main toolbar.

2. To delete a line break either position the cursor in front of the line break mark breakand press Del or to the right of the mark and press Backspace.

3. Press to hide non-printing characters.

Remove line breaks automatically from a paragraphWhen copying text from another source, it sometimes happens that line breaks are insertedinto a paragraph. This happens in particular when you copy text from an email client into aword processor.

1. Tools->Autocorrect / Autoformat

2. On the Options tab, ensure that Combine single line paragraphs if length greaterthan 50% is selected. (To change the minimum percentage for the line length,double-click the option in the list, and then enter a new percentage.)

3. ClickOK.

4. Select the text from which you wish to remove the line breaks.

5. Format->Autoformat->Apply.

Align text left, centre, right, justified

Alignment or justification of text refers to the position of the text with regard to themargins. Centred text lies midway between the margins, whereas right justified text isaligned against the right hand margin but jagged on the left. The following table illustratesthe different forms of alignment of text.

Left aligned The international airport, Bole, at Addis Ababa (Addis toaficionados) is modern and boasts several duty free shops. The driveinto Addis reveals a few modern five storey structures, but also, it isstrikingly free of litter. Buildings range from the palace ruins, theQueen of Shebas bath, square wattle and daub homes, twosupermarkets to the sprawling Merkato market the largest market inEast Africa.

Right aligned The international airport, Bole, at Addis Ababa (Addis toaficionados) is modern and boasts several duty free shops. The driveinto Addis reveals a few modern five storey structures, but also, it is

strikingly free of litter. Buildings range from the palace ruins, theQueen of Shebas bath, square wattle and daub homes, twosupermarkets to the sprawling Merkato market the largest market in

Formatting


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East Africa.

Centre aligned The international airport, Bole, at Addis Ababa (Addis toaficionados) is modern and boasts several duty free shops. The driveinto Addis reveals a few modern five storey structures, but also, it is

strikingly free of litter. Buildings range from the palace ruins, theQueen of Shebas bath, square wattle and daub homes, two

supermarkets to the sprawling Merkato market the largest market inEast Africa.

Justified The international airport, Bole, at Addis Ababa (Addis toaficionados) is modern and boasts several duty free shops. The driveinto Addis reveals a few modern five storey structures, but also, it isstrikingly free of litter. Buildings range from the palace ruins, theQueen of Shebas bath, square wattle and daub homes, twosupermarkets to the sprawling Merkato market the largest market inEast Africa.

Set paragraph alignment

1. Click anywhere in the paragraph.

2. Press the appropriate alignment icon on the object bar.

The alignment icons are shown in the following table.

Left Right Centre Justify

Set alignment in styles

When creating or modifying a paragraph style, you may set a default associated with thatstyle. For example, the default style can be set to include justification as follows:

1. Format->Stylist.

2. Select paragraph styles.

3. Right click on Default.

4. ClickModify.

5. Click the Alignment tab.

6. ClickJustified in the Options area.

7. ClickOK.

All paragraphs that use the default style will now automatically be justified.

Indent paragraphs: left, right, first line, hanging

Set paragraph alignment


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Indents refer to the amount of space inserted between the text and the left and right handmargins. In the case of a first line indent,the first line is indented but not the subsequentlines. In the case of a hanging indent, the first line is not indented while subsequent linesare. Indents may be set up before a paragraph is created or applied to existing paragraphs.

The following table illustrates the different types of indent.

Indents are set as follows:


2. Click the Indents & Spacing tab.

3. Set the Before text, After text and First line in the Indent area to achieve the desiredeffect.

The following table illustrates how the previous indents were achieved.

Left indent Settings:

Before text = 1.00 cm

Right indent Settings:

After text = 1.00cm

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First line indent Settings:

First line = 1.00 cm

Hanging indent Settings:

Before text = 1.00 cm

First line = -1.00cm

The effect of the negative value is to move the first line back to the margin andso create a hanging indent.

If the Automatic check box is ticked, the first line of the paragraph is indented accordingto the size of the font and the line spacing. The setting in the First Line box is ignored.

Set indents in styles

1. Format->Stylist.


3. Right click on the style you wish to modify.


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4. ClickModify.


6. Make adjustments as above.

7. ClickOK.

All paragraphs based on the style you have modified will change to reflect the new values.

Indents are indicated on the ruler as shown in the next screen.

Change indents using the ruler

You may change the indenting of a paragraph by clicking and dragging the three indentmarkers on the ruler.

Apply single, double line spacing within paragraphsThe normal spacing between lines of a paragraph is single line. The paragraphs of thisbook are all in single line spacing. In some cases we need to leave more space betweenlines. Examples would include contracts and legal documents.

Change the line spacing of a paragraph


2. Click on the Indents & Spacing tab.

3. Click the Spacing drop drop down window.

4. Select the line spacing.

5. ClickOK.

Change line spacing in a style

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1. Format->Stylist.


3. Right click on the style you wish to modify.

4. ClickModify.


6. Select the line spacing.

7. ClickOK.

Apply spacing above, below paragraphs

Usually Writer does not insert an space above or below a paragraph. Usually users insert ablank line at the end of the paragraph to set the paragraph off from other text. This involvespressing the Enter key twice. You may, however, let Writer insert this space for you

automatically. You could also insert space automatically before a paragraph.

Insert space before or after an existing paragraph


2. Click on the Indents & Spacing tab.

3. Adjust the values in the Above paragraph and Below paragraph windows.

4. ClickOK.

Insert space before or after paragraphs in styles

Paragraph styles can be modified to include space before or after paragraphs using thesame method as shown in previous sections.

Set, remove and use tabs: left, centre, right, decimal

Tabs are used for aligning columns of text and numbers. Consider the columns shown onthe following screen.

The second to fifth columns are left, right, centre and decimal aligned on the tabsrespectively.

Notice the different icons on the ruler for the different tab stops.

Apply spacing above, belowparagraphs


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Left tab Right tab Centre tab Decimaltab

Tab stops are set for a paragraph or group of paragraphs. They may also be set in a style

Set default tab stops

Default tab stops are set in the Default paragraph style.

1. Format->Stylist


3. Right click on Default.

4. Select Modify.

5. Click on the Tabs tab.

6. ClickDelete all to clear existing tab stops.

7. Enter a Position and click on a tab Type.

8. ClickNew.

9. Repeat the process for all the default tabs you wish to set.

10. ClickOK when done.

Change tab stops on the ruler

You may change the positions of the tab stops on the ruler by dragging them. The changewill, however, only apply to the current paragraph.

When users create columns of data as in the earlier screen, a common mistake is to pressthe Enter key at the end of each line. This means that when you drag a tab stop icon, it willonly have an effect on one line. A better idea is to press Shift+Enter at the end of each lineuntil all the data has been entered. In this way, Writer can treat the entire block of data as asingle paragraph. The tab stop icons can then be dragged and change the positions of entirecolumns at once.

Change tab stop settings for a paragraph using the dialoguewindow


2. Click the Tabs tab of the dialogue.

Formatting


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If only the default tabs are set, the tab stops will not be shown. If custom tabs havebeen set, these will be displayed as shown in the screen.

Clear all tab stops

Press the Delete all button. This will clear all default and custom tab stops for thecurrent paragraph.

Clear selected custom tab stops

Highlighted the tab stop you wish to delete and press the Delete button.

Set custom tab stops

1. Enter a value into the Position window.

2. Select Left, Right, Centered or Justified under Type.

3. Press New. The new tab stop will be added to the list of existing tab stops.

A quick way of setting tab stops is to right click on the paragraph, selectParagraph in the context sensitive menu and then press the Tabs tab.

Apply bullets, numbers to a single level list. Remove bullets,numbers from a single level list

Bullets are useful in emphasising lists of items. The following two screens illustrate the useof bullets to emphasise points.

No bullets Bulleted

Apply bullets, numbers to a singlelevel list. Remove bullets,


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Bullet an existing list: Quick method

1. Highlight the list of items to be bulleted.

2. Click the Bullets icon on the Object bar, . This will bullet the list using the defaultbullet symbol.

Bullet an existing list using Format

1. Highlight the list of items to be bulleted.

2. Format->Numbering / Bullets

3. Click the Bullets tab.

4. Click on the bullet style you wish to insert and clickOK or simply double click on thebullet.

If you Press Enter in a bulleted line, Writer will automatically insert a bullet atthe start of the new line.

Bullet a list using the Stylist

1. Highlight the list to be bulleted.


3. ClickNumbering styles.

4. Double click on one ofList 1 to List 5.

Formatting


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Sometimes clicking on the bullet icon on the Object bar produces an undesiredspacing with the bullet. In such a case, use the Stylist.

Create a new bullet list

1. Insert a bullet at the start of the first line using any of the methods above.

2. Press Enter at the end of each line to insert a new bulleted item on the next line.

3. Press Enter twice at the end of the final item.

Turn bullets off

The bullet icon on the Object bar acts as a toggle.

1. Select the list from which you wish to remove bullets.

2. Click the Bullet icon, , on the Tool bar.

Create a numbered list: Quick method

A numbered list is similar to a bulleted list, except that the items are numbered insequence. If a new item is inserted within the list or at the list, the numbering adjustsautomatically.

1. Select the list of items to be numbered.

2. Click the Numbering icon, , on the Tool bar.

Number a list: Format method

1. Select the list of items to be numbered.


3. Click the Numbering type tab.

4. Double click on the style of numbering you wish to apply.

numbers from a single level list


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The next screens illustrate two styles of numbered list.

Number a list using the Stylist

1. Highlight the list to be bulleted.


3. ClickNumbering styles.

4. Double click on one ofNumbering 1 to Numbering 5.

Create a numbered list

The method is exactly the same as creating a bulleted list.

Remove numbering

1. Select the items from which you wish to remove the numbering.

2. Click the numbering icon on the Object bar.

Change between the style of bullets, numbers in a singlelevel list from built-in standard options

The style of either numbering or bullets can be changed using the Format menu.

1. Select the list to be changed.


3. Click the Bullets or Numbering type tab.

4. Double click on the new style. The selected bullets or numbering will changeimmediately.

Formatting


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This same method can be used to convert bullets to numbering or numbering tobullets.

Add a top and bottom border, box border and shading to a

paragraphTo emphasise points you can add borders to paragraphs. You are able to choose thethickness of the border and whether you wish it to have a shadow or not.

To apply a border to a paragraph:

1. Highlight the paragraph.


3. Click the Borders tab.

4. Select a line thickness.

5. Select a border colour.

6. Select a shadow style. (The first icon is no shadow.)

7. Select a shadow colour.

8. Select a line arrangement.

Add a top and bottom border, boxborder and shading to a paragraph


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9. ClickOK.

This paragraph has a 1.00 pt black border with a grey shadow to the lower left.

Notice there are five options for line arrangement.

The first one, no border, is the default which means that unless otherwise specified allparagraphs will appear with no border.

The second one is a box border which will draw four lines around the paragraph, ie top,bottom, left and right.

The third one is a left and right border only with no top and bottom. The fourth one is a top and bottom border only with no left and right border.

The last one is a left border with no others at all.

Formatting


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1.Word's default space setting is________.

A. single space

B. 1.5 space

C. double space

D. triple space

E. quadruple space

2. You insert a hard return by pressing_____________.

A. Caps lock

B. CTRL+L

C. Justify button on the toolbar.

D. Enter

E. Ctrl+backspace

3.____________ is the amount of vertical space between lines of text in a paragraph

A. Line space

B. Paragraph spaceC. Text Space

D. Document space

E. I don't know, some type of space!!

4. A___________ in Word is any text that ends with a hard return.

A. Word document

B. Sentence

C. P aragraph

D. Format

E. Line Space

5. A _____ is blank space that appears from the edge of text to the edge of the paper

A. line space

B. paragraph space

C. formatting space

D. margin

E. character space

6. This shortcut starts each line of text at the left margin.

A. ctrl+L

B. ctrl+enter

C. ctrl+j

D. ctrl+left arrow

E. ctrl+backspace

7. _____ is the amount of space above or below a paragraph.

A. line space

B. word space

C. default space

SELF-CHECK 2

Instruction: Encircle the correct answer.


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D. paragraph space

E. formatting space

8. ______ increases the distance between the side of a paragraph & the left or right margin.

A. justify button

B. center button

C. increase indent button

D. decrease indent button

E. right align button

9. ______ is the top triangle that appears at the left of the ruler.

A. left indent

B. hanging indent

C. falling indent

D. right indent

E. first line indent

10. ______ is the rectangle that appears on the ruler.

A. hanging indent

B. right indent

C. first line indent

D. left indent

E. second line indent

11. ______ adds space between characters in a line so that the line starts at the left margin &always ends at the right margin.

A. left align

B. align right

C. justify

D. center

E. ctrl+2

12. To repeat paragraph formatting press

A. ctrl+enter

B. F1

C. F4

D. ctrl+R

E. ctrl+alt+4

13. If you press ctrl+5, you are changing the spacing by how much?

A. 5 inches

B. 0.5 inches

C. 1.5 inches

D. 0.55 inches

E. 2.5 inches


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14. An example of a bulleted list is_______.

A. Full block letter

B. modified block letter

C. semi-blocked letter

D. Memo

E. Table

15. What is the keyboard shortcut for centering?

A. ctrl+c

B. ctrl+a

C. ctrl+e

D. ctrl+k

E. ctrl+d

16. Word's default document alignment is______.

A. justified

B. right aligned

C. left aligned

D. centered

1.A2.D3.A4.C5.D6.A7.D8.C.E10.D11.C12.C.13.C14.D.15.C16.C


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Document Formatting

Change document orientation to portrait or landscape.

Change paper size

Normally we print across the short side of a page as, for example, on the page you arereading. This orientation of the page is called portrait. We can alter the page layout so thatwe print across the long side of the paper. This is called landscape. The next screen

illustrates the two orientations.

Writer also has to have information about the size of the paper you will be using forprinting in order to be able to format the document correctly. Usually we use A4 size.

INFORMATION SHEET 3FORMATTING (DOCUMENTS)


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There might be times when you use smaller paper, such as A5, or larger paper, such as A3.The printer you use will impose restrictions on the size of paper. Paper size can be set atthe same time as orientation.

Change orientation and paper size of current page layout

1. Format->Page.

2. Click the Page tab.

3. Click either the Portrait or Landscape radio button to set the desired orientation.

4. Set the paper size to a standard size by clicking on the Format drop down window orenter a custom size using the Width and Height windows.

5. ClickOK.

This will set all the pages of the document up to the point where a page breakwith a new style has been inserted. If you wish to use different pageorientations within the same document, you will need to make use of pagestyles.

Change the page orientation and paper size in a style

1. Format->Stylist

2. Select Page styles.

3. Right click on the style you wish to change and clickModify in the context menu.


5. Set the paper size to a standard size by clicking on the Format drop down window or

enter a custom size using the Width and Height windows.

6. Click either Portrait or Landscape and clickOK.

Change orientation and paper sizeof current page layout


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Change margins of entire document, top, bottom, left, right

The margins refer to the space at the top, bottom and sides between the printed area and theedge of the paper. There is actually a small area around the edge of the paper that cannot beprinted on. The margins are actually the distance between the printing and the edge of thenon-printable area.

The margins can be set at the same time as the paper orientation.

1. Format->Page.


3. Set the Left, Right, Top and Bottom margins (see the previous screen capture of thedialogue window).

4. ClickOK.

The margins can be set in a style in exactly the same way as the paper orientation.

Insert, delete a page break in a document

When you reach the end of a page, Writer automatically inserts a page break and putsadditional text on the following page. This is called an automatic or soft page break. Ifyou insert text on a page, Writer will automatically adjust the position of the soft pagebreak.

Insert page break

You may also insert a manual or hard page break at any point where you wish to force

Writer to end a page. This is done by pressing Ctrl+Enter.

When you insert a hard page break using Ctrl+Enter, Writer will automatically use thecurrent page style on the next page.

Delete page break

Display hidden characters by pressing , on the Main toolbar.

Delete the page break by deleting the character at the end of the paragraph.

Insert page break and change style

You will often need to change certain features of new pages such as headers, footers,margins and orientation. In order to do this you need to make use of styles. You will firstneed to create a style for each set of pages. Once you have your styles defined, you caninsert a page break and change to a new page style at the same time.

1. Insert->Manual break. This will display the following dialogue.

Formatting


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2. Click the Page break radio button.

3. Click on the Style drop down window and select a style for the new page.

4. ClickOK.

You will see how to change headers and footers within a document using styles in the nextsection.

Add, modify text in Headers, Footers

Headers and footers are text that is displayed at the top and bottom of each page. Once theheader or footer has been defined, Writer will automatically insert it on every page of thecurrent style.

Insert a header

1. Insert->Header

Depending on the existing styles, you will see different menus. The one on the left iswhat you will see in the case of a simple document where there are no styles. Thesecond will be displayed where the document contains a number of page styles.

For the time being, we will assume a situation as on the left.

2. ClickDefault.

Add, modify text in Headers,Footers


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This will display a header region. In this you can type and format your heading. Youwill only need to do this once. Writer will automatically insert this header at the top ofeach page.

3. Enter and format the text of the header as shown, for example, on the next screen.

4. Click on the body of the page when done.

Insert a footer

Footers are inserted in exactly the same way, except to start the process:

Insert->Footer

Change a header within a document

Suppose you are writing a book. At the top of each page you wish to insert the chapternumber and title.

First you need to create a style for chapter 1.

1. Format->Stylist


3. ClickDefault.

4. ClickNew from Selection.

5. Call the style Chapter 1.

6. Double click on the Chapter 1 style.

7. Insert->Header->Chapter 1.

8. Create your header.

9. ClickUpdate style and close the Stylist dialogue.

At this point you would type up the text of chapter 1. When you are ready to start the nextchapter:

1. Make sure the cursor is in Chapter 1. (This will ensure that Chapter 1 is the currentstyle.)

2. Format->Stylist


4. ClickNew from Selection.

5. Call the style Chapter 2.

Formatting


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At this stage you have created a new style called Chapter 2 which is identical to theChapter 1 style.

6. At the end of chapter 1: Insert->Manual break.

7. Click the Page radio button.8. Click the Style drop down window and select Chapter 2.

9. ClickOK.

This will insert a hard page break with the new page having the Chapter 2 page style.

10. Edit the header in chapter 2.This will automatically change the Chapter 2 style.

Change a footer with a document

The process for changing a footer is essentially the same as that for changing the header.

Add fields in Headers, Footers: date, page numberinformation, file location

Certain information such as the current page number, date and file information can beadded to the headers or footers.

Insert page numbers into headers or footers

1. Position the cursor at the point in the header or footer where you wish to insert thepage number.

2. Insert->Fields->Page numbers

Add fields in Headers, Footers:date, page number information,


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Insert other information into a header or footer

Other information such as date, time and number of pages can be inserted in exactly thesame way as shown on the screen capture.

Note that the date and time inserted will be fixed and will reflect the date andtime the header or footer was created.

Insert variable date or time into headers and footers

To enter a date or time that will reflect the current date or time in a header, the process isslightly longer.


2. Insert->Fields->Other3. Click the Document tab.

4. ClickDate in Type.

5. ClickDate in Format.

6. Select an appropriate date format in Format.

7. ClickInsert.

A variable time can be inserted in exactly the same way.

Insert a file name and path into a header or footer


2. Insert->Fields->Other

3. Click the Document tab.

4. ClickFile name under Type.

5. Select the appropriate Format.

Formatting


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6. ClickInsert.

Insert page numbers with an offset

Normally the first page of the current document starts at 1. You can however add to orsubtract from this number. The value you add to the page numbering is called the offset.Suppose you wish the first page of the current document to start at 10 rather than 1. This

means the offset must be 9.


2. Insert->Fields->Other


4. ClickPage under Type.

5. ClickPage numbers under Select.

6. Enter the appropriate value in Offset , for example 9.

7. ClickInsert.

Insert file location

This is a very useful feature of Headers and Footers as it allows you to insert the path ofthe document so that if it is necessary for another person to edit it they will be able toeasily locate the file.

1. Position the cursor at the point in the header or footer where you wish to insert the file

location.2. Insert->Fields->Other

file location


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4. ClickFilename under Type.

5. ClickPath/File name under Format.6. ClickInsert.

Apply automatic page numbering to a document

Automatic page numbering is accomplished by inserting the page number field in either aheader or footer as described in the previous section.

Formatting


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1. To change the paper orientation, choose:

A. Format -> Page tab -> paper format

B. Format -> Page tab -> portrait or landscape

C. Format -> Page tab -> margins

D. Format -> Page tab -> paper tray

E. Format -> Page tab -> layout settings2. How will you change page orientation and paper size in a style

A. Format -> Paragraph

B. Format -> Page tab.

C. Insert -> Manual Break

D. Format -> Stylist

E. Ctrl+backspace

3. You would like to insert a header, what menu tab will you choose

A. File

B. EditC. View

D. Insert

E. Format

4. Paper size can be standardized by clicking on the ___________ drop down

A. Width and Height

B. Portrait or Landscape

C. Format

D. Page Styles

E. Page tab

5. It refers to the space at the top, bottom and sides between the printed area and the edge of thepaper

A. Bottom Margin

B. Left Margin

C. Right Margin

D. top Margin

E. Margins

6. This is where you can add the date, time, page number, page count, subject, title or author

A. Manual Break

B. Fields

C. Special Characters

D. Section

E. Hyperlink7. Changing an appropriate date format is inside the Field ____tab

A. Document

B. Reference

SELF-CHECK 3


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C. Functions

D. DocInformation

E. Database8. In inserting a file location, you must:

A. Click Page under Type

B. Click the Document Tab

C. Click Insert ->Fields->Other

D. Click Insert ->Fields->Functions

E. Click insert->Fields->Variables

9. In automatically applying a page number, you just have to Click Insert->Fields->Page Number

A. True

B. False

10. Paper orientation is either Portrait or Landscape type.

A. True

B. False

1.B2.D3.D4.C5.E6.B7.A8.C9.A10.A


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Tables

Create a table ready for text insertion

A table is a grid comprising a number of rows and columns. These may or may not haveborders. Each cell of the table may contain text or objects such as graphic images and maybe formatted independently of the other cells.

Insert a table

1. Click on the position in the document where you wish to insert the table.

2. Insert->Table

3. Writer will call the tables Table 1, Table 2, and so on. You may give the tables a nameof your own choice. Enter this in the Name window.

4. Adjust the Columns spin box to set the number of columns and the Rows spin box toset the number of rows.

5. Tick the Border check box if you wish to include borders around the cells. Otherwiseclear this box.

6. If you wish to keep the entire table on one page, tick the Don't split table check box.Writer will then move the entire table to the following page if it will not fit on thecurrent page.

7. ClickOK.

The following table was created using three columns and two rows.

OBJECTS (TABLES)INFORMATION SHEET 4


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1. Click in the cell in which you wish to enter text and enter and format the text as usual.

2. ClickTab to jump to the next cell or click on another cell to reposition the cursor.

Insert, edit data in a tableData can be entered into a cell by clicking on the cell and typing in the text in the usualway. Formatting is performed as with ordinary text.

If a cell already contains text, you may click anywhere in the cell and insert, delete, edit orreformat the text as in the rest of a document.

Select rows, columns, cells, entire table

At times we may wish to perform operations on entire rows or columns or the whole table.For example, we may wish to change the current font for the entire table. To do this weneed to select the appropriate row(s) or column(s) or the table itself.

Select entire table

1. Position the cursor anywhere in the table.

2. If the current cell is empty, press Ctrl+A. Otherwise press Ctrl+A a second time.

The action ofCtrl-A is somewhat complex. If the cell is not empty, pressingthis combination selects the current cell. In this case, pressing it a second timeselects the entire table. Once the table has been selected, pressing Ctrl-A once

more causes the entire document to be selected.

Select rows in a table

Writer does not have a single step method for selecting rows or columns. To select anumber of rows, proceed as follows:

1. Go the the start of the first cell of the first row.

2. Press Shift+Right arrow repeatedly until all the cells of the first row have beenselected.

3. Press Shift+Down arrow repeatedly until all the rows have been selected.

Select columns in a table

The method for selecting columns is very similar.

1. Go to the start of the first cell f the first column.

2. Press Shift+Down arrow repeatedly until the first column has been selected.

3. Press Shift+Right arrow repeatedly until all the columns have been selected.

Objects


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Delete a row

1. Position the cursor anywhere in the row to be deleted.2. Format->Row->Delete or press the Delete row icon on the Table object bar,

.

When the cursor is inside a table, the Table object bar will show table functions.

Delete a column

1. Position the cursor anywhere in the column to be deleted.

2. Format->Column->Delete or press the Delete column icon, .

Insert a row

1. Position the cursor anywhere in the row adjacent to the new row.

2. Format->Row->Insert or press the Insert row icon, .

3. Adjust the Amount spin window to the number of rows you wish to insert.

4. Click either the Before or After radio button to select whether you wish the new rows

to be inserted before or after the current row.

5. ClickOK.

Insert a column

1. Position the cursor anywhere in the column adjacent to the new column.

2. Format->Column->Insert or press the Insert column icon, .

3. Adjust the Amount spin window to the number of columns you wish to insert.

4. Click either the Before or After radio button to select whether you wish the newcolumns to be inserted before or after the current column.

Insert, delete, rows and columns


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5. ClickOK.

Modify column width, row height

When you create a table, Writer uses the default row heights and column widths. The rowheight will be based on the default font and the columns widths will be adjusted to fitequally across the page. This is shown on the following screen.

If you change a font, the row height for all the cells will adjust to accommodate the largestfont on the row as shown on the next screen.

Row heights

Set the height of rows manually

You may set custom row heights manually as follows:

1. Select cells in each of the rows you wish to adjust.

2. Format->Row->Height, or right click on the table.

3. Adjust the value using the Height spin window or typing a value in.

Objects


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Set optimal row height

Optimal row height is the most appropriate row height based on the size of the fonts usedin the row.


2. Format->Row->Optimal Height.

Set row height using the keyboard

1. Position the cursor in the row whose height you wish to adjust.

2. Hold down the Alt key and press the Up and Down arrows to decrease or increase theheight.

Column widths

Set column widths manually

The Format menu option lets you set the width of a single column.

1. Click in the table.

2. Format->Column->Width.

3. Select the column using the Column spin window.

4. Adjust the width of the column using the Width spin window.

5. ClickOK.


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1. Select cells in the columns you wish to change.

2. Format->Column->Space equally or press the icon on the Table object bar.

Set optimal column widths

This will adjust the column widths based on the text inside the cells of the selectedcolumns.


2. Format->Column->Optimal Width.

Set column width by dragging the border

1. Move the cursor over the border of the cell to display the separator icon.

2. Hold down the left mouse button. A dotted vertical line will be displayed.

3. Hold down the left mouse button and drag the vertical line.

4. Release the left mouse button at the desired position.

Set the column width using the keyboard

Position the cursor in any cell in the column. Hold down the Alt key and press theLeft or Right arrows. This will also adjust the overall width of the table.

OR

Position the cursor in any cell in the column. Hold down the Alt+Ctrl keys and press

the Left or Right arrows. This will not change the overall width of the table.

Modify cell border width, style, colour

By default, Writer will insert and thin, black solid line as the table border. These can bechanged as follows:

1. Click inside the table.

2. Format->Table. This will display the Table format dialogue.


4. Select a border thickness and style in the Style window.

Objects

Set column widths equally


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5. Click on the Color window to display a drop down list of border colours and select a

colour.

6. You may also may also select a shadow for the outer border of the table by selectingthe appropriate options in the Shadow style area of the dialogue. This is covered inthe next section.

Set the border of individual cells or blocks of cells

The previous description applied to formatting an entire table. You may use the samemethod to set the borders of individual cells or blocks of cells.

1. Select the cells whose borders you wish to set.2. Format->Table


4. Set the borders as you wish.

5. ClickOK.

In this case the settings will only apply to the cells that were selected. The following screenillustrates the effect.

In this case the four cells in the heading were highlighted before the command wasexecuted.

Add shading to cells

The background colour of a cell is referred to as the fill colour. By default there is no fill.

This can be changed.

Set the border of individual cellsor blocks of cells


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1. Click inside the cell you want to change or select a range.

2. Format->Table

3. Click the Background tab.

4. Select a Background color from the colour palette.

5. Click on the For drop down window and select Cell to apply only to the selected cellsor Row to apply to the currently selected rows.

6. ClickOK.

Put a shadow on the table

You may insert a shadow around the outer border of the table.

1. Click in the table you wish to format.

2. Format->Table


4. Select the position of the shadow from one of the Shadow options in the Shadowstyle area.

5. Select the offset of the shadow by using the Distance spin window.

6. Select the colour of the shadow by clicking on the Color drop down window andselecting a colour.

7. ClickOK.

Objects


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Some other important table functions

Merge cells

Suppose we have a situation such as shown on the next screen.

We would like the word TEAM to be centred across the four headings. The solution is tomerge the four cells and then centre the heading within this new cell.

1. Highlight the cells to be merged.

2. Format->Cell->Merge or click the Merge icon on the Table object bar, .

3. Click the Centre icon on the Object bar.

Split cells

You may split cells horizontally or vertically.

1. Select the cells you wish to split.

2. Format->Cell->Split cells or click on the Split cells icon .

3. Select the number of elements you wish to split the cells into.

4. Select either Horizontally or Vertically.

Some other important tablefunctions


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5. ClickOK.

Split table

You may split a table horizontally at the current cursor position.

1. Click in the table at the point where you wish to split it.

2. Format->Split table

3. ClickNo heading.

4. ClickOK.

This insert a blank row between the two parts of the table. Each part can now betreated as a separate table

Set background colour

The background colour of a table is referred to as the fill colour. By default there is no fill.This can be changed.

1. Click inside the table.

2. Format->Table

3. Click the Background tab.

4. Select a Background color from the colour palette.

5. Click on the For drop down window and Table if you wish to apply this backgroundto the entire table.

Objects


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6. ClickOK.

Pictures, Images, Charts


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1. It is a grid comprising a number of rows and columns.

A. cell

B. name

C. table

D. border

E. tab2. Ctrl + A means

A. select all

B. center

C. insert

D. home

E. end3. Changing the row height can be done manually by clicking:

A. Format->Row->Width

B. Format->Row->HeightC. Format->Column->Space

D. Format->Column->Width

E. Format->Column->Height4. You may also select a shadow for the outer border of the table by selecting:

________________________________________________5. Adding background color of a cell is referred to as:

________________________________________________

6. Cells can be split ___________________________ or _______________________.

7. Format->Cell->Merge is for Merging Cells

A. True

B. False

8. Using the keyboard, set row height by:

A. positioning the cursor in the column you wish to change

B. positioning the cursor in the row you wish to change

C. Hold down ALT Key and press the Up and Down arrows

D. both A and B are correct

9. You cannot change the color of a border's shadow.

A. True

B. False

10. The background color of a table is referred to as the fill color.

A. True

B. False

SELF-CHECK 4


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Pictures, Images, Charts

Insert a picture, an image, a chart into a document

Insert picture or image into a document

Although a document consists mostly of ordinary text, you may insert other objects into thetext. The most common sources of pictures and images are clipart galleries.

1. Insert->Graphics->From file.

2. Browse to the directory / folder contains the graphics.

Linux

Click the Preview check box:

This is generally a good idea as it helps you select an appropriate graphic. Otherwiseyou may just view long lists of file names which may not be meaningful.

Windows

1. Thumbails on in the View menu.

INFORMATION SHEET 5

OBJECTS (PICTURES, IMAGES, CHARTS)


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2. Click the graphic you wish to insert and clickOpen or simply double click on thegraphic.

This will insert the graphic into the document at the current cursor position.

The following step is very important. Usually the graphic can be treated in exactly thesame way as a text character.

1. Click on the graphic to select it. Notice the handles around the borders of the graphic.

2. Right click to display the context menu clickAnchor.

3. ClickAs Character.

Insert a graphic from the gallery

OpenOffice.org has a built-in set of graphics called the gallery. You may insert images

into a document from the gallery.

Objects


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1. Position the cursor at the insertion point.

2. Tools->Gallery

3. Select a Theme.

4. Select an item in the theme.

5. Right click on the item to display a context menu.

6. ClickInsert then Copy.

7. Resize the image.

8. Click the close icon in the gallery to close .

Insert a page background from the gallery

You can create textured backgrounds for pages using the gallery.

1. Position the cursor at the insertion point.

2. Tools->Gallery

3. Select a Backgrounds.

4. Select a background.

5. Right click on the item to display a context menu.

6. ClickInsert then Background.

7. ClickPage if you wish to use the background for the entire page or Paragraph if you

wish to use it only for the current paragraph.

Create a chart based on a table

Charts can be created in Writer in the same way that they are created in Calc. Instead of thedata being found in the rows and columns of a spreadsheet, they will now be found in therows and columns of a table. The following is a detailed example of the creation of a chartin Writer.

1. Select the block of cells containing the data. Check whether the first column and firstrow contain labels as in the following screen.


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2. Insert->Object->Chart.

3. Check the appropriate Caption check boxes.

4. ClickNext.

5. Select a Chart type.

6. Select whether the Data series is contained in rows or columns. In this case it is inrows.

7. ClickNext.

8. Choose a Variant of the basic chart type.

9. Check the X axis and Y axis check boxes to display grid lines as desired.

Objects


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10. ClickNext.

11. Enter Titles for the chart as a whole and for the X and Y axes.

12. Tick the Legend check box if you wish to display a legend with the chart. This willindicate the meaning of the different colours.

13. ClickCreate.


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Insert a spreadsheet chart in a document

This is covered in the section on duplicating images and charts.

Select a picture, image, chart in a document

Just as we select text in order to perform actions on it such as delete or copy, we can do thesame thing with graphics.

Click anywhere in the graphic to select it.

Notice the handles that are displayed around the graphic. These are illustrated in the screencapture.

Once an image has been selected, we are able to perform various actions on it.

Objects


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Just as we select text in order to perform actions on it such as delete or copy, we can do thesame thing with graphics.

Duplicate a picture, image, chart within a document, between

open documentsImages, whether clipart or charts, can be manipulated in the same way. Once the image hasbeen selected, it can be duplicated and moved in exactly the same way as ordinary text.

1. Select the image or chart that must be copied.

2. Edit->Copy or click the Copy icon, , on the Function bar or press Ctrl-C.

3. Position the cursor at the point where you wish to insert the duplicate. This can bewithin the current document or you can switch to another open document.

4. Edit->Paste or click the Paste icon, , on the Function bar or press Ctrl-V.

A duplicate of the original image will be inserted.

Copy a spreadsheet chart into a document

This method can be used to copy a chart from a spreadsheet into a document.

1. Go to the spreadsheet and select the chart you wish to copy into the document.

2. Edit->Copy or click the Copy icon, , on the Function bar or press Ctrl-C.

3. Switch to the document.

4. Position the cursor at the point where you wish to insert the chart.


A duplicate of the original chart will be inserted into the document.

Move a picture, image, chart within a document, to anotherdocument

Moving an image is a two step process: Cut then Paste

1. Select the image or chart that must be copied.

2. Edit->Cut or click the Cut icon, , on the Function bar or press Ctrl-X.

3. Position the cursor at the point where you wish to move the image. This can be withinthe current document or you can switch to another open document.


Duplicate a picture, image, chartwithin a document, between open


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The image will be deleted in its original position and inserted at the new position.

Resize a picture, image, chart

When an image is selected, handles are displayed around the borders. By dragging onthese, the image can be resized.

The four corner handles can be dragged in any direction. The handles on the left and rightborders can only move horizontally while those on the top and bottom borders can onlymove vertically.

Narrow or widen an object

1. Click on either of the side handles.

2. Hold down the left mouse button and drag to the left or right.3. Release the mouse button when done.

Lengthen or shorten an object

1. Click on either the top of bottom handle.

2. Hold down the left mouse button and drag up or down.

3. Release the mouse button when done.

Change the size in any direction

1. Click on a corner handle.

2. Hold down the left mouse button and drag in any direction.

3. Release the mouse button when done.

The following screen shot illustrates dragging the bottom corner handles. The image isonly resized once the mouse button is released.

Objects


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Change to a specific size, eg 3 cm x 4.5 cm

1. Click on the graphic to select it

2. Click on Format->Graphics

3. Click on the first tab Type

4. Type in the 3 in the box next to Width

5. Type in the 4.5 in the box next to Height

Notice the checkbox next to Relative. If you click in this box it will force thewidth and height to be relative to each other, ie the graphic won't distort.

Delete a picture, image, chart

1. Select the image.

2. Press Del.

documents


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.

Instruction: Write the following steps in inserting pictures, graphs and charts.

SELF-CHECK 5

b. ___________________________________

d. ___________________________________

c. ___________________________________

a. ___________________________________

e. ___________________________________

f. ___________________________________

1. Steps in inserting object from gallery:

2. How to insert a background page:

b. _________________________________________________________________

d. __________________________________________________________________

c. __________________________________________________________________

a. _________________________________________________________________

e. __________________________________________________________________

f. __________________________________________________________________

g. __________________________________________________________________


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e. __________________________________________________

f. __________________________________________________

3. Copy a spreadsheet chart into a document

a. _________________________________________________

b.. _________________________________________________

c.. __________________________________________________

d. __________________________________________________

4. Change the size in any direction

a. _________________________________________________

b.. _________________________________________________

c.. __________________________________________________

5. Create a chart based on a table

e. __________________________________________________

f. __________________________________________________

a. _________________________________________________

b.. _________________________________________________

c.. __________________________________________________

d. __________________________________________________

g. __________________________________________________

k. __________________________________________________

h. __________________________________________________

i. __________________________________________________

l. __________________________________________________

m. __________________________________________________


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Concept and Practice

Understand the term mail merge and the concept of merging a data source with a maindocument such as a letter or a label document

A common situation that arises is that we need to send out the same letter or information tohundreds of people or organisations. While the text of the letter may be the same, each willcontain specific references to the organisation in terms of the address and the person towhom it is being addressed.

Another related situation is where we need to print address labels for envelopes to clients.

The client list may vary from time to time. However, when we need to print labels, we donot want to have to type up each one anew.

In situations such as these we can make use of the Mail Merge feature.

Mail merge involves the following:

1. A template.

2. A data source.

3. Merging the data from the data source into the template to create a set of documents.

4. Printing.

Template document

The template document is an outline of the document that you wish to produce. Itcontains the fixed text which will be the same for all the documents. It also contains placeholders for the information that will change. Sometimes these place holders are alsoreferred to as fields. Examples would include, name, first name, title, company andaddress.

If you were wanting to merge a mailing list with a letter, then the letter would be thetemplate document. You may also want to create labels and then you would use a label

layout as your template document.

Data source

The data source will contain the data that is inserted into the place holders when the actualmerging takes place.

In the data source, the data will be organised into a number of rows and columns. Each rowis called a record and contains the data that will be inserted to create a single document.For example, each row would contain a name, first name, title and address.

Each record is divided up into fields corresponding to the columns. These contain the

individual items such as name and first name.

MAIL MERGEINFORMATION SHEET 6


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Merging

Merging involves creating the link between the fields in the template and the fields in thedata source and then the actual creation of the set of documents.

A good way to approach the following sections is to actually create thedocuments yourself and work through the process step by step.

Open, prepare a main document for a mail merge by insertingdata fields

Create an example of the letter or document you wish to produce

The first step is to create the document you wish to use.

Create a data source

To illustrate the process you will need to create a simple data source.

1. File->New.

2. Create the data source such as the one shown below.

3. Ensure there is a single tab between each field and a carriage return at the end of theline.

Note also that the tab is used in this situation as a field separator. It is notused to align columns. As the previous example illustrates, the use of a singletab will often lead to a jagged appearance. You may switch on non-printingcharacters to check.

Save the data as a text document. Writer will automatically attach the .txt extension.

Mail Merge


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The first line of the data source contains the field names. These will be used asthe place holders in the template document. A collection of records such asthis is called a table.

Add the data source to OpenOffice.orgWe must now make OpenOffice.org recognise the file we have just created as a datasource.

1. Tools->Data Sources

2. Click the General tab.

3. ClickNew Data Source in the top left hand side of the dialogue.

4. Type the name you wish to give the data source in the Name window. In this case wehave used General data.

5. In theDatabase type

drop down window, selectText

.6. Use the Browse icon to select the directory containing the data source.

7. ClickApply.

8. Click the Text tab.


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9. Make sure the Text contains headers check box is ticked.

10. In the Field separator drop down window, select {Tab}. As you can see you couldhave used a number of other field separators.

Commas are also commonly used as field separators. This howevercreates a problem if you wish to use commas within fields.

11. ClickApply.

12. Click on Tables to check that Clients is displayed.

13. ClickOK.

OpenOffice.org will treat all text files that are located in the directory as tablesof the same database source, General data.

Insert the fields / place holders into the document template

1. Switch to the document you wish to use as a document template.

2. View->Data sources.

3. Click on General data to expand it.

4. Click on Tables.

5. Click on Clients.

The Clients table will be displayed as shown on the next screen.

6. Delete the variable information such as name and address in the document template.

7. Drag the field titles in the data source into the document template. Remember toinsert spaces where needed.

At this point your document template will appear as on the following screen.

Mail Merge


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8. Save the Document template.

In this example, we have used a letter as an example of a document template,but we could equally well have used the outline of an address label or anyother type of document.

Open, prepare a mailing list, other data file, for use in a mailmerge

The process of preparing a data file was introduced in the previous section. In this sectionwe will look a bit deeper into OpenOffice.org's handling of data sources.

Use a spreadsheet as a data source

You can also create a data source using a spreadsheet if you wish as illustrated on thefollowing screen.

You may define your data source either from within Calc or Writer.

Define General data as shown on the following screen.

Open, prepare a mailing list, otherdata file, for use in a mail merge


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Once you have defined General data in this way, you can use it in exactly the same wayas before.

Use a table in a document as a data source

Data is commonly supplied in the form of an ordinary document table as shown in thefollowing screen. Equally, you may find this a convenient way of creating a data source. Itcannot, however, be used directly in this format.

Suppose you have a data source such as the followi

Module 11 Open Org Writer

Documents

Transcript of Module 11 Open Org Writer