Migrating from Microsoft Office to OpenOffice.org 1.1.1

Migrating from Microsoft Office
to OpenOffice.org 1.1.1:
A guide for intermediate to advanced users.
Migrating from Microsoft Office to OpenOffice.org 1.1.1
[Version]
First edition: [February 2004]
First English edition: [February 2004]
Contents
Contents...............................................................................................................................................i
Overview.........................................................................................................................................viii
1 Why OpenOffice.org...................................................................................................................1
1.1 Some OpenOffice.org advantages........................................................................................1
1.2 Some OpenOffice.org disadvantages....................................................................................1
2 General Interface differences.....................................................................................................2
2.1 Help.......................................................................................................................................2
2.2 Zoom – the view percentage.................................................................................................3
2.3 Auto Correct / Auto Format..................................................................................................3
2.4 Menus....................................................................................................................................3
2.4.1 Personalized Menus.......................................................................................................................................3
2.5 Mouse use..............................................................................................................................3
2.5.1 Long click......................................................................................................................................................3
2.5.2 Drag and drop.................................................................................................................................................4
2.5.3 Right click......................................................................................................................................................4
2.6 Toolbars.................................................................................................................................4
2.6.1 Moving toolbars.............................................................................................................................................4
2.6.2 Tear-off toolbars............................................................................................................................................4
2.6.3 The Draw toolbar...........................................................................................................................................5
2.6.4 The Load URL drop-down on the Function bar............................................................................................5
2.7 Side panes - Docked / Floating Windows.............................................................................5
2.7.1 Docking and Undocking................................................................................................................................5
2.7.2 Resizing..........................................................................................................................................................5
2.7.3 Show / Hide....................................................................................................................................................5
2.7.4 Stick / Floating pin.........................................................................................................................................6
2.7.5 Navigator........................................................................................................................................................6
2.7.6 Stylist..............................................................................................................................................................6
2.7.7 Gallery............................................................................................................................................................6
2.7.8 Data source viewer.........................................................................................................................................6
2.8 Page preview.........................................................................................................................7
2.9 Keyboard shortcuts................................................................................................................7
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Contents
2.10 Smart Tags...........................................................................................................................7
2.11 Special characters / symbols...............................................................................................7
2.12 File Management.................................................................................................................7
2.12.1 Default locations..........................................................................................................................................7
2.12.2 Creating New files.......................................................................................................................................8
2.12.3 Default Templates........................................................................................................................................8
2.12.4 Template folder management ...................................................................................................................... 8
2.12.5 The Open and Save As dialogs....................................................................................................................9
2.12.6 Password protection.....................................................................................................................................9
2.12.7 Privacy Options............................................................................................................................................9
2.12.8 PDF file (Adobe reader) file creation ........................................................................................................10
2.12.9 Creating web pages (HTML files) overview.............................................................................................10
2.12.10 Document properties................................................................................................................................12
2.12.11 Searching for files....................................................................................................................................13
2.12.12 Working with multiple files.....................................................................................................................13
2.12.13 Autosaves.................................................................................................................................................13
2.12.14 Version control.........................................................................................................................................13
2.13 Find and Replace...............................................................................................................13
2.13.1 Some tips for search and replace...............................................................................................................14
2.13.2 Attributes....................................................................................................................................................14
2.13.3 Formats.......................................................................................................................................................14
2.13.4 Regular Expressions...................................................................................................................................14
2.13.5 Similarity Search........................................................................................................................................15
2.13.6 Search for styles.........................................................................................................................................15
3 Customizing the Interface........................................................................................................16
3.1 Toolbars...............................................................................................................................16
3.1.1 Customizing Toolbars..................................................................................................................................16
3.1.2 Creating a new toolbar.................................................................................................................................16
3.2 Customizing Menus............................................................................................................16
3.3 Keyboard Shortcuts.............................................................................................................17
3.4 AutoCorrect/Auto format....................................................................................................17
3.5 Undo / Redo.........................................................................................................................17
3.6 Spell Checking....................................................................................................................17
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3.7 Grammar Checking.............................................................................................................17
3.8 Security Settings..................................................................................................................17
3.9 Personal Settings.................................................................................................................18
3.10 Storing configurations in a template.................................................................................18
4 Conversion of Microsoft Office Files.......................................................................................19
4.1 File format...........................................................................................................................19
4.1.1 Philosophy....................................................................................................................................................19
4.1.2 Default File Format......................................................................................................................................19
4.1.3 File Extensions.............................................................................................................................................20
4.2 Bulk conversion...................................................................................................................20
4.3 Microsoft Office to OpenOffice.org to Microsoft Office..................................................20
4.4 Import / Export / sharing issues between Microsoft Office and OpenOffice.org..............20
4.4.1 Object Linking and Embedding (OLE)....................................................................................................... 20
4.4.2 Linked files..................................................................................................................................................21
4.4.3 Word Art / Fontwork................................................................................................................................... 21
4.4.4 Vector graphics............................................................................................................................................21
4.4.5 Frames / text boxes......................................................................................................................................21
4.4.6 Active content controls................................................................................................................................21
4.5 Macros.................................................................................................................................22
5 Text Documents.........................................................................................................................23
5.1 Interface differences specific to Word / Writer..................................................................23
5.1.1 Views............................................................................................................................................................23
5.1.2 Navigator......................................................................................................................................................23
5.1.3 Stylist...........................................................................................................................................................23
5.1.4 Keyboard......................................................................................................................................................24
5.1.5 Mouse use....................................................................................................................................................25
5.1.6 Tables...........................................................................................................................................................25
5.1.7 Charts in Writer............................................................................................................................................28
5.1.8 Customizing the user interface.................................................................................................................... 29
5.1.9 Write, edit, and review documents..............................................................................................................30
5.1.10 Control page layout....................................................................................................................................31
5.1.11 Use templates and styles............................................................................................................................32
5.1.12 Use fields....................................................................................................................................................34
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Contents
5.1.13 Work with large or complex documents....................................................................................................35
5.1.14 Work with graphics....................................................................................................................................35
5.2 Good practice in text documents........................................................................................36
5.3 Compatibility settings in OpenOffice.org for the current document.................................37
5.3.1 Tops of pages...............................................................................................................................................37
5.3.2 Aligning Tabs...............................................................................................................................................37
5.3.3 Spacing between paragraphs........................................................................................................................37
5.4 Import / Export issues between Writer and Word..............................................................37
5.4.1 Font and Font spacing..................................................................................................................................37
5.4.2 Tables...........................................................................................................................................................37
5.4.3 Mail merge documents.................................................................................................................................38
5.4.4 Forms............................................................................................................................................................38
5.4.5 Footnotes, end notes, tables of contents and indexes.................................................................................. 39
5.4.6 Numbered paragraphs, outline numbering, cross-references......................................................................39
5.4.7 Page numbering...........................................................................................................................................39
5.4.8 Date and time fields.....................................................................................................................................40
5.4.9 Importing Word Fields.................................................................................................................................40
5.5 Mail Merge..........................................................................................................................41
5.5.1 Creation of the Mail Template (main document)........................................................................................41
5.5.2 To add the fields into your document:.........................................................................................................42
5.5.3 Selecting records for the merge...................................................................................................................42
5.5.4 Viewing merged data...................................................................................................................................42
5.5.5 Eliminating blank lines................................................................................................................................42
5.5.6 Merging........................................................................................................................................................42
5.5.7 Mailing Labels.............................................................................................................................................43
5.5.8 Merge to e-mail............................................................................................................................................43
5.6 Envelopes............................................................................................................................43
5.6.1 Adding an envelope.....................................................................................................................................43
5.6.2 Removing an envelope.................................................................................................................................43
5.7 Page styles and page numbering.........................................................................................44
5.7.1 Modify a page style......................................................................................................................................44
5.7.2 Create a style................................................................................................................................................44
5.7.3 The Page style dialog...................................................................................................................................44
5.7.4 Page breaks and page numbering.................................................................................................................45
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5.8 Index/Tables........................................................................................................................46
5.8.1 Opening Writer's table of contents feature.................................................................................................. 47
5.8.2 Using the Index/Table tab............................................................................................................................47
5.8.3 Using the Entries tab....................................................................................................................................48
5.8.4 Using the Styles tab.....................................................................................................................................50
5.8.5 Using the Background tab............................................................................................................................50
5.8.6 Editing a table of contents.............................................................. ............................................................. 51
5.8.7 Updating a table of contents ........................................................................................................................51
5.8.8 Deleting a table of contents......................................................................................................................... 51
5.8.9 Alphabetical Index.......................................................................................................................................51
5.9 Conditional text...................................................................................................................52
5.10 Master documents.............................................................................................................53
6 Spreadsheet documents............................................................................................................54
6.1 Main differences..................................................................................................................54
6.1.1 Separating parameters in functions..............................................................................................................54
6.1.2 Number of rows...........................................................................................................................................54
6.1.3 Form fields...................................................................................................................................................54
6.1.4 Named ranges and “Natural Language” formulas.......................................................................................54
6.1.5 Array Formulas............................................................................................................................................54
6.1.6 Optional parameters in formulas..................................................................................................................55
6.1.7 Functions......................................................................................................................................................55
6.1.8 DataPilot / Pivot Table.................................................................................................................................56
6.1.9 Autofilter......................................................................................................................................................56
6.1.10 Text to columns..........................................................................................................................................57
6.1.11 Solver.........................................................................................................................................................57
6.1.12 Charts.........................................................................................................................................................57
6.1.13 Number formats.........................................................................................................................................57
6.2 Interface differences between Excel /Calc.........................................................................58
6.2.1 Keyboard shortcuts......................................................................................................................................58
6.2.2 Mouse use....................................................................................................................................................58
6.2.3 Hidden rows.................................................................................................................................................58
6.2.4 Navigator......................................................................................................................................................58
6.2.5 Stylist...........................................................................................................................................................59
6.2.6 Sheet area combo-box..................................................................................................................................59
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6.2.7 Function List................................................................................................................................................59
6.2.8 Error values..................................................................................................................................................59
6.3 Import/Export issues...........................................................................................................59
6.3.1 Password protected Workbooks...................................................................................................................59
6.3.2 Other issues..................................................................................................................................................59
6.4 Conditional formatting and styles.......................................................................................59
6.5 Working across spreadsheets, web pages and database data.............................................59
6.5.1 Working across spreadsheets.......................................................................................................................59
6.5.2 Links to html data or other spreadsheets..................................................................................................... 60
6.5.3 Links to database data..................................................................................................................................61
6.6 Printing................................................................................................................................61
7 Presentation documents............................................................................................................63
7.1 Good practice in presentations............................................................................................63
7.2 Main differences between PowerPoint and Impress..........................................................63
7.2.1 Accessing different views............................................................................................................................63
7.2.2 Multimedia ...................................................................................................................................................63
7.2.3 Chart animations..........................................................................................................................................63
7.2.4 Pack and Go.................................................................................................................................................63
7.2.5 Fields............................................................................................................................................................64
7.2.6 Action Settings / Interaction ........................................................................................................................64
7.2.7 Object effects / animations and slide Transitions........................................................................................64
8 OpenOffice.org as a replacement for FrontPage...................................................................65
9 Draw...........................................................................................................................................66
10 FontWorks (WordArt equivalent).........................................................................................67
11 Math formula editor / Equation Editor................................................................................68
11.1 To insert an equation:........................................................................................................68
11.2 Customizing the interface.................................................................................................68
11.3 Entering a formula.............................................................................................................68
11.4 Working with Math within Writer....................................................................................69
11.5 Symbols and commands....................................................................................................69
12 Data-sources............................................................................................................................70
12.1 Working with a data-source (dBase example)..................................................................70
12.1.1 Registering the data source........................................................................................................................70
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12.1.2 Adding Tables in a data source..................................................................................................................71
12.1.3 Viewing a data source................................................................................................................................71
12.1.4 Editing the data..........................................................................................................................................71
12.1.5 Using queries to select records..................................................................................................................72
12.2 Creating a data-source from a spreadsheet.......................................................................72
12.3 Database Forms.................................................................................................................73
12.3.1 Form creation using auto pilot...................................................................................................................73
12.3.2 Form use.....................................................................................................................................................73
12.3.3 Editing the form.........................................................................................................................................73
12.4 Reports...............................................................................................................................75
12.4.1 Report creation...........................................................................................................................................75
13 Converting VBA macros to OpenOffice.org macros...........................................................76
13.1 The Application Program Interface (API) documentation...............................................76
13.1.1 How to get the API.................................................................................................................................... 76
13.1.2 How to read it.............................................................................................................................................76
13.2 Differences in the integrated development environment (IDE).......................................76
13.3 Specific how tos................................................................................................................76
Glossary............................................................................................................................................77
Index.................................................................................................................................................78
Appendix A General Key Shortcuts................................................................................................79
Appendix B Writer key shortcuts....................................................................................................87
Appendix C Calc shortcut keys.......................................................................................................93
Appendix D Impress shortcut keys..................................................................................................97
Appendix E Draw Shortcut keys...................................................................................................100
Appendix F Chart Shortcut keys...................................................................................................103
Appendix G PowerPoint custom animations – Impress object effects.........................................104
Appendix H PowerPoint – Impress slide transitions...................................................................105
Appendix I Math formula – symbols and commands...................................................................106
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Contents
Overview
About this guide
This document is for people who currently use or have used Microsoft Office and would like
to investigate or are actively changing to OpenOffice.org. It is aimed at intermediate to
advanced users of Microsoft Office so if the functionality in OpenOffice.org is not
significantly different then, typically, that function is not mentioned.
This document currently has 13 chapter headings:
1 Why OpenOffice.org: a very brief outline of the pros and cons of OpenOffice.org versus
Microsoft Office.
2 General Interface differences: gives an overview of the differences in the interface between
OpenOffice.org and Microsoft Office that are consistent across the applications. This chapter
is designed for being the background material for an introductory course on migrating to
OpenOffice.org from Microsoft Office.
3 Customizing the Interface: explains how to change the interface so that users can make
OpenOffice.org work as close as possible to how they have worked in the past. It doesn't say
make these changes to make OpenOffice.org work like Microsoft Office, as both applications
are highly configurable it seemed, to the author, to make more sense to say how to change
things rather than give a proscribed list.
4 Conversion of Microsoft Office Files: briefly discusses philosophical differences in file
formats between the office suites, how to do bulk conversions of files, general issues when
collaborating with people still using Microsoft Office, and a mention that macros need to be
manually converted.
5 Text Documents: this is a more detailed exploration of how to use the OpenOffice.org
word-processing application, Writer. This chapter expands on the interface differences
covered in chapter 2 that are specific to Writer, discusses techniques for avoiding problems
when working with people still using Microsoft Word, and goes into detail about how to use
those features which are significantly different: Mail Merge, Envelopes, Page styles and page
numbering, Index/Tables, Conditional text, and Master documents.
6 Spreadsheet documents: this is a more detailed exploration of how to use the
OpenOffice.org spreadsheet application, Calc. This chapter expands on the interface
differences covered in chapter 2 that are specific to Calc, discusses techniques for avoiding
problems when working with people still using Microsoft Excel, and goes into detail about
how to use those features which are significantly different: Conditional formatting and styles,
Working across spreadsheets, web pages and database data, and Printing.
7 Presentation documents: as the OpenOffice.org presentation application, Impress, is not
significantly different is use from Microsoft PowerPoint this chapter is comparatively brief,
but it does outline some differences. It may also be worth seeing in the appendices
PowerPoint custom animations – Impress object effects and PowerPoint – Impress slide
transitions.
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8 OpenOffice.org as a replacement for FrontPage: this chapter is yet to be written.
9 Draw: this chapter is yet to be written.
10 FontWorks (WordArt equivalent): describes how to use OpenOffice.org's FontWorks
which serves a similar purpose to Microsoft WordArt.
11 Math formula editor / Equation Editor: describes how to use OpenOffice.org Math for
entering equations. It recommends using commands rather than the GUI (Graphical User
Interface) and the commands are outlined in the appendix Math formula – symbols and
commands.
12 Data-sources: Microsoft has a separate application, Access, for working with databases,
OpenOffice.org integrates working with databases throughout the application. This chapter
introduces: Working with a data-source (dBase example), Creating a data-source from a
spreadsheet, Database Forms, and Reports.
13 Converting VBA macros to OpenOffice.org macros: this chapter is yet to be written.
This document does not aim to be complete but will hopefully give a better insight than
typical magazine reviews. It is not a complete reference text. Two reference texts are: Que's
“Special Edition Using Star Office 6.0” by Michael Koch, and Prentice Hall's “StarOffice 6.0
Office Suite Companion” by Solveig Haugland and Floyd Jones. Both of these texts were
used as reference material in the writing of this document, but this document is targeted at
Microsoft Office users rather than a generic reference text, it also covers material that neither
of these books do.
Portions of this document come from the book “Taming OpenOffice.org Writer 1.1” by Jean
Hollis Weber, available at: http://www.taming-openoffice-org.com/index.htm.
A commercially available book which appears to cover similar material to this document (the
author has not seen this book - only the advertisement). See
http://www.hentzenwerke.com/catalogpricelists/ooo501tofc.htm.
This document assumes the reader has access to a computer running OpenOffice.org, so does
not have screen cuts (with one exception).
Conventions used in this guide
This guide uses the following conventions:
•
Bold indicates menu options, buttons, and other items that you select on the screen
•
Italics indicate the name of a toolbar or window
•
Step-by-step directions are numbered to make them easy for you to follow. When you
have a choice, the choices are presented in a bulleted list, just like the bulleted list you're
reading now
•
“Right click” refers to clicking the alternate mouse button (usually the right button)
•
“Click” refers to clicking the main mouse button (usually the left)
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Contents
Terminology
OpenOffice.org: This document is based on OpenOffice.org 1.1.1. Unless it is stated
otherwise, assume that everything mentioned for OpenOffice.org is true for StarOffice 6.0.
The main difference between the two is that StarOffice is available for a small fee which
entitles the user to support from Sun. StarOffice also includes some proprietary software
such as a limited version of Adabas.
Microsoft Office: This document is based on Microsoft Office XP unless otherwise stated.
The names of the applications for the two suites are different as outlined in Table 1 below.
Table 1: Office application names
Application
Microsoft OpenOffice.org
Office
Word processor
Word
Writer
Spreadsheet
Excel
Calc
Presentation Package
PowerPoint
Impress
Groupware client
Outlook
None
(See http://groupware.openoffice.org/ for progress)1
Database management system
Access
There is no separate application. But built into
OpenOffice.org is all the power of a full graphical user
interface for a database client.
Copyright and trademark information
The contents of this Documentation are subject to the Public Documentation License, Version
1.0 (the "License"). You may only use this Documentation if you comply with the terms of
this License. A copy of the License is available at:
http://www.openoffice.org/licenses/PDL.rtf
The Original Documentation is Migrating from Microsoft Office to OpenOffice.org 1.1.1. The
Initial Writer of the Original Documentation is Ian Laurenson © 2004. All Rights Reserved.
(Initial Writer contact: hillview@paradise.net.nz)
Contributor(s): ______________________________________.
Portions created by ______ are Copyright (C)_________[insert year(s)]. All Rights Reserved.
(Contributor contact(s):________________[insert hyperlink/alias]).
All trademarks within this guide belong to legitimate owners.
1 While not directly related to this document for those looking for an open source group-ware server see:
http://www.opengroupware.org/.
Migrating from Microsoft Office to OpenOffice.org 1.1.1
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Feedback
Please direct any comments or suggestions about this document to the author at
hillview@paradise.net.nz or alternatively to dev@documentation.openoffice.org. The author
really would like some feedback! Especially if you think this document is worth improving
or you would like to see the unfinished chapters written. No feedback and the author may just
scrap this project.
Acknowledgments
I would like to acknowledge all those who have posted requests and solutions to the forums.
I would also like to thank other documenters whose work I have based some of this material
on, particularly: Jean Hollis Weber, Sophie Gautier, Scott Carr, Ralph Krause, Catherine
Waterman, Fred Saalbach. However any mistakes in this document are mine and do not
reflect on them.
There are other sources that have been used in the production of this document, such as the
basis for the tables comparing key shortcuts, which I haven't been able to re-track down
(please let the author know if you recognize some work as being based on yours so that you
may be properly credited).
To the writers of the help files – thank you, thank you, thank you! I have used and referred to
the help files extensively. The key shortcuts in the appendices have been copied and
reformatted from these files.
My greatest thanks go to my partner, Warwick Anderson, without whom writing this
document would not have been possible!
Modifications and updates
Version
Date
0.1
March 04
Description of Change
Initial version issued for comment
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Why OpenOffice.org
1 Why OpenOffice.org
1.1 Some OpenOffice.org advantages
•
You can legally use and share software at low / no purchase cost
•
The standard file format for OpenOffice.org is XML. XML is an openly documented
file format that is being widely adopted, so your documents created in OpenOffice.org
now will continue to be readable in the future
•
OpenOffice.org, like all open source software, enjoys ongoing support and
maintenance that is not at the whim of a company, or dependent on a company's
survival
•
OpenOffice.org is able to be run on the widest range of operating systems. Including
Microsoft Windows, Mac OS X, Unix based systems (such as Linux), and Solaris
1.2 Some OpenOffice.org disadvantages
•
Groupware is not yet implemented
•
No database management system has been built in (but a lot of functionality is)
•
Cost of converting existing Microsoft Office files, particularly if they contain macros
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General Interface differences
2 General Interface differences
While the interfaces of OpenOffice.org and Microsoft Office are generally similar, there are
some differences. The purpose of this section is to outline these differences and how to work
with them. One of the underlying differences is the degree of integration of the applications.
For instance, it is possible to open a Calc spreadsheet in Calc while in Writer.
Below is a screen cut of the Writer interface.
Data source
viewer
Title bar
Data source
viewer
explorer
window
Menu bar
Function bar
Navigator
Gallery
Object bar
more bars
Stylist
Object bar
Insert object
toolbar
Workspace
window
Insert
toolbar
Main toolbar
Draw toolbar
Main toolbar
more buttons
Status bar
Figure 2.1Writer user interface
2.1 Help
Help is very similar in OpenOffice.org to its equivalent in Microsoft Office.
Pausing the mouse pointer over a button causes it to display a description of the button.
Shift + F1 changes the pointer to a question mark. When the question mark pointer is over a
button or control on a dialog a more detailed description is displayed.
Pressing F1 displays contextual help (based on what is currently selected).
There is an equivalent to the Microsoft Office “Office Assistant”. This is
called the Help Agent. It is not as cutesy as Microsoft Office's “Clip it” et al,
but it “lightsup” alerting the user that help is available for an event that has
just happened. Examples are when a user first saves a file, or when a word
gets automatically corrected. The Help Agent can be turned off and on from
the Help menu.
More help is available in the OpenOffice.org forums accessible via:
http://www.OpenOffice.orgforum.org.
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General Interface differences
Another thing to do, is to see if someone has logged a fault or request for a new feature. This
can be done at http://www.openoffice.org/. Before the user can log faults / feature requests,
they are required to register. Registration has no cost associated with it; nor will the
registered user receive spam.
2.2 Zoom – the view percentage
To change the size at which the document is displayed on the monitor, use: View > Zoom or
right click the number with a percentage sign next to it on the status bar.
In Writer, the Optimal option zooms the display so that the document is displayed between
left and right margins. The zoom factor is automatically adjusted as the side panels are
displayed.
2.3 Auto Correct / Auto Format
Writer adds an auto-complete feature to words, so that when a user is typing Writer tries to
predict what the completion of the word will be. Settings for this feature:
Tools > Auto Correct/Auto Format... > Word completion.
2.4 Menus
One of the differences in menu location is that page layout is considered to be a format so is
found under the format menu (Format, Page...) rather than the file menu.
For customizing menus see 3.2 Customizing Menus on page 16 below.
The font used in OpenOffice.org for menus is different to that used in Microsoft Office. To
change the font:
1) Tools -> Options... > OpenOffice.org -> Fonts Tab
2) Tick "Apply replacement Table"
3) Type "Andale Sans UI" to the text box labeled "Font"
4) Select "Microsoft Sans Serif" from the "Replace with" dropdown
5) Click on the green arrow
6) Click OK
This is based on work by “Tommi” available from:
http://www.bloggidity.com/web/2004/03/31/openoffice_tweaks_254.htm).
2.4.1 Personalized Menus
There is no personalized menus option. This feature in Microsoft Office reorganizes the
menus so that the most frequently used options are displayed first. However, the degree of
context sensitivity, based on current cursor location, is much greater in OpenOffice.org than
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General Interface differences
in Microsoft Office. For instance, in Writer, the menu items for working with tables, found in
the Format menu, are only displayed when the cursor is in a table.
In OpenOffice.org there are some menu items that are relevant to the current cursor location,
but which are inactive for some reason. For example the sort option (Tools > Sort) is not
available when nothing is selected. By default these menu items are not displayed. To make
them visible use: Tools > Options > OpenOffice.org > View > Inactive Menu Items.
2.5 Mouse use
2.5.1 Long click
OpenOffice.org introduces the concept of a long click for some toolbar buttons. A normal
quick click and that toolbar button acts as depicted. A long click (click and hold mouse
button down without moving the mouse) displays a sub-menu or tear off toolbar. See 2.6.2
Tear-off toolbars on page 5 below
2.5.2 Drag and drop
While drag and drop does work, there is less feedback with pointer changing in
OpenOffice.org than in Microsoft Office. E.g. Moving the pointer onto a selected piece of
text the pointer remains the usual I bar rather than changing to an arrow.
2.5.3 Right click
Right clicking in OpenOffice.org does display a context menu BUT it doesn't select what has
just been right clicked on, the context menu is for what is currently selected.
2.6 Toolbars
The top toolbar (default position) is called the Function Bar. The Function Bar is consistent
across the OpenOffice.org applications.
The second toolbar across the top (default location) is the Object Bar. The Object Bar is a
context-sensitive bar which shows the relevant toolbars in response to the cursors current
selection. For example when the cursor is in a table, the object bar provides both a Table Bar
and a Text Bar. To toggle between these bars click the large triangle button at the right end of
the Object Bar.
The toolbar down the left side (default position) is the Main Toolbar. The Main Toolbar has
the buttons most relevant to the current application.
Buttons with a small green triangle will display one of the following with a long click
depending on the button:
•
Sub-menus (e.g. the New, Paste, Undo, Redo, Autotext buttons)
•
Tear-off toolbars (e.g. Font Color, Highlighting, Insert buttons)
•
A quick way of selecting things like number of cells or columns (e.g. Insert table, Insert
frame, Insert Section).
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General Interface differences
For customizing toolbars see 3.1 Toolbars on page 16 below.
2.6.1 Moving toolbars
To convert a docked toolbar to a floating toolbar and vice versa: Control + double click a
blank area of the toolbar. To dock a toolbar at a different edge: Control + drag floating
toolbar to the desired edge.
2.6.2 Tear-off toolbars
As mentioned above these tear-off toolbars are accessed by giving a long click on the button
with a small green triangle. These toolbars are always floating (i.e. they cannot be docked at
an edge), but they can float over the top of other toolbars and docked / floating windows. To
shift the tear-off toolbar drag the toolbar by its titlebar.
2.6.3 The Draw toolbar
In Writer and Calc the draw toolbar is a tear-off toolbar from the Main Toolbar (down the
left by default), whereas in Microsoft Office the Draw toolbar is, by default, across the
bottom of the application window. In Draw and Impress, the tools found on Microsoft Office
's Draw toolbar are to be found directly on the Main toolbar.
2.6.4 The Load URL drop-down on the Function bar
The drop-down on the left of the Function bar is called Load URL” it lists, up to, the last 100
files that have been open in OpenOffice.org. Select a file from the list to open it.
2.7 Side panes - Docked / Floating Windows
Microsoft Office XP introduced to Microsoft Office the concept of side panes. These are the
closest equivalent to OpenOffice.org's Docked / Floating Windows. In OpenOffice.org these
include:
•
Navigator (to help move around in the document – the closest equivalent in Microsoft
Office would be the Outline view in Word)
•
Stylist for applying styles
•
Gallery (a clip art viewer)
•
Function List (available only in Calc)
•
Data Source View sometimes called the beamer (available in Calc and Writer and can
only be docked at the top)
There is no equivalent of the Microsoft Office Clipboard for handling multiple copies.
2.7.1 Docking and Undocking
This is the same as for the toolbars, Control + Double click docks / undocks. Control +
drag the title bar will shift the edge at which it docks.
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It is possible to have two windows in the same area. E.g. Having the Stylist and the
Navigator at the right edge with one above the other rather than side by side. Then the show /
hide and stick / floating buttons work for both “docked windows”.
2.7.2 Resizing
The docked windows can be resized by moving to the border between its window and the
next window. When the mouse pointer changes to a double ended arrow, click and drag to
the desired size.
2.7.3 Show / Hide
Even though these windows are quite easy to display or hide entirely either through key
presses or from toolbar buttons, they have their own button that works like a minimize to the
edge button. It is a triangle pointing to the current docked edge to hide it, or pointing out
from the edge to show it.
2.7.4 Stick / Floating pin
With the window “floating” but docked at an edge, it overlaps the workspace window. Click
the pin to “stick” it so that the workspace window is resized so that so that the entire width of
the workspace window is visible.
2.7.5 Navigator
Activated / deactivated by F5, or the Navigator On/Off button in the Function Bar or Edit >
Navigator. This shows the different objects in the current document. For example in Writer
it shows the list of headings and has controls similar to Outline view in Word. The dropdown at the bottom of the Navigator is for selecting whichever of the currently open
documents has information displayed in the navigator. (For more info see Navigator in each
of the applications.)
2.7.6 Stylist
This can be activated / deactivated by F11, or the Stylist On/Off button in the Function Bar
or Format > Stylist.
To change the type of styles displayed, use the buttons across the top. E.g. In Writer the
buttons are: Paragraph Styles, Character Styles, Frame Styles, Page Styles and Numbering
Styles. The drop-down at the bottom of the stylist determines which of these different types
get displayed. For example in Writer for character styles the options are: Hierarchical, All,
Applied and Custom. The style of the current selection is highlighted. See Help > Index >
type “Stylist” > creating new Styles from selections and updating from selections; and
Help > Find > type “Applying Styles” > Applying Styles in Fill Format Mode for how the
other buttons work.
2.7.7 Gallery
This is activated / deactivated by the Gallery button in the Function bar or Tools > Gallery.
Note: There is no default key press.
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This is OpenOffice.org's equivalent to Microsoft Office's Media Gallery, except it doesn't
have ties to the Web. Use drag and drop or right click > Insert to place the clip art into the
current document.
Note: In Writer there are options to insert the graphic in the background.
To add clipart: Click New Theme and follow the dialog. To add clip art to an existing theme
the icon needs to be green rather than red2 and right click > Properties.... It is also possible
to drag and drop a picture from the document into the gallery.
2.7.8 Data source viewer
Activated / deactivated by F4 and by the Data sources button in the Main toolbar.
The Data source viewer window behaves differently in that it can only be docked at the top.
It is possible to drag and drop fields from data sources to create fields in the current
document. See 5.5 Mail Merge on page 41 below for an example.
For working with the Data source viewer see 12 Data-sources on page 70 below.
2.8 Page preview
File > Page Preview in OpenOffice.org is the equivalent of Microsoft Office's Print preview.
The Zoom button in OpenOffice.org simply zooms the view, it doesn't provide a pointer with
which the user can select an area to zoom in on.
2.9 Keyboard shortcuts
The standard keyboard shortcuts for clipboard operations (Control + X, C, V), undo
(Control + Z) ,redo (Control + Y), save (Control + S), open (Control + O) and new
(Control + N) are the same.
2.10 Smart Tags
These are not available in OpenOffice.org. In Microsoft Office XP they are like context
menus for things like pasting text so that the user could alter the way the paste worked.
2.11 Special characters / symbols
The equivalent of insert symbols is:
Insert > SpecialCharacters
Note: The dialog displayed doesn't have a second tab for common special characters such as
em-dash. Workarounds are to use autoformat/autocorrect, autotext or to record a macro.
2 A red icon indicates that the folder that stores the theme is read-only for the current user.
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2.12 File Management
2.12.1 Default locations
Use Tools > Options > OpenOffice.org > Paths to set the default locations for where files
are stored. The two path settings of interest (at this stage) are My Documents and Templates.
My Documents only allows one location. I.e., it is not possible to have a separate folder for
each of the applications. This folder is the default location for File > Save As , and is the
folder that gets displayed when the Default Directory button,
, is clicked in the Open and
Save As dialogs.
For templates it is possible to have more than one folder specified. These are the folders that
are shown down the left side of the dialog that gets displayed for: File > New > Templates
and Documents (see 2.12.2 Creating New files below).
2.12.2 Creating New files
As with Microsoft Office in OpenOffice.org, there are a number of different ways of creating
new files. What is different is that you can initiate the creation of any OpenOffice.org file
type from any application. For instance it is possible to start creating a spreadsheet while
working in Writer.
Different ways of creating a new document:
•
File > New
•
Use the New button on the Function bar. This button has the long click feature for
selecting the type of document to be created
•
From a “Quick start” program. For instance, the Microsoft Window's version of
OpenOffice.org has a quick start icon in the system tray
•
Control + N
•
Using AutoPilots (OpenOffice.org equivalent to Microsoft Office Wizards):
File > AutoPilot
2.12.3 Default Templates
To change the default template:
7) Save the template using File > Templates > Save... Category Default, the name of the
template is not important
8) File > Templates > Organize...
9) Double click Default folder
10) Select the template by clicking on it
11) Either right click or Commands > Set as Default Template
To reset back to the default (in-built) template:
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File > Templates > Organize... > Commands > Reset Default Template > [xxx
Document] where xxx is the type of document to be reset.
2.12.4 Template folder management
To make it easier to manage your templates such as creating and deleting folders
(categories), and importing Templates into the folders use:
•
File > Templates > Organize... > Double click the desired folder > Commands
2.12.5 The Open and Save As dialogs
Running under Microsoft Windows there is the option of using either the OpenOffice.org
dialogs or the ones provided by Microsoft Windows: Tools > Options... > OpenOffice.org >
General > Use OpenOffice.org dialogs.
Note: The dialogs provided by Windows are not the dialogs used by Microsoft Office!
What follows is for the OpenOffice.org open and save as dialogs.
Right click on file displays a context menu for deleting and renaming a file. It is not possible
to copy and paste files within the dialogs for moving files around.
The three buttons in the top right are, from left to right:
•
Go up one level in the folder (directory) heirarchy. Note that this is a long click button if
you want to go up higher than just one level.
•
New folder
•
Default Directory (see 2.12.1 Default locations on page 8 above).
For OpenOffice.org documents that have been saved with more than one version use the
version drop-down to select which version you wish to open in read only mode.
Note: For Microsoft Office documents only the current version can be opened.
File types has the same concept in OpenOffice.org as in Microsoft Office. For more
information on these file formats see 4 Conversion of Microsoft Office Files on page 19
below.
The read only check box opens the file for reading and printing only. Consequently most of
the toolbars disappear and most menu options are disabled. An Edit File button is displayed
on the Function toolbar to open the file for editing.
It is possible to open files from the web using URLs. In theory it is possible to save files but
the author hasn't been able to get this to work. Having a local copy and using an FTP
program to copy it to the server feels safer to the author anyway.
2.12.6 Password protection
To protect an entire document from being viewable without a password there is an option on
the SaveAs dialog to enter a password. This option is only available for files saved in Xml
format (I.e., OpenOffice.org format) and the files are encrypted (unlike early versions of
Microsoft Office).
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2.12.7 Privacy Options
To include or remove personal information (e.g. Author) with the document, File >
Properties... > General. The Delete button removes information such as editing time etc.
The Apply User data check box includes / removes information such as “Author”.
2.12.8 PDF file (Adobe reader) file creation
All of the applications have the ability to export documents as PDF files. Click the Export
Directly as PDF button on the Main toolbar, or use: File > Export as PDF...
2.12.9 Creating web pages (HTML files) overview
This section is based upon an article by Ralph Krause, titled “HowTo: Creating web pages
with OpenOffice.org”. The original document is available at:
http://www.linuxjournal.com/article.php?sid=6289.
All of the OpenOffice.org applications can be used to create web pages, and this section
introduces their HTML capabilities.
Writer
Writer's HTML capabilities include saving existing documents in HTML format, creating
new documents as HTML and creating several different types of web pages using a wizard
(or AutoPilot in OpenOffice.org speak).
The easiest way to create HTML documents is to start with an existing Writer document.
You can view it as it will appear on a web page by: View > Online Layout.
Links can be inserted and modified using the hyperlink dialog. Display the dialog by clicking
Hyperlink Dialog on the Function toolbar or Insert > Hyperlink. Writing or pasting a URL
will (depending on AutoCorrect/AutoFormat settings) automatically convert to Hyperlinks.
To edit an existing link either move the cursor into the link using the keyboard or toggle the
“HYP” to “SEL” in the status bar and use the mouse, Edit > Hyperlink. From the Hyperlink
dialog, you can choose the type of link, as well as specify the link's address, text and how it
should be displayed (e.g., in a new window). To turn existing text into a link, simply
highlight it before opening the Hyperlink dialog. You have to click Apply to insert the link
into your document before closing the window.
Note: Cross references do not become hyperlinks in an HTML document.
To save in HTML format select Save As from the File menu and specify HTML document as
the file type.
Note: One thing that Writer doesn't do is replace multiple spaces in the original document
with the HTML code for non-breaking spaces.
For a large document, Writer can save it as a series of HTML files with a table of contents
page. To do this:
1) Decide which headings in the document should be on separate pages and make sure
that they have the same formatting style (e.g., Heading 2)
2) File > Send and click on Create HTML Document
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3) In the dialog box that appear s enter the file name to save the pages under. Also
specify which style indicates a new page (as decided on in step 1)
4) Click Save to create the multipage HTML document. According to the DOCTYPE tag
inserted by OpenOffice.org, the resulting HTML files conform to the HTML 3.2
standard.
OpenOffice.org's wizard, called AutoPilot, allow the user to create several types of standard
web pages. To use the AutoPilot:
1) File > AutoPilot > Web Page... .
2) In the dialog select a template and layout to use. Templates define the structure of the
web page, while layouts determine font styles, colors and page background. Some
templates included with OpenOffice.org are:
•
A list with table of contents
•
Contact Form
•
Photo Album
•
Single column with subheading
•
The standard template provides a document with a page heading in large text,
example links, space for body text and a line indicating when the document was
last changed.
Changes in the template and layout selections are reflected in the document immediately so
that the user can preview them.
To create a template based on your selections placing a check in the Create template box.
This template is available in the future by: File > New > Templates and Documents.
Clicking the Create button closes the dialog and allows the user to edit the document. If the
user elected to create a template, the Templates dialog will appear so that the template can be
named.
To edit or view the document's underlying HTML code: View > HTML-Source or click
HTML Source on the Main toolbar.
Calc
Calc can save its files as HTML documents. If the file contains more than one sheet, the
additional sheets will follow one another in the HTML file. Links to each sheet will be
placed at the top of the document. Calc also allows the insertion of links directly into the
spreadsheet via the Hyperlink dialog.
Draw
It is possible to export drawings as a Macro Media Flash file: File >Export and choose
macro Media Flash for the file type.
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The drawing program allows you to turn your drawings into a series of web pages. These
web pages are created by using:
1) File > Export > Select Web Page as the file type, supply a name for the resulting
HTML file and click Save
2) In the HTML Export window select whether to use an existing design for the web
pages or create a new one
3) Click Next to select the type of web pages to create. The types available are Standard
HTML format, Standard HTML with frames, Automatic and WebCast. There is also an
option for creating a title page for the presentation
•
Standard HTML generates a series of pages, each page containing one slide.
Navigation links are available to move from slide to slide
•
Selecting Automatic for the publication type generates a series of pages, each set
with the Refresh meta tag that causes a browser to automatically cycle through
each web page
•
WebCast, generates an ASP or Perl application to display the slides
4) After selecting the type of publication to create, select whether to convert the slides to
GIF or JPG files and what resolution should be used
5) If create a title page was chosen in step 3 above, supply the information for it on the
next page. The title contains an author name, e-mail address and home page, along with
any additional information specified
6) In the next page of the HTML Export wizard choose between text or graphics for the
links used to navigate through the slides. For graphical navigation buttons, there are
several styles to choose from
7) Next select the color scheme to use on the web pages. Available schemes include the
document's existing scheme, one based upon browser colors, and a completely userdefined scheme
8) Click the Create button to generate the HTML files
Note: The HTML and image files are placed in the same directory, so it is advisable to
create unique directories for each drawing.
Impress
Exporting presentations from OpenOffice.org's Impress application is similar to exporting a
drawing from Draw. Use File > Export and select HTML document as the file type. The
only difference is that there is an option to display each slide's notes along with the slide.
2.12.10 Document properties
Some differences in document properties:
•
Summary / Description: OpenOffice.org doesn't include fields for manager or category
•
Statistics: For Writer this is where you find the word count
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•
Custom / User defined: OpenOffice.org provides only four fields. To rename the fields
use: Info fields...
•
The internet tab is for dynamic web pages – such as a page saying “redirecting you to ...”
2.12.11 Searching for files
There is no Find Files command built-in to OpenOffice.org for finding files that contain
specific text. However, a python script that does this is available from:
http://www.danielnaber.de/loook/.
2.12.12 Working with multiple files
The Window menu displays all of the currently open documents in OpenOffice.org not just
the current application's open documents.
Each open document has its own window, so depending on the operating system, use the task
bar or ALT + Tab to switch between the currently open documents. Control + F6 doesn't
work.
There is Object Linking and Embedding (OLE). See 4.4.1 Object Linking and Embedding
(OLE) on page 20 below.
In the Windows version of OpenOffice.org, it is possible to copy and paste special cells from
a Calc spreadsheet into a Writer document as a Dynamic Data Exchange (DDE) link. It is
also possible in the Windows version to create a DDE field. Neither of these options are
available in the Linux version, yet opening a file created in the Windows version on a Linux
version works (some modification of the file location may be necessary). See
http://www.openoffice.org/issues/show_bug.cgi?id=5317.
In neither version is it possible to have a link to a chart.
For information on what happens with imported files containing DDE links see 4.4.2 Linked
files on page 21 below.
2.12.13 Autosaves
To turn on/off autosaving and set the time period:
Tools > Options... > Load/Save > General > AutoSave every
Warning: Autosave works like the old Excel autosave – it saves to the current
file – overwriting it!
2.12.14 Version control
This is where more than one version of a file is saved under the one file name. In Microsoft
Office each version contains the changes that have occurred to the document (like fast saves),
in OpenOffice.org each version is complete. To use: File > Versions...
See 2.12.5 The Open and Save As dialogs on page 9 above for more information.
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2.13 Find and Replace
Find and replace are combined in OpenOffice.org so there isn't a separate menu entry or key
shortcut for replace.
There is no “word forms” search.
Having performed a search and having closed the dialog box, the key shortcut to repeat the
search is: Control + Shift + F.
Searches are paragraph based so there is no way of searching for text either side of a
paragraph marker.
Note: As manual page breaks are handled by changing the paragraph format of the first
paragraph on the new page, and when searching for formats this option is grayed out there
is no way to search for “manual” page breaks. The other possibility is under attributes and
page style but this doesn't work either.
2.13.1 Some tips for search and replace
It is common to do several search and replaces on the same selection, however
OpenOffice.org doesn't “remember” the original selection. So before doing the find and
replace, bookmark the selection in Writer or define a range name for the selection in Calc, so
that by using the Navigator, the same range can be quickly reselected.
Doing a “find all” selects all the pieces of text that match the criteria, so it is possible to
perform any operation on all of these selected pieces of text that is possible on a single
selection.
2.13.2 Attributes
The Attributes... button is only available in Writer's Find dialog. This button displays a
dialog with a series of check boxes to find where a particular attribute has been changed from
the default for the underlying style. E.g. The attribute “Font weight” would find where text
had been made bold where the underlying font was not bold (and vice versa).
Note: The attributes settings remain between uses of the Find dialog. This can be extremely
frustrating, so always turn off all of the attribute settings after use.
2.13.3 Formats
This is the same concept as Microsoft Office. Note that if formats are used there is an option
to include searching within styles. E.g. Searching for bold text would not find bold text
where the style is bold unless this option is checked.
2.13.4 Regular Expressions
“Regular expressions” are significantly different in OpenOffice.org from Microsoft Office's
“Use wildcards”. See Help > Index tab > type in “regular expressions”. Some common
examples are in Table 2. To use regular expressions make sure that Regular expressions is
checked. On reopening the Find / Replace dialog the Regular Expressions check-box is
always unchecked.
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Note: The asterisk “*” means any number of the preceding character so where in Microsoft
Office you might have just “*” the equivalent in OpenOffice.org is “.*” as “.” stands for
any single character (like Microsoft Office's “?”).
Table 2Sample regular expressions
Problem
Search
Replace
Replace multiple tabs with just one tab
\t*
\t
Replace multiple spaces with just one space. “[:space]” finds
both non-breaking spaces and normal spaces but not tabs (help is
currently incorrect). Type a normal space in the replace field.
[:space:]*
Remove leading white space (space or tabs in any combination)
at the start of a paragraph.
^([:space:]|\t)*
Remove trailing white space (space or tabs in any combination at
end of paragraph).
([:space:]|\t)*$
Find paragraphs beginning with the character “a” (the rest of the
paragraph can vary) and replace the whole paragraph with a
blank line
^a.*
To remove a paragraph mark from the end of lines (e.g. when
having pasted text from an e-mail message).
$
Replace paragraph marks with a comma so that there is one long
line rather than many lines.
$
,
To replace commas with a paragraph mark
,
\n
To replace line breaks (shift Enter) with paragraph markers
(Note there is not the ability to have a line break in the replace
field as it gets interpreted as a paragraph marker)
\n
\n
Find the word “the” only (E.g. Don't find “then” or “bathe”).
\<the\>
Find “ing” at the end of a word E.g Reading, writing, but not
singer
ing\>
Find whole word that ends with “ing”. Note there is a space
between the caret and the close square bracket character.
[^ ]*ing\>
Select all numbers at the start of a line where the numbers could
include a period. E.g. 1.1
^[0-9.]*
2.13.5 Similarity Search
The similarity search option is to broaden the search so that what is found doesn't have to be
exactly the same as what was specified in the “Search for”. To specify how different it can be
click on the ... button next to similarity search.
2.13.6 Search for styles
Writer and Calc have an option, Search for styles (changes to Within Styles if Format or
Attribute search is used). Check this first if searching for a particular style. The Search for
combo box field changes to listing the used paragraph styles.
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Customizing the Interface
3 Customizing the Interface
This section is about changing the interface (where changing it in OpenOffice.org is different
from how it would be accomplished in Microsoft Office). The last section is about how to
store to a template any changes to menus, keyboard shortcuts, status bar and toolbars.
3.1 Toolbars
3.1.1 Customizing Toolbars
To get started this is the same in OpenOffice.org as Microsoft Office. On a toolbar right
click > Cutomize... or Tools > Configure... > Toolbars tab > Customize...
However, rather than dragging buttons onto the toolbar from the dialog use:
1) Toolbars drop-down to select the toolbar
2) The Add--> and <--Remove buttons to change which buttons are on the selected
toolbar
3) The checkboxes determine whether the button gets displayed or not
4) Use the Move Up or Move Down buttons to change the order
5) Use Icons... to change the icon displayed (e.g. for a macro)
Note: There is no in-built toolbutton editor. To use a custom icon, save it to the
"{installpath}/share/config/symbol" directory in *.BMP format. OpenOffice.org
automatically searches this directory for new icons each time the Customize Buttons dialog
is opened. Custom icons must be 16 x 16 or 26 x 26 pixels in size and cannot contain more
than 256 colors. (From OpenOffice.org help)
3.1.2 Creating a new toolbar
To create a new toolbar:
•
Tools > Configure... > Toolbars
3.2 Customizing Menus
To customize menus:
•
Tools > Configure... > Menu
To add a function:
1) Select the location in the Menu entries listbox (top one)
2) Select category and function in the bottom list boxes
3) Click New to insert that function into the menu.
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3.3 Keyboard Shortcuts
Styles cannot automatically have keyboard shortcuts. A work-around is to use a macro.
To customize keyboard shortcuts:
•
Tools > Configure... > Keyboard
Microsoft Office requires the user to use a key combination and then click assign. In
OpenOffice.org a list of shortcut keys is displayed in the top listbox. To assign a function to
the desired key combination, select the function using the bottom list boxes and click
Modify.
Note: A key shortcut can be OpenOffice.org wide or just within the current application.
3.4 AutoCorrect/Auto format
A really nice feature in OpenOffice.org is the ability to have exceptions for
AutoCorrect/AutoFormat. E.g. Have the “Correct TWo INitial Capitals” in operation but
exclude situations where two capitals are desired, like OOo.
•
Tools > AutoCorrect/AutoFormat...
3.5 Undo / Redo
To specify how many “undos” are available:
•
Tools > Options... > OpenOffice.org > Memory > Number of steps
3.6 Spell Checking
To set-up the spell check options in OpenOffice.org:
•
Tools > Options... > Language Settings > Writing Aids
The spell check options are consistent across all OpenOffice.org applications.
3.7 Grammar Checking
Currently there is no grammar checking function. To quote the proof reader of this
document: “But this is no great loss. I have reservations about the value of the one available
in Microsoft Word.”
3.8 Security Settings
Virus protection - for macro and Java security settings:
•
Tools > Options > OpenOffice.org > Security
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For other security-related issues see 2.12.6 Password protection and 2.12.7 Privacy Options
on page 10 above.
3.9 Personal Settings
To find out where these customizations are stored use:
•
Tools > Options > OpenOffice.org > Paths
The dialog shows that the information, by default, is stored below a folder called “user”.
3.10 Storing configurations in a template
This section is about how to store changes to menus, keyboard shortcuts, status bar and
toolbars to a template (or document).
1) Create and save the template that is to have the configurations saved into it. Having a
back-up of the template without the configuration changes is probably a good idea
2) Make the desired changes to the configuration. (See 3.1 Toolbars, 3.2 Customizing
Menus and 3.3 Keyboard Shortcuts above). Note any changes that you don't want as
standard, as these will have to be undone
3) Tools > Configure
4) For each type of customization which is to be stored in the template (i.e, for each tab
of the dialog that you want to change), click Save and choose the desired template (I.e,
the one created and saved in step 1)
5) It is OK to overwrite the file – the warning message that is displayed is inappropriate
and can be ignored
6) Undo the changes that are not wanted as standard (as were noted in step 2)
Note: It is a good idea to create a new toolbar (or bars) for the template.
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Conversion of Microsoft Office Files
4 Conversion of Microsoft Office Files
One of the advantages of OpenOffice.org over other office suites that could be a replacement
for Microsoft Office is its ability to read and write Microsoft Office files. However, it is not
perfect. Similarly, Microsoft Office itself is not perfectly able to import / export files from /
to older versions of itself. It is possible to open a Microsoft Office file and save it either in
OpenOffice.org format or re-save it in Microsoft Office format.
Note: If features in OpenOffice.org which are not in Microsoft Office have been used in the
document they will be lost – see 4.4 Import / Export / sharing issues between Microsoft
Office and OpenOffice.org on page 20 below).
4.1 File format
The purpose of this section is to give an overview of file format from an end-users
perspective. For details about XML formats see: http://books.evc-cit.info/book.php.
4.1.1 Philosophy
OpenOffice.org stores its files in a compressed (zipped) human readable (when unzipped)
XML-format. This format is openly documented and is available under the GNU General
Public Library License (http://www.gnu.org).
By contrast, Microsoft Office files are stored in a proprietary format which is not human
readable.
4.1.2 Default File Format
To set the default file format when saving new files:
Tools > Options... > Load/Save > General
Note: If the default is set to an OpenOffice.org format and a Microsoft Office file is being
saved, then a warning dialog will be displayed about potential loss of formatting.
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4.1.3 File Extensions
Table 3: OpenOffice.org file extensions
Document
type
Application
Document Template
Extension Extension
Text
Writer
.sxw
.stw
Spreadsheet
Calc
.sxc
.stc
Drawing
Draw
.sxd
.std
Presentation
Impress
.sxi
.sti
Formula
Math
.sxm
na
Master document
Writer
.sxg
na
HTML document
Writer
.html
na
4.2 Bulk conversion
To convert a lot of files:
File > AutoPilot > Document Converter...
Note: Converting a lot of files can take a long time. Recommend to set it going when the
computer is not going to be used for a while, but check for sufficient disk space.
4.3 Microsoft Office to OpenOffice.org to Microsoft Office
This is where people are collaborating on a document, some in OpenOffice.org and others in
Microsoft Office. In these circumstances the file will regularly be opened in both
OpenOffice.org and Microsoft Office. As Microsoft Office can not open OpenOffice.org
documents the documents will need to be saved in Microsoft Office formats (see 4.1 File
format on page 19 above).
While most things work smoothly between the two, there are some things which don't. See
4.4 Import / Export / sharing issues between Microsoft Office and OpenOffice.org below and
issues in each of the chapters on applications.
4.4 Import / Export / sharing issues between Microsoft
Office and OpenOffice.org
4.4.1 Object Linking and Embedding (OLE)
To change the settings for Microsoft Office OLE objects:
Tools > Options > Load/Save > Microsoft Office
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Having all of these options checked will allow embedded objects to be converted and thus be
editable in both office suites.
For other OLE objects, it will depend on the machine where the file is being edited just as it
does with Microsoft Office alone. Thus Windows application based OLE objects will not be
editable in OpenOffice.org on a Linux machine. The object will still be displayed correctly
and is able to be resized.
4.4.2 Linked files
Cells copied from Excel and pasted special, linked and with RTF format, into Word are
imported into Writer as a normal table. This means that when the document is imported, the
link to the Excel file is lost.
Similarly when a chart copied from Excel and pasted special, linked into Word, and then the
file imported into Writer, the chart is imported as an embedded OLE object but is not
converted into a Calc chart. On saving the file in Word format and then opening the file in
Word and trying to edit the chart by double clicking it displays an error message.
Warning: The links are lost!
4.4.3 Word Art / Fontwork
The equivalent to Microsoft Office's Word Art in OpenOffice.org is Fontwork. These are
imported /exported as graphics so the ability to edit them is lost. See 10 FontWorks
(WordArt equivalent) on page 67 below.
4.4.4 Vector graphics
The basic shapes: lines, arrows, rectangles, ovals all import / export without problem.
OpenOffice.org provides greater degree of control over some properties than Microsoft
Office so sometimes there will be changes when going from OpenOffice.org to Microsoft
Office. E.g size of arrow heads, line styles.
The Microsoft Office autoshapes, like the smiley face, lose their special characteristics, like
adjusting the degree of the smile / frown.
Microsoft Office provides more shadow options than OpenOffice.org so sometimes there
will be a change in shadow appearance. Microsoft Office shadow styles 1, 2, 4, 6,14, 17 and
18 are supported in OpenOffice.org. Horizontal and tapered shadows do not get imported.
On exporting documents containing graphics, such as callouts, the locations frequently
change.
4.4.5 Frames / text boxes
When importing frames or text boxes from Microsoft Office to OpenOffice.org with linked
text the links do not remain.
4.4.6 Active content controls
These are the controls in Microsoft Office available on the Controls toolbar.
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Check-boxes, radio buttons, text fields, labels, list-boxes, combo-boxes, Toggle buttons, all
import without a problem. But as these controls typically require macros to be of use they
will be functionally useless.
Scrollbars and images import as OLE objects.
4.5 Macros
OpenOffice.org can not run Microsoft Offices macros. While the macro language is very
similar the underlying objects are quite different. The following settings (Tools > Options...
> Load/Save > VBA properties) are for opening Microsoft Office files and what to do about
their macros.
Note: Opening a Microsoft Office file infected with a virus is quite safe in OpenOffice.org.
There is the ability to record macros in OpenOffice.org. The recorder uses something called a
dispatcher whereas it is better practice to use the application program interface (API).
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5 Text Documents
This section deals specifically with Word and Writer.
5.1 Interface differences specific to Word / Writer
Vast chunks of this section have been copied from (with minor changes only) a document by
Jean Hollis, titled “OpenOffice.org for Microsoft Word users”. The full document is
available for download from: http://www.taming-openoffice-org.com/index.htm.
5.1.1 Views
Word has 4 views (depending on version) called:
Normal: Recommended view (by Microsoft) for doing most of your typing and editing.
Writer has no real equivalent view.
Page or Print Layout: Shows the document (more or less) as it will print. This is the closest
equivalent to the main view in Writer.
Online Layout: In theory shows the document as if viewing it on-line. Writers equivalent is a
view option called Online Layout.
Outline View: For working with heading hierarchies. Writer has the Navigator.
Writer also has an HTML source view when working on HTML files.
Writer displays less information about the field with view fields turned on than Word. To get
detailed information need to right click the field > Fields... (or select field > Edit > Fields...)
5.1.2 Status bar
The status bar if similar to Words except it does not show the current location of the cursor
on the page (row number and number of characters across). It does however show the
position within a table in spreadsheet style format, I.e Top left cell =A1.
5.1.3 Navigator
Word doesn't have a similar concept to the Navigator and, in the author's opinion, it is such a
useful tool it is worth taking the time to learn more about it. Press Shift + F1 and hover over
each of the buttons to get a detailed description of what they do.
List Box on/ off refers to the drop-down list box at the bottom of the navigator. With this list
box it is possible to select any of the open Writer documents so that their contents are
available for dragging and dropping (what happens when dropped being determined by the
drop mode specified using the Drop Mode button).
Note; Graphics, indexes,OLE objects and references cannot be dragged and dropped when
in the Insert as link or Insert as Copy modes.
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5.1.4 Stylist
For a more detailed guide on using styles see: 5.1.12 Use templates and styles on page 32
below.
Use Shift + F1 to check out the different buttons on the stylist. Use the bottom list box to
change the style group that is displayed. E.g. Applied styles only shows those styles that have
been used in the document.
5.1.5 Keyboard
When some text has a character attribute at the end of a paragraph (say bold or a hyperlink)
but the new text doesn't require that attribute then press the right arrow key before typing.
Deleting paragraph marks: pressing Delete at the end of a paragraph effectively moves the
text of the following paragraph into the current. I.e The paragraph formating of the top
paragraph remains. Pressing Backspace at the start of a paragraph and the format of the
lower paragraph remains
Hint: An aid to remember this is: the format of the paragraph that has the cursor will be the
format of the combined paragraph. Except if the current paragraph is empty backspacing
will leave the previous paragraph's formatting.
Control + Home when in tables: In Word Control + Home always positions the cursor to the
top of the document, in Writer Control + Home first positions the cursor at the start of the
cell, then the start of the table and then the start of the document. Similar concept for
Control + End.
Control + Alt + Up or Down: when not in a table moves the current paragraph up or down.
How to select multiple parts of the text?
To copy, cut, format or delete parts of the text in different areas of the document use:
•
Control + selection with one click, double click or sliding.
or
•
Click once on the field "STD" (STanDard) in the status bar
•
The field now shows "EXT" (EXTended selection)
•
Another click and it changes to "ADD" (ADD to selection).
Note: the ADD mode is the equivalent to Control + click and EXT is equivalent to Shift +
click.
Multiple selections and tables
The following limitations apply when selections involve tables:
•
It is possible to have multiple selections within a cell, but only one selection is possible
that involves more than one cell
•
A selection that starts in a table can not extend beyond the table
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•
A selection that starts outside a table will include the entire table (I.e., can not have a
selection that starts outside a table and also contains a portion of a table)
Comparison of key short-cuts
Table 4: Word v Writer different default key shortcuts (incomplete)
Function
Word standard
shortcut
Writer standard
shortcut
Underline words not spaces
Control + Shift + W
No equivalent
Change font size
Control + Shift + P
No standard equivalent
Thesaurus
Shift + F7
Control + F7
Show/hide non-printing
characters
Control + Shift + *
Control + F10
Hanging Indent
Control + T
No standard equivalent
“Unhang” Indent
Control + Shift + T
No standard equivalent
Indent
Control + M
No standard equivalent
“UnIndent”
Control + Shift + M
No standard equivalent
Superscript
Control + Shift =
Control+Shift+P
Subscript
Control + =
Control + Shift + B
Remove character formatting
Control + Spacebar
Right click > Default
Remove paragraph formatting
Control + Q
No equivalent
Jump to previous edit point
Shift + F5
Need to use the reminders
on the Navigator
Shift paragraph up
No equivalent
Control + Up
Shift paragraph down
No equivalent
Control + Down
5.1.6 Mouse use
Some differences are:
•
Right click displays context but for the current cursor position not the pointer position
•
No quick selection of rows or columns in tables
•
Triple click selects current line or current cell when cursor in a table
•
No quick selection of paragraphs or lines by clicking to the left of the paragraph
5.1.7 Tables
The menu option to insert a table is in the Insert menu. The other menu options for tables are
are in the Format menu (rather than having their own menu). The menu options and Tables
object toolbar become visible when the cursor is in a table.
Tables are like one special paragraph so when selecting text using the keyboard (Shift +
arrow) from, say, above the paragraph the whole table is selected then the line below it.
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Tables without borders can be hard to spot – they don't have a thin gray line like tables in
Word.
The page formatting of long skinny tables into newspaper style columns when the table
crosses a page break appears to be unreliable.
Header Rows
By default new tables have a header row.
To have more than one row for a header row (copied from help):
1) Select the first row of the table
2) Right-click and choose Cell - Split
3) In the Split area, enter the number of rows that you want to include in the header.
4) In the Direction area, click in the Horizontally box. If you want the rows to have
equal heights, select the Into equal proportions check box
5) Click OK
To turn off header rows
Simply delete the rows. To keep the contents of the header rows, insert the required number
of rows, copy and paste the heading rows into the new rows, then delete.
Adjusting column widths and row heights using the keyboard
Use the 3 buttons on the Table object toolbar to set what happens to the overall width of the
table:
•
Table: Fixed: Overall width of the table stays the same, but the adjoining column shrinks
or grows correspondingly
•
Table: Fixed Proportional: The current column and the end column change by
corresponding amounts, keeping the overall width the same
•
Table: Variable: Only the current column changes so the overall width of the table
changes
Use Alt and the arrow keys as follows to adjust the width of columns (or height of rows)
•
Alt and arrow keys adjusts the right side (bottom for rows)
•
Alt + Shift and arrow keys adjusts the left side (top for rows)
•
Alt + Control + left or right arrow keys adjusts the current cell only
Copying and pasting
Writer never inserts new rows or columns when pasting data – it always overwrites the
contents of the cells. This makes it clear as to what will happen. To avoid overwriting cells
insert the required number of rows or columns first.
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Inserting and deleting rows or columns
Inserting is always below for rows and to the right for columns (opposite of word).
Note: This is a surprising inconsistency as Calc inserts above and to the left.
To insert rows or columns using the keyboard: Alt + Insert, arrow key. To delete rows or
columns using the keyboard: Alt + Delete, arrow key. The insertion or deletion is in the
direction of the arrow key. E.g. Alt + Insert, Up inserts a row above the current row.
Equal row heights and column widths
On the Tables object toolbar there is a long click button called Optimize, this presents a tearoff menu for easily adjusting row heights and column widths to being the same.
Splits and merges
To merge cells – like Word always do this last.
To split or merge cells: Select cells to be merged then Format > Cell
To split a table (horizontally) Format > Split Table
To join two tables they need to be one below the other then Format > Merge Tables, if there
is a table above and below the current table the user will be prompted which one they wish to
join.
To prevent accidental change to cell contents
To prevent accidental change to cell contents: Select the cells, Format > Cells > Protect.
This is not a security feature as the cells aren't password protected but does prevent
accidentally changing a cell.
Sorting
To sort a table:
1) Select the cells to be sorted don't include the headings. The option to sort only
becomes available when there is something selected.
2) Tools > Sort
Unlike Word the sort dialog uses column number rather than the names of the column.
Entering numbers and formulas
Unlike Word, tables in Writer can work much more like spreadsheets, for example calculated
values change as the data is input (no more selecting and pressing F9 to update calculated
results).
With number recognition turned on when entering a number Writer will automatically format
the number according to a specified number format. To change this behavior right click when
the cursor is in a table > Number Recognition.
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To change the number format: Select the cells, Format > Number Format...
To enter a formula like sum:
1) Select the cell where the result is to go
2) Press F2 to display the Formula bar
3) Click and hold Formula button to display formula menu
4) Select desired function (list separator is for separating constants e.g. =mean 5 | 12 | 20)
5) Click and drag on cells to input ranges
6) Press Enter to finish
To enter a formula like this cell plus that cell minus that cell
1) Select the cell where the result is to go
2) Press F2 to display the Formula bar
3) Click on a cell
4) Type or select the desired operator
5) Click on the next cell
6) Repeat steps 4 and 5 until done
7) Press Enter to finish
Creating a table from a data source
To create a table from a data source:
1) Display the Data source viewer (F4)
2) In the Data explorer window navigate to the desired table or query
3) Drag the name of the table or query into the document
4) Select the desired fields and set other properties as required in the dialog
5.1.8 Charts in Writer
Charts copied from a Calc spreadsheet and pasted into a Writer document are, by default
embedded objects. Unlike doing this in Microsoft Office only the relevant data for the chart
is embedded. In Microsoft Office copying and pasting a chart also embedded it, but if the
Excel workbook was 8 mb in size (not unrealistic for a spreadsheet) then each chart pasted
into a Word document would increase the Word document by 8 mb.
Linking of charts does not exist except in the Windows version (author hasn't tested this in
Windows for OpenOffice.org 1.1.1).
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5.1.9 Customizing the user interface
Most functions are found in similar places in both programs, but a few are slightly different,
and the degree of control varies. This table summarizes where to find the setup choices.
Table 5: Customizing the user interface
To do this...
In Word...
In Writer...
Change measurement system
Tools > Options... > General
Tools > Options... > Text Document
> General
Turn off Autocompletion
Not applicable
Tools > autocorrect. In the “Word
completion” tab, untick Word
Completion.
Turn on/off Help Agent
Help > Microsoft Word Help
> Options
Help > Help Agent
Set up document window (rulers,
status bar, default toolbars, etc)
View > select required items
View > select required items
Customize toolbars
Tools > Customize
Tools > Configure
Customize menus
Tools > Customize
Tools > Configure
Display font names in their font
(in toolbar drop-down font list)
Tools > Customize >
Options
Tools > Options > OpenOffice.org
> View, select Preview in fonts lists
Always show full menus
(include unavailable and littleused items)
Tools > Customize >
Options
Tools > Options > OpenOffice.org
> View, select Inactive menu items
Show/hide ScreenTips
(ToolTips) on toolbars
Tools > Customize >
Options
Help > Tips to uncheck
Always create backup copy
Tools > Options > Save
Tools > Options > Load/Save >
General
Autosave every x minutes
Tools > Options > Save
Tools > Options > Load/Save >
General
Show paragraph marks, tabs, etc.
Tools > Options > View
Tools > Options > Text Document
> Formatting Aids
Change file locations
Tools > Options > File
Locations
Tools > Options > OpenOffice.org
> Paths
Change user information
Tools > Options > User
Information
Tools > Options > OpenOffice.org
> User Data
Set up AutoCorrect and
AutoFormat options
Tools > AutoCorrect
Options
Tools > AutoCorrect/AutoFormat
> Options
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5.1.10 Write, edit, and review documents
Most writing, editing, and reviewing techniques in OOoWriter are similar to those in
Microsoft Word, but the details often vary.
Table 6Write, edit and review documents
To do this...
In Word...
In Writer...
Jump quickly to other parts of a
document
Edit > Go to
Edit > Navigator, (or F11) doubleclick on required heading, figure,
table, etc.
Choose language for spelling
checker
Tools > Language > Set
Language
Tools > Options > Language
Settings > Language. (Note:
OpenOffice.org has no grammar
checker)
Ignore some text when checking
spelling
Select text; Tools >
Language > Set Language >
Do not check
(or) Format > Style >
Modify> Format > Language
Select text; right-click > Character
> Font > Language = [None] or the
real language of the selected text, if
that is foreign.
Recheck spelling
Tools > Spelling &
Grammar > Recheck
Document
Always rechecks
Find and replace text, formatting,
and styles
Edit > Replace > More;
choices as needed
Edit > Find & Replace; details are a
bit different
Use wildcards in find and replace
Edit > Replace > More >
select Use Wildcards
checkbox
See 2.13.4 Regular Expressions on
page 14 above.
Choose, create, or edit a custom
dictionary
Tools > Options > Spelling
& Grammar > Custom
Dictionaries
Tools > Options > Language
Settings > Writing Aids
Create exception (exclude)
dictionary
File > New, type words,
Save As > text only, file
extension .EXC
As for custom dictionary, but select
Exception [-] checkbox
Track changes (choose options)
Tools > Options > Track
Changes
Tools > Options > Text Document
> Changes
Protect document for editing
Tools > Protect Document
Edit > Changes > Protect Records
(Password needs to be at least 5
characters)
Mark and track changes
(Word 2000) Tools > Track
Changes > Highlight
Changes
Edit > Changes > Record
Insert comments associated with
a change
Highlight text; Insert >
Comment
Edit > Changes >Comment
Insert notes (comments not
associated with a change)
Highlight text; Insert >
Comment
Insert > Note
Show changes as pop-up text
Options > View > Screentips
Help > Tips (and) Help >
Extended Tips
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To do this...
In Word...
In Writer...
Merge documents
Tools > Merge Documents
Edit > Changes > Merge
Document
Accept or reject changes
View > Toolbars >
Reviewing
Edit > Changes > Accept or Reject
Change document properties
File > Properties
File > Properties
Get a word count
Tools > Word Count (can
get word count for selection)
File > Properties > Statistics tab
(Cannot get word count for
selection.) or use the wordcount
macro at Darwinwars. This does
selections, and will do footnotes for
1.1. Large selections will be slow,
though, until the scripting
framework is complete.
Create AutoText entry
Select text; Insert >
AutoText > New
Edit > AutoText (or) Control + F3
Insert AutoText
Type shortcut and press F3
Type shortcut and press F3; or type
Name and press return. Writer
distinguishes between the “name”
and the “shortcut” of an autotext.
Word does not.
AutoText in Writer always ends with a paragraph mark. So for a short in-line shortcut better
to use AutoCorrect.
5.1.11 Control page layout
This section covers such things as margins, headers, and footers.
Writer and Word have somewhat different notions of page layout.
Word notion of page layout
Page layout is a property of the document as a whole. If you change the page layout (for
instance, set the document to landscape), it changes for the entire document. You can then
arrange for specific sections to have a different layout.
Writer notion of page layout
Page layout is a property of the page style. For example, First Page, Index and Default. If you
change the page layout for one page style (for instance, set Default to have a header with
page numbers) only that style will be affected.
Using page styles gives Writer some very useful features. For instance, you can define the
First Page page style so that, after you have typed the first page, the style switches to Index.
You can then set Index so that it is followed by Default.
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Comparison for page layout
Table 7: Control page layout
To do this...
In Word...
In Writer...
Define margins
File > Page Setup > Margins
Format > Page >Page
Specify different headers and
footers on first, odd, and
even pages
File > Page Setup > Layout >
Headers and Footers section
Define different page styles for
First, Left (even), and Right
(odd) pages, using Header and
Footer tabs
Edit headers and footers
View > Headers and Footers, then
type or insert fields; can also
double-click in existing header or
footer regions
After you have specified Header
and Footer areas for a page, they
are always active. Single-click to
type or insert fields
Change from roman to arabic
page numbers in the footer
of a page
Insert a section break, deselect
“Same as Previous” in the second
section, define a new footer with
page numbers restarting at 1 in
arabic numerals
Insert a manual page break and
apply a different page style
Use paragraph styles for
page layout
Can define paragraph styles with
offset from left margin, with
heading styles aligned left or right
Can define paragraph styles with
offset from left margin, with
heading styles aligned left or
right
Use columns for page layout
Insert continuous sections to switch
from single to multiple columns on
one page
Format > Page > Columns (or)
Insert/Format > Section >
Columns (or) other methods
Use frames or text boxes for
page layout
Frames are used in Word 97 but
mostly replaced by text boxes in
Word2000 and 2002; can be linked
to flow text from one to next, as in a
newsletter
Insert > Frame (can link frames
to flow text from one to next, as
in a newsletter); “text boxes” are
fields, not positioning devices
Use tables for page layout
Table > Insert > Table (use dialog to
format)
Insert > Table (use dialog to
format)
Put portrait headers on
landscape pages
Use rotated text box linked to
header
Use rotated text in a frame
Set first page number to
greater than 1
Insert > Page Numbers > Format
See 5.4.7 Page numbering on
page 39 below
View and edit facing pages
File > Print Preview; click Zoom
button to enable editing
File > Page Preview; cannot edit
when previewing
5.1.12 Use templates and styles
Table 8: Use templates and styles.
To do this...
Find which template is
associated with a document
In Word...
Tools > Templates and Add-ins
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To do this...
In Word...
In Writer...
Specify default template
"Normal" template is default
File > Templates > Organize lets
you set any template as default
Create a new template
File > Save As, set type to
Document Template (.DOT)
File > Templates > Save
Edit a template
File > Open, choose template
File > Templates > Edit
Copy styles between templates
Tools > Templates and Add-ins >
Organizer
File > Templates > Organize.
There, you copy styles with drag
and drop between templates and
documents.
Create a new document from a
template
File > New (opens a list of
templates)
File > New > Templates and
Documents
Apply a different template to a
document
Tools > Templates and Add-ins >
Attach, select template, Open
Start a new document based on
the different template; copy
contents of old document into new
document.
Apply a style to text
(Word 2000) Select from Style
List or Style dialog
(XP) Can also use task pane.
Format > Styles (or press F11),
double-click style in list; after one
use, paragraph styles appear in
Apply Style list on Formatting
object bar.
Change a style definition
(Word 2000) Format > Style >
Modify; (XP) can also select in
task pane and click Modify
Select style in Stylist, right-click,
choose Modify; or Format >
Styles > Catalog, select style,
click Modify.
Create a new style
Format > Style > New
Format > Styles > Catalog, click
New or Right click in Stylist New.
Use outline numbering
Format > Style, select style >
Format > Numbering
Tools > Outline Numbering
Drop caps
Format >Drop Cap...
One character only, can not be
part of a style.
Format > Paragraph > Drop Caps
Drop caps are able to be part of a
style. Can be >= 1 char or word.
Font size
When a style is based on another style it is possible to set the font to being a percentage of
the font size in the original style. In the font size field simply type the number followed by a
percentage sign, e.g. 120%. This way changes to the underlying style will be better reflected
in this style. To change it back to being an absolute font size type the number followed by the
characters “pt”, e.g. 12pt.
Space between paragraphs and page breaks before
In Writer paragraph properties are more intelligent than Word. Specifically:
•
Space before if at the top of a page is ignored
•
Space between paragraphs the greatest of space above and space below for the two
paragraphs is applied
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•
Page break before if at the top of a page doesn't create a blank page
This makes using styles possible without having to apply direct paragraph to fix issues
afterwards.
Numbering and styles
A better approach to numbering in Writer:
1) Create a numbering style
2) Create a second numbering style with the same settings as that created in step 1 but
with numbering starting at 1
3) Create a style for the numbered paragraphs using the numbering style created in step 1
4) Create a style for the first numbered paragraph based on the style created in step 4 but
with the numbering style created in step 2, and next style being set to the style created in
step 3
5) Create a style for the paragraph that precedes a numbered list with next style property
set to the style created in step 4
6) To use this, simply apply the style that precedes a numbered list (that created in step 5)
then pressing enter at the end of each line will automatically apply the numbering and
styles
Note: There is a bug (author's opinion) in Writer that means that applying outline
numbering of the form 1.1.1 using numbering styles doesn't work. The work-around is to use
the heading styles but apply outline numbering by: Tools > Outline Numbering...
For more detailed guides on using styles see:
http://www.math.umd.edu/~dcarrera/openoffice/docs/Chapters/Styles.pdf or
http://documentation.openoffice.org/HOW_TO/word_processing/01en.sxw.
5.1.13 Use fields
Table 9: Use of fields
To do this...
Insert a field
In Word...
Insert > Field
In Writer...
Insert > Fields
(or) CTRL+F9 for blank
field
Define a number range field
Insert > Field, use SEQ
(sequence)
Insert > Fields > Other >
Variables > Number range
Insert a bookmark
Select text; Insert >
Bookmark
Select text; Insert > Bookmark
Insert a cross-reference to a
bookmark
Insert > Cross Reference,
choose Bookmark as type
Insert > Cross Reference >
Bookmark
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To do this...
In Word...
In Writer...
Insert a cross-reference to a
heading
Insert > Cross Reference,
choose Heading as type
Either bookmark the heading or use
Insert > Cross Reference > Set
Reference to mark the heading, then
Insert > Cross Reference > Insert
Reference.
Insert a cross-reference to a
figure or table
Insert > Cross Reference,
choose type
Insert > Cross Reference > Insert
Reference > Figure (or Table)
Use conditional content
Use IF or other fields, or
styles (all workarounds)
Insert > Fields > Other >
Variables (among other ways)
5.1.14 Work with large or complex documents
Major differences exist in the use of master documents. The table does not attempt to
summarize all these differences.
Table 10: Work with large or complex documents.
To do this...
In Word...
In Writer...
Create a table of contents, list of
figures, or an alphabetic index
Insert > Index and Tables
Insert > Indexes and Tables >
Indexes and Tables
Insert index entries
ALT+SHIFT+X
Insert > Indexes and Tables >
Entry (or) click Insert Index
Marker icon
Create a bibliographic database
Need to use other package
Tools > Bibliography Database
Insert bibliographic references
into text
Link to field in database
Insert > Indexes and Tables >
Bibliographic Entry
Insert footnotes and endnotes
Insert > Footnote
Insert > Footnote (or) click Insert
Endnote Directly icon
Insert other files
Insert > File, choose Insert
or As Link
Insert > File
Cross-reference between
documents
Use Includetext fields
Currently have to remember the
name of the set reference. Reference
will show correctly when in master
document.
Use master documents
Not recommended
File > Send > Create Master
Document; use Navigator to insert
subdocuments
5.1.15 Work with graphics
Most graphics work should be done outside Word or Writer, with the graphic files embedded
or linked to the Word or Writer file. However, you can do some simple graphics using the
drawing tools in Word or Writer. This table covers the basics.
Table 11: Work with graphics.
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To do this...
In Word...
In Writer...
Create Drawing objects
(Word 2000) View > Toolbars >
Drawing; (XP) Insert > Picture >
New Drawing
Click Show Draw Functions icon
Combine graphics objects and
drawing objects
(Word 2000) Edit > Picture >
Reset Picture Boundary; (XP) Use
drawing canvas
Place all objects in a frame
Insert graphics files into a
text document (embed or
link)
Insert > Picture > From File,
choose Insert or As Link
Insert > Graphics > From File
Anchor graphics
Format > Picture > Layout >
Advanced > Picture Position
Use icons on Graphics object bar,
or right-click and choose from
pop-up menu, or click Format >
Graphics
Wrap text around graphics
Format > Picture (or Object) >
Layout
Use icons on Graphics object bar,
or right-click and choose from
pop-up menu, or click Format >
Graphics > Wrap
Crop graphics
Format > Picture > Crop, (or) click
Crop tool on Picture toolbar
Format > Graphics > Crop
(No tool for dragging crop area)
Create captions for graphics
Select graphic; Insert > Reference
> Caption
Select graphic; Insert > Caption
Annotate graphics
Use drawing objects; group, or
place in frame or on drawing
canvas (XP)
Place all objects in a frame
Insert watermark
Format > Background > Printed
Watermark > Picture (or Text)
Watermark
Format > Page Style >
Background
(or) create drawing object,
Arrange > To Background,
Anchor > To Page
5.2 Good practice in text documents
Some issues can be avoided simply by using good word-processing practice:
•
Use character and paragraph styles rather than direct formatting
•
Use paragraph formatting for space before and after rather than hard returns- particularly
in numbered or bulleted lists
•
Use paragraph text flow properties (e.g. keep with next) rather than using manual page
breaks
•
Do not use multiple tabs or spaces to align text – either set specific tab stops or better yet
use a table
•
Use only commonly available fonts.
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5.3 Compatibility settings in OpenOffice.org for the current
document
The following settings change the way OpenOffice.org works with the current document so
that it works more like Microsoft Office.
•
Use: Tools > Options... > Text Document > General
5.3.1 Tops of pages
In Writer, if this setting isn't checked, if a paragraph at the top of the page (or column) is
formatted with space above then it is ignored whereas in Word it offsets it. Checking this
option causes Writer to behave in the same way as Word.
5.3.2 Aligning Tabs
Specifies whether centered and right-aligned paragraphs containing tabs are formatted as a
whole in the center or aligned to the right. If this field is not marked, only the text to the right
of the last tab is aligned to the right, while the text to the left remains as is. (From help)
5.3.3 Spacing between paragraphs
Writer uses the greater of the two spacings for above and below paragraphs, Word sums the
two together. Check this box to behave in the same way as Word.
5.4 Import / Export issues between Writer and Word
The following summaries of issues with working between Writer and Word are based upon
the author's experience. These issues will require regular updating as both packages change.
5.4.1 Font and Font spacing
Text effect animations are not imported by Writer from Word files.
Hidden text in writer is a field, whereas in Word it is a font attribute.
Typically Word's character spacing is tighter than Writers, so often Word will fit more
characters to a line. It is also possible that the spacing between lines could be slightly
different. The end result is that the page breaks maybe in different places.
5.4.2 Tables
Writer doesn't allow a row within a table to be split across pages. Word (by default) allows a
row to be split across pages.
Writer doesn't support vertical text within a cell.
Warning: There is a vertical option for formatting text (Format > Character... >
Rotation / Scaling) for some reason that the authors haven't figured out this is
not recommended for using in a table see:
http://www.openoffice.org/issues/show_bug.cgi?id=16944.
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If it is used in a table in a document and that document gets exported to Word
then Word goes into a loop perpetually trying to re-paginate the document.
Text in a table with vertical alignment imported from Word - the vertical text simply
becomes horizontal.
Fields for calculations within tables are imported as the text of the saved result. I.e. The field
for performing the calculation is lost.
Summary: Documents containing Tables can be imported and exported between
OpenOffice.org and Microsoft Office but they cannot contain vertical text and be aware of
the large row spanning pages issue.
5.4.3 Mail merge documents
As OpenOffice.org and Writer have different approaches to data sources on importing a
Word document that is the main document for a mail merge there is no connection with the
data source. It is not just a matter of making that connection, each field needs to be
reinserted. See 5.5 Mail Merge on page 41 below.
Also in Word you can have another Word document as a data source for a mail merge. There
is no way of specifying a Word (or Writer) document as a data source in OpenOffice.org.
Writer doesn't have the option of suppressing blank lines when data fields are empty so need
to use conditional fields. See 5.5.5 Eliminating blank lines on page 42 below.
Writer merge fields export as text with the name of the field between angle brackets, e.g.
<Name>.
Summary: To work in a shared environment would require a separate file for each “main
document” one in Word format the other in OpenOffice.org format.
5.4.4 Forms
Issues with forms created in Microsoft Office:
A locked file in Microsoft Office imports unlocked into OpenOffice.org I.e in design mode.
Text form fields import into OpenOffice.org as Input fields and so lose their type. I.e a text
form field of type number or date will accept any text for input. In use a text form field in
OpenOffice.org displays a dialog for entering the text. Exporting back to Microsoft Office,
text form fields are changed into “Fillin” fields. The current date and time and calculation
fields import as simple text.
Check-boxes import/export ok.
Drop-down form fields import as Input List fields. Like text form fields in operation these
display a dialog from which the user can select an option. On export back to Microsoft Office
they return to drop-down form fields again.
Issues with forms created in OpenOffice.org:
The controls are exported as active controls when there is a Microsoft Office equivalent. As
Word doesn't have the same database functionality of OpenOffice.org and as the macros
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aren't compatible it would be very difficult to have the one form that works in both
environments using standard form controls.
Summary: To work in a shared environment with forms is not easy but one work around
would be to use other fields like Input field and Input List. To insert these fields use: Insert >
Fields > Other... > Functions.
5.4.5 Footnotes, end notes, tables of contents and indexes
Footnotes, endnotes and indexes all import / export ok. Some issues found:
•
The location of the endnotes may change (in Word the endnotes were placed before the
index. In Writer they are always at the end of the document)
•
Writer bibliographic entries become text in Word
•
A three column index exported from Writer to Word as three columns but on re-import it
was one column
•
On importing a Word file containing index entry fields, the index entry fields are imported
but as fields to the left of the text rather than the field containing the text
Summary: Working in a shared environment is possible with some minor issues
5.4.6 Numbered paragraphs, outline numbering, cross-references
1. Import / Export without a problem, except for references to numbered paragraphs:
•
Cross-references to the numbers of numbered paragraphs that aren't numbered using
outline numbering don't work as Writer doesn't have this ability
•
Writer also doesn't have the ability to use relative numbering in its cross-references to
numbers
•
Cross-references to chapter numbers don't have the same format as that displayed
5.4.7 Page numbering
A quick and dirty approach in Word for having a different first page (like a cover page) and
then to have the numbering start on the second page but numbered as page 1 is to have a
layout of different first page and setting the starting page to be zero. Unfortunately, on
importing such a file into OpenOffice.org the page number on the second page is two instead
of one. To fix this problem in Writer use:
1) Create a page style for how the pages after the first page should look, name it for
example Convert1
2) Have the cursor in the first paragraph of the second page
3) Format > Paragraph > Text Flow
4) In the breaks portion of the dialog, the check box enable will be checked
5) Check With Page Style
6) Chose the page style created in step 1
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7) Leave the position as before and set the page number to 1
On exporting this document back to Word it will work, the only difference being that the
document will have a section break at the end of the first page. Documents created with
section breaks like this in Word will work fine importing and exporting with Writer. There is
one difference with Word there will now be a blank page between the cover page and the
next page when printed (or print previewed).
Summary: For some documents a little work maybe required to fix up the page numbering on
importing to Writer. Once “fixed” the page numbering of the documents will import/export
without a problem.
5.4.8 Date and time fields
Word's CreateDate and SaveDate fields don't get imported with the same formats. E.g. If the
fields in the Word document have a format that includes time then this information is not
displayed by default. To include time in the format:
Right click on the field > Fields... > scroll to the bottom of the formats listbox > Additional
formats... > in format code add HH:MM:SS
On export the SaveDate / DocInformation:Modified is exported as text.
Writer's Time Fixed and Date Fixed fields get exported as text.
5.4.9 Importing Word Fields
Table 12: Imported Word fields conversion
Word Field:
Writer converts to:
ASK
Input field
AUTHOR
DocInformation:Created
AUTONUM
Number Range AutoNr
AUTONUMLGL
Number range AutoNr
AUTONUMOUT
Number range AutoNr
COMMENTS
DocInfomation:Comments
CREATEDATE
DocInformation:Created
DATE
Date
EDITTIME
DocInformation:Modified
FILENAME
File name
FILLIN
Input field
HYPERLINK
(as a hyperlink)
INFO xxx
DocInformation:xxx
KEYWORDS
DocInformation:Keywords
LASTSAVEDBY
DocInformation:Modified
MACROBUTTON
(the name of the macro?)
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Word Field:
Writer converts to:
MERGEFIELD
Mail merge fields (displayed as the name of the field)
MERGEREC
Record number
NEXT
Next record
NOTEREF
Show variable
NUMCHARS
Statistics (with select = Characters)
NUMPAGES
Statistics (with select = Pages)
PAGE
Page numbers
PAGEREF
Bookmarks (displayed as name of bookmark)
REVNUM
DocInformation:Document number
SAVEDATE
DocInformation:Modified
SEQ
Number range
SET
Set variable
SUBJECT
DocInformation:Subject
TEMPLATE
Templates
TIME
Date
TITLE
DocInformation:Title
TOC
(Displays the table of contents)
The following fields are not imported into OpenOffice.org only the text that they displayed
when last saved: =, IF, DOCPROPERTY, FILESIZE, LINK, LISTNUM, QUOTE,
SECTION, SECTIONPAGES, STYLEREF, TOA, USERADDRESS, USERINITIALS,
USERNAME
The following fields are ignored on import:AUTOTEXT, AUTOTEXTLIST, BARCODE,
BIDIOUTLINE, DOCVARIABLE, EQ, GOTOBUTTON, INCLUDETEXT, LISTNUM,
MERGESEQ, PRINT, RD, SKIPIF, SYMBOL, TA, TC.
The Word field EDITTIME is mapped to Writer field DocInformation:Modified on import
but the meaning has changed to the date and time last saved rather than how long the file has
been open for editing.
5.5 Mail Merge
A lot of this section is based upon a “howto” written by Sophie Gautier, titled “How to do a
“mail merge” from a Calc spreadsheet”. The original is at:
http://documentation.openoffice.org/HOW_TO/word_processing/writer2_EN.html.
5.5.1 Creation of the Mail Template (main document)
1) In Writer with a document that is going to be the mail template
2) Save the file but don't close it
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3) View > Data Sources (or hit the F4 key) The registered data sources will be displayed
in the Data-source viewer
4) Select the source of data for the mail merge. Click on the little cross, next to the data
source name, to display its content tree. Clicking on the name of a table, to see displayed
the fields and their records in the right side of the Data-source viewer. See 12.1.1
Registering the data source on page 70 or 12.2 Creating a data-source from a spreadsheet
on page 72 below for information on registering a data source.
5.5.2 To add the fields into your document:
Click and drag the desired fields (one at a time) to the desired places in your document.
5.5.3 Selecting records for the merge
To select a record, click on the gray rectangle displayed to its right. A small arrow will be
displayed and the record will be highlighted.
To select records that are not consecutive, hold the Control key down while making
selections.
Note: For selecting records based on a criteria see 12.1.5 Using queries to select records on
page 72 below.
5.5.4 Viewing merged data
To see your document as it will be when merged click Data to fields button
To view different records simply select the records in the data source viewer.
5.5.5 Eliminating blank lines
If a field might be blank then the process to suppress the potentially blank line is:
1) Place the cursor before the field in the mail template
2) Control+F2 (or Insert > Fields > Other... ) to open the fields dialog window
3) Switch to the Functions tab
4) Select the field style Hidden Paragraph and type in the Condition area “not(field
name)”
5) Click on the 'Insert' button to insert the function into the document.
5.5.6 Merging
1) Click the mail merge button
2) Choose whether to use all the records, the currently selected records (option becomes
available when records are selected (see 5.5.3 Selecting records for the merge above)
3) Choose whether to send the merge to printer or file. When sending to file a separate
file is created for each record, the files are named according to your options but with an
appended number to ensure that they are unique
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5.5.7 Mailing Labels
The easiest way to create mailing labels is:
1) File > New > Labels
2) Select database from the list of registered databases (see 12.1.1 Registering the data
source on page 70 or 12.2 Creating a data-source from a spreadsheet on page 72 below)
3) Select the table within the database
4) Select each field and click the left facing arrow to move the field into the Label text
area
5) Tidy the Label text area (e.g. Press enter between the address fields)
6) Select the brand and type of label for the labels to be printed on. If the correct brand
and type isn't listed use the Format tab to specify the layout
7) Click the Options tab, ensure Entire page is chosen. The Synchronize contents
check-box is so that changes made to the first label are propagated through the remaining
labels.
8) Click New Document
9) Merge as above.
5.5.8 Merge to e-mail
There is no option for merging to e-mail.
5.6 Envelopes
From the forums some people have had difficulty with envelopes. From brief
experimentation the author hasn't had any problems with OpenOffice.org 1.1.1.
5.6.1 Adding an envelope
Insert > Envelope...
5.6.2 Removing an envelope
• Place the cursor at the beginning of the envelope page
•
If the Stylist is not open, press F11 or use Format > Stylist to display it
•
Change to the Page Styles options. It's the fourth icon from the left
•
Double Click on "Default"
•
Remove the remaining elements.
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5.7 Page styles and page numbering
5.7.1 Modify a page style
In Writer all pages have a page style. To modify the page style of the page where the cursor
is positioned use Format > Page.
Warning: As the page style is being changed all pages with this style will be
changed as well.
5.7.2 Create a style
To create a new page style:
1) If the Stylist isn't currently displayed press F11 to display it
2) Click Page Styles in the Stylist (fourth icon from left)
3) Right click in the Stylist > New
5.7.3 The Page style dialog
Organizer tab
Name: Nothing tricky here simply a name to help the user remember what the settings are
for.
Next style: This setting specifies what page style to use at the next page break (manual or
automatic). Set it to a different page style when the page style is only for one page otherwise
this should be the same as Name (I.e. Keep the same page style for the following page(s).
Page tab
Paper format settings: Format is the paper size, the other settings have the same names in
Word (on the paper size tab of page setup).
Margin settings: Same as for Word each setting represent the distance from the edge of the
page.
Layout settings: Page Layout is for specifying whether the page style is mirrored, used for
left and right pages ... There are more options here than in Word, but there isn't a different
first page option – that's because that is handled by the Next style setting as mentioned above
in Organizer tab. Format refers to the format of page numbers. Register true is to make the
text line up better at the top of the page (see help for more details).
Background tab
For specifying a background color or graphic (watermark). ( An alternative to this with more
flexibility is to: create drawing object, Arrange > To Background, Anchor > To Page.
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Header / footer tabs
Headers and footers are printed between the margins of the page rather than in the top or
bottom margins. Thus the setting of height for allocating the amount of space within the main
body of the page for the header or footer. Auto height is allowing the header or footer to
grow and shrink depending on their contents.
Spacing specifies the distance between the header/footer and the main document. Dynamic
spacing is to allow the header/footer to expand into the area between the header/footer and
the main document.
The left and right margins are indenting from the margins of the page and cannot have
negative values.
The more button is for specifying borders and backgrounds for header/footer area. As it is
possible to have graphics in the background of the main document this is not the required
way of having a watermark.
Borders / columns footnote tabs
These tabs are for specifying the borders (lines around the outside), number and widths of
newspaper style columns and defining the area for footnotes (if any) for the page style.
5.7.4 Page breaks and page numbering
Changing the style used for a page and changing the numbering sequence
To insert a page break and change page style or page numbering method1:
1) Control + Enter
2) Cursor will be in the first paragraph of the new page
3) Format > Paragraph...
4) Breaks will be enabled
5) Select with Page style, specify the page style to use and specify the page number to
start from.
To insert a page break and change page style or page numbering method2:
1) Insert > Manual break...
2) By default it will specify Page breaks
3) Choose the Page style
4) Select Change page number
5) Enter the new starting page number
To insert page numbering
1) Having defined a page style with header or footer turned on.
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2) Position the cursor in the header or footer (can use mouse or key shortcut: Control +
PageUp for Header or Control + PageDown for footer).
3) Optionally type: “Page” space
4) Insert > Fields > Page Number.
5) Optionally type space “of” space “ Insert > Fields > Page Count. To insert a field
that calculates a different page count e.g. Have a title page but want to have remaining
pages say page 1 of 2 (I.e. Page Count would display 3 – not what you want): Press F2 to
display the text formula bar, type =page - 1, Enter. Unfortunately this field doesn't
automatically update but pressing F9 will update it.
Page numbers on portrait and landscape pages in the same place and orientation
1) Create a style for landscape pages. Set the margins for the landscape style such that
they correspond with the portrait style when rotated. I.e Top = left, bottom = right, left =
bottom and right = top. For page numbering on left turn on headers, on right – footers.
Select Use dynamic spacing.
2) Create a style for the landscape header or footer based on the style for the portrait
header or footer. (I.e. In the stylist select the style that is used for the portrait header or
footer > right click > New). Change the font position to 2700. If the page numbering is on
the bottom choose left alignment, for the top choose right.
3) Insert the page break and choose the page style just created (see above) don't change
the numbering.
4) In the relevant header /footer (as per step 1) insert the page number field.
5.8 Index/Tables
This section is based upon a document by Catherine Waterman, titled “How to Create and
Maintain a Table of Contents”. The full document is available for download from:
http://documentation.openoffice.org/HOW_TO/index.html.
Writer's indexes and tables feature is very similar to Words. This section uses table of
contents by way of example, but the principles apply to any of the indexes and tables. To
create indexes for tables, graphics etc, they require to have been captioned. For Alphabetical
index see 5.8.9 Alphabetical Index on page 51 below.
Like Word, Writer builds an automated table of contents from the headings in the document.
Make sure that the headings in the document are styled consistently. For example, use the
Heading 1 style for chapter titles and the Heading 2 and Heading 3 styles for chapter
subheadings.
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5.8.1 Opening Writer's table of contents feature
To open Writer's table of contents feature and insert a new table of contents in the document,
follow these steps:
1) Position the cursor in the document at the desired location for inserting the table of
contents
2) From the main menu, choose Insert > Indexes and Tables > Indexes and Tables...
The Insert Index/Table window appears
3) Click the Index/Table tab if it isn't already displayed
The Insert/Index Table window has five tabs. Four of them are used when creating a table of
contents:
•
Use the Index/Table tab to set the table's attributes
•
Use the Entries and Styles tabs to format the table entries
•
Use the Background tab to add color or a graphic to the table background
The next four sections are about how to use each of these four tabs
The preview box, located on the left-hand side of each tab, shows how the table of contents
will look. (To enable/disable the preview box, check the Preview check box in the lower
right-hand corner of the window.)
5.8.2 Using the Index/Table tab
Setting basic attributes
To set the table's basic attributes:
1) From the Type drop-down list in the Type and title area of the tab, select Table of
Contents if it isn't already selected
2) From the drop-down list in the Create index/table area, select Entire document
3) In the Create from area, check the Outline check box
4) In the Create from area, clear the Index marks check box
Adding a title
Typically the title field is left blank – so that no title is automatically created. If this field has
text then a paragraph containing the text is placed at the start of the table with style Contents
Heading.
Protecting against manual changes
To prevent users from wasting time making manual changes to the table check the
Protected against manual changes check box. If this box is checked, the table of contents
can only be updated from the Insert Table/Index window. If the box isn't checked, the table
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of contents can be changed directly on the document page, but the changes will be lost the
next time the field is updated.
Adjusting the number of levels
By default, Writer evaluates 10 levels of headings when it builds the table of contents. To
change the number of levels evaluated, enter the desired number in the Evaluate up to level
spin box.
Assigning custom styles
Writer automatically assigns to the table of contents all paragraphs formatted with the default
heading styles (Heading 1, Heading 2, and so on). To assign paragraphs formatted with
custom styles, follow these steps:
1) In the Create from area, check the Additional Styles check box
2) Click the (...) button to the right of the check box. The Assign Styles window appears
3) In the Not applied column, click the style that you want to assign to the table of
contents
4) Use the >> button to move the selected style to the desired outline level. For example,
for paragraphs formatted with the selected style to appear as top-level entries in the table
of contents, click the >> button once to move the style into the 1 column. To move the
style in the opposite direction, use the << button
5) Click OK to save the changes and return to the Index/Table tab. Or, click Cancel to
return without saving changes
5.8.3 Using the Entries tab
Use the Entries tab, to format the entries in the table of contents. For each outline level, it is
possible to add and delete elements, such as chapter numbers, and to apply character styles to
individual elements.
To begin, click a level number in the Level column to select an outline level. (You'll be able
to apply your changes to all outline levels later.) The Structure line displays the elements for
entries in that level. Each button on the Structure line represents one element:
•
The E# button represents the chapter number
•
The E button represents the entry text
•
The T button represents a tab stop
•
The # button represents the page number
•
The LS button represents the start of a hyperlink. (This button doesn't appear on the
default Structure line.
•
The LE button represents the end of a hyperlink. (This button doesn't appear on the
default Structure line.)
•
Each white field on the Structure line represents a blank space
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Deleting elements
To delete an element from the Structure line, click the button that represents that element and
then press the Delete key on the keyboard. For example, to delete a tab stop, click the T
button and then press Delete.
Adding elements
To add an element to the Structure line, follow these steps:
1) Click in the white field to the left of where the element is to be inserted
2) Click one of the five buttons that are just below the Structure line. (For example, to
add a tab stop, click the Tab stop button.) A button representing the new element appears
on the Structure line
Note that if a hyperlink is inserted both the beginning and end of the link must be specifed.
For example, to change the default Structure line so that the chapter number and the entry
text form a hyperlink, follow these steps:
1) On the Structure line, place the cursor in the white field to the left of the E# button.
(Recall that the E# button represents the chapter number.)
2) Click the Hyperlink button. An LS button, representing the start of the hyperlink,
appears on the Structure line
3) On the Structure line, place your cursor in the white field to the right of the E button.
(Recall that the E button represents the entry text.)
4) Click the Hyperlink button again. An LE button, representing the end of the
hyperlink, appears on the Structure line
Applying character styles
To apply a character style to an element on the Structure line:
1) On the Structure line, click the button that represents the desired element for applying
a style
2) From the Character Style drop-down list, select the style to apply. Writer applies the
selected style to the selected element.
To view or edit the attributes of a character style, select the style from the Character Style
drop-down list and then click the Edit button.
Applying changes to all outline levels
To apply the displayed structure and formatting to all outline levels, click the All button.
5.8.4 Using the Styles tab
Use the Styles tab to apply paragraph styles to the table of contents. It is possible to apply a
different paragraph style to each outline level of the table.
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To apply a paragraph style to an outline level, follow these steps:
1) In the Levels list box, select the desired outline level by clicking it
2) In the Paragraph Styles list box, click the paragraph style to apply
3) Click the < button to apply the selected paragraph style to the selected outline level.
To remove paragraph styling from an outline level:
1) In the Levels list box, select the desired outline level by clicking it
2) Click the Default button
To view or edit the attributes of a paragraph style, click the style in the Paragraph Styles list
box and then click the Edit button.
5.8.5 Using the Background tab
Use the Background tab to add color or a graphic to the table background.
Adding color
To add color to the background of the table of contents, simply click the desired color in the
color grid.
Adding a graphic
To add a graphic to the background of the table of contents, follow these steps:
1) From the As drop-down list, select Graphic. The Background tab displays the
graphics options
2) Click the Browse button. The Find Graphics window opens
3) Find the graphic file that you want to use and click the Open button. The Find
Graphics window closes and the selected graphic appears in the graphic preview box on
the right-hand side of the Background tab. (If you don't see the graphic, check the
Preview check box underneath the graphic preview box.)
4) In the Type area of the Background tab, choose how you want the background graphic
to appear:
•
To position the graphic in a specific location in the background, select Position and
then click the desired location in the position grid.
•
To stretch the graphic so that it fills the entire background area, select Area.
•
To repeat the graphic across the entire background area, select Tile.
Removing color or graphics
To remove color or graphics from the table background, follow these steps:
1) From the As drop-down list, select Color
2) Click No Fill on the color grid
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5.8.6 Editing a table of contents
To edit an existing table of contents, right click anywhere in the table of contents and choose
Edit Index/Table from the context menu. The Insert Index/Table window opens and you can
edit and save the table using the four tabs described in the previous section.
5.8.7 Updating a table of contents
To update a document's table of contents when changes are made to the document, right click
anywhere in the table of contents and choose Update Index/Table from the context menu.
Writer updates the table of contents to reflect the changes in the document.
5.8.8 Deleting a table of contents
To delete the table of contents from a document, right click anywhere in the table of contents
and choose Delete Index/Table from the context menu. Writer deletes the table of contents.
Note: Writer won't confirm the delete! To undo the deletion click Undo or press Control + Z
straight away.
5.8.9 Alphabetical Index
To create an alphabetical index either fields need to be inserted manually or a concordance
file created.
To insert fields manually for the index:
1) Select most important occurrence of the word or term
2) Insert > Indexes and Tables > Entry
3) For more information on keys click Help
4) Check Main Entry and (usually) check the remaining check-boxes
5) Click Insert and every occurrence of the selected word will have an index entry field
6) Repeat for other desired words and terms
7) Insert the Alphabetical Index as for Table of contents except instead of choosing
“Table of contents” choose “Alphabetical index”.
To create a concordance file:
1) Insert > Indexes and Tables > Indexes and Tables...
2) For type choose Alphabetical Index
3) Check Concordance file
4) Click the File button > New
5) Specify a name for the concordance file
6) Click Help (if required) for details on how to fill-in the dialog.
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5.9 Conditional text
In Word the only way to have conditional text is with the “if” field3 the equivalent in Writer
is the field “Conditional text”.
To insert a conditional field in Writer: Insert > Fields > Other > Functions > Conditional
text or Control + F2 > Functions >Conditional text.
There is also a field “Hidden text” that hides the text when the condition is true.
Working with the relevant fields for conditional text, both in Word and in Writer, means that
only small amounts of text can be conditional. However, there are times when having whole
paragraphs or sections of text be conditionally hidden is very convenient. Some examples:
•
A test so that the same document can be used for the test itself and for the model answers
•
Technical documents where the same document with variations can be used for similar
models of equipment
To provide this level of functionality Writer provides conditionally a hidden paragraph field
and the ability to conditionally hide sections. Here's an example to show how this could be
done:
1) Ensure that hidden text is viewable: Tools > Options > Text Document >
Formatting Aids, tick both “Hidden text” and “Hidden paragraphs”
Note: Conditionally hidden sections are not visible regardless of these settings if the
condition for hiding them is true.
2) At the top of the document: Insert > Fields > Other > Variables
3) Name: DocType. Value: Model Answers
4) At the start of a one paragraph answer Insert > Fields > Other > Functions > Hidden
Paragraph. For the condition type DocType == “Test” (To make this easier to
repeatedly insert create an autocorrect entry)
5) For longer answers: Enter the model answer, select it, Insert > Section..., tick Hide,
and enter DocType == “Test” for the condition.
6) To print the document for a test double click the field at the top of the document
created in steps 2 and 3, and change the value to Test. Print as usual.
Note 1: The field “Input list” has a name but this is not a variable so it's value cannot be
used in the condition.
Note 2: It is easiest if the selection doesn't include the last paragraph to keep adding
sections. But if the last paragraph is selected simply move to the end of the document
(Control + End) then press Alt + Enter.
3 To the best of the Author's knowledge.
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5.10 Master documents
It is the author's view that master documents in Writer are about as unreliable as they are in
Word, and so the author's recommendation is not to use them. This is contrary to a lot of
other peoples' view.
See the issue list for master documents:
http://www.openoffice.org/issues/buglist.cgi?short_desc=master+document&issue_status=N
EW&issue_status=STARTED&issue_status=REOPENED&issue_status=RESOLVED&issu
e_status=VERIFIED&issue_status=UNCONFIRMED&short_desc_type=allwords&cmdtype
=doit.
An example of why the author doesn't recommend using master documents: There is no way
of having a landscape page in a sub-document and that page remaining a landscape page in
the master. The only workaround is to have that document be part of the master document
rather than a sub-file.
Help covers using Master documents quite well or see 5.1.14 Work with large or complex
documents on page 35 above.
It is possible to insert cross-references across sub-documents but the names of the references
must be typed in rather than selected from a list. Use Insert > Fields > Other... >
References
Writer appears to be quite stable with large documents (in the author's experience more so
than Word) so inserting all the files into one file is the author's recommendation.
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Spreadsheet documents
6 Spreadsheet documents
6.1 Main differences
6.1.1 Separating parameters in functions
The single biggest difference between using Calc and Excel is that Calc uses semicolons to
separate parameters in a function and commas for separating non-contiguous ranges which is
the reverse of Excel.
6.1.2 Number of rows
Calc only supports 32000 rows (compared to Excel's 65,536). When importing an Excel
workbook that contains a sheet with more than 32000 rows Calc creates a new sheet so the
data isn't lost but any formulas that refer to that data need to be manually changed.
6.1.3 Form fields
Combo boxes, list boxes and check boxes with links to spreadsheet cells all import and
export properly (due to font handling the number of rows displayed in list boxes may be
slightly different). List boxes in Calc can either have multi-selection or not where as Excel
has two multi selection modes multi and extend. In Excel a multi-selection listbox's link to a
cell is ignored (at least in Excel2000 Author hasn't checked Excel XP) whereas in Calc the
link works but if more than one item selected the cells value is set to #N/A.
Option buttons import into Calc but the link with cells works differently. In Calc each option
button has it's own link to a cell setting its value to true or false depending on whether the
option is selected. In Excel the cell link returns the number of the selected option button. On
exporting option buttons to Excel the option button lose their radio operation – I.e. They are
not grouped so that selecting one “unselects” the others.
Scroll bars and spinners are not implemented in Calc.
6.1.4 Named ranges and “Natural Language” formulas
It is possible in some versions of Excel to have the same range name on different sheets, this
is not possible in Calc. Excel can have named ranges of the form name1:name2, Calc can't
handle these and imports formulas containing them with #Name.
Calc does have “Natural Language” this is where column and/or row labels are used (without
defining them as range names) in a formula. In Excel to refer to a cell a space is used
between the label names, in Calc an exclamation mark (sometimes called pling) “!” is used.
In Calc the names are enclosed in single quotes (done automatically by Calc if the label starts
with a letter and only has alphanumeric characters). To turn this feature on/off use: Tools >
Options... > Spreadsheet > Calculate >Automatically find column and row labels
6.1.5 Array Formulas
Calc supports array formulas but there are two things which Excel can do that Calc can't do.
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In Excel it is possible to have an array formula (array formulas are formulas entered using
Control+Shift+Enter) with two ranges in the formula and excel matches each cell in the
ranges to get a result. E.g. {=SUM(IF(A2:A5=1,B2:B5))} would work like sumif and sum
those cells in column B where in the same row column A contained a 1. Calc returns
“#NAME?”. Often this can be worked-around by using sumif, countif or the database
functions.
Array constants are not available in OpenOffice.org. The work-around is to have the constant
values in cells on a sheet and refer to them.
Note: OpenOffice.org help refers to array functions as matrix functions.
6.1.6 Optional parameters in formulas
Some formulas have more than one optional parameter at the end of the parameter list. In
Excel it is possible to leave an optional parameter blank and specify a later parameter, this is
not possible in Calc.
E.g. In Excel to calculate an annuity =PV(0.05,10,100,,1) returns -$810.78; in Calc =PV
(0.05;10;100;;1) returns Err:511.
The work around is to put values in for the missing parameters. E.g. For the above example
putting a zero in for the blank parameter returns the same result for the annuity.
6.1.7 Functions
Statistical, engineering and financial functions
The statistical functions return slightly different results, they are the same up to at least 5
decimal places after that there is a discrepancy. Gnumeric (another open source spreadsheet
package) returns exactly the same results as Excel (based on the author's simple tests). The
author hasn't compared the results returned by a statistical package such as R or SAS for the
statistical functions.
In Excel some of the financial functions accept string parameters for dates, in
OpenOffice.org they require a serial number, although you can simply type in the dates in
date format without quotes.
Analysis ToolPak Functions
The function EFFECT provided by the Analysis ToolPak for Excel is converted to
EFFECT_ADD and returns the same results.
Other functions not implemented / imported
Only three other functions are not imported INFO, GETPIVOTDATA, HYPERLINK.
Hyperlinks are supported but not as a function – use the Hyperlink button on the Function
bar.
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6.1.8 DataPilot / Pivot Table
DataPilots are Calc's equivalent to Excel's Pivot Tables. However there are a number of
limitations. Pivot tables import from Excel into Calc but as soon as they are worked on these
limitations become apparent. The limitations are:
•
There is no PivotChart facility but a DataPilot can be used as the data source for a chart.
•
Page fields have not been implemented but there is a filter option which gives similar
functionality
•
Can have no more than 8 fields in the data, row or column areas
•
There is no ability to group data (e.g. For a date field grouping by month can't be done).
The work around is to create a new column with a formula for calculating the grouping
(e.g. =Month())
•
Can't define different formats for different fields
•
No calculated fields
•
There is no ability to show data fields as things like “Difference From” or “% of”
•
The Application Program Interface specification is incomplete for writing macros that
work with DataPilots. E.g. The ability to control via another program, such as
OpenOffice.org's own macro language, BASIC, whether the tables have grand totals or
having access to DataPilots created from external data.
6.1.9 Autofilter
AutoFilter imports and exports ok with the required rows being hidden. However, there are a
number of differences between Excel and Calc:
•
There is only one AutoFilter active for a spreadsheet document at a time. The rows remain
hidden but the drop downs in the first row disappear on applying AutoFilter elsewhere
•
The remaining visible row numbers don't change color to warn that there is a filter in
place
•
Error values don't show as an option in the drop down lists when cells in the column have
errors
•
In the drop down lists the equivalent to Excel's “Custom” is called “Standard”
•
The top 10 in the drop down list is literal, but to get the same degree of control, use
Standard and specify “largest”, “largest%”, “smallest” or “smallest%” in the condition
field
•
Use regular expressions for specifying criteria to select rows based upon the text in the
cells. To do this: Choose “Standard” from the drop-down list, click More so that the rest
of the dialog is displayed, check regular expressions. Table 13 below has some examples
to help an Excel user to use regular expressions. See also 2.13.4 Regular Expressions on
page 14 above for some more examples.
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Table 13: Example regular expressions for AutoFilter
Excel custom command
Comparison Field
Equivalent Regular
Expression
Begins with x
=
^x.*
Does not begin with x
<>
^x.*
Ends with x
=
.*x$
Does not end with x
<>
.*x$
Contains x
=
.*x.*
Does not contain x
<>
.*x.*
The user is not limited to these regular expressions, they are included here to show how to
achieve the same result for AutoFilter in Calc as can be achieved in Excel.
6.1.10 Text to columns
There is not an option to do this in Calc.
6.1.11 Solver
There is no equivalent in Calc to the Solver add-in for Excel.
6.1.12 Charts
Chart types that Excel provides that Calc doesn't:
•
Bar of pie converts to a 2D - columns - normal
•
Pie of pie converts to a 2D - columns - normal
•
Radar filled converts to 3D – columns deep
•
Radar with markers – converts to 2D – net – normal but counter clockwise rather than
Excel's clockwise
Other charting issues include:
•
Charts are slower to update in Calc than in Excel
•
Fewer axis options such as no option for having an inverted y axis (negative at top
towards positive at bottom)
•
The data must be contiguous with the labels in the first row or column
•
To change the range click on the border of the chart, so that it is selected (green selection
points) > Right Click > Modify Data Range...
6.1.13 Number formats
There is no “accounting” format (with the currency symbol at the left edge of the cell). A
work-around would be to have another column to the left that contains the currency symbol.
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There is no predefined option for bracketing negative numbers. Use a custom format such as
“$#,##0.00_);[RED]($#,##0.00)”
6.2 Interface differences between Excel /Calc
6.2.1 Keyboard shortcuts
Table 14: Excel v Calc default key shortcuts (incomplete)
Function
Excel Shortcut
Calc Shortcut
Rearranges the relative or absolute
references (for example, A1, $A$1,
$A1, A$1) in the input field.
F4
Shift + F4
Edit cell comment
Shift + F2
Control + F1
Fill right
Control + R
No equivalent
Go to specific cell
F5
F5 (shows navigator)
Insert Function
No standard equivalent
Control + F2
Enter into all currently selected cells
Control + Enter
Alt + Enter
Alt + Shift + Enter (also
applies the cell format)
6.2.2 Mouse use
To select non-contiguous blocks of cells the first selection must be two or more cells then
proceed as in Excel holding down Control to select the next block(s) or
•
Click once on the field "STD" (STanDard) in the status bar
•
The field now shows "EXT" (EXTended selection)
•
Another click and it changes to "ADD" (ADD to selection)
Note: the ADD mode is the equivalent to Control + click and EXT is equivalent to Shift +
click.
Double clicking the bottom right corner of the selection doesn't copy to the bottom of the
current region.
6.2.3 Hidden rows
There is no select only visible rows command. Selecting a block of cells with hidden rows
and deleting will delete the hidden rows as well. Work-around: select each visible row
manually before deleting.
6.2.4 Navigator
The navigator's main use would be for spreadsheet documents that have a lot of sheets. Right
clicking on sheet selection controls doesn't display a dialog for selecting a sheet – so using
the navigator is faster than scrolling through the sheets.
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6.2.5 Stylist
Has two types of styles cell and page. Right click in the stylist to create, modify or delete
styles.
6.2.6 Sheet area combo-box
The sheet area combo box (left side of the Formula bar) shows the current range and can be
used to jump to a named range, but can't be used to define a range (to define a range use:
Insert > Names > Define or Control + F3).
6.2.7 Function List
The Function list is a floating / dockable window that provides information about the
available functions. It is an alternative to AutoPilot:Functions. To view it: Insert > Function
List.
6.2.8 Error values
Some functions in Calc return esoteric error messages like: Err:503. To get a message that is
more meaningful select the cell with the error message then look at the right end of the status
bar in this case Error: Invalid floating point operation (E.g. Division by zero).
6.3 Import/Export issues
6.3.1 Password protected Workbooks
Workbooks that have been password protected in Excel cannot be opened by Calc. The file
needs to be saved in Excel without password protection so that Calc can open it.
6.3.2 Other issues
Other issues are covered in 6.1 Main differences on page 54 above above.
6.4 Conditional formatting and styles
Conditional formating requires styles to be defined – use the stylist to do so.
6.5 Working across spreadsheets, web pages and
database data
6.5.1 Working across spreadsheets
Contrary to help and other references using the navigator with a “Drag Mode” of Link,
doesn't work for accessing the contents of one spreadsheet in another.
To refer to the contents of cells in another spreadsheet document or Workbook the syntax is
'url of other workbook'#$sheetname!cellrange. E.g. On a Linux system
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'file:///home/hillview/Documents/Tests/Address.xls'#$Sheet1.A1
or on a Windows system:
'file:///C:/Documents/Tests/Address.xls'#$Sheet1.A1
To input these links it is possible to:
1) Type in the formula up to the point where the link is required
2) Window > [select desired document]
3) It isn't obvious that this is working but it is, select the desired cell or range of cells
4) Window > [select the original document]
5) Finish entering the formula
6) What is disconcerting is that the value displayed is based on the value of the cell (or
range of cells) when the linked document was last saved.
7) So to check it: save the linked document and update the link in the document (Edit >
Links) that contains the link
Note: To reiterate - these links do not update automatically! To get them to update use: Edit
> Links > [select the desired link] > Update. The update works from the saved file – so if
both files are open and the file that the link is based on is updated that file must be saved
before updating the link.
To have dynamic updating of data between two spreadsheets use:
1) Select and copy the range of cells to be linked to
2) Change to the spreadsheet that requires the link
3) Edit > Paste Special > Link (check-box down the bottom left)
These cells will have dynamic access to the contents of the other sheet and the values
returned can then be used in other formulas.
6.5.2 Links to html data or other spreadsheets
To link to data on the net:
1) In a browser navigate to the desired page
2) Copy the URL
3) In Calc
4) Insert > External Data...
5) Paste in the URL
6) This step is not obvious: press Enter wait a moment and the bottom list box (called
Available tables / ranges) will show:
•
HTML_all (the entire page)
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•
HTML_tables (all the tables on the page_
•
HTML_1 (each table consecutively numbered on the page)
7) Select the desired option from the list box
8) Optionally check the Update every check box and specify how often to update
The same process can be used for linking to data in spreadsheets.
Note: The source file must be saved before the update can take place. (In OpenOffice.org
AutoSaves over write the original file, so with AutoSaves turned on this feature could be
more useful than it at first appears. The author hasn't experimented with this feature to test
its limits).
6.5.3 Links to database data
1) Display the Data source viewer (F4)
2) In the Data Explorer window Navigate to the desired table or query (if it isn't visible
click Explorer on / off - left button in data source toolbar)
3) Drag the table or query onto the sheet (see 12 Data-sources on page 70 below for
information about working with data sources such as registering the data source)
6.6 Printing
Calc and Excel have the same printing functionality just the location of where to get to the
settings is slightly different.
Unlike Excel, a print range must be specified first.
To define the print range (this is the equivalent of in Excel File > Page Setup > Sheet, first 3
fields):
1) Format > Print Ranges > Edit...
2) Select the desired range for each of the fields
3) Note it is possible to select noncontiguous areas for the print area with each area being
on a separate page. Each area is separated by a semicolon.
Like Excel, Calc provides a Page break view. The menu option is a toggle:
•
View > Page break preview
The other settings such as whether to have grid-lines is done via the page style:
•
Format > Page... > Sheet
Print Options for suppressing blank pages and printing only the selected sheet(s) can be set:
•
Tools > Options... > Spreadsheet > Print
Note: Recommend having both these options set.
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To Print:
1) File > Print
2) Optionally click Options to change the settings for suppressing blank pages and /or
only the selected sheet(s)
3) Other settings are the same as in Excel
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Presentation documents
7 Presentation documents
7.1 Good practice in presentations
Rule of seven:
•
No more than seven points per slide
•
No more than seven words per point
KISS – Keep it simple – too many effects detract from your message rather than enhance it.
•
Minimum font size of 18pt preferably 20pt
7.2 Main differences between PowerPoint and Impress
7.2.1 Accessing different views
In PowerPoint the buttons for quickly changing the view are down the bottom left. The
equivalent buttons are top right side just above the vertical scroll bar in Impress. The buttons
down the bottom left are to toggle between slide view and master view (don't need to
remember to hold down shift when clicking the slide view button) and a button for accessing
objects in the background.
Impress provides a handout view for fine tuning how the hand out will look, rather than just a
print option.
7.2.2 Multimedia
There appears to be no settings for multimedia custom animations. E.g. the ability to play a
sound for the next x slides.
Sound
Going Insert > Object > Sound... crashed OpenOffice.org.
Dragging and dropping a sound file from the Gallery places a control Button on the slide,
which plays on being clicked when running the slide show.
7.2.3 Chart animations
There is no facility in Impress for “Chart Effects” as there is in PowerPoint, such as
presenting a series or category at a time. On import the charts simply appear. A work around
is to have multiple copies of the chart with each one setup to display as desired.
7.2.4 Pack and Go
This feature in PowerPoint allowed a PowerPoint file to be split up over several floppy disks
and assured that all related files were included. This facility is not included in Impress, nor
can Impress open such files.
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7.2.5 Fields
Date fields are exported as text so don't automatically update.
Fields are shown with gray background when editing so that they are recognizable as fields.
7.2.6 Action Settings / Interaction
PowerPoint provides action settings for mouse over, Impress doesn't have this option, only
on mouse click, so that is what they get mapped to. PowerPoint has an option for
highlighting the object on mouse click / mouse over, Impress doesn't have this so it gets
ignored on import.
7.2.7 Object effects / animations and slide Transitions
For the equivalent object effects / animations between PowerPoint and Impress see
For the equivalent slide transitions between PowerPoint and Impress see
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OpenOffice.org as a replacement for FrontPage
8 OpenOffice.org as a replacement for FrontPage
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Draw
9 Draw
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FontWorks (WordArt equivalent)
10 FontWorks (WordArt equivalent)
Instead of Microsoft Office's WordArt, OpenOffice.org has FontWorks. The FontWorks
window is dockable at the sides of the screen. See 2.7 Side panes - Docked / Floating
Windows on page 5 above.
To use FontWorks:
1) Select the Text Tool (found on the Draw tear off toolbar in Writer and Calc and on the
Main toolbar in Draw and Impress) it looks like a large T.
2) Draw a text frame in the document
3) Type some text (if text isn't typed into the frame before clicking outside the text frame
the text frame is removed)
4) Format > FontWork
5) Apply the desired effects from the fontwork toolbox
Note: A popular feature of WordArt that FontWork doesn't is gradient colour fills of the text.
A work-around is to use Draw instead where it is possible to convert text to curves, apply a
gradient fill and then copy this object into your document.
To change the color of the FontWork text:
1) Double click the FontWork object
2) Select the text
3) Format > Character.. > Font Color
Note: The colour controls in the object toolbar do not relate to the FontWork text but rather
to the contour line that the text is following.
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Math formula editor / Equation Editor
11 Math formula editor / Equation Editor
The equivalent to Microsoft Office's Equation Editor in OpenOffice.org is Math formula
editor. By default the Command window of Math formula editor is docked at the bottom, it
can also be floating or docked at the top. See 2.7 Side panes - Docked / Floating Windows on
page 5 above.
This is just a quick guide based on the authors experience, for a more detailed how to see:
http://www.openoffice.org/issues/show_bug.cgi?id=15403.
11.1 To insert an equation:
1) Display the Insert Object toolbar by clicking the Insert Object on the Main toolbar.
2) Click Insert OpenOffice.org Math object
11.2 Customizing the interface
•
To show/hide the Selection toolbar: View > Selection
•
To turn on/off automatic screen updating View >AutoUpdate display. When AutoUpdate
display turned off - to check what the formula looks like use F9 or View > Update.
Recommend turning off AutoUpdate display
11.3 Entering a formula
There are two main ways of entering a formula, by typing in the commands in the command
Window (to get assistance right click for a context menu), or by clicking in the Selection
toolbox.
All the commands are listed at the end of this section.
∑ X U
2= ∑ X
is:
Where: ...
i
E.g. The command for:
i
i
hat %beta_2 = {sum {X_i + U_i}}
over
{sum X_i}
newline
“Where: ...”
•
To change the amount of space between elements use: Format > Spacings...
•
Commands can simply be typed in
•
Commands read left to right and either effect the next object (unary operators e.g. “_”) or
objects either side (binary operators e.g. “over” , to get the command to effect more than
one object enclose it in braces
•
White space is ignored (unless enclosed in quotes) so use it to make your commands
readable the command above is easier to read than:
hat%beta_2={sum {X_i+U_i}}over{sum X_i}newline“Where: ...”
yet they do exactly the same thing
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Math formula editor / Equation Editor
•
To learn the different commands either use the Selection toolbox for a visual
representation or the context menu for a written representation. Some examples from the
above follow:
•
Hat is the command to put a caret over the next character. Hat is found under Attributes
•
Beta is obtained from the symbol catalog: Tools > Catalog... or Symbols button on the
Main toolbar (the “%” says interpret what follows as the name of a symbol)
•
The underscore character is for subscripts, in this case only the next character is
subscripted so no braces are required. Subscripts are found under Formats
•
The = sign obtainable from Relations
•
“over” is obtainable from Formats
•
Need to brace the numerator (top of fraction) and the denominator (bottom of fraction) as
they contain more than one thing
•
“sum” is obtainable from operators
•
Literal text is enclosed in quotes
11.4 Working with Math within Writer
To keep the formula smaller so that it looks better in-line with other text when in Math use:
Format > Text mode
To convert text that is typed into writer to an equation:
1) Select the text
2) Click Insert OpenOffice.org Math Object on the Insert Object toolbar
To number equations:
1) at the start of a line type: fn
2) Press F3, this will insert a predefined autotext consisting of a two cell table, with a
formula in the first cell and a numbering field in the second. The line below has the
autotext entry but with borders added to the table so it is easier to see how it is working.
E=mc 2
(1)
The numbering is done using the field type “Number range” and the variable Text. So to
have more control over numbering equations a user could create their own styles and or
autotext entry and use a Number Range field for the numbering.
11.5 Symbols and commands
See Appendix I Math formula – symbols and commands on page 106.
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Data-sources
12 Data-sources
OpenOffice.org doesn't have a database server capability (limited ability to create and work
with dBase format files), but it does have a great integrated4 client ability. To replace Access
entirely requires transferring .mdb (Access' own proprietary format) files to another database
server such as MySQL. For information on how to do this see:
http://mdbtools.sourceforge.net/.
To keep database files in .mdb format use ODBC to connect to the files: see
http://www.openoffice.org/FAQs/mostfaqs.html#10.
12.1 Working with a data-source (dBase example)
This section is based upon a “howto” written by Scott Carr, titled “How to Create a data
Source from Scratch”. The original is at:
http://documentation.openoffice.org/HOW_TO/data_source/data1_EN.html.
Other useful links:
Registering other data sources: http://openoffice.homelinux.org/index.php?s=38
Step by step guide: http://homepage.ntlworld.com/garryknight/linux/oodbase.html
Comparison with Access:
http://articles.linmagau.org/modules.php?op=modload&name=Sections&file=index&req=vie
warticle&artid=230&page=1
These steps will run you through setting up a Data Source in the OpenOffice.org system. A
dBase type database will be created as these can be created and worked on without a separate
database engine. However registered data sources of type dBase do not have the ability to
have more than one table in a query (or SQL statement) so the tables can not be related to
each other.
12.1.1 Registering the data source
1) Tools > Data Source
2) Click New Data Source
3) Enter a name for your Data Source. NOTE: In this example “TEST” is used as the
Data Source name
4) Select dBase as the Data Source. NOTE: We are using dBase, because it allows full
control over the database on a local system
5) Enter a directory for the program to store the data files in. If the directory does not yet
exist OpenOffice.org will automatically create it (checking with user first).
6) Click Apply
4 The term integrated here is used to reflect that it isn't a separate application but works-in with all the
applications in OpenOffice.org.
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Data-sources
12.1.2 Adding Tables in a data source
This section assumes that your Data Source allows full access to the database. Currently,
dBase is the only type that allows this type of access to files on your computer. JDBC and
ODBC can be used if you already have a Database System setup like MySQL, SQL Server,
or ORACLE.
1) Click on the Tables tab
2) Click on the New Table Design button to display the Table Design screen
3) Enter field names. E.g. Name (down arrow), Telephone (down arrow) …
4) Save the table: File > Save > [name the file]. This example will be TestTable
5) Close the Table Design screen and the Data Source dialog.
12.1.3 Viewing a data source
Data is viewed / edited using the Data source viewer sometimes referred to as the beamer or
database beamer.
1) Display the Data-source viewer by pressing F4 or Click the Data Sources button in
the Main toolbar or View > Data Sources.
2) In the data explorer, left side of Data-source viewer (if not visible click the Explorer
on/off button – the button on the left) navigate to the desired table.
E.g. Test > Tables > TableTest
12.1.4 Editing the data
This section demonstrates how OpenOffice.org can be used to enter, edit, and remove values
in a Data Source.
Note: OpenOffice.org can not edit data source files of types text or spreadsheet in the Data
source viewer.
•
To add a new record simply type into the bottom blank row of the displayed table or click
the button that looks like an asterisk “*” in the record number status bar.
•
To move between fields use Tab and Shift + Tab (this is just like any other table so key
controls and mouse clicks work as expected)
•
Editing records is simply making the change – moving to a different record saves the
change. To abort a change simply press Escape.
•
Deleting Records: Select the record(s) by clicking to the records left, selected records are
highlighted, (Control and shift keys work as expected) either press Del key or Right Click
> Delete Rows. Confirm the deletion.
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Data-sources
12.1.5 Using queries to select records
This is a large subject area so what follows is just a getting started guide on creating a query,
once the query is created use the query as your data-source. Help covers this in more detail,
select the index tab and type queries.
1) In the explorer window (left window showing tree like controls) of the Data source
viewer open the desired data-source (click on the “+” to the left) if required
2) Right click Queries > New Query (Design View)
3) Choose the table for your query and click Add
4) Typically the next step is double click the * to add all the field names to the query
5) Double click the field name(s) that have the data to limit the query to. E.g. The field
name might be “Keyword” and only records containing “Friend” are desired
6) Un-check the visible check-box for these criteria fields (not necessary but saves
getting the field repeated in the final table)
7) Type in the criteria in the Criterion row. E.g. 'friend' or if there might be other text in
the field for the record but it must contain the word 'friend' somewhere in the field type
LIKE '*friend*'.
8) Check the query by clicking the Run query button . To adjust the various panes
click and drag pane borders to get a desired arrangement.
9) File > Save As and name the query
10) File > Close Window
12.2 Creating a data-source from a spreadsheet
To do a Mail Merge in OpenOffice.org from a spreadsheet the spreadsheet needs to
registered as a database source, so that you'll be able to display it inside the Data-source
viewer.
1) Make sure your spreadsheet is saved (preferably in .sxc format). The top row will be
used for field names.
2) Tools > Data sources... > New Data Source
3) Give it a meaningful name
4) For Connection choose Spreadsheet
5) Click … > navigate to the desired spreadsheet
6) In the Tables tab, verify that your spreadsheet name has been selected
7) Click on OK and your sheet will be usable for things like Mail Merge
Note: This method can be used to register into OpenOffice.org whatever supported data
source type you already have present on your system.
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Data-sources
12.3 Database Forms
This section is based upon a document by Daniel Strome, titled “How to Link Tables Using
Named Parameters”. The full document is available for download from:
http://documentation.openoffice.org/HOW_TO/index.html. (There is a section in the
document about running a macro – this is no longer necessary.)
This section is only a very brief look as OpenOffice.org provides a full graphical user
interface as a database client.
12.3.1 Form creation using auto pilot
It is possible to create forms from scratch using the forms toolbar but to get an idea of what is
possible, using the autopilot is a good place to start.
1) File > AutoPilot > Form...
2) Follow the steps in the dialog, in the second page of the autopilot as selections are
made they are immediately visible in the newly created Writer document.
12.3.2 Form use
When using a form a Navigation toolbar should be visible (by default across the bottom of
the window). If it is not visible right click any toolbar and select Navigation bar. The
controls on this form are similar to those used in Access.
Note1: Doing a find is slow because it is handled by OpenOffice.org rather than the
database server (lot of information passing) use filters instead.
Note2: If the table is read only then it could be because:
OpenOffice.org requires a primary key (or bookmark facility) for the table, or
OpenOffice.org hasn't implemented writing to text or spreadsheet files, or
the database driver isn't providing the required privileges – try updating the database
driver (it maybe that you don't have sufficient privileges).
12.3.3 Editing the form
To edit the form display the Form functions toolbar by clicking Show Form Functions on
the Main toolbar. To toggle the form so that it can be edited click Design Mode On / Off.
Viewing / editing a controls / forms properties
1) Click the Select tool then click a control
2) Click Control Properties... on the Form functions toolbar
3) Fields are frequently grouped with labels when this is the case the title bar of the
properties window will say “Properties: Multiselection”. To ungroup the fields: Right
click > Group > Ungroup. Now select a field and see the properties
4) To change to the form's properties click Form properties on the Form functions
toolbar
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Data-sources
Editing controls
•
To add a control: Click a button and drag in the document
•
Many controls have an associated autopilot, to turn these off / on click the AutoPilots
On / Off button
•
To change a control from one type to another: Right click the control > Replace with >
[choose the new control type]
•
To change the order that the fields are accessed when entering data and pressing Tab:
Click Activation order
Adding a sub-form
A sub-form is where the records displayed in the sub-form is dependent on the record
displayed in the main form. The two tables must have a common field. E.g. The main form
might be customers details the sub-form the orders for that customer, and the fields in
common might be a customer identity. To add a sub-form:
1) Display the Form navigator: Click Form Navigator on the Form Functions toolbar
2) The Form navigator displays a tree of forms and their controls. Click on the form
(second level - maybe called “Standard”)
3) Right click on the form > New > Form
Note: It is very important that it is a sub form in the hierarchy otherwise this will not
work.
4) Optionally rename the sub-form
5) With the sub-form selected in the Form navigator
6) Click Table Control
7) Drag a box in the document
8) If AutoPilots is turned on select the data source again, but this time select the new
table and then its fields. If AutoPilots is turned off – specify the data source for the form
in the forms properties window, then add columns by right clicking in the top row of the
control > Insert Column > Textbox. Change the properties of the column by right
clicking it > Column...
9) Display the data properties for the sub-form: With the table control selected > click
Form Properties > Data
10) Change the content type to SQL Command
11) Enter into content something like:
SELECT * FROM Orders WHERE CustId = :x
12) Where Orders = the name of the second table, CustId is the name of the field within
that table that has the values in common with the table for the main form, x is any
variable name
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Data-sources
13) Scroll to the bottom of the list
14) In Link master fields type: CustomerId
Where CustomerId is the name of the field in the table of the main form
15) In Link slave field type: x
Where x is the variable used in step 11. Do not type a colon this time!
16) Click Design Mode On/ Off and it should be working
12.4 Reports
12.4.1 Report creation
1) File > AutoPilot > Report...
2) Follow the AutoPilot
3) In the last step (Save Report) choose “Modify report template”
4) Adjust the column widths (this is a table – so can drag columns or use Format >
Table... > Columns)
5) Save and close the file
6) Display the Data source viewer
7) Navigate to the data source and open Links
8) Double click on the report – a new document based on the template will be created
Note: The report must be closed or nothing will happen.
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Converting VBA macros to OpenOffice.org macros
13 Converting VBA macros to OpenOffice.org macros
As stated earlier, there is no automatic way of converting or even running VBA macros in
OpenOffice.org. This section is to give guidance on how to do this manually.
The basic control structures in VBA and OpenOffice.org are virtually identical, however the
underlying models have different concepts.
The object model for Microsoft Office is strictly hierarchical, whereas OpenOffice.org is not.
OpenOffice.org has a concept of services this means that two different objects requiring
things in common would provide the same service. For an end user this is great –
consistency. For macro programmers it adds another level of complexity.
Other resources include:
Sun Basic Programmer's Guide: http://docs.sun.com/db/doc/817-1826?q=StarOffice
Code snippets forum: http://www.oooforum.org/forum/viewforum.php?f=11
Macros and API forum: http://www.oooforum.org/forum/viewforum.php?f=9
Andrew Pitonyak's OpenOffice Macro Information: http://www.pitonyak.org/oo.php
StarOffice Programmer s Tutorial: http://api.openoffice.org/basic/man/tutorial/tutorial.pdf
13.1 The Application Program Interface (API)
documentation
13.1.1 How to get the API
13.1.2 How to read it
13.2 Differences in the integrated development
environment (IDE)
13.3 Specific how tos
VBA
OpenOffice.org BASIC
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Glossary
Glossary
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Index
Index
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General Key Shortcuts
Appendix A General Key Shortcuts
General Shortcut keys
Enter
key
Activates the focused button in a dialog
Esc
Terminates the action or dialog. If in OpenOffice.org Help: goes up one level. The
cursor is positioned in the URL on the Function Bar: returns the cursor to the
document. If the URL has been selected, you have to press the key twice.
Spacebar
Toggles the focused check box in a dialog
Arrow keys
Changes the active control field in an option section of a dialog
Tab
Advances focus to the next section or element in a dialog.
Shift + Tab
Moves the focus to the previous section or element in a dialog
Alt + Down
Arrow
Opens the list of the control field currently selected in a dialog. These shortcut
keys apply not only to combo boxes but also to icon buttons with pop-up menus.
Close an opened list by pressing the Escape key.
Del
Deletes the selected item(s) into the recycle bin.
Shift + Del
Deletes the selected item(s) without putting them in the recycle bin.
Backspace
When a folder is shown: goes up one level (goes back)
Control +
Tab
Switches to the next open document (except when positioned at the start of a
header, instead a tab is inserted)
Shift +
Control +
Tab
Moves to the previous document that is open.
Enter (if an
OLE object
is selected)
Activates the selected OLE object.
Enter (if a
drawing
object or text
object is
selected)
Activates text input mode
Control + O
Opens a document
Control + S
Saves the current document
Control + N
Creates a new document
Shift +
Control + N
Opens Templates and Documents dialog
Control + P
Prints document
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General Key Shortcuts
Enter
key
Activates the focused button in a dialog
Crtl + Q
Exits application
Control + X
Cuts out the selected elements
Control + C
Copies the selected items
Control + V
Pastes from the clipboard
Control + A
Selects all
Control + Z
Undoes last action
Control + Y
Redoes last action
Control + F
Calls the Find & Replace dialog.
Control +
Shift + F
Searches for the last entered search term.
Control +
Shift + J
Toggles the view between fullscreen mode and normal mode
Control +
Shift + R
Redraws the document view.
Shift +
Control + I
Enable or disable the selection cursor in read-only text or in the Help viewer.
Control + I
The Italic attribute is applied to the selected area. If the cursor is positioned in a
word, this word is also marked in italic.
Control + B
The Bold attribute is applied to the selected area. If the cursor is positioned in a
word, this word is also put in bold.
Control + U
The Underlined attribute is applied to the selected area. If the cursor is positioned
in a word, this word is also underlined.
Control +
Shift + O
Sets the cursor on the Load URL field on the Function Bar.
Alt + O
In the Spelling dialog, the word that was originally marked as unknown/incorrect
(original) will be transferred to the input box (word).
Using the Function Keys
Shortcut keys
Effect
F1
Starts the OpenOffice.org Help
In the OpenOffice.org Help: jumps to main help
page.
Shift + F1
Context Help
Shift + F2
Turns on Extended Tips for the currently
selected command, icon or control.
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General Key Shortcuts
Shortcut keys
Effect
Control + F4 or Alt + F4
Closes the current document (close
OpenOffice.org when the last open document is
closed)
F6
Sets focus in next subwindow (for example,
document/data source view)
Shift + F6
Sets focus in previous subwindow
F10
Activates the first menu (File menu)
Shift + F10
Opens the context menu
Control + F11
Opens the Style Catalog
Shortcut keys in the Gallery
Shortcut keys
Result
Tab
Moves between areas
Shift + Tab
Moves between areas (backwards)
Shortcut keys in the New Theme area of the Gallery:
Shortcut Keys
Effect
Up arrow
Moves the selection up one
Down arrow
Moves the selection down
Control + Enter
Opens the Properties dialog
Shift + F10
Opens a context menu
Control + U
Refreshes the selected theme
Control + R
Opens the Enter Title dialog
Control + D
Deletes the selected theme
Insert
Inserts a new theme
Shortcut keys in the Gallery preview area:
Shortcut Keys
Effect
Home
Jumps to the first entry
End
Jumps to the last entry
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General Key Shortcuts
Shortcut Keys
Effect
Left Arrow
Selects the next Gallery element on the left
Right Arrow
Selects the next Gallery element on the right
Up Arrow
Selects the next Gallery element above
Down Arrow
Selects the next Gallery element below
Page Up
Scroll up one screen
Page Down
Scroll down one screen
Control + Shift + Insert
Inserts the selected object as a linked object into the current document.
Control + I
Inserts a copy of the selected object into the current document.
Control + T
Opens the Enter Title dialog
Control + P
Switches between themes view and object view
Spacebar
Switches between themes view and object view
Enter
Switches between themes view and object view
Step backward (only in
object view)
Switches back to main overview
Navigating through OpenOffice.org without a mouse
Shortcut Keys
Effect
F6
Moves the cursor from top to bottom and from right to left
through every part of the OpenOffice.org window.
Shift + F6
Moves the cursor in the opposite direction through every part
of the OpenOffice.org window.
Control + F6
Places the cursor in the document
Control + Tab
Moves the cursor from top to bottom and from right to left
through every part of the OpenOffice.org window.
Shift + Control + Tab
Moves the cursor in the opposite direction through every part
of the OpenOffice.org window.
Left/Right Arrows
Moves left/right to the next element in a horizontal bar
Up/Down Arrow
Moves up/down to the next element in a vertical bar
Home
Moves to the first entry
End
Moves to the last entry
Enter
Press the Enter key to execute the command associated with
the icon.
Esc
Closes a menu or floating toolbar.
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General Key Shortcuts
Editing Shortcut Keys in the Customize Toolbars
dialog
Shortcut Keys
Effect
+ key
Opens the list of Available Buttons for a button category.
- key
Closes the list of Available Buttons for a button category.
Spacebar
Toggles button visibility in Buttons in use list box.
Insrt
Adds the icon selected in the left list box to the right list box.
Del
Removes the selected icon from the Buttons in use list box.
Selecting Rows and Columns in a Table
Shortcut Keys
Effect
Spacebar
Toggles row selection, except when the row is in edit mode.
Control + Spacebar
Toggles row selection
Shift + Spacebar
Selects the current column
Shortcut Keys for Drawing Objects
Shortcut Keys
Effect
Select the toolbar with F6. Use
the Down Arrow and Right
Arrow to select the desired
toolbar icon and press Control +
Enter.
Inserts a Drawing Object
Select the document with
Control + F6 and press Tab
Selects a Drawing Object
Tab
Selects the next Drawing Object
Shift + Tab
Chooses the previous Drawing Object
Control + Home
Selects the first Drawing Object
Control + End
Selects the last Drawing Object
Esc
Ends Drawing Object selection
Esc (in Handle Selection Mode)
Exit Handle Selection Mode and return to Object Selection
Mode.
Up arrow
Moves the selected Drawing Object up
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General Key Shortcuts
Shortcut Keys
Effect
Down Arrow
Moves the selected Drawing Object down
Left Arrow
Moves the selected Drawing Object left
Right Arrow
Moves the selected Drawing Object right
Alt + Up/Down/Left/Right
Arrow
Moves the selected Drawing Object one pixel (in Selection
Mode)
Re-sizes a Drawing Object (in Handle Selection Mode)
Rotates a Drawing Object (in Rotation Mode)
Opens the properties dialog for a Drawing Object
Activates the Point Selection mode for the selected drawing
object
Spacebar
Select a point of a drawing object (in Point Selection mode) /
Cancel selection. The selected point blinks once per second.
Shift + Spacebar
Select an additional point in Point Selection mode
Control + Tab
Select the next point of the drawing object (Point Selection
mode)
In Rotation mode, the center of rotation can also be selected.
Shift + Control + Tab
Select the previous point of the drawing object (Point Selection
mode)
Control + Enter
A new drawing object with default size is placed in the center
of the current view.
Control + Enter at the Selection
icon
Activates the first drawing object in the document.
Esc
Leave the Point Selection mode. The drawing object is selected
afterwards.
Edit a point of a drawing object (Point Edit mode)
Up/down/left/right arrow
Move the selected point (the snap-to-grid functions are
temporarily disabled, but end points still snap to each other).
Any text or numerical key
If a drawing object is selected, switches to edit mode and places
the cursor at the end of the text in the drawing object. A
printable character is inserted.
Window Shortcut Keys
Shortcut Keys
F4 + modifier key
Effect
Docks and undocks current window.
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General Key Shortcuts
Query design - In the query design
Shortcut Keys
Results
F6
Jump between the query design areas.
Delete
Deletes a table from the query design.
Tab
Selects the connection line
Shift + F10
Opens the context menu
F4
The data source view is shown/hidden by pressing the (F4) key with a
text, spreadsheet or form document open.
Control Properties
Shortcut Keys
Results
Alt + Down Arrow
Opens the combo box.
Alt + Up Arrow
Closes the combo box.
Shift + Enter
Inserts a new line.
Up arrow
Positions the cursor in the previous line.
Down arrow
Puts the cursor into the next line.
Enter
Completes the input in the field and places the cursor into the next
field.
Control + F6
Sets the focus (if not in design mode) to the first control. The first
control is the first one listed in the Form Navigator.
Shortcuts for creating Basic dialogs.
Shortcut Keys
Results
Control + PageUp
Jumps between tabs.
Control + PageDown
Jumps between tabs.
F6
Jump between windows.
Tab
Selection of the control fields.
Shift + Tab
Selection of the control fields in opposite direction.
Control + Enter
Inserts the selected control.
Arrow keys
Moves the selected control in steps of 1 mm in the respective
direction. In point edit mode, it changes the size of the selected
control.
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General Key Shortcuts
Shortcut Keys
Results
Alt + arrow keys
Moves the selected control in the respective direction of one pixel.
Control + Tab
In point edit mode, jumps to next handle.
Shift + Control + Tab
In point edit mode, jumps to previous handle.
Esc
Leaves the current selection.
Control + arrow keys
Moves in the respective direction.
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Writer key shortcuts
Appendix B Writer key shortcuts
Writer navigation keys
Key
Function
+ Control key
Right/left arrow keys
Moves the cursor one character
to the left or to the right.
Moves the cursor one word to the
left or to the right.
Up/down arrow keys
Moves the cursor up or down one (Control + Alt) Moves the
line.
current paragraph up or down.
Home
Moves the cursor to the
beginning of the current line.
Moves the cursor to the
beginning of the document.
Home in a table
Moves the cursor to the
beginning of the contents in the
current cell.
Moves the cursor to the
beginning of the contents of the
current cell. Press again to move
the cursor to the first cell in the
table. Press again to move the
cursor to the beginning of the
document.
End
Moves the cursor to the end of
the current line.
Moves the cursor to the end of
the document
End n a table
Moves to the end of the contents
in the current cell.
Moves the cursor to the end of
the contents of the current cell.
Press again to move the cursor to
the last cell in the table. Press
again to move the cursor to the
end of the document.
PgUp
Scrolls up one page.
Moves the cursor to the header.
PgDn
Scroll down one page.
Moves the cursor to the footer.
General Writer
Shortcut Keys
Effect
F2
Formula Bar
Control + F2
Insert Fields
F3
Complete AutoText
Control + F3
Edit AutoText
F4
Open Data Source View
F5
Navigator on/off
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Writer key shortcuts
Shortcut Keys
Effect
Shift + F5
Select next frame
Control + Shift + F5
Navigator on
F7
Spellcheck
Control + F7
Thesaurus
F8
Extension mode
Control + F8
Field shadings on / off
Shift + F8
Additional Selection
F9
Update fields
Control + F9
Show fields
Shift + F9
Calculate Table
Control + Shift + F9
Update Input Fields
Control + F10
Nonprinting Characters on/off
F11
Stylist on/off
Shift + F11
Create Style
Control + Shift + F11
Update Style
F12
Numbering on
Control + F12
Insert or edit Table
Shift + F12
Bullets on
Control + Shift + F12
Numbering / Bullets off
Control + A
Select All
Control + J
Justify
Control + D
Double Underline
Control + E
Centered
Control + F
Find and Replace
Control + Shift + P
Superscript
Control + L
Align Left
Control + R
Align Right
Control + Shift + B
Subscript
Control + Y
Redo last action
Control + 1
Single Line Spacing
Control + 2
Double Line Spacing
Control + 5
1.5 Line Spacing
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Writer key shortcuts
Shortcut Keys
Effect
Control + Plus Key( + )
Calculates the selected text (for example, if 3487 + 3456 is selected, it
calculates the result). The result is copied to the clipboard and can be
pasted into the document.
Control + Hyphen(-)
Custom hyphens; hyphenation set by you.
Control + Shift + minus
sign (-)
Non-breaking dash (is not used for hyphenation)
Control + multiplication
sign * (only on number
pad)
Run macro field
Control + Space
Non-breaking spaces. Non-breaking spaces are not used for
hyphenation and are not expanded if the text is justified.
Shift + Enter
Line break without paragraph change
Control + Enter
Manual page break
Control + Shift + Enter
Column break in multicolumnar texts
Alt + Enter
Inserting a new paragraph without numbering
Alt + Enter
Inserting a new paragraph directly before or after a section or a table.
Arrow Left
Move cursor to left
Shift + Arrow Left
Move cursor with selection to the left
Control + Arrow Left
Go to beginning of word
Control + Shift + Arrow
Left
Selecting to the left word by word
Arrow Right
Move cursor to right
Shift + Arrow Right
Move cursor with selection to the right
Control + Arrow Right
Go to end of word
Control + Shift + Arrow
Right
Selecting to the right word by word
Arrow Up
Move up one line
Shift + Arrow Up
Selecting lines in an upwards direction
Arrow Down
Move cursor down one line
Shift + Arrow Down
Selecting lines in a downward direction
Home
Go to beginning of line
Shift + Home
Go and select to the beginning of a line
End
Go to end of line
Shift + End
Go and select to end of line
Control + Home
Go to start of document
Control + Shift + Home
Go and select text to start of document
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Writer key shortcuts
Shortcut Keys
Effect
Control + End
Go to end of document
Control + Shift + End
Go and select text to end of document
Control + PageUp
Switch cursor between text and header
Control + PageDown
Switch cursor between text and footer
Insert
Insert mode on/off
PageUp
Screen page up
Shift + PageUp
Move up screen page with selection
PageDown
Move down screen page
Shift + PageDown
Move down screen page with selection
Control + Del
Delete text to end of word
Control + Backspace
Delete text to beginning of word
Control + Shift + Del
Delete text to end of sentence
Control + Shift +
Backspace
Delete text to beginning of sentence
Control + Tab
Next suggestion with Automatic Word Completion
Control + Shift + Tab
Use previous suggestion with Automatic Word Completion
Alt + W
Spellchecker dialog: Call back the original unknown word into the
text box
Control + double-click or
Control + Shift + F10
Use this combination to quickly dock or undock the Navigator, Stylist
or other windows.
Shortcut Keys for Paragraphs and Heading Levels
Shortcut Keys
Effect
Control + Alt + Up
Arrow
Move the active paragraph or selected paragraphs up one paragraph.
Control + Alt + Down
Arrow
Move the active paragraph or selected paragraphs down one
paragraph.
Tab
The heading in format "Heading X" (X = 1-9) is moved down one
level in the outline.
Shift + Tab
The heading in format "Heading X" (X = 2-10) is moved up one level
in the outline.
Control + Tab
At the start of a heading: Inserts a tab stop. Depending on the Window
Manager in use, Alt + Tab may be used instead.
To change the heading level with the keyboard, first position the cursor in front of the
heading.
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Writer key shortcuts
Shortcut Keys for Tables in OpenOffice.org Writer
Shortcut Keys
Effect
Control + A
If the active cell is empty: selects the whole table. Otherwise: selects
the contents of the active cell. Pressing again selects the entire table.
Control + Home
If the active cell is empty: goes to the beginning of the table.
Otherwise: first press goes to beginning of the active cell, second
press goes to beginning of the current table, third press goes to
beginning of document.
Control + End
If the active cell is empty: goes to the end of the table. Otherwise: first
press goes to the end of the active cell, second press goes to the end of
the current table, third press goes to the end of the document.
Control + Tab
Inserts a tab stop (only in tables). Depending on the Window Manager
in use, Alt + Tab may be used instead.
Control + Shift + Arrow
Up
Jump to start of table
Control + Shift + Arrow
Down
Jump to end of table
Alt + Arrow Keys
Increases/decreases the size of the column/row on the right/bottom
cell edge
Alt + Shift + Arrow Keys
Increase/decrease the size of the column/row on the left/top cell edge
Alt + Control + Arrow
Keys
Like Alt, but only the active cell is modified
Control + Alt + Shift +
Arrow Keys
Like Alt, but only the active cell is modified
Alt + Insert
3 seconds in Insert mode, Arrow Key inserts row/column, Control +
Arrow Key inserts cell
Alt + Del
3 seconds in Delete mode, Arrow key deletes row/column, Control +
Arrow key merges cell with neighboring cell
Control + Shift + T
Removes cell protection from all selected tables. If no table is
selected, then cell protection is removed from all of the tables in the
document.
Shift + Control + Del
If nothing is selected, the contents of the next cell are deleted. If cells
are selected, the whole line of the selection will be deleted. If all rows
are selected completely or partially, the entire table is deleted.
Alt + Enter
Inserting a new paragraph directly before or after a section or a table.
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Writer key shortcuts
Shortcut Keys for Moving and Resizing Frames,
Graphics and Objects
Shortcut Keys
Effect
Esc
Cursor is inside a text frame and no text is selected: Escape selects the
text frame.
Text frame is selected: Escape clears the cursor from the text frame.
F2 or Enter or any key
that produces a character
on screen
If a text frame is selected: positions the cursor to the end of the text in
the text frame. If you press any key that produces a character on
screen, and the document is in edit mode, the character is appended to
the text.
Alt + Arrow Keys
Move object.
Alt + Control + Arrow
Keys
Resizes by moving lower right corner.
Alt + Control + Shift +
Arrow Keys
Resizes by moving top left corner.
Control + Tab
Selects the anchor of an object (in Edit Points mode).
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Calc shortcut keys
Appendix C Calc shortcut keys
Navigating in Spreadsheets
Shortcut Keys
Effect
Control + Home
Moves the cursor to the first cell in the sheet (A1).
Control + End
Moves the cursor to the last cell on the sheet that contains data.
Home
Moves the cursor to the first cell of the current row.
End
Moves the cursor to the last cell of the current row.
Control + Left Arrow
Moves the cursor to the left edge of the current data range. If the
column to the left of the cell that contains the cursor is empty, the
cursor moves to the next column to the left that contains data.
Control + Right Arrow
Moves the cursor to the right edge of the current data range. If the
column to the right of the cell that contains the cursor is empty, the
cursor moves to the next column to the right that contains data.
Control + Up Arrow
Moves the cursor to the top edge of the current data range. If the row
above the cell that contains the cursor is empty, the cursor moves up
to the next row that contains data.
Control + Down Arrow
Moves the cursor to the bottom edge of the current data range. If the
row below the cell that contains the cursor is empty, the cursor moves
down to the next row that contains data.
Control + Shift + Arrow
Selects all cells containing data from the current cell to the end of the
continuous range of data cells, in the direction of the arrow pressed. If
used to select rows and columns together, a rectangular cell range is
selected.
Control + Page Up
Moves one sheet to the left. In the page preview: Moves to the
previous print page
Control + Page Down
Moves one sheet to the right. In the page preview: Moves to the next
print page.
Alt + Page Up
Moves one screen to the left.
Alt + Page Down
Moves one screen page to the right.
Control + * where (*) is
the multiplication sign on
the numeric key pa
Selects the data range that contains the cursor. A range is a contiguous
cell range that contains data and is bounded by empty row and
columns.
Control + /where (/) is
the division sign on the
numeric key pad
Selects the matrix formula range that contains the cursor.
Enter - in a selected
range
Moves the cursor down one cell in a selected range. To specify the
direction that the cursor moves, choose Tools > Options > Spreadsheet
> General.
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Calc shortcut keys
Shortcut Keys
Effect
Control + F1
Displays the note that is attached to the current cell
F2
Switches to Edit mode and places the cursor at the end of the contents
of the current cell. Press again to exit Edit mode.
If the cursor is in an input box in a dialog that has a Minimize button,
the dialog is hidden and the input box remains visible. Press F2 again
to show the whole dialog.
Control + F2
Opens the AutoPilot for Functions.
Shift + Control + F2
Moves the cursor to the Input line where you can enter a formula for
the current cell.
Control + F3
Opens the Define Names dialog.
F4
Shows or Hides the Database explorer.
Shift + F4
Rearranges the relative or absolute references (for example, A1, $A$1,
$A1, A$1) in the input field.
F5
Shows or hides the Navigator.
Shift + F5
Traces dependents.
Shift + Control + F5
Moves the cursor from the Input line to the Sheet area box.
F7
Checks spelling in the current sheet.
Control + F7
Opens the Thesaurus if the current cell contains text.
Control + F5
Traces precedents.
F8
Turns additional selection mode on or off. In this mode, you can use
the arrow keys to extend the selection. You can also click in another
cell to extend the selection.
Control + F8
Highlights cells containing values.
F9
Recalculates all of the formulas in the sheet.
Control + F9
Updates the selected chart.
F11
Opens the Stylist where you can apply a formatting style to the
contents of the cell or to the current sheet.
Shift + F11
Creates a document template.
Shift + Control + F11
Updates the templates.
F12
Groups the selected data range.
Control + F12
Ungroups the selected data range.
Alt + Down Arrow
Increases the height of current row.
Alt + Up Arrow
Decreases the height of current row.
Alt + Right Arrow
Increases the width of the current column.
Alt + Left Arrow
Decreases the width of the current column.
Alt + Shift + Arrow Key
Optimizes the column width or row height based on the current cell.
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Calc shortcut keys
Formatting Cells Using Shortcut Keys
Shortcut Keys
Effect
Control + Shift + 1 (not
on the number pad)
Two decimal places, thousands separator
Control + Shift + 2 (not
on the number pad)
Standard exponential format
Control + Shift + 3 (not
on the number pad)
Standard date format
Control + Shift + 4 (not
on the number pad)
Standard currency format
Control + Shift + 5 (not
on the number pad)
Standard percentage format (two decimal places)
Control + Shift + 6 (not
on the number pad)
Standard format
Using the DataPilot
Shortcut Keys
Effect
Tab
Changes the focus by moving forwards through the areas and buttons
of the dialog.
Shift + Tab
Changes the focus by moving backwards through the areas and
buttons of the dialog.
up arrow
Moves the focus up one item in the current dialog area.
down arrow
Moves the focus down one item in the current dialog area.
left arrow
Moves the focus one item to the left in the current dialog area.
right arrow
Moves the focus one item to the right in the current dialog area.
Home
Selects the first item in the current dialog area.
End
Selects the last item in the current dialog area.
Alt and the underlined
character in the word
"Row"
Copies or moves the current field into the "Row" area.
Alt and the underlined
character in the word
"Column"
Copies or moves the current field into the "Column" area.
Alt and the underlined
character in the word
"Data"
Copies or moves the current field into the "Data" area.
Control + Up Arrow
Moves the current field up one place.
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Calc shortcut keys
Shortcut Keys
Effect
Control + Down Arrow
Moves the current field down one place.
Control + Left Arrow
Moves the current field one place to the left.
Control + Right Arrow
Moves the current field one place to the right.
Control + Home
Moves the current field to the first place.
Control + End
Moves the current field to the last place.
Alt + O
Displays the options for the current field.
Delete
Removes the current field from the area.
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Impress shortcut keys
Appendix D Impress shortcut keys
Function Keys for OpenOffice.org Impress
Shortcut Keys
Effect
F2
Edit text
F3
Edit group
Control + F3
Exit group
Shift + F3
Duplicate
F4
Position and Size
F5
Navigator
F7
Spellcheck
Control + F7
Thesaurus
F8
Edit Points
Control + Shift + F8
Fit text to frame
F9 (or Control + F2)
Start Slide Show
F11
Stylist
F12
Outline View
Control + F12
Drawing View
Shortcut Keys in Slide Shows
Shortcut Keys
Effect
F9 (or Control + F2)
Start Slide Show
Esc or Backspace or (-)
Minus key on the
numerical keypad
End presentation
Spacebar
Next animated object or next slide
Enter or Arrow Down or
N
Go to next slide
[number] – Enter
Type a number of a slide and press Enter to go to the slide.
Arrow Left or Arrow Up
or P
Go to the previous slide
Arrow Right
Go to the next slide
Home (Pos 1)
Jump to first slide in the slide show
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Impress shortcut keys
Shortcut Keys
Effect
End
Jump to the last slide in the slide show
Control + Page Up
Go to the previous slide
Control + Page Down
Go to the next slide
F5
Open the Navigator
B
Toggle screen to black
W
Toggle screen to white
Shortcut Keys in the Drawing View
Shortcut Keys
Effect
Plus( + ) Key
Zoom in
Minus(-) Key
Zoom out
Times(×) Key (number
pad)
Fit page in window
Divide(÷) Key (number
pad)
Zoom in on current selection
Shift + Control + G
Group selected objects
Shift + Control + Alt + A
Ungroup selected group
Control + click
Enter a group, so that you can edit the individual objects of the group.
Click outside the group to return to the normal view.
Shift + Control + K
Combine selected objects.
Shift + Control + K
Split selected object. This combination only works on an object that
was created by combining two or more objects.
Shift + Control + Plus
key
Bring to Front
Shift + Control + Plus
key
Bring Forward
Shift + Control + Minus
key
Send Backward
Shift + Control + Minus
key
Send to Back
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Impress shortcut keys
Shortcut Keys for OpenOffice.org Impress
Shortcut Keys
Effect
Arrow key
Moves the selected object or the page view in the direction of the
arrow.
Crtl + Arrow Key
Move around in the page view.
Shift + drag
Constrains the movement of the selected object horizontally or
vertically.
Control + drag (with
Copy when moving
option active)
Hold down Control and drag an object to create a copy of the object.
Alt Key
Hold down Alt to draw or resize objects by dragging from the center
of the object outward.
Alt key + click
Select the object behind the currently selected object.
Alt + Shift + click
Select the object in front of the currently selected object.
Shift + click
Select adjacent items or a text passage. Click at the start of a selection,
move to the end of the selection, and then hold down Shift while you
click.
Shift + drag (when
resizing)
Hold down Shift while dragging to resize an object to maintain the
proportions of the object.
Tab key
Select objects in the order in which they were created.
Shift + Tab
Select objects in the reverse order in which they were created.
Escape
Exit current mode.
Enter
Activate a placeholder object in a new presentation (only if the frame
is selected).
Control + Enter
Moves to the next text object on the slide. If there are no text objects
on the slide, or if you reached the last text object, a new slide is
inserted after the current slide. The new slide uses the same layout as
the current slide.
Navigating with the Keyboard in Slide View
Shortcut Keys
Effect
Escape
Moves the focus to the first slide.
Arrow key
Moves the focus to the next slide.
Spacebar
Makes the slide with the focus the current slide.
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Draw Shortcut keys
Appendix E Draw Shortcut keys
General Draw shortcut keys
Shortcut Keys
Effect
F2
Add or edit text
F3
Opens group to edit individual objects
Control + F3
Close group editor
Shift + F3
Opens the Duplicate dialog
F4
Opens the Position and Size dialog
F5
Opens the Navigator
F7
Checks spelling
Control + F7
Opens the Thesaurus
F8
Edit points on/off
Control + Shift + F8
Fits to frame
F11
Opens Stylist
Plus( + ) Key
Zooms in
Minus(-) Key
Zooms out
Multiple(×) Key (number
pad)
Zooms to fit entire page in screen
Divide (÷) Key (number
pad)
Zooms in on the current selection
Control + Shift + G
Groups selected objects
Shift + Control + Alt + A
Ungroups selected group
Control + Shift + K
Combines selected objects
Control + Alt + Shift + K
Uncombines selected object
Control + Shift + +
Bring to front
Control + +
Bring forward
Control + -
Send backward
Control + Shift + -
Send to back
Arrow Key
Moves the selected object in the direction of the arrow key.
Control + Arrow Key
Moves the page view in the direction of the arrow key.
Shift + drag with mouse
The movement of the selected object is constrained by multiples of 45
degrees.
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Draw Shortcut keys
Shortcut Keys
Effect
Control + Click while
dragging an object.
Note: you must first enable the Copy when moving option in Tools Options - Drawing - General to use this shortcut key.
Creates a copy of the dragged object when mouse button is released.
Control + Enter with
keyboard focus (F6) on
an object in Main
Toolbar
Inserts a drawing object of default size into the center of the current
view.
Shift + F10
Opens the context menu for the selected object.
F2
Enters text mode.
Enter
Enters text mode if a text object is selected.
Control + Enter
Enters text mode if a text object is selected. If there are no text objects
or if you have cycled through all of the text objects on the page, a new
page is inserted.
Alt
Press the Alt key and drag with the mouse to draw or resize an object
from the center of the object outward.
Alt + click on an object
Selects the object behind the currently selected object.
Alt + Shift + click an
object
Selects the object in front of the currently selected object.
Shift key while selecting
an object
Adds or removes object to or from the selection.
Shift + drag while
creating or resizing an
object
Constrains the dimensions of the object to multiples of 45 degrees.
Tab
Cycles through the objects on the page in the order in which they were
created.
Shift + Tab
Cycles through the objects on the page in the reverse-order in which
they were created.
Esc
Exits current mode.
Shortcut Keys for 3D Effects (Illumination tab)
Shortcut Keys
Effect
Page Up
Changes the light source in the preview window.
Page Down
Changes the light source in the preview window.
Arrow keys
Moves the current light source in the direction of the arrow.
Spacebar
Enables the current light source and turns it on or off.
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Draw Shortcut keys
Shortcut Keys
Control + Enter
Effect
Moves to the next text object on the slide.
If there are no text objects on the slide, or if you reached the last text
object, a new slide is inserted after the current slide. The new slide
uses the same layout as the current slide.
Navigating with the Keyboard in Slide View
Shortcut Keys
Effect
Escape
Moves the focus to the first slide.
Arrow key
Moves the focus to the next slide.
Spacebar
Makes the slide with the focus the current slide.
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Chart Shortcut keys
Appendix F Chart Shortcut keys
Shortcut Keys
Results
Tab
Select next object.
Shift + Tab
Select previous object.
Home
Select first object.
End
Select last object.
Esc
Cancel selection
up/down/left/right arrow
Move the object in the direction of the arrow.
up/down/left/right arrow
in pie charts
Moves the selected pie segment in the direction of the arrow.
F2 in titles
Enter text input mode.
F3
Open group so that you can edit the individual components (in legend
and data series).
Control + F3
Exit group (in legend and data series).
+ /-
Reduce or enlarge the chart
+ /- in pie charts
Moves the selected pie segment off or into the pie chart.
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PowerPoint custom animations – Impress object effects
Appendix G PowerPoint custom animations –
Impress object effects
These are how the custom animations / object effects are imported into Impress and
exported to PowerPoint.
PowerPoint
Impress
Appear
Appear
Blinds
Fade Horizontally
Box
Fade To Center
Checkerboard
Checkerboard
Diamond
Appear
Crawl
Fly In From bottom
Dissolve
Dissolve
Flash once
Appear
Peek
Short Fly In from
Bottom
Random Bars
Horizontal lines
Spiral
Spiral Outward
Clockwise
Split
Close Vertical
Stretch
Stretch Vertical
Strips
Fade From Top Right
Swivel
Rotate Horizontally
Wipe
Cross-Fade From Top
Zoom
Fade From Center
Random effects
Vertical Lines
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PowerPoint – Impress slide transitions
Appendix H PowerPoint – Impress slide
transitions
These are how the slide transitions are imported into Impress and exported to
PowerPoint.
PowerPoint
Impress
PowerPoint
Impress
Blinds Horizontal
Fade Horizontally
Horizontal Out
Open Vertically
Blind Verrtical
Fade Verticaly
Split Vertical In
Close Horizontally
Box In
Fade To Center
Split Vertical Out
Open Horizontally
Box Out
Fade From Center
Strips Left Down
Fade From Top Right
Checkerboard Across
Horizontal
Checkerboard
Strips Left Up
Fade From Bottom
Right
Checkerboard Down
Vertical Checkerboard
Strips Right Down
Fade From Top Left
Cover Down
Fly In From Top
Strips Right Up
Fade From Bottom Left
Cover Left
Fly In From Right
Uncover Down
Uncover Downwards
Cover Right
Fly In From Left
Uncover Left
Uncover To Left
Cover Up
Fly In From Bottom
Uncover Right
Uncover To Right
Cover Left Down
Fly In From Upper
Right
Uncover Up
Uncover Upwards
Uncover Left Down
Uncover To Lower Left
Cover Right Down
Fly In From Top Left
Uncover Left Up
Uncover To Upper Left
Cover Left Down
Fly In From Upper
Right
Uncover Right Down
Uncover To Lower
Right
Cover Right Up
Fly In From Lower Left
Uncover Right Up
Cut
No effect
Uncover To Upper
Right
Cut through Black
No effect
Wipe Down
Cross-Fade From Top
Dissolve
Dissolve
Wipe Left
Cross-Fade From Right
Fade Through Black
No effect
Wipe Right
Cross-Fade From Left
Random Bars
Horizontally
Horizontal Lines
Wipe Up
Cross Fade From
Bottom
Random Bars
Vertically
Vertical Lines
Random Transition
Automatic (random)
Horizontal In
Close Vertically
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Math formula – symbols and commands
Appendix I Math formula – symbols and
commands
This appendix is copied from a document by Fred Saalbach, available from:
http://qa.openoffice.org/issues/show_bug.cgi?id=15405.
Unary / Binary Operators
Operation
Command
Display
+sign
+1
1
-sign
-1
−1
+/- sign
+-1
±1
-/+ sign
neg 1
∓1
Boolean not
neg a
¬a
Addition +
a+b
ab
Multiplication dot
a cdot b
a⋅b
Multiplication (X)
a times b
a×b
Multiplication (*)
a*b
a∗b
Boolean and
a and b
a∧b
Subtraction (-)
a-b
a−b
Division (fraction)
a over b
a
b
Division (operand)
a div b
a÷b
Division (slash)
a/b
a/b
Boolean or
a or b
a∨b
Concatenate
a circ b
a°b
Table 15Commands, unary & binary.Relations
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Math formula – symbols and commands
Relational Operators
Operation
Command
Display
Is equal
a=b
a=b
Is not equal
a <> b
a≠2
Approximately
a approx 2
a≈2
Divides
a divides b
a∣b
Does not divide
a ndivides b
a∤ b
Less than
a<2
a2
Greater than
a>2
a2
Similar to or equal
a simeq b
a≃b
Parallel
a parallel b
a∥b
Orthogonal to
a ortho b
a⊥b
Less than or equal to
a leslant b
ab
Greater than or equal to
a geslant b
ab
Similar to
a sim b
a~b
Congruent
a equiv b
a≡b
Less than or equal to
a <= b
a≤b
Greater than or equal to
a >= b
a≥b
Proportional
a prop b
a∝b
Toward
a toward b
ab
Arrow left
a dlarrow b
a⇐ b
Double arrow left and
right
a dlrarrow b
a⇔b
Arrow right
a drarrow b
a⇒b
Table 16Commands, relations.
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Math formula – symbols and commands
Set Operations
Operation
Command
Display
Is in
a in b
a∈b
Is not in
a notin b
a∉b
Owens
a owns b
a∋b
Empty set
emptyset
∅
Intersection
a intersection b
a∩b
Union
a union b
a∪b
Difference
a setminus b
a∖ b
Quotient
a slash b
a/b
Aleph
aleph
ℵ
Subset
a subset b
a⊂b
Subset or equal to
a subseteq b
a⊆b
Superset
a supset b
a⊃b
Superset or equal to
a supseteq b
a⊇b
Not subset
a nsubset b
a⊄b
Not subset or equal
a nsubseteq b
a⊈b
Not superset
a nsupset b
a⊅b
Not Superset or equal
a nsupseteq b
a⊉b
Natural Numbers Set
setN
ℕ
Set of Integers
setZ
ℤ
Set of rational numbers
setQ
ℚ
Set of real numbers
setR
ℝ
Set of complex numbers
setC
ℂ
Table 17Commands, set operators.
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Math formula – symbols and commands
Functions
Operation
Command
Exponential
func e^{a}
e
Natural logarithm
ln(a)
ln  a
Exponential function
exp(a)
exp  a
Logarithm
log(a)
log  a
Power
a^{b}
a
Sine
sin(a)
sin  a
Cosine
cos(a)
cos  a
Tangent
tan(a)
tan  a
Cotangent
cot(a)
cot  a
Square root
sqrt{a}
a
Arcsine
arcsin(a)
arcsin  a
Arc cosine
arccos(a)
arccos  a
Arctangent
arctan(a)
arctan  a
Arc cotangent
arccot(a)
arccot  a
n root
nroot{a}{b}
a b
Hyperbolic sine
sinh(a)
sinh  a 
Hyperbolic cosine
cosh(a)
cosh  a
Hyperbolic tangent
tanh(a)
tanh  a 
Hyperbolic cotangent
coth(a)
coth  a
Absolute value
abs{a}
∣a∣
Arc hyperbolic sine
arsinh(a)
arsinh  a
Arc hyperbolic cosine
arccosh(a)
arcosh  a 
Arc hyperbolic tangent
arctanh(a)
artanh  a
Arc hyperbolic cotangent
arccoth(a)
arcoth  a 
factorial
fact(a)
a!
th
Display
a
b
Table 18Commands, function.
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Math formula – symbols and commands
Operators
All operators can be used with the limit functions (“from” and “to”)
Operation
Command
Limit
Lim(a)
Sum
sum(a)
Product
prod(a)
Coproduct
coprod(a)
Limits from and to
(shown with intigral)
int from {r_0} to {r_t} a
Display
lim a
∑a
∏a
∐a
rt
∫a
r0
Intigral
int{a}
Double intigral
iint{a}
Tripple Intigral
iiint{a}
Lower limit shown with
summation symbol
sum from{3}b
Curved intigeral
lint a
Double curved intigeral
llint a
Tripple curved intigeral
lllint a
Upper limit shown with
product symbol
prod to{3} r
∫a
∬a
∭a
∑b
3
∮a
∯a
∰a
3
∏r
Table 19Commands, operators.
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Math formula – symbols and commands
Attributes
Operation
Command
Display
Acute accent
acute a
a
Grave accent
grave a
a
Reverse circumflex
check a
a
Breve
breve a
a
Circle
circle a
å
Vector arrow
vec a
a
Tilde
tilde a
Circumflex
hat a
a
a
Line above
bar a
Dot
dot a
Wide vector arrow
widevec abc
Wide tilde
widetilde abc
Wide circumflex
widehat abc
a
bc

abc
Double dot
ddot
ä
Line over
overline abc
abc
Line under
Underline abc
abc
Line through
overstrike acb
acb
Ripple dot
dddot a
a
Transparent (useful to get
a placeholder of a given
size)
phantom a
Bold font
bold a
a
Italic font5
ital a
a
Resize font
size 16 qv
qv
a
ȧ

abc
Table 20Commands, attributes.
5 Unquoted text that isn't a command is considered to be a variable. Variables are, by default, italicized.
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Math formula – symbols and commands
Attributes Continued
Operation
Command
Following item in sans
serif font6
font sans qv
qv
Following item in serif
font
font serif qv
qv
Following item in fixed
font
font fixed qv
Display
qv
Make color of following
text cyan
color cyan qv
qv
Make color of following
text yellow
color yellow qv
qv
Make color of following
text green
color white qv
qv
Make color of following
text white
color green qv
qv
Make color of following
text blue
color blue qv
qv
Make color of following
text red
color red qv
qv
Make color green returns
to default color black
color green X qv
Xqv
Brace items to change
color of more than one
item
color green {X qv}
Xqv
Table 21Commands, attributes – continued.
Others
Operation
Command
Display
Infinity
infinity
∞
Partial
partial
∂
Nabla
nabla
∇
There exists
exists
∃
6 There are three custom fonts, sans serif (without kicks), serifs (with kicks), and fixed (non
proportional). To change the actual fonts used for custom fonts and the fonts used for variables
(unquoted text), numbers and functions, use: Format > Fonts.
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Math formula – symbols and commands
Operation
Command
Display
For all
forall
∀
H bar
hbar
ℏa
Lambda bar
lambdabar
ƛ
Real part
re
ℜ
Imaginary part
im
ℑ
Weierstrss p
wp
℘
Left arrow
leftarrow

Right arrow
rightarrow

Up arrow
uparrow

Down arrow
downarrow

Dots at bottom
dotslow

Dots at middle
dotsaxis
⋯
Dots vertical
dotsvert
⋮
Dots diagonal upward
dotsup
⋰
Dots diagonal downward
dotsdown
⋱
Table 22Commands, others.
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Math formula – symbols and commands
Brackets
Operation
Command
Display
Round Brackets
(a)
 a
Square Brackets
[b]
[ b]
Double Square Brackets
ldbracket c rdbracket
〚c〛
Single line
lline a rline
∣a∣
Double line
ldline a rdline
∥a∥
Braces
lbrace w rbrace
{w}
Angle Brackets
langle d rangle
〈d 〉
Operator Brackets
langle a mline b rangle
〈 a∣b〉
Group brackets (used for
program control)
{a}
a
Round brackets scalable
(To make brackets
scalable add the word
“left before a left bracket
and “right” before a right
bracket
left ( stack{a # b # z} right )
Square brackets scalable
left [ b right ]
Double square brackets
scalable
left ldbracket c right
rdbracket
Line scalable
left lline a right rline
Double line scalable
left ldline d right rdline
Brace scalable
left lbrace e right rbrace
Angle bracket scalable
left langle f right rangle
Operator brackets
scalable
left langle g mline h right
rangle
Over brace scalable
{The brace is above}
overbrace a
Under brace scaleable
{the brace is below}
underbrace {f}

a
b
z
[ b]
〚c〛
∣a∣
∥d∥
{e }
〈f 〉
〈 g∣h 〉
a
The brace is above

the brace is below

f
Table 23Commands, braces.
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Math formula – symbols and commands
Formats
Operation
Command
Left Superscript
a lsup{b}
Display
b
a
b
Center Superscript
sum(a)a csup{b}
a
Right Superscript
a^{b}
a
Left subscript
a lsub{b}
Center subscript
a csub{b}
b
b
a
a
b
Right subscript
a_{b}
ab
Align character to left
(alignl(a))
 a
Align character to center
(alignc(a))
 a
Align character to right
(alignr(a))
 a
Vertical stack of 2
binom{a}{b}
a
b
Vertical stack, more than
2
stack{a # b # z}
a
b
z
Matrix stack
matrix{a # b ## c # d}
a b
c d
Common mathematical
arrangement
matrix{a # "="b ## {} #
"="c}
a =b
=c
New Line
asldkfjo newline sadkfj
asldkfjo
sadkfj
Small gap (apostrophe)
stuff`stuff
stuff stuff
Large gap (tilde)
stuff~stuff
stuff stuff
Table 24Commands, formats.
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Math formula – symbols and commands
Characters - Greek
%ALPHA
A
B
H
%ETA
%MU
%DELTA
%BETA
M
%KAPPA
%GAMMA

%NU
%IOTA
N

K
%RHO
%UPSILON
%XI 
%ZETA
P
%EPSILON
E
%LAMBDA

%OMICRON
%PHI 
%SIGMA
%THETA
O
%PSI 


Z

%chi 
%delta 
%epsilon
%eta 
%gamma
%iota 
%kappa 
%lambda
%mu 
%nu 
%omega
%omicron
%phi 
%pi 
%rho 
%sigma 
%tau 
%theta 
%upsilon
%varepsilon
%varphi
%varpi 
%varrho
%alpha

I
%OMEGA
%PI 


X
%CHI

%varsigma

%beta





%vartheta



ϱ
∧
%xi 
%zeta 
%element
%identical
%infinite
%perthousand
%
strictlygreatert
han ≫
Table 25Characters, Greek.
Characters - Special
%and
%angle
∢
∈
%noelement
∉
%
strictlylessthan
≪
%notequal
≠
%or
∨
≡

∞
%tendto

Table 26Characters, special.
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