digital literacy
movement
e - learning
building
modern
society
ITdesk.info –
project of computer e-education
with open access -
human handbook for digital literacy e - inclusion rights to education and
information ˝˝ open access
Word Processing -
LibreOffice 3.6 Writer
Handbook
Author: Melani Max
ITdesk.info – project of computer e-education with open access
Original:
Author: Gorana Celebic Proofreading: Ana Kedves Main title: ITdesk.info – project of computer e-education with open access - handbook for digital literacy Subtitle: Word Processing - Microsoft Word 2010, handbook (ISBN: 978-953-56758-9-1) Publisher: Open Society for Idea Exchange (ODRAZI), Zagreb Expert review of Croatian version: EdukaCentar, ustanova za obrazovanje, Zagreb Cover: Silvija Bunic Place and year of publishing: Zagreb, 2011
Adapted for LibreOffice: Author: Melani Max
Expert review: Surojit Chakraborty
Subtitle: Word Processing - LibreOffice 3.6 Writer, handbook
Translation: Tanja Karas
Publisher: Open Society for Idea Exchange (ODRAZI), Zagreb
ISBN: 978-953-56758-9-1
Place and year of publishing: Zagreb, 2013
Copyright: Feel free to copy, print, and further distribute the whole or a part of this publication, including for the pur- pose of organized education, whether in public or private educational organizations, but strictly for non- commercial purposes (that is, free of charge to end users for the use of the publication) and with reference to the source (source: www.ITdesk.info – project for computer e-education with open access). Derivative works without prior approval of the copyright holder (NGO Open Society for the exchange of ideas) are not permitted. For permission to use derivative works please contact: [email protected].
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PREFACE
Today’s society is shaped by sudden growth and development of the information technology (IT) resulting with its great dependency on the knowledge and com- petence of individuals from the IT area. Although this dependency is growing day by day, the human right to education and information is not extended to the IT area. Problems that are affecting society as a whole are emerging, creating gaps and distancing people from the main reason and motivation for advancement- opportunity. Being a computer illiterate person today means being a person who is unable to participate in modern society, and a person without opportunity; and despite the acknowledged necessity and benefits of inclusive computer liter- acy from institutions like the European Commission, UNESCO, OECD, there are still groups of people having difficulties accessing basic computer education viz. persons with disabilities, persons with learning difficulties, migrant workers, un- employed persons, persons that live in remote (rural) areas where IT education is not accessible.
This handbook, combined with other materials published on ITdesk.info, repre- sent our effort and contribution to the realization and promotion of human rights to education and information considering the IT area. We hope that this education will help you in mastering basic computer skills and with that hope we wish you to learn as much as you can, and therefore become an active member of modern ICT society.
Sincerely yours,
ITdesk.info team Expert review of Croatian version:
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CONTENTS:
BASIC OPERATIONS WITH WORD PROCESSING SOFTWARE ...... 6 Starting and closing the application...... 6 Opening and closing a document ...... 7 Saving a document ...... 7 Saving a document under a different extension (file format) ...... 8 Using the Help command ...... 9 Adjusting the display size ...... 10 Changing the view format ...... 10 Entering text into the document ...... 11 Inserting special characters ...... 12 Text editing ...... 12 Selecting character(s) ...... 13 Selecting arbitrary text ...... 13 Mode – text input method ...... 14 Find ...... 15 Using Copy, Cut and Paste functions ...... 17 Drag and drop method ...... 17 Deleting text ...... 18 Undo and Redo commands ...... 18 FORMATTING OF THE TEXT DOCUMENT ...... 19 Subscripts and Superscripts...... 19 Switching from Uppercase to Lowercase and vice versa ...... 21 Editing paragraphs ...... 21 Automatic Hyphenation of words...... 23 Spacing between the paragraphs ...... 25 Numerated lists/ lists with graphic marks ...... 26 Border and paragraph shading ...... 27 Working with Styles ...... 28 Format Paintbrush ...... 30 Inserting contents ...... 30 WORKING WITH TABLES ...... 32 Adjusting the Row height and Column Width ...... 35 Table borders and shading ...... 36
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WORKING WITH OBJECTS ...... 37 Changing the image size ...... 37 Position of the picture on the page ...... 38 Picture border ...... 38 Inserting charts ...... 39 Chart formatting ...... 40 Inserting clip art ...... 41 Adding text to the shapes ...... 42 Selecting objects ...... 42 Working with objects within a document and between open documents ...... 42 Resizing the object ...... 43 FORM LETTERS...... 44 SETTINGS ...... 48 Working with margins ...... 48 Working with Headers and Footers ...... 49 Inserting fields: date, page number information, file name ...... 50 Automatic page numbering ...... 51 DOCUMENT PRINTING ...... 55 Page preview ...... 55 Print settings and printing ...... 55 Number of copies ...... 56 Print range ...... 56 Print...... 56 TERMS AND CONDITIONS ...... 58
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BASIC OPERATIONS WITH WORD PROCESSING SOFTWARE
Starting and closing the application
Starting the application
Go to the Start menu click on All Programs, and from Libre Office 3.6 folder, choose LibreOffice Writer.
Using the Search command, type the word “writer” in the search field, and select LibreOffice Writer from the offered results.
Double-click the LibreOffice Writer shortcut which is usually found on the computer desktop. Choose Text Document from the offered applications.
Title bar Menu bar
Standard toolbar Formatting toolbar
Status bar
Fig. 1 Basic window of the LibreOffice Writer application
Closing the application
Click on the Close button. Go to the File menu and choose the Exit command. Use the keyboard shortcut Alt + F4 or Ctrl + Q.
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Opening and closing a document
Opening an existing document
Go to the File menu and choose the Open command. Use the keyboard shortcut Ctrl + O.
Closing a document
Go to the File menu and choose the Close command.
The keyboard combination Ctrl + W will bring you back to the LibreOffice 3.6 basic window.
Opening a new document
From the File menu, choose New command. To create a new text document, choose the Text Document template. To create a new text document, you can use a keyboard shortcut Ctrl + N.
Opening a new document based on a template
If you want to write a fax, go to the File menu, and choose the New command and any of the several templates offered from the Templates and documents folder. If the template you need is not listed among the offered templates, you can download additional templates using Get more templates online command which will instantly go to http://templates.libreoffice.org/ web page from which you can choose the desired template.
Saving a document
If you are saving the document for the first time, use the Save As command from the File menu; or use the keyboard combination Ctrl + Shift + S. A dialog window will open requesting you to specify the location where the file will be saved by using the Save in field and the name of the file by entering it in the File name field. Finish the saving by using the Save button.
Saving a previously saved file
If the file had already been saved, choose the Save command from the File menu. Saving can also be performed by using the keyboard combination Ctrl + S or by clicking the Save button which is located on the Standard Toolbar.
Saving a document under a different file name
To save a document under a different name, also use the Save as command from the File menu. After a new dialog box appears, type in the new name of the file in the File name field. After you have changed the file name in this manner, it is sufficient to use the Save button from the Standard toolbar or the keyboard combination Ctrl + S for every subsequent saving of the file.
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Saving a document under a different extension (file format)
To save a file in a different format, go to the File menu and choose the Save as command. After a Save as dialog box opens, click on the Save As Type and choose the desired file format.
To save a document in a format that is compatible with other, or older versions of text processing applications, choose the desired format. For example, Microsoft Word 97/2000/XP/2003 (*.doc), etc.
If you wish to create a Template based on an existing document, go to File menu, choose the Templates command and click Save.
Working with multiple documents simultaneously
The Window menu contains the list of all open documents. To switch from one window to another, click on it.
Fig 2 Window menu with the list of open documents
One of the ways of switching between two open windows is by using the keyboard combination Alt + Tab. After pressing the Alt key, use the Tab key to move to the desired open document.
Basic options of the application
Some of the basic options of the application are changing your user name, changing primary folders for saving/opening documents etc.
To change your user name, go to the Tools menu. Click on the Options command which will open the Options dialog box. Click on User data found in the upper-left part of the Options dialog box, and enter the requisite user data viz. Company, Street etc.
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Fig.. 3 Tools menu Fig. 4 Options dialog box
Using the Help command
Help command and the information about the current version of the application are located in the Help menu.
By clicking on the LibreOffice Help tab, a window with the list of available help topics will open. Type the term which you wish to explore into the Search item text box. Alternative way to start the Help command is to use the F1 function key.
Fig. LibreOffice Help tab
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Adjusting the display size
Zoom & View Layout dialog box opens through the View tab. It is possible to select one of the proposed magnification values, or to enter a custom value which has to be a whole number from 20 to 600.
Other ways of zooming include:
using the Zoom slider on the Status bar, or
using the Zoom button located in the right corner of the Standard Toolbar, or
by combining the Ctrl key with mouse scroll button/wheel
Fig. 6 Zoom & View Layout dialog box
Fig. 7 Zoom slider on the Status bar
Changing the view format
In the View menu, you can choose from multiple offered document view formats. These formats are: Print Layout, Web Layout and Full Screen.
Print Layout displays the document in a fashion in which the printed document will look like. Besides the text, all of the inserted objects will be displayed (e.g. pictures, tables...). Print layout is the most frequently used view format.
Web Layout displays the document in a fashion in which the document will look like on a web page.
Full Screen is used when reading large quantities of documents (or books). A single page of the text is displayed on the screen in a legible and viewable manner.
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Fig. 8 Different types of view formats
Entering text into the document
Navigating through the document:
Text insertion point – position where the cursor is flickering
Home key – sets the cursor at the beginning of the line
End key – sets the cursor at the end of the line
PageUp/PageDown keys – move the document up/down by a page
Arrow keys – move the cursor up/down by a single line or left/right by a single character
Computer mouse – positioning within the document by pressing the left mouse button
Enter key– sets the cursor at the beginning of a new line
Space bar – creates an interspace between the characters
Combining Shift key with letter keys – capital letters
In order to make your document clear, there are a few guidelines that should be followed during text input:
Create an interspace after inserting punctuation marks . , : ; ! ?
Create an interspace before and after parentheses (), quotation marks “ ” and dashes –
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Do not use several interspaces one after another
Use the Enter key to move on to the next paragraph
If a sentence begins in a new line of the same paragraph, use the keyboard shortcut Shift + Enter
To skip to the next page (if the current page is not filled out), use the keyboard combination Ctrl + Enter
Inserting special characters
Special characters are inserted into the text through the Special Character tool located on the Insert tab. A Special Character dialog box will open up from which you can select the desired character. Selection is confirmed by pressing the OK button.
Fig. 9 Special Character dialog box Fig. 10 Insert menu
Text editing
During text editing, various non-printable marks which enable control over editing the written text, are displayed on the screen. They are displayed by choosing the Nonprinting Characters tool on the Standard Toolbar, or by the keyboard combination Ctrl + F10.
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Some of the marks which are not shown are:
Space
Paragraph Tabulator
Page break
Selecting character(s)
Press and hold down the left mouse button in front of the character you want to select. Drag the mouse cursor until the desired character is highlighted and release the mouse button, or
Position the mouse cursor in front of (or after) the character you want to select. Press and hold down the Shift key, and use the left or right arrow key to highlight the desired character. Release the Shift button.
Selecting arbitrary text
Set the mouse cursor at the beginning of the text you want to select. Press and hold down the left mouse button. Drag the mouse cursor to the end of the text you wish to select and release the left mouse button, or
Set the mouse cursor at the beginning of the text you want to select. Press and hold down the Shift key. Click at the end of the text you want to select and release the Shift key.
In order to perform any type of text modification (cutting, copying, pasting, formatting etc.), the text needs to be selected first.
Selecting words
Double-click the left mouse button on a word, or
Use the keyboard combination Ctrl + Shift + left arrow key (if the cursor is located at the end of the word), or Ctrl + Shift + right arrow key (if the cursor is located at the beginning of a word.
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Selecting a line/row
Move the mouse cursor to the left of the text and click the left mouse button, or:
Press the Home key, and keyboard combination Shift + End after it.
Selecting a sentence
Press down the Ctrl key and click anywhere in the sentence you want to select.
Selecting a paragraph
Move the mouse cursor to the left of the text and click twice, or:
Position the mouse cursor at the beginning of a paragraph and use the keyboard combination Ctrl + Shift + down arrow key.
Selecting the entire document
Go to Edit menu and choose the Select All command.
Use the keyboard shortcut Ctrl + A.
Mode – text input method
LibreOffice 3.6 Writer is working in Insert mode by default, i.e., the text is inserted into the document as an addition to the already existing text. Another way of entering text is to Overwrite when the new text is written over the existing text. Switching from Insert mode to Overwrite mode (and vice versa) is performed by pressing the Insert key or by clicking Overwrite on the Status toolbar. If Overwrite mode is turned off, Writer will work in Insert mode.
Fig. 11 Overwrite mode on the Status toolbar
Searching the document/text content
Find and Find and Replace commands are used when small amounts of data (e.g. certain word or a phrase) need to be found and replaced. These commands are located in the Edit menu.
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Find
Find command is located in the Edit menu. By clicking on the Find command, a text box will open in the lower left corner above the Status Toolbar. Enter the word or a phrase you want to find into the text box. By clicking on the keys to the right , you will skip to the next (Find Next) or previous (Find Previous) available search result. Find command can also be launched with the keyboard combination Ctrl + F.
Find and Replace
Find & Replace dialog box can be started by:
Opening the Edit menu and choosing the Find & Replace command, or:
Pressing the keyboard combination Ctrl + H, or
Clicking on the Find & Replace icon on the Standard Toolbar.
If you want your search results to be case sensitive mark the Match case option box.
Fig. 13 Find and Replace Dialog box
By selecting the More Options button, an expanded view with more search options will be available. If, for example, you wish to find text written in Arial font, choose the Format button. A Text Format (Search) dialog box will open; go to Font tab and choose Arial font.
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Fig. 14 Find and Replace dialog box – expanded view
Use the Search for text box to enter an expression you want to find and Replace with text box to enter an expression you wish to replace it with. It is necessary to click on the Find button first and on the Replace button next if you wish to replace a single entry. If you want to replace all search results click on the Replace All button.
Fig. 15 Find & Replace dialog box – Replace with command
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Using Copy, Cut and Paste functions
To move or copy an object or text in a document (within the same document or to a different document), you need to select it first. After the desired content has been selected, press the right mouse button and choose one of the following commands from the pop-up menu:
Cut (if you wish to cut the content), or
Copy (if you wish to copy the content)
Then place the cursor at the position in the document to which you want to move/copy the content, and
Press the right mouse button by which you will open the pop-up menu again; choose the Paste command (if you want to paste the content).
Cut, Copy and Paste commands are located on the Standard Toolbar as well, and they can also be launched by the keyboard shortcuts:
Ctrl + X - Cut Ctrl + C - Copy Ctrl + V - Paste
Drag and drop method
Copying by drag and drop method
Drag and drop copying is performed by:
Select the text/object you want to copy; Press and hold the left mouse button on the selected content and press the Ctrl key; Drag the mouse cursor; Release the mouse button and then the Ctrl key. This way, the copied text/object is pasted in the new position.
Moving by drag and drop method
Moving by drag and drop method is performed the same way as the copying, but without using the Ctrl key.
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Deleting text
Use the Delete key to delete characters to the right of the cursor, and Backspace key to delete characters to the left of the cursor. Text can also be deleted by selecting the desired content and by pressing the Delete button or by using the Cut command.
Undo and Redo commands
Undo command is used when you want to go one “step” back, i.e. cancel your last action. For example, Undo command is used when you have accidentally deleted a part of the text or if you have done some undesirable alterations to the document. This is a practical and frequently used command which is located on the Standard Toolbar, and it can also be launched by the keyboard shortcut Ctrl + Z.
Redo command discards the result of the Undo command. It can be used as many times as the Undo command had been used. It's launched from the Standard Toolbar, or through the keyboard combination Ctrl + Y.
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FORMATTING OF THE TEXT DOCUMENT
When formatting text or a paragraph, the part of the text you want to format always needs to be selected first, after which the desired formatting tool may be selected.
Type and size of the font are changed through the Formatting Toolbar. By pressing the arrow within the Font name box , a drop down menu from which you can choose font type will open; in the Font Size box , you can change the size of the font.
Text can be displayed in Bold, Italics or Underlined. Formatting types in questions are performed through the Formatting Toolbar by selecting one of the following icons:
- selected text will appear in Bold (keyboard shortcut: Ctrl + B)
- selected text will be displayed in Italic (keyboard shortcut: Ctrl + I)
- selected text will be displayed Underlined (keyboard shortcut: Ctrl + U)
Subscripts and Superscripts
Subscripts are mostly used when writing formulas (e.g. H2O). You need to:
choose the Subscript icon on the Formatting Toolbar, or
select a character, press the left mouse button, choose Style and mark the Subscript effect, or
right-click and choose the Character command from the pop-up menu. A Character dialog box will open from which you need to go to Position tab where the Subscript effect is located. You need to check the Subscript effect and confirm your selection by pressing the OK button.
Superscripts are using when entering footnotes or measurement units (e.g. 5m2). You need to:
Choose the Superscript icon from the Formatting Toolbar, or
select a character, press the right mouse button, choose Style and mark the Superscript effect, or
choose the Character command from the pop-up menu. A Character dialog box will open from which you need to go to Position tab where the Subscript effect is located. You need to check the Subscript effect and confirm your selection by pressing the OK button.
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Fig. 16 Character dialog box – Subscript effect
If the Formatting Toolbar doesn't include the Subscript or Superscript icon, you need to click the right mouse button on the Formatting Toolbar; choose Visible buttons from the pop-up menu and find the missing icons. Confirm your selection by clicking the left mouse button on the desired icons.
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Change the font color by:
choosing Font Color icon on the Formatting Toolbar, or
clicking the right mouse button and choosing the Character command from the pop-up menu. When the Character dialog box opens, click on the Font Effects tab and choose the desired color. Confirm your selection by pressing the OK button.
Fig. 18 Character dialog box - change Font Color
Switching from Uppercase to Lowercase and vice versa
You can change case by right clicking on the selected character, word or text and by choosing Change Case from the pop-up menu. If you want your text to be displayed in uppercase, choose the UPPERCASE command, and if you want the text to be displayed in lowercase, use the lowercase command.
Editing paragraphs
Create a paragraph by choosing the desired entry point, and by pressing the Enter key.
If Nonprinting Characters are displayed, the following mark that symbolizes the beginning of the paragraph will appear . Paragraphs are merged by deleting the paragraph mark . When doing this, Nonprinting Characters need to be displayed, insertion point needs to be placed after the paragraph mark, after which you press the Backspace key (or Delete key if the insertion point is set before the paragraph mark).
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End of the line tag is inserted by keyboard combination Shift + Enter.
End of the line tag is deleted by turning on the Nonprinting Characters display, placing the insertion point after the end of the line tag and by pressing the Backspace key (or Delete key if the insertion point is set before the end of the line tag).
For text alignment use the tools from the Formatting Toolbar or click the right mouse button, choose the Alignment command from the pop-up menu and pick the type of alignment.
Align Left – aligns text to the left (keyboard shortcut: Ctrl + L)
Center – aligns text centrally (keyboard shortcut: Ctrl + E)
Align Right – aligns text to the right (keyboard shortcut: Ctrl + R)
Justify – aligns text on both sides (keyboard shortcut: Ctrl + J)
By clicking on the Decrease Indent icon , the indent of the paragraph will decrease, and by clicking the Increase Indent icon , the indent will increase.
By going to the Format menu, or by right clicking within the text in the document and by choosing Paragraph from the pop-up menu, a Paragraph dialog box will be launched. All types of formatting can be performed through the Paragraph dialog box.
From Indents & Spacing tab, you can choose the desired indent of the paragraph or the indent of the first line (Indents First line), spacing between the paragraphs (Spacing), or the spacing between the lines (Line spacing).
From the Alignment tab you can choose the type of alignment.
Your selection is confirmed by clicking the OK button.
Paragraph dialog box can be opened by clicking the Paragraph icon on the Formatting Toolbar.
If there is no Paragraph icon on the Formatting Toolbar, you have to click the right mouse button on the Formatting Toolbar, choose Visible buttons from the pop-up menu, and find the missing icon. Confirm your selection by clicking the left mouse button over it.
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Fig. 19 Paragraph dialog box – Indents & Spacing tab
Fig. 20 Paragraph dialog box – Alignment tab
Automatic Hyphenation of words For automatic hyphenation of words, Hyphenation function is used. In order for the writer to automatically insert hyphens where they are required, you need to select the text in the document (Ctrl + A) and choose the Paragraph command from the Format menu. A Paragraph dialog box will open and you will need to go to the Text flow tab and in the Hyphenation area, select the Automatically check box.
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Setting, deleting and using tabulator keys: left, central, right and decimal
Tabulator defines the insertion point and it is used to create simple table displays such as price lists, inventories etc.
Left tab – defines the start position from which the text will go to the right Center tab - defines the position on which the text will be centered Right tab - defines the final position from which the text will move to the left Decimal tab - defines the position at which the numbers will align around the decimal point
Fig. 21 Tab key
Default value of the boundary is 1.25 cm. Tabulators are set with the horizontal ruler by clicking on the tabulator button in the left corner and setting its position. They are removed by positioning on the tabulator, pressing and holding down the left mouse button, and by dragging the cursor down.
Fig. 22 Horizontal ruler
By right clicking on the ruler, a pop-up menu opens from which you can choose the measurement units to be displayed on the ruler.
Fig. 23- Ruler quick menu
Tabs can also be set by clicking within the text, and choosing Edit Paragraph Style from the pop-up menu. A Paragraph Style dialog box will open up and tabulators can be edited through the Tabs tab.
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Fig. 24 Paragraph Style dialog box – Tabs tab
For example: if you wish to set the left tab on the position of 6 cm:
Enter 6 cm in Position
Choose left alignment ,
Click on New and confirm your selection with OK
If you wish to remove a specific tab, you need to select it and press Delete; if you wish to delete all the tabs use the Delete All command.
Spacing between the paragraphs
To create spacing between paragraphs, use the Enter key. In the Paragraph dialog box, Indents & Spacing tab, spacing Before text and After text can be defined.
Line spacing
By choosing the Paragraph command from the Format menu, a Paragraph dialog box will open. From it, all types of paragraph editing are performed, including the Line Spacing located in the Indents & Spacing tab.
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Spacing can also be created by clicking the right mouse button, and by choosing Line Spacing from the pop-up menu, and by further selecting the desired spacing.
Numbered lists/ lists with graphic marks
Lists are used when creating various inventories or lists in the document. Bullets and Numberings used are: letters, numbers, various graphic marks or pictures.
To create a list with graphic marks, use the Bullets On/Off icon located on the Formatting Toolbar, or by using the keyboard combination Shift + F12.
To select a different graphic mark, go to Format menu and choose the Bullets and Numbering command. From Bullets and Numbering dialog box, choose the Bullets tab from which you can choose the desired graphic mark.
Fig. 25 Menu with offered graphic marks
If you are creating a list with numerical marks, use the Numbering On/Off icon or the keyboard shortcut: F12.
Fig. 26 Menu with offered numerical marks
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With the addition or deletion of an item within the numbered list, all of the items will automatically adjust to the alteration after the alteration has been performed.
To choose a different type of display, go to the Format menu and select the Bullets and Numbering command. In the Bullets and Numberings dialog box, Numbering tab is located through which you can select the required display.
By moving to the next line (by pressing the Enter key), LibreOffice Writer application will automatically continue with the creation of the list, whether the list is numbered or graphic. The list is closed by pressing the Enter key twice.
It is possible to convert the text into a list after the text has been entered, as well as to switch from a numbered list to a graphic list, and vice versa. The text just needs to be selected and proper tool applied.
A list can be created by clicking the right mouse button within the text entry area. A pop-up menu will open from which you need to select Bullets and Numberings command and the desired type of mark.
Border and paragraph shading
Changing the background of the text lines is done by clicking on the Highlighting icon on the Formatting Toolbar. By clicking the arrow next to the icon, a color palette will become available.
Changing the background of the paragraph is done by:
clicking on the Background icon on the Formatting Toolbar, or by:
choosing the Paragraph command from the Format menu, or by:
right clicking within the document and choosing the Paragraph command.
A Paragraph dialog box will launch with the tabs:
Background, through which you can choose the desired color.
Borders, where you need to double-click to choose the desired borders around the gray frame in the User-defined area. Change the type and style of the line of the border, thickness of the line and various other effects in the Line area (Shadow style, Line Style, Line Color). In such a way, paragraphs or parts of the text are distinguished from the rest of the document.
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Fig. 27 Paragraph dialog box- borders tab – Adjust borders
Working with Styles
Applying an existing Style on the selected text
Styles are packages of custom designs by which multiple text characteristics can be changed at once. Instead of formatting a single item at a time, changing type, size, or text color, adding effects or applying alignment separately – styles are used. All of the formatting types can be added to a style altogether which saves time and makes the work easier.
Applying an existing Style to a single or multiple paragraphs
On the Formatting Toolbar, by clicking the Styles and Formatting icon you can choose any of the styles. After selecting the desired style, simply click on it and it will be applied on the selected text. Next to the Styles and Formatting icon , a short list of styles is located. By choosing More, a Styles and Formatting dialog box will open.
Styles and Formatting dialog box can also be opened through the keyboard shortcut F11.
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Fig. 28 Styles dialog box Fig. 29 Review of the quick styles (Apply Style)
Creating a new Style
A new style is created by clicking on the Styles and Formatting icon . Styles and Formatting dialog box will open in which you need to click the New Style from Selection icon and New Style from Selection from the drop down menu. Create Style dialog box will open through which you need to determine the name of the style and confirm with OK.
Editing Styles
In order to edit an existing style, you need to position the cursor on the style, press the right mouse button and choose the Modify command from the pop-up menu. Paragraph Style dialog box will open through which you can make the desired changes to the style characteristics:
type of style (character style, paragraph style ...),
style on which the existing style will be based on,
formatting (type, size or text color, effects, indents, etc. )
Confirm your selection with OK button.
Existing paragraph style can be edited by positioning the cursor on the paragraph, clicking the right mouse button and by choosing Edit Paragraph Style from the pop-up menu. The Paragraph Style dialog box will open up through which desired alterations to the style characteristics can be performed.
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Fig. 30 Edit Paragraph Style command
Format Paintbrush
To transfer formatting of a particular text, Format Paintbrush tool is used whose icon is located on the Standard Toolbar. It is necessary to select the text from which you wish to transfer the formatting, choose the Format Paintbrush tool and select the text on which you want to apply the formatting.
Inserting contents
If you wish to insert content at the beginning of the document, all of the titles need to be assigned with the same style – most commonly Heading 1, all subtitles need to be assigned a different style – most commonly Heading 2, etc.
After editing the title styles, go to Insert menu, choose Indexes and Tables command and click on Indexes and Tables from the drop down menu. Insert Index/Table dialog box will open on whose Index/Table tab you need to enter:
Title, and
Type of the index or table.
To create contents, under Type select Table of Contents. Additional settings are changed through other tabs.
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Fig. 31 insert Index/Table dialog box
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WORKING WITH TABLES
Inserting Tables
A table is inserted by selecting the arrow next to the Table icon on the Standard Toolbar.
Choose the desired number of columns and rows by dragging the cursor in the Table drop down menu.
Fig. 32 Table drop down menu
To define dimension prior to insertion, click on the Table icon . Number of columns and rows is entered in the Insert Table dialog box. Selection is confirmed with OK. Insert Table dialog box can also be launched by the keyboard shortcut Ctrl + F12.
Fig. 33 Insert Table dialog box
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Entering and editing data in the table
Content can be entered in the table by positioning the insertion point inside the table cell and entering the text. Shifting of the insertion point can be performed in three ways:
by pressing the left mouse button, by pressing the TAB key on the keyboard, by using the arrow keys.
Selecting table elements
Selecting table rows is performed by positioning the cursor to the left of the row you wish to select. When the pointer changes to a black arrow pointing to the right, click the left mouse button.
Fig. 34 Selecting a row
Selecting multiple adjacent rows is performed with Shift key (you need to select a row first, press and hold the Shift key, click within the last row you wish to select and let go of the Shift key).
You can Select table column by positioning the cursor above the column you wish to select. When the cursor changes to a black arrow pointing down, click the left mouse button.
Fig. 35 Selecting columns
Selecting multiple columns is also performed with the Shift key just as selecting multiple rows.
Select whole table by positioning the cursor to the upper left corner of the table. When the cursor changes to a black arrow pointing to the center of the table, click the left mouse button.
Fig. 36 Selecting the whole table
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Working with rows and columns
When the cursor is positioned within the table, an extra Table bar will appear. This bar contains tools for deletion/insertion / and columns / .
Fig. 37 Table bar on the Status bar
Rows and columns can also be inserted through the pop-up menu. Click the right mouse button on the row or column insertion point and choose Row or Column from the pop-up menu, followed by Insert command.
Fig. 38 Quick menu – Insert command
Deleting the table
The entire table can be deleted with Delete Table command found on the Table menu located on the Menu bar.
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Fig. 39 Table menu
Adjusting the Row height and Column width
Using the mouse
You need to position the cursor on the border line between the two columns and when the cursor switches to the sign , click the left mouse button, hold and drag until the column reaches the desired size. If you want to change the size of a row, you need to position the mouse cursor on the border line between two rows and when the pointer switches to the sign repeat the previously described procedure.
Using set values
Another way of selecting a row or a column whose dimensions need to be changed is by right clicking on the selected part of the table. Pop-up menu opens from which you can choose Row (or Column) and Height (or Width) command. Enter the desired values in the Row Height (or Column Width) frame. Confirm your selection by clicking OK.
Fig. 40 Column Width and Row Height
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Table borders and shading
By right clicking on the table and choosing the Table command, or by clicking the Table Properties icon on the Status Bar, Table Format dialog box opens. Through the tab:
Borders, borders can be inserted or removed, and the border line can be modified as well in terms of style, width and color. Selection is confirmed with OK button.
Fig. 41 Table Format dialog box – Borders tab
Background, the cell background color can be changed by choosing the appropriate color from the color palette.
Fig. 42 Table Format dialog box - Background tab
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WORKING WITH OBJECTS
Inserting picture into the file
In the Insert menu, choose the Picture command and select From File. Insert picture dialog box opens from which you can choose the picture you wish to insert. Selection is confirmed with Open button.
Inserting a picture from a web page
If you wish to insert a picture from a web page, you can simply copy it and paste it to the document:
click the right mouse button on the picture you want to copy from the web page a pop-up menu will open from which you need to choose the Copy Image command, position the cursor inside the document and click the right mouse button a pop-up menu will open from which you need to choose the Paste command.
Changing the image size
To change the size of the image, click the right mouse button and choose Picture from the pop-up menu. Picture dialog box will open. Go to the Type tab; under Size you can change Width and Height of the picture, and under Crop tab you can remove (cut) unnecessary parts of the picture. .
Fig. 43 Picture dialog box – Type tab– Size
If the Keep ratio option is turned on (i.e. if the box is checked), by changing the value of one
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Position of the picture on the page
To change the position of the picture, click the right mouse button on the picture, select Wrap from the pop-up menu, where all the picture positions are listed. Initial position of the inserted picture is Optimal, and it can be changed to any of the offered positions by which the text will automatically be wrapped around the picture.
Fig. 44 Wrap pop-up menu
Picture border
Under the Borders tab of the Picture dialog box, you can choose Style, Width and Color of the border.
Fig. 45 Picture dialog box - Borders tab
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Shading positions
To apply an effect to the picture, click the right mouse button and choose Picture from the pop-up menu. Picture dialog box will open under whose Borders tab, shading positions are offered.
Inserting charts
Prior to chart insertion, a table containing all the data needs to be created with Writer. Under the Insert tab, select the Object command and choose Chart. Chart Wizard dialog box will open from which you need to choose the type and appearance of the chart you wish to insert. Data entered to the table will be automatically displayed in the chart of the LibreOffice Writer document.
Fig. 46 Chart Wizard dialog box
Changing the chart type
Default appearance can be applied to the chart. Select the chart by clicking on it. Right click on the chart and choose the Chart Type command from the pop-up menu, or simply click on the Chart Type icon on the Standard Toolbar. To change chart type, choose one of the options offered by the Chart Type dialog box.
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Fig. 47 Chart Type dialog box
Chart formatting
Every part of the chart can be formatted separately ( chart area, plot area, axis, legend, data sets, etc.) In order to format a particular part, it needs to be selected first by double-clicking on it. If you wish to, for example, format the Chart Area:
click the right mouse button to open the pop-up menu, choose the Format Chart Area command, and in the Chart Area dialog box that opens up, choose the edge style, background color and background transparency.
Fig. 48 Chart Area dialog box
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Deleting charts
A chart is deleted by selecting the chart and pressing the Delete key.
Inserting clip art
Insert ClipArt tool is found under the Gallery command located on the Standard Toolbar.
By choosing the Gallery icon , a menu will open under the Formatting Toolbar. To the left of the menu, type of the desired file can be defined (backgrounds, sounds etc.).
If the desired ClipArt is not found on the left side, it can be downloaded from the internet free of charge (e.g. from the internet page http://extensions.libreoffice.org or http://extensions.services.openoffice.org).
After the installation of desired ClipArt, when starting LibreOffice Writer the next time, installed ClipArt will be added to the Gallery.
Fig. 49 Gallery command menus
Deleting clip art
Clip art is deleted by selecting the clip art and pressing the Delete key.
Drawing tool
In the View menu, click on Toolbar and choose Drawing. Above the Status bar, the Drawing toolbar will appear. Choose the desired shape. If you click on the arrow next to the shape icon, a quick menu will open containing shapes belonging to that particular group.
Fig. 50 Drawing tool bar
Drawing toolbar can also be opened by clicking the Show Drawing Functions icon on the Standard Toolbar.
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Fig. 51 Basic Shapes menu
Adding text to the shapes
Double- click quickly on the shape to which you wish to add text. Enter text option will open. Another way is to choose the Text icon from the Drawing toolbar and create a text input box with your mouse cursor.
Fig. 52 Text input box
Deleting shapes from the document
A shape is deleted by selecting the shape and pressing the Delete key.
Selecting objects
All objects (pictures, charts, clip art, shapes, etc.) are selected by clicking the left mouse button on them. By doing so, control points of the object become visible.
Working with objects within a document and between open documents
All objects (pictures, charts, clip art, shapes, etc.) are copied or moved in the same way as text:
Select the object (i.e. click the left mouse button on the object).
Choose the Copy command (keyboard shortcut Ctrl + C) if you want to copy an object, or Cut command (keyboard shortcut Ctrl + X) if you wish to transfer the object.
Set the cursor to the position at which you want to paste an object, whether to the same or a different document.
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Choose the Paste command (keyboard shortcut Ctrl + V) through the pop-up menu (it is launched by clicking the right mouse button), or the standard toolbar.
Resizing the object
After selecting an object, position the cursor on the edge of the object, press down the left mouse button and drag the cursor until the desired size is reached (drag-and-drop method).
Object is deleted by selecting the object and pressing the Delete key.
Fig. 53- Enlargement of an object
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FORM LETTERS
A mail merge is used to create a series of documents which are basically the same, but each document contains specific elements. For example, if you wish to inform your customers of a new product, then the company information and information about the new product are the same in all the documents, but the recipient information changes (first name, last name, address, greeting....). Form letter consists of the main document and the data source.
Preparation for the use of form letters
The main document contains the text that is identical in all the letters and corresponding fields that contain variable information. After the main document is created (standard document of the LibreOffice Writer) containing information that remains unchanged (sender information, body of the message, signature, etc.), go to the Tools menu. Choose the Mail Merge Wizard command from the drop down menu; this command will enable you to adjust all the settings concerned with the form letter or circular.
Company Variable data Address City Tel. - Fax. – ID number „first name_last name“ „address“ Company data „city“ „e–mail“
Dear „first name_last name“,
we would like to inform You that ...... Kind regards, ...
Fig. 54 Example of a form letter
Choosing specific information
Adjustment of form letters through the Mail Merge Wizard is performed through several steps.
You need to create or Select starting document which we wish to send to multiple recipients. Select the Next button to move to the next step.
Choose the document type to be sent (Select document type) - Letter or -mail message.
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Confirm your selection with Next.
Fig. 55 Mail Merge Wizard dialog box
Select Insert address block to enter recipient information. By clicking on the Select Address List button, you can: :
o Create recipient o Add, or o Edit an existing list
Fig. 56 New Address List dialog box
By clicking the Create button, New Address List dialog box opens in which recipient
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information is to be entered. By clicking the New button, information about the next recipient is entered, and the list is closed with OK button. Selection is confirmed with Next button.
Salutations for the male and female recipients are created through Create salutation. First, a way of distinguishing one group from another is defined by choosing from the offered Field names, e.g., Gender and by entering the Field value e.g., Female.
By clicking on New, a dialog box will open in which Custom Salutations are to be entered. To the left, salutation elements are chosen. By clicking on the
Fig. 57 Custom Salutation dialog box
Adjust layout – enables the movement of the salutation through Up and Down buttons as well as the recipient address.
Any of the recipients can be removed and the document can be edited (Edit document).
Documents can be edited for individual recipients as well (Personalize document).
You can Save, Print or Send a document for each recipient.
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Fig. 58 Example of a finalized form letter in LibreOffice Writer
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SETTINGS
Changing the document orientation: portrait/landscape
In the Format menu, choose the Page command. Page style: Default dialog box will open. Choose the Page tab to change the Page Format (page size) and Orientation of the document – Vertical (Portrait) or Horizontal (Landscape).
Fig. 59 Page Style: Default dialog box - Page tab
Working with margins
Go to Format menu and choose the Page command. Page Style: Default dialog box will open; choose the Page tab where Margins can be changed by entering the desired values for the Left, Right, Top or Bottom margin.
How and when to use a page break
After the page is filled with text, LibreOffice Writer application automatically moves to the next page. If the page is not completely filled, instead of consecutive use of the Enter key, page break needs to be used.
Go to Insert menu, choose the Manual Break command; Insert Break dialog box will appear. When choosing a break type, Header and Footer needs to be kept in mind. Page break can be executed automatically with keyboard combination Ctrl + Enter. To remove a page break, the tool for displaying hidden marks needs to be selected first from the Standard Toolbar. Position the cursor on the last hidden mark and press the Delete button.
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Working with Headers and Footers
Header is located in the area of the upper page margin, and Footer in the area of the lower page margin of the document. They contain information concerning the entire document and they appear on every page (unless it is assigned otherwise). It is possible to add text to them (e.g., name of the document, name of the author, etc.), page numbers or images (e.g. company logo). They are added to the document through the Insert tab by choosing Header or Footer.
Header and Footer editing
Header (or a footer) is edited by double-clicking within the desired field.
Removing Header and Footer from the first page
To remove header or footer from the first page, it is necessary to single out the first page from the rest of the text with a page break. When inserting the break , different types of page break can be chosen, e.g. First Page or Default because the same break types contain the same headers and footers. By left clicking on the header (or footer) or on the Status bar, you can see the type of header.
Type of Header or Footer can be changed by right clicking on the name of the header or footer on the Status bar and by choosing the desired header or footer from the pop-up menu.
Fig. 60 Insert Break dialog box – types of page break
Fig. 61 – Header and Footer pop-up menu on the Status bar
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Fig. 62 Header appearance
Removing Headers and Footers
Removing a group of headers (or footers) is performed by positioning the cursor to the right corner of the header or footer, clicking on the header (or footer), and by choosing the Delete Header (Delete Footer) command from the pop-up menu, or
Fig. 63 Header and footer quick menu go to Insert menu, choose Header (or Footer) from the drop down menu and uncheck the boxes next to the Header (and Footer) you want to remove.
Inserting fields: date, page number information, file name
Header or footer of a document is edited by double clicking on them. In the Insert menu choose the Fields command from the drop down menu, and choose the desired field. A field can be edited by double clicking on the field. Edit Field: Document dialog box will launch where you can choose the desired format.
Fig. 64 Fields command
/ Date / Time – by selecting these tools, Date/Time will be inserted into the header or footer
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Page Number – by selecting this tool, page number is inserted into the header or footer. You can choose the position and shape in which you wish to display it. If you enter -1 to the Offset field of the Edit Field: Document dialog box, page numbering will not start right away but from the next page. This option can be useful if, for example, you do not want the content page to be numbered.
Page Count – by choosing this tool, total number of pages is inserted to the header or footer.
/ Subject / Title – by selecting these tools, Subject/Title of the document will be inserted into header or footer. Subject/Title is changed by choosing Properties command from the File menu. Properties dialog box will open, desired information is entered in the Description tab: Title, Subject, etc...
Author – by selecting this tool, first and last name of the author is inserted to the header or footer. Information about the author can be changed in the Tools menu. By choosing the Options command, Options – LibreOffice – User data dialog box will open where the user information can be entered.
Automatic page numbering
Pages are numbered through the Insert menu. Click on the Fields command and choose Page number. By double clicking the left mouse button on the page number, Edit Fields: Document dialog box will open where you can select the form in which the page numbers will be displayed. Page numbers can be displayed on the top or the bottom of the page, on its margins, they can be aligned to the left, right or center. Formatting is performed on the Formatting Toolbar.
Fig. 65 Edit Fields: Document dialog box
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AutoCorrect function
AutoCorrect function is used to correct any accidental mistakes during text input or to automatically replace text with a different text. AutoCorrect function is located on the Format tab and it can also be launched with F7 key.
AutoCorrect settings are changed in the Format tab AutoCorrect AutoCorrect Options, or in the Tools tab AutoCorrect Options. AutoCorrect dialog box will appear through which the desired settings are altered.
Fig. 66 AutoCorrect command in the Format menu Some of the AutoCorrect options are: Correct TWo INitial CApitals – automatically corrects the first two capital letters of a word entered by mistake using Caps Lock key URL Recognition – with this option turned on, an automatic connection to the internet page is set which can be opened with the combination of the Ctrl key and Left mouse click; Correct accidental use of cAPS LOCK key – words containing errors that were caused by misuse of the Caps Lock key are automatically corrected; AutoCorrect While Typing – is used to replace text with new entry automatically e.g. it replaces (R) with the symbol ® It is possible to set exceptions for the function. If abbreviations are used within the text (and Capitalize first letter of sentence option is turned on), LibreOffice Writer will infer that there is an end of the sentence in question and it will capitalize the first letter after the period. In that case, as Exceptions, most frequently used abbreviations can be defined.
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If automatic entry of the AutoCorrect function cannot be accepted, AutoSpellcheck icon on the Standard Toolbar needs to be turned off.
Grammatical and spelling errors can be checked during the text entry, or after finalizing the document.
Checkup after the text entry is performed with Spelling and Grammar icon located on the Standard Toolbar. Spelling and Grammar dialog box will open through which all the corrections are performed.
Fig. 67 AutoCorrect dialog box
Grammar and spelling check during text entry can be performed if the AutoSpellcheck icon is selected on the Standard Toolbar.
Spelling errors are underlined with a wavy red line, and grammatical errors with a green wavy line. By right clicking the underlined word, a pop-up menu opens with a selection of proposed words, or a new word is added to the dictionary.
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Fig. 68 Grammar errors quick menu
If the spellcheck tool is not installed in the desired language, choose the Language command from the Tools menu and go to More Dictionaries Online.
Working with dictionary
By clicking on the Spelling and Grammar icon , a dialog box with following options will open: Ignore once, Ignore all, Change, Change all. If the dictionary does not contain a specific word, the word can be added to the dictionary by right clicking on it and selecting Add – entering the specific word to the LibreOffice Writer application which will no longer recognize it as an error.
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DOCUMENT PRINTING
Page preview
Go to File menu and choose the Page Preview command, or click on the Page Preview icon on the Standard Toolbar and examine the document selected for printing.
Document settings
Margin settings are changed with Page command under the Format tab. Page Style: Default dialog box will open; choose the Page tab where: you can enter the desired margin values: Left, Right, Top or Bottom you can determine the page orientation (Portrait, Landscape) you can determine the paper size (A4, A3, Letter, …)
Print settings and printing
Document is printed with the Print command:
through the File menu, by choosing the Print command; by the keyboard combination Ctrl + P;
by selecting the Print File Directly icon .
By selecting the Print File Directly icon , the document is printed via the default printer.
Fig. 69 Print settings
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Number of copies
If the document needs to be printed in several copies, define the number of copies needed in the Number of Copies field.
Print range
All Pages – this option is used to print the entire document. Pages – prints the defined page
The document (after it has been prepared and all the settings have been defined) is printed by clicking the Print button.
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This manual is intended to be used with the materials
published on the following links:
* Sample exam for module 3 is published at: www.itdesk.info/sample exam/sample exam module 3.pdf
* Solution for this sample exam is published at: www.itdesk.info/en/exam-solution-module-3
* Video presentations showing the work in Microsoft Word 2010 application are available on the following links:
www.itdesk.info/en/microsoft-word-2010-word-processing-1/ www.itdesk.info/en/microsoft-word-2010-word-processing-2/ www.itdesk.info/en/microsoft-word-2010-word-processing-3/ www.itdesk.info/en/microsoft-word-2010-word-processing-4/
*Self-evaluation quiz is published at: www.itdesk.info/en/word-processing-quiz www.itdesk.info/en/word-processing-quiz-2
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Publisher: Open Society for Idea Exchange (ODRAZI), Zagreb
ISBN: 978-953-56758-9-1
ITdesk.info is licensed under a Creative Commons Attribution- Noncommercial-No Derivative Works 3.0 Croatia License 59/58