2. Doing Office Work

Abstract

MandrivaOne can be used to perform office work with the OpenOffice.org office suite. OpenOffice.org tools are Microsoft® Office-compatible, meaning you can easily exchange documents between them. We show you how to write documents with OpenOffice.org Writer, spreadsheets with OpenOffice.org Calc and presentations with OpenOffice.org Impress.

2.1. Writing Documents

 Choose OfficeWordprocessors+OpenOffice.org Writer from the main menu to launch OpenOffice.org Writer.

2.1.1. Word Processor Interface

Figure 1.12. OpenOffice.org Writer's Main Window

OpenOffice.org Writer's Main Window

Format Bar

This is the standard format bar used for all OpenOffice.org applications and is used to change fonts, colors, alignment, etc. of the application's data.

Rulers

Rulers define the horizontal location of the text and format elements. They are extremely useful when you want to establish tabulation and paragraph indentation.

Work Area

Where you enter the content of your document: words, numbers, images, tables, hyperlinks, etc.

Insertion Point

All characters typed on your keyboard will be placed at the left of this point. Also called the cursor.

Page Style

Page size, margins, text-orientation, etc. all define the style. Page style can be changed by choosing FormatPage from the menu. You may use any one of the predefined styles or define one of your own.

2.1.2. Styles

Word processor users often waste a lot of time formatting (changing paragraph alignment, font family, weight and size, etc.) their documents instead of using that time to concentrate on document structure and document content writing.

Styles provide a structure-centric approach to writing documents with a word processor, while normalizing document formatting and layout, and easily automating the generation and maintenance of table of contents (TOC), indexes, references, etc. In OpenOffice.org Writer, styles are handled using the Stylist, click on its icon in the Format Bar to open/close it.

Table 1.4. Suggested Styles

When you have a... Then apply the ... style
Chapter Title Heading 1
Section Title Heading 2
Sub-Section Title Heading 3
Sub-Subsection Title Heading 4
Paragraph Text Body, First Line Indent
List Item List

Use the styles listed in Table 1.4, “Suggested Styles”, as a guide. Select the region of the document to apply the style to, and in the Stylist window, double-click on the style you want to apply to that region.

2.1.3. Lists

Use lists to enumerate the properties of an object (“unordered” or “bullet” list), or the steps to be performed in order to accomplish some task (an “ordered” or “numbered” list).

 Click on this button to format the selected text into an unordered list. Select the list items and choose FormatBullets and Numbering from the menu to change the bullet type from a predefined set.

 Clicking on this button will format the selected text into an ordered list. The same rules as for unordered lists apply regarding to the numbering format.

2.1.4. Page Headers and Footers

By default page headers and footers are common to all pages of a document. Use them to describe certain aspects about the document's content, for example: page number, total number of pages, chapter, section, document's title, etc.

Choose Insert+HeaderDefault from the menu to add a page header to your document, and choose Insert+FooterDefault to add a page footer to your document. Just type the header/footer text you want to be shown or use one or more of the InsertFields menu items to compose the header/footer.

2.1.5. Going Further

If you wish to learn more on the usage of OpenOffice.org Writer, you should consult the tutorial available on the Tutorials for OpenOffice Web site.

 Also don't hesitate to refer to the OpenOffice.org Writer's help which is accessible through the HelpOpenOffice.org Help menu, or by pressing the F1 key. You are bound to find the answers to your questions.

[Tip] Tip

 OpenOffice.org is able to export your documents in PDF format (choosing FileExport as PDF from the menu). This allows you to publish your documents in the Adobe® Reader® format.

2.2. Calculations and Simulations

 Choose OfficeSpreadsheets+OpenOffice.org Calc from the main menu to launch OpenOffice.org Calc.

2.2.1. Spreadsheet Interface

Figure 1.13. OpenOffice.org Calc's Main Window

OpenOffice.org Calc's Main Window

Format Bar

This is the standard format bar for all OpenOffice.org applications used to change fonts, colors, alignment, etc. of the application's data.

Formula Bar

Use it to enter, edit or delete formulas inside cells.

Work Area

Where you enter the data in the spreadsheet: numbers, dates, formulas, images, etc.

Select All

Clicking on this little area at the top left corner of the work area will select all cells at once. It's useful when you need to make changes which are “global” to the spreadsheet. For example, changing all font sizes in the cells to 10pts (points).

Sheet Changing Buttons and Tabs

Spreadsheets usually contain more than one sheet. Use these buttons to easily navigate through each of the spreadsheet's sheets. From left to right they are: Go to the first sheet, Go to the previous sheet, Go to the next sheet and Go to the last sheet. You may also use the tabs to switch between sheets.

2.2.2. Entering Data

To enter data into a cell navigate to the cell and type the data in it, pressing the Enter key when you are finished.

Auto-completion simplifies data entry “guessing” the next cell's value using the current cell's value as a base. It works for any kind of data which can be associated to a series of integral numbers.

To use auto-completion put your mouse over the cell “handle” (the little black square located at the bottom right of the cell border), click on it and drag the cell. The cell values will be shown in a tool-tip. Release the mouse button to complete the cells once the desired final value is shown.

Cell data can also be sorted according to different criteria. Select the cells you want to sort and then open the sort options dialog choosing DataSort from the menu. Specify the sort criteria, order and additional options and click on the OK button to sort the cells.

[Tip] Tip

Make sure you also select columns and rows which act as “headers” for the data in order for those to “follow” the sorting of the data.

2.2.3. Adding Formulas

Formulas can be used to “automate” the spreadsheet allowing you, for example, to run complex simulations. Within cells, formulas are defined by preceding all cell data with the = sign. Anything else is treated as “static” data.

Operations are expressed using conventional algebraic notation. For example =3*A25+4*(A20+C34/B34) divides the value in cell C34 by the value in cell B34, adds the value in A20 to the result, multiplies that by 4 and adds it to 3 times the value of cell A25. Thus, rather complex expressions can be made using simpler ones as a base.

OpenOffice.org Calc gives you many pre-defined functions which you can use in your formulas, explore them by choosing the InsertFunction menu.

2.2.4. Charts: Explaining Data in a Simpler Way

When a spreadsheet contains too much information it often becomes difficult to understand how pieces of data relate to one another: too many numbers and too little meaning. The best way to represent this kind of data is through a chart.

As in all data-analysis functions, you must select the region you intend to show in the chart. So, select a range of cells and then chose InsertChart from the menu to bring up the chart assistant.

Make your selections for the chart type, variant, title, axis titles, etc. and then click on Create to create and insert the chart in the spreadsheet.

[Tip] Tip

Charts are “dynamic” in the spreadsheet which means that when you change data in a cell belonging to a chart, the chart will be automatically updated.

[Tip] Tip

Double clicking and then right-clicking on an inserted chart brings up a menu showing options to change many chart parameters.

2.2.5. Going Further

If you wish to learn more on the use of OpenOffice.org Calc, you should consult the tutorial available at the Tutorials for OpenOffice Web site.

 Also, don't hesitate to refer to OpenOffice.org Calc's help accessible through the HelpOpenOffice.org Help menu, or by pressing the F1 key. There you are bound to find answers to your questions.

2.3. Communicating your Ideas

 Choose OfficePresentations+OpenOffice.org Impress from the main menu to launch OpenOffice.org Impress. A wizard offers you assistance for creating a presentation, we will not detail it here, just click on its Create button to create an empty presentation.

2.3.1. Presentations Interface

Figure 1.14. OpenOffice.org Impress' Main Window

OpenOffice.org Impress' Main Window

Slide Format Bar

There are options for changing the slide shading, background color, line thickness, etc.

Work Area

Where you compose the slides which build your presentation.

Toolbar

It contains the main tools you use to create your slides: the text, shapes, curves, lines and arrow input; object rotate, alignment and arrangement; and others.

[Tip] Tip

Some of these buttons contain a little triangle on one side. Keeping these buttons pressed will open a menu of options for that tool. For example: filled or hollow rectangles, sharp or round edges, etc.

Layout Templates

Contains a gallery of the available templates. Just click on the template you want, to switch the current slide to it.

Slide Navigation

Displays a list of all the slides composing the presentation. Slides are displayed miniaturized, so you can see at a glance what they look like. To open a slide, search for it in the list, then click on it.

2.3.2. Adding Slides to your Presentation

 Click on this button on the Toolbar or choose InsertSlide from the menu to add a new slide, after the current one, with the currently selected slide template.

[Tip] Tip

Choose InsertDuplicate Slide instead if you want to base your new slide's content on the current one.

2.3.3. Simple Charts

 Choose InsertChart from the menu to insert a chart diagram into the current slide. A “default” bar chart will be inserted and OpenOffice.org Impress will change to chart mode. Click “outside” the chart area to return to the slide design mode.

You can drag the border handles to adjust the chart's size. Double click on the drawn chart, then right-click on it and select Chart Data to enter the data according to the chart you want to build (see Figure 1.15, “Entering Chart Data”).

Figure 1.15. Entering Chart Data

Entering Chart Data

Once you have entered the chart's data, close the data entry window and click on the Yes button to update the chart in the slide.

Repeat the double-click / right-click sequence in order to change the chart's title, legends, axis, type (2D or 3D, bar, pie, points, lines, etc.) selecting the appropriate entries from the pop-up menu.

2.3.4. Slide Background

Use the FormatPage menu and click on the Background tab to define colors, gradients, patterns, or bitmapped backgrounds for the slide. Each background type has options of its own, feel free to explore them.

[Note] Note

Using bitmaps for backgrounds increases the file's size considerably. This could lead to a performance hit, especially on older systems.

Once the background is selected you are offered the option to make that background the default one for all slides. Make your choice and the slide(s) background(s) will be changed.

2.3.5. Transitions, Animations and Effects

The Slide Show menu has slide transitions, animations and effects options/wizards which let you add “dynamism” to your presentations. However, you should try not to overuse transitions, animations and effects because they can be distracting to your audience, turning their attention to the effects themselves instead of the presentation's content.

2.3.6. Running your Presentation

Choose Slide ShowSlide Show, or press the F5 key, to run your presentation. The presentation will take up the entire screen. Press the Esc key to stop the presentation.

2.3.7. Going Further

If you wish to learn more on the use of OpenOffice.org Impress, you should consult the tutorial available at the Tutorials for OpenOffice web site.

 Also don't hesitate to refer to the OpenOffice.org Impress's help which is accessible through the HelpOpenOffice.org Help menu, or by pressing the F1 key. You are bound to find the answers to your questions.