Word Processor is a software package that can be used to create, edit, format and process documents.The documents maybe plain text, a spreadsheet, a presentation, an HTML file, a drawing, a business card and so on. The functions maybe accessed using pop menus and icons.
[The word processor we will learn about is called OpenOffice.org. It is 'Open' in the sense that its source code is available openly.
OpenOffice can be installed using a CD but is generally available with the GNU/linux operating system. OpenOffice may then be opened by clicking on the OpenOffice icon on the desktop or ooffice command on command line.. ]
Note: Click on image to see image in original size.
We propose to take you through a journey through a significant number of features in the word processor.
1. How to start.
2. Creating files and the file options.
3. Editing files and edit menu options.
4. Formatting text using menus obtained by right clicking on the text area.
5. Different views available and the view options.
6. The insert menu options.
7. Modification of text using the format features.
8. The different tools available such as databases, spellcheck, etc. Other Features available.
9. The different window options.
10.The various help options.
We have used a different approach here wherein we first learn the task to be accomplished and then learn the different ways to do them i.e. text menus and then the toolbars and easy icons to do the same task.
How to Start: Apart from the above mentioned methods, OpenOffice may also be started
by the following steps:
1.Click on the 'Start' icon.
2.Select the 'Office' label.
3.Select the 'OpenOffice.org writer' label.
The File Menu:
A document on Office is generally called a file and has an extension of sxw. For example, the file you see has been named assignment1.sxw. You can also save a file in a way that the same maybe read by other softwares. For e.g. assignment1.doc can be read by Microsoft Word. For this you have to choose the file type in the bottom of the 'Save As' dialog box.
Creating a file:
Files can be created by opening the 'File' menu and clicking 'New'. The kind of document may then be selected from a number of options like text, spreadsheet, presentation,drawing,html document, master document, formula, labels,business cards etc. as shown in the screenshot below.
Opening a file: A file that has already been created can be opened by clicking on the 'Open' command on the File menu. A window then opens showing the names of the files saved in the database.A file can then be edited.
Saving a File: After editing a file must be saved. This is because when a document is typed it is stored in the computer's RAM which, as you know is lost once the computer is switched off. The file should therefore be stored on the harddisk if it is required for future reference. A file can be saved by clicking on the 'File' menu and then selecting the 'Save As' option.
Clicking the 'Save As' option opens another window which is shown below.The required directory can be opened by clicking on the directory name in the window. A filename must be given at the 'filename' input text bar. The format can be changed according to requirements. For e.g. Filename.swf for OpenOffice.org, Filename.doc for MS Word, etc.
It is advisable to save a file at intervals so that the contents of the file may not be lost during editing due to power failure or computer errors.
The 'Save All' option saves all files currently in use. The file can also be saved in different versions selecting the 'Versions' option in the File menu.
Other functions in the file menu are:
Close: Closes the file. It can also be closed using icon(3)
Icon (1) is used to minimise a window and icon (2) is used to restore the previous window size.
Reload: This opens the existing file again.(Refer Fig. 1)
Send: The document can be sent as an email to a friend using this option.(Refer Fig. 1)
Properties: The type, location, size, time of creation, version number and other details can be viewed or modified as the case may be.(Refer Fig. 1)
Templates: A new template can be created or an existing template can be modified using this option.(Refer Fig. 1)
Page Preview: This function allows you to view the pages you have created as they will appear in a print out.
Print: This function is used to take a hard copy(print out) of the file in use.
Printer Settings: This function allows you to change the settings of the printer attached to your computer.
Autopilot: Allows you to use readymade formats like letters, fax, forms, webpages.
Exit: This function is used to leave the word processor.
deleting Files:
There are a number of features in Openoffice to create good documents. Apart from normal text, graphics can be added from a scanner, a file stored in the computer memory or the OpenOffice Gallery. Special characters such as ∝, ♠, ∭, etc. can also be added and drawings can be made. Readymade formats can be used to create well written and articulate documents. Any desired font can be used and their sizes maybe varied, their styles maybe changed to italics, bold and so on. Tables and forms can also be created to improve the look of your document.
The Edit Menu:
Figure 1 Figure 2
The 'Edit' Menu allows you to modify, copy and paste text and has many other features that we will soon discover.
Undo: This function nullifies the action previously performed.For e.g. If you have just inserted a picture from a file, pressing 'Undo' deletes the picture. This undoing can be repeated several times.
Redo: If you realise that you actually need the action you accidentally deleted, do not panic. Press 'Redo' and the action is back just as it was before. Using the above example, the picture is inserted into the file once again.
Repeat: This function allows you to repeat the action previously performed.
Select All: Selects the all the text/graphics in the particular file.
Cut: Removes the selected text and places it on the clipboard so that it can be put in another area. Text can be selected by dragging the cursor(using the mouse) over the area that needs to be selected.
Copy: Copies the selected text so that it can be repeated in another area.
Paste: Pastes something that has been selected and copied/cut to the position where the cursor is.
Compare Document: Compares two given documents so as to modify the first using text/graphics from the second.
Find & Replace: Searches for words/expressions/styles in the existing document and replaces it with the required selection or new text typed in the input box.
Autotext: It can be used to add lines of standard usage or templates such as business cards.
You can also create your own autotext templates for later use.
Exchange Database: This function allows you to exchange a current database with a new database. If you have defined a form letter with address fields from database A, but you now want to send it to an address located in database B, instead of replacing all the inserted fields, you can simply exchange the database. Database A's field names, which you have entered in your document, are replaced by field names of the same name from database B.
Navigator: The navigator is an icon that allows easy formatting. Clicking on the Navigator option opens another window as shown below.
This tool can be used to move page by page to edit the document.
Plugin: This function is used to include some menus that are not available alongwith the main menu. You will notice in OpenOffice.org that the Object bar and the contents of the format menus change after certain operations . If you insert a diagram in your text document, for example, you'll see icons and commands for editing the diagram, in fact the same ones as for diagram documents. In this sense, we refer to the diagram document as a Plug-In within the text document.
Formatting text using menus obtained by right clicking on the text area.
A lot of formatting can be done by right clicking the mouse within the text area. A menu appears as shown below.
Default: Sets all the values to the readymade settings set by the company personnel.
Font: Allows you to set the font as required to one of the fonts given in the select bar. The font size may also be set using the main toolbar as shown below.
Size: Allows you to select the size of the letters typed in the text area.The font size may also be set using the main toolbar.
Style: The styles menu allows you to manipulate the look of the letters. The different options are Bold, Underline, Italics, Strikethrough, shadow, outline, superscript and subscript as shown below.
Alignment: This function allows you to move the selected text right , left or centre with respect to the page.To use this function select the text you need to align by dragging the clicked mouse over the given area. The text is now colored. Now right click on the mouse to get the menu. Now select the Alignment option. Under that use the right, left or centre justification as required. The 'Justified' option allows you to align the edges of the text so that all the words at the end are in the same line.
Another tool used in alignment is the 'Ruler'. It is found just above the text area and consists of a number line. The ruler can be used by moving the hourglass shaped button with the mouse over the ruler.
Line Spacing: This function is used to set the space between the lines of text. There are three options.
1. Single Line Spacing.
2. 1.5 Lines Line Spacing.
3. Double Line Spacing.
You can see the three spacings in the screenshot below.
Character: This function can be used to change the characteristics of the selected character/characters. A new window opens as shown below. The font, font size, language settings, style effects, color, etc.
Paragraph: This function allows you to format a paragraph as required. The alignment, indentation, spacing, typography, numbering, case, borders, background and a number of other changes can be made using this function.
Page: This function allows you to organise a page. You can add a header, footer, borders,columns, footnotes,etc.
Numbering/Bullets: This function allows you to create an ordered list that is numbered or marked. Different styles are available as shown below.
Case/Characters: This function allows you to format a character/characters. The menu is as shown below. The case can be changed to Capital or small letters and the width of the letter can be increased using full width.
Edit Paragraph Style: This function allows you to format and modify styles of a paragraph. On clicking this option a window opens as shown below. The alignment,indentation, spacing, layout, numbering, tabs, background, etc.
Paste: Pastes text/graphics on the clipboard where the cursor is.
The Function Bar: With this function we can select whether we want this toolbar on the screen or not. Clicking on the option draws a tick mark beside it and the toolbar can be viewed on the screen. Similarly the rest of the toolbars can be viewed as required. Now we will learn how to use each toolbar. Shown below is the function bar this consists of the different drop down menus some of which we have already learnt. There are also a number of easy icons which consist of the edit menu and file menu options.
The Object Bar: Right under the function bar we see the object bar. This consists of a number of select bars which allow you to change the style, the font, the font size. The selected text can be converted into 'bold' , 'italics' , 'underlined' . The rest of the icons are used for alignment of the selected text.Main Toolbar:The main toolbar is found on the left of the screen. There are a number of icons for various functions.
Icon 1 opens another window shown above. It can be used to insert tables into the text area.
Icon 2 can be used to insert fields into the text area. the field maybe a document, database, variable ,function,etc.
Icon 3 can be used to insert objects.
Icon 4 is used to show the 'draw' functions. Arrows,lines, circles and other shapes maybe drawn using this function.
Icon 5 is used to insert forms into the text area.
Icon 6 is used to insert 'autotext'. Auto text is a built in library of greetings,letter formats and business cards. For e.g. Opening lines like 'Dear Madam or Sir' and closing lines like
'Yours truly' and a number of other lines can be inserted into the text area using this function.
Icon 7 activates or deactivates the direct cursor.
Icon 8 activates the spellcheck tool.
Icon 9 puts the automatic spelling checker on/off.
Icon 10 opens the 'Find & Replace' window about which we have already learnt.
Icon 11 allows you to view the datasources used while editing the file.
Icon 12 activates or deactivates the nonprinting characters.
Icon 13 activates or deactivates the graphics, i.e. Pictures and images can be inserted into the text area .
Icon 14 changes the layout to an online layout.
The View Menu: The view menu consists of a number of functions to change the view of the document.
The different options are:
Zoom: This function allows you to increase the size of the text area. A window opens on clicking this option which is shown in fig 2 below. The appropriate size can be selected from a number of options.
Data Sources: This function allows you to view the datasources that have been used while creating the document.
Figure 1 The View Menu
Figure 2
Toolbars: This option allows you to view the respective toolbars on your screen.
Ruler: This function allows you to view the ruler on the screen.
Status Bar: This option allows you to view the status bar onscreen.
Input Method Status:
Text Boundaries: This option demarcates the text area when activated..
Field Shadings: This option shows or hides field shadings in your document, including non-breaking spaces, custom hyphens, indexes, and footnotes.
Fields: Non Printing Characters: This option makes nonprinting characters visible when activated.
Hidden Paragraphs:This option shows/hides paragraphs when activated/deactivated.
Online Layouts:This option changes the page layout to suit website formats.
Full Screen: This option closes most of the toolbars and increases the size of the text area.
The Insert Menu: This menu is used to add special characters, bookmarks, headers, footers,etc.
The various options are:
Manual Break: This function allows you to insert a line break, page break or column break at the position of the cursor.
Fields: This function allows you to insert fields like date, time, page number, page count, subject, title and author.
Special Character: This function allows you to insert special characters from the library. There is a wide range of available characters from mathematical symbols to language fonts. Mathematical symbols like ,,,,,,,, can be inserted using the Open Symbol special character file. Language fonts can be entered using the Gargi font file
for Hindi (हिंदी हमारी राष्ट्र भाषा है।), Padma for gujrati and so on.
Section: This function allows you to insert sections, columns, indents and footnotes. You can also change the background colour. A new window opens as shown below.
Hyperlink: This function allows you to insert a hyperlink in the text area.. A hyperlink is a set of words that take you to another page or another place in the same page. The hyperlink maybe a web address, another document, another place in the same document or a mail server. On clicking this option a new window opens as shown above. The path specifies the directory the particular document is in. For e.g. If we want a hyperlink that goes to another document called doc1which is in the root directory, we can specify the path as /root/doc1. The target is the exact position you want to move to in the document.
This can be done by inserting a bookmark at the appropriate position which we will learn later.
Header: This option allows you to insert a header to your document.
Footer: This option allows you to insert a footer to your document.
Footnote: This option allows you to insert footnotes at the end of the document.
Caption: This option allows you to insert a caption in the document.
Bookmark: This function is used to insert a bookmark at any place in the document. Place the cursor at the position you want you want to insert the bookmark. Then click on this function. Clicking this option opens a new window as shown. Give a name to the bookmark and click ok. The bookmark can now be accessed by its name (start in the above snapshot) while inserting a hyperlink.
Cross-Reference: This function allows you to set a reference at the position of the cursor. It is similar to the 'insert bookmark ' function.
Note: Inserts a note at the current cursor position. To view or edit the contents of a note, select the note and choose this command.
Script: Inserts a script (javascript) into the text area.
Indexes and tables: This function is used to insert indexes and tables into the text area.
Envelope: This function is used to insert an envelope text area.
Frame: This function is used to insert a frame into the text area. Frames are useful for designing the layout ofHTML pages.
Table: This function is used to insert tables into the text area.
Horizontal Ruler: This function is used to insert a horizontal line like the one shown below into the text area.
Graphics: This function is used to insert a graphic(a snapshot, picture) into the text area.
The image maybe scanned or in a file in the computer.
Object: This function is used to insert objects into the text area.. A new menu opens on clicking this option as shown below. Object Linking and Embedding (OLE) objects can be linked to a target document or may also be embedded. Embedding inserts a copy of the object and details of the source program in the target document. If you want to edit the object, simply activate the source program by double-clicking on the object..
Floating Frame: Inserts a floating frame into the current document. Floating frames are used in HTML documents to display the contents of another file. Floating frames are not supported by Netscape Navigator 4.x.
File: Inserts a file into the text area..
The Format Menu
The Format menu allows you modify text, paragraphs add styles and numbered lists. The menu is shown below
This set of functions are also a part of the text menu which we have already learnt. For a review clickhere
The Tools Menu
OpenOffice offers a number of useful tools like Spellcheck, Thesaurus, Autocorrect,etc. The menu is shown below.
Spellcheck: This tool when activated checks for spelling and grammatical mistakes in the text.
Thesaurus: This tool gives synonyms of the selected word.
Autocorrect/Autoformat: This tool automatically corrects spelling and grammar mistakes and changes formatting according to default settings.
Footnotes: This function allows you to change the footnote settings.
Gallery: The gallery is a built in library consisting of 3D Effects, Backgrounds, Bullets, Homepages, rulers which can be added to make the document more presentable. A few examples are shown below.
Bibliography Database: This tool is used to insert, delete, edit, and organize records in the bibliography database.
Datasources: This tool is used to modify an existing datasource or add a new one.
Page Formatting: Allows you to define page layouts for single and multiple-page documents, as well as a numbering and paper formats.
Macros: Macros are used to record a set of actions that will execute one after another whenever the macro is called.
XML Filter Settings: Configure:This option allows you to change openoffice settings. The menus, keyboard, toolbars and events can be configured using this option.
Options: This option is used to change the settings of the various functions under Openoffice.org
The Window Menu
The window menu is shown below.
New Window: This option is used to open the existing file in a new window.
Close Window: This option is used to close the existing file window.
The rest of the names in the menu are the windows that are currently open.
The Help Menu
If there is any doubt about any of the functions you can view the contents option under the help menu.
Hope you find this tutorial helpful and easy to learn. If there are any doubts please write to indictrans@gmail.com
