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Documentation/OOoAuthors User Manual/Writer Guide/Keyboard Shortcuts

2008-01-17T11:05:31Z

Johnherron:

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These keyboard shortcuts are for OpenOffice on Microsoft Operating Systems and Linux Distributions. For Mac OS X Keyboard Shortcuts, go [http://wiki.services.openoffice.org/wiki/Mac_OS_X_Porting_-_Keyboard_Shortcuts here], or simply substitute the Command key(also known as the Apple Key) for the Control key on most shortcuts.

This is Appendix A of the '''OpenOffice.org 2.x Writer Guide''' (Third edition), produced by the [http://oooauthors.org/ OOoAuthors group]. A PDF of this chapter is available from the [http://documentation.openoffice.org/manuals/oooauthors2/ OOoAuthors Guides page] at OpenOffice.org.

= Shortcut keys: Introduction =
You can use OpenOffice.org (OOo) without requiring a pointing device, such as a mouse or trackball, by using its built-in keyboard shortcuts. Tasks as varied and complex as docking and un-docking toolbars and windows, or changing the size or position of objects can all be accomplished with only a keyboard. Although OOo has its own extensive set of keyboard shortcuts, each component provides others which are specific to its work.

For help with OOo’s keyboard shortcuts, or using OOo with a keyboard only, search the OOo Help using the “shortcut” or “accessibility” keywords.

{{CCBY}}
[[Category: Writer Guide (Documentation)]]

Documentation/OOoAuthors User Manual/Writer Guide/Developing conditional content

2008-01-17T10:02:54Z

Johnherron: /* Hidden paragraphs */

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= Developing conditional content =
Conditional content is text and graphics that are included or excluded depending on a condition you specify.

A simple example is a reminder letter for an overdue account. The first and second reminders might have a subject line of “Reminder Notice”, but the third reminder letter might have the subject “Final Notice” and a different final paragraph.

A more complex example is a software manual for a product that comes in two versions, Pro and Lite. Both product versions have much in common, but the Pro version includes some features that are not in the Lite version. If you use conditional content, you can maintain one file containing information for both versions and print (or create online help) customized for each version. You do not have to maintain two sets of the information that is the same for both versions, so you will not forget to update both versions when something changes.

== Choose the types of conditional content to use ==
This section describes several Writer features that can help you design and maintain conditional content. You can use one or any combination of these features in the same document.

=== Conditional text ===
With conditional text, you can have two alternative texts (a word, phrase, or sentence). One text will be displayed and printed if the condition you specify is met, and the other will be displayed and printed if the condition is not met. You cannot include graphics or edit the text except in the field dialog (not in the body of the document). You also cannot format part of the text (for example, bolding one word but not the others), but you can format the field to affect all of the field contents (for example, bolding all of the words). You cannot include a cross-reference or other field in the text.

=== Hidden text ===
With hidden text (a word, phrase, or sentence), you have only two choices: show or hide. If the condition you specify is met, the text is hidden; if the condition is not met, the text is displayed. The disadvantages are the same as for conditional text: you cannot include graphics, edit the text in the body of the document, format part of the text, or include a field.

=== Hidden paragraphs ===
Hidden paragraphs are like any other paragraphs, but you can specify a condition under which the paragraph is not displayed or printed. A blank paragraph can also be hidden — for example, if a database field has no content for the current record. This is very useful when merging an address into a letter: if you allow two lines for the street address and the database record uses only one line, you can prevent the blank line from appearing in your document. You can include graphics, edit the text in the body of the document, format any part of the text, and include fields.

=== Hidden sections ===
Hidden sections are like hidden paragraphs, but they can include more than one paragraph—for example, a heading plus one or more paragraphs. However, a section cannot contain less than a paragraph, so you cannot use this method for single words or phrases. The contents of a hidden section behave just like the contents of any other part of the document, but you can specify a condition under which the section is not displayed or printed. In addition, you can password protect a section.

== Plan your conditional content ==
Conditions are what programmers call ''logical expressions''. You must formulate a logical expression for each condition because a condition is always either true (met) or false (not met). You can use the same condition in many places in your document, for different types of conditional content.

To make conditional content work, you need to:

# Choose or define a variable.
# Define a logical expression (condition) involving the selected variable.

=== Choose or define a variable ===
You can use the following variables in your condition:

* User-defined variables
* Predefined OpenOffice.org variables, which use statistical values from the document properties
* User data
* Database field contents—for example from your address book

You cannot use internal variables (for example, page number or chapter name) to formulate conditions.

The examples in this chapter use user-defined variables.

=== Define a logical expression (condition) involving the selected variable ===
The condition compares a specified fixed value with the contents of a variable or database field.

To formulate a condition, use the same elements as you would to create a formula: operators, mathematical and statistical functions, number formats, variables, and constants. The possible operators are given in the online help; look in the index under “operators: in formulas”. You can define quite complex expressions, but in most cases a simple condition will do the job.

== Create the variable ==
To create your variable, click '''Insert > Fields > Other'''. You can use choices found on the ''DocInformation'', ''Variables'', and ''Database'' tabs.

=== DocInformation fields ===
[[#Using document properties to hold information that changes|Using document properties to hold information that changes]] described how to set up a user-defined document property. You can use that document property as the variable in your condition statement, or you can create another document property field specifically for conditions.

=== User-defined variable field ===
To set up a variable or user field:

<ol>
<li>Place the cursor where you want the field to be inserted.</li>
<li>On the Fields dialog box, select the ''Variables'' tab).</li>
<li>Select '''Set variable''' in the ''Type'' list and '''Text '''in the ''Format'' list. Type a name for the variable in the ''Name'' box, and a value in the ''Value'' box. I have chosen “'''ProLite'''” for the name (to remind me that this variable is related to the two product versions), and I set the value as “'''Lite'''” because I can remember “If it is the Lite version, then this text should be hidden.”</li>
<li>Select '''Invisible '''so the field does not show in the document. Click '''Insert''', then click '''Close'''.</li>

[[Image:WG14-14.png|Defining a variable to use with conditional content]] ''Defining a variable to use with conditional content.''

<li>A small gray mark should be visible where you inserted the field. Hover the mouse pointer over this mark and you will see the field formula ''ProLite = Lite''. We will come back to this field later.</li>
</ol>

'''Tips:''' Because the gray mark is so small, you may have trouble finding it again, especially if you have other fields in the document. You may prefer to leave the variable field visible while you work, and change it to invisible just before you create final copy.

At any time, you can place the insertion point just before the field and click '''Edit > Fields''' or right-click the field, and then click '''Fields '''on the pop-up menu. On the Edit Fields dialog box (Figure 18), select or deselect the '''Invisible''' checkbox.

== Apply the condition to the content ==
Now that you have defined the variable, you can use it in a condition statement. This topic describes some of the possibilities.

=== Conditional text ===
First, let us set up some conditional text that will insert the words “'''Great Product Lite'''” into the Lite version and “'''Great Product Pro'''” into the Pro version of the manual. You would use this field whenever you want to mention the name of the product.

<ol>
<li>Place the cursor where you want one of these phrases to appear. (You can move or delete it later, if you wish.)</li>
<li>Open the Fields dialog box by clicking '''Insert > Fields > Other''', select the ''Functions'' tab, and select '''Conditional text '''in the ''Type'' list.</li>
<li>As shown below, type '''ProLite EQ "Lite"''' in the ''Condition'' box, '''Great Product Lite '''in the ''Then'' box, and '''Great Product Pro '''in the ''Else'' box.</li>

'''Note:''' These fields are case-sensitive, and quotation marks are required around a text value such as '''Lite'''.

[[Image:WG14-15.png|WG14-15.png]] ''Inserting conditional text.''

<li>Click '''Insert '''to insert the field, then click '''Close'''. You should see '''Great Product Lite''' in your text.</li>
</ol>

'''Tip:''' If you want to insert this field into your text in many places (as you probably would for a product name), create an AutoText entry for it. See [[#Using AutoText to insert often-used fields|Using AutoText to insert often-used fields]] for instructions.

=== Hidden text ===
You might use hidden text for words or short phrases that describe features of Great Product Pro that are not found in the Lite version. You can reuse the same field in several places in your document—for example, by copying and pasting it.

To create a hidden text field:

# Click '''Insert > Fields > Other '''and select the ''Functions'' tab.
# Select '''Hidden text '''in the ''Type'' list, as shown below.
# Type '''ProLite EQ "Lite"''' in the ''Condition'' box and type the required text in the ''Hidden text'' box. Remember, this is the text that is ''hidden ''if the condition is true.
# Click '''Insert '''to create and insert the field.

[[Image:WG14-16.png|Creating a condition for hidden text]] ''Creating a condition for hidden text.''

=== Hidden paragraphs ===

'''Tip:''' To enable hidden paragraphs, remove the check mark from '''View > Hidden Paragraphs'''. When this option is selected, you cannot hide any paragraph.

A paragraph is hidden if the condition is true. To hide a paragraph:

# Click in the paragraph to be hidden.
# Click '''Insert > Fields > Other''' and select the ''Functions'' tab.
# Select '''Hidden paragraph''' in the ''Type'' list.
# For this example, type '''ProLite EQ "Lite"''' in the ''Condition'' box.
# Click '''Insert '''to create and insert the field. If an extra paragraph mark appears, delete it.

=== Hidden sections ===
A conditional section is hidden if the condition is true. To create a conditional section:

# Select the text that you want to be included in the conditional section. (You can edit this text later, just as you can edit any other text.)
# Click '''Insert > Section'''. On the Insert Section dialog box, select the '''Hide''' checkbox and enter the condition in the ''with Condition'' box. You can also give the section a name, if you wish. Click '''Insert''' to insert the section into your document.

[[Image:WG14-17.png|Creating a section to be hidden]] ''Creating a section to be hidden when a specified condition is met.''

To show the hidden section so you can edit it:

# Click '''Format > Sections'''.
# On the Edit Sections dialog box, select the section from the list.
# Deselect the '''Hide''' checkbox, and then click '''OK'''. You can now edit the contents of the section. Afterwards, you can click '''Format > Sections''' again and select the '''Hide''' checkbox to hide the section again.

To make the hidden section a normal part of the document (that is, to remove the section markers, but not the contents of the section):

# Show the hidden section, as described above.
# On the Edit Sections dialog box, select the section from the list.
# Click '''Remove'''. The contents of the section are now a normal part of the document.

== Change the value of the variable ==
# Find the variable field you created in [[#Create the variable|Create the variable]].
# Click once just in front of this field, then right-click and click '''Fields '''on the pop-up menu.
# On the Edit Fields: Variables dialog box, change the value of the variable to '''Pro'''.
# If you have set fields to update automatically, all of the conditional and hidden text that uses this variable as a condition will change.

[[Image:WG14-18.png|Changing the value of the variable]] ''Changing the value of the variable.''

'''Tip:''' To turn on automatic updating of fields, click '''Tools > Options > OpenOffice.org Writer > General''', and select '''Fields '''under '''Update: Automatically'''.

== Editing hidden paragraphs and sections ==
To show all the hidden paragraphs and sections so you can edit their contents, change the value of the variable to something that the conditions will not recognize. In our example, you could change the value to '''1'''.

The technique does not affect the display of hidden and conditional text, which can only be edited in the Edit Fields dialog.

{{Manual}}

Documentation/OOoAuthors User Manual/Writer Guide/Developing conditional content

2008-01-17T08:44:50Z

Johnherron: /* Hidden paragraphs */

{{WriterFieldsTOC|PrevNext=block
|Prev=Documentation/OOoAuthors User Manual/Writer Guide/Tricks for working with fields
|Next=Documentation/OOoAuthors_User_Manual/Writer Guide/Using placeholder fields}}__notoc__

= Developing conditional content =
Conditional content is text and graphics that are included or excluded depending on a condition you specify.

A simple example is a reminder letter for an overdue account. The first and second reminders might have a subject line of “Reminder Notice”, but the third reminder letter might have the subject “Final Notice” and a different final paragraph.

A more complex example is a software manual for a product that comes in two versions, Pro and Lite. Both product versions have much in common, but the Pro version includes some features that are not in the Lite version. If you use conditional content, you can maintain one file containing information for both versions and print (or create online help) customized for each version. You do not have to maintain two sets of the information that is the same for both versions, so you will not forget to update both versions when something changes.

== Choose the types of conditional content to use ==
This section describes several Writer features that can help you design and maintain conditional content. You can use one or any combination of these features in the same document.

=== Conditional text ===
With conditional text, you can have two alternative texts (a word, phrase, or sentence). One text will be displayed and printed if the condition you specify is met, and the other will be displayed and printed if the condition is not met. You cannot include graphics or edit the text except in the field dialog (not in the body of the document). You also cannot format part of the text (for example, bolding one word but not the others), but you can format the field to affect all of the field contents (for example, bolding all of the words). You cannot include a cross-reference or other field in the text.

=== Hidden text ===
With hidden text (a word, phrase, or sentence), you have only two choices: show or hide. If the condition you specify is met, the text is hidden; if the condition is not met, the text is displayed. The disadvantages are the same as for conditional text: you cannot include graphics, edit the text in the body of the document, format part of the text, or include a field.

=== Hidden paragraphs ===
Hidden paragraphs are like any other paragraphs, but you can specify a condition under which the paragraph is not displayed or printed. A blank paragraph can also be hidden — for example, if a database field has no content for the current record. This is very useful when merging an address into a letter: if you allow two lines for the street address and the database record uses only one line, you can prevent the blank line from appearing in your document. You can include graphics, edit the text in the body of the document, format any part of the text, and include fields.

=== Hidden sections ===
Hidden sections are like hidden paragraphs, but they can include more than one paragraph—for example, a heading plus one or more paragraphs. However, a section cannot contain less than a paragraph, so you cannot use this method for single words or phrases. The contents of a hidden section behave just like the contents of any other part of the document, but you can specify a condition under which the section is not displayed or printed. In addition, you can password protect a section.

== Plan your conditional content ==
Conditions are what programmers call ''logical expressions''. You must formulate a logical expression for each condition because a condition is always either true (met) or false (not met). You can use the same condition in many places in your document, for different types of conditional content.

To make conditional content work, you need to:

# Choose or define a variable.
# Define a logical expression (condition) involving the selected variable.

=== Choose or define a variable ===
You can use the following variables in your condition:

* User-defined variables
* Predefined OpenOffice.org variables, which use statistical values from the document properties
* User data
* Database field contents—for example from your address book

You cannot use internal variables (for example, page number or chapter name) to formulate conditions.

The examples in this chapter use user-defined variables.

=== Define a logical expression (condition) involving the selected variable ===
The condition compares a specified fixed value with the contents of a variable or database field.

To formulate a condition, use the same elements as you would to create a formula: operators, mathematical and statistical functions, number formats, variables, and constants. The possible operators are given in the online help; look in the index under “operators: in formulas”. You can define quite complex expressions, but in most cases a simple condition will do the job.

== Create the variable ==
To create your variable, click '''Insert > Fields > Other'''. You can use choices found on the ''DocInformation'', ''Variables'', and ''Database'' tabs.

=== DocInformation fields ===
[[#Using document properties to hold information that changes|Using document properties to hold information that changes]] described how to set up a user-defined document property. You can use that document property as the variable in your condition statement, or you can create another document property field specifically for conditions.

=== User-defined variable field ===
To set up a variable or user field:

<ol>
<li>Place the cursor where you want the field to be inserted.</li>
<li>On the Fields dialog box, select the ''Variables'' tab).</li>
<li>Select '''Set variable''' in the ''Type'' list and '''Text '''in the ''Format'' list. Type a name for the variable in the ''Name'' box, and a value in the ''Value'' box. I have chosen “'''ProLite'''” for the name (to remind me that this variable is related to the two product versions), and I set the value as “'''Lite'''” because I can remember “If it is the Lite version, then this text should be hidden.”</li>
<li>Select '''Invisible '''so the field does not show in the document. Click '''Insert''', then click '''Close'''.</li>

[[Image:WG14-14.png|Defining a variable to use with conditional content]] ''Defining a variable to use with conditional content.''

<li>A small gray mark should be visible where you inserted the field. Hover the mouse pointer over this mark and you will see the field formula ''ProLite = Lite''. We will come back to this field later.</li>
</ol>

'''Tips:''' Because the gray mark is so small, you may have trouble finding it again, especially if you have other fields in the document. You may prefer to leave the variable field visible while you work, and change it to invisible just before you create final copy.

At any time, you can place the insertion point just before the field and click '''Edit > Fields''' or right-click the field, and then click '''Fields '''on the pop-up menu. On the Edit Fields dialog box (Figure 18), select or deselect the '''Invisible''' checkbox.

== Apply the condition to the content ==
Now that you have defined the variable, you can use it in a condition statement. This topic describes some of the possibilities.

=== Conditional text ===
First, let us set up some conditional text that will insert the words “'''Great Product Lite'''” into the Lite version and “'''Great Product Pro'''” into the Pro version of the manual. You would use this field whenever you want to mention the name of the product.

<ol>
<li>Place the cursor where you want one of these phrases to appear. (You can move or delete it later, if you wish.)</li>
<li>Open the Fields dialog box by clicking '''Insert > Fields > Other''', select the ''Functions'' tab, and select '''Conditional text '''in the ''Type'' list.</li>
<li>As shown below, type '''ProLite EQ "Lite"''' in the ''Condition'' box, '''Great Product Lite '''in the ''Then'' box, and '''Great Product Pro '''in the ''Else'' box.</li>

'''Note:''' These fields are case-sensitive, and quotation marks are required around a text value such as '''Lite'''.

[[Image:WG14-15.png|WG14-15.png]] ''Inserting conditional text.''

<li>Click '''Insert '''to insert the field, then click '''Close'''. You should see '''Great Product Lite''' in your text.</li>
</ol>

'''Tip:''' If you want to insert this field into your text in many places (as you probably would for a product name), create an AutoText entry for it. See [[#Using AutoText to insert often-used fields|Using AutoText to insert often-used fields]] for instructions.

=== Hidden text ===
You might use hidden text for words or short phrases that describe features of Great Product Pro that are not found in the Lite version. You can reuse the same field in several places in your document—for example, by copying and pasting it.

To create a hidden text field:

# Click '''Insert > Fields > Other '''and select the ''Functions'' tab.
# Select '''Hidden text '''in the ''Type'' list, as shown below.
# Type '''ProLite EQ "Lite"''' in the ''Condition'' box and type the required text in the ''Hidden text'' box. Remember, this is the text that is ''hidden ''if the condition is true.
# Click '''Insert '''to create and insert the field.

[[Image:WG14-16.png|Creating a condition for hidden text]] ''Creating a condition for hidden text.''

=== Hidden paragraphs ===

'''Tip:''' To enable hidden paragraphs, remove the check mark from '''View > Hidden Paragraphs'''. When this option is selected, you cannot hide any paragraph.

A paragraph is hidden if the condition is true. To hide a paragraph:

# Click in the paragraph to be hidden.
# Click '''Insert > Fields > Other''' and select the ''Functions'' tab.
# Select '''Hidden paragraph''' in the ''Type'' list.
# For this example,type '''ProLite EQ "Lite"''' in the ''Condition'' box.
# Click '''Insert '''to create and insert the field. If an extra paragraph mark appears, delete it.

=== Hidden sections ===
A conditional section is hidden if the condition is true. To create a conditional section:

# Select the text that you want to be included in the conditional section. (You can edit this text later, just as you can edit any other text.)
# Click '''Insert > Section'''. On the Insert Section dialog box, select the '''Hide''' checkbox and enter the condition in the ''with Condition'' box. You can also give the section a name, if you wish. Click '''Insert''' to insert the section into your document.

[[Image:WG14-17.png|Creating a section to be hidden]] ''Creating a section to be hidden when a specified condition is met.''

To show the hidden section so you can edit it:

# Click '''Format > Sections'''.
# On the Edit Sections dialog box, select the section from the list.
# Deselect the '''Hide''' checkbox, and then click '''OK'''. You can now edit the contents of the section. Afterwards, you can click '''Format > Sections''' again and select the '''Hide''' checkbox to hide the section again.

To make the hidden section a normal part of the document (that is, to remove the section markers, but not the contents of the section):

# Show the hidden section, as described above.
# On the Edit Sections dialog box, select the section from the list.
# Click '''Remove'''. The contents of the section are now a normal part of the document.

== Change the value of the variable ==
# Find the variable field you created in [[#Create the variable|Create the variable]].
# Click once just in front of this field, then right-click and click '''Fields '''on the pop-up menu.
# On the Edit Fields: Variables dialog box, change the value of the variable to '''Pro'''.
# If you have set fields to update automatically, all of the conditional and hidden text that uses this variable as a condition will change.

[[Image:WG14-18.png|Changing the value of the variable]] ''Changing the value of the variable.''

'''Tip:''' To turn on automatic updating of fields, click '''Tools > Options > OpenOffice.org Writer > General''', and select '''Fields '''under '''Update: Automatically'''.

== Editing hidden paragraphs and sections ==
To show all the hidden paragraphs and sections so you can edit their contents, change the value of the variable to something that the conditions will not recognize. In our example, you could change the value to '''1'''.

The technique does not affect the display of hidden and conditional text, which can only be edited in the Edit Fields dialog.

{{Manual}}

Documentation/OOoAuthors User Manual/Writer Guide/Using other fields to hold information that changes

2008-01-17T08:18:26Z

Johnherron: /* Using other fields to hold information that changes */

{{WriterFieldsTOC|PrevNext=block
|Prev=Documentation/OOoAuthors User Manual/Writer Guide/Using document properties to hold information that changes
|Next=Documentation/OOoAuthors_User_Manual/Writer Guide/Using AutoText to insert often-used fields}}__notoc__

= Using other fields to hold information that changes =
One way that people use fields is to hold information that is likely to change during the course of a project. For example, the name of a manager, a product, or even your entire company may change just before the document is due to be printed. If you have inserted the changeable information as fields, you can change the information in one place, and it will automatically change in all the places where that field occurs.

Writer provides several places where you can store the information referred to by a field. We will look at some of them here.

Seven document properties (Time, Date, Title, Subject, Author, Page Number, and Page Count) are on the '''Insert > Fields''' menu. To insert one of these fields, click on it in the menu.

Other document properties are on the ''DocInformation'' and ''Document'' tabs of the Fields dialog box, reached by clicking '''Insert > Fields > Other'''.

To insert one of these fields, select it in the ''Type'' list and then select from the ''Select'' and ''Format'' lists if choices appear. Finally, click '''Insert'''.

[[Image:WG14-4.png|Inserting a File Name field]] ''Inserting a File name field using the Document tab of the Fields dialog box.''

[[Image:WG14-5.png|Inserting a Date Modified field]] ''Inserting a Date Modified field using the DocInformation tab of the Fields dialog box.''

Some of these items are picked up from the ''User Data'' page of the Options dialog box, so make sure the information on that page is correct.

'''Tip:''' Although these fields are often used to hold information that changes, you can make the content unchangeable by selecting the '''Fixed content '''checkbox when inserting the field. If necessary, you can come back to this dialog box later and deselect this checkbox to make the field variable again.

{{Manual}}