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This is Chapter '''3''' 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.
 
This is Chapter '''3''' 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.
 
[[User_Manuals| &lt;&lt; User Manuals page]]<br>
 
[[Writer Guide| &lt;&lt; Writer Guide Table of Contents]]<br>
 
[[Writer Guide/Setting up Writer| &lt;&lt; Chapter 2 Setting up Writer]] &nbsp;&nbsp;|
 
&nbsp;&nbsp;[[Writer Guide/Formatting Pages| Chapter 4 Formatting Pages &gt;&gt;]]
 
 
  
 
= Introduction =
 
= Introduction =
Line 25: Line 23:
 
* Use the autocorrection, word completion, autotext, and line numbering features
 
* Use the autocorrection, word completion, autotext, and line numbering features
 
* Track changes and undo and redo changes
 
* Track changes and undo and redo changes
 
 
= Selecting text =
 
{{:Selecting text}}
 
 
= Cutting, copying, and pasting text =
 
{{:Cutting, copying, and pasting text}}
 
 
= Moving paragraphs quickly =
 
{{:Moving paragraphs quickly}}
 
 
= Finding and replacing text =
 
Writer has a Find and Replace feature that automates the process of searching for text inside a document.
 
 
In addition to finding and replacing words and phrases, you can:
 
 
* Use wildcards and regular expressions to fine-tune a search.
 
* Find and replace specific formatting.
 
* Find and replace paragraph styles.
 
 
To display the Find & Replace dialog box, use the keyboard shortcut ''Control+F'' or select '''Edit > Find & Replace'''.
 
 
# Type the text you want to find in the ''Search for'' box.
 
# To replace the text with different text, type the new text in the ''Replace with'' box.
 
# You can select various options, such as matching the case, matching whole words only, or doing a search for similar words. (See below for some other choices.)
 
# When you have set up your search, click '''Find'''. To replace text, click '''Replace''' instead.
 
 
[[Image:FindReplace1.png|Find & Replace dialog]]<br>The Find & Replace dialog
 
 
'''Tip''' If you click '''Find All''', Writer selects all instances of the search text in the document. Similarly, if you click '''Replace All''' button, Writer will replace all matches.
 
 
'''Caution:''' Use '''Replace All''' with caution; otherwise, you may end up with some hilarious (and highly embarrassing) mistakes. A mistake with '''Replace All''' might require a manual, word-by-word search to fix.
 
 
== Use wildcards (regular expressions) ==
 
''Wildcards ''(also known as ''regular expressions'') are combinations of characters that instruct OOo how to search for something. Regular expressions are very powerful but not very intuitive. They can save time and effort by combining multiple finds into one.
 
 
Table 1 shows a few of the regular expressions used by OOo.
 
 
'''Tip:''' The online help describes many more regular expressions and their uses.
 
 
'''Note:''' To search for a character that is defined as a wildcard, type a backslash ('''\''') before the character. For example, to find the text ''$5.00'', you would search for '''\$5\.00'''.
 
 
To use wildcards and regular expressions when searching and replacing:
 
 
# On the Find & Replace dialog box, click '''More Options''' to see more choices. On this expanded dialog box, select the Regular expressions checkbox.
 
# Type the search text, including the wildcards, in the ''Search for'' box and the replacement text (if any) in the ''Replace with'' box. Not all regular expressions work as replacement characters; the line break (\n) is one that does work.
 
# Click '''Find''', '''Find All''', '''Replace''', or '''Replace All''' (not recommended).
 
 
:[[Image:FindReplace.png|Expanded Find & Replace dialog]]<br>Expanded Find & Replace dialog.
 
 
''Table 1. Examples of search wildcards (regular expressions)''
 
 
{|
 
||'''''To find'''''||'''''Use this expression'''''||'''''Examples and comments'''''||
 
|-
 
||Any single character||.||b'''.'''d finds ''b'''a'''d'', ''b'''u'''d'', ''b'''i'''d'', and ''b'''e'''d''.||
 
|-
 
||Any string of characters||.*||b'''.*'''d finds ''b'''a'''d'', ''b'''ran'''d'', and ''b'''oar'''d''.||
 
|-
 
||One of the specified characters||[xyz]||b'''[iu]'''n finds ''b'''i'''n'' and ''b'''u'''n''.||
 
|-
 
||Any single character in this range||[x-y]||'''[r-t]'''eed finds ''reed'', ''seed'', and ''teed''; ranges must be in alphabetically ascending order.||
 
|-
 
||Any single character except the characters inside the brackets||[^x]||p'''[^a]'''st finds ''p'''o'''st'' and ''p'''e'''st'', but not ''past''.||
 
|-
 
||The beginning of a word||\<start||'''\<'''log finds ''logbook'' and ''logistics'', but not ''catalog''.||
 
|-
 
||The end of a word||end\>||log'''\>''' finds ''catalog'', but not ''logistics''.||
 
|-
 
||A paragraph marker||$||Does not work as a replacement character. Use '''\n''' instead.||
 
|-
 
||A line break||\n||Finds a line break that was inserted with ''Shift+Enter''. When used as a replacement character, it inserts a paragraph marker.||
 
|-
 
|}
 
 
== Find and replace specific formatting ==
 
A very powerful use of Find & Replace takes advantage of the format option. For example, you might want to replace underlined words with italics.
 
 
On the Find & Replace dialog box (with [[#Use wildcards (regular expressions)|More Options]] displayed):
 
 
# To search for text with specific formatting, enter the text in the ''Search for'' box. To search for specific formatting only, delete any text in the ''Search for'' box.
 
# Click '''Format''' to display the Text Format (Search) dialog box. The tabs on this dialog box are similar to those on the Paragraph format and Paragraph Style dialog boxes. Choose the formats you want to search for and then click '''OK'''. The names of selected formats appear under the ''Search for'' box. For example, you might search for all text in 14-point bold Helvetica.
 
# To replace text, enter the replacement text in the ''Replace with'' box.<br>To search for specific text with specific formatting (for example, the word '''hello''' in bold), specify the formatting, put the text in the ''Search for'' box and leave the ''Replace with'' box blank.<br>To remove specific character formatting, click '''Format''', select the ''Font'' tab, then select the opposite format (for example, No Bold). The '''No Format''' button on the Find & Replace dialog box clears all previously selected formats.
 
# Click '''Find, Find All''', '''Replace''', or '''Replace All'''.
 
 
'''Tip:'''  Unless you plan to search for other text using those same attributes, click '''No Format''' to remove the attributes after completing your search. If you forget to do this, you may wonder why your next search fails to find words you know are in the document.
 
 
== Find and replace paragraph styles ==
 
If you combine material from several sources, you may discover that lots of unwanted paragraph styles have suddenly shown up in your document. To quickly change all the paragraphs of one (unwanted) style to another (preferred) style:
 
 
# On the [[#Use wildcards (regular expressions)|expanded Find & Replace dialog box]], select '''Search for Styles'''. (If you have attributes specified, this checkbox is labeled Including Styles.) The ''Search for'' and ''Replace with'' boxes now contain a list of styles.
 
# Select the styles you want to search for and replace.
 
# Click '''Find, Find All''', '''Replace''', or '''Replace All'''.
 
 
= Inserting special characters =
 
{{:Inserting special characters}}
 
 
= Formatting paragraphs =
 
You can apply many formats to paragraphs using the buttons on the Formatting toolbar. Figure 6 shows the Formatting toolbar as a floating toolbar, customized to show only the buttons for paragraph formatting.
 
 
'''Tip:''' It is highly recommended that you use ''paragraph styles'' rather than manually formatting paragraphs, especially for long or standardized documents. For information on the advantages of styles and how to use them, see [[Writer Guide/Introduction to Styles|Chapter 6]] (Introduction to Styles).
 
 
[[Image:FormatToolbarPara.png|Figure 6]]
 
{|
 
||1  Open Styles and Formatting window&nbsp;&nbsp;||8  Line Spacing: 1.5||
 
|-
 
||2  Apply Style||9  Line Spacing: 2||
 
|-
 
||3  Align Left||10  Numbering On/Off||
 
|-
 
||4  Centered||11  Bullets On/Off||
 
|-
 
||5  Align Right||12  Decrease Indent||
 
|-
 
||6  Justified||13  Increase Indent||
 
|-
 
||7  Line Spacing: 1||14  Paragraph format dialog||
 
|-
 
|}
 
Figure 6. The Formatting toolbar, showing buttons for paragraph formatting.
 
 
 
Figure 7 shows examples of the different alignment options.
 
 
[[Image:Text-align.png|Figure 7]]<br>Figure 7. Text alignment options.
 
 
 
== Setting tab stops and indents ==
 
{{:Setting tab stops and indents}}
 
 
= Formatting characters =
 
You can apply many formats to characters using the buttons on the Formatting toolbar.  Figure 10 shows the Formatting toolbar as a floating toolbar, customized to show only the buttons for character formatting.
 
 
'''Tip:''' It is highly recommended that you use ''character styles'' rather than manually formatting characters. For information on the advantages of styles and how to use them, see [[Writer Guide/Introduction to Styles|Chapter 6]] (Introduction to Styles).
 
 
[[Image:FormatToolbarPara.png|Figure 10]]
 
{|
 
||1 Open Styles and Formatting window&nbsp;&nbsp;||9 Subscript||
 
|-
 
||2 Apply Style||10 Increase Font||
 
|-
 
||3 Font Name||11 Reduce Font||
 
|-
 
||4 Font Size||12 Font Color||
 
|-
 
||5 Bold||13 Highlighting||
 
|-
 
||6 Italic||14 Background Color||
 
|-
 
||7 Underline||15 Open Character Format dialog||
 
|-
 
||8 Superscript|| ||
 
|-
 
|}
 
Figure 10. The Formatting toolbar, showing buttons for character formatting.
 
 
 
'''Tip:''' To remove manual formatting, select the text and click '''Format > Default  Formatting''' or right-click and select '''Default Formatting''' from the pop-up menu.
 
 
= Autoformatting =
 
Writer can be set to automatically format parts of a document according to the choices made on the ''Options'' page of the AutoCorrect dialog box ('''Tools > AutoCorrect > Options'''). See Figure 11.
 
 
The Help describes each of these choices and how to activate the autoformats. Some common unwanted or unexpected formatting changes include:
 
 
* Horizontal lines. If you type three or more hyphens (---), underscores (___) or equal signs (===) on a line and then press ''Enter'' the paragraph is replaced by a horizontal line as wide as the page. The line is actually the lower border of the preceding paragraph.
 
* Bulleted and numbered lists. A bulleted list is created when you type a hyphen (-), asterisk (*), or plus sign (+), followed by a space or tab at the beginning of a paragraph. A numbered list is created when you type a number followed by a period (.), followed by a space or tab at the beginning of a paragraph. Automatic numbering is only applied to paragraphs formatted with the ''Default'', ''Text body'' or ''Text body indent'' paragraph styles.
 
 
'''Tip:'''  If you notice unexpected formatting changes occurring in your document, this is the first place to look for the cause.
 
 
: inline:Frame15.png
 
 
To turn autoformatting on or off, go to '''Format > AutoFormat''' (Figure 12) and select or deselect the items on the submenu.
 
 
* '''While Typing''' automatically formats the document while you type.
 
* If '''While Typing''' is deselected, you can select '''Apply''' to automatically format the file.
 
* '''Apply and Edit Changes''' automatically formats the file and then opens a dialog box where you can accept or reject the changes.
 
 
: inline:Frame20.png
 
 
= Creating numbered or bulleted lists =
 
There are several ways to create numbered or bulleted lists:
 
 
* Use autoformatting, as described above.
 
* Use list styles, as described in [[Writer Guide/Working with Styles|Chapter 7]] (Working with Styles).
 
* Use the '''Numbering''' and '''Bullets''' icons on the paragraph formatting toolbar (see Figure 6). This method is described here.
 
To produce a numbered or bulleted list, select the paragraphs in the list and then click on the appropriate icon on the toolbar.
 
 
'''Note:''' It is a matter of personal preference whether you type your information first, then apply Numbering/Bullets or apply these as you type.
 
 
 
== Using the Bullets and Numbering toolbar ==
 
You can create a nested list (where one or more list items has a sublist under it, as in an outline) by using the buttons on the Bullets and Numbering toolbar (Figure 13). You can move items up or down the list, create subpoints, and even change the style of bullets.
 
 
[[Image:Bullets_number_toolbar2.png|Figure 13]]
 
{|
 
||1  Bullets On/Off||8  Insert Unnumbered Entry||
 
|-
 
||2  Numbering On/Off||9  Move Up||
 
|-
 
||3  Numbering Off||10  Move Down||
 
|-
 
||4  Up One Level||11  Move Up with Subpoints||
 
|-
 
||5  Down One Level||12  Move Down with Subpoints||
 
|-
 
||6  Move Up (One Level) with Subpoints||13  Restart Numbering||
 
|-
 
||7  Move Down (One Level) with Subpoints&nbsp;&nbsp;||14  Bullets and Numbering||
 
|-
 
|}
 
Figure 13: Bullets and Numbering toolbar
 
 
 
'''Tip:''' It is possible to move a list entry up, together with all of its sub-entries. Do this by clicking the '''Promote One Level With Subpoints''' button.
 
 
= Using footnotes and endnotes =
 
Footnotes appear at the bottom of the page on which they are referenced. Endnotes are collected at the end of a document.
 
 
To work effectively with footnotes and endnotes, you need to:
 
 
* [[#Inserting footnotes/endnotes|Insert footnotes]].
 
* [[#Defining the format of footnotes/endnotes|Define the format of footnotes]].
 
* Define the location of footnotes on the page; see [[Writer Guide: Formatting Pages|Chapter 4]] (Formatting Pages).
 
 
== Inserting footnotes/endnotes ==
 
To insert a footnote or an endnote, put the cursor where you want the footnote/endnote marker to appear. Then select '''Insert > Footnote''' from the menu bar or click the '''Insert Footnote Directly''' or '''Insert Endnote Directly''' icon on the Insert toolbar).
 
 
[[Image:InsFootnoteIcon.png|Insert footnote firectly]]<br>Using the Insert Footnote Directly icon on the toolbar.
 
 
A footnote (or endnote) marker is inserted in the text, and the cursor is relocated to the footnote area at the bottom of the page (or to the endnote area at the end of the document). Type the footnote or endnote content in this area.
 
 
If you use '''Insert > Footnote''', the Insert Footnote dialog box is displayed. Here you can choose whether to use the automatic numbering sequence specified in the footnote settings and whether to insert the item as a footnote or an endnote.
 
 
[[Image:InsertFootnote.png|Insert Footnote dialog]]<br>Inserting a footnote.
 
 
If you use the '''Insert Footnote Directly''' or '''Insert Endnote Directly''' icon, the footnote or endnote automatically takes on the attributes previously defined in the [[#Defining the format of footnotes|Footnote Settings dialog box]].
 
 
You can edit an existing footnote/endnote the same way you edit any other text.
 
 
To delete a footnote/endnote, delete the footnote marker. The contents of the footnote/endnote are deleted automatically, and the numbering of other footnotes or endnotes is adjusted automatically.
 
 
== Defining the format of footnotes/endnotes ==
 
To format the footnotes themselves, click '''Tools > Footnotes'''. On the Footnote Settings dialog box, choose settings as required. The ''Endnotes'' page has similar choices.
 
 
[[Image:FootnoteSettings.png|Footnote settings]]<br>Defining footnote formatting.
 
 
= Checking spelling =
 
{{:Checking spelling}}
 
 
= Using the thesaurus =
 
The thesaurus offers alternative words and phrases. Select the word or phrase you want to find alternatives for and select '''Tools > Language > Thesaurus''' or press ''Control+F7''. Click on a meaning to show alternative words and phrases for that meaning of the word. For example, when given the word “house", the thesaurus offers several meanings, including “dwelling", “legislature", and “sign of the zodiac". If you click on “dwelling", you will see “dwelling", “home", “domicile", “abode", and other alternatives, as shown below.
 
 
'''Note:''' If the current language does not have a thesaurus installed, this feature is disabled.
 
 
[[Image:Thesaurus.png|Thesaurus]]<br>The Thesaurus offers alternatives to words.
 
 
= Hyphenating words =
 
{{:Hyphenating words}}
 
 
= Using AutoCorrect =
 
{{:Using AutoCorrect}}
 
 
= Using word completion =
 
{{:Using word completion}}
 
 
= Using AutoText =
 
{{:Using AutoText}}
 
 
= Line numbering =
 
Line numbering puts line numbers in the margin. The line numbers are displayed on screen and are printed. The example below has numbering on every line.
 
 
[[Image:LineNumberEx.png|Line numbering example]]<br>Line numbering example.
 
 
Click '''Tools > Line Numbering''' and select the '''Show numbering''' checkbox in the top left corner. Then click '''OK'''.
 
 
You can choose how many lines are numbered (for example, every line or every tenth line), the numbering type and whether numbers restart on each page. In addition, a text separator (any text you choose) can be set on a different numbering scheme (one every 12 lines, for example).
 
 
[[Image:LineNumbering.png|Line numbering dialog]]<br>Line numbering dialog.
 
 
= Undoing and redoing changes =
 
{{:Undoing and redoing changes}}
 
 
= Tracking changes to a document =
 
{{:Tracking changes to a document}}
 
 
== Preparing a document for review ==
 
When you send a document to someone else to review or edit, you may want to prepare it first so that the editor or reviewer does not have to remember to turn on the revision marks. After you have protected the document, any user must enter the correct password in order to turn off the function or accept or reject changes.
 
 
# Open the document. To check whether it contains multiple versions, click '''File > Versions'''. If multiple versions are listed, save the current version as a separate document with a different name and use this new document as the review copy.
 
# With the review copy open, make sure that change recording is turned on. The '''Edit > Changes > Record''' menu item has a check mark next to it when recording is turned on.
 
# Click '''Edit > Changes > Protect Records'''. On the Enter Password dialog box, type a password (twice) and click '''OK'''.
 
 
'''Note:''' Passwords must contain at least five characters. It is not necessary to password protect the document while preparing it for review.
 
 
== Recording changes ==
 
{{:Recording changes}}
 
 
== Inserting notes ==
 
{{:Inserting notes}}
 
 
== Accepting or rejecting changes and comments ==
 
{{:Accepting or rejecting changes and comments}}
 
 
== Merging modified documents ==
 
The processes discussed to this point are effective when you have one reviewer at a time. Sometimes, however, multiple reviewers all return edited versions of a document at the same time. In this case, it may be quicker to review all of these changes at once, rather than one review at a time. For this purpose, you can merge documents in Writer.
 
 
To merge documents, all of the edited documents need to have recorded changes in them.
 
 
# Open one copy.
 
# Click '''Edit > Changes > Merge Document''' and select and insert another copy of the document to be merged with the first.
 
# After the documents merge, the [[#Accepting or rejecting changes and comments|Accept or Reject Changes dialog box]] opens, showing changes by more than one reviewer. If you want to merge more documents, close the dialog box and then repeat step 2.
 
# Repeat until all copies are merged.
 
 
All recorded changes are now included in the open copy. Save this file under another name.
 
 
== Comparing documents ==
 
Sometimes reviewers may forget to record the changes they make. This is not a problem with Writer because you can find the changes if you compare documents.
 
 
In order to compare documents, you need to have the original document and the one that is edited. To compare them:
 
 
# Open the edited document.
 
# Select '''Edit > Compare Document'''.
 
# The Insert dialog box appears. Select the original document and click '''Insert'''.
 
Writer finds and marks the changes and displays the Accept or Reject Changes dialog box. From this point, you can go through and accept or reject changes procedure as described earlier.
 
 
= Tips and tricks =
 
 
== Switching between insert and overwrite mode ==
 
With the keyboard, press ''Insert'' to toggle between overwrite mode and insert mode. In insert mode, any text after the cursor position moves forward to make room for the text you type; in overwrite mode, text after the cursor position is replaced by the text you type. The current mode is displayed on the Status Bar.
 
 
With the mouse, click in the area on the Status Bar that indicates the current mode in order to switch to the other mode.
 
 
== Counting the words in a selection ==
 
Select a block of text and choose '''Tools > Word Count'''. OOo displays the number of words and characters in the selection as well as the number of words in the document. You can also see the number of words and characters (and other information) in the entire document in '''File > Properties > Statistics'''.
 
 
  
 
{{CCBY}}
 
{{CCBY}}
[[Category: Documentation]]
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[[Category: Writer Guide (Documentation)]]

Latest revision as of 17:40, 25 September 2009


This is Chapter 3 of the OpenOffice.org 2.x Writer Guide (Third edition), produced by the OOoAuthors group. A PDF of this chapter is available from the OOoAuthors Guides page at OpenOffice.org.

Introduction

This chapter covers the basics of working with text in Writer, the word-processing component of OpenOffice.org (OOo). It assumes that you are familiar with the use of a mouse and keyboard and that you have read about Writer's menus and toolbars and other topics covered in Chapter 1 (Introducing Writer).

We recommend that you also follow the suggestions in Chapter 2 (Setting up Writer), about displaying formatting aids such as end-of-paragraph marks and selecting other setup options.

When you have read this chapter, you should know how to:

  • Select, cut, copy, paste, and move text
  • Find and replace text
  • Insert special characters
  • Format paragraphs and characters
  • Create numbered or bulleted lists
  • Check spelling, use the thesaurus, and choose hyphenation options
  • Use the autocorrection, word completion, autotext, and line numbering features
  • Track changes and undo and redo changes
Content on this page is licensed under the Creative Common Attribution 3.0 license (CC-BY).
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