Difference between revisions of "Documentation/UserGuide/Formatting"

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== Introduction ==
 
== Introduction ==
  
−
In Apache OpenOffice it is possible to work in two different ways: applying format directly through the use of menus and toolbars, or through the use of styles.  
+
In Apache OpenOffice, it is possible to apply formatting to your documents in one of two different ways. You can choose to do so directly through the use of menus and toolbars, or you can make use of styles and templates.
  
−
Direct formatting seems easier, but can be problematic on complex documents. Styles seem complex, but are a really powerful tool that's easy to use once you get used to them: let's see why
+
To a new user, it may seem easier to format a document directly, applying formatting only as needed. However, this can be a repetitive task, and problematic especially when working with longer documents. You can save yourself a lot of time and trouble by using styles and templates, which cause your document to follow predefined formatting rules. While this may seem complex at first glance, it is actually an easy-to-learn tool that affords a great deal of flexibility and consistency in authoring documents.
  
−
== Direct Format vs. Styles ==
+
Styles can be used in all Apache OpenOffice programs with the exception of Apache Math.
  
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The simplest way to understand how styles work is through a text document, but the concept is valid for all Apache OpenOffice components.
+
== Direct Formatting vs. Styles ==
  
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Suppose we're writing a long document with many chapters, and each chapter contains several sub-levels. The chapter heading needs to be written in a particular sans serif font (like Liberation Sans, Arimo, Arial...), in bold, and at large size. The body text must be in a particular, and smaller, serif font (tinos, times, or others).  
+
Let's look at a text document to better understand how styles work.
  
−
While it is possible to do that with direct formatting, two specific problems arise: one of consistency (used 14 point instead of 16 for a heading, forgot to use bold...) and, perhaps more problematic, one of ''maintenance''. If afterwards you decide to change the typeface, or its size, or the page margins...you'll need to do a lot of work.  
+
Suppose we've written a long report that is divided into chapters (let's call these chapter headings). We need the chapter headings to be displayed in a particular sans serif font (like Liberation Sans, Arimo, or Arial). We also need these headings to be displayed in large, bold text. At the same time, we want the rest of our text to be displayed in a smaller, serif font (Tinos, Times, or similar).  
  
−
Suppose that instead of setting "Liberation Sans, 16 point, bold, centered, five millimeters before the paragraph, three after..." we just use "Heading 1", and instead of "Liberation Serif, 11 points, justified..." we just use "Body text," having defined beforehand the specific parameters of "Heading 1" and "Body text." By separating the ''attributes'' applied to the text from the ''definition'' of those attributes the administration of documents becomes far easier. For example, to change the font used in the document we only need to modify the definition, not the document content, because that change in the definition will propagate without effort.  
+
While it is possible to accomplish this with direct formatting, two problems arise: one of consistency (remembering to use the exact same font size and font face each time) and one of ''maintenance''. What happens if you decide you need the body of your report to be displayed in a different typeface, or that you need your chapter headings to be slightly smaller? If you've applied the formatting directly, you'll need to do a lot of work.  
  
−
Beyond this, styles provide a lot more than just consistency and easy administration. They permit the creation of an automatic table of contents and numbered chapters, while allowing a particular set of graphical elements that use one style to display the same line style, or color, or associated text. Finally, styles can even be used to set the format of a particular cell on Calc. Depending on its content, such formatting is more easily done through styles than direct formatting.
+
This is where styles come in. Suppose that instead of setting the chapter heading's formatting as "Liberation Sans, 16 point, bold, centered, five millimeters before the paragraph, three after..." we just use "Heading 1", and instead of setting our body formatting to "Liberation Serif, 11 points, justified..." we just use "Body Text" having defined beforehand the specific parameters of these two styles.  
  
−
Styles can be "stored" in particular documents, called "Templates," that reuse the styles definitions. Defining styles is something that seldom needs to be done, but can be used a lot.
+
In this way, the administration of document becomes much simpler. For example, to change the font used for all chapter headings, we only need to modify the definition of "Heading 1"; this change will then be reflected throughout our document.
 +
 
 +
Beyond this, styles can provide a lot more than just consistency and ease of administration. They permit the creation of an automatic table of contents, numbered chapters, the setting of colors, insertion of symbols, and more.  
  
 
== Administration and Editing of Styles ==
 
== Administration and Editing of Styles ==
−
With the exception of Apache Math, all OpenOffice programs make use of styles. These styles have their differences with each component, differences that will be treated on the corresponding chapters, but the work flow is always the same: Open the Stylist, available as a deck on the Sidebar[https://wiki.openoffice.org/wiki/Documentation/UserGuide/UI#Side_bar]  or as a standalone panel and select the style you want to apply.
+
You can view, edit, and apply styles to your document through the 'Styles and Formatting' panel. Access the at any time through one of the following methods:  
−
Applying a style:
+
  
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# Press  F11
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'''Method 1:'''
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# Select the style of your choice
+
  
−
or
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# {{Menu|Format|Styles and Formatting}}
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# Format on the top menu bar
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−
# Styles and Formatting
+
  
−
or
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'''Method 2:'''
  
−
Click the “styles and Formatting”Deck on the sidebar
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# Press  F11
 +
# The 'Styles and Formatting' panel will appear
  
 +
'''Method 3:'''
  
−
It is possible to modify an existing style or to create a new one with a simple right click
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# Open the 'Styles and Formatting' panel as an option through the Sidebar[https://wiki.openoffice.org/wiki/Documentation/UserGuide/UI#Side_bar]
  
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# Open the styles and formatting panel
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−
# Right click inside the panel
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== Creating a New Style or Modifying an Existing one ==
 +
 
 +
# Right click anywhere inside the 'Styles and Formatting' panel
 
# Select “New” or “Modify”
 
# Select “New” or “Modify”
  
−
You will be faced by a large selection of options, the best way to learn is to experiment and set it up to
+
You will then be presented with a large selection of options, the best way to learn is to experiment and set up one according to
−
your own preference.
+
your own preferences.
  
 
== Templates ==
 
== Templates ==
  
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The immediate question after spending some time defining and modifying styles is "''How can I use these styles in a new document''?"
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Once a style has been defined, it can be saved in a file called a "Template" for future use in additional documents. This easily allows for consistency to persist across documents or projects.
  
−
{{Menu|File|Templates|Save}} will save a copy of the current document as a ''template'' that we can use on a new document with {{Menu|New|Templates and documents|Templates}} and double clicking on the needed template.  
+
{{Menu|File|Templates|Save}} will save a copy of the current document as a ''template'' that we can use on a new document by {{Menu|New|Templates and documents|Templates}} and double clicking on the needed template.  
  
 
{{Documentation/Note|It is important to note that both the styles '''AND''' the content of that document will be saved in the template}}
 
{{Documentation/Note|It is important to note that both the styles '''AND''' the content of that document will be saved in the template}}
  
−
It is possible to go further and set our preferred template as the default template:
+
It is possible to go further and set our preferred template as the default template for all documents. To do so:
 
* {{Menu|File|Templates|Organize}}
 
* {{Menu|File|Templates|Organize}}
 
** double click "My Templates"
 
** double click "My Templates"
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** click the {{Button|Commands}} button
 
** click the {{Button|Commands}} button
 
** select "Set as Default Template."
 
** select "Set as Default Template."
−
 
  
 
{{Documentation/Tip|Right-click on the template in the list will also provide this option}}
 
{{Documentation/Tip|Right-click on the template in the list will also provide this option}}

Revision as of 18:45, 24 June 2014


Introduction

In Apache OpenOffice, it is possible to apply formatting to your documents in one of two different ways. You can choose to do so directly through the use of menus and toolbars, or you can make use of styles and templates.

To a new user, it may seem easier to format a document directly, applying formatting only as needed. However, this can be a repetitive task, and problematic especially when working with longer documents. You can save yourself a lot of time and trouble by using styles and templates, which cause your document to follow predefined formatting rules. While this may seem complex at first glance, it is actually an easy-to-learn tool that affords a great deal of flexibility and consistency in authoring documents.

Styles can be used in all Apache OpenOffice programs with the exception of Apache Math.

Direct Formatting vs. Styles

Let's look at a text document to better understand how styles work.

Suppose we've written a long report that is divided into chapters (let's call these chapter headings). We need the chapter headings to be displayed in a particular sans serif font (like Liberation Sans, Arimo, or Arial). We also need these headings to be displayed in large, bold text. At the same time, we want the rest of our text to be displayed in a smaller, serif font (Tinos, Times, or similar).

While it is possible to accomplish this with direct formatting, two problems arise: one of consistency (remembering to use the exact same font size and font face each time) and one of maintenance. What happens if you decide you need the body of your report to be displayed in a different typeface, or that you need your chapter headings to be slightly smaller? If you've applied the formatting directly, you'll need to do a lot of work.

This is where styles come in. Suppose that instead of setting the chapter heading's formatting as "Liberation Sans, 16 point, bold, centered, five millimeters before the paragraph, three after..." we just use "Heading 1", and instead of setting our body formatting to "Liberation Serif, 11 points, justified..." we just use "Body Text" having defined beforehand the specific parameters of these two styles.

In this way, the administration of document becomes much simpler. For example, to change the font used for all chapter headings, we only need to modify the definition of "Heading 1"; this change will then be reflected throughout our document.

Beyond this, styles can provide a lot more than just consistency and ease of administration. They permit the creation of an automatic table of contents, numbered chapters, the setting of colors, insertion of symbols, and more.

Administration and Editing of Styles

You can view, edit, and apply styles to your document through the 'Styles and Formatting' panel. Access the at any time through one of the following methods:

Method 1:

  1. Format → Styles and Formatting

Method 2:

  1. Press F11
  2. The 'Styles and Formatting' panel will appear

Method 3:

  1. Open the 'Styles and Formatting' panel as an option through the Sidebar[1]


Creating a New Style or Modifying an Existing one

  1. Right click anywhere inside the 'Styles and Formatting' panel
  2. Select “New” or “Modify”

You will then be presented with a large selection of options, the best way to learn is to experiment and set up one according to your own preferences.

Templates

Once a style has been defined, it can be saved in a file called a "Template" for future use in additional documents. This easily allows for consistency to persist across documents or projects.

File → Templates → Save will save a copy of the current document as a template that we can use on a new document by New → Templates and documents → Templates and double clicking on the needed template.

Template:Documentation/Note

It is possible to go further and set our preferred template as the default template for all documents. To do so:

  • File → Templates → Organize
    • double click "My Templates"
    • select the required template
    • click the  Commands  button
    • select "Set as Default Template."

Template:Documentation/Tip

To modify an existing template:

  • File → Templates → Edit
  • Double click template file

or

  • File → Templates → Organize
    • Double click My Templates
    • Select template from list
    • Select Edit under  Commands .

Once the changes are ready, save the document as a normal document.

Template:Documentation/Note

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