Difference between revisions of "Documentation/UserGuide/Formatting"

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== Introduction ==
 
== 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.   
+
In Apache OpenOffice, you can apply formatting to documents in two different ways. You can do so directly using menus and toolbars, or you can use 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.
+
To a new user, it may seem easier to format a document directly, applying formatting only as needed. However, this can be repetitive, and problematic 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 when authoring documents.
  
 
Styles can be used in all Apache OpenOffice programs with the exception of Apache Math.
 
Styles can be used in all Apache OpenOffice programs with the exception of Apache Math.
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Suppose we've written a long report that is divided into chapters, each marked by a heading. We need these headings to be displayed in a particular sans serif font. We also need these headings to be displayed in large, bold text, and centered on the page. To apply this formatting manually, we would need to set up the following formatting for each heading individually:
 
Suppose we've written a long report that is divided into chapters, each marked by a heading. We need these headings to be displayed in a particular sans serif font. We also need these headings to be displayed in large, bold text, and centered on the page. To apply this formatting manually, we would need to set up the following formatting for each heading individually:
**"Liberation Sans, 16 point, bold, centered..."
+
*"Liberation Sans, 16 point, bold, centered..."
  
 
At the same time, we want the rest of our text to be displayed in a smaller, serif font, as follows:
 
At the same time, we want the rest of our text to be displayed in a smaller, serif font, as follows:
**"Liberation Serif, 11 points, justified..."
+
*"Liberation Serif, 11 points, justified..."
  
While it is possible to accomplish this with direct formatting, two problems arise: one of consistency (remembering to use the exact same font size, font face, and alignment each time) and one of ''maintenance''. What happens if you decide you need the body of your report to be displayed in a different font, 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 to fix this.  
+
While it is possible to accomplish this with direct formatting, two problems arise: consistency (remembering to use the exact same font size, font face, and alignment each time) and ''maintenance''. What happens if you decide you need the body of your report to be displayed in a different font, 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 to fix this.  
  
This is where styles come in. Suppose that instead of setting the chapter heading's formatting according to the manual rules above, we predefine all these rules in a style named "Heading 1". That way, each time we come across text we want to make into a chapter heading, we can simply select "Heading 1" as its formatting.  
+
This is where styles come in. Suppose that instead of setting each chapter heading's formatting individually, as shown above, we predefine all these rules in a style named "Heading 1". This way, each time we come across text we want to make into a chapter heading, we can simply select "Heading 1" as its formatting.  
  
Likewise, instead of setting our body formatting to the manual rules above, predefine all these rules in a style named "Body Text", and do the same thing to the body text of the document as necessary. 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": our change will then be reflected throughout our document.  
+
Likewise, we can predefine the body formatting in a style named "Body Text" and apply this style to the body text of the document as necessary. 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". The 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.
 
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.
  
 
== Adding Styles to Your Document ==
 
== Adding Styles to Your Document ==
You can create, edit, and apply styles to your document through the 'Styles and Formatting' panel. This is accessed through one of the following methods:  
+
You can create, edit, and apply styles to your document through the 'Styles and Formatting' panel. This panel is accessed through one of the following methods:  
  
 
'''Method 1:'''
 
'''Method 1:'''
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* Select “New” or “Modify”
 
* 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
+
You will then be presented with a large selection of options. The best way to learn is to experiment and set up a style according to your own preferences.
your own preferences.
+
  
 
== Templates ==
 
== 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.
+
Once a style has been defined, it can be saved in a file called a "Template" for future use in additional documents. This allows for easy consistency across documents or projects.
  
{{Menu|File|Templates|Save}} will save a copy of the current document as a ''template'' that we can use for a new document by {{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''. We can use this template for a new document by selecting {{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|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 for all documents. To do so:
 
It is possible to go further and set our preferred template as the default template for all documents. To do so:
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{{Documentation/Tip|Right-clicking on the template in the list will also provide this option}}
 
{{Documentation/Tip|Right-clicking on the template in the list will also provide this option}}
 
 
To modify an existing template:
 
To modify an existing template:
 
* {{Menu|File|Templates|Edit}}
 
* {{Menu|File|Templates|Edit}}
* Double click template file
+
** Double click template file
 
+
'''Alternate Method:'''
+
  
 +
Alternate method:
 
* {{Menu|File|Templates|Organize}}
 
* {{Menu|File|Templates|Organize}}
 
** Double-click My Templates
 
** Double-click My Templates
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Once the changes are ready, save the document as a normal document.  
 
Once the changes are ready, save the document as a normal document.  
  
{{Documentation/Note|Once a Template is edited, if you open a document based on that template Apache OpenOffice will ask you if you want to update the styles. It is important to note that at that moment if we say "no" the association of the document with that template will be lost. For more information, see this report {{Bug|52783| - change templates for a document}}- }}
+
{{Documentation/Note|Once a template is edited, if you open a document based on that template Apache OpenOffice will ask if you want to update the styles. Note that currently, if you say "no," the association of the document with that template will be lost. For more information, see this bug report {{Bug|52783| - change templates for a document}}- }}
  
 
[[Category:Documentation]]
 
[[Category:Documentation]]

Revision as of 14:47, 21 July 2014


Introduction

In Apache OpenOffice, you can apply formatting to documents in two different ways. You can do so directly using menus and toolbars, or you can use 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 repetitive, and problematic 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 when authoring documents.

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

Benefits of Styles Over Direct Formatting

Suppose we've written a long report that is divided into chapters, each marked by a heading. We need these headings to be displayed in a particular sans serif font. We also need these headings to be displayed in large, bold text, and centered on the page. To apply this formatting manually, we would need to set up the following formatting for each heading individually:

  • "Liberation Sans, 16 point, bold, centered..."

At the same time, we want the rest of our text to be displayed in a smaller, serif font, as follows:

  • "Liberation Serif, 11 points, justified..."

While it is possible to accomplish this with direct formatting, two problems arise: consistency (remembering to use the exact same font size, font face, and alignment each time) and maintenance. What happens if you decide you need the body of your report to be displayed in a different font, 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 to fix this.

This is where styles come in. Suppose that instead of setting each chapter heading's formatting individually, as shown above, we predefine all these rules in a style named "Heading 1". This way, each time we come across text we want to make into a chapter heading, we can simply select "Heading 1" as its formatting.

Likewise, we can predefine the body formatting in a style named "Body Text" and apply this style to the body text of the document as necessary. 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". The 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.

Adding Styles to Your Document

You can create, edit, and apply styles to your document through the 'Styles and Formatting' panel. This panel is accessed through one of the following methods:

Method 1:

  • Format → Styles and Formatting

Method 2:

  • Press F11
  • The 'Styles and Formatting' panel will appear

Method 3:

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


Once the panel is open:

  • Right click anywhere inside the 'Styles and Formatting' panel
  • 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 a style 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 allows for easy consistency across documents or projects.

File → Templates → Save will save a copy of the current document as a template. We can use this template for a new document by selecting 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

Alternate method:

  • 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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