~ricardo-cropalato/ubuntu-desktop-course/ubuntu-desktop-course-pt-br-ricardo-cropalato : revision 6

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<!DOCTYPE article PUBLIC "-//OASIS//DTD DocBook XML V4.2//EN" "http://docbook.org/xml/4.2/docbookx.dtd">

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<title>Ubuntu Desktop</title>

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<sect1>

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<title>Using OpenOffice Applications</title>

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<para><emphasis role="strong">Objectives</emphasis></para>

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<para>In this lesson, you will learn how to:

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<listitem><para>Perform basic word-processing functions using

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OpenOffice.org Writer.</para></listitem>

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<listitem><para>Perform basic spreadsheet functions using OpenOffice.org

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Calc.</para></listitem>

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<listitem><para>Create and view multimedia presentations using

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OpenOffice.org Impress.</para></listitem>

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<listitem><para>Perform basic database operations using OpenOffice.org

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Base.</para></listitem>

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<listitem><para>Create and edit formulae using OpenOffice.org Math.</para></listitem>

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</itemizedlist>

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</para>

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<sect2>

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<title>Introducing the OpenOffice.org Suite</title>

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<para>OpenOffice.org is the default office application suite provided with Ubuntu.

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This is a free and open-source office software suite that comprises all

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the features normally expected in an office suite.

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The OpenOffice.org suite is not just a collection of separate software

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programs. It has been designed as a complete office package,

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in which all applications have a similar look and feel and common tools.</para>

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<para>The OpenOffice.org suite is available in more than 30 languages

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and can function on many operating systems, including Linux,

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Microsoft Windows, Solaris and Mac OS X. It is compatible with all other

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major office suites, including Microsoft Office, which makes it easy for you to open, save and exchange documents with

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friends and colleagues in Windows and Microsoft Office formats.</para>

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<para>Another key feature of the OpenOffice.org suite is that all

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the applications save in the OpenDocument format, which is the new

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international standard for office documents. This Extensible Markup

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Language (XML) based format enables you to access your data from

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any OpenDocument-compliant software.</para>

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<para>For more information on the history and development of OpenOffice.org,

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please visit <ulink url="http://en.wikipedia.org/wiki/Openoffice.org">http://en.wikipedia.org/wiki/Openoffice.org</ulink>.</para></screen>

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<para>The OpenOffice.org software suite includes the following

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applications to help you handle your work effectively:

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<listitem><para>OpenOffice.org Writer</para></listitem>

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<listitem><para>OpenOffice.org Calc</para></listitem>

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<listitem><para>OpenOffice.org Impress</para></listitem>

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<listitem><para>OpenOffice.org Base</para></listitem>

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<listitem><para>OpenOffice.org Draw</para></listitem>

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<listitem><para>OpenOffice.org Math</para></listitem>

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</itemizedlist>

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</para>

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<para>To access the OpenOffice.org suite:</para>

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<para>On the <emphasis role="strong">Applications</emphasis>

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menu, point to <emphasis role="strong">Office</emphasis> and

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then click the OpenOffice.org application you want.</para>

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</listitem>

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</itemizedlist>

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</imageobject>

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</figure>

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<sect3>

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<title>OpenOffice.org Writer</title>

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<para>Writer is the word processor of the OpenOffice.org suite. It

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provides you with powerful functions and tools to do anything from

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writing a small letter to creating an entire book that contains charts,

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graphics, images, tables and an index. It even offers you capabilities

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to perform complex desktop publishing tasks, such as creating

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multicolumn newsletters and brochures.</para>

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<para>The following graphic shows the OpenOffice.org Writer

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interface:</para>

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</imageobject>

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</figure>

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</sect3>

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<sect3>

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<title>OpenOffice.org Calc</title>

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<para>Calc is a powerful spreadsheet that contains all the tools

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necessary to calculate, analyse, summarise and present your data in

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the form of reports or charts. It has a wide range of features to help

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you perform advanced functions such as entering complex formulae,

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pulling in external data and performing statistical analyses.</para>

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<para>The following graphic shows the OpenOffice.org Calc interface:

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</para>

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</imageobject>

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</figure>

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</sect3>

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<sect3>

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<title>OpenOffice.org Impress</title>

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<para>Impress is a presentation program that helps you create

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effective multimedia presentations. It provides a range of tools to

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create outstanding presentations with 2D and 3D graphics, clip art,

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graphics, special effects and animations.</para>

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<para>The following graphic shows the OpenOffice.org Impress

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interface:</para>

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</imageobject>

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</figure>

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</sect3>

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<sect3>

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<title>OpenOffice.org Base</title>

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<para>Base is a program that enables you to create and

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work with databases. You can use it to create and modify tables,

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forms, queries and reports. It also allows you to access data stored in

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a wide variety of database file formats.</para>

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<para>The following graphic shows the OpenOffice.org Base interface:

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</para>

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</imageobject>

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</figure>

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</sect3>

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<sect3>

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<title>OpenOffice.org Draw</title>

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<para>Draw is a vector graphics editor that provides tools to create

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anything from simple graphics to dynamic 3D illustrations and special

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effects. It features a huge spectrum of connectors to link various

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shapes. These connectors are available in a wide range of line styles

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and enable you to create technical drawings, such as flowcharts,

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easily.</para>

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<para>The following graphic shows the OpenOffice.org Draw interface:

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</para>

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</imageobject>

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</figure>

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</sect3>

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<sect3>

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<title>OpenOffice.org Math</title>

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<para>You can use Math for creating and editing mathematical

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equations by using a graphic user interface or by directly typing the

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formula into the equation editor. The formula created in this manner

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can then be inserted into other OpenOffice.org programs, such as

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Writer, Calc and Impress.</para>

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<para>The following graphic shows the OpenOffice.org Math interface:

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</para>

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</imageobject>

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</figure>

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</sect3>

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</sect2>

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<sect2>

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<title>Using OpenOffice.org Writer</title>

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<para>Writer forms the word processor component of the OpenOffice.org

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office software suite. It contains all the features that you expect from a

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modern, fully equipped word processor or a desktop publisher. In

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addition, it contains some unique features that give it a cutting edge, in

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terms of usability, over other, more popular word processors.</para>

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<sect3>

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<title>Key Features of OpenOffice.org Writer</title>

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<para>The various features of OpenOffice.org Writer enable you to

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perform a wide range of operations. Based on the type of operations

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that they help you perform, some of these key features can be

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categorised as under.</para>

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<para><emphasis role="strong">Writing</emphasis></para>

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<para>OpenOffice.org Writer offers a variety of useful features to help

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you create basic text documents as well as long and complex or

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multi-part documents that may include components such as

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bibliographies, reference tables and indexes. Some of these features

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are:

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<listitem><para><emphasis role="strong">Spellchecker:</emphasis> The

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spellchecker feature facilitates error-free writing by enabling you

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to check your entire document, including the header, footer, index

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entries and footnotes, for spelling errors. It even allows you to

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identify a misspelled word from a specific selection of the document,

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lists suggested words for replacing the misspelled word and provides

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you the option to add a new word to the existing user dictionary.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para><emphasis role="strong">Thesaurus:</emphasis> The

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thesaurus helps you enhance the quality of your writing

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and make it more effective by allowing you to find a more

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appropriate synonym for a selected word.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para><emphasis role="strong">Autocorrect:</emphasis>

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Autocorrect is a software function that enables you to

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reduce your typing effort by automatically correcting

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common spelling and typing errors. This feature also

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allows you to automatically apply correct formatting to the

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text or insert special characters by recognizing particular

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character usage.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para><emphasis role="strong">Hyphenation:</emphasis> You

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can use the hyphenation feature to insert hyphens in words

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that are too long to fit at the end of a line. It searches the

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entire document and suggests hyphenation that you can

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either accept or reject.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para><emphasis role="strong">Mail merge:</emphasis> The

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Mail merge feature allows you to create multiple

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personalised form letters, labels, envelopes, faxes and

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e-mail messages by using a form letter template and an

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address database.</para>

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</imageobject>

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</figure>

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</listitem>

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</itemizedlist>

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</para>

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<para><emphasis role="strong">Designing and Structuring</emphasis></para>

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<para>OpenOffice.org enables you to design and structure your text

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document by using an assortment of features, including:

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<listitem><para><emphasis role="strong">Style and Formatting window:</emphasis>

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The Style and Formatting window is one ofthe common

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features available in the OpenOffice.org package that can

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be used consistently in all the applications included in the

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package. You can use this window to create, assign and

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modify styles for paragraphs, lists, individual characters,

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frames and pages.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para><emphasis role="strong">Navigator:</emphasis> Navigator

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is another common feature available with all the

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applications in the OpenOffice.org package. It provides you

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an outline view of the entire document and allows you to

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quickly navigate inside the document. You can also use

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Navigator to track of the objects and elements that are

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already inserted and to insert new elements into the

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document.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para><emphasis role="strong">Indexes and Tables:</emphasis>

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This feature enables you to insert an index, a table of

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contents or a bibliography reference in your text

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document. You can also customise the inserted tables and

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indexes by defining their structure and appearance.</para>

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</imageobject>

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</figure>

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</listitem>

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</itemizedlist>

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</para>

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<para><emphasis role="strong">Desktop Publishing</emphasis></para>

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<para>A number of desktop publishing and drawing features are

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available in OpenOffice.org Writer. These features can help you create

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professionally styled documents, such as brochures, invitations and

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newsletters. The features include:

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<listitem><para><emphasis role="strong">Text Frames:</emphasis> A text

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frame acts as a container for text and graphics and can be

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placed anywhere in a document. You can also use these

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frames to apply a multi-column layout to your document

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and render a professional look and style to it.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para><emphasis role="strong">Graphics:</emphasis> This

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feature allows you to insert a graphic object into your text

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document from a gallery, a file or any other OpenOffice.org

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application.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para><emphasis role="strong">Tables:</emphasis>

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OpenOffice.org Writer also enables you to create or insert

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a table into a text document. You can insert a table from a

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toolbar, through a menu command or from a spreadsheet.</para>

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</imageobject>

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</figure>

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</listitem>

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</itemizedlist>

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</para>

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<para><emphasis role="strong">Calculations</emphasis></para>

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<para>OpenOffice.org Writer offers an integrated calculation function,

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which enables you to use a formula bar to perform sophisticated

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calculations within a table inside a text document.</para>

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</imageobject>

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</figure>

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<para><emphasis role="strong">Drawing</emphasis></para>

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<para>The drawing functions available in OpenOffice.org Writer allow

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you to create many types of drawings and graphics directly in your

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text document. You can use the Drawing bar to add various shapes,

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lines, text and callouts to a current document.</para>

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</imageobject>

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</figure>

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<para>The OpenOffice.org Writer provides you with the drag-and-drop

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feature to help you work quickly and efficiently with your text

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documents. This unique feature allows you to drag objects from one

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location to another in the same document, from one OpenOffice

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document to another and from the Gallery to your OpenOffice

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document.</para>

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<para><emphasis role="strong">The Help Function</emphasis></para>

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<para>The Help function available in OpenOffice.org Writer provides

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you a complete reference for your Writer. You can also use the help

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feature to look for instructions to perform simple or complex tasks.

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</para>

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</sect3>

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<sect3>

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<title>Performing Basic Word-Processing Tasks</title>

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<para>You can perform a number of word-processing tasks, such as

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writing, editing, formatting, reviewing and printing documents, using

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OpenOffice.org Writer. The word processor also allows you to use

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various templates, apply different styles to your document, control

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your page layout and insert, edit and create graphics inside your text

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document. Instructions to perform some of the basic word-processing

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tasks in Writer are described in the following sections.</para>

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<para><emphasis role="strong">Entering and Formatting Text</emphasis></para>

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<para>OpenOffice.org Writer is primarily used for writing and

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formatting text. You can enter text using your keyboard and then

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apply a variety of formats to the text, as per the document's

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requirements.</para>

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<para>You can use the following steps to enter and format text using

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OpenOffice.org Writer:

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<listitem><para>On the <emphasis role="strong">Applications</emphasis>

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menu, point to <emphasis role="strong">Office</emphasis>

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and then click <emphasis role="strong">OpenOffice.org

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Word Processor</emphasis>. A blank text document opens.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>Based on your requirement, you can start entering

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text on this blank page to create a letter, a memo, a note or

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an entire novel. Alternatively, you may also decide to simplify

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your task by using a ready-to-use template or sample that is

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suitable for your requirements.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>To access the templates and samples, on the

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<emphasis role="strong">File</emphasis> menu, point to

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<emphasis role="strong">New</emphasis> and then click

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<emphasis role="strong">Templates and Documents</emphasis>.

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Alternatively, you can press SHIFT+CTRL+N.

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The <emphasis role="strong">Templates and Documents</emphasis>

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dialogue box opens.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>You can view the various categories of available

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templates in the middle column of the <emphasis role="strong">Templates

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and Documents</emphasis> dialogue box. Double-click a category to

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display the various templates associated with that category.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>The dialogue box displays the templates associated

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with one of the categories. When you select a template that

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suits your requirements, a new document is displayed based

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on this template. You can then start working on this template

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to create your required document in the least possible time.</para>

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</imageobject>

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</figure>

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<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

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<para><emphasis role="italic">If students need to know more

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about using samples and templates, you can tell them how

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to use various wizards, available under the File menu, to

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create user-defined templates, such as faxes and letters.

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These templates can later be used to create further

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documents.</emphasis></para>

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</listitem>

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<listitem><para>However, you may also decide to work with the blank

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document, which is displayed by default. To continue working

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with the blank document, exit the <emphasis role="strong">

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Templates and Documents</emphasis> dialogue box by

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clicking <emphasis role="strong">Close</emphasis> in the

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top-right corner of the dialogue box. The blank document

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opens.</para>

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<para>You can now start entering the required text in your

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document.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>After you have created the document of your choice,

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you can use the various formatting features provided in Writer

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to change the display of the text or emphasise specific areas

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in your document. You can use the following options available

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on the <emphasis role="strong">Formatting toolbar</emphasis> to

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perform some of the most common formatting tasks.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>OpenOffice.org provides you with several ways to apply

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formatting to your text document. One of them is by using

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the <emphasis role="strong">Style and Formatting</emphasis>

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window. As stated earlier, this is a wonderful

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feature to perform a complete document makeover.</para>

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<para>To open the <emphasis role="strong">Style and

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Formatting</emphasis> window, on the

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<emphasis role="strong">Format</emphasis> menu, click

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<emphasis role="strong">Style and Formatting</emphasis>.

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The <emphasis role="strong">Style and Formatting</emphasis>

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window appears.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>You can use this window to select and modify the

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existing style or create a new style. Clicking one of the icons

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below the title bar of the <emphasis role="strong">Style and

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Formatting</emphasis> window will display a list of styles in

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a particular category, such as a list or a paragraph.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>By default, when you open the Style and Formatting

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window, the Paragraph Style icon is selected. All the styles

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listed in this category are displayed in the Style and

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Formatting window.</para>

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<para>You can start restyling individual parts of the current

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document by specific parts of the document and applying an

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existing style by double-clicking that style.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>However, if you want to modify an existing style, you

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can simply right-click that style and select <emphasis role="strong">

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Modify</emphasis>. This displays a new pop-up window. You can redefine

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almost all aspects of the selected style using the various options

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available under the different tabs.</para>

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<para>Modify the specifications of the selected style, and

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click <emphasis role="strong">OK</emphasis> to apply the changes.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>Double-click the modified style to reflect the changes

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in the selected text.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>You can go on to customise all other parts of the

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document in the same way.</para>

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</listitem>

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</orderedlist>

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</para>

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<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

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<para><emphasis role="italic">If the students want to know more about

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the various formatting options available, you can give them the

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following information:</emphasis></para>

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<para><emphasis role="italic">OpenOffice.org provides several ways to

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apply styles. These are:</emphasis>

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<listitem><para><emphasis role="italic">Using the Styles and Formatting

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window.</emphasis></para></listitem>

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<listitem><para><emphasis role="italic">Using Fill Format mode.</emphasis>

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</para></listitem>

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<listitem><para><emphasis role="italic">Using the Apply Style list on the

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Formatting bar.</emphasis></para></listitem>

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<listitem><para><emphasis role="italic">Assigning styles to shortcut keys.

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</emphasis></para></listitem>

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<listitem><para><emphasis role="italic">Using AutoFormat.</emphasis>

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</para></listitem>

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</itemizedlist>

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</para>

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<para><emphasis role="italic">In addition, describe the procedure to

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create a new style and add it to the Style and Formatting window.</emphasis>

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</para>

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<para><emphasis role="strong">Inserting Tables</emphasis></para>

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<para>To insert a table in a text document, position the cursor where

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you want the table to appear and then follow the procedure described

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below:

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<listitem><para>On the <emphasis role="strong">Table</emphasis>

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menu, point to <emphasis role="strong">Insert</emphasis>

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and then click <emphasis role="strong">Table</emphasis>.

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The <emphasis role="strong">Insert Table</emphasis>

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dialogue box opens.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>You can use the various options present in the

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dialogue box to specify some of the table properties.</para>

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</imageobject>

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</figure>

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<para>To directly insert a table with the default properties, click the

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<emphasis role="strong">Table</emphasis> icon on the <emphasis role="strong">Standard toolbar</emphasis>

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and select the table size in the graphic that appears. To create the

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table, click the cell that you want to be on the last row of the last

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column.</para></screen>

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</listitem>

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<listitem><para>Specify the table properties and click

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<emphasis role="strong">OK</emphasis>. The table is

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inserted at the specified location in your text document.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>By default, Writer creates a table as wide as the page

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margins, with all the rows having the same height and all the

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columns having the same width. To adjust the column and

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rows and customise the table further, right-click the table and

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select <emphasis role="strong">Table</emphasis> from the

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short-cut menu. The <emphasis role="strong">Table Format</emphasis>

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dialogue box opens.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>As the name clearly suggests, you can use this

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dialogue box to define finer specifications for the table such

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as alignment, column width, text flow, borders and background.</para>

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<para>Define the table specifications as per your requirements and

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preferences, and click <emphasis role="strong">OK</emphasis> to apply

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the changes.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>The defined specifications are applied to the table. In

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case the data in one of the table cells needs to be arranged in

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the form of a table, you can create another layer of tables

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inside the current table. These tables are called nested

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tables. Writer permits you to create as many layers of nested

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tables as you want.</para>

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<para>To create a nested table, click the cell in which you

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want the nested table to appear; then, follow the

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aforementioned procedure for inserting a new table. A nested

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table appears in the specified cell within the larger table.</para>

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</imageobject>

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</figure>

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</listitem>

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<listitem><para>You can now define the finer specifications of the

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nested table using the <emphasis role="strong">Table Format</emphasis>

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dialogue box and then populate the table with data.</para>

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</imageobject>

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</figure>

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</listitem>

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</orderedlist>

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</para>

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<para><emphasis role="strong">Inserting Images</emphasis></para>

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<para>OpenOffice.org allows you to import images of various file

640

formats, including the most common file types such as JPEG, PNG,

641

BMP and GIF. Writer provides you an option to insert any of these

642

images, whether downloaded from the Internet, scanned or created

643

with a graphics program, into your text document. You can insert an

644

image from a file, the OpenOffice.org Gallery or from any other

645

sources such as a scanner or a graphics program.</para>

646

<para>To insert an image into your text document from a file:

647

648

<listitem><para>Position the cursor at the appropriate location in the

649

document where you want the picture to be inserted. On the

650

<emphasis role="strong">Insert</emphasis> menu, point to

651

<emphasis role="strong">Picture</emphasis> and then click

652

<emphasis role="strong">From File</emphasis>. The

653

<emphasis role="strong">Insert Picture</emphasis> dialogue

654

box opens.</para>

655

656

657

658

</imageobject>

659

</figure>

660

</listitem>

661

<listitem><para>To insert the file, navigate to the desired file and

662

select it.</para>

663

</listitem>

664

<listitem><para>Select the <emphasis role="strong">Preview</emphasis>

665

check box at the bottom of the

666

<emphasis role="strong">Insert Picture</emphasis> dialogue

667

box to preview the selected image in a pane and verify

668

whether you have selected the correct image.</para>

669

670

671

672

</imageobject>

673

</figure>

674

<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

675

<para><emphasis role="italic">You can share with the students

676

the following details about the use of the <emphasis role="strong">Link</emphasis>

677

check box, which is present at the bottom of the

678

<emphasis role="strong">Insert Picture</emphasis> dialogue box.</emphasis></para>

679

<para><emphasis role="italic">Selecting the

680

<emphasis role="strong">Link</emphasis> check box

681

creates a link of the selected file inside your text

682

document, instead of saving a copy of the image in your

683

document. As a result, though you'll be able to

684

view the image in the document, when the image is saved,

685

the document will contain only a reference to that image

686

but not the image itself. Linking an image has the following

687

advantages and disadvantages:</emphasis>

688

689

<listitem><para><emphasis role="italic">It reduces the size

690

of your document when it is saved because the image is

691

not included in it.</emphasis></para></listitem>

692

<listitem><para><emphasis role="italic">You can edit or modify

693

the image separately without making any changes in the document

694

and can view the modified image the next time you open the

695

document.</emphasis></para></listitem>

696

<listitem><para><emphasis role="italic">When you wish to send

697

the document to someone, you need to send both the document

698

and the image; else, the receiver will not be able to view the

699

linked image.</emphasis></para></listitem>

700

</itemizedlist>

701

</para>

702

703

704

705

</imageobject>

706

</figure>

707

</listitem>

708

<listitem><para>To insert the selected image into your document, click

709

710

<listitem><para>The image is inserted at the specified location in your

711

document. However, it is very likely that the image will not fit

712

perfectly into your document and, therefore, will need to be

713

resized.</para>

714

<para>To resize the image, while maintaining its proportions,

715

select the image and then press and hold the

716

<emphasis role="strong">SHIFT</emphasis>key. When you

717

select an image, some square points appear along its

718

perimeter. These are called <emphasis role="italic">handles</emphasis>.

719

While holding down the <emphasis role="strong">Shift</emphasis> key,

720

click and drag one of the handles on the image to modify its size.</para>

721

<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

722

<para><emphasis role="italic">Explain the difference between a

723

scaled and an unscaled resize, and emphasise the advantages of the

724

scaled resize performed above.</emphasis></para>

725

726

727

728

</imageobject>

729

</figure>

730

</listitem>

731

<listitem><para>After you have resized the image without distorting it,

732

you need to position the image appropriately with respect to

733

the text and other graphics in the document.</para>

734

<para>You can arrange and align images using the tools on

735

the <emphasis role="strong">Frame toolbar</emphasis>.

736

This toolbar appears below the <emphasis role="strong">

737

Standard toolbar</emphasis> when you select a graphic for

738

the first time.</para>

739

740

741

742

</imageobject>

743

</figure>

744

</listitem>

745

<listitem><para>Alternatively, you can right-click the image and then

746

select from the available options, such as

747

<emphasis role="strong">Arrange, Wrap</emphasis> or

748

<emphasis role="strong">Anchor</emphasis>, on the

749

short-cut menu.</para>

750

751

752

753

</imageobject>

754

</figure>

755

</listitem>

756

<listitem><para>After you have selected appropriate positioning options

757

for the image, you may obtain a result similar to that shown

758

overleaf.</para>

759

760

761

762

</imageobject>

763

</figure>

764

</listitem>

765

</orderedlist>

766

</para>

767

<para><emphasis role="strong">Printing Documents</emphasis></para>

768

<para>To print a document:

769

770

771

menu, click <emphasis role="strong">Print</emphasis>. The

772

<emphasis role="strong">Print</emphasis> dialogue box opens.</para>

773

774

775

776

</imageobject>

777

</figure>

778

</listitem>

779

<listitem><para>You can use this dialogue box to specify the printer to

780

be used – in case you have more than one printer

781

installed on your system, the pages to be printed and the

782

number of copies to be printed. Moreover, you can click the

783

<emphasis role="strong">Properties</emphasis> button in

784

the <emphasis role="strong">Print</emphasis> dialogue box

785

to define the properties of the printer, such as orientation, the

786

paper tray to be used and the paper size to be printed.</para>

787

<para>To define printer options for the current document, click

788

the <emphasis role="strong">Options</emphasis> button in

789

the <emphasis role="strong">Print</emphasis> dialogue box.</para>

790

791

792

793

</imageobject>

794

</figure>

795

</listitem>

796

<listitem><para>The <emphasis role="strong">Printer Options</emphasis>

797

dialogue box enables you to select specific

798

sections from the current document for printing. For example,

799

to save toner or ink, you may not want to print the

800

background and the graphics in the document. You can

801

specify these details under the <emphasis role="strong">

802

Content</emphasis> section by selecting or clearing the

803

appropriate check boxes.</para>

804

<para>Similarly, you can define the required printing options

805

in the <emphasis role="strong">Pages</emphasis> and

806

<emphasis role="strong">Notes</emphasis> section. After

807

specifying the details, click <emphasis role="strong">OK</emphasis>

808

to save your settings.</para>

809

810

811

812

</imageobject>

813

</figure>

814

815

<para>The selection of the options in the <emphasis role="strong">Printer

816

Options</emphasis> dialogue box will not apply to all other documents.

817

Rather, this selection will apply only to the printing of the current

818

document and shall over-ride all the default settings.</para></screen>

819

<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

820

<para><emphasis role="italic">If the students want to know about

821

the procedure to select the default print options, provide

822

them the following information:</emphasis></para>

823

<para><emphasis role="italic">To select the default print

824

options, On the Tools menu, click Options.</emphasis>

825

826

<listitem><para><emphasis role="italic">The OpenOffice.org

827

– Print dialogue box opens.</emphasis></para></listitem>

828

<listitem><para><emphasis role="italic">In the left navigation

829

panel, expand OpenOffice.org Writer and then select

830

Print.</emphasis></para></listitem>

831

<listitem><para><emphasis role="italic">Select the required

832

options and click OK to apply the changes to the

833

default print settings.</emphasis></para></listitem>

834

</itemizedlist>

835

</para>

836

</listitem>

837

<listitem><para>You have selected the print options according to your

838

requirements, and are now set to print the document. Before

839

printing the document, you may want to preview it to verify

840

how each page will look when printed. To perform a page

841

preview, on the <emphasis role="strong">File</emphasis>

842

menu, click <emphasis role="strong">Page Preview</emphasis>.</para>

843

844

845

846

</imageobject>

847

</figure>

848

</listitem>

849

<listitem><para>The Writer window changes to provide you a preview of

850

the current page and the following page as they would appear

851

when printed. You will notice that the

852

<emphasis role="strong">Page Preview</emphasis> toolbar

853

appears in place of the <emphasis role="strong">Formatting

854

toolbar</emphasis>.</para>

855

856

857

858

</imageobject>

859

</figure>

860

</listitem>

861

<listitem><para>If you are satisfied by the page layout and other

862

settings of the document, click <emphasis role="strong">

863

Close Preview</emphasis> to close the print preview and

864

return to the normal view. You can now select the

865

<emphasis role="strong">Print File Directly</emphasis>

866

option from the <emphasis role="strong">Standard toolbar</emphasis>

867

to print the document directly.</para></listitem>

868

</orderedlist>

869

</para>

870

<para><emphasis role="strong">Saving Documents</emphasis></para>

871

<para>You can save your Writer document in the same way as you

872

save any other document. To save a new text document:

873

874

875

menu, click <emphasis role="strong">Save As</emphasis>.

876

The <emphasis role="strong">Save</emphasis> dialogue

877

box opens.</para>

878

879

880

881

</imageobject>

882

</figure>

883

</listitem>

884

<listitem><para>Navigate to the directory where you want to save the

885

file, enter the file name and click <emphasis role="strong">

886

Save</emphasis> to save the file at the desired location.</para>

887

<para>However, you can save an open file with the current file

888

name by simply clicking <emphasis role="strong">Save</emphasis> on the

889

<emphasis role="strong">File</emphasis> menu. This overwrites the file

890

with the last saved state of the document.</para>

891

892

893

894

</imageobject>

895

</figure>

896

</listitem>

897

<listitem><para>As stated earlier, OpenOffice.org also allows you to

898

save your document in a number of other file formats,

899

including Microsoft Word, Rich Text, Star Writer and HTML

900

document. This enables you to share your documents with

901

other people who do not use OpenOffice.org, but use other

902

office applications, such as Office.</para>

903

<para>In case you want to save your current document as a

904

Word file, select the appropriate type of Word format from the

905

drop-down menu at the bottom of the dialogue box. Then,

906

click <emphasis role="strong">Save</emphasis> to save the

907

file as a Word document.</para>

908

909

910

911

</imageobject>

912

</figure>

913

</listitem>

914

</orderedlist>

915

</para>

916

</sect3>

917

</sect2>

918

<sect2>

919

<title>Using OpenOffice.org Calc</title>

920

<para>As stated earlier, Calc is the spreadsheet component of the

921

OpenOffice.org office software suite. The comprehensive range of

922

advanced functions included in Calc helps professionals accomplish

923

complex tasks. At the same time, Calc is user-friendly, which makes it

924

easier for new users. This topic will familiarise you with the key features

925

of OpenOffice.org Calc and help you perform some basic spreadsheet

926

functions using Calc.</para>

927

<para>The features of Calc are comparable to those of Microsoft Excel.

928

Calc also includes some additional useful features, such as a system

929

that automatically formulates series for graphing based on the layout of

930

the current data.</para>

931

<para>Similar to all other applications in the OpenOffice.org suite, Calc

932

allows you to save spreadsheets in OASIS OpenDocument (ODF)

933

format. This XML-based format enables you to access your spreadsheets

934

from any OpenDocument-compliant software. In addition, Calc allows you

935

to save spreadsheets directly as Portable Document Format (PDF) files

936

without using any additional, expensive software.</para>

937

<sect3>

938

<title>Key Features of OpenOffice.org Calc</title>

939

<para>Calc is a fully featured office application that includes all the

940

advance analysis, charting and decision-making features that you

941

expect from a high-end spreadsheet. Some of the key features of

942

OpenOffice.org Calc are:</para>

943

<para><emphasis role="strong">Calculation:</emphasis> OpenOffice.org

944

Calc provides you with over 300 functions for financial, logical,

945

statistical, mathematical and banking operations. This enables you

946

to create formulae to perform complex calculations on your data. In

947

addition, Calc provides you with Function wizard that guides you

948

interactively through the creation of formulae.</para>

949

<para>Another remarkable feature of OpenOffice.org Calc is that it

950

allows you to create natural language formulae using words such as

951

sales – costs.</para>

952

<para><emphasis role="strong">Scenario Manager:</emphasis> An

953

interesting feature of Calc, the Scenario Manager, allows you

954

perform what-if analyses. It enables you to immediately view the

955

result of the changes made to any factor of the calculation. For

956

example, when performing a loan calculation, you can change the

957

period of the loan and can view the resulting calculations for the

958

loan-repayment amount or the interest rate.</para>

959

<para><emphasis role="strong">Data Pilot:</emphasis> Data Pilot

960

enables you to compare, combine and arrange large amounts of

961

data. It helps you to pull in raw data from corporate databases,

962

cross-tabulate, summarise and convert the data into meaningful

963

information. You can use Data Pilot to create interactive tables,

964

which allows the data to be frequently arranged, rearranged or

965

summarised according to different points of view.</para>

966

<para><emphasis role="strong">Dynamic Charts:</emphasis> This

967

feature enables you to present data in the form of dynamic charts.

968

As the name suggests, these charts update automatically as the

969

data in the spreadsheet changes.</para>

970

<para><emphasis role="strong">Opening and Saving Microsoft Files:</emphasis>

971

Another important feature of Calc is that it allows you

972

to use your old Microsoft spreadsheets and save your work in

973

Microsoft Excel or a variety of other formats. This facilitates the

974

easy sharing of data with others using Microsoft or other such

975

products.</para>

976

</sect3>

977

<sect3>

978

<title>Performing Basic Spreadsheet Tasks </title>

979

<para>Similar to any other spreadsheet application, Calc is used to

980

process numerical or textual information in tabular form. It is primarily

981

used for tabulating numerical figures. It also allows you to sort and

982

manipulate data, apply arithmetic, mathematic and statistical

983

functions to data sets and represent the datasets in charts or

984

graphical forms. The following sections describe the instructions to

985

perform some basic spreadsheet tasks in Calc.</para>

986

<para><emphasis role="strong">Formatting Tables and Cells</emphasis></para>

987

<para>To format tables and cells in a Calc spreadsheet:

988

989

<listitem><para>On the <emphasis role="strong">Applications</emphasis>

990

menu, point to <emphasis role="strong">Office</emphasis> and then

991

click <emphasis role="strong">OpenOffice.org Spreadsheet</emphasis> to

992

open a Calc spreadsheet. A new Calc window opens.</para>

993

994

995

996

</imageobject>

997

</figure>

998

</listitem>

999

<listitem><para>Some of the key components of the main Calc window

1000

are described below:

1001

1002

1003

1004

</imageobject>

1005

</figure>

1006

1007

<listitem><para>The Name box contains the cell and the row

1008

number, called the cell reference, of the current or

1009

active cell.</para></listitem>

1010

<listitem><para>The active cell indicates the selected cell

1011

currently in use.</para>

1012

<para>The Function wizard opens the <emphasis role="strong">Function

1013

Wizard</emphasis> dialogue box.</para></listitem>

1014

<listitem><para>The Sum button allows you to calculate the

1015

sum of the numbers in the cells that are above the

1016

current cell.</para></listitem>

1017

<listitem><para>Clicking the Function button inserts an equals

1018

sign into the current cell as well as in the input line,

1019

making it ready to accept a formula.</para></listitem>

1020

<listitem><para>The sheet tabs at the bottom of the sheet

1021

indicate the number of worksheets present in the

1022

current spreadsheet. By default, a new spreadsheet

1023

includes three worksheets.</para></listitem>

1024

</itemizedlist>

1025

</para>

1026

<para>To perform operations in your Calc spreadsheet, you

1027

need to first select the cell or the cell range in which you want

1028

to operate. After selecting the cell, row, column or range, you

1029

can start typing your data. To move between the cells while

1030

typing, press <emphasis role="strong">Tab</emphasis> or

1031

<emphasis role="strong">Enter</emphasis>.</para>

1032

1033

1034

1035

</imageobject>

1036

</figure>

1037

</listitem>

1038

<listitem><para>After you have entered the required data in the

1039

spreadsheet, you can apply different formatting styles to it by

1040

selecting from the wide range of options available in Calc. To

1041

apply desired formatting to a selected range of cells, on the

1042

<emphasis role="strong">Format</emphasis> menu, click

1043

<emphasis role="strong">Cells</emphasis>. The

1044

<emphasis role="strong">Format Cells</emphasis> dialogue

1045

box opens.</para>

1046

1047

1048

1049

</imageobject>

1050

</figure>

1051

</listitem>

1052

<listitem><para>You can use the various options available under the

1053

<emphasis role="strong">Font, Font Effects</emphasis>

1054

and <emphasis role="strong">Alignment</emphasis> tabs to

1055

specify various formatting attributes for the selected text.

1056

Similarly, for assigning formatting attributes to numbers, you

1057

can select from a number of pre-defined formats available on

1058

the <emphasis role="strong">Numbers</emphasis> tab page

1059

or define a new one based on your preferences.</para>

1060

1061

1062

1063

</imageobject>

1064

</figure>

1065

</listitem>

1066

<listitem><para>The <emphasis role="strong">Format Cells</emphasis>

1067

dialogue box also provides you with options to add smart

1068

borders and vibrant backgrounds to your spreadsheet. It also

1069

allows you to select a background colour, from a spectrum of

1070

colours, for your otherwise bland and dull spreadsheet.</para>

1071

<para>Define the specifications and click

1072

<emphasis role="strong">OK</emphasis> to apply the

1073

formatting effects.</para>

1074

1075

1076

1077

</imageobject>

1078

</figure>

1079

</listitem>

1080

<listitem><para>After you have selected formatting attributes for the

1081

selected cell range, you may get a result similar to this

1082

one.</para>

1083

1084

1085

1086

</imageobject>

1087

</figure>

1088

</listitem>

1089

<listitem><para>Calc provides you with another useful feature, called

1090

Autoformat, which enables you to create attractive and

1091

professional table designs without undergoing the

1092

time-consuming process of selecting cell groups and

1093

assigning different formats to them. The Autoformat feature

1094

allows you to quickly apply preset formats to an entire sheet

1095

or a selected cell range. To apply Autoformat to a sheet or

1096

selected cell range, on the <emphasis role="strong">Format</emphasis>

1097

menu, click <emphasis role="strong">Autoformat</emphasis>.</para>

1098

1099

1100

1101

</imageobject>

1102

</figure>

1103

</listitem>

1104

<listitem><para>This displays the <emphasis role="strong">

1105

AutoFormat</emphasis> dialogue box. To assign a pre-set

1106

format to the selected cells, select one from the

1107

<emphasis role="strong">Format</emphasis> list and then

1108

click <emphasis role="strong">OK</emphasis> to apply the

1109

selected format to the selection.</para>

1110

1111

1112

1113

</imageobject>

1114

</figure>

1115

</listitem>

1116

<listitem><para>The format of your choice is immediately applied to

1117

the selection, and you get an attractive and fully formatted

1118

table with very little effort.</para>

1119

1120

1121

1122

</imageobject>

1123

</figure>

1124

</listitem>

1125

</orderedlist>

1126

</para>

1127

<para><emphasis role="strong">Entering Values and Formulae</emphasis></para>

1128

<para>A formula is a spreadsheet function, complete with arguments,

1129

entered in a cell. All formulae begin with an equal sign and may

1130

contain number, text and, in some cases, other data such as format

1131

details. The formulae may also contain arithmetic operators, logic

1132

operators or function starts. Table 5.1 lists some examples of

1133

OpenOffice.org formulae:

1134

<table>

1135

<title>Calc Formulae</title>

1136

1137

1138

1139

<tbody>

1140

<row>

1141

<entry><para><emphasis role="strong">Formulae</emphasis>

1142

</para></entry>

1143

<entry><para><emphasis role="strong">Description</emphasis>

1144

</para></entry>

1145

</row>

1146

<row>

1147

1148

</para></entry>

1149

<entry><para>Calculates the sum of the cells A1:A11</para>

1150

</entry>

1151

</row>

1152

<row>

1153

<entry><para><emphasis role="strong">=EFFECTIVE(5%;12)</emphasis>

1154

</para></entry>

1155

<entry><para>Calculates the effective interest for 5% annual

1156

nominal interest with 12 payments a year</para></entry>

1157

</row>

1158

<row>

1159

1160

</entry>

1161

<entry><para>Displays the result of the multiplication of B1

1162

and B2</para></entry>

1163

</row>

1164

<row>

1165

1166

</para></entry>

1167

<entry><para>Calculates C4 minus the sum of cells C10 to

1168

C14</para></entry>

1169

</row>

1170

</tbody>

1171

</tgroup>

1172

</table>

1173

</para>

1174

<para>The quickest way to enter a formula is to type the formula

1175

either in the cell where you want the result to display or in the Input

1176

Line on the Formula bar. Yet another way to enter a formula is by

1177

using the Function wizard, which helps you interactively create

1178

formulae.</para>

1179

<para>To enter a formula using the Function wizard:

1180

1181

<listitem><para>In your spreadsheet, select the cell where you want the

1182

formula to be inserted. To allow the Function wizard to guide

1183

you through the creation and application of a formula, on the

1184

<emphasis role="strong">Formula</emphasis> bar, click

1185

<emphasis role="strong">Function Wizard</emphasis>. This

1186

opens the <emphasis role="strong">Function Wizard</emphasis> dialogue

1187

box.</para>

1188

1189

1190

1191

</imageobject>

1192

</figure>

1193

</listitem>

1194

<listitem><para>You can see the entire range of functions listed in the

1195

<emphasis role="strong">Functions</emphasis> list box.

1196

You can also select one category from the

1197

<emphasis role="strong">Category</emphasis> drop-down

1198

list to display the functions listed under that category.</para>

1199

<para>Find the desired function from the

1200

<emphasis role="strong">Functions</emphasis> list, and

1201

click to select it.</para>

1202

1203

1204

1205

</imageobject>

1206

</figure>

1207

</listitem>

1208

<listitem><para>After you select the function, the

1209

<emphasis role="strong">Function Wizard</emphasis>

1210

dialogue box provides you some information about the

1211

selected function to guide you through your selection. After

1212

selecting the function, click <emphasis role="strong">Next</emphasis>

1213

to proceed with the task of entering a formula.</para>

1214

1215

1216

1217

</imageobject>

1218

</figure>

1219

</listitem>

1220

<listitem><para>Now, you are required to specify the numbers to which

1221

you want to apply the formula. To select the numbers, you

1222

need to go back to the worksheet.</para>

1223

<para>Click the <emphasis role="strong">Shrink</emphasis>

1224

button to shrink this dialogue box and return to the

1225

worksheet.</para>

1226

1227

1228

1229

</imageobject>

1230

</figure>

1231

</listitem>

1232

<listitem><para>The <emphasis role="strong">Function Wizard</emphasis>

1233

dialogue box shrinks to allow you to view the worksheet. To select the

1234

cell range, hold down the <emphasis role="strong">SHIFT</emphasis> key

1235

and use the mouse to select the cell range containing the desired

1236

numbers.</para>

1237

1238

1239

1240

</imageobject>

1241

</figure>

1242

</listitem>

1243

<listitem><para>After selecting the cells, you can go back to the

1244

Function wizard by clicking the <emphasis role="strong">

1245

Maximize</emphasis> button.</para>

1246

1247

1248

1249

</imageobject>

1250

</figure>

1251

</listitem>

1252

<listitem><para>Notice that the cell reference for the selected cell

1253

range automatically appears in the <emphasis role="strong">

1254

number 1</emphasis> box and the applied formula, complete

1255

with arguments, appears in the <emphasis role="strong">

1256

Formula</emphasis> box at the bottom of the dialogue box.

1257

To complete the task of entering a formula, click

1258

1259

1260

1261

1262

</imageobject>

1263

</figure>

1264

</listitem>

1265

<listitem><para>The solution appears in the cell where you had applied

1266

the formula.</para>

1267

1268

1269

1270

</imageobject>

1271

</figure>

1272

</listitem>

1273

</orderedlist>

1274

</para>

1275

<para><emphasis role="strong">Inserting Charts</emphasis></para>

1276

<para>You can present your data in the form of charts or graphs to

1277

compare your data series visually and view trends in the data. Calc

1278

offers you a number of ways to represent spreadsheet data

1279

graphically.</para>

1280

<para>To insert a chart in your spreadsheet:

1281

1282

<listitem><para>Open a spreadsheet containing data and row and

1283

column headings, and select the data to be included in the

1284

chart.</para></listitem>

1285

<listitem><para>On the <emphasis role="strong">Insert</emphasis>

1286

menu, select <emphasis role="strong">Chart</emphasis>.

1287

The <emphasis role="strong">Auto Format Chart</emphasis>

1288

dialogue box appears.</para>

1289

1290

1291

1292

</imageobject>

1293

</figure>

1294

<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

1295

<para><emphasis role="italic">Tell the students about the

1296

alternate way to insert a chart using the Insert Chart icon

1297

from the Standard toolbar.</emphasis></para>

1298

</listitem>

1299

<listitem><para>As the first step, you are required to define the data

1300

range, the labels and the target sheet where the chart would

1301

be displayed.</para>

1302

<para>If you have already selected the data range, it would

1303

automatically appear in the <emphasis role="strong">Range</emphasis>

1304

input field. Alternatively, you can select the data

1305

range by clicking the <emphasis role="strong">Shrink</emphasis>

1306

button next to the <emphasis role="strong">Range</emphasis>

1307

input field and selecting the desired range.</para>

1308

<para>After defining the required specifications, click

1309

<emphasis role="strong">Next</emphasis> to continue.

1310

</para>

1311

1312

1313

1314

</imageobject>

1315

</figure>

1316

</listitem>

1317

<listitem><para>This takes you to the second page of the

1318

<emphasis role="strong">AutoFormat</emphasis> dialogue

1319

box. On this page, you can select the chart type and preview

1320

the output of the chart. Calc allows you to select from a wide

1321

range of 2D and 3D charts. You may decide to create a chart

1322

immediately, based on the options you have specified so far,

1323

by clicking <emphasis role="strong">Create</emphasis>.

1324

Alternatively, you can continue to fine-tune your chart by

1325

defining more specifications.</para>

1326

<para>Select the chart type, and click

1327

<emphasis role="strong">Next</emphasis> to continue with

1328

the procedure of inserting charts.</para>

1329

1330

1331

1332

</imageobject>

1333

</figure>

1334

</listitem>

1335

<listitem><para>The next page provides you a variety of options to

1336

select a variant of the selected graph type and preview it in the

1337

left pane. Again, you may decide to create a chart from this

1338

screen, or click <emphasis role="strong">Next</emphasis>

1339

to define titles and labels for the chart.</para>

1340

1341

1342

1343

</imageobject>

1344

</figure>

1345

</listitem>

1346

<listitem><para>This is the last screen of the

1347

<emphasis role="strong">AutoFormat</emphasis> dialogue

1348

box, where you can specify the main title for your chart and

1349

title and labels for the axes. After specifying the required

1350

information, click <emphasis role="strong">Create</emphasis>.

1351

This inserts a chart at the specified location on your

1352

spreadsheet.</para>

1353

1354

1355

1356

</imageobject>

1357

</figure>

1358

</listitem>

1359

<listitem><para>You can now move and resize the chart and edit it

1360

further to suit your requirements.</para>

1361

1362

1363

1364

</imageobject>

1365

</figure>

1366

</listitem>

1367

</orderedlist>

1368

</para>

1369

<para><emphasis role="strong">Exporting Spreadsheets to PDF</emphasis></para>

1370

<para>Similar to all other OpenOffice.org applications, Calc enables

1371

you to export your spreadsheets as PDF files. With Openoffice.org,

1372

you need not use any additional third-party software to convert your

1373

document into PDF format.</para>

1374

<para>To export your spreadsheet as a PDF:

1375

1376

1377

menu, click <emphasis role="strong">Export as PDF</emphasis>.

1378

The <emphasis role="strong">Export</emphasis> dialogue box appears.</para>

1379

1380

1381

1382

</imageobject>

1383

</figure>

1384

</listitem>

1385

<listitem><para>Provide a file name for your spreadsheet and navigate

1386

to the directory where you want to save it. Click

1387

<emphasis role="strong">Save</emphasis> to continue. This

1388

opens the <emphasis role="strong">PDF Options</emphasis>

1389

dialogue box.</para>

1390

1391

1392

1393

</imageobject>

1394

</figure>

1395

</listitem>

1396

<listitem><para>The four tabbed pages in this dialogue box allow you

1397

to define options, such as the pages to be included in the

1398

PDF, the type of compression to be used and the level of

1399

security to be assigned to the file. After defining these

1400

specifications, click <emphasis role="strong">Export</emphasis>

1401

to export the spreadsheet as a PDF file.</para>

1402

1403

<para>To discover an Easter Egg tucked away in Calc, click within any of

1404

the cells of your spreadsheet, type = <emphasis role="strong">GAME("StarWars")</emphasis>

1405

and start playing right away.</para></screen>

1406

1407

1408

1409

</imageobject>

1410

</figure>

1411

</listitem>

1412

<listitem><para>Your spreadsheet is now displayed as a PDF file.</para>

1413

1414

1415

1416

</imageobject>

1417

</figure>

1418

</listitem>

1419

</orderedlist>

1420

</para>

1421

</sect3>

1422

</sect2>

1423

<sect2>

1424

<title>Using OpenOffice.org Impress</title>

1425

<para>Impress is a fully featured presentation tool of the OpenOffice.org

1426

office software suite. It enables you to create effective multi-media

1427

presentations by creating 2D and 3D clip art and images. It also allows

1428

you to create special effects and animations by using high-impact

1429

drawing tools.</para>

1430

<para>OpenOffice.org Impress is similar to Microsoft PowerPoint in its

1431

functionality. However, Impress includes certain features that render it

1432

more useful than PowerPoint. In addition to allowing you to create PDF

1433

files from presentations, Impress lets you export the presentations into

1434

ShockWave Flash (SWF) files. This enables you to run the output on

1435

any computer that has a Flash player installed.</para>

1436

<sect3>

1437

<title>Key Features of OpenOffice.org Impress</title>

1438

<para>Some of the many useful features of Impress are:</para>

1439

<para><emphasis role="strong">Creating Vector Graphics:</emphasis>

1440

Impress comes bundled with various drawing tools that allow you to

1441

create vector graphics from within the application. You can also

1442

export vector graphics to bitmap pictures and, inversely, convert

1443

bitmap pictures into vector graphics.</para>

1444

<para><emphasis role="strong">Creating Slides:</emphasis> Impress

1445

provides ready-to-use templates to create professional slides. It

1446

also provides a complete range of drawing and diagramming tools to

1447

jazz up your slides. You can even use a Master view to add the

1448

elements that you want to appear on all slides of your presentation.

1449

</para>

1450

<para>Further, Impress users have the option to install the Open

1451

ClipArt library, which contains a huge gallery of images for creating

1452

general presentations as well as drawing projects.</para>

1453

<para><emphasis role="strong">Creating Presentations:</emphasis>

1454

When you design presentations, Impress provides a complete

1455

range of views such as Drawing, Outline, Slides, Notes and

1456

Handouts to help you meet the needs of your audience. In addition,

1457

it provides an optional multi-pane view in which you can use all the

1458

tools easily and conveniently.</para>

1459

<para>Animations and effects help add spice to your presentations.

1460

You can render stunning 2D and 3D effects to your text using

1461

Fontwork, which lets you create life-like 3D images easily.</para>

1462

<para><emphasis role="strong">Publishing Presentations:</emphasis>

1463

As stated earlier, Impress allows you to publish presentations as

1464

handouts, export them into PDF files, convert them into SWF files

1465

and publish them as HTML documents. This enables you to

1466

access your presentation from a variety of platforms.</para>

1467

<para><emphasis role="strong">Running Presentations:</emphasis>

1468

OpenOffice.org Impress provides different ways to start and control

1469

your slideshows. You can either run your slideshow manually by

1470

using your keyboard or mouse or automatically, if you have defined

1471

the slide transition for each slide.</para>

1472

<para><emphasis role="strong">Saving Presentation in Other Formats:</emphasis>

1473

Similar to other OpenOffice.Org applications, Impress saves your

1474

work in the international OpenDocument format. It also allows you

1475

to save your work in other, more popular formats, such as

1476

PowerPoint. This enables you to share your work with people

1477

using Microsoft or other office applications.</para>

1478

1479

<para>Apart from the PowerPoint format, you may also save your work in other

1480

formats, including StarDraw 5.0, StarDraw 3.0, Star Impress 5.0, the Star

1481

Impress 5.0 template, Star Impress 4.0, the Star Impress 4.0 template and

1482

OpenDocument Drawing.</para></screen>

1483

</sect3>

1484

<sect3>

1485

<title>Creating Multi-Media Presentations</title>

1486

<para>You can create outstanding multi-media presentations using

1487

OpenOffice.org Impress. It allows you to create slides, handouts,

1488

notes and outlines. In conjunction with projectors, it allows you to

1489

reach out to a large audience. In other words, Impress has all the

1490

capabilities you would expect in any presentation application.</para>

1491

<para><emphasis role="strong">Creating, Viewing and Printing a

1492

Presentation</emphasis></para>

1493

<para>To create and view presentations using OpenOffice.org Impress:

1494

1495

<listitem><para>On the <emphasis role="strong">Applications</emphasis>

1496

menu, point to <emphasis role="strong">Office</emphasis>

1497

and then click <emphasis role="strong">OpenOffice.org

1498

Presentation</emphasis>.</para>

1499

1500

1501

1502

</imageobject>

1503

</figure>

1504

</listitem>

1505

<listitem><para>The <emphasis role="strong">Presentation Wizard</emphasis>

1506

dialogue box appears. The Presentation wizard allows you to

1507

define the basic structure of a presentation in three brief

1508

steps. As a first step, you can define the type of presentation

1509

you want to create. You may decide to create a presentation

1510

using a pre-defined template, open an already created

1511

presentation or create a new presentation from scratch. By

1512

default, the <emphasis role="strong">Empty presentation</emphasis>

1513

radio button is selected.</para>

1514

<para>To create a new blank presentation, retain the default

1515

selection and click Next.</para>

1516

1517

<para>To be able to preview the slide template, slide design and slide

1518

transition effects, leave the <emphasis role="strong">Preview</emphasis>

1519

check box selected.</para></screen>

1520

1521

1522

1523

</imageobject>

1524

</figure>

1525

</listitem>

1526

<listitem><para>The second page of the <emphasis role="strong">

1527

Presentation Wizard</emphasis> dialogue box allows you to

1528

select a slide design and the output medium where you want

1529

the presentation to display. By default,

1530

<emphasis role="strong">Screen</emphasis> is selected as

1531

the output medium because, most often, presentations are

1532

displayed on the computer screen.</para>

1533

<para>Select the desired options, and click

1534

<emphasis role="strong">Next</emphasis> to advance the

1535

Presentation wizard.</para>

1536

1537

1538

1539

</imageobject>

1540

</figure>

1541

<para>The third and the last page of the

1542

<emphasis role="strong">Presentation Wizard</emphasis>

1543

dialogue box allow you to define the transition effect to be

1544

applied to the slides during a slide show. The transition effect

1545

that you select at this stage will apply on all the slides in

1546

your presentation. However, if required, you can add or

1547

change transitions later while creating your

1548

presentation.</para>

1549

<para>Apart from selecting the transition effect, you can also

1550

set the speed of the transition and specify the presentation

1551

type. After specifying your preferences, click

1552

<emphasis role="strong">Create</emphasis> to proceed.

1553

This creates a new presentation.</para>

1554

1555

1556

1557

</imageobject>

1558

</figure>

1559

</listitem>

1560

<listitem><para>This figure shows the main Impress window with an

1561

empty presentation. From the <emphasis role="strong">Task

1562

pane</emphasis> on the left, you can select a layout for your

1563

current slide.</para>

1564

1565

1566

1567

</imageobject>

1568

</figure>

1569

</listitem>

1570

<listitem><para>You can enter the required text in the provided text

1571

boxes to create the first slide.</para>

1572

1573

1574

1575

</imageobject>

1576

</figure>

1577

</listitem>

1578

<listitem><para>To make your presentation more attractive and render

1579

it a professional look, you can either change the background

1580

and format the font size and colour for each slide or simply

1581

select a pre-defined template from the

1582

<emphasis role="strong">Master Pages</emphasis>

1583

panel.</para>

1584

<para>Click <emphasis role="strong">Master

1585

Pages</emphasis> to open the Master Pages panel.</para>

1586

1587

1588

1589

</imageobject>

1590

</figure>

1591

</listitem>

1592

<listitem><para>A number of templates are available on the

1593

<emphasis role="strong">Master Pages</emphasis> panel.

1594

Click the template of your choice to apply it to your

1595

presentation. This applies a whole new look to your

1596

presentation.</para>

1597

1598

1599

1600

</imageobject>

1601

</figure>

1602

</listitem>

1603

<listitem><para>If you decide to enhance the look of the presentation

1604

further, you can do so by adding various elements, such as

1605

objects, pictures and animated images, from the

1606

<emphasis role="strong">Insert</emphasis> menu.

1607

Alternatively, you can start adding new slides to the

1608

presentation.</para>

1609

<para>You can add a new slide by clicking the

1610

<emphasis role="strong">Slide</emphasis> button on the

1611

<emphasis role="strong">Standard toolbar</emphasis>.

1612

Alternatively, click <emphasis role="strong">Slide</emphasis>

1613

on the <emphasis role="strong">Insert</emphasis> menu.

1614

This inserts a new slide into your presentation.</para>

1615

1616

1617

1618

</imageobject>

1619

</figure>

1620

</listitem>

1621

<listitem><para>Notice that the new slide is also formatted as the first

1622

slide because that is the layout you selected last. According

1623

to the requirements of your presentation, you can select a

1624

new format from the <emphasis role="strong">Layout pane</emphasis>.

1625

The newly selected layout replaces the previous one.</para>

1626

1627

1628

1629

</imageobject>

1630

</figure>

1631

</listitem>

1632

<listitem><para>The new layout has two columns, one for text and the

1633

other for images. This allows you to display text along with an

1634

associated image on the same slide. Enter the textual content

1635

in the provided text boxes.</para>

1636

1637

1638

1639

</imageobject>

1640

</figure>

1641

</listitem>

1642

<listitem><para>Notice that the text you enter automatically takes on

1643

the formatting predefined in the template. However, if the text

1644

is not fitting into the text box provided, you can always use a

1645

smaller font size.</para>

1646

<para>Next, you need to insert a graphic into the provided

1647

placeholder. As prompted by the text in the placeholder,

1648

double-click the house icon to insert a graphic into your slide.

1649

This displays the <emphasis role="strong">Insert Picture</emphasis>

1650

dialogue box, which enables you to select an appropriate

1651

image from any directory on your computer.</para>

1652

1653

1654

1655

</imageobject>

1656

</figure>

1657

</listitem>

1658

<listitem><para>Select the desired image and click

1659

<emphasis role="strong">OK</emphasis> to insert it into

1660

your slide.</para>

1661

1662

1663

1664

</imageobject>

1665

</figure>

1666

</listitem>

1667

<listitem><para>Notice that the inserted picture is automatically

1668

resized to fit into the provided space. However, you are free to

1669

resize it or move it to a different location on the slide.</para>

1670

<para>An alternate way to insert an image is to select

1671

<emphasis role="strong">Picture</emphasis> from the

1672

<emphasis role="strong">Insert</emphasis> menu. A picture

1673

inserted in this way is not automatically resized. You can

1674

move and resize the image, as needed.</para>

1675

<para>To complete your presentation, create new slides in a

1676

similar fashion.</para>

1677

1678

1679

1680

</imageobject>

1681

</figure>

1682

</listitem>

1683

<listitem><para>After you have created all the slides for your

1684

presentation, you can display it as a slide show. To configure

1685

the basic slide show setting, select

1686

<emphasis role="strong">Slide Show Settings</emphasis>

1687

from the <emphasis role="strong">Slide Show</emphasis>

1688

menu.</para>

1689

1690

1691

1692

</imageobject>

1693

</figure>

1694

</listitem>

1695

<listitem><para>The <emphasis role="strong">Slide Show</emphasis>

1696

dialogue box helps you define the basic settings for your slide

1697

show. In the <emphasis role="strong">Range</emphasis>

1698

section, you can specify the slides to be included in the

1699

presentation and their order of display. In the

1700

<emphasis role="strong">Type</emphasis> section, you can

1701

define how to display the slides. Similarly, the

1702

<emphasis role="strong">Options</emphasis> section

1703

allows you to define various other settings for your

1704

presentation.</para>

1705

<para>After selecting the desired options, click

1706

<emphasis role="strong">OK</emphasis> to apply the

1707

settings.</para>

1708

1709

1710

1711

</imageobject>

1712

</figure>

1713

</listitem>

1714

<listitem><para>After the slide show settings are specified, you can

1715

start the slide show to view your presentation. To start the

1716

slide show, select <emphasis role="strong">Slide Show</emphasis>

1717

from the <emphasis role="strong">Slide Show</emphasis>

1718

menu or press <emphasis role="strong">F5</emphasis>.</para>

1719

1720

1721

1722

</imageobject>

1723

</figure>

1724

</listitem>

1725

<listitem><para>The presentation can be viewed as a running slide

1726

show. When you reach the last slide of the presentation, you

1727

are prompted to exit the presentation by clicking once.

1728

However, you can exit a slide show at any point of time by

1729

pressing <emphasis role="strong">ESC</emphasis>.</para>

1730

1731

1732

1733

</imageobject>

1734

</figure>

1735

</listitem>

1736

<listitem><para>OpenOffice.org Impress also provides you many

1737

options for printing your presentation. You may decide to print

1738

your slides with notes, as an outline, with page numbers, with

1739

date and time and so on. To print the presentation, select

1740

<emphasis role="strong">Print</emphasis> from the

1741

1742

1743

1744

1745

</imageobject>

1746

</figure>

1747

</listitem>

1748

<listitem><para>This displays the <emphasis role="strong">Print</emphasis>

1749

dialogue box. Click <emphasis role="strong">Options</emphasis>

1750

to specify the print options of your choice. The

1751

<emphasis role="strong">Print Options</emphasis> dialogue

1752

box allows you to specify various options, such as the content

1753

to print, the quality of the print, the number of slides to print

1754

on a page and more.</para>

1755

1756

1757

1758

</imageobject>

1759

</figure>

1760

<para>After specifying your desired options, click

1761

<emphasis role="strong">OK</emphasis> to apply those

1762

settings and return to the <emphasis role="strong">Print</emphasis>

1763

dialogue box.</para></listitem>

1764

<listitem><para>You can use the <emphasis role="strong">Print</emphasis>

1765

dialogue box to further define printer settings or accept the

1766

default settings, and click <emphasis role="strong">OK</emphasis>

1767

to start printing your presentation.</para>

1768

1769

1770

1771

</imageobject>

1772

</figure>

1773

</listitem>

1774

</orderedlist>

1775

</para>

1776

<para><emphasis role="strong">Animating Objects and 3D Objects</emphasis></para>

1777

<para>Impress provides an amazing range of tools to create rich

1778

presentations with stunning 3D effects and animations. To create a

1779

presentation with 3D effects and animations:

1780

1781

<listitem><para>Open a new presentation in which you want to use 3D

1782

graphics and animations, and select a suitable template from

1783

the <emphasis role="strong">Master pages</emphasis>

1784

panel. Now, you can start adding elements to your

1785

presentation to spice it up. Begin with placing the title of your

1786

presentation on the first slide.</para>

1787

<para>To create an eye-catching display for the title text, you

1788

can use one of the many wonderful great text tools available in

1789

Impress. One of these is Fontwork, which enables you render

1790

special 3D effects to your text. To start using

1791

<emphasis role="strong">Fontwork</emphasis>, on the

1792

<emphasis role="strong">Drawing toolbar</emphasis>, click

1793

the <emphasis role="strong">Fontwork Gallery</emphasis>

1794

button. The <emphasis role="strong">Fontwork Gallery</emphasis>

1795

window appears.</para>

1796

1797

1798

1799

</imageobject>

1800

</figure>

1801

</listitem>

1802

<listitem><para>Select the style in which you want the title text to be

1803

displayed, and click <emphasis role="strong">OK</emphasis>.</para>

1804

1805

1806

1807

</imageobject>

1808

</figure>

1809

</listitem>

1810

<listitem><para>The text <emphasis role="strong">Fontwork</emphasis>,

1811

in the selected style, appears on the slide as an object.

1812

Notice that the <emphasis role="strong">Fontwork toolbar</emphasis>

1813

and the <emphasis role="strong">3D-Settings toolbar</emphasis>

1814

simultaneously appear in your presentation window. You can

1815

use these toolbars later to modify the Fontwork object as per

1816

your preferences.</para>

1817

<para>To display the title text in place of the Fontwork

1818

object, double-click the object and type the title text in place

1819

of the black <emphasis role="strong">Fontwork</emphasis>

1820

that appears over the object. Click outside the

1821

object's selected area to exit the Fontwork edit

1822

mode.</para>

1823

1824

1825

1826

</imageobject>

1827

</figure>

1828

</listitem>

1829

<listitem><para>You have achieved an impressive display for your

1830

presentation title. Now, you can go ahead and weave the

1831

same level of interest on the other slides too by inserting 3D

1832

images and animating them.</para>

1833

1834

1835

1836

</imageobject>

1837

</figure>

1838

</listitem>

1839

<listitem><para>You can insert 3D graphic objects in your presentation

1840

from the <emphasis role="strong">3D-Objects toolbar</emphasis>. By

1841

default, this toolbar is not displayed on the

1842

<emphasis role="strong">Drawing toolbar</emphasis>. To

1843

display the <emphasis role="strong">3D-Objects toolbar</emphasis>,

1844

on the <emphasis role="strong">View</emphasis> menu, point to

1845

<emphasis role="strong">Toolbars</emphasis> and then select

1846

<emphasis role="strong">3D-Objects</emphasis>.</para>

1847

1848

1849

1850

</imageobject>

1851

</figure>

1852

1853

<para>You can also display the 3D-Objects toolbar by clicking the

1854

small arrow at the end of the Drawing toolbar and selecting it from

1855

the Visible Buttons list.</para></screen>

1856

</listitem>

1857

<listitem><para>The <emphasis role="strong">3D-Objects toolbar</emphasis>

1858

appears as a floating toolbar. If you don't find it convenient

1859

to use a floating toolbar, you can place it on one of the existing

1860

toolbars. To dock the <emphasis role="strong">3D-Objects

1861

toolbar</emphasis>, drag the title bar of the toolbar to the desired

1862

location and release the mouse button.</para>

1863

1864

1865

1866

</imageobject>

1867

</figure>

1868

</listitem>

1869

<listitem><para>The <emphasis role="strong">3D-Objects toolbar</emphasis>

1870

is now attached to the <emphasis role="strong">Line and Filling

1871

toolbar</emphasis>. You can pick up objects from this toolbar and

1872

insert them into your slides. To insert a 3D Object on your current

1873

slide, click the desired object on the <emphasis role="strong">3D-Objects

1874

toolbar</emphasis>. Then, move your mouse to the point where you want to

1875

insert the object. You can see a plus sign in place of the mouse tip.

1876

Holding down the left mouse button, drag the mouse to insert the object

1877

on the slide. The selected 3D object appears on the slide.</para>

1878

1879

1880

1881

</imageobject>

1882

</figure>

1883

</listitem>

1884

<listitem><para>You can change the proportion and size of the object

1885

by holding the green handles that appear around it. Impress

1886

also provides you tools to apply a number of 3D effects on the

1887

object to modify its look and feel as per your

1888

requirements.</para>

1889

1890

1891

1892

</imageobject>

1893

</figure>

1894

</listitem>

1895

<listitem><para>To apply 3D effects on the inserted graphic, right-click

1896

the object. On the short-cut menu, click

1897

<emphasis role="strong">3D Effects</emphasis>. The

1898

<emphasis role="strong">3D Effects</emphasis> dialogue

1899

box opens.</para>

1900

1901

1902

1903

</imageobject>

1904

</figure>

1905

</listitem>

1906

<listitem><para>You can use the options available under the different

1907

buttons in this dialogue box to define the look and feel of the

1908

inserted object. Click the <emphasis role="strong">

1909

Illumination</emphasis> button to fine-tune the illumination

1910

effect on the object. The options available under the

1911

<emphasis role="strong">Illumination</emphasis> button are

1912

displayed.</para>

1913

1914

1915

1916

</imageobject>

1917

</figure>

1918

</listitem>

1919

<listitem><para>You can select the appropriate options from the

1920

drop-down lists to render the desired illumination effect to the

1921

object. Alternatively, you can simply drag the white dot in the

1922

graphic at the bottom of the dialogue box and move it to get

1923

the desired effect.</para>

1924

<para>After specifying the desired options, click the

1925

<emphasis role="strong">Assign</emphasis> icon on the top

1926

right of the dialogue box to apply the effects on the selected

1927

object.</para>

1928

1929

1930

1931

</imageobject>

1932

</figure>

1933

</listitem>

1934

<listitem><para>Notice that with a couple of mouse clicks, the 3D

1935

object has got a complete new look. Click

1936

<emphasis role="strong">Close</emphasis> to exit the

1937

<emphasis role="strong">3D Effects</emphasis> dialogue

1938

box.</para>

1939

<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

1940

<para><emphasis role="italic">If you are not short of time, you

1941

can also demonstrate the procedure of converting 2D

1942

objects into 3D objects and applying the finer 3D effects to

1943

it.</emphasis>

1944

</para>

1945

1946

1947

1948

</imageobject>

1949

</figure>

1950

</listitem>

1951

<listitem><para>In a similar fashion, you can add many more 3D and

1952

2D elements to your presentation and apply various 3D effects

1953

to jazz it up. In addition to all these features, Impress offers

1954

some animation functionalities to help you bring life to your

1955

presentations. To display the animation options available in

1956

Impress, on the <emphasis role="strong">Slide Show</emphasis> menu,

1957

click <emphasis role="strong">Custom Animation</emphasis>. The

1958

<emphasis role="strong">Custom Animations</emphasis> panel now appears

1959

on the right edge of the presentation window.</para>

1960

1961

1962

1963

</imageobject>

1964

</figure>

1965

</listitem>

1966

<listitem><para>To apply an animation effect on an individual element

1967

in your slide, select that element and click the

1968

<emphasis role="strong">Add</emphasis> button on the

1969

<emphasis role="strong">Custom Animation</emphasis>

1970

panel. The <emphasis role="strong">Custom Animation</emphasis> dialogue

1971

box opens.</para>

1972

1973

1974

1975

</imageobject>

1976

</figure>

1977

</listitem>

1978

<listitem><para>You can now apply various animations to the selected

1979

object, define the entrance and exit animation for it and chart

1980

a motion path for the object. Similarly, you can specify

1981

animation effects for other elements on the slides.</para>

1982

<para>After defining all the desired settings for the object,

1983

click <emphasis role="strong">OK</emphasis> to apply the

1984

animation effects.</para>

1985

1986

1987

1988

</imageobject>

1989

</figure>

1990

</listitem>

1991

<listitem><para>The specified animations can be viewed at the bottom

1992

of the <emphasis role="strong">Custom Animations</emphasis> panel.

1993

You can now view the animation effects in a <emphasis role="strong">slide

1994

show</emphasis>. Click the Slide Show button to view the presentation

1995

as a slide show.</para>

1996

1997

1998

1999

</imageobject>

2000

</figure>

2001

</listitem>

2002

<listitem><para>Your presentation runs as a spectacular and lively

2003

slide show.</para>

2004

2005

2006

2007

</imageobject>

2008

</figure>

2009

</listitem>

2010

</orderedlist>

2011

</para>

2012

<para><emphasis role="strong">Exporting a Presentation</emphasis></para>

2013

<para>As stated earlier, another useful feature associated with

2014

Impress is that it has the built-in capacity to export presentations

2015

directly into several other file formats. As a result, Impress allows you

2016

to export your slide shows directly as SWF files.</para>

2017

<para>To export your presentation as an SWF file:

2018

2019

2020

menu, click <emphasis role="strong">Export</emphasis>.

2021

This opens the <emphasis role="strong">Save as</emphasis>

2022

dialogue box.</para>

2023

2024

2025

2026

</imageobject>

2027

</figure>

2028

</listitem>

2029

<listitem><para>Here, you need to specify a file name in the

2030

<emphasis role="strong">Name</emphasis> field and

2031

navigate to the directory where you want to export the

2032

file.</para>

2033

2034

2035

2036

</imageobject>

2037

</figure>

2038

</listitem>

2039

<listitem><para>To export the presentation as a Flash file, select

2040

<emphasis role="strong">Macromedia Flash (SWF) (.swf)</emphasis> from

2041

the file type drop-down list. The file is exported to the indicated

2042

location.</para>

2043

2044

2045

2046

</imageobject>

2047

</figure>

2048

</listitem>

2049

<listitem><para>You can now view the presentation as an SWF

2050

file.</para>

2051

2052

2053

2054

</imageobject>

2055

</figure>

2056

</listitem>

2057

</orderedlist>

2058

</para>

2059

</sect3>

2060

</sect2>

2061

<sect2>

2062

<title>Using OpenOffice.org Base</title>

2063

<para>OpenOffice.org Base is the Database Management System

2064

(DBMS) in the OpenOffice.org applications suite. Like any other DBMS,

2065

it provides an environment to organise data in a way that facilitates the

2066

easy use and management of the data. This application is useful where it

2067

is necessary to store a large amount of data that is accessible to

2068

multiple people, from multiple places. A typical example where data

2069

management is critical is in storing patient history in a hospital. Timely

2070

access to information could save lives, and its absence could have an

2071

adverse impact on a person's life.</para>

2072

<para>Alternatively, you can use Base for non-critical tasks, such as

2073

maintaining household expenses, managing an inventory list in a

2074

departmental store or responding to customer queries at a travel

2075

helpdesk.</para>

2076

<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

2077

<para><emphasis role="italic">For experienced learners, you need not

2078

explain the basic concepts of a DBMS. However, for home users,

2079

you must explain the concepts in great detail using the following

2080

analogy:</emphasis>

2081

</para>

2082

<para><emphasis role="italic">Consider that you have multiple shelves in

2083

your house, and one of them holds an address book, a stock list, a

2084

phone book and a price list. The address book, stock list, phone book

2085

and price list on the shelf are fields that contain specific data. The

2086

shelves would constitute the tables in a database – your

2087

house.</emphasis>

2088

</para>

2089

<para>Before learning how to perform database operations, it is

2090

important to browse some basic concepts related to databases. A

2091

database is a structure for storing related information. Databases are

2092

typically organised into tables, which are collections of related items. A

2093

table is a single store of related information. For instance, you could

2094

track all the information about the students in a school in a Students

2095

table, which is a grid of columns and rows. If you then create separate

2096

tables containing details about teachers, classes and classrooms, you

2097

could combine all four tables into a timetabling database. The following

2098

figure shows the basic layout of a database table:</para>

2099

2100

2101

2102

</imageobject>

2103

</figure>

2104

<para>A column defines one snippet of data stored in all the rows of a

2105

table and is called a field. Each column is identified by a name. A row

2106

contains one item from each column in the table and is called a

2107

<emphasis role="strong">record</emphasis>.</para>

2108

<para>For example, a table might contain the ID, name, title and other

2109

information of the individuals employed by a company. Each row, called

2110

a data record, corresponds to one employee. The value of a column

2111

within a record is referred to as a record field.</para>

2112

<para>The following figure shows an example table, named employees,

2113

containing information about company employees:</para>

2114

2115

2116

2117

</imageobject>

2118

</figure>

2119

<para>The record for Employee 4 contains the following field values:

2120

2121

<listitem><para>LastName is "Smith"</para></listitem>

2122

<listitem><para>FirstName is "John"</para></listitem>

2123

<listitem><para>Title is "Engineer"</para></listitem>

2124

</itemizedlist>

2125

</para>

2126

<para>You are now set to perform some basic database operations. Let

2127

us begin with some of the features that Base offers.</para>

2128

<sect3>

2129

<title>Key Features of OpenOffice.org Base</title>

2130

<para>Base provides a wide variety of features, namely:

2131

2132

<listitem><para>Create new data tables and modify them.

2133

After the tables are populated, you can build different components, such as queries, forms

2134

and reports, to address specific needs.</para>

2135

</listitem>

2136

<listitem><para>Maintain indexes on the tables to make data access

2137

faster.</para></listitem>

2138

<listitem><para>View a table in an editing grid and add, change and

2139

delete records: Base provides the option to edit a table after

2140

creating it.</para></listitem>

2141

<listitem><para>Use the Report wizard to produce reports from your

2142

data. Base also provides powerful search tools to help you find relevant information from your

2143

databases.</para></listitem>

2144

<listitem><para>Use the Form wizard to create instant database

2145

applications: The Form wizard in Base guides you through a

2146

series of steps to create a form, which allows you to enter

2147

records in multiple tables.</para></listitem>

2148

<listitem><para>Perform simple or complex sorts: Base provides the

2149

option to perform multiple layers of sorts on your data.</para></listitem>

2150

<listitem><para>View subsets of your data with simple or complex

2151

filters.</para></listitem>

2152

<listitem><para>Create powerful queries to show your data in new

2153

ways, including summaries and multi-table views: Base

2154

allows you to create queries to perform specific tasks, such

2155

as adding or updating records and retrieving selected records.</para>

2156

</listitem>

2157

<listitem><para>Integrated with OpenOffice applications: Base is tightly

2158

integrated with the other OpenOffice applications, and data

2159

from a Base database can be automatically fed into letters,

2160

documents, envelopes, labels, spreadsheets and graphs.</para></listitem>

2161

<listitem><para>Supported database formats: Base natively supports

2162

some flat file database formats, such as the dBase format.

2163

You can also use Base to connect to external relational

2164

databases, such as databases from MySQL or Oracle.</para></listitem>

2165

</itemizedlist>

2166

</para>

2167

</sect3>

2168

<sect3>

2169

<title>Performing Basic Database Operations</title>

2170

<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

2171

<para><emphasis role="italic">This topic intends to provide the learners

2172

with basic information about this application, assuming that they

2173

have no prior knowledge. Base provides both wizards and the

2174

Design view to work with database objects, such as tables, queries,

2175

reports and forms. The Instructor Guide covers both methods in

2176

detail. Depending on the availability of time and the comfort level of

2177

the participants, choose between the wizards and the Design view

2178

to perform basic operations.</emphasis></para>

2179

<para><emphasis role="strong">Creating a New Database</emphasis></para>

2180

<para>To create a new database using OpenOffice.org Database:

2181

2182

<listitem><para>On the <emphasis role="strong">Applications</emphasis>

2183

menu, point to <emphasis role="strong">Office</emphasis> and then click

2184

<emphasis role="strong">OpenOffice.org Database</emphasis> to display the

2185

<emphasis role="strong">Database</emphasis> wizard.</para>

2186

2187

<para>Wizards help you perform complex tasks in a step-by-step manner.

2188

A wizard consists of a series of windows that collects specific

2189

information related to the task you want to perform and uses the

2190

information to accomplish the task.</para></screen>

2191

2192

2193

2194

</imageobject>

2195

</figure>

2196

</listitem>

2197

<listitem><para>The <emphasis role="strong">Database</emphasis>

2198

wizard helps you create a new database, open an existing

2199

database created using Base and connect to an existing

2200

non-OpenOffice.org database, such as Oracle. By default,

2201

the <emphasis role="strong">Create a new Database</emphasis>

2202

option is selected. To create a database, retain the default selection

2203

and click <emphasis role="strong">Next</emphasis>.</para>

2204

2205

2206

2207

</imageobject>

2208

</figure>

2209

</listitem>

2210

<listitem><para>The next step involves specifying what you want to do

2211

with the database after saving it. Select the

2212

<emphasis role="strong">Yes, register the database for me</emphasis>

2213

option to use the data of the database in other OpenOffice.org

2214

applications; otherwise, select the No, do not register the

2215

<emphasis role="strong">database</emphasis> option.</para>

2216

<para>You also specify the next action that you want the

2217

wizard to perform after saving the database. You can select

2218

the <emphasis role="strong">Open the database for editing</emphasis>

2219

check box to open the <emphasis role="strong">New Database</emphasis>

2220

window to make changes. You can simultaneously select the

2221

<emphasis role="strong">Create tables using the table wizard</emphasis>

2222

check box to start creating a table for your database. If you do not

2223

select any check box, the wizard closes the application after saving the

2224

database. Select the appropriate options and click

2225

<emphasis role="strong">Finish</emphasis>.</para>

2226

2227

2228

2229

</imageobject>

2230

</figure>

2231

<para>Specify the name and location of your database, and

2232

click <emphasis role="strong">Save</emphasis> in the

2233

<emphasis role="strong">Save</emphasis> dialogue box.

2234

The <emphasis role="strong">New Database</emphasis>

2235

window for the new database appears.</para>

2236

</listitem>

2237

<listitem><para>The <emphasis role="strong">New Database</emphasis>

2238

window consists of three panes, which provide easy access to the

2239

various features of a database. You can navigate through the tasks,

2240

tables, queries and forms using the Database pane, create a component

2241

with relative ease by using the options provided in the Tasks pane and

2242

preview a document in the lower pane.</para>

2243

2244

2245

2246

</imageobject>

2247

</figure>

2248

</listitem>

2249

</orderedlist>

2250

</para>

2251

<para>As you have learned, a database is a virtual placeholder for

2252

data. To insert data into a database in an organised format, you need

2253

to create tables to hold the data. After the tables are populated with

2254

data, you can build different components, such as queries, forms and

2255

reports to address specific purposes.</para>

2256

<para><emphasis role="strong">Working with Tables</emphasis></para>

2257

2258

<para>Before creating a table for your data, spend some time on identifying

2259

all the fields needed to ensure the completeness of the table.</para></screen>

2260

<para>Base provides the following methods to create a table:

2261

2262

<listitem><para>Using the Table wizard</para></listitem>

2263

<listitem><para>Using the Design view</para></listitem>

2264

</itemizedlist>

2265

</para>

2266

<para><emphasis role="strong">Using the Table wizard to Create a Table</emphasis></para>

2267

2268

<listitem><para>On the <emphasis role="strong">Applications</emphasis>

2269

menu, point to <emphasis role="strong">Office</emphasis> and then click

2270

<emphasis role="strong">OpenOffice.org Database</emphasis>. The

2271

<emphasis role="strong">Database</emphasis> wizard appears.</para></listitem>

2272

<listitem><para>You have already created a database in the previous procedure.

2273

Select the <emphasis role="strong">Open an existing database file</emphasis>

2274

option and select the database from the <emphasis role="strong">Recently

2275

used</emphasis> list or click <emphasis role="strong">Open</emphasis> to

2276

open another database saved on your computer. Click

2277

<emphasis role="strong">Finish</emphasis> to proceed.</para>

2278

2279

2280

2281

</imageobject>

2282

</figure>

2283

</listitem>

2284

<listitem><para>In the <emphasis role="strong">New Database</emphasis>

2285

window, click <emphasis role="strong">Tables</emphasis> in

2286

the Database pane and then the <emphasis role="strong">Use

2287

Wizard to Create Table</emphasis> option from the Tasks

2288

pane. The <emphasis role="strong">Table</emphasis> wizard

2289

appears.</para>

2290

2291

2292

2293

</imageobject>

2294

</figure>

2295

</listitem>

2296

<listitem><para>Creating a table requires you to specify its fields and their

2297

formats. To ease the task, the <emphasis role="strong">Table</emphasis>

2298

wizard provides various sample tables and the corresponding fields to choose

2299

from. Fill out the following sections:</para>

2300

2301

<listitem><para><emphasis role="strong">Category:</emphasis> You

2302

can create a table for <emphasis role="strong">

2303

Business</emphasis> or <emphasis role="strong">

2304

Personal</emphasis> use by selecting the

2305

corresponding button. The <emphasis role="strong">

2306

Sample tables</emphasis> list changes to suit the

2307

selected category.</para></listitem>

2308

<listitem><para><emphasis role="strong">Sample Tables:</emphasis>

2309

You can choose a table from the list of tables already

2310

defined in the wizard. Click the

2311

<emphasis role="strong">Sample tables</emphasis>

2312

arrow, and select the type of table you want to

2313

create.</para></listitem>

2314

<listitem><para><emphasis role="strong">Available Fields:</emphasis>

2315

Correspond to the sample table selected. You can view

2316

the <emphasis role="strong">Available fields</emphasis> in the

2317

wizard. The list of <emphasis role="strong">Available

2318

fields</emphasis> varies with the sample table. You can select

2319

fields from this list.</para></listitem>

2320

<listitem><para><emphasis role="strong">Selected Fields:</emphasis>

2321

You can select specific fields from the

2322

<emphasis role="strong">Available Fields</emphasis>

2323

and transfer them to the <emphasis role="strong">

2324

Selected Fields</emphasis> box by using the arrow

2325

buttons.</para></listitem>

2326

</itemizedlist>

2327

<para>After selecting the fields you need in the table, click

2328

<emphasis role="strong">Next</emphasis> to proceed.</para>

2329

2330

2331

2332

</imageobject>

2333

</figure>

2334

</listitem>

2335

<listitem><para>Now, set the field types and formats for each selected

2336

field. To view the properties of a field, click the field in the

2337

<emphasis role="strong">Selected fields</emphasis> list. The

2338

following information is displayed in the

2339

<emphasis role="strong">Field information</emphasis> section:

2340

</para>

2341

2342

<listitem><para>Field name – This is the name of the

2343

selected data field. If you want, you can modify the name

2344

by overwriting it in the <emphasis role="strong">Field

2345

name</emphasis> box.</para></listitem>

2346

<listitem><para>Field Type – Depending on the value a field

2347

is supposed to hold, its field type is defined. For example,

2348

the CredtCardExpiryDate field should hold the date and not

2349

any other alphanumerical value. Therefore, its field type is

2350

set to Date. So, users can enter only a date value in this

2351

field. This ensures the accuracy of data. Similarly, the

2352

PaymentAmount field should be set to decimal to ensure

2353

that users enter only numbers.</para>

2354

2355

2356

2357

</imageobject>

2358

</figure></listitem>

2359

<listitem><para>Auto value – Typically, a business assigns

2360

an ID, which is a sequential number to any new customer

2361

being added to its records. To avoid human error when

2362

creating IDs, they can be automatically generated. To do

2363

this, set the <emphasis role="strong">Auto Value</emphasis> field to

2364

Yes.</para></listitem>

2365

<listitem><para>Entry required – If a particular field cannot

2366

be left blank, set the Entry required field to Yes. Base will

2367

force the user to fill the field. If it is okay to leave the field

2368

blank, set the option to No.</para></listitem>

2369

<listitem><para>Length – To ensure that the user gets just

2370

enough space to enter a value for a field, you can specify

2371

the maximum number of characters for the data field.</para></listitem>

2372

<listitem><para>Decimal places – For all Numeric field

2373

types, you can specify the number of decimal places that

2374

you want the user to enter.</para></listitem>

2375

<listitem><para>Default value – To ease the process of data

2376

entry, you can specify the value that appears in the field at

2377

the time of data entry, by default. You can set the default

2378

value for only Yes/No fields.</para></listitem>

2379

</itemizedlist>

2380

2381

<para>This is another opportunity for you to retain and reject fields for

2382

your table by using the - or + button. Click <emphasis role="strong">Next</emphasis>

2383

to continue.</para></screen>

2384

2385

2386

2387

</imageobject>

2388

</figure>

2389

</listitem>

2390

<listitem><para>After defining all the fields in the table, set a primary key

2391

for your table. A primary key is a field or combination of fields

2392

that uniquely identifies a record in a table. This allows you to

2393

easily locate an individual record and implement a relationship

2394

between two tables. Select the <emphasis role="strong">Create

2395

a primary key</emphasis> check box.</para></listitem>

2396

<listitem><para>The wizard provides three options to create a primary key:</para>

2397

2398

<listitem><para>Automatically add a primary key: Base creates an

2399

identifier for each record on its own.</para></listitem>

2400

<listitem><para>Use an existing field as a primary key: You can

2401

designate one of the existing fields in the

2402

<emphasis role="strong">Fieldname</emphasis> box as

2403

a primary key.</para></listitem>

2404

<listitem><para>Define the primary key as a combination of several

2405

fields: For tables bearing similar fields, you can combine

2406

and set a list of fields as the primary key.</para></listitem>

2407

</itemizedlist>

2408

<para>Select the appropriate option button to create the key,

2409

and click <emphasis role="strong">Next</emphasis>.</para>

2410

2411

2412

2413

</imageobject>

2414

</figure>

2415

</listitem>

2416

<listitem><para>The final step is to assign a name to your table, and

2417

choose the next action by clicking the corresponding button

2418

against the action specified. If you still want to make changes to

2419

the table fields and formats, select the

2420

<emphasis role="strong">Modify the table design</emphasis>

2421

option. To create a form, based on this table, for users to enter

2422

data, select the <emphasis role="strong">Create a form based

2423

on this table</emphasis> option. Retain the default selection,

2424

which is the <emphasis role="strong">Insert data immediately</emphasis>

2425

option, and click <emphasis role="strong">Finish</emphasis> to display

2426

the table created. The <emphasis role="strong">Payments</emphasis> table

2427

appears resembling a spreadsheet.</para>

2428

2429

<para>If, at any point in time, you need to make changes to the table, use

2430

the <emphasis role="strong">Back</emphasis> and <emphasis role="strong">Next</emphasis>

2431

buttons to traverse to the page on which you need to make changes.</para></screen>

2432

2433

2434

2435

</imageobject>

2436

</figure>

2437

</listitem>

2438

<listitem><para>Insert data related to a field in its respective column.

2439

Click Save to save the data and then click

2440

<emphasis role="strong">Exit</emphasis>. The

2441

<emphasis role="strong">New Database</emphasis> window

2442

now shows the table you created in the Tables pane along with

2443

its preview in the right section of the <emphasis role="strong">

2444

Database</emphasis> window.</para>

2445

2446

2447

2448

</imageobject>

2449

</figure>

2450

</listitem>

2451

<listitem><para>If you want to make any changes to the table, open the

2452

table in edit mode. Right-click the table name and click

2453

<emphasis role="strong">Edit</emphasis>. You are ready to

2454

make modifications.</para>

2455

2456

2457

2458

</imageobject>

2459

</figure>

2460

</listitem>

2461

</orderedlist>

2462

<para><emphasis role="strong">Using the Design View to Create a Table</emphasis></para>

2463

<para>For complex or infrequently performed tasks, where you are

2464

unfamiliar with the steps involved, it seems better to use a wizard.

2465

This wizard leads you through a series of dialogue boxes to perform

2466

the task in a specific sequence, ensuring that no steps are missed.

2467

However, if you are an experienced user, you can use the Design view

2468

to create a new table. The Design view allows you to directly enter

2469

information about each field in the table itself.</para>

2470

<para>To create a table in the Design view:</para>

2471

2472

<listitem><para>In the <emphasis role="strong">New Database</emphasis>

2473

window, click <emphasis role="strong">Create table in Design View</emphasis>.

2474

The <emphasis role="strong">Table Design</emphasis> window opens.</para>

2475

<para>This window is similar to the one created using the

2476

wizard. The only difference is that you need to specify

2477

<emphasis role="strong">Field Name</emphasis>,

2478

<emphasis role="strong">Field Type</emphasis> and

2479

<emphasis role="strong">Field Properties</emphasis> on your

2480

own, without any user interface providing you options.</para>

2481

2482

2483

2484

</imageobject>

2485

</figure>

2486

</listitem>

2487

<listitem><para>Click the first cell in the <emphasis role="strong">Field

2488

Name</emphasis> column, and type the name of the field. After

2489

you enter the field name, the corresponding

2490

<emphasis role="strong">Field Type</emphasis> cell displays

2491

the default field type as Text [VARCHAR]. To change the field

2492

type, click the corresponding field type cell to display a down

2493

arrow. By clicking this arrow, you can view the field types to

2494

choose from. Click the <emphasis role="strong">Field Type</emphasis>

2495

arrow and select a <emphasis role="strong">Field Type</emphasis>

2496

from the list.</para></listitem>

2497

<listitem><para>The Field Properties pane provides options to specify

2498

field properties, such as <emphasis role="strong">Entry

2499

required, Length, Default value</emphasis> and

2500

<emphasis role="strong">Format example</emphasis> for each

2501

field. After all the fields are listed, you need to identify a field and

2502

set it as the primary key. Right-click the field you want to set as

2503

the primary key, and click <emphasis role="strong">Primary

2504

Key</emphasis>.</para>

2505

2506

2507

2508

</imageobject>

2509

</figure>

2510

2511

2512

2513

</imageobject>

2514

</figure>

2515

</listitem>

2516

<listitem><para>After assigning the primary key, click

2517

<emphasis role="strong">Save</emphasis>. In the

2518

<emphasis role="strong">Save As</emphasis> dialog box,

2519

specify the name of the table and click

2520

<emphasis role="strong">OK</emphasis>. The table is listed in

2521

the Tables pane in the <emphasis role="strong">New Database</emphasis>

2522

window.</para>

2523

2524

2525

2526

</imageobject>

2527

</figure>

2528

</listitem>

2529

<listitem><para>To add data to this table, double-click the table. The

2530

<emphasis role="strong">Table</emphasis> window opens.

2531

This window is the same as the one shows the output from the

2532

<emphasis role="strong">Table</emphasis> wizard. Insert the

2533

data in the respective field columns, click

2534

<emphasis role="strong">Save</emphasis> to save the data

2535

and then click <emphasis role="strong">Exit</emphasis>.

2536

</para>

2537

2538

2539

2540

</imageobject>

2541

</figure>

2542

</listitem>

2543

</orderedlist>

2544

<para><emphasis role="strong">Creating a View</emphasis></para>

2545

<para>A view is used to provide a subset view of a table. This can be

2546

for security or clarity. For example, you have a payroll table that

2547

includes information such as name, address, city, state, zip, phone,

2548

supervisor, salary and last pay check date. You want an employee to

2549

see only the name, address, phone number and supervisor, and not

2550

the HR-related information. In this situation, you use views to select

2551

and display only required fields.</para>

2552

<para>To create a view:</para>

2553

2554

<listitem><para>In the <emphasis role="strong">New Database</emphasis>

2555

window, click <emphasis role="strong">Create View</emphasis> in the Tasks

2556

pane. The <emphasis role="strong">Add Tables</emphasis> dialogue box

2557

displays the list of tables in the database.</para>

2558

2559

2560

2561

</imageobject>

2562

</figure>

2563

</listitem>

2564

<listitem><para>Select the required tables and click

2565

<emphasis role="strong">Add</emphasis> to display them in

2566

the <emphasis role="strong">View Design</emphasis> window.

2567

</para></listitem>

2568

<listitem><para>Double-click the fields of the table you want to include in

2569

the view, and click <emphasis role="strong">Save</emphasis>.

2570

The selected fields appear in the lower pane as a view.</para>

2571

2572

2573

2574

</imageobject>

2575

</figure>

2576

2577

2578

2579

</imageobject>

2580

</figure>

2581

2582

<para>The reason for Customer ID to appear twice in this table is because

2583

both tables had the same primary key in the form of Customer ID.</para></screen>

2584

</listitem>

2585

</orderedlist>

2586

<para><emphasis role="strong">Working with Queries</emphasis></para>

2587

<para>Consider that you need to check the records of employees who

2588

joined in the last two years and draw a salary that is more than a

2589

specific amount. How do you retrieve the required records? You could

2590

scroll down the database to view the data in each record and then

2591

compare the data against the criteria. However, this is a

2592

time-consuming method, and you may get inaccurate results due to

2593

human error.</para>

2594

<para>When you want to quickly view a group of data that meets

2595

specific criteria, create a query. Querying is a process by which you

2596

specify a criterion to extract specific information from a database. You

2597

can create queries to retrieve information from multiple tables. You

2598

also create queries to perform specific tasks, such as adding or

2599

updating records and retrieving selected records.</para>

2600

<para>Base provides the following methods to create a query:

2601

2602

<listitem><para>Using the Query wizard</para></listitem>

2603

<listitem><para>Using the Design view</para></listitem>

2604

<listitem><para>Using the SQL view</para></listitem>

2605

</itemizedlist>

2606

</para>

2607

<para><emphasis role="strong">Using the Query Wizard</emphasis></para>

2608

<para>The Query wizard accelerates and simplifies the process of

2609

designing queries. It consists of steps to retrieve data from a table or

2610

multiple tables. With the Query wizard, you can display the summary

2611

value of a group of records or all records.</para>

2612

<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

2613

<para><emphasis role="italic">Use the table created in the previous topic

2614

as a reference for creating the queries in this topic.</emphasis></para>

2615

<para>To generate a query using the Base wizard:

2616

2617

<listitem><para>In the <emphasis role="strong">New Database</emphasis>

2618

window, click <emphasis role="strong">Queries</emphasis> in the database

2619

pane.</para>

2620

2621

2622

2623

</imageobject>

2624

</figure>

2625

</listitem>

2626

<listitem><para>Click <emphasis role="strong">Use Wizard to Create

2627

query</emphasis> in the Tasks pane. The

2628

<emphasis role="strong">Query</emphasis> wizard appears.

2629

</para>

2630

2631

2632

2633

</imageobject>

2634

</figure>

2635

</listitem>

2636

<listitem><para>Select the table you want to query in the

2637

<emphasis role="strong">Tables</emphasis> list.</para>

2638

</listitem>

2639

<listitem><para>Select the fields you need in your query list from the

2640

<emphasis role="strong">Available fields</emphasis> list,

2641

and move them to the <emphasis role="strong">Fields in the

2642

Query</emphasis> list to the right using the arrow buttons.

2643

Click <emphasis role="strong">Next</emphasis> after

2644

selecting the required fields.</para>

2645

2646

2647

2648

</imageobject>

2649

</figure>

2650

</listitem>

2651

<listitem><para>Next, specify how you want the query results to be

2652

ordered. You can sort the results based on a particular field.

2653

Select a field from the <emphasis role="strong">Sort by</emphasis>

2654

box, choose the <emphasis role="strong">Ascending</emphasis>

2655

or <emphasis role="strong">Descending</emphasis> option and then click

2656

2657

2658

<para>You can use the <emphasis role="strong">Then by</emphasis> section

2659

to build nested queries.</para></screen>

2660

2661

2662

2663

</imageobject>

2664

</figure>

2665

</listitem>

2666

<listitem><para>The next step is to specify search condition(s) for your

2667

query. You can define a maximum of three conditions. If you

2668

want the query result to satisfy all the conditions, select the

2669

<emphasis role="strong">Match all of the following</emphasis> option.

2670

Alternatively, if you want to display the result for any of the

2671

conditions met, select the <emphasis role="strong">Match any of the

2672

following</emphasis> option. Select a field from the

2673

<emphasis role="strong">Fields</emphasis> list, select the

2674

condition from the <emphasis role="strong">Condition</emphasis>

2675

list, specify the value to map the condition and then click

2676

2677

2678

2679

2680

</imageobject>

2681

</figure>

2682

2683

2684

2685

</imageobject>

2686

</figure>

2687

2688

2689

2690

</imageobject>

2691

</figure>

2692

</listitem>

2693

<listitem><para>Next, select the level of detail you want the query

2694

result to display. Select the <emphasis role="strong">

2695

Detailed query</emphasis> option to display all records of

2696

the query or select the <emphasis role="strong">Summary

2697

query</emphasis> option to display the results of aggregate

2698

functions, and then click <emphasis role="strong">Next</emphasis>.</para>

2699

2700

2701

2702

</imageobject>

2703

</figure>

2704

</listitem>

2705

<listitem><para>You have the option of changing the name of the fields

2706

that appear in the query results by assigning aliases to the

2707

fields on which you are performing a query. The query result

2708

will be displayed using the alias instead of the field name. By

2709

default, the <emphasis role="strong">Alias</emphasis> box

2710

for each field includes the field name itself. To assign an

2711

alias, clear the Alias box, type the desired alias and click

2712

<emphasis role="strong">Next</emphasis> to move to the

2713

next step.</para>

2714

2715

2716

2717

</imageobject>

2718

</figure>

2719

2720

2721

2722

</imageobject>

2723

</figure>

2724

</listitem>

2725

<listitem><para>Finally, specify the name of the query in the Name of

2726

the query box. If you want to make any changes to the query,

2727

you can select the Modify Query option; otherwise, you can

2728

display the query results by selecting the Display Query

2729

option. Click Finish to generate the query.</para>

2730

2731

2732

2733

</imageobject>

2734

</figure>

2735

</listitem>

2736

<listitem><para>The Query wizard generates the query based on the

2737

conditions specified and displays the result in the

2738

<emphasis role="strong">Query</emphasis> window.</para>

2739

2740

2741

2742

</imageobject>

2743

</figure>

2744

</listitem>

2745

<listitem><para>Base registers the query and displays it in the Queries

2746

pane of the New Database window.</para>

2747

2748

2749

2750

</imageobject>

2751

</figure>

2752

</listitem>

2753

</orderedlist>

2754

</para>

2755

<para><emphasis role="strong">Using the Design View</emphasis></para>

2756

<para>The <emphasis role="strong">Design view</emphasis> is an

2757

alternative way to create queries. To create a query by using the

2758

Design view:

2759

2760

<listitem><para>In the <emphasis role="strong">New Database</emphasis>

2761

window, select <emphasis role="strong">Create Query in Design

2762

View</emphasis> from the Tasks pane. The <emphasis role="strong">Add

2763

Table or Query</emphasis> dialogue box appears.</para>

2764

2765

2766

2767

</imageobject>

2768

</figure>

2769

</listitem>

2770

<listitem><para>Select either the <emphasis role="strong">Tables

2771

</emphasis> or the <emphasis role="strong">Queries

2772

</emphasis> option depending on whether you want to

2773

retrieve records from an existing query or table, and then

2774

select the required tables or queries from the list. Click

2775

<emphasis role="strong">Add</emphasis> and then click

2776

<emphasis role="strong">Close</emphasis>.</para>

2777

</listitem>

2778

<listitem><para>The <emphasis role="strong">Query Design

2779

</emphasis> window contains two panes, upper and lower.

2780

The upper pane displays the fields of the selected tables and

2781

queries. The lower pane contains the design grid.</para>

2782

</listitem>

2783

<listitem><para>You need to enter the details of your query in the

2784

design grid. Fill in the following details of your query in the

2785

design grid:</para>

2786

2787

<listitem><para>Field: Each column of the Field row is a

2788

drop-down list. Select the field you want to display in

2789

the query from the list.</para>

2790

</listitem>

2791

<listitem><para>Alias: Each column of the Alias row is a text

2792

box. Type the alias you want to assign to the field.

2793

However, it is not necessary to assign an alias to a field.

2794

</para>

2795

</listitem>

2796

<listitem><para>Table: Each column of the Table row is a

2797

drop-down list. From the dropdown list, select the table

2798

from which to extract the corresponding field data. It is

2799

recommended that you specify the table first and then

2800

the field.</para>

2801

</listitem>

2802

<listitem><para>Sort: Each column of the Sort row is a drop-down

2803

list. Select the sort preferences for the query result. The

2804

sort row provides only two options, ascending order or

2805

descending order.</para>

2806

</listitem>

2807

<listitem><para>Visible row: Select the check box in the visible

2808

row to display the information of that field in the query

2809

result.</para>

2810

</listitem>

2811

<listitem><para>Criterion: You can specify data as criteria to

2812

extract the records needed from tables. Criteria for each

2813

field need to be specified in the respective column of that

2814

field. For example, to select records for the employee

2815

whose employee ID is 1, specify 1 in the Criteria row in

2816

the column where you have selected Employee ID as a

2817

field.</para>

2818

</listitem>

2819

<listitem><para>Alternatively, you can specify criteria for the OR

2820

operator in a query. For example, to select the customer

2821

ID for a customer whose credit card type is Visa or

2822

Master, specify Visa in the Criteria row and Master in

2823

the column where you have selected CreditCardTypes

2824

as a field.</para>

2825

</listitem>

2826

</itemizedlist>

2827

</listitem>

2828

</orderedlist>

2829

</para>

2830

<para>After entering details for the query, click the Save button on the

2831

toolbar and press <emphasis role="strong">F5</emphasis> on your

2832

keyboard to run the query to display the results in the upper pane of

2833

the <emphasis role="strong">Query</emphasis> window.</para>

2834

2835

2836

2837

</imageobject>

2838

</figure>

2839

<para><emphasis role="strong">Working with Forms</emphasis></para>

2840

<para>Entering, updating and searching records in a database is a

2841

cumbersome process. Then, how do you update a database?

2842

Databases records are updated using forms. For example, a ticketing

2843

clerk who makes reservations uses a form to update journey details in

2844

the database. It takes a few minutes to complete the entire process.

2845

Forms act as an interface to update records in the database. Forms

2846

are specifically useful when you want to work with multiple tables at

2847

the same point in time. For example, for managing the Sales

2848

database, you need to maintain the Inventory Master and Transaction

2849

tables to record sales.</para>

2850

<para>A form, therefore, is a user-friendly representation of a

2851

database table or query in which you can add, view or modify existing

2852

data. Each form contains only the required fields related to one record

2853

in a table or query, which makes the data more comprehensible. So,

2854

instead of scrolling across the screen to view particular data within one

2855

record in a table, you can view it all together in a form.</para>

2856

<para>You can use forms to:

2857

2858

<listitem><para>Browse the contents of a database.</para></listitem>

2859

<listitem><para>Enter data in a database.</para></listitem>

2860

<listitem><para>Modify the data in a database.</para></listitem>

2861

</itemizedlist>

2862

</para>

2863

<para>All these functions can be performed easily because forms use

2864

a number of controls such as text boxes, combo boxes and dialogue

2865

boxes, which display data or perform specific actions.</para>

2866

<para>Base provides the following methods for creating a form:

2867

2868

<listitem><para>Using the Query wizard</para></listitem>

2869

<listitem><para>Using the Design view</para></listitem>

2870

</itemizedlist>

2871

</para>

2872

<para><emphasis role="strong">Using the Form Wizard</emphasis></para>

2873

<para>The <emphasis role="strong">Form</emphasis> wizard

2874

guides you through a series of steps to create a form that allows you

2875

to enter records in multiple tables.</para>

2876

<para>To create a form using the Form wizard:

2877

2878

<listitem><para>In the <emphasis role="strong">New Database

2879

</emphasis> window, click <emphasis role="strong">Forms

2880

</emphasis> from the Database pane and then click

2881

<emphasis role="strong">Use Wizard to Create Form

2882

</emphasis> from the Tasks pane. The

2883

<emphasis role="strong">Form</emphasis> wizard appears.

2884

</para>

2885

</listitem>

2886

<listitem><para>The first step in the <emphasis role="strong">Form

2887

</emphasis> wizard is to select the fields in your form. Select

2888

the table from the <emphasis role="strong">Tables

2889

</emphasis> box and then the fields in the

2890

<emphasis role="strong">Available fields</emphasis>

2891

list.</para>

2892

2893

2894

2895

</imageobject>

2896

</figure>

2897

</listitem>

2898

<listitem><para>Click the arrows to move the selected fields to the

2899

<emphasis role="strong">Fields in the form</emphasis> list.

2900

Click <emphasis role="strong">Next</emphasis>.</para>

2901

</listitem>

2902

<listitem><para>Decide whether to add a sub-form or not. Since the

2903

tables you created are not linked to each other, you can

2904

bypass adding a sub-form. Retain the default selection, and

2905

click <emphasis role="strong">Next</emphasis>.</para>

2906

2907

2908

2909

</imageobject>

2910

</figure>

2911

</listitem>

2912

<listitem><para>For entering data on the form, you can choose the

2913

arrangement of data entry boxes and labels. This arrangement

2914

is called the controls on your form. Click the desired

2915

arrangement of the main form, and click

2916

2917

2918

2919

2920

</imageobject>

2921

</figure>

2922

</listitem>

2923

<listitem><para>Next, select the data entry mode, that is, whether the

2924

form can be used to make changes to the data and the type

2925

of modification that can be made. This window provides

2926

various options to specify the level of control on the form.

2927

Select the appropriate options, and click

2928

2929

2930

2931

2932

</imageobject>

2933

</figure>

2934

</listitem>

2935

<listitem><para>Define the look and feel of the form by selecting a

2936

colour from the <emphasis role="strong">Apply styles

2937

</emphasis> list and your border preference in the

2938

<emphasis role="strong">Field border</emphasis> section.

2939

Click <emphasis role="strong">Next</emphasis>.</para>

2940

2941

2942

2943

</imageobject>

2944

</figure>

2945

</listitem>

2946

<listitem><para>Assign a name to the form in the

2947

2948

text box, select the appropriate option to define whether you

2949

want to <emphasis role="strong">Work with the form

2950

</emphasis> or <emphasis role="strong">Modify the form

2951

</emphasis> after creation and click

2952

<emphasis role="strong">Finish</emphasis>.</para>

2953

2954

2955

2956

</imageobject>

2957

</figure>

2958

</listitem>

2959

<listitem><para>The Form window appears, and the form opens in the

2960

<emphasis role="strong">New Database</emphasis>

2961

window.</para>

2962

2963

2964

2965

</imageobject>

2966

</figure>

2967

</listitem>

2968

</orderedlist>

2969

</para>

2970

<para>You are now ready to enter data in the form.</para>

2971

<para><emphasis role="strong">Working with Reports</emphasis></para>

2972

<para>What is the function of a database unless there is an effective

2973

way of sharing and analysing the information it contains? Using Base,

2974

you can generate reports that present information in readable format,

2975

such as a printed document.</para>

2976

<para>You can use a report to:

2977

2978

<listitem><para>Present information in a customised way, both on

2979

screen and on paper.</para></listitem>

2980

<listitem><para>Group and sort data as per your needs and in the

2981

order you want.</para></listitem>

2982

<listitem><para>Calculate averages and field totals, and draw graphs

2983

based on the data.</para></listitem>

2984

</itemizedlist>

2985

</para>

2986

<para>For example, in a report that shows the monthly sale of a

2987

product, you can display the total sales of each product in the month

2988

in tabular form or use a graph to depict the rise in sales.</para>

2989

2990

<para>Reports versus Forms – You can use either a form or a report for

2991

a specific need. Forms are interactive and let you edit or view the information

2992

in the database. Reports are read-only and intended only for pre-viewing or

2993

printing documents.</para>

2994

<para>You use forms to:

2995

2996

<listitem><para>Modify the data stored in a database.</para></listitem>

2997

<listitem><para>Enter new data into the database.</para></listitem>

2998

<listitem><para>Browse the database contents.</para></listitem>

2999

</itemizedlist>

3000

</para>

3001

<para>You use reports to:

3002

3003

<listitem><para>Distribute information.</para></listitem>

3004

<listitem><para>Summarise information for analysis.</para></listitem>

3005

<listitem><para>Customise the appearance of printed information.</para></listitem>

3006

<listitem><para>Create mailing labels.</para></listitem>

3007

</itemizedlist>

3008

</para></screen>

3009

<para><emphasis role="strong">Creating a Report</emphasis></para>

3010

<para>Before starting a report, you need to plan what data the report

3011

should contain. Design the report in a way that transforms all the data

3012

into meaningful information. Creating a report involves the following

3013

steps:

3014

3015

<listitem><para><emphasis role="strong">Planning the layout of the report:

3016

</emphasis> Conceptualise the layout of the report.</para></listitem>

3017

<listitem><para><emphasis role="strong">Getting data ready:</emphasis>

3018

After planning the rough layout, collect the data required for

3019

the report. You might use data from one or many tables.

3020

You can link the tables using a query and use the result of

3021

the query as the base of the report.</para></listitem>

3022

</orderedlist>

3023

</para>

3024

<para>Base provides a wizard to facilitate the creation of a report. To

3025

create a report by using the <emphasis role="strong">Report

3026

</emphasis> wizard:

3027

3028

<listitem><para>In the <emphasis role="strong">New Database

3029

</emphasis> window, click <emphasis role="strong">Reports

3030

</emphasis> in the Database pane and then click

3031

<emphasis role="strong">Use Wizard to Create Report

3032

</emphasis> from the Tasks pane. The

3033

<emphasis role="strong">Report</emphasis> wizard

3034

appears.</para></listitem>

3035

<listitem><para>Decide the fields that you want in your report. Select

3036

the table from the <emphasis role="strong">Tables

3037

</emphasis> box and fields from the selected table. Click the

3038

arrows to move all these fields to the

3039

<emphasis role="strong">Fields in report</emphasis> list.

3040

Click <emphasis role="strong">Next</emphasis>.</para>

3041

3042

3043

3044

</imageobject>

3045

</figure>

3046

</listitem>

3047

<listitem><para>Often, field names are user facing. Therefore, it is

3048

good practice to assign meaningful labels to the fields, similar

3049

to assigning aliases. Type the label for the fields in the

3050

<emphasis role="strong">Label</emphasis> text box and

3051

click <emphasis role="strong">Next</emphasis>.</para>

3052

3053

3054

3055

</imageobject>

3056

</figure>

3057

</listitem>

3058

<listitem><para>If you want all the records/transactions related to a

3059

customer to show up together, you can group them. Select a

3060

field on which you want the grouping to be done from the

3061

<emphasis role="strong">Fields</emphasis> list, and click

3062

the right arrow to transfer the field to the

3063

<emphasis role="strong">Groupings</emphasis> list. Click

3064

<emphasis role="strong">Next</emphasis> to proceed.

3065

</para>

3066

3067

3068

3069

</imageobject>

3070

</figure>

3071

</listitem>

3072

<listitem><para>Specify how you want the data to be sorted. If you

3073

chose to group the data under a field, Base uses that field to

3074

sort the information on the report and the Sort by category is

3075

greyed out. Click <emphasis role="strong">Next</emphasis>

3076

to proceed.</para>

3077

3078

3079

3080

</imageobject>

3081

</figure>

3082

</listitem>

3083

<listitem><para>Decide the layout of the report. Select a layout from

3084

the <emphasis role="strong">Layout of data</emphasis> list

3085

and a layout for the header and footer from the

3086

<emphasis role="strong">Layout of headers and footers

3087

</emphasis> list. You can also choose the orientation of the

3088

report by selecting the <emphasis role="strong">Landscape

3089

</emphasis> or <emphasis role="strong">Portrait

3090

</emphasis> option and then clicking

3091

3092

3093

3094

3095

</imageobject>

3096

</figure>

3097

</listitem>

3098

<listitem><para>Type a title in the <emphasis role="strong">Title of

3099

report</emphasis> box, select the option to create a

3100

<emphasis role="strong">Static report</emphasis> or a

3101

<emphasis role="strong">Dynamic report</emphasis> and

3102

click <emphasis role="strong">Finish</emphasis> to

3103

generate the report.</para>

3104

3105

3106

3107

</imageobject>

3108

</figure>

3109

3110

3111

3112

</imageobject>

3113

</figure>

3114

</listitem>

3115

</orderedlist>

3116

</para>

3117

</sect3>

3118

</sect2>

3119

<sect2>

3120

<title>Using OpenOffice.org Draw</title>

3121

<para>Draw is a vector graphics drawing tool, which means that the

3122

resolution of the graphics created remains constant and the images do

3123

not blur after stretching. Draw is integrated with the OpenOffice.org suite,

3124

and this eases the exchange of graphics with all other components of

3125

the suite. For example, if you create an image in Draw, reusing it in a

3126

Writer document is as simple as copying and pasting content. You can

3127

also work with drawings from within Writer and Impress by using a

3128

subset of the functions and tools in Draw.</para>

3129

<sect3>

3130

<title>Key Features of OpenOffice.org Draw</title>

3131

3132

<para>Vector drawing software follows a common notation for referring to all

3133

shapes, whether simple lines, rectangles or more-complicated shapes, as objects.</para></screen>

3134

<para>Draw provides an extensive functionality that integrates more

3135

functions than the majority of drawing tools available in office suites.

3136

Some of the key features of Draw are:

3137

3138

<listitem><para>Vector Graphics Creation: You can create vector

3139

graphics in Draw by using the lines and curves defined by

3140

mathematical vectors. Vectors describe lines, ellipses and

3141

polygons according to their geometry, which is based on

3142

mathematical equations, to represent images in computer

3143

graphics.</para></listitem>

3144

<listitem><para>3D Objects Creation: In Draw, you can create simple

3145

3D objects, such as cubes, spheres and cylinders, and

3146

modify the light source of the objects.</para></listitem>

3147

<listitem><para>Grids and Guides: You can align objects in your

3148

drawing by using grids and guides as visual cues. You can

3149

also snap an object to a grid line, a guide or to the edge of

3150

another object.</para></listitem>

3151

<listitem><para>Connecting Objects to Show Relationships: In Draw,

3152

you can link objects using special lines called connectors to

3153

show the relationship between objects. Connectors attach to

3154

glue points on drawing objects and remain attached when the

3155

connected objects move. Connectors are useful for creating

3156

organisation charts and technical diagrams.</para></listitem>

3157

<listitem><para>Displaying Dimensions: You can use dimension lines

3158

to calculate and display linear dimensions in technical

3159

diagrams, which often show the dimensions of the objects in

3160

the drawing.</para></listitem>

3161

<listitem><para>Gallery: You can insert and use images, animations,

3162

sounds and other items from the OpenOffice.org gallery in

3163

your drawings as well as in other OpenOffice.org programs.

3164

</para></listitem>

3165

<listitem><para>Graphic File Formats: You can export your creation

3166

to many common graphic file formats, such as

3167

<emphasis role="strong">BMP, GIF, JPG</emphasis> and

3168

3169

</itemizedlist>

3170

</para>

3171

</sect3>

3172

<sect3>

3173

<title>Performing Basic Drawing Operations</title>

3174

<para>Before you start to learn the basic functionality of Draw, you

3175

should have an overview of the work area and tools with which you will

3176

get to work.</para>

3177

<para>To launch OpenOffice.org Draw:

3178

3179

<listitem><para>On the <emphasis role="strong">Applications

3180

</emphasis> menu, point to Accessories and click Terminal

3181

to display the <emphasis role="strong">Terminal Window

3182

</emphasis>. In the <emphasis role="strong">Terminal

3183

Window</emphasis>, type oodraw to launch OpenOffice.org

3184

Draw.</para>

3185

<para>The main components of the Draw window are shown

3186

in the following graphic:</para>

3187

3188

3189

3190

</imageobject>

3191

</figure>

3192

<para>The drawings are created in the drawing area, which is

3193

surrounded by the following toolbars:

3194

3195

3196

bar lists the main menus available in Draw. It

3197

includes options to manage, edit and view the format

3198

of your drawings.</para></listitem>

3199

<listitem><para>The <emphasis role="strong">Function</emphasis>

3200

bar displays icons to perform tasks such as Open,

3201

Save, Copy, Cut and Paste.</para></listitem>

3202

<listitem><para>The <emphasis role="strong">Line and Filling

3203

</emphasis> bar includes specific drawing tools to

3204

modify the appearance of a selected object such as

3205

line style, colour and thickness; fill style and

3206

colour.</para></listitem>

3207

<listitem><para>The <emphasis role="strong">Drawing</emphasis>

3208

toolbar is the most important toolbar in Draw. It

3209

contains all the necessary functions for drawing

3210

various geometric and freehand shapes. Creating

3211

basic shapes in Draw requires the extensive use of

3212

this toolbar. However, you have to further edit,

3213

combine and manipulate them to create complex

3214

objects.</para></listitem>

3215

</itemizedlist>

3216

</para>

3217

<para>You can vary the number and position of the visible

3218

tools to make the interface look a bit different. To add or

3219

remove a toolbar from the <emphasis role="strong">Draw

3220

</emphasis> window:</para></listitem>

3221

3222

menu, point to <emphasis role="strong">Toolbars</emphasis>.

3223

The Toolbar list displays the toolbars available, with a

3224

check mark next to the toolbars that are displayed. To

3225

remove a toolbar from the <emphasis role="strong">Draw</emphasis>

3226

window, clear the corresponding check mark and click the

3227

toolbar without a check mark to add it to the window.</para></listitem>

3228

</itemizedlist>

3229

</para>

3230

<para><emphasis role="strong">Creating Objects</emphasis></para>

3231

<para>To create an object by using the Drawing toolbar:

3232

3233

<listitem><para>Click a specific object button such as

3234

<emphasis role="strong">Rectangle</emphasis> or

3235

<emphasis role="strong">Ellipse</emphasis> on the

3236

<emphasis role="strong">Drawing</emphasis> toolbar, and

3237

place the mouse cursor at the point in the drawing area where

3238

you want the object to start.</para></listitem>

3239

<listitem><para>Press the left button on the mouse, drag the cursor to

3240

where you want the object to end and release the button. The

3241

object appears in the <emphasis role="strong">Drawing

3242

</emphasis> area.</para></listitem>

3243

</orderedlist>

3244

</para>

3245

<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

3246

<para><emphasis role="italic">The Drawing toolbar is not discussed in

3247

detail because you use its options to draw only basic shapes. For

3248

novice users, demonstrate the creation of a few objects, such as

3249

square, rectangle and connector. Visit <ulink url="http://documentation.openoffice.org/">http://documentation.openoffice.org/</ulink>

3250

for more details on OpenOfice.org products.</emphasis></para>

3251

<para><emphasis role="strong">Selecting Objects</emphasis></para>

3252

<para>Before making any changes to an object, you need to select

3253

the object. Draw provides the following options to select an object:

3254

3255

<listitem><para>Direct Selection: Click the object to select it.</para></listitem>

3256

<listitem><para>Selection by Framing: On the

3257

<emphasis role="strong">Drawing</emphasis> toolbar, click

3258

the Select button and drag a large rectangle around the object

3259

to select it. This option is useful for selecting multiple objects

3260

in the drawing area.</para>

3261

3262

<para>You have to enclose the object(s) completely in the rectangle

3263

to select them.</para></screen>

3264

3265

3266

3267

</imageobject>

3268

</figure>

3269

</listitem>

3270

<listitem><para>Selecting hidden objects: To select an object that is

3271

covered by another object, press Alt key and click the object

3272

you want to select.</para>

3273

3274

<para>To be able to select a hidden object, you must know the position

3275

of that object relative to the objects on top.</para></screen>

3276

</listitem>

3277

</itemizedlist>

3278

</para>

3279

3280

<para>All the options covered in the subsequent sections apply to a

3281

selected object or a group of objects. You can identify a selected

3282

object from any other by the small, coloured square or circle around

3283

the object. These squares or circles are called handles and form a

3284

rectangular frame that is just big enough to contain the object.</para></screen>

3285

<para><emphasis role="strong">Editing Objects</emphasis></para>

3286

<para>When creating objects, you may have to edit them or change

3287

their properties to get the desired output. However, you may not

3288

always find that flexibility in the default software settings. For

3289

example, you cannot change the shape of the square to a rectangle or

3290

rotate the square on its own axis by using the default

3291

<emphasis role="strong">Drawing</emphasis> toolbar. To perform

3292

these tasks, Draw provides various other options with the required

3293

flexibility. Let us now look at some of the options to edit an object in

3294

Draw.</para>

3295

<para><emphasis role="strong">Modifying Object Size</emphasis></para>

3296

<para>To change the size of an object:

3297

3298

<listitem><para>In the Drawing area, select the created object by

3299

clicking it. Handles appear on the object.</para>

3300

3301

3302

3303

</imageobject>

3304

</figure>

3305

</listitem>

3306

<listitem><para>Place the mouse cursor over one of the handles. When

3307

the cursor becomes a double-headed arrow, drag the cursor in

3308

the direction of the arrow to modify the size of the object. If

3309

you choose a corner handle, you will resize the object along

3310

two axes at the same time. If you use a side handle, the

3311

objects will only be resized along one axis. The outline of the

3312

resulting new object appears as a dotted line.</para></listitem>

3313

<listitem><para>Release the mouse button when the object is sized

3314

correctly. The dotted line disappears, and the resized object

3315

appears.</para>

3316

3317

3318

3319

</imageobject>

3320

</figure>

3321

</listitem>

3322

</orderedlist>

3323

</para>

3324

<para><emphasis role="strong">Arranging Objects</emphasis></para>

3325

<para>If the document on which you are working includes many

3326

objects overlapping each other, the visibility of an object with respect

3327

to the others and, therefore, the editing of individual objects might

3328

pose a challenge. To overcome this you can modify the stacking order

3329

of the objects without affecting the arrangement, such that the object

3330

you want to work on comes to the forefront. You can now perform

3331

operations on the object.</para>

3332

<para>To change the arrangement of objects:

3333

3334

<listitem><para>In the drawing area, right-click the object you want to

3335

rearrange, point to <emphasis role="strong">Arrange

3336

</emphasis> and select the appropriate option from the

3337

<emphasis role="strong">Arrange</emphasis> list.</para>

3338

3339

3340

3341

</imageobject>

3342

</figure>

3343

</listitem>

3344

<listitem><para>If you select the <emphasis role="strong">Send

3345

Backward</emphasis> option, the output is as shown in the

3346

following graphic:</para>

3347

3348

3349

3350

</imageobject>

3351

</figure>

3352

</listitem>

3353

</orderedlist>

3354

</para>

3355

<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

3356

<para><emphasis role="italic">If time permits, ask the students to explore

3357

the other options in the <emphasis role="strong">Arrange

3358

</emphasis> list. In addition, explain which option to use under

3359

what circumstances. Specifically discuss the Behind Object option

3360

and the difference between the output from the

3361

<emphasis role="strong">Send to Back</emphasis> and

3362

<emphasis role="strong">Behind Object</emphasis> options. This

3363

is a low-priority activity.</emphasis></para>

3364

<para><emphasis role="strong">Duplicating Objects</emphasis></para>

3365

<para>Often, you may need to create multiple objects of the same

3366

shape and size; creating each of these individually may yield

3367

inaccurate results. In Draw, you can create duplicate or multiple

3368

copies of an object. The copies can be identical or differing in size,

3369

colour, orientation and location.</para>

3370

<para>To create multiple copies of an object:

3371

3372

<listitem><para>Click the object to be copied, click

3373

<emphasis role="strong">Edit</emphasis> and select the

3374

<emphasis role="strong">Duplicate</emphasis> option. The

3375

<emphasis role="strong">Duplicate</emphasis> dialogue

3376

box opens.</para>

3377

3378

3379

3380

</imageobject>

3381

</figure>

3382

</listitem>

3383

<listitem><para>Specify the appropriate values in the

3384

<emphasis role="strong">Duplicate</emphasis> dialogue box, and click

3385

<emphasis role="strong">OK</emphasis> to display the

3386

output in the drawing area.</para>

3387

3388

3389

3390

</imageobject>

3391

</figure>

3392

3393

3394

3395

</imageobject>

3396

</figure>

3397

</listitem>

3398

</orderedlist>

3399

</para>

3400

<para><emphasis role="strong">Grouping and Combining Objects</emphasis></para>

3401

<para>When creating or editing an object, the object might be

3402

displaced from its original position. This change in location disturbs

3403

the relative position of the object to the others in the drawing. This

3404

could be critical where accuracy, in terms of position, is important

3405

such as in architectural drawings. Using Draw, you can combine

3406

drawing objects in two distinct ways, grouping and combining.</para>

3407

<para><emphasis role="strong">Grouping Objects</emphasis></para>

3408

<para>Grouping objects is like putting them into a container, where

3409

the objects are grouped with each other but retain their individual

3410

identities. You can move the group as one entity and apply changes

3411

to all the enclosed objects. A group can always be undone, and the

3412

objects that constitute the group can always be manipulated

3413

separately.</para>

3414

<para>To group objects:

3415

3416

<listitem><para>In the <emphasis role="strong">Drawing</emphasis>

3417

area, select all the objects you want to include in the group.

3418

Rightclick any selected object, and then select the

3419

<emphasis role="strong">Group</emphasis> option.</para></listitem>

3420

<listitem><para>Click any object in the group; handles appear around

3421

the entire group instead of around an object.</para></listitem>

3422

</orderedlist>

3423

</para>

3424

<para>You can now modify the entire group, without applying effects

3425

to objects individually. To resize a group:

3426

3427

<listitem><para>Place the mouse cursor over one of the handles. When

3428

the cursor becomes a double-headed arrow, drag the cursor to

3429

increase or decrease the size of the objects in the group. All

3430

the objects in the group are resized equally.</para></listitem>

3431

</itemizedlist>

3432

</para>

3433

<para>You can also edit a single object in the group without breaking

3434

it. To edit individual objects in a group:

3435

3436

<listitem><para>Double-click an object in the group. You can now enter

3437

the group and work on individual objects.</para></listitem>

3438

<listitem><para>Click the object you want to edit; the handles appear

3439

around that object. In this mode, you can edit, add or delete

3440

this object.</para></listitem>

3441

<listitem><para>To re-instate the group after modifying the object,

3442

double-click anywhere outside the selection frame.</para></listitem>

3443

</orderedlist>

3444

</para>

3445

3446

<para>You can group objects of all shapes and sizes. You can group objects

3447

in 2D, 3D or a combination of both. However, you can combine only overlapping

3448

2D objects.</para></screen>

3449

<para><emphasis role="strong">Combining Objects</emphasis></para>

3450

<para>Combining drawing objects is similar to grouping, except that

3451

combining creates a permanent fusion of objects, leading to the

3452

formation of a new object. The original objects are no longer available

3453

as individual entities, and you cannot enter the group to edit the

3454

individual objects. When you combine the objects, the group takes on

3455

the properties of the lower-most object in the arrangement.</para>

3456

<para>To combine objects:

3457

3458

<listitem><para>In the drawing area, select multiple 2D objects.</para>

3459

3460

<para>The lower-most object in the following graphic is the blue object.</para></screen>

3461

3462

3463

3464

</imageobject>

3465

</figure>

3466

</listitem>

3467

<listitem><para>Right-click any of the objects in the selection and click

3468

the <emphasis role="strong">Combine</emphasis> option in

3469

the list. Where the objects overlap, the overlapping zone is

3470

either filled or empty, depending on the number of overlaps.

3471

When the number of overlaps is even, you get an empty

3472

space. When the number of overlaps is odd, you get a filled

3473

area.</para>

3474

3475

3476

3477

</imageobject>

3478

</figure>

3479

</listitem>

3480

<listitem><para>After you have combined the objects, you can select

3481

the combined objects as an entity. However, you will not be

3482

able to select the empty area in the object.</para></listitem>

3483

</orderedlist>

3484

</para>

3485

<para>To split the objects:

3486

3487

<listitem><para>In the Drawing area, right-click the combination created

3488

in the previous procedure and select the

3489

<emphasis role="strong">Split</emphasis> option from the

3490

list.</para>

3491

3492

3493

3494

</imageobject>

3495

</figure>

3496

</listitem>

3497

</itemizedlist>

3498

</para>

3499

<para>Note that the objects return to their original status. However,

3500

the properties of the objects have now changed as per the lower-most

3501

object in the arrangement.</para>

3502

<para><emphasis role="strong">Editing Colours and Textures</emphasis></para>

3503

<para>When creating a drawing, you may need to work with objects

3504

of variable colours and textures in the same drawing area. You can

3505

customise the area fill of an object by using the

3506

<emphasis role="strong">Line and Fill</emphasis> toolbar.</para>

3507

3508

<para>The OpenOffice.org term for the inside of an object is area fill. The

3509

area fill of an object can be of uniform colour, a gradient or an image.</para></screen>

3510

<para><emphasis role="strong">Editing a Colour Fill</emphasis></para>

3511

<para>To edit the colour fill of an object:

3512

3513

<listitem><para>In the drawing area, select the object you want to edit

3514

and click the <emphasis role="strong">Area</emphasis>

3515

button on the <emphasis role="strong">Line and Fill

3516

</emphasis> toolbar. The <emphasis role="strong">Area

3517

</emphasis> dialogue box opens.</para>

3518

3519

3520

3521

</imageobject>

3522

</figure>

3523

3524

dialogue box provides the option to change the existing colour

3525

fill of the object.</para></listitem>

3526

<listitem><para>Click the <emphasis role="strong">Colours</emphasis>

3527

tab, select a colour listed under the Table category and click

3528

<emphasis role="strong">OK</emphasis> to apply the

3529

change.</para>

3530

3531

3532

3533

</imageobject>

3534

</figure>

3535

3536

3537

3538

</imageobject>

3539

</figure>

3540

</listitem>

3541

<listitem><para>The <emphasis role="strong">Table</emphasis>

3542

category lists the standard colours or the colours that are

3543

used most often. However, if you need a colour of a hue that

3544

is not available in the list, go ahead and create it. To define a

3545

custom colour:</para>

3546

3547

<listitem><para>Click the standard colour closest to your needs,

3548

and specify the RGB ratio to change its tone and

3549

hue.</para>

3550

3551

<para>Draw provides you two options to define a colour. You can

3552

specify the colour in the RGB or CMYK ratio. For CMYK, click

3553

<emphasis role="strong">RGB</emphasis> and then select

3554

<emphasis role="strong">CMYK</emphasis> from the options.</para></screen>

3555

3556

3557

3558

</imageobject>

3559

</figure>

3560

3561

<para>Every colour is specified by a combination of the three primary

3562

colours, Red, Green and Blue, hence the notation RGB.</para></screen>

3563

</listitem>

3564

<listitem><para>If you want to add a new custom colour to the

3565

available list, type its name in the

3566

<emphasis role="strong">Name</emphasis> box ,

3567

specify the RGB ratio and click

3568

<emphasis role="strong">Add</emphasis>. The

3569

standard list under the Table category displays the new

3570

colour.</para>

3571

</listitem>

3572

<listitem><para>Click <emphasis role="strong">OK</emphasis>

3573

to apply the change.</para>

3574

3575

3576

3577

</imageobject>

3578

</figure>

3579

</listitem>

3580

</orderedlist>

3581

</listitem>

3582

</orderedlist>

3583

</para>

3584

<para><emphasis role="strong">Editing a Gradient Fill</emphasis></para>

3585

<para>A gradient fill is an incremental blend of two different colours or

3586

shades of the same colour, which you can apply to a drawing object.

3587

To edit the gradient fill of an object:

3588

3589

<listitem><para>In the Drawing area, select the object you want to edit

3590

and click the <emphasis role="strong">Area</emphasis>

3591

button on the <emphasis role="strong">Line and Fill

3592

</emphasis> toolbar. The <emphasis role="strong">Area

3593

</emphasis> dialogue box opens.</para>

3594

3595

3596

3597

</imageobject>

3598

</figure>

3599

</listitem>

3600

<listitem><para>Click the <emphasis role="strong">Gradients</emphasis>

3601

tab, select a gradient from the gradient list and click

3602

<emphasis role="strong">OK</emphasis> to apply the

3603

change to the object.</para>

3604

3605

3606

3607

</imageobject>

3608

</figure>

3609

3610

3611

3612

</imageobject>

3613

</figure>

3614

</listitem>

3615

</orderedlist>

3616

</para>

3617

<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

3618

<para><emphasis role="italic">Mention that by using the Area dialogue

3619

box, students can also add or modify the other properties of

3620

objects such as using a shadow on an object, increasing or

3621

decreasing transparency, hatching the object or adding their own

3622

bitmap images as the area fill of the object.</emphasis></para>

3623

<para><emphasis role="strong">Editing Text</emphasis></para>

3624

<para>When designing cards and posters, you include some text

3625

along with the drawing objects. Draw provides you the following

3626

options to insert text in the Drawing area:

3627

3628

<listitem><para><emphasis role="strong">The Text tool on the Drawing

3629

toolbar:</emphasis> You can create a text frame anywhere

3630

in the drawing area, and you can work with this text box

3631

like you do with any other object.</para></listitem>

3632

<listitem><para><emphasis role="strong">Callouts next to the object:</emphasis>

3633

You can use this when you want to relate the text to the

3634

object. Click the <emphasis role="strong">Callouts</emphasis>

3635

tool on the <emphasis role="strong">Drawing</emphasis>

3636

toolbar.</para></listitem>

3637

<listitem><para><emphasis role="strong">Text superimposed on a drawing

3638

object:</emphasis> Double-click the object. A text box

3639

opens. Type the necessary text in it.</para></listitem>

3640

</itemizedlist>

3641

</para>

3642

<para>The following graphic displays various options for inserting text

3643

relevant to an object in the Drawing area:</para>

3644

3645

3646

3647

</imageobject>

3648

</figure>

3649

<para><emphasis role="strong">Visual Effects</emphasis></para>

3650

<para>Apart from offering the basic drawing tools, Draw provides

3651

scope for you to add some visual effects to your drawings.</para>

3652

<para><emphasis role="strong">Cross-Fading</emphasis></para>

3653

<para>The cross-fading feature in Draw transforms one shape into

3654

another. The result is a new group of objects, including the start and

3655

end objects and the intermediate shapes.</para>

3656

<para>To cross-fade:

3657

3658

<listitem><para>Create two objects of different shapes in the drawing

3659

area and select them.</para>

3660

3661

3662

3663

</imageobject>

3664

</figure>

3665

</listitem>

3666

3667

menu, click the <emphasis role="strong">Cross-fading

3668

</emphasis> option to display the <emphasis role="strong">

3669

Cross-fading</emphasis> dialogue box.</para>

3670

3671

3672

3673

</imageobject>

3674

</figure>

3675

</listitem>

3676

<listitem><para>In the <emphasis role="strong">Cross-fading

3677

</emphasis> dialogue box, select the number of incremental

3678

objects between the ends. Retain the default selection for

3679

smoother transition, and click <emphasis role="strong">OK

3680

</emphasis> to display the result in the drawing area.</para>

3681

3682

3683

3684

</imageobject>

3685

</figure>

3686

3687

<para>You can vary the order of the objects by changing their arrangement

3688

in the drawing area.</para></screen>

3689

<para><emphasis role="strong"><emphasis role="italic">Instructor Notes:</emphasis></emphasis></para>

3690

<para><emphasis role="italic">Draw provides many more

3691

features and tasks. For more information on the detailed

3692

features of Draw and other OpenOffice.org applications,

3693

refer the students to <ulink url="http://documentation.openoffice.org/">http://documentation.openoffice.org/</ulink>.</emphasis></para></listitem>

3694

</orderedlist>

3695

</para>

3696

</sect3>

3697

</sect2>

3698

<sect2>

3699

<title>Using OpenOffice.org Math</title>

3700

<para>Math is the equation writer component of OpenOffice.org office software suite.

3701

It contains a number of functions, operators and formatting assistants to help you create properly formatted

3702

equations and formulae. These created formulae can then be imported

3703

for display in any other OpenOffice.org applications.</para>

3704

<sect3>

3705

<title>Key Features of OpenOffice.org Math</title>

3706

<para>Some of the important features and capabilities of Math are

3707

discussed in the following section:</para>

3708

<para><emphasis role="strong">Creating a Formula:</emphasis> Math

3709

offers you the convenience of creating formulae as objects within

3710

your document. In other words, you can invoke Math from inside a

3711

document whenever you need to insert a formula or equation into

3712

the document. With Math, you have a large selection of pre-defined

3713

symbols and functions at your disposal for creating, editingand

3714

formatting a formulae.</para>

3715

<para><emphasis role="strong">Typing a Formula Directly:</emphasis>

3716

Math allows you to type an equation directly in your document if

3717

you are familiar with the Math markup language. You can directly

3718

type the markup language into your document and then invoke

3719

Math to convert the text into a formatted formula.</para>

3720

<para><emphasis role="strong">Creating a Formula in the Commands

3721

Window:</emphasis> You can also use the Math command

3722

window to enter and edit formulae in your document. While you

3723

make entries in the commands window, you can simultaneously

3724

view the results in the document.</para>

3725

<para><emphasis role="strong">Creating Individual Symbols:</emphasis>

3726

Math also allows you to create or own symbols and import new

3727

characters from other fonts. You are free to add the new symbols

3728

in the basic math catalogue or create a new catalogue for the new

3729

symbols.</para>

3730

<para><emphasis role="strong">Creating Formulae in Context:</emphasis>

3731

Math provides you the ease of working with the context menus,

3732

which can be displayed at a right mouse-click. These context

3733

menus contain all command that are found on the Selection

3734

window. Moreover, you can insert these into the document with just

3735

a mouse click.</para>

3736

3737

<para>Math is only used to create properly formatted equations in its

3738

symbolic form. It cannot be used for calculation purposes.</para></screen>

3739

</sect3>

3740

<sect3>

3741

<title>Creating and Editing Formulae</title>

3742

<para>Though Math can be used with all the OpenOffice.org

3743

applications, it is primarily used as an equation editor with text

3744

documents. To be able to use Math when working with Writer perform

3745

the following steps:

3746

3747

<listitem><para>Position the cursor on the document where you want to

3748

insert the formula. On the <emphasis role="strong">Insert

3749

</emphasis> menu, point to <emphasis role="strong">Object

3750

</emphasis> and then click <emphasis role="strong">

3751

Formula</emphasis>.</para>

3752

3753

3754

3755

</imageobject>

3756

</figure>

3757

</listitem>

3758

<listitem><para>This invokes Math from inside the Writer window.

3759

Notice that the equation editor appears at the bottom of the

3760

document window. You can now access all the Math tools

3761

from inside the Writer window. A placeholder box appears

3762

besides the text where the equation is to be entered.</para>

3763

<para>The simplest method to enter an equation in your

3764

document is to use the <emphasis role="strong">Selection

3765

</emphasis> window. By default, the

3766

<emphasis role="strong">Selection</emphasis> window is

3767

not displayed.</para>

3768

3769

3770

3771

</imageobject>

3772

</figure>

3773

</listitem>

3774

<listitem><para>To display the <emphasis role="strong">Selection

3775

window</emphasis>, on the <emphasis role="strong">View

3776

</emphasis> menu, click <emphasis role="strong">Selection

3777

</emphasis>.</para>

3778

3779

3780

3781

</imageobject>

3782

</figure>

3783

</listitem>

3784

<listitem><para>The <emphasis role="strong">Selection window

3785

</emphasis> appears as a floating toolbar. Notice that the

3786

<emphasis role="strong">Selection</emphasis> window is

3787

divided into two halves. The upper halves contains the symbol

3788

categories whereas the lower half displays the symbols

3789

available in the selected category. You can now start inserting

3790

the equation by selecting the symbols from the

3791

<emphasis role="strong">Selection</emphasis> window.

3792

</para>

3793

<para>To insert a symbol, such as a/b select the appropriate

3794

category from the upper half and click the appropriate symbol

3795

from the lower half of the Selection window.</para>

3796

3797

3798

3799

</imageobject>

3800

</figure>

3801

</listitem>

3802

<listitem><para>You will notice that when you select the symbol on

3803

the <emphasis role="strong">Selection</emphasis> window,

3804

the markup for the selected symbol appears in the equation

3805

editor. Simultaneously, some grey boxes appear in the main

3806

text body.</para>

3807

<para>The <?> symbols appearing in the equation editor

3808

are placeholders where you need to enter the actual text or

3809

symbol associated with your formula.</para>

3810

3811

3812

3813

</imageobject>

3814

</figure>

3815

</listitem>

3816

<listitem><para>As you enter the required text or symbol into the

3817

placeholders, the grey boxes are simultaneously updated with

3818

the equation. You can enter the rest of the equation in the

3819

same fashion.</para>

3820

3821

3822

3823

</imageobject>

3824

</figure>

3825

</listitem>

3826

<listitem><para>Once you enter the complete equation using the

3827

<emphasis role="strong">Selection</emphasis> window, the

3828

equation appears as an object in your document window and

3829

you can view the complete markup for the equation in the

3830

equation editor.</para>

3831

<para>Exit the formula editor by clicking anywhere on the

3832

document body.</para>

3833

3834

3835

3836

</imageobject>

3837

</figure>

3838

</listitem>

3839

<listitem><para>Once the formula is inserted in your document, you

3840

may want to modify it further. To edit a formula right-click

3841

once on it and select <emphasis role="strong">Edit

3842

</emphasis> from the short-cut menu.</para>

3843

3844

3845

3846

</imageobject>

3847

</figure>

3848

</listitem>

3849

<listitem><para>This makes you enter the formula editor once

3850

again.Now you can follow the same procedure to insert a new

3851

symbol into your formula or delete an old one.</para>

3852

3853

3854

3855

</imageobject>

3856

</figure>

3857

</listitem>

3858

<listitem><para>After making the required changes in the entered

3859

formula and inserting some new ones, you may need to insert

3860

some more formulas, which contain Greek characters.

3861

Though Greek characters are widely used in mathematical

3862

formulae, especially geometric formulae, these characters are

3863

not available in either the <emphasis role="strong">Selection

3864

window</emphasis> or the <emphasis role="strong">Context

3865

</emphasis> menu.</para>

3866

<para>You can enter the Greek characters by typing the

3867

markup language for the characters in the equation editor.

3868

Alternatively, you can use the <emphasis role="strong">

3869

Catalog</emphasis> window.</para>

3870

3871

3872

3873

</imageobject>

3874

</figure>

3875

</listitem>

3876

<listitem><para>To display the <emphasis role="strong">Catalog

3877

window</emphasis>, on the <emphasis role="strong">Tools</emphasis>

3878

menu, click <emphasis role="strong">Catalog</emphasis>.

3879

</para>

3880

3881

3882

3883

</imageobject>

3884

</figure>

3885

</listitem>

3886

<listitem><para>The <emphasis role="strong">Symbols</emphasis>

3887

dialogue box is displayed. Before selecting a character,

3888

ensure that <emphasis role="strong">Greek</emphasis> is

3889

selected under the <emphasis role="strong">Symbol set

3890

</emphasis> drop-down window. Select the required Greek

3891

symbol from the <emphasis role="strong">Symbols

3892

</emphasis> window and click <emphasis role="strong">

3893

Insert</emphasis>.</para>

3894

3895

3896

3897

</imageobject>

3898

</figure>

3899

</listitem>

3900

<listitem><para>The symbol is inserted into your document and the

3901

markup is displayed in the equation editor. You can continue

3902

entering formulas into your document following the same

3903

procedure.</para>

3904

3905

3906

3907

</imageobject>

3908

</figure>

3909

</listitem>

3910

<listitem><para>Once you have entered all the required formulae, your

3911

document may appear like this</para>

3912

3913

3914

3915

</imageobject>

3916

</figure>

3917

</listitem>

3918

</orderedlist>

3919

</para>

3920

</sect3>

3921

</sect2>

3922

<sect2>

3923

<title>Additional Applications</title>

3924

<sect3>

3925

<title>GnuCash Accounting Application</title>

3926

<para>GnuCash is application software that helps you track home or

3927

small business finances. Instead of making a note of all your

3928

expenses on paper, you can use GnuCash to ensure that you

3929

don't lose any information at the end of the month. All details

3930

of income and expenditure can be managed with this utility. Using

3931

GnuCash, a small business can track its customers as well as its

3932

vendors by entering their details in GnuCash. You can also create a

3933

monthly profit/loss report for your business.</para>

3934

<para>Using GnuCash, you can store the details of all your bank

3935

accounts at one place. You can choose the type of account that suits

3936

your requirements and create as many accounts. GnuCash is based

3937

on professional accounting principles to ensure balanced accounts

3938

and accurate reports.</para>

3939

<para>The software is easy to use and can be tailored as per your

3940

needs. The following is a screenshot of the main window of the

3941

Gnucash accounting application:</para>

3942

3943

3944

3945

</imageobject>

3946

</figure>

3947

<para><emphasis role="strong">Key Features of the GnuCash Application</emphasis></para>

3948

<para>Using GnuCash is like filling your personal finance information

3949

in a register but in a more organised way. Even if you were using a

3950

register to maintain your financial records till now, you can easily

3951

switch to GnuCash because using GnuCash is just like entering

3952

information in a register. It can be configured as per the needs of the

3953

user. The following features make GnuCash a very useful, powerful, yet

3954

flexible software programme:</para>

3955

<para>We achieve our mission by:

3956

3957

<listitem><para><emphasis role="strong">Easy-to-Use Interface:</emphasis>

3958

The interface of GnuCash is as simple to use as keeping

3959

records on a piece of paper. It also has a Quick-Fill

3960

feature, which means that as soon as you type a few

3961

characters, GnuCash scans its list and completes the

3962

entry automatically. If you use an entry on a regular basis,

3963

you don't need to type it every time.</para></listitem>

3964

<listitem><para>Double Entry System: Following the principles of

3965

accounting systems, in GnuCash, each transaction has to

3966

be mentioned at two places, that is, debit in one account and

3967

credit in another. This means that the difference between

3968

income and expenses exactly equals the sum of all assets

3969

and equity. This will help you verify that you have entered the

3970

details of the income and expenses accurately, which, in

3971

turn, will also help you track all expenses.</para></listitem>

3972

<listitem><para>Reports: You can generate a vast range of reports

3973

using GnuCash. Home users can generate a Budget report,

3974

which will give them a clear view of the income and expenses

3975

for the month. You can also generate a Tax report for

3976

calculating tax based on tax-related income and expenses. A

3977

vast range of Business reports, such as Customer and Vendor

3978

reports, can also be generated. Another report that can be

3979

generated is the Assets and Liabilities report, which includes

3980

the balance sheet.</para></listitem>

3981

<listitem><para>New Multi-Currency Transaction Handling: You need

3982

not worry about transactions in different currencies; GnuCash

3983

automatically handles all currencies. In addition, GnuCash

3984

provides menus and pop-up windows in different languages.

3985

</para></listitem>

3986

<listitem><para>The Reconcile Window: GnuCash provides the

3987

Reconcile window, which contains the balances of all your

3988

accounts. As a result, you don't have to check the

3989

balances in various registers. Using this window, you can

3990

easily validate bank statements.</para></listitem>

3991

<listitem><para>Split Transactions: The split transaction feature allows

3992

you to split a transaction into multiple amounts and

3993

categories. For example, you purchase a few things, which

3994

can be divided into different categories, from a store. Here,

3995

the main transaction is the amount spent on the purchase of

3996

these items, and the split transaction consists of the entries

3997

of all the items on the split transaction editor screen. You can

3998

re-check the main transaction at any time by simply

3999

displaying the split transaction entries.</para></listitem>

4000

<listitem><para>HBCI Support: GnuCash also supports the German

4001

Home Banking Computer Information (HBCI) protocol. This

4002

feature is useful for German users who need not enter the

4003

details of their bank account manually. They can directly

4004

perform online bank account transfers, download bank

4005

statements and make direct debits.</para></listitem>

4006

<listitem><para>Scheduled Transactions: Users can schedule

4007

transactions in GnuCash as per their requirements, and they

4008

can also set a reminder for the transactions. This feature

4009

does not require you to remember which transaction needs to

4010

run at what time. The software will automatically keep track of

4011

the transaction and run the transaction at the scheduled

4012

time. You can also re-schedule the transactions, when

4013

required.</para></listitem>

4014

<listitem><para>Transaction Finder: The Transaction Finder dialogue

4015

box helps you locate even the smallest transaction. You can

4016

enter the relevant fields in the Transaction Finder window,

4017

and GnuCash will find the transaction for you. For example,

4018

you want to identify all expenses above a certain amount this

4019

month. GnuCash will be able to identify these transactions.

4020

You need to mention the transaction as greater than and the

4021

amount in the amount field.</para></listitem>

4022

<listitem><para>New User Manual and Help: GnuCash provides a new

4023

Tutorial and Concepts guide to give an overview of the

4024

accounting principles to new users. This helps the users

4025

apply the principles effectively and gives them the exact

4026

procedure of each task.</para></listitem>

4027

</itemizedlist>

4028

</para>

4029

</sect3>

4030

<sect3>

4031

<title>Scribus</title>

4032

<para>Scribus is a programme that you require to produce documents

4033

that cannot be created easily with a word processor. For example,

4034

you will not be able to use a word processor to create a poster or a

4035

greeting card. This is because, when you print the card or poster

4036

using a word processor, the print will not be clear. Scribus also allows

4037

easy alignment of text and graphics, which is not a simple task using

4038

a word processor. Using Scribus, you can create PDF documents

4039

with professional features for commercial purposes. You can also use

4040

Scribus to design brochures, newspapers, magazines, newsletters,

4041

posters and technical documentation.</para>

4042

4043

4044

4045

</imageobject>

4046

</figure>

4047

<para><emphasis role="strong">Key Features of Scribus:</emphasis></para>

4048

<para>You use Scribus to design documents that have a great deal of

4049

graphical content. Scribus is an application that allows the users to

4050

position images, logos and so on at the appropriate place. Scribus is

4051

able to assemble all your text and pictures at the end of the document.

4052

4053

<listitem><para><emphasis role="strong">Updatable page templates:</emphasis>

4054

Scribus provides page templates that contain common

4055

page properties, such as background, header and footer.

4056

Scribus also allows you to update a page automatically

4057

whenever a template changes. You may use the templates

4058

on any number of pages.</para></listitem>

4059

<listitem><para><emphasis role="strong">Style manager:</emphasis>

4060

Scribus contains an integrated style manager palette that

4061

contains a wide range of styling options, including style

4062

inheritance for paragraphs, character styles and line

4063

styles. The style manager gives you the advantage of

4064

viewing all the styling options at one place and makes it

4065

easier to use the appropriate styling option at the right

4066

place.</para></listitem>

4067

<listitem><para><emphasis role="strong">XML-based file format:</emphasis>

4068

Scribus uses an XML-based file format that is fully

4069

documented. These documents, therefore, don't

4070

stop responding and don't corrupt easily. You can

4071

also add features in a very simplified way.</para></listitem>

4072

<listitem><para><emphasis role="strong">Font-handling features:</emphasis>

4073

Scribus includes a vast range of features for handling fonts.

4074

The features include rotating, flipping and scaling text.

4075

Both Type1 and TrueType fonts are supported by Scribus,

4076

so you can work on a document with any type of font.

4077

</para></listitem>

4078

<listitem><para><emphasis role="strong">Image-handling features:

4079

</emphasis> Scribus imports most common image

4080

formats, such as PNG, TIFF and JPEGs, so you can insert

4081

images of almost all the common formats.</para></listitem>

4082

</itemizedlist>

4083

</para>

4084

<para>In addition, Scribus supports:

4085

4086

<listitem><para><emphasis role="strong">Unicode text and fonts:</emphasis>

4087

Scribus imports most common text formats and supports

4088

Unicode text and fonts. It also supports right-to-left scripts,

4089

such as Arabic and Hebrew. This helps you open a

4090

document for page layout, without worrying about which

4091

font it is written in.</para></listitem>

4092

<listitem><para><emphasis role="strong">Direct file imports:</emphasis>

4093

If you want to add pictures and graphs to your document,

4094

you can use Draw, Impress and so on, and you can directly

4095

import the file from that application to Scribus.</para></listitem>

4096

<listitem><para><emphasis role="strong">CMYK:</emphasis> Scribus

4097

supports Cyan, Magenta, Yellow and Black (CMYK)

4098

layering, which is most important for professional use.

4099

Printing is done in the four CMYK layers. Because of the

4100

CMYK feature, there will be minimal difference between the

4101

on-screen and final printing. Scribus also provides

4102

enhanced colour management functions.</para></listitem>

4103

<listitem><para><emphasis role="strong">Functions related to PDF files:</emphasis>

4104

Even if your file is in PDF, you can export these files easily

4105

to Scribus. You can also add effects to these files and

4106

encrypt them. In addition, you can include keywords in an

4107

exported PDF file.</para></listitem>

4108

<listitem><para><emphasis role="strong">Vector formats:</emphasis>

4109

Scribus imports all the important vector formats, including

4110

Adobe Illustrator (AI), Encapsulated PostScript (EPS) EPS

4111

and Scalable Vector Graphics (SVG), so that you can

4112

open any vector graphic in Scribus effortlessly.</para></listitem>

4113

</itemizedlist>

4114

</para>

4115

</sect3>

4116

<sect3>

4117

<title>Evince</title>

4118

<para>Evince is a document viewer in Ubuntu. It supports multiple

4119

document formats, such as Portable Document Format (PDF),

4120

PostScript, djvu, tiff and dvi. This viewer makes reading documents a

4121

simple and hassle-free experience and has intuitive preview, index and

4122

search capabilities. You can also view documents in full-screen or

4123

presentation format, where each page is displayed like a slide in a

4124

slideshow.</para>

4125

<para>Because Evince can support multiple document formats, it can

4126

replace the various document viewers that were used previously to

4127

view the other document formats. Evince also supports multi-page

4128

formats.</para>

4129

<para>The following screenshot shows the main interface of Evince:

4130

</para>

4131

4132

4133

4134

</imageobject>

4135

</figure>

4136

<para><emphasis role="strong">Key Features of Evince</emphasis></para>

4137

<para>Some key features of Evince are described below:

4138

4139

<listitem><para><emphasis role="strong">Enhanced search feature:</emphasis>

4140

Evince has an enhanced and integrated search feature that

4141

displays the number of results found and highlights the

4142

results on the page.</para></listitem>

4143

<listitem><para><emphasis role="strong">Thumbnails:</emphasis> Evince

4144

provides page thumbnails to the users. Using this feature,

4145

you need not go through each page; you can quickly refer

4146

to the pages on the left sidebar of the window. You can

4147

click any of the thumbnails to easily navigate to that page.

4148

</para></listitem>

4149

<listitem><para><emphasis role="strong">Indexing:</emphasis> In the

4150

documents that support indexing, Evince allows easy

4151

navigation by showing a document index. This index allows

4152

you to move from one section to another.</para></listitem>

4153

<listitem><para><emphasis role="strong">Zoom:</emphasis> Evince

4154

allows you to zoom in and zoom out of the document. In

4155

addition, Evince remembers the zoom level of the

4156

document after closing it. The next time you open the

4157

document, it opens at the same zoom level.</para></listitem>

4158

<listitem><para><emphasis role="strong">Selection:</emphasis> Evince

4159

also allows you to select the text in a .PDF document,

4160

which is not possible in all other viewers.</para></listitem>

4161

<listitem><para>Encrypted Documents: Evince can also open

4162

Encrypted PDF documents for viewing.</para></listitem>

4163

</itemizedlist>

4164

</para>

4165

</sect3>

4166

</sect2>

4167

<sect2>

4168

<title>Lesson Summary</title>

4169

<para>In this chapter, you learnt that:

4170

4171

<listitem><para>OpenOffice.org is the default office application suite

4172

provided with Ubuntu.</para></listitem>

4173

<listitem><para>The OpenOffice.org sofware suite comprises five applications

4174

to help you handle your work effectively.</para></listitem>

4175

<listitem><para>Writer forms the word processor component of the

4176

OpenOffice.org office software suite and contains all the features that

4177

you expect from a modern, fully equipped word processor or a desktop

4178

publisher.</para></listitem>

4179

<listitem><para>You can use the tools and features of the OpenOffice.org

4180

Writer to perform various wordprocessing tasks.</para></listitem>

4181

<listitem><para>Calc forms the spreadsheet component of the OpenOffice.org

4182

office software suite and offers a whole range of advanced functions to help

4183

accomplish complex tasks.</para></listitem>

4184

<listitem><para>You can use the tools and features of the OpenOffice.org

4185

calc to perform various spreadsheet functions.</para></listitem>

4186

<listitem><para>Impress is a fully featured presentation tool included in

4187

the OpenOffice.org office software suite.</para></listitem>

4188

<listitem><para>You can use the tools and features of the OpenOffice.org

4189

Impress to create effective multimedia presentations containg 2D and 3D

4190

text and images.</para></listitem>

4191

<listitem><para>Math is the equation writer component of OpenOffice.org

4192

office software suite.</para></listitem>

4193

<listitem><para>You can use the various functions, operators and formatting

4194

assistants in Math to create properly formatted equations and

4195

formulae.</para></listitem>

4196

<listitem><para>Create a new database using the OpenOffice.org

4197

Database. Perform basic functions on the database such as

4198

inserting data using tables, extracting selected information from

4199

the data using queries, updating the data using forms and

4200

creating reports.</para></listitem>

4201

<listitem><para>Create and edit basic drawing objects by using the

4202

features available in OpenOffice.org Draw.</para></listitem>

4203

<listitem><para>GnuCash is extremely useful application software for

4204

managing your home and/or small business finances.</para></listitem>

4205

<listitem><para>Scribus is a page layout application that you can use to

4206

create posters, cards, brochures and so on for commercial

4207

purposes.</para></listitem>

4208

<listitem><para>Evince is document viewer software that allows you to

4209

easily navigate a document. The document can also be viewed

4210

or searched.</para></listitem>

4211

</itemizedlist>

4212

</para>

4213

</sect2>

4214

<sect2>

4215

<title>Review Exercise</title>

4216

<para><emphasis role="strong">Question 1</emphasis></para>

4217

<para>List the applications included in the OpenOffice.org office

4218

software suite.</para>

4219

<para><emphasis role="strong">Answer 1</emphasis></para>

4220

<para>The applications included in the OpenOffice.org office software

4221

suite are:</para>

4222

4223

<listitem><para>OpenOffice.org Writer</para></listitem>

4224

<listitem><para>OpenOffice.org Calc</para></listitem>

4225

<listitem><para>OpenOffice.org Impress</para></listitem>

4226

<listitem><para>OpenOffice.org Draw</para></listitem>

4227

<listitem><para>OpenOffice.org Base</para></listitem>

4228

<listitem><para>OpenOffice.org Math</para></listitem>

4229

</itemizedlist>

4230

<para><emphasis role="strong">Question 2</emphasis></para>

4231

<para>The applications in OpenOffice.org save files in which format, by

4232

default?</para>

4233

4234

4235

4236

<para><emphasis role="strong">Answer 2</emphasis></para>

4237

<para>c) OpenDocument Format (ODF)</para>

4238

<para><emphasis role="strong">Question 3</emphasis></para>

4239

<para>Name the equation editor component of the OpenOffice.org

4240

software suite.</para>

4241

<para><emphasis role="strong">Answer 3</emphasis></para>

4242

<para>OpenOffice.org Math.</para>

4243

<para><emphasis role="strong">Question 4</emphasis></para>

4244

<para>Which software feature help you create multiple personalised form

4245

letters?</para>

4246

<para><emphasis role="strong">Answer 4</emphasis></para>

4247

<para>The Mail merge feature in Writer allows you to create multiple

4248

personalised form letters, labels, envelopes, faxes, e-mail messages by

4249

using a form letter template and an address database.</para>

4250

<para><emphasis role="strong">Question 5</emphasis></para>

4251

<para>Which software feature in available OpenOffice.org helps you

4252

navigate inside your document?</para>

4253

<para><emphasis role="strong">Answer 5</emphasis></para>

4254

<para>The Navigator feature available in OpenOffice.org provides you an

4255

outline view of your entire document and allows you to quickly navigate

4256

inside your documant.</para>

4257

<para><emphasis role="strong">Question 6</emphasis></para>

4258

<para>Name the feature in the Openoffice.org software suite that allows

4259

you to perform a complete document makeover?</para>

4260

<para><emphasis role="strong">Answer 6</emphasis></para>

4261

<para>The Style and Formatting window.</para>

4262

<para><emphasis role="strong">Question 7</emphasis></para>

4263

<para>Do you require any additional software to convert a

4264

OpenOffice.org document into a PDF file?</para>

4265

<para><emphasis role="strong">Answer 7</emphasis></para>

4266

<para>The OpenOffice.org software suite allows you to save your

4267

document directly as a Portable Document Format (PDF) file without the

4268

use of any additional expensive software.</para>

4269

<para><emphasis role="strong">Question 8</emphasis></para>

4270

<para>Name the software tool that guide you through the creation of a

4271

formula in OpenOffice.org Calc.</para>

4272

<para><emphasis role="strong">Answer 8</emphasis></para>

4273

<para>The Function Wizard</para>

4274

<para><emphasis role="strong">Question 9</emphasis></para>

4275

<para>How does the Scenario Manager feature of Calc help you in your

4276

calculations?</para>

4277

<para><emphasis role="strong">Answer 9</emphasis></para>

4278

<para>The Scenario Manager enables you to perform 'what

4279

if' analysis and allows you to immediately view the results of

4280

the changes made to any one parameter of the calculation on the rest of

4281

the parameters.</para>

4282

<para><emphasis role="strong">Question 10</emphasis></para>

4283

<para>How does the Autoformat feature help you in creating table

4284

designs?</para>

4285

<para><emphasis role="strong">Answer 10</emphasis></para>

4286

<para>The Autoformat feature allows you to quickly apply preset formats

4287

to an entire sheet or a selected cell range and create attractive and

4288

professional level table designs, thereby saving you from the time

4289

consuming process of selecting cell groups in turn and assigning different

4290

formats to them.</para>

4291

<para><emphasis role="strong">Question 11</emphasis></para>

4292

<para>What are the advantages of exporting your presentation in a

4293

Adobe Flash file?</para>

4294

<para><emphasis role="strong">Answer 11</emphasis></para>

4295

<para>Exporting your prsentation in a Adobe Flash file increases its

4296

accessibilty by enabling you to run the output on any computer, which

4297

has a Flash player installed.</para>

4298

<para><emphasis role="strong">Question 12</emphasis></para>

4299

<para>Math allows you to type yopur formula directly into the document

4300

if you are familiar with the_______________?</para>

4301

<para><emphasis role="strong">Answer 12</emphasis></para>

4302

<para>Math markup language</para>

4303

<para><emphasis role="strong">Question 13</emphasis></para>

4304

<para>Name the feature available in OpenOffice.org Impress that allows

4305

you to create text with stunning 3D effects?</para>

4306

<para><emphasis role="strong">Answer 13</emphasis></para>

4307

<para>The Fontwork Gallery</para>

4308

<para><emphasis role="strong">Question 14</emphasis></para>

4309

<para>Which feature of GnuCash helps you look for a transaction using

4310

a Query window?

4311

4312

<listitem><para>Split transaction</para></listitem>

4313

<listitem><para>Scheduled transaction</para></listitem>

4314

<listitem><para>Transaction finder</para></listitem>

4315

<listitem><para>Reconcile window</para></listitem>

4316

</orderedlist>

4317

</para>

4318

<para><emphasis role="strong">Answer 14</emphasis></para>

4319

<para>3. Transaction finder</para>

4320

<para><emphasis role="strong">Question 15</emphasis></para>

4321

<para>What is Scribus?.

4322

4323

<listitem><para>An accounting application</para></listitem>

4324

<listitem><para>A word processor</para></listitem>

4325

<listitem><para>A document viewer</para></listitem>

4326

<listitem><para>Page layout software</para></listitem>

4327

</orderedlist>

4328

</para>

4329

<para><emphasis role="strong">Answer 15</emphasis></para>

4330

<para>d)Page layout software</para>

4331

<para><emphasis role="strong">Question 16</emphasis></para>

4332

<para>Which feature in OpenOffice.org Database allows you to retrieve

4333

selected records from a database?</para>

4334

<para><emphasis role="strong">Answer 16</emphasis></para>

4335

<para>a) Tables</para>

4336

<para>b) Forms</para>

4337

<para>c) Queries</para>

4338

<para>d) Reports</para>

4339

<para><emphasis role="strong">Question 17</emphasis></para>

4340

<para>Which feature in Openoffice.org Database provides an interactive

4341

way to enter new data in a database?</para>

4342

<para><emphasis role="strong">Answer 17</emphasis></para>

4343

<para>Forms</para>

4344

<para><emphasis role="strong">Question 18</emphasis></para>

4345

<para>List the differences between grouping and combining the objects

4346

in OpenOffice.org Draw?</para>

4347

<para><emphasis role="strong">Answer 18</emphasis></para>

4348

4349

<listitem><para>Combined drawing objects act as grouped objects, except

4350

that you cannot enter the group to edit the individual objects.</para></listitem>

4351

<listitem><para>Unlike groups, a combined object takes on the properties of

4352

the lowermost object in the stacking order. You can split apart

4353

combined objects, but the original object properties are lost.</para></listitem>

4354

<listitem><para>When you combine objects, holes appear where the objects

4355

overlap.</para></listitem>

4356

</orderedlist>

4357

</sect2>

4358

<sect2>

4359

<title>Lab Exercises</title>

4360

<para><emphasis role="strong">Exercise 1: Performing Basic Word

4361

Processing Tasks Using Writer</emphasis></para>

4362

<para>As an employee in an interior decorating company, you have been

4363

asked to prepare an article on interior decoration that would feature in

4364

the company's e-newlsetter. You have been quite upbeat about

4365

the assignment as it would showcase your abilities to the fore. However,

4366

you will have to prepare the article in the most aesthatically correct

4367

manner as possible. You plan to include lots of text, equally supported

4368

by some graphics and tables all aligned to live up to the highly aesthetic

4369

sensibilities of the company employees.</para>

4370

<para>To complete your assignment, you need to perform the following

4371

tasks:

4372

4373

<listitem><para>Create and format a text document</para></listitem>

4374

<listitem><para>Insert tables in the document</para></listitem>

4375

<listitem><para>Insert images in the document</para></listitem>

4376

<listitem><para>Save the document</para></listitem>

4377

</itemizedlist>

4378

</para>

4379

<para>To create and format a text document:

4380

4381

<listitem><para>On the <emphasis role="strong">Applications</emphasis>

4382

menu, point to <emphasis role="strong">Office</emphasis> and

4383

then click <emphasis role="strong">OpenOffice.org Word

4384

Processor</emphasis>.</para></listitem>

4385

<listitem><para>Enter the required text in the blank document.</para></listitem>

4386

<listitem><para>On the <emphasis role="strong">Format</emphasis>

4387

menu, click <emphasis role="strong">Style and Formatting

4388

</emphasis> to display the <emphasis role="strong">Style and

4389

Formatting</emphasis> window.</para></listitem>

4390

<listitem><para>On the <emphasis role="strong">Style and Formatting

4391

</emphasis> window, click a style category to reveal the various

4392

styles under that category.</para></listitem>

4393

<listitem><para>Select the text on which you want to apply the style and

4394

formatting.</para></listitem>

4395

<listitem><para>Double-click the desired style displayed in the

4396

<emphasis role="strong">Style and Formatting</emphasis>

4397

window to apply it on the selected text.</para></listitem>

4398

<listitem><para>Repeat the same procedure to apply different styles and

4399

formatting for different components of the document.</para></listitem>

4400

</orderedlist>

4401

</para>

4402

<para>You have created and formatted your document according to your

4403

requirements.</para>

4404

<para>To insert tables in the document:

4405

4406

<listitem><para>Position the cursor at the appropriate location in the

4407

document where you want to insert the table.</para></listitem>

4408

<listitem><para>On the <emphasis role="strong">Table</emphasis>

4409

menu, point to <emphasis role="strong">Insert</emphasis> and

4410

then click <emphasis role="strong">Table</emphasis>

4411

</para></listitem>

4412

<listitem><para>Specify the table properties and click

4413

4414

<listitem><para>To display the <emphasis role="strong">Table Format

4415

</emphasis> dialogue box, right-click the inserted table and

4416

select <emphasis role="strong">Table</emphasis> from the

4417

short-cut menu.</para></listitem>

4418

<listitem><para>Define the table specifications per your requirements and

4419

preferences in the <emphasis role="strong">Table Format

4420

</emphasis> dialogue box and click <emphasis role="strong">

4421

OK</emphasis> to apply the changes.</para></listitem>

4422

</orderedlist>

4423

</para>

4424

<para>You have successfully inserted tables in your text document. You

4425

can now populate the tables with the required data.</para>

4426

<para>To insert images in the document:

4427

4428

<listitem><para>Position the cursor at the appropriate location in the

4429

document where you want the picture to be inserted.</para></listitem>

4430

<listitem><para>On the Insert menu, point to Picture, then click From File.

4431

</para></listitem>

4432

<listitem><para>In the Insert Picture dialogue box, navigate to the desired

4433

file, select the file and then, click Open.</para></listitem>

4434

<listitem><para>To resize the inserted image, select the image, then

4435

press and hold the Shift key.</para></listitem>

4436

<listitem><para>Holding down the Shift key, click and drag one of the

4437

handles on the image to modify its size.</para></listitem>

4438

<listitem><para>To arrange and align the image properly, right-click the

4439

image, then select from the available options on the short-cut

4440

menu.</para></listitem>

4441

<listitem><para>Define the appropriate positioning options for the image.

4442

</para></listitem>

4443

</orderedlist>

4444

</para>

4445

<para>The image is now inserted properly into your text document.</para>

4446

<para>To save the document:

4447

4448

<listitem><para>On the <emphasis role="strong">File</emphasis> menu

4449

click <emphasis role="strong">Save As</emphasis>.</para></listitem>

4450

4451

dialogue box, Navigate to the directory where you want to save

4452

the file.</para></listitem>

4453

<listitem><para>Enter the file name in the <emphasis role="strong">Name

4454

</emphasis> field.</para></listitem>

4455

<listitem><para>Specify the file type by selecting from the drop-down

4456

menu at the bottom of the dialogue box.</para></listitem>

4457

<listitem><para>Click <emphasis role="strong">Save</emphasis> to save

4458

the file.</para></listitem>

4459

</orderedlist>

4460

</para>

4461

<para>You have successfully saved your document at the desired

4462

location.</para>

4463

<para><emphasis role="strong">Exercise 2: Performing Basic Spreadsheet

4464

Tasks Using Calc</emphasis></para>

4465

<para>As the accounts manager for your company, you are assigned

4466

with the task of preparing the quarterly accounts report for the company.

4467

You have been suddenly burdened with the task of collating a huge

4468

amount of data, analyzing the data to derive the required reports, present

4469

the data before the management and generate the reports in PDF format

4470

for documentation and future reference. In order to accomplish this feat,

4471

you shall have to perform the following tasks:

4472

4473

<listitem><para>Entering and format the data in a spreadsheet</para></listitem>

4474

<listitem><para>Apply formulas and functions on the data</para></listitem>

4475

<listitem><para>Present the data graphically</para></listitem>

4476

<listitem><para>Generate the report in PDF format</para></listitem>

4477

</itemizedlist>

4478

</para>

4479

<para>To enter and format the data in a spreadsheet:

4480

4481

<listitem><para>On the <emphasis role="strong">Applications</emphasis>

4482

menu, point to <emphasis role="strong">Office</emphasis> and

4483

then click <emphasis role="strong">OpenOffice.org Spreadsheet

4484

</emphasis> to open a Calc spreadsheet.</para></listitem>

4485

<listitem><para>Enter the required data in the spreadsheet.</para></listitem>

4486

<listitem><para>To apply desired formatting to a selected range of cells,

4487

on the <emphasis role="strong">Format</emphasis> menu,

4488

click <emphasis role="strong">Cells</emphasis>.</para></listitem>

4489

<listitem><para>The <emphasis role="strong">Format Cells</emphasis>

4490

dialogue box is displayed. Use the various options available

4491

under the <emphasis role="strong">Font, Font Effects

4492

</emphasis> and <emphasis role="strong">Alignment

4493

</emphasis> tabs to specify various formatting attributes for the

4494

selected text.</para></listitem>

4495

<listitem><para>Click <emphasis role="strong">Ok</emphasis> to apply

4496

the formatting effects.</para></listitem>

4497

<listitem><para>To apply <emphasis role="strong">Autoformat

4498

</emphasis> to a sheet or selected cell range, on the

4499

<emphasis role="strong">Format</emphasis> menu, click

4500

<emphasis role="strong">Autoformat</emphasis>.</para></listitem>

4501

<listitem><para>To assign a preset format to the selected cells, select

4502

one from the <emphasis role="strong">Format</emphasis> list

4503

and then click <emphasis role="strong">OK</emphasis> to

4504

apply the selcted format on the selection.</para>

4505

<para>You have successfully enterd your data in a spreadsheet

4506

and applied the desired formatting to it.</para></listitem>

4507

</itemizedlist>

4508

</para>

4509

<para>To apply formulas and functions on the data:

4510

4511

<listitem><para>Select the cell in your spreadsheet where you want the

4512

formula to be inserted.</para></listitem>

4513

<listitem><para>To create and apply a formula or function with the help of

4514

Function Wizard, click <emphasis role="strong">Function

4515

Wizard</emphasis> on the <emphasis role="strong">Formula

4516

Bar</emphasis>.</para></listitem>

4517

<listitem><para>Select the desired function category from the

4518

<emphasis role="strong">Category</emphasis> drop-down list

4519

to display the functions listed under that specific category.</para></listitem>

4520

<listitem><para>Find the desired function from the

4521

<emphasis role="strong">Functions</emphasis> list and click it

4522

once to select it.</para></listitem>

4523

<listitem><para>Click <emphasis role="strong">Next</emphasis> to

4524

proceed with the task of entering a formula.</para></listitem>

4525

<listitem><para>To specify the cell range on which you want to apply the

4526

formula, click the <emphasis role="strong">Shrink</emphasis>

4527

button. This shrinks the <emphasis role="strong">Function

4528

Wizard</emphasis> dialogue box and you are returned to the

4529

main spreadsheet window.</para></listitem>

4530

<listitem><para>Select the cell range containing the desired data.</para></listitem>

4531

<listitem><para>After selecting the cells, go back to the

4532

<emphasis role="strong">Function Wizard</emphasis> by

4533

clicking the <emphasis role="strong">Maximize</emphasis>

4534

button.</para></listitem>

4535

<listitem><para>To complete the task of entering a formula, click

4536

4537

</itemizedlist>

4538

</para>

4539

<para>You have successfully applied a formula on the data. The solution

4540

appears in the cell where you had applied the formula.</para>

4541

<para>To present your data graphically:

4542

4543

<listitem><para>On the <emphasis role="strong">Insert</emphasis>

4544

menu, select <emphasis role="strong">Chart</emphasis>.

4545

</para></listitem>

4546

<listitem><para>Define the data range, the labels and the target sheet

4547

where the chart would be displayed</para></listitem>

4548

<listitem><para>Click <emphasis role="strong">Next</emphasis> to

4549

continue.</para></listitem>

4550

<listitem><para>Select the chart type and click <emphasis role="strong">

4551

Next</emphasis> to continue with the procedure of inserting

4552

charts.</para></listitem>

4553

<listitem><para>Specify a variant for the selected graph type and click

4554

<emphasis role="strong">Next</emphasis> to continue</para></listitem>

4555

<listitem><para>Specify the main title for your chart and title and labels

4556

for the axes. After specifying the required information, click

4557

<emphasis role="strong">Create</emphasis>.</para></listitem>

4558

</itemizedlist>

4559

</para>

4560

<para>A chart is inserted at the specified location in your spreadsheet.

4561

You have successfully displayed your data in the form of a chart.</para>

4562

<para>To generate a PDF file of the report:

4563

4564

<listitem><para>On the <emphasis role="strong">File</emphasis> menu,

4565

click <emphasis role="strong">Export as PDF</emphasis>.

4566

</para></listitem>

4567

<listitem><para>Enter a file name in the <emphasis role="strong">Name

4568

</emphasis> field on the <emphasis role="strong">Export

4569

</emphasis> dialogue box</para></listitem>

4570

<listitem><para>Navigate to the directory where you want to save the file.

4571

</para></listitem>

4572

<listitem><para>Click <emphasis role="strong">Save</emphasis> to

4573

continue.</para></listitem>

4574

<listitem><para>Define the desired options on the

4575

<emphasis role="strong">PDF Options</emphasis> dialogue

4576

box, then click <emphasis role="strong">OK</emphasis>.

4577

</para></listitem>

4578

</itemizedlist>

4579

</para>

4580

<para>You have successfully exported your spreadsheet as a PDF file.</para>

4581

<para><emphasis role="strong">Exercise 3: Creating Multimedia

4582

Presentation Using Impress</emphasis></para>

4583

<para>In your job profile as a trainer in an architecture firm, you are

4584

required to develop a presentation on architectural designs and plans,

4585

which shalll be used as training material for the new joinees. You want

4586

your training material to effectively demonstare all the dimensional

4587

details of your architectural designs, which may include floor plans,

4588

elevations and siteplans. You would also like to infuse some life into

4589

your presentation by adding animations wherever required. Finally, you

4590

want to convert the presentation into a Flash file for easy future reference.</para>

4591

<para>To accomplish the task, you will need to:

4592

4593

<listitem><para>Create a presentation with the required text and images

4594

</para></listitem>

4595

<listitem><para>Add 3D graphics and animations in the presentation

4596

</para></listitem>

4597

<listitem><para>Configure and perform a slide show</para></listitem>

4598

<listitem><para>Export the presentation as a Flash file</para></listitem>

4599

</itemizedlist>

4600

</para>

4601

<para>To create a presentation with the required text and images:

4602

4603

<listitem><para>On the <emphasis role="strong">Applications</emphasis>

4604

menu, point to <emphasis role="strong">Office</emphasis> and

4605

then click <emphasis role="strong">OpenOffice.org Presentation

4606

</emphasis>.</para></listitem>

4607

<listitem><para>The <emphasis role="strong">Presentation Wizard

4608

</emphasis> dialogue box appears.To create a new blank

4609

presentation, retain the default selection and click

4610

4611

<listitem><para>Select the slide design and output medium for the

4612

presentation and click <emphasis role="strong">Next

4613

</emphasis>.</para></listitem>

4614

<listitem><para>Define the transition effect to be applied on the slides and

4615

click <emphasis role="strong">Create</emphasis> to proceed.

4616

</para></listitem>

4617

<listitem><para>Select a layout for your current slide from the

4618

<emphasis role="strong">Task</emphasis> pane on the left.

4619

</para></listitem>

4620

<listitem><para>Enter the required text in the provided textboxes to create

4621

the first slide, then click <emphasis role="strong">Master Pages

4622

</emphasis> to open the <emphasis role="strong">Master

4623

Pages panel</emphasis>.</para></listitem>

4624

<listitem><para>Click once on the template of your choice to apply it to

4625

your presentation.</para></listitem>

4626

<listitem><para>Insert a new slide by clicking the

4627

<emphasis role="strong">Slide</emphasis> button on the

4628

<emphasis role="strong">Standard toolbar</emphasis>.</para></listitem>

4629

<listitem><para>Select a layout for the new slide.</para></listitem>

4630

<listitem><para>Enter the required text in the provided text box.</para></listitem>

4631

<listitem><para>To insert a picture in the presentation, on the Insert

4632

menu, click <emphasis role="strong">Picture</emphasis>.

4633

</para></listitem>

4634

<listitem><para>In the <emphasis role="strong">Insert Picture</emphasis>

4635

dialogue box, select the desired image and click

4636

<emphasis role="strong">Open</emphasis> to insert it.</para></listitem>

4637

<listitem><para>Follow the same procedure to create the rest of the

4638

slides.</para></listitem>

4639

</itemizedlist>

4640

</para>

4641

<para>You have successfully created a presentation with the required

4642

text and images.</para>

4643

<para>To add 3D graphics and animations:

4644

4645

<listitem><para>To render special 3D effects to a piece of text, on the

4646

<emphasis role="strong">Drawing</emphasis> toolbar, click

4647

the <emphasis role="strong">Fontwork Gallery</emphasis>

4648

button.</para></listitem>

4649

<listitem><para>Select the style in which you want the text to be

4650

displayed and click <emphasis role="strong">OK</emphasis>.

4651

</para></listitem>

4652

<listitem><para>Double-click the <emphasis role="strong">Fontwork</emphasis>

4653

object.</para></listitem>

4654

<listitem><para>Type the required text in place of the black

4655

'<emphasis role="strong">Fontwork</emphasis>'

4656

that appears over the object.</para></listitem>

4657

<listitem><para>Click once outside the object's selected area to

4658

exit the <emphasis role="strong">Fontwork</emphasis> edit

4659

mode.</para></listitem>

4660

<listitem><para>To display the <emphasis role="strong">3D-Objects

4661

</emphasis> toolbar, on the <emphasis role="strong">View

4662

</emphasis> menu, point to <emphasis role="strong">Toolbars

4663

</emphasis> and then select <emphasis role="strong">

4664

3D-Objects</emphasis>.</para></listitem>

4665

<listitem><para>To insert a <emphasis role="strong">3D-Object

4666

</emphasis> in your current slide, click the desired object on

4667

the <emphasis role="strong">3D-Objects</emphasis> toolbar.

4668

</para></listitem>

4669

<listitem><para>Then move your mouse to the point where you want to

4670

insert the object.</para></listitem>

4671

<listitem><para>Holing down the left mose button drag the mouse to insert

4672

the object on the slide.</para></listitem>

4673

<listitem><para>Change the proportion and size of the object by holding

4674

down the green handles.</para></listitem>

4675

<listitem><para>To apply 3D effects on the inserted graphic, right-click

4676

the object. On the short-cut menu, click

4677

<emphasis role="strong">3D Effects</emphasis>.</para></listitem>

4678

<listitem><para>Define the look and feel of the inserted object by

4679

selecting appropriate options in the <emphasis role="strong">

4680

3D Effects</emphasis> dialogue box.</para></listitem>

4681

<listitem><para>After defining the options, click the

4682

<emphasis role="strong">Assign</emphasis> icon on top right

4683

of the <emphasis role="strong">3D Effects</emphasis>

4684

dialogue box.</para></listitem>

4685

<listitem><para>Click <emphasis role="strong">Close</emphasis> to exit

4686

the <emphasis role="strong">3D Effects</emphasis> dialogue

4687

box.</para></listitem>

4688

<listitem><para>To add animations, to the various elements in your

4689

presentation, on the <emphasis role="strong">Slide Show</emphasis>

4690

menu, click <emphasis role="strong">Custom Animation</emphasis>.

4691

</para></listitem>

4692

<listitem><para>Select an element and click the

4693

<emphasis role="strong">Add</emphasis> button on the

4694

<emphasis role="strong">Custom Animation</emphasis> panel

4695

to display the <emphasis role="strong">Custom Animation</emphasis>

4696

dialogue box.</para></listitem>

4697

<listitem><para>After defining all the desired settings for the object, click

4698

<emphasis role="strong">OK</emphasis> to apply the

4699

animation effects.</para></listitem>

4700

</itemizedlist>

4701

</para>

4702

<para>Your have successfully added 3D graphics and animations in

4703

your presentation.</para>

4704

<para>To configure and perform a slide show:

4705

4706

<listitem><para>On the <emphasis role="strong">Slide Show</emphasis>

4707

menu, select <emphasis role="strong">Slide Show Settings

4708

</emphasis>.</para></listitem>

4709

<listitem><para>Select the desired options on the

4710

<emphasis role="strong">Slide Show</emphasis> dialogue box

4711

and click <emphasis role="strong">OK</emphasis> to apply

4712

the settings.</para></listitem>

4713

<listitem><para>To start the slide show, select <emphasis role="strong">

4714

Slide Show</emphasis> from the <emphasis role="strong">

4715

Slide Show</emphasis> menu or press

4716

4717

</itemizedlist>

4718

</para>

4719

<para>Your presentation runs as a lively slide show.</para>

4720

<para>To export the presentation as a Flash file:

4721

4722

<listitem><para>On the <emphasis role="strong">File</emphasis> menu,

4723

click <emphasis role="strong">Export</emphasis>.</para></listitem>

4724

<listitem><para>Specify a file name in the <emphasis role="strong">File

4725

name</emphasis> field and navigate to the directory where you

4726

want to export the file.</para></listitem>

4727

<listitem><para>To export the presentation as a Flash file, select

4728

<emphasis role="strong">Macromedia Flash (SWF) (.swf)

4729

</emphasis> from the <emphasis role="strong">File format

4730

</emphasis> drop-down list.</para></listitem>

4731

<listitem><para>Click <emphasis role="strong">Save</emphasis> to

4732

export the file at the desired location.</para></listitem>

4733

</itemizedlist>

4734

</para>

4735

<para>The file is exported at the indicated location. You can now view

4736

the presentation as an SWF file.</para>

4737

<para><emphasis role="strong">Exercise 4: Creating Formulae Using Math</emphasis></para>

4738

<para>In your rôle as a high school mathematics teacher, you need to

4739

create a mathematics test paper that also contains geometrical and

4740

arithmatical equations. You have to find a way to display the

4741

mathematical equations properly in the text document.</para>

4742

<para><emphasis role="strong">Solution:</emphasis>

4743

4744

<listitem><para>Position the cursor on the document where you want to

4745

insert the formula.</para></listitem>

4746

<listitem><para>On the <emphasis role="strong">Insert</emphasis>

4747

menu, point to <emphasis role="strong">Object</emphasis>

4748

and then click <emphasis role="strong">Formula</emphasis>.

4749

The Equation editor appears at the bottom of the document

4750

window.</para></listitem>

4751

<listitem><para>To display the <emphasis role="strong">Selection

4752

</emphasis> window, on the <emphasis role="strong">View

4753

</emphasis> menu, click <emphasis role="strong">Selection

4754

</emphasis>.</para></listitem>

4755

<listitem><para>Start inserting the formula by selecting a symbol from

4756

the <emphasis role="strong">Selection</emphasis> window.

4757

</para></listitem>

4758

<listitem><para>Enter the required text in the placeholders that appear in

4759

the equation editor.</para></listitem>

4760

<listitem><para>Follow the same procedure to enter the rest of the

4761

equation.</para></listitem>

4762

<listitem><para> Click anywhere on the document body to exit the

4763

equation editor.</para></listitem>

4764

<listitem><para>To insert some formulas containing Greek characters,

4765

display the <emphasis role="strong">Catalog</emphasis>

4766

window by selecting it from the <emphasis role="strong">Tools

4767

</emphasis> menu.</para></listitem>

4768

<listitem><para>Ensure that <emphasis role="strong">Greek</emphasis>

4769

is selected under the <emphasis role="strong">Symbol set

4770

</emphasis> drop-down window.</para></listitem>

4771

<listitem><para>Select the required Greek symbol from the

4772

<emphasis role="strong">Symbols</emphasis> window and

4773

click <emphasis role="strong">Insert</emphasis>.</para></listitem>

4774

<listitem><para>Follow the same procedure to enter the rest of the

4775

formula.</para></listitem>

4776

</itemizedlist>

4777

</para>

4778

<para><emphasis role="strong">Exercise 5: Performing Database operation using Base</emphasis></para>

4779

<para>You are working in the human resource department of a company. The company

4780

has recently launched a policy to celebrate the birthdays of its employees.

4781

All the employees you have worked in the company for more than three months are

4782

included in the perview of this policy. You have been assigned a task to collate

4783

the information of all the employees at one place, so that you can retrive the

4784

list of people whose birthdays are falling in one calender month. You will also

4785

have to present an annual report to the management for reviewing the implementation

4786

of this policy.</para>

4787

<para>To complete your assignment, you need to perform the following tasks:

4788

4789

<listitem><para>Create a database</para></listitem>

4790

<listitem><para>Create a table and insert the employee details</para></listitem>

4791

<listitem><para>Frame a query to extract selected information</para></listitem>

4792

<listitem><para>Create a report</para></listitem>

4793

</itemizedlist>

4794

</para>

4795

<para>To create a database:

4796

4797

<listitem><para>On the <emphasis role="strong">Applications</emphasis>

4798

menu, point to <emphasis role="strong">Office</emphasis> and then click

4799

<emphasis role="strong">OpenOffice.org Database</emphasis> to display the

4800

<emphasis role="strong">Database</emphasis> wizard.</para></listitem>

4801

<listitem><para>In the <emphasis role="strong">Database</emphasis> wizard

4802

dialogue box, retain the default selection and click

4803

4804

<listitem><para>In the next step, select the <emphasis role="strong">Yes,

4805

register the database</emphasis> <emphasis role="strong">for me</emphasis>

4806

option and select the <emphasis role="strong">Open the database for

4807

editing</emphasis> check box. Click <emphasis role="strong">Finish</emphasis>

4808

to display the <emphasis role="strong">New Database</emphasis>

4809

window.</para></listitem>

4810

</orderedlist>

4811

</para>

4812

<para>To create a table and insert the employee details:

4813

4814

<listitem><para>On the <emphasis role="strong">Database</emphasis> window,

4815

click <emphasis role="strong">Tables</emphasis> from the Database pane

4816

and then click <emphasis role="strong">Use Wizard to Create Table</emphasis>

4817

from the Tasks pane to display the <emphasis role="strong">Table</emphasis>

4818

wizard.</para></listitem>

4819

<listitem><para>Select the fields you need in the table and click

4820

<emphasis role="strong">Next</emphasis> to proceed.</para></listitem>

4821

<listitem><para>Set the types and formats for the fields selected in the

4822

previous step and click <emphasis role="strong">Next</emphasis>.

4823

</para></listitem>

4824

<listitem><para>Select the <emphasis role="strong">Create a primary

4825

key</emphasis> check box, select the appropriate option button to create

4826

the key, and click <emphasis role="strong">Next.</emphasis></para></listitem>

4827

<listitem><para>Assign a name to your table, retain the default selection for

4828

<emphasis role="strong">Insert data immediately</emphasis> option, and click

4829

<emphasis role="strong">Finish</emphasis> to display the table

4830

created.</para></listitem>

4831

<listitem><para>Insert data related to a field into its respective column.

4832

Click <emphasis role="strong">Save</emphasis> to save the data and then click

4833

<emphasis role="strong">Exit</emphasis>. The <emphasis role="strong">New

4834

Database</emphasis> window now shows the table you created in the Tables

4835

pane along with its preview in the right section of the

4836

<emphasis role="strong">Database</emphasis> window.</para></listitem>

4837

</orderedlist>

4838

</para>

4839

<para>To frame a query and extract selected information:

4840

4841

<listitem><para>In the <emphasis role="strong">New Database</emphasis>

4842

window, click <emphasis role="strong">Queries</emphasis> in the database

4843

pane.</para></listitem>

4844

<listitem><para>Click <emphasis role="strong">Use Wizard to Create

4845

query</emphasis> in the Tasks pane. The

4846

<emphasis role="strong">Query</emphasis> wizard appears.</para></listitem>

4847

<listitem><para>Select the table you want to query in the

4848

<emphasis role="strong">Tables</emphasis> list.</para></listitem>

4849

<listitem><para>Select the fields you need in your query list from the

4850

<emphasis role="strong">Available fields</emphasis> list, and move them to

4851

the <emphasis role="strong">Fields in the Query</emphasis> list to the right

4852

using the arrow buttons. Click <emphasis role="strong">Next</emphasis> after

4853

selecting the required fields.</para></listitem>

4854

<listitem><para>Next, specify how you want the query results to be ordered.

4855

Select a field from the <emphasis role="strong">Sort by</emphasis> box,

4856

choose the <emphasis role="strong">Ascending</emphasis> or

4857

<emphasis role="strong">Descending</emphasis> option and then click

4858

4859

<listitem><para>The next step is to specify search condition(s) for your

4860

query. If you want the query result to satisfy all the conditions, select

4861

the <emphasis role="strong">Match all of the following</emphasis> option.

4862

Alternatively, if you want to display the result for any of the conditions

4863

met, select the <emphasis role="strong">Match any of the following</emphasis>

4864

option. Select a field from the <emphasis role="strong">Fields</emphasis>

4865

list, select the condition from the <emphasis role="strong">Condition</emphasis>

4866

list, specify the value to map the condition and then click

4867

4868

<listitem><para>Select the <emphasis role="strong">Detailed query</emphasis>

4869

option to display all records of the query or select the

4870

<emphasis role="strong">Summary query</emphasis> option to display the

4871

results of aggregate functions, and then click

4872

4873

<listitem><para>To assign an alias, clear the Alias box, type the desired

4874

alias and click <emphasis role="strong">Next</emphasis> to move to the next

4875

step.</para></listitem>

4876

<listitem><para>Finally, specify the name of the query in the

4877

<emphasis role="strong">Name of the query</emphasis> box. If you want to make

4878

any changes to the query, you can select the <emphasis role="strong">Modify

4879

Query</emphasis> option; otherwise, you can display the query results by

4880

selecting the <emphasis role="strong">Display Query</emphasis> option.

4881

Click <emphasis role="strong">Finish</emphasis> to generate the

4882

query.</para></listitem>

4883

<listitem><para>The <emphasis role="strong">Query</emphasis> wizard generates

4884

the query based on the conditions specified and displays the result in the

4885

<emphasis role="strong">Query</emphasis> window.</para></listitem>

4886

</orderedlist>

4887

</para>

4888

<para>To create a report:

4889

4890

<listitem><para>In the <emphasis role="strong">New Database</emphasis>

4891

window, click <emphasis role="strong">Reports</emphasis> in the Database pane

4892

and then click <emphasis role="strong">Use Wizard to Create Report</emphasis>

4893

from the Tasks pane. The <emphasis role="strong">Report</emphasis>

4894

wizard<emphasis role="strong"></emphasis> appears.</para></listitem>

4895

<listitem><para>Decide the fields that you want in your report. Select the

4896

table from the <emphasis role="strong">Tables</emphasis> box and fields from

4897

the selected table. Click the arrows to move all these fields to the

4898

<emphasis role="strong">Fields in report</emphasis> list. Click

4899

4900

<listitem><para>Type the label for the fields in the

4901

<emphasis role="strong">Label</emphasis> text box, and click

4902

4903

<listitem><para>To group the fields, select a field on which you want the

4904

grouping to be done from the <emphasis role="strong">Fields</emphasis> list,

4905

and click the right arrow to transfer the field to the

4906

<emphasis role="strong">Groupings</emphasis> list. Click

4907

<emphasis role="strong">Next</emphasis> to proceed.</para></listitem>

4908

<listitem><para>Specify how you want the data to be sorted. If you chose

4909

to group the data under a field, Base uses that field to sort the

4910

information on the report and the Sort by category is greyed out.

4911

Click <emphasis role="strong">Next</emphasis> to proceed.</para></listitem>

4912

<listitem><para>Decide the layout of the report. Select a layout from the

4913

<emphasis role="strong">Layout of data</emphasis> list and a layout for the

4914

header and footer from the <emphasis role="strong">Layout of headers and

4915

footers</emphasis> list. You can also choose the orientation of the report

4916

by selecting the <emphasis role="strong">Landscape</emphasis> or

4917

<emphasis role="strong">Portrait</emphasis> option and then clicking

4918

4919

<listitem><para>Type a title in the <emphasis role="strong">Title of

4920

report</emphasis> box, select the option to create a

4921

<emphasis role="strong">Static report</emphasis> or a

4922

<emphasis role="strong">Dynamic report</emphasis> and click

4923

<emphasis role="strong">Finish</emphasis> to generate the

4924

report.</para></listitem>

4925

</orderedlist>

4926

</para>

4927

</sect2>

4928

</sect1>

4929

</article>