February 05, 2008

A Huge Printable PDF Article on Advanced OpenOffice.org Report Techniques, Including SQL-Based Calculated Fields on Reports and Using the Next Record field (Repost)

I decided to repost this since it's got lots of really fun powerful NOT obvious technical stuff for reports.

---------------------------------------------------------------------

Here's the TOC.

A Quick Review of the Report Writer Tool

What You Can Do in the Query Design Tool and SQL View

What You Can Do With Report-Specific Fields

Quick-and-Dirty Reports

Creating Your Own Reports Using the Next Record Field

Powerful Reports Can Be Fun....If You Enjoy Getting Your Hands Dirty

 

Here's the link. It's a big PDF.


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October 23, 2007

Summary of new features in OpenOffice.org 2.3

Here’s a summary of the features from the 2.3 new features list that I considered the most useful or important to write about. This page  http://wiki.services.openoffice.org/wiki/New_Features_2.3 about the new features is an excellent guide, as well.

General

  • This is convenient for anyone who prints to multiple printers, all over the world. You can load or ignore the printer settings for your documents. This means you don’t end up accidentally printing to the printer in building 4 which is on the opposite side of the country, just because you were on a business trip there last week and that’s where you last printed your document.
    Feature_printsettings

  • If your document isn’t wider than the OpenOffice.org window, then it will be centered in the window, not left-aligned.
    Feature_centered

  • Lots of locale information was added, for locations such as Tagalog, Frisian, and Hausa.
    Feature_locale

Writer and Web

  • The HTML editor now has a preview feature. Choose File > Preview in Web Browser and the document opens in the default browser.

  • I love this feature. You know how when you get a hyperlink but then want to retype it or reformat it, but clicking on it takes you to the target of the link? No more. You can select hyperlinked text all you want; you now have to Ctrl Click to open a link. This is very nice.
    Feature_controlclick

  • The notes say that there is a new compatibility option on Tools > Options > OpenOffice.org Writer > Compatibility: Do Not Justify Alignment in Lines Ending With Manual Line Break. However, I’m mentioning this because I couldn’t see it. The illustration shows the compatibility options that are there.
    Feature_writercompatibility

  • When you open the Styles and Formatting window (Format > Styles and Formatting), you can set what kinds of styles you wanted to see: Applied, Custom, Automatic, etc. Previously, you had to reset this every time you opened a new document or re-opened OpenOffice.org. Now, thankfully, that category will stick. The setting is saved per application. However, the choice you make for Paragraph, Character, Frame, List, or Page doesn’t stick.
    Feature_stylist_2

  • When you right-click on text, you used to see Default as one of the options. Now you see Default Formatting, which is clearer. (Default Formatting is a great way to just clear out any extraneous formatting and apply the default style to the selected item.) This is a very nice feature regardless of the text; for one thing, it’s the best way to remove the hotlink from a URL.
    Feature_defaultformatting

  • A new export filter lets you export to MediaWiki format. Choose File > Export and select MediaWiki in the file format list.

Calc

  • This is a very, very smart change. By default, the print options for Calc are now set to Print Only Selected Sheets and Suppress Output of Empty Pages. If the Print Only Selected Sheets option is enabled, the Calc page preview shows only the displayed sheet and the message “There is nothing to print.” To change these options, choose Tools > Options > OpenOffice.org Calc > Print, or choose File > Print and click the Options button.
    Feature_calcprintoptions

  • Here’s another very smart change that will screw up all my documentation. :) The SUM icon on the main Calc toolbar has changed. Now you can select the range of numbers to add, click the SUM icon, and get the total in the first cell below the selected range. Phew. But if you liked it the old way, it still works that way, too.
    Feature_sumicon

  • Graphics can be linked to macros. This should help with Excel compatibility.
    Feature_graphicmacro

  • The Excel export filter now handles the cotangent functions COT, ACOT, COTH, and ACOTH.

  • Calc now supports inline matrix/array constants in formulas. An inline array is surrounded by curly braces '{' and '}'. Elements can be each a number (including negatives), a logical constant (TRUE, FALSE) or a literal string. See this link for more detail. http://sc.openoffice.org/servlets/ReadMsg?list=features&msgNo=230

  • You can now use dynamic ranges, rather than absolute ranges defined with $, in lists in Data Validity. Choose Data > Validity, and under the Criteria tab select Cell Range from the list.
    Feature_cellrange

  • The GETPIVOTDATA function returns a result value from a DataPilot table, so it can be used in a cell formula.
    Feature_getpivotdata

Mail Merge, Databases, and Forms

  • The infamous checkbox on the print message when you print a mail merge document, Do Not Show Warning Again, is gone. Phew! See this blog http://openoffice.blogs.com/openoffice/2006/10/how_to_get_the_.html for why that caused problems.
    Feature_mailmergemessage

  • This is nice. When you choose File > Print with a mail merge document, in the Mail Merge window, you can choose to save the document as separate documents or as one document.
    Feature_mailmergesinglefile

  • Unfortunately, in Base there is still no File > Export or File > Import feature. File > Export does appear, but it’s dimmed.


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January 17, 2007

Creating Customized Toolbars and Menus, and Copying Them to Other Computers (Repost)

I couldn't find this article when I searched my blog, so I'm resposting this "classic" blog ;>.  It's actually a techtarget article I wrote on how to customize toolbars and menus.

http://searchopensource.techtarget.com/tip/1,289483,sid39_gci1190230,00.html

Not only is reconfiguring the interface easy, and not only does it help people use OpenOffice.org and get used to the new program, but it is huge fun to change things around this much.

Menu




January 02, 2007

TechTarget Article: Numbered and Bulleted Lists in OpenOffice Writer

I was looking through my posts and realized, hey, I hadn't posted here that I've written a fairly comprehensive article for techtarget on lists.

See also this post on how to do numbering with fields. Fields are a more reliable but more complex approach.




December 07, 2006

Using Master Documents to Combine Spreadsheets as Well as Writer Documents

I've written an article for TechTarget.com about how to bring spreadsheets into master documents, too. You link the spreadsheet to a Writer document, then bring that "dummy" writer document into your master document. It's a hack but a practical hack since big publications often need to combine different document types. There's an approach (even hackier, but useful) for bringing in presentation content, too.

If you haven't read the first article on plain old master documents, read that first.

 


December 06, 2006

TechTarget Article: Using Master Documents in OpenOffice Writer

I've written an article for TechTarget.com about using master documents in OpenOffice.org Writer.

http://searchopensource.techtarget.com/tip/0,289483,sid39_gci1230368,00.html

Master documents are used to combine lots of other Writer documents. They're similar to Word master files or Frame book files in that they organize your subdocuments, let you create a unified table of contents, etc.  They're a bit picky but once you've got them set up, they work quite reliably.

 


December 04, 2006

TechTarget Article: Getting Data Back Out of OpenOffice.org Base Databases

I've written an article for TechTarget.com on how to export data from a Base database to a spreadsheet or text file.

http://searchopensource.techtarget.com/tip/0,289483,sid39_gci1226457,00.html

See this blog for how to import data from a spreadsheet into a Base database. (This creates a true Base database, as opposed to a database file that points to a spreadsheet.)

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Vote for adding a wizard to import data into Base
http://qa.openoffice.org/issues/show_bug.cgi?id=51904

Utility to export CSV from Base
http://wiki.services.openoffice.org/wiki/CSV_export
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November 30, 2006

TechTarget Article: Pivot Tables/Data Pilot in OpenOffice Calc Spreadsheets

I've written an article for TechTarget.com on how to use the OpenOffice.org Data Pilot, aka pivot tables. There are some newish 2.x features so if you haven't looked at them recently, take a look.

http://searchopensource.techtarget.com/tip/0,289483,sid39_gci1228426,00.html

 


November 22, 2006

OpenOffice Writer Styles Article on TechTarget.com

I've written a big ol' "what, why, and how" article on styles for TechTarget.com.
http://searchopensource.techtarget.com/tip/0,289483,sid39_gci1230137,00.html

It starts with just how useful styles are in daily life and why they make life great, then goes into just how to apply, create, and update them.

Happy Thanksgiving everyone! I'll be celebrating with friends in the usual tryptophan-heavy way, and also by hitting Ladies' Night at the Grizzly Rose in Denver.  I've had a few very nice lessons on the two-step and triple, and will be looking to dance now that I'm a little more confident with the country dances.  I'm hoping to find someone there who'll do a little swing, too.

November 08, 2006

Turning data into information with functions in OpenOffice Base

I've written an article for TechTarget on how to use the functions such as Sum and Max in OpenOffice.org Base queries and views.

It took me a while to grok how to use these -- the difficulty is not in applying the functions, but in the kind of data you can use the functions with, and the Group function that needs to be applied along with Sum, Max, or whatever you're using.

Functions

 


October 23, 2006

Another Mystery Solved: Getting Data Into an OpenOffice.org Base Database

Logo_getdataout

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Vote for adding a wizard to import data into Base
http://qa.openoffice.org/issues/show_bug.cgi?id=51904

Utility to export CSV from Base
http://wiki.services.openoffice.org/wiki/CSV_export
---------

I swear, my shift and matching pumps are getting a little worn out with all this detective work.

I've written an article for TechTarget about how to get data out of one database, such as Access, into an OpenOffice database table. Not exactly obvious, but easy.  You just need to know what to do. (And I'm pleased to say that my mantra, "When in doubt, right-click," does apply here.  ;>  )

(You can of course just type from scratch but when you've got 50,000 records of census data, for instance, that's kind of impractical.)


July 24, 2006

TechTarget Article: Lists, Simple/Easy and Complex/Powerful, in OpenOffice Writer

Logolist

I've written a nice long article on lists for TechTarget.com.

It covers a bunch of topics:
- simple lists
- using the extreeeemely helpful list toolbar
- what you need to know about styles to use the really powerful list features
- the really powerful list features

Here's a kind of list you can create with the power features.

Prefix3


June 20, 2006

TechTarget Article: Google Spreadsheets Review

I've written an article for TechTarget on the new Google spreadsheets. Here's part of it.

Firstpage

"My first reaction was, "Oh, cute," and "Looks like a good design." It seems like the GUI designers stood up inside the box and looked at what was outside. The design is not revolutionary, but it avoids, at the least, a retread of the client-based spreadsheet GUI. The designers used different types of widgets to provide the navigation and options. There are three tabs for different types of functions: drop down buttons for key features like Saving, buttons for standard toolbar features (Cut, Copy and Paste) and a few plain old links for common features like New and Open."

Essentially, I think it's great for some, and others will never take a second look. Click here to read the whole review.


June 07, 2006

TechTarget Article: Using OpenOffice Calc Spreadsheet Scenarios With Different Variables

I've written an article on how to use the Scenario feature in OpenOffice.org or StarOffice Calc.

http://searchopensource.techtarget.com/tip/1,289483,sid39_gci1191742,00.html

This is what scenarios look like.

Scenarioexamples_callout_1

Here's the intro, i.e. what scenarios are and why you'd use them. They're pretty slick.

I've been there. We've all been there. You're sitting there in the third hour of a boring meeting, nibbling on the last doughnut and trying to figure out what your income and expenses would have to be to move to a small island in British Columbia and support yourself with your macrame skills. Or you're giving a presentation to the director and a couple veeps and one of them just asked you, "OK, I like those numbers, but what if we sold the routers for $20,000 and outsourced all the work to Budapest?"

The common thread here is multiple scenarios. You want to see the effect of different values for the items that affect your bottom line: gross income, expenses, macrame yarn costs (buying in bulk saves you a lot of money), etc.

You can copy and paste, retyping the values each time, or you can tell your director that you'll, um, get back to her this afternoon. But the clever, slick, timesaving approach is to use the OpenOffice.org Calc scenarios feature.

June 02, 2006

Creating XML Forms From Scratch in OpenOffice -- They're a Lot More Helpful Than Input Field Forms

I've written a TechTarget article about how to create forms from scratch.

The point is that, whilst training some folks in Kentucky (the Dr. Hobo gang ;> ), I realized that the commonly used input field forms (see example in the article) are OK in their way but not as helpful as they could be to the people using them. Certainly not as helpful as the XML forms that can contain dropdown lists, formatted date and time fields, checkboxes, etc. Thus, I think folks who use a lot of input field forms should seriously consider ditching those in favor of XML forms. The switch can result in increased speed when entering data, reduced errors, and reduced training time for people starting to use the forms.

This isn't about forms that are hooked up to database forms. This is specifically addressed at all those forms that you or someone else fills in on the computer, then prints or saves with the information in the form. You can of course use this info for forms hooked up to databases; that's just not the focus.

May 25, 2006

TechTarget Article: Using Customization Tools to Ease Migration Problems, and Just Make OpenOffice Easier to Use

I've written an article for TechTarget on the general theme of using the customization tools in OpenOffice.org to make life better for users. Whether they're just using OpenOffice (or StarOffice), or switching from Microsoft Office, you can customize toolbars, menus, and keyboard shortcuts to make life easier.

Here's how it starts--thanks to Louis for the story and to Scott for his pivotal role.

"One of my blog readers reports that, when he migrated his organization to OpenOffice.org, he didn't even tell the users that they were switching to a different office suite. He just said that there was going to be a big upgrade. Then, he and his migration cohorts modified the OpenOffice.org menus and toolbars to resemble the Microsoft Office layout and phrasing as much as possible (without violating copyright, of course) and gave that configured version to the users. He reports very few problems with the migration.

"I love that story. Is the biggest problem with change simply that it is change?"

~~~~~~~~~~~~~~~~~~~~~~

            

May 03, 2006

TechTarget Article: Just Say No to Unnecessary Tabs and Carriage Returns (and Say Yes to Better Interoperability With Microsoft Office)

I've written an article for TechTarget that's not really about using OpenOffice.org per se. It's more about good document construction and formatting. 

The thing is, though, when you do the formatting correctly, lots of nice things happen. The document looks more professional, it's far easier to update, and goes between Microsoft Office and OpenOffice.org more easily with fewer formatting snafus. And it's not just between those two office suites--better-formatted documents transfer better between different versions of the same office suite, different platforms, and different computers.

It's all about letting the software do a bit of the work, based on what makes sense for it and its environment, rather than laying down the law yourself with manual things like tabs and carriage returns. Instead, you want to just use the formatting capabilities in the program, typically under Format > Paragraph. Doing this, as well as giving your document some wiggle-room and not cramming content into each page, will make a bi-office-suite life go more smoothly.

Separation of format and content. It's not just for XML anymore.

Note: This isn't wildly revolutionary stuff, at least not in the world of publishing and techwriting that I started in 15 years ago. (We had a templates guardian who would threaten to break our knees if we even created an unauthorized style, much less did manual formatting like the stuff described in the article.) But in the--oh, let's say "real world"--where you just sit down at your desk and try to churn out reports for that crazy boss of yours, or when you come from a programming background where vi was your text editor, this could be new and useful info.

The article is based on my experience, as well as what makes sense logically. I've seen a lot of documents that have the manual formatting mentioned in the article, when I go out to train and consult. The first thing I do when I'm looking at a problem document for a client is to choose View > Nonprinting Characters and something manual almost always turns up. There'll be extra tabs, unexpected soft returns, spaces instead of indenting, etc.

I also encounter fewer conversion issues with documents I create, than people in the world at large seem to. I was puzzled by this before I started training, but then realized that it was probably my techwriter/desktop publishing background making the difference.

So--this is just an explanation and an implied caveat. I don't double-dog guarantee that your conversion problems between MS and OpenOffice.org will dribble away to nothing if you format your documents as I recommend. But my experience is that it should help, much of the time.

April 11, 2006

TechTarget Article: AjaxWrite

I joined the online word-processing bandwagon, Ajax section.  That is,  I worked with it for a while and wrote up a review. It's here on TechTarget.com.

Short version: Good for free, not fabulous, but very useful in certain situations and I'm definitely interested in seeing where it goes.

March 17, 2006

TechTarget Article: The Secret of the Missing Mail Merge

I've written an article for TechTarget.com about using the Mystery Mail Merge. The one that used to be in 1.x, and now...well, it's in there, but how the heck do you get to it?

I cover that, and how basically it's just a dandy middle-of-the-road choice between rolling your own, and using the powerful but complex Mail Merge Wizard (they're two different things).



March 08, 2006

TechTarget.com Article: Charts

Huntingforcharts

I've written an article for TechTarget.com about using the OpenOffice.org Writer and Calc chart tools. It basically says, OK, the tools are like trying to find the right candlestick to twist to reveal the secret bookcase, but once you've found the secrets, there are some decent capabilites.

It got slashdotted on Tuesday! Very exciting. Thanks to ScuttleMonkey and Jane Walker for posting it.

Of course, the slashdoterati slammed it six ways from Sunday but no more than the usual slashdot treatment, I think. ;>   Anything with a Nancy Drew intro is going to draw that type of attention in the  slashdot environment. (Though if you've used the chart tools, I think you'll agree that there's a certain validity to the analogy. With, of course, the corresponding "Whoohoo!" feeling when the mystery is solved.)

Let's hear from you on charts!
There's always another way to do charts (or anything), of course. What are your tips for using charts? Especially for some of the hard-core scientific stuff, which I don't do much of (any of...) so I'm not that familiar with what the charts need to do.

What's your favorite chart technique?


March 06, 2006

TechTarget.com Article: Reports in the Base Database Module

I've written an article for TechTarget.com about using the reporting tool in the new Base Module in OpenOffice.org. It's about how to create a new report using the report wizard, using the prefab templates, etc.

Part 1
Part 2


March 04, 2006

TechTarget Article: The Web Wizard

This article I wrote for TechTarget is about the fabulous Web Wizard and its uses for mass PDF conversion and quick web publishing of existing documents. And how it's just been hiding there from me for months. Cheeky wizard.

Update March 4th: The article was posted on Lifehacker.com! I'm very excited. It's been a very big week--I was Newsforged for the Office 2007 blog and Lifehackered for the web wizard article.


Tags



February 25, 2006

TechTarget Article: Powerful Mail Merge Wizard in OpenOffice.org 2.0

I've written an article for TechTarget.com about using the new mail merge wizard in OpenOffice.org 2.0. It's an extremely powerful tool; there's a fair amount of work to get it set up but then you've got a lot of very useful features.

Part 1
Part 2


February 24, 2006

Tux Article on Impress

Tux10_cover_250x187

I had my first article published in the fine Tux Magazine.

February 03, 2006

TechTarget.com Article: Connecting to Existing Data Sources Like Spreadsheets

I'm cleaning up my blog's sidebar areas, and categorizing posts. This post is one of the results--linking directly to an article on TechTarget.com.

This is an article on creating an OpenOffice.org datasource that''s actually just a spreadsheet, text file, or address book.

See also the articles on forms in the new OpenOffice.org 2.0 database tool: part 1 and part 2.

See also part 1 and part 2 of an article about creating databases in the new database tool in OpenOffice.org 2.0, and the article on  views in OpenOffice.org 2.0.



Tags: , , , , , , , , ,

January 08, 2006

TechTarget.com Article: Creating Forms in Base 2.0

I'm cleaning up my blog's sidebar areas, and categorizing posts. This post is one of the results--linking directly to an article on TechTarget.com.

This is an article on creating forms in the new OpenOffice.org 2.0 database tool: part 1 and part 2.

See also part 1 and part 2 of an article about creating databases in the new database tool in OpenOffice.org 2.0, and the article on  views in OpenOffice.org 2.0.




TechTarget.com Article: Creating Views in Base 2.0

I'm cleaning up my blog's sidebar areas, and categorizing posts. This post is one of the results--linking directly to an article on TechTarget.com.

This is an article on creating views in OpenOffice.org 2.0.

See also part 1 and part 2 of an article about creating databases in the new database tool in OpenOffice.org 2.0, and the forms article, part 1 and part 2.




TechTarget.com Article: Creating Databases in Base 2.0

I'm cleaning up my blog's sidebar areas, and categorizing posts. This post is one of the results--linking directly to an article on TechTarget.com.

Here's part 1 and part 2 of an article about creating databases in the new database tool in OpenOffice.org 2.0.

See also articles on views  and the forms article, part 1 and part 2.




TechTarget.com Article: The new toolbar system in OpenOffice.org 2.0

I'm cleaning up my blog's sidebar areas, and categorizing posts. This post is one of the results--linking directly to an article on TechTarget.com.

I wrote an article for TechTarget.com on the new toolbars in OpenOffice.org 2.0.




January 07, 2006

TechTarget.com Article: Creating Impress Presentations in OpenOffice.org 2.0

I'm cleaning up my blog's sidebar areas, and categorizing posts. This post is one of the results--linking directly to an article on TechTarget.com.

This article walks through how to create an OpenOffice.org 2.0 Impress presentation.




TechTarget.com Article: Gifts for Geeks

I'm cleaning up my blog's sidebar areas, and categorizing posts. This post is one of the results--linking directly to an article on TechTarget.com.

I wrote an article for TechTarget.com on what to get the geek on your list for the holidays. The holidays are over, but if a birthday or Valentine's Day is coming up, I hope you'll find this article useful.

December 02, 2005

Printing Envelopes in OpenOffice.org 2.0

Logo_env

I don't usually link to other content but I get a lot of questions about envelopes. A lot. I wrote an article for TechTarget.com about how to do envelopes in OpenOffice.org 2.0, and for this post I'm just going to link to it.  : )

I included some templates there; here are the same envelope templates for OpenOffice.org 2.0.

The article is long and detailed. Here's the key point. You need to get to know your printer and let it know to expect envelope shapes, not letter or A4 shapes. You also need to fiddle around for a while and figure out where--left, right, perpendicular, parallel--in the tray your printer expects envelopes. Buy a box of cheap envelopes and expect to waste a few while you experiment.

Then make sure that your envelope document is set up to print to the envelope size your printer is expecting. Envelope 10 is good.

You can type in your data for the envelope or use a data source. My article goes over both.

The simplest way is to just choose File > New > Envelope, then Format > Page Size and instead of Letter or A4, choose Envelope 10 and change the orientation to landscape.  Then either with standard margin formatting or with frames, put the text where you want.

You can also choose Insert > Envelope, and use the three-tabbed window that appears.

Then just print the envelope. (If you're using data sources, click Yes in the dialog box that appears.)

The next time you want envelopes, just use that same document you already created, and change the addresses. Either save the document in myimportantdocuments\envelopes, or if you're a template kind of person, make it a template.

Note: Doing it in 2.0 is quite similar to how to do it in OpenOffice.org 1.1. Here are my posts how to do that; they're excerpted from my OpenOffice.org workbooks.


Tip on Printer Setup

Some of the pain of envelopes is the printer setup. Here's a GREAT tip from Miriam:
"I just read your envelope printing tip. Instead of constantly changing and checking the printer settings, I add another instance of the printer, configure it for envelopes and name it "envelope." When I want to print an envelope I choose this printer instead of the default one. That way my settings are always the same."

Envelope Mantra
Here's the other main point I want to make sure everyone understands.

Envelopes aren't too bad once you figure out how to do it the first time. Honest.

I hope the article helps.

November 30, 2005

Printing Handouts in OpenOffice.org Impress

Logo_handouts

Note: See also a related article I wrote for TechTarget.com on creating presentations in OpenOffice.org 2.0.

Visitor Steve Ford had a question recently.

hello,
my instructor at school uses powerpoint slide presentations. i can't figure out how to print 4 to 6 slides on to 1 page.  my screen shows what i want to print, but when i print the screen all i get is 1 slide on the paper. 

Steve's question is in regard to one of the most unnecessarily complicated tasks in OpenOffice.org. The quick answer to his specific question is this:  with a presentation open,  choose File > Print, then click the Options button. In the upper-left Contents quadrant of the Printer Options window, make sure only the Handouts option is marked. Then click OK and print from the Print window.

Printoptionshandoutsonly_1

Here's the full answer, however, to how to print handouts from soup to nuts in 1.x and 2.0 versions of the software.

 

Printing Handouts, 2 to 6 to a page, in OpenOffice.org 1.x and StarOffice 7 and before
First, create your presentation and get it how you want it.

Specifying the Number of Slides Per Page

Choose View > Master > Handout or click the Handout View icon on the right side of the work area.

You'll see the layout window where you can see how many slides you'll have on  a page. Hand1a

Choose Format > Modify Layout. You'll see the Modify Slide window where you can change the number of slides on a page. Select a different number if you want and click OK.

Hand1b

Setting Up and Formatting Handouts

The default page layout is Landscape. If you want Portrait (vertical), choose Format > Page and select Portrait, then click OK.

 Hand1c

Back in the main layout window, drag the slide placeholders to different locations if you want to change where they are.

If you want horizontal lines for people to take notes on, you'll need to use the line tool to draw a set of 3-4 lines by the first slide yourself. To make them even after you've drawn them, select them all and choose Alignment > Right (or Left, or Center).  Click the image to see a bigger version if you want.