OpenOffice.org Training, Tips, and Ideas

Using the "Format > Default Formatting" feature in presentations

The best approach to formatting in OpenOffice.org presentations is to let all the formatting flow from the template.

If you do manual formatting on some words in the presentation, then that will stick when you switch or modify the template. Then you'll be stuck with a few red headings, or other formatting that doesn't look good in the new or modified template.

Here's what you do to remove all that manual formatting and let the template formatting flow through to every part of every slide.

1. Click the Outline tab at the top of the work area.
2. Click in the text area of the Outline tab and Select All.
3. Choose Format > Default Formatting.

And there you are. All the manual formatting is gone, and your presentation adapts to whatever template you're on.

Making a Specific Template Come Up When You Create Any New Document, in OpenOffice.org Writer, Calc, Impress, or Draw (repost)

This is a very useful feature, I think, so I'm reposting it.

Anytime you can help people do something without actually have them do anything is great for them and great for you.

Templates are a great way to save time. Set up templates with the styles, graphics, etc. that people need, and they don't need to re-create them. (Or create them in the first place.)

However, getting users to use the templates is another step. For them, choosing File > New > Templates and Documents might not be something some will want to do or remember to do every time.

What if one of the templates you've created is one that many or all users use all the time as the basis for new documents?   You can make it come up when users just choose File > New > [type of document] by setting it as the default template. I.e. the user uses the template but doesn't even need to select it.

First, create a new document and make it how you want it: create styles, apply styles, include canned text, whatever.

Choose File > Templates > Save. Select a category and name the template. Click OK.

Choose File > Templates > Organize.

Open the category your template is in, in the left side.

Right-click on the template and choose Set as Default Template.

Click Close. You're done! Choose File > New > [type of document] and you'll see the effect.

To switch back to the normal original boring blank document, repeat the steps but this time choose Reset Default Template > [type of document]

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Updated the 10th: An Impress PDF presentation on OpenOffice.org 3.0 features

I created this presentation  for a client, about the 3.0 features in OpenOffice.org. I'm going to do a more detailed article but I thought I would post this since I've done it. Here's the solver.ods spreadsheet you can use to fiddle with.

I got pretty excited about some of them, especially the 3-up layout with lines already in there, and the far easier Impress handout printing.

And for those who like a good cross-reference, you don't need to create them first; you can just point to a heading in a list and select it, to make the cross-reference.

Also very exciting is the PDF editing, which does some very Adobe Acrobat type things. It's in an extension you can get here.

In the words of Douglas Adams, share and enjoy!

The simple and elegant PhotoAlbum extension for OpenOffice.org Impress

Once I installed this extension, it took me about six seconds to create a presentation based on a directory of graphics, one slide for each graphic.

http://extensions.services.openoffice.org/node/419

Download the extension, don't unzip it, then choose Tools > Extension Manager as always to add it.

Then choose Tools > Addons > Create Photo Album.

Point to the directory where your graphics are. That's it. You get a presentation.

Only thing is, the randomly chosen slide transitions are a little annoying, so click the Slide Transitions item, select No Transition (or something you like), then click Apply to All Slides. And you can use that pane also to change the amount of time on each slide, or to switch it to manually going from one slide to another.

 

Creating templates, and documents based on templates

This is a "classic" post but important and useful. See also info on styles .

Let's say you have the following:

• A bunch of styles you need to have when you create a document.
• Some canned text, like your signature or a graphic logo, that you use in a lot of documents
• Or you just have to make sure that all your white papers or customer contracts or brochures follow certain formatting standards
  

You are an excellent candidate for using templates. Templates are documents that store styles, text, graphics, general formatting—whatever you want. You create a document, save it as a template in the Template Place, then point to that template when you want to create a new document using what it's got.

Making a Template

Open a new document.

Put in it what you want in the template. Styles, graphics, text of every kind and variety. Whatever.

Then choose File > Templates > Save.

Specify My Templates unless you have another idea for a category.

(To create a new category, click the Organizer button, select a category in the button that appears, right-click on it and choose New. An untitled category will appear. IMMEDIATELY start typing the name of your new category. Click somewhere else in the category list when you're done typing. Click Close.)

Type the name of your template like Meeting Minutes.

Click OK.

Now you've got a template.

Using a Template

You need to create a new document using that template.

Choose File > New > Templates and Documents.

Select the Template icon on the left.

Open the category you chose like My Templates. You'll see your template.

Click Open and you'll have a new untitled document based on that template.

The Coolest Part—Making That Template Come Up When You Create Any New Document

Choosing File > New > Templates and Documents is fine but what if that's your template you use all the time? You can make it come up when you just choose File > New > [type of document] by setting it as the default template.

Choose File > Templates > Organize.

Open the category your template is in, in the left side.

Right-click on the template and choose Set as Default Template.

Click Close. You're done! Choose File > New > [type of document] and you'll see the effect.

To switch back to the normal original boring blank document, repeat the steps but this time choose Reset Default Template > [type of document]

Pointing to an Existing Directory of Templates

If you have a bunch of templates, Microsoft or OpenOffice.org, set up OpenOffice.org to know where they are. Then you can get to them as above by choosing File > New > Templates and Documents.

Converting, If You Want to Point to Microsoft Format Templates
First, if they're in Microsoft format, you need to convert them to OpenOffice format. Choose File > Wizards > Document Converter. Follow the wizard through to create a converted set of copies of the templates.

Step 1.

Step 2, then just follow the wizard as prompted.

Pointing to Templates to Use
Now, choose Tools > Options > OpenOffice.org > Paths. Select the Templates line.

Click Edit, then click Add, and add the path to the templates you want to point to. (Click this image to see a larger version if you like.)

Click OK, and OK, and OK  again.

Now you'll see the templates when you choose File > New > Templates and Documents.

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Download this graphic if you want lines in your OpenOffice.org Impress presentations

If you want your handouts to look like this, with lines:

Then right-click on the following lines graphic and choose to download it. Put it somewhere you'll find it like your desktop or user directory.

Then when you want lines in your handouts, choose the three-per-page handout. Drag the little boxes representing the slides to the left side of the page. Then choose Insert > Picture > From File, find the graphic (linesgraphic_forhandouts.png or whatever you named it) and put in where you want  it in the handouts.

The graphic will look like this. If you don't see all the lines, don't worry. They're there; they just aren't always displayed because of some sort of pixel graphic thing. ;>

To print handouts, choose to print, then click Options. Select the Handouts checkbox, unmark Drawing, and click OK.

Then pick your printer and click OK.

Printing handouts in OpenOffice.org Impress (repost)

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

Printing handouts is a little more complicated than it needs to be.

Here's the quick description. 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.

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.

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.

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.

 

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.

To distribute them evenly after you've drawn them, select them all and choose Distribution. Choose Vertical and Center. Then copy that group of lines when they're how you want them (might want to group them first), and copy the lines to the other slides on the page.

When you're done, it should look something like this.

If you want a page number at the bottom of each piece of paper (not every slide), use the Text tool to draw a text box at the bottom of the page, and type the word page if you want. Then choose Insert > Fields > Page Number to add an automatically incrementing page number.

Printing Handouts

Now that you've done the setup, you're ready to print.

Choose File > Print.

Click the Options button.

In the Contents section of the Printer Options window, make sure that only the Handouts option is selected.

The default is for Drawing to be selected and that's all. That means you get one big slide per page. You absolutely must select Handouts here to print handouts. If you leave Drawing selected, your printer will also spit out a printout of your presentation with one slide on every page.

Click OK in the Printer Options window to save the changes and close the window.

If you want to print just a subset of the pages, in the Print window, select the Pages option and type 1, 1-6, etc. The page count refers to slides, not pieces of paper. Also, if you want to print slides 1-6 and 13-18, you need to type a semicolon between the ranges, as in 1-6;13-18

That's all! That last part is the secret. Getting to the layout window was too complicated, and setting up the note-taking lines was a bit of a pain to do manually, though at least those lines will stay there now that you've done them. But the last part, marking Handouts, is the main tricky thing that is really hard to find.

Printing Handouts, 2 to 6 to a page, in OpenOffice.org 2.0 and StarOffice 8
It's a lot like printing handouts in 1.x. Read through that section if you haven't already. I'm going to go over the few differences here.

Specifying the Number of Slides Per Page

This is simpler and different than 1.x. In your open presentation, just click the Handouts tab above the slide view.

In the slide layout view that appears, you want to look to the right and find the Layouts tab.

Now choose the number of slides you want per page.

Setting Up and Formatting Handouts

This is the same as 1.x. See the 1.x setup and formatting section.

Printing Handouts

This is the same as 1.x. See the 1.x printing section. As before, be sure to select just the Handouts option in the Printer Options window.

 

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Sun Presentation Minimizer for OpenOffice or StarOffice

I came across this a few days ago on Lifehacker.

"Windows/Mac/Linux: With pictures, videos, and high-resolution fonts, slideshows can make up some pretty big files—fine if you've got a large enough thumb drive or CD-R, but what if you have to email them? Sun Presentation Manager, a free extension for OpenOffice, shrinks down files by compressing graphics, deleting hidden slides, and creating static versions of linked objects. It works similar to the PowerPoint-based PPTminimizer, but without the $40 fee and exclusive Office platform—you can use the extension on either OpenOffice files or imported PowerPoint projects. Sun Presentation Manager is a free download, and requires OpenOffice 2.3 or StarOffice 8 or later."

http://lifehacker.com/350774/shrink-powerpointopenoffice-slides-with-sun-presentation-minimizer

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Embedding a Zoho Presentation in a Web Site

I've been fiddling around with Zoho lately, including Zoho meetings, and I think there's a lot of good stuff over there.  I made a very brief presentation which I published, and I wanted to see what it looks like in my blog. I'm putting it between two horizontal rules.

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