OpenOffice Writer

OpenOffice Writer is the wordprocessing application of the office suite OpenOffice. It includes many, if not all, of the same functions as Microsoft Word or Corel WordPerfect and extends them with free functionality that you would normally pay to use. Here are the basics of how to use OpenOffice Writer.

The Writer Toolbar

The standard Writer toolbars are shown below. From it, you can access many of OpenOffice's basic functions.

Standard Toolbars of OpenOffice Writer

In the following, you can learn more about each of the icons on each of the two toolbars shown.

The Standard OpenOffice toolbar is the top row of icons in the above image. The icons shown are, in order:

  • New icon of Standard Toolbar for OpenOffice WriterNew: Create a new document. Clicking on the arrow to the right of the icon will open a drop-down menu that allows you to choose the kind of new document you want to create.
  • Open icon of Standard Toolbar for OpenOffice WriterOpen: Open a previously saved document. This will open a dialogue box showing your local file system. If you want to open a file on removable media like a USB drive or a CD-ROM or open files from a networked location, you will need to navigate to that place in the dialogue presented by OpenOffice Writer.
  • Save icon of Standard Toolbar for OpenOffice WriterSave: Save the document you are currently working on. This does not save all open files. You must save each one separately. However, trying to close a document with unsaved changes will cause OpenOffice to prompt you to save it.
  • Email icon of Standard Toolbar for OpenOffice WriterDocument as E-mail: Send the current document using the default email client for your system. For email systems, see "Email Solutions". Note that OpenOffice does not interface with any web-based email systems.
  • Edit icon of Standard Toolbar for OpenOffice WriterEdit File: Edit the current file if it is original read-only.
  • Pdf icon of Standard Toolbar for OpenOffice WriterExport Directly as PDF: Print the document to file using the OpenOffice PDF maker.
  • Print icon of Standard Toolbar for OpenOffice WriterPrint File Directly: Print the file to a printer or other printer-like service.
  • Preview icon of Standard Toolbar for OpenOffice WriterPage Preview: Preview the document.
  • Spelling icon of Standard Toolbar for OpenOffice WriterSpelling and Grammar: Check spelling and grammar using the configured dictionary and grammar. These can be changed in the OpenOffice options.
  • Autospellcheck icon of Standard Toolbar for OpenOffice WriterAutoSpellcheck: Underscore spelling errors with red squiggles as you type.
  • Cut icon of Standard Toolbar for OpenOffice WriterCut: Cut the highlighted text from the document.
  • Copy icon of Standard Toolbar for OpenOffice WriterCopy: Copy the highlighted text from the document.
  • Paste icon of Standard Toolbar for OpenOffice WriterPaste: Paste the text that you previously cut or copied.
  • Format Paintbrush icon of Standard Toolbar for OpenOffice WriterFormat Paintbrush: Change the color and other aspects of the paintbrush.
  • Undo icon of Standard Toolbar for OpenOffice WriterUndo: Undo the last action.
  • Restore icon of Standard Toolbar for OpenOffice WriterRestore: Redo an action you just undid.
  • Hyperlink icon of Standard Toolbar for OpenOffice WriterHyperlink: Hyperlink highlighted text.
  • Table icon of Standard Toolbar for OpenOffice WriterTable: Insert a table. Clicking this icon will open a dialogue in which you choose the number of rows and columns you want in a table.
  • Show Draw Functions icon of Standard Toolbar for OpenOffice WriterShow Draw Functions: Show the functions of OpenOffice's built-in drawing program.
  • Find And Replace icon of Standard Toolbar for OpenOffice WriterFind and Replace: Open a search and replace dialogue.
  • Navigator icon of Standard Toolbar for OpenOffice WriterNavigator: Open OpenOffice's document Navigator.
  • Gallery icon of Standard Toolbar for OpenOffice WriterGallery: Open OpenOffice's image gallery of clipart and other graphics.
  • Nonprinting Characters icon of Standard Toolbar for OpenOffice WriterNonprinting Characters: Show the non-printing characters like carriage returns and end of line markers.
  • Zoom icon of Standard Toolbar for OpenOffice WriterZoom: Choose the zoom level at which you want to view the document.
  • Openoffice.Org Help icon of Standard Toolbar for OpenOffice WriterOpenOffice.org Help: Open OpenOffice's built-in help documentation.

The second row of the toolbar image above is the Formatting toolbar. It contains icons and dialogues:

  • Styles And Formatting icon of Standard Toolbar for OpenOffice WriterStyles and Formatting: Open the style library of OpenOffice. This is a separate window from the one in which you type your document. If you click on a style different from the one highlighted, OpenOffice will apply that new style to all text you type from that point forward.
  • Apply Style icon of Standard Toolbar for OpenOffice WriterApply Style: This does the same thing as the Styles and Formatting button but does it through a dialogue on the toolbar instead of a separate window.
  • Font Name icon of Standard Toolbar for OpenOffice WriterFont Name: Choose the font you want to use. If you click on the arrow to the right of the dialogue, a drop-down menu will give you previews of each font.
  • Font Size icon of Standard Toolbar for OpenOffice WriterFont Size: Choose the size of the font you would like to use.
  • Bold icon of Standard Toolbar for OpenOffice WriterBold: Start to use boldface text. If text is highlighted and you click this button, the text will be set in bold. If you are writing in bold or highlight bold text and then click this button, the bold typeface will be switched off. Typing Control-B does the same thing.
  • Italic icon of Standard Toolbar for OpenOffice WriterItalic: Start to use italic text. If text is highlighted and you click this button, the text will be set in italics. If you are writing in italics or highlight italic text and then click this button, the italic typeface will be switched off. Typing Control-I does the same thing.
  • Underline icon of Standard Toolbar for OpenOffice WriterUnderline: Start to use underscored text. If text is highlighted and you click this button, the text will be underscored. If you are writing in underscored text or highlight underscored text and then click this button, the underscored typeface will be switched off. Typing Control-U does the same thing.
  • Align Left icon of Standard Toolbar for OpenOffice WriterAlign Left: Left justify the text. If you highlight text and click this button, OpenOffice will left-justify it. Control-L does the same thing.
  • Centered icon of Standard Toolbar for OpenOffice WriterCentered: Center the text. If you highlight text and click this button, OpenOffice will center it. Control-E does the same thing.
  • Align Right icon of Standard Toolbar for OpenOffice WriterAlign Right: Right justify the text. If you highlight text and click this button, OpenOffice will right-justify it. Control-R does the same thing.
  • Justified icon of Standard Toolbar for OpenOffice WriterJustified: Full-justify the text. If you highlight text and click this button, OpenOffice will full-justify it. Control-J does the same thing.
  • Numbering On/Off icon of Standard Toolbar for OpenOffice WriterNumbering On/Off: Start or stop an enumerated list. If clicked when text is highlighted, new line after a carriage return (as opposed to line wrap) will be treated as a new item and receive an incremented number.
  • Bullets On/Off icon of Standard Toolbar for OpenOffice WriterBullets On/Off: Start or stop an unenumerated/bulleted list. If clicked when text is highlighted, new line after a carriage return (as opposed to line wrap) will be treated as a new item and receive a bullet.
  • Decrease Indent icon of Standard Toolbar for OpenOffice WriterDecrease Indent: Shift the affected lines to the left by the space of the relevant indentation. Usually this is about 5 space. If text is highlighted, it will shift the entire block(s). If no text is highlighted, the affected text is the block in which the text cursor is located. This is determined first by carriage return/new lines (e.g., paragraph) and then by full style block (e.g., heading).
  • Increase Indent icon of Standard Toolbar for OpenOffice WriterIncrease Indent: Shift the affected lines to the right by the space of the relevant indentation. Usually this is about 5 space. If text is highlighted, it will shift the entire block(s). If no text is highlighted, the affected text is the block in which the text cursor is located. This is determined first by carriage return/new lines (e.g., paragraph) and then by full style block (e.g., heading).
  • Font Color icon of Standard Toolbar for OpenOffice WriterFont Color: Choose the color you would like to use for the font.
  • Highlighting icon of Standard Toolbar for OpenOffice WriterHighlighting: This is different from text highlighted using the cursor or with the shift-and-arrow method. Highlighting text with one of those methods and then clicking on the highlight pen will cause the text to be shown against a bright yellow background. This is helpful for drawing your readers' attention to it.

Other toolbars are available under View => Toolbars, but these are the two standard toolbars that you will see when you open OpenOffice Writer the first time. Read more about the many office suites available for Ubuntu.


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