Working with Documents
Red Hat Linux includes several tools for managing all of your documents. Whether you are preparing for a business or school presentation, writing a formal letter, or opening a document from an email attachment, Red Hat Linux has a tool that suits your needs.
8.1. The OpenOffice.org Suite
Productivity suites are collections of applications designed to save time and assist users at the office, at school, and at home. Usually, productivity suites are graphical and include such applications as word processors, spreadsheets, and presentation utilities. The applications that comprise a productivity suite are integrated --which means that you can, for example, write a document with an embedded chart created by the spreadsheet application as well as a slide from a graphical presentation application. Integration of the software that make up a productivity suite helps you to give impact to your presentations, lectures, or printed collateral. Red Hat Linux includes a powerful business productivity suite called OpenOffice.org, which incorporates several complementary applications into one integrated package. Using OpenOffice.org is much faster and easier than learning complex tags and code to format your documents and presentations.
It allows you complete control over the layout and content of your documents and lets you see the results as you edit it. This real-time, visual form of document formatting is called what you see is what you get (or WYSIWYG) editing.
8.1.1. OpenOffice.org Features
The OpenOffice.org suite contains several applications for creating and editing documents, spreadsheets, business presentations, and artwork. It includes templates, forms, and wizards for creating basic professional documents and presentations quickly. If you have ever worked with or received .doc or .xls files, you know they are commonly associated with the Microsoft Office suite. The OpenOffice.org suite is able to read, edit, and create files in several formats, including files which are commonly associated with Microsoft Office. Table 8-1 shows the many different types of files you can use and tasks you can accomplish with the OpenOffice.org suite.
Table 8-1. OpenOffice.org Features
As you can see, the OpenOffice.org suite has many file compatibility features, and allows you to accomplish several tasks for academic, business, or home use. The following sections will show you how to use the OpenOffice.org suite.
8.1.2. OpenOffice.org Writer
Writing documents using OpenOffice.org is similar to other word processing applications you may have used before. A word processor is like a text editor but has several additional features that allow you to format, design, and print your documents without the need to memorize complex formatting tags or codes. OpenOffice.org Writer is a powerful word processor that features WYSIWYG formatting -- what you see in the OpenOffice.org Writer window is exactly what you will get if you printed the document or if you gave the document file to someone else for them to view. Figure 8-1 shows OpenOffice.org Writer in action:
Figure 8-1. OpenOffice.org Writer
To start OpenOffice.org Writer from your desktop panel, choose Main Menu => Office => OpenOffice.org Writer; to start it from a shell prompt, type oowriter.
The main interface is the document editing area (the white space in the middle of the window where you can type your text). At the top of the window are various functions collected into toolbars that control fonts, letter sizes, justification (to align the text of your document to the left, center, or right margins), and other text formatting buttons. There is also a text box that enables you to type in the exact location of a document on your machine and load the document into the editing area. There are also buttons for opening, saving, and printing documents, as well as buttons for creating new documents (which will open up a new window with a blank document for you to add content). Along the left side of the window, there is a toolbar with buttons for checking your spelling, automatic highlighting of misspelled words, word and phrase searching, and other convenient editing functions. If you hover over a toolbar button, a pop-up Tip will display a brief explanation of the button's functionality. You can display more detailed Tips by clicking the Help menu and checking Extended
Tips.
You can immediately begin typing text into the document editing area at any time using the default settings. To save your text, click the Save button . You can choose the file format from the File type drop down menu. The default file type is appropriate for files that you are working on exclusively with OpenOffice.org applications. However, for files that you need to distribute to Microsoft Office users, or if you are editing a file that was sent as an email attachment with the .doc extension, you can save the file as a Microsoft Word file type that others will be able to open it in Microsoft Word.
While OpenOffice.org Writer is useful for general document editing, you can also add objects such as images, illustrations, charts, and tables to your document to complement your text or give impact to your documents. To add an image, click Insert => Graphics => From File, and choose the image from the pop-up file browser. The image will appear where you placed your cursor and can be sized larger or smaller to fit your needs. Figure 8-2 shows an image added to a document.
Figure 8-2. Adding an Image to Your Document
Once you have created your document, you can save it in any format that you wish. Please consult Table 8-1 for available file formats. Note that you can also export your document to HTML or PDF format, formats which can be read by almost every computer with a Web browser or PDF viewer application (such as xpdf or Adobe Acrobat Reader).
8.1.3. OpenOffice.org Calc
From large enterprises to home offices, professionals in every industry use spreadsheets for keeping records, creating business charts, and manipulating data. OpenOffice.org Calc is a software spreadsheet application that allows you to enter and manipulate data in cells organized columns and rows.
You can perform calculations on groups of cells (such as adding or subtracting a column of cells) or create charts based on cell groupings. You can even incorporate spreadsheet data into your documents for a professional touch.
To start OpenOffice.org Calc from the desktop panel, select Main Menu => Office => OpenOffice.org Calc. To start OpenOffice.org Calc from a shell prompt, type oocalc.
Figure 8-3 shows OpenOffice.org Calc in action.
Figure 8-3. OpenOffice.org Calc
OpenOffice.org Calc allows you to enter and manipulate personal or business data. For example, you can create a personal budget by entering data descriptions (such as rent, groceries, and utilities) into column A and the quantities of those data descriptions in column B. OpenOffice.org Calc allows you to enter the data either in the cell itself by double clicking the cell and typing your information or by using the Input Line (the text box on the toolbar). Then you can run arithmetic commands on column B to come up with a total. OpenOffice.org Calc has several preset functions and calculations (such as =SUM() for addition/multiplication, =quotient() for division, and =subtotal()for preparing receipts).
For detailed information about creating functions for calculating your numerical data in OpenOffice.org Calc, refer to the documentation by selecting Help => Contents.
If you need to create charts or graphs for class or business presentations, OpenOffice.org has several chart and graph templates available to choose from. Highlight the areas you would like to chart, then click Insert => Chart.... In the Chart window, the data ranges you chose will be shown in the text box for you to customize further if desired. Click Next to display the many different charts and graphs you can create using your data. Choose the style you want, and click Create. The graph will be displayed anchored within the spreadsheet window. You can move it anywhere on the screen for printing, or you can save the graph as an object that you can then embed in OpenOffice.org Writer documents or OpenOffice.org Impress presentations.
Figure 8-4. Creating Charts with OpenOffice.org Calc
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