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OpenOffice.org Tips and Tricks: Harmonizing With MS Office, Managing Large Complex Documents - page 2

Making OOo Documents MS Office-Friendly

  • September 22, 2008
  • By Eric Geier

OOo Writer includes a feature or window called the Navigator, which is useful in larger documents such as books, chapters, manuals, and long reports. This window lists categories of varying elements that can be present within the document, such as headings, tables, text frames, and hyperlinks. Under each category is a list, by name, of the related elements, such as Header 1, Table 1, and Frame 1. The window also contains buttons and fields to navigate through the document.

The Navigator can come in handy when you want to visit each element or object of a particular category. Say you want to make sure you’ve added a caption to all your figures or graphics. Instead of scrolling through the document and taking the chance of missing a figure, just select the first graphic listed in the navigator and keep hitting the Next Graphic button. You can also double-click objects to move around.

In addition to being able to navigate the document easily, you can manipulate the document with Navigator. For example, if you feel Chapter 5 should now come after Chapter 6 and want to swap the two, simply select the Chapter 5 heading from Navigator and click the Demote Chapter button; it’s done, no copying and pasting necessary. You can also change heading levels. For instance, say you ramble too long in a section within Chapter 6 and now it should become its own chapter. Instead of copying and pasting the content into the right place and then changing the heading style or level, you can use the promote/demote level and chapter buttons to move everything around.

The Navigator also provides a way to insert hyperlinks in the document that are linked to objects within. For example, say you introduce the topics in the first paragraph or section and want to link to where you discuss the specifics for each topic. Instead of inserting bookmarks in the detailing sections and manually creating hyperlinks in the introduction, you can click and drag an object from the Navigator into the document, which will create a hyperlink to that object. Before dragging, you would just need to make sure you’ve selected Insert as Hyperlink from the Drag Mode drop-down list.

To change to the controls for a category, click the Navigation button, the second button on the top left of the Navigator window. You can change the amount of objects shown by adjusting how many levels you want to work with in the Navigator window. For example, if you only want to work with items on the main or first level, like items in Heading 1 and Heading 2, but not sublevels, select 1 from the Heading Levels Shown drop-down list.

To skip to a certain page in the document, you can type a page number into the text box to the left of the Drag Mode drop-down list and hit the Enter key. You can also use the up and down arrows of the field to navigate the pages. We’ll leave you with one last tip: right-clicking on objects in the Navigator window gives you a few more options to explore.

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