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Conversion Quality and Considerations When the conversion is complete, the Progress screen will display the results of the conversion process. Note Note that this conversion process will render any VBA code invalid. If your documents contain VBA code that you wish to preserve, you should avoid this method. Conversion Quality and Considerations It’s worth mentioning that the conversion quality between different file formats (especially Microsoft Office) is excellent. The only caveats are that the conversion process from OpenOffice to Microsoft Office can lead to files larger that their original file sizes due to the lack of compression. However, this is likely to change in future releases. Note It’s worth experimenting with the Rich Text Format or RTF file format – this will help to avoid potential conversion errors, although at the expense of certain formatting capabilities. Another option is to link your graphics to external files instead of embedding them within your documents. Using OpenWriter for Word Processing When you start OpenOffice’s OpenWriter (or just Writer) word processing application (which you can do using Main Menu | Office | OpenOffice.org Writer or the shortcut icon from the task bar), you are presented with a window like the one below: OpenWriter provides the wealth of features that one would normally expect to find in a commercial word 133
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Common Functionality Note AutoPilot is actually a batch tool, for which OpenOffice provides a shortcut. This dialog provides you with options to convert from StarOffice or Microsoft Office file formats to the new OpenOffice XML (eXtended Markup Language) format. In the screenshot above, we’re concentrating on Microsoft Office file formats and a Word document we have to convert, so we’ve marked the Word documents option. After pressing Next, you’ll see the dialog box shown below. It prompts us to say whether we wish to convert templates, documents, or both, and whether we are to include sub-directories in our conversion process. In this case, we’re converting only Word documents from our working directory and placing the converted files in the same directory: When you click the Next button again, you’ll see a confirmation dialog box. If you’re happy that everything is present and correct, select the Convert button and the conversion process will begin: 132
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Common Functionality “save”) column indicate that the object should be converted to the specified Microsoft Object when the document is saved to a Microsoft file format. (So, if you leave the [S] checkbox unchecked, the objects will not be converted and will be absent from the resulting file.) As you can see from the screenshot above, there are four object types supported, including Microsoft Word (WinWord), Microsoft Excel, Microsoft PowerPoint, and MathType. Note MathType is an application used for representing mathematical formulae. For more on this application, see http://www.mathtype.com/mathtype. HTML Compatibility Options This dialog doesn’t offer any features for converting between versions of Microsoft Office, but it does contain the setting that indicates what browser is targeted when exporting a document from an OpenOffice application in HTML format. OpenOffice supports a number of formats, including: Netscape Navigator (version 3.0 and 4.0) Microsoft Internet Explorer (version 4.0) HTML 3.2 (most browsers support this) File Format Options In addition to the settings within the Options dialog, OpenOffice’s ability to load from (and save to) different file formats is integral to the applications themselves. These options vary according to the context of the application, and so they are covered within the OpenOffice applications themselves. However, it’s also worth noting the existence of a generic document conversion tool called AutoPilot, which is accessible from all OpenOffice applications. If you select File | AutoPilot | Document Converter, you’ll see a dialog box like the one shown below: 131
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Common Functionality There are two options for each of the three office applications that support VBA code embedding. These options are: Option Description Load Basic code to edit When this option is selected, the application will load the VBA code from the original document and embed it into a special Basic module within OpenOffice. This module will preserve the code and allow you to edit it through the application’s interface or IDE. Save Original Basic Code again When this option is selected, the application will save the code as preserved in the Basic module in the format expected of the Office application, so the code will continue to work as expected (assuming its syntax is correct). Note It is beyond the scope of this chapter to cover BASIC within OpenOffice. If you want to know more, take a look at http://www.engineering.usu.edu/cee/faculty/gurro/Software_Calculators/StarOffice_Docs/StarOfficeBasicManual.StarOffice Basic is very similar to OpenOffice Basic, and you can switch between OpenOffice and VBA Help (if you run Windows) to find assistance. Microsoft Office Options Microsoft Office’s applications also allow users to embed objects of one type within another. For example, if you wanted to show some sales data from a spreadsheet within your sales report, then you can easily embed your Excel spreadsheet within your Word document. In Microsoft parlance, this is known as Object Linking and Embedding (or OLE). With OLE, the embedded object inherits the functionality of the application it was created in (so in the example cited here, the embedded Excel spreadsheet inherits the functionality of MS Excel, even though it is embedded into an MS Word file). The Options dialog box in OpenOffice allows us to select which objects are converted (if at all) and at which stage – either when the object is loaded into OpenOffice and/or saving from OpenOffice into a Microsoft format: The checkboxes in the [L] (for “load”) column indicate that an object of the specified type should be converted into an OpenOffice object when a Microsoft document is loaded. The checkboxes in the [S] (for 130
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Common Functionality Note Not all OpenOffice applications support specific conversion features (those that do are discussed here), but they all support the ability to load and save between different file formats. You can find out more by looking at each application’s documentation. Of particular interest here are the options found under the Load/Save node on the left of this dialog. We won’t cover all the options here, but we will cover those associated with compatibility with Microsoft Office. General Loading and Saving Options The option of interest here is the default File Format that is used when you save a document. You can see this option at the foot of the General tab: It is here that you can select the default format that the application will use whenever you ask it to save your document to disk (say, using File | Save). As you can see from the screenshot above, when you first install OpenOffice this default document type is set to the OpenOffice.org.1.0 format. If you want to work with Microsoft Office file formats only, then it is here that you should change this default setting. This can be particularly useful if you transfer files between home and work often, and you don’t want to forget to save in the correct format. For example, suppose you use Microsoft Word XP at your place of work, and OpenOffice’s OpenWriter at home. If you regularly create documents at home for use at work, you can configure OpenWriter to save your documents in Microsoft Word 97/2000/XP format by default, so that these documents are compatible with the software at your place of work. VBA Options It is possible that your documents contain code written using Visual Basic for Applications (VBA). OpenOffice applications can handle VBA code in a number of different ways, but support is limited to documents that originated in Microsoft Word 97/2000, Microsoft Excel 97/2000, and Microsoft PowerPoint 97/2000. OpenOffice supports VBA through the dialog box below: 129

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Common Functionality You can choose to hide some of these toolbars via the View | Toolbars menu option. Unlike Microsoft Word, OpenOffice doesn’t allow you to undock the toolbars or move them around the screen. However, we can customize the contents of a toolbar – either by right-clicking on a toolbar and selecting Customize, or by selecting View | Toolbars | Customize… from the menu. The toolbars vary from application to application, although the Function, Object, and Main toolbars are common to all the OpenOffice applications. The menu structure also varies from application to application, and therefore it would be impractical to try and explain all the options here. If you’ve used Microsoft Office then you’ll notice some familiar menu options. Even if you’re unfamiliar with MS Office, you’ll find these quite self-explanatory. For example: The File menu allows you to open, save, and close files, and offers other features such as printer and page-reviewing options. The Tools menu allows access to tools that are either incorporated into the application or added via plug-ins. In addition, this menu also usually offers the opportunity to configure various application-specific options. The Window menu allows you to switch between different documents that you have open in the application at the same time. The Help menu provides access to the in-built help system (which, incidentally, is extremely comprehensive, and should be the first port of call for any problems or information you require). Compatibility with Microsoft Office One thing that many first-time Linux users worry about is whether their MS Office documents are compatible with OpenOffice. For example, is it possible to: Create a document in Microsoft Word, and then edit it using OpenOffice? Save a spreadsheet in OpenOffice, and then use it at work within Microsoft Excel? These are very valid questions, and the answer to both is “Yes!” OpenOffice’s built-in interoperability features allow you to use OpenOffice applications to load and save documents using file formats that are compatible with other applications (such as those in Microsoft Office). The way in which OpenOffice handles features such as object embedding (and other features that are native to Microsoft Office) must also be configured – to ensure their behavior is as you would expect. You can configure these options by accessing the Options dialog from Tools | Options menu from any OpenOffice application: 128

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Common Functionality It is also possible to run the office applications from the command line interface. By default, the executable files are installed into the /usr/bin directory, which is part of the $PATH environment variable. This means that we can run any of these applications simply by typing its name at the command line. For example, the following command starts the OpenCalc application: $ oocalc Here are the commands for some other applications in the OpenOffice suite: Executable Application oocalc Spreadsheet application oodraw Drawing application oomath Mathematical formula composer ooimpress Presentation application oowriter Word processor ooffice The default OpenOffice window, for creating any OpenOffice document oopadmin For setting up printers for OpenOffice applications oosetup The OpenOffice set-up application Common Functionality To begin, let’s take a look at some of the elements that are common to all the applications in the OpenOffice suite: The layout of main window of each application will be familiar to you if you’ve ever used applications such as Microsoft Word. The top part of the application displays the menu toolbar and a function toolbar. Beneath this is the object toolbar and the ruler, with the main working area below that. The status toolbar is at the bottom of the window, and behaves like Microsoft Word’s status bar. To the side of the main word area is the main toolbar. The diagram below demonstrates these areas as visible within an OpenOffice application: 127
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Starting an OpenOffice Application openoffice This is the OpenOffice.org office suite. As we’ve already mentioned, it’s a set of office productivity applications. xpdf This is a PDF file viewer for the X Window system. You can safely install any (or all) of the remaining packages alongside OpenOffice, simply by selecting the packages you wish to install and clicking the Update button, just as we described in Chapter 4. (You’ll need the distribution disks in order to complete the installation.) Thus, you can experiment with these applications at your leisure, choose your favorites, and (if you wish) uninstall the others later on. Note For more on installing and uninstalling packages with the RPM, see Chapter 4. We’ll spend the remainder of this section looking at some of the applications in the OpenOffice suite. It’s worth noting that the latest information and downloads for OpenOffice can be found at http://www.openoffice.org. In particular, you’ll find that you can run OpenOffice on a number of different platforms, as well as Linux – this site has OpenOffice downloads for a variety of platforms including Linux, Windows, and Mac OS X. You’ll also find localized dictionaries, documentation, and support facilities to help you get the most from these applications. Starting an OpenOffice Application As soon as OpenOffice is installed (either by default as part of the operating system installation, or manually by adding the package via the RPM), it is ready for you to use. You can start any of the OpenOffice applications from the Main Menu | Office menu: In addition to the menu shortcuts, the OpenOffice installation process also places three shortcut icons within the taskbar at the bottom of the screen; these are for the Writer, Impress, and Calc applications respectively. To invoke any of these applications, just click on the icon: 126
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Installing Office Applications OpenOffice will be incorporated into future releases of the StarOffice product suite. In addition, Sun Microsystems has incorporated OpenOffice into the Gnome Office suite. If you’re comparing applications, this will explain any similarities you may come across! Installing Office Applications Most of the packages for the default office and productivity applications are listed within the Office/Productivity package group, which you’ll find under the Applications category of the Red Hat Package Management (RPM) application that we discussed in Chapter 4. (There are one or two exceptions; for example, GIMP is listed in the Graphics package group.) You can see which office components are currently installed on your machine by starting the RPM now. To do this, select Main Menu | System Settings | Add/Remove Applications (you’ll be prompted for the root password, unless you’re already logged in as root), scroll down to the Applications category, find the Office/Productivity package group, and click on the Details button. You should see something like this: As you can see, the Office/Productivity package consists of 12 packages, including one for the OpenOffice suite, one for the Koffice suite, and a number of packages that make up part of the GNOME suite. Four of these packages (including the OpenOffice suite) are installed by default installation when you install Red Hat Linux 9 in any of its versions: Package Name Description ggv This is GNOME Ghostview – a user interface for any postscript files created using tools such as Ghostscript. For more on this, see http://www.cs.wisc.edu/~ghost/gv/index.htm mrproject This is a graphical project management tool. It’s similar to Microsoft Project, allowing you to plan project tasks and resources 125
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Red Hat Linux and Office Applications meet your requirements – and if not, there are even more office application suites for Linux available via the Internet. We’ll start this section with a brief survey of all the office application suites that are included with Red Hat Linux 9. We can’t cover them all in depth, because there isn’t room; but we will give you an idea of what you can achieve by taking a closer look at OpenOffice, the standard office suite in Red Hat Linux 9. Red Hat Linux and Office Applications The following office application suites are all available with Red Hat Linux 9: The OpenOffice suite is the office suite that’s installed when you install Red Hat Linux 9 using the default settings. OpenOffice consists of a number of applications, including the following: OpenWriter (for word processing) OpenCalc (for spreadsheets) OpenDraw (for graphics) OpenImpress (for presentations) OpenOffice is the most functionally capable of the suites listed here, and we’ll return to study it in more detail in a moment. The StarOffice suite is arguably one of the most popular office suites on the market for Linux. The latest release at the time of writing is StarOffice 6.0. This is a commercial product, with a complete support arrangement (including helpdesk support), and includes extra functionality licensed from third-party vendors. There’s more about the latest release of StarOffice at http://www.sun.com/staroffice. Red Hat’s Publisher’s Edition, included within this book, includes OpenOffice which shares the same codebase as StarOffice 6.0. For more information on OpenOffice take a look at http://www.openoffice.org. The Koffice suite is one of the original office suites. It’s completely integrated, and available for the K Desktop Environment (KDE). It offers a number of applications, including: KWord (for word processing) KSpread (for spreadsheets) KPresenter (for presentations) Kivio (for flowcharting) Krita (for graphical applications) You can get a free download of Koffice from http://www.koffice.org. It is at version 1.2.1 at the time of writing. The GNOME Office suite of office applications also consists of a number of applications, including: AbiWord (for word processing) Gnumeric (for spreadsheets) Gimp (for graphics) MrProject (for project management) However, it should be noted that GNOME Office is not as tightly integrated as the OpenOffice suite. More information can be found at http://www.gnome.org/gnome-office. Note The development of OpenOffice continues as an Open Source project, under the banner of OpenOffice.org. While OpenOffice is built on the original StarOffice code base, the code developed for 124
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