The Purpose of This Tutorial
Master Documents coordinate several separate documents allowing them to behave as a single document. These separate documents are capable of being modified by individuals who are working independently.
This tutorial will show you how to create separate documents for chapters in a book. The Master Document will coordinate the various individual chapters into a single book. The book will have a table of contents and an index and numbered pages and will be printable as well.
Creating the Initial Document
How to Apply and Modify Heading 1 Style Paragraphs
1. Click on File, New, Text Document and a new document will appear.
2. Click on File, Save As. In the pull-down menu box for “Save in” select “My Documents” unless it is selected already. In “Save as Type,” click “OpenDocument Text” or .odt.
3. Under “File Name” type in “Introduction,” then click Save. A copy of your file is now saved.
4. Type “Introduction” in the document.
5. Click on Format, Styles and Formatting. The dialog will appear. Click “Paragraph Styles” if it has not already been selected. The word list that appears is the names of the various paragraph styles available for use in formatting paragraphs. Click on the down arrow and scroll down until you reach “All Styles.”
6. Right-mouse-click on Heading 1. When the menu appears, click on Modify. A new menu will appear.
7. Click on the alignment tab. Click Options, Center. A dot will appear in front of “Center.”
8. Click “Text Flow.” The Text Flow tab will make sure that each chapter begins on a new page within the Master Document when it is printed. Click Breaks, Insert. Place a check mark before where it says Insert. “Page” will appear in your Type box, with “Before” in the box marked Position.
9. Click Font. Click on Arial under Font, Bold under Typeface, 16 point under Size and then click OK. The size can be specified either in a percentage or as points. You can change from percentage to points by deleting the number in the size box and typing in a number like 25pt. Changing from points to percentage can be achieved by deleting the number and typing in a number such as 35%.
10. Under “Styles and Formatting,” double click on the “Heading 1.” “Introduction” on your page will move into the center of the page line. The word has become darker and larger than it was before.
Selecting Index Entries and Saving the Introduction
1. Click on “Introduction” on the first page of your document.
2. Click on Insert, Indexes and Tables, Entry. The window will appear.
3. For “Type,” select “Alphabetical Index” should it have not already been selected. Click on “Main Entry” and the box in front of “Apply to All…” so that a check mark appears in front of these words.
4. Click on “Insert.”
5. Click on Close.
6. Click on File, Close.
7. Click on Save when the dialog prompts you to save, discard or cancel. The file will be saved.
Creating the Document for Chapter 1
Modifying and Applying Heading 1 and Heading 2 Styles for Paragraphs
1. Click on File, New, Text Document, and a brand new text document will appear.
2. Click on File, Save As. Under the “Save In” drop-down menu you can click on “My Documents” if it has not already been selected. Under the “Save as Type” drop-down menu box you should click the “OpenDocument Text (.odt)” option if it has not already been selected.
3. In the “File Name” section you should type in “Chapter 1″ then click “Save.”
4. Click on Format, Styles and Formatting to bring up the Styles and Formatting dialog. Click on the Paragraph Styles icon and the appropriate menu will appear. The word list that appears is the names of the various paragraph styles available for use in formatting paragraphs. Click on the down arrow and scroll down until you reach “All Styles.”
5. Right-mouse-click on Heading 1. When the menu appears, click on Modify. A new menu will appear.
6. Click on the alignment tab. Click Options, Center. A dot will appear in front of “Center.”
7. Click “Text Flow.” The Text Flow tab will make sure that each chapter begins on a new page within the Master Document when it is printed. Click Breaks, Insert. Place a check mark before where it says Insert. “Page” will appear in your Type box, with “Before” in the box marked Position.
8. Click Font. Click on Arial under Font, Bold under Typeface, 16 point under Size and then click OK. The size can be specified either in a percentage or as points. You can change from percentage to points by deleting the number in the size box and typing in a number like 25pt. Changing from points to percentage can be achieved by deleting the number and typing in a number such as 35%.
9. Click on OK and the paragraph style window will close.
10. Type in “Chapter 1 – Meat.”
11. Under the “Styles and Formatting” dialog, double click on “Heading 1″ so that the words move into the center of the document.
12. Hit “Enter” then type “Information is entered beginning here.” Here the text body style will be activated and the cursor will move down to create a new paragraph.
13. Hit Enter and then type “This is the second paragraph.”
14. Under “Styles and Formatting,” right-mouse-click on Heading 2.
15. Click on Modify and the Paragraph Style window will appear.
16. Click on Alignment, Options, Left. Now click on the tab marked “Indent & Spacing.” Under the Indent section, click on the “Before Text” dialog and type .50.
17. Click on “Text Flow” then the “Breaks” section and click “Insert.” Click on “Font” if it has not already been highlighted or selected. Now change the Font to Arial, the Typeface to Bold and the size to 14 point, then Click OK. The Paragraph Style window will close.
How to Add Sub-Chapters with Paragraphs
1. Hit Enter, then type in the words “Sub-Chapter 1: Beef.”
2. Double-mouse-click on Heading 2, moving the words to the next page, indenting them and making them bold.
3. Hit Enter, then type in the words “Information is entered beginning here.”
4. Hit enter and then type the words “Sub-Chapter 2: Pork.”
5. Under “Styles and Formatting” double-mouse-click on Heading 2 so that the text appears on the very next page.
6. Hit enter and then type in the following: “Information is entered beginning here.”
Selecting Index Entries and Saving Chapter 1
1. Scroll back to your first page, then click on “Meat” so that the cursor is flashing on “Meat.”
2. Click on Insert , Indexes and Tables, Entry so that the appropriate window appears. “Entry” should read “Meat.”
3. Under the “Type” drop-down menu, select “Alphabetical Index” unless it has already been selected. Click on Main Entry, Apply to All… A check mark will appear in front of both the words “Main Entry” and the “Apply to All..” line.
4. Click on “Insert.”
5. Go to the second page, then click on “Meat.” Under “Insert Index Entry” click inside the Entry dialog. The Word Meat will replace the word Introduction in the box.
6. Click Insert.
7. Go down to the third page and click on “Beef” so that “Beef” replaces “Meat” in your entry dialog box. Now click inside the entry box and click on the words that say “Main Entry” to remove the section’s check mark.
8. In the box for the first key, type in “Meat” then click on the insert button so that the word appears in that first key dialog.
9. Go down to the fourth page and click on Pork. Now click inside of the entry dialog box so that “Pork” replaces the “Beef” in your entry dialog box.
10. Click on “Insert.”
11. Now click on close.
12. Now click on File, Close and a dialog box will appear. The dialog box will say “The Document “Chapter 1″ has been modified. Do you want to save your changes?”
13. When this dialog box appears, click on save. Now the file is saved so that you can use it later on in this tutorial.
Creating the Document for Chapter 2
Modifying and Applying Paragraph Styles for Heading 1 and Heading 2
1. Click on File, New, Text Document and the new document will appear on your screen as Untitled1.
2. Click on File, Save As. Under “Save In” dialog box you should click on “My Documents” if it has not already been selected. Under the “Save As Type” dialog box you should click on the “OpenDocument Text (.odt)” option if it has not already been selected.
3. Under the “File Name” you should type “Chapter 2″ and then click on the Save button.
4. Type “Chapter 2″ in the document.
5. Click on Format, Styles and Formatting to bring up the Styles and Formatting dialog. Click on the Paragraph Styles icon and the appropriate menu will appear. The word list that appears is the names of the various paragraph styles available for use in formatting paragraphs. Click on the down arrow and scroll down until you reach “All Styles.”
6. Right-mouse-click on Heading 1. When the menu appears, click on Modify. A new menu will appear.
7. Click on the alignment tab. Click Options, Center. A dot will appear in front of “Center.”
8. Click “Text Flow.” The Text Flow tab will make sure that each chapter begins on a new page within the Master Document when it is printed. Click Breaks, Insert. Place a check mark before where it says Insert. “Page” will appear in your Type box, with “Before” in the box marked Position.
9. Click Font. Click on Arial under Font, Bold under Typeface, 16 point under Size and then click OK. The size can be specified either in a percentage or as points. You can change from percentage to points by deleting the number in the size box and typing in a number like 25pt. Changing from points to percentage can be achieved by deleting the number and typing in a number such as 35%.
10. Click on OK and the paragraph style window will close.
11. Type in “Chapter 2 – Vegetables.”
12. Double-mouse-click on the “Heading 1″ and the words will move to the center of the document.
13. Hit Enter and type in “Information is entered beginning here” and the cursor will move down by a paragraph.
14. Hit Enter, then type in “This is the second paragraph.”
15. Under the “Styles and Formatting” dialog, right-mouse-click on Heading 2. A small menu will appear.
16. Click on “Modify” so that the Paragraph Style window appears. Now click on “Alignment” and in the “Options” dialog, first click “Left” then “Indent and Spacing.” Under the Indent section, type “.50″ in the “Before Text” box.
17. Click “text Flow” and click “Insert” under “Breaks.” Now click on “Font” if it has not already been highlighted or selected. Now change the font to Arial, change the typeface to Bold, change the size to 14 point and click OK. Now the Paragraph Style window will close.
Adding Sub-Chapters with Paragraphs to Chapter 2
1. Hit Enter, then type “Sub-Chapter 1 – Carrots.”
2. Double-mouse-click on Heading 2 and the Paragraph Style will become activated. Now the words are going to move onto the next page and they will become indented, Arial font, bold and 14 pt size.
3. Hit Enter, then type in “Information is entered beginning here.”
4. Hit Enter, then type in “Sub-Chapter 2 – Corn.”
5. Double-mouse-click on Heading 2 so that the words appear on the third page.
6. Hit enter, then type in “Information is entered beginning here.”
7. Hit Enter again until you reach your fourth page. Now you should type “On the cob” so that it appears on your fourth page of the document.
Selecting Index Entries and Saving Chapter 2
1. Go back to the first page and click on “Vegetables” so that the cursor is on the word and flashing.
2. Click on Insert, Indexes and Tables, Entry. Now the Insert Index Entry window is going to appear. The word “Vegetables” should already be in your “Entry” dialog box.
3. Select “Alphabetical Index” under the Index drop-down menu if it has not already been selected. Now click on Main Entry, Apply to All… so that a check mark appears in front of “Main Entry” as well as “Apply to All…”
4. Click on the Insert button.
5. Click Carrots on the second page of your document.
6. Click on your “Entry” dialog box in the window for “Insert Index Entry.” The word “Carrots” will then replace the “Vegetables” in this entry dialog box.
7. In your “First Key” box, type in “Vegetables” and then click on “Main Entry” so that the check mark is removed. The check mark will no longer appear in front of the words “Main Entry.”
8. Click on Insert again.
9. Go down to the third page and click on the word Corn. Now click inside the “Entry” dialog box so that “Corn” replaces “Carrots” in the dialog box.
10. Click on the Insert button again.
11. Go down to the fourth page and highlight the text “On the cob.” Now click in your entry dialog box again so that the words appear inside the box. Now move to the “Second Key” box and type in “Corn.”
12. Click on the Insert button again.
13. Click on the Close button so that your “Insert Index Entry” window is closed.
14. Click on File, Close. A message will appear that says “The document “Chapter 2″ has been modified. Do you want to save your changes?”
15. Click “Save” in the dialog. The file will be saved so that you can use it later in this tutorial.
Creating Additional Chapters
From this point you will be able to create additional chapters, but we are not going to add them in this tutorial. If you want to create more chapters, then repeat the same procedure that you used in the creation of chapter 2.
Creating the Master Document “My Cookbook”
Creating a Master Document File
1. Click on File, New, Master Document. A new document will appear called Untitled1. Note that there is an icon difference between creating a new text document and creating a new master document. There will also be an additional window, called a Navigator window, that you can move out of your way simply by dragging it.
2. In this “Navigator” window, click and hold down the Insert icon. This is a long-click, which means that you click the icon and you continue to hold it until the point where the pull-down menu begins to appear.
3. Drag your cursor to “File” so that “File” is highlighted, then release the button on the mouse so that the insert window pops up.
4. Click on “My Documents” unless it has already been selected. Now click on Introduction, Insert. The “Introduction” document will now be added to this list.
5. Repeat the same process in the previous steps to add the Chapter 1 and Chapter 2 documents to the list.
Adding Page Numbers in a Footer
1. Click on Insert, Footer, Default. Now the footer is going to open up at the bottom of your page.
2. Type in “My Cookbook” and then click the space bar approximately 10 times. Now type “Page” and then press the space bar only once. Now click on Insert, Fields, Page Number. Each of the pages in the My Cookbook document is going to have a footer that states “My Cookbook” followed by “Page #.”
3. If you would like the page count to appear in your footer, then press the space bar once and then type “of.” Now press the space bar again and then click on Insert, Fields, Page Count. Now each of the pages in the document will have the footer stating “My Cookbook” followed by “Page # of [Page Count]“.
Creating the Table of Contents
1. In your “Navigator” window, click on “Chapter 1.odt.”
2. Perform a long-click on the “Insert” icon, dragging the cursor over “Index.” Release your mouse button when an “Insert Index/Table” dialog appears.
3. In the box marked “Type” select “Table of Contents,” then click on “Protected Against Manual Changes” so that the check mark is removed. Now click on OK. Your Table of Contents will appear on your screen at the very beginning of your book.
4. Click “Index Styles” under “Styles and Formatting.” Click on the down arrow and scroll down to click on “Index Styles.”
5. Right click on the “Contents heading” under the Styles and Formatting dialog.
6. Click on “Modify” and the Paragraph style window will appear. Click on Alignment, Options, Center, then click on OK. The “Table of Contents” header will be moved into the center of that line.
Inserting an Index
1. In the “Navigator” click “Text” under “Chapter 2.odt.”
2. Long click “Insert” then drag your cursor to the word Index and release your mouse button so that the Insert Index/Table window will appear. Under “Type” choose Alphabetical Index. Click where it says “Protected Against Manual Changes” so that the check mark is removed. Now click on “OK” so that the alphabetical index appears at the bottom of the book.
3. Click on “Index Styles” in the “Styles and Formatting” dialog. Click the down arrow and scroll down until you are able to click “Index Styles.”
4. In this “Styles and Formatting” dialog, right-mouse-click on “Index Heading” to bring up the small menu.
5. Click on “Modify” to bring up the “Paragraph Style” window. Click on Alignment, Options, Center. A dot will appear in front of “Center” and the Alphabetical Index header will be moved to the center of that line.
6. Close this window by clicking the “x” in the top-right corner of the box.
Using Navigator to Re-Sequence Chapters as well as Sub-Chapters and Changing Entries Selected in Documents
Changing the Sequence of Your Sub-Chapters
1. Click on File, Open. Click on “My Documents” then click on the “Chapter 1″ document, Open.
2. Click on the “Navigator” icon.
3. In “Navigator” click on “Content View.”
4. Under “headings” click on the first sub-chapter to highlight them. Click on the “+” in front of the “Headings” to see all of the chapter and sub-chapter names.
5. Click “Move Down” so that sub-chapter 1 appears below sub-chapter 2.
6. Click on File, Close.
7. Click on save.
8. In your “Navigator” window for the My Cookbook document, use the long-click to click on the “Update” icon, then drag your cursor to “All” and release the mouse button. OpenOffice Suite will ask if you want to update all links.
9. Click on “Yes” so that the second sub-chapter appears above the first sub-chapter in your Table of Contents.
10. To put the sub-chapter 1 back on top of the sub-chapter 2, just repeat the process detailed above in the opposite direction.
Changing the Sequence of Your Chapters
1. In your “Navigator” window in the My Cookbook document, click on Chapter 1 so that the words are highlighted. Now click on “Demote Chapter” in the Navigator window so that Chapter 1 now appears underneath Chapter 2.
2. In your “Navigator” window for the My Cookbook document, use the long-click to click on the “Update” icon, then drag your cursor to “All” and release the mouse button. OpenOffice will ask if you want to update all links.
3. Click on “Yes” so that Chapter 2 will appear above Chapter 1 in your Table of Contents.
4. To put the Chapter 1 back on top of the Chapter 2, just repeat the process detailed above in the opposite direction.
Making Changes in Your Entries and Documents
1. Open up the document where the error is. Do this by clicking on File, Open, My Documents and then clicking on the document name.
2. Right-mouse-click before the specific entry that you want to change, then click on Index/Entry and make the desired changes.
3. Click on File, Close. A message will appear asking if you want to save, discard or cancel.
4. Click on Save to save all of the changes that have been made.
5. In your “Navigator” window for the My Cookbook document, use the long-click to click on the “Update” icon, then drag your cursor to “All” and release the mouse button. OpenOffice Suite will ask if you want to update all links.
6. Click on Yes.
How to Save, Print and Make Changes after Saving
1. To print your work, click on File, Print, OK.
2. To save your work, click on File, Close.
3. To make changes after saving, open the document using File, Open, My Documents, My Cookbook.
4. In your “Navigator” window in the My Cookbook file, double-mouse-click on the file that you would like to make the changes to. When this document is opened, you can make the desired changes and then click on “Close.” A message will appear asking if you want to save, discard or cancel.
5. Click on “Save” and the document will be saved with all of the changes applied.
6. In your “Navigator” window for the My Cookbook document, use the long-click to click on the “Update” icon, then drag your cursor to “All” and release the mouse button. OpenOffice will ask if you want to update all links.
7. Click on “Yes.”
8. Click on Close. A dialog box will appear asking if you want to save, discard or cancel.
9. Click on “Save” and the “My Cookbook” document, which is a Master Document, will be saved with all of these changes.