Outlining in Open Office

This document describes two custom templates for OpenOffice 2.0:

  1. A Default template with features such as page numbers, Outline Numbering and Header formats with more subtle variations
  2. An Outline template built from the Default template that further defines how Headers and Outline Numbering can work together.

The templates described below are packaged as a ZIP file: templates.zip, which contains the files default.ott and outline.ott. To use them, extract the files to a directory on your hard disk and configure the Open Office directory path for user templates.

Steps for Creating the Default Template

  1. In File/Templates/Organize, under Commands select Reset Default Template to Text Document. This reset has the effect of “starting from scratch.”
  2. Select File/New/Text Document as the starting point for the new template
  3. To set up page numbering in the footer of each page, select Insert/Footer/Default and Insert/Fields/Page Number; select Centered. Then select Format/Page and set bottom margin to 0.39" (leave other margins at default: 0.79")
  4. Change View to Web Layout
  5. In the Tools/Outline Numbering/Position tab:
    1. For All Levels (1-10), set Space to text: 0.20" and Minimum space numbering <-> text: 0.05"

The following steps modify the Header styles so that they are no longer a mishmash of unrelated fonts with extreme size variations, but instead an integrated set of styles with more subtle variations.

  1. In Styles and Formatting:
    1. Set up Header to be the same formatting as Default text
    2. Under Indents & Spacing select all 0’s, except set Spacing/Above Paragraph: 0.08"
    3. Under Font select Standard except change Typeface to Bold
    4. For Heading 1 through Heading 10, make sure under Organizer that Next Style: Text Body and Linked With: Heading are set (should be defaults); set Indents & Spacing/Indent Before Text: 0 and First Line: 0
    5. Set sizes under Font tab as follows: Heading 1: 120%; 2: 110%; 3: 110%; 4-10: 100%
    6. For Heading 1, set Indents & Spacing/Above Paragraph: 0.16"
    7. For Text Body, set Indents &Spacing/Above Paragraph: 0.08"
  2. Select File/Templates/Save to save as new template named Default

Steps for Creating the Outline Template

  1. Open the Default template for editing, then select File/Templates/Save with name Outline
  2. Close Default template and edit Outline template
  3. In Tools/Outline Numbering/Numbering tab:
    1. Set up Numbering for Levels 1-5 as "A. 1. a. 1) a)" respectively, and for Levels 6-10 as "None". Note that this numbering is arbitrary: you could start with upper case Roman numerals, for example.

The following steps set up Outline Numbering such that Heading levels 1-5 are hierarchically numbered and levels 6-10 are not numbered but are positioned such that level 6 serves as a note attached to level 1, level 7 as a note attached to level 2, and so on.

  1. In Tools/Outline Numbering/Position tab:
    1. For Levels 1-5, leave Space to text: 0.20" and Minimum space numbering <-> text: 0.05"
    2. For Levels 6-10, set the Space to text: 0 and Minimum space numbering <-> text: 0
    3. For Level 1, set Indent: 0.00"; for each subsequent level in Levels 2-5, increment Indent by 0.20"
    4. For Level 6, set Indent: 0.20"; for each subsequent level in Levels 7-10, increment Indent by 0.20"

The next steps insure that when the cursor is in a header and you press Enter, you will create an instance of another header with the same level. (When you press Tab, you will indent to the next header level.)

  1. In Styles and Formatting:
    1. Set up Header to be the same formatting as Default text (under Indents & Spacing, select all 0’s; under Font select Standard)
    2. Set up Heading 1 through Heading 10: under Organizer set Next Style: same as Heading name; set Link with: Text Body
  2. Create a skeleton outline consisting of each heading level, starting with a title line with Heading style, and then lines from Heading 1 to Heading 10 (for some reason OpenOffice requires this with Outline Numbering and Styles)
  3. Select File/Templates/Save to save as new template named Outline

Using the Navigator

  1. Press F5 to display the Navigator (or select from toolbar)
  2. In the Navigator toolbar, select Navigation (top row, 2nd icon) and choose Headings
  3. Toggle on the Content icon to display only the Headings

Notes

  1. The Navigator can be used to drag and drop or otherwise relocate entire sections of a document. (A section is defined as a header along with any and all default text that immediately follows it.)
  2. When the cursor is in a section (see above definition) you can press Ctrl-Up-Arrow to move it up one position in document order, and Ctrl-Down-Arrow to move it down.