Lesson 4 Paragraph Styles

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1 Creating paragraph styles: Lesson 4 Paragraph Styles One of the biggest differences between typing and word processing is the notion of paragraphs and paragraph styles. In Lesson 2 you learned how to assign different paragraph styles. In this lesson you will see how to create your own custom paragraph styles. Open the LibreOffice Writer program. From the Menubar, select File, New, Text Document. From the Menubar, select File, Save As, adjust the Save in: location to your preferred folder, and then enter the file name My Poem. Before creating a poem, two new paragraph styles will be created. One for the title and the other for the poem text body. The Styles and Formatting tool is a toggle. This means that if it is on when you select it, it will go off. If it is off when you select it, it will go on. Turn on Styles and Formatting. Page 1

2 Lesson 4 Paragraph Styles The Styles and Formatting dialog box has a row of tools across the top. The first tool on the left is the Paragraph Styles tool. When this tool has been selected, a list of paragraph styles appears in the dialog box. The bottom of the dialog box has a list box that controls the category of styles shown. In this example, we will limit the list to Custom Styles. From the Styles and Formatting dialog box, TOOL BAR, select the Paragraph Style tool. Select the small arrow at the lower right corner of the Styles and Formatting dialog box. Select Custom Styles from the scroll list. Right click in an empty area of the Styles and Formatting dialog box and select New from the pop up menu. Observe that there are a number of tabs across the top of the Paragraph Style dialog box. The first step in creating a new paragraph style is to name the style. In the Paragraph Style dialog box, select the Organizer tab. In the Name area of the Paragraph Style dialog box, enter the name My Poem Body. In the Next Style area of the Paragraph Style dialog box, also enter My Poem Body. In the Linked with area of the Paragraph Style dialog box, use the small arrow on the right side of the text box and select None. Do not select the OK button in the dialog box until all desired settings are made. Next, the alignment and font will be set for the My Poem Body paragraph style. Select the Alignment tab in the Paragraph Style dialog box. Set the Alignment to Center. Select the Font tab in the Paragraph Style dialog box. Select a Font, Typeface and Size for the poem text. (In this example, Edwardian Script, Bold, 24pt was used. However, you may choose any font you prefer.) Select OK to close the Paragraph Style dialog box. Page 2

3 Creating paragraph styles: Now that a paragraph style has been created for a poem body, a second style will be created for the poem title. Right click in an empty area of the Styles and Formatting dialog box and select New from the pop up menu. In the Name area of the Paragraph Style dialog box, enter the name My Poem Title. In the Next Style area of the Paragraph Style dialog box, enter My Poem Body. In the Linked with area of the Paragraph Style dialog box, use the small arrow on the right side of the text box and select None. Do not select the OK button in the dialog box until all desired settings are made. Select the Alignment tab in the Paragraph Style dialog box. Set the Alignment to Center. Select the Font tab in the Paragraph Style dialog box. Select a Font, Typeface and Size for the poem text. (In this example, Edwardian Script, Bold, 36pt was used. However, you may choose any font you prefer.) Select the Font Effects tab in the Paragraph Style dialog box. Toggle the Shadow effect ON. Select OK to close the Paragraph Style dialog box. Now that the paragraph styles for the poem have been established, it is time to write a poem. With the text cursor on the first line of the My Poem document, double click on My Poem Title in the Styles and Formatting dialog box. Type the words My Poor Poem on the first line of the document and press the enter key. My Poor Poem Observe that the font style and size will be what was set in the My Poem Title paragraph style. Also, check the FORMAT BAR and observe that the second paragraph of the poem automatically uses the My Poem Body style. If you were doing a series of poems, and wanted them all to have the same style, you would never have to worry about formatting a poem again. Here is a poem for you to insert. If you wish, substitute your own poem verses. It has not been read in Rome It has not been read in Nome It has not been read in Rome It has not been read in Nome It is not about a fellow Or about the color yellow It is not fit to publish But is only poet rubbish It is not about a fellow Or about the color yellow Page 3

4 Lesson 4 Paragraph Styles It is not fit to publish But is only poet rubbish From the TOOL BAR, select the Save tool to preserve your poem document. Now it is time for you to experiment. Use File Save As and enter a new file name to create a new document. Replace the title and lines with your own poem. Right click on the My Poem Body and Title paragraph styles in the Styles and Formatting dialog box and change the font characteristics. Now that you have a little experience with creating paragraph styles, we will return to the My First Expanded Document file and add some paragraph styles for the header and footers. Creating paragraph styles for headers and footers: If My First Expanded Document is not on the display Open it. Select File, Save As and enter My Lesson 4 Document as the new file name. If the Styles and Formatting dialog box is not open, press F11. Left Page Footer. Set the name for the Next Style also to My Left Page Footer. With the Indents & Spacing tab selected in the Paragraph Style dialog box, set the spacing Above and Below the paragraph to (See the illustration.) With the Alignment tab selected in the Paragraph Style dialog box, set the Options to Left. With the Font tab selected in the Paragraph Style dialog box, set the font style to Arial, Regular, 12pt. With the Borders tab selected in the Paragraph Style dialog box, set the Line Arrangement to Set Top and Bottom Borders Only, and Line to 0.25pt. With the Background tab selected in the Paragraph Style dialog box, set the background color to Light Grey. Page 4

5 Creating paragraph styles for headers and footers: In this example, it is assumed that the document will be printed double sided and that the right page header and footer text should be to the outside of the page. This means that different paragraph styles have to be designed for each footer and header. Right Page Footer. Set the name for the Next Style also to My Right Page Footer. With the Alignment tab selected in the Paragraph Style dialog box, set the Options to Right. With the Font tab selected in the Paragraph Style dialog box, set the font style to Arial, Regular, 12pt. With the Borders tab selected in the Paragraph Style dialog box, set the Line Arrangement to Set Top and Bottom Borders Only, and Line to 0.25pt. With the Background tab selected in the Paragraph Style dialog box, set the background color to Light Grey. That takes care of the Right page footer. Next the headers starting with the Right page header. Right Page Header. Set the name for the Next Style also to My Right Page Header. With the Alignment tab selected in the Paragraph Style dialog box, set the Options to Right. With the Font tab selected in the Paragraph Style dialog box, set the font style to Arial, Regular, 12pt. With the Borders tab selected in the Paragraph Style dialog box, set the Line Arrangement to Set Top and Bottom Borders Only, and Line to 0.25pt. With the Background tab selected in the Paragraph Style dialog box, set the background color to Blue 8. Page 5

6 Lesson 4 Paragraph Styles Next, the Left page header. Left Page Header. Set the name for the Next Style also to My Left Page Header. With the Alignment tab selected in the Paragraph Style dialog box, set the Options to Left. With the Font tab selected in the Paragraph Style dialog box, set the font style to Times New Roman, Bold, 14pt. With the Borders tab selected in the Paragraph Style dialog box, set the Line Arrangement to Set Top and Bottom Borders Only, and Line to 0.25pt. With the Background tab selected in the Paragraph Style dialog box, set the background color to Red 1. The next paragraph style to be created will be for the first page header. First Page Header. Set the name for the Next Style also to My First Page Header. With the Alignment tab selected in the Paragraph Style dialog box, set the Options to Center. With the Font tab selected in the Paragraph Style dialog box, set the font style to Times New Roman, Bold, 24pt. With the Font Effects tab selected in the Paragraph Style dialog box, toggle Outline and Shadow ON. With the Borders tab selected in the Paragraph Style dialog box, set the Line Arrangement to Set all Four Borders, and Line to 3.55pt. With the Background tab selected in the Paragraph Style dialog box, set the background color to Blue 6. Page 6

7 Creating paragraph styles for headers and footers: There are two more paragraph styles that will be used in future lessons. One for the document body text and one for a section heading paragraph. The text body paragraph style will have an indented first line. Text Body. Set the name for the Next Style also to My Text Body. With the Indents & Spacing tab selected in the Paragraph Style dialog box, set the First Line to With the Font tab selected in the Paragraph Style dialog box, set the font style to Times New Roman, Regular, 13pt. Finally, a section heading paragraph style will be created. Section Heading. Set the name for the Next Style also to My Text Body. With the Alignment tab selected in the Paragraph Style dialog box, set the Options to Left. With the Font tab selected in the Paragraph Style dialog box, set the font style to Ariel, Bold, 18pt. Applying paragraph styles: Now that new paragraph styles have been created, it is time to apply them. To test the My Text Body style, highlight the first 3 paragraphs in the document and then double click on the My Text Body style in the Styles and Formatting dialog box. Position the text cursor in the page 3 footer. Page 7

8 Lesson 4 Paragraph Styles In the Styles and Formatting dialog box, select the Paragraph Styles tool, then double click on the My Right Page Footer paragraph style. (You may have to use the scroll bar on the right side of the Styles and Formatting dialog box to locate the style.) To monitor any current paragraph style, place the text cursor in a paragraph and observe the paragraph style shown in the FORMAT BAR. Repeat the above process and change the paragraph styles for the Right and Left headers and footers, and for the first page header. When you have completed the previous step, your pages should all have their headers and footers set similar to the following illustration. The process for setting the paragraph styles in this example is admittedly a bit tedious. The good news is that you will never have to do this again. In a later lesson you will see how to copy paragraph and page styles from one document to a new document. Modifying paragraph style characteristics is fairly easy, and when a paragraph style is modified all paragraphs in an entire document are immediately changed. Once you have created your preferred set of styles, you can concentrate on creating the words and let the computer automatically take care of formatting for you. NOTE: The next sections cover some advanced topics that many word processor users never master. Stick with it if you want to be able to create documents that are above average. Adjusting file properties: The page number and count were inserted as fields. There is another field that can automatically insert a document title. From the Menubar, select File, Properties. Select the Description tab and enter My Lesson 4 Document as the Title, then select OK Inserting a title field: Earlier the Insert, Fields tool was used to add automatic page numbers. This time the Insert, Fields tool will be used to insert the document title into the header. Move the text cursor to the first page header and delete the words My First Document Title. Page 8

9 Inserting a title field: Keep the text cursor in the first page header area. From the Menubar, select Insert Fields, Title. When you insert a field, the inserted text will have a gray shaded background and the text cannot be edited. This reminds you that the text is an inserted field rather than normal text. When the document is printed (or if you look at it with the Page Preview tool) the shading will not be visible. The same field can be used as a right page header. Move the text cursor to the page 3 header area. Delete the words This is a right page header. From the Menubar, select Insert Fields, Title. Adding a running header: One last inserted field will be discussed to demonstrate how running headers can be added. Running headers change with the contents of a document. In this example, a particular paragraph style will be used to pick up text for a running header. Press Ctrl+Home to jump to the top of the document. Enter a paragraph with the text This is a heading 1 paragraph. Place the text cursor in the This is a heading 1 paragraph, From the FORMAT BAR, select the scroll arrow on the right side of the paragraph style selection area and select the Heading 1 paragraph style. Next, a running header will be inserted in the Left page headers. Position the text cursor in the page 2 header. Delete the words This is a left page header. From the Menubar, select Insert Fields, Other. In the Fields dialog box, select the Document tab. (See the following illustration.) In this example the Chapter type will be selected as the field to insert. The LibreOffice Writer default settings use the Heading 1 paragraph style for chapters. This can be changed, however, that discussion is beyond the scope of this lesson. In the Fields dialog box, select Chapter as the Type and Chapter name for the Format. Select Insert followed by Close. The contents of the first Heading 1 paragraph will now appear in the page 2 header. If you go back and edit that paragraph, the header will automatically be changed as well. Also, if you add more pages of text and more paragraphs that use the Heading 1 format, each Left page will have the contents of the latest Heading 1 paragraph. Page 9

10 Lesson 4 Paragraph Styles You can see an example of this trick in the document you are reading. The left page headers contain the name of the current lesson, while the right page headers contain the current section heading. The beauty of this is that once the styles were created for these lessons, the headers and footers were automatically filled. Imagine creating a document where everything (page numbers, page count, headers, footers, etc.) had to be typed manually. Imagine what would happen if the text was edited and things moved from one page to another. Creating a document of more than one or two pages, not to mention a multi-chapter book, would be far too much work to contemplate without using the power of styles in word processing. From the TOOL BAR, select the Save tool to preserve your changes. You now have a little experience creating both page and paragraph styles. You should spend a little time practicing using these. The next lesson will show how to use your custom styles in a new document. Points to remember: Paragraph styles provide for defining fonts, spacing, and other paragraph characteristics. Paragraph styles can include control of a following paragraph. For example, a header paragraph style can be set to always be followed by a text body paragraph. This can reduce the time spent formatting documents. Fields can be used to insert system generated information such as page number, page count, date, and document title. Select Insert, Fields and review the options. To create or modify a document title, select File, Properties, Document. A running header can be created by selecting the Header 1 paragraph style for paragraphs to be used in a header, and then selecting Insert, Field, Other, Chapter into the desired header location. Page 10

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