The Menu Items/Toolbars

Mike McBride The Menu Items/Toolbars Introduction to the Menubar and Toolbars The key to getting the most out of &kword;, is found in the menu bars and the toolbars. The menubar is organized into groups of functions (⪚ file functions, table functions, &etc;). Below each of these groups, is a submenu of actions. Some of these submenus will have sub menus of their own. The toolbars are also organized into groups. Each toolbar consists of a set of buttons. Each button performs a specific function. The toolbars are designed to act as shortcuts for more commonly used functions. The first part of this section of the manual discusses the manipulation of &kword;'s toolbars to suit your needs. The second part of this section, takes a detailed look at each menubar function, and each standard toolbar button, and provides you with a brief summary of its action. Many of these sections also provide you with a link to more detailed information located elsewhere in the &kword; Handbook. Hiding, Changing, and Moving Toolbars toolbarshiding &kword; offers the user great flexibility when it comes to toolbars. This first section will show you some of the many options you have for relocating, reformatting and removing toolbars. Menubar The Menubar contains all commands available to &kword;. It is divided into 10 general categories. <guimenu>File</guimenu> Menu By clicking on the File menu, you can begin new documents, load previously edited documents, print your documents, close the current document (so you can load another document), or quit &kword; entirely. Allows you to open new files for editing. For Step by Step instructions see Beginning a New Document. Typing &Ctrl;N or clicking is equivalent to using the menubar. For opening previously created &kword; files. For Step by Step instructions see Retrieving a Saved Document. Typing &Ctrl;O or clicking is equivalent to using the menubar. For opening the most recently edited files. Once you have clicked on this option, a list of recently edited files will appear. Select the file you want and &kword; will open the file. &Ctrl;S FileSave Saves your current file to disk. If you have not saved the file yet, you will be prompted for a filename. For more details, see Saving a Document. Typing &Ctrl;S or clicking is equivalent to using the menubar. FileSave As... Allows you to save your file under another name or another format. For more details, see Saving a Document. Reloads the current file from disk, erasing any changes to the document since the last time it was saved. Will load a file from another application. &kword; attempts to decipher as much of the file as it can. For many files, some information will be lost. For more information on the ability to import files from other applications, see the section on filters at the end of this documentation. Will save a file using the format of another application. &kword; attempts to save as much of the file as it can. For many files, some information will be lost. For more information on the ability to export files to other applications, see the section on filters at the end of this documentation. Launches your email client so you can send the current file as an attachment. The file must have been saved once before this option can be selected. Allows you to save your file as a template, to use as a starting point for future documents. For more details, see Creating a new template. Opens a window that counts the sentences, words, characters and syllables in your document. The number of sentences is not always absolutely correct, as &kword; has to guess if a dot really starts a new sentence or not. The number of syllables is estimated, &kword; therefore assumes that the text is written in English. The Flesch reading ease: score is a number between 0 and 100 which estimates how readable a text is. The higher the number, the easier the text can be read. Text with a score of 70-80 should have fairly good readability. The Flesch formula uses the number of words per sentences and the number of syllables per word. It assumes that the use of short words and short sentences increases the readability of a text. It says nothing about grammar or meaning. As both the number of sentences and the number of syllables is estimated, the result is not absolutely precise. The text should be at least 200 words long, if it isn't the score will be marked as approximated. The Flesch score is defined for English text only, but the basic idea should work for many other languages, too. Click OK to dismiss the window. Print the file. For an overview of printing options see Printing a Document. Typing &Ctrl;P or clicking are equivalent to using the menubar. Print the file, but sends the output to your postscript viewer, for your confirmation before sending it to the printer. The operation of your postscript viewer will vary depending on which viewer you use. Refer to the help files for your viewer for help. Clicking is equivalent to using the menubar. Opens a window that lets you enter information related to the document (such as author's name, address, phone numbers, document abstract, &etc;). This information is saved with the document for later classification. For more information, see Document Information. Close the file you are currently working on. If you have not saved your most recent changes, you will be prompted. Typing &Ctrl;W is equivalent to using the menubar. Quits &kword;. Typing &Ctrl;Q is equivalent to using the menubar. <guimenu>Edit</guimenu> Menu By clicking on the Edit menu, you can cut/copy/paste text, undo or redo edits and perform searches and text replacement. Reverses the last action you performed. Not all actions can be reversed. If you are not able to Undo the last action, the Undo option will be displayed gray and is not accessible. For a more thourough discussion of Undo/Redo, click here. Typing &Ctrl;Z or clicking is equivalent to using the menubar. Reverses the last Undo performed. If the Redo option is unavailable, the Toolbar will display this items gray. For a more thourough discussion of Undo/Redo, click here. Typing &Ctrl;&Shift;Z or clicking is equivalent to using the menubar. Deletes the highlighted text from the document, and places a copy in the clipboard. For a more complete directions on cutting and pasting, and a full description of the clipboard, click here. Typing &Ctrl;X or clicking is equivalent to using the menubar. Places a copy of the highlighted text in the clipboard, without changing the text in the document. For a more complete directions on cutting and pasting, and a full description of the clipboard, click here. Typing &Ctrl;C or clicking is equivalent to using the menubar. Inserts a copy of the clipboard into the current cursor position. If there is highlighted text, &kword; replaces replaces all highlighted text with the contents of the clipboard. The clipboard is not altered. For a more complete directions on cutting and pasting, and a full description of the clipboard, click here. Typing &Ctrl;V or clicking is equivalent to using the menubar. Immediately highlights all text of the current frameset. Typing &Ctrl;A is equivalent to using the menubar. Immediately selects all frames in the current document. EditSelect Frame Selects the current text frame in the document. Allows you to search for a series of characters. The find features of &kword; are covered in more detail under Searching for Text. Typing &Ctrl;F or clicking is equivalent to using the menubar. Repeat the last search for characters starting at the current cursor position. The find features of &kword; are covered in more detail under Searching for Text. Typing F3 is equivalent to using the menubar. Repeat the last search for characters starting at the current cursor position and moving backwards. The find features of &kword; are covered in more detail under Searching for Text. Typing &Shift;F3 is equivalent to using the menubar. Allows you to replace one or more characters with another set of characters. The find and replace features of &kword; are covered in more detail under Replacing Text. Typing &Ctrl;R is equivalent to using the menubar. Delete the current page. <guimenu>View</guimenu> Menu ViewNew View This will create a new view of your document. For more information on views, refer to the section entitled Using Multiple Views. &Ctrl;&Shift;W ViewClose All Views This will close all views including the current view. This will also quit &kword;. For more information on views, refer to the section entitled Using Multiple Views. ViewSplit View This will split the current view. The orientation of the split is determined by the Splitter Orientation. For more information on views, refer to the section entitled Using Multiple Views. ViewRemove View This will close the current view. For more information on views, refer to the section entitled Using Multiple Views. ViewSplitter Orientation This determines whether split views are oriented horizontally or vertically. Click on this option, and you are presented with a submenu with 2 options: Vertical and Horizontal. For more information on views, refer to the section entitled Using Multiple Views. ViewDisplay Mode When this option is selected, a submenu opens with 3 options: Page Mode - &kword; will show you how your page looks in a WYSIWYG environment. This is the standard view for editing your document. Preview Mode - This changes &kword; from a single page view, to a multiple page view suitable for evaluating document flow and formatting. The number of pages shown in preview mode can be adjusted. Text Mode - When this option is selected, &kword; will only show the text of your document. Clicking on this option toggles the display of formatting characters. Selecting this option will display non-printable characters (spaces, character returns, and tab stops). Selecting this option again will turn the display of these characters off. Which formatting characters are visible can be configured in the &kword; configuration dialog. ViewFrame Borders Clicking on this option toggles the display of the borders to frames. Normally, &kword; draws a gray line around each frame, so you can see the borders of the frames. If you want this option turned off, you can select this option. Selecting this option again will turn the borders back on. ViewShow/Hide Doc Structure Clicking on this option toggles the display of the document structure window. For more information, refer to the section entitled Document Structure. ViewShow/Hide Rulers Selecting this option will toggle the rulers off. Selecting this option again will turn rulers on. More information on rulers can be found under Using rulers. ViewShow/Hide Grid Selecting this option will toggle the grid on. Selecting this option again will turn grid off. ViewSnap to Grid Selecting this option will toggle the snap to grid on. Selecting this option again will turn snap to grid off. A checkmark before the menu entry will show you the current status of this option. Selecting this option will let you increase or decrease the page magnification. Selecting a zoom value larger than 100 percent causes the text and pictures to appear larger. Selecting a zoom value smaller than 100 percent will cause the text and pictures to appear smaller. The zoom value does not affect the final output of the text or pictures. This option is intended to help you edit and layout your documents. <guimenu>Insert</guimenu> Menu Opens a dialog box which allows you to select characters not found on the keyboard. Typing &Alt; &Shift; C is equivalent to using the menubar. This will enter a special character which will force text into the next connected text frame (Page Layout Templates) or the next page (Text Oriented Templates). More information can be found at Page Breaks located in the Working with Frames section. Typing &Ctrl;Return is equivalent to using the menubar. This option will insert a new page at the current cursor position. InsertFootnote/Endnote... This will insert a footnote or endnote at the current cursor position. More detailed information can be found in Footnotes and Endnotes. InsertTable of Contents This will insert or update a table of contents at the current cursor position. More detailed information can be found in Table of Contents. InsertVariable Selecting this option will allow you to insert page numbers, date, time, author information, &etc; You can find specific information about page numbers here. More information about Date and Times can be found under Inserting the Date and Time. More information on other variables can be found in Document Variables. InsertExpression Selecting this option will allow you to insert common phrases. The phrases are organized into categories. For information on using and adding expressions refer to the section entitled Expressions. InsertLink... Allows you to connect text to an external web page, email address or files For more information refer to the section entitled Document Links. InsertComment... Allows you to add comments to selected text. For more information refer to the section entitled Document Comments. InsertFile... Allows you to insert another &kword; file within the document. For more information refer to the section entitled Inserting Files. InsertBookmark... Allows you to mark your place in the document for easy retrieval. For more information refer to the section entitled Document Bookmarks. This will allow you to create a table in the current cursor location. For more information, please see the section entitled Tables. Typing F5 or clicking are equivalent to using the menubar. This option will let you create a new frame, and automatically insert a picture from a file into the new frame. After selecting this menu item or toolbar button, a dialog box will be opened, so you may select the picture file from your system. (For help with this dialog box, please see Inserting Graphics.) Once you have selected the file you want, click on the OK button. &kword; will close the dialog box, and your cursor will change to cross hairs. Locate the cursor on the page where you would like to locate one corner of your picture. Click and hold the &LMB;, then drag the mouse. This will create a border which represents the final size of the picture in your document. When you are happy with the size of the picture, release the mouse button and the picture will be inserted in your new frame. Typing &Shift;F5 or clicking is equivalent to using the menubar. To create a new text frame. After selecting this option, your cursor will change to cross hairs. Choose the location of one corner of your new text frame. Click on the &LMB; and hold the button down. Drag the mouse, until you have the desired text frame. When you have the correct shape and size, release the mouse button. &kword; will now bring up a dialog box with options to connect this text frame to other frames in your document. For more information on this subject, see Working with Frames. Typing F10 or clicking is equivalent to using the menubar. Insert a formula into the document. More information on formulas in &kword; can be found here. Typing F4 or clicking are equivalent to using the menubar. Creates a new frame, and opens a dialog box listing each of the &koffice; applications. This will allow you to insert any data into your &kword; document. Clicking is equivalent to using the menubar. Allows you to access your scanner for inserting pictures into your document. For more information see the section entitled Using a picture from a scanner. <guimenu>Format</guimenu> Menu FormatDefault Format Automatically changes all formating back to the default settings for the selected text. The default format can be set with the Document Configuration options. &Alt;&Ctrl;F FormatFont... Allows you to change the formatting characteristics of the selected text. For more details, go to Formating Characters Typing &Alt;&Ctrl;F is equivalent to using the menubar. &Alt;&Ctrl;P Format Paragraph... To change the indenting, spacing between paragraphs, text flow, tab stops, numbering and borders. For more details, go to Formating Paragraphs. Typing &Alt;&Ctrl;P is equivalent to using the menubar. FormatFootnote... Allows you to change the look of your footnotes. For more information see Footnotes. FormatFormula Allows you to format the selected formula. For more information go to Formulas FormatStyle Allows you to select a style for the selected text. Selecting this option shows a submenu listing all available paragraphs styles. Select the correct style and the paragraph style will be changed. For more information go to Text Styles. Opens a dialog to allow you to format, add and delete styles. For more information go to StylesTyping &Alt;&Ctrl;S is equivalent to using the menubar. Allows you to import a style. For more information go to Text Styles. FormatCreate Style From Selection... Uses the currently selected text to create a new style. For more information go to Text Styles. FormatPage Layout... Use this to alter the properties of the printed page, including size, headers and footers. For more details, go to Formating the Page FormatEnable/Disable Document Headers Selecting this option will toggle headers on. Selecting this option again will turn headers off. More information on headers and footers can be found under Headers and Footers. FormatEnable/Disable Document Footers Selecting this option will toggle footers on. Selecting this option again will turn footers off. More information on headers and footers can be found under Headers and Footers. <guimenu>Frames</guimenu> Menu FramesFrame/Frameset Properties... Allows you to configure basic formating options for the frameset. More information on this subject can be found in Setting properties for frames. FramesDelete Frame This will allow you to delete the entire frame, and all of the text and objects contained within the frame. This will allow you to raise the frame up one level. For more information see the section entitled Raise and Lower frames. Typing &Ctrl;&Shift;R is equivalent to using the menubar. This will allow you to lower the frame down one level. For more information see the section entitled Raise and Lower frames. Typing &Ctrl;&Shift;L is equivalent to using the menubar. This raises the currently selected frame to the top of all overlapping frames. For more information see the section entitled Raise and Lower frames. This lowers the currently selected frame to the bottom of all overlapping frames. For more information see the section entitled Raise and Lower frames. Creates a duplicate frame. The contents of the new frame will automatically be updated to match the contents of the old frame. As you continue to edit the document, changes to one of these frames will result in the same changes to the other frame. Selected text is removed from the current frame. A new frame is created to allow the selected text to be inserted, and the new text frame is inserted into the current document. This is an easy way to remove a section of text and place it in a text box of its own. Allows you to edit the frame styles. For more information see the section entitled Using frame styles. Create a new framestyle based on the currently selected frame. For more information see the section entitled Using Framestyles. Allows you to format the selected frame(s) with a predefined framestyle. For more information see the section entitled Using frame styles. FramesFrame Background Color... This will allow you to change the background color of the current frame. FramesConfigure Frame Border This will allow you to change the border surrounding the current frame. When selected, a submenu will appear with all available border styles. Select the correct style and the borders are instantly changed. <guimenu>Table</guimenu> Menu Allows you to change the number of rows and columns in a table. For more on tables, click here. Allows you to insert a row into a table. For more on tables, click here. Clicking is equivalent to using the menubar. Delete a row from a table. For more on tables, click here. Clicking is equivalent to using the menubar. Allows you to insert a column into a table. For more on tables, click here. Clicking is equivalent to using the menubar. Delete a column from a table. For more on tables, click here. Clicking is equivalent to using the menubar. Change the width of the currently selected column. For more on changing column widths, click here. TableCellJoin Cells This will convert two (or more) separate cells into a single cell. For more on tables, click here. TableCellSplit Cell... This will split one cell into multiple smaller cells. For more on tables, click here. TableCellProtect Cells This prevent changes to the data in the selected cells. For more on tables, click here. TableUngroup Table Converts a table into a grid of individual frames. These individual frames are not connected and can be moved independently around the page. For more on tables, click here. TableDelete Table Deletes the table the cursor is in. You can find more about tables in the section entitled Tables. TableTable Style Manager... Lets you edit tablestyles. You can find more about tables in the section entitled Using Tablestyle. Lets you format the currently selected table using a preformatted template. You can find more about tables in the section entitled Using Tablestyle. Converts data that is currently in the selected table to regular text.. <guimenu>Tools</guimenu> Menu Will toggle automatic spellchecking of the document on and off. Will check the spelling of the document. Clicking is equivalent to using the menubar. ToolsAutocorrectionDisable/Enable Autocorrection Toggles autocorrection on and off. For more information see the section entitled Autocorrection. ToolsAutocorrectionApply Autocorrection &kword; will format your document according to specific rules. For more information see Manually Applying Autocorrection. ToolsChange Case... Allows you to set the case of all selected text. For more information see Changing Font Case. ToolsSort Text... Alphabetizes the selected paragraphs. You will be given the option to sort in ascending or decending order. ToolsEdit Personal Expressions... This is for adding and editing expressions. For information on using and adding expressions refer to the section entitled Expressions. ToolsAdd Expression Creates a new personal expression with the selected text. For more information on personal expresions, refer to the section entitled Expressions. ToolsCustom Variables... This is for editing custom document variables. For information on using and adding expressions refer to the section entitled Document variables. ToolsSelect Bookmark... Jump to, rename or delete bookmarks. For more information see the section entitled Document Bookmarks. ToolsConfigure Mail Merge... Displays the Mail Merge Setup Dialog. <guimenu>Settings</guimenu> Menu SettingsToolbars Allows you to hide or reveal toolbars individually. For more information see the section entitled Hiding, Changing and Moving Toolbars. SettingsConfigure Autocorrection... Allows you to modify the autocorrection options. For more on Autocorrection, click here. SettingsConfigure Completion... Allows you to modify the autocompletion options. For more see the section on Autocompletion. SettingsConfigure Shortcuts... Allows you to change the keyboard shortcuts. For details, click here SettingsConfigure Toolbars... Allows you to change the toolbars. For details, click here SettingsConfigure &kword;... Allows you to change miscellaneous &kword; options.For details, click here. <guimenu>Help</guimenu> Menu &help.menu.documentation; Selecting Colors from a <guilabel>Select Color</guilabel> dialog selecting a color &kword; uses a common dialog box any time the user needs to select a color for an object (text, backgrounds, borders, etc.). This section will go into some detail on how to use this color dialog to choose the best color for your object. When it is necessary to select a color, a dialog box appears. The color dialog is an incredibly flexible dialog box, which makes it possible to select colors in one of six different methods: Spectrum selectors The spectrum selectors consists of a square to adjust Hue and Saturation, and a tall narrow box to adjust Value. The white cross hairs in the box show the currently selected color on the spectrum. Drag the cross hairs up to increase saturation. Drag down to decrease saturation. Move the cross hairs left or right to change the hue. To adjust the value of the color, use the tall, narrow box to move the black arrow. Sliding the arrow up increases the color's value. Sliding the arrow down decreases the color's value. The currently selected color is visible in the colored square below the Add to Custom Colors button. Hue, Saturation and Value Using the three spin boxes labeled H,S and V, a user can specify the Hue (Range 0-359), Saturation (Range 0-255) and Value (Range 0-255) respectively. The currently selected color is visible in the colored square below the Add to Custom Colors button. Red, Green and Blue Using the three spin boxes labeled R,G and B, a user can specify the amount of Red, Green and Blue to be mixed to form the current color. All three boxes can be set to any value from 0-255. The currently selected color is visible in the colored square below the Add to Custom Colors button. Palettes A palette is a group of related colors. These colors are all made available for easy selection according to a meaningful association. To select a new palette, click on the combo box at the top of the palette selection area. You will be presented with several choices: Recent Colors - This is a list of the most recently used colors in your document. You can use this palette to maintain consistency. As each new color is selected, it is automatically added to the recent colors palette. Custom Colors - You can create your own custom palette. This is done by selecting a color using one of the other color selection options, and clicking on Add to Custom Colors. That color is now added to your custom color palette. Forty Colors - This is a list of 40 commonly used colors. This is a good palette to choose from if some of the people viewing your document will be on machines with limited color capability. Web Colors - This is a predefined palette of colors that you might find useful for designing web pages. Royal Colors - This is a predefined palette of colors including numerous shades of purple and yellow. Named Colors - This is a list of color names. The names are based on standard X server color names. The names are designed to give descriptive names to each color. Simply select the name you want. Once you have selected a palette, you will be presented with a small square showing each color available in the palette. To select a color from the palette, simply click on the square of the desired color. The currently selected color is visible in the colored square below the Add to Custom Colors button. Eye dropper The eye dropper can be used to sample a color from the screen. When the eye dropper button is clicked, the cursor becomes crosshairs. Simply place the crosshairs over any spot on the screen and click once. &kword; will detect the selected color and automatically change the current color to match the selection. This is especially useful for matching color elements between previously created elements and new items. The currently selected color is visible in the colored square below the Add to Custom Colors button. HTML code If you know the HTML color code you want to use, you can enter it into the text box labeled HTML:. For more information on HTML color codes, visit the Web monkey color code page. The currently selected color is visible in the colored square below the Add to Custom Colors button. Once the color is selected, click OK to make that the current color for your text, border, etc. Click Cancel to abort the color selection. Selecting files using the file dialog using file dialog &kword; uses a common dialog box for all file related actions (saving, loading, or selecting new files for insertion into the document). An example is shown below. This section will look more closely at this dialog and provided detailed information on its use. We will begin at the top of the dialog. Toolbar The current location on the drive is listed at the top-center of the dialog. This example dialog shows the current folder is /home/mmcbride/kword. If you click on this drop down box, you will see common and recently visited folders. By selecting one of these folders, you will be immediately moved to that folder and the dialog box will update the file list. In the upper left corner, is a blue arrow pointed up. This arrow will take you up one level in the folder structure. The next two buttons are back and forward buttons. These buttons work just like those in an Internet browser. You can use the Back button to travel to the previous folder, and the Forward button to advance into a folder you just came from. Next to the arrow buttons, is a Reload button. Clicking this button, causes &kword; to reload the current folder if new files have been added or deleted. To the right of the Reload button, is a blue file folder with a starburst. This button will let you create a new folder and name it. Next to the new folder button, is a button with a star on it. This button allows you to set and navigate through bookmarks. This is a quick way to jump to commonly accessed folders. By clicking this button, a submenu appears which allows you to add bookmarks or jump to a new bookmark. Next to the bookmark button, is a button with a wrench on it. Clicking this button brings up a sub menu with several entries: Sorting If this option is selected, a submenu will appear allowing you to sort your files by name, date or size. You can sort them forward or reversed. You can also determine if folders should be listed before files, or mixed within the files. Short View If this option is selected, only the names of the files and folders will be shown. Compare this to detailed view. Detailed View If this option is selected, the names, sizes, dates, permisions, file owners and group ownerships are shown. Compare this to short view. Show Hidden Files This will toggle between revealing and hiding normally hidden files. In most cases you will want to leave this option off. Show/Hide Quick Access Navigation Panel The tall box along the left side of the dialog with a dark grey backround is the Quick Navigation Panel. You can use this option to toggle whether it is visible or not. More detailed information about hte Quick Navigation Panel is avialable further down this page. Show/Hide Preview You can use this option to toggle whether the preview panel is visible or not. Typically, the preview panel is left off, but it can be useful when looking for a picture to insert into a document. Separate Folders Use this option to toggle between a 2 pane view of the filesystem and a one pane view of the filesystem. Most people will not need to worry about this option as most people prefer the one pane view. Quick Navigation Bar Along the left side of the dialog box, is a column that contains several icons. You can think of each of these icons as a shortcut to another subfolder. If you click on an icon, you will be immediately moved to that location. You can add/edit or delete entries from the Location Bar. Simply click with the &RMB; and a small popup menu will appear. File Name and Filters The text box labeled Location: contains the current filename Resume.kwd. This text box will contain the filename of the currently selected file when loading new documents or files into &kword;. When saving a file, you will enter the desired filename in this text box. The text box labeled Filter: shows we are only looking at &kword; files. By clicking on the combo box, you can select from several different file formats. You can also select All Supported Files to display all files that are supported by &kword;. The file types available will change depending on the specific task at hand. If there is a mark in the checkbox labeled Automatically select filename extension, then &kword; will add the correct filename extension based on your selection in the Filter: drop down box. If there is no mark in this box, you are responsible for providing an extension. Most users will leave this box marked. There is a Cancel button, if you click this button, the action will be aborted, and you will return to editing the document. There is an OK button, which will be used when we have selected the correct filename. Using this dialog, you can move through the folder tree to find any location on your computer. To enter a folder click on that folder. To exit that folder, click the blue up arrow button. This dialog box is used in many different tasks in &kword;. The task will determine the exact effect of the information you have entered into this dialog box. For more information on the exact effect, see the documentation on that task.