Getting Started Guide

10Chapter
Printing, Exporting,and E-mailingThis PDF is designed to be read onscreen, two pages at atime. If you want to print a copy, your PDF viewer shouldhave an option for printing two pages on one sheet ofpaper, but you may need to start with page 2 to get it toprint facing pages correctly. (Print this cover pageseparately.)CopyrightThis document is Copyright © 2005–2010 by its contributors as listed
in the section titled Authors. You may distribute it and/or modify it
under the terms of either the GNU General Public License, version 3 orlater, or the Creative Commons Attribution License, version 3.0 orlater.
All trademarks within this guide belong to their legitimate owners.

Authors
Jean Hollis WeberAgnes Belzunce
Michael KotsarinisPeter Kupfer
Robert Scott
Janet M. Swisher

Feedback
Please direct any comments or suggestions about this document to:authors@user-faq.openoffice.org

Publication date and software version
Published 4 January 2010. Based on OpenOffice.org 3.2.

You can download
an editable version of this document fromhttp://oooauthors.org/english/userguide3/published/

ContentsCopyright............................................................................................... 2Introduction........................................................................................... 4
Quick printing........................................................................................ 4Controlling printing...............................................................................4Exporting to PDF...................................................................................5
Quick export to PDF............................................................................ 5
Controlling PDF content and quality...................................................5General page of PDF Options dialog................................................6
Initial View page of PDF Options dialog..........................................8
User Interface page of PDF Options dialog.....................................8Links page of PDF Options dialog....................................................9
Security page of PDF Options dialog.............................................10
Exporting to other formats................................................................... 12
E-mailing documents............................................................................ 12
E-mailing a document to several recipients......................................13
Digital signing of documents................................................................15

Printing, Exporting, and E-mailing3Introduction
This chapter provides general information about printing, exporting,and e-mailing documents from OOo.

Quick printing
Click the Print File Directly icon
to send the entire document tothe default printer defined for your computer.

NoteYou can change the action of the Print File Directly icon tosend the document to the printer defined for the document
instead of the default printer for the computer. Go to Tools >Options > Load/Save > General and select the Loadprinter settings with the document option.

Controlling printing
For more control over printing, use File > Print to display the Print
dialog.
On the Print dialog, you can choose:• Which printer to use (if more than one are installed on yoursystem) and the properties of the printer—for example,orientation (portrait or landscape), which paper tray to use, andwhat paper size to print on. The properties available depend on
the selected printer; consult the printer’s documentation fordetails.
• What pages to print, how many copies to print, and in what orderto print them. Use dashes to specify page ranges and commas orsemicolons to separate ranges; for example: 1, 5, 11–14, 34–40.
Selection is the highlighted part of a page or pages.
• What items to print. Click the Options button to display thePrinter Options dialog.
Selections on the Printer Options dialog are different in Writer, Calc,Impress, and Draw, but in all cases they apply to this printing of thisdocument only. For details, see the chapters on the various OOocomponents.
To specify default printing options, see Chapter 2 (Setting up
OpenOffice.org) and the chapters on the various OOo components.
4Printing, Exporting, and E-mailingFigure 1. The Print dialogExporting to PDF
OpenOffice.org can export documents to PDF (Portable DocumentFormat). This industry-standard file format is ideal for sending the file
to someone else to view using Adobe Reader or other PDF viewers.
The process and dialogs are the same for Writer, Calc, Impress, andDraw, with a few minor differences mentioned in this section.

Quick export to PDF
Click the Export Directly as PDF icon
to export the entire
document using your default PDF settings. You are asked to enter thefile name and location for the PDF file, but you do not get a chance tochoose a page range, the image compression, or other options.

Controlling PDF content and quality
For more control over the content and quality of the resulting PDF, use
File > Export as PDF. The PDF Options dialog opens. This dialog has
five pages (General, Initial View, User Interface, Links, and Security).
Make your selections, and then click Export. Then you are asked toenter the location and file name of the PDF to be created, and click
Save to export the file.

Exporting to PDF

5

General page of PDF Options dialog
On the General page, you can choose which pages to include in thePDF, the type of compression to use for images (which affects thequality of images in the PDF), and other options.

Figure 2: General page of PDF Options dialog
Range section• All: Exports the entire document.
• Pages: To export a range of pages, use the format 3-6 (pages 3 to6). To export single pages, use the format 7;9;11 (pages 7, 9, and11). You can also export a combination of page ranges and single
pages, by using a format like 3-6;8;10;12.
• Selection: Exports whatever material is selected.
Images section• Lossless compression: Images are stored without any loss ofquality. Tends to make large files when used with photographs.
Recommended for other kinds of images or graphics.

6Printing, Exporting, and E-mailing• JPEG compression: Allows for varying degrees of quality. A

setting of 90% works well with photographs (small file size, little
perceptible loss of quality).
• Reduce image resolution: Lower-DPI (dots per inch) images
have lower quality. For viewing on a computer screen generally aresolution of 72dpi (for Windows) or 96dpi (GNU/Linux) is
sufficient, while for printing it is generally preferable to use atleast 300 or 600 dpi, depending on the capability of the printer.
Higher dpi settings greatly increase the size of the exported file.
NoteEPS images with embedded previews are exported only aspreviews. EPS images without embedded previews areexported as empty placeholders.

General section• PDF/A-1: PDF/A is an ISO standard established in 2005 for longterm preservation of documents, by embedding all the pieces
necessary for faithful reproduction (such as fonts) whileforbidding other elements (including forms, security, encryption,and tagged PDF). If you select PDF/A-1, the forbidden elements
are greyed-out (not available).
• Tagged PDF: Exports special tags into the corresponding PDF
tags. Some tags that are exported are table of contents,
hyperlinks, and controls. This option can increase file sizes
significantly.
• Create PDF form - Submit format: Choose the format ofsubmitting forms from within the PDF file. This setting overrides
the control’s URL property that you set in the document. There is
only one common setting valid for the whole PDF document: PDF(sends the whole document), FDF (sends the control contents),
HTML, and XML. Most often you will choose the PDF format.
• Export bookmarks: Exports headings in Writer documents, andpage names in Impress and Draw documents, as “bookmarks” (atable of contents list displayed by some PDF readers, including
Adobe Reader).
• Export comments: Exports comments in Writer and Calc
documents as PDF notes. You may not want this! In Impress,
exports a set of Comments pages following the set of slides.
• Export automatically inserted blank pages: If selected,automatically inserted blank pages are exported to the PDF. Thisis best if you are printing the PDF double-sided. For example,
books usually have chapters set to always start on an oddExporting to PDF

7numbered (right-hand) page. When the previous chapter ends onan odd page, OOo inserts a blank page between the two oddpages. This option controls whether to export that blank page.

Initial View page of PDF Options dialog
On the Initial View page, you can choose how the PDF opens by default
in a PDF viewer. The selections should be self-explanatory.

Figure 3: Initial View page of PDF Options dialog

User Interface page of PDF Options dialog
On the User Interface page (Figure 4), you can choose more settings tocontrol how a PDF viewer displays the file. Some of these choices are
particularly useful when you are creating a PDF to be used as apresentation or a kiosk-type display.
Window options section• Resize window to initial page. Causes the PDF viewer window
to resize to fit the first page of the PDF.
• Center window on screen. Causes the PDF viewer window to becentered on the computer screen.
• Open in full screen mode. Causes the PDF viewer to open fullscreen instead of in a smaller window.
8Printing, Exporting, and E-mailing• Display document title. Causes the PDF viewer to display thedocument’s title in the title bar.

Figure 4: User Interface page of PDF Options dialog
User interface options section• Hide menubar. Causes the PDF viewer to hide the menu bar.
• Hide toolbar. Causes the PDF viewer to hide the toolbar.
• Hide window controls. Causes the PDF viewer to hide otherwindow controls.
Transitions
In Impress, displays slide transition effects as their respective PDFeffects.
Bookmarks
Select how many heading levels are displayed as bookmarks, if
Export bookmarks is selected on the General page.

Links page of PDF Options dialog
On this page you can choose how links are exported to PDF.
Export bookmarks as named destinations
If you have defined Writer bookmarks, Impress or Draw slide names,or Calc sheet names, this option exports them as “nameddestinations” to which Web pages and PDF documents can link.

Exporting to PDF

9Convert document references to PDF targets
If you have defined links to other documents with OpenDocument
extensions (such as .ODT, .ODS, and .ODP), this option converts thefiles names to .PDF in the exported PDF document.

Figure 5: Links page of PDF Options dialog
Export URLs relative to file system
If you have defined relative links in a document, this option exports
those links to the PDF.
Cross-document links
Defines the behavior of links clicked in PDF files.

Security page of PDF Options dialog
PDF export includes options to encrypt the PDF (so it cannot beopened without a password) and apply some digital rights management(DRM) features.
• With an open password set, the PDF can only be opened with thepassword. Once opened, there are no restrictions on what theuser can do with the document (for example, print, copy, orchange it).
• With a permissions password set, the PDF can be opened byanyone, but its permissions can be restricted. See Figure 6. Afteryou set a password for permissions, the other choices on theSecurity page become available.
• With both the open password and permission password set, thePDF can only be opened with the correct password, and its
permissions can be restricted.
Figure 7 shows the pop-up dialog displayed when you click the Set
open password button on the Security page of the PDF Options
dialog.

10

Printing, Exporting, and E-mailingFigure 6: Security page of PDF Options dialog

Figure 7: Setting a password to encrypt a PDF

Exporting to PDF

11

NotePermissions settings are effective only if the user’s PDF viewer
respects the settings.

Exporting to other formats
OOo uses the term “export” for some file operations involving a changeof file type. If you cannot find what you want under Save As, lookunder Export as well.
OpenOffice.org can export files to XHTML. In addition, OOo Draw andOOo Impress can export to Adobe Flash (.swf) and a range of imageformats.
To export to one of these formats, choose File > Export. On the Export
dialog, specify a file name for the exported document, then select therequired format in the File format list and click the Export button.

E-mailing documents
OOo provides several ways to quickly and easily send documents as ane-mail attachment in one of three formats: OpenDocument (OOo’s
default format), Microsoft Office formats, or PDF.
To send the current document in OpenDocument format:
1) Choose File > Send > Document as E-mail. OpenOffice.org
opens the e-mail program specified in Tools > Options >Internet > E-mail. The document is attached.
2) In your e-mail program, enter the recipient, subject and any text
you want to add, then send the e-mail.
File > Send > E-mail as OpenDocument Text (or Spreadsheet orPresentation) has the same effect.
If you choose E-mail as Microsoft [Word, Excel, or Powerpoint],
OOo first creates a file in one of those formats and then opens your email program with the file attached.
Similarly, if you choose E-mail as PDF, OOo first creates a PDF using
your default PDF settings (as when using the Export Directly as PDF
toolbar button) and then opens your email program with the .PDF fileattached.

12Printing, Exporting, and E-mailingE-mailing a document to several recipients
To e-mail a document to several recipients, you can use the features inyour e-mail program or you can use OOo’s mail merge facilities toextract email addresses from an address book.
You can use OOo’s mail merge to send e-mail in two ways:• Use the Mail Merge Wizard to create the document and send it.
See Chapter 11 (Using Mail Merge) of the Writer Guide for details.
• Create the document in Writer without using the Wizard, then use
the Wizard to send it. This method is described here.
To use the Mail Merge Wizard to send a previously-created Writer
document:
1) Click Tools > Mail Merge Wizard. On the first page of thewizard, select Use the current document and click Next.

Figure 8: Select starting document
2) On the second page, select E-mail message and click Next.

Figure 9: Select document typeE-mailing documents

133) On the third page, click the Select Address List button. Selectthe required address list (even if only one is shown) and then click
OK. (If the address list you need is not shown here, you can click
Add to find it and add it to the list.)

Figure 10: Selecting an address list4) Back on the Select address list page, click Next. On the Create
salutation page, deselect This document should contain asalutation.

Figure 11: Deselecting a salutation

14Printing, Exporting, and E-mailing5) In the left-hand list, click 8. Save, print or send. OOo displays a“Creating documents” message and then displays the Save, printor send page of the Wizard.
6) Select Send merged document as E-Mail. The lower part of thepage changes to show e-mail settings choices.

Figure 12: Sending a document as an email message7) Type a subject for your email and click Send documents. OOosends the e-mails.

Digital signing of documents
To sign a document digitally, you need a personal key, the certificate. A
personal key is stored on your computer as a combination of a private
key, which must be kept secret, and a public key, which you add to yourdocuments when you sign them. You can get a certificate from acertification authority, which may be a private company or agovernmental institution.
When you apply a digital signature to a document, a kind of checksum
is computed from the document’s content plus your personal key. Thechecksum and your public key are stored together with the document.

Digital signing of documents

15

When someone later opens the document on any computer with arecent version of OpenOffice.org, the program will compute thechecksum again and compare it with the stored checksum. If both are
the same, the program will signal that you see the original, unchangeddocument. In addition, the program can show you the public key
information from the certificate. You can compare the public key withthe public key that is published on the web site of the certificate
authority.
Whenever someone changes something in the document, this change
breaks the digital signature.
On Windows operating systems, the Windows features of validating asignature are used. On Solaris and Linux systems, files that aresupplied by Thunderbird, Mozilla or Firefox are used. For a moredetailed description of how to get and manage a certificate, andsignature validation, see “Using Digital Signatures” in the OOo Help.
To sign a document:
1) Choose File > Digital Signatures.
2) If you have not saved the document since the last change, amessage box appears. Click Yes to save the file.
3) After saving, you see the Digital Signatures dialog. Click Add toadd a public key to the document.
4) In the Select Certificate dialog, select your certificate and clickOK.
5) You see again the Digital Signatures dialog, where you can add
more certificates if you want. Click OK to add the public key tothe saved file.
A signed document shows an iconin the status bar. You can doubleclick the icon to view the certificate.

16Printing, Exporting, and E-mailing