Writer Guide

Chapter 14
Working with Fields

CopyrightThis document is Copyright © 2011–2013 by its contributors as listed below. You may distribute it
and/or modify it under the terms of either the GNU General Public License(http://www.gnu.org/licenses/gpl.html), version 3 or later, or the Creative Commons Attribution
License (http://creativecommons.org/licenses/by/3.0/), version 3.0 or later.
All trademarks within this guide belong to their legitimate owners.

Contributors
Ron Faile Jr.
Barbara Duprey
John A Smith
Jean Hollis Weber

Feedback
Please direct any comments or suggestions about this document to:
documentation@global.libreoffice.org

Acknowledgments
This chapter is based on Chapter 14 of the OpenOffice.org 3.3 Writer Guide. The contributors tothat chapter are:Agnes Belzunce
Barbara M. Tobias

John Kane
Jean Hollis Weber

Gary Schnabl
Michele Zarri

Publication date and software version
Published 30 May 2013. Based on LibreOffice 4.0.3.

Note for Mac users
Some keystrokes and menu items are different on a Mac from those used in Windows and Linux.
The table below gives some common substitutions for the instructions in this chapter. For a moredetailed list, see the application Help.
Windows or LinuxMac equivalent

EffectTools > Options menu
selection

LibreOffice > Preferences

Access setup options

Right-click

Control+click

Opens a context menu

Ctrl (Control)z (Command)

Used with other keys

F5

Shift+z+F5

Opens the Navigator

F11

z+T

Opens the Styles and Formatting window

Documentation for LibreOffice is available at http://www.libreoffice.org/get-help/documentation

Contents
Copyright.............................................................................................................................. 2
Contributors................................................................................................................................. 2
Feedback..................................................................................................................................... 2
Acknowledgments........................................................................................................................ 2
Publication date and software version......................................................................................... 2

Note for Mac users...............................................................................................................2
Introduction to fields........................................................................................................... 5
Quick and easy field entry.................................................................................................. 5
Using document properties to hold metadata and information that changes..............5
Using other fields to hold information that changes....................................................... 7
Using AutoText to insert often-used fields........................................................................9Defining your own numbering sequences........................................................................ 9Create a number range variable.................................................................................................. 9
Use AutoText to insert a number range field............................................................................... 11

Using automatic cross-references................................................................................... 11
Inserting cross-references......................................................................................................... 12
Available formats....................................................................................................................... 13
Preparing items as targets for cross-referencing........................................................................13
Using bookmarks.................................................................................................................. 13
Setting references................................................................................................................. 14

Using fields in headers and footers................................................................................. 15
Using fields instead of outline numbering for appendix numbering...........................16
Tricks for working with fields........................................................................................... 16
Keyboard shortcuts for fields..................................................................................................... 16
Fixing the contents of fields....................................................................................................... 16
Converting fields into text........................................................................................................... 17

Developing conditional content....................................................................................... 17
Choose the types of conditional content to use.......................................................................... 18
Conditional text..................................................................................................................... 18
Hidden text............................................................................................................................ 18
Hidden paragraphs................................................................................................................ 18
Hidden sections..................................................................................................................... 18
Plan your conditional content..................................................................................................... 18
Choose or define a variable.................................................................................................. 18
Define a logical expression (condition) involving the selected variable..................................19
Create the variable.................................................................................................................... 19
DocInformation fields............................................................................................................. 19
User-defined variable field..................................................................................................... 19
Apply the condition to the content.............................................................................................. 20
Conditional text..................................................................................................................... 20
Hidden text............................................................................................................................ 21
Hidden paragraphs................................................................................................................ 21
Working with Fields

3

Hidden sections..................................................................................................................... 22
Change the value of the variable............................................................................................... 22

Using placeholder fields................................................................................................... 23
Using input fields and input lists..................................................................................... 24

4

Working with Fields

Introduction to fields
Fields are extremely useful features of Writer. They are used for a variety of purposes; forexample, data that changes (such as the current date or the total number of pages) or mightchange (the name of a product or book under development), user-defined numbering sequences,automatic cross-references, and conditional content (words or paragraphs that are visible orprinted in some conditions but not others). Index entries are also fields.
This chapter describes some common uses of fields. A full discussion of fields and their use isbeyond the scope of this book. Power users can find more details in the application Help.

Tip

Fields have a gray background when viewed on screen, unless you havedeselected the Field shadings option or changed the color of field shadings on
the Appearance page of the Tools > Options > LibreOffice dialog. This graybackground does not show when you print the file to hard copy or PDF.
To turn field shadings on or off quickly, choose View > Field Shadings or press
Ctrl+F8.

Quick and easy field entry
You can quickly insert common fields into your document by choosing Insert > Fields from themenu bar and selecting the required field from the list, as shown in Figure 1.

Figure 1: Inserting common fields

Using document properties to hold metadata and informationthat changes
The Properties dialog (File > Properties) for a document has six tabs. The information on the
General page and the Statistics page is generated by the program. Other information (the name ofthe person on the Created and Modified lines of the General page) is derived from the User Data
page in Tools > Options > LibreOffice.
The Internet page is relevant only to HTML documents (Writer/Web). The file sharing options on
the Security page are discussed elsewhere in this book.

Using document properties to hold metadata and information that changes

5Use the Description and Custom Properties pages to hold:• Metadata to assist in classifying, sorting, storing, and retrieving documents. Some of thismetadata is exported to the closest equivalent in HTML and PDF; some fields have noequivalent and are not exported.

• Information that changes. You can store data for use in fields in your document; forexample, the title of the document, contact information for a project participant, or the nameof a product might change during the course of a project.
This dialog can be used in a template, where the field names can serve as reminders to writers of
information they need to include.
Later in this chapter, we will see how to use this information in fields. You can return to this dialog
at any time and change the information you entered. When you do so, all of the references to that
information will change wherever they appear in the document. For example, on the Description
page (Figure 2) you might need to change the contents of the Title field from the draft title to the
production title.

Figure 2: The Description page of the document’s Properties dialog
To open the Properties dialog, choose File > Properties.
Use the Custom Properties page (Figure 3) to store information that does not fit into the fields
supplied on the other pages of this dialog.
When the Custom Properties page is first opened in a new document, it may be blank. (If the new
document is based on a template, this page may contain fields.)
Click Add to insert a row of boxes into which you can enter your custom properties.

• The Name box includes a drop-down list of typical choices; scroll down to see all the
choices. If none of the choices meet your needs, you can type a new name into the box.

• In the Type column, you can choose from text, date+time, date, number, duration, or yes/nofor each field. You cannot create new types.

• In the Value column, type or select what you want to appear in the document where thisfield is used. Choices may be limited to specific data types depending on the selection in
the Type column; for example, if the Type selection is Date, the Value for that property islimited to a date.

• To remove a custom property, click the button at the end of the row.
Tip

6

To change the format of the Date value, go to Tools > Options > Language
Settings > Languages and change the Locale setting. Be careful! This change
affects all open documents, not just the current one.

Working with Fields

Figure 3: Custom Properties page, showing drop-down lists of names and types

Using other fields to hold information that changes
One way that people use fields is to hold information that is likely to change during the course of a
project. For example, the name of a manager, a product, or even your entire company may change
just before the document is due to be printed. If you have inserted the changeable information as
fields, you can change the information in one place, and it will automatically change in all theplaces where that field occurs.
Writer provides several places where you can store the information referred to by a field. We will
look at some of them here.
Seven document properties (Date, Time, Page Number, Page Count, Subject, Title, and Author)
are on the Insert > Fields menu (Figure 1). To insert one of these fields, click on it in the menu.
Some of these fields get their information from the Document Properties dialog (Figure 2.)
Other document properties are on the DocInformation and Document pages of the Fields dialog(Figure 4 and Figure 5), reached by choosing Insert > Fields > Other or pressing Ctrl+F2. Notice
the Custom item in the Type list of the DocInformation page; this is derived from the Custom
Properties page of the Document Properties dialog (Figure 3).
To insert one of these fields, select it in the Type list and then select from the Select and Format
lists if choices appear. Finally, click Insert.

Using other fields to hold information that changes

7Figure 4: Inserting a Date Modified field using the DocInformation page of theFields dialog

Figure 5: Inserting a File name field using the Document page of the Fields dialog
Some of these items are picked up from the User Data page of the Tools > Options > LibreOfficedialog (covered in Chapter 2, Setting up Writer), so make sure the information on that page iscorrect.

Tip

8

Although these fields are often used to hold information that changes, you canmake the content unchangeable by selecting the Fixed content option (visible in
Figure 4, lower right) when inserting the field. If necessary, you can come back tothis dialog later and deselect this option to make the field variable again.

Working with Fields

Using AutoText to insert often-used fields
If you use the same fields often, you will want a quick and easy way to insert them. Use AutoText
for this purpose. To define an AutoText entry for a field:
1) Insert a field into your document, as described previously.
2) Select the field you inserted, and then choose Edit > AutoText (or press Ctrl+F3).
3) On the AutoText dialog, choose the group where this new entry will be stored (in thisexample, it is going into My AutoText), type a name for the entry, and change thesuggested shortcut if you wish.
4) Click the AutoText button and click New to have the entry inserted as a field. Do notchoose New (text only) because the AutoText entry will be plain text, not a field. (Theselection New does not appear until you have selected a group and typed a name for theentry.) Click Close to close the AutoText dialog.

Figure 6: Creating a new AutoText entry
Now whenever you want to insert this field at the cursor position, type the shortcut, and then press
F3.

Defining your own numbering sequences
You may want to define your own numbering sequences, for example to use in situations where
you do not always want the number at the start of the paragraph or where you want more control
than the built-in numbering choices give you.
This topic describes how to create and use a numbering sequence, using a “number range
variable” field.

Create a number range variable
To create a number range variable using Arabic (1, 2, 3) numbers:
1) Place the insertion point in a blank paragraph in your document.
2) Choose Insert > Fields > Other or press Ctrl+F2 and select the Variables page.
3) In the Type list, select Number range. In the Format list, select Arabic (1 2 3). Typewhatever you want in the Name field. (We have used Step in this example.)

Defining your own numbering sequences9Figure 7: Defining a number range variable4) Click Insert. The name of the variable (Step) now appears in the Selection list, and anumber field (showing 1) appears at the insertion point in your document. The Fields dialog
remains open, so you may need to move it out of the way to see the field in the document.
5) If you click several more times on the Insert button in the Fields dialog, the numbers 2, 3,
4, and so on will appear in the document.
Now you may want to change the Step sequence to a different number, forwards from the current
value, or backwards to a previous value, so you can use the same sequence name more thanonce in your document (for example, to begin each set of instructions). To do that, you need toinsert a new field of the same name, while instructing LibreOffice to force the value to the new
choice.
1) Open the Fields dialog to the Variables page. Make sure the variable name Step appears
in the Name box.
2) In the Value box, type 1 (we will illustrate a numbering restart here, but any number willwork), as shown in Figure 8. Click Insert.
3) To continue with the normal sequence (that is, to have the next Step value be 2), you needto delete the contents of the Value box after inserting at step 2.

10

Working with Fields

Figure 8: Defining a field to restart a number range variable

Use AutoText to insert a number range field
You certainly do not want to go through all of that every time you want to put in a Step number.
Instead, create two AutoText entries, one for the Step (Value=1) field (call it Step1, for example)
and one for the Step = Step+1 field (StepNext). Then insert the fields in the same way you would
insert any other AutoText. See “Using AutoText to insert often-used fields” on page 9.
You can create similar fields for substeps or other sequences that you want to be numbered withletters (a, b, c), Roman numerals (i, ii, iii), or some other sequence. In the Fields dialog, choose therequired format in the Format list when creating the field codes.

Tip

If a user-defined variable is not in use in the document, theicon next to the
Value box is active. You can delete the variable by clicking this icon. To remove avariable that is used in the current document, first delete from the document all
fields using that variable (or convert them all to text, as described on page 17), andthen remove the variable from the list.

Using automatic cross-references
If you type in cross-references to other parts of the document, those references can easily get outof date if you reword a heading, add or remove figures, or reorganize topics. Replace any typed
cross-references with automatic ones and, when you update fields, all the references will update
automatically to show the current wording or page numbers.

Using automatic cross-references

11

Tip

Some people use Writer’s Hyperlink feature for cross-references, but it has the
major disadvantage that the visible text of the hyperlink does not change if youchange the text of the item to which it links. For that reason, you are advised touse cross-references in most situations.
The exception is when you are creating a document to be saved as HTML; crossreferences do not become hyperlinks in an HTML document.

The Cross-references page of the Fields dialog (Figure 9) lists some items, such as headings,
numbered paragraphs, and bookmarks. If figure captions, table captions, user-defined number
range variables, and some other items have been defined in a document, that type also appears in
the list.

Figure 9: The Cross-references page of the Fields dialog

Inserting cross-references
To insert a cross-reference to a heading, figure, or other item shown on the Cross-references page:1) In your document, place the cursor where you want the cross-reference to appear.
2) If the Fields dialog is not open, choose Insert > Cross Reference or press Ctrl+F2. On the
Cross-references page (Figure 9), in the Type list, click the type of item you are referencing(for example, Heading or Figure).
3) You can leave this page open while you insert many cross-references.
4) Click on the required item in the Selection list, which shows both automatically createdentries (for example Headings) as well as user-defined references (for example
bookmarks).
5) In the Insert reference to list, choose the type of reference required. The choices vary with
the item being referenced.
For headings, usually you will choose Reference (to insert the full text of the heading) orPage (to insert the number of the page the heading is on).

12

Working with Fields

For figures, you will usually choose Category and Number (to insert the word “Figure” andits number), Reference (to insert the word “Figure” with its number and the full text of thecaption), Page (to insert the number of the page the figure is on), or Numbering (to insert
only the figure number).
6) Click Insert.
For a full list of the reference formats available, and their use, consult the Help.

Available formats
For all the types of reference, you can select one of the following formats:

•
•
•
•

Page: the page number of the target
Chapter: the number of the chapter where the referenced target is located.
Reference: the full text set as reference.
Above/Below: Inserts the words above or below depending on the position of the field
relative to the referenced target.

• As Page Style: similar to Page, this inserts the page number where the reference is, butusing the formatting specified in the page style. This is very useful when putting a reference
to a page in the front matter where roman numerals are usually employed.
If you select Headings or Numbered Paragraphs as type, the following two additional options
become available:• Number (no context): inserts only the number of the heading or of the numberedparagraph. For example, if referencing a numbered item 2.4, it inserts 4.

• Number (full context): inserts the full number including higher hierarchical levels. For
example, if referencing a numbered item 2.4, the full numbering (2.4) is inserted.
Finally, for objects inserted with captions such as a table or a figure, you can choose:• Category and Number: inserts both the category and number of the referenced object (forexample, Figure 6). This is generally the most used formatting for figures and tables.

• Caption Text: inserts the full caption of the referenced object. For example, Figure 6: This isan example figure.

• Numbering: inserts the sequential number of the referenced object, without the category(for example, if referencing Table 2, the field will contain only the number 2).

Preparing items as targets for cross-referencing
Occasionally you might want to insert a cross-reference to something that is not automaticallyshown on the Cross-references page. Before you can insert a cross-reference to such an item, youmust prepare the item as a target to be referenced. To do this, you can either use bookmarks or set
references.
After a target has been defined, you can cross-reference to it as described on page 12. For an
example of the use of this technique, see “Solving the page count problem” in Chapter 4,
Formatting Pages.

Using bookmarks
Bookmarks are listed in the Navigator and can be accessed directly from there with a single mouseclick. In HTML documents, bookmarks are converted to anchors that you can jump to using a
hyperlink.
1) Select the text you want to bookmark. (You can also insert a bookmark to a location without
selecting text, by clicking in the required place in the text.) Choose Insert > Bookmark.
Using automatic cross-references132) On the Insert Bookmark dialog, the larger box lists any previously defined bookmarks. Typea name for this bookmark in the top box. Click OK.

Figure 10: Inserting a bookmark

Setting references
1) Choose Insert > Cross reference or press Ctrl+F2.
2) On the Cross-references page of the Fields dialog (Figure 11), select Set Reference in theType list. The Selection list shows any references that have been defined. You can leavethis dialog open while you set many items as references.

Figure 11: Setting text to be used as a target for a cross-reference3) Click in the document and highlight the text of the first item to set as a target for a crossreference. Click on the Fields dialog. The text of the item will appear in the Value box in thelower right. In the Name box, type some text by which you can identify this item.
4) Click Insert. The text you typed in the Name box now appears in the Selection list.
5) Repeat steps 3 and 4 as often as required.

14

Working with Fields

Using fields in headers and footers
You can insert fields into headers or footers, using techniques described earlier in this chapter:• To insert a page number, document title, author, creation date and time, current date andtime, or total page count field, use Document Properties (see page 5) or choose Insert >Fields > [item] from the menu bar.

• You can insert a cross-reference to a bookmark, heading, or other item from Insert >Fields > Other > Cross-references.

• If you have used Heading 1 for your chapter titles, you can use a Document field to insert
the current chapter title, so the header or footer contents change from one chapter to thenext. See Figure 12. (Writer calls chapter titles Chapter names.) If you have used outline
numbering on your Heading 1, you can choose whether to include these numbers in thefield (Chapter number and name). Use Insert > Fields > Other > Document.

Figure 12: Inserting the current chapter name and number into your document• You can insert cross-references to other heading levels by specifying a value in the Levelbox in the lower right of the Document page of the Fields dialog (Figure 12). That is,Level 1 = Heading 1, Level 2 = Heading 2, and so on.

Note

A cross-reference field in the header of a page picks up the first heading of that levelon the page, and a field in the footer picks up the last heading of that level.

• To include the chapter number with the page number, position the cursor just before thePage field you inserted. Choose Insert > Fields > Other. On the Document page of theFields dialog, select Chapter in the Type column and Chapter number without separator
in the Format column. Click Insert.
Go to the header or footer where you inserted this field, type the character you want toappear between the chapter number and the page number—for example, a period or adash.

Using fields in headers and footers

15

The table of contents will not automatically pick up these chapter numbers, so you will needto make a change on the Indexes and Tables menu item, as described in Chapter 12,
Creating Tables of Contents, Indexes, and Bibliographies.

• You can add a page count to the footer—for example “Page 9 of 12”. Type the word “Page”
and a space in front of the Page field. Type a space, the word “of”, and a space after the
Page field. Then choose Insert > Fields > Page Count.

Using fields instead of outline numbering for appendix
numbering
Chapter 6, Introduction to Styles, describes how to use paragraph styles to define a hierarchy ofheadings to be included in a table of contents.
This method has one major limitation: only one numbering sequence can be specified in Tools >Outline Numbering. However, many books contain Appendixes (typically designated A, B, C) in
addition to the chapters (typically designated 1, 2, 3).
To solve this problem, you can use one paragraph style (Heading 1) for both chapter and appendix
names, and define two number range fields for the chapters and appendixes respectively. The
number range field for chapters will use numbers, and the number range field for appendixes will
use letters. You can then use the same field in the header or footer of chapters and appendixes.
1) Define the first number range variable, in this example Chapter, as described in “Defining
your own numbering sequences” on page 9. To insert the field into your Heading 1, type
Chapter<space>. Choose Insert > Fields > Other. On the Variables page, selectNumber range, Chapter, Arabic (1 2 3). Click Insert. You will need to do this manually foreach Heading 1 that is to be a chapter title.
2) Define and insert a second number range variable for the appendixes, using Number
range, Appendix, A B C), as shown in Figure 13. Type Appendix<space> and theninsert the variable. Do this for each Heading 1 that is to be an appendix title.
3) When you create the table of contents, the chapters and appendixes will be designatedcorrectly.

Tricks for working with fields
Keyboard shortcuts for fields
Here are some handy keyboard shortcuts to use when working with fields:
Ctrl+F2
Ctrl+F8
Ctrl+F9F9Open the Fields dialog.
Turn field shadings on or off.
Show or hide field names.
Update fields.

Fixing the contents of fields
You can specify Fixed content for many items on the Document and DocInformation pages so thefield contents do not update. For example, you might use a field to insert the creation date of adocument, and you would not want that date to change. In another place you might use a date field
to show the current date, which you do want to change; in that case, deselect Fixed content when
you insert the field.

16

Working with Fields

Figure 13: Defining a number range variable for Appendixes

Converting fields into text
Writer does not provide an easy way to convert a field into regular text, so that it is no longer
updated. However, you can do this as follows:
1) Select the field and choose Edit > Cut or Ctrl+X.
2) Choose Edit > Paste Special. Click "Unformatted text" in the Selection list, and then click
OK. Alternatively, press Ctrl+Alt+Shift+V to paste unformatted text.
This is not a very good solution if you have hundreds of fields that you want to change, but you
could use a macro to automate the process.
After you change a field to text, you cannot change the text back into a field.

Developing conditional content
Conditional content is text and graphics that are included or excluded depending on a condition
you specify.
A simple example is a reminder letter for an overdue account. The first and second reminders
might have a subject line of “Reminder Notice”, but the third reminder letter might have the subject“Final Notice” and a different final paragraph.
A more complex example is a software manual for a product that comes in two versions, Pro andLite. Both product versions have much in common, but the Pro version includes some features thatare not in the Lite version. If you use conditional content, you can maintain one file containing
information for both versions and print (or create online help) customized for each version. You do
not have to maintain two sets of the information that is the same for both versions, so you will notforget to update both versions when something changes.

Developing conditional content

17Choose the types of conditional content to use
This section describes several Writer features that can help you design and maintain conditional
content. You can use one or any combination of these features in the same document.

Conditional text
With conditional text, you can have two alternative texts (a word, phrase, or sentence). One text
will be displayed and printed if the condition you specify is met, and the other will be displayed andprinted if the condition is not met. You cannot include graphics or edit the text except in the field
dialog (not in the body of the document). You also cannot format part of the text (for example,
bolding one word but not the others), but you can format the field to affect all of the field contents(for example, bolding all of the words). You cannot include a cross-reference or other field in thetext.

Hidden text
With hidden text (a word, phrase, or sentence), you have only two choices: show or hide. If thecondition you specify is met, the text is hidden; if the condition is not met, the text is displayed. The
disadvantages are the same as for conditional text: you cannot include graphics, edit the text in the
body of the document, format part of the text, or include a field.

Hidden paragraphs
Hidden paragraphs are like any other paragraphs, but you can specify a condition under which theparagraph is not displayed or printed. A blank paragraph can also be hidden—for example, if a
database field has no content for the current record. This is very useful when merging an address
into a letter: if you allow two lines for the street address and the database record uses only one
line, you can prevent the blank line from appearing in your document. You can include graphics,
edit the text in the body of the document, format any part of the text, and include fields.

Hidden sections
Hidden sections are like hidden paragraphs, but they can include more than one paragraph—for
example, a heading plus one or more paragraphs. However, a section cannot contain less than aparagraph, so you cannot use this method for single words or phrases. The contents of a hidden
section behave just like the contents of any other part of the document, but you can specify acondition under which the section is not displayed or printed. In addition, you can password protect
a section.

Plan your conditional content
Conditions are what programmers call logical expressions. You must formulate a logical expression
for each condition because a condition is always either true (met) or false (not met). You can use
the same condition in many places in your document, for different types of conditional content.
To make conditional content work, you need to:1) Choose or define a variable.
2) Define a logical expression (condition) involving the selected variable.

Choose or define a variable
You can use the following variables in your condition:

•
•
•
•
18

User-defined variables
Predefined LibreOffice variables, which use statistical values from the document properties
User data
Database field contents—for example from your address book
Working with Fields

You cannot use internal variables (for example, page number or chapter name) to formulateconditions.
The examples in this chapter use user-defined variables.

Define a logical expression (condition) involving the selected variable
The condition compares a specified fixed value with the contents of a variable or database field.
To formulate a condition, use the same elements as you would to create a formula: operators,
mathematical and statistical functions, number formats, variables, and constants. The possible
operators are given in the online help; look in the index under “operators: in formulas”. You candefine quite complex expressions, but in most cases a simple condition will do the job.

Create the variable
To create your variable, choose Insert > Fields > Other or press Ctrl+F2. You can use choices
found on the DocInformation, Variables, and Database pages.

DocInformation fields“Using document properties to hold metadata and information that changes” on page 5 described
how to set up a custom document property. You can use that document property as the variable inyour condition statement, or you can create another document property field specifically forconditions.

User-defined variable field
To set up a variable or user field:
1) Place the cursor where you want the field to be inserted.
2) On the Fields dialog, select the Variables page.

Figure 14: Defining a variable to use with conditional content
Developing conditional content

193) Select Set variable in the Type list and Text in the Format list. Type a name for the variablein the Name box, and a value in the Value box. I have chosen ProLite for the name (toremind me that this variable is related to the two product versions), and I set the value asLite because I can remember “If it is the Lite version, then this text should be hidden.”
4) Select Invisible so the field does not show in the document. Click Insert, then click Close.
5) A small gray mark should be visible where you inserted the field. We will come back to thisfield later.

Tip

Because the gray mark is so small, you may have trouble finding it again,
especially if you have other fields in the document. You may prefer to leave thevariable field visible while you work, and change it to invisible just before you
create final copy.
At any time, you can place the insertion point just before the field and choose Edit
> Fields or right-click the field, and then click Fields on the context menu. On the
Edit Fields dialog (Figure 18), select or deselect the Invisible option.

Apply the condition to the content
Now that you have defined the variable, you can use it in a condition statement. This topic
describes some of the possibilities.

Conditional text
First, let us set up some conditional text that will insert the words Great Product Lite into the Liteversion and Great Product Pro into the Pro version of the manual. You would use this field
whenever you want to mention the name of the product.
1) Place the cursor where you want one of these phrases to appear. (You can move or delete
it later, if you wish.)2) Open the Fields dialog by clicking Insert > Fields > Other, select the Functions page, andselect Conditional text in the Type list.
3) As shown in Figure 15, type ProLite EQ "Lite" in the Condition box, Great Product Lite in
the Then box, and Great Product Pro in the Else box.

Figure 15: Inserting conditional text

Note

These fields are case-sensitive, and quotation marks are required around a text
value such as Lite.

4) Click Insert to insert the field, then click Close. You should see Great Product Lite in your
text.
20

Working with Fields

Tip

If you want to insert this field into your text in many places (as you probably would
for a product name), create an AutoText entry for it. See “Using AutoText to insert
often-used fields” on page 9 for instructions.

Hidden text
You might use hidden text for words or short phrases that describe features of Great Product Pro
that are not found in the Lite version. You can reuse the same field in several places in yourdocument—for example, by copying and pasting it.
To create a hidden text field:
1) Choose Insert > Fields > Other and select the Functions page.
2) Select Hidden text in the Type list, as shown in Figure 16.
3) Type ProLite EQ "Lite" in the Condition box and type the required text in the Hidden text
box. Remember, this is the text that is hidden if the condition is true.
4) Click Insert to create and insert the field.

Figure 16: Creating a condition for hidden text

Hidden paragraphs
A paragraph is hidden if the condition is true. To hide a paragraph:1) Click in the paragraph to be hidden.
2) Choose Insert > Fields > Other and select the Functions page (Figure 16).
3) Select Hidden paragraph in the Type list.
4) For this example, type ProLite EQ "Lite" in the Condition box.
5) Click Insert to create and insert the field. If an extra paragraph mark appears, delete it.
To show hidden paragraphs so you can edit them, do one of the following:• Choose View > Hidden Paragraphs from the menu bar, so it is checked (shows all hidden
paragraphs).

• On the Tools > Options > LibreOffice Writer > Formatting Aids page, select the Fields:
Hidden paragraphs option (shows all hidden paragraphs).

• Double-click in front of the variable that you used to define the condition for hiding the text,
and enter a different value for the variable (shows all hidden paragraphs).

• Double-click in front of the hidden text field or the hidden paragraph field, and change thecondition statement (changes only the selected hidden paragraph).

Developing conditional content

21

Hidden sections
A conditional section is hidden if the condition is true. To create a conditional section:
1) Select the text that you want to be included in the conditional section. (You can edit this text
later, just as you can edit any other text.)
2) Choose Insert > Section. On the Insert Section dialog (Figure 17), select the Section tab,then select Hide and enter the condition in the with Condition box. You can also give thesection a name, if you wish (strongly recommended, so you can find it again easily if you
have several sections in your document).
3) Click Insert to insert the section into your document.
To show a hidden section so you can edit it:
1) Choose Format > Sections.
2) On the Edit Sections dialog (similar to the Insert Section dialog), select the section from thelist.
3) Deselect Hide, and then click OK. You can now edit the contents of the section. Afterwards,
you can choose Format > Sections again and select Hide to hide the section again.
To show all the hidden sections so you can edit them, change the value of the variable tosomething that the conditions will not recognize. In our example, you could change the value to 1.

Figure 17: Creating a section to be hidden when a specified condition is met
To make the hidden section a normal part of the document (that is, to remove the section markers,
but not the contents of the section):
1) Show the hidden section, as described above.
2) On the Edit Sections dialog, select the section from the list.
3) Click Remove. The contents of the section are now a normal part of the document.

Change the value of the variable
1) Find the variable field you created in “Create the variable” on page 19.
2) Click once just in front of this field, then right-click and click Fields on the context menu.
3) On the Edit Fields: Variables dialog (Figure 18), change the value of the variable to Pro.

22

Working with Fields

4) If you have set fields to update automatically, all of the conditional and hidden text that uses
this variable as a condition will change.

Tip

Conditional text and hidden text can only be edited in the Edit Fields dialog.

Figure 18: Changing the value of the variableTip

To turn on automatic updating of fields, choose Tools > Options > LibreOffice
Writer > General, and select Fields under Update: Automatically.

Using placeholder fields
A placeholder field prompts you to enter something (text, a table, a frame, a graphic, or an object).
To insert a placeholder field into a document:
1) On the Functions page of the Fields dialog, select Placeholder in the Type column andselect what the placeholder is for in the Format column.
2) In the Placeholder box, type the text that you want to appear in the placeholder field.
3) In the Reference box, type the text that you want to display as a help tip when you rest themouse pointer over the field.
Figure 19 shows the results of inserting a placeholder field for a graphic.

Using placeholder fields

23

Figure 19: Inserting a placeholder field
Because the <Logo> field is a graphics placeholder, when you click on the field in the document,
the Insert picture dialog opens, prompting you to select a graphic (picture). When you select a
picture and click Open, the picture replaces the field in the document.
Similarly, clicking on a table placeholder field opens the Insert Table dialog, clicking on a frame
placeholder field opens the Frame dialog, and clicking on an object placeholder field opens theInsert OLE Object dialog. The text placeholder field is different: you simply click on it and typesome text in the Placeholder box, which replaces the field.

Using input fields and input lists
Input field
An input field is a variable that you can click in a document to open a dialog where you can edit the
text displayed in the field. To insert an input field:
1) Choose Insert > Fields > Other and choose the Functions page.
2) Choose Input field in the Type list (Figure 20).
3) Optionally type some text in the Reference box. This text will appear as a tooltip when theusers hover a mouse cursor over the field.
4) Click Insert. In the small dialog that opens, type some text for the variable (for example, abrief instruction to the user regarding the purpose of the field); this text can be the same ordifferent from the text in the Reference box in the previous step.
5) Click OK.
To edit an input field, click on it in the document. In the small dialog that opens, edit the text of the
field.

24

Working with Fields

Figure 20: Inserting an input field
To edit the field’s reference, right-click on the field and choose Fields from the context menu. This
opens the Edit Fields: Functions dialog.

Figure 21: Editing an input field
Input list
An input list is a text field that displays one item from a list. To insert an input list field into adocument:
1) Choose Insert > Fields > Other; on the Functions page, choose Input list in the Type list.

Using input fields and input lists

25

Figure 22: Defining an input list field
2) Type the names of the list items in the Item box on the upper right, clicking Add after each
item. The items then appear in the Items on list box. To change the order of the items,
select an item and click the Move Up or Move Down buttons.
3) Type the name of the list in the Name field on the lower right.
4) Click Insert.
To display the Choose Item dialog, click the Input list field.

Figure 23: Choosing an item from an input list

26

Working with Fields

To add, edit, and remove items from this list, and change their order in the list, click the Edit buttonin the Choose Item dialog. This displays the Edit Fields: Function dialog.

Figure 24: Editing the items on an input list
To quickly edit all input fields and lists in a document, press Ctrl+Shift+F9. The first input field or listin the document opens. Clicking OK or Next moves to the next input field or list. After the last input
field or list, clicking Next or OK returns you to the document.

Using input fields and input lists

27