4.1 Working with templates

Templates define the layout and styles in a document. A template is used to create documents with a consistent design.

4.1.1 Default template

A template may be assigned as the default so that each new Writer document created via File > New > Text Document will be based on the ICE default template. Use the default template if the document outline numbering is not based on a module number.

Assign the default template

Use the following process if the ICE template has not been assigned as the default in Writer.

1. From the Menu, select File > Templates > Organize. The Template Management window displays.

   From the left-hand pane, open the My Templates folder then click the template name to select it.

   Click the Commands button to display the options.

   Select Set As Default Template then click the Close button.

2. Test that the default has been set correctly. From the Menu, select File > New > Text Document.

4.1.2 Module template

The module template is based on the default template but has the outline numbering modified for use with modules. Each new Writer document created via the ICE file view, with the Type option selected as Module, has the outline numbering setup for a module.

4.1.3 Repair documents

Repair Writer documents. For example, change from Default to Module template. Access the Repair selected option via the web view ICE toolbar Advanced tab (for further details, see the Repair selected section in 2.7.12 Advanced tab).

4.1.4 Template association

There is a Template section at the bottom of the Properties dialog box General tab. If the document is associated with a template, the template name will be displayed.

From the Menu, select File > Properties > General tab.

4.2 Understand the environment

If you are familiar with other word-processing software (e.g. Microsoft Word), you will see similarities in Writer. Your toolbar configuration may be different to the example below, as other toolbars may have been selected for view.

From the Menu, select View > Toolbars. A tick indicates active toolbars.

4.2.1 Menus

Writer menu

Access functionality related to the document edits being performed. Unrelated items will not be accessible from the menu.

ICE styles menu

The ICE custom menu called Styles is used to access all of the available ICE styles to apply formatting.

4.2.2 Toolbars

Icons, buttons and textboxes offer a fast way to choose some operations without using the menus. To display tips, rest the mouse over a toolbar button or icon. When using some of Writer’s functions (e.g. working in a table), a floating toolbar relevant to that function may display.

Writer formatting toolbar

Some options on the Writer formatting toolbar such as the Apply Style textbox (to view applied styles) bold and italic icons (B and I) can be used in an ICE template. Other functions are not to be used (e.g. paragraph alignment and underline (U)). Use the ICE toolbar for most options. The Writer formatting toolbar can be customized to display/hide options as required.

1. From the Writer formatting toolbar, left-click the down arrow on the right-hand end.

2. Select Visible Buttons then select the option/s. A tick indicates active options.

ICE toolbar

A custom ICE toolbar can be installed to assist with formatting. For installation instructions, visit the ICE website <http://ice.usq.edu.au/instructions/templates/ice_toolbar_ext.htm>. The icons or keyboard shortcuts can be used to apply ICE formatting instead of the Styles menu.

4.2.3 Status bar

The status bar is located at the bottom of the Writer window and displays information relating to the document and special functions. For example, the page number and count displays on the left. Right-click on the page number to display a list of bookmarks in the document.

4.3 Create and edit ICE Writer documents

4.3.1 Create via ICE file view

Use the ICE file view to create a new Writer document based on an ICE template. The following process will assume you are logged into ICE and performed a Synchronize or Synchronize package.

1. From the ICE toolbar, click the File view button then navigate to the required location.

2. From the ICE toolbar, click the Add tab.

   From the Type dropdown list, select the relevant file template. Type a filename in the Name textbox (without a file extension) then click the Submit button. The new file will be added to the displayed list.

3. Click the Edit icon to open the document in Writer.

4. From the Menu, select File > Properties > Description tab.

   In the Title textbox, type the document title. The title will be reflected in the right-hand header using a field (e.g. Module 1 – Installation and setup). The property title is also used for the ICE website document title.

   In the Subject textbox, type the subject. The subject will be reflected in the left-hand header using a field (e.g. FET8611 – Emerging environments for learning).

   Click the OK button.

   Property changes will be automatically reflected in the headers.

5. Type the document title for the first heading.

6. If required, set the outline numbering for numbered headings (see 4.5 Set heading numbering).

7. From the Menu, select File > Save.

4.3.2 Edit existing Writer documents

Option 1 – Via the HTML view

1. View the document as HTML. For example, click the left-hand navigation file hyperlink.

2. From the ICE toolbar, click the Edit button. The file will open in the word-processor.

3. Edit the content then from the Menu, select File > Save.

4. From the ICE toolbar, click the Refresh icon to render and display the updated file.

5. Proof the HTML.

Option 2 – Via the file view

1. From the ICE toolbar, click the File view button then navigate to the required location.

2. Click the Edit icon to open the document in its word-processor.

3. Edit then from the Menu, select File > Save.

4. From the File view, click the file HTML icon or Title hyperlink to render and display the updated file.

5. Proof the HTML.

4.4 Copy content from other sources

We recommend using the following process when copying content from non-ICE files.

1. Open an existing ICE document or create a new document based on the ICE template.

2. Locate and open the file with content to be copied then select the content.

   Many programs use a standard copy process. For example, from the Menu, select Edit > Copy.

3. In the ICE document, from the Menu, select Edit > Paste Special.

   Select Unformatted text then click the OK button.

4. Format using the ICE styles.

4.5 Set heading numbering

Each time a new document is created from an ICE template, the heading start number is 1. Use the Outline Numbering to define the start number and/or number prefix (e.g. Module, Chapter or Theme) as required.

4.5.1 Based on the default template

1. Apply the Title style to the first heading in the document.

2. From the Menu, select Tools > Outline Numbering.

   From the Numbering tab, select Level 2. Level 2 is related to the paragraph style of h1n.

   From the Start at section, select or type the start number then click the OK button.

4.5.2 Based on the module template

1. Apply the Title-chapter style to the first heading in the document.

2. From the Menu, select Tools > Outline Numbering.

   From the Numbering tab, select Level 1. Level 1 is related to the paragraph style of Title-chapter.

   If required, modify the default selections. In the Separator section, the default Before option is Module (remember to leave a space at the end of the word) and After option is – (En Dash).

   From the Start at section, select or type the start number then click the OK button.

4.6 Check document spelling

4.6.1 Spellcheck

Spellcheck checks a document for errors. It is possible to add words, abbreviations etc. to the dictionary to avoid repetition of suspected errors. The Thesaurus can also be accessed from within Spellcheck.

From the Menu, select Tools > Spellcheck or use the Spellcheck icon on the Standard toolbar.

4.6.2 AutoSpellcheck

When AutoSpellcheck is activated, the document is checked for errors as you type. Suspected errors are indicated by a red wavy underline. The underline does not print.

To activate AutoSpellcheck, click the AutoSpellcheck icon on the Standard toolbar. The icon displays a blue border when activated.

4.7 Styles and formatting

Many formatting specifications can be defined as a style. When styles are used to format a document, it ensures consistency and saves time. The styles will stay with the document.

When a document is formatted manually (not using styles), remembering previously used formatting properties and keeping consistency is nearly impossible. Some of the benefits of using templates with styles include:

• removal of repetitive tasks, like formatting headings individually

• consistent appearance

• time efficiency

• improved quality.

4.7.1 Styles

A custom Styles menu is included with the ICE Writer template and an ICE toolbar can be installed to apply ICE styles.

View applied styles

Two options for viewing applied styles are the Apply Style text box on the Formatting toolbar and the Styles and formatting window.

Apply style text box

When the cursor is placed within a paragraph, the applied style is displayed in the Apply Style text box located on the Formatting toolbar.

From the Menu, select View > Toolbars > Formatting. A tick indicates active toolbars.

The following example displays the ICE style h2n in the Apply Style text box on the Formatting toolbar.

Styles and formatting window

When the cursor is placed within a paragraph, the applied style is highlighted in the Styles and Formatting window (e.g. h2n). This option is available from either view. See 4.7.2 Formatting, sub-section Styles and formatting window for further details. The following example displays the ICE style h2n.

From the Menu, select Format > Styles and Formatting or press <F11>.

4.7.2 Formatting

Be vigilant for quality and consistency when applying styles and formatting content.

Formatting considerations

• Always use the ICE styles.

• Be consistent with the referencing style being used. For example, if using Harvard referencing style, ensure headings use minimal capitalization and referencing format is appropriate.

• Do not use tabs. Internet browsers will not recognize the specified spacing. Consider using a table without borders to control layout instead of tabs.

• Insert one space after sentence for closing punctuation (unless referencing style used requires different).

• A non-breaking space can keep words or characters together as a paragraph flows.

• Use an En Dash where appropriate (can depend on referencing style used) instead of a hyphen unless hyphenating words.

• Use smart (curly) quotes where appropriate.

• Spell check all documents

• Adjust pagination by changing paragraph settings where possible instead of forced page breaks.
  

See Appendix 1 – Symbols in Writer for instructions on inserting symbols such as En Dash or non-breaking space.

ICE toolbar and keyboard shortcuts

The ICE toolbar or associated keyboard shortcuts (using <Esc> to trigger the event) can be used to apply most of the ICE styles. Access an ICE toolbar reference guide from the ICE website <http://ice.usq.edu.au/instructions/templates/toolbar_guide.htm>.

For example, the keyboard shortcut to apply the p style to a paragraph is <Esc>, <P>.

Click the Help button to display a list of keyboard shortcuts.

Styles and formatting window

The Styles and Formatting window can be used for easy access to view, apply, create, edit, add and remove formatting styles. The style categories of Paragraph, Character, Frame, Page and List styles are available from icons at the top of the window.

From the Menu, select Format > Styles and Formatting or press <F11>.

When the Styles and Formatting window is used, select Custom Styles from the dropdown list at the bottom of the window. This should help eliminate most non-ICE styles from displaying.

Default formatting

Use the Default Formatting option to remove extra formatting that has been attached to a style. For example, remove bold, italic or a hyperlink from a style.

Select the text, then click the Default Formatting icon on the ICE toolbar or from the Menu, select Format > Default Formatting.

No-wrap text

Non-wrapping text is not appropriate in the context of a word-processor, but could be needed in HTML if the wrapping of text changes the meaning. For example, non-wrapping text in a table cell. If this styling is required, use the following process.

1. Apply the p style to the paragraph.

2. Place the cursor in a paragraph so that p is displayed in the Apply Style textbox on the Formatting toolbar.

3. Click after the style p in the Apply Style textbox then type -nowrap.
   The style becomes p-nowrap.

Pagination

Pagination is the control of content flow in a document (where pages break). Writer inserts automatic page breaks as pages fill up, but this can be controlled by changing paragraph settings or forcing a page break.

Paragraph settings

1. Place the cursor in a paragraph.

2. From the Menu, select Format > Paragraph.

   Select the Text Flow tab then select the option/s and click the OK button.

3. Continue checking the pagination throughout the document.
   

Breaks

Force a page break before a paragraph. When content is edited, the forced break may no longer be in a suitable place so one of the other options may be better suited.

Do not split paragraph

Keeps the lines of a paragraph or column together.

Keep with next paragraph

Keeps the current and following paragraphs together on a page or in a column.

Orphan control

Specify the minimum number of lines in a paragraph before a page break. If the number of lines in a paragraph at the end of a page is less than the amount specified, the paragraph is shifted to the next page.

Widow control

Specify the minimum number of lines in a paragraph after a page break. If the number of lines in a paragraph at the top of a page is less than the amount specified, the position of the break is adjusted.

Manual page break

A manual page break could be inserted to force a page break in a specific location. An example of using a manual page break is for the insertion of a blank page. When content is edited, the forced break may no longer be in a suitable place so modifying a paragraph setting may be better suited.

1. Place the cursor at the end of a paragraph.

2. From the Menu, select Insert > Break.

   From the Break types section, select Page break then click the OK button.

4.8 Working with tables

Tables are commonly used to display data, but can also play an important part in controlling page layout. Using tabs to control layout is not recommended as Internet browsers will not recognize the specified spacing.

From the Menu, select Table > Insert > Table.

4.8.1 Modify styles

Writer tables insert with its default styles. Ensure that ICE styles are applied when editing a table.

4.8.2 Modify table properties

After a table has been inserted, the properties can be modified to change how it displays.

Place the cursor inside the table, then from the Menu, select Table > Table Properties.

Use the property tabs to access and modify the properties. For example, the Table tab allows you to specify the table alignment.

4.8.3 Merge or split cells

A table starts with the same number of columns per row. The layout of a table can be changed by merging cells. Plan cell merging carefully before starting.

Highlight the cells, then from the Menu, select Table > Merge Cells.

Merged cells can be split. Place the cursor inside the merged cells, then from the Menu, select Table > Split Cells. Select the cell split number and direction then click the OK button.

4.8.4 Table caption

For more flexibility in module templated documents, use the ICE AutoText caption with auto-numbering instead of Writer’s inbuilt caption. The caption numbering will relate to the module number (e.g. Table 4.1:).

1. Place the cursor in the required location.

2. From the Menu, select Edit > AutoText. The AutoText dialog box displays. If necessary, click the plus sign next to the ICE Captions category to expand the entries.

   Click on the Table entry then click the Insert button.
   (If the caption is below a table, remove the spacing from the paragraph marker directly below the table. Place the cursor on the paragraph. From the Menu, select Format > Paragraph > Indents & Spacing tab > Spacing below paragraph > 0.0.)

3. Add caption details if required.

4.8.5 Vertical text

Vertical text can be included in a table cell (e.g. header cells), to display in Writer and the PDF version in ICE. However, the text will display horizontally in the HTML version.

1. Select the table cell text.

2. From the Menu, select Format > Character. The Character dialog box displays.

   From the Position tab, Rotation/scaling section, select 90 degrees then click the OK button.

4.9 Working with pictures

4.9.1 Insert a picture

When pictures are created in programs (such as Corel Paint Shop Pro or Adobe Fireworks) to be inserted in Writer for ICE, save or export to GIF, JPG or PNG.

1. If a picture file (*.gif, *.jpg, *.png) is available, upload it into the package media/images directory.

2. From the Writer menu, select Insert > Picture > From File. The Insert picture dialog box displays.

   Locate the file, ensure the Link option is not selected then click the Open button.

3. Modify the picture properties if required.

4.9.2 Modify picture properties

Properties can be modified after a picture has been inserted. For example, anchor type (such as As character).

1. Click the picture then from the Menu, select Format > Picture or double-click on the picture. The Picture dialog box displays.

2. From the Type tab, Anchor section, select an option (e.g. As character) then click the OK button.

4.9.3 Alternative text

Alternative text (also known as ALT text) is substitute text that serves the same purpose as the image when being read by a screen reader or a browser with image display turned off.

We recommend that all pictures include alternative text for accessibility compliance. Writer uses the Name option in the same manner as alternative text in markup languages.

1. Click the picture then from the Menu, select Format > Picture.

2. From the Options tab, Name text box, type the alternate text then click the OK button.

4.9.4 Inline picture

An inline picture is one that appears in the flow of text.

1. From the Menu, select Insert > Picture > From File.

   Locate the file, ensure the Link option is not selected then click the Open button.

2. Click the picture then from the Menu, select Format > Picture or double-click on the picture. The Picture dialog box displays.

   From the Type tab, Anchor section, select the anchor option As character then click the OK button.

3. If the image is not in the correct location, click the picture, from the Menu, select Edit > Cut.

4. Place the cursor in the required paragraph location then from the Menu, select Edit > Paste.

5. Modify vertical position if required.

   For example, click the picture then from the Menu, select Format > Picture or double-click on the picture. The Picture dialog box displays.

   From the Position section, select Vertical > Center > to > Row.

4.9.5 Figure caption

For more flexibility in module templated documents, use the ICE AutoText caption with auto-numbering instead of Writer’s inbuilt caption . The caption numbering will relate to the module number (e.g. Figure 4.1:).

1. Place the cursor in the required location.

2. From the Menu, select Edit > AutoText. The AutoText dialog box displays. If necessary, click the plus sign next to the ICE Captions category to expand the entries.

   Click on the Figure entry then click the Insert button.

   (If the caption is below a figure, modify the paragraph spacing the figure is anchored to. Place the cursor on the paragraph. From the Menu, select Format > Paragraph > Indents & Spacing tab > Spacing below paragraph > 0.21.)

3. Add caption details if required.

4.9.6 Insert a Microsoft Word drawing

Insert a Microsoft Word drawing into an ICE Writer document, using one of the following options.

Option 1 – With source file

Keep a source file of the diagram for editing. An image of the diagram is inserted into the ICE Writer document.

1. Draw the diagram in Word and Save the Word file containing the drawing into the package media/images directory src folder or other relevant src folder. The source file can be easily accessed for editing.

2. Open the Word drawing file if not already open. From the Menu, select File > Open.

   Locate the Word file then click the Open button.

3. If the drawing is in a frame, select the frame then from the Menu, select Edit > Copy.

   If the drawing is not in a frame, select all of the items. From the Draw toolbar, click the Draw button then select Group. From the Menu, select Edit > Copy.

4. In your Writer working file, place the cursor where the image is to be inserted.

5. From the Menu, select Edit > Paste Special. (Using the Paste option will not give optimum results.) The Paste Special dialog box displays.

   In the Selection section, select GDI metafile then click the OK button.

6. Click the picture then from the Menu, select Format > Picture or double-click on the picture. The Picture dialog box displays.

   From the Type tab, Anchor section, select the option (e.g. As character) then click the OK button.

7. Proof the HTML after a render. If the file type selected does not convert the drawing correctly, try one of the other options.

Option 2 – As OLE object

Insert an object into an ICE Writer document which is editable. Be aware that the converted image will be grayscale.

1. Place the cursor where the diagram is to be located.

2. From the Menu, select Insert > Object > OLE Object. The Insert OLE Object dialog box displays.

   Select the Create New option and Further objects then click the OK button. The Insert Object dialog box displays.

   Select the Create New option and Microsoft Word Picture then click the OK button. A Word window will open with an area for drawing the object.

   Draw the object then click Word’s Close Picture button on the Edit Picture toolbar.

3. Click the picture then select Menu > Format. Select the option/s to modify (e.g. Anchor > As Character).

Edit the object

1. Click the object to select it.

2. From the Menu, select Edit > Object > Edit. A Word window will open with the object.

3. Edit the object then click Word’s Close Picture button on the Edit Picture toolbar.

4.9.7 Insert an OpenOffice.org Writer drawing

Insert a Writer drawing into an ICE Writer document, using one of the following options.

Option 1 – With source file

1. Draw the diagram in Writer and ensure that all of the drawing components are grouped to make one item.

2. Save the Writer file containing the drawing into the package media/images directory src folder or other relevant src folder. The source file can be easily accessed for editing.

3. From the Writer menu, select File > Open.

   Locate the Writer file containing the drawing then click the Open button.

4. Select the grouped drawing then from the Menu, select Edit > Copy.

5. In the Writer working file, place the cursor where the image is to be inserted.

6. From the Menu, select Edit > Paste Special. (Using the Paste option will not give optimum results.) The Paste Special dialog box displays.

   In the Selection section, select GDI metafile then click the OK button.

7. Click the picture then from the Menu, select Format > Picture or double-click on the picture. The Picture dialog box displays.

   From the Type tab, Anchor section, select the option (e.g. As character) then click the OK button.

8. Proof the HTML after a render. If the file type selected does not convert the drawing correctly, try one of the other options.

Option 2 – As OLE object

Insert an object into an ICE Writer document which is editable. Be aware that the converted image will be grayscale.

1. Place the cursor where the diagram is to be located.

2. From the Menu, select Insert > Object > OLE Object. The Insert OLE Object dialog box displays.

   Select the Create New option and OpenOffice.org 2.3 Drawing then click the OK button. A drawing area opens.

   Draw the object then click outside the drawing in the Writer document to close the object.

3. Click the picture then from the Menu, select Format. Select the option/s to modify (e.g. Anchor > As Character).

Edit the object

1. Click the object to select it.

2. From the Menu, select Edit > Object > Edit. The drawing area opens with the object.

3. Edit the object then click Word’s Close Picture button on the Edit Picture toolbar.

4.9.8 Linked and embedded pictures

The ICE system requires pictures to be embedded and not have a linked association to a file.

Check if linked association

1. Click the picture then from the Menu, select Format > Picture or double-click on the picture.

2. From the Picture tab, look at the Link section. A path will be included in the File name text box if the picture is linked.

Remove link association

1. From the Menu, select Edit > Links. The Edit Links dialog box displays. (The Links option will only be visible if there are linked pictures in the document.)

2. Select the file/s then click the Break Link button.

   Select Yes then click the Close button.

4.9.9 Copy embedded picture from Word to Writer

When only an embedded picture (no file available e.g. *.gif, *.jpg) in a Word document is available, open the Word document within Writer to copy the image.

1. From the Writer menu, select File > Open.

   Navigate to the Word file then click the Open button.

2. Select the picture then from the Menu, select Edit > Copy.

3. In the Writer document, place the cursor in the required location for the picture.

4. From the Menu, select Edit > Paste.

4.10 Create lists

4.10.1 Bulleted list

Use the styles related to the list item level required. Start a list from level 1. The following process uses the ICE Styles menu to create a bulleted list. Alternatively, use the ICE toolbar or keyboard shortcuts.

1. Place the cursor in a blank paragraph or existing text.

2. From the Styles menu, select List Item – li > Level 1 – li1 > Bullet 1 - li1b. This will make a level 1 bulleted item.

3. Type the text if you have not already done so.

4. Add further list items as required (e.g. press <Enter> at the end of the list item text).

4.10.2 Numbered list

Use the styles related to the list item level required. Start a list from level 1. The following process uses the ICE Styles menu to create a numbered list. Alternatively, use the ICE toolbar or keyboard shortcuts.

1. Place the cursor in a blank paragraph or existing text.

2. From the Styles menu, select List Item – li > Level 1 – li1 > Numbered 1 - li1n. This will make a level 1 numbered item.

3. Type the text if you have not already done so.

4. Add further list items as required (e.g. press <Enter> at the end of the list item text).

4.10.3 Definition list

A definition list consists of a term (dt) and description (dd). Although definition lists are not commonly used, an example use would be in a glossary. The following process uses the ICE Styles menu to create a definition list. Alternatively, use the ICE toolbar or keyboard shortcuts.

Example of definition list

Term

Description of the term.

Process

1. Place the cursor in a blank paragraph or existing text.

2. From the Styles menu, select List Item – li > Level 1 – li1 > Definition Term 1 - dt1.

3. Type the term if you have not already done so.

4. To add the description, place the cursor at the end of the term then press <Enter>. Check that the description style has been applied automatically. If not, apply the style.

5. Type the description and add further list items as required.

4.11 Create hyperlinks

Hyperlinks can be added to an image or text to move to information within the same document or to other files.

From the Menu, select Insert > Hyperlink.

4.11.1 URL recognition

If the option for URL recognition is activated in Writer, a URL will be automatically hyperlinked after concluding with a space or return.

From the Menu, select Tools > AutoCorrect > Options tab > Select or deselect the URL Recognition option.

4.11.2 Hyperlink to an offsite URL

Hyperlink to a file or server on the Internet with a URL (Uniform Resource Locator).

Format example: Study at USQ <http://www.usq.edu.au> for a degree.

1. Select the text or image to be hyperlinked.

2. From the Menu, select Insert > Hyperlink. The Hyperlink dialog box displays.

   From the left-hand frame, select Internet then from the Hyperlink type section, select the option (e.g. Web).

   In the Target textbox, insert the URL.

   USQ users: The USQ skin will add an External hyperlink icon in the HTML at the end of offsite URLs and they will all open in a new window.

   Other users if required: Set a target frame (See 4.11.3 Target frame for explanations) – From the Further settings section, Frame dropdown list, select _blank.

   Click the Apply button then the Close button.

3. Proof the HTML after a render and test that the hyperlink works correctly.
   

   Note If creating several hyperlinks in a document, it is not necessary to close the Hyperlink dialog box until all have been completed. As long as the Apply button is clicked after inserting each hyperlink.

4.11.3 Target frame

In the Hyperlink dialog, a frame can be assigned to a hyperlink to specify where it will open.

• A named frame – Loads in the named frame in the site.

• _blank – Loads the file/URL in a new browser window. This is often useful when the hyperlink is external to your site.

• _parent – Loads in the parent frame when working with framesets.

• _self – Loads in the current frame or window.

• _top – Loads in the current window and useful for breaking out of a frameset.
  

Hyperlinking between most content in an ICE package (e.g. from one module to another) should not open in a new window. An exception example is a Breeze presentation. Although included in the ICE package, the Breeze presentation could be opened in a new window so the main content is still visible when the Breeze window is closed.

USQ users: The USQ skin will add a New window icon at the end of internal URLs if you assign an open in new window (_blank) target frame.

4.11.4 Internal hyperlinks

Internal hyperlinks (between files in a package), require the absolute URL (full path) of the target document (file being linked to). The system automatically converts hyperlinks from absolute to relative when exported.

1. From the ICE toolbar, click the File view button then navigate to the required location.

2. Right-click the file HTML icon or Title hyperlink (Mac setup, may require <Control> + click).

   Select Copy Shortcut (Internet Explorer) or Copy Link Location (Firefox). The URL is copied to the clipboard.

3. Open the Writer document and select the content to be hyperlinked.

4. From the Menu, select Insert > Hyperlink. The Hyperlink dialog box displays.

   From the left-hand frame, select Internet then from the Hyperlink type section, select the option (e.g. Web).

   In the Target textbox, paste the URL (e.g. <Ctrl> + <V>) then click the Apply button and Close button.

5. Proof the HTML after a render and test that the hyperlink works correctly.

4.11.5 Bookmarks

Use bookmarks to hyperlink from one section to another in the same document or to a specific section in another document.

Create a bookmark

1. Place the cursor at the location for the bookmark.

2. From the Menu, select Insert > Bookmark. The Insert Bookmarks dialog box displays.

   Type the bookmark name then click the OK button.

   Do not use spaces or special characters in a bookmark name (e.g. / \ @ : * ? " ; , . #). An underscore may be used to separate words.

Locate a bookmark

Locate a bookmark in an open Writer document.

From the Status Bar, right-click in the Page field then select a bookmark name.

Hyperlink to a bookmark in the same document

This process assumes that a bookmark has already been created.

1. From the Menu, select Insert > Hyperlink. The Hyperlink dialog box displays.

   From the left-hand frame, select Document then from the Target in document section, click the Target in Document icon. The Target in Document dialog box displays.

   Select the bookmark name then click the Apply button. (If necessary, click the plus sign next to Bookmarks to expand the list.)

   In the Target in Document dialog box, click the Close button.

   In the Hyperlink dialog box, click the Apply button then the Close button.

2. Proof the HTML after a render and test that the hyperlink works correctly.

Hyperlink to a bookmark in an internal document

1. From the ICE toolbar, click the File view button then navigate to the required location.

2. Right-click the file’s HTML icon or Title hyperlink. (Mac setup, may require <Control> + click.)

   Select Copy Shortcut (Internet Explorer) or Copy Link Location (Firefox). The URL is copied to the clipboard.

3. Open the Writer document and select the content to be hyperlinked.

4. From the Menu, select Insert > Hyperlink. The Hyperlink dialog box displays.

   From the left-hand frame, select Internet then from the Hyperlink type section, select the option (e.g. Web).

   In the Target textbox, paste the URL (e.g. <Ctrl> + <V>).

   Add the bookmark – Type # then the bookmark name at the end of the URL.

   For example:
   http://localhost:8000/rep.2009cw/eng/5105/s1/study_modules/module02.htm#login (the URL will depend on your system setup)

   Click the Apply button then the Close button.

5. Proof the HTML after a render and test that the hyperlink works correctly.

4.11.6 Hyperlink to a page in a PDF

1. Open the PDF and locate the page number.

2. From the ICE toolbar, click the File view button then navigate to the required location.

3. Right-click the file’s PDF icon or Title hyperlink. (Mac setup, may require <Control> + click.)

   Select Copy Shortcut (Internet Explorer) or Copy Link Location (Firefox). The URL is copied to the clipboard.

4. Open the Writer document and select the content to be hyperlinked.

5. From the Menu, select Insert > Hyperlink. The Hyperlink dialog box displays.

   From the left-hand frame, select Internet then from the Hyperlink type section, select the option (e.g. Web).

   In the Target textbox, paste the URL (e.g. <Ctrl> + <V>).

   Add the bookmark – Type #page= then the page number at the end of the URL.

   For example:
   http://localhost:8000/rep.2009cw/eng/5105/s1/media/readings/sr1_4.pdf#page=8 (the URL will depend on your system setup)

   Click the Apply button then click the Close button.

6. Proof the HTML after a render and test that the hyperlink works correctly.

4.11.7 Edit a hyperlink

When editing the displayed text of a hyperlink, it may not alter the associated URL. The best option is to use the Hyperlink dialog box to alter the displayed text or URL.

1. Select the hyperlink (or place the cursor inside the hyperlink).
   It is important to select from left to right when selecting the text.

2. From the Menu, select Edit > Hyperlink. The Hyperlink dialog box displays.

   Modify the Target and/or Text, click the Apply button then click the Close button.

4.11.8 Remove a hyperlink

Option 1 – If character styles (e.g. italics) need to remain

1. Select the hyperlink.

2. From the Menu, select Format > Character > Hyperlink tab.

   From the Hyperlink URL section, remove the URL then click the OK button.

   The hyperlink will be removed but the other character styles will remain.
   

Option 2 – If stripping all character styles including the hyperlink

1. Select the hyperlink.

2. From the Menu, select Format > Default Formatting.

4.11.9 Hyperlink to media files

There are two main methods that can be used to hyperlink to media files, such as Flash, audio and video. One is to hyperlink directly to a media file and the second is to embed a media file in the HTML.

Hyperlink directly to a media file

If hyperlinking directly to a media object in your content structure (see 4.11.4 Internal hyperlinks), navigation will be lost unless the target is set to _blank (open in a new window) (see 4.11.3 Target frame).

Example of media files for this process are *.swf or *.wmv files.

Example – hyperlink directly to a media file

Text: Flash hyperlink
URL: [packagepath]/media/flash/[filename].swf
Target: _blank

Flash hyperlink [new window]

Embed a media file in the HTML

To embed media in the HTML, hyperlink text or an image to the media file with the parameters of embed, width and height included at the end of the URL.

Example – embed a media file

1. Hyperlink an image or text with the URL for the required object in your content structure (see 4.11.4 Internal hyperlinks).

   For example:
   [packagepath]/media/flash/[filename].swf

   The parameters of embed, width and height need to be added to the end of the URL. Check with the file creator for the relevant parameters. Use the Hyperlink dialog box to add the parameters to the URL.

   For example, at the end of the URL include:
   ?embed&width300&height=120

   The full URL becomes:
   [packagepath]/media/flash/[filename].swf?embed&width=300&height=120

2. Proof the HTML to ensure it is working correctly.

Image hyperlinked to a Flash file

Note the height and width parameters are used to set the size of the object. If the parameters are not included, it will default to width 320 and height 240.

Example – embed a media file player

An object can be embedded to play another file, such as a Shockwave Flash file, to play a Flash video or MP3. To use a player, embed the player as normal and add the media parameter with a relative URL to the media file.

The following example will use the player flv_2.5.swf to display the file [filename].flv.

For example, the URL could be:
[packagepath]/media/flash/flv_2.5.swf?embed&media=[filename].flv&width=400&height=300

4.11.10 Hyperlink to a Breeze presentation

Place Breeze presentations inside the media directory (a breeze directory inside media can be helpful for file management) so the numerous files will not be added to the navigation. As the ICE upload function does not handle the upload of multiple files, add each Breeze presentation folder with files via your system (e.g. Windows) file manager. The following process will assume you have ICE started.

1. Using the system file manager, add the Breeze folder with files to the media/breeze directory. (Create a breeze folder first if you don’t have one.)

2. From the ICE toolbar, click the File view button then navigate to the media/breeze directory and inside the Breeze presentation.

3. Right-click on the start file title (e.g. index.html). (Mac setup, may require <Control> + click.)

   Select Copy Shortcut (Internet Explorer) or Copy Link Location (Firefox). The URL is copied to the clipboard.

4. Open the Writer document and select the content to be hyperlinked.

5. From the Menu, select Insert > Hyperlink. The Hyperlink dialog box displays.

   From the left-hand frame, select Internet then from the Hyperlink type section, select the option (e.g. Web).

   In the Target textbox, paste the URL (e.g. <Ctrl> + <V>).

   Set a target frame if required – From the Further settings section, Frame dropdown list, select _blank.

   Click the Apply button then click the Close button.

6. Proof the HTML to ensure it is working correctly.

4.12 Insert AutoText entries

AutoText entries are predefined text, tables etc. that can be created and inserted into a document to maintain consistency. You may have specific AutoText entries created for use with ICE.

1. Place the cursor in the required location.

2. From the Menu, select Edit > AutoText. The AutoText dialog box displays.

   From a category (if necessary, click the category plus sign to display the entries), click on the entry then click the Insert button.

3. Remove extra paragraphs that may be above and below (keep the marker directly below a table as it is part of the table).

4. Insert data as required.

Stop the AutoText macro security display

Use the following process to stop the Macro Security dialog display each time an AutoText entry is inserted.

1. From the Menu, select Edit > AutoText.

   From the bottom of the dialog box, deselect the Show preview option.

   Click the Close button.

2. Insert an AutoText entry to test the process has worked.

4.13 MathType equations

4.13.1 Insert equations

1. Place the cursor in the required location.

2. From the Menu, select Insert > Object > OLE Object. The Insert OLE Object dialog box displays.

   Select the Create new option.

   From the Object type section, select Further objects then click the OK button. The Insert Object dialog box displays.

   Select the Create New option.

   From the Object Type section, select MathType Equation then click the OK button. MathType will open.

   Create the equation then from the MathType Menu, select File > Exit.

   Click the Yes button to save the equation in the document.

3. Proof the HTML to ensure the equation has rendered correctly.

4.13.2 Edit equations

1. Open the document then double-click on the equation. MathType will open.

   Edit the equation then from the MathType menu, select File > Exit.

   Click the Yes button to save the equation edits in the document.

2. Proof the HTML to ensure the equation has rendered correctly.

4.14 Create footnotes or endnotes

Create a reference to further information on a subject. A superscript number will display as the content anchor point. The reference details will display as follows.

• Footnotes – at the bottom of a printed page or browser screen.

• Endnotes – at the end of the printed document or browser screen
  

Use the following process to insert footnotes using automatic numbering.

1. Place the cursor in the required location.

2. From the Menu, select Insert > Footnote. The Insert Footnote dialog box displays.

   From the Numbering section, select Automatic.

   From the Type section, select Footnote then click the OK button.

3. The cursor will move to the bottom of the page to type the details.

4. Test the footnote in Writer and online by clicking the footnote anchor in the content or the footnote number at the bottom of the page or screen.

4.15 Links as endnotes

Display external URLs, from text or image hyperlinks, as endnotes at the end of the ICE created PDF. If the option is selected on a book file, the endnotes will be at the end of the book PDF.

1. Add hyperlinks where applicable in the ICE templated document and save.

2. From the ICE file view, navigate to the file then click the Options icon.

   Select the Links as endnotes option.

3. From the ICE website, display the rendered HTML of the document. (There are various methods. For example, click the relevant hyperlink in the left-hand navigation.)

4. From the right-hand corner of the screen, click the PDF icon to view the document with endnotes.

4.16 Word and Writer conversion

Under the Advanced tab, there are options for converting Word documents to Writer and Writer documents to Word.

1. From the ICE toolbar, click the File view button then navigate to the file to be converted and select the checkbox.

2. From the Advanced tab, click the Convert selected to Writer or Convert selected to Word button. After the process, the filename extension will change from .doc to .odt or .odt to .doc.

3. Open the converted document and proof the content.