Q1. Is there a PDF viewer? Should I install Adobe Reader?

Answer: A PDF viewer is already installed. You can open PDF documents by double-clicking on the file.

The PDF viewer has a few odd particularities, but it is perfectly functional. For example, to “cut and paste” text from a PDF, first select the text you wish to copy from the PDF, then paste it into an e-mail or word processor by clicking on the middle button of the mouse (or click on the mouse wheel). Many Linux applications support this “trick”, which does not require the user to type “Ctrl+C”, then “Ctrl+V”. However, more recent versions of the PDF viewer have an interface much more similar to the latest Adobe Reader. It will be available when the computers are eventually upgraded.

Q2. How can I open/copy files on the network? Open Office starts, then disappears!

Answer: If you are connected to a local area network, you should be able to view the Microsoft computers from: “Places -> Network servers”. Once you have located the computer which has the file you are searching for (you might need to type your username and password access for it), you can copy the file on your computer (using copy-paste, or drag-and-drop). From there, you can use the available programs in order to be able to read it/modify it.

You can also create a shortcut to a network folder by right-clicking on the network folder (a contextual menu will appear), then click on the menu-item “create a shortcut”. The shortcut should appear on your desktop.

Q3. How can I copy/burn files to a CD?

Answer: There is no particular programme required for copying files on a CD, it is integrated into the file manager:

1. Insert a blank CD-R disk, or CD-RW (rewritable) disk into the CD reader.
2. Double-click on the icon of the CD which has appeared on your desktop. Alternatively, you can also access it from the Places -> Computer menu item (at the top of the screen).
3. An empty window will appear, with the title “CD-RW drive”. Drag-and-drop (or copy and paste) onto that window the files that you wish to burn on the CD.
4. When ready, you can burn the CD by clicking on the “File” menu of the window, then “Write to CD”.

If you would like to write to CD a “CD image” (this is rather rare, but the most common example is to download and burn a CD image of a Linux distribution so that you can copy it to a friend), right-click on the icon of the file, then select “Write to CD” from the contextual menu which will appear.

Q4. What format do I use in order to save files in OpenOffice?

Answer: When saving files in OpenOffice Writer, you can use the OpenDocument file format (ODT, ODC, ODP, etc.). This is the easiest and the best way to save your files on your computer. However, if you will need these files to be read by another person who uses Microsoft Office, it is better to save the file in the Microsoft “doc” format. To do this, click on “File -> Save As”, then select Microsoft Word 97/2000/XP from File Type.

Alternatively, you can recommend to your colleagues to install Open Office on their computer. It is also available for Microsoft Windows and it can be installed in parallel to MS Office.

You can also export your document to PDF format if the document you will send is not intended to be modified by the receiver.

The procedure is similar for using the other OpenOffice applications such as: Calc or Impress.

Q5.The Open Office Writer sometimes tries to complete the words while I am writing. Can I deactivate it?

Answer: To deactivate this feature, go to the “Tools” menu, then click on “AutoCorrect”. When the window opens, select the “Word Completion” tab, then uncheck the “Enable word completion” option.

Q6. Open Office Writer proposes “Times New Roman” as the default font, can I change this?

Answer: Yes, from the “Tools -> Options” menu, as seen in the screenshot below. Note that the settings will apply to all new documents created with Open Office, unless you tick the box “current document only”.

Q7. How do I open an RTF file?

Answer: If you double-click a RTF file, it is not associated with the correct programme and therefore shows an error message. To solve this, right-click on the file icon, then select “Open with Open Office”. If Open Office is not listed in the menu, select “Open with ...” then select Open Office from the list of programmes.

Q8. Can I open an existing Microsoft Access database?

This is a rather tricky and more technical solution, but you can try the following steps:

1. Start Open Office, then go to “File -> New -> Database”
2. When the wizard appears, it will present three options, select the last one: “connect to an existing database”, then select “Microsoft Access” from the list of databases, then click on “next”.
3. Enter the location of the file of your Microsoft Access database, then click “next”.
4. The click on “Finish”.

The wizard will then ask to save the new document. The data will still be saved in the Microsoft Access file, but the forms and queries will be stored in the Open Office document.