Front cover
IBM Workplace
Client Technology
Productivity Tools
for IBM Lotus Workplace Documents 2.0.1
Introduction to spreadsheet, word
processing, and presentation editors
Detailed features and
functionality
Step-by-step instructions
Philip Monson
Timothy K. Choo
Christopher J. O’Neill
ibm.com/redbooks
Redpaper
International Technical Support Organization
IBM Workplace Client Technology Productivity
Tools
December 2004
Note: Before using this information and the product it supports, read the information in
“Notices” on page v.
First Edition (December 2004)
This edition applies to Release 2.0.1 of IBM Workplace Client Technology.
© Copyright International Business Machines Corporation 2004. All rights reserved.
Note to U.S. Government Users Restricted Rights -- Use, duplication or disclosure restricted by GSA ADP
Schedule Contract with IBM Corp.
Contents
Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
Trademarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vi
Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii
The team that wrote this Redpaper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii
Become a published author . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . viii
Comments welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . viii
Chapter 1. IBM Workplace Client Technology Productivity Tools for IBM
Lotus Workplace Documents 2.0.1 . . . . . . . . . . . . . . . . . . . . . . . 1
1.1 IBM Workplace Client Technology highlights . . . . . . . . . . . . . . . . . . . . . . . 3
1.2 What editors are included? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.3 Are editors a replacement for traditional office suites? . . . . . . . . . . . . . . . . 4
1.3.1 Word processing editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
1.3.2 Spreadsheet Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
1.3.3 Presentation Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
1.3.4 Conclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Chapter 2. Using the editors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
2.1 Shared productivity themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.1.1 Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.1.2 Document creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.1.3 Document libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.1.4 Document collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.1.5 Document security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.1.6 Document search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.1.7 Document export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.1.8 Working with Microsoft Office documents . . . . . . . . . . . . . . . . . . . . . 23
2.1.9 Word processing editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
2.1.10 Navigating documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
2.1.11 Editing documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
2.1.12 Importing and exporting Microsoft Office documents . . . . . . . . . . . 25
2.1.13 Page layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2.1.14 Spelling and proofreading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
2.1.15 Tables and columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
2.1.16 Working with styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
2.1.17 Graphics, diagrams, and charting . . . . . . . . . . . . . . . . . . . . . . . . . . 36
2.1.18 Contents, indexes, footnotes, endnotes, cross-references . . . . . . . 42
2.2 Spreadsheet editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
© Copyright IBM Corp. 2004. All rights reserved.
iii
2.2.1 Editing Microsoft Excel documents . . . . . . . . . . . . . . . . . . . . . . . . . . 48
2.2.2 Editing documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
2.2.3 Data entry errors and deletes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
2.2.4 Data entry helpers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
2.2.5 Previewing and printing data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
2.2.6 Functions and formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
2.2.7 Managing styles and formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
2.2.8 Charting and mapping your data. . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
2.2.9 Database manipulation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
2.2.10 Outlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
2.2.11 Cross-tabulation with Data Pilot . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
2.3 Presentation Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
2.3.1 Working with Microsoft PowerPoint presentations . . . . . . . . . . . . . . 64
2.3.2 Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
2.3.3 Slide management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
2.3.4 Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
2.3.5 Graphics and objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
2.3.6 Charting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
2.3.7 Creating slide shows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
2.3.8 Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
2.4 Additional resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
iv
IBM Workplace Client Technology Productivity Tools
Notices
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COPYRIGHT LICENSE:
This information contains sample application programs in source language, which illustrates programming
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© Copyright IBM Corp. 2004. All rights reserved.
v
Trademarks
The following terms are trademarks of the International Business Machines Corporation in the United States,
other countries, or both:
Common User Access®
developerWorks®
IBM®
Lotus®
Lotus Notes®
Mainspring®
Redbooks™
Redbooks (logo)
WebSphere®
Workplace™
™
The following terms are trademarks of other companies:
Microsoft and Windows are trademarks of Microsoft Corporation in the United States, other countries, or
both.
Linux is a trademark of Linus Torvalds in the United States, other countries, or both.
Other company, product, and service names may be trademarks or service marks of others.
vi
IBM Workplace Client Technology Productivity Tools
Preface
IBM® Workplace™ Client Technology is the foundation for building the
next-generation, rich-desktop experience for enterprises and small to
medium-sized businesses. This framework is built primarily on open standards
and provides the combined benefits to customers who require both a rich user
experience and the manageability of a browser-based solution. Reaching from
desktop to mobile devices, IBM Workplace Client Technology is the flexible,
manageable, and extensible client with security features for businesses requiring
true on demand capabilities.
IBM Workplace Client Technology is available in both a full desktop rich client
edition and a pervasive device-focused micro edition. This Redpaper provides a
functional description of the productivity tools that are found in IBM Workplace
Client Technology Rich Edition. It is written for a non-technical end-user audience
to help in understanding the benefits and features of the word processing,
spreadsheet, and presentation editors.
The team that wrote this Redpaper
Philip Monson is a Project Leader at the ITSO Lotus® Center in Cambridge,
Massachusetts. Phil has been with Lotus / IBM for 14 years, joining the company
when the early versions of Lotus Notes® were rolled out for internal use. He has
served in management, technical, and consulting roles in the IT, Sales, and
Development organizations.
Timothy K. Choo is a Software Engineer with a Lotus development team in
Westford, Massachusetts. Tim was previously a senior consultant in the Strategy
and Change practice of IBM Business Consulting Services where he advised
financial services clients on technology strategy issues. Tim came to IBM from
Mainspring®, where he was a technical architect. Tim also spent several years
building solutions with the Architected Solutions Group at Lotus and developing
solutions for customers as a consultant with Lotus Professional Services
Asia-Pacific.
Christopher J. O’Neill has 15 years of experience working with IBM customers.
He is a subject matter expert in the areas of application development, enterprise
integration, and human productivity in collaboration. Chris spent five years
working with the largest institutions on Wall Street. He has helped Wall Street
customers cope with market downturns, litigation, risk, and continuity concerns.
Chris is currently assigned to the World Wide Technology Advocates in Lotus
© Copyright IBM Corp. 2004. All rights reserved.
vii
Technical Sales. He travels frequently, giving speeches and presentations about
IBM Strategy for IBM Workplace Client technology and WebSphere® Portal.
Chris is based in the Lotus offices in Cambridge, Massachusetts, and in
Washington, D.C.
Thanks to the following people for their contributions to this project:
Dave Kajmo, Product Manager Lotus Workplace, IBM
Jeanette Barlow, Market Manager IBM Workplace Client Technology, IBM
Dane A. Johnson, Software Engineer, IBM
Betsy Thaggard, Editor, ITSO Center, Austin
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viii
IBM Workplace Client Technology Productivity Tools
1
Chapter 1.
IBM Workplace Client
Technology Productivity
Tools for IBM Lotus
Workplace Documents 2.0.1
This Redpaper provides a functional description of the productivity tools that are
found in IBM Workplace Client Technology Rich Edition. It is written for a
non-technical end-user audience to help them understand the benefits and
features of the embedded editors.
This paper has two major sections:
򐂰 Chapter 1: Introduction
This section provides a brief overview of IBM Workplace Client Technology
Rich Client and describes the productivity tools that are built into the client.
򐂰 Chapter 2: Using the productivity tools
This section discusses the key features of each of the three editors: word
processing, spreadsheet, and presentation.
© Copyright IBM Corp. 2004. All rights reserved.
1
Note: This paper is based on IBM Workplace Client Technology Rich Edition
Version 2.0.1 (hereafter referred to as the rich client). This was the shipping
version of the product at the time this paper was written.
Table 1-1 Important terminology
2
Term or acronym
Definition
IWCT
IBM Workplace Client Technology
Productivity tools
The three editors that are included with the IWCT Rich Client
edition
Office suite
A full-featured office productivity suite such as Microsoft®
Office or WordPerfect Office
SyncML
An XML-based markup standard for synchronizing data
between different repositories
SDO
(Service Data Objects) Designed to simplify and unify the
way in which applications handle data. Using SDO,
application programmers can uniformly access and
manipulate data from heterogeneous data sources,
including relational databases, XML data sources, Web
services, and enterprise information systems.
WYSIWYG
What You See Is What You Get
OpenOffice
OpenOffice is both an Open Source product and a project.
The product is a multi-platform office productivity suite. It
includes the key desktop applications, such as a word
processor, spreadsheet, presentation manager, and drawing
program, with a user interface and feature set similar to other
office suites. Written in C++ and with documented APIs
licensed under the LGPL and SISSL Open Source licenses,
OpenOffice.org allows any knowledgeable developer to
benefit from the source. And, because the file format for
OpenOffice.org is XML, interoperability is easy, making
future development and adoption more certain.
IBM Workplace Client Technology Productivity Tools
1.1 IBM Workplace Client Technology highlights
IBM Workplace Client Technology provides a flexible and extensible framework
for applications. It is built on a standards-based platform and utilizes the Eclipse
technology platform as a base component.
Among its approaches to help enable low total cost of ownership (TCO), a key
element of IBM Workplace Client Technology, is its ability to provide a no-touch
deployment model coupled with policy-based management. Additionally, as an
enterprise solution, IBM Workplace Client Technology provides built-in security
features and a managed, synchronized relational data store that supports both
connected and disconnected operations. As one example, this secure data store
can provide document management capabilities, and when combined with
plug-in document editor support (that is described in this Redpaper), will give
enterprises a new level of document library services combined with low TCO and
ubiquity.
Of course, to help maintain customer flexibility, IBM Workplace Client Technology
is also planned to support a variety of client operating systems, including
Microsoft® Windows®, Linux® distributions (Red Hat and SUSE), and the Apple
Mac OS, as well as a variety of mobile devices.
Overall, the main characteristics that distinguish IBM Workplace Client
Technology from other client application environments include:
򐂰 A centrally managed, policy-based client provisioning system that ensures
that initial installations as well as maintenance updates can be applied on the
server side, and that users can experience those new updates client-side,
fully dynamically.
򐂰 A synchronizable, policy-based, secure data store for content, based on IBM
Workplace Client technology (in other words, a data store that is secure,
provides for easy server-based backups, and enables users to collaborate on
information with its synchronization capabilities).
򐂰 Component architecture that enables incremental distribution and upgrade of
client capabilities, resulting in a common user experience across all
capabilities and the ability to turn on capabilities when required (on demand).
򐂰 A design that enables extensible end-user, enterprise, and third-party
customizations of the environment and applications, while retaining full
managed enterprise policy control.
򐂰 A rich set of embedded editors that provide word processing, spreadsheet,
and presentation capabilities. These editors enable users, if they choose, to
work within the context of IBM Workplace Client Technology versus switching
between multiple applications.
Chapter 1. IBM Workplace Client Technology Productivity Tools for IBM Lotus Workplace Documents 2.0.1
IBM Workplace Client Technology moves beyond the browser, enabling not only
browser capabilities, but also the ability to securely and incrementally download,
update, and intelligently cache the next generation of rich and hybrid client
applications. These applications run locally on the end user’s machine using an
encrypted, synchronized content store with security features and offline and
disconnected capabilities. Such applications will harness the full power of the
user’s machine to deliver state-of-the-art capability and performance while
continuing to be centrally deployed, upgraded, and administered at the server,
side by side with the browser-based applications.
IBM Workplace Client Technology delivers this next generation of rich
applications with the low total cost of ownership comparable to the TCO of
traditional browser-based applications.
1.2 What editors are included?
Three editors are provisioned with the Lotus Workplace Documents application:
the word processor, spreadsheet, and presentation editors. These editors are
derived from OpenOffice group (http://www.openoffice.org) efforts with a
number of enhancements and customizations. File compatibility in general is
also good.
We also did some informal testing using relatively complex documents, and the
results are discussed in each editor’s section.
1.3 Are editors a replacement for traditional office suites?
The productivity tools are not designed to match a standalone office suite such
as Microsoft Office on a feature-by-feature basis. Instead, the productivity tools
are meant to be an alternative for users who perform relatively basic document
viewing and editing tasks. In general, the productivity tools implement the 80-20
rule (Pareto’s Principle: 20 percent of the features are vital to 80 percent of the
user base, while the remaining 80 percent of features are only exploited by the
20 percent who are considered advanced users) when it comes to including
features in the product.
Certain sets of users do not require a full office suite such as Microsoft Office.
Their work may require them to view, and in some cases create or edit, basic
Microsoft Office documents. This class of users is well served by the productivity
tools found in the IBM Workplace Client Technology Rich Client Edition. The
productivity tools support Microsoft Office document formats and enable users to
read these documents. The productivity tools also provide editing capabilities
that almost rival the feature set in a full office suite. These features enable users
4
IBM Workplace Client Technology Productivity Tools
to create or edit existing documents with ease. Power users who utilize all of the
advanced features of their office editors are not good candidates for the IBM
Workplace Client Technology Rich Client editors. They should stick to their full
office suites.
A test conducted by eWeek in April 2004 concluded that the majority of users
would have no trouble transitioning to OpenOffice from their current Office suite.
The only exception would be advanced users, particularly those who used the
Excel spreadsheet. (“Office 2003 vs. OpenOffice.org” eWeek, April 26, 2004:
http://www.eweek.com/article2/0,1759,1571626,00.asp)
In the next section, we analyze office editor usage in a typical corporate
environment and identify which tasks are suitable for the IBM Workplace Client
Technology productivity tools. We start by defining a high-level enterprise value
chain.
Figure 1-1 A typical enterprise value chain
We then examine which activities in each stage of the value chain require the use
of a particular editor. The activities are analyzed further to determine whether the
editor adequately supports the task.
Chapter 1. IBM Workplace Client Technology Productivity Tools for IBM Lotus Workplace Documents 2.0.1
1.3.1 Word processing editor
Figure 1-2 Word processor usage in an enterprise
The word processor, a mainstay of the information worker, is used to capture,
codify, and communicate textual information both internally and to external
parties. A trend that has emerged recently is the increasing use of the e-mail
client, instead of a word processing application, to compose short notes and
memos. Today’s e-mail clients possess sophisticated rich text editing
environments and users often opt to input the text directly into the message body
instead of attaching a word processing document. The recent spate of virus
infections via infected document attachments may have exacerbated this trend.
On the other end of the scale, very large, complex documents are usually laid out
using specialized desktop publishing tools such as Quark XPress or Adobe
Framemaker. This leaves the word processing application the task of handling
the middle ground: medium-sized, multipage documents such as reports that
require advanced formatting, graphics support, and special elements such as
table of contents. In Part II, we examine the features of the IBM Workplace Client
Technology productivity tools and how they work together to enable the creation
of such documents.
6
IBM Workplace Client Technology Productivity Tools
Table 1-2 Word processor usage
Document type
Usage
IWCT Editor suitability
Memos, letters
These short documents are
overwhelmingly composed
directly in e-mail rich editors
and sent to the recipients. Many
busy workers ignore
attachments to e-mail.
Hardcopy memos are slowly
disappearing.
The basic text and paragraph
formatting requirements are
easily handled by the WP
editor.
Meeting minutes
Minutes are probably one of the
only short documents created in
a word processor, although
capturing them in an e-mail is
gradually taking root.
Usually captured in a
two-column table with minimal
text formatting requirements.
Easily handled by the WP
editor.
Reports
Management reports are
probably the most commonly
authored word processor
documents. They run multiple
pages in length, have multiple
sections, and usually contain
graphics, charts, and
spreadsheet tables.
Will probably require the use of
styles, sophisticated formatting,
tables, charts, and graphics.
This is within the WP editor’s
realm of capabilities.
Documentation
This is the second most
common document generated;
for example, documentation of a
product, service, or process.
Documentation ranges in
complexity from simple text
documents to files with graphics
and advanced styles.
Typically requires many
supporting features including
table of contents, styles,
sophisticated formatting,
tables, graphics, and indexes.
word processing editor should
be able to handle small to
medium-sized projects.
Press release
Most press releases are
authored in a word processor
and sent electronically to the
wire services.
The basic text and paragraph
formatting requirements are
easily handled by the word
processing editor.
RFP, RFI,
requirements
documents
These documents generally
reach external parties. They
tend to be text-heavy with
moderate formatting
requirements.
Requirements include bulleted
lists, styles, text formatting, and
possibly images. Should not
present a problem for the word
processing editor.
Chapter 1. IBM Workplace Client Technology Productivity Tools for IBM Lotus Workplace Documents 2.0.1
1.3.2 Spreadsheet Editor
Figure 1-3 Spreadsheet usage in an enterprise
Depending on your job role, the spreadsheet may be the application in which you
spend most of your day. In addition to its obvious utility to workers who work with
numbers, such as accountants and financial analysts, spreadsheets are often
used as flat file database managers, also known as list managers. Spreadsheets
lend themselves to efficiently manipulating large quantities of both textual and
numeric data. The formulas allow for easy manipulation to facilitate analysis. In
addition, spreadsheets often contain powerful data analysis and visualization
tools. We will explore the features of the spreadsheet editor and delve into its
ability to meet the needs of its various users.
Table 1-3 Spreadsheet usage
8
Task
Usage
IWCT Editor suitability
Analysis,
projections
Charting to observe trends,
what-if scenario analysis, and
backsolving are some of tools
that are used to perform
projections.
Has excellent solver
capabilities.
IBM Workplace Client Technology Productivity Tools
Task
Usage
IWCT Editor suitability
Data manipulation
Large amounts of numeric and
textual data can be manipulated
easily, including sorting, filtering,
and transposing. A useful front
end for a database.
Offers very good sorting,
filtering, and transposition for
data contained within the
confines of the spreadsheet
area. The ability to connect
directly to an external data
source is not enabled.
Reporting
Reports usually contain some
form of financial or statistical data
that is presented in summary
form with a chart.
Contains myriad functions
for consolidating data.
Outline functions can
collapse and expand large
amounts of data. Charting
functions are more than
sufficient for representation.
Budgeting
Budgeting involves both data
collection and consolidation that
exercises the data handling and
formatting aspects.
Offers excellent entry
validation and cell protection,
which can control how users
input data. These controls
can be applied to create
spreadsheet forms that
capture budget data. Style
options are replete with both
conditional and static
formatting. Programmatic
control of style is not
enabled.
Off-ledger
calculations
The finance department often
uses spreadsheets for
accounting calculations, which
are fed back into the general
ledger. These can range from
simple to advanced calculations.
Offers many functions to
analyze financial data.
Data collection
Spreadsheets are often used as
a form template to collect
information such as timesheets,
expense reports, and so on.
Can be used to create forms
with validation that can
capture data. This release is
not capable of connecting
the data inputs into a
database.
Chapter 1. IBM Workplace Client Technology Productivity Tools for IBM Lotus Workplace Documents 2.0.1
Task
Usage
IWCT Editor suitability
Project
management
In many instances, spreadsheets
are often used as surrogate
project management tools.
Custom models are used to
calculate task duration, resource
usage, and such.
Makes an excellent project
management tool, enabling
users to download PDF
versions for spreadsheet
planning and calendars.
Cost estimation
Project managers or consultants
often use spreadsheets to
estimate the cost of a project and
the ROI/NPV to justify the project.
Most calculations are simple
arithmetic.
ROI and NPV can be
estimated using the
spreadsheet tool.
1.3.3 Presentation Editor
Figure 1-4 Presentation software usage in an enterprise
Of the three editors, the presentation editor is probably the least utilized in terms
of audience size and frequency of use. Slide decks are typically used to convey a
message such as reporting corporate performance; selling an idea, product, or
service; or delivering facts through instructional materials. Presentations to
external audiences may require additional sizzle, but most presentations to
internal audiences are plain bulleted text lists. Whether this is a good thing is
outside the scope of this paper, but it simply highlights the fact that providing the
latest multimedia features in the presentation editor is often a wasted effort. In
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IBM Workplace Client Technology Productivity Tools
fact, as we go through the list of features provided by the presentation editor, you
will realize that you probably do not use even half of its capabilities.
Table 1-4 Presentation editor usage
Task
Usage
IWCT Editor suitability
Selling an idea,
product, or
project
Includes a new product concept,
marketing launch, sales
presentation, recommendations,
strategy session, and project
kickoff. These presentations
typically involve textual
descriptions coupled with
graphics that help convey the
idea, concept, timeline, or
relationship with other elements.
The bulleted lists, image
support, and drawing tools in
the presentation editor should
be enough to create attractive
slide shows and handout
material.
Reporting
In some cases, management or
status reports are delivered as
presentations instead of
documents. When this is the
case, the presentation usually
depicts a summary of the overall
report (data and conclusions).
These reports are typically
composed of textual descriptions
with tabular data and charts.
Should be able to handle all
aspects of reporting, except for
reports that require the creation
of large, complex tables of data.
Tables are created either
manually with box diagrams or
using the embedded
spreadsheet. Each has its
drawbacks, however: manually
created boxes are flexible but
time consuming, and
embedded spreadsheets have
difficulty handling merged cells.
Instructional
materials
Slideshows are often used by
Human Resources or individual
departments as training
materials. These are usually
simple bulleted lists with static
graphics. Such training materials
are typically printed and
distributed to each individual.
The relatively simple formatting
and layout needs of
instructional materials mean
that the presentation editor
should have no trouble creating
them.
1.3.4 Conclusion
The analysis supports the theory that the vast majority of information workers do
not require a full office suite. Most corporate documents utilize a very small
subset of the features in an office suite. The productivity tools in the IBM
Workplace Client Technology Rich Client can easily create the majority of these
documents. (See the “80-20 rule” in Section 1.3, “Are editors a replacement for
traditional office suites?” on page 4).
Chapter 1. IBM Workplace Client Technology Productivity Tools for IBM Lotus Workplace Documents 2.0.1
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IBM Workplace Client Technology Productivity Tools
2
Chapter 2.
Using the editors
This chapter is dedicated to illustrating the key features of each of the three
editors: word processing, spreadsheet, and presentation. It begins with a
discussion of the shared elements they leverage and then has entire sections
dedicated to each editor. It concludes with links to additional resources for IBM
Workplace Client Technology.
© Copyright IBM Corp. 2004. All rights reserved.
15
2.1 Shared productivity themes
Because the productivity tools are embedded in the IBM Workplace Client
Technology Rich Client, they share a number of common navigation and
functional elements. Shared elements flatten the learning curve for users as they
switch between the various editors. The shared elements also promote the
concept of creating work products instead of standalone documents of a
particular type. This section explores in detail the use of these shared elements.
2.1.1 Navigation
The editors operate as Eclipse plug-ins within the IBM Workplace Client
Technology Rich Client, so they appear as docked windows within the overall
application frame. Typically, the editor is instantiated as the central window
flanked by Messages, Document Libraries, Links, Instant Contacts, or Calendar
plug-ins. This enables users to work on their documents and stay apprised of the
status of their e-mail and appointments without switching applications or views.
Figure 2-1 IBM Workplace Client Technology Rich Client Edition
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IBM Workplace Client Technology Productivity Tools
Clicking on an e-mail message or calendar entry opens a new window in the
central frame where the editor resides. Navigating between the open windows is
accomplished by clicking the tabs (Figure 2-2).
Figure 2-2 Window navigation tabs
A window can be maximized by double-clicking its tab. For example,
double-clicking the word processing editor tab maximizes it to full screen
(Figure 2-3). Double-clicking again restores the window to the center pane.
Clicking the X on a tab closes the tab.
Figure 2-3 Word processing editor in full screen mode
Chapter 2. Using the editors
17
Toolbars
Each editor displays a slightly different toolbar. These user-configurable toolbars
have several common icons. For example, the formatting toolbars across editors
(Figure 2-4) have similar icons for selecting font face, size, style, and alignment.
Figure 2-4 Default toolbar
Toolbars are context-sensitive, and they automatically change based on the
object that is being manipulated.
Menus
The editors also share several menu entries. Most of the entries in the File and
Edit menu are shared, so a user will find the same commands to Save, Work
Offline, Close, Cut, Copy, Paste, and Search in all of the editors.
Figure 2-5 File menu
Key stroke equivalents
Menu entries are also accessible through keyboard
shortcuts. The shortcuts adhere to industry convention
(Common User Access® guides) and should be
immediately obvious to users who are familiar with them
(for example, Ctrl+X for cut and Ctrl+V for paste).
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IBM Workplace Client Technology Productivity Tools
2.1.2 Document creation
Creating a new document in the IBM Workplace Client Technology Rich Client is
slightly different from a standard office suite such as Microsoft Office because
documents are stored in document libraries instead of in the file system.
However, it requires a change in mindset for users who are used to starting the
Office application, creating a document, and then saving it to a local file system.
To create a document in the IBM Workplace Client Technology Rich Client, the
user navigates to the target document library, clicks New, and select a document
editor to use (Figure 2-6). Saving the document stores it in the selected
document library.
Figure 2-6 Creating a new document from within a document library
2.1.3 Document libraries
Document libraries provide numerous advantages over a file system repository
because libraries possess inherent document management capabilities such as
check-in, check-out, and versioning. Document libraries also support folders, a
familiar construct for users who are familiar with file system directories.
Because document libraries exist on the server, they are probably subject to a
regular backup or archival process, which means that a document is not lost if a
user’s personal workstation malfunctions.
Even though document libraries are server-side containers, the user can take a
document offline and work on it while in disconnected mode. The IBM Workplace
Client Technology Rich Client maintains a local copy using the SDO (Service
Data Objects) pattern, and synchronizes the changes with the server using
SyncML when the user reconnects. Thus the user gets the benefit of server-side
robustness combined with client-side convenience. In general, this is the goal of
the IBM Workplace Client Technology Rich Client: to provide the rich experience
of a thick client, yet exhibit the seamless deployment and high availability of a
server application.
Chapter 2. Using the editors
19
2.1.4 Document collaboration
These features help to maintain the integrity and consistency of a document,
especially if multiple authors are involved. Even in a single-author scenario, it
provides the ability to roll back to an earlier version without having to manually
rename the files with explicit version numbers such as mydoc v1 and mydoc v2.
When team authoring is required, the check-out facilities ensure that only one
person is updating the document at a time, eliminating potential conflicts.
Document libraries also facilitate document sharing and collaboration. If the
author chooses to save the document into a shared library, authorized users of
that document will be able to access it from their IBM Workplace Client Rich
Client Technology. Documents in the document library can also be attached
easily to an e-mail message).
Figure 2-7 Attaching a document from the document library to an e-mail message
Users can also easily contact the author of a document by initiating a chat
session. This is accomplished by selecting Chat from the context menu that
appears as you right-click over a document.
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IBM Workplace Client Technology Productivity Tools
2.1.5 Document security
Security is another advantage of using document libraries. Access control lists
can be applied easily to document libraries to filter the ability of users to read or
write documents. Access control must be set from the document library browser
interface. Access may be restricted on libraries, folders, or individual documents.
Figure 2-8 Setting access control on a document library object
Documents can be protected on a file basis using password protection. For
example, in the spreadsheet editor select Tools → Protect Document. You are
given the choice to password-protect either the current worksheet or the entire
document. In the password dialog box, enter the password twice and click OK.
Now, only users who know the password can access the document or the sheet.
Figure 2-9 Password-protecting a document
Chapter 2. Using the editors
21
2.1.6 Document search
You can locate all documents that contain a particular textual search term by
executing a search from the document library browser interface.
Figure 2-10 Searching for all documents containing a particular search term
2.1.7 Document export
Documents created in any of the productivity tools can be exported in Adobe
Portable Document Format (.pdf). Simply double-click on a document then click
Export and select Download as PDF. A file dialog enables you to select a folder
and name the resulting file (Figure 2-11).
Figure 2-11 Export a document in Portable Document Format
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IBM Workplace Client Technology Productivity Tools
2.1.8 Working with Microsoft Office documents
Occassionally, users who do not have Micorosft Office installed on their
computers need to work with documents created with Microsoft Office
applications. The productivity tools that are included with IBM Workplace Client
Technology were designed to enable users to easily create, edit, and save
documents in Office file formats. They can be used in place of or in addition to
Office applications. By setting up a simple Workplace provisioning policy, the
Workplace administrator can determine which Workplace documents and
Workplace client technology users have access to the IBM productivity tools. If a
user has both the IBM productivity tools and Microsoft Office, a setting can be
selected in the Workplace client preferences that specifies which set of editors
(IBM productivity tools or Office) are used to open Office-formatted documents.
To edit a Microsoft Office document that already resides in a document library
with the IBM productivity tools, simply open the document and click Edit. The
appropriate editor launches and opens the document in edit mode. When
finished, close the editor and save the changes. The document will be saved
back to the library in its original location, in its original Office file format.
Saving a new document to Microsoft Office file format from an IBM productivity
tool involves first saving the document in the editor's native file format (Open
Office XML file format), then opening the document in edit mode again, changing
the file format by selecting the File Type in the meta data section, and selecting
the desired format. This applies to converting existing OpenOffice-formatted
documents to Microsoft Office format: Open the OpenOffice formatted document
in edit mode, then select the desired file format from File Type and save the
document. (This process pertains to this release of Workplace Documents only.)
Existing Microsoft Office documents that currently reside outside a Workplace
document library can be imported into a library several ways. Workplace client
technology users can simply drag-and-drop the document from their desktop to
the desired location within a library, or they can navigate to the desired location
with a library and click Import. Browser users can also navigate to the desired
location within a library and click Import to import documents into a Workplace
library. From this point, a simple double-click on any document launches the
appropriate editor and opens the document.
Chapter 2. Using the editors
23
2.1.9 Word processing editor
To create a new word processing document, select the target document library,
click New → Word Processing Document (Figure 2-12).
Figure 2-12 Creating a word processing editor document
A new document can also be created using the menu by selecting File → New →
Word Processing Document. This opens a blank document in the central frame
of the IBM Workplace Client Technology Rich Client. Document metadata such
as file name, description, and file type is displayed in a small pane above the
document. This pane can be minimized by clicking the minus (-) button to obtain
a larger editing surface.
Figure 2-13 Document metadata pane
The document may also be maximized to occupy the entire screen by
double-clicking the tab with the document’s name. A newly created document will
be shown with a randomly generated filename, such as Document072341.sxw.
Users should change the name to an easily recognizable one immediately so
that they can locate it subsequently.
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IBM Workplace Client Technology Productivity Tools
2.1.10 Navigating documents
The word processing editor displays a WYSIWYG view of the document by
default. Zoom controls on the toolbar enable you to zoom in or out. With various
toggles in the View menu, you can control whether non-printing characters are
displayed.
In addition to the standard scrollbar, up and down arrows on the ends of the
scrollbar provide the ability to jump from page to page. A useful feature called the
Navigator (Figure 2-14) enables users to locate elements in a large document
easily by categorizing them into object types.
Figure 2-14 Document Navigator
The interface is designed to be configured according to your preferences,
including customizing icons and menus. You can position various program
windows, such as the Stylist or the Navigator, as floating windows anywhere on
the screen. You can also dock some windows to the edge of the workspace.
2.1.11 Editing documents
Editing a word processing document is the same as in Microsoft Word or Corel
WordPerfect. The document appears in WYSIWYG view and text is input directly
on the page. Standard clipboard commands such as Cut, Copy, and Paste are
available to manipulate text or objects. Drag-and-drop is also supported for both
text and objects. Mistakes can be rectified easily using the Undo command, and
correcting an undo can also be performed using the Restore command.
2.1.12 Importing and exporting Microsoft Office documents
The word processing editor creates files in its own format (.sxw), but it can import
files in Microsoft Word (.doc) format. This is done from the document library or
folder by clicking the Import button. A file selection dialog enables you to pick a
Chapter 2. Using the editors
25
Word document to be imported into the document library. Clicking Edit converts
the Word document to the internal format to enable it to be edited. A little
formatting may be lost during the conversion, but most Word documents should
come through with no loss of fidelity. We tested a 50-page document formatted
with Word’s manual template, which contains sophisticated formatting and
graphics. The document imported perfectly with no loss of fidelity whatsoever.
However, it should be noted that this merely reflects our personal experience and
your experiences may vary.
Completed documents may be saved in the native (.sxw) format or in Microsoft
Word 97/2000/XP format. The desired file format is selected from the File Type
field in the metadata pane (Figure 2-15). The document may also be saved in a
variety of other formats including HTML, plain text, or Rich Text Format.
Figure 2-15 Saving a document in a specific format
Text formatting
The word processing editor supports a rich array of text formatting options.
Additional settings beyond those that are are accessible through the toolbar can
be accessed through the Character Properties dialog. This dialog is activated
from either the toolbar or the menu using Layout → Character.
Figure 2-16 Text formatting dialog box
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IBM Workplace Client Technology Productivity Tools
From the Character Properties dialog, various effects such as strikethroughs,
embossing, outlining, and shadows can be applied. Text can also be rotated,
scaled, and kerned. Internationalization support is built in, and text can be
formatted in multiple languages. The range of character formatting options far
exceeds the needs of the average user.
Paragraph formatting
The range of paragraph formatting options is similarly extensive. Basic options
such as alignment, bullets, numbering, and indentation are accessible via the
toolbar. Additional sophisticated formatting options are accessed through the
Paragraph Properties dialog box (Figure 2-17).
Figure 2-17 Paragraph formatting dialog box
From within the Paragraph properties dialog, additional options are available for
adding borders, colors, and drop shadows. Indents, tabs, bullets, and numbering
can be fine-tuned to the user’s precise preferences.
2.1.13 Page layout
Headers, footers, and footnotes are easily created from the Create menu:
򐂰 Header: Create → Header
򐂰 Footer: Create → Footer
򐂰 Footnote: Create → Footnote
In each case, selecting the menu command creates an editable region on the
page where text is input. For example, Figure 2-18 on page 28 shows a footer
inserted at the bottom of a page.
Chapter 2. Using the editors
27
Figure 2-18 A page footer
The text can be formatted and manipulated in a similar fashion to text in other
regions. Unlike other word processing applications, no extraneous dialog boxes
are displayed that require the user to learn a totally different formatting paradigm
just for headers and footers.
Headers and footers automatically flow through the entire document until they
encounter a section break. A document can be divided into multiple sections to
customize the formatting, such as a different header and footer for individual
chapters. Section breaks are inserted using Create → Section to open the Insert
Section dialog box. Each section is customized by selecting appropriate options
in each of the tabs (Figure 2-17 on page 27).
Figure 2-19 Insert Section dialog box
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IBM Workplace Client Technology Productivity Tools
Manual page breaks may be inserted using Create → Manual Breaks and
selecting Page Break as the option in the dialog box.
Detailed page layout settings are found by selecting File → Page Setup. This
opens the Page Style dialog box, which contains tabs that enable the user to
tweak page margins, spacing, colors, borders, and header/footer/footnote
dimensions.
Figure 2-20 Page Setup dialog box
2.1.14 Spelling and proofreading
The spell checker operates continuously in the background by default. This
behavior can be turned off by an icon on the toolbar.
Figure 2-21 Spell checker icon on the toolbar
This automatic spell checking underlines suspected misspellings with a squiggly
red line similar to the one found in Microsoft Word. Right-click the suspect word
to open a list of suggested correct spellings. Users can override the suggestions
and add the word to the built-in dictionary or simply choose to ignore it.
Chapter 2. Using the editors
29
A very useful time-saving tool called Instant Correct and Format helps speed up
data entry and automatically corrects words as they are typed. The editor’s list of
predefined misspellings and their replacements automatically correct text as it is
input. For example, a common misspelling is “teh” when “the” was intended. The
editor automatically corrects the misspelling without user intervention. The list of
misspellings and their corrections can be augmented by the end user.
Figure 2-22 Instant Correct and Format
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IBM Workplace Client Technology Productivity Tools
Word Completion (Figure 2-23) automatically completes common words as they
are input. To accept the suggestion, simply press Enter.
Figure 2-23 Instant Correct and Format dialog box
Word Count is provided as a convenience for authors in fields such as academia.
2.1.15 Tables and columns
More evidence that this editor is not short on features: support for advanced
tables and columns. Tables are created from either the toolbar icon or the menu,
using Create → Table. Specify the number of rows and columns, and click
Instant Formatting to reveal another dialog box for selecting a predefined table
formatting layout. A generous selection of professionally designed table
formatting schemes is provided. It saves a lot of time from having to define the
borders and colors manually.
Chapter 2. Using the editors
31
Figure 2-24 Creating a table
Tables may also be created in freehand mode by selecting Table → Freehand
Table. In this mode, the table can be drawn using the pencil cursor. It provides a
great deal of flexibility when designing a complex or asymmetrical table.
In addition, tables can be created from a delimited text list using the Table →
Text <-> Table menu command. This enables easy table creation using files in
formats such as comma-separated variable (.csv), or tab-separated text. Users
can take reports emitted by an application such as COBOL or SAP and import
them into a table, then apply Instant Formatting to beautify the result.
When the cursor is within the boundaries of the table, the context-sensitive
toolbar changes to display table-specific icons. The toolbar icons enable
manipulation of rows, columns, borders, and the text within the tables.
Figure 2-25 Table-specific toolbar
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IBM Workplace Client Technology Productivity Tools
Rows and columns can be inserted or deleted using the toolbar icons. The text
properties and styles may also be changed using the toolbar shortcuts.
Additional table operations are performed using the table menu. The table menu
contains commands to merge or split cells, sort entries, and perform calculations.
A less commonly used feature is the ability to format text in columns on a page.
Columnar formats are popular in publications, but not generally used in business
correspondence. Nevertheless, the word processing editor supports columnar
formatting through the Layout → Columns menu command. A dialog box allows
the user to specify number of columns, width, spacing, and borders.
Figure 2-26 Columns dialog box
2.1.16 Working with styles
Styles are an extremely powerful and flexible method of maintaining consistent
formatting within a document. Manually applying formatting is acceptable for
short documents, but as the document grows it becomes increasingly difficult to
keep formatting changes updated. This is where styles step in: the user defines
the formatting parameters for a named style once. The style is then applied to the
selected text whereupon it inherits the formatting parameters of the style.
Quite a few styles are included with the word processing editor. The most
commonly used styles are applied via a pull-down menu in the toolbar. The full
list of styles is accessed via the Layout → Stylelist menu option. This command
displays the list of available styles in a non-modal floating dialog box.
Chapter 2. Using the editors
33
Figure 2-27 Stylelist floating dialog
To apply a style, place the cursor on the text/paragraph and double-click the
name of the style. In this example, we have applied styles on various paragraphs
Figure 2-28 Various style samples
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IBM Workplace Client Technology Productivity Tools
Users can modify or create their own styles through the style catalog. Open the
style catalog by selecting Layout → Style Catalog from the menu bar. A dialog
box appears for creating new styles and modifying existing styles. Clicking the
New button opens a dialog box (Figure 2-29) where all the parameters of the new
style are specified. Give the new style a name, select the existing style that it is
based on, and determine what category of styles it belongs to.
Figure 2-29 Creating a new style
When that is done, go through each of the tabs and specify the settings for your
style. You can adjust:
򐂰
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򐂰
򐂰
򐂰
򐂰
򐂰
򐂰
򐂰
򐂰
򐂰
򐂰
Indents and spacing
Alignment
Text flow
Font
Font effects
Position
Numbering
Tabs
Drop caps
Background
Borders
Condition
Chapter 2. Using the editors
35
A unique feature provided by the style catalog is the ability to define conditional
styles (Figure 2-30). Conditional Styles are Paragraph Styles that have different
properties depending on the context. For example, a header in a business memo
can be formatted differently from a header in a thesis paper even though both
documents use the same named style. This provides an additional level of
flexibility when formatting a document.
Figure 2-30 Defining a conditional style
The style functionality provided by the word processing editor provides an
extremely fine-grained level of control over your formatting and should satisfy the
needs of the most demanding users.
2.1.17 Graphics, diagrams, and charting
The word processing editor has rich support for non-textual elements in the
document. The most commonly used commands are found on the toolbar for
easy access.
Figure 2-31 Graphics-specific icons on the toolbar
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IBM Workplace Client Technology Productivity Tools
Images can be embedded easily by either clicking the Insert icon → Image icon
from the toolbar or selecting Create → Graphics. This opens a file system
browser dialog box. Selecting the file and clicking OK inserts the file into the
document where the cursor is positioned. RGB values, brightness, contrast, and
gamma correction can be manipulated directly from the toolbar.
Figure 2-32 Graphic manipulation toolbar
Images can be moved around the page using the pointer. The mouse pointer
changes to a four-pointed arrow when it is positioned over the image. At this
point, holding down the left mouse button and dragging repositions the image to
a different location on the page. The image can also be resized by grabbing one
of the green handles on the edge of the image and dragging.
Right-clicking on the image opens a context-sensitive menu for controlling the
relative positioning of the image. The image can be brought forward or sent
backward to determine its layer position relative to other objects on the page. The
image can be formatted for alignment, text wrapping, and relative text anchoring.
The context menu also provides access to dialog boxes for image properties,
borders, and captions. The graphics dialog box gives precise control over all
aspects of the image itself including linking, cropping, and background colors.
The graphics dialog box is accessible via the toolbar or through Layout →
Properties → Graphics.
Freeform vector drawing is also supported by the word processing editor. With
icons on the toolbar for the most common drawing tools, create rectangles,
ellipses, lines, and text by clicking the icon and drawing directly on the page. An
arrow beside an icon displays a pull-down submenu for variations in the type of
element to be created. For example, the arrow next to the ellipse icon offers a
standard ellipse (including circles), segments, pies, and arcs. Drawing objects
can also be created by selecting Create → Drawing Object to display a floating
toolbar of icons similar to the ones in the standard docked toolbar.
To draw an element:
1.
2.
3.
4.
Click the icon of the item you wish to draw.
Click on the page to define the start point.
Move the mouse pointer cross hairs to the end point.
Click once to define the end point.
This approach is applicable to rectangles, ellipses, and lines. More sophisticated
elements such as segments, curves, and polygons require additional clicks to
define the shape. Typical sequence of steps for these complicated elements is:
1. Click the icon of the item you wish to draw (for example, polygon).
Chapter 2. Using the editors
37
2.
3.
4.
5.
Click and hold on the page to define the start point.
Drag the pointer to a second point and click to define it.
Repeat step 3 for as many times as necessary.
Double-click to close the shape or finish the operation.
When the element is drawn, it is bordered by handles similar to an imported
image. These handles are for resizing the object with grab-and-drag. The
drawings may also be moved using the four-pointed arrow that appears when the
mouse pointer is hovered over the drawing. When a drawing object is selected,
the toolbar changes to reflect options that are applicable to the object. The
toolbar provides options to change line styles, line colors, line widths, and arrow
head endings. Other icons control the positioning of the object relative to text
(anchoring and wrapping) as well as other objects (layer position).
Figure 2-33 Drawing toolbar
The toolbar also provides icons to access the object area dialog box.
Figure 2-34 Area properties
This dialog box provides additional control over the drawing’s formatting and
appearance, including the ability to control color and hatch styles, and selecting
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IBM Workplace Client Technology Productivity Tools
drop shadow, transparency, gradients, and background images. This level of
flexibility allows for the creation of intricate drawings that enhance the
appearance of the document.
A gallery of clip art is available from Tools → Gallery. The gallery has a lot of
images that can be dragged and dropped into the document. When the image is
in the document, it can be manipulated like a drawing.
Figure 2-35 Clip art gallery
Chart creation can be initiated either from the toolbar or by clicking Create →
Chart. The source data for the chart must be specified in the area field of the
resulting dialog box. Alternatively, the source data (usually in a table) can be
highlighted before clicking on the chart toolbar icon or Create → Chart menu
option. Pre-selecting the source data automatically populates the area field.
Chapter 2. Using the editors
39
Figure 2-36 Creating a chart
Clicking Next presents a list of potential chart types. Select a chart type and click
Next to select the chart subtype and specify grid settings. Click Next again and
input the chart title, then click Create. The chart object will be inserted at the
current cursor location.
Figure 2-37 A bar chart of sample data
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IBM Workplace Client Technology Productivity Tools
To edit the chart object, double-click it. The context-sensitive toolbar changes to
display chart-specific icons.
Figure 2-38 Chart specific toolbar icons
The toolbar provides quick access to commonly changed chart options such as
chart type modification, chart axes display, chart title display, legend visibility, and
gridlines. The chart creation wizard can be run from the toolbar. In addition, icons
provide one-click access to switching the data in rows or columns. The toolbar
icons are just the beginning of chart-formatting options. Every aspect of the chart
from the title to the individual bars modified. Modification dialog boxes include:
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򐂰
򐂰
򐂰
򐂰
򐂰
򐂰
򐂰
Titles
Axes lines
Axes descriptions
Gridlines
Data sets
Grouped data
Data points
Data labels
Legends
Figure 2-39 Chart properties dialog box
Chapter 2. Using the editors
41
Each of these elements can be customized using options in the associated
dialog box to modify font, color, borders, fills, labeling, positioning, and so on.
Data points may also have statistical operations performed on them such as
averages, standard deviations, and percentages.
2.1.18 Contents, indexes, footnotes, endnotes, cross-references
A table of contents can be added easily using Create → Index and Table →
Indexes and Tables. This command results in the Insert Index/Table dialog box.
Figure 2-40 Creating a table of contents
First, give a title to the table of contents. The table of contents type is selected by
default. Next, select the scope of the table of contents and how many levels deep
to evaluate. Then click the button with the ellipses (…) to open the outline
numbering dialog box (Figure 2-41 on page 43).
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Figure 2-41 Outline formatting dialog box
Each level of the table of contents outline is tied to a particular style. By default,
the level 1 outline is tied to Heading 1, level 2 to Heading 2, and so forth. For
each level of the outline, you can specify the associated style as well as various
formatting characteristics such as numbering, drop caps, and leaders. When you
are finished, click OK.
Additional table of contents formatting can be performed on each tab of the Insert
Index/Table dialog box. The Entries tab allows for precise formatting of each
outline level entry. The Columns tab enables the user to specify the number of
columns, width, and spacing of the table of contents. The Background tab is for
rendering the table of contents in a particular color. Clicking OK creates the table
of contents at the cursor’s position (Figure 2-42 on page 44).
Chapter 2. Using the editors
43
Figure 2-42 A sample table of contents
As the document grows, the table can be updated by right-clicking anywhere on
the table and selecting Update Index/Table from the context-sensitive menu.
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Indexes are created in a similar fashion to tables of content. Click Create →
Index and Table → Indexes and Tables to open the Insert Index/Table dialog
box. In the field labeled Type, select an index type, such as Alphabetical Index.
The options change to reflect choices relevant to an index.
Figure 2-43 Index properties dialog box
Select the scope of the index, and choose suitable options from the list provided.
The Styles tab is used to specify the formatting of the index entries. The entries,
columns, and background tabs provide similar formatting options to those found
for table of contents. Clicking OK inserts the index at the location of the cursor.
At this point the index will be empty unless you have defined the terms as entries.
To define entries, highlight a word and click Create → Index and Table →
Entries. Click Insert in the dialog box to add that term as an entry in the index.
The index can be updated by right-clicking anywhere on the index and selecting
Update Index/Table from the context-sensitive menu.
Chapter 2. Using the editors
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Figure 2-44 Sample of an index
Users who are used to other full-featured word processors will find that the word
processing editor offers equivalent functionality and, often, a friendlier user
interface, such as when creating tables of content and indexes.
The word processing editor also supports cross-references through the
Create → Cross Reference menu command. The resulting dialog box enables
the creation of a reference entry and its insertion into a page.
Figure 2-45 Creating a cross-reference
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2.2 Spreadsheet editor
Create a new spreadsheet document by clicking New and selecting
Spreadsheet from the pull-down menu (Figure 2-46).
Figure 2-46 Creating a new spreadsheet
A new document can also be created by selecting File → New → Spreadsheet
Document. This opens a blank document in the central frame of the IBM
Workplace Client Technology Rich Client. Document metadata such as file name,
description, and file type is displayed in a small pane above the document. Click
the minus (-) button to minimize this pane for a larger editing surface.
Figure 2-47 Spreadsheet document metadata pane
The document may be maximized to occupy the entire screen by double-clicking
the tab with the document’s name. A newly created document is shown with a
randomly generated filename such as Spreadsheet202741.sxc. We recommend
changing the name of the document to an easily recognizable one immediately
so you can locate it later.
Chapter 2. Using the editors
47
The spreadsheet is consistent with the other editors in navigation and
customization. Use the F5 key to invoke the object navigator. Most object
navigator options can also be accessed from one of the special tool bars or
directly from the File or Edit menus.
2.2.1 Editing Microsoft Excel documents
Import Microsoft Excel files into the document library then open, edit, and save
the documents. The spreadsheet supports virtually all of the functions, formats,
and features of Excel with certain notable exceptions. VB Script execution is
disabled in this release to mitigate the potential threat of MS Office born Trojan
horse viruses. Access to external databases from within the spreadsheet has
been prohibited in favor of alternate methods for creating forms and reporting
solutions.
Creating a spreadsheet for consumption by Excel users is a two-step process.
First, the user creates and saves a spreadsheet in the native Workplace format.
The user then opens the spreadsheet and changes the file type metadata tag to
XLS (Figure 2-48).The pull-down menu for file type is an option only for existing
files and is not available at document creation.
Figure 2-48 Converting a spreadsheet to another document format
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IBM Workplace Client Technology Productivity Tools
2.2.2 Editing documents
The editor follows standard conventions for spreadsheets. The spreadsheet
dimensions are 256 columns by 32,000 rows by 256 sheets. Data can be entered
by typing and pressing Enter, cycling down a range with the arrow keys, or using
drag-and-drop to manipulate ranges of existing data. Enter data easily on a
non-contiguous range by holding down the Ctrl key and clicking the target cells in
sequence. Press Enter again to return the cell cursor to the first cell in the range.
Type entry data and enter to move the cell cursor through each selected range.
Undo mistakes using the standard key stroke ALT-BACKSPACE or Undo from the
menu. Set the number of undo steps in the properties panel of the document
editors via Tools → Document Editors and click the Memory Option tab.
Figure 2-49 Setting the number of undo steps
2.2.3 Data entry errors and deletes
The spreadsheet follows leading conventions in data entry with certain notable
improvements. A cell entry syntax error invokes a dialog box. The spreadsheet
offers the option to suppress the dialog box for future errors of this type.
The Delete key invokes a dialog box with choices for removing select types of
content over an entire range. The user can Delete All, Strings, Numbers, Date &
time, Formulas, Notes, Formats, and Objects. This enables the user to select an
entire sheet of data and delete only the text items in one command, for example.
Simple complete delete of all cell contents and formatting can be called by
pressing the Backspace key.
Chapter 2. Using the editors
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2.2.4 Data entry helpers
Improve data entry accuracy by using the selection list function. Press CTRL+D
to invoke a dialog box containing a sorted list of the unique values from the
column of the current cell (Figure 2-50).
Figure 2-50 Selection list pull-down dialog box
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Use automatic fill (Figure 2-51) to populate empty cells in a range with values
that compliment the current cell. Automatic fill copies formulas or completes a
sequence based on values stored in the spreadsheet. Automatic fill can complete
a series of months, strings that end in a numeral, and sequential numbers.
Figure 2-51 Automatic fill
Select a cell that contains a numeral, formula, or the name of a month. Drag the
lower-right corner of the current cell over the adjacent range. Note the hinting the
spreadsheet will reveal for each entry as the cursor is dragged. Select two
adjacent cells containing numbers to create an automatic fill based on the
difference between values. Select cells for which there is no known or custom
sequence to repeat that sequence across all selected cells.
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Custom fills can be created manually and stored for repeated use. Create a
columnar list of strings (text items). Highlight the list with the cell cursor so that
the range is black. Use Tools → Document Editor Options to open the
appropriate dialog box, and select Spreadsheet → Sort Lists from the left
navigation tree. With the specified range highlighted, click Copy (Figure 2-52).
(You can choose a range name as an alternative to highlighting.) Return to the
spreadsheet and enter a value from the list. Use the grab at the lower-right
corner of the cell to populate cells across or down.
Figure 2-52 Configuring sort settings
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Validity controls
Use the validity control to limit the types of data allowed in a given range. Select
Manipulate → Validity to open the Validity dialog box (Figure 2-53). Specify a
criterion for the designated range.
Figure 2-53 Checking the validity of data
Choices to limit data entered in the range are: Whole Numbers, Decimals, Date,
Time, Text, and Text Length. Specify the title, input help, and whether help is
shown when the cursor is placed within the validation area. Choose the desired
action when data is entered into the designated cell. Stop prevents the user from
entering data that does not meet the validation criteria. Alert opens a dialog box
that describes the message specified in the alert box option. Information opens
a dialog box in much the same way as Alert.
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2.2.5 Previewing and printing data
Page Setup, Preview, and Print follow the standard conventions of the Workplace
and leading productivity applications. Two spreadsheet-specific options for
printing are suppression and sheet selection. The user may choose to suppress
output of empty sheets or to print only selected sheets.
Choose File → Page Setup to invoke the Page Setup Dialog Box. The first tab
contains a convenient description of all current page setup choices. Page setup
has tabs for designating styles and options for the page, border, background,
header, footer, and sheet specified in the print range. The sheet tab includes Fit
range to number of sheets.
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2.2.6 Functions and formulas
The spreadsheet has a variety of functions that you access through the function
browser. Click the pullout in the upper-right corner of the spreadsheet area.
Figure 2-54 Using the function browser
Widen the window below the function list to see use descriptions. Typing the
equal sign and then the first letters of a function invokes code hinting. The
spreadsheet attempts to guess the function and displays the necessary
parameters. Custom functions can be uploaded into the spreadsheet via the
Eclipse framework. Visit OpenOffice.org to access articles and communities
related to functions and formulas.
Chapter 2. Using the editors
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2.2.7 Managing styles and formatting
Transform a simple spreadsheet into a presentation using styles and formatting.
Select a cell and right-click or choose Layout → Cells from the menu.
Manipulate styles via the nine tabs in the Properties of Cells dialog box. Style
tabs include Font, Font Effects, Cell Shadow, Border, Number Format, Cell Size,
Cell Alignment, Multi-Language Font, and Background.
Figure 2-55 Cell formatting dialog box
Users can name and save format options in a library for reuse. The cell style
dialog box can be invoked using the F11 key. Use one of the five standard styles
for cells within a blank standard template file. In addition to Default, Heading,
Heading1, Result, and Result2, any styles applied to a cell can be named and
stored in the Cell Styles library.
Figure 2-56 Cell Styles library
Highlight the cell with the styles to be stored. Five icons are located at the top of
the Cell Styles box: The first two icons on the left side toggle between styles
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saved for cells and styles saved for sheets, and the three icons located on the
right are the paint bucket icon, new style save, and update style. The paint bucket
icon sets all selected cells to the highlighted style. This enables the user to
format many different cells and ranges with the same style name selected. The
new style icon enables the user to create a style name based on the properties of
the first cell in the currently selected range. The update style icon allows
properties of the current selected cell to overwrite those in a given style name.
Thus, in an example where 23 different cells are assigned the style name
BOLDTOTAL, the user could select a cell that has both bold and a blue
background, and all cells of that style name would automatically inherit those
properties. This dramatically saves time when formatting a spreadsheet.
Invoke the Cell Styles dialog box by pressing F11 and choose the second icon.
Hovering the cursor over the icon opens a code hint labeled Page Style.
Figure 2-57 Page Style dialog box
Invoke the Page Style dialog (Figure 2-57) by highlighting one of the two
standard page styles, default or report, and choosing Modify from the right-click
menu. The Page Style dialog has tabs for Organizer, Page, Borders, Background,
Header, Footer, and Sheet. Organizer displays a text description of all combined
settings for that page style. The Page Style dialog is synonymous with Page
Setup in printing, with one notable exception: From the navigator (F11) a
right-click can create new page styles and set them to the current document.
Chapter 2. Using the editors
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2.2.8 Charting and mapping your data
Convey the significance of your numbers by displaying them as a chart or map.
Use Create Chart to build a graph of selected values in a range.
Figure 2-58 Selecting a chart type
Right-click the chart and modify the styles, formats, and background.
Figure 2-59 Modifying chart formatting
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2.2.9 Database manipulation
Use Data filter to manage and analyze a database within the spreadsheet. Follow
these rules for creating spreadsheet databases: The first row of the table has a
column heading describing the data in each adjacent row. Each row represents
one record where each column in that record contains one field with a data point.
Figure 2-60 Creating a spreadsheet database
Create an example table in the spreadsheet with three columns (Figure 2-61 on
page 60). The first column, titled Sales Rep, heads the column of values
containing the names of each of the sales representatives. The second column,
Month, heads the column of values containing the names of various months in no
particular order. (There should only be one month in each field.) The last column,
Dollars, heads the column of values containing the amounts for each record
assigned a Sales Rep and a Month.
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Figure 2-61 Applying a filter to the data
Apply the instant filter by highlighting the entire database range. Use
Manipulate → Filter → Instant Filter from the menu. Pull-down menus
containing unique values for each column will appear at all headings. These
menus enable the user to choose instant criteria. That criteria limits the records
shown. An example is choosing the name of a sales representative to get the
records that pertain only to that person.
The choices on the menu are All, Standard, Top Ten, and Unique Values in the
column. The All choice shows all records. It is used to reset the criteria for that
column. The Standard menu item invokes a dialog box with the criteria rules
arranged to create multiple rules to limit the display of the data. Used primarily for
values, Top Ten limits the display to the 10 largest values in that field heading’s
column. The remaining choices represent each of the unique values for that
column.
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2.2.10 Outlines
Apply an outline control to the spreadsheet with the Associate command. The
outline enables the user to collapse and expand sections of the spreadsheet to
simplify review.
Figure 2-62 Using outlines to gain a better view of the data
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2.2.11 Cross-tabulation with Data Pilot
Use the Data Pilot to create a cross-tab range. Highlight a well-formed
spreadsheet database and choose Manipulate → Data Pilot → Start. The data
pilot dialog box displays the available data columns as buttons. Click each button
to set the data type, then touch the corresponding letter for each area of the
cross-tab.
Figure 2-63 The DataPilot dialog box
Choose at least one data element for each of the three minimum dimensions
required for a well-formed cross tab. Click More and specify a range located
away from the database. Click OK to create the cross-tab (Figure 2-64 on
page 63).
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Figure 2-64 A cross-tabulated view of the data
Use the filter button to specify criteria for limiting the display of the data in the
cross-tab.
2.3 Presentation Editor
There are two ways to create a new presentation document:
1. Navigate to a document library and click New, then select Presentation.
2. Navigate to a document library and select File → New → Presentation.
Both actions create a new, single-page presentation document in the main frame
window. Document metadata such as file name, description, and file type is
displayed in a small pane above the document. This pane can be minimized to
obtain a larger editing surface by clicking the minus button.
Chapter 2. Using the editors
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The document may also be maximized to occupy the entire screen by
double-clicking the tab with the document’s name.
A newly created document will be shown with a randomly generated filename
such as Presentation992591.sxi. We recommend changing the name to an
recognizable one immediately so it can be located more easily later.
2.3.1 Working with Microsoft PowerPoint presentations
PowerPoint presentations can be imported into the document library using the
Import button. Imported documents may be viewed in their native formats;
however, they must be converted to the internal format in order to be edited. In
our informal tests, PowerPoint presentations maintained their fidelity except for
minor object positioning glitches in certain heavily populated pages.
Completed presentations can be saved in an internal format or in Microsoft
PowerPoint (.ppt) format. The file format is selected in the File Type field in the
metadata pane (Figure 2-65). Presentations may also be exported as Adobe
Portable Document Format (.pdf) files.
Figure 2-65 Saving a presentation in Microsoft PowerPoint format
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2.3.2 Navigation
Views
The presentation editor provides five views of a deck of slides:
1.
2.
3.
4.
5.
Drawing view
Outline view
Page view
Notes view
Slide show
Switching between views is accomplished by clicking on the associated icon in
the lower-right of the screen.
Figure 2-66 Switching between views using the icons
In Outline view, you can organize your thoughts in a hierarchical manner. Most
users spend the majority of their time in Drawing view laying out the text and
graphics that make up the page. Use Page view to rearrange the sequence of
pages in your presentation. In preparation for your presentation, speaker notes
for each page are added using Notes view. Slide Show view is used to rehearse
and present the finished presentation.
Moving between slide pages is done differently depending on the current view. In
Drawing view, click the page tab to go that page. In Page view, double-clicking
the page switches to Drawing view with that particular page in focus.
Toolbars
The the presentation editor has two layers of toolbars. The topmost layer, the
default toolbar, contains drawing, editing, and positioning controls. It does not
change as you navigate from element to element. The lower toolbar is the
context-sensitive toolbar. It changes based on the element you have selected.
Figure 2-67 Presentation editor toolbars
Chapter 2. Using the editors
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2.3.3 Slide management
Inserting, deleting, and repositioning slides
The presentation editor displays pages as a row of tabs at the bottom of the
screen. Selecting Create → Page opens a dialog of available page templates.
Figure 2-68 Creating a page
The templates define the layout of elements on a page. The presentation editor
ships with several predefined page templates. Select a page template and click
OK, and a page with the selected layout is appended to the end of the
presentation deck. Pages can also be inserted using Insert Page on the page
context-sensitive menu (accessible by right-clicking a page tab), or using the
keyboard shortcut Ctrl+M. A page is deleted using either the Edit → Delete
Page menu command or Delete Page in the context-sensitive menu. An existing
page can be copied using the Create → Duplicate Page menu command. Yet
another method of inserting and duplicating pages is the shortcut icons on the
toolbar.
In the Drawing view, the pages are reshuffled by dragging and dropping a page
to the target destination. Drag-and-drop is also used in Page View, except that
the page itself, and not the tab, is clicked on and dragged to the new location. By
default the pages are named Page 1, Page 2, and so on, but the pages can be
renamed to simplify identification.
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Slide masters
Slide masters control the overall look and feel of a presentation. Master pages
contain background images, headers, footers, and any elements that you want to
appear on every page. There are four slide masters per presentation:
򐂰
򐂰
򐂰
򐂰
Drawing
Title
Handout
Notes
Typically, a corporation will provide a template that contains slide masters that
reflect the company’s branding and visual appearance. Users may also switch to
slide master view (View → Masters) and edit the masters themselves.
Figure 2-69 Editing a slide master
In Figure 2-69, we have edited the drawing page slide master to include a custom
header graphic with header text, a custom footer graphic with page numbering,
and customized font and bullet formatting in the main body. Editing a slide master
is no different from working on an ordinary slide page: Insert the elements and
change the formatting of the slide master until you are satisfied. A preview
window shows the finished product. To switch back to normal slide editing mode,
select View → Page.
Chapter 2. Using the editors
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Entering text
Text is input directly onto the page in editable regions. A blank page does not
have any text regions, but most page templates include at least the title region
and the body region with a bulleted list. Clicking in the text region positions the
cursor for text entry. The typical cut/copy/paste clipboard operations are available
in text regions, and mistakes may be rolled back using Edit → Undo.
As with the word processing editor, the presentation editor includes automatic
corrections and word completion. These features are grouped under the menu
item: Tools → Instant Corrections and Formatting. (For information, see
2.1.14, “Spelling and proofreading” on page 29.)
2.3.4 Formatting
Text formatting
Text in editable regions has to be selected and highlighted before it can be
formatted using any of these methods:
򐂰 Toolbar icons and pull-down lists
򐂰 Layout → Character menu command
򐂰 Right-clicking in the text and selecting Character from the context menu
The toolbar provides shortcuts to changing common properties such as the font
face, font size, bold, italics, and color. The Text properties dialog enables more
in-depth manipulation of the text properties including alignment, positioning,
scaling, kerning, and indentation. This property dialog is identical to one found in
the word processing editor. (See “Text formatting” on page 26.)
Figure 2-70 Text formatting dialog box
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Most of the text on a slide is in the form of bulleted or numbered lists. A shortcut
icon on the toolbar toggles bullets on or off for the highlighted text. These lists
can also be formatted via a dialog box (Figure 2-70 on page 68) accessed
through Layout → Numbering/Bullets.
Figure 2-71 Bullet formatting dialog box
The options within the dialog enable you to change the shape, size, position, and
color of the bullet. Instead of bullets, lists may be formatted with sequential
numbers. In the Numbering/Bullets dialog, select a numbering format.
Chapter 2. Using the editors
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Styles
Styles can be applied to text in editable regions in a manner similar to the word
processing editor. (See 2.1.16, “Working with styles” on page 33.) Highlight the
text or place the cursor in the paragraph and select the desired style. Styles are
applied using the stylelist (Layout → Stylelist). Clicking on a named style
applies its formatting on the selected text.
Figure 2-72 Stylelist floating toolbox
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Styles are created or modified using the Style Catalog, which is accessed via
Layout → Style Catalog. The modify button in the Style Catalog dialog box
opens a multi-tabbed dialog box (Figure 2-73) for defining the style’s parameters.
Figure 2-73 Modifying style formatting properties
2.3.5 Graphics and objects
Pages filled with massive amounts of bulleted text lists in a tiny font are an
audience turn-off. Besides restricting the amount of text on a page, the addition
of a graphical element helps to break the monotony and maintain interest.
Obviously the graphic should be relevant to the topic at hand and should serve to
clarify or illustrate the points being made in the text lists.
Images
Many of the page template layouts provide placeholders for images or drawing
objects. On these pages, the placeholder instructs you to double-click inside the
region to add graphics to open an Insert Graphics dialog box. In this dialog,
select an image file from the file system or from the built-in clip art gallery.
Figure 2-74 on page 72 shows a list of images from the clip art gallery. You can
also open the gallery by selecting Tools → Gallery.
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Figure 2-74 Inserting a graphic image
A preview window shows a thumbnail of the image. Click OK to insert the image
into the region.
Images may also be inserted in an ad hoc fashion on the page. Selecting
Create → Graphics opens the Insert Graphics dialog box described above. Click
OK to insert the image in the middle of the page where it can be repositioned to a
suitable location.
When an image is selected, the context-sensitive toolbar changes to display
options that are relevant to image editing.
Figure 2-75 Graphic manipulation toolbar
The icons and pull-down list provide the ability to adjust RGB values, brightness,
contrast, gamma correction, and transparency.
Images that are copied from Web pages may be inserted into the page using
Edit → Paste or pressing Ctrl+V on the keyboard.
Drawing and formatting objects
In addition to existing images, freehand vector drawing objects are supported.
Creating a drawing is as simple as selecting the shape or object icon on the
default toolbar and clicking on the page to designate the start and end points.
Figure 2-76 Drawing toolbar
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Many concepts are conveyed using boxes, arrows, and text. The rectangle
drawing tool is used to draw boxes. After selecting the tool, the first click on the
page defines the starting apex, and the second click defines the diagonally
opposite apex. The resulting box can be formatted with colors, borders, and fills
using the shortcuts in the context-sensitive toolbar or by selecting Layout →
Area. For precise positioning and sizing, use the Layout → Properties →
Shape Properties dialog box, which also controls rotation characteristics. All of
these dialog boxes are also available via the context-sensitive menus accessed
using the right mouse button.
You can give your presentations some visual panache by using 3-D objects,
which are drawn using the drawing toolbar. You should avoid using 3-D objects
when space is at a premium because they take up more room than 2-D objects.
Drawing and formatting lines and connectors
Associations between boxes are depicted with either arrows or connectors. Both
of these elements are accessed via their respective tool icons on the drawing
toolbar. The mechanics of drawing a line is somewhat similar to drawing a box:
Click and drag from the start point to the end point. Connector lines join objects
using anchor points. The connectors maintain the lines and realign themselves
even when the objects are moved. Line width, line style, line colors, and arrow
heads are chosen by using the pull-down list in the context-sensitive toolbar.
Figure 2-77 Line/Connector properties toolbar
As with objects, precise control over the line properties is performed using the
Line dialog box, which is accessed from the right-click context menu.
Chapter 2. Using the editors
73
2.3.6 Charting
Because presentations are often used to report on performance or to depict
numerical data, charting support is crucial. Charts are created using Create →
Chart → Chart. The sample chart that appears when this command is issued is
merely a placeholder. Right-click on the chart and select Chart Data to display a
pop-up window in spreadsheet format.
Figure 2-78 Entering chart data
Input your data, then select the type of chart that best represents the information
by right-clicking on the chart and selecting Chart Type to open the window in
Figure 2-79 on page 75. Some chart types contain subvariants that must be
specified. If you are trying to compare two or more data points, a bar chart is
preferable. Percentages are best portrayed in pie charts or stacked bar charts.
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Figure 2-79 Chart Type selection dialog box
The title, axes, legend, data labels, and gridline settings are set under the
Create → Layout submenu. Control over individual elements of the chart is
exercised by double-clicking on the element to open the associated formatting
dialog box. For example, to change the color of a particular data series, you
would double-click on that data series bar and change the color in the Area tab of
the resulting dialog box. It is good practice to have a title, and to label the X and Y
axes. Units of measure should be clearly stated in the axis labels. Legends
should be used if there are a large number of data elements.
The chart component provides extensive formatting features and enables the
creation of compelling and attractive charts. It should be noted that spreadsheets
may also be embedded into the page using Create → Spreadsheet.
2.3.7 Creating slide shows
When all of the pages are created, tie them together into a slide show. All slide
show commands are grouped into the Presentation menu. You can rehearse your
slide show for timeing. The slide show can be initiated either from the menu or by
changing to the Screen Show view using the view icon. Page transitions are
controlled using Presentation → Page Transition. In the dialog box
Chapter 2. Using the editors
75
(Figure 2-80), choose from a variety of transition effects. Try not to overuse
transitions because they detract from the message of the presentation. If you
decide to use transitions, pick one and use it throughout your slide show.
Figure 2-80 Page Transitions dialog box
Objects on the page can be animated to show movement. You can also attach an
interaction with an object so that it reacts when it is clicked (Figure 2-81). As with
transitions, moderation is key. The goal of your presentation is to convey the
message, so use only enough to bring your message across.
Figure 2-81 Adding behaviors to objects using the interaction dialog box
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2.3.8 Printing
To access printer options (Figure 2-82), select File → Print → Options.
Figure 2-82 Print Options dialog box
In this dialog box, choose whether to print just the slides or to include notes,
handouts, or the outline. Printouts may also be optimized for black & white,
grayscale, or color output devices.
2.4 Additional resources
Additional information and details about IBM Workplace Client Technology can
be found in several places:
򐂰 For IBM Workplace Client Technology, Rich Client Edition installation and
provisioning instructions refer to the IBM Lotus Workplace Infocenter at:
http://workplaceid.notesdev.ibm.com/lwp20_infocenter/index.html
򐂰 For white papers and high-level guides, visit IBM Workplace Client
Technology, Rich Edition, at:
http://www.ibm.com/lotus/workplaceclienttechnology
or IBM Workplace Client Technology, Micro Edition, at:
http://www.ibm.com/software/wireless/wme/wctme.html
򐂰 Developers who want to start coding can visit the Eclipse Web site:
http://www.eclipse.org
Chapter 2. Using the editors
77
򐂰 Developers will also find useful information at the developerWorks® Web site:
http://www.ibm.com/developerworks
򐂰 Search the Lotus domain on the IBM Redbooks Web site for the latest
Redbooks and Redpapers about this topic:
http://publib-b.boulder.ibm.com/redbooks.nsf/portals/Lotus
78
IBM Workplace Client Technology Productivity Tools
Back cover
IBM Workplace
Client Technology
Productivity Tools
for IBM Lotus Workplace Documents 2.0.1
Introduction to
spreadsheet, word
processing, and
presentation editors
Detailed features
and functionality
Step-by-step
instructions
IBM Workplace Client Technology is the foundation for
building the next-generation, rich-desktop experience for
enterprises and small to medium-sized businesses. This
framework is built primarily on open standards and provides
the combined benefits to customers who require both a rich
user experience and the manageability of a browser-based
solution. Reaching from desktop to mobile devices, IBM
Workplace Client Technology is the flexible, manageable, and
extensible client with security features for businesses
requiring true on demand capabilities.
IBM Workplace Client Technology is available in both a full
desktop rich client edition and a pervasive device-focused
micro edition. This Redpaper provides a functional description
of the productivity tools that are found in IBM Workplace Client
Technology Rich Edition. It is written for a non-technical
end-user audience to help in understanding the benefits and
features of the word processing, spreadsheet, and
presentation editors.
®
Redpaper
INTERNATIONAL
TECHNICAL
SUPPORT
ORGANIZATION
BUILDING TECHNICAL
INFORMATION BASED ON
PRACTICAL EXPERIENCE
IBM Redbooks are developed by
the IBM International Technical
Support Organization. Experts
from IBM, Customers and
Partners from around the world
create timely technical
information based on realistic
scenarios. Specific
recommendations are provided
to help you implement IT
solutions more effectively in
your environment.
For more information:
ibm.com/redbooks
REDP-3947-00