OOo Off the Wall: Fielding Questions, Part 1 - The Basics

Many OpenOffice.org users have a love-hate relationship with fields. On the
one hand, they hardly can avoid using them. Items such as page numbers and
bullet lists use fields automatically to eliminate corruption while
editing. On the other hand, fields can be difficult to grasp. More than
one new user has been alarmed by the gray backgrounds used by default to display
fields in Writer and needed to be reassured that the
backgrounds don't print. More experienced users may be nervous
because fields are associated with difficult concepts, such as conditions,
data sources and mail merges. And this nervousness is not reduced by the
help system, which often fails to explain these concepts at a beginner's
level.

In fact, even the Fields window itself can be puzzling. For example, although
you obviously can add the fields on the Database tab to a document, why and when
would you want to do so? Furthermore, the arrangement of fields on the
tabs of the Fields window is not as logical or as consistent as it could be.

This article is the first of a series that aims to demystify fields so
that you use them to enhance your work. In this article, we start with the
basics of fields, explaining how to use them and the simplest versions
of them, user fields and document information.
What Are Fields?
Fields are containers for information that is updated automatically. To put
it another way, fields hold variables. By placing information in
fields, you isolate it from other text and protect it from basic
editing, although not from deletion or copying.

The tasks you can do with fields vary. Basically, though, they fall into
one of several categories:

• Adding information from another source, such as
  document statistics, user data or cross-references. In Windows
  versions of Writer, this category also includes DDE links,
  which Linux doesn't support.
• Keeping a running total of something, such as
  page or caption numbers.
• Selecting which of two or more pieces of information is added, as
  in an input list or conditional text, or whether information
  should be revealed or concealed, as with hidden text and
  paragraphs.
• Creating multiple copies of documents that differ
  in only a few places, such as in mail merges.
• Performing a mathematical or statistical calculation and
  displaying the result. In this case, table cells can serve the
  same function as fields.

Adding Fields
Fields are used automatically for such things as page, list and caption
numbers or for tables of contents, indexes and bibliographies. Other
fields are added manually by selecting Insert > Fields. Some of the
most commonly used fields, such as page numbers, are listed in the submenu
so that you can add them quickly. Many more fields are available by selecting
Other from the submenu and opening the Fields screen. In the Fields screen,
you can configure fields before adding them to your document by selecting
the Insert button. Fields are added at the current position of the mouse cursor.

Insert > Fields > Other displays fields in six tabs, as shown in the
table below.
TabContentsDocumentFields from information in File > Properties or from the file itself.
These fields are some of the most commonly used ones.ReferencesFields for setting up and inserting cross-references and book marks.
These fields are very specific in their functions. If you are doing
academic or technical work, you will become familiar with them. You
also can access them through Insert > References or Insert >
Bookmarks.FunctionFields for setting up multiple input entries or for a specific function, such as
running a macro. These fields are intermediate to advanced in
complexity.DocInformationFiles from information in File > Properties, including four blank,
user-defined fields. These fields are some of the most commonly used
ones.VariablesFields that contain variable information, such as page numbers and
captions. Includes fields in which you can re-define an existing
variable and define your own fields. Some of these fields are commonly
used ones. About half are for advanced users.Database
Fields to use when setting up a source document for a mail merge. You
need to have at least one data source set up before you can use them.
Several have no visible effect, even when they are used the way they are supposed
to be, because they are markers that indicate how other fields are
used.
By default, fields are displayed with gray backgrounds. This background
does not print. It can be changed in Tools > Options >
OpenOffice.org >
Appearance > Custom Colors > Field Shading. You also can turn off the
shading by de-selecting View > Field Shadings. However, if all you need
is a quick view of how a page is going to print, use File > Page Preview
instead. The gray background makes fields easier to find if you need to
edit them.

You also can display the type of content in each field instead of the
actual contents by selecting View > Fields. When this option is
selected, the page number field displays Page Numbers. That's also what
will be printed. For some reason, new users seem prone to turning on
this selection, possibly because it sounds vaguely desirable.
Fortunately, it can be turned off as easily as it can be turned on.

Update options for fields are set in Tools > Options > Text
Document > General. If you want to update a field immediately,
select Tools > Update > Fields or Update All.

To edit a field, click on it twice to open the Fields screen. Blank
fields or fields such as the Next Record field for mail merges that
serve as markers are so small that they may be hard to select. If you do
have trouble selecting a field, use View > Zoom to get a larger view. A
few field types, such as hidden text or hidden paragraph, have arrow
buttons that let you jump to the previous or next field of the same type.
Adding User Data
One of the simplest uses of fields is to add user data. Names,
addresses, phone, fax and e-mail addresses all are listed under user
data. Those who are patient may have added this information during the
installation of OpenOffice.org. The rest of us can add it later or
update it using Tools > Options > OpenOffice.org > User Data.

To add personal information to a document:

1. Place the mouse cursor where you want the user
   data to appear.
2. Select Insert > Fields > Other >
   Document > Type > Sender.
3. Choose the user data field from the list in the
   Select field.
4. If you want to add only the current entry for
   your selection and never have it updated, then select the
   Fixed content box.Otherwise, if you change the user data, the field is updated
   the next time you select Tools > Refresh > Fields or the
   next time you open the document.

Adding Document Information
Document information is collected automatically in Writer. It includes
information about the file name and date and statistics about the number
of words in the document. Document information can be added from two
tabs in Insert > Fields > Other, the Document tab and the DocInformation
tab. These tabs are so similar that they easily could be combined.
Rather untidily, both contain mixtures of information from:

• The current document format.
• Tools > Options > OpenOffice.org > User
  Data.
• File > Properties.

The following table lists the location of different types of document
information and the source of the information.
Field (Insert > Fields > Other)Information SourceOptions / CommentsDocument > AuthorTools > Options > OpenOffice.org > User Data > First /Last Name/
InitialsName and Initials; this is the same option available from Insert
> Fields.Document > ChapterFrom the selected level of paragraph style in Tools > Outline
Numbering, Heading 1 by default. If the top level is not numbered, then a blank field is
entered.Select the level of heading to use in the Layer field.Document > DateThe current date on the computer.Date (fixed): The current date is inserted. Opening the document on
another day does not change the date. Date: The date is changed to whatever
day that the document is opened. Use the Offset in days field to insert a
date in the future. This is the same option available from Insert >
Fields.Document > File nameFile > Properties > GeneralSelect the Fixed Content box to insert the current file name and/or
path. Any changes will not update the field, including saving the file
in another location.Document > PageCurrent documentPage numbers: adds the current page, whether the page is numbered or not.
Previous page: adds the previous page number. Next page: adds the next
page. Use the Offset field to renumber. The page corresponding to the number
in the offset actually must exist. This is the same option available
from Insert > Fields.Document > SenderTools > Options > OpenOffice.org > User Data > First /Last Name/
InitialsAll User Data fields are available for use.Document > StatisticsFile > Properties > StatisticsAll statistics are available for use. The Pages statistic is
the same as Insert > Fields > Page Count. The Words statistic
probably is the most used statistic. To see your progress in a document, insert the
field and then add the current count beside it in text so you can see how
it changes. Word count for a section is not supported in the current version of
Writer. However, you can download a macro for the task from
www.darwinwars.com/lunatic/bugs/oo_macros.html.Document > TemplatesFile > Properties > GeneralThe template on which the current document is based. If the default
template is used or if the link between the document and the template
has been broken, this field is blank.Document > TimeCurrent time on the computerTime (fixed): the current time is inserted. Opening the document
at another time does not change the time listed. Time: the time is changed to
whatever the current time is when the document is opened. Use the Offset in minutes
field to insert a time in the future. This is the same option available
from Insert > Fields.DocInformation > CommentsFile > Properties > Description > CommentsNotes that you might have added to a document.DocInformation > CreatedFile > Properties > General > CreatedAuthor, Time, DateDocInformation > Editing TimeFile > Properties > General > Editing TimeThe amount of time that the document has been open for
editing.DocInformation > InfoFile > Properties > User DefinedUser-defined fields.DocInformation > KeywordsFile > Properties > Description > KeywordsThe keywords listed for an on-line document. Key words appear as
meta-tags in the HTML.DocInformation > Last PrintedFile > Properties > General > Last Printed DocInformation > ModifiedFile > Properties > General > Subject DocInformation > SubjectFile > Properties > Description > Title DocInformation > TitleFile > Properties > Description > Title Conclusion
User data and document information are the most straightforward uses of fields,
but even they have practical uses. Often, they are used to set up
headers and footers in page styles. The page number and Document >
Statistics > Pages are especially useful for this purpose. Other fields,
such as DocInformation > Modified > Date or Document >
Statistics > Words can be added for use while a document is drafted
and then deleted before printing.

Within the body of a document, fields especially are useful in
templates. A letter template, for example, can use user data to set up
the return address for multiple users. Similarly, a teacher could set up
a standard template for assignments that automatically adds each
student's name as a by-line below the title.

No matter how you use them, fields can automate your work. As with styles
and templates, fields reduce effort and make updating easier. With a
little bit of organization, even the simplest of fields can offer these
conveniences.
Resources
"OOo
Off-the-Wall: Bullet Proof Templates"
"OOo Off the Wall:
Macros, Add-ons and Others"
"Eleven Tips for
Moving to OpenOffice.org"