Address Book - tutorial

Table of Contents

Center Titles

Add The Addresses Of Three People
Create A Second Page
Save The Address Book

This tutorial explains how to use a spreadsheet as an Address Book.. Before starting this tutorial, please download the Address Book which is the result of doing this tutorial. Seeing the Address Book can save time in learning and doing this tutorial.

To download the Address Book, go to our website www.tutorialsforopenoffice.org Under “Our Tutorial Offerings” click on Writer. On the “Writer (word processing) Tutorials” page, scroll down to Chapter 6. At Lesson 7, click on the here link (on the word “here” that is blue and underlined). Select Open with then click OK (The Address Book appears on your screen. (Click File > Save As.) In the 'Save in:” pull-down menu box, select My Documents. Click the Save button.

Open A New Spreadsheet

IF in a OpenOffice 2.1 document, Click File > New > Spreadsheet. (A new spreadsheet appears on the screen that is namedUntitled1 - OpenOffice.org Calc)

IF not in a OpenOffice document, click

> All Programs > OpenOffice.org 2.1 > OpenOffice.org Calc. (The name of the fileUntitled1 - OpenOffice.org Calcappears on the screen)

Change The Column Width

This tutorial suggests specific titles. You can change column titles, add or delete columns, and change column widths whenever you need to do so.

Right-click on the A that is at the top of the first column. (A menu appears)

Click Column Width... (The “Column Width” window appears.)

In the Width dialog box, use the Double Triangle to select 1.19”. Click OK.

Select both columns B and C. To do this, click on the B at the top of the second column andholding down the button on your mouse, then move the pointer over to column C. (Both columns become highlighted) Release the click. Right-click on heading B or heading C to see a menu.

Click Column Width... (The “Column Width” window appears)

In the Width dialog box, use the Double Triangle to select 1.49”. Click OK.

Change the width of columns D and E to 0.99”.

Change the width of column F to 0.59”.

Add Titles To The Columns

This tutorial suggests specific titles. At any time in the future, you can change column titles, add or delete columns, and change column widths.

In cell A1 then type First Name.

In cells B1 through F1 enter the following titles: Last Name - Street - City - State - Zip Code.

Center Titles

Select all the names by starting at cell A1 (The “First Name” column) and drag your mouse over all the names ending at cell F1 (The “Zip” column).

Click on the Centered icon found on the Formatting Toolbar. (The titles of the columns are centered.)

Add The Addresses Of Three People

The names and addresses used in this tutorial are presented as examples.

Click cell A2, then type the first name,William. Click cell B2. (The cursor moves to cell B2.) Type the last name, Jones. Click cell C2. (The cursor moves to C2.) Type the name of a street, 1 Main Street. Add New York to cells D2.and E2. Add 12345 to cell F2

In row 3 enter Sam, Smith, 2 First Avenue, Chicago, Illinois, 54321 and in row 4 enter Ann, Baker, 3 East Drive, Denver, Colorado, 98765.

Create A Second Page

Click File > Page Preview. (A picture of the page appears on the screen.)

Click the Close Preview button. (Your address book appears back on the screen.)

There is a dark vertical line going down the page between columns G and H. That line is the edge of the printed page. There is a dark horizontal line that cannot be seen because the line is on a row below what appears on the screen.

Select cells A1 through F1. (To do this, click in A1 then drag to cell F1.)

Right-click in any one of the selected cells, then click Copy. (The titles of the columns are copied to the clipboard.)

Scroll down until you see the dark horizontal line.

Click on the cell in column A that is on the row just below the dark horizontal line. Right-click then click Paste. (The titles of the columns are copied to the 1^st row of the 2^nd page.)

On the 2^nd row, type the following in the appropriate columns: Betty, Doe, 4 West Lane, Austin, Texas, 55555.

Save The Address Book

Click File > Save As. In the Save in: box, select My Documents.

In the File name: box, type Address Book - spreadsheet.

In the Save as type: box, select OpenDocument Spreadsheet (.ods).

Click the Save button.

NOTE

Edited by Sue Barron

Address_Book_Tutorial 03/21/07