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Publishing User Guide Chapters

A checklist for publishing chapters of the user guides

When you have decided that a chapter is ready for publishing, do the following:

  1. Make a final pass to check page breaks and make any necessary changes. (Use the keep-with-next attribute, not manual page breaks, and/or change the sequence of text and figures.)
  2. Verify that the first item in the first numbered list in the chapter is explicitly set to start at 1 (this is to make sure the chapter works properly when it is a subdocument in a master document for a compiled book). To do this:
    1. Right-click on the first list paragraph and choose Paragraph.
    2. Go to the Outline & Numbering tab. In the Numbering section, select the checkbox for Restart at this paragraph and select the checkbox for Start with, making sure the number is 1.
    3. Click OK to save the change.
  3. Update the ToC. Make sure there is no (alphabetic) index at the end of the chapter.
  4. On the copyright page, insert the current date and the software version. Verify that the correct email address for feedback, and the correct URL for published chapters (in the footer), are shown.
  5. Save the ODT file with the correct file name, using the naming convention for published chapters (see below).
  6. Export the file to PDF, using these settings:
    • On the General tab, select JPEG compression, Export bookmarks, and Embed standard fonts.
    • On the Initial View tab, select Page only, Default magnification, and Default page layout.
    • On the User Interface tab, select Display document title (under Window options) and All bookmark levels. Leave all the other options unselected.
    • On the Links tab, select Default mode under Cross-document links and leave other options unselected.
    • On the Security tab, make sure that NO passwords are set.
  7. Upload both files (ODT and PDF) to the Published Chapters folder for the relevant book, overwriting any files of the same names that are already there, and change their state to "externally visible".
  8. Tell the Authors list that you have published the chapter.
  9. Log in to the wiki and replace the chapter files (ODT and PDF). To do this:
    1. Use an address similar to to get to the File History wiki page for the chapter.
    2. Choose Upload a new version of this file.
    3. On the Upload File page, browse for the chapter file, type something in the File Changes box (usually "corrected typos" or "updated for version x.x" or similar is sufficient). Select the Ignore any warnings checkbox and click the Upload file button.
  10. Go to the User Guides page. Edit that page to show the publication date and file size for the revised chapter.

Naming convention for published chapters

To ensure that chapters and books are listed correctly on the Documentation Project's website, file names take the following form:
AABBCC33-Name, where
AA=book number, BB=chapter number, CC=book initials, 33=OOoVersion 3.3, Name=Chapter name.

Book number and initials:
01 = GS = Getting Started
02 = WG = Writer Guide
03 = CG = Calc Guide
04 = DG = Draw Guide
05 = IG = Impress Guide
06 = MG = Migration Guide (not used in OOo 3.x)
07 = BG = Database Guide
08 = MG = Math Guide

The chapter or book name is given in full; each word begins with a capital letter and there are no spaces between words.

For example, the third chapter of the Writer Guide, Working with Text, has the following file name:

Note: The "chapter number" for a full book is 00. Thus the file name for the Getting Started book is

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