Introduction to OpenOffice Impress Part 3: Printing, Exiting, and Advanced Features


In this tutorial sheet you will learn how to:

  1. Print an individual slide
  2. Print an entire presentation in Outline Format
  3. Print speaker's notes
  4. Print Handouts
  5. Insert a Slide
  6. Add Narration
  7. Exit OpenOffice Impress

This tutorial was created by Carlton Matteo, Adjunct Faculty instructor of the Educational Technology Certificate Program.

Software Needed

OpenOffice Impress. Please note that the screenshots are from a Windows machine, however, the same steps would apply to a Mac platform.

Prerequisite Knowledge and Skills

Before completing this tutorial please make sure that you have completed the mouse, desktop, file management, and OpenOffice Writer tutorials. You should also have completed the first and second OpenOffice Impress tutorials.



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Lesson 1: Printing in Multiple Formats

In his article, "In Defense of PowerPoint", Donald Norman says that you need to think about developing 3 diferent documents. Specifically, he writes...

Readers should get good clear information, with sufficient background presentation that they can re-interpret and re-analyze the material presented to them. Readers are not listeners. This means that the speech giver should really develop three different documents.

1. Personal notes, to be seen only by the speaker, and used as a reminder of the topics and key points, or perhaps of the "bon mot," the clever, felicitously worded phrase that can appear spontaneously witty to the crowd, but which works best if it is prepared and practiced in advance, for few of us are good enough to actually think of them on the spot.

2. Illustrative slides. These slides should illustrate the major points and help motivate the listener. Tufte is apt to complain that this is simply "entertainment," but I respond that if the audience is not entertained, they are not apt to listen, and what good is a cleverly drafted talk if the audience is not listening. The illustrations should be relevant. They should convey new information. But they need not have words. They might have data, they might have graphs, they might have photographs of the product, equipment, phenomenon, or other aspects of the point under discussion. They should add to the talk, not distract from it.

3. Handouts. Here is where the speaker can put the references, the data, the appendices to the talk. Here is where one should indeed follow Tufte's advice and provide clear, detailed information that the reader can use later on to remember the points of the talk as well as to go on to further study and analysis.

Three separate and very different documents: Personal notes, illustrative slides, and handouts.

A really nice function of OpenOffice Impress is that it will let you print out each of these three documents separately.




Print Preview

In the Print dialogue box, you can click on the Preview button to make sure the slide appears the way you would like it to print. Click on Print if it is satisfactory. If not, select close from the Preview box and then Cancel from the Print box..




Activity 1: Printing an Individual Slide

  1. When it comes to printing slides, there are some significant differences between OpenOffice Impress and other presentation software applications you may have used in the past.

  2. Display the slide to be printed using the Normal View option. For this activity display Slide 2.

  3. From the File menu select Print.

  4. Click the Pages radio.  It should show slide #2 in the Pages window.  If you click the OK button, Slide #2 will print full sized in whatever printer options are the default selections on your machine. 

  5. If you want to save ink, select the Properties… button and make the appropriate selections in the screens that follow. 

Print Preview Dialog Box

  1. Click on OK to Print.


Activity 2: Printing an Entire Presentation in Outline Format

  1. As with other presentation software, you can print the whole presentation in outline form with OpenOffice Impress.   Select the Outline tab in the center “work pane”.

  2. From the File menu, select Print.

  3. In the Print screen, choose the Options button.

  4. From here you can make a number of choices.  These are toggle buttons, so be sure to select only the ones you want to print. 

Print Options Dialog Box

  1. Click through the OK buttons until the document prints.  

Activity 3: Printing Speaker's Notes

  1. Go to Slide 2 and click on the Notes tab at the top of the center “work pane”.

  2. In the status bar along the bottom of the screen is an unlabeled Zoom button (here with a default value of 35%).  Double-click on it.

Notes Tab

  1. In the Zoom screen, select 75% and then OK.


  1. This will enlarge the Notes area so you can more easily see any entered text.


  1. In the notes area (where it says Click to add text) key in the follow text:

Explain that there are three basic uses of the computer in education: the Object, Medium, and Manager
As each line of text is "uncovered" comment on the subheadings
Indicate that these three topics can really include almost everything that is done with the computer in the educational setting
Note: Drag bottom of slide display window up to make more room for notes.

  1. Select all of this text and change the font size to 20 (Note you will not see the increase in size in the notes area but you can see it when you use the print preview button on the print window.) You may need to use the pull down menu by selecting Format> Font.


  1. From the File menu select Print.

  2. Click on the Options button and choose the Notes option in the Printer Options window.

  3. Click the OK button, make any selections about the print range and # of copies, and click the OK button again.

  4. The speaker's notes are printed for whatever slides you wanted. 

*Note: that there is no image of the slide itself.  Impress gives you a slide # in the upper-left corner of the page only.

Notes view

  1. Don't forget to save your presentation.


Activity 4: Printing the Handouts

  1. Be sure you’ve chosen the Handouts tab at the top of the center work pane.


  1. Notice that you have four text box areas into which you can click to add information for your handouts. 

  2. In the Layout pane at the right, choose the layout you wish to have for your handouts. 


  1. From the File menu select Print and then the Options button.

  2. Under Contents, choose Handouts.  In the Quality heading select Black & White to save ink. Click OK.


  1. Unlike other presentation programs, there are no options that print lines next to thumbnails of the slides in OpenOffice Impress.  Your audience will have to adapt.


  1. Click OK to print.
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Lesson 2: Saving a Presentation and Exiting OpenOffice Impress

Remember to save your work frequently.


Activity 1: Saving an OpenOffice Impress Presentation

  1. In the File menu select Save As.

  2. Indicate where you want the document stored if needed.

  3. Key in the desired name of the document. For example, key in John's CompInEd.

Save As Dialog Box

  1. Note that you can save the document in a number of different formats.  Since it was a Microsoft PowerPoint when we started, let’s save it in that format.  Click on Save.

  2. You may see the following message after you click Save:Warning Message

  3. Click the Yes option to save it as a PowerPoint file. 


Activity 2: Exiting from OpenOffice Impress

Remember to always save before you exit the program.

  1. In the File menu select Exit.
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Lesson 3: Advanced Features

This lesson will demonstrate a few features that might be helpful for your Group OpenOffice Impress presentation.


Activity 1: Inserting a Slide

For your group OpenOffice Impress project your group will probably decide to have each team member work on 2-5 slides for the group presentation. You will then need to merge all of those slides into a single OpenOffice Impress file. This activity will show you how to insert a slide from another file.

  1. Open the file you want to add the slides to by pressing File> Open. Then select the file and click the open button.
  2. Next you need to select the point where you want the slides inserted. In the Slide View on the left slide of the screen click once between the slides where you want the slides from another file inserted. (A horizontal line should appear).


  1. Go to the menu bar and select Insert> Files…


  1. Navigate to the presentation containing the slides you want to insert and click on it.


  1. If you want to insert the entire presentation, click the OK button.
  2. If you only want to insert a few slides, click on the little + to the left of the file pathname.  This will show all the slides in the presentation.
  3. Click on the slide you want to insert.  If you want a series of contiguous slides, hold down the <Shift> key and use the down arrow key to select all you want.  If they are non-contiguous, hold down the <Ctrl> key and click on each one you want.  Then click the OK button.    


  4. Your Slide View should now display the new slides along with the original slides.


  1. Save the presentation and exit from OpenOffice Impress.












































Editing Sound Options

You can edit the Sound Options of the audio clip on individual slides by right clicking on the yellow speaker icon PPSpeakerIcon and selecting Edit Sound Object. A pull down menu appears giving options on looping, volume, and icon visibility. You can also delete the audio by clicking on the speaker icon and pressing delete.


Activity 2: Adding Narration and Other Sound Files

As of the latest version, OpenOffice Impress has NO capability to internally record sounds and supports only a limited variety of sound files.  MP3 files are not supported. There is, however, a reasonable (but less elegant) way to add voice files to your presentations in OpenOffice Impress.  In order to record narration you need to have either a headset microphone or desktop microphone.  Most laptops come equipped with a built-in condenser microphone. 

  1. Go to Start > Accessories > Entertainment > Sound Recorder.


  1. Clicking on the red button starts the recording process.  Clicking on the square button (Screenshot) stops it.  Record the message, “This is just a test.”


  1. Notice that while you’re recording the thin green line begins to widen and fluctuate.  This indicates your voice is being recorded.


  1. Save the voice file on your desktop with the name “test”.

  2. You MUST save all sound files to a separate folder.  They WILL NOT automatically embed into your presentation (unlike some other presentation programs you’ve no doubt used).  When you click the Save As option, click the New Folder icon (Screenshot) and create a new folder called Impress Sounds or something similar.  Save your files there. 

    Screenshot  Screenshot
  1. In order to save the file in a bit smaller format, click on Change… button and in the next screen, select the 11.025 kHz, 16 bit, mono, 21 kb/sec option from the drop-down menu.  Click the OK button and then the Save button. 


  1. You can do a bit of editing of this file here as well.  If during your recording you hesitated before pressing the stop button, you may have some “dead air” that should be eliminated.  After playing the file, drag the recording bar back from right side of the Sound Recorder until just before you see variation in the thin green recording line.     


  1. Click Edit and then click the Delete After Current Position option.  Click the OK button when you see a similar message to the one below.


  1. You could do the same thing at the beginning of the file to clean it up.

  2. Remember to save the file after any editing you do. 

  3. To insert this sound into one of your slides, select the slide you want, and from the Insert menu choose Movie and Sounds.


  1. Navigate to the location of the file called Test, and double-click on it.


  1. You will see it has been automatically inserted in your slide.  It is preset to begin automatically when the slide comes on the screen.  You can change those settings if you wish.


  1. In addition, if you don’t want the sound icon to appear on the screen, you can drag it off the slide image.  It will still be activated but won’t be visible. 


  1. Remember that whenever you need to move your presentation to different computers, both the presentation itself AND the folder with the sounds files you made must go together.  Otherwise, Impress will search on the new computer for the sound files in vain, and none of them will play.
Make sure to save any changes. When you open your the OpenOffice Impress file again, you will see a speaker icon on each slide.


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Wrap Up:

You have completed all of the OpenOffice Impress tutorials. You have learned how to open, navigate, edit, print, and save an OpenOffice Impress presentation. For additional ideas for classroom applications you might want to check out the following sites: