File Menu

OpenOffice.org 2.0

Document - ID	Specification Owner	Last Change	Status
	Matthias Müller-Prove	4/2/07	final
Conforms to	
Applies to	all modules
Task ID(s)	OOo 2.0 i19557, i29779, i40989(submenu indicator) OOo 2.1 i67249 (Geman string: Neu laden) OOoLater i29779 (PickList: Program does not retain file name listing) i31349 (menu: File>PickList - Impl2 (functionality changes) i32443 (menu: File->PickList - Impl3) i50719 (add document icons to File>Recent Document submenu) i50722 (customization for File>Recent Document submenu: number of items and reset) i53109 (review File menu for all modules) i74477 (preview document in web browser)
Category	feature

Abstract

The File menu gives access to recently used OOo documents. This list is extended to 10 items. It is also a submenu in order to improve the usability of the File menu.

i-Team Members (The specification owner is part of the i-Team)

	Name	E-mail Address
User Experience	Matthias Müller-Prove /MMP	mprove@sun.com,
Development	Carsten Driesner /CD	cd@openoffice.org,
Quality Assurance	Stefan Baltzer /SBA Thorsten Martens/TM	sba@openoffice.org, Thorsten.Martens@Sun.COM,
Documentation	Derek Dreger /DD	derek.dreger@sun.com
		mail to iTeam

Approved for Implementation

	Approved by	Date
User Experience	Matthias Müller-Prove	6/22/04
Development	Carsten Driesner	6/23/04
Quality Assurance	Stefan Baltzer	6/22/04
Documentation	Derek Dreger	6/22/04
String Review	Elizabeth Matthis	7/30/04

Document Change History

Rev. Level	Change	Initials	Date
	initial version	MMP	6/18/04
	comments from Frank Loehmann FL-1 to FL-3	MMP	6/22/04
	added treatment of 0 as configuration setting for length of list	MMP	6/22/04
	spec is approved by iTeam Carsten will implement the hirarchical pick list. An engineer is needed to adopt the File menu structure for all modules.	MMP	6/23/04
1.0	string review by EM.	MMP	8/2/04
	Add database menu entries	OJ	8/4/04
	It realy remains "Page Preview", rather than "Print Preview"	MMP	8/12/04
	placement of shortcut key label "Ctrl+N"; see section 6.4	MMP	1/19/05
	i67249 German string: “Neu laden” (row 227)	MMP	08/31/06
2	OOo 2.2: i73294: The maximum number of recently remembered items in the PickList is 99 (section 2.6)	MMP	Jan 10, 2007

Contents

Glossary	5

1	Motivation	5

2	User Scenarios	5

2.0.1	Scenario 1 applies to MS Word and OOo 1.1	5

2.0.2	Scenario 2 applies to OOo 2	5

3	Goals	5

4	Requirements and Dependencies	5

4.1	Requirements	5

4.2	Technical Dependencies	5

5	Competitive Analysis	6

5.1	StarOffice 7 Writer	6

5.1.1	Submenus	6

5.2	Microsoft Windows	7

5.3	Microsoft Office	7

5.3.1	MS Word 2003	7

5.4	Microsoft Works	8

5.5	Adobe	9

5.5.1	ImageReady	9

5.5.2	GoLive	9

5.5.3	Acrobat	9

6	Detailed Specification	10

6.1	File Menu	10

6.1.1	OpenOffice.org File Menu for Writer	10

6.1.2	OpenOffice.org File Menu for all modules	11

6.2	Submenus of the File Menu	12

6.3	Recently Used File List	13

6.4	Key Board Shortcuts	13

7	Future Tasks	14

7.0.1	i50722	14

7.0.2	i50719	14

8	Notes	14

8.0.1	Addressed Issues	14

9	References	14

Glossary

Term	Description
Pick list	an alternative name for the Recently used document list
W/Web	OOo module Writer/Web
Start	Start module (fka backing window)

Motivation

The File menu of OOo 1.1 has an extreme width – caused by the recently used document list at the bottom of the menu. This slows down the interaction with the menu in general because the paths to submenus like New and Send are very large.

User Scenarios

Scenario 1 applies to MS Word and OOo 1.1

Peter wants to continue to edit a document that he closed yesterday when he went home. He opens the File menu in OOo and chooses the document at the bottom of the File menu. Just 4 items are shown but he is lucky to find the right file.

Scenario 2 applies to OOo 2

Paul wants to continue to edit a document that he closed yesterday when he went home. He opens the “Recent Documents” list in the File menu in OOo and chooses the document.

Goals

Have a File menu with a fixed set of menu items.

Have a File menu with a width similar to other menus.

Requirements and Dependencies

Requirements

<State the requirement(s) of this feature here.>

Technical Dependencies

The recent documents list (alas the pick list) of OOo 1.1 can store up to 10 items. But just 4 items are the default value. OOo 1.1 provides no UI to change this configuration setting.

Competitive Analysis

StarOffice 7 Writer

File	Comments

New	>

Open...

AutoPilot	>

---------------

Close

Save

Save As...

Save All

Reload

---------------

Versions...

---------------

Export...

Export as PDF...

Send	>

---------------

Properties...

Templates	>

---------------

Page Preview

Print...

Printer Settings...

---------------

Exit

---------------

PickList

Submenus

New	>	Comments

Text Document

Spreadsheet

Presentation

Drawing

---------------

HTML Document

Master Document

---------------

Formula

Labels

Business Cards

---------------

Templates and Documents

AutoPilot	>	Comments

Letter...	not working in m44

Fax...

Agenda...

Memo...

---------------

Presentation...	same as New>Presentation?

---------------

Web Page...	opens Web Wizard; although “Web Page” suggests the creation of a web page rather than a web publishing service

Form...

Report...

---------------

Document Converter...

Euro Converter...

---------------

StarOffice 5.2 Database Import...

Address Data Source...

Send	>	Comments

Document as E-mail...

Document as PDF Attachment...

---------------

Create Master Document

Create HTML Document

---------------

Outline to Presentation

Outline to Clipboard

---------------

Create AutoAbstract...

AutoAbstract to Presentation...

Templates	>	Comments

Organize...

Address Book Source...

Save...

Edit...

Microsoft Windows

The Start menu has the item “My Recent Documents”. It can store 15 documents, and is located as the second menu item top right in the XP Start menu.

Microsoft Office

MS's option dialog calls the feature “Recently used file list”. 4 items are presented at the bottom of the File menu – but atop of the Exit menu item.

MS Word 2003

File menu of MS Word 2003

File

New...

Open...

Close

---------------

Save

Save As...

Save as Web Page...

File Search...

---------------

Permission	>	new in MS Word 2003

Versions...

Web Page Preview

---------------

Page Setup...

Print Preview

Print...

---------------

Send To	>

Properties

---------------

PickList	4 dynamic items by default

---------------

Exit

Microsoft Works

Adobe

ImageReady

Adobe ImageReady has a File menu menu item called “Open Recent”. It holds 10 items.

GoLive

Adobe GoLive calls it “Open Recent Files”. It holds 3 groups of 4 items for web sites, web pages and miscellaneous files.

Both ImageReady and GoLive place the submenu next to the Open menu item in the first section of the File menu.

Acrobat

Acrobat chose a solution similar to MS Office. But here 8 items are kept by default.

Detailed Specification

File Menu

OpenOffice.org File Menu for Writer

File	Comments

New	>	MS

Open...	MS

Recent Documents	>	were 4 dynamic menu items

---------------

Wizards	>	was “AutoPilot”

---------------

Close	MS

Save	MS

Save As...	MS

Save All

---------------

Reload

Versions...	MS

---------------

Export...

Export as PDF...

Send	>	MS: Send To

---------------

Properties...	MS: Properties

Digital Signatures...

Templates	>

---------------

Preview in Web Browser	MS: Web Page Preview

---------------

Page Preview

Print...

Printer Settings...

---------------

Exit

The recently used documents are a submenu below the Open command. This position reflects the high semantic proximity between Open and Recent Documents. It also mimics the Windows XP Start menu: the top right location and terminology of “My Recent Documents”.

Wizards (fka AutoPilots) are next – divided by two separator lines from the first and third group of menu items.

If the module has a Versions menu item then Reload is grouped together with it (Writer, Calc, Impress, Draw, Math). Otherwise the Reload menu item is the last in the Close/Save group (Writer/Web). The Start Module has no Reload menu item anyway.

Other menu items are not changed. e.g. Math has still no “Export as PDF...” command [PDF Export for OOo 1.1].

In Detail the modules are:

OpenOffice.org File Menu for all modules

File	Writer	W/Web	Calc	Impr.	Draw	Math	Start	IDE	Base

New	>	x	x	x	x	x	x	x	x	x

Open...	x	x	x	x	x	x	x	x	x

Recent Documents	>	x	x	x	x	x	x	x	x	x

---------------	x	x	x	x	x	x	x	x	x

Wizards	>	x	x	x	x	x	x	x	x	x

---------------	x	x	x	x	x	x	x	x	x

Close	x	x	x	x	x	x	x	x	x

Save	x	x	x	x	x	x	x	x	x

Save As...	x	x	x	x	x	x	x	x	x

Save All	x	x	x	x	x	x	x	x	x

---------------	x	x	x	x	x	x

Reload	x	x	x	x	x	x

Versions...	x	x	x	x	x

---------------	x	x	x	x	x	x	x

Export...	x	x	x	x	x	x	x

Export as PDF...	x	x	x	x

Document as E-mail...	x

Send	>	x	x	x	x	x	x	x

---------------	x	x	x	x	x	x

Properties...	x	x	x	x	x	x

Digital Signatures...	x	x	x	x

Templates	>	x	x	x	x	x	x	x

---------------

Preview in Web Browser	x	x	x	x	x

---------------	x	x	x	x	x	x	x	x

Page Preview	x	x	x

Print...	x	x	x	x	x	x	x	x

Printer Settings...	x	x	x	x	x	x

---------------	x	x	x	x	x	x	x	x	x

Exit	x	x	x	x	x	x	x	x	x

String list

Item	English	German	Comments
menu item	Recent Doc~uments	Zuletzt benutzte Dokumente	alternative: “Recent Documents”, “Open Recent”
menu item	~Wizards	Assistenten	was “AutoPilot”
menu item	Page Preview	Seitenansicht	remains “Page Preview”
menu item	Web Wizard...	Web-Assistent...	was “Web Page”
menu item	Re~load	Neu ~laden	i67249

Submenus of the File Menu

Comment. All changes in the submenus are not specified here. They are just reported and refer to the corresponding specification.

New	>	Comments

Text Document

Spreadsheet

Presentation

Drawing

Database...	cf. [Database application]

---------------

HTML Document

XML Form Document	cf [XForms]

Master Document

---------------

Formula

Labels

Business Cards

---------------

Templates and Documents

Wizards	>	Comments

Letter...	contact Tom Verbeek

Fax...	contact Tom Verbeek

Agenda...	contact Tom Verbeek

---------------

Presentation...	like New>Presentaion, but always use Wizard

---------------

Web Wizard...	was “Web Page...”; cf. [Web Wizard]

---------------

Document Converter...

Euro Converter...

---------------

Address Data Source...

The Memo Wizard and “StarOffice 5.2 Database Import” are no longer part of OOo. Form Wizard, Report Wizard move to the OOo Dataase module.

Send	>	Writer	W/Web	Calc	Impr.	Draw	Math	Start	IDE	Base

Document as E-mail...	x	x

E-mail with OpenDocument Text Attachment...

Report as E-mail...	x

Document as Microsoft Word Attachment... (2.0.3)

Document as PDF Attachment...	x

---------------	x

Create Master Document	x

Create HTML Document	x

---------------	x	x

Outline to Presentation	x

Outline to Clipboard	x

Report to Text Document	x

---------------	x

Create AutoAbstract...	x

AutoAbstract to Presentation...	x

Templates	>	Comments

Organize...

Address Book Source...

Save...

Edit...

Recently Used File List

OOo 2.0 offers access to the recently used documents with an sub menu in the File Menu. The number of remembered documents is 10.

The maximum number of recently remembered items is 99 (OOo 2.2: i73294)

The Recent Documents list keeps track of all files that have been opened or saved by OOo. This includes foreign formats like “.doc”, “.xls”, and “.ppt”. In case of a Save As to a different file format both files are stored in the Recent Documents list (cf. i29779).

A fresh installed OOo does not have any items in the list. Instead, a disabled menu “No documents” item is shown.

String list

Item	English	German	Comments
menu item	No Documents	Keine Dokumente	

If the configuration setting for the number of stored items is 0 then the menu item “Recent Documents” is removed from the File Menu. If this is not possible with a reasonable amount of engineering time then the disabled “No Documents” solution from above is used.

Key Board Shortcuts

Ctrl+N is the standard shortcut key to create a new document. Due to the fact that this command creates a document of the recently created kind the there is no one menu command to attach the label “Ctrl+N”.

Therefore OOo 1.1 did not add the label anywhere.

For OOo 2 the label “Ctrl+N” is attached to the menu command in the New-submenu that is actually triggered if the user presses Ctrl-N.

Future Tasks

i50722

user-customizable Recently Used list: number of items and reset. The latter could be handled by a “Clear menu” item at the bottom of the list.

i50719

add document icons to File>Recent Document submenu

i76716

Active OLE objects forward certain menu commands to the hosting document. The hosting document decides whether certain menu items are enabled. In the case of Reload the focus should be removed from the active (e.g. Chart) OLE and the document should be reloaded.

Notes

Addressed Issues

FL-1 Ist/war die Anzahl der Einträge im Most-Recently-Used-Bereich nicht irgendwie konfigurierbar? Was passiert dann, wenn die Anzahl der Elemente dann auf 0 gesetzt würde? Zu diesem Thema habe ich auch gerade eine Anfrage von Malte Timmermann erhalten, der für einen Regierungsauftrag bestimmte Requirements abklärt. Dort wird verlangt, dass die Revision History gelöscht werden kann. "2.Must be able to remove revision history and deleted items from office automation documents on document save (called a secure save). "Dazu könnte man meiner Meinung nach auch diese Most-Recently-Used-Liste zählen.

MMP: There is a configuration setting. On zero the menu is removed from the File menu.

FL-2 Wird ein mittlerweile ungültiger gewordener Dateieintrag (z.B. Dokument wurde verschoben) nach anzeigen einer Meldung aus der Liste entfernt, wenn ein solches Dokument aus der Liste heraus geladen wurde?

MMP: Future Issue

FL-3 What about a "Clear List" to clear the list manually? (Privacy?)

MMP: Future Issue, users who do not like this feature have to change the configuration setting

References

Web Wizard	http://specs.openoffice.org/installation/wizards/WebWizardSpec.sxw

PDF Export for OOo 1.1	http://ui.openoffice.org/proposals/PDFExport.sxw

Database application	http://dba.openoffice.org/specifications/Database_application.sxw

XForms	http://specs.openoffice.org/appwide/xforms/GUI_spec_part1.sxw

Also see http://specs.openoffice.org/appwide/menus/web_preview/Web_Preview_Specification.odt for details

14	File Menu

File Menu	14

http://specs.openoffice.org/appwide/menus/FileMenu.sxw

Matthias Müller-Prove

2004-04-05T14:23:37

Matthias Müller-Prove