WPS Office Linux Tutorial: Basic Usage

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Okay, here’s a comprehensive article on WPS Office for Linux, focusing on basic usage, spanning approximately 5000 words.

WPS Office Linux Tutorial: Basic Usage – A Comprehensive Guide

WPS Office, a powerful and versatile office suite, has gained significant traction as a compelling alternative to Microsoft Office, particularly on Linux platforms. Its cross-platform compatibility (Windows, macOS, Linux, Android, iOS, and web), user-friendly interface, and extensive feature set make it an attractive option for students, professionals, and casual users alike. This tutorial dives deep into the basic usage of WPS Office on Linux, providing a comprehensive guide for beginners and those looking to switch from other office suites.

1. Introduction to WPS Office

WPS Office, developed by Kingsoft Office, is an acronym that stands for Writer, Presentation, and Spreadsheets. These three core applications mirror the functionality of Microsoft Word, PowerPoint, and Excel, respectively. In addition to these core components, WPS Office often includes a built-in PDF reader and editor, making it a complete solution for most office-related tasks.

Key Features that Make WPS Office Attractive on Linux:

  • Cross-Platform Compatibility: Seamlessly work on documents across different operating systems. This is crucial for users who frequently switch between Linux, Windows, or other environments.
  • Familiar Interface: The user interface closely resembles that of Microsoft Office, minimizing the learning curve for users transitioning from that suite. The ribbon-based interface, common menus, and familiar toolbars make navigation intuitive.
  • High Compatibility with Microsoft Office Formats: WPS Office excels at opening, editing, and saving files in Microsoft Office formats (.docx, .xlsx, .pptx) with minimal formatting issues. This is essential for collaboration with users who rely on Microsoft Office.
  • Lightweight and Fast: Compared to some other office suites, WPS Office is relatively lightweight, consuming fewer system resources. This translates to faster loading times and smoother performance, especially on older or less powerful hardware.
  • Free and Paid Versions: WPS Office offers a fully functional free version that covers the needs of most users. A paid version (WPS Office Premium) unlocks additional features like extended PDF editing capabilities, cloud storage, and removal of advertisements.
  • Built-in PDF Tools: The integrated PDF reader and editor eliminate the need for separate PDF software for basic tasks like viewing, annotating, and converting PDFs.
  • Extensive Template Library: WPS Office provides a vast library of pre-designed templates for documents, presentations, and spreadsheets, saving time and effort in creating professional-looking files.
  • Cloud Integration: WPS Office integrates with popular cloud storage services like Google Drive, Dropbox, OneDrive, and its own WPS Cloud, enabling easy access to documents from anywhere.
  • Multiple Language Support: WPS Office supports a wide range of languages, making it accessible to users worldwide.
  • Active Development and Support: Kingsoft Office actively develops and updates WPS Office, providing regular bug fixes, performance improvements, and new features. There’s also online documentation and community forums for support.

2. Installation on Linux

WPS Office can be installed on various Linux distributions using different methods. Here are the most common approaches:

2.1. Using a .deb Package (Debian, Ubuntu, Linux Mint, etc.):

  1. Download the .deb Package: Visit the official WPS Office website (https://www.wps.com/) and navigate to the Linux download section. Download the .deb package appropriate for your system architecture (usually amd64 for 64-bit systems).
  2. Install using the GUI (Graphical User Interface):
    • Double-click the downloaded .deb file. This should open your distribution’s software installer (e.g., Software Center, GDebi Package Installer).
    • Click the “Install” button and enter your administrator password when prompted.
  3. Install using the Terminal:
    • Open a terminal window (Ctrl+Alt+T).
    • Navigate to the directory where you downloaded the .deb file (e.g., cd Downloads).
    • Use the dpkg command to install the package: sudo dpkg -i wps-office_*.deb (replace wps-office_*.deb with the actual filename).
    • If you encounter dependency errors, run sudo apt-get install -f to resolve them. This command automatically downloads and installs any missing dependencies.

2.2. Using a .rpm Package (Fedora, CentOS, openSUSE, etc.):

  1. Download the .rpm Package: From the WPS Office website, download the .rpm package suitable for your system.
  2. Install using the GUI:
    • Double-click the .rpm file. This should open your distribution’s software installer.
    • Click “Install” and enter your password when prompted.
  3. Install using the Terminal:
    • Open a terminal window.
    • Navigate to the download directory.
    • Use the rpm command (on older systems) or dnf (on newer Fedora/CentOS) or zypper (on openSUSE) to install:
      • rpm (older systems): sudo rpm -i wps-office_*.rpm
      • dnf (Fedora/CentOS): sudo dnf install wps-office_*.rpm
      • zypper (openSUSE): sudo zypper install wps-office_*.rpm
    • Handle any dependency issues as prompted by your package manager.

2.3. Using Snap (Cross-Distribution):

Snap is a universal packaging system that works across many Linux distributions.

  1. Install Snap (if not already installed):
    • On most distributions, you can install Snap with: sudo apt install snapd (Debian/Ubuntu), sudo dnf install snapd (Fedora), or the equivalent command for your distribution.
  2. Install WPS Office:
    • Open a terminal and run: sudo snap install wps-office

2.4. Using Flatpak (Cross-Distribution):

Flatpak is another universal packaging system.

  1. Install Flatpak (if not already installed):
  2. Add the Flathub Repository (if not already added):
    • flatpak remote-add --if-not-exists flathub https://flathub.org/repo/flathub.flatpakrepo
  3. Install WPS Office:
    • flatpak install flathub com.wps.Office

2.5. Using AppImage (Cross-Distribution, No Installation):

AppImage is a portable format that doesn’t require installation.

  1. Download the AppImage: Download the WPS Office AppImage from a reliable source (check community forums or alternative download sites; the official site doesn’t always offer it directly).
  2. Make the AppImage Executable:
    • Right-click the AppImage file, go to “Properties,” then the “Permissions” tab, and check the box “Allow executing file as program.”
    • Alternatively, in the terminal: chmod +x wps-office_*.AppImage
  3. Run the AppImage: Double-click the AppImage file to launch WPS Office.

Choosing the Right Installation Method:

  • .deb and .rpm: These are the most traditional and often the most reliable methods for their respective distributions. They integrate well with the system’s package manager.
  • Snap and Flatpak: These are good choices for cross-distribution compatibility and sandboxed applications (enhanced security). However, they might consume slightly more disk space.
  • AppImage: This is the most portable option, as it doesn’t require installation. It’s suitable for trying out WPS Office or running it from a USB drive. However, it might not integrate as well with the system (e.g., file associations).

3. WPS Writer: Basic Usage

WPS Writer is the word processing component of WPS Office.

3.1. Launching WPS Writer:

  • After installation, you’ll find WPS Writer in your application menu (usually under “Office” or a similar category).
  • You can also launch it from the terminal by typing wps (for the entire suite) or wpswriter (specifically for Writer).

3.2. The User Interface:

  • Ribbon: The ribbon at the top of the window contains tabs (File, Home, Insert, Page Layout, References, Review, View, etc.) that group related commands.
  • Quick Access Toolbar: Located above the ribbon (or sometimes below), this customizable toolbar provides quick access to frequently used commands (Save, Undo, Redo, etc.).
  • Document Area: The large central area where you type and edit your document.
  • Status Bar: At the bottom of the window, the status bar displays information like page number, word count, zoom level, and language.
  • Ruler: Horizontal and vertical rulers (if enabled) help with page layout and alignment.
  • Scroll Bars: Used to navigate through the document.

3.3. Creating a New Document:

  • Blank Document: When you launch WPS Writer, it usually opens with a new blank document.
  • From Template: Click the “File” tab, then “New,” and choose from a variety of templates (resumes, letters, brochures, etc.).
  • From Existing File: Click “File” > “Open” to browse and open an existing document.

3.4. Basic Text Formatting:

  • Font: Select text and use the “Home” tab > “Font” group to change the font type, size, style (bold, italic, underline), color, and other attributes.
  • Paragraph: Use the “Home” tab > “Paragraph” group to control alignment (left, center, right, justified), indentation, line spacing, and bulleted/numbered lists.
  • Styles: WPS Writer provides pre-defined styles (Heading 1, Heading 2, Normal, etc.) for consistent formatting. Use the “Home” tab > “Styles” group to apply styles. You can also modify existing styles or create new ones.

3.5. Inserting Objects:

  • Images: “Insert” tab > “Pictures” > “From File” to insert an image from your computer. You can resize, crop, and reposition images.
  • Shapes: “Insert” tab > “Shapes” to insert various shapes (lines, rectangles, circles, arrows, etc.).
  • Text Boxes: “Insert” tab > “Text Box” to create a text box that can be positioned anywhere on the page.
  • Tables: “Insert” tab > “Table” to create a table with rows and columns. You can customize table borders, shading, and cell alignment.
  • Charts: “Insert” tab > “Chart” to create various types of charts (bar, line, pie, etc.) based on data.
  • Headers and Footers: “Insert” tab > “Header & Footer” to add headers and footers to your document. You can include page numbers, dates, and other information.
  • Page Numbers: “Insert” tab> “Page Number” for easy page numbering with custom position.
  • Symbols: “Insert” tab > “Symbol” to insert special characters and symbols.
  • Equations: “Insert” tab > “Equation” to insert mathematical equations using a built-in equation editor.

3.6. Page Layout:

  • Margins: “Page Layout” tab > “Margins” to set the margins for your document (top, bottom, left, right).
  • Orientation: “Page Layout” tab > “Orientation” to switch between portrait and landscape orientation.
  • Size: “Page Layout” tab > “Size” to choose a paper size (Letter, A4, etc.) or define a custom size.
  • Columns: “Page Layout” tab > “Columns” to divide your document into multiple columns.
  • Breaks: “Page Layout” tab > “Breaks” to insert various types of breaks (page break, column break, section break). Section breaks are particularly useful for applying different formatting to different parts of your document.

3.7. Saving and Exporting:

  • Save: Click the “File” tab > “Save” or use the Quick Access Toolbar’s Save button (or Ctrl+S). The first time you save, you’ll be prompted to choose a file name and location.
  • Save As: “File” > “Save As” to save a copy of your document with a different name or in a different format.
  • Supported Formats: WPS Writer supports various formats, including .docx (Microsoft Word), .doc (older Word format), .wps (WPS Writer’s native format), .rtf (Rich Text Format), .txt (plain text), and .pdf.
  • Export to PDF: “File” > “Export to PDF” to directly convert your document to a PDF file. You can customize PDF settings (quality, security, etc.).

3.8. Printing:

  • Print Preview: “File” > “Print” to see a preview of how your document will look when printed.
  • Print Settings: Adjust print settings like printer selection, number of copies, page range, and paper size.
  • Print: Click the “Print” button to send your document to the printer.

3.9 Find and Replace:
* Find: “Home” tab > “Find” or Ctrl + F. Enter the text you want to find in the document.
* Replace: “Home” tab > “Replace” or Ctrl + H. Enter the text you want to find, and the text you wish to use for replacement.

4. WPS Spreadsheets: Basic Usage

WPS Spreadsheets is the spreadsheet application within WPS Office, analogous to Microsoft Excel.

4.1. Launching WPS Spreadsheets:

  • Find it in your application menu or launch it from the terminal with wpsspreadsheets or et.

4.2. The User Interface:

  • Ribbon: Similar to WPS Writer, the ribbon organizes commands into tabs (File, Home, Insert, Page Layout, Formulas, Data, Review, View).
  • Formula Bar: Located below the ribbon, this bar displays the contents of the active cell (text, number, or formula).
  • Worksheet Area: The grid of rows and columns where you enter data and perform calculations.
  • Sheet Tabs: At the bottom of the window, sheet tabs allow you to switch between different worksheets within the same spreadsheet file.
  • Status Bar: Displays information like the sum, average, and count of selected cells.

4.3. Creating a New Spreadsheet:

  • Blank Workbook: WPS Spreadsheets usually opens with a new blank workbook.
  • From Template: “File” > “New” to choose from various spreadsheet templates (budgets, invoices, schedules, etc.).

4.4. Entering Data:

  • Cells: Click on a cell to select it and start typing. You can enter text, numbers, dates, or formulas.
  • Navigation: Use the arrow keys, Enter key, or Tab key to move between cells.
  • Data Types: WPS Spreadsheets automatically recognizes different data types (text, number, date, currency, percentage, etc.).
  • AutoFill: Enter a series of values (e.g., 1, 2, 3) and drag the fill handle (the small square at the bottom-right corner of the selected cell) to automatically extend the series.

4.5. Basic Formatting:

  • Font: “Home” tab > “Font” group to change font properties (type, size, style, color).
  • Alignment: “Home” tab > “Alignment” group to align text within cells (left, center, right, top, middle, bottom).
  • Number Formatting: “Home” tab > “Number” group to format numbers as currency, percentages, dates, etc.
  • Cell Borders and Shading: “Home” tab > “Font” group (border icon) and “Fill Color” icon to add borders and shading to cells.
  • Merge Cells: Select multiple cells and use “Home” tab > “Alignment” group > “Merge & Center” to merge them into a single cell.

4.6. Basic Formulas and Functions:

  • Formulas: Begin formulas with an equals sign (=). You can use basic arithmetic operators (+, -, *, /) and cell references (e.g., =A1+B1).
  • Functions: WPS Spreadsheets provides a wide range of built-in functions (SUM, AVERAGE, COUNT, MAX, MIN, IF, etc.). Use the “Formulas” tab or type the function name directly into a cell (e.g., =SUM(A1:A10)).
  • AutoSum: Select a range of cells and click the “AutoSum” button (Σ) on the “Home” or “Formulas” tab to automatically insert a SUM function.
  • Function Arguments: Many functions require arguments (input values). Use commas to separate arguments (e.g., =AVERAGE(A1,B2,C3)).
  • Relative and Absolute Cell References:
    • Relative: A1 (changes when copied to other cells).
    • Absolute: $A$1 (remains fixed when copied).
    • Mixed: $A1 or A$1 (partially fixed). Use F4 to cycle reference types.

4.7. Creating Charts:

  1. Select Data: Select the data you want to include in the chart (including labels).
  2. Insert Chart: “Insert” tab > “Chart” and choose a chart type (column, bar, line, pie, etc.).
  3. Customize Chart: Use the “Chart Tools” contextual tabs (“Design” and “Format”) that appear when the chart is selected to customize the chart’s appearance (title, labels, colors, legend, etc.).

4.8. Sorting and Filtering Data:

  • Sort: Select the data you want to sort and use “Data” tab > “Sort” to sort data in ascending or descending order based on one or more columns.
  • Filter: Select the data and use “Data” tab > “Filter” to add filter buttons to the column headers. Click the filter buttons to filter the data based on specific criteria.

4.9. Saving and Exporting:

  • Supported Formats: .xlsx (Microsoft Excel), .xls (older Excel format), .et (WPS Spreadsheets’ native format), .csv (Comma Separated Values), .pdf, and others.
  • Export to PDF: “File” > “Export to PDF”.

5. WPS Presentation: Basic Usage

WPS Presentation is the presentation software in WPS Office, equivalent to Microsoft PowerPoint.

5.1. Launching WPS Presentation:

  • Find it in your application menu or launch it from the terminal with wpspresentation or wpp.

5.2. The User Interface:

  • Ribbon: Tabs like File, Home, Insert, Design, Transitions, Animations, Slide Show, Review, and View.
  • Slide Pane: Displays thumbnails of all slides in your presentation.
  • Slide Area: The main area where you design and edit individual slides.
  • Notes Pane: Below the slide area, you can add speaker notes for each slide.
  • Status Bar: Displays information like slide number and zoom level.

5.3. Creating a New Presentation:

  • Blank Presentation: WPS Presentation usually opens with a new blank presentation.
  • From Template: “File” > “New” to choose from various presentation templates (business, education, personal, etc.).

5.4. Adding Slides:

  • New Slide: “Home” tab > “New Slide” to add a new slide. You can choose from different slide layouts (Title Slide, Title and Content, Two Content, etc.).
  • Duplicate Slide: Right-click a slide in the Slide Pane and choose “Duplicate Slide.”
  • Delete Slide: Right-click and Delete, or select and press Delete key.

5.5. Adding Content to Slides:

  • Text: Click on a text placeholder and start typing. Use the “Home” tab to format text (font, size, style, color, alignment).
  • Images: “Insert” tab > “Pictures”.
  • Shapes: “Insert” tab > “Shapes”.
  • Text Boxes: “Insert” tab > “Text Box”.
  • Tables: “Insert” tab > “Table”.
  • Charts: “Insert” tab > “Chart”.
  • SmartArt: “Insert” Tab > “SmartArt” for pre-designed visual representations.
  • Videos and Audio: “Insert” tab > “Video” or “Audio” to embed multimedia files.

5.6. Slide Design:

  • Themes: “Design” tab > “Themes” to apply a pre-designed theme to your presentation (colors, fonts, backgrounds).
  • Backgrounds: “Design” tab > “Background Styles” to customize the background of your slides.
  • Slide Master: “View” tab > “Slide Master” to edit the master slide, which controls the overall design of your presentation. Changes to the master slide will be reflected in all slides that use that master.

5.7. Transitions and Animations:

  • Transitions: “Transitions” tab to add transition effects between slides (fade, wipe, push, etc.). You can control the speed and direction of transitions.
  • Animations: “Animations” tab to add animation effects to objects on a slide (appear, disappear, move, etc.). You can customize the timing and order of animations.
  • Animation Pane: “Animations” tab > “Animation Pane” to manage and fine-tune animations.

5.8. Slide Show:

  • Start Slide Show: “Slide Show” tab > “From Beginning” (or F5) to start the slide show from the first slide. “From Current Slide” (or Shift+F5) to start from the currently selected slide.
  • Navigation: Use the arrow keys, Page Up/Down keys, or mouse clicks to advance through the slides.
  • Presenter View: If you have a dual-monitor setup, you can use Presenter View (“Slide Show” tab > “Presenter View”) to see your speaker notes, the next slide, and other tools on your laptop screen while the audience sees only the full-screen presentation.

5.9. Saving and Exporting:

  • Supported Formats: .pptx (Microsoft PowerPoint), .ppt (older PowerPoint format), .dps (WPS Presentation’s native format), .pdf, and others.
  • Export to PDF: “File” > “Export to PDF”.
  • Export as Video: “File” > “Export” > Create a Video.

6. WPS PDF: Basic Usage
WPS Office comes with an integrated PDF tool that is very powerful for a free office suite.

6.1 Opening PDFs:
* WPS Office will usually be set as a default PDF viewer after installation.
* You can open PDFs directly from WPS Writer, Spreadsheet, or Presentation from the “File” menu.

6.2 Viewing PDFs:
* Navigation: Use the scroll wheel, arrow keys, page up/down, or the navigation pane to move through the document.
* Zoom: Zoom in and out using the toolbar buttons or Ctrl + Mouse Wheel.
* Page Layout: Change the page display mode (single page, continuous, facing pages).
* Rotation: Rotate pages if needed.
* Full Screen: View the PDF in full-screen mode.

6.3. Annotating PDFs (Free Version):

  • Highlight: Select text and use the highlight tool to highlight it.
  • Underline: Underline text.
  • Strikethrough: Strikethrough text.
  • Add Text Comment: Add a text box with a comment.
  • Drawing Tools (Limited): Basic drawing tools like lines and shapes may be available in the free version.

6.4. Editing PDFs (Limited in Free Version, More Features in Premium):

  • Edit Text (Premium): In the Premium version, you can directly edit existing text in the PDF.
  • Add Text (Premium): Add new text boxes to the PDF.
  • Add Images (Premium): Insert images into the PDF.
  • Delete Pages (Premium): Remove pages from the PDF.
  • Insert Pages (Premium): Insert pages from other PDF files.
  • Rearrange Pages (Premium): Change the order of pages.
  • Extract Pages (Premium): Create a new PDF file from selected pages.
  • Split and Merge PDFs (Premium): Split a PDF into multiple files or merge multiple PDFs into one.
  • OCR (Premium): Optical Character Recognition allows converting scanned PDFs into editable text.

6.5. Converting PDFs (Free Version):

  • PDF to Word: Convert a PDF file to a Word document (.docx).
  • PDF to Excel: Convert a PDF file to an Excel spreadsheet (.xlsx).
  • PDF to PowerPoint: Convert a PDF file to a PowerPoint presentation (.pptx).
  • PDF to Image: Convert PDF pages to image files (JPG, PNG, etc.).
  • Image to PDF: Convert images to a PDF

6.6. Security Features (Premium):

  • Password Protection: Set a password to open or edit the PDF.
  • Digital Signatures: Add digital signatures to verify the authenticity of the document.

7. Tips and Tricks for Efficient Usage

  • Keyboard Shortcuts: Learn common keyboard shortcuts to speed up your workflow (Ctrl+C for copy, Ctrl+V for paste, Ctrl+Z for undo, Ctrl+S for save, etc.). WPS Office’s shortcuts are largely consistent with Microsoft Office shortcuts.
  • Customize the Quick Access Toolbar: Add frequently used commands to the Quick Access Toolbar for easy access.
  • Use Templates: Take advantage of the extensive template library to save time and create professional-looking documents.
  • Explore the Ribbon Tabs: Familiarize yourself with the different ribbon tabs and the commands they contain.
  • Use Styles (Writer): Apply styles for consistent formatting throughout your documents.
  • Learn Basic Formulas and Functions (Spreadsheets): Mastering basic formulas and functions will significantly enhance your spreadsheet capabilities.
  • Use Slide Master (Presentation): Control the overall design of your presentation by editing the Slide Master.
  • Practice: The best way to learn WPS Office is to practice using it regularly.
  • Online Help: WPS Office has a comprehensive online help system. Access it from the “Help” tab or by pressing F1.
  • Explore Cloud Integration: Link your cloud storage accounts for easy file management.
  • Check for Updates: Regularly check for updates to WPS Office to get the latest features and bug fixes. You can usually do this through your distribution’s package manager or within the WPS Office application itself.
  • Fonts Compatibility: If you experience font rendering issues, particularly with documents created in Microsoft Office, you might need to install Microsoft core fonts on your Linux system. The package name varies by distribution (e.g., ttf-mscorefonts-installer on Debian/Ubuntu).

8. Conclusion

WPS Office provides a robust and user-friendly office suite solution for Linux users. Its high compatibility with Microsoft Office formats, familiar interface, and extensive feature set (even in the free version) make it a compelling alternative to other office suites. This comprehensive tutorial has covered the basic usage of WPS Writer, Spreadsheets, Presentation, and PDF, providing a solid foundation for beginners and those transitioning from other office software. By mastering these basics and exploring the more advanced features, users can leverage WPS Office to efficiently create, edit, and manage a wide range of documents, spreadsheets, and presentations on their Linux systems. The cross-platform nature and cloud integration further enhance its usefulness for today’s diverse computing environments. Remember to practice regularly, utilize the built-in help resources, and explore the vast template library to maximize your productivity with WPS Office.

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