UNIT 1: DIGITAL DOCUMENTATION (ADVANCED)

*********************Q & A*************************

1. What is a style?

Ans:- A style is a set of formats that we can apply to selected pages, text, frames, and other
elements in our document to quickly change their appearance.

2. What are the different types of style supported by OpenOffice?

Ans:- OpenOffice.org supports the following types of styles:

• Page styles include margins, headers and footers, borders and backgrounds. In
Calc, page styles also include the sequence for printing sheets.
• Paragraph styles control all aspects of a paragraph’s appearance, such as text
alignment, tab stops, line spacing, and borders, and can include character
formatting.
• Character styles affect selected text within a paragraph, such as the font and size of
text, or bold and italic formats.
• Frame styles are used to format graphic and text frames, including wrapping type,
borders, backgrounds, and columns.
• Numbering styles apply similar alignment, numbering or bullet characters, and fonts
to numbered or bulleted lists.
• Cell styles include fonts, alignment, borders, background, number formats (for
example, currency, date, number), and cell protection.
• Graphics styles in drawings and presentations include line, area, shadowing,
transparency, font, connectors, dimensioning, and other attributes.
• Presentation styles include attributes for font, indents, spacing, alignment, and
tabs.

3. What are the different ways of applying style in OpenOffice.org?

Ans:- OpenOffice.org provides several ways for you to select styles to apply.
A) Using the Styles and Formatting window

Steps for applying

Step 1) Click the Styles and Formatting icon or click Format > Styles and Formatting, or
press F11. The Styles and Formatting window shows the available types of styles.
Step2) Click on one of the icons of Styles and Formatting window to display a list of styles
 category wise.
Step3) To apply an existing style, double-click on the name of the style.( For character
styles select the characters first.)

B) Using Fill Format mode

1) Open the Styles and Formatting window and select the style you want to apply.

2) Click the Fill Format mode icon .

3) To apply a paragraph, page, or frame style, hover the mouse over the paragraph, page,

or frame and click. To apply a character style, hold down the mouse button while
selecting the characters, clicking on a word applies the character style for that word.
Repeat step 3 until you made all the changes for that style.
4) To quit Fill Format mode, click the Fill Format mode icon again or press the Esc key.

4. Write the steps for creating new styles in OpenOffice.org?

Ans:- steps for creating new styles
1. Open the Styles and Formatting window and choose the type of style you want to

create.
2. In the document, select the item you want to save as a style.

3. In the Styles and Formatting window, click on the New Style from Selection icon.

4. In the Create Style dialog, type a name for the new style. The list shows the names of

existing custom styles of the selected type.

5. Click OK to save the new style.

5. Write the steps for updating a style?

Ans:-
1. Open the Styles and Formatting window.

2. In the document, select an item that has the format you want to adopt as a style.

3. select the style you want to update, New Style from Selection icon and click on Update

Style.

6. Write the steps for copying a style from a template or document?

Ans:- You can copy styles by loading them from a template or another document:
1. Open the document you want to copy styles into.
 2. In the Styles and Formatting window, long-click on the arrow next to the New

Style from Selection icon, and then click on Load Styles.

3. On the Load Styles dialog find and select the template you want to copy styles from.

4. Select the categories of styles to be copied. Select Overwrite if you want the

styles being copied to replace any styles of the same names in the document
you are copying them into.
5. Click OK to copy the styles.

7. What are the different ways are to add image in openoffice.

Ans:- Images can be added to a document in several ways: by inserting an image file, directly
from a graphics program or a scanner, or from the OOo Gallery.

8. write the steps for inserting image using Insert Picture dialog?

Ans:- 1. Click in the OOo document where you want the image to appear.
2. Choose Insert > Picture > From File from the menu bar.

3. On the Insert Picture dialog navigate to the file to be inserted, select it, and click Open.

4. Select Preview to view a thumbnail of the selected image on the right, to verify that the

correct image file.

9. write the steps for inserting image using Gallery?

Ans:- The Gallery provides a convenient way to group reusable objects such as graphics
and sounds that you can insert into your documents. To insert a Gallery image into a
Writer document:
1. To open the Gallery, click on the Gallery icon (located in the right side of the Standard

toolbar) or choose Tools > Gallery from the menu bar.

2. Navigate through the Gallery to find the desired picture.

3. To insert the picture, click and drag it from the Gallery into the Writer document. You

can also right-click on the picture and choose Insert>Copy.

10. What do you mean by modifying an image in writer?

Ans:- modifying an image in writer means resizing, cropping, color change and a workaround to
rotate on a picture.

11. What is Cropping an Image in Writer?

Ans:- When we are only interested in a section of the image for the purpose of your document, we
may wish to crop (cut off) parts of it.
In the Crop page, you can control the following parameters:
Keep scale / Keep image size, Left, Right, Top, and Bottom, Width and Height Adjustments

12. What do you mean by Resizing an image?

Ans:- The inserted image might not fit perfectly into the document if it is too big or too small. In
these cases, you can use Writer to resize the image.
1. Click the picture, if necessary, to show the green resizing handles.

2. Position the pointer over one of the green resizing handles. The pointer changes shape giving a

graphical representation of the direction of the resizing.

3. Click and drag to resize the picture.

4. Release the mouse button when satisfied with the new size.

13. What is Drawing objects? How we can use it?

Ans:- You can use Writer’s drawing tools to create graphics, such as simple diagrams using
rectangles, circles, lines, text, and other predefined shapes. by clicking View > Toolbars >
Drawing.
To use a drawing tool:
1. Click in the document where you want the drawing to be anchored.

2. Select the tool from the Drawing toolbar . The mouse pointer changes to a drawing-functions

pointer .
3. Move the cross-hair pointer to the place in the document where you want the graphic to

appear and then click-and-drag to create the drawing object. Release the mouse button.

14. What do you mean by grouping and ungrouping?

Ans:- Grouping:- combine several objects into a group so that they act as a single object.
To group drawing objects:
1. Select one object, then hold down the Shift key and select the others you want to include in

the group. The bounding box expands to include all the selected objects.
2. With the objects selected, hover the mouse pointer over one of the objects and choose Format

> Group > Group from the menu bar or right-click and choose Group > Group from the pop-up
menu.
15:- What is template?
Ans:- A template is a model that you use to create other documents.it contain anything that
regular documents can contain, such as text, graphics, a set of styles, and user-specific setup
information such as measurement units, language, the default printer, and toolbar and menu
customization.
16. In writer, template created in how many ways?

Ans:- we can create our own templates in two ways: from a document, and using a wizard.
17. Write the steps for Creating a template from a document ?

Ans:- To create a template from a document:

1. Open a new or existing document of the type you want to make into a template (text

document, spreadsheet, drawing, presentation).

2. Add the content and styles that you want.

3. From the main menu, choose File > Templates > Save. The Templates dialog opens

4. In the New template field, type a name for the new template.

5. In the Categories list, click the category to which you want to assign the template. The

category you choose has no effect on the template itself.

18. Write the steps for Creating a template using a wizard?

Ans:- we can use wizards to create templates for letters, faxes, agendas, presentations, and Web
pages.
To create a template using a wizard:
From the main menu, choose File > Wizards >[type of template required]
In the last section of the wizard, you can specify the name and location for saving the template..
we have the option of creating a new document from your template immediately, or manually
changing the template.

19. Write the steps for Setting a custom template as the default?

Ans:- To set a custom template as the default:

1. From the main menu, choose File > Templates > Organize. The Template Management dialog

opens.
2. In the box on the left, select the folder containing the template that you want to set as the

default, then select the template.

3. Click the Commands button and choose Set As Default Template from the drop-down menu.

The next time that you create a document by choosing File > New, the document will be created
from this template.
20. Explain these
 Table:-A table is a grid, an arrangement of rectangles, or cells, in rows and column.
 Column:- A column is a grouping of cells that run from the top to the bottom of a page.
 Rows:- Row is a grouping of cells that run from the left to right of a page.
 Cell:- The intersection point between a row and a column is a cell.

21. Write steps for Inserting Rows, Columns and Cells.

Ans:-
To insert a Column
1. Select the column beside where you want to insert a column,

2. Choose Table -> Insert from the menu.

3. Select the desired option and click on ok (Columns to the Left, Columns to the Right)

To insert a Row
1. Select the row above or below where you want to insert a row.

2. Choose Table ->Insert from the menu.

3. Select the desired option and click on ok( Rows Above, Rows Below)

To insert a Cell
1. Select a cell at the location where you want to insert a cell.

2. Choose Table ->Insert ->Cells. An Insert Cells dialog box is displayed.

3. Select desired option from the dialog box as follows: a) Shift cells right. b) Shift cells down

c) Insert entire row d) Insert entire column

22. What do you mean by Merging and Splitting Cells?

Ans:- Merging of Cells:- Merging of cells means turning two or more cells into one cell
or combining two or more cells into one cell.
● To merge cells/rows/columns, first select the cells/rows/columns which you want to merge.

● Click on the Table ->Merge cells.

Splitting of cell :- Splitting of cell means to split a cell into number of cells. For this you should
have a table already created. In order to split a cell into number of cells follow all these steps:
1. Place your cursor on the cell you want to split.

2. Click on Table ->Split cells

3. Enter number of columns and the number of rows you want to split into.

4. Press Enter or click on OK button.

23. How to protect your table by manual changes?

Ans:- To protect the table of contents from being changed accidentally, check the Protected
against manual changes check box.
( If this box is checked, the table of contents can only be changed using the context menu or the
Insert Table/Index window.
If the box isn't checked, the table of contents can be changed directly on the document page, just
like other text. )

24. What do you mean by mail merge?

Ans:- Mail Merge is a handy feature that allows us to create multiple documents at once, such as
letters, saving our time and effort of retyping the same letter over and over.

25:- Write the steps for creating mail merge?

Ans:- then open a new document with File > New > Text Document and start the Mail Merge

wizard using Tools > Mail Merge Wizard.

Step 1: Select starting document (Use the current document / Create a new document / Use a
template/ Use an existing document.)
Step 2: Select document type (letter or email)
Step 3: Insert address block if you want to create new or Selecting from the existing data source
(address list)
Step 4: Create salutation
Step 5: Adjust layout of letter or email
Step 6: Edit document and insert extra fields
Step 7: Personalize documents
Step 8: Save, print or send