DIGITAL DOCUMENTATION (ADVANCED)

1. What are styles? What are the advantages of using styles?

Ans. A style is a set of formats that can be applied to selected pages, text, frames and other
elements in a document to quickly change their appearance.
The advantages of using style are:
i) It helps to improve consistency in a document.
ii) It makes major formatting changes easy.
2. Explain the types of styles provided in word processors (important):
• 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. How can we create our own styles?
Ans. The steps to create own styles are:
i) Open the Styles and Formatting window and choose the type of style to be created.

ii) In the document, select the item to save as a style.

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

iv) In the Create Style dialog, type a name for the new style.

v) Drag and drop a text selection into the Styles and Formatting window to create a new style.
4. List the methods of inserting images in a text document. Ans. The different
methods of inserting images in a text document are:
i) Drag and drop
ii) Insert Picture using dialog
iii) Inserting an image from the clipboard
iv) Inserting an image using scanner
v) Inserting an image from the Gallery
5. What do you understand by the terms:
a. Text Wrapping

b. Anchoring

Ans. Text Wrapping: It refers to the relation of graphics to the surrounding text, which may
wrap around the graphic on one or both sides, be overprinted behind or in front of the graphic or
treat the graphics as a separate paragraph or character.
Different types of Text Wrapping are-
No wrap
Page wrap
Wrap through
In background

Anchoring: It refers to the reference point for the graphics. This point could be the page, or
frame where the object is, a paragraph, or even a character. An image always has an anchor
point.
6. What are templates? What are the advantages of using templates? What a template can
contain?
Ans. Templates are preformatted documents, intended to speed up the creation of commonly
used document types such as letters, fax forms, or envelopes. Templates are also used as
guidelines.
The advantages of using templates are:
i) It save time and money.
ii) Maintain consistency and clarity
Templates can 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 etc.
7. What are the ways to create templates?
Ans. There are two ways to create templates-
1. From a document 2. Using a wizard

8. What is the difference between styles and templates?

Ans. Styles keep your formatting consistent within a document whereas Templates allow you to
re-use text, and keep your look and feel consistent across multiple documents.
13. What is mail merge?
Ans. A mail merge is a method of taking data from a database, spreadsheet, or other form of
structured data, and inserting it into documents such as letters, and mailing labels.
A mail merge is a way to take a letter you’ve written and send it to a whole bunch of people,
personalizing it with information about them so they might think that you typed that letter
personally for them.
Two documents are required for mail merge-
1. Document 2. Data Source (Address)
Q14. What are the advantages of using mail merge?
Ans. The advantages of mail merge are-
1. It saves time and efforts.
2. Producing mass mailings is much simplified
3. Helps to create personalized letters.

Q 15. Give examples of databases in which the Data Source can be created.
Ans- OpenOffice.org can register as a Data Source the following database types:
• ODBC • MySQL • dBase • Text • Spreadsheet • Address Book

Q 16. Explain different types of filters available in open office.

Ans. Different types of filters are-
1. Invert - Inverts the color values of a color image or the brightness values of a grayscale
image.
2. Smooth- Softens the contrast of an image.
3. Sharpen- Increases the contrast of an image.
4. Remove noise- Removes single pixels from an image.
5. Posterize- Makes a picture appear like a painting by reducing the number of colors used.
6. Pop Art - Modifies the picture dramatically
7. Charcoal - Displays the image as a charcoal sketch.
8. Mosaic - Joins groups of pixels into a single area of one color.

Q17. What is cropping of an image?

Ans. When you are only interested in a section of the image for the purpose of your document,
you may wish to crop (cut off) parts of it.
To start cropping the image, right click on it and select Picture from the pop-up menu. In the
Picture dialog box, select the Crop option.
Q 18. What is the difference between keep scale and keep size while cropping the image?
Ans. When Keep scale is selected (default), cropping the image does not change the scale of the
picture.
When Keep image size is selected, cropping produces enlargement (for positive cropping
values), shrinking (for negative cropping values), or distortion of the image so that the image
size remains constant.
Q- 19- Define Arrangement and Alignment.
Ans- 1. Arrangement refers to the placement of a graphic on an imaginary vertical axis.
Arrangement controls how graphics are stacked upon each other or relative to the text.
2. Alignment refers to the vertical or horizontal placement of a graphic in relation to the chosen
anchor point.
Q 20- Define table of contents feature.
Ans- This feature helps to build an automated tables of content i.e an index from the headings
and subheadings in our document.
For this, we can use heading 1 for titles and headings and heading2 and heading 3 for
subtitles/subheadings.
Q21 – What are the types of positioning of graphics?
Ans Positioning of a graphic is controlled by four settings:
1. Arrangement refers to the placement of a graphic on an imaginary vertical axis.
Arrangement controls how graphics are stacked upon each other or relative to the text.
2. Alignment refers to the vertical or horizontal placement of a graphic in relation to the
chosen anchor point.
3. Anchoring refers to the reference point for the graphics. This point could be the page, or
frame where the object is, a paragraph, or even a character. An image always has an anchor
point.
4. Text wrapping refers to the relation of graphics to the surrounding text, which may wrap
around the graphic on one or both sides, be overprinted behind or in front of the graphic, or
treat the graphic as a separate paragraph or character.
Q22 Explain Structure and formating options under Entries tab from Insert Index window.
Ans Each button on the Structure line represents one element:

▪ The E# button represents the chapter number.

▪ The E button represents the entry text.
▪ The T button represents a tab stop.
▪ The # button represents the page number.
▪ The LS button represents the start of a hyperlink.
▪ The LE button represents the end of a hyperlink