UNIT 1: DIGITAL DOCUMENTATION (Advanced)

Class 10 (Notes)
SESSION 1: CREATE AND APPLY STYLES IN THE DOCUMENT
A style is a set of formats that you can apply to selected pages, text in your document to quickly
change their appearance. Advantages of using Style are:
1. Styles help us to apply consistent formatting to the documents.
2. Style makes the major formatting changes simple.
3. Using styles we can easily change the existing format.

OpenOffice.org supports the following types of styles:

1) Page styles include margins, headers and footers, borders and backgrounds.
2) Paragraph styles control all aspects of a paragraph’s appearance, such as text alignment, tab
stops, line spacing etc.
3) Character styles affect selected text within a paragraph, such as the font and size of text, or
bold and italic formats.
4) Frame styles are used to format graphic and text frames.
5) Numbering styles apply similar alignment, numbering or bullet characters, and fonts to
numbered or bulleted lists.
6) Cell styles include fonts, alignment, borders, background and cell protection.
7) Graphics styles in drawings and presentations include line, area, shadowing, transparency etc.
8) Presentation styles include attributes for font, indents, spacing, alignment, and tabs
.
Apply Style using Styles and Formatting window

1 Click Format > Styles and Formatting or press F11.

2. The Styles and Formatting window shows the types of styles available for the OpenOffice.
3. Click on any one of the icons to display a list of styles in a particular category.
4. Position the insertion point in the paragraph, frame, or page, and then double-click on the
name of the style which you want to apply.
Apply Style 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.
NOTE : Fill Format mode is quite useful when you need to format many scattered paragraphs,
cells, or other items with the same style.

Creating New (Custom) Styles:

We can create New Styles in two ways
1) Creating a new style from a selection: Steps are as follows
a) Open the Styles and Formatting window and choose the type of style you want to create.
b) In the document, select the item you want to save as a style. c) Click on the New Style from
Selection icon from the Styles and Formatting window.
d) Type a name for the new style and Click OK to save the new style.
2) Dragging And Dropping To Create A Style
Select some text and drag it to the Styles and Formatting window. If Paragraph Styles are active,
the paragraph style will be added to the list. If Character Styles are active, the character style will
be added to the list.
Modifying Custom or Pre defined Styles :
OpenOffice.org provides several ways to modify styles (both the predefined styles and custom
styles that you create):
A) Updating A Style From A Selection : To update a style from a selection follow the
following steps:
1. Open the Styles and Formatting window
2. Select an item from the document whose format you want to adopt as a style.
3. In the Styles and Formatting window, select the style you want to update , then click on the
arrow next to the New Style from Selection icon and click on Update Style.
B) Loading Styles From A Template Or 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. Load style dialog box appears.
4. Select the categories of styles to be copied.
5. Click OK.

SESSION 2. INSERT AND USE IMAGES

INSERT IMAGE:
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 Open Office Gallery.
1. Inserting An Image File :
When the image is in a file stored on the computer, you can insert it into an Open Office
document using either of the following methods :
A. Drag and Drop
1. Open a file browser window and locate the image you want to insert.
2. Drag the image into the Writer document and drop it where you want it to appear.
B. Insert Picture Dialog
1. Click in the Open Office document where you want the image to appear.
2. Choose Insert > Picture > From File from the menu bar.
3. On the Insert Picture dialog , select the file to be inserted and click Open.

2. Inserting An Image From The Clipboard :

a. Open the source document and the target document.
b. In the source document, select the image and press Ctrl + C to copy image.
c. Switch to the target document and place the cursor where the image is to be inserted.
d. Press Ctrl + V to paste the image.

3. Inserting An Image Using A Scanner :

If a scanner is connected to your computer Open Office can call the scanning application and
inserted the scanned item into the document. To start this procedure, select Insert > Picture >
Scan > Select Source.

4. Inserting An Image From The Gallery :

a) To open the Gallery, click on the Gallery icon or choose Tools > Gallery
b) Select the image from the Gallery.
c) Drag image from the Gallery into the Writer document or right-click on the picture and choose
Insert>Copy
MODIFY IMAGE :
When you insert a new image, you may need to modify it to suit the document. We can modify
image by using Picture toolbar, resizing, cropping etc
1. Using The Picture Toolbar :
When you insert an image or select one already present in the document, the Picture toolbar
appears. You can set it by clicking View > Toolbars > Picture. Two other toolbars can be opened
from this one: the Graphic Filter toolbar and Color Toolbar.
From these three toolbars, you can apply small corrections to the graphic or obtain special
effects.
Graphics mode : You can change color images to grayscale by selecting the image and then
selecting Grayscale from the Graphics mode list
Flip vertically or horizontally : To flip an image vertically or horizontally, select the image,
and then click the relevant icon.
Filters : Following Table provides a short description of the available filters. Feel free to
experiment with the different filters and filters settings. You can undo all the changes by pressing
Ctrl+Z or Alt+Backspace or by selecting Edit > Undo.

Transparency : Modify the percentage value in the Transparency box on the Picture toolbar to
make the image more transparent. This is useful for creating a watermark.
2. Cropping Images :
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 page
In the Crop page, you can control the following parameters:
Keep scale / Keep image size : 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 , shrinking , or distortion of the image so that the image size remains constant.
3. Resizing Image :
Steps to resize the image in Writer are –
 1. Click the picture, to show the green resizing handles.
2. Position the pointer over one of the green resizing handles.
3. Click and drag to resize the picture.
Rotating a Picture : Writer does not provide a tool for rotating a picture; however, there is a
simple workaround:
1. Open a new Draw or Impress document.
2. Insert the image you want to rotate.
3. Select the image and select the Rotate icon from the Drawing toolbar.
4. Rotate the image as desired.
5. Select and Copy the rotated image and paste it in Writer document.
Creating Drawing Objects :
We can draw the object using drawing toolbar by clicking View > Toolbars > Drawing. Steps to
To use a drawing tool are :
1. Click in the document where you want to insert the object.
2. Select the tool from the Drawing toolbar.
3. Click and drag to create the drawing object.
After inserting the object You can change the properties (fill color, line type and weight,
anchoring, and others) of the drawing object using the Drawing Object Properties toolbar.
Grouping Drawing Objects :
Steps to group drawing objects are :
1. Select one object, then hold down the Shift key and select the others you want to include
in the group.
2. Choose Format > Group > Group from the menu bar or right-click and choose Group >
Group from the pop-up menu.
Positioning Image/Graphics Within The Text :
When you add a graphic to a text document, you need to choose how to position it with respect
to the text and other graphics. Positioning of a graphic is controlled by four settings
1 Arrangement refers to the placement of a graphic on an imaginary vertical axis.
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. 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.

SESSION : 3 CREATE AND USE TEMPLATE

A template is a model that you use to create other documents. For example, you can create a
template for business reports that has your company’s logo on the first page. New documents
created from this template will all have your company’s logo on the first page.
Creating a Template :
Template can be created in two ways :

1. Creating a template from a Document : Steps to create template from a document are –
a) Open a new or existing document of the type you want to make into a template (text
document, spreadsheet, drawing, presentation).
b) Add the content and styles that you want.
c) From the main menu, choose File > Templates > Save , to open template dialog box.
d) Type a name for the new template.
e) Select the category in which you want to assign the template.
f) Click OK to save the template.
2. Creating a template using a wizard: Steps to create template using a wizard are –
a) From the main menu, choose File > Wizards >[type of template required]
b) Follow the instructions on the pages of the wizard.
c) In the last section of the wizard, you can specify the name and location for saving the
template.
Setting a custom template as the default
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.
Resetting the default template
To re-enable Open Office’s Default template for a document type as the default:
1. In the Template Management dialog, click any folder in the box on the left.
2. Click the Commands button and choose Reset Default Template from the drop-down
menu.

SESSION 4: CREATE AND CUSTOMIZE TABLE OF CONTENTS

Creating a Table of Contents
Writer’s table of contents feature lets you build an automated table of contents from the headings
in your document. For example, you can use the Heading 1 style for chapter titles and the
Heading 2 and Heading 3 styles for chapter subheadings.
Steps to create Table of Content are :
1. Place the cursor in the document where you want the table of contents to be inserted.
2. Select Insert > Indexes and Tables > Indexes and Tables
3. Click OK.

Using the Index/Table tab :

Use the Index/Table tab to set the table’s attributes like
Adding A Title : If you’d like the table of contents to have a title, enter it in the Title field.
Protecting Against Manual Changes : To protect the table of contents from being changed
accidentally, check the Protected against manual changes check box.
: Changing The Number Of Levels By default, Writer evaluates 10 levels of headings. To
change the number of levels evaluated, enter the desired number in the Evaluate up to level spin
box
Using The Entries Tab
Use the Entries tab, to format the entries in the table of contents. For each outline level, you can
add and delete elements, such as chapter numbers, and you can also apply character styles to
individual elements.
The Structure line displays the elements for entries in that level. Each button on the Structure
line represents one element:
1. The E# button represents the chapter number.
2. The E button represents the entry text.
3. The T button represents a tab stop.
4. The # button represents the page number.
5. The LS button represents the start of a hyperlink. (This button doesn’t appear on the
default Structure line.)
6. The LE button represents the end of a hyperlink. (This button doesn’t appear on the
default Structure line.)
Deleting Elements : To delete an element from the Structure line, click the button that represents
that element and then press the Delete key on your keyboard.
Adding Elements : To add an element to the Structure line, follow these steps:
1. Place your cursor in the white field to the left of where you want to insert the element.
2. Click one of the five buttons that are just below the Structure line. (For example, to add a
tab stop, click the Tab stop button.) A button representing the new element appears on the
Structure line.
Applying Character Styles : To apply a character style to an element on the Structure line:
1. On the Structure line, click the button that represents the element to which you want to
apply a style.
2. From the Character Style drop-down list, select the desired style. Writer applies the
selected style to the selected element.
Using The Styles Tab :
Use the Styles tab, to apply paragraph styles to the table of contents. You can apply a different
paragraph style to each outline level of the table.
To apply a paragraph style to an outline level, follow these steps:
1. In the Levels list box, select the desired outline level.
2. Click the paragraph style that you want to apply.
3. Click the < button to apply the selected paragraph style to the selected outline level.
To remove paragraph styling from an outline level:
1) In the Levels list box, select the desired outline level by clicking it.
2) Click the Default button.
Using The Background Tab :
Use the Background tab, to add color or a graphic to the table background.
Adding Color : To add color to the background of the table of contents, simply click the desired
color in the color grid.
Adding A Graphic : To add a graphic to the background of the table of contents, follow these
steps:
1. From the As drop-down list, select Graphic. The Background tab displays the graphics
options.
2. Click the Browse button.
3. Find the graphic file that you want to use and then click the Open button.
4. In the Type area of the Background tab, choose how you want the background graphic to
appear:
  To position the graphic in a specific location in the background, select Position.
 To stretch the graphic so that it fills the entire background area, select Area.
 To repeat the graphic across the entire background area, select Tile
Deleting Color Or Graphics : To delete color or graphics from the table background, follow these
steps:
1. From the As drop-down list, select Color.
2. Click No Fill on the color grid.
Editing A Table Of Contents :
To edit an existing table of contents:
1. Click anywhere in the table of contents and then right click. The context menu appears.
2. From the context menu, choose Edit Index/Table. The Insert Index/Table window opens
and you can edit and save the table.
Update Table of Content :
If you add or delete text (so that headings move to different pages) or you add, delete, or change
headings, you need to update the table of contents. To do this
1. Place the cursor within the table of contents.
2. Right-click and select Update Index/Table from the pop-up menu.
Deleting A Table Of Contents ::
To delete the table of contents from a document:
1. Click anywhere in the table of contents and then right click. The context menu appears.
2. From the context menu, choose Delete Index/Table. Writer deletes the table of contents.

SESSION 5. IMPLEMENT MAIL MERGE

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.
A mail merge can also be a quick way to take a list of people’s mailing addresses and generate
labels or envelopes with the address for a different person on each label or envelope.
Create a Mail Merge Document: Letter
1. Open a template, or create a new Writer document.
2. Save the document with the appropriate name with extension .odt or .ods
3. Write out the text that will be going to everyone, and plan where you want the fields.
To Make The Data Source And Entering Data
1. Choose File > New > Database
2. Select the type of data: spreadsheet data, text file data or the type of database you’re using like
Access or mySQL.
3. Click Next
Merging The Data Source With Main Document
1. Open the letter you want to use.
2. Once you have the letter then insert the fields from the database at specific position by
dragging the fields.
3. If you want a field in the letter twice, you can drag it twice.
4. Format the document any way you want it.
5. The last step is to either print the letter to a printer, or “print” to a Writer file so you can see all
the data merged.
Editing a saved file of mailing labels

To edit a saved file of mailing labels, open the saved label file in the normal way. You will be
prompted to update all links. Choose No for the following reason: The first label on the page is
termed the “Master Label” and all other labels are linked to it. If you update the links, then all
labels will end up containing the same data.
Printing Mailing Labels
Before beginning this process, note the brand and type of labels you intend to use. To prepare
mailing labels for printing:
1. Choose File > New > Labels.
2. On the Options tab, ensure that the Synchronize contents option is selected.
3. Select Database, Table, label Brand, and label Type
4. Click the Labels tab and move fields from Database field list to Label text area.
5. Choose File > Print. The message shown in appears. Click Yes to print.
6. In the Mail Merge dialog ( ), Click OK to send the labels directly to the printer