SAMBHU DAYAL PUBLIC SCHOOL

Topic name – Digital documentation

Name-Nitin Kumar
Class-10th

Submitted to-Neeru Manjhi

 Digital documentation (Advanced)

Content
 Word processor
 Create and apply Styles in the document
 Insert and use images
 Create and use Template
 Create and customise Table of contents
 Implement Mail Merge

WORD PROCESSOR
Word processing software is used for the creation of text-based documents. It is a
GUI based software used in the Windows environment. A word processor is a
software packages that processor textual matter and creates organized documents.
In a precise manner, a word processor is a software application that, as directed by
user, performs word processing which includes the compost ion, editing,
formatting and sometimes printing of any sort of material.

There are many software packages available to do the job of word processing.
Some examples of word processing softwares are apple Works, Microsoft Word,
star office, Text Maker, WordPerfect. etc

Create and Apply Styles in the Document

A style is a set of formats that you can apply to selected pages, texts frames, and
other elements in your document to quickly changes their appearance. When you
apply a style, you apply a whole group of formats at the same times. Many people
manually format paragraphs, words, tablets, page layouts and other parts of their
documents without paying any attention to styles

Styles are predefined sets of formatting instructions for text. They

include font style, size, color, alignment, spacing, etc. Using styles
makes it easier to apply consistent formatting across the document and
ensures that formatting changes can be made globally.

Creating and Customizing a Style:

1. Select the Text You Want to Style:

o Highlight the text you want to format (e.g., a heading,
paragraph, or list).
2. Create a New Style:
o In the Home tab, go to the Styles group and click the small
arrow at the bottom-right corner to open the Styles pane.
o Click New Style at the bottom of the pane.
o In the Create New Style from Formatting dialog box, name
your style (e.g., "My Heading").
o Modify the following options:
 Style type: Paragraph (for body text) or Character (for
specific characters or words).
 Style based on: Choose an existing style to base your
style on (if applicable).
 Formatting: Click the Format button to adjust font,
size, color, alignment, paragraph spacing, and other
formatting options.
o After adjusting, click OK to save your custom style.
3. Apply a Style:
o To apply your new style, select the text you want to format
and simply click on your custom style in the Styles group on
the Home tab.

Modifying an Existing Style:

  Right-click on an existing style in the Styles pane and select
Modify. You can adjust font, color, alignment, and other settings.
Any changes you make to a style will be applied to all text that
uses that style.

Benefits:

 Consistent look across your document.

 Fast and easy to apply uniform formatting throughout the
document.
 Global changes: if you change one style (e.g., Heading 1), it will
automatically update all text with that style.

Insert and Use Images

Inserting images into documents enhances the visual appeal and supports
the content. Word processors allow you to format the layout of the
images, adjust their size, and wrap text around them to fit with your
document's design.

Steps to Insert an Image:

1. Insert an Image:
o Place your cursor where you want the image to appear.
o Go to the Insert tab on the ribbon and click on Pictures.
o You have two main options:
 This Device: Insert an image from your computer.
 Online Pictures: Use Bing to search and insert an
image from the web.
o Choose your image and click Insert.
2. Resize and Crop the Image:
o After inserting, click the image to select it.
o You will see sizing handles on the edges of the image; drag
them to resize.
 o To crop the image, go to Picture Tools → Format → Crop.
Adjust the crop area by dragging the crop handles.
3. Text Wrapping Options:
o Right-click on the image and select Wrap Text.
o Choose a text wrapping style that suits your document.
Common options:
 In Line with Text: Image behaves like text (not
movable).
 Square: Text wraps around the image in a square
shape.
 Tight: Text wraps closely around the contours of the
image.
 Behind Text: Image is in the background, with text on
top.
 Front of Text: Image appears on top of the text.
4. Format the Image:
o Use the Picture Tools tab to apply artistic effects, borders,
and shadows.
o Adjust brightness, contrast, and color using the options in the
Format tab.

Benefits:

 Enhances the appearance of documents.

 Provides a professional look with proper text wrapping and image
placement.
 Helps in explaining concepts visually, especially in reports and
presentations.

Create and Use Templates

Templates are preformatted documents that allow you to create
consistent content without starting from scratch every time. Templates
can include a variety of design elements like headings, footers, page
layouts, and more.

Steps to Create a Template:

1. Create a Document Layout:

o Open a new document and design the layout. For example,
you might want a report template, so you’ll add a title,
headings, a footer with page numbers, and any sections you
typically use.
o Apply your preferred styles to headings, body text, and other
sections.
2. Save as a Template:
o Once your document is set up, go to File → Save As.
o Choose a location (e.g., One Drive or your computer) and
select the Word Template (*.dotx) format from the Save as
Type dropdown.
o Name your template and click Save.
3. Using a Template:
o When creating a new document, go to File → New.
o Select Personal or Custom to find your saved templates.
o Click on the template you want to use, and it will create a
new document based on that template.

Benefits:

 Saves time by not having to reformat documents repeatedly.

 Ensures consistency across multiple documents, especially in
organizations.
 Templates help enforce branding, structure, and style.

Create and Customize Table of Contents

A Table of Contents (TOC) is crucial for longer documents to help
readers navigate the sections quickly. Word processors can generate a
TOC based on the document's heading styles.

Steps to Create a Table of Contents:

1. Apply Heading Styles:

o Before inserting a TOC, apply Heading 1, Heading 2, and
other heading styles to the main sections and subsections of
your document.
o To apply a heading style, select the text you want as a
heading and click the appropriate Heading style from the
Styles group in the Home tab.
2. Insert a Table of Contents:
o Place your cursor where you want the TOC to appear
(usually at the beginning of the document).
o Go to the References tab and click on Table of Contents.
o Choose one of the automatic styles (e.g., Classic, Modern).
3. Customize the Table of Contents:
o After inserting, click on the TOC and choose Custom Table
of Contents.
o You can modify the appearance of the TOC, such as font
style, number of heading levels displayed, or whether to
show page numbers.
4. Update the Table of Contents:
o After making changes to your document (e.g., adding new
headings or changing page numbers), right-click the TOC
and choose Update Field. You can choose to update the
entire table or just the page numbers.

Benefits:

 Helps readers navigate complex, multi-section documents.

 Updates automatically when changes are made to headings, saving
time.
  Provides professional structure to reports, books, and academic
papers.

Implement Mail Merge

Mail Merge is a powerful tool for sending personalized documents to
multiple recipients. It’s commonly used for letters, invitations, or labels.

Steps to Perform a Mail Merge:

1. Start the Mail Merge:

o Go to the Mailings tab and click Start Mail Merge.
o Choose the document type (e.g., Letters, Envelopes, Labels).
2. Select Recipients:
o Click Select Recipients and choose Use an Existing List.
o Browse to your data source (usually an Excel file with
recipient names, addresses, etc.) and select it.
3. Insert Merge Fields:
o Place your cursor where you want to insert personalized
information.
o Click Insert Merge Field and choose the field you want to
insert (e.g., First Name, Address).
o Repeat for other fields (e.g., greeting, closing, etc.).
4. Finish and Merge:
o After customizing your document, click Finish & Merge.
o You can select Print Documents to print directly or Send E-
Mail Messages if you're creating email messages.

Benefits:

 Saves time when sending large volumes of personalized

documents.
 Eliminates the need for manual changes for each recipient.
 Very effective for marketing, invitations, or form letters.