UNIVERSAL

CONVENT
SENIOR
SECONDARY
Information Technology (402)
Digital Documentation

Submitted to – Submitted by –
 ACKNOWLEDGEMENT
I would like to express my special thanks of gratitude to my
teacher “ ” as well as our principal “
” who gave me the golden opportunity to do this wonderful
project on the topic “Digital Documentation” which also helped
me in doing lot of research and I came to know about so many
new things.
I am really thankful to them.
Secondly, I would Also like to thank my parents and friends who
helped me a lot in finalizing this project within the limit time
frame.
Yours Sincerely,
 CERTIFICATE
This is to Certify that has successfully
completed the project file on Digital Documentation Under my
guidance and supervision.

I am very satisfied with their initiative and efforts for the

completion of project file as a part of curriculum of CBSE Class X
Examination.

Date :
Place :

Signature of Signature of
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 Digital
Documentation
INDEX
SESSION 1: – CREATE AND APPLY STYLE IN THE DOCUMENT
SESSION 2: – INSERT AND USE IMAGES
SESSION 3: – CREATE AND USE TEMPLATE
SESSION 4: – CREATE AND CUSTOMIZE TABLE OF CONTENTS
SESSION 1: CREATE AND APPLY STYLES IN
THE DOCUMENT

Style: A style is a set of formats that you can apply to selected

pages, text, frames, and other elements in your document to quickly
change their appearance.

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.
Applying styles
Using the Styles and Formatting window(Step by Step)

1. Click the Styles and Formatting icon located at the left-

hand end of the object bar, or click Format > Styles and
Formatting, or press F11. The Styles and Formatting
window shows the types of styles available for the
OpenOffice (OpenOffice.org) component you are using.
2. Click on one of the icons at the top left of the Styles and
Formatting window to display a list of styles in a
particular.
3. To apply an existing style (except for character styles),
position the insertion point in the paragraph, frame, or
page, and then double-click on the name of the style in
one of these lists. To apply a character style, select the
characters first.

Using Fill Format mode

Fill format mode is used to apply a style to many different areas
quickly without having to go back to the Styles and Formatting
window and double-click every time. This method is quite useful
when you need to format many scattered paragraphs, cells, or other
items with the same style.

1. Open the Styles and Formatting window and select the

style you want to apply.

2. Click the Fill Format mode icon to apply a paragraph,

page, or frame style, hover the mouse over the
paragraph, page, or frame and click.

3. 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. An important point to note
here is that when this mode is active, a right-click
anywhere in the document undoes the last Fill Format
action. Be careful not to accidentally right click and thus
undo actions you want to keep.

Creating New (Custom) Styles

You may want to add some new styles. You can do this in two ways:

 Creating a new style from a selection

You can create a new style by copying an existing manual
format. This new style applies only to this document; it
will not be saved in the template.
Open the Styles and Formatting window and choose the
type of style you want to create.
In the document, select the item you want to save as a
style.
In the Styles and Formatting window, click on the New
Style from Selection icon.
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.
Click OK to save the new style.
 Dragging And Dropping To Create A Style
You can drag and drop a text selection into the Styles and
Formatting window to create a new 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 Styles
OpenOffice.org provides several ways to modify styles (both the
predefined styles and custom styles that you create):

1. Updating a style from a selection.

2. Load or copy styles from another document or template.
Updating A Style From A Selection
 Open the Styles and Formatting window.
 In the document, select an item that has the format you
want to adopt as a
style.
 In the Styles and Formatting window,
select the style you want to update (single click, not
double-click), then long- click on the arrow next to the
New Style from Selection icon and click on Update Style.

Loading Styles From A Template Or Document

You can copy styles by loading them from a template or another
document:

Open the document you want to copy styles into.

 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.
 On the Load Styles dialog, find and select the template
you want to copy styles from.
 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.
 Click OK to copy the styles. You will not see any change
on screen.
To copy the styles from another document, click the From File
button to open a
window from which you can select the required document.

SESSION 2: INSERT AND USE IMAGES

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.
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:

 Drag and Drop

Open a file browser window and locate the image you want to insert Drag the
image into the Writer document and drop it where you want it to appear. A faint
vertical line marks where the image will be dropped
 Insert Picture Dialog
Click in the Open Office document where you want the image to appear.
Choose Insert > Picture > From File from the menu bar.
On the Insert Picture dialog, navigate to the file to be inserted, select it, and click
Open.
At the bottom of the dialog are two options, Preview and Link. Select Preview to
view a thumbnail of the selected image on the right, so you can verify that you
have the correct file. See below for the use of Link.
 Inserting An Image From The Clipboard
Using the clipboard, you can copy images into an Open Office document
from another Open Office document and from other programs. To do this:
Open both the source document and the target document. In the source
document, select the image to be copied Move the mouse pointer over the
selected image and press Ctrl+C to copy the image to the
clipboard. Switch to the target document Click to place the cursor where
the graphic is to be inserted. Press Control+V to insert the image.
 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 Open Office
document as an image.
Insert > Picture > Scan > Select Source
 Inserting An Image From The Gallery
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.
Navigate through the Gallery to find the desired picture.
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.

Modifying An Image

We will discuss the use of the Picture toolbar, resizing, cropping, and a workaround
to rotate a picture.
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 to always be present (View > Toolbars > Picture).
Picture control buttons from the Picture toolbar can also be added to the Standard
Toolbar.

 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 includes some
of the available filters in
OpenOffice
Transparency

Modify the percentage value in

the Transparency box on the
toolbar to make the image more
transparent. This is particularly
useful when creating a
watermark or when wrapping the image in the background.

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

  Left, Right, Top, and Bottom
 Width and Height
 Resizing an Image
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 (for positive cropping values),
shrinking (for negative cropping values), or distortion of the image
so that the image size remains constant.

Left, Right, Top, and Bottom

The image is cropped by the amount entered in these boxes. For

example, a value of 3cm in the Left box cuts 3 cm from the left side
of the picture.

When Keep scale is selected, the size of the image also changes, so
in this example the width will be reduced by 3 cm.

When Keep image size is selected, the remaining part of the image
is enlarged (when you enter positive values for cropping) or shrunk
(when you enter negative values for cropping) so that the width and
height of the image remains unchanged.

Width and Height

The Width and Height fields under either Scale or Image size change
as you enter values in the Left, Right, Top, and Bottom fields. Use
the thumbnail next to these fields to determine the correct amount
by which to crop.

Resizing an Image

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.
Click the picture, if necessary, to show the green resizing handles
Position the pointer over one of the green resizing handles. The
pointer

changes shape giving a graphical representation of the direction of

the resizing. Click and drag to resize the picture.

Release the mouse button.

Rotating a Picture

Writer does not provide a tool for rotating a picture; however, there
is a simple workaround:

Open a new Draw or Impress document

(File > New > Drawing or File > New > Presentation).

Insert the image you want to rotate. You can use any of the
mechanisms described in “Error! Reference source not found.” on
page Error! Bookmark not defined., although there are some slight
variations in the position of the menu entries and icons.

Select the image, then in the Drawing toolbar (shown by default at

the bottom of the window in Impress and Draw), select the Rotate
icon from the Effects tear off toolbar.

Rotate the image as desired. Use the red handles at the corners of
the picture and move the mouse in the direction you wish to rotate.
By default the picture rotates around its center (indicated by a black
crosshair), but you can change the pivot point by moving the black
crosshair to the desired rotation center.

To restrict the rotation angle to multiples of 15 degrees keep the

Shift key pressed while rotating the image.

Select the rotated picture by pressing Ctrl+A, then copy the image
to the clipboard with Ctrl+C.
Finish by going back to the location of the Writer document where
the image is to be inserted and pressing Ctrl+V.

Creating Drawing Objects

To begin using the drawing tools, display the Drawing toolbar, by click in View >
Toolbars > Drawing.

To use a drawing tool:

Click in the document where you want the drawing to be anchored. You can change the
anchor later, if necessary.

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

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.
The selected drawing function remains active, so you can draw another object of the
same type.

To cancel the selected drawing function, press the Esc key or click on the Select icon
(the arrow) on the Drawing toolbar.

You can now change the properties (fill color, line type and weight, anchoring, and
others) of the drawing object using either the Drawing Object Properties toolbar or the
choices and dialog boxes reached by right-clicking on the drawing object.

Set or Change Properties For Drawing Objects

To set the properties for a drawing object before you draw it:

On the Drawing toolbar (Figure Given Below), click the Select tool.

On the Drawing Object Properties toolbar, click on the icon for each property and select
the value you want for that property.

For more control, or to define new attributes, you can click on the Area or Line icons on
the toolbar to display detailed dialog boxes.

The default set applies to the current document and session. It is not
retained when you close the document or close Writer, and it does not apply to any
other document you open. The defaults apply to all the drawing objects

except text objects.

To change the properties for an existing drawing object:

1. Select the object.

2. Continue as described above.
You can also specify the position and size, rotation, and slant and corner radius
properties of the drawing object:

Right-click on the drawing object and then click Position and Size from the popup menu.
The Position and Size dialog box is displayed.

Choose any properties, as required.

Resizing a Drawing Object

The same considerations for resizing an image apply also to resizing an object.

For a scaled resizing, select one of the corner handles and keep the Shift key pressed
while dragging the handle to its new position.

For more sophisticated control of the size of the object,

Select Format > Object > Position and Size from the menu bar. Use the Position and
Size dialog box to set the width and height independently.

If the Keep ratio option is selected, then the two dimensions change so that the
proportion is maintained, allowing for a scaled resizing.

Grouping Drawing Objects

To group drawing objects:

1. Select one object, then hold down the Shift key and select the others you want to
include in the 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
Easier Way is by choosing the objects and then using the shortcut key ctrl + G
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:

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.

Alignment refers to the vertical or horizontal placement of a graphic in

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.

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.

The settings can be accessed in a number of ways, depending on the nature of the
graphics:

1. From the Format menu, where you can find Alignment, Arrange, Wrap, and
Anchor (both for images and drawing objects)
2. From the pop-up menu displayed when you right-click on the graphic
3. For images, from the Type and Wrapping pages of the Picture dialog Note that
you cannot control the arrangement using the dialog box. To open the Picture
dialog box, click on the image to select it and then choose Format > Picture or
right-click on the graphic and choose Picture on the pop-up menu.
4. For drawing objects, from the Position and Size page of the Position and Size
dialog To open the Position and Size dialog box, click on the drawing object to
select it and then choose Format > Object > Position and Size or right-click on
the graphic and choose Position and Size on the pop-up menu. Note that you
can only control the alignment and anchoring.

SESSION 3: CREATE AND USE TEMPLATE

What is Template?
A template is a model that you use to create other documents. For Example, If your
school makes your school worksheets which have same layout in all with its logo and
address. How hard it would be to clone it again and again in the file with same changes.
So here you can use Template which will give the logo and basic information to all the
files.

Templates can contain:

 Text, Heading, Header/Footer Graphics( Images, Videos, etc) A set of styles

 Default Printer Language Toolbar settings
 Any many such more things.

Creating a Template
You can create your own templates in two ways: from a document, and using a wizard.

Creating A Template From A Document

To create a template from a document:

Open a new or existing document of the type you want to make into a template

Add the content and styles that you want.

From the main menu, choose: File > Templates > Save.

In the new Document wherever you want to use the template follow this:

1. In the New template field, type a name for the new template.
2. 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; it is simply the
folder in which you save the template. Choosing an appropriate category makes
it easier to find the template when you want to use it.
3. Click OK to save the new template.
Creating A Template Using A Wizard

 From the main menu, choose File > Wizards >>template Type
 Follow the instructions on the pages of the wizard. This process is slightly
different for each type of template, but the format is very similar.
 In the last section on the wizard you decide where to store the template.
  Finally, you have the option of creating a new document from your template
immediately, or manually changing the template.
Setting A Default Template

You can set any template to be the default, as long as it is in one of the folders
displayed in the Template Management dialog.

To set a custom template as the default:

1. From the main menu, choose File > Templates > 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
3. Click the Commands button and choose Set As Default Template from the
dropdown
Now whenever you open the document you will get the template as the one you set it
default.

Resetting the default template

To reset back to default template, simply follow following steps:

1. In the Template Management dialog, click any folder in the box on the
2. Click the Commands button and choose Reset Default Template from the
dropdown

SESSION 4: CREATE AND CUSTOMIZE TABLE OF

CONTENTS
Basically, here we will learn how to make index in Open Office Document. In Open
Office we have a direct feature to make Table of Content. Simply follow the

following steps:

1. When you create your document, use the following paragraph styles for different
heading levels (such as chapter and section headings): Heading 1, Heading 2,
and Heading 3. These are what will appear in your table of contents. You can
use more levels of headings, but the default setting is to use only the first three
levels in the table of contents.
2. Place the cursor where you want the table of contents to be inserted.
3. Select Insert > Indexes and Tables > Indexes and Tables
2. Change nothing in the Insert Index/Table Click OK.
If you make any changes in headings or if you add some more content and your page
number changes than you will need to update the Table of Content. Follow this steps to
make changes in the Table of Content:
 1. Place the cursor within the table of contents.
Right-click and select Update Index/Table from the pop-up menu.
Using the Index/Table tab

You can set Image Attribute in Table of Content/Index. This way you customize the
Index.

Setting Basic Attributes

From the Type drop-down list in the Type and title area of the tab, select Table of
Contents if it isn’t already selected.

From the drop-down list in the Create index/table area, select Entire document. In the
Create from area, check the Outline check box.

In the Create from area, clear the Index marks check box.

Adding A Title

If you’d like the table of contents to have a title, enter it in the Title field. (If Writer
entered a title in this field automatically, you can change it by simply typing over the
value.) To delete the title, clear 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 when it builds the table of contents.
To change the number of levels evaluated, enter the desired number in the Evaluate up
to level spin box.

Assigning Custom Styles

Writer automatically assigns to the table of contents all paragraphs formatted with the
default heading styles (Heading 1, Heading 2, and so on). To assign paragraphs
formatted with custom styles, follow these steps:
In the Create from area, check the Additional Styles check box. Click the (…) button to
the right of the check box. The Assign Styles window opens.

In the Not applied column, click the style that you want to assign to the table of
contents.

Use the >> button to move the selected style to the desired outline level. For example, if
you want paragraphs formatted with the selected style to appear as top level entries in
the table of contents, click the >> button once to move the style into the 1 column. To
move the style in the opposite direction, use the << button.

Click OK to save your changes and return to the Index/Table tab. Or, click Cancel to
return without saving your changes.

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.

To begin, click a level number in the Level column to select the outline level whose
elements you want to format. The Structure line displays the elements for entries in that
level. Each button on the Structure line represents one element:

 E# — chapter number
 E — entry text.
 T — tab stop.
 # — page number
 LS — start of a hyperlink.
 LE — end of a hyperlink
Each white field on the Structure line represents a blank space.

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:

Place your cursor in the white field to the left of where you want to insert the element.

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.

NOTE: If you insert a hyperlink, you must indicate both the beginning and end of the
link.

Applying Character Styles

To apply a character style to an element on the Structure line:

On the Structure line, click the button that represents the element to which you want to
apply a style.

From the Character Style drop-down list, select the desired style. Writer applies the
selected style to the selected element.

To view or edit the attributes of a character style, select the style from the

Character Style drop-down list and then click the Edit button

Applying Changes To All Outline Levels

To apply the displayed structure and formatting to all outline levels, click the all button.

Using The Styles Tab

To apply a paragraph style(Its a type of style, Recall it by going to 1st page) to an

outline level, follow these steps:

In the Levels list box, select the desired outline level by clicking it.

In the Paragraph Styles list box, click the paragraph style that you want to apply.

Click the < button to apply the selected paragraph style to the selected outline level.

Using The Background Tab

Use the Background tab, to add color or a graphic to the table background.
To add color to the background of the table of contents, simply click the desired color in
the color grid. (Look at the below image).

Adding A Graphic

From the As drop-down list, select Graphic. The Background tab displays the graphics
options.

Click the Browse button. The Find Graphics window opens.

Find the graphic file that you want to use and then click the Open button. The Find
Graphics window closes and the selected graphic appears in the graphic preview box
on the right-hand side of the Background tab. (If you don’t see the graphic, check the
Preview check box underneath the graphic preview box.)

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 and then
click the desired location in the position grid.

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.

Updating A Table Of Contents

To update a document’s table of contents when changes are made to the document:

Click anywhere in the table of contents and then right click. The context menu appears.

From the context menu, choose Update Index/Table. Writer updates the table of
contents to reflect the changes in the document.

Deleting A Table Of Contents

To Delete the Table of Contents, right click on the table and then choose Delete
Index/Table. Writer would delete the Table of Content.

 Q: What is a word processor? Give an example.

A: A word processor is a software application used to create, edit, format, and print text-based
documents.
Example: LibreOffice Writer, Microsoft Word.

 Q: What is the purpose of "Save" and "Save As" in a document?

A:

 Save: Saves the changes to the existing document.

 Save As: Allows saving the document with a new name or location.

 Q: What is a Template in digital documentation?

A: A template is a pre-designed document format that provides a structure for creating new
documents quickly.

 Q: What is the difference between header and footer?

A:

 Header: Text or graphics at the top of a page.

 Footer: Text or graphics at the bottom of a page.

 Q: What are page orientations? Name its types.

A: Page orientation refers to the direction in which a document is displayed or printed.
Types:

 Portrait
 Landscape

 Q: What is line spacing in a document?

A: Line spacing is the vertical distance between lines of text in a document.

 Q: What is the use of the "Find and Replace" feature?

A: The "Find and Replace" feature allows you to search for a specific word or phrase in the
document and replace it with another.

 Q: What is a Table of Contents (TOC)?

A: A Table of Contents (TOC) is a list of headings or topics in a document along with their page
numbers, usually placed at the beginning of a document.

 Q: What is a style in digital documentation?

A: A style is a set of predefined formatting options (font, size, color, etc.) that can be applied to
text or paragraphs to maintain consistency.

 Q: What is a margin in a document?

A: Margins are the blank spaces around the edges of a page where no text or graphics are
printed.
Q 1. What are
Styles ?. What are the
advantages of using
styles
Ans: A style is a set of
formats that you can
apply to selected
pages, text,
frames, and other
elements in your
document to quickly
change their
appearance. Styles
are logical attributes.
Using styles means
that you stop
saying “font size
14pt, Times New
Roman, bold,
centered”, and you
start
saying “Title”
because you have
defined the “Title”
style to have those
characteristics.
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