Digital Documentation

Document : A document is a paper with written contents. Example

letters, reports, thesis, manuscripts, legal documents, books, etc.
 
Documentation : The process of preparing a document is called
documentation. It is required to preserve the contents for a longer
period or to be used as evidence.
 
Word processing : Word processing is the use of computer software
to enter, edit, format, store, retrieve and print the document.
 
Word Processor : A word processor is a computer application used
for the production of printable material. In the beginning WordStar
was the most widely used word processor.
Web-based word processors are
• Google Docs
• Office 365 Word
• Microsoft OneDrive Word

Limitations of using Typewriter : 
There are several limitations of using a typewriter, which are :
1) In case of any typing error, the whole sheet is required to be
typed again.
2) Typewriter does not have all the required characters or symbols.
3) We can not prepare document in desired format.
4) To send same letter to two or more persons with different
addresses requires multiple typing efforts.
In 1974, Xerorx company introduced electronic typewriter.
Electronic typewriter Manual typewriter

It is possible to make changes in the It is not possible to make changes in

content. the content.

It is faster It is slower
It has small size screen to display the
It has no screen
contents.
Features of Word Processor : 
 
Following are the features of Word Processors

• Create, edit, save, retrieve and print the document.

• Copy the text to other places within the document.
• Format paragraphs as well as pages.
• Change the font size, font style of the text in the document.
• Check spelling and grammar.
• Create table, modify the size of the selected rows, columns
or cells
• Insert pictures or graphs within the document.
• Print the selected text or selected pages of the document,
combine one or more documents.
Word processors take advantage of GUI
providing what-you-see-is-what-you-
get(WYSIWYG).

Office suite : Office suite is a collection of

programs, which are useful for word processing,
spreadsheet preparation, presentation, and
database management.
• LibreOffice is a free and open software(FOSS)
• Version 6.0 and above available
• Available in many languages and runs on many platforms like
windows,Mac,Linux
• It uses Open Document Format(ODF) file format
• LibreOffice:
• Writer - word processing
• Calc - spreadsheet
• Impress - Presentation
• Base - database management system
• Draw - drawing
Create a new document : Steps to create a new document:
 Keyboard shortcut : Ctrl+N;
 Mouse options : File →New → Text Document
Save a document : Steps to save a document:
Select File → Save
Select the location on disk to save the file
Type a suitable name for the document
Click on Save button
To Save a document using password : Steps to save a document using
password are:
Select File → Save
Select the location on disk to save the file
Type a suitable name for the document
Put a tick on the checkbox Save with a password.
Type the password to open the file in Set password dialog box
Type the same password in the second box and click OK button
NOTE : By default, the file is saved in .odt format.
Components of the Writer window
(a) Title bar : Title bar is located on the top of Writer window. It shows the name
of the document.
(b) Menu bar : It appears below the Title Bar. It shows the menu items like File,
Edit, View, Insert, Format, etc. On selecting a menu item, its submenu will open.
(c) Toolbars : The tool bar appears below Menu Bar. By default, the Standard
Tool Bar and Formatting Tool Bar will appear. The other tool bars can be
activated by clicking on ‘View’ menu, and selecting the ‘Toolbars’ of submenu.
(d) Standard toolbar: It contains commands in the form of icons.
(e) Formatting toolbar: It contains the various options for formatting a
document.
(f) Status bar : It is located at the bottom of the workspace. It displays the
number of pages, words, the language used, zooming, etc.
(g) Scroll button and scroll bar : It is used to scroll the document.
(h) Zoom : It allows to change the scale of the text and pictures in the document
only for view.
Text Cursor Movement :
The Text Cursor is a flashing vertical line in the body of the text.
The 4 arrow keys (←↑↓→) on the keyboard are called as cursor control keys.

Key Pressed Action Done

Home Key Text Cursor jumps in the beginning of the line.

End Key Text Cursor jumps at the end of the line.

Ctrl + Home Key Text Cursor jumps in the beginning of the document.

Ctrl + End Key Text Cursor jumps in the beginning of the document.
Mouse Pointer :
The mouse pointer (by default arrow shape) changes
to I shape, when moved over the text in a document.

Editing the document :

(a) Undo and Redo : If, by mistake, you have made some
changes and now you want to erase the last change
done, then use the Undo option. After undo command,
again if you want to go back then use the Redo option.
Shortcut option for undo is Ctrl + Z and Shortcut option
for redo is Ctrl + Y.
(b) Moving and copying text :
1) Cut and Paste : It is used to move a selected text from one place to
another.
1.Select the text and click on Edit → Cut option or press Ctrl + X
2.Place the cursor where the text has to be moved.
3.Click on Edit → Paste option or press CTRL+V
2) Copy and Paste : It is used to make a duplicate copy of selected
text.
4.Select the text and click on Edit→ Copy option or press CTRL+C.
5.Place the cursor where the text has to be duplicated.
6.Click on Edit→Paste option or press CTRL+V.
(c) Selecting text : Click where you want to begin the selection, hold
down the left mouse button, and then drag the pointer over
the text that you want to select. The selected text will be highlighted.
 (d) Selection criteria :

To select a letter or letters Drag the Mouse across the letter(s)

Position the mouse pointer anywhere on that word

To select a single word at a time
and double click.

To select a complete sentence at a Position the mouse pointer anywhere in the sentence
time and triple click.

To select a complete paragraph at Position the mouse pointer anywhere in the

a time paragraph and quadruple click

To select a document Press Ctrl + A