UNIT 1: DIGITAL DOCUMENTATION

1. Define the term style.

A style is a set of formats that we can apply to selected pages, text, frames,
and other elements in your document to quickly change their appearance.
When we apply a style, you apply a whole group of formats at the same time.
Fill format mode is used to apply a style to many different areas quickly.

2. What are the advantages of using styles?

Styles help improve consistency in a document. They also make major
formatting changes easy.
3. How can we create our own styles?
Open the Styles and Formatting window and choose the type of style we
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. Type a name for the new style. Click OK to save the new style.
By drag and drop method: 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.

4. How can you modify the styles?

Both the predefined styles and custom styles that you have created can be
modified by:
Updating a style from a selection.
Load or copy styles from another document or template.

5. Mention the different forms of styles that you can apply.

Page styles, Paragraph styles, Character styles, Frames style, Numbering
styles, Cell styles and presentation styles.

6. Explain the following styles:

Page styles include margins, headers and footers, borders and

backgrounds

Paragraph styles text alignment, tab stops, line spacing, and borders,
and can include character formatting.

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 Character styles affect selected text within a paragraph, such as the
font and size of text, or bold and italic formats

Frame Styles 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 Fonts, alignment, borders, background, number

formats (for example, currency, date, number), and
cell protection.

Graphics styles Drawings and presentations include line, area,

shadowing, transparency, font, connectors,
dimensioning, and other attributes.

Presentation styles Presentation styles include attributes for font,

indents, spacing, alignment, and tabs
7. How do we apply styles?
Select from Format menu -styles and formatting option. Windows with
various style options open.
Styles can be applied by:
a) To apply an existing style position the insertion point in the paragraph,
frame, or page, and then double-click on the name of the style in one of the
lists. Style will be applied.
b) Select the style that needs to be applied. Click the Fill Format mode icon. To
apply a paragraph, page/ frame style, hover the mouse over the paragraph,
page, or frame and click. All the required changes will be applicable.

8. How do we update style?

To update 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, then long-click on the arrow next
to the New Style from Selection icon and click on Update Style.

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9. List any 4 methods of inserting images in a text document.
● Drag and drop -> from the browser
● Insert Picture from file or from Scanner
● Inserting an image from the clipboard.
● Inserting an image from the gallery.

10. Explain any 5 graphic filters that can be applied to a picture.

Filters are used to increase brightness and contrast as well as to add a wide
variety of textures, tones and special effects to a picture.
Some filters are:
❖ Invert: Inverts the color values of a color image
❖ Smooth: Softens the contrast of an image.
❖ Sharpen: Increases the contrast of an image.
❖ Posterize: Makes a picture appear like a painting by reducing the
number of colors used.
❖ Charcoal: Displays the image as a charcoal sketch.
❖ Aging: Simulates the effects of time on a picture. Can be applied several
times.

11. Differentiate between anchoring and text wrapping an image/picture.

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.
Various text wrapping options are: before, after, parallel, through and
optimal. The picture displays the various options:

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12. Mention the various options available on the picture toolbar in the writer.
We can Flip, rotate, apply various filters, modify the colour, crop, resize and
rotate.

13. Explain the process of image cropping and rotating in writer.

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.
In the Crop page, you can control the following parameters by entering the
values for :
Keep scale: 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. / Keep image
size
Left, Right, Top, bottom.
Width and Height.
Incase the picture does not fit into the space, then select the picture and resize
using the green resizing handles.
For rotating an image:
Select the image, and then in the Drawing toolbar, select the Rotate icon.
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.

14. What are the different positions which can be set for graphics w.r.t.
text/graphics?

Positioning of a graphic is controlled by four settings:

1. Arrangement refers to the placement of a graphic on an imaginary vertical
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 axis. Arrangement controls how graphics are stacked upon each other or
relative to the text. Send to back, Send backward, bring to front, bring forward
are the various options available under this.
2. Alignment refers to the vertical or horizontal placement of a graphic in
relation to the chosen anchor point. (top/bottom/left/right)
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.

This can be done either by:

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.

15. Write the steps to insert a shape in a document.

Various shapes like arrows, callouts, lines, flowchart and basic shapes are
displayed on the drawing toolbar. Select the shape of your choice. Draw on
the document. Use the various options to resize, apply colour, outline to the
shape.

16. How do we group drawing objects? Why do we need to group objects?

Select one object, then hold down the Shift key and select the others you want
to include in the group. The bounding box expands to include all the selected
objects. 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 menu.

Grouping lets us rotate, flip, move, or resize all shapes or objects at the same
time as though they were a single shape or object. We can also change the
attributes of all of the shapes in a group at one time, such as adding a shape
fill or effect, or an effect to a picture.

17. Define the term table of contents.

The table of contents is a snapshot of the headings and page numbers in your
document. It gives users an overview of the document's contents and
organization. It allows readers to go directly to a specific section of an on-line
document.
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18. How do we create and customise Table of contents?
The headings in the document are styled consistently. For example, you can
use the Heading 1 style for chapter titles and the Heading 2 and Heading 3
styles for chapter subheadings. Place your cursor at the point in your
document when you want to insert the table of contents. Choose Insert >
Indexes and Tables > Indexes and Tables.

Use the Index/Table tab to set the table's attributes.

Use the Entries and Styles tabs to format the table entries.
Use the Background tab to add color or a graphic to the table background

Using the above tabs, you can add titles for the table, change the number of
levels, format the entries of tables and change their style, add and delete
elements in the table.

19. How do we maintain a table of Contents?

We can edit, update and delete table of contents. Click anywhere in the table
and the context menu appears. Select either edit/update/delete Index/table
options.

20. Amrita is using word processing software for the first time. Help her to
choose appropriate options to accomplish her tasks.

To adjust the picture w.r.t. the text.

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 To insert page numbers in every page at the bottom of the page.
Use a rectangle and arrows for presenting an idea.
Use the same set of properties for all the headings at the beginning of a
chapter.
To draw a table for contents in her project.
To cut a part of picture that is inserted in the document
To adjust the contrast and brightness of the picture.
To present data in the form of a grid.

21. What are templates? What are the advantages of using templates?
A template is a model that you use to create other documents Templates can
contain anything that regular documents can contain, such as text, graphics, a
set of styles, and user-specific setup information.
Creating a new document based on a template can save you time and effort
because all the work it takes to design the document has already been done.

22. How do we create a template using a wizard

We can use wizards to create templates for letters, faxes, agendas,
presentations, and Web pages.
To create a template using a wizard.
From the main menu, choose File > Wizards >[type of template required]

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 of the wizard, you can specify the name and location for saving the
template.

23. Write steps to create a Template of your choice from a document.

Go to File->New -> Text Document. Add the content, images and styles that
you want.

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 From the main menu, choose File -> Templates -> Save. The Templates dialog
opens and type a new name for the template. In the Categories list, click the
category to which you want to assign the template.
Templates can also contain predefined text, saving you from having to type it
every time you create a new document.

To use a particular template, choose File > New > Templates and Documents.
You'll see the templates window and your templates; if you don't, select the
Templates icon and choose your template.

24. Write the steps for setting a custom template as the default in the writer.
Create a document with the styles, picture and other settings. Save the file as
Template.
From the main menu, choose File > Templates > Organize. The Template
Management dialog opens.
In the box on the left, select the folder containing the template that you want
to set as the default, and then select the template.
Click the Commands button and choose Set As Default Template from the
dropdown menu.
The next time that you create a document by choosing File > New, the
document will be created from this template.

25. Write steps for resetting the default template.

From the main menu, choose File > Templates > Organize. The Template
Management dialog opens.
In the Template Management dialog, click any folder in the box on the left.
Click the Commands button and choose Reset Default Template from the
dropdown menu.

21. Fill in the blanks:

1. _____ Format mode is used to apply a style to many different areas

quickly.
2. Which of the following options allow you to add styles from another
document?
a)New from selection b)Update style c) Load Style d) Fill Format.
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3. Alignment refers to the _____ or _____ placement of a graphic in

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 relation to the chosen anchor point.
4. _______ refers to the reference point like the page or frame for the
graphics/image.
5. ______ are used to increase brightness and contrast and add special
effects to a picture.
6. ____ styles control all aspects of a paragraph’s appearance, such as text
alignment, tab stops, line spacing, and borders.
7. To make Flowcharts in the document, use the _____ option from the
drawing toolbar to accomplish this task.
8. ______ gives users an overview of the document's contents and
organization.
9. When the option ______________ against manual changes is selected, the
table of contents cannot be changed.
10. _________ are sample based design driven documents, help to create
pre-formatted documents.

11. Templates can be created from a ___________ and using _________.

12. ________ is a file name extension given to the documents in writer .