Class-X

WORD PROCESSING (DIGITAL DOCUMENTATION)

By-Amresh Tiwari(SGEI)
 Office suite
• Office suite is a collection of programs,
which are useful for word processing,
spreadsheet preparation, presentation,
and database management.
• There are several office suits like MS
Office, LibreOffice, OpenOffice.
By-Amresh Tiwari(SGEI)
 LibreOffice is free and open source
software (FOSS), fully-featured office
There are several productivity suite.
office suits like MS
Office, LibreOffice. It is available free for downloading from
We will be using the website www.libreoffice.org.
LibreOffice, because
of its several This suite is available in many languages
and runs on many platforms (Windows,
advantages. Mac and Linux).

It uses Open Document Format (ODF)

file format, for publishing documents.
Important facts-
A document is a paper with written contents and the process of preparing a document is
called documentation.

Documentation is required to preserve the contents for a longer period or to be used as

evidence.

The documents can be letters, reports, thesis, manuscripts, legal documents, books, etc.

Note:-A handwritten document can have certain disadvantages like understanding the
specific handwriting.
By-Amresh Tiwari(SGEI)
 The components of LibreOffice are-
• Writer for word processing
• Calc for spreadsheet preparation
• Impress for presentation
• Draw for drawing
Component • Base for database management
LibreOffice includes support for opening and saving files
of in many common formats including Microsoft Office,
HTML, XML, WordPerfect, and PDF.
LibreOffice

By-Amresh Tiwari(SGEI)
 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 processing software.
• Word processing is the use of computer software to enter, edit,
format, store, retrieve and print the document.
• Note:- The term word processing was invented by IBM in the late
1960s.
• The modern word processors take advantage of a GUI (graphical
user interface) providing some form of what-you-see-is-what-
you-get (WYSIWYG) editing. This means, the special effects on
text are also visible on the screen.
• Note:- Web-based word processer are Google Docs, Office 365
Word, Microsoft OneDrive Word

By-Amresh Tiwari(SGEI)
 Features of word processors
• Create, edit, save, retrieve and print the document
• Copy the text to other places within the document.
• Move or copy a selected text from one document to any
other document.
• Change the font size, font style of the text in the
document.
• Format paragraphs as well as pages.
• Check spelling and grammar.
• Create table, modify the size of the selected rows,
columns or cells.
• Combine one or more documents.
• Insert pictures or graphs within the document.
• Print the selected text or selected pages of the document
• OLE (Object Linking and Embedding)
By-Amresh Tiwari(SGEI)
• Mail Merge
 Getting started with
word processor –
Writer
• LibreOffice writer is a free and an
open source software (FOSS) with
rich features of word processing.
Some word processors are also
available freely on the web.
• Note:- Web-based word processer
are Google Docs, Office 365 Word,
Microsoft OneDrive Word

By-Amresh Tiwari(SGEI)
 Starting LibreOffice Writer
In general, we will find a shortcut of LibreOffice on the desktop or on the Quick
Launch Taskbar.

To start LibreOffice Writer in Windows, double click LibreOffice Writer shortcut,

which is usually found on the computer desktop.

Alternatively, click on the Start or Windows button, select LibreOffice →

LibreOffice Writer from application window.

Using the Search command, type the word ‘writer’ in the search field, and select
LibreOffice Writer from the offered results.

By-Amresh Tiwari(SGEI)
By-Amresh Tiwari(SGEI)
Parts of the
Writer window

By-Amresh Tiwari(SGEI)
Parts of the Writer window
Title bar:-Title bar is located on the top of Writer window. It shows the title of the currently opened
document. The name of the document means the file name of the document saved on the disk.
For a new document, it shows the title of the document as Untitled X, where ‘X’ is the document
number Untitled 1, Untitled 2, Untitled3... etc., as we go on opening the new document.

Menu bar:- It appears below the Title Bar. It shows the menu items File, Edit,
View, Insert, Format, Tables, Tools, Window and Help.

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.

By-Amresh Tiwari(SGEI)
 Standard toolbar:- It contains commands in the form
of icons.

Formatting toolbar:- It contains the various options for

formatting a document. A graphical representation of
commands is shown in the form of icons.
Parts of the Status bar:- This is positioned at the left bottom of the Writer
Writer window and displays the number of pages, words, the language
used, zooming, etc. It is located at the bottom of the workspace.

window Scroll button and scroll bar:- It is used to scroll the

document.

Zoom:- It allows to change the scale of the text and pictures in the
document only for view. It does not affect the physical document. It
is used to check the finishing quality of the document.
Creating a document

To create a new document:

• Keyboard shortcut: Ctrl + N
• Mouse options: File → New
→ Text Document

By-Amresh Tiwari(SGEI)
 Saving a document

To save a new document:

• Keyboard shortcut: Ctrl + S
• Mouse options: File → save

• Give the name of the file. By

default, the file is saved in
.odt format.

By-Amresh Tiwari(SGEI)
 1. Newly created file (Ctrl + S
is same as Ctrl + Shift +S)

Important 2. To save some more or new

facts- content in an already saved file.
(Ctrl + S)

3. To save an already saved file with

a new name. (Ctrl + Shift + S)
 Opening the document

To open an existing document:

• Keyboard shortcut: Ctrl + O
• Mouse options: File → Open

By-Amresh Tiwari(SGEI)
 Session-1

Create and Apply Styles

in the document

By-Amresh Tiwari(SGEI)
 What are styles?
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. Often applying a style means applying a whole group of
formats at the same time.

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.
In other words, using styles means that you shift the emphasis from what the
text (or page, or other element) looks like, to what the text is.

Styles help improve consistency in a document. They also make major

formatting changes easy. By contrast, when you use styles, you only
need to make a single change.

By-Amresh Tiwari(SGEI)
 • 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.

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

supports the • Frame styles are used to format graphic and text frames, including text
wrap, borders, backgrounds, and columns.
•
following types List styles allow you to select, format, and position numbers or bullets
in lists.
• Cell styles include fonts, alignment, borders, background, number
of styles: 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.

By-Amresh Tiwari(SGEI)
 Applying styles
LibreOffice provides several ways for you to select styles to
apply:

• The Styles menu in Writer

• Styles and Formatting window (floating, or in Sidebar)
• Fill Format Mode
 Using the Styles menu in Writer

• The Styles menu has the most important paragraph and

character styles for almost every text document.
• The Styles menu does not have styles for frames, pages, and lists.
• To apply a paragraph style, position the insertion point in the
paragraph, and then select one of the paragraph styles in
the Style menu.
 Using the Styles and
Formatting window
The Styles and Formatting window includes
the most complete set of tools for styles. To
use it for applying styles:
• Select View > Styles or Styles > Manage
Styles from the Menu bar, or press F11, or
click the Styles tab in the Sidebar (View >
Sidebar to open it).
• To apply an existing style, position the
insertion point in the paragraph, frame,
page, or word, and then double-click the
name of the style in one of these lists. To
apply a character style to more than one
word, select the characters first.

By-Amresh Tiwari(SGEI)
 Using Fill Format Mode
Use Fill Format 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:

Open the Styles and Formatting window and select the style you want to apply.

Select the Fill Format Mode button.

To apply a paragraph, page, or frame style, hover the mouse over the paragraph, page, or frame and click. To apply a character
style, hold down the mouse button while selecting the characters. Clicking a word applies the character style for that word.

To quit Fill Format mode, click the Fill Format Mode button again or press the Esc key.

By-Amresh Tiwari(SGEI)
Creating and updating
new style
from
selection

By-Amresh Tiwari(SGEI)
Creating a new style from
a selection
We 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 window (By pressing F11) 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 window, select 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.
By-Amresh Tiwari(SGEI)
Updating a style from a selection

To update a style from a Step-1. Open the Styles and

selection:- Formatting window.

Step-2. In the document, Step-3. In the Styles and Formatting

select an item that has the window, select the style to update,
then click on the arrow next to
format you want to adopt as the New Style from Selection icon
a style. and click Update Style.

By-Amresh Tiwari(SGEI)
 We can drag and drop a selection into the
Styles and Formatting window to create a
new style.

Select some text and drag it to the Styles

Creating a new and Formatting window.
style using
drag-and-drop 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.
By-Amresh Tiwari(SGEI)
Load or copy styles from another document or template
We can copy styles into a document by loading them from a template or from another document:

1. Open the document you want to copy styles into.

2. In the Styles and Formatting window, click the arrow next to the New Style from Selection icon, and then select Load
Styles.

3. On the Load Styles dialog, find either a template or an ordinary document from which to copy styles. Click the From
File button to open a window from which to select the required document.

4. Select the types of styles to copy from the checkboxes at the bottom of the dialog.

5. Select Overwrite if you want to replace styles in the original document that have the same name as styles in the
document from which you are importing styles. If this box is not selected, you will only copy styles whose names are not
used in the original document.

6. Click OK to copy the styles.

By-Amresh Tiwari(SGEI)
Assessment
1. When you apply a ____________, you apply a group of formatting effects together in one single
step.
a. Effect b. Style c. Template d. Format
2. _________________ styles in a text document affect selected text within a paragraph, such as
the font and size of text, or bold and italic formats.
a. Cell b. Paragraph c. Formatting d. Character
3. _______________ include fonts, alignment, borders, background, number formats (for example,
currency, date, number), and cell protection in document.
a. Cell Style b. Numbering Style c. Paragraph Style d. Character Style
4. Shreya is a book editor. She wants to change the indentation of all paragraphs, and change the
font of all titles in the book. Which feature she should use to make the task easy?
a. Styles b. Templates c. Table of content d. Consolidating

Ans: 1(b), 2(d), 3(a), 4(a) By-Amresh Tiwari(SGEI)

 What is a style?

How to create a new style in LibreOffice Writer?

Assignment- Write steps to apply different formatting to a newly

created styles.

Write steps to load Style from existing document.

How to create style using drag and drop?

By-Amresh Tiwari(SGEI)
 Session : 2
Insert and use images in document
By-Amresh Tiwari(SGEI)
Images are an important part of graphics
in document.

They allows to make document an

attractive and live.

It adds more functionality and makes

documents like professional pages.

By-Amresh Tiwari(SGEI)
Images can be created/inserted in document by
following ways:
Inserting image from internet: It
Inserting Image from Computer: This allows to insert picture from internet.
option is used to insert an image or Note:-Inserting images from internet option
picture into document from saved is not available in OO Writer. Users can
pictures in computer. download pictures manually, then insert
them from insert picture from file option.

Inserting image from Clipart

Creating new Drawing by
gallery: A clipart gallery is an inbuilt
Autoshapes: User can make
picture gallery of Office software.
drawing by autoshapes and use
User can pick a picture from gallery
them as a picture.
and insert into document.

By-Amresh Tiwari(SGEI)
 Step 1. Place a cursor
where picture is Step 2. Select Picture
required and Click on option.
insert menu.
Insert image
from Step 4. An insert
Computer in Step 3. Click on From
File option.
picture dialog box
appears.

LibreOffice
Writer Step 5. Select any
Step 6. Click on open
button to insert. A
picture from desired
picture will be placed
location.
into document.

By-Amresh Tiwari(SGEI)
 Step 1. Click on Gallery icon on standard toolbar.

Insert image
from ClipArt Step 2.
The clip art gallery will open with different
pictures library like arrows, backgrounds,
(LibreOffice Bullets, Computers, Diagrams etc.

Writer)
Select the clip art picture and drag it on
Step 3. desired location in the document. Picture
will be inserted.

By-Amresh Tiwari(SGEI)
 Click on Show draw functions icon on
Step 1. standard toolbar or click on Insert ->
Shapes.

Inserting
shapes in Step 2. Now drawing toolbar will appear the screen
with some basic shapes.
LibreOffice
Writer
Select desired drawing object and draw at
Step 3. desired location in the document.

By-Amresh Tiwari(SGEI)
 OO Writer provides following two tools to
modify image in document-

Options to
modify, resize,
crop and delete Picture Toolbar: When user select an image in
OO writer document, picture toolbar appears

image
Properties Window: Properties window almost
provides similar options as the picture toolbar
under the graphic property. Moreover, it allows
for changing the height and width by Position
and Size attribute.
 Assessment
• Cropping an image affects the image in which of the following ways?
(a). Cropped region is removed (b). Cropped region is retained
(c). Image dimensions are increased (d). Image is distorted
• Krishna wants to make a flowchart for his programs in a Word document. Which option should he use to
accomplish this task efficiently?
(a) Drawing/Shapes (b) Symbols (c) Pictures (d) All of these
• Pooja has inserted a picture in a document. But she wants to cut off a part of the picture.
Which option she should use to accomplish the task?
(a) Cut (b) Copy (c) Crop (d) Layout
• ____________refers to the relation of graphics to the surrounding text, which may adjust text 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.
(a). Text Wrapping (b). Aligning (c). Anchoring (d). Positioning
Ans: 1(a), 2(a), 3(c), 4(a) By-Amresh Tiwari(SGEI)
 Session-3
Create and use template

By-Amresh Tiwari(SGEI)
 What is a template?
• A template is a model document 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 such as
measurement units, language, the default
printer, and toolbar and menu
customization.

By-Amresh Tiwari(SGEI)
 Using a template to create a document
To use a template to create a document:
1. From the Menu bar, choose File > New >
Templates. You can also click on the small
arrow next to the New icon and
select Templates. The Templates dialog
opens.
2. From the list-box at the top of the dialog,
select the category of template you want to
use. All the templates contained in that
folder are listed on the page.
3. Select the required template and click OK,
or
Double-click on the selected template.
A new document based on the template opens
in LibreOffice.
By-Amresh Tiwari(SGEI)
Creating a template
We can create templates in two ways:
1. By saving a document as a template
2. By using a wizard.

By-Amresh Tiwari(SGEI)
Creating a template from a document
To create a template from a document and save it to My Templates:
1. Open a new or existing document of the type you want to make
into a template (text document, spreadsheet, drawing, or
presentation).
2. Add any content that you want to appear in any document you
create from the new template, for example company logo,
copyright statement, and so on.
3. Create or modify any styles that you want to use in the new
template.
4. From the Menu bar, choose File > Templates > Save as Template.
The Save as Template dialog opens, displaying the existing
categories and a textbox to enter a name for the new template.
5. Select the My Templates folder.
6. Click Save. The template is saved and the dialog closes.
By-Amresh Tiwari(SGEI)
 Creating a template using a wizard
1. From the Menu bar, choose File > Wizards > [type of
template required].
2. Follow the instructions on the pages of the wizard.
3. In the last section of the wizard, you can specify the
template name which will show in the Templates
dialog, and also the name and location for saving the
template.
4. To set the file name or change the directory, select
the Path button (the three dots to the right of the
location). The Save As dialog opens. Make your
selections and click Save to close the dialog.
5. Finally, you can choose whether to create a new
document from the template immediately, or
manually change the template, and then click Finish to
save the template.

By-Amresh Tiwari(SGEI)
Set up a custom default template
We can set any template displayed in the Templates dialog to be
the default for that document type:
1.From the Menu bar, choose File > Templates > Manage
Templates.
2.In the Templates dialog, open the category containing the
template that you want to set as the default, then select the
template.
3.Right-click on the selected template and click the Set as
default button.
The next time that you create a document of that type by
choosing File > New, the document will be created from this
template.
By-Amresh Tiwari(SGEI)
Assessment
• Vyom is new to word processing and needs to create his resume.
Which of the following features is best suited to him?
(a). Styles (b). Themes (c). Template (d). Toolbars
• A _____________ is a model that you use to create other documents.
(a). Styles (b). Template (c). Wizard (d). Sample
• Templates can also contain predefined text, saving you from having to
type it every time you create a new document. (True/False)
• What are templates? What are the advantages of using templates?

Ans: 1(c), 2(b), 3(True) By-Amresh Tiwari(SGEI)

 Session : 4
Create and Customize
Table of Contents

By-Amresh Tiwari(SGEI)
Table of Contents
The table of contents is used to organize the contents in a systematic manner
according to topics available in the document like chapters in the book.

Generally, the table of contents consists of details about chapter number,

chapter names, page number, etc.

Table of contents generally found on initial pages of books.

The table of contents divides large documents into different topics. It provides
extensive support for navigation in the huge document.

By-Amresh Tiwari(SGEI)
Hierarchy of headings:

To create a table of contents and index your document should be

maintained properly with headings and appropriate character styles.

All the contents must be organized in a good manner with proper level
of headings.

By-Amresh Tiwari(SGEI)
Headings

Headings are built-in styles available in digital documentation software.

These headings are useful for preparing a table of contents and indexes.

These headings have their different level with numbers starting from 1.

The main heading is always heading 1. Then its subheading will come accordingly. Top-level
headings are bigger compared to lower-level headings.

OO Write provides 10 heading styles in styles and formatting gallery.

By-Amresh Tiwari(SGEI)
 Type the required text in the document.

Open styles and formatting dialog box window. Click

on Format → Styles and Formatting or press F11.

Creating
heading in Select the appropriate heading from the dialog box
window.

OO Writer:
Click on the Fill format button.

Drag over the text written for headings.

By-Amresh Tiwari(SGEI)
Creating/Maintaining table of contents
in OO Writer(Built-in format):
• Apply proper heading or styles for contents.
• Place your cursor on the first page. (The first page should be blank)
• Click on Insert → Indexes and Tables →Indexes and Tables. An Insert
Index/Table dialog box will appear.

By-Amresh Tiwari(SGEI)
 Session : 5
Headers and Footers

By-Amresh Tiwari(SGEI)
 • Headers and footers are areas in the top and the bottom page
margins, where you can add text or graphics.
• You can insert Fields, such as page numbers and chapter
headings.
Introduction
• To add a header to a page, choose Insert - Header, and then
of Headers select the page style for the current page from the submenu.
and Footers • To add a footer to a page, choose Insert - Footer, and then
select the page style for the current page from the submenu.
• You can also choose Format - Page, click
the Header or Footer tab, and then select Header
on or Footer on. Clear the Same content left/right check box
if you want to define different headers and footers for even
and odd pages.
• To use different headers or footers in your document, you
must add them to different Page Styles, and then apply the
styles to the pages where you want the headers or footer to
appear.
By-Amresh Tiwari(SGEI)
 Session : 6
Working with Breaks

By-Amresh Tiwari(SGEI)
What is Break in
LibreOffice Writer?
A break is a code inserted by a
word processor that tells the
printing device where to end the
current line or column or page and
begin the next.

By-Amresh Tiwari(SGEI)
 Line break : It forces current
line to end and moves text to
next line.

Types of Break Column break : It forces

current column to end and
moves text to next column.

Page break : It forces current

page to end and moves text to
next page.
Insertion Break
in Writer
• Place the cursor at the position
where we want to insert the break.
• To insert any type of manual break in
Writer, use Insert -> Manual break.
The Insert Break dialog will appear.
• Select desired type of dialog and click
OK.

By-Amresh Tiwari(SGEI)
Assessment
• To generate an automatic Table of Content, it is important to apply
consistent ____________ on the document headings and headlines.
(a). Font (b). Style (c). Colour (d). Size
• Which one is the shortcut key for Page break?
(a). Ctrl+P (b). Ctrl+Enter (c). Ctrl+Shift+P (d). Ctrl+Shift+Enter
• Table of contents is an index which gives an easy access to any topic
in the document by specifying the page number or reference.
(True/False)

Ans: 1(b), 2(b), 3(True) By-Amresh Tiwari(SGEI)

 Session : 7
Mail Merge in LibreOffice
Writer

By-Amresh Tiwari(SGEI)
By-Amresh Tiwari(SGEI)

What is a mail merge?

• Mail merge is a combination of two
words. Mail and Merge, where mail
means a letter or content written on
paper and merge means to join.
• So, in simple words, writing a letter and
joined the letter with multiple addresses
is known as mail merge.
How to mail merge
in OO Writer?

Step 1: Type your contents of letter or

email in a new Writer document.
Step 2: Click on Tool ⟶ Mail Merge Wizard.

By-Amresh Tiwari(SGEI)
 Step 3: Mail wizard open as
displayed in the following
screenshot.
This step is all about to select in
which document you want to initiate
the process of mail merge. Select
“Use the current document” as you
have already typed your contents in
the document. Click on Next
button.

By-Amresh Tiwari(SGEI)
Step 4: This step allows
to select the document
type out of letter or
email.
Select a letter and click
on next button.

By-Amresh Tiwari(SGEI)
 Step 5: This step is more important, and you should be careful also. As
here you are going to create your address list and address block. This
process has 4 steps:

• Select or create an address list

• Select the address block
• Match the fields
• Preview of exact record match

By-Amresh Tiwari(SGEI)
Step 6: Click on the
select different address
list containing the
address data option.
You will get something
like this:

By-Amresh Tiwari(SGEI)
Step 7: Click on Create
button. A new address
list dialog box appears.

As you will see we are

not going to use all of
these fields in our
address block.

By-Amresh Tiwari(SGEI)
Step 8: Click on the customize
button to delete unwanted
fields from address blocks.

Select the unwanted fields one

by one and delete them. You
can move any field using arrow
buttons. Click on OK button
when you finished.

By-Amresh Tiwari(SGEI)
Step 9: Now type
address list values for
the different fields.
Type details for
recipients address.
Click on New button to
insert a new address.
Click on OK when you
finished all entries.

By-Amresh Tiwari(SGEI)
Step 10: Now it will ask
to save your file. Save
it. When you save your
address list do not use
space between the
address list name.

And the screen will

come back to address
list. Ensure that your
currently saved list
should be selected.
Click on OK button.

By-Amresh Tiwari(SGEI)
Step 11: Now you will
return back to your insert
address block step.

Click on the checkbox in

front of number 2. Check
the preview as per your
need.

If the next button is not

coming then click on more
button and edit the
required fields.

By-Amresh Tiwari(SGEI)
Step 12: Now you will get the create
salutation screen. This is an optional
part. Click on next button.
Now, a few steps are there to adjust
your address block in the document.
Adjust as per your need and click on
next. Then if any modification
required then you can edit the
document otherwise click on next
button. Then you will get the option
to personalize document. This is also
an optional step. Click on next if your
document looks good.
Step 13: Then, at last, you will get the
final step to save, print or send the
merged document. You will get a
screen like this:

By-Amresh Tiwari(SGEI)
Assessment
• Which of the following enables us to send the same letter to different persons?
(a) Macros (b) Template (c) Mail Merge (d) None of the above
• Amrita is celebrating her 14th birthday. She wants to invite her friends and family members to the
party. Which feature will she use to send the same invite to many people with different addresses
without typing it again and again?
(a) Mail Merge (b) Letter wizard (c) Document Type (d) None of these
• Explain Mail Merge. What are advantages of Mail Merge?

Ans: 1(c), 2(a) By-Amresh Tiwari(SGEI)