1.

Introduction to Digital Documentation

Digital documentation is the process of creating, storing, editing, and managing documents electronically. Instead of
using paper, digital documents are created using word processors and other software, allowing for more efficient
management and sharing of information.

Why Digital Documentation?

 Efficiency: Digital documents are easier to create, edit, and format compared to traditional paper documents.
 Storage: Thousands of digital documents can be stored on a single device or cloud service, saving physical
space.
 Accessibility: Digital documents can be accessed from anywhere, provided you have the necessary devices and
permissions.
 Environmental Impact: Reduces the need for paper, contributing to environmental conservation.

2. Word Processing Software

Word processing software is essential for creating digital documents. It offers a variety of tools to format text, insert
images, and manage the overall layout of the document.

Common Word Processing Software

 MS Word: A widely used word processor with advanced features. It's part of the Microsoft Office suite and
supports a variety of document types.
 Google Docs: An online word processor that allows multiple users to edit a document simultaneously. It saves
documents automatically and stores them in Google Drive.
 LibreOffice Writer: A free, open-source alternative to MS Word, offering similar functionalities.

Key Features

 Text Formatting: Change the appearance of text, including font type, size, color, and style (bold, italics,
underline).
 Paragraph Formatting: Adjust alignment, indentation, and spacing to organize text for readability.
 Inserting Elements: Add images, tables, charts, and hyperlinks to enhance the document.
 Spell Check and Grammar Check: Automatically identify and correct spelling and grammar errors.

3. Working with Documents

Understanding the basic operations of creating, saving, opening, and managing documents is crucial.

Creating a New Document

 Step 1: Open the word processor.

 Step 2: Select ‘New Document’ from the File menu or toolbar.
 Step 3: Begin typing your content.
 Step 4: Save your document by clicking ‘Save As’ and choosing a location and file name.

Opening and Closing Documents

 Opening: Locate the document on your computer or cloud storage, and double-click to open it in the word
processor.
 Closing: After finishing your work, save any changes, then close the document by selecting ‘Close’ or exiting
the application.

Saving Documents

 File Formats:
o .docx: The default format for MS Word, widely supported across different platforms.
o .pdf: A read-only format ideal for sharing documents that should not be edited.
 o .odt: The default format for LibreOffice Writer.
 AutoSave: Some software, like Google Docs, saves documents automatically, preventing data loss.

4. Formatting Documents

Formatting is essential for creating well-structured and visually appealing documents.

Page Layout

 Margins: Set the space around the text on the page. Standard margins ensure that text is not too close to the
edges, improving readability.
 Orientation:
o Portrait: Taller than wide; commonly used for essays, letters, and reports.
o Landscape: Wider than tall; used for wide tables, charts, or presentations.
 Page Size: Choose from standard sizes like A4 (210mm x 297mm) or Letter (8.5 inches x 11 inches),
depending on the purpose and region.

Headers and Footers

 Headers: Appear at the top of each page. They often include the document title, chapter name, or author’s
name.
 Footers: Appear at the bottom of each page, usually containing page numbers, dates, or footnotes.
 Inserting Page Numbers: Automatic page numbering can be added in the footer, ensuring that each page is
correctly numbered without manual effort.

Text Formatting

 Fonts: Different fonts convey different tones. For example, Times New Roman is formal, while Comic Sans
is casual.
 Font Size: Adjust the size of text to make it more readable or to emphasize certain sections (e.g., headings).
 Font Style:
o Bold: For important terms or headings.
o Italics: For titles, foreign words, or emphasis.
o Underline: Typically used for hyperlinks or section headings.
 Alignment:
o Left: Standard alignment for most documents.
o Right: Often used for dates or author names.
o Center: Used for titles and headings.
o Justify: Aligns text evenly on both the left and right margins, giving a clean look.

Paragraph Formatting

 Line Spacing: Adjust the space between lines of text to improve readability. Common settings are single, 1.5,
and double spacing.
 Indentation: Used to create space at the beginning of a paragraph. First-line indentation is common in essays
and reports.
 Bulleted and Numbered Lists: Lists are useful for organizing points or steps. Bulleted lists are used for
unordered items, while numbered lists indicate a sequence.

Inserting Elements

 Images: Enhance the visual appeal and understanding of the document. You can insert images by selecting
‘Insert’ > ‘Image’, then choosing an image file from your computer.
o Resizing: Click and drag the corners of the image to adjust its size.
o Positioning: You can wrap text around the image or place it in line with the text.
 Tables: Organize data in rows and columns, making it easier to compare or categorize information.
o Inserting: Choose ‘Insert’ > ‘Table’ and select the number of rows and columns.
o Formatting: Add borders, shading, and merge cells to improve the table’s appearance.
 Charts and Graphs: Visual representations of data, making complex information easier to understand.
 o Types: Bar charts, line graphs, pie charts, etc.
o Customization: Adjust colors, labels, and data points for clarity and emphasis.

5. Styles and Templates

Using styles and templates can save time and ensure consistency across documents.

Styles

 Predefined Styles: Word processors offer predefined styles for headings, titles, subtitles, etc. These styles
ensure that the document has a uniform look.
 Creating Custom Styles: You can create your own styles for specific needs, such as a unique heading style for
a project report.
o Applying Styles: Select the text you want to format, then choose the appropriate style from the toolbar
or styles menu.

Templates

 Using Templates: Templates are pre-designed document layouts that you can use as a starting point. For
example, you can use a resume template to quickly create a professional-looking resume.
 Custom Templates: If you frequently create similar documents, you can create and save your own templates.
For example, a report template with your school’s logo and standard formatting.

6. Reviewing and Protecting Documents

Reviewing and protecting your documents ensures that they are accurate, collaborative, and secure.

Spell Check and Grammar Check

 Automatic Checking: As you type, most word processors underline spelling errors in red and grammar issues
in green or blue. Right-click on the underlined word to see suggested corrections.
 Manual Checking: Use the spell check tool to review the entire document. This is especially important before
finalizing a document to ensure there are no overlooked errors.

Track Changes

 Collaborative Editing: When multiple people are editing a document, track changes is a useful feature. It
highlights all edits made by different users, allowing you to see who made what changes.
 Reviewing Changes: You can accept or reject changes made by others. This is useful in team projects where
everyone’s input needs to be reviewed before finalizing the document.

Comments

 Adding Comments: Highlight the text you want to comment on, then select ‘Insert’ > ‘Comment’. This is
useful for suggesting changes or asking questions without altering the actual content.
 Responding to Comments: Other users can reply to comments, creating a discussion thread. Once the issue is
resolved, comments can be deleted or marked as resolved.

Document Protection

 Password Protection: You can set a password to protect your document from unauthorized access or editing.
In MS Word, go to ‘File’ > ‘Info’ > ‘Protect Document’ > ‘Encrypt with Password’.
 Read-Only Mode: If you want others to view your document but not make any changes, you can save it in
read-only mode. This is useful when sharing final versions of documents.

7. Printing and Exporting Documents

Printing and exporting documents are the final steps in preparing your digital documents for distribution or
presentation.
Print Preview

 Why Preview?: Always use print preview to check how your document will look when printed. This allows
you to spot any layout issues, such as text being cut off or images not appearing correctly.
 Adjusting Layout: If something doesn’t look right in the preview, you can adjust the layout, margins, or
scaling before printing.

Printing

 Printer Settings: Choose the correct printer, paper size, and orientation. You can also select the number of
copies and specific pages to print.
 Duplex Printing: If your printer supports duplex printing, you can print on both sides of the paper. This is
useful for saving paper, especially in long documents.
 Collated Printing: For multiple copies, collated printing ensures that each copy of the document is printed in
the correct order (e.g., pages 1-10, 1-10, instead of pages 1, 1, 2, 2).

Exporting

 PDF Format: PDF is the most common format for sharing documents because it preserves the document’s
layout and formatting, regardless of the device or software used to open it. To export a document as a PDF,
select ‘File’ > ‘Export’ > ‘Create PDF/XPS Document’ (in MS Word).
 Other Formats: Depending on your needs, you can export documents in other formats like HTML (for web
publishing) or plain text (.txt) for simple text files.

Practical Tips

 File Organization: Keep your documents organized by creating folders and subfolders. For example, you
could have a main folder called “School” with subfolders for each subject or project.
 Regular Backups: Use cloud storage services like Google Drive, OneDrive, or Dropbox to back up your
important documents. This way, you won’t lose your work if your computer crashes.
 Collaboration Tools: When working on group projects, use collaboration tools like Google Docs, where
multiple users can work on the same document simultaneously. This also tracks changes made by different
users.
 Version Control: Save different versions of your document as you make significant changes. This allows you
to revert to an earlier version if needed. For example, save as “Project_Report_V1”, “Project_Report_V2”, etc.

1. What are the features of Word Process?

Answer – The following are some of the features offered by major word processors.

a. Select and move text from one place in the document to another

b. Copy the text to other places inside the document

c. Move or copy a selected text from one document to any other document

d. Change the font size and style of the document’s text

e. Format paragraphs and pages

f. Check spelling and grammar

g. Create a table and change the size of chosen rows, columns, or cells

h. Combine one or more documents

i. Print the specified text or selected pages of the document

j. Insert photos or graphs into the document

2. In a document all the occurrences of word “this” have to be changed to “these”. Which option is suitable for this and
what is the shortcut command used for it?

Answer – To replace a text in a digital documentation, the user can use the find and replace function. Ctrl + H or
Function Key F5 is the shortcut key of find and replace.

3. Which two documents are essential for mail merge?

Answer – The following two documents are required for Mail Merge.

1) Data Source – This is usually a list of names, phone numbers, and addresses to merge. This is the structured
representation of the bulk data. This might be in the form of an excel spreadsheet.

2) Main Document – This is the template or main document. This template placeholder contains or embed the data
from the data source.

4. Explain the concept of Word Processing.

Answer – A word processor is computer software that allows you to type and work with text.

a. It’s a program that allows you to write and view documents.

b. It is a piece of software or hardware that allows you to create, edit, and print documents.

c. You can type text in it, save it electronically, display it on a screen, or edit it by entering commands and characters
before printing it

d. When compared to other computer applications, word processing is the most frequent.

e. The majority of word processors are now used as cloud services.

5. List the various software available for word processing.

Answer – The various word processing software are –

• Microsoft Word

• WordPad

• Lotus Word Pro

• Open Office Writer

• LibreOffice Writer

• Apple Work (Mac computers only)

• Word Perfect (Windows computer only)

• Google Doc

6. Write difference between a text editor and a word processor software. Write the name of any text editor or

word processor available in market.

Answer – A word processor is a kind of text editor with greater features. The main purpose of a text editor is to write
and modify text. Word processors provide a different type of faculty like copy, cut, paste, undo, and redo.

• A word processor allows you to modify text as well as do additional functions like text formatting, Inserting images,

headers and footers, table, list etc.

• The common word processor available in the market are –

a. Microsoft Word

b. Digital Document

c. WordPad

7. List the various components of LibreOffice suite. Explain each component in one line.
Answer – Libre office suite includes the following components:

Writer (Word processor): This program is used to write letters, books, blogs, and reports.

a. Calc (Spreadsheet) – is a program that is used to perform mathematical calculations.

• b. Impress (Presentation) – it allows you to use multimedia. It has a drawing tool as well as special effect
animation.

c. Draw (vector graphics) – is a vector drawing tool that can create anything from a simple diagram or flowchart
to a complex diagram or flowchart.

• d. Base (Database) – It allows us to change forms, reports, and queries, as well as establish a relationship.

e. Math (formula editor) – It can produce complex equations as well as characters .

8. Compare the features of manual typewriter, electronic typewriter and word processing software.

Manual Typewriter –

• Modification not possible

• Text cannot cut, copy or paste in document

• You are not allowed to create multiple copies

• Spell checking or grammar function is not available

• Cannot save the file

Electronic Typewriter –

• Modification possible

• You are allowed to create multiple copies

• Spell checking or grammar function is not available

• You can save the file

Word processing –

• Modification possible

• You are allowed to create multiple copies

• Spell checking or grammar function is available

• You can save the file

9. Explain the different views to display a document.

Answer –a. Print layout – This view shows a document on the screen in the same format as it will appear when printed.
Margins, page breaks, headers and footers, and watermarks are all visible.

b. Full Screen – This view shows as much of the document’s content as the screen will allow at a size that is pleasant to
read. The Ribbon is replaced by a single toolbar at the top of the screen with buttons for saving and printing the
document, accessing references and other tools, highlighting text, and making comments in this mode. You can also
change the view by moving from page to page.

10. What are the various methods for selecting the text in a document? Give the steps to select a paragraph.

Answer – The following ways can be used to select a text, line, or paragraph in a document:

a. Shortcut key – Click anywhere in the document and press Ctrl + A to select all of the text.

b. Click and drag – Clicking and dragging the mouse in any direction is the most popular approach to selecting text in a
document.
c. Double Click – You can also choose a single word or line by double-clicking on it.

d. Shift + Arrow – Hold down the [Shift] key while pressing the right and left arrow keys, as well as the up and down
arrow keys, to move one character or one line at a time.

e. Triple Click – You can select a paragraph using triple-click in LibreOffice.

11. What are the special characters? How can you insert them in a document?

Answer – Many time we required to use a special characters in LibreOffice for example #, @, *, _, €,,, £ . The keyboard
has a limited space for keys and symbols. Most signs and symbols you can insert in document using the following
methods.

Step 1 – Create a new document

Step 2 – Select the special character option from the Insert menu

Step 3 – Insert the special character in the document using click option

12. How will you count the total words of a document?

Answer – When you type a word in a document, LibreOffice Writer counts the number of pages and words for you. The
page number and text are displayed in the document’s status bar.

13. What are the various menu of Writer GUI?

Answer – File, Edit, View, and Insert are the most frequent GUI menus.

The menus are set up in such a way that the commands that are related are grouped together. E.g. Open, saving, and
closing, will always be available from the file menu.

14. What is the default extension assigned to the document in Writer when you save it? Write down the steps to save
the document to Microsoft Word document?

Answer – Documents can be opened, created, and saved. All common file types are well-supported by Writer. Writer
utilizes the ODF format, which has the file extension .odt, by default.

You can save the document in Microsoft Word using following steps –

Step 1 – Click on file

Step 2 – Open Save dialog box

Step 3 – Write a file name

Step 4 – Click on Save

15. What is the importance of password in the document? How will you protect the document using password in
Writer?

Answer – The password is essential for effective authorization in the document. By offering security to the users, we can
safeguard the document using a password. Only authorized users can use the password option to access their
documents. We can protect our sensitive documents with the aid of passwords. We can protect any document with the
help of password using a variety of technologies. The password ensures that data is kept safe. To avoid being hacked.

16. What is mail merge? Write down the steps to create mailing labels to paste on wedding cards.

Answer – LibreOffice provides Mail merge facilities to the users, that allows you to combine mail and letters for mass
mailings from a single email address. It is a function of word processing that allows fixed content to be sent to several
users at the same time.

The steps for inserting Mail Merge is –

Step 1 – Go to the mailings tab and select the start mail merge option.

Step 2 – Select the step-by-step mail merging wizard from the drop- down menu.

Step 3 – Select the type of documentation and then click Next.

Step 4 – Select Recipients from the drop-down menu.

Step 5 – Choose Type a New List from the drop-down menu and click Create.

Step 6 – Create a custom field and write the letter. To add an address, click the address block.

Step 7 – Select Greeting line from the Enter menu.

17. What are the advantages of table? Prepare your report card of Class VIII in table format.

Answer – The most significant advantage of including a table is that it provides a visual grouping of data.

The advantages of table is –

It is a set of data that is consistent and uniform.

An easy method for formatting in a professional manner.

It is possible to add data to it in the form of rows and columns.

Easily you can update the data in a tabular format.