Unit 1 Digital Documentation

Q1. 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.
Advantages of using styles are :
1. Styles help us to apply consistent formatting to the documents.
2. Using styles we can easily change the existing format.
3. Styles makes major formatting changes simple.

Q2. Give any four styles supported by OpenOffice.org

Ans. Four Styles supported by OpenOffice.org are.
1. Page styles include margins, headers and footers, borders and backgrounds.
2. Paragraph styles control all aspects of a paragraph’s appearance, such as text alignment,
tab stops, line spacing, and borders.
3. Character styles affect selected text within a paragraph, such as the font and size of text, or
bold and italic formats.
4. Numbering styles apply similar alignment, numbering or bullet.

Q3. How can we create our own styles?

Ans. We can create new styles by following two ways :
1. Creating new styles from selection.
2. Dragging And Dropping To Create A Style.

Q4. Explain any four Graphic filters.

Ans. Four graphic filters are :
Invert : Inverts the color values of a color image or the brightness values of a grayscale
image.
Smooth : Softens the contrast of an image.
Sharpen : Increases the contrast of an image.
Posterize : Makes a picture appear like a painting.

Q5. Explain Image Cropping.

Ans. 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. Right click on image and select Picture
from the pop-up menu. In the Picture dialog box, select the Crop page and select the part
from left, right, top and bottom which you want to remove.

Q6. List any three methods of inserting images in a text document.

Ans. Three methods of inserting images in a text document are :
a. Drag and Drop
b. Inserting An Image From The Clipboard
c. Inserting An Image Using A Scanner
Q7. What do you understand by the terms?
a. Text Wrapping
b. Anchoring
Ans. 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.
Anchoring : IT refers to the reference point for the graphics. This point could be the page, or
frame where the object is. An image always has an anchor point.

Q8. What are templates? What are the advantages of using templates?
Ans. A template is a model that you use to create other documents. For example, you can
create a template for business reports that has your company’s logo on the first page. When
you create a new documents from this template will all have your company’s logo on the
first page.
One of the major advantages of using templates is the ease of updating styles in more than
one document. Another advantage is that it also saves your time.

Q9. What is the difference between styles and templates?

Ans.
Styles Templates

A style is a set of formats that you can

apply to
selected pages, text, frames, and other A template is a model that you use to
elements create other documents.
in your document to quickly change their
appearance.

Styles help to keep formatting consistent Templates help to keep formatting

in the entire document consistent across multiple documents

Q10. Explain different ways of creating a template

Ans. Templates can be created in the following two ways
1. Creating A Template From A Document
To create a template from a document:
a. Open a new or existing document of the type you want to make into a template
b. Add the content and styles that you want.
c. From the main menu, choose
File > Templates > Save.
d. The template dialog box open.
e. Type the name of the template.
f. Click OK to save the new template
2. Creating A Template Using A Wizard
a. From the main menu, choose File > Wizards >[type of template required]
b. Follow the instructions on the pages of the wizard.
c. In the last section of the wizard, you can specify the name and location for saving the
template.

Q11. Explain Mail Merge.

Ans. A mail merge is a way to take a letter you’ve written and send it to a whole bunch of
people, personalizing it with information about them so they might think that you typed that
letter personally for them. In short, it’s a way to be personal, yet efficient.

Q12. What are advantages of Mail Merge?

Ans. Advantages of mail merge are :
1. It saves our time and efforts.
2. It helps to create multiple personalized letters in a very less time.
3. It also help to keep the formatting consistent in all the letters.

Q13. Give examples of databases in which the Data Source can be created.
Ans. Databases in which the Data Source can be created are :
1. MySQL
2. MS – Access
3. OpenOffice base
4. Oracle

Q.14. Compare resizing and cropping an image.

Ans.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
to fit in the document.
Whereas 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. It
is known as the cropping of an image.

Q.15. Analyze the utility of the Fill format mode.

Ans.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.

Q.16. Decide whether the given statement is right or wrong?

“Resizing of an image will adversely affect the quality of an image.”
Ans.Be aware that re-sizing a bit-mapped (raster) image will adversely affect
the resolution, causing some degree of blurring. It is better to externally
size your picture correctly before insertion into your presentation, if
possible
Q.17. A template is a model that you use to create other documents. For
example, you can create a template for business reports that have your
company•fs logo on the first page. New documents created from this
template will all have your company•fs logo on the first page.
a. What is a template?
b. What are the ways of creating your own templates?
c. What are the advantages of using templates?
Ans.
a. A template is a model that you use to create other documents.
b. You can create your own templates in two ways: from a
document, and using a wizard.
c. The advantages of using templates are
 •Templates simplify the process of creating documents.
 Templates can ease our workload and make us feel less stressed, and, at the same
time, they increase efficiency.
 •It increases the attention of the audience.
 It saves time and money.
 Templates improve clarity and customer satisfaction.

Q.18. Manisha has prepared the written assignment on poverty in India. She has
crafted the topic and added the content in Writer. She is adding
styles to the document and is facing some problems in editing the
document. Answer the following questions to solve her issue?
a. What includes the page styles?
b. List the different ways of modifying styles.
c. Discuss the process of any of the ways of modifying styles.
Ans.
a. Page styles include margins, headers and footers, borders and
backgrounds. In Calc, page styles also include the sequence for
printing sheets.

b. Updating a style from a selection

Load or copy styles from another document or template

c. To update a style from a selection:

1. Open the Styles and Formatting window.
2. In the document, select an item that has the format you want
to adopt as a style.
3. 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.
Q.19. Ramesh wants to invite his friends and relatives to his birthday party. He wants
to send an invitation through the mail to them. Ramesh is not aware of the mail merge
utility for sending invitations. Help Ramesh in
this situation by answering some of the questions given below.
a. To how many recipients a mail merge document can be sent?
b. For sending emails to multiple senders, we need a data source of
their details. Which software is required for creating a data source?
c. Can we use existing invitation letters from templates? If yes, then how?
Ans.
a. Any number of recipients
b. A Spreadsheet software
c. Yes, we can use existing invitation letters from templates.
● Open the template. Save it with the appropriate name.
● Add the text that will send to everyone, and plan where
you want to add the fields.
● Once you have the letter written out and you know what
fields you need, you can delete the name specific data
and insert the fields from the database instead.