PRASHANT KIRAD

DIGITAL DOCUMENTATION (ADVANCED)

CREA TE AND APPLY STYLE IN THE DOCUMENT

Style refers to a jpre-defined set of formatting attributes that can be
applied to text, paragraphs, pages, and other elements of a document.
Styles help to ensure consistency In formatting throughout the
document and make it easier to manage and modify the document's
formatting.

Advantages of Style:
• Provides consistency throughout the document
• Saves time and increases efficiency
• Allows for easy updates and modifications
• Makes document management simpler and more organized
• Enhances accessibility for readers who use assistive technologies.

There are several types of styles in OpenOffice, including:

• Character styles: These are used to apply formatting to specific
characters or words within a paragraph. For example, you might use
a character style to make a particular word bold or italicized.
• Paragraph styles: These are used to apply formatting to entire
paragraphs, including text alignment, spacing, and indentation.
• Page styles: These are used to define the layout and formatting of
individual pages, includ ing margins, headers, and foo ters. D List
styles: These are used to define the formatting of bulleted or
numbered lists.
• Frame styles: These are used to define the formatting of frames,
whlch are used to hold graphics or other elements within a
document.
• Table styles: These are used to define the formatting of tables,
including cell borders, backgrounds, and text alignment.
• Graphics styles: These are used to define the forma·t tlng of
graphics or images within a document, including borders,
backgrounds, and text wrapping.
 PRASHANT KIRAD

How to Apply Style In OpenOffice.org

Step 1 : Select the text, paragraph, or other element where you want to
apply the style.
Step 2 : Click Format> Style and Formatting or press Fll
Step 3 : Select any one of the style (e.g., Paragraph, Character, etc.)

What Is Fill Format Mode and How to apply

Fill Format Mode is a feature in OpenOffice that allows you to copy the
formatting from one element of a document and apply It to another
element. This can be useful when you want to quickly apply consistent
formatting to multiple elements within a document. How to Apply Fill
Format Mode
Step 1 : Select the element that contains the formatting you want to
copy,
Step 2 : Click on the "Fill Format mode" Icon In the Style and
Formatting window.
Step 3 : Select the element or elements that you want to apply the
formatting to.
Step 4 : Click on the element that you want to apply the formatting.

Creating New Custom Style In OpenOffice.org

There are two different ways to create a Style
1) Creating a new Style from a selection
2) Dragging and Dropping to Create A Style

Create New Style from Selection

By replicating an existing manual format, you can make a new style.
This new style will only be applied to this document and will not be
saved ln the template.
Step 1 : Select the formatted text or paragraph.
Step 2 : From the top menu, select "Styles" > " New Style" (or press Fll).
Step 3 : In the New Style window, enter a name for the new style and
select the type of style you want to create.
Step 4 : Make any additional changes to the style options.
Step 5 : Click "OK" to save the new style.
OragandD~ptoc~~eNewSty~
You can drag and drop a text selection Into the Styles and Formatting
window to create a new style.
Step 1: Open the Styles and Formatting window.
Step 2: Select text and drag It to the Styles and Formatting window.
Step 3: Im the Create Style dialog box, type a name for the new style.
The list shows the names of existing custom styles of the selected
type, if any. Click OK to save the new style.
Step 4 : If the Paragraph Styles list is showing In the Styles and
Formatting window, a new paragraph style will be added to the list. If
Character Styles are active, the character style will be added to the
list.

Modifying Custom or Pre defined Styles

There are two different ways to modify Style in OpenOffice -
• Updatting a style from a selection •
• Load or copy styles from another document or template

Updating a Style from a selection

To update a style from a selection:
Step 1 : Open the Styles and Formatting window.
Step 2 : In the document, select an item that has the format.
Step 3 : In the Styles and Formatting window, select the style you want
to update (single click, not double-click), then long-click on the arrow
next to the New Style from Selection icon and click on Update Style.

Load or copy styles from another document or template

You can copy styles by loading them from a template or another
document:
Step 1 : Open the document into which you wish to paste styles.
Step 2 : Long-click on the arrow ne><t to the New Style from Selection
symbol in the Styles and Formatting window, and then select Load
Styles.
Step 3 : Locate and choose the template you wish to copy styles from
on the Load Styles box.
Insert Image from Scanner : If your computer has a scanner attached,
Open Office may access the scanning software and enter the scanned
item as an image into the Open Office document. To insert image Click
the area where the image to be placed, then choose Insert> Picture>
Scan > Select Source to begin the process.

Modifying Image in OpenOffice.org : You might need to edit a new

image you include so that it matches the document. Here, we'll go
through how to use the Picture toolbar, as well as how to resize, crop,
and rotate a photo using a workaround.

Picture Toolbar: The Picture toolbar displays when you insert a picture
or choose one that is already in the page. View> Toolbars > Picture
allows you to set it to always be visible.

Graphics mode: You can change color images to grayscale by selecting

the image and then selecting Grayscale from the Graphics mode list.
Flip vertically or horizontally Select the Image, then click the
corresponding icon to turn it vertically or horizontally.

Filters : The filters are briefly descrilbed in the following table, but the
best way to comprehend them is to use them. Try around with the
various filters and their settings.
 PRASHANT Kl RAD

Advan t ages of Table of Contents:

• Provides quick navigation
• Enhances organization
• Improves comprehension
• Adds a professional appearance
• Increases accessibility for readers with disabilities
Purpose of Table of Contents:
1.Offers users a summary of the document's contents and structure.
2. Facilitates quick navigation to specific areas within the document.
How to Insert Table of Content in Digital Documentat ion: Navigate to
Insert> Indexes and Tables> Indexes and Tables.
Basic Settings In Table of Contents:
1. Adding A Title:
- Enter a title in the Title area or edit an automatically entered title.
- Clear the Title field to remove the title.
2. Protecting Against Manual Changes:
- Select the "Protected against manual changes" checkbox to pr event
accidental modifications.
- If cihecked, mod ificat ions are limited to the context menu or tine
Insert Table/Index window.
3. Changing The Number Of Levels:
- Adjust the number of levels examined by entering the required
value in the "Evaluate up to level" spin box.
4. Assigning Custom Styles:
- Writer automatically assigns paragraphs using default heading
styles (Heading 1, Heading 2).
5. Using The Entries Tab:
- Customize TOC formatting through the Entries tab.
- Specify the appearance of headings and subheadings, Including
font, style, indentation, and page number formatting.
 PRASHANT KIRAO

IMPLEMENT MAIL MERGE:

Mall merge enables personalized communication to a large group,
making it appear tailored for each recipient. It's useful for letters,
labels, or envelopes with varied addresses.
How to Create Mall Merge In Digital Documentation:
l. Select Starting Document:
- Begin by choosing the starting document for your mall merge.
2. Select Document Type:
- Specify the type of document you are creating.
3 . Insert Address Block or Selecting Data Source:
- Insert an address block or select the data source for your recipients.
4. Create Salutation:
- Generate a salutation for your recipients.
5. Adjust Layout
- Modify the layout as needed.
6. Edit Document and Insert Extra Fields:
- Edit the document and insert additional fields.
7. Personalize Documents:
- Personalize each document with recipient-specific information.
8. Save, Print, or Send:
- Save, print, or send the personalized documents as required.
Data Source In Mall Merge:
During mail merge, data is retrieved from another document known as
the data source. It connects to the main document and provides
information such as names, addresses, and phone numbers from a
document, spreadsheet, or database.
Types of Data Sources In Mall Merge:
l . Spreadsheet
- Use spreadsheet files as a data source.
2. Text File:
- Employ text files as data sources.
3. Access/ Base Database:
- Link Access or Base databases as data sources.
4 . Address Book:
- Utilize an address book as a data source in a mall mer~e.
 , :::. PRASHANTKIRAO

TOP 15 MCQs
I t • • • I I
•• •• •••
1. Which of the following Is a Mall Merge field? I I I I I I I

a. <<Address>> ...•
•••••••
••• ••

b . Address
c. {Address}
d . [Address]
Answer: (a)

2. Which of the following Is NOT a step to complete a Mall Merge In

Microsoft Word?
a. Edit the merged document
b. Preview the merged document
c. Save the merged document
d. Print the merged document.
Answer. (cl
3. How ls a Table· of Contents created in OpenOffice Writer?
a. Manually typing the headings and page numbers
b. Automatically generating it using the headings in the document
c. Copy-pasting the headings and page numbers from another document
d. None of the above.
Answer. (b)

4. What Is a Table of Contents?

a. A summary of a book
b. An index of a book
c. A list of the chapters or sections of a book or document
d. A glossary of terms
Answer: (cl
5. How can you customize the formatting of a Table of Contents In OpenOffice
Writer?
a. By using the Table of Contents dialog box
b. By using the Page Layout tab of the ribbon
c. By manually formatting each entry In the Table of Contents
d. None of the above
Answer: (a)
 PRASHANT KIRAD

6. What Is the purpose of the Level setting In a Table of Contents?

a. To change the font size of the headings
b. To specify the heading levels that should be included in the Table of
Contents
c. To change the color of the headings
d. None of the above
Answer. (b)
7. What ls the purpose of the "Protect Against Manual Changes" option
In the Table of Contents dialog box?
a. To prevent the Table of Contents from being edited manually
b. To prevent the headings in the document from being edited
c. To prevent the page numbers from being edited
d. None of the above.
Answer. (a)

8. Which of the following is not a recommended practice when creating

a table of contents in a digital document?
a Using automatic numbering for headings
b. Including every heading in the document In the table of conten ts
c. Updating the table of contents before printing or shari ng the
document
d. Using a consistent style for all headings in the document
Answer: (b)

9. What Is the difference between a Table of Contents and an Index In a

digital document?
a. A Table of Contents Is used to list all the tables in the document,
while an Index is used to list all the headings and subheadings in the
document.
b. A Table of Contents is used to list all the figures in the document,
while an Index is used to list all the footnotes in the document.
c. A Table of Contents is used to list all the headings and subheadings in
the document, while an Index is used to list all the tables. and figures in
the document.
d. A Table of Contents and an Index are the same thing.
An swer: (c)
10. Which of the following Image formats ls NOT supported In digital
documents?
a. JPG
b. PNG
c. PDF
d. BMP
Answer: (c)

11. What Is the purpose of a data source In Mall Merge?

a. To create a form letter
b. To connect to the database
c. To create a table of contents
d. To add a hyperllnk
Answer: (b)
12. Which of the following ls a Mall Merge option In Microsoft Word?
a. Merge and Split
b. Merge and Protect
c. Merge and Format
d. Merge and Center
Answer: (di
13. What ls the purpose of a Mall Merge wizard In Microsoft Word?
a. To format the merged document
b. To create the data source
c. To guide you through the steps of Mall Merged.
d.To preview the merged document
Answer: (c)
14. Which of the following Is a way to Insert a Mall Merge field In Microsoft Word?
a. Insert> Field
b. Insert> Picture
c. Insert> Hyperllnk
d . Insert> Table
Answer: (a)
15. In which tab of the ribbon In OpenOffice Writer can you find the option to
Insert a Table of Contents?
a. Home
b. Insert
c. Page Layout
d. References
Answer: (d)
 PRASHANT KIRAD

.....•...
.......
r,op 10 QUESTIONS
1. What do you understand by the ter ms:
.......
.....
•••
•
a. Text Wrapping
b. Anchoring
Ans:
a. Text Wrapping - Text wrapping describes the relationship between
graphics and the surrounding text, which may wrap around the
graphic on one or both sides, be overprinted behind or in front of the
graphic, or be overprinted behind or in front of the graphic.
b. Anchoring - The graphics' reference point is referred to as IT. This
point could represent the object's location on the page or in the
frame. An anchor point is always present In an image.

2. Explain differ,ent ways of creating a t emplat e.

Ans: There are two ways t o create templates in a document.
• Creating a template from a document -
1. Create or edit a new or existing document of the type you wish to
use as a template.
2. Fill in the blarnks with the content and styles you desire.
3. Select File> Templates > Save from the main menu.
• Creating a template using a wizard - Wizards can be used to
construct letters, faxes, agendas, presentations, and Web page
templates. The Fax Wizard, for example, walks you through the
·f ollowing options:
1. Fax machine type (business or personal)
2. Document component s such as the date, topic line (for business
faxes), salutation, and closing
3. Information about the sender and receiver options (business fax)
4. Inclusion of text in the footer (business fax)
3. What are Styles? What are the advantages of using styles?
An s: Styles are pre-defined formatting attributes in digital document
processing that can be used to apply consistent formatting to text and
other elements. The advantages olf using styles include -
• Consistency throughout the document
• Efficiency in formatting the document
• Flexibility in making changes to the document
• Improved accessibility for users with assistive technologies
4. What do you mean by table of contents?
Ans: The table of contents tool in Writer allows you to create an
automated table of contents from1your document's headings.
Many of the elements are used in the table of contents -
a. E - It indicates chapter number
b. E - It represents the entry text
c. T - It represents tab stop
d. LS - It represents the start of a lh yperllnk
e. LE - It represents the End of a hyperlink
5. How can styles be used to create a table of contents In a digital
document?
Ans: To create a table of contents In a digital document, styles can be
utilized by assigning particular styles to headings and subheadings
throughout the document. By applying the " Heading 1" style to
primary section headings and the •Heading 2" style to subheadings,
users can generate an automatic table of contents that lists all of the
document's sections and subsections in a structured and organized
manner. This saves time and effort since users don't have to manually
create a table of contents, and it also ensures that the document is
consistent and easy to navigate for the reader. In short, using styles to
create a table of contents is a powerful feature of digital documents
that improves the overall readability and usability of the document.
6 . How can the use of styles Improve the efficiency of document
creation and editing?
Ans: Styles can enhance the efficiency of document creation and
editing by enabling users to quickly and easily apply formatting options
to text and paragraphs. By defining a set of styles that reflect the
formatting options commonly used in the document, users can swiftly
apply those styles to text and paragraphs with a single click,
streamlining the process and saving time. This feature allows for
consistency in formatting, reduces the possibility of errors, and
improves the overall productivity of document creation and editing. In
summary, using styles is a powerful tool that significantly enhances the
efficiency of digital document processing.
7. How can the use of a table of contents benefit the author of a digital
document?
Ans: Using a table of contents can be advantageous for the writer of a
digital document in various ways. By presenting a structured and well-
organized summary of the document's content, the writer can ensure
that the document Is easily comprehensible and coherent.
Consequently, this can save time and minimize the possibility of
mistakes t hat may arise when the reader has to search for particular
sections or chapters manually.

8. How can the use of styles help to Improve the accessibility of a

digital document?
An s: - Styles are an effective means of enhancing the accessibility of
digital documents as they provide a consistent structure and
formatting that ls easy for users with visual impairments to navigate. By
utilizing styles to define headings and subheadings, document creators
can establish a clear hierarchy of Information that can be interpreted
effectively by screen readers. This results in a document that Is more
user-friendly and inclusive, as it enables individuals with visual
impairments to easily access and understand the content. Ultimately,
incorporating styles Into digital documents can have a positive impact
on the overall accessibility and usability of the document, which Is a
crucial consideration In today's increasingly diverse and inclusive
society.
 PRASHANT KIRAD

9. How can a table of contents be created and formatted In a digital

document?
Ans: To create and format a table of contents in a digital document,
users can follow these steps:
• Assign unique heading styles to each section or chapter of the
document.
• Insert a table of contents using the appropriate option from the
menu or toolbar.
• Customize the table of contents by choosing the desired style and
formatting options to match the document's design and layout.
• Update the table of contents whenever changes are made to the
document's structure or content to ensure Its accuracy and
usefulness to the reader.

10. What are templates? What are the advantages of using templates?
An s: A template is a type of document that you can use to make a
similar type of document. Templates can contain text, graphics, style,
and design.
The advantages of template are -
a. Document creation is made easier with templates.
b. It saves time to give style in document
c. The use of templates helps to keep the audience's interest.

Page 50 / 103