Samsidh

international
Class – IX - IT
PRACTICAL FILE
2024 -2025

Submitted by ~
Name - ________________
Class -_________________
Section - ______________
Roll number - __________

Submitted to ~
 Teacher`s name -________________
Teacher`s sign - _____________
Index
s.no date topic Teachers‘sign
1. Acknowledgment

2 introduction
3. Word processing software
4. What is word processing?
5. Basic formatting
6. Setting up writer formatting documents
7. Setting up writer

8. Formatting documents

9. Formatting pages, spell check,

autocorrect
10 How to Formatting pages?

11. How to Spell check?

13. How to Autocorrect?

14. Tables in word processing

15. How to create tables?

16. How to format tables?

17. Mail merge

18. What is mail merge?

19. Components of Mail merge

20. How to Creating data source using mail

merge?
21. How to create main document on mail
merge?
22. Creating labels

23 How to create labels using mail merge?

24. Thank you page

Acknowledgement
I would like to express my sincere
gratitude to everyone who has contributed to
the completion of this project: IT half yearly
practical
First and foremost, I want to thank my
teacher, Ishitha mam for their continuous
guidance, encouragement, and expertise. I
am grateful for the knowledge and skills I
have gained under their mentorship.
I want to thank my school principal Rekha
ma`am for giving me this golden opportunity
to working on this project.
I would also like to extend my gratitude to
my classmates who have been actively
involved in this project.
I am grateful to my parents for their
unwavering support and belief in my
abilities.
I would also like to acknowledge the
assistance provided by the school
administration and staff. Their cooperation
and provision of resources have greatly
contributed to the successful execution of
this project.
Lastly, I am deeply grateful for the collective
efforts and support of everyone involved in
this school project. Thank you all for your
valuable contributions and for making this
project a fulfilling and enriching experience
 Introduction

Digital documentation refers to the process of creating,

formatting, and managing documents using digital tools
and software. Some key points about digital
documentation:

 It involves using word processing software like

LibreOffice Writer, Apache OpenOffice Writer, or
Microsoft Word to create, edit, and format
documents.

 Key features of digital documentation include the

ability to apply styles, format text, insert
images/tables, and use templates to standardize
document layouts.

 Digital documentation offers advantages over

traditional typewritten documents, such as easier
editing, formatting, and sharing of documents.

 Common digital document formats

include .docx, .odt, .pdf, .html, and .xml, which
allow for cross-platform compatibility and sharing.

 The process of digital documentation involves

creating, organizing, and managing electronic files
and documents, often in a centralized system or
repository.
 Word Processing Software:
 What is a Word Processor?
o A computer program used to create, edit, and format text
documents.
o Examples: Microsoft Word, Google Docs, LibreOffice Writer
 Basic Components of a Word Processor Window:
o Menu bar, toolbar, ribbon, ruler, status bar, document area,
scrollbars
 Typing and Entering Text:
o Getting familiar with the keyboard and entering text accurately.
 Navigation: Moving the cursor within the document using the
keyboard and mouse.
 Selection: Selecting text for editing (words, sentences,
paragraphs, etc.).
 Deletion and Insertion:
o Deleting and inserting text at various points within the document.
 Saving a Document:
o Understanding the importance of saving work regularly.
 Closing a Document:
o Properly closing the document without losing unsaved changes.
Basic Formatting:
 Font Styles and Sizes:
o Changing font styles (e.g., Arial, Times New Roman) and sizes.
 Bold, Italic, and Underline:
o Applying basic text formatting options.
 Alignment:
 Aligning text (left, right, center, justified).
 Printing Documents:
 Print Preview:
o Checking the document's appearance before printing.
 Printing Options:
o Understanding and adjusting print settings (e.g., number of
copies, page orientation).

Setting Up Writer and Formatting Documents

1. Setting up Writer
 Interface:
o Menu Bar: Contains commands like File, Edit, View, Insert, Format,
etc.
o Toolbars: Provide quick access to common commands (Standard,
Formatting, etc.).
o Ruler: Helps with margins, tabs, and indents.
o Status Bar: Displays information like page number, word count,
etc.
 Customization:
o Toolbars: Customize toolbars by right-clicking and
adding/removing buttons.
o View: Adjust the display (e.g., show/hide ruler, gridlines).
o Options: Set general preferences (e.g., default font, measurement
units).
2. Formatting Documents
 Character Formatting:
o Font: Change font family, size, style (bold, italic, underline).
o Color: Change font color and background color.
o Effects: Add effects like superscript, subscript, strikethrough.
 Paragraph Formatting:
o Alignment: Left, right, center, justified.
o Indentation: Set left, right, first line indents.
o Spacing: Adjust line spacing (single, double, multiple).
o Bullets and Numbering: Create lists.
 Page Layout:
o Margins: Adjust top, bottom, left, and right margins.
o Orientation: Portrait or landscape.
o Page Size: Change paper size (e.g., A4, Letter).
o Headers and Footers: Add page numbers, dates, and other
information.
3. Practical Examples
 Creating a Newsletter:
o Use different fonts, sizes, and colors for headlines, subheadings,
and body text.
o Add images and graphics.
o Use columns for a professional layout.
o Insert page numbers and a date.
 Writing a Report:
o Use headings and subheadings to organize information.
o Apply consistent formatting throughout the document.
o Add a table of contents.
o Include a bibliography or works cited section.
 Designing a Brochure:
o Use a combination of text and images.
o Utilize columns and frames for a visually appealing layout.

o Consider using different background colors or images.

 Formatting Pages, Spell Check, and Autocorrect Utilities

1. Page Formatting
 Margins: Control the space around the text (top, bottom, left,
right).
 Orientation: Choose between portrait (tall) and landscape (wide)
layouts.
 Page Size: Select standard sizes like A4, Letter, or custom sizes.
 Headers and Footers: Add page numbers, dates, titles, or other
information that appears on every page.
 Columns: Divide the page into multiple columns for better
readability (newspapers, brochures).

2. Spell Check
 Automatic Spell Check: The software underlines misspelled words
with a wavy red line as you type.
 Manual Spell Check:
o Go to "Tools" -> "Spelling and Grammar."
o The software will check the entire document for misspelled words.
o You can choose to:
 Ignore: Skip the word.
 Change: Replace it with a suggested word.
 Add to Dictionary: Add the word to the dictionary if it's correct.

3. Autocorrect
 Automatic Corrections: The software automatically corrects
common typing errors (e.g., "teh" to "the," double spaces to
single spaces).
 Customizing Autocorrect: You can add or modify the rules for
autocorrection.
 Professional Documents: Proper formatting and accurate
spelling/grammar make your documents look professional and
polished.
 Improved Communication: Clear and error-free writing enhances
communication in various contexts (reports, assignments,
presentations).
 Time-Saving: Autocorrect and spell check save time and effort by
reducing the need for manual proofreading.
 Enhanced Productivity: These tools help you work more efficiently
and produce better quality work.
Tips for Effective Use
 Regularly check for updates: Ensure your software has the latest
dictionaries and language settings.
 Customize Autocorrect: Add or modify rules to suit your writing
style and preferences.
 Proofread carefully: Always review your documents after spell

check and autocorrect to catch any missed errors.

Tables in Word Processing

 Creating Tables:
o Insert Table: Use the "Insert Table" command to quickly create a table with a
specified number of rows and columns.
o Draw Table: Use the "Draw Table" tool to manually draw tables with custom
shapes and sizes.
 Formatting Tables:
o Borders and Shading: Apply borders, colors, and shading to cells, rows, or
the entire table.
o Cell Alignment: Align text within cells (left, right, center, justified).
o Row and Column Height/Width: Adjust the size of rows and columns.
o Merging and Splitting Cells: Combine or divide cells to suit your needs.
 Adding Content:
o Text: Enter text directly into table cells.
o Images: Insert images within table cells.
o Formulas: Perform calculations within table cells (basic formulas are often
supported).

Mail merge
Mail merge is a powerful feature that allows you to create personalized
documents in bulk. Here's a breakdown:

What it does:
 Combines data with a template: You have a main document (like a letter
template) and a data source (like a spreadsheet with names and addresses).
Mail merge takes information from the data source and inserts it into the
corresponding places in the main document.
 Creates multiple personalized documents: This results in many unique
documents, each tailored to a specific recipient.
Common uses:
 Personalized letters: Sending individual letters to clients, customers, or
colleagues.
 Mailing labels: Creating address labels for mass mailings.
 Envelopes: Printing envelopes with recipient addresses.
 Email campaigns: Sending personalized emails to a large number of
recipients.
 Directories: Generating lists or directories with information from a database.
How it works:
1. Create the main document: This is the template for your document. It
includes the basic text and formatting that will be the same for all recipients.
2. Prepare the data source: This is usually a spreadsheet (like Excel) or a
database. It contains the information you want to personalize the document
with (names, addresses, etc.).
3. Insert merge fields: In your main document, you insert special codes called
"merge fields" that act as placeholders for the data from your data source.
4. Merge the data: You initiate the mail merge process, which combines the
main document with the data source.
5. Preview and print: You can preview the merged documents to check for
errors and then print them or send them electronically.

Components of mail merge

Mail merge involves creating personalized
documents by merging data from a source (like a
spreadsheet or database) with a template. Here
are the key components of mail merge:

1. Main Document: This is the template that contains the

text that will remain the same for all recipients (e.g., a letter,
envelope, or email). It includes placeholders (merge fields)
for personalized information.
2. Data Source: The source of information that provides the
personalized data (e.g., names, addresses, etc.) for each
recipient. This is usually a spreadsheet, database, or CSV file
containing the information.
3. Merge Fields: These are placeholders within the main
document that will be replaced with specific data from the
data source
 4. Merge Process: The process of combining the main
document with the data source. This creates multiple
versions of the document, each tailored for an individual
recipient.
5. Output: The final product that results from the mail merge.
This could be a printed document, an email, or labels,
depending on the merge type. Each output is personalized
based on the data source.

Creating data source

Creating a data source for a mail merge is a critical step,
as it holds all the personalized information that will be
merged into the main document. Here’s how you can
create and organize a data source:

1. Choose Your Data Source Type

 Spreadsheet (Excel or Google Sheets): This is one of the

most common data sources. It allows you to easily store,
edit, and organize your information in rows and columns.
 CSV File: A CSV (Comma Separated Values) file is another
common format, which is widely supported across mail
merge software.
 Database: If you're dealing with a large volume of data, a
database might be used (though this requires more technical
setup).

2. Set up the Columns for Your Data

 Columns represent the different types of information you

want to merge into the document. For example:
o First Name
o Last Name
o Address
o City
 o Zip Code
o Email Address
 Each column header should be descriptive and match the
field you want to insert into your main document.
 Each row in the spreadsheet represents an individual
recipient's information.

4. Ensure Accuracy

 Make sure there are no extra spaces or typos in the column

headers or data, as these could interfere with the mail
merge process.
 If you’re using Excel, it’s best to keep the data consistent
(e.g., proper case for names, full addresses, etc.).

5. Save Your Data Source

 If using Excel, save your file in the Excel format (.xlsx) or as

a CSV file (.csv), depending on the software you plan to use
for the mail merge. CSV is widely compatible, but Excel
offers more formatting options.

6. Linking the Data Source to the Main Document

 Once your data source is ready, it will be linked to your main

document during the mail merge process. This allows the
placeholders in the main document (e.g., <>) to be replaced
with actual data from the data source.

Creating Main Documents for Mail Merge

 The main document serves as the template for your personalized
output. Here's how to create effective main documents for mail
merge:

1. Start with a New Document or Use an Existing Template

 New Document: Begin with a blank document in your word
processing software (like Microsoft Word). This gives you
complete control over the layout and formatting.
 Existing Template: If you have a pre-designed template (e.g., a
letterhead template), you can use that as a starting point.
2. Insert Merge Fields
 Identify Variables: Determine the information that will change for
each recipient (e.g., name, address, product name).
 Insert Merge Fields: Use the mail merge tools within your software
to insert merge fields. These act as placeholders for the variable
data.
o Example: If you want to insert a recipient's name, the merge field
might look like <<FirstName>> or [FirstName].
3. Add Static Content
 Consistent Elements: Include all the text and formatting that will
remain the same for every recipient. This includes:
o Salutations (e.g., "Dear [FirstName],")
o Body text
o Closing remarks
o Company logo or letterhead
o Formatting (fonts, spacing, etc.)
4. Arrange and Format
 Visual Appeal: Pay attention to the overall appearance of the
document.
 Readability: Ensure the text is easy to read and the layout is clean
and professional.
5. Preview and Test
 Preview Merge: Before creating the final documents, preview the
merged results to check for any errors or formatting issues.
 Test Merge: Merge a small sample of records to ensure the data is
inserted correctly and the document looks as expected.
Tips for Creating Effective Main Documents:
 Keep it Simple: Avoid overly complex formatting that might cause
problems during the merge process.
 Use Consistent Formatting: Maintain consistent font styles, sizes,
and spacing throughout the document.
 Test Thoroughly: Preview and test the merge with a small sample
of data before merging the entire list.
 Save a Backup: Always save a copy of the original main document
before making any major changes.

By following these steps, you can create professional and

effective main documents for your mail merge projects, ensuring
that your personalized communications are accurate, consistent,
and visually appealing.

Creating Labels Using Mail Merge

Mail merge in word processing software like Microsoft Word is a
powerful tool for creating personalized labels in bulk. Here's a step-
by-step guide:

1. Prepare Your Data Source

 Create a Spreadsheet: Organize your recipient information in a
spreadsheet (like Excel).
o Each row represents one recipient.
o Each column represents a specific piece of information (e.g.,
Name, Address, City, State, and Zip Code).
 2. Start Mail Merge in Word
 Open Word: Create a new document.
 Start Mail Merge: Go to Mailings > Start Mail Merge > Labels.
3. Select Label Options
 Choose Label Vendor and Product Number:
o Find this information on your package of labels.
o If you can't find an exact match, you can create a custom label
size.
 Click OK.
4. Select Recipients
 Click "Select Recipients".
 Choose "Use an Existing List".
 Browse to your spreadsheet and open it.
 Check "First row of data contains column headers".
 Click OK.
5. Arrange Your Labels
 Click "Address block".
 Select the fields you want to include on your labels (e.g., Name,
Address, City, State, Zip Code).
 Click "Insert".
 Click "Update all labels".
6. Preview and Edit
 Click "Preview your labels".
 Review the labels to ensure the information is correct and the
formatting is appropriate.
 Make adjustments as needed (e.g., spacing, font size).
7. Complete the Merge
 Click "Complete the merge".
 Choose "Print Documents".
 Select your printer and click OK.
Tips for Creating Effective Labels:
 Use a clear and concise layout. Keep the text to a minimum to
avoid overcrowding.
 Use a legible font size.
 Double-check all information for accuracy.
 Print a test sheet before printing the entire batch.
 Consider using return address labels for your own convenience.
Thank
you