Unit 1 – Digital Documentation (Advanced)

Some Questions with Answers

Q. What is a style?
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. When we apply a style, we apply
a whole group of formats at the same time. Styles are logical attributes.

Q. What are some advantages of Style?

Ans. Some advantages of Style -
• We can create custom styles
• Styles help improve consistency in a document.
• Styles makes major formatting changes easy - for example, change the indentation of all
paragraphs, or change the font of all titles.

Q. What are the different types of styles are there in OO Writer?

Ans. OpenOffice Writer supports the following types of styles:
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 and character formatting like bold, Italic etc.
3. Character styles - affect selected text within a paragraph, such as the font and size of text,
or bold and italic formats.
4. Frame styles - are used to format graphic and text frames, including wrapping type,
borders, backgrounds, and columns.
5. List styles - apply similar alignment, numbering or bullet characters, and fonts to
numbered or bulleted lists.

Q. How can we activate Styles and Formatting window

Ans. OpenOffice.org provides Styles and Formatting window to select styles to apply.
To activate Styles and Formatting Window use any one of the following ways -
• Click the Styles and Formatting icon located on the formatting tool bar OR
• click Format > Styles and Formatting, OR
• press F11.

Q. What are the ways to apply existing styles?

Ans. There are two ways to apply the style -
a. double-click on the name of the style in one of the style categories in Styles and Formatting
window. To apply a character style, select the characters first.

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b. By using Fill Format mode - Fill format mode is used to apply a style to different areas quickly.
Click the Fill Format mode icon then 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 on a word applies the character style for
that word.

Q. How to quit Fill Format mode?

Ans. To quit Fill Format mode, click the Fill Format mode icon again or press the Esc key.

Q. How to Create New (Custom) Styles?

Ans. You may want to add some new styles. You can do this in two ways:
1. Creating a new style from a selection –
a) In the document, select the item(word/paragraph/page/list) you want to save as a style.
b) In the Styles and Formatting window, click on the New Style from Selection icon
c) In the Create Style dialog, type a name for the new style. Click OK to save the new style.

2. Dragging and Dropping to Create a Style -

a) In the document, select the item(word/paragraph/page/list) you want to save as a style.
b) Drag this in the Styles and Formatting window, drop on the required category.
c) In the Create Style dialog, type a name for the new style. Click OK to save the new style.

Q. What are the different ways to insert images in OO Writer?

Ans. Images can be added to a document in several ways:
Drag and Drop Method
• Open a file browser window and locate the image you want to insert, drag the image
into the Writer document and drop it where you want it to appear. To link the file instead of
embedding it, hold down the Control+Shift keys while dragging the image.
Insert Picture from Menu
• Choose Insert > Picture > From File from the menu bar
• On the Insert Picture dialog, select picture and click Open.
Inserting an Image from The Clipboard
• Open both the source document and the target document.
• In the source document, select the image to be copied, press Control+C to copy the
image to the clipboard.
• Switch to the target document. Click and Press Control+V to insert the image.
Inserting an Image using A Scanner
If a scanner is connected to your computer, click where you want the graphic to be inserted and
select Insert > Picture > Scan > Select Source.

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Inserting an Image from The Gallery
• Open the Gallery, click on the Gallery icon (located in the right side of the Standard
toolbar) or choose Tools > Gallery from the menu bar.
• Navigate and click and drag the desired picture from the Gallery into the Writer
document. (You can also right-click on the picture and choose Insert>Copy)

Q. Which toolbar helps in modifying picture?

Ans. i) Using the Picture Toolbar – (View > Toolbars > Picture), the Graphic Filter toolbar and
the Color toolbar we can obtain following effects to the graphics -
 Filter –
Graphic filters and their effects

ii) Using the Formatting Toolbar - When an image is selected, you can customize some
aspects of its appearance using the tools available on the Formatting toolbar as well as in
the dialog that is shown by right-clicking on the image and selecting Picture.

 Align – We can align picture in the document in following positions.

Top/ Middle/ Bottom/ Left/ Right/ Center

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 Arrange – If we have two images overlapping each other we can arrange them in two
ways- Send to back/ Bring to front
 Wrap – Wrap Off / Optimal Wrap/ Wrap Through
 Border and Border color create a border around the image, selecting style and color; or
you can add a shadow to the image
 Anchor - to Page/ To Paragraph/ To Character

Q. Which Menu helps in cropping and resizing a picture?

Ans. From Format > Picture, we can activate Picture Dialog box
Through this we can Crop Image, Change Scale of Image and Resize the images

Q. What is the difference between Crop with Keep Scale or Keep Image Size
Ans.
a. Keep scale is selected (default), cropping the image does not change the scale of the picture.
For example, a value of 3cm in the Left box cuts 3 cm from the left side of the picture.
• When Keep scale is selected, the size of the image also changes, so in this example the width
will be reduced by 3 cm
b. Keep image size is selected, cropping produces enlargement (for positive cropping values),
shrinking (for negative cropping values), or distortion of the image so that the image size
remains constant.
• When Keep image size is selected, the remaining part of the image is enlarged (when you
enter positive values for cropping) or shrunk (when you enter negative values for cropping) so
that the width and height of the image remains unchanged.

Q. When do we need to Resize an Image?

Ans. When the inserted image does 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.
Click the picture. Click and drag green resizing handles to resize the picture.
corner handles - resize both the width and the height of the picture simultaneously
other four handles - only resize one dimension at a time.
To retain the original proportions of the graphic, Shift+click one of the corner handles, then
drag.

Q. How to Rotate a Picture in OO Writer?

Ans. Writer does not provide a tool for rotating a picture; however, there is a simple
workaround:

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1. Open a new Draw or Impress document (File > New > Drawing or File > New > Presentation).
2. Insert the image you want to rotate. Select the image, then in the Drawing toolbar select the
Rotate.
3. Rotate the image using the red handles at the corners. To restrict the rotation angle to
multiples of 15 degrees keep the Shift key pressed while rotating the image.
4. Select the rotated picture, then copy the image to the clipboard with Ctrl+C and paste with
Ctrl V in the Writer document.

Q. Which toolbar is used to create Drawing Objects?

Ans. The drawing toolbar. To display the Drawing toolbar, click View > Toolbars > Drawing.

Q. Which toolbar is used to change the Properties of a Drawing Object?

Ans. The Drawing Object Properties toolbar. You can change the properties fill color, line type
and weight, anchoring, etc. of the drawing object using either or the choices and dialog boxes
reached by right-clicking on the drawing object.

Q. How to Group Drawing Objects?

Ans. To group drawing objects:
1. Select one object, then hold down the Shift key and select the other objects.
2. Choose Format Menu > Group > Group or right-click and choose Group > Group from the
pop-up menu.

Q. Can we include an embedded or linked graphic in a group?

Ans. No. You cannot include an embedded or linked graphic in a group with drawing objects.

Q. What is an Arrangement of Image/Graphics within the Text?

Ans. Arrangement refers to the placement of a graphic on an imaginary vertical axis.
Arrangement controls how graphics are stacked upon each other or relative to the text.

Q. What is an alignment of Image/Graphics within the Text?

Ans. Alignment refers to the vertical or horizontal placement of a graphic in relation to the
chosen anchor point.

Q. What does Anchoring of Image/Graphics within the Text?

Ans. Anchoring refers to the reference point for the graphics. This point could be the page, or
frame where the object is, a paragraph, or even a character. An image always has an anchor
point.

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Q. What is Text wrapping of Image/Graphics within the Text?
Ans. Text wrapping refers to the relation of graphics to the surrounding text.

Q. What are the different types of text wrapping options available?

Ans.
• No Wrap - With this option the text is placed above and below the image but not around it.
• Page Wrap or Optimal Page Wrap - The text flows around the image.
• Wrap Through -Superimposes the image on the text. That is, the image is above the text.
• In Background - Similar to Wrap Through, but the image is placed below the text so there may
be no need to change the transparency to make the text visible.

Q. Where you can find Alignment, Arrange, Wrap, and Anchor option?
Ans. The settings can be accessed from the Format menu or from the Object toolbar. Or from
the pop-up menu displayed when you right-click on the graphic.

Q. What is a Template?
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. New documents
created from this template will all have your company’s logo on the first page.

Q. What a Template can contain?

Ans. 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.

Q. New Text document are based on the default template. True or False?
Ans. True. All documents in OpenOffice.org are based on templates. When you start a new
document, then the document is based on the default template “new text document”.

Q. How to Create a Template?

Ans. You can create your own templates in two ways: from a document, and using a wizard.
1. Creating A Template from a Document To create a template from a document:
i. Open a new or existing text document.
ii. Add the content or predefined text, add styles for example, Printer settings, Styles,
including character, page, frame, numbering and paragraph styles, Add settings
iii. choose File Menu> Templates > Save. The Templates dialog opens. In the New
template field, type a name for the new template. Click OK to save the new template.

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 2. Creating A Template Using a Wizard You can use wizards to create templates for letters,
faxes, agendas, presentations, and Web pages.

Q. How to set a custom template as the default?

Ans. To set a custom template as the default:
1. choose File Menu > Templates > Organize. The Template Management dialog opens.
2. In the box on the left, select the folder containing the template that you want to set as the
default, then select the template.
3. Click the Commands button and choose Set as Default Template. The next time that you
create a document by choosing File > New, the document will be created from this template.

Q. How to reset the default template?

Ans.
1. File Menu – Template – Organize
2. Click the Commands button and choose Reset Default Template from the dropdown menu.
The next time that you create a document by choosing File > New, the document will be
created from Open Office’s default template for Writer.

Q. What is a Table of contents?

Ans. A table of contents is a list, usually on a page at the beginning of a book or document,
which outlines the chapters or sections names with their corresponding page numbers. In
addition to chapter names, it also includes the sub-chapter headings.

Q. What is important when you create a Table of Contents in OO Writer?

Ans. Before you start, make sure that the headings are styled consistently. For example, you
can use the Heading 1 style for chapter titles and the Heading 2 and Heading 3 styles for
chapter subheadings.

Q. What are the Steps to Create a table of contents?

Ans. 1. Use a consistent paragraph styles for different heading levels (such as Heading 1,
Heading 2, and Heading 3)
2. Place the cursor where you want the table of contents to be inserted.
3. Select Insert > Indexes and Tables > Indexes and Tables. Click OK.

Q. How to protect Table of contents from being changed?

Ans. To protect the table of contents from being changed accidentally, check the Protected
against manual changes check box. If the box isn't checked, the table of contents can be
changed directly on the document page.

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Q. How many levels we can have in a TOC?
Ans. By default, Writer evaluates 10 levels of headings.

Q. What are the different entries in the Entries Tab?

Ans. Table of Contents consist of many entries. The Structure line displays the elements. Each
button on the Structure line represents one element:
➢ The E# button represents the chapter number.
➢ The E button represents the entry text.
➢ The T button represents a tab stop.
➢ The # button represents the page number.
If hyperlink created for any entry, then following also appears -
➢ The LS button represents the start of a hyperlink.
➢ The LE button represents the end of a hyperlink.
(The LS and LE buttons do not appear on the default Structure line.)
Each white field on the Structure line represents a blank space.

Q. Can we delete an element from the structure line?

Ans. Yes. To delete an element from the Structure line, click the button that represents that
element and then press the Delete key on your keyboard. For example, to delete a tab stop,
click the T button and then press the Delete key.

Q. Can we add an element on structure line?

Ans. Yes. To add an element to the Structure line, follow these steps:
1. Place your cursor in the white field to the left of where you want to insert the element.
2. Click one of the five buttons that are just below the Structure line. (For example, to add a tab
stop, click the Tab stop button.) A button representing the new element appears on the
Structure line.

Q. How to make Chapter Name Hyperlink?

Ans. 1. On the Structure line, place your cursor in the white field to the left of the entry E
button. Click the Hyperlink button. An LS button, representing the start of the hyperlink,
appears on the Structure line.
2. On the Structure line, place your cursor in the white field to the right of the E button. Click
the Hyperlink button again. An LE button, representing the end of the hyperlink, appears on the
Structure line.

Q. Can we change the style of elements?

Ans. Yes. On the Structure line, click the button that represents the element to which you want

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to apply a style. From the Character Style drop-down list, select the desired style.
To apply the displayed structure and formatting to all outline levels, click the All button.

Q. How to apply Styles to Outline Levels?

Ans. Use the Styles tab, to apply a different paragraph style to each outline level of the
table. To apply a paragraph style to an outline level, follow these steps:
i. In the Levels list box, select the desired outline level by clicking it.
ii. In the Paragraph Styles list box, click the paragraph style that you want to apply.
iii. Click the < button to apply selected style.

Q. What can be added to the Background of a TOC?

Ans. Color or a graphic can be added to the table background.

Q. How to Edit, update and Delete a Table of Contents

Ans.
a. To edit an existing table of contents:
1. Click anywhere in the table of contents and then right click.
2. From the context menu, choose Edit Index/Table.

b. to update the table of contents.

1. Place the cursor within the table of contents.
2. Right-click and select Update Index/Table from the pop-up menu.

c. to delete the table of contents from a document:

1. Click anywhere in the table of contents and then right click.
2. From the context menu, choose Delete Index/Table.

Q. What is Mail Merge?

Ans. Mail Merge is a very important feature of word processor. It is used to create a series of
same documents with multiple addresses. Mail merge is the process of merging the main
document (letter or certificates) with the mailing address of various persons. It is used to send
invitations, letters or to print certificates for several people.

Q. Apart from letters where else we can implement Mail Merge?

Ans. Mail merge can also be a quick way to take a list of people’s mailing addresses and generate
labels.
It’s essential for any person or organization that has a lot of clients, partners, parents and
children, or other people to communicate with.

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Q. Which all documents are required for Mail Merge?
Ans. In mail merge two documents are created. One with the common contents and fields (which
are dragged from data source later) is the main document or form letter and other holding the
address list is called the data source.

Q. What are the steps to Register to database

Ans.
1. Choose File > New > Database.
2. Select the type of data: spreadsheet data, Text file data, address book, or the type of
database you’re using like OO Base, Access or MySQL. Then click Next.
3. Click the Browse button and find the file (for example – spreadsheet) containing your
data. Then click Next and continue.
4. In this window, just be sure to keep the option for registering selected. Then click Finish.
5. You’ll be prompted to save the database file. This is the database files used to add to your
mail merge documents. The file will end in .odb and be stored in whatever directory you
choose. It doesn’t have to be in the same directory as the data.
6. Close the pane to return to document.
You’re done creating the database file. You only need to do this once for every spreadsheet,
database, or directory of text files.

Q. What are the steps to Create and then Print Mailing Labels?
Ans.
Creating Mailing Labels
Before beginning this process, you must have a database where names and addresses of
recipients are stored. Register this database. Note the brand and type of labels you intend to use.
• Choose File > New > Labels.
• On the Options tab, ensure that the Synchronize contents option is selected.
• Select the Brand of labels to be used, and then select the Type of label from Label Tab.
• On the Labels tab, select the Database and Table. Click the drop-down arrow under Database
field. Select the first field to be used in the label. Click the left arrow button to move this field
to the Label text area.
• Continue adding fields and inserting desired punctuation, spaces, and line breaks until the
label is composed.
• Click New Document. You now have a new, single-page document containing a series of
frames, one for each label of the selected type and filled with the data source address fields
that you selected.

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Printing Mailing Labels
• Choose File > Print. Click Yes to print.
• If you prefer to save the labels to a file, then you should select File in the output section
• Click OK and give a file name for the saved labels. This will generate a Writer document with
the merged results.
• Now choose File > Open and open that file you just named.
• You’ll see the merged results.

Q. How to Remove Blank Lines from Labels?

Ans. press Ctrl+F9 or choose View > Field Names (if not visible)
● Next, ensure that you can see non-printing characters, such as paragraph marks, line breaks
and so on. If these are not already visible, choose View > Nonprinting Characters from the Menu
bar, or press Ctrl+F10, or click on the Nonprinting Characters icon ( ) on the Standard toolbar.
● Click in the first label, at the end of the last data source address field in the first line of the label.
Press Delete to remove the new line character and then press Return (or the Enter key) to insert
a paragraph marker. Repeat this action for each line in the address.
● Click again at the end of the first paragraph to be conditionally suppressed and then choose
Insert > Fields > Other. Select the Functions tab and then click on Hidden Paragraph in the Type
column. Now click in the Condition box and enter the details of the condition that defines a blank
address field. It has the general form of:
![Database.Table.Database field]
For example, in a database called Points the condition to test if the Last Name field is empty
would be ![Points.Sheet1.Last Name]

Click on Synchronize Labels button and the hidden paragraph fields are propagated to all the
labels in your document.

Q. What will be the condition to Remove Blank Lines from Labels, if Address2 is showing blank
lines in some labels of Friends Database and Outside Table?
Ans. in condition box write - ![FRIENDS.OUTSIDE.ADDRESS2]

Q. What do you mean by Master Label? How is it helpful in Mailing Labels?

Ans. The first label on the page is termed the “Master Label” and all other labels are linked to it.
It is helpful when we want to change all the labels, it saves our time. for example, to change the
font name in all the labels, for this just change the font in Master Label and Press Synchronize
Labels Button to update all the labels.

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