UNIT III

DIGITAL DOCUMENTATION
1. What do you mean by Documentation? What is the need for
documentation ?

A document is a paper with written contents and the process of

preparing a document is called documentation.

Documentation is required to preserve the contents for a longer

period or to be used as evidence.

2. Define the term Word Processing?

Word processing is the use of computer software to enter, edit,

format, store, retrieve and print the document. The document can be
a letter, notice, report, business correspondence.The term word
processing was invented by IBM.A word processor is a computer
application used for the production of printable material.

3. What are the advantages of the latest word processor?

The modern word processors take advantage of a GUI (graphical user

interface) providing some form of what-you-see is-what-you-get
(WYSIWYG) editing. This means, the special effects on text are also
visible on the screen.

4. What are the features of word processors?

Some of the features provided by popular word processors are as

listed below.

• Create, edit, save, retrieve and print the document

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

• Copy the text to other places within the document

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

• Change the font size, font style of the text in the document

• Format paragraphs as well as pages

• Check spelling and grammar

• Create table, modify the size of the selected rows, columns or cells

• Combine one or more documents

• Insert pictures or graphs within the document

• Print the selected text or selected pages of the document

5. What are the uses of word processors?

Word processors are being used in business, home, and education,

i.e., in schools and colleges for preparing letters, reports, and many
other different types of documents.

Students use it for preparing project reports and assignments.

Teachers use word processors for preparing question papers and

notes.

6. Name some Web-based word processor.

• Google Docs

• Office 365 Word

• Microsoft OneDrive Word

7. Write the steps to Starting LibreOffice Writer.

 (i) To start LibreOffice Writer in Windows, double click LibreOffice
Writer shortcut, which is usually found on the computer desktop .

(ii) Alternatively, click on the Start or Windows button, select LibreOffice →

LibreOffice Writer from application window.

(iii) Using the Search command, type the word ‘writer’ in the search
field, and select LibreOffice Writer from the offered results.

(iv) In Ubuntu Linux, find the LibreOffice Writer icon on the

application launcher, or search it by clicking on ‘Show Applications’.

8. Write the steps to create a document.

Step 1 Create a new text document by using File Menu → New → Text Document.
Step 2 Now save the file by clicking on the File Menu → Save.

By default, the file is saved in .odt format.

Different file formats are as under

Step 3 Saving the file by another name It is possible to make another

copy of the file by saving it with another name using the Save As
option.

Once the user saves the document by giving a name, it is called a

‘File’.

The user can save the file with another name in other location using
the Save As option.

The user will get two files the previous one and the one with new
name.

Step 4 Closing the document— After finishing the work, close the file,
as too many opened files will cause a disturbance in working.

To close the file, select File → Close

 Step 5 Opening the document—It may further require opening a file for editing.
Select File → Open (Ctrl+O) and the document will be open for editing.

9. Write the steps to Save a document using password.

1. Select File → Save

2. Select the location on disk to save the file

3. Type a suitable name for the document

4. Click on Save button

5. To save the document with password, put a tick on the checkbox

Save with a password

6. Type the password to open the file in Set password dialog box

7. Type the same password in the second box and click OK button

10.Name the various parts of the Writer window.

(a) Title bar: Title bar is located on the top of the Writer window. It
shows the title of the currently opened document.

(b) Menu bar: It appears below the Title Bar. It shows the menu items
File, Edit, View, Insert, Format, Tables, Tools, Window and Help.

(c) Toolbars: The tool bar appears below Menu Bar. By default, the
Standard Tool Bar and Formatting Tool Bar will appear.

(d) Standard toolbar: It contains commands in the form of icons.

(e) Formatting toolbar: It contains the various options for formatting a

document.
 (f) Status bar: This is positioned at the left bottom of the Writer
window and displays the number of pages, words, the language used,
zooming, etc. It is located at the bottom of the workspace.

(g) Scroll button and scroll bar: It is used to scroll the document.

(h) Zoom: It allows to change the scale of the text and pictures in the
document only for view.

11. What do you mean by Text Cursor? What are cursor control keys?

The Text Cursor is a flashing vertical line in the body of the text. The 4 arrow keys
(←↑↓→) on the keyboard are called as cursor control keys.

12.What are the use of cursor control keys?

There are two keys above the cursor control keys marked as Home
and End. Pressing the Home key jump to the beginning of the line and
pressing End key jump to the end of a line.

• Position the Text Cursor on a line of the document.

• Press the Home key and observe that the Text Cursor jumps to the
beginning of the line.

• Press the End key and observe that the Text Cursor jumps to the
end of the line. When these keys are pressed in combination with Ctrl
key, the cursor jumps to the beginning and end of the document.

• To jump to the beginning of a document, press the Ctrl key, hold it

down, then press the End key (Ctrl+Home).

• To jump to the end of a document, press the Ctrl key, hold it down,
then press the End key (Ctrl+End).

13.Explain about Mouse Pointer.

Mouse pointer
 ⇧ This is the mouse pointer. It takes the pointer shape while moving it around the
screen. The mouse pointer changes to I shape, when moved over the text in a
document.

Moving the ‘I’ shaped mouse pointer over the text and clicking on the
desired text, helps to get the text cursor while editing the document.
Thus, the mouse is used to control the Text Cursor location.

14.Write the steps to open an existing file.

Keyboard shortcut:Ctrl+O

Mouse options: File →Open

15.Write the steps to Moving and copying text.

Cut and Paste: It is used to move a selected text from one place to
another.

• Select the text and click on Edit → Cut option or press CTRL+X

• Place the cursor where the text has to be moved.

Click on Edit → Paste option or press CTRL+V

16.Write the steps to Copy and Paste.

It is used to make a duplicate copy of selected text.

Step 1: Select the text and click on Edit→ Copy option or press CTRL+C

Step 2: Place the cursor where the text has to be duplicated.

Click on Edit→Paste option or press CTRL+V

17.Write the steps for Selecting text.

It is necessary to select the text to perform copy and paste operation.

The selected text will be highlighted. For editing the text you must
first select the required text. The editing can be done on the selected
text.

18.Write the steps for Selection criteria

To select the text in Writer, swipe the mouse cursor over text.

19.Write the steps to undo the changes.

To undo the changes

Keyboard shortcut: Ctrl+Z

Mouse options: Edit → Undo

20.What is the use of the cut and copy option?

Copy option (CTRL+C) is used to make one or more copies of the

selected text

whereas

Cut option (CTRL+X) is used to move the selected text from one
place to another
21.How can you select the text and deselect it ?

To deselect the text, move the mouse pointer to an unselected location

and click the left mouse button once.

To select all of the text in a document, press Ctrl+A.

Ctrl+A means to hold the Ctrl key down and press the A key.

22.Write the steps for selecting non consecutive text items.

If the text is not continuous and you have been asked to select a part
of the text from a paragraph, then by using the mouse

• select the first piece of text.

• hold down the Ctrl key and use the mouse to select the next piece
of text.

• repeat as often as needed.

23.How can you select the vertical block of text select from menu?

To select the vertical block of text select from menu: Edit → Selection Mode → Block
Area, or press Ctrl+F8 (Keyboard shortcut).

24.What is the use of Find and Replace?

This feature is used to search for a text and replace it with other text.

25.Write the steps to find and replace a word.

• Select Edit → Find & Replace, the dialog box will open.

• Type the text to find in the Find box.

• To change the text with different text, enter the new text in the
Replace box.
 Or

Step 1: Click on Edit Menu → Find & Replace option or press CTRL+F

Step 2: Write text under Search For option and click on Find button to
locate the entered word. This will select the word which you want to
search for. Also, you can click on Find All to select and display all
occurrences of the entered text.

Step 3: Write the text under Replace with option. Now click on
Replace if you want to change only first occurrence of it and use
Replace All to replace all the matching occurrences.

26.Differentiate between the following:

A. Find and replace

Find only locates the text given in Search for

whereas

Replace changes the text into the Replace with text

B. Find and find all

Find will search one instance at a time.

Whereas

Find All will search all instances in one go.

C. Replace and replace all

Replace will take place if you want to change only first

occurrence of it .

Whereas
 Replace All is used to replace all the matching occurrences.

27.Which feature is used for Jumping to the page number?

It becomes difficult to scroll down if it is a large document with

several pages. In such a situation, ‘Go to Page’ feature of Writer is
useful.

To do this, select the Edit Menu→ Go to Page

(Keyboard shortcut: Ctrl+G)

28.What do you mean by Non-printing characters? Write the steps to

display it.

In computer data entry, anything entered is treated as a character.

We can see the characters like alphabet, numbers, punctuation

marks, on the computer screen.

But when you press keys like Enter, the Space Bar, and the Tab key,
that do not appear on the screen, we are actually entering these
characters in the document.

It is very helpful to see these non-printing characters on the display to

see the exact formatting of the document.

To display the non-printing character, press the toggle formatting

mark (¶) or use keyboard shortcut Ctrl+F10.

The tab space is shown by → sign and spacebar is shown by dot (.)

29.Write the steps to check the spelling and grammar of the document
(or selected text).

To check the spelling and grammar of the document (or selected text),

select Tools → Spelling and Grammar,

 Or

Click the Spelling and Grammar button on the Standard toolbar,

Or

press the keyboard key F7.

30. What are the features of Automatic Spell Checker?

Automatic Spell Checker checks each word as it is typed and displays

a wavy red line under any unrecognized words.

Right-click on an unrecognized word to open a context menu .

Certain suggestions will be displayed for the selected word.

Click on the most appropriate word out of the suggested words to

replace the underlined word.

After making corrections, the line disappears.

31.What do you mean by the term

A. Synonyms and Antonyms

synonyms (different words with the same meaning) and

antonyms (words with the opposite meaning)

B. Thesaurus

A word processor helps to look up synonyms (different words

with the same meaning) and antonyms (words with the opposite
meaning) in the thesaurus.

Therefore, thesaurus will have words with similar meanings or

opposite meanings.

32. Write the steps for Formatting a document.

 The first step in document preparation is to use page setup.

To setup a page, select and click on the Format → PageSetup and the Page option.

33. What is the use of a page style dialog box?

It allows to select paper size and format (A4, A5, B4, Letter).

User can adjust ‘Orientation’ as Portrait or Landscape.

The user can set the Margins (Left, Right, Top, Down).

34.What do you mean by Formatting text?

Formatting Text refers to the formatting of paragraphs and characters.

To do the formatting:

first select the text and then apply the required text formatting
features.

There are various methods of formatting text ,These methods are

• use the menu options from menu bar.

• use the readily available buttons on the formatting toolbar.

• use the context menu. The context menu appears by right clicking on
the selected text.

• use the keyboard shortcut.

35.What are the operations performed while formatting a text?

(a) Removing manual formatting

(b) Common text formatting

 (c) Changing text case

(d) Superscript and Subscript

36.Write the steps for Removing manual formatting .

To see the effect of formatting the text, first remove manual formatting.

For this, select the text and choose Format → Clear Direct Formatting from the Menu
bar, or click the Clear Direct Formatting button on the Formatting toolbar, or use
Ctrl+M from the keyboard.

It will clear the existing formatting on the text and then you can apply
the fresh formatting features.

37.Name some common Common text formatting.

Some of the common text formatting features generally used

1. Changing font size – by selecting font size.

2. Changing font style – bold, italic, underline

3. Changing font type – by selecting font drop down.

4. Changing font colour – by selecting font colour icon.

On the Format Toolbar, you will find the buttons representing the
letter a in Bold, Italic and Underline form. These are toggle buttons.

To apply any of the effect of bold, italic and underline, first select the
text.

Then press the desired buttons on the formatting toolbar.

 The keyboard shortcuts for bold (Ctrl+B), for italic (Ctrl+I) and
(Ctrl+U) for underline.

38.Write a short note on Changing text case.

It is possible to change the case of the text. There are 6 Change Case
options in LibreOffice Writer, they are: upper case, lower case, cycle
case, sentence case, capitalize every word, toggle case.

39.Write a short note of subscript and superscript.

For example, in the date 5th July, the ‘th’ character appearing after 5 is
in the superscript case. In some situations, such as while writing
scientific/chemical formula, such O2, the character 2 is in the subscript
case. Subscripts appear at or below the baseline, while superscripts are above.
Subscripts and superscripts are perhaps most often used in formulas, mathematical
expressions, and specifications of chemical compounds and isotopes.

40.Write the steps to apply subscript and superscript.

• To apply superscript: Select the text and select Format → Text → Superscript

• To apply subscript: Select the text and select Format → Text → Subscript

41.What do you mean by paragraph style? What are the operations

performed by a paragraph style?

A paragraph in a document can have several sentences, a single

sentence, a single word, or no words at all. Every paragraph in a
LibreOffice Writer document has a paragraph style. The
paragraph style. A Paragraph style includes both character and
paragraph formatting attributes. You can apply it to a selected paragraph or
a range of paragraphs.

(a) Indenting paragraphs

The entire paragraph can be indented in one step. Place the Text Cursor
anywhere in the paragraph, select and click on the ‘Increase Indent’ tool.
Each time when you click on the Increase Indent tool, the current
paragraph’s indent will increase. There is also a Decrease Indent tool that
removes the indent.
 (b) Aligning paragraphs

The paragraph can be aligned as Left, Right, Center and Justify. To align the
paragraph, place the text cursor in the title paragraph, select the appropriate
tool (Left, Right, Center or Justify) from the Format Toolbar.

(c) Font color, highlighting, and background color.

There are three more tools—Font Color, Highlighting, and Background tools
on the Format Toolbar.

• To change the font color, select the small down pointing arrow ▼
on the right edge of the Font Color tool and select the colour from
the colour box.

• To change the highlight colour, select the small down pointing

arrow ▼on the right edge of the Highlighting tool and change the
colour from the colour box.

(d) Using the bullets and numbering

You can assign the bullets or numbering to the list items in the document by
using the options on the Bullets and Numbering toolbar

(e) Assigning color, border and background

42.Write the steps to change the paragraph style.

• First select the paragraph by paragraph selection method.

• Select the drop down arrow of paragraph style.

• Select Text Body from the pop down menu.

• Move the mouse pointer to outside the selected text and click the left
mouse button once to deselect the text.
43.Write the steps to explore more paragraph formatting features.

• Select a paragraph

• Click on the required tools on ‘Formatting Tool Bar’

Or

• Open Format → Paragraph Dialogue Box

• Select the appropriate tools

• Click Ok

44.Write the steps Assigning colour, border and background.

1. To assign background colour to the paragraph, first select the

paragraph.

2. Select Format → Paragraph → Area→ Colour, then select the colour.

3. To assign border to the paragraph, select the paragraph, then select Format →
Paragraph → Borders → Select Line – Style, Width, Colour.

4. After selecting, click 'Ok'

45.What do you mean by nested list?

A nested list has a sublist under it. Bullets and Numbering dialog
contains more detailed controls
46.What is a page style?

Page styles define the basic layout of all pages in the document. It
includes page size, margins, header and footer, border and background,
number of columns.

47.What operations can be performed under page formatting?

(a) Setting up basic page layout using styles

The Default Style is assigned to the new document by default. It

appears on the taskbar of the writer window.

To change the various parameters of the page, just click on the Default Style on the
taskbar or click on the Format → Page.

(b) Inserting a page break

In multi-page documents the text flows from one page to the next as
you add information.

In certain cases we may require to break the current page and move
the next heading or next chapter to the new page in the same
document.

To break the current page and start the new page select Insert → Page Break from the
Menu bar or use the keyboard command (Ctrl + Return).
 (c) Creating header/footer and page numbers

In a multi-page document, it becomes necessary to add a header and

footer to document for more readability.

Headers appear at the top of every page; footers appear at the bottom
of a page. Headers and footers are specified by page styles, therefore
all the pages with the same page style will display the same header and
footer.

(d) Defining borders and backgrounds

Assigning borders and backgrounds to important paragraphs, frames

and pages give attractive look to the document.

(i) Adding border: It is possible to apply the border, either to individual

characters or to selected text.

(ii) Adding background colour: To add background color to the

paragraph, select the paragraph. Select the Area tab from the
Paragraph dialog.

Alternately, right-click anywhere in the paragraph, and choose

Paragraph from the context menu.

Select the color from the color grid to use for this frame, and then click
OK to apply it to the background

The color, gradient, bitmap, pattern, hatch can be added.

To delete a color, gradient, bitmap, or other background, select None

near the top of the Area page of the Frame dialog.

(e) Inserting images, shapes, special characters in a document

The regular text in the document can be made attractive and more
informative by inserting the various elements as listed below:

(i) Inserting image: If you wish to include any picture or image

in your document, the image file should be stored in your hard disk or external
storage, such as Pen drive.
To insert an image in your document, position the cursor where you want to insert the file, select
Insert → Image.

Or

Click on the insert image icon, located below the Formatting Toolbar.

A file manger will appear from where you can select the image file.

Select the image file and click on the Open button or just double click on the
image file. The image will get inserted in the file.

(ii) Inserting special characters: Sometime we may require to enter the special
character, such as ¶ or which cannot be typed by using the keyboard.

Or

select Insert → Special Character

(iii) Inserting shapes: It is possible to insert various shapes in your document. The
variety of shapes consists of Lines, Arrows, Symbols, Stars, Callouts, Flowcharts.

For this, keep the cursor in the place you wish to add the shape and select Insert → Shape

(f) Dividing the document page into columns

To divide the page into columns, select Format → Column.

Or

Enter the number of columns in the Column entry box. Give the value
for spacing between the columns and click OK.

(g) Formatting the shape or image

User can format the shape or image inserted in the document.

 For instance, user can change its size, colour, add borders, change its
position, etc. First, select the shape or image by clicking on it.

Then make use of the Tool Bar to perform the required changes.

48.What do you mean by a page break?

In cases we have to break the page forcefully and take the cursor to
the next page to insert the new heading.

This is called as a page break.

To break the current page and start the new page select Insert → Page Break from the
Menu bar or use the keyboard command (Ctrl + Return).

The Page break can also be narrowed down to the line and column, by using Insert →
Manual Break

49.Write the steps to insert header and footer.

To insert header in the document, select Insert → Header and Footer → Header

To insert footer in the document, select Insert →Header and Footer → Footer

50.What do you mean by a header and a Footer? What are the contents of
header and footer?

The header is a section of the document that appears in the top margin, while the
footer is a section of the document that appears in the bottom margin. Headers and
footers generally contain additional information such as page numbers, dates, an
author's name, and footnotes, which can help keep longer documents organized and
make them easier to read. Text entered in the header or footer will appear on each
page of the document.

51.Write the method for inserting page number?

 To enter page numbers in the footer section, place the cursor in the footer section and
select Insert → Page Number.

52.Write the steps for creating a table.

The simplest way to create a table is, click the Table icon on the
Standard toolbar. On the drop-down graphic, choose the size of the
table.

To create the table, click on the cell representing the last row of the
last column that you want. Holding down the mouse button over the
Table icon will also display the graphic.

Another way to create a table is by using the Table dialog. Position the cursor where
you want to insert the table, then: Select Table → Insert Table from the Menu bar or
Press Ctrl+F12.

53.Write the steps for inserting rows and columns.

To insert one row or column in the table:

• Place the cursor in the row or column before or after which you want
to add new rows or columns.

• Click on the Rows Above or Rows Below icons in the Table toolbar to
insert one row above or below the selected one.

• Click on the Columns Left or Columns Right icons in the Table toolbar
to insert a column to the left or right of the selected one.

• Choose Insert → Rows Above/Below or Insert → Columns Above/Below.

Set number to define the number of rows or columns to be inserted,

and select the Position as Before or After.

• Click OK to close the dialog box

54.Write the steps for Deleting rows and columns.

 To delete one or more rows or columns, place the cursor in the row or
column you want to delete and do one of the following:

• Click on the Rows or Columns icons on the Table toolbar

• Right-click and choose Delete → Rows or Delete → Columns.

• Press Alt+Delete on the keyboard and use the arrow keys to delete
rows or columns.

55.Write the steps for splitting and merging tables.

One table can be split into two tables, and two tables can be merged
into a single table. Tables can only be split horizontally.

(i) To split a table

• Place the cursor in a cell that will be in the top row of the second
table after the split .

• Choose Table → Split Table from the Menu bar.

• A Split Table dialog opens. You can select No heading or an

alternative formatting for the heading—the top row(s) of the new table.

• Click OK.

The table is then split into two tables separated by a blank paragraph.

(ii) To merge two tables

• Delete the blank paragraph between the tables.

You must use the Delete key (not the Backspace key) to do this.

• Select any cell in one of the tables.

• Right-click and choose Merge Tables in the context menu.

 You can also use Table → Merge Table from the Menu bar.

56.Write the steps for deleting a table.

(i) To delete a table

• Click anywhere in the table.

• Choose Table → Delete Table from the Menu bar.

Or

• Select from the end of the paragraph before the table to the start of
the paragraph after the table.

• Press the Delete key or the Backspace key.

57.Write the steps for Copying a table.

To copy a table from one part of the document and paste onto another
part:

• Click anywhere on the table.

• From the Menu bar choose Table → Select → Table.

• Press Ctrl+C or click the Copy icon on the Standard toolbar.

• Move the cursor to the target position and click on it to fix the
insertion point.

• Press Ctrl+V or click the Paste icon in the Standard toolbar.

58.Write the steps for Moving a table.

To move a table from one part of a document to another part:

 • Click anywhere in the table.

• From the Menu bar, choose Table → Select Table.

• Press Ctrl+X or click the Cut icon in the Standard toolbar.

• Move the cursor to the target position and click on it to fix the
insertion point.

• Press Ctrl+V or click the Paste icon in the Standard toolbar.

• Return to the original table, click somewhere in it and then choose Table → Delete
Table from the Menu bar.

59.Write the steps for Printing a document.

To print the document with certain options, use the Print dialog (File → Print or
Ctrl+P).

A Print dialog box will appear ,From the Print dialog, you can choose
options as per your requirement.

They are Printer, Properties, Print Range, Copies and Options.

The selected options will work for the current document only.

If you click on a small triangle (▼), a list of names of printers (only those
which are installed on your computer) will appear in line with the Name.

You can select the printer which you want.

60.What do you mean by the term print preview?

Print Preview is useful to check the document before printing.

 A user can check whether the document is prepared as needed, such as
indentation, borders, etc.

61.Write the steps for Printing all pages, single and multiple pages.

• To print all the pages in sequence, choose the option All pages.

• To print a single page, or number of nonconsecutive pages, choose

the option Pages, and give the page numbers separated by comma.

If you want to print the pages that are consecutive give the range of
pages first and last page (for example 3-8).

• To print only the selected text, choose the option, Selection.

62.What do you mean by the term Mail Merge?

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.

The main document is merged with the mailing address, hence the
name mail merge.

It is used to send invitations, letters or to print certificates for several

people.

For example, if you wish to inform your customers of a new product,

then the company information and information about the new product
are the same in all the documents, but the recipient information
changes (first name, last name, address, greeting ...)

63.What do you mean by data source?

A data source is a set of mailing addresses in the form of a rows and

columns generally called database.
 The content of the database is in the form of data records.

Each row is a record of each person, which contains the various fields,
such as name, address, pincode.

64.How can we create a data source?

A data source is a set of mailing addresses in the form of rows and

columns generally called a database.

The content of the database is in the form of data records.

Each row is a record of each person, which contains the various fields,
such as name, address, pincode.

To create an address book using spreadsheet or database is a little

easier, as they use the table format to store the data.

It is also possible to create an address book during the mail merge

process using mail merge wizard

65.Write the steps for creating a mail merge.

Using Mail Merge:

1. Create a new document and type the letter to be sent to the multiple
recipients.

2. To create multiple letters using Mail Merge Wizard, select Tool → Mail Merge
Wizard

3. Select Step1, ‘Select Starting document → Use the current document → Next’. Click
on the Next button and move to the next step.

4. In Step 2, select the Document type → Letter → Next

5. In Step 3, click on the button “Select Address List”. The “Select

Address List” window will open, which will allow you to create the
recipient list.
6. Click on the Create button. After clicking on the Create button a New
Address List window will appear

7. If you want to fill the data of the recipient as per the default fields,
then enter the data.

8. If you wish to customise the fields of recipient information, click on

Customise button. A 'Customise Address List' window will appear.

Now you can add, delete or rename any field name.

You can also change the order of appearance of the fields using
up/down arrow button.

(a) Add (for a new field)

(b) Delete (to delete an unnecessary field)

(c) Rename (to change the name of the field) After customizing the
fields, enter the data in the new format.

9. After entering the data of first recipient then click on the New button
to enter the information of the next recipient. After entering the
information of the entire recipient, click on the OK button to close the
list.

10. After clicking OK button, the Save As dialog box will appear, which
will allow to save the list of recipient in .CSV format .

11. After saving the list a window will appear , which will display the
various recipient list created till now. we can select any of the created
list till now. Select the required list and click on OK button from any of
the list to send the letter.

12. After clicking on OK button, you will move to Step 3 of Mail Merge
Wizard, a window Insert Address Block will appear, which will show you
the address block .

13. Click on Next button, you will move to Step 4 of Mail Merge Wizard.
A Create Salutation window will appear to set the salutations for male
and female recipients.
 A way of distinguishing one group from another is defined by choosing
from the offered Field names, for example, Gender and by entering the
Field value, for example, Female.

14. Click on Next button, you will move to last Step 5 of Mail Merge
Wizard. An Adjust layout window will appear to set the layout of the
recipient address on the page. You can set the top and left margin.

Click on Finish button to merge the letter with the recipients address.

15. In the next step, the Writer will display the document with the Mail
Merge Toolbar below the standard toolbar.

16. Now click on Edit Individual Documents button to merge the letter
with the address of the recipients. Here you can verify all letters of the
recipients before printing.

17. You can use the other options on the Mail Merge toolbar,

such as

(a) to exclude some of the recipient check on the checkbox of Exclude

recipient.

(b) to save the merged document, click on the Save Merged Documents
button.

(c) to print the merged document, click on the Print Merged

Documents button.

(d) to send the letters by email, click on the Send Email Messages
button.

66.What all are needed to create a mail merge?

In mail merge two documents are created.

One with the common contents is the main document or form letter

And other holding the address list is called the data source.

The form letter contains the actual information and variable names for
the data which varies in different letters.

Data source contains values of the corresponding variables of the main

document