Amity International School, Navi Mumbai

SESSION: 2025-26

Class: IX Subject:
Information Technology
Handouts

Digital Documentation
A word processor is a software application used to create printable
documents. WordStar was first the most popular word processing programme.

Using a typewriter has a number of restrictions, some of which are listed here.
1. In case of any typing error, the whole sheet is required to be typed again.
2. It takes extra typing time to send the same letter to several recipients at
different addresses.
3. The typewriter misses some of the necessary characters or symbols. Using
a typewriter, it is impossible to type all the characters.
4. Using a typewriter, it is impossible to create a document in the appropriate
format.
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

Creating a document
Step 1 : Click on File Menu → New → Text Document.
Step 2 : Now save the file by clicking on the File Menu → Save. Give the
name of the file. By default, the file is saved in .odt format.
Step 3 : Saving the file by another name It is possible to make another copy of
the file by saving it
To Save a document using password
1. Go to File > Info > Protect Document > Encrypt with Password.
2. Type a password, then type it again to confirm it.
3. Save the file to make sure the password takes effect.

Parts of the Writer window

The various parts of the Writer window have been briefly explained below.
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 1. Title bar – Title bar is located on the top of Writer window. It shows the title
of the currently opened document.
2. Menu bar – It appears below the Title Bar. It shows the menu items File,
Edit, View, Insert, Format, Tables, Tools, Window and Help.
3. Toolbars – The tool bar appears below Menu Bar. By default, the Standard
Tool Bar and Formatting Tool Bar will appear.
4. Standard toolbar – It contains commands in the form of icons.
5. Formatting toolbar – It contains the various options for formatting a
document. A graphical representation of commands is shown in the form
of icons.
6. 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.
7. Scroll button and scroll bar – It is used to scroll the document.
8. Zoom – It allows to change the scale of the text and pictures in the
document only for view. It does not affect the physical document. It is
used to check the finishing quality of the document.
Editing the document
(a) Undo and Redo
• Open the existing file (For example, report.odt) and then start editing in it.
• If, by mistake, you have made some changes and now you want to erase the
last change done, then
use the Undo option.
• After undo command, again if you want to go back then use the Redo option.
(b) 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
(c) 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
(d) Selection criteria
There are several selection tricks to speed up the selection process as below.

To select a letter or
Drag the Mouse across the letter(s)
letters

To select a single word Position the mouse pointer anywhere on that word and
at a time double click.

Position the mouse pointer anywhere in the sentence and

To select a complete
triple click. (Triple click means to quickly click the left
sentence at a time
mouse button three times.)

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 To select a letter or
Drag the Mouse across the letter(s)
letters

Position the mouse pointer anywhere in the paragraph and

To select a complete
quadruple click (Quadruple click means to quickly click the
paragraph at a time
left mouse button four times.)

Press Ctrl + A on the keyboard. Drag the mouse pointer till

A document
you see a right arrow which is white. Then click it thrice.
(e) Find and Replace
This feature is used to search for a text and replace it with other text.
• go to home and Select Editing group → 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.
(f) Non-printing characters
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 is know as
non-printing characters.

(g) Checking spelling and grammar

Writer helps us to correct the spelling. It also provides a grammar checker to
check the grammar of the sentence. It can be used separately or in
combination with the spelling checker. This is one of the important features of
any word processing application.

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.
1. Automatic Spell Checker – checks each word as it is typed and displays
a wavy red line under any unrecognised words. Right-click on an
unrecognised 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.
2. Using synonyms and the thesaurus – Sometimes you search for a word
having a similar in meaning to the word you have in mind. A word
processor helps to look up synonyms (different words with the same
meaning) and antonyms (words with the opposite meaning) in the
thesaurus. The list of synonyms can be accessed from a context menu.
Formatting a document
To setup a page, select and click on the Format → PageSetup and the Page
option.
Changing text case
It is possible to change the case of the text. There are 6 Change Case options
in Word
 UPPER CASE
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  lower case
 Cycle Case
 Sentence case
 Capitalize Every Word
 tOOGLE cASE
Superscript and Subscript
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.
Now, in our example, change the 5th of July to 5th July.
• To apply superscript: Select the text and select Format → Text →
Superscript
• To apply subscript: Select the text and select Format → Text → Subscript
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. You can also create a nested list by using the buttons on
the Bullets and Numbering toolbar.
Creating header/footer and page numbers – Headers appear at the top of
every page; footers appear at the bottom of a page. To insert header in the
document, select Insert → Header and Footer → Header and To insert footer
in the document, select Insert →Header and Footer → Footer.
Inserting images, shapes, special characters in a document –
1. Inserting image – To insert an image in your document, position the cursor
where you want to insert the file, select Insert → Image. Another
alternative is, just click on the insert image icon, located below the
Formatting Toolbar.
2. Inserting special characters – special character, such as ¶ or which cannot
be typed by using the keyboard. LibreOffice Writer provides a feature to
enter the special characters in document. To do
this select Insert → Special Character.
3. Inserting shapes – It is possible to insert various shapes in your document.
The variety of shapes
consists of Lines, Arrows, Symbols, Stars, Callouts, Flowcharts. to insert
shapes in documents select Insert → Shape.
Dividing the document page into columns
You can divide the documents in two or three column using columns option. It
is used in magazines and newspapers. To divide the page into columns, select
Layout → Column.
Creating and managing tables
The representation of data in a tabular format is called as table. A table has a
number of rows and columns. It is also possible to have a table with one row
and one column. To represent data you have to create a table. LibreOffice
Writer provides a very rich tool for creating and managing a table. The various
features of the table are:

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Creating a table
The simplest way to create a table is, click the Table icon on the Standard
toolbar. Second method, Select Table → Insert Table from the Menu bar or
Press Ctrl+F12.

Inserting rows and columns

Select the table- layout tab- 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.

Deleting rows and columns

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

Splitting and merging tables

Choose Table → Split Table from the Menu bar.

To merge two tables

Right-click and choose Merge Tables in the context menu. You can also use
Table → Merge Table from the Menu bar.

Deleting a table
Choose Table → Delete Table from the Menu bar.

Copying a table

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

 Press Ctrl+C or click the Copy icon on the Standard toolbar.
Moving a table
 From the Menu bar, choose Table → Select Table.
 Press Ctrl+X or click the Cut icon in the Standard toolbar.
 Press Ctrl+V or click the Paste icon in the Standard toolbar. (This
pastes the cells and their contents and formatting.

Printing a document
To quickly print the document without any option, Click the Print icon. The
entire document will be sent to the default printer defined for your computer.

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.

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

Printing all pages, single and multiple pages

One can select the printing option as per their choice.
There are three options to print the number of pages in a document.
• To print all the pages in sequence, choose the option for All pages.
• To print a single page, or number of non-consecutive 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.
• To print only the selected text, choose the option, Selection.
Mail Merge
Mail merge 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.

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

Creating the 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.

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