DIGITAL DOCUMENTATION

1 What are styles? State any two advantages of using styles.

Answer:
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.
or
Styles are a set of predefined formatting already defined in the style gallery or can be
created by the user.
o The set of commands can be font colour, size, font names etc.
o Documentation software has its own gallery of inbuilt styles.
o It’s just a drag-and-drop facility to apply frequently used formatting in
documents.
Advantages of using styles are:
 Styles help us to apply consistent formatting to the documents.
 Using styles, we can easily change the existing format.
 It makes major formatting easy.
2 What is formatting?
Formatting refers to the different settings applied to the text, paragraph, and page of
the document. Formatting helps to make your document more presentable and
attractive.
3 Explain any four types of styles.
Answer:
 Page styles include margins, headers and footers, borders and backgrounds. In
Calc, page styles also include the sequence for printing sheets.
 Paragraph styles control all aspects of a paragraph’s appearance, such as text
alignment, tab stops, line spacing, and borders, and can include character
formatting.
 Character styles affect selected text within a paragraph, such as the font and size
of text, or bold and italic formats.
 Frame styles are used to format graphic and text frames, including wrapping
type, borders, backgrounds, and columns.
 Numbering styles apply similar alignment, numbering or bullet characters, and
fonts to numbered or bulleted lists.
 Cell styles include fonts, alignment, borders, background, number formats (for
example, currency, date, number), and cell protection.
 Graphics styles in drawings and presentations include line, area, shadowing,
transparency, font, connectors, dimensioning, and other attributes.
4 How open styles and formatting windows?
Answer:
 Click on Format –> Styles and Formatting.

5 Identify the category of the styles:

Answer
1. Includes margins, headers and footers, borders and backgrounds – Page Style
2. Includes alignment, tab stops, line spacing, paragraph spacing and borders
– Paragraph Style
3. Includes bold, italics, underlines, the colour of the text, text size – Character
 Style
4. Includes wrapping type, borders, backgrounds and columns – Frame Style
5. Includes attributes for font, indents, spacing, alignment, and tabs
– Presentation Style
6 What are the various ways to create/apply styles in OO Writer?
Answer:
1. New Style from the selection
2. Fill Format Mode
3. Drag and Drop
4. Load Styles from template or document
5. Update/Modify Styles
7 How can a document’s style be changed? Explain with proper steps.
Answer:
You can modify an existing style in the style gallery in two ways:
1. To change an existing style using the Style dialog, right-click on the required style
in the Styles and Formatting window and select Modify from the pop-up menu. The
Style dialog displayed depends on the type of style selected. Each style dialog has
several tabs.
2. To change a style from a selection:
 Step 1: Open the Styles and Formatting dialog.
 Step 2: In the document, select an item that has the format you want to adopt
as a style.
 Step 3: In the Styles and Formatting dialog, select the style you want to update
(single-click, not double-click), then long-click on the arrow next to the New
Style from the Selection icon and click on Update Style.
8 What are the ways to insert images in the document?
Ans.: There are several ways to insert images in the document, they are:
1. Directly copy and paste
2, Insert – Picture – From File
3. Insert – Picture – From Scanner
4. Open Office Picture Gallery or ClipArt
5. Drag and Drop
6. Drawing Objects
9 What are the options available to modify the image?
Ans. There are two ways to modify the image in Writer.
1. Using the Picture toolbar
2. Using the formatting toolbar and picture dialog box.
1 What is text wrapping? Explain all the options of wrap text.
0 Ans. Text wrapping refers to the relation of graphics to the surrounding text, which
may wrap around the graphic on one or both sides, be overprinted behind or in front
of the graphic, or treat the graphic as a separate paragraph or character. The options
of wrap text are:
1. No Wrap: The image will be inserted and kept as it is inserted.
2. Page Wrap: Image will be placed around the text to be rearranged and fill the
space to the left and right of it.
3. Optimal page wrap: It prevents text from being placed to the side of the image if
the spacing between the image and the margin is less than 2 cm.
 4. Wrap through: The image will be brought forward on written text.
5. In background: Image will be placed behind the text.
6. Contour: Wraps the text around a custom contour rather than around the edge of
the picture. This option is only available for Page or Optimal Page Wrap.
7. Edit Contour: Allows to draw the region of image that user don’t want to covert
the text and that area will be shaded.
8. First Paragraph: Place the paragraph before text.
1 What do you mean by crop? Write steps to crop the image in Writer.
1 Ans. Crop refers to remove the unwanted part of image. To crop the image in OO
writer document follow these steps:
1. Select the image to crop.
2. Right click on Image and Select Picture option.
3. The picture dialog box appears.
4. Find and select crop tab.
5. Now select the options as per your requirements.

1 How to control the positioning of images/graphics/drawing objects with in writer?

2 or
Explain the following in terms of an image: Alignment, Anchoring,
Answer:
The positioning of images/graphics/drawing objects with in writer can be controlled
by the following settings:
1. Alignment refers to the vertical or horizontal placement of a graphic in
relation to the chosen anchor point.
2. 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.
3. Arrangement refers to placing images on imaginary vertical axis.
1 What is the use of grouping objects in a word processor application?
3
Answer:
Grouping drawing objects makes it easier to handle several objects as a single entity
while preserving their relative sizes and positions. When objects are grouped, any
editing operations carried out on that group are applied to all members of the group.
If you click on one member of the group, the whole group is selected.

1 What do you mean by template?

4 Answer:
A template is a collection of styles that already have some formatting in place, such
as fonts, logos, and line spacing, and can be used as a starting point for almost
anything that you want to create. Microsoft Word offers hundreds of free templates,
including invoices, resumes, invitations, and form letters, among others.
1 State any two purposes of using templates in a word document.
5 Answer:
The purpose of using templates is:
i. To save the time.
 ii. It is a predesigned document you can use to create documents quickly without
having to think about formatting
1 Samarjit wants to know about the template. Tell him the definition of the template
6 and also the steps to create a document using it.
Answer:
A template is a document model that you use to create other documents. For
example, you can create a template for business reports that have 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. 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, toolbar, and
menu customization. To use a template to create a document:
 From the main menu, choose File → New → Templates and Documents. The
Templates and Documents dialog box will open.
1 What is Mail Merge?
7 Answer:
Mail Merge is a very important feature of a word processor. It is used to create a
series of documents with the same text and multiple addresses. In the process of
mail merge, we merge a main document (a letter or certificate, etc.) with different
mailing addresses to create several copies of the main document bearing the
addresses of different individuals. Mail merge is generally used to send invitations,
and letters or to print certificates for several people.

1 Riddhima wants to know about mailing labels in a word processor. Help her to find
8 the answers to the given questions.
(a) What is a mailing label?
(b) What are the ways to prepare and print mailing labels?
Answer:
(a) Mailing labels are usually pieces of paper with adhesive on the back that can be
affixed to packages or envelopes to identify the name and address of a recipient.
They may also indicate the name and address of the person sending the mail. Mailing
labels are extremely useful and time-saving for the people who must send out a large
volume of mail.
(b) Mailing labels can be created in two ways:
 Printing multiple copies of a single label
 Printing address lists where each label contains a different address
1 Kartik had prepared a Table of Contents of the project work he had done in a word
9 processor application.
(a) Tell him the different steps to update the TOC.
(b) Tell him the different steps to delete the TOC.
Answer:
The writer does not update the table of contents automatically, so after any changes
to the headings, you must update it manually.
(a) To update a table of contents when changes are made to the document:
(i) Right-click anywhere in the TOC.
(ii) From the pop-up menu, choose Update Index/Table. The writer updates the table
of contents to reflect the changes in the document.
 You can also update the index from the Navigator by right-clicking on Indexes →
Table of Contents and choosing Index → Update from the pop-up menu.
(b) To delete the table of contents from a document:
(i) Right-click anywhere in the TOC.
(ii) From the pop-up menu, choose Delete Index/Table. The writer deletes the table
of contents.
2 Tanmay is a Class X student. He has learnt Mail Merge option of a Word
0 Processor in his computer period. But he is confused with few terms used to
merge documents.
Explain the following briefly, which will help Tanmay better understand the
Mail Merge options.
1. Merge Field
2. Data Source
3. Main Document
4. Mention two types of data on which mail merge can be applied.
1. Merge Field: A merge field is where you want to insert the information from
a data source into a main document. Merge fields appear with chevrons (« »).
2. Data Source: Data source is a file that contains the names and addresses or any
other information that vary with each version of a mail-merge document.
3. Main Document: Main document is the document which contains text and
graphics. It may be a formal or an official letter.
4. Two types of data on which mail merge can be applied are Labels and Letters.
2 Objective type questions
1 1. Which of the is not a type of formatting supported by word processing
software?
o Character Formatting
o Styles and Formatting
o Page Formatting
o Paragraph Formatting
2. A _____is a set of predefined formats that can be applied to selected pages,
text, frames, and other elements in the document. (Ans. Style)
3. When a style is applied to the document it can be applied to the whole group
of formats at a time. (True/False)
4. Which of the following is not included in the Page styles category of OO
Writer?
o Margins
o Header and Footers
o Borders and backgrounds
o Line Spacing
5. Which of the following is not a part of the characters’ style category?
o Fonts
o Bold
o Indents
o Superscript
6. Which of the is not included in the paragraph style category?
o columns
o indents
 o alignments
o spacing
7. To open styles and formatting dialog box or window click on ________–
>_______ option. (Ans. Format, Style and Formatting)
8. Press ___________ short cut key to open styles and formatting window in OO
writer. (Ans. F11)
9. A ________ mode is used to apply a style to many different areas quickly
without having to go back to the Styles and Formatting window and double-
click every time. (Ans. Fill Format)
10. To quit Fill Format mode, press _______ key. (Ans. Esc)
11. You cannot change the styles format once it is created by you in OO Writer.
(True/False)
12. You cannot modify the predefined styles in OO Writer. (True/False)
13. To create a style click on _________ icon available in styles and formatting
dialog box. (Ans. New Style from Selection)
14. Click ___________ option from styles and formatting dialog box to apply style
created from another document. (Ans. Load Styles)
15. You cannot copy the styles from another document in OO writer. (Ture/False)
16. Styles are logical attributes. (True/False)
17. Nihar explained his class that to apply an existing style, except for
___________, position the insertion point in the paragraph, frame or page
and then double-click on the name of the style in one of these lists. (Ans.:
Character Styles)
Objective type questions
1. Which of the following is one of the ways to insert a picture in OO writer
document?
o Drag and Drop from the folder or directory where the picture is saved
o Insert picture online
o Insert from your mobile
o None of these
2. The ____________ keys allow to link the picture file instead of embedding
while dragging the image.
3. To insert picture from the file using menu bar click on _________ >
__________ > ________________ option in OO writer.
4. Which of the following option display a thumbnail of the selected image on
right in insert picture dialog box?
o Thumbnail
o Preview
o Link
o Display Picture

5. You cannot insert a picture from a scanner directly in Open Office Document.
(True/False)
6. To open built-in image gallery of Open Office click on ________ > _________
option.
7. By default, the picture gallery is docked below the writer workspace.
(True/False)
8. Which of the following option is the correct option to open the picture
toolbar?
o File > Toolbar > Picture
o Insert > Toolbar > Picture
o View > Toolbar > Picture
o Insert > Picture > Show Toolbar
9. The ________________ and _________________ additional toolbars can be
also used to modify the images for corrections and to obtain special effects.
10. Which of the following option is not available in graphics mode in the picture
toolbar?
o GrayScale
o Black/White
o Watermark
o RGB
11. You can apply a mirror effect to your picture in Open Office. (True/False)
12. The _________ option softens the contrast of the image inserted in the open
office document.
13. Which of the following increases the contrast of the image inserted in the
open office document?
o Invert
o Smooth
o Solarization
o Sharpen
14. The remove noise option removes the single pixels from the image inserted in
Open Office Document. (True/False)
15. The _____________ option mimics the effect of too much light in the inserted
picture in OO document.
16. Which of the following filter option allows to simulate the effects of time on
the picture inserted in OO document?
o Solarization
o Aging
o Posterize
o Pop Art
17. The ______________ option is particularly useful when creating a watermark
or when the image in background.
18. Which of the following option allows to crop produces enlargement, shrinking
or distortion of the image?
o Keep scale
o Keep image size
o Keep cropping
o Keep original
19. To retain the original proportions of the graphic, do _________________ one
of the corner handles then drag.
20. Which of the following option is not provided by OO writer by default?
o Resizing
o Cropping
o Contrasting
 o Rotating
Answers:
1. Option 1. Drag and Drop from the folder or directory where the picture is
saved
2. ctrl + shift
3. insert > picture > from file
4. Option 2. Preview
5. False
6. Tools > Gallery
7. False
8. Option 3 View > Toolbar > Picture
9. Graphic Filter, Color
10. Option 4 RGB
11. True
12. Smooth
13. Sharpen
14. True
15. Solarization
16. Option 2 Aging
17. Transparency
18. Option 2 Keep Image Size
19. shift + click
20. Option 4 Rotating