UNIT 1: DIGITAL DOCUMENTATION (ADVANCED)

Q. 1. What are Styles?. What are the advantages of using styles.

Ans. A style can be thought of as a set of pre-defined formatting instructions that can be used
repeatedly throughout a document.
Styles allow us to easily apply consistent formatting to documents, as well as to quickly change
existing formatting.
Q. 2. What is the use of Styles and Formatting window?
Ans. The Styles and Formatting window shows the types of styles available for the OpenOffice
(OpenOffice.org) component you are using.
Q. 3. Give the styles supported by OpenOffice.org

Ans. OpenOffice.org supports the following types of styles:

• 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.
• 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.

• Page styles include margins, headers and footers, borders and backgrounds. In Calc,
page styles also include the sequence for printing sheets.
• List styles apply similar alignment, numbering or bullet characters, and fonts to
numbered or bulleted lists.
Q. 4. What are the ways to modify styles in OpenOffice.org?
Ans. Following are the ways to modify styles:
(i) Updating a style from a selection.
(ii) Load or copy styles from another document or template.

Q. 5. How can we create our own styles?

Ans. To create our own styles the steps are as follows:

i. Type the text. Set the formatting of the text.

ii. Select the character style in Styles and Formatting window.

iii. Select the formatted text, drag and drop it in the character styles list.
iv. As soon as you will leave the mouse, Create style window will appear.

v. Give name of the style and click ok.It will be visible in the style list.
vi. Check your new style by first selecting the text whose formatting you want to change and then
double clicking on new style name in Styles and Formatting window.
Q. 6. What is the use of Fill Format mode?
Ans. Fill format 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. This method is quite useful
when you need to format many scattered paragraphs, cells, or other items with the same style.
Q. 7. Explain all Graphic filters.

Ans. All Graphic filters and their effects are explained below:

Q. 8. Explain Image Cropping.

Ans. Cropping Images : When we are interested only in a section of the image for the purpose of
our document, we may wish to crop (cut off) parts of it. To start cropping the image, right click on it
and select Picture from the pop-up menu. In the Picture dialog box, select the Crop page.

Q. 9. What is the difference between KEEP SCALE AND KEEP IMAGE SIZE options of Open
Office Writer?
Ans. When Keep scale is selected (default), cropping the image does not change the scale of the
picture. When 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.

Q. 10. If the ___________ option is selected, then the two dimensions change so that the
proportion is maintained, allowing for a scaled resizing.

Ans. KEEP RATIO.

Q. 11. List the methods of inserting images in a text document.

Ans. Images can be added to a document in several ways: by inserting an image file, directly from
a graphics program or a scanner, or from the Open Office Gallery.

(i) Inserting An Image through Insert Picture Dialog box.

(a) Click on INSERT menu→picture option →From File option.

(b) Select the picture and click OPEN button, picture will get inserted.

(ii) Inserting An Image From The Clipboard

(a). Open both the source document and the target document.
(b). In the source document, select the image to be copied.

(c). Move the mouse pointer over the selected image and press Ctrl+C to copy
the image to the clipboard.

(d). Switch to the target document.

(e). Click to place the cursor where the graphic is to be inserted.

(f). Press Ctrl+V to insert the image.

(iii) Inserting An Image Using A Scanner

To start this procedure, click where you want the graphic to be inserted and
select Insert > Picture > Scan > Select Source.

(iv) Inserting An Image From The Gallery

(a). To 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.

(b). Navigate through the Gallery to find the desired picture.

(c). To insert the picture, click and drag it from the Gallery into the Writer
document. You can also right-click on the picture and choose Insert>Copy.
Q. 12. What do you understand by the terms:
a. Arrangement b. Alignment c. Anchoring d. Text Wrapping

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

d. 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.

Q. 13. What are templates? What are the advantages of using templates?

Ans. A template is a model that we use to create other documents.Templates encourage

repeatability and efficiency. Reworking our documents for every project wastes valuable time and
money. Instead, focus on content and completing tasks. Templates can be utilized and customized
for various purposes and audiences.

Q. 14. What is the difference between styles and templates?

Ans. A template is a model that we use to create other documents.

A style is a set of formats that we can apply to selected pages, text, frames, and other elements in
our document to quickly change their appearance.
Q. 15. Explain different ways of creating a template.

Ans. We can create our own templates in two ways: from a document, and using a wizard.
a. create a Template from a document.

i. Open the OpenOffice Writer

ii. Click FILE → NEW → TEXT DOCUMENT(Text document/ Spreadsheet/

Presentation/ Drawing depending on your need)
III. Add the content and styles that you want.

iv. Click FILE → TEMPLATES → SAVE. The Templates dialog opens. v.

In the New Template field, type a new name for the new template.
vi. In the categories list, Click the Category(folder) in which you want to save your
template(eg. in My Templates Category)
b. Create a template using Wizard.
 i. Click FILE → Wizards → type of template required(eg. letter)

ii. Follow the instructions on the pages of the wizard.

Q. 16. Create table of contents.

Ans. The steps are as follows:

i, In Open Office writer, move to second page and in first line type chapter name and
apply style as Heading1.
ii. In next line, type topic and apply style as Heading2.

iii. In third line, type subtopic and apply style as Heading3.

iv. Similarly type chapter name (Style as Heading1), topic (Style as Heading2),
subtopics (Style as Heading3), on page no. 3 and 4 also.
v. Click at the top in first page of the OpenOffice Writer.
vi. Click INSERT → Indexes and Tables → Indexes and Tables.
vii. Click OK.

Q. 17. To protect the table of contents from being changed accidentally, check the
__________________________ check box.
Ans. Protected against manual changes
Q. 18. By default, Writer evaluates ___ levels of Headings when it builds the Table Of
Contents.
Ans. 10
Q. 19. Explain the following buttons of Entries tab in Table of Contents.
E#, E, T, #, LS, LE
Ans. 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.
The LS button represents the start of a hyperlink. (This button doesn't appear on the default
Structure line.)
The LE button represents the end of a hyperlink. (This button doesn't appear on the default
Structure line.)
Q. 20. Explain Mail Merge.

Ans. Mail merge lets us create a batch of documents that are personalized for
each recipient. For example, a form letter might be personalized to address each
recipient by name. A data source, like a list, spreadsheet, or database, is
associated with the document.
Q. 21. What are advantages of Mail Merge?

Ans. The advantages of mail merge is that the feature saves our time and efforts.
Producing mass mailings is much simplified, especially compared to the process
of preparing individual letters or envelopes to many people.

Q. 22. Give examples of databases in which the Data Source can be created.
Ans. MS Access, Microsoft SQL Server, OpenOffice Base, ODBC DSN etc.
Q. 23. The first label on the page is termed the ___________ and all other labels are linked to
it.
Ans. “Master Label”