DIGITAL DOCUMENTATION (ADVANCED) Chapter – 6

SESSION 1: CREATE AND APPLY STYLES IN THE DOCUMENT

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

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.

The advantages of using styles are:

• Styles help improve consistency in a document. They also make major
formatting changes easy.
• Using style we make text more effective.
• The easiest way to create a table of contents is to use the built-in heading styles.
You can also create a table of contents that is based on the custom styles that
you have applied.

2. Give any four styles supported by OpenOffice.org

Ans:
• 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.

3. How can we create our own styles.

Ans:
• Open the Styles and Formatting window and choose the type of style you want
to create.
• In the document, select the item you want to save as a style.
• In the Styles and Formatting window, click on the New Style from Selection icon
 • In the Create Style dialog, type a name for the new style. The list shows the
names of existing custom styles of the selected type. Click OK to save the new
style.

SESSION 2. INSERT AND USE IMAGES

1. Explain any four Graphic filters.

Icon Name Effect
Invert Inverts the color values of a color
image or the brightness values of a
grayscale image.
Smooth Softens the contrast of an image.

Sharpen Increases the contrast of an image.

Remove noise Removes single pixels from an

image.

2. Explain Image Cropping.

Ans: When you are only interested in a section of the image for the purpose of your
document, you 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.

In the Crop page, you can control the following parameters

• Keep scale / Keep image size

• Left, Right, Top, and Bottom
• Width and Height
3. List any three methods of inserting images in a text document.

Ans:
1. Drag and Drop
i) Open a file browser window and locate the image you want to insert.
ii) Drag the image into the Writer document and drop it where you want it to appear. A
faint vertical line marks where the image will be dropped.
2.Insert Picture Dialog
To insert a picture Choose, Insert > Picture > From File from the menu bar
 3.Inserting An Image From The Clipboard
Move the mouse pointer over the selected image and press Control+C to copy the image to
the clipboard. Press Control+V to insert the image in the document.
4.Inserting An Image Using A Scanner
Insert > Picture > Scan > Select Source
5. Inserting An Image From The Gallery
choose Tools > Gallery from the menu bar

4. What do you understand by the terms:

(a) Text Wrapping
(b) Anchoring

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.

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.

SESSION : 3 CREATE AND USE TEMPLATE

1. What are templates? What are the advantages of using templates?

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

The advantages of using templates:

Easy to use.
Templates Save Money and Time.
Increase Flexibility.
Provides Consistency and Uniformity.

2. What is the difference between styles and templates?

Ans: Styles keep your formatting consistent within a document. Themes keep your look
and feel consistent across multiple documents.
 Templates allow you to re-use text, and keep your look and feel consistent across
multiple documents.
3. Explain different ways of creating a template.

Ans: You can create your own templates in two ways: from a document, and using a
wizard.

Creating A Template From A Document To

create a template from a document:
• Open a new or existing document of the type you want to make into a template
(text document, spreadsheet, drawing, presentation).
• Add the content and styles that you want.
• From the main menu, choose File > Templates > Save.

Creating A Template Using A Wizard

You can use wizards to create templates for letters, faxes, agendas, presentations,
and Web pages. For example, the Fax Wizard guides you through the following
choices:
• Type of fax (business or personal)
• Document elements like the date, subject line (business fax), salutation, and
complementary close
• Options for sender and recipient information (business fax) Text to include in
the footer (business fax).

SESSION 4. CREATE AND CUSTOMIZE TABLE OF CONTENTS

1. How to create TOC ( Table of Contents) in Writer?

Writer’s table of contents feature lets you build an automated table of contents from the
headings in your document. 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.

To access the Table of Contents dialog box in Writer. Choose Insert > Table of Contents and
Index > Table of Contents, Index or Bibliography
SESSION 5. IMPLEMENT MAIL MERGE

1. Explain Mail Merge.

Ans: A mail merge is a way to take a letter you’ve written and send it to a whole bunch
of people, personalizing it with information about them so they might think that you
typed that letter personally for them.
2. What are advantages of Mail Merge?
Ans: The advantages of mail merge is that the feature saves your time and efforts.
Producing mass mailings is much simplified, especially compared to the process of
preparing individual letters or envelopes to many people.
A mail merge can also be a quick way to take a list of people’s mailing addresses and
generate labels or envelopes with the address for a different person on each label or
envelope.
3. Give examples of databases in which the Data Source can be created.
Ans: Spreadsheet data, text file data, particular type of address book, or the type of
database like Access or MySQL.