INFORMATION TECHNOLOGY-402

CLASS-X
SESSION-2020-21
(DRAFT STUDY MATERIAL)

UNIT 1: DIGITAL DOCUMENTATION (ADVANCED)

1. CREATE AND APPLY STYLES IN THE DOCUMENT

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. When you apply a style,
you apply a whole group of formats at the same time.
Styles are logical attributes. Using styles means that you stop saying “font size 14pt,
Times New Roman, bold, centered”, and you start saying “Title” because you have defined
the “Title” style to have those characteristics. In other words, styles mean that you shift the
emphasis from what the text (or page, or other element) looks like, to what the text is.
Styles help improve consistency in a document. They also make major formatting changes
easy. For example, you may decide to change the indentation of all paragraphs, or change
the font of all titles. For a long document, this simple task can be prohibitive. Styles make
the task easy.
OpenOffice.org supports the following types of styles:
• 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.
• Presentation styles include attributes for font, indents, spacing, alignment, and
tabs.

Applying styles
OpenOffice.org provides several ways for you to select styles to apply.

 Using the Styles and Formatting window

1) Click the Styles and Formatting icon located at the left-hand end of the object
bar, or click Format > Styles and Formatting, or press F11. The Styles and
Formatting window shows the types of styles available for the OOo
(OpenOffice.org) component you are using. Figure 1 shows the window for Writer,
with Page Styles visible.
You can move this window to a convenient position on the screen or dock it to an
edge (hold down the Ctrl key and drag it by the title bar to where you want it
docked).
2) Click on one of the icons at the top left of the Styles and Formatting window to
display a list of styles in a particular category.
3) To apply an existing style (except for character styles), 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. To apply a character style, select the characters first.

At the bottom of the Styles and Formatting window is a dropdown list. In

Figure 1 the window shows Automatic, meaning the list includes only
Tip styles applied automatically by OOo(OpenOffice.org). You can choose
to show all styles or other groups of styles, for example only custom
styles.
Figure 1: The Styles and Formatting window for Writer, showing paragraph styles

 Using Fill Format mode

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.
1) Open the Styles and Formatting window and select the style you want to
apply.

2) Click the Fill Format mode icon .

3) To apply a paragraph, page, or frame style, hover the mouse over the
paragraph, page, or frame and click. To apply a character style, hold down the
mouse button while selecting the characters, clicking on a word applies the
character style for that word. Repeat step 3 until you made all the changes for
that style.
4) To quit Fill Format mode, click the Fill Format mode icon again or press the
Esc key.

Caution When this mode is active, a right-click anywhere in the document

undoes the last Fill Format action. Be careful not to accidentally right-
click and thus undo actions you want to keep.
Creating new (custom) styles
You may want to add some new styles. You can do this in two ways:

 Creating a new style from a selection

You can create a new style by copying an existing manual format. This new style
applies only to this document; it will not be saved in the template.
1. Open the Styles and Formatting window and choose the type of style you
want to create.
2. In the document, select the item you want to save as a style.
3. In the Styles and Formatting window, click on the New Style from Selection
icon (refer Figure 2).
4.
5. 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.

Figure 2: Naming a new style created from a selection

 Dragging and dropping to create a style

You can drag and drop a text selection into the Styles and Formatting window to create
a new style.
Select some text and drag it to the Styles and Formatting window. If Paragraph Styles
are active, the paragraph style will be added to the list. If Character Styles are active,
the character style will be added to the list.

Modifying styles
OpenOffice.org provides several ways to modify styles (both the predefined styles and
custom styles that you create):
• Updating a style from a selection
• Load or copy styles from another document or template
 Any changes you make to a style are effective only in the current
Tip document. To change styles in more than one document, you need to
change the template or copy the styles into the other documents.

 Updating a style from a selection

To update a style from a selection:
1. Open the Styles and Formatting window.
2. In the document, select an item that has the format you want to adopt as a
style.
Caution Make sure that there are unique properties in this paragraph. For
example, if there are two different font sizes or font styles, that
particular property will remain the same as before.
3. In the Styles and Formatting window, select the style you want to update
(single-click, not double-click), then long-click on the arrow next to the New
Style from Selection icon and click on Update Style(Refer Figure 3).

Figure 3: Updating a style from a selection

 Loading styles from a template or document

You can copy styles by loading them from a template or another document:
1. Open the document you want to copy styles into.
2. In the Styles and Formatting window, long-click on the arrow next to the New
Style from Selection icon, and then click on Load Styles.
3. On the Load Styles dialog (Figure 4), find and select the template you want
to copy styles from.
 Figure 4. Copying styles from a template into the open document

4. Select the categories of styles to be copied. Select Overwrite if you want the
styles being copied to replace any styles of the same names in the document
you are copying them into.
5. Click OK to copy the styles. You will not see any change on screen.

To copy the styles from another document, click the From File button
Note
to open a window from which you can select the required document.

If your document has a table of contents, and if you have used custom
Caution styles for headings, the heading levels associated with outline levels (in
Tools > Outline Numbering) will revert to the defaults of Heading 1,
Heading 2, and so on when you load styles this way. You will need to
change these back to your custom heading styles. This is a bug.

2. INSERT AND USE IMAGES

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 OOo Gallery.

Inserting an image file

When the image is in a file stored on the computer, you can insert it into an OOo
document using either of the following methods:

 Drag and drop

1. Open a file browser window and locate the image you want to insert.
2. 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.
This method embeds (saves a copy of) the image file in the Writer document. To link
the file instead of embedding it, hold down the Control+Shift keys while dragging the
image.
  Insert Picture dialog
1. Click in the OOo document where you want the image to appear.
2. Choose Insert > Picture > From File from the menu bar.
3. On the Insert Picture dialog (see Figure 5), navigate to the file to be inserted,
select it, and click Open.
At the bottom of the dialog are two options, Preview and Link. Select Preview to
view a thumbnail of the selected image on the right, so you can verify that you have
the correct file. See below for the use of Link.

Figure 5. Insert picture dialog

 Inserting an image from the clipboard

Using the clipboard, you can copy images into an OOo document from another OOo
document and from other programs. To do this:
1. Open both the source document and the target document.
2. In the source document, select the image to be copied.
3. Move the mouse pointer over the selected image and press Control+C to copy
the image to the clipboard.
4. Switch to the target document.
5. Click to place the cursor where the graphic is to be inserted.
6. Press Control+Vto insert the image.

Caution If the application from which the graphic was copied is closed before the
graphic is pasted into the target, the image stored on the clipboard could
be lost.
  Inserting an image using a scanner
If a scanner is connected to your computer, OOo can call the scanning application and
inserted the scanned item into the OOo document as an image. To start this
procedure, click where you want the graphic to be inserted and select Insert > Picture
> Scan > Select Source.
Although this practice is quick and easy, it is unlikely to result in a high-quality image of
the correct size. You may get better results by scanned material into a graphics
program and cleaning it up there before inserting the resulting image into OOo.

 Inserting an image from the Gallery

The Gallery provides a convenient way to group reusable objects such as graphics and
sounds that you can insert into your documents. The Gallery is available in all
components of OOo. It does not come with many graphics, but you can add your own
pictures or find extensions containing more graphics. To insert a Gallery image into a
Writer document:

1. 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.
2. Navigate through the Gallery to find the desired picture.
3. 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.
Figure 6 shows an example of an image dragged from the Gallery.

Figure 6. Inserting an image from the Gallery

 By default, the Gallery is docked above the Writer workspace. To expand the
Gallery, position the pointer over the line that divides it from the top of the
workspace. When the pointer changes to parallel lines with arrows, click and drag
downward. The workspace resizes in response.
To expand the Gallery without affecting the workspace, undock it so it floats over
the workspace. To do so, hold down the Control key and double-click on the upper
part of the Gallery next to the View icons. Double-click in the same area while
holding down the Control key to dock it again (restore it to its position over the
workspace).
When the Gallery is docked, to hide it and view the full Writer workspace, click the
in the middle of the thin bar separating the Gallery from the workspace.
To close the Gallery, choose Tools > Gallery to uncheck the Gallery entry, or click
on the Gallery icon again.

Modifying an image
When you insert a new image, you may need to modify it to suit the document. Here we
will discuss the use of the Picture toolbar, resizing, cropping, and a workaround to rotate a
picture.

 Using the Picture toolbar

When you insert an image or select one already present in the document, the Picture
toolbar appears. You can set it to always be present (View > Toolbars > Picture).
Picture control buttons from the Picture toolbar can also be added to the Standard
Toolbar.
Two other toolbars can be opened from this one: the Graphic Filter toolbar, which can
be torn off and placed elsewhere on the window, and the Color toolbar, which opens as
a separate floating toolbar.
From these three toolbars, you can apply small corrections to the graphic or obtain
special effects.

Graphics mode
You can change color images to grayscale by selecting the image and then selecting
Grayscale from the Graphics mode list.

Flip vertically or horizontally

To flip an image vertically or horizontally, select the image, and then click the relevant
icon.

Filters
Table 1 provides a short description of the available filters, however the best way to
understand them is to see them in action. Feel free to experiment with the different
filters and filters settings, remembering that you can undo all the changes by pressing
Ctrl+Z or Alt+Backspace or by selecting Edit > Undo.
 Color
Use this toolbar to modify the individual RGB color components of the image (red,
green, blue) as well as the brightness, contrast, and gamma of the image. If the result
is not satisfactory, you can press Control+Z to restore the default values.
Table 1: Graphic filters and their effects
Icon Name Effect
Inverts the color values of a color image or the
Invert
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.

Mimics the effects of too much light in a picture. A further

Solarization
dialog box opens to adjust the parameters.
Simulates the effects of time on a picture. Can be applied
Aging several times. A further dialog box opens to adjust the
aging level.
Makes a picture appear like a painting by reducing the
Posterize
number of colors used.

Pop Art Modifies the picture dramatically.

Charcoal Displays the image as a charcoal sketch.

A dialog box is displayed to adjust the light source that

Relief
will create the shadow and, hence, the relief effect.

Mosaic Joins groups of pixels into a single area of one color.

Transparency
Modify the percentage value in the Transparency box on the Picture toolbar to
make the image more transparent. This is particularly useful when creating a
watermark or when wrapping the image in the background.

 Using the formatting toolbar and Picture dialog

When an image is selected, you can customize some aspects of its appearance using
the tools available on the Formatting toolbar as well as in the dialog that is shown by
right-clicking on the image and selecting Picture. You can, for example, create a
border around the image, selecting style and color; or you can (in the Borders page of
the Picture dialog) add a shadow to the image.
  Cropping images
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 (see Figure 7).

Figure 7: The options available when cropping a picture

In the Crop page, you can control the following parameters:

 Keep scale / Keep image size
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.
 Left, Right, Top, and Bottom
The image is cropped by the amount entered in these boxes. For example, a
value of 3cm in the Left box cuts 3 cm from the left side of the picture.
• When Keep scale is selected, the size of the image also changes, so in this
example the width will be reduced by 3 cm.
• When Keep image size is selected, the remaining part of the image is
enlarged (when you enter positive values for cropping) or shrunk (when you
enter negative values for cropping) so that the width and height of the image
remains unchanged.
 Width and Height
The Width and Height fields under either Scale or Image size change as you
enter values in the Left, Right, Top, and Bottom fields. Use the thumbnail next to
these fields to determine the correct amount by which to crop.
 Resizing an image
The inserted image might not fit perfectly into the document if it is too big or too small. In
these cases, you can use Writer to resize the image.
1. Click the picture, if necessary, to show the green resizing handles.
2. Position the pointer over one of the green resizing handles. The pointer
changes shape giving a graphical representation of the direction of the resizing.
3. Click and drag to resize the picture.
4. Release the mouse button when satisfied with the new size.
The corner handles resize both the width and the height of the graphic object
simultaneously, while the other four handles only resize one dimension at a time.

To retain the original proportions of the graphic, Shift+click one of the

Tip corner handles, then drag. Be sure to release the mouse button before
releasing the Shift key.
Be aware that re-sizing a bit-mapped (raster) image will adversely affect the resolution,
causing some degree of blurring. It is better to externally size your picture correctly before
insertion into your presentation, if possible.
Figure 8 shows three examples of an image inserted into a document and resized.

Figure 8. Three examples of resized images, plus the original image

For more accurate resizing, use either the Crop page of the Picture dialog box (Figure 7)
or, for images, the Type page of the Picture dialog box. On the Crop page you can adjust
the following settings:
 Scale Width and Height: specify in percentages the scaling of the picture. The size
of the image changes accordingly. For a scaled resizing, both values should be
identical.
• Image size: specify the size of the image in your preferred unit of measurement.
The image enlarges or shrinks accordingly.
• Original size button: when clicked, restores the image to its original size.
In the Type page of the Picture dialog box, select the Relative option to toggle between
percentage and actual dimension. For a scaled resizing, select the Keep ratio option. As
for the Crop page, clicking on the Original Size button restores the original image size.

 Rotating a picture
Writer does not provide a tool for rotating a picture; however, there is a simple
workaround:
1. Open a new Draw or Impress document (File > New > Drawing or File > New >
Presentation).
2. Insert the image you want to rotate. You can use any of the mechanisms
described in “Error! Reference source not found.” on page Error! Bookmark
not defined., although there are some slight variations in the position of the
menu entries and icons.
3. Select the image, then in the Drawing toolbar (shown by default at the bottom of
the window in Impress and Draw), select the Rotate icon from the Effects
tear-off toolbar .
4. Rotate the image as desired. Use the red handles at the corners of the picture
and move the mouse in the direction you wish to rotate. By default the picture
rotates around its center (indicated by a black crosshair), but you can change the
pivot point by moving the black crosshair to the desired rotation center.
To restrict the rotation angle to multiples of 15 degrees keep the Shift key
Tip
pressed while rotating the image.
5. Select the rotated picture by pressing Ctrl+A, then copy the image to the
clipboard with Ctrl+C.
6. Finish by going back to the location of the Writer document where the image is to
be inserted and pressing Ctrl+V.

Creating drawing objects

To begin using the drawing tools, display the Drawing toolbar (Figure 9), by clicking View
> Toolbars > Drawing.
1 Select 5 Freeform Line 9 Symbol Shapes 13 Stars
2 Line 6 Text 10 Block arrows 14 Points
3 Rectangle 7 Callouts 11 Flowcharts 15 Font work Gallery
4 Ellipse 8 Basic Shapes 12 Callouts 16 From File
17 Extrusion On/Off
Figure 9. The Drawing toolbar

To use a drawing tool:

1. Click in the document where you want the drawing to be anchored. You can
change the anchor later, if necessary.
2. Select the tool from the Drawing toolbar (Figure 7). The mouse pointer changes
to a drawing-functions pointer .
3. Move the cross-hair pointer to the place in the document where you want the
graphic to appear and then click-and-drag to create the drawing object. Release
the mouse button. The selected drawing function remains active, so you can draw
another object of the same type.

4. To cancel the selected drawing function, press the Esc key or click on the Select
icon (the arrow) on the Drawing toolbar.
5. You can now change the properties (fill color, line type and weight, anchoring, and
others) of the drawing object using either the Drawing Object Properties toolbar or
the choices and dialog boxes reached by right-clicking on the drawing object.

Set or change properties for drawing objects

To set the properties for a drawing object before you draw it:
1. On the Drawing toolbar (Figure 9), click the Select tool.
2. On the Drawing Object Properties toolbar (Figure 10), click on the icon for each
property and select the value you want for that property.
3. For more control, or to define new attributes, you can click on the Area or Line
icons on the toolbar to display detailed dialog boxes.
The default you set applies to the current document and session. It is not retained when
you close the document or close Writer, and it does not apply to any other document you
open. The defaults apply to all the drawing objects except text objects.
1 Line 5 Line Color 9 To Foreground 13 Alignment
2 Arrow Style 6 Area 10 To Background 14 Change Anchor
3 Line Style 7 Area Style / Filling 11 Bring to Front 15 Ungroup
4 Line Width 8 Rotate 12 Send to Back 16 Group
Figure 10. Drawing Object Properties toolbar

To change the properties for an existing drawing object:

1. Select the object.
2. Continue as described above.
You can also specify the position and size, rotation, and slant and corner radius properties
of the drawing object:
1. Right-click on the drawing object and then click Position and Size from the pop-up
menu. The Position and Size dialog box is displayed.
2. Choose any properties, as required.

Resizing a drawing object

The same considerations for resizing an image apply also to resizing an object. Select the
object, click on one of the eight handles around it and drag it to its new position. For a
scaled resizing, select one of the corner handles and keep the Shift key pressed while
dragging the handle to its new position.
For more sophisticated control of the size of the object, select Format > Object >
Position and Size from the menu bar. Use the Position and Size dialog box to set the
width and height independently. If the Keep ratio option is selected, then the two
dimensions change so that the proportion is maintained, allowing for a scaled resizing.

Grouping drawing objects

To group drawing objects:
1. Select one object, then hold down the Shift key and select the others you want to
include in the group. The bounding box expands to include all the selected objects.
2. With the objects selected, hover the mouse pointer over one of the objects and
choose Format > Group > Group from the menu bar or right-click and choose
Group > Group from the pop-up menu.
 You cannot include an embedded or linked graphic in a group with
Note
drawing objects.

Positioning image/graphics within the text

When you add a graphic to a text document, you need to choose how to position it with
respect to the text and other graphics. The positioning of graphics is often rather time-
consuming and may be very frustrating for both inexperienced and experienced users. As
Writer is a word processor rather than a desktop publishing program, there are some
limitations to the flexibility in positioning images and it takes time to get things exactly as
you would like them.
Positioning of a graphic is controlled by four settings:
1. 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.
2. Alignment refers to the vertical or horizontal placement of a graphic in relation to
the chosen anchor point.
3. 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.
4. 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 settings can be accessed in a number of ways, depending on the nature of the
graphics:
1. From the Format menu, where you can find Alignment, Arrange, Wrap, and
Anchor (both for images and drawing objects).
2. From the pop-up menu displayed when you right-click on the graphic.
3. From the Object toolbar shown in Figure 11.
4. For images, from the Type and Wrapping pages of the Picture dialog box. Note
that you cannot control the arrangement using the dialog box. To open the Picture
dialog box, click on the image to select it and then choose Format > Picture or
right-click on the graphic and choose Picture on the pop-up menu.
5. For drawing objects, from the Position and Size page of the Position and Size
dialog box. To open the Position and Size dialog box, click on the drawing object
to select it and then choose Format > Object > Position and Size or right-click
on the graphic and choose Position and Size on the pop-up menu. Note that you
can only control the alignment and anchoring.
1 Apply Style 6 Center Horiz. 11 Borders 16 Bring to Front
2 Wrap Off 7 Align Right 12 Line Style 17 Send to Back
3 Page Wrap 8 Top 13 Line Color (of border) 18 Change Anchor
4 Wrap Through 9 Center 14 Background Color 19 Link Frames
5 Align Left 10 Bottom 15 Frame Properties 20 Unlink Frames
Figure 11. Object toolbar (graphical control of positioning for images)

3. CREATE AND USE TEMPLATE

A template is a model that you use to create other documents. For example, you can
create a template for business reports that has 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, and toolbar and menu customization.
All documents in OpenOffice.org (OOo) are based on templates. You can create a specific
template for any document type (text, spreadsheet, drawing, presentation). If you do not
specify a template when you start a new document, then the document is based on the
default template for that type of document. If you have not specified a default template,
OOo uses the blank template for that type of document that is installed with OOo.

Creating a Template
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:
1. Open a new or existing document of the type you want to make into a
template (text document, spreadsheet, drawing, presentation).
2. Add the content and styles that you want.
3. From the main menu, choose File > Templates > Save. The Templates
dialog opens (see Figure 12).
4. In the New template field, type a name for the new template.
5. In the Categories list, click the category to which you want to assign the
template. The category you choose has no effect on the template itself; it is
simply the folder in which you save the template. Choosing an appropriate
category makes it easier to find the template when you want to use it. For
example, you might save Impress templates under the Presentations
category.
 6. Click OK to save the new template.

Figure 12: Saving a new template

Any settings that can be added to or modified in a document can be saved in a

template. For example, below are some of the settings that can be included in a Writer
document and then saved as a template for later use:
1. Printer settings: which printer, single sided / double sided, and paper size, and
so on
2. Styles to be used, including character, page, frame, numbering and paragraph
styles
3. Format and settings regarding indexes, tables, bibliographies, table of
contents
Templates can also contain predefined text, saving you from having to type it every
time you create a new document. For example, a letter template may contain your
name, address and salutation.

 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:
1. Type of fax (business or personal)
2. Document elements like the date, subject line (business fax), salutation, and
complementary close
3. Options for sender and recipient information (business fax)
4. Text to include in the footer (business fax)
To create a template using a wizard:
1. From the main menu, choose File > Wizards >[type of template required](see
Figure 13).
 Figure 13. Creating a template using a wizard

2. Follow the instructions on the pages of the wizard. This process is slightly different
for each type of template, but the format is very similar.
3. In the last section of the wizard, you can specify the name and location for saving
the template. The default location is your user templates directory, but you can
choose a different location if you prefer.
4. Finally, you have the option of creating a new document from your template
immediately, or manually changing the template. For future documents, you can re-
use the template created by the wizard, just as you would use any other template.

Setting a default template

If you create a document by choosing File > New > Text Document (or
Spreadsheet, Presentation, or Drawing) from the main menu, OOo creates the
document from the Default template for that type of document. You can, however,
set a custom template to be the default. You can reset the default later if you
choose.

Setting a custom template as the default

You can set any template to be the default, as long as it is in one of the folders
displayed in the Template Management dialog.
To set a custom template as the default:
1. From the main menu, choose File > Templates > Organize. The
Template Management dialog opens.
2. In the box on the left, select the folder containing the template that you
want to set as the default, then select the template.
3. Click the Commands button and choose Set As Default Template from
the drop-down menu.
 The next time that you create a document by choosing File > New, the document
will be created from this template.

Resetting the default template

To re-enable OOo‟s Default template for a document type as the default:
1. In the Template Management dialog, click any folder in the box on the left.
2. Click the Commands button and choose Reset Default Template from the
drop-down menu.
The next time that you create a document by choosing File > New, the document will
be created from OOo‟s Default template for that document type.

Questions:
1. What are styles? What are the advantages of using styles?
2. How can we create our own styles?
3. List any three methods of inserting images in a text document.
4. What do you understand by the terms:
a. Text Wrapping
b. Anchoring
5. What are templates? What are the advantages of using templates?
6. What is the difference between styles and templates?
Working with tables in Libre Office Writer
A table is a grid, an arrangement of rectangles, or cells, in rows and column. You can use
tables to format all or part of your document into columns and rows. You need tables
because they are the best way to organize graphics, columns, headings and rows.

Column-
A column is a grouping of cells that run from the top to the bottom of a page.

Rows-
Row is a grouping of cells that run from the left to right of a page.

Cell-
The intersection point between a row and a column is a cell.

Inserting a Table
1. Position the insertion point where you want the table to appear.
2. Choose Table ->Insert ->Table option. This will display the Insert Table
dialog box.

3. Enter the number of rows and columns for the table in the number of columns
and the number of row boxes.
Auto fit option in Table menu
1. Fixed Column width - You can set a precise width to be used by all the columns in
your table by clicking in the fixed column width scroll box and entering the value there.
2. Auto Fit to Contents- You can choose Auto fit to contents, which enables word to
widen columns based on the contents you insert in them i.e. Word adjusts the columns as
you type within the cells.
3. Auto Fit to window- You can choose Auto fit to window, which adjusts the width of
every cell based on the width of the screen of the individual viewing it. For example, if you
change your monitor for displaying at 640*480 to 800*600, your cells widen. This feature
works only with documents saved as Web Pages and viewed from within Word or a Web
Browser.
Entering Text into a table
To enter text into a table, simply type as you normally would after placing the insertion
point in required cell. Press Tab to move to the next cell.

Selecting a Row
1. Click anywhere in the first row of your table.
2. Choose Table>Select>Row from the menu.

Adding Images to a Table

1. Position the insertion point in any cell where you want the image to be added.
2. Click on the Clip art to select any image from there.
3. After selecting an image, click on Insert clip button to insert the image in that
particular area.

Inserting Rows, Columns and Cells

To insert a Column
1. Select the column beside where you want to insert a column,
2. Choose Table -> Insert from the menu.
3. Columns to the Left: Insert a column to the left of the currently selected column.
4. Columns to the Right: Insert a column to the right of the currently selected column.
To insert multiple columns, in step 1, select the same number of columns that you
 want to insert or repeat step 2 until the desired number of columns have been
inserted.

To insert a Row
1. Select the row above or below where you want to insert a row.
2. Choose Table ->Insert from the menu.
3. Rows Above: Inserts a row above the currently selected column.
4. Rows Below: Inserts a row below the currently selected column.
To insert a row at the bottom of the table, position the Insertion point in the last cell of the
table and press Tab. An empty row is inserted.
To insert multiple rows, in step 1, select the same number of rows that you want to insert
or repeat step 2 until the number of rows have been inserted.
To insert a Cell
1. Select a cell at the location where you want to
insert a cell.
2. Choose Table ->Insert ->Cells.
An Insert Cells dialog box is displayed.
Select desired option from the dialog box as
follows:
a) Shift cells right- Inserts a cell in the same row and moves the cells to its right.
b) Shift cells down - Inserts a cell in the same column and moves the cells below it
down.
c) Insert entire row- Inserts a row above the selected cell.
d) Insert entire column- Inserts a column to the left of the selected cell.
 3. Click OK button.
To delete Rows, columns or cells
Simply click one of the cells you want to delete, or select all the rows and columns you want to
delete. Then,
• To delete the column in which your insertion point is, Choose Table
>Delete >Column.
• To delete the row in which your insertion point is, Choose Table>Delete>Rows.
• To delete the entire table, Choose Table -->Delete-->Table.

If you delete a cell, choose an option in the Delete Cells dialog box that is shown above.
a) Shift Cells left- Deletes the cell and moves the cells to its right to the left.
b) Shift Cells up- Deletes the cell and moves the cells below it up.
c) Delete entire row- Deletes the row.
d) Delete entire column- Deletes the column.
Formatting Text in the cells
a. Click on the cell, which you want to format.
b. Select the text.
c. Click on Format -> Font.
Formatting images in the cells
1. Click on the cell where you want to change the formatting of the image.
2. Click on Format-> Format Picture.
Merging of Cells
Merging of cells means turning two or more cells
into one cell or combining two or more cells into
one cell.
● To merge cells/rows/columns, first select the
cells/rows/columns which you want to merge.
● Click on the Table ->Merge cells.

Splitting Of Cells
Splitting of cell means to split a cell into number of cells. For this you should have a table
already created. In order to split a cell into number of cells follow all these steps:

1. Place your cursor on the cell you want to split.

2. Click on Table ->Split cells
3. Enter number of columns and the number of rows you want to split into.
4. Press Enter or click on OK button.
4. CREATE AND CUSTOMIZE TABLE OF CONTENTS
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 in your document 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.

Opening Writer's table of contents feature

To open Writer's table of contents feature and insert a new table of contents in
your document follow these steps:

1) Place your cursor at the point in your document when you want to insert the
table of contents.

2) From the main menu, choose Insert > Indexes and Tables > Indexes and
Tables...
The Insert Index/Table window opens.

3) Click the Index/Table tab if it isn't already displayed.

Illustration 1 Index/Table tab

 The Insert/Index Table window has five tabs. Four of them are used when creating a
table of contents:

• Use the Index/Table tab to set the table's attributes.

• Use the Entries and Styles tabs to format the table entries.

• Use the Background tab to add color or a graphic to the table background.
The next four sections of this chapter tell you how to use each of these four tabs.
The preview box, located on the left-hand side of each tab, shows you as you work
how the table of contents will look. (If you don't see the preview box, check the
Preview check box in the lower right-hand corner of the window.)

Using the Index/Table tab

Use the Index/Table tab, pictured in Illustration 1 on page 1, to set the table's
attributes.

Setting basic attributes

To set the table's basic attributes:

1) From the Type drop-down list in the Type and title area of the tab, select
Table of Contents if it isn't already selected.

2) From the drop-down list in the Create index/table area, select Entire
document.
3) In the Create from area, check the Outline check box.

4) In the Create from area, clear the Index marks check box.

Adding a title

If you'd like the table of contents to have a title, enter it in the Title field. (If Writer
entered a title in this field automatically, you can change it by simply typing over the
value.) To delete the title, clear the Title field.
Protecting against manual changes

To protect the table of contents from being changed accidentally, check the
Protected against manual changes check box. If this box is checked, the table
of contents can only be changed using the context menu or the Insert
Table/Index window. If the box isn't checked, the table of contents can be
changed directly on the document page, just like other text.

Changing the number of levels

By default, Writer evaluates 10 levels of headings when it builds the table of

contents. To change the number of levels evaluated, enter the desired number in
the Evaluate up to level spin box.

Assigning custom styles

Writer automatically assigns to the table of contents all paragraphs formatted with
the default heading styles (Heading 1, Heading 2, and so on). To assign
paragraphs formatted with custom styles, follow these steps:

1) In the Create from area, check the Additional Styles check box.

2) Click the (...) button to the right of the check box. The Assign Styles window
opens.
 Illustration 2 Assign Styles window

3) In the Not applied column, click the style that you want to assign to the
table of contents.
4) Use the >>button to move the selected style to the desired outline level. For
example, if you want paragraphs formatted with the selected style to appear
as top-level entries in the table of contents, click the >>button once to move
the style into the 1 column. To move the style in the opposite direction, use
the <<button.

5) Click OK to save your changes and return to the Index/Table tab. Or, click
Cancel to return without saving your changes.

Using the Entries tab

Use the Entries tab, pictured in Illustration 3 on page 4, to format the entries in the
table of contents. For each outline level, you can add and delete elements, such as
chapter numbers, and you can also apply character styles to individual elements.
 Illustration 3 Entries tab

To begin, click a level number in the Level column to select the outline level whose
elements you want to format. (You'll be able to apply your changes to all outline
levels later.) The Structure line displays the elements for entries in that level.
Each button on the Structure line represents one element:

• 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.)

Each white field on the Structure line represents a blank space.

Deleting elements

To delete an element from the Structure line, click the button that represents that
 element and then press the Delete key on your keyboard. For example, to delete
a tab stop, click the T button and then press the Delete key.

Adding elements

To add an element to the Structure line, follow these steps:

1) Place your cursor in the white field to the left of where you want to insert the
element.
2) Click one of the five buttons that are just below the Structure line. (For
example, to add a tab stop, click the Tab stop button.) A button
representing the new element appears on the Structure line.

Note that if you insert a hyperlink, you must indicate both the beginning and end of
the link. For example, to change the default Structure line so that the chapter
number and the entry text form a hyperlink, follow these steps:

1) On the Structure line, place your cursor in the white field to the left of the E#
button. (Recall that the E# button represents the chapter number.)
2) Click the Hyperlink button. An LS button, representing the start of the
hyperlink, appears on the Structure line.
3) On the Structure line, place your cursor in the white field to the right of the E
button. (Recall that the E button represents the entry text.)
4) Click the Hyperlink button again. An LE button, representing the end
of the hyperlink, appears on the Structure line.

Applying character styles

To apply a character style to an element on the Structure line:

1) On the Structure line, click the button that represents the element to which you
want to apply a style.

2) From the Character Style drop-down list, select the desired style. Writer
applies the selected style to the selected element.

To view or edit the attributes of a character style, select the style from the Character
Style
drop-down list and then click the Edit button.
Applying changes to all outline levels

To apply the displayed structure and formatting to all outline levels, click the All
button.

Using the Styles tab

Use the Styles tab, pictured in Illustration 4 on page 6, to apply paragraph styles
to the table of contents. You can apply a different paragraph style to each outline
level of the table.
 Illustration 4 Styles tab

To apply a paragraph style to an outline level, follow these steps:

1) In the Levels list box, select the desired outline level by clicking it.
2) In the Paragraph Styles list box, click the paragraph style that you want to apply.
3) Click the <button to apply the selected paragraph style to the selected outline
level.

To remove paragraph styling from an outline level:

1) In the Levels list box, select the desired outline level by clicking it.
2) Click the Default button.
To view or edit the attributes of a paragraph style, click the style in the Paragraph
Styles list box and then click the Edit button.

Using the Background tab

Use the Background tab, pictured in Illustration 5 on page 7, to add color or a graphic
to the table background.

Adding color

To add color to the background of the table of contents, simply click the desired color
in the color grid.

33
 Illustration 5 Background tab

Adding a graphic

To add a graphic to the background of the table of contents, follow these steps:

1) From the As drop-down list, select Graphic. The Background tab

displays the graphics options.

Illustration 6 Graphics options on the Background tab

34
 2) Click the Browse button. The Find Graphics window opens.

3) Find the graphic file that you want to use and then click the Open button. The
Find Graphics window closes and the selected graphic appears in the graphic
preview box on the right-hand side of the Background tab. (If you don't see
the graphic, check the Preview check box underneath the graphic preview
box.)

4) In the Type area of the Background tab, choose how you want the
background graphic to appear:

• To position the graphic in a specific location in the background, select

Position and then click the desired location in the position grid.
• To stretch the graphic so that it fills the entire background area, select Area.
• To repeat the graphic across the entire background area, select Tile.

Deleting color or graphics

To delete color or graphics from the table background, follow these steps:

1) From the As drop-down list, select Color.

2) Click No Fill on the color grid.

Saving the table of contents

To save the table of contents so that the table appears in your document, click OK.
The Insert Index/Table window closes and the table of contents appears in your
document.

Maintaining a table of contents

Editing a table of contents

To edit an existing table of contents:

1) Click anywhere in the table of contents and then right click. The context menu
appears.
2) From the context menu, choose Edit Index/Table. The Insert Index/Table
window opens and you can edit and save the table using the four tabs
described in the previous chapter.

35
 Updating a table of contents
To update a document's table of contents when changes are made to the document:
1) Click anywhere in the table of contents and then right click. The context menu
appears.
2) From the context menu, choose Update Index/Table. Writer updates the
table of contents to reflect the changes in the document.
Deleting a table of contents
To delete the table of contents from a document:
1) Click anywhere in the table of contents and then right click. The context menu
appears.
2) From the context menu, choose Delete Index/Table. Writer deletes the
table of contents.
Note: Writer won't prompt you to confirm the delete! Use caution when deleting a
table of contents.

Assignment
1. Create table of contents for your project.
2. Create a document in Word on a topic of your choice of minimum 10 pages. Format the
document with various fonts (minimum 12, maximum 15) and margins (minimum 2,
maximum 4).
The document should include a) A bulleted or numbered list
b) A table containing relevant details
c) A picture of lion using clip art gallery
d) An example of word art
e) A header with student name & date
f) A footer with pagination
Create a table of contents for this document.

36
5. IMPLEMENT MAIL MERGE
From textbook of class IX page 78 onwards (doc file page number 89 to 97)
Printing mailing labels
Before beginning this process, note the brand and type of labels you intend to use.
Preparing for printing
To prepare mailing labels for printing:
● Choose File > New > Labels.
● On the Options tab, ensure that the Synchronize contents option is selected.
● On the Labels tab (), select the Database and Table. Select the Brand of labels to
be used, and then select the Type of label.
● If you are unable to identify your label product in the list, then you can define the
labels you have. Select the User setting in the Type selection box. Click on the Format tab
of the Labels dialog. The default settings are shown in . Take a ruler and measure on your
labels those dimensions illustrated in , and enter them into the respective boxes on the left
side.

Figure : Required information for label set-up

37
Figure: Select Database, Table, label Brand, and label Type

Figure: User label default settings

38
● You can now save your label template if you are likely to use it again. Click Save.
● In the Save Label Format dialog that opens (), enter names for your label Brand and
Type. Click OK.

Figure: Name and save the label.

● Click the Labels tab. Click the drop-down arrow under Database field. Select the
first field to be used in the label (in this example, Title). Click the left arrow button to move
this field to the Label text area, as shown in Figure.

Figure: Move fields from Database field list to Label text area

● Continue adding fields and inserting desired punctuation, spaces, and line breaks
until the label is composed. shows the completed label.

39
Figure: The completed label

● Click New Document. You now have a new, single-page document containing a
series of frames, one for each label of the selected type and filled with the data source
address fields that you selected. Quite often some of the fields in your address data source
will be unused, leading to blank lines in your labels. If this is not important, go to “” on page;
otherwise, continue with “”.
Removing blank lines from labels
● First ensure that the label frames are showing the field contents (data source
headings), rather than their underlying field names. If this is not the case, then either press
Ctrl+F9 or choose View > Field Names to toggle the view.
● Next, ensure that you can see non-printing characters, such as paragraph marks, line
breaks and so on. If these are not already visible, choose View > Nonprinting Characters

from the Menu bar, or press Ctrl+F10, or click on the Nonprinting Characters icon ( )
on the Standard toolbar.
You will now see that address field separation is created by line breaks ( ), rather
than paragraphs ( ). As the suppression of blank address fields depends on hiding
paragraphs, not lines, you need to replace line breaks with paragraphs as follows.

40
● Click in the first label, at the end of the last data source address field in the first line
of the label. Press Delete to remove the new line character and then press Return (or the
Enter key) to insert a paragraph marker. Repeat this action for each line in the address.
If the line spacing in the first label is not satisfactory, you may wish to correct this
before proceeding, by modifying the paragraph style associated with the address.
Unless you have changed it, the address uses the Default style.

The objective of step 3) is to replace all line breaks at the end of data
Caution source address fields with paragraphs. Sometimes the address data
field may be longer than the width of the label and will wrap to the next
physical line: make sure that you are not misled by this into deleting
and replacing anything other than line break characters.

● Click again at the end of the first paragraph to be conditionally suppressed and then
choose Insert > Fields > Other. Select the Functions tab and then click on Hidden
Paragraph in the Type column. Now click in the Condition box and enter the details of the
condition that defines a blank address field. It has the general form of:
![Database.Table.Database field]
where the „!‟ (NOT) character indicates the negative case and the square brackets
indicate the condition.
For example, in our Points database the condition to test if the Last Name field is
empty would be
![Points.Sheet1.Last Name] as illustrated in .
To test for multiple conditions, use the operators AND and/or OR between the conditional
statements, for example:
![Points.Sheet1.Title]AND![Points.Sheet1.Last Name]
Click Insert, but do not close the dialog until all lines have been amended.
● Repeat for each paragraph to be conditionally suppressed, remembering to advance
the cursor to the end of the line in question before changing the last element of the condition
and Inserting the result.

41
 The last paragraph of the label address block ends with a special field,
Next record: Database. Table (Next record: Points.Sheet1in our
Caution example), and the Hidden paragraph field must be inserted before this
field. This can generally be accomplished by clicking at the end of the
paragraph and then using the Left Arrowkey once to skip back over it.
A clue that you omitted this action is the observation that some records
have been skipped and are missing from the final output.

● Remembering that we selected Synchronize contents earlier, you should now be

able to see a small window containing a Synchronize Labels button. Click on this button
and the hidden paragraph fields are propagated to all the labels in your document.
You now have a template suitable for future use with the same data source and type
of label. If you wish to save it, use File > Templates > Save as Template to save it
as an Open Document Text Template (.ott) into the My Templates folder in the
Templates Manager dialog.

Printing
● Choose File > Print. The message shown in appears. Click Yes to print.
● In the Mail Merge dialog (), you can choose to print all records or selected records.
To select records to be printed, use Ctrl+click to select individual records. To select a block
of records, select the first record in the block, scroll to the last record in the block, and
Shift+click on the last record.
● Click OK to send the labels directly to the printer.
If you prefer to save the labels to a file, perhaps to allow some later editing such as
changing the typeface or paragraph format, then you should select File in the output
section of the Mail Merge dialog, rather than using the default Printer selection. This
changes the dialog to highlight the Save merged document section, where Save as
single document is preselected.
In this case, clicking OK brings up the Save as dialog, where a file name can be
entered for the saved labels.

42
 If you did not save the prototype label fields document (template) in Step 6 of the
Removing blank lines from documents paragraph, then you are prompted to do so
now by another Save as dialog.
In either case, whether printing or saving to file, despite there apparently being only
one page of labels, the printed or saved output will be expanded to include all of the
selected records from the data source.
Editing a saved file of mailing labels
To edit a saved file of mailing labels, open the saved label file in the normal way. You will be
prompted to update all links. Choose No for the following reason: The first label on the page
is termed the “Master Label” and all other labels are linked to it. If you update the links, then
all labels will end up containing the same data, which is probably not what you want.
You can edit individual records in the normal way, by highlighting and changing the font
name, for example.
However, you cannot edit all labels globally (for example, to change the font name for all
records) by the technique of selecting the entire document. To achieve this result you have
to edit the paragraph style associated with the label records as follows.
● Right-click any correctly spelled word in a label record. Select Edit Paragraph Style
from the context menu. (Note: If you click on a misspelled word, a different menu appears.)
Then from the Paragraph Style dialog, you can make changes to the font name, the font
size, the indents, and other attributes.

Mail Merge Assignment

1. Type a letter inviting friends and/or family to a party you are hosting. For example, you
can host a birthday party or your parents‟ anniversary party. You pick the event. Your
letter will serve as your form letter. Save your letter as Mail Merge Letter.
2. Format the letter as left aligned (block letter) with .5” or 1” margins depending on the
length.
3. Make sure your address is listed at the top of the document. Then insert two blank lines and
put the date in the month, date, year format. Then enter four blank lines and leave space for
your merge fields. Example:
Title First Name Last
Name Address 1
Address 2 City,
State Pin Code

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 (Eventually you will be entering your merge fields to replace this information.)
4. Create a data source with the names and addresses of at least five families in which you
wish to mail the letters. Create fields such as: title, first name, last name, address 1,
address 2, city, state, and pin code. Or make appropriate field names of your choice but
make sure you include the address information. Save your data source as Mail Merge
Data.
5. Now, return to your main document (Mail Merge Letter) and set it as the form
document and identify your data source.
6. Enter your merge fields into your main document. Merge fields should be used for the
recipients address and after Dear.
7. After your merge fields are entered merge the document and save it. Save the merged
document as Mail Merge Merged.
8. Create labels inserting your merge fields for the recipient‟s name and address. Save the
merged labels as Mail Merge Labels.
9. Print your form letter, one merged letter, and one label.

Let's Practice
1. Open the Word Processing software and prepare the following labels for
• Schools to invite parents for annual function
• A Tech Magazine who wants to send flyers to its clients

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