Unit 3

Information and
Communication
Technology Skills

Session 1: Introduction to ICT

To write a letter or make a report, we can use a word
processor on a computer instead of using pen and
paper. A word processor is a software application that
helps us to create documents by typing in text, making
corrections (editing text), arranging it in a neat manner
(formatting) and printing it.

Advantages of Using a Word Processor

There are many advantages of using a word processor.
Some of these are:
• If you want to add something extra or remove
some text after getting your report checked by a
teacher, you can easily do it in a word document.
• When making a resume (bio-data), it is important
not to make any spelling mistakes. A word
processor helps you check spelling and grammar
so that you use correct grammar, spelling
and language.
• If you are writing a long report and you need
to work on it for several days, you can save the
report and get back to it whenever required. You

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 can also print the document if you have to send a
hard copy to someone.
• You can make the document attractive by adding
different colours, text styles and text sizes. For
example, if you want to write the title in a special
style or if you want to highlight some important
date, you can do it in a word document.
• You can also make a poster using a word processor
by inserting pictures, bulleted lists, tables, shapes
and charts easily.

Word Processors Available

Some of the common word processing applications
available are given in Figure 3.1.
Most of the functions
of all word processors are
the same. Here, we will be
using LibreOffice Writer LibreOffice Google Microsoft OpenOffice Notepad
to understand how a word Writer Docs Word Writer
processor works. Figure 3.1

Getting Started with LibreOffice Writer

Ubuntu operating system comes with pre-installed
LibreOffice. Hence, to start LibreOffice Writer in Ubuntu
(Figure 3.2), simply click LibreOffice Writer icon in the
launcher on the left-hand side. This will start LibreOffice
Writer and open a new document (Figure 3.3). Start
typing to add text in the new document.

Figure 3.2 Launch LibreOffice Writer in Figure 3.3 LibreOffice Writer

Ubuntu

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 Creating a New Document
You can create a new document in LibreOffice
Writer by clicking the New icon and then
selecting Text Document as shown in
Figure 3.4.
You can also use the shortcut key Ctrl+n
to create a new word document.
Figure 3.4 Create a new word document

The teacher will facilitate these activities – by showing you the

E-Learning lesson at http://www.psscive.ac.in/Employability_
Skills.html. This will include videos and e-content for the above
topics as well as detailed instructions for some activities below.

Activity 1
Practical Exercise — Getting started with LibreOffice Writer
Material required
Computer with LibreOffice Writer installed
Procedure
1. Form groups depending on the number of computers
available. For example, if there are 40 students and you
have 5 computers, form 5 groups of 8 students each.
2. Start LibreOffice Writer, create a new document and
type some text in the document. Roll the mouse over
the various options visible on the screen to explore the
options available in LibreOffice Writer. Save the file.
3. One member performs the activity and the others watch
and give feedback on what was done correctly and what
can be improved.
4. Then, taking turns, every member of the group performs
the entire activity at least once.

Activity 2
Practical Exercise — Getting started with Microsoft Word
Material required
Computer with Internet connection to run
Procedure
1. Form groups depending on the number of computers
available (in the same way as done in Activity 1).
2. Start Microsoft Word. Open a new file and type some

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 text. Save the file. The practice session will help you Notes
carry out the steps. If you make an error, you will be
prompted with the correct steps. After every action you
will be automatically moved to the next step.
3. One member performs the practice exercise. Others
watch and give feedback on what was done correctly and
what can be improved.
4. Then, taking turns, every member of the group performs
the entire activity at least once.

Check Your Progress

A. Multiple choice questions
1. Using a word processor, you can create resumes and
posters. State whether this is true or false.
(a) True
(b) False
2. Which of the following options are word processors?
Select all the correct options.
(a) Google Docs
(b) LibreOffice Writer
(c) Microsoft Word
(d) All of the above
3. Which shortcut key is used to create a new document?
(a) Ctrl+ c
(b) Ctrl + n
(c) Ctrl + m
(d) Ctrl + d

B. Subjective question
1. List the advantages of using a word processor to write
a letter.

What Have You Learnt?

After completing this session, you will be able to
• explain what a word processor is.
• list advantages of using a word processor.
• identify the software packages available for
word processing.
• use LibreOffice Writer to create a new document.

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 Notes Session 2: Basic Interface LibreOffice
Writer
Whenever we open LibreOffice Writer we see a default
screen (as shown in Figure 3.5). This has menu options,
such as File, Edit, View, etc., which help us perform
various functions. The toolbar provides icons which are
a shortcut to some of the commonly used functions. The
minimise or maximise and close buttons are present at
the top right corner of the screen. At the bottom left
there is a Status Bar which gives many details, such as
word count, page number, style, etc.

Figure 3.5 LibreOffice Writer — Basic Interface

Status Bar
The Status bar is at the bottom of the window. Use the
Document View options at the bottom right to change
the view of the document to a single page, multipage
or book view. The Zoom in or out bar helps to change
the size of the text (make it appear bigger or smaller)
without changing the font size. Other details, such as
word or character count, page number, language, etc.
are also present on the left side.

Menu Bar
The menu bar is found at the top of the LibreOffice window
and has several options, such as File, Edit, View, Insert,
Format, Styles, Table, Form, Tools, Windows and Help.

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 When we click on a
particular menu option, a
sub-menu drops down to
show various commands
as shown in Figure 3.6.
To run a command, click
menu option, such as File
and then select an option
from the sub-menu. For
example, Save. Figure 3.6 Menu and Sub-menu (Screenshot)
Here are the menu
options with some of their commands:
• File: contains commands that apply to the entire
document, such as New, Open, Close, Save,
Print, etc.
• Edit: contains commands which are used for
editing a document. Some of these are Undo, Cut,
Copy, Paste, Find and Replace, etc.
• View: contains commands used to change the
display of a document in the LibreOffice Window,
for example Zoom in/out, Web, Status Bar,
Ruler, etc.
• Insert: contains commands that help to add
or insert various objects into a document, for
example, Image, Shape, Chart, Header, Footer,
Page Number, etc.
• Format: contains commands to change the
look of the text in the document, for example,
making the text bold, line spacing, aligning text,
paragraph, etc.
• Styles: contains commands which set the common
style of the document, i.e., it specifies the default
format of the document. It has commands to
create a new style, load a style and access the
Styles and Formatting section.
• Table: contains commands to insert or delete a
table in a document and format it.
• Form: contains commands to insert controls, such
as text box, list box, check box, option, button
etc., in a document.
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 • Tools: contains functions, such as Spelling and
Grammar check, Mail merge and Macros, etc.
• Window: shows all the open LibreOffice windows
and allows user to switch to any window by
clicking on it. It also contains commands to open
a new window and close an existing one.
• Help: contains options to open the LibreOffice
built-in help or go to online help.

Toolbar
The toolbar is present just
below the menu bar and
has icons that directly run
the command without going
Figure 3.7 Toolbar – Hover over an icon to see tooltip through the menu.
There are many toolbars but two are displayed
by default, the first is the Standard Toolbar and just
below this is the Formatting Toolbar. The Standard
Toolbar has commands to create a new file, save a file,
print a file, insert a table, etc. The Formatting Toolbar
has commands to change the style of the text, font
size, paragraph alignment, etc. For example, to make
text bold, you can simply click the Bold icon on the
Formatting Toolbar instead of using the menu options.
To see what a particular icon does, hover your mouse
over an icon. This will show a tooltip with the command
as shown in Figure 3.7.

Context Menu
Another way to perform a function is to
use Context Menu as shown in Figure 3.8.
When we press the right mouse button on a
paragraph or image or any object, a context
menu is displayed. The options that we see
in the context menu depend on the object
Figure 3.8 Context menu
that is selected.

Multiple Ways to Perform a Function

As you can see, there are multiple ways to perform the
same function. For example, there are four ways to
make a text bold.

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 First select the text that has to be made bold and Notes
then perform one of the following:
(a) Click menu option Format, select Text from
the drop-down and then select Bold from the
sub-menu.
(b) Click the Bold icon in the Formatting Toolbar
(c) Right-click and select Character. This will open
a Character dialog box. Select Bold from the
Stylebox and click OK.
(d) Press Ctrl+B on your keyboard.
In a similar way, most of the functions in LibreOffice
can be performed in multiple ways. You can explore the
menu options and the toolbars or use Help to see how a
particular function can be performed.

The teacher will facilitate these activities – by showing you the

e-learning lesson at http://www.psscive.ac.in/Employability_Skills.
html. This will include videos and e-content for the above topics as
well as detailed instructions for some activities below.

Activity 1
Practical Exercise — Basic User Interface of LibreOffice Writer
Material required
Computer with LibreOffice Writer installed
Procedure
1. Form groups depending on the number of computers
available. For example, if there are 40 students and you
have 5 computers, form 5 groups of 8 students each.
2. Start LibreOffice Writer and roll the mouse over the
various toolbar icons visible on the screen to explore
the options available in LibreOffice Writer. Study each
of these options in terms of their applications and uses.
3. Select some of the menu options to see the
commands available.
4. One member performs the activity and the others watch
and give feedback on what was done correctly and what
can be improved.
5. Then, taking turns, every member of the group performs
the entire activity at least once.

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 Notes Activity 2
Getting started with Microsoft Word
Material required
Computer with Internet connection
Procedure
1. Form groups depending on the number of computers
available (in the same way as done in Activity 1).
2. The practice session will help you carry out the steps
to view various tab and ribbon options. If you make
an error, you will be prompted with the correct steps.
After every action you will be automatically moved to the
next step.
3. One member performs the practice exercise. Others
watch and give feedback on what was done correctly and
what can be improved.
4. Then, taking turns, every member of the group performs
the entire activity at least once.

Check Your Progress

A. Multiple choice questions
1. Undo, cut, copy and paste are __________ commands.
(a) View
(b) Edit
(c) Styles
(d) File
2. You can change the magnification of the page
(i.e., make it bigger or smaller) using __________ option.
(a) Page indicator
(b) Proofing level
(c) Zoom bar
(d) Help
3. On the __________ side of the status bar, you can see
page number and word count in LibreOffice.
(a) right
(b) centre
(c) left
(d) middle
4. Which menu option has the commands Save, Print and
Close?
(a) Insert
(b) File
(c) Tools
(d) Format

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 B. Subjective question
1. List the different ways in which text can be formatted in
the following ways:
(a) Made bold
(b) Underlined
(c) Font made bigger in size

What Have You Learnt?

After completing this session, you will be able to
• explain the basic user interface of LibreOffice Writer.
• list the various menu options available in LibreOffice
Writer.
• identify some of the basic icons in the toolbar.
• use LibreOffice Help to explore how to perform various
functions.

Session 3: Saving, Closing, Opening and

Printing Document
When we create a new document, we need to save it
so that we can open it later and use it for viewing or
printing. Let us learn how to save a document, close it,
open an existing document and print it.

Saving a Word Document

1. Click on File and then
click Save or Save
As.This will open the
Save As dialog box as
shown in Figure 3.9.
2. Browse to the desired
folder, type the filename
(for example, Hello
World) in the name
textbox and click on
Save.

Figure 3.9 Save a document

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 Figure 3.10 Save as dialog box Figure 3.11 Saving fiel with a different type

When we save a file in LibreOffice it gets a default

extension as .odt. This means the file we just saved will
have a name as Hello World.odt. This .odt extension
shows that this is a LibreOffice Writer document. You
can save the file in many different formats. For example,
if you want to save this file as a Microsoft Word file, you
can select the option in the Save as type dropdown as
shown in Figure 3.11.

Closing a Word Document

To close a document, click File and then
Close as shown in Figure 3.12.

Opening an Existing Document

To open an existing (already created)
document, open File Explorer and browser
to the folder where you had saved the
document. You will see the file Hello World.
odt as shown in Figure 3.13. Double click
Figure 3.12 Close a document
the file to open it in the word processor.

Printing a Word Document

1. To print a document, click File and then select
Print as shown in Figure 3.13. This will display a
Print dialog box as shown in Figure 3.14.
2. In the Print dialog box, select the printer that is
connected to the computer and the number of
copies you want to print. Click OK. This will print
the document on paper.

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 Figure 3.13 Print a document Figure 3.14 Print a dialog box

The teacher will facilitate these activities – by showing you the

e-learning lesson at http://www.psscive.ac.in/Employability_
Skills.html. This will include videos and e-content for the above
topics as well as detailed instructions for some activities below.
Activity 1
Practical Exercise — Saving, Closing, Opening and Printing a
Document using LibreOffice Writer
Material required
Computer with LibreOffice Writer installed
Procedure
1. Form groups depending on the number of computers
available. For example, if there are 40 students and you
have 5 computers, form 5 groups of 8 students each.
2. Start LibreOffice Writer, create a new document and
type some text in the document, save the document and
then print it (make sure printer is connected) and then
close the document.
3. Other students in the group watch and give feedback on
what was done and what can be improved.
4. Taking turns, every student in the group can perform
the activity.
Activity 2
Saving, Closing, Opening, and Printing a Document using a
different word processor (Microsoft Word)
Material required
Computer with Internet connection to run e-Learning Lesson
Procedure
1. Form groups depending on the number of computers
available. For example, if there are 40 students and you
have 5 computers, form 5 groups of 8 students each.
2. Start Microsoft Word and create a file to save, close,
open and print a Microsoft Word document. The practice
session will help you perform the required steps.

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 Notes 3. One member performs the practice exercise. Others in
the group watch and give feedback on what was done
correctly and what can be improved.
4. Taking turns, every student in the group can perform
the activity.

Check Your Progress

A. Multiple choice questions
1. What is the shortcut to save the changes made to an
existing file?
(a) FILE > SAVE
(b) INSERT > SAVE
(c) HOME > SAVE
2. What is the shortcut to close a document?
(a) FILE > SAVE
(b) FILE > CLOSE
(c) FILE > EXIT
3. What is the shortcut to print a document?
(a) FILE > EXPORT
(b) FILE > SEND
(c) FILE > PRINT

B. Subjective question
1. Give the steps to save a new word document.

What Have You Learnt?

After completing this session, you will be able to
• save a document in a word processor.
• close a document in a word processor.
• open a document in a word processor.
• print a document in a word processor.

Session 4: Formatting Text in a Word

Document
Formatting text means changing the way the text
appears. Different parts of the text can appear in
different styles and sizes. You can make the text bold,
underlined or give it a different colour, to highlight and
make it look attractive. Let us learn how to format text
in a document.

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 Changing the Text Style and Size
In a document, we can change the font,
i.e., the style in which text is written. There
are many styles available. The font drop-
down is present in the toolbar. First select
the text for which the font style has to
be changed. Click on the drop-down and
select the font style you want (as shown in
Figure 3.15). Similarly, the font size can be Figure 3.15 Changing font style and size
changed to make it big or small. For example,
titles usually have a bigger size text.

Making Text Bold, Italic or Underlined

You can make the text appear bold, italic
or underlined. Select the text that you want
to change and click on the different icons
present in the toolbar to change the text
as shown in Figure 3.16. You can also use
the given shortcut keys on your keyboard Figure 3.16 Making text bold, italic or underlined
to change the text.
Bold: Ctrl+B
Italic: Ctrl+I
Underline: Ctrl+U

Aligning Text
The text can be aligned to the
left, right or center. Select the
Figure 3.17 Aligning text
text to be aligned and use the
icons as shown in Figure 3.17 to make the text appear
to the left, center or right of the page.

Cut, Copy and Paste Text

The text can be copied from one part of
the document to another part. To do so,
first select the text that has to be copied by
clicking on the given copy icon as shown in
Figure 3.18. You can also use the shortcut
key Ctrl+C. Then, move the cursor to
where you want to paste the contents and Figure 3.18 Cut, Copy and Paste icons

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 click the Paste icon or Ctrl+V. This copies the text to
the new location. The text remains in the original place
too, as it is.
If you want to delete or remove the text from the
original place and move it to a new position in the
document, first, select the text. Use the Cut icon on the
toolbar or use the Ctrl+X shortcut key. When you do so,
the text vanishes from the original place. Now place the
cursor in the new location and either use the Paste icon
or the Ctrl+V shortcut key. The deleted text is inserted
where the cursor was placed. This is also called moving
the text using the cut/paste method.

Find and Replace Text

To find and replace text, click on the icon in
the toolbar as shown in Figure 3.19. This
displays a Find & Replace dialog box. You
can type the text you are looking for and
just find it. You can also replace the text
with another text. You can find and replace
all the matching text in the document in
one go by clicking Replace All or you can
Figure 3.19 Find and Replace find or replace it one by one.

The teacher will facilitate these activities – by showing you the

e-learning lesson athttp://www.psscive.ac.in/Employability_
Skills.html. This will include videos and e-content for the above
topics as well as detailed instructions for some activities below.

Activity 1
Practical Exercise — Formatting text using LibreOffice Writer
Material required
Computer with LibreOffice Writer installed
Procedure
1. Form groups depending on the number of computers
available. For example, if there are 40 students and you
have 5 computers, form 5 groups of 8 students each.
2. Open a file in LibreOffice Writer. A member of the group
changes the text style to Times New Roman and font size
12. The other member changes the font size to 14.
3. Another member aligns the text to the middle, left
and right.

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 Notes
4. Others would copy the first paragraph and paste it at the
end of the text.
5. Taking turns, a different set of students repeat the
activity ensuring every student performs at least one
formatting task.
6. See Figure 1 and Figure 2 to see how your document
should appear.

Figure 1 Unformatted text Figure 2 Formatted text

Activity 2
Formatting text using Microsoft Word
Material required
Computer with Internet Connection
Procedure
1. Form groups depending on the number of computers
available. For example, if there are 40 students and you
have 5 computers, form 5 groups of 8 students each.
2. Start the Microsoft Word. Change the text style, font
size, font style, etc. Also perform text alighnment, as was
done in Activity 1.
3. In each group, one member performs the practice
exercise while the others watch and give feedback on
what was done correctly and what can be improved.
4. Taking turns, every student in the group performs
the activity.

Check Your Progress

A. Multiple choice questions
1. Priya wants to change the spelling of a word in the
entire document. Which option will she use?
(a) Copy (b) Align Left
(c) Find & Replace (d) Paste

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 2. Which of the following statements is true?
(a) You cannot replace all matching words with another
word in one go
(b) You can align text in the center
(c) When we use cut and paste, the text appears in both
the places
3. In Figure 3, identify which option is used to the
align text?

Figure 3 Toolbar

B. Subjective question
1. List the steps to be performed to move the text from one
location to another in a document.

What Have You Learnt?

After completing this session, you will be able to
• change the text style.
• align text.
• cut, copy and paste text.
• find and replace text.

Session 5: Checking Spelling and Grammar

Using correct spellings and grammar when writing
a letter is important. When we write official letters
or make a bio-data to apply for a job, it is especially
important that we use correct language. Normally
we check manually by reading the letter again. Word
processors provide a tool to check spellings
and grammar errors.
As you can see in Figure 3.20, some
of the words are underlined by a red wavy
line and some with a blue wavy line. The
red wavy line shows that word is not spelt
correctly. The blue wavy line shows that
there is a grammatical mistake.
The spell checker helps to correct
Figure 3.20 Check spelling icon these mistakes.

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 Starting the Spell Checker
To start the spell checker in LibreOffice
Writer, click the ‘Check Spelling’ icon on the
toolbar as shown in Figure 3.20 or press F7
on the keyboard.
You can also start the spelling checker Figure 3.21 Spelling menu option
from the menu options as shown in Figure
3.21. Click Tools and then Spellings.
When we start the spelling checker in
LibreOffice Writer, it displays a Spelling
dialog box as shown in Figure 3.22.

Spelling Dialog Box Options

It highlights the word with the wrong
spelling in red. You can choose from
the different options, what you want to
Figure 3.22 Spelling checker dialog box
do with the highlighted word.
Some of the commonly used options are:
(i) Ignore Once: This will leave the word in the
text as it is and not change it. We usually
use this option when some names appear as
incorrect words.
(ii) Ignore All: This will ignore the presently
highlighted word and then not highlight if this
same word appears again anywhere in the text.
Sometimes a name appears again and again in
the text. You can either ignore one at a time or
you can simply click on Ignore All.
(iii) Add to Dictionary: Suppose you use a particular
name in every document, for example, the name
of a company, then it is best to add it to the
dictionary. If you do so, then even if you use it
in a new document, it will not be highlighted
as incorrect.
(iv) Correct: You can select the correct spelling of
the word from the Suggestions list and then
click Correct. This will change the spelling of the
highlighted word to the selected one.
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 (v) Correct All: If you click on this,
it will correct the spelling of all
occurrences of the highlighted
word and change all of them to
the suggestion selected.

Shortcut Menu for Spell Checker

Another way to correct the spellings and
grammar is to select the underlined text
and right-click. This displays a shortcut
menu as shown in Figure 3.23 with a
list of suggested words along with the
various options present in the Spelling
dialog box, such as Ignore, Ignore All,
Figure 3.23 Spell Check Options on right-click
Add to Dictionary, etc.

Autocorrect Option
We can set the Automatic Spell
Checking option on or off by clicking
Tools>Automatic Spell Checking
(as shown in Figure 3.24) or pressing
Figure 3.24 Automatic Spell Checking Shift+F7 on the keyboard. If this is off,
then we do not see the red and blue wavy
lines that highlight the incorrect text.

The teacher will facilitate these activities – by showing you the

e-learning lesson athttp://www.psscive.ac.in/Employability_
Skills.html. This will include videos and e-content for the above
topics as well as detailed instructions for some activities below.

Activity 1
Practical Exercise — Checking Spelling and Grammar Using
LibreOffice Writer
Material required
Computer with LibreOffice Writer installed

Figure 1

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 Procedure Notes
1. Form groups depending on the number of computers
available. For example, if there are 40 students and you
have 5 computers, form 5 groups of 8 students each.
2. Type in some text in LibreOffice Writer as given in
Figure 1.

Dr A P J Abdul Kalam National Memorial was

established in the memory of the late President Dr A P J
Abdul Kalam. The memorial is situated at Pei Karumbu,
in the island town of Rameswaram, in the state of
Tamil Nadu, India. This Memorial was inaugurated on
July 27, 2017, by the Prime Minister of India, Shri
Narendra Modi. The memorial was built by Defence
Research & Development Organisation (DRDO).

3. One member opens the Spellings dialog box and uses

the various options available to correct the spellings.
4. Another member right-clicks on the incorrect word and
uses some of the options in the shortcut menu to correct
it. Turn on/off the Automatic Spell Checking option to
see how the text appears.
5. Others watch and give feedback on what was done
correctly and what can be improved. Then taking turns,
another set of students perform the activity ensuring
that every student performs at least one task.

Activity 2
Practical Exercise — Checking Spelling and Grammar Using
Microsoft Word
Material required
Computer with Internet Connection
Procedure
1. Form groups depending on the number of computers
available. For example, if there are 40 students and you
have 5 computers, form 5 groups of 8 students each.
2. Start Microsoft Word and open a file with text. Go to
Review option. Click on the spell checker icon and check
the spelling mistakes. On the right-hand side of the
page, you will see the various options, such as change,
change all, ignore, ignore all and add. Use these options
and observe the change.
3. One member performs the exercise. Others watch and
give feedback on what was done correctly and what can
be improved.
4. Then taking turns, every student in the group performs
the activity.

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 Notes Check Your Progress
A. Multiple choice questions
Read carefully all the options given below the question
and choose the correct option (s).
1. Which menu option will you use to start the spell
checker in LibreOffice Writer?
(a) Tools>Spelling
(b) Tools>Automatic Spell Checking
(c) Tools>Language
(d) Tools>Options
2. Which shortcut key will you use to start the Spell
Checker?
(a) F5 (b) F1 (c) F7 (d) F9
3. Ravi wrote an article on the benefits of sports. But
everywhere he spelt the word sports as spots. Which
option in the Spelling dialog box will you use to change
all the wrong words to the right one in one go?
(a) Correct (b) Always Correct
(b) Add to Dictionary (d) Correct All
B. Subjective question
1. What can you do to make the Spell Checker see your
name as a correct word and not highlight it as an error
in any document?

What Have You Learnt?

After completing this session, you will be able to
• identify the spellings and grammar mistakes in a document.
• correct the spellings and grammar mistakes in a document.
• turn on or off the Autocorrect feature.

Session 6: Inserting Lists, Tables, Pictures,

and Shapes
When we need to make a list of books available in the
library or a list of ingredients or, any kind of list, we use
numbers or some symbol (sign) to identify each item. All
word processors provide a way to create numbered or
bulleted lists (refer Figures 3.25 and 3.26). We can also
insert tables in a word document if we want to show
data in a rows and columns format.
Inserting Bulleted Lists
To create a bulleted list, first write the items of the list in
different lines. Select all the items, click Format. From

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 the menu options, select Lists and then click Bulleted
List as shown in Figure 3.25. This will create a bulleted
list as shown in Figure 3.26. You can also create a
bulleted list in LibreOffice Writer by selecting all the
items and then pressing Shift+F12 on the keyboard.
Please note – the shortcut keys may be different in other
word processing software.

Figure 3.25 Creating Bulleted List Figure 3.26 A Bulleted List

Inserting Numbered Lists

To create a numbered list, first write the items of the
list in different lines. Select all the items, click Format.
From the menu options, select Lists and then click
Numbered List as shown in Figure 3.27. This will
create a bulleted list as shown in Figure 3.28. You can
create a numbered list by pressing F12 in the keyboard.
Please note – the shortcut keys may be different in other word
processing software.

Figure 3.27 Creating Bulleted List Figure 3.28 A Numbered List

Using Tables
Tables are used to show data in a tabular format; for
example, to show the data of students and their marks
in each subject, we can use tables. We may need to
have tables in a document, such as when making a
report card.

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 Word processors provide a feature that
helps us insert tables to show such data.

Inserting a Table
To insert a table in LibreOffice Writer
document, click the Insert Table icon as
shown in Figure 3.29 or press Ctrl+F12 on
Figure 3.29 Insert Table icon
your keyboard. Click More Options… from
the drop-down.
This opens an Insert Table dialog box as shown in
Figure 3.30. Select the number of columns and rows
you want in the table and click Insert. By default,
the word processor will create a blank table with
2 columns and 2 rows (refer Figure 3.31).
You can then enter data into this table as shown
in Figure 3.31.

Figure 3.31

Figure 3.30 Insert Table dialog box

Inserting Pictures
To insert an image, click Insert and then Image as
shown in Figure 3.32. This will open the Insert Image
dialog box. Select the image file you want
to insert into a document and then click
Open. This will insert an image into the
document.

Inserting Shapes
Figure 3.32 Inserting an image
To insert a shape in a document, click
Insert and then Shape. This will open a sub-menu with
the basic shapes. Select one option
— for example, Basic. This will
further show several basic shapes
such as Rectangle, Circle, Square
etc. as shown in Figure 3.33 Select
a shape and then click and drag
the mouse to specify the size of the
shape. This will insert a shape into
Figure 3.33 Inserting a shape the document.

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 Notes

The teacher will facilitate these activities – by showing you the

e-learning lesson athttp://www.psscive.ac.in/Employability_
Skills.html. This will include videos and e-content for the above
topics as well as detailed instructions for some activities below.

Activity 1
Practical Exercise — Inserting Lists and Tables Using LibreOffice
Writer
Material required
Computer with LibreOffice Writer
Procedure
1. Form groups depending on the number of computers
available. For example, if there are 40 students and you
have 5 computers, form 5 groups of 8 students each.
2. Start LibreOffice Writer or MS Word and in each group,
one member creates a bulleted to-do-list.
3. Another member creates a numbered shopping list.
Another member then creates a table with names of all
members in the group and their addresses.
4. Others watch and give feedback on what was done
correctly and what can be improved.
5. Then taking turns, another set of students perform the
activity ensuring that every student performs at least
one task.

Check Your Progress

A. Multiple choice questions
Read carefully all the options given below the question
and choose the correct option (s).

1. What is the correct sequence of steps required to create

a bulleted list in LibreOffice Writer?
(a) Bulleted List > Format > Lists
(b) Format > Bulleted List > Lists
(c) Format > Lists > Bulleted List
(d) Lists>Format>Bulleted List
2. Which shortcut keys will you use to insert a table in a
LibreOffice Writer document?
(a) F12 (b) Ctrl+F12 (c) F7 (d) F9
3. Which shortcut key is used in a LibreOffice Writer
document to create a numbered list?
(a) Ctrl+F12 (b) Shift+F12
(c) F12 (d) None of the above

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 B. Subjective question

1. What is a list and how do we create a list in a

word processor?

What Have You Learnt?

After completing this session, you will be able to
• create a bulleted list.
• create a numbered list.
• insert a table.

Session 7: Header, Footer and Page Number

Header is the top part of a page while the footer appears
at the bottom of the page. They contain information
that is available on every page at the same place, for
example, if we want the title of the document at the top
of each page and the page number at the
bottom of each page, we can use a header
(for title) or a footer (for page number).

Inserting a Header
In LibreOffice Writer, to insert a header,
first click Insert menu option. Click
Figure 3.34 Inserting a header
Header and Footer in the drop-down
(Figure 3.34), then Header and then click
Default Style.
A header will be created at the top of
each page as shown in Figure 3.35. Click
Figure 3.35 Header the top part of the document to highlight
the header.

Inserting a Footer
Similarly, a footer can be created at the
bottom of each page.
Figure 3.36 Inserting a footer
To insert a footer, click Insert menu.
Then click Header and Footer, then
Footer and then click Default Style as
Figure 3.37 Footer shown in Figure 3.36.
A footer as shown in Figure 3.37 is created at the
bottom of each page. Click the bottom part of the
document to highlight the footer.

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 Insert Title, Page Number and Page Count
You can insert page numbers, title, page count, date,
time, subject, etc., into the header or footer. Then it will
appear on all the pages.
To insert page numbers to your
pages, first click on the footer. Then
click the Insert menu option. Click
Field in the drop-down and then click
Page Number as shown in Figure 3.38.
This will insert a page number at
the bottom of every page. Similarly,
you can insert other details, such as Figure 3.38 Inserting page number in header or
footer
date, time, image, etc., into the header
or footer.

The teacher will facilitate these activities – by showing you the

e-learning lesson athttp://www.psscive.ac.in/Employability_
Skills.html. This will include videos and e-content for the above
topics as well as detailed instructions for some activities below.

Activity 1
Practical-exercise — Add Header, Footer and Page Numbers
using LibreOffice Writer
Material required
Computer with LibreOffice Writer
Procedure
1. Form groups depending on the number of computers
available. For example, if there are 40 students and you
have 5 computers, form 5 groups of 8 students each.
2. Type in 2–3 pages of text in LibreOffice Writer.
3. Write 3–5 lines about your last summer holidays. In each
group, one member adds a header with title as ‘Summer
Holidays’ and another group member adds a footer with
page numbers.
4. Others in the group watch and give feedback on what
was done correctly and what can be improved.
5. All other group members repeat the exercise on a fresh
document.

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 Notes Activity 2
Practical Exercise — Add Header, Footer and Page Numbers
using Microsoft Word
Material required
Computer with Internet Connection
Procedure
1. Form groups depending on the number of computers
available. For example, if there are 40 students and you
have 5 computers, form 5 groups of 8 students each.
2. Start MS Word. Open a file with a paragraph and go to
‘Insert’ option. Check on header or footer to insert the
same. Type the text in the header or footer.
3. One member performs the practice exercise. Others
watch and give feedback on what was done correctly and
what can be improved.
4. Then taking turns, every student in the group performs
the activity.

Check Your Progress

A. Multiple choice questions
1. Which of the following statement is true?
(a) Headers are text or images inserted in the bottom
margin.
(b) If you insert a footer in one page, it will appear on all
pages.
(c) Headers are used to insert borders in a document.
(d) You cannot insert date, time, page number, etc., in a
header or footer.
2. Which of the given options can you add to a header?
(a) Page number (b) Date
(c) Title (d) All of these
3. Ravi wrote a long document for his research and gave it
to his professor. He wanted his professor to review only
the ‘Field Study’ section of the document. How does he
easily and correctly tell his professor where to find the
‘Field Study’ section?
(a) Tell him that it is somewhere in the middle of the
document
(b) Type in the page number in each page manually and
tell him the page number
(c) Insert page number in the footer and tell him the
page number

B. Subjective question
1. What is the advantage of using a header or a footer in a
word processor document?

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 What Have You Learnt?
After completing this session, you will be able to
• insert a header in a document.
• insert a footer in a document.
• insert page number(s) in a header or footer.

Session 8: Tracking Changes in LibreOffice

Writer
Tracking changes in a word document means to keep a
record of the changes made in a document. For example,
a student writes a report and gives it to the teacher for
checking. Just as a teacher makes corrections using a
red pen in a paper copy, the teacher can make changes
in a word processor using the Track Changes mode.
This will highlight the changes and make it easier for
the students to see and correct their mistakes.
How to Start/Stop Tracking Changes in
LibreOffice Writer
To start tracking changes in
LibreOffice Writer, click Edit and
then click Track Changes.
This will show a sub-menu with
several options. To start tracking
changes, the first step is to click
Record as shown in Figure 3.39
or press Ctrl+Shift+E. Once you
click Record, all changes made to
the document will be recorded and
displayed in a different colour. If you
want to stop tracking the changes,
click Record again. Figure 3.39 Tracking Options

Tracking Options
With the Record on, all changes are recorded. These are
displayed in a different colour. Any text that is deleted
will not disappear, but will appear as strikethrough (or
cut across with a line, for example change).
This Track Changes sub-menu provides many
options. You can move from one change to the other Figure 3.40 Tracking Options

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 using the Next and Previous options (refer Figure 3.40).
When a change is selected you can accept it or reject
it using Accept and Reject options. If you accept, the
change will become a permanent part of the text and if
you reject, it will revert to the original text.
If you think all the changes are OK, then you can
accept them all at once using the Accept All command.
Similarly, if you do not want to accept any changes and
want to revert back to the original text, then you can
use the Reject All option.
Sometimes, we may want to see how the document
will appear with all the changes accepted without
actually accepting them. If you click the Show option,
the document will appear as if the changes have been
accepted. If you click Show again, the document will
appear in track mode with the changes.
You can protect the changes by adding a
password. Click Protect. This will open the
Enter Password dialog box as shown in Figure
3.41. Add a password. Now only the person who
knows this password will be able to accept or
reject the changes and no one else.

Manage Option
The Manage option opens the Manage Changes
dialog box as shown in Figure 3.42. In this all the
Figure 3.41 Enter Password
changes are displayed in a list. You can select a
particular change and accept or reject it.
You can also click Accept All to accept all
the changes or Reject All to reject all the
changes.

Compare Documents
If you click Compare Document…,
LibreOffice will compare the current file
with the file you provide. This will then
open the Manage Changes dialog box with
Figure 3.42 Manage Options
a list of all the differences between the two
files. Here you can accept or reject these differences and
the current file will get updated accordingly.

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 Notes

The teacher will facilitate these activities – by showing you the

E-Learning lesson at http://www.psscive.ac.in/Emplyability_
Skills.html. This will include videos and E-content for the above
topics as well as detailed instructions for some activities below.

Activity 1
Tracking Changes in LibreOffice Writer
Material required
Computer with LibreOffice Writer
Procedure
1. Form groups depending on the number of computers
available. For example, if there are 40 students and you
have 5 computers, form 5 groups of 8 students each.
2. Start LibreOffice Writer, create a new document and
type some text in the document.
3. Click on ‘Edit’ and then click on ‘Track Changes’.
4. Then another member reviews the document and makes
changes. The first member can then accept or reject
the changes. Two members perform the activity and
the others watch and give feedback on what was done
correctly and what can be improved.
5. Then taking turns, another set of students perform the
activity ensuring that every student performs at least
one task.
Activity 2
Tracking Changes in Microsoft Word
Material required
Computer with Internet Connection to Run e-Learning Lesson.
Procedure
1. Form groups depending on the number of computers
available (in the same way as done in Activity 1.
2. Start MS Word and open a file. Go to ‘Review’ option and
click on ‘Track changes’
3. Now type some text and see the changes.
4. One member performs the practice exercise. Others
watch and give feedback on what was done correctly and
what can be improved.
5. Then taking turns, every student in the group performs
the activity.

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 Notes Check Your Progress
A. Multiple choice questions
1. When you start recording the document, all the changes
show up as coloured text? State whether this is true or
false.
(a) True (b) False
2. If you ________ something when in the ‘track change’
mode, it will not disappear but instead will have a
visible strike through it.
(a) Add (b) Delete (c) Italicise (d) Bold

3. Track changes are suggestions. If you want to make the

changes permanent you have to __________ them.
(a) Underline (b) Save
(c) Accept (d) Reject

B. Subjective question
1. What is the function of the Manage option?

What Have You Learnt?

After completing this session, you will be able to
• explain the need for tracking changes in a word document.
• explain how to start and stop the tracking process in
LibreOffice Writer.
• identify the options to accept or reject changes.

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