Unit 1 Digital Documentation

Class IX Information Technology-402 Part B Subject Specific skills 2020-21

Unit 1 Digital Documentation

(Part 1)

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● A variety of word processors such as Microsoft Word, Open Office , and Star Office have been developed to make text input and editing on the computer easy. An online word-processing or Web-based word processer such as:

Google Docs, Office 365 Word, Microsoft OneDrive Word

● Apache OpenOffice:

Apache OpenOffice is a free and open-source software that has been developed by the Apache Software Foundation. OpenOffice can be downloaded for free from:

http://www.openoffice.org/

● OpenOffice is a free and open source software (FOSS): It can be freely downloaded and one can make change in its code and creates their own software.

The Apache OpenOffice package contains the following:

• OpenOffice Writer (.odt)- Word processor(.doc/.docx)

• OpenOffice Calc (.ods)- Spreadsheet (.xls/.xlsx)

• OpenOffice Impress (.odp)- Presentation (.ppt/.pptx)

• OpenOffice Base (Database Management System)

• OpenOffice Draw (Graphics)

• OpenOffice Math (Equation Editor)

I NTRODUCTION To Open Office Writer

●

●

Getting Started

Method (1):

Start/windows button—> All Programs —> openoffice —> Click on Oo Writer Method (2):

To start OpenOffice Writer in Windows, double click OpenOffice Writer shortcut, which is usually found on the computer desktop.

Window

1. Title Bar:

The various components of title bar are:

(i) Control Menu Button: On the extreme left upper corner of the window, there is a small icon same as that for MS Word. Just near this, quick access bar present which is used to access some tools directly like save, redo, undo etc.

ii) Name of Application/file: Control menu button is immediately followed by the name of the application and the file name

iii) Control Buttons: On the extreme right upper corner of the window, there are three buttons — Minimize, Restore and Close Buttons.

(a) Minimize button reduces the window to an icon on task bar but Word still remains active.

(b) Restore button again brings Word window to the maximum original size.

(c) Close button brings us out of Word.

2. Menu Bar: It displays the Word Menu — File, Home, View, Insert etc.

(i) You can select any of the options by either clicking the mouse on it or by using shortcut which you get when you press Alt + Ctrl key.

(ii) Select any option and you will see a submenu/groups. This menu tells you about the additional functions provided under the selected option.

3. Rulers: There are two rulers for each application window — horizontal ruler and vertical ruler. The horizontal and vertical rulers align text, graphics, tables and other elements in the documents. The length of tab can also be adjusted.

4. Standard toolbar: It contains commands in the form of icons.

5. Formatting toolbar: It contains the various options for formatting a document. A graphical representation of commands is shown in the form of icons.

6.Vertical Scroll Bar: It is used to move backwards or forwards in the document.

7. Previous Page Button: It displays the previous page of the document.

8. Next Page Button: It displays the next page of the document.

 Creating a New Document

To create a new text document in Open Office Writer:

1. Select File  New  Text Document

Or

2. Click New button on the Standard toolbar and select the desired option the menu to create a new text document.

Or

3. You can also press Ctrl + N on the keyboard to create a new document.

Saving a Document

To save a document

1. Click the File menu

2. Select Save As option Or

Click the Save button(in case already saved) on the Standard bar.

3. The Save As dialog box appears.

4. Select the location where you want to save the document.

5. Type the file name, and click on the Save button. Documents created and saved in Writer have the extension .odt (in open office) and .docx(in MS word) by default.

Saving a file in different format

If you want to save a file in a different format other than the default format .odt of OpenOffice Writer. The Steps are:

1. Select Save As option of File menu.

2. The Save As dialog box appears.

a.Select the File type from the Save as type drop-down list.

b.Type the filename.

c.Click Save button.

Keyboard Shortcut Save Ctrl +S Save As Shift + Ctrl + S

Opening a Document

To open an already saved document in OpenOffice Writer:

File  Open

Or

Click the Open button on the Standard bar.

Or Press Ctrl + O.

2. The Open dialog box appears 3. Select the Drive and the folder.

4. Select the file and click Open button.

Closing a Document : File  Close

Exit Writer:

File  Exit

Note: Text Cursor: The Text Cursor is a flashing vertical line in the body of the text. The 4 arrow keys (←↑↓→) on the keyboard are called as cursor control keys.

Home and End. Pressing the Home key jump to the beginning of the line and pressing End key jump to the end of a line. To jump to the beginning of a document, press the Ctrl key, hold it down, then press the End key (Ctrl+Home). • To jump to the end of a document, press the Ctrl key, hold it down, then press the End key (Ctrl+End).

EDITING A DOCUMENT

● Editing means making changes into existing text.

● Before editing, you may need to select the text.

● Selection of text can be done with the keyboard or the mouse.

a.) Selecting Text Using a Mouse :

 Selecting Text Using Keyboard:

Selecting Non-consecutive text:

2. Press

Shift+F8

‘Adding selection’ mode. Use the arrow keys to move to the start of the next piece of text to be selected. Hold down the Shift key and select the next piece of text.

3. To select all of the text:

Ctrl + A 1. By using the mouse • select the first piece

of text. • hold down the Ctrl key and use the mouse to select the next piece of text.

• Press Esc key to close

3. To select the vertical block of text select from menu: Edit → Selection Mode → Block Area, or press Ctrl+F8.

b.) Inserting a Blank Line

You can also insert a blank line between two existing lines. The steps are:

1. Place the cursor at the end of the line after which you want to insert a blank line.

2. Press Enter. You will notice that the next line gets shifted down and a blank line is inserted.

c.) Deleting Text

1. Position the cursor to the left of the character to be deleted.

2. Press DELETE.

Or

1. Position the cursor to the right of the character to be deleted.

2. Press BACKSPACE.

● To delete a block of text, the steps are:

1. Select the text to be deleted.

2. Press DELETE or BACKSPACE.

● To delete a word, the steps are:

1. Place the cursor to the left of the word to be deleted.

2. Press Ctrl + Delete.

Or

1. Place the cursor to the right of the word to be deleted.

2. Press Ctrl + Backspace.

d.) Undo and Redo Commands

1. If, by mistake, you have made some changes and now you want to erase the last change done, then use the Undo option. After undo command, again if you want to go back then use the Redo option

Or

Click the Undo button on the Standard bar / Click the Redo button on the Standard bar.

e.) Copying/Moving Text

1. Select the text and click on Edit → Cut option

2. Place the cursor where the text has to be moved. Click on Edit → Paste option.

f.) Copy and Paste

It is used to make a duplicate copy of selected text.

1. Select the text and click on Edit→ Copy option.

2. Place the cursor where the text has to be duplicated. Click on Edit→Paste option.

Keyboard Shortcut Undo Ctrl + Z Redo Ctrl + Y

Keyboard Shortcut Cut Ctrl + X Copy Ctrl + C Paste Ctrl + V

h.) Highlighting Text

Highlighting means making the text look different to draw the reader’s attention towards it. Highlighted text has a colored background. The steps to highlight text are:

1. Select the text.

2. 2. Click the drop-down arrow of the Highlighting button on the Formatting bar.

OR

You can click the drop-down arrow of Highlighting button on the Properties side bar.

3. Select the desired color for highlighting from the color palette.

i.) Line and Paragraph Spacing

Line spacing is the amount of white space between lines of text in a paragraph.

The steps to set the line spacing are :

1. Place the cursor within the paragraph whose line spacing you want to change or select the paragraph.

2. Select Paragraph option from the Format menu.

3. The Paragraph dialog box appears.

4. Click the Indents & Spacing tab .

5. Specify the spacing before and after the paragraph.

6. You can also specify the Line spacing -> Click OK.

j.) Setting Alignment

Alignment is the manner in which text is placed within the margins of a page. The steps to change the alignment of text are : 1. Select the text.

2. Select Paragraph option from the Format menu . 3. The Paragraph dialog box appears.

4. Select the desired alignment option  Click ok.

Or You can click a desired alignment button on the Formatting bar.

k.) Setting Tabs

1. Each time you press the TAB key, the cursor moves ½ inch to the right. The TAB selector is located to the left of the horizontal ruler, you can set four types of tab stops: Left, Right, Cantered.

2. Tab stops can be set in any one of the following ways:

i. By clicking TAB selector to the left of the horizontal ruler ii. By selecting Paragraph option of the Format menu.

Setting Tab stop using horizontal ruler

You can set tab stops using the horizontal ruler:

1. Repeatedly click the tab selector at the left of the horizontal ruler to get the desired type of tab you want.

2. Click on the horizontal ruler at the position where you want the tab stop.

Keyboard Shortcut Left alignment Ctrl + L Right alignment Ctrl + R Centre alignment Ctrl + E

Justified Ctrl+J

l.) Jumping to the page number: Sometimes we may require to jump to a particular page number. It becomes difficult to scroll down if it is a large document with

several pages. In such a situation, ‘Go to Page’ feature of Writer is useful. To do this,

● Select the Edit Menu→ Go to Page.

● Specify the page number in the dialog box. The cursor will move to the first character of the specified page number directly.

m.) Non- Printing Characters: To display the non-printing character, press the toggle formatting mark (¶) or use keyboard shortcut Ctrl + F10. The tab space is shown by → sign and spacebar is shown by dot (.)

Keyboard Shortcut

Goto page Ctrl + G toggle formatting mark Ctrl + F10

n.) SPELLING & GRAMMAR : While typing in an OpenOffice Writer document, a red or blue wavy lines under the text appears. A red wavy line indicates a misspelled word and a wavy line indicates a grammatical mistake.

To check the spelling and grammar of the document (or selected text), 1. select Tools → Spelling and Grammar,

or

click the Spelling and Grammar button on the Standard toolbar, or

press the keyboard key F7.

2. The Spelling and Grammar dialog box opens.

Automatic Spell Checker: checks each word as it is typed and displays a wavy red line under any unrecognised words. Right-click on an unrecognised word to open a context menu. Certain suggestions will be displayed for the selected word. Click on the most appropriate word out of the suggested words to replace the underlined word.

o.) Synonyms and the Thesaurus: A word processor helps to look up synonyms (different words with the same meaning) and antonyms (words with the opposite meaning) in the thesaurus. The list of synonyms can be accessed from a context menu. Right-click on a word and point to Synonyms on the context menu. A submenu of alternative words and phrases are displayed. Click on a word or phrase in the submenu to replace it with the highlighted word or phrase in the document.

Formatting a document

a.) Page setup: It allows to select paper size and format (A4, A5, B4, Letter). User can adjust ‘Orientation’ as Portrait or Landscape. The user can set the Margins (Left, Right, Top, Down). To setup a page:

select and click on the Format → PageSetup and the Page option.

b.) Changing margins using rulers

1.Margin is the amount of white space between the text and the edge of the page on all four sides.

2.To set the margin using the rulers. On the horizontal ruler, the shaded part depicts the left and right margins. On the vertical ruler, the shaded part depicts the top and bottom margins.

c.) Orientation setting

Orientation refers to the direction in which the page is printed. The default paper orientation is Portrait in which document is printed along the width of the paper.

The steps to set the paper size, margins, and paper orientation are:

1. Select Page option from Format menu.

2. The Page Style: Default dialog box appears.

a. Click the Page tab.

b. Select the page format.

c. Set custom page size by specifying the width and height.

d. Specify left, right, top, and bottom margins.

e. You can select page orientation as Portrait or landscape.

Formatting text

There are various methods of formatting text. These methods are

● use the menu options from menu bar.

● use the readily available buttons on the formatting toolbar.

● use the context menu. The context menu appears by right clicking on the selected text.

● use the keyboard shortcut.

a.) Removing manual formatting:

To see the effect of formatting the text, first remove manual formatting. For this, select the text and choose Format → Clear Direct .

b.) Character Formatting Using the Format Menu

1. Select the text.

2. Click the Format menu bar and then select Character option.

3. The Character dialog box appears.

You can change the font, font size, and typeface using the Font tab in the dialog box.

Click on the Font Effects tab to change the font color, font effect, and apply other styles such as underlining.

3. Click OK after choosing the desired options.

Removing manual formatting Ctrl+M

Keyboard Shortcut

Bold Ctrl + B Italic Ctrl + I Underline Ctrl + U

c.) Changing text case: It is possible to change the case of the text. There are 6 Change Case options 1. UPPER CASE

2. lower case 3. Sentence Case 4. Capitalize each word 5. Cycle case

6. tOGGLE cASE

(d) Superscript and Subscript: For example, in the date 5th July, the ‘th’ character appearing after 5 is in the superscript case. In some situations, such as while writing scientific/chemical formula, such O2, the

character 2 is in the subscript case. Now, in our example, change the 5th July to 5th July.

• To apply superscript: Select the text and select Format → character → Position Superscript • To apply subscript: Select the text and select Format →character → Position Subscript.

Paragraph style

a.) Indenting Paragraphs: Click on the ‘Increase Indent’ tool. Each time when you click on the Increase Indent tool, the current paragraph’s indent will increase. There is also a Decrease Indent tool that removes the indent.

b.) Using the bullets and numbering: The bullets or numbering to the list items can be assigned in the document by using the options on the Bullets and Numbering toolbar. You can also create a nested list by using the buttons on the Bullets and Numbering toolbar.

c.) Assigning colour, border and background :

1. To assign background colour to the paragraph, first select the paragraph.

2. Select Format → Paragraph → Area→ Colour, then select the colour.

3. To assign border to the paragraph, select the paragraph, then select Format → Paragraph → Borders → Select Line – Style, Width, Colour.

4. After selecting, click 'Ok'.

Page Formatting

(a) Setting up basic page layout using styles: Same as setting page setup (discussed before)

(b)

Inserting a Page Break:

1. Click at the position where you want to insert a page break.

2. Select Manual Break option from the Insert menu. The Insert Break dialog box appears. Select the Page break option.

3. Click OK.

Keyboard Shortcut

Page break Ctrl + return

(c) Creating header/footer and page numbers: Headers appear at the top of every page; footers appear at the bottom of a page.

1. To insert header in the document, select Insert → Header and Footer → Header 2. To insert footer in the document, select Insert →Header and Footer → Footer.

3. To enter page numbers in the footer section, place the cursor in the footer section and select Insert → Fields  Page Number

d.) Defining borders and backgrounds:

i. To add background color to the paragraph, select the paragraph  right-click anywhere in the paragraph  choose Paragraph from the context menu  select the border tab choose border boundary and Color --> click OK.

e.) Inserting elements in writer:

i. Inserting Images:

● Select Insert → Image.

or

● Just click on the insert image icon, located below the Formatting Toolbar

● Select the image file.

● Click on Open button or just double click on the image file. The image will get inserted in the file.

ii. Inserting special character: Some characters are there, which cannot be typed by using the keyboard. OpenOffice Writer provides a feature to enter the number of special. To do this select Insert → Special Character.

iii. Inserting shapes: The variety of shapes consists of Lines, Arrows, Symbols, Stars, Callouts, Flowcharts. For this, keep the cursor in the place, to add the shape and select Insert →

Shape.

iv. Dividing the document page into column: To divide the page into columns, select Format

→ Column  A Column dialogue box appears  Enter the number of columns in the Column entry box  Give the value for spacing between the columns and click OK.

v. Formatting the shape or image: To format the shape or image inserted in the document. For instance, user can change its size, colour, add borders, change its position, etc. First, select the shape or image by clicking on it. Then make use of the Tool Bar to perform the required changes.

vi. Inserting Table: three ways ti insert a table:

1. click the Table icon on the Standard toolbar. On the drop-down graphic, choose the size of the table.

2. Select Table → Insert Table from the Menu bar 3. Press Ctrl+F12.

vii. To explore more features: For this, select Table → Properties.

ix. Inserting rows and columns: To insert one row or column in the table:

• Place the cursor in the row or column before or after which you want to add new rows or columns.

• Click on the Rows Above or Rows Below icons in the Table toolbar to insert one row above or below the selected one.

• Click on the Columns Left or Columns Right icons in the Table toolbar to insert a column to the left or right of the selected one.

To add more than one row/column.

• Choose Insert → Rows Above/Below or Insert → Columns Above/Below. Set number to define the number of rows or columns to be inserted, and select the Position as Before or After.

• Click OK to close the dialog box.

x. Deleting rows and columns: To delete one or more rows or columns, place the cursor in the row or column you want to delete, then

• Click on the Rows or Columns icons on the Table toolbar or

• Right-click and choose Delete → Rows or Delete → Columns.

or

• Press Alt+Delete on the keyboard and use the arrow keys to delete rows or column.

xi. To Split a table: Place the cursor in a cell that will be in the top row of the second table after the split

• Choose Table → Split Table from the Menu bar.

• A Split Table dialog opens. You can select No heading or an alternative formatting for the heading—the top row(s) of the new table.

• Click OK.

xii. To merge two tables: Select Table menu → Merge Table.

xii. Deleting a table: Click anywhere in the table  Choose Table → Delete Table.

xiv. Copying a table:

1. Table → Select → Table.

2. Press Ctrl+C to copy

3. Move the cursor to the target position 4. Press Ctrl+V or click the Paste icon.

xiv. Moving a table:

1. Table → Select → Table.

2. Press Ctrl+X to cut

3. Move the cursor to the target position 4. Press Ctrl+V or click the Paste icon.

Printing a document

Print preview: Print Preview is useful to check the document before printing. A user can check whether the document is prepared as needed, such as indentation, borders, etc.

To print the document: File → Print or Ctrl+P (The selected options will work for the current document only)

Printing all pages, single and multiple pages:

One can select the printing option as per their choice. There are three options to print the number of pages in a document.

• To print all the pages in sequence, choose the option All pages.

• To print a single page, or number of non consecutive pages, choose the option Pages, and give the page numbers separated by comma. If you want to print the pages that are consecutive give the range of pages first and last page (for example 3-8).

• To print only the selected text, choose the option, Selection.

Mail Merge

● In mail merge two documents are created. One with the common contents is the main document or form letter and other holding the address list is called the data source.

● Form letter consists of the main document and the data source. Data source contains values of the corresponding variables of the main document.

Creating the data source:

1. Create a new document and type the letter to be sent to the multiple recipients.

2. Select Tool → Mail Merge Wizard

3. Select Starting document → Use the current document → Next.

4. In Step 2, select the Document type → Letter → Next 5. Select Address List”. The “Select Address List.

6. Click on the Create button. After clicking on the Create button a New Address List window will appear In this window under the Address Information section, enter the information of the recipient

6. If you wish to customise the fields of recipient information, click on Customise button.

A 'Customise Address List' window will appear Now you can add, delete or rename any field name,

(a) Add (for a new field)

(b) Delete (to delete an unnecessary field) (c) Rename (to change the name of the field)

7. After entering the data of first recipient, click on the New button to enter the information of the next recipient. After entering the information of the entire recipient, click on the OK button to close the list.

8. After clicking OK button, the Save As dialog box opens, which will allow to save the list of recipient in .CSV format.

9. After saving the list a window will appear, which will display the various recipient list created till now. You can select any of the created list till now. Select the required list and click on OK button.

10. After clicking on OK button, you will move to Step 3 of Mail Merge Wizard, a window Insert Address Block will appear, which will show you the address block

11. Click on Next button, you will move to Step 4 of Mail Merge Wizard. A Create Salutation window appear to set the salutations for male and female recipients.

12. Click on Next button, you will move to last Step 5 of Mail Merge Wizard. An Adjust layout window will appear, to set the layout of the recipient address on the page.

13. In the next step, the Writer will display the document with the Mail Merge Toolbar below the standard toolbar.

14. Now click on Edit Individual Documents button to merge the letter with the address of the recipients.

use the other options on the Mail Merge toolbar, such as

(a) To exclude some of the recipient check on the checkbox of Exclude recipient.

(b) To save the merged document, click on the Save Merged Documents button.

(c) To print the merged document, click on the Print Merged Documents button.

(d) To send the letters by email, click on the Send Email Messages button.