Digital Documentation Class 9 Notes

Document:
A document is a paper with written contents for example letters, reports, thesis, manuscripts, legal
documents, books, etc.
Documentation:
The process of preparing a document is called documentation. It is required to preserve the contents for a
longer period or to be used as evidence.
Word processing:
Word processing is the use of computer software to enter, edit, format, store, retrieve and print the
document.
Word Processor
A word processor is a computer application used for the production of printable material. In the beginning
WordStar was the most widely used word processor.
Features of Word Processor:
Following are the features of Word Processors
1. Create, edit, save, retrieve and print the document.
2. Copy the text to other places within the document.
3. Format paragraphs as well as pages.
4. Change the font size, font style of the text in the document.
5. Check spelling and grammar.
6. Create table, modify the size of the selected rows, columns or cells
7. Insert pictures or graphs within the document.
8. Print the selected text or selected pages of the document.

Starting LibreOffice Writer:

There are different ways to start Writer in Windows and Linux

In Windows:
Following are the ways to open Writer.
1. Double click LibreOffice Writer shortcut, which is available on the computerdesktop.
2. Click on the Start or Windows button, select LibreOffice → LibreOffice Writer fromapplication
window.
3. Type the word ‘writer’ in the search field, and select LibreOffice Writer from theresults.
In Linux :
Ways to open Writer are: In Ubuntu Linux, find the LibreOffice Writer icon on the application launcher,
orsearch it by clicking on ‘Show Applications’.
Create a new document:
Steps to create a new document:
1. Keyboard shortcut : Ctrl+N;
2. [Link] options : File →New → Text Document
Save a document:
Steps to save a document:
1. Select File → Save
2. Select the location on disk to save the file
3. Type a suitable name for the document
4. Click on Save button
The various components of the Writer window are :

a) Title bar :
Title bar is located on the top of Writer window. It shows the name of thedocument.
b) Menu bar :
It appears below the Title Bar. It shows the menu items like File, Edit, View,Insert, Format, etc. On
selecting a menu item, its submenu will open.
c) Toolbars: The tool bar appears below Menu Bar. By default, the Standard Tool Barand
Formatting Tool Bar will appear. The other tool bars can be activated by clickingon ‘View’ menu,
and selecting the ‘Toolbars’ of submenu.
d) bStandard toolbar:
It contains commands in the form of icons.
e) Formatting toolbar
: It contains the various options for formatting a document.
f) Status bar :
It is located at the bottom of the workspace. It displays the number of pages, words, the language used,
zooming, etc.
g) Scroll button and scroll bar
: It is used to scroll the document.
h) Zoom :
It allows to change the scale of the text and pictures in the document only for view.
Editing the document :

(a) Undo and Redo :

 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. Shortcut
option for undo is
Ctrl + Z
and Shortcut option for redo is
Ctrl + Y.

(b) Moving and copying text :

Cut and Paste : It is used to move a selected text from one place to another.
[Link] the text and click on Edit → Cut option or press Ctrl + X
[Link] the cursor where the text has to be moved.
[Link] on Edit → Paste option or press CTRL+V
Copy and Paste :
It is used to make a duplicate copy of selected text.
1. Select the text and click on Edit→ Copy option or press CTRL+C.
2. Place the cursor where the text has to be duplicated.
3. Click on Edit→Paste option or press CTRL+V.
Selecting text :
Click where you want to begin the selection, hold down the left mouse button, and then drag the pointer
over the text that you want to select. The selected text will be highlighted.
Formatting a document :

Page Setup :
To setup a page, select and click on the Format →Page Setup and the Page option. 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)
Formatting text :
Formatting Text refers to the formatting of paragraphs and characters. To do the formatting, first select
the text and then apply the required text formatting features.
Removing manual formatting :
Select the text and choose Format → Clear Direct Formatting from the Menu bar, or click the Clear
Direct Formatting button on the Formatting toolbar, or use Ctrl+M from the keyboard.
Common text formatting :
Some of the common text formatting features generally used are
1. Changing font size – by selecting font size.
2. Changing font style – bold, italic, underline
3. Changing font type – by selecting font drop down.
4. Changing font colour – by selecting font colour icon. The keyboard shortcuts for bold
(Ctrl+B), for italic (Ctrl+I) and (Ctrl+U) for underline
Changing text case : It is possible to change the case of the text. There are 6 ChangeCase options in
LibreOffice Writer which are :
[Link] Case
[Link] case
[Link] Case
[Link] Case
[Link] Every Word
[Link] Case
Superscript and Subscript :
[Link] apply superscript: Select the text and select Format → Text → Superscript
[Link] apply subscript: Select the text and select Format → Text → Subscript
Paragraph style

A paragraph in a document can have several sentences, a single sentence, a single word, orno words at all.
Every paragraph in Writer has a paragraph style and any one can select thegiven options
Indenting paragraphs :
Place the Text Cursor anywhere in the paragraph, click on the ‘Increase Indent’ [Link] current
paragraph’s indent will increase. There is also a Decrease Indent tool thatremoves the indent.
Aligning paragraphs :
The paragraph can be aligned as Left, Right, Center and Justify. To align theparagraph, place the text
cursor in the title paragraph, select the appropriate tool(Left, Right, Center or Justify) from the Format
Toolbar.
Font colour, highlighting, and background colour :
There are three more tools—Font Color, Highlighting,and Background tools on the Format Toolbar.
Using the bullets and numbering : You can assign the bullets or numbering to thelist items in the
document by using the options on the Bullets and Numbering toolbar.
Assigning background colour :
Select the paragraph. Select Format →Paragraph →Area→ Colour, then select the colour. After
selecting, click ‘Ok’.
Assigning border :
Select the paragraph, then select Format → Paragraph →Borders→ Select Line – Style, Width, Colour.
After selecting, click ‘Ok’.

Page formatting
Page styles :
Page styles define the basic layout of all pages in the document. Itincludes page size, margins,header and
footer, border and background, number ofcolumns, etc. The
Default Style
is assigned to the new document by default.
Inserting a page break :
To break the current page select Insert → Page Break fromthe Menu bar or use the keyboard command
(Ctrl + Return).
Creating header/footer and page numbers :
Headers appear at the top of everypage. Footers appear at the bottom of a page. To insert header in the
document,select Insert →Header and Footer → HeaderTo insert footer in the document, select Insert
→Header and Footer → Footer.
Creating and managing tables :
Creating a table
[Link] representation of data in a tabular format is called as table.
2.A table has a number of rows and columns.
[Link] simplest way to create a table is Select Table → Insert Table from the Menubar(or Press Ctrl+F12).

Inserting rows and columns :

[Link] the cursor in the row or column before or after which you want to addnew rows or columns.
[Link] on the Rows Above or Rows Below icons in the Table toolbar to insert onerow above or below
the selected one.
3. Click on the Columns Left or Columns Right icons in the Table toolbar to inserta column to the left or
right of the selected one.
Deleting rows and columns :
Place the cursor in the row or column you want to delete and do one of thefollowing:
Click on the Rows or Columns icons on the Table toolbar.
Right-click and choose Delete → Rows or Delete→ Columns.

To split a table :

[Link] the cursor in a cell (the table splits immediately above the cursor).
[Link] Table → Split Table from the Menu bar.
3.A Split Table dialog opens.
[Link] OK.
To merge two tables :

[Link] the blank paragraph between the tables.

[Link] any cell in one of the tables.
[Link]-click and choose Merge Tables in the context menu. You can also useTable → Merge Table from
the Menu bar.
Deleting a table :
[Link] anywhere in the table.
[Link] Table → Delete Table from the Menu bar.
Copying a table :

[Link] anywhere on the table.

[Link] the Menu bar choose Table → Select →Table.
[Link] Ctrl+C
[Link] the cursor to the target position
[Link] Ctrl+V
Mail Merge:

Mail Merge is used to create a series of same documents with multiple addresses. Mailmerge is the
process of merging the main document (letter or certificates) with the mailingaddress of various persons.
It is used to send invitations, letters or to print certificates forseveral people.
Main Document
: Document which contains common contents is called main document.
Data Source:
Data source contains values of the corresponding variables of the maindocument.
Main Steps for Mail Merge are :

[Link] main document.

[Link] data source.
[Link] Document Type
[Link] Address Block
[Link] the variable fields in the main document.
[Link] the data with the main document.