Unit-03 Digital

Documentation
 Introduction
1. Evolution of Typing Technology
• Manual typewriters were used initially, followed by electronic typewriters.
• Computers replaced typewriters for efficient document creation.
2. Importance of Documentation
• A document records information for long-term use and legal purposes.
• Documentation includes letters, reports, theses, legal documents, etc.
3. Limitations of Manual Typewriters
• Entire document had to be retyped for errors.
• Repetitive work for sending similar letters.
• Limited characters and formatting options.
• No way to produce documents in customized formats.
4. Advancement in Word Processing
• Introduction of electronic typewriters (by Xerox in 1974).
• Introduction of word processing software in the late 1970s.
• Word processing is editing, formatting, storing, retrieving, and printing documents using software.

5. Features of Modern Word Processors

• WYSIWYG interface (What You See Is What You Get).
• Create, edit, save, and print documents.
• Formatting options: font size, style, paragraph and page formatting.
• Spell check and grammar correction.
• Insert images, tables, and graphs.
• Move/copy text within or across documents.

6. Applications of Word Processing

• Used in business, education, and homes.
• Students: project reports and assignments.
• Teachers: question papers and notes.
• Offices: letters, reports, and correspondence.
7. Office Productivity Software
• A suite of applications for word processing, spreadsheets, presentations, and
databases.
• Examples: Microsoft Office, LibreOffice.
8. Introduction to LibreOffice
• Free and open-source software (FOSS).
• Available in multiple languages and platforms (Windows, Mac, Linux).
• Uses ODF (Open Document Format) for files.
• Components:
• Writer – Word processing
• Calc – Spreadsheet
• Impress – Presentations
• Base – Database management
• Draw – Drawing
Getting Started with LibreOffice
Writer
1. LibreOffice Writer as a Word Processor
• LibreOffice Writer is part of the LibreOffice suite.
• It is a Free and Open Source Software (FOSS).
• Offers rich features for word processing and is widely used in schools and offices.
• Preferred over manual typewriters and electronic typewriters for document preparation.

2. Need for Word Processing Software

• Students were assigned to create a report after visiting an IT job fair.
• The report needed:
• Text with various fonts and colors,
• Images and pictures,
• Editable and printable format.
• A typewriter could not fulfill these requirements.
• Hence, a word processor was chosen for the task.
3. Advantages of Word Processing Software
• Allows:
• Use of multiple fonts and styles,
• Insertion of images,
• Editing and updating content,
• Easy formatting and printing,
• Digital saving and sharing of documents.
• Makes documents more attractive and professional.

4. Examples of Web-Based Word Processors

• Google Docs
• Office 365 Word
• Microsoft OneDrive Word
• These tools allow online editing, saving, and collaboration.

5. Practical Application in Education

• Students drafted their report on paper, then typed it using LibreOffice Writer.
• Such software is used regularly in schools, colleges, and offices for preparing:
• Reports
• Letters
• Assignments
Practice Question
1. Fill in the Blanks
[Link] Writer is a ________ and ________ word processing software.
2.A typewriter cannot provide the facility to type with various ________ and ________.
[Link] report needed to include pictures and details about the ________ industry.
[Link]-based word processors include Google Docs, ________, and ________.
[Link] students prepared the report using a ________ instead of a typewriter.
 2. True or False
[Link] Writer is a paid software used for word processing.
[Link] processors allow users to make changes to a document anytime.
3.A typewriter can be used to insert pictures in a document.
[Link] Writer is not suitable for school assignments.
[Link]-based word processors allow online document editing.
3. Multiple Choice Questions (MCQs)
[Link] of the following is a feature NOT available on a typewriter?
1. A. Typing text
2. B. Inserting images
3. C. Using different font colors
4. D. Both B and C .

[Link] software is used by the students to prepare the IT job fair report?
1. A. Microsoft Excel
2. B. Google Chrome
3. C. LibreOffice Writer .
4. D. Windows Media Player
3. LibreOffice Writer is classified as:
A. Commercial software
B. Free and Open Source Software .
C. Trial software
D. Proprietary software
4. What is one benefit of using a word processor over a typewriter?
A. It cannot be edited
B. Requires printing first
C. Can be formatted easily .
D. Uses only one font
5. The students were asked to prepare a report on:
A. Space technology
B. Agriculture
C. IT–ITeS sector .
D. Education system
4. Short Answer Questions (2 Marks Each)
[Link] did the students choose LibreOffice Writer instead of a typewriter?
[Link] any two web-based word processors.
[Link] two advantages of using a word processor for documentation.
[Link] kind of content did the students include in their report?
[Link] does FOSS stand for? Give one example.
 Starting LibreOffice Writer & Managing Documents
1. Ways to Start LibreOffice Writer
• In Windows:
• Double-click the LibreOffice Writer shortcut on the desktop or taskbar.
• Click Start → LibreOffice → LibreOffice Writer.
• Use the Search option and type "Writer", then select it from the results.

• In Ubuntu/Linux:
• Open via the application launcher.
• Click Show Applications and search for Writer.

2. Understanding Double-Click
• Double-click: Quickly click the left mouse button twice on an icon to open it.
3. Creating a New Document
• Use File → New → Text Document to create a new document.
• Shortcut key: Ctrl + N
4. Saving a Document
•Use File → Save to save the document.
•By default, documents are saved in .odt (Open Document Text) format.
•You must give the file a name before saving.
5. Save As Option
•File → Save As creates a copy of the current file with a new name or in a different location.
•Useful for version control or making editable backups.
6. Opening an Existing Document
•Use File → Open or the shortcut Ctrl + O to open a saved document for editing.
7. Closing a Document
•Use File → Close to close a document when finished.
•Important to avoid working with too many open files which may cause confusion.
8. Saving with a Password
•While saving, tick the option "Save with a password".
•Enter and confirm the password in the dialog box.
•Helps protect confidential or important documents from unauthorized access.
Practice Question
1. Fill in the Blanks
[Link] open LibreOffice Writer in Windows, ________ click the LibreOffice Writer shortcut.
[Link] default file format in which LibreOffice Writer saves documents is ________.
[Link] open an existing document in LibreOffice Writer, we use the menu option ________ →
Open.
[Link] keyboard shortcut to create a new document is ________.
[Link] Ubuntu Linux, LibreOffice Writer can be launched from the ________ or by clicking on ‘Show
Applications’.
2. True or False
[Link]-click means pressing the right mouse button twice quickly.
[Link] can save a file with a different name using the "Save As" option.
[Link] shortcut for opening a file is Ctrl + O.
[Link] Writer cannot be protected with a password.
[Link] documents with passwords helps in protecting important files.
3. Multiple Choice Questions (MCQs)
[Link] is the first step in creating a new document in LibreOffice Writer?
1. A. Click Edit → Document
2. B. File → Open
3. C. File → New → Text Document .
4. D. Format → New
[Link] file format is used by LibreOffice Writer by default?
A. .doc B. .txt
C. .pdf D. .odt .
[Link] can you save a document with a password?
A. Click File → Save and click the Print checkbox
B. Tick the checkbox Save with a password
C. Rename the file
D. Passwords cannot be added
4. Which of the following allows you to open LibreOffice Writer in Windows?
A. Using Calculator B. Search for 'writer’ .
C. Ctrl + Alt + Del D. File → Format
5. What does the Save As option do?
A. Deletes the file B. Encrypts the file
C. Creates a copy with a new name .. D. Formats the text
4. Short Answer Questions (2 Marks Each)
[Link] two ways to start LibreOffice Writer in Windows.
[Link] is the function of the Save As option?
[Link] can you protect a document with a password in LibreOffice Writer?
[Link] is the keyboard shortcut for opening a document?
[Link] are the steps to close a document in LibreOffice Writer?
Starting LibreOffice Writer
In Windows:
[Link] Shortcut – Double-click LibreOffice Writer icon.
[Link] Menu – Start → LibreOffice → LibreOffice Writer.
[Link] – Type writer in search box → Click LibreOffice Writer.
In Ubuntu Linux:
[Link] LibreOffice Writer in Application Launcher.
[Link] click Show Applications → Search LibreOffice Writer.
Creating a Document

[Link] Document – File → New → Text Document (Ctrl+N).

[Link] Document – File → Save → Give name → Default format: .odt.
[Link] As (New Name/Location) – File → Save As → Saves another copy.
[Link] Document – File → Close (Avoid too many open files).
[Link] Document – File → Open (Ctrl+O).

Save with Password

[Link] → Save → Choose location.
[Link] file name → Tick “Save with a password”.
[Link] password → Re-enter password → OK.
Parts of the Writer Window

[Link] Bar
1. Located at the top of the window.
2. Shows the name of the document.
3. New documents are shown as Untitled 1, Untitled 2, etc.

2. Menu Bar
1. Located below the Title Bar.
2. Contains menu items: File, Edit, View, Insert, Format, Table, Tools, Window, Help.
3. Submenus:
1. Three dots (...) → Opens a dialog box.
2. Right arrow (►) → Opens another submenu.
1. Toolbars
1. Located below Menu Bar.
2. Default: Standard Toolbar + Formatting Toolbar.
3. More toolbars → View → Toolbars → Select toolbar (√ mark appears when active).
2. Standard Toolbar
1. Contains commands in icon form for quick actions.
3. Formatting Toolbar
1. Contains icons for formatting text and paragraphs.
4. Status Bar
1. Located at bottom left of window.
2. Shows page number, word count, language, zoom level, etc.

[Link] Bars & Scroll Buttons

1. Used to move up/down or left/right in the document.

[Link]
1. Changes the view scale of text and images (only for display, not printing).
2. Used to check document quality.

Tip: Hover mouse over a tool to see its Tool Tip (name/description).
Cursor Movement
1. Text Cursor
• A flashing vertical line in the text body.
• Shows where typing will appear.
• Controlled using keyboard keys or mouse pointer.

2. Cursor Control Keys

• Arrow keys (← ↑ ↓ →) → Move cursor left, right, up, down in the document.

3. Home & End Keys

• Home → Move cursor to start of current line.
• End → Move cursor to end of current line.

4. Ctrl + Home / Ctrl + End

• Ctrl + Home → Jump to beginning of document.
• Ctrl + End → Jump to end of document.

5. Mouse Pointer
• Changes shape depending on position:
• Normal pointer → general screen movement.
• I-beam shape → when over text in a document.
• Clicking with the I-beam shape → Places text cursor at clicked position for editing.
Editing the Document
3. Copying Text (Copy & Paste)
1. Undo & Redo • Used to duplicate selected text.
• Undo → Erases the last change. • Steps:
• Select text.
• Shortcut: Ctrl + Z
• Copy → Ctrl + C (Edit → Copy).
• Menu: Edit → Undo
• Place cursor at desired location.
• Redo → Restores the last undone change. • Paste → Ctrl + V (Edit → Paste).
• Shortcut: Ctrl + Y 4. Selecting Text
• Menu: Edit → Redo • Required for editing, cutting, or copying.
• Selected text appears highlighted.
2. Moving Text (Cut & Paste) • Editing operations apply only to the selected text.
• Used to move selected text from one place to another. Selection Criteria
• Steps: 1. Selecting Continuous Text
• Select text. • Click & Drag → Click at start → Hold left mouse
• Cut → Ctrl + X (Edit → Cut). button → Drag to end of selection.
• Place cursor at new location. • De-select → Click anywhere outside the selection.
• Select All → Ctrl + A.
• Paste → Ctrl + V (Edit → Paste).
2. Quick Selection Tricks
To Select How to Do It

Letter(s) Drag mouse across the letter(s)

Single Word Double-click word

Sentence Triple-click anywhere in sentence

Paragraph Quadruple-click anywhere in paragraph

Whole Document Ctrl + A

3. Selecting Non-Consecutive Text
Using Keyboard:
[Link] first piece of text.
[Link] Shift + F8 → Writer enters Adding Selection mode.
[Link] arrow keys to move to next desired text.
[Link] Shift → Select the next text.
[Link] for more selections.
[Link] Esc to exit selection mode.
Using Mouse:
•Drag to select each piece while in Adding Selection mode./// page 58 of book
Selecting a Vertical Block of Text
• It is possible to select a vertical block (or column) of text that is
separated by spaces or tabs.
• This is useful for editing tabular or columnar data.
Find and Replace
◦ The Find and Replace feature is used to quickly search for text and,
if needed, replace it with another text.
◦ Steps:
[Link] Edit → Find & Replace (or press CTRL+H).
[Link] the Find box, type the text you want to search.
[Link] replace it with different text, type the new text in the Replace box.
4. Example: If the document contains “IT Job Fair” but it should be “National IT Job Fair,”
then use Find & Replace to correct it.
(i) Jumping to the Page Number
• In long documents, scrolling to reach a particular page is difficult.
• The Go to Page feature is useful.
Steps:
[Link] Edit → Go to Page (Keyboard shortcut: Ctrl+G).
[Link] the required page number in the dialog box.
[Link] cursor moves directly to the first character of the specified page.
(j) Non-printing Characters
• In computer data entry, even keys like Enter, Spacebar, Tab are treated as characters though they don’t
visibly appear.
• To view these invisible characters, we use non-printing characters.
• Useful to check the exact formatting of a document.
◦ Shortcut:
• Toggle non-printing characters: Ctrl+F10 or click ¶ (formatting mark).
◦ Symbols:
• Tab space → shown as →
• Spacebar → shown as • (dot)
 (k) Checking Spelling and Grammar
• Helps correct spelling and grammar mistakes.
• Indicators:
• Wrong spelling → red wavy underline.
• Grammar mistake → blue wavy underline.
• Steps:
• Select Tools → Spelling and Grammar
• OR click the Spelling/Grammar button on Standard toolbar
• OR press F7.
• The Spelling and Grammar dialog box opens.

Automatic Spell Checker:

• Works while typing.
• Shows a red underline for unrecognized words.
• Right-click → choose correct word from suggestions.

(l) Using Synonyms and the Thesaurus

• Synonyms: words with similar meaning.
• Antonyms: words with opposite meaning.
• Difference:
• Dictionary → meanings, definitions, pronunciations.
• Thesaurus → list of synonyms & antonyms.

Steps to Use Thesaurus:

[Link]-click on a word.
[Link] to Synonyms in context menu.
3.A list of alternative words/phrases appears.
[Link] the required word → replaces original.
Formatting a Document
1. Page Setup
• The first step in document preparation is Page Setup.
• Steps:
• Select Format → Page Setup → Page option.
• The Page Style dialog box opens.

Options available:
• Paper size and format (A4, A5, B4, Letter).
• Orientation: Portrait / Landscape.
• Margins: Left, Right, Top, Bottom.

. Formatting Text
• Formatting text refers to formatting paragraphs and characters.
• First select the text, then apply formatting features.

Methods to format text:

• Use menu options (Menu bar).
• Use toolbar buttons (Formatting toolbar).
• Use context menu (Right-click).
• Use keyboard shortcuts.
(a) Removing Manual Formatting
• To apply fresh formatting, first remove the old one.

Steps:
• Select the text → choose Format → Clear Direct Formatting
• OR click the Clear Direct Formatting button on toolbar.
• OR use Ctrl+M.

(b) Common Text Formatting

Features:
[Link] font size – select from font size box.
[Link] font style – Bold, Italic, Underline.
[Link] font type – select from font drop-down.
[Link] font colour – select from font colour icon.

Toolbar Buttons:
• Bold (Ctrl+B)
• Italic (Ctrl+I)
• Underline (Ctrl+U)
(c) Changing Text Case
• LibreOffice Writer provides 6 case change options.
• Works only on selected text.
(d) Superscript and Subscript
• Superscript: text appears slightly above the line.
• Example: 5^th July → "th" is superscript.
◦ Subscript: text appears slightly below the line.
• Example: O₂ → "2" is subscript.

Steps:
•Select the text →
• For Superscript: Format → Text → Superscript(Ctrl+shift+p)
• For Subscript: Format → Text → Subscript (Ctrl+shift+b)
Paragraph Style in LibreOffice
Writer
A paragraph in a document may contain:
• Several sentences
• A single sentence
• A single word, or even no words at all

👉 Every paragraph in LibreOffice Writer has a paragraph style, which defines its
formatting.
The Paragraph Style settings are available through a drop-down window (Fig. 3.20).
(a) Indenting Paragraphs
• Place the cursor in the paragraph.
• Click the Increase Indent tool to move the paragraph away from the margin.
• Each click increases the indent further.
• To remove indent → use Decrease Indent tool.
(b) Aligning Paragraphs
Paragraphs can be aligned in four ways:
[Link] (Ctrl + L) – text starts from the left margin.
[Link] (Ctrl + E) – text is centered.
[Link] (Ctrl + R) – text ends at the right margin.
[Link] (Ctrl + J) – text is aligned evenly on both left & right margins.

(c) Font Colour, Highlighting, and Background Colour

• Font Colour → Select the small ▼ arrow next to Font Colour tool → choose desired colour.
• Highlighting → Select the ▼ arrow next to Highlight tool → apply highlight colour.
• Background Colour → Format → Paragraph → Area → Colour → select colour.

(d) Bullets and Numbering

• Used to create lists in a document.
• Access from Bullets and Numbering Toolbar.
• Nested list: A sub-list under the main list.
• For more options: Format → Bullets and Numbering (Fig. 3.23, 3.24, 3.25).
(e) Assigning Colour, Border, and Background to
Paragraphs
[Link] Colour: Format → Paragraph → Area → Colour.
[Link]: Format → Paragraph → Borders → Select Line Style, Width, Colour → OK.

To Change Paragraph Style

[Link] the paragraph.
[Link] the drop-down arrow in Paragraph Style.
[Link] style (e.g., Text Body).
[Link] outside to deselect.
Page Formatting in LibreOffice
Writer
(a) Setting up basic page layout using styles
• Page styles define the basic layout of all pages.
• Includes: page size, margins, headers & footers, borders, background, number
of columns.
• Default Style is applied automatically to new documents.
• To change layout:
• Click Default Style in taskbar, OR
• Go to Format → Page.

(b) Inserting a Page Break

• By default, text flows to the next page automatically.
• Sometimes we need a forced new page (e.g., new chapter).
• Methods:
• Insert → Page Break OR press Ctrl + Enter.
• For more control (line/column): Insert → Manual Break.
 Creating Header, Footer &
Page Numbers
•Header → appears at top of each page.
•Footer → appears at bottom of each page.
•Insert them via: Insert → Header and Footer → Header/Footer.
•Common usage:
• Header → document/chapter name.
• Footer → page numbers (Insert → Page Number).

(d) Defining Borders and Backgrounds

[Link]:
1. Can be applied to characters, paragraphs, frames, or pages.
2. Previews available before applying.
[Link]:
1. Add color, gradient, bitmap, pattern, hatch.
2. To apply: Right-click paragraph → Paragraph → Area → select Color/Pattern.
3. To remove → select None.
(e) Inserting Elements in a
Document
[Link]:
1. Insert → Image OR click image icon in toolbar.
2. Select image from disk/pen drive → Open.

[Link] Characters:
1. Insert → Special Character → choose from dialog.

[Link]:
1. Insert → Shape → choose (Lines, Arrows, Stars, Flowcharts, Callouts, etc.).

(f) Dividing Page into Columns

• Used in magazines & newspapers.
• Format → Columns → specify:
• Number of columns (1–3).
• Spacing between columns.
(f) Dividing Page into
Columns

• Used in magazines & newspapers.

• Format → Columns → specify:
• Number of columns (1–3).
• Spacing between columns.

(g) Formatting Shapes/Images

• Select image/shape → use Toolbar options.
• Changes possible: size, color, borders, position, wrapping style.
Working with Tables in LibreOffice Writer
Creating a Table
Two methods:
[Link] Method:
1. Click Table icon → drag to select rows & columns.
[Link] Method:
1. Place cursor → Table → Insert Table OR press Ctrl+F12

(b) Features of Tables

• Add/Delete rows & columns.
• Merge & split cells.
• Apply colors to table/text.
• Change text direction inside table.

(c) Inserting Rows & Columns

• Place cursor in row/column where new one is needed.
Methods:
[Link] Rows Above / Rows Below or Columns Left / Right icons in toolbar.
[Link] → Rows / Columns (set number & position).
[Link] OK to apply.
(c) Deleting Rows & Columns
• Place cursor in row/column → then:
[Link] Rows/Columns delete icons in toolbar.
[Link]-click → Delete → Rows / Columns.
[Link] Alt + Delete (with arrow keys).

(d) Splitting & Merging Tables

◦ (i) Splitting a Table
• Place cursor in cell → table splits above the cursor position.
• Go to Table → Split Table.
• Choose No heading or keep heading format.
• Click OK → table splits into 2.
◦ (ii) Merging Two Tables
• Delete the blank paragraph between the tables (use Delete key only).
• Right-click → Merge Tables, or use Table → Merge Table.
(e) Deleting a Table
Methods:
1. Click in table → Table → Delete Table.
2. Select whole table (from paragraph before to after) → press Delete/Backspace.

(f) Copying a Table

Steps:
1. Click in table → Table → Select → Table.
2. Copy (Ctrl+C / Copy icon).
3. Move cursor to target position.
4. Paste (Ctrl+V / Paste icon).

(g) Moving a Table

Steps:
1. Click in table → Table → Select Table.
2. Cut (Ctrl+X / Cut icon).
3. Move cursor → Paste (Ctrl+V).
4. Return to original table → delete it (Table → Delete Table).
Printing a Document (LibreOffice
Writer)
1. Quick Print
• Click Print icon → prints the entire document directly on the default printer.
2. Print Preview
• Shows how document will look before printing.
• Helps check indentation, borders, formatting, layout etc.
3. Controlling Printing (Print Dialog)
• Shortcut: File → Print or Ctrl+P.
• Opens Print dialog box with options:
• Printer → choose printer (installed printers shown in list ▼).
• Properties → printer settings.
• Print Range → choose pages/text to print.
• Copies → set number of copies.
• Options → other preferences.

• Note: Settings apply only to current document.

3. Controlling Printing (Print Dialog)
•Shortcut: File → Print or Ctrl+P.
•Opens Print dialog box with options:
• Printer → choose printer (installed printers shown in list ▼).
• Properties → printer settings.
• Print Range → choose pages/text to print.
• Copies → set number of copies.
• Options → other preferences.

•Note: Settings apply only to current document.

📩 Mail Merge in Word
Processor
What is Mail Merge?
•Mail Merge helps to create multiple personalized documents (letters, invitations, certificates,
notices) quickly.
•It combines:
• Main Document (common content – e.g., invitation/letter format)
• Data Source (variable content – e.g., name, address, date, child name, etc.)

✅ Example: A school sends the same meeting notice to all parents. The content of the notice is
the same, but the name, address, child’s name, date, and time differ. Mail Merge automates
this.
📑 Main Parts of Mail Merge
[Link] Document → The letter/notice/certificate with placeholders (fields).
[Link] Source → The address list or spreadsheet with names, addresses, dates,
etc.

Steps to Perform Mail Merge (Writer/Word Processor)

[Link] the Main Document
•Type the letter or notice with placeholders (like <Name>, <Address>, <Child Name>).
[Link] Mail Merge Wizard
•Go to Tools → Mail Merge Wizard.
[Link] Document Type
•Choose Letter → Next.
[Link] / Select Address List
•Click Select Address List → Create → Enter recipients’ details.
•Save the file as .CSV.
[Link] Address Block & Fields
•Insert placeholders like Name, Address, Child Name, Date, Time in the main document.
[Link] Salutation
•Example: “Dear Mr./Mrs. <Last Name>” → The wizard allows gender-based or title-based greetings.
[Link] Layout
•Set margins and positioning of address fields.
[Link] & Merge
•Click Finish → Merge with address list.
•You can preview all letters.
[Link] Options
•Edit Individual Documents → Check each letter before printing.
•Save Merged Documents → Save all letters.
•Print Merged Documents → Print directly.
•Send Email Messages → Email instead of printing (if email addresses exist).
Computer Centre
DMS School
Bhopal
Date: 3 August 2018

<Title> <First Name> <Last Name>

<Address Line1>
<Address Line2>

Teacher Parent Interact Day

Please take this opportunity to discuss the progress of your child <Child Name> by meeting the class teacher on
<Date> at <Time> at the Classroom.

Principal
Title First Name Last Name Address1 Address2 Child Name Date Time

Mr. Raman Sinha M P Nagar Bhopal Deepti 25-07-2018 9:00 am

Shyamla
Dr. Manish Mangal Bhopal Shravya 25-07-2018 9:30 am
Hills

Mrs. Manmeet Kuar Akriti City Indore Simran 26-07-2018 9:00 am