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Digital Documentation (Advanced) - Part B

The document discusses creating and using templates in LibreOffice Writer. Templates allow users to create standardized documents with predefined formatting and styles. The document outlines how to [1] create a template from an existing document by saving it as a template, [2] insert, delete, and format tables and their rows/columns/cells, [3] customize and protect auto-generated tables of contents, and [4] prepare and print mailing labels using mail merge.

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Mohammed Ramzan
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© © All Rights Reserved
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Download as DOCX, PDF, TXT or read online on Scribd
14 views

Digital Documentation (Advanced) - Part B

The document discusses creating and using templates in LibreOffice Writer. Templates allow users to create standardized documents with predefined formatting and styles. The document outlines how to [1] create a template from an existing document by saving it as a template, [2] insert, delete, and format tables and their rows/columns/cells, [3] customize and protect auto-generated tables of contents, and [4] prepare and print mailing labels using mail merge.

Uploaded by

Mohammed Ramzan
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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UNIT 1: DIGITAL DOCUMENTATION(ADVANCED)

Part B

3. CREATE AND USE TEMPLATE


A template is a model that you use to create other documents. For example, you
can create a template for business reports that has your company’s logo on the
first page. New documents created from this template will all have your
company’s logo on the first page.
Creating a Template
You can create your own templates in two ways: from a document and using a
wizard.
➢ Creating a template from a document
To create a template from a document:
1. Open a new or existing document of the type you want to make into a
template (text document, spreadsheet, drawing, presentation).
2. Add the content and styles that you want.
3. From the main menu, choose File > Templates > Save. The Templates dialog
opens
4. In the New template field, type a name for the new template.
5. In the Categories list, click the category to which you want to assign the
template. The category you choose has no effect on the template itself; it is
simply the folder in which you save the template. Choosing an appropriate
category makes it easier to find the template when you want to use it. For
example, you might save Impress templates under the Presentations category.
6. Click OK to save the new template.
Working with tables in Libre Office Writer
A table is a grid, an arrangement of rectangles, or cells, in rows and column.
You can use tables to format all or part of your document into columns and
rows. You need tables because they are the best way to organize graphics,
columns, headings and rows.
Column-A column is a grouping of cells that run from the top to the bottom of
a page.
Rows-Row is a grouping of cells that run from the left to right of a page.
Cell-The intersection point between a row and a column is a cell.

Inserting a Table
1. Position the insertion point where you want the table to appear.
2. Choose Table ->Insert ->Table option. This will display the Insert Table
dialog box
3. Enter the number of rows and columns for the table in the number of columns
and the number of row boxes.
Inserting Rows, Columns and Cells
To insert a Column
1. Select the column beside where you want to insert a column,
2. Choose Table -> Insert from the menu.
To insert a Row
1. Select the row above or below where you want to insert a row.
2. Choose Table ->Insert from the menu
To insert a Cell
1. Select a cell at the location where you want to insert a cell.
2. Choose Table ->Insert ->Cells.
To delete Rows, columns or cells
Simply click one of the cells you want to delete, or select all the rows and
columns you want to delete. Then,
• To delete the column in which your insertion point is, Choose Table >Delete
>Column.
• To delete the row in which your insertion point is, Choose
Table>Delete>Rows.
• To delete the entire table, Choose Table -->Delete-->Table.

If you delete a cell, choose an option in the Delete Cells dialog box.
a) Shift Cells left- Deletes the cell and moves the cells to its right to the left.
b) Shift Cells up- Deletes the cell and moves the cells below it up.
c) Delete entire row- Deletes the row.
d)Delete entire column- Deletes the column.
Merging of Cells
Merging of cells means turning two or more cells into one cell or combining
two or more cells into one cell.
● To merge cells/rows/columns, first select the cells/rows/columns which you
want to merge.
● Click on the Table ->Merge cells.
Splitting of Cells
Splitting of cell means to split a cell into number of cells. For this you should
have a table already created. In order to split a cell into number of cells follow
all these steps:
1. Place your cursor on the cell you want to split.
2. Click on Table ->Split cells
3. Enter number of columns and the number of rows you want to split into.
4. Press Enter or click on OK button.
4. CREATE AND CUSTOMIZE TABLE OF CONTENTS

Writer's table of contents feature lets you build an automated table of


contents from the headings in your document. For example, you can
use the Heading 1 style for chapter titles and the Heading 2 and
Heading 3 styles for chapter subheadings.
• Use the Index/Table tab to set the table's attributes.

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

• Use the Background tab to add color or a graphic to the table


background.

Protecting against manual changes


To protect the table of contents from being changed accidentally,
check the Protected against manual changes check box. If this
box is checked, the table of contents can only be changed using the
context menu or the Insert Table/Index window

Using the Entries tab


Use the Entries tab, to format the entries in the table of contents.
For each outline level, you can add and delete elements, such as
chapter numbers, and you can also apply character styles to
individual elements.
Deleting elements
To delete an element from the Structure line, click the button that
represents that element and then press the Delete key on your
keyboard.

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

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

Applying character styles


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

1) On the Structure line, click the button that represents the element
to which you want to apply a style.
2) From the Character Style drop-down list, select the desired
style. Writer applies the selected style to the selected element.
To apply a paragraph style to an outline level, follow these steps:

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

Using the Background tab


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

5.IMPLEMENT MAIL MERGE

Preparing for printing:


To prepare mailing labels for printing:
● Choose File > New > Labels.
● On the Options tab, ensure that the Synchronize contents option is
selected.
● On the Labels tab (), select the Database and Table. Select the
Brand of labels to be used, and then select the Type of label.
Printing
● Choose File > Print. The message shown in appears. Click Yes to print.
● In the Mail Merge dialog (), you can choose to print all records or
selected records. To select records to be printed, use Ctrl+click to select
individual records. To select a block of records, select the first record in the
block, scroll to the last record in the block, and Shift+click on the last
record.
● Click OK to send the labels directly to the printer.

Editing a saved file of mailing labels:


1. To edit a saved file of mailing labels, open the saved label file in the
normal way.
2. You will be prompted to update all links.
3. Choose No for the following reason: The first label on the page is termed
the “Master Label” and all other labels are linked to it.
4. If you update the links, then all labels will end up containing the same
data, which is probably not what you want.
5. You can edit individual records in the normal way, by highlighting and
changing the font name.

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