Part B Unit 1 Chapter 2

PART B
UNIT – 1: DIGITAL DOCUMENTATION (ADVANCED) USING LIBREOFFICE WRITER
CH – 3: ADVANCED FEATURES OF WRITER

INTRODUCTION
LibreOffice Writer is a word processor that provides a variety of features. To give the listing of the
contents of the document, we can use the Table of Contents feature, which is based on different types of
heading styles. LibreOffice Writer also provides templates to create professional documents. When multiple
users are working on a single document, the Track Changes feature can be used to keep a track of the editing
being done by each user.

Table of Contents
Table of Contents, allows to insert an automated table of contents in a document. The entries or contents
of this table are automatically taken from the headings and sub headings of the document. Also, by clicking on
any topic in the table of contents, we can navigate directly to the selected topic.

Creating a Table of Contents (ToC)

Before inserting the table of contents or ToC in a document, you must ensure that proper heading styles, such as
Heading 1, Heading 2, Heading 3 and so on are inserted in the document.
Steps to insert the TOC in the document are:
1. Open the document.
2. Place the cursor at the position where the table of contents is to be inserted.
3. From main menu, select Insert > Table of Contents and Index > Table of Contents, Index or
Bibliography.
4. The Table of Contents, Index and Bibliography dialog box will be displayed.
5. Type the title of the Table of content and click OK.
Note: All the headings will appear with page numbers in the ToC. The entries in the ToC are hyperlinked.
Pressing Ctrl+click the cursor will directly move on to the selected section heading.
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CUSTOMISATION OF TABLE OF CONTENTS (TOC).
Right click anywhere on the ToC and select Edit Index option from the popup menu. The Table of Contents,
Index or Bibliography dialog box open. This dialog box has five tabs Type, Entries, Styles, Columns and
Background. The options in these tabs can be used to edit the table in various ways.
Type Tab: is active by default after opening the Table of Contents, Entries or Bibliography dialog box.
Entries Tab: contains options to set styles for various entries in the ToC.
Styles Tab: contains options to apply the desired styles to the text of each level in the table of contents.
Steps to apply a custom paragraph style to any level
1. Click and select the level from the Levels list box.
2. Click and select the desired paragraph style from the Paragraph Styles list box.
3. Click OK button to apply the selected styles.
Note: To remove the applied paragraph styling, select the desired level in the Levels list box, and then click the
Default button

Columns Tab: contains options to set the number of columns that we want to have in our ToC.

Background Tab: contains options to change the background of the ToC. The current background color will be
displayed in the Active Color window.

Steps to change the background color of ToC

1. Right click on ToC and choose Edit index from the drop down menu.
2. Click on background tab from the dialog box.
3. Click the Color button on the top of the dialog box.
4. Select the desired color from the Colors palette. The selected color will appear in the New color window.
5. Click OK to apply the desired color to the ToC

Steps to remove the background color of ToC

1. Right click on ToC and choose Edit index from the drop down menu.
2. Click on background tab from the dialog box.
3. Click None button present on the top of the dialog box.

Steps to add a graphic/image as a background of the ToC.

1. Right click on ToC and choose Edit index from the drop down menu.
2. Click on background tab from the dialog box.
3. Click on Bitmap button in the Background tab of the dialog box.
4. Select the desired graphic option and click OK button.

MAINTAINING A TABLE OF CONTENTS(TOC)

Maintaining a Table of Contents means to update (If any changes are made to the document section headings or
page numbering) or delete the ToC.

Updating the ToC: Steps to update ToC are

1. Right click on ToC and choose Update index from the drop down menu.
2. Writer updates the ToC so as to reflect any changes made in the document into ToC

Deleting the ToC: Steps to delete ToC are

To delete the ToC, right click on the table and select Delete Index option from the pop-up menu. The ToC
will be deleted
Part B Unit 1 Chapter 2
TEMPLATE
A template in the context of this textbook refers to a preset layout used to create documents with a consistent
format.
1. Templates can be used to create a resume, chapter or project report.
2. Templates can be used to add logo of company or any product image in multiple documents.
3. Templates can be reused, saving time and effort in document formatting.

Steps to create a document with template

1. Create a new document from File > New > Templates...
2. A template selection window will be displayed.
3. Select a template, for example, select the first template 'Modern business letter' and click on Open.

How to check the template name of the created document?

Click on File > Properties and see the template name under Template caption in the Property dialog box

Creating a Template
Steps to create and save a template in Writer are
1. Open the document in LibreOffice Writer whose template is to be created.
2. Select File > Templates > Save. The Save As Template dialog box appears.
3. Type the name of the new Template in Template Name text box.
4. Select the category.
5. Select Set as default template checkbox to make the current template as the default template.
6. Click Save button to save the template.

Q. What do you mean by category in Save As Template dialog box?

Ans. A category is just like a folder that helps to organise the templates. Some of the categories that can be seen
in the dialog box are My Templates, Business Correspondence, Online Business Documents and Presentations.

Q. What is the extension of template in LibreOffice Writer?

Ans. .ott is the extension of template in LibreOffice Writer.

Q. What is the shortcut to open Template dialog box?

Ans. Ctrl + Shift + N

Using In-built/Saved Templates

steps to use a predefined template to style a document.
1. Open the new document in LibreOffice Writer.
2. From main menu bar, select File > Templates Manage Templates.
3. The Templates dialog box will be displayed, showing a list of all available templates.
4. Select the desired template and click Open button.

Using Online Templates

Steps to view and select online templates provided by Writer are:
1. From main menu bar of LibreOffice Writer, select File > Templates > Manage Templates.
2. Templates dialog box will be displayed.
3. Click on "Browse Online Templates" icon which is in the lower left corner of dialog box.
4. The official templates page of OpenOffice Writer (https://extensions.libreoffice.org/templates) will open.
1. Download the desired template and save it on your computer.
2. Open LibreOffice Writer.
3. Click File > Templates > Open Template...
4. From the Open dialog box, browse for the downloaded template and click on Open button.
Part B Unit 1 Chapter 2
5. The template file will open.
6. Make the desired changes in the content or appearance.
7. Save the file as text file.

Importing a Template
After downloading the template, it is possible to import it so that it is visible in the list of templates in the
Templates dialog box
Steps to import the template are:
1. Open the Templates dialog box.
2. Click Import Templates button.
3. The Select Category dialog box will open.
4. Choose the existing category from the list box or type the name of new category in New Category list box.
5. Click OK button. The Open dialog box will appear.
6. Select the downloaded template and click Open.

Editing a Template
Steps to edit a template are:
1. Click File > Templates > Manage Templates.
2. The Templates dialog box will be displayed.
3. Right click on the template file that has to be edited and select the Edit option.
4. The template file will be opened. Make the desired changes and save the file.

Setting Up a Custom Default Template

Any template can be set as a default template. Steps are:
1. Open the Templates dialog box.
2. Right click on the template that you wish to set as the default template.
3. From the popup menu, select option Set as Default.

Moving a Template from one category to another

Steps to move template from one category to another are:
1. Open the Templates dialog box.
2. Click and select the template to be moved.
3. Click Move button.
4. Select the new category where the template has to be moved.
5. Click OK button

Exporting a Template:
Exporting a template allows us to save the template file to a desired folder. This is useful for sharing templates
with multiple users, as it creates a copy of the template file that can be transferred or sent to others.
Steps to export template are given below.
1. In the Templates dialog box, select the template to be exported.
2. Click on Export button.
3. Select the folder where you want to export the template.
4. Press on OK button and a confirmation dialog box will be displayed.

Applying Templates to a Blank Document

Steps to apply template to a blank document are given below
1. Open a new document in a LibreOffice Writer.
2. Open the Templates dialog box.
3. Select the desired template.
4. Copy the entire content of the template.
Part B Unit 1 Chapter 2
5. Paste the copied content of the template to a blank document
6. Add or delete the content as desired and save it.

Track Changes Feature

Track Changes is a powerful tool that makes the process of commenting, editing and reviewing of a
document easy between multiple users. Track Changes feature of Writer offers a method to keep a
record of all the changes made in the original document. All the changes that are recorded can be either
accepted or rejected by the original author.
To view the Track Changes toolbar, from main menu bar, select View > Toolbars > Track Changes

The various buttons present on the Track Changes toolbar are briefly explained below.
1. View Track Changes - Clicking on this button displays all the changes made in the document by different
users.
2. Record Track Changes - Clicking on this button, turns on the Track Changes feature. Any character added to
the document will be displayed in a different color and any deletion done will be seen in strike-through.
3. Previous Track Changes/Next Track Changes - Click on these buttons to navigate between the changes made.
4. Accept All Track Changes button will accept all the changes made to the document.
5. Reject/Reject All Track Changes - This button helps to reject a single change or all changes made to the
document.
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6. Manage Track Changes - This button shows a detailed list of all changes made to the document
along with the author's name and date and time of modification.
7. Insert Comment - This button is used to add a comment in a document.

Preparing a Document for Review

Track Changes feature is used when a document is shared with one or more users. So, before sharing a
document, one should make sure that the changes made should be recorded for review or editing purposes. For
that, select Edit > Track Changes Record option. Alternatively, select the Record button from the Track
Changes toolbar.
We can protect the document with password so that no user can disable the track changes option. Follow the
following steps for the same
1. Create a new document in LibreOffice Writer. From the main menu, select Edit > Track Changes > Protect
option.
2. Enter the same password in Password and confirm text box and slick on OK button.

Recording Changes
Click Edit > Track Changes > Record option. Alternatively select Record button from the toolbar. The shortcut
key to start recording the changes is Ctrl+Shift+C.
Once the Record option is selected, the Track Changes feature is ON. Now, any character being deleted will be
shown as strike through text and any character added will be shown in different colour.
To stop recording, deselect the record option by selecting Edit > Track Changes > Record or click the Record
button on the toolbar.

Accepting and Rejecting Changes

Once the changes are made by all the reviewers, the original author may accept or reject them.
To accept or reject a change
1. Click on the change made and then select Accept Track Change /Reject Track Change button.
2. To navigate between the changes made to the document click Previous Track Changes and Next Track
Changes buttons.
3. To accept or reject all the changes made, select Accept All Tracked Changes / Reject All Tracked Changes
button respectively

If Manage Track Changes button is clicked, a Manage Changes dialog box appears. It contains the details of all
the changes made in the document. The dialog box contains buttons to accept and reject changes as well

Adding Comments
Follow the steps given below to add comments in a document.
1. Click Insert Comment button on the Track Changes toolbar. A comment box will appear.
2. Type the comment.
3. Once done click anywhere on the document to activate it.
comments added by different users will be shown in different coloured comment boxes.

Deleting Comments
To delete any comment, click on the down arrow of the comment box. A popup menu will be displayed which
shows the option to delete only the current comment, all comments by a particular author and to delete all
comments. Select the desired option.

Comparing Documents
Steps to compare the documents are given below:
1. Open the edited document.
2. Select Edit > Track Changes > Compare Documents option.
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3. The Compare To dialog box will appear. Select the original file to be compared.
4. The Manage Changes dialog box is displayed.
5. Accept or reject the desired changes.
6. Close the dialog box when done.
7. Save the edited file

SUMMARY
1. A Table of Contents (ToC) contains a list of topics and subtopics that have been covered in the book along
with page numbers.
2. A ToC in Writer allows to insert an automated table of contents in a document.
3. The contents in the ToC are hyperlinked in the table.
4. LibreOffice Writer supports up to 10 levels of headings H1 to H10.
5. To insert a ToC, select Insert > Table of Contents and Index > Table of Contents, Index or Bibliography.
6. To add a graphic as a background of the ToC, select the Bitmap button in the Background tab of the
Table of Contents, Index or Bibliography dialog box.
7. Once inserted, a ToC can be edited or deleted from the document.
8. A template is a preset layout that helps to create professional and/or formal documents easily.
9. In a template we can create and save defined headings, text formats, styles, page numbers, headers and
footers.
10. The new documents created from these templates have the same content segregation, formatting features
and appearance as that of the applied templates.
11. To create a new document with a template, select File > New > Templates...
12. To create and save your own template, select File > Templates > Save.
13. LibreOffice provides a wide range of online templates which can be downloaded from then Internet.
14. Once these templates are installed on your computer, they will appear in Templates window from where
they can be viewed and selected.
15. Any template can be set as a default template.
16. Export template option allows to store the template file in the desired folder on your computer.
17. Exporting a template is a very useful feature to share the templates with multiple users.
18. Track Changes feature of Writer makes the process of commenting, editing and reviewing of a document
easy between multiple users.
19. The Track Changes feature of Writer helps to record all the changes made in the original document.
All the changes that are recorded can be either accepted or rejected by the original author.
20. The Track Changes feature also gives us the option to add comments while reviewing a document.
21. The Track Changes toolbar contains various tools that help to track the changes made by different
users.
Part B Unit 1 Chapter 2
BOOK SOLUTION
A. Multiple choice questions
1. Which of the following is NOT true about Table of Contents, Index or Bibliography dialog box?
(a) It has four tabs
(b) On the Type tab, by default, the checkbox for Protected against Manual Changes option will be selected.
(c) The Styles tab contains options to change the background colour.
(d) None of the above

2. Which of the following tabs is by default active when the Table of Contents, Entries or Bibliography dialog
box is opened?
(a) Entries
(b) Background
(c) Styles
(d) Type

3. Which of the following tabs contains options to set styles for various entries in the ToC?
(a) Entries
(b) Background
(c) Styles
(d) Type

4. Which of the following can be added in the background of Ta of Contents in LibreOffice Writer?
(a) Color
(b) Graphic
(c) Both a and b
(d) Neither a nor b

5. Which of the following is NOT true about templates?

(a) The styles and formatting features can be reused.
(b) LibreOffice provides online templates
(c) We cannot create our own templates.
(d) None of the above.

6. Which of the following is the shortcut key to open the Templa dialog box?
(a) Ctrl+Alt+N
(b) Shift+Ctrl+N
(c) Ctrl+Alt+T
(d) Shift+Alt+T

7. Which of the following buttons, in the Templates dialog box, be clicked to save a template displayed in the
list of templates?
(a) Export
(b) Import
(c) Move
(d) None of the above

8. Which of the following is the shortcut key to select the entire document?
(a) Ctrl+S
(b) Ctrl+A
(c) Ctrl+D
(d) Ctrl+B
Part B Unit 1 Chapter 2
9. Which of the following is the correct sequence of options to open the Templates dialog box?
(a) File > Manage Templates > Templates
(b) File > Templates > Manage Templates
(c) Insert > Templates > Manage Templates
(d) Insert > Manage Templates > Templates

10. Which of the following is true about Track Changes feature of Writer?
(a) You cannot record a change made in the document.
(b) A comment of a particular author only can be deleted
(c) Any change made to the document is permanent.
(d) None of the above

11. Which of the following menus contains the Track Changes option?
(a) File
(b) Edit
(c) View
(d) Insert

12. Which of the following is the shortcut key to start recording the changes being made in the document?
(a) Ctrl+Shift+C.
(b) Alt+Shift+C
(c) Ctrl+Alt+C
(d) Shift+C+F2

B. Fill in the blanks

1. To navigate to the topic from the ToC, press ctrl key while clicking the mouse button on that
2. To remove the applied paragraph styling in the ToC, select the outline level in the Levels list box, and then
click the default button.
3. If the checkbox for Protected against Manual changes option is selected, the ToC is protected from any
accidental
4. To update the ToC manually, right click and select update index option from the pop up menu.
5. The column tab contains options to set the number of columns that we want to have in our ToC.
6. A template is a preset layout that helps us to create professional and formal documents easily.
7. The default template in Writer is Blank document.
8. To find the template that is being used in the current document, select properties option from the File menu.
9. The Browse Online Templates button is clicked in Templates dialog box to view online templates.
10. The Track Changes feature of Writer offers us an alternative method to keep a record of all the changes
made in the original document.
11. The shortcut key to start recording the changes is Ctrl+Shift+C.
12. After the Track Changes feature is ON, the added characters are shown as Coloured text.

C. State whether the given statements are True or False

1. The topics in Table of Contents are hyperlinked. True
2. The Table of Contents in LibreOffice Writer can be updated automatically. False
3. TABLE of Contents can be inserted even if the section headings are not styled. False
4. Once a ToC is created, it cannot be edited. False
5. We cannot add a graphic as a background of ToC. False
6. A single template can be used for multiple documents. True
7. A template cannot contain graphics. False
8. All documents in Writer are based upon templates. True
9. The online templates cannot be added to the list of templates in the templates dialog box. False
Part B Unit 1 Chapter 2
10. A template once created can be edited again and again. True
11. The changes recorded have to be accepted by the original author. True
12. We can delete the comments added in a document by the user. True

D. Answer the following questions

Q1. What is the need of table of contents?
Ans. ToC provides a list of headings and subheadings along with page numbers. These contents are hyperlinked
in the table. So by clicking on any topic in the table of contents, we can navigate directly to the selected topic.

Q2. What will happen if the 'Protected Against Manual Changes option is not selected in the Type tab of Table
of Contents, Index or Bibliography dialog box?
Ans. If the 'Protected Against Manual Changes' option is not selected, then the contents of ToC can be changed
directly on the document page, just like any other text on the document. This option protects the ToC from any
accidental change.

Q3. Name the five tabs present in the Table of Contents, Index or Bibliography dialog box.
Ans. Five tabs present in the Table of Contents, Index or Bibliography dialog box are:
1. Type
2. Entries
3. Styles
4. Columns
5. Background

Q4. What do you mean by customization of ToC?

Ans. Customization of ToC means to modify the existing ToC according to our requirement like
1. We can change the Title of the ToC
2. We can insert/change Colour or Image as background of ToC.
3. We can change the Style of ToC.
All of the above and other customization can be done by right click on ToC and click Edit Index option from
the drop down menu.

Q5. How headings and sub-headings of a document differentiated in ToC?

Ans. In LibreOffice, headings and sub-headings in a Table of Contents (TOC) are differentiated based on the
hierarchy of headings applied to the document's sections.
LibreOffice Writer supports up to 10 levels of headings H1 to H10. These headings are applied to the headings
of the document.
Once the desired heading styles are applied in the document, the same hierarchy will be reflected in the table of
contents also.

Q6. Define a template.

Ans. A template is a preset layout that helps to create professional and/or formal documents easily. We can add
content and formatting styles to a template according to our needs.

Q7. Give any one advantage of using a template for your document.
Ans. Advantages of template are:
1. Templates help in saving time.
2. Templates help in simplifying the creation of document.
Part B Unit 1 Chapter 2
Q8. What is the difference between importing and exporting a template?
Ans. Importing a Template: It means to add a new template to the Template Manager from your computer.
Exporting a Template: It means to save the copy of an existing template from the Template Manager to a
folder on your computer.

Q9. Name any two categories of templates.

Ans. Two categories of templates are: (Write any two)
1. Business Correspondence
2. Personal Correspondence and Documents
3. Drawings
4. Presentations

Q10. When is exporting of templates useful? Give any one reason.

Ans. Exporting the template is a useful feature for sharing the templates with multiple users. For example, if
you've created a template for school question paper that includes your school's logo, exporting it allows you to
distribute this template to all the teachers so that all the question paper created by them have a uniform
appearance and structure, which ensures saving time on formatting for each new document

Q11. What is the difference between Accept Track Change and Accept All Tracked Changes buttons?
Ans. Accept Track Change: This button is used to accept a single change made in the document.
Accept All Tracked Changes: This button allows you to accept all changes that have been tracked in the
document at once

Q12. How do we prepare a document for review?

Ans. We can prepare a document for review by using Track Changes feature. When a document is shared with
one or more users for review or editing purposes, we should make sure that the changes made should be
recorded. (For that, select Edit > Track Changes > Record option). This will ensure that the original author of
the document has the option to accept or reject the changes made.

Q13. Identify and label the Record button, Insert Comments button, Accept All Tracked Changes, Reject Track
Change buttons in the following figures of Track Changes toolbar.
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Q14. Identify and label "Browse Online Templates button, Export button, Import button" in the following
Templates dialog box.