Unit III: Digital Documentation

Chapter 4: Creating a Document Using a Word Processor

Chapter 5: Editing Text in Writer
Chapter 6: Formatting a Document
Chapter 7: Creating and Using Tables
Chapter 8: Printing a Document
Chapter 9: Mail Merge in Writer

Chapter: Tools of Word Processor

Questions and Answers

1. What is a word processor?

A word processor is a software application used to create, edit, format, and print text documents. It provides
various features such as spell check, text alignment, font customization, and inserting images.

2. Name the three popular word processors.

o Microsoft Word

o OpenOffice Writer

o Google Docs

3. What are the four major operations possible with OpenOffice Writer?

o Creating and editing text documents

o Formatting text and paragraphs

o Inserting images, tables, and charts

o Saving and printing documents

4. What are the options to save a document?

o Click on File > Save

o Press Ctrl + S on the keyboard

o Click on File > Save As to save with a different name or format

5. What is a cursor? Mention different keys that are used to move the cursor in a document.
The cursor is a blinking vertical line in a document that indicates where the next character will be typed.

o Arrow keys: Move the cursor left, right, up, or down

o Home key: Moves the cursor to the beginning of the line

o End key: Moves the cursor to the end of the line

o Page Up/Page Down: Moves the cursor up or down a full screen

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 6. What is an I-beam?
An I-beam is a mouse pointer that appears when hovering over text in a word processor. It looks like a capital
letter “I” and allows users to select or edit text.

7. List different OpenOffice Writer menus.

o File

o Edit

o View

o Insert

o Format

o Table

o Tools

o Window

o Help

8. Explain the use of Navigator.

The Navigator in OpenOffice Writer helps users move quickly through a document. It allows easy navigation
between headings, tables, graphics, and bookmarks. Users can access it by pressing F5 or selecting View >
Navigator.

Chapter: Editing and Formatting in a Word Processor

Assessment Time

Answer the following questions:

1. What do you mean by editing text?

Editing text refers to making changes to a document by adding, deleting, or modifying words, sentences, or
paragraphs. It includes operations such as formatting, spell-checking, and reordering text.

2. How can you select an entire paragraph?

o Triple-click anywhere within the paragraph.

o Click and drag the mouse over the paragraph.

o Use Ctrl + Shift + Down Arrow to select the paragraph.

3. What is the difference between Copy-Paste and Cut-Paste?

o Copy-Paste: Duplicates the selected text while keeping the original in place.

o Cut-Paste: Moves the selected text from its original location to a new position.

4. What is the use of the Find & Replace dialog box?

The Find & Replace dialog box helps users quickly locate specific words or phrases in a document and replace
them with new text. It is useful for correcting repeated errors or making bulk changes.

5. How do you move from one page to another in a document?

o Use the Page Up and Page Down keys.

o Scroll using the mouse or scrollbar.

o Use the Go To feature (Ctrl + G) to jump to a specific page.

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 6. What are non-printing characters?
Non-printing characters are special symbols that do not appear when printing a document but help with
formatting. Examples include:

o Spaces (·)

o Paragraph marks (¶)

o Tab marks (→)

7. What is a thesaurus?
A thesaurus is a tool in word processors that suggests synonyms and antonyms for a selected word, helping to
improve vocabulary and avoid repetition.

8. What is the shortcut key to activate the Spelling and Grammar tool?
F7 is the shortcut key to open the Spelling and Grammar tool in OpenOffice Writer.

Chapter: Formatting in a Word Processor

Assessment Time

Answer the following questions:

1. What is formatting?
Formatting refers to the process of changing the appearance of text and document layout to improve
readability and presentation. It includes adjusting font styles, sizes, colors, alignment, spacing, and applying
effects like bold or italics.

2. List the different types of formatting.

o Character Formatting: Changing font, size, color, bold, italics, underline, etc.

o Paragraph Formatting: Adjusting alignment, indentation, spacing, and bullets.

o Page Formatting: Setting margins, page size, orientation, and adding headers/footers.

o Table Formatting: Modifying table borders, shading, and text alignment within tables.

3. What is the use of the Page Style dialog box?

The Page Style dialog box allows users to customize page settings such as margins, orientation, borders,
background, and header/footer settings for a consistent document layout.

4. What are the shortcuts for bold, italics, and underline?

o Bold: Ctrl + B

o Italics: Ctrl + I

o Underline: Ctrl + U

5. What is the difference between bulleted and numbered lists?

o Bulleted Lists: Use symbols (●, ■, ○) to list items in no particular order.

o Numbered Lists: Use numbers (1, 2, 3) or letters (a, b, c) to indicate sequence or priority.

6. Name the different categories of text alignments.

o Horizontal Alignment: Aligns text left, right, center, or justified.

o Vertical Alignment: Aligns text at the top, middle, or bottom of a page or table cell.

7. What are the different types of horizontal text alignments?

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 o Left Align (Ctrl + L): Aligns text to the left margin.

o Right Align (Ctrl + R): Aligns text to the right margin.

o Center Align (Ctrl + E): Aligns text in the middle.

o Justify (Ctrl + J): Distributes text evenly across the page width.

8. What is an indent?
An indent is the space between the text and the left or right margin, used to separate paragraphs or highlight
sections. Indentation types include first-line indent, hanging indent, and full indent.

9. How is a page break useful?

A page break forces text to start on a new page, ensuring proper document structure, especially in reports,
books, and long documents. It can be inserted manually using Ctrl + Enter.

10. What are headers and footers?

• Header: A section at the top of each page containing titles, page numbers, or document details.

• Footer: A section at the bottom of each page that often includes page numbers, footnotes, or copyright
information.

Chapter: Introduction to OpenOffice Writer

Section 1: Objective Type Questions (Solved)

A. Select the correct option.

1. OpenOffice Writer is a popular application used for:

a. Database
b. Presentation
c. Word processing
d. Graphic

2. The OpenOffice Writer application opens a new document with the temporary name:
a. Document
b. Book
c. Untitled 1
d. Book 1

3. The larger window of the Writer program is called:

a. Application
b. Document
c. Image
d. None of these

4. Where do you type the text in OpenOffice Writer?

a. Text box
b. Document window
c. Application window
d. None of these

5. The vertical ruler formats the:

a. Top
b. Right
c. Vertical
d. Horizontal

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6. The status bar is located at the ______ of the OpenOffice Writer window.
a. Top
b. Centre
c. Left
d. Bottom

7. Which menu contains the New option?

a. Edit
b. File
c. Format
d. Tools

8. Which option allows you to save an existing file with a new name?
a. Save
b. Save As
c. Save a Copy
d. All of these

9. What is the file extension of an OpenOffice Writer document?

a. .odt
b. .odp
c. .odd
d. .odw

10. Which of the following is a keyboard shortcut to open an existing document?

a. Ctrl+O
b. Ctrl+F
c. Ctrl+N
d. Ctrl+S

11. Which of the following is a keyboard shortcut to perform Undo?

a. Ctrl+C
b. Ctrl+Y
c. Ctrl+X
d. Ctrl+Z

12. This key is pressed when you select non-consecutive text.

a. Ctrl
b. Alt
c. Shift
d. Tab

13. ______ is a temporary storage location.

a. Clipboard
b. Rulers
c. Menu bar
d. Toolbar

14. On which toolbar do you find the Check Spelling button?

a. Formatting
b. Standard
c. Drawing
d. Tools

15. Which of the following keyboard shortcuts is used to remove the formatting?
a. Ctrl+L
b. Ctrl+M
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 c. Ctrl+N
d. Ctrl+Z

16. Which of the following is not available on the Formatting toolbar?

a. Copy button
b. Bold button
c. Underline button
d. Small Capitals

17. This case converts every selected character in the reverse way.
a. lowercase
b. TOGGLE CASE
c. UPPERCASE
d. Small Capitals

18. This is a keyboard shortcut to open the Spelling and Grammar dialog box.
a. F2
b. F7
c. F5
d. None of these

19. These characters do not appear in a printed document.

a. Non-printing characters
b. Symbols
c. Letters
d. Graphics

20. Which of the following is a correct way to insert an image from your computer?
a. Insert > Picture > File
b. Insert > Shape
c. Format > Picture
d. None of these

B. Fill in the blanks.

1. OpenOffice Suite is a free and open-source software.

2. A document refers to a set of written pages.

3. The term WYSIWYG stands for What You See Is What You Get.

4. Writer is a part of the OpenOffice suite.

5. The View menu holds different views for a document.

6. A template is a set of predefined styles and settings that is used to create a new document.

7. You can move the cursor in a document by using the arrow keys.

8. The I-beam mouse pointer is referred to as the text selection cursor.

9. The Navigator facilitates easy access and navigation between pages and different objects.

10. You press the F12 key to open the Template dialog box.

11. The Undo command is highlighted when you have performed the Undo operation.

12. The red underline indicates the spelling errors.

13. A paragraph mark (¶) is an example of non-printing characters.

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 14. The distance between the text boundaries and the page margins is called indentation.

15. The term GUI stands for Graphical User Interface.

Chapter: Introduction to OpenOffice Writer

Section 3: Theory Questions (Solved)

1. What is OpenOffice Suite?

Ans: OpenOffice Suite is an open-source office software package that includes applications for word
processing, spreadsheets, presentations, graphics, databases, and more. It is free to use and serves as an
alternative to Microsoft Office.

2. What are the different components of the OpenOffice Writer window?

Ans: The main components of the OpenOffice Writer window are:

o Title Bar: Displays the name of the current document.

o Menu Bar: Contains various menus such as File, Edit, View, Insert, etc.

o Toolbars: Includes Standard Toolbar and Formatting Toolbar for quick access to commands.

o Document Window: The main working area where the text is typed.

o Status Bar: Displays information about the document, such as word count, zoom level, etc.

o Rulers: Helps in formatting text alignment and margins.

3. Explain the Application and Document windows of OpenOffice Writer.

Ans:

o Application Window: The main interface of OpenOffice Writer that contains toolbars, menus, and
various controls.

o Document Window: The specific area within the application where the user types and edits the text.

4. How can you save a document in OpenOffice Writer?

Ans: To save a document in OpenOffice Writer, follow these steps:

o Click on File in the menu bar.

o Select Save or Save As if you want to save with a different name.

o Choose the file location and enter a file name.

o Click Save.

5. How do you open an existing file in OpenOffice Writer?

Ans:

o Click on File in the menu bar.

o Select Open (Shortcut: Ctrl + O).

o Browse and select the file you want to open.

o Click Open to view the document.

6. Describe the use of Navigator.

Ans: The Navigator is a tool in OpenOffice Writer that allows users to quickly move between headings, tables,
graphics, bookmarks, and other elements in a document. It helps in managing and navigating long documents
efficiently.
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7. Describe the I-beam mouse pointer.
Ans: The I-beam pointer is a text selection cursor that appears as a capital "I". It indicates where the text will
be inserted when the user clicks or starts typing in the document.

8. What is the difference between Find and Find & Replace option?
Ans:

o Find: Locates a specific word or phrase in the document.

o Find & Replace: Not only finds a word but also replaces it with another word automatically.

9. What is the difference between Replace and Replace All?

Ans:

o Replace: Changes only the first occurrence of the searched word.

o Replace All: Replaces all occurrences of the word throughout the document.

10. Describe text formatting.

Ans: Text formatting refers to changing the appearance of text in a document, including:

• Font style, size, and color

• Bold, italic, and underline

• Alignment (left, center, right, justify)

• Line spacing and indentation

11. What is the difference between superscript and subscript?

Ans:

• Superscript: Text appears slightly above the normal text line (e.g., X²).

• Subscript: Text appears slightly below the normal text line (e.g., H₂O).

12. What is indent? How do you insert an indent in your document?

Ans: An indent is the space between the text and the left or right margin of the document.
To insert an indent:

• Use the Tab key for a quick indent.

• Use the Format → Paragraph → Indents & Spacing option for custom indentation.

13. How do you open the Page Style dialog box?

Ans:

• Click on Format in the menu bar.

• Select Page Style.

• The Page Style dialog box will appear, where you can set page margins, headers, footers, and layout settings.

14. What is Page Break?

Ans: A Page Break is a feature that forces the text following it to start on a new page. It is useful for structuring
long documents, such as reports or books.

• To insert a Page Break in OpenOffice Writer:

o Click on Insert in the menu bar.

o Select Manual Break → Page Break.

o Alternatively, use the shortcut Ctrl + Enter.

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 15. How can you insert symbols in your document?
Ans: To insert symbols in OpenOffice Writer, follow these steps:

• Click on Insert in the menu bar.

• Select Special Character.

• A dialog box will appear with various symbols.

• Choose the desired symbol and click Insert.

Unit III: Digital Documentation

Chapter: Creating and Using Tables

What is a Table?

A table is an organized arrangement of text, numbers, or other data in rows and columns. It is useful for presenting
large amounts of information clearly and systematically.

Tables are commonly used in:

• Technical, financial, or statistical reports

• Product catalogues (showing descriptions, prices, and characteristics)

• Bills or invoices

• Lists of names with addresses, professions, and other details

A well-designed table makes information easier to understand than a paragraph of text.

Creating a Table in OpenOffice Writer

To create a table in OpenOffice Writer:

1. Click on the Table menu.

2. Select Insert → Table.

3. The Insert Table dialog box appears.

4. Specify the number of rows and columns needed.

5. Choose your preferred table style (such as Blue, Gray, or Green).

6. Click OK to insert the table into your document.

Entering Data into a Table

• Click inside a cell and start typing.

• Press Tab to move to the next cell.

• Use Shift + Tab to move to the previous cell.

ASSESSMENT TIME
Unit III: Digital Documentation
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Chapter: Creating and Using Tables
1. What is a table?
A table is an organized arrangement of data in the form of rows and columns. It is used to present information clearly
and systematically, making it easier to read and understand.

2. What is the difference between a row and a column?

• Row: A horizontal arrangement of cells in a table.

• Column: A vertical arrangement of cells in a table.

For example, in a student data table, each row represents a student, while each column represents a field such as
Name, Age, or Grade.

3. What is a cell?
A cell is the intersection of a row and a column in a table. It is the smallest unit where data is entered.

4. What are the different ways of inserting a table?

There are multiple ways to insert a table in OpenOffice Writer:

1. Using the Table Menu:

o Click Table → Insert → Table

o Specify the number of rows and columns

o Click OK

2. Using the Standard Toolbar:

o Click the Table icon on the toolbar

o Drag to select the required number of rows and columns

3. Using Draw Table Tool:

o Click Table → Insert → Draw Table

o Manually draw the required number of rows and columns

5. How can you delete a row?

To delete a row in a table:

• Click inside the row you want to delete.

• Go to Table → Delete → Row.

• The selected row will be removed.

Alternatively, right-click inside the row and select Delete Row.

6. How do you split a table?

To split a table into two separate tables:

• Click inside the row where you want to split the table.

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 • Go to Table → Split Table.

• Choose whether to keep or remove the heading row.

• Click OK.

Now, the table will be divided into two separate tables.

ASSESSMENT TIME
Unit III: Digital Documentation
Chapter: Printing a Document

1. What do you understand by the term hard copy?

A hard copy is a physical printout of a document on paper. It is produced using a printer and can be used for records,
reports, or sharing information without a computer.

For example, a printed school report card or a printed invoice is a hard copy.

2. Why should you preview your document before printing?

Previewing a document before printing helps to:

• Check the formatting and layout.

• Ensure there are no spelling or grammatical errors.

• Avoid wastage of paper and ink.

• Verify margins, headers, footers, and page breaks.

Using Print Preview allows you to see how the document will appear when printed.

3. What is Print Preview?

Print Preview is a feature that displays how a document will look when printed. It helps users adjust margins,
orientation, and page layout before printing to avoid mistakes.

To access Print Preview in OpenOffice Writer:

• Click File → Print Preview.

• Review the document and make necessary changes before printing.

4. Which option will you choose if you want to print from last page to first page?
To print from the last page to the first page, select the Reverse Order option in the Print dialog box.

Steps:

• Open the Print dialog box (File → Print or press Ctrl + P).

• Look for the Page Order option.

• Select Reverse Order to print pages from last to first.

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5. How do you open the Print dialog box?
The Print dialog box allows users to select printing options before printing a document.

Ways to open it:

• Shortcut Key: Press Ctrl + P.

• Menu Option: Click File → Print.

• Toolbar Icon: Click on the Print icon in the toolbar.

The Print dialog box allows users to choose the printer, number of copies, page range, and layout options.

ASSESSMENT TIME
Unit III: Digital Documentation
Chapter: Mail Merge

1. What is Mail Merge?

Mail Merge is a feature in word processing software that allows users to create multiple personalized documents, such
as letters, emails, or labels, using a common template. It combines a main document with a data source to generate
customized outputs for each recipient.

For example, using Mail Merge, a company can send personalized invitation letters to multiple customers with their
names and addresses automatically inserted.

2. List any two benefits of Mail Merge.

• Saves Time and Effort: Instead of typing each letter separately, Mail Merge automates the process, reducing
manual work.

• Ensures Accuracy and Consistency: Since data is pulled directly from a structured list, it minimizes errors and
ensures uniform formatting across all documents.

3. Distinguish between main document and data source.

Main Document Data Source

Contains the fixed content of the document, such Contains the variable information, such as names and addresses,
as the body of a letter. that changes for each recipient.

Acts as a template for merging data. Stored in a table format (e.g., Excel sheet or database).

Example: "Dear [Name], Your appointment is on

Example: List of names, addresses, and appointment dates.
[Date]."

4. Which menu do you select to execute the Mail Merge option?

In OpenOffice Writer, the Mail Merge option is executed from the Tools menu.

Steps:

• Click on Tools → Mail Merge Wizard.

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 • Follow the steps to link the data source, format the document, and merge the data.

5. How will you create a Recipient list for the main document?
To create a recipient list for Mail Merge:

1. Open OpenOffice Writer.

2. Click Tools → Mail Merge Wizard.

3. Select Create a new address list or use an existing database.

4. Add recipient details like Name, Address, Phone Number, and Email.

5. Save the list for future use.

6. Link this list to the main document and complete the merge process.

Section 4: Competency-Based Questions (Solved)

1. Swati has a puppy named Ricky. Since she keeps on forgetting its daily diet, she wants to prepare a weekly diet
calendar for Ricky. She does not know how to organize it. Suggest a feature of OpenOffice Writer using which she
can design the calendar.

Swati can use the Table feature in OpenOffice Writer to create a weekly diet calendar for Ricky.

Steps to create a diet calendar:

1. Open OpenOffice Writer.

2. Click on Table → Insert Table.

3. Specify the number of columns (Days of the Week) and rows (Meals: Breakfast, Lunch, Dinner, Snacks).

4. Click OK to insert the table.

5. Fill in the diet details for each day and format the table for better readability.

6. Save the document for future reference.

This table will help Swati track Ricky's meals systematically.

2. Raghav has designed a table of chemical formulae of various substances. He wants to add some more chemical
formulae in the same table. Suggest how he could modify the table.

Raghav can modify the table by inserting additional rows and columns.

Steps to add more chemical formulae:

1. Click inside the table where he wants to insert new data.

2. Go to Table → Insert.

3. Choose Row Below or Row Above to add more rows.

4. Alternatively, select Column Left or Column Right to add new columns if needed.

5. Enter the new chemical formulae in the inserted rows or columns.

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This will allow Raghav to expand his table without creating a new one.

Section 4: Competency-Based Questions (Solved)

3. Radhika has purchased a brand-new luxury car. She wants to celebrate her happiness with her friends and
relatives. She wants to extend a personal invitation to each one of them without typing their names and addresses
time and again. Which method could she use to do this?

Radhika can use the Mail Merge feature in OpenOffice Writer to send personalized invitations efficiently.

Steps to use Mail Merge:

1. Open OpenOffice Writer and create the invitation letter.

2. Go to Tools → Mail Merge Wizard.

3. Select Use Current Document and click Next.

4. Choose Select Address List → Create a New List.

5. Enter names and addresses of friends and relatives.

6. Click Insert Fields → First Name, Last Name, Address in the invitation.

7. Click Finish & Merge to generate personalized invitations.

This method saves time and ensures each invitation is customized for the recipient.

4. Suchitra is an office assistant and handles all the correspondence work of the company. In the current month, her
company has made five new clients. Where will she add the contact details of these new clients while using the Mail
Merge feature?

Suchitra should add the new client details to the Mail Merge Recipient List in OpenOffice Writer.

Steps to add new contacts:

1. Open OpenOffice Writer and go to Tools → Mail Merge Wizard.

2. Select Use an Existing List if she has an address list or Create a New List.

3. If using an existing list, click Edit List and add the five new clients.

4. If creating a new list, enter client details such as Name, Email, Address, and Contact Number.

5. Click Save & Close to store the updated contact list.

This will allow her to include the new clients in future correspondence easily.

Section 5: Short Answer Type Questions (Solved)

1. What is a table?

A table is an organized arrangement of data in rows and columns. It helps structure information clearly and
systematically.

Examples of tables:

• Student report cards

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 • Employee salary records

• Product price lists

2. How do you merge tables?

To merge tables in OpenOffice Writer:

1. Place the cursor in the first table.

2. Press Delete or Backspace until the second table moves up and merges with the first.

3. Alternatively, copy the second table and paste it into the first, then adjust formatting.

3. What is a data source?

A data source is a collection of information stored in a structured format, such as a spreadsheet, database, or table. In
Mail Merge, a data source contains names, addresses, and other details used to personalize documents.

4. How do you open the Print dialog box?

To open the Print dialog box in OpenOffice Writer:

1. Click on File → Print or press Ctrl + P.

2. The Print dialog box appears, where you can select printer settings, page range, and print options.

5. What is Mail Merge?

Mail Merge is a feature in OpenOffice Writer that allows users to create multiple personalized documents, such as
letters, invitations, or emails, using a template document and a data source.

Example: Sending personalized letters to different recipients by inserting names and addresses from a list.

Section 6: Long Answer Type Questions (Solved)

1. Discuss any one method to create a table in OpenOffice Writer. Prepare your report card of Class IX in table
format.

Method to Create a Table:

1. Open OpenOffice Writer.

2. Click on Table → Insert Table.

3. Choose the number of rows and columns.

4. Click OK to insert the table.

5. Enter the data and format the table as needed.

Example: Class IX Report Card

Subject Marks Obtained Total Marks Grade

English 85 100 A

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Subject Marks Obtained Total Marks Grade

Mathematics 90 100 A+

Science 88 100 A

Social Science 80 100 A

Computer 95 100 A+

2. Explain the method of adding rows and columns in an existing table as described:

a. A row above the second row:

1. Click inside the second row of the table.

2. Go to Table → Insert → Row Above.

3. A new row will be inserted above the second row.

b. A column to the left of the first column:

1. Click inside the first column of the table.

2. Go to Table → Insert → Column Left.

3. A new column will be inserted to the left of the first column.

3. How can you copy a table in OpenOffice Writer?

To copy a table in OpenOffice Writer:

1. Select the entire table by clicking inside it and dragging the cursor.

2. Press Ctrl + C (Copy).

3. Place the cursor where you want to paste the table.

4. Press Ctrl + V (Paste).

4. How do you create a new recipient list?

To create a new recipient list in Mail Merge:

1. Open OpenOffice Writer.

2. Go to Tools → Mail Merge Wizard.

3. Select Create a New List and click Next.

4. Enter recipient details like Name, Address, Email, and Phone Number.

5. Click Save to store the list for future use.

5. Explain the general options of the Print dialog box available in OpenOffice Writer.

The Print dialog box in OpenOffice Writer provides several options:

1. Printer Selection – Choose the printer for printing.

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2. Page Range – Select specific pages to print (e.g., 1-5 or only even pages).

3. Number of Copies – Set how many copies to print.

4. Collate Option – Print pages in order or sorted separately.

5. Duplex Printing – Print on both sides of the paper (if supported).

6. Print Preview – View how the document will look before printing.

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