UNIT – III

DIGITAL DOCUMENT- (LIBRE OFFICE – WRITER)

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.
Web-based word processors are
• Google Docs
• Office 365 Word
• Microsoft OneDrive Word
Limitations of using Typewriter : There are several limitations of using a typewriter, which are :
1. In case of any typing error, the whole sheet is required to be typed again.
2. Typewriter does not have all the required characters or symbols.
3. We cannot prepare document in desired format.
4. To send same letter to two or more persons with different addresses requires multiple typing
efforts.
Difference between Manual typewriter and Electronic typewriter
Electronic typewriter Manual typewriter

It is possible to make changes in the content. It is not possible to make changes in the content.

It is faster It is slower

It has small size screen to display the contents. It has no screen

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
Office suite : Office suite is a collection of programs, which are useful for word processing,
spreadsheet preparation, presentation, and database management.
Create a new document : Steps to create a new document:
1. Keyboard shortcut : Ctrl+N;
2. Mouse 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
To Save a document using password : Steps to save a document using password are:
1. Select File → Save
2. Select the location on disk to save the file
3. Type a suitable name for the document
4. Put a tick on the checkbox Save with a password.
5. Type the password to open the file in Set password dialog box
6. Type the same password in the second box and click OK button
NOTE : By default, the file is saved in .odt format.
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Components of the Writer window :
The various components of the Writer window are :

1. Title bar : Title bar is located on the top of Writer window. It shows the name of the document.
2. 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.
3. Toolbars : The tool bar appears below Menu Bar. By default, the Standard Tool Bar and
Formatting Tool Bar will appear. The other tool bars can be activated by clicking on ‘View’ menu,
and selecting the ‘Toolbars’ of submenu.
4. Standard toolbar: It contains commands in the form of icons.
5. Formatting toolbar: It contains the various options for formatting a document.
6. Status bar : It is located at the bottom of the workspace. It displays the number of pages,
words, the language used, zooming, etc.
7. Scroll button and scroll bar : It is used to scroll the document.
8. Zoom : It allows to change the scale of the text and pictures in the document only for view.
Text Cursor Movement :
The Text Cursor is a flashing vertical line in the body of the text. The 4 arrow keys (←↑↓→) on the
keyboard are called as cursor control keys.
Key Pressed Action Done

Home Key Text Cursor jumps in the beginning of the line.

End Key Text Cursor jumps at the end of the line.

Ctrl + Home Key Text Cursor jumps in the beginning of the document.

Ctrl + End Key Text Cursor jumps in the beginning of the document.

Mouse Pointer :
The mouse pointer (by default arrow shape) changes to I shape, when moved over the text in a
document.
Editing the document :
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.
Moving and copying text :
1) Cut and Paste : It is used to move a selected text from one place to another.
1. Select the text and click on Edit → Cut option or press Ctrl + X
2. Place the cursor where the text has to be moved.
3. Click on Edit → Paste option or press CTRL+V

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2) 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.
Selection criteria :
To select a letter or letters Drag the Mouse across the letter(s)

Position the mouse pointer anywhere on that word

To select a single word at a
and
time
double click.

To select a complete Position the mouse pointer anywhere in the

sentence sentence and
at a time triple click.

Position the mouse pointer anywhere in the

To select a complete
paragraph and
paragraph at a time
quadruple click

To select a document Press Ctrl + A

Selecting non-consecutive text items : Steps to select non-consecutive text items are
1. select the first piece of text.
2. hold down the Ctrl key and use the mouse to select the next piece of text.
3. repeat as often as needed.
Selecting a vertical block of text :
 To activate this press Ctrl + F8 from the keyboard
OR
 select Edit → Selection Mode→ Block Area
Find and Replace : This feature is used to search for a text and replace it with other text.
1. Select Edit → Find & Replace (or press Ctrl + H), the dialog box will open.
2. Type the text to find in the Find box.
3. To change the text with different text, enter the new text in the Replace box
Jumping to the page number : To jump to a particular page select the Edit Menu→ Go to Page
(Keyboard shortcut: Ctrl+G). Specify the page number in the dialog box. The cursor will move to the
first character of the specified page.
Non-printing characters : To display the non-printing character(like Spacebar, tab, enter etc.), press
the toggle formatting mark (¶) or use keyboard shortcut Ctrl + F10. The tab space is shown by → sign
and spacebar is shown by dot (.)
Checking spelling and grammar : To check the spelling and grammar of the document (or selected
text), select Tools →Spelling and Grammar, or click the Spelling and Grammar button on the Standard
toolbar, or press the keyboard key F7. The Spelling and Grammar dialog box opens.
Using synonyms and the thesaurus : synonyms are different words with the same meaning. To find
the synonyms of a word
Right-click on a word and point to Synonyms on the context menu. A submenu of alternative words and
phrases are displayed. Click on a word or phrase in the submenu to replace it with the highlighted word.
Formatting a document :
Page Setup : To setup a page, select and click on the Format →PageSetup 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
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 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 Change Case options in
LibreOffice Writer which are :
1. Upper Case
2. Lower case
3. Cycle Case
4. Sentence Case
5. Capitalize Every Word
6. Toggle Case
Superscript and Subscript :
1. To apply superscript: Select the text and select Format → Text → Superscript
2. To 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, or no words
at all. Every paragraph in Writer has a paragraph style and any one can select the given options
1. Indenting paragraphs : Place the Text Cursor anywhere in the paragraph, click on the
‘Increase Indent’ tool. the current paragraph’s indent will increase. There is also a Decrease
Indent tool that removes the indent.
2. Aligning paragraphs : The paragraph can be aligned as Left, Right, Center and Justify. To align
the paragraph, place the text cursor in the title paragraph, select the appropriate tool (Left,
Right, Center or Justify) from the Format Toolbar.
3. Font colour, highlighting, and background colour : There are three more tools—Font Color,
Highlighting,
and Background tools on the Format Toolbar.
4. Using the bullets and numbering : You can assign the bullets or numbering to the list items
in the document by using the options on the Bullets and Numbering toolbar.
5. Assigning background colour : Select the paragraph. Select Format →Paragraph → Area→
Colour, then select the colour. After selecting, click ‘Ok’.
6. Assigning border : Select the paragraph, then select Format → Paragraph →Borders → Select
Line – Style, Width, Colour. After selecting, click ‘Ok’.
Page formatting
1. Page styles : Page styles define the basic layout of all pages in the document. It includes page
size, margins, header and footer, border and background, number of columns, etc. The Default
Style is assigned to the new document by default.
2. Inserting a page break : To break the current page select Insert → Page Break from the Menu
bar or use the keyboard command (Ctrl + Return).
3. Creating header/footer and page numbers : Headers appear at the top of every page.
Footers appear at the bottom of a page.
To insert header in the document, select Insert →Header and Footer → Header
To insert footer in the document, select Insert →Header and Footer → Footer.
Inserting images, shapes, special characters in a document
The regular text in the document can be made attractive and more informative by inserting images,
shapes and special characters in a document.
1. Inserting image : To insert an image in your document,
o select Insert → Image.
o A file manger will appear.
o Select the image file and click on Open button.
o The image will get inserted in the file.
2. Inserting special characters : Sometime we may require to enter the special character, such
as ¶ or which cannot be typed by using the keyboard. To do this
o select Insert → Special Character
3. Inserting shapes : It is possible to insert various shapes in your document like Lines, Arrows,
Symbols, Stars etc. To do this select
o Insert → Shape and then choose the further element you wish to insert.

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Dividing the document page into columns : To divide the page into columns,
o select Format →Column.
o A Column dialogue box will appear.
o Enter the number of columns in the Column entry box.
o Give the value for spacing between the columns and click OK.
Creating and managing tables :
(a) Creating a table
The representation of data in a tabular format is called as table. A table has a number of rows and
columns. The simplest way to create a table is
o Select Table → Insert Table from the Menu bar (or Press Ctrl+F12).
(b) Inserting rows and columns : Steps are :
o Place the cursor in the row or column before or after which you want to add new rows or
columns.
o Click on the Rows Above or Rows Below icons in the Table toolbar to insert one row above
or below the selected one.
o Click on the Columns Left or Columns Right icons in the Table toolbar to insert a column
to the left or right of the selected one.
(c) Deleting rows and columns :
Place the cursor in the row or column you want to delete and do one of the following:
 Click on the Rows or Columns icons on the Table toolbar.
 Right-click and choose Delete → Rows or Delete→ Columns.
(d) To split a table :
o Place the cursor in a cell (the table splits immediately above the cursor).
o Choose Table → Split Table from the Menu bar.
o A Split Table dialog opens.
o Click OK.
(e) To merge two tables :
o Delete the blank paragraph between the tables.
o Select any cell in one of the tables.
o Right-click and choose Merge Tables in the context menu. You can also use Table → Merge Table
from the Menu bar.
(f) Deleting a table :
o Click anywhere in the table.
o Choose Table → Delete Table from the Menu bar.
(g) Copying a table :
o Click anywhere on the table.
o From the Menu bar choose Table → Select →Table.
o Press Ctrl+C
o Move the cursor to the target position
o Press Ctrl+V
(h) Moving a table :
o Click anywhere in the table.
o From the Menu bar choose Table → Select →Table.
o Press Ctrl+X
o Move the cursor to the target position
o Press Ctrl+V
o Return to the original table, click somewhere in it and then choose Table → Delete Table from the
Menu bar.
Print preview :
Print preview is useful to check the document before printing. A user can check that how the document
will look like after printing.
To print the document,
o click File → Print or press Ctrl+P from keyboard.
Printing all pages, single and multiple pages :
There are following options to print the number of pages in a document.
o To print all the pages in sequence, choose the option All pages.

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 o To print a single page, or number of nonconsecutive pages, choose the option Pages, and give
the page numbers separated by comma. (for example 3,5,8)
o To print the pages that are consecutive choose the option Pages and give the range of pages
first and last page (for example 3-8).
o To print only the selected text, choose the option, Selection.
Mail Merge :
Mail Merge is used to create a series of same documents with multiple addresses. Mail merge is the
process of merging the main document (letter or certificates) with the mailing address of various
persons. It is used to send invitations, letters or to print certificates for several people.

Main Document : Document which contain common contents is called main document.
Data Source : Data source contains values of the corresponding variables of the main document.
Main Steps for Mail Merge are :
1) From within a Writer document, or from the LibreOffice Start Center, choose File > Wizards
> Address Data Source.
2) The choices on the first page of the wizard vary with your operating system. Select the appropriate
type of external address book. For a spreadsheet, it is Other external data source. Depending on
your choice, the list of steps on the left may change. Click Next.
3) On the next page of the Wizard, click on the Settings button.
4) On the Create Address Data Source page, select the Database type. In our example, it
is Spreadsheet. Click Next.
5) On the next page, click Browse and navigate to the spreadsheet that contains the address
information. Select the spreadsheet and click Open to return to this dialog.
6) To test that the connection has been correctly established, click the Test Connection button in the
lower right of the dialog .You should get the message The connection was established successfully;
otherwise, you will get an error message.
7) Click Finish.
8) On the next page click Next. You do not need to click the Field Assignment button
9) On the Data Source Title page , the name and location of the new database (.odb) is shown in
the Location field. You can change this name or store the database file in a different location;
deselect Embed this address book definition into the current document, then click Browse to choose
the location and name the file.
You can also change the name in the Address book name field. This is the registered name, which
LibreOffice displays in data source listings. In our example, the name Addresses was used for both.

Short Cut keys

Ctrl+A Select All

Ctrl+J Justify
Ctrl+D Double Underline
Ctrl+E Centered
Ctrl+H Find and Replace
Ctrl+Shift+P Superscript
Ctrl+L Align Left
Ctrl+R Align Right
Ctrl+Shift+B Subscript
Ctrl+Y Redo last action
Ctrl+0 Apply Text Body paragraph style
Ctrl+1 Apply Heading 1 paragraph style
Ctrl+2 Apply Heading 2 paragraph style
Ctrl+3 Apply Heading 3 paragraph style
Ctrl+4 Apply Heading 4 paragraph style
Ctrl+5 Apply Heading 5 paragraph style
Calculates the selected text and copies the result to the
Ctrl+plus
clipboard.
Ctrl+Shift+- Non-breaking hyphen (is not used for hyphenation)

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Ctrl+* (only on number
Run macro field
pad)
Non-breaking spaces. Non-breaking spaces are not used for
Ctrl+Shift+Space
hyphenation and are not expanded if the text is justified.
Shift+Enter Line break without paragraph change
Ctrl+Enter Manual page break
Ctrl+Shift+Enter Column break in multicolumnar texts
Inserting a new paragraph without numbering inside a list. Does
Alt+Enter
not work when the cursor is at the end of the list.
Inserting a new paragraph directly before or after a section, or
Alt+Enter
before a table.
Arrow Left Move cursor to left
Shift+Arrow Left Move cursor with selection to the left
Ctrl+Arrow Left Go to beginning of word
Ctrl+Shift+Arrow Left Selecting to the left word by word
Arrow Right Move cursor to right
Shift+Arrow Right Move cursor with selection to the right
Ctrl+Arrow Right Go to start of next word
Ctrl+Shift+Arrow Right Selecting to the right word by word
Arrow Up Move cursor up one line
Shift+Arrow Up Selecting lines in an upwards direction
Ctrl+Arrow Up Move cursor to beginning of the previous paragraph
Select to beginning of paragraph. Next keystroke extends
Ctrl+Shift+Arrow Up
selection to beginning of previous paragraph
Arrow Down Move cursor down one line
Shift+Arrow Down Selecting lines in a downward direction
Ctrl+Arrow Down Move cursor to beginning of next paragraph.
Select to end of paragraph. Next keystroke extends selection to
Ctrl+Shift+Arrow Down
end of next paragraph
Home Go to beginning of line
Home+Shift Go and select to the beginning of a line
End Go to end of line
End+Shift Go and select to end of line
Ctrl+Home Go to start of document
Ctrl+Home+Shift Go and select text to start of document
Ctrl+End Go to end of document
Ctrl+End+Shift Go and select text to end of document
Ctrl+PageUp Switch cursor between text and header
Ctrl+PageDown Switch cursor between text and footer
Insert Insert mode on/off
PageUp Screen page up
Shift+PageUp Move up screen page with selection
PageDown Move down screen page
Shift+PageDown Move down screen page with selection
Ctrl+Delete Delete text to end of word
Ctrl+Backspace Delete text to beginning of word In a list
Ctrl+Delete+Shift Delete text to end of sentence
Ctrl+Shift+Backspace Delete text to beginning of sentence
Ctrl+Tab Next suggestion with Automatic Word Completion
Ctrl+Shift+Tab Use previous suggestion with Automatic Word Completion
Ctrl+Alt+Shift+V Paste the contents of the clipboard as unformatted text.
Use this combination to quickly dock or undock the Navigator,
Ctrl+Shift+F10
Styles and Formatting window, or other windows
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 Assignment

1. Define word processor and name any two.

2. List some word processing software
3. What is the extension of LibreOffice Writer file and MS Word file?
4. Differentiate between Cut-Paste and Copy-Paste option.
5. What is the use of non-printing character?
6. What are the features of Word processor?
7. Write the steps to add header, footer and page number in a Writer Document.
8. What is mail merge?
9. Write the steps to demonstrate the concept of mail merge.
10.Aditi is working on her Writer document assignment. At the top of the page, she wishes
to add the name of her school and at the bottom, the page number. Which feature should
she use? Also, name the menu under which she will find the feature.