Part - B Unit - 01

Digital Documentation (Advanced)

CREATE AND APPLY STYLE IN THE DOCUMENT
Style refers to a pre-defined set of formatting attributes that can be applied to text,
paragraphs, pages, and other elements of a document. Styles help to ensure consistency
in formatting throughout the document and make it easier to manage and modify the
document’s formatting.

Advantages of Style:
Provides consistency throughout the document Saves time and increases efficiency
Allows for easy updates and modifications Makes document management simpler and
more organized Enhances accessibility for readers who use assistive technologies.

There are several types of styles in Open Office, including:

Character styles: These are used to apply formatting to specific characters or words
within a paragraph. For example, you might use a character style to make a particular
word bold or italicized. Paragraph styles: These are used to apply formatting to entire
paragraphs, including text alignment, spacing, and indentation. Page styles: These are
used to define the layout and formatting of Listindividual pages, including margins,
headers, and footers. styles: These are used to define the formatting of bulleted or
numbered lists. Frame styles: These are used to define the formatting of frames, which
are used to hold graphics or other elements within a document. Table styles: These are
used to define the formatting of tables, including cell borders, backgrounds, and text
alignment. Graphics styles: These are used to define the formatting of graphics or
images within a document, including borders, backgrounds, and text wrapping.

How to Apply Style in OpenOffice.org

Step 1 : Select the text, paragraph, or other element where you want to apply the style.
Step 2 : Click Format > Style and Formatting or press F11 Step 3 : Select any one of the
style (e.g., Paragraph, Character, etc.) What is Fill Format Mode and How to apply Fill
Format Mode is a feature in OpenOffice that allows you to copy the formatting from one
element of a document and apply it to another element. This can be useful when you
want to quickly apply consistent formatting to multiple elements within a document.
How to Apply Fill Format Mode Step 1 : Select the element that contains the formatting
you want to copy. Step 2 : Click on the “Fill Format mode” icon in the Style and
Formatting window. Step 3 : Select the element or elements that you want to apply the
formatting to. Step 4 : Click on the element that you want to apply the formatting.
Creating New Custom Style in OpenOffice.org
There are two different ways to create a Style 1) Creating a new Style from a selection
2) Dragging and Dropping to Create A Style Create New Style from Selection By
replicating an existing manual format, you can make a new style. This new style will
only be applied to this document and will not be saved in the template. Step 1 : Select
the formatted text or paragraph. Step 2 : From the top menu, select “Styles” > “New
Style” (or press F11). Step 3 : In the New Style window, enter a name for the new style
and select the type of style you want to create. Step 4 : Make any additional changes to
the style options. Step 5 : Click “OK” to save the new style.

Drag and Drop to create New Style

You can drag and drop a text selection into the Styles and Formatting window to create
a new style. Step 1 : Open the Styles and Formatting window. Step 2 : Select text and
drag it to the Styles and Formatting window. Step 3 : In the Create Style dialog box, type
a name for the new style. The list shows the names of existing custom styles of the
selected type, if any. Click OK to save the new style. Step 4 : If the Paragraph Styles list is
showing in the Styles and Formatting window, a new paragraph style will be added to
the list. If Character Styles are active, the character style will be added to the list.

Modifying Custom or Pre defined Styles

There are two different ways to modify Style in OpenOffice – Updating a style from a
selection • Load or copy styles from another document or template

Updating a Style from a selection

To update a style from a selection: Step 1 : Open the Styles and Formatting window.
Step 2 : In the document, select an item that has the format. Step 3 : In the Styles and
Formatting window, select the style you want to update (single click, not double-click),
then long-click on the arrow next to the New Style from Selection icon and click on
Update Style.

Load or copy styles from another document or template

You can copy styles by loading them from a template or another document: Step 1 :
Open the document into which you wish to paste styles. Step 2 : Long-click on the arrow
next to the New Style from Selection symbol in the Styles and Formatting window, and
then select Load Styles. Step 3 : Locate and choose the template you wish to copy styles
from on the Load Styles box. Step 4 : Decide which style categories should be duplicated.
Step 5 : Click OK to copy the styles.
How to Insert and use Image in Digital Document
There are various ways to insert images into a document, including via the Drag and
Drop, Insert Image from File, Insert Image from Clipboard, Open Office Gallery, and a
scanner. 1. Drag and Drop 2. Insert Image from Dialog Box 3. Insert Image from
Clipboard 4. Insert Image from Gallery 5. Insert Image from Scanner.

Drag and Drop

To drag an image file into a digital document, follow these steps: – Step 1 : Open a File
browser window and locate the image you want to insert. Step 2 : Drag the image into
the Writer document and drop it where you want.

Insert Image from Dialog Box

To insert an image file into a digital document, follow these steps – Step 1: Click in the
Open Office document in the first step to place the image there. Step 2: From the menu
bar, select Insert > Picture > From File. Step 3: Navigate to the file that needs to be
inserted on the Insert Picture dialogue, select it, and click Open.

Insert Image from Clipboard

Step 1 : Open the document in which you want to insert the image. Step 2 : Place the
cursor where you want the image to be inserted. Step 3 : Press “Ctrl+V” or right-click
and select “Paste” to insert the image from the clipboard. Step 4 : Resize or move the
image as necessary.

Insert Image from Gallery

Step 1 : Open the document in which you want to insert the image. Step 2 : From the top
menu, select “View” > “Gallery” (or press F6). Step 3 : In the Gallery window that
appears, browse through the categories to find the image you want to insert. Step 4 :
Click on the image to select it. Step 5 : Click and drag the selected image into the
document where you want it to appear.

Insert Image from Scanner :

If your computer has a scanner attached, Open Office may access the scanning software
and enter the scanned item as an image into the Open Office document. To insert image
Click the area where the image to be placed, then choose Insert > Picture > Scan > Select
Source to begin the process.

Modifying Image in OpenOffice.org :

You might need to edit a new image you include so that it matches the document. Here,
we’ll go through how to use the Picture toolbar, as well as how to resize, crop, and
rotate a photo using a workaround. Picture Toolbar: The Picture toolbar displays when
you insert a picture or choose one that is already in the page. View > Toolbars > Picture
allows you to set it to always be visible.

Graphics mode: You can change color images to grayscale by selecting the image and
then selecting Grayscale from the Graphics mode list. Flip vertically or horizontally
Select the image, then click the corresponding icon to turn it vertically or horizontally.

Filters :
The filters are briefly described in the following table, but the best way to comprehend
them is to use them. Try around with the various filters and their settings.

Transparency:
To adjust transparency, change the percentage value in the Transparency box on the
Picture toolbar, useful for creating watermarks or background images.

Using Formatting Toolbar and Picture Dialog:

a. Cropping Images: - Right-click the image and choose Picture to initiate cropping.

b. Keep Scale / Keep Image Size: - Keep Scale maintains image scale during cropping. -
Keep Image Size may result in size increase, decrease, or distortion based on cropping
values.

c. Width and Height: - Inputting values in Scale or Image Size fields changes Width and
Height. - Thumbnail aids in precise cropping measurements.

d. Resizing an Image: - Adjust image size in Writer if it's too big or small to fit on the
paper.

e. Rotating a Picture: Use the rotation option in digital documentation to rotate the
image as needed.

f. Creating Drawing Objects: Access the Drawing toolbar by selecting View > Toolbars >
Drawing to utilize drawing tools.

CREATE AND CUSTOMIZE TABLE OF CONTENTS:

A Table of Contents (TOC) is a document feature listing main sections or chapters,
providing readers with a quick summary and navigation tool. It typically includes
section or chapter titles along with corresponding page numbers.

Advantages of Table of Contents:

Provides quick navigation Enhances organization Improves comprehension Adds a
professional appearance Increases accessibility for readers with disabilities

Purpose of Table of Contents:

1.Offers users a summary of the document's contents and structure. 2.Facilitates quick
navigation to specific areas within the document. How to Insert Table of Content in
Digital Documentation: Navigate to Insert > Indexes and Tables > Indexes and Tables.

Basic Settings in Table of Contents:

1. Adding A Title: - Enter a title in the Title area or edit an automatically entered title. -
Clear the Title field to remove the title.

2. Protecting Against Manual Changes: - Select the "Protected against manual changes"
checkbox to prevent accidental modifications. - If checked, modifications are limited to
the context menu or the Insert Table/Index window.

3. Changing The Number Of Levels: - Adjust the number of levels examined by entering
the required value in the "Evaluate up to level" spin box.

4. Assigning Custom Styles: - Writer automatically assigns paragraphs using default

heading styles (Heading 1, Heading 2).

5. Using The Entries Tab: - Customize TOC formatting through the Entries tab. - Specify
the appearance of headings and subheadings, including font, style, indentation, and page
number formatting.

IMPLEMENT MAIL MERGE:

Mail merge enables personalized communication to a large group, making it appear
tailored for each recipient. It's useful for letters, labels, or envelopes with varied
addresses. How to Create Mail Merge in Digital Documentation:

1. Select Starting Document: - Begin by choosing the starting document for your mail
merge.

2. Select Document Type: - Specify the type of document you are creating.

3. Insert Address Block or Selecting Data Source: - Insert an address block or select the
data source for your recipients.

4. Create Salutation: - Generate a salutation for your recipients.

5. Adjust Layout: - Modify the layout as needed.

6. Edit Document and Insert Extra Fields: - Edit the document and insert additional
fields.

7. Personalize Documents: - Personalize each document with recipient-specific

information.

8. Save, Print, or Send: - Save, print, or send the personalized documents as required.
Data Source in Mail Merge:
During mail merge, data is retrieved from another document known as the data source.
It connects to the main document and provides information such as names, addresses,
and phone numbers from a document, spreadsheet, or database.

Types of Data Sources in Mail Merge:

1. Spreadsheet: - Use spreadsheet files as a data source.

2. Text File: - Employ text files as data sources.

3. Access/Base Database: - Link Access or Base databases as data sources.

4. Address Book: - Utilize an address book as a data source in a mail merge