Digital Documentation

Topic- Open Office

By Sreeja Majumder

Class 9D Roll-36
Introduction

Technology is a vast influence in our present lives. From filling a form to a large
scale work like data collection, identification, banking, everywhere computer
technologies are used. One such application is Word Processor. The word
processors are capable of giving clean and professional looks to your text.

A word processor is a program that allows you to edit, store and rearrange the text.
They are helpful in drawing up documents which can be dealt as files on computer
or can be printed on paper.

By using a word processor, you can also check the written text, grammar, spelling,
print style size, etc. Documents such as articles, letters, reports, resume and posters
can be made by using a writer.
 Few Features of Open Office writer-

. Templates an styles.
. Page layout methods, including frames, columns, and tables.
. Embedding or linking of graphics, spreadsheets, and other
tools.
. Built-in drawing tools.
. Master documents to group a collection of documents into a
single document.
. Change tracking during revisions.
 Ways to view a document in
Open Office

● Print Layout is the view that shows how the

document will look if we print it or create a
pdf.
● Web Layout shows how the document is
viewed in a web browser.
● Full Screen View shows the complete
document without displaying any toolbar or
sidebar.
Steps to start a new document in
Open Office-
➢ When the open office is open with no
document in it, a welcome screen will appear.
➢ Click the Templates icon to start a new
document using a template.
➢ Click File - New - Text document.
➢ Click the new button on the toolbar

Note- Press Ctrl + N to open a new

document
 Steps to save a document in Open Office-
➔ After writing a new document, select File - Save.
➔ Click the Save button on the main toolbar. This will open a Save As
dialog box.
➔ Type the file name and verify the file type.
➔ Then click on Save. The document will be saved.

Steps to open an Existing Document-

➔ Click File - Open.
➔ Click the open button on the main toolbar.
➔ The open dialog box appears. Select the file you want and then click
Open. The existing file opens up.
 Steps to Find and Replace Text-
➢ Use Edit > Find & Replace or Press Ctrl + F keys.
➢ The Find and Replace dialog box appears.
➢ Type the text you want to find in the Search Box.
➢ Type the new text in the Replace Box which you want
to replace the previous text.
➢ After that, Click on Find and to replace the text click
on Replace button.
➢ Every to-be replace word will be replaced by the new
word.
 Types of Cases in Open Office Writer-

● Sentence case- This represents the First letter of the sentence which
is in capitals as also they are the proper nouns.
● Lower case- This represents the case of all letters to be small.
● Uppercase - This represents the case of all letters to be capital.
● Capitalise every word- This represents the case of every word
starts with a capital letter.
● Toggle case- This represents the reverse case of all letters from the
previous selected case.
Steps to insert images in Open Office-

➢ Place the cursor in document where you want to insert

image
➢ Click Insert > Picture. Choose the option from picture
side menu.
➢ If you choose ‘From File’ option, Insert Picture dialog box
opens up.
➢ Select the location from where you want to select the
image file from Insert Picture dialog box.
➢ Choose the image and click Open button.
 Steps to define number of columns on a page-

➔ Choose Format > Columns to go to column page of the

Page Style dialog box.
➔ On the columns dialog box, choose the number of columns
and specify any spacing between the columns.
➔ Use a predefined column layout by choosing from five
predefined ones in setting area.
➔ In the ‘Width and Spacing area’ , select the ‘AutoWidth'
option to create columns of same width.
➔ In ‘apply to’ box, the changes are applied to the default page
style.
➔ Click on ‘OK’ to save the done changes.
 Ways for inserting and deleting Rows and Columns-

Steps for inserting Rows and Steps for deleting Rows and
Columns- Columns-

➢ Place the cursor in the row or column ➢ Place the cursor on the row or
where you want to add new rows and column to get deleted and right
columns and right click on it. click on it.
➢ Choose Row > Insert or Column > ➢ Click Row > Delete or Columns
Insert from the pop up menu. A dialog > Delete.
box opens to select no.of rows. ➢ The selected rows or columns will
➢ Set ‘Number' to the no.of rows or colum be deleted.
➢ Set ‘Position' to before or after rows
➢ Click on OK.
 Ways for splitting and merging tables in Open
Office-

To split a table- To merge two tables-

➔ Place the cursor in a cell which lies in ➔ Delete blank paragraph between
the top row of the second table after the the splitted tables.
split. ➔ Select a cell in the second table.
➔ Right click and select Split Table in ➔ Right click and select Merge
the pop-up menu. Tables options in pop-up menu.
➔ A Split Table dialog box opens. You ➔ You can also use Table > Merge
can select various option. Table form the menu bar.
➔ The table is split into two tables ➔ The tables will be merged.
seperated by a black paragraph.
Steps for Copying a table in Steps for Moving a table in
Open Office- Open Office-
➢ Click anywhere in the table. ➢ Click anywhere in the table.
➢ Select Table > Select > ➢ Choose Table > Select >
Table. Table.
➢ Press Ctrl + C or click the ➢ Press Control + X or click
Copy icon on the standard on the Cut icon in the
toolbar. standard toolbar.
➢ Move the cursor to the target ➢ Move the cursor to the target
position and click to fix the position and click on it to fix
insertion point. the insertion point.
➢ Press Ctrl + V or click on ➢ Press Ctrl + V or click on
Paste icon on the standard Paste icon on the standard
 Steps to perform the Mail Merge in Open Office
Writer-

Step 1 - Select Starting Document-

The wizard gives several option for the starting document -

● Use the current document, create a new document, start from existing document, start from a template.

Step 2- Select Document Type-

The wizard can create letters and email messages. We are using a letter here, so choose the letter and click on
next button. Another wizard opens up.
 Steps to perform the Mail Merge in Open Office
Writer-

Step 3- Insert Address Block

On the third page, click the Select Address List button. Select the required address list and then click Next.
Back in the Select Address list page and click Next button.

Step 4- Create Salutation

It is possible to create just about any salutation you want in this step. Select This document should contain a
salutation to enable the General salutation list box. Some general texts are available in the list box, or you
can enter your own text. A preview pane displays your choice.

Select Insert personalized salutations to enable further salutation constructs.

 Steps to perform the Mail Merge in Open Office
Writer-
Step 5- Adjust Layout.

In this step, you can adjust the position of the address block and salutation on the page. You can place the
address block anywhere in the page. The salutation is always on the left, but you can move it up and down the
page. Use the button to move the elements.

Step 6- Edit the Document

In this step, you ahve another opportunity to exclude particular recipients from the mail merge.

Step 7- Personalise the Document

You can use personalize particular documents. Clicking Edit Individual document will temporarily
reduce the wizard to a small window where you can edit the document easily
Thank
you!