Digital Documentation

Includes school qb answers+ textbook

QNA
(blue text -definitions) (star marked, imp. Ones ⭐
)(red text- mcq,

to rote 👎🏿
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1) What is a style? Also list its advantages⭐

A style is a collection of formats that you can use to easily change the appearance of
chosen pages, text, frames, and other elements in your document.When you apply a style,
you apply a whole group of formats at the same time.
ADVANTAGES OF STYLES
- Styles help improve consistency in the document and make it look more uniform
- Styles help make major formatting changes easy.

2) List and explain the different types of styles, along with their components.⭐
a. Page Styles – includes margins, headers and footers, borders & backgrounds
b. Paragraph Styles – control all aspects of a paragraph’s appearance, such as text
alignment, tab stops, line spacing, and borders, and can include character formatting.
c. Character Styles – Character styles impact the font and size of selected text within a
paragraph, as well as bold and italic formats.
d. Frame Styles –are used to format graphic and text frames, including wrapping type,
borders, backgrounds, and columns.
e. Numbered Styles – apply similar alignment, numbering or bullet characters, and fonts
to numbered or bulleted lists.
f. Cell Styles – Fonts, alignment, borders, background, number formats, and cell
protection are all included in cell styles.
g. Graphics Styles – Line, area, transparency, shadowing, font, connectors,
dimensioning, and other characteristics are included in graphic styles in drawings and
presentations.
h. Presentation Styles – include attributes for font, indents, spacing, alignment & tabs.
 3) Explain fill format mode.
- Fill format mode is used to apply a style to many different areas quickly without
having to go back to the Styles and Formatting window every time.
- It is useful when you need to format many scattered paragraphs, cells or other
items with the same style

4) Write a short note on Gallery.

- The gallery provides a convenient way to group reusable objects like graphics and
sounds that you can insert in the document. It is available in all components of
open office. It doesn’t come with many graphics, but we can add more to it.
- By default, it is docked above the writer workspace, and expanding it by dragging
it downward resizes the document.

5) What is the picture toolbar?

When you insert a new image, a toolbar appears to modify the image (resize, crop etc.) to
suit the document. This is the picture toolbar. It has two components:
- The graphic filter toolbar (can be torn off and placed somewhere else)
- The color toolbar (opens as a separate floating toolbar)

6) Explain the features of the graphic filter toolbar.

In the graphics mode you can:
- Change color images to grayscale\ selecting the Grayscale option.
- You can flip an image vertically or horizontally by clicking on the relevant icon.
- You can use different filters to modify the image color, theme etc.
- You can select the color tool to modify the RGB components of the images, their
brightness, contrast etc.
- You can select transparency tool to make the image more transparent. Useful
during watermark creation.

7) Explain any 4 graphic filters (list aaya so list 6-7)

Invert - Inverts the color values of a color image or the brightness values of a grayscale
image.
Smooth - Softens the contrast of an image.
Sharpen - Increases the contrast of an image.
Remove noise - Removes single pixels from an image.
Posterize - Makes a picture appear like a painting
Charcoal - Displays the image as a charcoal sketch.
 box? 👎🏿
8) What can you do to crop an image in the crop page of the picture dialog

i) You can select keep scale/ keep image size

- Keep scale is default, and cropping the image doesn’t change its scale.
- Keep image size causes the cropped images to either enlarge (for +ve cropping
values) or shrink (for -ve cropping values) and can also cause distortion of the
image to let the image size be the same.

ii) Left, right, top and bottom:

The image is cropped by the amt entered in these 4 boxes. For eg: a value of 3cm in the
left box cuts 3 cm from left side of the image
- In keep scale, the image width reduces by 3 cm
- In keep image size, the remaining part of the image is enlarged/ shrunk to make
the width unchanged.

9) Explain how positioning of a graphic is controlled.

The position of a graphic is controlled by 4 settings:
⭐
- Arrangement refers to the placement of a graphic on an imaginary vertical axis. It
controls how graphics are stacked over each other, or relative to the text.
- Alignment refers to the vertical/horizontal placement of a graphic in relation to
the chosen anchor point
- Anchoring – It refers to the reference point for the graphics. This point could
represent the object’s location on the page. An anchor point is always present in
an image.
- Text Wrapping – Text wrapping describes the relationship between graphics and
the surrounding text, which may wrap around the graphic on one or both sides, be
overprinted behind or in front of the graphic, or be overprinted behind or in front
of the graphic.

10)What is a template? State its advantages ⭐

A template is a type of document that you can use to make a similar type of document.
Templates can contain text, graphics, style, design. It is a model that is used to create
other documents. For example, you can create a template for a business report that has
your company’s logo on it.
Advantages of templates are –
a. Document creation is made easier with templates.
b. It save time to giving style in document
c. The use of templates helps to keep the audience’s interest.

11) Define mail merge.

A mail merge is a method of personalizing a message you’ve written and sending it to a
large group of people, giving the impression that you prepared the letter specifically for
them. It is also a quick way to take a list of people’s mailing addresses and generate
labels or envelopes with the address for a different person on each label or envelope.

12)Give the advantages of mail merge.

Advantages of mail merge are –
a. It’s simple to send the same mail to a big group of recipients using the Mail Merge tool.
b. We don’t have to type each recipient’s name separately in each letter when we it
c. It’s one of the most efficient ways to mass-produce hundreds of personalized letters in a
short amount of time.
d. It is simple to amend the letter because any change made in the main letter will be
reflected in all other recipients’ letters.

13)Answer the following: 1) define merge field, 2) define data source, 3) define
main document, 4- give 2 types of data on which mail merge can be applied.

- Merge Field: A merge field is where you want to insert the information from a
data source into a main document. Merge fields appear with chevrons (« »).
- Data Source: Data source is a file that contains the names and addresses or any
other information that vary with each version of a mail-merge document.
- Main Document: Main document is the document which contains text and
graphics. It may be a formal or an official letter.
- Two types of data on which mail merge can be applied are Labels and Letters.

All MCQ worthy q’s start from the next page: shortcuts,
ways to do things etc. etc. GO THROUGH THEM
All MCQ worthy things. Very vast from this chapter.

➔ F11 for opening styles and formatting window. (s&f- styles and formatting)
➔ Ctrl key + drag (mouse) to dock s&f window anywhere.
➔ We can drag and drop from google to paste a picture, but this embeds it
➔ If we hold down ctrl+shift keys while drag and drop, image won't embed
➔ To expand gallery w/o changing workspace size, Ctrl+ double click the upper
part of it to undock gallery, and to dock it ctrl + double click.
➔ Undo is either ctrl+z or alt+backspace or edit then undo
➔ While resizing, we click the picture and green handles come (8) then we drag
them and the image is resized.
➔ corner handle resize both height and width, other 4 just do 1 of them
➔ To resize and maintain original proportion, shift+click any corner handle then
drag
➔ Bit mapped (raster) image gets blurred while resizing
➔ To rotate we need to go to draw/impress document, and then select rotate option
➔ For rotating, we click on the red handles to rotate however we want.
➔ For rotating 15 degrees at once, click shift and rotate
➔ In a table, to protect the table from being changed accidentally, we can check

⭐
the protected against manual changes check box,
➔ By default writer evaluate 10 levels of headings when making table

➔ ENTRIES TAB (when making an index of a book) ⭐

- Structure line represents elements for entries, each button on it
representing one element :
- E# button represents chapter no.
- E button represents entry text
- T button represents a tab stop
- # button represents the page no.
- LS represents start of a hyperlink (not in default structure line)
- LE represents end of a hyperlink (not in default structure line
- To add elements to the structure line, we place the cursor left of where we
want to add the element and then add whatever we want to. \
- for adding hyperlink both start and end need to be mentioned, such that
LS is to left of the start of the line, and LE is at the right of the end.
➔ Press F4 to see your databases from writer doc., and press f4 again to hide it
➔ Ctrl+ F9 to see the field contents (data source headings)
➔ Ctrl+F10 to see non printing characters (line breaks, paragraph marks)