Unit-1 Digital documentation

D. Short answer questions (50 words)

Q1. In a document all the occurrences of word “this” have to be

changed to “these”. Which option is suitable for this and what is the shortcut command used for it?

Ans. Find and Replace option is suitable to replace all the occurrences of word “this” by another word
“these”. Shortcut command for Find and Replace is Ctrl + H in LibreOffice. Shortcut command for Find
and Replace is Ctrl + F in OpenOffice

Q2. Which two documents are essential for mail merge?

Ans. Two documents essential for mail merge are :
1. Main Document
2. Data Source

Q3. Explain the concept of Word Processing.

Ans. The term Word Processing was invented by IBM in the late 1960s. Word processing is the use of
computer software to enter, edit, format, store, retrieve and print the document. The document can be a
letter, notice, report, business correspondence, etc

Q4. List the various software available for word processing.

Ans. Various software available for word processing are :
1. Microsoft Word
2. OpenOffice Writer
3, LibreOffice Writer
4, Google Docs
5. Office 365 Word
6, Microsoft OneDrive Word

Q5. Write difference between a text editor and a word processor software. Write the name of any text
editor or word processor available in market.
Ans. Differences are :
Word Processor Text Editor
It helps to enter, edit and format the text It helps in editing plain text
It provides many formatting features like It has no such formatting features.
format paragraphs as well as pages
It allows insert table, images, graphs It does not allow to insert such objects.
Common Text Editor available in market is : Common word processor available in market is :
Notepad Microsoft Word

Q6.List the various components of LibreOffice suite. Explain each component in one line.
Writer: For creating and editing text documents like letters, reports, and essays.
Calc: For creating and managing spreadsheets for data analysis and calculations.
Impress: For creating presentations with slides, images, and multimedia elements.
Draw: For creating vector graphics and diagrams.
Base: For creating and managing databases.
Math: For creating and editing mathematical formulas and equations.

8.Explain different views

1. Normal View : It is default view in Writer. This view allows to do formatting of document. Page break
is visible in this view.
2. Web : This view shows that how your page will look like when you publish your page on internet. Page
break not visible in this view.

7. Compare the features of manual typewriter, electronic typewriter and word processing software.

9. What are the various methods for selecting the text in a document? Give the steps to select a
paragraph.

Methods for Selecting Text:

1. Click and Drag:

o Position the cursor at the beginning of the desired text.
o Click and hold the left mouse button.
o Drag the cursor to the end of the text.
2. Double-Click:
o Double-click on a word to select it.
3. Triple-Click:
o Triple-click on a sentence to select it.
4. Quadruple-Click:
o Quadruple-click on a paragraph to select it.
5. Keyboard Shortcuts:
o Ctrl+A: Selects the entire document.
o Shift+Arrow Keys: Selects text character by character, word by word, or line by line.
o Ctrl+Shift+Arrow Keys: Selects text to the beginning or end of a line, paragraph, or
document.

Steps to Select a Paragraph:

1. Place the Cursor: Position the cursor anywhere within the paragraph.
2. Use Keyboard Shortcut: Press Ctrl+Shift+Down Arrow to select the entire paragraph.
3. Triple-Click: Triple-click anywhere within the paragraph.
Q10. What are the special characters? How can you insert them in a document?
Ans. Those characters which can not be typed from keyboard are called special characters. Steps to insert
special characters in a document are.
1. Place the cursor where you want to insert the special character.
2, Select Insert ~ Special Character
3, Select the required character from the special character dialog box.
4, Click on insert.

Q11. How will you count the total words of a document?

Ans. LibreOffice Writer automatically count the number of words in a document and display on the
Status Bar.

Q12. What are the various menu of Writer GUI?

Ans. The various menu of Writer GUI are:
1. Fille2. Edit3. View4. Insert5, Format6. Styles7.Table8. Form9. Tools0. Window11. Help

Q13. What is the default extension assigned to the document in

Writer when you save it? Write down the steps to save the
document to Microsoft Word document?
Ans. Default extension is .odf
Steps to save the document to Microsoft Word document are :
1. Open LibreOffice Writer and create a new document.
2. Click on File —> Save.
3, Save as dialog box appear.
4, Type the file name in “File Name” box.
5, Select Word 97 - 2003 from “Save as type” drop down.
6. Your file will be saved in .docx (Microsoft Word) extension.

Q14. What is the importance of password in the document? How

will you protect the document using password in Writer?
Ans. The importance of password in the document are :
1. It protects our documents from any unauthorized access.
2. It provides security to the important documents.
Steps to Save a document using password are :
1. Select File — Save
2. Type a suitable name for the document
3, Puta tick on the checkbox Save with a password.
4, Type the password to open the file in Set password dialog box
5, Type the same password in the second box and click OK button

Q.15 What is mail merge?

Mail Merge in LibreOffice Writer is a powerful tool that allows you to create personalized documents, such
as letters, envelopes, or labels, by merging a main document with a data source containing information
about your recipients.
Here are the steps to create mailing labels for wedding cards using LibreOffice Writer:
1. Create the Data Source:
Open LibreOffice Calc: This will be used to store your guest information.
Create Columns: Create columns with the following headers: Name, Address, City, State, ZIP Code.
Enter Data: Input the names and addresses of your wedding guests.
2. Create the Main Document:
Open LibreOffice Writer: This will be your main document.
Design the Label: Create a label with the desired layout, including placeholders for the fields from your
data source. You can use the "Insert" -> "Field" menu to insert placeholders like {Name}, {Address}, etc.
Set Page Layout: Go to "Format" -> "Page" and set the page size to match your label paper size.
3. Start the Mail Merge:
Go to "Tools" -> "Mail Merge" -> "Mail Merge Wizard."
Select "Use current document" as the starting document.
Choose "Labels" as the document type.
Select your data source (the Calc spreadsheet) as the data source.
Insert fields: Use the "Insert Field" button to insert the appropriate fields into your label design.
Adjust layout: Fine-tune the layout of your labels as needed.
Preview and Print: Use the "Preview" button to see how your labels will look. Once satisfied, print them on
your label paper.

Q16.What are the advantages of table? Prepare your report card of Class VIII in table format.

Tables are a versatile tool in LibreOffice Writer that offer numerous benefits for organizing and presenting
information:

1. Clear Organization: Tables provide a structured way to arrange data, making it easier to read and
understand.
2. Enhanced Visual Appeal: Well-formatted tables can significantly improve the visual appeal of your
document.
3. Easy Comparison: Tables allow you to compare data across different categories or time periods.
4. Efficient Data Entry and Editing: Tables simplify the process of inputting and modifying data.
5. Complex Data Presentation: You can use tables to present complex data in a clear and concise
manner.
6. Calculations and Formulas: While not as powerful as a spreadsheet, you can perform basic
calculations within tables.
7. Flexibility: Tables can be customized to fit your specific needs, including adjusting column width,
row height, and cell formatting.

Steps to Create a Report Card Table in LibreOffice Writer

1. Open LibreOffice Writer: Launch the software on your computer.

2. Insert a Table:
o Go to the Insert menu.
o Select Table.
o Specify the number of rows and columns you need for your report card (e.g., 6 rows and 4
columns).
3. Enter Table Headers:
o In the first row, enter the following headers: Subject, Maximum Marks, Marks Obtained,
and Grade.
4. Enter Data:
o In the subsequent rows, enter the specific subject names, maximum marks, marks obtained,
and the corresponding grades for each subject.
5. Format the Table:
o Select the Table: Click on the table to select it.
o Adjust Column Width: Drag the borders between columns to adjust their width.
o Apply Table Styles: Use the built-in table styles to quickly format the table's appearance.
 o Add Borders and Shading: Use the table formatting options to add borders and shading to
cells as needed.
o Align Text: Align the text within cells to the left, right, or center.
6. Save the Document:
o Go to File -> Save As.
o Choose a file name and location.
o Select the file format (e.g., .odt, .doc).
o Click Save.