UNIT 1: DIGITAL DOCUMENTATION

(ADVANCED)

Important Notes to score 50/50 in theory

A style is a set of formats that you can apply to selected pages, text, frames,
and other elements in your document to quickly change their appearance.
When you apply a style, you apply a whole group of formats at the same

time.

For example, you may decide to change the indentation of all paragraphs, or

change the font of all titles.

OpenOffice.org supports the following types of styles:

e Page styles include margins, headers and footers, borders and

backgrounds. In Calc, page styles also include the sequence for printing

sheets.
« 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.
« Character styles affect selected text within a paragraph, such as the
font and size of text, or bold and italic formats.

+ Frame styfes are used to format graphic and text frames, including

wrapping type, borders, backgrounds, and columns.

« Numbering styles apply similar alignment, numbering or bullet

characters, and fonts to numbered or bulleted lists.
« Cell! styles include fonts, alignment, borders, background, number

formats (for example, currency, date, number), and cell protection.

« Graphics styles in drawings and presentations include line, area,

shadowing, transparency, font, connectors, dimensioning, and other

attributes.

+» Presentation styles include attributes for font, indents, spacing,

alignment, and tabs.

Applying styles

OpenOffice.org provides several ways for you to select styles to apply.

Creating a new style from a selection

You can create a new style by copying an existing manual format.

« Open the Styles and Formatting window and choose the type of style
you want to create.
« In the document, select the item you want to save as a style.
« In the Styles and Formatting window, click on the

New Style from Selection

- In the Create Style dialog, type a name for the new style. The list
shows the names of existing custom styles of the selected type. Click
OK to save the new style.

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Modifying styles

OpenOffice.org provides several ways to modify styles (both the predefined

styles and custom styles that you create):

« Updating a style from a selection

« Load or copy styles from another document or template

Images can be added to a document in several ways: by inserting an image
file, directly from a graphics program or a scanner, or from the OOo Gallery.

Inserting an image file

When the image is in a file stored on the computer, you can insert it into an
OOo document using either of the following methods:

» Drag and drop

e Open a file browser window and locate the image you want to insert.

« Drag the image into the Writer document and drop it where you want it
to appear. A faint vertical line marks where the image will be dropped.

~ Insert Picture dialog

* Click in the Open Office document where you want the image to

appear.
« Choose Insert > Picture > From File from the menu bar.

« On the Insert Picture dialog (see Figure 5), navigate to the file to be

inserted, select it, and click Open.

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At the bottom of the dialog are two options, Preview and Link. Select
Preview to view a thumbnail of the selected image on the right. so you can
verify that you have the correct file. See below for the use of Link.
Inserting An Image From The Clipboard

1. Open both the source document and the target document.

2. In the source document, select the image to be copied.

3. Move the mouse pointer over the selected image and press Confro/+C to
copy the image to the clipboard.

4. Switch to the target document.

5. Click to place the cursor where the graphic is to be inserted.

6. Press Contro/+V to insert the image.

Inserting An Image Using A Scanner

To start this procedure, click where you want the graphic to be inserted and

select Insert > Picture > Scan > Select Source.

Inserting An Image From The Gallery

1. To open the Gallery, click on the Gallery icon (located in the right side of
the Standard toolbar) or choose Tools > Gallery from the menu bar.

2. Navigate through the Gallery to find the desired picture.

3. To insert the picture, click and drag it from the Gallery into the Writer

document. You can also right-click on the picture and choose Insert>Copy.

Modifying an image

When you insert a new image, you may need to modify it to suit the
document. Here we will discuss the use of the Picture toolbar, resizing,
cropping, and 4 workaround to rotate a picture.

» Using the Picture toolbar

When you insert an image or select one already present in the document,
the Picture toolbar appears. You can set it to always be present (View >
Toolbars > Picture). Picture control buttons from the Picture toolbar can
also be added to the Standard Toolbar.

From these three toolbars, you can apply small corrections to the graphic
or obtain special effects.

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Graphics mode

You can change color images to grayscale by selecting the image and then
selecting Grayscale from the Graphics mode list.

Filip vertically or horizontally & 3

To flip an image vertically or horizontally, select the image, and then click
the relevant icon.

Filters

Table 1 provides a short description of the available filters, however the

best way to understand them is to see them in action. Feel free to
experiment with the different filters and filters settings, remembering that
you can undo all the changes by pressing Cfr/+Z or A/f+Sackspace or by
selecting Edit > Undo.

Color

Use this toolbar to modify the individual RGB color components of the
image (red, green, blue) as well as the brightness, contrast, and gamma of
the image. If the result is not satisfactory, you can press Contro/+Z to
restore the default values.

Table 7; Graphic filters and their effects

leon | Name Effect

Inverts the color values of a color image or the
fa Invert
brightness values of a grayscale image.
a) Smooth Softens the contrast of an image.
A Sharpen Increases the contrast of an image.
Remove
fh Removes single pixels from an image.
noise

Mimics the effects of too much light in a picture.

2 Solarization A further dialog box opens to adjust the

parameters.

Simulates the effects of time on a picture. Can be

a) Aging applied several times. A further dialog box opens
to adjust the aging level.

Makes a picture appear like a painting by

reducing the number of colors used.

Posterize

al Pop Art Modifies the picture dramatically.

leon Name Effect

Fd Charcoal Displays the image as a charcoal sketch.

A dialog box Is displayed to adjust the light

E} Relief source that will create the shadow and, hence, the
relief effect.

; Joins groups of pixels into a single area of one

a Masaic

color.

Transparency [0% tall

Modify the percentage value in the 7ransparency box on the Picture toolbar
to make the image more transparent. This is particularly Useful when creating
a watermark or when wrapping the image in the background.

Using The Formatting Toolbar And Picture Dialog

Grouping Drawing Objects

1. Select one object, then hold down the Shift key and select the others you

want to include in the group. The bounding box expands to include all the

selected objects.

2. With the objects selected, hover the mouse pointer over one of the objects
and choose Format > Group > Group from the menu bar or right-click and

choose Group > Group from the pop-up menu.

Positioning image/graphics within the text

When you add a graphic to a text document, you need to choose how to
position it with respect to the text and other graphics.

Positioning of a graphic is controlled by four settings:

1. Arrangement refers to the placement of a graphic on an imaginary
vertical axis. Arrangement controls how graphics are stacked upon each

other or relative to the text.

2. Alignment refers to the vertical or horizontal placement of a graphic in

relation to the chosen anchor point.

3. Anchoring refers to the reference point for the graphics. This point could
be the page, or frame where the object is, a paragraph, or even a
character. An image always has an anchor point.

4. Text wrapping refers to the relation of graphics to the surrounding text.

which may wrap around the graphic on one or both sides, be overprintec
behind or in front of the graphic, or treat the graphic as a separate

paragraph or character.

A template is a model that you use to create other documents. For example,
you can create a template for business reports that has your company’s logo
on the first page. New documents created from this template will all have

your company's logo on the first page.

Using The Template
To use a particular template, choose File > New > Templates and
Documents.

Changing To A Different Template

To change to a different template, choose File > New > Templates and
Documents.

Working with tables

A table is a grid, an arrangement of rectangles, or cells, in rows and column.

You can use tables to format all or part of your document into columns and
rows. You need tables because they are the best way to organize graphics,

columns, headings and rows.

Column- A column is a grouping of cells that run from the top to the bottom
of a page.
Rows- Row is a grouping of cells that run from the left to right of a page.

Cell- The intersection point between a row _and a column is a cell.

Inserting a Table

1. Position the insertion point where you want the table to appear.

2. Choose Table ->Insert ->Table option. This will display the Insert Table
dialog box.

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3. Enter the number of rows and columns for the table in the number of

columns

and the number of row boxes.

Writer's table of contents feature lets you build an automated table of

contents from the headings in your document.. For example, you can use th

Heading 1 style for chapter titles and the Heading 2 and Heading 3 styles

for chapter subheadings.

Deleting elements
To delete an element from the Structure line, click the button that represents

that element and then press the Delete key on your keyboard.

Adding elements

To add an element to the Structure line, follow these steps:

1. Place your cursor in the white field to the left of where you want to
insert the element.

2. Click one of the five buttons that are just below the Structure line.
(For example, to add a tab stop, click the Tab stop button.) A button

representing the new element appears on the Structure line.

Applying character styles

To apply a character style to an element on the Structure line:

On the Structure line, click the button that represents the element to which

you want to apply a style.

From the Character Style drop-down list, select the desired style. Writer
applies the selected style to the selected element.
Opening Writer's Table Of Contents Feature
Select Insert > Indexes and Tables > Indexes and Tables.

- Use the Index/Table tab to set the table's attributes.

- Use the Entries and Styles tabs to format the table entries.
- Use the Background tab to add color or a graphic to the table

background.

Protecting against manual changes

To protect the table of contents from being changed accidentally, check the
Protected against manual changes check box. If this box is checked, the
table of contents can only be changed using the context menu or the Insert

Table/Index window

Using the Entries tab

Use the Entries tab, to format the entries in the table of contents. For
each outline level, you can add and delete elements, such as chapter

numbers, and you can also apply character styles to individual elements.
To apply a paragraph style to an outline level, follow these steps:

1) In the Levels list box, select the desired outline level by clicking it.

2) In the Paragraph Styles list box, click the paragraph style that you want
to apply.

3) Click the <button to apply the selected paragraph style to the

selected outline level.

A mail merge is a way to take a letter you've written and send it to a whole
bunch of people, personalizing it with information about them so they might

think that you typed that letter personally for them.

Create a Mail Merge Document: Letter

1. Open a template, if you have one you want to use, or create a new Writer
document.

2. Save the document with the appropriate name, like

mailmerge_openenrollment.ods or mailmerge_parents.odt.

Note: Don't save it in Word format. You must save it in OpenOffice.org Writer
format or the mail merge wont work.
Editing a saved file of mailing labels

To edit a saved file of mailing labels, open the saved label file in the normal
way. You will be prompted to update all links. Choose No for the following
reason: The first label on the page is termed the “Master Label” and all other
labels are linked to it. If you update the links, then all labels will end up
containing the same data, which is probably not what you want.

You can edit individual records in the normal way, by highlighting and

changing the font name, for example.

Preparing for printing

To prepare mailing labels for printing:

e Choose File > New > Labels.

° On the Options tab, ensure that the Synchronize contents option is

selected.

° On the Labels tab (). select the Database and Table. Select the Brand

of labels to be used, and then select the Type of label.

Printing
« Choose File > Print. The message shown in appears. Click Yes to print.