PART B

UNIT 3
DIGITAL DOCUMENTATION
Session 1
Getting started with Word Processing

What is a Word Processor?

A word processor is a package/ software that processes textual matter
and creates organized and perfect documents.
Open office is a free and open source software.
E.g:- Open office.org Writer
Applications / Features of Word processor
 Fast - Typing text in a word processor becomes speedy.
 Editing features - Any type of corrections i.e, insertion, deletion,
modifications etc. can be made easily.
 Permanent storage - Documents can be saved as long as desired.
 Formatting features - Bold, Italics, Underline, different fonts etc..
 Graphics - Provide facility of incorporating drawings in the documents.
 OLE ( Object Linking and Embedding ) - OLE is a program integration
technology that provides facilities to link or embed objects in a document.
E.g:- Charts, Equations, Video clips, Audio clips etc.
 Spell check - Word processors can check spelling mistakes, grammatical
mistakes and suggest improvements.
 Mail merge - This facility enables you to print large number of letters/
documents/ e-mails with more or less similar text.

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Working with Writer Word Processor
i) Creating or opening a document
ii) Typing text in it.
iii) Editing the document, if required
iv) Saving the document
Parts of Writer Window
 Title bar – It shows the title of the currently opened document.
 Menu bar – It shows the menu items File, Edit, View, Insert, Format, Table,
Tools, Window and Help.
 Formatting tool bar – It contains the various options for formatting a
document.
 Standard tool bar – It contains commands in the form of icons.
 Status bar – It displays the number of pages, words, the language used,
zooming etc.
 Scroll bar – It is used to scroll the document.
 Work area – The area where you can enter the text.
Document views
Writer provides 3 views

 Print layout: It is the default view. It shows the document as it will look if
printed.
 Web layout: This view allows a user to view the entire document as a single
web page.
 Full screen view(Read mode view.): In this view, all the components of the
window are hidden and only this document is displayed and viewed.
What is WYSIWYG?
A WYSIWYG (What you see is what you get.) program is the one that shows the
document on screen, exactly the way it will, when you take print out.

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Create, Save, open and close a document

 Create a new document.( Ctrl +N)

File ----- new----- text document.
 Save a document.( Ctrl +S)
File ----- save.
By default the new writer document will be saved with extension .odt
 Open an existing document (Ctrl +O)
File ----- open.
 Close a document.
File ----- close.

Session 2
Editing Features in Word Processor
Block operations in writer
 Selecting text (Block marking):
You can select text by holding down shift key.
 To the end of the line - Shift + end
 To the beginning of the line - Shift + home
 Once screen down - Shift + page down
 One screen up - Shift + page up
To select entire document - ctrl + A
To select a single word - DoubleClick
To select a complete sentence - Triple click
To select a complete paragraph - Quadruple click
Selecting a vertical block of text.
Edit ----- selection mode ----- Block area
Copying selected text.
Copy - _________
Paste - _________

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Moving the selected text.
Cut - _________
Deleting the selected text.
Select the text.
Click Edit ----- Cut option.
Undo and redo actions.
You can cancel or roll back any command or action that you last performed.
Edit ----- Undo ( Ctrl + Z)
For cancelling the undo action you can click on redo button.
Edit ----- Redo ( Ctrl + Y)
Find and replace text
This feature is used to search for a text and replace it with other text.
 Select Edit ----- Find and Replace ( Ctrl + F)
 Type the text to find in find box.
 To change the text with different text, enter the new text in replace
box.
Inserting Non-printing characters / special characters.
When you press keys like enter, spacebar, tab key etc. that do not appear on
the screen.
To display the non-printing characters, press the toggle formatting mark (¶ ) or
Ctrl + F10.
To insert special characters, select insert ----- special character
Checking spelling and grammar
This helps to check the spellings of words in a document. Two tools are.
 Auto spell check - You can automatically check each word.(A red wavy
line appears)
 Spelling and grammar.
Tools ----- Spelling and grammar (F7)

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Using Synonyms and Thesaurus
Synonyms (Different words with the same meaning)
 Right click on a word and point to synonyms.
 A sub menu or alternative words and phrases are displayed.
 Click on a word or phrase to replace it.
Thesaurus
A dictionary contains definitions and pronunciations, whereas thesaurus will have
words with similar meanings or opposite meanings.

One word questions

1. Which of the following key moves the text cursor to the beginning of the
line?
a) End b) Home c) Insert d) Control
2. ________ is the area where the text should be typed is displayed.
3. ________ bar is located at the top of the window and shows the name of
the currently opened document.
4. Which of the following way, selecting a word in a word processor using
mouse?
a) Single click b) DoubleClick c) Triple click
5. To open a new file in a writer, the shortcut key is ________.
6. Which of the following will you opt for saving a file?
a) Save button on standard toolbar.
b) Save option from file menu.
c) Pressing Ctrl + S
d) Any of the above.
7. ______ is the shortcut key for undo.
8. Which extension is given to writer document by default?

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 Session 3
Formatting Features in Word Processor
General arrangement of text that affects its appearance is known as Formatting.
I CHARACTER FORMATTING.
Making decisions about font, font sizes and color.
Format ----- character.
Bold - _______
Italics - _______
Underline - _______
Changing case
It is possible to change the case of the text
Uppercase - THIS IS SAMPLE TEXT
Lowercase - this is sample text
Capitalize Every Word - This Is Sample Text
Sentence case - This is sample text
Toggle case - tHIS iS sAMPLE tEXT
Subscript and Superscript
To apply superscript
Format ----- character ----- position ----- superscript
To apply subscript
Format ----- character ----- position ----- subscript
Removing Manual Formatting
Format ----- Clear direct / Default Formatting (ctrl + M)
It will clear the existing formatting on the text and then you can apply new
formatting features.
II PARAGRAPH FORMATTING
Aligning paragraphs
The paragraph can be aligned as

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 Left - ctrl + L
Right - ctrl + R
Center - ctrl + E
Justify - ctrl + J
Indentation and Spacing
Indentation refers to the blank spaces in the beginning of the paragraph
and line spacing refers to the space between two or more lines in a paragraph.
Format ----- paragraph ----- Indents and spacing
Bullets and Numbering
Format ----- Bullets and Numbering
Assigning color, border and background to a particular area
For assigning color
Format ----- paragraph ----- background
For applying border
Format ----- paragraph ----- border
III PAGE FORMATTING
Page Formatting includes page orientation, page size and margins
Format ----- page
Page style dialog box
 Page tab
Two types of page orientation
 _____________ (Horizontal)
 _____________ (Vertical)

 Background tab
 Header
 Footer
 Border

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  Columns - For specifying the number of columns for a page or
Format ----- column
Inserting page break
In multi-page documents, the text flows from one page to the next as
you add information. In certain cases we may require to break the current
page.
Insert ----- manual break ----- page break
Creating header / footer and page numbers
Insert ----- header ----- default
Insert ----- footer ----- default
To enter page numbers / date / time
Insert ----- field ----- page number / date / time
IV WORKING WITH IMAGES
Inserting images
Insert ----- Picture / Image
Modifying an image
An image once inserted can be easily modified by using the tools present in
picture toolbar.
Picture toolbar can be used to crop and resize a picture
Using drawing toolbar
View ----- toolbars ----- drawing

One-word questions
1. Alignment buttons are available on the ________ toolbar.
2. _________ case converts every character of every word of selected
sentence to capital.
3. The shortcut key for justified alignment of paragraph.

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 4. Garima has created a document in Word processor. She wants to give
headings in bold text but her mouse is not working. Can you suggest her the
shortcut key through which she can perform this task from the keyboard?
5. Mr. Rajan wants to write X 2 but when he writes this, it shows X2. Which
option he should use to get 2 as its proper place?
6. While typing text, automatically some misspelt words get corrected. What
is this feature called?
7. Which menu allows you to add headers and footers to your document?

Session 4
Working with Tables
A table is an arrangement of text in the form of rows and columns
_________ : Horizontally arranged cells
_________ : Vertically arranged cells
_________ : An intersection of a row and a column
Creating a table
Table ----- insert (It will create a simple table)
To explore more features
Table ----- properties
Inserting rows and columns
 Place the cursor in the row or column
 Right click and select row / column ----- insert
Deleting rows and columns
 place the cursor in the row / column
 Right click and choose row ----- delete / column ----- delete
Splitting and merging tables
To split a table
 Place the cursor in a cell
 Table ----- split table
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To merge a table
Delete the blank paragraph between the tables.
Select any cell in one of the tables.
Right click and choose merge tables
OR
Table ----- merge table
How to split cells?

How to merge cells?

Deleting a table
Table ----- delete table
Printing a document
print preview : To check the document before printing
To print the document
File ----- print ( ________ )

MAIL MERGE
Mail merge is the process of merging the main document (letter or
certificates) with the mailing address of various persons.
It is used to create a series of same documents with multiple addresses.
The word processor has a special feature of mail merge. In mail merge, two
documents are created
 One with the common contents is the main document or form letter
 The other holding the address list is called data source
CREATING THE DATA SOURCE
A data source is a set of mailing addresses in the form of rows and columns
generally called database

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The content of the database is in the form of data records. Each row is a record of
each person which contains various fields such as name, address, pin code.
STEPS TO CREATE MAIL MERGE
 create a new document and type the letter.
 Select tools ----- Mail merge wizard
 Select starting document ----- use the current document ---- next
 Select document type ----- Letter ----- next
 Select address block ----- select address list
 Click create button. After clicking on create button, a new address list
window will appear. In address information, you can enter the information
of the recipient.
 If you wish to customize then click customize address list.
 After entering the data of first recipient click on the new button to enter the
information of the next recipient. Click OK
 After clicking OK button, save as dialog box will appear.
 After saving the list, you can select any of the created lists and click OK
 Create salutation ----- next
 Adjust layout ----- finish
 In the next step the writer will display the document with the mail merge
toolbar
 Click on Edit Individual documents
Here you can verify all letters of the recipients before printing.

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