DIGITAL DOCUMENTATION (ADVANCED)

CREATE AND APPLY STYLE IN THE DOCUMENT

Style refers to a pre-defined set of formatting attributes that can be
applied to text, paragraphs, pages, and other elements of a document.
Styles help to ensure consistency in formatting throughout the
document and make it easier to manage and modify the document’s
formatting.

Advantages of Style:
Provides consistency throughout the document
Saves time and increases efficiency

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Allows for easy updates and modifications
Makes document management simpler and more organized
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Enhances accessibility for readers who use assistive technologies.
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There are several types of styles in OpenOffice, including:

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Character styles: These are used to apply formatting to specific

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characters or words within a paragraph. For example, you might use

a character style to make a particular word bold or italicized.
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Paragraph styles: These are used to apply formatting to entire

paragraphs, including text alignment, spacing, and indentation.
Page styles: These are used to define the layout and formatting of
individual pages, including margins, headers, and footers.  List
styles: These are used to define the formatting of bulleted or
numbered lists.
Frame styles: These are used to define the formatting of frames,
which are used to hold graphics or other elements within a
document.
Table styles: These are used to define the formatting of tables,
including cell borders, backgrounds, and text alignment.
Graphics styles: These are used to define the formatting of
graphics or images within a document, including borders,
backgrounds, and text wrapping.
How to Apply Style in OpenOffice.org
Step 1 : Select the text, paragraph, or other element where you want to
apply the style.
Step 2 : Click Format > Style and Formatting or press F11
Step 3 : Select any one of the style (e.g., Paragraph, Character, etc.)

What is Fill Format Mode and How to apply

Fill Format Mode is a feature in OpenOffice that allows you to copy the
formatting from one element of a document and apply it to another
element. This can be useful when you want to quickly apply consistent
formatting to multiple elements within a document. How to Apply Fill
Format Mode
Step 1 : Select the element that contains the formatting you want to
copy.

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Step 2 : Click on the “Fill Format mode” icon in the Style and
Formatting window. &
Step 3 : Select the element or elements that you want to apply the
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formatting to.
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Step 4 : Click on the element that you want to apply the formatting.
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Creating New Custom Style in OpenOffice.org

There are two different ways to create a Style
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1) Creating a new Style from a selection

2) Dragging and Dropping to Create A Style

Create New Style from Selection

By replicating an existing manual format, you can make a new style.
This new style will only be applied to this document and will not be
saved in the template.
Step 1 : Select the formatted text or paragraph.
Step 2 : From the top menu, select “Styles” > “New Style” (or press F11).
Step 3 : In the New Style window, enter a name for the new style and
select the type of style you want to create.
Step 4 : Make any additional changes to the style options.
Step 5 : Click “OK” to save the new style.
Drag and Drop to create New Style
You can drag and drop a text selection into the Styles and Formatting
window to create a new style.
Step 1 : Open the Styles and Formatting window.
Step 2 : Select text and drag it to the Styles and Formatting window.
Step 3 : In the Create Style dialog box, type a name for the new style.
The list shows the names of existing custom styles of the selected
type, if any. Click OK to save the new style.
Step 4 : If the Paragraph Styles list is showing in the Styles and
Formatting window, a new paragraph style will be added to the list. If
Character Styles are active, the character style will be added to the
list.

Modifying Custom or Pre defined Styles

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There are two different ways to modify Style in OpenOffice –
Updating a style from a selection •&
Load or copy styles from another document or template
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Updating a Style from a selection

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To update a style from a selection:

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Step 1 : Open the Styles and Formatting window.

Step 2 : In the document, select an item that has the format.
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Step 3 : In the Styles and Formatting window, select the style you want
to update (single click, not double-click), then long-click on the arrow
next to the New Style from Selection icon and click on Update Style.

Load or copy styles from another document or template

You can copy styles by loading them from a template or another
document:
Step 1 : Open the document into which you wish to paste styles.
Step 2 : Long-click on the arrow next to the New Style from Selection
symbol in the Styles and Formatting window, and then select Load
Styles.
Step 3 : Locate and choose the template you wish to copy styles from
on the Load Styles box.
Step 4 : Decide which style categories should be duplicated.
Step 5 : Click OK to copy the styles

How to Insert and use Image in Digital Document

There are various ways to insert images into a document, including via
the Drag and Drop, Insert Image from File, Insert Image from Clipboard,
Open Office Gallery, and a scanner.
1. Drag and Drop
2. Insert Image from Dialog Box
3. Insert Image from Clipboard
4. Insert Image from Gallery
5. Insert Image from Scanner

Drag and Drop

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To drag an image file into a digital document, follow these steps: –
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Step 1 : Open a File browser window and locate the image you want to
insert.
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Step 2 : Drag the image into the Writer document and drop it where
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you want.
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Insert Image from Dialog Box

To insert an image file into a digital document, follow these steps –
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Step 1: Click in the Open Office document in the first step to place the
image there.
Step 2: From the menu bar, select Insert > Picture > From File.
Step 3: Navigate to the file that needs to be inserted on the Insert
Picture dialogue, select it, and click Open.

Insert Image from Clipboard

Step 1 : Open the document in which you want to insert the image.
Step 2 : Place the cursor where you want the image to be inserted.
Step 3 : Press “Ctrl+V” or right-click and select “Paste” to insert the
image from the clipboard.
Step 4 : Resize or move the image as necessary.
Insert Image from Gallery
Step 1 : Open the document in which you want to insert the image.
Step 2 : From the top menu, select “View” > “Gallery” (or press F6).
Step 3 : In the Gallery window that appears, browse through the
categories to find the image you want to insert.
Step 4 : Click on the image to select it.
Step 5 : Click and drag the selected image into the document where
you want it to appear.

Insert Image from Scanner : If your computer has a scanner attached,

Open Office may access the scanning software and enter the scanned
item as an image into the Open Office document. To insert image Click
the area where the image to be placed, then choose Insert > Picture >
Scan > Select Source to begin the process.

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Modifying Image in OpenOffice.org : You might need to edit a new
image you include so that it matches the document. Here, we’ll go
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through how to use the Picture toolbar, as well as how to resize, crop,
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and rotate a photo using a workaround.

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Picture Toolbar: The Picture toolbar displays when you insert a picture
or choose one that is already in the page. View > Toolbars > Picture
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allows you to set it to always be visible.

Graphics mode: You can change color images to grayscale by selecting

the image and then selecting Grayscale from the Graphics mode list.
Flip vertically or horizontally Select the image, then click the
corresponding icon to turn it vertically or horizontally.

Filters : The filters are briefly described in the following table, but the
best way to comprehend them is to use them. Try around with the
various filters and their settings.
Transparency:
To adjust transparency, change the percentage value in the
Transparency box on the Picture toolbar, useful for creating
watermarks or background images.

Using Formatting Toolbar and Picture Dialog:

a. Cropping Images:
- Right-click the image and choose Picture to initiate cropping.
b. Keep Scale / Keep Image Size:
- Keep Scale maintains image scale during cropping.
- Keep Image Size may result in size increase, decrease, or distortion
based on cropping values.
c. Width and Height:
- Inputting values in Scale or Image Size fields changes Width and

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Height.
- Thumbnail aids in precise cropping measurements.
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d. Resizing an Image:
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- Adjust image size in Writer if it's too big or small to fit on the paper.
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e. Rotating a Picture:
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Use the rotation option in digital documentation to rotate the

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image as needed.
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f. Creating Drawing Objects:

Access the Drawing toolbar by selecting View > Toolbars > Drawing
to utilize drawing tools.

CREATE AND CUSTOMIZE TABLE OF CONTENTS:

A Table of Contents (TOC) is a document feature listing main sections
or chapters, providing readers with a quick summary and navigation
tool. It typically includes section or chapter titles along with
corresponding page numbers.
Advantages of Table of Contents:
Provides quick navigation
Enhances organization
Improves comprehension
Adds a professional appearance
Increases accessibility for readers with disabilities
Purpose of Table of Contents:
1. Offers users a summary of the document's contents and structure.
2. Facilitates quick navigation to specific areas within the document.
How to Insert Table of Content in Digital Documentation: Navigate to
Insert > Indexes and Tables > Indexes and Tables.

Basic Settings in Table of Contents:

1. Adding A Title:

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- Enter a title in the Title area or edit an automatically entered title.
- Clear the Title field to remove the title.
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2. Protecting Against Manual Changes:
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- Select the "Protected against manual changes" checkbox to prevent
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accidental modifications.
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- If checked, modifications are limited to the context menu or the

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Insert Table/Index window.

3. Changing The Number Of Levels:
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- Adjust the number of levels examined by entering the required

value in the "Evaluate up to level" spin box.
4. Assigning Custom Styles:
- Writer automatically assigns paragraphs using default heading
styles (Heading 1, Heading 2).
5. Using The Entries Tab:
- Customize TOC formatting through the Entries tab.
- Specify the appearance of headings and subheadings, including
font, style, indentation, and page number formatting.
IMPLEMENT MAIL MERGE:
Mail merge enables personalized communication to a large group,
making it appear tailored for each recipient. It's useful for letters,
labels, or envelopes with varied addresses.
How to Create Mail Merge in Digital Documentation:
1. Select Starting Document:
- Begin by choosing the starting document for your mail merge.
2. Select Document Type:
- Specify the type of document you are creating.
3. Insert Address Block or Selecting Data Source:
- Insert an address block or select the data source for your recipients.
4. Create Salutation:
- Generate a salutation for your recipients.
5. Adjust Layout:

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- Modify the layout as needed.
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6. Edit Document and Insert Extra Fields:
- Edit the document and insert additional fields.
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7. Personalize Documents:
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- Personalize each document with recipient-specific information.

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8. Save, Print, or Send:

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- Save, print, or send the personalized documents as required.

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Data Source in Mail Merge:

During mail merge, data is retrieved from another document known as
the data source. It connects to the main document and provides
information such as names, addresses, and phone numbers from a
document, spreadsheet, or database.
Types of Data Sources in Mail Merge:
1. Spreadsheet:
- Use spreadsheet files as a data source.
2. Text File:
- Employ text files as data sources.
3. Access/Base Database:
- Link Access or Base databases as data sources.
4. Address Book:
- Utilize an address book as a data source in a mail merge.