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X-IT_Notes Based pn Units 1 & 2 (Part-B)

The document provides an overview of digital documentation in LibreOffice Writer, focusing on the application of styles for formatting. It explains the different categories of styles, methods to apply and create custom styles, and how to insert images into a document. Additionally, it includes practical steps for updating styles and loading styles from templates, along with a series of questions to reinforce understanding of the material.

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0% found this document useful (0 votes)

17 views49 pages

X-IT_Notes Based pn Units 1 & 2 (Part-B)

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princemeena1777

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X-IT (402) _PART-B Additional info based on NCERT (LibreOffice)

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UNIT-1. DIGITAL DOCUMENTATION (Advanced)
Chapter 1. APPLY STYLES IN A DOCUMENT
Introduction
There are two ways of creating an attractive digital document in Writer:

1. Manual formatting a document:

In manual formatting we select a part of a document, such as page, paragraph or words
and then applied formatting effects using the formatting toolbar. Manual formatting is
popular, as it is easy to use and requires less knowledge.

2. Formatting by applying styles:

To avoid inconsistency in formatting and reduce time and effort in formatting a document,
we use Styles in Writer.

Introduction to Styles
A style is a collection of all formatting information, which you want to save and then apply
on the document.
For example, following details of “Font” can be stored as a style with the name ‘Heading
style’:
Size – 12
Name – Bookman Old Style
Weight –Bold
Alignment – Left
Now we can apply Heading style to all headings of the document.
NOTE: Style allows us to shift our focus from appearance of the document to the content
of document

Styles Categories
LibreOffice Writer provides six Style categories, which are as follows:
1. Page Style: It includes basic page layout like page size, its margin, placement of
header and footer, footnote, borders and background.
2. Paragraph Style: Paragraph formatting includes tab stops, text alignment, line spacing
and borders.
3. Character Style: This style is used to work on block of letters, i.e. word(s) in the
paragraph. Character styles allow changing the text colour, text size, highlighting text and
emphasising it.
4. Frame Style: Frames are like containers, which can hold text, graphics and lists.
Therefore, applying Frame Styles allows to format a frame by specifying its size, position,
border and how the text is placed around the picture.
5. List Style: It can be used to style lists by putting numbering or bullets of a different
kind or specify numeric format.
6. Table Style: Table Style category allows to format a table by adding borders, using
different text or border colour(s), aligning text inside the table, having different patterns or
text colour.

Style Window
This window can be opened by using any of the methods given
above.

1. First six icons allow to select the category of style, such as

Paragraph style, Character style, Frame style, Page style, List
style and Table style to work on.

2. From the bottom of the window selecting Show Preview

option displays its style along with the name in the list.

3. At the bottom of Style window, there is a Drop Down list, to

select the filter for the style list to be displayed above. By
default this filter is set to Hierarchical.

Steps to apply Style in a document

1. Select the text to be formatted.
2. Choose appropriate style by clicking the button from the top of the Styles bar.
3. A list of styles for that category appears. Double click on the desired style to apply to
the selected text.

Apply Style using Fill Format mode

To apply a style on words present at different locations in the document, we can use Fill
Format mode It is the second icon from right on the Style menu.
Steps to apply style using Fill Format option is given below:
1. Open the document to be styled.
2. Open the Styles window and select the desired style category and then desired style.
3. Select Fill Format button.
4. To apply the selected style, take the mouse pointer to desired location and click.

NOTE: To quit Fill Format option, click the Fill Format button again or press the Esc key.

Creating a New(Custom) Style

There are two ways to create a custom style:

B. Using Drag and Drop: Steps to create a new Style using Drag and Drop method are:
1. Select the text from the document and change its formatting as desired.
2. Choose the desired style from Style Window under which, new style is to be created.
3. Now drag the selected portion of text to the Style Menu.
4. Create Style dialog window appears.
5. Type name of new style and press OK button to save.
NOTE:
1. Drag and Drop method cannot be used to create a Page Style.
2. While dragging the text cursor shape changes.

Updating (Modifying) a New(Custom) or Pre-defined Styles

Instead of creating a new style for a small changes in predefined style, an existing Style
can be modified. Follow the steps given below to modify an existing user defined style of
page, frame or paragraph style.
1. Select the page/paragraph to be modified.
2. Format the selected portion as per the requirement.
3. Go to Style menu, and click on the button to update.
4. Using Style Action button, click on Updated Selected Style.
NOTE – Ensure that the aspect modified remains same throughout the selection. For
example, in paragraph, if you are changing font face or size then, throughout the
paragraph it should remain same.

Load Styles from a template or document

It is used to copy styles from an existing template or document. Once copied, in the list of
styles, you can create a new document having same appearance as old one with no extra
efforts. steps to copy style from template or document are:
1. Click on the Load Styles from the Style menu.
2. Load Styles dialog box open and choose the category of your document.
3. Find and select the desired template to copy styles from.
4. Also select the options for the types of styles to be copied, such as Paragraph and
Character styles, Frame, Page or List and click OK button.
NOTE:
1. If you want to copy the style from file then instead of Template option, click on the
From File button. A File Selection dialog box is displayed and selects the desired
document.
2. By selecting Overwrite option from the load style dialog box, the styles being copied
will replace any existing styles with the same name.

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SUMMARY
 A Style is collection of all formatting information, which you want to save and then
apply on the document.
 Writer provides six Style categories – Page, Paragraph, Character, Frame, List and
Table.
 Predefined Heading style(s) act as bookmarks in a document. These bookmarks
allow faster browsing in a document.
 These Style(s) tools can be accessed from Menu bar, Drop Down List and Side bar.
 Fill Format is used to style scattered – Pages, Frames, Tables, Lists, Paragraphs or
Characters in a document
 Writer allows creating custom style and saving them for future use.
 These new styles can be created using Selection method or Drag and Drop method.
 Drag and Drop method cannot be used to create a Page style.
 A user defined style once created, can be updated at any point of time. Steps used
for updating a style are same as creation of style.
 A document can be styled using another document or a template.

A. Multiple choice questions:

1. Which of the following features in LibreOffice Writer
is/are used to create the given document?
(a) Page borders (b) Envelope
(c) Picture from File (d) Indexes and Tables
2. Styles menu (from sidebar) in Writer provide options
to work on
(a) Paragraph Styles (b) Frame Styles
(c) Page Styles (d) All of the above
3. What is style template in LibreOffice Writer?
(a) Pre-determined form and mode of document file
(b) One kind of model style
(c) One type of document
(d) Cluster of documents in Writer
4. Which of the following gives the status of your document like page numbers,
number of pages?
(a) Status bar (b) Standard toolbar
(c) Formatting (d) Title bar
5. Which of the following can be used to access a style menu?
(a) F11 function key (b) Sidebar Menu
(c) Formatting toolbar (d) All of these

Ans. 1. (b) Envelope 2. (d) All of the above 3. (b) One kind of model style
4. (a) Status bar 5. (d) All of these

B. Fill in the blanks

1. A __________ is a collection of different formats
2. Proper use of styles improves __________ in a document
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3. The first five buttons at the top of the Styles window select the category of ______.
4. Using predefined __________ creates Bookmark in the document.
5. On opening a new file _________ Style is used for formatting the document.
6. In page layout documents, you can arrange __________ like text boxes and graphics.
7. Character styles are often integrated in __________ Style.
8. __________ allows to apply style at different places in the document.
9. Predefined Style __________ be updated by Drag and Drop method.

Ans. 1. Style 2. Consistency 3. Styles 4. Heading Style

5. Default 6. objects 7. Paragraph 8. Fill format
9. cannot

C. Short answer questions:

1. What are the different categories of styles in LibreOffice writer document?
Ans. Six Style categories in LibreOffice writer document are:
(a) Page Style: Page Style is used to defines basic page layout like page size, its
margin, placement of header and footer, footnote, borders and background.
(b) Paragraph Style: Paragraph styles includes tab stops, text alignment, line
spacing and borders, and can include character formatting. It controls all aspects
of a paragraph’s appearance.
(c) Character Style: Character styles allow changing the text colour, text size,
highlighting text and emphasising it. this styling is used to work on block of
letters, i.e. word(s) in the paragraph.
(d) Frame Style: Frame Styles is used to format a frame by specifying its size,
position, border and how the text is placed around the picture.
(e) List Style: List style is used to style lists by putting numbering or bullets of a
different kind or specify numeric format.
(f) Table Style: Table Style category allows to format a table by adding borders,
using different text or border colour(s), aligning text inside the table, having
different patterns or text colour.
2. Write down the steps to update a style.
Ans. Steps to update a style are:
1. Select the page/paragraph to be modified.
2. Format the selected portion as per the requirement.
3. Go to Style menu, and click on the button to update.
4. Using Style Action button, click on Updated Selected Style.
3. What do you understand by custom styles in writer?
Ans. Custom Style means user defined style. When existing styles specified by Writer
do not match our requirement, then a user can create Custom Style. There are two
ways to create a custom style:
1. From Selection
2. Using drag and drop
4. In a document Introduction paragraph is to be designed extensively by setting its
font (face, size, weight, colour), space above it and giving number to heading.
Given below are the steps used to do so.
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Ans.
(i) Select the Introduction (paragraph)
(ii) Open Font list from Toolbar
(iii) Select the font
(iv) Open Font size from Toolbar
(v) Select the desired font size
(vi) Select Font weight (Bold) from the toolbar
(vii) Open Font color from Toolbar
(viii) Select desired color
(ix) Using Format menu option, select Spacing > Paragraph > Indent and Spacing
(x) Edit space above paragraph
(xi) Add number by Selecting Numbered list from Toolbar.
5. Give two examples, where instead of Style, using manual formatting will be
beneficial.
Ans. Manual formatting is also called direct formatting. It is beneficial when
1. Only a small part of document needs to be formatted.
2. We are using character styles which allow us to change the appearance of a
part of a paragraph without affecting the other part.
6. Give one situation, in which you will prefer to use Fill Format for styling your
document.
Ans. Fill Format is useful when a same style is to be applied at many places scattered
in the document. Fill Format can be used to style scattered – pages, frames,
tables, lists etc. Fill Format is used to change appearance of paragraphs at
different places in the document using paragraph formatting.
7. Write steps to load style(s) from a template.
Ans. Steps to load style(s) from a template are:
1. Click on the Load Styles from the Style menu.
2. Load Styles dialog box open and choose the category of your document.
3. Find and select the desired template to copy styles from.
4. Also select the options for the types of styles to be copied, such as Paragraph and
Character styles, Frame, Page or List.
5. Click OK button.

Chapter 2. INSERT AND USE IMAGES IN A DOCUMENT

A picture is a digital image, which is representation of image in finite set of digital values
0 or 1, known as pixels. These are stored in various types of graphics files with the file
extension, such as GIF, JPG, JPEG, PNG, BMP, etc.

Inserting an Image in a Document

The image file stored in the computer, can be inserted into a document using different
ways, which are given below:
1. Using Insert Image dialog.
2. Using Drag and Drop option
3. Using Cut, Copy and Paste option
4. By Linking
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1. Inserting Image Using Insert Image Option
Steps to insert an image using Insert Image dialog box, is given below
 Open the document and click on Insert > Image from menu bar.
 An Insert Image dialog box will open which will allow to choose the picture file to be
inserted.
 Select the file and click on Open button to insert an image in document.

2. Inserting Image Using Drag and Drop Option

Steps to insert an image using drag and drop option are:
 Open the document to insert an image in LibreOffice Writer.
 Open a file browser window (Win+E) and select the image file to be inserted.
 Drag the image into the document and drop it, where you want it to appear in the
document.

3. Inserting Image Using Copy and Paste Option

Steps to insert an image using copy paste option are:
 Copy the image, which is to be inserted.
 Open the document and paste it wherever required.

NOTE: Inserting an image using any of the above described method saves a copy of image
file in the document wherever image is inserted, that means, the image gets embedded in
the document.

4. Inserting an Image by Linking

If multiple copies of the same image are required to be inserted in the document, it is
beneficial to save the link of image instead of inserting the image. Inserting a link, stores
its reference instead of the image itself, thereby reduces the size of the document.
To link the image file check the Link option in Insert Image dialog box
Keyboard shortcut to link an image – drag and drop the image while holding the Ctrl+Shift
keys.

Modifying an Image in a Document

We can modify the image inserted in the document according to our requirement. The
Image toolbar is used to resize, crop, delete and rotate the image.

Using the image toolbar

The image toolbar automatically appears when an image is inserted or selected in the
document. If you want to keep it always on screen, click on View > Toolbars > Image from
the menu bar. The various tools available on Image toolbar is shown below.

Flip Horizontally Flips the image Horizontally by 180o.

Flip Vertically Flips the image Vertically by 180o.

Rotate 90o left Rotates the image by 90o left.

Rotate 90o right Rotates the image by 90o right.

Rotate Image can be rotated by any angle using this tool.

Makes an image transparent by using the value provided in
Transparency
percentage.
Red, Blue or Green colour can be modified or adjustment for
Colour
brightness, contrast and gamma can be made

Clicking on the colour button will display the colour drop down list as
shown above.
It consists of six components in the drop down list.
The first components represent the three primary colours Red, Green
and Blue, respectively.
The fourth component represent the Brightness, fifth component
represent the Contrast and last sixth component represent the Gamma

Clicking on Image Filter opens up a window with 11 filters, as

shown below.

Following table gives the brief description of various tools available in the Image Filter
window

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Tool Name Description
Invert Inverts the colour values of coloured image. In case image is gray-scale
then its brightness is inverted.
Smooth Softens the contrast of image. Another dialogue box appears to adjust
parameter.
Sharpen Increases the contrast of image
Remove Noise Removes single pixels from the image
Solarisation Used in Photographs to reverse the tone. Dark appears light and light
appears dark.
Another dialogue box appears to adjust parameter
Aging Simulates the effect of time on picture. On clicking it, another dialogue
box appears to adjust parameter
Posterise Makes a picture appear like painting by reducing colours in the image.
Another dialogue box appears to adjust parameter, when this icon is
clicked.
Charcoal Changes image as charcoal sketch
Sketch
Relief Adjusts light source to create shadow using dialogue box to adjust
parameter
Mosaic Joins group of pixels into a single area of one colour. Another dialogue
box appears to adjust parameter.

Resizing an Image in a Document

Resizing is the process of reducing or enlarging the size of the image. Quick and easy way
to resize an image is by dragging the image’s sizing handles. Steps are
1. Click on the image and observe the eight sizing handles surrounding the image.
2. Position the pointer over one of the sizing handles and drag to resize the image.
3. Release the mouse button when satisfied with the new size.

NOTE: By dragging the corner handles, one can resize both the width and the height of
the image simultaneously, while the other four handles only resize one dimension at a
time.

Deleting an Image in a Document

To delete the image, just select the image by clicking on the image and press the Delete
key.

Drawing Objects
If you need to draw a flowchart or a callout box in your document, LibreOffice Writer
provides the feature of drawing tools for such work.
To display Drawing Toolbar in the Writer window, click on View > Toolbars > Drawing. The
toolbar contains various basic drawing objects of different types to create any design.

Rectangle rounded
Right angle triangle
Circle Symbol (list) Flowchart (list)
Polygon
Star (list)
Square Fontwork
Curve (list)

Select
Curve Oval Call Out (list)
Insert Line Points
Rectangle
Lines & Arrows (list) Arrow (list) Call outs
Isosceles triangle
Toggle Extrusion
Basic shapes (list) Text Box
Steps to design are:
1. Place the cursor in the document where you want the drawing to be placed.
2. Select the tool from the Drawing toolbar.
3. Click-and-drag to create the drawing object in the document.
4. Release the mouse button to finish drawing.
NOTE: To cancel the selected drawing function, press the Esc key or click the Select icon
(the arrow) on the Drawing toolbar.

Setting or Changing properties of Drawing Object

Writer provides tools in Drawing
Object Properties toolbar for changing
properties, i.e. customising an object.
Properties of the object can be
modified or edited, either at the time
of its creation, i.e. before you start
drawing them or after its creation. When properties are modified before creation, it is
known as setting default value(s).
Drawing Object Properties Toolbar is displayed when we select the object. It is a floating
toolbar, and can be placed anywhere on the screen. To set the properties before drawing
the object, follow the given steps:
1. Select the object from the Drawing toolbar.
2. Change the various properties of object from Drawing Object Properties Toolbar.
3. Draw the selected object on the document.
4. To set the properties after drawing the object, follow the given steps
5. Select the object in the document whose properties are to be modified.
6. Change the various properties of object from Drawing Object Properties Toolbar.

Resizing Object
Sometimes we want to change the size of drawing object to accommodate it at a particular
place in the document. Steps to resize a drawing are given below:
1. Select the object to be resized.
2. All eight handles on the corners and edges will be visible.
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3. Drag the required handle to change the shape and size.
NOTE: For resizing and maintaining original shape of drawing, use corner handles. Using
edge handles will resize drawing non-proportionally.

Grouping Objects
LibreOffice Writer allows grouping of different objects, to behave as a single entity. Once
grouped, all shapes belonging to that group become its member and a change applied on
one member works on all. Follow the given steps to group the drawing objects.
1. Select the object by clicking over it.
2. Hold the Shift key and keep on selecting all other objects by clicking on it.
3. Select a group tool from Drawing Object Properties Toolbar. Alternatively, selecting
from main menu Format > Group > Group will also do same work.
NOTE: There are four options under Group option. These are Group, Ungroup, Enter
Group, Exit Group. These options are also present in the Drawing Object Properties
Toolbar.
Positioning image in the text
Positioning of an image is controlled by four settings.
1. Arrangement
2. Anchoring
3. Alignment
4. Text Wrapping
These settings can be accessed using three ways –
1. Using Format menu.
2. Using context menu after right clicking on the object.
3. Using Drawing Object Properties Toolbar.
Let us learn how to use Drawing Object Properties Toolbar to position a drawing in the
page.
1. Arrangement: In Overlapping objects, arrangement determines the position of the
current drawing with respect to other drawings or text. The Drawing Object
Properties toolbar consists of the six arrangement tools which are briefly explained
below.

Image arrangement tools in Drawing Object Properties

Description of Image arrangement tools

Tool Effect
Bring to Front Place image on top of all objects / images
Forward One Bring image one level up, when there are overlapping images
Back One Sends image one level down in overlapping images
Send to Back Place image at the bottom of all objects/images
To Foreground Moves the drawing object in front of the text
To Background Moves the drawing object behind the text

2. Anchoring: It acts as a reference point for image or drawing. Anchoring allows an

image to retain its position to a page, paragraph, character or frame.

Anchored tool with its options

3. Alignment: It allows the vertical or horizontal placement of the image with respect to
its anchor. An image can be aligned in six different styles – 3 horizontal and 3
vertical.

Alignment tools in Drawing Object Property toolbar

4. Text Wrapping: It allows the placement of image in relation to text. Text Wrapping
tools are available under Drawing Object Properties Toolbar. There are six choices
which are briefly explained below.

Text wrapping tools in Drawing Object Properties toolbar

Description of Text Wrapping tools

Tool Wrapping Effect

Wrap off Text is placed above and below the image

Text flows around the image. Moving an image

Page Wrap
will rearrange the text on the page

In Page Wrap, if the space between image and

Optimal Page wrap margin is less than 2 cm then text will not be
placed on that side

Wrap left Text is placed on left side of the image

Wrap right Text is placed on the right side of the image

Wrap through Superimposes the image on the text

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SUMMARY
• In a digital document, a graphic or image is called digital image.
• A digital image is represented in pixels.
• Predefined image can be inserted using Drag-Drop method, Copy-Paste method or
using Insert Image dialog box.
• Inserting an image embeds a copy of the image in the document.
• An image can be linked to a document using Insert Image dialog box.
• Linking an image saves only the link of the image instead of embedding the image.
This saves space in case multiple copies of the same image are required.
• Image Toolbar can be used to modify an image. Tools for filtering, resizing,
cropping, deleting and rotating an image are available in this toolbar.
• Drawing Tools are used to create pictures (objects), such as Flowchart, Call out box,
designs, etc.
• Properties of Object can be customised by resizing, rotating, moving or editing.
• Drawing object properties can be modified either at the time of creation (when you
start drawing) or after its creation.
• Properties when modified before creation, is known as setting Default values.
• An object drawn using different shapes, can be grouped to behave as single object.
• Writer provide various tools to arrange text and image or drawing on a page.

A. Multiple choice questions.

1. The text or image which appears faintly in the background of a page is called ____.
(a) Water mark (b) Trade mark (c) Copyright (d) Embossing
2. JPG or JPEG in image format stands for _________________.
(a) Joint Photographic Experts Group (b) Joint Picture Experts Group
(c) Joint Photographic Experts Graph (d) Joint Photographic Experts General
3. In Drawing Object Properties toolbar, Grouping options provided are ________.
(a) Exit Group (b) Ungroup (c) Enter Group (d) All of these
4. Which of the following is not the correct file extension for an image file?
(a) GIF (b) JPEG (c) odt (d) PNG
5. Image toolbar does not provide a tool for _________________.
(a) filtering (b) cropping (c) copying (d) flipping

Ans. 1. (a) Water mark 2. (a) Joint Photographic Experts Group 3. (d) All of these
4. (c) odt 5. (c) copying

B. Fill in the blanks.

1. _________ tool cuts off non-desirable part of the image.
2. To change both brightness and contrast of the image ___ tool can be used.
3. To simulate the effect of time on picture _____________ tool is used.
4. _________ place image at the bottom of all objects.
5. An image can be deleted by _____ it and pressing DELETE key.
6. In drawing tools, basic shapes list provide ____________ shapes.
7. Anchor act as __________ point for a drawing.
8. There are ________________ options for aligning an image horizontally.

Ans. 1. Crop 2. gamma correction 3. Ageing 4. Send Back 5. Selecting

6. 25 7. Reference 8. Three 9. Corner 10. before its

C. Short answer type questions.

1. What is a digital image? How can you create one?
Ans. A picture is a digital image, which is representation of image in finite set of digital
values 0 or 1, known as pixels. These are stored in various types of graphics files
with the file extension, such as GIF, JPG, JPEG, PNG, BMP, etc.
Digital Image can be created by using
 photo editing software such as paint, photoshop, CorelDraw, etc,.
 by clicking photo by using digital camera, smart phone camera, etc.
 by taking screen shot, etc.
 For ex, you can take a photo with a digital camera, and transfer it in a computer to
use as an image.
2. Write steps to insert an image from the gallery using Drag and Drop method.
Ans. The standard procedure is just drag the image from its source and drop it at
desired position in the document.
A general procedure to insert an image using drag and drop option, are –
1. Open the document to insert an image.
2. Open a file browser window (Win+E) and select the image file to be inserted.
3. Drag the image into the document and drop it, where you want it to appear
in the document.
3. How is resizing of image different from cropping it?
Ans. Resizing is the process of reducing or enlarging the size of the image. Resizing the
image is required when we want to fit an image at the desired place in a document.
Cropping cuts off or remove the non-desirable part of the image.
Resizing the image its size gets changed, but while cropping the image cuts it.
4. What are the tools available in drawing toolbar? Describe any five tools.
Ans. There are many tools available in drawing toolbar. Select, Lines & Arrows, Curve,
Polygon, Rectangle, Square, Oval, Circle, Isosceles triangle, Right angle triangle,
Basic Shapes, Symbol, Arrow, Star, Flowchart, Callouts, Text box, Fontwork,
Points, Toggle Extrusion.
Five of them are explained below:
i. Basic Shapes: This tool help us to draw the square, rectangle, triangle etc.
ii. Symbol Shapes: This tool help us to draw cloud, moon or smiley face etc.
iii. Stars and Banners: This tool help us to draw various types of stars like four point
star, five point stars etc.
iv. Line and Arrows: This tool help us to draw Line ends with arrow, Line with
arrow/circle, Line with arrow/square. etc.
v. Insert line: This tool help us to draw a straight line by holding shift key and drag.

5. How is linking of an image different from embedding? Give a situation in which you
would prefer to link an image.
Ans. Difference between linking and embedding of image:
Linking Embedding
The image isn’t actually included in The image becomes the part of the
the document document
Changes in the original image file will Changes in the original image file
also affect the linked image in the does not affect the embedded image
document. in the document.
Does not increase the size of the Increases the size of the document
document
We prefer to link an image when the size of the image is too large.
OR

Linking of an image means stores its Embedding of an image means

reference instead of the image itself, inserting (adding) the image in to the
there by reduces the size of the writer document, in this case the size
document, because actual image is of file increased by the size of image
saved only once as a separate file file.
along with the document.
Linking is useful when it is required to insert multiple copies of the same
image in a document. It is beneficial to save the link of image instead of
inserting the image.

6. Write steps to change properties for drawing objects.

Ans. Properties of the object can be modified or edited, either at the time of its creation,
i.e. before you start drawing them or after its creation.
To set the properties before drawing the object, follow the given steps:
1. Select the object from the Drawing toolbar.
2. Change the various properties of object from Drawing Object Properties
Toolbar like fill color, line style etc.
3. Draw the selected object on the document.
OR
To set the properties after drawing the object, follow the given steps:
1. Select the object in the document whose properties are to be modified. A
Drawing Object Properties Toolbar is displayed.
2. Change the various properties of object like fill color, line style etc. from
Drawing Object Properties Toolbar.
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7. What are the benefits and drawbacks of grouping drawing objects?
Ans. Benefits of grouping drawing objects are:
 Grouping combines all different shapes to behave as a single entity without
affecting its size and position.
 Grouping helps in moving and resizing all object in all together.
 Once grouped, all shapes belonging to that group become its member and a
change applied on one member works on all.
Drawbacks of grouping drawing objects are:
 Making changes to a single part of a grouped object can be time-consuming as
they may require ungrouping, modifying, and then regrouping.
 After grouping it is not easy to delete any one drawing object.
 It is not easy to change the size and position of any one drawing object.
8. Describe any four tools from Drawing Object Properties toolbar.
Ans. Drawing Object Properties toolbar is having several tools. These are:
i. Area Style/Filling: Use to change the area filling style i.e. color, gradient,
pattern, hatching, bitmap, etc.
ii. Rotate: Helps in rotating object as per the requirement.
iii. Fill Color: Helps in changing the filled color of any shape.
iv. Line Color: To change the color of line of a drawing object.
v. Caption: To the caption with the drawing object.
vi. Line Thickness: This tool allows us to select the thickness for the line of a
selected drawing object.
9. Write steps to insert an image in a basic drawing shape.
Ans. Step1. Select the basic drawing shape.
Step2. Right click and select the Area option
Step3. Under the Area dialog box, Click on Image tab.
Step4. Select the image under the Image option.
Step5. Click on Ok.
10. Write factors controlling positioning of an image in a document.
Ans. Positioning of an image is controlled by four settings.
1. Arrangement 2. Anchoring
3. Alignment 4. Text Wrapping
These settings can be accessed using three ways –
 by using Format menu,
 by using context menu after right clicking on the object,
 by using Drawing Object Properties Toolbar for changing the properties of the
drawings.
1 . Arrangement: It determines the position of the current drawing with respect to
other drawings or text.
2. Anchoring: It acts as a reference point for image or drawing. Anchoring allows an
image to retain its position to a page, paragraph, character or frame.
3. Alignment: It allows the vertical or horizontal placement of the image with respect
to its anchor.
4. Text Wrapping: It allows the placement of image in relation to text.

Steps to create a document with template

 Create a new document from File > New > Templates…
 A template selection window will be displayed.
 Select a template, for example, select the first template ‘Modern business letter’ and
click on Open.
 How to check the template name of the created document?
 Click on File > Properties and see the template name under Template caption in the
Property dialog box.

Using In-built/Saved Templates

Steps to use a predefined template to style a document.
1. Open the new document in LibreOffice Writer.
2. From main menu bar, select File > Templates Manage Templates.
3. The Templates dialog box will be displayed, showing a list of all available templates.
4. Select the desired template and click Open button.

Creating a Template
Steps to create and save a template in Writer are
1. Open the document in LibreOffice Writer whose template is to be created.
2. Select File > Templates > Save. The Save As Template dialog box appears.
3. Type the name of the new Template in Template Name text box.
4. Select the category.
5. Select Set as default template checkbox to make the current template as the default
template.
6. Click Save button to save the template.
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Editing a Template
Steps to edit a template are:
1. Click File > Templates > Manage Templates.
2. The Templates dialog box will be displayed.
3. Right click on the template file that has to be edited and select the Edit option.
4. The template file will be opened. Make the desired changes and save the file.

Setting Up a Custom Default Template

Any template can be set as a default template. Steps are:
1. Open the Templates dialog box.
2. Right click on the template that you wish to set as the default template.
3. From the popup menu, select option Set as Default.
Applying Templates to a Blank Document
Steps to apply template to a blank
document are given below
1. Open a new document in
LibreOffice Writer.
2. Open the Templates dialog
box.
3. Select the desired template.
4. Copy the entire content of the
template.
5. Paste the copied content of the
template to a blank document
6. Add or delete the content as
desired and save it.

SUMMARY
 A template is a preset layout that helps to create professional and/or formal
documents easily.
 In a template we can create and save defined headings, text formats, styles, page
numbers, headers and footers.
 The new documents created from these templates have the same content segregation,
formatting features and appearance as that of the applied templates.
 To create a new document with a template, select File > New > Templates …
 To create and save your own template, select File > Templates > Save.
 Any template can be set as a default template.

A. Multiple choice questions.

1. Which of the following is NOT true about templates?
(a) The styles and formatting features can be reused.
(b) LibreOffice provides online templates
(c) We cannot create our own templates.
(d) None of these
2. Which of the following is the shortcut key to open the Templates dialog box?
(a) Ctrl+Alt+N (b) Shift+Ctrl+N (c) Ctrl+Alt+T (d) Shift+Alt+T
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3. Which of the following is the shortcut key to select he entire document?
(a) Ctrl+S (b) Ctrl+A (c) Ctrl+D (d) Ctrl+B
4. Which of the following is the correct sequence of options to open the Templates
dialog box?
(a) File > Manage Templates > Templates
(b) File > Templates > Manage Templates
(c) Insert > Templates >Manage Templates
(d) Insert > Manage Templates > Templates

Ans: 1. (c) We cannot create our own templates. 2. (b) Shift+Ctrl+N

3. (b) Ctrl+A 4. (b) File>Templates>Manage Templates

B. Fill in the blanks.

1. A _________ is a preset layout that helps us to create professional and formal
documents easily.
2. The default template in Writer is ____________.
3. To find the template that is being used in the current document, select ________
option from the File menu.

Ans: 1. Template 2. Blank Document template 3. Properties

C. State whether the given statements are True or False.

1. A single template can be used for multiple documents.
2. A template cannot contain graphics.
3. All documents in Writer are based upon templates.
4. A template once created can be edited again and again.

Ans: 1. True 2. False 3. True 4. True

D. Answer the following questions.

1. What do you mean by category in Save As Template dialog box?
Ans. A category is just like a folder that helps to organise the templates. Some of the
categories that can be seen in the dialog box are My Templates, Business
Correspondence, Online Business Documents and Presentations.
2. Give any one advantage of using a template for your document.
Ans. Advantages of template are:
1. Templates help in saving time.
2. Templates help in simplifying the creation of document.
3. Formatting the object in all documents is easy.
4. Adding of content such as logo, heading, image, etc. is easy.
5. It makes uniformity in style.
6. Creating project report, resume, etc. becomes easy.
3. Name any two categories of templates.
Ans. Two categories of templates are: (Write any two)
1. Business Correspondence
2. Personal Correspondence and Documents
3. Drawings
4. Presentations
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Chapter 4. CREATE TABLE OF CONTENTS
Introduction
LibreOffice Writer is a word processor that provides a variety of features. To give the listing
of the contents of the document, we can use the Table of Contents feature, which is based
on different types of heading styles. LibreOffice Writer also provides templates to create
professional documents. When multiple users are working on a single document, the Track
Changes feature can be used to keep a track of the editing being done by each user.

Table of Contents
Table of Contents, allows to insert an automated table of contents in a document. The
entries or contents of this table are automatically taken from the headings and sub
headings of the document. Also, by clicking on any topic in the table of contents, we can
navigate directly to the selected topic.

Hierarchy of Headings
LibreOffice Writer supports up to 10 levels of headings H1 to H10. These headings are
applied to the headings of the document.

Hierarchy of 10 Headings Document after applying 10 Headings

Creating a Table of Contents(ToC)

Before inserting the table of
contents or ToC in a document,
you must ensure that proper
heading styles, such as Heading 1,
Heading 2, Heading 3 and so on
are inserted in the document.

Steps to insert the TOC in the

document are:
1. Open the document.
2. Assign proper heading styles
to the various headings in
the document from the
Styles dialog box.
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3. Place the cursor at the position where the table of contents is to be inserted.
4. From main menu, select Insert > Table of Contents and Index > Table of Contents,
Index or Bibliography.
5. The Table of Contents, Index and Bibliography dialog box will be displayed.

6. Type the title of the Table of content and click OK.

NOTE: All the headings will appear

with page numbers in the ToC. The
entries in the ToC are hyperlinked.
Pressing Ctrl+click the cursor will
directly move on to the selected
section heading.

Customisation of Table of Contents (ToC)

Right click anywhere on the ToC and select Edit
Index option from the popup menu.
The Table of Contents, Index or Bibliography
dialog box open. This dialog box has five tabs
Type, Entries, Styles, Columns and
Background. The options in these tabs can be
used to edit the table in various ways:
 Type Tab: is active by default after opening
the Table of Contents, Entries or
Bibliography dialog box.
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 Entries Tab: contains options to set styles for various entries in the ToC.
 Styles Tab: contains options to apply the desired styles to the text of each level in
the table of contents.
 Columns Tab: contains options to set the number of columns that we want to have
in our ToC.
 Background Tab: contains options to change the background of the ToC. The
current background color will be displayed in the Active Color window.

Selecting Entries Tab in Table of Contents, Index or Bibliography dialog window

Steps to apply a custom paragraph style to any level

1. Click and select the level from the Levels list box.
2. Click and select the desired paragraph style from the Paragraph Styles list box.
3. Click OK button to apply the selected styles.

NOTE: To remove the applied paragraph styling, select the desired level in the
Levels list box, and then click the Default button.

Steps to change the background color of ToC

1. Right click on ToC and choose Edit
index from the drop down menu.
2. Click on background tab from the
dialog box.
3. Click the Color button on the top of the
dialog box.
4. Select the desired color from the Colors
palette. The selected color will appear in
the New color window.
5. Click OK to apply the desired color to
the ToC.

Steps to add a graphic/image as a background of the ToC.

1. Right click on ToC and choose Edit index from the drop down menu.
2. Click on background tab from the dialog box.
3. Click on Bitmap button in the Background tab of the dialog box.
4. Select the desired graphic option and click OK button.

Maintaining a Table of Contents(ToC)

Maintaining a Table of Contents means to update (If any changes are made to the
document section headings or page numbering) or delete the ToC.

Updating the ToC : Steps to update ToC are

Right click on ToC and choose Update index from the drop down menu.
Writer updates the ToC so as to reflect any changes made in the document into ToC

Deleting the ToC : Steps to delete ToC are

To delete the ToC, right click on the table and select Delete Index option from the pop-up
menu. The ToC will be deleted

SUMMARY
 A Table of Contents (ToC) contains a list of topics and subtopics that have been
covered in the book along with page numbers.
 A ToC in Writer allows to insert an automated table of contents in a document.
 The contents in the ToC are hyperlinked in the table.
 LibreOffice Writer supports up to 10 levels of headings H1 to H10.
 To insert a ToC, select Insert > Table of Contents and Index > Table of Contents, Index
or Bibliography.
 To add a graphic as a background of the ToC, select the Bitmap button in the
Background tab of the Table of Contents, Index or Bibliography dialog box.
 Once inserted, a ToC can be edited or deleted from the document.

A. Multiple choice questions.

1. Which of the following is NOT true about Table of Contents, Index or Bibliography
dialog box?
(a) It has five tabs
(b) On the Type tab, by default, the checkbox for Protected against Manual
Changes option will be selected.
(c) The Styles tab contains options to change the background colour.
(d) None of these

Ans: 1. (c) It has five tabs 2. (d) Type 3. (c) Styles 4. (c) Both a and b

B. Fill in the blanks.

1. To navigate to the topic from the ToC, press ______ key while clicking the mouse
button on that topic.
2. To remove the applied paragraph styling in the ToC, select the outline level in the
Levels list box, and then click the _______ button.
3. If the checkbox for_______ option is selected, the ToC is protected from any
accidental change.
4. To update the ToC manually, right click and select _______option from the pop up
menu.
5. The __________ tab contains options to set the number of columns that we want to
have in our ToC.

Ans: 1. Ctrl 2. Default 3. Protected Against Manual Changes

4. Update Index 5. Columns

C. State whether the given statements are True or False.

1. The topics in Table of Contents are hyperlinked.
2. The Table of Contents in LibreOffice Writer can be updated automatically.
3. TABLE of Contents can be inserted even if the section headings are not styled.
4. Once a ToC is created, it cannot be edited.
5. We cannot add a graphic as a background of ToC.

Ans: 1. True 2. False 3. False 4. False 5. False

D. Answer the following questions.

1. What is the need of table of contents?
Ans. The table of contents provides the listing of the document’s contents. It provides a list
of headings and subheadings along with page numbers. These contents are
hyperlinked in the table. So by clicking on any topic in the table of contents, we can
navigate directly to the selected topic. A table of contents is a snapshot of the entire
document at any given point in time.

3. Name the five tabs present in the Table of Contents, Index or Bibliography dialog box.
Ans. Five tabs present in the Table of Contents, Index or Bibliography dialog box are:
1. Type 2. Entries 3. Styles 4. Columns 5. Background

4. What do you mean by customization of ToC?

Ans. Customization of ToC means to modify the existing ToC according to our
requirement like
1. We can change the Title of the ToC
2. We can insert/change Colour or Image as background of ToC.
3. We can change the Style of ToC.
All of the above and other customization can be done by right click on ToC and click
Edit Index option from the drop down / popup menu. During the Customization of
ToC, you can change the Title text, Entries, Styles, Number of Columns, and
Background of the Table of Contents.

5. How headings and sub-headings of a document differentiated in ToC?

Ans. In LibreOffice, Heading styles play a vital role in the creation of a table of contents. The
correct ToC will be generated only if proper paragraph styling for headings is applied
to the document. Headings and sub-headings in a Table of Contents (ToC) are
differentiated based on the hierarchy of headings applied to the document’s sections.
LibreOffice Writer supports up to 10 levels of headings H1 to H10. These headings are
applied to the headings of the document. Heading 1 means main heading, Heading 2
is the sub-heading of Heading 1, Heading 3 is the sub-heading of Heading 2, and so
on.
Once the desired heading styles are applied in the document, the same hierarchy will
be reflected in the table of contents also.

Chapter 1. ANALYSE DATA USING SCENARIOS AND GOAL SEEK

Introduction
Data Analysis a is the process to extract useful information for making effective decisions.
The spreadsheet is one of the best software used for data analysis. The spreadsheet
component in LibreOffice known as Calc includes several tools for data analysis.

Consolidating Data
Consolidate is a function used to combine
information from multiple sheets of the
spreadsheet into one place to summarize the
information.

We need to check the following before

consolidating data
Data types of the data which we want to
consolidate should be same in all spreadsheet.
We should match the labels from all the sheets
which are used for consolidating.
The first column should be same in all spreadsheet on the basis of which the data is to be
consolidated.

Steps to consolidate the data are as follows:

1. Open the spreadsheet which has the data to be consolidated.
2. Open the consolidate dialog box by Clicking Data > Consolidate.
3. Choose the required function from the drop-down list. like Sum, Average etc.
4. Add the ranges from the sheets which is to be consolidated.
5. Select the cell under ‘Copy results to’ where we want to display result.
6. Select the appropriate checkboxes under options and click on OK button.
Note the following:
‘Consolidate by’ has two options Row labels and Column labels. Check row label or
column label or both if you want to consolidate it by matching the label.
If Link to source data is checked, then it will keep on updating the data of the Consolidate
sheet automatically if there is any change made in the selected ranges.

Groups and Outline

1. Group and Outline in Calc is used to create group of rows and columns together so
that one can collapse (-) to hide it or expand (+) it using a single click on it.
2. Select the data to be grouped, click on Data>Group and Outline>Group. Choose
Rows or Columns on the basis of which you want to group the data and click OK

NOTE: Shortcut to group data is F12 and to ungroup data is Ctrl + F12.
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Subtotals
The Subtotal tool in Calc creates the group automatically and applies common functions
like sum, average on the grouped data. We can use any type of function for each column
as per the requirement of data analysis.
Steps for applying Subtotal are given below
1. Open the spreadsheet and Click on Data menu and choose Subtotals.
2. Choose the column in the Group by list which is to be used for grouping the data.
3. Select the column by clicking the checkbox under Calculate subtotals for to create
subtotals.
4. Select the desired function. (By default function is Sum)
5. Click on OK button.

NOTE: Columns should have label(column heading) on which we are applying Subtotal.
After performing subtotal, you can see outline to the left of the row numbers. This outline
shows the hierarchical structure where we can expand or collapse the data by clicking on
‘+’ or ‘-‘ sign respectively.
If you want to remove the outline feature then click on Data > Group and Outline >
Remove Outline.

What-if Scenarios
What-if scenario is a set of values that can be
used within the calculations in the
spreadsheet.
It can be used in the beginning of any project
to optimise the output. This tool is used to
predict the output while changing the inputs
and thus one can choose the best plan.
Steps to create scenario are given below:
1. Select the cells which contains values in
the sheet that needs to be changed.
2. Choose Tools>Scenarios.
3. Enter a name for the new scenario.
4. Click on OK button

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What-if Analysis Tool
What-if tool uses Data > Multiple Operations and is a planning tool for what-if questions.
The Multiple Operations tool creates a formula array to display the list of results on a list
of values used in the formula.
This tool uses two arrays of cells, one array contains the input values and the second
array uses the formula and display the result. What-if analysis tool is very helpful to
know how much profit we earn for a particular product for a series of selling units.
Following steps are used for what-if analysis tool:
1. Enter the data in the cells and then enter a formula to calculate a result from the
data entered.
2. Create an array of input values on the basis of which the output is to be generated.
3. Select the cell range of input array and output array.
4. Click on Data>Multiple Operations
5. Enter the cell address where we applied formula in the dialog box.
6. Enter the address of variable cell.
7. Click on OK

Goal Seek
In general we fill in the values in the cells and then create formula on these values to get
the required result. Goal seek helps in finding out the input for the specific output.

For example: A student has received marks in 4 subjects and has to appear for the 5th
subject and plans an aggregate as 70. So, he can use goal seek tool to check how many
marks he has to score in the 5th subject to get the required percentage.
Steps for Goal Seek are given below:
1. Enter the values and write the formula
in the cell.
2. Choose Tools > Goal Seek.
3. Enter the address of cell in the “formula
cell” box.
4. Enter the address of cell whose value is
to be predicted or unknown in “Variable
cell” box.
5. Enter the target value and click on OK.

Solver
Opens the Solver dialog. A solver allows you to solve mathematical problems with multiple
unknown variables and a set of constraints on the variables by goal-seeking methods.
To access this command...
Choose Tools > Solver.
Solver settings
Target Cell
Enter or click the cell reference of the target cell. This field takes the address of the cell
whose value is to be optimized.

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Optimize results to
 Maximum: Try to solve the equation for a maximum value of the target cell.
 Minimum: Try to solve the equation for a minimum value of the target cell.
 Value of: Try to solve the equation to approach a given value of the target cell.
Enter the value or a cell reference in the text field.
By Changing Cells
Enter the cell range that can be changed. These are the variables of the equations.
Limiting Conditions
Add the set of constraints for the mathematical problem. Each constraint is represented
by a cell reference (a variable), an operator, and a value.
 Cell reference: Enter a cell reference of the variable.
Click the Shrink button to shrink or restore the dialog. You can click or select cells
in the sheet. You can enter a cell reference manually in the input box.
 Operator: Select an operator from the list. Use Binary operator to restrict your
variable to 0 or 1. Use the Integer operator to restrict your variable to take only
integer values (no decimal part).
 Value: Enter a value or a cell reference. This field is ignored when the operator is
Binary or Integer.
 Remove button: Click to remove the row from the list. Any rows from below this
row move up.

You can set multiple conditions for a variable. For example, a variable in cell A1 that must
be an integer less than 10. In that case, set two limiting conditions for A1.
Example: Sum x1 through x4 in a formula, and then add the requirement to the solver
that the result equals 1. For example, put this in E5:
=SUM(E1:E4)

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A. Multiple-choice questions.
1. Which of the following feature is not used for data analysis in spreadsheet?
(a) Consolidating data (b) Goal Seek
(c) Subtotal (d) Page layout
2. Which of the following office tool is known for data analysis?
(a) Writer (b) Calc (c) Impress (d) Draw
3. Which of the following operations cannot be performed using LibreOffice Calc?
(a) Store and manipulate data (b) Create graphical representation of data
(c) Analysis of data (d) Mail merge
4. What is the extension of spreadsheet file in Calc?
(a) .odb (b) .odt (c) .odg (d) .ods
5. The default function while using Consolidate is ________.
(a) Average (b) Sum (c) Max (d) Count
6. Group by is used in ______ tool to apply summary functions on columns.
(a) Consolidate function (b) Group and Outline
(c) What-if scenario (d) Subtotal tool
7. Which tool is used to predict the output while changing the input?
(a) Consolidate function (b) What-if scenario
(c) Goal seek (d) Fine and Replace
8. Which of the following is an example for absolute cell referencing?
(a) C5 (b) $C$5 (c) $C (d) #C
9. _______ analysis tool works in reverse order, finding input based on the output.
(a) Consolidate function (b) Goal seek
(c) What-if analysis (d) Scenario

Ans. 1 (d) Page layout 2 (b) Calc 3 (d) Mail merge 4 (d) .ods
5 (b) Sum 6 (d) Subtotal tool 7 (b) What-if scenario 8 (b) $C$5
9 (b) Goal seek

B. State whether the following statements are True or False.

1. Consolidate function is used to combine information from two or more sheets into
one.
2. The Consolidate function cannot be used to view and compare data.
3. Link to source data is checked updates the target sheet if any changes made in
the source data.
4. Using subtotal in Calc needs to use filter data for sorting.
5. Subtotal tool can use only one type of summary function for all columns.
6. Only one scenario can be created for one sheet.
7. What-if analysis tool uses one array of cells.
8. Goal seek analysis tool is used while calculating the output depending on the
input.
9. The output of What-if tool is displayed in the same cell.

Ans. 1) True 2) False 3) True 4) False 5) False 6) False

7) False 8) False 9) False

Ans. 1) summarize 2) consolidate 3) Subtotal 4) Subtotal

5) What-if 6) What-if tool 7) two, formula and display output
8) Goal seek

D. Answer the following questions.

1. Define the term ‘What-if analysis’.
Ans. What-if tool uses Data > Multiple Operations and is a planning tool for what-if
questions. In this, the output is not shown in the same cells, whereas it uses a
drop-down list to display the output depending upon the input.
The what-if analysis tool uses two arrays of cells, one array contains the input
values and the second array uses the formula and display the result.

2. Give one point of difference between ‘What-if scenario and What-if tool’.
What-if scenario is used to explore and compare various alternatives depending
on changing conditions. It allows you to create different scenarios on the same
sheet, each with some different values. It can be used in the beginning of any
project to optimize the output. This tool is used to predict the output while
changing the inputs which reflects the output and thus one can choose the best
plan of action based on it.

What-if tool uses Data > Multiple Operations and is a planning tool for what-if
questions. This feature is used to explore and compare various outcomes based
on changing conditions. It’s particularly useful for financial modelling and
forecasting. This tool uses two arrays of cells, one array contains the input values
and the second array uses the formula and displays the result. A what-if analysis
tool is very helpful when we want to know how much profit we earn for a particular
product for a series of selling units. In this, the output is not shown in the same
cells, whereas it uses a drop-down list to display the output depending upon the
input.

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3. Give any two advantages of data analysis tools.
Ans. Advantages of data analysis tools.
• Data analysis tool is used to retrieve, correlate, explore, and visualize the data.
• Data analysis tool is used to identify patterns, trends, and relationships.
• Data analysis tool is used to analyse the data and interpret the result from it.
• Data analysis is very useful in the beginning of any project to optimize the
output.
• Data analysis is used to predict the output while changing the inputs which
reflects the output and thus one can choose the best plan of action based on it.
4. Name any two tools for data analysis.
Ans. Tools used for data analysis are
• Consolidating Data
• Groups and Subtotals
• What-if Scenarios
• Goal Seek
• What-if Analysis Tool
5. What are the criteria for consolidating sheets?
Ans. Criteria for Consolidation Sheets are
• Data types across all the sheets to be consolidated should be same.
• Match the labels from all the sheets which are used for consolidating.
• Enter the first column as the primary column based on which the data is to be
consolidated.
6. Which tool is used to create an outline for the selected data?
Ans. The Group and Outline tool in Calc is used to create an outline of the selected data
and can group rows and columns together so that one can collapse (-) to hide it or
expand (+) it using a single click on it.

Lab Exercise
1. Mr Gurdeep has to take a loan of Rs. 10 lakhs to buy a house. After assessing his
situation, he has realized that he can pay the loan in 15 years by paying out an
EMI of 20,000.
• (a) Use Goal seek to find out the interest rate at which he can borrow the loan.
• (b) Use a What-If Scenario to depict the payment of the loan in 25 years by
paying out an EMI of 10,000.
• (c) Use Scenario Manager to find the best case.

2. Power Motors has 3 branches all over Bhopal. Each branch maintains monthly
sales of different models of electric scooters and at the end of the month mails it
to the State Head. Prepare a consolidated sheet that shows total and average sales
made for each model of the electric scooter with respect to the spreadsheet sent by
the branches to the head office. You are required to identify the column headings
for the various branches, enter data in three different spreadsheets indicating
different branches, and consolidate data to find total sales and average sales for
each model.

Inserting New Sheet in Spreadsheet

In LibreOffice Calc, by default there is only one
sheet but we can insert multiple sheets. There
are three ways to insert new sheet.

1. To add a new sheet in the spreadsheet, click

on the Add new sheet icon(+) sign located on
the Sheet tab of the spreadsheet.

2. Right click anywhere on the sheet tab and

select Insert sheet option from the drop-down
list.
It gives us a choice to put the new sheet, after
current sheet or before current sheet or assign
the name of the sheet etc.

3. Click on Sheet>insert sheet to open Insert sheet dialog box which will help us to insert
a new sheet.

Creating Reference to Other Sheets by Using Keyboard and Mouse

In this section we will learn how to reference cells in other sheets using mouse and
keyboard. Let we understand this by doing the following practical.

Creating reference using Mouse

Create the ‘Sheet1’ and ‘Sheet2’ in LibreOffice Calc as shown below:

4. Press Enter key, the total marks of subject English will be displayed in cell B2 of
‘Result’ sheet.
5. Then use fill handle to fill the cells up to the last student’s data. You can copy the same
formula for other subjects

NOTE: Any changes made to marks in ‘Sheet1’ and ‘Sheet2’ sheet will be reflected in the
‘result’ sheet as well. That is how the sheets are linked together

Creating reference using Keyboard

To refer to a cell in another sheet precede the cell reference with a ‘$’ sign. It is then
followed by the name of the sheet in ‘ ’ (single quotes) followed by a . (dot) and then the
cell address. For example, to refer a cell B2 of sheet named Sheet1 we will type:
$‛Sheet1’.B2
In above practical, we can directly type the following formula in cell B2 of Sheet named
‘Result’ and then drag the formula to calculate the sum of the marks
=SUM($’Sheet1′.B2 + $’Sheet2′.B2)
OR
=SUM($Sheet1.B2 + $Sheet2.B2)

NOTE: Single quotes (‘ ’) are mandatory if there is a space in the Sheet name like ‘Sheet 1’.
NOTE: To refer to a cell in a different spreadsheet we write in single quotes the path of the
file followed by #$ then the name of the sheet followed by a . (dot) and then the cell
address.
For example: ‘file:///C:/Users/ADMIN/Documents/X-A.ods’#$Result.C4
The path of a file has three forward slash ///. A filename can have space within its name
hence single quotes (‘ ‘) are used. It is also possible to insert a sheet from another file. The
From file option of Insert Sheet Dialog box allows us to insert sheet from another file as
well.

Relative and Absolute Hyperlinks

A hyperlink can be either absolute or relative. An absolute hyperlink stores the complete
location where the file is stored. So, if the file is removed from the location, absolute
hyperlink will not work. For example: C:\Users\ADMIN\Downloads\try.ods is an absolute
link as it defines the complete path of the file.

A relative hyperlink stores the location with respect to the current location. For example:
Admin\Downloads\try.ods is a relative hyperlink as it is dependent on the current
location. If the complete folder containing the active spreadsheet is moved the relative link
will still be accessible as it is bound to the source folder where the active spreadsheet is
stored.

Creating Hyperlinks
Suppose, you have to hyperlink a “Sheet1” of “Result-X-A” spreadsheet document in the
“Result-X-B” spreadsheet document, then follow the following steps:
1. Open the “Result-X-B” spreadsheet document.
2. Click on Insert > Hyperlink. An Hyperlink dialog box will open.

3. Click on the Document on the left pan of dialog box. Click on the button located after
the Path. Select the document “Result-X-A”
4. Then click on the Target button to choose the sheet which is to be hyperlinked. Here in
our case we will select the sheet “Sheet1” as shown above.
5. Click on Apply and Close button.

Editing Hyperlinks
To edit an existing link, place the cursor anywhere in the link. Right click and choose Edit
Hyperlink…, the Hyperlink dialog box will be displayed, where we can do required
changes in the hyperlink.
On clicking the Remove Hyperlink option, the link will be removed from the text.

Linking to External Data

Internet is a rich source of information, which is
stored in the form of web pages. The versatility of a
spreadsheet allows us to insert tables from HTML
documents into Calc. The steps for the same are
given below
1. Open the spreadsheet where external data is to
be inserted.
2. Select Sheet > External Links…
3. The External Data dialog box will open.
4. Type the URL of the source document and press
enter.
5. A dialog box is displayed to select the language for import. Selecting Automatic shows
data in the same language as in the webpage.

6. From the Available Tables/Ranges list, choose

the desired table and click OK. (as shown below)

7. Table will be inserted in the spreadsheet.

NOTE: If you choose HTML_all option, then the entire HTML document is selected.

A. Multiple-choice questions.
1. Insert Sheet dialog can be invoked from _______.
(a) sheet (b) insert (c) tools (d) Windows
2. _______ refers to cell G5 of sheet named My Sheet.
(a) $My Sheet.’G5’ (b) $My Sheet_’G5’
(c) $ ‘MySheet’.G5 (d) $ ‘MySheet’_G5
3. The path of a file has ________ forward slashes.
(a) four (b) three (c) two (d) one
4. Which of the following feature is used to jump to a different spreadsheet from the
current spreadsheet in LibreOffice Calc?
(a) Macro (b) Hyperlink (c) connect (d) Copy

Ans. 1 (a) sheet 2 (c) $ ‘MySheet’.G5 3 (b) three 4 (b) Hyperlink

B. Fill in the blanks.

1. A relative hyperlink stores the location with respect to the _______ location.
2. While inserting tables from a webpage ___ selects the entire HTML document.
3. The extension of LibreOffice base is _______.
4. _________ are used to enclose sheet names as there might be a space within sheet
names.
5. The From file option of _______ Dialog box allows to insert sheet from another file.
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Ans. 1) current 2) HTML_all 3) .odb. 4) Single quotes (‘ ’) 5) Insert Sheet

C. State whether the following statements are True or False.

1. A sheet can only be added before the current sheet.
2. If ‘sales’ sheet has a reference to ‘cost’ sheet then any changes made to ‘cost’ sheet
will be reflected in the sales sheet as well.
3. It is not possible to link a sheet as a reference in another sheet.
4. We can insert data from a table created on a web page into a spreadsheet.
5. A hyperlink once created on a sheet cannot be deleted.

Ans. 1) False 2) True 3) False 4) True 5) False

D. Answer the following questions

1. Name the two ways to link the sheets in a LibreOffice Calc.
Ans. The two ways to link the sheets in a LibreOffice Calc are
1. Creating reference to other sheets/documents by using keyboard and mouse.
2. By linking external data.

2. Differentiate between Relative and Absolute Hyperlink.

Ans. An absolute hyperlink stores the complete location where the file is stored. So, if
the file is removed from the location, absolute hyperlink will not work.
For example: C:\Users\ADMIN\Downloads\try.ods is an absolute link as it
defines the complete path of the file.
A relative hyperlink stores the location with respect to the current location.
For example: Admin\Downloads\try.ods is a relative hyperlink as it is dependent
on the current location. If the complete folder containing the active spreadsheet is
moved the relative link will still be accessible as it is bound to the source folder
where the active spreadsheet is stored.

3. Write steps to extract a table from a web page in a spreadsheet.

Ans. Steps to extract a table from a web page in a spreadsheet are:
1. Open the spreadsheet where external data is to be inserted.
2. Select Sheet > External Links…
3. The External Data dialog box will open.
4. Type the URL of the source document and press enter.
5. A dialog box is displayed to select the language for import. Selecting Automatic
shows data in the same language as in the webpage.
6. From the Available Tables/Ranges list, choose the desired table and click OK.
7. Table will be inserted in the spreadsheet.
4. Write steps to register a data source that is in *.odb format.
Ans. 1. Select Tools > Options > LibreOffice Base > Databases. The Options –
LibreOffice Base-Databases dialog box appears.
2. Click the New button to open the Create Database Link dialog box.
3. Click Browse to open a file browser and select the database file.
4. Type a name to use as the registered name for the database and click OK.

Lab Exercises
1. Create three sheets named Jan, Feb and March. In each sheet store the
attendance of employees for a month. Apply the count function to count the
number of days the employees were present by counting P.
2. Add another sheet named ‘Consolidated Attendance’ that stores total attendance
of three months and calculates the percentage.
3. Create a spreadsheet containing the list of Prime ministers of India with their
tenure from the website https.//knowindia.gov.in/general-information/prime-
ministersof-india.php. Perform steps to extract the table from the website into a
Calc Sheet and display the count of Prime Ministers of India till date.

Chapter 3. SHARING AND REVIEWING SPREADSHEET DATA

Introduction
A shared spreadsheet is a sheet that can be accessed by more than one user and can
allow them to make changes simultaneously on it. Sharing allows working in
collaboration so that everyone can contribute, make changes and view it.

Sharing Spreadsheet
Steps to share the spreadsheet are:
1. Open a spreadsheet which is to be shared with
others.
2. Save the file with some name.
3. Click on Tools > Share Spreadsheet.
4. Share Document dialog window will open.
5. Click on the checkbox “Share this spreadsheet
with other users”.
6. Click on OK button.
7. Confirmation dialog window will open

NOTE: Once the spreadsheet is saved, the name of the spreadsheet in the title bar will
display (shared) along with the name of the spreadsheet. (as shown below)

Disable the shared mode

1. Open the spreadsheet which is shared.
2. Click on Tools > Share Spreadsheet from main menu bar.
3. Share Document dialog window will open.
4. Remove the check-mark on the check box, “Share this spreadsheet with other users”,
and click on OK button.
5. Confirmation dialog window will appear.
6. Click Yes to continue.

Opening a Shared Spreadsheet

When we open a shared spreadsheet, a
message will appear that the spreadsheet
is in shared mode and some of the
features are not available to use in this
spreadsheet Click on OK button

If you don’t want this warning option to

be displayed again, then check the mark
in the checkbox ‘Do not show warning again’.
NOTE: Observe the Edit menu, that shows Undo, Redo, Repeat, Paste, Links to External
files, ImageMap, Object are not available for use.

Saving a Shared Spreadsheet

Steps to save a shared spreadsheet are:
1. After making the changes in the shared spreadsheet, we should save it before closing
the spreadsheet.
2. If two or more users are working at the same time and the changes do not conflict, then
the message will appear stating that the spreadsheet has been updated.
3. If there is any conflict for the changes, then resolve conflict dialog window will appear.
4. No other user can save the shared spreadsheet during resolving of conflicts.
NOTE: If another user is trying to save the shared document when you are resolving the
conflicts, then he will be notified with a message that the file is locked.

NOTE: The border colour of

the cell in which data has
been changed turns to red.

Add, Edit and Format the Comments

In Calc, the comments are automatically added. Also, the author or reviewer can add their
own comments as well.
Steps to add the comments are:
1. Click on Edit > Track Changes > Comment
2. Add comment window will open.
3. Enter your comments and press OK.

Other way to add comment is given below

1. Click on the cell where you want to insert comments.
2. Select from main menu Insert > Comment.
3. The box will appear to write the comment.

NOTE: Once the comment is typed in the

text box, you can observe a coloured dot in
the upper-hand corner of the cell where the
comment is added using insert
comment. This type of comments is known
as notes or suggestions in the spreadsheet

Steps to edit the comment

1. Right click on the cell where you have inserted the comments.
2. Select the “Edit Comment” option from popup menu.
3. Comment textbox will open.
4. Make the required changes.

Steps to delete the comment

1. Right click on the cell where you have inserted the comments.
2. Select the “Delete Comment” option from popup menu.
3. Comment will be deleted.

Steps to show the comment

1. Right click on the cell where you have inserted the comments.
2. Select the “Show Comment” option from popup menu to display the comment.
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Steps to hide the comment
1. Right click on the cell where you have inserted the comments.
2. Select the “Hide Comment” option from popup menu to hide the comment.

Formatting comment
1. Right click on the cell where you have inserted the comments.
2. Select the option “Format cell”, which will display the Format Cells dialogue box.
3. Change the font, text colour, fill colour, line colour for the comment box as desired and
click on OK button to apply the changes.

NOTE: Comments can be edited, deleted, show or hide by clicking on Sheet menu > Cell
Comments

Reviewing Changes – View, Accept or Reject Changes

It is the final stage before submitting the spreadsheet. In this stage, we will go through
the changes to accept or reject after looking at all the changes made by the team
members. Steps to review changes are:
1. Click on Edit > Track Changes > Show
2. Show Changes dialog window will open.
NOTE: This is used to plan what all changes are to be displayed while reviewing the
spreadsheet.
3. Click on Edit > Track Changes > Manage
4. Manage Changes dialog window will open.
5. Click on the line and click on Accept or Accept All or Reject or Reject All button to
review the changes.
6. Click on Close button once the review is done.

Merging Documents
If the same spreadsheet is reviewed by different team members and you have two different
versions of the same spreadsheet file. Follow the following steps to merge document.
1. Open the spreadsheet file(Say “Test.ods”) which we need to merge.
2. Click on Edit > Track Changes > Merge Document
3. Merge with dialog box will open.
4. Browse file (say “Test1.ods”) and click on Open.
5. Manage Changes dialog window will open.
6. Click on Accept All to accept all the changes which is done in the Test1.ods
spreadsheet.
7. Open the file Test.ods and observe the change

Comparing Documents
Instead of merging two spreadsheets, we can compare the two spreadsheets by comparing
the documents. Steps to compare the documents are:
Open the spreadsheet.
Click on Edit > Track Changes > Compare Document.

A. Multiple-choice questions.
1. Sharing allows to edit the spreadsheet by ______.
(a) single user (b) different users simultaneously
(c) one by one users (d) one after other users
2. Sharing spreadsheet feature allows to save the changes in
(a) multiple sheets (b) user’s sheet
(c) in a same sheet (d) in different sheet
3. The Recording Changes feature of LibreOffice Calc provides different ways to
record the changes made by ________ in the spreadsheet.
(a) one user (b) other user (c) the user (d) one or other users
4. In Calc, the comments are added
(a) automatically (b) by author (c) by reviewer (d) all of these
5. The changes by team members in the spreadsheet can be accepted or rejected by
(a) the team members (b) any of the user
(c) owner (d) other users

Ans. 1 (b) different users simultaneously 2 (a) multiple sheets 3 (d) one or other
users. 4 (d) all of above 5 (c) owner

B. State whether the following statements are True or False.

1. Spreadsheet cannot be shared to work with more than one user?
2. Some of the features become unavailable when the spreadsheet is in shared mode.
3. You can record changes in the spreadsheet when the spreadsheet is opened in
shared mode.
4. File menu is used to Record changes for the spreadsheet.
5. You can add a note or suggestion in the spreadsheet using Insert Comment.
6. Formatting comment can be used to change the font colour of the comment.

Ans. 1) False 2) True 3) False 4) False 5) False 6) True

C. Fill in the blanks.

1. The title bar of the document shows ______ along with the filename for the shared
mode of the spreadsheet.
2. The shared mode spreadsheet allows ________ users to access and edit the
spreadsheet at the same time.
3. Recording changes automatically _______ the shared mode of a spreadsheet.
4. Click on Edit menu, Track Changes and then select _________ to record the
changes in the spreadsheet.
5. The border color of the changed cell will be __________.
6. __________ is used to add notes or suggestions to a cell in a spreadsheet.

Ans. 1) shared 2) many 3) turn off 4) record 5) red 6) Comment

7) cell contents

D. Answer the following questions.

1. Define the terms:
(a) Sharing Spreadsheet (b) Record changes
Ans. (a) Sharing Spreadsheet: Sharing a spreadsheet allows multiple users to work on
the same spreadsheet simultaneously. It enables collaborative editing, where
changes made by different users are merged in real-time.
(b) Record changes: Recording changes refers to the feature that tracks
modifications made to a spreadsheet. It logs details of edits, such as the user who
made the change, the type of change, and the time it was made, allowing for
review and approval of these changes.
2. Write the commands to perform:
(a) Sharing Spreadsheet (b) Record changes
Ans. (a) Sharing Spreadsheet
– Open the spreadsheet.
– Go to Tools -> Share Document…
– In the dialog box that appears, check the option “Share this spreadsheet
with other users”.
– Click OK.
(b) Record changes
– Open the spreadsheet.
– Go to Edit -> Track Changes -> Record.
– Ensure the option is checked to start recording changes.
3. Which menu is used to perform the functions:
(a) Track Changes (b) Saving Spreadsheet
Ans. (a) Track Changes: The Edit menu is used to access the Track Changes feature.
(b) Saving Spreadsheet: The File menu is used to save the spreadsheet. You can
use the Save or Save As… options.
4. What do you understand by reviewing the changes in the spreadsheet?
Ans. Reviewing changes in a spreadsheet involves examining the modifications that
have been recorded. This process allows you to see what changes were made, by
whom, and when. You can accept or reject each change, ensuring the final version
of the spreadsheet meets your requirements and maintaining control over the
document’s content.
5. Differentiate between Merging and Comparing Spreadsheet.
Ans. Merging Spreadsheet: Merging involves combining changes from multiple
versions of a spreadsheet into a single document. This is typically used when
multiple users have worked on separate copies of a shared document and their
changes need to be consolidated.
Comparing Spreadsheet: Comparing a spreadsheet involves identifying
differences between two versions of the same spreadsheet. This helps in
pinpointing what changes were made in different versions, allowing users to
understand variations and decide which changes to incorporate.
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Lab Exercises.
Anushka and Niyaz have been made the class representative. Anushka has been
asked to collect the class assignments for the various subjects. Create a
spreadsheet to store the roll number, name of the students and subject names.
Perform the following operations so that Niyaz can access the file.

Chapter 4. USING MACROS IN SPREADSHEET

Introduction
Many times, we require to perform repeated tasks such as typing school name, address,
contact numbers with a specific formatting or apply the same formula at a particular cell
for different sheets in a workbook.
In this chapter, you will learn how to use a macro to automate repeated tasks that are
always performed in the same way over and over again.

Recording a Macro
A macro is a single instruction that
executes a set of instructions. These
set of instructions can be a sequence
of commands or keystrokes that can
be used for any number of times
later.

By default the macro recording

feature is turned off when LibreOffice
is installed on our computer.

Macro recording can be enabled by

selecting Tools > Options >
LibreOffice > Advanced. Observe the
Optional Features. There are two
options which are not check marked. Put the checkmark on the option “Enable macro
recording”

Following actions are not recorded in Macro

1. Opening of windows
2. Actions carried out in another window than where the recording was started.
3. Window switching
4. Actions that are not related to the spreadsheet contents. For example, changes
made in the Options dialog, macro organizer, customizing.
5. The macro recorder works only in Calc and Writer.

Rules for naming a Macro, Module or a Library:

While naming a Macro, Module or a Library the name should :
 Begin with a letter
 Not contain spaces
 Not contain special characters except for _ (underscore)
Running a Macro
To run a macro we need to perform the following steps.
1. Click Tools > Macros > Run Macro
2. Macro Selector dialog box will open.
3. Select the library that contains the macro then select the macro under ‘Macro
name’.
4. Click on Run to run the macro.
Code of a Macro
The action recorded by a macro is recorded as instructions in a programming language
called BASIC. It is also possible to view and thus edit the code of a macro. But remember,
it is advised to edit a macro only if you have knowledge of the language.
 We can view the code generated for the macros by going to Tools > Macros > Edit
Macros. Choose the macro name from the Object Catalog and the associated code
will be visible.
NOTE: The code of a macro begins with Sub followed by the name of the macro and ends
with End Sub. Do not make any changes to the code unless you are aware of the
language.
Creating and Organising a Simple Macro
1. Steps to organize the macro.
2. Click on Tools > Macros >
Organize Macros > Basic
3. Basic Macro Dialog window
open.
4. Click Organizer to open the
Basic Macro Organizer dialog.
5. Click on Library > New to
create library to store macro.

Important Macro Practical Activity

Create a simple Macro using BASIC programming instructions
that will display Hello in a dialog box stored in the Standard
module.

“Hello” in Dialog Box

1. Open the LibreOffice Basic Macro dialog box using Tools > Macros > Organize
Macros > Basic
2. Click on Organizer.
3. From Modules tab, select My Macros folder and click on New button.
4. Give a name to the New Module say ‘Hello’ and click Ok.
5. Select Hello and click Edit to open the Integrated Development Environment (IDE).
6. Type Print “Hello” between Sub Main and End Sub.
7. Run the macro by clicking on Tools>Macro>Run Macro

NOTE: The module can be executed from the IDE by either clicking the Run button or
pressing F5.

Macro as a Function
Suppose we need to perform the same calculation again and again on different sheets and
there is no predefined function for it. In such a situation it will be convenient to create a
macro that performs the calculations. It will save our effort of remembering and typing the
formulas.
It is possible to do so if we use Macro as a function. Instead of writing instructions in
between Sub and End Sub, we can write instructions in between Function and End
Function. A function is capable of accepting arguments or values.

A. Multiple-choice questions.
1. Macro Recordings can be enabled from the ______ option in the menu bar.
(a) Sheet (b) Data (c) Tools (d) Window.
2. Which of the following is a valid Macro Name?
(a) 1formatword (b) format word (c) format*word (d) Format_word
3. Which of the following Libraries contains modules with prerecorded macros and
should not be changed?
(a) My Macros (b) LibreOfficeMacros
(c) Untitled1 (d) Test
4. Identify which of the following is a programming Language.
(a) Calc (b) BASIC (c) Writer (d) Macro.
5. The Module can be executed from the IDE by pressing _____.
(a) F3 (b) F4 (c) F5 (d) F6
6. Which of the following is the default name of the Macro ______.
(a) Default (b) Main (c) Macro1 (d) Main_Macro

B. Fill in the blanks.

1. _____ library is automatically loaded when the document is opened.
2. IDE stands for ___________________.
3. Macro as a function is capable of accepting _______ and returning a ______.
4. Macro ___________ allows us to add, delete a module.
5. The code of macro begins with ______ followed by the name of the macro and ends
with _______.
6. By default, a macro is saved in the _______ .

Ans. 1) Standard 2) Integrated Development Environment

3) arguments/values, result/value 4) Organizer 5) Sub, End Sub
6) Standard Library

C. State whether the following statements are True or False.

1. Macro is a group of instructions executing a single instruction.
2. Once created, Macro can be used any number of times.
3. By default, the Macro recording feature is turned on.
4. It is not possible to stop recording of a Macro.
5. Every Macro should be given a unique name.
6. A macro once created can be edited later.

Ans. 1) False 2) True 3) False 4) False 5) True 6) True

D. Answer the following questions.

1. What is a Macro? List any two real-life situations where they can be used.
Ans. A macro is a sequence of instructions or commands that automate repetitive tasks
in software applications. A macro is a single instruction that executes a set of
instructions. These set of instructions can be a sequence of commands or
keystrokes that can be used for any number of times later. A sequence of actions
such as keystrokes and clicks can be recorded and then run as per the
requirement.

Two real-life situations are

• Typing school name, address, contact numbers with a specific formatting
• Apply the same formula at a particular cell for different sheets in a workbook
• Data Entry
• Document Formatting

2. List the actions that are not recorded by a macro.

Ans. The following actions are not recorded by a Macro.
• Opening of windows.

3. How is LibreOffice Macros Library different from my Macros?

Ans.
LibreOffice Macros Library My Macros
This library is inbuilt in LibreOffice This is user defined library
This library contains inbuilt macros This library contains macros recorded
which cannot be changed by user which cannot changed at any
time.

4. Differentiate between predefined functions in Calc and Macros as a function.

Ans.
Predefined function Macros as a function
These are built in functions These are user defined functions.
It does not involve any programming It involves writing code in Basic.
It cannot be customized It can be customized
It can return values & are precompiled Macro does not
5. List the rules that should be kept in mind while naming a macro.
Ans. Rules that should kept in mind while naming a Macro, Module or Library.
• The name should begin with a letter.
• The name should not contain spaces.
• The name should not contain special characters except for _ (underscore)

6. Give anyone advantage of macros.

Ans. It will ensure that we maintain the standardization in terms of font style without
any typing mistake.

Lab Exercises
1. Record a Macro that performs Bold, Underline on the Heading in Cell A1. Give
macro the name BoldunderlineA1 and save it in a New Module named Basic
Formatting which is created in a New Library named DocumenHeadingA1.
2. Record a Macro that creates a bar chart for data stored in cells A2 – A9 and K2 to
K9.
3. Run the macro recorded in (i) and display a bar chart for the following data
showing Minimum and Maximum temperature from 2010-2017.

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