Unit- 3

Digital
Documentation
Lecture - II
 In Last lecture we learnt
Several word processing software are
available to prepare the report. But we will
prefer to use LibreOffice Writer, because it
is free and open source software (FOSS)
with rich features of word processing. Some
word processors are also available freely
on the web.
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 Started with Word Processor
– Writer
In general, you will find a shortcut of
LibreOffice on the desktop or on the
Quick Launch Taskbar. The process
may slightly differ according to the
operating system you are using
(Windows or Linux).
(i) To start LibreOffice Writer in
Windows, double click LibreOffice
Writer shortcut, which is usually
found on the computer desktop
(ii) Alternatively, click on the Start or
Windows button, select LibreOffice →
LibreOffice Writer from application 3

window.
Started with Word Processor – Writer in
Ubuntu Linux
In Ubuntu Linux, find the LibreOffice Writer icon on the application
launcher, or search it by clicking on ‘Show Applications’,

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 Creating a document
Step 1 Create a new text document by using File Menu → New → Text Document.
Step 2 Now save the file by clicking on the File Menu → Save. Give the name of the file
(for example: report). By default, the file is saved in .odt format. Different file formats are
as under
Step 3 Saving the file by another name
It is possible to make another copy of the file by saving it with another name using the
Save As option. Once the user saves the document by giving a name, it is called a ‘File’.
The user can save the file with another name in other location using the Save As option.
The user will get two files the previous one and the one with new name.
Step 4 Closing the document— After finishing the work, close the file, as too many
opened files will cause a disturbance in working. To close the file, select File → Close
Step 5 Opening the document—It may further require to open a file for editing. Select
File → Open (Ctrl+O) and the document will be open for editing

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Creating a document

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 To Save a document using
1. Select File
password → Save
2. Select the location on disk to save the
file
3. Type a suitable name for the document
4. Click on Save button
5. To save the document with password,
put a tick on the checkbox Save with a
password
6. Type the password to open the file in Set
password dialog box
7. Type the same password in the second
box and click OK button
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To Save a document using
password

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 Parts of the Writer
window
Title bar:Title bar is located
on the top of Writer window.
It shows the title of the
currently opened document.
The name of the document
means the file name of the
document saved on the disk.
For a new document, it shows
the title of the document as
Untitled X, where ‘X’ is the
document number Untitled 1,
Untitled 2, Untitled 3... etc.

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Parts of the Writer
window
Menu bar: It appears below the Title Bar. It shows
the menu items File, Edit, View, Insert, Format, Tables,
Tools, Window and Help. On selecting a menu item, its
submenu will open below the menu item. We can select
any item in the submenu as per the requirement.

As an example in figure shows the submenu for File

menu.
• Selecting the File menu, shows the submenu as shown
in Figure
• The submenu item which shows three dots ‘...’ just
after the submenu name, means, clicking on it will open
the dialog box.
• The submenu item which shows right hand side arrows
‘►’ just after the submenu name, means, clicking on it
will open another submenu.
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Parts of the Writer window
Status bar: This is positioned at the left bottom of the
Writer window and displays the number of pages,
words, the language used, zooming.

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Parts of the Writer window
Toolbars: The tool bar appears
below Menu Bar. By default, the
Standard Tool Bar and Formatting
Tool Bar will appear. The other tool
bars can be activated by clicking on
‘View’ menu, and selecting the
‘Toolbars’ of submenu. The user can
choose the required toolbars by
clicking on it. The selected toolbar
will show the √sign before the
toolbar. Suppose we select the Find
toolbar then the Find word in the
toolbar will appear as √Find. 1
 Parts of the Writer window
Standard toolbar:
It contains commands like cut ,
copy , paste , undo etc. in the
form of icons.

Formatting toolbar:
It contains the various options
for formatting a document. A
graphical representation of
commands is shown in the
form of icons. 1
 Parts of the Writer window

Scroll button and scroll bar: It

is used to scroll the document.

Zoom: It allows to change the

scale of the text and pictures
in the document only for view.
It does not affect the physical
document. It is used to check
the finishing quality of the
document.
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 Text Cursor
Movement
Text Cursor: The Text Cursor is a flashing vertical line in the body of the text. The 4 arrow
keys (←↑↓→) on the keyboard are called as cursor control keys.

There are two keys above the cursor control keys marked as Home and End.
Pressing the Home key jump to the beginning of the line and pressing End key jump to the
end of a line.

When these keys are pressed in combination with Ctrl key, the cursor jumps to the
beginning and end of the document.

To jump to the beginning of a document, press the Ctrl key, hold it down, then press the
End key (Ctrl+Home).
To jump to the end of a document, press the Ctrl key, hold it down, then press the End key
(Ctrl+End).

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 Editing the Document

Undo and Redo

Moving and copying text

Copy and Paste

Selecting text

Selection criteria

Selecting non-consecutive text
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 Editing the Document
(a) Undo and Redo
Open the existing file (For example, report.odt) and then start editing in it.
If, by mistake, you have made some changes and now you want to erase
the last change done, then use the Undo option.
After undo command, again if you want to go back then use the Redo
option.

(b) Moving and copying text

Cut and Paste: It is used to move a selected text from one place to
another.
Select the text and click on Edit → Cut option or press CTRL+X
Place the cursor where the text has to be moved. Click on Edit → Paste
option or press CTRL+V
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 Editing the Document
(c) Copy and Paste
It is used to make a duplicate copy of selected text.
Step 1: Select the text and click on Edit→ Copy option or press
CTRL+C
Step 2: Place the cursor where the text has to be duplicated.
Click on Edit→Paste option or press CTRL+V

(d) Selecting text

It is necessary to select the text to perform copy and paste
operation. The selected text will be highlighted. For editing the
text you must first select the required text. The editing can be
done on the selected text. 1
 Editing the Document
(e) Selection criteria
To select the text in Writer, swipe the mouse cursor over text. There are
several selection tricks to speed up the selection process as below.
To select a letter or Drag the Mouse across the letter(s)
letters

To select a single Position the mouse pointer anywhere on that word and double click.
word at a time

To select a complete Position the mouse pointer anywhere in the sentence and triple click. (Triple click
sentence at a time means to quickly click the left mouse button three times.)

To select a complete Position the mouse pointer anywhere in the paragraph and quadruple click
paragraph at a time (Quadruple click means to quickly click the left mouse button four times.)

A document Press Ctrl + A on the key board. Drag the mouse pointer till you see a right arrow
which is white. Then click it thrice.

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 Editing the Document
(f) Selecting non-consecutive text items
The above process shows the selection of
continuous text. But suppose if the text is not
continuous and you have been asked to select a
part of the text from a paragraph, then perhaps you
may say that it is not possible to select the non-
consecutive text. But Writer provides a way to
select the non-continuous text using the keyboard
and mouse. Figure 3.8 shows the selection of non-
consecutive items.

By using the mouse

• select the first piece of text.
• hold down the Ctrl key and use the mouse to
select the next piece of text.
• repeat as often as needed.
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 Editing the Document
(g) Selecting a vertical block of text
It is also possible to select a vertical
block or ‘column’ of text that is
separated by spaces or tabs

To select the vertical block of text

select from menu:
Edit → Selection Mode → Block
Area, or press Ctrl+F8 (Keyboard
shortcut).

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Lecture – 2
ENDS
To be
continued………..
THANK
YOU
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