Unit 1: Digital Documentation (Advanced)

Unit 1: Digital Documentation (Advanced)

 

Q1. What are Styles? What are the advantages of using styles?

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

The advantages of using styles are :

1. Styles help us to apply consistent formatting to the documents.

2. Using styles we can easily change the existing format.

3. Styles make major formatting changes simple.

 

Q2. Give any four styles supported by OpenOffice.org

Ans. Four Styles supported by OpenOffice.org are.

1. Page styles include margins, headers and footers, borders, and backgrounds.

2. Paragraph styles control all aspects of a paragraph’s appearance, such as text alignment, tab stops, line spacing, and borders.

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

4. Numbering styles apply similar alignment, numbering, or bullet.

 

Q3. How can we create our own styles?

Ans. We can create new styles by following two ways :

1. Creating new styles from the selection.

2. Dragging And Dropping To Create A Style.

 

Q4. Explain any four Graphic filters.

Ans. Four graphic filters are :

Invert: Inverts the color values of a color image or the brightness values of a grayscale image.

Smooth: Softens the contrast of an image.

Sharpen: Increases the contrast of an image.

Posterize: Makes a picture appear like a painting.

 

Q5. Explain Image Cropping.

Ans. When you are interested in a section of the image for the purpose of your document, you may wish to crop (cut off) parts of it. Right-click on the image and select Picture from the pop-up menu. In the Picture dialog box, select the Crop page and select the part from left, right, top, and bottom which you want to remove.

 

Q6. List any three methods of inserting images in a text document.

Ans. Three methods of inserting images in a text document are :

a. Drag and Drop

b. Inserting An Image From The Clipboard

c. Inserting An Image Using A Scanner

 

Q7. What do you understand by the terms:
a. Text Wrapping
b. Anchoring

Ans. Text wrapping refers to the relation of graphics to the surrounding text, which may wrap around the graphic on one or both sides or be overprinted behind or in front of the graphic.

Anchoring: IT refers to the reference point for the graphics. This point could be the page, or frame where the object is. An image always has an anchor point.

Q8. What are templates? What are the advantages of using templates?

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

One of the major advantages of using templates is the ease of updating styles in more than one document. Another advantage is that it also saves your time.

 

Q9. What is the difference between styles and templates?

Ans.

Styles	Templates
A style is a set of formats that you can apply to selected pages, text, frames, and other elements in your document to quickly change their appearance.	A template is a model that you use to create other documents.
Styles help to keep formatting consistent in the entire document	Templates help to keep formatting consistent across multiple documents

 

Q10. Explain different ways of creating a template

Ans. Templates can be created in the following two ways

1. Creating A Template From A Document

To create a template from a document:

a. Open a new or existing document of the type you want to make into a template

b. Add the content and styles that you want.

c. From the main menu, choose
File > Templates > Save.

d. The template dialog box opens.

e. Type the name of the template.

f. Click OK to save the new template

2. Creating A Template Using A Wizard

a. From the main menu, choose File > Wizards >[type of template required]

b. Follow the instructions on the pages of the wizard.

c. In the last section of the wizard, you can specify the name and location for saving the template.

 

Q11. Explain Mail Merge.

Ans. A mail merge is a way to take a letter you’ve written and send it to a whole bunch of people, personalizing it with information about them so they might think that you typed that letter personally for them. In short, it’s a way to be personal, yet efficient.

 

Q12. What are the advantages of Mail Merge?

Ans. The advantages of mail merge are :

1.     It saves us time and effort.

2.     It helps to create multiple personalized letters in very less time.

3.     It also helps to keep the formatting consistent in all the letters.

 

Q13. Give examples of databases in which the Data Source can be created.

Ans. Databases in which the Data Source can be created are :

1.     MySQL

2. MS – Access

3. OpenOffice base

4. Oracle

SESSION 1:

Q1. What do you mean by Style?

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

 

Q2. Write two advantages of using styles in digital documentation.

Ans. Two advantages of using styles are :

1. Styles help to improve consistency in a document.

2. Styles also make the major formatting changes very simple.

 

Q3. Write four types of styles available in OpenOffice.org

Ans. Four types of styles supported by OpenOffice.org

1. Paragraph Style

2. Page Style

3. Character Style

4. List Style

 

Q4. Define the following styles in reference to Writer.

a. Paragraph style

b. Character style

Ans. Paragraph Style: control all aspects of a paragraph’s appearance, such as text alignment, tab stops, line spacing, and borders.

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

 

Q5. Under which menu Styles and Formatting option appear in Writer.

Ans. Styles and Formatting options appear in the Format menu.

 

Q6. What is the shortcut to open Styles and Formatting?

Ans. F11 is the shortcut to open Styles and Formatting.

 

Q7. Write three ways to open Styles and Formatting Window.

Ans. Three ways to open Styles and formatting window are as follows :

1. Click the Styles and Formatting icon located at the left-hand end of the object bar.

2. Click Format > Styles and Formatting

3. Press F11 from the keyboard

 

Q8. How can you apply the style in Writer?

Ans. We can apply styles in writing as follows:

1. Click Format > Styles and Formatting

2. The Styles and Formatting window shows the types of styles available.

3. To apply an existing style (except for character styles), position the insertion point in the paragraph and then double-click on the name of the style available in the lists. To apply a character style, select the characters first.

Q9. What is the Fill Format mode in Styles and Formatting Window?

Ans. Fill format mode is used to apply a style to many different areas quickly. This method is quite useful when you need to format many scattered paragraphs with the same styles.

Q10. When Fill format mode is active then right click anywhere in the document will ____________ the last format action.

Ans. Undo

 

Q11. How can you quit or deactivate file format mode?

Ans. To quit Format mode, click the Fill Format mode icon again or press the Esc key from the keyboard.

 

Q12. Write two ways of creating new styles.

Ans. Two ways of creating new styles are :

1. Creating a new style from a selection.

2. Dragging And Dropping To Create A Style.

 

Q13. How can you create a new style by dragging and dropping? Explain

Ans. Select some text and drag it to the Styles and Formatting window. If Paragraph Styles are active, the paragraph style will be added to the list. If Character Styles are active, the character style will be added to the list.

 

Q14. Write the steps of creating a new style from a selection?

Ans. The steps for creating a new style from a selection are as follows:

1 Open the Styles and Formatting window and choose the type of style you want to create.

2. In the document, select the item you want to save as a style.

3. In the Styles and Formatting window, click on the New Style from Selection.

4. Type the name for the new style.

5. Click OK to save the new style.

 

Q15. Write the steps for updating a style from a selection.

Ans. The steps for creating a new style from a selection are :

1 Open the Styles and Formatting window.

2. In the document, select an item that has the format you want to adopt as a style.

3. In the Styles and Formatting window, select the style you want to update (single-click, not double-click), then long-click on the arrow next to the New Style from the Selection icon and click on Update Style.

 

Q16. Can we modify the predefined style in Writer?

Ans. Yes we can modify the predefined style in Writer

 

Q17. Write two ways of modifying styles in Writer.

Ans. The writer provides several ways to modify styles :

1 Updating a style from a selection

2. Load or copy styles from another document or template.

SESSION 2:

 

Q1. Write two ways of inserting an image in an Open Office document.

Ans. We can insert an image in an Open Office document in many ways :

1. Drag and Drop

2. Insert an image using a scanner.

3. Inserting an image from the gallery

4. Insert an image from the clipboard.

5. Insert image from insert picture dialog

 

Q2. Write the steps of inserting an image by drag and drop method.

Ans. The steps of inserting an image by drag and drop method are :

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

2. Drag the image into the Writer document and drop it where you want it to appear.

 

Q3. How can you insert an image in Open Office Writer from the menu bar?

Ans. We can insert images as follows

1 Click in the Open Office document where you want the image to appear.

2. Choose Insert > Picture > From File from the menu bar.

3. On the Insert Picture dialog (see Figure 1.5), navigate to the file to be inserted, select it, and click Open.

 

Q4. Write the shortcut to copy and paste an image.

Ans. The shortcut for copy is: Ctrl + C and the shortcut for paste is: Ctrl + V

 

Q5. Write the steps of inserting an image from the gallery.

Ans. The steps for inserting an image from the gallery are as follows :

1 Choose Tools > Gallery from the menu bar.

2. Find the picture in a gallery that is to be inserted.

3. Drag it from the Gallery into the Writer's document

 

Q6. How can you open the picture toolbar?

Ans. Picture toolbar can be opened by clicking on View > Toolbars > Picture

 

Q7. Write three ways to undo a task in Open Office Writer.

Ans. We can undo a task in Open Office Writer as follows:

1. By Pressing Ctrl + Z

2. By Pressing Alt + Backspace

3. By Selecting Edit > Undo

 

Q8. Explain the following filters :

1.     Invert

2.     Smooth

3.     Aging

4.     Posterize

Ans.

1. Invert: Inverts the color values of a color image or the brightness values of a grayscale image.

2. Smooth: Softens the contrast of an image.

3. Aging: Simulates the effects of time on a picture.

4. Posterize: Makes a picture appear like a painting by reducing the number of colors used.

 

Q9. What is the use of the transparency option in the picture toolbar?

Ans. This is particularly useful when creating a watermark or when wrapping the image in the background.

Q10. What do you mean by Image Cropping? How can you do

Ans. Image Cropping means cutting a particular section/part of an image for a document. To start cropping the image, right-click on it and select Picture from the pop-up menu. In the Picture dialog box, select the Crop page.

 

Q11. What do you mean by resizing an image?

Ans. Resizing an image means increasing or decreasing the size of an image according to the requirement.

 

Q12. How can you resize an image?

Ans. To resize an image :

1 Select the picture by clicking on it to show the green sizing handles.

2. Drag the handles to resize.

3. Release the mouse button when satisfied with the new size.

 

Q13. How can you open the drawing toolbar?

Ans. The drawing toolbar can be opened by clicking on View > Toolbars > Drawing

 

Q14. How can you make a group of different drawing objects?

Ans. To group drawing objects :

1. Select one object, then hold down the Shift key and select the others you want to include in the group.

2. Choose Format > Group > Group from the menu bar or right-click and choose Group > Group from the pop-up menu.

 

Q15. Define the following in reference to the positioning of the graphic.

1.     Arrangement

2.     Alignment

3.     Text Wrapping

4.     Anchoring

Ans.

Arrangement: Arrangement refers to the placement of a graphic on an imaginary vertical axis.

Alignment: Alignment refers to the vertical or horizontal placement of a graphic in relation to the chosen anchor point.

Text Wrapping: Text wrapping refers to the relation of graphics to the surrounding text, which may wrap around the graphic on one or both sides, be overprinted behind or in front of the graphic

Anchoring: Anchoring refers to the reference point for the graphics. This point could be the page or frame.

 

SESSION 3:

 

Q1. What do you mean by template?

Ans. A template is a model that you use to create other documents. For example, you can create a template that contains your company’s logo, so whenever we create a new document from this template will have your company’s logo.

 

Q2. All documents in OpenOffice.org are based on ______________.

Ans. Templates

Q3. Write two ways of creating templates.

Ans. Two ways of creating templates are :

1. Creating a template from a document.

2. Creating a template using Wizard.

 

Q4. Write the steps of creating a template from a document.

Ans. The steps for creating a template from a document are :

1. Open a new or existing document of the type you want to make a template (text document, spreadsheet, drawing, presentation).

2. Add the content and styles that you want.

3. From the main menu, choose
File > Templates > Save.

4. Type the name for the new template.

5. Select the category and click OK to save the template

 

Q5. How can you create the template using the wizard?

Ans. The steps to create a template using Wizard are :

1. From the main menu, choose File > Wizards >[type of template required]

2. Follow the instructions on the pages of the wizard.

3. In the last section of the wizard, you can specify the name and location for saving the template.

 

Q6. How can you set the custom template as the default template?

Ans. Steps to set a custom template as the default :

1. From the main menu, choose File > Templates > Organize. The Template Management dialog opens.

2. Select the template you want to set as default.

3. Click the Commands button and choose Set As Default Template from the drop-down menu.

 

Q7. How can you use a particular/specific template?

Ans. To use a particular template, choose File > New > Templates and Documents. You’ll see the templates window and your templates. Double-click the template to open it. Now you can use the template according to your choice.

 

Q8. Write two ways of opening a new document.

Ans. Two ways of opening a new document are :

1.     Click on File –> New

2.     Press Ctrl + N from the keyboard

 

Q9. How can you open the template management dialog box?

Ans. The template management dialog box can be opened by clicking on File Menu > Templates > Organize.

 

Q10. Whenever Suman opens a new document in her office, the new document opens with the company’s logo on top of the document. Please help her to identify what setting is being done by IT in charge of her system.

Ans. A template with the company logo was set as the default template.

 

SESSION 4:

Q1. Which feature of Writer allows you to build an automated index from the heading in the document?

Ans. Table of a Content feature of Writer allows you to build an automated index from the heading in the document.

 

Q2. What should be checked in the document before creating the table of content?

OR

Q2. What is the prerequisite to creating the table of content in Writer?

Ans. We have to make sure that the headings are styled consistently. For example, you can use the Heading 1 style for chapter titles and the Heading 2 and Heading 3 styles for chapter subheadings.

 

Q3. Write the steps to create a Table of Content in Writer.

Ans. The steps to create a Table of Content in Writer are as follows :

1. When you create your document, use different heading levels.

2. Place the cursor where you want the table of contents to be inserted.

3. Select Insert > Indexes and Tables > Indexes and Tables.

4. Click OK.

 

Q4. How can you update the table of content, if you delete, add, or modify any heading?

Ans. The steps to update a table of content are :

1. Place the cursor within the table of contents.

2. Right-click and select Update Index/Table from the pop-up menu.

 

Q5. Can we specify the title/heading of the Table of Content in Writer?

Ans. Yes

 

Q6. Till what level headings can be indexed in the Table of Content in Writer?

Ans. 10

 

Q7. How can you change the number of levels of headings in Writer?

Ans. We can change the number of levels of headings in Writer

1 Select Insert > Indexes and Tables > Indexes and Tables.

2. The Index/Table dialog box will appear.

3. Enter the desired number in the Evaluate up to the level spin box.

4. Click OK

 

Q8. How can you protect the Table of Contents from being changed accidentally?

Ans. To protect the table of contents from being changed accidentally, check the Protected against manual changes check box.

 

Q9. What does the following button represent in the Entries tab of the Insert Index/Table dialog box?

1.     E#

2.     E

3.     T

4.     #

Ans. 1. E# button represents the chapter number.

2. E button represents the entry text

3. T button represents the Tab stop.

4. # button represents the page number.

 

Q10. How can you add color to the background of TOC (Table of Content)?

Ans. Steps to add the color to the background of TOC are as follows:

1 Select Insert > Indexes and Tables > Indexes and Tables.

2. Click on the Background tab.

3. Select “color” from the “As” drop-down list.

4. Click the desired color from the color grid.

5. Click OK

 

Q11. How can you add the graphics/picture to the background of the TOC (Table of Content)?

Ans. We can the graphics/picture to the background of TOC are :

1 Select Insert > Indexes and Tables > Indexes and Tables.

2. Click on the Background tab.

3. Select “Graphic” from the “As” drop-down list.

4. Click the Browse button. The Find Graphics window opens.

5. Find the graphic file that you want to use and then click the Open button.

6. Click OK

 

Q12. How can you edit the table of contents in Writer?

Ans. Steps to edit the table of contents in Writer is as follows :

1 Right-click anywhere in the table of contents.

2. Click on Edit Index/Table from the context menu.

 

Q13. How can you delete the table of contents in Writer?

Ans. Steps to delete the table of contents in Writer is as follows :

1 Right-click anywhere in the table of contents.

2. Click on Delete Index/Table from the context menu.

SESSION 5:

 

Q1. What is mail merge?

Ans. A mail merge is a way to write a letter and send it to a whole bunch of people, personalizing it with information about them so they might think that you typed that letter personally for them.

 

Q2. Is mail merge a quick way to generate labels with the address for a different person on each label or envelope.

Ans. Yes

 

Q3. Name two documents that are to be created for Mail Merge.

Ans. Two documents are:

1. Main document.

2. Data Source

 

Q4. Name two application/software which can be used to create the data source.

Ans. Two applications/software which can be used to create data sources are:

1.     Spreadsheet

2.     MS-Access

 

Q5. The first label on the page is termed as __________

Ans. Master Label

Q6. Write three ways to activate Non-Printing Characters in Writer.

Ans. Three ways to activate Non-Printing Characters in Writer are :

1 Choose View > Nonprinting Characters from the Menu bar.

2. press Ctrl+F10 from the keyboard.

3. Click on the Nonprinting Characters icon on the Standard toolbar.

 

Q7. Can we merge the Main document and data source into a single document?

Ans. Yes

 

Q8. Anil is working in a company and he has to invite all his colleagues(approximately 100) on his marriage anniversary. He wants to write a personalized letter to all. Which feature of Writer will help him to create all the letters quickly.

Ans. Mail Merge

 

Q9. Anju is confused between the two terms ie Data Source and Main document. Help her to understand the difference between them.

Ans. Main Document contains the common/same data that needs to send to all the recipients.

The data Source contains all the variables/different data in all the documents.

 

Q10. What are the three main steps involved in the Mail Merge process?

Ans. The three main steps involved in the Mail Merge process are :

1 Create the Main document.

2. Create the Data source.

3. Merging of the Main document with Data source.

 

Q11. Write two advantages and two disadvantages of Mail Merge.

Ans. Two advantages of Mail Merge are : (Two)

1 One letter to be created and the others will automatically be generated.

2. Same Data Source can be used with different Main Documents.

3. Only one letter(Main document) to be checked for errors.

Two disadvantages of Mail Merge are :

1 Data Source to be kept updated.

2. If there is a mistake in the Main document then all the merged documents will have that error.

 

Q12. Which option of Writer will you use to create more than 50 letters in which the contents inside are common and names, and addresses are different?

Ans. Mail Merge

 ========================================================

Fill in the blanks

1 ______________________ is a feature on word processing software that helps users to create personalized letters, greeting cards with different names and addresses stored in a database.

Mail Merge

 2. _____________ and _____________________ applications of OpenOffice.org are involved in Mail Merge.

Writer, Spreadsheet

 3. List that contains names, addresses, etc which changes in every document is called _________

Data Source

 4. Merged document in Writer is the Combination of ______________ and ____________________.

Main Document, Data Source

 5. _______________ and ___________________ are the main components of Mail Merge.

Main Document, Data Source

 6. Document that contains the common/same data is called _____________________

Main Document