DIGITAL DOCUMENTATION (ADVANCED) REVISION NOTES (CREATE AND APPLY STYLE IN THE DOCUMENT Style refers to a pre-defined set of formatting attributes that can be applied to text, paragraphs, pages, and other elements of a document. Styles help to ensure consistency in formatting throughout the document and make it easier to manage and modify the document’s formatting. Styles and Formatting ol [Paragranh Styles| eH = (BS) Reet New Stic from Selection = ck Update Style a oman MMS al rector Stves]—Tipefaut Load Stes. Fest line indent | Frame Styles | Heading fFlrormat Mode Page Ses] Headon i Heading 2 i estes Heading 4 tesang 5 ~ 7 x [fsatomatic »] Advantages of Style + Provides consistency throughout the document Saves time’and increases efficiency Allows for easy updates and modifications Makes document management simpler and more organized Enhances aveessibility for readers who use assistive technologies. There are several types of styles in OpenOffice, including: * Character styles: These are used to apply formatting to specific characters or words within a paragraph, For example, you might use a character style to make a particular word bold or italicized + Paragraph styles: These are used to apply formatting to entire paragraphs, including, text alignment, spacing, and indentation. + Page styles: These are used to define the layout and formatting of individual pages, including margins, headers, and footers * List styles: These are used to define the formatting of bulleted or numbered lists. + Frame styles: These are used to define the formatting of frames, which are used to hold graphics or other elements within a document. + Table styles: These are used to define the formatting of tables, including cell borders, backgrounds, and text alignment. + Graphics styles: These are used to define the formatting of graphics or images within a document, including borders, backgrounds, and text wrapping. How to Apply Style in OpenOffice.org Step 1 : Select the text, paragraph, or other element where you want to apply the style. Step 2 : Click Format > Style and Formatting or press F11 Step 3 : Select any one of the style (e.g., Paragraph, Character, ete.) What is Fill Format Mode and How to apply SDPS CAMPUS, PATNAO7 PAGE: 01 ‘WhatsApp: 9798919729Fill Format Mode is a feature in OpenOffice that allows you to copy the formatting from one element of a document and apply it to another element, This can be useful when you want to quickly apply consistent formatting to multiple elements within a document. How to Apply Fill Format Mode Step 1 : Select the element that contains the formatting you want to copy. Step 2 : Click on the “Fill Format mode” icon in the Style and Formatting window. Step 3 : Select the element or elements that you want to apply the formatting to. Step 4 : Click on the element that you want to apply the formatting. Paragraph 1: Style refers to a pre-defined set of formatting attributes that can be applied to text, paragraphs, pages, and other elements of a document. Before Applying Fill Format Mode Paragraph 2 : Style refers to a pre-defined set of formatting attributes that can be applied to text, paragraphs, pages, and other elements of a document. After Applying Fill Format Mode Paragraph 2 : Style refers to a pre-defined set of formatting attributes thet can ied to text, paragraphs, pages, and other elements of addocumentt. Creating New Custom Style in OpenOffice.org There are two diffierent ways to‘ereate-a Style 1) Creating a new Style froma selection, 2) Dragging and Dropping to Create A Style Create New Style from Seleetion By replicating an existing manual format, you can make a new style. This new style will only be applied to this documentand will not be saved in the template. NewStyle |My ste Step 1 : Select the formatted text or paragraph. Step 2 : From the top menu, select “Styles” > “New Style” (or press F11) Step 3 : In the New Style window, enter a name for the new style and select the type of style you want to create, Step 4: Make any additional changes to the style options. Step 5 : Click “OK” to save the new style. Drag and Drop to create New Style ‘You can drag and drop a text selection into the Styles and Formatting window to create a new style. Step 1 : Open the Styles and Formatting window. Step 2 : Select text and drag it to the Styles and Formatting window. Step 3 : In the Create Style dialog box, type a name for the new style. The list shows the names of existing custom styles of the selected type, if any. Click OK to save the new style. Step 4 : If the Paragraph Styles list is showing in the Styles and Formatting window, a new paragraph SDPS CAMPUS, PATNA-O7 PAGE: 02 WhatsApp: 9798919729style will be added to the list. If Character Styles are active, the character style will be added to the list Modifying Custom or Pre defined Styles There are two different ways to modify Style in OpenOffice — + Updating a style from a selection + + Load or copy styles from another document or template Updating a Style from a selection To update a style from a selection: Step 1 : Open the Styles and Formatting window. Step 2 : In the document, select an item that has the format. Step 3 : In the Styles and Formatting window, select the style you want to update (singleclick, not double-click), then long-click on the arrow next to the New Style from Selection icon and click on Update Style. |Sipies ead Vormatting ‘Complimentary dose New Style from Selection ae te poses, Hanging indent, fhoad Styles. Load or copy styles from another document or template You can copy styles by loading them from a template or another document: Step 1 : Open the document into which you wish to paste styles. Step 2 : Long-click on the arrow next to the New Style from Selection symbol in the Styles and Formatting window, and then select Load Styles. Step 3 : Locate and choose the template you wish to copy styles from on the Load Styles box. Step 4 : Decide which style cafegories should be duplicated. Step 5 : Click OK to copy the styles, Load Styles ae —_ Picture > From File. Step 3: Navigate to the file that needs to be inserted on the Insert Picture dialogue, select it, and click Open. Insert Image from Clipboard Step 1 : Open the document in which you want to insert the image. Step 2 : Place the cursor where you want the image to be inserted. Step 3 : Press “Ctrl+V” or right-click and select “Paste” to insert the image from the clipboard. Step 4 : Resize or move the image as necessary. Insert Image from Gallery Step 1 : Open the document in which you want to insert the image. Step 2 : From the top menu, select “View” > “Gallery” (or press F6). Step 3 : In the Gallery window. that appears, browse through the eategories'to find the image you want to insert Step 4 : Click on the image to Select it. Step 5 : Click and drag the selected image into the document where you want (0 appear. Insert Image from Seanner If your computer has a scanfer attached, Open Office may access the scanning software and enter the scanned item as an image into the Open Office document. To insert image Click the area where the image to be placed, then choose Insert > Picture > Scan > Select Source to begin the process. Modifying Image in OpenOfficecorg, You might need to edit a new image you include so that it matcheS the document. Here, we'll go through how to use the Picture toolbar, as well as howto Fesize, Crop, and rotate a photo using a workaround, Picture Toolbar The Picture toolbar displays when you insert a picture or choose one that is already in the page. View > Toolbars > Picture allows you to set it to always be visible. Graphics mode ‘You can change color images to grayscale by selecting the image and then selecting Grayscale from the Graphics mode list Flip vertically or horizontally Select the image, then click the corresponding icon to turn it vertically or horizontally. Filters The filters are briefly described in the following table, but the best way to comprehend them is to use them, Try around with the various filters and their settings. ‘SDPS CAMPUS, PATNA-O7 PAGE: ‘WhatsApp: 9798919729Table 1: Graphic filters and their effects Teon | Name Effect Inverts the color values of a color image or the invert biiphibieak valued ot geayatale inigel Smooth Softens the contrast of an image Sharpen Increases the contrast of an image. Remove noise | Removes single pixels from an image. aan Mimics the effects of too much light in a picture. A P a further dialog box opens to adjust the parameters. Simulates the effects of time on a picture. Can be Aging applied several times. A further dialog box opens to a adjust the aging level. wee, | iShatediie Makes a picture appear like a painting by reducing - the number of colors used. | Popan Modifies the\picture draitatically f | Charcoal Displays the image ag a charcoal sketch. ‘A dialog box is displayed to adjust the light source Relief that will create the shadow and, hence, the relief 5 effect. we Mosaic Joins groups of pixels into a single area of one color. ‘Transparency — : f To make a picture more transparent, change the percentage value in the Transparency box on the Picture toolbar. When making,a watermark or enclosing the image in the background. Using The Formatting Toolbar And Picture Dialog, a. Cropping Images ‘You could want to crop (cut off) portion of the image if you're only interested in it for your document. Right-click the image and choose Picture from the pop-up menu to begin cropping it. b. Keep scale / Keep image size When the Keep scale option is used (the default), cropping an image does not alter its scale. When the option to Keep Picture Size is used; cropping results in either an increase in image size (for positive cropping values), a decrease in image size (for negative cropping values), or an image distortion ¢. Width and Height As you input values in the Left, Right, Top, and Bottom fields under Scale or Image size, the Width and Height fields change. To find the precise amount to crop by, use the thumbnail next to these fields. d. Resizing an Image If the inserted image is too big or too small, it might not fit into the paper completely. You can resize the image in Writer. SDPS CAMPUS, PATNAO7 PAGE: 05 ‘WhatsApp: 9798919729Tyne) Options) Wrap Hyperlink) Pict Cop. 0 Reap see O keep image size vt Pee re Pom Bight fost —[]Battom © Ppt ‘Gop Borders] Backorcuna | Maco) Stale wath Haione Image see wom — Bat | 448.50 x 239.690 inal Height 22 ier ¢. Rotating a Picture With the aid of the rotation option in digital documentation, you ean rotate the image. £, Creating Drawing Objects Display the Drawing toolbar by selecting View > Toolbars > Drawing to start utilising the drawing tools. CREATE AND USE TEMPLATE A template is a sample that you can follow while writing new documents. Documents that have previously been designed are-called templates. Simply substitute your own text for the sample text. Creating a Template You can create your own templates im two Ways: « from a document, + and using a wizard. Creating A Template From A Document Step 1 : Open a new or existing document of the type you want to make into a template (text document, spreadsheet, drawing, presentation). Step 2 : Add the content and styles that you want. Step 3 : From the main menu, choose File > Templates > Save ‘SDPS CAMPUS, PATNA-O7 PAGE: 06 WhatsApp: 9798919729,Cre ig A Templ Using A Wizard Step 1: Choose File > Wizards >[lype of template required] Step 2 : Follow the instructions on the pages of the wizard like the date, subject line , salutation, and complimentary close Step 3 : In the last section of the wizard, you can specify the name and location for saving the template. Step 4 : Finally, you have the option of creating a new document from your template immediately, or ‘manually changing the template. File) Edit View Insert Format Table Tools Window H ve ieuieer anne Recent Documents » pense D Wizards: >| ie Letter... Close @ fax. is B Agenda. B Save As... CtritShift+S | {@ Presentation. {® Web Page. , i uman converter = e =} AF iB EvroGonverter. [9 Export. 2 Fold eee SF: ‘Adaiess Data Source. CREATE AND CUSTOMIZE TABLE OF CONTENTS A table of contents (TOC) is a list of the main sections or chapters in adoeument, a table of contents gives readers a quick summary,of the document’s content and a mechanism to quickly search for a specific piece of information within it. The table of contents typically includes section or chapter titles and the corresponding page numbers. Advantages of Table of Content + Provides quiek navigation + Efficient organization + Improved comprehension + Professional appearance + Accessibility for readers with disabilities What is the purpose of Table of Content 1. It provides users witha summary of the ¢ontents and Structure of the document. 2. It enables users to jump rightto a certain areaof a document. How to Insert Table of Content in Digital Documentation To insert table of Content in Digital Document follow the following link — Insert > Indexes and Tables > Indexes and Tables. SDPS CAMPUS, PATNA-O7 PAGE: 07 WhatsApp: 9798919729Basic Setting in Table of eae ‘Adding A Title ¢. Put a title in the Title area if yc ‘one for the table of contents, (If automatically entered a ttle inthis field, you may eat iby typing over the valu.) Clear the Title field to remove the tte Protecting Against ManwalChanges ze Select the Protected against manual changes chee accidental changes to the table of contents. «= Ifthis box iets the Context menu or the Insert Tal ex window are the only ways to modify the table of contents. If this box is unchecked, The table of contents can be modified immediately on the document page, just like regular text. Gj x Changing The Number Of Levels > RS When creating the table of contents, Writ default cor levels of headings. Enter the required number in the “Evaluate up to level” spin box to adjust the number of levels examined. Assigning Custom Styles All paragraphs created using the default heading styles are automatically assigned to the table of contents by Writer (Heading 1, Heading 2, and so on). Using The Entries Tab Entries table help to customize the formatting of the TOC entries. This tab allows you to specify how the headings and subheadings in the document should appear in the TOC, including the font, style, indentation, and page number formatting. ‘SDPS CAMPUS, PATNA-O7 PAGE: 08 WhatsApp: 9798919729teTte Emies |e | cons | egos | ‘bel Stucae and fermaag ns as a a] “Taateaeeiane omen ances — Lae | a tt ‘essai Nastay sea eg 2 Joana ‘seem cnnctonaug 2 Dams Ten peston rere to Paragraph Sy indent E# — The chapter number is indicated by the E# button, E ~The entered text is represented by the E button, T— A tab stop is represented by the T button: #— The page number is indicated by the # button. LS - The beginning of'a hyperlink is indicated by the L$‘batton. (This button is absent from the Structure line by default.) * LE—A byperlink’s conclusion is indicated by the LE button. (This button is absent from the Structure line by default.) Deleting Elements Click the button next to the element you want to remove from the Structure line, and then press the Delete key on your computer. For instance, click the T button and then press the Delete key to remove a tab stop. Using The Background Tab To add colour or a graphic to the table backdrop, use the Background tab. Saving The Table Of Contents Click OK to save the table of contents and have it display in your document. The table of contents is displayed in your document once the Insert Index/Table window closes IMPLEMENT MAIL MERGE Using a mail merge, you can personalise a letter you've already written and send it to a large group of recipients, giving the impression that you wrote it specifically for them. A mail merge can also be a rapid technique to create labels or envelopes with the addresses for various persons on each label or envelope using a list of people’s mailing addresses. ‘SDPS CAMPUS, PATNA-O7 PAGE: 09 ‘WhatsApp: 9798919729Anyone or any business that interacts frequently with customers, partners, parents, or other individuals must use the mail merge. How to create Mail Merge in Digital Documentation Step 1: Select starting document Step 2: Select document type Step 3: Insert address block or Selecting the data source Step 4: Create salutation, Step 5: Adjust layout Step 6: Edit document and insert extra fields Step 7: Personalize documents Step 8: Save, print or send What is Data Source During the mail merge process, data from another document referred to as the data source, Data Source connects to the main document and retrieves the information like names, addresses, and phone numbers can be found in a document, spreadsheet, or database that serves as the data source. What are the different type of Data Source available in Mail Merge OpenOffice.org allows data sources to be aecessed and then linked into OOo documents. For example, a mail merge links an external document containing a fist of names and addresses into a letter, with one copy of the lettenbeing generated for each entry. Different type of File which Support to insert data in Mail merge are ~ Spreadsheet Text File Access or Base Database Address Book 1 2, 3, 4. SDPS CAMPUS, PATNAST PAGE: 10 WhatsApp: 9798919729