DIGITAL DOCUMENTATION

SESSION 1: CREATE AND APPLY STYLES IN THE DOCUMENT

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.
When you apply a style, you apply a whole group of formats at the same time.
Styles are logical attributes.
Styles help improve consistency in a document. They also make major formatting changes easy.
OpenOffice.org supports the following types of styles:
Page styles include margins, headers and footers, borders and backgrounds.
Paragraph styles control all aspects of a paragraph’s appearance, such as text alignment, tab
stops, line spacing, and borders, and can include character formatting.
Character styles affect selected text within a paragraph, such as the font and size of text,
or bold and italic formats.

Frame styles are used to format graphic and text frames, including wrapping type, borders,
backgrounds, and columns.
Numbering styles are used to format graphic and text frames, including wrapping type, borders,
backgrounds, and columns
Cell styles include fonts, alignment, borders, background, number formats (for example,
currency, date, number), and cell protection
Graphics styles in drawings and presentations include line, area, shadowing, transparency,
font, connectors, dimensioning, and other attributes.
Presentation styles include attributes for font, indents, spacing, alignment, and tabs.

• Applying styles
1. Using the Styles and Formatting window
Click the Styles and Formatting icon , or click Format > Styles and Formatting, or press F11.

Figure1.1: The Styles and Formatting window for Writer, showing paragraph styles

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2. Using Fill Format mode
Fill format mode is used to apply a style to many different areas quickly without having to go back
to the Styles and Formatting window and double-click every time.
This method is quite useful when you need to format many scattered paragraphs, cells, or other
items with the same style.
Creating New (Custom) Styles
You can do this in two ways:
Creating a new style from a selection
Dragging And Dropping To Create A Style

SESSION 2. INSERT AND USE IMAGES

Images can be added to a document in several ways:
by inserting an image file,
directly from a graphics program or a scanner, or
from the Open Office Gallery.
Inserting An Image File using either of the following methods:
Drag and Drop
This method embeds (saves a copy of) the image file in the Writer document. To link the file instead of
embedding it, hold down the Control+Shift keys while dragging .
Insert Picture Dialog
Inserting An Image From The Clipboard
Inserting An Image Using A Scanner
Inserting An Image From The Gallery

Modifying An Image
Grayscale, Flip vertically or horizontally
Filtersoster

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

Cropping Images
When you are only interested in a section of the image for the purpose of your document, you
may wish to crop (cut off) parts of it.
In the Crop page, you can control the following parameters:
Keep scale / Keep image size

When Keep scale is selected (default), cropping the image does not change the scale of the
picture, but the size of the image changes
When Keep image size is selected, cropping produces enlargement (for positive cropping values),
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shrinking (for negative cropping values), or distortion of the image so that the image size remains
constant.

On the Crop page you can adjust the following settings:

 Scale Width and Height: specify in percentages the scaling of the picture. The size of the
image changes accordingly. For a scaled resizing, both values should be identical.
 Image size: specify the size of the image in your preferred unit of measurement. The image
enlarges or shrinks accordingly.
 Original size button: when clicked, restores the image to its original size.
In the Type page of the Picture dialog box, select the Relative option to toggle between
percentage and actual dimension. For a scaled resizing, select the Keep ratio option. As for the
Crop page, clicking on the Original Size button restores the original image size.
Creating Drawing Objects
To begin using the drawing tools, display the Drawing toolbar (Figure 1.9), by clicking
View > Toolbars > Drawing.

Figure 1.9. The Drawing toolbar

Grouping Drawing Objects

With the objects selected, hover the mouse pointer over one of the objects and choose Format > Group
> Group from the menu bar or
Right-click and choose Group > Group from the pop-up menu.
You cannot include an embedded or linked graphic in a group with drawing objects.

Positioning Image/Graphics Within The Text

Positioning of a graphic is controlled by four settings:
1. Arrangement refers to the placement of a graphic on an imaginary vertical axis. Arrangement
controls how graphics are stacked upon each other or relative to the text.
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 2. Alignment refers to the vertical or horizontal placement of a graphic in relation to the chosen
anchor point.
3. Anchoring refers to the reference point for the graphics. This point could be the page, or
frame where the object is, a paragraph, or even a character. An image always has an anchor
point.
4. 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, or
treat the graphic as a separate paragraph or character.

SESSION 3
Templates
1. What are templates? What are the advantages of using templates?
A template is a model that you use to create other documents.
All documents in OpenOffice.org are based on templates.
Templates can contain text, graphics, a set of styles, and user-specific setup information such as
measurement units, language, the default printer, and toolbar and menu customization.
2. What is the difference between styles and templates?
Styles keep your formatting consistent within a document.
While
Templates allow you to re-use text, and keep your look and feel consistent across multiple documents.
3. Explain different ways of creating a template.
We can create your own templates in two ways:
from a document, and using a wizard.

SESSION 4. CREATE AND CUSTOMIZE TABLE OF CONTENTS

Writer’s table of contents feature lets you build an automated table of contents from the
headings in your document.
 Arrange your material.
 Manage reader expectations.
 Makes it easy to navigate to the correct topic/sub topic.
 Provide a road map.
 Make the document easier to discuss.
 Make a good impression.

Operations with Table of Contents

 Deleting Elements
 Adding Elements
 Applying Character Styles
 Adding Color
 Adding A Graphic

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 Saving The Table Of Contents
 Updating A Table Of Contents
 Deleting A Table Of Contents

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SESSION 5. IMPLEMENT MAIL MERGE
Advance concept of mail merge in word processing
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.
A mail merge can also be a quick way to take a list of people’s mailing addresses and generate labels
or envelopes with the address for a different person on each label or envelope.
https://wiki.openoffice.org/wiki/Documentation/OOoAuthors_User_Manual/Writer_Guide/
Using_the_Mail_Merge_Wizard_to_create_a_form_letter
Step 1: Select starting document
The wizard gives various options to select your starting document:
Use the current document.
Create a new document.
Use a template.
Use an existing document.
Step 2: Select document type
The wizard can produce letters or, if a Java Mail connection exists, email messages. 
Step 3: Insert address block
In this step you will do three things:
Tell the wizard which data source to use. The data source must be an existing file; in this example it is
the "Points" spreadsheet created earlier.
Select the address block to use in the document. This means choosing which fields appear (for example,
whether the country is included) and how they look.
Make sure that the fields all match correctly. For example, the wizard has a field called <Last Name>. If
your spreadsheet has a column called "Surname", you need to tell the wizard that <Last Name> and
“Surname” are the same thing.
Step 4: Create salutation
The salutation is the initial greeting, for example, Dear Mr Jones'.
Step 5: Adjust layout
you can adjust the position of the address block and salutation on the page. You can place the address
block anywhere on the page. The salutation is always on the left, but you can move it up and down the
page.
Step 6: Edit document and insert extra fields
You have another opportunity to exclude particular recipients from the mail merge, as shown below.
Step 7: Personalize documents
OOo creates all your letters, one per recipient.
Step 8: Save, print or send

Steps to create labels

Step 1: Choose/Create a label template
Step 2: Select data source
Step 3: Insert fields
Step 4: Preview document

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Questions