Digital documentation

WORD PROCESSING (DIGITAL DOCUMENTATION)
By-Amresh Tiwari(SGEI)

Office suite
• Office suite is a collection of programs, which
are useful for word processing, spreadsheet
preparation, presentation, and database
management.
• There are several office suits like MS Office,
LibreOffice.

There are several
office suits like MS
Office, LibreOffice.
We will be using
LibreOffice,
because of its
several advantages.
LibreOffice is free and open source
software (FOSS), fully-featured office
productivity suite.
It is available free for downloading from
the website www.libreoffice.org.
This suite is available in many languages
and runs on many platforms (Windows,
Mac and Linux).
It uses Open Document Format (ODF)
file format, for publishing documents.

Important facts-
A document is a paper with written contents and the process of preparing a document is
called documentation.
Documentation is required to preserve the contents for a longer period or to be used as
evidence.
The documents can be letters, reports, thesis, manuscripts, legal documents, books, etc.
Note:-A handwritten document can have certain disadvantages like understanding the
specific handwriting.

Component
of
LibreOffice
The components of LibreOffice are-
• Writer for word processing
• Calc for spreadsheet preparation
• Impress for presentation
• Draw for drawing
• Base for database management
LibreOffice includes support for opening and saving files in many common formats including
Microsoft Office, HTML, XML, WordPerfect, and PDF.

Word processor
• A word processor is a computer application used for the production of
printable material. In the beginning WordStar was the most widely used
word processing software.
• Word processing is the use of computer software to enter, edit, format,
store, retrieve and print the document.
• Note:- The term word processing was invented by IBM in the late 1960s.
• The modern word processors take advantage of a GUI (graphical user
interface) providing some form of what-you-see-is-what-you-get
(WYSIWYG) editing. This means, the special effects on text are also
visible on the screen.
• Note:- Web-based word processer are Google Docs, Office 365 Word,
Microsoft OneDrive Word

Features of word processors
• Create, edit, save, retrieve and print the document
• Copy the text to other places within the document.
• Move or copy a selected text from one document to any
other document.
• Change the font size, font style of the text in the
document.
• Format paragraphs as well as pages.
• Check spelling and grammar.
• Create table, modify the size of the selected rows,
columns or cells.
• Combine one or more documents.
• Insert pictures or graphs within the document.
• Print the selected text or selected pages of the document
• OLE (Object Linking and Embedding)
• Mail Merge By-Amresh Tiwari(SGEI)

Getting started with word
processor – Writer
• LibreOffice writer is a free and an open
source software (FOSS) with rich
features of word processing. Some
word processors are also available
freely on the web.
• Note:- Web-based word processer are
Google Docs, Office 365 Word,
Microsoft OneDrive Word

Starting LibreOffice Writer
In general, we will find a shortcut of LibreOffice on the desktop or on the Quick
Launch Taskbar.
To start LibreOffice Writer in Windows, double click LibreOffice Writer shortcut,
which is usually found on the computer desktop.
Alternatively, click on the Start or Windows button, select LibreOffice →
LibreOffice Writer from application window.
Using the Search command, type the word ‘writer’ in the search field, and select
LibreOffice Writer from the offered results.

Parts of the
Writer window

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, Untitled3... etc., as we go on opening the new document.
Menu bar:- It appears below the Title Bar. It shows the menu items File, Edit,
View, Insert, Format, Tables, Tools, Window and Help.
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.

Parts of the
Writer
window
Standard toolbar:- It contains commands 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.
Status bar:- This is positioned at the left bottom of the Writer window
and displays the number of pages, words, the language used,
zooming, etc. It is located at the bottom of the workspace.
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.

Creating a document
To create a new document:
• Keyboard shortcut: Ctrl + N
• Mouse options: File → New → Text
Document

Saving a document
To save a new document:
• Keyboard shortcut: Ctrl + S
• Mouse options: File → save
• Give the name of the file. By default,
the file is saved in .odt format.

Important
facts-
1. Newly created file (Ctrl + S is
same as Ctrl + Shift +S)
2. To save some more or new
content in an already saved
file. (Ctrl + S)
3. To save an already saved file
with a new name. (Ctrl + Shift
+ S)

Opening the document
To open an existing document:
• Keyboard shortcut: Ctrl + O
• Mouse options: File → Open

Cursor movement
Text Cursor: The Text Cursor is a flashing vertical line in
the body of the text.
Cursor Control Keys :- The 4 arrow keys (←↑↓→) on the
keyboard are called as cursor control keys.
Note:- There are two keys above the cursor control keys
marked as Home and End.

Cursor movement
Pressing the Home key jump to the beginning of the line.
Pressing End key jump to the end of a line.
To jump to the beginning of a document, press Ctrl + Home.
To jump to the end of a document, press Ctrl + End.

Apply Editing
features

Editing the document (Undo and Redo)
If, by mistake, you have made some changes
and now you want to erase the last change
done, then use the Undo option.
To undo the changes
Keyboard shortcut :- Ctrl + Z
Mouse options: - Edit → Undo
After undo command, again if you want to go
back then use the Redo option.
To redo the changes
Keyboard shortcut :- Ctrl + Y
Mouse options: - Edit → Redo

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
Copy and Paste :- It is used to make a duplicate copy
of selected text.
• Select the text and click on Edit → Copy option or
press CTRL+C
• Place the cursor where the text has to be
duplicated. Click on Edit → Paste option or press
CTRL+V

Selecting text
It is necessary to select the text to perform copy and paste operation and for editing the
text. The selected text will be highlighted.
• To select a letter or letters
• To select a single word at a time
• To select a complete sentence at a time
• To select a complete paragraph at a time
• A document
• Drag the Mouse across the letter(s)
• Position the mouse pointer anywhere on
that word and double click.
• Position the mouse pointer anywhere in
the sentence and triple click. (Triple click
means to quickly click the left mouse
button three times.)
• Position the mouse pointer anywhere in
the paragraph and quadruple click
(Quadruple click means to quickly click
the left mouse button four times.)
• Press Ctrl + A on the keyboard. Drag the
mouse pointer till you see a right arrow
which is white. Then click it thrice.

Selecting non-consecutive text 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.
By using the keyboard
• Select the first piece of text.
• Press Shift+F8. This puts Writer in
‘Adding selection’ mode.
• Use the arrow keys to move to the
start of the next piece of text to be
selected. Hold down the Shift key
and select the next piece of text.
• Repeat as often as required.
• Press Esc to exit from this mode.

Find and Replace
• Select Edit → Find & Replace or press CTRL+F,
the dialog box will open.
• Type the text to find in the Find box and click on
Find button to locate the entered word. This will
select the word which you want to search for.
Also, you can click on Find All to select and
display all occurrences of the entered text.
• To change the text with different text, enter the
new text in the Replace box. Now click on
Replace if you want to change only first
occurrence of it and use Replace All to replace all
the matching occurrences.

Checking
spelling and
grammar
If any grammatical errors are detected,
they are underlined by a wavy blue line.
To check the spelling and grammar of
the document (or selected text)-- Select
Tools → Spelling and Grammar, or
Click the Spelling and Grammar button
on the Standard toolbar, or
Press the keyboard key F7. The Spelling
and Grammar dialog opens.

Automatic Spell Checker
Automatic Spell Checker checks each word as it is typed and displays a wavy red
line under any unrecognized words.
Right-click on an unrecognized word to open a context menu.
Certain suggestions will be displayed for the selected word.
Click on the most appropriate word out of the suggested words to replace the
underlined word. After making corrections, the line disappears.

Using
synonyms and
the thesaurus
A word processor helps to look up synonyms (different words with the
same meaning) and antonyms (words with the opposite meaning) in
the thesaurus.
Steps-
1). Right-click on a word and point to Synonyms on the context menu.
2). A submenu of alternative words and phrases are displayed.
3). Click on a word or phrase in the submenu to replace it with the
highlighted word or phrase in the document.
Note:-A dictionary contains definitions and pronunciations, whereas
thesaurus will have words with similar meanings or opposite
meanings.

Apply
formatting
features

Formatting text (or Document)
• Formatting Text refers to the formatting of
paragraphs and characters. To do the
formatting, first select the text and then
apply the required text formatting features.
• Note:- General arrangement of text that
affects its appearance is known as
Formatting.

Common text formatting
Some of the common text formatting features generally used are--
• 1. Changing font size– by selecting font size.
• 2. Changing font style– bold (Ctrl+B), italic (Ctrl+I), underline (Ctrl+U)
• 3. Changing font type– by selecting font drop down.
• 4. Changing font colour – by selecting font colour icon.

Using the bullets and
numbering
• You can assign the bullets or numbering
to the list items in the document by
using the options on the Bullets and
Numbering toolbar or Format → Bullet
and Numbering…
• Note:- F12 is used insert numbering.

Making Text
Superscript or
Subscript
Select the text that you want to make
superscript or subscript.
Do one of the following:
Choose Format - Character - Position,
and then
select Superscript or Subscript.
Press Ctrl+Shift+P to make the text
superscript, and Ctrl+Shift+B to make
the text subscript.

Changing text case
• In OpenOffice Writer you can change
any text to sentence case, lowercase,
uppercase, capitalize every word, or
toggle case by following the steps
below.
• Highlight the text you want to change.
• Once highlighted click Format and
then Change Case.
• Within Change Case select the type of
capitalization you want.

Creating header/footer
Headers and footers are areas in the top and the bottom page margins, where you can add text or graphics.
You can insert Fields, such as page numbers and chapter headings.
To add a header to a page, choose Insert - Header, and then select the page style for the current page from the submenu.
To add a footer to a page, choose Insert - Footer, and then select the page style for the current page from the submenu.
You can also choose Format - Page, click the Header or Footer tab, and then select Header on or Footer on. Clear the Same
content left/right check box if you want to define different headers and footers for even and odd pages.
To use different headers or footers in your document, you must add them to different Page Styles, and then apply the styles to
the pages where you want the headers or footer to appear.

Page style
LibreOffice uses page styles to specify the layout of a page, including the page
orientation, background, margins, headers, footers, and text columns.
To Apply a Page Style-
• Click in the page that you want to apply the page style to.
• Choose Format - Styles and Formatting, and then click the Page Style icon.
• Double-click a name in the list.

Inserting images shapes, special characters in a document
• Open OpenOffice Writer
• Click the Insert top menu option.
• Select the Special Characters option.
• Select the special character you want to
edit.

Inserting Breaks
• Break is a special software code
inserted in a line or column or page
that break the text from regular flow
and move it to next line or column or
page.
• We can do this by using Insert ->
Manual Break command.
• Note:- Ctrl+Enter is the shortcut key for
inserting page break.

Create and work with
tables

What is a table?
A table is a combination of rows and
columns. In other words, A table is a data
representation in a horizontal and vertical
manner. The horizontal data representation is
known as row and the vertical data
representation is known as a column.

How are tables
of writer
useful?
Tables are useful in many ways in the document.
Few of them are as follows:
To represent data in tabular form
It adds readability to the document
Makes your document more presentable
The reader can understand data easily in tables
Helps to analyse data

What are the
ways to insert
the table in
OO writer?
There are two ways to insert a table in
OO Writer-
Table ⇒ Insert Table
From Standard toolbar Table icon
Note:- We can use + and = to make table
also.

Trick to create Table

Inserting Row(s) and
Column(s)
• To insert a row at the end of the table
is very simple just press tab key at the
last cell of the table. To insert row(s),
columns(s) or cell(s) by following steps:-

To insert row(s) by following steps:-
• Click on Table ⇒ Insert ⇒ Rows Above
OR
• Click on Table ⇒ Insert ⇒ Rows Below
OR
• Click on Table ⇒ Insert ⇒ Rows. It will open
insert rows dialog box.
• Type number of rows in front of Number box.
• Choose the position before or after as per your
requirements.
• Click on Ok button.

To insert column(s) by
following steps:-
• Click on Table ⇒ Insert ⇒ Column Before
OR
• Click on Table ⇒ Insert ⇒ Column After
OR
• Click on Table ⇒ Insert ⇒ Column. It will
open Insert Columns dialog box.
• Type number of columns in front of
Number box.
• Choose the position before or after as per
your requirements.
• Click on Ok button.

Implement
Mail Merge in
digital
documents

What is a mail merge?
By-Amresh
Tiwari(SGEI)
• Mail merge is a combination of two
words. Mail and Merge, where mail
means a letter or content written on
paper and merge means to join.
• So in simple words, writing a letter
and joined the letter with multiple
addresses is known as mail merge.

How to mail merge in
OO Writer?
• Step 1: Type your contents of letter or email in a
new Writer document.
• Step 2: Click on Tool ⟶ Mail Merge Wizard.

• Step 3: Mail wizard open as
displayed in the following
screenshot. This step is all
about to select in which
document you want to initiate
the process of mail merge.
Select “Use the current
document” as you have already
typed your contents in the
document. Click on Next
button.

Step 4: This step
allows to select
the document
type out of letter
or email. Select a
letter and click on
next button.

Step 5: This step is more important and you should be careful also. As here
you are going to create your address list and address block. This process
has 4 steps:
• Select or create an address list
• Select the address block
• Match the fields
• Preview of exact record match

Step 6: Click on
the select
different address
list containing the
address data
option. You will
get something like
this:

Step 7: Click on Create
button. A new address
list dialog box appears.
As you will see we are
not going to use all of
these fields in our
address block.

Step 8: Click on the customize button to
delete unwanted fields from address
blocks. Select the unwanted fields one by
one and delete them. You can move any
field using arrow buttons. Click on OK
button when you finished.

Step 9: Now type
address list values for
the different fields.
Type details for
recipients address.
Click on New button to
insert a new address.
Click on OK when you
finished all entries.

Step 10: Now it will ask to save
your file. Save it. When you save
your address list do not use
space between the address list
name. And the screen will come
back to address list. Ensure that
your currently saved list should
be selected. Click on OK button.

Step 11: Now you will
return back to your insert
address block step. Click
on the checkbox in front
of number 2. Check the
preview as per your need.
If the next button is not
coming then click on more
button and edit the
required fields.

• Step 12: Now you will get the create salutation
screen. This is an optional part. Click on next button.
• Now, a few steps are there to adjust your address
block in the document. Adjust as per your need and
click on next. Then if any modification required then
you can edit the document otherwise click on next
button. Then you will get the option to personalize
document. This is also an optional step. Click on next
if your document looks good.
• Step 13: Then, at last, you will get the final step to
save, print or send the merged document. You will
get a screen like this:

Exporting Document to
PDF

Exporting
Document to
PDF
Click File -> Export as PDF.
PDF options dialog will appear. Do
some specific setting and then click
on Export button.
Now the Export dialog box will
appear. Select the path and name
of the PDF file and then click on
Save button.

Digital documentation

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