Information Technology (402)

Class 10

Important Questions with Solutions

Unit – 1
Digital Documentation

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 SESSION 1: CREATE AND APPLY STYLES IN THE DOCUMENT
SESSION 1: CREATE AND APPLY STYLES IN THE DOCUMENT

1) What do you mean by styles?

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.

2) How many types of styles are there in OpenOffice? Explain any 4.

Page styles, Paragraph styles, Character styles, Frame styles, Numbering styles, Cell styles, Graphics
styles, Presentation styles.

Any 4 types of styles -

Frame styles are used to format graphic and text frames, including wrapping type, borders,
backgrounds, and columns.

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.

Cell styles include fonts, alignment, borders, background, number formats (for example, currency,
date, number), and cell protection.

Presentation styles include attributes for font, indents, spacing, alignment, and tabs.

3) What are steps to apply styles? Explain any 2.

OpenOffice.org provides several ways for you to select styles to apply.
Using the Styles and Formatting window
Using Fill Format mode
Creating New (Custom) Styles - Creating a new style from a selection, Dragging and Dropping to
Create A Style
Any 2 explanation -
Using the Styles and Formatting window

i. Click the Styles and Formatting icon located at the left-hand end of the object bar, or click
Format > Styles and Formatting, or press F11.
The Styles and Formatting window shows the types of styles available for the OpenOffice
(OpenOffice.org) component you are using.
You can move this window to a convenient position on the screen or dock it to an edge
(hold down the Ctrl key and drag it by the title bar to where you want it docked).

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 ii. Click on one of the icons at the top left of the Styles and Formatting window to display a
list of styles in a particular category.
iii. To apply an existing style (except for character styles), position the insertion point in the
paragraph, frame, or page, and then double-click on the name of the style in one of these
lists. To apply a character style, select the characters first.

Using Fill Format mode

i. Open the Styles and Formatting window and select the style you want to apply. the Styles
and Formatting
ii. Click the Fill Format mode icon.
iii. To apply a paragraph, page, or frame style, hover the mouse over the paragraph, page, or
frame and click. To apply a character style, hold down the mouse button while selecting
the characters, clicking on a word applies the character style for that word. Repeat step 3
until you made all the changes for that style.
iv. To quit Fill Format mode, click the Fill Format mode icon again or press the Esc key. An
important point to note here is that when this mode is active, a right-click anywhere in the
document undoes the last Fill Format action. Be careful not to accidentally right click and
thus undo actions you want to keep.
4) Explain 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.
5) How can you create new style from selection?
You can create a new style by copying an existing manual format. This new style applies only to
this document; it will not be saved in the template.
i. Open the Styles and Formatting window and choose the type of style you want to create.
ii. In the document, select the item you want to save as a style.
iii. In the Styles and Formatting window, click on the New Style from Selection icon.
iv. In the Create Style dialog, type a name for the new style. The list shows the names of
existing custom styles of the selected type. Click OK to save the new style.

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6) How can you update style from selection?
i. Open the Styles and Formatting window.
ii. In the document, select an item that has the format you want to adopt as a style.
iii. 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 Selection icon and
click on Update Style.

7) What are the advantages of using styles?

Styles help improve consistency in a document. They also make major formatting changes easy.
For example, you may decide to change the indentation of all paragraphs, or change the font of all
titles. For a long document, this simple task can be prohibitive. Styles make the task easy.

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 SESSION 2: INSERT AND USE IMAGES

1) Explain any four graphics filter?

2) Explain image cropping steps?

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. 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.
In the Crop page, you can control the following parameters:
Keep scale / Keep image size
Left, Right, Top, and Bottom
Width and Height
Resizing an Image
Rotating a Picture

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3) List any 3 methods of inserting image?

Drag and Drop.

Insert Picture Dialog

Inserting an Image from The Clipboard

Inserting an Image Using A Scanner

Inserting an Image from The Gallery

4) Define Text Wrapping & Anchoring

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.

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.
5) How can you modify an image?
When you insert a new image, you may need to modify it to suit the document. Here we will
discuss the use of the Picture toolbar, resizing, cropping, and a workaround to rotate a picture.

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 Using the Picture Toolbar
When you insert an image or select one already present in the document, the Picture toolbar
appears. You can set it to always be present (View > Toolbars > Picture). Picture control buttons
from the Picture toolbar can also be added to the Standard Toolbar.
Two other toolbars can be opened from this one: The Graphic Filter toolbar, which can be torn off
and placed elsewhere on the window, and the Colour toolbar, which opens as a separate floating
toolbar.
From these three toolbars, you can apply small corrections to the graphic or obtain special effects.
Graphics mode
You can change colour images to grayscale by selecting the image and then selecting Grayscale
from the Graphics mode list.
Flip vertically or horizontally
To flip an image vertically or horizontally, select the image, and then click the relevant icon.
Filters
Feel free to experiment with the different filters and filters settings, remembering that you can
undo all the changes by pressing Ctrl+Zor Alt+Backspaceor by selecting Edit > Undo.
Colour
Use this toolbar to modify the individual RGB color components of the image (red, green, blue) as
well as the brightness, contrast, and gamma of the image. If the result is not satisfactory, you can
press Ctrl+Z to restore the default values.
Transparency
Modify the percentage value in the Transparency box on the Picture toolbar to make the image
more transparent. This is particularly useful when creating a watermark or when wrapping the
image in the background.

6) how can you rotate a picture?

1. Open a new Draw or Impress document (File > New > Drawing or File > New > Presentation).
2. Insert the image you want to rotate. You can use any of the mechanisms described in “Error!
Reference source not found.” on page Error! Bookmark not defined., although there are some
slight variations in the position of the menu entries and icons.
3. Select the image, then in the Drawing toolbar (shown by default at the bottom of the window \
in Impress and Draw), select the Rotate icon from the Effects tear-off toolbar.
4. Rotate the image as desired. Use the red handles at the corners of the picture and move the
mouse in the direction you wish to rotate. By default, the picture rotates around its center
(indicated by a black crosshair), but you can change the pivot point by moving the black
crosshair to the desired rotation centre. To restrict the rotation angle to multiples of 15 degrees
keep the Shift key pressed while rotating the image.
5. Select the rotated picture by pressing Ctrl+A, then copy the image to the clipboard with Ctrl+C.
6. Finish by going back to the location of the Writer document where the image is to be inserted
and pressing Ctrl+V.

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7) how can you create drawing object?
To begin using the drawing tools, display the Drawing toolbar (Figure 1.9), by clicking View >
Toolbars > Drawing.

To use a drawing tool:

1. Click in the document where you want the drawing to be anchored. You can change the anchor
later, if necessary.
2. Select the tool from the Drawing toolbar (Figure 7). The mouse pointer changes to a drawing-
functions pointer.
3. Move the cross-hair pointer to the place in the document where you want the graphic to
appear and then click-and-drag to create the drawing object. Release the mouse button. The
selected drawing function remains active, so you can draw another object of the same type.

4. To cancel the selected drawing function, press the Esc key or click on the Select
icon (the arrow) on the Drawing toolbar.
5. You can now change the properties (fill color, line type and weight, anchoring,
and others) of the drawing object using either the Drawing Object Properties
toolbar or the choices and dialog boxes reached by right-clicking on the drawing
object.
8) How can you group drawing objects?
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. The bounding box expands to include all the selected objects.
2. 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.

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8)
SESSION 3: CREATE AND USE TEMPLATE

1) What are templates? What are advantages of using templates.at do you mean by styles?

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

Templates can contain anything that regular documents can contain, such as text, graphics, a set of
styles, and user-specific setup information such as measurement units, language, the default printer,
and toolbar and menu customization.

All documents in OpenOffice.org are based on templates. You can create a specific template for any
document type (text, spreadsheet, drawing, presentation). If you do not specify a template when you
start a new document, then the document is based on the default template for that type of document.
If you have not specified a default template, Open Office uses the blank template for that type of
document that is installed with Open Office.

2) what is the difference between styles and 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. When you apply a style, you apply a whole
group of formats at the same time.

A template is a model that you use to create other documents.

3) Explain different ways of creating template.
To create a template from a document:
1. Open a new or existing document of the type you want to make into 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.

Template Dialog

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 The Templates dialog opens
1. In the New template field, type a name for the new template.
2. In the Categories list, click the category to which you want to assign the template. The category
you choose has no effect on the template itself; it is simply the folder in which you save the
template. Choosing an appropriate category makes it easier to find the template when you want
to use it. For example, you might save Impress templates under the Presentations category.
3. Click OK to save the new template.
Creating A Template Using A Wizard
1. Type of fax (business or personal)
2. Document elements like the date, subject line (business fax), salutation, and complementary
close
3. Options for sender and recipient information (business fax)
4. Text to include in the footer (business fax)
choose File > Wizards >[type of template required]

4) How can you set custom template as default?

To set a custom template as the default:
1. From the main menu, choose File > Templates > Organize. The Template Management dialog
opens.
2. In the box on the left, select the folder containing the template that you want to set as the
default, then select the template.
3. Click the Commands button and choose Set As Default Template from the drop-down menu.
The next time that you create a document by choosing File > New, the document will be created
from this template.

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 SESSION 4: CREATE AND CUSTOMIZE TABLE OF CONTENTS

1) What do you mean by table of content?

Writer’s table of contents feature lets you build an automated table of contents from the headings
in your document. Before you start, 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.
2) How can you open Writer’s table of contents?
When you create your document, use the following paragraph styles for different heading levels
(such as chapter and section headings): Heading 1, Heading 2, and Heading 3. These are what will
appear in your table of contents. You can use more levels of headings, but the default setting is to
use only the first three levels in the table of contents.
2. Place the cursor where you want the table of contents to be inserted.
3. Select Insert > Indexes and Tables > Indexes and Tables.
4. Change nothing in the Insert Index/Table dialog. Click OK.

3) How can you set basic attributes?

1. From the Type drop-down list in the Type and title area of the tab, select Table of Contents if it
isn't already selected.

2. From the drop-down list in the Create index/table area, select Entire document.

3. In the Create from area, check the Outline check box.

4. In the Create from area, clear the Index marks check box.

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4) What do you mean by Protecting against manual changes?
To protect the table of contents from being changed accidentally, check the Protected against
manual changes check box.
If this box is checked, the table of contents can only be changed using the context menu or the Insert
Table/Index window.
If the box isn't checked, the table of contents can be changed directly on the document page, just
like other text.

5) How can you assign custom styles?

Writer automatically assigns to the table of contents all paragraphs formatted with the default
heading styles (Heading 1, Heading 2, and so on). To assign paragraphs formatted with custom styles,
follow these steps:

1. In the Create from area, check the Additional Styles check box.
2. Click the (...) button to the right of the check box. The Assign Styles window opens.
3. In the Not applied column, click the style that you want to assign to the table of contents.
4. Use the >> button to move the selected style to the desired outline level. For example, if you want
paragraphs formatted with the selected style to appear as top-level entries in the table of contents,
click the >> button once to move the style into the 1 column. To move the style in the opposite
direction, use the << button.
5. Click OK to save your changes and return to the Index/Table tab. Or, click Cancel to return without
saving your changes.

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6) Define structure line buttons?
• The E# button represents the chapter number.
• The E button represents the entry text.
• The T button represents a tab stop.
• The # button represents the page number.
• The LS button represents the start of a hyperlink. (This button doesn't appear on the default
Structure line.)
• The LE button represents the end of a hyperlink. (This button doesn't appear on the default
Structure line.)
7) how can you add graphic?
To add a graphic to the background of the table of contents, follow these steps:
1. From the as drop-down list, select Graphic. The Background tab displays the graphics options.
2. Click the Browse button. The Find Graphics window opens.\
3. Find the graphic file that you want to use and then click the Open button. The Find Graphics
window closes and the selected graphic appears in the graphic preview box on the right-hand
side of the Background tab. (If you don't see the graphic, check the Preview check box
underneath the graphic preview box.)
4. In the Type area of the Background tab, choose how you want the background graphic to appear:
• To position the graphic in a specific location in the background, select Position and then click
the desired location in the position grid.
● To stretch the graphic so that it fills the entire background area, select Area.
● To repeat the graphic across the entire background area, select Tile.
8) How can you update table of content?
To update a document's table of contents when changes are made to the document:
1. Click anywhere in the table of contents and then right click. The context menu appears.
2. From the context menu, choose Update Index/Table. Writer updates the table of contents to
reflect the changes in the document.

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 SESSION 5: IMPLEMENT MAIL MERGE

1) What do you mean by mail merge?

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. In short, it’s a way
to be personal, yet efficient. It’s essential for any person or organization that has a lot of clients,
partners, parents and children, or other people to communicate with.
2) What are advantages of Mail Merge?
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. In short, it’s a way
to be personal, yet efficient. It’s essential for any person or organization that has a lot of clients,
partners, parents and children, or other people to communicate with.
3) How to create data source?
1. Choose File > New > Database. You’ll see this window:
2. Select the type of data: spreadsheet data, text file data, your particular type of address book, or
the type of database you’re using like Access or mySQL. It’s very important to select the right
type.
3. Click Next.
4. What you do here depends on what you chose as the type of data you’re working with.
4) Give examples of databases in which the Data Source can be created.
Spreadsheet, Text File, Access, Address book, etc.
5) How can we remove blank lines from labels?
● First ensure that the label frames are showing the field contents (data source headings), rather
than their underlying field names. If this is not the case, then either press Ctrl+F9 or choose View >
Field Names to toggle the view.
● Next, ensure that you can see non-printing characters, such as paragraph marks, line breaks and
so on. If these are not already visible, choose View > Nonprinting Characters from the Menu bar, or
press Ctrl+F10, or click on the Nonprinting Characters icon () on the Standard toolbar.
You will now see that address field separation is created by line breaks (), rather than paragraphs ().
As the suppression of blank address fields depends on hiding paragraphs, not lines, you need to
replace line breaks with paragraphs as follows.
● Click in the first label, at the end of the last data source address field in the first line of the label.
Press Delete to remove the new line character and then press Return (or the Enter key) to insert a
paragraph marker. Repeat this action for each line in the address. If the line spacing in the first label
is not satisfactory, you may wish to correct this before proceeding, by modifying the paragraph style
associated with the address.
Unless you have changed it, the address uses the Default style.

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