UNIT-1: DIGITAL DOCUMENTATION (ADVANCED)

Chapter1- Introduction to styles

Style-
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 help improve consistency in a document. They also make major formatting changes easy.

Categories of Style-
• Page styles include margins, headers and footers, borders and backgrounds. In Calc, page styles also include
the sequence for printing sheets.

• 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.

• List styles apply similar alignment, numbering or bullet characters, and fonts to numbered or bulleted lists.

• Table styles are used to format tables. It contain the options to add borders, border color, align text and text
color.

Applying Styles:-
Libre Office provides several ways for you to select styles to apply.
1. Click the Styles and Formatting icon located at the left-hand end of the object bar, or
2. Click View > Styles, or press F11.

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.

Creating New (Custom) Styles: You may want to add some new styles. You can do this in two ways:
1. Creating a new style from a selection
2. Dragging and Dropping To Create A Style

Modifying Styles: Libre Office provides several ways to modify styles (both the predefined styles and custom
styles that you create)
• Updating a style from a selection
• Load or copy styles from another document or template

Note_ : Any changes you make to a style are effective only in the current document. To change styles in more
than one document, you need to change the template or copy the styles into the other documents.

Chapter2- Working With Images

Inserting An Image- Images can be added to a document in several ways: by inserting an image file, copy-
paste method, drag and drop method or by linking.

Inserting Image Using Insert Image Option- Click on Insert < Image from the menu bar.
Copy-paste method using clipboard- Ctrl+ C and Ctrl+V
Drag and drop method- The standard procedure is just drag the image from its source and drop it at desired
position in the document.
A general procedure to insert an image using drag and drop option, is as follows.
Step 1. Open the document to insert an image in LibreOffice Writer.
Step 2. Open a file browser window (Win+E) and select the image file to be inserted.
Step 3. Drag the image into the document
Step 4. Drop it, where you want it to appear in the document.

Inserting An Image using Link-

If multiple copies of the same image are required to be inserted in the document, it is beneficial to save the link
of image instead of inserting the image. Inserting a link, stores its reference instead of the image itself, thereby
reduces the size of the document.
Keyboard shortcut to link an image – drag and drop the image while holding the Ctrl+Shift keys.

Modifying an image using image toolbar:-

Go to (View > Toolbars > Image) from the menu bar.

Graphic filters and their effects

Tool Effect on Image

Invert Inverts the colour values of a coloured

image. In case of grayscale image,
brightness is inverted.

Smooth Softens the contrast of the image. Another

dialog box appears to adjust parameters.

Sharpen Increases the contrast of the image.

Remove Noise Removes single pixels from the image.

Solarization Used in photographs to reverse the tone

(dark appears light, light appears dark). A
dialog box appears to adjust parameters.

Aging Simulates the effect of time on a picture.

Another dialog box appears to adjust
parameters.

Posterise Makes a picture appear like a painting by

reducing colours. A dialog box appears
when icon is clicked.

Charcoal Sketch Changes the image to a charcoal sketch.

Relief Adjusts light source to create shadows

using a dialog box to adjust parameters.

Mosaic Joins group of pixels into a single area of

one colour. Another dialog box appears to
adjust parameters.
 Image Toolbar Tools - Effect
Tool Effect on Image

Image Filter 11 types of filters available for improving

an image .

Image Mode Image can be changed to black and white,

gray-scale, or watermark.

Crop Cuts off non-desirable parts of the image.

Flip Horizontally Flips the image horizontally by 180°.

Flip Vertically Flips the image vertically by 180°.

Rotate 90° Left Rotates the image by 90° to the left.

Rotate 90° Right Rotates the image by 90° to the right.

Rotate Image can be rotated by any angle using

this tool.

Transparency Makes an image transparent by using the

value provided in percentage.

Colour Red, Green, or Blue color can be modified,

or brightness, contrast, and gamma can be
adjusted using dropdown list.

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.
When Keep scale is selected (default), cropping the image does not change the
scale of the picture.
Resizing an Image:- The inserted image might not fit perfectly into the document if it is too
big or too small. In these cases, you can use Writer to resize the image, proportionally,
horizontally and vertically using double headed arrow.
Drawing Objects:-
To begin using the drawing tools, display the Drawing toolbar by clicking View
> Toolbars > Drawing.
Grouping Drawing Objects:
Format > Group > Group from the menu bar

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.
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.
Text wrapping options:-
1. None (No Wrap)
2. Parallel Wrap
3. Optimal Page Wrap
4. Wrap through
5. In Background
The settings can be accessed:-
1. From the Format menu
2. From the pop-up menu

Chapter3- Table of contents

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.
Hierarchy of Headings
LibreOffice Writer supports up to 10 levels of headings H1 to H10. These headings are applied to the headings
of the document.
Creating a Table of Contents (ToC)
Before you start creating the table of contents or ToC in a document, you must ensure that proper heading
styles, such as Heading 1, Heading 2, Heading 3 and so on are inserted in the document. The correct ToC will
generate only if proper paragraph styling for headings is applied to the document.

From main menu, select Insert > Table of Contents and Index > Table of Contents, Index or Bibliography. The
Table of Contents, Index and Bibliography dialog box will be displayed.
By default, the checkbox for Protected against Manual Changes option is selected. This protects the ToC
from any accidental change. If this box is unchecked, then the contents of ToC can be changed directly on the
document page, just like any other text on the document.
Customisation of ToC
To do so, right click anywhere on the ToC and select Edit Index option from the popup menu.
As seen in the previous section, the dialog box has five tabs – Type, Entries, Styles, Columns and Background.
The options in these tabs can be used to edit the table in various ways.
Maintaining, Updating, Deleting of ToC:
Maintaining a Table of Contents consists of updating and deleting the ToC.
If any changes are made to the document section headings or page numbering, it should be reflected in the
Table of Contents as well.
Writer does not update the ToC automatically.
To delete the ToC, right click on the table and select Delete Index option from the pop-up menu. The ToC will
be deleted.

Templates
A template is a preset layout that helps to create professional and/or formal documents easily.
A template can contain all the features or objects that a regular document can contain – text, graphics, styles
and can even use any language. In a template we can create and save defined headings, text formats, styles,
page numbers, headers and footers.
Creating a Template
From main menu bar, select File > Templates > Save. The Save As Template dialog box appears.
Using In-built/Saved Templates
From main menu bar, select File > Templates > Manage Templates.
You can also use the keyboard shortcut key Ctrl+Shift+N to open the Templates dialog box. The Templates
dialog box will be displayed.
Using Online Templates
Go to File > Templates > Manage Templates.
Observe the small circular icon Browse Online Templates in the lower left corner above the Help button.
Importing, Moving,Editing and Exporting Templates
For Importing
Step 1. Open the Templates dialog box.
Step 2. Click Import Templates button located in the bottom right corner of the dialog box.
For editing,
Step 1. Click File > Templates > Manage Templates. The Templates dialog box will be displayed.
Step 2. Right click on the template file (say T1) that has to be edited.
Step 3. Select the Edit option from the popup menu.
For Moving.
You can move a template from one category to another by following the steps given below. Step 1. Open the
Templates dialog box. Step 2. Click and select the template to be moved. Step 3. Click Move button.
For Exporting
Export template feature allows storing the template file in the desired folder on your computer. It is different from
moving a template.
Step 1. In the Templates dialog box, select the template to be exported.
Step 2. Click on Export button located in the bottom right of the dialog box.

Applying Templates to a Blank Document

You can apply the template from the available template list to any blank document.
Once a template is created, it can be applied to an existing document by selecting
Insert >Text From File option.

Track Changes Feature

Track Changes is a powerful tool that makes the process of commenting, editing and reviewing of a document
easy between multiple users.
To view the Track Changes toolbar,
from main menu bar, select View > Toolbars > Track Changes.
the Track Changes toolbar shown explained below:-
(a) View Track Changes – Clicking on this button displays all the changes made in the document by different
users.
(b) Record Track Changes – Clicking on this button, turns on the Track Changes feature. After this, any sort of
editing done will be marked. Any character added to the document will be displayed in a different color and any
deletion done will be seen in strike-through style.
(c) Previous Track Changes/Next Track Changes – Click on these buttons to navigate between the changes
made.
(d) Accept/Accept All Track Changes – Once the editing is done, the original author may accept the change
made to the document by clicking Accept All Track Changes button will accept all the changes made to the
document.
(e) Reject/Reject All Track Changes – The original author of the document may reject a single change or all
changes made to the document by clicking Reject Track Changes or Reject All Track Changes button,
respectively.
(f) Manage Track Changes – By clicking on this button the Manage Changes dialog box is displayed, which
contains a detailed list of all changes made to the document along with the author’s name and date and time of
modification.
(g) Insert Comment – This button is used to add a comment in a document.

Preparing a Document for Review

This will ensure that after the review is done, the original author of the document has the option to accept or
reject the changes made.
Hence, before the document is sent for review, the original author should prepare the document for review and
start recording the changes being made.
For that, select Edit > Track Changes >Record option.
Recording Changes
Once the Track Changes features are ON, the reviewers can begin recording the changes in the document.
For that, click Edit > Track Changes > Record option.
Accepting and Rejecting Changes
Once the changes are made by all the reviewers, the original author may accept or reject them.
Step 1. To accept or reject a change, click on the change made and then select Accept Track Change / Reject
Track Change button.
Step 2. To navigate between the changes made to the document click Previous Track Changes and Next Track
Changes buttons.
Step 3. To accept or reject all the changes made, select Accept All Tracked Changes / Reject All Tracked
Changes button respectively.
Adding Comments
To add comments while reviewing, we can use the Track Changes toolbar as well.
Click at the place in the document where the comment is to be placed.
Thereafter, follow the steps given below to add comments in a document.
Step 1. Click Insert Comment button on the Track Changes toolbar.
Step 2. Type the comment.
Step 3. Once done click anywhere on the document to activate it.
Deleting Comments
To delete any comment, click on the down arrow on the bottom right of the comment box.
A popup menu will be displayed.
Comparing Documents
Once the reviewers have made the changes and given their comments, Writer allows to compare the original
document with the reviewed document and then choose the option(s) that suits the best.
Follow the steps given below to compare the documents.
Step 1. Open the edited document.
Step 2. Select Edit > Track Changes > Compare Documents option.
Step 3. The Compare To dialog box will appear. Browse and select the original file to be compared.
Step 4. The Manage Changes dialog box is displayed. Accept or reject the desired changes.
Step 5. Close the dialog box when done.
Step 6. Save the edited file.