AIR FORCE SCHOOL, AMBALA

CLASS : X
SUBJECT : INFORMATION TECHNOLOGY
CHAPTER 1: DIGITAL DOCUMENTATION (ADVANCED)

Short Answer Questions (Page 11)

1. Style is a predefined combination of various formatting features and types like font
style, color and size of text, etc. Style makes the text effective and readable by
maintaining a well-designed format and appearance of the content in a document.

2. To create a new Style, the steps are:

(i) Press F11 function key from the keyboard. The Styles and Formatting window will be
displayed.
(ii) Click on New Style from Selection action button present on the right of the Styles
and Formatting window that appears on clicking the Format menu.
(iii) Click on Styles action drop-down in the Styles pane of Sidebar and select New Style
from Selection option. Create Style pop-up will appear. Save this newly created style
with a suitable name and click OK.

3. To apply any style, select the text (heading or paragraph or any text) where style is to
be applied.
• Click on the ‘Paragraph Styles’ button. A list of predefined paragraph styles appears in
the box.
• Scroll down the list displayed and double click on the desired style.

4. To load an external style from a document template, do any of the following:

(i) In Styles menu under Styles and Formatting window, select Load Styles option. The
selected style will be listed in the Style sidebar.
(ii) Click on Styles actions drop-down in the Styles and Formatting pane of Sidebar and
select Load Styles option.
5. Creating a new style with a simple drag-and-drop method.
• Click on the desired Style type button on the Style Action pane in Sidebar or click on
Format menu → Styles and Formatting option.
• Select the pre-formatted text to be used as a new style and drag and drop it into the
pane. Create Style pop-up appears.
• Give a relevant name to your style and click OK.

Short Answer Questions (Page 23)

1. The different ways to insert an image in our document are:

(i) To insert an image in our document, click on Insert menu → select Picture option →
From File option; Insert Picture dialog box will appear. Select the desired image and
click on Open button. Image will be inserted at the desired place in your document.
(ii) From Gallery option present on the right sidebar.
• Select the Theme for selecting the appropriate desirable image from gallery.
• Select the image to be inserted by right clicking on it and clicking on Insert sub-menu
→ Copy option.
• The image shall be inserted into your document.

(iii) Link image through Gallery present on the sidebar followed by clicking Insert menu
→ Link option or embed image by breaking the link as Edit menu → Links.

(iv) We may also scan the image by clicking the Insert menu → Picture option → Scan
option → Source option → OK.
(v) Insert any copied image from the clipboard by using Edit menu → Paste Special
option.

2. Click on the OpenOffice document where we want the image to appear.

(i) Choose Insert > Picture > From File from the menu bar.
(ii) On the Insert Picture dialog, navigate to the file to be inserted, select it and click
Open.

3. The Clipart Gallery in OpenOffice is displayed via Tools → Gallery, which contains
several sets of clipart themes. Every single clipart can be added to your documents by
“drag & drop”.

4. Removal of unwanted parts of an image with respect to its outer edges is called
cropping. The steps to crop the image in OO are:
(i) To crop the given image, right click on the image, select Picture option → Crop tab.
The Picture Properties Window will be displayed.
(ii) Modify the values for left, top, bottom and right scaling as per the requirement and
click OK.
(iii) The image will be cropped as per desired specifications.

5. The Picture toolbar provides a number of formatting options. We can display it by

selecting View > Toolbars > Picture from the menu bar. The various options available in
Picture toolbar are:

(i) Applying filters: It allows us to apply various filters to the selected picture. Some of
the graphic filters are: smooth, ageing, sharpen, charcoal, pop art, etc.
(ii) Changing the Graphics mode: It allows us to change the mode of the image, for
example, Grayscale, Black/White, Watermark.
(iii) Adjusting the color: It allows us to adjust individual color components of the image
(red, green, blue) as well as the brightness, contrast and gamma of the image.
(iv) Setting the object transparency: It allows us to make the image more transparent.
(v) Adjusting the line, area and shadow settings: These settings are used for images,
with the exception of the shadow setting that applies a shadow to the image.
(vi) Cropping pictures: It allows us to remove unwanted part of the image with respect to
its outer edges.

Short Answer Questions (Page 29)

1. A template is a sample document which already has some details in the form of
picture or text and these can be edited to create document. It may contain sample
content, themes, colors, font styles, background styles, etc.
2. To create a template from a document:
(i) Open a new or existing document of the type that we want to convert into a template
(text document, spreadsheet, drawing and presentation) to be used frequently.
(ii) Add the content and styles. For example, we wish to create a template for an event
invitation.
(iii) Click on File > Save As option. The Save As dialog opens. Enter the name for
saving the newly created template.
(iv) Click on Save as Type: drop down list and select ODF Text Document Template
(.ott).
(v) Click OK to save the new template.

3. To change the default template to a customized default template, follow these steps:
(i) Click on File > Template > Organize. The Template Management dialog opens.
(ii) Select the folder for the Template gallery.
(iii) Choose the template you want to set as default.
(iv) Click on the Commands button and choose Set As Default Template from the drop-
down menu.

Short Answer Questions (Page 41)

1. Table of Contents is a very powerful feature of Writer. This feature lets us build an
automated table of contents from the headings in your document. A Table of Contents
(ToC) holds the numbered list of topics in a document and the page number with which
they are associated. Each entry in a document relates to the internal link to its content,
like the contents page or index page in a book caters to these specifications.
2. The only prerequisite of the table of contents is that the user needs to create different
levels of headings. Writer supports 10 levels of headings. For simplification, we can
create three levels of headings, as heading 1, heading 2 and heading 3.
3. Headings are the special style applied to the title of the topics in the documents.
Writer supports 10 levels of headings. The topic can be divided into headings and sub-
headings.

Short Answer Questions (Page 49)

1. Mail Merge is an important feature in OpenOffice Writer. It allows us to send multiple

copies of a document such as letters to a list of different recipients, saving the time and
effort of retyping the same letter over and over.
2. The advantages of Mail Merge are as follows:
(i) The Mail Merge feature makes it easy to send the same letter to a large number of
people.
(ii) By using Mail Merge, we don’t have to type each recipient’s name separately in each
letter.
(iii) It is economical and saves a lot of time.
(iv) It is one of the fastest ways to produce hundreds of personalized letters.
(v) It is easy to edit the letter as a single change made in the main letter will be reflected
in the letters meant for all other recipients.

3. MySQL, Adabas, ODBC (Object Database Connectivity), etc.

4. The steps to create a letter using the Mail Merge wizard are:
(i) Open a new document with File > New > Text Document and start the Mail Merge
wizard using Tools > Mail Merge Wizard.
(ii) Select Use the current document and click Next.
(iii) Select Letter and click Next.
(iv) Type the letter.

5. Mail Merge is often required to send letters with similar information to different
people.
(i) It enables us to quickly create and print multiple copies of a document, mailing labels
and so on.
(ii) It is most frequently used to print or email form letters to multiple recipients.
(iii) Using Mail Merge, me can easily modify form letters for individual recipients. Mail
Merge is also used to create covers or labels in bulk.
(iv) We use Mail Merge to generate customized documents like personalized letters,
envelopes, email, or labels that are sent to many customers.

Unsolved Questions (Page 53)

1. Style is a predefined combination of various formatting features and types like font
style, color and size of text, etc. Style makes the text effective and readable by
maintaining a well-designed format and appearance of the content in a document.

2. To add a new Style, the steps are:

(i) Press F11 function key from the keyboard. The Styles and Formatting window will be
displayed.
(ii) Click on New Style from Selection action button present on the right of the Styles
and Formatting window that appears on clicking the Format menu.
(iii) Click on Styles action drop-down in the Styles pane of Sidebar and select New Style
from Selection option. Create Style pop-up will appear. Save this newly created style
with a suitable name and click OK.

3. The steps to apply different formatting to newly created styles are:

In the Styles and Formatting window, click on the New Style from Selection icon and
then click Load Styles. In the Load Styles dialog box, find and select the template to
copy styles from. Click on the From File button if the styles you want are contained in a
text document rather than a template.

4. To load an external style from a document template, do any of the following:

(i) In Styles menu under Styles and Formatting window, select Load Styles option. The
selected style will be listed in the Style sidebar.
(ii) Click on Styles actions drop-down in the Styles and Formatting pane of Sidebar and
select Load Styles option.
5. Table of Contents is a very powerful feature of Writer. This feature lets us build an
automated table of contents from the headings in your document. A Table of Contents
(ToC) holds the numbered list of topics in a document and the page number with which
they are associated. Each entry in a document relates to the internal link to its content,
like the contents page or index page in a book caters to these specifications.
6. The only prerequisite to the Table of Contents is that the user needs to create
different levels of headings. Writer supports 10 levels of headings. But for simplification,
we can create three levels of headings, as heading 1, heading 2, heading 3.
7. Headings are the special style applied to the title of the topics in the documents.
Writer supports 10 levels of headings. The topic can be divided into headings and sub-
headings.

8. (i) Text wrapping refers to the way in which the inserted object or shape will be
arranged to the surrounding text, which may wrap around the graphic on one or both
sides, may be placed behind or in front of the object, or treat the graphic/object as a
separate paragraph or character.
(ii) 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.
9. A template is a sample document which already has some details in the form of
picture or text and these can be edited to create document. It may contain sample
content, themes, colors, font styles, background styles, etc.
10. Styles are used to maintain a well-designed format and appearance of the content in
a document. It is restricted and observed only in the document to which it is applied. But
if we intend to use this format in other documents as well, this defined design/document
is required to be saved as a template and then we can create a new document based
on this template. Thus, in this manner, templates are used to apply consistent styles
and formatting across different documents. We may create any number of documents
using templates, thus reusing the already defined settings of a document.

11. Mail Merge is an important feature in OpenOffice Writer. It allows us to send multiple
copies of a document such as letters to a list of different recipients, saving the time and
effort of retyping the same letter over and over.

12. Follow the below-given steps to delete unwanted fields from the address list.
(i) Click on the Customize button in the New Address List dialog box.
(ii) Now you will get the list of fields. Select a field that is not required.
(iii) Click on the delete button.
(iv) Click on the OK button when you are finished.

13. We can set two types of background for the TOC. We can either set a color as the
background or an image as a background.
(i) To set a color as a background, click on the Color tab and choose a color from the
color picker.
(ii) To add an image as a background, select the Graphic option from a combo and
select the image.
(iii) To delete background, choose a Color from a combo box and select the No Fill
option from the color picker.

14. To create or insert a Table of Contents in digital documents, follow these steps:
(i) Create your content and apply the proper level of headings.
(ii) Place the cursor on top of the document or at the beginning.
(iii) Click on insert → indexes and table → indexes and table option. Insert indexes/table
dialog box will appear.
(iv) Set different attributes, styles, backgrounds, etc., for the TOC.
(v) Click on the OK button.
15. A template is a file that acts as a new document’s starting point. It is a pre-designed
and pre-formatted document that acts like a fill-in-the-blank document as per the
requirement. It contains the predefined layout of sample content, themes, colors, font
styles, background styles, etc.

16. To create a template from a document:

(i) Open a new or existing document of the type that we want to convert into a template
(text document, spreadsheet, drawing and presentation) to be used frequently.
(ii) Add the content and styles. For example, we wish to create a template for an event
invitation.
(iii) Click on File > Save As option. The Save As dialog opens. Enter the name for
saving the newly created template.
(iv) Click on Save as Type: drop down list and select ODF Text Document Template
(.ott).
(v) Finally click OK to save the new template.

17. Creating a new style with a simple drag-and-drop method:

(i) Click on the desired Style type button on the Style Action pane in Sidebar or click on
Format menu
→ Styles and Formatting option.
(ii) Select the pre-formatted text to be used as a new style and drag and drop it into the
pane. Create Style pop-up appears.
(iii) Give a relevant name to your style and click OK.

18. Images are an important part of graphics in documents. They allow us to make
documents attractive and live. They add more functionality and make documents look
like professional pages.

19. To insert an image in your document.

(i) Click on Insert menu → select Picture option → From File option. Insert Picture
dialog box will appear. Select the desired image and click on Open button. Image will be
inserted at the desired place in your document.
(ii) From Gallery option present on the right sidebar:
• Select the Theme for selecting an appropriate desirable image from Gallery.
• Select the image to be inserted by right clicking on it and clicking on Insert sub-menu
→ Copy option.
• The image will be inserted into your document.
(iii) Link image through Gallery present on the sidebar followed by clicking Insert menu
→ Link option or embed image by breaking the link as Edit menu → Links.
(iv) We may also scan the image by clicking the Insert menu → Picture option → Scan
option → Source option → OK.
(v) Insert any copied image from the clipboard by using Edit menu → Paste Special
option.

20. To insert an image in your document, the steps are:

(i) Click on Insert menu → select Picture option → From File option.
(ii) The Insert Picture dialog box appears. Select the desired image and click on Open
button.
(iii) The image will be inserted at the desired place in your document.