Digital Documentation (Advanced) using LibreOffice Writer PDF

coNteNtS Foreword iii About the Textbook v Unit 1: Digital Documentation (Advanced) using 1 LibreOffice Writer Chapter 1. Introduction to Styles 3 Chapter 2. Working with Images...

coNteNtS Foreword iii About the Textbook v Unit 1: Digital Documentation (Advanced) using 1 LibreOffice Writer Chapter 1. Introduction to Styles 3 Chapter 2. Working with Images 22 Chapter 3. Advanced Features of Writer 47 Unit 2: Electronic Spreadsheet (Advanced) 84 using LibreOffice Calc Chapter 4. Analyse Data using Scenarios and Goal Seek 86 Chapter 5. Using Macros in Spreadsheet 104 Chapter 6. Linking Spreadsheet Data 116 Chapter 7. Share and Review a Spreadsheet 130 Unit 3: Database Management System using 142 LibreOffice Base Chapter 8. Introduction to Database Management System 144 Chapter 9. Starting with LibreOffice Base 157 Chapter 10. Working with Multiple Tables 173 Chapter 11. Queries in Base 186 Chapter 12. Forms and Reports 199 Unit 4: Maintain Healthy, Safe and Secure Working 222 Environment Chapter 13. Health, Safety and Security at Workplace 223 Chapter 14. Workplace Quality Measures 235 Chapter 15. Prevent Accidents and Emergencies 247 Answer Key 260 2023-24  1 Digital Docu mentation (Advanced) using LibreOffice Writer IntroductIon In Class IX, you have learned the basic concepts of word processing using LibreOffice Writer, where the basic functions, such as creating, editing and formatting the document are covered. However, in today’s professional set up, you need to know more features to create a document that can be presented in a professional style. LibreOffice Writer offers a variety of features and commands that enable you to create an attractive and presentable document with a consistent format. Further, such documents are easy to read, comprehend and edit by one and all. In this Unit, you will learn to format a document using styles, use style formats, create new styles, update styles, and apply styles and to use the template of another document to format the current document. A document with pictures is always easier to understand than a text document. Pictures have a visual appeal, as our brain responds quickly to colours in comparison to any other form of information. In digital document, a picture can be a drawing, chart, photo, 2023-24  notes logo, graph or single video frame. LibreOffice Writer provides various tools to work with images. In this Unit you will learn to create a document with pictures, insert and modify images in the document to make it more attractive. Later, it discusses some advanced features of LibreOffice Writer that are used to create professional documents. You will be able to use the feature ‘Table of Contents’, which is based on different types of heading styles and create professional documents using templates. ‘Track changes’, an important feature, used to keep a track of editing being done by each user is also covered in this Unit. The screenshots of LibreOffice version 6.4 under Ubuntu Linux are used here to demonstrate the various processes. The presentation of the screenshots may look different in other versions of LibreOffice or under Windows platform. But the functionality, features and commands are the same in any version under any platform. 2 Domestic Data entry operator – class X 2023-24  1 CHAPTER Introduction to Styles In Class IX, you had learned to create, format and edit documents in LibreOffice Writer. In today’s world, a document created and presented in professional style is appreciated by all. There are two ways of creating an attractive digital document in Writer: manually formatting a document or by applying styles. You learned manual formatting in class IX, where you selected a part of a document, such as page, paragraph or words and then applied formatting effects using the formatting toolbar. To format different portion(s) in the document, having same style, steps were repeated for all part(s) of the document. So, to change any aspect(s) of formatting, the entire process was repeated for the document. Manual formatting is popular, as it is easy to use and requires less knowledge. Creating a big report with consistent format becomes difficult when manual formatting is used. To avoid inconsistency in formatting and reduce time and effort in formatting a document, we use Styles in Writer. In this chapter, you will learn how to style a document by using– style formats, creating new styles, updating styles, applying styles and using template to format the current document. Introduction to Styles A style is a collection of all formatting information, which you want to save and then apply on the document. For example, following details of Font can be stored as a style with the name ‘Title style’. Size – 12 Name – Bookman Old Style Weight –Bold Alignment – Left 2023-24  notes Now you can use and consistently apply Title style to all titles of the document. To change the style of Title in a document, you just need to update the Title style and apply it to the document. Similarly, to change the format of the complete document, just change the style applied to it. Using Style allows you to shift your focus from appearance of the document to the content of document. This chapter will help you learn how to create and apply styles in Libreoffice Writer. Style Categories Writer provides six Style categories, which are as follows: (a) Page – all documents in Writer are based on pages, hence for formatting them, Page Style is used. It defines basic page layout like page size, its margin, placement of header and footer, footnote, borders and background. A document can have one or many page styles. If a page style is not specified, Writer uses its built-in Default page style. (b) Paragraph – after deciding on a page format, next is the document content, which is organised in paragraphs. A paragraph begins and ends by pressing Enter key. Paragraph formatting includes tab stops, text alignment, line spacing and borders. Usually, it also includes Character styling attributes. (c) Character – this styling is used to work on block of letters, i.e. word(s) in the paragraph instead of the whole paragraph. By using character styles, you can change the appearance of a part of a paragraph without affecting the other part. Character styles allow changing the text colour, text size, highlighting text and emphasising it. (d) Frame – using frames, a document can be organised in sections, so that each section of the page can have a different appearance. Frames are like containers, which can hold text, graphics and lists. Therefore, applying Frame Styles allows to format a frame by specifying its size, position, border and how the text is placed around the picture. 4 Domestic Data entry operator – class X 2023-24  (e) List – to style lists in a document, the Writer provides a separate category. It can be used to style lists by putting numbering or bullets of a different kind or specify numeric format. (f) Table – using tables, a large amount of information can be organised and presented effectively. Table Style category allows to format a table by adding borders, using different text or border colour(s), aligning text inside the table, having different patterns or text colour. Now we know which Style category should be applied to style/format a section of the document, let’s learn how to apply it. Styles and Formatting Writer provides many options and tools to style or format a document. All formatting options, learned in Class IX, which can be applied using Formatting toolbar, can also be Fig. 1.1: Style drop down list in Toolbar applied using Style menu. There are many predefined Styles in Writer, which can be accessed by using the following methods: (i) Using Style option from Menu Bar (ii) Using Style Drop Down list box, as shown in Fig. 1.1, from the Toolbar. The current paragraph style is displayed in the textbox. If the Toolbar is not visible then, click on View>Toolbars, and enable Formatting/“Formatting (Styles)”. (iii) Using Sidebar Menu. On the Sidebar, clicking on Styles icon, displays the Fig. 1.2: Style sub menu from sidebar Style sub-menu as shown in Fig. 1.2. (iv) Using keyboard shortcut — F11 function key. If you choose to style your document using this option, you will find various available options on top as shown in Fig. 1.3 In Fig. 1.3, first six icons allow to select Fig. 1.3: Buttons at the top of sidebar the category of style, such as Paragraph style, sub menu Digital Documentation (aDvanceD) using libreoffice Writer 5 2023-24  Character style, Frame style, Page style, List style and Table style to work on. Click on any one of these buttons to display a list of existing styles in that category. From the bottom of the window selecting Show Preview option displays its style along with the name in the list. Fig. 1.4 shows the list when preview is not selected and Fig. 1.5 shows when the Fig. 1.4: Paragraph Styles Fig. 1.5: Paragraph Styles with preview is selected. without Show previews Show previews At the bottom of this menu, there is a Drop Down list, to select the filter for the style list to be displayed above. By default this filter is set to Hierarchical as shown at the bottom of Fig. 1.5. Assignment 1 Select each of the Styles – Character style, Frame style, Page style, List style and Table style and list the styles under each category. Let us use these styles in a document. For applying any styles, such as Paragraph, Character, Frame, Page, List, Table follow the given steps. Step 1. Select the text to be formatted. The selected text may be a collection of characters, words, lines, paragraph, page, frame or table. Step 2. To format the selected text, choose appropriate style by clicking the button from the top of the Styles bar. Step 3. A list of styles for that category appears. Double click on the desired style to apply to the selected text. 6 Domestic Data entry operator – class X 2023-24  notes Practical Activity 1.1 Apply an existing Heading style, from Paragraph Styles. Step 1. Create a new document named ‘noise.odt’ with the text as shown in Fig. 1.6. Step 2. Add a title, ‘Noise Pollution’ on top. Fig. 1.6: noise.odt Step 3. Select the Tile – Noise Pollution Step 4. Open Styles Menu using Sidebar and go to Headings option. Step 5. Double click on Heading 4 to apply. Observe that the Fig. 1.7 shows the Heading 4 style is applied to the heading ‘Noise Pollution’. Fig. 1.7: Applying Heading 4 options of Paragraph Styles Using predefined Heading Style, allow you to use them as a Book Mark for browsing the document. Digital Documentation (aDvanceD) using libreoffice Writer 7 2023-24  notes Practical Activity 1.2 Apply an existing page style on ‘noise.odt’ Step 1. Open file ‘noise.odt’ created in Activity 1.2. Step 2. Insert a blank page in the beginning by selecting Insert>Page Break from main menu bar, as shown in Fig. 1.8. Fig. 1.8: Inserting page break Step 3. Observe that in Fig. 1.9, inserting a page break will shift the matter to the second page. Now, place the cursor at the beginning of page 2, where the matter appears as shown in Fig. 1.9. Step 4. Open Style Menu from side bar and select the Page Styles option as shown in Fig. 1.9. Fig. 1.9: Selecting Landscape from Page Styles option of sidebar menu Step 5. Double click on Landscape to change page orientation to Landscape. After applying Page Styles, you can observe that the document pages orientation is changed to Landscape from Portrait. Note: Applying page style on a page may affect the entire document. 8 Domestic Data entry operator – class X 2023-24  Assignment 2 notes (i) Try applying Landscape option on one page of a large file. (ii) Explore, in which situation Conditional Styles filter, given in Paragraph category of styling, can be used? Fill Format To apply a style on words present at different locations in the document, you will have to go to each word separately and apply it on each word. Writer provides a convenient way of doing it through Fill Format option. It is the second icon from right on the Style menu, as shown in Fig 1.3. This method is useful when a same style is to be applied at many places scattered in the document. Fill Format can be used to style scattered – pages, frames, tables, lists, paragraphs or characters. Follow the steps given below to use it. Step 1. Open the document to be styled. Step 2. Open the Styles window and select the desired style category and then desired style from drop down list. Step 3. Select Fill Format button. Step 4. To apply the selected style, take the mouse pointer to desired location and click. Do take care to apply style on appropriate type of content. Step 5. Repeat step 4 until all the changes have been made for that style in the entire document. Step 6. To quit Fill Format option, click the Fill Format button again or press the Esc key. Practical Activity 1.3 Use Fill Format to change appearance of paragraphs at different places in the document using paragraph formatting. A file ‘documentation.odt’ with at least 5 pages of text is used for the activity. Digital Documentation (aDvanceD) using libreoffice Writer 9 2023-24  Step 1. Open a file ‘documentation.odt’ having 5 pages of text. Observe the indented sentences in second page in Fig. 1.10. Fig. 1.10: Pages of file documentation Step 2. Go to Style Menu from sidebar and click on Paragraph category, and select List Paragraph from the drop down list as shown in Fig. 1.11. Fig. 1.11: Selecting List paragraph option in Paragraph Styles category 10 Domestic Data entry operator – class X 2023-24  Step 3. Click at the beginning of the sentence to be styled using List Paragraph. Step 4. Now click on Fill button, keep on doing same to apply the style for all sentences using desired format. Observe in Fig. 1.12 that how the indented list items look after applying the Fill Format button. Step 5. Press ‘Esc’ key to disable Fill button. Fig. 1.12: Using Fill Format button Creating and Updating a New Style Till now you have used only predefined styles to format a document. If existing styles specified by Writer do not match your requirement, then it is also possible to create a Custom Style. There are many ways to create a custom style, two of them – From Selection and by using drag and drop are explained here. (a) From Selection – last button in Style menu, is Styles action button is used to create a new style or modify an existing style. It can also be used to load a style defined in document or template, in the list. Let us learn how to create a new style; which is the first function in the drop down list of action button. Digital Documentation (aDvanceD) using libreoffice Writer 11 2023-24  Step 1. Select the portion of document, such as page, paragraph, character, to change its appearance. Format it as per the requirement. Step 2. From the buttons at the top of the Style menu, choose the category (paragraph, character, page, etc.) for which a new style is to be created. Fig. 1.13: Selecting New Style Step 3. Select Style action button. A list of options as from Selection to create a New shown in Fig. 1.13 is displayed. Click on New Style Style from Selection. Step 4. In Create Style dialog window, type the name of new style, say, ‘MyStyle’ as shown in Fig. 1.14. The names of existing styles are displayed in the window. Step 5. Click OK to save the name of new style. Observe that the name of the newly created style ‘MyStyle’ appears in the Fig. 1.14: Creating a new style MyStyle list of styles. Practical Activity 1.4 To create a custom paragraph style ‘myStyle’, using file ‘noise.odt’ created in Practical Activity 1.2. Step 1. Open file ‘noise.odt’ created in Practical Activity 1.2. Step 2. Format the content of the paragraph with Font face – Arial, Font size 12, line spacing 1.5. Step 3. Select paragraph button from Style Menu of sidebar as shown in Fig. 1.15. Fig. 1.15: Selecting Paragraph Style 12 Domestic Data entry operator – class X 2023-24  Step 4. Select Style Action button. Step 5. Click on New Style From Selection. A Create Style dialog box will appear as shown in Fig. 1.16. Fig. 1.16: Create New style using Selection Step 6. Type ‘myStyle’ as style name in the box and click OK. The Style Name (myStyle) will appear in the drop down list under Paragraph category. Fig. 1.17: New created myStyle becomes part of Style list under Paragraph category Updating a Style Instead of creating a new style for a small changes in predefined style, an existing Style can be modified on desired aspect. Updating Current Style (Fig. 1.18), the Fig. 1.18: Selecting Update second option in list can be used for doing so. Selected Style option Digital Documentation (aDvanceD) using libreoffice Writer 13 2023-24  notes Follow the given below steps to modify an existing user defined style of page, frame or paragraph style. Step 1. Select the page/paragraph to be modified. Step 2. Format the selected portion as per the requirement. Step 3. Go to Style menu, and click on the button to update. Step 4. Using Style Action button, click on Updated Selected Style. Note – Ensure that the aspect modified remains same throughout the selection. For example, in paragraph, if you are changing font face or size then, throughout the paragraph it should remain same. Using Drag and Drop Another way of creating a new style is using Drag and Drop method. It is very easy, as the desired formatted portion of text is just dragged and dropped at correct place in the Style menu. Use the following steps to create a new Style using Drag and Drop method. Step 1. Select the text from the document and change its formatting as desired. Step 2. From the buttons at the top of the Style menu, choose the desired category of style to create. Step 3. Click on the desired style under which, new style is to be created. Step 4. From the document drag the selected portion of text to the Style Menu. Note – While dragging the text, check the cursor shape, as it changes to indicate whether the desired operation is possible or not. Step 5. Create Style dialog window appears (see Fig. 1.16), type the name of new style. Names of existing styles are displayed in the window. Step 6. Click OK button to save the name of new style. The Create Style window displays the list of custom styles. To update an existing style, choose the style name from the list. So same method can be used to create or update a Style. Drag and Drop cannot be used to create a Page Style. 14 Domestic Data entry operator – class X 2023-24  notes Practical Actiivty 1.5 Create a new style ‘myStyle1’ using drag and drop, by changing line spacing to 1 and font size to 13 in myStyle. Step 1. Open file ‘noise.odt’ created in Practical Activity 1.2. Step 2. Format the content of the paragraph with Font size 13 and line spacing 1. Step 3. Select paragraph button from Style menu of sidebar as shown in Fig. 1.19. Fig. 1.19: Paragraph Styles in Style menu of sidebar Step 4. Now drag the selected text to Style menu, as shown in Fig. 1.20. Fig. 1.20: Creating a new style using drag and drop Digital Documentation (aDvanceD) using libreoffice Writer 15 2023-24  Step 5. Press OK. The style name (myStyle1) will appear in the drop down list under Paragraph category as shown in Fig. 1.21. Fig. 1.21: New style myStyle1 created using drag and drop appears in the style list Apart from creating a new style or modifying an existing style, a new document can be styled/formatted using pre-defined templates or another document which suits our requirement. This helps in copying all styles of the template/document in one go to our Style menu and makes formatting our task easy. Load Styles (from a template or document) The last option, in Style Action button of Style Menu is Load Styles. It is used to copy styles from an existing template or document. Once copied, in the list of styles, you can create a new document having same appearance as old one with no extra efforts. Follow the given steps to copy style from template or document Step 1. In the Styles Menu, click on the Load Styles as shown in Fig. 1.22. Step 2. It will open the Load Styles dialog box as shown in Fig. 1.23. In the Load Styles dialog box, choose the category of your document. Fig. 1.22: Selecting Load Step 3. Find and select the desired template to copy Styles option from Style Action button styles from. Note that there are no templates stored in My Templates category. 16 Domestic Data entry operator – class X 2023-24 Step 4. From the same dialog window, also, select the options for the types of styles to be copied, such as Text for Paragraph and Character styles, Frame, Pages or Numbering (List styles). By selecting Overwrite option, the styles being copied will replace any existing styles with the same name. Step 5. Click OK to copy the styles. Step 6. In case styles are to be copied Fig. 1.23: Selecting the My Templates from Categories of Load Styles dialog window from a file, then instead of Template option, click on the From File button. A File Selection dialog box is displayed. Select the desired document from your computer. Applying styles Whenever a new document is created, the Writer applies default style(s) to it, and the same is displayed in the status bar as shown in Fig. 1.24. You may like to retain the default style or change it. Self Exploration Learn other ways of accessing Style options as listed in section 1.4. summary Fig. 1.24: The current Default Style is displayed on the A Style is collection of all status bar formatting information, which you want to save and then apply on the document. Writer provides six Style categories – Page, Paragraph, Character, Frame, List and Table. Predefined Heading style(s) act as bookmarks in a document. These bookmarks allow faster browsing in a document. These Style(s) tools can be accessed from Menu bar, Drop Down List and Side bar. Fill Format is used to style scattered – Pages, Frames, Tables, Lists, Paragraphs or Characters in a document. Digital Documentation (aDvanceD) using libreoffice Writer 17 2023-24  notes Writer allows creating custom style and saving them for future use. These new styles can be created using Selection method or Drag and Drop method. Drag and Drop method cannot be used to create a Page style. A user defined style once created, can be updated at any point of time. Steps used for updating a style are same as creation of style. A document can be styled using another document or a template. Practical Exercises 1. Mr R K Sharma is planning to change his job. He approaches a company (www.naukri.in) for helping him in finding new job. Mr Sharma is asked to submit his CV/Resume in the company. He has downloaded a sample CV from “template.com”. Help him in creating his CV in the same format. Also save the format as “CV1” on the computer, for future reference. 2. Raghav receives a non-styled text document as shown in Fig. 1.25, from his teacher to convert it into desired appearance as shown in Fig. 1.26. He has to save it as “reportStyle” for future reference. Write the process that he should follow. Fig. 1.25: Practical Exercise 2 Original Document 18 Domestic Data entry operator – class X 2023-24  notes Fig. 1.26: Appearance of Styled Document 3. Kendriya Vidyala No. 3, is planning to publish a monthly digital newsletter for their school. Ravish Pandey of class 12, heads the group responsible to design it on computer. Size of news letter finalised is 5 inch (length) by 8 inch (height). It was also decided that: The newsletter will have two pages with 4 leaves. The first leaf will provide brief information about school. The second leaf will have a table, displaying the school’s last year’s Board exam results. On the third leaf School achievements (at least 4) for the current session will be given. The last leaf will have articles or poems (at least 2) written by students. You being part of the team are required to perform the following using Style Menu from Sidebar: (a) Suggest appropriate style category (page, frame, and table) to be used to design the newsletter. (b) Create digital copy of it. (c) Apply Left Page and Right Page format on appropriate leaves. (d) Also set the same margins on all leaves, having same border on all. (e) Add page number on each leaf. The page number should appear in Footer as “Page – number”. Right align these numbers on each leaf. Digital Documentation (aDvanceD) using libreoffice Writer 19 2023-24  notes (f) For heading(s) and sub heading(s) use Heading 2 and Heading 4, in the newsletter. (g) On the first leaf, while displaying information about school, use character styling of your choice to make it attractive. (h) Use table to style Board Results, using grid rows and columns. (i) Each row of the table should have a number – in Roman, prefixed to content. (j) Organise school achievements in frames, where individual frame is to be styled using Frames of Paragraph category. (k) Using selection method, save the style in respective category, so that the same can be used to publish future newsletters to maintain consistency. Check Your Progress A. Multiple choice questions 1. Which of the following features in LibreOffice Writer is/are used to create the given document? (a) Page borders (b) Envelope (c) Picture from File (d) Indexes and Tables 2. Styles menu (from sidebar) in Writer provide options to work on (a) Paragraph Styles (b) Frame Styles (c) Page Styles (d) All of the above 3. What is style template in LibreOffice Writer? (a) Pre-determined form and mode of document file (b) One kind of model style (c) One type of document (d) Cluster of documents in Writer 4. Which of the following gives the status of your document like page numbers, number of pages? (a) Status bar (b) Standard toolbar (c) Formatting (d) Title bar 5. Which of the following can be used to access a style menu? (a) F11 function key (b) Sidebar Menu (c) Formatting toolbar (d) All of these B. Fill in the blanks 1. A __________ is a collection of different formats 2. Styles are especially handy in __________. 20 Domestic Data entry operator – class X 2023-24  3. Proper use of styles improves __________ in a document notes 4. The first five buttons at the top of the Styles window select the category of __________. 5. Using predefined __________ creates Bookmark in the document. 6. On opening a new file _________ Style is used for formatting the document. 7. In page layout documents, you can arrange __________ like text boxes and graphics. 8. Character styles are often integrated in __________ Style. 9. __________ allows to apply style at different places in the document. 10. Predefined Style __________ be updated by Drag and Drop method. C. Short answer questions 1. What do you understand by styles in LibreOffice writer document? 2. Write advantages of using Style over manual formatting, for designing a document. 3. What are the different categories of style in LibreOffice writer document? 4. Write down the steps to update a style. 5. What do you understand by custom styles in LibreOffice writer? 6. In a document Introduction paragraph is to be designed extensively by setting its font (face, size, weight, colour), space above it and giving number to heading. Given below are the steps used to do so. (i) Select the Introduction (paragraph) (ii) Open Font list from Toolbar (iii) Select the font (iv) Open Font size from Toolbar (v) Select the desired font size (vi) Select Font weight (Bold) from the toolbar (vii) Open Font color from Toolbar (viii) Select desired color (ix) Using Format menu option, select Spacing > Paragraph > Indent and Spacing (x) Edit space above paragraph (xi) Add number by Selecting Numbered list from Toolbar. 7. Give two examples, where instead of Style, using manual formatting will be beneficial. 8. Give one situation, in which you will prefer to use Fill Format for styling your document. 9. Write steps to load style(s) from a template. Digital Documentation (aDvanceD) using libreoffice Writer 21 2023-24