INTRODUCTION

NAME-ADITYA GUPTA
CLASS-9THa
ROLL NO.-3
SUBJECT-INFORMATION TECHNOLOGY
SUBMITED TO- MR. VIJAY KUMAR SHARMA

\SIGNATURE-
unit-3
DIGITAL
DOCUMENTATION
SESSION-1
GETTING STARTED WITH
WORD PROCESSING
 WHAT IS WORD PROCESSOR?
 A word processor is a device or software program capable of creating,
storing, and printing text documents. It allows users to write and modify
text, display it on a screen, save it electronically, and print it out.
Word processing software is one of the most common technology tools
in the world, allowing users to create resumes and cover letters, business
correspondence, blog posts, novels, and more.

 FEATURES OF WORD PROCESSORS:-

1. Formatting
2. Formatted text
3. Grammar check
4. Font
5. Creation of tables
6. Footer
7. Header
8. Mail merge


 WORKING WITH WRITER
1.
WORD PROCESSOR
Creating a document
2. Typing texting in it
3. Editing the document
4. Saving the document

 PARTS OF WRITERWORD PROCESSOR

1. Toolbars
2. Status bar
3. Menu bar
4. Title bar
5. Ruler
6. Sidebar
7. Context menus
8. SCROLL BARS
  DOCUMENT VIEWS

1. Print layout
2. Web layout
3. Full screen

 MARGINS AND COLUMNS

• Margin:-
• Margins are the amount of white space we have
between the edge of a page and our text in a
document.
• Columns:-
• a vertical arrangement of items printed or written
on a page. columns of numbers. b. : one of two or
more vertical sections of a printed page
separated by a rule or blank space.
 WORD WRAPPING
 a feature or technique used in text editors, word
processors, and other software applications to
automatically wrap text to the next line when it
reaches the end of a line or a specified margin

 LINE SPACING
 Line spacing determines the amount of vertical
space between lines of text in a paragraph

 INDENTATION
 The distance between text boundaries and page
margins is called indent and the process of
providing it is called indentation. There are broadly
three types of indents : Positive Indent. Negative
Indent. Hanging Indent.
 PAGE ORIENTATION
 Page orientation is the direction in which a document is
displayed or printed. The two basic types of page
orientation are portrait (vertical) and landscape
(horizontal)

 TEXT SELECTION
 Text Selection provides options to select text, Copy, add
a Highlight annotation, Redact text, or add a Hyperlink
annotation from the Context Menu.

 NON-PRINTING CHARACTERS
 Nonprinting characters or formatting marks are
characters for content designing in word processors,
which are not displayed at printing. It is also possible to
customize their display on the monitor.
 SESSION-2
SETTING UP WRITER
AND FORMATTING A
DOCUMENT
 SETTING UP WRITER OPTIONS
 Settings chosen on the pages in the Writer section of the
Options dialog box determine how your Writer documents
look and behave while you are working on them. If the
Options dialog box is not already open, click Tools >
Options.

 GENERAL OPTIOND
 Writing, editing, and page layout are often easier to do
when you can see as much as possible of what is going on
in your document. You may wish to make visible such items
as text, table, and section boundaries (in Writer
documents), page breaks in Calc, and grid lines in Draw or
Writer.
 FORMATTING A DOCUMENT
 Document formatting refers to the way a
document is laid out on the page—the way it
looks and is visually organized—and it addresses
things like margins, spacing, font size, presentation
(like bold or italics), columns, font selection,
indentation, alignment, and lists.
 Readers can scan and read documents more
easily and quickly, hence document formatting is
one of the most important elements for end users.

 CHRACTERS FORMATTING
 Character formatting is the one which we can
apply to any individual character or to a group of
characters.
 PARAGRAPH FORMATTING
 Paragraph formatting refers to formatting
commands that affect entire paragraphs –
settings such as indenting, bullets, line spacing
and paragraph spacing.

 PARAGRAPH INDENTATION
 A first-line indent signals to the reader that a
new paragraph is starting. To indent, insert a
blank space at the paragraph's start,
between the left-hand margin and the first
word of text. That blank space is the indent.1
 PARAGRAPH BORDER AND SHADING
 Borders are rules you can add to any or all of the
four sides of a paragraph. Shading is the color or
artistic design you use as background for a
paragraph. Borders and shading are formatting
tools for enhancing text, paragraphs, table cells or
frames. Thanks 5. star outlined

 TEXT ALIGNMENT
 Text alignment is a paragraph formatting attribute
that determines the appearance of the text in a
whole paragraph. For example, in a paragraph
that is left-aligned (the most common alignment),
text is aligned with the left margin. In a paragraph
that is justified, text is aligned with both margins
SESSION-3 FORMATTING
PAGES,SPELL CHECK AND
AUTOCORRECT UTILILITIES
 USING GRAMMAR AND SPELL CHECK

 computer programs that identify apparent misspellings and

grammatical errors by reference to an incorporated dictionary and
a list of rules for proper usage. They often appear as components
of word-processing programs for personal computers or as stand-
alone Web sites. Spelling checkers usually cannot identify spelling
errors that result in another legitimate word (e.g., ―form‖ typed for
―from‖) and are hard to use on documents that contain numerous
words (e.g., foreign terms) not entered in the incorporated
dictionary. Grammar checkers—which generally
check punctuation, sentence length, and other aspects of style—
have been criticized for their reliance on oversimplified rules.
 USING SYNONYMS AND THESAURUS
 Thesaurus:-A thesaurus is a software tool
included with some word processors that
provides synonyms for selected words on
command. Users using Microsoft Word
can open a thesaurus by highlighting the
word they want to look up and pressing
the shortcut key Shift+F7
 Synonyms:-
 Different terms or phrases with the same
or similar meanings are known as
synonyms.
 AUTOCORRECT
 AutoCorrect is a feature found in many
software applications, including word
processors, messaging apps, and email
clients. Its purpose is to automatically correct
common spelling mistakes and typos as you
type.
 HOW TO USE IT
 Go to the AutoCorrect tab.
 Select the + sign at the bottom left of the
dialog and type a word or phrase that you
often misspell in the Replace column.
 In the With column, type the correct spelling
of the word.
 Press Enter.
 AUTOTEXT
 a portion of a text prexisting in the computer
memory, available as a supplement to newly
composed documents, and suggested to the
document author by software. A block of Auto-text
can contain a few letters, words, sentences or
paragraphs. ... Examples of software that offer Auto-
text: Microsoft Woo use the text, go to Insert > Quick
Parts, > AutoText, and choose the entry you want.

 INSERTING BREAK

 Word automatically breaks the text at a space or a

hyphen at the end of a line. To keep two words or a
hyphenated word together on one line, you can use
a nonbreaking space or nonbreaking hyphen
instead of a regular space or hyphen. Click where
you want to insert the nonbreaking space.
 HOW TO INSERT A BREAK?
1. Select the cell in your table that you want to
separate.
2. Navigate to the "Table Tools" tab in the top
banner.
3. Click the "Layout" option.
4. Choose "Split Table."
5. Repeat the steps above to continue
separating your table into more parts.
 PAGE FORMATTING
 Page formatting is the layout of the page
when it is printed on a printer. It includes page
size, page orientation, page margins, headers
and footer etc.
 WHAT IS HEADERS AND FOOTERS?

 HEADER:-
 A header is a separate bit of text at the top of a
printed page. A header might be the title of the
novel you're reading, which is repeated on each
page of the book. One kind of header — also
called a "page header" — is a chapter title, which
is often printed at the top of every page.

 FOOTERS:-
 Footers are located in the margin area at the
bottom of a page. Headers and footers generally
contain document information, such as the file
name, author, date created, page numbering
and the like. This information is repeated on each
page and thus enables the reader to easily
navigate the document
 HOW TO INSERT HEADER
 AND FOOTER
1. Go to Insert > Header or Footer.

2. Choose the header style you want to use.

3. Add or change text for the header or footer. For

more info on things you can do with headers, see
Edit your existing headers and footers. To edit a
header or footer that's been already created,
double-click on it.

4. To eliminate a header--like deleting it on the title

page--select it and then check the Different First
Page box.

5. Select Close Header and Footer or press Esc to exit

SESSION-4
TABLES AND PRINTING
 WHAT IS TABLE?
 A table in computer programming is a data
structure used to organize information, just as it is
on paper. There are many different types of
computer-related tables that work in a number of
different ways. Which type of table is used
depends on the type of data being compiled and
what type of analysis is needed.
 HOW TO INSERT IT?
 1) Using Title and Content option
 2) Click on Layout option available under Slides Group in the Home
tab
 3) Click on Title and Content option from the dropdown list. Now
click the
 icon available within the layout.
 4) A dialog appears; enter the values for the required number of
columns and rows .
 FORMATTING TABLES AND AUTOFORMAT
 AutoFormat for tables (short form)
 Automatically applies format settings to the
current table, including fonts, background
and borders.
 To access the command:
 Place the cursor in the table
 Select Table ▸ AutoFormat Styles… from the
menu.
 To format a table automatically
 Click in a table cell or select the cells to
format.
 Choose Table ▸ AutoFormat Styles… and
then click on the format you want to assign.
 Click OK.
 PRINTING

 Printing is a process for mass reproducing text

and images using a master form or template.
 PRINTING BROCHURES

 A brochure is a printed document featuring

important information about your brand or a
key subject. Brochures are usually folded into
smaller finishing sizes, making them
convenient as handouts at events,
tradeshows, reception centers, and more.
 HOW TO PRINT A BROCHURES?
1. Choose File ▸ Print….
2. In the "Print" dialog, click "Properties".
3. In the "Properties" dialog for your printer,
set the paper orientation to landscape.
4. Return to "Print" dialog.
5. In the Page Layout section, select
Brochure.
6. For a printer that automatically prints on
both sides of a page, specify in the
Range and Copies section to include
Odd and Even Pages.
7. Click Print.
 PRINTING ENVELOPS AND LABELS
 PRINTING ENVELOPS:-
 Print an envelope
 Go to Mailings > Envelopes, and enter delivery and
return addresses.
 Place the blank envelope in the printer tray,
according to the diagram in the Feed box.
 Select Print.
 PRINTING LABELS:-
 Microsoft Word lets you print full sheets of labels or
just one. You can get exactly what you need
without wasting resources.
 HOW TO PRINT A LABELS?
1. Open Microsoft Word and click on the “Mailings” tab.
2. Click on the “Labels” button to open the Labels dialog
box.
3. In the Labels dialog box, select the type of label you
want to use and enter the text you want to print.
4. Click on the “Print” button to print your labels.
 EXPORTING A DOCUMENT TO PDF
 Exporting your document as a PDF is a convenient way
create a shareable copy of your document while
preserving its formatting. Here's how do it in Word Online.
At the top of your screen, select File. In the displayed list
of options, select Export.
1. Open the document you want to save as a
.pdf
2. Click the File tab
3. Click Save As (choosing Save As keeps your
original version and allows you to save an
additional copy in another file format.)
4. In the File Name box, enter a name for the file
if you haven't already
5. Click the drop down arrow in the Save as
Type box and click PDF (pdf) - If you want the
file to open immediately in the selected
format after saving, select the Open file after
publishing check box
6. Click Options box for other available options
7. Click Save
SESSION-5
MAIL MERGE
 WHAT IS MAIL MERGE?
 Mail merge consists of combining mail and letters.
This feature is usually employed in a word
processing document which contains fixed text
and variables which act as placeholders that are
replaced by text from the data source word to
envelopes for mailing labels for mass mailings from
a form letter. A word processor is a device or
computer program that provides for input, editing,
formatting, and output of text, often with some
additional features.
 COMPONENTS
 OF MAIL MERGE
 Combining mail and messages, as well as which
was before addresses or sending stamps for
sending from a written letter, is known as mail
merging.
 This feature is typically used in a word processor
that has both permanent and changeable text.
 Information from a database, spreadsheets, or
table can be inserted into text documents by
some word processing programs.

 HOW TO USE A MAIL MERGE?

 Here are the main steps to merge a document and a data source in OpenOffice.org
Writer:

 Prepare the data source: Create a spreadsheet or a database in OpenOffice Calc or

Base, respectively. Make sure that the data source includes all the relevant information
you need to merge into your document.

 Start OpenOffice.org Writer: Open the document that you want to merge with the data
source.

 Select the Mail Merge Wizard: Go to "File" and then select "Mail Merge Wizard." Select the
option to "Create a new document" and then click "Next."

 Choose the data source: Select the type of data source you want to use (spreadsheet or
database) and then select the specific data source file. Click "Next."

 Specify the data fields: Select the fields from the data source that you want to merge
into the document. Click "Next."

 Define the layout of the merged document: Choose how you want the merged data to
appear in the document. You can insert fields, add labels, or apply formatting. Click
"Next."
 Choose the data source: Select the type of data source you
want to use (spreadsheet or database) and then select the
specific data source file. Click "Next."

 Specify the data fields: Select the fields from the data source
that you want to merge into the document. Click "Next."

 Define the layout of the merged document: Choose how you

want the merged data to appear in the document. You can
insert fields, add labels, or apply formatting. Click "Next."

 Merge the document and data source: The final step is to

merge the data source with the document. You can either
merge the data source with the entire document or just a
selected portion.
 Review and save the merged document: Review the
merged document to make sure that everything is
correct. Once you are satisfied, save the merged
document as a new file or overwrite the original
document.

USING A MAIL MERGE

 Mail Merge – Form Letters.
 Step 1 – Select Document Type.
 Step 2 – Select Starting Document.
 Step 3 – Select Recipients.
 Step 4 – Write Your Letter.
 Step 5 – Preview Your Letters.
 Step 6 – Complete the Merge.
.