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DIGITAL DOCUMENTATION – WORD PROCESSING
Pre-requisite: ITCC-101 Basics of IT
Unit Code Unit Title (Skills) Hours Total Hour s T h Pr ITCC-102 (^) Digital Documentation and Word Processing Skill 1 2 2 4 36 Basics of Word Processing 2 2 Page style and templates 2 2 Editing and Advanced format options 2 8 Working on multiple documents 2 4 Creating and Working with tables 2 4 Working with Images, Drawing and Gallery objects 2 4
Ignite Mind
"Design is a funny word, some people think design means how it looks. But of course, if you dig deeper, its really how it works"
Steve Jobs
Learning objectives
After studying this unit the students will attain competency to: Create, Save, and Print simple documents using a Word Processor. Use page Style and templates. Edit document and use advanced formatting features. Work on multiple documents simultaneously. Create and work with tables in a document. Work with images, drawings, and gallery objects.
Introduction
Everyday we come across many documents like notices, letters, circulars, question papers, notes and assignments, admission forms, bio-data etc. Imagine the preparation of such documents using a typewriter. For every correction in a page the whole page is to be retyped. After the final version is typed, it is to be kept safe very carefully because recreation will again take the same amount of time and efforts. More care has to be taken if the document is to be preserved for a longer time (may be a few years). It used to happen until the development of word processors. Now a day, almost all the documents are prepared on computer using word processor. Using a word processor we can create any kind of document. Word processors allow us to preserve digital copy of our documents for practically infinite time. When correction is to be made, it is to be made only at the relevant word or sentence. Insertion and
deletion of text is very easy using a word processor. There are many more advantages of using word processors. Word processors are the most widely used application software. In this lesson we will learn the use of word processor for preparing documents.
Resource requirement
Hardware
A working computer system
Software
A word processor (Preferably Open Office Writer, which is downloadable from OpenOffice.org).
Suggestions for Effective Teaching
Encourage peer learning in Computer Lab Ensure that students follow standard procedures to logon/logoff a computer. Ensure the proper connectivity of I/O devices Encourage students to explore opportunities as IT Professionals Introduce how to integrate Digital Documentation with traditional practices at various work places Encourage students to follow best practices such as taking backup of files, turning off devices when not in use Educate students to keep storage media virus free Sensitize students on ethical and health related issues
Title Bar (^) Menu Bar Status Bar Standard Toolbar Formatting Toolbar
OR
There may be an icon for Writer on the Desktop. If it is there Double Click it to start Writer. OR There may be an icon for Writer on the Start menu. If it is there Click it to start Writer. Writer window looks as follows (Figure 1.2). Here the Writer window is shown with labeling of some major components. Figure 1.2: Writer window Let us understand this window first. Different types of bars and toolbars are there so that we can conveniently create our documents in whatever way it is required. Work area is the area where the actual document is created. Let us create a simple document to begin with. Before creating the document, create a folder “D:\IT Class IX\WP_Practice” where you shall store all the documents that you create during this chapter. After creating the folder start Writer and type the following text in the Work area: Everyday we come across many documents like question papers, students list, study material in the form of notes and assignments, admission forms, bio-data etc. Almost all of these documents are prepared using word processors. Word processors are the most widely used application software. Using a word processor we can create any kind of document. In this lesson we will to learn how to use a word processor to create desired documents. Main Content Area
To save this text in the above mentioned folder, choose the option [1] File [2] Save from the Menu Bar. Then another window (Save As window) opens as shown in Figure 1.3. In this window select the desired folder from the Save in combo box. Then give the file name, let us say Document1, in the File name box. Then click at the Save button to save this document. Writer automatically gives the extension .odt to the document. Figure 1.3: Save As window Now if you check the folder, you will find this document saved in it with the name Document1.odt. If you want to work with this document again, you can open it in three ways (i) By selecting the option [1] File [2] Open from the Menu Bar. (ii) By selecting the document name from the option [1] File [2] Recent Documents from the Menu Bar. (iii) By Double Click at the document icon in the folder where the document is stored. Let us now create another document and learn a few more things in Writer. For this we shall create the following document. Note that the symbol in this text represents the Enter key on the keyboard. While entering text Enter key has to be
Figure 1.4: Format toolbar Now we shall apply these features on our document to achieve the desired effects. For this we have to follow the following steps: (i) Select the text in the first line (Circles). Click at the down arrow in Font Name combo box, and select the Font Name “Times New Roman”. Similarly select Font Size 16, and Font Color Blue. Click at the Centre alignment. (ii) Select the word ‘circle’ in the second line and click the Bold button in the format menu. The word circle will become bold. Similarly set all the desired words Bold in the given text. (iii) Now click anywhere in the second paragraph and then click at the right alignment button. Second paragraph gets right aligned. Similarly click in third paragraph and click at justified alignment button. Click in the fourth paragraph and click at Centre alignment button. There is no need to align the first paragraph because it is already left justified by default. Keyboard Shortcuts: The buttons Bold, Italic, and Underline have their corresponding keyboard shortcuts also. After selecting the text, instead of clicking at these buttons, we can use corresponding keyboard shortcuts for the desired effects. These shortcuts are listed in the table below: SN o Opeari on Keyboard Shortcut
- Bold Ctrl+B
- Italicize Ctrl+I
- Underlin e Ctrl+U Here Ctrl+B means that we have to press Ctrl button on the keyboard and while keeping it pressed immediately we have to press character B and release both the buttons. Keyboard shortcuts are available for many other functions also. Now we have the document as required. Similarly, you can create any other document and format it as required. After creating a document we usually want to print it for later reference. Writer gives us option to print our documents. Writer also gives us option to check the look of our printed document even before it is printed. This option is called Page Preview and is available through the File option in Menu Bar. By using this option we can check whether the printout will be exactly like we expect. If it is so then we can print the document through the Print option in File option of Menu Bar. Otherwise, we can edit the document in the way we want before printing it. When we choose the print option, Writer shows a Print Window as follows:
Figure 1.5: Print window Through this Print window we can set some basic print settings as: (i) Printer : If there are multiple printers attached to our computer or if our computer is a part of a network of computers which contains more than one printers, then we can select the printer on which we want to take the printout. (ii) Print Range : We can select whether we want to print (i) the whole document, (ii) some pages of the document, or (iii) Selected text from the document. (iii) Number of Copies: We can select how many copies of the document we want to print. After selecting the desired options if we click at OK, the document gets printed.
Summary
A word processor is software used for creating, editing, formatting, and printing any type of printable material. Some of the popular word processors are MS Word, OpenOffice Writer, Kingsoft Writer, QuickSilver. OpenOffice Writer is a part of software package “OpenOffice.org”. OpenOffice Writer saves the documents in Open Document format with extension “odt”.
ELEMENT 2 - PAGE STYLE AND TEMPLATES
In Writer we have some control over the way our document is printed. We can set the space which is left blank around the printed material on the page. We can also control the starting and ending position of different lines in a paragraph. We can also decide the orientation, i.e., Portrait (length wise) or Landscape (Width wise) of printing on the page. All these concepts come under the topic Page Style. To understand the concept of page style let us first learn a few terms: (i) Margins : Page margins are the blank space around the edges of the page. (ii) Indents : Indents are the spaces between the beginning / end of a line and the left / right margin as. The space between beginning of a line and left margin is called the Left Indent. The space between end of a line and right margin is called the Right Indent. Notice that Margins are along the border of the page while Indents are in the Main Content Area. (iii) Format : Refers to the paper size. We can select any predefined paper size (A3, A4, Letter etc.) or we can create a custom format by entering the dimensions (Height and width) of the paper. (iv) Orientation : Orientation refers to Portrait (length wise) or Landscape (width wise) printing. Default orientation of a page is portrait. If the orientation is changed to Landscape, its height and width will interchange as illustrated in Figure 1.7 below. The Indents and Margins are illustrated in below in the Figure 1.6.
Figure 1.6: Indents and Margins The Orientation of a page is illustrated in below in the Figure 1.7. Figure 1.7: Page Orientation Setting Page Style The margins, Format, and Orientation of a page can be set by choosing the option [1] Format [2] Page from the Menu Bar. This opens the Page Style window as shown below:
Figure 1.9: Rulers The blocked portion at the ends of rulers represents margins. Margins can be set by dragging the end lines of the margins as shown in the diagram. Now let us see how can we set the indents of paragraphs in a document. Let us observe the horizontal ruler again. On this ruler we see three small triangles called Indent Markers (Figure 1.10). Figure 1.10: Indent Markers
Indents are adjusted with indent markers as follows: To change the left paragraph indent, select the paragraph or click anywhere in the paragraph and drag the paragraph marker (lower left triangle) to the desired location. To change the right paragraph indent, select the paragraph or click anywhere in the paragraph and drag the right indent marker (lower right triangle) to the desired location. To change the first line indent of a selected paragraph, drag the top left triangle on the horizontal ruler to a new location. Line and Paragraph Spacing Line spacing is the space between two consecutive lines of text. Paragraph spacing is the space between two consecutive paragraphs. Writer allows us to adjust line spacing and paragraph spacing in the documents. To adjust line spacing and paragraph spacing choose the option [1] Format [2] Paragraph from Menu Bar. This opens the following window: Figure 1.11: Indents and Spacing Through this window we can adjust the paragraph and line spacing. Just click at the down arrow in the Line spacing combo box to find out what different options for Line spacing are available. An example of a text with different spacing is given below:
[2] Wizard from the Menu bar. It opens another menu which shows different kinds of templates that can be created. Click at Letter (as we want to create template for letter). It opens Letter Wizard window. Figure 1.13: Creating Letter template In this window we can choose from three kinds of letter: (i) Business Letter, (ii) Formal Personal Letter, and (iii) Personal Letter. For our purpose select Personal Letter and click the Next button. It opens the next window as shown below. Figure 1.14: Printed Items options on letter wizard window Notice that in this window only three steps(steps 1, 3 and, 6) are enabled. The number of steps enabled depends on the kind of template we choose. Depending on the kind of template, Writer decides the number of steps in which the template can be created and then only the relevant steps are enabled. The current template (Personal Letter) can be created in just two more steps and therefore, only two more steps ( and 6) are enabled. We choose the relevant options and fill in the desired places in this window and click Next button. After this another window opens in which we have to specify a suitable name for the template and the location where we want to save the template. In this
window we are also asked if we want to create a letter from this template. If we want to create the letter we choose this option. Figure 1.15: Name and Location option on letter wizard window Then Writer saves our template and opens a document which is based on this template. We can make any changes in this document (letter based on our template) and save it with a suitable name. After this whenever we want to create a letter based on this template, we have to choose the option [1] File [2] New [3] Templates and Documents. It open Templates and Documents window. In this window by clicking at Templates icon on the left hand side we can choose the desired template and create a document based on it. This is illustrated in the following figure.
- Define (i) Margins, (ii) Indents, (iii) Page Orientation.
- What is line spacing? Can it vary from paragraph to paragraph in a document?
- What is paragraph spacing? Can it vary from paragraph to paragraph in a document?
- What is a template? What is its use? How many documents can be created using one template?
ELEMENT 3 – EDITING AND ADVANCED FORMATTING OPTIONS
So far we have learnt how to create, save, open, and print documents. In real situations, many times it happens that we have to make changes to an existing document. We can see many examples of this: there may be some circular in which there is need to change the date, there may be some notes in which some spellings are to be corrected, there may be some incomplete assignments which need to be completed and so on. This process of making changes in a document is called editing. Now we shall see what are different features of a word processor which make editing an easy job.
Cut, Copy, Paste:
These are the basic editing functions which are used in almost all the GUI (Graphical User Interface) applications. When some portion of a document is cut or copied, it gets copied to a separate invisible location called Clipboard. When we apply paste, the contents of clipboard get copied to the current location. The difference between Cut and Copy is that when some portion of a document is Cut, it gets removed from its original location and goes to clipboard, whereas when some portion of a document is Copied, it remains at its original location and also goes to clipboard. Therefore, we use the combination of Cut and Paste to move text from one place to another. The combination of Copy and Paste is used to copy text from one place to another. The options to Cut, Copy, and Paste are available through corresponding icons in the standard tool bar as shown below in figure: Figure 1.17: Cut, Copy, and Paste buttons Let us understand this practically. Open Writer and start a new document. Type in the following text (Without the line numbers. Line numbers are for further reference only): Space activities in the started country during early 1960s with the scientific (^) - 1 investigation of upper atmosphere and ionosphere over the magnetic (^) - 2 equator that passes over Thiruvananthapuram near Thumba using small (^) - 3 sounding rockets. Realising the immense potential of space technology for (^) - 4 national development, Dr. Vikram Sarabhai, the visionary leader envisioned (^) - 5 that this powerful technology could play a meaningful role in national (^) - 6 development and solving the common problems of man. Thus, Indian - 7 Space programme born in the church beginning, space activities in the (^) - 8 country, concentrated on achieving self reliance and developing capability (^) - 9 to build and launch communication satellites for broadcast television, (^) - 10 telecommunications and meteorological applications; sensing remote (^) - 11 satellites for management of natural resources. - 12 Now let us make the following changes in the document: (i) In the first line, the word country should appear before the word started.
