Class: 10 CBSE Subject: Information Technology

Unit -1 (Part B) Digital Documentation Advanced

SESSION 1: CREATING and MANAGING STYLES

Answer the following.
1. What are Styles ?. What are the advantages of using styles.
Answer – A style is a collection of formats that you can use to easily
change the appearance of chosen pages, text, frames, and other elements
in your document.
Different types of styles:
a. Page Styles – Margin, headers and footers, borders, and backgrounds
are all examples of page styles.
b. Paragraph Styles – Paragraph styles can contain character formatting and
affect all aspects of a paragraph’s look, such as text alignment, tab stops, line
spacing, and borders.
c. Character Styles – Character styles impact the font and size of selected text
within a paragraph, as well as bold and italic formats.
d. Frame Styles – Frame styles, such as wrapping type, borders,
backgrounds, and columns.
e. Numbered Styles – Numbered Style include Alignment, Numbering, bullet
characters.
f. Cell Styles – Fonts, alignment, borders, background, number formats,
and cell protection are all included in cell styles.
g. Graphics Styles – Line, area, transparency, shadowing, font, connectors,
dimensioning, and other characteristics are included in graphic styles in
drawings and presentations.
h. Presentation Styles – Font, indents, spacing, alignment, and tab
characteristics are all included in presentation styles.

2. Write down the steps for applying styles in OpenOffice using any method.
Ans- Create a new style based on document formatting
a. Right-click the text on which you want to base a new style.
b. In the mini toolbar that appears, click Styles, and then click Create a Style.
c. In the Create New Style from Formatting dialog box, give your style a name and
click OK.

SESSION 2: Insert and Use Images in a Document

Answer the following.

1. What are the benefits of adding images or pictures in document?
Ans- They allows to make document an attractive and live. It adds more
functionality and makes documents like professional pages. Images can be
created/inserted in document by following ways: Inserting Image from Computer:
This option is used to insert an image or picture into document from saved
pictures in computer.

2. Write down the steps of inserting an Image from file.

Ans- Use “Insert” Tab.
Insert a Picture
 1. Click in your document where you want to insert your picture.
2. Click the Insert tab.
3. Click Pictures button.
4. Navigate to the picture you want to insert and select it.
5. Click Insert button.

SESSION 3: Working with Images

Answer the following.

1. What is the use of adding filter to the image?
Ans- Image filters are primarily used to edit an image using computer software. An
image filter generally changes the image at the pixel level, meaning each pixel
individually is affected. It can be applied to 2-D and 3-D images. Typically, the
image filter process includes options such as:
 Editing the color scheme/theme/contrast of the image
 Adjusting image brightness
 Adding effects to the image
 Changing the texture

5. What do you mean by cropping an Image?

Ans- The word Crop can be defined as “to trim” or “cut back”. The Crop tool in
most image processing programs is used to trim off the outside edges of a digital
image. Cropping can be used to make an image smaller (in pixels) and/or to
change the aspect ratio (length to width) of the image.

SESSION : 4 Inserting and Using Drawing Objects

1. Write down the steps to create a drawing object.

Ans- Step 1: Open your Word document and place your cursor where you want the
shape.
Step 2: Go to the Insert tab and click the Shapes drop-down arrow.
Step 3: You’ll see a large variety of shapes you can insert. Select the shape you
want to draw.
Step 4: Your cursor will change to a crosshair symbol. Click the document, drag to
create the shape, and release when you finish.
Step 5: You can move the shape by selecting and dragging it. You can also resize it
by dragging in or out from a corner or edge.

3. Define Text Wrapping. Name various wrapping options.

Ans- Text wrapping is making the text reflow along the boundaries of the frame or
the object. Text wrapping options can be set using the Text Wrap panel from the
Window menu.
 In-line text wrapping.
 Square wrapping.
 Top and bottom wrapping.
 Tight text wrapping.
 Text wrapping through an image.
 An image behind text.
 An image in front of text.
  Text wrapping options.

SESSION : 5 Working with Templates

1. What are templates? What are the advantages of using templates?

Ans.– A template is a type of document that you can use to make a similar type of
document. Templates can contain text, graphics, style, design.
Advantage of template are –
a. Document creation is made easier with templates.
b. It save time to giving style in document
c. The use of templates helps to keep the audience’s interest.

2. Write down the steps to insert Template.

Ans- To insert templates in Word:
1. Open Microsoft Word and select New.
2. Peruse the Suggested Search categories: Business, Personal, Industry, Design
Sets, Events, Education, or Letters. For this exercise, select Business.
3. Word displays a message that says, “Searching thousands of online templates.”
4. Word displays template search results on-screen, plus a comprehensive list of
categories in a scrolling panel on the right.
5. Scroll down the page or choose a different category, then select a template that
fits your current project.
6.Select a template from a category, then start filling in your own data and images.

3. How to change the default word template when you are creating a new
Microsoft Word document
Ans: Open Microsoft Word
1. On the File tab, click Open
2. Go to the file path of C:\Users\user-name(your login name in your desktop /
laptop computer)\AppData\Roaming\Microsoft\Templates
3. Open the Normal template file (File name - Normal.dotm)
4. Make changes in this Normal template file that you want as default setting for new
word documents.
5. When you have finished, click the File tab, and then click Save and exit/close.

4. What is the difference between styles and

templates?
Answer –
a. Style – Styles ensure that your formatting is consistent throughout a document.
b. Template – Templates allow you to reuse text and maintain a consistent look
and feel across many projects.

SESSION: 6 Creating and Customising Table of Contents

Answer the following.

1. What are the benefits of Table of Contants
Ans-
1. It gives the reader a bird’s eye view of the document. A TOC is like an outline. At a
glance, you can see how a document will flow from one topic to the next.
2. It makes a document look professional. A document with a TOC looks more organized
and professional than a document that lacks one.
3. It is a key organizational aid for the author. Think of it like a roadmap and the first
draft for a TOC can help you arrange your thoughts (and even brainstorm).
4. It makes a document easier to discuss. A TOC can signal the quality of the document.
Your teacher or your book agent can tell at a glance if the material is worth a read by
just glancing at the table of contents.
5. It gives you a learning path. A TOC is a well-ordered series of steps. Steal them from an
instructional book to understand the learning path on any subject of your choice.

2. How to create a Table of Contents in Word

Ans:
1. Format your document using heading styles. Select each chapter in your document
and apply Heading Styles to them.
1. Go to Ribbon > Home > Styles. Select the text and apply headings for all the text
you want to include in the table of contents.
2. You can create a hierarchy within the main chapters with the help of the heading
styles. Heading 1, 2, or 3 and then uses these to create the format for the TOC.
2. Position the Table of Contents on the page. Place the cursor on the specific
position where you want the TOC to appear in your document. This is commonly
somewhere at the beginning of the document.
3. Click the Table of Contents command. Go to Ribbon > References > Table of
Contents. To create a manual table, go to References > Table of Contents > Click the
dropdown to reveal the option for Manual Table.
4. Update the Table of Contents anytime. To update a table of contents that was
created automatically, click References > Update Table.

SESSION: 7 Implement Mail Merge Answer the following.

1. Explain Mail Merge.

Answer – A mail merge is a method of personalizing a message you’ve written and
sending it to a large group of people, giving the impression that you prepared
the letter specifically for them.

2. What are the advantages of Mail Merge?

Answer – Advantages of mail merge are –
 It’s simple to send the same mail to a big group of recipients using the Mail
Merge tool.
 We don’t have to type each recipient’s name separately in each letter when we
use Mail Merge.
 It’s one of the most efficient ways to mass-produce hundreds of personalized
letters in a short amount of time.
 It is simple to amend the letter because any change made in the main letter
will be reflected in all other recipients’ letters.

3. Write down the step by Step to create Mail Merge for Letters and Labels.
Ans:
1. Click the Mailings tab.
2. Click the Start Mail Merge button.
3. Select Step-by-Step Mail Merge Wizard.
  The Mail Merge pane appears on the right, ready to walk you through the mail
merge.
4. Select a type of document to create.
5. Click Next: Starting document.
6. Select a starting document.
7. Click Next: Select recipients.
8. The Mail Merge wizard moves on to step 3.
 Select Recipients: This example uses an existing list from a database, but you can
also select Outlook contacts or manually create your own list.
 Select Use an existing list.
 Click Browse.
 Select your data file.: A data file of mail merge recipients can be in a database
file, an Excel spreadsheet, another Word document, or other types of data files.
 Click Open.
 The Mail Merge Recipients dialog box displays the addresses that will be used
 If there's an address you don't want to use, you can uncheck it.
 Make sure the right recipients are selected and click OK.
9. Click Next: Write your letter.
 Write Your Letter
10. After the main document is set and the recipient list is connected and edited, you are
ready to insert the merge fields in the document.
 Click where you want the information.
 Select one of the placeholder options.
11. You can add merge fields from the wizard, or from the Write & Insert Fields group on
the ribbon:
 Address Block: This is a combination of fields to insert the names and addresses
of recipients.
 Greeting Line: This is a combination of fields to insert the recipient’s name in
the greeting line.
 Insert Merge Field: When you click this button, a list of additional merge fields
you can insert appears.
12. Click Next: Preview your letters.
 Preview Your Mail Merge
13. Use the arrow buttons in the Mail Merge pane to preview each merged document.
14. Click Next: Complete the merge.
 Complete the Merge
15. There are a different ways you can finish the mail merge:
 Edit Individual Documents:
 Print Documents
 You can also click the Finish & Merge button on the ribbon and select a merge
option there
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