Digital Documentation Notes – Class 10 IT 402 [Quick Revision]

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This Digital Documentation notes for CBSE Class 10 (Code 402) simplify complex topics like Styles, Images, ToC, and Templates into easy-to-understand points.

Styles

• A Style is a predefined set of formatting features used to create professional-looking documents with minimum effort
• A Style can be saved once and reused multiple times to quickly change the appearance of different parts of a document
• Using Styles allows you to focus more on the content rather than the formatting of the document.

Why Use Styles?

• It Saves time
• Keeps formatting consistent
• Easy to modify the entire document
• Helps you focus on content instead of formatting

Styles Categories

Libre Office provides 6 types of Styles:

1. Page Style
2. Paragraph Style
3. Character Style
4. List Style
5. Frame Style
6. Table Style

 Page Style

• Used for formatting the entire page layout.
• Page Style includes Page size, Margins, Header & Footer, Borders, and Background
• A document can have multiple page styles.

Paragraph Style

• Used for formatting paragraphs
• Paragraph Style Includes Alignment, Line spacing, Tab stops, Borders

Character Style

• Used for formatting specific words or text within a paragraph.
• It Includes Font size, Text color, highlighting text and emphasising it.

Frame Style

• Frames are containers that hold text, graphics, and lists, allowing a document to be organized into sections with different appearances.
• Frame style Includes Size, Position, Borders, and Text wrapping

List Style

• Used to format lists with different types of bullets or numbering styles.
• It Includes Bullets, Numbering, and different list formats

Table Style

• Used for formatting tables
• Table Style Includes borders, text alignment, bolder colors, and patterns

Applying Styles

Styles can be applied in a document in the following four ways:

1. Using Style option from Menu Bar
2. Using Style Drop-down list (Toolbar)
3. Using Sidebar (Styles panel)
4. Using Keyboard shortcut (F11)

Steps to apply Styles

For applying any styles, such as Paragraph, Character, Frame, Page, List, Table follow the given steps.

• Step 1: Select the text to be formatted (it can be characters, words, lines, paragraphs, pages, frames, or tables).
• Step 2: Click the Styles option from the Styles bar/toolbar.
• Step 3: A list of styles appears; double-click the desired style to apply it to the selected text.

Fill Format

Fill Format Mode is used to quickly apply the same style to multiple scattered parts of a document without repeatedly opening the Styles window and selecting the style each time.

Steps to Use Fill Format Mode:

• Step 1: Open the document to be styled.
• Step 2: Open the Styles window, select the required style category, and choose the desired style.
• Step 3: Click on the Fill Format button.
• Step 4: Move the mouse pointer to the desired location and click to apply the style.
• Step 5: Repeat Step 4 to apply the style at multiple places.
• Step 6: To exit Fill Format Mode, click the Fill Format button again or press the Esc key.

Creating a Custom Style in LibreOffice Writer

There are two ways to create a custom style:

1. From Selection
2. Drag and Drop.

From Selection Method:

• Step 1: Select the portion of the document (page, paragraph, character, etc.) and format it as required.
• Step 2: From the top of the Styles menu, choose the appropriate category (paragraph, character, page, etc.) for which the new style is to be created.
• Step 3: Click the Styles Action button and select New Style from Selection.
• Step 4: In the Create Style dialog box, enter a name for the new style (e.g., MyStyle).
• Step 5: Click OK to save the style. The newly created style will appear in the styles list.

Drag and Drop Method:

• Step 1: Select the text from the document and format it as required.
• Step 2: From the Styles menu, choose the required style category.
• Step 3: Select the style under which the new style will be created.
• Step 4: Drag the selected text from the document and drop it into the Styles menu. (Check cursor indication while dragging to ensure correct operation.)
• Step 5: In the Create Style dialog box, enter the name of the new style.
• Step 6: Click OK to save the new style

Updating a Style in LibreOffice Writer

Instead of creating a new style for small changes, an existing style can be modified using the Update Selected Style option.

• Step 1: Select the page, paragraph, or frame to be modified.
• Step 2: Format the selected portion as required.
• Step 3: Go to the Styles menu and click the Style Action button.
• Step 4: Select Update Selected Style to apply the changes.

Note: Ensure that the formatting remains consistent throughout the selected portion (e.g., font size or font face should be the same in the entire paragraph)

Load Styles (from Template or Document)

Load Styles is used to copy styles from an existing template or document. This helps in creating a new document with the same formatting style quickly.

• Step 1: In the Styles menu, click on Load Styles.
• Step 2: The Load Styles dialog box will open; choose the required category.
• Step 3: Select the desired template or document to copy styles from.
• Step 4: Choose the types of styles to be copied (Paragraph, Character, Frame, Page, List, etc.) and select Overwrite if needed.
• Step 5: Click OK to copy the styles.
• Step 6: To copy from a file, click From File, select the document, and confirm.

Working with Images

Inserting Image in LibreOffice Writer

Images can be inserted using:

1. Insert Image option
2. Drag and Drop option
3. Copy and Paste method
4. Insert Image by Link

Inserting Image Using Insert Image Option

• Step 1: Open the document in LibreOffice Writer.
• Step 2: Place the cursor where you want to insert the image.
• Step 3: Click on Insert > Image from the Menu Bar.
• Step 4: The Insert Image dialog box will open; select the required image file.
• Step 5: Click Open to insert the image into the document.

Drag and Drop Method:

• Step 1: Open the document in LibreOffice Writer.
• Step 2: Open the file browser and select the image.
• Step 3: Drag the image from the folder.
• Step 4: Drop it at the desired position in the document.

Copy and Paste Method:

• Step 1: Open the document and select the image file.
• Step 2: Copy the image.
• Step 3: Place the cursor at the required location in the document.
• Step 4: Paste the image.

Inserting an Image by Linking

• Step 1: Open the document in LibreOffice Writer.
• Step 2: Go to Insert > Image and open the Insert Image dialog box.
• Step 3: Select the required image file.
• Step 4: Check the Link option.
• Step 5: Click Open to insert the linked image.

Image Toolbar – Modifying an Image

Images inserted in a document can be modified as per requirement using the Image Toolbar, which allows resizing, cropping, rotating, and deleting images.

Using the Image Toolbar:

Insert or select the image in the document. The Image Toolbar appears automatically.
OR
Enable it using View > Toolbars > Image from the Menu Bar.

Tool	Effect on Image
Image Filter	Improves image using 11 different filter options
Image Mode	Changes image to black & white, grayscale, or watermark
Crop	Removes unwanted parts of the image
Flip Horizontally	Flips the image left to right
Flip Vertically	Flips the image top to bottom
Rotate 90° Left	Rotates the image 90° anticlockwise
Rotate 90° Right	Rotates the image 90° clockwise
Rotate	Rotates the image by any angle
Transparency	Makes image transparent using percentage value
Colour	Adjusts red, green, blue, brightness, contrast, and gamma

Rotate an Image

• Step 1: Select the image in the document.
• Step 2: Click the Rotate tool  from the Image Toolbar.
• Step 3: Move the mouse to a corner of the image until the rotate icon (↻) appears.
• Step 4: Click and drag the corner in the desired direction to rotate the image.

Crop an Image

• Step 1: Select the image.
• Step 2: Click the Crop tool from the Image Toolbar.
• Step 3: The handles around the image turn into blue crop handles
• Step 4: Click and drag any handle inward to crop the image as required.
• Step 5: Release the mouse button to apply the crop.

Image Filter

Tool	Effect on Image
Invert	Inverts colour values of the image; in grayscale, brightness is inverted
Smooth	Softens the contrast of the image
Sharpen	Increases the contrast and sharpness of the image
Remove Noise	Removes single unwanted pixels from the image
Solarisation	Reverses tones; dark becomes light and light becomes dark
Aging	Simulates an old/time-worn effect on the image
Posterise	Reduces colours to give a painting-like effect
Relief	Creates a shadow effect using a light source
Charcoal Sketch	Converts the image into a charcoal sketch effect
Mosaic	Groups pixels into single coloured blocks

Resizing an Image

• Step 1: Click on the image in the document. Eight sizing handles will appear around it.
• Step 2: Place the mouse pointer over any handle; it changes shape to indicate the direction of resizing.
• Step 3: Click and drag the handle to increase or decrease the size of the image.
• Step 4: Release the mouse button when the desired size is achieved.

Note:
By dragging the corner handles, one can resize both the width and the height of the image simultaneously, while the other four handles only resize one dimension at a time.
While resizing the image its size gets changed, but while cropping the image cuts it.

Deleting an Image in LibreOffice Writer

To delete an image from a document, it can be removed just like text.

Drawing Toolbar

To display the Drawing Toolbar in Writer, go to View > Toolbars > Drawing, and the Drawing Toolbar will appear in the window

Creating or Inserting Drawing Objects

LibreOffice Writer provides tools in the Drawing Object Properties toolbar to customize drawing objects. These tools allow you to move, resize, rotate, edit, and configure objects in different ways.

Setting or Changing Properties of Drawing Object

When a drawing object is selected, the Drawing Object Properties Toolbar appears. It is a floating toolbar and can be moved anywhere on the screen.

Setting Properties Before Drawing:

• Step 1: Select the required drawing tool from the Drawing Toolbar.
• Step 2: From the Drawing Object Properties Toolbar, click the required property icon.
• Step 3: Change the value of the selected property.
• Step 4: Repeat steps 2 and 3 to set all required properties.
• Step 5: Draw the object in the document using the selected tool.

📌Note: These settings apply only for the current session.

Changing Properties After Drawing:

• Step 1: Select the drawn object.
• Step 2: Use the Drawing Object Properties Toolbar to modify the required properties.
• Step 3: Adjust the values as needed.
• Step 4: Repeat until all desired changes are made.

Resizing and Grouping Objects in LibreOffice Writer

Resizing Objects:

• Step 1: Select the object to be resized. Eight handles will appear around it.
• Step 2: Click and drag any handle to resize the object.
• Step 3: Use corner handles to maintain the original shape (proportional resizing).
• Step 4: Use edge handles to resize the object non-proportionally (change shape).

📌 Note: Holding the SHIFT key while resizing changes the behavior of resizing.

Grouping Drawing Objects:

When multiple shapes are used together, they can be grouped to act as a single object.

• Step 1: Select the first object.
• Step 2: Hold the SHIFT key and select other objects to include in the group.
• Step 3: Click the Group option from the Drawing Object Properties toolbar or go to Format > Group > Group.
• Step 4: The selected objects will be grouped and behave as a single entity.

Positioning an Image in Text (LibreOffice Writer)

Once an image or drawing is created and formatted, it can be positioned in the document using four main settings:

• Arrangement
• Anchoring
• Alignment
• Text Wrapping

These settings can be accessed through the Format menu, right-click context menu, or Drawing Object Properties Toolbar.

Arrangement

Arrangement controls the position of an image when multiple objects overlap.

• Bring to Front → Places image above all objects
• Forward One → Moves image one level up
• Back One → Moves image one level down
• Send to Back → Places image behind all objects
• To Foreground → Moves image in front of text
• To Background → Moves image behind text

Anchoring

Anchoring defines the reference point of an image.

• Anchoring is the reference point for an image or drawing.
• It attaches the image to a page, paragraph, character, or frame.
• The image moves along with its anchor when changes are made in the document.
• It helps maintain the position of the image in relation to text or layout changes

Alignment

• Alignment controls the vertical or horizontal placement of an image with respect to its anchor.
• Alignment tools are available in the Drawing Properties Toolbar.
• An image can be aligned in six different ways. These include 3 horizontal and 3 vertical alignment options.

Text Wrapping

• Text wrapping controls the placement of an image in relation to text.
• It is available in the Drawing Object Properties Toolbar.
• There are six wrapping options.
• These include: Wrap Off, Page Wrap, Optimal Page Wrap, Wrap Left, Wrap Right, and Wrap Through.
• It helps decide how text flows around or over an image.

Tool	Effect
Wrap Off	Text appears above and below the image
Page Wrap	Text flows around the image
Optimal Wrap	Provides best spacing between text and image
Wrap Left	Text appears on the left side of the image
Wrap Right	Text appears on the right side of the image
Wrap Through	Image overlaps (superimposes on) the text

Advance Features of Writer

• Table of Contents is used to insert an automatic list of contents in a document.
• It is created using headings and sub-headings of the document.
• The entries in the table are hyperlinked, allowing direct navigation.
• Clicking on any topic takes you directly to that section.
• It helps in easy navigation of long documents.

Hierarchy of Headings (Pointers)

• LibreOffice Writer supports 10 levels of headings (H1 to H10).
• These headings are used to structure the document.
• H1 is the highest level (main heading) and H10 is the lowest level.
• Headings and sub-headings help in organizing content systematically.

Creating a Table of Contents (ToC)

Before creating a Table of Contents, ensure that proper Heading Styles (Heading 1, Heading 2, etc.) are applied, as ToC is generated from these headings only.

• Step 1: Open the document (e.g. documentation.odt).
• Step 2: Apply proper heading styles (Heading 1, Heading 2, Heading 3, etc.) to all headings in the document.
• Step 3: Place the cursor at the location where the ToC is to be inserted (usually at the beginning).
• Step 4: Go to Insert > Table of Contents and Index > Table of Contents, Index or Bibliography.
• Step 5: In the dialog box, change the title if needed (e.g., “Contents”), and set required options.
• Step 6: Click OK to insert the Table of Contents.

• ToC is automatically created from headings and sub-headings.
• Entries are hyperlinked, allowing navigation using Ctrl + Click.

Customisation of Table of Contents (ToC)

• To customize the ToC, right-click on the ToC and select “Edit Index”. The Table of Contents, Index or Bibliography dialog box will appear.
• The Table of Contents, Index or Bibliography dialog box has five tabs – Type, Entries, Styles, Columns and Background.

Tabs in ToC Customisation:

🔹 Type Tab – Default tab used for basic settings like title of ToC
🔹 Entries Tab – Used to set styles for different entries in the ToC.
🔹 Styles Tab – Used to apply paragraph styles to different levels of headings.
🔹 Columns Tab – Used to set the number of columns in the ToC.
🔹 Background Tab – Used to change the background colour or image of ToC.

Changing Style of ToC

• Step 1: Select the required level from the Levels list box.
• Step 2: Select the desired paragraph style from the Paragraph Styles list box.
• Step 3: Click OK to apply the selected style to the chosen level. The style appears in square brackets and is shown in the Preview pane.
• Step 4: Click OK again to confirm and apply the changes.

Changing Background of ToC

• Step 1: Click the Color button at the top of the dialog box.
• Step 2: Select the desired colour from the colour palette; it will appear in the New Color window.
• Step 3: To save the colour for future use, click Add to add it to the custom palette.
• Step 4: Click OK to apply the selected colour to the Table of Contents.

Updating the ToC

• Step 1: Right-click anywhere in the Table of Contents.
• Step 2: From the pop-up menu, select Update Index. Writer will update the ToC to reflect all changes made in the document.

Note: Libre Office Writer does not update ToC automatically.

Deleting ToC

To delete the ToC, right click on the table and select Delete Index option from the pop-up menu.

Templates

• A template is a pre-designed layout used to create professional and formal documents easily.
• It helps avoid repeated formatting by storing text, graphics, styles, headers, footers, and page layout.
• Templates are useful for creating documents like resumes, reports, and project files.
• Documents created from templates have the same structure and appearance as the template.
• If no template is selected, Writer uses a default blank template.

Creating Template

• Step 1: Open the document in LibreOffice Writer whose template you want to create.
• Step 2: Go to File > Templates > Save. The Save As Template dialog box will appear.
• Step 3: Enter a name for the template in the Template Name box.
• Step 4: Select a category to store the template (e.g., My Templates, Business Correspondence, etc.).
• Step 5: (Optional) Select Set as default template to make it the default.
• Step 6: Click Save to store the template. The file is saved with .ott extension.

Using In-built / Saved Templates

LibreOffice Writer allows the use of in-built, online, and user-created templates to quickly design documents with predefined formatting.

• Step 1: Open a new document in LibreOffice Writer.
• Step 2: Go to File > Templates > Manage Templates or press Ctrl + Shift + N.
• Step 3: The Templates dialog box will appear. Select the required template (e.g., T1).
• Step 4: Click Open. A new document will open with the same layout, formatting, and style as the selected template.
• Step 5: Make the required changes and save the document.

Using Online Templates in LibreOffice Writer

LibreOffice provides a wide range of online templates that can be downloaded and used to create professional documents.

• Step 1: Go to File > Templates > Manage Templates.
• Step 2: The Templates dialog box will open. Click on Browse Online Templates option.
• Step 3: The official LibreOffice templates website will open in the browser.
• Step 4: Select and download the required template.
• Step 5: Open LibreOffice Writer and go to File > Templates > Open Template.
• Step 6: Browse and select the downloaded template file and click Open.
• Step 7: The template will open in Writer. Make the required changes.
• Step 8: Save the document in .odt format.

Importing a Template in LibreOffice Writer

• Step 1: Open the Templates dialog box.
• Step 2: Click the Import Templates button (bottom right corner). The Select Category dialog box will appear.
• Step 3: Choose an existing category or select Create a New Category.
• Step 4: If creating a new category, enter its name in the text box.
• Step 5: Click OK. The Open dialog box will appear.
• Step 6: Browse and select the downloaded template file from your system.
• Step 7: Click Open. The template will be added to the Templates list.

Editing a Template in LibreOffice Writer

• Step 1: Go to File > Templates > Manage Templates. The Templates dialog box will open.
• Step 2: Right-click on the template (e.g., T1) that you want to edit.
• Step 3: Select the Edit option from the pop-up menu.
• Step 4: Make the required changes in the template file.
• Step 5: Save the template. The updated template will be used for future documents.

Exporting a Template in LibreOffice Writer

Exporting a template allows you to save it in a desired folder so it can be shared or used on another system.

• Step 1: Open the Templates dialog box and select the template to be exported.
• Step 2: Click the Export button at the bottom right corner.
• Step 3: The Select Path dialog box will appear. Choose the folder where you want to save the template.
• Step 4: Click OK to confirm the location.
• Step 5: The template will be exported, and a confirmation message will be displayed.

Applying Templates to a Blank Document

• Step 1: Open a new blank document using File > New > Text Document.
• Step 2: Go to File > New > Templates to open the Templates dialog box.
• Step 3: Select the desired template; it will open in a new window.
• Step 4: Select the entire content using Ctrl + A and copy it using Ctrl + C.
• Step 5: Open the blank document.
• Step 6: Paste the content using Ctrl + V.
• Step 7: Make the required changes and save the document as a text file.

Track Changes Feature (LibreOffice Writer)

• Track Changes is a powerful feature used for editing, reviewing, and commenting on a document.
• It helps multiple users work on the same document without losing the original content.
• All changes made in the document are recorded instead of being applied directly.
• The original author can accept or reject the changes.
• It also allows users to add comments during review.
• The Track Changes feature helps maintain a proper record of all modifications.

Track Changes Toolbar

• The Track Changes toolbar contains tools to manage edits and comments.
• It can be opened using: View > Toolbars > Track Changes.
• The toolbar appears in the LibreOffice Writer window for easy access.

Track Changes Toolbar Buttons

• View Track Changes – Displays all changes made in the document by different users.
• Record Track Changes – Enables Track Changes feature. Any editing is marked automatically
• Previous / Next Track Changes – Used to navigate between different changes in the document
• Accept / Accept All Track Changes – Accepts changes made in the document
• Reject / Reject All Track Changes – Rejects changes made in the document

Manage Track Changes

• Opens a dialog box showing a detailed list of all changes.
• Includes author name, date, and time of modification.

Insert Comment

• Used to add comments in the document during review.

Preparing a Document for Review (Track Changes)

• Track Changes is used when a document is shared for review or editing by one or more users.
• Before sharing, the author must enable recording of changes so that all modifications can be tracked.
• This allows the original author to accept or reject changes later.
• The document can be protected with a password so that Track Changes cannot be turned off by others.

Protecting Track Changes

Step 1: Go to Edit > Track Changes > Protect or click Protect Track Changes button.
Step 2: Enter and confirm the password in the dialog box.
Step 3: Click OK. Now Track Changes is password-protected.

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Recording Changes

• Step 1: Enable Track Changes using Edit > Track Changes > Record or click the Record button. (Shortcut: Ctrl + Shift + C)
• Step 2: Once enabled, all edits are tracked automatically:
  • Added text appears in a different color
  • Deleted text appears with strikethrough
• Step 3: Hovering on changes shows details like author, date, and time
• Step 4: To stop recording, turn off Record option again or click the Record button.

Accepting and Rejecting Changes

After reviewers make changes, the original author can accept or reject them.

• Step 1: Click on a change in the document and choose Accept Track Change or Reject Track Change
• Step 2: Use Previous Track Changes / Next Track Changes to navigate between changes
• Step 3: To apply all changes at once, use Accept All Tracked Changes or Reject All Tracked Changes
• Step 4: Click Manage Track Changes to view all changes in detail and accept or reject them from the dialog box

Adding Comments

Comments can be added during review for suggestions or feedback.

• Step 1: Place the cursor where the comment is needed and click Insert Comment from the Track Changes toolbar.
• Step 2: A comment box appears on the right side with author name, date, and time. Type the comment.
• Step 3: Click anywhere in the document to save the comment.

Deleting Comments

• Click the arrow in the comment box.
• Choose options like Delete current comment, Delete all comments by author, or Delete all comments.

Comparing Documents

Used to compare original and edited documents.

• Step 1: Open the edited document.
• Step 2: Go to Edit > Track Changes > Compare Documents.
• Step 3: Select the original document in the dialog box.
• Step 4: The Manage Changes window appears; accept or reject changes.
• Step 5: Close the dialog box and save the file.