In these Digital Documentation Class 9 Notes, you will learn everything about the LibreOffice Writer word processor, including creating, editing, formatting, saving, and printing documents. The notes also cover important topics such as working with tables and performing mail merge operations.

All topics and their subtopics have been compiled in a comprehensive, pointwise, and easy-to-understand format strictly according to the latest CBSE syllabus of Class 9 Information Technology Subject Code 402. These notes are designed to help students quickly revise the entire chapter, strengthen their understanding of key concepts, and prepare effectively for examinations.

Whether you are studying the chapter for the first time or revising before an exam, these concise yet complete notes will help you save time and score better marks.

Create a document using a word processor

Introduction to Word Processing

• A document is a written record used to store and preserve information. Examples – letters, reports, books, legal papers, and thesis reports etc.
• Word processing is the process of creating, editing, formatting, storing, retrieving, and printing documents.
• A word processor is a software application used to create printable documents.
• WordStar was one of the earliest popular word processing software.

Limitations of Typewriters

• Any typing mistake often required retyping the entire page.
• Preparing the same letter for multiple people required repeated typing.
• Typewriters could not provide all characters and symbols.
• Creating documents in different formats was difficult.

Electronic Typewriters

• Xerox introduced an electronic typewriter in 1974.
• It allowed minor editing and creation of multiple copies.
• Its major limitation was the very small display screen.

Modern Word Processors

• Word processing software became popular in the late 1970s.
• Modern word processors use a Graphical User Interface (GUI).
• They support WYSIWYG (What You See Is What You Get) editing.
• Formatting effects are visible on the screen while editing.

Features of Word Processors

• Create, edit, save, retrieve, and print documents.
• Move and rearrange text within a document.
• Copy text to different locations.
• Transfer text between different documents.
• Change font size and font style.
• Format paragraphs and pages.
• Check spelling and grammar.
• Create and modify tables.
• Combine multiple documents.
• Insert pictures and graphs.
• Print selected text or pages.

Uses of Word Processors

• Used in businesses for preparing official documents.
• Used at home for personal documentation.
• Used in schools and colleges for educational purposes.
• Students use them for assignments and project reports.
• Teachers use them for preparing notes and question papers.

Office Suite and LibreOffice

• An office suite is a collection of programs which are useful for office applications.
• It typically includes word processing, spreadsheets, presentations, and database tools.
• Several office suites are available. LibreOffice is commonly used because of its many advantages.

LibreOffice

• LibreOffice is a free and open-source software (FOSS).
• It is a fully featured office productivity suite.
• It can be downloaded free of cost from the official website.
• It works on different operating systems such as Windows, Mac, and Linux.
• It uses the Open Document Format (ODF) for creating and publishing documents.
• Its user-friendly interface makes learning and usage easier.

Components of LibreOffice

• Writer – Used for word processing and document creation.
• Calc – Used for spreadsheet preparation and calculations.
• Impress – Used for creating presentations.
• Base – Used for database management.
• Draw – Used for creating drawings and diagrams.

File Format Support

• LibreOffice can open and save files in many common formats.
• It supports Microsoft Office file formats.
• It supports HTML and XML files.
• It supports WordPerfect documents.
• It can open and save PDF files.

Getting Started with Word Processor – LibreOffice Writer

Libre Office Writer word processor

• LibreOffice Writer is free and open-source software (FOSS).
• LibreOffice Writer provides rich features for word processing.

Starting LibreOffice Writer

• LibreOffice Writer shortcut is usually available on the desktop or Quick Launch Taskbar.
• The method of starting Writer may vary slightly depending on the operating system.
• In Windows
  • Double-click the LibreOffice Writer shortcut on the desktop.
  • Alternatively, click Start/Windows button and select LibreOffice → LibreOffice Writer.
  • You can also search for “Writer” in the search box and open LibreOffice Writer from the results.
• In Ubuntu Linux
  • Click the LibreOffice Writer icon from the application launcher.
  • You can also search for Writer using Show Applications.

Creating a New Document

• Open LibreOffice Writer.
• Select File → New → Text Document to create a new document.

Saving a Document

• Select File → Save to save the document.
• Enter a suitable file name.
• By default, Writer saves files in .odt format.
• After saving, the document becomes a file.

Save	Save As
Saves changes to the current file.	Saves the file with a new name, location, or format.
Updates the existing file.	Creates a new copy of the file.

Closing a Document

• To close a document, select File → Close.

Opening an Existing Document

• Select File → Open or press Ctrl + O.
• Choose the required file.
• The document opens for viewing or editing.

Saving a Document with a Password

1. Select File → Save. Choose the location to save the file.
2. Enter a file name and Click Save.
3. Select Save with a password checkbox.
4. Enter the password in the password box.
5. Re-enter the same password for confirmation.
6. Click OK to save the protected document.

Parts of the LibreOffice Writer Window

Title Bar

• Located at the top of the Writer window.
• Displays the name of the currently opened document.
• For a new document, it shows names like Untitled 1, Untitled 2, Untitled 3, etc.
• The document name changes after the file is saved.

Menu Bar

• Located below the Title Bar.
• Contains menus such as File, Edit, View, Insert, Format, Table, Tools, Window, and Help.
• Each menu contains related commands and options.
• Clicking a menu opens its submenu.

Special Symbols in Menus

• (…) Three dots indicate that a dialog box will open.
• (►) Right arrow indicates that another submenu is available.

Toolbars

• Located below the Menu Bar.
• Provide quick access to commands through icons.
• Additional toolbars can be displayed through View → Toolbars.
• A selected toolbar is marked with a ✓ (check mark).

Standard Toolbar

• Contains commonly used commands in the form of icons.
• Helps perform tasks quickly without using menus.

Formatting Toolbar

• Contains options for formatting text and documents.
• Used to change font, size, style, alignment, and other formatting settings.

Status Bar

• Located at the bottom of the Writer window.
• Displays information such as:
  • Number of pages
  • Word count
  • Language
  • Zoom level
• Provides details about the current document.

Scroll Bar and Scroll Buttons

• Used to move through the document.
• Help view different parts of a document without changing its content.

Text Cursor

• Appears as a blinking vertical line in the document area.
• Indicates the position where text will be entered.
• Moves as the user types or navigates.

Cursor Control Keys

• The arrow keys (← ↑ ↓ →) are called cursor control keys.
• Used to move the text cursor in different directions.

Zoom

• Changes the view size of text and pictures.
• Does not affect the actual size of the printed document.

Tool Tip

• Appears when the mouse pointer is placed over a tool or icon.
• Displays the name or purpose of that tool.

Text Cursor Movement

• The text cursor can be moved using the arrow keys.
• Cursor movement helps navigate and edit different parts of a document.
• Users can observe the cursor position while moving it with the keyboard.

Home and End Keys

• The Home and End keys are located above the cursor control keys.
• Pressing the Home key moves the text cursor to the beginning of the current line.
• Pressing the End key moves the text cursor to the end of the current line.

Keyboard Shortcuts for Document Navigation

• Ctrl + Home moves the cursor to the beginning of the document.
• Ctrl + End moves the cursor to the end of the document.

Mouse Pointer

• The mouse pointer normally appears as a pointer-shaped arrow.
• When moved over text, it changes into an I-beam (I-shaped) cursor.
• The I-beam pointer helps in selecting the position for text editing.
• It makes navigating and editing documents easier and faster.

Applying Editing Features

Editing the Document (Undo, Redo, Cut, Copy, Paste)

Undo and Redo

• Undo is used to reverse the last action performed.
• It helps correct mistakes made while editing a document.
• Redo is used to restore an action that was undone.
• Undo and Redo make document editing easier and safer.

Cut and Paste

• Cut and Paste is used to move text from one location to another.
• First, select the required text.
• Use Ctrl + X or Edit → Cut to cut the text.
• Place the cursor at the new location.
• Use Ctrl + V or Edit → Paste to paste the text.

Copy and Paste

• Copy and Paste is used to create a duplicate copy of text.
• Select the required text.
• Use Ctrl + C or Edit → Copy to copy the text.
• Place the cursor at the desired location.
• Use Ctrl + V or Edit → Paste to insert the copied text.

Selecting Text

• Text must be selected before performing editing operations.
• Selected text appears highlighted.
• Editing actions such as copy, cut, delete, and formatting are applied to selected text.

Text Selection Methods

Selection Type	Method
Letter or multiple letters	Drag the mouse over the letters
Single word	Double-click the word
Complete sentence	Triple-click anywhere in the sentence
Complete paragraph	Quadruple-click anywhere in the paragraph
Entire document	Press Ctrl + A

Selecting Text Using Mouse Drag

• Place the mouse pointer at the beginning of the text.
• Press and hold the left mouse button.
• Drag the pointer to the end of the required text.
• Release the mouse button to complete the selection.

Deselecting Text

• Click anywhere outside the selected text.
• The highlighted selection will be removed.

Important Shortcut Keys

Shortcut Key	Function
Ctrl + X	Cut selected text
Ctrl + C	Copy selected text
Ctrl + V	Paste text
Ctrl + A	Select entire document

Selecting Non-Consecutive Text

• LibreOffice Writer allows selection of non-continuous (non-consecutive) text.
• First, select the initial text portion.
• Hold down the Ctrl key while selecting additional text portions.
• Repeat the process to select multiple separate text items.

Selecting a Vertical Block of Text

• This is useful when text is arranged in columns separated by spaces or tabs.
• To enable block selection:
  • Select Edit → Selection Mode → Block Area, or
  • Press Ctrl + F8.
• After enabling Block Area mode, select the required vertical text block.

Find and Replace

• Find and Replace is used to search for specific text in a document.
• It can also replace the found text with new text.
• This feature saves time when editing large documents.

Steps to Use Find and Replace

1. Select Edit → Find & Replace or press Ctrl + F.
2. Enter the text to be searched in the Find/Search For box.
3. Click Find to locate the first occurrence. OR Click Find All to locate all occurrences of the text.
4. Enter the replacement text in the Replace With box.
5. Click Replace to replace the current occurrence. OR
6. Click Replace All to replace all matching occurrences in the document.

Jumping to a Page Number

1. Select Edit → Go to Page, or press Ctrl + G.
2. Enter the required page number in the dialog box.
3. Click OK, and the cursor moves directly to the beginning of that page.

Non-Printing Characters

Some keys create characters that are not normally visible on the screen, such as:

• Enter key
• Spacebar
• Tab key

These are called non-printing characters. They help control the formatting and layout of the document.

How to Show or Hide Them

1. Click the ¶ (Toggle Formatting Marks) button on the toolbar, or press Ctrl + F10.

Symbols Used

Character	Shown As
Tab space	→
Spacebar	· (dot)
Paragraph/Enter	¶

Checking Spelling and Grammar

Spell Checking

• The spelling checker compares words with the installed dictionary.
• Misspelled or unrecognized words are highlighted automatically.
• Incorrect spellings are indicated by a wavy red line under the word.
• Right-clicking on the word displays suggested spellings.
• Selecting the correct suggestion replaces the incorrect word.
• The red underline disappears after the correction is made.

Running Spelling and Grammar Check

You can start a spelling and grammar check by:

• Selecting Tools → Spelling and Grammar
• Clicking the Spelling and Grammar button on the Standard Toolbar
• Pressing the F7 key

Automatic Spell Checker

• Checks words automatically while typing.
• Highlights unrecognized words with a wavy red line.
• Provides instant correction suggestions through the context menu.
• Helps identify and fix spelling mistakes quickly.

Color Indicators

Underline Color	Meaning
Red Wavy Line	Spelling error or unrecognized word
Blue Wavy Line	Possible grammar error

Using Synonyms and the Thesaurus

• The Thesaurus helps find words with similar or opposite meanings.
• It improves vocabulary and makes writing more effective.
• Users can replace a word with a more suitable alternative directly from the Thesaurus.

How to Use Synonyms in Writer

1. Right-click on the desired word. Select Synonyms from the context menu.
2. A submenu containing alternative words and phrases appears.
3. Click on the required synonym.
4. The selected word replaces the original word in the document.

Applying Formatting Features

Page Setup

• Page setup allows users to define the layout of the document before printing.
• Opening Page Setup
• Select Format → Page Setup.
• The Page Setup options will open. Users can then configure various page formatting settings.

Page Style Dialog Box

• The Page Style dialog box is used to set up and format a page.
• It helps prepare a document according to printing and presentation requirements.
• Makes documents suitable for printing.

Features of the Page Style Dialog Box

1. Paper Size – Allows selection of different paper sizes(A4, A5, B4, Letter).

2. Page Orientation – Determines the direction of the page layout.There are two orientation options:

• Portrait – Vertical page layout
• Landscape – Horizontal page layout

3. Margins – Margins define the blank space around the page content. Users can set Left, Top, Right, and Bottom margins:

Formatting Text

• Text formatting refers to changing the appearance of characters and paragraphs.
• Formatting helps make documents more attractive, readable, and professional.

Methods of Formatting Text

Text formatting can be applied using:

• Menu Bar options
• Formatting Toolbar buttons
• Context Menu (right-click menu)
• Keyboard Shortcuts

Removing Manual Formatting

• To remove formatting:
  • Select the text.
  • Choose Format → Clear Direct Formatting, or
  • Click Clear Direct Formatting on the toolbar, or
  • Press Ctrl + M.

Common Text Formatting Features

• Changing font size – by selecting font size.
• Changing font style – bold, italic, underline
• Changing font type – by selecting font drop down.
• Changing font colour – by selecting font colour icon.

Keyboard Shortcuts for Text Formatting

Shortcut Key	Function
Ctrl + B	Bold
Ctrl + I	Italic
Ctrl + U	Underline
Ctrl + M	Clear Direct Formatting

Changing Text Case

• The Change Case feature provides multiple case conversion options.
• It works only on the selected text.
• Common uses include converting text to uppercase, lowercase, or title case.

Superscript and Subscript

Superscript

• Displays text slightly above the normal line.
• Commonly used for: Dates (5ᵗʰ July), Mathematical expressions, Footnotes
• To apply Superscript: Select the text → Choose Format → Text → Superscript.

Subscript

• Displays text slightly below the normal line.
• Commonly used in: Chemical formulas (O₂, H₂O), Scientific notations
• To apply Subscript: Select the text → Choose Format → Text → Subscript.

Paragraph Style

• Paragraph styles can be changed using the Paragraph Style drop-down list.
• Different paragraph styles help organize and format document content consistently.

Indenting Paragraphs

• Indentation increases the distance between a paragraph and the page margin.
• Place the text cursor anywhere in the paragraph to indent it.
• Click the Increase Indent tool to increase the paragraph indent.
• The Decrease Indent tool is used to reduce the indentation.

Aligning Paragraphs

• Paragraph alignment determines how text is positioned between the page margins.
• Alignment options are available on the Formatting Toolbar.

Types of Alignment

• Left Align – Text is aligned with the left margin.
• Right Align – Text is aligned with the right margin.
• Center Align – Text is centered between the margins.
• Justify – Text is aligned evenly with both left and right margins.

Alignment Shortcut Keys

Shortcut Key	Alignment
Ctrl + L	Left Align
Ctrl + E	Center Align
Ctrl + R	Right Align
Ctrl + J	Justify

Font Colour, Highlighting, and Background Colour

• Font Colour – Select the text and choose a colour from the Font Colour tool.
• Highlighting – Highlights selected text with a chosen colour. Useful for emphasizing important information.
• Background Colour – Select the paragraph. Choose Format → Paragraph → Area → Colour → Select the desired colour.

Using Bullets and Numbering

• Bullets and numbering help organize information into lists.
• Lists can be displayed using: Bullets or Numbers
• Writer also supports nested lists. A nested list contains a sub-list under a main list item.

Assigning Colour, Border, and Background

Background Colour

• Select the paragraph.
• Choose Format → Paragraph → Area → Colour.
• Select the required colour.

Border

• Borders can be applied around a paragraph. To add a border:
  • Select the paragraph.
  • Choose Format → Paragraph → Borders.
  • Select the line style, width, and colour.
  • Click OK to apply the border.

Page Formatting

Setting Up Basic Page Layout Using Styles

• Page styles define the overall layout of document pages. A page style includes:
  • Page size
  • Margins
  • Headers and footers
  • Borders and backgrounds
  • Number of columns
• Page settings can be modified by:
  • Clicking Default Style on the taskbar, or Selecting Format → Page.

Inserting a Page Break

• A page break is used to start content on a new page. It is useful when beginning a new chapter, section, or heading.
• To insert a page break:
  • Select Insert → Page Break, or Press Ctrl + Enter (Return).

Creating Headers, Footers, and Page Numbers

Header

• A header appears at the top of every page.
• It can contain information such as the document title or chapter name.
• To insert a header:
  • Select Insert → Header and Footer → Header.

Footer

• A footer appears at the bottom of every page.
• It commonly contains page numbers or additional information.
• To insert a footer:
  • Select Insert → Header and Footer → Footer.

Page Numbers

• Page numbers help organize multi-page documents.
• To insert page numbers:
  • Place the cursor in the footer area.
  • Select Insert → Page Number.

Defining Borders and Backgrounds

• Borders and backgrounds improve the appearance of documents.
• They help highlight important content and improve readability.

Adding Borders

• Borders can be applied to selected text, paragraphs, or other elements. To add a border:
  • Select the required content.
  • Open the border settings.
  • Choose the border style, width, and color.

Adding Background Colour

• Background color can be applied to paragraphs. To add a background color:
  • Select the paragraph.
  • Open Paragraph settings.
  • Select the Area tab.
  • Choose a color and click OK.
• To remove a background, select None in the Area settings.

Inserting Images, Shapes, and Special Characters

Inserting Images

• Images can be added from a computer or external storage device. To insert an image:
  • Place the cursor at the desired location.
  • Select Insert → Image.
  • Choose the image file and click Open.
• The selected image is inserted into the document.

Inserting Special Characters

• Special characters are symbols that cannot be typed directly from the keyboard.
• Examples include symbols like ¶.
• To insert a special character:
  • Select Insert → Special Character.
  • Choose the required symbol and insert it.

Inserting Shapes

• Writer provides various shapes such as: Lines, Arrows, Symbols, Stars, Callouts, Flowcharts
• To insert a shape:
  • Select Insert → Shape.
  • Choose the desired shape category and shape.

Dividing a Page into Columns

• Documents can be divided into multiple columns.
• Columns are commonly used in newspapers and magazines.
• To create columns:
  • Select Format → Columns.
  • Enter the required number of columns.
  • Specify spacing between columns.
  • Click OK.

Formatting Shapes and Images

• To format a shape or image:
  • Select it by clicking on it.
  • Use the available toolbar options (Size, Color, Border, Position etc.)

Working with Tables

Creating a Table

• Method-1
  • Click on Table icon on the Standard Toolbar.
  • Select the required number of rows and columns from the grid displayed.
• Method-2:
  • Select Table → Insert Table, or Press Ctrl + F12.

Inserting Rows and Columns

• Place the cursor in the row or column near where the new row or column is required.
• Use the following options:
  • Rows Above or Rows Below to insert rows.
  • Columns Left or Columns Right to insert columns.

Deleting Rows and Columns

• Place the cursor in the row or column to be deleted.
• Right-click menu → Delete Rows or Delete Columns

Splitting and Merging Tables

Splitting a Table

• A table can be divided into two separate tables. Tables can only be split horizontally.
• To split a table:
  • Place the cursor in the row where the split is required.
  • Select Table → Split Table.
  • Choose the desired heading option.
  • Click OK.

Merging Tables

• Two adjacent tables can be combined into a single table.
• First, remove the blank paragraph between the tables using the Delete key.
• Select any cell in one of the tables.
• Choose:
  • Table → Merge Table, or
  • Right-click → Merge Tables.
• The two tables become one table.

Deleting a Table

• To delete a table:
  • Click anywhere inside the table. Select Table → Delete Table.
• Alternatively:
  • Select the table and surrounding paragraph marks. Press Delete or Backspace.

Copying a Table

• A table can be copied and placed elsewhere in the document.
• Steps:
  • Click anywhere inside the table.
  • Select Table → Select → Table.
  • Press Ctrl + C or click Copy.
  • Move the cursor to the desired location.
  • Press Ctrl + V or click Paste.
• The copied table retains its contents and formatting.

Moving a Table

• A table can be moved from one location to another.
• Steps:
  • Select the table using Table → Select → Table.
  • Press Ctrl + X or click Cut.
  • Place the cursor at the new location.
  • Press Ctrl + V or click Paste.
• The table, along with its formatting and contents, is moved to the new location.

Use Print Options

Quick Printing

• The Print icon can be used to print a document quickly.
• The entire document is sent directly to the default printer.
• No additional print settings are displayed.

Print Preview

• Print Preview allows users to check a document before printing.
• It helps verify: Page layout, Indentation, Borders, Overall appearance
• It ensures the document is correctly formatted before printing.

Controlling Printing

• To print with specific settings, use:
  • File → Print, or
  • Ctrl + P

• The Print Dialog Box provides various printing options.
  • Printer – Select the printer to be used.
  • Properties – Configure printer settings.
  • Print Range – Choose which pages to print.
  • Copies – Specify the number of copies.
  • Options – Additional printing settings.
• Only printers installed on the computer are displayed in the printer list.

Printing All Pages, Single Pages, or Multiple Pages

• Print All Pages – Select All Pages to print the entire document in sequence.
• Print Specific Pages – Select Pages and enter page numbers.
• Print Selected Text – Select Selection to print only the highlighted text.

Mail Merge

• Mail Merge is a feature used to create multiple documents with the same content but different recipient information.
• It combines:
  • A Main Document (Form Letter), and
  • A Data Source (Address List).
• Common uses include:
  • Invitations
  • Notices
  • Letters

Components of Mail Merge

1. Main Document (Form Letter)

• Contains the common content of the document.
• Includes placeholders (field names) for recipient information.
• Remains the same for all recipients.

2. Data Source

• Stores recipient information.
• Usually organized in rows and columns like a database table.
• Common fields include: Name, Address, City, Pincode, Gender etc.

Creating a Data Source

• A data source is a collection of recipient records.
• It can be created using:
  • Spreadsheet software
  • Database software
  • Mail Merge Wizard

Steps for Using Mail Merge

Step 1: Create the Main Document

• Create a new Writer document.
• Type the letter or notice that will be sent to multiple recipients.

Step 2: Start Mail Merge Wizard

• Select Tools → Mail Merge Wizard.

Step 3: Select Starting Document

• Choose Use the Current Document.
• Click Next.

Step 4: Select Document Type

• Choose Letter as the document type.
• Click Next.

Step 5: Select Address List

• Click Select Address List.
• Create a new recipient list if required.

Step 6: Create Recipient List

• Click Create.
• Enter recipient information in the address fields.

Step 7: Customize Fields (Optional)

• Fields can be:
  • Added
  • Deleted
  • Renamed
  • Reordered

Step 8: Enter Recipient Records

• Enter recipient details.
• Click New to add another recipient.
• Repeat until all recipients are added.

Step 9: Save the Recipient List

• Save the address list.
• The list is stored in .CSV format.

Step 10: Select the Required Address List

• Choose the saved recipient list.
• Click OK.

Step 11: Insert Address Block

• Insert the recipient address into the document.

Step 12: Create Salutation

• Define greetings for recipients.
• Different salutations can be used for different groups.

Step 13: Adjust Layout

• Set the position of the address block.
• Adjust margins if required.

Step 14: Finish the Mail Merge

• Click Finish.
• The document is merged with recipient data.

Step 15: Review Merged Documents

• Use Edit Individual Documents to preview merged letters.
• Verify recipient details before printing.

Mail Merge Toolbar Options

• Exclude Recipient – Skip selected recipients.
• Save Merged Documents – Save all merged letters.
• Print Merged Documents – Print merged letters directly.
• Send Email Messages – Send merged letters through email.