DIGITAL DOCUMENTATION Flashcards
What is a digital documentation
A digital documentation is a document which is electronically stored rather than on paper
What are the ways by which on can make the document more attractive
By either manually formatting the data or by applying
styles
What is manual formatting
To format different portion(s) in the
document, having same style, steps were repeated for
all part(s) of the document. So, to change any aspect(s)
of formatting, the entire process was repeated for the
document. Manual formatting is popular, as it is easy to
use and requires less knowledge. Creating a big report
with consistent format becomes difficult when manual
formatting is used
What are styles and mention its advantages
A style is a collection of all formatting information, which
you want to save and then apply on the document.
ADVANTAGES:
1.It is more convenient ,less time consuming and more efficient
2.It helps us apply consistent formatting to the document
3.Styles make major formatting changes simple
4.Helps easily change the existing format
What are the six style categories
a) Page – all documents in Writer are based on
pages, hence for formatting them, Page Style is
used. It defines basic page layout like page size,
its margin, placement of header and footer,
footnote, borders and background. A document
can have one or many page styles. If a page style
is not specified, Writer uses its built-in Default
page style.
(b) Paragraph – after deciding on a page format,
next is the document content, which is organized
in paragraphs. A paragraph begins and ends
by pressing Enter key. Paragraph formatting
includes tab stops, text alignment, line spacing
and borders. Usually, it also includes Character
styling attributes.
(c) Character – this styling is used to work on block
of letters, i.e. word(s) in the paragraph instead
of the whole paragraph. By using character
styles, you can change the appearance of a part
of a paragraph without affecting the other part.
Character styles allow changing the text color,
text size, highlighting text and emphasizing it.
(d) Frame – using frames, a document can be
organized in sections, so that each section
of the page can have a different appearance.
Frames are like containers, which can hold text,
graphics and lists. Therefore, applying Frame
Styles allows to format a frame by specifying its
size, position, border and how the text is placed
around the picture
e) List – to style lists in a document, the Writer
provides a separate category. It can be used to
style lists by putting numbering or bullets of a
different kind or specify numeric format.
(f) Table – using tables, a large amount of
information can be organised and presented
effectively. Table Style category allows to format
a table by adding borders, using different text
or border color(s), aligning text inside the
table, having different patterns or text
color.
Using ——– allows you to use them as a book mark for browsing the document
Predefined Heading styles
What is fill format
To apply a style on words present at different locations in the document fill format option can be used.
How to apply fill format
Step 1. Open the document to be styled.
Step 2. Open the Styles window and select the desired
style category and then desired style from drop
down list.
Step 3. Select Fill Format button.
Step 4. To apply the selected style, take the mouse
pointer to desired location and click. Do take
care to apply style on appropriate type of
content.
Step 5. Repeat step 4 until all the changes have been
made for that style in the entire document.
Step 6. To quit Fill Format option, click the Fill
Format button again or press the Esc key
Creating and updating new styles by using From selection
Step 1. Select the portion of document, such as page,
paragraph, character, to change its appearance.
Format it as per the requirement.
Step 2. From the buttons at the top of the Style menu,
choose the category (paragraph, character,
page, etc.) for which a new style is to be created.
Step 3. Select Style action button. A list of options as
shown in Fig. 1.13 is displayed. Click on New
Style from Selection
Step 4. In Create Style dialog window, type the name of
new style, say, ‘MyStyle’ as shown in Fig. 1.14.
The names of existing styles are displayed in the window.
Step 5. Click OK to save the name of new style.
Observe that the name of the newly created style ‘MyStyle’ appears in the list of styles
How to update a style
Step 1. Select the page/paragraph to be modified.
Step 2. Format the selected portion as per the
requirement.
Step 3. Go to Style menu, and click on the button to update.
Step 4. Using Style Action button, click on Updated
Selected Style.
Drag and drop
Step 1. Select the text from the document and change
its formatting as desired.
Step 2. From the buttons at the top of the Style menu,
choose the desired category of style to create.
Step 3. Click on the desired style under which, new
style is to be created.
Step 4. From the document drag the selected portion of
text to the Style Menu.
Step 5. Create Style dialog window appears (see
Fig. 1.16), type the name of new style. Names
of existing styles are displayed in the window.
Step 6. Click OK button to save the name of new style
Where can drag and drop not be used
Drag and Drop cannot be used to create a Page Style
How to use Load styles
Step 1. In the Styles Menu, click on the Load Styles
as shown
Step 2. It will open the Load Styles dialog box . In the Load Styles dialog
box, choose the category of your document.
Step 3. Find and select the desired template to copy
styles from. Note that there are no templates
stored in My Templates category.
Selecting Load Styles option from Style Action button
Step 4. From the same dialog window, also, select the options for the types of styles to be copied, such as Text for Paragraph and Character styles, Frame, Pages or Numbering (List styles). By selecting Overwrite option, the styles being copied will replace any existing styles with the same name.
Step 5. Click OK to copy the styles.
Step 6. In case styles are to be copied from a file, then instead of Template option, click on the From File button.
A File Selection dialog box is displayed. Select
the desired document from your computer.
How is adding an image in the document beneficial
. Pictures have visual appeal, as our brain responds quickly to colors in comparison to any other form of information. A picture
can be a drawing, chart, photo, logo, graph, or single video frame. In digital document a picture can be a graphic or image representation, which is a digital image
