DIGITAL DOCUMENTATION:

CREATE AND APPLY STYLES IN THE

DOCUMENT :
A style is a set of formats that you can apply to selected pages, text, frames, and other
elements in your document to quickly change their appearance. When you apply a style, you
apply a whole group of formats at the same time.
Styles are logical attributes. Using styles means that you stop saying “font size 14pt, Times
New Roman, bold, centered”, and you start saying “Title” because you have defined the
“Title” style to have those characteristics. In other words, styles mean that you shift the
emphasis from what the text (or page, or other element) looks like, to what the text is.
OpenOffice.org supports the following types of styles:
• Page styles include margins, headers and footers, borders and backgrounds. In Calc, page
styles also include the sequence for printing sheets.
• Paragraph styles control all aspects of a paragraph’s appearance, such as text alignment, tab
stops, line spacing, and borders, and can include character formatting.
• Character styles affect selected text within a paragraph, such as the font and size of text, or
bold and italic formats.
• Frame styles are used to format graphic and text frames, including wrapping type, borders,
backgrounds, and columns.
• Numbering styles apply similar alignment, numbering or bullet characters, and fonts to
numbered or bulleted lists.
• Cell styles include fonts, alignment, borders, background, number formats (for example,
currency, date, number), and cell protection.
• Graphics styles in drawings and presentations include line, area, shadowing, transparency,
font, connectors, dimensioning, and other attributes
INSERT AND USE IMAGES
Relevant Knowledge
Images can be added to a document in several ways: by inserting an image file, directly from a
graphics program or a scanner, or from the Open Office Gallery.
Inserting An Image File
When the image is in a file stored on the computer, you can insert it into an Open Office
document using either of the following methods: 9 |
Drag and Drop
1. Open a file browser window and locate the image you want to insert.
2. Drag the image into the Writer document and drop it where you want it to appear. A faint
vertical line marks where the image will be dropped.

This method embeds (saves a copy of) the image file in the Writer document. To link the file
instead of embedding it, hold down the Control+Shift keys while dragging the image.
Insert Picture Dialog
1. Click in the Open Office document where you want the image to appear.
2. Choose Insert > Picture > From File from the menu bar.
3. On the Insert Picture dialog (see Figure 1.5), navigate to the file to be inserted, select it, and
click Open.
At the bottom of the dialog are two options, Preview and Link. Select Preview to view a
thumbnail of the selected image on the right, so you can verify that you have the correct file.
See below for the use of Link.
CREATE AND USE TEMPLATE
Relevant Knowledge
A template is a model that you use to create other documents. For example, you can create a
template for business reports that has your company’s logo on the first page. New documents
created from this template will all have your company’s logo on the first page. Templates can
contain anything that regular documents can contain, such as text, graphics, a set of styles, and
user-specific setup information such as measurement units, language, the default printer, and
toolbar and menu customization.
All documents in OpenOffice.org are based on templates. You can create a specific template
for any document type (text, spreadsheet, drawing, presentation). If you do not specify a
template when you start a new document, then the document is based on the default template
for that type of document. If you have not specified a default template, Open Office uses the
blank template for that type of document that is installed with Open Office.
Creating a Template
You can create your own templates in two ways: from a document, and using a wizard.
Creating A Template From A Document
To create a template from a document:
1. Open a new or existing document of the type you want to make into a template (text
document, spreadsheet, drawing, presentation).
2. Add the content and styles that you want.
3. From the main menu, choose

File > Templates > Save.

Template Dialog

1. In the New template field, type a name for the new template.
2. Inthe Categories list, click the category to which you want to assign the template. The
category you choose has no effect on the template itself; it is simply the folder in which you
save the template. Choosing an appropriate category makes it easier to find the template when
you want to use it. For example, you might save Impress templates under the Presentations
category.
3. Click OK to save the new template.
Any settings that can be added to or modified in a document can be saved in a template. For
example, below are some of the settings that can be included in a Writer document and then
saved as a template for later use:
1. Printer settings: which printer, single sided / double sided, and paper size, and so on
2. Styles to be used, including character, page, frame, numbering and paragraph styles
3. Format and settings regarding indexes, tables, bibliographies, table of contents
Templates can also contain predefined text, saving you from having to type it every time you
create a new document. For example, a letter template may contain your name, address and
salutation.
Creating a Table of Contents
Writer’s table of contents feature lets you build an automated table of contents from the
headings in your document. Before you start, make sure that the headings are styled
consistently. For example, you can use the Heading 1 style for chapter titles and the Heading
2 and Heading 3 styles for chapter subheadings.
Opening Writer's Table Of Contents Feature
Although tables of contents can be customized extensively in Writer, often the default settings
are all you need. Creating a quick table of contents is simple:
1. When you create your document, use the following paragraph styles for different heading
levels (such as chapter and section headings): Heading 1, Heading 2, and Heading 3. These
are what will appear in your table of contents. You can use more levels of headings, but the
default setting is to use only the first three levels in the table of contents.
2. Place the cursor where you want the table of contents to be inserted.
3. Select Insert > Indexes and Tables > Indexes and Tables.
4. Change nothing in the Insert Index/Table dialog. Click OK.

If you add or delete text (so that headings move to different pages) or you add, delete, or
change headings, you need to update the table of contents. To do this:
1. Place the cursor within the table of contents.
2. Right-click and select Update Index/Table from the pop-up menu.
IMPLEMENT MAIL MERGE
Advance concept of mail merge in word processing
A mail merge is a way to take a letter you’ve written and send it to a whole bunch of people,
personalizing it with information about them so they might think that you typed that letter
personally for them. A mail merge can also be a quick way to take a list of people’s mailing
addresses and generate labels or envelopes with the address for a different person on each
label or envelope. In short, it’s a way to be personal, yet efficient. It’s essential for any person
or organization that has a lot of clients, partners, parents and children, or other people to
communicate with.
Create a Mail Merge Document: Letter
1. Open a template, if you have one you want to use, or create a new Writer document.
2. Save the document with the appropriate name, like mailmerge_openenrollment.ods or
mailmerge_parents.odt.
3. Write out the text that will be going to everyone, and plan where you want the fields.
For instance, you might know that you are going to have an address block at the top of
the letter, so you’ll leave a few blank lines for that. Then you’d write something like
this, know that you’d add the fields firstname and years_of_service later:

Dear ,
Remember that next month is open enrollment for benefits. Employees with over five years of
experience are also eligible for sabbatical; you have been with us for years so please get your
application in early if you plan to apply.
Regards,
Human Resources

If you’re doing anything complex and this is your first mail merge letter, write out the letter
completely as you want it to read including sample data. Use all the text, including samples for
firstname, lastname, etc. This will help you determine which fields you need to use, where you
need spaces before and after fields, etc.
In the following example, for instance, if you want to communicate this, you’ll need to use
fields from the database for title, lastname, childs_name, study_area, and test_score.

Dear Ms. Smithson,

Your child Jenny is such a joy to have in the classroom. Her score on her Social Studies test
score last Friday was A-.
Regards, Mr. Thomson
ELECTONIC SPREADSHEET CALC:

Consolidating data
Data Consolidation allows you to gather together your data from separate worksheets into a
master worksheet. In other words, the Data Consolidation function takes data from a series of
worksheets or workbooks and summaries it into a single worksheet that you can update easily.
1) Open the worksheet that contains the cell ranges to be consolidated.
2) Choose the Consolidate option under the Data menu as shown in Figure2.1. The
Consolidate dialog box is shown in Figure 2.2.

Creating Subtotals
SUBTOTAL is a function listed under the Mathematical category when you use the Function
Wizard (Insert > Function). Because of its usefulness, the function has a graphical interface.
It is accessible from Data menu as shown in Figure2.3.
SUBTOTAL, totals/adds data arranged in an array—that is, a group of cells with labels for
columns and/or rows. Using the Subtotals dialog, you can select arrays, and then choose a
statistical function to apply to them. For efficiency, you can choose up to three groups of
arrays to which to apply a function. When you click OK, Calc adds subtotals and grand totals
to the selected arrays, using the Result and Result2 cell styles for them.
Steps to insert subtotal values into a sheet:
1) Ensure that the columns have labels.
2) Select the range of cells that you want to calculate subtotals for, and then choose Data ->
Subtotals.
3) In the Subtotals dialog (Figure 2.4), in the Group by box, select the column that you want
to add the subtotals to. If the contents of the selected column change, the subtotals are
automatically recalculated.
4) In the Calculate subtotals for box, select the columns containing the values that you

want to subtotal.
5) In the Use function box, select the function that you want to use to calculate the subtotals.
6) Click OK
If you use more than one group, then you can also arrange the subtotals according to choices
made on the dialog‘s Options page (Figure 2.5), including ascending and descending order or
using one of the predefined custom sorts defined under Tools menu as Tools-> Options->
OpenOffice.org Calc-> Sort Lists.
Using Goal Seek
Usually, you run a formula to calculate a result based upon existing values. By contrast, using
Goal Seek option under Tools menu, you can discover what values will produce the result that
you want.
To take a simple example, imagine that the Chief Financial Officer of a company is
developing sales projections for each quarter of the forthcoming year. She knows what the
company’s total income must be for the year to satisfy stockholders. She also has a good idea
of the company’s income in the first three quarters, because of the contracts that are already
signed. For the fourth quarter, however, no definite income is available. So how much must
the company earn in Q4 to reach its goal? The CFO can enter the projected earnings for each
of the other three quarters along with a formula that totals all four quarters. Then she runs a
goal seek on the empty cell for Q4 sales, and receives her answer.
Other uses of goal seek may be more complicated, but the method remains the same. Only one
argument can be altered in a single goal seek.
Goal Seek example
To calculate annual interest (I), create a table with the values for the capital (C), number of
years (n), and interest rate (r). The formula is I = C*n*r.
Let us assume that the interest rate r of 7.5% and the number of years n (1) will remain
constant. However, you want to know how much the investment capital C would have to be
modified in order to attain a particular return I. For this example, calculate how much capital
C would be required if you want an annual return of $15,000.
Enter each of the values mentioned above into adjacent cells (for Capital C, an arbitrary value
like $100,000 or it can be left blank; for number of years n, 1; for interest rate r, 7.5%). Enter
the formula to calculate the interest I in another cell. Instead of C, n, and r
use the reference to the cell with the corresponding value. In our example, this would be
=B1*B2*B3.
1. Place the cursor in the formula cell (B4), and choose Tools > Goal Seek.
2. On the Goal Seek dialog, the correct cell is already entered in the Formula cell field.
3. Place the cursor in the Variable cell field. In the sheet, click in the cell that contains the
value to be changed, in this example it is B1.
4. Enter the desired result of the formula in the Target value field. In this example, the value is
15000. The figure below shows the cells and fields.

5. Click OK. A dialog appears informing you that the Goal Seek was successful. Click Yes to
enter the result in the cell with the variable value. The result is shown below.
Using the Solver
Solver option under Tools menu amounts to a more elaborate form of Goal Seek. The
difference is that the Solver deals with equations with multiple unknown variables. It is
specifically designed to minimize or maximize the result according to a set of rules that you
define.
Each of these rules sets up whether an argument in the formula should be greater than, lesser
than, or equal to the value you enter. If you want the argument to remain unchanged, you enter
a rule that the cell that contains it should be equal to its current entry. For arguments that you
would like to change, you need to add two rules to define a range of possible values: the
limiting conditions. For example, you can set the constraint that one of the variables or cells
must not be bigger than another variable, or not bigger than a given value. You can also define
the constraint that one or more variables must be integers (values without decimals), or binary
values (where only 0 and 1 are allowed).
Once you have finished setting up the rules, you can adjust the argument and the results by
clicking the Solve button.
Solver example
Let's say you have $10,000 that you want to invest in two mutual funds for one year. Fund X is
a low risk fund with 8% interest rate and Fund Y is a higher risk fund with 12% interest rate.
How much money should be invested in each fund to earn a total interest of $1000?
To find the answer using Solver:
1. Enter labels and data:
● Row labels: Fund X, Fund Y, and total, in cells A2 thru A4.
● Column labels: interest earned, amount invested, interest rate, and time period, in cells B1
thru E1.
● Interest rates: 8 and 12, in cells D2 and D3.
● Time period: 1, in cells E2 and E3.
● Total amount invested: 10000, in cell C4.
2. Enter an arbitrary value (0 or leave blank) in cell C2 as amount invested in Fund X.
3. Enter the formulae given below:
● In cell C3, enter the formula C4-C2 (total amount - amount invested in Fund X) as the
amount invested in Fund Y.
● In cells B2 and B3, enter the formula for calculating the interest earned (see below).
● In cell B4, enter the formula B2+B3 as the total interest earned.
5. Click in the Target cell field. In the sheet, click in the cell that contains the target value. In
this example it is cell B4 containing total interest value.
6. Select Value of and enter 1000 in the field next to it. In this example, the target cell value is
1000 because your target is a total interest earned of $1000. Select Maximum or Minimum if
the target cell value needs to be one of those extremes.
7. Click in the By changing cells field and click on cell C2 in the sheet. In this example, you
need to find the amount invested in Fund X (cell C2).
8. Enter limiting conditions for the variables by selecting the Cell reference,Operator
and Value fields. In this example, the amount invested in Fund X (cell C2) should not be
greater than the total amount available (cell C4) and should not be less than 0.
9. Click OK. A dialog appears informing you that the Solving successfully finished. Click
Keep Result to enter the result in the cell with the variable value. The result is shown below.

Using “What If” Scenarios

Scenarios are a tool to test “what-if” questions. Each scenario is named, and can be edited and
formatted separately. When you print the spreadsheet, only the content of the currently active
scenario is printed.
A scenario is essentially a saved set of cell values for your calculations. You can easily switch
between these sets using the Navigator or a drop-down list which can be shown beside the
changing cells. For example, if you wanted to calculate the effect of different interest rates on
an investment, you could add a scenario for each interest rate, and quickly view the results.
Formulas that rely on the values changed by your scenario are updated when the scenario is
opened. If all your sources of income used scenarios, you could efficiently build a complex
model of your possible income.
Creating Scenarios
Use Scenarios option under Tools menu to enter variable contents—scenarios—in the same
cell. To create a scenario:
1) Select the cells that contain the values that will change between scenarios. To select
multiple cells, hold down the Ctrl key as you click each cell.
2) Choose Tools > Scenarios.

3) On the Create Scenario dialog (Figure 2.6), enter a name for the new scenario. It‘s best
to use a name that clearly identifies the scenario, not the default name as shown in the
illustration. This name is displayed in the Navigator and on the title bar of the scenario on the
sheet itself.

4) Optionally add some information to the Comment box. The example shows the default
comment. This information is displayed in the Navigator when you click the Scenarios icon
and select the desired scenario.
5) Optionally select or deselect the options in the Settings section. See below for more
information about these options.
6) Click OK to close the dialog. The new scenario is automatically activated.
You can create several scenarios for any given range of cells.
BIBLIOGRAPHY
WWW.GOOGLE.COM

WWW.YOUTUBE.COM

WWW.WIKIPEDEA.COM
 ACKNOWLEDGEMENT
First and foremost, I would like to express my deepest
gratitude to my class teacher,POULAMI SEAL, for
invaluable guidance, feedback, and constant encouragement
throughout the duration of this project.
I am extremely grateful to the school
principal ,MRS.SUSMITA PAUL, for granting me access to
the physics lab and permitting me to use the necessary
equipment and resources.

I would like to acknowledge my classmates for their

camaraderie and assistance during the project.
Finally, I must thank my parents for their unwavering
support and encouragement needed to take on this
challenging but enriching project.
INDEX
S.No TOPIC PAGE.NO
1 DIGITAL DOCUMENTATION: 02/01/25
CREATE AND APPLY STYLES IN
THE DOCUMENT

2 INSERT AND USE IMAGES 3

3 CREATE AND USE TEMPLATE 4-5

4 Creating a Table of Contents 6

5 IMPLEMENT MAIL MERGE 7

6 ELECTONIC SPREADSHEET CALC: 8
Consolidating data

7 Creating Subtotals 9-10

8 Using Goal Seek 11-12

9 Using the Solver 13-15

10 Using “What If” Scenarios 16-17

11 BIBLIOGRAPHY 18