Information Technology
Information Technology
Class IX
A word processor is a software application used to create printable documents. WordStar was first the most popular word processing programe.
Using a typewriter has a number of restrictions, some of which are listed here.
1. In case of any typing error, the whole sheet is required to be typed again.
2. It takes extra typing time to send the same letter to several recipients at different addresses.
3. The typewriter misses some of the necessary characters or symbols. Using a typewriter, it is impossible to type all the characters.
4. Using a typewriter, it is impossible to create a document in the appropriate format.
Some of the features provided by popular word processors are as listed below.
• Create, edit, save, retrieve and print the document
• Select and move the text from one place to another in the document
• Copy the text to other places within the document
• Move or copy a selected text from one document to any other document
• Change the font size, font style of the text in the document
• Format paragraphs as well as pages
• Check spelling and grammar
• Create table, modify the size of the selected rows, columns or cells
• Combine one or more documents
• Insert pictures or graphs within the document
• Print the selected text or selected pages of the document
Digital Documentation Class 9 Notes
LibreOffice is a feature-rich, free and open source (FOSS) office productivity suite. At the moment, LibreOffice versions 6.0 and up are available.
The website www.libreoffice.org offers a free download of it. This programme can be downloaded and used on a variety of operating systems, including Windows, Mac, and Linux. It publishes documents in Open Document Format (ODF) file format.
Getting started with word processor – Writer
Usually, a shortcut to LibreOffice can be found on the desktop or in the Quick Launch Taskbar. Depending on the operating system you’re running, the procedure could somewhat change (Windows or Linux).
To start LibreOffice Writer in Windows, double click LibreOffice Writer icon in desktop
Alternatively, click on the Start or Windows button, select LibreOffice → LibreOffice Writer from application window.
Using the Search command, type the word ‘writer’ in the search field, and select LibreOffice Writer from the offered results.
In Ubuntu Linux, find the LibreOffice Writer icon on the application launcher, or search it by clicking on ‘Show Applications’
Creating a document
Step 1 : Click on File Menu → New → Text Document.
Step 2 : Now save the file by clicking on the File Menu → Save. Give the name of the file. By default, the file is saved in .odt format.
Step 3 : Saving the file by another name It is possible to make another copy of the file by saving it
To Save a document using password
Step 1 : Select File → Save
Step 2 : Select the location on disk to save the file
Step 3 : Type a suitable name for the document
Step 4 : Click on Save button
Step 5 : To save the document with password, put a tick on the checkbox Save with a password
Step 6 : Type the password to open the file in Set password dialog box
Step 7 : Type the same password in the second box and click OK button
Parts of the Writer window
The various parts of the Writer window have been briefly explained below.
Title bar – Title bar is located on the top of Writer window. It shows the title of the currently opened document.
Menu bar – It appears below the Title Bar. It shows the menu items File, Edit, View, Insert, Format, Tables, Tools, Window and Help.
Toolbars – The tool bar appears below Menu Bar. By default, the Standard Tool Bar and Formatting Tool Bar will appear.
Standard toolbar – It contains commands in the form of icons.
Formatting toolbar – It contains the various options for formatting a document. A graphical representation of commands is shown in the form of icons.
Status bar – This is positioned at the left bottom of the Writer window and displays the number of pages, words, the language used, zooming, etc. It is located at the bottom of the workspace.
Scroll button and scroll bar – It is used to scroll the document.
Zoom – It allows to change the scale of the text and pictures in the document only for view. It does not affect the physical document. It is used to check the finishing quality of the document.
Digital Documentation Class 9 Notes
Editing the document
(a) Undo and Redo
• Open the existing file (For example, report.odt) and then start editing in it.
• If, by mistake, you have made some changes and now you want to erase the last change done, then
use the Undo option.
• After undo command, again if you want to go back then use the Redo option.
(b) Moving and copying text
Cut and Paste: It is used to move a selected text from one place to another.
• Select the text and click on Edit → Cut option or press CTRL+X
• Place the cursor where the text has to be moved. Click on Edit → Paste option or press CTRL+V
Digital Documentation Class 9 Notes
(c) Copy and Paste
It is used to make a duplicate copy of selected text.
Step 1: Select the text and click on Edit→ Copy option or press CTRL+C
Step 2: Place the cursor where the text has to be duplicated. Click on Edit→Paste option or press CTRL+V
(d) Selection criteria
There are several selection tricks to speed up the selection process as below.
To select a letter or letters
Drag the Mouse across the letter(s)
To select a single word at a time
Position the mouse pointer anywhere on that word and double click.
To select a complete sentence at a time
Position the mouse pointer anywhere in the sentence and triple click. (Triple click means to quickly click the left mouse button three times.)
To select a complete
paragraph at a time
Position the mouse pointer anywhere in the paragraph and quadruple click (Quadruple click means to quickly click the left mouse button four times.)
A document
Press Ctrl + A on the key board. Drag the mouse pointer till you see a right arrow which is white. Then click it thrice.
(e) Selecting non-consecutive text items
If the text is not continuous and you have been asked to select a part of the text from a paragraph, then perhaps you may say that it is not possible to select the non-consecutive text. But Writer provides a way to select the non-continuous text using the keyboard and mouse.
(f) Find and Replace
This feature is used to search for a text and replace it with other text.
• Select Edit → Find & Replace, the dialog box will open.
• Type the text to find in the Find box.
• To change the text with different text, enter the new text in the Replace box.
Digital Documentation Class 9 Notes
(g) Jumping to the page number
Sometimes we may require to jump to a particular page number. ‘Go to Page’ feature of Writer is useful. To do this, select the Edit Menu→ Go to Page (Keyboard shortcut: Ctrl+G).
(h) Non-printing characters
When you press keys like Enter, the Space Bar, and the Tab key, that do not appear on the screen, we are actually entering these characters is know as Non-printing characters.
(i) Checking spelling and grammar
Writer helps us to correct the spelling. It also provides a grammar checker to check the grammar of the sentence. It can be used separately or in combination with the spelling checker. This is one of the important features of any word processing application.
To check the spelling and grammar of the document (or selected text), select Tools → Spelling and Grammar, or click the Spelling and Grammar button on the Standard toolbar, or press the keyboard key F7.
Automatic Spell Checker – checks each word as it is typed and displays a wavy red line under any unrecognised words. Right-click on an unrecognised word to open a context menu. Certain suggestions will be displayed for the selected word. Click on the most appropriate word out of the suggested words to replace the underlined word.
Using synonyms and the thesaurus – Sometimes you search for a word having a similar in meaning to the word you have in mind. A word processor helps to look up synonyms (different words with the same meaning) and antonyms (words with the opposite meaning) in the thesaurus. The list of synonyms can be accessed from a context menu.
Digital Documentation Class 9 Notes
Formatting a document
To setup a page, select and click on the Format → PageSetup and the Page option.
Page style dialog
It allows to select paper size and format (A4, A5, B4, Letter). User can adjust ‘Orientation’ as Portrait or Landscape. The user can set the Margins (Left, Right, Top, Down).
Formatting text
There are various methods of formatting text. We can apply any one method as per the suitability. These
methods are
• use the menu options from menu bar.
• use the readily available buttons on the formatting toolbar.
• use the context menu. The context menu appears by right clicking on the selected text.
• use the keyboard shortcut.
Digital Documentation Class 9 Notes
Removing manual formatting
To see the effect of formatting the text, first remove manual formatting. For this, select the text and choose
Format → Clear Direct Formatting from the Menu bar, or click the Clear Direct Formatting button on the
Formatting toolbar, or use Ctrl+M from the keyboard.
Common text formatting
Some of the common text formatting features.
1. Changing font size – by selecting font size.
2. Changing font style – bold, italic, underline
3. Changing font type – by selecting font drop down.
4. Changing font colour – by selecting font colour icon.
Changing text case
It is possible to change the case of the text. There are 6 Change Case options in LibreOffice
UPPER CASE
lower case
Cycle Case
Sentence case
Capitalize Every Word
tOOGLE cASE
Superscript and Subscript
For example, in the date 5th July, the ‘the’ character appearing after 5 is in the superscript case. In some situations, such as while writing scientific/chemical formula, such O2, the character 2 is in the subscript case.
Now, in our example, change the 5th July to 5th July.
• To apply superscript: Select the text and select Format → Text → Superscript
• To apply subscript: Select the text and select Format → Text → Subscript
Digital Documentation Class 9 Notes
Every paragraph in a LibreOffice Writer document has a paragraph style.
Indenting paragraphs – The entire paragraph can be indented in one step. there is a two different type of indent ‘Increase Indent’ and ‘Decrease Indent’.
Aligning paragraphs – The paragraph can be aligned as Left, Right, Center and Justify.
Font colour, highlighting, and background colour – There are three more tools—Font Color, Highlighting,
and Background tools on the Format Toolbar.
Using the bullets and numbering – You can assign the bullets or numbering to the list items in the document by using the options on the Bullets and Numbering toolbar. You can also create a nested list by using the buttons on the Bullets and Numbering toolbar.
Assigning colour, border and background – To assign background colour to the paragraph, first select the paragraph. Select Format → Paragraph → Area→ Colour, then select the colour. To assign border to the paragraph, select the paragraph, then select Format → Paragraph → Borders → Select Line – Style, Width, Colour.
Digital Documentation Class 9 Notes
Setting up basic page layout using styles – Page styles define the basic layout of all pages in the document.
It includes page size, margins, header and footer, border and background, number of columns, etc.
Inserting a page break – Page break helps to break the current page and move to the next page. To break the current page and start the new page select Insert → Page Break from the Menu bar or use the keyboard command (Ctrl + Return).
Creating header/footer and page numbers – Headers appear at the top of every page; footers appear at the bottom of a page. To insert header in the document, select Insert → Header and Footer → Header and To insert footer in the document, select Insert →Header and Footer → Footer.
Defining borders and backgrounds – You can apply the border in the individual characters or to selected text. you can also add background color to the paragraph.
Inserting images, shapes, special characters in a document –
Inserting image – To insert an image in your document, position the cursor where you want to insert the file, select Insert → Image. Another alternative is, just click on the insert image icon, located below the Formatting Toolbar.
Inserting special characters – special character, such as ¶ or which cannot be typed by using the keyboard. LibreOffice Writer provides a feature to enter the special characters in document. To do
this select Insert → Special Character.
Inserting shapes – It is possible to insert various shapes in your document. The variety of shapes
consists of Lines, Arrows, Symbols, Stars, Callouts, Flowcharts. to insert shapes in documents select Insert → Shape.
Dividing the document page into columns – You can divide the documents in two or three column using columns option. It is used in magazines and newspapers. To divide the page into columns, select Format → Column.
Digital Documentation Class 9 Notes
The representation of data in a tabular format is called as table. A table has a number of rows and columns. It is also possible to have a table with one row and one column. To represent data you have to create a table. LibreOffice Writer provides a very rich tool for creating and managing a table. The various features of the table are:
Creating a table
The simplest way to create a table is, click the Table icon on the Standard toolbar. Second method, Select Table → Insert Table from the Menu bar or Press Ctrl+F12.
Inserting rows and columns
Choose Insert → Rows Above/Below or Insert → Columns Above/Below. Set number to define the number of rows or columns to be inserted, and select the Position as Before or After.
Digital Documentation Class 9 Notes
Deleting rows and columns
Right-click and choose Delete → Rows or Delete → Columns.
Splitting and merging tables
Choose Table → Split Table from the Menu bar.
To merge two tables
Right-click and choose Merge Tables in the context menu. You can also use Table → Merge Table from the Menu bar.
Deleting a table
Choose Table → Delete Table from the Menu bar.
Copying a table
From the Menu bar choose Table → Select → Table.
Press Ctrl+C or click the Copy icon on the Standard toolbar.
Moving a table
From the Menu bar, choose Table → Select Table.
Press Ctrl+X or click the Cut icon in the Standard toolbar.
Press Ctrl+V or click the Paste icon in the Standard toolbar. (This pastes the cells and their contents and formatting.)
Digital Documentation Class 9 Notes
To quickly print the document without any option, Click the Print icon. The entire document will be sent to the default printer defined for your computer.
Print preview
Print Preview is useful to check the document before printing. A user can check whether the document is prepared as needed, such as indentation, borders, etc.
Controlling printing
To print the document with certain options, use the Print dialog (File → Print or Ctrl+P). From the Print dialog, you can choose options as per your requirement. They are Printer, Properties, Print Range, Copies and Options. The selected options will work for the current document only.
Printing all pages, single and multiple pages
One can select the printing option as per their choice.
There are three options to print the number of pages in a document.
• To print all the pages in sequence, choose the option All pages.
• To print a single page, or number of nonconsecutive pages, choose the option Pages, and give the page numbers separated by comma. If you want to print the pages that are consecutive give the range of pages first and last page.
• To print only the selected text, choose the option, Selection.
Digital Documentation Class 9 Notes
mail merge is used to create a series of same documents with multiple addresses. Mail merge is the process of merging the main document (letter or certificates) with the mailing address of various persons. The main document is merged with the mailing address, hence the name mail merge. It is used to send invitations, letters or to print certificates for several people.
To create multiple letters using Mail Merge Wizard, select Tool → Mail Merge Wizard.
Creating the data source
A data source is a set of mailing addresses in the form of a rows and columns generally called database. The content of the database is in the form of data records.
Digital Documentation Class 9 Solutions
1. What are the features of Word Process?
Answer – The following are some of the features offered by major word processors.
a. Select and move text from one place in the document to another
b. Copy the text to other places inside the document
c. Move or copy a selected text from one document to any other document
d. Change the font size and style of the document’s text
e. Format paragraphs and pages
f. Check spelling and grammar
g. Create a table and change the size of chosen rows, columns, or cells
h. Combine one or more documents
i. Print the specified text or selected pages of the document
j. Insert photos or graphs into the document
2. In a document all the occurrences of word “this” have to be changed to “these”. Which option is suitable for this and what is the shortcut command used for it?
Answer – To replace a text in a digital documentation, the user can use the find and replace function. Ctrl + H or Function Key F5 is the shortcut key of find and replace.
Digital Documentation Class 9 Solutions
3. Which two documents are essential for mail merge?
Answer – The following two documents are required for Mail Merge.
1) Data Source – This is usually a list of names, phone numbers, and addresses to merge. This is the structured representation of the bulk data. This might be in the form of an excel spreadsheet.
2) Main Document – This is the template or main document. This template placeholder contains or embed the data from the data source.
4. Explain the concept of Word Processing.
Answer – A word processor is computer software that allows you to type and work with text.
a. It’s a program that allows you to write and view documents.
b. It is a piece of software or hardware that allows you to create, edit, and print documents.
c. You can type text in it, save it electronically, display it on a screen, or edit it by entering commands and characters before printing it
d. When compared to other computer applications, word processing is the most frequent.
e. The majority of word processors are now used as cloud services.
Digital Documentation Class 9 Solutions
5. List the various software available for word processing.
Answer – The various word processing software are –
Microsoft Word
WordPad
Lotus Word Pro
Open Office Writer
LibreOffice Writer
Apple Work (Mac computers only)
Word Perfect (Windows computer only)
Google Doc
6. Write difference between a text editor and a word processor software. Write the name of any text editor or word processor available in market.
Answer – A word processor is a kind of text editor with greater features. The main purpose of a text editor is to write and modify text. Word processors provide a different type of faculty like copy, cut, paste, undo, and redo.
A word processor allows you to modify text as well as do additional functions like text formatting, Inserting images, headers and footers, table, list etc.
The common word processor available in the market are –
a. Microsoft Word
b. Digital Document
c. WordPad
Digital Documentation Class 9 Solutions
7. List the various components of LibreOffice suite. Explain each component in one line.
Answer – Libre office suite includes the following components:
Writer (Word processor): This program is used to write letters, books, blogs, and reports.
a. Calc (Spreadsheet) – is a program that is used to perform mathematical calculations.
b. Impress (Presentation) – it allows you to use multimedia. It has a drawing tool as well as special effect animation.
c. Draw (vector graphics) – is a vector drawing tool that can create anything from a simple diagram or flowchart to a complex diagram or flowchart.
d. Base (Database) – It allows us to change forms, reports, and queries, as well as establish a relationship.
e. Math (formula editor) – It can produce complex equations as well as characters .
8. Compare the features of manual typewriter, electronic typewriter and word processing software.
Manual Typewriter –
Modification not possible
Text cannot cut, copy or paste in document
You are not allowed to create multiple copies
Spell checking or grammar function is not available
Cannot save the file
Electronic Typewriter –
Modification possible
You are allowed to create multiple copies
Spell checking or grammar function is not available
You can save the file
Word processing –
Modification possible
You are allowed to create multiple copies
Spell checking or grammar function is available
You can save the file
Digital Documentation Class 9 Solutions
9. Explain the different views to display a document.
Answer –
a. Print layout – This view shows a document on the screen in the same format as it will appear when printed. Margins, page breaks, headers and footers, and watermarks are all visible.
b. Full Screen – This view shows as much of the document’s content as the screen will allow at a size that is pleasant to read.
The Ribbon is replaced by a single toolbar at the top of the screen with buttons for saving and printing the document, accessing references and other tools, highlighting text, and making comments in this mode. You can also change the view by moving from page to page.
10. What are the various methods for selecting the text in a document? Give the steps to select a paragraph.
Answer – The following ways can be used to select a text, line, or paragraph in a document:
a. Shortcut key – Click anywhere in the document and press Ctrl + A to select all of the text.
b. Click and drag – Clicking and dragging the mouse in any direction is the most popular approach to selecting text in a document.
c. Double Click – You can also choose a single word or line by double-clicking on it.
d. Shift + Arrow – Hold down the [Shift] key while pressing the right and left arrow keys, as well as the up and down arrow keys, to move one character or one line at a time.
e. Triple Click – You can select a paragraph using triple-click in LibreOffice.
Digital Documentation Class 9 Solutions
11. What are the special characters? How can you insert them in a document?
Answer – Many time we required to use a special characters in LibreOffice for example #, @, *, _, €,,, £ . The keyboard has a limited space for keys and symbols. Most signs and symbols you can insert in document using the following methods.
Step 1 – Create a new document
Step 2 – Select the special character option from the Insert menu
Step 3 – Insert the special character in the document using click option
12. How will you count the total words of a document?
Answer – When you type a word in a document, LibreOffice Writer counts the number of pages and words for you. The page number and text are displayed in the document’s status bar.
Digital Documentation Class 9 Solutions
13. What are the various menu of Writer GUI?
Answer – File, Edit, View, and Insert are the most frequent GUI menus. The menus are set up in such a way that the commands that are related are grouped together. E.g. Open, saving, and closing, will always be available from the file menu.
14. What is the default extension assigned to the document in Writer when you save it? Write down the steps to save the document to Microsoft Word document?
Answer – Documents can be opened, created, and saved. All common file types are well-supported by Writer. Writer utilizes the ODF format, which has the file extension .odt, by default.
You can save the document in Microsoft Word using following steps –
Step 1 – Click on file
Step 2 – Open Save dialog box
Step 3 – Write a file name
Step 4 – Click on Save
15. What is the importance of password in the document? How will you protect the document using password in Writer?
Answer – The password is essential for effective authorization in the document. By offering security to the users, we can safeguard the document using a password.
Only authorized users can use the password option to access their documents.
We can protect our sensitive documents with the aid of passwords. We can protect any document with the help of password using a variety of technologies. The password ensures that data is kept safe. To avoid being hacked.
Digital Documentation Class 9 Solutions
16. What is mail merge? Write down the steps to create mailing labels to paste on wedding cards.
Answer – LibreOffice provides Mail merge facilities to the users, that allows you to combine mail and letters for mass mailings from a single email address. It is a function of word processing that allows fixed content to be sent to several users at the same time.
The steps for inserting Mail Merge is –
Step 1 – Go to the mailings tab and select the start mail merge option.
Step 2 – Select the step-by-step mail merging wizard from the drop-down menu.
Step 3 – Select the type of documentation and then click Next.
Step 4 – Select Recipients from the drop-down menu.
Step 5 – Choose Type a New List from the drop-down menu and click Create.
Step 6 – Create a custom field and write the letter. To add an address, click the address block.
Step 7 – Select Greeting line from the Enter menu.
17. What are the advantages of table? Prepare your report card of Class VIII in table format.
Answer – The most significant advantage of including a table is that it provides a visual grouping of data.
The advantages of table is –
It is a set of data that is consistent and uniform.
An easy method for formatting in a professional manner.
It is possible to add data to it in the form of rows and columns.
Easily you can update the data in a tabular format.