Part-B

Unit-I
Digital Documentation(Advanced)
A. Multiple choice questions
1. Which of the following features in LibreOffice Writer is/are used to create the given
document? (a) Page borders (b) Envelope (c) Picture from File (d) Indexes and Tables
2. Styles menu (from sidebar) in Writer provide options to work on (a) Paragraph Styles
(b) Frame Styles (c) Page Styles (d) All of the above
3. What is style template in LibreOffice Writer? (a) Pre-determined form and mode of
document file (b) One kind of model style (c) One type of document (d) Cluster of
documents in Writer
4. Which of the following gives the status of your document like page numbers, number
of pages? (a) Status bar (b) Standard toolbar (c) Formatting (d) Title bar
5. Which of the following can be used to access a style menu? (a) F11 function key
(b) Sidebar Menu (c) Formatting toolbar (d) All of these
6. The text or image which appears faintly in the background of a page is called
_________________. (a) Water mark (b) Trade mark (c) Copyright (d) Embossing
7. JPG or JPEG in image format stands for _________________. (a) Joint
Photographic Experts Group (b) Joint Picture Experts Group (c) Joint Photographic
Experts Graph (d) Joint Photographic Experts General
8. In Drawing Object Properties toolbar, Grouping options provided are
_________________. (a) Exit Group (b) Ungroup (c) Enter Group (d) All of these
9. Which of the following is not the correct file extension for an image file? (a) GIF
(b) JPEG (c) Odt (d) PNG
10. Image toolbar does not provide a tool for _________________. (a) filtering
(b) cropping (c) copying (d) flipping
11. Which of the following is NOT true about Table of Contents, Index or Bibliography
dialog box? (a) It has four tabs (b) On the Type tab, by default, the checkbox for
Protected against Manual Changes option will be selected. (c) The Styles tab contains
options to change the background colour. (d) None of the above
12. Which of the following tabs is by default active when the Table of Contents, Entries
or Bibliography dialog box is opened? (a) Entries (b) Background (c) Styles (d) Type
13. Which of the following tabs contains options to set styles for various entries in the
ToC? (a) Entries (b) Background (c) Styles (d) Type
14. Which of the following can be added in the background of Table of Contents in
LibreOffice Writer? (a) Color (b) Graphic (c) Both a and b (d) Neither a nor b
15. Which of the following is NOT true about templates? (a) The styles and formatting
features can be reused. (b) LibreOffice provides online templates (c) We cannot create
our own templates. (d) None of the above.
16. Which of the following is the shortcut key to open the Templates dialog box?
(a) Ctrl+Alt+N (b) Shift+Ctrl+N (c) Ctrl+Alt+T (d) Shift+Alt+T
17. Which of the following buttons, in the Templates dialog box, will be clicked to save a
template displayed in the list of templates? (a) Export (b) Import (c) Move (d) None
of the above
18. Which of the following is the shortcut key to select he entire document? (a) Ctrl+S
(b) Ctrl+A (c) Ctrl+D (d) Ctrl+B
19. Which of the following is the correct sequence of options to open the Templates
dialog box? (a) File > Manage Templates > Templates (b) File > Templates > Manage
Templates (c) Insert > Templates >Manage Templates (d) Insert > Manage Templates >
Templates
20. Which of the following is true about Track Changes feature of Writer? (a) You cannot
record a change made in the document. (b) A comment of a particular author only can
be deleted (c) Any change made to the document is permanent. (d) None of the above
21. Which of the following menus contains the Track Changes option? (a) File (b) Edit
(c) View (d) Insert
22. Which of the following is the shortcut key to start recording the changes being made
in the document? (a) Ctrl+Shift+C (b) Alt+Shift+C (c) Ctrl+Alt+C (d) Shift+C+F2
B. Fill in the blanks
1. A __________ is a collection of different formats. (Style)
2. Styles are especially handy in __________. (LibreOffice)
3. Proper use of styles improves __________ in a document. (Consistency)
4. The first five buttons at the top of the Styles window select the category of
__________. (Styles)
5. Using predefined __________ creates Bookmark in the document. (heading style)
6. On opening a new file _________ Style is used for formatting the document.
(Default)
7. In page layout documents, you can arrange __________ like text boxes and graphics
(Object).
8. Character styles are often integrated in __________ Style. (Paragraph)
9. __________ allows to apply style at different places in the document. (Fill Format)
10. Predefined Style __________ be updated by Drag and Drop method. (Can not)
11. _________ tool cuts off non-desirable part of the image. (Crop)
12. To change both brightness and contrast of the image ________________ tool can
be used. (gamma correction)
13. To simulate the effect of time on picture _____________ tool is used. (aging)
14. _________ place image at the bottom of all objects. (send back)
15. An image can be deleted by ____________ it and pressing DELETE key.
(selecting)
16. In drawing tools, basic shapes list provide ____________ shapes. (25)
17. Anchor act as _____________ point for a drawing. (reference)
18. There are ________________ options for aligning an image horizontally. (three)
19. The ___________ handles of image are used for rotating it. (corner)
20. Changing properties of an object _____________ creation, retain them throughout
the session. (before its)
21. To navigate to the topic from the ToC, press ___________ key while clicking the
mouse button on that topic. (ctrl)
22. To remove the applied paragraph styling in the ToC, select the outline level in the
Levels list box, and then click the _______ button. (default)
23. If the checkbox for___________________ option is selected, the ToC is protected
from any accidental change. ( protected against manual changes)
24. To update the ToC manually, right click and select ___________ option from the pop
up menu. ( update index)
25. The ___________ tab contains options to set the number of columns that we want
to have in our ToC. (columns)
26. A ________________________ is a preset layout that helps us to create
professional and formal documents easily. (template)
27. The default template in Writer is ____________________. (blank document
template)
28. To find the template that is being used in the current document, select ___________
option from the File menu. ( properties)
29. The ____________________ button is clicked in Templates dialog box to view
online templates. (browse online template)
30. The __________________ feature of Writer offers us an alternative method to keep
a record of all the changes made in the original document. (track changes)
31. The shortcut key to start recording the changes is _________. (ctrl+shift+c)
32. After the Track Changes feature is ON, the added characters are shown as
____________ text.(coloured)
C. State whether the given statements are True or False
1. The topics in Table of Contents are hyperlinked.( True)
2. The Table of Contents in LibreOffice Writer can be updated automatically. (False)
3. TABLE of Contents can be inserted even if the section headings are not styled.
(False)
4. Once a ToC is created, it cannot be edited. (False)
5. We cannot add a graphic as a background of ToC. (False)
6. A single template can be used for multiple documents. (True)
7. A template cannot contain graphics. (False)
8. All documents in Writer are based upon templates. (True)
9. The online templates cannot be added to the list of templates in the templates dialog
box. (False)
10. A template once created can be edited again and again. (True)
11. The changes recorded have to be accepted by the original author. (False)
12. We can delete the comments added in a document by the user. (True)

D. Short answer questions

1. What do you understand by styles in LibreOffice writer document?
Ans: A style is a collection of all formatting information, which you want to save and then
apply on the document.
2. Write advantages of using Style over manual formatting, for designing a
document.
Ans: For example, following details of Font can be stored as a
style with the name ‘Title style’.
Size – 12
Name – Bookman Old Style
Weight –Bold
Alignment – Left
Now you can use and consistently apply Title style to all titles of the document. To
change the style of Title in a document, you just need to update the Title style and apply
it to the document. Similarly, to change the format of the complete document, just
change the style applied to it. Using Style allows you to shift your focus from
appearance of the document to the content of document.
3. What are the different categories of style in LibreOffice writer document?
Ans: Writer provides six Style categories, which are as follows:
(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 colour, text size, highlighting text and emphasising it.
(d) Frame – using frames, a document can be organised 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 colour(s), aligning text inside the table, having different patterns
or text colour.
4. Write down the steps to update a style.
Ans: Updating Current Style , to modify an existing user defined style of page, frame or
paragraph 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.
5. What do you understand by custom styles in LibreOffice writer?
Ans: Writer allows creating custom style and saving them for future use.
• These new styles can be created using Selection method or Drag and Drop method.
From Selection and by using drag and drop are explained here.
(a) From Selection – last button in Style menu, is Styles action button is used to create
a new style or modify an existing style. It can also be used to load a style defined in
document or template, in the list.
Another way of creating a new style is using Drag and Drop method. It is very easy, as
the desired formatted portion of text is just dragged and dropped at correct place in the
Style menu.
6. Give two examples, where instead of Style, using manual formatting will be
beneficial.
Ans:· Manual Formatting over styles -
· a] it allows us to be more precise in specific portions of the document. ...
· b] In some portions, we are required to edit the document from specific areas,
manual formatting is required over styles, as styles are a collective edit instead of
precise edit.
7. Give one situation, in which you will prefer to use Fill Format for styling your
document.
Ans: To apply a style on words present at different locations in the document, you will
have to go to each word separately and apply it on each word. Writer provides a
convenient way of doing it through Fill Format option. It is the second icon from right on
the Style menu. This method is useful when a same style is to be applied at many
places scattered in the document. Fill Format can be used to style scattered – pages,
frames, tables, lists, paragraphs or characters
8. Write steps to load style(s) from a template.
Ans:It is used to copy styles from an existing template or document. Once copied, in the
list of styles, you can create a new document having same appearance as old one with
no extra efforts.
To copy style from template or document, the given steps to be followed.
Step 1. In the Styles Menu, click on the Load Styles
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.
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.
9. What is a digital image? How can you create one?
Ans: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.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.
LibreOffice Writer allows to work on images, shapes, charts and diagrams by providing
various tools. The image file stored on the computer, can be inserted into a document
using different ways, such as using Insert Image dialog, using Drag and Drop option,
using Cut, Copy and Paste option and lastly by Linking.
10. Write steps to insert an image from the gallery using the Drag and Drop
method.
Ans:Another option to insert images in the document is by using Drag and Drop option.
The standard procedure is just drag the image from its source and drop it at desired
position in the document.
A general procedure to insert an image using drag and drop option, is as follows.
Step 1. Open the document to insert an image in LibreOffice Writer.
Step 2. Open a file browser window (Win+E) and select the image file to be inserted.
Step 3. Drag the image into the document
Step 4. Drop it, where you want it to appear in the document.
11. How is resizing of image different from cropping it?
Ans:Resizing is the process of reducing or enlarging the size of the image. This can be
done in various ways. Quick and easy way to resize an image is by dragging the
image’s sizing handles.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.
Cropping is the process to Cut off non-desirable or unwanted part of the image.
While resizing the image its size gets changed, but while cropping the image cuts it.
12. What are the tools available in drawing toolbar? Describe any five tools.
Ans:1. Rectangle rounded 2. Right angle triangle 3. Symbol (list) 4. Flowchart (list)
5. Fontwork 6. Curve (list) 7. Polygon 8. Select 9. Insert Line
10. Lines & Arrows (list) 11. Curve 12. Rectangle 13. Oval 14. Isosceles
triangle 15. Basic shapes (list) 16. Arrow (list) 17. Call Out (list) 18. Call outs
19. Toggle Extrusion 20. Text Box 21. Points 22. Isosceles triangle
Rectangle Rounded:
Select Rectangle Round tool from the toolbar. Place the cursor on the location where
you want to draw the family tree, and drag it to create a rectangle.
Lines Tool
Select a line in the drawing. Click on Line Colour tool and select Black colour to change
the line colour from blue to black
Fill Colour
Click on Fill Colour tool in Drawing Object Properties toolbar, and change the colour
selected rectangle
Text Box
Text boxes can be useful for drawing attention to specific text and can also be helpful
when you need to move text around in your document.
Select
It can be useful for selecting the drawing objects.

13. How is linking of an image different from embedding? Give a situation in

which you would prefer to link an image.
Ans:Embedding: It is another way to insert an image in the document is by using copy
and paste method. In this method instead of dragging the image, copy the image and
then paste into the desired location of the document.
Inserting an image by linking:
If multiple copies of the same image are required to be inserted in the document, it is
beneficial to save the link of image instead of inserting the image. Inserting a link, stores
its reference instead of the image itself, thereby reduces the size of the document,
because actual image is saved only once as a separate file along with the document.
Whenever a document containing the link is opened, the image file gets merged, at the
place(s) where reference was stored, and displayed on screen to the user.
14. Write steps to change properties for drawing objects.
Ans:It is also possible to change the properties of the object on which you are working.
Writer provides tools in Drawing Object Properties toolbar for changing properties, i.e.
customising an object. Using these tools the object can be moved, resized, rotated,
edited and configured on various aspects. Properties of the object can be modified or
edited, either at the time of its creation, i.e. before you start drawing them or after its
creation.Drawing Object Properties Toolbar is a floating toolbar, and can be placed
anywhere on the screen.
To set the properties before drawing the object, follow the given steps.
Step 1. From the Drawing Toolbar, select the object you want to draw.
Step 2. From Drawing Object Properties Toolbar, click on the icon of property to be
modified.
Step 3. Change the value of parameter.
Step 4. Repeat steps 2 and 3 to change all desired properties.Drawing Object
Properties Toolbar modified before creation, it is known as setting default value(s). To
work on properties, you can use tools from the toolbar and change the desired aspect of
the object.
15. What are the benefits and drawbacks of grouping drawing objects?
Ans:LibreOffice Writer allows grouping these different shapes, to behave as a single
entity without affecting their size and position. Once grouped, all shapes belonging to
that group become its member and a change applied on one member works on all.
To group drawing objects:
Step 1. Select the object by clicking over it.
Step 2. Hold the Shift key and keep on selecting all other objects by clicking on it to be
included in the group.
Step 3. Select a group tool from Drawing Object Properties Toolbar Alternatively,
selecting from main menu Format > Group > Group will also do same work.
Step 4. This process will group the selected drawing objects.
There are four options under Group option. These are Group, Ungroup, Enter Group,
Exit Group.
While drawing an object comprising more than one overlapping shape, on screen they
stay together looking like a single entity. But actually they are different shapes placed
together as different entities. So, when you choose to edit them you have to work on
each individual shape.
16. Describe any two tools from Drawing Object Properties toolbar.
Ans:Select a rectangle using selection tool.
Click on Fill Color tool in Drawing Object Properties toolbar, and change the color
selected rectangle.Select a line in the drawing.
Click on Line Color tool and select Black color to change the line color from blue to
black.
You can also change the border color of rectangle using Line color tool and width of the
border by specifying the value in line width option.
17. Write steps to insert an image in a basic drawing shape.
Ans:There are many default drawing objects used to create designs in document. To
use them –
Step 1. Place the cursor in the document where you want the drawing to be placed
(anchored). You can change the anchor later, if required.
Step 2. Select the tool from the Drawing toolbar.The mouse pointer changes to a
drawing-functions pointer.
Note – One more toolbar appears on the screen, the Drawing Object Properties.
Step 3. Move the pointer to the place in the document where you want the image to
appear and then click-and-drag to create the drawing object.
Step 4. Release the mouse button to finish drawing. The selected drawing function
remains active, so that you can draw another object of the same type.
Step 5. To cancel the selected drawing function, press the Esc key or click the Select
icon (the arrow) on the Drawing toolbar.
18. Write factors controlling positioning of an image in a document.
Ans:Positioning of an image is controlled by four settings. (i) Arrangement (ii) Anchoring
(iii) Alignment (iv) Text Wrapping These settings can be accessed using three ways – by
using Format menu, by using context menu after right clicking on the object, by using
Drawing Object Properties Toolbar for changing the properties of the drawings.
19. Describe all the arrangement tools
Ans: Description of Image arrangement tools
Tool Effect
Bring to Front Place image on top of all objects / images
Forward One Bring image one level up, when there are overlapping images
Back One Sends image one level down in overlapping images
Send to Back Place image at the bottom of all objects/ images
To Foreground Moves the drawing object in front of the text
To Background Moves the drawing object behind the text
Note – First four settings can be applied on an image or drawing, but last two are
available for drawings only
20. Define the terms i. Anchoring ii. Alignment iii. Text Wrapping
Anchoring: It acts as a reference point for image or drawing. Anchoring allows an
image to retain its position to a page, paragraph, character or frame. Clicking on the
downward arrow in the anchor tool you can observe that an image can be anchored to
Page, Paragraph, Character or Frame. So whenever a page, paragraph, character or
frame is aligned, the anchored image moves along with it.
Alignment: It allows the vertical or horizontal placement of the image with respect to its
anchor. Alignment tools are located under Drawing Properties Toolbar. An image can be
aligned in six different styles – 3 horizontal and 3 vertical.
Text Wrapping: It allows the placement of image in relation to text. Text Wrapping tools
are available under Drawing Object Properties Toolbar.
Description of Text Wrapping tools
Wrap off : Text is placed above and below the image
Page Wrap: Text flows around the image. Moving an image will rearrange the text on
the page
Optimal Page wrap: In Page Wrap, if the space between image and margin is less
than 2 cm then text will not be placed on that side
Wrap left: Text is placed on left side of the image
Wrap right: Text is placed on the right side of the image
Wrap through: Superimposes the image on the text
21. What is the need of table of contents?
Ans:Table of Contents, allows to insert an automated table of contents in a document.
The entries or contents of this table are automatically taken from the headings and sub
headings of the document. Also, these contents are hyperlinked in the table. So by
clicking on any topic in the table of contents, we can navigate directly to the selected
topic. But before creating table of contents, you need to first understand the concept of
hierarchy of headings.
21. What will happen if the ‘Protected Against Manual Changes’ option is not
selected in the Type tab of Table of Contents, Index or Bibliography dialog box?
Ans:By default, the checkbox for Protected against Manual Changes option is selected.
This protects the ToC from any accidental change. If this box is unchecked, then the
contents of ToC can be changed directly on the document page, just like any other text
on the document.
22. Name the five tabs present in the Table of Contents, Index or Bibliography
dialog box.
Ans:The Table of Contents, Index or Bibliography dialog box will be displayed.
The dialog box has five tabs – Type, Entries, Styles, Columns and Background.
Type Tab: is active by default after opening the Table of Contents,Entries or
Bibliography dialog box to insert the ToC.
Entries Tab: contains options to set styles for various entries in the ToC.
Styles Tab: contains options to apply the desired styles to the text of each level in the
table of contents. To apply a custom paragraph style to any level, follow the steps given
below. Step 1. Click and select the level from the Levels list box. Step 2. Click and
select the desired paragraph style from the Paragraph Styles list box. Step 3. Click the
OK button to apply the selected paragraph style to the selected outline level. The
assigned style appears in square brackets
Step 4. Click OK button to apply the selected styles. To remove the applied paragraph
styling, select the desired level in the Levels list box, and then click the Default button.
Columns Tab: contains options to set the number of columns that we want to have in
our ToC.
Background Tab: contains options to change the background of the ToC . The current
background color will be displayed in the Active Color window.
23. What do you mean by customization of ToC?
Ans: Once the ToC is inserted, we can customise it according to our requirements. To
do so, right click anywhere on the ToC and select Edit Index option from the popup
menu.
A table of contents is a snapshot of the entire document at any given point in time. If
any changes are made to the document section headings or page numbering, it should
be reflected in the Table of Contents as well. Maintaining a Table of Contents consists of
updating and deleting the ToC.
To update a ToC manually, follow the steps given below.
Step 1. Right-click anywhere in the ToC.
Step 2. From the pop-up menu as shown. select Update Index option. Writer updates
the ToC so as to reflect any changes made in the document. The reflected changes in
ToC is shown
Deleting ToC To delete the ToC, right click on the table and select Delete Index option
from the pop-up menu. The ToC will be deleted.
24. How headings and subheadings of a document differentiated in ToC?
Ans: Before you start creating the table of contents or ToC in a document, you must
ensure that proper heading styles, such as Heading 1, Heading 2, Heading 3 and so on
are inserted in the document.The correct TOC will be generated only if proper
paragraph styling for headings is applied to the document.LibreOffice Writer supports up
to 10 levels of headings H1 to H10. These headings are applied to the headings of the
document.Table of Contents, allows to insert an automated table of contents in a
document. The entries or contents of this table are automatically taken from the
headings and sub headings of the document. Also, these contents are hyperlinked in
the table.
24. Define a template. Give any one advantage of using a template for your
document.
Ans: A template is a preset layout that helps to create professional and/or formal
documents easily.Instead of adding and then formatting the objects in all documents, we
can use templates.
For example, templates can be used to create a resume, chapter or project report. A
template can contain all the features or objects that a regular document can contain –
text, graphics, styles and can even use any language. In a template we can create and
save defined headings, text formats, styles, page numbers, headers and footers.
LibreOfficw Writer also allows us to edit the styles and contents of the document to
which the template is applied. All documents in Writer are based upon templates. If no
specific template is specified, then Writer uses the default template as blank document
template for the file being created.
25. What is the difference between importing and exporting a template?
Ans: LibreOffice provides a wide range of online templates, which can be downloaded
from Internet. Once these templates are installed on the computer, they will appear in
Templates window.
Once a template is downloaded and saved in any file or folder, it is possible to import it
so that it is visible in the list of templates in the Templates dialog box.
Use the following steps to import the template.
Step 1. Open the Templates dialog box. Step 2. Click Import Templates button located in
the bottom right corner of the dialog box. The Select Category dialog box will open.
Exporting a Template: Export template feature allows to store the template file in the
desired folder on your computer. It is different from moving a template from one
category folder to another. When a template is exported, it is saved as a template file at
any desired location. Exporting the template is a useful feature for sharing the templates
with multiple users.
26. Name any two categories of templates.
Ans: A category is just like a folder that helps to organise the templates. Some of the
categories that can be seen in the dialog box are My Templates, Business
Correspondence, Online Business Documents and Presentations.
27. Define the Track Changes Feature
Ans: Track Changes is a powerful tool that makes the process of commenting, editing
and reviewing of a document easy between multiple users. A document created by one
user need to be reviewed and edited by self or other users.
If any modifications are made in the document directly, the original document might get
lost. Instead, the Track Changes feature of Writer offers an alternative method to keep a
record of all the changes made in the original document.
All the changes that are recorded can be either accepted or rejected by the original
author.
Furthermore, the Track Changes feature also gives us the option to add comments
while reviewing a document.
The Track Changes toolbar contains various tools that help to track the changes made
by different users.
To view the Track Changes toolbar, from main menu bar, select View > Toolbars > Track
Changes. The Track Changes toolbar will appear in the bottom left corner of the Writer
window
28. Describe the various buttons present on the Track Changes toolbar.
Ans: The various buttons present on the Track Changes toolbar are briefly explained
below.
(a) View Track Changes – Clicking on this button displays all the changes made in the
document by different users.
(b) Record Track Changes – Clicking on this button, turns on the Track Changes
feature. After this, any sort of editing done will be marked. Any character added to the
document will be displayed in a different color and any deletion done will be seen in
strike-through style.
(c) Previous Track Changes/Next Track Changes – Click on these buttons to navigate
between the changes made.
(d) Accept/Accept All Track Changes – Once the editing is done, the original author
may accept the change made to the document by clicking Accept All Track Changes
button will accept all the changes made to the document.
(e) Reject/Reject All Track Changes – The original author of the document may reject a
single change or all changes made to the document by clicking Reject Track Changes
or Reject All Track Changes button, respectively.
(f) Manage Track Changes – By clicking on this button the Manage Changes dialog box
is displayed, which contains a detailed list of all changes made to the document along
with the author’s name and date and time of modification.
(g) Insert Comment – This button is used to add a comment in a document.
29. How do we prepare a document for review?
Ans:Track Changes feature is used when a document is shared with one or more users
for review or editing purposes. So, before the document is shared, one should make
sure that the changes made should be recorded. This will ensure that after the review is
done, the original author of the document has the option to accept or reject the changes
made. Hence, before the document is sent for review, the original author should prepare
the document for review and start recording the changes being made.
For that, select Edit > Track Changes >Record option. Alternatively, select the Record
button from the Track Changes toolbar. To make sure that no user is able to disable the
track changes option, we can protect the document with password.
30. Define the terms:
I. Record button, ii. Insert Comments button, iii. Accept/Reject All Tracked Changes iv.
Comparing Documents
Ans: Record Button: Once the Track Changes features is ON, the reviewers can begin
recording the changes in the document. For that, click Edit > Track Changes > Record
option. Alternatively select Record button from the toolbar. The shortcut key to start
recording the changes is Ctrl+Shift+C. Once the Record option is selected, the Track
Changes feature is ON.
To stop recording, deselect the record option by selecting Edit > Track Changes >
Record or click the Record button on the toolbar.
Insert Comments button: To add comments while reviewing, we can use the Track
Changes toolbar as well. Click at the place in the document where the comment is to be
placed. Thereafter, follow the steps given below to add comments in a document. Step
1. Click Insert Comment button on the Track Changes toolbar. A comment box will be
inserted on the right side of the window. It will have the name of the author or reviewer
and date and time of the comment being made.
Accept/Reject All tracked Changes : Once the changes are made by all the
reviewers, the original author may accept or reject them. Open the document and follow
the steps given below.
Step 1. To accept or reject a change, click on the change made and then select Accept
Track Change / Reject Track Change button.
Step 2. To navigate between the changes made to the document click Previous Track
Changes and Next Track Changes buttons.
Step 3. To accept or reject all the changes made, select Accept All Tracked Changes
/ Reject All Tracked Changes button respectively.
Comparing Documents: Once the reviewers have made the changes and given their
comments, Writer allows to compare the original document with the reviewed document
and then choose the option(s) that suits the best.
Follow the steps given below to compare the documents.
Step 1. Open the edited document.
Step 2. Select Edit > Track Changes > Compare Documents option. Alternatively, click
Compare Non-Tracked Changed Document from the toolbar.