Advanced Features of LibreOffice Writer – Table of Contents, Templates, and Track Changes

Class 10 Information Technology (402) – Notes

LibreOffice Writer is a powerful word processor that provides several advanced features for creating, editing, reviewing and managing professional documents.

In this chapter, we will learn about some important advanced features of LibreOffice Writer, including Table of Contents, Templates, Track Changes, Comments and Comparing and Merging Documents.

1. Table of Contents

A Table of Contents (ToC) is a list of topics and subtopics covered in a document along with their page numbers. It is commonly found at the beginning of books and other lengthy documents.

Features of Table of Contents

LibreOffice Writer provides an option to create an automated Table of Contents.

• ToC entries are automatically taken from the headings and subheadings of the document.
• Entries in the ToC are hyperlinked.
• Clicking an entry can take the user directly to the corresponding section of the document.
• Appropriate heading styles must be applied to generate a correct ToC.

2. Hierarchy of Headings

LibreOffice Writer supports 10 levels of headings, from Heading 1 (H1) to Heading 10 (H10).

The heading hierarchy is:

• Heading 1 – Main topic
• Heading 2 – Subtopic
• Heading 3 – Sub-subtopic
• …
• Heading 10 – Tenth level

Once heading styles are applied, the same hierarchy is reflected in the Table of Contents.

Applying Heading Styles

1. Create or open a document.
2. Click the Styles button on the Sidebar.
3. Select Paragraph Styles.
4. Select Headings.
5. Place the cursor on the required heading.
6. Select the appropriate heading style, such as Heading 1 or Heading 2.
7. Repeat the process for other headings.

3. Creating a Table of Contents

Before creating a ToC, make sure that appropriate heading styles have been applied to the headings and subheadings.

Steps to Create a ToC

1. Open the required document.
2. Apply appropriate heading styles.
3. Place the cursor where the ToC is required, usually at the beginning of the document.
4. Select Insert → Table of Contents and Index → Table of Contents, Index or Bibliography.
5. The Table of Contents, Index or Bibliography dialog box appears.
6. The Type tab is selected by default.
7. Enter or change the title of the ToC if required.
8. Select the required options.
9. Click OK.

The Table of Contents is inserted into the document.

Hyperlinks in the Table of Contents

The entries in the ToC are hyperlinks. When the mouse pointer is placed over an entry, a tooltip indicates that Ctrl + Click can be used to open the hyperlink.

Pressing Ctrl + Click on an entry moves the cursor directly to the corresponding section heading.

4. Customising the Table of Contents

After inserting a ToC, it can be customised according to requirements.

Opening Customisation Options

1. Right-click anywhere on the ToC.
2. Select Edit Index.
3. The Table of Contents, Index or Bibliography dialog box appears.

The dialog box contains five tabs:

1. Type
2. Entries
3. Styles
4. Columns
5. Background

Type Tab

The Type tab contains options related to the type and title of the ToC.

Entries Tab

The Entries tab contains options for setting styles for different entries in the Table of Contents.

Styles Tab

The Styles tab allows styles to be applied to the text of different levels in the ToC.

Columns Tab

The Columns tab allows the user to specify the number of columns in the Table of Contents.

Background Tab

The Background tab allows the user to change the background of the Table of Contents.

Changing the Background Colour

1. Open the Background tab.
2. Click the Color button.
3. Select the desired colour from the colour palette.
4. The selected colour appears in the New color window.
5. Click OK.

To remove the background colour, click None.

LibreOffice Writer also allows a graphic to be used as the background of the ToC by selecting the Bitmap option.

5. Maintaining a Table of Contents

A Table of Contents represents the document at a particular point in time. If headings or page numbers change, the ToC should also be updated.

Maintaining a ToC includes:

• Updating the ToC
• Deleting the ToC

Updating a ToC

LibreOffice Writer does not automatically update the Table of Contents.

To update it:

1. Right-click anywhere in the ToC.
2. Select Update Index.

The ToC is updated according to the changes made in the document.

Deleting a ToC

1. Right-click anywhere on the Table of Contents.
2. Select Delete Index.

The Table of Contents is removed from the document.

6. Using Templates

A template is a preset layout that helps create professional or formal documents easily.

Templates can contain:

• Text
• Graphics
• Styles
• Headings
• Text formatting
• Page numbers
• Headers
• Footers

Templates are particularly useful when similar documents need to be created repeatedly.

Examples of Documents Created Using Templates

Templates can be used to create:

• Resumes
• Project reports
• Chapters
• Business letters
• Other professional documents

All documents in Writer are based on templates. If no specific template is selected, Writer uses the default template for a blank document.

7. Checking the Template of a Document

To check which template is associated with a document:

1. Select File → Properties.
2. The Properties dialog box appears.
3. The associated template name is displayed under the Template section.

If the document was created using the default template, no specific template may be listed.

8. Creating a Document Using a Template

To create a document using an available template:

1. Select File → New → Templates.
2. The template selection window appears.
3. Select the required template.
4. Click Open.
5. A new document is opened using the selected template.
6. The document gets the appearance and formatting of the selected template.

9. Creating Your Own Template

Writer allows users to create their own templates and save the current styles and appearance of a document for future use.

Steps to Create and Save a Template

1. Open the document whose template is to be created.
2. Select File → Templates → Save.
3. The Save As Template dialog box appears.
4. Enter the template name.
5. Select the appropriate category.
6. Select Set as default template if required.
7. Click Save.

Template File Extension

A Writer template is saved with the extension:

.ott

10. Using In-built or Saved Templates

Writer allows users to use:

• In-built templates
• Online templates
• User-created templates

Steps

1. Open a new Writer document.
2. Select File → Templates → Manage Templates.
3. The Templates dialog box appears.
4. Select the desired template.
5. Click Open.
6. A new document is created using the selected template.
7. Make the required changes.
8. Save the document.

Keyboard Shortcut: Ctrl + Shift + N

11. Using Online Templates

LibreOffice provides a wide range of online templates that can be downloaded from the Internet.

Steps to Browse Online Templates

1. Select File → Templates → Manage Templates.
2. Click Browse Online Templates.
3. The official LibreOffice templates page opens in the browser.
4. Select the required template.
5. View its details.
6. Download the desired template.
7. Save it on the computer.
8. Open or import the downloaded template into LibreOffice Writer.

12. LibreOffice Extensions

LibreOffice also provides extensions.

Extensions are independent programs that can be added to or removed from the main application.

Some templates are available in the form of extensions and can be downloaded and installed on the computer.

13. Importing a Template

A downloaded template can be imported so that it becomes visible in the Templates dialog box.

Steps

1. Open the Templates dialog box.
2. Click Import Templates.
3. Select an existing category or choose Create a New Category.
4. Enter the category name if required.
5. Click OK.
6. Browse to the location where the template is saved.
7. Select the template file.
8. Click Open.

The template is added to the list of available templates.

14. Editing a Template

A saved template can be edited whenever required.

1. Select File → Templates → Manage Templates.
2. Right-click the template to be edited.
3. Select Edit.
4. Make the required changes.
5. Save the template.

When the template is subsequently used, the edited version will be applied.

15. Setting a Custom Default Template

Any template can be set as the default template.

Steps

1. Open the Templates dialog box using Ctrl + Shift + N.
2. Right-click the required template.
3. Select Set as Default.

The default icon appears on the template. The selected template will be used when a new text document is created.

16. Moving and Exporting Templates

Moving a Template

Moving allows a template to be shifted from one category to another.

1. Open the Templates dialog box.
2. Select the template.
3. Click Move.
4. Select the new category.
5. Click OK.

Exporting a Template

Exporting allows a template to be saved in a desired folder and is useful when templates need to be shared.

1. Open the Templates dialog box.
2. Select the template.
3. Click Export.
4. Select the desired folder.
5. Click OK.

Moving vs Exporting a Template

17. Track Changes

Track Changes is a feature used for commenting, editing and reviewing documents, especially when multiple users work on the same document.

Instead of directly modifying the original document, Track Changes keeps a record of modifications.

The original author can then:

• Accept changes
• Reject changes
• Review changes
• Add comments

18. Track Changes Toolbar

To display the Track Changes toolbar, select:

View → Toolbars → Track Changes

Important tools include:

19. Preparing a Document for Review

Before sending a document for review, the original author should make sure that changes are recorded.

Turning ON Track Changes

Select:

Edit → Track Changes → Record

Alternatively, click the Record button on the Track Changes toolbar.

Protecting Track Changes

To prevent users from disabling Track Changes:

1. Select Edit → Track Changes → Protect.
2. Enter a password.
3. Confirm the password.
4. Click OK.

After protection, a user trying to disable Track Changes will be asked to enter the password.

20. Recording Changes

Once Track Changes is ON, any editing made to the document is recorded.

Appearance of Changes

• Added characters appear in a different colour.
• Deleted characters appear with strike-through formatting.

When the mouse pointer is placed over a change, information such as the following is displayed:

• Author
• Change made
• Date
• Time

Shortcut Key: Ctrl + Shift + C

To stop recording, select:

Edit → Track Changes → Record

21. Accepting and Rejecting Changes

After reviewers complete their work, the original author can decide which changes should be retained.

Accept or Reject an Individual Change

1. Select the recorded change.
2. Click Accept Track Change or Reject Track Change.

Navigating Through Changes

Use:

• Previous Track Changes
• Next Track Changes

Accepting or Rejecting All Changes

• Accept All Tracked Changes – accepts every recorded change.
• Reject All Tracked Changes – rejects every recorded change.

Manage Track Changes

Clicking Manage Track Changes opens the Manage Changes dialog box. It provides details of all changes and options to accept or reject them.

22. Adding Comments

Comments can be added while reviewing a document.

Steps to Add a Comment

1. Place the cursor at the location where the comment is required.
2. Click Insert Comment on the Track Changes toolbar.
3. A comment box appears on the right side.
4. Type the required comment.
5. Click anywhere on the document when finished.

The comment box contains information about the author/reviewer and the date and time of the comment.

23. Deleting Comments

To delete a comment:

1. Click the down arrow at the bottom-right of the comment box.
2. A popup menu appears.
3. Select the required option.

Available options include:

• Delete the current comment
• Delete all comments by a particular author
• Delete all comments

24. Comparing Documents

LibreOffice Writer allows users to compare an edited document with the original document. This is useful when a document has been reviewed or modified.

Steps to Compare Documents

1. Open the edited document.
2. Select Edit → Track Changes → Compare Documents.
3. Alternatively, use the Compare Non-Tracked Changed Document option from the toolbar.
4. The Compare To dialog box appears.
5. Browse and select the original document.
6. The Manage Changes dialog box appears.
7. Review the changes.
8. Accept or reject the required changes.
9. Close the dialog box.
10. Save the edited document.

Important Points for Exams 📚

Remember these key points:

• ToC stands for Table of Contents.
• A correct ToC requires appropriate heading styles.
• Writer supports 10 levels of headings, from H1 to H10.
• ToC entries can work as hyperlinks.
• Update Index is used to update a ToC.
• Delete Index removes a ToC.
• A template provides a preset layout for creating documents.
• Writer template files use the .ott extension.
• Ctrl + Shift + N opens the Templates dialog box.
• Track Changes records modifications made to a document.
• Edit → Track Changes → Record turns on change recording.
• Accept keeps a change, while Reject removes it.
• Manage Track Changes provides details about recorded changes.
• Comments can be added during document review.
• Compare Documents can be used to compare an edited document with the original.

Conclusion

The advanced features of LibreOffice Writer make document creation, organisation and collaboration easier and more efficient. Features such as Table of Contents, Templates, Track Changes, Comments and Compare Documents are especially useful for preparing professional documents, project reports and documents that require review.

These features are also important for students learning LibreOffice Writer and preparing for practical examinations.

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By Anjeev Kr Singh – Computer Science Educator
Published on : September 10, 2026 | Updated on : September 10, 2026

About the Author

Anjeev Kr Singh

Computer Science Educator, Author, and HOD. Guiding CBSE students in CS, IP, IT, WA & AI via mycstutorial.in. Creator of Question Bank for Class 10 & 12 students.

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