Download 2. Toolbar Icons and Functions and more Summaries Art in PDF only on Docsity!
Word Processing
Toolbar Icons and Functions
- Add or Input text into Microsoft Word Contents
- Identify Frequently Used Toolbar Icons and Related Functions:
- A. Text Formatting
- Employ Toolbar Functions e.g. delete, bold, italics, underline
- Identify Menus, Tabs, etc.
- Hide, Display and Customise Toolbars
- Demonstrate Clip Art, WordArt, Pictures, Text Box, Smart Art, Symbols and Shapes
- Resize, Rotate, Wrap and Crop Pictures or Objects
- Insert Page Break
- Change Style, Colour and Size of Font
- Superscript, Subscript, Drop Capital
- B. File Handling
- Insert Hyperlinks
- Import Data from another Package
- File Type Identification
- C. References:
LO2: Toolbar Icons and Functions
Page 1 These notes have been organised by Rynagh McNally and Suzannah O’Neill for students of Monaghan Institute.
ADD OR INPUT TEXT INTO MICROSOFT WORD
To type information into Microsoft Word ensure the cursor is on the page. The cursor shows where the text will start. To put the cursor on the page, click with the left mouse button.
The curser appears as a black flashing line on the white page. This can be moved with the mouse or the arrow keys, to different lines and places within the word document. To input text on the page place the cursor on the correct position and start typing the letters on the keyboard.
IDENTIFY FREQUENTLY USED TOOLBAR ICONS AND RELATED FUNCTIONS:
A. TEXT FORMATTING
1. Employ Toolbar Functions e.g. delete, bold, italics, underline
Delete Text
To edit or delete text which has already been typed on a page several different methods can be used:
1. To remove a word or letters by going back one letter at a time, click the cursor at the end of the word and use the backspace key on the keyboard. 2. To remove a word or letter going forward, click at the start of the word and use the delete key on the keyboard. 3. Alternatively, highlight the whole word or sentence to be deleted and type, the highlighted text automatically disappear.
Bold, Italics and Underline The following three formatting features are found in the Font group on the Home ribbon in Word.
LO2: Toolbar Icons and Functions
Page 3 These notes have been organised by Rynagh McNally and Suzannah O’Neill for students of Monaghan Institute.
3. Hide, Display and Customise Toolbars
Display or Hide the Ribbon
The ribbon toolbar can be hidden or shown using the Minimize/Expand the ribbon button in the top right of the ribbon.
TASK 2 Experiment with the display and hide ribbon button.
Display or Hide a Tab There are 8 tabs shown on the ribbon these are Home , Insert , Page Layout , References , Mailings , Review , View and additional menus which will appear when required, for example, an additional tab called Format is shown when an image is selected.
To hide or display any of these tabs or to show the additional Developer tab go to File Options Customize Ribbon. This will open the Word Options dialogue box as shown. From here it is possible to turn off a tab or group or turn on a tab by selecting the correct tick box.
TASK 3 Experiment by turning on and off the Home tab.
Page 4
Quick Access Toolbar
The Quick Access Toolbar is a shortcut toolbar which is visible above or below the ribbon (move it by selecting Show Above/below ribbon from its drop down list). Popular commands can be added and removed from this toolbar to suit the individual user. To add commands to this toolbar, click on the drop down arrow at the end of the toolbar and select the command needed to turn it on.
Additional commands can be added by opening the More Commands option. This will open the Word Options facility. Through this dialogue box any of the commands available in Word can be added to the Quick Access Toolbar. To add these options to the Quick Access Toolbar click on the function needed and click on the Add button. In this example the Crop, Wrap Text and Format Painter have been added to the quick access toolbar.
Commands are organised by tab, selecting the tab which contains the command needed from the Choose commands from dropdown as shown in the diagram.
TASK 4 Add the commands Show All, Crop, Wrap Text and Format Painter to your quick access toolbar.
Page 6
Word Art
Word Arts are preformatted text styles which can be applied to text. To use Word Art go to the Insert tab to the Text group and select the Word Art button. This will show a list of preformatted text styles.
Choose the style required and enter text into the word art text box.
Note: When a word art text box is selected the Drawing Tools Format tab appears on the end of the ribbon.
TASK 8 Experiment with the formatting available on this tab.
Pictures
To insert an image into a Word document first save the image to a suitable folder like the Pictures folder. Go to the Insert tab to the Illustrations group and click on the Picture command button. This will open the Insert Picture Dialogue box from here navigate to the location of the image to be inserted into the document and select Insert.
Note: When an image is selected the Picture Tools Format tab appears at the end of the Ribbon.
NOTES: Write a note here on copying or saving images from a web browser.
LO2: Toolbar Icons and Functions
Page 7 These notes have been organised by Rynagh McNally and Suzannah O’Neill for students of Monaghan Institute.
The quick brown fox jumped over the lazy dogs.
Text Box
A text box is a container that can hold text. The text box can be preformatted or can be formatted using the Drawing Tools Format tab which appears on the end of the ribbon when the text box is selected. To insert a text box go to the Insert tab to the Text group and select the required text box from the drop down list. Notice the scroll bar on the list which will allow access to a variety of text boxes and the Draw Text Box option on the end of the drop down list which allows the user to create a text box which has no preformatting.
Smart Art
Smart Art allows the user to visually communicate information through graphics. The graphics available range from graphical lists, process diagrams, Venn diagrams and organisational charts.
To insert a Smart Art go to the Insert tab and the Illustrations group and click on SmartArt. This will open the Choose a Smart Graphic dialogue box, from here choose from a variety of smart art options by clicking on them and selecting Ok.
LO2: Toolbar Icons and Functions
Page 9 These notes have been organised by Rynagh McNally and Suzannah O’Neill for students of Monaghan Institute.
Ordering Shapes or Objects When two or more shapes are stacked on top of each other they appear to overlap in layers. In this example the cloud is behind the blue box to move the cloud in front of the blue box right click on the cloud and Bring it to the Front or right click on the blue box and Send it to the Back.
NOTES: Investigate the Equation command on the Insert tab in the Symbols group, experiment with the Built-In formula and the two tabs it an equation generates.
Find out what is meant by Grouping shapes or objects, what are the benefits of this feature?
Page 10
5. Resize, Rotate, Wrap and Crop Pictures or Objects
Resize
After inserting a Clip Art, Word Art, or Picture they can be resized, wrapped and crop formatting. To Resize an image click on one of the small circles in the four corners or the four rectangles. From these points drag the circles inward to decrease the size or outward from the picture to increase the image size. It is best practice to use the resize from the corners as opposed to top or bottom edges, as this keeps the image in the correct proportional ratio.
Rotate To rotate an object click on the small green circle at the top centre, this will allow the image to be rotated to the left or the right.
Wrapping
The wrapping of an image or clip art refers to how that object relates to text or other objects around it. When an image has been wrapped correctly it can be positioned anywhere it is needed in a document.
The wrapping command is available on the relevant tab which appears when that image or clip art is selected. In the Picture Tools and Drawing Tools tabs there is a group called Arrange, in this group there is the Wrap Text button.
To apply wrapping to an image click on the image and go to the Picture Tools tab and select the Wrap Text button, select the relevant wrapping style for the image and click on it to apply it.
The most commonly used wrapping styles are Square and Top and Bottom.
NOTES: Write a note here to explain your understanding of wrapping.
Page 12
6. Insert Page Break
Word automatically creates a break to a new page at the end of each page. However if a page break to a new page is required half-way down a page and not at the end of the page, a Page Break can be inserted. This is very useful when working on a long document (it prevents the use of the enter button over and over and over to get to a new page).
The page break command is available on the Insert tab in the Pages group. Click on the page where the page break is required and select the Page Break command.
7. Change Style, Colour and Size of Font
The word font is another way of saying the text, lettering, writing or typeface. This is the writing in the document which has been entered via the keyboard. There are lots of different ways of editing the font and this is known as formatting. Formatting can include the font style of writing, its size and its colour.
The font formatting commands are available on the Home tab in the Font group. To change the style, colour and size of font highlight the font and select the required option from the drop down menu.
8. Superscript, Subscript, Drop Capital
Superscript and Subscript
Superscript and Subscript and refer to numbers that are positioned slightly higher or slightly lower than the text on the line. For example 1st^ and C0^2 are examples of superscript and H 2 0 and a scientific formula might use subscript text.
The Superscript and Subscript commands are available on the Home tab in the Font group. To set font to subscript or superscript highlight the text and select the appropriate command.
Font Style Font Size
Font Colour
nd
Superscript
H 20 Subscript
LO2: Toolbar Icons and Functions
Page 13 These notes have been organised by Rynagh McNally and Suzannah O’Neill for students of Monaghan Institute.
Alternatively the following Keyboard shortcuts can be used to create subscript and superscript. Superscript: Press CTRL+SHIFT+= Subscript: Press CTRL+=
Drop Capital
A Drop Capital is a large capital letter at the beginning of a paragraph, which is the first letter of that paragraph. This letter takes up the space of a few lines. The following image is an example of a drop capital. Drop capitals are commonly used in magazines and newspapers and have been used for centuries to decorate text.
To insert a drop capital first type the paragraph. The Drop Capital command is on the Insert tab in the Text group, click on the Dropped command button and the first letter in the paragraph will automatically be set to a drop capital. The number of lines the capital letter aligns to is set to 3 by default. This can be edited in the Drop Cap Options dialogue box.
Subscript Superscript
LO2: Toolbar Icons and Functions
Page 15 These notes have been organised by Rynagh McNally and Suzannah O’Neill for students of Monaghan Institute.
2. Import Data from another Package
Import from External Data to Word
To move an object from another document to Word is similar to exporting, open both applications and copy and paste the object across. This could be the method used when copying an Excel chart or even data from a worksheet. It is very important to consider how the data or object is pasted into the Word document, there are a variety of Paste Options and these vary depending on the source program and the content of the information being pasted.
PASTE OPTIONS
Logo Name Explanation Keep Source Formatting This option preserves the look of the original text.
Keep Text Only This option removes all the original formatting from the text.
Link & Keep Source Formatting
This option preserves the look of the original text, and it maintains a link to the source file and updates the pasted text with any changes that are made to the source file. Link & Use Destination Styles
This option formats the text to match the style that’s applied where the text is pasted. It also maintains a link to the source file and updates the pasted text with any changes that are made to the source file. Merge Formatting This option changes the formatting so that it matches the text that surrounds it.
Picture This option inserts the text as an image, which cannot be edited again.
Use Destination Styles
This option formats the text to match the style that’s applied where the text is pasted. Use Destination Theme
This option formats the text to match the theme that’s applied to the document where the text is pasted.
Page 16
Excel to Word
Example: In the following example a table will be pasted from Excel and the data will remain linked to the information in Excel after it has been imported. This will ensure the data in the Word document updates after it has been pasted; this is known as dynamic linking. To do this, ensure the content is pasted as linked object.
- Highlight the data to be copied from Excel and select copy.
- Open the Word document where the information will be pasted and choose the Paste drop down, from the Paste Options: select Link & Keep Source Formatting (F) as shown.
- If the information is updated in Excel and needs to be updated in the Word document open both files and right click in the Excel document and select Update Link as shown.
Note: By default, linked objects are updated automatically. This means that Word updates the linked information every time the Word document is opened, or any time the source Excel file changes while the Word file is open.
Fruit & Variety Cost Price Sale Price
Apple - Golden Delicious £0.23 £0. Potato - Kerrs Pink £0.70 £1. Orange - Jaffa £0.23 £0. Apple - Pink Lady £0.24 £0. Nuts - Pecan £0.78 £1. Orange - Blood £0.31 £58. Apple - Granny Smith £0.23 £0. Orange - Valencia £0.31 £0. Nuts - Brazil £0.64 £0. Potato - British Queens £0.65 £1. Apple - Gala £0.27 £0. Potato - King Edward £0.69 £1. Nuts - Hazel £0.75 £1. Potato - Rooster £0.82 £1. Nuts - Cashew £0.83 £1.
to
Page 18
The following are some of the available file formats, there extensions and descriptions:
FILE FORMAT EXTENSIONFILE DESCRIPTION
Word Document .docx The default XML-based file format for Word 2013, Word 2010 and Office Word 2007. Word Macro-Enabled Document
.docm The XML-based and macro-enabled file format for Word 2013, Word 2010 and Office Word 2007. Stores Visual Basic for Applications (VBA) macro code. Word 97- 2003 Document
.doc The^ binary file format for Word 97–Word 2003. Word Template .dotx Template for creating new Word 2013, Word 2010 and Office Word 2007 files that do not contain macros. Word Macro-Enabled Template
.dotm Template for creating new Word 2013, Word 2010 and Office Word 2007 files that contain macros. Users who want to include UI customizations or macros in the template should use this file format. Word 97-2003 Template .dot Template for Word 97–Word 2003 files. PDF .pdf Portable Document Format (PDF), a PostScript-based electronic file format that was developed by Adobe Systems. It preserves document formatting and enables file sharing. Files that use the PDF file format can be saved and opened by using Word 2013. XPS Document .xps XML Paper Specification, a file format that preserves document formatting and enables file sharing. When the XPS file is viewed online or printed, it maintains exactly the format that users intended, and the data in the file cannot be easily changed. Web Page .htm (HTML) .html
A web page that is saved as a folder that contains an .htm file and all supporting files, such as images, sound files, scripts, and more. Rich Text Format .rtf RTF controls the representation and formatting of a document, both on the screen and in print. When they use the .rtf file format, documents created under different operating systems and with different software applications can be transferred between those operating systems and applications. TXT Plain Text .txt When users save a Word 2013 document as a .txt file, the document loses all formatting. Word 2003 XML Document
.xml XML Spreadsheet 2003 file format. Works 6.0-9.0 .wps This is the default file format of Microsoft Works, versions 6. through 9.0. CSV Plain Text .csv Saves a workbook as a comma-delimited text file for use on another Windows operating system, and makes sure that tab characters, line breaks, and other characters are interpreted correctly. Saves only the active sheet. (Excel only)
LO2: Toolbar Icons and Functions
Page 19 These notes have been organised by Rynagh McNally and Suzannah O’Neill for students of Monaghan Institute.
C. REFERENCES:
GCF Learn Free.org is a very useful website for learning common features of Microsoft Word 2010. http://www.gcflearnfree.org/word2010/
NOTES:
