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Toolbar Icons and FunctionsN

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.

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To set text to Bold use the - highlight the text to be set to Bold and click on the button. An
alternative to
using the button is to use the keyboard shortcut Ctrl + b (more keyboard shortcuts are available in
the document Keyboard Shortcuts)

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To set text to Italic use the - highlight the text which needs to be set to Italic and click on the
button.
Again there is the option of using a keyboard shortcut which is Ctrl + i for italics.

To use the Underline formatting highlight the text and use the - highlight the text to be set to
and click the button. The keyboard shortcut for underline is Underline
Ctrl + u.

NOTE: It is important to use keyboard shortcuts as often as possible to become an efficient keyboard
user, keyboard shortcuts help avoid injury like repetitive strain injury RSI and help ensure faster use
production of documents.

2. Identify Menus, Tabs, etc.

Toolbars – Ribbon, Tabs and Commands

The toolbar at the top of any Microsoft software is known as the ribbon, along the ribbon there are a
series of tabs for example Home, Insert and Page Layout. On each of these tabs there are command
buttons that allow different options for example formatting, alignment, insert objects, applying styles
and much more. These commands are shown in groups. In this image the Home tab and the Clipboard
and Font groups can be seen.

To see the name of a command and understand what that command

does hover over the button, symbol or text (without clicking) for
just over a second. This will show the command name, an
explanation of what that command does and it’s short cut key is
shown (not all commands have shortcut keys). In the example
shown the mouse was over the Format Painter command
therefore the name, shortcut and explanation are shown.

TASK 1 Take time to familiarise yourself with as many commands

as you can, start with the Home tab and ensure you
understand how all of these commands work then move
onto the next tab.

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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.

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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

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access toolbar.

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 LO2: Toolbar Icons and Functions
Display and Customise Toolbars
Display the developer toolbar: the Developer toolbar can be turned on from Word Options in Display
or Hide a Tab. This toolbar allows access to Macros, Form Controls, XML and Protection.

In addition to this the user can create new tabs and groups on the ribbon. Go to File  Options 
Customize Ribbon and in the bottom right corner of the
dialogue box there are the following buttons.

TASK 5 Create a new tab and rename it as your

name. Add a new group to the tab
created and add five commands that you
commonly use to this group.

Tabs and groups can be removed after they have been created by clicking on the relevant tick box and
using the
remove button.

TASK 6 Remove the tab after you have created it.

4. Demonstrate Clip Art, WordArt, Pictures, Text Box, Smart Art, Symbols and Shapes

Clip Art
Clip Art is an index of images already installed on
the computer with Microsoft Office or available on
the internet through Office.com.

To access Clip Art go to the Insert tab to the

Illustrations group and click on the Clip Art command
button. This will open the clip art panel on the right side of
the software. To search clip art enter text relating to the
topic and click Go. This will display a list of relevant
images available on that computer, to add the image click
on it and choose Insert.
Note: when a clip art image is selected
the Picture Tools Format tab appears
at the end of the Ribbon.
TASK 7 Experiment with the
formatting available on this tab.

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These notes have been organised by Rynagh McNally and Suzannah O’Neill for students of Monaghan
 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.

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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.

The quick brown fox jumped over the lazy dogs.

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.

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TASK 9 Create some sample Smart Art using a list, cycle and hierarchy.

Note: Smart Art has two tabs specifically for formatting the Word Processing
smart art; these are on the SmartArt Tools tabs called Design
and Format. Spreadsheets

Databases

Symbols
Symbols which are not available on the keyboard can be entered using the Symbol
command for example ©  ™ ≠ ½. These can be found on the Insert tab in the
Symbols group. To access the symbols click on the Symbol button and choose from
the drop down list or click on More Symbols to find the symbol required.

If the symbol required is not easily found, change the Font to a different setting, for example the

Windings fonts allow a lot of different 🕾 🞹 🕞    symbols or pictures.

Shapes
A variety of shapes can be added can be inserted into a document,
including arrows, callouts, squares, stars, lines and more. To insert a shape
in a document go to the Insert tab to the Illustrations group and click on
the Shapes drop-down list. Choose the shape required and click and drag
the mouse until the shape is the desired size, when the shape is at the
required size release the mouse.

After the shape has been added it can be formatted

by changing its fill colour, outline colour, shape
style and effects such as shadow, reflection,
glow, soft edges, bevel or 3D. These features can
all be accessed on the Drawing Tools Format
toolbar which appears when a shape is selected.

Note: That some shapes also have a yellow

handle that can be used to modify the

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proportions of the shape for example here the
length of the points have been changed.

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 LO2: Toolbar Icons and Functions
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?

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These notes have been organised by Rynagh McNally and Suzannah O’Neill for students of Monaghan
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.

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 LO2: Toolbar Icons and Functions

NOTES: Write a note here to explain your understanding of wrapping.

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 LO2: Toolbar Icons and Functions
Crop
The Cropping tool allows the user to trim the edging off a photo which
may not be required. In this example (the image of the Orange), only the
orange slice is required and the splash needs to be removed.

The cropping command is available on the Picture Tools Format tab in the Size
group, which appears when the image is selected.

To use cropping click on the image and the image and the cropping
tools will appear around the edge of the image.

Crop the image to the required size and turn

off the crop toolbar (or press enter).

Cropping can also be applied to an image via a shape for example this image of the countryside
has been cropped to the shape of a cloud and the black border has been turned on.

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These notes have been organised by Rynagh McNally and Suzannah O’Neill for students of Monaghan
 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.

Font Style Font Size

Font Colour

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 C02 are examples of superscript and H20 and a scientific
formula might use subscript text.

Superscript
0
2nd
H
2 Subscript
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.

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Subscript Superscript

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.

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B. FILE HANDLING

1. Insert Hyperlinks
A Hyperlink is a link from some hypertext in a document, to another location or document. They can be
activated by clicking on a highlighted word or image. Hyperlinks are very common on the internet;
however they can also be used in Word documents. They can link from a word document to a web page,
email address, file location (another Word document) or a location in the same document (bookmarks).

There are a variety of different ways of making hyperlinks in word documents, the easiest way to make
a hyperlink in Word is to type a web address and hit the spacebar afterwards for example
www.miitnotes.weebly.com. Word recognises the www. and the .com and understand that this is a
hyperlink. To undo an unwanted hyperlink press the keyboard shortcut Ctrl + Z or click after the
hyperlink and press backspace.

Hyperlinks have two basic parts the address and the display text (or image). For example the address
could be www.google.com and the display text could be Google.

To Insert a Hyperlink to a Website

1. Highlight the text to be displayed as the name of the hyperlink.
2. Go to the Insert tab to the Links group and select Hyperlink or (right click on the selected text
and select
Hyperlink).
3. This will open the Insert Hyperlink dialogue box as shown.

4. To create a hyperlink select Existing File or Web Page and enter the Text to display: and the
Address: of the website. In this example a hyperlink to the Monaghan Institute website has been
created.

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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 Explanatio

n
Keep
This option preserves the look of the original text.
Source
Formatting

Keep Text Only This option removes all the original formatting from the text.

This option preserves the look of the original text, and it

Link & Keep
maintains a
Source
link to the source file and updates the pasted text with any
Formatting
changes that are made to the source file.
This option formats the text to match the style that’s applied where
Link & Use
the text is pasted. It also maintains a link to the source file and
Destination Styles
updates the
pasted text with any changes that are made to the source file.
This option changes the formatting so that it matches the text
Merge Formatting that surrounds it.

Picture This option inserts the text as an image, which cannot be edited
again.
Use This option formats the text to match the style that’s applied
Destination where the text is pasted.
Styles
Use This option formats the text to match the theme that’s applied to
Destination the document where the text is pasted.
Theme

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to

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.

1. Highlight the data to be copied from Excel and select

copy.
2. 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.

3. 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.

Fruit & Variety Cost Price Sale Price

Apple - Golden
Delicious £0.23 £0.41
Potato - Kerrs Pink £0.70 £1.35
Orange - Jaffa £0.23 £0.40
Apple - Pink Lady £0.24 £0.49
Nuts - Pecan £0.78 £1.05
Orange - Blood £0.31 £58.00
Apple - Granny Smith £0.23 £0.43 Note: By default, linked objects are updated
Orange - Valencia £0.31 £0.58 automatically. This means that Word updates
Nuts - Brazil £0.64 £0.95 the linked information every time the Word
Potato - British Queens £0.65 £1.20
Apple - Gala £0.27 £0.54
document is opened, or any time the source
Potato - King Edward £0.69 £1.05 Excel file changes while the Word file is open.
Nuts - Hazel £0.75 £1.00
Potato - Rooster £0.82 £1.30
Nuts - Cashew £0.83 £1.15

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3. File Type Identification

What is a file?
A file is an item that contains information—for example, text or images or music. When opened, a file
can look very much like a text document or a picture that you might find on someone's desk or in a
filing cabinet. On a computer, files are represented with icons; this makes it easy to recognize a type of
file by looking at its icon.

File Types or Formats

Documents can be saved in various file formats depending on what they will be used for. By default
documents in Word are now saved in the .docx file format. Before the release of Word 2007 the file
format was .doc, this is the reason why there can be backward compatibility issues with Word 2003 or
Word 1997 from Word 2007 forward. If a document will be used in older versions of Word ensure it is
saved with the .doc file extension or the Words 97-2003 Document format.

To select the file format required

for a document go to: File  Save
As  Save as type and chose the
file format required from the drop
down list.

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The following are some of the available file formats, there extensions and descriptions:

FILE
FILE FORMAT DESCRIPTI
EXTENSI
ON
ON
Word Document .docx The default XML-based file format for Word 2013, Word
2010
and Office Word 2007.
Word Macro- .docm The XML-based and macro-enabled file format for Word
Enabled Document 2013, Word 2010 and Office Word 2007. Stores Visual
Basic for Applications (VBA) macro code.
Word 97-2003 .doc The binary file format for Word 97–Word 2003.
Document
Word Template .dotx Template for creating new Word 2013, Word 2010 and
Office Word 2007 files that do not contain macros.
Word Macro- .dotm Template for creating new Word 2013, Word 2010 and
Enabled Template 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) A web page that is saved as a folder that contains an .htm
.html 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 .xml XML Spreadsheet 2003 file format.
Document
Works 6.0-9.0 .wps This is the default file format of Microsoft Works,
versions 6.0 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)

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C. REFERENCES:
GCF Learn Free.org is a very useful website for learning common features of Microsoft
Word 2010. http://www.gcflearnfree.org/word2010/14

NOTES:

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These notes have been organised by Rynagh McNally and Suzannah O’Neill for students of Monaghan