A Guide to Microsoft Office 2007

1. A Guide to Microsoft Office 2007 Chapter 1Microsoft Office Basics

2. A Guide to Microsoft Office 2007 Chapter 1 – Microsoft Office Basics Table of Contents What is Microsoft Office? The Microsoft Office Interface Using Input Devices Menus, Toolbars, and Commands Using the Ribbon Dialog Boxes Saving Files Printing a Document Closing a Document Quitting an Application Opening a File Searching the Web Citing Web Sources Multitasking What is E-Mail? E-Mail Etiquette and Ethics E-mail Attachments Using Microsoft Office Help

3. What is Microsoft Office? Microsoft Office 2007 is a Windows software package that consists of several applications Outlook 2007 Word 2007 Excel 2007 Access 2007 PowerPoint 2007 Publisher 2007

4. What is Microsoft Office?

5. What is Microsoft Office? Microsoft Office is called an integrated software package because it uses (integrates) many applications together in one software program Each application has a similar look and feel Data can be easily duplicated between applications to help save time (no retyping of data)

6. The Microsoft Office Interface Interface – term used to describe how the user interacts with the computer Window – area of the screen a user interacts with when using Office Outlook and Publisher interfaces include standard menus and toolbars Word, Excel, Access, and PowerPoint includes a newer interface that contains an Office button, a Quick Access Toolbar, and the Ribbon

7. The Microsoft Office Interface Publisher Screen

8. The Microsoft Office Interface Word Screen

9. Using Input Devices Input Devices – used to communicate with a Windows application Common devices: Keyboard Mouse CD/DVD drive USB drive (JumpDrive) Disk drive (hard disk or floppy disk)

10. Using Input Devices Modifier keys –special keys on a computer keyboard that modifies the normal action of another key when the two are pressed in combination Common modifier keys:

11. Using Input Devices More common keys:

12. Using Input Devices More common keys:

13. Using Input Devices More common keys:

14. Using Input Devices More common keys:

15. Using Input Devices Mouse - used to select commands and respond to application prompts Mouse pointer – icon of the mouse; will change depending on situation; some common ones are:

16. Using Input Devices Point – move pointer over an object on the screen Click – pressing left button and releasing quickly Double-click – pressing left button twice in rapid succession Right-click – pressing right button and releasing quickly; always brings up a contextual menu Wheel – on a mouse, can be rotated to scroll through a document Stylus pen – replaces a mouse on a handheld computer; the pen touches the screen Touchpad – replaces a mouse on a laptop

17. Menus,Toolbars, and Commands Office 2007 applications use an interface with either one of the following:

18. Menus, Toolbars, and Commands

19. Menus, Toolbars, and Commands Access key – indicated by an underlined letter in a menu bar or menu; when a menu appears, press the appropriate access key to select the command.

20. Menus, Toolbars, and Commands To access a menu:

21. Menus, Toolbars, and Commands To access the menu or a tab:

22. Menus, Toolbars, and Commands Keyboard Shortcut – sequence of keys that is pressed to execute a command (i.e. to print: Ctrl + P) Pointing to an icon or menu command will display the keyboard shortcut

23. Using the Ribbon Ribbon – interface element that groups related commands into tabs

24. Using the Ribbon The Ribbon changes depending on activity (i.e. if a graphic is inserted, Format tab appears)

25. Dialog Boxes Dialog Box – small window with options for completing an action

26. Dialog Boxes Ellipses (…) – located after some command names or on command buttons; indicates a dialog box will appear

27. Dialog Boxes Default button – button with a thick border; pressing will select the default button

28. Saving Files File – collection of data stored on a lasting medium or disk Hard disk – magnetic medium CD/DVD – optical medium USB Flash – semiconductor medium Document – when data is stored in memory (RAM); becomes a file when it is saved to disk Overwrite – term used when a modified document is saved again

29. Saving Files File name – unique name given to a file; can contain 256 characters File name extension – a 3 or 4 letter extension that identifies a document in Windows; preceded by a period

30. Saving Files New documents are given generic names such as Document1 or Book1 until saved To save a new document:

31. Saving Files

32. Printing a Document To Print a document:

33. Closing a Document Always save before closing.NOTE: If you don’t save changes, the changes cannot be retrieved. Closing a document removes it from the computer’s memory. NOTE: Office will ask you to save if you made any changes. To close a document:

34. Quitting an Application Quitting an application removes the application from memory.NOTE: you will no longer see an icon on the Taskbar for that application. To quit an application:

35. Opening a File Opening a file transfers the contents of the file into the computer’s memory as a document. To open a file:

36. Searching the Web Internet – name given to the world-wide network (physical connection) of computers; not controlled by one single organization World Wide Web – portion of the Internet that is made up of Web pages Web Browser – application required to view Web pages

37. Searching the Web Search Engine – used to locate information on the Web Searches a database of Web pages for specified words and phrases and list hyperlinks to the pages containing the text Common search engines:

38. Searching the Web Search Criteria – words or phrases used in a search To specify criteria “” (double quotes): “Michigan skiing” would search for all pages that contain the phrase Michigan skiing + (plus sign or space): Michigan + skiing or Michigan skiing would search for all pages that contain the words Michigan and skiing - (minus sign): Michigan -skiing would search for all pages that contain the words Michigan without the word skiing Can also use Logical Operators AND (in place of + or space), OR (one word OR another) and NOT (in place of -)

39. Citing Web Sources If information from a Web site is used in a report, a citation must be used to give credit to the original author and allow reader to locate the information MLA (Modern Language Association) – An association that has published one of the most widely accepted form for citations inMLA Handbook for Writers of Research Papers, Sixth Edition

40. Citing Web Sources Material located on a web site General form: Author’s Last Name, First Name MI. “Document Title.” Site Title and last-updated date. Access date. Organization name, <URL>. Example (personal Web site): Rawlings, Julie. Home page. 23 Dec. 2007. 15 May 2009. <http://www.Lpdatafiles.com/julie/index.htm>. Example (online magazine): Schiffman, Paula. “Making Vinegar at Home.” Vinegar Monthly Vol. 1 May 2007. 30 Oct. 2009. <http://www.Lpdatafiles.com/ vinegarassoc/journal.asp>.

41. Citing Web Sources Example (posting to a discussion group): Cruz, Anthony. “Are Orchestras Going Downhill?” Online posting. 10 June 2008. Oboe Discussion Group. 23 Nov. 2009. <http: //www.Lpdatafiles.com/odg/downhill.txt>.

42. Multitasking Multitasking – operating system feature that allows more than one application to run at a time You can have Word, Excel, and a Web browser running at the same time and switch between them to organize your information Each running application will display a button on the toolbar

43. What is E-Mail? E-mail – electronic mail that is sent over a network Can be sent over a long distance almost instantaneously Documents can be e-mailed directly from within the Office application that created the document or as an attachment in an e-mail application

44. What is E-Mail? E-mail address – required in order to send and receive e-mail messages Provided for you when you sign up with an ISP (Internet Service Provider – i.e. Charter, UPLogon) or a Webmail service (i.e. Hotmail, Gmail) An address looks like the following:

45. What is E-Mail? E-mail server – computer that runs special software; all e-mail clients must go through an E-mail server E-mail clients connect to SMTP (Simple Mail Transfer Protocol) to send e-mail POP3 (Post Office Protocol3) or IMAP (Internet Mail Access Protocol) to receive mail Malicious code – code that can affect your computer in a bad way (viruses, worms); commonly included in e-mail messages

46. E-Mail Etiquette and Ethics When using email, use professionalism and be courteous Etiquette for composing messages: Be concise Use manners Use proper spelling, grammar, and capitalization(All CAPS are equivalent to screaming)

47. E-Mail Etiquette and Ethics Code of ethics for composing messages: Send messages through your account only Keep subject header short and proper Recipients may judge e-mail on header and delete Anti-virus & e-mail filters may classify message as junk Use appropriate subject matter and language Be considerate of others beliefs Respond to e-mail in a timely manner Do not access another account without permission Do no give out other’s e-mail address without permission

48. E-Mail Attachments You can “attach” other types of documents and send them through e-mail The recipient must have the proper program to open a file you send PDF (Portable Document Format) – document for the popular Adobe Reader application; widely used format that preserves all formatting in a document; free to download

49. Using Microsoft Office Help To access Help: Click or press

50. Using Microsoft Office Help Help will browse topics at the Microsoft Office Online Web site if connected to the Internet When keying in search criteria, Microsoft recommends two to seven words for best results