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ITEC 1001. Test #2 - Review. Explore Microsoft Office 2003. Microsoft Office 2003, or Office, is a collection of the most popular Microsoft programs. These programs share many features and therefore, it's easy to share information among them. The primary programs are:
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ITEC 1001 Test #2 - Review
Explore Microsoft Office 2003 • Microsoft Office 2003, or Office, is a collection of the most popular Microsoft programs. • These programs share many features and therefore, it's easy to share information among them. • The primary programs are: • The Word word processing program. • The Excel spreadsheet program. • The PowerPoint presentation graphics program. • The Access database program. • The Outlook information management program.
Start programs and switch between them • To open a program, click the Start button on the taskbar and then use the All Programs menu. • To open an Office program, you also can click the New Office Document command or the Open Office Document command on the Start menu. • The New Office Document command will open the New Office Document dialog box, which you can use to create a new document in any of the Office applications. • When you have two or more programs or files open, you can switch from one program or file to another by clicking the appropriate taskbar button.
Use personalized menus and toolbars • In each Office program, you perform tasks using a menu command, toolbar button, or keyboard shortcut. • A menu command is a word on a menu that you click to execute a task. • A toolbar is a collection of buttons that correspond to commonly used menu commands. • Keyboard shortcuts are combinations of keys you press to perform a command.
Menus and toolbar characteristics • The menus and toolbars in each Office program can change to “learn” your preferences. • As you select menu commands and click toolbar buttons, the ones you use often are put on the short personal menu and on the visible part of the toolbars. • The ones you don't use are hidden, but remain available through the double-arrow button on the menu and the Toolbar Options button on the toolbars.
Using Task Panes • A task pane is a window that provides access to commands for common tasks you’ll perform in Office programs.
Save and close a file • To keep a copy of your work for future use, you need to save it by giving it a filename. • A filename should be descriptive of the content of the file • Each filename will automatically have a file extension added that identifies the program in which the file was created • You will use the Save As dialog box to choose a location to save the file • Once you have saved your work, you can close the file by clicking the Close command on the File menu or the Close Window button on the menu bar.
Open an existing file • Once you have opened a program you can create new files or open existing ones. • Files can easily be created or opened through the Open section of the Getting Started task pane. • When you open a previously created file, you transfer a copy of the file from the storage disk to the computer's memory and it displays on your screen. • While a file is open, you can view, edit, print or resave it.
Get Help • Office Help is like a huge encyclopedia stored on your computer that contains information on how to use Office. • To use Help, you can use the What's This? option within the Help menu. • When this option is selected, you can get a brief description of any item on your screen by clicking your mouse pointer on it. • If you want to know a button's name, you can move the mouse pointer over it to view its ScreenTip, which is a yellow box with the button's name. • For more in-depth help, you can use the Office Assistant, which is an interactive guide to finding information from the Office Help system or the Ask a Question box located on the menu bar.
The Help Task Pane • Enables you to search the Help system using keywords or phrases. • The Search Results task pane opens with a list of topics related to the keyword or phrase you entered. • If you are connected to the Internet, you might see more search results stored online.
Using Office on Microsoft.com • Office on Microsoft.com is a Web site that provides access to additional Help resources. • Access current Help topics, read how-to articles, and find tips for using Office. • To connect to Office on Microsoft.com, you’ll need Internet access and Web browser such as Internet Explorer.
Print a file • There are two ways to print a file on which you are working: 1. Press the Print button on the Standard toolbar to send your file to the printer using all the default settings 2. Select Print on the File menu, which will open the Print dialog box so that you can adjust the printer settings • This is the preferred method if you are unsure of your settings or need to make adjustments.
Close files and exit programs • You can exit most programs by clicking the Close button in the upper-right corner of the title bar, or by selecting the Exit command on the File menu. • Either method will close both the file in which you are working as well as the program. • If you have made any edits to a file, a dialog box will appear asking if you want to save your changes. • Closing programs after you are done keeps your Windows desktop uncluttered, frees up your system's resources, and prevents data from accidentally being lost.
Plan a document • Word is a tool that helps you quickly create documents with a professional look. • You should follow four steps to produce quality documents: 1. Plan and create 2. Edit 3. Format 4. Print • You will create documents most efficiently if you plan the content before you enter any text. • Know what you want to tell your audience. State the information clearly and organize your material logically.
Organize your thoughts • Organize your thoughts about the document you are going to create before you begin writing. • Some people prefer to do this planning stage using a sheet of paper, as shown in the figure on the right. • Others will complete this step using a program such as Notepad, WordPad, or Word itself.
Identify the components of the Word window • Word consists of many components that help you use its features. • Some of these components, such as the menu bar, title bar, toolbar, and status bar, are common to all Windows screens. • To check the name of a Word toolbar button, position the mouse pointer over the button (without clicking) to display a ScreenTip.
Choose commands using toolbars and menus • You will use the Standard and Formatting toolbars when you create documents, therefore, you will want to display these toolbars at all times. • You can display nonprinting characters, including spaces (.) and the symbol that marks the end of a paragraph, by clicking the Show/Hide button on the Standard toolbar. • Using the Formatting toolbar or commands on the Format menu, you can change the font and font size. • When you select the Font command on the Format menu, the Font dialog box opens, from which you can select a different font and font size • You could also click the Font button and the Font Size button on the Formatting toolbar
Create a new document • Create or open a document by clicking the Create a new document button in the Open section at the bottom of the Getting Started task pane (figure on next slide). • Click the Blank Document button in the New Document task pane. A new document named Document2 opens and the task pane closes
The Word window when a new document is created This is the window that appears when you create a new, blank Word document.
Enter text in a new document • When typing, do notpress the Enter key at the end of each line; the insertion point will automatically move to the next line when you reach the end of the current line. • Only press the Enter key when you want to begin a new paragraph. • This will force a new line or add a blank line if it is the only character on the line. • To correct an error, place the insertion point to the right of the error and then press the Backspace key to erase the characters and spaces to the left of the insertion point.
Saving the document • Click the Save button on the Standard toolbar • When the Save As dialog box appears, type the file name you wish to save as in the File name text box • Click the Save in list arrow and select the location to save your document • Click the Save button in the Save As dialog box
Scroll a document • When a document contains too much text to display in the Word window, the text will scroll, shifting up and finally disappearing from the top of the document window. • Use the scroll bar on the side of the window to view the text again. • You can easily move your insertion point by scrolling to a different part of the document and then clicking within the document text.
Correct errors • A word processor lets you correct mistakes quickly and efficiently through the use of the Backspace and Delete keys. • Word's AutoCorrect feature checks for errors as you type and automatically corrects common typing errors. • If AutoCorrect does not recognize a word, it alerts you by displaying a wavy red line under the word • You can replace an incorrect word by highlighting it, clicking the right mouse button to display a list of alternative words, and then selecting the correct word. • Word can also search for more complicated errors by using the Spelling and Grammar checker, which continually checks your document against Word's built-in dictionary and set of grammar rules. • A wavy green line indicates a possible grammatical error or an extra space between words
Insert the date with AutoComplete • The AutoComplete feature will automatically complete dates and words you use regularly. • After you enter a few identifying letters, Word will display a small box, or ScreenTip, that suggests the full word you are typing. • Press the Enter key to accept Word's suggestion, or continue typing to ignore the suggestion. • You can turn this feature off or add phrases to the AutoComplete list.
The Undo and Redo Commands • To undo (or reverse) the very last thing you did, click the Undo button on the Standard toolbar • To undo more than your last action, you can click the Undo list arrow on the Standard toolbar. This list shows your most recent actions. • If you want to restore your original change, the Redo button reverses the action of the Undo button
Remove Smart Tags • A Smart Tag allows you to perform actions that would normally require a different program. Word attaches Smart Tags to certain kinds of text, including addresses, names, and dates. • A Smart Tag on a word is indicated by a dotted underline. • When you point to a word with a Smart Tag, a Smart Tag icon will appear • When you point to the icon, you will see the Smart Tag Actions button • Click on the Smart Tag Actions button to view the menu of options for this text item • If you do not want to perform any action with the tagged text, you can choose Remove this Smart Tag from the menu. The menu will close and the dotted underline will be removed.
Preview and print a document • Before you print a document, you should preview it. • The Print Preview feature lets you see what the printed document will look like before printing a document with errors in layout or presentation. • If the preview looks good, you're ready to print the document.
Create an envelope • To create an envelope, click Tools on the menu bar, point to Letters and Mailings, and then click Envelopes and Labels. • Use the Envelopes and Labels dialog box to verify the delivery address, the return address, any required adjustments to the envelope size, the printer, and so on. • If you want to print the envelope immediately, click the Print button in the Envelopes and Labels dialog box. • If you want to store the envelope with the letter, click the Add to Document button. • The envelope can then be printed at a later time, just as you would print the document
