“The Basics” Office 2007
The Suite • Word 2007, Excel 2007, PowerPoint 2007, Outlook 2007, Publisher 2007, Access 2007 • The programs have much in common. • You find the same commands throughout Office. • Master one Office program and you’re well on your way to mastering the others.
Starting an Office Program • The Start menu • Desktop shortcut icon
The New Office Interface • Gone: • The main menu • The toolbars • Why the change? • The number of features in Office had outgrown the old menu-and-toolbar structure • Users had to take too many steps to find features and commands • Microsoft thought that features and commands were going unused because they were buried too deeply in the menu-and-toolbar structure
The Office Button • Located in the upper-left corner of the window • Clicking this button opens a menu similar to the File menu in most computer programs • Offers commands for creating, opening and saving files, as well as doing other file-management tasks
The Quick Access Toolbar • Located in the upper-left corner of the screen next to the Office Button • Includes three necessary buttons: • Save • Undo • Repeat • Can be customized and/or moved in relation to the Ribbon
The Ribbon and its Tabs • Located across the top of the screen • An assortment of different tabs • Commands are different on each tab on the Ribbon • Your first step when you start a new task is to click a tab on the Ribbon • Context-sensitive tabs – some tabs appear only in context (they appear on the Ribbon after you insert or click something)
The Anatomy of a Tab • On every tab, you find groups and buttons. Some tabs also offer galleries. • Groups – commands on each tab are organized into groups • Serve two purposes – tell you what the buttons and galleries above their names are used for and allow you to click to open a dialog box or task pane (dialog box launchers) • Buttons – Is there a down-pointing arrow on its face? • A button with an arrow – click it and you get a drop-down list • A button without an arrow – click it and you open a dialog box or task pane • A hybrid button with an arrow – dual purpose – button and a drop-down list • Galleries – presents you with visual options for changing an item – unique because they present, in the form of visual choices, the results of commands, not command names
Live Previewing • You can see the results of a menu or gallery choice before actually making the choice • Here’s how it works: • Move the pointer over an option in a gallery or drop-down list and glance at the screen. You can see the results of selecting the option. • Liberates () you from repeatedly choosing commands, backtracking, and trying again until you get it right.
Mini Toolbars • Ghost-like menu that appears on-screen to help you do a task
For Keyboard Lovers • All keyboard shortcuts work the same way as they did in earlier editions of Office. • To find out the keyboard shortcuts for opening and choosing menu commands, press the Alt key. Letters – they’re called KeyTips – appear on tab names. After your press the Alt key, follow these instructions to make use of KeyTips: • Go to a tab: Press a KeyTip on a tab to visit a tab. • Make KeyTips appear on menu items: Press a KeyTip on a button or gallery to make KeyTips appear on menu items.
Saving Your Files • To save a file: • Click the Save button • Press Ctrl + S • Click the Office button and then choose Save on the drop-down list • Saving a file for use in Office 97 – 2003: • Click the Office button • Choose Save As, Program Name 97 – 2003 Format • Enter a new name for the file, if necessary • Click the Save button
Opening a File • Click the Office button and choose Open on the drop-down list (or press Ctrl + O) • Locate and select the file you want to open • Click the open button (or double-click a filename to open a file) • Speed Techniques for Opening files: • Recent Documents List (click the Office button) • Windows Explorer or My Computer • Shortcut icon
Closing a File • Click the Office button and choose Close • Click the Close button – the X in the upper-right corner of the window (closes the program, as well as the file)
Choosing Fonts for Text • Mini Toolbar – move the pointer over the selected text. Move the pointer over this toolbar and choose a font in the Font drop-down list. • Shortcut menu – Right-click the selected text and choose a new font on the Mini Toolbar attached to the shortcut menu. • Font drop down list – on the Home tab. You can “live-preview” font choices on this menu. • Font dialog box – On the Home tab, click the Font group button.
Changing the Font Size of Text • Mini toolbar – Move the pointer over the text and when you see the Mini toolbar, move the pointer over the toolbar and choose a font size on the Font Size drop-down list. • Shortcut menu – Right-click the text and choose a new font size on the Mini toolbar attached to the shortcut menu. • Font Size drop-down list – On the Home tab, open the Font Size drop-down list and choose a size. You can “live-preview” font sizes this way. • Font dialog box – On the Home tab, click the Font group button, and in the Font dialog box, choose a font size and click OK. • Grow Font and Shrink Font button – increases or decreases the point size by the next interval on the Font Size drop-down list – on the Home tab and the Mini toolbar.
Applying Font Styles to Text • Regular, Italic, Bold, Underline • Home tab – B, I, U buttons • Keyboard – Ctrl + B, Ctrl + I, Ctrl + U • Mini toolbar – offers the Bold and Italic button • Font dialog box – visit the Home tab and click the Font group button
Applying Text Effects to Text • Click a text effect button – on the Home tab • Click the Font group button and choose a text effect in the bottom half of the Font dialog box
Underlining Text • Click the Underline button – single line running under all the words you selected – located on the Home tab • Click the Font group button to open the Font dialog box. Then choose an underline style from the drop-down list.
Changing the Color of Text • Mini toolbar – open the drop-down list on the Font Color button and choose a color • Right-click – open the drop-down list on the Font Color button and choose a color • On the Home tab – open the drop-down list on the Font Color button and choose a color or click the Font group button to open the Font dialog box
Entering Symbols and Foreign Characters • Click the Insert tab • Click the Symbol button • If you’re looking to insert a symbol, not a foreign character, choose Webdings or Wingdings 1, 2, or 3 in the Font drop-down list. • Select a symbol or foreign character. • Click the Insert button to enter the symbol and then click Close to close the dialog box.
Undoing and Repeating • Undo – allows you to reverse actions you regret doing • Repeat - repeats a previous action without you having to choose the same commands all over again • BOTH are located on the Quick Access toolbar
Zoom • Used to enlarge or shrink what is on the screen • Located: • In the lower right corner of the window • In the View tab
Spell-check • Right-click each word underlined in red • Run spell-check • Press F7 • Go to the Review tab and click the Spelling button
Thesaurus • Press Shift + F7 • Right click the word and choose Synonyms, Thesaurus • Go to the Preview tab and click the Thesaurus button
Tables • Drag from the Table menu (Word and PowerPoint) – On the Insert tab, click the Table button. • Use the Insert Table dialog box (Word and PowerPoint) – On the Insert tab, click the Table button and choose Insert table on the drop-down list. • Draw a Table (Word and PowerPoint) – On the Insert tab, click the Table button and then choose Draw Table on the drop-down list. • Create a quick table (Word) – On the Insert tab, click the Table button and choose Quick Tables on the drop-down list.
Charts • Click the Insert tab. • If you’re working in Excel, select the data you’ll use to generate the chart (in Word and PowerPoint, skip to Step 3). • Select the kind of chart you want. • In Word and PowerPoint, replace the sample data in the Excel worksheet with the data you need for generating your chart. • To modify your chart, start by selecting it. • Select the (Chart Tools) Design tab when you want to change the chart’s layout, alter the data with which the chart was generated, or select a different chart type. • Select the (Chart Tools) Layout tab when you want to change the chart’s title, labels or gridlines. • Select the (Chart Tools) Format tab when you want to change the appearance of your chart.
Drawing Lines, Arrows and Shapes • Click the Insert tab. • Click the Shapes button to open the Insert Shapes gallery. • Select a line, arrow, or shape in the Insert Shapes gallery. • Drag on your page, slide or worksheet. • To alter your line, arrow, or shape – to change its size, color, or outline – select the (Drawing Tools) Format tab.
WordArt • Click the Insert tab. • Click the WordArt button. • Select a WordArt style. • Enter the text for the image in the dialog box (in Word) or in the WordArt text box (in PowerPoint and Excel).
Creating a New Document • No matter what kind of document you want, you can start creating it by clicking the Office button and choosing New on the drop-down list. • Double-click the Blank document icon • By pressing Ctrl + N, you can create a new, blank document without opening the New Document dialog box.
Viewing Documents in Different Ways • Print Layout view – you can see what your document will look like when you print it • Full Screen Reading view – allows you to focus on the text itself and proofread your documents • Web Layout view – see what your document would look like as a Web page • Outline view – see how your work is organized • Draft view – when you’re writing a document and you want to focus on the words
Go To • On the Home tab, open the drop-down list on the Find button and choose Go To.
Inserting Breaks • Click where you want to insert a break • On the Page Layout tab, click the Breaks button • Choose which type of break (page break or section break) you wish to insert
Setting Up and Changing the Margins • Go to the Page Layout tab and click the Margins button. You see a drop-down list with margin settings. Either choose a setting or select Custom Margins to open the Margins tab of the Page Setup dialog box and choose among these commands for handling margins.
Indenting Paragraphs and First Lines • Click the Increase Indent or Decrease Indent button on the Home tab to move a paragraph a ½ inch farther away from or closer to the left margin • Press Ctrl + M to increase indent • Press Ctrl + Shift + M to decrease indent
Line Spacing • On the Home tab, click the Line Spacing button and choose an option on the drop down list
The Paragraph Dialog Box • Click the Paragraph group button on the Home tab • Two tabs: • Indents and Spacing • Line and Page Breaks
Headers and Footers • Switching to Print Layout View – To enter, read, edit or delete headers and footers, you must be in Print Layout view. You can’t see headers and footers in the other views. • Displaying the (Header and Footer Tools) Design tab – Manage headers and footers by way of buttons on the (Header and Footer Tools) Design tab. To display this tab after you create a header or footer, switch to Print Layout view and double-click a header or footer. • Closing the (Header and Footer Tools) Design tab – Click the Close Header and Footer button. • Placing different headers and footers in the same documents – To change headers or footers in the middle of a document, you have to create a new section.
Numbered and Bulleted Lists • Enter text without any concern for number or bullets – just press Enter at the end of each step or bulleted entry • Select the list and click the Numbering or Bullets button on the Home tab or the Bullets button on the Mini toolbar
Styles • A collection of commands and formats that have been bundled under one name (you don’t have to visit a bunch of dialog boxes to change the formatting of text or paragraphs) • Choose a style from the Quick Styles gallery or the Styles window
Charts, Diagrams, Shapes, Clip Art and Photos • Insert tab: • Charts – an excellent way to present data for comparison purposes • Diagrams – allows readers to quickly grasp an idea, relationship or concept • Shapes and lines – can also illustrate ideas and concepts • Clip-art images – can make a document livelier • Photos – can make a document much more attractive
Page Border • Go to the Page Layout tab and click the Page Borders button • Under Setting, choose which kind of border you want. • Under Apply To, tell Word which page or pages in the document get borders. • Select options to construct the border you want and then click OK.
Landscape • On the Page Layout tab, click the Page Setup group button. • Select the Margins tab. • In the Orientation area, click the Landscape button. • In the Apply To box, choose Whole Document to print landscape pages throughout your document, This Section to print only the section the cursor is in, or This Point Forward to make the rest of the pages in the document landscape pages. • Click OK.
Highlighting Parts of a Document • Select text and then choose a highlighter – Select the text you want to highlight, and then either click the Text Highlight Color button or open the drop-down list on the button and choose a color. • Choose a highlighter and then select text – Either click the Text Highlight Color button or open the drop-down list on the button and choose a color. The pointer changes into a crayon. Drag across the text you want to highlight. When you’re finished highlighting, click the Text Highlight Color button again or press Esc.
Printing an Address on an Envelope • To save a bit of time, open the document that holds the letter you want to send; then select the name and address of the person you want to send the letter to. • On the Mailings tab, click the Envelopes button. • Enter a name and address in the Delivery Address box (the address is already there if you selected it in Step 1). • Enter your return address in the Return Address box. • Check the Omit check box if you don’t want your return address to appear on the envelope. • Click the Print button.
Printing Address Labels • On the Mailings tab, click the Labels button. • Enter the label – the name and address – in the Address box. • Either click the Options button or click the label icon in the Label box to see the Label Options dialog box appear. • In the Printer Information area, select either Continuous-Feed Printers or Page Printers to state which kind of printer you have; on the Tray drop-down list, choose the option that describes how you will feed labels to your printer. • Open the Label Vendors drop-down list and choose the brand or type of labels that you have. • In the Product number menu, select the product number listed on the box that your labels come in. • Click OK to return to the Envelopes and Labels dialog box. • Choose a Print option. • Full Page of the Same Label • Single Label
Alphabetizing a List • Select the list. • On the Home tab, click the Sort button. • Click OK.
Entering a Footnote or Endnote • Place the cursor in the text where you want the note’s symbol or number to appear. • On the References tab, click the Insert Footnote button (or press Alt + Ctrl + F) or the Insert Endnote button (or press Alt + Ctrl + D). • Enter your footnote or endnote. • Click the Close button in the Notes pane if you’re in Draft view; in Print Layout view, scroll upward to return to the main text.