Chapter01 (1)

Office 2007Microsoft ®

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A Guide to Microsoft Office 2007

A Guide to Microsoft Office 2007

Chapter 1Microsoft Office Basics

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

Table of ContentsTable 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

What is Microsoft Office? 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

What is Microsoft Office? What is Microsoft Office? Microsoft Outlook – an e-mail application for organizing and searching e-mailMicrosoft Word – word processor application used to produce professional-looking documents such as letters, résumés, and reportsMicrosoft Excel – spreadsheet application used to organize, analyze, and chart dataMicrosoft Access– database application used to generate forms, queries, and reports from the data it storesMicrosoft PowerPoint – presentation application used to organize and format slidesMicrosoft Publisher – desktop publishing application used to create publications such as newsletters and business reports

What is Microsoft Office? 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)

The Microsoft Office Interface 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

The Microsoft Office Interface The Microsoft Office Interface Publisher Screen

Menu BarToolbars

Title Bar MinimizeMaximize

Close

Scroll Bars

Window Corner

Help

Restore

Contains names of menus. The menus contain groups of commands.Contains groups of commands (icons) that are

shortcuts to the commands in the menus

Displays the filename of the current documentDisplays a window that searches Microsoft Office for help on any topic

Bring unseen parts of the document into view

Allows you to resize a window by dragging

Minimize – hides the current window by shrinking it to a button on the Taskbar

Maximize – expands the current window to full screen (icon will change to Restore)

Restore – resizes window to last non-maximized size (icon will change to Maximize)

Close – closes the current window

The Microsoft Office Interface The Microsoft Office Interface Word Screen

Office Button

Ribbon

Quick Access Toolbar Title Bar MinimizeMaximize

Close

Insertion Point

Scroll Bars

Window Corner

Status Bar

HelpUsed to display a menu of commands for opening, saving, and printing a document

Click the different tabs to view groups of commands

Contains commonly used commands in one location for “Quick Access”

Displays the filename of the current documentMinimize – hides the current window by shrinking it to a button on the Taskbar

Maximize – expands the current window to full screen (icon will change to Restore)

Restore – resizes window to last non-maximized size (icon will change to Maximize)

Close – closes the current window

Restore

Displays a window to search Microsoft Office for help on any topicBring unseen parts of the document into view

Allows you to resize a window by draggingView information about the document (i.e. which

slide you are on out of total # of slides)

Blinking vertical line that indicates where the next character will be typed

Using Input Devices 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)

Using Input Devices 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:

Using Input Devices Using Input Devices More common keys:

Terminates a line of text and ends a paragraph

Terminates a line of text but doesn’t end the paragraph+

Erases the character to the RIGHT of the insertion point. Characters to the right move over to fill the gap.

Erases the character to the LEFT of the insertion point. Characters to the right move over to fill the gap.


Move to the beginning of a line

+ Move to the beginning of the document

+ Move to the end of the document

Move to the end of a line

Holding SHIFT with any combination above will highlight the text


Moves insertion point in the desired direction

+ Moves insertion point to the right from word to word

+ Moves insertion point to the left from word to word

Holding SHIFT with any combination above will highlight the text


Cancels the current operation. The specific effect depends on the current operation being performed

Scrolls the document up (approximately 29 lines)

Scrolls the document down (approximately 29 lines)

Using Input Devices 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:

Normal mouse pointer

Indicates computer is working in the background

Indicates Help mode is on. Click an item on screen to get help on its function.

I-Beam – appears when you are in a typing area. Click to place insertion point.

Using Input Devices 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

Menus,Toolbars, and Commands Menus,Toolbars, and Commands Office 2007 applications use an interface with

either one of the following: Office Button ( ) and a Quick Access Toolbar Menu bar and toolbars

Menu bar and work similarly; click to display a menu of commands

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

Press +

Note: “I” is the access key for the Insert menu

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

1.Press and hold NOTE: Access keys will appear next to the Office menu, each tab, and each

icon on Quick Access Toolbar2.Click access key for the Office menu – “F” NOTE: Access keys

will still appear next to each command and

submenu

3.Click appropriate access key to select command or submenu

Menus, Toolbars, and Commands 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

Point to Bold iconScreenTip will appearNote Keyboard Shortcut

Point to the Save commandScreenTip will appearNote Keyboard Shortcut

Using the Ribbon Using the Ribbon Ribbon – interface element that groups related

commands into tabstabs

Dialog box launcher buttonsdrop-down arrows

Dialog Boxes Dialog Boxes Dialog Box – small window with options for

completing an action

option button

text box

command button

check box

Drop-down arrow Help Close

Also called a “RADIO” button. Used with a set of options; can choose

only ONE option from the set.

Used to type in options.

Displays a list of options.

Opens the Office 2007 help window to assist with any of the options in

this dialog box.

Exits the dialog box without applying options. Same as clicking

Cancel.

Used to “check off” different options. More than one item can be checked.

Initiate actions; some buttons may bring up other dialog boxes. This dialog box has 5 buttons: Properties, Find

Printer…, Options…, OK, and Cancel

Dialog Boxes Dialog Boxes Ellipses (…) – located after some command

names or on command buttons; indicates a dialog box will appear

Pressing and an access key (underlined letter) will select a dialog box option without using the mouse

Pressing or + will advance you thru the dialog box options

Pressing an Arrow or Spacebar key will change the value for the selected option

Dialog Boxes Dialog Boxes Default button – button with a thick border;

pressing will select the default button Default Settings – the settings that are

automatically selected when a dialog box is displayed

Saving Files 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

Saving Files Saving Files New documents are given generic names such as

Document1 or Book1 until saved To save a new document:

> Save or

To save a document with a different name and/or location:

> Save as > choose appropriate command

Saving Files Saving Files

Navigation pane

Directory location

Folders

File

File List Area

Back

DeleteUp one level New Folder

Views

Extra Saving Tools

File Name

Document Type

Displays special folders and locations. Click to quickly move to the desired location.

Displays the location where the file will be saved. Click drop-down arrow to display

more locations.

Moves BACK to the last location visited.

Moves out of the current folder by going UP ONE

LEVEL.

Deletes the selected file or folder.

Creates a new folder. Moves you into the

folder after it is created.

Changes how your files and folders are viewed.

Organizes files by keeping common files together.

Saved documents. Note the difference between the icons of a

File and Folder.

White area of dialog box where files and folders will be listed.

Text box where file name is typed.

The type of document you wish to save your file as. Word has many different options.

Extra tools and options that can be applied to your file when saving.

Printing a Document Printing a Document To Print a document:

> Print > choose appropriate command or

Number of CopiesPages

All: prints all pagesCurrent Page: prints ONLY the page you are onSelection: prints only the text that is selectedPages: allows you to specify which pages to print 1,3,5-8 (prints pages 1,3, and 5 thru 8) p3s3 (prints page 3, section 3)Print Allows you to print Odd pages and Even

pages. Very useful for double-siding your paper.

Closing a Document 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:> Close or

Click the Close button

Quitting an Application 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:

>

Click the Close button

Opening a File Opening a File Opening a file transfers the contents of the file

into the computer’s memory as a document. To open a file:

> Open or

Note: Dialog box is similar to Save As dialog box.

Searching the Web 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

Internet Explorer (Microsoft)Firefox (Mozilla)Opera (Opera Company)Safari (Apple )

Searching the Web 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:

Google (www.google.com) Yahoo! (www.yahoo.com)

Ask (www.ask.com) Microsoft (search.live.com)

Excite (www.excite.com) Go (www.go.com)

Lycos (www.lycos.com)

Searching the Web 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 -)

Citing Web Sources 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

Citing Web Sources 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>.

Citing Web Sources 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>.

Multitasking 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

What is E-Mail? 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

What is E-Mail? 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:

[email protected]

user name domain name

What is E-Mail? 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

E-Mail Etiquette and Ethics 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)

E-Mail Etiquette and Ethics 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

Using Microsoft Office Help Using Microsoft Office Help To access Help:

Click or press

Help window works like a Webbrowser

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Stop

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Type words to search for Specifies location for search (i.e. Online or on local computer)

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