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  • Office 2010 Skills Page: OF-2
  • Office Skill 1-1: Introduction to Microsoft Office 2010 Page: OF-3 through OF-5 You can download a free trial version of Microsoft Office from Microsoft’s Web site ( http://office.microsoft.com ). When your trial period ends, if you haven’t purchased the full software license yet, you will no longer be able to use the applications (although you will continue to be able to open and view any files you previously created with the trial version).
  • Office Skill 1-1: Introduction to Microsoft Office 2010 Page: OF-3; Figure OF 1.1 Word processing software allows you to create text-based documents, similar to how you would type a document on a typewriter.
  • Office Skill 1-1: Introduction to Microsoft Office 2010 Page: OF-3; Figure OF 1.2
  • Office Skill 1-1: Introduction to Microsoft Office 2010 Page: OF-4; Figure OF 1.3
  • Office Skill 1-1: Introduction to Microsoft Office 2010 Page: OF-4; Figure OF 1.4 For example, when you fill out an order form online, you are probably interacting with a database . The information you enter becomes a record in a database table . Your order is matched with information in an inventory table (keeping track of which items are in stock) through a query . When your order is filled, a database report can be generated for use as an invoice or a bill of lading.
  • Office Skill 1-1: Introduction to Microsoft Office 2010 Page: OF-5
  • Office Skill 1-1: Introduction to Microsoft Office 2010 Page: OF-5 tell me more Office Home and Student – includes Word 2010, Excel 2010, PowerPoint 2010, and OneNote 2010 (a note-taking and organizational program). This version of Office is intended for home use only. Use by commercial or nonprofit businesses is prohibited. Office Home and Business – includes the same applications as the Home and Student version, and adds Outlook 2010 for e-mail, contacts, and calendar management. Office Professional – includes the same applications as the Home and Business version, and adds Access 2010 and Publisher 2010 (a desktop publishing application).
  • Office Skill 1-1: Introduction to Microsoft Office 2010 Page: OF-5
  • Office Skill 1-2: Getting to Know the Office 2010 User Interface Page: OF-6; Figure OF 1.5 If you have used a word processing or spreadsheet program in the past, you may be surprised when you open one of the Microsoft Office 2010 applications for the first time. Beginning with Office 2007, Microsoft redesigned the user experience—replacing the familiar menu bar/toolbar interface with a new Ribbon interface that makes it easier to find application functions and commands. The Ribbon is located across the top of the application window and organizes common features and commands into tabs. When a specific type of object is selected (such as a picture, table, or chart), a contextual tab will appear. For example, in Word, the Home tab includes the following groups: Clipboard , Font , Paragraph , Styles , and Editing , while the Excel Home tab includes groups more appropriate for a spreadsheet program: Clipboard , Font , Alignment , Number , Styles , Cells , and Editing . The Backstage view allows you to access the commands for managing and protecting your files (Save, Open, Close, New, and Print). Backstage replaces the Office Button menu from Office 2007 and the File menu from previous versions of Office.
  • Office Skill 1-2: Getting to Know the Office 2010 User Interface Page: OF-6
  • Office Skill 1-2: Getting to Know the Office 2010 User Interface Page: OF-6 through OF-7; Figure OF 1.6, box Many commands available through the Ribbon and Backstage are also accessible through keyboard shortcuts and shortcut menus. For example, pressing the F1 key will open Help in any of the Microsoft Office applications. Keyboard shortcuts typically use a combination of two keys, although some commands use a combination of three keys and others only one key. When a keyboard shortcut calls for a combination of key presses, such as Ctrl + V to paste an item from the Clipboard, you must first press the modifier key (Ctrl ), holding it down while you press the V key on the keyboard
  • Office Skill 1-2: Getting to Know the Office 2010 User Interface Page: OF-7; Figure OF 1.7
  • Office Skill 1-2: Getting to Know the Office 2010 User Interface Page: OF-8; Figure OF 1.8 The Quick Access Toolbar is located at the top of the application window above the File tab. The Quick Access Toolbar, as its name implies, gives you quick one-click access to common commands. You can add commands to and remove commands from the Quick Access Toolbar.
  • Office Skill 1-2: Getting to Know the Office 2010 User Interface Page: OF-8
  • Office Skill 1-2: Getting to Know the Office 2010 User Interface Page: OF-9 ; Figure OF 1.9
  • Office Skill 1-2: Getting to Know the Office 2010 User Interface Page: OF-9
  • Office Skill 1-2: Getting to Know the Office 2010 User Interface Page: OF-9; Figure OF 1.10 Certain Enhanced ScreenTips also include an image along with a description of the command.
  • Office Skill 1-2: Getting to Know the Office 2010 User Interface Page: OF-10; Figure OF 1.11 The Live Preview feature in Microsoft Office 2010 allows you to see formatting changes in your file before actually committing to the change. When Live Preview is active, rolling over a command on the Ribbon will temporarily apply the formatting to the currently active text or object. To apply the formatting, click the formatting option.
  • Office Skill 1-2: Getting to Know the Office 2010 User Interface Page: OF-10; Figure OF 1.12 You can enable and disable some of the user interface features through the Options dialog box. Make a selection from the ScreenTip style: list: Show feature descriptions in ScreenTips displays Enhanced ScreenTips when they are available. Don’t show feature descriptions in ScreenTips hides Enhanced ScreenTips. The ScreenTip will still include the keyboard shortcut if there is one available. Don’t show ScreenTips hides ScreenTips altogether, so if you hold your mouse over a button on the Ribbon, nothing will appear.
  • Office Skill 1-3: Opening Files Page: OF-11; Figure OF 1.13 Opening a file retrieves it from storage and displays it on your computer screen. The steps for opening a file are the same for Word documents, Excel spreadsheets, PowerPoint presentations, and Access databases. tips & tricks - The screen shot shown here is from Word 2010 running on the Microsoft Windows 7 operating system. Depending on the operating system you are using, the Open dialog box will appear somewhat different. However, the basic steps for opening a file are the same regardless of which operating system you are using.
  • Office Skill 1-3: Opening Files Page: OF-11
  • Office Skill 1-3: Opening Files Page: OF-11
  • Office Skill 1-4: Creating New Files Page: OF-12 through OF-13; Figure OF 1.14 When you open one of the Office applications from the Start menu, a new blank file appears on your screen ready for you to begin work. The New command allows you to create new files without exiting and reopening the program. try this - To bypass the Backstage view and create a new blank file, press Ctrl + N on the keyboard.
  • Office Skill 1-4: Creating New Files Page: OF-12; Figure OF 1.15 To find a template from Office.com, click one of the categories in the Office.com section. Click each template image to see a preview of the file and description. When you find the template you want to use, click the Download button. A new file opens, prepopulated with all of the template elements. A template is a file with predefined settings that you can use as a pattern to create a new file of your own. Using a template makes creating a fully formatted and designed new file easy, saving you time and effort. There are templates available for letters, memos, résumés, newsletters, budgets, expense reports, sales presentations, project management databases, and almost any other type of file you can imagine. The Office.com section gives you access to hundreds of templates available from Office.com , but you must have an active Internet connection to download a template from this section. Each of the Office applications includes a set of templates that are copied to your computer when you install the application. These templates are always available from the Home section of the Available Templates page, in the Sample templates category.
  • Office Skill 1-5: Saving Files Page: OF-14; Figure OF 1.16 As you work on a new file, it is displayed onscreen and stored in your computer’s memory. However, it is not permanently stored until you save it as a file to a specific location. The first time you save a file, the Save As dialog box will open. Here you can enter a file name, select the file type, and choose where to save the file. The next time you save this file, it will be saved with the same file name and to the same location automatically. The Save As dialog box will not open again. As you are working with files, be sure to save often! Although Office 2010 includes a recovery function, it is not foolproof. If you lose power or your computer crashes, you may lose all the work done on the file since the last save. tips & tricks - The screen shot shown here is from Word 2010 running on the Microsoft Windows 7 operating system. Depending on the operating system you are using, the Save As dialog box will appear somewhat different. However, the basic steps for saving a file are the same regardless of which operating system you are using.
  • Office Skill 1-5: Saving Files Page: OF-14
  • Office Skill 1-5: Saving Files Page: OF-14 Files created with Office 2007 and Office 2010 will not work with older versions of Office. If you want to share your files with people who are using Office 2003 or older, you should save the files in a different file format.
  • Office Skill 1-6: Checking Spelling Page: OF-15; Figure OF 1.17 In Word, the Spelling & Grammar button is located in the Proofing group. In Access, the Spelling button is on the Home tab, in the Records group. All of the Office applications include a built-in spelling checker. When you start the spelling checker, you will see that the Spelling dialog box varies slightly from application to application, but the basic spelling checker functionality is the same for all. In fact, the Office applications share the same dictionaries (the lists of words that the spelling checker checks against). With the spelling checker available in every application, there are no excuses for typos and misspelled words.
  • Office Skill 1-6: Checking Spelling Page: OF-15 Whether or not you use the Spelling tool, you should always proofread your files. Spelling checkers are not infallible, especially if you misuse a word, yet spell it correctly—for instance, writing “bored” instead of “board.” When reviewing spelling suggestions in the Spelling dialog box, several actions are available for you to select: Click Ignore Once to make no changes to this instance of the word. Click Ignore All to make no changes to all instances of the word. Click Add to Dictionary to make no changes to this instance of the word and add it to the main dictionary, so future uses of this word will not show up as misspellings. When you add a word to the main dictionary, it is available for all of the Office applications. Click the correct spelling in the Suggestions: list, and click Change to correct just this instance of the misspelling in your document. Click the correct spelling in the Suggestions: list, and click Change All to correct all instances of the misspelling in your document. Click OK to close the dialog box and return to your file.
  • Office Skill 1-6: Checking Spelling Page: OF-15
  • Office Skill 1-7: Using Cut, Copy, and Paste Page: OF-16
  • Office Skill 1-7: Using Cut, Copy, and Paste Page: OF-16; Figure OF 1.18
  • Office Skill 1-7: Using Cut, Copy, and Paste Page: OF-16 tips & tricks - The Office Clipboard is common across all Office applications— so you can cut text from a Word document and then paste that text into an Excel spreadsheet or copy a chart from Excel into a PowerPoint presentation.
  • Office Skill 1-7: Using Cut, Copy, and Paste Page: OF-16 Each type of object has different paste options. For example, if you are pasting text, you may have options to: keep the source formatting, merge the formatting of the source and the current document, or paste only the text without any formatting. Move your mouse over the icon for each paste option to see a preview of how the paste would look, and then click the icon for the paste option you want.
  • Office Skill 1-7: Using Cut, Copy, and Paste Page: OF-16
  • Office Skill 1-8: Using Undo and Redo Page: OF-17; Figure OF 1.19 If you make a mistake when working, the Undo command allows you to reverse the last action you performed. The Redo command allows you to reverse the undo command and restore the file to its previous state. The Quick Access Toolbar gives you immediate access to both of these commands.
  • Office Skill 1-8: Using Undo and Redo Page: OF-17 Not every action can be undone. To undo an action, you can also press Ctrl + Z on the keyboard. To redo an action, you can also press Ctrl + Y on the keyboard.
  • Office Skill 1-9: Preview and Printing Page: OF-18; Figure OF 1.20 In Office 2010, all of the print settings are combined in a single page along with a preview of how the printed file will look. As you change print settings, the preview updates. The page (referred to as the Print tab in Backstage view) is similar for Word, Excel, and PowerPoint, with each application offering different print settings. In Access, print preview is a special database view, not integrated into the Print tab.
  • Office Skill 1-9: Preview and Printing Page: OF-18 After viewing the preview, click the File tab again to return to Backstage view. Click Print again, and then choose one of the print options ( Quick Print or Print ).
  • Office Skill 1-9: Preview and Printing Page: OF-18
  • Office Skill 1-10: Checking for Compatibility Page: OF-19; Figure OF 1.21 To check your file to see if it contains elements that are not compatible with earlier versions of Microsoft Office: Some features in Word 2010, Excel 2010, and PowerPoint 2010 are not available in previous versions of the applications. If a file uses one of the new features, opening it in a previous version of Office may have unintended consequences. For example, conditional formatting in an Excel 2010 workbook will be converted to static cell shading in Excel 2003. If you are sharing a file created in Office 2010 with someone who may be using an earlier version of Office, you should check the file for compatibility issues. The Compatibility Checker lists the items in your file that may be lost or downgraded if you save the document in an earlier Microsoft Office format. For each item, the dialog box lists the number of times the issue occurs in the file ( Occurrences ). Note: Running the Compatibility Checker does not change your document. It only lists the items that will lose functionality when the document is saved in an earlier Microsoft Office format. It is up to you whether or not you want to make any changes to the file.
  • Office Skill 1-10: Checking for Compatibility Page: OF-19 There are few compatibility issues between Office 2010 and Office 2007, but there may be quite a few between Office 2010 and Office 97-2003.
  • Office Skill 1-11: Using the Status Bar Page: OF-20 The status bar appears at the bottom of the application window and displays information about the current file. The information available on the status bar varies by application.
  • Office Skill 1-11: Using the Status Bar Page: OF-20; Figure OF 1.22 Drag the slider to the right to increase the zoom percentage and make text and images appear larger; drag the slider to the left to decrease the zoom percentage to make text and images look smaller. The status bar also displays buttons for changing the file view. Although Word, Excel, PowerPoint, and Access all offer different types of views, the buttons for changing the view appear in the same place for all the applications— near the right side of the status bar.
  • Office Skill 1-12: Using Help Page: OF-21; Figure OF 1.23 If you don’t know how to perform a task, you can look it up in the Office Help system. Each application comes with its own Help system with topics specifically tailored for working with that application. tips & tricks - At the bottom right of the Help window there is a button indicating if you are connected to Office.com or if you are working offline. If you are working offline (not connected to Office.com ), Help is still available, but it is limited to the topics that are installed as part of the Office applications. If you are connected to Office.com , the Help system adds material from the Office.com Web site including templates and links to other Web sites.
  • Office Skill 1-12: Using Help Page: OF-21 try this - To open the Help window, you can also press F1 on the keyboard.
  • Office Skill 1-13: Closing Files and Exiting the Application Page: OF-22; Figure OF 1.24 Click Yes to save the changes. Click No to close the document without saving your latest changes. Click Cancel to keep the document open. Closing a document removes it from your computer screen and stores the last-saved version for future use. If you have not saved your latest changes, most applications will prevent you from losing work by asking if you want to save the changes you made before closing. When you close a file, the application stays open so you can open another file to edit or begin a new file. Often, when you are finished working on a file, you want to close the file and close the application at the same time. In this case, click the Exit button in Backstage view instead of Close.
  • Office Skill 1-13: Closing Files and Exiting the Application Page: OF-22 This is similar to clicking the Exit button from Backstage view.
  • Office 2010 Skills Page: OF-2
  • Triad 2010 office

    1. 1. © 2012 The McGraw-Hill Companies, Inc. All rights reserved.office 2010Chapter 1Chapter 1Getting Started withGetting Started withMicrosoft Office 2010Microsoft Office 2010Common FeaturesCommon Features
    2. 2. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Getting Started with Office 2010Getting Started with Office 2010• Skill 1.1 Introduction to Microsoft Office 2010• Skill 1.2 Getting to know the Office 2010 User Interface• Skill 1.3 Opening Files• Skill 1.4 Creating New Files• Skill 1.5 Saving Files• Skill 1.6 Checking Spelling• Skill 1.7 Using Cut, Copy, and Paste• Skill 1.8 Using Undo and Redo• Skill 1.9 Previewing and Printing• Skill 1.10 Checking for Compatibility• Skill 1.11 Using the Status Bar• Skill 1.12 Using Help• Skill 1.13 Closing Files and Exiting the Application1-2
    3. 3. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Office Skill 1.1Office Skill 1.1Introduction to Microsoft Office 2010Introduction to Microsoft Office 2010• Microsoft Office 2010 is a collection of businessproductivity applications (computer programsdesigned to make you more productive at work,school, and home).• The most popular Office applications are:– Microsoft Word – a word processing program– Microsoft Excel – a spreadsheet program– Microsoft PowerPoint – a presentation program– Microsoft Access – a database program1-3
    4. 4. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Microsoft WordMicrosoft WordWord processing software:•Offers more powerful formattingand design tools.•Allows you to create complexdocuments including reports,resumes, brochures, andnewsletters.1-4
    5. 5. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Microsoft ExcelMicrosoft Excel• Originally viewed as electronicversions of an accountant’sledger.• Today’s spreadsheetapplications :• Can do much more thanjust calculate numbers.• Include powerful chartingand data analysis features.• Can be used for everythingfrom personal budgets tocalculating loan payments.1-5
    6. 6. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Microsoft PowerPointMicrosoft PowerPoint• PowerPoint applicationsenable you to create robust,multimedia presentations.• A presentation consists of aseries of electronic slides.• Each slide contains content,including text, images, charts,and other objects.• You can add multimediaelements to slides, includinganimations, audio, and video.1-6
    7. 7. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Microsoft AccessMicrosoft Access• Database applications allowyou to organize andmanipulate large amounts ofdata.• Databases that allow you torelate tables and databases toone another are referred to asrelational databases.• A database user usually seesonly one aspect of thedatabase – a form.• Database forms use agraphical interface to allow auser to enter record data.1-7
    8. 8. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Open One of the Office ApplicationsOpen One of the Office Applications• To open one of the Office applications:– Click the Windows Start button (located in the lowerleft corner of your computer screen).– Click All Programs.– Click the Microsoft Office folder.– Click the application you want to open.• Word, Excel, and PowerPoint opena new blank file automatically.• Access opens to Backstage™ view,where you are asked to give thedatabase a file name first.1-8
    9. 9. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Popular Versions of Microsoft OfficePopular Versions of Microsoft Office1-9
    10. 10. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Instant Search BoxInstant Search Box• A shortcut for starting one of the Office applications isto type the application name in the Instant Search boxat the bottom of the Start menu:– Click the Start button .– In the Instant Search box, type Access, Excel,PowerPoint, or Word, and then press .– The application will open a new blank file.1-10
    11. 11. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Office Skill 1.2Office Skill 1.2Getting to Know the Office 2010 User InterfaceGetting to Know the Office 2010 User InterfaceThe Ribbon•Each tab organizes commandsfurther into related groups.•Contextual tabs containcommands specific to the type ofobject selected and are visiblewhen useful.•Each application includes aHome tab that contains its mostcommonly used commands.•The File tab opens theMicrosoft Office Backstage™view, allowing you to access thecommands for managing andprotecting your files.1-11
    12. 12. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Minimize the RibbonMinimize the Ribbon• If you need more space for your document, you can minimizethe Ribbon by clicking the Minimize the Ribbon button inthe upper-right corner of the Ribbon (or press ).• When the Ribbon is minimized, the tab names appear along thetop of the window.• When you click a tab name, the Ribbon appears.• After you select a command or click away from the Ribbon, theRibbon hides again. To redisplay the Ribbon permanently, clickthe Expand the Ribbon button in the upper-right corner ofthe window.• Double-click the active tab to hide or display the Ribbon.1-12
    13. 13. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Keyboard ShortcutsKeyboard Shortcuts• Keyboard shortcuts are keysor combinations of keys thatyou press to execute acommand.• Some keyboard shortcuts referto F keys or function keys.These are the keys that runacross the top of the keyboard.• Pressing these keys willexecute specific commands.• Many of the keyboardshortcuts are universal acrossapplications – all applications,not just Microsoft Officeapplications.• Some examples of universalshortcut keys are listed in theadjacent figure.1-13
    14. 14. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Shortcut MenusShortcut Menus• Shortcut menus are menusof commands that displaywhen you right-click an area ofthe application window. Thearea or object you right-clickdetermines which menuappears.• Right-click in a paragraphto see a shortcut menu ofcommands for working withtext.• Right-click an image to seea shortcut menu ofcommands for working withimages.1-14
    15. 15. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Quick Access ToolbarQuick Access ToolbarTo modify the Quick AccessToolbar:1.Click the Customize QuickAccess Toolbar button locatedon the right side of the QuickAccess Toolbar.2.Options with check marks nextto them are already displayed onthe toolbar. Options with nocheck mark are not currentlydisplayed.3.Click an option to add it to orremove it from the Quick AccessToolbar.1-15
    16. 16. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Single Mouse Click PrintSingle Mouse Click Print• If you want to be able to printwith a single mouse click, addthe Quick Print button to theQuick Access Toolbar.• If you do not need to changeany print settings, this is by farthe easiest method to print afile because it doesn’t requireopening Backstage view first.1-16
    17. 17. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.The Mini ToolbarThe Mini Toolbar• The Mini toolbar gives youaccess to common tools forworking with text.• When you select text and thenrest your mouse over the text,the Mini toolbar fades in. Youcan then click a button tochange the selected text justas you would on the Ribbon.1-17
    18. 18. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.The Mini ToolbarThe Mini Toolbar• To display the Mini toolbar,you can also right-click thetext.• The Mini toolbar appearsabove the shortcut menu.1-18
    19. 19. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Enhanced ScreenTipsEnhanced ScreenTips• A ScreenTip is a smallinformation box that displaysthe name of the commandwhen you rest your mouseover a button on the Ribbon.• An Enhanced ScreenTipdisplays not only the name ofthe command, but also thekeyboard shortcut (if there isone) and a short description ofwhat the button does andwhen it is used.1-19
    20. 20. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Using Live PreviewUsing Live Preview• Font Formatting — font, fontsize, text highlight color, fontcolor• Paragraph Formatting —numbering, bullets, shading• Quick Styles and Themes• Table Formatting —table style,shading• Picture Formatting —color &correction options, picture style,border, effects, positioning,brightness, contrast• SmartArt — layout, style, color• Shape Styles — border,shading, effects1-20
    21. 21. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.The Options Dialog BoxThe Options Dialog Box1. Click the File tab to openBackstage view.2. Click Options.3. Make the changes you want,and then click OK to saveyour changes.• Check or uncheck ShowMini toolbar on selectionto control whether or notthe Mini toolbar appearswhen you hover overselected text.• Check or uncheck EnableLive Preview to turn thelive preview feature on oroff.1-21
    22. 22. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Office Skill 1.3Office Skill 1.3Opening FilesOpening FilesTo open an existing file:1.Click the File tab to openBackstage view.2.Click Open.3.The Open dialog box appears.If necessary, navigate to find thefolder location where the file youwant is stored.4.Select the file name in thelarge list box.5.Click the Open button in thedialog box.1-22
    23. 23. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Find Recent FilesFind Recent FilesYou can find files that you haverecently worked on.1.Click the File tab to openBackstage view.2.Click Recent.3.The Recent Files list shows themost recent files you haveworked on. Click a file name toopen it.•If you don’t see the file you needin the Recent Files list, you canuse the Recent Places list tobrowse to a specific folder. Clicka folder in the Recent Places list.1-23Recent Files list
    24. 24. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Open Dialog BoxOpen Dialog Box• To open the Open dialog box,you can also presson the keyboard.• To open the file from withinthe Open dialog box, you canalso• Press the key once youhave typed or selected a filename.• Double-click the file name.1-24Open dialog box
    25. 25. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Office Skill 1.4Office Skill 1.4Creating New FilesCreating New FilesTo create a new blank file:1.Click the File tab to openBackstage view.2.Click New.3.Under the Home section, theBlank option is selected bydefault.• To create a new blankdocument, workbook, orpresentation, simply clickthe Create button beneaththe preview of the blankfile.• In Access, you will need toenter a file name for thenew database beforeclicking Create.1-25
    26. 26. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Create New File From TemplateCreate New File From TemplateTo create a new file from atemplate:1.Click the File tab to openBackstage view.2.Click New.3.The right pane is labeledAvailable Templates. The Blankoption is considered a template.The Home section gives accessto templates located on yourcomputer. The Office.comsection gives access totemplates on Office.com.1-26
    27. 27. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Office Skill 1.5Office Skill 1.5Saving FilesSaving FilesTo save a file for the first time:1.Click the Save button on theQuick Access Toolbar.2.The Save As dialog boxappears.3.Navigate to location where youwant to save the file.4.To create a new folder, clickNew Folder button near top ofthe file list. The new folder iscreated with the temporary nameNew Folder. Type the new namefor the folder and press Enter.5.Click in the File name: box andtype a file name.6.Click the Save button.1-27
    28. 28. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.SaveSave andand Save AsSave As• To save a file, you can also• Press on thekeyboard.• Click the File tab, andthen select Save.• To open the Save As dialogbox, you can also click the Filetab, and then select Save As.1-28Click Ctrl S to saveSave As dialog box
    29. 29. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Ensure CompatibilityEnsure CompatibilityTo share files with people usingOffice 2003 or older:1.Click the File tab.2.Click Save As.3.The Save As dialog box opens.Click the arrow at the end of theSave as type: box to expand thelist of available file types.4.To ensure compatibility witholder versions of Office, selectthe file type that includes 97-2003 (for example, Word 97-2003 Document or Excel 97-2003 Workbook ).1-29Save as type box
    30. 30. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Office Skill 1.6Office Skill 1.6Checking SpellingChecking SpellingTo check for spelling errors:1.Click the Review tab on theRibbon. In the Proofing group,click the Spelling button.2.The first spelling error appearsin the Spelling dialog box.3.Review spelling suggestionsand then select an action.4.After selecting action, thespelling checker advances to thenext spelling error.5.When the spelling checkerfinds no more errors, it displays amessage telling you the check iscomplete.1-30
    31. 31. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Auto-CorrectAuto-CorrectIf you misspell a word often, thenext time the spelling checkercatches the misspelling, use thistrick:•Click the correct spelling in theSuggestions: list and then clickthe Auto-Correct button.•Now, when you type themisspelled version of the word, itwill be corrected automatically asyou type.1-31Spelling dialog box
    32. 32. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Same Word Repeated?Same Word Repeated?• If you have repeated the sameword in a sentence, Word willflag the second instance of theword as a possible error.• In the Spelling dialog box, theChange button will switch to aDelete button.• Click the Delete button toremove the duplicate word.To open the Spelling dialog box,you can also press the key.1-32Spelling dialog box
    33. 33. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Office Skill 1.7Office Skill 1.7Using Cut, Copy, and PasteUsing Cut, Copy, and PasteThe Cut, Copy, and Paste commands are used to movetext and other objects within a file and from one file toanother.– Text or an object that is cut is removed from the fileand placed on the Office clipboard.– The copy command places a duplicate of the selectedtext or object on the Clipboard without changing the file.– The paste command is used to insert text or an objectfrom the Clipboard into a file.1-33
    34. 34. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Move Text within a FileMove Text within a FileTo move text within a file:1.Select the text to be cut orcopied.2.On the Home tab of theRibbon, click the appropriatebutton: Cut or Copy.3.Place the cursor where youwant to insert the text from theClipboard.4.Click the Paste button on theRibbon.These same steps apply whetheryou are cutting, copying, andpasting text, pictures, shapes,video files, or any type of objectin an Office file.1-34Paste, Cut, Copy on the Ribbon
    35. 35. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.The ClipboardThe Clipboard• When you cut or copy items, they are placed on theOffice Clipboard.• The Office Clipboard can store up to 24 items.• When you use the Paste command, the item mostrecently added to the Clipboard is pasted into thecurrent file.• To cut or copy multiple items and then paste them indifferent places in your file:– Open the Office Clipboard by clicking the dialog launcher in theClipboard group.– Next to each item in the Clipboard is an icon that identifies theapplication from which the item originated (Word, Excel, etc.).– From the Clipboard task pane, click any item to paste it into thecurrent file.1-35
    36. 36. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.The Paste ButtonThe Paste ButtonThe Paste button has two parts:•The top part of the buttonpastes the topmost contents ofthe Clipboard into the current file.•The bottom part of the button(the Paste button arrow) lets youcontrol how the item is pasted.1-36Paste button
    37. 37. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Cut, Copy, or Paste ShortcutsCut, Copy, or Paste ShortcutsTo apply the Cut, Copy, or Paste command, you canalso use the following shortcuts:•Cut — Press on the keyboard, or right-click and selectCut.•Copy — Press on the keyboard, or right-click and selectCopy.•Paste — Press on the keyboard, or right-click and selectPaste.1-37
    38. 38. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Office Skill 1.8Office Skill 1.8Using Undo and RedoUsing Undo and RedoTo undo the last action taken,click the Undo button on theQuick Access Toolbar.To redo the last action taken,click the Redo button on theQuick Access Toolbar.To undo multiple actions at thesame time:1.Click the arrow next to theUndo button to expand list ofyour most recent actions.2.Click an action in list.3.The action you click will beundone, along with actionscompleted after that.1-38
    39. 39. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.WarningsWarnings• Often the application will warnyou before you do somethingthat you can’t undo–but notalways.• Before you delete a databaserecord, Access will warn youthat the action cannot beundone.• In Excel, if you delete aworksheet, Excel will ask youif you want to permanentlydelete the data in the sheet.The warning box does notexplicitly tell you that thisaction cannot be undone.1-39Warning box
    40. 40. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Office Skill 1.9Office Skill 1.9Preview and PrintingPreview and PrintingTo preview and print your file inWord, Excel, and PowerPoint:1.Click the File tab.2.Click Print.3.At the right side of the page isa preview of the printed file.Beneath the preview there is apage count. If there are multiplepages, use the Next andPrevious arrows to preview thepages. Use the scrollbar to theright to scroll through the pages.4.Click the Print button to sendthe file to the default printer.1-40
    41. 41. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.To Preview & Print in AccessTo Preview & Print in Access1. Click the File tab.2. Click Print.3. The Print tab offers threeoptions:• Quick Print —sendsobject to printer withoutmaking any changes to theprinter settings.• Print —opens the Printdialog box, where youcontrol which pages toprint, the number of copiesto print, and other printersettings.• Print Preview —opensobject in Print Previewview.1-41Print Preview ViewPrint options
    42. 42. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Quick PrintQuick Printtips & tricks– Add the Quick Print command to the Quick AccessToolbar so you can print with a single mouse click.– If you do not need to change the default print settings,you can click the Quick Print button instead of goingthrough the Print tab in Backstage view.try this•Press to open the Print tab in Backstage view.1-42
    43. 43. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Office Skill 1.10Office Skill 1.10Checking for CompatibilityChecking for CompatibilityTo check for compatibility:1.Click the File tab.2.The Info tab in Backstage viewopens automatically. Click theCheck for Issues button, andthen click Check Compatibility.3.The Compatibility Checkerdialog box opens to list the itemsin your file that may be lost ordowngraded if you save thedocument in an earlier MicrosoftOffice format.4.Review the compatibilityissues, and then click OK toclose the Compatibility Checker.1-43
    44. 44. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Set Compatibility CheckerSet Compatibility CheckerIf you often share files withpeople using an older version ofMicrosoft Office, you can setCompatibility Checker to runevery time you save the file.•Open the Compatibility Checkerdialog box, and then click theCheck compatibility whensaving check box to add a checkmark. Click OK.In the Compatibility Checker, youcan check for compatibility withOffice 2007 or Office 97-2003.Click the Select versions toshow button and click the optionyou want.1-44Compatibility Checker dialog boxSelect versions to showbutton
    45. 45. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Office Skill 1.11Office Skill 1.11Using the Status BarUsing the Status Bar• Status bar information varies by application.• In Word, the status bar may display the page number, number of words in thedocument, the current vertical position of the cursor in the document, andwhether or not there are spelling and grammar errors.• In Excel, the status bar displays whether the current cell is in Ready or Editmode. When a group of cells is selected, the status bar may display the sumor average of the values, the number of cells selected, or the minimum ormaximum value within the selected range.• In PowerPoint, the status bar displays the slide number, the current theme,and whether or not there are spelling errors.• In Access, the status bar displays the name of the current view and whetheror not a filter has been applied to the current object.1-45
    46. 46. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Change Status BarChange Status BarTo change the information shownon the status bar:1.Right-click anywhere on thestatus bar.2.In the Customize Status Barmenu, click an item to add it to orremove it from the status bardisplay.Common status bar elements:•Word, Excel, and PowerPointinclude a zoom slider at theright side of the status bar forcontrolling how the file appearson screen.•The status bar displays buttonsfor changing the file view.1-46
    47. 47. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Office Skill 1.12Office Skill 1.12Using HelpUsing HelpTo look up a topic using theMicrosoft Office Help system:1.Click the Microsoft OfficeHelp button. It is located atthe far right of the Ribbon.2.In the Type words to search forbox, type a word or phrasedescribing the topic you wanthelp with.3.Click the Searchbutton.4.A list of results appears.5.Click a result to display thehelp topic.1-47
    48. 48. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Help ToolbarHelp ToolbarThe Help toolbar is located at thetop of the Help window.This toolbar includes buttons for•navigating between screens,•stopping the search,•reloading the current screen,•returning to the Help Homepage,•printing the current topic,•changing font size,•showing the help table ofcontents,•keeping the help window on topof the Microsoft Office application(pushpin icon).1-48Help Toolbar
    49. 49. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Office Skill 1.13Office Skill 1.13Closing Files and Exiting the ApplicationClosing Files and Exiting the ApplicationTo close a file and save thelatest changes:1.Click the File tab to openBackstage view.2.Click the Close button.3.If you have made no changessince the last time you saved thefile, it will close immediately. Ifchanges have been made, theapplication displays a messagebox asking if you want to savethe changes you made beforeclosing.1-49
    50. 50. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Closing a Document or the ApplicationClosing a Document or the Application• To close a document, you can also press on thekeyboard.• To close the application, click the in the upper-right corner of the application window or right-click thetitle bar of the application window and select Close.1-50
    51. 51. askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Getting Started with Office 2010 RecapGetting Started with Office 2010 Recap• Skill 1.1 Introduction to Microsoft Office 2010• Skill 1.2 Getting to know the Office 2010 User Interface• Skill 1.3 Opening Files• Skill 1.4 Creating New Files• Skill 1.5 Saving Files• Skill 1.6 Checking Spelling• Skill 1.7 Using Cut, Copy, and Paste• Skill 1.8 Using Undo and Redo• Skill 1.9 Previewing and Printing• Skill 1.10 Checking for Compatibility• Skill 1.11 Using the Status Bar• Skill 1.12 Using Help• Skill 1.13 Closing Files and Exiting the Application1-51

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