Microsoft ®® Office 2007 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 A Guide to Microsoft Office 2007 Chapter 1 – Microsoft Office Basics
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? Microsoft Outlook – an e-mail application for organizing and searching e-mail Microsoft Word – word processor application used to produce professional-looking documents such as letters, résumés, and reports Microsoft Excel – spreadsheet application used to organize, analyze, and chart data Microsoft Access– database application used to generate forms, queries, and reports from the data it stores Microsoft PowerPoint – presentation application used to organize and format slides Microsoft Publisher – desktop publishing application used to create publications such as newsletters and business reports
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 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 Restore Maximize Title Bar Minimize Close Publisher Screen Menu Bar Help Toolbars Minimize – hides the current window by window ofto asearchesthe Taskbar Office Displays theafilename that button on document Displays shrinking it the current Microsoft Contains names of menus. The menus contain Maximize – expands the current window to full screen on any topic to Restore) for help (icon groups of commands. will change view ContainsBring unseen parts of the document into groups of commands (icons) that are Restore – resizes window to last non-maximized size (icon will change to Maximize) shortcuts to the commands in the menus Bars Scroll Close – closes the current window Allows you to resize a window by dragging Window Corner
The Microsoft Office Interface Restore Maximize Word Screen Quick Access Toolbar Title Bar Minimize Close Office Button Minimize – hides theContainsto display a used to a commandsone Help Ribbon current window by shrinking ofcommands in Taskbar Used commonly menu the current document Displays the filename it of button on the for location for “Quick Access” opening, saving, and printing awill change to Office Displays a window to (icon document Maximize – expands the current window to full screen search Microsoft Restore)for Click the different tabs to view groups of into view Bring unseen parts help on any topic of the document Restore – resizes window to last non-maximized size (icon will change to Maximize) commands Scroll Bars Close – closes the current window Insertion Point Blinking vertical line that indicates whereby dragging Allows you to resize a window the View information aboutcharacter will be typed Window Corner next the document (i.e. which slide you are on out of total # of slides) Status Bar
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 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 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.
Using Input Devices More common keys: Move to the beginning of a line Move to the end of a line + Move to the beginning of the document + Move to the end of the document Holding SHIFT with any combination above will highlight the text
Using Input Devices More common keys: 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
Using Input Devices More common keys: Scrolls the document up (approximately 29 lines) Scrolls the document down (approximately 29 lines) Cancels the current operation. The specific effect depends on the current operation being performed
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 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 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 To access a menu: Press + Note: “I” is the access key for the Insert menu
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 each2.Click access key for the icon on Quick Access Toolbar Office menu – “F” NOTE: Access keys3.Click appropriate access will still appear next to key to select command each command and or submenu submenu
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 Note Keyboard Shortcut ScreenTip Boldappear Point to will icon Point toKeyboard Shortcut Note the Save appear ScreenTip will command
Using the Ribbon Ribbon – interface element that groups related commands into tabs tabs Dialog box launcher drop-down arrows buttons
Dialog Boxes Dialog Box – small window with options for completing an action Drop-down arrow Help Close Opens the Office 2007 help window Exits the dialog box without applying options. Same as clicking to assist with any of the options in Displays a list of options. this Cancel. dialog box. option button Used to “check off” different options. Also called a “RADIO”options. Used Used to type in button. More than one item can be checked. with a set of options; can choose box check text box only ONE option from the set. Initiate actions; some buttons may bring up other dialog boxes. This dialog box has 5 buttons: Properties, Find Printer…, Options…, OK, and Cancel command button
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 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 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 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 Delete Up one level New Folder Directory location Back Views Displays the location where the file will DeletesBACK to folder. Folders Moves theout ofthe last be Movesa new the file Creates selected saved. Click drop-down arrow to display Moves you intogoing currentor folder. the location visited. folder byNavigation pane Organizes files by keeping commonUPafter itLEVEL. Saved documents. Note the folder ONE is created. more locations. File differencefiles together. icons of a between the File and Folder. Displays special folders and locations. Click files Changes how your to quickly move to the and folders are viewed. desired location. White area of dialog box wheretyped. Text box where file name is files and File Name folders will be listed. Extra tools and options that can be applied to your file when saving. Extra Saving Tools Document Type The type of document you wish to save your file as. Word has many different options.
Printing a Document To Print a document: > Print > choose appropriate command or All: prints all pages Pages Current Page: prints ONLY the page you are on Number of Copies Selection: prints only the text that is selected Pages: allows you to specify which pages to print 1,3,5-8 (prints pages 1,3, and 5 thru 8) Print p3s3 (prints page 3, section 3) Allows you to print Odd pages and Even pages. Very useful for double-siding your paper.
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 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 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 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 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 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 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 in MLA Handbook for Writers of Research Papers, Sixth Edition
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 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 – 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? 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? 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: John_doe@somewhere.com user name domain name
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 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 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 To access Help: Click or press Help window works like a Web browser Change Back Stop Home Font Size Forward Refresh Print Show Table of Contents Type words to search for Specifies location for search (i.e. Online or on local computer)