The document provides an overview of Microsoft Office 2007 basics, including: 1) Microsoft Office 2007 is an integrated software package consisting of applications like Word, Excel, PowerPoint, and Outlook. Each application has a similar interface to allow for easy data sharing between programs. 2) The interface includes elements like menus, ribbons, toolbars, and dialog boxes to access commands. Keyboard shortcuts and mouse inputs like clicking and scrolling are also covered. 3) Common file management tasks like opening, saving, printing and closing documents are explained. The document also introduces web searching, email basics, and citing online sources.

1. Microsoft ®
® Office 2007
A Guide to Microsoft
Office 2007
Chapter 1
Microsoft Office Basics

2. 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

3. 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

4. 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

5. 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)

6. 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

7. 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

8. 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

9. 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)

10. 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:

11. 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.

12. 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

13. 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

14. 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

15. 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.

16. 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

17. 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

18. Menus, Toolbars, and Commands
 To access a menu:
Press +
Note: “I” is the access key
for the Insert menu

19. 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
2.Click access key for the icon on Quick Access Toolbar
Office menu – “F” NOTE: Access keys
3.Click appropriate access will still appear next to
key to select command each command and
or submenu submenu

20. 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

21. Using the Ribbon
 Ribbon – interface element that groups related
commands into tabs
tabs
Dialog box launcher drop-down arrows buttons

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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 by
Navigation 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.

28. 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.

29. 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

30. 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

31. 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.

32. 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 )

33. 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)

34. 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 -)

35. 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

36. 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>.

37. 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>.

38. 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

39. 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

40. 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

41. 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

42. 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)

43. 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

44. 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)