copyright © 2006 prentice-hall. all rights reserved.1 computer literacy for ic 3 unit 2: using...

1Copyright © 2006 Prentice-Hall. All rights reserved.

Computer Literacy for IC3

Unit 2: Using Productivity Software

Project 2: Creating and Editing Files


Objectives

Create and save files Open files using Windows Explorer Navigate around open files Perform simple editing Navigate longer documents Insert, select, delete, and replace text Copy text Move text Use Undo and Redo


Overview

Ways to start a new file: In a blank work area An existing document Template

Always review and edit your work Use scroll bars, keys, or mouse to move in a

work area


Templates

A preformatted pattern designed for a specific purpose Letterhead style Expense report Balance sheet Fax cover Marketing plan Training Student records database


Excel’s Templates

Templates on your computer

Visit the Microsoft Web page to find more templates

New Workbook task pane


Parts of an Excel Template

Active cell

Formula in this cell

Label

Input data here


Inputting Numbers in a Worksheet

What to type Numbers Decimals

What not to type Dollar signs Commas Other symbols

Format numbers after entering them


Saving a File

Folder in which the file will be saved

Name of the new file

Type of file

Click to save the file


Using the Enter Key

There are only three times you press the Enter key when typing a Word document:

At the end of a paragraph

At the end of a short line

To insert a blank line

Slide W1.2


New Word Document

Text added in the work area

Standard toolbar

Formatting toolbar

To leave a blank line, press Enter

No hard returns in paragraphs; use Wordwrap


Opening a File

Select file in the Open dialog box Double-click the filename in Windows

Explorer or My Computer Right-click the filename in Windows Explorer

or My Computer and choose Open Create a shortcut on the desktop and double-

click it


Windows Explorer

Subfolder

Contents Area

Drives and folders on this computer


Troubleshoot Opening Files

No application program associated with the file

File version is newer than the application program version

File saved using encoding standard unknown to the application program

Corrupt file


Corrupted Files

Ways to avoid corrupted files Don’t expose media to magnetic fields Don’t scratch discs Keep discs clean Protect discs in storage

Keep backup copies of important files


Navigate in a Document

Arrow keys – up, down, left, and right Navigation keys – Page Up, Page Down,

Home, End Click the mouse Horizontal and vertical scroll bars Scroll box within the scroll bars


Backspace vs. Delete

If the insertion pointis to the left of theerror, use Delete.

If the insertion pointis to the right of theerror, use Backspace.

ErroerErroer


Spelling and Grammar

Incorrect words a spelling checker will not mark: Proper names Jargon, such as legal or medical

terms Wrong words, such as “their” for

“there” Never blindly accept grammar or

spelling suggestions; always proofread yourself


Correcting Errors

Spelling errors Spelling

suggestion

Spelling shortcut menu

Grammar error


AutoCorrect: Common Errors

Errors:

teh

cna

adn

ahve

thier

vrey

wehn

Corrections:

the

can

and

have

their

very

when


Insert vs. Overtype

Insert mode moves text to the right to make room for new text

Overtype mode overwrites existing text as you type

Press INS key to switch between modes Double-click OVR in the status bar to switch

between modes


Navigate Longer Document

Go To command F5 Edit, Go To

Find

Browse buttons by page by section by figures others


Find and Replace

Text to look for in the document

Click this tab to specify what text to replace with

Search for the next entry

Matching text that Find and Replace found


Selecting Text

Tips for selecting text When dragging the mouse, don’t let up on the

mouse button until you select exactly what you want

If the selection is too small, hold Shift and press the right or down arrow key to extend it

If the selection is too large, hold Shift and press the left or up arrow key to reduce it

If you drag the mouse to the bottom of the page and the page flies by, use the keyboard rather than the mouse


Steps to Copy and Paste

Step 2: Cut (orcopy) the item

Step 3: Placein new location

Step 4: Paste

Step 1: Selectthe item


Using the Clipboard

Clipboard task pane

Selected text Copied item


Moving Text

Using commands Select text Edit, Cut Position insertion

point in new location Edit, Paste

Drag-and-drop


Undo and Redo

Action Taken (adding text, deleting, formatting, etc.)

Undo - Removes previous action

Action is taken again by the program

Redo - Performs the action again


Keyboard Shortcuts

Cut selected item Ctrl + x

Copy selected item Ctrl + c

Paste item on Clipboard Ctrl + v

Undo last action Ctrl + z

Redo last action Ctrl + y

Find text Ctrl + f

Find and replace text Ctrl + h


End-of-Project Exercises

Screen ID Multiple Choice Discussion Skill Drill

Editing a Letter Using Find and Replace Writing a Letter Starting with a Blank Document Using Microsoft Help to Explore Keyboard Shortcuts Editing an Excel Worksheet


End-of-Project Exercises (continued)

Challenge Using a Word Template to Create a Fax Cover Using Drag-and-Drop to Move Text Copying Information Between Applications Opening a Document That Has a Different File

Format Discovery Zone

Using Help to Discover More About Templates Creating an Envelope


Summary

Create new files from existing ones, blank ones, or templates

Opening files in Windows Explorer also opens the associated application

Navigation is simple within a work area Many techniques are available for editing a

document Copy and paste or cut and paste to reuse

existing data


Questions?

copyright © 2006 prentice-hall. all rights reserved.1 computer literacy for ic 3 unit 2: using...

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