ITEC 1001

Test #2 - Review

22

Explore Microsoft Office 2003

Microsoft Office 2003, or Office, is a collection of the most popular Microsoft programs.

These programs share many features and therefore, it's easy to share information among them.

The primary programs are: The Word word processing program. The Excel spreadsheet program. The PowerPoint presentation graphics program. The Access database program. The Outlook information management program.

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Start programs and switch between them

To open a program, click the Start button on the taskbar and then use the All Programs menu. To open an Office program, you also can click the New

Office Document command or the Open Office Document command on the Start menu.

The New Office Document command will open the New Office Document dialog box, which you can use to create a new document in any of the Office applications.

When you have two or more programs or files open, you can switch from one program or file to another by clicking the appropriate taskbar button.

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Start programs using the Start button

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A new blank Word document

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Common Window Elements

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Use personalized menus and toolbars

In each Office program, you perform tasks using a menu command, toolbar button, or keyboard shortcut. A menu command is a word on a menu that you click to

execute a task. A toolbar is a collection of buttons that correspond

to commonly used menu commands. Keyboard shortcuts are combinations of keys you

press to perform a command.

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Menus and toolbar characteristics

The menus and toolbars in each Office program can change to “learn” your preferences. As you select menu commands and click toolbar buttons,

the ones you use often are put on the short personal menu and on the visible part of the toolbars.

The ones you don't use are hidden, but remain available through the double-arrow button on the menu and the Toolbar Options button on the toolbars.

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Using Task Panes

A task pane is a window that provides access to commands for common tasks you’ll perform in Office programs.

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Save and close a file

To keep a copy of your work for future use, you need to save it by giving it a filename. A filename should be descriptive of the content of the file Each filename will automatically have a file extension

added that identifies the program in which the file was created

You will use the Save As dialog box to choose a location to save the file

Once you have saved your work, you can close the file by clicking the Close command on the File menu or the Close Window button on the menu bar.

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Open an existing file

Once you have opened a program you can create new files or open existing ones. Files can easily be created or opened through

the Open section of the Getting Started task pane.

When you open a previously created file, you transfer a copy of the file from the storage disk to the computer's memory and it displays on your screen.

While a file is open, you can view, edit, print or resave it.

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Get Help Office Help is like a huge encyclopedia stored on your

computer that contains information on how to use Office. To use Help, you can use the What's This? option within

the Help menu. When this option is selected, you can get a brief description of

any item on your screen by clicking your mouse pointer on it. If you want to know a button's name, you can move the

mouse pointer over it to view its ScreenTip, which is a yellow box with the button's name.

For more in-depth help, you can use the Office Assistant, which is an interactive guide to finding information from the Office Help system or the Ask a Question box located on the menu bar.

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The Help Task Pane

Enables you to search the Help system using keywords or phrases.

The Search Results task pane opens with a list of topics related to the keyword or phrase you entered.

If you are connected to the Internet, you might see more search results stored online.

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Help Task Pane with Keyword

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Search Results Task Pane and Help Window

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Using Office on Microsoft.com

Office on Microsoft.com is a Web site that provides access to additional Help resources.

Access current Help topics, read how-to articles, and find tips for using Office.

To connect to Office on Microsoft.com, you’ll need Internet access and Web browser such as Internet Explorer.

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Print a file

There are two ways to print a file on which you are working:

1. Press the Print button on the Standard toolbar to send your file to the printer using all the default settings

2. Select Print on the File menu, which will open the Print dialog box so that you can adjust the printer settings

This is the preferred method if you are unsure of your settings or need to make adjustments.

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The Print dialog box

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Close files and exit programs

You can exit most programs by clicking the Close button in the upper-right corner of the title bar, or by selecting the Exit command on the File menu.

Either method will close both the file in which you are working as well as the program. If you have made any edits to a file, a dialog box will

appear asking if you want to save your changes. Closing programs after you are done keeps your

Windows desktop uncluttered, frees up your system's resources, and prevents data from accidentally being lost.

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Plan a document

Word is a tool that helps you quickly create documents with a professional look.

You should follow four steps to produce quality documents: 1. Plan and create2. Edit3. Format4. Print

You will create documents most efficiently if you plan the content before you enter any text.

Know what you want to tell your audience. State the information clearly and organize your material logically.

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Organize your thoughts

Organize your thoughts about the document you are going to create before you begin writing.

Some people prefer to do this planning stage using a sheet of paper, as shown in the figure on the right.

Others will complete this step using a program such as Notepad, WordPad, or Word itself.

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Identify the components of the Word window

Word consists of many components that help you use its features.

Some of these components, such as the menu bar, title bar, toolbar, and status bar, are common to all Windows screens.

To check the name of a Word toolbar button, position the mouse pointer over the button (without clicking) to display a ScreenTip.

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Word window components

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Windows screen element descriptions slide 1

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Windows screen element descriptions slide 2

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Choose commands using toolbars and menus

You will use the Standard and Formatting toolbars when you create documents, therefore, you will want to display these toolbars at all times.

You can display nonprinting characters, including spaces (.) and the symbol that marks the end of a paragraph, by clicking the Show/Hide button on the Standard toolbar.

Using the Formatting toolbar or commands on the Format menu, you can change the font and font size. When you select the Font command on the Format menu, the Font

dialog box opens, from which you can select a different font and font size

You could also click the Font button and the Font Size button on the Formatting toolbar

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The Show/Hide Button

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The Font dialog box

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Create a new document

Create or open a document by clicking the Create a new document button in the Open section at the bottom of the Getting Started task pane (figure on next slide).

Click the Blank Document button in the New Document task pane. A new document named Document2 opens and the task pane closes

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Create a new document

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The Word window when a new document is created

This is the window that appears when you create a new, blank Word document.

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Enter text in a new document When typing, do not press the Enter key at the

end of each line; the insertion point will automatically move to the next line when you reach the end of the current line.

Only press the Enter key when you want to begin a new paragraph. This will force a new line or add a blank line if it is the

only character on the line. To correct an error, place the insertion point to

the right of the error and then press the Backspace key to erase the characters and spaces to the left of the insertion point.

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Enter text in a new document

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Saving the document

Click the Save button on the Standard toolbarWhen the Save As dialog box appears, type

the file name you wish to save as in the File name text box

Click the Save in list arrow and select the location to save your document

Click the Save button in the Save As dialog box

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Saving the document

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Scroll a document

When a document contains too much text to display in the Word window, the text will scroll, shifting up and finally disappearing from the top of the document window.

Use the scroll bar on the side of the window to view the text again.

You can easily move your insertion point by scrolling to a different part of the document and then clicking within the document text.

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Word will scroll automatically

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Correct errors A word processor lets you correct mistakes quickly and

efficiently through the use of the Backspace and Delete keys. Word's AutoCorrect feature checks for errors as you type and

automatically corrects common typing errors. If AutoCorrect does not recognize a word, it alerts you by displaying a

wavy red line under the word You can replace an incorrect word by highlighting it, clicking

the right mouse button to display a list of alternative words, and then selecting the correct word.

Word can also search for more complicated errors by using the Spelling and Grammar checker, which continually checks your document against Word's built-in dictionary and set of grammar rules. A wavy green line indicates a possible grammatical error or an extra

space between words

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Use AutoCorrect and Spelling and Grammar checker

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Insert the date with AutoComplete

The AutoComplete feature will automatically complete dates and words you use regularly.

After you enter a few identifying letters, Word will display a small box, or ScreenTip, that suggests the full word you are typing.

Press the Enter key to accept Word's suggestion, or continue typing to ignore the suggestion.

You can turn this feature off or add phrases to the AutoComplete list.

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An example of AutoComplete

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Moving the Insertion Point Around a Document

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The Undo and Redo Commands

To undo (or reverse) the very last thing you did, click the Undo button on the Standard toolbarTo undo more than your last action, you can click

the Undo list arrow on the Standard toolbar. This list shows your most recent actions.

If you want to restore your original change, the Redo button reverses the action of the Undo button

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The Undo and Redo Commands

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Remove Smart Tags A Smart Tag allows you to perform actions that would normally

require a different program. Word attaches Smart Tags to certain kinds of text, including addresses, names, and dates.

A Smart Tag on a word is indicated by a dotted underline. When you point to a word with a Smart Tag, a Smart Tag icon will

appear When you point to the icon, you will see the Smart Tag Actions button Click on the Smart Tag Actions button to view the menu of options for

this text item If you do not want to perform any action with the tagged text,

you can choose Remove this Smart Tag from the menu. The menu will close and the dotted underline will be removed.

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An example of a Smart Tag

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Preview and print a document

Before you print a document, you should preview it.

The Print Preview feature lets you see what the printed document will look like before printing a document with errors in layout or presentation.

If the preview looks good, you're ready to print the document.

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The Print Preview window

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Create an envelope

To create an envelope, click Tools on the menu bar, point to Letters and Mailings, and then click Envelopes and Labels.

Use the Envelopes and Labels dialog box to verify the delivery address, the return address, any required adjustments to the envelope size, the printer, and so on.

If you want to print the envelope immediately, click the Print button in the Envelopes and Labels dialog box.

If you want to store the envelope with the letter, click the Add to Document button. The envelope can then be printed at a later time, just as you would

print the document

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The Envelopes and Labels dialog box

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Check spelling and grammar

Word's Spelling and Grammar checker highlights typing errors in red and grammatical errors in green as you type.

If you open an existing document, you can still use the checker to locate errors.

As the checker proceeds through the document, it will stop at each error it finds and suggest one or more possible corrections.

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The Spelling and Grammar dialog box

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Proofread your document

Although the Spelling and Grammar checker can find obvious mistakes in your document, you should always proofread the document very carefully. In the figure below, the word “too” is written where it should be “two”. Since “too” is spelled correctly, it is not flagged as an error, but it is still incorrect.

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Select and delete text

You can use different methods to select text with the mouse or keyboard.

Use the mouse to quickly select any amount of text—a letter, a line, or the entire document.

To select a single line or more, click in the selection bar, which is the blank space in the left margin where the cursor turns into an arrow.

After the text is selected, you can perform many actions, including deleting the highlighted text by pressing the Delete key.

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Move text within the document

The ability to move text within a document is a timesaving editing feature.

Moving text, compared to retyping the same amount of text, makes it much easier to reorganize a document.

Dragging and dropping text enables you to move small or large amounts of text with a few mouse clicks.

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Drag-and-drop text

To drag and drop text, first select the text to be moved.

Next, press and hold down the mouse button until the pointer changes into the drag-and-drop pointer shown below.

Finally, drag the text to its new location and release the mouse button.

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Cut, copy and paste text

Cutting or copying and then pasting text is another way to move text from one location to another. Cutting text removes it from its original location Pasting places it in a new location Copying leaves the text in its original location, but

places a copy of the text in the new location when you paste

Cut and copied items are stored on the Clipboard. In Word 2003, a maximum of 24 items can be

stored on the Clipboard.

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Using the clipboard

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Find and replace text

The Find feature enables you to locate a word or phrase in a document.

The Replace feature enables you to automatically change the word or phrase after it is found.

You can set the options to automatically replace every occurrence of the text or to only replace individually selected occurrences.

Delete a recurring word by searching for the word and replacing it with nothing or a space.

You can also change the document's appearance by replacing a font, a special character, or the appearance of the text (bold, italic, etc.).

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Use Find and Replace

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Change margins, line spacing, alignment, and paragraph indents

Margins affect the amount of white space between the type and the edge of the paper.

Line spacing, which you can change using the Line Spacing button on the Formatting toolbar, determines the amount of white space between lines of type.

Text alignment identifies how the text lines up between the left and right margins.

Paragraph indents change where text starts and stops on each horizontal line without changing the margins.

Indents are most often applied to the first line of a paragraph, but entire paragraphs can be indented for various reasons.

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The Page Setup dialog box

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Use the ruler to set margins

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Modify line spacing

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Indenting a Paragraph

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Align text using the Formatting toolbar

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Copy formatting with the Format Painter

The Format Painter copies formatting from one paragraph to another in three steps: Select the entire formatted paragraph Click the Format Painter button (double-click to apply

the format to multiple items), and then use the mouse pointer to select the item(s) you want to format

Click in the paragraph to be formatted. The format is copied to the second paragraph

Click the Format Painter button again to turn the function off.

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Using the Format Painter

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Emphasize points with bullets, numbering, boldface, underlining, and italics

Bullets and numbers make lists stand out from the rest of the document.

Click the Bullets or Numbering button on the Formatting toolbar to add bullets or numbers to each paragraph.

If you add or remove an item in a numbered list, Word will automatically adjust the numbers.

Text can also be emphasized and made clearer through the use of bolding, underlining, and italicizing.

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Use a bulleted list to organize data

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Change fonts and adjust font sizes

Important text, such as titles or headings, should look different from the regular text in a document.

Do this by making the title or headings larger or selecting a different font. Fonts are classified as serif or sans serif Traditionally, documents use a serif font for the main text and a sans serif

font for headings Draw attention to specific words by using the buttons on the Formatting

toolbar to make the words bold, underlined, or italic. A quick way to alter either the font or the font size is to access the font

list or the font size list. These drop-down lists allow you to quickly change the font/font size.

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Choose a font from the Formatting toolbar

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Formatting Text

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Previewing Formatted Text

It’s helpful to preview a document after formatting it, because the Print Preview window makes it easy to spot text that is not aligned correctly.

To preview and print a document, press Ctrl+Home, click the Print Preview button on the Standard toolbar, click the One Page button on the Print Preview toolbar, and examine the document.

Click the Print button on the Print Preview toolbar.

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Previewing Formatted Text

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Add a comment to a document A comment is an electronic way of attaching a note about a

certain word or section of the text, much as you would write a note in the margins of a paper document.

You can insert, edit, and delete comments without affecting the document.

Insert comments at any point in the text. Select sections of the text to indicate that your comment

references all of the text selected. Comments can also be viewed as ScreenTips or, if you alter

the default settings, as margin notes.

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Adding a comment

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Using the Research Task Pane

The Research task pane provides a number of research tools, including a thesaurus, an Internet search engine, and access to the Encarta Encyclopedia and Dictionary

To take full advantage, your computer must be connected to the Internet

Select the text you wish to research, and click the Research button on the Standard toolbar

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Using the Research Task Pane

ITEC 1001

End

Test #2 - Review