Lesson 11 Exploring Microsoft Office 2007 Computer Literacy BASICS: A Comprehensive Guide to IC3, 3rd Edition Mrs. Whitehead Morrison / Wells

Objectives 2 2 Start Microsoft Office 2007 applications. Switch between application windows. Navigate and identify the common elements in application windows. Identify the elements in the new Office 2007 user interface. Customize the Quick Access Toolbar. Close documents and applications. Open, save, and print documents. Use onscreen and online Help features. 2 2

Vocabulary application window Dialog Box Launcher document window file file compatibility file extension folders I-beam insertion point open a document path Ribbon save a document 3 3

Vocabulary (continued) ScreenTip scroll 4 4

Introduction Microsoft Office 2007 is an integrated software package that enables you to share information between several applications. 5 5

Starting Office 2007 Applications You can start Office 2007 applications by double-clicking the application icon on the desktop, clicking the application button on the taskbar, or by using the Start button in the bottom-left corner of the screen. 6 6

Starting Office 2007 Applications (continued) You can have multiple applications open at the same time. To switch from one open application to another, click the application button on the taskbar or click the Switch between windows button on the Quick Launch toolbar to the right of the Start button. 7 7

Navigating Application Windows When an application is launched, an application window appears. 8 8

Navigating Application Windows (continued) To scroll, use the horizontal or vertical scroll bars. 9 9

Using the New Office User Interface Several of the Office 2007 applications use a new visual design which is referred to as the Microsoft Office Fluent user interface. 10 10

Using the New Office User Interface (continued) Using the Office Ribbon: The Ribbon is the blue banner that stretches across the top of the screen, just below the title bar. The Ribbon makes it easy to find commands because related commands and options are organized in groups on each tab. 11 11

Using the New Office User Interface (continued) Using the Office Ribbon (cont): As you work in a document, the Ribbon adapts by providing appropriate commands and options. You can position the mouse pointer over a button to see the name and description of the command in a ScreenTip. If you prefer to use the keyboard instead of the mouse, you can access the tabs on the Ribbon by using keyboard shortcuts that you can show on the Ribbon. 12 12

Using the New Office User Interface (continued) Minimizing the Ribbon: If you want to maximize the screen space for your document window, you can minimize the Ribbon. The Ribbon minimized 13 13

Using the New Office User Interface (continued) Using and Customizing the Quick Access Toolbar: By default, the Quick Access Toolbar is positioned above the Ribbon in the upper-left corner of the application window. The default settings include only three options, but you can customize the toolbar to include the commands you use most often. 14 14

Closing Documents and Applications To close a document, you can click the Close button in the application window or click the Office Button and choose the Close command. If you have multiple documents open, clicking the Close button or using the Close command will close only the active document. To close an application and all documents at the same time, click the Office Button and click the Exit command. 15 15

Opening, Saving, and Printing Documents You use similar procedures to open and save documents in all Office applications. To open a document means to load a file into an application. 16 16

Opening, Saving, and Printing Documents (continued) Opening a Document: The Open command, which is accessed using the Office Button in most Office 2007 applications, enables you to open a file from any available disk and folder. 17 17

Opening, Saving, and Printing Documents (continued) Opening a Document (cont): Once you locate the file, double-click the filename. If necessary, your computer will launch the associated application and the document will open. File extensions identify the type of file. An extension is usually three or four characters. Folders are containers used to organize documents into manageable groups. The path identifies the disk and any folders relative to the location of the document. 18 18

Opening, Saving, and Printing Documents (continued) Solving Problems with Opening Files: You may encounter the following types of problems when opening files: File compatibility Operating system compatibility Unable to locate a file A file is in a format that cannot be read by the application you are using A file is corrupted 19 19

Opening, Saving, and Printing Documents (continued) Saving a Document: You can save a document to the hard drive on your computer, to the desktop, to an auxiliary drive or a network location, or to portable media. To make it easier to find documents, choose filenames with words that help describe the document. You should make a habit of saving frequently and after making any major changes to your document. 20 20

Opening, Saving, and Printing Documents (continued) Saving a Document (cont): The quickest and easiest way to save a document is to click the Save button on the Quick Access Toolbar. You can use the Save As command to open the Save As dialog box where you can change a file’s name, location, or format. 21 21

Opening, Saving, and Printing Documents (continued) Printing a Document: When you point to the arrow next to the Print command, three print options appear in a submenu. 22 22

Opening, Saving, and Printing Documents (continued) Printing a Document (cont): The Print option opens the Print dialog box, and you can select a printer, the number of copies to print, and the range of pages to print. 23 23

Getting Help Office 2007 applications have powerful Help features to assist you as you work. In each application’s help system, you can enter keywords to search for a topic. At the Microsoft Office Online Web site, you will find a variety of resources including tours, slide shows, tutorials, training videos, articles, product user groups, blogs, and the opportunity to chat with Microsoft support personnel. 24 24

Getting Help (continued) The Help button on the upper-right corner of the application window opens the Help dialog box. 25 25

Summary In this lesson, you learned: You can start Office applications by clicking the Start button on the taskbar and selecting the application from the All Programs menu, or you can double-click the application icon on the desktop. Common elements found in Office application windows include the title bar, scroll bars, and status bar. 26 26

Summary (continued) You can maximize the space for the document window by minimizing the Ribbon. You can customize the Quick Access Toolbar by adding or removing command buttons. To close document windows and application windows, you click the Close button in the application window or click the Office Button and then click the Close command or Exit. 27 27

Summary (continued) The Open dialog box enables you to open a file from any available disk and folder. Problems opening files can involve corrupted data or file compatibility issues, such as trying to open a file in a different application, in an earlier version of an application, or in an operating system other than that used to create it. To save a document using a new filename, you click the Office Button and then click the Save As command. 28 28

Summary (continued) To print a document, you click the Office Button, point to Print, and then choose a print option. ScreenTips provide immediate help without interrupting your work. The Help window and the Office Online Web site are also sources of assistance. 29 29