Key Applications Module Lesson 11 — Using Microsoft Office 2003 Computer Literacy BASICS

Computer Literacy BASICS Objectives Start Office 2003 applications. Navigate through an Office document window. Customize the document window to make it easier to accomplish specific tasks. Open, save, and print documents. Close documents and applications. Use onscreen and online help features. Computer Literacy BASICS

Computer Literacy BASICS Vocabulary Document File compatibility I-beam Office Assistant Path Save Scroll Computer Literacy BASICS

Computer Literacy BASICS Microsoft Office 2003 Microsoft Office 2003 is an integrated software package that enables you to share data among the applications. The applications available depend on the Office suite that is installed and the selections made during the installation. There are several different Office suites, each with a different combination of applications. Computer Literacy BASICS

Microsoft Office 2003 Suite Applications Computer Literacy BASICS

Starting an Office Application There are two ways to start an Office application: Double-click an application icon on the desktop. Use the Start menu. When you launch most Office applications, a new blank document will be displayed. A document is a data file in any application. Computer Literacy BASICS

Navigating Application Screens You can have multiple applications open at the same time. Each open application will display in the taskbar at the bottom of the screen, as shown below. Buttons represent-ing open Office application buttons Start button Show Desktop button Computer Literacy BASICS

Using the Mouse to Navigate The scroll bars and scroll boxes allow navi-gation through a document with the mouse. Scroll up I-beam Drag scroll bar to move either direction Scroll down Scroll right Scroll left Computer Literacy BASICS

Using the Keyboard to Navigate You can use the arrow keys to move the insertion point up, down, left, and right in a document. The PgUp and PgDn keys move the insertion point up or down about the depth of your screen every time you press one of the keys. Computer Literacy BASICS

The Application Window Title bar Menu bar Standard toolbar Vertical scroll bar Insertion point Task pane Horizontal scroll bar Status bar Computer Literacy BASICS

Common Elements in Application Windows The title bar, displaying the name of the data file and the name of the application you are using The menu bar, providing access to drop-down menus The Standard toolbar with buttons for frequently used commands Scroll bars with scroll boxes for navigating through the document with the mouse Computer Literacy BASICS

Common Elements in Application Windows (cont.) The status bar, providing information about the current document The taskbar at the bottom of the screen, with buttons to access other open programs or documents Computer Literacy BASICS

Use the View Menu to Customize the Document Window You can display other toolbars besides the Standard toolbar in your document window. Toolbars that are checked on the View menu’s Toolbars submenu will display in your window. You can also change the magnification level of a document—how large or small the text and graphics appear on the screen—using the Zoom command. Computer Literacy BASICS

Computer Literacy BASICS The Zoom Command Click the Zoom command on the View menu to open the Zoom dialog box, which offers set percentages for display as well as a Fit option that fits the page contents to the screen. There also may be options for views, such as Page width and Whole page or a Percent text box, where you can enter a specific percentage or click the up and down arrows to find a percentage you prefer for the display. Computer Literacy BASICS

Computer Literacy BASICS Working with Toolbars The choices on the Toolbars submenu may differ slightly between applications. An optional toolbar may “float,” overlaying part of the document, or may be firmly anchored above or below the document. The Drawing Toolbar The drag point lets you move a toolbar anywhere in the window. This arrow accesses Add or Remove Buttons. Computer Literacy BASICS

Opening and Saving Office Documents You use the same procedures to open and save documents in all Office applications. The terms document and file are used interchangeably in Windows. Opening a document means to load a file into memory from disk. Saving a document means to store it on disk. Computer Literacy BASICS

Office Filenames and Extensions Each file or document is identified by a filename and an extension, which are separated by a period. Office applications automatically add a file extension indicating the type of file when it is saved. Word assigns the extension .doc PowerPoint assigns the extension .ppt Excel assigns the extension .xls Access assigns the extension .mdb Computer Literacy BASICS

Computer Literacy BASICS Path Names Files are saved and retrieved using path names. A path is the route that the operating system takes to locate the file. At left is the full path for a file, which identifies the disk drive and any folders relative to the location of the file, as well as the filename. Disk Folder Folder Folder Filename Computer Literacy BASICS

Computer Literacy BASICS Opening a Document There are several ways to open an Office document: Select Open Office Document on the Start menu. Or select the Open option from the File menu in an Office application. Or click the Open button on the application’s toolbar. All of these options will display the Open dialog box, which you can use to locate and open a file. Computer Literacy BASICS

Computer Literacy BASICS The Open Dialog Box Back button Up one level button Look in box List of available folders and files Places bar Open button Types of files displayed Computer Literacy BASICS

Problems Opening a File Problems that can arise when trying to open a file include the following: You may not be able to find the file that you are trying to open. The file may be corrupted or damaged. The file may not be compatible with the version of the application or the operating system you are using. You can take steps to deal with problems so that you can eventually open almost any file. Computer Literacy BASICS

Computer Literacy BASICS Saving a Document The quickest way to save a document is by clicking the Save button on the Standard toolbar. The file will be saved with its current name in its current location. Get in the habit of saving your document frequently to safeguard against a system crash. Computer Literacy BASICS

Using the Save As command You can save a file with a new name and/or location by using the Save As command from the File menu. If saving the file for the first time, assign a name to the file that describes its content or purpose. You can use descriptive filenames because the path to the file can include up to 255 characters. Filenames cannot include any of the following characters: / \ < > * ? “ | : ; Computer Literacy BASICS

Computer Literacy BASICS The Save As Dialog Box You can use the F12 key as a shortcut to open the Save As dialog box. Computer Literacy BASICS

Computer Literacy BASICS Printing a Document The easiest way to print a document is to click the Print button on the Standard toolbar when the document is active. This option sends the document to the printer using default print parameters. To set or modify print settings, select the Print option from the File menu to open the Print dialog box. Options in the Print dialog box will vary based on which application you are running. Computer Literacy BASICS

Computer Literacy BASICS The Print Dialog Box Computer Literacy BASICS

Closing Documents and Applications All open applications have a red Close button at the upper-right corner. An open document also has a Close but-ton below the application Close button. Clicking the document Close button will close that file. Clicking the application Close button will close all documents and end the application itself. Computer Literacy BASICS

Closing Documents and Applications (cont.) You can also close a document using the Close option on the File menu. To close an application, select Exit from the File menu. When you close an application, you also close any open files. Computer Literacy BASICS

Computer Literacy BASICS Office Help Features There are several types of help available for Office applications: ToolTips and ScreenTips provide information about a tool or screen feature. The Office Assistant is an animated Help character that you can display for assistance whenever working in an Office application. There is a Microsoft Office Online Web site where you can find extensive help for Office applications. Computer Literacy BASICS

ToolTips and ScreenTips If you do not know the function of a toolbar button, rest the mouse pointer on the button to see the name of the function display in a ToolTip. ScreenTips appear in several kinds of situations. When you rest the mouse pointer on a color box in a color drop-down list (such as in the Font dialog box), a ScreenTip tells you what color the square represents. As you key text, you may see a ScreenTip that suggests how the application can complete a word or phrase for you by pressing Enter. Computer Literacy BASICS

Computer Literacy BASICS The Office Assistant The Office Assistant is an animated Help character that offers tips to help you use Office applications and finds answers to your questions. If the Office Assistant is not visible on the screen, open the Help menu and select Show the Office Assistant. Enter a question in the text box and click the Search button to have the Office Assistant look for information to answer your question. Computer Literacy BASICS

Computer Literacy BASICS Online Help The Ask a Question box is at the right side of the menu bar in all Office applications. Click in the box, key your question, and press Enter to open a pane with Help topics that can answer your question. More options are available in the Help window, which you can display by clicking the application’s Help command on the Help menu (such as Microsoft Office Word Help) or by pressing the F1 key. Computer Literacy BASICS

Internet Help from Microsoft’s Web Site You can also find answers for frequently asked questions for all Office products at the Microsoft Office Online Web site. To go to the Microsoft Web site, open the Help menu and choose Microsoft Office Online. You must have an Internet connection to access the Office Web site. Computer Literacy BASICS

Computer Literacy BASICS Summary You can start Office applications by clicking the Start button on the taskbar and selecting the application from the Programs folder, or you can double-click the application icon on the Desktop. Navigating through an Office document involves using the mouse, scroll bars, arrow keys, and keyboard shortcuts. Computer Literacy BASICS

Computer Literacy BASICS Summary (cont.) Standard features found in every Office application window include the title bar, menus, toolbars, scroll bars, status bar, and taskbar, as well as a task pane that appears when you open an application. You can customize an Office document window by displaying task-specific toolbars and adding or removing buttons from toolbars. Computer Literacy BASICS

Computer Literacy BASICS Summary (cont.) The View menu Zoom command allows you to specify exactly what size to display the page. The Open dialog box enables you to open a file from any available disk and folder. Computer Literacy BASICS

Computer Literacy BASICS Summary (cont.) 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 another operating system than was used to create it. There are ways to open and use almost any Office file, however. Computer Literacy BASICS

Computer Literacy BASICS Summary (cont.) To save a document using a new filename, open the File menu and choose the Save As command. To print a document, you can use either the Print button on the application’s toolbar or you can open the File menu and choose Print. To close document windows and application windows, you click the Close button or open the File menu and choose Close or Exit. Computer Literacy BASICS

Computer Literacy BASICS Summary (cont.) ToolTips and ScreenTips provide immediate help without interrupting your work. The Office Assistant offers tips and will help you search for answers to specific questions. The Help window and the Microsoft Office Assistance Center Web site are also sources of assistance with Office applications. Computer Literacy BASICS