Microsoft Office Basics

What is an Operating System? Operating System software Allows the computer to run other software applications Performs basic tasks, such as: Communicating between the computer and the user Keeping track of files and folders Controlling peripheral devices (printer, mouse, keyboard, etc.) Computer Literacy 4/7/2019

Booting When a computer is turned on, the operating system software is loaded into the computer’s memory from the hard disk. Cold Boot: computer is started by turning it on Warm Boot: when a computer is restarted when already on. Computer Literacy 4/7/2019

Operating Systems Examples: Windows 7 Windows Vista Windows XP Linux Mac OS X DOS Computer Literacy 4/7/2019

Before Microsoft Windows Microsoft Office Basics 4/7/2019

Windows XP Graphical User Interface (GUI) Displays open applications and documents in areas on the screen called Windows Each open application placed in its own window allows Windows XP to multitask Multitasking: feature that allows more than one application to run at a time Desktop: computer screen that is displayed when operating system is running Desktop properties can be changed by right-clicking and choosing Properties. Can be used to change Desktop theme, background, and screen saver. Computer Literacy 4/7/2019

Multitasking Multitasking is an operating system feature that allows more than one application to run at a time The Windows taskbar displays buttons for each open file or application Microsoft Office Basics 4/7/2019

Icons Windows Desktop Start Menu Quick Launch toolbar Taskbar Notification Area Computer Literacy 4/7/2019

What is a Windows Application? Applications (also called, software, applications software, or program) are written by programmers to perform a specific task. Windows application runs under the Windows operating system. Examples: Word, Excel, PowerPoint, MTMM, Internet Explorer, etc. Computer Literacy 4/7/2019

What is Microsoft Office? Microsoft Office 2007 is a Windows application that consists of several applications designed to perform specific tasks. Outlook 2007: e-mail client Word 2007: word processor application Excel 2007: spreadsheet application used to analyze and chart data Access 2007: a database application used to generate forms, queries and reports from data its stores PowerPoint 2007: a presenation application used to orangize and format slides Publisher 2007: a desktop publishing application used to create publications such as a newsletter and business reports. Microsoft Office Basics 4/7/2019

Microsoft Office Each application has a similar look and feel Skills learned in one transferrable to the other Data can easily be duplicated between the applications Example: spreadsheet data can be easily added to a word processor document Running an Office application displays an area on the screen called a window where the user interacts with the software. The window is the application interface. Microsoft Office Basics 4/7/2019

Microsoft Office Interface Displays in a window where the user interacts with the software. Outlook and Publisher software interfaces include Menu bars and Toolbars. Microsoft Office Basics 4/7/2019

Status Bar Microsoft Office Basics 4/7/2019

Maximize Minimize Button Button Title Bar Menu Bar Close Button Tool Bars Scroll Bar Status Bar Resize Tab Microsoft Office Basics 4/7/2019

Microsoft Interface Title bar: displays the file name of the open document Office Button: displays a menu of commands for opening, saving, and printing a document Quick Access Toolbar: used to executes commands Ribbon (menu bar): to access groups of commands Minimize: to hide a window—button on Taskbar Microsoft Office Basics 4/7/2019

Microsoft Interface Restore Down: to restore window to its smaller size Insertion point: blinking vertical line that indicates where the next character typed will be placed Status Bar: Information about the document Window Corner: to size the window Scroll Bar: bring unseen parts of document into view Close: to close the window Help: to display window with Microsoft Help Microsoft Office Basics 4/7/2019

Input Devices Used to communicate with Windows Application Keyboard, mouse, CD/DVD drive, USB drive, disk drive Keyboard: QWERTY Arrow keys Ctrl + Arrow Home or End key Ctrl + Home, Ctrl + End Delete, Backspace Escape Page Up, Page Down Microsoft Office Basics 4/7/2019

Keyboard Arrow Keys: to move the insertion point within existing text without erasing or entering text Ctrl+arrow: moves insertion point from word to word Home Key or End Key: to move the insertion point to the beginning or end of a line of text Ctrl+Home or Ctrl+End to move the insertion point to the beginning or end of the document Microsoft Office Basics 4/7/2019

Keyboard Delete key: erases the character to the right of the insertion point Backspace key: erases the character to the left of the insertion point Escape (Esc) key: cancels the current operation Page Up or Page Down: to move or scroll a document in a window Ctrl + Print Scrn: captures the entire image on your monitor. Microsoft Office Basics 4/7/2019

Mouse Terms Pointing: sliding the mouse to move the pointer on the screen Clicking: means pointing to an object and clicking Double clicking: means to point to an object and press the left mouse button twice in rapid succession Right-clicking: means to point to an object and press and release the right mouse button quickly. Microsoft Office Basics 4/7/2019

Other Pointing Devices Stylus pen on handheld computers Touchpad, trackball or trackball on notebook computers Microsoft Office Basics 4/7/2019

Menus, Toolbars and Commands Microsoft Office applications includes either an Office Button Quick Access Toolbar, or a Menu bar Click the Office Button to display a menu of commands Point to the arrow to display additional commands Computer Literacy 4/7/2019

Menu Bar Click on a word to display a menu of commands Arrow: display additional commands Microsoft Office Basics 4/7/2019

Menu Expanding a Menu: arrows at the bottom of menu item indicates more commands available Dimmed commands indicates they cannot be selected at this time Ellipsis (…) indicates that a dialog box will appear when the command is executed Keyboard shortcut key: is a sequence of short cut keys that executes a command (Ctrl+S) Access Key: is indicated by the underlined letter (Alt + underlined character) Microsoft Office Basics 4/7/2019

Keyboard Shortcuts & Screen Tips A keyboard shortcut is a sequence of keys pressed to execute a command without first displaying a menu. As a reminder of a keyboard shortcut, a ScreenTip is displayed when pointing to a command in the Office Button menu or a button on the Quick Access Toolbar. Microsoft Office Basics 4/7/2019

Using the Ribbon The Ribbon is an interface element that groups related commands into tabs. Each Tab displays buttons, boxes and other options for executing commands Within Tabs, buttons are grouped Tab groups often have dialog box launchers Dialog Box Launcher Tabs Buttons Microsoft Office Basics 4/7/2019

Contextual Tabs Ribbon changes depending on the activity A contextual tab is displayed for as long as those commands are needed Format tab for Picture Tools The Ribbon changes depending on the activity. For example, inserting a graphic adds a Format tab to the Ribbon. The Format tab is an example of a contextual tab. It remains on the Ribbon for as long as those commands may be needed. Microsoft Office Basics 4/7/2019

Toolbar Toolbars contain buttons that represent different actions— click a button to perform that action. Point to a button to display a screen tip. If a toolbar displays a up/down arrow at the far right, clicking this button displays more buttons. Toolbars may vary in appearance since the most frequently used buttons are displayed. Microsoft Office Basics 4/7/2019

Dialog Boxes A dialog box is a small window with options for completing an action. Help Close Option Button Drop-down arrow Check boxes Text Box Drop-down to display a list of options Option Button to indicate a choice from a set of options Check boxes to select or clear options Text Box: to enter information Command Button to initiate an action Help to display a window with information about the dialog box Close: to remove a dialog box Default button: displays with a thicker border Default Button Command Button Microsoft Office Basics 4/7/2019

Dialog Boxes Elements: Radio buttons enable the user to choose from a set of options Check boxes allow the user to select options Text Boxes allow the user to enter values Buttons initiate an action when selected Help button used to display information about the dialog box elements Close button removes a dialog box without applying any options Microsoft Office Basics 4/7/2019

Saving Files Once a document is created it needs to be saved as a file. Click on Office Button and Save As or the Save button on the Quick Access Toolbar Address Bar Navigation Pane Folders File List Files are organized into folders. Address Bar displays the location where the file will be saved. Navigation pane displays folders and locations. File list displays the contents of the current folder File Name box displays file name. File name should be descriptive and can contain numbers, spaces and underscores but cannot contain colons (:), asterisks (*), question mark (?), backslash (\), forward slash (/), double quotes (“), semicolons (;), equal signs (=), vertical lines (|). Applications automatically add the file extension. Word adds the .docx extension. Files Microsoft Office Basics 4/7/2019

Working with Files File: collection of related data stored on a lasting medium such as a hard disk, a CD or flash drive. File Name: Unique name for a file stored on disk—make it descriptive Can contain letters, numbers, spaces, and underscore (_) Microsoft Office Basics 4/7/2019

Characters Not Allowed in a File Name Backslashes (\) Forward slashes (/) Double Quotes (“) Semicolons (;) Equal Signs (=) Vertical Lines (|) Microsoft Office Basics 4/7/2019

File Name Extension Applications automatically add an extension to the file name An extension indicates what application the file was created in Example: Word 2007: .docx Excel 2007: .xslx PowerPoint 2007: .pptx Publisher 2007: .pub Files saved in the default Office 2007 formats cannot be opened in earlier versions of office. Save As Type: allows for the option to save the documents in an Office 97-2003 format. Microsoft Office Basics 4/7/2019

Printing a Document Select Print from the Office Button or the Print button on the Toolbar. Default setting is the setting that is automatically selected unless it is changed by the user. Print more than one copy—change the value in Number of Copies Current Page: print the page the insertion point is on Page Range: print selected pages of the document Print dialog box varies depending on the printer. Microsoft Office Basics 4/7/2019

Closing a Document Closing a Document means that its window is removed from the screen and the file is no longer in the computer’s memory When finished working on a document, it should be Saved and Closed. Click Close in the upper-right corner or the Office Button and close. Warning box is displayed if document has been modified since it was last saved Microsoft Office Basics 4/7/2019

Opening a File Transfers a copy of the file contents to the computer’s memory and then displays it in a window To open a file, click on the Office Button>Open or the Open button on the Quick Access Toolbar Look In list displays a location. The folders at that location are displayed in the contents box below the Look in list. Double click a folder in the contents box to place that folder name in the Look In list and display the contents of the folder. Microsoft Office Basics 4/7/2019

Quitting an Application Means the application window is removed from the Desktop and the program is no longer in the computer’s memory. To quit: Select Exit from the Windows Button, or Click the Close Button in the upper-right corner of the application. Microsoft Office Basics 4/7/2019

Microsoft Help Displayed by pressing Help button or F1 Browse by Word or Keyword search If there is an Internet connection, it will browse Microsoft Online Microsoft Office Basics 4/7/2019