exploring Microsoft Office 2013 Volume 1

exploring Microsoft Office 2013 Volume 1
by Mary Anne Poatsy, Keith Mulbery, Lynn Hogan, Amy Rutledge, Eric Cameron, Cyndi Krebs Chapter 1 Office Fundamental and File Management This chapter introduces Microsoft Office Fundamentals and File Management. It demonstrates how to log into your Microsoft account, identify the Start screen components, access the desktop, use File Explorer, work with files, and identify common interface components. It also describes how to get Office help; open, close, and print files; select and edit text; use Clipboard commands; insert objects; and the Page Setup dialog box. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
Objectives Log in with your Microsoft account Identify the Start screen components Interact with the Start screen Access the desktop Use File Explorer The objectives of this chapter are: Log in with your Microsoft account Identify the Start screen components Interact with the Start screen Access the desktop Use File Explorer The objectives continue on the next slide. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Objectives (cont.) Work with folders and files Select, copy, and move multiple files and folders Identify common interface components Get Office Help Open a file The objectives of this chapter are: Work with folders and files Select, copy, and move multiple files and folders Identify common interface components Get Office Help Open a file The objectives continue on the next slide. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Objectives (cont.) Print a file Close a file and application Select and edit text Use the Clipboard group commands Use the Editing group commands The objectives of this chapter are: Print a file Close a file and application Select and edit text Use the Clipboard group commands Use the Editing group commands The objectives continue on the next slide. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Objectives (cont.) Insert objects Review a file Use the Page Setup dialog box The objectives of this chapter are: Insert objects Review a file Use the Page Setup dialog box Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Windows 8 startup screen
Mail tile Charms Windows 8 is a Microsoft operating system released in 2012 and is available on laptops and tablet computers. The Start screen is what you see after starting your computer and entering your user name and password. It is where all of your computing activities start. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Signing into live.com Microsoft account Password You can create a Microsoft account at any time by going to Live.com. You work through the Sign-up form to set up your account by creating a username from your address and create a password. After filling in the form, you will be automatically signed in to Outlook and sent to your Outlook Inbox. If you already have a Microsoft account you just log in using your Microsoft account and password. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Desktop Components Taskbar File Explorer The Desktop tile is available on the Start screen. You click the tile to bring up the desktop. Alternatively, you can be pushed to the desktop when you click other tiles. The Notification area is displayed in the bottom-right corner. You will see File Explorer and Internet Explorer icons in the left corner of the taskbar. Internet Explorer Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

File Explorer Interface
Ribbon Back, Forward, and Up buttons Search box Address bar Content pane Preview pane Navigation Pane File Explorer is an app that you can use to create and manage folders and files. The sole purpose of a computer folder is to provide a labeled storage location for related files so that you can easily organize and retrieve items. A folder structure can occur across several levels, so you can create folders within other folders called subfolders, arranged according to purpose. You can access File Explorer by clicking the File Explorer icon from the taskbar on the desktop. Click the File Explorer from the Start screen. Display the Charms and click the Search charm. Type F in the Search box, and in the results list on the left, click File Explorer The File Explorer Interface continues on the next slide. Details pane Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

File Explorer Interface (cont.)
File Explorer interface contains a Navigation Pane; Back, Forward, and Up buttons; a Ribbon; Address bar, Content pane; Search box; Details pane; and Review pane. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Using the Navigation pane
Clicking a link or folder name selects an area and shows content in the right pane No changes in the Content pane Clicking this arrow expands content beneath a link without selecting an area The Navigation Pane provides ready access to computer resources, folders, files, and networked peripherals. It is divided into five areas: Favorites, Libraries, Homegroup, Computer, and Network. Each of these components provides a unique way to organize contents. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Creating a folder Click here to create a new folder You can create a folder by using File Explorer or from within a software application. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Saving a file Save to SkyDrive Save to your computer Browse to a desired location As you create and modify a project, you may want to continue the project at another time or keep it for later reference. You need to save it to a storage medium, such as a hard drive, CD, flash drive, or in the cloud with SkyDrive. The first time you save a file you must indicate where the file should be saved, and you must assign a file name. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Microsoft office software
Microsoft Office software allows you to produce documents, spreadsheets, presentations, and databases. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Microsoft office interface
File tab Quick Access Toolbar Title bar Close button As you work with Microsoft Office, you will find that each application shares a similar user interface. The user interface is the screen display through which you communicate with the software. Word, Excel, PowerPoint, and Access share common interface elements like the File tab, the Quick Access Toolbar, the Title bar, and the Close button. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Microsoft word backstage view
Back arrow Properties The Backstage view is a component of Office 2013 that provides a concise collection of commands related to an open file. Using the Backstage view, you can find information such as protection, permissions, versions, and properties. A file’s properties include the author, file size, permissions, and date modified. The Quick Access Toolbar, located at the top-left corner of any Office application window, provides fast access to commonly executed tasks such as saving a file and undoing recent actions. The title bar identifies the current file name and the application in which you are working. It also includes control buttons that enable you to minimize, maximize, restore down, or close the application window. You access the Backstage view by clicking the File tab. When you click the File tab, you see the Backstage view. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Quick access toolbar Undo Repeat (or Redo) Customize Quick Access Toolbar The Quick Access Toolbar provides one-click access to common activities. By default, the Quick Access Toolbar includes buttons for saving a file and for undoing or redoing recent actions. To customize the Quick Access Toolbar, click Customize Quick Access Toolbar and select from a list of commands. You can also click More Commands near the bottom of the menu options. If the command that you want to include on the toolbar is not on the list, you can right-click the command on the Ribbon and click Add to Quick Access Toolbar. You can remove a command from the toolbar by right-clicking the icon on the Quick Access Toolbar and clicking Remove from Quick Access Toolbar. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

The ribbon Help button Home tab is active Dialog Box Launcher Unpin the ribbon More button The Ribbon is the command center of Office applications. It is the long bar located just beneath the title bar, containing tabs, groups, and commands. Each tab is designed to appear much like a tab on a file folder, with the active tab highlighted. The File tab is always a darker shade than the other tabs and a different color depending on the application. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

the Dialog Box Dialog box Help button The Ribbon provides quick access to common activities; however, some actions do not display on the Ribbon because they are not so common, but are related to commands displayed on the Ribbon. A dialog box provides access to more precise, but less frequently used commands. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Themes gallery Themes gallery Some selections are too numerous to include in the Ribbon because of limited space. Additional styles are available in a gallery. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Contextual tab Contextual tab When you select an object, the Ribbon is modified to include one or more contextual tabs that contain groups of commands related to the selected object. When you click the outside of the selected object, the contextual tab disappears. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Zoom slider Zoom slider View buttons The Zoom slider always displays at the far right side of the status bar. You can drag the tab along the slider in either direction to increase or decrease the magnification of the file. Changing the size of the text onscreen does not change the font size when the file is printed or saved. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Getting help Search box Help topics Completing tasks can be frustrating. Microsoft includes comprehensive help in Office so that you are less likely to feel frustration. As you work with any Office application, you can access help online as well as within the current software installation. Help is available through a short description that displays when you rest the mouse pointer on a command. Additionally, you can get help related to a currently open dialog box by clicking the question mark in the top-right corner of the dialog box, or when you click Help in the top-right corner of the application. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Enhanced screen tip Format Painter Enhanced Screen Tip for Format Painter An Enhanced Screen Tip displays when you place the mouse pointer over a button. Screen Tips give short descriptive text and a keyboard shortcut, if applicable. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

The backstage view You open the Backstage view by clicking the File tab. Using the Backstage view, you can find out information such as protection, permissions, versions, and properties. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Open dialog box The Open dialog box displays after you click Open from the File tab. You then click Computer and the folder or drive where your document is stored. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

The recent document list
Pin this item to the list You will often work with a file, save it, and then continue the project at a later time. Office simplifies the task of reopening the file by providing a Recent Documents list with links to your most recently opened files. To access the list, click the File tab, click Open, then select Recent Documents. Click any file listed in the Recent Documents list to open that document. The list constantly changes to reflect only the most recently opened files. If your file is not listed you will have to work with the Open dialog box instead of the Recent Documents list. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

templates Templates available from Office.com Templates available in a typical Office installation You do not need to create a new file if you can access a predesigned file that meets your needs or one that you can modify fairly quickly to complete your project. Office provides templates, making them available when you click the File tab and New. The Templates list is comprised of template groups available within the current Office installation on your computer. The Search box can be used to locate other templates that are available from Office.com. When you click one of the Suggested searches, you are presented with additional choices. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Print view Print Preview Print Print Settings Zoom to Page It is a good idea to look at how your document will appear before you print it. The Print Preview feature of Office enables you to see your document before it is printed. You can correct any problems with the page setup before you print. When you are ready to print, you can select various print options, including the number of copies and the specific pages to print. If you know that the page setup is correct and that there are no unique print settings to select, you can print the project without adjusting any print settings. To view a project before printing, click the File tab and click Print. The Print Backstage view shows the file preview on the right, with the print setting located in the center. Show Margins Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Home tabs Word PowerPoint Excel You may repeat some tasks often, whether in Word, PowerPoint, or Excel. You will frequently want to change the format of numbers or words, selecting a different font or changing font size or color. You may find a reason to change the alignment of text or cut, copy, and paste items. All of these tasks, and more, are found on the Home tab of the Ribbon in Word, Excel, and PowerPoint. There are many similarities, but also many differences between the groups. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

shortcuts Sometimes it is difficult to precisely select a small amount of text, such as a single character or a single word. Other times, the task can be overwhelming, such as selecting an entire 550-page document. Shortcut methods for making selections in Word and PowerPoint make it easier. You are able to select one word, one line of text, one sentence, one paragraph, one character to the left of the insertion point, one character to the right of the insertion point, or the entire document. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Mini toolbar Mini toolbar The Mini toolbar provides a faster way to change selected text within a document, worksheet, or presentation. When you select any amount of text within a worksheet, document, or presentation, you can move the mouse pointer only slightly within the selection to display the Mini toolbar. The Mini toolbar provides access to the most common formatting selections, such as adding bold or italic, or changing font type or color. However, the Mini toolbar is not customizable. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Disabling the mini toolbar
General Click to disable the Mini toolbar If you want to disable the Mini toolbar so it does not display in any open file when text is selected, click the File tab and click Options. Click General, if necessary. Deselect the Show Mini Toolbar on selection setting by clicking the check box to the left of the setting and clicking OK. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

The font dialog box At times you will want to make the font size larger or smaller, change the font color, underline selected text, or apply other font attributes. You can find the most common formatting commands in the Font group on the Home tab. If the font change that you are looking for is not included as a choice on either the Home tab or the Mini toolbar, you can probably find it in the Font dialog box. Click the Dialog Box Launcher in the bottom-right corner of the Font group for the Font dialog box to appear. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

The shortcut menu Shortcut menu In Office, you can usually accomplish the same task in several ways. Although the Ribbon provides ample access to formatting and Clipboard commands, you might find it convenient to access the same commands on a shortcut menu. Right-click a selected item or text to open a shortcut menu. A shortcut menu is also called a context menu because the contents of the menu vary depending on the location at which you right-clicked. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Clipboard group commands
Cut Copy Paste Format Painter The Format Painter makes it easy to copy formatting features from one selection to another. The Format Painter command is located in the Clipboard group of the Home tab. To copy a format, you must first select the text containing the desired format. If you want to copy the format to only one other selection, single-click Format Painter. However, if you plan to copy the same format to multiple areas, double-click Format Painter. As you move the mouse pointer, you will find that it has the appearance of a paintbrush with an attached I-bar. Select the area to which the copied format should be applied. If you single-clicked Format Painter to copy the format to one other selection, Format Painter turns off once the formatting has been applied. If you double-clicked Format Painter to copy the format to multiple locations, continue selecting text in various locations to apply the format. To turn off Format Painter, click Format Painter again or press Esc. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Cut, copy, and Paste options
The Clipboard group contains commands that allow you to cut or move text: a Copy command that allows you to duplicate text, and a Copy command and a Paste command to place cut or copied items in a final location. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Clipboard task pane Clipboard task pane Clipboard Dialog Box Launcher PowerPoint Editing Group When you cut or copy selections, they are placed in the Office Clipboard. You can view the Clipboard by clicking the Clipboard Dialog Box Launcher. You can select an item to paste it from the Clipboard. You can delete items from the Clipboard, and you can remove all items from the Clipboard by clicking Clear All. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Find and replace Highlight All Manually seeking a specific word or phrase can be time consuming. Office enables you not only to find each occurrence of a series of characters, but also to replace what it finds with another series. To begin the process of finding and replacing a specific item, click Replace in the Editing group on the Home tab of Word or PowerPoint. Or click Find & Select in the Editing group on the Home tab of Excel. Then click Replace. The dialog box that displays enables you to indicate the word or phrase to find and replace by typing the word or phrase into the Find what box and the replacement text in the Replace with box. Using the Advanced Find feature you can click Reading Highlight in the Find and Replace dialog box and select Highlight All to display each word highlighted. Click Reading Highlight again and select Clear Highlighting to remove the illumination. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Inserting objects Handles You can insert pictures, shapes, and SmartArt into your document. These items are considered objects, retaining their separate nature when they are inserted in files, which means that you can select them and manage them independently of the underlying document, worksheet, or presentation. After an object has been inserted, you can click the object to select it or click anywhere outside the object to deselect it. When an object is selected, a border surrounds it with handles. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Insert picture dialog box
You can insert pictures into your document. Click in the project where you want the picture to be placed. Make sure you know where the picture that you plan to use is stored and click the Insert tab. Next, click Pictures in the Illustrations group. The Insert Picture dialog box appears. You can also use Online Picture search to search for and insert pictures. You then navigate to where your pictures are saved and click Insert. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Grammar and spell checker
Misspelled word Correct spelling Ignore All All Office applications check your spelling and grammar as you type. If a word is unrecognized, it is flagged as misspelled or grammatically incorrect. Misspellings are identified with a red wavy underline, grammatical problems are underlined in green, and word usage errors have a blue underline. You can correct the word or phrase manually, or you can let the software correct it for you. If you right-click a word or phrase that is identified as a mistake, you will see a shortcut menu. If the application’s dictionary can make a suggestion to correct the spelling, you can click to accept the suggestion and make the change. If a grammatical rule is violated, you will have an opportunity to select a correction. However, if the text is actually correct you can click Ignore or Ignore All. Click Add to Dictionary if you want the word to be considered correct whenever it appears in all documents. Add to Dictionary Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Spelling Pane Spelling pane You can address possible misspellings and grammatical errors without having to examine each underlined word or phrase. Click Spelling & Grammar in the Proofing group on the Review tab. Beginning at the top of the document each identified error is highlighted in a pane. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Thesaurus pane Thesaurus pane The Thesaurus in Office is used to help you find substitute words. Select a word, and click Thesaurus in the Proofing group on the Review tab. A task pane displays on the right side of the screen, and synonyms are listed. You can also click Thesaurus in the Proofing group on the Review tab, and in the Search box, type the word for which you are seeking a synonym. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

margins Margins A margin is the area of blank space that displays to the left, right, top, and bottom of a document or worksheet. Margins are evident only if you are in Print layout or Page Layout view or if you are in the Backstage view, previewing a document to print. To change margins, click Margins in the Page Setup group on the Page Layout tab. If the margins that you intend to use are included in the preset margin options, click a selection. Otherwise, click Custom margins to display the Page Setup dialog box in which you can create custom margin settings. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Page setup dialog boxes
Word Excel The Page Setup group contains the most commonly used page options in the Office application. Some are unique to Excel, and others are more applicable to Word. Other less common settings are available in the Page Setup dialog box only. The options are displayed when you click the Page Setup Dialog Box Launcher. The subsequent dialog box includes options for customizing margins, selecting page orientation, centering vertically, printing gridlines, and creating headers and footers. Although some of the previous options are available only when working with Word, others are unique to Excel. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Summary Create or log into your Microsoft account Access the Start screen and desktop Work with Files and Folders Get Office Help Select and Edit text This chapter in PowerPoint demonstrates how to log into your Microsoft account. It shows how to Interact and Identify Start screen components and access the desktop. The use of File Explorer to work with folders and files, review files, and print files. Also to select, copy, and move files, and identify common interface components. And finally, get Office Help and edit text. Summary continues on next slide. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Summary Use the Clipboard group commands Use Editing group commands Insert objects Review a file Use the Page Setup dialog box This chapter in PowerPoint also demonstrates working with applications. It shows how to use the clipboard, insert objects, review a file and use the Page Setup dialog box. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Questions As you complete this introduction to PowerPoint, be sure you ask questions. You want to understand the concepts so that you can continue to build on them in future chapters. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

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