Lesson 5: Office Fundamentals

Word 2007

Word processing software is used with text to create, edit, and format documents such as letters, memos, reports, brochures, resumes, and flyers.

When you start Access 2007

a new blank database is not created automatically for you. In order to get started using Access, you must create and name a database first or open an existing database.

When you start Word 2007,

a new blank document named Document1 opens.

When you start PowerPoint 2007

a new blank presentation named Presentation1 opens.

When you start Excel 2007,

a new blank workbook named Book1 opens.

Customize Quick Access Toolbar

Quick Access Toolbar drop-down arrow on the right end of the toolbar and adding command buttons from the list that displays. You also can customize the toolbar by changing where it displays. If you want it closer to the document window, you can move the toolbar below the Ribbon.

Keeping Files on the Recent Documents List

Click gray push pin to pin the file to the list, Green push pin denotes file pinned to list

cut text

Ctrl+X

Outline

Displays the document as an outline

Print Layout

Displays the document as it will appear when printed.

Web Page

Displays the document as it would look as a Web page.

Draft

Displays the document for quick editing without additional elements such as headers or footers

Full Screen Reading

Displays the document on the entire screen to make reading long documents easier. To remove Full Screen Reading, press the ESC key on the keyboard.

Hiding the Ribbon

Double-click the active tab, such as Home, to hide all the groups and commands, greatly reducing the size of the Ribbon. When you want to display the entire Ribbon, double-click the active tab. You also can press Ctrl+F1 to minimize and maximize the Ribbon.

Open a File Using the Open Dialog Box

File list for current location. Click a file to select, Click the drop-down arrow and select a location, Look in toolbar buttons on the top right side, Click Cancel to close the dialog box without opening a file, My Places bar provides shortcuts to locations,

Easy Text Selection in Word sentence

Hold down Ctrl and click in the sentence to select.

One character to the left of the insertion point

Hold down Shift and press the left arrow key.

Ribbon

Home, insert, page layout, references, mailings, review, view. a large strip of visual commands that displays across the screen below the Office Button, Quick Access Toolbar, and the title bar. The Ribbon is the most important section of the interface: It is the command center of the Microsoft Office 2007 interface, providing access to the functionality of the programs

Office Button, Quick Access Toolbar, and title bar

In word they are in the top left side

Galleries of formatting options

Like in the format tab, picture style groups

Open Options

Open, Open Read-Only, Open as Copy, Open in Browser, Open with Transform, Open and Repair

Open with Transform

Opens a file and provides the ability to transform it into another type of document such as an HTML document.

Open and Repair

Opens the selected file and attempts to repair any damage. If you have difficulty opening a file, try to open it by selecting Open and Repair.

Open as Copy

Opens the selected file as a copy of the original so that if you edit the file, the original remains unchanged.

Open in Browser

Opens the selected file in a Web browser.

Open

Opens the selected file with the ability to read and write (edit).

Open Read-Only

Opens the selected file with the ability to read the contents but prevents you from changing or editing it.

PowerPoint 2007

Presentation graphics software is used to create slide shows for presentation by a speaker, to be published as part of a Web site, or to run as a stand-alone application on a computer kiosk.

View tab

Print Layout, Full Screen Reading, Web Page, Outline, Draft

Recent Documents List

Use the Office Button to open the menu. displays when the Office menu opens and provides a list of links to the last few files you used

specific zoom value

Use the Zoom dialog box to set a specific zoom value

Office Button

displays the Office menu

title bar

displays the program name and filename at the top of a window.

Contextual tab

displays when picture is selected. font is in pink

Use Enhanced ScreenTips

displays when you rest the mouse pointer on a command. provides the command name, a brief description of the command, and a link for additional help.To get help on the specific command, keep the pointer resting on the command and press F1 if the Enhanced ScreenTip displays a Help icon.

Key Tip

is the letter or number that displays over each feature on the Ribbon or Quick Access Toolbar and is the keyboard equivalent that you press. Notice the Key Tips that display in Figure 1.5 as a result of pressing Alt on the keyboard. Other keyboard shortcuts, such as Ctrl+C to copy text, remain the same from previous versions of Microsoft Office.

Displaying the Office Menu from the Keyboard

keyboard shortcut to display the Office menu instead of clicking the Office Button, press Alt+F.

Zoom slider

located on the right edge of the status bar, enables you to drag the slide control to change the magnification of the current document, worksheet, or presentation.

Clipboard group

on the Home tab to perform the task

Undo Redo Repeat

on the Quick Access Toolbar

manual duplex

operation allows you to print on both sides of the paper by printing first on one side and then on the other.

Ribon submenu groups

organize related commands together on each tab. Like a subtab. For example, the Home tab in Word contains these groups: Clipboard, Font, Paragraph, Styles, and Editing. These groups help organize related commands together so that you can find them easily. For example, the Font group contains font-related commands, such as Font, Font Size, Bold, Italic, Underline, Highlighter, and Font Color.

Use the Thesaurus

point to the word in the file that you want to find an alternative for and right-click the mouse. When the shortcut menu displays, point to Synonyms, and the program displays a list of alternatives. place the insertion point in the word you want to look up and then click the Thesaurus command in the Proofing group on the Review tab. The Thesaurus opens with alternatives for the selected word.

duplex printer

print on both sides of the page. However, if you do not have a duplex printer, you can still print on two sides of the paper by performing a manual duplex operation, which prints on both sides of the paper by printing first on one side and then on the other.

A contextual tab

provides specialized commands that display only when the object they affect is selected. For example, if you insert a picture on a slide, PowerPoint displays a contextual tab on the Ribbon with commands specifically related to the selected image. When you click outside the picture to deselect it, the contextual tab disappears.

Ribon submenu command

specific tasks performed. Commands appear as visual icons or buttons within the groups on the Ribbon. The icons are designed to provide a visual clue of the purpose of the command. For example, the Bold command looks like a bolded B in the Font group on the Home tab. You simply click the desired command to perform the respective task.

user interface

the meeting point between computer software and the person using it and provides the means for a person to communicate with a software program.

Format Painter

which copies the formatting of text from one location to another. Select the formatted text you want to copy and click the Format Painter in the Clipboard group on the Home tab to copy the format. Single-click the command to turn it on to copy formatting to one location—the option turns off automatically after one copy—or double-click the command to turn it on for unlimited format copying—you must press Esc on the keyboard to turn it off.

Clipboard,

which is a memory location that holds up to 24 items for you to paste into the current file, another file, or another application.

Overtype mode

which replaces the existing text with text you type character by character. To change to Overtype mode, select the Word Options button on the Office menu. Select the option Use Overtype Mode in the Editing Options section of the Advanced tab.

dialog box

window that provides options related to a group of commands.

Live Preview

works with the galleries, providing a preview of the results of formatting in the document.

Now Word

.docx

Access 2007

Relational database software is used to store data and convert it into information. Database software is used primarily for decision-making by businesses that compile data from multiple records stored in tables to produce informative reports.

Changing the Display of the My Places Bar

Right-click the mouse to display a shortcut menu, which displays when you right-click the mouse on an object and provides a list of commands pertaining to the object you clicked. From the shortcut menu, choose Add (folder name)—the folder name is the name of the location you selected in the Look in box. The new shortcut is added to the bottom of the My Places bar.

Using Keyboard Shortcuts

Simply press Alt on the keyboard to display the Ribbon and Quick Access Toolbar with shortcuts called Key Tips.

Excel 2007

Spreadsheet software is used to store quantitative data and to perform accurate and rapid calculations with results ranging from simple budgets to financial analyses and statistical analyses.

Ribon submenu

Tabs, Groups, command

Use Office 2007 Help

To access Help, press F1 on the keyboard or click the Help button on the right edge of the Ribbon. Can Click the Help button to open Help, Click to display a table of contents for Help files, Click to print the Help topic, Click the Search button to perform the search, Click a link to open Help topics

paragraph

Triple-click the mouse in the paragraph.

previous versions of Word

all documents were saved with the three letter extension .doc.

macros,

are small programs that automate tasks in a file, and those that do not. This specification of files that contain macros enables a virus checker to rigorously check for damaging programs hidden in files.

Status bar

bottom left side

View buttons

bottom right side

Formatting text

changes an individual letter, a word, or a body of selected text.

Print dialog box displays.

click Print in the Print group on the Print Preview tab. Click to select a different printer, Manual Duplex option, Select a range of pages to print, Change the number of copies, Select what to print, Click OK to print

Check Spelling and Grammar at Once

click Spelling & Grammar in Word (Spelling in Excel or PowerPoint) in the Proofing group on the Review tab.

Find

command enables you to locate a word or group of words in a document quickly in choose the Find command in the Editing group on the Home tab and type the text you want to locate in the resulting dialog box, Find Tab of the Find and Replace Dialog Box.

Go To

command moves the insertion point to a specific location in the document.

Replace

command not only finds text quickly, it replaces a word or group of words with other text. in Find Tab of the Find and Replace Dialog Box

Quick Access Toolbar

contains buttons for frequently used commands, such as saving a file or undoing an action. This toolbar keeps buttons for common tasks on the screen at all times, enabling you to be more productive in using these frequently used commands.

Home tab

contains commands to help you create, edit, and format a document in Word, a worksheet in Excel, and a presentation in PowerPoint. In Access, the Home tab contains groups of commands to insert, delete, and edit records in a database table

Grammar error

denoted by green wavy underline

Mini toolbar

displays above the selected text as semitransparent and repeats often used commands. displays when you select text in Word, Excel, and PowerPoint. It displays above the selected text as semitransparent and remains semitransparent until you point to it. Often-used commands from the Clipboard, Font, and Paragraph groups on the Home tab are repeated on the Mini toolbar for quick access. Display bold, italic, font etc. when Selected text

status bar bis

displays at the bottom of the program window and contains information about the open file and tools for quick access. The status bar contains details for the file in the specific application. For example, the Word status bar shows the current page, total number of pages, total words in the document, and proofreading status.

Ribon submenu tabs

divide the Ribbon into task-oriented sections. For example, the Ribbon in Word contains these tabs: Home, Insert, Page Layout, Reference, Mailings, Review, and View. When you click the Home tab, you see a set of core commands for that program. When you click the Insert tab, you see a set of commands that enable you to insert objects, such as tables, clip art, headers, page numbers, etc.

Now

docx pptx xlsx accdb

template

file that contains formatting and design elements.

Office menu

in the office button, a list of commands that you can perform on the entire file or for the specific Office program, such as saving, printing.

Landscape orientation

is wider than it is long, resembling a landscape scene.

A gallery

is a set of options that appear as thumbnail graphics that visually represent the option results. For example, if you create a chart in Excel, a gallery of chart formatting options provides numerous choices for formatting the chart.

Dialog Box Launcher

is a small icon located on the right side of some group names that you click to open a related dialog box, which is a window that provides options related to a group of commands.

Portrait orientation

is longer than it is wide—like the portrait of a person.

virus checker

is software that scans files for a hidden program that can damage your computer.

insertion point

is the blinking vertical line in the document, cell, slide show, or database table designating the current location where text you type displays.