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A Guide to Microsoft Office 2007. Chapter 1 Microsoft Office Basics. Table of Contents. What is Microsoft Office?The Microsoft Office InterfaceUsing Input DevicesMenus, Toolbars, and CommandsUsing the RibbonDialog BoxesSaving FilesPrinting a DocumentClosing a DocumentQuitting an Applicati
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1. A Guide to Microsoft Office 2007 Chapter 1Microsoft Office Basics
2. A Guide to Microsoft Office 2007 Chapter 1 – Microsoft Office Basics Table of Contents What is Microsoft Office?
The Microsoft Office Interface
Using Input Devices
Menus, Toolbars, and Commands
Using the Ribbon
Dialog Boxes
Saving Files
Printing a Document
Closing a Document
Quitting an Application
Opening a File
Searching the Web
Citing Web Sources
Multitasking
What is E-Mail?
E-Mail Etiquette and Ethics
E-mail Attachments
Using Microsoft Office Help
3. What is Microsoft Office? Microsoft Office 2007 is a Windows software package that consists of several applications
Outlook 2007
Word 2007
Excel 2007
Access 2007
PowerPoint 2007
Publisher 2007
4. What is Microsoft Office?
5. What is Microsoft Office? Microsoft Office is called an integrated software package because it uses (integrates) many applications together in one software program
Each application has a similar look and feel
Data can be easily duplicated between applications to help save time (no retyping of data)
6. The Microsoft Office Interface Interface – term used to describe how the user interacts with the computer
Window – area of the screen a user interacts with when using Office
Outlook and Publisher interfaces include standard menus and toolbars
Word, Excel, Access, and PowerPoint includes a newer interface that contains an Office button, a Quick Access Toolbar, and the Ribbon
7. The Microsoft Office Interface Publisher Screen
8. The Microsoft Office Interface Word Screen
9. Using Input Devices Input Devices – used to communicate with a Windows application
Common devices:
Keyboard
Mouse
CD/DVD drive
USB drive (JumpDrive)
Disk drive (hard disk or floppy disk)
10. Using Input Devices Modifier keys –special keys on a computer keyboard that modifies the normal action of another key when the two are pressed in combination
Common modifier keys:
11. Using Input Devices More common keys:
12. Using Input Devices More common keys:
13. Using Input Devices More common keys:
14. Using Input Devices More common keys:
15. Using Input Devices Mouse - used to select commands and respond to application prompts
Mouse pointer – icon of the mouse; will change depending on situation; some common ones are:
16. Using Input Devices Point – move pointer over an object on the screen
Click – pressing left button and releasing quickly
Double-click – pressing left button twice in rapid succession
Right-click – pressing right button and releasing quickly; always brings up a contextual menu
Wheel – on a mouse, can be rotated to scroll through a document
Stylus pen – replaces a mouse on a handheld computer; the pen touches the screen
Touchpad – replaces a mouse on a laptop
17. Menus,Toolbars, and Commands Office 2007 applications use an interface with either one of the following:
18. Menus, Toolbars, and Commands
19. Menus, Toolbars, and Commands Access key – indicated by an underlined letter in a menu bar or menu; when a menu appears, press the appropriate access key to select the command.
20. Menus, Toolbars, and Commands To access a menu:
21. Menus, Toolbars, and Commands To access the menu or a tab:
22. Menus, Toolbars, and Commands Keyboard Shortcut – sequence of keys that is pressed to execute a command (i.e. to print: Ctrl + P)
Pointing to an icon or menu command will display the keyboard shortcut
23. Using the Ribbon Ribbon – interface element that groups related commands into tabs
24. Using the Ribbon The Ribbon changes depending on activity (i.e. if a graphic is inserted, Format tab appears)
25. Dialog Boxes Dialog Box – small window with options for completing an action
26. Dialog Boxes Ellipses (…) – located after some command names or on command buttons; indicates a dialog box will appear
27. Dialog Boxes Default button – button with a thick border; pressing will select the default button
28. Saving Files File – collection of data stored on a lasting medium or disk
Hard disk – magnetic medium
CD/DVD – optical medium
USB Flash – semiconductor medium
Document – when data is stored in memory (RAM); becomes a file when it is saved to disk
Overwrite – term used when a modified document is saved again
29. Saving Files File name – unique name given to a file; can contain 256 characters
File name extension – a 3 or 4 letter extension that identifies a document in Windows; preceded by a period
30. Saving Files New documents are given generic names such as Document1 or Book1 until saved
To save a new document:
31. Saving Files
32. Printing a Document To Print a document:
33. Closing a Document Always save before closing.NOTE: If you don’t save changes, the changes cannot be retrieved.
Closing a document removes it from the computer’s memory. NOTE: Office will ask you to save if you made any changes.
To close a document:
34. Quitting an Application Quitting an application removes the application from memory.NOTE: you will no longer see an icon on the Taskbar for that application.
To quit an application:
35. Opening a File Opening a file transfers the contents of the file into the computer’s memory as a document.
To open a file:
36. Searching the Web Internet – name given to the world-wide network (physical connection) of computers; not controlled by one single organization
World Wide Web – portion of the Internet that is made up of Web pages
Web Browser – application required to view Web pages
37. Searching the Web Search Engine – used to locate information on the Web
Searches a database of Web pages for specified words and phrases and list hyperlinks to the pages containing the text
Common search engines:
38. Searching the Web Search Criteria – words or phrases used in a search
To specify criteria
“” (double quotes): “Michigan skiing” would search for all pages that contain the phrase Michigan skiing
+ (plus sign or space): Michigan + skiing or Michigan skiing would search for all pages that contain the words Michigan and skiing
- (minus sign): Michigan -skiing would search for all pages that contain the words Michigan without the word skiing
Can also use Logical Operators AND (in place of + or space), OR (one word OR another) and NOT (in place of -)
39. Citing Web Sources If information from a Web site is used in a report, a citation must be used to give credit to the original author and allow reader to locate the information
MLA (Modern Language Association) – An association that has published one of the most widely accepted form for citations inMLA Handbook for Writers of Research Papers, Sixth Edition
40. Citing Web Sources Material located on a web site
General form:
Author’s Last Name, First Name MI. “Document Title.” Site Title and last-updated date. Access date. Organization name, <URL>.
Example (personal Web site):
Rawlings, Julie. Home page. 23 Dec. 2007. 15 May 2009. <http://www.Lpdatafiles.com/julie/index.htm>.
Example (online magazine):
Schiffman, Paula. “Making Vinegar at Home.” Vinegar Monthly Vol. 1 May 2007. 30 Oct. 2009. <http://www.Lpdatafiles.com/ vinegarassoc/journal.asp>.
41. Citing Web Sources Example (posting to a discussion group):
Cruz, Anthony. “Are Orchestras Going Downhill?” Online posting. 10 June 2008. Oboe Discussion Group. 23 Nov. 2009. <http: //www.Lpdatafiles.com/odg/downhill.txt>.
42. Multitasking Multitasking – operating system feature that allows more than one application to run at a time
You can have Word, Excel, and a Web browser running at the same time and switch between them to organize your information
Each running application will display a button on the toolbar
43. What is E-Mail? E-mail – electronic mail that is sent over a network
Can be sent over a long distance almost instantaneously
Documents can be e-mailed directly from within the Office application that created the document or as an attachment in an e-mail application
44. What is E-Mail? E-mail address – required in order to send and receive e-mail messages
Provided for you when you sign up with an ISP (Internet Service Provider – i.e. Charter, UPLogon) or a Webmail service (i.e. Hotmail, Gmail)
An address looks like the following:
45. What is E-Mail? E-mail server – computer that runs special software; all e-mail clients must go through an E-mail server
E-mail clients connect to
SMTP (Simple Mail Transfer Protocol) to send e-mail
POP3 (Post Office Protocol3) or IMAP (Internet Mail Access Protocol) to receive mail
Malicious code – code that can affect your computer in a bad way (viruses, worms); commonly included in e-mail messages
46. E-Mail Etiquette and Ethics When using email, use professionalism and be courteous
Etiquette for composing messages:
Be concise
Use manners
Use proper spelling, grammar, and capitalization(All CAPS are equivalent to screaming)
47. E-Mail Etiquette and Ethics Code of ethics for composing messages:
Send messages through your account only
Keep subject header short and proper
Recipients may judge e-mail on header and delete
Anti-virus & e-mail filters may classify message as junk
Use appropriate subject matter and language
Be considerate of others beliefs
Respond to e-mail in a timely manner
Do not access another account without permission
Do no give out other’s e-mail address without permission
48. E-Mail Attachments You can “attach” other types of documents and send them through e-mail
The recipient must have the proper program to open a file you send
PDF (Portable Document Format) – document for the popular Adobe Reader application; widely used format that preserves all formatting in a document; free to download
49. Using Microsoft Office Help To access Help:
Click or press
50. Using Microsoft Office Help Help will browse topics at the Microsoft Office Online Web site if connected to the Internet
When keying in search criteria, Microsoft recommends two to seven words for best results