Lesson 11 Exploring Microsoft Office 2010

1. Lesson 11Exploring Microsoft Office 2010 Computer Literacy BASICS: A Comprehensive Guide to IC3, 4th Edition Morrison / Wells

2. Objectives • Start Microsoft Office 2010 applications. • Switch between application windows. • Close applications. • Navigate and identify the common elements in application windows. • Identify the elements in the new Office 2010 user interface. • Customize the Quick Access Toolbar. 2 2

3. Objectives (continued) • Open, save, and close documents. • Use on-screen and online Help features. 3 3

4. application window Backstage view cursor document window file file compatibility file extension folder Vocabulary • I-beam • insertion point • Jump List • minimized • open • path • Ribbon • save 4 4

5. ScreenTip scroll shortcut menu subfolders Vocabulary (continued) 5 5

6. Starting and Closing Applications • Microsoft Office 2010 is an integrated software package that enables you to share information between several applications. 6 6

7. Starting and Closing Applications (continued) • The steps for starting and closing all Office applications are the same, and the steps will also apply to other applications such as Internet Explorer and Windows Media Player. • When you click the File tab, Backstage view is displayed. • Backstage view provides quick access to common tasks for managing documents, such as saving, opening, and printing. 7 7

8. Starting and Closing Applications (continued) • Starting Applications and Switching Between Applications • You can start most applications by double-clicking the application icon on the desktop or by using the Start button in the lower-left corner of the screen. 8 8

9. Starting and Closing Applications (continued) • Starting Applications and Switching Between Applications (continued) • The application window serves as the primary interface between the user and the application. 9 9

10. Starting and Closing Applications (continued) • Starting Applications and Switching Between Applications (continued) • Multiple applications can be open at the same time. • A button for each open application appears on the taskbar at the bottom of the screen. • To switch from one open application to another, click the application button on the taskbar. 10 10

11. Starting and Closing Applications (continued) • Starting Applications and Switching Between Applications (continued) • When you position the mouse pointer over the button, the name of the button is displayed in a small window called a ScreenTip. • Minimized applications are still running, but the application windows are no longer displayed on the screen. The application button is displayed on the taskbar, and when you click the application button on the taskbar, the application window reopens. 11 11

12. Starting and Closing Applications (continued) • Closing Applications and Backstage View • In Backstage view, you can quickly access the Close and Exit commands. • The Close command will close the active document. • The Exit command will close all active documents and the application. 12 12

13. Navigating Application Windows • The application window includes many of the elements of all Windows screens, including the title bar, scroll bars, and status bar. • The document window is the area where you enter new text and data or change existing text and data. 13 13

14. Navigating Application Windows (continued) • The insertion point (often referred to as the cursor) is a blinking vertical line that indicates the location in the document where the new text and data will be entered. • When positioned within the document window, the pointer changes from an arrow to an I-beam. • Position the I-beam over the text in the document where you would like to reposition the insertion point, and then click. 14 14

15. Navigating Application Windows (continued) • When you scroll through a document, you move through the document window on the screen without changing the location of the insertion point. • To scroll, use the horizontal or vertical scroll bars, or if available, use the wheel on the mouse or the track pad. 15 15

16. Using the Office User Interface • Using the Office Ribbon • The Ribbon is the blue banner that stretches across the top of the screen. • Related commands and options are organized in groups on each tab. • As you work in a document, the Ribbon adapts by providing appropriate commands and options. 16 16

17. Using the Office User Interface (continued) • Customizing the Quick Access Toolbar • By default, the Quick Access Toolbar is positioned above the Ribbon in the upper-left corner of the application window. • This toolbar offers quick access to commands you use frequently. 17 17

18. Using the Office User Interface (continued) • Customizing the Quick Access Toolbar (continued) • You can customize the toolbar to include the commands you use most often. 18 18

19. Opening, Saving, and Closing Documents • To open a document means to load a file into an application. • A file is a collection of information saved as a unit. • Each file is identified by a filename. • The terms “document” and “file” are used interchangeably. 19 19

20. Opening, Saving, and Closing Documents (continued) • Opening a Document • The Open command in Backstage view, which is accessed using the File tab, enables you to open a file from any available disk and folder. • A file extension identifies the type of file. • The extension is usually three or four characters and varies depending on the application used to create the document. 20 20

21. Opening, Saving, and Closing Documents (continued) • Opening a Document (continued) • A folder is a means for organizing files into manageable groups on a designated storage device. All computer files are saved in folders. • Subfolders are folders within folders. • The path is the route the operating system uses to locate a document. 21 21

22. Opening, Saving, and Closing Documents (continued) • Opening a Document (continued) • You can open multiple documents within each application. • When multiple documents are open within one application, the taskbar displays the documents stacked behind the application button. • A Jump List is a collection of links that provides quick access to files and data. 22 22

23. Opening, Saving, and Closing Documents (continued) • Solving Problems with Opening Documents • The following are descriptions of common problems: • File compatibility refers to the ability to open and work with files without a format conflict. • You may encounter compatibility problems if you are working in a different operating system than the one in which the file was created. 23 23

24. Opening, Saving, and Closing Documents (continued) • Solving Problems with Opening Documents (continued) • If, when you use the Open command from the File tab, you do not see the file you are looking for, it could be caused by a number of things. • First, you need to verify the document was saved before it was closed. • Second, you need to verify you are looking in the right disk and the right folder. • The file is in a format that cannot be read by the application you are using. 24 24

25. Opening, Saving, and Closing Documents (continued) • Solving Problems with Opening Documents (continued) • You encounter a corrupted file or a file that will not open. You can try to open the file on a different computer to verify that the file is indeed corrupt and that there is not something wrong with your computer. 25 25

26. Opening, Saving, and Closing Documents (continued) • Saving and Closing a Document • To save a document means to store it on a disk or other storage medium. • To make it easier to find documents, choose filenames with words that help describe the document. • When you click the Save button on the Quick Access Toolbar, the document is saved with the same filename and in the same location. 26 26

27. Opening, Saving, and Closing Documents (continued) • Saving and Closing a Document (continued) • When you use the Save As command, you have the opportunity to change the document format, location of the document, and the filename. 27 27

28. Opening, Saving, and Closing Documents (continued) • Saving and Closing a Document (continued) • To close a document, you can click the Close button in the upper-right corner of the application window. • Whether you click the Close button in the application window or the Close button on the thumbnail, when you close the last open document, the application closes, too. 28 28

29. Getting Help • Whenever you encounter a problem, your first source of help should be the Help features in each Office application. • The Help button looks like a question mark. • Navigating the Help screens is much like navigating a Web page. • If your computer is connected to the Internet, you will also have access to all the current Help information available from the Microsoft Office.com Web site. 29 29

30. Summary In this lesson, you learned: • You can start an Office application by clicking the Start button on the taskbar and selecting the application from the All Programs menu, or you can double-click the application icon on the desktop. • Backstage view provides quick access to common tasks for managing documents, such as saving, opening, and printing. 30 30

31. Summary (continued) • Common elements found in Office application windows include the title bar, scroll bars, and status bar. • You can maximize the space for the document window by minimizing the Ribbon. • You can customize the Quick Access Toolbar by adding or removing command buttons. • The Open dialog box enables you to open a file from any available disk and folder. 31 31

32. Summary (continued) • 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 an operating system other than that used to create it. • To save a document using a new filename, click the File tab and then click the Save As command. 32 32

33. Summary (continued) • To close a document, you can click the Close button in the upper-right corner of the application window, or you can click the File tab and then click the Close command. You can also close a document by clicking the Close button in the document thumbnail that is displayed when you point to the application button on the taskbar. 33 33

34. Summary (continued) • Several sources of help are available including application Help features, assistance from others, books and manuals, and online help. 34 34