Lesson 6 Exploring Microsoft Office 2007

1. Lesson 6Exploring Microsoft Office 2007 Computer Literacy BASICS: A Comprehensive Guide to IC3, 3rd Edition Morrison / Wells

2. Objectives • Start Microsoft Office 2007 applications. • Switch between application windows. • Navigate and identify the common elements in application windows. • Identify the elements in the new Office 2007 user interface. • Customize the Quick Access Toolbar. • Close documents and applications. • Open, save, and print documents. • Use onscreen and online Help features. 2 2

3. application window Dialog Box Launcher document window file file compatibility file extension folders I-beam insertion point open a document path Ribbon save a document Vocabulary 3 3

4. ScreenTip scroll Vocabulary (continued) 4 4

5. Introduction • Microsoft Office 2007 is an integrated software package that enables you to share information between several applications. 5 5

6. Quick Quizzes: • Microsoft Office 2007 is a(n) ___________ software package that enables you to share information between several applications. Answer: integrated • Which application enables you to work with text, numbers, and formulas to create tables, worksheets, and financial documents? Answer: Excel

7. You can start Office 2007 applications by double-clicking the application icon on the desktop, clicking the application button on the taskbar, or by using the Start button in the bottom-left corner of the screen. Starting Office 2007 Applications 7 7

8. You can have multiple applications open at the same time. To switch from one open application to another, click the application button on the taskbar or click the Switch between windows button on the Quick Launch toolbar to the right of the Start button. Starting Office 2007 Applications (continued) 8 8

9. Step-by-step 6.1 • Note that the windows been used in the practice is Windows Vista.

10. Quiz: • True or False? You start a new application by clicking the Office Button on the taskbar. Answer: False. You start a new application by clicking the Start button on the taskbar. • True or False? You can have Word and Excel open at the same time. Answer: True.

11. When an application is launched, an application window appears. Navigating Application Windows 11 11

12. To scroll, use the horizontal or vertical scroll bars. Navigating Application Windows (continued) 12 12

13. Class Activity • Open your book page 115 and define the following: • Insertion point • I-Beam • Scroll Step-by-step 6.2

14. Quiz: 1) When positioned within the document window, the pointer changes from an arrow to a(n) ____. • Answer: I-beam 2) The ____ is a blinking vertical line that indicates the location in the document where the new text and data will be entered. • Answer: insertion point 3) True or False? The Restore Down button reduces the document to a button on the taskbar. • Answer: False. The Minimize button reduces the document to a button on the taskbar.

15. Several of the Office 2007 applications use a new visual design which is referred to as the Microsoft Office Fluent user interface. Using the New Office User Interface 15 15

16. Using the Office Ribbon: The Ribbon is the blue banner that stretches across the top of the screen, just below the title bar. The Ribbon makes it easy to find commands because related commands and options are organized in groups on each tab. Using the New Office User Interface (continued) 16 16

17. Using the Office Ribbon (cont): As you work in a document, the Ribbon adapts by providing appropriate commands and options. You can position the mouse pointer over a button to see the name and description of the command in a ScreenTip. If you prefer to use the keyboard instead of the mouse, you can access the tabs on the Ribbon by using keyboard shortcuts that you can show on the Ribbon. Step-by-Step 6.3 Using the New Office User Interface (continued) 17 17

18. Minimizing the Ribbon: If you want to maximize the screen space for your document window, you can minimize the Ribbon. Step-by-step 6.4 Using the New Office User Interface (continued) The Ribbon minimized 18 18

19. Using and 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. The default settings include only three options, but you can customize the toolbar to include the commands you use most often. Step-by-step 6.5 Using the New Office User Interface (continued) 19 19

20. Quiz: 1) What is the small arrow that appears in the lower-right corner of some groups on the Ribbon? • Answer: Dialog Box Launcher 2) By default, where is the Quick Access Toolbar located? • Answer: By default, the Quick Access Toolbar is positioned above the Ribbon in the upper-left corner of the application window.

21. Closing Documents and Applications • To close a document, you can click the Close button in the application window or click the Office Button and choose the Close command. • If you have multiple documents open, clicking the Close button or using the Close command will close only the active document. • To close an application and all documents at the same time, click the Office Button and click the Exit command. • Step-by-step 6.6 21 21

22. Quiz: 1) True or False? The software saves your work automatically before you close if you made any changes since your last save. • Answer: False. The software prompts you to save your work if you made any changes since you last saved.

23. Opening, Saving, and Printing Documents • You use similar procedures to open and save documents in all Office applications. • To open a document means to load a file into an application. • A file is a collection of information saved in a unit. 23 23

24. Opening, Saving, and Printing Documents (continued) • Opening a Document: • The Open command, which is accessed using the Office Button in most Office 2007 applications, enables you to open a file from any available disk and folder. 24 24

25. Opening, Saving, and Printing Documents (continued) • Opening a Document (cont): • Once you locate the file, double-click the filename. If necessary, your computer will launch the associated application and the document will open. • File extensions identify the type of file. An extension is usually three or four characters. • Folders are containers used to organize documents into manageable groups. The path identifies the disk and any folders relative to the location of the document. • Step-by-step 6.7 (download DataFilesforStudents folder from my wiki under lesson 6 files) 25 25

26. Opening, Saving, and Printing Documents (continued) • Solving Problems with Opening Files: • You may encounter the following types of problems when opening files: • File compatibility • Operating system compatibility • Unable to locate a file • A file is in a format that cannot be read by the application you are using • A file is corrupted 26 26

27. Opening, Saving, and Printing Documents (continued) • Saving a Document: • You can save a document to the hard drive on your computer, to the desktop, to an auxiliary drive or a network location, or to portable media. • To make it easier to find documents, choose filenames with words that help describe the document. • You should make a habit of saving frequently and after making any major changes to your document. 27 27

28. Opening, Saving, and Printing Documents (continued) • Saving a Document (cont): • The quickest and easiest way to save a document is to click the Save button on the Quick Access Toolbar. • You can use the Save As command to open the Save As dialog box where you can change a file’s name, location, or format. • Step-by-Step 6.8 28 28

29. Opening, Saving, and Printing Documents (continued) • Printing a Document: • When you point to the arrow next to the Print command, three print options appear in a submenu. 29 29

30. Opening, Saving, and Printing Documents (continued) • Printing a Document (cont): • The Print option opens the Print dialog box, and you can select a printer, the number of copies to print, and the range of pages to print. • Step-by-Step 6.9 30 30

31. Quiz: • True or False? The “x” in a file extension indicates the XML format. Answer: True. • True or False? Folders are usually part of a path. Answer: True. • True or False? Office 2007 files are saved in a new format, and they will not normally open in earlier versions of Office applications. Answer: True.

32. CLASSROOM ACTIVITIES • True or False? Filenames can include the following characters: ?,”,*, and <. Answer: False. Filenames cannot include the following characters: ?,”,*, and <. • True or False? The Print Preview option sends the content in the active window directly to the printer. Answer: False. The Quick Print option sends the content in the active window directly to the printer.

33. Getting Help • Office 2007 applications have powerful Help features to assist you as you work. • In each application’s help system, you can enter keywords to search for a topic. • At the Microsoft Office Online Web site, you will find a variety of resources including tours, slide shows, tutorials, training videos, articles, product user groups, blogs, and the opportunity to chat with Microsoft support personnel. 33 33

34. Getting Help (continued) • The Help button on the upper-right corner of the application window opens the Help dialog box. 34 34

35. CLASSROOM ACTIVITIES • True or False? The Help button looks like a question mark. Answer: True. • True or False? You enter keywords in the Search box to get information about a topic. Answer: True.

36. CLASSROOM ACTIVITIES • True or False? If the word Offline appears at the bottom of the Help dialog box, you computer is currently connected to the Internet. Answer: False. If the word Offline appears at the bottom of the Help dialog box, your computer is not currently connected to the Internet.

37. Summary In this lesson, you learned: • You can start Office applications 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. • Common elements found in Office application windows include the title bar, scroll bars, and status bar. 37 37

38. Summary (continued) • 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. • To close document windows and application windows, you click the Close button in the application window or click the Office Button and then click the Close command or Exit. 38 38

39. Summary (continued) • The Open dialog box enables you to open a file from any available disk and folder. • 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, you click the Office Button and then click the Save As command. 39 39

40. Summary (continued) • To print a document, you click the Office Button, point to Print, and then choose a print option. • ScreenTips provide immediate help without interrupting your work. The Help window and the Office Online Web site are also sources of assistance. 40 40

41. ACTIVITY: True/False F ____ 1. Word and Excel are not included in all configurations of Microsoft Office 2007. ____ 2. The first step in using an Office program is to launch it on your computer. ____ 3. You can have multiple programs open on your computer simultaneously. ____ 4. In Access, a new file is automatically created when you start the program. ____ 5. In Word, you must expressly create a file before you enter any data. T T F F