Intro to Microsoft Office

1. Key Applications Module
Lesson 11 — Using Microsoft
Office 2010
Computer Literacy BASICS

2. Objectives
 Start Office 2010 applications.
 Navigate through an Office document
window.
 Customize the document window to make it
easier to accomplish specific tasks.
 Open, save, and print documents.
 Close documents and applications.
 Use onscreen and online help features.
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3. Vocabulary
 Document  Path
 File compatibility  Save
 I-beam  Scroll
 Office Assistant
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4. Microsoft Office 2010
 Microsoft Office 2010 is an integrated
software package that enables you to share
data among the applications.
 The applications available depend on the
Office suite that is installed and the
selections made during the installation.
 There are several different Office suites,
each with a different combination of
applications.
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5. Microsoft Office 2010 Suite
Applications
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6. Starting an Office Application
 There are two ways to start an Office
application:
– Double-click an application icon on the
desktop.
– Use the Start menu.
 When you launch most Office applications, a
new blank document will be displayed.
 A document is a data file in any application.
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7. Navigating Application Screens
 You can have multiple applications open at
the same time.
 Each open application will display in the
status bar at the bottom of the screen, as
shown below.
Buttons represent-
Start button ing open Office
application buttons
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8. Word window
Word Document Window
ribbon
Scroll
box
Scroll
bar
Number of pages
in document Adjust size
Spelling & Print of displayed
Grammar Layout document
Current check icon button
Page
Status Bar
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9. Using the Mouse to Navigate
The scroll bars and scroll boxes allow
navigation through a document with the
mouse. Scroll
up
I-beam Drag
scroll
bar to
move
either
direction
Scroll
Scroll right down
Scroll left
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10. Using the Keyboard to Navigate
 You can use the arrow keys to move the
insertion point up, down, left, and right in a
document.
 The PgUp and PgDn keys move the insertion
point up or down about the depth of your
screen every time you press one of the keys.
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11. Use the View Menu to Customize
the Document Window
 You can display other toolbars besides the
Standard toolbar in your document window.
 Toolbars that are checked on the View menu’s
Toolbars submenu will display in your window.
 You can also change the magnification level of
a document—how large or small the text and
graphics appear on the screen—using the
Zoom command.
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12. Ribbon
Gallery scroll
arrow
Button Main
Home Text box
arrow tab In-
Tab gallery
Ribbon
More
button
Groups
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13. Applications on the Right side
Adjust size Close Word
of Word without
window saving
Minimize the
document
Close the
window
Restore the
window
Minimize the
ribbon Help Minimize the
window
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14. Quick Access Tool Bar
 Move Quick Access Tool Bar to the top of the
page
– Click on the more button
– Show above ribbon
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15. What is on the Quick Assess Tool
Bar
 Save – save document so do not lose
 Undo – what you just did
 Redo – redo what you just undid
 Printer – print document
 Open – a file
 Print Preview and Print
 Can add more click “more button” and
choose
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16. Home Tab
 Clipboard – cut, copy, paste, and format painter
 Font – size, color, style, and eraser
 Paragraph – spacing, indents, borders, sorting, and show
paragraph marks
 Styles – Format document
 Editing – find and replace
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17. Insert Tab
 Pages – insert cover page, blank page, and page break
 Table
 Illustrations – pictures, clip art, shapes, smart art, charts, and
screen shots
 Links – hyperlink, bookmark, cross-references
 Header & Footer – header, footer, and page numbers
 Text – add textbox, insert parts you may use over, signature
line, date and time
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18. Page Layout Tab
 Themes – page themes, colors
 Page Setup – margins, orientation, size, columns, breaks, line
numbers, hyperenation, and more
 Page Background – watermark, page color, and page boarders
 Paragraph – indents, spacing, multiple line spacing, and more
 Arrange – position, wrap text, bring forward/backward, selection
pane, align, group, and rotate
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19. References Tab
 Table of Contents – create a table of content
 Footnotes – Footnote or endnote
 Citations & Bibliography – creates citations and bibliographies
 Captions – add captions to pictures
 Index
 Table of Authorities
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20. Mailings Tab
 Create – Envelops & Labels
 Start Mail Merge – creating a mail merge
 Write & Insert Fields
 Preview Results
 Finish
 Notice how some of the fields are gray, that means they are not
available to use (ex. You cannot edit a picture until you enter a
picture)
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21. Review Tab
 Spelling & Grammar – research, word count, and thesaurus
 Language - Translate
 Comments – add comments to some ones document
 Tracking – Can track changes to you can see who made them
and revert back to other version if needed
 Changes – accept or reject changes
 Compare – two versions of a document
 Protect – so no changes can be made
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22. View Tab
 Document Views – how do you want to see it
 Show – ruler, gridlines, navigation pane
 Zoom – what size to you want
 Window – how windows should be arranged
 Switch windows – switch to another current open window
 Macros
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23. Opening and Saving Office
Documents
 You use the same procedures to open and
save documents in all Office applications.
 The terms document and file are used
interchangeably in Windows.
 Opening a document means to load a file
into memory from disk.
 Saving a document means to store it on disk.
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24. Office Filenames and Extensions
 Each file or document is identified by a filename
and an extension, which are separated by a
period.
 Office applications automatically add a file
extension indicating the type of file when it is
saved.
– Word assigns the extension .doc
– PowerPoint assigns the extension .ppt
– Excel assigns the extension .xls
– Access assigns the extension .mdb
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25. Path Names
 Files are saved and retrieved using path
names.
 A path is the route that the operating system
takes to locate the file.
At left is the full
path for a file,
which identifies the
disk drive and any
folders relative to
Disk Folder Folder Folder Filename the location of the
file, as well as the
filename.
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26. Opening a Document
 There are several ways to open an Office
document:
– Select Open Office Document on the Start menu.
– Or select the Open option from the File menu in
an Office application.
– Or click the Open button on the application’s
toolbar.
 All of these options will display the Open dialog
box, which you can use to locate and open a file.
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27. The Open Dialog Box
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28. The Open Dialog Box
Search
Back button
Look in
box
List of
available
Places bar folders
and files
Types of files Open
displayed button
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29. Problems Opening a File
 Problems that can arise when trying to open a
file include the following:
– You may not be able to find the file that you are
trying to open.
– The file may be corrupted or damaged.
– The file may not be compatible with the version
of the application or the operating system you
are using.
 You can take steps to deal with problems so
that you can eventually open almost any file.
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30. Saving a Document
 The quickest way to save a document is by
clicking the Save button on the Quick Access
toolbar.
– The file will be saved with its current name in
its current location.
 Get in the habit of saving your document
frequently to safeguard against a system
crash.
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31. Using the Save As command
 You can save a file with a new name and/or
location by using the Save As command from
the File menu.
– If saving the file for the first time, assign a name
to the file that describes its content or purpose.
– You can use descriptive filenames because the
path to the file can include up to 255 characters.
– Filenames cannot include any of the following
characters: / < > * ? “ | : ;
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32. The Save As Dialog Box
You can use
the F12 key
as a shortcut
to open the
Save As
dialog box.
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33. Printing a Document
 The easiest way to print a document is to click the
Print button on the Quick Access toolbar when the
document is active.
 This option sends the document to the printer
using default print parameters.
 To set or modify print settings, select the Print
option from the File menu to open the Print dialog
box.
 Options in the Print dialog box will vary based on
which application you are running.
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34. The Print Dialog Box
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35. Closing Documents and
Applications
All open applications have a red Close
button at the upper-right corner.
An open document also has a Close but-
ton below the application Close button.
 Clicking the document Close button will close that
file. Clicking the application Close button will close
all documents and end the application itself.
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36. Closing Documents and
Applications (cont.)
 You can also close a document using the
Close option on the File menu.
 To close an application, select Exit from
the File menu.
 When you close an application, you also
close any open files.
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37. Office Help Features
There are several types of help available for
Office applications:
 ToolTips and ScreenTips provide information
about a tool or screen feature.
 The Office Assistant is an animated Help character
that you can display for assistance whenever
working in an Office application.
 There is a Microsoft Office Online Web site where
you can find extensive help for Office applications.
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38. ToolTips and ScreenTips
 If you do not know the function of a toolbar button,
rest the mouse pointer on the button to see the
name of the function display in a ToolTip.
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39. The Office Assistant
 The Office Assistant is an
animated Help character
that offers tips to help you
use Office applications
and finds answers to your
questions.
 If the Office Assistant is
Enter a question in the text not visible on the screen,
box and click the Search
open the Help menu and
button to have the Office
Assistant look for information select Show the Office
to answer your question. Assistant.
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40. Online Help
 The Ask a Question
box is at the right side
of the menu bar in all
Office applications.
Click in the box, key
your question, and
press Enter to open a
pane with Help topics
that can answer your
question.
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41.  More options are
available in the Help
window, which you can
display by clicking the
application’s Help
command on the Help
menu (such as
Microsoft Office Word
Help) or by pressing the
F1 key.
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42. Internet Help from Microsoft’s
Web Site
 You can also find answers for frequently
asked questions for all Office products at the
Microsoft Office Online Web site.
 To go to the Microsoft Web site, open the
Help menu and choose Microsoft Office
Online. You must have an Internet
connection to access the Office Web site.
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43. Summary
 You can start Office applications by clicking
the Start button on the taskbar and selecting
the application from the Programs folder, or
you can double-click the application icon on
the Desktop.
 Navigating through an Office document
involves using the mouse, scroll bars, arrow
keys, and keyboard shortcuts.
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44. Summary (cont.)
 Standard features found in every Office
application window include the title bar,
menus, toolbars, scroll bars, status bar, and
taskbar, as well as a task pane that appears
when you open an application.
 You can customize an Office document
window by displaying task-specific toolbars
and adding or removing buttons from
toolbars.
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45. Summary (cont.)
 The View menu Zoom command allows you
to specify exactly what size to display the
page.
 The Open dialog box enables you to open a
file from any available disk and folder.
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46. Summary (cont.)
 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 another
operating system than was used to create it.
There are ways to open and use almost any
Office file, however.
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47. Summary (cont.)
 To save a document using a new filename,
open the File menu and choose the Save As
command.
 To print a document, you can use either the
Print button on the application’s toolbar or you
can open the File menu and choose Print.
 To close document windows and application
windows, you click the Close button or open
the File menu and choose Close or Exit.
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48. Summary (cont.)
 ToolTips and ScreenTips provide immediate
help without interrupting your work. The
Office Assistant offers tips and will help you
search for answers to specific questions. The
Help window and the Microsoft Office
Assistance Center Web site are also sources
of assistance with Office applications.
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