Microsoft Office Lesson 1

1. Microsoft OfficeLesson 1 Lexington Technology Center October 4, 2004 Bob Herring On the Web at www.lexington1.net/AdultEd/computer/office.htm

2. Microsoft Office Lesson 1 Survey and Goals • Class Survey • Computer experience • Word processing experience • Microsoft Office experience • Class Goals • What to expect • Specific needs? 2

3. Microsoft Office Lesson 1 Office as a Suite of Solutions • Word - Word Processor Tool • What You See is What You Get (WYSIWG) Text Formatting • One Page Letters to Books • Excel - Spreadsheet Tool • Tables of Data • Charts • PowerPoint - Presentation Tool • Business Presentations • Classroom Lessons (like this one!) • Publisher - Pre-Press Compositional Tool • Newspaper-like Layouts • Color Separations • Access - Relational Database Tool • Data Tables • Ability to Search and Correlate Data 3

4. Microsoft Office Lesson 1 Office Programs Work Together • Data from one Office program can be displayed in another • Documents may also be joined by hyperlinks Word Excel PowerPoint 4

5. Microsoft Office Lesson 1 Opening Office Programs • Office has its own toolbar. It is usually in the upper right corner of • the screen. • Left-click the icon of the desired program to start it. • Other programs may be added to the toolbar by right-clicking the • “Window” area and choosing “Customize” PowerPoint Word Access Excel Publisher Outlook 5

6. Microsoft Office Lesson 1 Starting Programs from “New Office Document” New Office Document General Tab Blank Document Template 6

7. Microsoft Office Lesson 1 Starting Programs from “Start - Programs” Office Programs Programs Start 7

8. Microsoft Office Lesson 1 Menu Bar Comparison • The Menu toolbars in Office programs are quite similar • The Menu bar is even the same in non-Office programs (Explorer) Word PowerPoint Excel Access Explorer 8

9. Microsoft Office Lesson 1 Standard Toolbar Comparison • The “Standard” toolbars in Office programs are also similar • Learning the toolbar in one program puts you ahead learning another Access Publisher Word Excel PowerPoint 9

10. Microsoft Office Lesson 1 Document Layout Menu Bar Standard Toolbar Formatting Toolbar Status Bar 10

11. Microsoft Office Lesson 1 Document Layout Horizontal Ruler • Document Layout, continued Vertical Ruler Document Window 11

12. Microsoft Office Lesson 1 Standard Toolbar Drawing Toolbar Tables, Borders Spell Check Show Format Marks Insert Excel Paste Print Cut Open Hyperlink Undo Help New Print Preview Save Zoom Copy Redo Columns Web Toolbar Page Setup Document Map Format Painter Table 12

13. Microsoft Office Lesson 1 Formatting Toolbar Decrease Indent Right Text Style Text Color Numbers Borders Italics Left Highlighting Bullets Underline Font Size Center Increase Indent Font Bold Full 13

14. Microsoft Office Lesson 1 Working with Toolbars • Right-click anywhere in the toolbar area to get this popup menu • Left click on the desired toolbar to toggle it on or off Toolbar Popup 14

15. Microsoft Office Lesson 1 File Menu • Double-click the word “File” to open the menu fully Icon Same as Toolbar Keyboard Shortcut Recently Used File List 15

16. Microsoft Office Lesson 1 Expanding Menus • Menus are sometimes truncated; to see the whole menu, click the • double down arrow at the bottom of the menu Expanded Menu Double Down Arrow 16

17. Microsoft Office Lesson 1 Cut , Copy , and Paste • Cutting, copying and pasting are at the very heart of word processing • They allow you to move text and pictures and add previous work to • your current document. • Cutting and copying are the same operation. Both copy the selected • item to the clipboard. • Paste brings the item from the clipboard into the document. That is • why the symbol looks like a page coming off a clipboard. • Remember to select the item!! When the operation you have chosen • doesn’t work, go back and select the text • Keyboard shortcuts are available: • Control + X Cuts • Control + C Copies • Control + V Pastes 17

18. Microsoft Office Lesson 1 Cut, Copy, and Paste • There are four ways to cut, copy, and paste: • Select Edit, then click the desired operation • Right-click the selection, and choose from the popup menu • Select the item, then click the appropriate tool on the toolbar • Select the item, and use a keyboard shortcut 18

19. Microsoft Office Lesson 1 Viewing the Page • Use the View menu to change page size on your monitor screen • Select View, then Zoom 19

20. Microsoft Office Lesson 1 Zooming the Window • Zoom to Page width • The full page is displayed in the window Zoom size End of Ruler 20

21. Microsoft Office Lesson 1 Setting Default Fonts • Select Format, then Font • Select the font and size • and then choose Default 21

22. Microsoft Office Lesson 1 Formatting Text • Highlight the text to be formatted • Choose Format from the Menu bar, then desired option • Formatting may also be done from the Formatting Toolbar Bold Italic Tab Double Spaced Underline 22

23. Microsoft Office Lesson 1 Selecting Text • Select text by highlighting it with the mouse while holding down • the left mouse button. • Select a letter, a word, a paragraph, or the whole document. 23

24. Microsoft Office Lesson 1 Bold, Italic, and Underline • The most common text styles are bold, italic, and underline • Select the text to be changed • Use the Text Style Tools to achieve the desired effect Bold Italic Underline 24

25. Microsoft Office Lesson 1 Fonts and Font Sizes • Select the text to be changed • Click on the dropdown arrow on the Font Tool • Select the new font in the dropdown box Font Tool Font Size Tool Font Dropdown 25

26. Microsoft Office Lesson 1 Fonts and Font Sizes, Continued • Select the new font size in the dropdown box Font Size Dropdown 26

27. Microsoft Office Lesson 1 Fonts and Font Sizes, Continued • Select the text to be changed • Click on Format, then select Font • Select the new font, size, and any special effects that may be needed Font Font Size Text Color Text Effects Sample Set as Default 27

28. Microsoft Office Lesson 1 Standard Toolbar Comparison • When spell check is on, Word underlines misspelled words • Words not in the dictionary are also underlined • Words can be added to a custom dictionary Spell Check 28

29. Microsoft Office Lesson 1 Spell Check Popup Menu • Right-click the underlined word. A popup menu will appear with • suggestions for correction • Left-click to correct, or choose “Ignore All” or “Add” 29

30. Microsoft Office Lesson 1 Scroll Bars • Word has the standard vertical and horizontal scroll bars • The Select Browse Object tool at the bottom of the vertical scroll bar • allows the user to quickly sort by pages, sections, headings, tables, • pictures, edits, fields, endnotes, footnotes, and comments! It also provides quick access to the Go To feature, and Find. Select Browse Object Tool 30

31. Microsoft Office Lesson 1 Browse Object Tool Browse by Footnote Browse by Endnote Browse by Comment Browse by Section Browse by Field Browse by Page Browse by Table Go To Browse by Graphic Browse by Heading Browse by Edit Find 31

32. Microsoft Office Lesson 1 Saving Your Work • Click File, then choose Save • Type a name for your file • Click the down arrow next to the “Save in:” box Down Arrow File Name 32

33. Microsoft Office Lesson 1 Saving to a Floppy Disk • Select the folder where your file will be saved (3½ Floppy (A:)) • Click “Save” • The name of your document will change to the name you picked 3½ Floppy (A:) 33

34. Microsoft Office Lesson 1 Quitting Word • Select File, then Exit • Click the X in the top right corner of the window • If you only want to close the current document • Select File, then Close • Click the Xbelow the one in the top right corner 34