Introduction to Programming

Unit 1.1 - Overview of Office Tools

Presentation 2

Objectives

At the end of this presentation, you will be able to:• List the various menu options• Identify the various toolbar options• Perform basic file operations • Identify various file formats

Menu Bar

• Is a horizontal bar that appears at the top of the active window, which is associated with pull-down menus.

Activity 1.1.1

1. Open Word, Excel and PowerPoint applications. Notice the difference in menu names between Word, Excel and PowerPoint.

Toolbar

• Is a collection of icons that provides easy access to commonly used menu commands.

File Menu

• Helps in performing file related operations such as opening, saving and closing a file.

Saves the active file with a different name in a different location.

Save As

Saves the active file.Save

Closes the active file.Close

Opens an existing file.Open

Creates a new blank file.New

DescriptionMenu Option

File Menu

Hands-On!

• Perform the steps to create a new file and save it with the file name File1.doc.

Hands-On!

• Perform the steps to open the existing file File1.doc.

Hands-On!

• Perform the steps to save the existing file File1.doc as File2.doc.

• In the figure, label the icons and state its main function in the box given:

Activity 1.1.2 (a)

Activity 1.1.2 (b)

• Perform the following steps:Step 1: Open Excel application.Step 2: Type the number 123.Step 3: Save the file with the name Ex1.xls.Step 4: Close the file.Step 5: Open the file Ex1.xls.Step 6: Save the file with the name Ex2.xls.Step 7: Close the file.Step 8: Close the application.

Lab Exercise

1. Open a blank document and type the following:

" I had lunch with a chess champion the other day. I knew he was a chess champion because it took him 20 minutes to pass the salt. "Save the document with the name Quote1.doc.

Lab Exercise

• Open the document Quote1.doc and add the following quote:

" When humour goes, there goes civilization."

Save the document with the name Quote2.doc.

Edit Menu

• Is used for editing the content of the file using commands such as cut, copy and paste.

Edit Menu

Searches for and replaces the specified text.

Replace

Searches for the specified text.Find

Inserts the item at the cursor position.

Paste

Copies the selected item and places it in the Clipboard.

Copy

Removes the selected item and places it in the Clipboard.

Cut

DescriptionMenu Option

Hands-On!

• Perform the steps to duplicate a paragraph.

Hands-On!

• Perform the steps to cut and paste a line in a document.

Hands-On!

• Perform the steps to find and replace a text in a document.

• In the figure, label the icons and state its main function in the box given:

Activity 1.1.3 (a)

Activity 1.1.3 (b)

• The weekly sales report of the company JPS SPORTS Sdn. Bhd is generated every month. The item code, name and quantity of each item appear in the report. Company decides to change the item code of football is from I001 to I003. Make the necessary changes in the report by following the given steps:

Step 1: Open the data file Report1.xls.

Activity 1.1.3 (b)

Step 2: To change the item code of football, choose Edit Replace.

Step 3: On the Find what textbox, type the text I001 and on the Replace with textbox, type the text I003.

Step 4: Click on Replace All button.

Lab Exercise

1. Open a blank workbook and type the following:1841 Japanese invaded Malaya 1857 Federation of Malaya gained

independence 1863 Malaysia founded 1865 Singapore withdrew from Malaysia

As the years are wrongly typed, replace all 18 with 19. Save the workbook with the name Years1.xls.

Lab Exercise

• Open a blank workbook. Copy the years from Years1.xls and paste it in a new workbook. Save the workbook with the name Years2.xls.

View Menu

• Will affect what the user views in the window.

View Menu

Adds text that appears at the top and bottom of every page or presentation.

Header and Footer

Displays or hides toolbars.Toolbars

DescriptionMenu Option

Hands-On!

• Perform the steps to hide and then display the standard and formatting toolbars.

Hands-On!

• Perform the steps to add header and footer to a document.

Lab Exercise

• Open the document Quote2.doc. Add the text Quotes in the header and date in the footer. Save the document.

Format Menu

• Will affect the way the document or presentation appears.

Hands-On!

• Perform the steps to format the given document.

Activity 1.1.4

• Perform the following steps:Step 1: Open the Continents.ppt

data file.Step 2: On the first slide, change the colour

of the text to Blue.Step 3: On the rest of the slides, change the

font size of the title to 40.

Activity 1.1.4

Step 4: Apply Italics to all the numbers such as 30065000, 13209000 etc. in the

slides.Step 5: Save the file as Continents1.ppt.

File Formats

• Whenever you save a file, the file is saved along with its extension.

• The extension describes the type of file and helps an application to recognize the file.

Web Page.HTML

Excel.XLS

PowerPoint.PPT

Word .DOC

File TypeFile Extension

File Formats

Lab Exercise

• Open the workbook Years1.xls. Change the font to Book Antiqua and size to 14. Save the workbook.

Summary

In this presentation, you learnt the following:• Menu bar is a horizontal bar that appears at

the top of the active window, which is associated with pull-down menus.

• Toolbar is a collection of icons that provides easy access to commonly used menu commands.

• Menu bar contains list of commands that are used for creating and editing documents and presentations.

Summary

In this presentation, you learnt the following:• File menu helps in performing file related

operations such as opening, saving and closing a file.

• Edit menu is used for editing the content of the file using commands such as cut, copy and paste.

• View menu will affect what the user views in the window.

Summary

In this presentation, you learnt the following:• Format menu will affect the way the

document or presentation appears.• File extension describes the type of file and

helps an application to recognize the file.

Assignment

1. List the options available in menu bar.

2. What is the need for toolbar?