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TRANSCRIPT
1
Office Fundamentals
Exploring Microsoft Office 2007
2
Objectives
Identify common interface components Use Office 2007 help Open a file Save a file Print a document Select text to edit Edit text in the insert and overtype modes
3
Objectives (continued)
Move and copy text Find, replace, and go to text Undo and Redo Use language tools Apply font attributes Copy formats with Format Painter
4
Office 2007 Applications
Word Document processing
Excel Spreadsheet
PowerPoint Presentation
Access Database
5
Common Interface Components
Office Button Office Menu
Quick Access Toolbar Title Bar Ribbon
Tabs Groups Commands
Status Bar
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Common Interface Components Office Button Quick Access toolbar Title bar
Office menu
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The Ribbon
Ribbon
Tabs Active tab
Groups
Commands
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The Ribbon (continued)
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The Ribbon (continued) Dialog box
launcher Gallery
Live preview
Contextual tab
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Keyboard Shortcuts
Key tip
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The Status Bar
Status bar View commands Zoom slider
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Office 2007 Help
Help button
Dialog box
Search box
Help topics
Print topic
Table of contents
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Super ToolTip Help
Command name Command description
Additional help
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Dialog Box Help
Open dialog
box
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Universal Tasks
Manipulating files Creating new files Opening files Saving files Printing files
Manipulating documents Editing documents Formatting documents
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Creating New Files
Software Default Filename
Word Document1
PowerPoint Presentation1
Excel Book1
Access Database1
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Saving a File
1.
My Places bar Files in the
My Documents folder
Folder selected Create a new folder Up one level
2.
Views
3.
4.
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My Places Bar
Folder to add
Point here and
right-click
Shortcut menu
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Opening a File
Storage location
Down arrow
View of folders and files in
My Documents
My Places bar
Look in toolbar buttons
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Open Dialog Box
Open arrow
Open options
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Recent Documents List
Recently useddocuments
Push pin
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Previewing a Document
Document
Close print preview
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Print Dialog Box
Printer
Pages to print Number of
copies
What to print
Manual duplex
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Quick Printing Dialog box launcher
Move up on list
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Basic Tasks
Editing Documents Selecting Inserting Overtype Moving Copying Clipboard Finding Replacing
Formatting Documents Font Format Painter
Go to Undo Repeat Spelling Grammar Thesaurus Research
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Selecting Text
Mini toolbar
Selected text
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Selecting Text (continued)
Single word
Whole line
Whole sentence
Whole paragraph
Selecting Text (in Word) Place insertion point in front of a word.
Ctrl + Shift + Ctrl + Shift + (select previous word) Ctrl + Shift + down arrow Ctrl + Shift + up arrow Ctrl + Shift + End Ctrl + Shift + Home
Moving the insertion point without using mouse Ctrl + Ctrl + Ctrl + down arrow Ctrl + up arrow Ctrl + End Ctrl + Home
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Insert or Overtype
Use overtype mode
Set the insert key
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Moving and Copying Clipboard
commands
Formatting options
Cut
Copy
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The Clipboard
Dialog box launcher
Clipboard pane
Text clips
Text to paste
Paste option
Option button
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Find Command ( Ctrl + F)
Find Next button
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Find and Replace Command
Replace
Replace All
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Go To Command (Ctrl + G)
Page number
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Undo (Ctrl + Z) and Repeat (Ctrl +Y)
Action list
Undo Repeat
Undo (Ctrl + Z) and Repeat (Ctrl +Y)
You can undo Typo: tihs this Numbering : Type 1. followed by a space. Capitalize first character of a sentence.
You cannot undo Commands on the Office menu.
Such as saving a file.
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Language Tools
Spelling error
Grammar error Shortcut menu
with possiblespellings
Options
Proofing group
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Research
Go button
Keyword or search term
Results
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Font Attributes Font dialog box launcher
Selected attribute
Preview in dialog box
Live preview
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The Format Painter
Format Painter
Font loaded in Format Painter
Attributes of font in Format Painter
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End of Introduction
Exploring Microsoft Office Word 2007
Chapter 1:
What Will Word
Processing Do For Me?
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Objectives
Word basics AutoText Choosing views Mini toolbar Setting margins and word wrap Inserting page breaks
44
Objectives continued
Header and footers Creating sections including cover pages Find and replace Spelling and grammar Saving Printing Customizing Word
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Parts of the Word Window
Home tab
Horizontal ruler
Vertical ruler
Office button
Quick access toolbar
Title bar
Vertical Scroll bar
Status barZoom slider
View buttons
Ribbon
Group
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Word Wrap
Hard return – user presses enter key Soft return – program wraps text from line to
line
Soft returns: Notice the position of the
soft returns change at the point of the
margin change
Hard returns: Margin changes do not affect the hard
returns
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AutoText
AutoText entries that display as ScreenTips, such as the date shown above
To insert the ScreenTip, press Enter
ScreenTip Requires user action to insert
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Building Blocks
Create predefined terms and save them in the Building Blocks library
To use, type the first part of the text and press F3
Use Quick Parts to create a
Building Block
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Date and Time
Insert date and time and choose the format
Click Date & Time to insert the date
and/or time
Choose Update automatically to have the date and time update every time the file
opens
Choose a format for the date and/or
time
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Views
Print Layout View Full Screen Reading View Web Layout View Master Documents Tools View Draft View
Views
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Zoom Slider
The Zoom slider quickly makes the document larger or smaller
Zoom slider
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Zoom Tool
Use the Zoom tool on theView ribbon to change the document’s size on screen
Choose the number of pages to view and Word will choose the optimal zoom percentage
Open Zoom dialog box
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Mini Toolbar
Displays when text is selected or right-clicked Contains frequently used formatting
commands
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Save As
Save – replaces the existing (original) file Save As – creates a new file, leaving the
existing (original) file intact
Choose where to save
Name the file
Choose the file type if necessary
Click Save
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Page Orientation
Layout your page to be either Portrait or Landscape
Portrait is taller than wider Landscape is wider than tall
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Margins
Margins are the white space around the top, bottom, left and right hand sides of the document
Create Custom Margins…
Click the Margins button and display the margins gallery
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Page Breaks
Word inserts a soft page break when text reaches the bottom of the page, continuing text onto the next page
Insert a page break to start a new page where a new one should begin
Ctrl+EnterThis only shows up
when show/hide is on
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Page Numbers
Use the page number button to add a page number field to the header or footer
Choose placementin the header or the footer
Format page numbers to adjust numbering or make other formatting changes
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Header and Footers
On the Insert tab, in the Header & Footer group, choose either Header or Footer
Headers and footers always exist whether content is in them or not
Make different headers and footers throughout the document using section breaks
Preset tabsLink to Previous toggle button links or unlinks Section header and footers
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Section Breaks
Similar to page breaks, but sections are separate parts of a document and can make specific changes such as: Headers and footers Margins Page orientation (portrait and landscape) Page size Columns
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Adding a Cover Page
Adding a cover page adds a special section to the document
Choose the design Modify as needed
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Find and Replace
Find a part of a document
Replace unwanted text with something new in a document
Replace All globally replaces unwanted text throughout the document
Use Special to find or replace
unusual characters or use wildcard options
Select Options
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Spelling and Grammar
Questionable Spelling is underlined in red Contextual spelling questions underlined in blue Questionable grammar is underlined in green
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Document Inspector
Checks for and removes different hidden and personal information
Use Save As to keep a separate document containing the removed information
Office Button
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Saving for Different Versions
To save in an earlier version of Word use Save As and choose the version
2007 saves as .docx, whereas previous versions save as .doc
Choose the version
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Printing
Use Print Preview before printing to be sure the document is ready to be printed
Select the Office Button, Mouse over the arrow next to Print and choose Print Preview from the list
Choose the printer
Print only what is needed
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Customizing Word
Click office button and then choose options to get the dialog box
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End of Chapter 1
Exploring Microsoft Office Word 2007
Chapter 2:
Gaining Proficiency
70
Objectives
Typography basics The difference between paragraph and
character formatting Character editing options Paragraph editing options Using styles Modifying styles and making new styles Producing a table of contents and an index
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Typography: Fontface Types
Serif fontfaces have small features at the end of strokes within letters
San-serif fontfaces (without serifs) are simpler and have no extra strokes on the ends of letters
R RTimes New Romanis a serif font
Arialis a san-serif font
A serif
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Typography: Fontface Types (continued)
A monospaced typeface uses the same amount of space for each letter
A proportional typeface uses varied space depending on the letter’s need
readread
Courieris a monospaced typeface
Arialis a proportional typeface
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Typography: Type Styles
Use bold (Ctrl+B) for emphasis, to highlight important points and create contrast for headlines and subheadings
Use italics (Ctrl+I) to create subtle emphasis and to set apart certain names and titles
What does Ctrl+U do?
RR RRBold ItalicItalicsRegular Bold
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Two Types of Formatting
Paragraphparagraph window
Character font window
Formatting applies to the entire paragraph
Formatting applies only to the selected characters
Examples: alignment, margins, indents, line spacing, and tab stop positions
Examples: Fontface, color, size and effects; and character spacing
Borders and shading can apply to entire paragraph
Borders and shading can apply only to character
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Character: Font Window
Highlight text to be changed Click the square on the Font group of the Home
ribbon to get the Font dialog box
Font face
Type style
Type size
Font color
Font effects
Use when underlining characters
Preview box
Click to open the font window
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Character: Font Effects
Ctrl+Shift+=Ctrl+=
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Character: Hidden Effect
Hidden effect hides data that is inappropriate for printing
Perfect for confidential information
Hidden
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Character: Hidden Effect
Hidden effect makes text act like paragraph marks(¶) and formatting symbols.
The Show/Hide button toggles the visibility of hidden text
Hidden
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Character: Spacing
Scale – increases/decreases character width Spacing – increases/decreases space
between characters Position – raises/lowers text from baseline
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Character: Highlighting Text
Highlighting in Word, as in real life, helps ideas get noticed
The highlight button toggles on/off
Highlight button
Cursor changes to highlight tool
when on
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Show/Hide Button
The show/hide button reveals formatting Toggles on and off Off—how the document looks when printing
Show/Hide on
Tabs
The end of a paragraph
These dots are spaces
This dot identifies a heading style
Regular hyphen
Non breaking hyphen
Line break
White dot is a non breaking space
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Character: Non Breaking Space
Use a non breaking space when it isn’t appropriate for the space to break across lines
Ctrl+Shift+spacebar produces the non breaking space or select it from insert >symbols
Breaking space
Becomes a non breaking space with
Ctrl+Shift+spacebar
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Character: Non Breaking Hyphen
Breaking hyphen
Becomes a non breaking hyphen
with Ctrl+Shift+hyphen
Use a non breaking hyphen when it isn’t appropriate for a hyphen to break across lines
Ctrl+Shift+hyphen produces the non breaking hyphen or select it from insert>symbols
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Format Painter
Single click to apply the format once Double click to apply format multiple places Select text to apply only character formatting Select entire paragraphs to apply paragraph
formatting
Format Painter Choose text or paragraph that displays the
formatting to be copied
Select text or paragraphs to be formatted
Painter tool
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Formatting a Paragraph
Paragraph level formatting applies to the entire paragraph
Even when an entire paragraph is not selected, the format paragraph commands affect the entire paragraph
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Paragraph: Alignment
Left aligned
Centered Right aligned
Justified
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Paragraph: Indentation
Indent entire paragraphs First line indents – the first
line indents to the right of the rest of the paragraph
Hanging indents – the first line hangs out to the left of the rest of the paragraph
Open paragraph window
Mirror indents will indent on the left
and the right
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Paragraph: Indentation
What happen if you move the left indent? Left and Right Indents are not document
margins.
Hanging Indent
Left Indent
First Line Indent
Right Indent
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Paragraph: Line Spacing
Use line spacing to set spacing between the lines themselves
Examples include single spaced and double spaced
Open paragraph window
Line spacing areaa very efficient tool to turn your 4 pages report to a 8 pages one.
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Paragraph: Paragraph Spacing
Use the Before and After area to add space between paragraphs
Can eliminate double returns between paragraphs
Open paragraph window
Paragraph spacing area
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Paragraph: Paragraph Spacing
Before and After Spacing of the 2nd paragraph. (the Before and After spacing for 1st and 3rd paragraph are 0)
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Paragraph: Setting Tabs
Default tabs are the space between tabs when no tab has been set
A set tab replaces default tabs with a single tab Default tabs continue after a set tab
Default tab stopsSet tab stop positions
List of set tab stops
Alignment of set tabs
Leaders for set tabs
Tab stop on ruler
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Paragraph: Tab Types
Alignment options: left, center, right, decimal, and bar
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Paragraph: Tabs with Leaders
Leader options: replace empty space leading up to the tab with either dots, dashes, or a line
Dot leader
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Paragraph: Tabs on the Ruler
Click through ruler items in the square Click on the ruler to place the tab Remove the tab by dragging it off the ruler Grayed out tabs mean different tabs have
been set on the selected paragraphs
Click here to cycle through tab and alignment options
click on ruler to place the default tab style
(displayed in the square at the beginning of the ruler)
in that position
Paragraph: Tab stops
Make your document more readable.
Paragraph: Tab stops
Use tab stops to create a table effect (not recommended).
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Paragraph: Preventing Awkward Breaks
Widow/Orphan control prevents single words and partial words at the end of paragraph from continuing on their own line
Keep with next will keep the paragraph with the next one. Use this to keep headings with the first paragraph below
Keep lines together keeps lines in a paragraph together
Page break before will start a paragraph on its own page
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Borders and Shading
Borders and Shading can be applied to separate characters or paragraphs
When applied to characters, it will surround only the selected text
When applied to paragraphs, it will go from left indent to right indent for the entire paragraph
Choose to apply to paragraph or text
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Paragraph: Bulleted Lists
Bullets apply to each paragraph Use increase and decrease indent buttons to
change the outline level
Paragraph: Bulleted Lists
An example of Bulleted Lists Increase Indent (tab key) Decrease Indent (Shift + tab)
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Multi-level List
HomeParagrapnMultilevel List
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Numbered Heading.
Create a document withHeading style defined.
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Heading 1
Heading 2
Numbered Heading.
Place insertion point at a Heading 1 style text. Ex: Introduction in prev. page.
Select a multilevellisting associated with heading style.
Do the same for other headings. It’s easier to do it outline view.
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Numbered Heading.
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Heading 1
Heading 2
Numbered Heading.
You can even define your own list style.
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Numbered Heading.
You can even define your own list style.
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Numbered Heading.
You can even define your own list style.
First select level to modify. In the Enter formatting for number
box, type Chapter in front of the shaded number.
Apply similar change to level 2(heading 2).
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Numbered Heading.
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Paragraph: Columns
Columns can be applied to the entire document, sections or highlighted paragraphs
Use column breaks to force content into a new column
Column button
Preset options
Make your own
Each can be different widths
Gutter between columns
Add a line between columns
Apply to choices
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Show/Hide Button
The Show/Hide button will easily reveal all breaks
Section break starts the
columns area
Column break is set where a column should end in
the text Page break
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Using the Ruler
The ruler will give information on the selected paragraphs
Use the ruler to place tabs and change indents and column gutter widths
Left indent Right indent
Center tab
Hanging indent with tab system
Column gutters
Tab square
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Styles: Paragraph vs. Character
Paragraph styles apply to entire paragraphs Character styles apply to only the characters
selected Character and Paragraph styles apply to
entire paragraphs just as the paragraph style
Click to get the styles window
Paragraph style
Character style
Both character and paragraph style
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Styles: Applying a Style
Highlight text for the new style Open the style window Choose a style
Click to get the styles window
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Styles: Modifying a Style
When modifying a style, the changes update every place the style is applied
Style name
Style type based on format choices
If the underlining style changes this
style will change as well
The following paragraph will be
this
Use Format button to make the style
changes
Example of the style when its
applied
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Styles: Reveal Formatting Task Pane
Identify all styles applied to a selection through the Reveal Formatting task pane
Use to troubleshoot styles
Click the +/- next to each item to see the formatting for font, paragraph
and section
The selected text
Style Inspector button
Reveal Formatting
button
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Styles: Outline View
Displays structural view of the document based on the headings applied
Move sections by simply dragging and dropping on the outline view
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Table of Contents
Table of Contents (TOC) automatically generates based on the heading styles applied in the document
Click for the built in TOC tool. Use the
“insert table of contents field” to open the Table of Contents window Use the options
button to change the styles used to
generate the TOC
Choose the leader
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Creating an Index
Word adds an index to the document and alphabetizes it
To add content, use “Mark Index Entry” window
Insert the index first
Then mark entries
Use Mark All to find all entries for the term
Useful shortcuts Shift + Right Shift + Left CTRL + Right CTRL + Left CTRL + Shift + Right CTRL + Shift + Left
CTRL + Shift + Space CTRL + Shift + Minus
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Ctrl + ] Ctrl + [ Shift + Enter CTRL + Enter CTRL + Home CTRL + End
CTRL + Equals CTRL + Shift + Equals
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End of Chapter 2