1. Copyright © 2006 Prentice-Hall. All rights reserved.1 Computer Literacy for IC 3 Unit 2: Using Productivity Software Project 2: Creating and Editing Files

2. Copyright © 2006 Prentice-Hall. All rights reserved.2 Objectives Create and save files Open files using Windows Explorer Navigate around open files Perform simple editing Navigate longer documents Insert, select, delete, and replace text Copy text Move text Use Undo and Redo

3. Copyright © 2006 Prentice-Hall. All rights reserved.3 Overview Ways to start a new file:  In a blank work area  An existing document  Template Always review and edit your work Use scroll bars, keys, or mouse to move in a work area

4. Copyright © 2006 Prentice-Hall. All rights reserved.4 Templates A preformatted pattern designed for a specific purpose  Letterhead style  Expense report  Balance sheet  Fax cover  Marketing plan  Training  Student records database

5. Copyright © 2006 Prentice-Hall. All rights reserved.5 Excel’s Templates Templates on your computer Visit the Microsoft Web page to find more templates New Workbook task pane

6. Copyright © 2006 Prentice-Hall. All rights reserved.6 Parts of an Excel Template Active cell Formula in this cell Label Input data here

7. Copyright © 2006 Prentice-Hall. All rights reserved.7 Inputting Numbers in a Worksheet What to type  Numbers  Decimals What not to type  Dollar signs  Commas  Other symbols Format numbers after entering them

8. Copyright © 2006 Prentice-Hall. All rights reserved.8 Saving a File Folder in which the file will be saved Name of the new file Type of file Click to save the file

9. Copyright © 2006 Prentice-Hall. All rights reserved.9 Using the Enter Key There are only three times you press the Enter key when typing a Word document:  At the end of a paragraph  At the end of a short line  To insert a blank line Slide W1.2

10. Copyright © 2006 Prentice-Hall. All rights reserved.10 New Word Document Text added in the work area Standard toolbar Formatting toolbar To leave a blank line, press Enter No hard returns in paragraphs; use Wordwrap

11. Copyright © 2006 Prentice-Hall. All rights reserved.11 Opening a File Select file in the Open dialog box Double-click the filename in Windows Explorer or My Computer Right-click the filename in Windows Explorer or My Computer and choose Open Create a shortcut on the desktop and double- click it

12. Copyright © 2006 Prentice-Hall. All rights reserved.12 Windows Explorer Subfolder Contents Area Drives and folders on this computer

13. Copyright © 2006 Prentice-Hall. All rights reserved.13 Troubleshoot Opening Files No application program associated with the file File version is newer than the application program version File saved using encoding standard unknown to the application program Corrupt file

14. Copyright © 2006 Prentice-Hall. All rights reserved.14 Corrupted Files Ways to avoid corrupted files  Don’t expose media to magnetic fields  Don’t scratch discs  Keep discs clean  Protect discs in storage Keep backup copies of important files

15. Copyright © 2006 Prentice-Hall. All rights reserved.15 Navigate in a Document Arrow keys – up, down, left, and right Navigation keys – Page Up, Page Down, Home, End Click the mouse Horizontal and vertical scroll bars Scroll box within the scroll bars

16. Copyright © 2006 Prentice-Hall. All rights reserved.16 Backspace vs. Delete If the insertion point is to the left of the error, use Delete. If the insertion point is to the right of the error, use Backspace. Erroer

17. Copyright © 2006 Prentice-Hall. All rights reserved.17 Spelling and Grammar Incorrect words a spelling checker will not mark:  Proper names  Jargon, such as legal or medical terms  Wrong words, such as “their” for “there” Never blindly accept grammar or spelling suggestions; always proofread yourself

18. Copyright © 2006 Prentice-Hall. All rights reserved.18 Correcting Errors Spelling errors Spelling suggestion Spelling shortcut menu Grammar error

19. Copyright © 2006 Prentice-Hall. All rights reserved.19 AutoCorrect: Common Errors Errors: teh cna adn ahve thier vrey wehn Corrections: the can and have their very when

20. Copyright © 2006 Prentice-Hall. All rights reserved.20 Insert vs. Overtype Insert mode moves text to the right to make room for new text Overtype mode overwrites existing text as you type Press INS key to switch between modes Double-click OVR in the status bar to switch between modes

21. Copyright © 2006 Prentice-Hall. All rights reserved.21 Navigate Longer Document Go To command  F5  Edit, Go To Find Browse buttons  by page  by section  by figures  others

22. Copyright © 2006 Prentice-Hall. All rights reserved.22 Find and Replace Text to look for in the document Click this tab to specify what text to replace with Search for the next entry Matching text that Find and Replace found

23. Copyright © 2006 Prentice-Hall. All rights reserved.23 Selecting Text Tips for selecting text  When dragging the mouse, don’t let up on the mouse button until you select exactly what you want  If the selection is too small, hold Shift and press the right or down arrow key to extend it  If the selection is too large, hold Shift and press the left or up arrow key to reduce it  If you drag the mouse to the bottom of the page and the page flies by, use the keyboard rather than the mouse

24. Copyright © 2006 Prentice-Hall. All rights reserved.24 Steps to Copy and Paste Step 2: Cut (or copy) the item Step 3: Place in new location Step 4: Paste Step 1: Select the item

25. Copyright © 2006 Prentice-Hall. All rights reserved.25 Using the Clipboard Clipboard task pane Selected text Copied item

26. Copyright © 2006 Prentice-Hall. All rights reserved.26 Moving Text Using commands  Select text  Edit, Cut  Position insertion point in new location  Edit, Paste Drag-and-drop

27. Copyright © 2006 Prentice-Hall. All rights reserved.27 Undo and Redo Action Taken (adding text, deleting, formatting, etc.) Undo - Removes previous action Action is taken again by the program Redo - Performs the action again

28. Copyright © 2006 Prentice-Hall. All rights reserved.28 Keyboard Shortcuts Cut selected itemCtrl + x Copy selected itemCtrl + c Paste item on ClipboardCtrl + v Undo last actionCtrl + z Redo last actionCtrl + y Find textCtrl + f Find and replace textCtrl + h

29. Copyright © 2006 Prentice-Hall. All rights reserved.29 End-of-Project Exercises Screen ID Multiple Choice Discussion Skill Drill  Editing a Letter  Using Find and Replace  Writing a Letter Starting with a Blank Document  Using Microsoft Help to Explore Keyboard Shortcuts  Editing an Excel Worksheet

30. Copyright © 2006 Prentice-Hall. All rights reserved.30 End-of-Project Exercises (continued) Challenge  Using a Word Template to Create a Fax Cover  Using Drag-and-Drop to Move Text  Copying Information Between Applications  Opening a Document That Has a Different File Format Discovery Zone  Using Help to Discover More About Templates  Creating an Envelope

31. Copyright © 2006 Prentice-Hall. All rights reserved.31 Summary Create new files from existing ones, blank ones, or templates Opening files in Windows Explorer also opens the associated application Navigation is simple within a work area Many techniques are available for editing a document Copy and paste or cut and paste to reuse existing data

32. Copyright © 2006 Prentice-Hall. All rights reserved.32 Questions?