1 Lesson 11 Exploring Microsoft Office 2010 Computer Literacy BASICS: A Comprehensive Guide to IC 3, 4 th Edition Morrison / Wells

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 222 Objectives Start Microsoft Office 2010 applications. Switch between application windows. Close applications. Navigate and identify the common elements in application windows. Identify the elements in the new Office 2010 user interface. Customize the Quick Access Toolbar.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 333 Objectives (continued) Open, save, and close documents. Use on-screen and online Help features.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 444 Starting and Closing Applications Microsoft Office 2010 is an integrated software package that enables you to share information between several applications.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 555 Starting and Closing Applications (continued) – The steps for starting and closing all Office applications are the same, and the steps will also apply to other applications such as Internet Explorer and Windows Media Player. – When you click the File tab, Backstage view is displayed. – Backstage view provides quick access to common tasks for managing documents, such as saving, opening, and printing.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 666 Starting and Closing Applications (continued) Starting Applications and Switching Between Applications – You can start most applications by double- clicking the application icon on the desktop or by using the Start button in the lower-left corner of the screen.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 777 Starting and Closing Applications (continued) Starting Applications and Switching Between Applications (continued) – The application window serves as the primary interface between the user and the application.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 888 Starting and Closing Applications (continued) Starting Applications and Switching Between Applications (continued) – Multiple applications can be open at the same time. – A button for each open application appears on the taskbar at the bottom of the screen. – To switch from one open application to another, click the application button on the taskbar.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 999 Starting and Closing Applications (continued) Starting Applications and Switching Between Applications (continued) – If needed, you can rearrange the order of the running programs by dragging the button left or right on the taskbar.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 10 Starting and Closing Applications (continued) Starting Applications and Switching Between Applications (continued) – When you position the mouse pointer over the button, the name of the button is displayed in a small window called a ScreenTip. – Minimized applications are still running, but the application windows are no longer displayed on the screen. The application button is displayed on the taskbar, and when you click the application button on the taskbar, the application window reopens.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 11 Starting and Closing Applications (continued) Closing Applications and Backstage View In Backstage view, you can quickly access the Close and Exit commands. The Close command will close the active document. The Exit command will close all active documents and the application.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 12 Starting and Closing Applications (continued) Closing Applications and Backstage View – If you try to close without saving changes to the document, you will be prompted to save the changes before closing. – You can also close an active document and the application by clicking the Close button on the Title bar. If multiple documents are open, clicking Close will only close the active document.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 13 ***QUICK RECAP*** 1. How is the Backstage view accessed, and what functions does it entail? 2. What is displayed in a small window when you position the mouse over a button?

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 14 Navigating Application Windows The application window includes many of the elements of all Windows screens, including the title bar, scroll bars, and status bar. The document window is the area where you enter new text and data or change existing text and data.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 15 Navigating Application Windows (continued) The insertion point (often referred to as the cursor) is a blinking vertical line that indicates the location in the document where the new text and data will be entered. When positioned within the document window, the pointer changes from an arrow to an I-beam. Position the I-beam over the text in the document where you would like to reposition the insertion point, and then click.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 16 Navigating Application Windows (continued) When you scroll through a document, you move through the document window on the screen without changing the location of the insertion point. To scroll, use the horizontal or vertical scroll bars, or if available, use the wheel on the mouse or the track pad.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 17 ***QUICK RECAP*** 1. What does the application window include? 2. What on-screen object is a blinking vertical line that indicates where text will be entered?

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 18 Using the Office User Interface Using the Office Ribbon – The Office applications use a visual design referred to as the Microsoft Office Fluent user interface. – The Ribbon is the blue banner that stretches across the top of the screen. Includes numerous tabs on the Menu bar, and the toolbar. A dialog box launcher appears in the lower-right corner of some groups and means that there are more options related to the group.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 19 Using the Office User Interface Using the Office Ribbon – Related commands and options are organized in groups on each tab. – As you work in a document, the Ribbon adapts by providing appropriate commands and options. – If you are unsure about a particular function on the toolbar, position the mouse pointer over the button, but do not click. After a few second, the name and description will display.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 20 Using the Office User Interface Using the Office Ribbon

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 21 Using the Office User Interface (continued) Customizing the Quick Access Toolbar – By default, the Quick Access Toolbar is positioned above the Ribbon in the upper-left corner of the application window. – This toolbar offers quick access to commands you use frequently. – Default commands are: Save Undo Redo or Repeat commands

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 22 Using the Office User Interface (continued) Customizing the Quick Access Toolbar (continued) – You can customize the toolbar to include the commands you use most often. – However, too many commands on the Quick Access Toolbar can slow you down.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 23 ***QUICK RECAP*** 1. Where is the Quick Access Toolbar located? 2. What is the Ribbon?

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 24 Opening, Saving, and Closing Documents – Similar procedures are used to open and save documents in all Office applications. – To open a document means to load a file into an application. – A file is a collection of information saved as a unit. – Each file is identified by a filename. – The terms “document” and “file” are used interchangeably.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 25 Opening, Saving, and Closing Documents (continued) Opening a Document – The Open command in Backstage view, which is accessed using the File tab, enables you to open a file from any available disk and folder. – A file extension identifies the type of file. – The extension is usually three or four characters and varies depending on the application used to create the document.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 26 Opening, Saving, and Closing Documents (continued) Opening a Document – Examples of file extensions are: Word =.docx Excel =.xlsx PowerPoint =.pptx PDF file =.pdf -- Office 2007 file extensions are written without the “x” on the end.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 27 Opening, Saving, and Closing Documents (continued) Opening a Document (continued) – A folder is a means for organizing files into manageable groups on a designated storage device. All computer files are saved in folders. – Subfolders are folders within folders. – The path is the route the operating system uses to locate a document.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 28 Opening, Saving, and Closing Documents (continued) Opening a Document (continued) – You can open multiple documents within each application. – When multiple documents are open within one application, the taskbar displays the documents stacked behind the application button. – A Jump List is a collection of links that provides quick access to files and data.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 29 Opening, Saving, and Closing Documents (continued) Solving Problems with Opening Documents – The following are descriptions of common problems: File compatibility refers to the ability to open and work with files without a format conflict. You may encounter compatibility problems if you are working in a different operating system than the one in which the file was created.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 30 Opening, Saving, and Closing Documents (continued) Solving Problems with Opening Documents (continued) – If, when you use the Open command from the File tab, you do not see the file you are looking for, it could be caused by a number of things. First, you need to verify the document was saved before it was closed. Second, you need to verify you are looking in the right disk and the right folder. – The file is in a format that cannot be read by the application you are using.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 31 Opening, Saving, and Closing Documents (continued) Solving Problems with Opening Documents (continued) – You encounter a corrupted file or a file that will not open. You can try to open the file on a different computer to verify that the file is indeed corrupt and that there is not something wrong with your computer.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 32 Opening, Saving, and Closing Documents (continued) Saving and Closing a Document – To save a document means to store it on a disk or other storage medium. – To make it easier to find documents, choose filenames with words that help describe the document. File names cannot include: \ / : * ? “ | – When you click the Save button on the Quick Access Toolbar, the document is saved with the same filename and in the same location.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 33 Opening, Saving, and Closing Documents (continued) Saving and Closing a Document (continued) When you use the Save As command, you have the opportunity to change the document format, location of the document, and the filename.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 34 Opening, Saving, and Closing Documents (continued) Saving and Closing a Document (continued) – To close a document, you can click the Close button in the upper-right corner of the application window. – Whether you click the Close button in the application window or the Close button on the thumbnail, when you close the last open document, the application closes, too.

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 35 ***QUICK RECAP*** 1. A file extension is usually how many characters? 2. A ______________ is a collection of links that provides quick access to files and data. 3. What is the difference between the Save command and the Save As command?

Lesson 11 Morrison / WellsCLB: A Comp Guide to IC 3 4E 36 Getting Help Whenever you encounter a problem, your first source of help should be the Help features in each Office application. The Help button looks like a question mark. Navigating the Help screens is much like navigating a Web page. If your computer is connected to the Internet, you will also have access to all the current Help information available from the Microsoft Office.com Web site.