1. Microsoft Office Basics

2. What is an Operating System?
Operating System software
Allows the computer to run other software applications
Performs basic tasks, such as:
Communicating between the computer and the user
Keeping track of files and folders
Controlling peripheral devices (printer, mouse, keyboard, etc.)
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3. Booting
When a computer is turned on, the operating system software is loaded into the computer’s memory from the hard disk.
Cold Boot: computer is started by turning it on
Warm Boot: when a computer is restarted when already on.
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4. Operating Systems Examples: Windows 7 Windows Vista Windows XP Linux
Mac OS X
DOS
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5. Before Microsoft Windows
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6. Windows XP Graphical User Interface (GUI)
Displays open applications and documents in areas on the screen called Windows
Each open application placed in its own window allows Windows XP to multitask
Multitasking: feature that allows more than one application to run at a time
Desktop: computer screen that is displayed when operating system is running
Desktop properties can be changed by right-clicking and choosing Properties. Can be used to change Desktop theme, background, and screen saver.
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7. Multitasking
Multitasking is an operating system feature that allows more than one application to run at a time
The Windows taskbar displays buttons for each open file or application
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8. Icons Windows Desktop Start Menu Quick Launch toolbar Taskbar
Notification Area
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9. What is a Windows Application?
Applications (also called, software, applications software, or program) are written by programmers to perform a specific task.
Windows application runs under the Windows operating system.
Examples: Word, Excel, PowerPoint, MTMM, Internet Explorer, etc.
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10. What is Microsoft Office?
Microsoft Office 2007 is a Windows application that consists of several applications designed to perform specific tasks.
Outlook 2007: client
Word 2007: word processor application
Excel 2007: spreadsheet application used to analyze and chart data
Access 2007: a database application used to generate forms, queries and reports from data its stores
PowerPoint 2007: a presenation application used to orangize and format slides
Publisher 2007: a desktop publishing application used to create publications such as a newsletter and business reports.
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11. Microsoft Office
Each application has a similar look and feel
Skills learned in one transferrable to the other
Data can easily be duplicated between the applications
Example: spreadsheet data can be easily added to a word processor document
Running an Office application displays an area on the screen called a window where the user interacts with the software. The window is the application interface.
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12. Microsoft Office Interface
Displays in a window where the user interacts with the software.
Outlook and Publisher software interfaces include Menu bars and Toolbars.
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13. Status Bar
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14. Maximize Minimize Button Button Title Bar Menu Bar Close Button
Tool Bars
Scroll Bar
Status Bar
Resize Tab
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15. Microsoft Interface
Title bar: displays the file name of the open document
Office Button: displays a menu of commands for opening, saving, and printing a document
Quick Access Toolbar: used to executes commands
Ribbon (menu bar): to access groups of commands
Minimize: to hide a window—button on Taskbar
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16. Microsoft Interface
Restore Down: to restore window to its smaller size
Insertion point: blinking vertical line that indicates where the next character typed will be placed
Status Bar: Information about the document
Window Corner: to size the window
Scroll Bar: bring unseen parts of document into view
Close: to close the window
Help: to display window with Microsoft Help
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17. Input Devices Used to communicate with Windows Application
Keyboard, mouse, CD/DVD drive, USB drive, disk drive
Keyboard: QWERTY
Arrow keys
Ctrl + Arrow
Home or End key
Ctrl + Home, Ctrl + End
Delete, Backspace
Escape
Page Up, Page Down
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18. Keyboard
Arrow Keys: to move the insertion point within existing text without erasing or entering text
Ctrl+arrow: moves insertion point from word to word
Home Key or End Key: to move the insertion point to the beginning or end of a line of text
Ctrl+Home or Ctrl+End to move the insertion point to the beginning or end of the document
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19. Keyboard
Delete key: erases the character to the right of the insertion point
Backspace key: erases the character to the left of the insertion point
Escape (Esc) key: cancels the current operation
Page Up or Page Down: to move or scroll a document in a window
Ctrl + Print Scrn: captures the entire image on your monitor.
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20. Mouse Terms
Pointing: sliding the mouse to move the pointer on the screen
Clicking: means pointing to an object and clicking
Double clicking: means to point to an object and press the left mouse button twice in rapid succession
Right-clicking: means to point to an object and press and release the right mouse button quickly.
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21. Other Pointing Devices
Stylus pen on handheld computers
Touchpad, trackball or trackball on notebook computers
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22. Menus, Toolbars and Commands
Microsoft Office applications includes either
an Office Button
Quick Access Toolbar, or a Menu bar
Click the Office Button to display a menu of commands
Point to the arrow to display additional commands
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23. Menu Bar Click on a word to display a menu of commands
Arrow: display additional commands
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24. Menu
Expanding a Menu: arrows at the bottom of menu item indicates more commands available
Dimmed commands indicates they cannot be selected at this time
Ellipsis (…) indicates that a dialog box will appear when the command is executed
Keyboard shortcut key: is a sequence of short cut keys that executes a command (Ctrl+S)
Access Key: is indicated by the underlined letter (Alt + underlined character)
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25. Keyboard Shortcuts & Screen Tips
A keyboard shortcut is a sequence of keys pressed to execute a command without first displaying a menu. As a reminder of a keyboard shortcut, a ScreenTip is displayed when pointing to a command in the Office Button menu or a button on the Quick Access Toolbar.
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26. Using the Ribbon
The Ribbon is an interface element that groups related commands into tabs.
Each Tab displays buttons, boxes and other options for executing commands
Within Tabs, buttons are grouped
Tab groups often have dialog box launchers
Dialog Box Launcher
Tabs
Buttons
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27. Contextual Tabs Ribbon changes depending on the activity
A contextual tab is displayed for as long as those commands are needed
Format tab for Picture Tools
The Ribbon changes depending on the activity. For example, inserting a graphic adds a Format tab to the Ribbon.
The Format tab is an example of a contextual tab. It remains on the Ribbon for as long as those commands may be needed.
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28. Toolbar
Toolbars contain buttons that represent different actions— click a button to perform that action.
Point to a button to display a screen tip.
If a toolbar displays a up/down arrow at the far right, clicking this button displays more buttons. Toolbars may vary in appearance since the most frequently used buttons are displayed.
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29. Dialog Boxes
A dialog box is a small window with options for completing an action.
Help
Close
Option Button
Drop-down arrow
Check boxes
Text Box
Drop-down to display a list of options
Option Button to indicate a choice from a set of options
Check boxes to select or clear options
Text Box: to enter information
Command Button to initiate an action
Help to display a window with information about the dialog box
Close: to remove a dialog box
Default button: displays with a thicker border
Default Button
Command Button
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30. Dialog Boxes Elements:
Radio buttons enable the user to choose from a set of options
Check boxes allow the user to select options
Text Boxes allow the user to enter values
Buttons initiate an action when selected
Help button used to display information about the dialog box elements
Close button removes a dialog box without applying any options
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31. Saving Files
Once a document is created it needs to be saved as a file.
Click on Office Button and Save As or the Save button on the Quick Access Toolbar
Address Bar
Navigation Pane
Folders
File List
Files are organized into folders.
Address Bar displays the location where the file will be saved.
Navigation pane displays folders and locations.
File list displays the contents of the current folder
File Name box displays file name.
File name should be descriptive and can contain numbers, spaces and underscores but cannot contain colons (:), asterisks (*), question mark (?), backslash (\), forward slash (/), double quotes (“), semicolons (;), equal signs (=), vertical lines (|).
Applications automatically add the file extension. Word adds the .docx extension.
Files
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32. Working with Files
File: collection of related data stored on a lasting medium such as a hard disk, a CD or flash drive.
File Name: Unique name for a file stored on disk—make it descriptive
Can contain letters, numbers, spaces, and underscore (_)
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33. Characters Not Allowed in a File Name
Backslashes (\)
Forward slashes (/)
Double Quotes (“)
Semicolons (;)
Equal Signs (=)
Vertical Lines (|)
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34. File Name Extension
Applications automatically add an extension to the file name
An extension indicates what application the file was created in
Example:
Word 2007: .docx
Excel 2007: .xslx
PowerPoint 2007: .pptx
Publisher 2007: .pub
Files saved in the default Office 2007 formats cannot be opened in earlier versions of office.
Save As Type: allows for the option to save the documents in an Office format.
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35. Printing a Document
Select Print from the Office Button or the Print button on the Toolbar.
Default setting is the setting that is automatically selected unless it is changed by the user.
Print more than one copy—change the value in Number of Copies
Current Page: print the page the insertion point is on
Page Range: print selected pages of the document
Print dialog box varies depending on the printer.
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36. Closing a Document
Closing a Document means that its window is removed from the screen and the file is no longer in the computer’s memory
When finished working on a document, it should be Saved and Closed.
Click Close in the upper-right corner or the Office Button and close.
Warning box is displayed if document has been modified since it was last saved
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37. Opening a File
Transfers a copy of the file contents to the computer’s memory and then displays it in a window
To open a file, click on the Office Button>Open or the Open button on the Quick Access Toolbar
Look In list displays a location. The folders at that location are displayed in the contents box below the Look in list. Double click a folder in the contents box to place that folder name in the Look In list and display the contents of the folder.
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38. Quitting an Application
Means the application window is removed from the Desktop and the program is no longer in the computer’s memory.
To quit:
Select Exit from the Windows Button, or
Click the Close Button in the upper-right corner of the application.
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39. Microsoft Help Displayed by pressing Help button or F1
Browse by Word or Keyword search
If there is an Internet connection, it will browse Microsoft Online
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