Microsoft Office 2003 Common Components

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Microsoft Office 2003Common Components
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Microsoft Office 2003

• Microsoft Office A collection of several
  Microsoft Programs
• The primary programs are
• The Word word processing program.
• The Excel spreadsheet program.
• The PowerPoint presentation graphics program.
• The Access database program.
• They share many features
• Can share information between the programs

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Starting an Office Program

• To open a program
• click the Start button on the taskbar
• All Programs menu
• New Office Document command (Start Menu)
• New Office Document dialog box
• Create a new document in any of the Office
  applications
• Application Program Icon Desktop or Start Menu

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Start programs ? Start button
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A new blank Word document
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New, blank Excel workbook
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Switching between Programs

• Click the appropriate taskbar button which
  identifies the program and, where applicable, the
  file name

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Common Window Elements

• Title Bar
• Bar at the top of the window
• Contains name of the open file, program name, and
  program sizing buttons
• Menu Bar
• A collection of menu options for commonly used
  commands
• Toolbars
• A collection of buttons that activate commonly
  used commands
• Various toolbars are available under the View
  Menu option
• Toolbars can be hidden or modified as needed by
  the user

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Common Window Elements (cont)

• Sizing Buttons
• Sizing buttons on Title Bar affect the Program
• Sizing buttons on Menu Bar affect the current
  file
• Close button (will close the file window)
• Resize button (will make the file window full
  screen or back to original size)
• Minimize button (will remove file window from
  view, it will be accessible through the Windows
  taskbar)
• Work Area
• Status Bar
• Located at the bottom of the program window
• Contains information on about the open file

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Completing Tasks

• Each task to be performed can be executed in many
  ways
• Menu Command
• Click on a menu item to execute task
• Toolbar Button
• Click on a toolbar button to execute task
• Keyboard Shortcut
• Press a combination of Keyboard Keys to execute
  task

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Personalized Menus and Toolbars

• The menus and toolbars can learn your
  preferences.
• The commands and buttons you use often are put on
  a short personal menu and on the visible part of
  the toolbars.

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An expanded, full menu

• Selections you don't use are hidden
• Remain available
• ? Double-arrow button on the menu
• ? Toolbar Options button on the toolbars

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The Personalized Toolbar
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Hiding or Displaying Toolbars

• Select Toolbars from the View menu
• Right Click on the Standard Toolbar
• Displays a list of available toolbars
• Click to place a check mark next to toolbars you
  want to display
• Click again to remove a check mark to hide a
  toolbar

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Task Panes

• A window that provides access to commands for
  common tasks
• Getting Started
• (The Home Task Pane)
• Create New Files
• Open Existing Files
• Search the Help System
• Access Microsoft Office Online
• Help
• Search online and offline Help
• Keyword or Table of Contents Searches
• Access Microsoft Office Online

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Task Panes cont

• Search Results
• Searches help or documents by Keyword
• New
• Create a New File based on selected application
• Clip Art
• Search for media clips (pictures, sound, video)
  and insert the results
• Clipboard
• Cut, Copy, and Paste from any Office program
  during the current work session
• Research
• Search a variety of reference material and other
  resources from a file

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Research Task Pane
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Saving the File

• Save and Name File
• Save As option
• Give a Descriptive Filename
• Files will automatically be given a file
  extension (identifies the program in which the
  file was created )
• Choose a location to save the file
• Selecting the Save option will save the current
  file with the existing name, location, and file
  type.

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Open an existing file

• Open section of the Getting Started task pane
• File Menu ? New
• New Toolbar button
• Ctrl N (keyboard shortcuts)
• When you open a file
• It transfers a copy of the file from the storage
  disk to the computer's memory
• Displays the file on your screen.
• While a file is open, you can view, edit, print
  or resave it.

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The Open dialog box
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Print a file

• Press the Print button on the Standard toolbar
• Send your file to the printer using all default
  settings
• Select Print on the File menu
• (or Ctrl P keyboard shortcut)
• Opens the Print dialog box to adjust the printer
  settings

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The Print dialog box
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Zoom Settings

• Controls the portion of the item that displays on
  the screen
• Located on the Standard Toolbar
• Select Size to Display
• Percent
• Fit to Window

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Navigating Text

• Arrow Keys
• Left Move left one character or column
• Right Move right one character or column
• Up Move up one line or row
• Down Move down one line or row
• Navigation
• Ctrl Home Beginning of the document
• Ctrl End End of the document

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Insert / Delete Text

• Insert Mode Inserts text at the insertion
  point, moves existing text over
• Typeover Mode Inserts text over existing text
• Delete Key Deletes text to right of insertion
  point
• Backspace Key Deletes text to the left of the
  insertion point

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Font Enhancements

• Font is the Shape and Size of the text characters
• Select Font from the Format Menu
• Font Style (Name of Selected Font)
• Font Size
• Measured in Points 72 points 1 inch
• Enhancements
• Bold
• Italic
• Underlined
• Individual Options are available on Toolbar

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Cut / Copy / Paste

• Cut
• Removes text from its current position
• Places a copy on the Office Clipboard
• Copy
• Leaves text at its current location
• Places a copy on the Office Clipboard
• Paste
• Places item from Office Clipboard into file at
  insertion point
• Available on Edit Menu or Standard Toolbar

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Format Painter -

• Copy enhancements, color, style, size, etc. of
  text
• Select the text you want to copy the format from
• Click Format Painter button (Toolbar)
• (Double Clicking for format painter button will
  allow you to copy the format to multiple text
  areas simply re-click the format painter to
  turn it off when you are done)
• Select the text that you want to copy to format to

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Undo and Redo

• Undo button
• Reverses the previous action
• Redo button
• Restores and action that was undone
• To redo an action, you must have used the Undo
  option
• You can undo and/or redo numerous actions in
  succession

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Aligning Text

• Adjust the position of the text
• Left Align - straight left margin
• Center - center the text
• Right Align - straight right margin
• Justify - straight left and right margins

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Proofing Tools

• Spell Checker
• Underlines Misspelled words in Red
• Does not find Misused words
• Grammar Checker
• Underlines Grammar issues in Green
• Uses Standard English grammar
• AutoCorrect
• Automatically corrects the most frequently
  misspelled words ( teh ? the)
• Can customize the AutoCorrect dictionary for
  words you commonly misspell

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WordArt

• Create Graphic Text
• Shaping text on Curves and Flows
• Positioned in file to fit the size and shape you
  need
• Select the Picture option on the Insert Menu,
  then choose Word Art

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Help Systems

• Help contains information on how to use Office
• What's This? option within the Help menu.
• When this option is selected, you can get a brief
  description of any item on your screen by
  clicking your mouse pointer on it.
• ScreenTip
• To learn a button's name, move the mouse pointer
  over it to view its screen tip
• a yellow box with the button's name.
• For more in-depth help
• Office Assistant,
• An interactive guide
• Ask a Question box located on the menu bar.

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The Ask a Question Help Option
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The Help Task Pane

• Enables you to search the Help system using
  keywords or phrases.
• The Search Results task pane opens with a list of
  topics related to the keyword or phrase you
  entered.
• If you are connected to the Internet, you might
  see more search results stored online.

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Help Task Pane with Keyword
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Search Results Task Pane and Help Window
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Using Office on Microsoft.com

• Office on Microsoft.com
• provides access to additional Help resources.
• current Help topics
• read how-to articles
• find tips for using Office.
• To connect to Office on Microsoft.com
• Internet access
• Web browser such as Internet Explorer.

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Using Office on Microsoft.com
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Close files and exit programs

• Closing Files and Program
• Click the Close button in the upper-right corner
  of the Title bar
• Select the Exit command on the File menu.
• Close File Only
• Click the Close button in the upper-right corner
  of the Menu bar
• Select the Close command on the File Menu
• (If you have made any edits to a file, a dialog
  box will appear asking if you want to save your
  changes.)

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References

• New Perspectives on Microsoft 2003, First Course
  Course Technology 2004.
• The Select Series Microsoft Office XP Volume 1
  Toliver and Johnson, Prentice Hall 2002