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Introduction to
History of Microsoft Office
• Microsoft Office 3.0 was the first version of Office• Microsoft Office 4.0 was released in 1994, containing Word 6.0, Excel
5.0, PowerPoint 4.0, Mail, and Access. • Microsoft Office 4.3 was the last 16-bit version• Microsoft Office 95 was done as a fully 32-bit version to match Windows
95. • Microsoft Office 97, a major milestone release which included hundreds
of new features and improvements.• Microsoft Office 2000 introduced adaptive menus, where little-used
options were hidden from the user. • Microsoft Office XP: released in conjunction with Windows XP, is a
major upgrade with numerous enhancements and changes. • Microsoft Office 2003: was released in 2003. Two new applications
made their debut in Office 2003: Microsoft InfoPath and OneNote. • Microsoft Office 2007: was released in 2007.
Programs we will use in class:
• Microsoft Word 2007: Word Processing
• Microsoft Excel 2007: Spread Sheets
• Microsoft PowerPoint 2007: Presentations
• Microsoft Access 2007: Databases
Starting Out
• In this section you will learn how to:• Launch and exit Word• Interact with the commands in Word• Create a new document• Type, select, and delete text
Word 2007
Microsoft Office Word 2007, the latest version of one of the world’s most popular word processors. In this lesson, we’ll talk about what Word 2007 is, how to open it, what new features you can expect, and how to close it.
Word 2007
What is Microsoft Office Word 2007?
• Twelfth version of Microsoft’s popular word processing program
• Create professional looking documents quickly
• Add tables, charts, pictures, and more
Word 2007Launching WordStart All Programs Microsoft Office Word 2007
Word 2007Interface Overview
Word 2007Interacting with Word
• Icons
• Drop-down menu (also known as combo box)
• Expanding menu items
• Checked items
Word 2007Closing WordClick X or Office Menu Exit Word
Create a Document
Now that we know a little bit about using Microsoft Office Word 2007, we’re going to start creating a document.
Create a DocumentCreating a New DocumentOffice Menu New, then select Blank Document
• Left Pinky: `, 1, A, Z, Tab, Caps, and Shift
Left Ring: 2, W, S, and X
Left Middle: 3, E, D, and C Left Pointer: 4, 5, R, T, F, G, V,
and B
Right pointer: 6, 7, Y, U, H, J,N, and M
Right Middle: 8, I, K, and ,
Right Ring: 4, 5, R, T, F, G, V, and B
Right Pinky: O, -, =, DEL, [, ], \, ;, ‘, ENTER, /, and Shift
Left Thumb: Space Bar
Right Thumb: Space Bar
Create a DocumentTyping TextClick in document to insert cursor, and type away!
Create a DocumentDeleting TextClick to place cursor, and press Backspace
Create a DocumentBasics of Selecting TextClick and hold for insertion point, then drag over other text
Questions & Review
1. What are the four programs that we will use?Word, Excel, PowerPoint, and Access 2007
2. What is one way to launch Word?Start All Programs Microsoft Office Word 2007
3. What is one way to close Word?Click X or Office Menu Exit Word
1818
Introduction to Microsoft Office 2007 (continued)
• Office 2007 Programs
18
191919
Starting an Office Program
• Click the Start button on the Windows taskbar; point to All Programs; click Microsoft Office; click an Office program.
Click right button of the mouse and select New
2121
Identifying the Parts of an Office Window
• Word program window
21
2222
Identifying the Parts of an Office Window (continued)
• Common window elements for Office 2007 programs
22
2323
Identifying the Parts of an Office Window (continued)
23
• Using the Ribbon:• The Ribbon displays and organizes the
commands and tools of the program.
2424
Identifying the Parts of an Office Window (continued)
24
• Using the Ribbon (continued):
– Commands are organized into categories, called tabs; contextual tabs are only displayed for certain tasks.
– On a tab, commands are organized logically into groups.– A dialog box launcher opens a dialog box or task pane.– A gallery shows a sample end result; Live Preview
applies the change as you point to an option.
2525
Identifying the Parts of an Office Window (continued)
25
• Using the Office Button:• Click the Office Button to access file-related commands.
2626
Identifying the Parts of an Office Window (continued)
26
• Customizing the Quick Access Toolbar:• The Quick Access Toolbar contains regularly used commands. You
can customize by adding other commands or moving it.
2727
Accessing Contextual Tools
27
• Using the Mini Toolbar and Shortcut Menus:• The Mini toolbar contains common formatting commands;
shortcut menus provide a quick way to access relevant commands.
2828
Accessing Contextual Tools (continued)
28
• Using KeyTips:• You can use the keyboard to access all the
options on the Ribbon using KeyTips by pressing the Alt key.
2929
Customizing Office Programs
29
• Changing Program Options:
• Customize program settings by clicking the Office Button, then the Word (or other program name) Options button.
3030
Customizing Office Programs (continued)
30
• Using Zoom Controls:• You can control the size of your document
on the screen using the Zoom controls.
3131
Customizing Office Programs (continued)
31
• Resizing Program Windows:• You can use the sizing buttons on the right side of
the title bar to adjust the size of the program window.
• The Restore Down button changes to the Maximize button when clicked.
3232
Getting Help with Office
32
• Using the Help Window:• Get help by clicking the Microsoft Office Help button on
the right side of the Ribbon or by pressing F1 to open a Help window.– Browse topics– Search for specific word or phrase– View table of contents– Choose how to display Help window– Access online or offline contents
3333
Getting Help with Office (continued)
• Word Help Window
33
3434
Getting Help with Office (continued)
34
• Using ScreenTips:• Rest the mouse pointer on a button to display
a box with descriptive text, called a ScreenTip.
3535
Closing an Office Program
35
• When you have only one document open in the program window, you can click the Close button on the title bar to close the document and exit the program at the same time.
These 7 buttons are very useful and you will use them often. Try these buttons on your Happy Birthday text just to see what happens and if you like any of them you can keep them. Or when you are finished you can always click the button again to undo it.
Starting with the button, it will
make selected text bold. The keyboard command for this is hold down the ctl button and press B.
The button is italicize. Be careful
with this one, with some fonts the italicize button makes it hard to read. The keyboard command for italicize is hold down the ctl button and press I.
and are subscript and superscript. These are
used for fractions I use these frequently when making recipe cards. The subscript and superscript will sometimes automatically change numbers into fractions while you are typing.
The utton allows you to change the color of
your text. Select the Happy Birthday Text and click
on the utton. You will get a dropdown menu of
colors with an option at the bottom More colors. If you select More colors you will get to create your own color using this window.
The 1st button is a bulleted list. Click on the dropdown menu to see you selections for you bullets.
Working with Microsoft Word 2007
Navigating a Document, Doing more with your document, Opening, Saving and Closing
Word 2007•Navigate through your document in different ways
•Use the Go To dialogue box
Navigating a Document
Now that we know how to create a document, we’re going to learn how to navigate through it using the mouse, keyboard, scroll bars, and the Go To dialogue.
Navigating a DocumentNavigate Using the MouseClick in document to place focus (cursor)
Navigating a DocumentNavigate using Scroll BarsClick up or down arrows, or click and drag place marker
Navigating a DocumentNavigate Using the KeyboardUse special keyboard keys to navigate
Navigating a DocumentUsing the Go To DialogueJump to a specific point in the document
Questions & Review
1. Identify three ways to navigate throughout your document?
1. Navigate Using the Keyboard
2. Navigate Using the Mouse
3. Navigate using Scroll Bars
Word 2007• Use some basic and advanced
formatting• Use undo and redo• Remove formatting
Do More with Your Document
Now that we’ve got the basics of creating documents down, we’re going to learn some advanced tricks, including applying formatting, removing formatting, and using Undo and Redo.
Do More with Your Document
Using Basic FormattingUse text formatting to convey emphasis
Do More with Your Document
Using Advanced FormattingUse more elaborate text formatting
Do More with Your Document
Using Undo: Ctrl + Z
and Redo: Ctrl + YUndo will remove last action, redo can repeat an action over and over
Do More with Your Document
Remove FormattingClick command to revert to regular font
Questions & Review
1. What are the shortcut keys for Undo & Redo?Control + Z and Control + Y, respectively
2. What are the shortcut keys for Bold, Underline, & Italics?
Control + B, Control + U, and Control + I
Working with Your Document
So far, we have learned how to create documents, but we have been creating documents from scratch. That’s really not practical! Let’s take a look at how to open, save, close, and work with Word documents.
• Save and open files• Use the Recent Documents list• Switch between open files• Close documents
Working with Your Document
Working with Your Document
Saving FilesOffice Menu Save, give name and pick save location
Working with Your Document
Opening FilesDouble-click icon, Office Menu Open
Working with Your Document
Use Recent Document ListClick Office Menu, list shown on right
Working with Your Document
Switch Between Open FilesView ribbon Switch Windows or click item in the Taskbar
Working with Your DocumentClosing FilesClose document without closing Word
Questions & Review
1. What is one way to open a word file? Double-click icon, Office Menu Open
2. What is one way to switch between open files?View ribbon Switch Windows or click item in the Taskbar
3. What is one way to close Word?Click X or Office Menu Exit Word
Working with Microsoft Word 2007
Layouts and Views
Using Layouts & Views• In this section you will learn how to:• Use print layout, full-screen reading
view, Web layout, online view, and draft view• Use Minimize, Maximize, and Restore• Use zoom on the View ribbon• Use the view controls on the Status
bar
Using Layouts and Views
So far, we have used Word’s default print view. This view gives you a pretty good idea of how your document will look on paper. But what if you’re creating a Web page? Or what if you’re more interested in reading the document? Word has views for many different purposes, and that’s what we’re going to learn about in this lesson.
Using Layouts and ViewsUsing Print LayoutThe default view of Word
Using Layouts and ViewsUsing Full Screen ReadingUse to read document like a book
Using Layouts and ViewsUsing Web LayoutShows document as if it was a Web page
Using Layouts and ViewsUsing Outline ViewShows only text and headings
Using Layouts and ViewsUsing Draft ViewView as draft, images and formatting are removed to show only content
Basic Viewing Tools
We are now going to look at some tools that we can use in those views to maximize our efficiency.
Basic Viewing Tools
Maximize/Minimize/RestoreCommon for nearly every window
Basic Viewing ToolsUsing Zoom on View RibbonIn or out, auto 100%, etc.
Basic Viewing ToolsView Controls on Status BarCycle page views, click & drag zoom slider
Basic Viewing ToolsUsing the Zoom DialogueClick Zoom command or percentage
Questions & Review
1. What is the default view in Word? Print Layout
2. What is one way to change the zoom % in Word?
View Controls on Status Bar
Cycle page views, click & drag zoom slider
Working with Microsoft Word 2007
Quick Access Toolbar
•Use and move the Quick Access Toolbar
•Add/remove toolbar buttons•Use the Options dialogue to
customize the toolbar
Quick Access Toolbar
Quick Access ToolbarAlthough toolbars have mostly been done away with in Microsoft Office Word 2007, we do have the Quick Access toolbar. This toolbar is right next to the Office menu. It’s a place to store your most frequently used commands, to save you from hunting around in the ribbons. In this lesson, we’re going to learn all about the toolbar!
Quick Access Toolbar
Using the ToolbarJust click the icon! (Shown are Save, Undo, Redo, and Customize)
Quick Access Toolbar
Adding/Removing ButtonsClick pull-down arrow for options
Quick Access ToolbarMove Quick Access ToolbarClick pull-down arrow, select location
Quick Access ToolbarUse Options to CustomizePull-down arrow More Commands
Questions & Review1. How do you add/remove buttons from the
Quick Access Toolbar?
2. How do you move the Quick Access Toolbar?
Click pull-down arrow for options
Click pull-down arrow, select location
Working with Microsoft Word 2007
Ribbons & Chunks
Ribbons and Chunks
Now that we know how to use some of the elements of the Word screen, it’s time for the big stuff: ribbons and chunks. Ribbons and chunks form the core of the new Office interface, so it’s important that we really understand how they work before we look at the individual ribbons and commands.
Ribbons and Chunks
About RibbonsSeven ribbon tabs, more appear for certain objects
Ribbons and ChunksAbout ChunksEach ribbon has chunks or groups of commands
Ribbons and ChunksAbout Option ButtonsSome chunks have more options or other specific dialogue boxes
Ribbons and ChunksMinimizing the RibbonClick pull-down arrow beside Quick Access toolbar Minimize
Questions & Review
1. Identify three of the seven main ribbons in Word?Home, Insert, Page Layout, References, Mailings, Review and View
2. Identify three of chunks found in the Home Ribbon?Clipboard, Font, Paragraph, Styles, and Editing
3. How do you minimize a ribbon which you do not want visible?
Click pull-down arrow beside Quick Access toolbar Minimize
Working with Microsoft Word 2007
The Home Ribbon
The Home Ribbon
Now that we know how to use the different parts of the Word interface, we’re going to learn about the Home ribbon. This is probably the ribbon you will use the most often, so this is to help familiarize yourself with the commands when you go to use them.
The Home RibbonClipboard CommandsCut, copy, paste, and Format Painter
The Home RibbonFont CommandsFont formatting options
The Home Ribbon
Paragraph CommandsUsed to modify layout of text on the page
The Home RibbonStyles CommandsChoose from pre-made font styles to ensure consistent formatting
The Home RibbonEditing CommandsFind and replace text, select objects
Questions & Review
1. What are three items found on the Clipboard Chunk?Cut, Copy, Paste and Format Painter
2. What three items found in the Font Chunk?Bold, Italics, and Underline
3. What are three items found on the Paragraph Chunk?Right, Center, and Left Justify
Working with Microsoft Word 2007
The Insert Ribbon
The Insert Ribbon
The next ribbon we are going to look at is the Insert ribbon. When you have mastered creating basic documents, this ribbon will help you add other elements to your document, such as charts, pictures, cover pages, headers, and footers.
The Insert RibbonPages CommandsAdd title page, insert blank page, insert page break
The Insert RibbonTables CommandsInsert a grid to organize text or images in your document
The Insert RibbonIllustration CommandsInsert graphical elements
The Insert RibbonLink CommandsCreate an external hyperlink, a bookmark, or cross-reference
The Insert RibbonHeader/Footer CommandsCreate consistent headers/footers
The Insert RibbonText CommandsInsert specialized text elements
The Insert RibbonSymbols CommandsInsert specialized characters, like mathematical symbols
Questions & Review
1. Identify three items found in the Pages Chunk?Cover Page, Blank Page, and Page Break
2. Identify three items found in the Illustrations Chunk?Picture, ClipArt, Shapes, SmartArt, and Chart
3. Identify three items found in the Header & Footer Chunk?Header, Footer, Page Number
Working with Microsoft Word 2007
The Page Layout Ribbon
Page Layout Ribbon
In this section, we’re going to take a look at the other four ribbons and see what commands they offer. We’ll start out with the Page Layout ribbon.
Page Layout RibbonThemes CommandsSelect an overall look and feel for your document
Page Layout RibbonPage Setup CommandsControl the physical properties of your document
Page Layout RibbonPage Background CommandsControl what goes on the page behind the text
Page Layout RibbonParagraph CommandsControl indentation and line spacing
Page Layout RibbonArrange CommandsIf you have overlapping objects, control their layout here
Questions & Review
1. Identify three items on the Page Setup Chunk?Orientation, Columns, Breaks, and Line
Numbers
2. Identify three items on the Page Background Chunk?Watermark, Page Color, and Page Borders
3. Identify three items found in the Arrange Chunk?Text Wrapping, Group, and Rotate
Working with Microsoft Word 2007
The Review Ribbon
Review Ribbon
The last ribbon that we are going to look at is the Review ribbon. Although some of the commands on this ribbon are quite advanced, some of them (such as spell check) are easy to use. Those are the commands that we will focus on.
Review RibbonProofing ToolsCheck for errors in the document
Review RibbonComments CommandsPortion of text that appears as a balloon, eg. reminder or explanation
Review RibbonTracking CommandsIf document is shared, track who changed what
Review RibbonChanges CommandsAccept or reject changes to a document
Lesson 3.4: Review Ribbon
Compare CommandsHandy when editing two documents
Lesson 3.4: Review Ribbon
Protect CommandsPrevent others from modifying document
Lesson 3.5: Contextual Ribbons
In our very first look at ribbons, we learned that some ribbons appear only when you are creating or working with certain objects. In this lesson, we will take a closer look at these contextual ribbons. We will also look at the only ribbon that is off by default: the Developer ribbon.
Lesson 3.5: Review Ribbon
WordArt ToolsExplore many new WordArt options
Lesson 3.5: Review Ribbon
Text Box ToolsCreate a text box to highlight information in your document
Lesson 3.5: Review Ribbon
Equation ToolsCreate complex mathematical equations
Lesson 3.5: Review Ribbon
SmartArt ToolsCreate professional diagrams easily
Lesson 3.5: Review Ribbon
Table ToolsAppears when you create or modify tables in your document
Lesson 3.5: Review Ribbon
Chart ToolsExplore a whole new set of charts to show information
Lesson 3.5: Review Ribbon
Picture ToolsAdjust many characteristics of a picture
Lesson 3.5: Review Ribbon
Header and Footer ToolsAdjust document headers and footers
Lesson 3.5: Review Ribbon
Developer RibbonUsed to create and edit Macros
Questions & Review
1. What are the four programs that we will use?Word, Excel, PowerPoint, and Access 2007
2. What is one way to launch Word?Start All Programs Microsoft Office Word 2007
3. What is one way to close Word?Click X or Office Menu Exit Word
Working with Microsoft Word 2007
Printing and Viewing
Printing and Viewing
• In this section you will learn how to:•Use Print Preview and the Print
Preview ribbon•Use print commands•Use basic and advanced print options•Modify printer properties
Using Print Preview
There will be times when you want to print out a paper copy of your document. Before you print, however, you should make sure that everything looks OK. In this lesson, we’re going to look at how to preview a document before printing.
Using Print PreviewOpening Print PreviewOffice Menu Print Print Preview
Using Print PreviewThe Print Preview RibbonReview document, make last-minute changes
Using Print PreviewNavigating Print PreviewPage up/page down or buttons
Using Print PreviewClosing Print PreviewClose to return to regular Word view
Using Print PreviewPrint Preview vs. Print Layout
Print a Document
Now that we know how to preview and set up our document, it’s time to learn how to print!
Print a Document
Print CommandsOffice Menu Print
Print a DocumentUsing Basic Print OptionsChoose printer, copies, print criteria, etc
Print a DocumentSetting Printer OptionsClick Properties button in Print dialogue
Questions & Review
1. How do you open Print Preview?Office Menu Print Print Preview
2. Identify one difference between Print Preview and Print Layout?
3. What is one way to close Word?Click X or Office Menu Exit Word
Print Preview