Gl13 m4-presentation

MODULE 4

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Microsoft Office 2013Suite Overview

© Paradigm Publishing, Inc.

2SKILLS© Paradigm Publishing, Inc.

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Guidelines for Understanding


The Microsoft Office 2013 suite is made up of several applications including:– Outlook: manage your schedule and people– OneNote: create a digital notebook– Access: store and organize large amounts of data in

a database– Excel: enter numbers or other data into a grid of rows

and columns in a spreadsheet– PowerPoint: create slides that support an oral

presentation– Word: produce professional-looking documents

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Guidelines for Understanding…continued


Shared Interface Elements Quick Access Toolbar

– add icons for the actions you use often

Ribbon– is the main interface feature– offers tabs and groups of commands that are related

to each other• FILE tab displays the backstage area• VIEW tab allows you to change the zoom and

decide how to view multiple windows

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Guidelines for Understanding…continued


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Office Suite Basics


Shared Commands In the Print backstage

area, many of the commands are the same for Excel, Word, and PowerPoint

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Skills You Learn

1. Create a file and display the backstage area

2. Open and save a file

3. Understand the ribbon

4. Navigate within a file

5. Use Find and Replace

6. Use Undo and Redo

7. Change views and zoom percentage

8. Check spelling and grammar

9. Use formatting tools

10. Print a file

11. Use Help


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Skill 1 Steps: Create a File and Display the Backstage Area

Create a File

1. Press Win + C to display the Charms bar

2. Click the Search charm

3. Type Excel in the search box

4. Click Excel 2013 in the Apps results list to open Excel and see options for creating a blank workbook or a workbook based on a template

5. Click Blank workbook to create a new blank workbook in the Excel window


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Skill 1 Visual: Create a File and Display the Backstage Area

Create a File


Click to create a blank workbook.

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Skill 1 Steps…continued

Display the Backstage Area

1. Click the FILE tab to view the backstage area


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Skill 1 Visual…continued

Display the Backstage Area


Click the Back button to display the Excel workbook and to make the HOME tab active.


Customizing the Quick Access Toolbar Standard buttons on the Quick Access toolbar

are:– Save– Undo– Redo

Customize the Quick Access Toolbar by clicking the Customize Quick Access Toolbar button and selecting from the options

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Skill 2 Steps: Open and Save a File

Open a File

1. Click the FILE tab

2. Click the Open option

3. Navigate to the file and click the file name to select it

4. Click the Open button


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Skill 2 Visual: Open and Save a File

Open a File


Click the Open button.

Navigate to the file and click the file name to select it.

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Save a File


2. Click the Save As option

3. Click the Current Folder option

4. Type the file name in the File name text box

5. Click the Save button


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Save a File


Click the Save button.

Type the file name in the File name text box.


Using Save As in Access From an open Access file, click the FILE tab

and then click the Save As option In the Save As backstage area, click Save

Database As, click Access Database, and then click the Save As button

Enter the new file name and then click the Save button


Saving Files in Alternative Formats Save files in an alternative format by:

– selecting a different format from the Save as type drop-down list in the Save As dialog box

– clicking the FILE tab, clicking the Export option, and then selecting one of the options listed in the backstage area

PDF is the format used by a document reader program called Adobe Reader

Adobe Reader– can be downloaded free from www.adobe.com– allows users without the original software to view a file

with formatting intact

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Skill 3 Steps: Understand the Ribbon

1. When a Word, Excel, or PowerPoint file opens, the HOME tab is active

2. Click a tab on the ribbon to switch to that tab

3. Click a picture in a document to display the PICTURE TOOLS FORMAT tab

4. Click the Collapse the Ribbon button to minimize the ribbon

5. Double-click any tab to redisplay the entire ribbon


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Skill 3 Visual: Understand the Ribbon


Click the Collapse the Ribbon button to minimize the ribbon.

The PICTURE TOOLS FORMAT tab is an example of a contextual tab.


Using the Keyboard with Ribbon Tabs Office 2013 provides keyboard access keys for

the ribbon When you press the Alt key while a ribbon is

pinned in any of the Office 2013 applications, letters—called KeyTips—are displayed on each tab

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Skill 4 Steps: Navigate within a File

1. Press Ctrl + Home to move the insertion point to the top of a file

2. Press the Page Down key to move the insertion point down one page

3. Press the Home key to move the insertion point to the start of the line

4. Press the End key to move the insertion point to the end of the line

5. Press the Down Arrow key to move the insertion point down one line


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Skill 4 Visual: Navigate within a File


Click the down scroll arrow on the vertical scroll bar to change the view.


Navigating on a Touch Screen To place the insertion point, tap the appropriate

location in the file To scroll in a document, touch the document

and then slide it up and down with your finger To hide the ribbon, tap the Ribbon Display

Options button on the title bar and then tap Auto-hide Ribbon


Navigating with Keyboard Shortcuts You can use key combinations to move the

insertion point to a specific location in a file Examples of key combinations:

– press Ctrl + Home to move to the start of a document in Word or to move to the first cell in a worksheet in Excel

– press Ctrl + End to move to the end of a document in Word or to the last cell in a worksheet in Excel

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Skill 5 Steps: Use Find and Replace

Use Find

1. Click the Find button in the Editing group on the HOME tab

2. Type the text to find in the Navigation pane search box– matches are highlighted in the document and listed in

the Navigation pane

3. Click the Close button in the upper right corner of the Navigation pane


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Skill 5 Visual: Use Find and Replace

Use Find


Type the text to find in the Navigation pane search box.

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Use Find and Replace1. Click the Replace button in the Editing group on

the HOME tab

2. Type the text you want to find in the Navigation pane search box

3. Type the text you want to replace it with in the Replace with text box

4. Click the Replace All button

5. Click OK

6. Click the Close button to close the Find and Replace dialog box


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Use Find and Replace


Click OK in the dialog box that indicates how many replacements have been made.


Finding with Narrower Limits Click the More button in the Find and Replace

dialog box to display additional search options Examples of additional search options:

– Match case option locates text with the same capitalization as that of the search text (for example, a search for January will not find JANUARY)

– Find whole words only option locates text that entirely matches the search text (for example, a search for every will not find everyone)

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Skill 6 Steps: Use Undo and Redo

1. Click the Undo button on the Quick Access toolbar to reverse the last action

2. Click the Undo button arrow on the Quick Access toolbar to undo more than one action

3. Click the Redo button on the Quick Access toolbar to reverse the last change you made


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Skill 6 Visual: Use Undo and Redo


Click the Undo button arrow and select the actions you want to delete.

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Skill 7 Steps: Change Views and Zoom Percentage

1. Click the VIEW tab

2. Click the Multiple Pages button in the Zoom group

3. Click the One Page button in the Zoom group

4. Click the Zoom button in the Zoom group to open the Zoom dialog boxa. Click the 75% option in the Zoom to section of the

dialog box

b. Click OK

5. Drag the Zoom slider bar on the Status bar


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Skill 7 Visual: Change Views and Zoom Percentage


Click the VIEW tabto display the options for changing views.


Experimenting with Views In Word: click the Web Layout button to view

the document as a web page In Word: click the Read Mode button to view

the document in a full screen In Excel: click the Page Layout button to view

the worksheet as a printed page In PowerPoint: click the Notes Page button to

view and edit the speaker notes


Using Full Screen Mode To view a file in a full screen when you are in

Read Mode, click the Full Screen Mode button in the upper right corner of the file window

This mode gives you more of a full screen than minimizing the ribbon, because no tabs are displayed

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Skill 8 Steps: Check Spelling and Grammar

1. Click the REVIEW tab

2. Click the Spelling & Grammar button in the Proofing group to open the Spelling pane

3. Click the Ignore button to skip over a word or click the Change button to replace a misspelled word with the correctly spelled word

4. Click OK when prompted that the spelling and grammar check is complete


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Skill 8 Visual: Check Spelling and Grammar


Click the Change button to replace a misspelled word with the correctly spelled word.

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Skill 9 Steps: Use Formatting Tools

1. Select the desired text

2. Click the HOME tab

3. Click the Font button arrow in the Font group

4. Select a font in the drop-down gallery

5. Click the Bold button in the Font group on the HOME tab

6. Click the Font Size button arrow

7. Select a size in the drop-down gallery


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Skill 9 Visual: Use Formatting Tools


Click the Font button arrow and select a font.


Using Other Formatting Buttons Other Font group buttons are available Examples of other Font group buttons:

– Increase Font Size and Decrease Font Size buttons increase or decrease the text size

– Font Color button changes the color of the text – Italic button applies italic formatting– Underline button applies underlining

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Skill 10 Steps: Print a File


2. Click the Print option

3. Select the desired options

4. Click the Print button


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Skill 10 Visual: Print a File


Click the Print button to print.


Experimenting with Print Settings When you change a print setting, the preview

adjusts Click the Printer Properties link to display printer

options:– type of paper (e.g., plain paper or photo paper)– print quality (e.g., draft or high)– color options (e.g., sepia or grayscale)

Click the Print All Pages button arrow to explore options for printing selected pages

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Skill 11 Steps: Use Help

1. Click the Microsoft Excel Help button to display the Excel Help window

2. Click the desired link

3. Click the Back button to return to the previous page

4. Click the Home button to go to the initial Help window


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Skill 11 Visual: Use Help


Click the Microsoft Excel Help button to display the Excel Help window.


Taking Advantage of the Office.com Website If you have an Internet connection, the Help

window provides links to the Office.com website At this site you will find additional support and

links to images and templates Examples of what you can do at this site:

– download royalty-free clip art by clicking the Online Pictures button on the INSERT tab and typing search criteria in the Office.com Clip Art text box

– access templates by clicking the FILE tab, clicking the New option, and then typing search criteria in the Search online templates text box

Education

Gl13 m4-presentation