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Start and Exit Office Applications k ic cl

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Before you begin working with any of the Microsoft Office programs, you must first open a program. When you finish your work, you can close the program. If applicable, you can save your work before exiting a program completely.

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Start and Exit Office Applications

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Click Start. Click All Programs. Click Microsoft Office. Click the name of the program that you want to open.

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Note: Depending on which programs you installed, not all of the Office programs may be listed in the menu.

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START AN OFFICE APPLICATION

l The program that you selected opens in a new window. Note: See the next task to learn how to identify different areas of the program window.

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OFFICE FEATURES

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Office Basics EXIT AN OFFICE APPLICATION

1 Click the Close button ( ).

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l You can also click the Office button and then click Exit.

If you have not yet saved your work, the program prompts you to do so before exiting. Note: Outlook does not prompt you to save anything before closing, unless you have unsaved e-mail messages that you were composing.

2 Click Yes to save. The program window closes. l If you click No, the program closes without saving your data.

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l If you click Cancel, the program window remains open.

Can I create a shortcut icon for an Office application? Yes. You can create a shortcut icon that appears on the Windows desktop. Whenever you want to open the program, you can simply double-click the shortcut icon. Follow these steps to create a shortcut icon:

1 Right-click over a blank area

of the desktop and click New.

2 Click Shortcut. The Create Shortcut dialog box appears.

3 Click Browse, navigate to

4 Click Next.

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5 Type a name for the shortcut.

6 Click Finish. The new shortcut icon appears on the desktop.

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the Office program, and double-click the filename.

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Navigate the Program Windows All of the Office programs share a common appearance and many of the same features, such as menu bars, toolbars, and scroll bars. When you learn your way around one program, you can easily use the same skills to navigate the other Office programs. If you are new to Office, you should take a moment and familiarize yourself with the types of on-screen elements that you can expect to encounter. Title Bar Displays the name of the open file and the Office program.

Ribbon Displays groups of related commands in tabs. Each tab offers shortcut buttons to common tasks.

Office Button Menu Click to display a menu of file commands, such as New and Open.

Status Bar Displays information about the current worksheet or file.

Quick Access Toolbar Displays quick access buttons to the Save, Undo, and Redo commands.

Program Window Controls Use these buttons to minimize the program window, restore the window to full size, or close the window.

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OFFICE FEATURES Office Basics

Formula Bar This appears only in Excel. Use this bar to type and edit formulas and perform calculations on your worksheet data.

Document Window Controls Use these buttons to minimize or restore the current document.

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Work Area The area where you add, and work with, data in a program. Depending on the Office program, the work area may be a document, a worksheet, or a slide.

Zoom Controls Use this feature to zoom your view of a document.

Scroll Bars Use the vertical and horizontal scroll bars to scroll through the item displayed in the work area, such as a document or worksheet.

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Work with the Ribbon New to Office 2007, menus and toolbars in Word, Excel, PowerPoint, and Access are replaced by the new Ribbon feature. The Ribbon offers an intuitive way to locate commands that accomplish various program tasks. The Ribbon is grouped into tabs, and each tab holds a set of related commands. In addition, some tabs appear only when needed, such as when you are working with a particular object in a document.

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Publisher and Outlook still use the familiar menu and toolbar features from previous versions of Office. However, some of the Outlook features, such as the Appointment window, use the new Ribbon features.

Work with the Ribbon

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USE THE RIBBON

1 Click a tab. The tab organizes related tasks and commands into logical groups.

2 Click a button to activate a command or feature.

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l Buttons with arrows display additional commands. l With some groups of commands, you can click the corner group button to display a dialog box of additional settings. When you move the mouse pointer over Live Preview options on the Ribbon, you see the results in the document before applying the command.

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OFFICE FEATURES Office Basics MINIMIZE THE RIBBON

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1 Double-click a tab name.

The Ribbon is minimized.

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2 Click the tab name again to maximize the Ribbon.

Is there a way I can keep the Ribbon minimized?

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Yes. You can keep the Ribbon minimized and click a tab when you need to use a command. Follow these steps:

1 Click the Customize Quick Access Toolbar button at the end of the Quick Access Toolbar.

2 Click Minimize the Ribbon. The program’s Ribbon is minimized at the top of the screen. To use a Ribbon while it is minimized, you can simply click the tab containing the tools that you want to access.

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Customize the Quick Access Toolbar

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Customize the Quick Access Toolbar

1 Click the Customize Quick Access

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Toolbar button.

Note: The Quick Access toolbar is not available in Publisher or Outlook.

2 Click More Commands. l You can click any of the common commands to add them to the toolbar.

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l You can click Show Below the Ribbon if you want to display the toolbar below the Ribbon. The Options dialog box opens to the Customization tab.

3 Click the Choose commands from

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The Quick Access toolbar appears in the top-left corner of the program window. You can use the toolbar to quickly activate the Save, Undo, and Redo commands. You can customize the toolbar to include other commands that you need to keep in view at all times. For example, you might add the Quick Print command or another common command you use. You can also choose to display the toolbar above or below the Ribbon.

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4 Click a command group.

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OFFICE FEATURES Office Basics

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5 Click the command that you want to add to the toolbar.

6 Click the Add button. l Office adds the command.

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You can repeat Steps 5 and 6 to add additional buttons to the toolbar.

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7 Click OK.

7 l The new command appears on the Quick Access toolbar.

How do I remove a button from the Quick Access toolbar? To remove a command, reopen the program’s Options dialog box by following the steps in this task, click the command name in the list box on the right, and then click the Remove button. Click OK. The button no longer appears on the toolbar.

Are there other ways to customize the Quick Access toolbar? Yes. You can add commands directly from the Ribbon and place them on the toolbar. Simply click the tab containing the command that you want to add, right-click the command, and then click Add to Quick Access Toolbar. The command is immediately added as a button on the toolbar.

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Find Customizing Options In previous versions of Office, you could customize the program window to suit the way you worked. You can do the same in Office 2007 using the Options dialog box. The dialog box features groups of settings that you can change to control how the program works, looks, and interacts with you.

Find Customizing Options

1 Click the Office button. 2 Click the program’s Options button.

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This example uses the Word Options button.

2 The program’s Options dialog box appears.

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3 Click the tab that you want to view. Each tab displays sets of related controls that you can set for the program.

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4 Make the changes that you want to the settings.

5 Click OK to apply your changes.

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Turn Off Live Preview

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OFFICE FEATURES Office Basics

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Live Preview allows you to preview the effects of a feature before committing to a particular selection. Many of the Ribbon’s tools offer Live Previews. For example, when you move the mouse pointer over a gallery item on the Ribbon, the style is immediately reflected in the document. You can turn the feature off if you find it too distracting.

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Turn Off Live Preview

1 Click the Office button.

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2 Click the program’s Options button. This example uses the Excel Options button.

2 The program’s Options dialog box appears.

3 Click the Popular tab.

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4 Click the Enable Live Preview check box to deselect the feature ( changes to ).

5 Click OK. The program turns off Live Preview.

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Find Help with Office You can use the Office Help tools to assist you when you run into a problem or need more information about a particular task. With an Internet connection, you can use Microsoft’s online Help files to quickly access information about an Office feature. The Help window offers tools that enable you to search for topics that you want to learn more about. You must log on to your Internet connection in order to use the online Help files. Find Help with Office

1 Click the Help button. 1

The Help window opens.

2 Type a word or phrase that you want

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to learn more about.

3 Click the Search button. You can also press search.

to start the

l You can click links to view other topics. Note: You must log on to the Internet to access Microsoft’s online Help files.

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OFFICE FEATURES Office Basics

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l The Search Results window displays a list of possible matches.

4 Click a link to learn more about a topic. 4

l The Help window displays the article, and you can read more about the topic.

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l You can use the Back and Forward buttons ( and ) to move back and forth between help topics. l You can click the Print button ( print the information.

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) to

to close the window.

Where can I find a table of contents for the Help files?

Yes. You can still access the Help files that are installed with the program. However, the online resources offer you more help topics, as well as links to demos and other help tools.

You can click the Home button ( ) on the Help window’s toolbar to quickly display the table of contents for the Office program that you are using. You can click a help category to display subtopics of help information. You can click an article to view more about a topic. Many articles include links to related articles. 3

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Can I use the Help feature if I am offline?

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Add and Remove Office Components You can add and remove Office components using the Office setup program. For example, you may choose to install two or three programs that you work with the most, and then add another component later. You might also decide to remove a program that you do not use.

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Before you begin, you need the Office CD. Also, be sure to close any open programs. Add and Remove Office Components

1 Insert the Office CD. Note: Depending on your computer’s setup, the Office window may open automatically. If not, see the tip in this task.

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The Microsoft Office window appears.

2 Click the Microsoft Office

Professional Plus 2007 option ( changes to ).

3 Click Continue.

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4 Click the Add or Remove Features option (

changes to

).

5 Click Continue. 4

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OFFICE FEATURES Office Basics

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6 Click the

next to the program that you want to add or remove.

7 Click an option.

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You can repeat Steps 6 and 7 to select additional programs.

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8 Click Continue.

8 Office installs or uninstalls the selected programs.

9 When the procedure is complete, click Close.

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What do the various installation options do? If you select the Run from My Computer option, Office installs the program directly onto your computer. If you choose the Run all from My Computer option, all of the add-ins and extra features are also installed. If you select the Installed on First Use option, Office prompts you to install the program the first time you attempt to use it. If you select the Not Available option, the program is uninstalled from your computer.

If my Office window does not open automatically, how do I open the setup program? You can open the My Computer window and navigate to the CD drive to view the contents of the Office FILES CD. When you open the drive, Windows displays all of the files located on the CD, and you can double-click the SETUP.EXE file to start the setup program.

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Diagnose Office Programs Dr. Diagn Diagnostics gnostic

You can use the Office Diagnostics tool to diagnose and repair problems that you are having with any Office program. For example, a program may not work properly if an important program file is corrupted or accidentally deleted. You can run the diagnosis to check the problem and attempt to make any repairs. Microsoft Word’s diagnostic tool is shown in this example.

Diagnose Office Programs

1 Click the Office button. 2 Click the program’s Options button.

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2 The program’s Options dialog box appears.

3 Click the Resources tab. 4 Click Diagnose.

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OFFICE FEATURES Office Basics

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The Microsoft Office Diagnostics dialog box appears.

5 Click Continue.

5 6 Click Start Diagnostics. The Office Diagnostics program runs. The procedure may take awhile. If the program finds any problems, you can follow the prompts to fix them.

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What if I am still having trouble with my Office programs?

How do I update my Office program?

You can also run the repair program with the Microsoft Setup feature. To do so, insert your Office CD and click the Repair option when prompted. Setup runs the repair tool, which may take a long time, depending on your computer’s resources.

You can use the Resources tab in the Options dialog box to check for program updates. Open the dialog box as shown in this task, and click the Resources tab. Next, click the Check for Updates button. You must log onto your Internet connection in order to check for Prog Updatraem program updates.

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Update

Program

Update

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Kinkoph/TYV Office 2007 Sample Chapter  

sample chapter