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Computer Literacy for IC3

Unit 2: Using Productivity Software

Chapter 1: Starting with Microsoft Office 2007

Applications

Learning Targets

32. I can start an application and identify common on-screen elements

33. I can open and save a file and close an application

34. I can navigate a document and also insert, select, and edit text

35. I can use buttons and dialog boxes

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Learning Targets (continued)

36. I can check the spelling and grammar

37. I can select and format text

38. I can cut, copy, paste, and move text

39. I can use galleries, contextual tabs, and the Quick Access Toolbar

40. I can print documents

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Overview

• Application software is used to accomplish a specific task

• Microsoft Office is a suite of application software programs

• Office is a Windows-based application• Microsoft Office uses a graphical user interface

(GUI)• Help is always available

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The Microsoft Office Suite

• Microsoft Word – Word processing• Microsoft Excel – Spreadsheets• Microsoft PowerPoint – Presentations• Microsoft Access – Databases

PowerPoint

Word

Excel

Access

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Starting an Application

• Windows allows for customized views• Main area in Windows is the desktop• Applications are housed in an application window• The name of the application is shown in the title

bar of the window and in the taskbar• Most Windows-based programs are similar in

design

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Multiple Applications Running

Excel running in the background

Two PowerPoint presentations open

Two documents open in Word

Access running

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Switch Between Applications

• Click an application name in the taskbar to switch between applications

Click this icon to switch to Word

Click this icon to switch to Access

PowerPoint is the active window

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Basic Windows Elements

Tabs

Minimize

Maximize

Ribbon

Insertion Point

Vertical Scroll bar

Work area

Status bar

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Microsoft Word

Work area

Document views

Title bar

Ribbon

Status bar

Quick Access toolbar

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Microsoft Excel

Work area

Title barQuick Access toolbar

Status bar

Row

Column

Minimize, Maximize and Restore buttons

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Microsoft PowerPointTitle barQuick Access toolbar

Status bar

Work area is a slide

Ribbon

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Opening a File

• Click the Office button• Click Open

• Locate and select the file

or• Right-click the filename and choose Open

or• Create a shortcut on the desktop and double-click it

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Opening a File Through Word

File type

Location on disk

Available folders

Filename

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Saving a File

• Save As• When you want to change the

name• When you want to change the

location• When you want to change the

name AND the location

• Save• Same name• Same location

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Navigate in a Document

• Arrow keys – up, down, left, and right• Navigation keys – Page Up, Page Down, Home,

End• Click the mouse• Horizontal and vertical scroll bars• Scroll box within the scroll bars

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Navigate Longer Document

• Go To command• F5• Edit, Go To

• Find

• Browse buttons• by page• by section• by figures• others

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Using Zoom

• Make text more readable – Zoom in

• View a document as a whole – Zoom out

text texttexttext

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Selecting Text

• Tips for selecting text• When dragging the mouse, don’t let up on the mouse

button until you select exactly what you want• If the selection is too small, hold Shift and press the

right or down arrow key to extend it• If the selection is too large, hold Shift and press the

left or up arrow key to reduce it• If you drag the mouse to the bottom of the page and

the page flies by, use the keyboard rather than the mouse

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Backspace vs. Delete

If the insertion pointis to the left of theerror, use Delete.

If the insertion pointis to the right of theerror, use Backspace.

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Ribbons, Tabs and ButtonsRibbon tabs

Dialog box Launcher(Launcher Button)

Ribbon

Groups

Clicking a Ribbon tab will display specific groups that relate to that

tab

Buttons

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Inserting Symbols

Click here to access more Symbols in Symbol dialog box

Symbol button

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Dialog BoxesPrint

Print what?

Page 1, OK?

OK.

The computer requires more information to process your request, so you have a “dialog.”

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Find and Replace

Text to look for in the document

Click this tab to specify what text to replace with

Search for the next entry

Matching text that Find and Replace found

Click Find in the Editing group

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Spelling and Grammar

• Incorrect words a spelling checker will not mark:• Proper names• Jargon, such as legal or medical

terms• Wrong words, such as “their” for

“there”

• Never blindly accept grammar or spelling suggestions; always proofread yourself

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Correcting Errors

Spelling error

Spelling suggestion

Spelling shortcut menu

Grammar error

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Questions?

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