Office Common Features

1
Office - Common Features

• Session One

2
Introduction to Microsoft Office

• Suite - a set of application programs that have
  been designed to work together
• Microsoft Office programs - Table 1.1
• Outlook - new personal assistant
• Web aware - all applications can communicate /
  generate documents that can be placed on the Web

3
Starting An Office Application

• Shortcut icon on desktop - double-click the
  desired button
• Start, Programs command sequence
• Open an associated document - double-click the
  document and the application opens and then loads
  that document

4
Office 97 Features

• Intellimouse - p. 2
• Commands - Table 1.2
• Office Assistant
• Office Assistant - an interactive Help feature
  controlled by artificial intelligence
• The default assistant is Clippit

5
Open Dialog Box

• Provides access to documents for use by an
  application program
• File, Open command sequence
• Click Open button on Standard toolbar
• Changing Folders for Document Retrieval
• The Look In box allows you to change drives
• The Up One Level button allows you to go up a
  leveling a directory structure

6
Open Dialog Box (cont.)

• Double-click a folder to open a directory
• Double-click a document to open it
• Controlling Document Display
• How document names are displayed depends upon the
  View menu option that is selected
• The roles of the View menu options can be seen in
  Table 1.4

7
Closing a Document

• File, Close command sequence
• Click the Close button for that document or
  application window
• You will be prompted about saving any changes

8
Exiting An Application

• File, Exit command sequence
• Click the Close button on the applications title
  bar
• You may be prompted about saving any changes

9
Opening A New Document

• File, New command
• Displays the New dialog box
• Allows you to select the type of document to be
  created by selecting a template
• Click the New button of the Standard toolbar -
  opens a blank document for that application

10
Saving A Document

• File, Save command sequence - use the existing
  name
• File, Save As command sequence - give it another
  name
• Click the Save button of the Standard toolbar -
  use the exiting filename

11
Saving A Document (Cont.)

• Save As command
• Allows you to save the file to a new location
  -Look In box Allows you to change the filename
  being used
• The Save As text box allows you to change the
  file format (Figure 1.36)

12
Save Command (Cont.)

• Save Command
• File, Save command sequence
• Save button of the Standard toolbar
• Save work every 10 to 15 minutes or have your
  application automatically save the document
• Timely Tip on 22

13
Printing A Document

• Using the File, Print Command Sequence
• Opens the Print dialog box
• Allows you to control various printing features
• Allows you to print selected pages of the
  document
• Allows you to determine the number of copies to
  be printed
• Allows you to change the printer

14
Printing A Document (cont.)

• Using the Print Button - send the entire document
  directly to the print manager for printing
• The Printer Icon
• Once a document starts printing a printer icon
  appears in the Windows taskbar
• Invoke the Print Manager by double-clicking the
  printer icon

15
Print Preview

• Print Preview - a feature that allows you to see
  exactly how a document will print
• Accessed via the File, Print Preview command
  sequence
• Accessed by clicking the Print Preview button of
  the Standard toolbar
• Manipulating the Print Preview Document
• Print Preview toolbar buttons - Table 1.5
• Greeked text - simulated text displayed when the
  complete text cannot be displayed on the screen

16
Office Binders

• Binder - receptacle for holding copies of related
  documents
• Issue the Start, New Office Document, General
  tab, and double-click Blank Binder