Using Common Features of Microsoft Office 2003

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Using Common Features of Microsoft Office 2003

• Tutorial 1

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Explore Microsoft Office 2003

• Microsoft Office 2003, or Office, is a collection
  of the most popular Microsoft programs.
• These programs share many features and therefore,
  it's easy to share information among them.
• The primary programs are
• The Word word processing program.
• The Excel spreadsheet program.
• The PowerPoint presentation graphics program.
• The Access database program.
• The Outlook information management program.

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Start programs and switch between them

• To open a program, click the Start button on the
  taskbar and then use the All Programs menu.
• To open an Office program, you also can click the
  New Office Document command or the Open Office
  Document command on the Start menu.
• The New Office Document command will open the New
  Office Document dialog box, which you can use to
  create a new document in any of the Office
  applications.
• When you have two or more programs or files open,
  you can switch from one program or file to
  another by clicking the appropriate taskbar
  button.

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Start programs using the Start button
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New, blank Excel workbook
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A new blank Word document
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Switch between open applications
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Common Window Elements
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Use personalized menus and toolbars

• In each Office program, you perform tasks using a
  menu command, toolbar button, or keyboard
  shortcut.
• A menu command is a word on a menu that you click
  to execute a task.
• A toolbar is a collection of buttons that
  correspond to commonly used menu commands.
• Keyboard shortcuts are combinations of keys you
  press to perform a command.

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Menus and toolbar characteristics

• The menus and toolbars in each Office program can
  change to learn your preferences.
• As you select menu commands and click toolbar
  buttons, the ones you use often are put on the
  short personal menu and on the visible part of
  the toolbars.
• The ones you don't use are hidden, but remain
  available through the double-arrow button on the
  menu and the Toolbar Options button on the
  toolbars.

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Short, personalized menus
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An expanded, full menu
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The Toolbar Options list
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Using Task Panes

• A task pane is a window that provides access to
  commands for common tasks youll perform in
  Office programs.

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Save and close a file

• To keep a copy of your work for future use, you
  need to save it by giving it a filename.
• A filename should be descriptive of the content
  of the file
• Each filename will automatically have a file
  extension added that identifies the program in
  which the file was created
• You will use the Save As dialog box to choose a
  location to save the file
• Once you have saved your work, you can close the
  file by clicking the Close command on the File
  menu or the Close Window button on the menu bar.

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The Save As dialog box
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Open an existing file

• Once you have opened a program you can create new
  files or open existing ones.
• Files can easily be created or opened through the
  Open section of the Getting Started task pane.
• When you open a previously created file, you
  transfer a copy of the file from the storage disk
  to the computer's memory and it displays on your
  screen.
• While a file is open, you can view, edit, print
  or resave it.

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The Open dialog box
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Get Help

• Office Help is like a huge encyclopedia stored on
  your computer that contains information on how to
  use Office.
• To use Help, you can use the What's This? option
  within the Help menu.
• When this option is selected, you can get a brief
  description of any item on your screen by
  clicking your mouse pointer on it.
• If you want to know a button's name, you can move
  the mouse pointer over it to view its ScreenTip,
  which is a yellow box with the button's name.
• For more in-depth help, you can use the Office
  Assistant, which is an interactive guide to
  finding information from the Office Help system
  or the Ask a Question box located on the menu
  bar.

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The Ask a Question Help option
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The Help Task Pane

• Enables you to search the Help system using
  keywords or phrases.
• The Search Results task pane opens with a list of
  topics related to the keyword or phrase you
  entered.
• If you are connected to the Internet, you might
  see more search results stored online.

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Help Task Pane with Keyword
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Search Results Task Pane and Help Window
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Using Office on Microsoft.com

• Office on Microsoft.com is a Web site that
  provides access to additional Help resources.
• Access current Help topics, read how-to articles,
  and find tips for using Office.
• To connect to Office on Microsoft.com, youll
  need Internet access and Web browser such as
  Internet Explorer.

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Using Office on Microsoft.com
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Print a file

• There are two ways to print a file on which you
  are working
• 1. Press the Print button on the Standard
  toolbar to send your file to the printer using
  all the default settings
• 2. Select Print on the File menu, which will
  open the Print dialog box so that you can adjust
  the printer settings
• This is the preferred method if you are unsure of
  your settings or need to make adjustments.

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The Print dialog box
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Close files and exit programs

• You can exit most programs by clicking the Close
  button in the upper-right corner of the title
  bar, or by selecting the Exit command on the File
  menu.
• Either method will close both the file in which
  you are working as well as the program.
• If you have made any edits to a file, a dialog
  box will appear asking if you want to save your
  changes.
• Closing programs after you are done keeps your
  Windows desktop uncluttered, frees up your
  system's resources, and prevents data from
  accidentally being lost.