Office 2010 and Windows 7: Essential Concepts and Skills

Office 2010 and Windows 7: Essential Concepts and Skills
Office 2010 and Windows 7 Chapter
Office 2010 and
Windows 7: Essential
Concepts and Skills
Objectives
You will have mastered the material in this chapter when you can:
• Perform basic mouse operations
• Create folders
• Start Windows and log on to the
computer
• Save files
• Identify the objects on the
Windows 7 desktop
• Change screen resolution
• Perform basic tasks in Microsoft
Office programs
• Identify the programs in and
versions of Microsoft Office
• Manage files
• Start a program
• Use Microsoft Office Help and
Windows Help
• Identify the components of the
Microsoft Office Ribbon
Property of Cengage Learning
1439078386_CH01.indd
1
7/1/10
7:35:29 PM
Office 2010 and Windows 7 Chapter
Office 2010 and Windows 7:
Essential Concepts and Skills
Office 2010 and Windows 7
This introductory chapter covers features and functions common to Office 2010
programs, as well as the basics of Windows 7.
Overview
As you read this chapter, you will learn how to perform basic tasks in Windows and
Office programs by performing these general activities:
• Start programs using Windows.
• Use features common across Office programs.
• Organize files and folders.
• Change screen resolution.
• Quit Office programs.
Introduction to the Windows 7 Operating System
Windows 7 is the newest version of Microsoft Windows, which is the most popular
and widely used operating system. An operating system is a computer program (set of
computer instructions) that coordinates all the activities of computer hardware such as
memory, storage devices, and printers, and provides the capability for you to communicate
with the computer.
The Windows 7 operating system simplifies the process of working with documents
and programs by organizing the manner in which you interact with the computer.
Windows 7 is used to run application software, which consists of programs designed
to make users more productive and/or assist them with personal tasks, such as word
processing.
Windows 7 has two interface variations, Windows 7 Basic and Windows 7 Aero.
Computers with up to 1 GB of RAM display the Windows 7 Basic interface (Figure 1a).
Computers with more than 1 GB of RAM also can display the Windows Aero interface
(Figure 1b), which provides an enhanced visual appearance. The Windows 7 Professional,
Windows 7 Enterprise, Windows 7 Home Premium, and Windows 7 Ultimate editions
have the capability to use Windows Aero.
Using a Mouse
Windows users work with a mouse that has at least two buttons. For a right-handed
user, the left button usually is the primary mouse button, and the right mouse button is
the secondary mouse button. Left-handed people, however, can reverse the function of
these buttons.
OFF 2
Property of Cengage Learning
1439078386_CH01.indd
2
7/1/10
7:35:33 PM
Office 2010 and Windows 7 Chapter
taskbar, menus,
and windows are
not transparent
Figure 1 (a) Windows 7 Basic interface
taskbar and title bars
are transparent
live preview
Figure 1 (b) Windows 7 Aero interface
OFF 3
Property of Cengage Learning
1439078386_CH01.indd
3
7/1/10
7:35:34 PM
OFF 4 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Table 1 explains how to perform a variety of mouse operations. Some programs also
use keys in combination with the mouse to perform certain actions. For example, when
you hold down the ctrl key while rolling the mouse wheel, text on the screen becomes
larger or smaller based on the direction you roll the wheel. The function of the mouse
buttons and the wheel varies depending on the program.
Table 1 Mouse Operations
Operation
Mouse Action
Example*
Point
Move the mouse until the pointer on the desktop is positioned on the
item of choice.
Position the pointer on the screen.
Click
Press and release the primary mouse button, which usually is the left
mouse button.
Select or deselect items on the screen or start
a program or program feature.
Right-click
Press and release the secondary mouse button, which usually is the
right mouse button.
Display a shortcut menu.
Double-click
Quickly press and release the left mouse button twice without moving
the mouse.
Start a program or program feature.
Triple-click
Quickly press and release the left mouse button three times without
moving the mouse.
Select a paragraph.
Drag
Point to an item, hold down the left mouse button, move the item to the
desired location on the screen, and then release the left mouse button.
Move an object from one location to another
or draw pictures.
Right-drag
Point to an item, hold down the right mouse button, move the item to the
desired location on the screen, and then release the right mouse button.
Display a shortcut menu after moving an object
from one location to another.
Rotate wheel
Roll the wheel forward or backward.
Scroll vertically (up and down).
Free-spin wheel
Whirl the wheel forward or backward so that it spins freely on its own.
Scroll through many pages in seconds.
Press wheel
Press the wheel button while moving the mouse.
Scroll continuously.
Tilt wheel
Press the wheel toward the right or left.
Scroll horizontally (left and right).
Press thumb
button
Press the button on the side of the mouse with your thumb.
Move forward or backward through Web pages
and/or control media, games, etc.
*Note: the examples presented in this column are discussed as they are demonstrated in this chapter.
BTW
Scrolling
Minimize Wrist Injury
Computer users frequently
switch between the
keyboard and the mouse
during a word processing
session; such switching
strains the wrist. To help
prevent wrist injury,
minimize switching. For
instance, if your fingers
already are on the
keyboard, use keyboard
keys to scroll. If your hand
already is on the mouse,
use the mouse to scroll.
A scroll bar is a horizontal or vertical
bar that appears when the contents of an area
may not be visible completely on the screen
(Figure 2). A scroll bar contains scroll arrows
and a scroll box that enable you to view areas
that currently cannot be seen. Clicking the up
and down scroll arrows moves the screen content
up or down one line. You also can click above
or below the scroll box to move up or down a
section, or drag the scroll box up or down to
move up or down to move to a specific location.
mouse
pointer
scroll
arrows
scroll box
scroll bar
Shortcut Keys
In many cases, you can use the keyboard
instead of the mouse to accomplish a task. To
perform tasks using the keyboard, you press one
or more keyboard keys, sometimes identified as
Figure 2
Property of Cengage Learning
1439078386_CH01.indd
4
7/1/10
7:35:38 PM
a shortcut key or keyboard shortcut. Some shortcut keys consist of a single key, such as
the f1 key. For example, to obtain help about Windows 7, you can press the f1 key. Other
shortcut keys consist of multiple keys, in which case a plus sign separates the key names,
such as ctrl+esc. This notation means to press and hold down the first key listed, press
one or more additional keys, and then release all keys. For example, to display the Start
menu, press ctrl+esc, that is, hold down the ctrl key, press the esc key, and then
release both keys.
Starting Windows 7
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 5
It is not unusual for multiple people to use the same computer in a work,
educational, recreational, or home setting. Windows 7 enables each user to establish a
user account, which identifies to Windows 7 the resources, such as programs and storage
locations, a user can access when working with a computer.
Each user account has a user name and may have a password and an icon, as well.
A user name is a unique combination of letters or numbers that identifies a specific
user to Windows 7. A password is a private combination of letters, numbers, and special
characters associated with the user name that allows access to a user’s account resources.
A user icon is a picture associated with a user name.
When you turn on a computer, an introductory screen consisting of the Windows
logo and copyright messages is displayed. The Windows logo is animated and glows as
the Windows 7 operating system is loaded. After the Windows logo appears, depending
on your computer’s settings, you may or may not be required to log on to the computer.
Logging on to a computer opens your user account and makes the computer available
for use. If you are required to log on to the computer, the Welcome screen is displayed,
which shows the user names of users on the computer (Figure 3). Clicking the user name
or picture begins the process of logging on to the computer.
Welcome screen
SC Series icon
Ease of access
button
Note: To help you
locate screen elements
that are referenced in
the step instructions,
such as buttons and
commands, this book
uses red boxes to
point to these screen
elements.
Microsoft
Windows 7 logo
Shut down
options button
Shut down
button
Figure 3
Property of Cengage Learning
1439078386_CH01.indd
5
7/1/10
7:35:40 PM
OFF 6 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
At the bottom of the Welcome screen is the ‘Ease of access’ button, Windows 7
logo, a Shut down button, and a ‘Shut down options’ button. The following list identifies
the functions of the buttons and commands that typically appear on the Welcome screen:
• Clicking the ‘Ease of access’ button displays the Ease of Access Center, which
provides tools to optimize your computer to accommodate the needs of the
mobility, hearing, and vision impaired users.
• Clicking the Shut down button shuts down Windows 7 and the computer.
• Clicking the ‘Shut down options’ button, located to the right of the Shut down
button, provides access to a menu containing commands that perform actions such as
restarting the computer, putting the computer in a low-powered state, and shutting
down the computer. The commands available on your computer may differ.
• The Restart command closes open programs, shuts down Windows 7, and
then restarts Windows 7 and displays the Welcome screen.
• The Sleep command waits for Windows 7 to save your work and then turns off
the computer fans and hard disk. To wake the computer from the Sleep state, press
the power button or lift a notebook computer’s cover, and log on to the computer.
• The Shut down command shuts down and turns off the computer.
To Log On to the Computer
After starting Windows 7, you might need to log on to the computer. The following steps log on to the
computer based on a typical installation. You may need to ask your instructor how to log on to your computer.
This set of steps uses SC Series as the user name. The list of user names on your computer will be different.
1
• Click the user icon (SC
Q&A
Series, in this case) on
the Welcome screen
(shown in Figure 3
on the previous
page); depending
on settings, this
either will display a
password text box
(Figure 4) or will log
on to the computer
and display the
Windows 7 desktop.
password
text box
typed password
is masked for
security
Why do I not see a
user icon?
Q&A
Q&A
Your computer may
require you to type a
user name instead of
clicking an icon.
arrow button
What is a text box?
A text box is a
rectangular box in
which you type text.
Figure 4
Why does my screen not show a password text box?
Your account does not require a password.
Property of Cengage Learning
1439078386_CH01.indd
6
7/1/10
7:35:42 PM
2
• If Windows 7 displays
Q&A
a password text box,
type your password
in the text box and
then click the arrow
button to log on to
the computer and
display the Windows 7
desktop (Figure 5).
Windows 7 desktop
Recycle
Bin icon
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 7
Why does my desktop
look different from
the one in Figure 5?
The Windows 7
desktop is customizable,
and your school or
employer may have
modified the desktop
to meet its needs. Also,
your screen resolution,
which affects the size
of the elements on the
screen, may differ from
the screen resolution
used in this book. Later
in this chapter, you
learn how to change
screen resolution.
Figure 5
The Windows 7 Desktop
The Windows 7 desktop (Figure 5) and the objects on the desktop emulate a work
area in an office. Think of the Windows desktop as an electronic version of the top of
your desk. You can perform tasks such as placing objects on the desktop, moving the
objects around the desktop, and removing items from the desktop.
When you start a program in Windows 7, it appears on the desktop. Some icons
also may be displayed on the desktop. For instance, the icon for the Recycle Bin, the
location of files that have been deleted, appears on the desktop by default. A file is a
named unit of storage. Files can contain text, images, audio, and video. You can customize
your desktop so that icons representing programs and files you use often appear
on your desktop.
Introduction to Microsoft Office 2010
Microsoft Office 2010 is the newest version of Microsoft Office, offering features that
provide users with better functionality and easier ways to work with the various files they
create. These features include enhanced design tools, such as improved picture formatting
tools and new themes, shared notebooks for working in groups, mobile versions of Office
programs, broadcast presentation for the Web, and a digital notebook for managing and
sharing multimedia information.
Property of Cengage Learning
1439078386_CH01.indd
7
7/1/10
7:35:44 PM
OFF 8 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Microsoft Office 2010 Programs
Microsoft Office 2010 includes a wide variety of programs such as Word,
PowerPoint, Excel, Access, Outlook, Publisher, OneNote, InfoPath, SharePoint
Workspace, Communicator, and Web Apps:
• Microsoft Word 2010, or Word, is a full-featured word processing program that
allows you to create professional-looking documents and revise them easily.
• Microsoft PowerPoint 2010, or PowerPoint, is a complete presentation program
that allows you to produce professional-looking presentations.
• Microsoft Excel 2010, or Excel, is a powerful spreadsheet program that allows
you to organize data, complete calculations, make decisions, graph data, develop
professional-looking reports, publish organized data to the Web, and access real-time
data from Web sites.
• Microsoft Access 2010, or Access, is a database management system that allows
you to create a database; add, change, and delete data in the database; ask questions
concerning the data in the database; and create forms and reports using the data in
the database.
• Microsoft Outlook 2010, or Outlook, is a communications and scheduling program
that allows you to manage e-mail accounts, calendars, contacts, and access to other
Internet content.
• Microsoft Publisher 2010, or Publisher, is a desktop publishing program that helps
you create professional-quality publications and marketing materials that can be
shared easily.
• Microsoft OneNote 2010, or OneNote, is a note taking program that allows you to
store and share information in notebooks with other people.
• Microsoft InfoPath 2010, or InfoPath, is a form development program that helps
you create forms for use on the Web and gather data from these forms.
• Microsoft SharePoint Workspace 2010, or SharePoint, is collaboration software
that allows you access and revise files stored on your computer from other locations.
• Microsoft Communicator is communications software that allows you to use
different modes of communications such as instant messaging, video conferencing,
and sharing files and programs.
• Microsoft Web Apps is a Web application that allows you to edit and share files on
the Web using the familiar Office interface.
Microsoft Office 2010 Suites
A suite is a collection of individual programs available together as a unit. Microsoft
offers a variety of Office suites. Table 2 lists the Office 2010 suites and their components.
Programs in a suite, such as Microsoft Office, typically use a similar interface
and share features. In addition, Microsoft Office programs use common dialog boxes
for performing actions such as opening and saving files. Once you are comfortable
working with these elements and this interface and performing tasks in one program, the
similarity can help you apply the knowledge and skills you have learned to another Office
program(s). For example, the process for saving a file in Word is the same in PowerPoint,
Excel, and the other Office programs. While briefly showing how to use several Office
programs, this chapter illustrates some of the common functions across the programs and
also identifies the characteristics unique to these programs.
Property of Cengage Learning
1439078386_CH01.indd
8
7/1/10
7:35:46 PM
Table 2 Microsoft Office 2010 Suites
Microsoft Office
Professional
Plus 2010
Microsoft Office
Professional
2010
Microsoft Office
Home and
Business 2010
Microsoft Office
Standard 2010
Microsoft Office
Home and
Student 2010
Microsoft
Word 2010
✔
✔
✔
✔
✔
Microsoft
PowerPoint 2010
✔
✔
✔
✔
✔
Microsoft
Excel 2010
✔
✔
✔
✔
✔
Microsoft
Access 2010
✔
✔
✗
✗
✗
Microsoft
Outlook 2010
✔
✔
✔
✔
✗
Microsoft
Publisher 2010
✔
✔
✗
✔
✗
Microsoft
OneNote 2010
✔
✔
✔
✔
✔
Microsoft
InfoPath 2010
✔
✗
✗
✗
✗
Microsoft SharePoint
Workspace 2010
✔
✗
✗
✗
✗
Microsoft
Communicator
✔
✗
✗
✗
✗
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 9
Starting and Using a Program
To use a program, you must instruct the operating system to start the program.
Windows 7 provides many different ways to start a program, one of which is presented
in this section (other ways to start a program are presented throughout this chapter).
After starting a program, you can use it to perform a variety of tasks. The following pages
use Word to discuss some elements of the Office interface and to perform tasks that are
common to other Office programs.
Word
Word is a full-featured word processing program that allows you to create many
types of personal and business documents, including flyers, letters, memos, resumes,
reports, fax cover sheets, mailing labels, and newsletters. Word also provides tools that
enable you to create Web pages and save these Web pages directly on a Web server. Word
has many features designed to simplify the production of documents and add visual
appeal. Using Word, you easily can change the shape, size, and color of text. You also can
include borders, shading, tables, images, pictures, charts, and Web addresses in documents.
Property of Cengage Learning
1439078386_CH01.indd
9
7/1/10
7:35:46 PM
OFF 10 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
To Start a Program Using the Start Menu
Across the bottom of the Windows 7 desktop is the taskbar. The taskbar contains the Start button, which you
use to access programs, files, folders, and settings on a computer. A folder is a named location on a storage medium
that usually contains related documents. The taskbar also displays a button for each program currently running
on a computer.
Clicking the Start button displays the Start menu. The Start menu allows you to access programs, folders,
and files on the computer and contains commands that allow you to start programs, store and search for documents,
customize the computer, and obtain help about thousands of topics. A menu is a list of related items, including folders,
programs, and commands. Each command on a menu performs a specific action, such as saving a file or obtaining help.
The following steps, which assume Windows 7 is running, use the Start menu to start an Office program
based on a typical installation. You may need to ask your instructor how to start Office programs for your computer.
Although the steps illustrate starting the Word program, the steps to start any Office program are similar.
1
• Click the Start button
user icon
Q&A
on the Windows 7
taskbar to display
the Start menu
(Figure 6).
user name
Why does my Start
menu look different?
frequently used
programs list
It may look different
depending on
your computer’s
configuration.
Start
menu
The Start
menu may be
customized for several
reasons, such as usage
requirements or
security restrictions.
All Programs
command
Shut down button
taskbar
Shut down
options button
Start button
Figure 6
2
• Click All Programs at the bottom
left pane
right pane
Q&A
Q&A
of the left pane on the Start menu
to display the All Programs list
(Figure 7).
What is a pane?
A pane is an area of a
All
window that displays
Programs
list
related content. For
example, the left pane on
the Start menu contains a list of
frequently used programs, as well
as the All Programs command.
Why might my All Programs list
look different?
Most likely, the programs installed
on your computer will differ from
those shown in Figure 7. Your
All Programs list will show the
programs that are installed on
your computer.
Microsoft
Office
folder
clicking Back
button will close
All Programs list
Figure 7
Property of Cengage Learning
1439078386_CH01.indd
10
7/1/10
7:35:46 PM
3
• If the program you wish to start
Q&A
is located in a folder, click or
scroll to and then click the folder
(Microsoft Office, in this case) in
the All Programs list to display a list
of the folder’s contents
Microsoft
(Figure 8).
Office list
mouse pointer shape
changed to a hand
Why is the Microsoft
Office folder on my computer?
Microsoft Word
2010 command
During installation of Microsoft
Office 2010, the Microsoft Office
folder was added to the All
Programs list.
Figure 8
Maximize button
title of blank document
is Document1
4
• Click, or scroll to
title bar
Q&A
and then click, the
program name
(Microsoft Word 2010,
in this case) in the list
to start the selected
program
blank document
(Figure 9).
Close button closes
an open window
What happens when
you start a
Word
window
program?
Many programs
initially display a blank
document in a program
window, as shown
in the Word window
in Figure 9; others
provide a means for
you to create a blank
document. A window
is a rectangular area
that displays data and
information. The top of
a window has a title bar,
which is a horizontal
space that contains the
window’s name.
Q&A
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 11
pinned program
buttons always
appear on taskbar
Windows taskbar
displays Word
program button,
indicating Word
is running
Figure 9
Why is my program window a different size?
The Word window shown in Figure 9 is not maximized. Your Word window already may be
maximized. The next steps maximize a window.
Other Ways
1. Double-click program
icon on desktop, if one
is present
3. Display Start menu, type
program name in search
box, click program name
2. Click program name in
left pane of Start menu,
if present
4. Double-click file created
using program you want
to start
Property of Cengage Learning
1439078386_CH01.indd
11
7/1/10
7:35:49 PM
OFF 12 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
To Maximize a Window
Sometimes content is not visible completely in a window. One method of displaying the entire contents of a
window is to maximize it, or enlarge the window so that it fills the entire screen. The following step maximizes the
Word window; however, any Office program’s window can be maximized using this step.
Close button
1
• If the program
Q&A
window is not
maximized already,
click the Maximize
button (shown in
Figure 9 on the
previous page) next to
the Close button on
the window’s title bar
(the Word window
title bar, in this case)
to maximize the
window (Figure 10).
Maximize button
changed to Restore
Down button
What happened to
the Maximize button?
Q&A
It changed to a Restore
Down button, which
you can use to return a
window to its size and
location before you
maximized it.
How do I know
whether a window is
maximized?
Figure 10
A window is
maximized if it fills the
entire display area and the Restore Down button is displayed on the title bar.
Other Ways
1. Double-click title bar
2. Drag title bar to top
of screen
The Word Document Window, Ribbon, and Elements
Common to Office Programs
The Word window consists of a variety of components to make your work more
efficient and documents more professional. These include the document window, Ribbon,
Mini toolbar, shortcut menus, and Quick Access Toolbar. Most of these components are
common to other Microsoft Office 2010 programs; others are unique to Word.
You view a portion of a document on the screen through a document window
(Figure 11). The default (preset) view is Print Layout view, which shows the document
on a mock sheet of paper in the document window.
Scroll Bars You use a scroll bar to display different portions of a document in the
document window. At the right edge of the document window is a vertical scroll bar. If a
document is too wide to fit in the document window, a horizontal scroll bar also appears at
the bottom of the document window. On a scroll bar, the position of the scroll box reflects
the location of the portion of the document that is displayed in the document window.
Property of Cengage Learning
1439078386_CH01.indd
12
7/1/10
7:35:52 PM
stored document
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 13
Word window
scroll box
scroll bar
document
window
Spelling and
Grammar
Check icon
Print Layout button
is selected when you
first install Word
number of pages
in document
adjusts size
of displayed
document
current page
status bar
Figure 11
Status Bar The status bar, located at the bottom of the document window above the
Windows 7 taskbar, presents information about the document, the progress of current
tasks, and the status of certain commands and keys; it also provides controls for viewing
the document. As you type text or perform certain tasks, various indicators and buttons
may appear on the status bar.
The left side of the status bar in Figure 11 shows the current page followed by the
total number of pages in the document, the number of words in the document, and an
icon to check spelling and grammar. The right side of the status bar includes buttons and
controls you can use to change the view of a document and adjust the size of the displayed
document.
Property of Cengage Learning
1439078386_CH01.indd
13
7/1/10
7:35:54 PM
OFF 14 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Ribbon The Ribbon, located near the top of the window below the title bar, is the
control center in Word and other Office programs (Figure 12). The Ribbon provides easy,
central access to the tasks you perform while creating a document. The Ribbon consists
of tabs, groups, and commands. Each tab contains a collection of groups, and each group
contains related functions. When you start an Office program, such as Word, it initially
displays several main tabs, also called default tabs. All Office programs have a Home tab,
which contains the more frequently used commands.
In addition to the main tabs, Office programs display tool tabs, also called
contextual tabs (Figure 13), when you perform certain tasks or work with objects such
as pictures or tables. If you insert a picture in a Word document, for example, the
Picture Tools tab and its related subordinate Format tab appear, collectively referred to
as the Picture Tools Format tab. When you are finished working with the picture, the
Picture Tools Format tab disappears from the Ribbon. Word and other Office programs
determine when tool tabs should appear and disappear based on tasks you perform. Some
tool tabs, such as the Table Tools tab, have more than one related subordinate tab.
Items on the Ribbon include buttons, boxes (text boxes, check boxes, etc.), and
galleries (Figure 12). A gallery is a set of choices, often graphical, arranged in a grid or in
a list. You can scroll through choices in an in-Ribbon gallery by clicking the gallery’s scroll
arrows. Or, you can click a gallery’s More button to view more gallery options on the
screen at a time.
Home tab
main tabs
text box
button
arrow
in-Ribbon
gallery
gallery
scroll
arrows
Ribbon
More
button
button
groups
Figure 12
Some buttons and boxes have arrows that, when clicked, also display a gallery;
others always cause a gallery to be displayed when clicked. Most galleries support live
preview, which is a feature that allows you to point to a gallery choice and see its effect in
the document — without actually selecting the choice (Figure 13).
Picture Tools Format tab is one
of many tool tabs that appear
automatically depending on
tasks you perform
as you move mouse pointer
from one gallery option to
next, Word shows preview
of style in document, so that
you can see effect of option in
document before selecting it
picture changes
to Metal Frame as
you point to that
style in gallery
Figure 13
Property of Cengage Learning
1439078386_CH01.indd
14
7/1/10
7:36:01 PM
Some commands on the Ribbon display an image to help you remember
their function. When you point to a command on the Ribbon, all or part of the
command glows in shades of yellow and orange, and an Enhanced ScreenTip
appears on the screen. An Enhanced ScreenTip is an on-screen note that
provides the name of the command, available keyboard shortcut(s), a description
of the command, and sometimes instructions for how to obtain help about the
command (Figure 14). Enhanced ScreenTips are more detailed than a typical
ScreenTip, which usually displays only the name of the command.
Some groups on the Ribbon have a small arrow in the lower-right corner,
called a Dialog Box Launcher, that when clicked, displays a dialog box or a task
pane with additional options for the group (Figure 15). When presented with a
dialog box, you make selections and must close the dialog box before returning
to the document. A task pane, in contrast to a dialog box, is a window that can
remain open and visible while you work in the document.
Quick Access
Toolbar
image of clipboard helps
to identify Paste button
mouse pointer on
Paste button arrow
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 15
Enhanced ScreenTip
for Paste button arrow
Figure 14
clicking Paragraph
Dialog Box Launcher
displays Paragraph
dialog box
BTW
Mini Toolbar The Mini
clicking Clipboard Dialog
Box Launcher displays
toolbar, which appears
Clipboard task pane
automatically based on
tasks you perform, contains
commands related to
changing the appearance
of text in a document. All
commands on the Mini
toolbar also exist on the
Ribbon. The purpose of the
Mini toolbar is to minimize
mouse movement.
When the Mini
toolbar appears, it initially
is transparent (Figure 16a).
If you do not use the
transparent Mini toolbar, it
disappears from the screen.
To use the Mini toolbar,
move the mouse pointer into
Figure 15
the toolbar, which causes
the Mini toolbar to change
from a transparent to bright appearance (Figure 16b). If you right-click an item in the
document window, Word displays both the Mini toolbar and a shortcut menu, which is
discussed in a later section in this chapter.
bright Mini
toolbar
transparent
Mini toolbar
commands on
Mini toolbar also
are on Ribbon
(a) transparent Mini toolbar
Turning Off the
Mini Toolbar
If you do not want the
Mini toolbar to appear,
click File on the Ribbon
to open the Backstage
view, click Options in
the Backstage view, click
General (Options dialog
box), remove the check
mark from the Show Mini
Toolbar on selection check
box, and then click the OK
button.
(b) bright Mini toolbar
Figure 16
Property of Cengage Learning
1439078386_CH01.indd
15
7/1/10
7:36:04 PM
OFF 16 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Quick Access Toolbar The Quick Access Toolbar, located initially (by default)
above the Ribbon at the left edge of the title bar, provides convenient, one-click access
to frequently used commands (Figure 14 on the previous page). The commands on the
Quick Access Toolbar always are available, regardless of the task you are performing. The
Quick Access Toolbar is discussed in more depth later in the chapter.
KeyTips If you prefer using the keyboard instead of the mouse, you can press the alt
key on the keyboard to display KeyTips, or keyboard code icons, for certain commands
(Figure 17). To select a command using the keyboard, press the letter or number displayed
in the KeyTip, which may cause additional KeyTips related to the selected command to
appear. To remove KeyTips from the screen, press the alt key or the esc key until all
KeyTips disappear, or click the mouse anywhere in the program window.
KeyTips appear when
you press ALT key on
keyboard
Figure 17
To Display a Different Tab on the Ribbon
When you start Word, the Ribbon displays eight main tabs: File, Home, Insert, Page Layout, References,
Mailings, Review, and View. The tab currently displayed is called the active tab.
The following step displays the Insert tab, that is, makes it the active tab.
Minimize the
Ribbon button
1
• Click Insert on the
Insert tab
Ribbon to display the
Insert tab (Figure 18).
I Experiment
• Click the other tabs
Q&A
on the Ribbon to view
their contents. When
you are finished,
click the Insert tab
to redisplay the
Insert tab.
If I am working in
a different Office
program, such as
PowerPoint or Access,
how do I display a
different tab on the
Ribbon?
Insert tab has
seven groups
Figure 18
Follow this same procedure; that is, click the desired tab on the Ribbon.
Property of Cengage Learning
1439078386_CH01.indd
16
7/1/10
7:36:08 PM
To Minimize, Display, and Restore the Ribbon
To display more of a document or other item in the window of an Office program, some users prefer to
minimize the Ribbon, which hides the groups on the Ribbon and displays only the main tabs. Each time you start an
Office program, the Ribbon appears the same way it did the last time you used that Office program. The chapters in
this book, however, begin with the Ribbon appearing as it did at the initial installation of the software.
The following steps minimize, display, and restore the Ribbon in an Office program.
1
• Click the Minimize the
Q&A
Ribbon button on
the Ribbon (shown
in Figure 18) to
minimize the Ribbon
(Figure 19).
Ribbon has
been minimized
Expand the
Ribbon button
replaces Minimize
the Ribbon button
What happened to
the groups on the
Ribbon?
When you minimize
the Ribbon, the
groups disappear so
that the Ribbon does
not take up as much
space on the screen.
Q&A
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 17
Figure 19
What happened to the Minimize the Ribbon button?
The Expand the Ribbon button replaces the Minimize the Ribbon button when the Ribbon
is minimized.
2
• Click Home on the
Home tab
Q&A
Ribbon to display
the Home tab
(Figure 20).
Why would I click the
Home tab?
If you want to use
a command on a
minimized Ribbon,
click the main tab to
display the groups for
that tab. After you
select a command
on the Ribbon, the
groups will be hidden
Figure 20
once again. If you
decide not to use a command on the Ribbon, you can hide the groups by clicking the same
main tab or clicking in the program window.
3
• Click Home on the Ribbon to hide the groups again (shown in Figure 19).
• Click the Expand the Ribbon button on the Ribbon (shown in Figure 19) to restore
the Ribbon.
Other Ways
1. Double-click Home on
the Ribbon
2. Press CTRL+F1
Property of Cengage Learning
1439078386_CH01.indd
17
7/1/10
7:36:12 PM
OFF 18 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
To Display and Use a Shortcut Menu
When you right-click certain areas of the Word and other program windows, a shortcut menu will appear.
A shortcut menu is a list of frequently used commands that relate to the right-clicked object. When you right-click
a scroll bar, for example, a shortcut menu appears with commands related to the scroll bar. When you right-click the
Quick Access Toolbar, a shortcut menu appears with commands related to the Quick Access Toolbar. You can use
shortcut menus to access common commands quickly. The following steps use a shortcut menu to move the Quick
Access Toolbar, which by default is located on the title bar.
Quick Access Toolbar
1
• Right-click the Quick Access
Toolbar to display a shortcut menu
that presents a list of commands
related to the Quick Access Toolbar
(Figure 21).
shortcut menu
Show Quick Access
Toolbar Below the
Ribbon command
Figure 21
2
• Click Show Quick Access Toolbar
Below the Ribbon on the shortcut
menu to display the Quick
Access Toolbar below the Ribbon
(Figure 22).
Quick Access
Toolbar positioned
below Ribbon
Figure 22
3
• Right-click the Quick Access
Toolbar to display a shortcut menu
(Figure 23).
4
• Click Show Quick Access Toolbar
Above the Ribbon on the shortcut
menu to return the Quick
Access Toolbar to its original
position (shown in Figure 21).
shortcut menu
Show Quick Access Toolbar
Above the Ribbon command
Quick Access
Toolbar
Figure 23
Property of Cengage Learning
1439078386_CH01.indd
18
7/1/10
7:36:15 PM
To Customize the Quick Access Toolbar
The Quick Access Toolbar provides easy access to some of the more frequently used commands in Office
programs. By default, the Quick Access Toolbar contains buttons for the Save, Undo, and Redo commands. You can
customize the Quick Access Toolbar by changing its location in the window, as shown in the previous steps, and by
adding more buttons to reflect commands you would like to access easily. The following steps add the Quick Print
button to the Quick Access Toolbar.
Customize Quick
Access Toolbar button
1
• Click the Customize Quick Access
Q&A
Toolbar button to display the
Customize Quick Access Toolbar
menu (Figure 24).
Which commands are listed on the
Customize Quick Access Toolbar
menu?
Q&A
It lists commands that commonly are
added to the Quick Access Toolbar.
What do the check marks next to
some commands signify?
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 19
Quick Print
command
commands you
quickly can add
to or delete
from Quick
Access Toolbar
Customize
Quick Access
Toolbar menu
Check marks appear next to
commands that already are on the
Quick Access Toolbar. When you add
a button to the Quick Access Toolbar,
a check mark will be displayed next
to its command name.
Figure 24
Quick Print button added
to Quick Access Toolbar
2
• Click Quick Print on the Customize
Q&A
Quick Access Toolbar menu to add
the Quick Print button to the Quick
Access Toolbar (Figure 25).
How would I remove a button from
the Quick Access Toolbar?
You would right-click the button
you wish to remove and then click
Remove from Quick Access Toolbar
on the shortcut menu.
Figure 25
Property of Cengage Learning
1439078386_CH01.indd
19
7/1/10
7:36:17 PM
OFF 20 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
To Enter Text in a Document
The first step in creating a document is to enter its text by typing on the keyboard. By default, Word positions
text at the left margin as you type. To begin creating a flyer, for example, you type the headline in the document
window. The following steps type this first line of text, a headline, in a document.
1
• Type SEE THE RENOVATED
KOALA EXHIBIT as the text
Q&A
(Figure 26).
What is the blinking vertical bar
to the right of the text?
Q&A
The insertion point. It indicates
where text, graphics, and other
items will be inserted in the
document. As you type, the
insertion point moves to the right,
and when you reach the end of
a line, it moves downward to the
beginning of the next line.
insertion point
text typed
What if I make an error while
typing?
You can press the BACKSPACE key
until you have deleted the text
in error and then retype the text
correctly.
Figure 26
2
• Press the ENTER key to move the
Q&A
insertion point to the beginning
of the next line (Figure 27).
Why did blank space appear
between the entered text and the
insertion point?
Each time you press the ENTER key,
Word creates a new paragraph and
inserts blank space between the two
paragraphs.
blank space
insertion point
Figure 27
Property of Cengage Learning
1439078386_CH01.indd
20
7/1/10
7:36:19 PM
• The document in memory might be lost if the computer is turned off or you lose
electrical power while a program is running.
BTW
While you are creating a document, the computer stores it in memory. When you save
a document, the computer places it on a storage medium such as a hard disk, USB flash
drive, or optical disc. A saved document is referred to as a file. A file name is the name
assigned to a file when it is saved. It is important to save a document frequently for the
following reasons:
File Type
Depending on your
Windows 7 settings, the
file type .docx may be
displayed immediately to
the right of the file name
after you save the file.
The file type .docx is a
Word 2010 document.
BTW
Saving and Organizing Files
Saving Online
Instead of saving files on
a USB flash drive, some
people prefer to save
them online so that they
can access the files from
any computer with an
Internet connection. For
more information, read
Appendix C.
• If you run out of time before completing a project, you may finish it at a future time
without starting over.
When saving files, you should organize them so that you easily can find them later.
Windows 7 provides tools to help you organize files.
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 21
Organizing Files and Folders
A file contains data. This data can range from a research paper to an accounting
spreadsheet to an electronic math quiz. You should organize and store these files in folders
to avoid misplacing a file and to help you find a file quickly.
If you are a freshman taking an introductory computer class (CIS 101, for
example), you may want to design a series of folders for the different subjects covered in
the class. To accomplish this, you can arrange the folders in a hierarchy for the class, as
shown in Figure 28.
REMOVABLE (E:)
CIS 101
Word
PowerPoint
Excel
Access
Outlook
Publisher
OneNote
Figure 28
The hierarchy contains three levels. The first level contains the storage device, in
this case a USB flash drive. Windows 7 identifies the storage device with a letter, and, in
some cases, a name. In Figure 28, the USB flash drive is identified as REMOVABLE (E:).
The second level contains the class folder (CIS 101, in this case), and the third level
contains seven folders, one each for a different Office program that will be covered in
the class (Word, PowerPoint, Excel, Access, Outlook, Publisher, and OneNote).
When the hierarchy in Figure 28 is created, the USB flash drive is said to contain
the CIS 101 folder, and the CIS 101 folder is said to contain the separate Office folders
(i.e., Word, PowerPoint, Excel, etc.). In addition, this hierarchy easily can be expanded to
include folders from other classes taken during additional semesters.
The vertical and horizontal lines in Figure 28 form a pathway that allows you to
navigate to a drive or folder on a computer or network. A path consists of a drive letter
(preceded by a drive name when necessary) and colon, to identify the storage device, and
one or more folder names. Each drive or folder in the hierarchy has a corresponding path.
Property of Cengage Learning
1439078386_CH01.indd
21
7/1/10
7:36:20 PM
OFF 22 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Table 3 shows examples of paths and their corresponding drives and folders.
Table 3 Paths and Corresponding Drives and Folders
Path
Drive and Folder
Computer
REMOVABLE (E:)
Computer
REMOVABLE (E:)
CIS 101
Drive E (REMOVABLE (E:))
Computer
REMOVABLE (E:)
CIS 101
CIS 101 folder on drive E
Word
Word folder in CIS 101 folder on drive E
The following pages illustrate the steps to organize the folders for this class and
save a file in one of those folders:
1. Create the folder identifying your class.
2. Create the Word folder in the folder identifying your class.
3. Create the remaining folders in the folder identifying your class (one each for
PowerPoint, Excel, Access, Outlook, Publisher, and OneNote).
4. Save a file in the Word folder.
5. Verify the location of the saved file.
To Create a Folder
When you create a folder, such as the CIS 101 folder shown in Figure 28 on the previous page, you must name the
folder. A folder name should describe the folder and its contents. A folder name can contain spaces and any uppercase
or lowercase characters, except a backslash ( \), slash ( / ), colon (:), asterisk (*), question mark (?), quotation marks ("),
less than symbol (<), greater than symbol (>), or vertical bar (|). Folder names cannot be CON, AUX, COM1, COM2,
COM3, COM4, LPT1, LPT2, LPT3, PRN, or NUL. The same rules for naming folders also apply to naming files.
To store files and folders on a USB flash drive, you must connect the USB flash drive to an available USB port
on a computer. The following steps create your class folder (CIS 101, in this case) on a USB flash drive.
1
• Connect the USB flash drive to an
Q&A
available USB port on the computer
to open the AutoPlay window
(Figure 29).
Why does the AutoPlay window not
open?
Q&A
Some computers are not configured
to open an AutoPlay window.
Instead, they might display the
contents of the USB flash drive
automatically, or you might need
to access contents of the USB flash
drive using the Computer window.
To use the Computer window
to display the USB flash drive’s
contents, click the Start button, click
Computer on the Start menu, and
then click the icon representing the
USB flash drive.
AutoPlay window
name of USB
flash drive
drive letter assigned to
USB flash drive — your
letter might be different
General options area
Open folder to
view files link
Figure 29
Why does the AutoPlay window look different from the one in Figure 29?
The AutoPlay window that opens on your computer might display different options. The
type of USB flash drive, its contents, and the next available drive letter on your computer all
will determine which options are displayed in the AutoPlay window.
Property of Cengage Learning
1439078386_CH01.indd
22
7/1/10
7:36:21 PM
2
• Click the ‘Open folder to view files’
Maximize
button
Minimize
button
Q&A
link in the AutoPlay window to
open the USB flash drive window
(Figure 30).
Why does Figure 30 show
REMOVABLE (E:) for the
USB flash drive?
New folder button
USB flash
drive window
Close
button
REMOVABLE is the name of the USB
flash drive used to illustrate these
steps. The (E:) refers to the drive
letter assigned by Windows 7 to
the USB flash drive. The name and
drive letter of your USB flash drive
probably will be different.
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 23
USB flash drive
selected
details pane
Figure 30
navigation
3
buttons
Click
the
New
folder
button
on
the
•
Recent Pages
button
Address bar
folder window
Previous
Locations
button
toolbar to display a new folder icon
with the name, New folder, selected
in a text box.
• Type CIS 101 (or your
Command bar
class code) in the text box
to name the folder.
• Press the ENTER key to create a
Q&A
folder identifying your class on
the selected drive (Figure 31).
navigation
If the CIS 101 folder does
pane
not appear in the navigation
pane, double-click REMOVABLE (E:)
in the navigation pane to display
the folder just added.
Refresh
button
search box
CIS 101 folder created,
showing a folder icon to
the left of the folder name
File list
CIS 101 folder appears
in navigation pane
What happens when I press the
ENTER key?
Q&A
The class folder (CIS 101, in this case)
is displayed in the File list, which
contains the folder name, date
modified, type, and size.
Why is the folder icon displayed
differently on my computer?
Figure 31
Windows might be configured to display contents differently on your computer.
Property of Cengage Learning
1439078386_CH01.indd
23
7/1/10
7:36:22 PM
OFF 24 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Folder Windows
The USB flash drive window (shown in Figure 31 on the previous page) is called a
folder window. Recall that a folder is a specific named location on a storage medium that
contains related files. Most users rely on folder windows for finding, viewing, and managing
information on their computer. Folder windows have common design elements, including
the following (Figure 31).
• The Address bar provides quick navigation options. The arrows on the Address bar
allow you to visit different locations on the computer.
• The buttons to the left of the Address bar allow you to navigate the contents of the left
pane and view recent pages. Other buttons allow you to specify the size of the window.
• The Previous Locations button saves the locations you have visited and displays
the locations when clicked.
• The Refresh button on the right side of the Address bar refreshes the contents of
the right pane of the folder window.
• The search box to the right of the Address bar contains the dimmed word, Search.
You can type a term in the search box for a list of files, folders, shortcuts, and
elements containing that term within the location you are searching. A shortcut is an
icon on the desktop that provides a user with immediate access to a program or file.
• The Command bar contains five buttons used to accomplish various tasks on the
computer related to organizing and managing the contents of the open window.
• The navigation pane on the left contains the Favorites area, Libraries area,
Computer area, and Network area.
• The Favorites area contains links to your favorite locations. By default, this list
contains only links to your Desktop, Downloads, and Recent Places.
• The Libraries area shows links to files and folders that have been included in a library.
A library helps you manage multiple folders and files stored in various locations on
a computer. It does not store the files and folders; rather, it displays links to them so that
you can access them quickly. For example, you can save pictures from a digital camera in
any folder on any storage location on a computer. Normally, this would make organizing
the different folders difficult; however, if you add the folders to a library, you can access all
the pictures from one location regardless of where they are stored.
To Create a Folder within a Folder
With the class folder created, you can create folders that will store the files you create using each Office
program. The following steps create a Word folder in the CIS 101 folder (or the folder identifying your class).
1
• Double-click the icon or folder name
for the CIS 101 folder (or the folder
identifying your class) in the File list
to open the folder (Figure 32).
CIS 101 folder
opened
New folder button
Figure 32
Property of Cengage Learning
1439078386_CH01.indd
24
7/1/10
7:36:25 PM
2
• Click the New folder button on the
toolbar to display a new folder icon
and text box for the folder.
• Type Word in the text box to
name the folder.
• Press the ENTER key to create the
folder (Figure 33).
Word folder
created in CIS
101 folder
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 25
Figure 33
To Create the Remaining Folders
The following steps create the remaining folders in the folder identifying your class
(in this case, CIS 101).
1 Click the New folder button on the toolbar to display a new folder icon and text box.
2 Type PowerPoint in the text box to name the folder.
3 Repeat Steps 1 and 2 to create each of the remaining folders, using the names Excel,
Access, Outlook, Publisher, and OneNote as the folder names (Figure 34).
folders created
in CIS 101 folder
Figure 34
Property of Cengage Learning
1439078386_CH01.indd
25
7/1/10
7:36:25 PM
OFF 26 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
To Expand a Folder, Scroll through Folder Contents,
and Collapse a Folder
Folder windows display the hierarchy of items and the contents of drives and folders in the right pane.
You might want to expand a drive in the navigation pane to view its contents, scroll through its contents, and
collapse it when you are finished viewing its contents. When a folder is expanded, it lists all the folders it contains.
By contrast, a collapsed folder does not list the folders it contains. The following steps expand, scroll through, and
then collapse the folder identifying your class (CIS 101, in this case).
1
• Double-click the folder identifying
Q&A
your class (CIS 101, in this case),
which expands the folder to display
its contents and displays a black
arrow to the left of the folder icon
(Figure 35).
Why are the subject folders
indented below the CIS 101
folder in the navigation pane?
scroll arrow
right pane
navigation
pane
white arrow
indicates folder
is collapsed
Q&A
It shows that the folders are
contained within the CIS 101
folder.
Why did a scroll bar appear in the
navigation pane?
When all contents cannot fit in
a window or pane, a scroll bar
appears. As described earlier, you
can view areas currently not visible
by (1) clicking the scroll arrows,
(2) clicking above or below the
scroll bar, and (3) dragging the
scroll box.
black arrow
indicates folder
is expanded
scroll box
CIS 101 folder
CIS 101 folder
expanded,
showing folders
it contains
scroll bar
scroll arrow
I Experiment
• Click the down scroll arrow on the
Figure 35
vertical scroll bar to display additional folders at the bottom of the navigation pane.
• Click the scroll bar above the scroll box to move the scroll box to the top of the navigation pane.
• Drag the scroll box down the scroll bar until the scroll box is halfway down the scroll bar.
2
• Double-click the folder identifying
your class (CIS 101, in this case) to
collapse the folder (Figure 36).
Other Ways
CIS 101 folder
CIS 101 folder
collapsed, no longer
showing folders it
contains
1. Point in navigation
pane to display arrows,
click white arrow to
expand or click black
arrow to collapse
2. Select folder to expand
or collapse using arrow
keys, press RIGHT ARROW
to expand; press LEFT
ARROW to collapse.
Figure 36
Property of Cengage Learning
1439078386_CH01.indd
26
7/1/10
7:36:27 PM
To Switch from One Program to Another
The next step is to save the Word file containing the headline you typed earlier. Word, however, currently is
not the active window. You can use the program button on the taskbar and live preview to switch to Word and then
save the document in the Word document window.
If Windows Aero is active on your computer, Windows displays a live preview window whenever you move
your mouse on a button or click a button on the taskbar. If Aero is not supported or enabled on your computer, you
will see a window title instead of a live preview. The steps below use the Word program; however, the steps are the
same for any active Office program currently displayed as a program button on the taskbar.
The following steps switch to the Word window.
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 27
1
• Point to the Word program button on
the taskbar to see a live preview of
the open document(s) or the window
title(s) of the open document(s),
depending on your computer’s
configuration (Figure 37).
live preview
2
• Click the program button or the
Q&A
live preview to make the program
associated with the program button
the active window (shown in
Figure 27 on page OFF 20).
mouse pointer
positioned on Word
program button
Figure 37
What if multiple documents are open in a program?
If Aero is enabled on your computer, click the desired live preview. If Aero is not supported
or not enabled, click the window title.
To Save a File in a Folder
Now that you have created the folders for storing files, you can save the Word document. The following steps
save a file on a USB flash drive in the Word folder contained in your class folder (CIS 101, in this case) using the file
name, Koala Exhibit.
1
• With a USB flash drive connected
Save button
Save As
dialog box
Q&A
to one of the computer’s USB ports,
click the Save button on the Quick
Access Toolbar to display the Save
As dialog box (Figure 38).
Why does a file name already
appear in the File name text box?
Word automatically
navigation
pane (your list
suggests a file name
may differ)
the first time you save a
document. The file name normally
consists of the first few words
contained in the document. Because
the suggested file name is selected,
you do not need to delete it; as soon
as you begin typing, the new file
name replaces the selected text.
first few words from document are
displayed as default file name and
are selected in File name text box
default file type is
Word Document
Figure 38
Property of Cengage Learning
1439078386_CH01.indd
27
7/1/10
7:36:29 PM
OFF 28 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
2
• Type Koala Exhibit in the
Q&A
File name text box (Save As dialog
box) to change the file name. Do
not press the ENTER key after typing
the file name because you do not
want to close the dialog box at this
time (Figure 39).
What characters can I use in a
file name?
new file name replaces
selected text in File
name text box
The only invalid characters are
the backslash ( \ ), slash ( / ), colon (:),
asterisk (*), question mark (?),
quotation mark (“), less than
symbol (<), greater than symbol (>),
and vertical bar (|).
details pane shows
file properties
Figure 39
3
• Navigate to the desired save
location (in this case, the Word
folder in the CIS 101 folder [or your
class folder] on the USB flash drive)
by performing the tasks in Steps 3a,
3b, and 3c.
3a
• If the navigation pane is not
displayed in the dialog box, click the
Browse Folders button to expand
the dialog box.
navigation pane
Computer
expanded
USB flash drive
• If Computer is not displayed in
the navigation pane, drag the
navigation pane scroll bar until
Computer appears.
• If Computer is not expanded in
the navigation pane, doubleclick Computer to display a list of
available storage devices in the
navigation pane.
Browse Folders button changed
to Hide Folders button because
dialog box is expanded
• If necessary, scroll through the
dialog box until your USB flash
drive appears in the list of available
storage devices in the navigation
pane (Figure 40).
Figure 40
Property of Cengage Learning
1439078386_CH01.indd
28
7/1/10
7:36:31 PM
3b
• If your USB flash drive is not
expanded, double-click the USB
flash drive in the list of available
storage devices in the navigation
pane to select that drive as the
new save location and display its
contents in the right pane.
Word folder
USB flash drive expanded
CIS 101 folder expanded
3c
• If your class folder (CIS 101, in this
Word folder
selected
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 29
Q&A
case) is not expanded, double-click
the CIS 101 folder to select the
folder and display its contents in the
right pane.
What if I do not want to save in
a folder?
Although storing files in folders
is an effective technique for
organizing files, some users prefer
not to store files in folders. If you
prefer not to save this file in a
folder, skip all instructions in
Step 3c and proceed to Step 4.
Save button
Figure 41
• Click the Word folder to select the folder and display its contents in
the right pane (Figure 41).
4
• Click the Save button
Q&A
(Save As dialog box)
to save the document
in the selected folder
on the selected drive
with the entered file
name (Figure 42).
file name changed
from Document1 to
new file name, Koala
Exhibit
Minimize
button
saved document remains
in memory and displayed
on the screen
How do I know that
the file is saved?
While an Office
program is saving a
file, it briefly displays
a message on the
status bar indicating
the amount of the
file saved. In addition,
the USB flash drive
may have a light that
flashes during the
save process.
Figure 42
Other Ways
1. Click File on Ribbon, click
Save, type file name,
navigate to desired save
location, click Save button
2. Press CTRL+S or press
SHIFT+F12, type file name,
navigate to desired save
location, click Save button
Property of Cengage Learning
1439078386_CH01.indd
29
7/1/10
7:36:34 PM
OFF 30 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Navigating in Dialog Boxes
Navigating is the process of finding a location on a storage device. While saving
the Koala Exhibit file, for example, Steps 3a – 3c in the previous set of steps navigated
to the Word folder located in the CIS 101 folder. When performing certain functions
in Windows programs, such as saving a file, opening a file, or inserting a picture in an
existing document, you most likely will have to navigate to the location where you want
to save the file or to the folder containing the file you want to open or insert. Most dialog
boxes in Windows programs requiring navigation follow a similar procedure; that is, the
way you navigate to a folder in one dialog box, such as the Save As dialog box, is similar
to how you might navigate in another dialog box, such as the Open dialog box. If you
chose to navigate to a specific location in a dialog box, you would follow the instructions
in Steps 3a – 3c on pages OFF 28 and OFF 29.
To Minimize and Restore a Window
Before continuing, you can verify that the Word file was saved properly. To do this, you will minimize the
Word window and then open the USB flash drive window so that you can verify the file is stored on the USB flash
drive. A minimized window is an open window hidden from view but that can be displayed quickly by clicking the
window’s program button on the taskbar.
In the following example, Word is used to illustrate minimizing and restoring windows; however, you would
follow the same steps regardless of the Office program you are using.
The following steps minimize the Word window, verify that the file is saved, and then restore the minimized
window.
1
• Click the Minimize button on
USB flash
drive window
Q&A
the program’s title bar (shown in
Figure 42 on the previous page) to
minimize the window (Figure 43).
Is the minimized window still
available?
The minimized window, Word in
this case, remains available but no
longer is the active window. It is
minimized as a program button on
the taskbar.
Word folder
• If necessary, click the Windows
Explorer program button on the
taskbar to open the USB flash drive
window.
Windows Explorer
program button
Word window
minimized
Figure 43
Property of Cengage Learning
1439078386_CH01.indd
30
7/1/10
7:36:37 PM
2
• Double-click the Word folder to
Word folder
selected
select the folder and display its
contents (Figure 44).
contents
of Word
folder
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 31
Word folder
selected
Word program
button
Q&A
Figure 44
Why does the Windows Explorer button on the taskbar change?
The button changes to reflect the status of the folder window (in this case, the USB flash
drive window). A selected button indicates that the folder window is active on the screen.
When the button is not selected, the window is open but not active.
3
• After viewing the contents of the selected folder, click the Word program button on the
taskbar to restore the minimized window (as shown in Figure 42 on page OFF 29).
Other Ways
1. Right-click title bar, click
Minimize on shortcut menu,
click taskbar button in
taskbar button area
2. Press WINDOWS+M, press
WINDOWS+SHIFT+M
Screen Resolution
Screen resolution indicates the number of pixels (dots) that the computer uses to
display the letters, numbers, graphics, and background you see on the screen. When
you increase the screen resolution, Windows displays more information on the screen,
but the information decreases in size. The reverse also is true: as you decrease the
screen resolution, Windows displays less information on the screen, but the information
increases in size.
Screen resolution usually is stated as the product of two numbers, such as
1024 × 768 (pronounced “ten twenty-four by seven sixty-eight”). A 1024 × 768 screen
resolution results in a display of 1,024 distinct pixels on each of 768 lines, or about
Property of Cengage Learning
1439078386_CH01.indd
31
7/1/10
7:36:38 PM
OFF 32 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
786,432 pixels. Changing the screen resolution affects how the Ribbon appears in Office
programs. Figure 45 shows the Word Ribbon at screen resolutions of 1024 × 768 and
1280 × 800. All of the same commands are available regardless of screen resolution.
Word, however, makes changes to the groups and the buttons within the groups to
accommodate the various screen resolutions. The result is that certain commands may
need to be accessed differently depending on the resolution chosen. A command that is
visible on the Ribbon and available by clicking a button at one resolution may not be visible
and may need to be accessed using its Dialog Box Launcher at a different resolution.
Ribbon at 1024 × 768
resolution
not all command
names visible in
Clipboard group
buttons organized in
two rows in Font and
Paragraph groups
four Styles gallery
options visible
all Editing group
commands
visible
Figure 45 (a) Ribbon at Resolution of 1024 x 768
Ribbon at 1280 × 800
resolution
command
names visible in
Clipboard group
buttons organized in
two rows in Font and
Paragraph groups
six Styles gallery
options visible
all Editing group
commands
visible
Figure 45 (b) Ribbon at Resolution of 1280 x 800
Property of Cengage Learning
1439078386_CH01.indd
32
7/1/10
7:36:39 PM
Comparing the two Ribbons in Figure 45, notice the changes in content and layout
of the groups and galleries. In some cases, the content of a group is the same in each resolution, but the layout of the group differs. For example, the same gallery and buttons
appear in the Styles groups in the two resolutions, but the layouts differ. In other cases,
the content and layout are the same across the resolution, but the level of detail differs
with the resolution. In the Clipboard group, when the resolution increases to 1280 × 800,
the names of all the buttons in the group appear in addition to the buttons themselves. At
the lower resolution, only the buttons appear.
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 33
To Change the Screen Resolution
If you are using a computer to step through the chapters in this book and you want your screen to match
the figures, you may need to change your screen’s resolution. The figures in this book use a screen resolution of
1024 × 768. The following steps change the screen resolution to 1024 × 768. Your computer already may be set
to 1024 × 768 or some other resolution. Keep in mind that many computer labs prevent users from changing the
screen resolution; in that case, read the following steps for illustration purposes.
1
• Click the Show
desktop button on the
taskbar to display the
Windows 7 desktop.
• Right-click an
Q&A
empty area on the
Windows 7 desktop
to display a shortcut
menu that displays
a list of commands
related to the desktop
(Figure 46).
shortcut menu
Why does my shortcut
menu display different
commands?
Depending on your
computer’s hardware
and configuration,
different commands
might appear on the
shortcut menu.
Screen
resolution
command
Show
desktop
button
Figure 46
Property of Cengage Learning
1439078386_CH01.indd
33
7/1/10
7:36:42 PM
OFF 34 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
2
• Click Screen resolution on the
shortcut menu to open the Screen
Resolution window (Figure 47).
Screen Resolution
window
name of current
display device
clicking link displays
advanced settings
Resolution
button shows
current
resolution
Figure 47
3
• Click the Resolution button in
Q&A
the Screen Resolution window to
display the resolution slider.
What is a slider?
A slider is an object that allows
users to choose from multiple
predetermined options. In most
cases, these options represent some
type of numeric value. In most
cases, one end of the slider (usually
the left or bottom) represents the
lowest of available values, and the
opposite end (usually the right
or top) represents the highest
available value.
4
• If necessary, drag the resolution
Q&A
slider until the desired screen
resolution (in this case, 1024 × 768)
is selected (Figure 48).
What if my computer does not
support the 1024 × 768 resolution?
OK button
resolution slider
dragged to 1024 × 768
Figure 48
Some computers do not support the 1024 × 768 resolution. In this case, select a resolution that is
close to the 1024 × 768 resolution.
Property of Cengage Learning
1439078386_CH01.indd
34
7/1/10
7:36:43 PM
5
• Click an empty area of the Screen
Resolution window to close the
resolution slider.
Display Settings
dialog box
• Click the OK button to change
the screen resolution and display
the Display Settings dialog box
(Figure 49).
• Click the Keep changes button
Keep changes
button
Q&A
(Display Settings dialog box) to
accept the new screen resolution.
Why does a message display stating
that the image quality can be
improved?
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 35
Figure 49
Some computer monitors are designed to display contents better at a certain screen
resolution, sometimes referred to as an optimal resolution.
To Quit an Office Program with One Document Open
When you quit an Office program, such as Word, if you have made changes to a file since the last time the file
was saved, the Office program displays a dialog box asking if you want save the changes you made to the file before
it closes the program window. The dialog box contains three buttons with these resulting actions: the Save button
saves the changes and then quits the Office program, the Don’t Save button quits the Office program without saving
changes, and the Cancel button closes the dialog box and redisplays the file without saving the changes.
If no changes have been made to an open document since the last time the file was saved, the Office program
will close the window without displaying a dialog box.
The following steps quit an Office program. In the following example, Word is used to illustrate quitting an
Office program; however, you would follow the same steps regardless of the Office program you were using.
1
• If necessary, click the Word program
Close button
button on the taskbar to display the
Word window on the desktop.
• Point to the Close button on the
right side of the program’s title bar,
Word in this case (Figure 50).
Q&A
What if I have more than one document open in an Office program?
Q&A
2
• Click the Close button to close the document and quit Word.
What is the Backstage view?
Figure 50
You would click the Close button for each open document. When you click the last open document’s Close button, the
Office program also quits. As an alternative, you could click File on the Ribbon to open the Backstage view and then
click Exit in the Backstage view to close all open documents and quit the Office program.
The Backstage view contains a set of commands that enable you to manage documents and
data about the documents. The Backstage view is discussed in more depth later in this chapter.
3
• If a Microsoft Word dialog box appears, click the Save button to save any changes made to
the document since the last save.
Other Ways
1. Right-click the Office
program button on
Windows 7 taskbar, click
Close window or ‘Close
all windows’ on shortcut
menu
2. Press ALT + F4
Property of Cengage Learning
1439078386_CH01.indd
35
7/1/10
7:36:45 PM
OFF 36 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Break Point: If you wish to take a break, this is a good place to do so. To resume at a later time, continue to follow the steps
from this location forward.
Additional Microsoft Office Programs
The previous section used Word to illustrate common features of Office and some basic
elements unique to Word. The following sections present elements unique to PowerPoint,
Excel, and Access, as well as illustrate additional common features of Office.
In the following pages, you will learn how to do the following:
1. Start an Office program (PowerPoint) using the search box.
2. Create two small documents in the same Office program (PowerPoint).
3. Close one of the documents.
4. Reopen the document just closed.
5. Create a document in a different Office program (Excel).
6. Save the document with a new file name.
7. Create a file in a different Office program (Access).
8. Close the file and then open the file.
PowerPoint
PowerPoint is a complete presentation program that allows you to produce
professional-looking presentations (Figure 51). A PowerPoint presentation also is called
a slide show. PowerPoint contains several features to simplify creating a slide show. To
make presentations more impressive, you can add diagrams, tables, pictures, video, sound,
and animation effects. Additional PowerPoint features include the following:
• Word processing — Create bulleted lists, combine words and images, find and
replace text, and use multiple fonts and font sizes.
• Outlining — Develop a presentation using an outline format. You also can import
outlines from Microsoft Word or other word processing programs, including
single-level and multilevel lists.
• Charting — Create and insert charts into presentations and then add effects and
chart elements.
• Drawing — Create and modify diagrams using shapes such as arcs, arrows, cubes,
rectangles, stars, and triangles. Then, customize and add effects to the diagrams, and
arrange these objects by sizing, scaling, and rotating them.
• Inserting multimedia — Insert artwork and multimedia effects into a slide show.
The Microsoft Clip Organizer, included with Office programs, contains hundreds of
media files, including pictures, sounds, and movies.
• Saving to the Web — Save presentations or parts of a presentation so that they can
be viewed in a Web browser. You can publish your slide show to the Internet or to an
intranet.
• E-mailing — Send an entire slide show as an attachment to an e-mail message.
• Collaborating — Share a presentation with friends and coworkers. Ask them to
review the slides and then insert comments that offer suggestions to enhance the
presentation.
• Preparing delivery — Rehearse integrating PowerPoint slides into your speech
by setting timings, using presentation tools, showing only selected slides in a
presentation, and packaging the presentation for an optical disc.
Property of Cengage Learning
1439078386_CH01.indd
36
7/1/10
7:36:47 PM
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 37
Figure 51 (a) Slide 1 (Title)
Figure 51 (b) Slide 2 (Text and Diagram)
Figure 51 (c) Slide 3 (Text and Picture)
To Start a Program Using the Search Box
The steps on the next page, which assume Windows 7 is running, use the search box to start the PowerPoint
Office program based on a typical installation; however, you would follow similar steps to start any Office program.
You may need to ask your instructor how to start programs for your computer.
Property of Cengage Learning
1439078386_CH01.indd
37
7/1/10
7:36:47 PM
OFF 38 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
1
• Click the Start button on the
Windows 7 taskbar to display the
Start menu.
2
• Type Microsoft PowerPoint
program name
Q&A
as the search text in the 'Search
programs and files' text box and
watch the search results appear on
the Start menu (Figure 52).
search results — your
search results may differ
Do I need to type the complete
program name or correct
capitalization?
No, just enough of it for the
program name to appear on the
Start menu. For example, you may
be able to type PowerPoint or
powerpoint, instead of Microsoft
PowerPoint.
Microsoft PowerPoint
entered as search text
Figure 52
Start button
Restore Down button
replaces Maximize button
3
• Click the program
title of blank presentation
is Presentation1
title bar
name, Microsoft
PowerPoint 2010
in this case, in the
search results on the
Start menu to start
PowerPoint and
display a new blank
presentation in the
PowerPoint window.
• If the program
window is not
maximized, click the
Maximize button
on its title bar to
maximize the window
(Figure 53).
title text
placeholder
Click to add
title label
Windows taskbar displays
PowerPoint program
button, indicating
PowerPoint is running
Normal view button
is selected when you
start PowerPoint
Figure 53
Property of Cengage Learning
1439078386_CH01.indd
38
7/1/10
7:36:50 PM
The PowerPoint window consists of a variety of components to make your work
more efficient and documents more professional: the window, Ribbon, Mini toolbar,
shortcut menus, and Quick Access Toolbar. Many of these components are common
to other Office programs and have been discussed earlier in this chapter. Other
components, discussed in the following paragraphs and later in subsequent chapters,
are unique to PowerPoint.
The basic unit of a PowerPoint presentation is a slide. A slide may contain text and
objects, such as graphics, tables, charts, and drawings. Layouts are used to position this
content on the slide. When you create a new presentation, the default Title Slide layout
appears (Figure 54). The purpose of this layout is to introduce the presentation to the
audience. PowerPoint includes eight other built-in standard layouts.
The default slide layouts are set up in landscape orientation, where the slide width
is greater than its height. In landscape orientation, the slide size is preset to 10 inches
wide and 7.5 inches high when printed on a standard sheet of paper measuring 11 inches
wide and 8.5 inches high.
Outline tab
Title Slide
layout
BTW
The PowerPoint Window and Ribbon
Portrait Orientation
If your slide content is
dominantly vertical, such
as a skyscraper or a person,
consider changing the
slide layout to a portrait
orientation. To change the
orientation to portrait,
click the Slide Orientation
button (Design tab | Page
Setup group) and then
click Portrait. You can
use both landscape and
portrait orientation in the
same slide show.
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 39
Slide pane
Slides tab
scroll box
mouse pointer
text typed in
title and subtitle
placeholders
scroll bar
scroll arrow
splitter bar
notes pane
total number
of slides
Previous
Slide button
Normal view is
default view
Document
theme
identifier
Next Slide
button
status bar
Figure 54
Placeholders Placeholders are boxes with dotted or hatch-marked borders that are
displayed when you create a new slide. All layouts except the Blank slide layout contain
placeholders. Depending on the particular slide layout selected, title and subtitle
placeholders are displayed for the slide title and subtitle; a content text placeholder
is displayed for text, art, or a table, chart, picture, graphic, or movie. The title slide in
Figure 53 has two text placeholders for the main heading, or title, of a new slide and
the subtitle.
Property of Cengage Learning
1439078386_CH01.indd
39
7/1/10
7:36:52 PM
OFF 40 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Ribbon The Ribbon in PowerPoint is similar to the one in Word and the other Microsoft Office programs. When
you start PowerPoint, the Ribbon displays nine main tabs: File, Home, Insert, Design, Transitions, Animations,
Slide Show, Review, and View.
To Enter Content in a Title Slide
With the exception of a blank slide and a slide with a picture and caption, PowerPoint assumes every new
slide has a title. Many of PowerPoint’s layouts have both a title text placeholder and at least one content placeholder.
To make creating a presentation easier, any text you type after a new slide appears becomes title text in the title
text placeholder. As you begin typing text in the title text placeholder, the title text also is displayed in the Slide 1
thumbnail in the Slides tab. The presentation title for this presentation is Xanada Investments. The following steps
enter a presentation title on the title slide.
1
• Click the label ‘Click to add
dashed lines around
border indicate
placeholder is selected
sizing handles
title’ located inside the title text
placeholder (shown in Figure 53
on page OFF 38) to select the
placeholder (Figure 55).
label disappears
when placeholder
is selected
I-beam mouse
pointer
insertion point
Figure 55
Save button
2
• Type Xanada Investments
Q&A
in the title text placeholder. Do not
press the ENTER key because you do
not want to create a new line of
text (Figure 56).
What are the white squares and
circles that appear around the
title text placeholder as I type the
presentation title?
title text entered in
placeholder
The white squares and circles are
sizing handles, which you can drag
to change the size of the title text
placeholder. Sizing handles also can
be found around other placeholders
and objects within a presentation.
Figure 56
Property of Cengage Learning
1439078386_CH01.indd
40
7/1/10
7:36:55 PM
To Save a File in a Folder
The following steps save the presentation in the PowerPoint folder in the
class folder (CIS 101, in this case) on a USB flash drive using the file name, Xanada
Investments.
1 With a USB flash drive connected to one of the computer’s USB ports, click the Save button
on the Quick Access Toolbar to display the Save As dialog box.
2 If necessary, type Xanada Investments in the File name text box to change the
file name. Do not press the ENTER key after typing the file name because you do not want
to close the dialog box at this time.
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 41
3 Navigate to the desired save location (in this case, the PowerPoint folder in the CIS 101
folder [or your class folder] on the USB flash drive). For specific instructions, perform the
tasks in Steps 3a through 3g.
3a If a navigation pane is not displayed in the Save As dialog box, click the Browse Folders
button to expand the dialog box.
3b If Computer is not displayed in the navigation pane, drag the navigation pane scroll bar
(Save As dialog box) until Computer appears.
3c If Computer is not expanded in the navigation pane, double-click Computer to display a
list of available storage devices in the navigation pane.
3d If necessary, scroll through the Save As dialog box until your USB flash drive appears in the
list of available storage devices in the navigation pane.
3e If your USB flash drive is not expanded, double-click the USB flash drive in the list of
available storage devices in the navigation pane to select that drive as the new save
location and display its contents in the right pane.
3f If your class folder (CIS 101, in this case) is not expanded, double-click the CIS 101 folder to
select the folder and display its contents.
3g Click the PowerPoint folder to select it as the new save location and display its contents in
the right pane.
4 Click the Save button (Save As dialog box) to save the presentation in the selected folder
on the selected drive with the entered file name.
To Create a New Office Document from the Backstage View
As discussed earlier, the Backstage view contains a set of commands that enable you to manage documents
and data about the documents. From the Backstage view in PowerPoint, for example, you can create, open, print,
and save presentations. You also can share documents, manage versions, set permissions, and modify document
properties. In other Office 2010 programs, the Backstage view may contain features specific to those programs. The
steps on the following pages create a file, a blank presentation in this case, from the Backstage view.
Property of Cengage Learning
1439078386_CH01.indd
41
7/1/10
7:36:57 PM
OFF 42 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
File tab
1
• Click File on the Ribbon
Backstage
view
Q&A
to open the Backstage
view (Figure 57).
What is the
purpose
of the File
tab?
preview
of current
document
window
Info tab
automatically
selected
The File tab is
used to display the
Backstage
Info gallery
view for each
Office program.
right pane of Info gallery
automatically displays
some of the more common
document properties
Figure 57
2
• Click the New tab in
Q&A
the Backstage view
to display the New
gallery (Figure 58).
Can I create
documents
through the
Backstage
view in
other Office
programs?
New
gallery
Create
button
New tab
Yes. If the Office
program has a New
tab in the Backstage
view, the New gallery
displays various
options for creating
a new file.
Figure 58
Property of Cengage Learning
1439078386_CH01.indd
42
7/1/10
7:36:57 PM
3
• Click the Create
new presentation created
button in the New
gallery to create a
new presentation
(Figure 59).
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 43
title text
placeholder
layered taskbar
button indicates that
multiple program
windows are open
Figure 59
Other Ways
1. Press CTRL+N
To Enter Content in a Title Slide of a Second PowerPoint
Presentation
The presentation title for this presentation is Koala Exhibit Gala. The following
steps enter a presentation title on the title slide.
Save button
1 Click the title text
placeholder (shown
in Figure 59) to
select it.
2 Type Koala
Exhibit Gala
in the title text
placeholder. Do not
press the ENTER key
(Figure 60).
insertion point
title text
entered in
placeholder
Figure 60
Property of Cengage Learning
1439078386_CH01.indd
43
7/1/10
7:37:00 PM
OFF 44 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
To Save a File in a Folder
The following steps save the second presentation in the PowerPoint folder in
the class folder (CIS 101, in this case) on a USB flash drive using the file name, Koala
Exhibit Gala.
1 With a USB flash drive connected to one of the computer’s USB ports, click the Save button
on the Quick Access Toolbar to display the Save As dialog box.
2 If necessary, type Koala Exhibit Gala in the File name text box to change the
file name. Do not press the ENTER key after typing the file name because you do not want
to close the dialog box at this time.
3 If necessary, navigate to the desired save location (in this case, the PowerPoint folder in the
CIS 101 folder [or your class folder] on the USB flash drive).
4 Click the Save button (Save As dialog box) to save the presentation in the selected folder
on the selected drive with the entered file name.
To Close an Office File Using the Backstage View
Sometimes, you may want to close an Office file, such as a PowerPoint presentation, entirely and start over
with a new file. You also may want to close a file when you are finished working with it so that you can begin a new
file. The following steps close the current active Office file, that is, the Koala Exhibit Gala presentation, without
quitting the active program (PowerPoint in this case).
1
• Click File on the Ribbon to open the
File tab
Backstage view (Figure 61).
2
• Click Close in the Backstage view to
Q&A
close the open file (Koala Exhibit
Gala, in this case) without quitting
the active program.
Close command
What if the Office program displays
a dialog box about saving?
Q&A
Click the Save button if you want
to save the changes, click the Don’t
Save button if you want to ignore
the changes since the last time you
saved, and click the Cancel button
if you do not want to close the
document.
Can I use the Backstage view to
close an open file in other Office
programs, such as Word and Excel?
Yes.
Figure 61
Property of Cengage Learning
1439078386_CH01.indd
44
7/1/10
7:37:02 PM
To Open a Recent Office File Using the Backstage View
You sometimes need to open a file that you recently modified. You may have more changes to make such as
adding more content or correcting errors. The Backstage view allows you to access recent files easily. The following
steps reopen the Koala Exhibit Gala file just closed.
1
• Click File on the Ribbon to open the
File tab
Backstage view.
• Click the Recent tab in the
Backstage view to display the
Recent gallery (Figure 62).
Recent
gallery
2
• Click the desired file name in the
Koala Exhibit Gala
presentation file name
Recent tab
Recent gallery, Koala Exhibit Gala in
this case, to open the file (shown in
Figure 60 on page OFF 43).
Q&A
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 45
left pane
shows recently
used files
right pane
shows recent
save locations
Can I use the Backstage view to
open a recent file in other Office
programs, such as Word and Excel?
Yes, as long as the file name appears
in the list of recent files in the
Recent gallery.
Exit command
Figure 62
Other Ways
1. Click Start button,
point to program
name, click file name
on submenu
2. Click File on Ribbon,
click Open in Backstage
view, navigate to file
(Open dialog box), click
Open button
To Quit an Office Program
You are finished using PowerPoint. Thus, you should quit this Office program. The
following steps quit PowerPoint.
1 If you have one Office document open, click the Close button on the right side of the title
bar to close the document and quit the Office program; or if you have multiple Office
documents open, click File on the Ribbon to open the Backstage view and then click Exit in
the Backstage view to close all open documents and quit the Office program.
2 If a dialog box appears, click the Save button to save any changes made to the document
since the last save.
Property of Cengage Learning
1439078386_CH01.indd
45
7/1/10
7:37:04 PM
OFF 46 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Excel
Excel is a powerful spreadsheet program that allows users to organize data,
complete calculations, make decisions, graph data, develop professional-looking reports
(Figure 63), publish organized data to the Web, and access real-time data from Web sites.
The four major parts of Excel are:
• Workbooks and Worksheets - A workbook is like a notebook. Inside the workbook
are sheets, each of which is called a worksheet. In other words, a workbook is a
collection of worksheets. Worksheets allow users to enter, calculate, manipulate, and
analyze data such as numbers and text. The terms worksheet and spreadsheet are
interchangeable.
• Charts - Excel can draw a variety of charts.
• Tables - Tables organize and store data within worksheets. For example, once a user
enters data into a worksheet, an Excel table can sort the data, search for specific data,
and select data that satisfies defined criteria.
• Web Support - Web support allows users to save Excel worksheets or parts of a
worksheet in HTML format, so that a user can view and manipulate the worksheet
using a browser. Excel Web support also provides access to real-time data, such as
stock quotes, using Web queries.
data in
worksheet
3-D Clustered
Column chart
Figure 63
Property of Cengage Learning
1439078386_CH01.indd
46
7/1/10
7:37:06 PM
To Create a New Blank Office Document from Windows Explorer
Windows Explorer provides a means to create a blank Office document without ever starting an Office
program. The following steps use Windows Explorer to create a blank Excel document.
1
• If necessary, click the
New
submenu
navigation pane
Excel folder
Windows Explorer
program button on
the taskbar to make
the folder window the
active window in
Windows Explorer.
CIS 101 folder
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 47
shortcut
menu
• Double-click your class
folder (CIS 101, in this
case) in the navigation
pane to display
the contents of the
selected folder.
• Double-click the Excel
folder to display its
contents in the right
pane.
CIS 101 folder
selected
Excel folder
selected
New
command
Microsoft Excel
Worksheet command
• With the Excel folder
selected, right-click
an open area in the
right pane to display
a shortcut menu.
right pane
Windows Explorer
program button
folder
window
• Point to New on
the shortcut menu
to display the New
submenu (Figure 64).
Figure 64
v2
• Click Microsoft Excel
Worksheet on the
New submenu to
display an icon and
text box for a new file
in the current folder
window (Figure 65).
text box for
file name
Figure 65
entry for new
Microsoft Excel
worksheet
3
• Type Brain
Busters in the
text box and then
press the ENTER key to
assign a name to the
new file in the current
folder (Figure 66).
name assigned
to new file
Brain Busters
document icon
Figure 66
Property of Cengage Learning
1439078386_CH01.indd
47
7/1/10
7:37:07 PM
OFF 48 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
To Start a Program from Windows Explorer and Open a File
Previously, you learned how to start an Office program using the Start menu and the search box. Another way
start an Office program is to open an existing file from Windows Explorer, which causes the program in which the
file was created to start and then open the selected file. The following steps, which assume Windows 7 is running,
use Windows Explorer to start the Excel Office program based on a typical installation. You may need to ask your
instructor how to start Office programs for your computer.
1
• If necessary, display
the file to open in
the folder window
in Windows Explorer
(shown in Figure 66
on the previous page).
• Right-click the file icon
Open command
or file name (Brain
Busters, in this case)
to display a shortcut
menu (Figure 67).
file to be
opened
Figure 67
Name box with active
cell reference
2
• Click Open on the
shortcut menu to
open the selected file
in the program used
to create the file,
Microsoft Excel in this
case (Figure 68).
shortcut
menu
Brain Busters
workbook
Restore Down and Restore
Window buttons replace
Maximize buttons when
program and worksheet
windows are maximized
heavy border
surrounds
active cell (A1)
mouse pointer
• If the program
window is not worksheet
window
maximized,
click the Maximize
button on the title
bar to maximize the
window.
column
heading L
highlighted row and
column headings
indicate cell A1 is active
cell E2
gridlines
row heading 14
scroll boxes
• For Excel users, if the
worksheet window in
Excel is not maximized,
click the worksheet
window Maximize
button to maximize
the worksheet
window
status bar
within Excel.
scroll bars
tab scrolling
buttons
adjusts size
of displayed
document
view buttons; default
is normal view
mode indicator
Q&A
sheet tabs
scroll arrows
Figure 68
Instead of using Windows Explorer, can I start Excel using the same method shown previously
for Word and PowerPoint?
Yes, you can use any method of starting an Office program to start Excel.
Property of Cengage Learning
1439078386_CH01.indd
48
7/1/10
7:37:10 PM
Unique Features of Excel
Ribbon When you start Excel, the Ribbon displays eight main tabs: File, Home, Insert,
Page Layout, Formulas, Data, Review, and View. The Formulas and Data tabs are specific
to Excel. The Formulas tab allows you to work with Excel formulas, and the Data tab
allows you to work with data processing features such as importing and sorting data.
BTW
The Worksheet The worksheet is organized into a rectangular grid containing vertical
columns and horizontal rows. A column letter above the grid, also called the column
heading, identifies each column. A row number on the left side of the grid, also called
the row heading, identifies each row. With the screen resolution set to 1024 × 768
and the Excel window maximized, Excel displays 15 columns (A through O) and 25 rows
(1 through 25) of the worksheet on the screen, as shown in Figure 68.
The intersection of each column and row is a cell. A cell is the basic unit of a
worksheet into which you enter data. Each worksheet in a workbook has 16,384 columns
and 1,048,576 rows for a total of 17,179,869,180 cells. Only a small fraction of the active
worksheet appears on the screen at one time.
A cell is referred to by its unique address, or cell reference, which is the
coordinates of the intersection of a column and a row. To identify a cell, specify the
column letter first, followed by the row number. For example, cell reference E2 refers to
the cell located at the intersection of column E and row 2 (Figure 68).
One cell on the worksheet, designated the active cell, is the one into which you
can enter data. The active cell in Figure 68 is A1. The active cell is identified in three
ways. First, a heavy border surrounds the cell; second, the active cell reference shows
immediately above column A in the Name box; and third, the column heading A and row
heading 1 are highlighted so it is easy to see which cell is active (Figure 68).
The horizontal and vertical lines on the worksheet itself are called gridlines.
Gridlines make it easier to see and identify each cell in the worksheet. If desired, you can
turn the gridlines off so that they do not show on the worksheet, but it is recommended
that you leave them on for now.
The mouse pointer in Figure 68 has the shape of a block plus sign. The mouse
pointer appears as a block plus sign whenever it is located in a cell on the worksheet.
Another common shape of the mouse pointer is the block arrow. The mouse pointer
turns into the block arrow when you move it outside the worksheet or when you drag
cell contents between rows or columns. The other mouse pointer shapes are described
when they appear on the screen.
The Worksheet Size
and Window
The 16,384 columns
and 1,048,576 rows in
Excel make for a huge
worksheet that – if you
could imagine – takes
up the entire side of a
building to display in its
entirety. Your computer
screen, by comparison,
is a small window that
allows you to view only
a minute area of the
worksheet at one time.
While you cannot see the
entire worksheet, you can
move the window over
the worksheet to view any
part of it.
BTW
The Excel window consists of a variety of components to make your work more
efficient and worksheets more professional. These include the document window, Ribbon,
Mini toolbar and shortcut menus, Quick Access Toolbar, and the Backstage view. Some
of these components are common to other Microsoft Office 2010 programs; others are
unique to Excel.
Excel opens a new workbook with three worksheets. If necessary, you can add
additional worksheets as long as your computer has enough memory to accommodate them.
Each worksheet has a sheet name that appears on a sheet tab at the bottom of the
workbook. For example, Sheet1 is the name of the active worksheet displayed in the Brain
Busters workbook. If you click the sheet tab labeled Sheet2, Excel displays the Sheet2
worksheet.
Customizing the
Ribbon
In addition to customizing
the Quick Access Toolbar,
you can add items to and
remove items from the
Ribbon. To customize the
Ribbon, click File on the
Ribbon to open the
Backstage view, click
Options in the Backstage
view, and then click
Customize Ribbon in the
left pane of the Options
dialog box. More
information about
customizing the Ribbon is
presented in a later chapter.
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 49
Property of Cengage Learning
1439078386_CH01.indd
49
7/1/10
7:37:15 PM
OFF 50 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Formula Bar The formula bar appears below the Ribbon (Figure 69). As you type, Excel
displays the entry in the formula bar. You can make the formula bar larger by dragging
the sizing handle at the bottom of the formula bar or clicking the expand button to the
right of the formula bar. Excel also displays the active cell reference in the Name box on
the left side of the formula bar.
Name box
Expand Formula
Bar button
formula bar
sizing handle
formula bar
Figure 69
To Enter a Worksheet Title
To enter data into a cell, you first must select it. The easiest way to select a cell (make it active) is to use the
mouse to move the block plus sign mouse pointer to the cell and then click. An alternative method is to use the
arrow keys that are located just to the right of the typewriter keys on the keyboard. An arrow key selects the cell
adjacent to the active cell in the direction of the arrow on the key.
In Excel, any set of characters containing a letter, hyphen (as in a telephone number), or space is considered
text. Text is used to place titles, such as worksheet titles, column titles, and row titles, on the worksheet. The
following steps enter the worksheet title in cell A1.
1
• If it is not already the active cell,
click cell A1 to make it the active
cell (Figure 70).
heavy border
indicates cell
A1 selected
Figure 70
Property of Cengage Learning
1439078386_CH01.indd
50
7/1/10
7:37:15 PM
2
• Type Brain Buster Book
Q&A
Rentals in cell A1 (Figure 71).
Cancel box
Why did the appearance of the
formula bar change?
Excel displays the title in the
formula bar and in cell A1. When
you begin typing a cell entry, Excel
displays two additional boxes in the
formula bar: the Cancel box and
the Enter box. Clicking the Enter
box completes an entry. Clicking the
Cancel box cancels an entry.
Enter box
text displayed
in formula bar
insertion
point
text in active cell
overflows into
adjacent cells to right
3
• Click the Enter box to complete the
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 51
Figure 71
Enter box and
Cancel box no
longer displayed
entry and enter the worksheet title
in cell A1 (Figure 72).
text entered into cell A1
Figure 72
Other Ways
1. To complete entry, click
any cell other than
active cell
2. To complete entry,
press ENTER, HOME,
PAGE UP, PAGE DOWN, END,
UP, DOWN, LEFT ARROW, or
RIGHT ARROW
To Save an Existing Office Document with the Same File Name
Saving frequently cannot be overemphasized. You have made modifications to the file (spreadsheet) since you
created it. Thus, you should save again. Similarly, you should continue saving files frequently so that you do not lose
your changes since the time you last saved the file. You can use the same file name, such as Brain Busters, to save the
changes made to the document. The following step saves a file again.
Save button
1
• Click the Save button on the Quick
Excel saved workbook
with same file name,
Brain Busters
Access Toolbar to overwrite the
previously saved file (Brain Busters,
in this case) on the USB flash drive
(Figure 73).
Q&A
File tab
Why did the Save As dialog
box not appear?
Office programs, including Excel,
overwrite the document using the
setting specified the first time you
saved the document.
Figure 73
Other Ways
1. Press CTRL+S or press
SHIFT+F12
Property of Cengage Learning
1439078386_CH01.indd
51
7/1/10
7:37:17 PM
OFF 52 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
To Use Save As to Change the Name of a File
You might want to save a file with a different name and even to a different location.
For example, you might start a homework assignment with a data file and then save it with
a final file name for submitting to your instructor, saving it to a location designated by
your instructor. The following steps save a file with a different file name.
1 With your USB flash drive connected to one of the computer’s USB ports, click File on the
Ribbon to open the Backstage view.
2 Click Save As in the Backstage view to display the Save As dialog box.
3 Type Brain Busters Rental Summary in the File name text box (Save As
dialog box) to change the file name. Do not press the ENTER key after typing the file name
because you do not want to close the dialog box at this time.
4 Navigate to the desired save location (the Excel folder in the CIS 101 folder [or your class
folder] on the USB flash drive, in this case). For specific instructions, perform the tasks in
steps 4a through 4g.
4a If a navigation pane is not displayed in the Save As dialog box, click the Browse Folders
button to expand the dialog box.
4b If Computer is not displayed in the navigation pane, drag the navigation pane scroll bar
(Save As dialog box) until Computer appears.
4c If Computer is not expanded in the navigation pane, double-click Computer to display a
list of available storage devices in the navigation pane.
4d If necessary, scroll through the Save As dialog box until your USB flash drive appears in the
list of available storage devices in the navigation pane.
4e If your USB flash drive is not expanded, double-click the USB flash drive in the list of
available storage devices in the navigation pane to select that drive as the new save
location and display its contents in the right pane.
4f If your class folder (CIS 101, in this case) is not expanded, double-click the CIS 101 folder to
select the folder and display its contents.
4g Double-click the Excel folder to select it and display its contents in the right pane.
5 Click the Save button (Save As dialog box) to save the file in the selected folder on the
selected drive with the new file name.
To Quit an Office Program
You are finished using Excel. The following steps quit Excel.
1 If you have one Office document open, click the Close button on the right side of the title
bar to close the document and quit the Office program; or if you have multiple Office
documents open, click File on the Ribbon to open the Backstage view and then click Exit
in the Backstage view to close all open documents and quit the Office program.
2 If a dialog box appears, click the Save button to save any changes made to the file since
the last save.
Property of Cengage Learning
1439078386_CH01.indd
52
7/1/10
7:37:19 PM
Access
The term database describes a collection of data organized in a manner that allows
access, retrieval, and use of that data. Microsoft Access 2010, usually referred to as
simply Access, is a database management system. A database management system is
software that allows you to use a computer to create a database; add, change, and delete
data in the database; create queries that allow you to ask questions concerning the data in
the database; and create forms and reports using the data in the database.
To Start a Program
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 53
The following steps, which assume Windows 7 is running, start the Access program
based on a typical installation. You may need to ask your instructor how to start programs
for your computer.
1 Click the Start button on the Windows 7 taskbar to display the Start menu.
2 Type the name of the program, Microsoft Access in this case, as the search
text in the ‘Search programs and files’ text box and watch the search results appear on the
Start menu.
3 Click the name of the program, Microsoft Access 2010 in this case, in the search results
on the Start menu to start Access.
4 If the program window is not maximized, click the Maximize button on its title bar
Q&A
to maximize the window (Figure 74).
Do I have to start Access using these steps?
No. You can use any previously discussed method of starting an Office program
to start Access.
Backstage view
opens when you
start Access
Blank
database
button
New tab
automatically
selected
New gallery
Access program
button
Figure 74
Property of Cengage Learning
1439078386_CH01.indd
53
7/1/10
7:37:19 PM
OFF 54 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Unique Elements in Access
You work on objects such as tables, forms, and reports in the Access work area. In
Figure 74, the Access window contains no open objects. Figure 75 shows a work area with
multiple objects open. Object tabs for the open objects appear at the top of the work
area. You select an open object by clicking its tab. In the figure, the Suppliers Split Form
is the selected object. To the left of the work area is the Navigation Pane, which contains
a list of all the objects in the database. You use this pane to open an object. You also can
customize the way objects are displayed in the Navigation Pane.
Because the Navigation Pane can take up space in the window, you may not have as
much open space for working as you would with Word or Excel. You can use the Shutter
Bar Open/Close button to minimize the Navigation Pane when you are not using it,
which allows more space to work with tables, forms, reports, and other database elements.
Access work area
with multiple
objects open
Navigation
Pane
selected
object tab
object tabs
Shutter Bar
Open/Close
button
mouse pointer
scroll box
scroll
arrows
Access
objects
scroll
bar
view buttons
status bar
Figure 75
Ribbon When you start Access, the Ribbon displays five main tabs: File, Home, Create,
External Data, and Database Tools. Access has unique groupings such as Sort & Filter and
Records that are designed specifically for working with databases. Many of the formatting
options are reserved for the tool tabs that appear when you are working with forms and
reports.
Property of Cengage Learning
1439078386_CH01.indd
54
7/1/10
7:37:21 PM
To Create an Access Database
Unlike the other Office programs, Access saves a database when you first create it. When working in Access,
you will add data to an Access database. As you add data to a database, Access automatically saves your changes rather
than waiting until you manually save the database or quit Access. Recall that in Word and Excel, you entered the data
first and then saved it.
Because Access automatically saves the database as you add and change data, you do not have to always click
the Save button. In fact, the Save button in Access is used for saving the objects (including tables, queries, forms,
reports, and other database objects) a database contains. You can use either the Blank Database option or a template
to create a new database. If you already know the organization of your database, you would use the Blank Database
option. If not, you can use a template. Templates can guide you by suggesting some commonly used database
organizations.
The following steps use the Blank Database option to create a database named Charmed Excursions in the
Access folder in the class folder (CIS 101, in this case) on a USB flash drive.
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 55
1
• If necessary, click the Blank database
button in the New gallery (shown
in Figure 74 on page OFF 53) in
the Backstage view to select the
template type.
new database
name entered
in File Name
text box
Browse for a
location to put
your database
button
• Click the File Name text box to select
the default database name.
• Type Charmed Excursions
in the File Name text box to enter
the new file name. Do not press the
ENTER key after typing the file name
because you do not want to create
the database at this time (Figure 76).
Q&A
Figure 76
Why is the Backstage view automatically open when you start Access?
Unlike other Office programs, you first must save a database before adding any data. For this reason, the Backstage view
opens automatically when you start Access.
File New Database
dialog box
2
• Click the ‘Browse for a location to
put your database’ button to display
the File New Database dialog box.
Access folder
selected
• Navigate to the location for the
Q&A
database, that is, the USB flash
drive, then to the folder identifying
your class (CIS 101, in this case), and
then to the Access folder (Figure 77).
For detailed steps about navigating,
see Steps 3a – 3c on pages OFF 28
and OFF 29.
Why does the ‘Save as type’ box say
Microsoft Access 2007 Databases?
Microsoft Access database formats
change with some new versions of
Microsoft Access. The most recent
format is the Microsoft Access
2007 Databases format, which was
released with Access 2007.
Access folder
selected
file name
displayed in File
name text box
OK button
Figure 77
Property of Cengage Learning
1439078386_CH01.indd
55
7/1/10
7:37:23 PM
OFF 56 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
3
• Click the OK button
(File New Database
dialog box) to select
the Access folder
as the location for
the database and
close the dialog box
(Figure 78).
file name
file location
Create
button
Figure 78
4
• Click the Create
Q&A
button in the
Backstage view to
create the database
on the selected drive
in the selected folder
with the file name,
Charmed Excursions.
If necessary, click
the Enable Content
button (Figure 79).
Access work area
with one object
(Table1) open
database file name
appears on title bar
table appears in
Datasheet View
Access automatically
creates default table
How do I know
that the Charmed
Excursions database is
created?
The name of the
database appears on
the title bar.
Datasheet View button
is selected when you
first install Access
Windows 7 taskbar
displays Access program
button, indicating
Access is running
Figure 79
To Close an Office File
Assume you need to close the Access database and return to it later. The following
step closes an Office file.
1 Click File on the Ribbon to open the Backstage view and then click Close Database in the
Q&A
Backstage view to close the open file (Charmed Excursions, in this case) without quitting
the active program.
Why is Access still on the screen?
When you close a database, the program remains open.
Property of Cengage Learning
1439078386_CH01.indd
56
7/1/10
7:37:25 PM
To Open an Existing Office File
Assume you wish to continue working on an existing file, that is, a file you previously saved. Earlier in this
chapter, you learned how to open a recently used file through the Backstage view. The following steps open a
database, specifically the Charmed Excursions database, from the USB flash drive.
1
• With your USB flash drive connected
File tab
Open dialog box
to one of the computer’s USB ports,
if necessary, click File on the Ribbon
to open the Backstage view.
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 57
• Click Open in the Backstage view
to display the Open dialog box
(Figure 80).
2
• Navigate to the location of the
Q&A
file to be opened (in this case, the
USB flash drive, then to the CIS
101 folder [or your class folder],
and then to the Access folder). For
detailed steps about navigating, see
Steps 3a – 3c on pages OFF 28 and
OFF 29.
What if I did not save my file in
a folder?
If you did not save your file in a
folder, the file you wish to open
should be displayed in the Open
dialog box before navigating to
any folders.
Figure 80
3
• Click the file to be opened, Charmed
Access folder
selected
Excursions in this case, to select the
file (Figure 81).
4
• Click the Open button (Open dialog
box) to open the selected file and
display the opened file in the
current program window (shown
in Figure 79).
selected
file
Access folder
selected
Other Ways
1. Click File on the
Ribbon, click Recent
in Backstage view,
double-click file
2. Press CTRL+O
3. Navigate to file in
Windows Explorer,
double-click file
Open button
Figure 81
Property of Cengage Learning
1439078386_CH01.indd
57
7/1/10
7:37:29 PM
OFF 58 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
To Quit an Office Program
You are finished using Access. The following step quits Access.
1 Click the Close button on the right side of the title bar to close the file and quit the Office
program.
Other Office Programs
In addition to the Office programs discussed thus far, three other programs are useful
when collaborating and communicating with others: Outlook, Publisher, and OneNote.
Outlook
Outlook is a powerful communications and scheduling program that helps you
communicate with others, keep track of contacts, and organize your calendar. Personal
information manager (PIM) programs such as Outlook provide a way for individuals
and workgroups to organize, find, view, and share information easily. Outlook allows
you to send and receive electronic mail (e-mail) and permits you to engage in real-time
messaging with family, friends, or coworkers using instant messaging. Outlook also
provides a means to organize contacts. Users can track e-mail messages, meetings, and
notes related to a particular contact. Outlook’s Calendar, Contacts, Tasks, and Notes
components aid in this organization. Contact information readily is available from
the Outlook Calendar, Mail, Contacts, and Task components by accessing the Find a
Contact feature.
Electronic mail (e-mail) is the transmission of messages and files over a computer
network. E-mail has become an important means of exchanging information and files
between business associates, classmates and instructors, friends, and family. Businesses
find that using e-mail to send documents electronically saves both time and money.
Parents with students away at college or relatives who live across the country find that
communicating by e-mail is an inexpensive and easy way to stay in touch with their
family members. Exchanging e-mail messages is one of the more widely used features
of the Internet.
The Outlook Window Figure 82 shows an Outlook window, which is divided into six
panes: the Favorites folder pane, Mail folder pane, and Navigation Pane on the left side of
the window, the Inbox message pane to the left of center, the Reading Pane to the right of
center, and the People Pane just below the Reading Pane.
When an e-mail message is open in Outlook, it is displayed in a Message window
(Figure 83). When you open a message, the Message window Ribbon displays the Message
tab, which contains the more frequently used commands.
Property of Cengage Learning
1439078386_CH01.indd
58
7/1/10
7:37:32 PM
Inbox –
Microsoft
Outlook
window
title bar
number of unread
messages in blue
Favorites
folder pane
To-Do Bar
Inbox folder
closed envelope
icon indicates
unread message
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 59
Reading Pane
Mail folder
pane
opened envelope
icon indicates
message that has
been opened
Mail button
People Pane
Navigation Pane
Inbox
message pane
Figure 82
message header contains
message subject, sender’s name
and e-mail address, recipient’s
e-mail address, and other
information about message
message from
Mary Pat Harley
open in new
window
contents of
selected message
in Reading Pane
Figure 83
Publisher
Publisher is a powerful desktop publishing (DTP) program that assists you in
designing and producing professional-quality documents that combine text, graphics,
illustrations, and photos. DTP software provides additional tools beyond those typically
found in word processing programs, including design templates, graphic manipulation tools, color schemes or libraries, advanced layout and printing tools, and Web
components. For large jobs, businesses use DTP software to design publications that
are camera ready, which means the files are suitable for outside commercial printing.
In addition, DTP software can be used to create Web pages and interactive Web forms.
Property of Cengage Learning
1439078386_CH01.indd
59
7/1/10
7:37:32 PM
OFF 60 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
BTW
Publisher is used by people who regularly produce high-quality color publications,
such as newsletters, brochures, flyers, logos, signs, catalogs, cards, and business forms.
Saving publications as Web pages or complete Web sites is a powerful component of
Publisher. All publications can be saved in a format that easily is viewed and manipulated
using a browser.
Publisher has many features designed to simplify production and make publications
visually appealing. Using Publisher, you easily can change the shape, size, and color of
text and graphics. You can include many kinds of graphical objects, including mastheads,
borders, tables, images, pictures, charts, and Web objects in publications, as well as
integrate spreadsheets and databases.
Starting Publisher
When you first start
Publisher, the New
templates gallery usually
is displayed in the
Backstage view. If it is not
displayed, click File on the
Ribbon, click Options in
the Backstage view, click
General (Options dialog
box), and then click Show
the New template gallery
when starting Publisher to
select the check box in the
General panel.
The Publisher Window On the right side of the Backstage view, Publisher displays the
New template gallery, which includes a list of publication types. Publication types are
typical publications used by desktop publishers. The more popular types are displayed in
the center of the window. Each publication type is a link to display various templates and
blank publications from which you may choose.
Once you select a publication type, the window changes to allow you to select a
specific template (Figure 84). Some templates are installed with Publisher, and others are
available online. Clicking a publication type causes template previews to be displayed in
the center of the window. The templates are organized by purpose (for example, Sales)
and then alphabetically by design type. On the right, Publisher will display a larger
preview of the selected template, along with some customization options if the template is
installed or a download option if the template is online. In Figure 84, the installed Arrows
template is selected so that the customize options appear.
Microsoft
Publisher
window
title bar
preview of
selected
template
Arrows
template
selected
Customize area
for selected
template
marketing
templates
Publisher program button
displayed on taskbar
Create
button
Figure 84
Property of Cengage Learning
1439078386_CH01.indd
60
7/1/10
7:37:35 PM
When you click the Create button, Publisher creates the document and sets it up
for you to edit. Figure 85 shows the Arrows document that Publisher creates when default
options are selected.
Expand/
Collapse
Section
button
hides or
shows
images
of pages
Page Navigation
pane
page layout
Collapse Page Navigation
Pane button minimizes
Page Navigation pane
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 61
Page number button
displays current page
number and total
number of pages
status
bar
Figure 85
OneNote
OneNote is a note taking program that assists you in entering, saving, organizing,
searching, and using notes. It enables you to create pages, which are organized in sections,
just as in a physical notebook. In OneNote, you can type notes anywhere on a page
and then easily move the notes around on the page. You can create lists and outlines,
use handwriting to enter notes, and create drawings. If you use a Tablet PC to add
handwritten notes to a document, OneNote can convert the handwriting to text. It also
can perform searches on the handwritten entries. Pictures and data from other programs
easily are incorporated in your notes.
In addition to typing and handwriting, you can take audio notes. For example,
you could record conversations during a meeting or lecture. As you record, you can take
additional notes. When you play back the audio notes, you can synchronize the additional
notes you took; that is, OneNote will show you during playback the exact points at which
you added the notes. A variety of note flags, which are symbols that call your attention to
notes on a page, enable you to flag notes as being important. You then can use the Note
Flags summary to view the flagged notes, which can be sorted in a variety of ways.
OneNote includes tools to assist you with organizing a notebook and navigating
its contents. It also includes a search facility, making it easy to find the specific notes in
which you are interested. For short notes that you always want to have available readily,
Property of Cengage Learning
1439078386_CH01.indd
61
7/1/10
7:37:37 PM
OFF 62 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
you can use Side Notes, which are used much like the sticky notes that you might use in
a physical notebook.
OneNote Window All activity in OneNote takes place in the notebook (Figure 86).
Like a physical notebook, the OneNote notebook consists of notes that are placed
on pages. The pages are grouped into sections, which can be further grouped into
folders. (No folders are shown in the notebook in the figure.) You can use the Search All
Notebooks box to search for specific text in your notes.
You can add pages to the notebook using the New Page button in the Page Tabs
pane. If Page Tabs are displayed, then you can switch to a page by clicking its tab.
Figure 86 shows the Top Uses page being displayed for the General notebook.
Search All
Notebooks
box
section tabs
Page tabs
pane
title bar
New Page
button
notebook
Microsoft
OneNote program
button on taskbar
Figure 86
Break Point: If you wish to take a break, this is a good place to do so. To resume at a later time, continue to follow the steps
from this location forward.
Moving, Renaming, and Deleting Files
Earlier in this chapter, you learned how to organize files in folders, which is part of
a process known as file management. The following sections cover additional file
management topics including renaming, moving, and deleting files.
Property of Cengage Learning
1439078386_CH01.indd
62
7/1/10
7:37:38 PM
To Rename a File
In some circumstances, you may want to change the name of, or rename, a file or a folder. For example, you
may want to distinguish a file in one folder or drive from a copy of a similar file, or you may decide to rename a file
to better identify its contents. The Word folder shown in Figure 87 contains the Word document, Koala Exhibit.
The following steps change the name of the Koala Exhibit file in the Word folder to Koala Exhibit Flyer.
1
• If necessary, click the Windows
folder window opened
in Windows Explorer
Explorer program button on
the taskbar to display the folder
window in Windows Explorer.
Word
folder
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 63
• Navigate to the location of the file
to be renamed (in this case, the
Word folder in the CIS 101 [or your
class folder] folder on the USB
flash drive) to display the file(s)
it contains in the right pane.
Word file
right-clicked
shortcut menu
• Right-click the Koala Exhibit icon or
file name in the right pane to select
the Koala Exhibit file and display
a shortcut menu that presents a
list of commands related to files
(Figure 87).
contents of
Word folder
Rename command
Word folder
selected
Figure 87
2
• Click Rename on the shortcut menu
to place the current file name in a
text box.
• Type Koala Exhibit Flyer
in the text box and then press the
key (Figure 88).
Q&A
ENTER
Are any risks involved in renaming
files that are located on a hard disk?
file name
changed
Q&A
If you inadvertently rename a
file that is associated with certain
programs, the programs may not be
able to find the file and, therefore,
may not execute properly. Always
use caution when renaming files.
Can I rename a file when it is open?
No, a file must be closed to change
the file name.
Figure 88
Other Ways
1. Select file, press F2,
type new file name,
press ENTER
Property of Cengage Learning
1439078386_CH01.indd
63
7/1/10
7:37:40 PM
OFF 64 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
To Move a File
At some time, you may want to move a file from one folder, called the source folder, to another, called the
destination. When you move a file, it no longer appears in the original folder. If the destination and the source
folders are on the same disk drive, you can move a file by dragging it. If the folders are on different disk drives, then
you will need to right-drag the file. The following step moves the Brain Busters Rental Summary file from the Excel
folder to the OneNote folder.
1
• In Windows Explorer, navigate to
the location of the file to be moved
(in this case, the Excel folder in the
CIS 101 folder [or your class folder]
on the USB flash drive).
Excel folder
• Click the Excel folder in the
navigation pane to display the
files it contains in the right pane
(Figure 89).
Excel file to
be moved
• Drag the Brain Busters Rental
Summary file in the right pane
to the OneNote folder in the
navigation pane.
contents of
Excel folder
Excel folder
file dragged to
OneNote folder
Figure 89
Other Ways
1. Right-click file, drag file
to destination folder, click
Move here
folder, click Paste on
shortcut menu
2. Right-click file to copy,
click Cut on shortcut menu,
right-click destination
3. Select file to copy, press
CTRL+X, select destination
folder, press CTRL+V
To Delete a File
A final task you may want to perform is to delete a file. Exercise extreme caution when deleting a file or files.
When you delete a file from a hard disk, the deleted file is stored in the Recycle Bin where you can recover it until
you empty the Recycle Bin. If you delete a file from removable media, such as a USB flash drive, the file is deleted
permanently. The next steps delete the Koala Exhibit Gala file from the PowerPoint folder.
Property of Cengage Learning
1439078386_CH01.indd
64
7/1/10
7:37:42 PM
1
• In Windows Explorer, navigate to
the location of the file to be deleted
(in this case, the PowerPoint folder
in the CIS 101 folder [or your class
folder] on the USB flash drive).
PowerPoint
folder
• Click the PowerPoint folder in the
navigation pane to display the files
it contains in the right pane.
• Right-click the Koala Exhibit Gala
PowerPoint file
right-clicked
shortcut
menu
icon or file name in the right pane
to select the file and display a
shortcut menu (Figure 90).
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 65
contents of
PowerPoint
folder
Delete command
PowerPoint folder
Figure 90
2
• Click Delete on the shortcut menu
to display the Delete File dialog box
(Figure 91).
Delete File
dialog box
• Click the Yes button (Delete
Q&A
File dialog box) to delete the
selected file.
Can I use this same technique to
delete a folder?
Yes. Right-click the folder and then
click Delete on the shortcut menu.
When you delete a folder, all of
the files and folders contained
in the folder you are deleting,
together with any files and folders
on lower hierarchical levels, are
deleted as well.
Yes button
Figure 91
Other Ways
1. Select icon, press DELETE
Property of Cengage Learning
1439078386_CH01.indd
65
7/1/10
7:37:44 PM
OFF 66 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Microsoft Office and Windows Help
At any time while you are using one of the Microsoft Office 2010 programs, you can
use Office Help to display information about all topics associated with the program.
To illustrate the use of Office Help, this section uses Word. Help in other Office 2010
programs operates in a similar fashion.
In Office 2010, Help is presented in a window that has Web-browser-style
navigation buttons. Each Office 2010 program has its own Help home page, which is the
starting Help page that is displayed in the Help window. If your computer is connected to
the Internet, the contents of the Help page reflect both the local help files installed on the
computer and material from Microsoft’s Web site.
To Open the Help Window in an Office Program
The following step opens the Word Help window.
1
• Start an Office program, in this
Word Help
window
Microsoft
Word Help
button
case Word.
• Click the Office program’s Help
button near the upper-right corner
of the program window (the
Microsoft Word Help button, in this
case) to open the program’s Help
window (Figure 92).
Figure 92
Other Ways
1. Press F1
Moving and Resizing Windows
Up to this point, this chapter has used minimized and maximized windows.
At times, however, it is useful, or even necessary, to have more than one window open
and visible on the screen at the same time. You can resize and move these open windows
so that you can view different areas of and elements in the window. In the case of the
Help window, for example, it could be covering document text in the Word window that
you need to see.
To Move a Window by Dragging
You can move any open window that is not maximized to another location on the desktop by dragging the title
bar of the window. The following step drags the Word Help window to the top left of the desktop.
Property of Cengage Learning
1439078386_CH01.indd
66
7/1/10
7:37:46 PM
1
• Drag the window title bar (the
mouse pointer
on title bar
Word Help window title bar, in this
case) so that the window
title bar
moves to the top left of the
desktop, as shown in Figure 93.
Word Help
window
moved
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 67
drag bottom
corner to resize
Other Ways
1. Right-click title bar,
click Move on shortcut
menu, drag window
Figure 93
To Resize a Window by Dragging
Sometimes, information is not visible completely in a window. A method used to change the size of the window is
to drag the window borders. The following step changes the size of the Word Help window by dragging its borders.
1
• Point to the lower-right corner
of the window (the Word Help
window, in this case) until the
mouse pointer changes to a
two-headed arrow.
• Drag the bottom border downward
Q&A
to display more of the active
window (Figure 94).
Can I drag other borders on the
window to enlarge or shrink the
window?
Word Help
window
resized
Q&A
Yes, you can drag the left, right, and
top borders and any window corner
to resize a window.
Will Windows 7 remember the new
size of the window after I close it?
Yes. When you reopen the window,
Windows 7 will display it at the
same size it was when you closed it.
mouse pointer
indicates resizing
Figure 94
Property of Cengage Learning
1439078386_CH01.indd
67
7/1/10
7:37:47 PM
OFF 68 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Using Office Help
Once an Office program’s Help window is open, several methods exist for
navigating Help. You can search for help by using any of the three following methods
from the Help window:
1. Enter search text in the ‘Type words to search for’ text box
2. Click the links in the Help window
3. Use the Table of Contents
To Obtain Help Using the ‘Type words to search for’ Text Box
Assume for the following example that you want to know more about the Backstage view. The following steps
use the ‘Type words to search for’ text box to obtain useful information about the Backstage view by entering the
word, Backstage, as search text.
Back
1
button
• Type Backstage in the ‘Type
Forward
button
Stop
button
Refresh
button
Print
button
Show/Hide Table of
Contents button
words to search for’ text box at the
top of the Word Help window to
enter the search text.
Not On Top/
Keep On Top
button
• Click the Search button arrow
to display the Search menu
(Figure 95).
search text
entered in
text box
Change Font
Size button
Search button
arrow
Home
button
Search menu
• If it is not selected already, click All
Word on the Search menu, so that
Help performs the most complete
search of the current program
(Word, in this case). If All Word
already is selected, click the Search
button arrow again to close the
Search menu.
All Word command
selected
Q&A
Figure 95
Why select All Word on the Search menu?
Selecting All Word on the Search menu ensures that Word Help will search all possible
sources for information about your search term. It will produce the most complete search
results.
Property of Cengage Learning
1439078386_CH01.indd
68
7/1/10
7:37:49 PM
2
• Click the Search button to display
Q&A
Q&A
the search results (Figure 96).
Why do my search results differ?
If you do not have an Internet
connection, your results will reflect
only the content of the Help files
on your computer. When searching
for help online, results also can
change as material is added,
deleted, and updated on the online
Help Web pages maintained by
Microsoft.
Why were my search results not very
helpful?
search results
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 69
Introducing
Backstage
article link
search results
navigation
buttons
When initiating a search, be sure to
check the spelling of the search text;
also, keep your search specific, with
fewer than seven words, to return
the most accurate results.
Figure 96
3
• Click the Introducing Backstage
link to open the Help document
associated with the selected topic
(Figure 97).
selected Help
article displayed
in Help window
Figure 97
Property of Cengage Learning
1439078386_CH01.indd
69
7/1/10
7:37:51 PM
OFF 70 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
4
• Click the Home button on the
toolbar to clear the search results
and redisplay the Help home page
(Figure 98).
Home button
Browse area
Formatting link
Figure 98
To Obtain Help Using the Help Links
If your topic of interest is listed in the Browse area of the Help window, you can click the link to begin
browsing the Help categories instead of entering search text. You browse Help just as you would browse a Web site.
If you know which category contains your Help information, you may wish to use these links. The following step
finds the Formatting Help information using the category links from the Word Help home page.
1
• Click the Formatting link on
the Help home page (shown in
Figure 98) to display the Formatting
page (Figure 99).
Maximize
button
Formatting
page
Figure 99
Property of Cengage Learning
1439078386_CH01.indd
70
7/1/10
7:37:52 PM
To Obtain Help Using the Help Table of Contents
A third way to find Help in Office programs is through the Help Table of Contents. You can browse through
the Table of Contents to display information about a particular topic or to familiarize yourself with an Office
program. The following steps access the Help information about themes by browsing through the Table of Contents.
1
• Click the Home
Home
button
button on the toolbar
to display the Help
home page.
Show Table of Contents
button changed to Hide
Table of Contents button
• Click the Show Table
Q&A
of Contents button on
the toolbar to display
the Table of Contents
pane on the left side
of the Help window.
If necessary, click the
Maximize button on
the Help title bar to
maximize the window
(Figure 100).
Restore Down
button replaces
Maximize button
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 71
Creating
documents link
Help window
maximized
Why does the
appearance of
Table of
Contents
the Show Table of
pane
Contents button
Figure 100
change?
When the Table of Contents is displayed in the Help window, the Hide Table of Contents
button replaces the Show Table of Contents button.
Close button
2
• Click the Creating
documents link in
the Table of Contents
pane to view a list of
Help subtopics.
• Click the Apply
themes to Word
documents link in
the Table of Contents
pane to view the
selected Help
document in the right
pane (Figure 101).
Apply themes to Word
documents page
Help
subtopics
Apply themes to
Word documents link
• After reviewing the
page, click the Close
button to quit Help.
Figure 101
• Click the Office
Q&A
program’s Close button (Word, in this case) to quit the Office program.
How do I remove the Table of Contents pane when I am finished with it?
The Show Table of Contents button acts as a toggle. When the Table of Contents pane is
visible, the button changes to Hide Table of Contents. Clicking it hides the Table of Contents
pane and changes the button to Show Table of Contents.
Property of Cengage Learning
1439078386_CH01.indd
71
7/1/10
7:37:54 PM
OFF 72 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Obtaining Help while Working in an Office Program
Help in the Office programs provides you with the ability to obtain help directly,
without the need to open the Help window and initiate a search. For example, you may
be unsure about how a particular command works, or you may be presented with a dialog
box that you are not sure how to use.
Figure 102 shows one option for obtaining help while working in Word. If you want
to learn more about a command, point to the command button and wait for the Enhanced
ScreenTip to appear. If the Help icon appears in the Enhanced ScreenTip, press the f1 key
while pointing to the command to open the Help window associated with that command.
Clear Formatting
button
Help button
in Enhanced
ScreenTip
Figure 102
Figure 103 shows a dialog box that contains a Help button. Pressing the f1 key
while the dialog box is displayed opens a Help window. The Help window contains help
about that dialog box, if available. If no help file is available for that particular dialog box,
then the main Help window opens.
Help button
in dialog box
Figure 103
Property of Cengage Learning
1439078386_CH01.indd
72
7/1/10
7:37:57 PM
Using Windows Help and Support
One of the more powerful Windows 7 features is Windows Help and Support.
Windows Help and Support is available when using Windows 7 or when using any
Microsoft program running under Windows 7. This feature is designed to assist you in
using Windows 7 or the various programs. Table 4 describes the content found in the
Help and Support Center. The same methods used for searching Microsoft Office Help
can be used in Windows Help and Support. The difference is that Windows Help and
Support displays help for Windows 7, instead of for Microsoft Office.
Table 4 Windows Help and Support Center Content Areas
Area
Function
Find an answer quickly
This area contains instructions about how to do a quick search using the search box.
Not sure where to
start?
This area displays three topics to help guide a user: How to get started with your
computer, Learn about Windows Basics, and Browse Help topics. Clicking one of the
options navigates to corresponding Help and Support pages.
More on the Windows
Website
This area contains links to online content from the Windows Web site. Clicking the links
navigates to the corresponding Web pages on the Web site.
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 73
To Start Windows Help and Support
The following steps start Windows Help and Support and display the Windows Help and Support window,
containing links to more information about Windows 7.
1
• Click the Start button on the
Q&A
taskbar to display the Start menu
(Figure 104).
Why are the programs that are
displayed on the Start menu
different?
Windows adds the programs you
have used recently to the left pane
on the Start menu. You have started
several programs while performing
the steps in this chapter, so those
programs now are displayed on the
Start menu.
Start menu
Help and
Support
command
Start
button
Figure 104
Property of Cengage Learning
1439078386_CH01.indd
73
7/1/10
7:37:58 PM
OFF 74 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
2
• Click Help and Support on the Start
menu to open the Windows Help
and Support window (Figure 105).
Search
Help box
Windows Help
and Support
window
Close
button
• After reviewing the Windows Help
and Support window, click the Close
button to quit Windows Help and
Support.
Not sure where
to start? area
More on the
Windows
website area
Other Ways
1. Press CTRL+ESC, press
RIGHT ARROW, press UP
ARROW, press ENTER
Figure 105
2. Press WINDOWS + F1
Chapter Summary
In this chapter, you learned about the Windows 7 interface. You started Windows 7, were introduced to the
components of the desktop, and learned several mouse operations. You opened, closed, moved, resized, minimized,
maximized, and scrolled a window. You used folder windows to expand and collapse drives and folders, display drive
and folder contents, create folders, and rename and then delete a file.
You also learned some basic features of some Microsoft Office 2010 programs, including Word, PowerPoint,
Excel, and Access. As part of this learning process, you discovered the common elements that exist among these
different Office programs. You now can save basic document, presentation, spreadsheet, and database files. Additional
Office programs, including Outlook, Publisher, and OneNote also were discussed.
Microsoft Office Help was demonstrated, and you learned how to use the Office Help window. You were
introduced to the Windows 7 Help and Support Center and learned how to use it to obtain more information about
Windows 7.
The items listed below include all of the new Windows 7 and Office 2010 skills you have learned in this chapter.
1.
2.
3.
4.
5.
6.
7.
8.
Log On to the Computer (OFF 6)
Start a Program Using the Start Menu (OFF 10)
Maximize a Window (OFF 12)
Display a Different Tab on the Ribbon (OFF 16)
Minimize, Display, and Restore the Ribbon (OFF 17)
Display and Use a Shortcut Menu (OFF 18)
Customize the Quick Access Toolbar (OFF 19)
Enter Text in a Document (OFF 20)
9. Create a Folder (OFF 22)
10. Create a Folder within a Folder (OFF 24)
11. Expand a Folder, Scroll through Folder Contents,
and Collapse a Folder (OFF 26)
12. Switch from One Program to Another (OFF 27)
13. Save a File in a Folder (OFF 27)
14. Minimize and Restore a Window (OFF 30)
15. Change the Screen Resolution (OFF 33)
Property of Cengage Learning
1439078386_CH01.indd
74
7/1/10
7:37:59 PM
16. Quit an Office Program with One Document
Open (OFF 35)
17. Start a Program Using the Search Box (OFF 37)
18. Enter Content in a Title Slide (OFF 40)
19. Create a New Office Document from the Backstage
View (OFF 41)
20. Close an Office File Using the Backstage
View (OFF 44)
21. Open a Recent Office File Using the Backstage
View (OFF 45)
22. Create a New Blank Office Document from
Windows Explorer (OFF 47)
23. Start a Program from Windows Explorer and
Open a File (OFF 48)
24. Enter a Worksheet Title (OFF 50)
25. Save an Existing Document with the Same File
Name (OFF 51)
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
Create an Access Database (OFF 55)
Open an Existing Office File (OFF 57)
Rename a File (OFF 63)
Move a File (OFF 64)
Delete a File (OFF 64)
Open the Help Window in an Office
Program (OFF 66)
Move a Window by Dragging (OFF 66)
Resize a Window by Dragging (OFF 67)
Obtain Help Using the ‘Type words to search for’
Text Box (OFF 68)
Obtain Help Using the Help Links (OFF 70)
Obtain Help Using the Help Table of
Contents (OFF 71)
Start Windows Help and Support (OFF 73)
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 75
If you have a SAM 2010 user profile, your instructor may have assigned an autogradable
version of this assignment. If so, log into the SAM 2010 Web site at www.cengage.com/sam2010
to download the instruction and start files.
Learn It Online
Test your knowledge of chapter content and key terms.
Instructions: To complete the Learn It Online exercises, start your browser, click the Address bar, and
then enter the Web address scsite.com/office2010/learn. When the Office 2010 Learn
It Online page is displayed, click the link for the exercise you want to complete and then read the
instructions.
Chapter Reinforcement TF, MC, and SA
A series of true/false, multiple choice, and short
answer questions that test your knowledge of the
chapter content.
Who Wants To Be a Computer Genius?
An interactive game that challenges your knowledge
of chapter content in the style of a television
quiz show.
Flash Cards
An interactive learning environment where
you identify chapter key terms associated with
displayed definitions.
Wheel of Terms
An interactive game that challenges your knowledge
of chapter key terms in the style of the television
show Wheel of Fortune.
Practice Test
A series of multiple choice questions that test your
knowledge of chapter content and key terms.
Crossword Puzzle Challenge
A crossword puzzle that challenges your knowledge
of key terms presented in the chapter.
Property of Cengage Learning
1439078386_CH01.indd
75
7/1/10
7:38:01 PM
OFF 76 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
Apply Your Knowledge
Reinforce the skills and apply the concepts you learned in this chapter.
STUDENT ASSIGNMENTS
Creating a Folder and a Document
Instructions: You will create a Word folder and then create a Word document and save it in the folder.
Perform the following tasks:
1. Connect a USB flash drive to an available USB port and then open the USB flash drive window.
2. Click the New folder button on the toolbar to display a new folder icon and text box for the folder name.
3. Type Word in the text box to name the folder. Press the
enter key to create the folder on the USB flash drive.
4. Start Word.
5. Enter the text shown in Figure 106.
6. Click the Save button on the Quick Access Toolbar. Navigate
to the Word folder on the USB flash drive and then save the
document using the file name, Apply 1 Class List.
7. If your Quick Access Toolbar does not show the Quick
Print button, add the Quick Print button to the Quick
Access Toolbar. Print the document using the Quick
Print button on the Quick Access Toolbar. When you are
finished printing, remove the Quick Print button from the
Quick Access Toolbar.
8. Submit the printout to your instructor.
Figure 106
9. Quit Word.
Extend Your Knowledge
Extend the skills you learned in this chapter and experiment with new skills. You will use Help
to complete the assignment.
Using Help
Instructions: Use Office Help to perform the
following tasks.
Perform the following tasks:
1. Start Word.
2. Click the Microsoft Word Help button to open the
Word Help window (Figure 107).
3. Search Word Help to answer the following
questions.
a. What are the steps to add a new group to the
Ribbon?
b. What are Quick Parts?
4. With the Word program still running, start
PowerPoint.
Figure 107
Property of Cengage Learning
1439078386_CH01.indd
76
7/1/10
7:38:02 PM
5. Click the Microsoft PowerPoint Help button on the title bar to open the PowerPoint Help window.
6. Search PowerPoint Help to answer the following questions.
a. What is a slide master?
b. How do you copy slides from another presentation into the existing presentation?
7. Quit PowerPoint.
8. Start Excel.
9. Click the Microsoft Excel Help button to open the Excel Help window.
10. Search Excel Help to answer the following questions.
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 77
a. What are three different functions available in Excel?
STUDENT ASSIGNMENTS
b. What are sparklines?
11. Quit Excel.
12. Start Access.
13. Click the Microsoft Access Help button to open the Access Help window.
14. Search Access Help to answer the following questions.
a. What is SQL?
b. What is a data macro?
15. Quit Access.
16. Type the answers from your searches in the Word document. Save the document with a new file
name and then submit it in the format specified by your instructor.
17. Quit Word.
Make It Right
Analyze a file structure and correct all errors and/or improve the design.
Organizing Vacation Photos
Instructions: See the inside back cover of this book for instructions on downloading the Data Files for
Students, or contact your instructor for information on accessing the required files.
Traditionally, you have stored photos from past vacations together in one folder. The photos are
becoming difficult to manage, and you now want to store them in appropriate folders. You will create
the folder structure shown in Figure 108. You then will move the photos to the folders so that they will
be organized properly.
1. Connect a USB flash drive to an available USB port to open the USB flash drive window.
2. Using the techniques presented in the chapter, create the hierarchical folder structure shown in
Figure 108.
Vacation
3. Using the techniques presented in the chapter,
Photos
move the vacation photos to their appropriate
folders.
4. Submit your work in the format specified by
your instructor.
Beach
Mountain
Climbing
Skiing
Las Vegas
National
Parks
Figure 108
Property of Cengage Learning
1439078386_CH01.indd
77
7/1/10
7:38:05 PM
OFF 78 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
In the Lab
Use the guidelines, concepts, and skills presented in this chapter to increase your knowledge
of Windows 7 and Office 2010. Labs are listed in order of increasing difficulty.
STUDENT ASSIGNMENTS
Lab 1: Using Windows Help and Support
Problem: You have a few questions about using Windows 7 and would like to answer these questions
using Windows Help and Support.
Instructions: Use Windows Help and Support to perform the following tasks:
1. Display the Start menu and then click Help and Support to start Windows Help and Support.
2. Use the Help and Support Content page to answer the following questions.
a. How do you reduce computer screen flicker?
b. Which dialog box do you use to change the appearance of the mouse pointer?
c. How do you minimize all windows?
d. What is a VPN?
3. Use the Search Help text box in Windows Help and Support to answer the following questions.
a. How can you minimize all open windows on the desktop?
b. How do you start a program using the Run command?
c. What are the steps to add a toolbar to the taskbar?
d. What wizard do you use to remove unwanted desktop icons?
4. The tools to solve a problem while using Windows 7 are called troubleshooters. Use Windows Help
and Support to find the list of troubleshooters (Figure 109), and answer the following questions.
a. What problems does the HomeGroup troubleshooter allow you to resolve?
b. List five Windows 7 troubleshooters that are not listed in Figure 109.
5. Use Windows Help and Support to obtain
information about software licensing and
product activation, and answer the following
questions.
a. What is genuine Windows?
b. What is activation?
c. What steps are required to activate Windows?
d. What steps are required to read the Microsoft
Software License Terms?
e. Can you legally make a second copy of
Windows 7 for use at home, work, or on a
mobile computer or device?
f. What is registration?
6. Close the Windows Help and Support window.
Figure 109
Property of Cengage Learning
1439078386_CH01.indd
78
7/1/10
7:38:06 PM
In the Lab
Lab 2: Creating Folders for a Pet Supply Store
Problem: Your friend works for Pete’s Pet Supplies. He would like to organize his files in relation to
the types of pets available in the store. He has five main categories: dogs, cats, fish, birds, and exotic.
You are to create a folder structure similar to Figure 110.
Instructions: Perform the following tasks:
1. Connect a USB flash drive to an available USB port and then open the USB flash drive window.
Office 2010 and Windows 7 Chapter
Essential Concepts and Skills Office 2010 and Windows 7 Chapter OFF 79
2. Create the main folder for Pete’s Pet Supplies.
STUDENT ASSIGNMENTS
Pete’s Pet
Supplies
3. Navigate to the Pete’s Pet Supplies folder.
4. Within the Pete’s Pet Supplies folder,
create a folder for each of the following:
Dogs, Cats, Fish, Birds, and Exotic.
5. Within the Exotic folder, create two
additional folders, one for Primates and
the second for Reptiles.
Dogs
Cats
Fish
Birds
6. Submit the assignment in the format
specified by your instructor.
Exotic
Primates
Reptiles
Figure 110
In the Lab
Lab 3: Creating Office Documents
Problem: You are taking a class that requires you to create a Word, PowerPoint, Excel, and Access file.
You will save these files to folders named for four different Office programs (Figure 111).
Instructions: Create the folders shown in Figure 111. Then,
using the respective Office program, create a small file to save
in each folder (i.e., create a Word document to save in the
Word folder, a PowerPoint presentation to save in the
PowerPoint folder, and so on).
1. Connect a USB flash drive to an available USB port and
then open the USB flash drive window.
2. Create the folder structure shown in Figure 111.
Microsoft
Office 2010
Word
PowerPoint
Excel
Access
Figure 111
3. Navigate to the Word folder.
4. Create a Word document containing the text, My First Word Document, and then save it in the
Word folder.
5. Navigate to the PowerPoint folder.
6. Create a PowerPoint presentation containing the title text, My First PowerPoint Presentation, and
then save it in the PowerPoint folder.
7. Navigate to the Excel folder.
Continued >
Property of Cengage Learning
1439078386_CH01.indd
79
7/1/10
7:38:07 PM
OFF 80 Office 2010 and Windows 7 Chapter Essential Concepts and Skills
In the Lab
continued
8. Create an Excel spreadsheet containing the text, My First Excel Spreadsheet, in cell A1 and then
save it in the Excel folder.
9. Navigate to the Access folder.
10. Save an Access database named, My First Database, in the Access folder.
STUDENT ASSIGNMENTS
11. Close all open Office programs.
12. Submit the assignment in the format specified by your instructor.
Cases and Places
Apply your creative thinking and problem solving skills to design and implement a solution.
Note: To complete these assignments, you may be required to use the Data Files for Students. See the
inside back cover of this book for instructions on downloading the Data Files for Students, or contact
your instructor for information about accessing the required files.
1: Creating Beginning Files for Classes
Academic
You are taking the following classes: Introduction to Engineering, Beginning Psychology, Introduction
to Biology, and Accounting. Create folders for each of the classes. Use the following folder names:
Engineering, Psychology, Biology, and Accounting, when creating the folder structure. In the
Engineering folder, use Word to create a Word document with the name of the class and the class
meeting location and time (MW 10:30 – 11:45, Room 317). In the Psychology folder, use PowerPoint
to create your first lab presentation. It should begin with a title slide containing the text, Behavioral
Observations. In the Biology folder, save a database named Research in the Biology folder. In the
Accounting folder, create an Excel spreadsheet with the text, Tax Information, in cell A1. Use the
concepts and techniques presented in this chapter to create the folders and files.
2: Using Help
Personal
Your parents enjoy working and playing games on their home computers. Your mother uses a notebook
computer downstairs, and your father uses a desktop computer upstairs. They expressed interest in
sharing files between their computers and sharing a single printer, so you offered to research various
home networking options. Start Windows Help and Support, and search Help using the keywords, home
networking. Use the link for installing a printer on a home network. Start Word and then type the main
steps for installing a printer. Use the link for setting up a HomeGroup and then type the main steps
for creating a HomeGroup in the Word document. Use the concepts and techniques presented in this
chapter to use Help and create the Word document.
3: Creating Folders
Professional
Your boss at the bookstore where you work part-time has asked for help with organizing her files. After
looking through the files, you decided upon a file structure for her to use, including the following folders: books, magazines, tapes, DVDs, and general merchandise. Within the books folder, create folders
for hardback and paperback books. Within magazines, create folders for special issues and periodicals.
In the tapes folder, create folders for celebrity and major release. In the DVDs folder, create a folder for
book to DVD. In the general merchandise folder, create folders for novelties, posters, and games. Use
the concepts and techniques presented in this chapter to create the folders.
Property of Cengage Learning
1439078386_CH01.indd
80
7/1/10
7:38:08 PM
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertising