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The Two-Dollar

Tour

tep right up for a tour of Microsoft Office,

the most popular suite of applications in

the world!

Here are some of the things you can do with

Office:

➟

Write letters, reports, and newsletters.

➟

Track bank account balances and

investments.

➟

Create presentations to support speeches

and meetings.

➟

Send and receive e-mail.

The Office suite consists of several very power-

ful applications (programs), each with its own

features and interface, but the applications also

have a lot in common with one another.

Learning about one application gives you a

head start in learning the others.

In this chapter (and Chapter 2), I take you on

a quick tour of some of the features that multi-

ple Office applications have in common,

including the tabbed Ribbon area. In this chap-

ter, I show you how to insert text and graphics

in the various applications, and how to move

around and zoom in and out.

Get ready to . . .

➟

Start an Office Application .... 8

➟

Explore the Office Ribbon

and Tabs ............................. 9

➟

Understand the Office Button

and Office Menu ................ 13

➟

Create a Document ............. 15

➟

Type Text ........................... 15

➟

Insert a Picture .................... 16

➟

Move Around in a

Document ........................... 18

➟

Select Content .................... 20

➟

Zoom In and Out ................ 21

➟

Change the View ................ 22

➟

Chapter

COPYRIGHTED MATERIAL

Summary of content (18 pages)

PAGE 1
➟ The Two-Dollar Tour Chapter AL S tep right up for a tour of Microsoft Office, the most popular suite of applications in the world! RI Get ready to . . . Write letters, reports, and newsletters. ➟ Track bank account balances and investments. TE D ➟ ➟ Start an Office Application .... 8 ➟ Explore the Office Ribbon TE MA Here are some of the things you can do with Office: 1 Create presentations to support speeches and meetings. ➟ Send and receive e-mail.
PAGE 2
Part I: Getting Started with Office This book shows Microsoft Office in the Windows Vista operating system, not Windows XP. Office works the same way in both versions of Windows except for minor differences in the dialog boxes where files are saved and opened. Those differences are covered in Chapter 3. Start an Office Application All the Office applications are available from the Start menu in Windows, as shown in Figure 1-1.
PAGE 3
Chapter 1: The Two-Dollar Tour To start any of the applications, follow these steps: 1. Click the Start button. 2. Click All Programs. 3. Click Microsoft Office. 4. Click the Office application you want to start. Explore the Office Ribbon and Tabs All Office 2007 applications (except Outlook) have a common system of navigation called the Ribbon, which is a tabbed bar across the top of the application window. Each tab is like a page of buttons.
PAGE 4
Part I: Getting Started with Office You might find tabs that were added by third-party (non-Microsoft) software. For example, Figure 1-2 has an Acrobat tab. A program called Adobe Acrobat is installed on this computer. The buttons and controls on the tabs operate in different ways. Figure 1-3 points out some examples on the Paragraph group on Word’s Home tab. Click the button face to apply the most recent setting... ...
PAGE 5
Chapter 1: The Two-Dollar Tour For example, Figure 1-3 has four buttons in the bottom row for paragraph alignment. The leftmost one is selected; if you clicked one of the others, it’s automatically canceled. ➟ Menu buttons: Buttons with arrows on them open menus or color palettes. You can hover the mouse pointer over a button to see a pop-up box, called a ScreenTip, that tells the button’s name and/or purpose.
PAGE 6
Part I: Getting Started with Office When you resize the application’s window so the window is narrower than normal, or when you run the application on a computer that has low-resolution video settings, the controls on the Ribbon compress (squeeze together). Some of the groups turn into single buttons with drop-down lists for accessing the individual controls within that group. For example, in Figure 1-4, most of the groups are compressed, and one of the groups has been opened as a drop-down list.
PAGE 7
Chapter 1: The Two-Dollar Tour Quick Access Toolbar Right-click any control on any tab to add it to the toolbar Figure 1-5 Understand the Office Button and Office Menu The Office menu provides access to commands that have to do with the data file you are working with—things like saving, opening, printing, mailing, and checking its properties. Open the Office menu by clicking the big round button (the Office button) at the upper left.
PAGE 8
Part I: Getting Started with Office Office button Recently used documents Commands with arrows open submenus Figure 1-6 Some commands on the Office menu have arrows to their right. These open submenus with more options on them. For example, when you point to the Send command, a submenu of commands related to sending documents appears. Some of the commands that have arrows next to them, such as Print and Save As, are dual function: ➟ 14 ➟ Point to its arrow to open its submenu of more choices.
PAGE 9
Chapter 1: The Two-Dollar Tour Create a Document In Word, Excel, and PowerPoint, a new document (or workbook, or presentation) opens automatically when you start the program. You can just start typing or inserting content into it. You can also create additional new documents. An easy shortcut to do so is to press Ctrl+N. You can also choose Office➪New. That latter method has the advantage of opening up a dialog box where you can choose a template, if you don’t want a totally blank document to start with.
PAGE 10
Part I: Getting Started with Office into it, as in Figure 1-8. Chapter 7 shows how to work with text in Excel cells. In Excel, text is entered into individual cells Figure 1-8 ➟ PowerPoint: The work area is divided into three panes. The largest one, in the center, is where you insert content on a slide. • If a slide has a text placeholder on it, you can click in the placeholder and type, as in Figure 1-9.
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Chapter 1: The Two-Dollar Tour In PowerPoint, text is entered in placeholder boxes on slide layouts Figure 1-9 Figure 1-10 ➟ 17
PAGE 12
Part I: Getting Started with Office 3. Select the picture you want to insert. (You might need to change to a different location. That’s covered in Chapter 3.) 4. Click the Insert button. The preceding steps apply to picture files, such as images from a digital camera or that you downloaded from the Internet. There are lots of other graphic types, such as clip art, WordArt (stylized text), and drawn lines and shapes. Each of these has its own procedure for insertion.
PAGE 13
Chapter 1: The Two-Dollar Tour ➟ Click in the empty space on the bar to one side or the other of the scroll box to move one screenful at a time in that direction. Drag the scroll box to scroll quickly Click an arrow to scroll a small amount in the arrow direction Click above or below the scroll box to scroll one screenful Figure 1-11 The size of the scroll box (the blank rectangle you drag in the scroll bar) indicates how much content you can’t see at the moment.
PAGE 14
Part I: Getting Started with Office You can also move around by using keyboard shortcuts. As you gain experience with the applications, you might find using keyboard shortcuts more convenient than using than the scroll bar. Chapter 4 lists shortcuts for Word, Chapter 7 lists shortcuts for Excel, and Chapter 14 lists shortcuts for PowerPoint. Select Content Selecting content is an essential skill for any Office application. Many commands in Office applications apply to whatever text or graphics you select.
PAGE 15
Chapter 1: The Two-Dollar Tour click it. You can extend the selection to multiple cells by dragging across them or by holding down Shift and pressing the arrow keys. You can also select text by using keyboard shortcuts. Chapter 4 lists shortcuts for Word, Chapter 7 lists shortcuts for Excel, and Chapter 14 lists shortcuts for PowerPoint. To select a graphic, click it with the mouse. Selection handles appear around the outside of it.
PAGE 16
Part I: Getting Started with Office see a bird’s-eye view of the whole project. The lower the zoom percentage, the smaller everything looks — and the more you can see onscreen at once, without scrolling. Word, Excel, and PowerPoint all have the same Zoom controls, located in the bottom right of the window. (There are also zoom controls on the View tab in each application.) Figure 1-14 shows the Zoom controls on the status bar.
PAGE 17
Chapter 1: The Two-Dollar Tour Each application has shortcut buttons to the most common views. You can find these buttons to the left of the Zoom slider, as pointed out in Figure 1-14. Hover your mouse over a button to find out which view it selects.
PAGE 18
Part I: Getting Started with Office • Slide Show: The presentation is shown to the audience, one slide at a time. • Notes Page: Each slide appears as a graphic on a page where notes are displayed. Notes Page view is available only from the View tab, not from the buttons. Enjoying the tour so far? There’s lots more ahead in Chapter 2, where I continue walking you through the important features that the Office apps have in common.