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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 multiple

Office applications have in common, including

the tabbed Ribbon area. I also show you how to

insert text and graphics in the various applica-

tions, 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 File Menu

(Backstage View) ................ 12

➟

Create a Document ............. 14

➟

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

➟

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

➟

Move Around in a

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

➟

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

➟

Zoom In and Out ................ 22

➟

Change the View ................ 23

➟

Chapter

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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 7 operating system. Office works the same way in Windows XP and Windows Vista 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. Figure 1-1 To start any of the applications, follow these steps: 1. Click the Start button.
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Chapter 1: The Two-Dollar Tour 3. Click Microsoft Office. 4. Click the Office application you want to start. Explore the Office Ribbon and Tabs All Office 2010 applications 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. You click different tabs to access different sets of buttons and features. Figure 1-2 shows the Ribbon in Microsoft Word, with the Home tab displayed.
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Part I: Getting Started with Office A command button (opens dialog box) ...or click the arrow to open a menu of other settings Click the button face to apply the most recent setting An on/off toggle A button set Click here to open the Paragraph dialog box Figure 1-3 ➟ On/off toggles: When the button is selected (it turns orange), the feature is on. Each time you click the button, it switches between on and off. ➟ Command buttons: When you click the button, the command executes.
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Chapter 1: The Two-Dollar Tour color). With others, the button face and the arrow are separate clickable areas. Clicking the arrow opens the menu, but clicking the button face applies whatever setting was most recently chosen from the menu. To tell the difference between the two types of menu buttons, point the mouse at the button. If you see a thin line separating the arrow from the button face, it’s the type where you have to click directly on the arrow to get the menu.
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Part I: Getting Started with Office Click the button for a collapsed group... ...to expand the group and select a command from it Figure 1-4 Quick Access Toolbar Right - click any control on any tab to add it to the toolbar Figure 1-5 Understand the File Menu (Backstage View) ➟ 12 Clicking the File tab opens the File menu, also known as Backstage view.
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Chapter 1: The Two-Dollar Tour Backstage View lists top-level categories at the left; click one to see the commands available or open a dialog box for working with that category. The content to the right of the category list depends on what you have chosen. When you open Backstage View, the Info category appears. It provides information about the current document, and offers commands for protecting the document, checking for issues, and managing versions.
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Part I: Getting Started with Office Some of the other categories, when selected, make additional commands or options appear to the right of the list. For example, in Figure 1-7, you can see that when Save & Send is selected (in Word), a submenu of commands appears to the right, along with buttons for specific operations. Commands available in the selected subcategory Save and send category is selected Subcategories Figure 1-7 The bottom-most command in the list is Exit, which quits the application.
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Chapter 1: The Two-Dollar Tour You can also create additional new documents. An easy shortcut to do so is to press Ctrl+N. You can also choose File➪New. That latter method has the advantage of opening a selection of templates you can use to jumpstart your work if you don’t want a totally blank document to start with. Type Text Putting text on the page (or onscreen) is a little different in each of the three major Office applications: Word, Excel, and PowerPoint.
PAGE 10
Part I: Getting Started with Office In Excel, text is entered into individual cells Figure 1-9 ➟ 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 1-10. • If there isn’t a placeholder on the slide, or if the placeholder doesn’t meet your needs, you can place a text box on the slide manually. (That’s covered in Chapter 11.
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Chapter 1: The Two-Dollar Tour In PowerPoint, text is entered in placeholder boxes on slide layouts Figure 1-10 Windows 7 organizes files with libraries; the Pictures library may show pictures from more than one folder. In Windows Vista, a Pictures folder for the logged-in user is the default picture location. In Windows XP, it’s called My Pictures. 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.
PAGE 12
Part I: Getting Started with Office Figure 1-11 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. Later chapters discuss these in more detail. You can drag and drop pictures directly into any document in an Office application.
PAGE 13
Chapter 1: The Two-Dollar Tour ➟ In Word and PowerPoint, the vertical scroll bar is always available. The horizontal scroll bar disappears if there is no undisplayed text from side-to-side. Figure 1-12 shows several ways to use a scroll bar: ➟ Click the arrow at the end of a scroll bar to scroll the display slowly in the direction of the arrow (a small amount each time you click). ➟ Drag the box in the scroll bar to scroll quickly.
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Part I: Getting Started with Office 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. For example, in Figure 1-12, the scroll box occupies most of the scroll bar; this means that there isn’t much undisplayed content. In a very large spreadsheet, the scroll box might be very small. You can also move around by using keyboard shortcuts.
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Chapter 1: The Two-Dollar Tour ➟ Click where you want to start and then hold down Shift as you press the arrow keys to extend the selection. When text is selected, its background changes color. The color depends on the color scheme in use; with the default color scheme, selected text is blue. In Excel, you usually want to select entire cells rather than individual bits of text; when the cell is selected, any formatting or other commands that you issue applies to everything in that cell.
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Part I: Getting Started with Office ➟ Copy it. Hold down the Ctrl key while you move it. ➟ Resize it. Position the mouse pointer on one of the selection handles and drag. ➟ Delete it. Press the Delete key. Zoom In and Out While you’re working in an Office application, you might want to zoom in to see a close-up view of part of your work, or zoom out to see a bird’s-eye view of the whole project.
PAGE 17
Chapter 1: The Two-Dollar Tour Change the View Each Office application has a variety of viewing options available. Each view is suited for a certain type of activity in that application. For example, in Word, you can choose Draft view, which is speedy to work with and presents the text in a simple one-column layout. Or you can choose a Print Layout view, where you can see any special layout formatting you applied, such as multiple columns. Each application has shortcut buttons to the most common views.
PAGE 18
Part I: Getting Started with Office • Outline: Displays the document as an outline, with headings as outline levels. • Draft: Displays the document in simple text form, in a single column. ➟ PowerPoint • Normal: This default view provides multiple panes for working with the content. • Slide Sorter: All of the slides appear as thumbnail images, which is useful for rearranging the order of slides. • Reading View: Similar to Slide Show view except in a floating window rather than full screen.