Introduction to

History of Microsoft Office

• Microsoft Office 3.0 was the first version of Office• Microsoft Office 4.0 was released in 1994, containing Word 6.0, Excel

5.0, PowerPoint 4.0, Mail, and Access. • Microsoft Office 4.3 was the last 16-bit version• Microsoft Office 95 was done as a fully 32-bit version to match Windows

95. • Microsoft Office 97, a major milestone release which included hundreds

of new features and improvements.• Microsoft Office 2000 introduced adaptive menus, where little-used

options were hidden from the user. • Microsoft Office XP: released in conjunction with Windows XP, is a

major upgrade with numerous enhancements and changes. • Microsoft Office 2003: was released in 2003. Two new applications

made their debut in Office 2003: Microsoft InfoPath and OneNote. • Microsoft Office 2007: was released in 2007.

Programs we will use in class:

• Microsoft Word 2007: Word Processing

• Microsoft Excel 2007: Spread Sheets

• Microsoft PowerPoint 2007: Presentations

• Microsoft Access 2007: Databases

Starting Out

• In this section you will learn how to:• Launch and exit Word• Interact with the commands in Word• Create a new document• Type, select, and delete text

Word 2007

Microsoft Office Word 2007, the latest version of one of the world’s most popular word processors. In this lesson, we’ll talk about what Word 2007 is, how to open it, what new features you can expect, and how to close it.

Word 2007

What is Microsoft Office Word 2007?

• Twelfth version of Microsoft’s popular word processing program

• Create professional looking documents quickly

• Add tables, charts, pictures, and more

Word 2007Launching WordStart All Programs Microsoft Office Word 2007

Word 2007Interface Overview

Word 2007Interacting with Word

• Icons

• Drop-down menu (also known as combo box)

• Expanding menu items

• Checked items

Word 2007Closing WordClick X or Office Menu Exit Word

Create a Document

Now that we know a little bit about using Microsoft Office Word 2007, we’re going to start creating a document.

Create a DocumentCreating a New DocumentOffice Menu New, then select Blank Document

• Left Pinky: `, 1, A, Z, Tab, Caps, and Shift

Left Ring: 2, W, S, and X

Left Middle: 3, E, D, and C Left Pointer: 4, 5, R, T, F, G, V,

and B

Right pointer: 6, 7, Y, U, H, J,N, and M

Right Middle: 8, I, K, and ,

Right Ring: 4, 5, R, T, F, G, V, and B

Right Pinky: O, -, =, DEL, [, ], \, ;, ‘, ENTER, /, and Shift

Left Thumb: Space Bar

Right Thumb: Space Bar

Create a DocumentTyping TextClick in document to insert cursor, and type away!

Create a DocumentDeleting TextClick to place cursor, and press Backspace

Create a DocumentBasics of Selecting TextClick and hold for insertion point, then drag over other text

Questions & Review

1. What are the four programs that we will use?Word, Excel, PowerPoint, and Access 2007

2. What is one way to launch Word?Start All Programs Microsoft Office Word 2007

3. What is one way to close Word?Click X or Office Menu Exit Word

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Introduction to Microsoft Office 2007 (continued)

• Office 2007 Programs

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Starting an Office Program

• Click the Start button on the Windows taskbar; point to All Programs; click Microsoft Office; click an Office program.

Click right button of the mouse and select New

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Identifying the Parts of an Office Window

• Word program window

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Identifying the Parts of an Office Window (continued)

• Common window elements for Office 2007 programs

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Identifying the Parts of an Office Window (continued)

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• Using the Ribbon:• The Ribbon displays and organizes the

commands and tools of the program.

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Identifying the Parts of an Office Window (continued)

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• Using the Ribbon (continued):

– Commands are organized into categories, called tabs; contextual tabs are only displayed for certain tasks.

– On a tab, commands are organized logically into groups.– A dialog box launcher opens a dialog box or task pane.– A gallery shows a sample end result; Live Preview

applies the change as you point to an option.

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Identifying the Parts of an Office Window (continued)

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• Using the Office Button:• Click the Office Button to access file-related commands.

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Identifying the Parts of an Office Window (continued)

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• Customizing the Quick Access Toolbar:• The Quick Access Toolbar contains regularly used commands. You

can customize by adding other commands or moving it.

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Accessing Contextual Tools

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• Using the Mini Toolbar and Shortcut Menus:• The Mini toolbar contains common formatting commands;

shortcut menus provide a quick way to access relevant commands.

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Accessing Contextual Tools (continued)

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• Using KeyTips:• You can use the keyboard to access all the

options on the Ribbon using KeyTips by pressing the Alt key.

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Customizing Office Programs

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• Changing Program Options:

• Customize program settings by clicking the Office Button, then the Word (or other program name) Options button.

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Customizing Office Programs (continued)

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• Using Zoom Controls:• You can control the size of your document

on the screen using the Zoom controls.

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Customizing Office Programs (continued)

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• Resizing Program Windows:• You can use the sizing buttons on the right side of

the title bar to adjust the size of the program window.

• The Restore Down button changes to the Maximize button when clicked.

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Getting Help with Office

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• Using the Help Window:• Get help by clicking the Microsoft Office Help button on

the right side of the Ribbon or by pressing F1 to open a Help window.– Browse topics– Search for specific word or phrase– View table of contents– Choose how to display Help window– Access online or offline contents

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Getting Help with Office (continued)

• Word Help Window

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Getting Help with Office (continued)

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• Using ScreenTips:• Rest the mouse pointer on a button to display

a box with descriptive text, called a ScreenTip.

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Closing an Office Program

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• When you have only one document open in the program window, you can click the Close button on the title bar to close the document and exit the program at the same time.

These 7 buttons are very useful and you will use them often. Try these buttons on your Happy Birthday text just to see what happens and if you like any of them you can keep them. Or when you are finished you can always click the button again to undo it.

Starting with the   button, it will

make selected text bold. The keyboard command for this is hold down the ctl button and press B.

The  button is italicize. Be careful

with this one, with some fonts the italicize button makes it hard to read. The keyboard command for italicize is hold down the ctl button and press I.

  and  are subscript and superscript. These are

used for fractions I use these frequently when making recipe cards. The subscript and superscript will sometimes automatically change numbers into fractions while you are typing.

The  utton allows you to change the color of

your text. Select the Happy Birthday Text and click

on the  utton. You will get a dropdown menu of

colors with an option at the bottom More colors. If you select More colors you will get to create your own color using this window.

The 1st button is a bulleted list. Click on the dropdown menu to see you selections for you bullets.

Working with Microsoft Word 2007

Navigating a Document, Doing more with your document, Opening, Saving and Closing

Word 2007•Navigate through your document in different ways

•Use the Go To dialogue box

Navigating a Document

Now that we know how to create a document, we’re going to learn how to navigate through it using the mouse, keyboard, scroll bars, and the Go To dialogue.

Navigating a DocumentNavigate Using the MouseClick in document to place focus (cursor)

Navigating a DocumentNavigate using Scroll BarsClick up or down arrows, or click and drag place marker

Navigating a DocumentNavigate Using the KeyboardUse special keyboard keys to navigate

Navigating a DocumentUsing the Go To DialogueJump to a specific point in the document

Questions & Review

1. Identify three ways to navigate throughout your document?

1. Navigate Using the Keyboard

2. Navigate Using the Mouse

3. Navigate using Scroll Bars

Word 2007• Use some basic and advanced

formatting• Use undo and redo• Remove formatting

Do More with Your Document

Now that we’ve got the basics of creating documents down, we’re going to learn some advanced tricks, including applying formatting, removing formatting, and using Undo and Redo.

Do More with Your Document

Using Basic FormattingUse text formatting to convey emphasis

Do More with Your Document

Using Advanced FormattingUse more elaborate text formatting

Do More with Your Document

Using Undo: Ctrl + Z

and Redo: Ctrl + YUndo will remove last action, redo can repeat an action over and over

Do More with Your Document

Remove FormattingClick command to revert to regular font

Questions & Review

1. What are the shortcut keys for Undo & Redo?Control + Z and Control + Y, respectively

2. What are the shortcut keys for Bold, Underline, & Italics?

Control + B, Control + U, and Control + I

Working with Your Document

So far, we have learned how to create documents, but we have been creating documents from scratch. That’s really not practical! Let’s take a look at how to open, save, close, and work with Word documents.

• Save and open files• Use the Recent Documents list• Switch between open files• Close documents

Working with Your Document

Working with Your Document

Saving FilesOffice Menu Save, give name and pick save location

Working with Your Document

Opening FilesDouble-click icon, Office Menu Open

Working with Your Document

Use Recent Document ListClick Office Menu, list shown on right

Working with Your Document

Switch Between Open FilesView ribbon Switch Windows or click item in the Taskbar

Working with Your DocumentClosing FilesClose document without closing Word

Questions & Review

1. What is one way to open a word file? Double-click icon, Office Menu Open

2. What is one way to switch between open files?View ribbon Switch Windows or click item in the Taskbar

3. What is one way to close Word?Click X or Office Menu Exit Word

Working with Microsoft Word 2007

Layouts and Views

Using Layouts & Views• In this section you will learn how to:• Use print layout, full-screen reading

view, Web layout, online view, and draft view• Use Minimize, Maximize, and Restore• Use zoom on the View ribbon• Use the view controls on the Status

bar

Using Layouts and Views

So far, we have used Word’s default print view. This view gives you a pretty good idea of how your document will look on paper. But what if you’re creating a Web page? Or what if you’re more interested in reading the document? Word has views for many different purposes, and that’s what we’re going to learn about in this lesson.

Using Layouts and ViewsUsing Print LayoutThe default view of Word

Using Layouts and ViewsUsing Full Screen ReadingUse to read document like a book

Using Layouts and ViewsUsing Web LayoutShows document as if it was a Web page

Using Layouts and ViewsUsing Outline ViewShows only text and headings

Using Layouts and ViewsUsing Draft ViewView as draft, images and formatting are removed to show only content

Basic Viewing Tools

We are now going to look at some tools that we can use in those views to maximize our efficiency.

Basic Viewing Tools

Maximize/Minimize/RestoreCommon for nearly every window

Basic Viewing ToolsUsing Zoom on View RibbonIn or out, auto 100%, etc.

Basic Viewing ToolsView Controls on Status BarCycle page views, click & drag zoom slider

Basic Viewing ToolsUsing the Zoom DialogueClick Zoom command or percentage

Questions & Review

1. What is the default view in Word? Print Layout

2. What is one way to change the zoom % in Word?

View Controls on Status Bar

Cycle page views, click & drag zoom slider

Working with Microsoft Word 2007

Quick Access Toolbar

•Use and move the Quick Access Toolbar

•Add/remove toolbar buttons•Use the Options dialogue to

customize the toolbar

Quick Access Toolbar

Quick Access ToolbarAlthough toolbars have mostly been done away with in Microsoft Office Word 2007, we do have the Quick Access toolbar. This toolbar is right next to the Office menu. It’s a place to store your most frequently used commands, to save you from hunting around in the ribbons. In this lesson, we’re going to learn all about the toolbar!

Quick Access Toolbar

Using the ToolbarJust click the icon! (Shown are Save, Undo, Redo, and Customize)

Quick Access Toolbar

Adding/Removing ButtonsClick pull-down arrow for options

Quick Access ToolbarMove Quick Access ToolbarClick pull-down arrow, select location

Quick Access ToolbarUse Options to CustomizePull-down arrow More Commands

Questions & Review1. How do you add/remove buttons from the

Quick Access Toolbar?

2. How do you move the Quick Access Toolbar?

Click pull-down arrow for options

Click pull-down arrow, select location

Working with Microsoft Word 2007

Ribbons & Chunks

Ribbons and Chunks

Now that we know how to use some of the elements of the Word screen, it’s time for the big stuff: ribbons and chunks. Ribbons and chunks form the core of the new Office interface, so it’s important that we really understand how they work before we look at the individual ribbons and commands.

Ribbons and Chunks

About RibbonsSeven ribbon tabs, more appear for certain objects

Ribbons and ChunksAbout ChunksEach ribbon has chunks or groups of commands

Ribbons and ChunksAbout Option ButtonsSome chunks have more options or other specific dialogue boxes

Ribbons and ChunksMinimizing the RibbonClick pull-down arrow beside Quick Access toolbar Minimize

Questions & Review

1. Identify three of the seven main ribbons in Word?Home, Insert, Page Layout, References, Mailings, Review and View

2. Identify three of chunks found in the Home Ribbon?Clipboard, Font, Paragraph, Styles, and Editing

3. How do you minimize a ribbon which you do not want visible?

Click pull-down arrow beside Quick Access toolbar Minimize

Working with Microsoft Word 2007

The Home Ribbon

The Home Ribbon

Now that we know how to use the different parts of the Word interface, we’re going to learn about the Home ribbon. This is probably the ribbon you will use the most often, so this is to help familiarize yourself with the commands when you go to use them.

The Home RibbonClipboard CommandsCut, copy, paste, and Format Painter

The Home RibbonFont CommandsFont formatting options

The Home Ribbon

Paragraph CommandsUsed to modify layout of text on the page

The Home RibbonStyles CommandsChoose from pre-made font styles to ensure consistent formatting

The Home RibbonEditing CommandsFind and replace text, select objects

Questions & Review

1. What are three items found on the Clipboard Chunk?Cut, Copy, Paste and Format Painter

2. What three items found in the Font Chunk?Bold, Italics, and Underline

3. What are three items found on the Paragraph Chunk?Right, Center, and Left Justify

Working with Microsoft Word 2007

The Insert Ribbon

The Insert Ribbon

The next ribbon we are going to look at is the Insert ribbon. When you have mastered creating basic documents, this ribbon will help you add other elements to your document, such as charts, pictures, cover pages, headers, and footers.

The Insert RibbonPages CommandsAdd title page, insert blank page, insert page break

The Insert RibbonTables CommandsInsert a grid to organize text or images in your document

The Insert RibbonIllustration CommandsInsert graphical elements

The Insert RibbonLink CommandsCreate an external hyperlink, a bookmark, or cross-reference

The Insert RibbonHeader/Footer CommandsCreate consistent headers/footers

The Insert RibbonText CommandsInsert specialized text elements

The Insert RibbonSymbols CommandsInsert specialized characters, like mathematical symbols

Questions & Review

1. Identify three items found in the Pages Chunk?Cover Page, Blank Page, and Page Break

2. Identify three items found in the Illustrations Chunk?Picture, ClipArt, Shapes, SmartArt, and Chart

3. Identify three items found in the Header & Footer Chunk?Header, Footer, Page Number

Working with Microsoft Word 2007

The Page Layout Ribbon

Page Layout Ribbon

In this section, we’re going to take a look at the other four ribbons and see what commands they offer. We’ll start out with the Page Layout ribbon.

Page Layout RibbonThemes CommandsSelect an overall look and feel for your document

Page Layout RibbonPage Setup CommandsControl the physical properties of your document

Page Layout RibbonPage Background CommandsControl what goes on the page behind the text

Page Layout RibbonParagraph CommandsControl indentation and line spacing

Page Layout RibbonArrange CommandsIf you have overlapping objects, control their layout here

Questions & Review

1. Identify three items on the Page Setup Chunk?Orientation, Columns, Breaks, and Line

Numbers

2. Identify three items on the Page Background Chunk?Watermark, Page Color, and Page Borders

3. Identify three items found in the Arrange Chunk?Text Wrapping, Group, and Rotate

Working with Microsoft Word 2007

The Review Ribbon

Review Ribbon

The last ribbon that we are going to look at is the Review ribbon. Although some of the commands on this ribbon are quite advanced, some of them (such as spell check) are easy to use. Those are the commands that we will focus on.

Review RibbonProofing ToolsCheck for errors in the document

Review RibbonComments CommandsPortion of text that appears as a balloon, eg. reminder or explanation

Review RibbonTracking CommandsIf document is shared, track who changed what

Review RibbonChanges CommandsAccept or reject changes to a document

Lesson 3.4: Review Ribbon

Compare CommandsHandy when editing two documents

Lesson 3.4: Review Ribbon

Protect CommandsPrevent others from modifying document

Lesson 3.5: Contextual Ribbons

In our very first look at ribbons, we learned that some ribbons appear only when you are creating or working with certain objects. In this lesson, we will take a closer look at these contextual ribbons. We will also look at the only ribbon that is off by default: the Developer ribbon.

Lesson 3.5: Review Ribbon

WordArt ToolsExplore many new WordArt options

Lesson 3.5: Review Ribbon

Text Box ToolsCreate a text box to highlight information in your document

Lesson 3.5: Review Ribbon

Equation ToolsCreate complex mathematical equations

Lesson 3.5: Review Ribbon

SmartArt ToolsCreate professional diagrams easily

Lesson 3.5: Review Ribbon

Table ToolsAppears when you create or modify tables in your document

Lesson 3.5: Review Ribbon

Chart ToolsExplore a whole new set of charts to show information

Lesson 3.5: Review Ribbon

Picture ToolsAdjust many characteristics of a picture

Lesson 3.5: Review Ribbon

Header and Footer ToolsAdjust document headers and footers

Lesson 3.5: Review Ribbon

Developer RibbonUsed to create and edit Macros

Questions & Review

1. What are the four programs that we will use?Word, Excel, PowerPoint, and Access 2007

2. What is one way to launch Word?Start All Programs Microsoft Office Word 2007

3. What is one way to close Word?Click X or Office Menu Exit Word

Working with Microsoft Word 2007

Printing and Viewing

Printing and Viewing

• In this section you will learn how to:•Use Print Preview and the Print

Preview ribbon•Use print commands•Use basic and advanced print options•Modify printer properties

Using Print Preview

There will be times when you want to print out a paper copy of your document. Before you print, however, you should make sure that everything looks OK. In this lesson, we’re going to look at how to preview a document before printing.

Using Print PreviewOpening Print PreviewOffice Menu Print Print Preview

Using Print PreviewThe Print Preview RibbonReview document, make last-minute changes

Using Print PreviewNavigating Print PreviewPage up/page down or buttons

Using Print PreviewClosing Print PreviewClose to return to regular Word view

Using Print PreviewPrint Preview vs. Print Layout

Print a Document

Now that we know how to preview and set up our document, it’s time to learn how to print!

Print a Document

Print CommandsOffice Menu Print

Print a DocumentUsing Basic Print OptionsChoose printer, copies, print criteria, etc

Print a DocumentSetting Printer OptionsClick Properties button in Print dialogue

Questions & Review

1. How do you open Print Preview?Office Menu Print Print Preview

2. Identify one difference between Print Preview and Print Layout?

3. What is one way to close Word?Click X or Office Menu Exit Word

Print Preview