Module B. Key Applications Using Microsoft Office 2010

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1 Module B Key Applications Using Microsoft Office 2010

2 Unit 3: Common Elements Key Applications The Key Applications exam includes questions covering three applications (word processing, spreadsheet and presentation software) and includes questions on common features of all applications (starting, opening and saving files, etc.). To pass this examination, the examinee must demonstrate knowledge in the following areas: The ability to use the common functions of application software (starting and exiting the program, creating, saving and managing files, common editing, formatting and printing functions) The ability to use the specific functions needed to operate a word processor at a basic level The ability to use the specific functions needed to operate a spreadsheet program at a basic level The ability to communicate with presentation software For purposes of this examination, common features are defined as features common to specific desktop applications (such as Microsoft Word, Excel, and PowerPoint). Features that are common to all three applications (such as starting the program, opening and saving documents, cutting and pasting text and data, changing fonts, previewing and printing files) will be covered in the domain specific to common functionality. Features that are specific to an application (such as formatting word-processing documents with tables, analyzing tabular or graphical data in a spreadsheet, or modifying slides in a presentation program) will be covered in domains specific to those applications. By requiring this exam for certification, the program assumes that an understanding of more than one application is required to be considered "literate" by the proposed standard. In the determination of which three applications were to be required in this exam, the selection of a word processing, spreadsheet and presentation software was supported by the popularity of these applications in software sales and training and testing programs and verified by additional research. The Key Applications module covers four domains of knowledge and skill: Domain Common Program Functions Objective 1.1 Be able to start and exit an application, identify and modify interface elements and utilize sources of online help Objective 1.2 Objective 1.3 Objective 1.4 Perform common file-management functions Perform common editing and formatting functions Perform common printing/outputting functions Domain Word Processing Functions Objective 2.1 Be able to format text and documents including the ability to use automatic formatting tools Objective 2.2 Be able to use word-processing tools to automate processes such as document review, security and collaboration Domain Spreadsheet Features Objective 3.1 Be able to modify worksheet data and structure and format data in a worksheet Objective 3.2 Be able to sort data, manipulate data using formulas and functions and create simple charts Domain Communication with Presentation Software Objective 4.1 Be able to create and format simple presentations v CCI Learning Solutions Inc.

3 Unit 3 Common Elements Unit Objectives This unit includes the knowledge and skills required to perform functions common to all Microsoft Windows applications with an emphasis on the common functionality between the Microsoft Office applications, Microsoft Word 2010, Excel 2010, and PowerPoint Elements include the ability to start and exit either the Word, Excel, or PowerPoint application, modify the display of toolbars and other on-screen elements, use online help, and perform file management, editing, formatting and printing functions common to Word, Excel, PowerPoint and most Windows applications. Lesson Topic 15 Getting Started with Programs v CCI Learning Solutions Inc. 121

4 Unit 3: Common Elements Lesson 15 Lesson 15 Objectives Getting Started with Programs Getting Started With Programs In this lesson, you will look at the common elements shared by Microsoft Windows applications, with specific emphasis on similarities between Word, Excel, and PowerPoint. On completion, you will be able to: start an application program recognize screen elements use the Ribbon use the Quick Access Toolbar obtain online Help change the program options recognize some common problems with files Skills Start and exit a Windows style application Identify on-screen elements common to applications Display and use onscreen command buttons (toolbar/ribbon) Display options for changing application defaults (where files are stored, print and auto save options, etc.) Identify and prioritize help resources Use automated help Identify and solve common problems relating to working with files Note: Exercise steps for the application programs in this Module use the single-click option, following this change after completing the Windows module in this book. If you have the double-click option activated, you will need to adjust for each single-click instruction noted. Please refer to Lesson 11, Unit 2: Using Microsoft Windows 7 for further instructions. Sharing Common Elements As you begin working with different application programs in the Windows environment, you will notice consistency between programs. This will reduce the amount of time you need to learn the basics of a new program. You will also find that concepts or fundamentals are the same for similar types of application programs (such as Word and WordPerfect); the majority of differences involve the location of various commands in each program. For example, changing margins refers to the process of setting a measurement for the width of space from the edge of a sheet of paper to where text begins. In Word, you set margins using the Margins command, whereas in WordPerfect, you use the Layout command. Microsoft Office is one of the most popular suite programs; Word, Excel, and PowerPoint are three of the most commonly used programs within the Office suite. This book demonstrates how to accomplish common tasks required in an office environment using these three programs v CCI Learning Solutions Inc.

5 Getting Started with Programs Lesson 15 Starting Word/Excel/PowerPoint To start a Microsoft Office 2010 program, click Start, point at All Programs and click Microsoft Office. Then click Microsoft Word 2010, Microsoft Excel 2010, or Microsoft PowerPoint 2010, or: If any of the programs have been set up as icons on the desktop or the taskbar, the program can be started by double-clicking the icon on the desktop or clicking once in the taskbar. Exiting Word/Excel/PowerPoint When you finish using the program, always exit properly. This will prevent any possible corruption of program files and free up memory for another program. Use one of the following methods to exit the program: Click File and then click Exit, or click the (Close) button at the far right corner of the title bar for the application program to exit the program, or press +. Unit 3: Common Elements If you have made any changes to an open document, Word/Excel/PowerPoint will ask for confirmation to save the document or abandon the changes made. This gives you a last chance to save your files before exiting the program. Exercise 1 Click the Start button and then point at All Programs. 2 Click Microsoft Office in the submenu, and then Microsoft Excel Microsoft Excel should start and appear on your screen. 3 Click the Start button and then All Programs. 4 Click Microsoft Office, and then Microsoft Word Microsoft Word will now start up. 5 Click the Start button and then All Programs. 6 Click Microsoft Office, and then Microsoft PowerPoint As each new program starts, a button appears on the taskbar for the previously opened program. Remember that you can switch to different programs or files by clicking on the appropriate button on the taskbar. 7 Switch to Microsoft Excel by clicking its button in the taskbar. 8 Switch to Microsoft Word by clicking its button in the taskbar. 9 Switch to Microsoft PowerPoint by clicking its button in the taskbar. 10 Click File, then click Exit. PowerPoint has now closed and you only have buttons for Excel and for Word on the taskbar. 11 Click the (Close) button at the far right side of the top line for each of the remaining programs. Notice that every program has closed and you are back at the desktop v CCI Learning Solutions Inc. 123

6 Unit 3: Common Elements Lesson 15 Looking at the Screen Getting Started with Programs Microsoft Office programs share a number of common elements in the application window, such as the Ribbon and Zoom buttons. You will see the changes you are making in the document window where the contents of the file display (that is, below the Ribbon and above the status bar). Microsoft Word 2010 When Word starts, a new document appears in the document window. Some elements of the Word application window include: File Tab 5 Ribbon Tab 9 Insertion Point 13 Zoom Slider 2 Quick Access Toolbar 6 Group 10 Document Window 14 Select Browse Object 3 Ribbon 7 Horizontal Split Bar 11 Status Bar 15 Previous/Next Page 4 Help 8 View Ruler 12 View Buttons v CCI Learning Solutions Inc.

7 Getting Started with Programs Lesson 15 Microsoft Excel 2010 When you first start Excel, the application window looks much like the following: Unit 3: Common Elements Name Box 3 Formula Bar 5 Column Headings 7 Tab Scrolling Buttons 2 Insert Function 4 Row Headings 6 Document Window 8 Sheet Tabs Microsoft PowerPoint 2010 When you first start PowerPoint, the application window looks much like the following: Slides Tab 3 Split Bar 5 Slide Pane 7 Notes Pane 2 Outline Tab 4 Placeholder 6 Document Window v CCI Learning Solutions Inc. 125

8 Unit 3: Common Elements Lesson 15 Getting Started with Programs The most common elements found on these screens include: File Tab Click the File tab to display the Backstage from which you can select commands for a file (such as New, Open, Save, or Print). Each command in Backstage includes further options you can use to manipulate the document. You can click any Ribbon tab to return to the document. Quick Access Toolbar Title Bar Ribbon Microsoft [Program] Help Status Bar View Buttons Zoom Slider Use the Quick Access toolbar to gain quick access to frequently used commands. You can customize the Quick Access toolbar to include the commands and macros that you use regularly. Look at the title bar to see what files or programs are currently displayed in the window. For example, it might read Document 2 - Microsoft Word, Letter to Joan Woods - Microsoft Word, Book2 - Microsoft Excel, or Presentation1 Microsoft PowerPoint. Use the tabs on the Ribbon, which is located below the title bar, to gain quick access to whatever commands you need to complete a task. For example, the Home tab provides access to commands grouped in categories such as Clipboard, Font, and Paragraph. Use this to go to the Help window when you have a question. From there, you can either search the Help topics installed with Office or go online to Microsoft s Web site to get the latest help on a feature. Look at the status bar when you need information about the document currently displayed, such as which page or slide you are viewing out of the total number, the total number of words in the document, or the number of words in a selected section. You can also see the View buttons and the Zoom slider on the status bar. Use these buttons to change quickly between different views of the document on the screen, such as Print Layout, Full Screen Reading, or Web Layout. Each view in each program provides its own advantages. Click the buttons at either side of the Zoom slider to increase or decrease the zoom level (percentage), of the document currently on screen. Alternatively, you can drag the slider button to increase or decrease the zoom level. The program displays the current zoom level to the left of the Zoom slider. You can also click this button to set a custom or specific zoom level. The following items are specific to Microsoft Word only: Horizontal Split Bar View Ruler Insertion Point Previous Page/Next Page Select Browse Object Click and drag this button down to split the screen into two screens so that you can see two different parts of the same document. Use the ruler to help you set or modify tabs, indents, and margins. The rulers display above and at the left of the document. Look for the Insertion Point to see where the cursor is in a document. The Insertion Point displays as a flashing vertical line. In a new document, it displays at the top left of the page just inside the margins. Use this feature to move from the top of one page to another, either backward or forward. Use this feature to choose what you would like Word to find, such as a particular page, table, heading, comment, section, or bookmark. The following items are specific to Microsoft Excel only: Name Box Insert Function Formula Bar Look in the Name box for the address of the active cell. For example, if the Name box displays A21, this indicates the active cell is the one that resides where column A and row 21 intersect. In the example displayed on the previous page, cell A1 is selected and the cell address is displayed in the Name box. Use the Insert function to open a dialog box that will help you choose and insert a built-in function. Look at the Formula bar to see the contents of the active cell. Under certain circumstances, you can use this bar to make entries into the worksheet v CCI Learning Solutions Inc.

9 Getting Started with Programs Lesson 15 Column Headings Row Headings Tab Scrolling Buttons Horizontal and Vertical Split Bars The sequential letters at the top of each column enable you to identify columns. The sequential numbers on the left side of each row enable you to identify rows. Use these buttons to move between worksheet tabs. A button with a single triangle moves the view one sheet per click in the corresponding direction. A button with a vertical line before or after the triangle moves the view to the first or last worksheet in the workbook. This does not change the sheet you are viewing, only the tabs displayed at the bottom of the screen. Use these bars to split the worksheet window into two or more panes. There is also a split bar at the left of the horizontal scroll bar that you can use to adjust the width of the horizontal scroll bar. The following are specific to Microsoft PowerPoint only: Slides Tab Refer to the thumbnail or miniature picture of the slide in the Slide pane to quickly see the contents of your slides or the flow of the slides in your presentation. You can also use this view to move quickly to a particular slide. Outline Tab Placeholder Split Bar Notes Pane Slide Pane Use this tab to display an outline of the text on your slides, or as a quick method to enter all the text for the presentation. Use these dash-lined boxes on the slides for hints on what type of contents you might insert into which areas of the slide. Drag this bar to increase or decrease the size of the Outline or Slides tab, or to increase or decrease the size of the Slide or Notes pane. Type presentation notes such as speaker notes, reminders of actions you need to perform during the presentation, and so on into the Notes pane. These notes are for the presenter s use and are not visible to the audience. Use this primarily for entering or viewing the contents of the slide. (Note that the Slide pane displays all the slide contents, whereas the Slides tab displays only a miniature of the slides and the Outline tab displays only text.) Unit 3: Common Elements The images displayed on the previous pages show various commonly used parts of the program screen. You can customize the appearance of your screen so that not all parts will always appear. For instance, you can turn the ruler on or off as you need it for precise alignment of financial reports, or set up a default font that will automatically apply to every new blank document. Use ScreenTips to help you identify buttons or elements on the tabs of the Ribbon and the screen. To view a ScreenTip, position the mouse pointer over the item. A tip then displays the name of the button and sometimes a brief description of its purpose. In some cases, the ScreenTip will provide a keyboard shortcut as an alternative way to activate this feature. Note that a number of the elements shown in this section can be set to show or hide, based on your preference. In most cases, you can set items by clicking File and then Options v CCI Learning Solutions Inc. 127

10 Unit 3: Common Elements Lesson 15 Getting Started with Programs Using the Quick Access Toolbar The Quick Access toolbar is located above the File tab and includes buttons for frequently used commands. By default, this toolbar includes the Save, Undo, and Redo buttons. You can customize the Quick Access toolbar to include additional commands you want to access quickly, such as opening a new blank document, printing a document, or running a spell check. To customize the Quick Access toolbar, use one of the following methods: At the right of the Quick Access toolbar, click Customize Quick Access Toolbar and click a button in the list or click More Commands; or click File, Options, and then click Quick Access Toolbar; or right-click the Ribbon, and click Customize Quick Access Toolbar. You can also move the Quick Access toolbar to below the Ribbon using one of the following methods: At the right of the Quick Access toolbar, click Customize Quick Access Toolbar and then click Show Below the Ribbon; or right-click the Ribbon, and then click Show Quick Access Toolbar Below the Ribbon; or right-click the Ribbon, click Customize Quick Access Toolbar, and then click Show Quick Access Toolbar below the Ribbon. Using the Ribbon The Ribbon helps you quickly find the command buttons you require to complete a task. Command buttons are grouped logically on each tab, with each tab relating to a type of activity, such as inserting pictures in a document. Some tabs appear only when they are applicable. Buttons that appear in a different color or have an outline around them are active; many of these deactivate when you click the same button or click another choice. For instance, the Bold command can be applied to selected text by clicking that button; to turn off the boldface, click the same button again. Or if you want the text to be larger, click the down arrow for the Font Size button and choose the size you want. When the Ribbon displays different options in a feature, one item will have a border around it to indicate it is active. To see how the text would look with another style, position the mouse pointer over one of the other items; the program will display the effect that will be applied if you choose this item. As noted previously, each tab on the Ribbon includes groups with similar commands; for example, the Home tab has a group called Font that includes buttons for formatting text characters, while the Insert tab includes a group called Illustrations from which you can select different types of graphics to insert into a document. If a group displays a feature with a scroll bar, you will also find the More button, below the bottom scroll button, which you can click to display the full list or gallery of choices for that feature v CCI Learning Solutions Inc.

11 Getting Started with Programs Lesson 15 When you click the More button, a gallery of options displays. As you position the mouse pointer over an option, the program displays a live preview of the way the selected item will appear if you apply this feature. You can turn off the preview option in File, Options if you prefer. Alternatively, you can click the Dialog box launcher button at the lower right of the group to show the corresponding dialog box or window with other options for this feature. Some of these windows are called task panes. With the dialog box, you can select items from the lists, use the arrow for a list box to display more choices for that list, or click a command to turn the feature on or off. A dialog box may display a preview of the changes. Unit 3: Common Elements Dialog Box Window/Task Pane A window usually contains options specific to that feature, as seen in the Page Setup window above. Another type of window is the Office Clipboard, shown above, which will display items that have been cut or copied from the document. Showing or Hiding the Ribbon The Ribbon can be hidden or minimized temporarily to make more space for the document, worksheet, or slide you are working with. To minimize the Ribbon, use one of the following: Double-click one of the tabs, or click on the Ribbon. To redisplay the Ribbon, repeat one of the above steps. Exercise 1 Click Start, All Programs, Microsoft Office, Microsoft Word Take a few moments to identify the screen elements discussed on the previous pages. 3 Move your mouse pointer overtop of any of the buttons on the Ribbon to see what appears. Try this as well with the buttons on the status bar v CCI Learning Solutions Inc. 129

12 Unit 3: Common Elements Lesson 15 4 Click File and review the contents of Backstage. 5 Click the Home tab to return to the blank document. 6 Click the Page Layout tab to view the commands there. Getting Started with Programs 7 Point at the Dialog box launcher for the Page Setup group to view the ScreenTip. 8 Click the Home tab to move to this tab. 9 In the Clipboard group, click the Dialog box launcher to display the Clipboard task pane. 10 Click the (Close) button on the Clipboard task pane to close it. 11 Click Start, All Programs, Microsoft Office, Microsoft Excel Click the File tab to review the contents of the Backstage. Notice that many of the commands here are similar to those you saw in Word. 13 Click the File tab once more to return to the workbook. 14 On the Home tab, in the Clipboard group, click the Dialog box launcher to display the Clipboard. The Clipboard should also appear similar to how it appeared in Word. 15 Click the (Close) button on the Clipboard task pane to close it. 16 Click the Page Layout tab to view the commands it includes. 17 Click the Home tab. 18 Right-click the Ribbon and then click Minimize the Ribbon. The Ribbon no longer appears on the screen, but additional rows now display on the screen for this worksheet. 19 Right-click the Ribbon and then click Minimize the Ribbon once more to display it. 20 Click Start, All Programs, Microsoft Office, Microsoft PowerPoint Click the File tab to review the contents of the Backstage. Notice that many of the commands here are similar to those you saw in Word and Excel. 22 Click the File tab once more to return to the presentation. 23 On the Design tab, in the Themes group, point at one of the options in the gallery. Even though there is nothing on the slide, notice that PowerPoint displays a preview of this transition. 24 Click the More button to display all the transitions available. 25 Point at any transition in the gallery to preview how the transition will affect the slide. 26 Click anywhere away from the gallery to turn off the display. 27 Close PowerPoint, and then close Excel. 28 In Word, click the Customize Quick Access Toolbar button and then click Quick Print. This button now appears in the Quick Access toolbar. 29 Click the Customize Quick Access Toolbar button and then click Quick Print to remove this button from this toolbar v CCI Learning Solutions Inc.

13 Getting Started with Programs Lesson 15 Getting Help There are numerous ways to obtain support while working with a program. These include the following: The User s Guide or Setup manual included with the software generally provides some information to get started and how or where to get Help. The Help feature within any Microsoft product is very extensive and includes an option where you can submit questions or comments if the Help topics do not provide you with assistance. The Help feature is set to search the Microsoft Office Web site, enabling you to always have access to the latest help and support information, although you can also search using your Web browser to find other solutions. Online Web sites such as product-user groups or blogs often offer tips and technical support information that you may not find on the software vendor s site. Colleagues or friends who are proficient with the program you are using can be helpful in providing specific training on how to accomplish a task or use a feature. The Help Desk department or person designated to provide technical support in your organization can often answer questions and provide assistance with features specific to your organization or server. Contact the online Help Desk or Support for the application program vendor. Navigate to the vendor s Web site and then click the link for the support option. This link will usually open a pre-addressed blank , in which you can outline the issue and provide details about the help you need. Books developed by third-party publishers are available through many vendors or retail stores. These books can vary in approach from instructor-led (illustrated with step-by-step exercises) to reference books (mainly information with perhaps a few exercises provided). Many courses offered by training companies are available online as well as in classroom settings, running for different lengths of time and to different levels of detail. Some courses offer simulated exercises while others require you to have the program installed so you can work on your own. The method you use to access help depends on the type of help available. For instance, if you are seeking help at work, you may have access to someone who can provide technical support. If you are working on your own, you may need to use resources such as communicating with friends or colleagues using tools such as instant messaging or the telephone, or joining user groups (online or local) or Web/video conferences. Unit 3: Common Elements Also consider how much help you need to resolve an issue. For instance, if you need to learn how to use the merge feature in Word, you may want to use the online help tools in Word. If you need more help afterwards, you may want to ask a colleague who has used this feature to show you how to set up the merge process. If the merge task you need to perform requires that you use more advanced options than your colleague is familiar with, you may want to reach out to one or more user groups, which typically include a large number of members who bring a wide variety of experiences with this feature and others to the group. Hint: You may want to review the basic troubleshooting techniques discussed in Lesson 5 before deciding to escalate the issue to a technical specialist. Using Help in a Microsoft Office Program The Help mode in Microsoft Office 2010 is linked to the Office Online web site. Although you can obtain help without being on the Internet, you will not have access to the latest information or updates when you are working offline. To access the Help mode in Office, use one of the following methods: Hint: The Help feature works the same regardless of which Microsoft Click the (Microsoft Word Help) button; or Office program you use. For press. demonstration, we are using Word v CCI Learning Solutions Inc. 131

14 Unit 3: Common Elements Lesson Getting Started with Programs Help Toolbar Search Options Help Topics 4 Current Search Scope 5 Connection Status or Options 4 5 Help Toolbar Search Options Notice that the buttons in the Help toolbar are similar to the navigation tools available for a Web browser. These buttons will help you move from one Help page to another. Use the Type words to search for field to search for a specific topic. Alternatively, click the arrow for the Search All Word button to change the options for the search. Help Topics Current Search Scope Connection Status or Options Click on any of the items in this list to link to other pages offering help on these features. The items are listed as a table of contents grouped by feature type. To access one of these items, click the text for the feature on which you want help. Depending on the item selected, you will either see another list of items to choose from or a window with information on that feature. As with most Web links, once you have clicked the link, it changes color to show that you have visited this page before. This displays where Word is looking for help, either in general or specific areas; this is determined by what is selected in the Current Search Scope option. Click in this area to change how the Help mode should work v CCI Learning Solutions Inc.

15 Getting Started with Programs Lesson 15 To access one of the search topics displayed, click the text for the feature on which you want help. Depending on the item selected, you may see another list of items to choose from, or you may see a window with information on that feature. Unit 3: Common Elements Using the Help Toolbar Back Forward Stop Refresh Home Print Change Font Size Show Table of Contents Not On Top/Keep On Top Move to the previous page viewed. Move to the next page viewed. Stop the download or search for this Help page. Refresh the contents of this Help page. Move to the home page or main page for Word Help. Print the contents of this Help page. Increase or decrease the font size of the text currently displayed. Display a table of contents in a separate pane to help you navigate through the different topics. Keep the Help window on top of any Office window that is open or displayed on the screen, or choose not to. (This button toggles between these two options.) Using the Table of Contents To display a list of contents, click the (Show Table of Contents) button on the Help toolbar v CCI Learning Solutions Inc. 133

16 Unit 3: Common Elements Lesson 15 Getting Started with Programs You can then scroll through the list in the pane on the left. A closed book (Expand Topic) icon to the left of a topic means that you have to click on this item to display more information. When the icon changes to an open book (Collapse Topic), all the Help subtopics for that item are displayed, as shown here: Click on any item with a question mark icon to its left to display the appropriate Help page in the pane to the right. In some cases, an (Expand Topic) button may still appear, indicating that clicking this link will lead you to additional subtopics. When an item is boldface and underlined, the corresponding Help page is being displayed in the pane on the right. To display the help text for a subtopic, click the subtopic text link or the (Expand Topic) button on the left. To close a list of subtopics, click the topic text link or the Using the Search Options (Collapse Topic) button on the left. If you want to search for a specific item, use the Type words to search for field. Depending on the topic, you may also want to change or narrow the scope of the search. For example, if you want to get help on working with templates, change the scope from All Word to Word Templates. Exercise 1 Start Microsoft Word, if it is not already open. 2 Click Microsoft Word Help on the far right of the screen. 3 Click the Create a document text link. Notice that there are four text links in the What do you want to do area. These are bookmarks and act as the table of contents for the article; clicking any of these links will scroll the article down to display the selected topic. 4 Click the Start a document from a template text link. 5 Review the contents briefly, scrolling up or down to move through this window. 6 Scroll up (or click one of the Top of Page links) to view the top of this window. 7 Click Show Table of Contents in the Help toolbar. In the Table of Contents pane at the left, you should see boldface, underlined text that corresponds to the Help page displayed in the pane on the right. The Creating documents topic in the Table of Contents pane also displays on the left to indicate you expanded this topic. 8 Click the (Collapse Topic) button to collapse the topic. 9 Click the Formatting topic in the Table of Contents pane. Notice this topic has subtopics that can be expanded as well v CCI Learning Solutions Inc.

17 Getting Started with Programs Lesson Click Hide Table of Contents to close the Table of Contents pane. Now try searching for specific text. 11 In the Type words to search for field, type: use formatting and press. Word has generated a list of articles that match the search criteria you entered. 12 Scroll in the list and then click the Word 2010 features and benefits topic. Word has now taken you directly to a page that contains information on Word Scroll through the page to see what other articles are included in this Help topic. Now try narrowing the search. The following steps will work only if you are connected to Office Online. If you do not have an Internet connection, review the steps and practice them when you are connected to the Internet. 14 Click the down arrow for Current Search Scope. 15 Click Word Training and then click Search once more. Word Help now displays items that provide you with an online training session on this topic. These items are available from the Office Web site so you do not have to use the program to access these training tools. 16 Click Close to exit the Help tool. Unit 3: Common Elements Changing the Program Options You can customize each program to meet specific requirements, such as the type of measurement you want to use (for example, inches or centimeters). Some of these options are shared among Office programs, so that if you set a change in one program, it will be applied throughout the Office programs. For instance, if you make changes to the Spelling feature in Word, the same changes will automatically be applied in Excel and PowerPoint. To change or view the program options, click the File tab and then click the Options button. Hint: The options will vary between the programs based on the purpose of that program, such as displaying formulas in Excel, or changing units of measurement in Word or PowerPoint v CCI Learning Solutions Inc. 135

18 Unit 3: Common Elements Lesson 15 Getting Started with Programs Exercise 1 Click Start, All Programs, Microsoft Office, and then Microsoft PowerPoint Click the File tab and then click Options. 3 With the General category active, click Enable Live Preview to turn this feature off. 4 Click OK. 5 On the Design tab, in the Themes group, point at any of the options in the gallery. Notice that there is no preview of how the transition will affect the slide. 6 Click the File tab and then click Options. 7 With the General category active, click Enable Live Preview to turn this feature on. Click OK. 8 On the Design tab, in the Themes group, point at any of the options in the gallery. This time when you point at a transition, the slide displays a preview of the transition. 9 Close PowerPoint. Working with Files Once you begin working with files in application programs, you will want to set up a system to manage your files so that you and others who share these documents can access them easily. Regardless of the file system, handling your files is a relatively simple process. This is because: You can save files in a variety of formats through the Save option. (However, if you are working with files created in a program other than Word, Excel, or PowerPoint, you may need to do some editing or re-formatting of the file.) You can save files in any location on your computer or network. From within the program, you can also create a folder at any location at the same time you activate the Save command. Once saved, you can open files from any location on your computer or network. You can use the list of locations at the left of the Save or Open dialog boxes to go quickly to a folder, or to a list showing recently accessed files. You can open as many files as you need; there are no limitations other than memory capability. You can view files at different magnifications or in different views. You can use a variety of pre-designed files or templates in Word, Excel, and PowerPoint to create new documents. Because editing and formatting tools are similar between the applications, you can use the same tools to edit and format text in Word, Excel, and PowerPoint, thereby reducing the time it will take you to learn where all the tools are located. Identifying Problems with Files The following are some types of problems that may occur when you are working with files: You cannot open a file because it has been corrupted. This could be due to problems with the storage device where the file is saved; it could also be due to damage to the file during the save process. If this is an application program, you may need to re-install it. If it is a data file, try using the Open and Repair option when you open the file; this instructs the program to retrieve whatever it can from the corrupted file. If this feature does not work, you may need to use a backup copy of the file and rebuild what was changed since this file was saved; or you may need to re-create the file from scratch v CCI Learning Solutions Inc.

19 Getting Started with Programs Lesson 15 You cannot open a file due to a compatibility error. This could be because it was saved in a newer version of the application, or it was saved for a different platform such as the Macintosh operating system. In the former case, you will need someone with a newer version of the application to open the file and save it in the correct format for your system. Files are always upwards compatible but are not always downwards compatible. You cannot find a file using the Search function. This problem may occur if the file was deleted or moved to a storage device you do not have access to, such as a network drive or a portable or remote storage device. It can also occur if the file has been renamed. You cannot find a file because you did not save it. If you are ever uncertain whether to save a file, save it to ensure that you do not have to re-create it at a later date. You cannot tell which file you want from the file name. When you save a file, try to use a name that will help you identify its contents later. Refrain from saving a file using the generic file name provided by the program when you create a new file (Document1, Document2, Book1, Book3). You need a password to open or edit a file. This could be set up for sensitive or confidential documents. You will need to know the password before you proceed with accessing the contents of this file. You cannot find the file in the location where you saved it or opened it last. The following message is an example of how the program notifies you that the location for this file has changed: Unit 3: Common Elements You see a message indicating that the file is set for read-only or that someone else is using it. This can happen if you are on a network and share files with others. If you open a file while it is being used by someone else, you will be required to save it with a new name. Alternatively, you can ask to be notified when the other person closes the file. You see a window similar to the following when you try to open the file from Windows Explorer or the Desktop. If this happens, Windows has identified that there is no program associated with this file type. Click the appropriate selection to locate a program that will open the file. You see an error message similar to the following, which usually means the computer recognizes that you are renaming a file without entering the file type, or are changing the file type. If you accept the change, you may not have a program that can then open that file. Check the name and make changes accordingly. You are working on a file in Word, Excel, or PowerPoint, and the program stops responding. Try exiting the program and restarting it. In most cases, the program will use the AutoRecover feature to open the document as it was the last time you saved it. You can also set an option to automatically save the file after a set period of time, such as every 10 minutes. This is helpful if you need to recover a file when the AutoRecovery option did not work; you then have a copy of the file from the last time the system saved the file for you and you need only add the latest changes to the document and save it again v CCI Learning Solutions Inc. 137

20 Unit 3: Common Elements Lesson 15 Summary Getting Started with Programs In this lesson, you looked at the common elements shared by Microsoft Windows applications, with specific emphasis on similarities between Word, Excel, and PowerPoint. You should now be able to: start an application program recognize screen elements use the Ribbon use the Quick Access Toolbar Review Questions obtain online Help change the program options recognize some common problems with files 1. You can start Word, Excel, or PowerPoint using which method? a. Start, All Programs b. Desktop shortcut c. Taskbar d. Any of the above e. a or b 2. To customize the Quick Access toolbar, you must use the File tab and then access the options for that program. a. True b. False 3. To minimize the Ribbon, which command would you use? a. Right-click anywhere on the Ribbon tabs line and click Minimize the Ribbon. b. Right-click the Quick Access toolbar and click Hide the Ribbon. 4. Some ways you can obtain help for an application program include: a. Third-party books b. Training courses c. Software vendors d. Software forums that specialize in this software e. Any of the above f. b or c 5. If you cannot open a file, it might be because: a. The file no longer exists in that location. b. The file name has been changed. c. You do not have access rights to the file. d. The file is corrupted and cannot be accessed until repaired. e. Any of the above f. a, b or c v CCI Learning Solutions Inc.

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