Key Applications Module

Lesson 11 — Using Microsoft

Office 2003

Computer Literacy BASICS

 Objectives

 Start Office 2003 applications.

 Navigate through an Office document
window.
 Customize the document window to make it
easier to accomplish specific tasks.
 Open, save, and print documents.
 Close documents and applications.
 Use onscreen and online help features.
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 Vocabulary

 Document  Path
 File compatibility  Save
 I-beam
 Scroll
 Office Assistant

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 Microsoft Office 2003

 Microsoft Office 2003 is an integrated

software package that enables you to share
data among the applications.
 The applications available depend on the
Office suite that is installed and the
selections made during the installation.
 There are several different Office suites,
each with a different combination of
applications.
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 Microsoft Office 2003 Suite
Applications

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 Starting an Office Application

 There are two ways to start an Office

application:
– Double-click an application icon on the
desktop.
– Use the Start menu.
 When you launch most Office applications, a
new blank document will be displayed.
 A document is a data file in any application.
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 Navigating Application Screens

 You can have multiple applications open at

the same time.
 Each open application will display in the
taskbar at the bottom of the screen, as
shown below.

Buttons represent-
Start button Show Desktop button ing open Office
application buttons

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 Using the Mouse to Navigate

The scroll bars and scroll boxes allow navi-

gation through a document with the mouse.
Scroll
up

I-beam Drag
scroll
bar to
move
either
direction

Scroll
Scroll right down
Scroll left
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 Using the Keyboard to Navigate

 You can use the arrow keys to move the

insertion point up, down, left, and right in a
document.
 The PgUp and PgDn keys move the insertion
point up or down about the depth of your
screen every time you press one of the keys.

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 The Application Window
Title bar
Menu bar

Standard
toolbar Vertical
scroll bar

Insertion
Task pane
point

Horizontal
scroll bar
Status bar

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 Common Elements in
Application Windows
 The title bar, displaying the name of the data
file and the name of the application you are
using
 The menu bar, providing access to drop-down
menus
 The Standard toolbar with buttons for
frequently used commands
 Scroll bars with scroll boxes for navigating
through the document with the mouse
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 Common Elements in
Application Windows (cont.)

 The status bar, providing information about

the current document
 The taskbar at the bottom of the screen, with
buttons to access other open programs or
documents

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 Use the View Menu to Customize
the Document Window
 You can display other toolbars besides the
Standard toolbar in your document window.
 Toolbars that are checked on the View menu’s
Toolbars submenu will display in your window.
 You can also change the magnification level of
a document—how large or small the text and
graphics appear on the screen—using the
Zoom command.

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 The Zoom Command

 Click the Zoom command on the View menu to

open the Zoom dialog box, which offers set
percentages for display as well as a Fit option
that fits the page contents to the screen.
 There also may be options for views, such as
Page width and Whole page or a Percent text
box, where you can enter a specific
percentage or click the up and down arrows to
find a percentage you prefer for the display.
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 Working with Toolbars

 The choices on the Toolbars submenu may differ

slightly between applications.
 An optional toolbar may “float,” overlaying part of the
document, or may be firmly anchored above or
below the document.
The Drawing Toolbar

The drag point lets you move a This arrow accesses Add
toolbar anywhere in the or Remove Buttons.
window.

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 Opening and Saving Office
Documents
 You use the same procedures to open and
save documents in all Office applications.
 The terms document and file are used
interchangeably in Windows.
 Opening a document means to load a file into
memory from disk.
 Saving a document means to store it on disk.

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 Office Filenames and Extensions

 Each file or document is identified by a filename

and an extension, which are separated by a
period.
 Office applications automatically add a file
extension indicating the type of file when it is
saved.
– Word assigns the extension .doc
– PowerPoint assigns the extension .ppt
– Excel assigns the extension .xls
– Access assigns the extension .mdb
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 Path Names

 Files are saved and retrieved using path

names.
 A path is the route that the operating system
takes to locate the file.
At left is the full
path for a file,
which identifies the
disk drive and any
folders relative to
Disk Folder Folder Folder Filename the location of the
file, as well as the
filename.
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 Opening a Document

 There are several ways to open an Office

document:
– Select Open Office Document on the Start menu.
– Or select the Open option from the File menu in
an Office application.
– Or click the Open button on the application’s
toolbar.
 All of these options will display the Open dialog
box, which you can use to locate and open a file.

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 The Open Dialog Box

Back button Up one level button

Look in
box
List of
available
Places bar folders
and files

Open
Types of files button
displayed
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 Problems Opening a File

 Problems that can arise when trying to open a

file include the following:
– You may not be able to find the file that you are
trying to open.
– The file may be corrupted or damaged.
– The file may not be compatible with the version
of the application or the operating system you
are using.
 You can take steps to deal with problems so
that you can eventually open almost any file.
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 Saving a Document

 The quickest way to save a document is by

clicking the Save button on the Standard
toolbar.
– The file will be saved with its current name in
its current location.
 Get in the habit of saving your document
frequently to safeguard against a system
crash.

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 Using the Save As command

 You can save a file with a new name and/or

location by using the Save As command from
the File menu.
– If saving the file for the first time, assign a name
to the file that describes its content or purpose.
– You can use descriptive filenames because the
path to the file can include up to 255 characters.
– Filenames cannot include any of the following
characters: / \ < > * ? “ | : ;
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 The Save As Dialog Box

You can use

the F12 key
as a shortcut
to open the
Save As
dialog box.

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 Printing a Document

 The easiest way to print a document is to click the

Print button on the Standard toolbar when the
document is active.
 This option sends the document to the printer using
default print parameters.
 To set or modify print settings, select the Print option
from the File menu to open the Print dialog box.
 Options in the Print dialog box will vary based on
which application you are running.

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 The Print Dialog Box

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 Closing Documents and
Applications

All open applications have a red Close

button at the upper-right corner.

An open document also has a Close but-

ton below the application Close button.

 Clicking the document Close button will close

that file. Clicking the application Close button
will close all documents and end the
application itself.
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 Closing Documents and
Applications (cont.)

 You can also close a document using the

Close option on the File menu.
 To close an application, select Exit from
the File menu.
 When you close an application, you also
close any open files.

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 Office Help Features

There are several types of help available for

Office applications:
 ToolTips and ScreenTips provide information
about a tool or screen feature.
 The Office Assistant is an animated Help character
that you can display for assistance whenever
working in an Office application.
 There is a Microsoft Office Online Web site where
you can find extensive help for Office applications.
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 ToolTips and ScreenTips

 If you do not know the function of a toolbar button,

rest the mouse pointer on the button to see the
name of the function display in a ToolTip.
 ScreenTips appear in several kinds of situations.
– When you rest the mouse pointer on a color box in
a color drop-down list (such as in the Font dialog
box), a ScreenTip tells you what color the square
represents.
– As you key text, you may see a ScreenTip that
suggests how the application can complete a word
or phrase for you by pressing Enter.
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 The Office Assistant

 The Office Assistant is an

animated Help character
that offers tips to help you
use Office applications
and finds answers to your
questions.
 If the Office Assistant is
Enter a question in the text not visible on the screen,
box and click the Search
open the Help menu and
button to have the Office
Assistant look for information select Show the Office
to answer your question. Assistant.
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 Online Help

 The Ask a Question box is at the right side of the

menu bar in all Office applications. Click in the
box, key your question, and press Enter to open
a pane with Help topics that can answer your
question.
 More options are available in the Help window,
which you can display by clicking the
application’s Help command on the Help menu
(such as Microsoft Office Word Help) or by
pressing the F1 key.
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 Internet Help from Microsoft’s
Web Site

 You can also find answers for frequently

asked questions for all Office products at the
Microsoft Office Online Web site.
 To go to the Microsoft Web site, open the
Help menu and choose Microsoft Office
Online. You must have an Internet
connection to access the Office Web site.

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 Summary

 You can start Office applications by clicking

the Start button on the taskbar and selecting
the application from the Programs folder, or
you can double-click the application icon on
the Desktop.
 Navigating through an Office document
involves using the mouse, scroll bars, arrow
keys, and keyboard shortcuts.

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 Summary (cont.)

 Standard features found in every Office

application window include the title bar,
menus, toolbars, scroll bars, status bar, and
taskbar, as well as a task pane that appears
when you open an application.
 You can customize an Office document
window by displaying task-specific toolbars
and adding or removing buttons from
toolbars.
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 Summary (cont.)

 The View menu Zoom command allows you

to specify exactly what size to display the
page.
 The Open dialog box enables you to open a
file from any available disk and folder.

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 Summary (cont.)

 Problems opening files can involve corrupted

data or file compatibility issues such as trying
to open a file in a different application, in an
earlier version of an application, or in another
operating system than was used to create it.
There are ways to open and use almost any
Office file, however.

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 Summary (cont.)

 To save a document using a new filename,

open the File menu and choose the Save As
command.
 To print a document, you can use either the
Print button on the application’s toolbar or you
can open the File menu and choose Print.
 To close document windows and application
windows, you click the Close button or open
the File menu and choose Close or Exit.
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 Summary (cont.)

 ToolTips and ScreenTips provide immediate

help without interrupting your work. The
Office Assistant offers tips and will help you
search for answers to specific questions. The
Help window and the Microsoft Office
Assistance Center Web site are also sources
of assistance with Office applications.

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