© 2002 computerprep, inc. all rights reserved. introduction to word 2000

© 2002 ComputerPREP, Inc. All rights reserved.

Introduction to Word 2000


Lesson 1:Getting Started with Word

Objectives

• Start Word• Use the Office Assistant• Use toolbars• Use menus• Open and view documents• Close documents and exit Word

Starting Word

• When you start Word, the Word window displays

• The Word window contains the following components:– Title bar – contains application name and minimize,

restore and close buttons– Menu bar – contains pull-down menu options– Toolbar – contains buttons that provide access to

Word features– Horizontal ruler – displays a scale to set tabs,

margins, and indents– View buttons – display buttons to change the

document view

Starting Word (cont’d)

• Word window components (cont’d):

– Status bar – displays document information

– Document window – the work area in which documents are created and displayed

– Scroll bars – move the document horizontally and vertically in the document window

– Document browser – displays menu options to browse through the document

– Insertion point – the blinking vertical line that marks where text will be entered

Using the Office Assistant

• The Office Assistant helps you find answers to questions about various features of Word

• The Office Assistant suggests help topics related to tasks you are currently performing

• The Office Assistant suggest tips on using features more efficiently

• You can choose to display or hide the Office Assistant

• You can change the Office Assistant graphic

Using Toolbars

• Toolbar – contains buttons and drop-down lists representing commonly used features

• Floating toolbar – a toolbar that is not docked, or anchored, to an edge of the application window

• By default, the Standard and Formatting toolbars display on one row

• You can display additional toolbars or hide existing toolbars

Using Menus

• Menu – lists of commands you use to execute tasks

• When you first display a menu, only the default commands display; however, you can expand the menu to display additional commands

• If you use a command that does not display by default, the command is added to the default display

• If you stop using the command for a significant length of time, the command will no longer display

Opening and Viewing Documents

• You can open and work with a single document or with multiple documents

• You can display your documents in four views:

– Normal – the default view, containing no graphics

– Web Layout – displays the document as it would appear in a Web browser

– Print Layout – displays the document as it would appear when printed

– Outline – displays the document in a hierarchical structure with headings and subheadings

Closing Documents and Exiting Word

• You can close documents individually, or close all open documents at the same time

• To close a document:– Click the Close button in the document window

• To close multiple documents simultaneously:– Press and hold SHIFT and click File, Close All

• To exit Word, click the Close button in the title bar of the Word window


Lesson 2:Creating, Saving, and Printing

Documents

Objectives

• Create documents• Save documents• Use versioning• Preview and print documents

Creating Documents

• Word wrap –automatically moves text being typed to the following line when it reaches the right margin

• Hard return – forces text to a new line• Click-n-Type –allows you to start typing in any

blank area of a document

Saving Documents

• To save a document:– Click the Save button in the Standard toolbar

• If the document is being saved for the first time, the Save As dialog box displays

• If the document has been saved previously, your changes are saved and the existing file name is retained

Using Versioning

• Versioning – a feature that saves multiple versions of the same document under the same name

• Versioning is appropriate if you want to save multiple versions of the same document that may be slightly revised for different recipients

Previewing and Printing Documents

• You can use Print Preview to view a document as it will appear when printed

• In Print Preview, you can check margins, text placement, page orientation and document flow

• You can print one copy of a document by clicking on the Print button in the Standard or Print Preview toolbars

• Use the Print dialog box to specify the printer, the page range, the number of copies to print, and the parts of the document to print


Lesson 3:Editing Documents

Objectives

• Find documents• Navigate through documents• Edit text• Use Repeat, Undo and Redo

Finding Documents

• You can use the Find feature to locate documents• You can specify search criteria in the Find dialog

box that can help you locate files based on:– File name– File contents– Author– Comments– Conditional searches

Navigating Through Documents

• You can navigate through documents using:– The keyboard– The scroll bars– The Select Browse Object feature– The Document Map

Moving Through DocumentsUsing the Keyboard

Action Result

Press the left or right arrow key Moves the insertion point left or right one character.

Press the up or down arrow key

Moves the insertion point up or down one line.

Press CTRL + the left arrow or CTRL + the right arrow keys

Moves the insertion point left or right one full word.

Press CTRL + the up arrow or CTRL + the down arrow keys

Moves the insertion point up or down one paragraph.

Press the PAGE UP or PAGE DOWN key

Moves the insertion point up or down one screen.

Moving Through DocumentsUsing the Keyboard (cont’d)

Action Result

Press the CTRL+PAGE UP or CTRL+PAGE DOWN keys

Moves the insertion point up or down one page.

Press the HOME key Moves the insertion point to the beginning of the line.

Press the END key Moves the insertion point to the end of the line.

Press the CTRL+HOME keys Moves the insertion point to the beginning of the document.

Press the CTRL+END keys Moves the insertion point to the end of the document.

Moving Through DocumentsUsing the Scroll Bars

Action Result

Click the scroll up or scroll down box

Scrolls up or down one line.

Click the vertical scroll bar above or below the scroll box

Scrolls up or down the height of one screen.

Drag the vertical scroll box Scrolls up or down a relative distance. The position of the scroll box indicates the position of the displayed text relative to the entire document.

Click the Previous or Next Page button

Scrolls up or down one page.

Moving Through DocumentsUsing the Scroll Bars (cont’d)

Action Result

Click the scroll left or scroll right button

Scrolls left or right approximately 0.5 inch.

Click the horizontal scroll bar to the right or left of the scroll box

Scrolls right or left one screen width.

Drag the horizontal scroll box Scrolls left or right a relative distance.

Moving Through DocumentsUsing Select Browse Objects

• Click the Select Browse Object button to display the Select Browse Object palette

• Click a browse object in the palette to specify the way the browse is performed

• Use the browse buttons on the vertical scroll bar to browse up or down through the document using the selected browse object

Moving Through DocumentsUsing the Document Map

• The Document Map displays a pane adjacent to the document window, containing all the headings in the document

• Click on a heading in the Document Map to move to that heading in the document

Editing Text• Insert mode – existing text is moved to the right as you type• Overtype mode – text you type replaces, or types over,

existing text• You can insert special characters by:

– Typing codes– Inserting character codes form the AutoCorrect dialog

box– Applying font styles:

• Subscript• Superscript• Strikethrough• Small caps

Editing Text (cont’d)

• Pressing DELETE deletes text to the right of the insertion point

• Pressing BACKSPACE deletes text to the left of the insertion point

• To delete words, press and hold CTRL, then press BACKSPACE or DELETE

• Change the case of text by specifying:– Sentence case– lowercase– UPPERCASE– Title Case– tOGGLE cASE

Using Repeat, Undo and Redo

• You can repeat your last action by clicking on Edit, Repeat

• Undo reverses the last action performed• Redo reverses the last Undo action performed• Display the Undo or Redo list to select from several

actions– When you select an action in the Undo or Redo

list, you also select to undo or redo all the actions that appear above it in the list


Lesson 4:Moving and Copying Text

Objectives

• Select text• Move and copy text

Using the Mouse to Select Text

Text to select Mouse action to perform

Any amount of text Drag over the text

A word Double-click on a word

A line of text Click in the selection bar adjacent to the line

Multiple lines Drag in the selection bar across contiguous lines

A sentence Press and hold CTRL and click in the sentence

A paragraph Double-click in the selection bar adjacent to the paragraph or triple-click in the paragraph

Using the Mouse to Select Text (cont’d)

Text to select Mouse action to perform

A text block

of any size

Click at the start of the text block, move the mouse pointer to the end of the block, press and hold SHIFT, and click again

The entire document Triple-click anywhere in the selection bar

A column of text Press and hold ALT and drag down and across the text

Using the Keyboard to Select Text

Text to select Keyboard action to perform

From the insertion point to the end of the current line

SHIFT+END

From the insertion point to the beginning of the current line

SHIFT+HOME

From the insertion point to the end of the document

CTRL+SHIFT+END

From the insertion point to the beginning of the document

CTRL+SHIFT+HOME

The entire document CTRL+A

Moving and Copying Text

• Using the Clipboard– The Clipboard can store as many as 12 items– To move text using the Clipboard, cut text to the

Clipboard and paste it to a new location or click the item in the Clipboard toolbar to paste it to a new location

– To copy text using the Clipboard, copy text to the Clipboard, and paste it to a new location or click the item in the Clipboard toolbar to paste it to a new location

Moving and Copying Text (cont’d)

• Using drag and drop– To move text using drag and drop: drag the

selected text from one location in the document to another

– To copy text using drag and drop: press and hold CTRL, and then drag the selected text from one location in the document to another

• To use drag and drop with the right mouse button, click the right mouse button, then select an option from the shortcut menu


Lesson 5:Using Automatic Text Features

Objectives

• Use AutoText and AutoComplete• Use AutoCorrect

Using AutoText and AutoComplete

• AutoText – a feature providing centralized storage and access to frequently used text or graphics– You can use built-in AutoText entries or create

your own entries– You can delete built-in and user-defined

AutoText entries• AutoComplete – a feature that can automatically

insert dates and AutoText entries after you type a few identifying characters– You must type at least four characters before

AutoComplete will recognize an entry

Using AutoCorrect

• AutoCorrect – a feature that automatically corrects typing, spelling and grammatical errors while you type

• AutoCorrect can also replace specific character sequences with symbols

• You can use built-in corrections or add your own corrections to the AutoCorrect list

• You can specify that particular spellings and abbreviations not be changed

• You can delete AutoCorrect entries


Lesson 6:Formatting Text

Objectives

• Use the Formatting toolbar• Use AutoFormat As You Type• Use the Format Painter

Using the Formatting Toolbar

• Use the Formatting toolbar to apply formatting characteristics to selected text:– Change font and point size

• Font – the typeface of text• Point size – the height of a character (72 points

equals one inch)– Apply bold, italic, underline, color and alignment

• To apply formatting, select the text to be formatted and then click on a button or select a drop-down list option in the Formatting toolbar

• You can apply multiple formats to text

Using AutoFormat As You Type

• AutoFormat As You Type – automatically applies formatting as you enter text

• You can use AutoFormat As You Type to apply:– Headings– Bulleted and numbered lists– Borders– Numbers– Symbols– Fractions

Using the Format Painter

• Format Painter – copies and applies formatting from one word or paragraph to additional text in a document

• To use the Format Painter, click on the text with the formatting you want to copy, click on the Format Painter button in the Standard toolbar, and then select the text you want to format

• To apply the formatting to more than one location, double-click on the Format Painter button


Lesson 7:Formatting Paragraphs

Objectives

• Set margins• Set hyphenation• Change line and paragraph spacing• Change character spacing• Set tabs• Indent paragraphs• Display and hide nonprinting characters

Setting Margins

• Margin – the blank space that separates the edge of the document page from the text

• Default margin settings– 1” for the top margin– 1” for the bottom margin– 1.25” for the left margin– 1.25” for the right margin

• Set margins using the horizontal ruler or the Margins card of the Page Setup dialog box

Setting Hyphenation

• You can specify to automatically hyphenate a document or to search a document for words to hyphenate

• Press CTRL+SHIFT+<HYPHEN> to prevent a hyphenated word from breaking at the end of a line

• Use the Hyphenation dialog box to:

– Specify automatic hyphenation

– Hyphenate words in all capital letters

– Set the hyphenation zone

– Limit the number of consecutive hyphenated lines

Changing Line and Paragraph Spacing

• Line spacing – the amount of space between lines of text in a paragraph

• Paragraph spacing – the amount of space that appears before and after a paragraph

• To change line and paragraph spacing, use the Indents and Spacing card of the Paragraph dialog box

Changing Character Spacing

• Use the Character Spacing card of the Font dialog box to adjust the spacing between characters of text

• You can specify:

– The spacing between letters

– The amount to raise and lower selected text relative to the surrounding text

– The amount of kerning to apply

• Kerning – adjusts the spacing between certain combinations of characters, depending on the font, so that the words look more evenly spaced

Setting Tabs

• Tab stop – a location on the horizontal ruler that indicates how far to indent text

• Leaders – solid, dotted or dashed lines that fill the space used by a tab

• The default tab setting is 0.5 inch• You can modify a tab stop by moving it to a new

location on the ruler or by specifying new options in the Tabs dialog box

• You can clear a tab by dragging it off the ruler

Setting Tabs (cont’d)

• To set tabs– Use the tab box at the left end of the horizontal ruler, or– Use the Tabs dialog box to set exact measurements for

tab stops and to specify leaders• Tab stop options include:

– Left tab – text extends to the right from the tab stop– Right tab – text extends to the left from the tab stop – Center tab – centers text to the left and right of the tab

stop uniformly– Decimal tab – extends text (usually numbers) to the left

and/or right of a stationary decimal point – Bar tab – inserts a vertical bar at the tab stop

Indenting Paragraphs

• Indentation determines the distance of a paragraph, or the first line of a paragraph, from either the left or right margin or both

• You can quickly set or change indents by dragging the appropriate indent symbols to locations on the horizontal ruler

• You can set precise indentation settings by specifying options in the Indents and Spacing card of the Paragraph dialog box

Indenting Paragraphs (cont’d)

• Indentation options include:– First-line indent – indents the first line of a paragraph

from the left margin, while all subsequent lines of text align with the left margin

– Hanging indent – indents every line in a paragraph (except the first line) from the left margin

– Left indent – indents the entire paragraph from the left margin

– Right indent – indents the entire paragraph from the right margin

– Double indent – indents the entire paragraph from both the left and the right margin

Displaying and Hiding Nonprinting Characters

• You can display nonprinting characters to check the location of:– Tabs– Hard page breaks– Hard returns– Extra or missing spaces between words– The end of a cell or row in tables


Lesson 8:Formatting Documents

Objectives

• Control text flow• Align text on a page• Change page orientation

Controlling Text Flow

• You can control the flow of text from one page to another by inserting page breaks and keeping blocks of text together by eliminating widows and orphans– Soft page break – a break created automatically when the

text reaches the bottom margin– Hard page break – a break you insert that forces text to

the next page– Widow – the last line of a paragraph that appears by itself

at the top of a page– Orphan – the first line of a paragraph that appears by

itself at the bottom of a page– Non-breaking space – a space between words that forces

words to remain together on the same line

Aligning Text on a Page

• You can change the horizontal alignment using the Formatting toolbar

• The four types of horizontal alignment are:– Left – aligns text at the left margin with an uneven right

edge (this is the default)– Center – aligns text from the center outward, leaving both

the left and right margins uneven– Right – aligns text at the right margin with an uneven left

edge– Justified – aligns text evenly at both the left and right

margins

Aligning Text on a Page (cont’d)

• You can change the vertical alignment using the Layout card of the Page Setup dialog box

• The four types of vertical alignment are:– Top – aligns text with the top margin– Center – centers the document vertically on the

page, between the top and bottom margins– Justified – aligns text evenly from top to bottom

on multiple-page documents– Bottom – aligns text with the bottom margin

Changing Page Orientation• Use the Paper Size card of the Page Setup dialog

box to change page orientation• Page orientation includes:

– Portrait – the page is higher than it is wide (this is the default)

– Landscape – the page is wider than it is high• Use landscape orientation to accommodate wide

blocks of text, graphics and tables


Lesson 9:Finding and Replacing Text

Objectives

• Find text• Replace text• Find and replace word forms• Use the Go To feature

Finding Text

• The Find feature locates specific text in a document• Access the Find feature from the Find card of the Find

and Replace dialog box• You can use wildcards in the search string to locate all

words containing certain characters• To find formatting rather than text, click on the Format

button and specify the formatting you want to find• To find special characters, such as non-printing text

codes, graphics, dashes and hyphens, click on the Special button

Finding Text (cont’d)

• To refine the scope of a search, click on the More button and specify search options:– Match case – finds only those instances in which the

capitalization of the text matches that of the text you specify

– Find whole words only – finds only matches that are whole words and not part of a larger word

– Use wildcards – searches for wildcards, special characters or search operators you specify

– Sounds like – finds words that sound the same as the search text but are spelled differently

– Find all word forms – finds all forms of the search text

Replacing Text

• The Replace feature locates all instances of the text you specify and replaces it with new text

• Access the Replace feature from the Replace card of the Find and Replace dialog box

• Specify the text you want to find in the Find what text box

• Specify the replacement text in the Replace with text box

• You can use the same search options found in the Find card

• You can replace text with or without confirmation

Finding and Replacing Word Forms

• You can specify to replace different forms of a word using the Find all word forms option

• Different forms of a word can include:– Present tense– Past tense– Plural

• This feature reduces the number of searches you must make to change a word that occurs in several forms

Using the Go To Feature

• You can use the Go To feature to quickly move to and display specific items in a document, such as a specific page, section or table

• Access the Go To feature from the Go To card of the Find and Replace dialog box:– Select an item from the Go to what list box– If appropriate, enter a number, with a + or –

sign, in the Enter text box– To find items sequentially, use the Previous and

Next buttons


Lesson 10:Using Proofing Tools

Objectives

• Check spelling and grammar• Use the Thesaurus

Checking Spelling and Grammar

• You can check spelling and grammar as you type:– Spelling errors are identified by wavy red underlines– Grammar errors are identified by wavy green underlines

• You can enable or disable the Spelling and/or Grammar feature in the Spelling & Grammar card of the Options dialog box

• You can use the Spelling and Grammar checker to check for spelling and grammar errors in existing documents

• You can change grammar settings to selectively turn grammar rules on or off before running a grammar check and to evaluate writing style

Checking Spelling

• To check spelling of text:– Right-click an indicated error and select a

correction from the shortcut menu, or– Use the Spelling and Grammar dialog box,

which displays spelling errors along with suggested corrections when possible

– If no corrections are suggested, you can:• make the correction in the document• make the correction in the Not in Dictionary

text box

Checking Spelling (cont’d)

• Ignore the current instance of the word• Ignore all instances of the word• Add the word to the custom dictionary• Change the word using the spelling you

select• Change all instances of the word using the

spelling you select• Add the misspelled word and its correction

to the AutoCorrect list

Checking Grammar

• To check grammar of text:– Right-click an indicated error and select a correction

from the shortcut menu, or– Use the Spelling and Grammar dialog box, which

displays grammar errors along with suggested corrections when possible

– If no corrections are suggested, you can:• make the correction in the document• make the correction in the list box at the top of the

dialog box• Ignore the current instance of the error• Ignore all instances of the error

Using the Thesaurus

• The Thesaurus displays synonyms (and sometimes antonyms) for the word you select

• Access the Thesaurus from the Thesaurus dialog box

• If the selected text can be identified as more than one word form, select the appropriate entry in the Meanings list box to display synonyms of the correct word form

• Replace selected text by clicking on a synonym in the Thesaurus dialog box

• To find additional words, click on a synonym in the dialog box and click the Look Up button


Introduction to Excel 2000


Lesson 11:Getting Started with Excel 2000

Objectives

• Understand spreadsheet uses• Define workbooks and worksheets• Start Excel and use the Office Assistant• Navigate in worksheets• Select ranges• Understand toolbars and menus• Exit Excel

Exploring Spreadsheet Uses

• Excel is a spreadsheet application used to manage, analyze and present data– Spreadsheet – a grid of rows and columns in

which you enter data and perform numerical calculations

• Spreadsheets have a variety of uses; for example:– Creating a home budget– Tracking business expenses– Charting and analyzing sales trends– Tracking inventories

Defining Workbooks and Worksheets

• Workbook – the electronic file in which you store your data

• Worksheet – the area of a workbook in which you enter and manipulate data

• Worksheets have 256 columns and 65,536 rows• Cell – the point at which a column and row

intersect• Cell reference – a column letter and row number

that identifies a cell’s location in a worksheet

Starting Excel and Using the Office Assistant

• You can start Excel:– From the Start menu via the Programs submenu– From a desktop shortcut– By opening an Excel workbook

• When you start Excel, Sheet1 of Book1 displays• Cell A1 is the active cell and Sheet1 is the active worksheet

– Active cell – the cell affected by the action you perform. The cell pointer highlights the active cell.

– Active worksheet – the sheet in which data will be entered or actions performed. The active worksheet contains the active cell.

Starting Excel and Using the Office Assistant (cont’d)

• The Office Assistant suggests help topics related to tasks you are currently performing and provides tips on using features more efficiently

• You can:– Specify to enable or disable the Office Assistant– Change the graphic that represents the Office

Assistant• The Office Assistant is a shared feature among all

Office 2000 applications; changes you make to it in one application apply to the other applications

Moving Around Worksheets

Action Result

Click a cell Selects the cell

Press the arrow keys Moves the cell pointer one cell in the indicated direction

Press ENTER or TAB Moves the cell pointer down one cell or right one cell, respectively

Click below the scroll box in the vertical scroll bar

Scrolls the worksheet down one screen

Click right of the scroll box in the horizontal scroll bar

Scrolls the worksheet right one screen

Press F5 Displays the Go To dialog box, which you can use to move to a specific cell

Press CTRL+HOME Moves the cell pointer to cell A1

Selecting Ranges

• You must select a cell or ranges of cells before you can perform actions on them– Range – a series of two or more cells– Contiguous range – a range that contains

adjacent cells– Non-contiguous range – a range wherein not all

cells are adjacent– Range address – the cell references of the first

cell and last cell in the range, separated by a colon (:)

Selecting Ranges (cont’d)

Action Result

Drag from one cell to another Selects a contiguous range

Click one cell, press and hold SHIFT, then click another cell

Selects a contiguous range between two cells

Select a cell or range, press and hold CTRL, then select another cell or range range

Selects a non-contiguous range

Click a column heading Selects all cells in the column

Click a row heading Selects all cells in the row

Click the button in the upper-left corner of the worksheet

Selects all cells in the worksheet

Exploring Toolbars and Menus

• Toolbar – contains buttons that represent shortcuts for commonly used features. By default, the Standard and Formatting toolbars appear on the same row.

• Menu – contains commands you execute to perform tasks. When you first display a menu, the default commands display.

• Floating toolbar – a toolbar that is not docked, or anchored, to an edge of the application window

Exiting Excel

• You can exit Excel by:– Clicking the close button in the title bar– Clicking the File, Exit command– Double-clicking the Excel control menu button

in the title bar


Lesson 12:Creating Worksheets

Objectives

• Create new workbooks• Enter data• Edit data• Save and close new workbooks

Creating New Workbooks

• To create a new workbook:– Start Excel– Click the New button in the Standard toolbar, or– Click File, New… and double-click Workbook, or– Press CTRL+N

Entering Data

• Text – data that will not be used in calculations

– Text can consist of any combination of letters, numbers and spaces

– By default, text entries are left-aligned

• AutoComplete – completes a text entry based on existing entries in the column containing the active cell

• Value – data that contains only numbers or mathematical operators, and can be used in calculations

– You can enter positive or negative numbers

– By default, numbers are right-aligned

Entering Data (cont’d)

• You can enter dates using slashes or hyphens• Excel automatically assigns a date format to dates• Excel assumes that:

– A two-digit year lower than 30 is in the 21st century

– A two-digit year of 30 or higher is in the 20th century

• To indicate a century other than the default, enter a four-digit year

Editing Data

• Data can be edited by:– Completely replacing existing data with new

data– Using Edit mode to modify existing data

To activate Edit mode:– double-click the cell– select a cell and click in the Formula bar– select a cell and press F2

Saving and Closing New Workbooks

• Use the Save As dialog box to:– Specify where the file will be saved– Give the workbook a name


Lesson 13:Modifying Worksheets

Objectives

• Locate and open existing workbooks• Copy worksheet data• Move worksheet data• Copy and move data from multiple sources• Delete data and reverse actions• Save existing workbooks• Save workbooks with different names

Locating and Opening Existing Workbooks

• Use the Find feature (on the Tools menu in the Open dialog box) to locate and open a file if you are uncertain of the file’s exact location or name

• Opening an existing workbook loads it into your computer’s memory for viewing or modification

Copying Worksheet Data

• To copy data:– Use the Clipboard – copy data to the Clipboard,

select a destination cell, and paste the data from the Clipboard into the destination cell

• The Clipboard can store as many as 12 items at one time

• The Clipboard toolbar displays if two or more items reside in the Clipboard

• If the Clipboard toolbar is full and you copy another item to it, the first data item you copied will be removed

Copying Worksheet Data (cont’d)

• To copy data (cont’d):– Use AutoFill – drag the fill handle to

automatically copy cell content or complete a series in an adjacent cell or range

– Use drag and drop - press and hold CTRL, drag the selected cell or range from one location and drop it into another

Moving Worksheet Data

To move data:• Use the Office Clipboard - cut data to the Office

Clipboard, then paste it to a new location• Use drag and drop - drag the selected cell or range

from one location and drop it into another

Copying and Moving Data from Multiple Sources

• You can copy or cut data from multiple sources, then paste them individually or as a group into a worksheet

• Multiple sources can include other Excel workbooks or other applications

• If you paste all the data as a group, each of the items on the Clipboard will be pasted, in order, starting at the active cell, with the next item pasted in the cell beneath the active cell

Deleting Data and Reversing Actions

• To delete data:– Clear cells – remove cell contents but retain the resulting

blank cells– Delete cells – delete the cells themselves so the

surrounding cells shift to fill in the space• To reverse actions:

– Click the Undo button to reverse the last action– Click the Redo button to reverse an undo action

• You can reverse as many as the last 16 actions performed• You cannot reverse actions such as printing, saving, closing a

workbook or clearing the Clipboard

Saving Existing Workbooks and Saving Workbooks with Different

Names• To save an existing workbook:

– Click the Save button in the Standard toolbar• To save a workbook with a different name:

– Display the Save As dialog box – Type the name of the new workbook– Press ENTER

• You can use the Save As dialog box to specify a different name, location or format for a revised workbook


Lesson 14:Formatting Worksheets

Objectives

• Insert and delete rows and columns• Change column widths and row heights• Use numeric formats• Change the alignment of data• Use conditional formatting

Inserting and Deleting Rows and Columns

• When you insert rows or columns, existing data moves down or to the right to accommodate the new rows or columns

• When you delete rows or columns, all data within them is deleted

• When you insert or delete rows or columns, the total number of rows and columns in the worksheet remains constant

Changing Column Widths and Row Heights

• By default, columns are 8.43 characters wide and rows are 12.75 points high (one inch is equal to 72 points)

• To change column width or row height:– Use the Column Width dialog box – specify an exact

amount by which to change column width– Use the Row Height dialog box – specify an exact amount

by which to change row height– Use the mouse – drag column or row borders to increase

or decrease column width or row height – Use AutoFit – double-click the right border of a column or

the bottom border of a row to precisely accommodate the data within a selected cell or range

Using Numeric Formats

• Number format – displays numbers with a specified number of decimal places

• Currency format – displays numbers with leading dollar signs ($) and thousands separators (,)

• Accounting format – displays numbers with dollar signs and thousands separators. Dollar signs and decimal points are vertically aligned in the column.

Using Numeric Formats (cont’d)

• Percent format – displays numbers as percentages (%) with a specified number of decimal places

• Comma format – displays numbers with thousands separators (,) and a specified number of decimal places

• Date format – enables you to specify the appearance of a date entry

Changing the Alignment of Data

• By default, text is left-aligned and numbers are right-aligned within cells

• Use the alignment buttons in the Formatting toolbar to left-justify, center or right-justify the data within cells

Using Conditional Formatting

• Conditional formatting – formats a range of cells to display in a manner you determine based on criteria you specify

• To apply conditional formatting:– Display the Conditional Formatting dialog box – Specify the criteria by which cell contents will

be evaluated– Specify the formatting to apply to the cells that

meet the criteria


Lesson 15:Printing Worksheets

Objectives

• Preview print jobs• Use Page Break Preview• Define page setup options• Print worksheets

Previewing Print Jobs

• With the Print Preview window, you can:– Display the next or previous pages of a

multiple-page worksheet– Toggle between full-page and magnified views– Specify print settings– Specify margin settings and column widths– Display the worksheet in Page Break Preview to

view and modify page breaks

Using Page Break Preview

• With Page Break Preview, you can:– Modify page breaks by dragging the blue

dashed page break lines to a different location– Insert or remove horizontal and vertical page

breaks

Defining Page Setup Options

• Page setup options affect only the way worksheets look when printed

• Display the Page Setup dialog box to define page setup options

• You can use page setup options to change:– Scaling – the print size based on a percentage

of a worksheet’s normal size– Orientation – the position of the worksheet on

the page. You can specify portrait (the page is taller than it is wide) or landscape (the page is wider than it is tall) orientation.

Defining Page Setup Options (cont’d)

• You can use page setup options to change (cont’d):– Margins – measurements that determine how

far from the edges of a page printed text will appear

– Headers – text that prints at the top of every page

– Footers – text that prints at the bottom of every page

Printing Worksheets• To print a worksheet:

– Click the Print button in the Standard toolbar (prints the entire worksheet)

– Display the Print dialog box to specify print options

Print dialog box options include:

• Printer – specifies which printer to use

• Print range – specifies the pages to print

• Print what – specifies the portion of the worksheet to print

• Copies – specifies the number of copies to print


Lesson 16:Working with Basic Formulas and

Functions

Objectives

• Use formulas• Use cell references• Use functions• Use AutoCalculate

Using Formulas

• Formula - a worksheet entry that performs a calculation (formula entries begin with an equal sign (=) to differentiate them from text entries)

• Operator – a symbol used in formulas to perform mathematical calculations

• To create a formula:– Type an equal sign– Click cells to specify cell references– Type operators to specify the types of

calculations to perform

Using Formulas (cont’d)

Operator

Description

+ Addition

- Subtraction

* Multiplication

/ Division

^ Exponentiation

Using Formulas (cont’d)

• To edit formulas:– Type over (replace) the existing formula– Activate Edit mode, highlight the cell reference

you want to change, then click the correct cell• When you activate Edit mode, the Range Finder

feature is automatically activated– Range Finder - identifies cell references in a

formula by highlighting them in different colors

Using Cell References

• Relative cell reference – specifies the location of a cell relative to the cell containing the formula

– When you move or copy a formula, a relative cell reference adjusts automatically to reflect the new location

• Absolute cell reference – specifies the exact location of a cell without regard to the location of the cell containing the formula

– When you move or copy a formula, an absolute cell reference always references the same cell

• Mixed cell reference – contains both relative and absolute cell reference components (the row or column component can be relative or absolute)

Using Functions

• Function – a predefined formula that performs special or advanced calculations

• Function syntax – Function Name (argument1, argument2)– Function Name – a word or abbreviation used to

identify a function– Argument – the data required in a function to

produce a value• Formula Palette – provides assistance for entering

cell ranges and references into a function or formula

Using Functions (cont’d)

• AVERAGE – calculates the average of values in a specified range of cells

• MAX – calculates the maximum value in a specified range

• MIN – calculates the minimum value in a specified range

• AutoSum - automatically totals the values in columns or rows

• Paste Function Feature – a tool that guides you through creating a function so you do not have to memorize the function syntax

Using AutoCalculate

• AutoCalculate – displays the average, count, maximum, minimum, or sum of the data in a selected range (contiguous or non-contiguous) without entering a formula or function

• The AutoCalculate result is temporary and displays in the Status bar only


Lesson 17:Using Multiple Worksheets

Objectives

• Work with multiple worksheets• Create three-dimensional formulas• Rename worksheets• Preview and print multiple worksheets

Working with Multiple Worksheets

• With multiple worksheets, you can:– Move between worksheets– Insert and delete worksheets– Move and copy data between worksheets– Move and copy worksheets– Group worksheets

Moving Between Worksheets

• The active worksheet contains the cell pointer• The active worksheet tab displays in bold• Click a worksheet tab to activate the associated

worksheet• Click the tab scrolling buttons to view worksheet

tabs not visible in the workbook window• Right-click a tab scrolling button to display a

menu of all worksheets in the workbook

Inserting and Deleting Worksheets

• New worksheets are inserted to the left of the active worksheet

• New worksheets are labeled sequentially, regardless of their order in the workbook

• If you delete a worksheet containing data, the data is also deleted

Moving and Copying Data Between Worksheets

• Use cut, copy and paste to move or copy data between worksheets the same way that you move or copy data within a single worksheet

• When you move or copy formulas to a different worksheet, relative cell references adjust to reflect the new location

Moving and Copying Worksheets

• You can move and copy worksheets within the same workbook or to different workbooks

• To move worksheets:

– Use the Move or Copy dialog box

– Use drag and drop – drag the worksheet to the desired location

• To copy worksheets:

– Use the Move or Copy dialog box

– Use drag and drop – press and hold CTRL, then drag the worksheet to the desired location

Grouping Worksheets

• Grouping multiple worksheets allows you to perform the same action on all worksheets simultaneously

• To group contiguous worksheets:

– Activate a worksheet

– Press and hold SHIFT

– Click the worksheet tab of the last worksheet in the group

• To group non-contiguous worksheets:

– Press and hold CTRL

– Click the desired worksheet tabs

Creating Three-Dimensional Formulas

• Three-dimensional formula – a formula in one worksheet that references cells in other worksheets

• To enter a range of worksheet references into a three-dimensional formula, you must group the worksheets

Renaming Worksheets

• You can rename worksheets with descriptive names to better identify their contents

• Each worksheet in a workbook must have a unique name– Names can contain as many as 31 characters– Names cannot contain: asterisk (*), backslash

(\), colon (:), square brackets ([ and ]) or question mark (?) characters

Previewing and Printing Multiple Worksheets

• You can preview and print multiple worksheets by selecting the worksheets before clicking the Print button or Print Preview button in the Standard toolbar


Lesson 18:Enhancing Worksheets

Objectives

• Enhance text• Add and modify borders• Shade ranges• Create and modify three-dimensional objects• Insert, resize and move pictures

Changing Text and Font Attributes

• Font – the typeface and type size of text• Attributes – the characteristics of text formatting

that you can apply to text• To change text and font attributes:

– Specify attributes in the Format Cells dialog box– Click formatting buttons in the Formatting

toolbar– Use the Format Painter to copy formatting from

one or more cell(s) to other cells

Merging Cells• To merge cells:

– Select the range of cells to merge– Click the Merge and Center button in the

Formatting toolbar (centers the text in the merged cell)

• You can merge cells only one row at a time. Merging multiple rows will keep only the upper-left data in the selected range.

Rotating Text and IndentingText in Cells

• To rotate text:– Use the Orientation options in the Alignment

card of the Format Cells dialog box (you can rotate text up to 90 degrees in each direction)

• To indent text in cells:– Use the Increase Indent and Decrease Indent

buttons in the Formatting toolbar

Adding and Modifying Borders

• To add and modify borders:– Use the Borders button in the Formatting

toolbar to specify border options– Use the Border card of the Format Cells dialog

box to specify border options, such as:• How borders should display• Border style• Border color

Shading Ranges

• To shade ranges:– Use the Fill Color button in the Formatting

toolbar to display and add color fills– Use the Patterns card of the Format Cells dialog

box to specify background colors and patterns

Creating and Modifying Three-Dimensional Objects

• To create a three-dimensional object:– Click the object you want to draw in the

Drawing toolbar– Click and drag to draw the object– Use the 3-D palette in the Drawing toolbar to

apply a three-dimensional effect to the object

Creating and Modifying Three-Dimensional Objects (cont’d)

• To modify a three-dimensional object:– Use the Direction palette on the 3-D Settings

toolbar to change the direction of the object– Use the Lighting palette on the 3-D Settings

toolbar to determine the brightest side of the object

– Use other buttons on the 3-D Settings toolbar to change the tilt, depth and color of the object

Inserting, Resizing, and Moving Pictures

• You can insert:– Clip art– Pictures from a scanner or digital camera– Graphics files stored in one of the standard

graphics formats• When you select a picture, sizing handles display

on its sides and corners

Inserting, Resizing, and Moving Pictures (cont’d)

• To resize a picture:– Drag a corner sizing handle (resizes a picture

proportionally)– Drag a side sizing handle (resizes a picture

without maintaining proportions)– Use the Size card of the Format Picture dialog

box to resize a picture with precise measurements

• To move a picture:– Drag it to the desired location


Lesson 19:Using Styles and AutoFormats

Objectives

• Use styles• Use AutoFormats

Using Styles

• Style – a collection of formatting attributes stored under one name

• Six built-in styles are available:

– Comma – Comma format with two decimal places

– Comma(0) – Comma format with no decimal places

– Currency – Accounting format with two decimal places

– Currency(0) – Accounting format with no decimal places

– Normal – the default format

– Percent – Percent format with no decimal places

Creating Styles

• You can create styles:– By example – select a cell containing the

formatting you want, then assign a name to the group of formatting attributes

– By definition – specify the formatting attributes you want to include in the style using the Format Cells dialog box

Formatting Cellswith Styles

• To apply a style:– Select the cell or range to which you want to

apply the style– Select a style from the Style dialog box (the

style will override any formats you previously applied to the cell(s))

Modifying andDeleting Styles

• When you modify or delete a style, the change(s) affects all cells to which you have applied the style in the current workbook– When deleting a style, the cell(s) to which the

style was applied will lose the formatting associated with that style

• Styles can be modified by example or by definition, using the Style dialog box

Using AutoFormats

• AutoFormats – a set of predefined table formats• You can use AutoFormats to automatically turn a

range of cells into a formatted table• To apply an AutoFormat:

– Select the range of cells to which you want to apply the AutoFormat

– Display the AutoFormat dialog box and select an AutoFormat


Lesson 20:Working with Charts

Objectives

• Create charts• Format charts• Modify charts• Print charts

Creating Charts

• Chart – a graphical representation of selected data in a worksheet

• Chart Wizard – A tool that prompts you for information necessary to create or modify a chart

• To create a chart:– Select the range of cells you want to chart– Click the Chart Wizard button– Proceed through the Chart Wizard

Formatting Charts

• To format a chart using menu commands:– Right-click a chart component to display the

Format dialog box– Specify formatting attributes in the Format

dialog box• To format a chart using the Chart toolbar:

– Display the Chart toolbar– Click appropriate Chart toolbar tools to apply

the desired formatting

Changing Chart Types and Repositioning Legends

• To change a chart type:– Display the Chart toolbar– Display the Chart Type palette– Select the desired chart type

• To reposition the legend:– Drag the legend to a new location, or– Use the Placement card of the Format Legend

dialog box to specify the legend placement

Resizing and Moving Charts

• To resize a chart proportionally:– Drag a selection handle while pressing SHIFT

• To resize a chart from its center:– Drag a selection handle while pressing CTRL

• To move a chart:– Click a blank area of the chart and drag it to the

desired location

Editing Chart Data

• After you have created a chart, you can change the data in the worksheet

• Changing the data in the worksheet will update the chart automatically

Placing and Modifying Data Tables in Charts

• Data table – a table that is placed within a chart and includes only the data used in the chart

• To place a data table in a chart:– Click a blank area of a chart– Click the Data Table button in the Chart toolbar

• To modify a data table:– Format a data table in the same way you format

any other chart object

Printing Charts

• To print a chart by itself:– Select the chart– Display the Print dialog box– Click the OK button

• To print the chart with the worksheet data:– Deselect the chart– Print the worksheet


Introduction to PowerPoint 2000


Lesson 1:Getting Started with PowerPoint

Objectives

• Start PowerPoint and open presentations• Explore toolbars and menus• Use the Office Assistant• Work with slides in different views• Manually run slide shows• Close presentations and exit PowerPoint

Starting PowerPoint and Opening Presentations

• Presentation – a group of slides, usually related by a theme, that contain text, charts, drawings or graphic images

• Slide – an individual screen in a presentation or slide show

• Slide show – a full-screen version of a presentation

Starting PowerPoint and Opening Presentations (cont’d)

• When you first start PowerPoint, you are prompted to create a new presentation or open an existing presentation

• The default presentation view is Normal view, which combines three of PowerPoint’s views in separate panes:– Slide view– Outline view– Notes view

Exploring Toolbars and Menus

• Toolbars– Contain buttons that represent shortcuts for

commonly used features– By default, the Standard and Formatting

toolbars appear on the same row– A floating toolbar is a toolbar that is not docked

to an edge of the application window

Exploring Toolbars and Menus (cont’d)

• Menus– Contain commands you execute to perform

tasks– When you first display a menu, the default

commands display – You can expand the menu to display additional

commands


• The Office Assistant suggests help topics related to tasks you are currently performing and tips on using features more efficiently




Working with Slides in Different Views

• The available views are:– Normal view – displays a slide pane, outline

pane and notes pane– Outline view – displays the presentation titles

and text in an outline format– Slide view – displays a slide pane and an

outline pane– Slide Sorter view – displays all slides in

miniature form in one window– Slide Show – displays the current presentation

as a slide show

Manually Running a Slide Show

Action ResultPress RIGHT, DOWN or ENTER, or click the left mouse button

Displays the next slide

Press LEFT or UP Displays the previous slide

Click the right mouse button Displays the shortcut menu, which you can use to advance to the next slide or return to the previous slide

Press HOME Displays the first slide in the presentation

Press END Displays the last slide in the presentation

Press RIGHT or DOWN, or click the left mouse button while displaying the last slide in the presentation

Stops the slide show and displays the first slide in the PowerPoint window

Press ESC Stops the slide show and returns to the PowerPoint window

Closing Presentations and Exiting PowerPoint

• To close a presentation, click on the close button in the menu bar

• To exit PowerPoint, click on the close button in the application title bar


Lesson 2:Creating Presentations

Objectives

• Create new presentations• Add text to slides• Add new slides and change slide layouts• Select text• Insert text boxes• Save presentations

Creating New Presentations

• You can use the New Slide dialog box to select an AutoLayout or select a blank layout and create your own design

• AutoLayout – a pre-designed slide layout that can contain placeholders for text, charts, bullets and graphics

• Placeholders – dotted outlines on a new slide that reserve space for objects that can be placed on the slide

Adding Text to Slides

• Most AutoLayouts contain placeholders for entering text, such as:– Titles– Subtitles– Other objects

• You can:– Click in a placeholder to add text (or simply

begin typing if it is the first placeholder on the slide)

– Double-click in a placeholder to add an object

Adding New Slides and Changing Slide Layouts

• Slides you add will follow the currently selected slide

• To add new slides to a presentation:– Click on the New Slide button in the Standard

toolbar– Select a slide layout– Click on the OK button

Adding New Slides and Changing Slide Layouts (cont’d)

• To change the layout of a slide:– Click on the Slide Layout button in the Standard

toolbar (or click on Format, Slide Layout)– Select a slide layout– Click on the OK button

Selecting Text

• You must select text before you can modify it• To select text, you can:

– Click and drag over text to select it– Select a word by double-clicking on it– Select an entire paragraph by triple-clicking

anywhere in the paragraph– Click on the slide icon in the Outline pane to

select the entire slide

Inserting Text Boxes

• You can insert a text box to add text outside of an AutoLayout placeholder

• To insert a text box:– Click on the Text Box tool in the Drawing

toolbar– In the Slide pane, click on the slide and start

typing

or– Click and drag to draw the dimensions of the

text box, then start typing

Inserting Text Boxes (cont’d)

• When you select a text box, sizing handles display around its border– Sizing handles – small squares that appear at

the corners and along the sides of a selected object

• You can resize a text box by dragging one of its sizing handles

• You can move a text box by dragging its border to a new position on the slide

Saving Presentations

• Use the Save As dialog box to:– Specify where the presentation file will be saved– Give the presentation a name– Change the name of an existing presentation

• Use the Save button in the Standard toolbar to save an existing presentation


Lesson 3:Editing Presentations

Objectives

• Modify slides• Move and copy text• Delete text• Find and replace text• Modify bullets• Use numbering in slides

Modifying Slides

• You can modify existing presentations by:– Adding new slides

• insert a new slide in the desired location• PowerPoint will automatically renumber all

the slides following the new slide– Rearranging slides

• Click and drag a slide (in Normal and Slide Sorter views) to move it to another location

• Click and drag slide text (in Outline view) to move it to another location

Modifying Slides (cont’d)

– Copying slides• Press and hold CTRL• Click and drag a slide to create a copy in

another location• Release CTRL

– Deleting slides• Select a slide• Press DEL

Moving and Copying Text

• To copy text:– Use the Clipboard – copy text to the Clipboard,

then paste the text from the Clipboard at the location of the insertion point

• The Clipboard can store a maximum of 12 items at one time

• The Clipboard toolbar displays if two or more items reside in the Clipboard

• If the Clipboard toolbar is full and you copy another item to it, the first text item you copied will be removed

Moving and Copying Text (cont’d)

• To copy text (cont’d):– Use drag and drop - press and hold CTRL, drag

the selected text from one location and drop it into another

• To move text:– Use the Office Clipboard - cut text to the Office

Clipboard, then paste it to a new location– Use Drag and Drop - drag the selected text from

one location and drop it into another

Deleting Text

• Deleted text is not stored in the Clipboard; it is removed permanently

• To delete text:– Select the text you want to delete– Press DEL

Finding and Replacing Text

• To find and replace text:– Display the Replace dialog box– Specify the text you want to replace– Specify the replacement text– Specify whether to match case and/or to replace whole

words only (both are optional)– Click on the Find Next button to proceed to the next

occurrence of the search text– Click on the Replace button to replace the current

occurrence of the search text– Click on the Replace All button to replace all occurrences

of the search text

Modifying Bullets

• To change bullet characters:– Display the Bulleted card of the Bullets and

Numbering dialog box– Select the desired default bullet style, or– Display the Bullet dialog box and assign a

character as a bullet style• To use graphic bullets:

– Display the Picture Bullet dialog box– Select the desired graphic bullet

Using Numbers in Slides

• You can automatically number items on slides:– Arabic numerals– Roman numerals– Uppercase letters– Lowercase letters

• To apply numbers to slide text:– Display the Numbered card of the Bullets and Numbering

dialog box– Select a built-in number style

• When you copy, move or delete numbered items, the numbers automatically recalculate


Lesson 4:Formatting Text

Objectives

• Change text attributes• Set indents and tabs• Change text alignment

Changing Text Attributes

• Attributes – features of text that you can modify, such as font, font size, font style and color– Font – a family of characters with a distinctive

and consistent design that gives the text in a presentation a unique look

– Font Style – characteristic such as bold, italic and underline that can be applied to text

– Font Size – the height of a character in a specific font, measured in points (an inch contains 72 points)

Changing Text Attributes (cont’d)

• To change attributes:– Display the Font dialog box and specify the

desired attributes for the selected text

or– Use buttons in the Formatting and Drawing

toolbars to apply the desired attributes to selected text

Changing Text Attributes (cont’d)

• To replace fonts throughout a presentation:– Display the Replace Font dialog box– Specify the name of the font you want to

replace– Specify the name of the replacement font– Click on the Replace button

• Any other text attributes previously applied to text will not be affected

Setting Indents and Tabs

• Indents determine where paragraphs or bulleted lists begin in relation to the left border of a text box

• Setting indents– First line indent marker marks the position at

which the first line of text will begin or the first bullet will appear

– Left indent marker marks the position at which text following a bullet will appear or where text will wrap

Setting Indents and Tabs (cont’d)

• Tabs determine where the insertion point moves when you press TAB

• Setting tabs– Determines how far to the right text will move– Default tabs are set every inch– When a new tab is set, all default tabs to the left

are cancelled– Four tab types: left, right, center and decimal

Changing Text Alignment

• To change text alignment:– Click anywhere within a text box– Click on the Align Left button to align the text to

the left– Click on the Align Right button to align the text

to the right– Click on the Center button to center the text– Click on Format, Alignment, Justify to justify

the text


Lesson 5:Printing Presentations

Objectives

• Preview slides• Print slides and change slide orientation• Print handouts

Previewing Slides

• You can preview slides to see how they look before you print in:– Grayscale

or– Black and White

• Black and White view – shows what a color slide looks like when printed on a non-color printer

Printing Slides and Changing Slide Orientation

• You can print:– All slides in a presentation– Selected slides– A range of slides– The current slide

• You can specify:– Landscape orientation – the slide is wider than

it is tall– Portrait orientation – the slide is taller than it is

wide

Printing Handouts

• You can print handouts as sheets containing 2, 3, 4, 6 or 9 slides per page

• To print handouts:– Display the Print dialog box– Display the Print what drop-down list, then click

Handouts– Specify the number of slides per page and a

horizontal or vertical order– Click the OK button


Lesson 6:Working with Proofing Tools

Objectives

• Check spelling• Change spelling options• Check for style consistency• Use AutoCorrect

Checking Spelling

• By default, PowerPoint displays a wavy, red line beneath any text that is misspelled or unrecognized

• You can correct misspelled words using:– The Spelling shortcut menu

or– The Spelling dialog box, in which you specify to

ignore or change the misspelled word or all instances of the misspelled word

Changing Spelling Options

• You can specify spelling checker options from the Spelling and Style card of the Options dialog box

• Default spelling options include:– Check spelling as you type– Always suggest corrections– Ignore words in uppercase– Ignore words with numbers

Checking for Style Consistency

• If the Office Assistant is enabled, potential style problems are indicated by a light bulb icon

• Use the Case and End Punctuation card of the Style Options dialog box to:– Specify how capital letters will be used in titles

and body text– Specify how punctuation will appear at the end

of sentences and within paragraphs

Checking for Style Consistency (cont’d)

• Use the Visual Clarity card of the Style Options dialog box to:– Specify font sizes for slide components– Specify the maximum number of bullets per

slide– Specify the maximum number of lines per title – Specify the maximum number of lines per bullet

Using AutoCorrect

• AutoCorrect – a feature that automatically corrects commonly misspelled words as you type

• You can use the AutoCorrect dialog box to specify AutoCorrect options and to create custom entries

• To create custom AutoCorrect entries:– Display the AutoCorrect dialog box– Specify the text you want to replace– Specify the replacement text– Click on the Add button


Lesson 7:Working with Objects

Objectives

• Draw objects• Modify objects• Insert AutoShapes• Arrange objects

Drawing Objects

• Use tools on the Drawing toolbar to draw objects• To draw objects:

– Select a drawing tool– Position the mouse pointer in the drawing area– Click and drag the mouse pointer to create a

shape– Release the mouse button

• You can add text to any shape except a line, connector or freeform shape

• The text is treated as part of the object

Modifying Objects

• To resize an object:– Click and drag a sizing handle, or – Use the Size card of the Format AutoShape

dialog box to specify exact dimensions• To add text to an object:

– Use the Text Box tool in the Drawing toolbar to create a text box

– Insert text– Place the text box on top of the shape

Modifying Objects (cont’d)

• To apply line colors to an object:– Display the Line Color palette in the Drawing

toolbar– Click on a color square

• To apply line styles to an object:– Display the Line Style palette in the Drawing

toolbar– Click on a line style

Modifying Objects (cont’d)

• To apply background fills to an object:– Display the Fill Color palette in the Drawing

toolbar– Click on a color square

• To apply texture fills to an object:– Display the Texture card of the Fill Effects

dialog box– Double-click on an icon representing the texture

you want to apply

Inserting AutoShapes

• To insert an AutoShape on a slide:– Display the AutoShapes menu in the Drawing

toolbar– Point to a category on the menu– Click on an AutoShape button in the palette– Click and drag on the slide to draw the desired

shape– Deselect the AutoShape

• Use the options in the Format AutoShape dialog box to format and add text to the AutoShape

Arranging Objects

• To move an object:– Click and drag the object to a new position on

the slide• To duplicate an object:

– Select the object and click on Edit, Duplicateor

– Press and hold CTRL, then click and drag the object to create a duplicate

• To delete an object:– Select the object, then press DEL

Arranging Objects (cont’d)

• To rotate an object:– Click on the Free Rotate button in the Drawing

toolbar– Drag a green dot that surrounds the object to

rotate the object about its center point• To flip an object:

– Click on the Draw menu in the Drawing toolbar– Click on Rotate or Flip– Click on Flip Horizontal or Flip Vertical to

specify the direction in which to flip the object

Arranging Objects (cont’d)

• To layer objects:

– Move objects over one another

– Right-click on a layered object, click on Order, then click on the command that performs the layering operation you want

• To group objects:

– Click on an object, press and hold SHIFT, click on the other objects you want to group, then release SHIFT

– Click on the Draw menu in the Drawing toolbar

– Click on Group


Lesson 8:Using WordArt and ClipArt

Objectives

• Use WordArt• Insert ClipArt• Recolor ClipArt

Using WordArt

• WordArt – a feature you can use to insert text that you can manipulate graphically

• To insert WordArt:– Display the WordArt Gallery dialog box– Double-click a WordArt style– Type text in the Edit WordArt Text dialog box

• Use the WordArt toolbar buttons to edit, color and shape the WordArt object

Using WordArt (cont’d)

• To edit WordArt:– Display the Edit WordArt Text dialog box– Edit the text as desired– Change the font, font size and font attributes as

desired• Use the WordArt Shape palette to select a different

shape to apply to the WordArt object

Using WordArt (cont’d)

• Gradient fill – a fill showing a gradual difference in color or colors in proportion to the distance from a given point

• To add a gradient fill to a WordArt object:– Display the Gradient card of the Fill Effects

dialog box– Specify one or two colors– Specify the shading style– Specify the shading pattern

Inserting ClipArt

• ClipArt – ready-made, usually copyright-free, illustrations you can insert into application files

• To insert ClipArt into a presentation:– Display the Pictures card of the Insert ClipArt

dialog box– Click on the ClipArt category containing the

ClipArt you want to insert– Right-click on a ClipArt image, then click on

Insert• You can reposition and resize ClipArt images as

desired

Recoloring ClipArt

• To recolor ClipArt:– Display the Recolor Picture dialog box– Specify a new color for each original color you

want to recolor– Specify whether to recolor lines or background

fills• You can use the Picture toolbar to:

– Change ClipArt colors to shades of gray– Alter the ClipArt object’s brightness


Lesson 9:Building Slide Shows

Objectives

• Expand slides• Use the Slide Finder• Create summary slides• Add transition effects• Add animation effects

Expanding Slides

• To expand a slide:– Display the slide that is to be expanded in

Normal view– In the Outline pane, click on the bullet of the

item that will become the title of the first new slide

– Click on the Decrease Indent button in the Formatting toolbar

– Repeat for each bulleted item that will become the title of a new slide

– Delete the original slide

Using the Slide Finder

• You can use the Slide Finder dialog box to:– Preview slides in other presentations– Insert existing slides from other presentations

into the current presentation– Use existing slides to create a new presentation

Creating Summary Slides

• Summary slide – a slide that displays the titles of selected slides in the presentation in a bulleted list

• To create summary slide:– Select the slides you want to include in the

summary slide– Click on the Summary Slide button in the Slide

Sorter toolbar

Adding Transition Effects

• Transition Effects – special effects that introduce a slide during a slide show

• You use the Slide Transition dialog box to apply transition effects

• You can specify how the slide show will advance:– Manually, or – Automatically

• You can apply a single effect to a whole presentation, or multiple effects to the various slides in the presentation

Adding Animation Effects

• Animation – a visual or sound effect applied to text or an object

• You can choose different animation effects for individual slide objects

• To add preset animation effects:– Click in the slide object to which you are applying the

effect– Display the Preset Animation submenu (click on Slide

Show, Preset Animation)– Click on an animation effect

• The order in which the effects display and the timing are controlled automatically

Adding Animation Effects (cont’d)

• To add custom animation effects to a slide:– Display the slide to which you want to apply custom

animation effects– Display the Custom Animation dialog box– Select the element to which you want to apply

animation– Use the Effects card to specify the animation effects

you want– Use the Order & Timing card to specify the order in

which the animations occur, the timing of each animation, and whether they will occur automatically or manually


Lesson 10:Running Slide Shows

Objectives

• Hide slides• Control slide shows• Annotate slides• Use the PowerPoint Viewer

Hiding Slides

• Hiding slides is useful for presentations that contain a mixture of elements for diverse audiences

• You can choose in advance which slides to display in a slide show

• Even if a slide is hidden, you can display it during the slide show

Hiding Slides (cont’d)

• To hide slides:

– Select the slides you want to hide in Slide Sorter view

– Right-click a selected slide, then click on Hide Slide

• To display hidden slides during a slide show:

– Run the slide show

– Type H

• To unhide hidden slides:

– Select the hidden slides in Slide Sorter view

– Right-click a selected slide, then click on Hide Slide

Controlling Slide Shows

• You can use keyboard keys and screen navigation tools to control how a slide show advances

• Common keyboard keys:Action Result

Type b or . Blackens/unblackens the screen

Type w or , Whitens/unwhitens the screen

Type a or = Shows/hides the arrow pointer

Type e Erases on-screen annotations

Type a number, then press ENTER Advances to the specified slide

Press PGDN Advances to the next slide

Press PGUP Returns to the previous slide

Press ESC Exits the slide show

Controlling Slide Shows (cont’d)

• To advance slides out of sequence using the Slide Navigator:– Run the slide show– Right-click on a slide, point to Go, then click on

Slide Navigator– Double-click on the slide you want to display

next

Annotating Slides

• To annotate (write or draw on) a slide during a slide show:– Start the slide show– Display the slide you want to annotate– Right-click on the slide, point to Pointer

Options, then click on Pen– Click and drag the mouse pointer to write or

draw on the slide

Using the PowerPoint Viewer

• PowerPoint Viewer – a program you can use to run slide shows on computers that do not have PowerPoint installed

• Before you can run a slide show using the PowerPoint Viewer, you must:– Save the presentation from your computer to a

floppy disk– Make sure the PowerPoint Viewer is installed on

the computer from which you will run the slide show


Introduction to Access 2000


Lesson 11:Designing Databases

Objectives

• Identify database components• Design data tables• Design relational databases

Identifying Database Components

• Database – an organized collection of information• Table – a collection of data organized into rows

and columns• Field – a category of information in a table• Record – a collection of information, consisting of

one or more related fields, about a specific entity, such as a person, product or event

• Query – a specialized instruction that displays or performs an action on specific information from a data table

Identifying Database Components (cont’d)

• Form – a database object used to view, enter, edit and manipulate data

• Report – a database object used to summarize and print information from data tables or queries

Designing Data Tables

• Determine what fields you will use to store your data

• Store data in the smallest fields possible• Build in flexibility in the design stage

Designing Relational Databases

• Relational database – a database that contains multiple tables related through common fields

• Relationship – a connection between two or more tables based on common fields

• When designing a relational database, consider:– The purpose of the database– The number of tables needed to store

information without duplicating data– The fields needed in each table– The fields common to more than one table


Lesson 12:Examining Access Objects

Objectives

• Start Access and open a database• Explore the database window• Examine tables• Examine queries• Examine forms• Examine reports• Use the Office Assistant• Exit Access

Starting Access and Opening a Database

• Open a database:– Using the Startup dialog box – Directly from the Access window

• Use the Startup dialog box to:– Create a new database– Create a database modeled after a built-in

database template– Open an existing database

Exploring the Database Window

• Use the database window to create, edit and delete database objects

• The database window contains:– The object bar – the vertical bar in the left pane

of the database window that you use to select the type of database object with which you want to work

– The object list – a list of all objects of the type specified in the object bar contained in the open database, and shortcuts for creating new objects

Examining Tables

• Datasheet view – the open view for a table in which you examine or work with the data

• Design view – the view in which you work with the layout and design of the database object itself

• In Datasheet view:

– Each row designates a record and each column designates a field

– You can navigate through records by clicking in a field, by pressing keyboard directional keys, by clicking a navigation button, or by typing a number in the Record number box and pressing Enter

Examining Queries

• You can use queries to selectively view and analyze data

• The two types of queries are:– Action query – performs an action on specified

records in a data table– Select query – displays specific information

from a data table

Examining Forms

• You can use a form to enter data into a table or to display table records one at a time

• The open view for a form is Form view• Form view includes a Record number box and

navigation buttons

Examining Reports

• You can use reports to summarize and print data from data tables

• The open view for a report is Print Preview• Print Preview includes navigation buttons and a

Page number box for navigating through report pages


• The Office Assistant suggests help topics related to tasks you are currently performing and tips on using features more efficiently




Exiting Access

• To exit Access:– Close any open database object– Click the Close button in the database window

title bar to close the current database– Click the Close button in the Access window

title bar to exit the application


Lesson 13:Creating Databases and Tables

Objectives

• Create new databases• Create tables

Creating New Databases

• You can create two types of databases:– Blank database – contains no database objects

and displays an empty database window– Template-based database – generated by a

wizard and is data-ready• It is often easier, faster and less frustrating to start

with a blank database and to create database objects as needed

Creating Tables

• You can create tables using the table design window or a table wizard

• A table is defined by its fields and attributes you assign – the field name and data type– Field name – a field attribute that uniquely

identifies each field in a table– Data type – a field attribute that determines the

type of information a field can contain

Creating Tables (cont’d)

• To create a table using the table design window:– Display the Tables object list, then click the

New button– In the New Table dialog box, double-click

Design View– Specify field names and data types– Assign a primary key

• Primary key – a field containing a value that uniquely identifies each record in a table

Creating Tables (cont’d)

• To create a table using the Table Wizard:– Display the Tables object list, then double-click

Create table by using wizard– Follow the prompts in each wizard screen


Lesson 14:Working with Records

Objectives

• Modify datasheet layout• Add records• Edit records• Delete records• Sort records

Modifying Datasheet Layout

• When you modify datasheet layout, you temporarily affect the way data is displayed; the structure of the table does not change

• You can use column and record selectors to modify datasheet layout– Column selectors – the gray areas at the top of

a datasheet in which field names display– Record selectors – the gray areas at the left

border of the datasheet in which the record indicator displays for the current record

Modifying Datasheet Layout (cont’d)

• To modify datasheet layout:

– Change column widths – drag the border between column selectors or double-click a border between column selectors

– Move columns – click a column selector, then drag to a new location in the datasheet

– Hide columns – right-click a column selector, then click Hide Columns

– Show columns – right-click a blank area of the datasheet window, click Unhide Columns, then turn the check box for the hidden column

Adding Records

• To add a new record:– Click the New Record button in the navigation

buttons or in the toolbar– Type data into each field, pressing ENTER to

move from field to field

Editing Records

• To edit a record:– Double-click in a field, retype the entry, then

press ENTER

or– Click once in a field and selectively edit

portions of the data

Deleting Records

• You can delete a single record or several at a time• Deleting a record is a permanent action• To delete a record:

– Click the record selector for the record– Click the Delete button in the toolbar– Confirm the deletion

Sorting Records

• You can sort records to display them in order by the values in any field

• You can sort records by the values in a single field or in multiple adjacent fields

• When you sort by multiple fields, the field furthest to the left serves as the primary sort field; the next field to the right is the secondary sort field, and so on

• Sorting records does not change the physical order of the records in the table


Lesson 15:Working with Table Structure

Objectives

• Modify table design• Set field properties

Modifying Table Design

• You change the table design in table design view• When you make changes in table structure, you

work with field selectors– Field selectors – the gray areas to the left of the

Field Name column in the table design window• To modify table design:

– Add a field – type the field data in the next available row of the table design window or use the Insert command to add a field at a specific position in the table

Modifying Table Design (cont’d)

• To modify table design (cont’d):– Delete a field – right-click the field selector for the field

and click Delete Rows– Move a field – click the field selector for the field and drag

it to a new position in the table design window– Rename a field – select the field name in the table design

window, type a new name, then save the table– Use Name AutoCorrect – a feature that ensures table field

references in all associated database objects are automatically updated whenever you rename a field

Setting Field Properties

• Field properties – settings that determine how data is stored, handled and displayed in tables, forms and reports

• Two ways you can set field properties are:– Limiting field size – controlling the maximum

number of characters that can be stored in a Text field or controlling the range of values that can be stored in a Number field

– Setting field formats – controlling format features, such as case or decimal places


Lesson 16:Locating Information

Objectives

• Find records• Understand comparison operators• Use filters

Finding Records

• You can use the Find feature to locate records that contain a specific value or text string in a particular field

• You specify a Match value to control how Access evaluates each record

• Searches begin from the current record down and loop back to the beginning of the datasheet

Understanding Comparison Operators

• Queries and filters use criteria to test records and determine whether or not they should be displayed

• To define criteria, you can create expressions that use comparison operators– Criteria – conditions that records must meet to

pass through a filter or to be selected by a query

– Comparison operator – a character, such as > or =, used to compare two values or expressions

Understanding Comparison Operators (cont’d)

Operator Meaning Example

= Equals =“ENG312”

<> Not equal to <>”ENG312”

> Greater than >96

< Less than <96

>= Greater than or equal to >=65

<= Less than or equal to <=65

Between Between two values (inclusive) Between 85 and 95

In In a set or list of values In(“Smith”, “Summers”)

Is Null Field is empty Is null

Is Not Null Field is not empty Is not null

Using Filters

• Filter – a set of criteria that is applied to an open table to isolate a subset of records

• You can create four types of filters:– Filter by Selection – click a field containing the

value to be used as the criteria and only records that match the value in the same field are displayed

– Filter Excluding Selection – click a field containing the value to be used as the criteria and only records that do not match the value in the same field are displayed

Using Filters (cont’d)

– Filter by Form – enter filter criteria into the Filter by Form window

– Filter for Input – right-click a field and type a value or expression into the Filter For text box on the shortcut menu to specify criteria


Lesson 17:Using Select Queries

Objectives

• Create select queries• Apply filters to query result sets• Modify query design• Work with criteria

Creating Select Queries

• Result set – the collection of records selected and displayed by a query

• The three basic steps for creating a query are:– Specify the table or tables from which the query

will select data– Define which table fields will be included in the

query– Specify which fields to display or hide and in

what order the records in the result set will display

Creating Select Queries (cont’d)

• You can create select queries:– From scratch in query design view– By using the query wizard

• When you create a select query in query design view, you work in the Select Query design window, which displays:– The table or tables you add to the query display– The field list – a list of all the fields in an underlying

table or query– The query design grid – the pane in which you add

fields to display in the query. You use the design grid to specify criteria and to control the display of the result set

Applying Filters to Query Result Sets

• You can apply filters to query result sets the same way you apply them to tables

• Applying a filter to a query result set displays a subset of the result set

• You apply filters to query result sets in the query’s open view, not in query design view

Modifying Query Design

• To modify query design, you can:– Add fields – new fields are added to the right of

the existing columns in the design grid– Delete fields – any data currently in the fields is

also removed– Insert fields – you can insert fields at any

position in the design grid– Move fields – you can move field columns by

dragging the column’s selector to a different position

Modifying Query Design (cont’d)

– Set field properties – each query field has a set of properties stored in a Properties sheet

• Caption property – displays text other than the field name in the field selector

• Format property – controls the display of data in the result set

Working with Criteria

• Use criteria to limit the records displayed in the result set

• You can specify one criterion or multiple criteria• When you specify multiple criteria, you enter

criteria for two or more field columns

Working with Criteria (cont’d)

• Use expressions and logical operators to set criteria– Expression – any combination of comparison

operators, values or field names that defines the limiting conditions a record must meet

– Logical operators – “And” and “Or” determine whether a query result set must satisfy all or any of the multiple query criteria


Lesson 18:Creating and Using Forms

Objectives

• Create forms using AutoForm• Create forms using the Form Wizard• Work with controls• Work with control properties• Work with form properties• Create forms using Design view• Add records using forms• Print forms

Creating Forms Using AutoForm

• AutoForm – automatically creates a form that displays all fields and records from a single table or query, using a pre-defined layout

• AutoForm layout options:

– Columnar – displays each record’s data vertically; each field of each record appears on a separate line and only one record displays at a time

– Tabular – displays each record’s data horizontally; each field appears in a column and several records can display at once

– Datasheet – displays the records in Datasheet view

Creating Forms Using the Form Wizard

• The Form Wizard presents a series of dialog boxes that guide you step by step through the creation of a new form

• You can specify:– The table or query to use as a data source– The fields to include on the form– A pre-defined style– To base the form on more than one table or

query

Working with Controls• Control – a graphic object in a Form or Report

window• The three kinds of controls used in a form are:

– Bound control – displays data from the form’s underlying table or query; bound controls update to reflect changes in the data source

– Unbound control – a control that is not tied to fields in an underlying table or query, such as labels, text boxes, option buttons, command buttons and lines

– Calculated control – calculates values in a form, such as totals or averages

Working with Controls (cont’d)

• To delete a control:– Select a control and press the DELETE key

• To add a control:– Drag a field from the field list into the form design

window to add a bound control– Click a control tool in the Toolbox and click and

drag in the form design window to add an unbound control

• To move a control:– Select the control, place the mouse pointer on any

control border (not on a sizing handle), and drag to a new location


• To size a control:– Select the control and then click and drag one

of its sizing handles• To align controls:

– Select the controls to be aligned, then choose an alignment command from the Format menu

• You can align an individual control, a group of adjacent controls or a group of non-adjacent controls

Working with Control Properties

• Every control has a set of properties stored in a Properties sheet that you can modify

• Different types of controls have different properties. For example, label controls have a:– Caption property – determines what text

displays in a label control– Control Source property – determines which

table or query field is displayed in the control

Working with Form Properties

• Forms have their own distinct set of properties that control the way they function and display– Caption property – controls the text that

displays in the title bar of the form window– Record Source property – determines which

table or query will be used as the underlying source for the bound controls in the form

Creating Forms Using Design View

• You can create a form from scratch in Design view• To create a form using Design view:

– Start with an empty form– Add controls – Specify form properties

Adding Records Using Forms

To use a form to add a record:• Display the form in Form view• Click the New Record button in the navigation

buttons• Type entries into each field, pressing ENTER to

move from field to field

Printing Forms

• You can print forms in:– Form view– Design view– Datasheet view

• When you print forms, you can specify to print:– The currently selected record– All records


Lesson 19:Creating and Using Reports

Objectives

• Create reports using AutoReport• Work with report sections• Work with controls• Work with control properties• Work with report properties• Create reports using Design view• Print reports

Creating Reports Using AutoReport

• AutoReport – automatically creates a report that displays all fields and records from a single table or query

• AutoReport layout options:– Columnar – displays each record’s data

vertically; each field of each record appears on a single line

– Tabular – displays each record’s data horizontally; each field appears in a column

Working with Report Sections• In Design view, a report displays with several sections:

Section Description

Report header Contains the text that appears at the top of the first page

Page header Contains the text that appears at the top of every page

Group header Identifies each grouping of records in a report

Group footer Displays numeric summaries for each group of records

Detail section Contains the fields displayed for each record

Page footer Contains the text that appears at the bottom of every page

Report footer Contains the text that appears at the bottom of the last page

Working with Controls

• You can add, delete, select, move, size and align controls within sections of a report

• You can group and sort records in the detail section of a report

• To move a control:– Select the control, place the mouse pointer on

any control border (not on a sizing handle), then drag to a new location

• To size a control:– Select the control, then click and drag one of its

sizing handles


• To group fields in a report:– Display the report in Design view– Click the Sorting and Grouping button– Select the fields by which to group records

• To sort records in a report:– Group the fields whose records you want to

sort– Specify whether to sort the records in

ascending or descending order

Working with Control Properties

• Every control has a set of properties stored in a Properties sheet that you can modify

• Different types of controls have different properties– Label controls have a Caption property, which

determines what text displays in the control– Bound text box controls have several format

properties that affect the data they display

Working with Report Properties

• Reports have their own distinct set of properties that control the manner in which they display and print

– Caption property – controls the text that displays in the title bar of the Print Preview window

– Page Header and Page Footer properties – determine whether or not page headers and footers will print on all pages or only some pages

– Record Source property – specifies the table or query used as the underlying source for the bound controls in the report

Creating Reports Using Design View

• You can create a report from scratch in Design view

• To create a report using Design view:– Start with an empty report– Add controls – Specify report properties

Printing Reports

• To see what a report will look like when printed, you can view it in Print Preview or Layout Preview

• You can print reports in:– Layout Preview– Print Preview– Design view

• You can use the Page card of the Page Setup dialog box to change the page orientation– Portrait – the page is taller than it is wide– Landscape – the page is wider than it is tall


Lesson 20:Enhancing Forms and Reports

Objectives

• Format with AutoFormat• Change the appearance of forms and reports• Use form sections• Add graphics

Formatting with AutoFormat

• AutoFormat – formats a form or report with a pre-defined format or layout

• AutoFormat applies the formatting to the entire form or report

• You can make additional changes to the applied format

Changing the Appearance of Forms and Reports

• You can customize a form or report by applying special effects and other formatting

• Special effects make a control appear to be:– Flat– Raised– Sunken– Shadowed– Chiseled– Etched

Changing the Appearance of Forms and Reports (cont’d)

• You can also apply colors to forms and reports• You can apply color to:

– Backgrounds– Controls– Text

Using Form Sections

• When you create a form using AutoForm or the Form Wizard, the form header and form footer sections are created, but remain closed and empty

• You can expand the form header and form footer section and add controls, lines, graphics and colors

Adding Graphics

• You can add graphics to forms and reports, including lines and shapes, clip art, image files created in other programs and Microsoft Excel charts or graphs

To draw a line or a rectangle:

– Click the Line tool or Rectangle tool in the Toolbox, then click and drag in the Design window

To add a graphic image:

– Click the Image tool in the Toolbox, click and drag in the Design window, navigate to the location of the image, then double-click the file name