Wiley Microsoft Office 2007 For Seniors For Dummies
Contents
1. Review View Acrobat Paragraph Styles Editing 4 Calibri Body j gt B Z U abe x x Paste m SG F A Ar A n Clipboard Font ae tered Ih b Paragraph to expand the group and select a command from it Figure 1 4 Above the main part of the Ribbon is a small toolbar called the Quick Access toolbar This is the only customizable area of the Ribbon You can add buttons for frequently used commands here as many as you can fit To add a button right click any control from any tab and choose Add to Quick Access Toolbar as shown in Figure 1 5 To change the position of the Quick Access Toolbar right click it and choose Show the Quick Access Toolbar Below the Ribbon or Above if it s already below 12 Chapter 1 The Two Dollar Tour Quick Access Toolbar Right click any control on any tab to add it to the toolbar Ona lal O Document2 Mic Home Insert Page Layout References Mailings Review I Calibri Body viata 5 R gt FS gt Be Paste g B Z Usha x x Aard AW E E IlI is Add to Quick Access Toolbar Clipboa praph a 5 Customize Quick Access Toolbar r SCeSee ee r Show Quick Access Toolbar Below the Ribbon Minimize the Ribbon Figure 1 5 Understand the Office Button and Office Menu The Office menu provides access to commands that have to do with the data fi2. amount each time you click w Drag the box in the scroll bar to scroll quickly Chapter 1 The Two Dollar Tour m Click in the empty space on the bar to one side or the other of the scroll box to move one screenful at a time in that direction Drag the scroll box to scroll quickly Click an arrow to scroll a small amount in the arrow direction Review View Acrobat 7 x al If Ay 3 Insert Ti AV rs 9 3 Delete a Z o Styles ses Sot amp Find amp 0 3 us Format lt 27 Filter Select ber Cells Editing F G H I J K Er rer Click above or below the scroll box to scroll one screenful Figure 1 11 drag in the scroll bar indicates how much content you can t see at the moment For example in Figure 1 11 the scroll bar occupies most of the scroll bar this means that there isn t much undisplayed con tent In a very large spreadsheet the scroll bar might be very small The size of the scroll box the blank rectangle you 19 Part I Getting Started with Office You can also move around by using keyboard short cuts As you gain experience with the applications you might find using keyboard shortcuts more con venient than using than the scroll bar Chapter 4 lists shortcuts for Word Chapter 7 lists shortcuts for Excel and Chapter 14 lists shortcuts for PowerPoint Select Content 20 Selecting content is an essential sk
3. navigation called the Ribbon which is a tabbed bar across the top of the application window Each tab is like a page of buttons You click different tabs to access different sets of buttons and features Figure 1 2 shows the Ribbon in Microsoft Word with the Home tab displayed Within a tab buttons are organized into groups In Figure 1 2 the Home tab s groups are Clipboard Font Paragraph Styles and Editing This tab is currently active You might not have this tab Click a different tab to activate it Help button le ig T OfficeSeniorsChapterOl docx Microsof Word A iome y View al Me 4 ZA Find E T aace AaBE AaB A PN henge i c 327 m fl Caption Headingl Heading2 gt Chen a i Styles ig Select Clipboard Font 3 Paragraph Styles 7 Editing Figure 1 2 Fach Office application has a set of tabs for the tasks it performs For example Word has a Mailings tab that holds the commands for doing mail merges Excel has a Formulas tab that holds the commands for setting up calculations Part I Getting Started with Office You might find tabs that were added by third party non Microsoft software For example Figure 1 2 has an Acrobat tab A program called Adobe Acrobat is installed on this computer The buttons and controls on the tabs operate in different ways Figure 1 3 points out some examples on the Paragraph group on Word s Home tab Click the button face
4. The Two Dollar Tour tep right up for a tour of Microsoft Office the most popular suite of applications in the world Here are some of the things you can do with Office w Write letters reports and newsletters u Track bank account balances and investments w Create presentations to support speeches and meetings wa Send and receive e mail The Office suite consists of several very power ful applications programs each with its own features and interface but the applications also have a lot in common with one another Learning about one application gives you a head start in learning the others In this chapter and Chapter 2 I take you on a quick tour of some of the features that multi ple Office applications have in common including the tabbed Ribbon area In this chap ter I show you how to insert text and graphics in the various applications and how to move around and zoom in and out MRapter Get ready to u Start an Office Application 8 u Explore the Office Ribbon and abse e a ers a 9 wa Understand the Office Button and Office Menu 6 13 m Create a Document 15 Ie EVDG x EX ares a erate 15 w nsert a Picture ecu ewe 16 w Move Around in a DE oi nE 18 m Select Content ccccces 20 m Zoom In and Out 21 wa Change the View 06 22 Part I Getting Started with Office This book shows Microsoft Office in the Windows Vista ope
5. ext placeholder on it you can click in the placeholder and type as in Figure 1 9 e If there isn t a placeholder on the slide or if the placeholder doesn t meet your needs you can place a text box on the slide manually That s cov ered in Chapter 11 Insert a Picture All Office applications accept various types of pictures Here s how to insert a photo or other graphic file into Word Excel or PowerPoint 7 Click the Insert tab 2 Click the Picture button The Insert Picture dialog box opens See Figure 1 10 The default location that opens is the Pictures folder for the user currently logged into Windows 16 Chapter 1 The Two Dollar Tour In PowerPoint text is entered in placeholder boxes on slide layouts Presentation Microsoft PowerPoint Design Animations Fmi B LU 0 se Pepperdine Golf Club 27488 Wayfarer Lane Macon IL 62544 Click to add notes Slide of 1 Office Theme SY Figure 1 9 r Insert Picture GO Faithe Pictures Vacation 4 Search P My Organize s ae Views gt E New Folder vorite Links Date taken Tags Size Books ll i imdi Pictures s SANY0031 SANY0032 SANY0033 JP SANY0034 G Music Recently Changed Searches Ha Public SANY0035 SANY0036 j h SANY0040 SANY0041 SANY0042 SANY0043 Folders a File name SANY0033 JPG g
6. fect the size of printouts It is only an onscreen adjustment View buttons different in each application Drag Zoom slider Click here for Zoom dialog box Figure 1 14 Change the View 22 Each Office application has a variety of viewing options available Each view is suited for a certain type of activity in that application For example in Word you can choose Draft view which is speedy to work with and presents the text in a simple one column layout Or you can choose a Print Layout view where you can see any special layout for matting you applied such as multiple columns Chapter 1 The Two Dollar Tour Each application has shortcut buttons to the most common views You can find these buttons to the left of the Zoom slider as pointed out in Figure 1 14 Hover your mouse over a button to find out which view it selects These views are available u Excel Normal Displays a regular row and column grid Page Layout Displays the content as it will appear on a printed page u Word Print Layout Shows the document approximately as it will be printed including any layout features such as multiple columns Full screen Reading Displays the document in a for mat that s easy to read onscreen Web Layout Displays the document as it will appear if saved as a Web page and published on a Web site Outline Displays the document as an outline with headings as outline levels Draft Displays the document in si
7. ill for any Office application Many commands in Office applications apply to whatever text or graphics you select For example to make some text bold select it first and then click the Bold button Figure 1 12 shows some selected text Selected text Pepperdine Golf 27488 Wayfarer Lane Macon IL62544 Figure 1 12 To select text in Word or PowerPoint you can either w Drag the mouse pointer across it holding down the left mouse button Click where you want to start and then hold down Shift as you press the arrow keys to extend the selection When text is selected its background changes color The color depends on the color scheme in use with the default color scheme it s light blue In Excel you usually want to select entire cells rather than individual bits of text when the cell is selected any formatting or other com mands that you issue applies to everything in that cell To select a cell Chapter 1 The Two Dollar Tour click it You can extend the selection to multiple cells by dragging across them or by holding down Shift and pressing the arrow keys Chapter 4 lists shortcuts for Word Chapter 7 lists shortcuts for Excel and Chapter 14 lists shortcuts for PowerPoint You can also select text by using keyboard shortcuts To select a graphic click it with the mouse Selection handles appear around the outside of it Depending on the graphic type these handles are blue circles or black sq
8. ing text See Figure 1 7 In Word there is a single work area Document2 Microsoft Word Page Layout References Mailings Review View Acrobat Calibri Body bd bt timid ll AaBbC AaBbCcDc Main Topi AaBbCcDc 1 Normal 1 No Spaci oard Font Styles Wei Pepperdine Golf Club 27488 Wayfarer Lane Macon IL62544 Fig ure 1 7 m Excel The work area is divided into a grid of cells Click any cell to make it active and type to place text 15 Part I Getting Started with Office into it as in Figure 1 8 Chapter 7 shows how to work with text in Excel cells In Excel text is entered into individual cells Oad 2 z Bookl Microsoft Excel aem al J o r q f Home Insert Page Layout Formulas Data Review View Acrobat x amp m jemet E Calib jun an V General i rz a a 43 g 5 wm F Delete g7 Ag fa Paste BZ Y A EIYE E 30 Conditiona a Cell 5 Sort amp Find amp 7 u SSSR a ie a 28 Formatting as Table Styles 23JFormat lt 4 Filter Select Clipboard Font 2 Alignment i Number 5 Styles Cells Editing A4 X a A B c D E F G H I J K M N o g 1 Pepperdine Golf Club 2 27488 Wayfarer Lane 3 Macon IL 62544 4 Figure 1 8 w PowerPoint The work area is divided into three panes The largest one in the center is where you insert content on a slide e Ifa slide has a t
9. le you are working with things like saving opening print ing mailing and checking its properties Open the Office menu by clicking the big round button the Office button at the upper left The Office menu is similar to the File menu in older Office applications The Office menu is organized in two columns as shown in Figure 1 6 gt Left column Commands you can select uw Right column Shortcuts to recently used files Click any of these shortcuts to reopen that data file 13 Part I Getting Started with Office 14 Office button Recently used documents Commands with arrows open submenus id uw Document Recent Documents P New 1 OfficeSeniorsChapter0l dom gt Open 2 Office for Seniors Outline 1 21 09FW doc 3 shortcut keys dom Ld cove 4 Office For Seniors FD_Sample_FW_AR doc L 2 5 Chapter08 dom il oe 6 F amp N_Chi7a doc IN saon Z outline dox ta Fm 8 Chapter07 dom l Print 9 Chapter04_FW doc ta o Chapter03_FW doc ta A Prepare gt Chapter06 dox ia Food and Nutrititon TOC 1 14FW dom Ee Send gt Chapter04_CH doc Chapter 4 Kris edit with changes doc Liss Publish gt Chapter 4_cindy doc ial 4 Kris Chapter 1 changes doc I Close Chapter03_CH doc al Word Options XX Exit Word Figure 1 6 Some commands on the Office menu have arrows to their right These open submenus with more options on them For example when you point to the Send command a submenu of commands related to
10. mple text form in a single column w PowerPoint Normal This default view provides multiple panes for working with the content Slide Sorter All of the slides appear as thumbnail images which is useful for rearranging the order of slides 23 Part I Getting Started with Office e Slide Show The presentation is shown to the audi ence one slide at a time e Notes Page Each slide appears as a graphic on a page where notes are displayed Notes Page view is available only from the View tab not from the buttons Enjoying the tour so far There s lots more ahead in Chapter 2 where I continue walking you through the important features that the Office apps have in common 24
11. ost recently chosen from the menu To tell the difference between the two types of menu buttons point the mouse at the button If you see a thin line separating the arrow from the button face it s the type where you have to click directly on the arrow to get the menu If there s no separator line you can click anywhere on the button In the bottom right corner of many of the groups is a small square with an arrow Clicking this button opens a dialog box related to that group For example the one for the Paragraph group in Figure 1 3 opens the Paragraph dialog box which contains controls for every but ton in that group plus more options not available on the Ribbon At the far right of the Ribbon is a question mark button the Help but ton You can click Help at any time to open the Help system for the application you have open 11 Part I Getting Started with Office When you resize the application s window so the window is narrower than normal or when you run the application on a computer that has low resolution video settings the controls on the Ribbon compress squeeze together Some of the groups turn into single buttons with drop down lists for accessing the individual controls within that group For example in Figure 1 4 most of the groups are compressed and one of the groups has been opened as a drop down list Click the button for a collapsed group Home Insert Page Layout References Mailifgs
12. rating system not Windows XP Office works the same way in both versions of Windows except for minor differences in the dialog boxes where files are saved and opened Those differences are covered in Chapter 3 Start an Office Application All the Office applications are available from the Start menu in Windows as shown in Figure 1 1 Office applications are in the Microsoft Office folder Intel R Matrix Storage Manager ljArchive Faithe Maintenance Microsoft Office Documents E Microsoft Office Access 2007 i Microsoft Office Excel 2007 Pictures w Microsoft Office Groove 2007 Microsoft Office InfoPath 2007 Microsoft Office OneNote 2007 I Microsoft Office Outlook 2007 G Microsoft Office PowerPoint 2007 E Microsoft Office Publisher 2007 w Microsoft Office Word 2007 Microsoft Office Tools J Mozilla Firefox Network Norton Internet Security Oberon Media Connect To Paint Shop Pro 5 Pogo Games Control Panel QuickTime Roxio Creator DE Default Programs Startup TomTom WinRAR Yahoo Messenger Music Games Recent Items Computer Help and Support Chapter 1 The Two Dollar Tour To start any of the applications follow these steps 7 Click the Start button 2 Click All Programs 3 Click Microsoft Office 4 Click the Office application you want to start Explore the Office Ribbon and Tabs All Office 2007 applications except Outlook have a common system of
13. sending documents appears Some of the commands that have arrows next to them such as Print and Save As are dual function w Point to its arrow to open its submenu of more choices m Click directly on the command to choose the most common option for it At the bottom right of the menu is an Exit button which you click to quit the application Next to that is an Options button which opens a dialog box from which you can control the settings for the application Each of these is named for the application in Figure 1 6 they re Exit Word and Word Options Chapter 1 The Two Dollar Tour Create a Document In Word Excel and PowerPoint a new document or workbook or presentation opens automatically when you start the program You can just start typing or inserting content into it You can also create additional new documents An easy shortcut to do so is to press Ctrl N You can also choose Office New That latter method has the advantage of opening up a dialog box where you can choose a template if you don t want a totally blank document to start with Type Text aste g B Z Ube x x Aan A Putting text on the page or onscreen is a little different in each of the three major Office applications Word Excel and PowerPoint w Word The main work area of the program is a blank slate on which you can type directly Just click in the work area and start typing Chapter 2 explains more about typing and edit
14. t AI Pictures emf wmf jpo gt Tools v Inset v Figure 1 10 17 Part I Getting Started with Office 3 Select the picture you want to insert You might need to change to a different location That s covered in Chapter 3 4 Click the Insert button The preceding steps apply to picture files such as images from a digital camera or that you downloaded from the Internet There are lots of other graphic types such as clip art WordArt stylized text and drawn lines and shapes Each of these has its own procedure for inser tion Later chapters discuss these in more detail You can drag and drop pictures directly into any doc ument in an Office application Move Around in a Document As you add content in one of the applications there might be so much content that you can t see it all onscreen at once You might need to scroll through the document to view different parts of it The simplest way to move around is by using the scroll bars with your mouse gt In Excel a vertical up and down and a horizontal left to right scroll bar are always available gt In Word and PowerPoint the vertical scroll bar is always available The horizontal scroll bar disappears if there is no undisplayed text from side to side Figure 1 11 shows several ways to use a scroll bar w Click the arrow at the end of a scroll bar to scroll the display slowly in the direction of the arrow a small
15. to apply the most recent setting or click the arrow to open a menu of other settings A command button An on off toggle Paragraph A button set Click here to open the Paragraph dialog box Figure 1 3 w On off toggles When the button is selected it turns orange the feature is on Each time you click the button it switches between on and off gt Command buttons When you click the button the command executes If you click a command button again the command repeats u Connected button sets In connected sets of but tons selecting a button deselects cancels the previ ous selection in the set 10 Chapter 1 The Two Dollar Tour For example Figure 1 3 has four buttons in the bot tom row for paragraph alignment The leftmost one is selected if you clicked one of the others it s auto matically canceled w Menu buttons Buttons with arrows on them open menus or color palettes see a pop up box called a ScreenTip that tells the You can hover the mouse pointer over a button to button s name and or purpose With some buttons that contain arrows you can click anywhere on the button face directly on the arrow or not to open the menu or palette an array of colored squares from which you can choose a color With others the button face and the arrow are separate clickable areas Clicking the arrow opens the menu but clicking the button face applies what ever setting was m
16. uares Figure 1 13 shows a selected graphic in Word Selection handles l Pepperdine Golf Club i 27488 Wayfarer Lane 7 P Macon IL62544 Figure 1 13 When a graphic is selected you can do any of the following to it u Move it Position the mouse pointer on the graphic not on the border and drag gt Copy it Hold down the Ctrl key while you move it w Resize it Position the mouse pointer on one of the selection handles and drag m Delete it Press the Delete key Zoom In and Out While you re working in an Office application you might want to zoom in to see a close up view of part of your work or zoom out to 21 Part I Getting Started with Office see a bird s eye view of the whole project The lower the zoom percent age the smaller everything looks and the more you can see onscreen at once without scrolling Word Excel and PowerPoint all have the same Zoom controls located in the bottom right of the window There are also zoom con trols on the View tab in each application Figure 1 14 shows the Zoom controls on the status bar w gt Drag the slider to adjust the zoom to the left to zoom out and to the right to zoom in w Click the minus or plus button at opposite ends of the slider to slightly zoom out minus or in plus w Clicking the number of the current zoom percentage opens a Zoom dialog box which shows more zoom ing options Zooming doesn t af
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