Friday, October 16, 2009

Microsoft word 2003/2002

Lesson 1: Microsoft Word

2003/2002 for Windows

This tutorial teaches Microsoft Word basics. Although knowledge of how to navigate in a Windows environment is helpful, this tutorial was created for the computer novice. To begin, open Microsoft Word. Your screen will look like the one shown here.

Click the X in the upper right corner of the New Document pane to close the New Document pane. Your screen will then look like the one shown here.

The Title Bar

The Title Bar

This lesson will familiarize you with the Microsoft Word screen. We will start with the Title bar, which is located at the very top of the screen. On the Title bar, Microsoft Word displays the name of the document on which you are currently working. At the top of your screen, you should see "Microsoft Word - Document1" or a similar name.

The Menu Bar

The Menu Bar

The Menu bar is generally found directly below the Title bar. The Menu bar displays the menu. The Menu bar begins with the word File and continues with Edit, View, Insert, Format, Tools, Table, Window, and Help. You use the menus to give instructions to the software. Point with your mouse to a menu option and click the left mouse button to open a drop-down menu. You can now use the left and right arrow keys on your keyboard to move left and right across the Menu bar options. You can use the up and down arrow keys to move up and down the drop-down menu.

The most frequently used menu options appear on the menu list. A chevron appears at the bottom of the list. Click the chevron to display additional menu options.

To select an option, click the option or use the arrow keys to move to the option on the drop-down menu and press Enter. An ellipse or a right arrow after a menu item signifies additional options; if you select that menu item, a dialog box appears. Items in gray are not available.

You can customize your screen so that all of the menu options display when you click a menu item. This tutorial assumes that your menu is set to display all menu options. To customize your menu to display all of the menu options:

  1. Click Tools on the Menu bar.
  2. Click Customize on the drop down menu. The Customize dialog box opens.
  3. Click the Options tab.
  4. Click in the check box to select Always Show Full Menus.

  1. Click Close.

Exercise 1

Do the following exercise. It demonstrates using the Microsoft Word menu.

  1. Click File on the Menu bar.
  2. Press the right arrow key until Help is highlighted.
  3. Press the left arrow key until Format is highlighted.
  4. Press the down arrow key until Styles and Formatting are highlighted.
  5. Press the up arrow key until Paragraph is highlighted.
  6. Press Enter to select the Paragraph menu option.
  7. Click Cancel to close the dialog box.

Toolbars

The Standard Toolbar
The Standard Toolbar

The Formatting Toolbar
The Formatting Toolbar

Toolbars provide shortcuts to menu commands. Toolbars are generally located just below the Menu bar. Before proceeding with this lesson, make sure the toolbars you will use -- Standard and Formatting -- are available. Follow these steps:

  1. Click View on the Menu bar.
  2. Highlight Toolbars.
  3. Standard and Formatting should have check marks next to them. If both Standard and Formatting have heck marks next to them, press Esc three times to close the menu.
  4. If they do not both have check marks, click Customize.
  5. Click the Toolbars tab.
  6. Point to the box next to the unchecked option and click the left mouse button to make a check mark appear.
    Note: You turn the check mark on and off by clicking the left mouse button.
  7. Click Close to close the dialog box.

The Ruler

The Ruler

The ruler is generally found below the main toolbars. The ruler is used to change the format of your document quickly. To display the ruler:

  1. Click View on the Menu bar.
  2. The option Ruler should have a check mark next to it. If it has a check mark next to it, press Esc to close the menu. If it does not have a check mark next to it, continue to the next step.
  3. Click Ruler. The ruler now appears below the toolbars.

Document View

In Word, you can display your document in one of five views: Normal, Web Layout, Print Layout, Reading Layout, or Online Layout.

Normal View
Normal view is the most often used and shows formatting such as line spacing, font, point size, and italics. Word displays multiple-column text in one continuous column.
Web Layout
Web layout view enables you to view your document as it would appear in a browser such as Internet Explorer.
Print Layout
The Print Layout view shows the document as it will look when it is printed.
Reading Layout
Reading Layout view formats your screen to make reading your document more comfortable.
Outline view
Outline view displays the document in outline form. Headings can be displayed without the text. If you move a heading, the accompanying text moves with it.

Word 2002

In Word 2002, you can display your document in one of four views: Normal, Outline, Page Layout, or Online Layout.

Normal view
Normal view is the most often used and shows formatting such as line spacing, font, point size, and italics. Word displays multiple-column text in one continuous column.
Outline view
Outline view displays the document in outline form. Headings can be displayed without the text. If you move a heading, the accompanying text moves with it.
Print Layout view
The Print Layout view shows the document as it will look when it is printed.
Online Layout view
The Online Layout view optimizes the document for online viewing (viewing the document in a browser such as Internet Explorer).

Before moving ahead, check to make sure you are in Normal view:

  1. Click View on the Menu bar.
  2. The icon next to Normal should have a box around it. If the icon next to normal has a box around it, press Esc to close the menu. If the icon next to Normal does not have a box around it, continue on to the next step.
  3. Click Normal. You are now in Normal view.

Text Area

Text Area

Just below the ruler is a large area called the "text area." You type your document in the text area. The blinking vertical line in the upper left corner of the text area is the cursor. It marks the insertion point. As you type, your work shows at the cursor location. The horizontal line next to the cursor marks the end of the document.

Exiting Word

You have completed Lesson One. Typically, you would save your work before exiting. This lesson does not require you to enter any text, so you might have nothing to save. To exit Word:

  1. Click File.
  2. Click Exit, which can be found at the bottom of the drop-down menu.
  3. If you have entered text, you will be prompted: "Do you want to save changes to Document1?" To save your changes, click Yes. Otherwise, click No.
  4. Specify the correct folder in the Save In box.
  5. Name your file by typing lesson1.doc in the File Name field.
  6. Click Save.

Lesson 2: Things You Need to Know

This lesson instructs you on how to set up your computer so that you can compete the lessons that follow successfully and it provides you with background information on Microsoft Word. To begin thi lesson, open Microsoft Word.

Click

During the lessons that follow, you will be asked to "click" items. When asked to click:

  1. Point to the item.
  2. Press your left mouse button once.

If you are asked to double-click an item:

  1. Point to the item.
  2. Quickly press your left mouse button twice.

If you are asked to right-click:

  1. Point to the item.
  2. Press your right mouse button.

Options

The following is an introduction to various features of the Microsoft Word screen.

Status Bar

Status bar

The Status bar appears at the very bottom of the screen and provides such information as the current page, current section, total number of pages, inches from the top of the page, current line number, and current column number. The Status bar also provides options that enable you to track changes or turn on the Record mode, the Extension mode, the Overtype mode, and the Spelling and Grammar check.

Word 2002

The Status bar for the 2002 version of Word includes WordPerfect help, but does not include Spelling and Grammar check.

Horizontal and Vertical Scroll Bars


The Horizontal and Vertical scroll bars, if turned on, enable you to move up and down or across the window simply by pressing the icons located on the scroll bars. The Horizontal scroll bar is located above the Status bar. The Vertical scroll bar is located along the right side of the screen. To move up and down your document, click and drag the Vertical scroll bar up and down. To move back and forth across your document, click and drag the Horizontal scroll bar.

Nonprinting Characters

Certain characters do not print but do affect the document layout. You can elect to see these characters on the screen as you type or have them remain invisible. For these lessons, you should opt to see them onscreen. Here are most of them:

Denotes a tab

Denotes a tab

..

Denotes a space

Denotes the end of a paragraph

....

Denotes hidden text

To show non-printing characters:

  1. Click Home
  2. Click the Show/Hide button. The button is orange.

Recently Used File List


If you enable the recently used file list, clicking File displays the most recently opened files near the bottom of the drop-down menu. You can click the file name to open the file quickly.

Setting Options

Before proceeding, turn on the Status bar, Horizontal scroll bar, Vertical scroll bar, nonprinting characters, and the recently used file list. Follow the procedure outlined here:

  1. Click Tools on the Menu bar.
  2. Click Options.
  3. Click View to choose the View tab.
  4. In the Show frame, check to see if there are checks next to Status Bar, Horizontal Scroll Bar, and Vertical Scroll Bar.
  5. If all these items do not have check marks, go to the box next to the unchecked item(s) and click the left mouse button.
    Note: You toggle the check mark on and off by clicking the left mouse button.
  6. In the Formatting Marks frame, check to see if there is a check mark next to All.
  7. If there is no check mark next to All, go to the box next to All and click the left mouse button. A check mark will now appear.
  8. Click General to choose the General tab.
  9. Check to see if there is a check mark next to the Recently Used File List. If there is no check mark, go to the box next to Recently Used File List and click the left mouse button. Check to see if the number in the Entries box is at least four. If it is not, type 4 in the box.
  10. Check to see if Inches is selected in the Measurement Units box (this sets the unit of measurement for the ruler). If it is not, click the pull-down menu and then click Inches.
  11. Click OK to close the dialog box.

Highlighting Text

Throughout these lessons, you will be asked to highlight text. You can use either of the following methods:

Highlighting by Using the F8 and Arrow Keys

  1. Place the cursor before or after the text you wish to highlight and click the left mouse button.
  2. Press the F8 key, which will serve as an "anchor" showing where text you wish to highlight begins or ends.
  3. Press the appropriate arrow key (left arrow to move to the left or right arrow to move to the right) until the text is highlighted. You can use the up or down arrow key to highlight one line at a time. Press Esc to remove the anchor.

Highlighting by Using the Mouse

  1. Place the cursor before or after the text you wish to highlight.
  2. Hold down the left mouse button.
  3. Move the mouse left, right, up, or down until the text is highlighted.

Highlighting Menu Items

Menu Bar

To select a Menu bar item:

  1. Click the Menu bar item. A drop-down menu will appear.
  2. To change the Menu bar option selected, move the mouse pointer across the Menu bar.
    Note: After you highlight an item on the Menu bar, you can also use the left and right arrow keys to move across the Menu bar.

Drop-Down Menu Items

When you click any option on the Menu bar, a drop-down menu appears. To choose a drop-down menu item:

  • Click the drop-down menu item.

Or

  1. Use the arrow keys to move up or down the drop-down menu.
  2. Press Enter to select a drop-down menu item.

Placing the Cursor

During the lessons, you will often be asked to place the cursor at a specific location on the screen. You place the cursor by moving the cursor to the specified location and pressing the left mouse button or by using the arrow keys to move to the specified location.

Choosing Menu Commands by Using the Alt Key

There are many methods to accomplish tasks when you are using Microsoft Word. Generally, when selecting items from the menu, we will ask you to click or highlight the menu item. However, you can also select a menu option by:

  1. Pressing the Alt key while typing the underlined letter on the Menu bar.
  2. Typing the letter underlined on a drop-down menu. If a dialog box appears, you can move around the dialog box by pressing the Alt key and any underlined option.

Shortcut Key Demonstration

  1. Hold down the Alt key and press "o" to select Format from the menu.
  2. Press "p" to select Paragraph from the drop-down menu.
  3. Hold down the Alt key and press "i" to select the Indents and Spacing tab.
  4. Hold down the Alt key and press "b" to select Before from the Spacing frame.
  5. Press Enter to close the dialog box.

Shortcut Notations

A key name followed by a dash and a letter means to hold down the key while pressing the letter. For example, Alt-o means you should hold down the Alt key while pressing "o." A shorthand notation of the above demonstration would read as follows:

  1. Press Alt-o, p.
  2. Press Alt-i.
  3. Press Alt-b.
  4. Press Enter.

Typists who are slowed down by using a mouse usually prefer using keys.

Starting a New Paragraph

When you type in Microsoft Word, you do not need to press a key to move to a new line as you do when typing with a typewriter. To start a new paragraph, press the Enter key.

Exiting Microsoft Word

You have completed this lesson. Typically, you would save your work before exiting. This lesson does not require you to enter any text, so you might have nothing to save. To exit Microsoft Word:

  1. Click File on the Menu bar.
  2. Click Exit, which can be found at the bottom of the drop-down menu.
  3. If you have entered text, you will be prompted: "Do you want to save changes to Document1?" To save your changes, click Yes. Otherwise, click No.
  4. Specify the correct directory in the Save In box.
  5. Name your file by typing lesson2.doc in the File Name field.
  6. Click Save..
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Wednesday, August 12, 2009

2007 MICROSOFT EXCEL

Excel Spreadsheet

Microsoft Excel is an electronic spreadsheet. As with a paper spreadsheet, you can use Excel to organize your data into rows and columns and to perform mathematical calculations. The tutorial teaches you how to create an Excel spreadsheet.

Lesson 1: Entering Text and Numbers

The Microsoft Excel Window

Microsoft Excel is an electronic spreadsheet. You can use it to organize your data into rows and columns. You can also use it to perform mathematical calculations quickly. This tutorial teaches Microsoft Excel basics. Although knowledge of how to navigate in a Windows environment is helpful, this tutorial was created for the computer novice.
This lesson will introduce you to the Excel window. You use the window to interact with Excel. To begin this lesson, start Microsoft Excel 2007. The Microsoft Excel window appears and your screen looks similar to the one shown here.

Note: Your screen will probably not look exactly like the screen shown. In Excel 2007, how a window displays depends on the size of your window, the size of your monitor, and the resolution to which your monitor is set. Resolution determines how much information your computer monitor can display. If you use a low resolution, less information fits on your screen, but the size of your text and images are larger. If you use a high resolution, more information fits on your screen, but the size of the text and images are smaller. Also, settings in Excel 2007, Windows Vista, and Windows XP allow you to change the color and style of your windows.

The Microsoft Office Button


In the upper-left corner of the Excel 2007 window is the Microsoft Office button. When you click the button, a menu appears. You can use the menu to create a new file, open an existing file, save a file, and perform many other tasks.

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar gives you with access to commands you frequently use. By default, Save, Undo, and Redo appear on the Quick Access toolbar. You can use Save to save your file, Undo to roll back an action you have taken, and Redo to reapply an action you have rolled back.

The Title Bar

Next to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel displays the name of the workbook you are currently using. At the top of the Excel window, you should see "Microsoft Excel - Book1" or a similar name.

The Ribbon

You use commands to tell Microsoft Excel what to do. In Microsoft Excel 2007, you use the Ribbon to issue commands. The Ribbon is located near the top of the Excel window, below the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related command groups. Within each group are related command buttons. You click buttons to issue commands or to access menus and dialog boxes. You may also find a dialog box launcher in the bottom-right corner of a group. When you click the dialog box launcher, a dialog box makes additional commands available.

Worksheets

Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The columns are lettered A to Z and then continuing with AA, AB, AC and so on; the rows are numbered 1 to 1,048,576. The number of columns and rows you can have in a worksheet is limited by your computer memory and your system resources.
The combination of a column coordinate and a row coordinate make up a cell address. For example, the cell located in the upper-left corner of the worksheet is cell A1, meaning column A, row 1. Cell E10 is located under column E on row 10. You enter your data into the cells on the worksheet.

The Formula Bar

Formula Bar

If the Formula bar is turned on, the cell address of the cell you are in displays in the Name box which is located on the left side of the Formula bar. Cell entries display on the right side of the Formula bar. If you do not see the Formula bar in your window, perform the following steps:
  1. Choose the View tab.
  2. Click Formula Bar in the Show/Hide group. The Formula bar appears.
Note: The current cell address displays on the left side of the Formula bar.

The Status Bar

The Status bar appears at the very bottom of the Excel window and provides such information as the sum, average, minimum, and maximum value of selected numbers. You can change what displays on the Status bar by right-clicking on the Status bar and selecting the options you want from the Customize Status Bar menu. You click a menu item to select it. You click it again to deselect it. A check mark next to an item means the item is selected.

Move Around a Worksheet

By using the arrow keys, you can move around your worksheet. You can use the down arrow key to move downward one cell at a time. You can use the up arrow key to move upward one cell at a time. You can use the Tab key to move across the page to the right, one cell at a time. You can hold down the Shift key and then press the Tab key to move to the left, one cell at a time. You can use the right and left arrow keys to move right or left one cell at a time. The Page Up and Page Down keys move up and down one page at a time. If you hold down the Ctrl key and then press the Home key, you move to the beginning of the worksheet.

EXERCISE 1

Move Around the Worksheet

The Down Arrow Key

  • Press the down arrow key several times. Note that the cursor moves downward one cell at a time.

The Up Arrow Key

  • Press the up arrow key several times. Note that the cursor moves upward one cell at a time.

The Tab Key

  1. Move to cell A1.
  2. Press the Tab key several times. Note that the cursor moves to the right one cell at a time.

The Shift+Tab Keys

  • Hold down the Shift key and then press Tab. Note that the cursor moves to the left one cell at a time.

The Right and Left Arrow Keys

  1. Press the right arrow key several times. Note that the cursor moves to the right.
  2. Press the left arrow key several times. Note that the cursor moves to the left.

Page Up and Page Down

  1. Press the Page Down key. Note that the cursor moves down one page.
  2. Press the Page Up key. Note that the cursor moves up one page.

The Ctrl-Home Key

  1. Move the cursor to column J.
  2. Stay in column J and move the cursor to row 20.
  3. Hold down the Ctrl key while you press the Home key. Excel moves to cell A1.

Go To Cells Quickly

The following are shortcuts for moving quickly from one cell in a worksheet to a cell in a different part of the worksheet.

EXERCISE 2

Go to -- F5

The F5 function key is the "Go To" key. If you press the F5 key, you are prompted for the cell to which you wish to go. Enter the cell address, and the cursor jumps to that cell.
  1. Press F5. The Go To dialog box opens.
  2. Type J3 in the Reference field.
  3. Press Enter. Excel moves to cell J3.

Go to -- Ctrl+G

You can also use Ctrl+G to go to a specific cell.
  1. Hold down the Ctrl key while you press "g" (Ctrl+g). The Go To dialog box opens.
  2. Type C4 in the Reference field.
  3. Press Enter. Excel moves to cell C4.

The Name Box

You can also use the Name box to go to a specific cell. Just type the cell you want to go to in the Name box and then press Enter.


  1. Type B10 in the Name box.
  2. Press Enter. Excel moves to cell B10.

Select Cells

If you wish to perform a function on a group of cells, you must first select those cells by highlighting them. The exercises that follow teach you how to select.

EXERCISE 3

Select Cells

To select cells A1 to E1:
  1. Go to cell A1.
  2. Press the F8 key. This anchors the cursor.
  3. Note that "Extend Selection" appears on the Status bar in the lower-left corner of the window. You are in the Extend mode.
  4. Click in cell E7. Excel highlights cells A1 to E7.
  5. Press Esc and click anywhere on the worksheet to clear the highlighting.

Alternative Method: Select Cells by Dragging

You can also select an area by holding down the left mouse button and dragging the mouse over the area. In addition, you can select noncontiguous areas of the worksheet by doing the following:
  1. Go to cell A1.
  2. Hold down the Ctrl key. You won't release it until step 9. Holding down the Ctrl key enables you to select noncontiguous areas of the worksheet.
  3. Press the left mouse button.
  4. While holding down the left mouse button, use the mouse to move from cell A1 to C5.
  5. Continue to hold down the Ctrl key, but release the left mouse button.
  6. Using the mouse, place the cursor in cell D7.
  7. Press the left mouse button.
  8. While holding down the left mouse button, move to cell F10. Release the left mouse button.
  9. Release the Ctrl key. Cells A1 to C5 and cells D7 to F10 are selected.
  10. Press Esc and click anywhere on the worksheet to remove the highlighting.

Enter Data

In this section, you will learn how to enter data into your worksheet. First, place the cursor in the cell in which you want to start entering data. Type some data, and then press Enter. If you need to delete, press the Backspace key to delete one character at a time.

EXERCISE 4

Enter Data

  1. Place the cursor in cell A1.
  2. Type John Jordan. Do not press Enter at this time.

Delete Data

The Backspace key erases one character at a time.
  1. Press the Backspace key until Jordan is erased.
  2. Press Enter. The name "John" appears in cell A1.

Edit a Cell

After you enter data into a cell, you can edit the data by pressing F2 while you are in the cell you wish to edit.

EXERCISE 5

Edit a Cell

Change "John" to "Jones."
  1. Move to cell A1.
  2. Press F2.
  3. Use the Backspace key to delete the "n" and the "h."
  4. Type nes.
  5. Press Enter.

Alternate Method: Editing a Cell by Using the Formula Bar

You can also edit the cell by using the Formula bar. You change "Jones" to "Joker" in the following exercise.
  1. Move the cursor to cell A1.
  2. Click in the formula area of the Formula bar.
  1. Use the backspace key to erase the "s," "e," and "n."
  2. Type ker.
  3. Press Enter.

Alternate Method: Edit a Cell by Double-Clicking in the Cell

You can change "Joker" to "Johnson" as follows:
  1. Move to cell A1.
  2. Double-click in cell A1.
  3. Press the End key. Your cursor is now at the end of your text.
  1. Use the Backspace key to erase "r," "e," and "k."
  2. Type hnson.
  3. Press Enter.

Change a Cell Entry

Typing in a cell replaces the old cell entry with the new information you type.
  1. Move the cursor to cell A1.
  2. Type Cathy.
  3. Press Enter. The name "Cathy" replaces "Johnson."

Wrap Text

When you type text that is too long to fit in the cell, the text overlaps the next cell. If you do not want it to overlap the next cell, you can wrap the text.

EXERCISE 6

Wrap Text

  1. Move to cell A2.
  2. Type Text too long to fit.
  3. Press Enter.
  1. Return to cell A2.
  2. Choose the Home tab.
  3. Click the Wrap Text button Wrap Text Button. Excel wraps the text in the cell.

Delete a Cell Entry

To delete an entry in a cell or a group of cells, you place the cursor in the cell or select the group of cells and press Delete.

EXERCISE 7

Delete a Cell Entry

  1. Select cells A1 to A2.
  2. Press the Delete key.

Save a File

This is the end of Lesson1. To save your file:
  1. Click the Office button. A menu appears.
  2. Click Save. The Save As dialog box appears.
  3. Go to the directory in which you want to save your file.
  4. Type Lesson1 in the File Name field.
  5. Click Save. Excel saves your file.
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