XP 1 Using Common Features of Microsoft Office 2003 Rod Rodrigues.

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Using Common Features of Microsoft Office 2003

Rod Rodrigues

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XPExplore Microsoft Office 2003

Microsoft Office 2003, or Office, is a collection of the most popular Microsoft programs.

These programs share many features and therefore, it's easy to share information among them.

The primary programs are: The Word word processing program. The Excel spreadsheet program. The PowerPoint presentation graphics program. The Access database program. The Outlook information management program.

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XPStart programs and switch between them

To open a program, click the Start button on the taskbar and then use the All Programs menu.

To open an Office program, you also can click the New Office Document command or the Open Office Document command on the Start menu.

The New Office Document command will open the New Office Document dialog box, which you can use to create a new document in any of the Office applications.

When you have two or more programs or files open, you can switch from one program or file to another by clicking the appropriate taskbar button.

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XPStart programs using the Start button

To add a program to the left side permanently: right-click > pin to start menu

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XPNew, blank Excel workbook

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XPA new blank Word document

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XPSwitch between open applications

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XPCommon Window Elements

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XPUse personalized menus and toolbars In each Office program, you perform tasks using a

menu command, toolbar button, or keyboard shortcut.

A menu command is a word on a menu that you click to execute a task.

A toolbar is a collection of buttons that correspond to commonly used menu commands.

Keyboard shortcuts are combinations of keys you press to perform a command.

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XPMenus and toolbar characteristics

The menus and toolbars in each Office program can change to “learn” your preferences.

As you select menu commands and click toolbar buttons, the ones you use often are put on the short personal menu and on the visible part of the toolbars.

The ones you don't use are hidden, but remain available through the double-arrow button on the menu and the Toolbar Options button on the toolbars.

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XPShort, personalized menus

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XPAn expanded, full menu

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XPThe Toolbar Options list

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XPUsing Task Panes

A task pane is a window that provides access to commands for common tasks you’ll perform in Office programs.

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XPSave and close a file

To keep a copy of your work for future use, you need to save it by giving it a filename and placing it in a folder. A filename should be descriptive of the content of

the file Each filename will automatically have a file

extension added that identifies the program in which the file was created (ie: doc, xls, ppt)

You will use the Save As dialog box to choose a location to save the file

Once you have saved your work, you can close the file by clicking the Close command on the File menu or the Close Window button on the menu bar.

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XPThe Save As dialog box

Folder

Filename Optional File Types

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XPOpen an existing file

Once you have opened a program you can create new files or open existing ones.

Files can easily be created or opened through the Open section of the Getting Started task pane.

When you open a previously created file, you transfer a copy of the file from the storage disk to the computer's memory and it displays on your screen.

While a file is open, you can view, edit, print or resave it. provided that it is not already opened and resident in memory.

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XPThe Open dialog box

Filter the Display

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XPGet Help

Office Help is like a huge encyclopedia stored on your computer that contains information on how to use Office.

To use Help, you can use the What's This? option within the Help menu. When this option is selected, you can get a brief description

of any item on your screen by clicking your mouse pointer on it.

If you want to know a button's name, you can move the mouse pointer over it to view its ScreenTip, which is a yellow box with the button's name.

For more in-depth help, you can use the Office Assistant, which is an interactive guide to finding information from the Office Help system or the Ask a Question box located on the menu bar.

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XPThe Ask a Question Help option

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XPThe Help Task Pane

Enables you to search the Help system using keywords or phrases.

The Search Results task pane opens with a list of topics related to the keyword or phrase you entered.

If you are connected to the Internet, you might see more search results stored online.

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XPHelp Task Pane with Keyword

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XPSearch Results Task Pane and Help Window

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XPUsing Office on Microsoft.com

Office on Microsoft.com is a Web site that provides access to additional Help resources.

Access current Help topics, read how-to articles, and find tips for using Office.

To connect to Office on Microsoft.com, you’ll need Internet access and Web browser such as Internet Explorer.

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XPUsing Office on Microsoft.com

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XPPrint a file

There are three ways to print a file on which you are working:

Press the Print button on the Standard toolbar to send your file to the printer using all the default settings

Select Print on the File menu, which will open the Print dialog box so that you can adjust the printer settings

May also press Ctrl+P to open the Print dialog box

Opening the Print dialog box is the preferred method if you are unsure of your settings or need to make adjustments.

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XPThe Print dialog box

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XPClose files and exit programs

You can exit most programs by clicking the the BIG X, the Close button in the upper-right corner of the title bar, or by selecting the Exit command on the File menu.

Either method will close both the file in which you are working as well as the program. If you have made any edits to a file, a dialog box will appear

asking if you want to save your changes. Closing programs after you are done keeps your Windows

desktop uncluttered, frees up your system's resources, eliminates a taskbar entry, and prevents data from accidentally being lost.

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XPEnd

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