Gl13 m4-presentation
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The document provides an overview of the Microsoft Office 2013 suite and guidelines for understanding basic functions. It describes the main applications in the Office suite, including Outlook, OneNote, Access, Excel, PowerPoint, and Word. It also outlines shared interface elements like the Quick Access toolbar and ribbon. Finally, it lists 11 skills that will be covered, such as creating and opening files, using find and replace, formatting text, and getting help.
Gl13 m4-presentation
- 1. MODULE 4 SKILLS Microsoft Office 2013 Suite Overview © Paradigm Publishing, Inc. 1
- 2. SKILLS© Paradigm Publishing, Inc. 2
- 3. SKILLS Guidelines for Understanding © Paradigm Publishing, Inc. 3 The Microsoft Office 2013 suite is made up of several applications including: – Outlook: manage your schedule and people – OneNote: create a digital notebook – Access: store and organize large amounts of data in a database – Excel: enter numbers or other data into a grid of rows and columns in a spreadsheet – PowerPoint: create slides that support an oral presentation – Word: produce professional-looking documents
- 4. SKILLS Guidelines for Understanding…continued © Paradigm Publishing, Inc. 4 Shared Interface Elements Quick Access Toolbar – add icons for the actions you use often Ribbon – is the main interface feature – offers tabs and groups of commands that are related to each other • FILE tab displays the backstage area • VIEW tab allows you to change the zoom and decide how to view multiple windows
- 5. SKILLS Guidelines for Understanding…continued © Paradigm Publishing, Inc. 5
- 6. SKILLS Office Suite Basics © Paradigm Publishing, Inc. 6 Shared Commands In the Print backstage area, many of the commands are the same for Excel, Word, and PowerPoint
- 7. SKILLS Skills You Learn 1. Create a file and display the backstage area 2. Open and save a file 3. Understand the ribbon 4. Navigate within a file 5. Use Find and Replace 6. Use Undo and Redo 7. Change views and zoom percentage 8. Check spelling and grammar 9. Use formatting tools 10. Print a file 11. Use Help © Paradigm Publishing, Inc. 7
- 8. SKILLS Skill 1 Steps: Create a File and Display the Backstage Area Create a File 1. Press Win + C to display the Charms bar 2. Click the Search charm 3. Type Excel in the search box 4. Click Excel 2013 in the Apps results list to open Excel and see options for creating a blank workbook or a workbook based on a template 5. Click Blank workbook to create a new blank workbook in the Excel window © Paradigm Publishing, Inc. 8
- 9. SKILLS Skill 1 Visual: Create a File and Display the Backstage Area Create a File © Paradigm Publishing, Inc. 9 Click to create a blank workbook.
- 10. SKILLS Skill 1 Steps…continued Display the Backstage Area 1. Click the FILE tab to view the backstage area © Paradigm Publishing, Inc. 10
- 11. SKILLS Skill 1 Visual…continued Display the Backstage Area © Paradigm Publishing, Inc. 11 Click the Back button to display the Excel workbook and to make the HOME tab active.
- 12. SKILLS© Paradigm Publishing, Inc. 12 Customizing the Quick Access Toolbar Standard buttons on the Quick Access toolbar are: – Save – Undo – Redo Customize the Quick Access Toolbar by clicking the Customize Quick Access Toolbar button and selecting from the options
- 13. SKILLS Skill 2 Steps: Open and Save a File Open a File 1. Click the FILE tab 2. Click the Open option 3. Navigate to the file and click the file name to select it 4. Click the Open button © Paradigm Publishing, Inc. 13
- 14. SKILLS Skill 2 Visual: Open and Save a File Open a File © Paradigm Publishing, Inc. 14 Click the Open button. Navigate to the file and click the file name to select it.
- 15. SKILLS Skill 2 Steps…continued Save a File 1. Click the FILE tab 2. Click the Save As option 3. Click the Current Folder option 4. Type the file name in the File name text box 5. Click the Save button © Paradigm Publishing, Inc. 15
- 16. SKILLS Skill 2 Visual…continued Save a File © Paradigm Publishing, Inc. 16 Click the Save button. Type the file name in the File name text box.
- 17. SKILLS© Paradigm Publishing, Inc. 17 Using Save As in Access From an open Access file, click the FILE tab and then click the Save As option In the Save As backstage area, click Save Database As, click Access Database, and then click the Save As button Enter the new file name and then click the Save button
- 18. SKILLS© Paradigm Publishing, Inc. 18 Saving Files in Alternative Formats Save files in an alternative format by: – selecting a different format from the Save as type drop- down list in the Save As dialog box – clicking the FILE tab, clicking the Export option, and then selecting one of the options listed in the backstage area PDF is the format used by a document reader program called Adobe Reader Adobe Reader – can be downloaded free from www.adobe.com – allows users without the original software to view a file with formatting intact
- 19. SKILLS Skill 3 Steps: Understand the Ribbon 1. When a Word, Excel, or PowerPoint file opens, the HOME tab is active 2. Click a tab on the ribbon to switch to that tab 3. Click a picture in a document to display the PICTURE TOOLS FORMAT tab 4. Click the Collapse the Ribbon button to minimize the ribbon 5. Double-click any tab to redisplay the entire ribbon © Paradigm Publishing, Inc. 19
- 20. SKILLS Skill 3 Visual: Understand the Ribbon © Paradigm Publishing, Inc. 20 Click the Collapse the Ribbon button to minimize the ribbon. The PICTURE TOOLS FORMAT tab is an example of a contextual tab.
- 21. SKILLS© Paradigm Publishing, Inc. 21 Using the Keyboard with Ribbon Tabs Office 2013 provides keyboard access keys for the ribbon When you press the Alt key while a ribbon is pinned in any of the Office 2013 applications, letters—called KeyTips—are displayed on each tab
- 22. SKILLS Skill 4 Steps: Navigate within a File 1. Press Ctrl + Home to move the insertion point to the top of a file 2. Press the Page Down key to move the insertion point down one page 3. Press the Home key to move the insertion point to the start of the line 4. Press the End key to move the insertion point to the end of the line 5. Press the Down Arrow key to move the insertion point down one line © Paradigm Publishing, Inc. 22
- 23. SKILLS Skill 4 Visual: Navigate within a File © Paradigm Publishing, Inc. 23 Click the down scroll arrow on the vertical scroll bar to change the view.
- 24. SKILLS© Paradigm Publishing, Inc. 24 Navigating on a Touch Screen To place the insertion point, tap the appropriate location in the file To scroll in a document, touch the document and then slide it up and down with your finger To hide the ribbon, tap the Ribbon Display Options button on the title bar and then tap Auto-hide Ribbon
- 25. SKILLS© Paradigm Publishing, Inc. 25 Navigating with Keyboard Shortcuts You can use key combinations to move the insertion point to a specific location in a file Examples of key combinations: – press Ctrl + Home to move to the start of a document in Word or to move to the first cell in a worksheet in Excel – press Ctrl + End to move to the end of a document in Word or to the last cell in a worksheet in Excel
- 26. SKILLS Skill 5 Steps: Use Find and Replace Use Find 1. Click the Find button in the Editing group on the HOME tab 2. Type the text to find in the Navigation pane search box – matches are highlighted in the document and listed in the Navigation pane 3. Click the Close button in the upper right corner of the Navigation pane © Paradigm Publishing, Inc. 26
- 27. SKILLS Skill 5 Visual: Use Find and Replace Use Find © Paradigm Publishing, Inc. 27 Type the text to find in the Navigation pane search box.
- 28. SKILLS Skill 5 Steps…continued Use Find and Replace 1. Click the Replace button in the Editing group on the HOME tab 2. Type the text you want to find in the Navigation pane search box 3. Type the text you want to replace it with in the Replace with text box 4. Click the Replace All button 5. Click OK 6. Click the Close button to close the Find and Replace dialog box © Paradigm Publishing, Inc. 28
- 29. SKILLS Skill 5 Visual…continued Use Find and Replace © Paradigm Publishing, Inc. 29 Click OK in the dialog box that indicates how many replacements have been made.
- 30. SKILLS© Paradigm Publishing, Inc. 30 Finding with Narrower Limits Click the More button in the Find and Replace dialog box to display additional search options Examples of additional search options: – Match case option locates text with the same capitalization as that of the search text (for example, a search for January will not find JANUARY) – Find whole words only option locates text that entirely matches the search text (for example, a search for every will not find everyone)
- 31. SKILLS Skill 6 Steps: Use Undo and Redo 1. Click the Undo button on the Quick Access toolbar to reverse the last action 2. Click the Undo button arrow on the Quick Access toolbar to undo more than one action 3. Click the Redo button on the Quick Access toolbar to reverse the last change you made © Paradigm Publishing, Inc. 31
- 32. SKILLS Skill 6 Visual: Use Undo and Redo © Paradigm Publishing, Inc. 32 Click the Undo button arrow and select the actions you want to delete.
- 33. SKILLS Skill 7 Steps: Change Views and Zoom Percentage 1. Click the VIEW tab 2. Click the Multiple Pages button in the Zoom group 3. Click the One Page button in the Zoom group 4. Click the Zoom button in the Zoom group to open the Zoom dialog box a. Click the 75% option in the Zoom to section of the dialog box b. Click OK 5. Drag the Zoom slider bar on the Status bar © Paradigm Publishing, Inc. 33
- 34. SKILLS Skill 7 Visual: Change Views and Zoom Percentage © Paradigm Publishing, Inc. 34 Click the VIEW tab to display the options for changing views.
- 35. SKILLS© Paradigm Publishing, Inc. 35 Experimenting with Views In Word: click the Web Layout button to view the document as a web page In Word: click the Read Mode button to view the document in a full screen In Excel: click the Page Layout button to view the worksheet as a printed page In PowerPoint: click the Notes Page button to view and edit the speaker notes
- 36. SKILLS© Paradigm Publishing, Inc. 36 Using Full Screen Mode To view a file in a full screen when you are in Read Mode, click the Full Screen Mode button in the upper right corner of the file window This mode gives you more of a full screen than minimizing the ribbon, because no tabs are displayed
- 37. SKILLS Skill 8 Steps: Check Spelling and Grammar 1. Click the REVIEW tab 2. Click the Spelling & Grammar button in the Proofing group to open the Spelling pane 3. Click the Ignore button to skip over a word or click the Change button to replace a misspelled word with the correctly spelled word 4. Click OK when prompted that the spelling and grammar check is complete © Paradigm Publishing, Inc. 37
- 38. SKILLS Skill 8 Visual: Check Spelling and Grammar © Paradigm Publishing, Inc. 38 Click the Change button to replace a misspelled word with the correctly spelled word.
- 39. SKILLS Skill 9 Steps: Use Formatting Tools 1. Select the desired text 2. Click the HOME tab 3. Click the Font button arrow in the Font group 4. Select a font in the drop-down gallery 5. Click the Bold button in the Font group on the HOME tab 6. Click the Font Size button arrow 7. Select a size in the drop-down gallery © Paradigm Publishing, Inc. 39
- 40. SKILLS Skill 9 Visual: Use Formatting Tools © Paradigm Publishing, Inc. 40 Click the Font button arrow and select a font.
- 41. SKILLS© Paradigm Publishing, Inc. 41 Using Other Formatting Buttons Other Font group buttons are available Examples of other Font group buttons: – Increase Font Size and Decrease Font Size buttons increase or decrease the text size – Font Color button changes the color of the text – Italic button applies italic formatting – Underline button applies underlining
- 42. SKILLS Skill 10 Steps: Print a File 1. Click the FILE tab 2. Click the Print option 3. Select the desired options 4. Click the Print button © Paradigm Publishing, Inc. 42
- 43. SKILLS Skill 10 Visual: Print a File © Paradigm Publishing, Inc. 43 Click the Print button to print.
- 44. SKILLS© Paradigm Publishing, Inc. 44 Experimenting with Print Settings When you change a print setting, the preview adjusts Click the Printer Properties link to display printer options: – type of paper (e.g., plain paper or photo paper) – print quality (e.g., draft or high) – color options (e.g., sepia or grayscale) Click the Print All Pages button arrow to explore options for printing selected pages
- 45. SKILLS Skill 11 Steps: Use Help 1. Click the Microsoft Excel Help button to display the Excel Help window 2. Click the desired link 3. Click the Back button to return to the previous page 4. Click the Home button to go to the initial Help window © Paradigm Publishing, Inc. 45
- 46. SKILLS Skill 11 Visual: Use Help © Paradigm Publishing, Inc. 46 Click the Microsoft Excel Help button to display the Excel Help window.
- 47. SKILLS© Paradigm Publishing, Inc. 47 Taking Advantage of the Office.com Website If you have an Internet connection, the Help window provides links to the Office.com website At this site you will find additional support and links to images and templates Examples of what you can do at this site: – download royalty-free clip art by clicking the Online Pictures button on the INSERT tab and typing search criteria in the Office.com Clip Art text box – access templates by clicking the FILE tab, clicking the New option, and then typing search criteria in the Search online templates text box
Editor's Notes
- #2: Even though each application in the Office suite is designed to perform a specific task, all applications have some common interface elements and commands. Learning about the shared features of the applications—their common “look and feel”—reduces the time you need to master the entire Office suite.
- #3: In this module, you edit a travel agency flyer by using features common across several applications. When learning to open and save files, you work with an Excel sales workbook. You also learn to add images and illustrations to a document, giving it a professional look.
- #4: You learned to use Outlook and OneNote earlier in this book. Access: All the bits of information a company gathers about its customers and suppliers can be stored in a database. You can query a database to find specific information, such as all customers who live in a certain city. You can also produce reports from the data. Excel: Once data is entered, Excel can perform automatic calculations, such as adding numbers to get a total. Excel can also create graphs from the data. Organizations and individuals use spreadsheets to track inventory, manage budgets, balance checkbooks, and create income statements. PowerPoint: The slides help the audience follow and understand the key points of the presentation. Photos and charts in the slides can add visual interest. Word: Documents may include letters, resumes, reports, and much more.
- #5: Each Office application interface includes the Quick Access Toolbar and the ribbon. The FILE tab includes file management options, such as opening, printing, and saving.
- #6: Some of the common interface elements are shown in the illustration in this slide.
- #7: Becoming familiar with common interface elements and commands now, before starting the skills in the Word, Excel, Access, and PowerPoint modules, will speed up your learning in each application.
- #8: Navigation Tip: In Slide Show view, click an underlined skill on this slide to navigate directly to the related slide. At any time in Slide Show view, you may navigate to the beginning of this presentation by clicking the left-most button at the bottom center of the slide. To navigate to the previous slide in this presentation, click the second button from the left. Click the SKILLS button to return to this slide. Click the button to the right of the SKILLS button to navigate to the next slide in this presentation, and click the right-most button to navigate to the end of this presentation.
- #9: The steps in this slide are for Excel 2013. Similar steps can be used to open other Microsoft Office applications. See Module 2, Chapter 1, Skill 3 for illustrations showing the Charms bar and Search pane. Another Way: From the Start screen, you can also type Excel. Another Way: You may have an Excel 2013 tile on the Start screen. If you do, you can also click this tile to start Excel. The Title bar displays the file and program name. Another Way: You can also click the FILE tab to view the backstage area, click the New option, and then click Blank workbook to create a new blank workbook in the Excel window.
- #10: When you open an Office application, such as Excel or Word, you have various templates to choose from. Templates are predesigned files that contain basic content and layout information for specific types of documents, such as brochures, newsletters, budgets, and presentations. Templates are a quick way to create a professional-looking document. In the template list, you will also find options for creating a document from a blank slate, such as a blank workbook in Excel, as shown in the illustration in this slide, and a blank document in Word. The visual in this slide displays the templates available in Excel.
- #17: The illustration in this slide displays the Save As dialog box in backstage area. File names should be descriptive of the file’s contents so you can easily find the file you need. A valid file name cannot contain certain characters. Colons (:), asterisks (*), or question marks (?) are examples of these unacceptable characters.
- #18: The Save As function requires additional steps in Access.
- #19: By default, documents, workbooks, presentations, and databases are saved as files in their native format: .docx in Word, .xlsx in Excel, .pptx in PowerPoint, and .accdb in Access.
- #20: The ribbon is an interface element that is displayed in the application window. It is designed to help you quickly find the commands that you need to complete a task. The ribbon is organized into a series of tabs. Each tab relates to a type of activity, such as inserting objects or formatting the visual or text elements on a page. In a tab, commands are organized in logical groups. For example, the Bold, Italic, and Font Color buttons are in the Font group on the HOME tab. The shortcut to collapse the ribbon is Ctrl + F1. When the ribbon is collapsed, you can still access commands by clicking a tab. The ribbon automatically collapses after the command is selected. You can also click the Pin the ribbon button (looks like a stick pin) to redisplay the entire ribbon.
- #21: To help reduce screen clutter, some tabs, known as contextual tabs, are shown only when you select certain types of objects such as tables or pictures. The PICTURE TOOLS FORMAT tab, shown in the illustration in this slide, is an example of a contextual tab.
- #22: Depending on which letter you press, you may be shown additional KeyTips. To cancel the action and hide the KeyTips, press the Alt key.
- #23: Many files you create in each of the Office applications will be more than one page long. Your monitor is a fixed size and may not be able to display the contents of the entire file at once. To navigate, it helps to know how to scroll. When you open a Word document, the insertion point is automatically at the beginning of the document.
- #24: The illustration in this slide shows the position of the down scroll arrow on the vertical scroll bar. Scrolling helps you quickly find information or reach a specific location in the file so that you can then make edits or apply additional formatting. You can use both the keyboard and the mouse to navigate to specific locations in a file. If your mouse has a scroll wheel, you can roll the wheel to scroll through the document. Scrolling does not move the insertion point.
- #25: To redisplay the ribbon, tap the Ribbon Display Options button and then tap Show Tabs and Commands.
- #26: Press the F5 key in Word to display the Find and Replace dialog box with the Go To tab selected. Pressing F5 in Excel will open the Go To dialog box. In Word, you can type a page number in the Go To dialog box to move the insertion point to a specific page, and in Excel you can type a cell address to move quickly to that cell.
- #27: The Find feature enables you to search for specific characters or formatting. When the Find feature locates items that match your search terms, the results are displayed in the Navigation pane. The shortcut for the Find command is Ctrl + F.
- #28: As shown in the illustration in this slide, matches are highlighted in the document and listed in the Navigation pane.
- #29: Similarly, the Find and Replace feature allows you to search for specific characters or formatting and replace them with other characters or formatting. Clicking the Replace button will make one change at a time. Clicking the Replace All button changes all occurrences.
- #30: The illustration in this slide shows the Find and Replace dialog box as well as the Microsoft Word message that indicates how many replacements have been made.
- #41: The default font used by all of the Office applications is Calibri. Fonts in the All Fonts section of the gallery are listed in alphabetical order as shown in the illustration in this slide.
- #42: If you apply formatting and then decide to remove it, click the Clear Formatting button.
- #43: Print settings are accessed from the Print backstage area. A preview of the first page of the document appears in the preview area. The shortcut command to print is Ctrl + P. To go back to your file and make changes before you print it, click the Back button in the upper left corner of the window.
- #44: The Print backstage area, as shown in the illustration in this slide, displays a preview of what your printed file will look like and also lets you change print options, such as the number of copies to print, page orientation, page size, and page margins. You can also zoom in on the preview image to make sure all settings are correct prior to printing a copy. Previewing your document carefully and printing only the final copy saves you time, money, and paper.
- #45: Try changing the paper size, the page orientation (e.g., portrait versus landscape), and the margins. Click the Print One Sided button to see an option for printing on both sides of the paper manually if your printer cannot perform that function automatically.
- #46: Each Microsoft Office application has its own Help window. The Help window functions similarly to a web browser. You can click links to view Help topics and use Navigation buttons to move among previously visited pages. You can also search for specific keywords. The shortcut command for Help is F1.
- #47: The illustration in this slide shows the Excel Help window. You can print Help topics by clicking the Print button on the Help window toolbar.
- #48: NOTE: Microsoft places certain restrictions on the use of templates, images, and other elements available from Office.com. To see the terms of use, go to office.microsoft.com, click the Legal link at the bottom of the page, and read the Microsoft Services Agreement.