Microsoft Office. Word PowerPoint Excel Access An Overview Microsoft Office Word 2007

Microsoft Office

• Word• PowerPoint• Excel• Access

An Overview

Microsoft Office Word 2007

Lesson Plan

• Getting Started• The Ribbon• The Office Button• Opening a Document• Viewing a Document• Moving Around in a Document• Help

Getting Started

• Open Microsoft Office Word from the Desktop• Double-Click this Icon:

• This Will Open Microsoft Office Word

Getting Started Continued…

• The Title Bar Displays the Name of the Document• When You Open Word the Document will Always be Called “Document1”

• The Office Button is at the Top Left• The Top Right Buttons are: Minimize, Maximize, and Close Buttons• Ribbon – Next from Top

• Contains Important Groups Divided into Tabs

What it All Looks Like…Close

Title BarOffice Button

Minimize

Minimize

Ribbon

The Ribbon

• What is it?• Displays commonly used commands• On the top of the ribbon are 7 basic Tabs/Activity Areas

• Home• Insert• Page Layout• Reference • Mailings • Review• View

• Within the tabs are little boxes called Groups• Some have Galleries when this appears: • Each Group has a Dialog Box Launcher which offers even more options

The Home Tab

• The most commonly used commands for formatting and manipulating text

The Home Tab

Group

Dialog Box Launcher

A Gallery

Activity Area

The Insert Tab

• Commands for doing all the various types of inserting such as pictures, tables, date and time, symbols & many other options

Page Layout Tab

• The options for arranging the overall appearance of the document

The Reference Tab

• The cross-referencing, indexing and controlling various references is done here.

The Mailings Tab

• Contains the mail merge and the printing of envelopes and labels commands.

The Review Tab

• Spelling and grammar checking are at home here and some other powerful controls for commenting, tracking, and comparing documents.

The View Tab

• Controls how the document is displayed on the screen.

The Office Button

The Office Button

• Located in the upper left-hand corner• Has Several Commands

• New• Used for starting a new document• Can choose a template for the different types of documents

• Open• Used to Open a Document• Or to load one into Word

• Save• Used to store the document on the hard drive of the computer

The Office Button, Cont.

• Commands, Cont.• Save As

• Allow you to save a document by a specified name or in a specified folder• Print

• Sends documents to the printer• Prepare, Send, and Publish

• Powerful Commands that offer various options• Not Covered in this course

• Close• Another Way to Close your document

Opening a Document

• There are Two ways of Opening a Document• Using “Open” Under the Office Button• Clicking “Open” in the upper left-hand pane

• You must know where the file is located and what the file is called.

Opening a Document

Viewing a Document

• There are Four Ways to View a Document:• Dragging the Borders

• Makes Screen Larger or Smaller• Using the Zoom Controls

• Makes page bigger or smaller• Using the “Page Up”/ “Page Down” Keyboard buttons

• Moves Page to the next “screen’s worth” of text• Using the “Next Page”/ “Previous Page” Buttons

• Moves to the next page or the previous page

Viewing a Document

Moving Around in a Document

Help

• Use the Help Button when you need assistance or advice• Type in a keyword/words

• View these Slides Online:• http://slidesha.re/NmgZse

Video Tutorial 1. http://www.youtube.com/watch?v=4Ha8_CrVCJ82. http://www.youtube.com/watch?v=hzyWJqVqW_U3. http://www.youtube.com/watch?v=f825r5pIbdI4. http://www.youtube.com/watch?v=f825r5pIbdI

26

PowerPoint

Selecting, Adding & Deleting slides

• To add a slide, click on the “New Slide” icon in Home tab.• To work on a slide, go to the slide column (left side of

screen)-click on it.• To delete a slide- go to slide column- click on it- press

“Backspace” button

Home Tab- slide layouts• To shrink/enlarge text box borders- click on a

“sizing handle” and drag.• You can click on the Layout tool (next to New

Slide) to change to another type of slide layout.• Different layouts give room for pics, charts, tables.

Shortcuts and Right-clicking

• Ctrl-Z to undo changes, Ctrl-Y to redo changes.

• To select text, highlight with mouse or press Ctrl-A to select all text in a text box

• To change font, color, & size, text and then right–click on it to get mini pop-up toolbar & menu

Home Tab- bullet Points

• Automatic…click on Bullets icon in Home tab to turn off.• To start new bullet, press enter

– To make a sub-point, press tab– To go back to a regular bullet pt, right-click and then click on the

“Decrease Indent” icon (in mini pop-up menu or in Home tab).• Keep bullet pts. concise

Saving and Printing

• Check your text for errors by pressing F7.

• To save, go to Office Button- Save As.– Good ideas- save as a 2003

compatible document– In pop-up window, give PPT

show a simple file name• To print PPT, go to Office

Button- Print. Under “Print What” choose “handouts” and choose the # of slides per page.

Insert Tab- adding Clip Art

• First make room for pics!– Click on the Layout tool (Home Tab) to

change layout.– Or shrink/move the text box.

• Click on Insert Tab/Clip Art.• Type a search word- click on your choice

• Adjust image by dragging it or using the “sizing handles”

Insert Tab- add Pictures from file

• First make room!• If you want to add a pic saved on computer or

digital camera, go to Insert Tab/Picture.• In pop-up window, find the pic on your computer.• Double-click on it to add it.• Adjust size as needed

Design Tab- Themes

• Choose a pre-made background- go to the Design Tab, choose a Theme.

• Colors in the Theme can also be adjusted by clicking on the Colors tool.

• You can also adjust the background color by clicking on Background style.

• Affects all slides

Slide Transitions• Affects the way slides appear on

the screen- good finishing touch• Go to Animation Tab- Transition

to This Slide group- click on a slide icon to preview it.

• After choosing, click on “Apply to all slides”

• Timed slide advance option on the far right under “Advance Slide.”

Bullet Point Animations• The Animate command affects

text in a PPT show (if you do not select an animation, all text will appear with slide).

• Click on the text box- go to Animations Tab/ Animations group/Animate command (must be done for every slide).

• Choose the animation style. “1st order paragraph” means bullet pts.

Presenting

• To start show, press F5• To start from a certain slide, click on slide, go to Slide

Show Tab, and choose “From Current Slide.”

• To advance a slide, press Enter (keyboard) – or click mouse

• To go back a slide, press Backspace (keyboard)• To end the show press Escape (keyboard)• Keep presentations simple- remember that PPT is

just a tool, not the presentation.

Adding YouTube

• Go to the Office Button/ PowerPoint options.• Click “Show Developer tab in ribbon” checkbox.• Go to Developer tab/ Control Group/ More Controls…

choose “Shockwave Flash Object.”• Draw a box on the screen, right-click on it, select

“properties.” Copy the video URL.• In the pop-up menu, paste the Youtube URL in the box

next to “Movie.” In the URL, delete “watch?” and replace the = sign after the capital “V” with a forward slash (/).

Video Tutorial

1. http://www.youtube.com/watch?v=RZtjKiR0nYU2. http://www.youtube.com/watch?v=RZtjKiR0nYU

FIRST COURSE

Excel Tutorial 1

Getting Started with Excel

New Perspectives on Microsoft Office 2007: Windows XP Edition 41

Introducing Excel

• Microsoft Office Excel 2007 (or Excel) is a computer program used to enter, analyze, and present quantitative data

• A spreadsheet is a collection of text and numbers laid out in a rectangular grid.

• Often used in business for budgeting, inventory management, and decision making

http://www.youtube.com/watch?v=X3jB4wncJp4

New Perspectives on Microsoft Office 2007: Windows XP Edition 42

Introducing Excel

43

Exploring Excel

44

Exploring Excel

45

Navigating a Worksheet

• Excel provides several ways to navigate a worksheet

New Perspectives on Microsoft Office 2007: Windows XP Edition 46

Entering Text, Numbers, and Dates in Cells• The formula bar displays the content of the active cell• Text data is a combination of letters, numbers, and some symbols• Number data is any numerical value that can be used in a

mathematical calculation• Date and time data are commonly recognized formats for date and

time values

47

Inserting a Column or Row

New Perspectives on Microsoft Office 2007: Windows XP Edition 48

Deleting and Clearing a Row or Column

• Clearing data from a worksheet removes the data but leaves the blank cells

• Deleting data from the worksheet removes both the data and the cells

New Perspectives on Microsoft Office 2007: Windows XP Edition 49

Working with Cells and Cell Ranges

• A group of cells is called a cell range or range• An adjacent range is a single rectangular block of cells• A nonadjacent range consists of two or more distinct adjacent ranges• A range reference indicates the location and size of a cell range

New Perspectives on Microsoft Office 2007: Windows XP Edition 50

Selecting Cell Ranges

To select an adjacent range:• Click the cell in the upper-left corner of the adjacent range, drag the pointer to the cell

in the lower-right corner of the adjacent range, and then release the mouse buttonor• Click the cell in the upper-left corner of the adjacent range, press the Shift key as you

click the cell in the lower-right corner of the adjacent range, and then release the Shift key

To select a nonadjacent range of cells:• Select a cell or an adjacent range, press the Ctrl key as you select each additional cell

or adjacent range, and then release the Ctrl keyTo select all the cells in a worksheet:• Click the Select All button located at the intersection of the row and column headings

(or press the Ctrl+A keys)

New Perspectives on Microsoft Office 2007: Windows XP Edition 51

Selecting Cell Ranges

New Perspectives on Microsoft Office 2007: Windows XP Edition 52

Moving or Copying a Cell or Range

• Select the cell or range you want to move or copy• Move the mouse pointer over the border of the selection until the pointer changes

shape• To move the range, click the border and drag the selection to a new location (or, to

copy the range, hold down the Ctrl key and drag the selection to a new location)or• Select the cell or range you want to move or copy• In the Clipboard group on the Home tab, click the Cut button or the Copy button (or

right-click the selection, and then click Cut or Copy on the shortcut menu)• Select the cell or upper-left cell of the range where you want to move or copy the

content• In the Clipboard group, click the Paste button (or right-click the selection, and then

click Paste on the shortcut menu)

New Perspectives on Microsoft Office 2007: Windows XP Edition 53

Moving or Copying a Cell or Range

New Perspectives on Microsoft Office 2007: Windows XP Edition 54

Inserting and Deleting a Cell Range

55

Inserting or Deleting a Cell Range

• Select a range that matches the range you want to insert or delete• In the Cells group on the Home tab, click the Insert button or the Delete buttonor• Select the range that matches the range you want to insert or delete• In the Cells group, click the Insert button arrow and then click the Insert Cells

button or click the Delete button arrow and then click the Delete Cells command (or right-click the selected range, and then click Insert or Delete on the shortcut menu)

• Click the option button for the direction in which you want to shift the cells, columns, or rows

• Click the OK button

56

Entering a Formula

• A formula is an expression that returns a value• A formula is written using operators that combine different values,

returning a single value that is then displayed in the cell• The most commonly used operators are arithmetic operators

• The order of precedence is a set of predefined rules used to determine the sequence in which operators are applied in a calculation

New Perspectives on Microsoft Office 2007: Windows XP Edition 57

Entering a Formula

• Click the cell in which you want the formula results to appear• Type = and an expression that calculates a value using cell references

and arithmetic operators• Press the Enter key or press the Tab key to complete the formula

58

Entering a Formula

59

Copying and Pasting Formulas

• With formulas, however, Excel adjusts the formula’s cell references to reflect the new location of the formula in the worksheet

60

Introducing Functions

• A function is a named operation that returns a value• For example, to add the values in the range A1:A10, you could enter

the following long formula:=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10

Or, you could use the SUM function to accomplish the same thing:=SUM(A1:A10)

61

Entering a Function

New Perspectives on Microsoft Office 2007: Windows XP Edition 62

Entering Functions with AutoSum

• The AutoSum button quickly inserts Excel functions that summarize all the values in a column or row using a single statistic

• Sum of the values in the column or row• Average value in the column or row• Total count of numeric values in the column or row• Minimum value in the column or row• Maximum value in the column or row

New Perspectives on Microsoft Office 2007: Windows XP Edition 63

Entering Functions with AutoSum

New Perspectives on Microsoft Office 2007: Windows XP Edition 64

Inserting and Deleting a Worksheet

• To insert a new worksheet into the workbook, right-click a sheet tab, click Insert on the shortcut menu, select a sheet type, and then click the OK button

• You can delete a worksheet from a workbook in two ways:• You can right-click the sheet tab of the worksheet you want to delete,

and then click Delete on the shortcut menu• You can also click the Delete button arrow in the Cells group on the

Home tab, and then click Delete Sheet

65

Renaming a Worksheet

• To rename a worksheet, you double-click the sheet tab to select the sheet name, type a new name for the sheet, and then press the Enter key

• Sheet names cannot exceed 31 characters in length, including blank spaces

• The width of the sheet tab adjusts to the length of the name you enter

66

Moving and Copying a Worksheet

• You can change the placement of the worksheets in a workbook• To reposition a worksheet, you click and drag the sheet tab to a new

location relative to other worksheets in the workbook• To copy a worksheet, just press the Ctrl key as you drag and drop the

sheet tab

New Perspectives on Microsoft Office 2007: Windows XP Edition 67

Editing Your Work

• To edit the cell contents, you can work in editing mode• You can enter editing mode in several ways:

• double-clicking the cell• selecting the cell and pressing the F2 key• selecting the cell and clicking anywhere within the formula bar

New Perspectives on Microsoft Office 2007: Windows XP Edition 68

Using Find and Replace

• You can use the Find command to locate numbers and text in the workbook and the Replace command to overwrite them

69

Using the Spelling Checker

• The spelling checker verifies the words in the active worksheet against the program’s dictionary

70

Changing Worksheet Views

• You can view a worksheet in three ways: • Normal view simply shows the contents of the worksheet• Page Layout view shows how the worksheet will appear on the

page or pages sent to the printer• Page Break Preview displays the location of the different page

breaks within the worksheet

New Perspectives on Microsoft Office 2007: Windows XP Edition 71

Changing Worksheet Views

72

Changing Worksheet Views

New Perspectives on Microsoft Office 2007: Windows XP Edition 73

Working with Portrait and Landscape Orientation• In portrait orientation, the page is taller than it is wide• In landscape orientation, the page is wider than it is tall• By default, Excel displays pages in portrait orientation

74

Working with Portrait and Landscape Orientation• To change the page orientation:

• Click the Page Layout tab on the Ribbon• In the Page Setup group, click the Orientation button, and then click

Landscape• The page orientation switches to landscape

Video Tutorials Available1. http://www.youtube.com/watch?v=X3jB4wncJp42. http://www.youtube.com/watch?v=NA0GeNptJIA3. http://www.youtube.com/watch?v=kqtvruXanpw4. http://www.youtube.com/watch?v=8cWJtyMK9s85. http://www.youtube.com/watch?v=rGfp4B5xybY6. http://www.youtube.com/watch?v=UGOs1Z0Nbn07. http://www.youtube.com/watch?v=qBvbayYxDhU8. http://www.youtube.com/watch?v=T3PphEYB1DQ9. http://www.youtube.com/watch?v=V-QUvhPIiUI10. http://www.youtube.com/watch?v=MiAH479mCrM

Microsoft Office Access 2007 Training

Intro to building a database

What to do with to much data?Large & Unmanageable Excel spreadsheets?

What do I use?

• Why?• Store large data• Build relationships• Extract Data• Manageable

What is Microsoft Access made up of?

7 major components:

1 Tables;

2 Relationships;

3 Queries;

4 Forms;

5 Reports;

6 Macros;

7 Modules.

More infomation

http://www.simply-access.com/What-Is-Microsoft-Access.html

What is Access

Want to purchase? Click here.

Add

Delete

ChangeSort

Retrieve

Create

Organized collection of Data

Upload

But where do you start?

• Plan the table structure

• Plan the fields

• Plan the primary key fields

Decide on a purpose

Main Parts of Database Design

Fields

TablesPrimary Key

Data Types

Records

Columns

Tables

Fields

Example of Data Types

Field Properties of the data type “Number”

Data Types

http://www.databasedev.co.uk/access2007_data_types.html

Records

Columns

Primary Key

RelationshipsHow do you relate your data back together?

A quick look at relationshipsDo you think you are duplicating data?

How do I get the correct data?Access makes it possible to ask complex questions concerning the data in the database and then receive instant answers.

Queries: Design View

Queries: Datasheet View

Video Tutorials

1. http://www.youtube.com/watch?v=GyjhC5w8FeE2. http://www.youtube.com/watch?v=tjpzL3tkcFQ3. http://www.youtube.com/watch?v=LSyUZ1drzBg4. http://www.youtube.com/watch?v=ooblwJm16G5. http://www.youtube.com/watch?v=h8TM240tpBM6. http://www.youtube.com/watch?v=mQKhbAGkL0A

THANK YOU