How To Get Started Using Microsoft Office 2010 Even If You've Never Used It Before

8/8/2019 How To Get Started Using Microsoft Office 2010 Even If You've Never Used It Before

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JARGON FREE TRAINING

How To Get Started WithMicrosoft Office 2010Even if youve never used it before

Paul Barnett11/21/2010

2010 Paul Barnett. All Rights Reserved.

No part of this publication may be reprinted

or reproduced without permission.

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A quick guide to MS Office 2010
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ContentsOverview ....................................................................................................................................................... 2

What is MS Office? ................................................................................................................................. 2

The MS Office Ribbon ............................................................................................................................. 3

Microsoft Word ........................................................................................................................................ 4

Changing the text font, color & position ............................................................................................. 5

Spell check ............................................................................................................................................... 5

Adding page numbers ............................................................................................................................ 7

Adding a header & footer ...................................................................................................................... 8

Summary .................................................................................................................................................. 8

Microsoft Excel ........................................................................................................................................ 9

Entering data ......................................................................................................................................... 10

Some new features in MS Excel 2010 .............................................................................................. 15

Summary ................................................................................................................................................ 16

Microsoft Access ................................................................................................................................... 17

Create a table to hold your data ......................................................................................................... 18

Create a form to display your data .................................................................................................... 20

Create a query to return your data ..................................................................................................... 21

Create a report ...................................................................................................................................... 24

Microsoft PowerPoint ........................................................................................................................... 26

Create a blank presentation ............................................................................................................... 26

PowerPoint views .................................................................................................................................. 28

Slide layouts .......................................................................................................................................... 29

Edit slide text ......................................................................................................................................... 30

Add a picture to a slide ........................................................................................................................ 32

Set up a slide show ............................................................................................................................... 34

Summary ................................................................................................................................................ 35

So what can Jargon Free Training do for you? ................................................................................. 36


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OverviewWhat is MS Office?MS Office is the worlds most popular desktop office suite. It comprises of

the following components.

Word

Excel

Outlook

Access

PowerPoint

OneNote

These products are used in millions of corporate firms across the globe and

in homes also. Lets look at each of these in turn.

MS Word is a word processing application used for creating documents andletters.

MS Excel is a spreadsheet application used for recording and manipulatingfinancial or numerical information.

MS Outlook is a contact manager and email program. It also has otherfeatures such as the ability to create appointments and tasks.

MS Access is used to store and retrieve large amounts of data. It can beused for something simple such as keeping a record of your CD/DVD

collection or for something larger such as invoicing/stock management.

MS PowerPoint is used for conveying ideas to an audience via a slideshow.Slides can contain audio, video and photos.MS OneNote is similar to an electronic binder that allows you to recordinformation about any subject. Audio, video and photos can be included

also.


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The MS Office Ribbon

Microsoft first introduced the Ribbon in Office 2007. It replaced the old

toolbars and menus found in previous versions of MS Office. The Ribbonconsists of a series of tabs which hold sections. These sections contain

various commands related to the particular application.

In MS Word the Home tab has a font section that has commands for

altering the font properties.

MS Access has its own Ribbon with its own set of commands related to

database development.

Similarly MS Excel has a Ribbon covering commands relating to

spreadsheet production.


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Microsoft Word

Microsoft Word is a word processing application that can be used for typing

letters and documents. It is now so powerful that it can be used as a

desktop publisher also.

When you load up MS Word 2010 you will be presented with a blank page

ready for entering text.

With the blank new document on the screen, try typing a few sentences. As

you type and get near to the end of the line you will find the text wraps

around to the next line.

You can press the return key to move the cursor further down the page or

when you want to start a new paragraph.

If you want to capitalize a word, simply hold down the shift key on your

keyboard before typing the word. To delete a word, position the cursor at

the end of the word and press the backspace key on your keyboard.

The number of words you have typed are shown at the bottom left of the

screen.


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Changing the text font, color & position

Type some text and then hold down your mouse button and drag the

mouse over the text. It should become highlighted as follows:

You should see a small toolbox pop up.

At this point you can change the font style and size. Another way of doing

this is to head over to the font section on the Ribbon.

To change the text color the same procedure above should be followed.

Select the color pallet and select a color.

To change position of the text, first select the text using the mouse and

then make sure you are on the Home tab of the Ribbon. Now head over to

the paragraph section on the Ribbon.

Look for the align buttons and click one to position your text.

Spell checkWhen we type our documents we may find we make some typing errors.

Generally MS Word will underline these in red. For example if I type

Notice I have spelt the word book incorrectly and MS Word underlines it in

red.


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If I right click with the mouse on the word a number of correct spelling

suggestions are given. Clicking one will replace the misspelt word.

Alternatively if I want to check the whole document I could click the

Review tab on the Ribbon and then click the Spelling & Grammar button.

This brings up the Spelling & Grammar box.

Uncheck the grammar box if you do not wish to check the grammar right

now. When MS Word finds a word spelt incorrectly it will make it red and in

the suggestions box will list some words you can choose to replace with.

Select a word and click the change button or click the ignore buttons to let

MS Word carry on checking for errors.


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Adding page numbers

To add page numbers simply click the Insert tab and go to the Header &

Footer section.

Click the Page Number button and you will see a range of choices appear.

Here I decide to add a page number to the bottom of my page.


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Adding a header & footer

Click the Insert tab and go to the Header & Footer section. Select either

the header or footer buttons depending on what you want to add.

Then select from the choices available.

Summary

Microsoft Word is a powerful application with many features to help with

the production of your letters and documents. This e-book took you through

some of the basics, but there is so much more to discover in this gem of an

application.


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Microsoft ExcelMS Excel is a spreadsheet program that is used to analyze and perform

operations on numerical data. Data is entered in a grid made of rows,

columns and cells. You may also present data in a graph format.

Once MS Excel is loaded you will be presented with a blank grid. This is

known as a worksheet. A worksheet is part of a workbook. Manyworksheets can make up a workbook.

At the bottom left of the screen you will see it defaulted to sheet 1. You

also have sheet 2 and 3 available. All of these sheets, or worksheets as

they are known, form part of this workbook.


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If you click on the File tab at the far left it will take you what is known as

the backstage view.

Then click on the New option.

At this point you can create a new workbook by double clicking the option

Blank workbook or select from a range of pre-built templates.

Entering data

Position your cursor in column A, row 5.

The cell will now have a highlighted border.

Type the word Company.


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This column row position can also be referred to as A5.

Press the tab key to move to the next cell and type in the following:

Now flesh it out a little more and add the following:

What we have here are the product sales for a company.

So far we have:

We now need to calculate the total and enter it into the Final Total

column.


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We are going to base our final total on a tax value added to the sales

figures.

In cell A3 type the words Tax Value (without the quotes).

In cell B3 type in 17.5

You should now have the following:

Click in cell B3

Click on the name box which is just above column A.


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Type the words Tax (without the quotes).

We can now refer to the 17.5 value by using the word Tax.

So lets go right ahead and apply the tax rate to our sales total.

Click in cell D6.

Type the following:

=C6+(Tax*C6/100)

Now press the tab key on your keyboard.

All we are saying is take the value in cell C6 and then add to it the tax ratemultiplied by cell C6 divided by 100.

You should now have a value in the final total column:

We could even add a quick graph.

Click in the company cell which is A5.

Hover your mouse to the bottom right of the cell until the large cross

symbol turns into a smaller, thinner cross handle.


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Hold down your left mouse button and drag the handle all the way over to

cell D9. Now release the mouse button.

At the ribbon, click the Insert tab.

In the charts section, click the button with the pie chart.

Select the first 2-D pie chart option.


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And voila MS Excel inserts a pie chart showing our sales data.

Some new features in MS Excel 2010

MS Excel 2010 introduces sparklines.

Sparklines are tiny charts that sit in a cell. You may want to show increases

or decreases in sales and sparkline charts can highlight the pattern of your

data.

Another new feature in Excel 2010 is the ability to protect your workbook.

If you want to share a workbook with others via email or the network, you

can choose which part of the workbook can be edited.


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Summary

I have just covered a very simple example of how a spreadsheet is created.

Spreadsheets can be simple or as complex as you make them.

Excel comes with a huge selection of mathematical functions and formula

that you can apply to your data.

You may use MS Excel for your business, home or just learning purposes.

Whichever way you go you will soon discover that MS Excel is a valuable

tool to have.


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Microsoft AccessMS Access is used to store and retrieve large amounts of data. It can be

used for something simple such as keeping a record of your CD/DVD

collection or for something larger such as invoicing/stock management.

Out of all the programs in the MS Office suite it is MS Access which has

proven to be tricky for beginners.

When you load up MS Access you will see the following screen.

You may either select a template database to use or create your own.

Double click the option Blank database to create your own or type a name

in the file name box at the bottom right and then click the create button.


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With MS Access loaded you will now be in table mode or datasheet view as

it is sometimes called.

It is here that you can enter your column name and the data type to be

used. All data in MS Access is held in what are known as tables.

Create a table to hold your data

On the Click to add heading click the small arrow to show the data types

available.

Here I chose the text data type. I then clicked on the heading and typed in

the words FirstName. Finally I entered a value of John in the cell.


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This procedure can be repeated for each column required.

When complete click the close X button at the top right of the table

window. You will be asked to give the table a name.

The table you saved will be shown in the navigation pane. You can hide and

show the navigation pane by clicking the double arrow symbol.


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Create a form to display your data

Although it is possible to keep entering data into your table via the

datasheet or table view, it is better to do it via a nice looking screen.

To create a quick screen in MS Access 2010 simply go to the navigation

pane and click to highlight the table you wish to base the form on. For

example, here I have clicked on the employees table.

Now head up to the ribbon and click on the Create tab.

In the forms section click on the button named Form.


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MS Access creates a nice simple form.

Click on any of the text boxes to position the cursor and edit the data.

At the bottom you have the navigation buttons which move you to each

record.

Create a query to return your data

In MS Access you use a query to return data based on certain criteria. You

can also return data without any criteria. Lets look at this now.

On the ribbon click on the Create tab and head to the macros & code

section on the right. Click on the query design button.


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Click the table you wish to use and click the Add button.

Double click the column name you wish to show in the results.

The column name will then appear in the grid.


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Notice on the criteria line under the country column, I have added the

letters USA.

This is my filter Return me all records where the country is USA.

On the ribbon click the run button.

And voila I get all the records from the USA appearing in the results.

That query will be saved with a name and it will then show in the

navigation pane under queries.


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Create a report

MS Access has always had a great reporting facility.

I can create a quick simple report based on the query I just created.

All I have to do is click on the saved query in the navigation pane.

Now click the Create tab on the ribbon and head over to the reports

section.

And finally, click the report button.


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MS Access has created a quick simple report for me which I can now

customize.

You may also design reports manually. This gives greater control over your

report. You can then choose from the vast selection of controls available

and add them to your report.

Summary

It is no surprise that MS Access is the worlds most popular desktop

database. Its uses are far and wide. Although you can create powerful

databases, you can also use MS Access to clean up data that is imported.

You may also merge data into MS Word documents or even export or

import data to MS Excel.

MS Access can be quite a tough learning curve for some. Stick with it and

you will find it becomes a useful addition to your business.


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Microsoft PowerPoint

MS PowerPoint is best used for presenting ideas to an audience. Ideas can

be presented in multimedia format via slides. Each slide is part of theoverall slideshow.

You can add video, photos and sound to your presentation. Also, vast

arrays of effects are available to choose from.

The presentation can be packaged on a CD Rom or available to watch over

the internet.

Create a blank presentation

When you load up MS PowerPoint a blank slide is displayed. You can use

this as a starting point and add further slides as you go along.

There is another way to create a new blank presentation.

First click the File menu tab.


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Now select the New option.

Click the Blank presentation button.

Then click the Create button.


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PowerPoint will create a blank presentation containing one slide.

PowerPoint views

PowerPoint has a number of views available to show how your

presentation looks on screen.

At the slides pane click Outline for the outline view.


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Text can be edited in the outline view and will automatically be updated in

the slide.

Click Slides for the slides view.

Slides view will show the current slide. You can click on each slide in the

Slides tab to view each one.

Slide layouts

PowerPoint 2010 comes with a variety of layouts that you can apply to

your slides.

First go to the slides pane, click the Slides tab and select the slide that

you wish to apply the style to.


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At the Ribbon click on the Home tab and then at the Slides section click

the Layout button.

Select a layout and PowerPoint will apply it to your slide.

Edit slide text

When the layout has been added you can make changes by adding and

updating text. Click in one of the text boxes and at the cursor position type

in your text.

Here I have added some text as a title.


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You can edit text in the same way you edit in other MS Office applications

such as MS Word. You are able to add bullet points, change font color, bold

text etc.

To bold text, first highlight it by dragging the mouse cursor over it.

Then go up to the Ribbon and at the Font section click the Bold button.

The procedure is similar for changing the color of the font, but in this case

you would click on the font forecolor button.


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Add a picture to a slide

Click the picture icon on your slide.

From the dialog box, select a picture and click the Insert button.


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PowerPoint inserts the picture into the slide.

The Ribbon will now show the Picture Tools tab which contains buttons for

editing the picture.


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For example, here I select the picture and then click the Artistic Effects

button. I select a glass effect and the picture then updates.

Set up a slide show

Lets now look at how we can fine tune how our presentation flows.

At the Ribbon, click the Slide Show tab.

In the Set Up section, click on Set Up Slide Show.


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When the Set Up Show box appears adjust any settings needed to tailor

your presentation.

SummaryMicrosoft Office 2010 is a very powerful piece of software. The ease of use

and range of features available make it a joy to use. Without doubt, it is the

best release to date and one that you or your organization should definitely

consider.

In this e-book I have touched upon some of the useful features of Microsoft

Office 2010 to help you be more productive. If you really want to exploreMicrosoft Office 2010 in greater detail and discover the potential for taking

your learning forward then give our training a try. It will be great to have

you on board.

To your success

Paul BarnettMicrosoft Certified Application Developer.


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So what can Jargon Free Training do for you? Do you want to increase your productivity?

Do you want to improve your career prospects? Are you tired of hunting for answers?

Well now is the time to take action.

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Take the first steps to success.

Image: Filomena Scalise / FreeDigitalPhotos.net


Microsoft, Word, Access, Excel, Outlook, PowerPoint, OneNote and Windows are trademarks or registered

trademarks of Microsoft Corporation in the United States and/or other countries. This e-book is in no way

connected with Microsoft
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How To Get Started Using Microsoft Office 2010 Even If You've Never Used It Before