Pasewark & Pasewark Microsoft Office XP: Introductory Course 1 INTRODUCTION Lesson 1 – Microsoft Office XP Basics and the Internet

1 Pasewark & Pasewark

Microsoft Office XP:Introductory Course

INTRODUCTION Lesson 1 – Microsoft Office XP

Basics and the Internet

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Microsoft Office XP: Introductory Course Pasewark & Pasewark

Objectives

Explain the concept of an integrated software package. Start an Office application from Windows. Open an existing document. Save and close an Office document. Know the shortcuts for opening recently used documents. Use the Help system. Use the Office Assistant. Quit an Office application. Access the Internet and use a Web browser.

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Terms Used in This Lesson

Close Default Home page Icon Integrated software

package Internet Internet Explorer Intranet Link Menu

Open Pull-down menu Read-only file Save Task pane Toolbar Uniform Resource Locators

(URLs) World Wide Web Web browser

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Introduction to Office XP

Office XP is an integrated software package, which is a program that combines several computer applications into one program.

Word – the word processor application, lets you create documents such as letters and reports.

Excel – the spreadsheet application, lets you work with numbers to prepare budgets and loan payments.

Access – the database application, organizes information such as addresses or inventory items.

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Introduction to Office XP

PowerPoint – the presentation application, is used to create slides, outlines, speaker’s notes, and handouts.

Outlook – the schedule/organization application, lets you keep track of e-mail, appointments, tasks, contacts, events, and to-do lists.

Publisher – the desktop publishing application, helps you design professional looking documents.

FrontPage – the Web page application, lets you create and maintain your own Web site.

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Starting an Office Application

An Office application can be started from the Programs menu or the Start menu.

To open an application from the Programs menu, click the Start button, select Programs, and then click the application name.

To open an application and create a new blank document at the same time, click the Start button, and then click New Office Document. In the New Office Document dialog box, click the General tab, and then double-click the icon for the type of blank document you want to create.

You can also open a new file from within an application by choosing New on the File menu in an application.

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Understanding the Opening Screen

The basic parts of the opening screen for the Word program are similar in all of the Office programs.

See Figure 1-2 in student book, Word opening screen

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Understanding the Opening Screen

The task pane is a separate window that opens automatically and contains commonly used commands to help you work more efficiently.

See Table 1-1 in student book, Understanding the opening screen

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Using Menus and Toolbars

A menu is a list of options to choose from within the program.

Each title in the menu bar represents a separate pull-down menu.

Click the arrows at the bottom of the menu to see an expanded menu with all the commands.

See Figure 1-3 in student book, Short menu vs. expanded menu

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Using Menus and Toolbars

Toolbars provide another quick way to choose commands.

Toolbars use icons, or small pictures, to remind you of each button’s function.

Toolbars also contain pull-down menus.

See Figure 1-4 in student book, Toolbar Options list

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Opening, Saving, and Closing Office Documents

In all Office applications, you open, save, and close files the same way.

Opening a file is loading a file from a disk to your screen.

Saving a file stores it on a disk. Closing a file removes it from the screen.

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Opening an Existing Document

You can open an existing document by choosing Open on an application’s File menu, or you can choose the option to open an existing document from the task pane. The Open dialog box appears.

You can also choose Open Office Document on the Start menu.

Locate and select the file

you wish to open.

See Figure 1-5 in the book,

Open dialog box

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Saving and Closing a Document

Saving is done two ways. The Save command saves a file on a disk using the current name. The Save As command saves a file using a new name or saves a file to a new location.

Filenames can contain up to 255 characters and may include spaces.

Choose a name that is descriptive to remind you of what the file contains.

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Shortcuts for Opening Recently Used Documents

Office has two shortcuts for opening recently used files:

– Shortcut #1 - Choose Documents from the Start menu. A menu appears listing the most recently used documents. Double-click the file you wish to open.

– Shortcut #2 – The bottom part of each application’s File menu and the Open a document section of the task pane show the filenames of the four most recently opened documents. Choose the file to open.

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Using the Help System

Use the Office Help program when you need additional information about the many features of the Office applications.

Access the Help program from the Help menu on the application’s menu bar.

In the Help dialog box, choosea topic, key a question, or search the Help system usingthe Index.

See Figure 1-13 in student book,

Microsoft Word Help

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Using the Office Assistant

The Office Assistant is a help feature found in all the Office programs.

It is an animated character that offers tips, solutions, instructions, and examples to help you work efficiently.

The default Office Assistant

character is a paper clip icon.


Office Assistant automatically

volunteering assistance

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Quitting an Office Application

To quit an Office application, choose Exit from the File menu or click the Close button on the right side of the title bar.

Exiting an Office application takes you to another open application or back to the Windows desktop.

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Accessing the Internet and Using a Web Browser

The Internet is a vast network of computers linked to one another.

The World Wide Web is a system of computers that share information by means of hypertext links on “pages.” The Internet is its carrier.

To identify hypertext documents, the Web uses addresses called URLs (Uniform Resource Locators). For example:

http://www.microsoft.com

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The Web toolbar contains buttons for opening and searching documents on the Internet, on an intranet (a company’s private Web), or on your computer.


Web toolbar

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A Web browser is software used to display Web pages on your computer.

Microsoft’s Internet Explorer is a browser for navigating the Web that is packaged with the Office software.

To launch your Web browser, click either the Start Page button, the Search the Web button, or key an URL in the Address box of the Web toolbar.

Depending on your type of Internet connection, you may need to connect to your Internet Service Provider first.

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Summary

Microsoft Office XP is an integrated software package consisting of a word processor application, a spreadsheet application, a database application, a presentation application, a schedule/organizer application, a desktop publishing application, and a Web page application.

Office applications can be started from the Programs menu and from the Start menu.

Most Office tasks are done in the opening screen of each application. The basic parts of the opening screen are similar in all Office programs.

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Summary

Each title in the menu bar represents a separate pull-down menu. Toolbars provide another quick way to choose commands.

You can open an existing document from the File menu, from the task pane, or from the Start menu. The Open dialog box will be displayed enabling you to open a file from any available disk or directory.

No matter which Office application you are using, files are opened, saved, and closed the same way. Filenames may contain up to 255 characters and may include spaces.

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Summary

Recently used files can be opened quickly by choosing the filename from the bottom of the File menu or from the task pane. You can also click the Start button, and select Documents to list the most recently used files.

To exit an Office application, choose Exit from the File menu or click the Close button on the title bar.

The Office Help program provides additional information about the many features of the Office applications.

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Summary

The Office Assistant is a help feature found in all Office applications. It offers tips, advice, and hints on how to work more effectively.

The Web toolbar contains buttons for opening and searching documents on the Internet, on an intranet (a company’s private Web), or on your computer.

A Web browser is software used to display Web pages on your computer.

Microsoft’s Internet Explorer is a browser for navigating the Web that is packaged with the Office software.