AfriHUB - Universal Mandatory IT Training - Manual

Table of Contents
Copyright and Intellectual Property Advisory ................................................................................ 7

Training Manual User Guide .......................................................................................................... 8
Module 1: IT Essentials ................................................................................................................... 9
Introduction to IT ................................................................................................................................... 10
Computer Hardware and Peripherals: Components .......................................................................... 11
Computer Hardware and Peripherals: Input Devices ........................................................................ 17
Computer Hardware and Peripherals: Output Devices ..................................................................... 21
Computer Hardware and Peripherals: Troubleshooting.................................................................... 26
Storage Components............................................................................................................................... 27
Types of Storage...................................................................................................................................... 29
Operating Systems and Application Software ..................................................................................... 34
Common Software Applications............................................................................................................ 37
Module 2: Using the Keyboard (QWERTY).................................................................................. 42
Fundamentals of Keyboarding .............................................................................................................. 43
Module 3: Using the Mouse........................................................................................................... 48
Fundamentals of Using a Mouse ........................................................................................................... 49
Using a Mouse Effectively ...................................................................................................................... 53
Module 4: Starting Windows ......................................................................................................... 59
Starting the Computer and Windows ................................................................................................... 60
Windows Desktop ................................................................................................................................... 64
Desktop Icons .......................................................................................................................................... 65
Getting Assistance................................................................................................................................... 68
Module 5: Working with Windows ................................................................................................ 73
Basic Features of Windows .................................................................................................................... 74
Start Menu and Taskbar ........................................................................................................................ 84
Module 6: Instant Messaging ........................................................................................................ 89
Using Instant Messaging ........................................................................................................................ 90
Features of Instant Message Providers: Yahoo! .................................................................................. 96
Features of Instant Message Providers: AIM ...................................................................................... 98
Features of Instant Message Providers: MSN...................................................................................... 99
Module 7: Emailing ..................................................................................................................... 101
Using Email ........................................................................................................................................... 102
Online Security ..................................................................................................................................... 107
Universal Mandatory IT Training AfriHUB Nigeria Limited

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Using Email Responsibly...................................................................................................................... 110
Features of Online Email Providers: Yahoo ...................................................................................... 116
Features of Online Email Providers: MSN ........................................................................................ 120
Module 8: The Internet and the World Wide Web ..................................................................... 123
What is the Internet?............................................................................................................................ 124
Using the Internet: Navigating the Web ............................................................................................. 132
Using the Internet: Searching the Web .............................................................................................. 136
Using the Internet: Other Internet Applications ............................................................................... 137
Module 9: Searching for Information ........................................................................................ 139
Search Engines ...................................................................................................................................... 140
Keyword and Boolean Searches .......................................................................................................... 143
Module 10: Retrieving and Downloading Information .............................................................. 148
Good Downloading vs. Bad Downloading .......................................................................................... 149
Downloading Files, Games, Music, etc................................................................................................ 150
Module 11: Exploring Drives and Folders (Windows XP) ........................................................ 157
About Files, Folders, and Disks ........................................................................................................... 158
Navigating Folders and Files in Windows .......................................................................................... 161
File and Folder Management............................................................................................................... 169
Module 12: Starting Out, Word 2007 .......................................................................................... 184
Meeting Microsoft Office Word 2007 ................................................................................................. 185
Interacting with Word.......................................................................................................................... 190
Creating a Document............................................................................................................................ 194
Navigating in Your Document ............................................................................................................. 197
Doing More with Your Document ....................................................................................................... 200
Working with Your Document ............................................................................................................ 205
Getting Help in Word ........................................................................................................................... 210
Module 13: WORD 2007 Interface ............................................................................................. 221
Getting Acquainted............................................................................................................................... 222
The Quick Access Toolbar ................................................................................................................... 231
The Quick Access Toolbar, continued ................................................................................................ 232
Tabs and Groups .................................................................................................................................. 238

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The Home Tab ...................................................................................................................................... 240
The View Tab ........................................................................................................................................ 247
The Page Layout Tab ........................................................................................................................... 249
Module 14: Creating Documents ................................................................................................ 252
Creating a New Document ................................................................................................................... 253
Selecting Text ........................................................................................................................................ 261
Moving Text .......................................................................................................................................... 263
Applying Advanced Text Effects ......................................................................................................... 273
Module 15: Doing More with Text .............................................................................................. 280
Fonts on the Home Tab ........................................................................................................................ 281
The Font Dialog .................................................................................................................................... 287
Using Tabs ............................................................................................................................................. 292
Paragraph Options ............................................................................................................................... 295
Module 16: Printing and Viewing Your Document.................................................................... 301
Using Layouts and Views ..................................................................................................................... 302
Basic Viewing Tools .............................................................................................................................. 306
Advanced View Tools ........................................................................................................................... 309
Using Print Preview .............................................................................................................................. 315
Using Page Setup .................................................................................................................................. 320
Printing a Document ............................................................................................................................ 324
Module 17: Getting Started, Excel 2007 ..................................................................................... 329
Starting Out .......................................................................................................................................... 330
About Workbooks................................................................................................................................. 337
Exploring your Workbook ................................................................................................................... 348
Module 18: Excel Basics.............................................................................................................. 355
Working With Excel 2007 .................................................................................................................... 356
Basic Excel Features............................................................................................................................... 362
Moving your Data ................................................................................................................................. 368
Module 19: Editing Your Workbook ........................................................................................... 379
Modifying Cells and Data .................................................................................................................... 380
Cell Formatting ..................................................................................................................................... 389
Enhancing a Worksheet’s Appearance............................................................................................... 400
Working With Charts, Part 1 .............................................................................................................. 409
Working with Charts, Part 2 ............................................................................................................... 435
Module 20: Printing and Viewing your Workbook.................................................................... 448

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Using the View Tab............................................................................................................................... 449
Managing a Single Window ................................................................................................................. 458
Managing Multiple Windows .............................................................................................................. 464
Printing your Workbook...................................................................................................................... 471
Module 21: Getting Started, PowerPoint 2007 ........................................................................... 482
Starting Out .......................................................................................................................................... 483
Slides ...................................................................................................................................................... 486
Creating a Slide..................................................................................................................................... 493
Working with a Presentation ............................................................................................................... 498
Module 22: Editing Slides............................................................................................................ 502
Placeholders .......................................................................................................................................... 503
Formatting a Slide ................................................................................................................................ 505
Other Formatting Tools ....................................................................................................................... 509
Managing Slides .................................................................................................................................... 513
Module 23: Adding Effects .......................................................................................................... 516
Formatting Text Using the Home tab ................................................................................................. 517
Formatting Text from the Fonts Dialog Box ...................................................................................... 520
Module 24: Printing and Viewing a Presentation ...................................................................... 528
Using Proofing Tools ............................................................................................................................ 529
Using Print Preview .............................................................................................................................. 536
Module 25: Starting Out, Outlook 2007...................................................................................... 542
What is Microsoft Office Outlook 2007? ............................................................................................ 543
Working with Toolbars ........................................................................................................................ 555
Using the Outlook Panes ...................................................................................................................... 561
Module 26: Receiving E-Mail...................................................................................................... 572
Receiving E-Mail................................................................................................................................... 573
Working with E-Mail Messages .......................................................................................................... 580
Module 27: Sending E-Mail ........................................................................................................ 586
Answering Mail ..................................................................................................................................... 587
Composing E-Mail ................................................................................................................................ 595
Doing More with E-Mail ........................................................................................................................ 600
Using the Drafts Folder ........................................................................................................................ 605
Module 28: Getting Started, Access 2007 ................................................................................... 609

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Starting Out .......................................................................................................................................... 610
Using the Getting Started Window ..................................................................................................... 621
The Trust Center .................................................................................................................................. 626
Module 29: Creating a Database ................................................................................................ 634
First Steps .............................................................................................................................................. 635
About Records....................................................................................................................................... 646
Creating a Table ................................................................................................................................... 653
Row Height/Column Width, continued.............................................................................. 661
Formatting Text .................................................................................................................................... 661
Module 30: Doing More with your Database............................................................................. 671
Creating Forms ..................................................................................................................................... 672
Creating Queries ................................................................................................................................... 682
Reports................................................................................................................................................... 688
Sorting and Filtering Data ................................................................................................................... 694
Viewing Data ......................................................................................................................................... 704
Printing a Database Object .................................................................................................................. 708
Printing a Database Object, continued ............................................................................................... 709
Module Owner and Revision Information .................................................................................. 713

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Copyright and Intellectual Property Advisory
This courseware is the property of AfriHUB and GTS Learning and is protected by applicable
intellectual property and copyright laws in Nigeria, the United States, and internationally.
No part of this courseware or any training material may be copied, photocopied,
reproduced, or re-used in any form or by any means without permission in writing from
AfriHUB. Violation of these laws will lead to prosecution. All trademarks, service marks,
products, or services are trademarks or registered trademarks of their respective holders
and are acknowledged by the publisher.
If you suspect that this course has been copied or distributed illegally, please
telephone or email AfriHUB, LLC.

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Training Manual User Guide
How to Read Learning information in small amounts of information at a time with

This Manual immediate in-class practical application is the most effective method for
learning. Therefore, this manual is divided into a series of modules.
Each module contains one or more subtopics. The subtopics within a
module usually cover related features of an application or learning topic.
For example, the module IT Essentials includes several subtopics including
one on Computer Hardware and Peripherals.
This course is designed to provide a basic foundation and functional

knowledge for computer literacy. However, all levels of computer users
from beginners to advanced will find this course informational and
challenging.
Since this manual is written for a functional understanding and practical

knowledge of computers, novice computer users should use this manual
beginning at Module 1 and complete it one module at a time. More
advanced users are encouraged to focus on specific areas of improvement
and advanced sections of the text.
Icons and Throughout this manual, you may notice small graphics next to greyed-
Text Fields out text fields which are meant to grab your attention and support what
you are learning. Here are samples of the ones you will see in this
manual.
Note The Notes Field as shown here give tips for more
effective operation, another way of performing the
same task, or additional information on the topic.
Warning The Warning Field as shown here indicate an area of

concern or advisory.
The Unlocking Windows Field offer power users secrets

and tricks to Microsoft Windows.

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Module 1: IT Essentials
Objectives Introduction to IT
Understand the terminology and uses of Information Technology
Computer Hardware / Peripherals: Components

Understand the functions of various computer hardware and
peripheral
Computer Hardware / Peripherals: Input Devices

Recognise different types of input devices and what they can be
used for
Computer Hardware / Peripherals: Output Devices

Recognise different types of output devices and what they can be
used for
Computer Hardware / Peripherals: Sound Input and Output Devices

Recognise different types of sound input devices and output
devices and what they can be used for
Computer Hardware / Peripherals: Sound Input and Output Devices

Troubleshoot basic problems relating to hardware devices
Storage Components
Know the terminology relating to storage components
Types of Storage
Understand the different types of storage and their specific uses
and capacities
Operating Systems
Know the basic features and terminology of Operating Systems
Common Software Applications

Understand software versions in the context of the technology
industry
Name multiple software applications and their common uses

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Introduction to IT
What is An Information Technology (IT) system is one that processes, stores,

Information and/or transfers information. Information can take many different forms:
Technology?
words, numbers, pictures, sound, or video.
IT systems use computers, telecommunications networks, and other

programmable and non- programmable electronic devices. (In fact,
because of the importance of communications in IT, the term ICT
(Information and Communication Technology) is often used in
preference to IT).
Because it involves many different and often highly specialist areas, IT is

often seen as a very daunting subject. However, the basis of IT is simply
to help us to improve the way we deal with information in all areas of our
lives.
IT Uses IT is used in business, industry, government, education, and health care.

It is also an important part of everyday home and social life.
Computers enable us to process information and perform specific tasks

much more quickly than we could do ourselves.
IT systems are very flexible and can be made to perform a variety of

different tasks.
IT networks, such as the global Internet, allow us to distribute and

share information quickly.
Although many developments in IT are designed to make our lives easier,

people's expectations of what they (and others) can achieve are often
increased. This can lead to unrealistic demands being placed on people
and the technology around them.
We live in an "Information Society". The effective use of information is

regarded as the defining element of the 20th-21st centuries, as important
as the industrial revolution before it.

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Computer Hardware and Peripherals: Components
Introduction This lesson looks at the main components used to build a personal
computer. Other types of microcomputers use similar components.
Components Computers are made up of many components. Most of these are

of a Personal internal (that is, they are located inside the computer case). However,
Computer
some are connected externally, using ports. A port is a kind of plug,
usually located at the back of the computer.
Components located outside the computer's case are referred to as

peripheral devices.
Because they use components, PCs are customisable. You can add
internal or external components for specific tasks, such as playing sound,
and choose more powerful components to make a high performance
PC. Conversely, you can specify less powerful, less expensive components
for a basic office computer.
This means that PCs vary quite widely in terms of performance (the
speed at which a computer performs different tasks), cost, and the sort
of applications (software) that they can run.
Computer Computer components can be divided into the following categories:

Components
Microprocessors process instructions and perform calculations.
Storage devices (memory and disks) hold data.
Input devices (mouse and keyboard) let the user enter data.
Output devices (monitor, speakers, and printer)

(display data).
Network devices (network card, modem) allow computers to

transfer data to and from other computers.
Continued on next page

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Computer Hardware and Peripherals: Components,
continued
The A motherboard (or system board) is a large printed circuit board with
Motherboard connections for all the other components in the computer. The
motherboard allows the components to exchange data. It also houses the
power supply.
The type of motherboard determines the types of CPU, memory, and

hard disk and other peripherals that can be installed in the computer.
Expansion Slots Graphics Card System BIOS Memory CPU

(Expansion Card) Memory (RAM) (ROM)
Components on the motherboard

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continued
The The motherboard (and other internal components) is housed within a

System Case protective case, usually made of metal and plastic and often referred to
as the “box.”
The design of the case can affect how many expansion cards and
components can be added to the computer. Some cases are designed to
be easy to open and access to make maintenance of the computer
simpler.
Ports A hardware port is a socket designed to allow the connection of extra

and devices, often outside the system case. Such devices are referred to as
Peripheral
Devices peripherals.
Typical peripheral devices include the mouse, keyboard, monitor, and

printer. Even though they are located outside the case, such devices are
often essential for operating the computer.
Some ports are attached directly to the motherboard. Others may be

attached to an expansion card plugged into the motherboard.
Traditionally, ports were always positioned at the back of the system
case. However, in many modern designs, some ports (notably USB and
Fire wire connectors) may be provided on the front of the case, for easy
access.
On a portable or laptop computer, ports are usually located at the back

and sides of the case. Ports used to connect the newest generation of USB
memory devices are often referred to as slots. Ports and connecting
cables are always one of two genders: male connectors have pins; female
connectors have holes.
There are many different types of port, each requiring a different type of
connector. Some of the most common are listed below.
Note These are external ports. The motherboard will also house internal
ports for connecting internal devices, such as disk drives and expansion
cards.

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continued
External
Ports
External Ports
The Central The Central Processing Unit (CPU) is the part of the computer that
Processing processes and calculates data. You can think of the CPU as the "brains" of
Unit
the computer.
CPU Facts The CPU is an advanced microprocessor. A microprocessor performs

calculations on data and determines what to do with the results of those
calculations (logic control).
The CPU is sent instructions by the computer's software. The CPU

processes many millions of instructions per second and passes the results
to other components of the computer. The speed at which the CPU works
is the main factor influencing the processing performance of the
computer.
To process an instruction, the CPU retrieves data from storage. Data that
is required urgently by the CPU is usually stored in short term memory
storage. Data that needs to be retained when the computer is switched
off is held in non-volatile disk storage. When the CPU has completed
the instruction, the data is written back to storage and the CPU moves on
to the next instruction.

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continued
CPU Facts, The three main manufacturers of CPUs for desktop and laptop
continued computers are Intel (Pentium and Celeron CPUs), AMD (K6, Athlon,
and Duron CPUs), and Motorola (who makes CPUs for Apple Macintosh
computers).
The CPU's activities are co-ordinated by a clock, which is used to

synchronise all of the internal processes within chip. The unit of time
for each movement of data within the CPU is called a cycle. Clock
speed is measured in megahertz (MHz) or in the latest CPUs in
gigahertz (GHz). One megahertz equals one million cycles per second.
At the time of writing, CPUs speed ranges from 1000MHz to well over
2000 MHz (or approximately 2 GHz gigahertz). Most office applications
require a CPU of at least 500MHz to run efficiently. Graphics, gaming,
and multimedia software require much greater processing power.
CPU manufacturers typically double the power of their CPUs every year
as stated in Moore’s Law, the name given to the observation made by
Gordon Moore, co-founder of Intel, that the numbers of transistors per
square inch on integrated circuits will double every year.
Special design features in some processors enable them to perform

specialised tasks more quickly. Given two different processors running
at the same clock speed, one may be faster when searching a
database, while the other may be faster when rendering complex
graphics.
The CPU is often assisted by other microprocessors or co-processors

on the motherboard and in other components. For example, an
advanced co-processor found on most graphics cards, enables the
computer to render and display complex and realistic real-time 3D
graphics.

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continued
CPU Facts, Today’s desktop CPU's generate a lot of heat and PC makers have spent
continued years devising elegant ways to wick the heat away from the CPU in
order to extend its life. Most desktop CPUs require a fan and/or heat
sink to keep them cool. The fan makes the distinctive whirring noise
when a computer is running. It is very important that the grill in front
of the fan on the case does not get blocked by dust, or it will overheat.
Modern laptop computers use low-power, cooler running CPUs such

as with Intel’s Centrino or Pentium-M. They typically use passive
cooling because they can throttle the CPU down when not in use.

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Computer Hardware and Peripherals: Input Devices
Input An input device is any device that is used to supply information to a

Devices computer. A few examples of input devices are given below.
Keyboard The most common input device is the keyboard, which is used both for
text-based data input and for selecting commands.
Keyboards usually have the following:
Keys for the letters of the alphabet.
Keys for punctuation symbols.
Numbered keys or a numeric keypad (or both).
Standard Keyboard

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Computer Hardware and Peripherals: Input Devices,
continued
Keyboard, Keys to move the typing cursor and other text controls, such as Tab ,
continued
Insert , Delete , Backspace , Enter , and so on.
Keys which change the function of other keys, such as Shift ,
Caps Lock , Alt , and Ctrl .
Function keys numbered from F1 to F12 . The function of these keys is

set by whichever program is running.
Mouse Computers are usually operated through a graphical user interface (GUI).
This means that the user selects a command from the computer's screen
display by moving a pointer and clicking an icon.
A mouse is the device usually used to control the

movement of the pointer on the screen.
A mouse is used by moving it across a mouse mat

or other flat surface. This moves a ball on the
bottom of the mouse. The movement of the ball
sends a signal to the computer. Software
interprets this signal and performs an operation,
such as moving a cursor or drawing a line.
A mouse has two or more buttons on top of it, the

function of which depend upon the software being
used.

- 18 -
continued
Trackballs A trackball can be used as an alternative to a mouse. It has buttons, like

a mouse, but the pointer is moved using a rotating ball set into the top of
the device (basically an upside-down mouse).
Some people find a trackball easier to use than a mouse. One advantage
is that it does not need a flat area to use it. For this reason, trackballs are
sometimes included on laptop computers.
Touchpads A touch pad is another device for moving the pointer. In this case, you
use your finger or a pen-like instrument (or stylus) on a sensitive pad to
move the screen pointer.
Because a touch pad is flat and does not require the user to push down a
specific key (as with a keyboard) or grasp it (as with a mouse), it is often
used as an input device for people with particular disabilities. Touch pads
are also used on laptops and palmtop computers.
Another form of touch pad is the graphics tablet. This enables the user to
create an image on the computer by drawing on the pad with a specially
designed pen. Graphics tablets are used by graphic design artists and
for children's drawing software.
Joysticks A joystick consists of a base and a stick perpendicular to the base.
The stick can be moved in any direction, enabling the user to move an
object around the computer screen. A joystick can perform a similar
function to a mouse or trackball, but is only commonly used for playing
games.

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continued
Scanners Scanners are input devices used to detect a pattern on paper (pictures or
text) and then translate the pattern into computer data.
Hand-held scanners are dragged across the paper to scan it.
Flatbed scanners have the paper placed on top of them, in a similar way
to a photocopier. These are more expensive than hand-held scanners but
they are usually able to produce higher resolution images.
Companies needing to store paper records scan transfer them to

microfilm. A microfilm is a series of page images, miniaturised onto
35mm film. Special scanners are available to prepare and read microfilm
using a computer.
If a scanner is used to scan a page of text, Optical Character

Recognition (OCR) software can be used to convert the scanned image
into text data that can be edited using word processing software.
Digital Digital cameras work in much the same way as normal cameras, except
Cameras that the exposure from the subject is recorded onto light sensitive diodes
not photographic film. The image is saved to a flash memory card
(CompactFlash for example).
Images can often be printed directly to a printer or displayed on a

television or can be transferred to a computer (either by connecting the
camera to a suitable port (such as a USB port) or by inserting the
memory card into a card reader.
There are also devices to capture moving images. Web Cams can record
low resolution video images. High resolution digital video cameras are
available, but are still quite expensive. Some filmmakers are starting to
record motion pictures entirely on digital video.

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Computer Hardware and Peripherals: Output Devices
Visual Output devices display information from the computer to the user. The
Output main output devices display data on a screen, print data on paper, and
Devices
play data as sound.
With modern software, the screen display is the most important interface
the user has with a computer. All commands are issued using a mouse or
keyboard to select elements of a Graphical User Interface such as menus
and toolbars.
Displaying data on-screen requires two components:
The Graphics Card is often connected to an expansion slot (PCI

or AGP) on the motherboard (some motherboard designs may
include a built-in graphics adapter). Many graphics cards are
optimised to display 3D graphics effects. They often incorporate
sophisticated microprocessors and have their own memory so that
the screen display can be kept updated as smoothly as possible.
The Visual Display Unit (VDU) displays an image on a screen

according to the data supplied to it by the graphics card. These
components need to be compatible in order to work together.
Almost all modern display systems use the SVGA (Super Video
Graphics Array) standard. SVGA supports high colour depth,
resolution, and refresh rate (see below). Older display
standards include VGA and XGA, which are not capable of such
high performance.
Monitors Most desktop computers use a Cathode Ray Tube (CRT) monitor to
display an image (CRTs are also used in television sets).
Liquid Crystal Display (LCD) screens are flat panel displays, which
take up a lot less space, but do not generally give as sharp a picture.
LCDs are most commonly used as the display screen on laptops and
palmtops.

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Computer Hardware and Peripherals: Output Devices,
continued
Monitors, CRT monitors have screen sizes ranging from 14" to 21" (30 - 60 cm). A
continued larger screen can display images at high resolution (see below) more
comfortably. A large monitor is also easier to work with and so more
productive (though a large monitor requires a fairly powerful CPU and
graphics card).
The screen image is made up of pixels (a pixel being the smallest area of
the image that the computer can change). The maximum number of
pixels that the computer can display horizontally and vertically on the
screen gives the screen resolution. An example of a screen resolution is
800 x 600 pixels. Software on your computer usually enables you to
select the resolution you want to use from a set of pre-defined
alternatives.
The higher the screen resolution you use, the more information (text or
images) you will be able to fit on the screen, and the smaller each object
on the screen will look. For example, an image that is 10 pixels square
will look much smaller at a screen resolution of 1280 x 1024 than it will at
800 x 600, because each pixel will be smaller.
Monitors capable of very high resolutions are often used for tasks like
CAD (Computer Aided Design) to ensure the accurate representation
of lines and curves.
A monitor should also have a

sufficient refresh rate at the
selected resolution. The refresh
rate is the frequency at which an
image is redrawn. If the refresh
rate is too low (below 70 hertz),
the image will appear to flicker,
causing eye strain and headaches.

- 22 -
continued
Touch screen A touch screen is a special type of computer display with a touch-
sensitive layer or coating. When a user presses part of the screen, the
data input is recorded by the screen and processed by the computer.
Consequently, a touch screen is both an input and an output device.
Touch screens are often used at banks for ATM machines, for Point of
Sale (POS) terminals and kiosks for museum exhibits as they are less
prone to damage or theft than a keyboard and mouse. Touch screens are
also used as input/output devices on palmtop/PDA devices.
Digital A digital or video projector is a device for displaying a large, high

Projector resolution image on a screen, such as a whiteboard. A digital or video
projector can be connected to a computer's graphics adapter in the same
way as a VDU.
A projector may be used with presentation graphics software to display

a slide show to a large audience.
Types of A printer allows the user to print out on paper a copy of the data that is
Printers being processed by the computer. Modern printers can print text and
pictures.
There are several types of printer. The two most commonly-used types
are inkjet and laser.
Printers are available in both colour and black and white. A colour printer
is often more expensive than a black and white printer is.

- 23 -
continued
Inkjet An inkjet printer forms images from a series of

Printers dots by firing tiny droplets of ink at the paper
from a print head that moves horizontally across
the page.
Inkjet and bubble-jet printers are reasonably

fast and produce good quality print. Most new
inkjet printers are able to print in colour. Special photographic paper is
available for printing high-quality images.
The most important considerations for any consumer in the market for an
inkjet printer are price and print quality. Inkjets hardware is relatively
inexpensive, which has made them popular for home use.
The refill ink cartridges however, are often proprietary and expensive.
All inkjet manufacturers use sales of ink to subsidise the cost of the
printing hardware. It's actually now possible in many countries, to buy a
good-quality, colour inkjet printer for less than the cost of the
replacement ink cartridges.
Laser A laser printer combines a very narrow beam of light and a light
Printers sensitive drum to fuse particles of toner (a fine powder) onto the paper.
They are sometimes known as page printers because they print the whole
of each page in one go. Laser printers produce very high quality
documents better suited for true business and are
quieter and faster than the inkjets.
The laser printer hardware is usually more expensive,

especially if colour printing is required. For these
reasons, laser printers tend to be used in business
environments.
However, laser printers have lower printing

operating costs than inkjet printers. Replacement cartridges cost
significantly less for the laser printer and laser printers are known for
their excellent reliability.

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Computer Hardware and Peripherals: Sound Input and
Output Devices
Soundcard Many computers, especially home computers, are equipped with external
and speakers. Speakers take the analogue signal generated by a sound card
Speakers
and convert it into sound.
If your computer has speakers, you can listen to music CDs or hear sound
effects generated by software. This capability is often used by educational
software, computer gaming and multimedia applications.
All laptop computers have speakers that are seamlessly integrated into
the case. Headphones can also be connected to the speaker port located
on the desktop computer or laptop.
Speech A speech synthesiser receives the digital data from the computer
Synthesizer software and converts it into analogue speech, amplified and played
through the speakers. Today’s operating systems and many applications
include built-in speech synthesis software enabling a user with a visual
disability to operate a computer.
A microphone can be connected to a sound card to provide audio input.

With suitable software, often included in today’s office applications, a
microphone can also be used to issue commands and create files.

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Computer Hardware and Peripherals: Troubleshooting
Troubleshooting You should not try to fix serious problems with computer hardware
Computer unless you have been trained to do so. Do not try to open a
Components
component's case in any circumstances. If you are troubleshooting
your computer at home, be aware that opening the case may
invalidate your warranty and support contract.
Check First If a piece of hardware is not working, you can try running through the
following checklist:
Check that the power is on - most components have an LED

indicating whether they are switched on. Check the component's
on/off switch, connection to the power point, and switch at the
power point.
If the system starts but a particular component does not seem to be

available, check that the cables used are seated within the
computer ports correctly and securely. If one is available, try using a
different cable.
If a component is not recognised by the computer, you may need to

turn the component on before switching on the computer.
Shut down the computer, switch on the device then restart the
computer.
Check the component for any signs of damage due to dirt,

liquids, or impact. Find out when the component last worked and
what has changed since then.
If the screen display is dark, check the power supply to the VDU
and connecting cables.
If a printer does not print, follow the instructions in the

printer's manual for checking that paper is loaded, for paper jams,
and dirty or depleted ink/toner cartridges.
If a keyboard or mouse does not work, check the connections and

whether they require cleaning. Mechanical mice require frequent
cleaning. Refer to the manual for instructions.

- 26 -
Storage Components
Measuring Memory and disks are the components used to store data for
Data and processing. The units used to measure data (and therefore the capacity of
Storage
memory and disks) are bits, bytes, megabytes, and gigabytes.
Bits Bits are combined in sets of eight to form characters, such as letters from
the alphabet. For example, 01000001 is used to represent the letter A in
binary code. This group of eight bits makes a byte.
Note You may see hardware and software described as being a certain number
of bits. This refers to how much information the hardware or software can
process at any one time. For example, if a CPU is a 32-bit processor, it
means that the CPU can process 32 bits of data in each clock cycle.
Kilobyte A kilobyte (KB) is 1024 bytes.

(KB) The size of a data file is often measured in kilobytes.
Megabyte A megabyte (MB) is often used to measure the amount of main memory
(MB) or the size of a collection of files within a Folder. A megabyte is 1,048,576
bytes (1024 kilobytes). A megabyte is about as much data as 500 pages
of double-spaced text.
Gigabyte A gigabyte (GB) is equivalent to 1,024 MB. The memory capacity of most
(GB) storage devices, such as hard drives, is measured in gigabytes.
Terabyte Terabyte (TB) is equivalent to 1,024 GB. Hard drive arrays on corporate
(TB) file servers are quickly approaching terabyte capacities.

- 27 -
Storage Components, continued
Types of The computer has three storage requirements when handling data:
Storage
Read-only Memory (ROM) - ROM stores the data necessary to start the
computer and identify its components.
Random Access Memory (RAM) - RAM stores data while it is being

processed. For example, RAM is required to run software while the
computer is powered.
Storage Disks or Drives - Magnetic disks or drives are used to preserve

data when the computer is turned off and to move and backup data.
ROM and Memory is one of the most essential parts of the computer. From the
RAM moment you turn your computer on until the time you shut it down, your
CPU is constantly using memory. The two main types of memory are
Read-Only Memory (ROM) and Random Access Memory (RAM).
ROM is non-volatile or persistent memory that holds permanent

information, such as the BIOS software that enables the components in the
computer to communicate with each other. Data stored in ROM is not
deleted when the computer is switched off. It cannot usually be deleted or
overwritten in the course of normal computer operations (a special BIOS
setup program can be run when the computer starts to change system
settings).
RAM, is volatile or non-persistent memory, is a temporary memory store.

Data held in RAM is only stored while the computer is switched on. For
example, when you create a document (such as a letter), the document is
stored in your computer's RAM until you save it to disk.
RAM holds data required by the CPU, which cannot store large amounts of
data itself. RAM is important because it enables the CPU to get data
quickly. For example, when a software application is started, the data
needed to run the program is copied from the main disk into RAM, where
the CPU can access it.

- 28 -
Types of Storage
Main Memory There are two principal uses of RAM in a computer: for Main Memory and
as Cache.
Main memory (or system memory) is the largest amount of RAM installed
on the motherboard and is used to run software applications and
temporarily store data being entered by the user. Every piece of software
requires some portion of the main memory to operate efficiently. The
exact amount required varies from one piece of software to another.
Modern applications usually require more main memory than older
programs, so the amount of main memory installed in new computers is
increasing all the time (at time of writing a new computer would typically
be sold with 256 - 512 MB of system RAM).
Having an adequate amount of memory is a very important factor in

determining the computer's performance. Having more memory enables
you to run more software applications at the same time and allows you to
work with larger files.
Cache Today’s fast powerful CPUs need quick and easy access to large amounts
Memory of data in order to maximize their performance. Computer designers
have solved the problem by "tiring" different types of RAM, using very
fast Cache Memory in small quantities and then backing it up with larger
quantities of less expensive main memory.
Cache is a very fast type of RAM directly attached to the CPU, hard disk,
or graphics card. It enables data to be quickly copied from the processor
to the main memory. Data that is frequently used is ideally kept in the
cache so the components can access it more quickly. Cache memory
balances the ability of slower components, such as disk and ROM drives,
to keep up with the faster CPU and RAM.

- 29 -
Types of Storage, continued
Disk Storage Invented in the 1950s, Disk drives of various kinds are used to store and
Devices transfer data files.
When data is entered into a

computer, it must be saved as a file
to preserve it when the computer is
switched off. Also, software
applications need to install files on
the main disk drive in the computer
in order to run.
The most important type of long

term storage component in the
desktop computer is the hard disk, which is used to store the software
and data on which the computer runs.
Hard disks have a hard platter that holds the magnetic medium, as
opposed to the flexible plastic film found in tapes and floppies. The
magnetic disk can be easily erased and rewritten, and it will "remember"
the magnetic flux patterns stored onto the medium for many years.
Many computers will also have removable disk drives to install software
and backup data files.
Disk capacity is principally a question of capacity: how much data can be

stored on the disk?
Disk performance is determined by other factors including the seek time

(the time it takes to find data on the drive) and the transfer rate (the
speed at which data can be moved to and from a disk).

- 30 -
Hard Disk The hard disk is usually fixed inside the desktop computer. It stores
large volumes of data, which can be accessed and retrieved quickly. The
seek time of a hard disk is much lower and the transfer rate much higher
than any removable disk drives.
Hard disks consist of a number of rigid magnetic disks in a protective

casing. Data is recorded magnetically onto concentric circular tracks, each
one divided into a number of sectors. Data is accessed by an arm moving
over the surface of the disk.
Hard disks can hold very large amounts of data (equivalent to hundreds
or thousands of floppy disks) and are usually very fast in comparison with
other storage devices. They vary considerably in terms of price,
depending on their speed and capacity. Hard disks on sale at the time of
writing vary in capacity from 8 GB to 80 GB.
When you install software, the setup instructions indicate the amount of
free disk space required for the software to run effectively. Applications
typically take up 50-200 MB each, though multimedia applications and
games can require far more.
One of the most important parameters for improving both seek time and
transfer rate is the higher spindle speed, effectively improving the internal
data rate and reducing latency. Today’s high performance disk drives are
capable of operating at speeds greater than 10,000 RPM.
Floppy Disks Floppy disks are flexible magnetic disks held in a protective plastic
jacket. They are sometimes known as diskettes. As with hard disks, data
is recorded onto concentric circular tracks, divided into sectors.
Floppy disks can only hold a small amount of data and are also relatively
slow (accessing data on a floppy disk will take much longer than
accessing data on a hard disk).
The standard size for a floppy disk is 3½". The floppy disks used with
computers usually have a capacity of 1.44 MB.

- 31 -
Other Other magnetic disk devices, such as Iomega Zip and Jaz disks, cover
Magnetic the middle ground between floppy disks and hard disks, in terms of both
Media
speed and capacity. These disks tend to offer much less capacity than a
hard disk (although much more than a floppy disk). The main advantage
is that the disks can be removed and transferred elsewhere.
One of the most popular external magnetic storage options available

today is the Universal Serial Bus (USB) flash drive. These can store
hundreds of times the information found on a standard floppy, and don't
need a special reader. Instead, USB drives pop into a standard USB port
on the desktop or laptop computer.
USB flash drives currently can hold up to two gigs of data – that's over
650 three-minute songs (33 hours) recorded as MP3s or about three
times the content of a standard compact disc.
CD-ROM / CD-ROM (Compact Disc - Read-Only Memory) drives are common in

DVD-ROM modern computers. A CD-ROM - which looks just like an audio CD - can
Drive
hold 650 MB of data. Compared to floppy disks, this is quite a lot of
information. For example, the Microsoft Encarta CD-ROM not only
contains the entire text of a 27-volume encyclopaedia but also over one
hundred video and audio clips.
In the past, applications were distributed on floppy disks. As new

programs got larger and larger, manufacturers started to use CD-ROMs as
the preferred media. By putting the program, help files, and
documentation onto a single CD-ROM, the software company can reduce
the cost and size of the package. For users it is also far easier to install
the program from a single CD-ROM than from tens of disks. For these
reasons, CD-ROM drives are almost as essential as hard disks in new
computers.

- 32 -
CD-ROM / Because of the increased use of computers as leisure and games

DVD-ROM machines, even CDs do not have enough capacity to satisfy the demands
Drive,
continued of video and multimedia applications. A standard DVD (which stands for
Digital Versatile Disc but is sometimes referred to as Digital Video Disc)
drive can store 17 gigabytes of data (133 minutes of video with stereo
sound), giving DVD a role outside of the IT industry as a replacement for
videocassettes. On new computers, DVD drives are usually installed
instead of CD-ROMs, as a DVD drive can also read ordinary CD-ROMs.
CD-R and CD-RW drives are ones that can write data to special CD-R
and CD-RW discs. As CD drives are commonly found on computers, CD-R
has become a popular way of backing up data. A CD-RW disc is different
from a CD-R because data can be deleted and overwritten. This makes
the discs more expensive.

- 33 -
Operating Systems and Application Software
Introduction The operating system provides a set of basic features that all software
applications must use. In one sense, this is an advantage, as it maintains
a degree of compatibility between applications. On the other hand, it can
make innovation harder and can limit the uptake of new ideas. A good
example of this is the development of games software, where the use of
advanced graphics and multimedia used to require system settings that
were incompatible with other programs.
Modern operating systems tend to provide the same sort of features.

Selection of a particular OS is usually determined by compatibility with
other systems, but cost, user preference, and customisability can be
important factors.
Software enables the computer's hardware to perform useful tasks, such

as creating, displaying, and printing a letter.
Software can be divided into two important classes: operating systems

and applications.
Data
Applications
Operating
System
Hardware

- 34 -
Operating Systems and Application Software, continued
Applications Users enter data into an application software package.
The application gives the user a set of commands to work with (an
interface) and then translates those commands into instructions (or
algorithms), which are passed to the computer's operating system
software.
Operating The operating system controls the computer and provides an interface
System so that the user can interact with the computer's main components. It is
essential to the computer's function because it provides a common
environment for different software applications to work in and it controls
the computer's hardware. It also provides its own interface to allow the
user to configure the computer's components and to organise the storage
of data.
The operating system sends instructions to the hardware, which processes

and calculates the data and passes the result back up the chain. As
components such as the display are updated, the user can see the effect
of the commands.
Basic Hardware management - provide shared access to computer hardware

Features of resources, such as memory, disk drives, CPU, and peripherals to
an Operating
Systems applications software compatible with the OS.
(OS)
Computer management - allow the user to install new hardware,
applications, and files, customise the interface, manage multiple users of
the system, and access common tools (such as anti-virus, data backup
utilities, and so on).
File management - provide an interface to the user to organise data on

the computer's storage devices, using files, directories, and disks.
Network access - integrate with other computer systems, such as a

network server or workgroup, and connect with public networks, such as
the internet.

- 35 -
Operating Systems and Application Software, continued
Basic Integrate data - allow the user to work with different software
Features of
an Operating applications at the same time. Examples include being able to open
Systems different files and applications at the same time (multi-tasking) and
(OS), transfer data from a file of one type to one of another type (Object
continued
Linking and Embedding (OLE) or automation).

- 36 -
Common Software Applications
Introduction Applications software also provides a user interface for selecting

commands, but is used to perform more specific tasks. Each command
represents a different function of the application. There are many
different commands, performing many different functions in different
applications. A typical command will perform some sort of operation on
data using a set of rules (algorithm). For example, the SUM command in a
spreadsheet adds together the data supplied as input and displays the
total on-screen.
Software New versions of computer operating systems and applications are

Versions released regularly, often every year or every two years.
A new version allows vendors to add new features to take account of new
ways of working, new ideas and improvements in system performance.
For example, many Office software application releases in recent years
have concentrated on providing more internet and collaboration features.
New versions also allow vendors to correct mistakes in the software

(bugs) and respond to any feedback they have had from users.
Sometimes a new version of a software program is released for use with a

different operating system. For example, Microsoft Office is available as a
separate version for Apple Macintosh and iMac computers.
New software versions also allow vendors to leverage extra income from
existing products. However, users wanting to obtain the new software
without paying the full price can often obtain an upgrade version at
reduced cost.

- 37 -
Common Software Applications, continued
Software Sometimes a new version of software will be incompatible with one or

Versions more previous versions. In this case, files and data will need to be
converted as part of the upgrade cycle. Users of the software will also
require training on new features and layout of the program. One example
of incompatibility is the design of web pages for specific versions of web
browsers. As web page technologies have developed very quickly, older
browsers are often unable to display websites correctly. Users need to
update their web browser software quite frequently.
Vendors often need to release free updates to their software (patches or

service releases) to fix problems. These are normally distributed via the
vendor's website. Many modern applications are designed to identify and
obtain updates automatically over the internet.
Below you will find some types of applications, their use, and examples
from popular manufacturers.
Word Word processing means originating, formatting, and checking text

Processing documents. Most "word processors" can also perform the functions of
desktop publishing, incorporating graphics and page layout.
Examples include Microsoft Word, Lotus WordPro, and Corel WordPerfect.

- 38 -
Spreadsheet A spreadsheet consists of a table containing rows, columns, and cells.

When numbers are entered into the cells, formulas can be applied to
them, enabling complex calculations to be carried out. Spreadsheet
packages can be used for many tasks including tracking and analysing
sales data, and working on company accounts.
Examples include Microsoft Excel, Lotus 1-2-3, and Corel QuattroPro.
Database Database packages enable the user to store, organise, and retrieve
information and can search through thousands of records very quickly
and display data in a format specified by the user. They can store many
different types of information, such as timetables, customer details, and
patient records. Fast and reliable database products are as important as
operating systems for large (and small) organisations.
Examples of "desktop" database applications include Microsoft Access,

Lotus Approach, and Corel Paradox. Examples of "enterprise"-level
database products include SQL and Oracle.

- 39 -
Presentation Presentation graphics software enables you to create sophisticated

business presentations that can be displayed as an on-screen slide
show or printed onto overhead projector transparencies. Pictures,
company logos, graphs, and text can be added to the slides, together
with a variety of animations. Examples include Microsoft PowerPoint,
Lotus Freelance Graphics, and Corel Presentations.
Communication Communications software allows the user to send and receive faxes and
email and to browse the internet.
Examples of email programs include Microsoft Outlook, Microsoft Outlook

Express, and Lotus Notes.
Examples of internet browsers include Microsoft Internet Explorer and
Netscape Navigator.
Accountancy There are many examples of pre-designed databases to perform common

/ Payroll functions, such as keeping accounts (Sage Line50) or managing staff
(Simply Personnel). These database applications also come with functions
for working out tax liabilities, National Insurance/social security
contributions, pension payments, and so on.
Domestic versions of these sorts of packages are available for managing

personal finances. Examples include Quicken and Microsoft Money. Often
these packages are integrated with online banking services and up-to-date
financial information provided over the web.
Multimedia Multimedia applications incorporate text, graphics, sound, video, and

animation.
Games and educational software are good examples.

- 40 -
Desktop Desktop Publishing applications control page layout in documents. They

Publishing / generally require other applications to supply the content (text and
Graphics / graphics). Products for home and small business use include Microsoft
Design Publisher, Serif PagePlus, and Adobe PageMaker. Professional products
include Quark Xpress and Adobe InDesign.
Adobe Photoshop graphics editing program
Graphics programs can perform a wide range of functions: editing

bitmaps, drawing and painting, technical drawing, 3D graphics,
animation, video, multimedia and web design. A few examples are
Adobe Photoshop, Corel DRAW, AutoCAD, Adobe Premiere, and
Macromedia Dreamweaver.

- 41 -
Module 2: Using the Keyboard (QWERTY)
Objectives Fundamentals of Keyboarding

Understand the basic functions and properties of the standard
QWERTY keyboard
Obtain basic knowledge as where to hold the finger and hands on
the various keyboard rows
Understand the difference and function of the Modified, Cursor, and
Function Keys

- 42 -
Fundamentals of Keyboarding
Introduction The keyboard is what you type with. Like the mouse, the keyboard is a
device you sometimes use to tell the computer what you want to do. You
also use the keyboard when you want to do your own writing on the
computer.
Most of the time, when you use your computer, you will use both your
mouse and your keyboard a great deal. This is the most effective way to
give the computer instructions.
Using the As well as using the mouse, you can issue commands from the keyboard.
Keyboard You also use the keyboard to type text into documents.
If you are not familiar with a computer keyboard, use the table on the
following page to help recognise special keys.
The first step is to select a comfortable chair and sit in front of the
keyboard. Your back should be resting against the back of the chair. You
should be able to reach the keyboard without needing to stretch forward,
your arms should be relaxed and elbows should be slightly bent.
Place your hands over the keyboard and curl your fingers, do not bend
your wrists. Avoid resting your palm as this causes your wrist to bend
(you can use a keyboard pad or wrist rest if you need to rest your
palms).
The QWERTY Lightly place the tips of your fingers on the home keys as shown in the
Standard PC illustration below. Left hand pinky finger on the A key and the other
Keyboard fingers on the S, D and F keys. Right hand pinkie finger on the ; (semi-
colon) key and other fingers on the L, K and J keys. Some keyboards
have helpful "bumps" on the F and J keys, to allow you to quickly
position your fingers by feel.
The fingers used for pressing each key are shown below, marked by
colored dots. When using the SHIFT or CONTROL keys, it is easier to
use the opposing hand from the letter (or command key) you will be
pressing. For example, for uppercase A press and hold the right side
SHIFT key with your RIGHT HAND pinkie finger, and press the A key
with your LEFT HAND pinkie finger. Your thumbs are used in a similar
way, you can use either RIGHT or LEFT thumb to press the SPACE BAR
and ALT keys.

- 43 -
Fundamentals of Keyboarding, continued
Home Row
Note The starting position for all typing strokes is the Home Row. Your fingers
should always rest on this row.
Top Row
Bottom Row
Number Row

- 44 -
Note Some keyboards may have different positioning for a few of the symbols.
Simply substitute the symbol on the colour coded chart, as long as the
letters are all in the correct place this should not be any cause for
concern. If your keyboard has a completely different layout, you can
select the correct type at the top of this page.

- 45 -
Computer The computer keyboard is a lot like a regular typewriter keyboard. It has
Keyboards the letters of the alphabet, numbers, and punctuation keys just like a
typewriter.
It has some extra keys, as well, that typewriters don't have. These keys
do special things on computers. Some of these extra keys are function
keys (usually labeled "F1" through "F12"), some are cursor keys (like
the arrow keys, and the page up and page down keys), and some are
modifier keys (like "control" and "alt") that are used with other keys for
special purposes.
The Function Across the top of most keyboards, there is a row of keys called function
Keys keys. These are special keys that do different kinds of special tasks. Not
all keyboard function keys act in the same way.
On computers running Microsoft Windows, for example, the "F1" key

usually brings up a "help" function of some sort. On a Macintosh
computer, "F1" might be mapped to a function that dims the brightness
of the screen. Some computers will even allow you to customize the
function keys for your own purposes.
The Modifier Modifier keys are keys that are used together with other keys, and that
Keys change their behavior.
The shift key is one that you use a lot. If you hold down the shift key
and type a letter, you get the capital version of that letter. So the shift
key is said to modify the key you press it with, because it changes what
happens when you press it.
Another modifier key that is only found on computer keyboards is the
control key, sometimes shortened to "ctrl". Like shift, the control key is
held down while pressing another key; however, it is not used for typing.
Like the function keys, control is usually used to trigger a shortcut or
command. For example, on computers running Windows, control-C ("C"
pressed with the control key held down) may be used to do the "copy"
command, and control-V might be "paste".
Finally, Windows computers usually have an alt (for "alternate") modifier

key as well, and that is also used with other keys for commands and
shortcuts.

- 46 -
Key Appearance Function
Esc Esc Cancels the current dialogue box.
F1 , F2 ... F1 Performs a special action, depending on the application. For

example, F1 usually accesses the Help system.
Print Scrn Print Copies the screen display to the clipboard so that you can
Scrn
paste it as a graphic.
Tab Moves to the next control in a dialogue box or window.
Caps Lock Caps Toggles between typing in capital letters. An LED on the
Lock
keyboard shows when Caps Lock is activated. Note that
pressing a number key with Caps Lock activated will still

type the number, not the symbol above it.
Shift Select or deselect a check box or command button in a

dialogue box. Used with other keys to type the alternate
symbol shown on the key. Also used with Tab to select the
previous control in a dialogue box.
Ctrl Ctrl Used with other keys to perform special actions.
Alt Alt Used with other keys to perform special actions.
Alt Gr
Alt Gr Same as pressing Alt + Ctrl .
Backspace Deletes the character to the left of the cursor. In Windows

Explorer, opens the folder above the current folder.
Enter / Opens an icon when selected or applies settings chosen in a

dialogue box.
Return
Displays the Start menu.
Shortcut Displays a shortcut menu for the selected object.

- 47 -
Module 3: Using the Mouse
Objectives Fundamentals of Using a Mouse
Understand the various types and functions of a Mouse
Differentiate between the Mouse Pointers
Understand Mouse terminology
Using a Mouse Effectively

Understand and have practical ability to click, scroll, drag and
perform other basic functions of using a mouse

- 48 -
Fundamentals of Using a Mouse
Introduction Almost every computer has a tool attached to it that is called a mouse. It
is called a mouse because the people who designed computer parts
thought it looked like a real mouse. It is about the same size and it has a
wire or cable in the back of it that looks like a tail.
Some of the early mice even had two small black buttons that looked
like eyes!
You probably will need to use the mouse to see the rest of this page. If
you are not sure how to do this, you can also use the “page down" key
on your keyboard. You can also read down this page using the keys with
the up and down arrows. If you are not sure how to move the page down,
ask your training assistant for guidance.
The mouse is important. It lets you point at different areas of the

computer screen, and click to make something happen. The mouse
allows you to tell the computer to do things. The computer you are using
has a mouse.

- 49 -
Fundamentals of Using a Mouse, continued
Touch Pads There are some computers that don't have a mouse, but they have other
and things that do the same thing that a mouse would do.
Trackballs
Some portable or laptop computers have a touch pad or a trackball

instead of a mouse. Both of these do the same thing that a mouse does.
They allow you to point at areas of the screen and click to make things
happen. Once you lean about using a mouse, it will be easy for you to use
things like a touch pad or a trackball because they work just like a mouse.
Pointer The function of the mouse is to move the pointer around the screen,
enabling you to:
Highlight areas of the

screen
Make selections
Execute commands more

rapidly
The position of the pointer on the

screen is controlled by you moving the mouse on the mouse pad. The
pointer moves when you move the mouse.
Note Using a mouse pad rather than the surface of the desk both protects the
mouse from damage and makes the action of the mouse smoother.

- 50 -
Mouse The mouse pointer takes on many shapes reflecting the tasks you are
Pointer carrying out. This could be one of over 20 different shapes. Typically, the
pointer is an arrow pointing slightly to the left , but can look like any of
the following:
This Means This Pointer Means

Pointer
You can point to and select icons You can position a typing
Normal and commands Insertion Point cursor on the screen
You can draw on the

You can select a group of objects
Select Handwriting screen
You can change the

You can click an object to get help Vertical and height or width of an
Help Select on it Horizontal object
Resize
You can change the
The system is busy and cannot
Diagonal height and width of an
Busy accept any input
Resize object
The system is working in the
background, but you can still use You can move an object
Working the mouse Move
You can open a file or

You cannot perform the action you
document by clicking the
Unavailable were attempting Link mouse button

- 51 -
Mouse Most mice have two buttons on them. The primary mouse button
Terminology (usually the button on the left) is used most frequently for pointing and
selecting. While the majority of mouse operations use the primary button,
the secondary mouse button tends to be used for getting context
sensitive help or displaying shortcut menus. The Desktop and the
applications supplied with Windows use a combination of left and right
mouse operations.
When referring to mouse actions, you will hear these terms:
Term Meaning
Point Move the mouse so that the pointer points to the object
or item required.
Click Move the mouse pointer to the item you want to click
on then press and release a mouse button. Make sure
that the mouse pointer is correctly positioned either on
the data to be highlighted, or on the command to be
selected.
Double-click Press and release the mouse button twice in quick
succession. If this proves difficult, the mouse clicking
speed may be changed using the Control Panel.
Drag-and-drop Move the mouse pointer to the item you want to click
on then press the left mouse button and hold it down
while moving the mouse to reposition the pointer in
another area of the screen. This feature is used
particularly for highlighting areas of the screen and for
repositioning or changing the size of windows and
objects.
Other Mouse A mouse may have other controls, such as a wheel or third mouse button.
Controls A wheel is used to scroll the screen display up and down. A third mouse
button can be configured to perform special actions in a particular
software application.

- 52 -
Using a Mouse Effectively
Introduction You move the mouse by sliding it on the surface that it is sitting on, likely
a mouse pad.
Try moving it gently in small circles. As you do this, you should see the
cursor making the same motions on your computer screen. The cursor
sometimes looks a straight line and sometimes looks like an arrow. You
control this line or arrow by moving your mouse.
Don't turn the mouse as you slide it; keep it facing the same direction. It
will take some practice until you feel that you are moving the cursor in
the way that you want.
Clicking One of the most important things you can do with your mouse is called
clicking.
If you look at your mouse, you will see that it has at least one button on
it that you can press down. (If it has more than one, use the leftmost one
for now.)
When you press down, it will make a clicking sound. Clicking means
pressing down and then releasing the button.
Usually you don't want to move the mouse when you click. You want to
hold it steady while you press down and release the button. This can take
a little practice at first, but take your time.

- 53 -
Using the We have talked about using the "Page Down" or "arrow" keys to move
Mouse to down to keep reading. You can also use your mouse to do this, with the
Scroll scroll bars.
The scroll bars are usually on the right and bottom edges of the window,
and have arrows on them. You can click the arrows to move in that
direction.
Clicking the down-arrow will make the page move down by one line;
repeatedly clicking it will move down one line at a time. This is called
scrolling.
Clicking the up-arrow will move the page up one line at a time. If you
click the down-arrow and the page doesn't move, it means you're at the
bottom and you can't go any farther.
If there isn't a down-arrow at all, it means the page is small enough that
you can see the whole thing at once and there's no need to scroll.

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Using the If you cannot view the entire page, you must scroll down. You can use
Mouse to the mouse to do this by clicking the up or down arrow on the vertical
Scroll, scroll bar.
continued
At times, you may also need to scroll left or right. You can do this by
clicking the left or right arrow on the horizontal scroll bar.
If a page is larger than your screen a scroll bar will appear at the bottom
of the page.

- 55 -
Using a Mouse Effectively, continued
Dragging Dragging is another kind of clicking. With an ordinary click, you hold the
mouse still, press the mouse button, and release it. When you drag, you
begin like a click, but then you move the mouse with the button still held
down, and then release the button afterwards.
Dragging is usually done when you want to "move" something on the

screen that can be moved. It's like picking something up and putting it
down somewhere else. Not everything on the screen can be moved! If
you drag something and it doesn't move, then it isn't "draggable."
One use for dragging is to scroll very quickly through a long page. We
learned about clicking the up- and down-arrows in the scroll bars to move
up and down one line at a time. What if you want to very quickly get to
the bottom of a page - or back to the top? Clicking one line at a time
could be slow, especially for a long page.
In between the up and down arrows, you'll notice a box that moves as
you scroll. This box is called the elevator. It's just like an elevator in a
building. It shows you where you are: if it's up at the top, you're at the
top of the page. If it's down at the bottom, you're at the bottom of the
page. If it's in between, you're somewhere in the middle.
Just clicking the elevator doesn't do anything. But dragging it - clicking

the mouse, and holding the button down while you move the mouse - will
move you very quickly through the page.

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Selecting Another use for dragging is selecting things. Selecting means "marking"
Text Using or "choosing" something that you want to do something with. Selecting is
the Mouse how you show the computer what you want it to act on.
To see what selecting looks like, click in the middle of this paragraph, and
drag up or down a line or two. You will see the words change colour.
When you let go of the mouse button, you'll see that the text stays in this
colour until you click again somewhere else. This is called selecting text.
Selected text looks like this:
Double- The last mouse skill you need to learn is called double-clicking. A double-
Clicking click is two clicks done very quickly without moving the mouse.
Double-clicking can be hard. It takes practice to click twice very quickly

without moving the mouse. A double-click on certain things on the screen
has a special meaning, different from a regular click. It usually means
"open this thing," but with text, it helps you select words and paragraphs
more easily. You can practice double-clicking right here in this paragraph.
If you just click in the middle of the text, nothing will happen.

- 57 -
Selecting If you double-click, however, you might see that the word you double-
Text Using clicked on changes colour. This is just a kind of short-cut for selecting
the Mouse single words, but it's a good way to practice your double-click timing.
You can adjust the double-click

speed of the mouse to make it
respond faster or slower to meet
your accessibility needs. This
procedure tells you how to adjust
the double-click speed of the mouse
through Mouse Properties in Control
Panel.
Left-handed If you are left-handed, the actions of the mouse buttons may be reversed,
and Right- so that the right button is the primary button (for click/select actions) and
handed Use the left mouse button for alternate-click actions. To change the operation
of the Mouse of the mouse buttons, from the Start menu, select Control Panel then
open the Mouse icon
On the Buttons tab, click the Switch primary and secondary buttons
so that the box is checked and Click OK
Note If you cannot see a Mouse icon, Category view is enabled, so select
Switch to Classic View from the top-left corner.

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Module 4: Starting Windows
Objectives Starting the Computer and Windows

Be able to start a PC and log on to Windows XP
Windows Desktop
Understand the location and functionality of the Windows XP
desktop
Desktop Icons
Understand Windows XP Icons; including how to open, move and
arrange them.
Getting Assistance
Be able to the Windows Help menu to browse and search for topics

- 59 -
Starting the Computer and Windows
Introduction Computers are built differently depending on the manufacturer, but most
should contain the basic controls shown below.
Computer
Description
Desktop computer case controls
Laptop computer case controls

- 60 -
Starting the Computer and Windows, continued
To Switch on Ensure that the computer is plugged in and that there is no disk in the
a Desktop or
floppy disk drive and press the Power On/Off switch.
Laptop
Computer Wait for a few seconds. The computer should beep and the monitor/
display should turn itself on.
If the monitor or display does not switch on, press the Power On/Off
switch on the desktop monitor case.
Some text will be displayed on-screen while the computer starts up. After
a minute or so, a screen prompting you to log on to the computer is
displayed.
User Log On Windows is a secure operating system. You need to log on to Windows
with a user name (and often a password as well) in order to access
folders, files, and applications.
If your computer is part of a network, logging on will also give you access
to network resources, such as shared folders and printers.
Your IT systems administrator will have given you a user name and
password. This is your log on ID, the means by which you are
recognised as a registered user of the computer.
The log on process will vary, depending on how Windows is set up. When
Windows starts, you may be presented with a dialogue box or a screen of
user names and icons (the Welcome screen).

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To Log On If you see a dialogue box when you start Windows, you need to type your
Using the user name and password manually. You may first see a dialogue box
Log On to prompting you to press Ctrl + Alt + Delete . This is an additional security
Windows
Dialogue Box feature.
If the Welcome to Windows dialogue

box is displayed, press Ctrl + Alt
+ Delete
The Log On to Windows dialogue box is

displayed. This dialogue box allows you to
enter your user name and password. Your user name will already be
typed in the box if you were the last person to use the computer.
In the User name: box,
Type your user name if necessary, then press Tab OR
Click in the Password box
Type your password
The password that you type will not be displayed on the screen
- you will see black dots.
Click OK
Windows will start and the Desktop is displayed.
Note If you click the Options >> button, the dialogue box extends to give you
a choice of domains to log on to. Normally there will be a choice between
logging on to the computer and logging onto the computer and the
network.

- 62 -
To Log On to With the Welcome screen, when you start the computer a list of user
Windows names is displayed
Using the
Welcome
Screen
Windows XP Welcome Screen
Use the mouse to point to your name.

The mouse pointer changes to a pointing finger.
Click once with the left mouse button.
If necessary, type your password in the box displayed
The password that you type will not be displayed on the screen - you
will see black dots.
Click the arrow or press Enter
Windows will start and the Desktop is displayed.

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Windows Desktop
Introduction The Windows Desktop is a space for storing icon shortcuts to commonly
used software applications and files. When you first install Windows, the
only Desktop icon displayed is the Recycle Bin. However, you may see
more icons on your Desktop, depending on which software applications
are installed.
The Windows A shortcut icon is a picture representing a software application, file, or

Desktop folder. When you open the icon, the application will start.
At the bottom of the screen, there is a bar called the Taskbar. The
Taskbar provides you with access to your programs, data, documents,
accessories, and computer resources via the Start
button.
Windows XP Desktop
Note The appearance of the Desktop, Taskbar, and Start button may be very
different depending on the Display Settings in use on your own
computer.

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Desktop Icons
Introduction Icons are used throughout Windows to represent application

programs (software), data files, and folders. Icons appear on the
Desktop, in menus, and in applications.
To Select and Selecting an icon allows you to move or open it. A selected icon is
Open and highlighted in a different colour.
Icon Using
the Mouse
Unselected Selected
Desktop icon Desktop icon
Windows can be set up to use one of two different styles of selecting and
opening icons:
Classic Style - you have to click the left mouse button to select an
object and double-click to open it.
OR
Web Style - simply pointing to an icon selects it and clicking once

opens it.
Note In both styles, when using icons in a menu or on a toolbar, pointing to

the item selects it and clicking it once opens it.
To Move an You can move icons around the screen to make them more accessible.
Icon
Click-and-drag the icon to move it. To click-and-drag, you must press-
and-hold the mouse button while dragging. Do not release the mouse
button until the pointer is positioned where you want to drop the icon.

- 65 -
Desktop Icons, continued
To Arrange If an icon does not go where you dragged it, the Auto Arrange and/or
and Sort Align to Grid options are probably activated. These keep your icons in
Icons orderly columns.
Right-click an empty area of the Desktop (that is, do not click over an
icon or the Taskbar)
A shortcut menu is displayed.
Desktop shortcut menu
Move the mouse pointer down to the “Arrange Icons By” item.
Whens the item is highlighted, a submenu appears.
Move the mouse over to the submenu then down, until the “Auto
Arrange” option is highlighted.
If you could not move your Desktop icon, this option should
have a tick next to it.
Click the left mouse button once over the Auto Arrange option.
This activates the menu item. The Auto Arrange item is turned off (or on
if it was not ticked already).
Optionally, repeat this process to turn off Align to Grid

- 66 -
Desktop Icons, continued
Shortcut Some icons represent an actual object, such as a program or data file.
Icons Many icons are simply a shortcut to the object. Deleting the shortcut
does not affect the actual object. On the Desktop shortcut icons are
indicated by an arrow over the normal icon
.
All icons in the Start menu are shortcut icons.

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Getting Assistance
Introduction No matter how much experience you gain working with an application,
you will always come across something you do not know how to do or a
problem you cannot solve. Luckily, it is equally certain that somewhere
someone will have written down an answer.
You need to know how to access different help resources to solve your
problem quickly.
Types of The resources you will have available for getting help could
Help include the following:
Application "online" help
Most software has an online help system to help you use and look up
features of the program. You can access the help system in several
different ways: for example, by asking "natural language" questions or
browsing the contents and index. You can often configure the software to
display tips and provide useful information and assistance.
Internet help
As an extension of the local online help, most software has a support site
(or Knowledge Base) containing Frequently Asked Questions (FAQs), tips
and tricks, How To articles, error reports and solutions, and so on.

- 68 -
Getting Assistance, continued
Types of Documentation and training

Help,
You may have access to printed or online books (such as this one) by
continued
third-party suppliers that can help.
IT Support/Help Desk
Your organisation may operate (or contract the services of) a Help Desk.
Provide the help desk with a description of the problem and the
circumstances in which it arose. Be prepared to describe your application
(including the version and version of Windows) and the commands you
are trying to use. The help desk will let you know a timescale for
analysing and resolving the problem.
You may also be able to contact technical support from the application
vendor, though there is usually a fee to pay for this service.
How you access these resources may depend on your company policy.
For example, your company may want you to try to solve problems
yourself and only contact IT support or a help desk when you cannot
make progress. On the other hand, your company might not want you to
"experiment" with application settings or waste time trying to solve a
problem that an expert can fix in far less time, in which case the help
desk should be your first option.
To Browse Windows contains an extensive online Help and Support feature. The help
Help is indexed and searchable so that you can look up keywords to get
Contents for assistance on.
Windows
Help works like a web page. Each topic acts like a hyperlink. When you
click the topic name in the left-hand panel, the topic is displayed in the
right-hand panel.
From the Start menu, select Help.

The Help and Support Center window is displayed.

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To Browse
Help
Contents for
Windows,
continued
Help and Support Center
From the box Pick a Help Topic list, select a topic.

In the left-hand panel, select a subtopic to display its contents
in the right-hand window pane.
Help topics

- 70 -
To Browse If a subtopic is shown with an expand indicator , clicking the topic will
Help reveal a further list of subtopics.
Contents for
Windows, When you are browsing a help topic, it may contain further subtopics,
continued more detailed information, definitions, or related topics. Links to further
content are indicated by blue, underlined text. Pointing to one of these
links will also change the cursor into a hand.
If necessary, click a link to open the topic in the contents pane.
As you browse Help, you can use the toolbar buttons to navigate
between topics.
Note Remember that you can use Tab and Shift + Tab to navigate around
the screen with the keyboard. Press Return to open a selected link.
Click Or Press To
Alt + Go back to the topic you were

reading before. Click the arrow to go
to a previous topic.
Alt + Go forward to the topic you were

reading when you clicked Back.
Alt + H Go to the Help and Support

Home Page.
Alt + N Browse the Index to look for a

particular topic.
Alt + A Open a topic from your list of

favourites.
Alt + Y Open a topic you have visited

previously.
Alt + F Add a topic to your list of favourites.
Alt + V Hide or display the left-hand panel.
Alt + P Print the current help topic.
Alt + C Synchronise the list of contents to the

current topic.

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Search for If you cannot see the topic you are looking for in the Contents, there are
Help Topic two other ways to search for a particular topic.
Use the Index to look up a word in the index.
Use the Search box to look for a word or phrase in all help topics.
To Look Up a
Topic in the
Index On the Standard toolbar, click Index.
Enter a word to search for in the Type in the keyword to find: box
Index
The list of indexed topics scrolls to the nearest match for your keyword.
Select the topic or subtopic you want to view and click Display.

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Module 5: Working with Windows
Objectives Basic Windows Features

Understand the basic features of Windows 2003
Know when and how to access the features of Windows 2003
The Start Menu and Taskbar

Be able to start a program using the Start Menu
Understand the features of the Taskbar and how to use it to
function inside Window 2003

- 73 -
Basic Features of Windows
Introduction When you click on an icon to open an application, its contents will appear
in a window. All windows behave in the same way. To master the
Windows operating system you need to become proficient in manipulating
windows, as every application runs in a window.
A typical example of a Microsoft Windows window is shown overleaf. The

application is called My Computer, which is used to browse files and
folders.
The window is comprised of several components. The area of the Title

bar is most important in controlling the window itself.
The Title Bar In the top-left corner of all windows is the Application Title. In the
previous example, the My Computer window is shown. The area
surrounding the application title is the Title bar. It is a blue colour by
default when the window is active and either faded-out or dark grey when
the window is inactive.
In the top-right corner of the Title bar are three small icon buttons
. These icons are used to control the whole window and perform
the following functions: Minimise , Maximise , Restore , and Close
windows.

- 74 -
Basic Features of Windows, continued
Typical window layout

- 75 -
Maximise a The Maximise button is used to maximise or increase the size of the
Window active window so that it fills the whole screen. When a window is
maximised the Maximize button changes to the Restore button.
When a window is maximised no other application window that may be
running will be visible, as it will be hidden behind the active window.
How To Maximise a Window
To maximise a window on the Title bar, click Maximise
Note Although the other applications windows are out of view they remain
running in the background and can be returned to by clicking the
window's icon on the Taskbar.
Restore a The Restore button is used to restore a maximised application to its

Window previous position and size on the screen.
Restore is used when viewing two or more windows on the screen

simultaneously. For example, a spreadsheet might be displayed on one
half of the screen and a document on the other, making the "dragging-
and-dropping" of data between them easier.
How To Restore a Window
Click the Restore button
When more than one window is shown, click a window to

activate it

- 76 -
Minimise a The Minimise button will reduce or shrink the application window to a
Window button on the Taskbar.
Application windows in the Taskbar
Applications are generally minimised when they are not actually required
at that moment but may be used shortly. This is similar to the way you
might push a folder to the corner of your desk for later use as opposed to
filing it away in a cabinet, from which it would take longer to retrieve.
The button that appears "pushed-in" (or darker) (My Computer in the
example above) is the application that is currently active.
How To Minimise a Window
Click the Minimise button
Note If you have finished with an application it is better to close it rather than
minimising since closing it will free up more memory (RAM) for your other
applications.
To Restore a An application that has been minimised to a Taskbar button must be

Minimised restored before you can use it again.
Window
Click the window's Taskbar button
To Minimised Right-click an empty area on the Taskbar

All Open
Windows
Click Show the Desktop (SpeedKey: + D )
Note If a dialogue box is open, Windows will not minimise it.

- 77 -
To Restore Right-click an empty area on the Taskbar

All Windows
to Their
Original Click Show Open Windows
State
(SpeedKey: + Shift + M )
Taskbar shortcut menu
The Program The Program Control Icon is positioned on the far left of the Title bar.
Control Icon When it is clicked, it displays a menu which enables the window control
operations to be carried out, including closing the application. It also
allows you to manipulate the window using the keyboard.
Close a Closing a window will exit the application and any open files also.
Window
How To Close a Window
Click the Close button (SpeedKey: Alt + F4 )
To Close a Right-click its Taskbar button

Minimised
Window
Select Close
Note You can also close a window by double-clicking its Program Control Icon.
You can close all open windows within a program (not all program
windows) by holding down the Shift key while clicking the Close button
on the active window.

- 78 -
Cascade and If you have several windows open at once, you can view them all (or part
Tile Windows of them all) at the same time.
To Display Right-click an empty area on the Taskbar

All Open
Windows
Click Cascade Windows, Tile Windows Horizontally, or Tile Windows

Vertically
OR
Press S , H or E respectively
Note Make sure all the windows you want to display are open and restored or
maximised. Closed or minimised windows cannot be tiled.

- 79 -
Windows tiled horizontally
Windows Cascaded

- 80 -
To Restore Right-click an empty area on the Taskbar

All Windows
Click Undo Cascade or Undo Tile
to Their
Original
State
Reposition or If you have several windows open, you can move any window that is
Resize a blocking your view of underlying window(s), so long as it is not
Window maximised.
To Move a Point to its Title bar

Window
Click-and-drag the window to a new position
Initially only the outline of the window will change position, when you
release the mouse, the window is redrawn in the new position.
To Resize a Every window has a border around the outside, which is always visible
Window unless the window is maximised.
The window size can be changed by dragging its borders.

- 81 -
To Resize a If the mouse pointer is positioned over a border, it will change shape to a
Window, double-headed arrow. The arrow will be horizontal if the mouse
continued pointer is over a vertical border or vertical if over a horizontal border.
Click-and-drag the mouse in the appropriate direction to

increase/decrease the width or height of the window.
If the mouse pointer is placed over the border in the corners of the
window it will change shape to a diagonal double-headed arrow . This
arrow indicates that you can change the two borders at once. That is, you
can proportionally size the window rather than alter just one dimension.
Point to the appropriate window border
The pointer changes to a double-headed arrow.
Click-and-drag the window border to the desired size
Release the mouse button
To Use the The window must be restored in order to move or size it. If the window is
Keyboard to maximised, the Move and Size commands will be greyed out.
Move or
Resize a Press Alt + Space Bar to display the program control menu
Window
Select Move or Size
Use the arrow keys , , and to move or resize the

window
Press Enter to finish

- 82 -
Scrolling When you make a window smaller, its contents may no longer be visible.
Around a When this happens, scroll bars are displayed to let you move around the
Window window to see different parts of it.
A scroll button indicates your current position in the window. The size of
the scroll button indicates how much of the window is not displayed - if
the button almost fills the scroll bar then there is not much left to see.
Scroll bars
How To Scroll Around a Window
Click a scroll arrow once to move one step
OR
Click a scroll arrow and hold down the mouse button to move
continuously
OR
Click-and-drag a scroll button to move a large amount
OR
Click an empty area of the scroll bar to move the scroll button to that
point
Note If your mouse has a wheel you can usually use that to scroll up and down
in a window.

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Start Menu and Taskbar
Introduction There are many applications provided with Windows and you may have
other programs such as Word, Word Pro, Excel, or Lotus 1-2-3 installed
on your computer. You can start these programs from the Start menu
and switch between applications using the Taskbar.
The Start The Start menu contains shortcut icons to all the software applications
Menu and Windows tools installed on your computer. The menu is arranged to
give you easy access to the programs you use most often.
To activate the Start menu
Move the mouse pointer to the bottom of the screen
The Taskbar appears if it was not visible already.
On the Taskbar, click the Start button

(SpeedKey: Ctrl + Esc )
Tip If you have a Windows-compatible keyboard, the Windows key
on the bottom row (between Ctrl and Alt ) also displays the Start
menu.

- 84 -
Start Menu and Taskbar, continued
The Start menu is displayed.
Start menu
The next few sections describe the different parts of the Start menu.

- 85 -
How to Start The left-hand side of the Start menu contains shortcut icons to your
a Program software applications. The shortcuts at the top are to your default
internet browser and email software. You can add other favourite
programs to this area if you wish.
Below these shortcuts are five or six icons linking to the programs you
use most often. If you do not use an application for a while, its icon may
be replaced by another more commonly-used application.
At the bottom of the Start menu, the All Programs item displays a
menu containing shortcuts to all your application software and Windows
Accessory programs.
The All Programs menu contains submenus, called Program Groups,

which contain shortcuts to related applications. Software manufacturers
usually install their software so that it all appears in one Program Group
in the Start menu.
Program Menu and Program Groups

- 86 -
How to Start To start a program:

a Program,
continued Click the Start button then guide the mouse up to the All
Programs menu item (there is no need to click)
Move the mouse pointer to the program group containing the program
you want to start
Guide the mouse pointer to the program icon you want to run then click
it.
Using the The Taskbar is used to re-activate programs, open documents, and
Taskbar switch between tasks.
The Taskbar may contain up to four subsections:
Start button
Quick Launch toolbar
Taskbar buttons
The Notification Area
How To use The Quick Launch toolbar contains shortcuts to your internet web
the Quick browser, email, and Windows MediaPlayer programs.
Launch
toolbar It also contains the Show Desktop toggle button , which will take
you to the Desktop and then back again to the active window.
Note
Click the chevrons to reveal icons that will not fit on the toolbar.

- 87 -
To Switch When you start a program, its button appears on the Taskbar. You can
Between click the Taskbar icon to activate the program. The active program is
Open shown "pushed-in".
Applications
and
On the Taskbar, click the button denoting the
Programs
application/program you wish to switch to
OR
Press Alt + Tab on the keyboard
Icons representing the applications are displayed, and each time you
press the Tab key the next one will be selected.
Alt + Tab window selection
When the one you want to open is selected, release the Alt
key
Note It is not necessary to minimise an open application in order to switch from

it to another task.

- 88 -
Module 6: Instant Messaging
Objectives Using Instant Messaging

Describe the services offered by Instant Messaging
Understand the background and who were the pioneers of IM
Understand the steps of how IM works
Features of Instant Messenger Providers: Yahoo!

Highlight of the features of Yahoo! (provided by Yahoo!)
Features of Instant Messenger Providers: AIM

Highlight of the features of AIM (provided by American Online)
Features of Instant Messenger Providers: MSN

Highlight of the features of MSN (provided by MSN)

- 89 -
Using Instant Messaging
Introduction There is no doubt that the Internet has changed the way we
communicate. For many of us, e-mail has virtually replaced traditional
letters and even telephone calls as the choice for correspondence. Every
day, billions of e-mail messages are sent out. E-mail has been the most
rapidly adopted form of communication ever known. In less than two
decades, it has gone from obscurity to mainstream dominance.
In our fast-paced world, sometimes even the rapid response of e-mail is
not fast enough. You have no way of knowing if the person you are
sending e-mail to is online at that particular moment or not. Also, if you
are sending multiple e-mails back and forth with the same person, you
normally have to click through a few steps to read, reply and send the e-
mail. This is why instant messaging (IM) has gained popularity.
Services of Instant messaging allows you to maintain a list of people that you wish
Instant to interact with.
Messaging
Services You can send messages to any of the people in your list, often called a
buddy list or contact list, as long as that person is online. Sending a
message opens up a small window where you and your friend can type in
messages that both of you can see.
Most of the popular instant-messaging programs provide a variety of

features:
Instant messages - Send notes back and forth with a friend

who is online
Chat - Create your own custom chat room with friends or
co-workers
Web links - Share links to your favorite Web sites
Images - Look at an image stored on your friend's computer
Sounds - Play sounds for your friends
Files - Share files by sending them directly to your friends

Talk - Use the Internet instead of a phone to actually talk
with friends
Streaming content - Real-time or near-real-time stock quotes

and news

- 90 -
Using Instant Messaging, continued
Background One of the main attractions of the Internet is the virtual community that
of IM it creates.
AOL is considered the pioneer of the Internet online community and
provides its users with the ability to talk or “chat” in real-time with each
other while they are online through the use of chat rooms and instant
messages.
An Instant Messaging system is all the hardware and software provided

by the online service providers (AOL, MSN, Yahoo, etc.), including the
actual interface used once you are connected.
Private Chat Session

Instant Messaging also allows a group of people to type in messages that
are seen by everyone in a conference or a "chat room," while instant
messages are basically a chat room for just two people.
Semi-Private Chat “Room” Conference Session

- 91 -
Pioneers of Instant messaging really exploded on the Internet scene in November

IM 1996. That's when Mirablis, a company founded by four Israeli
programmers, introduced ICQ, a free instant-messaging utility that
anyone could use.
Now, in Year 2005 there are many instant message providers to choose
from; each offering unique services and features for free.
ICQ ICQ, a combination of letters that is shorthand for the phrase "I seek
you," is a real-time tool that uses a software application, called a client,
which resides on your computer. The client communicates with an ICQ
server whenever you are online and the client is running.
ICQ Client/Server Session

- 92 -
How IM Look at the steps below to understand exactly what happens with ICQ.
Works
1. You go to the download page
(www.icq.com) for ICQ and get a copy of
the free software client for your computer.
2. You install the software and open the

client.
3. The client tries to connect to the ICQ

server. It uses a proprietary protocol, ICQ
v5, for communication.
4. Once the client is connected to the server,

you can enter your name and password to
log in to the server. If this is your first
time on, you can sign up for an account
and immediately begin using it. When the
server verifies your name and password,
you are logged in.
5. The client sends the server the connection information (IP address
and number of the port assigned to the ICQ client) of the
computer you are using. It also provides the user with the names
of everyone in your ICQ contacts list.
6. The server creates a temporary file that has the connection
information for you and the list of your contacts. It then checks to
see if any of the users in your contact list are currently logged in.
7. If the server finds any of your contacts logged in, it sends a
message back to the ICQ client on your computer with the
connection information for that user. The ICQ server also sends
your connection information to the people in your contact list that
are signed on.
8. When your ICQ client gets the connection information for a person
in your contact list, it changes the "status" of that person to
"Online."

- 93 -
How IM 9. You click on the name of a person in your contact list who is
Works, online, and a window opens that you can enter text into. You
continued enter a message and click "Send" to communicate with that
person.
10. Because your ICQ client has the IP address and port number for
the computer of the person that you sent the message to, your
message is sent directly to the ICQ client on that person's
computer. In other words, the ICQ server is not involved at this
point. All communication is directly between the two clients.
11. The other person gets your "instant message" and responds. The
ICQ window that each of you see on your respective computers
expands to include a scrolling dialog of the conversation. Each
person's instant messages appears in this window on both
computers.
12. When the conversation is complete, you close the message
window. Eventually, you go offline and exit ICQ. When this
happens, your ICQ client sends a message to the ICQ server to
terminate the session. The ICQ server sends a message to the
ICQ client of each person on your contact list that is currently
online to indicate that you have logged off. Finally, the ICQ server
deletes the temporary file that contained the connection
information for your ICQ client. In the ICQ clients of your contacts
that are online, your name moves to the "Offline" status section.
While some of the details vary between utilities, the basic steps outlined
above for ICQ apply to all of the other IM utilities on the market today.
ICQ is still very popular. In fact, Mirablis was acquired in June 1998 by
AOL, and ICQ became part of the suite of online services that AOL owns.

- 94 -
IM Security It is important to note that instant messaging is not considered a

secure way to communicate. Messages and connection information are
maintained on servers controlled by the provider of the IM utility that you
use.
Most utilities do provide a certain level of encryption, but they are not so
secure that you should send any confidential information through the
system. There have been reported cases of IM user logs being captured
and used by nefarious sorts.
IM Today Business users are discovering that instant messaging allows them to
have virtual conferences and collaborate on projects very easily.
If you have not tried IM, you're missing out on a whole new world of
communication.
AOL Instant Not long after ICQ established the popularity of IM, AOL decided to enter
Messenger the fray. Within a very short time, AOL Instant Messenger (AIM)
supplanted ICQ as the leading IM utility.
Like all of the other major IM utilities, AIM uses a proprietary protocol
that is not understood by other instant-messaging services.
One reason why AIM is so popular is that it allows AOL members to

communicate with non-members -- other IM utilities have not been able
to provide this link between AOL and the rest of the Internet. With more
than 20 million subscribers to AOL, this is no small matter. In fact, one of
the provisions of the recent AOL-Time Warner merger was that other
services be allowed access to the AOL community and AIM protocol.

- 95 -
Features of Instant Message Providers: Yahoo!
Introduction: Yahoo Messenger includes a

Yahoo growing list of special features and
Messenger add-ons.
Special
Features To use all of these features, you
need the latest version of Yahoo!
Messenger downloadable at:
http://messenger.yahoo.com
Entertainment Listen to LAUNCHcast Radio to create your own radio station and listen
to the music you like!
Games Challenge your friends to classic Yahoo! Games in the IM window.

Games include Word Racer, Checkers, Chess, Dominoes and more.
IMVironments Customize your IM window with interactive themed backgrounds.
Audibles Send people these talking animated characters to say hello, goodbye,
flirt or taunt your opponent during a game.
Emoticons Express your feelings in a conversation using these little animated

smiling faces.
Avatars Create a stylized graphical image with clothes and accessories to

represent yourself. You see Avatars in your Messenger List.
Display Use your photo, or something even more creative to represent yourself
Images to your friends.

- 96 -
Features of IM Providers: Yahoo!, continued
Skins Select new visual designs or disable them altogether.
Address Book Synchronize your contact information - IM, phone numbers, and email
addresses - with integrated Yahoo! Address Book.
Stealth and Make yourself appear online to some and offline to others on your
Privacy Messenger list. You can permanently ignore people who send you spam
or annoying messages through IM.
Search Search directly from an instant message window. Type s: [search term]
to display Yahoo! Search results in a conversation.
File Transfer Send files directly to your online friends.
Webcam Share live video with friends and family around the world.
Yahoo! Photos Share and discuss your photos with friends in real time.
Voice Chat Talk to people using Yahoo! Messenger through your computer speakers
and microphone.
Conference Exchange text messages with multiple people at the same time in one
Message window.

- 97 -
Features of Instant Message Providers: AIM
Introduction: Like Yahoo Messenger, AOL

AIM Special Instant Messenger allows you to
Features communicate instantly with any of
your friends, family, or co-workers
when they are online Best of all,
you don’t need an AOL account to
use AOL Instant Messenger.
AIM Today Each time you launch AIM, the AIM Today window pops up. It is a
central meeting place where AIM users can find and meet other buddies
and easily invite friends to become instant messaging users.
Kisses & The Kisses & Hello pages are a collection of animated emotions that get
Hellos your message communicated. Send them easily in an IM and start a
conversation or make a point.
Games AIM Games is a new, exclusive game-playing experience. You can invite
a Buddy in real time to play with you. You see each other's scores, and
with many games, each other's moves.
Blogging Use your blog to say whatever's on your mind: rants, raves, the song
you're obsessed with. Remember, no matter how boring you think your
life is, someone out there is going to find it interesting.
Video IM With AIM's new Video IM, not only can you chat with your friends &
family, but you can actually put real-time video to the IMs. With the use
of your webcam, video is shown as part of your IM experience.
Conversagent Conversagent software tools and services let you build and launch best-
of-breed bots like SmarterChild on the AOL IM Network.
Rate-a- Rate pictures of IM buddies.

Buddy!

- 98 -
Features of Instant Message Providers: MSN
AIM Special MSN Messenger gives you all kinds of new ways to communicate.
Features
Instant Send an instant message to a friend, family member, or co-worker.

Message
Wink Winks are cool, new animated expressions that help you make your point!
Nudge Keep your conversation “moving” with a Nudge.
Emoticons Spice it up! Add some flavour to your conversations with Emoticons.
Video Share the laughter and see the smiles with Video Conversation.
Conversation
Audio Talk it up with an Audio Conversation.
Webcam Use a webcam to let others see you while you instant message.
File Sharing Send a file right from MSN Messenger.
Photo Swap Picture this! Share your photos right from MSN Messenger.

- 99 -
Features of IM Providers: MSN, continued
Whiteboard Draw your friend a picture and spell out your ideas with the Whiteboard.
Send E-Mail Send e-mail to your offline contacts.
Start a Blog Integration with MSN Spaces makes it easy to post a Blog to your space
right from MSN Messenger.

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Module 7: Emailing
Objectives Using Email

Understand the basic features, functions, and terminology of
electronic mail
Online Security
Be aware of the dangers of using email and other online forums
Understand methods to increase online security
Using Email Responsibly

Understand the importance of basic internet and email etiquette
Features of Online Providers: Yahoo!

Recognize the features of a common online email service provider
Features of Online Providers: MSN

Recognize the features of a common online email service provider

- 101 -
Using Email
Introduction Internet email enables you to exchange messages with anyone else on
the internet with a mailbox. Email is the most popular internet service.
Sending an email message is much cheaper than making a long distance

telephone call or sending a document by fax and the recipient receives
the email message much more quickly than a conventional letter. It is
also easier to distribute an email to a large number of people. Email has
become a very important part of modern business communications.
Internet email especially allows companies to transmit data

very quickly and cheaply all over the world.
Email is much faster than other methods of exchanging text

data and allows the transfer of other types of data, such as
image, sound, and video.
Email systems are relatively cheap to set up and maintain.

It is particularly useful for business correspondence, as the
email system maintains a record of when messages were sent
and received. Also, using the Reply function, you can very easily
see the history of a correspondence within the body of the same
email message.
Finally, it is easy to forward a message to someone else and

maintain copies of correspondence electronically.

- 102 -
Using Email, continued
Internet email enables you to exchange messages with anyone else on

the internet with a mailbox (a unique electronic address to which email
can be sent).
Your incoming email will usually be stored in a POP (Post Office

Protocol) mailbox on your Internet Service Provider's server. In
order for your email client software (Outlook) to collect any messages
that are waiting for you, you must tell it the name of the server that
holds your POP mailbox, your account name, and password.
You can also use a web-based email solution, such as Hotmail

(www.hotmail.com). Web-based email allows you to create, view, and
manage emails from a website. One advantage of this is that you can
send and view emails from anywhere that you can get a connection to the
internet. You can browse a webmail site from within Outlook.
Most company networks also have an email system (such as Microsoft
Exchange), allowing you to address messages to other network users,
using their network user name, their ordinary name or any of their
aliases (see below).

- 103 -
Internet To send someone an email, you usually need to know his or her email
Email address.
Addresses
With internet mail, you need to know the person's internet email
address. Internet email addresses usually comprise the name of the
person to whom you are sending the mail, plus their location, which is
given by the domain name.
An example of an internet email address is: mary@afrihub.com
mary is the name of the recipient and @afrihub.com is the domain

name, or location of Bob.
Note It is very important to enter an email address correctly. If you make a

mistake, the email will not reach the intended recipient. If you make a
serious error, you could send an email to someone else!
You can use the Address Book to store email addresses against a
person's contact card. This allows you to address messages using a
person's ordinary name (and you can set up a "nickname" or alias - a
shortened version of their proper name).

- 104 -
What is A connection to the internet.

needed to
An email client program, such as Microsoft Outlook or Lotus Notes,
send and
receive installed on your computer that enables you to create, read, and
Internet manage email messages.
email?
A local email server to deliver email to your mailbox.
All incoming email will usually be stored in a POP (Post Office
Protocol) mailbox.
A Simple Mail Transfer Protocol (SMTP) email server for

outgoing email. SMTP is the protocol (or set of rules) used to send
email messages from one computer to another.
While POP is the protocol used to retrieve incoming email from your
mailbox, SMTP is used to send outgoing email. Your email software
must know the name of both the POP and SMTP servers that handle your
mail.
An email address. You need an email address yourself so that others

can send email to you.
You also need to know other people's addresses to send them mail.
You can have more than one email address, but each email address
must be unique.
An internet email address is in the format name@domain.
For example, mary@afrihub.com

- 105 -
What is
needed to
send and
receive
Internet
email?,
continued
For example, user EMEKA (1) creates an email message on his

workstation (using a client application such as Microsoft Outlook)
addressed to sue@company.com (2).
When Emeka clicks “Send”, the message is posted to the outgoing SMTP
email server (3).
The server checks the email recipient and finds that it is addressed to
someone outside the local network.
The mail server looks up the address on the internet and forwards it to the
POP mailboxes (4) on sue@company.com's email server, from which
she can collect and read the message.

- 106 -
Online Security
Protecting The principle risk to your own security and privacy on the internet is that
Your Privacy it is difficult to guarantee that someone is who he says he is or that a
Online business is what it purports to be. For example, it is relatively easy to set
up a professional looking sales website, take orders using the normal
secure methods, and never send out any goods ordered.
When using a chat room, it is easy to log in using an alias (a user

name) and give false information about your age, job, appearance, and
intentions.
Email One tactic for communicating on the internet is to have a separate web-
Accounts mail account or separate email address(es) that you use to browse
newsgroups or register for sites. This way, you can specify a user name
in the account properties that is not your full or real name and you can
separate any email communications deriving from the site registration
from your work and personal communications.
Logging in to You may want to consider using an alias when you log in to a public
Public forum (such as internet chat or a newsgroup). You do not have to give a
Forums false name (for example, you could use just your first name rather than
a full name). You should be careful about giving out specific personal
information, such as your job title or date of birth.
If you arrange to meet someone for the first time using chat or email, try
to arrange a meeting as part of a group or failing that, in a public place
during daylight hours. Always let someone else know where you are
going.
Registering If you register for services from a site, you will normally have to supply
for Internet your email address and possibly other contact details. You should never
Services supply any financial information (credit or debit card details for example)
unless you are satisfied that the site can store these details securely. If
you have to choose a password for the site, do not re-use any passwords
that you use to access services at work.

- 107 -
Online Security, continued
Confidential Because of the risk of fraud, you need to be particularly careful about
or Financial communicating confidential data such as a credit card number or bank
Information account details. If you leave your wallet on a table in a restaurant, a thief
could steal it and use your credit card to order goods. The same is true if
you send your credit card number in a non-secure format (for example,
in an email message).
You should only enter important information like this in a form on a

secure site. A secure site is indicated (in Internet Explorer) by the
Secure Site icon , which is displayed on the Status bar.
Secure Site Icon
As well as ensuring that the site is secure, you should also check that it is
reputable. Remember that is quite easy to create a site that looks very
professional. Use sites that you have found from recommendations (for
example, through an online magazine's review pages or through a friend
or colleague). Be wary of sites that you locate through a search engine -
if you are in doubt; try to confirm the site's credentials.
Before you buy, check the site's privacy policy to find out how your data
will be stored and processed and what the procedure for claiming
compensation is (for example, if the goods you order do not arrive, are
faulty, or are not as described).

- 108 -
Online Security, continued
Junk Mail If you have an email account, you will almost inevitably receive junk
(spam) mail.
Most applications have a Block Sender feature, which will automatically
delete messages from a particular email address or domain.
Yahoo Mail, for example, blocks mail from up to 200 unwanted senders
and can use up to 50 filters to automatically sort incoming messages into
designated folders.
Yahoo Mail Message Filter
Email Many organisations take the position that they not only have the right but
Privacy and the responsibility to review employees' email. They reason that email is
Security no different from writing letters and memos on company letterhead.
Because electronic communication represents the company and is

performed using company equipment over the company network, the
argument is that the company has the right to monitor how it is used.
Therefore it is important to follow some very simple emailing and
messaging etiquette.

- 109 -
Using Email Responsibly
What Makes Because of the speed at which email is composed, delivered and read, it is
Email fundamentally different from paper-based communication. Because the
Different? turnaround time can be so fast, email is more conversational than
traditional paper-based media. People receive a lot of emails during the
day and want to be able to deal with them quickly.
In a paper document, it is important to make points clearly and

unambiguously, because your audience may not have a chance to ask for
clarification. With email documents, your recipient can ask questions
immediately. Email tends, like conversational speech, to be less formally
phrased than communications on paper.
However, email does not convey emotions nearly as well as face-to-face

or even telephone conversations. It lacks vocal inflection, gestures, and a
shared environment. Your correspondent may have difficulty telling if you
are serious or joking, happy or sad, frustrated or euphoric. Sarcasm is
particularly dangerous to use in email.
It is good practice to keep messages short and concise. The quicker a
message can be composed, delivered, read, and answered, the quicker
some process or issue can be resolved. Long "walls of text" in mail are
difficult to read and may indicate a subject that would be better dealt with
either in a printed memo (included as a file attachment) or in person.
Note The appearance (in terms of formatting) of a message may look quite
different to the recipient. The software and settings that you use for email
may be completely different to the recipient's. Therefore, it is best not to
rely on elaborate formatting.

- 110 -
Using Email Responsibly, continued
Messaging You should pay the same consideration when creating email messages as
Netiquette you would when writing a letter. Just because a message can be created
and sent very quickly does not mean you should pay less attention to how
you write it. Some basic points of email etiquette (or netiquette) are:
Use a subject heading to state the purpose of the email.
Keep the message short and to the point.
Use grammar, style, and language appropriate to the subject

and recipients. Email lends itself to a less formal style of
writing, somewhere between speech and a formal letter. While
it is appropriate to use a "chatty" style when writing to friends
and to colleagues (on non-work related issues), do not compose
business email full of jokes or "emoticons" (see below).
Check the message carefully - both to make sure you intend to

say what you do and for spelling and grammar mistakes.
Send the message to the appropriate recipients - only copy in
recipients when they need to be copied in.
Use Reply, Reply All, and Forward functions to continue a

"discussion" - do not create a new message; this allows all
recipients to follow the "thread" of the discussion. Using these
options usually includes the text of the original message in the
reply, which is usually indented from the new text or prefixed
by arrows (>) before each line (if the application does not do
this automatically, you can add the arrows manually). The email
application also links these messages together, so you and your
recipients can view them in a group.

- 111 -
Messaging
Netiquette,
continued
Reply with original message prefixed by arrows (>)
Note Be careful about forwarding confidential or private information if you

include the previous message thread in a forward or reply.
Message Regardless of the email application used to create it, a message is divided
Structure into three important sections:
Address Header - the email addresses or aliases of the recipients.

A message can be addressed directly to recipients (To), copied to
recipients (Cc), or blind copied (BCc).
Subject - what the message is about.

A message without a subject may well be ignored by its recipients.
Message Body - the message itself.

- 112 -
Carbon Address your messages to the appropriate recipients. Although using the
Copies Cc box to copy others is often useful, indiscriminately copying others can
lead to long queues of mail and responses from those who are on the
periphery of a subject or issue.
If you are replying to a group, you should be careful about passing on

someone's email address without their permission. For example, if Sue
asks John a question and John wants to make the answer known to both
Sue and Frank, but Sue and Frank do not know one another, John should
use the BCc field to copy the message to them.
Reply All vs. One of the most common mistakes when responding to a message is to
Reply use Reply All instead of Reply.
Typical Email Client Reply All Icons
In most cases, it is necessary to reply to the sender of a message only,

not all recipients. This is particularly true when a message is sent to a
distribution list. If you select Reply All, your reply will be sent to the
sender, all recipients on the distribution list, and any other recipients.
Forwarding Forwarding an email message means sending an email that was sent to
you to another person. All data and attachments in the original email are
sent as well. Before forwarding a message, it is a good idea to consider
whether it is appropriate to do so. Even if a sender does not specifically
ask you not to forward a particular message, consider the confidentiality
and security aspects of the information you receive before forwarding it to
others, especially large distribution lists.
A message too hastily forwarded can quickly travel around the world
before you have a chance to recognise your mistake.

- 113 -
Flame Mail An unfortunate practice in using email is sending "flame mail". Flame mail
is a message that directs anger, frustration, or condescension at the
recipient. People in any workplace will always have their differences, but
dealing with this type of problem in email is not wise. Users sometimes
find that the detachment of the electronic messaging environment allows
them to write things they would not say in person.
One safe practice is to save a message you have written when tired or
frustrated, using the “draft” feature, without sending it, then reread it
later and decide if it is appropriate for the recipient or a broader audience.
Smileys or Smileys are a short combination of symbols to make a little face,

“Emoticons” intended to convey how the author feels about what they have just
written :-).
Smileys are intended to replace vocal inflexions, phrasing, and body

language in a text message. You should make sure that your
correspondent understands what they mean before using them
extensively %-). They are not really appropriate to business
correspondence (:<. You can find an extensive list of emoticons at:
http://www.smileydictionary.com/
Note Emoticons used in above text: happy, confused, and frowning.

- 114 -
Popular Keyboard Character Picture Meaning

Emoticons
colon + right paragraph :) Laughing
semicolon + right paragraph ;) Winking
right arrow + colon + left paragraph >:( Angry
colon + number zero :0 Yelling
colon + right arrow :> Sarcastic
Do’s and File attachments allow people to share essentially any file in any format.
Don’t When Most email and instant messaging applications can send and receive file
Sending attachments.
Attachments
In order to open or edit an attachment, the recipient must have the
appropriate software. Think of it this way: you can use the Post Office to
send you any kind of document but if you send someone microfilm, your
correspondent will probably not be able to read it.
Here are some common do’s and don’ts of sending attachments by email:
Don’t to clog the network by attaching large files (greater than

1MB). If the attachment is larger, check that your recipient is
happy to receive it first.
Do compress a file (with something like WinZip or WinRAR)

before attaching it to reduce its size.
Do check a file attachment for viruses before sending it.
Do identify the file you have attached and its contents and
explain what application is used to view the file in the body of
the message

- 115 -
Features of Online Email Providers: Yahoo
Introduction Yahoo is an online internet mail service.
It offers several great features:
Powerful protection against spam.
Virus scanning and cleaning
1GB of email storage
Message size up to 10MB
Mail anywhere there's a web connection
Best of all, anyone can use it and it’s free.
Send and Yahoo! Mail gives you the freedom to access your email from home, the
Receive office, the road – anywhere in the world there's a web-connected
Email from computer. You can even use Yahoo! Mail to access messages sent to
Anywhere other POP email accounts, like your work account.
You can keep the same Yahoo! Mail address as long as your account is
active. It's yours – even if you move, change jobs, or switch Internet
service providers.
Yahoo Mail Screen

- 116 -
Features of Online Email Providers: Yahoo!, continued
Virus To help keep you safe, Yahoo! Mail partners with Norton AntiVirus™ to
Scanning scan all incoming messages -- then alert you of harmful viruses and
and Cleaning automatically clean those viruses from messages.
Spam Guard Yahoo gives you a Bulk folder where spam and other unauthorized
email are automatically stored for your convenience.
It allows you to read your email without being bothered with

advertisements and scams.
Yahoo! Bulk Folder
Filters and Yahoo gives you up to 15 filters to stay organized. If you don't want mail
Blocked from specific senders, you can block up to 100 addresses.
Addresses

- 117 -
QuickBuilder To make sure you're well-connected, QuickBuilder checks the return

addresses of messages in your inbox (or other folders) and lets you add
them to your Address Book with just one click.
QuickBuilder Screen
Message Don't miss important emails – use Yahoo! Messenger to alert you when
Alerts new messages arrive.
You can even get alerts on your mobile phone!
Message Your most important messages come from the people you've added to
Views your Yahoo! Address Book.
Yahoo! Mail offers several different views of your inbox, including
"Messages From My Contacts," so you can choose which messages you
want to see.

- 118 -
250MB of Keep more of the things that are important to you, like special photos,
Free Storage without worrying about bumping up against your storage limit. Yahoo!
Mail gives you plenty of space at absolutely no cost.
If you prefer to keep your photos in an album, simply upload them right
from Mail to Yahoo! Photos, where you get unlimited storage.
Send and Photos. Presentations. Documents.

Receive
Attach them all.
Messages up
to 10MB Total message size can be up to 10MB.

- 119 -
Features of Online Email Providers: MSN
Introduction The only FREE e-mail service that offers virus scanning and cleaning:
Spam protection
Big 250 MB inbox

Send 10 MB files and photos
Check e-mail from any Web location
Protect MSN offers enhanced

Yourself with security to help keep your
MSN Hotmail inbox free from
contamination.
It has powerful spam filters

and enhanced virus
scanning and cleaning.

- 120 -
Features of Online Email Providers: MSN, continued
Communicate Send and receive e-mail

with MSN from any Web connection.
Hotmail
With a huge 250MB inbox
and the ability to send up
to 10MB files or photos.
Customize Have fun personalizing e-

Your Email mail to friends & family.
with MSN
Hotmail With unique emoticons,
signatures, background
choices, fonts & layout
styles.

- 121 -
Features of Online Email Providers: MSN, continued
Newsletters MSN Hotmail offers internet mail users free Newsletters.
Simply select the newsletters you would like to receive from over 100
options. Here are a few:
Encarta Highlights-From fun trivia to continuing

education, Encarta offers the best in learning on the
Web.
MSNBC Business-MSNBC Business delivers the best

business and personal finance news. Get breaking news,
Wall Street Journal stories, small-business info, world
markets, real-time stock quotes and interactive personal
finance tools.
Entertainment- A weekly update on entertainment news

and gossip, with previews of the latest movies and TV
shows and links to galleries of celebrity photos.
MSN Games by Zone.com- Calling all game players

everywhere! Love to play games online? Read all about
the latest events, tournaments, and more happening at
Zone.com.
MSNBC-MSNBC delivers breaking news and developing

stories in news, business, technology, sports, living, and
health.
Singles Guide- Find singles in your area with MSN

Personals with Match.com’s Singles Guide! You’ll get the
latest dating do’s and don’ts plus torrid tips to help you
find love online.
It’s on eBay!-Buying and selling on eBay is easy! From

brand new items to unique collectibles, this newsletter
will provide information on how to buy and sell almost
anything on the world’s online marketplace.

- 122 -
Module 8: The Internet and the World Wide Web
Objectives What is the Internet?

Know and understand the terminology and functionality of Internet
services
Understand how the Internet works
Connecting to the Internet

Understand how to get connected to the Internet
Understand the devices and methods for connecting to the Internet
Using the Internet: Applications

Describe key internet applications and ways that they can improve
the Internet experience
Using the Internet: Navigating the Web

Define terminology used to navigate the World Wide Web
Using the Internet: Searching the Web

Understand the nature and function of search engines and what
they offer those seeking information via the WWW
Using the Internet: Other Internet Applications

Describe additional Internet applications and how they can be used

- 123 -
What is the Internet?
Introduction To preserve data entered into a computer, it must be saved onto a disk
as a file. Directories are used to divide a disk into different areas, so that
files can be kept organised.
What is the The internet is a global network of computers that provides a variety of
Internet? resources and data to the people that use it. The internet hosts several
services. The two most well-known are email and the world wide web
(WWW), though there are many others.
Email is a system for transmitting messages between

computers.
The world wide web (or WWW) is a global system of linked

web pages containing links to information or content.
Search engines are available to help you find and access all of
the information.
News and mailing lists are internet applications that
designed to allow users to access and share current and
historical news.
Chat applications allow users to exchange messages in real-
time.
Conferencing combines several communication methods,

including voice, chat, whiteboard (a shared electronic drawing
board), and application sharing, to facilitate online meetings.
File Transfer Protocol (or FTP) is a system for sending and

retrieving data files over a network, between a shared server
and a remote client computer.
A peer-to-peer (or P2P) computer network is a newer

network system that relies on computing power at the edges
(ends) of a connection rather than in the network itself.
Note Do not confuse the internet with the services you can access over it. The
internet and the world wide web, for example, are different things. The
term internet refers to the network itself.

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What is the Internet?, continued
How does it The internet is a global network of networks, spanning over 150
work? countries. There is no single tangible "thing" which is the internet; it is
simply the term used to describe the connection of all of these networks.
Map of the Internet Showing ISPs
Each individual network on the internet is NOT physically connected to all

of the other networks that form the internet. Instead, each network
connects to one or two other networks.
Many services delivered over the internet work like large-scale client-
server applications.
Note The internet is distinct from the services provided over the internet. For
example, the internet is not the world wide web.

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What is the Internet?, continued
Internet Internet servers or hosts are powerful computers capable of handling

Servers millions of requests for data. Internet servers must be very reliable,
capable of providing fast service, 24 hours a day. The internet is global,
so someone somewhere will always be "online".
There are many different types of servers on the internet. The services
available on the internet, such as email, web pages, chat rooms,
newsgroups and so on, are run or hosted on different types of servers.
There are also computer devices such as routers and switches that do
not provide any visible service to the internet user, but are critical in
running the internet.
Internet The internet client is a networked computer configured to communicate

Clients with your “upstream ISP” using the internet protocol (or IP).
IP The Internet Protocol (IP) is a data-oriented protocol used by source

and destination hosts for communicating data across the packet-switched
internetwork.
Internet Each source and destination host possesses a unique IP address

Addressing number, akin to a telephone number, used to refer to each other when
sending information through the Internet. The IP address is a 32-bit
numeric address written as four numbers separated by periods (or dots).
Each number can be zero to 255. For example, 192.168.10.1 could be
an IP address.
Domain Most computers on the Internet have a unique domain name. Special
Names computers, called domain name servers (or DNS), look up the domain
name and match it to the corresponding IP address so that data can be
properly routed to its destination on the Internet.
Internet Routing is a major component of the Internet. It provides the means of

Routing discovering paths along which information, usually Internet packets, can
be sent.

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Connecting to the Internet
How Can I There are a number of items required before you can connect to the
Connect to internet.
the Internet?
These include:
Access to a Cyber Center or
Internet Service Provider with:
A dial-up or wireless network connection
A dial-up modem or wireless router
A network-ready computer and related software
Cyber Most individuals in Nigeria access the internet through a local Cyber
Centers Center or Cyber Café.
The Cyber Center provides networked internet computers and web
browsing facilitating your connection to the internet.
Internet
The organisation you work for may have its own satellite connection to
Service
Provider the internet, but most businesses will connect through the services of an
Internet Service Provider ( or ISP). The ISP will provide either a dial-
up or broadband connection (VSAT, wireless or DSL).
To connect to the internet, you first make a connection to the ISP's

network, which provides an "on-ramp" connection to your computer.
Hardware Most individuals connect to their local ISP using a computer and a dial-up
Dial-UP modem connected to their telephone line.
A modem (modulator/ demodulator), located inside of, or connected to

their computer, converts the digital signals used by your computer into
the analogue signals used over telephone lines, and vice versa. The
speed of the modem is usually limited to 56K or lower, depending on the
modem and quality of the phone line.

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Connecting to the Internet, continued
Hardware Many users, especially small businesses and schools, are switching from
Wireless dial-up to wireless (or WiFi). WiFi operates by using signals much like
those used by many cordless phones today.
However, WiFi enabled routers are designed to transmit data without

wires at very high speeds allowing you to connect to your ISP’s access
point (or AP), and eventually to the internet.
Network- Most personal computers can be used to connect to the internet; the
Ready computer does not need a very high specification (in terms of processing
Computers speed, memory, or hard disk free space).
As the internet becomes more popular, more devices are appearing that
enable internet connections, such as televisions, video game consoles,
personal data assistants (or PDAs), and mobile phones.
An increasingly popular form of connection is wireless access, using a

mobile phone, Personal Data Assistant (PDA), or similar handheld device.
The mobile device uses the service provider's mobile network to connect
to internet services. A number of services are being designed specifically
for handheld devices.
Note Depending on the speed of connection you require and the amount of
time you expect to spend connected to the internet, the cost of internet
access can vary considerably. If you connect to the internet via a
standard telephone line and a modem, it is best to use the fastest modem
possible in order to reduce the connection time and consequently the
cost.

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Using the Internet: Applications
Key Internet Appropriate software is required to access services on the internet. An

Applications email client is required to send and receive email. A web browser is
required to access and view web pages.
Most “browser” software incorporates programs to access these different

services. For example, Internet Explorer includes a web browser and
an email/newsgroup client (Outlook Express).
It is also important to obtain software to protect the computer while

using the internet. Anti-virus software can detect and remove viruses in
files you access from the internet.
A firewall restricts the connection that can be made to and from the
internet. It is used to protect a private network or computer from
unauthorised access over the internet.
Email, the The most popular (by usage) internet service is electronic mail (or
“Killer App” email), used to exchange personal and business-related messages and
files. You can even send music and computer programs.
Just as a letter makes stops at different post offices along its journey, e-
mail passes from one host, known as a mail server, to another as it
travels over the Internet.
To send e-mail, you need a connection to the internet and access, with
your own account, to a mail server that forwards your mail. Free private
internet email services are available on the internet, including Yahoo!
and HotMail. Providers like these will issue you an email address to
identify yourself for purposes of exchanging electronic mail messages. An
example internet e-mail address is: abc123@yahoomail.com.

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Using the Internet: Applications, continued
Web The world wide web is a collection of hyperlinked web pages

Browsers published on the internet. It consists of HyperText Markup Language
(HTML) pages hosted on Hypertext Transfer Protocol (HTTP)
servers.
Web pages are published by organisations and individuals interested in

putting themselves on the web. A collection of web pages belonging to
one organisation is called a website.
When you browse a web page (or Surf the Web) on the internet with a
web browser, you become a client on the world wide web (www).
Your computer is a client computer and the web browser becomes a
client application.
Simply put, when the internet user clicks on a link, the browser sends a
request for the page to the web server hosting the web page and the
web server responds by sending the web page over the internet to your
computer.
Besides basic text and pictures, WWW technologies allow for pages that
can contain interactive features, dynamic information from a database,
and animation, sound, and video. Web pages can be used for various
purposes, including to distribute information and to sell products and
services (e-commerce).
Browser When visiting websites the browsers may not all make the same
Standards interpretation of the page viewed. Some browsers may or may not be
able to present all of the features available on a particular site. However,
as Internet Explorer is a very popular browser, most websites are
designed with it in mind.
The size of each page can vary considerably. Internet Explorer can only
show you the size of the page that fits in its current view window. To
view the rest of the page you can use the scroll bars at the bottom and
right of the view window to scroll the page. This is the same as any other
Windows application.

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Using the Internet: Applications, continued
URLs Each web page has an address on the internet. This address is called a
Uniform Resource Locator (URL). A hyperlink is a piece of text or a
graphic that provides a link to something's URL. The "something" could
be a heading on the same web page, the next page in a website, a page
in another website, a sound file, or digital video, and so on. An example
of a URL is www.afrihub.com.
When you click a hyperlink, the link's target is opened in Internet

Explorer.
HTTP Web browsers communicate with web servers primarily using HTTP
(hyper-text transfer protocol) to fetch web pages.
HTTP allows web browsers to submit information to web servers as well
as fetch web pages from them. The browser then displays the web page
on-screen.
HTML Web pages are written using a system of code tags, called HyperText
Markup Language (HTML). The software used to view the web page
(the browser) uses the tags to interpret and format the page. For
example, the text afrihub might be contained within the tags <h1> and
</h1>. This tells the browser that afrihub is a heading and the browser
will then format the text appropriately, using either further instructions
from the web page or settings defined by the browser's user.

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Using the Internet: Navigating the Web
Introduction Moving around and between web pages is known as browsing (or
navigating, or sometimes "surfing the web"). You can browse web pages
in several different ways.
Hyperlinks Almost all web pages have hyperlinks. These links connect:
One page to another part of the same page (useful if it is a

large page).
One page to another page somewhere on the web (for example,

another website that the webmaster thinks you might find
interesting).
A page to a file, such as a sound clip, video, a spreadsheet, or a

Word document.
These links to other pages can be links to things stored anywhere on the
internet. Hypertext links are indicated by underlined text highlighted in
blue (usually). Hyperlinks are also frequently in the form of buttons,
graphics, or pictures.
To find hyperlinks on a page, move your mouse pointer over the page
and where there is a hyperlink the pointer will turn into a hand with a
pointing finger.
In the example below, both the graphic and the underlined text link to
the same page. You could click either to follow the link.
Example of hyperlinks from BBC Online
History As you surf around the web, Internet Explorer remembers where you
have been. You will notice that hypertext links you previously selected
are now coloured purple.
Internet Explorer does this to remind you that you have already visited
the page identified by this link.

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Using the Internet: Navigating the Web, continued
Navigation The designer of a website will usually put a lot of thought into creating
Controls ways for you to navigate around the site.
There is no set way for navigation controls to appear on web pages.
However, as you browse websites, you will notice that some of the
following controls are used regularly.
Navigation Often hyperlinks to the main sections of a website will be grouped into
Panels panels at the top or left-hand side of the web page. When you click links
from these panels, the main body of the web page changes but the panel
remains.
As you follow links, you may get "deeper" into the site's structure (or
"drill down" into a website).
The navigation bar will allow you to return to a higher level quickly.
Site navigation panels (at the top of the page)
Site Map A site map is a directory of links to all the pages (or at least the main
sections) in the site.
A site map will tell you how the website is organised.
It is similar to an index in a book.

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List Boxes Another commonly used device is the list box. You can select what area
of the site you want to go to by clicking the down arrow on the list box
and scrolling through the hyperlinks to the available areas.
When you have selected an area, click the Go button next to the box
(SpeedKey: Enter ).
Forms A form is a web page where you can enter information easily. Forms are
used to collect information to enable you to search databases, send
messages to the website owner, play games, and so on.
Some forms may be very simple. For example, most websites have
search engines, consisting of a text box for you to type search text into
and a Search button for you to submit the request. Objects such as text
boxes and buttons are called controls.
Other forms may be more complex, using several text boxes, list boxes,
option buttons, and so on, but they all work on the same principle: type
the information into the boxes and press the button to send it.
To move between controls use the mouse or press Tab
To submit the form, click the button or press Return
Multimedia Some websites may contain hyperlinks to sections with sound, video, and
Plug-ins animation. Depending on how the website is designed, you may be
prompted to download a plug-in file to browse this kind of content.
A plug-in is an application that extends Internet Explorer's features.
If you want to download the plug-in, follow the instructions on the

website.

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Databases Many websites publish content from an online database.

Access
For example, a website selling products will display details about the
products use a database to accept and process orders (a webstore).
Warning Do not type confidential or private information (such as your name and
address or credit card details) into a form unless you can see the Secure
icon in the Status bar.

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Using the Internet: Searching the Web
Searching The amount of information available on the internet is astonishing and is

the Internet continually growing. On the internet, you can find information
with Search repositories on every possible topic, providing excellent research
Engines material. Using search engines, information is quick to locate and obtain.
Once you have your browser up and running, you will be ready to begin
searching the internet using internet-hosted search engines, such as
Google or Yahoo. Search engines use special software to locate
information about files published on the world wide web.
You will be able to locate web pages and other information on the world
wide web. This information is then stored as a database of links to the
files, which you can search to obtain the links to sites that may be
relevant to them.
Doing a search on the internet is easy. Simply type one or more search
terms (the words or phrase that best describe the information you want
to find) into the search box and hit the 'Enter' key on the search site’s
search page.
Searching the Web using Google

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Using the Internet: Other Internet Applications
Newsgroup/ Newsgroups are online data repositories populated by subscribers who

Bulletin can read and post messages on a particular topic.
Board and Newsgroups are used for discussions, to share information, and to provide
Discussion help and assistance on a particular topic.
Groups
Access to most newsgroups is unlimited (so long as you respect the rules
of the group), so you can post messages to a very wide audience almost
instantaneously. You can either access a newsgroup from a web page or
using an email/newsreader application.
Chat/Text Internet chat applications allow users to exchange text messages in

Messaging real time. Chat systems can be hosted on a website, you can exchange
messages with people using a chat program, such as AIM, Yahoo, or
Microsoft Messenger, or you can use a mobile/cell phone to text message.
File Transfer File transfer protocol (or FTP) is used to transfer files over a network.
While you can also use a web page to download a file, FTP is a faster,
more efficient way to provide access to large files. Many web browsers
include an FTP client.
Telnet Telnet is used to log in to a network and operate a computer using typed
commands. Telnet is often used by system administrators who need to
configure computer systems remotely.

- 137 -
Using the Internet: Other Internet Applications,
continued
Conferencing Hold a meeting online. Conferencing applications allow you to conduct

meetings using a variety of tools. Typical tools are:
Audio - play audio files or speak to other attendees.

Video - play video files or use web cams to see other attendees.
Chat/Text Messaging - exchange text messages.
Whiteboard - use drawing tools to create diagrams or text.
Presentation - display presentation slide shows.
File Sharing - exchange data files with other attendees.
Desktop Sharing - allow another user (or your help desk) to take
control of your computer.
Internet It is important to obtain software to protect the computer while using the
Security internet. Anti-virus software can detect and remove viruses in files you
access from the internet.
A firewall restricts the connection that can be made to and from the
internet. It is used to protect a private network or computer from
unauthorised access over the internet.

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Module 9: Searching for Information
Objectives Search Engines

Understand how search engines work
Describe multiple popular search engines and how they function
Keyword and Boolean Searches

Understand both keyword and Boolean searches
Know the importance of syntax and tips for effective searching

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Search Engines
Introduction The world wide web is growing rapidly with hundreds of thousands of
pages of information being added every day. It is also developing in an
ad hoc and erratic way.
How to find Finding what you are looking for can be extremely difficult. The web is a
it all very large and complex place. Information is duplicated and distributed
amongst many thousands of different servers across of the world. The
main problems with finding information, software, or anything else on the
internet are:
There is a huge amount of information on everything.
No central database stores an index of everything on the web.

To enable web users to locate what they are looking for, several services
are available including two types of web indexing service:
Search engines use software programs to collect information

about websites and store it in a database.
Web directories receive information about sites from the

website developer and add it to their database.
How Search Search engines use programs - called software agents, robots,
Engines spiders, or crawlers - to crawl through the World Wide Web reporting
Work on what they find.
Starting with the sites they know, they snoop out all the links embedded
in those pages, follow them, and then repeat the process for all the new
sites they come across.
Indexing software then compiles the information into an enormous

database of text, addresses, and links.
When you query a search engine, Google for instance, it is actually the
Google database you are searching, not the world wide web.
Lists of sorted and indexed URLs are returned in response to your query
based on how relevant the web page is to the text in your query.

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Search Engines, continued
How Search Different search engines use different algorithms or rules to determine
Engines the relevance of a page, but usually the search is based on the presence
Work, of matching keywords in the page's URL, title, and body text.
continued
Pages also have a cataloguing system to which keywords can be added.
Known as meta tags, they are used to describe a document's contents.
Some engines also use the number of links pointing to a site to assess its
relevance.
The owners of search

engines are competing
to get you to use their
service. As a result, you
do not have to pay to
use a search engine,
but the owners
generate revenue from
advertising they put on
their website.
Therefore, they want
their sites to be as
easy-to-use, up-to-
date, and relevant as
possible.
Also, the owners of

websites are in competition with one another to get their sites noticed.
The most commercial sites use various tricks to get their web pages to
the top of the lists of URLs returned by search engines. These include:
• maximising the use of keywords in the subject, title, and body

text of their pages, and
• maximising links pointing to their sites, and using automated link
submission engines.
Many search engines now display "sponsored matches", paid for by the
host site.

- 141 -
Search Engines, continued
Smart New and more intelligent search engines appear all the time, often in
Search response to demand for more specialist information.
Engines
There are search engines that can return the URL of just sound
(phonetics), picture, or video content. The HotBot engine, for example,
uses clues in the way a page is put together to extract more meaningful
information.
You can search by document date, geographical region, or domain name

or search for pages containing shockwave, Java, or VRML.
Many of these new search engines are meta-engines that use the
databases of several of the larger more established search engines.
Common Some of the more popular search engines include:

Search
Engines Yahoo (also a Web Directory) Lycos
Google AskJeeves
AltaVista MSN Search

- 142 -
Keyword and Boolean Searches
Keyword What you type in the Search box can be thought of as the answer to the
Searches "fill in the blank" question: "Find me information on..."
For example, typing: growing orchids indoors will find sites about
caring for orchids. Only type significant words however (for example,
do not include words such as "a", "the", or "it".
The Search Assistant will perform your search and display the results.
The sites that most closely match your query are listed first.
If you do not see what you want, click the Next hyperlink in the search
pane (not the button on the Explorer bar) to move down the list of
matches
Select and click the link you want.

- 143 -
Keyword and Boolean Searches, continued
Search When you simply type in text to locate what you want, you may quickly
Operators become frustrated at the number of links returned by the search engine.
and Syntax The following factors influence search results:
The query terms (words or phrases) are found near the start
of the document or in the title or document summary.
The document contains more of the query terms.
The document contains query terms that have a high weight

(words that are relatively uncommon in the database will have
a high weight).
Searches can be made more effective using the correct syntax and
operators. These allow you to create more detailed search criteria,
specifying words to include and exclude, and searching for whole phrases
rather than individual words.
Use the table and notes below to create more sophisticated searches.
The following is a summary of the syntax used by a range of search
engines.
Note that not all syntax will work with all search engines and that some
of these tools may be available in the form of form control options. Click
the Advanced or Help links on the search engine's home page to check
whether there are any special instructions or features.

- 144 -
Usage Example
Syntax
Capitalise names and titles. Normally, words
typed in lower case are treated as case-
CAPS Rock Hudson
insensitive. Words with capitalisation will only
return exact matches.
Put a plus sign (+) in front of a word that must
be found in the documents. The plus sign must city guides
+
appear immediately before the word (do not put +London
a space in-between).
Put a minus sign (-) in front of a word that
- python -Monty
must not appear in the documents.
Use double quotation marks (") around phrases.
"stupid pet tricks"
" Some engines require the use of hyphens to
stupid-pet-tricks
indicate phrases
Use * for partial word matches. Some search
* engines match different word forms quilt*
automatically.
By default, the search engine will usually try to
match all words (AND). If you use OR, the snake AND
search engine will try to match any word. You python AND NOT
Boolean
can also use NOT to exclude words. Complex (Monty OR
Boolean searches can be completed by using Python)
parentheses.
Some engines may allow you to search for
Fields words within a particular field (for example, the
document's URL or its TITLE).
Some search engines allow you to match files of
Multimedia a particular type (for example, pictures, sound,
or video).
Most engines allow you to control the number of
Results links returned per page and to exclude links to
potentially offensive material.

- 145 -
Capitalise If you capitalise adjacent names, a search engine treats the words as a
Names and single name or title. For example, type Rock Hudson
Titles
If you do not capitalise a name or title, it will be treated like any other
group of words, and you will find sites about rock climbing, rock music,
and the Hudson River along with sites about the movie actor.
Lower case search will find matches of capitalised words also. For
example, paris will find matches for paris, Paris, and PARIS.
Capital letters in a search will force an exact case match on the entire
word. For example, submitting a query for parIS will search only for
matches of parIS.
Using Use double quotation marks (") around words or hyphens (-) between
Quotations words that must appear next to each other.
Using quotes or hyphens requires that words appear together. Type:

"stupid pet tricks" or stupid-pet-tricks to find sites with those words
adjacent to each other. Otherwise, the search engine will find sites that
include the word stupid, the word pet, and the word tricks.
Note When using hyphens, be sure you leave no spaces between the words.
More Tips Using a plus sign (+) in front of a word that must appear
To require a word, and increase the precision of your search, type city
guides +London.
Do not leave a space between the plus sign and the word that must
appear.
Use a minus sign (-) in front of a word that must not appear
To exclude a word from your search, type a minus sign in front of the
word to exclude. For example, python -Monty

- 146 -
More Tips, This will find you sites on the snake, not the British comedy group.
continued
Do not leave a space between the minus sign and the word you wish to
exclude.
Using an asterisk * to search for partial matches
This query matches sites that contain at least one word such as quilt,
quilts, quilting, quilted, quilter and so on: quilt*
Note The * notation is also useful for searching for variant spellings. For
example, alumi*m will find matches for both the British English
aluminium and American English aluminum.
Boolean Boolean searches are an alternative way of defining a complex search.

Searches Rather than using the + and - symbols to include and exclude words and
phrases, you use the keywords AND (to require both terms), OR (to
match one or both terms), and NOT (to exclude terms).
You can also use parentheses to group words and quotation marks to
indicate phrases. For example:
snake AND python AND NOT ("Monty Python" OR comedy)
...looks for pages that contain both words "snake" and "python" but not
the phrase "Monty Python" or the word "comedy".

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Module 10: Retrieving and Downloading Information
Objectives Good Downloading vs. Bad Downloading

Realize the importance of evaluating information before
downloading
Downloading Files, Music, Games, etc.

Understand the difference between shareware and freeware
Describe and name different file types
Understand how programs and files can be downloaded, saved, and
installed

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Good Downloading vs. Bad Downloading
Introduction The internet is also open to abuse. The laws governing publishing
material on the internet are not always clear, as it crosses so many
international and legal boundaries. You should be aware that not all
information published on the internet is trustworthy.
Evaluating Anyone can publish a website - it is far easier to publish material on the
Information internet than it is to be published in a newspaper, magazine, journal, or
on the book.
Internet
This is one reason that you should treat websites with some caution
when gathering information. Even more caution should be given to
information obtained in a newsgroup or online chat room.
Before relying on information you gather from the internet, establish who
the author is. If the site does not display any contact details (or any
information about the author at all), be aware that material on the site
may be misleading or inaccurate.
Try to rely on links from a site you know and trust before using search
engines to locate data. Bear in mind that people who want to distribute
misleading information may be very good at promoting their site. If you
can find a site that is recommended by an authority you can trust, you
can be far surer of the information you gather there.
Do not use data from a single source. If compiling research material, you
should always try to use as wide a range of source material as possible.
If you do this, you can verify information from the internet against more
traditionally published sources.
Note Material published on the internet remains the copyright of the author or
publisher. You cannot reuse copyright material without the permission of
the copyright holder. If the publisher has made the material freely
available, they will have publicised this on their website. If in any doubt,
you should contact the publisher for permission to use the material (for
example, by emailing the site's webmaster).
Some people use websites to distribute copyrighted material illegally (for

example, music tracks and videos). Downloading such material is against
the law.

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Downloading Files, Games, Music, etc.
Introduction As well as viewing world wide web pages, you can copy data (text files,
graphics, sounds, and so on) back to the computer on which you are
working. Once you have the files on our own computer you can do
whatever you like with them (with due regard to copyright of course).
Warning Any material you download from the internet could potentially contain a
virus or Trojan Horse software. If you download material at work, you
should be aware that you are potentially compromising the security of
your company's computer network and data.
Freeware The internet is a popular way of distributing files. Many software vendors
make fixes for bugs in their applications (called patches) available to
download from their internet site. There is also a great deal of free
software utilities (called freeware) and demo versions of software
(called shareware) available.
Note Freeware is (as the name suggests) made freely available by the creator
(though you may have to pay a fee to get technical support for it).
Shareware is usually available for you to try out for a set period, after
which you MUST pay a registration fee to continue using it.
File Types Files come in a variety of different types. There are a number of standard
extensions to file names, which give a clue as to what a file is. Some of
the more common ones are:
Type Meaning
.txt or text A plain text file.
A Comma Separated Values text file that you can open in
.csv
a spreadsheet or database application.
.gif A graphics file - a picture (Graphics Interchange Format).
.jpeg A graphics file (JPEG encoded).
.mpeg A movie file (MPEG encoded).
A document that can be viewed through the Adobe
.pdf
Acrobat Viewer (available freely from www.adobe.com).

- 150 -
Downloading Files, Games, Music, etc, continued
Type Meaning
.doc A Microsoft Word document.
.au An AIFF-encoded audio (sound) file.
.wav An audio file.
Files compressed in a ZIP archive. A shareware application
(such as PKUnzip or WinZip) may be required to extract
.zip
the files (though a file compression and decompression
utility is built into the Windows XP operating system).
.exe An executable program (Windows or DOS).
To Retrieve a You can save almost any part of a web page by right-clicking the object
File from a you want to save and selecting Save xxx As...
Web Page
The Save As dialogue box is displayed.
Select a folder and change the file name (if necessary) then click Save
Note If you right-click a hyperlink to a file, you will be able to save the file
itself (the target).

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To Save or If you point to a large picture or right-click any graphic, options to make
Use a Picture use of the picture are displayed.
on a Web
Page
Right click a picture to Save, Print, Email, Copy or to Set it as

your Desktop Background
OR
Select an action (Save, Print, or Email) from the Picture Toolbar

(upper left corner on picture)
To Download When a web page makes a program (a file with the extension .EXE)
a Program available for download, there will be a hyperlink to start downloading it.
Read (and print a copy) of the instructions for using the file and take
note of any licence/copyright restrictions on its use
Warning Only download and run files from trustworthy websites. Any program
that you download could contain a virus or be a Trojan Horse.

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To Download Click the hyperlink to start downloading the file.

a Program,
continued
The File Download dialogue box is displayed.
File Download dialogue box
Click Save
The Save As dialogue box is displayed.
Save As dialogue box

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To Download From the Save in: box, select a folder in which to save the
a Program, program then click Save.
continued
The File Download dialogue box shows you how long the download will
take.
Download complete dialogue box
Click Cancel if you want to stop downloading the program
When download is complete, click Close

Follow the instructions from the website to use the program
Note Use an virus scanner with the latest virus definition files to check the
program before using it. Some virus scanners can be configured to
automatically scan files downloaded from the internet.

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To Install a A plug-in extends the features of Internet Explorer, usually allowing it to

Plug-In display specially designed sound, video, and animation. A website will
inform you if you require a plug-in and there will be a hyperlink to
download it. Unlike downloading a program, where the file is saved to a
folder on your computer for you to run at your leisure, a plug-in will
probably try to self-install.
Installing a Plug-in
If you have kept your default security settings, Internet Explorer will
warn you that this is the case, and give you some information about the
plug-in, in the form of a digital certificate:

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To Install a Optionally, click the links to view the certificate for the software
Plug-In, and publisher.
continued
Click Yes to proceed with the installation or No to cancel.
Note If you check the Always trust content box, any software plug-ins
developed by that publisher will be installed without displaying the
warning box. To see which publishers are trusted, from the Tools menu,
select Internet Options then the Content tab. Click the Publishers
button.
To Save or Websites may offer sound and video files for you to download and play.
Play Sound These files are usually played in either Microsoft Windows Media
or Video Player or Real Audio Player.
Click the hyperlink to start downloading the file.
The File Download dialogue box is displayed.

Click Open or Save
Media Players from Microsoft and Real
Other popular players include Apple Computer’s QuickTime and

Nullsoft’s WinAMP.
Note Some sites may offer streaming audio or video. In this case, the file
starts playing automatically when you click the link.

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Module 11: Exploring Drives and Folders (Windows XP)
Objectives About Files, Folders, and Disks

Define Files, Folders, and Disks and their purpose in IT
Navigating Folders and Files in Windows

Understand how to navigate inside Windows XP using commonly
accessed folders and functions
Identify Windows icons and their function
File and Folder Management

Be able to correctly and systematically name and locate files
Be able to move, copy, and delete files and folders

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About Files, Folders, and Disks
Files The word “File” is the name for data that is saved to a disk.
There are many different types of files, for example documents,

spreadsheets, database files and program files. The more you work with
your computer, the more files you will create.
File icons appear in many different shapes and colours. Below are
examples of a few.
Folders To help organise data files, they are stored in discrete areas, rather like
storing files in a filing cabinet. Your documents, files, and programs are
stored in folders. A folder is the name Windows uses for a directory.
Folders are stored in a hierarchy. It is possible for folders to have

subfolders, which in turn may have subfolders. The arrangement of
folders and subfolders depends on how you want to organise your data
In My Computer, folders appear as yellow folder icons.
Folder icons
Some folders have icons on them, indicating that the folder has a
special purpose.

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About Files, Folders, and Disks, continued
Disks Disks (also referred to as drives) are where files and folders are
physically stored. There are many different types of disks and drives.
Term Description
Hard Disks Every personal or notebook computer has a hard

disk (often referred to as the local drive) and
some may have more than one.
Data that you need to work with is usually stored on

a hard disk.
The main hard disk inside your computer is usually

labelled the C:\ drive in My Computer.
Removable Disk Removable disks are a way to transfer data

between computers and to store data for backup.
Floppy Disk The most common types of removable disk are the
floppy disk and the CD-ROM.
The floppy disk drive is usually labelled the A:\ drive

in My Computer. They can store small amounts of
data, such as text files.
Optical Disks There are two basic forms of optical storage used in
computers today: compact disc (CD) and digital
versatile disc (DVD).
CD-ROM Compact disc storage using CD-ROMs was derived

from the same media that we use from audio
compact discs. They storage space averages around
650 to 700 MB of data per disc. They can contain
audio, data or both on the same disc. Most software
for computers is distributed on CD formats. Some
multimedia software applications may also require
the CD-ROM to be in the drive while the application
is running.

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About Files, Folders, and Disks, continued
Term Description
DVD-ROM DVD was the development for a compact digital

video format that also spun off into the data storage
arena. DVD drives in computers is used primarily for
video and not for software distributions. DVD drives
are still backwards compatible with CD formats
however.
Removable Newer removable storage devices include USB

Flash Drives Drives, Flash Drives, Pocket Drives or Thumb
Drives. If you share a computer, USB flash drives
are a great way to store personal information – use
them instead of the computer's hard drive. These
new and inexpensive storage devices all:
• weigh about the same as a car key and are
about the size of a stick of gum.
• can hold up to two gigs of data – that's over

650 three-minute songs (33 hours) recorded
as MP3s.

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Navigating Folders and Files in Windows
Introduction Files, folders, and disks are

themselves organised into a
hierarchy by system objects.
System objects organise
files, folders, and disks so
that the computer can be
used by several people and
so that you can access
resources on a network. The
top level of the hierarchy is
the Desktop.
The Desktop contains the main system objects seen in the above figure.
Navigating My Computer contains all the local

Folders disks available on your computer.
These can include the floppy disk, hard
disk(s), CD-ROM drive, and other
removable drives.
Each drive is assigned a letter. By

default, the floppy drive is usually A
and the main hard disk drive is usually
C. Each disk can contain a number of
folders. Each folder can also contain
subfolders.
Any files stored directly on the drive

(not in a folder) are said to be stored
in the root folder.
Note Hard disks can be partitioned into logical drives. If this is the case, each
partition gets its own drive letter. Also, network folders can
be mapped as a local drive. A mapped drive has the following
icon.

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Navigating Folders and Files in Windows, continued
Navigating My Computer also contains the Control Panel object, which is used to
Folders, configure Windows settings and manage printers.
continued
Finally, My Computer may also contain links to the document folders of
all users registered on the local machine (see My Documents below).
My Network My Network Places contains a list of all the computers, servers,

Places printers, and folders available to you on your computer network or over
the internet.
Recycle Bin The Recycle Bin stores files and folders that you have deleted from your
local disk(s) - usually the C drive. This allows you to undelete a file if you
erased it by accident.
My Consider that there are two classes of files and folders on your computer:
Documents those that you create yourself and those that are created by applications.
It is a good idea to store all your user data files in one place. You
can do this in the My Documents folder. This will make it easier to find
and work with them.
It is also safer to store the data files that you create away from the ones
used by applications. If you change or delete application files, software
could stop working properly.

- 162 -
My My Documents is a special folder designed to store the data files you

Documents, create. The My Documents icon on the Desktop is a shortcut link to the
continued actual folder where the files are stored. Each user of the computer has
their own My Documents folder, so the actual location of the files you
save to My Documents depends on your log on identity.
By default, this is C:\Documents and Settings\username\My

Documents, but this might have been changed by your IT systems
administrator.
My Documents is the default location for saving files in all Microsoft

Office products and for applications from many other software
manufacturers. My Documents contains several default subfolders,
such as My Pictures or My Music. You can use these to store media
files and/or create your own subfolders.
Other users' folders can often be accessed through My Computer, though

you cannot access a folder if it has been made private. Windows also
creates a Shared Documents folder, which you can use to share files
with other users of the computer.
Path Names A path is the location of a folder or file. A path is made up of the
following elements:
Drive letter - the disk on which the folder is stored. This is always
followed by the characters :\
Folder - the name of the first folder in the hierarchy. Note however, that
a file can be stored directly on a drive, in which case it is said to be
stored in the root folder of the drive (for example, C:\Windows.doc).
Subfolders - the rest of the folder hierarchy. Each folder is separated by
a backslash \
File name and extension - if the path points to a file not a folder, the
file name and extension appear at the end.

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Share Names You may also see share names. Share names are used to identify a
resource (a file or folder) on a computer network, without using a specific
drive letter. A share name is made up of a double backslash followed by
the server name (usually the name of the computer) plus the folder or
file path.
For example, a folder named data on a computer named test would have
the following share name: \\test\data
Use My You can look at your files and folders by using My Computer (accessed
Computer to from the top-right corner of the Start menu). There are several different
Browse Files types of object within My Computer as shown in the table below.
Icon Object
Hard Drive - the main disk drive inside your computer. You may have
more than one hard disk and/or a hard disk may be partitioned into more
than one drive. In this case, you will see several hard drive icons.
Removable Drive - this is usually a floppy disk, though this icon could
also indicate a backup device such as a tape drive. Many backup drives
also have their own custom icons.
CD-ROM Drive - for running CD-ROMs. You cannot save data onto CD-
ROM, but you can copy files from one. The icon may change to reflect the
CD-ROM that has been put into the drive.
Network Drive - a folder on the network connected to your computer

(mapped) so that you can use is as if it were a drive.
Folder - a folder can be created on any drive. A folder can store files and
other folders.
System Folder - folders with icons on them are special system objects,
such as My Documents or Printers.
Shared resource - an icon with a hand on it indicates that the drive or

folder is shared with other users.
Note The links to My Documents and My Network Places use the same window
but start in different folders.

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To Open an From the Start menu, select My Computer (or another

Object folder object, such as My Documents)
The My Computer window is displayed.
Your current location (the path or object name) is shown on the Title bar
and in the Address bar. Contents of the current drive or folder are shown
in the right-hand window pane. The left-hand pane contains links to
common tasks, other objects and folders, and details about the selected
icon.
Select the icon that you want to open (if the name under
the icon is underlined, you only need to point to the icon to
select it; otherwise, click the left mouse button once)
Note You can use the keyboard arrow keys to select icons. Press Tab to
switch between the two window panes.
My Computer Window

- 165 -
To Open an To open the icon, double-click it using the left mouse

Object, button (if the name under the icon is underlined, you only
continued need to click once to open the icon)
OR
From the File menu, select Open (SpeedKey: Enter )
An example of a highlighted icon:
When you open a disk drive, you can see the files and folders that it
contains. Folders can contain files, shortcuts, and other folders. The
contents of a drive or folder may be opened in the same window or in a
new window depending on how Windows is configured.
Note If you know the path or object name of the folder you want to look at,
type it into the Address box then click Go (SpeedKey: Enter ).
To Use the The toolbar contains three browsing buttons to help you navigate
Toolbar between folders.
Browse
Buttons
Toolbar browse buttons
Click Up One Level (SpeedKey: Backspace ) to go to

the next level up in the hierarchy (for example, if you are in
My Computer clicking Up One Level takes you to the Desktop)
Click Back to open the last folder you visited or click the
down arrow and pick a location from the list displayed
Use Forward to return to folders after clicking the Back

button

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To Use the The Common Tasks pane groups related commands that you might want
Common to use when viewing an object, drive, folder, or file.
Task Pane
Common Tasks Pane
Note Details about the selected icon are also displayed in the Status bar. You
can view details for any icon by pointing at it - properties will be displayed
in a ScreenTip box.
To Use the You can change the contents of the Common Tasks pane to show the
Explorer Explorer bar, Favourites, Media Player, or History.
Taskbar
On the Standard toolbar, click Folders
OR
From the View menu, select Explorer Bar then Folders

To expand and collapse levels of the hierarchy, click the Expand and
Collapse icons next to each folder or disk

- 167 -
Note
The Explorer bar only shows disks and folders - not files.
To view the contents of a folder, click it once

Any folders and files within the folder are shown in the right-hand pane.
Note To display the Common Tasks pane again, on the Standard toolbar, click
Folders.
Explorer Task Bar
Note If you prefer to use the Explorer bar, you can use the Windows Explorer
program to browse folders. This works like My Computer but displays the
Explorer bar by default instead of the Common Tasks pane. To start
Explorer, from the Start menu, select All Programs then Windows
Explorer. Alternatively, select a drive or folder icon then from the File
menu, select Explore.

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File and Folder Management
Introduction Careful file and folder management is essential if you want to use a
computer productively. As well as organising files within a suitable
hierarchy of folders and subfolders, you should also consider the
following:
Naming Files
Moving, Copying and Deleting
Backing Up Files
Scanning Files
Sharing Files
Naming Remember to use a systematic naming scheme when creating and

Files saving files and folders.
Avoid using spaces in the file name - this makes it easier to

provide a clickable link to the file. Instead of spaces, use the
underscore character (_) or SentenceCase names.
Identify the type of document, the subject, and the version in

the file name. For example, you might name a letter to David
Martin letter_martind_2003_03_18.
If you create a series of similar documents, make sure that the

name will sort appropriately. This will make it much easier to
find and open the correct file.
For example, consider the two schemes used to create a series of

workbooks to track monthly expenses. The table shows how the files would
be sorted in Windows Explorer.
Scheme 1 Scheme 2
expensesApr2003 expenses2003_01
expensesFeb2003 expenses2003_02
expensesJan2003 expenses2003_03
expensesJun2003 expenses2003_04
expensesMar2003 expenses2003_05
expensesMay2003 expenses2003_06
Because Windows does not recognise the names of months, it sorts the
files in scheme one alphabetically.

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File and Folder Management, continued
Moving, Windows makes it easy to move and copy files - for example, you can
Copying and simply click-and-drag a file icon to move it to another folder.
Deleting
Files Unfortunately, it is also easy to move a file by mistake, so it is very
important to take care when using file operations.
Windows displays several warnings when you try to delete a file, so you
have an opportunity to change your mind. Also, if you delete a file from a
local hard disk, you have the option to recover that file from the Recycle
Bin.
If you save or copy a file to a folder that already contains a file with the
same name, the existing file will be replaced (over-written). A warning
box is displayed showing the date that both files were modified on. If you
are in doubt, cancel the operation then open both files to check whether
you need to preserve both of them. If so, rename one of the files.
If a file contains confidential data, you must be careful about creating
copies of the file or sending it as an email attachment.
Backing Up It is essential to back up files and folders regularly.

Files
If you save a file to a network folder, the file should get backed up by the
network administrator.
If you keep files on your local disk, you will normally be responsible for
backing them up. You can create a backup by copying a file to a
removable disk, USB flash driver, or network folder or by using a more
automated Backup program.

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Scanning Antivirus software is must-have protection. After introducing new files

Files for to your computer (for example, by opening an email file attachment,
Viruses and copying a file from a disk, or downloading a file from the internet), you
Malware should scan the file for viruses using up-to-date Anti-virus software.
A new and even more threatening form of intrusion on your computer is

called Spyware or Adware. Also called "Malware", these are files made
by publishers that allow them to snoop on your browsing activity, see
what you purchase and send you "pop-up" ads. They can slow down your
PC, cause it to crash, and record your credit card numbers and worse. If
you're like most Internet users, chances are you're probably infected with
these files. Simply surfing the Internet, reading email, downloading
music or other files can infect your PC without you knowing it.
It is recommended that you install and regularly a good and updated

Spyware/Adware/Malware remover such as Microsoft’s free AntiSpyware
product for Windows.
Sharing Files In a workgroup, you may share access to a file with others. For
example, it is common for multiple users to access a database file at the
same time. It is also possible to work in collaboration on a document or
spreadsheet.
If an application allows simultaneous access, it will normally contain

features to prevent users from making conflicting changes to the file. If
you share a file, you should not move or delete it without getting the
agreement of other people using the file.
New Folders You can create folders on any disk drive, within another folder, or on the
Windows Desktop. You should generally use one location (such as My
Documents) in which to store the data files that you create. This makes it
easier to find and maintain your work.
If you are working on a network, you might already have folders set up
for you to use, in which case you should use the folder(s) allocated to
you.
You should make use of subfolders to organise your work further. For
example, you would create a subfolder to store all files relating to one
particular project.

- 171 -
To Create a
In the My Computer window, open the object in which to
New Folder
create the folder (for example, My Documents )
Note You can create folders on hard and floppy disks, within other folders and
in network places (if your log on ID gives you permission). You can also
create folders on the Windows Desktop (use the right-click method
described below), but it is better practice to use a defined folder, such as
My Documents.
From the File menu, select New then Folder
OR
Right-click an empty part of a folder then from the shortcut
menu, select New then Folder
OR
From the Common Tasks pane, select Make a new folder
The new folder appears with a temporary name.
Type a name for the new folder, and press the Enter key
Note Folder names can be up to 255 characters long. Use a name that
identifies the purpose of the folder accurately. Note that the following
characters are not allowed in folder names: " * : \ | / ? < >

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To Create a In My Computer, open the folder in which you want to

Subfolder
create a subfolder (for example, open My Documents)
From the File menu, select New then Folder

OR
Right-click an empty part of the folder then from the

shortcut menu, select New then Folder
OR
From the Common Tasks pane, select Make a new folder
The new folder appears within the parent folder with a temporary name.
Creating a subfolder in My Documents
Type a name for the new folder, and press the Enter key
Note Windows will not let you give the same name to two folders within the
same folder.

- 173 -
Rename a Before you rename a folder or file, make sure that what you do will not
File or Folder impact on other users. If the folder/file is shared, renaming it might
make it hard to find for other people. Also, do not forget the new name,
or you may have trouble locating it yourself.
To Change Security settings may prevent you from renaming a folder stored on a
the Name of network drive. Also, you cannot rename a file if the file has been opened
a Folder or (either by you or on someone else's workstation).
File
In My Computer or Windows Explorer, select the icon you want
to rename (Do not open it!)
From the File menu, select Rename
OR
Click on the icon with the right mouse button, and from the
shortcut menu, select Rename
OR
From the Common Tasks pane, select Rename this folder/file
OR
Click on the name of the folder/file you want to change (Be

sure to click the name of the folder/file and not its icon)
Note
The last method does not work if you are using Web Style Desktop.
Type the new name, and then press Enter
Warning If you can see the file extension at the end of a file name, DO NOT
rename or delete it. You will not be able to open the file if you do. If you
do change a file extension, you should change it back again in order to
open and edit the file.

- 174 -
Select and You can move, copy, and delete more than one folder and/or file at a time
Move by selecting several icons at once.
Multiple Files
and Folders Hold down the Ctrl key and then click each file/folder you
want to select
Note Remember that if you are using Web Style Desktop you only point to
select a file.
To Select a
Select the first file/folder in the block then hold down the
Group of
Files That Shift key and select the last file/folder
Are Next to
Each Other OR
Hold down the mouse button and drag a rectangle around the
files/folders you want to select
Using the mouse to select a group of folders
To Select All
From the Edit menu, select Select All (SpeedKey: Ctrl + A )
the Files and
Folders in
the Window

- 175 -
To Delete a Deleting a folder also deletes any files and subfolders stored within it.
Folder or File
Always think carefully when deleting data. Make sure it is what you intend
to do. While you can recover files and folders deleted from the local hard
drive, objects deleted from a network drive or removable disk cannot
usually be restored. Do not delete system folders or files under any
circumstances.
In My Computer or Windows Explorer, select the folder(s) and/or file(s)

that you want to delete
From the File menu, select Delete (SpeedKey: Delete )
OR
Click on the folder with the right mouse button and select
Delete
OR
From the Common Tasks pane, select Delete this folder/file
The Confirm Folder Delete dialogue box is displayed.
Click Yes to move the selected

folder(s) and all its contents or
the selected file(s) to the
Recycle Bin. Another warning
may be displayed if the file has
the read-only attribute set or
if it is a program or system file.
Note Files deleted from a local hard disk (normally the C:\ drive) are sent to
the Recycle Bin. You can choose to restore the file(s) from the Bin. Files
deleted from a removable drive, such as a floppy disk or a network drive
are not sent to the Recycle Bin. If you hold down the Shift key when
you select the Delete command, the file will not be sent to the Recycle
Bin.

- 176 -
Recover Data If you delete a file (or folder) by accident you can retrieve it at any time
From the from the Recycle Bin. A retrieved file will be placed back in the folder it
Recycle Bin came from and can be used in exactly the same way as if it had not been
deleted in the first place.
On the Desktop or in My Computer or Windows Explorer, open

the Recycle Bin icon.
The Recycle Bin and its contents are displayed.
Recycle Bin
Select the file(s) and/or folder(s) you want to retrieve.
Note To retrieve several files, hold down the Ctrl key while clicking each one.
From the File menu, select Restore.
OR
From the Common Tasks pane, select Restore this item.
Note If you delete a folder, any files within that folder cannot be retrieved
individually. You must restore the entire folder.

- 177 -
To Empty the Deleted files remain in the Recycle Bin until you empty it. At that point
Recycle Bin they are lost and cannot be retrieved.
Warning If your Recycle Bin is nearly full and you delete a file, it will be put in the
Recycle Bin but at the expense of existing files in there.
Double Click on the Recycle Bin icon to open it.
From the File menu, select Empty Recycle Bin.

OR
From the Common Tasks pane, select Empty the Recycle Bin.
OR
Right-click the Recycle Bin icon and select Empty Recycle Bin.
Note If you want to remove only some of the items in the Recycle Bin, hold
down the Ctrl key while clicking each item. From the File menu, select
Delete.
To Move and There are several ways to copy and move folders and files. You can use
Copy a whichever one you prefer.
Folder or File
Using Cut, Copy, and Paste
In My Computer or Windows Explorer, select the folders(s) /

file(s) you want to move or copy
To copy, from the Edit menu, select Copy (SpeedKey: Ctrl + C )
OR
To move, from the Edit menu, select Cut (SpeedKey: Ctrl + X )
The data is stored in a temporary location called the clipboard

until you paste it.
Open the folder or disk where you want to put the copy
From the Edit menu, select Paste (SpeedKey: Ctrl + V )

- 178 -
Note If you copied data you can go on to paste it in another location. If you
selected Cut you can only paste the data once.
To Move and Using Drag-and-Drop

Copy a
Drag-and-drop lets you move and copy objects without selecting any
Folder or
File, commands (you simply click-and-drag an object to a different location).
continued You can drag-and-drop a single icon or multiple icons. It does not matter
whether the icons represent folders or files or both.
In My Computer or Windows Explorer, expand the Explorer bar so

that you can see the destination folder or drive
OR
Open two windows - one showing the icon(s) you want to

move/copy; the other showing the destination folder
Select the icon(s) then click-and-drag the selection to the folder

you want to move or copy it into
Note It is quite easy to drag-and-drop an icon by mistake. If this happens

without you noticing, you may find that a file or folder is missing or (in
the case of system folders and files) that something no longer works.
Always take great care when working with files and folders in Windows.

- 179 -
To Move and
Copy a
Folder or
File,
continued
Using Drag-and-Drop
The destination folder is highlighted.
Release the mouse button.
Note If you cannot get the destination folder visible on-screen and be able to
select the icons you want to move, hovering the dragged selection over
the top and bottom of the Explorer bar makes it scroll up and down. Also,
hovering over a plus sign makes the subfolders within an object visible.
If you are not using the Explorer bar, hovering over a Taskbar button
activates that window.

- 180 -
To Move and By default, if you drag the selection to a new destination on the same
Copy a disk, it will be moved. If you drag the selection to a folder on a different
Folder or disk (for example, if you drag something from the hard disk to a floppy
File, disk), it will be copied.
continued
If you hold down a key while dragging a folder you can change the
actions as follows:
To move a folder, use Shift - the cursor appears as
To copy a folder, use Ctrl - the cursor appears as
To create a shortcut, use Ctrl + Shift - the cursor appears as
Note You can use drag-and-drop to move or copy icons to a different position
within the same folder window. Note that you cannot move icons in List or
Details views or if the Auto Arrange option is selected.
Using Cut, When you move or copy data, you need to be very careful as there is
Copy, and always a chance that you could destroy or misplace important data by
Paste making a mistake. Note the following rules that apply when moving and
Operations copying files and folders.
Carefully
You can copy a folder/file from one location to another,
because icons with the same name are allowed, provided
they are not stored within the same folder as one another.
You can make a duplicate copy of an icon within the same

folder but the folder will be re-named Copy of FileName.
A file can have the same name as a folder within the same
parent folder and the same name as another file, if the
other file is a different type.
In the example below, the data folder contains a folder, Word document,
and Excel workbook all named reports and a subfolder also named data.
In addition, the reports.xls workbook has been copied and pasted to the
same folder to create a duplicate.

- 181 -
Using Cut,
Copy, and
Paste
Operations
Carefully,
continued
Duplicate File Names within a Folder
Note In practice, it is not a good idea to give parent and subfolders the same
name as it becomes very confusing.
If you copy a folder into a folder with a subfolder that has the same name
as the one you are copying, the contents of both folders will be combined
but any files within the existing folder that have the same name and are
of the same type will be replaced.
For example, if you attempted to copy a folder named reports into the
folder above, you would be prompted to replace the contents of the
existing folder. If you do not want to do this, select No to cancel then
rename one of the folders before completing the copy operation.
Confirm Folder Replace Dialogue Box

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Using Cut,
Copy, and Similarly, if you attempt to copy a file into a folder that already contains a
Paste file of the same name and type, you will be prompted to replace the
Operations
existing file.
Carefully,
continued
Note If you do this, data in the existing file will be lost with no chance of
recovering it.
Undo a File Most Windows programs, including My Computer and Windows Explorer,
Operation have an Undo feature.
Undo lets you reverse the last action you made. For example, if you
delete a file, using Undo immediately afterwards will restore the file. You
can often undo several actions in sequence by using Undo repeatedly.
Note that some actions cannot be undone. In Windows for example,

actions performed on a removable or network drive cannot be undone.
To Undo an
From the Edit menu, select Undo (SpeedKey: Ctrl + Z )
Action

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Module 12: Starting Out, Word 2007
Objectives Launch Word

Close Word
Interact with Word
Create a new document
Type, delete, and select text
Navigate through your document using the mouse, keyboard, and
scroll bars
Use the Go To dialog
Use basic and advanced formatting
Remove formatting
Use undo and redo
Save and open files
Use the Recent Documents list
Switch between open files
Close documents
Open Help
Use the Help screen, including the search tool and the table of contents
Get help in a dialog box

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Meeting Microsoft Office Word 2007
What is
Microsoft Microsoft Office Word 2007 is the twelfth version of Microsoft’s powerful
Office word processing program. With it, you can create professional looking
Word documents of nearly any type. You can also add tables, charts, art,
2007? shapes, photos, and much more. Best of all, Word 2007’s interface is
simple and intuitive, so creating great documents is easy!
What’s
New in When you open Microsoft Office Word 2007, the first thing you will notice
Microsoft is the new interface.
Office
Word
2007?

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Other new features include:
SmartArt Word’s new SmartArt feature lets you create professional looking diagrams
quickly and easily. We created this diagram with six clicks and no typing:
Quick Styles Create a consistent, professional-looking document with eleven different style
and Themes galleries and twenty themes. Word 2007 also offers color schemes, font
schemes, and pre-defined effects to help you create your personal theme.
Improved Add sources, create citations, and produce an error-free bibliography with
Referencing Word 2007’s new referencing tools.
PDF Add-in With Word 2007, saving your file in Portable Document Format (PDF) is as
easy as downloading an add-in.
Polishing Make sure your document is perfect with the new Document Inspector,
Tools Compatibility Checker, and Mark as Final tools.
Create a Blog Become part of the hot new trend with the click of a button.
Collaborate Collaborating with teammates is easier than ever, since Microsoft Office Word
2007 has better SharePoint and Document Management Server capabilities.
AutoPreview Fonts, table styles, themes, and more, will all show you a preview as you
mouse over them, letting you see what it will do to your document before you
apply it.
These are just a few of the newest features that you’ll see in Word 2007; we’ll explore them
all as we move through the four levels of the course.

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Meeting Microsoft Office Word 2007, continued
To open Microsoft Office Word 2007, click the Start menu and place your
Launching mouse over All Programs. You should see a Microsoft Office folder inside the
Word Start menu. Hover over it with your mouse and then click Microsoft Office
Word 2007:
Note
(These steps are for Windows XP users, although most versions of Windows
are very similar. If you don’t see an All Programs folder, look for a
Programs folder.)
Meeting Microsoft Office Word 2007, continued

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Interface
Overview Now that we’ve opened Word, let’s take a look at what’s on our screen.
1 Office Menu When you click the Office logo, you will see a range of commands relating
to your document. It’s a lot like the File menu in older versions of Word.
2 Quick Although toolbars have mostly been removed from Microsoft Office Word
Access 2007, you can add frequently used commands to the Quick Access toolbar.
Toolbar

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3 Title Bar This bar displays the name of the current document you’re working on and
the program you’re working in.
4 Window To the far left of the title bar, you have buttons to minimize, maximize, or
Controls close the window.
5 Tabs These tabs each contain a different set of options. So, if you want to change
your page’s layout, just click the Page Layout tab to see those commands:
6 Help Icon Click the question mark to see the help screen.
7 Groups Each tab is divided into various parts called groups. For example, the Page
Setup group on the Page Layout tab contains all the commands you will
need to configure your page.
8 Rulers To help you line up text and objects, Microsoft Office Word has a vertical and
a horizontal ruler. (If you can’t see the rulers, use the View tab to enable
them.)
9 Editing This is where you will create your document.

Window
10 Scroll Bar Use this bar to scroll up and down in your document.
11 Status Bar This bar at the bottom of your screen has commands for word count, spell
check, and view controls.

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Interacting with Word
We talked a little bit about the different ways to use the different parts of the interface
above. Now, let’s break down different types of action items and see how we can interact
with Word. As examples, we are going to refer to some concepts we haven’t covered yet, so
try to focus on the action item rather than its possible applications.
Icons Just like icons on your desktop, Word icons are small buttons
with pictures that represent actions. When you click the
button, that action will happen. For example, you could click
the Date and Time button on the Insert tab and a dialog
would open allowing you to choose a date and time format to
insert.
One great thing about icons is ScreenTips. If you put your

mouse over an icon, a small box will pop up telling you what
it does, like this:
This can be really useful if looking at an icon doesn’t tell you

what it does.

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Interacting with Word, continued
Drop-down menus You can use these menus to pick from a number of choices.
With some menus, you can type in your choice. A good
example is the Font menu on the Home tab. You can click
where it says Calibri and type in a font name, or you can click
the drop-down arrow and then click on an item from a list of
values.

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Interacting with Word, continued
Expanding Some menu items have a right-facing arrow beside them. This means
menu items that once you click on (or put your mouse over) that item, an additional
menu will show up (expand).
Checked Some items on the tab may have a check next to them.
items
This means that the item is turned on or enabled. If it has a check,

normally you can turn the command off by clicking it, which will uncheck
it. (In the sample above, we could disable rulers by clicking it.) Other
items can’t be unchecked; you must pick another item to switch it.
Once you have Word open, there are a few ways to close it. The first is
using the X in the top right hand corner.
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Closing
Word,
Continued
You can also click the Office logo in the top left hand corner and then
click the Exit Word command.
Note If you try to close Word and you haven’t saved the document that you
have been working on, you will be prompted to do so.

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Creating a Document
Now that we know a little bit about using Microsoft Office Word 2007, we’re going to start
creating a document.
When you open Word, it creates a new document and names it Document 1
Creating (visible on the title bar).
a New
Document
If you want to create another new document, click the Office menu and click
New.

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Creating a Document, continued
There are many options in the New Document window; for now, choose
Creating a Blank Document and click Create.
New
Document,
Continued
You will then see a new document, named Document 2.
Typing
Text Once you’ve got a blank document, what do you do with it? You type in it!
When you type on the keyboard, you will see the letters appear at the
position of the flashing cursor.
You can click within text you already typed to add, change, or delete
words.

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Just remember that that’s all there is to entering text in a document: click
and type!
There are several ways that you can delete text. The most common way
Deleting is to use the Backspace key to remove items to the left of your cursor, or
Text use the Delete key to remove items to the right of your cursor.
You can also use the cut and select tools to remove text, which we’ll
discuss later.
Selecting text simply means to highlight or identify text. Using your

The Basics mouse is the most common way of selecting. First, place your mouse to
of one end of the part of text you want to select. Then, hold down your left
Selecting mouse button and drag your mouse over the text you want to select.
Text
Once you’ve completed these steps, the text will appear highlighted
(usually with blue), like this:
You can see how the cursor changes to an I-Beam to let us know that we
can select.
Once text has been selected, any changes you make will be applied to the
entire selected portion. For example, if you press the Delete key, the
selected portion will be removed.
You can select a whole word, a phrase, a paragraph, a page, or even a

whole document. You can also select any part of these levels (for
example, the first two lines of a paragraph).

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Navigating in Your Document
Now that we know how to create a document, we’re going to learn how to navigate through it
using the mouse, keyboard, scroll bars, and the Go To dialog.
To navigate using your mouse, simply click where you want to place your
Navigating focus.
Using the
Mouse
This usually only works if text is already in the location that you’re clicking,
although there are some special places that you can click, like the exact
middle of a blank page.
Navigating using the mouse is fine if all your text is on one screen, but the
Navigating document in the sample above has many pages. Luckily, you can also
Using the navigate using the scroll bar on the right hand side of the screen. Simply
Scroll Bars place your mouse over the small rectangle in the scroll bar; this indicates
your current position in the document. Then, click it and drag it up or down to
where you want to go.

- 197 -
Navigating in Your Document, continued
Navigating
Using the
Scroll
Bars,
Continued
You can also click the up and down arrows at the top and bottom of the
scroll bar to move one line at a time.

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You can also use keyboard shortcuts to navigate. Between the part of the
Navigating keyboard which contains all the letters and the number pad, you should see
Using the a module with Insert, Home, Page Up, Delete, End, and Page Down keys.
Keyboard Four of these keys have special functions:
Page Up Goes up one page.
Page Down Goes down one page.
Home Goes to the beginning of a line.
End Goes to the end of the line.
All of these movements depend on where your cursor is when you press the
button. You can also use the Ctrl key with the Page Up or Page Down keys
to go to the very beginning or the very end of the document, respectively.
A more precise way of navigating is using the Go To dialog. There are three
Using the ways to open this dialog. The first is by clicking the arrow next to the Find
Go To button on the Home tab and clicking Go To:
Dialog
The other way is by clicking the page count in the status bar (at the bottom
of the Word screen).

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You can also use the Ctrl + G shortcut.

Using the
Go To Any of these actions will open the Go To dialog box. By default, Page is
Dialog, selected from the list on the left. All you have to do is type the page number
Continued in the text box and click Go To.
Doing More with Your Document
Now that we’ve got the basics of creating documents down, we’re going to learn some
advanced tricks, including applying formatting, removing formatting, and using Undo and
Redo.
The next part of working with text is applying formatting. The basic
Using Basic formatting types are:
Formatting

- 200 -
Doing More with Your Document, continued
Here’s how you can apply each of these formats. First, select your text.
Then, follow the steps for the type of formatting you want to apply:
Bold: Click the bold button ( ) on the Home tab or press Ctrl + B.
Italics: Click the italics button ( ) on the Home tab or press Ctrl + I.
Underline: Click the underline button ( ) on the Home tab or press
Ctrl + U.
Using Basic
Formatting,
You can also click the format command to turn it on before you type text.
Continued
Then, type your text. In the following image, note how the underline button
is orange, indicating it is active.
Now, click the format command again to turn it off.
You can also combine effects by turning multiple effects on:

- 201 -
Using Basic
Formatting,
Continued
There are a lot more effects you can use, but we’ll save those for another
lesson. Bold, italics, and underline are the three you will use the most
often.
You will find three other effects on the Font module of the Home tab. From
Using left to right, they are strikethrough, subscript, and superscript.
Advanced
Formatting
Here is what they look like.
Their application is the same as the basic effects: select text and choose
your formatting, or turn the command on, type text, and turn the
command off.
You will find the Undo and Redo commands on the Quick Access toolbar.
Using Undo
and Redo
These commands let you undo or redo your previous actions. Take a look
at this text, which we just typed.

- 202 -
If we click the Undo button ( ), the text will be removed.
If we click the Redo button (which in this case is a Repeat arrow: ) the
text will be repeated:
You can also click the down arrow beside the Undo button to undo several
actions. Take a look at this text.
Using Now, let’s click the drop-down arrow by the Undo button.
Undo
and
Redo,
Continued
Here, we can see a list of our recent actions, from most recent to oldest.
We can now select the actions that we want to undo.
In this example, we’re going to undo all the formatting that we performed on
the text. Once we click the last action we want to undo, we’ll see the results.
Note that the Undo and Redo commands aren’t always available. For
example, you can’t undo saving a file. You also can’t redo some actions, such
as deleting text.
- 203 -
We just used Undo to clear all the formatting from our text. However, you
Removing can only redo sequential actions. This means that if we had typed text or
Formatting performed some other action after formatting the text that action would
also have to be undone to remove the formatting.
Luckily, there is an easier way to remove formatting. One way is to select

the formatted text and click the formatting command on the Home tab to
remove it.
The other way is to select text and click the Clear Formatting button ( ) in
the Font module of the Home tab.

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Working with Your Document
So far, we have learned how to create documents, but we have been creating documents
from scratch. That’s really not practical! Let’s take a look at how to open, save, close, and
work with Word documents.
To save a file for the first time, you can click the Save icon on the Quick
Saving Access toolbar, press the Ctrl and S keys, or click the Office menu and click
Files Save. Any of these options will open the Save As dialog:
At the top of the window, you can choose a location to save your file. (You
can also use the shortcuts on the left hand side of the window.) At the
bottom, enter a file name. (You can also choose a file type; for now, we will
stick with the default Word document type.) Once you’re ready, click Save.
Once you have saved a file in this way, you can use the commands
mentioned above (Save icon on the Quick Access toolbar, Ctrl and S keys,
or Office menu and Save) to update the saved file. (You won’t need to enter
the file name, location, or type again. If you want to save the file with a
different location, name, or type, press the F3 key or use the Office menu –
Save As command. This will re-open the Save As dialog.)
There are a few ways to open Word documents. The first is to find the file
Opening and double-click it.
Files

- 205 -
Working with Your Document, continued
Opening
Files, From within Word, you can click the Office menu and click Open or use the
Continued Ctrl + O shortcut. This will launch the Open dialog.
This dialog works much the same as the Save As dialog. Select a location
from the top or the pane on the left, click a document to select it, and then
click Open.
You will then see the file open in Word.
After you have opened a file and edited it, you can use any of the basic save
commands discussed in the last lesson to update the original file.

- 206 -
Another way that you can open files is via the Recent Documents list. If
Using the you click the Office menu, you will see a list of recently opened
Recent documents on the right hand side.
Documents
List
You can click any of these documents to open them. You can also click
the pin icon to keep the document in the list. This is useful if you often
use a particular document and want to make sure it’s always accessible.
To unpin the document, simply click the pin again.
If you have several Word documents open at once, there are a few
Switching ways to switch between them. From within Word, you can click the View
Between tab and click the Switch Windows command. Then, click the file that you
Open Files want to work with. (The checked file is the one currently active.)

- 207 -
Switching
Between
Open Files,
Continued
You can also click the icons on the Windows taskbar to switch between
files. (The icon that is a darker color is the currently active file.)
To close a document without closing Word, click the Office menu and
Closing Files click Close.
Or, you can right-click on the taskbar icon and click Close.

- 208 -
Closing
Files,
Continued
You can also use the Alt + F4 shortcut.
Note
Remember that if you close a document without saving it, you will be
prompted to do so.

- 209 -
Getting Help in Word
By now, you’ll have noticed that there are an awful lot of things that you can do with
Microsoft Office Word 2007. No matter how many books you read or how many courses you
take, it’s virtually impossible to memorize everything. Luckily, Word comes with help files so
that you can find quick, accurate answers to your questions.
To open Help, click the question mark in the top right hand corner of the
Opening Word screen or use the F1 shortcut.
Help
When you open Help, here is what you will see:

Using
the Help
Screen
In the top right hand corner, you have minimize, maximize, and close
buttons, just like you do in the main Word screen.

- 210 -
Getting Help in Word, continued
At the top of the window, you have a title bar, toolbar, and search
box.
Using
the Help
Screen,
Continued
In the main part of the window, you have a list of help topics and a scroll bar.
You can click on any of these topics to view that help information.
At the bottom of the window, you have a status bar showing where Help is
searching.

- 211 -
Earlier, we noted that there is a toolbar at the top of the help screen. Let’s
The Help take a look at the commands.
Toolbar
Back Go back through the visited help pages.
Forward If you went back too far, click forward to

advance through your history.
Stop Will stop loading a particular help topic.
Refresh Will reload the current help topic from Office

Online.
Home Will return to the Help welcome page.
Print Prints the help topic you are currently

viewing.
Increase/Decrease Makes the font larger or smaller.

Font Size
Table of Contents Lists all the different help files into

categorized modules.
Pin on Top The help file is contained in its own separate

window. If this icon is set to be pinned on top
Not on Top ( ), then any time the Word window
becomes active the help file will always be
‘pinned’ on top. If the Help file is set to not
on top, it will only be on top if you
specifically click the Help file’s button on the
Windows taskbar.
Add/Remove Finally, clicking the small pull-down arrow in

Buttons the right-hand side of the window will let you
add or remove icons to the navigation bar.
Click the pull-down arrow, point to Add or
Remove Buttons, point to Standard, and then
click an option to check or uncheck it.

- 212 -
To search for help, simply type what you’re looking for into the search
Searching box and click Search.
for Help
You will then see a list of links. Find the link you’re searching for and click
it to display it.
The result will then appear for you to read. Remember, you can use the
back, forward, and home buttons on the help toolbar to help you
navigate.

- 213 -
Searching
for Help,
Continued
If you would like, you can customize your search using the Search drop-
down menu. Simply click the arrow next to the Search button and choose
an option.

- 214 -
Many of the resources in Microsoft Office Word 2007 are focused on the
Online Internet, and help is no exception. Most of the results are pulled from the
Help vs. Internet, giving you the latest information. Although your results will be much
Offline more limited, you can choose not to use Office Online. Simply click the
Help connection menu in the status bar of the help screen and choose “Show
content only from this computer.”
If you do not have an Internet connection, Microsoft Office Word should

change this option for you automatically
Note
If you would prefer to navigate through Help using a more traditional method,
click the Table of Contents button ( ) on the Help toolbar. Your Help screen
Using the will then look like this:
Table of
Contents
Note that we still have a lot of the same elements: a search box, window
controls, a toolbar, links to click, and a status bar.

- 215 -
To start, you can click any of the links in the right hand pane.
Using the
Table of
Contents,
Continued
As you click these links, the tree structure on the left hand side will change to
show you where you are.
To navigate through the table itself, simply click on topics to expand them, and
then click the link to view the topic.

- 216 -
Using the
Table of
Contents,
Continued
Here is what the different icons mean.
Closed Book Click the book to expand the list of topics.

( )
Open Book ( ) Click the book to collapse the list of topics.
Help Topic ( ) Click the title to view the help topic.

- 217 -
Using the Let’s look at an example. Let’s say we want to get help on printing
Table of envelopes. First, we’ll scroll down in the list and click Saving and Printing.
Contents,
Continued
Now, we can narrow down the items to envelopes and labels by clicking
that category.

- 218 -
Next, we can choose a more specific topic.
Using the
Table of
Contents,
Continued
Now we’ll have steps to follow!

- 219 -
Some of Microsoft Office Word’s features are accessed via dialog boxes, which
Getting we haven’t really discussed yet. However, you should know that in some
Help in a dialog boxes, you will see a help icon in the top left hand corner.
Dialog
Box
You can click this icon to view help specific to that topic. For instance, above
we had opened the Paragraph dialog, so the help topics will be focused on
paragraphs.

- 220 -
Module 13: WORD 2007 Interface
Objectives Use the Office menu

Use the Status Bar
Use the Mini Toolbar
Use dialog boxes
Use right-click menus
Use keyboard shortcuts
Use the Quick Access toolbar
Add buttons to and remove buttons from the toolbar
Move the Quick Access toolbar
Use the Options dialog to customize the toolbar
Use tabs, groups, and option buttons
Minimize the tab
Use the Home tab
Use the Insert tab
Use the View tab

- 221 -
Getting Acquainted
As we learned in the last module, one of the biggest changes in Microsoft Office Word 2007 is
the interface. In the last module, we got some experience with the interface as we learned
how to use Word. In this module, we’ll focus entirely on the new interface. We’ll start with
learning how to use some components of the Word screen.
Using the In the last module, we used the Office menu to open, close, and save
Office Menu files.
Using the Office menu is easy: click the Office logo, point to the command
that you want, and click it.
For example, if you wanted to close Word, you would click the Exit Word
option.

- 222 -
Getting Acquainted, continued
Using the
Office
Menu,
Continued
The menus that have a right-facing arrow will offer you more choices in the
pane on the right when you hover over them. For example, if we hover our
mouse over Save As, we will get a menu of options:

- 223 -
We can click Save As to open the Save As dialog, or we can choose one of the other options.
Here’s a quick overview of all the choices in the Office menu.
New Click this option to see the New Document screen, where you can create a
blank document or work from a template.
Open Open a Word document.
Save Save the current file.
Save As Click the Save As option to open the Save As dialog, or choose a specific
format from the list on the right.
Print Click the Print option to open the Print dialog, or choose another option
from the menu on your right.
Prepare Hover over the Prepare option to see a menu of tools to polish your
document, including the Document Inspector, Compatibility Checker, and
Document Properties.
Send Send your document via e-mail or fax.
Publish Publish your document to a blog, document management server, or

SharePoint workspace.
- 224 -
Close Close the current document.
Word Opens the Options dialog, where you can configure how Word works.
Options
Exit Word Close Microsoft Office Word 2007.
The status bar is the information bar at the bottom of the screen. Let’s take a
Using closer look at it. Remember, this is just an overview, so don’t worry if you’re not
the familiar with these tools yet.
Status
Bar
Page Count Shows you what page of the document you are in. Click this area to open
the Go To dialog.
Word Count Shows you how many words the current document has in it. Click this
area to open the Word Count dialog, a detailed count of items in your
document.
Proofing This book icon indicates whether or not there are spelling errors in your
Tools document. Click the icon to do a spell check.
Macro Status This icon shows whether a macro is recording, playing, or paused. Click
the icon to record a macro. (Macros will be covered in our Expert
manual.)
View Controls Use these buttons to change views. (We will discuss views at the end of
this manual.)
Zoom Slider Use this slider to zoom in or out of your document. (We will discuss how
to use the slider at the end of this manual.)

- 225 -
Using
the In our last module, we learned how to type and select text. You may have
Mini noticed the mini toolbar pop up as you were doing so:
Toolbar
This toolbar contains the most popular formatting commands, some of which
we’ve already discussed. Let’s take a look at each command.
Change the font type and size.
Use these buttons to nudge font size up or down.
Apply a style to the current text.
Toggles Format Painter on and off.
Bold text.
Italicize text.
Center text.
Highlight text.
Change font color.
Indent or outdent text.
Click this button to apply default bullets, or click the down arrow
to choose a different style.
Applying formatting from the mini toolbar is the same as applying it from the
Home tab: click to turn the formatting on, type text, and turn the formatting
off; or select text and apply formatting.

- 226 -
Some of Microsoft Office Word 2007’s features are accessed through
dialog boxes. (We will look at how to open dialog boxes in the next
Using lesson.)
Dialog
Boxes Let’s take a look at a common dialog box: Fonts.
Let’s look at the different elements in a dialog box.
Tabs Dialog boxes can contain options for different items. Click the tabs
(usually at the top of the screen) to change the options that you
see.

- 227 -
Drop- Just like tab drop-down menus, you can type in the box or click the
down down arrow to choose from a list of values.
menus
Check If an item is checked, it means it’s enabled. If the item is unchecked,

boxes it’s disabled. Click the checkbox to change this status.
Radio Use these buttons to choose from a list. Like check boxes, click to
buttons change the item that is in use. Normally, only one item from the list
can be selected.
Text These boxes must be filled out by typing in them.

boxes
Buttons Some buttons open more dialog boxes and allow you to specify
advanced settings.
OK and In any dialog box, you can click OK to save your changes. You can
Cancel also click Cancel to discard your changes. Some dialog boxes also
Buttons have an Apply button so you can apply your changes before making
more changes or without having to close the window.

- 228 -
As you become more and more familiar with Word, you’ll discover that there are
Using many ways to do things. We’ve already learned that we can apply formatting
Right- from the Home tab or from the mini toolbar.
Click
Menus Another way to perform actions is by right-clicking. When you right-click, menus
are contextual, which means they change depending on what you’ve right-clicked
on. Using a right-click menu is as easy as clicking on the command you want!
Let’s take a look at an example. Here, we’re right-clicking on regular text:
We have lots of commands for text, including changing the font, paragraph,
style, and more.
If we select a table and right-click on it, however, we get a very different set of
options.

- 229 -
As you can see, some of the basic options (like cut, copy, and paste) are
still the same, but we have additional formatting options (such as Merge
Cells) that wouldn’t apply to regular text.
Another way to implement commands in Word is by using shortcut keys.

Keyboard Shortcut keys are when you press a key (or sometimes a combination of
Shortcuts two or even three keys at once) to perform an action instead of clicking
on the icon or finding its toolbar command. Sometimes you can see this
shortcut in the icon’s ScreenTip.
There are hundreds of shortcuts in Word, but here’s a list of the most
common ones:
Open a new document Ctrl + N
Save a file Ctrl + S
Open a file Ctrl + O
Print a document Ctrl + P
Close Word Alt + F4
Select All Ctrl + A
Copy text Ctrl + C
Cut text Ctrl + X
Paste text Ctrl + V
Find text Ctrl + F

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Align text to centre Ctrl + E
Align text to left Ctrl + L
Align text to right Ctrl + R
Justify text Ctrl + J
Increase font size Ctrl + Shift +

.
Increase font size Ctrl + Shift +

,
Undo last action Ctrl + Z
Redo last action Ctrl + Y
Check spelling or F7
grammar
Get Help F1
The Quick Access Toolbar

Although toolbars have mostly been done away with in Microsoft Office Word 2007, we do
have the Quick Access toolbar. This toolbar is right next to the Office menu. It’s a place to
store your most frequently used commands, to save you from hunting around in the tabs. In
this lesson, we’re going to learn all about the toolbar!
By default, there are three icons on the toolbar.

Using the
Toolbar
From left to right, they are Save, Undo, and Redo/Repeat. Using the
toolbar is as easy as clicking the icon!

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The Quick Access Toolbar, continued
The point of the Quick Access toolbar is to provide quick access to the
Adding and commands you use most, so it makes sense that you can customize it. To
Removing add buttons to the Quick Access toolbar, click the drop-down arrow next to
Buttons it.
Then, click any commands you want to add to the toolbar. If a command
has a check by it, it means it’s active and on the toolbar. To remove a
command, simply click it to remove the check.

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You can also right-click almost any command and click Add to Quick Access
Adding and Toolbar.
Removing
Buttons,
Continued
Moving the If you like, you can use the drop-down menu to move the Quick Access toolbar
Quick below the tab:
Access
Toolbar
Here’s what it will look like after you move it:
To move the tab back to its original place, click the drop-down arrow and click
Show Above the Ribbon.

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Moving the
Quick
Access
Toolbar,
Continued
You may have noticed that the list of options in the Quick Access toolbar’s
Using the drop down menu was pretty limited. For advanced customization options,
Options click the More Commands item.
Dialog to
Customize
the Toolbar
This will open the Customize tab of the Options dialog.

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There are several things you can do with this dialog. You can easily add
Using the buttons by selecting a category from the list at the top, choosing a
Options command, and clicking Add.
Dialog to
Customize
the Toolbar,
Continued

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Or, you can remove buttons by selecting them from the list on the right
and clicking Remove. You can also use the arrows to change the button’s
position in the list.

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You will also find commands to show the toolbar below the ribbon and to
reset the toolbar to its default state.

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Tabs and Groups
Now that we know how to use some of the elements of the Word screen, it’s time for the big
stuff: tabs and groups. Tabs and groups form the core of the new Office interface, so it’s
important that we really understand how they work before we look at the individual tabs and
commands.
By default, Microsoft Office Word 2007 has seven tabs:

About
Tabs
As you know, each tab has its own set of commands. So, if you wanted to
change your view, you would click the View tab to see those commands.
As well, you will see special tabs appear when you create certain objects, such as
drawings or tables.
We will discuss these tabs in general in the next module and in depth as we
encounter them.
Each tab is composed of groups of commands. For example, the Home tab has
About Clipboard, Font, Paragraph, Styles, and Editing commands.
Groups
These separations are useful as it helps you quickly and easily find commands.

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Tabs and Groups, continued
Some groups will have a small button in their bottom right hand corner.
About
Option
Buttons
Clicking this button will open a dialog box with more features related to the group. In the
example above, clicking the small arrow would open the Font dialog.
If you would like, you can hide the commands and just leave the tabs.
Minimizing
the Tab
This way, you can click on the tab to display commands, but once you click the title bar or
the editing window, the tab goes back to minimized.
To minimize the tab, simply click the drop-down arrow next to the Quick Access toolbar and
click Minimize the Ribbon.
To restore the tab, click the Quick Access toolbar menu again and click Minimize the Ribbon
again.

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The Home Tab
Now that we know how to use the different parts of the Word interface, we’re going to learn
about the Home tab. This is probably the tab you will use the most often. Remember that
we’re not expecting you to understand all of these commands. This is just so that you know
where to find commands when you go to use them.
The first group of the Home tab is the Clipboard module.

Clipboard
Commands
This offers options to cut, copy, and paste text, and to use the format
painter. It also features an option button to open the Office clipboard. We
will learn about all of these tools later on in this course.
The next group is one that we have already worked with: Font.
Font
Commands
This group contains commands to change the appearance of your text.

We have covered most of these options already; we will cover the rest of
the options later on in this manual.
You can also click the option button to open the Font dialog, which is a
one-stop shop for most font settings.

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The Home Tab, continued
Our third group contains paragraph tools.

Paragraph
Commands
With this group you can indent, align, and justify paragraphs; create
bulleted and numbered lists; change spacing; add borders and shading;
sort text; and view special characters. (We will talk about some of these
tools later on.) You can also click the option button to open the Paragraph
dialog.
Our fourth group is devoted to the styles available in Microsoft Office Word
Styles 2007.
Commands
Styles are preset formatting that help you keep your document consistent.
Instead of having to remember what formatting you used for titles, you can
simply use the pre-built styles. Later on in this manual, we will talk about
how to apply these styles. (We will save our in-depth discussion for the
Advanced manual.)
Our last group focuses on editing.

Editing
Commands
These options let you find and replace text, as well as select objects.

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The Insert The next tab we are going to look at is the Insert tab. When you have
Tab mastered creating basic documents, this tab will help you add other
elements to your document, such as charts, pictures, cover pages,
headers, and footers.
Don’t worry about the application of the commands right now. We will
practice some of the basics in the step-by-step exercise, but we will get in
depth into each element later on.
Our first group is Pages.

Pages
Commands
As you might expect, this group lets us add a cover page, a blank page, or
a page break to our document.
Our next group is Tables.

Tables
Commands
This command expands into a menu that lets you draw a table, insert an
Excel spreadsheet, or add a pre-defined table.

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Tables
Commands,
Continued
I think this next group is the most exciting. It lets us add illustrations to
Illustration our document. Even better, Word’s graphic features are vastly improved
Commands over older versions.
As you can see, you can add pictures, ClipArt (images included with
Office), shapes, SmartArt (diagrams), and charts to your document. We
will experiment with some of these features in the Step by Step
exercise.
The fourth group of the Insert tab lets you create links to Web sites
Link (called hyperlinks) and other places in your document (bookmarks and
Commands cross-references). We are going to save these features for the more
advanced phases of the course.

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Headers and footers are the text at the top or bottom of each page,
Header and respectively. This group lets you add a header, a footer, or simple
Footer page numbers.
Commands
The great thing is, when you click one of these options, you have a
menu of preset choices waiting for you. That means you can add a
header, footer, or page number with just two clicks!

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Our next group contains a variety of items.

Text
Commands
Let’s take a look at each item.
Text Box Like headers and footers, you can click the Text Box command to
choose from a menu of stylish text boxes. (You can also draw a
blank text box.)
Quick Parts Insert building blocks, document properties, and more.
WordArt Turn words into art!
Drop Cap Create a larger capital letter at the beginning of a paragraph.
Signature Line Add a signature line to your document.
Date and Time Insert the current date and time into your document.
Object Insert another file into your document.
Our last module of the Insert tab lets us add symbols and equations to our
Symbols document.
Commands
When clicked, each item will display a menu of choices.

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You can see that inserting a complicated equation is as easy as two

clicks!

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The View Tab
The last tab we’re going to look at is the View tab. As you might imagine, this tab will allow
us to view our documents in different ways. Like the other tabs, right now we’re just going to
give you an overview of the commands. We’ll delve deeper into each command later on in
the manual.
This module of the tab gives you different ways to view your document.
Document
Views
Commands
All you have to do is click the view you want. Each view is pretty self
explanatory; you can see your document as it will appear on paper
(Print Layout), Full Screen, as it will appear on the Web, in an outline
format, or in a draft format (which will show less features). We will look
at each view more closely later on in this manual.
This group lets you easily customize your Word screen.

Show/Hide
Tools
If an item is checked, that means it’s visible on the screen. If it’s

unchecked, it’s currently hidden. We’re going to take a look at using
each of these elements later on in this manual. For now, feel free to
check and uncheck these items and see what the effect is.

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The View Tab, continued
Our next group lets us zoom in and zoom out of the page.
Zoom Tools
The first button will open a Zoom dialog which will let you choose
specific Zoom settings. (We will take a look at this dialog later on.) The
next button will automatically set your zoom level to 100%. The next
three buttons will zoom to show one page, two pages, or the page
width. All you have to do is click to zoom!
This module of the View tab will let us control how our windows are
Window arranged.
Commands
With the first column of commands, you can create a new window,
arrange windows, or split the current window. With the second column
of commands, you can view documents side by side and control how
they appear. The last command is Switch Windows, which we already
looked at; it lets you switch between open documents.
The last button on the View tab lets you open the Macros dialog box. If
Macro you click the drop-down arrow, you will see a menu related to macros.
Commands
Macros let you record or code a series of commands so that you can
perform a number of actions with just a few clicks. We’re going to cover
this topic in our Expert manual.

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The Page Layout Tab
In our last module, we went over the basics of the new interface and discussed the three
tabs that you will probably use most often. In this module, we’re going to take a look at the
other four tabs and see what commands they offer. We’ll start out with the Page Layout tab.
Themes are greatly improved in Microsoft Office Word 2007. This group
Themes of the Page Layout tab will let you choose an overall theme for your
Commands document, or choose a color, font, and effects theme separately.
We will experiment with themes in the practice exercise, but we won’t

look at them in depth until the Intermediate manual.
This group will let you control every aspect of your page.
Page Setup
Commands
We’re going to look at it in depth at the end of this manual, but in

summary, there are options for margins, orientation, page size, page
columns, page breaks, line numbers, and hyphenation.
As you might expect, this group controls what goes on your page,
behind your text.
Page
Background
Commands
You can choose a watermark, a solid color, or a page border.

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The Page Layout Tab, continued
This group is like the Paragraph group on the Home tab, except it has
Paragraph fewer options.
Commands
You can control paragraph indent or spacing. You can also open the
Paragraph dialog using the option button in the bottom right hand corner.
You will also see special tabs open when you create a header or a footer
Header and (such as page numbers).
Footer Tools
The Header and Footer Tools Design Tab lets you control the appearance,
content, and alignment of the text that appears on the top and/or bottom
of every page.
To show the Developer tab, click the Office menu and click Word Options.
Developer
Tab
Then, in the Popular module, click “Show Developer tab in the ribbon.”

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The Page Layout Tab, continued
Developer
Tab,
continued
Click OK. You will now see the word Developer in the tabs. Click it to see
Developer commands.
This tab contains advanced commands for coding languages (such as XML and
Visual Basic), creating macros, developing forms, and restricting document
access. We will discuss all of these commands in the Expert manual.

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Module 14: Creating Documents
Objectives Create blank documents

Create documents from templates and from existing documents
Select text using the mouse, keyboard, and Home tab
Cut, copy, and paste text
Move text by dragging and dropping
Use the Office clipboard
Find and replace text
Use the Format Painter
Add drop caps to text
Apply a Quick Style to text
Align and justify text

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Creating a New Document
In our last two modules, we focused on using the interface to do a variety of tasks. In this
lesson, we’re going to focus on the number of ways that you can create a new document.
We discussed creating a blank document in our very first module; let’s go

Creating a over it once again.
Blank
Document You already know that when you open Word, it creates a new document
and names it Document 1 (visible on the title bar).
If you want to create another new document, click the Office menu and
click New.

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Creating a New Document, continued
Creating a There are many options in the New Document window; for now, choose
Blank Blank Document and click Create.
Document,
Continued
You will then see a new document, named Document 2.

- 254 -
To create a document from a template, click the File menu and click
Creating a New.
Document
from Local
Templates
In the New Document dialog, choose Installed Templates from the list
on the left.

- 255 -
Creating Then, from the pane in the middle, choose a template and click Create.
a
Document
from
Local
Template,
continued
The document will now be in Word, ready for you to customize.

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If you have access to the Internet, you can choose a template from
Creating a Microsoft Office Online.
Document
from Online
Templates
Simply click a category from the list.

Then, click a category from the pane in the middle. Next, click a template
from the pane in the middle and click Download.

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Creating a You may have to validate your copy of Office. Then, the template will download
Document and appear in Word.
from
online
Templates,
continued
To create a new document from an existing document, click the From Existing
Creating command in the pane on the left of the New Document dialog. (Remember that
Documents you can open this dialog by clicking the File menu and clicking New.)
from an
Existing
Document

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Then, browse to the document that you want to work off of.
Creating
Documents
from an
Existing
Document,
continued
The document will then appear in Word. As you can see below, the
document itself has not been opened; a new document has been created
from it.
You are now free to modify this file without affecting the original file.
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Once you have downloaded or opened templates, you will see a Recently
Using the Used module in the New Document window.
Recently
Used
Templates
Area
Rather than hunting for the template all over again, you can simply click
the template from this list and click Download.

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Selecting Text
At the very beginning of this manual, we learned how to select text with the mouse. Now
that we’re creating longer, more complicated documents, you’ll want some faster, easier
ways to select. That’s what we’re going to cover in this lesson.
We already know that we can use the mouse to click and drag over
Selecting Text text to select it. When text is selected, the text will appear highlighted
with the Mouse (usually with blue), like this:
Remember, once text has been selected, any changes you make will
be applied to the entire selected portion.
Did you know that you can use the keyboard to select text too? This
Selecting Text can be a much quicker way of selecting items once you get used to
with the Microsoft Word. For most of these methods, we’ll be using the special
Keyboard keys in the middle of your keyboard (Home, End, and the Arrow
keys).
Here’s a list of how to select different items:
Select a letter to the left of your Shift + Left Arrow

cursor
Select the letter to the right of Shift + Right Arrow

your cursor
Select text from your cursor to the Ctrl + Shift + Right

beginning of a word Arrow
Select text from your cursor to the Ctrl + Shift + Left Arrow
end of a word
Select from your cursor to one Shift + Up Arrow

line above
Select text from the position of Shift + Down Arrow

your cursor to one line below
Select text from your cursor to Shift + Page Up

one page above
Select text from your cursor to Shift + Page Down

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one page below
Select text from your cursor to the Shift + Home

beginning of the line
Select text from your cursor to the Shift + End

end of the line
Select text from your cursor to the Ctrl + Shift + Up Arrow

beginning of the paragraph
Select text from your cursor to the Ctrl + Shift + Down

end of the paragraph Arrow
Select an entire document Ctrl + A
We can also use the Editing group on the Home tab to select text and
Selecting objects. Simply click the Select button and click what you want to select.
Text and
Objects
with the
Home Tab
You can choose to select all the text in the document, or to select text
with similar formatting. (The Select Objects command is for pictures and
other graphics; we’ll discuss it in a later manual.)
Once you get good at selecting text, you’ll find all kinds of ways to make
Tips and selecting text easier. Here are a few tips and tricks to get you started:
Tricks

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Selecting Text, continued
Tips and If you have a block of text selected and you start typing, the
Tricks, selected text will be erased and your new text will replace it.
continued You can select a block of text and drag and drop it into anywhere
in your document. (We’ll talk about this more in a moment.)
You can select any level of text (letter, word, phrase, paragraph,
page, a document, or parts thereof) and manipulate it. This means
you can bold a single letter the same way you would an entire
document.
You can double-click a word to select it. Triple-click to select the
whole paragraph.
If you want to delete a portion of text, you can select it and hit
either the Backspace or Delete keys on your keyboard rather than
cutting it.
You can cut or copy a portion of text and then paste it in a
separate document or word processing program (like Notepad or
WordPad, which come with Windows).
You can select different parts of text by selecting the first part,
then holding the Ctrl key with your mouse and selecting another
part.
You can select a large portion of text by selecting the first word,
then holding the Shift key and selecting the last word. (This
sounds really abstract, but we’ll practice it in a moment.)
To deselect text, just click anywhere in your document.
Moving Text
Now that we’ve got a good grasp on selecting text, we’re going to look at moving text
around. In this lesson, we’ll look at using cut, copy, and paste; drag and drop; and find and
replace.
Cut, copy, and paste are fundamental skills.

Cutting,
Copying, You should cut text when you want to move it from one location to
and Pasting another, or when you want to remove text that you may need later. To
Text cut text, select the text first. Then, click the Cut button ( ) on the Home
tab. (You can also right-click on the text and click Cut or use the Ctrl + X
shortcut.)

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Moving Text, continued
Cutting, Use the Copy command when you want to copy text from one location to
Copying, another. First, select the text you want to copy. Then, click the Copy button ( )
and on the Home tab. (You can also right-click on the text and click Copy or use the
Pasting Ctrl + C shortcut.) It won’t look like anything has happened, but your text has
Text, been copied to the clipboard.
continued
Once you’ve cut or copied your text, you can paste it anywhere you want. Just
click in the spot you want the text to appear, and click the Paste button on the
Home tab. (You can also right-click in the spot and click Paste or use the Ctrl + V
shortcut.) Don’t forget that paste will only insert the last item that was cut or
copied.
Let’s take a look at an example.
This is obviously not in the right order, so we’ll select the first line and click Cut.
Then, we’ll click to place our cursor at the end of the text and click Paste.

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Cutting,
Copying
and
Pasting
Text,
continued
Our text now looks like this:
If we had originally clicked copy when we had the first sentence selected…
And pasted it at the bottom of the document…

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Cutting,
Copying
and
Pasting
Text,
continued
Our end result would look like this:
Once you have pasted text, you will see the paste icon at the end of the text.

- 266 -
Cutting, If you click on it, you will get some options:

Copying, and
Pasting Text,
continued
Our options include:
Keep Source Formatting Keep the formatting from the original

text.
Match Destination Change the pasted text’s format to the

Formatting format used in the document.
Keep Text Only Changes the formatting of the pasted

text back to the default font and size
with no formatting.
Set Default Paste Opens the Options dialog so you can

control how future paste operations
work.
Just click the option you want for it to be applied!
Don’t forget that you can cut, copy, and paste between Word documents.
Using the Earlier, we mentioned that the paste command will only insert the last
Office item that was cut or copied. If you want to cut and paste (or copy and
Clipboard paste) more than one item, you should use the Office clipboard as it can
contain up to 24 items.
The first step is to show the clipboard. To do this, click the option button
in the lower right hand of the Clipboard group on the Home tab:
You will then see the Clipboard pane appear to one side of your screen:

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Using the
Office
Clipboard,
continued
Now, if you cut or copy an item, it will automatically appear in the

clipboard.

- 268 -
Using the You will also see a notification in the bottom right hand corner of your
Office screen, confirming that the item has been collected.
Clipboard,
continued To paste an item from the clipboard, click to place your cursor where you
want the item to go. Then, right-click the item and click Paste.
Note that you can also delete the item from the clipboard using this
menu. You can also use the Paste All and Clear All buttons at the top of
the clipboard to perform those actions. To close the clipboard, click the X
in the task pane.
You can also click the Options button at the bottom of the pane to control
how the clipboard operates.

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You can also drag text around in your document. First, select the text.
Dragging and Then, hold your mouse button down and drag the text down to where
Dropping you want it.
Text
When you’re ready, release the cursor. The text will look just like it’s
been cut and pasted (you will even have paste options), but the
operation was much quicker.
If you have a long document, it can be useful to have a tool to search

Finding Text through it. Luckily, Word has just the feature for you!
To find text, click the Find button on the Home tab. (You can also use
the Ctrl + F shortcut.)
You’ll see this window:

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Finding
Text,
continued
To find text in your document, just type the text you’re looking for in the
Find What text box. Once your text is entered, click the Find Next button.
Word will select the first instance for you.

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You can stop there and close out of the box by clicking Cancel. If it’s not
Finding what you’re looking for, click Find Next again to find the next instance. You
Text, can also change what you have typed in the “Find What” box at any time.
continued
The other option we’re going to talk about in the Find dialog box is the
Replacing Replace tab. If you click the Replace button on the Home tab (or use the
Text Ctrl + H shortcut), you’ll see this dialog:
This window looks a lot like the Find dialog. In the main part of the screen,
type what you’re looking for and then type what you want to replace it
with. Then, choose an option at the bottom.

- 272 -
Replacing Here’s what those buttons at the bottom do:
Text,
continued
More Opens advanced options, which we will cover later
on.
Replace Will find the next instance of the word or phrase.

Then, you must click Replace again to confirm each
replacement.
Replace Will find the next instance of the word or phrase.

All Then, click Replace All to replace every instance of
this word.
Find Next Finds the next instance of the word or phrase.
Cancel Closes the dialog box without making any changes.
Applying Advanced Text Effects

We’ve spent most of this lesson learning how to create a document, select text, and move
text around. Now it’s time to get into the fun stuff: applying effects to text. In this lesson,
we’ll focus on some of the common effects you will use: drop caps, alignment, justification,
styles, and the Format Painter.

- 273 -
Applying Advanced Text Effects, continued
Word has a neat trick that allows you to copy formats within or between
documents. First, select the text that has the formatting that you want.
Using the
Format
Painter
Next, click the Format Painter icon on the Home tab, or use the Ctrl + Shift
+ C shortcut. Your cursor will turn into a paintbrush.

- 274 -
Using the Then, select the text you want to format.

Format
Painter,
continued
The new text will take the format of the old text.
You can also double-click the Format Painter to apply the formatting to
multiple items.

- 275 -
When you are done using it, simply click the icon again to turn it off.
Using the
Format Remember that formats are not stored on the clipboard, and you can only
Painter, copy formatting for one set of text at a time.
continued
The format painter captures all kinds of formats, including:
Paragraph formatting (spacing, alignment, indents)
Font formatting (effects, spacing, font type, size, color, animation,
and highlighting)
Borders, fills, shading, and patterns
Bullets and numbering
Columns
A drop cap is a capital letter at the beginning of a paragraph that is usually

Adding larger than other letters and that is dropped down into the paragraph. Drop
Drop Caps caps can be a good way to highlight portions of your document, or just to
make it more visually appealing.
To apply a drop cap, first place your cursor anywhere in the paragraph that
you want the drop cap to appear. Then, click the Insert tab. Next, click the
Drop Cap button and choose Dropped (which places it in the paragraph) or
Margin (which places it beside the text).
You can also choose Drop Cap Options to specify advanced settings.

- 276 -
Adding Drop To remove a drop cap, place your cursor in the paragraph, click the Insert
Caps, tab, choose Drop Cap, and click None.
continued
So far, we have talked about many types of formatting. However, one of

Applying a the great new features of Microsoft Office Word 2007 is the styles built
Quick Style right in. A style can include fonts, formatting, colors, and borders and
shading.
There are two parts to the styles in Word. The first part is the Quick Style
Gallery, which we have used already. This is composed of the styles that
you can see on the Styles group of the Home tab. Word places the most
frequently used styles here for quick access.
If you click the drop-down arrow in the right hand corner of the list, you
will see more styles.
To apply any of these styles, simply select the text that you want to
format and click a style.
There are many more styles available than the ones you see here. To see
additional options, click the Change Styles button next to the Quick Style
Gallery.

- 277 -
Applying a
Quick Style,
continued
The first option, Style Set, lets you choose another group of styles. The
second option lets you choose another color scheme. The third option
lets you choose another font scheme. (Note that fonts and colors will not
work with all style sets.)
So, let’s say you pick the Modern style set but you don’t really like its
colors. You can choose a different color scheme from the Colors list to
easily customize the style. We’ll take a closer look at customizing styles in
the practice exercise.
The last text effect we’re going to look at is alignment and justification.
Aligning You will find these buttons on the Paragraph group of the Home tab.
and
Justifying
Text
Each type of alignment indicates which margin the text lines up with.
From left to right, you can apply left alignment, center alignment, right
alignment, or justification (where the text is spread out to take up the
whole line.) Simply select the text that you want to apply the alignment
to, and then click the appropriate button. Note that one type of alignment
must be selected at all times.

- 278 -
Aligning
and
Justifying
Text,
continued
Note how the justified paragraph looks very similar to the left aligned
paragraph. Look closer, however, at the second line. The word “brown”
stretches all the way to the right margin in the justified example, giving a
cleaner look.

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Module 15: Doing More with Text
Objectives Change the font type, size, color, and case

Apply highlighting and special underlines to text
Open and use the Font dialog
Set your default font
Embed fonts into your document
Use, set, move, and remove tabs
Indent text using the ruler and the Home tab
Change paragraph spacing
Add borders and shading to text

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Fonts on the Home Tab
We have looked at many different kinds of formatting. Now it’s time to look at one of the
most versatile formatting options: fonts.
A font is a complete set of characters (with typeface and style) that you use to type. Some
fonts are all capitals. Other fonts are all symbols. Fonts are really customizable: you can
change their size, type, colour, spacing, and effects. The fonts that you have available in
Word depend on what other applications you have installed and if you have installed any
extra font packages. The most commonly used fonts are Calibri, Times New Roman, Tahoma,
Arial, and Courier New.
Remember that font settings (types, sizes, effects, spacing, etc.) are like other formatting:
you can either turn it on to have the next text you type use that font type and size, or you
can select text you’ve typed already and apply that formatting to it.
In this lesson, we’ll learn how to change font type, size, color, and case. We’ll also learn how
to apply highlighting and advanced underlining to text.
To choose a font type, first select the text that you want to apply the
Choosing a font to. Then, click the Font drop-down menu and select the font that
Font Type you want to apply. As you scroll over the font, you will see a preview
being applied to your text.

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Fonts on the Home Tab, continued
Choosing a
Font Type,
continued
Note that at the top of the font list, your theme fonts are listed. Choosing
these fonts will help keep your document consistent. Word also stores your
recently used fonts near the top of the list.
If you know what font you want, you can type it into the drop-down list.
Word will automatically complete the font name for you; press Enter to
accept its selection.
The font face commands are also available on the mini toolbar.

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You can change your font size the same way: select a size from the menu or
type a size in the box. If you choose to use the menu, you will see a preview
Changing as you scroll through the sizes.
the Font
Size
You can also use the up and down arrows to nudge the font size up or down.
The font size commands are also available on the mini toolbar.

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Applying To change your font color, select the text that you want to change. Then,
Font Color pick a color from the list. Once again, you will see a preview of the color
applied to your text. Once you see a color you like, click it to apply it.
Note that the theme colors take up the major portion of the color picker.
This can help you keep your document looking consistent and professional.
You can also choose a standard color or click More Colors to pick a custom
color.
As you might expect, the Font Color command is also available on the mini
toolbar.

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In addition to the main font color, you can also apply highlighting to text.
Applying Simply select the text you want to highlight and click a color from the
Highlighting Font group of the Home tab.
(You can later remove highlighting by selecting the text and clicking No
Color on the highlight menu.)
The Highlight Text command can also be found next to the color menu on
the mini toolbar.

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In the first module, we learned how to apply basic underlining. If you click
Applying the drop-down arrow next to the underline command, you will see a menu
Advanced of underline styles:
Underlining
You can click any of these styles to apply it. You can also click More
Underlines to open the Font dialog, or choose a color for the underlining
with the Underline Color menu.
Have you ever typed a long title just to realize it should be all in caps? Or
Changing typed a paragraph just to realize that your caps lock was on, SO YOUR
Case WHOLE PARAGRAPH LOOKS LIKE THIS. (Oops!)
Luckily, there’s a quick, easy way to change your font case. First, select
the text that you want to change. Then, click the Font Case button on the
Home tab and choose the case that you want.

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Changing
Case,
continued
You can also use the Shift + F3 shortcut to cycle through the various cases.
The Font Dialog

In our last lesson, we learned about using the Home tab and the mini toolbar to apply font
type, size, color, and underlining. In this lesson, we’re going to learn how to use the Font
dialog to perform all of this formatting in one shot.
To open the Font dialog, click the option button in the bottom right
Opening the corner of the Font group in the Home tab.
Font Dialog
You can also use the following shortcuts:
Open the main Font dialog Ctrl + D
Open the Font dialog to the font face list Ctrl + Shift + F
Open the Font dialog to the font size list Ctrl + Shift + P

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The Font Dialog, continued
When you initially open the Font dialog, it will be open at the Font tab.
Using the
Font Tab
Here, you can use the various menus to set font face, style, size, color,
and effects. You can also choose an underline style and color. At the
bottom, you will see a preview of your effects applied to sample text.

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The other tab in the Font dialog is the Character Spacing tab.
Using the
Character
Spacing Tab
The first option in this window is Scale. You can use a regular size font,
but select a percentage so the font is scaled down.
The next option is Spacing. You can set spacing to Normal, Condensed,
or Expanded, and then choose a point (the same as font point sizes).
You can also modify position options to normal, raised, or lowered, and
specify a point size for this position.
The last check box enables Kerning, which adjusts the spacing between
letters so that it looks consistent. If you enable kerning, you can also
specify what sizes you want Word to kern (from a certain point on).

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Using the Any options you set will be reflected in the preview pane.
Character
Spacing
Tab,
continued
If you find yourself always adjusting the font to a particular type, style, size,
Setting and/or, color, you can choose to make your settings the default by clicking
your the Default command in the bottom left hand corner of the Font dialog. This
Default way, whenever you open Word, this font will be used automatically. Once you
Font click the Default command, you will be warned of the change that you are
about to make.
To proceed, click Yes. To cancel, click No. To return to the Font dialog, click
Cancel.

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Microsoft Office Word 2007 contains some new fonts, most notably Calibri. If
Embedding you are sending documents to people using older versions of Word, you
Fonts should make sure the fonts are saved with the document. This is called
embedding fonts.
To embed fonts into your document, first click the Office menu and then click
Word Options.
Then, click the Save category on the left hand side. You will see the Embed
option at the bottom of the dialog:
Once you have checked the option to embed the font, click the OK button.

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Using Tabs
Earlier on in this module, we talked about using alignment to position text on the page. In
this module, we will talk about positioning text more precisely using tabs.
Types of Tabs are pre-defined places within your document. They can help you
Tabs place text quickly and consistently. There are five types of tabs.
Left If you use this type of tab, your text will start at
Tabs this point and flow to the right.
Right Text will start at this point and flow to the left
Tabs when you use this type of tab.
Center If you use this type of tab, your text is centred

Tabs on this point.
Decimal Use this tab to align numbers around a decimal

Tabs point.
Bar These tabs are the only type that doesn’t affect
Tabs text. It just places a vertical bar at the point of
the tab.
To use tabs, simply press the Tab key on your keyboard. Your cursor will
Using Tabs jump to the next tab marker.
By default, Word sets default tabs at every half inch. Every time you
press Tab, your cursor will move another half inch.
To set tabs, first make sure you can see the rulers. If not, click the View
Setting Tabs tab and make sure Rulers is checked.

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Using Tabs, continued
Setting Once we’re in the right view, click the tab marker next to the ruler to select
Tabs, what type of tab you want.
continued
Clicking this button will cycle through the different tab types:
Left tab
Centre tab
Right tab
Decimal tab
Bar tab
Once you’ve selected your tab type, click the horizontal ruler to place it:
It can now be used in the same way as a regular tab: press the Tab key to
advance to it.
You can see the icon for each type of tab on the ruler. Take a look at the
sample below.

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Using Tabs, continued
Setting Remember that tabs are set per document, so you can set as many tabs as you want
Tabs, for each document. This can come in handy if you create lots of different kinds of
continued documents that each needs specific alignment.
Note that if you create a tab in a line that already has text, the tab will only be
available for that paragraph.
You can move a tab just by dragging it to a different location, like this:
Moving or
Removing
Tabs
The dotted line will appear when you move a tab; it can help you place it in the
proper spot.
To delete a tab, just drag it off the ruler.

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Paragraph Options
Now that we know how to use tabs, we’re going to look at another type of alignment:
indents. (An indent is how far each line of the paragraph is set in from the margin.) We’ll also
look at changing paragraph spacing and adding borders and shading.
You may have noticed two odd icons when we were clicking through the tab types on
Indenting the ruler.
Using the
Ruler
First
Line
Hanging
A first line indent only indents the first line of the paragraph rather than the whole
thing. A hanging indent does the opposite: it doesn’t indent the first line of the
paragraph, but does indent the rest of the lines.
To add an indent, click through the tab buttons to choose the type of indent that you
want. Then, click the place on the ruler where you want the indent to appear.
Like tabs, if you create an indent in a line that already has text, the indent will only
be available for that paragraph. And, indents can be moved just like tabs, by
dragging them around the ruler.

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Paragraph Options, continued
If you want to indent the entire paragraph, use the indent buttons on the
Indenting Paragraph group of the Home tab.
Using the
Home
Tab
Use the right-facing button to increase the indent. Use the left-facing button
to decrease the current indent.

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To change paragraph spacing, first place your cursor in the paragraph that
Changing you want to change. Then, click the Spacing command on the Home tab and
Paragraph choose your spacing.
Spacing
You can also choose to add or remove spaces before paragraphs. If you
click Line Spacing Options, the Paragraph dialog will open. (We’ll cover this
dialog in the Intermediate manual.)
You can also make your paragraphs more colorful by adding borders and/or
Adding shading. First, select the paragraphs that you want to apply the formatting
Borders or to. (If you’re just formatting one paragraph, you can simply place your
Shading cursor in it.) To apply borders, click the Border button on the Home tab and
Using the choose what kind of border you want to apply.
Home Tab

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Adding To apply shading, select the paragraph that you want to format. Then,
Borders or click the small paint bucket icon to apply the default shading, or click the
Shading drop-down arrow to choose other colors.
Using the
Home Tab,
continued
Note that you can see a preview of each color as you scroll over it.
Although the Borders and Shading commands on the Home tab are great
Using the for quick formatting, their options are a bit limited. To view more options,
Borders and click the Borders and Shading command in the Borders menu.
Shading
Dialog
Then, you will see this dialog.

- 298 -
Using the
Borders and
Shading
Dialog,
continued
You can choose a basic setting from the list on the left. Or, use the menus
in the middle to choose a style, color, and width for your border. You will
be able to see a preview of your choices on the right. You can also use
the buttons here to toggle parts of your border on or off. (For example, to
remove the bottom line, you would click the button.)
Note that there is also a Shading tab in this dialog. You can use this tab
to choose a main color, style color, and fill style.

- 299 -
Using the Once you have made your choices, click OK to apply them.
Borders
and
Shading
Dialog,
continued
You can go back into the Borders and Shading dialog at any time to adjust
your settings.

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Module 16: Printing and Viewing Your Document
Objectives Use print layout, full screen reading view, Web layout, outline view,
and draft view
Use minimize, maximize, and restore
Use zoom on the View tab
Use the view controls on the Status bar
Use thumbnails
Use the document browser
Use the document map
Use the show/hide tools
Show and hide special characters
Use Print Preview and the Print Preview tab
Use the Page Setup group and dialog
Use print commands
Use basic and advanced print options
Modify printer properties

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Using Layouts and Views
So far, we have stuck with Word’s default view: print view. This view gives you a pretty good
idea of how your document will look on paper. But what if you’re creating a Web page? Or
what if you’re more interested in reading the document? Luckily, Word has views for many
different purposes, and that’s what we’re going to learn about in this lesson.
Print Layout is the default view, and it’s the one that we have been
working with all along. To get back to this view, you can click the Print
Using Print Layout button on the View tab or on the right hand side of the status bar.
Layout
This view should be very familiar to you by now:
Note how the current view is highlighted both on the status bar and in the
View tab.

- 302 -
Using Layouts and Views, continued
As you might imagine, full screen reading layout is best used when you want
Using Full to read a document. Like other views, you can switch to it using the status bar
Screen or the View tab.
Reading
This view removes many of the toolbars to devote as much space to text as
possible.
At the top left, you have a basic toolbar allowing you to save or print the
document, add highlighting, or add a comment. You also have a Tools button
that offers a menu of editing commands. In the middle, you can see which
screen you are on and navigate through the screens. Then, on the right, you
have a menu of view options and a Close command. (If you close this view,
you will return to Print Layout.)

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This command shows you what your document will look like if it was
Using Web published as a Web page. This is very convenient if you’re creating a
Layout document to be published to the Internet.
The main change you will see in this view is that margins and white space
are removed.
You can switch to Outline View the same way we have switched to other
Using views: using the View tab or the status bar.
Outline
View

- 304 -
Using However, this view is a little different from the other views we have
Outline looked at.
View,
continued
Outline view focuses on the text and the headings that have been applied.
(You can see that our text box has been removed, for example.) You can
also see that we have a new Outlining tab. We will take a closer look at all
of these tools in the Expert manual.
Our last view is Draft view.

Using Draft
View
This is a good view to use if you’re looking at a draft of your document,

and you’re not worried about images or formatting.

- 305 -
Images are removed, white space is reduced, and page breaks are indicated as a dotted line.
Basic Viewing Tools

In our last lesson, we looked at some different views. In this lesson, we’ll look at some tools
that we can use in those views to maximize our efficiency.
At the top left of the Word screen, you will see a series of window controls.
Using
Minimize,
Maximize,
We already know that X on the far right hand side closes the window. The
and
small minus sign
Restore
( ) minimizes the window down to the Windows taskbar. The middle

button, Restore Down, ( ) makes the Word window half its size. When the
window is restored down, the button becomes a Maximize command ( )
that you can click to restore the window to its normal size.

- 306 -
Basic Viewing Tools, continued
Another handy tool is Zoom. This tool lets zoom in or out of your document
Using to see it close up or far away. First, we will look at the Zoom commands on
Zoom on the View tab.
the View
Tab
To use any of these commands, simply click the icon.
Opens the Zoom dialog.
Return to the default zoom of 100%.
Zoom out to see the entire page.
Zoom out to see two pages.
Zoom in to the page width.
You can also use the controls on the status bar to change your view.
Using
View
Controls
on the In the last lesson, we learned that the first five buttons change the type of
Status Bar view you are in. You can also use the slider to zoom in or out of the
document. Or, click the plus or minus buttons to zoom in or out
(respectively) by ten per cent increments.
If you want to set advanced zoom options, click the Zoom button on the
Using the View tab, or click the percentage in the status bar.
Zoom
Dialog

- 307 -
Basic Viewing Tools, continued
Using the Either of these actions will open the Zoom dialog.
Zoom Dialog,
continued
Using this dialog is easy. You can choose a percentage, page width, or
number of pages from the top of the dialog. Or, you can type a
percentage in the text box. No matter what your choice, you will see a
preview at the bottom of the dialog.
Once your options are set, click OK to apply them.

- 308 -
Advanced View Tools
Now that we’ve got the basics about views down, we’re going to look at some advanced
tools, including the document browser, thumbnails, the document map, and showing and
hiding elements of the Word screen.
Typically, the small arrows at the bottom of the vertical scroll bar let you
Using the browse from page to page.
Document
Browser
But what if you’re more interested in looking at the various tables in your
document? Or navigating through comments?
To change what the browse arrows look through, click the small dot
between them.
Then, choose what object you want to browse by.

- 309 -
Using the
Document
Browser,
continued
Let’s look at each of the choices. Most of them refer to elements we

haven’t covered yet, but it’s useful to know how to browse by these
elements for when we do learn about them.
Browse using the Go To box. (This brings up the

same window that we looked at in Lesson 1.3.)
Browse using the Find dialog box. (This brings up

the same window that we looked at in Lesson 4.3.)
Browse by edits. (This is a tool used when reviewing

documents.)
Browse by heading. (Headings are used in outlines,

which we will cover in the Expert manual.)
Browse by graphic.
Browse by table.
Browse by field. (Fields are used in forms and mail

merge, topics we haven’t covered yet.)
Browse by endnote.
Browse by footnote.
Browse by comment.
Browse by module.
Browse by page. (This is the default choice.)
Using the There is a special module of the View tab that lets you customize what
Show/Hide elements appear on your screen.
Tools
We have already worked with the ruler when adding tabs and indents. If
you don’t need the ruler, you can uncheck it to remove it from your screen.

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You can also add gridlines to the screen; this can help when arranging
Using the objects.
Show/Hide
Tools, The next item is the message bar. This is a new security feature that we
continued haven’t yet seen. If it doesn’t apply to your document, it won’t be available;
that’s why it’s grayed out in the image above.
The next two items in the Show/Hide module are Document Map and
Thumbnails. We’ll take a close look at these items in the next few concepts.
If you check Document Map in the Show/Hide module of the View tab, you
will see a pane appear on the left hand side of your screen.
Using the
Document
Map
This pane literally gives you a map of your document based on headings. In
this sample, we can see that we have Octopi, Habitat, Appearance, and
Relatives as main topics in this document.
To hide the document map, uncheck it in the Show/Hide module or click the
X in the top left hand corner of the pane.
There are two ways you can view thumbnails. If you have the document
map open, you can choose Thumbnails from the task pane menu.
Using
Thumbnails
You can also check the Thumbnails option from the Show/Hide module of
the View tab.
Either action will show you a thumbnail of each page in your document in a
pane on the left.
- 311 -
Advanced View Tools, continued
Using You can click the thumbnail to go to that page, or you can use the scroll
Thumbnails, wheel on your mouse to zoom in and out of the pane. If you have a lot of
continued pages in your document, you can use the scroll bar to scroll up and down in
the list.

- 312 -
Using
Thumbnails,
continued
To hide the thumbnails, uncheck it in the Show/Hide module or click the X

in the top left hand corner of the pane.
When you type anything, even a space, a character appears on the

Showing screen. The symbols for certain characters (such as spaces and paragraph
Special marks) are usually hidden.
Characters
If you want to show these characters, click the paragraph symbol on the
Paragraph group of the Home tab, or use the Ctrl + * shortcut.

- 313 -
Showing This will then make all the hidden characters in your document appear.
Special
Characters,
continued
To hide the characters, just click the Show/Hide command again.

- 314 -
Using Print Preview
Although creating documents in Word is great, there will be times when you want to print out
a paper copy. Before you print, however, you should make sure that everything looks OK. In
this lesson, we’re going to look at how to preview a document.
To open Print Preview, click the Office menu, choose Print, and choose
Print Preview.
Opening
Print
Preview

- 315 -
Then, your document will appear in the Print Preview screen.
Opening
Print
Preview,
continued
Note that all default tabs have disappeared, but you still have the status
bar and the scroll bar.
Let’s take a closer look at the tab that is available when we’re in print
Using the preview.
Print
Preview
Tab
These commands are very well-labeled, but let’s take a look at them.
Print Print Opens the Print dialog, which

we will look at shortly.
Options Opens the Display module of

the Word Options dialog.

- 316 -
Page Margins Change the white space
Setup around the edge of the page.
Orientation Change the direction that text

reads.
Size Change the size of the page.
Option button Opens the Page Setup dialog.
Zoom Zoom Opens the Zoom dialog.
100% Return to default zoom level.
One Page View one page.
Two Pages View two pages.
Page Width View the page width.
Preview Show Ruler Show the ruler.
Magnifier Turns your cursor into a

magnifying glass; click to
zoom in and click again to
zoom out.
Shrink One Page Shrinks the document to one

page.
Next Page Goes to the next page.
Previous Page Goes to the previous page.
Close Print Close the Print Preview

Preview window.

- 317 -
Using Print Preview, continued
To move through the pages in your document in print preview, you can use a
Navigating few different tools. Like the editing window, you can use the browse arrows,
Print scroll bars, or the scroll wheel on your mouse to move between pages.
Preview
You can also use the Next Page and Previous Page buttons on the Preview
group of the Print Preview tab to navigate.
To close Print Preview and return to editing view, press the Esc key on your
keyboard, or click Close Print Preview on the Preview group of the tab.
Closing
Print
Preview

- 318 -
When should you use print preview, and when should you use print layout?
Print Here’s a quick overview of the pros and cons of each view.
Preview
versus
Print
Layout
Print Preview Print Layout
Rulers are pulled away from the Rulers and scroll bars are
document, making it easy to turned on.
see what it will look like without Rulers can be turned off
them. (Rulers can also be using the View tab.
turned off easily using a toolbar
button.)
Only one tab is shown and all All tabs are shown, making
buttons are relevant to print formatting and editing your
preview, meaning the focus is document easier.
on your document.
By default, the document is By default, document is at a

zoomed out so you can see a readable zoom (100% of
whole page, giving you a good actual size), meaning
overview of what it will look like reading and editing are
on paper. easier.
You can easily close print You can easily switch to
preview to return to your other views to see a full
original layout. screen image of a page or
view multiple pages.
Best used when you are done Best for editing and reading
editing your document and you your document.
want to make sure that there
are no more changes to be
made before printing.

- 319 -
Using Page Setup
In the last lesson, we learned how to look at your document. But what if there are some
changes you need to make? In this lesson, we’ll learn how to set up your document so that it
prints perfectly.
On the Page Layout tab, you will find a group devoted to setting up your
Using the page.
Page Setup
Group
Let’s look at each command.
Margins Click this button to see a menu of preset

margins. You can also click Custom Margins to
open the Page Setup dialog.
Orientation Choose portrait or landscape orientation.
Size Click this button to see a menu of preset paper

sizes. You can also click More Paper Sizes to
open the Page Setup dialog.
Columns Format your text into columns.
Breaks Insert line, page, or module breaks. (We will

learn about these tools in the Intermediate
manual.)
Line Numbers Add numbers to your lines.
Hyphenation Control hyphenation options.
Options Opens the Page Setup dialog.

button
We’re going to look at the more complicated commands one by one, so

don’t panic if you don’t understand how to use all of these options yet.

- 320 -
Using Page Setup, continued
Margins are the white space around the page’s edges. To change the
Setting margins, click the Margins button on the Page Setup group and pick a
Margins preset size.
Note that this change will affect your entire document. If you don’t like
the options that you see, click the Custom Margins button to open the
Page Setup dialog. (We’ll take a look at this dialog shortly.)

- 321 -
Page orientation refers to how the text is laid out on the page.
Changing
Page
Orientation
As you can see, with portrait orientation the paper would be printed on
with the long side vertically. With landscape orientation, the paper
would be printed on with the long side horizontally.
To change your document’s orientation, click the Orientation button on

the Page Setup group and choose either portrait or landscape.
Typically, you will be using Word’s default paper size: 8 ½ by 11 inches,

called legal size. If you want to change this, however, you can do so
Setting Paper using the Size command. Simply click the Size button on the Page
Size Setup group and click the size that you want.
If your paper size isn’t there, click More Paper Sizes to open the Page
Setup dialog, which we’ll look at in a moment.

- 322 -
All along, we’ve been referring to the Page Setup dialog. As we saw, you
Using the can open it from the Size or Margin menus. You can also open it by
Page Setup clicking the option button in the bottom right hand corner of the group.
Dialog
Here is what the Page Setup dialog looks like:
Let’s take a brief look at each tab.
Margins Control margin size, page orientation, and the type of pages in
the document.
Paper Set the paper size and source.
Layout Set advanced options including module options, header and

footer configuration, and page alignment. This tab also contains
commands for line numbers and page borders.
Each tab also has a preview area (where you can see the effects of your
changes before you apply them) and a Default button (so that you can
make every new document have the current page settings).

- 323 -
Printing a Document
Now that we know how to preview and set up our document, it’s time to learn how to print it!
There are a few ways you can print your document. First, you can add a
Quick Print or Print icon to the Quick Access toolbar. The Quick Print icon
Print will send the document directly to the printer, while the Print icon will open
Commands the Print dialog.
You can also use the Ctrl + P shortcut to open the Print dialog.
The more conventional method is to use the Print module of the Office
menu.
Clicking the Print command in the main menu or the sub-menu will open
the Print dialog. Clicking Quick Print will send the document directly to the
printer without specifying any options. Clicking Print Preview will open that
window, which we looked at in Lesson 6.4.
Let’s take a look at the Print dialog.

Using
Basic Print
Options

- 324 -
Using
Basic Print
Options,
continued
Our first set of options is Printer. Here, you can choose your printer, choose
to print to a file, or choose manual duplex (print pages on both sides
manually).
The next set of options is Page Range. Here you can choose to print all
pages, the current page, or just a selection. You can also click the Pages
command and enter page numbers. There are a few ways to specify pages
by typing them; here’s a list of the most commonly used ways:
1,3,5 Prints pages one, three, and five.
1-5 Prints pages one through five.
-5 Prints from the beginning of the document to page five.
5- Prints page five onward (until the end of the document).
3 Prints only page three.
S3 Prints only module three.
You can also combine these commands. For example, you could type
1,3,5,9-11,17- to print pages one, three, five; pages nine to eleven; and
page seventeen to the end of the document.
Our next module lets you choose the number of copies you want to print
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and if you want to collate (keep each copy of the document together) them.
Using
Basic Print
Options,
continued
Our last module lets you zoom into or scale pages.
Once you’ve configured your settings, click OK to print.
You may have noticed an Options button at the bottom of the Print dialog.
Using
Advanced
Print
Options
Clicking that button will open the Word Options dialog:

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As you can see, you can choose to print or hide particular elements of your
document. These options are particularly useful when printing drafts.

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Printing a Document, continued
To set options specific to your printer, click the Properties command in the
top right hand corner of the Print dialog..
Setting
Printer
Properties
The dialog that you will see will depend on your printer. Typically, you will
have options for color settings, page size, and paper type.

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Module 17: Getting Started, Excel 2007
Objectives What Microsoft Excel 2007 is

How to open Microsoft Excel
How to interact with Excel
How to close Excel
How to create a new workbook
How to open a workbook
How to save a workbook
How to close a workbook
About Excel file types
How to switch worksheets
About the active cell
How to select cells
How to explore a worksheet
How to use the zoom feature
How to use the Help screen
How to use Online Help
How to use Offline Help

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Starting Out
Microsoft Excel is one of the most powerful and widely used spreadsheet applications
available today. Excel’s functionality and popularity have made it an essential component on
computers in countless organizations, businesses, and other institutions throughout the
world.
If you are new to Excel, the extensive array of features and capabilities that it provides may
seem daunting at first, but don’t worry. The keys to becoming proficient with Excel are
patience, practice, and a solid foundation built on the basics.
What is
Microsoft
Excel 2007?
Microsoft Excel 2007 is the latest version of Microsoft’s famous

spreadsheet application. In a general sense, Excel is a very powerful and
flexible tool for organizing and analyzing data. Although Excel is often
used for managing financial information, it is just as well suited to
scientific data, sports statistics, or practically any other kind of
information you need to work with.

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Starting Out, continued
What is Excel 2007 provides a wealth of financial, mathematical, and statistical

Microsoft functions that you can apply to your data. Excel 2007 also offers
Excel numerous formatting and presentation options that will help you create
2007?, slick, professional looking reports. You can use Excel as a database, a
continued graphing and charting tool, a means of evaluating complex formulas,
and as a way of sharing data and collaborating with others. When you
change data in an Excel spreadsheet, Excel will recalculate your totals,
functions, and formulas accordingly.
Excel 2007 is comprehensive enough to meet the needs of beginners

and experienced users alike. With Excel you can perform a wide range
of tasks, from building basic spread sheets to performing advanced data
analysis. Excel can help you process, interpret, and extract meaningful
conclusions from your information. If you start at the beginning and
work your way up, it won’t be difficult to learn and work with Excel at
any level you want.
There are a number of ways to open the Excel 2007 program. First, look
for the Excel 2007 icon on your desktop ( ) and double click it. The
Opening Excel 2007 screen should open for you.
Microsoft
Excel If you cannot find the Excel 2007 icon, click the Start button on the
bottom left corner of your desktop to display the Start menu. When the
Start menu appears, move your mouse pointer to the menu item called
Programs to display a second menu. On the second menu, move your
pointer to the Microsoft Office menu item. The positions of the menu
items are likely to differ from computer to computer, depending on what
software is installed.

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Opening When you see the third menu (a list of Microsoft Office programs)
Microsoft move the mouse pointer over the Microsoft Office Excel menu item
Excel, and click the left mouse button. Excel 2007 should now open.
continued
If you cannot find the Excel 2007 icon anywhere on the desktop and
you cannot locate Excel 2007 on the Start menus, move your pointer
down the Start menu and select Run. You will now see the Run dialog
box shown below. Type Excel and click the OK button. Excel should
now open.
Interacting Once you open Excel 2007, you should see an Excel screen (also
with Excel called a user interface) like the one shown below.
Tabs Excel Title
Spreadsheet
Tabs

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The largest part of the Excel 2007 screen consists of a grid like pattern of
Interacting cells. These cells are indexed by letters along the top of the grid and by
with Excel, numbers down the left side of the grid. An individual cell is simply one of
continued the small rectangles formed by the crossing grid lines.
When the Excel screen is first opened, you should notice a heavy black
border around the cell in the upper left corner of the grid. If you press the
arrow keys on your computer keyboard, you should see the heavy black
border move from cell to cell in the direction of the arrow keys you are
pressing. This grid area is an extremely important part of the Excel
program because it is where all of your data will be entered, organized,
and displayed. If you hold the Ctrl key and press an arrow key, the black
border will move to the extreme end of the row or column of cells you are
in, according to what arrow you press. If you type numbers or letters at
the keyboard, they will be entered into the cell that is surrounded by the
heavy black border.
You will also notice that as you move the heavy black border from cell to
cell, the letter at the top of the grid above the cell and the number at the
side of the grid to the left of the cell will be highlighted with an orange-
brown color. This combination of letter and number can serve as a kind of
name for an individual cell. For example, the cell with the heavy black
border in the following image could be called C7, because the cell’s
column is C, and the cell’s row is 7.
Every cell in your spreadsheet has a name that can be formed by a letter-
number combination. This very important concept is one of the keys to
controlling how your data elements will relate and interact with each
other.
Continuing on this note, one of the major improvements in Excel 2007 is

an increased number of cells in your spreadsheet. An Excel 2007
spreadsheet contains 16000 columns and more than 1000000 rows. This
means that there are more than 16000 X 1000000 = 16000000000
individual cells in a spreadsheet!
- 333 -
Above the grid area of the Excel screen, you will see a region with several
Interacting tabs, labels, buttons, and other controls.
with Excel,
continued
This part of the Excel interface is what allows you to control, format, and
edit the data stored in the Excel grid area of the spreadsheet. This part of
the interface also gives you access to Excel’s automated features,
functions, and other options. This is also where the tools that help you
analyze, interpret, organize, and present your data are found.
If you are familiar with older versions of Excel, you will notice that the
new user interface in Excel 2007 has some significant changes. This is
another major innovation for Excel 2007. In older versions, the large
number of menus and associated menu options made many Excel
features difficult to find and remember. This new interface is designed to
be more intuitive to the user, providing even more functionality with less
clutter and confusion.
This panel of buttons and controls is called the ribbon interface. If you left
click one of the labeled tabs (Home, Insert, Page Layout, Formulas, Data,
Review, View), you will see the buttons and controls in the tab change
according to the word you click on.
If you let your mouse pointer hover on a button or control in the new
interface, you will see a shaded box appear. This box will show you the
name and a brief description of the button or control in question. In the
image provided below, you can see an information box for conditional
formatting. This information was displayed by letting the mouse pointer
hover over the conditional formatting control.
Try viewing the different controls available by clicking on each word. Let
your mouse pointer hover over the individual controls and buttons in a tab
to see information about them.

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If you feel you are ready to close down the Excel 2007 program, there
are three main ways to do so. First, you can simply click the X in the
Closing upper right corner of the Excel screen.
Excel
You can also display the Office menu by clicking the Office menu button
in the upper left corner of the screen.
When the Office menu appears, you will see a “Close” option and an
“Exit Excel” option. Left clicking the Close menu item will close the
current workbook, while leaving the Excel 2007 program open. Clicking
on the Exit Excel button will close the Excel 2007 program.
If you attempt to close Excel 2007, and you haven’t saved recent
changes to your work, you will be presented with the following alert
box.

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Closing Excel,
continued
If you click the Yes button, any changes you have made to your
spreadsheet will be saved and Excel will close. If you click the No
button, any changes you have made to your worksheet will be discarded
and Excel will close. Clicking the Cancel button will cancel the closing
action, and Excel 2007 will remain open.

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About Workbooks
In the previous lesson, you learned how to open Excel 2007 and how to close it. You also
received a brief introduction to Excel spreadsheets, cells, and the new Excel 2007 user
interface. All of these concepts and more will be dealt with in greater detail as this manual
proceeds.
For now, the next topic of discussion is Excel workbooks. As you already know, a spreadsheet
(sometimes called a worksheet) consists mainly of a large grid-like array of cells that contain
data or information. Essentially, a workbook is just a collection of individual spreadsheets. As
a matter of fact, when you open Excel 2007, you are not opening a single spreadsheet, but
rather a workbook that contains three spreadsheets. Take a look at the three spreadsheet
tabs at the bottom of the newly opened Excel screen.

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About Workbooks, continued
As mentioned above, simply opening the Excel 2007 program
automatically creates a new workbook. This workbook is named Book1
Creating a by default. Once Excel is open, you can create additional new
New workbooks by clicking on the Office menu button.
Workbook
Clicking this button will display the Office menu options. The first
option in the Office menu is the New button.
When you click the New button, the New Workbook dialog box will be
displayed.

- 338 -
This dialog box allows you to choose a blank workbook, a workbook

Creating a based on a template, or a workbook created from an already existing
New workbook. If you are starting a workbook from scratch, then you would
Workbook, click the Blank Workbook option. If you would like your workbook to
continued follow a pre-existing pattern that you can enter data into, click the
Templates option. If you would like to create a workbook based on the
organization and data of an existing workbook, click the New from
Existing button.
This button will display a dialog box which will allow you to browse to a
particular folder on your computer and open a new workbook based on
the existing workbook of your choice.

- 339 -
Simply highlight the workbook of your choice from the list of available
Creating a workbooks and click the Create New button to create a new workbook
New based on it. You can use the panel of locations (directories) on the left to
Workbook, help navigate to the location of your choice.
continued
This dialog box behaves just like the “Save As” dialog or any other file
navigation dialog. If you click the Cancel button, a new workbook will not
be created. Clicking on the Tools button will allow you to show the
properties of, print, rename, or delete the workbook that is highlighted in
the dialog box. If you click the X in the upper right of this dialog box, it
will close, and you will be returned to the original New Workbook dialog.
If you choose the Templates option from the New Workbook dialog, you
will be able to create a workbook based on templates that you have
created and stored on your computer, or based on templates that can be
downloaded from the Internet. A template (discussed in greater detail in
the Intermediate manual) is just a pre-designed layout for a workbook.
If you choose the Blank Workbook option from the New Workbook dialog
box, you will create a second blank workbook in addition to the original
that you opened with Excel. Please take note of the two distinct
workbooks (Book1 and Book2) that are available in the following Excel
screen.
The names of the workbooks are visible in their respective title bars.

- 340 -
Either of these two workbooks can be minimized, expanded, or closed

Creating a independently of the other. When you create or open more than one
New workbook at a time, the names of these workbooks will be visible in the
Workbook, task bar, normally located at the bottom of your desktop. The following is
continued an image of a task bar showing that there are three workbooks available.
In this image, Book2 has darker shading than Book1 or Book3 in the task
bar, meaning that Book2 is the workbook that is currently active.
Finally, you can also create a new workbook by using the Ctrl + N keyboard
shortcut. When Excel is open and running, pressing the Ctrl key and the N
key at the same time will create a new blank workbook in exactly the same
way as choosing the Blank Workbook button from within the New Workbook
dialog box.

- 341 -
It is often the case that you simply want to open an existing workbook
without creating anything new. The simplest way to do this is to navigate to
Opening a an existing Excel workbook file on your computer and double click on its icon.
Workbook
Double clicking the Excel workbook icon shown above will open the workbook
named Marketing Department in Excel.
Another way to open a workbook is to display the Excel 2007 Office menu and
then choose a workbook from the Recent Documents list.

- 342 -
Opening a
Workbook,
continued
You can also click the Open command in the Office menu. When you click
this option, an Open dialog box will be displayed. You can use this dialog
box to navigate to a location (directory) of your choice, and then open the
workbook of your choice by first highlighting it in the dialog box’s window
and then clicking the Open button as shown in the following image.
Finally, you can display the same Open dialog box by pressing the Ctrl + O
keyboard shortcut with Excel running. The Open dialog will appear allowing
you to navigate to and open the workbook of your choice.

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Saving a One way to save an Excel workbook is to choose the Save As option from
Workbook the Office menu.
Choosing this option will display the Save As dialog box. (Another quick
way to display the Save As dialog box is to press the F12 key.) You can
enter a name for your file in the File Name text field and click the Save
button to save the current workbook under that name. You can also use
the Save In drop list to find a folder to save your files in.
If you are saving an existing workbook, using Save As will let you save
the workbook as a new file with a new name.

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This is the folder

where the file will be
saved. Clicking the save
button will save the
file under the name
you specify.
This is where you

name your file.
Saving a Another way to save your workbook is to click the Save button ( ) in the
Workbook, top left of the Excel 2007 screen or press Ctrl + S on the keyboard. If you
continued are working with an existing workbook and you click the Save button or
press the Ctrl + S keys, any changes you have made to the workbook will
be saved under its current name (that is, the workbook with changes will
be saved over the original). This type of save option is also available
under the Excel 2007 Office menu as a button labeled Save.
When you start working with Excel 2007, it is a good idea to get a feel for
some basic Excel 2007 file types and extensions. Excel 2007 uses a new
About Excel file format known as Microsoft Excel XML format. XML (extensible markup
File Types language) is a type of mark-up language that looks something like HTML,
but is designed more for the communication of information rather than
the presentation of information. XML has been incorporated into the Office
2007 file formatting system to facilitate communication of data between
Microsoft Office programs and other applications.
Because of this file format change, Excel 2007 file types are different from
the file types of previous versions of Excel. You should have no problems
using Excel 2007 to open and work with files created with earlier versions
of Excel.

- 345 -
About If you find that you can’t use Excel 2007 files with earlier versions of Office,
Excel File like Office XP or Office 2007, you may require a software patch available
Types, from Microsoft Office Online or Microsoft Update.
continued
When you are saving a workbook file with Excel 2007, you can specify Excel
97-2007 Workbook as the file type by using the Save As type drop list in
the Save As dialog box. This can be helpful if you are worried about
compatibility with earlier versions of Microsoft Office.
In most computer systems, a file is normally identified by a file name and a

three or four letter file type extension. Abstract.doc, for example, is a
Microsoft Word document named Abstract. The three letter “doc” extension
signifies that this file is a Microsoft Word document. The following table
summarizes some of the file types associated with Excel 2007.
xlsx This file extension signifies an Excel 2007

workbook file. Earlier versions of Excel used the
xls extension.
xlsm This Excel 2007 file extension signifies a macro

enabled workbook.
xltx This extension signifies an Excel 2007 template

file. (Earlier versions used xlt.)
xltm This extension indicates that the file is a macro

enabled Excel 2007 template file.
xlsb This extension signifies an Excel binary

workbook.
xlam This extension signifies an Excel add-in. An add-

in is a type of program that adds extra features
or functionality to Excel.
You may also see file type extensions like HTML, HTM, or MHTML associated
with Excel files if they are being published as Web pages. These file types
are most commonly used on the World Wide Web, or in help files that are to
be viewed with a Web browser.
It is always a good idea to keep your files organized by creating and naming
appropriate folders to contain your files. You should also give your Excel
files names that imply something about their content, like Budget03 or
YearlyReport05.

- 346 -
Closing a workbook is different from saving a workbook. If you have not
made any changes to the workbook, just left click the X in the upper right
Closing a corner of the workbook.
Workbook
If the workbook is maximized within the Excel 2007 screen, this X may
not be visible. If this is the case, you can also close a workbook be
displaying the Excel 2007 Office menu and clicking the Close menu
item.

- 347 -
Closing a Clicking this option will close the currently active workbook. You can
Workbook, also close the active workbook by using the Ctrl + F4 keyboard shortcut
continued (pressing Ctrl and F4 at the same time).
If you make changes to a workbook and attempt to close it, you will see
an alert box appear. The alert box will ask if you want to save the
changes that you made to the work book.
If you click the Yes button, the changes will be saved and the workbook
will close. If you click No, the changes will not be saved and the
workbook will close. If you click Cancel, the workbook will not close.
Exploring your Workbook
Now that you are familiar with the basic concepts of spreadsheets, cells, and workbooks, it is
time to learn how to explore and navigate your workbooks in greater detail.
In this lesson, you will learn how to switch between worksheets in a workbook, how to select
cells in a worksheet, how to move around in a worksheet, how to use the active cell, and how
to use Excel’s zoom feature.
A workbook is just a collection of worksheets. If you look near the bottom

of the Excel screen you will see a group of worksheet tabs.
Using
Worksheets
These tabs are labeled with the names of worksheets (spreadsheets)

belonging to the current workbook. You can easily switch between
worksheets by left clicking on the tab of the worksheet that you want to
view. The name of the worksheet that you are presently

- 348 -
Exploring your Workbook, continued
working with will be in bold type, and the tab itself will have slightly less
Using shading. In the image shown here, Sheet2 is the worksheet that is
Worksheets, currently being used.
continued
You can also use the worksheet navigation buttons just to the left of the
worksheet tabs to switch between worksheets. This technique is especially
useful if you have so many worksheets that the worksheet tabs cannot all
be displayed. Simply right click on one of the arrow buttons, (just to the
left of the sheet tabs), and you will see a list of the worksheets available
in your workbook.
You can then switch to a particular worksheet by clicking on its name in

the list.
You can also quickly add a new worksheet (spreadsheet) to the workbook,
by clicking the new sheet button.
If you right click on any worksheet tab, you will see a menu with several
options.
You can use these options to insert, delete, or even rename a worksheet.

- 349 -
If you display the sub menu for the Tab Color option, you can specify a
Using color for the tab of the worksheet in question.
Worksheet,
continued
Here, the worksheet names have been changed, as well as the tab colors.
To quickly switch between workbooks using the keyboard, use the Ctrl
+Page Up and Ctrl + Page Down keyboard shortcuts. Ctrl + Page Up will
move to the next worksheet to the right, (relative to the worksheet tabs),
while Ctrl + Page Down will move to the next worksheet to the left.
When you left click on a cell in an Excel worksheet, it becomes enhanced

with a thicker border. You will also notice that the number at the far left of
The Active the cell row, and the letter at the top of the cell column, will be shaded
Cell differently. The cell you have chosen is now the active cell, and its name or
reference is the cell column letter followed by the cell row number (the
number and letter that are shaded differently).
The active
cell is G4
In this image, cell G4 (the one with the thick border) is the active cell.
The column letter and row number of the active cell are displayed in a
text field near the upper left corner of the Excel grid. If you enter a
column letter and row number into this text field (a cell reference), the
corresponding cell will become active.
You can enter text or a number directly into the active cell. If you click
one of the formatting buttons on the Home tab (such as bold, italics,
underline), the formatting will be applied to the active cell. If there is
already data in the active cell, the formatting option you choose will be
applied to this data.
In summary, to change the contents (formatting or data) of any

individual cell, click on it to make it active, and then make your
changes.

- 350 -
If you enter text or numbers into the formula bar, the text or number
The Active that you type will also be entered into the active cell. If you make a cell
Cell, containing data the active cell, the data will also appear in the formula
continued bar. You can even edit the contents of the active cell in the formula bar
if you wish.
To select a group of cells, place your mouse pointer in the center of a

cell. When the pointer turns into a thick white shaded cross, hold the
Selecting left mouse button down and drag the pointer across the row or down
Cells the column of cells you want to select.
As with the active cell, the numbers at the left ends of the selected
rows, and the letters at the top of the selected columns, will be shaded
differently. In this image, the cells B2 to B4 have been selected. You
can also drag the thick cross pointer diagonally across a block of cells to
select multiple columns and rows. A block of cells that you select will be
highlighted in blue, and surrounded by a heavy black border.
You can also select cells by using the Shift key. Simply click on the first
cell of your selection, press Shift, and then click on the last cell of your
selection. To make the selection shown above, you would click cell B2,
making it active; press Shift, and then click cell B4.
It is not difficult to move around in an Excel spreadsheet. If you click a

cell to make it active, pressing the Enter key will make the cell
Exploring a immediately below it active. If you keep pressing Enter, you will see the
Worksheet enhanced border move down the column from cell to cell.
If you use the Up arrow key you can move to the cell just above. The
Down arrow key will move you to the cell just bellow. The Right arrow
key will move one cell to the right, and the Left arrow key will move one
cell to the left.
Using the Page Up key will move you up one full screen (grid of cells).
Using the Page Down key will move you down one full screen. Alt +
Page Up and Alt +Page Down move you one full screen left and right
respectively.

- 351 -
Exploring a If you have a block of cells that contain data, pressing Ctrl + Left arrow
Worksheet, will move you to the left side (beginning) of the block while the Ctrl +
continued Right arrow will move you to the right side (end) of the block. Similarly,
Ctrl + Up Arrow will move you to the top of the data block, and Ctrl +
Down arrow will move you to the bottom. If the spreadsheet is empty,
these same shortcuts will move you to the extreme left, right, top, and
bottom of the spreadsheet grid respectively.
Pressing the Ctrl + Home keys you will move to the top left of the
spreadsheet grid. If your spread sheet contains data, pressing Ctrl +
End will move you to the bottom right of the data area.
You may also notice that on some Excel menus, you will see the first
letter in a menu option underlined. This simply indicates that if you
press Ctrl + the underlined letter on your keyboard, the menu option
will be activated.
A single Excel 2007 spreadsheet can contain more than 1000000 rows
and 16000 columns. This means that there can be as many as 16 billion
The Zoom cells in a spreadsheet. This poses a problem for viewing large
Feature spreadsheets. How can you possibly get a big picture of your work if it is
spread over a large number of cells?
By using Excel’s Zoom feature, you can change the viewing scale of a
work sheet. By default, a workbook opens at 100% zoom.
In the image that follows, you can see that at the current zoom level,
(100%), you cannot see the entire block of data.

- 352 -
Zoom slider
You could use the scroll bars at the right side and the bottom of the grid
The Zoom area to view all of the data, or you could use the zoom slider switch in
Feature, the lower right corner of the screen.
continued You can drag the slider with your mouse toward the negative (-) sign to
decrease the zoom level, or toward the (+) sign to increase the zoom
level.
You can also left click on the current zoom amount (100% in the
following image) to display preset magnification options, or to enter
your own custom level of magnification.

- 353 -
You can use these options to choose from a preset zoom value, or you can
The Zoom select a custom value by entering it in the small text field provided. When
Feature, you have made your selection, clicking the OK button will implement your
continued choice.
This image above shows the Excel spread sheet zoomed out to 20%.
The following image is of the same spreadsheet zoomed in to 320%.

- 354 -
Module 18: Excel Basics
Objectives Work with columns, rows, cells, and ranges

Create worksheet labels
Enter and delete data
Print your worksheet
Use the AutoFill feature
Use the AutoSum feature
Use AutoComplete
Work with basic formulas
Drag and drop cells
Cut, copy, and paste cells
Copy and paste multiple items
Use paste special
Insert and delete cells, rows, and columns
Use undo, redo, and repeat
Use Smart Tags
Use the error option button
Use the AutoFill option button
Use the Paste Option button
Use AutoCorrect
Use Spell check
Use Find and Replace
Document a worksheet with comments

- 355 -
Working With Excel 2007
The main purpose of an Excel 2007 worksheet is to organize and analyze data. To accomplish
this, you must learn to work with the basic structures found in every worksheet. You must
also be able to enter and group your data according to different categories so your worksheet
has meaning.
In this lesson you will learn about the basic building blocks of worksheets: columns, rows,
cells, and ranges. You will learn about worksheet labels and you will learn how to enter and
remove data in a worksheet. Finally, you will learn how to print a worksheet.
Columns, Columns, rows, and cells are the most fundamental components of a work
Rows, sheet. A column is a vertical series of adjacent cells from top to bottom. A
Cells, and row is a horizontal series of cells from left to right. A basic cell is an
Ranges individual rectangle anywhere in the grid area of a worksheet.
There is a letter or combination of letters at the top of every column. Since

there are only 26 letters, and far more than 26 columns on a spreadsheet,
the next columns after column Z are indexed by the letters AA, AB, AC, and
so on until the last column (XFD).
At the far left of a row you will see an index number. The rows are
numbered, staring at the top, 1 through to 1048576. The top left cell in the
worksheet is indexed by the letter number combination A1.

- 356 -
Working With Excel 2007, continued
The Active
Cell C7 Cell
Column F
Row 9
Excel is designed to have data organized down the sheet under column
Columns, headings more so than across the sheet in rows. This is why there are
Rows, over a million rows down the sheet and only about 16000 columns.
Cells, and
Range, In Excel, a range can be described as a series or block of adjacent cells. A
continued range can be a very useful tool because it allows you to make changes
(such as applying formatting) to multiple cells at once. To select a range,
let your pointer hover over the center of a cell. When you see the thick
cross, hold the left mouse button down, and drag your pointer to select a
range. (A selected range will be highlighted in blue.)
If you have a block of data in a worksheet, you can click on any data cell
in the block, and press the Ctrl + Shift +8 keys. This will select the block
of data as a range. Excel will use the empty cells adjacent to the data-
filled cells as boundaries to the range.
Still another way to select a range is to enter it directly into the Cell Name
field. If you enter the range A1:A7 into the cell name field, the range
shown below will be selected.
- 357 -
Cell name field
You can also select a range by clicking on the first cell in a block that
Columns, you want to select, then press Shift, and click on the last cell in the
Rows, Cells, block you want to select.
and Range,
continued When you make a selection of cells, you should notice some numbers
that appear on the Excel status bar. These numbers, located near the
bottom of your screen, tell you the average, the count, and the sum of
the data in only the cells that you have selected.
Creating It is always a good idea to label or identify your data so that your
Worksheet worksheet can be understood by whoever uses it. It would be extremely
Labels difficult to make sense of multiple rows and columns of unidentified
numerical data. Basically a label is a simple text description of the data
it represents.
For example, if your worksheet contains information about the age,

height, and weight of a group of people, the words age, height, and
weight, would make ideal labels for the data.
Label
Label

- 358 -
Now that you understand the basics of columns, rows, ranges, and labels,
Entering it is time to start working with data. One way to enter data into an Excel
and worksheet is to click on the cell you want to use (making it the active cell)
Deleting and enter the information directly into it. When you type something in the
Data active cell, what you type will also be displayed into the formula bar.
Formula Bar
Cell C2 is the
active cell
If you type text, numbers, or formulas in the formula bar and press Enter,
the data or formula you typed will be entered into the active cell. When
you enter data in the formula bar, you will see an X and a check mark next
to the data entry field. If you click the X (cancel), the data in the formula
bar will be cleared. Clicking the check mark will enter the data just like the
Enter key.
To delete data from a cell, right click on the cell to display the drop down
menu. Clicking the Clear Contents option will remove the cell data, but not
the cell formatting.
New data entered into the cell will be formatted like the previous data.

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Entering and If you click the Delete option, a Delete dialog box will be displayed as
Deleting shown. Note that in the sample below, the Shift cells left radio button
Data, is selected.
continued
If you click OK both the data and formatting will be removed, and the
data from the cell to the immediate right will be shifted left into the
now vacant cell. If the Shift Cells Up radio button had been selected,
the data in the cell immediately below would be shifted up into the
vacant cell. Clicking Cancel will cancel the delete operation.
You can also delete rows and columns by clicking the Delete button on
the Home tab.
Clicking the small arrow at the right of the delete button will display a
menu with options to delete cells, delete rows, or delete columns. To
delete rows, first select a row or rows. Then, click the Delete Button
Arrow to display the delete menu, and then click the Delete Sheet
Rows option. This will delete the row, and shift the below cells up.
To delete columns, select the column or columns you want removed,

and then choose the Delete Sheet Columns option. The columns to the
right of the deleted data will be shifted left.
Remember, clearing contents only removes the data, while deleting

removes data and formatting.
It is important to keep in mind that Excel treats text and numbers

differently. A number is seen as a value in Excel, something that can
be used in mathematical operations. Text is often used as labels or
identifiers. If you want to enter a number as text (use a number as a
label), put an apostrophe (‘) in front of it.

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To print your worksheet, click on the Office menu and select Print from
Printing the menu items.
Your
Worksheet If you let your mouse pointer hover over the small right pointing arrow
(just to the right of the printer icon on the Office menu) you will see an
option for Quick Print, which will print your worksheet using the default
settings.
In addition, you will also see an option for Print Preview. In the print
preview screen you can zoom in on your data if you need a closer look.
This is done by clicking the print preview with the magnifying glass
mouse pointer. You will learn more about printing workbooks and the
Print Preview screen in Section 5.
If you click directly on the Print option in the Office menu, the Print
dialog box will be displayed.
From this dialog box you can choose whether to print an entire
workbook, an active sheet or sheets, or a selection. Pressing the Ctrl +
P keys is another way to display the Print dialog box.

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Basic Excel Features
When working with spreadsheets, it is often the case that you must repeat data in a large
number of cells. Excel helps you do this efficiently by automating some basic and repetitive
tasks for you.
In this lesson we will discuss some of the most fundamental and useful Excel features:
AutoFill, AutoSum, and AutoComplete. In addition to covering these automated features, you
will learn another key concept: how to work with basic formulas.
Excel’s AutoFill feature can help you enter repeated or incremental text or
What is numbers quickly. Say, for example, that you have to enter all of the years
AutoFill? from 1990-2010 in a worksheet. Rather than typing each year into a cell
manually, you can take advantage of the AutoFill feature to enter the data
quickly and easily.
By dragging your pointer down a column, you can make AutoFill enter
consecutively increasing or decreasing values in adjacent cells by
whatever increment is defined between the first two selected cells.
If you wanted to enter all of the years from 1990 to 2010 into the sample
worksheet shown above, you can enter the year 1990 in cell A2 (under
the Year label) and 1991 just below in cell A3.
If you select both cells, and place your mouse pointer over the small black
square in the lower right corner of the selection, your mouse pointer will
turn into a thin cross.
If you hold down the left mouse button and drag the + pointer down
column A, a small comment box will appear telling you what AutoFill is
putting in each cell.

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Basic Excel Features, continued
What is
AutoFill?,
continued
When you see 2010 in the comment box, stop dragging.
The worksheet will now contain the years 1990-2010. Note that you have
to select two adjacent data items, and they have to change incrementally
for AutoFill to enter the correct consecutive values. If you selected only
1990 and dragged down the column, AutoFill would enter 1990 into every
cell.
Depending on what you want to do, however, this can work to your
advantage. For example, if you select a single cell and drag the corner
with the + pointer, AutoFill will fill the cells you drag over with the value
in the original cell.

- 363 -
It is often useful to have totals or sums for the rows and columns of
What is numbers in your worksheet. AutoSum can easily add all of the
AutoSum? numerical data in a column or row.
First, make the cell immediately below the column of data (or
immediately beside the row of data) the active cell. Next, click the
Formulas tab and then click the AutoSum button.
The column or row of data to be summed will now be enhanced by an

animated border.
Notice that you can see the range to be summed in the active cell
(C2:C9).

- 364 -
What is
AutoSum?, Press Enter and the total, 68, will be displayed in the cell.
continued
AutoComplete will help you enter data by completing what you type,
What is based on similar data in adjacent cells in the same column. If you enter
AutoComplete? the name John in a cell, and then type the letter J in the cell immediately
below it, AutoComplete will fill in the letters ohn completing the word
John. You simply need to press Enter to accept the substitution. If you
have two words with the same first letter in a column of adjacent cells,
John and Jack for example, and you type a J, AutoComplete will wait
until you type a second letter to discern the most likely match to
complete the entry.
If you want to turn the AutoComplete feature off, display the Office menu
and click the Excel Options button at the bottom of the menu. When you
see the options screen, click the Advanced option in the panel on the left,
and then clear the check box next to words Enable AutoComplete for cell
values.
When you click the OK button, AutoComplete will be turned off.

- 365 -
What is
AutoComplete?,
continued
Formulas are mathematical expressions that operate on cell contents.

When cells contain numerical data, you can add, subtract, multiply, and
Working with divide the cell contents as your worksheet requires. The results of these
Basic operations will be shown in the cell that contains the formula. Formulas
Formulas can be simple, like adding two cell values, or quite complex, involving
multiple mathematical operations.
You can enter a formula directly into a cell or by using the formula bar.
Cell Formula bar
When entering formulas, the formula should be preceded by an equals

sign (=). Formulas can contain cell references (like A1) or raw numbers
(like 23) or even functions (like Sum (B2:B9)).
=A1+23, = D2-C2, and =B10+B11-C6 are all valid formulas.
If you include a cell reference in a formula, and that cell reference itself
contains a second formula, the second formula will be evaluated and the
result will be used in the first formula.

- 366 -
In this worksheet, we want to multiply Quantity by Price to get total sales.

Working
With Basic
Formulas,
continued
When you enter the formula =B2*C2 in the formula bar, what you type
can also be seen in the active cell (D2). In Excel the * symbol is the
multiplication operator, so =B2*C2 means, the contents of cell B2
multiplied by the contents of cell C2. When Enter is pressed, cell D2 will
show the result.
You can tell if a cell contains a formula by making it active. If there is a

formula in the active cell, it will be shown in the formula bar. Formulas
can contain multiple cell references from a single worksheet, or even
references from different worksheets or workbooks.

- 367 -
Moving your Data
The ability to manipulate your data is crucial to building worksheets and workbooks. To work
with your data efficiently, you should know how to cut, copy, and paste single and multiple
items. You should also know how to insert and delete cells, rows, and columns, and
understand how to use paste special. You should also know how to drag and drop cells, and
be familiar with Excel’s undo, redo, and repeat features.
In this lesson, you will learn all of the concepts listed above, and as a practice exercise, you
will copy and paste single and multiple cells.
Dragging It is a simple matter to drag and drop cells. First, select a cell by clicking
and on it, making it the active cell.
Dropping
Cells
When you see the thick black border around the cell, move your mouse
pointer over one edge of the border. You will see your pointer turn into a
four-headed arrow.
Now, hold your left mouse button down and drag the cell contents to a
new location.
In this example, the value 200 was dragged from position A3 to position
C3.
If you select a group of cells, the selection will be surrounded by a thick

black border. You can mouse drag a selection by grabbing this border,
just as you dragged a single cell.

- 368 -
Moving your Data, continued
You can drag and drop cells pretty much anywhere in the worksheet. If
Dragging and you drag a cell with a formula, the formula will move to the place you
Dropping drop it. If you drag a cell that is referenced in a formula (a single cell, or
Cells, a selection of cells) all formulas that reference the cell will be adjusted
continued to reference the new location.
Be careful when dragging and dropping in a worksheet. It is easy to

drag and drop cells by mistake when trying to perform other operations.
How to Cut, To be able to move your data effectively, you must know how cut, copy,
Copy, and and paste cells. To cut and paste a cell, right click on the cell and select
Paste Cells Cut from the drop down menu.
The cell will be surrounded by a dark and light flashing border. When
you see this flashing border, move your mouse pointer to one of the
border’s edges and when it turns into a cross arrow, you can drag the
cell to another location.
You will notice that the data has been removed (cut) from its original
location (C3) and relocated in the place where it was dropped (D3).
You can also right click on a cell, select the Cut option, and then point
and click or use the arrow keys to move to your destination. When you
select a destination cell, right click it, and select Paste from the drop
down menu. The data will be relocated in the destination cell and
removed from its original location.

- 369 -
How to Cut, Often, data needs to be duplicated in another area of the worksheet
Copy, and without disturbing the original cells. To achieve this goal, use the Copy
Paste Cells, feature. To use Copy, once again right click on a data cell, but this time
continued select Copy from the drop down menu. The cell will once again have a
dark and light flashing border.
Now move to a new location as before, by dragging, pointing, and

clicking, or by using the arrow buttons.
The data will be pasted to its new location, and the original cell and data
will remain unchanged.
Notice that as long as the flashing dark and light border is around the
source cell, you will be able to paste data that you copied from it. It is
also important to remember that cutting and copying moves formatting
information to the destination as well as the data.
Cutting copying and pasting multiple cells is a lot like cutting copying
How to Cut, and pasting single cells. The important difference is that you must select
Copy, and a range of cells first.
Paste Multiple
Cells and To begin, select a range of cells by dragging the thick cross pointer.
Items

- 370 -
When you have made your selection, right click on any cell in the selected
How to Cut, range, and choose Cut or Copy from the drop-down menu. The selected
Copy, and range will have a light and dark flashing border.
Paste
Multiple
Cells and
Items
The next step is to select a destination area by dragging and dropping,

pointing and clicking, or using the arrow keys.
If you choose a destination cell by pointing and clicking the mouse, or

with the arrow keys, the selected block of cells will be copied so that the
destination cell is in the upper left corner of the new block.
If you cut a selection of data, it is just like cutting a single cell in the
sense that the cell information in the original selected area will be
removed (cut) from the worksheet.
When you cut or copy items, they are saved to the clipboard. You can
view the items on your clipboard at any time by accessing the Clipboard
task pane. You can do this by clicking the Home tab, and then clicking the
small arrow at the bottom right of the Clipboard group.

- 371 -
Any items copied from other Microsoft Office applications like Power Point,
How to Word, or Access, (up to 24 items) will be saved on this clipboard. You can
Cut, Copy, paste items to your Excel worksheet (at the location of the active cell). You
and Paste can also copy items to the clipboard from Excel, and paste them to another
Multiple program like Word.
Cells and
Items,
continued
You can clear all the items from the Office clipboard by clicking the Clear All
button, or you can paste all of the items on the clipboard by using the Paste
All button.
Paste Special is a very interesting and useful Excel feature. You can use
How to Paste Special to perform a lot of operations that might be awkward and
Use Paste tedious to perform using other Excel tools.
Special
Paste Special does more than just paste data. It allows you to use the
values you will paste to perform operations on the destination cells.
In this worksheet we have a column labeled quantity, a column labeled

price, and a column labeled sales which is calculated with the formula
(quantity * price).
Suppose that all prices are to be raised by 20%. You can manually enter
the new prices, use a formula in a new column to calculate the prices, or
you can use paste special.
To use paste special for this situation, we would enter the value 1.2 (the
numerical equivalent of 20%) in cell D1, then right click on cell D1 and
choose Copy, giving the cell a flashing border.

- 372 -
How to
use Paste
Special,
continued
Next, select the column of prices by dragging the thick cross pointer.
When the selection is highlighted in blue, right click on the selected area,
and choose Paste Special from the drop down menu.
This will display the Paste Special dialog box.
There are a number of options In the Paste Special dialog box that you
can choose from. Since we want to increase the prices in the selected
range by 20%, we want to multiply each price in the selected range by
1.2 (the value that we copied). To do this we would select the Multiply
radio button and then click the OK button.

- 373 -
Notice that the prices have now been increased by 20%, and Sales have
How to Use increased as well, taking the new prices into account.
Paste
Special,
continued
By using paste special, we have not copied the value 1.2 in cell D1 to
the selected range. Instead, we have used the value to perform a
multiplication operation on the values in the selected range.
Remember, you must copy the value or values that you want to paste,
creating a flashing light and dark border around the cell or range, and
then select the cell or range that you want to paste to, before invoking
the Paste Special dialog.
Like the regular copy and paste operation, you can use single or
multiple items with Paste Special. You can copy and Paste Special a
single item to a single cell, a single item to multiple cells, and multiple
items to multiple cells.
With Paste Special you can choose to add the copied value, subtract it,
multiply it, or divide by selecting the appropriate radio button. You can
also choose to paste only values, so a formula will not be copied but its
result will.
Take a look at the options available to you in the dialog box, and
remember, the default setting under the Paste heading is All.
Suppose you are building a worksheet with Excel 2007, and you realize
How to that you forgot to include a row or column of important data. It could
Insert and also be the case that a row or column of data is unnecessary or contains
Delete Cells, multiple errors and must be removed. Excel provides a simple way for
Rows, and you to delete or insert columns or rows if you have to.
Columns
To insert a column in a worksheet, first right click on the letter at the
top of the column. A drop down menu will be displayed.

- 374 -
How to Insert
and Delete
Cells, Rows,
and Columns,
continued
Click the Insert option from the menu. Now, all of the data to the
right of, and including the highlighted column, will be shifted one
column to the right.
In this example, the data in column B will now be shifted to

column C, the data in column C to column D, and so on.
Now there is an empty column where you can enter a new label
and data.
This procedure is essentially the same for inserting rows. To insert

a row, just right click on the row number and choose Insert from
the menu. All of the data in the row you selected as your insertion
point, and the data in the rows beneath it, will be shifted down one
row.
This will leave an empty row where you can enter new data.

- 375 -
How to
Insert and
Delete Cells,
Rows, and
Columns,
continued
This is a worksheet just after inserting a row at position 8.
It is also easy to delete rows and columns. To delete a column, right

click on the letter at the top of the column and choose Delete from the
drop down menu. All of the data to the right of the column will be
shifted one row to the left, and the old information will be replaced with
the data that was in the column to the immediate right.
To delete a row, right click on the row number and choose Delete from
the drop down menu.
All of the data below the column will be shifted up one row, and the old
information will be replaced with the data that was in the row directly
beneath.
To insert a cell, right click on it and click Insert. The Insert dialog box
will appear.

- 376 -
How to
Insert and
Delete
Cells,
Rows and
Columns,
continued
When you insert a cell, the existing data must be relocated. You can click
the radio buttons in the dialog box to specify how the data will be moved.
Selecting Shift Cells Right and clicking OK will move the item in the active
cell, and all the items to the right of it, one cell further to the right, leaving
a blank cell at the original location. For example, the data in cell A1 would
move to B1, and the data in B1 would move to C1 and so on, leaving cell
A1 empty.
Selecting Shift Cells Down will perform a similar operation, but in the
direction of the bottom of the worksheet. For example, if you inserted a cell
at location B1, the data in B1 would shift to B2 and the Data in B2 would
shift to B3, and so on, leaving B1 empty.
The Entire Row or Entire Column options allow you to insert a row or a
column as previously discussed.
Let’s look at an example. Here is our worksheet before inserting a cell at

C5:
After inserting a cell at C5 (shifting cells right):

- 377 -
How to Insert
and Delete
Cells, Rows,
and Columns,
continued
Anyone can make mistakes, especially when creating a complex

Using Undo, worksheet. Excel provides a way of backtracking over, or undoing
Redo, and incorrect or unintended actions.
Repeat
To undo an action, click the Undo button on the Quick Access Toolbar.
This will undo the very last action you performed. If you continue to
click the Undo button, the next most recent action will be undone, and
so on. You can also click the downward pointing triangle to show a list
of recent actions.
You can select actions from this list and then click the selected item to
delete it and any other actions above it in the list.
If you want to redo an action (perform an action that you undid with
Undo), you can click the Redo button on the Quick Access Toolbar.
Here, you can also use a drop down list to select multiple actions to
Redo, in just the same way as with Undo.
In certain cases, the Redo function will change to a Repeat command. If

you perform an action on a cell, (making it currency style for example),
you can then click on another cell, or select a range of cells and use the
Redo button to repeat the action on the additional cells.

- 378 -
Module 19: Editing Your Workbook
Objectives
Change the size of rows or columns
Adjust cell alignment
Rotate text
Create custom number or date formats
Use conditional formatting
Merge cells
Use AutoFit
Find and replace formatting
Add patterns and colors
Add borders
Work with styles
Create charts
Format charts
Enhance charts with drawing tools
Change the chart type
Change the source data for a chart
Work with chart axes and data series
Create a chart template

- 379 -
Modifying Cells and Data
To make the most out of your worksheets, you should understand the many ways that you
can modify cells and data in Excel. In this lesson you will learn about changing the size of
rows and columns, adjusting cell alignment, creating custom formats, and rotating text.
Sometimes it will be necessary to change the size of a row or column to

fit the data contained in it. Or, you may want to change the size of a row
Changing or column just for the change in appearance. In either case, changing the
the Size of size of a row or column is quite easy.
Rows or
Columns To change the size of a column, place your mouse pointer on the line that
divides the column letters at the top of the column you want to change.
For example, if you wanted to change the size of column B, you would
place your mouse pointer on the line separating B and C. Your mouse
pointer will turn into a vertical line with a small arrow on either side.
When you see this pointer you can change the column size by holding the
left mouse button and dragging the column edge to the left or right.

- 380 -
Modifying Cells and Data, continued
Changing
the Size of
Rows or
Columns,
continued
Now the size of column B has been changed.
To change the size of a row, place your pointer on the line separating
the row numbers at the left of the worksheet. When you see the pointer
with a vertical line and an arrow on either side, drag the edge of the
row to change the size.
In this instance, the size of row 6 has been changed by dragging the
column edge between the numbers 6 and 7 downward.
You can also change the size of rows or columns by clicking the small
arrow at the right of the Format button in the Cell group on the Home
tab.

- 381 -
Changing the This will display a menu where you can choose a height or width option.
Size of Rows
and Columns,
continued
If you click the Row Height option, for example, you would see a Row
eight dialog box like this.
Changing the value in this box will change the height of the selected
rows.
To align data within a cell, just follow these simple steps.
Adjusting Cell First, select the cell with the data you want to align.
Alignment
Click on the alignment button of your choice in the Alignment group on

the Home tab.

- 382 -
The data will now be aligned the way you want it. In this case the data was
Adjusting centered in the cell by clicking the center button on the formatting toolbar.
Cell
Alignment
continued
To align multiple items, select a range of cell by dragging the thick cross
mouse pointer. Once the range of cells is selected, click the alignment
button of your choice on the formatting toolbar. In this instance the left
alignment button was clicked, aligning all the data in the selected range to
the left walls of the cells.
You can also align single or multiple items using the indent buttons in the
alignment group. Just select the cell or range of cells with the data you
want to align, and then click the indent buttons to adjust the alignment in
increments.
Note: Using the indent buttons may change the width of the column that
contains the data.
Rotated text can make your worksheets look better, improve organization,
and improve readability. Rotating text can also make viewing or printing a
Rotating large worksheet easier because the column widths do not have to
Text accommodate the length of your text descriptions.
To rotate text, first select the cell or range of cells you want to rotate.

- 383 -
Rotating Once you have selected a cell or range, click the Orientation button in the
Text, Alignment group on the Home tab. When the menu is displayed, click the
continued option that represents the type of alignment that you want.
You can also right click on any cell in the selected range and click on
Format Cells in the drop down menu.
This action will invoke the Format Cells dialog box.
To rotate the text in the selected cells, put your mouse pointer on the red
diamond in the orientation field. Hold your left mouse button down and
drag the diamond to the degree that you need.

- 384 -
Rotating For example, if you want the text to be vertical in the cells, drag the
Text, diamond 90 degrees to the bottom of the orientation field.
continued
You can, of course, also set additional options on the left hand side of the
dialog.
Click the OK button after you make your adjustments to implement them.

- 385 -
Excel 2007 provides a variety of number and date formats for you to
choose from, but it may be the case that you require something
Creating different. You can create your own custom number and date formats
Custom in Excel, to present your data exactly as you wish.
Number and
Date Formats To create a custom number format, select a cell that contains a
number you want to format and invoke the Format Cells dialog box.
You can do this by right clicking on the cell and choosing Format
Cells from the drop down menu, or by clicking the small arrows in
the lower right corner of the Font, Alignment, or Number groups on
the Home tab.
When you see the dialog box, click the Number tab.
You can see the number you are formatting in the Sample area of
the box.
To create a custom format, you must select Custom from the bottom
of the category list at the left of the dialog box.

- 386 -
Creating
Custom
Number and
Dates
Formats,
continued
Once you click on Custom, you will see a text window containing a list of
symbolic formatting codes underneath the heading Type. If you click on
a symbolic formatting code, you will see what your number will look like
with this formatting applied to it in the sample area above the
formatting code list.
Try clicking on different format codes until you find one that formats
your number close to the way you want it.

- 387 -
Let’s say that you want to format your number so there are two places after
Creating the decimal, and a dollar sign at the right side of the number. To achieve
Custom this, click on the #, ##0.00 format code from the list, and look at your
Number number in the sample field. Now add a $ directly to the right side of the
and Date format code where it is displayed directly beneath the Type heading. The
Formats, format code for your custom number format will be saved at the bottom of
continued the format code list in the Format cells dialog box. Click OK to format the
cell or range of cells with this new custom format.
Here is the new custom number format applied to the cell.

- 388 -
Cell Formatting
When it comes to the quality and clarity of a workbook, layout and appearance play a major
role. Excel puts an extensive array of formatting features at your disposal, letting you create
practical worksheets with a professional look and feel. This lesson deals with some of the cell
formatting tools that can help you present your data in a polished and meaningful way.
In this lesson you will cover conditional formatting and the Format Painter. You will also learn
about cell merging, AutoFit, and Find and Replace Formatting.
In Excel 2007 you can design a worksheet in such a way that data is
formatted differently, based on the values the data assume at any given
Conditional time. This is called conditional formatting.
Formatting
This spreadsheet is conditionally formatted to highlight cells in different
colors depending on the cell values.
To use conditional formatting, first select a range of data that you want to
apply the formatting to.

- 389 -
Cell Formatting, continued
Conditional The next step is to click on the Conditional Formatting button on the
Formatting, Home tab.
continued
This will display a menu of conditional formatting options. From this

menu, you can choose:
Highlight Cells This will highlight cells that are greater than, less
Rules than, between or equal to values that you can
specify.
Top/Bottom Rules This option will allow you to highlight the top or
bottom numbers or percent in the selected cells.
Data Bars Will display colored bars that are indicative of the
value in the cell. This is what is used in the image
above.
Color Scales Will use different shades of color to represent

different values, from low to high.
Icon Sets Will use sets of similar icons that will visually
indicate a cell’s value.
You will also notice options at the bottom of the menu for creating a new
rule, for clearing rules, and for managing rules.
Each one of the conditional formatting menu options will display either a
sub menu or a dialog box. In the image on the previous page, you can
see the sub menu for the Data Bars option. As you let your mouse pointer
hover over an option in the sub menu, you will see a preview of the type
of conditional formatting that your pointer is on applied to the cells that

- 390 -
you selected. To implement the conditional formatting, just click the
Conditional submenu option of your choice.
Formatting,
continued You can apply multiple conditional formatting rules to a group of cells by
simply re-selecting the group, and then adding another conditional
format by using the menu system discussed previously. The following
image shows a group of cells with a data bar conditional format and an
icon set conditional format.
The black and red circle icons represent low values, while the yellow and
green icons represent higher values. You can also see that the size of
the data bar in each cell corresponds to the given cell’s value.
If you click the New Rule option near the bottom of the conditional
formatting menu, you will display the following New Formatting Rule
dialog box.
In this dialog box you can configure more precise and specific
conditional formatting rules. The options in the Edit the Rule Description
panel will change as you clicking the different items in the Select a Rule
Type panel.

- 391 -
As an example, here is a rule set up for cells that contain text starting
Conditional with “budget.”
Formatting,
coninued
Notice how the options in the Edit the Rule Description panel have
changed.
If you click the Format button, the Format Cells dialog box will appear,
allowing you to specify exactly what format you want for cells that meet
the criteria you designed.
Remember to click the OK button when you are finished specifying your
format.

- 392 -
Conditional If you want to remove conditional formatting rules, simply use the
Formatting, Clear Rules option from the menu. This option will let you clear rules
continued for selected cells or for an entire spreadsheet.
The Manage Rules option will allow you to delete, edit, or add new
conditional formatting rules.
The Format Painter is a very useful feature that can be accessed from the
Home tab. With the Format Painter you can format a cell or selection of
The cells with an existing format from another cell.
Format
Painter To use the Format Painter, select a cell by clicking on it, and then click
the paint brush button on the Clipboard module of the Home tab.

- 393 -
The cell that you selected will be enhanced with a flashing dark and light
The border and your mouse pointer will turn into a thick cross with a paint brush
Format beside it. When this happens, any cell or range you select with the cross
Painter, and paint brush pointer will assume the format of the cell that you selected
continued your format from. In other words, you paint your selection with the format
from the original cell.
Let’s look at a sample. Let’s say we’ve formatted the Month cell a certain
way, and we now want to copy that format to the Sales cell. First, we’ll
select the Month cell and click the Format Painter.
Then, we’ll click the Sales cell.

- 394 -
The Format
Painter,
continued
Now, both cells are formatted the same way.
Cell Merging and AutoFit are two Excel features that help you change the
Cell Merging dimensions of your cells, rows, or columns. You may need an extra long
and AutoFit cell for a heading, or you may need to resize your columns or rows so
that long items can be displayed. Excel makes it easy to handle both of
these situations with cell merging and AutoFit.
If you need to put some text or a value into a cell, but the cell is too small
to contain it, use the merge feature. With merge you can select a group of
cells, either across a row or down a column, and combine them to form
one big cell.
To do this, select a group of adjacent cells and click the Merge button in
the Alignment group on the Home tab ( )

- 395 -
Cell Merging These rows:

and AutoFit,
continued
Become:
Now the group of cells you selected is merged together into one big cell.
Data entered into the cell will have a center alignment. The merged cell
can still be referenced in formulas by the column letter and row number
of the cell in the upper left corner of the group that the new cell was
merged from.
You can also use AutoFit to ensure that your columns and rows will
accommodate data that may be longer than expected. For example,
when you see a string of number signs (########) in a cell, you
know that the data is too long for the column width.
In this case, double click the separator line to use AutoFit.
The column will automatically adjust to fit the longest data present.
You can also adjust rows with AutoFit by clicking on the line between
row numbers, just below the row you want to adjust.

- 396 -
You can use Excel’s Find and Replace feature to find and replace a
specified formatting. This feature is ideal for replacing a formatting style
Find and that is scattered throughout a spreadsheet. To use Find and Replace
Replace with formatting, click the Find & Select button on the Home tab.
Formatting
This will display the Find and Replace dialog box.
Click the Options button to display the options for formatting. Then,
open the drop down list under the Format button and click Format.

- 397 -
You will now see the Find Format dialog box.
Find and
Replace
Formatting,
continued
From this box you can select a Number format from the category list.
You can also select a format option from the tabs at the top of the box.
(You can search for alignment, color, font type, and more!) You can
even choose a format from a cell by clicking the Choose Format from
Cell button.
If you click this button, you will see a thick cross mouse pointer with an
eye dropper beside it.
Click this pointer on a cell with formatting that you want to find, and the
Find and Replace dialog box will be displayed again.
Next, make sure that the Replace tab on the dialog box is selected to
show the options for choosing a replacement format. You can choose a
replacement format in the same way that you chose a format to find.

- 398 -
In the second half of the dialog, there are options in the list boxes to
Find and search worksheets, workbooks, and formulas.
Replace
Formatting, Once your options are set, click Replace to replace the unwanted
continued format one cell at a time, or click Replace All to perform all of the
replacements at once.
As a side note, when you right click on a cell in Excel 2007, you will
see a small formatting toolbar at the top of the pop-up menu. From
this small toolbar, you can apply Bold and Italics to your data, as well
as cell highlighting and font color. The Borders button, the Format
Painter, and the Font Type drop list are also available on the small
toolbar.
This feature really comes in handy when you have a tab other than the
Home tab in view, but you need to format some cells. Basically all you
have to do is right click after you make your selection, and most of the
formatting tools that are on the Home tab are available for use.

- 399 -
Enhancing a Worksheet’s Appearance
Up until now, you have been dealing with formatting individual values or ranges of cells.
In this lesson you will learn how to further enhance your worksheet’s appearance by applying
colors, patterns, borders, and fill effects. You will also learn what styles are and how to use
them.
To add colors to a worksheet, first select the range of cells you want to
add color to.
Adding
Patterns
and Colors
Then, click on the Fill Color button in the Font group on the Home tab to
display your color choices.

- 400 -
Enhancing a Worksheet’s Appearance, continued
You can choose shades of colors from the theme you are currently using
Adding (theme colors) or you can choose from a selection of standard colors. As
Patterns you let your mouse hover over each color in color menu, the selected cells
and will be previewed in that color.
Colors,
continued When you are ready, click on the color of your choice from the color
menu and the color will be applied to the selected cells. The range will
now be shaded with the color you selected.
The procedure to add patterns to a range is almost the same as for

adding color. First, select a range of cells. Then, right click and choose
Format Cells from the menu.
When the Format Cells dialog box appears click the Fill tab, select a color,
and choose a pattern from the drop down palette.

- 401 -
Adding You can see what the pattern will look like in the sample bar at the
Patterns bottom of the dialog.
and Colors,
continued
Here is the spreadsheet with the fill pattern applied to the selected cells.

- 402 -
Borders can help to separate and distinguish selected data within a
worksheet, or give a worksheet a more polished overall appearance.
Adding
Borders To add a border to your worksheet, select a range of data and display
the borders option menu from the Borders button (on the Home tab) by
clicking on the small down pointing arrow.
From the menu, click on the type of border you wish to apply to the
range, and the borders will be added.
You can gain more control over the borders by clicking the More Borders
option on the border drop down Menu. This will once again display the
Format Cells dialog box, this time with the Border tab activated. You
can also display this dialog box by clicking directly on the Borders
button.

- 403 -
Error!
Customize line position
Customize line thickness
Here you can customize a border by choosing line thickness and the line
position in and around the cell. When you are finished building a custom
Adding border, click OK to implement it on the selected cells.
Borders,
continued Here is the selected data after borders have been applied.

- 404 -
A style is a set of formats that can be given a name, saved, and applied
to a cell or a range of cells. You can create a style or modify an existing
Working style to build the formatting options you need for your worksheets. Excel
with 2007 even provides a large menu of preset styles that you can choose to
Styles apply to your cells.
To create a style, first enter some data in a cell and apply the formats
(font color, fill color, font size, bold, italic, and so on) that you want to
include in the new style.
Here, we have entered the word Hello, and selected bold, a font size of
12, a grey font color, and a shade of blue for the cell color.
Next, display the cell style options by clicking the Cell Styles button, and
then click the New Cell Style option near the bottom of the menu.

- 405 -
When you perform this action, the Cell Style dialog will be displayed.
Working
with
Styles,
continued
If you click the Format button, you will display the Format Cells dialog
box. This will allow you to add pretty much any kind of formatting you
want to the new style. You can also select or deselect elements to include
in your style with the various checkboxes.
If you just click the OK button, the formatting you added to the selected
cell will be saved as a style.
In the image on the next page, notice that the new cell style that was
created is now available in the Custom module of the style menu.

- 406 -
Applying your new style (or any of the preset styles) to a selection of cells
Working is easy. Just select the cells you want to modify, and then click on your new
with style or the preset style of your choice from the Style menu.
Styles,
continued Styles are saved with the workbook they are created in. If you want to use
a style from another workbook, the Merge Styles button will allow you to
bring in the styles you need.
To do this, you must have two workbooks open. Then, activate the
workbook you want to bring styles to, and click the Merge Styles command
in the Cell Styles menu.

- 407 -
That command will open this dialog:
Working
with Styles,
continued
In the Merge Styles box, select the workbook with the style you want
and click the OK button. Excel will copy all of the styles from the
workbook you selected into the workbook you want to bring styles to.
You will be asked if you want to merge styles if there are styles in both
workbooks that have matching names.
Once again, to use a style, select a cell or range of cells and choose the
style you want from the Cell Styles menu shown previously. If it is a
new style that you created, it will appear in the Custom region of the
Style menu. To remove a Style from the Style menu, just right click on
the particular style in the menu and choose Delete from the list of
options that appears.

- 408 -
Working With Charts, Part 1
Sometimes it can be hard to discern patterns or relationships in your data from basic tables
of numerical entries. Excel 2007’s powerful chart tools can help you create a more
meaningful representation of your data, by making it easy to build professional looking
charts.
In this lesson you will learn how to create, format, and manipulate a chart. You will also learn
how to enhance your chart with Excel’s drawing tools and how to add titles and tables.
In the practice exercise you will create and modify a chart, step by step.
One of the major changes in Excel 2007 is the way that charts are created
and handled. In previous versions of Excel, charts were often created with
Creating a the chart wizard. In Excel 2007, a new approach is taken in hopes that a
Chart professional looking chart can be created in just a few clicks. Instead of a
chart wizard, Excel 2007 provides a series of chart buttons and controls
on the Insert tab.
Before you create a chart, first consider the type of chart that you
require. Pie charts and bar charts are good for showing comparisons. Line
graphs can be useful for showing trends and plotting relationships
between variables. If you want a really visually interesting chart, consider
a three dimensional type.

- 409 -
Working With Charts, Part 1, continued
To create a chart, first select the data that you want to base your chart
Creating a on.
Chart,
continued
Our aim here is to create a pie chart. To do this, we have selected the
region labels and the sales data. The region labels will give us category
headings for our chart and the sales figures will comprise the actual
data for our chart.
Once you select the data, you can proceed by clicking the Insert tab to
display the Insert Tab. On the Insert tab, click the Pie Charts button to
display a menu of possible pie charts. For this example, we will click on
the Exploding 3-D Pie Chart option.
This action creates an exploding 3-D chart in the spreadsheet, showing

comparative slices for the sales per region.

- 410 -
Even after you create a chart, you can still alter its appearance. The
easiest way to do this is to single click inside the box (chart area) that
Formatting a surrounds the chart. When you do this, you will see the words Chart
Chart Tools appear in the Excel title bar.
If you click on the words Chart Tools, you will see the Design tab
appear.
This tab provides you with a variety of quick and easy chart
reformatting options. At the far left of the tab, there is a button to
completely change the chart type if you wish.
For now, we will only worry about changing the general format of the
chart.
To begin, if you right click on the chart legend and choose Format
Legend from the pop-up menu, you will see a box appear around it, and
you will see a Format Legend dialog box on your Excel screen.

- 411 -
Chart
legend
In this dialog box, you can select any one of the legend position radio
buttons to place the legend in the position specified. If you click the
Formatting Fill option on the panel on the left, you will see options pertaining to
a Chart, the legend background fill color.
continued
As an example, if you select the Gradient Fill radio button, you will see
options for fill gradients.

- 412 -
Formatting
a Chart,
continued
If you click the Presets arrow, you can choose a fill gradient for the legend
background from a drop menu.
Here you can see the results of selecting the top radio button for the
legend position, and a gradient fill for the legend background.

- 413 -
If you click in the area of the box that is close to the chart itself, you will see
Formatting a second inner box surround the chart. This box defines the plot area of the
a Chart, chart. (In the image above, you can see a thin line forming a box that is
continued inside the heavy outer box.)
If you right click inside the plot area and select Format Plot Area from the
pop-up menu, you will display a Format Plot area dialog box.
You can use the options in this dialog in the same way as the Format Legend
dialog.
Here is the same chart with the plot area formatted as a parchment gradient.
Finally, if you right click on the blank white area of the chart (around the
sales heading and legend) and then select Format Chart Area from the pop-
up menu, you will display the Format Chart Area dialog box.

- 414 -
Just as in the previous two examples for the legend and plot area, you can
Formatting use this dialog box to format the Chart Area. Just select a radio button for
a Chart, Gradient fill, Solid fill, or No fill, and then choose from the available options.
continued
The following image shows the pie chart from above with a solid fill color
added to the chart area.
As mentioned at the beginning of this formatting discussion, clicking inside

the box (chart area) around a chart will allow you to display the Design tab.
In the Design tab, you will see a Chart Styles group that is fantastic for
reformatting your chart. With these style buttons, Excel 2007 can provide
professional looking charts in just a few clicks.
The styles available in the Chart Styles group have been carefully composed
to use complementary colors, shading, and formatting. It is most often the
case that a quick style will produce a better looking chart than manual
formatting, and with less time and effort!
You can cycle through the quick styles by clicking the buttons and watching
your chart’s formatting change. You can use the scroll bar at the right of the
group to display several more style options.

- 415 -
More often than not, the quick styles buttons will provide a formatting
Formatting option that you will find quite satisfying.
a Chart,
continued
Here is the same chart that we have been using, after being formatted
with a quick style.
If you single click on the title of the chart, a box with a thin border will
form around the title. If you then double click on the title, formatting
options will be displayed.
You can use these options to align your title, bold your title, italicize it,
change the font color, and more.

- 416 -
As you already know, when you create a chart in Excel 2007, there will be
new tabs introduced on the user interface. For example, the Design tab
Modifying (discussed previously) becomes available when you select the chart. You
Charts can use the buttons on the Design tab to quickly change the overall
with the appearance and style of your chart.
Layout
Tab Another tab that can be very helpful when working with charts is the Layout
tab. When you create a chart, and select it by clicking on it, you should see
a Layout tab near the top of the Excel 2007 screen. Click the word Layout to
see this tab’s options.
The most important modules of the Layout tab (in terms of charts) are the
Labels group, the Axes group, the Background group, and the Analysis
group.
To see how these tools work, take the following Excel chart as an example.
If we click on the chart to select it, we can then click the Layout tab to see
what layout options we have for this chart.
In the Layout tab, if you click on the Chart Title Button (In the Labels
group), you will reveal a small menu of title options.

- 417 -
Modifying
Charts with
the Layout
Tab,
continued
Currently the chart in this example has no title, so there are two options
on this title menu that we can use. You can display a title above the
chart by clicking the Above Chart option, or you can place a title over
the chart by clicking the Centered Overlay option.
Let’s use the Centered Overlay title.
If we decide we don’t like that one, we can easily switch to the Above
Chart option.

- 418 -
Once you have chosen a title option, you can click on the words Chart
Modifying Title to display a cursor. When the cursor appears, you can type whatever
Charts text you want for your chart title.
with the
Layout You may have noticed a More Title Options item at the bottom of the title
Tab, menu. If you click this item, a Format Chart Title dialog box will appear.
continued
This will allow you to change virtually every aspect of your title.
If you click the Legend button on the Layout tab, a series of options for
modifying the chart legend will appear.
Clicking on any of these options will implement the particular style of

legend described.
You should notice that each legend option has a small icon showing the
location of the legend in relation to the chart.

- 419 -
If you want to apply labels directly to the data in the chart, click the
Modifying Data Labels button.
Charts with
The Layout
Tab,
continued
Once again, the small images that accompany each option will give you
a rough idea of what the results of the given option will look like.
Here is the chart without data labels.
Here is the same chart after adding a title and data labels. The chart
was also resized by dragging with the mouse in order to make the data
labels legible.

- 420 -
The Axes button will provide you with several options for modifying the
Modifying chart axes.
Charts
with The
Layout
Tab,
continued
Notice that there are two main options labeled Primary Horizontal Axis
and Primary Vertical Axis. Each of these two main options contains a
submenu of modification options.
These submenus allow you to change the scale and numerical values used
on the axis to coordinate the data.
The Gridlines button (also found in the Axes group) will allow you to add
or remove Minor and Major Gridlines to and from your chart. You can add
horizontal gridlines, vertical gridlines, or both if you wish. The gridlines
will represent the axis units on the chart to give you a clearer picture of
the specific value of the data at a given place in the chart.
Here is the same chart as before, with minor horizontal gridlines added.

- 421 -
Modifying
Charts with
The Layout
Tab,
continued
You can also add a data table to your chart by using the Data Table
button on the Labels group in the Layout tab.
A data table will help to clarify the meaning of your chart by displaying
the data groupings in your chart in tabular form.
The Trendline button in the Analysis group can be useful for pointing out
a specific behavior or trend in your chart’s data.

- 422 -
Under this button, you will see a number of options.
Modifying
Charts
with The
Layout
Tab,
continued
Once again, the image accompanying a given option shows a preview of

what the option may look like when implemented.
If you want to add error bars to your chart data (to show a range
around the values depicted in the chart that the data may or may not
assume) just click on the Error Bars button.
Here is the same chart as before with 5% error bars added to it. The
error bars show the values that the data columns could assume, if we
have an estimate of 5% error.

- 423 -
Modifying
Charts with
The Layout
Tab,
continued
If you are working with 3-D charts, the Background group has some useful
and convenient options.
Let’s take the following 3-D chart as an example.
If you click the Chart Wall button on the Layout tab in the Background
group, you will see options for showing or clearing the chart wall. The
following image shows the same chart as above, with the chart wall
cleared.

- 424 -
Modifying
Charts with
The Layout
Tab, continued
As you can see, the chart wall represents the back plane and bottom
plane of the chart. These areas show the units that the chart data is
measured by. (If you clear the chart wall, the data units and gridlines
will remain, just the fill color will be removed.)
The chart floor, on the other hand, represents the bottom or side
plane of the chart, where the data labels are shown. Here is the same
chart with the wall fill color added and the floor fill color cleared. This
was done with the Chart Floor button.
The orientation of the chart floor and chart wall may depend on the
type of chart that you create. Here is a 3-D chart with the floor
removed.

- 425 -
Modifying
Charts with
The Layout
Tab,
continued
Here is the same chart with the floor added. As you can see, the
orientation of the floor and wall of the chart differs from the chart in the
previous example.
When you are working with 3-D charts, you can also use all of the
options in the Labels group and the Axes group.
This Labels group was discussed previously in the context of 2-D charts.
The buttons and menus work with 3-D charts in a similar way. Here is a
3-D chart that has been modified with the Layout tab and Design tab.

- 426 -
Modifying
Charts
with The
Layout
Tab,
continued
Remember, the results you get when you use the buttons on the Layout tab
may vary between chart types, different sized charts, and between 2-D and
3-D charts.
It is usually fairly easy to undo a change that you make to a chart, so don’t
be afraid to experiment with the Layout tab.
Manipulating Sometimes it may be necessary to resize or even move your chart around in
a Chart your spreadsheet. To do this, first single click in the chart area to display the
chart area border.
If you place your mouse pointer on the corner of the chart border and let it hover, you will
see your pointer turn into a double headed arrow.

- 427 -
If you drag the chart corner with your mouse, you can resize the chart.
Manipulating
a Chart,
continued
Dragging your mouse horizontally will resize the length of the chart.
Dragging your mouse vertically will resize the height of the chart.
Finally, dragging your mouse diagonally will resize both dimensions of
the chart.
If you look carefully at the sides of the chart border, you will see a
series of four dots. If you let your mouse pointer hover over these
dots, you will see a double headed arrow.
You can drag theses side edges (with the double headed arrow
pointer) to increase the length or height of your chart.

- 428 -
If you drag the corner of the chart inwards toward the center, you will
Manipulating make the chart smaller.
a Chart,
continued
To move the chart, let your mouse pointer hover over the one of the sides
of the border, or over the top or bottom edge of the border.
When you see your mouse pointer turn into two crossed arrows, you will be
able to move the chart around your screen by mouse dragging.

- 429 -
Manipulating Here, the chart has been resized (smaller) and relocated (dragged)
a Chart, underneath the data.
continued
If you want to make a chart an object in another worksheet, or move the

chart to a sheet of its own, do the following.
First, right click on the chart and choose Move Chart from the drop down
menu.

- 430 -
This will display the Move Chart dialog box.

Manipulating
a Chart,
continued
In this example, the New Sheet radio button has been selected, which will
place the chart in a new sheet called Chart1. (You can enter whatever
name you like for the new sheet.)
After you are ready, click the OK button to move the chart.
The chart has been now been moved to a sheet of its own.
Note that you can also click the Move Chart button in the Design tab to
display the Move Chart dialog box.

- 431 -
This time, if you select the Object In radio button, you can specify an
Manipulating existing sheet to place the chart in. In this case, we will use Sheet2.
a Chart,
continued
As soon as you are ready, click the OK button to move the chart.
Now, the chart has been embedded as an object into the worksheet.
To remove a chart from your worksheet, click in the chart area, and press
the Backspace or Delete key on your keyboard.
There are times when you may want to add additional graphic elements to a
chart, such as arrows or callouts, to point out and explain important
Enhancing a features.
Chart with
Shapes and
Graphics

- 432 -
In a chart like the following, you may want to point out that cone number
Enhancing 4 shows the greatest percentage of profits.
a Chart
with
Shapes
and
Graphics,
continued
To add a callout to the chart, click the lowest down pointing arrow beside
the Shapes group on the Insert Tab.
This action will display a large menu of preset shape options.

- 433 -
Find and select a callout from the bottom of the shapes menu, and then
Enhancing a draw it out by dragging with the mouse over the chart. (For our
Chart with purposes, we’ll use the cloud callout.)
Shapes and
Graphics,
continued
You can enter text into the callout by right clicking on it and selecting
Edit Text from the drop down menu.
You can use this procedure to add as many shapes or graphic elements
to your chart as you think are necessary.

- 434 -
Working with Charts, Part 2
This lesson will expand on the concepts covered in the previous lesson. In this lesson you will
learn how to apply a new chart type to your source data and how to change the source data
while maintaining the same chart type. You will also learn how to create chart templates and
how to work with the chart axis and data series.
What do you do if you create a chart based on your spreadsheet data and
you find that it just isn’t quite what you were hoping for? If you are using
Changing Excel 2007, it is a quick and simple matter to apply a new chart type to
the Type of your data.
Chart
To change the chart type, first display the Design tab by clicking on the
chart area and then click the Design tab. Now, look for the Change Chart
Type button.
If you click this button, you will display the Change Chart Type dialog box.
With this box, you can select a new chart type or variation based on the
data in the existing chart. For example, to change this chart to a clustered
pyramid column chart, simply select Column from the panel on the left,

- 435 -
Working with Charts, Part 2, continued
and then click the clustered pyramid chart type from the column chart
Changing options that are displayed. After you make your choices, click the OK
the Type of button to change the chart type.
Chart,
continued
Your chart will be automatically changed according to the selections you

make.
Here is an example of the new chart type.
You can also display the Change Chart Type dialog box by right clicking
on the chart area and selecting Change Chart Type from the drop down
menu that appears.

- 436 -
As you have just seen, Excel 2007 makes it easy to change the chart type for
a given set of chart data. The great thing is that Excel 2007 also makes it
Changing easy to change the source data for your chart while retaining the original
the Source chart type.
Data
In this example, the pie chart above is based on sales data per region. If you
wanted the chart to depict Expenses per Region, you would have to change
the source data of the chart from the sales data (cells B2 through to B5), to
the expenses data (cells D2 through to D5).
The first step in doing this is to right click on the chart area and click Select
Data from the menu that appears.
This action will display the Edit Data dialog box.

- 437 -
Changing the
Source Data,
continued
At the top of the dialog box, you will see a long text field labeled Chart
Data Range. This will show the range of cells that serve as the current
data source for the chart. To change the data source, use your mouse
to select the new data range from the spreadsheet. As you do this,
you will see the new range entered into the data source field.
When you complete your data selection, you will see the new data range in the Edit
Data Source dialog box.

- 438 -
Changing
the
Source
Data,
continued
The next step is to click the OK button in the lower right of the box. Now,
you can see that the size of the pie slices have changed to reflect the new
data.
You may notice that now, having changed the source data, the title of the
chart (Sales) is not accurate. To change the title, right click on it and select
the Edit Text option from the drop down menu. You can now edit the text to
change the title to whatever you wish. (In this case, the appropriate title
choice is Expenses.)

- 439 -
Changing
the Source
Data,
continued
Keep in mind that if you enter new data directly into the spreadsheet cells
that serve as the data source for the chart, the chart itself will be updated
automatically to represent the changes. You do not have to do anything
special to update direct modifications to the source data cells.
In a typical chart, the axes are the horizontal and vertical scales that you
use to coordinate your data. Basically, data is charted with respect to its
Working numerical position along an axis.
with the
Chart Axis A series is a group of data (normally a selection of cells) that is to be
and Data charted against an axis.
Series You can have more than one series represented in a chart to show how
the different series (selections of data) compare to each other.
To add more than one series to a chart, right click on the chart and click
Select Data from the menu that appears.

- 440 -
Working This will display the Edit Data dialog box. In this dialog box you will see
with the buttons for adding and removing a series.
Chart Axis
and Data
Series,
continued
To add a new series to the chart click the Add button. This will display an
Edit Series box where you can enter a name for the series in the name field
that is provided.
Next, you can enter a range of data for the series by dragging your mouse
pointer to select a range from your spreadsheet. (In this example, we are
adding the sales data to a column graph that shows expense data.) You can
enter data sources and series by typing a range directly into its field in a
dialog box, but selecting with the mouse is usually simpler.
After you select the appropriate data, click the OK button on the Edit Series
dialog and then on the Edit Data Source dialog.

- 441 -
Here you can see that two series (Expenses and Sales) are represented
Working in the chart.
with Chart
Axis and
Data Series,
continued
If you display the Edit Data Series dialog, you will see two names in the
series module of the dialog box.
You can select either one of these series and click Remove to remove it
from the chart. You can also click the Add button to add even more data
series to the chart if you wish.
In the following stacked line chart, the Sales data and Profit data are
represented against a Y axis consisting of dollar amounts.

- 442 -
If you right click on one of the dollar amounts on the Y axis, you will
Working with display a drop down menu. From this menu, you can choose a Format
Chart Axis Axis option.
and Data
Series,
continued
This will display a Format Axis dialog box.

- 443 -
In this box, you will find controls to specify the units and adjust the scale,
Working tick mark, and position of the Axis labels.
with Chart
Axis and If you select a different heading from the panel on the left of the box (the
Data heading highlighted in this image is Axis Options) you can change the line
Series, style of the axis, the shadow, and other aspects of its format.
continued
If you want to change the labels on an axis, invoke the Select Data dialog
box.
You can see an edit button in the Axis Labels area (on the left) of the
dialog box. If you click the Edit button, an Axis Labels box will appear,
and you will be able to select the labels you want from the spreadsheet.
Just drag your mouse to select the appropriate cells or manually type the
cell range into the box provided.

- 444 -
Here is the same chart that was shown previously, with its axis and
Working labels changed.
with Chart
Axis and
Data Series,
continued
A more convenient way to quickly select a chart layout is to use the

Chart Layouts available on the Design tab.
With these buttons, you can quickly apply numerous layouts to your
chart by clicking. You can also use the scroll bar at the right of the
group to view more layout types.
Here are a couple of different layouts for the chart. Both were chosen
with the chart layout buttons.

- 445 -
Working with
Chart Axis and
Data Series,
continued
Once you get your chart looking just the way you like it, you can save
Saving a Chart the chart type, colors, and formatting as a template that can be reused
as a Template to make on future charts.
Assume that this image represents a chart style and format that we are
happy with and that we would like to use in the future.
To save this chart as a template, display the Design tab by clicking on

the chart area. On the Design tab, click the Save as Template button.
This will display a Save Chart Template dialog box; it’s virtually identical
to the regular Save dialog. Just enter an appropriate name for your
chart template and then click the Save button. By default, the templates
will be saved in an Excel chart folder.

- 446 -
When you want to use the template, just select a data range for the new
Saving a chart from whatever spreadsheet you are working on and then click the
Chart as a small arrow at the lower right of the Charts group.
Template
This will display the Create Chart dialog box.
If you select Templates in the pane on the left of the box, you will see
the chart template that you saved displayed on the right side. Just click
the template icon to apply the template to the selected data.

- 447 -
Module 20: Printing and Viewing your Workbook
Use normal view

Objectives Use the Page Break Preview
Use the Page Layout view
Use the Full Screen view
Manage a single window
Create a window
Hide a window
Freeze a pane
Manage multiple windows
Switch between open workbooks
Arrange windows
Compare workbooks side by side
Reset windows
Save a workspace
Use Print Preview
Use the Print dialog
Use the Page Setup dialog
Use Quick Print

- 448 -
Using the View Tab
In Excel 2007 there are a few different ways to view your workbook. These different views
are designed to make certain tasks easier. If you are ready to print, for example, you
probably don’t want to view your workbook as a normal spreadsheet. If you do, it will be
hard to tell exactly where your printed pages will begin and end. Sometimes, you may want
to view a larger module of the grid area, or you may want to view several spreadsheet pages
at once.
The options for the different Excel 2007 views can be found on the View tab.
In this lesson, you will learn about the normal view, the page break view, the page layout
view, and the full screen view.
The first of the different views that we will discuss is the normal view.
Basically, the normal view is the view that Excel 2007 will open with by
Using default.
Normal
View The normal view displays the user interface tab, the Quick Access Toolbar,
the tabs, the status bar at the bottom, and a reasonably large part of the
Excel cell grid.
This view is best suited for general work in Excel, because it provides
easy access to many controls and features, as well as the working area
(grid).

- 449 -
Using the View Tab, continued
You will notice though, that in the image above you cannot see all of the
Using information in the spreadsheet without scrolling. The chart beneath the
Normal data area is partially hidden. To overcome this, click the View tab near the
View, top of the screen.
continued
In the View tab, you can see that the Normal view is currently selected.
You will also see several other options for different views.
You will also see checkboxes for Gridlines and for the Formula Bar on the
View tab.
Clearing these check marks will cause the formula bar and gridlines to
disappear from your Excel screen. You can get them back by placing
checks back in the appropriate boxes.
This View tab is the key to finding the Excel 2007 display that is most
appropriate for your work. Of all of the views available on the View tab,
the one you will probably use the most is the Normal view.
You may notice a group of buttons in the lower right of your screen on the
status bar. You can use these buttons to quickly switch between
workbook views.
Starting at left, the first button will switch to Normal view. The second
button will switch to Page Layout view, and the third button will switch to
Page Break Preview. These buttons are useful because they will be
available on the status bar regardless of the tab that is currently
displayed at the top of your Excel 2007 screen.
As pointed out for the spreadsheet shown previously, the normal view
does not necessarily show as much of the spreadsheet work area as you
Using Full would sometimes like. To see a larger view of the working area of the
Screen spreadsheet without having to scroll or navigate with the arrow keys, click
View the Full Screen button in the Workbook Views group on the View tab.

- 450 -
This will reveal a larger view of the working (grid) area.
In full screen view, you can see the data and the entire chart. It is important to note
that this is a functional view. That is, you can enter and modify data in the cells, and
perform cutting copying and pasting actions.
If you right click on a cell in full screen view, a menu of options will be displayed just as
in normal view.

- 451 -
Using Full
Screen
view,
continued
This menu allows you to choose formatting options from the small
formatting bar, even though the Home tab is not available. As you can see,
you can still insert comments, use paste special, and work with other
options through the drop down menu, even though the tabs are hidden.
To return back to normal view from full screen, just press your Escape key.
Another great feature of Excel 2007 is the Page Layout view. This view will
clearly show you the boundaries of your printed pages, almost like a print
Using preview. The difference is that this view provides all of the Excel
Page functionality that is available in any other view. You can edit, format, enter
Layout and delete data, add charts, and do pretty much anything else, all from
View within this view.
To get to Page Layout view, click the Page Layout button in the Workbook
Views group on the View tab. This will display your spreadsheet in page
layout view.

- 452 -
Using Page In page layout view, you can see the breaks between pages that would
Layout occur if the document was printed. The Quick Access Toolbar, the tabs,
View, the Office menu, and the status bar are all available in page layout view.
continued
If you adjust the zoom control toward the minus sign, you will see even
more of your spreadsheet, broken into pages.

- 453 -
If you click on the very edge of a page, you can hide the margins.
Using
Page
Layout
View,
continued
You can navigate between the pages by using your arrow keys to move
amongst the cells. You can also see rulers at the top and left side of the
screen, showing the dimensions of the pages.
In the images shown above and on the previous page, the paper size is the
default letter size of 8.5 by 11. If you change the size to any other size, the
pages in the Page Layout view will be adjusted accordingly. (You can adjust
paper size with the Size button on the Page Layout tab.)
As a matter of fact, any changes you make with respect to page margins,
orientation, and page size, will be reflected in the page layout view. This
makes the page layout view ideal for preparing a worksheet or workbook for
printing.
When it comes to printing your document, you can use the page layout view
to add headers and footers to your printed pages.

- 454 -
To do this, just click on the page right it says “Click to add header.”
Using
Page
Layout
View,
continued
Once you click on this area, you will be able to enter a header for your printed
pages. The situation is the same for footers.
Here is a page layout view with the page size increased to 8.5 by 14, the margins
set to wide, and a header added. Remember, the page layout view still retains all
of the Excel functionality!

- 455 -
Excel worksheets can get very large. In fact, most real worksheets contain
too much data to fit on one printed page. To print a large worksheet, you
Page have to break up the data into manageable modules. The point where one
Break contiguous sheet of data is broken into separate pages is called a page
Preview break.
If you print an Excel worksheet that is too big for a single page, Excel will
define page breaks for you based on the size of the cells, the size of the
paper that your pages will be printed on, and the print scale you choose.
However, Excel doesn’t care very much about the meaning or interpretation
of your data when it sets up page breaks. On a large worksheet, the data
can be broken into pages in awkward, illogical ways. This is why it is a good
idea to learn how to manage page breaks on your own.
If you click the Page Break Preview button on the View tab, you will display
an Excel view that shows page breaks in your spreadsheet as blue dotted
lines.
The solid blue lines indicate the boundaries of the printed page.
The Page Break view, though not great for actually working with your data,
does provide functionality. That is, you can still edit, copy, remove data,
and choose from menus in this view.

- 456 -
Page This view is designed to help you organize your spreadsheets for printing. If
Break you find that your data overlaps onto another page, but you would like to
Preview, keep it on a single page, you can drag the blue dotted lines with your
continued mouse to adjust where one page ends and another begins.
If you use print preview (which we will discuss in lesson 5.4), you can get a better idea of
what this page will look like when printed, now that the page breaks have been adjusted.

- 457 -
Managing a Single Window
When you open a workbook in Excel, the actual working area (grid area with column letters
and row numbers), is defined as its own region. That is to say, this working area is bounded
by a border and can be minimized, closed, or resized independently of the Excel program
itself. This self contained working area can be referred to as a window.
In this image, you can see a workbook represented as a window within the larger Excel
screen.
In Excel 2007 you can have multiple windows for the same workbook open at the same time,
or multiple windows representing completely different workbooks open at the same time.
In this lesson, you will learn how to create a new window, hide a window, unhide a window,
and how to freeze panes in a window.

- 458 -
Managing a Single Window, continued
In Excel 2007, it is easy to create a new window. If you have a workbook
open, just display the View tab, and then click the New Window button.
Creating a
New
Window
This will create a new, additional window for the same workbook. In the
following image you can see two task bar elements, one for the original
workbook window called newtemp:1, and another for the new window called
newtemp:2. (Excel will attach a :number to the name of the workbook for
each new window you create for the same workbook. This is Excel’s default
naming convention.)
Each new window you create will have its own minimize, restore, and close
buttons in the upper right.
This allows you to minimize, restore, and close each window individually,
though the window has to be active for these buttons to be visible.
In addition, the windows can be individually resized by dragging their
respective borders.

- 459 -
If you have two or more windows open for the same workbook and you
Creating a change or modify data in one window, the data will be changed in all of the
New other windows as well.
Window,
continued
Hiding a To hide a window from view, click the Hide button on the View tab.
Window
All traces of the currently active window will disappear from your Excel
2007 screen, but it is not really gone. The hide feature is great if you have
multiple windows open, and you want to put a window (or a few windows)
aside for a moment for less clutter, or perhaps to prevent accidental
modifications or closure.
Any hidden windows can be brought back to the Excel screen at your
convenience.
When you hide a window in Excel 2007, the Unhide button on the View tab
will become accessible.
Unhiding a
Window
When you click this button, an Unhide box will appear showing any windows
that have been hidden.
To display the window, select it in the unhide box and click the OK button.

- 460 -
It is sometimes convenient to be able to keep an eye on one part of a
spreadsheet while simultaneously viewing other parts of the same
Freezing a spreadsheet (for example, keeping cells with headings in place while
Pane scrolling through the data). If you want to see multiple parts of your
worksheet at the same time, you can segment your Excel 2007 screen
into more than one viewing area by using Excel’s Freeze feature.
To use Freeze, open a workbook window, and click the Freeze Panes
button on the View tab.
Clicking this button will display a menu of freeze options that you can
choose from.
You can freeze part of your window based on a cell selection you make
prior to freezing (the first option). You can also choose to freeze the top
row, or the first column (the second and third options). This is useful as
it will allow you to keep your column or row labels in place, while
scrolling through your data.
The other option in the View menu that is related to the Freeze
command is Split. With this command, you can choose to break your
window into four parts that you can scroll through independently.

- 461 -
This image shows a window that has been frozen based on a selection. The
highlighted area of cells was selected and the Freeze Panes button was then
clicked. Using the scroll bars on the left and bottom will scroll through the
bottom two panes and the pane in the upper right, but not the one that has
been frozen (the one with the highlighted cells).
If you select a single cell and click the Split button, you will break the window
into four panes around the selected cell. The four scroll bars will now let you
view each pane independently. This window was split around cell J10.

- 462 -
If you want to split your window into four equal modules, select cell A1 as the
active cell before you click Split.
To return your window to normal after a split, click the Remove Split button.
This button will appear whenever you split your screen.
To restore your window from a freeze, use the Unfreeze Panes option that
appears on the Freeze Panes menu. (This menu item will only appear whenever
you freeze your windows.)

- 463 -
Managing Multiple Windows
If you find that you frequently open a number of workbooks at the same time, Excel 2007
has some useful features that may help you manage your windows and workbooks better.
In this lesson, you will learn how to switch between open workbooks, how to arrange
workbooks, how to compare workbooks side by side, and how to reset a window.
When you have multiple workbooks open in Excel 2007, it is easy to

switch between them.
Switching
Between First, if you can locate the names of your open workbooks in the status
Open bar, you can click on a name to activate the corresponding workbook.
Workbooks
For example, clicking on newtemp in the task bar in the above image will
make it the currently active workbook in Excel. If you click on the word
othertemp in the task bar, this workbook will become the currently active
workbook.
If you can see two or more workbooks side by side in your Excel 2007
screen, clicking on the title bar of a given workbook will make it active.

- 464 -
Managing Multiple Windows, continued
When you click the title bar of a workbook in this way, it will become the
Switching currently active workbook and take the foreground of the Excel 2007 screen.
Between
Open Finally, you can use Excel 2007’s Switch Windows button to switch between
Workbooks, workbooks. This is especially useful when all workbooks are maximized and
continued cannot be seen.
When you click this button, you will display a menu listing all of the open
workbooks.
The checkmark in the menu indicates which workbook is currently active. If

you click on any workbook in the Switch Windows menu, it will become the
active workbook.
There is more than one way to arrange open workbooks in Excel. First, you
can resize the workbooks as required by dragging their side and bottom
Arranging edges. You can also move them around the Excel screen by dragging them
Workbooks by their title bars. Resizing and repositioning the workbook windows by
dragging with your mouse can be a useful technique, but if you tire of this,
Excel also provides a means of automatically arranging your workbook
windows.

- 465 -
Arranging
Workbooks,
continued
If you click the Arrange All button on the View tab, you will see a box
appear with a list of options for arranging your windows.
Tiled Workbooks will be arranged adjacently over the

screen area (like tiles).
Horizontal Workbook windows will be arranged lengthways (like

long strips) across the screen.
Vertical Workbooks will be arranged lengthways up and down

your screen, rather than across.
Cascade Workbooks will be layered one in front of the other,

with the title bar of each workbook visible.
Tiled

- 466 -
Horizontal
Vertical

- 467 -
Cascade
You can easily compare workbooks side by side with Excel 2007. To do this,
click on the Compare Side By Side button on the View tab. (Note that this
Comparing command will only be available if you have two or more workbooks open.)
Workbooks
Side by
Side
If there are only two workbooks open, they will be compared side by side
like this:

- 468 -
When workbooks are compared side by side, the scrollbars are used to scroll
Comparing through both workbooks simultaneously. This allows you to compare the
Workbooks same areas in each different workbook at the same time.
side by
side, If there is more than one workbook open, clicking the Side by Side button will
continued display a box with a list of the open workbooks for you to choose from.
The workbook you select from the list will be compared side by side to the
current workbook when you click the OK button.
When you are finished comparing workbooks, just click the Side by Side
button again to return to your previous view.

- 469 -
When you are using Compare Side by Side in Excel, you can scroll through
two workbooks simultaneously. If you want to compare workbooks, but
Synchronous have only one workbook scroll while the other remains fixed in position,
Scrolling, click the Synchronous Scrolling button to disable this feature.
Resetting a
Window,
and Saving a
Workspace
This button will allow you to scroll one window while the other remains
fixed. If you click on the scroll bar area of the window that is fixed, the
scroll bar for that window will become functional, and the other window will
now be in a fixed position.
When you use the side by side view, you can also use the Arrange All
button to arrange the windows you are comparing. This allows you to set
up a vertical side by side configuration if you wish. You can also resize and
reposition the two windows you are comparing manually, while maintaining
the Compare Side by Side functionality. If you do resize the windows
manually and you want to return to the original side by side window
configuration, click the Reset Window Position button.
Clicking this button will return your two windows to the original (Compare
Side by Side) position that you started with.
If you often work with multiple workbooks and windows, it may be a good
idea to use a workspace. When you save a workspace, all of the workbooks
that you have open at the same time will be linked together.
If you make changes to a workbook as part of a workspace, and then save

the workspace, you will see a prompt to save the changes you made. If you
do save the changes, the workbook file will be changed on an individual
basis. This means that even if you opened the workbook individually (not as
part of the workspace you saved), the workbook will now contain the
changes that you made to it.
You can create a workspace by clicking the Save Workspace button on the
View tab. It will be saved with an .xlw extension and can later be opened
just like a regular workbook. When you open a workspace, Excel will open
all of the workbooks you were using when you created the workspace.

- 470 -
Printing your Workbook
It is often the case that printouts of your workbook (or parts of your workbook) will be
required for one purpose or another. This is especially true for the workplace, where hard
copies of data are often requested. Needless to say, knowing how to print data from your
workbook is essential.
You have already seen how the Page Layout view can help you view your spreadsheet as
separate pages in preparation for printing. Beyond this, there are a few other Excel 2007
features that can be a great help when it comes to printing your documents.
In this lesson, you will learn how to open Print Preview and how to use the print preview
toolbar to set up print options. You will review the concept of quick printing and you will learn
how to open and use the Page Setup dialog box.

- 471 -
Printing your Workbook, continued
To open Excel 2007’s Print Preview screen, first expand the Office menu and
click on the small arrow to the right of the Print menu item. This will display a
Opening Quick Print option (like the print option on the Quick Access Toolbar) and a
Print Print Preview option.
Preview
The Quick Print option will print a quick copy of your spreadsheets, without
regard to page content, margins, or any other special print set up details.
For more control over your printing, click the Print Preview icon to open the
Print Preview screen.
If you click directly on the Print button in the Office menu, or press the Ctrl +
P keys, you will display the Print dialog box.
- 472 -
Here, you can click the Preview button in the lower left to invoke the Print
Opening Preview screen.
Print
Preview,
continued
Along the top of the Print Preview screen, you can see the Print Preview
tab. On this tab you can find a Print button, a Page Setup button, a Zoom
Using the button, Next and Previous Page buttons, a Show Margins button, and a
Print Close Print Preview button.
Preview
Tab
The Print button will print the document as it is shown in the Print Preview
screen. The Page Setup button will display the Page Setup dialog box,
which you can use to further refine your printed copies.
If your spreadsheet has multiple pages to print, you can advance or go

back through these pages using the Next and Previous page buttons. The
Print Preview screen will display whatever page of your
spreadsheet/workbook you are currently at.

- 473 -
Using the At any time the preview page is zoomed out, clicking on it will zoom
Print in. (You will see a magnifying glass mouse pointer when you do this).
Preview If the page is zoomed in, clicking on it will zoom out. Of course, you
Tab, can also use the Zoom icon on the tab.
continued
Clicking the Margins button will display the page margins on the print
preview. If you click again, the margins will disappear.
You can also place your mouse pointer on these margins and drag to
reposition them. However, be careful when dragging margins. Keep in
mind that repositioning the margins in this way may change the
appearance of your printed page.
Clicking the Close Print Preview button will close the Print Preview
screen.
Here is a print preview page after clicking on it to zoom in.

- 474 -
Here is the same page after clicking on it again. It is now once again
zoomed out.
Using the
Print
Preview
Tab,
continued
If you click the Quick Print item under the Print option in the Office menu,
you will immediately send your workbook to the printer, with no special
Quick formatting or page setup.
Printing
Because quick printing does not allow you to set up page breaks, margins,
or headers and footers, you may not be happy with the look of your printed
pages. With this in mind, quick print is best suited for small spreadsheets
with a relatively small number of rows and columns.

- 475 -
Quick Quick printing is also quite appropriate for small selections or ranges from a
Printing, larger spreadsheet. It may be the case that you have an expansive
continued spreadsheet and only need to print a few columns from it. To do this, just
select a print region (a selection of cells) by dragging your mouse and then
click Quick Print. When you do this, only the region you selected will be
printed.
If you click the Printer icon on the Office menu or use the Ctrl + P keyboard
shortcut, you will display the Print dialog box.
The Print
Dialog
If this dialog box looks familiar, it is because you have probably used it
before with other Microsoft Office programs; it is not unique to Excel.
At the top of the dialog box, you will see a dropdown list under the Printer
heading.
If you click the small down pointing arrow at the right of the drop list, you
will display a group of printer options to choose from. Your printed output
will be sent to the printer that you select. The printer that is shown in the
list box when you first display the Print dialog is your default printer.

- 476 -
The Print
Dialog,
continued
In the Print range module of the Print dialog, you can choose to print all
pages or a specified number of pages. By default, the All radio button is
selected. If you want to print a specific group of pages, select the Pages
radio button and then specify the range of pages to be printed in the From
and To boxes.
On the right side of this module you can specify the number of copies to be
printed. (The default is one.) If, for instance, you specified three copies,
then the page or range of pages you chose for printing will be printed three
times.
In the Print What module of the dialog box, you can specify what part of the
workbook will be printed. If you select a cell or cells in your spreadsheet
and click the Selection Radio button, only the selected cell or cells will be
printed. If you click the Entire Workbook button, the entire workbook will be
printed. If you select the Active Sheet(s) option, only the active sheets will
be printed. Remember, you can activate a sheet by clicking its tab at the
bottom of the Excel screen.
To activate multiple sheets, click the tab for the first sheet and then hold
down the Ctrl button while you click the tabs for the other sheets you want
to activate.
If you check the Ignore Print areas checkbox, the printout will not be
restricted to only specific print areas (selections of cells).
If you are ready to print, just click the OK button to send your output to the
printer.
If you click the Page Setup button in the upper left of the Print Preview
Using screen you will see the Page Setup dialog box. You can also open the Page
Page Setup dialog by clicking the small arrow in the bottom left hand corner of
Setup the Page Setup group on the Layout tab.

- 477 -
Using
Page
Setup,
continued
Here’s what the Page Setup dialog looks like.
Under the Page tab, you can select page orientation, print scale, paper size
and print quality settings. (Print quality is a kind of resolution, in dots per
inch, for a printed document.) Basically, more dots per inch will mean more
print quality.
Under the Margins tab, you can specify how to center your page (horizontally
or vertically) and you can directly enter values for the margins in the fields
provided. You can even click on a margin data field to place your cursor in it
and then enter a margin value of your choice (as measured in inches).
Another option is to use the arrow buttons at the side of the data fields to
change the margin values incrementally.
As you may remember, Excel 2007’s Margins button on the Page Layout tab
also let you change the margin to preset sizes.

- 478 -
Under the Header/Footer tab, you can choose headers and footers that will
Using be visible on the top (header) and bottom (footer) of each printed page.
Page You can select preset headers and footers by clicking on them in drop lists
Setup, located beneath the header, and above the footer, preview fields.
continued
If you click the Custom Header or Custom Footer buttons, you will see a
dialog box like the one shown below.

- 479 -
You can use this box to design a custom header by entering text in the
Using provided fields. You can also format the text and enter page numbers,
Page dates, and times by using the buttons above the text fields.
Setup,
continued As you can probably remember, Excel 2007’s Page Layout view (Lesson
5.1) also allowed you to add footers and headers to your printed pages.
Under the Page Layout tab you will find a control that will let you define a
Print Area (a selection of cells from your workbook). You will also see
controls to Specify Print Titles (row or column headings from your
spreadsheet to repeat on each printed page). You can specify print areas
or print titles by clicking in the appropriate field in the dialog box (to give
it focus) and then selecting the cells you want with your mouse from the
spreadsheet in question.
When you do this, the cell ranges will be entered into the dialog box fields
automatically.
You can also place checkmarks in the Gridlines box so that the gridlines will
be included in your printout. If you place a check in the Row and Column
Headings checkbox, the row numbers and column letters will be included on
your printed pages as well.

- 480 -
Finally, you can specify the Page Order for a large workbook or spreadsheet.
Using “Down then over” will print pages from top to bottom and then move over in
Page your spreadsheet one page width to start printing at the top again. “Over then
Setup, down” will print pages in a row from left to right, move down one page length,
continued and start printing at the next row of pages.
When you are finished adjusting you print settings, click the OK button in the
lower right of the dialog to save your changes and close the dialog. When you
are ready, you can then print your pages.

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Module 21: Getting Started, PowerPoint 2007
Objectives Open Microsoft PowerPoint

Interact with Microsoft PowerPoint
Close Microsoft PowerPoint
Add a slide
Delete a slide
Cut, copy and paste slides
Use AutoFit
Create text
Delete text
Select text
Cut, copy and paste text
Use Find and Replace
Use different methods of saving
Open a presentation
Close a presentation
Use the Help screen for online and offline help

- 482 -
Starting Out
This lesson will give an overview of Microsoft PowerPoint 2007, as well as help you become
familiar with opening, closing, and interacting with the PowerPoint program.

- 483 -
Microsoft PowerPoint is one of the leading programs used for creating
presentations for business meetings, school projects or creating personal
What is family slideshows. With PowerPoint, you can create any type of
Microsoft presentation/slideshow by customizing each slide to your specifications.
PowerPoint With the help of this and other PowerPoint 2007 courseware guides, you
2007? will be on the road to making remarkable impressions!
Let’s take a quick look at the interface:
You will find the Minimize, Maximize, and Restore buttons on the horizontal
title bar at the top of each window. The name of the current file is also
Interacting shown here:
with
PowerPoint
Minimizing a window means removing it from the screen and placing an

icon on the Start bar. To minimize an open window, click the minimize
button:

- 484 -
Interacting
with
PowerPoint,
continued
Maximizing the screen means to expand the window to fill whole screen.
To maximize an open window, click the Maximize button:
Restoring a window means to return a window that has been maximized

back to its previous size. To Restore a window, click the restore button
(which has replaced the maximize button):
Closing a window shuts down a program, file or folder. To close a window,

click the close button or click Office Menu
Closing
Microsoft
PowerPoint

- 485 -
Slides
The main component of a PowerPoint presentation is a slide. In this lesson you will learn
what a slide is; how to add and delete slides; how to cut, copy, and paste slides, and how to
use the AutoFit feature.
Slide shows are made up of a series of slides that contain text, pictures,
diagrams, charts, and other objects to display and enhance a
What is a presentation. Slides are similar to pages in a Word document or
Slide? worksheets in an Excel spreadsheet; they show the content.
Slides usually have placeholders for text, pictures, charts, or other

objects. These placeholders have text that tells you to click to add the
object indicated in the placeholder. For example, then you first open
PowerPoint, the default presentation template is used. The first (Title)
slide has a text placeholder that says “Click to add title:”

- 486 -
Slides, continued
Just click in this box and type a title:
What is a
Slide?,
continued
A slide show with one slide is not very exciting, so we will now learn how to
add more slides. Most presentations are delivered on a point-by-point basis
Adding a with a slide for each major point or group of points you want to make.
Slide
To add a new slide, just click the New Slide command in the Home tab:
When you do this, a couple of things happen. You will see the new slide in
the main portion of the PowerPoint window, and you will also see a
miniature version of the new slide in a list on the left. (This list is called the
Slide Pane.)

- 487 -
Slides, continued
Adding a
Slide,
continued
By default, PowerPoint inserts a new slide using the Title and Text layout
with a title for the slide on the top and space to type some information.
This is only one of many different slide templates we can use. Click the
pull-down arrow beside the New Slide command to see more options:
We will explore some of these templates later.

- 488 -
Slides, continued
On occasion you may want to delete a slide from your presentation. Click
the slide you want to remove in the Slide Pane, and then click the Delete
Deleting a command in the Home tab.
Slide
You can also press the Delete key on the keyboard to remove the selected
slide.
Cutting, copying and pasting slides is the same procedure as copying and
pasting text in a word processor. In case you are not familiar with this
Cutting, concept, let’s go over it now. When you select something (a slide, text, an
Copying image, etc) you can store a temporary copy in your computer’s memory
and by cutting or copying. Cutting means you physically remove the selected
Pasting item; copying means you take an exact copy while leaving the original
Slides intact.
After text has been cut, it can be pasted once to a destination. After text
has been copied, you can paste it many times; like a photocopier makes
many copies of one original.
Select the slide in the Slide Pane and then click Cut ( ) to cut the slide
completely out of the presentation or Copy ( ) to duplicate the slide.
After you have chosen to cut or copy, click in the Slide Pane where you
want the slide to go and click Paste. Let’s try this now.

- 489 -
Slides, continued
Take a look at this presentation with three slides. There is a title, a slide with
Cutting, three points, and a slide with a picture. We want to move the picture with the
Copying, slide from the end to the middle:
and
Pasting
Slides
Copying would not be the right thing to do now because we want to move the
original. Click the slide to select it (as it is in the above diagram) and then
click Cut in the Home tab:
The slide disappears from the Slide Pane and is saved in the “Clipboard;” a
special module of the computer’s memory that can hold temporary data. To
paste the slide in between the existing two slides, move your mouse between
the two slides and click to place a cursor, a flashing dark line indicating a
location:

- 490 -
Slides, continued
Cutting,
Copying
and
Pasting
Slides
Click Paste to insert the slide that was cut:
The slide will be returned to the Slide Pane:

- 491 -
Slides, continued
There are two shortcuts you can use to perform cut, copy, and paste
Cutting, operations. You can right-click on a slide in the Slide Pane to see these
Copying and commands:
Pasting
Slides
You can also use keyboard shortcuts.
To cut something, highlight it and press Ctrl + X.

To copy, Ctrl + C.
And to paste, Ctrl + V.
Why show you three ways to do the same thing? You will use these three
operations countless times while using computers, so try using each and
seeing which works the best for you. Most people will find using keyboard
shortcuts the easiest to use over time.
PowerPoint resizes text as you type so that if fits into a placeholder.

PowerPoint reduces the font size and line spacing until all the text fits (to
Text AutoFit a minimum font size of 8 points). For title text, if a few words bump to a
second line, the text is reduced by one font size so it fits on a single line.
You will notice when Text AutoFit is minimizing text when the AutoFit icon
is active on the slide.

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Text AutoFit Icon
As you gain more experience with PowerPoint, you will find that wordy
presentations become tiresome for the presenter and the audience, and as
such, you will likely make shorter, specific presentations over time.
Remember, PowerPoint presentations are designed to help enhance your own
verbal presentation, not read to everyone like story time!
Creating a Slide
Now that you know how to make new slides, it’s time to actually put some content into them.
This lesson will show you how to create text as well as how to edit the text you have created.
These basic editing tasks include deleting text, selecting text, and cutting, copying, and
pasting text. This lesson also discusses features called Find and Replace and the Format
Painter.

- 493 -
Creating a Slide, continued
To create text in PowerPoint you must have a place for it to go, meaning
a text box or placeholder. In the last lesson, we briefly looked at slides
Creating and their layouts. Each of those slides had a place for text to go, as
Text PowerPoint creates slides to incorporate text. Therefore, the only task we
have to do is click in the text box/placeholder and type.
Deleting You will always find that you have to make changes to the text in a
Text presentation. For example, you may want to use an existing presentation
but you need to update the content. There are two ways to delete text in
PowerPoint, and they are just the same as a word processor: the
Backspace key, and the Delete key.
The Backspace key always deletes text to the left of the insertion point.
Pressing Backspace when you have text selected will delete the selected
text and move the insertion point to the left. The Delete key always
deletes text to the right of the insertion point. Pressing Delete when you
have text selected will delete the selected text and move the insertion
point to the right.
Selecting In order to edit text or delete text in one step, the text must be selected.
Text To select (or highlight) this text you can move your mouse insertion point
to the blank space in front of the text you want… click and hold the left
mouse button down… and drag the selection tool over the text you want
to highlight.
This diagram shows the text below being highlighted from left to right.
Cutting, You may have text, images, or other items in a document that you would
Copying like to copy and/or move to another location. This location may be in the
and same document or in a different document. To cut or copy text, first you
Pasting must select the text you want to edit, and then click on the cut or copy
Text button we used in the last lesson. Pasting text will place the item in a new
desired location. These operations can be performed with the first block of
commands in the Home tab:

- 494 -
Cutting,
Copying and
Pasting
text,
continued Remember you can right-click selected text and click cut or copy, just like
you can with slides. The Ctrl + X, Ctrl + C, and Ctrl + V keyboard shortcuts
work the same as cut, copy, and paste, respectively.
You have likely noticed another command underneath the Copy command.
This paintbrush icon is called the Format Painter.
Using the
Format The Format Painter allows you to copy the formatting of text (bold, italics,
Painter underline, color, borders, fill, etc.) and apply it to other text. You can save
time creating a consistent look throughout your presentation by formatting
text once and then using the Format Painter to apply the formatting to each
slide you want to keep the same look.
Let’s give it a try. The following slide has two points, one which has
formatting and which does not. We want to copy the formatting (not the
text) from the first point and apply it to the second point. To do this, first
highlight the first point:

- 495 -
Now click the Format Painter command. Once you click it, the command
Using the looks like it has been ‘pushed,’ like a button:
Format
Painter,
continued
Notice how your mouse pointer has a paintbrush icon beside it: This
indicated the Format Painter is engaged. To apply the formatting to the
second point, select the entire point. The formatting will then be
applied, and the Format Painter will disengage:
You can use the Format Painter more than once by selecting the
formatting you want to copy, and then double-click the Format Painter
command. You can apply the copied formatting as many times as you
like, which is useful for long documents. When you are finished with the
Format Painter, click the command once more to disengage.
Find and Replace is an excellent tool that helps you edit your entire
presentation at once. The Find command will search your presentation
Using Find for each instance of a word or phrase. For example, if you misspelled
and Replace someone’s name in your presentation, but can’t remember in which
slide their name appears, you can use Find to find the misspelled
instance.
If someone’s last name is spelled ‘Younge’ and not ‘Young’ as you

originally spelled it, use the Find command (on the right side of the
Home tab) to find the error:

- 496 -
Using Find
and
Replace,
continued
When the Find dialog box appears, enter the word or phrase you want to
search for. Note that you can choose to ignore upper and lower case, or
only search for whole words only (searching for ‘Young’ may find the
word ‘youngest’):
The Replace command takes Find one step further. For example, you
may want to replace every occurrence of the word “good” with the word
“excellent” in your presentation. The Replace dialog box can be opened
by clicking the Replace command which is directly underneath the Find
command, or clicking the Replace button in the Find dialog box.
If you are sure you want to change all instances of a word or phrase,
click the Replace All button in the diagram above. All matching instances
will be replaced at once.

- 497 -
Working with a Presentation
The Save and Save As commands in PowerPoint (and other programs) are important to
understand. These commands will enable you to keep a copy of your presentation on your
computer that you can refer to again or share with colleagues. It is vital to form the habit of
saving your presentations frequently to prevent losing your work if your computer or the
program should shut down unexpectedly. This lesson will focus on saving presentations using
the save and save as features, and opening and closing presentations.
Since we have already been acquainted with the Save command in the last
few lessons, we will look at saving a presentation for the second time. After
Saving a you have saved your presentation for the first time and given it a name and
Presentation a folder location, the Save As dialog box will not appear again when you
for the save the presentation.
Second Time
Once you have modified or edited your presentation, the file will be updated
to reflect any changes you have made. You will not be prompted to give the
file a name or folder location, the file will update just by clicking the save
command. Simply click the Save command in the Quick Access toolbar or
press Ctrl + S to save any file updates.
There are two ways to open an existing presentation: from a folder on your
computer and from PowerPoint itself. PowerPoint will save your files by
Opening a default in the My Documents folder. When opening a document from My
Presentation Documents, you must open the folder (Start My Documents) and then
navigate to the presentation manually.
When you have located the presentation you want to use, double-click the
file. A new PowerPoint window will open and you can begin using the file
right away.
When opening a presentation from Inside PowerPoint, there are two

different ways. You can click the Open command…

- 498 -
Working with a Presentation, continued
Opening a
Presentation,
continued
…which will open a My Computer window that you can use to find a file.
However, in some cases it is easier to use the Recent Documents list,
visible when you click the Office Menu button:
You can open a recent document by clicking its name in the list. (By
default, up to 20 files will be saved in this list at a time, with lesser-used
files eventually getting taken off the list.) Notice that each file has a
pushpin icon beside it. If you use some files very often, you can click this
pushpin icon to pin the files to the list:
To unpin an item, just click the green pushpin icon again.

- 499 -
In the previous lesson, we learned how to close PowerPoint, but in some
cases you may want to close a presentation without having to close the
Closing a program. In this case, click the Close command at the bottom of the Office
Presentation Menu (you will be prompted to save the file if you have made any
changes):
This command will only close the active presentation without closing the
program.
Sometimes you may want to save a file with a new name so you can edit it
for a different purpose or maybe just to have an extra copy of the file. You
Using the may also want to change the folder location where the file is stored. To do
Save As this you use the Save As command. The Save As command also gives you
Command the ability to change the file type of your presentation (changing the file
type will be discussed in the Advanced Features chapter of this course).

- 500 -
Using the
Save As
Command,
continued

- 501 -
Module 22: Editing Slides
Recognize placeholders
Objectives Resize placeholders
Move a placeholder
Delete a placeholder
Add background color
Add gradient fills
Add texture fills
Add patterns
Add pictures
Use headers and footers
Insert headers and footers
Insert slide numbers
Insert the date and time
Rearrange slides
Use the Slides tab
Use the Outline tab

- 502 -
Placeholders
Placeholders are boxes with dotted or hatch-marked borders that are part of most slide
layouts. These boxes are conveniently placed and contain titles, body text, or objects such as
charts, tables, and pictures. Placeholders can be resized and moved on a slide or deleted
from slides entirely.
Types of
Placeholders
Title A text box formatted for a

title.
Text A text box for bulleted lists.
Content Located in the middle of the

default slide; the slide
template added when you
click the New Slide
command.
Table Insert a table of x columns

and y rows.
Chart Create a chart based on a

table of data.
SmartArt Create an organizational

diagram.
Picture Insert a picture from your

computer’s hard drive.
Clip Art Insert a picture or diagram

from an online resource.
Movie Add a movie to your

Clip presentation.

- 503 -
Placeholders, continued
The placeholder has several round sizing handles around the edges. These
sizing handles are used to make the placeholder larger or smaller. Move
Resizing the mouse pointer over a sizing handle and it will turn into a double-
Placeholders headed arrow. You can click and drag in the dimensions indicated by the
double-headed arrow.
Sizing Handles
Notice the green sizing handle just above the center of the placeholder.
When you hover over this handle, your mouse pointer will turn into a
circular set of arrows. Click and drag to rotate the placeholder and its
contents about its center:

- 504 -
Placeholders, continued
Moving a placeholder like a text box is easy. Move the mouse pointer
to any edge of the placeholder where there is no sizing handle. The
Moving a mouse pointer will change to a move pointer (shown below). Now,
Placeholder click and drag the placeholder wherever you like on the screen.
Deleting To delete any placeholder, click on the placeholder edge and press
Placeholders the Delete key on the keyboard. The placeholder deletes all of the
changes you had made and reverts to its original size and location.
Now, press the Delete key on the keyboard again. Now the
placeholder is completely deleted from the slide. We will explore how
to restore placeholders in later manuals. Just remember, if you end
up deleting something by accident, use the Undo command to bring
the object back.
Formatting a Slide
Formatting is the way you present, organize, and arrange a presentation. It involves the type
of font you apply, matching colors, text emphasis throughout the presentation, and
background colors and styles. We learned a little about backgrounds through the Design tab,
but this lesson will take you one step further in using gradient fills, textures, patterns and
pictures, all of which can be applied to a background.
You can change the background effects on slides, notes, and handouts. Changing the
background is useful if you want a color shade or texture for a slide background and not all
the other design elements from a design template. You may want to change the background
to emphasize different modules of a presentation.
When you change the slide background, you can apply the change to the current slide or all
slides. For notes, you can change the current notes page or all notes pages. When you
change the background for handouts, it applies to all pages as well as the printed outline.

- 505 -
You can add a background color to an individual slide or to all the
slides in your presentation. PowerPoint suggests eight colors in a color
Add a scheme for your slides or you can choose a different color from the
Background Standard, Custom or Theme Color options.
Color
Several quick style designs are accessible through the Background
Styles command on the Design tab:
Click the Option button in the Background group of the Design tab.
This will open the Format Background dialog box. From here, you can
choose a number of different background colors from the color
chooser:

- 506 -
Formatting a Slide, continued
Add a
Background
Color,
continued
A gradient fill is a color that fades or darkens from one side to the
other. You can have just one color that fades to a lighter shade or you
Add can have two or more colors that blend and change shades. From the
Gradient Format Background dialog box, click the gradient radio button and
Fills then adjust a number of different visual options. As you change
gradient effects, you can see what the effects will look like both on the
actual slide and in the Slide Pane:

- 507 -
Formatting a Slide, continued
Textures are pictures that give the effect of a texture, such as
newsprint, parchment, marble, canvas, etc. These textures will be
Add discussed with the drawing tools tab. You can also choose a
Textures or picture from a folder in your computer to use as a background for
Pictures slides. You may even want to use a company logo as a background
picture or pictures you have that are relevant to your presentation.
To add pictures or textures, click the Picture or texture fill radio

button in the Format Background dialog box:
There are lots of options to choose from here, such as the

selection of an included texture, the ability to insert your own
picture or some ClipArt, picture/texture offset and alignment
options, and more.
If you do insert a picture as the background image, you can

modify some picture Properties by clicking the Picture tab in the
Format Background dialog box:

- 508 -
Other Formatting Tools
Headers and footers consist of text, slide/page numbers, and dates that can appear at the
top and bottom of your slides, and slide notes. Headers and footers are both available to add
to notes and handouts, but only footers are available to add to slides. You can use footers on
single slides or all slides. For notes and handouts, when you apply a header or footer, it
applies to all notes and handouts. Headers and footers that you create for handouts also
apply to printed outlines. You do not have to include headers and footers. By default, notes
and handouts include page numbers, but you can turn these off. You might choose to include
no headers and footers on your slides but instead to reserve them for notes and handouts for
that presentation. Typical text footers in a presentation are a company name or logo, or
labels such as "Draft" or "Confidential."

- 509 -
Other Formatting Tools, continued
Inserting Headers are defined as information placed at the top of a document.
Headers Headers usually contain a document/presentation title. Footers are
and similar, only they are found at the bottom. They usually contain a
Footers date, author, page number, etc. Headers and footers are the same on
every page or slide, so you only have to fill in the information once
and PowerPoint will take care of the rest.
The Header and Footer command is found on the Insert tab. Click the
command to open a dialog box:
On the Slide tab, check the boxes to add the header/footer

information you want. For example, date and time is checked above,
and the default date format will be inserted. You can see in the
bottom right corner where the footer will be inserted.
The Notes and Handouts tab allows you to apply basically the same
information to a printed copy of your presentation:

- 510 -
Inserting
Headers and
Footers,
continued
Inserting Even though you can apply page numbers through the headers and
Slide footers dialog box, the Insert tab also displays a slide number
Numbers command which updates slides as they are created and moved.
Inserting the The Date and Time command opens the Header and Footer dialog box
Date and and displays a list of available formats. Click the Date and time
Time checkbox, and then select a format from the combo box:

- 511 -
Inserting
the date
and Time,
continued

- 512 -
Managing Slides
Managing slides involves rearranging them in different orders, as well as knowing how to use
the Slides tab and Outline view. In this lesson, we will learn how to use the Slides tab and
the Outline tab.
The View toolbar has commands for all of your viewing needs. The View
toolbar is always active and is found in the bottom right corner of the
The View PowerPoint window.
Toolbar
Rearranging
Slides Slide Sorter view gives you an overall picture of your presentation
using thumbnails of the slides. This view, which lets you see the content
of each slide, makes it easy to reorder, add, or delete slides and
preview your transition and animation effects. To move a slide, to a new
position, just click and drag.
Using the The Slides tab vertically displays thumbnail-sized images of all the slides
Slides Tab in your presentation. The thumbnails make it easy for you to navigate
through your presentation and to see graphical representations your
design changes, as we have already seen.

- 513 -
Managing Slides, continued
Using the
Slides Tab,
continued
Selecting any slide in your presentation opens that slide in the Slide Pane for
easy editing. You can also re-order your slides in the Slides tab by selecting a
thumbnail image and moving this to a new position in your presentation
(though this is more easily done in Slide Sorter view).
The Standard Slides view can be changed to correspond with the size of the
slides you may be presenting on. This feature is found with the Page Setup
command (found on the Design tab):

- 514 -
Managing Slides, continued
The Outline view is an all text view showing the content of your
presentation. As such, the Outline pane helps you edit your
Using the presentation's content. Click the Outline tab, beside the Slide tab:
Outline
View
You can reorganize the points (bullets) on your slides or reorganize the
slides themselves. Your content can come from many places: you can
type it in yourself; you can insert files from another program, such as a
Word document or a simple text file. If you save your presentation as a
Web page, the text on the Outline tab becomes a table of contents so
you can navigate through the slides easily.

- 515 -
Module 23: Adding Effects
Adjust font size

Objectives Adjust font type
Add effects (bold, underline, italics, and shadow)
Change the text’s color
Change Character Spacing
Change Font’s Case
Open the Fonts dialog
Use the Fonts tab
Use the Character Spacing tab
Add bullets
Add numbers
Remove Bullets and Numbers
Discontinue Bullets and Numbers
Open the Bullets and Numbers dialog
Use the Bulleted tab
Use the numbered tab
Use right, left or centre alignment
Use justification
Use columns
Align text in a text box
Change text direction

- 516 -
Formatting Text Using the Home tab
You have already been briefly introduced to many of the font formatting tools from the Home
tab lesson; this lesson will show you how to implement those tools. In this lesson, we will
adjust font size, adjust font type, use effects, change font color, space characters, and
change font case.
Adjusting There are many reasons to adjust the size of text. You may want to fit the
Font Size text into a text box, or emphasize a word or phrase. Titles are often a
larger text size than the body. Text size is measured in points (pts). A
point is very small, only 1/72 of an inch. Text size increases with the
number of points you choose. Microsoft Office programs usually use a
default text size of 10 or 12 points.
To change font size, you can select the current text and then select a size
from the drop-down menu found on the Home tab:
If you insert a text box, set the text size, and then start typing, the font
will assume the new font size. Keep in mind that not all text has to be the
same size, including the individual letters of a word.
Should your presentation need something like this, you can add it if you
want!

- 517 -
Formatting Text Using the Home tab, continued
Font refers to an assortment or set of type all of one size and style.
You can change the appearance of the type (font) in most programs
Adjusting that use text. Microsoft Office installs quite a few fonts on your
Font Type computer and you probably have others that have been added when
you installed other programs. You can also download font sets from
the Internet.
To use a font, select the text you want to modify and choose a font
from the list:
Adding You can emphasize your text with the bold, italic, underline,
Effects strikethrough, and shadow text formatting features in PowerPoint.
Bold increases text darkness, making it easy to see and find.
Italicized text becomes slanted, bringing emphasize to the text.
Underlined text draws the eye to the text and increases its visibility.
Strikethrough effects show a correction to a mistake, while still
showing the mistake. Shadowed font gives text subtle emphasis,
mostly used for titles and paragraph headings.
Changing Text can also be emphasized by using different text colors. Black or
Text Color dark blue is the best color for reading text on a white or light-colored
background. White or yellow is best for black or dark-colored
backgrounds. Sometimes you may just want a word or phrase to jump
out from the slide - using a bright color is a good way to catch a
reader’s attention.
Select the text you want to modify then choose a color from the list.

- 518 -
Formatting Text Using the Home tab, continued
Changing
Text Color,
continued
Character Spacing adjusts the space between characters. Character

spacing allows for easier reading, emphasis, space fillers, and lets you
Changing take advantage of all the space slides provide. In cases where you
Character have too little or too much text, character spacing might be able to
Spacing help out.
The Fonts Case command will change highlighted words, sentences or

paragraphs to Sentence case, lowercase, UPPERCASE, Title Case
Changing (every word is capitalized) or tOGGLE cASE. Font Case allows for
Font Case faster formatting and editing of text. Changing font’s case may not
apply to all fonts. For example, the font Algerian is an uppercase font.
Therefore lowercase, title case, sentence case and toggle case effects
cannot be applied.

- 519 -
Formatting Text from the Fonts Dialog Box
All of the text format features from the previous lesson are available in the Font dialog box
accessed from the Font group on the Home tab. There are also options to use shadow and
emboss text effects and to use superscript or subscript.
Opening the The Fonts dialog box can be opened by clicking the Option button in
Fonts Dialog the Fonts group:
Box
Using the When the Font dialog box appears, click the Font tab. The Font tab
Font Tab displays all of the possible commands you can apply to text. With
this tab, you can apply all of the commands at the same time,
instead of going from command to command using the Home tab.

- 520 -
Formatting Text from the Fonts Dialog Box,
continued
Although you have the Character Spacing command on the Home tab,
the Character spacing tab lets you set the amount of space between
Using the characters and lines of text.
Character
Spacing Tab
Bullets are small symbols or pictures that draw attention to the points in
a list. (Each Step-By-Step exercise uses a numbered list.) PowerPoint
Creating a comes with several bullet and number styles to choose from and you
Bulleted or can also create custom bullets and number styles to use in your
Numbered presentation. Therefore this lesson is dedicated to teaching you how to
List from add and remove bullets and numbers.
the Home
Tab
Bullets Numbers

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continued
Most of the text placeholders are formatted with standard bullets,
and can be changed by clicking a style from the bullet gallery. If a
Adding Bullets placeholder does not contain a bullet, bullets can be added from the
Bullets command on the Home tab. Click the command itself to
insert the default list, or click the pull-down arrow to show the bullet
gallery. From there, select the bullet style best suited for the
presentation, and the bullet will automatically be inserted.
The same method for inserting bullets applies to numbers, except

you click the numbers command. Click the pull-down arrow to show
Adding the number gallery. From there, select the number style best suited
Numbers for the presentation, and the number will automatically be inserted,
starting at 1, A, or I. Once you have typed something beside a
numbered item and press enter, then next sequential number will be
displayed and you can add another point.

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continued
Bullets and numbers can be customized in regards to size, style, and
Customizing color. At the bottom of both display galleries you will find the link to
Bullets and the bullets and numbers dialog box. Here you can choose a style from
Numbers the gallery, set the size of bullets, choose a style from the symbol
gallery, and choose a bullet or number color.
Removing bullets and numbering is easy to do. You can either select
all bulleted/numbered information you want to remove and press
Removing Delete on your keyboard. However, if you want to only remove the
Bullets and bullets/numbers but still keep the information, Place the cursor in
Numbers front of an itemized point and press backspace. The bullet/number will
be removed, but the text will remain:

- 523 -
continued
There are two ways to stop using bullets or numbers. You know that when
you press enter while working on a bulleted list, the cursor will go to the
Discontinuing next line and a new bullet/number will be ready to use. Simply press
Bullets and Backspace to ‘erase’ the point marker and stop using an itemized list.
Numbers
You can also press Enter as if you were going to insert a new point, and
then click None from the Bullet or Number command:
Using Text can be aligned within a text box or placeholder, just as you can in a
Paragraph word processing document. Therefore, there may be times when you want
Alignment to change the text or title alignment in a presentation. In this lesson we
will look at the three standard alignments (Left, Right, and Center), using
justification, using columns, and changing text direction.
Using Left, Since we read from left to right on a page, the default alignment in a text
Right, Or box is Left Align. Center Align is used to center the text within the text
Centre box and Right Align will line the text up against the right edge of the text
Alignment box.
Using Justification is considered a happy medium between alignments. Justify

Justification will give a clean and even look to the text. It aligns text to the left and
right, applying the right amount of space between words.

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Using Columns are great to use when you have large amount of text. Using
Columns columns will give the presentation a newsletter appeal, and decrease the
amount of slides you would have to use. There are four types of columns
you can apply to the slide:
One Column The default setting; does not split

text into columns.
Two Columns Split the slide equally.
Three Columns Divides the slide into thirds.
More Columns Allows you to enter the number of

columns.
When using columns it is important to remember that most

presentations are used as a slide show. More than three columns will
affect the size of the text making it harder for viewers to read the slide.

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Using text direction will let you rotate text 270°, 90°, or Stacked
Changing (which is vertical).
Text Direction
The More Options link at the bottom opens the Format Text Effects
dialog box to the Text Box command. Apply several different text
box effects at once:

- 526 -
continued
Changing
Text
Direction,
continued

- 527 -
Module 24: Printing and Viewing a Presentation
Objectives Use Spell check

Use AutoCorrect
Use the Thesaurus
Use the Research pane
Use the Translator
Set your Language
Open Print Preview
Use the Print Preview toolbar
Use the Print What command
Set your options
Use print commands
Use Quick Print
Open the Print dialog box

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Using Proofing Tools
We briefly looked at Proofing Tools in Lesson 2.7. In this lesson we will discuss each feature
in depth to give you a better understanding of how to utilize each tool. First we will look at
Spell Check and Autocorrect. Then, we will examine the Thesaurus and Research pane. We
will finish with the translator and language settings.
PowerPoint’s spell check is a useful tool to help make your presentation

professional. Although you shouldn’t rely on the spell check to correct all of
Spell your typing errors, it does help with difficult spellings and some typos.
Check
There are many commands available to help you deal with this misspelled
word. When PowerPoint doesn’t recognize a word it suggests several that
are close in spelling.
Here is an overview of spell check options:
Click this button to ignore this one occurrence

of the word in this presentation. The red
underline will disappear from the word.
Click this button to ignore every occurrence of
the word in this presentation. The red underline
will disappear from each word.
Click this button to change this one occurrence
of the word in this presentation to the
highlighted suggested spelling. You can also
select a different spelling from the Suggestions
list before you click.
Click this button to change every occurrence of
the word in this presentation to the highlighted
suggested spelling. Or, select a different
spelling from the Suggestions list before you
click.
Click this button to permanently add the word
to the dictionary. This is often used with
people’s names or street names to prevent the
red underline from appearing every time you
type that word.
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Click this button to show suggested spellings
for the misspelled word.
Click this button to automatically correct the
spelling error. The dialog box will display the
next spelling error it finds or a finished
message if there are no more errors.
You can have more than one dictionary
available for use in PowerPoint. For example,
you could buy and install a Webster’s or Oxford
dictionary from a CD. Use this list box to select
the dictionary that you want to add words to
when you click the Add button.
Microsoft has developed a system with Spelling and AutoCorrection, in

order to help us become grammar and spelling pros, or at least look like
Using one.
AutoCorrect
The AutoCorrect feature fixes capitalization and spelling or typing errors
that occur as you type. The AutoCorrect options are on by default, and
can be turned off. If there are certain words that you don't want
corrected, you can create exceptions to some of the capitalization rules.
Automatic text correction applies to all types of text except for WordArt.
The AutoCorrect Options button, which becomes available near your text
right after a correction has occurred, gives you more control over
automatic corrections by letting you undo the correction or alter your
AutoCorrect settings.
The AutoCorrect Options button first appears as a small, blue box when
you rest the mouse pointer near text that was automatically corrected,
and it changes to a button icon when you point to it. When you click the
button, it displays a list of options, where each option is tailored to the
thing that was fixed by AutoCorrect:

- 530 -
Using Proofing Tools, continued
Undo a capitalization change (undoes the last instance only).
Stop making this capitalization or text correction (changes the global

setting or text entry in the AutoCorrect dialog box, preventing this
correction from happening again).
Control AutoCorrect Options (displays the AutoCorrect dialog box,

where you can adjust settings as you wish).
The AutoCorrect Options button is available for every instance of an

Using automatic correction. For text in placeholders, the button is available both
AutoCorrect, on the slide and the Outline tab. AutoCorrect options are available in the
continued application settings under Spelling and AutoCorrection.
You can use the Microsoft Office Thesaurus to find synonyms for words in
The your presentation. The Thesaurus feature will suggest alternate words
Thesaurus with a similar meaning and replace the selected word for you. For
example, you can use the Thesaurus to replace the word “wonder” with
“speculate” or “marvel.”
You can access the Thesaurus’ synonyms by right-clicking any word in

your presentation or selecting Thesaurus from the proofing tools
command.

- 531 -
The
Thesaurus,
continued
With the Microsoft Office System, you can quickly reference information
online and on your computer without leaving your Office program. You
Using the can easily insert definitions, stock quotes, and other research
Research information into your document, as well as customize settings to suit
Task Pane your research needs.
The Research command (that opens the task pane) is found on the
Review tab. From the Research task pane, you can search multiple
sources or select a specific source. If Internet Explorer is your default
browser and you click a link on a Research topic, the Research task
pane travels with you and is displayed on the side of your screen as you
view Web pages.

- 532 -
Using the
Research
Task Pane,
continued
Dictionary You can look up words or phrases in the Microsoft Encarta

English dictionary while you work. The Encarta dictionary
contains approximately 400,000 entries, and in addition
to definitions, includes pronunciation keys, word histories,
and word usage notes. You can also add other
dictionaries, which are then compared against Encarta
standards to ensure you receive the best results.
Thesaurus Look up synonyms while you work and insert them into
your document directly from the Research task pane. You
can also click a result to look up additional words, and
you can look up words in the thesaurus of another
language.
Encyclopedia Research your subject in Microsoft Encarta Encyclopedia,

which contains more than 42,000 articles. You can also

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ask a question and review the results. In the list of
results, you can view summaries and click related links
that take you to additional information. (Note that some
links may require payment to view the full article.)
Using the Translation Get translations quickly using bilingual dictionaries on

Research your computer and online, or use machine translation on
Task Pane, the Web. You can use the bilingual dictionaries to
continued translate single words or short phrases. Machine
translation services can translate phrases, paragraphs, or
your entire document.
Stock Quotes Look up stock quotes and company information while you
and Company work. If you aren't sure of a stock symbol or company
Information name, type a few words to find the symbol or name. You
can also insert company information into your document
and perform custom actions.
Thompson Comprehensive company information is provided by Gale,

Gale a company profile service provider. From the Research
Company task pane, you can reference industry information,
Profiles company fundamentals, contact information, and other
company details.
Third-party Add third-party premium content to your list of research

Services services, and the Microsoft Office System will present the
most relevant information to you based on your search
scope and question. Most of these third-party services are
subscription-based.
Intranet If your company has an intranet site, you can add it to

Sites the Research task pane for easy access. Microsoft Office
SharePoint Portal Server 2003 sites are supported. To add
a SharePoint Portal Server site to the list of All Intranet
Sites and Portals, in the Add Services dialog box, type
http://your_root_directory/_vti_bin/search.asmx.

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The Translator will translate any word from English to your language
preference. In order to have your language displayed in the research task
Using the pane, you have to set your language in the application settings or language
Translator dialog box, which we will be looking at next.
Click the Language command in the Review tab. The Language dialog box
will open and let you indicate the language you prefer using. By default
Set Your Office will automatically check spelling using dictionaries of your chosen
Language language if those dictionaries are available.
You can check what dictionaries have been included by scrolling through the
list until you find a language with a check mark beside it. These language
packs have been installed with Office:

- 535 -
Set Your
Language,
continued
If you want to, you can turn of Spell Checking completely by clicking
the checkbox at the bottom.
Using Print Preview
When you are delivering a presentation, you may want to have printed copies of the slides to
give to your audience. Previewing your presentation before you print handouts is a good
habit to develop. This gives you an opportunity to fix any errors you may find and give the
slides a final run-through. The Print Preview window has quite a few options to help you
make your printed presentation as appealing as the slide show.

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Print Preview is opened from the Office Menu under Print.
Opening
Print
Preview
Using the
Print
Preview
Toolbar

- 537 -
Print Opens the Print dialog box.
Options Choose how much or how little of the extra

Using Print presentation information you want to print:
Preview,
continued
Print Choose the printing format you want to

What use:

- 538 -
Orientation Change the page configuration from Portrait
to landscape
Using Print Zoom Click this command to turn your mouse

Preview, cursor into a magnifying glass. Then click
continued the slide to zoom between 100% zoom and
your previous zoom setting.
Fit to Window This will force PowerPoint to display the

entire slide in the current visible space
Next/Previous Navigates through the presentation.

Page Remember you can use the scroll buttons
on the window, Page Up/Page Down keys,
and your mouse wheel to navigate through
slides.
Close Print Closes the Print Preview window and

Preview returns you to your presentation.
As stated above the Print What menu displays all the possible
handouts and notes pages you can print off. Print Preview will let you
Using the view each one before printing. Notes and handouts are great to use if
Print What your presentation is a lecture where the viewers are required to take
Option notes.

- 539 -
There are a number of printing options available in the Print dialog
box once you have previewed and edited the presentation. The Print
Setting Print dialog box contains many of the same options (in the bottom module)
Options you found in the Print Preview toolbar.

- 540 -
A presentation can be printed from the dialog box shown above or by
using Quick Print. If you have reviewed your presentation in normal
Printing mode, want to bypass Print Preview, and go right to printing your
Your document, Quick Print is for you. Click Office Menu Print Quick
Presentation Print:

- 541 -
Module 25: Starting Out, Outlook 2007
Objectives What is Microsoft Outlook 2007?

What’s new in Microsoft Outlook 2007?
About the two interfaces
What’s required to operate Microsoft Office Outlook 2007
Launch Outlook
Close Outlook
Use the Outlook notification icon
Use the two interfaces in Outlook
Use the main menu, shortcut menus, shortcut keys, and
dialog boxes
Use toolbars, including the Standard, Advanced, and Web
toolbars
Show, hide, and move menus and toolbars
Use Outlook Today, the Navigation Pane, the Reading Pane,
and the To-Do Bar
Open Help
Use the Help menu
Use the Help screen and the help toolbar
Search for help
Use the table of contents
Use the Type a Question box
Get help in a dialog box

- 542 -
What is Microsoft Office Outlook 2007?
Outlook 2007 is a versatile e-mail client, as well as a personal information manager (PIM).
This means you can create, send, and manage e-mail; manage your address book; keep
track of your to-do list; and schedule appointments all in one place. The different
components of Outlook are all integrated, meaning you can use your contacts to address an
e-mail, track all contact with a particular person, or send your community group tasks. Basic
Windows functions, like cutting, copying, and pasting, are also included.
There are also many add-ins that you can download or purchase to provide additional
functionality; many other applications (such as antivirus software, word processors, and
contact managers) also add their tools into Outlook to help you manage your data. You don’t
need to worry about all these tools right now as they won’t be covered in this course. It is
good to know about them, however, in case you see buttons or commands within your
Outlook that don’t match the pictures or descriptions in these lessons.
The core of Outlook hasn’t changed, but you will see many helpful new
features added to Outlook 2007. They include:
What’s A new To-Do Bar that summarizes upcoming meetings and tasks
New in Use of the new Office 2007 interface when working with Outlook items
Microsoft Support for Really Simple Syndication (also known as RSS) feeds,
Office enabling you to keep on top of news and other important information
Outlook without leaving Outlook
2007? Use of Windows Instant Search, making finding information easier than
ever
Better ability to publish and share calendars
New Attachment Previewer that makes it easier and safer to view
attached files
New Phishing Filter that helps protect you from false e-mails
What’s To install Outlook 2007, your computer must meet these standards:
Required? 500 MHz processor (or higher)
Minimum 256 Mb RAM
1.5 gigabytes hard drive space
CD or DVD ROM drive
Monitor capable of 1024 by 768 resolution (or higher)
Windows XP Service Pack 2 or later
To make use of Outlook’s e-mail and calendar publishing features, you also
will need Internet Explorer 6 or higher, an Internet connection, and an e-
mail account.
There are a few ways to start Microsoft Office Outlook 2007. Note that these
steps are for users of Windows XP, but other versions of Windows should be
Launching similar.
Outlook
First, click the Start button. You may see Outlook pinned to the top of the
menu:

- 543 -
What is Microsoft Office Outlook 2007?, continued
Launching
Outlook,
continued
If so, simply click the icon to start the program.
If you don’t see Outlook pinned to the Start menu, click All Programs and
click the Microsoft Office folder. Then, click the Microsoft Office Outlook
2007 icon.

- 544 -
When you open Outlook, you may see an Outlook icon in the tray next to
About the your clock, like this:
Notification
Icon
If you right-click the icon, you will see this menu:
This lets you choose if Outlook notifies you if you lose connection to your
network/Internet or when you receive new mail. You can also choose to
hide Outlook when it is minimized, meaning that it will not appear in your
taskbar, just your system tray.
To close Microsoft Office Outlook 2007, click the File menu and click Exit.
You can also click the X in the top right-hand corner or use the Alt + F4
Closing shortcut.
Outlook
Interacting Now that we know how to open and close Outlook, we’re going to look at
with Outlook using some of the elements on the main screen, including menus,
shortcut keys, and dialog boxes.
The Outlook Before we get too far, let’s take a look at the different components of the
Interface Outlook interface. Here we’re viewing the Mail folder, just because it’s
the first folder that you will see when you open Outlook. The interface
will be slightly different for each folder that we look at, but the basic
components will remain the same.

- 545 -
The
Outlook
Interface,
continued
1. Title Bar On the left hand side, the title bar

displays the title of the document you’re
working on and the name of the
program. To the far right of the title bar,
you have buttons to maximize, minimize,
restore, or close the window.
2. Menu Bar You can click on any of these items (File,

Edit, View, Go, Tools, Actions, or Help) to
view a list of commands. (We’ll talk more
about using menus in a moment.)
3. Type a Question If you need help, type a question in this

box, press Enter, and answers will appear
in a new window.
4. Toolbars This is the Standard toolbar. Outlook has

three toolbars: Standard, Web, and
Advanced. We’ll discuss all of them in the
next lesson.
5. Navigation Pane This pane is the easiest way to get

around in Outlook. It contains links to
- 546 -
various folders so that you can easily
view your contacts, mail, calendar
appointments, and more. We’ll discuss
this pane in Lesson 1.4.
The 6. Inbox This is where all your new mail will

Outlook appear. And, no matter what folder
Interface, you’re in, you will see its items in this
continued central pane (although the pane may be
a different size).
7. Preview/Reading View the contents of the selected item

Pane here.
8. To-Do Bar This is a new feature in Outlook 2007. It

is visible in all folders except the
Calendar folder. It summarizes upcoming
tasks and appointments.
9. Status Bar Displays item count for the current

folder.
As we just saw, when you open Outlook, you will see the older style
Understanding interface with menus and toolbars:
the Two
Interfaces
However, if you start working with Outlook items, you will see an entirely
different interface. This interface uses a ribbon system, where you click
the tab for the commands that you want to see.

- 547 -
Understanding
the Two
Interfaces,
continued
This is the interface that most of the Office 2007 applications use. We’ll
cover both interfaces in depth as we discuss the topics.
Using menus is pretty easy. First, click on the category at the top.
Using the
Main Menu
Then, click on the item you want.
There are some different types of items you might see in a menu. The
first is action items. These are the easiest; just click on the choice to
make it happen. (An example is the New Mail Message command above.)
Then there are option items. They are shown with a check when enabled
and no check when disabled. Click to turn them on or off.

- 548 -
Using menus is pretty easy. First, click on the category at the top.
Using the
Main Menu,
continued
Then, click on the item you want.
There are some different types of items you might see in a menu. The
first is action items. These are the easiest; just click on the choice to
make it happen. (An example is the New Mail Message command
above.)
Then there are option items. They are shown with a check when
enabled and no check when disabled. Click to turn them on or off.
Some items have an ellipsis (…) next to it. This means it will open a
dialog box.

- 549 -
Using the
Main Menu,
continued
When an item has extra options, they’re indicated with an arrow next to
them. Place your mouse over the main choice to see the extra choices.
There are way too many options in all the menus for us to go over them
one by one, but let’s take a quick look at the main items. We haven’t
talked about most of these options, but don’t panic; this is just a quick
overview.

- 550 -
File Contains basic commands for opening, creating, saving, and
Using the printing items. Also contains commands to work with data files.
Main
Menu, Edit Using the Edit menu we can cut, copy, and paste items, as well
continued as manage folders.
View This menu can change how we look at Outlook.
Go Use this menu to go anywhere in Outlook. It has shortcuts to all

your folders, such as contacts, tasks, and your journal.
Actions This command provides a quick way to take common actions,

like replying to an e-mail, creating an e-mail, or using junk mail
features.
Tools Contains commands for Outlook tools, including rules, mailbox

cleanup, and options.
Help If you need help, this is the place to look!
Note that the choices you will see will depend on the folder that you’re in;
we’ll look at folders more in a bit.
You may also see a chevron at the bottom of a menu. This means there’s
even more choices for you to see! If you want to see these extra choices,
just put your mouse on the chevron and the menu will magically expand.

- 551 -
Shortcut menus are another way to do tasks. These are accessed when
Using you right-click on an item, a folder, or even a blank screen. They’re
Shortcut just like main menus; they can have action items, sub-menus, and
(Right-Click) options. Unlike main menus, though, they change depending on what
Menus you’ve right-clicked on. Here we’re right-clicking on an e-mail.
The good part about this is it limits your choices to what’s relevant.
(For example, you wouldn’t right-click an e-mail and find options for
creating an appointment.) So, just remember that shortcut menus can
speed things up a lot. If you can’t remember how to do something, try
right-clicking!
As I’m sure you realize by now, Outlook has lots of ways to do most
tasks. Another way to do things quickly is to use shortcut keys. That’s
Using when you press a button (or more than one button!) to make Outlook
Shortcut Keys do something. For example, in our last lesson we pressed ALT and F4
at the same time to close Outlook.
Here’s a list of some common shortcut keys. Most of these items talk
about stuff we haven’t learned how to do yet, but keep it handy to use
as we’re learning.

- 552 -
Using Here’s how to use this chart: First, find the action you want to do.
Shortcut (When the word “item” is used, it means an item like a calendar
Keys, appointment or a task.) Then look at the Keyboard Combinations
continued column. The first key is one you hold while you press the second key
once.
Keyboard Combinations Action
CTRL + N Create a new item (relevant to which folder

you’re in)
ALT + S Send your e-mail or saves your item
CTRL + S Save your e-mail or saves your item
CTRL + R Reply to an e-mail
CTRL + SHIFT + E Create a folder
CTRL + SHIFT + B Use the Outlook Address Book
CTRL + SHIFT + C Create a contact
F1 Get Help
F9 Send/Receive E-mail
F11 Find a contact
CTRL + 1 Go to Mail View
CTRL + 2 Go to Calendar View
CTRL + 3 Go to Contacts View
CTRL + 4 Go to Tasks View
CTRL + 5 Go to Notes View
CTRL + 6 Go to Folder List View
CTRL + 7 Go to Shortcuts View
CTRL + 8 Go to Journal View
This is not an exhaustive list; you’ll find many more shortcuts as you work
with Outlook.

- 553 -
Another great feature of Outlook is that it’s so customizable. The main

Using place that we will do this is using dialog boxes. Dialog boxes are windows
Dialog that open and ask you to make choices. One of the best examples of a
Boxes dialog box is the Options choice under the Tools menu. This box has an
awful lot of options in it (hence its name); you don’t need to memorize
all these options or even understand what they’re all for. We’re just going
to go over the different ways you may have to enter data in dialog boxes.
Check boxes: These are easy to use. If the box is checked, click on
it to clear it. If it’s cleared, click on the box to check it. (Circled in
green below.)
Drop-down menus: Click on the drop-down arrow to choose from a
predefined list. (Circled in pink below.)
Radio buttons: Click in the dot to move your selection. (Circled in
blue below.)
Text boxes: Click in these boxes to type something different.
(Circled in red below.)
Option buttons: Click these buttons to open a dialog with more
options. (Circled in black below.)

- 554 -
Also, you can move around in a dialog box by clicking the tabs at the top.
When you’re done working, click Apply or OK to save your changes. If you
don’t want to save your changes, just click Cancel. If your dialog only has
a Close button, it means your changes will automatically be applied when
you close the dialog. Remember, these concepts apply to any dialog box
you may see!
Working with Toolbars

In our last lesson, we learned that you can click a menu heading and then click a command
to perform a task. However, there’s a shorter way to perform many tasks: using toolbars. A
toolbar is simply a row of icons; each icon can be clicked to do something specific.
In this lesson, we’ll learn how to show, hide, and move toolbars. We’ll also learn about the
three Outlook toolbars: Standard, Web, and Advanced.
Using
Toolbars Using a toolbar is easy; just click the icon to make the action happen. Note
that toolbars have some of the same items as menus, including buttons with
arrows that show extra choices and buttons that open dialogs.
Outlook’s toolbars change depending on which folder you’re in. One good
thing is that all toolbars are mostly laid out the same; for example, the icon
to create a new item stays in the same spot. You’ll also see familiar icons,
like the help icon, over and over again. In this lesson, we’ll focus on the
toolbars that you will see in the mail folders. We’ll look at the other toolbars
as we cover their folders.
Another good thing is that most of the icons on the toolbar are pretty self-
explanatory. If you’re not sure what an icon means, place your mouse over it
and a little box (called a ScreenTip) will appear.
Showing There are two ways to control what toolbars are on the Outlook screen. The
and Hiding first is to right-click a blank space beside a toolbar. Then, you can check
Toolbars toolbars you want to show and uncheck those that you want to hide. (You will
need to re-open the menu after clicking a toolbar.)

- 555 -
Working with Toolbars, continued
Showing and
Hiding
Toolbars,
continued
You can also access this menu by clicking the View menu and clicking
Toolbars.
To move a toolbar or the menu bar, first place your cursor over the small
Moving dots at the bar’s edge.
Toolbars and
the Menu
Bar
Then, click, hold, and drag to move it.

- 556 -
Moving
Toolbars
and Menu
Bar,
continued
You can place the toolbar on any side of the screen, or you can leave it
floating in the middle.
By default, the Standard toolbar is the only one displayed.

Using the
Standard
Toolbar
As this is the toolbar you will use most often, let’s take a look at its
commands when in the mail window.
Creates a new e-mail message. (If you click the

arrow next to New, you will have options to create
other items as well.)
Prints the selected item.
Opens a window allowing you to choose a folder to

move the item to.

- 557 -
Using the Deletes the selected item.

Standard
Toolbar, Replies to the sender of the message you
continued have selected.
Replies to the sender and all the other

recipients of the message you have
selected.
Forwards the message you’ve selected.
Categorize the selected item.
Flag the item for follow-up.
Send the selected item to OneNote. (Only

available if you have OneNote installed.)
Performs a send/receive. (If you click the

arrow next to send/receive, more options
will appear.)
Brings up the “Create Rule” box.
Launches the Outlook address book.
Use this window to search through your

contacts.
Launches Help.

- 558 -
The Advanced toolbar contains commands for viewing and navigating

Using the through items.
Advanced
Toolbar
Let’s look at its commands when in the mail window. Remember that this is
just an overview so that you can find the commands when you need them.
Opens the Outlook Today page.
Goes back one page.
Goes forward one page.
Goes up one folder level.
Turns the reading pane on or off.
Shows a print preview for the selected

item.
Undoes the last action.
Opens the Rules and Alerts box, a more

advanced version of the rules box that
opens with the Create Rule button on the
Standard toolbar.
Changes how you view the current mail

folder. (For example, from all messages to
messages received in the last seven days.)
Opens the Group By box, allowing you to

group your items.
Opens the Field Chooser to customize the

current folder.
Enables or disables auto preview, so you

can see the first few lines of the message
right in the mail folder.

- 559 -
This toolbar is used to navigate through Outlook and to search the Web
right within Outlook. When you type in a URL in the white box (also known
Using the as the address bar), the main screen of Outlook will change to a Web
Web browser.
Toolbar
Let’s look at this toolbar’s commands.
Goes back to the last page you were

viewing.
Goes forward one page.
Stops loading the current page.
Refreshes the current page.
Goes to your home page (as set in your

Internet browser).
Goes to your search page (also set in

your Internet browser).
This is an address box, where you can

type in a URL and press Enter to go to
that Web site.

- 560 -
Using the Outlook Panes
Now that we understand how to work with Outlook, we’re going to look at some of its specific
components. In this lesson, we’ll look at Outlook Today, the Navigation Pane, the Reading
Pane, and the To-Do Bar.
Outlook Today is your home page when you’re using Outlook 2007. To display it,
Using click on Personal Folders in the Navigation Pane (it’s at the very top of the list of
Outlook folders).
Today
Outlook Today will show you not only the date, but also appointments for that
day; tasks you have created; and e-mail messages that are in your inbox, drafts,
and outbox.
What if you don’t like how Outlook Today looks? You can click Customize Outlook
Today, located in the top right hand of the screen, to configure it.

- 561 -
Using the Outlook Panes, continued
Using
Outlook
Today,
continued
Here are the options that you will see:
Here’s a summary of the options on this page:
Startup If this box is checked, Outlook Today will be the first

page you see when Outlook starts.
Messages You can choose which folders Outlook Today displays by

clicking the Choose Folders button.
Calendar Tell Outlook Today how many days of your calendar to

display.
Tasks Do you want to see all your tasks or just that day’s?
How do you want your task list sorted? These options
are controlled here.
Style You can change the style of Outlook Today; there are
several preset styles with different columns, default
options, and colours.

- 562 -
The Navigation Pane allows you to move between folders through Outlook
Using the and provides tools for working with those folders. For now, we’ll focus on
Navigation what the pane looks like in mail view. When we look at particular folders
Pane later on, we’ll look at the various tools.
There are four parts to this pane. The top part will show your favourite
folders and your search folders.
The middle part has buttons for the different mail folders.

- 563 -
Using the
Navigation
Pane,
continued
The next part has buttons for the other folders. You can show more or
less of these folders by dragging the separator with the three dots on it
up or down. (Additional folders minimize to the buttons at the bottom.)
The bottom part has smaller icons for less commonly used folders and a
customization arrow.
Here’s a list of options available in the Navigation Pane buttons and

labels:

- 564 -
Using the Mail Shows your mail folders. Mail folders include:
Navigation
Pane, Deleted items (where deleted e-mail is
continued stored)
Drafts (where you can save unfinished

messages)
Inbox (where new mail is usually

delivered)
Junk E-mail (where junk mail is moved

to if the options are enabled)
Outbox (where e-mail sits until it is

sent)
Sent Items (where e-mail you’ve sent is

located)
Search folders (we’ll talk about these

later)
RSS Feeds (where live feeds are stored
Calendar
Contacts
Tasks
Notes
Folder List Shows a list of all your folders in Outlook.
Shortcuts Shows shortcuts you have created.
Journal

- 565 -
Using the By default, when you open Outlook the Mail option will be selected because this
Navigation is the one most people use. This view lets you see your favourite folders as well
Pane, as your mail folders (we’ll talk more about favourite folders in the intermediate
continued lessons). But what if you want to see your Calendar? All you have to do is click
on the labelled button that says calendar and the view will change.
There are two ways to customize the Navigation Pane. The first way is to click
the customization arrow next to the folder icons.

- 566 -
The first two options in this menu are Show More Buttons and Show Fewer
Buttons. These commands do the same thing as dragging the separator
Using the between the folder list and the button list.
Navigation
Pane, If you just want to add or remove buttons from the pane, use the Add or
continued Remove buttons menu to check or uncheck buttons. Like toolbar display,
checking the button will show it while unchecking it will hide it.
You can also click Navigation Pane Options to open a dialog that will allow
you to hide buttons by unchecking them, or to show buttons by checking
them. There are also commands to move buttons. (Note that the dialog
also contains a Reset command.)
You can also change the appearance of the Navigation Pane itself by
clicking the View menu and clicking Navigation Pane.
As you can see, we have the option to hide the Navigation Pane, show it in
the typical fashion, or have it minimized.

- 567 -
The Reading Pane (also known as the Preview Pane) will show you a
preview of the currently selected item.
Using the
Reading
Pane
You can control the location of the pane using the View menu.
For more advanced options, click the Tools menu and click Options. Then,
click the Other tab and click Reading Pane.

- 568 -
Using the
Reading
Pane,
continued
Then, you will see a small dialog that will allow you to control the behavior
of the pane.
Using the The to-do bar is a new feature in Outlook 2007. Visible in all folders except
To-Do Bar the calendar, it provides quick access to upcoming tasks and
appointments.

- 569 -
Using the To-

Do Bar,
continued
The top module shows the current calendar month and upcoming
appointments.
You can use the arrows to navigate through the calendar months, or
you can double-click an appointment to open it in your calendar.

- 570 -
Using the The bottom module provides tools for tasks.

To-Do Bar,
continued
You can create a new task just by typing the name in. You can also add a
reminder, category, or flag to the task using the icons provided.
To customize the appearance of the To-Do Bar, click the View menu.
Under the To-Do Bar menu, you can choose the position and components
of the bar. If you click Options, you will see a dialog that will allow you to
set additional options.

- 571 -
Module 26: Receiving E-Mail
Objectives Create an e-mail account

Modify e-mail account settings
Send and receive e-mail
Use Outlook folders
Open, edit, print, save, and delete e-mail messages
Use tabs, groups, and option buttons
Minimize the tab
Use, customize, and move the Quick Access toolbar
Use the Options dialog to customize the Quick Access toolbar

- 572 -
Receiving E-Mail
In our last module, we focused on the basics of using Outlook. In this lesson, we’ll start to
learn about Outlook’s real power: sending and receiving e-mail.
There are five different types of e-mail accounts. We’re just going to
Types of provide a quick overview of each type since they’re a bit complicated. The
E-mail type that you will use depends on the company providing your e-mail
Accounts account. Throughout our manuals, we’re typically using a POP3 account
unless otherwise specified.
Microsoft Exchange Server This is usually used by large

companies with large networks. Each
user has their own mailbox on the
server. You can see this mailbox in
Outlook, with a different set of folders
than you would normally see. There
are also extra features in Outlook for
Microsoft Exchange Server users.
POP3 This is the most common and most

(Post Office Protocol-3) flexible type of e-mail account. Anyone
connected to the Internet can use
these mailboxes, as long as they are
set up on the server and your
computer. Mail is delivered from the
server to your computer; if you’re
using Outlook, it lands in a set of
folders designed just for that.
IMAP This is mostly used by universities and

(Internet Message Access some large companies. Like Exchange
Protocol) Server, messages stay on the server,
but you can see your mailbox using a
program like Microsoft Office Outlook.
IMAP also has its own special set of
features in Outlook.
HTTP This is mostly used to access MSN and

(Hyper Text Transfer Hotmail accounts. Once again,
Protocol) messages stay on the server and you
view your mailbox using a program like
Outlook. If you’re using an HTTP
account, you might find your features
limited (for example, you can’t use
rules).
Additional Server Types This option is for special software that

plugs into Outlook, like fax server
software.
- 573 -
Receiving E-Mail, continued
When you first start Outlook, you should be prompted to set up your e-mail
Setting up account. However, if you choose not to set up an account at that time, you
an E-Mail can set an account up manually from Outlook using the Tools – Account
Account Settings command.
Then, in the dialog that opens, click the New command.

- 574 -
Outlook 2007 has a new feature where it will try to find your account settings
Setting up for you. All you need to do is enter the basic information and click Next.
an E-mail
Account,
continued
Then Outlook will try to find your server settings. It will first use an encrypted
(secure) connection; if it cannot use such a connection, you will be prompted
to use an unsecure connection.

- 575 -
Setting up If Outlook is able to find server settings, you will be prompted to click Finish
an E-mail to complete the setup. If Outlook cannot find the server settings, you
Account, should check the option to manually enter the settings and click Next.
continued
Then, you will need to choose whether you are using Internet E-mail or an
Exchange Server. For our purposes, we will set up an Internet e-mail
account. (For more information on Exchange Server accounts, see the
Intermediate manual.)

- 576 -
Once you click Next, you will be prompted to enter your settings. (These
Setting should be provided by the company that set up your e-mail account.)
up an E-
mail
Account,
continued
Once you click Next, you should receive confirmation that the setup has been
successful.
Click Finish to return to the Account Settings dialog.

- 577 -
Modifying If you find that you later need to modify your e-mail account settings, click
E-Mail the Tools menu and click Account Settings.
Account
Settings
Then, choose the account that you want to modify and click Change. (Note
that there are also options here to modify or remove the account.)
Then, you can modify the necessary settings. Once you click Next, you will
need to click Finish, and then you will be returned to the Account Settings
dialog.

- 578 -
Modifying
E-Mail
Account
Settings,
continued
To send and receive e-mail, you can click the Tools menu, choose
Sending Send/Receive, and click Send/Receive All. (Note that you can also use the
and F9 shortcut.)
Receiving
E-Mail
You can also use the Send/Receive button on the Standard toolbar.

- 579 -
Sending
and When you click this command, any messages waiting for you on the server
Receiving will be downloaded. Any messages that you created and that are waiting in
E-Mails, your outbox will be sent.
continued
Working with E-Mail Messages
In our last lesson, we learned how to set up an e-mail account and receive messages. But
what do we do with the messages when we get them? That’s what we’re going to learn in
this lesson!
You can see a list of folders in the Navigation Pane.

About
Outlook
Folders
Let’s take a look at each mail folder.

- 580 -
Working with E-Mail Messages, continued
Deleted Items This folder acts like the Recycle Bin in Windows. When
About you delete an Outlook item, it goes here first. To
Outlook permanently delete items, click the Tools menu and click
Folders, Empty Deleted Items Folder.
continued
Drafts Unsent messages can be saved here; we’ll look at this
folder in depth in the next module.
Inbox This is where new mail is received.
Junk E-mail E-mail marked as junk will land here.
Outbox Messages you have created and sent are stored here
while Outlook connects to the server.
RSS Feeds Live feeds are stored here.
Sent Items After a message is sent, a copy of it is stored here.
Search You can customize these folders to update based on

Folders search criteria. We’ll look at these folders in depth in the
Intermediate level.
As we learned in Module 1, you can click on any folder to display its

contents.
To open a message from any folder, just double-click it.

Opening
Messages

- 581 -
Opening
Messages,
continued
The message will then open in a new window with a wide variety of
options.
In the sample above, we opened a message that reminded us to send an

accounting report to a colleague. If you like, you can add your own text
Editing to a message and save it back to the original folder.
Messages
First, open the message as described on the previous page. Then, click
the Other Actions button and click Edit Message.
Now you can type in the e-mail message.

- 582 -
Editing
Messages,
continued
Next, click the X in the top right hand corner to close the message. When you
do so, you will be prompted to save the changes to the message.
If you do save your changes, you will see the edited message in its original
location.
Printing
Messages You can print a message directly from the main Outlook screen. Simply select
the message and click the Print icon on the Standard toolbar, click the File
menu and click Print, or use the Ctrl + P shortcut.

- 583 -
Saving
Messages
We’ll look at printing in more detail later on in this manual.
To save a message so that it can be opened by Outlook, first select the

message in the main Outlook screen. Then, click the File menu and click
Save As.
Now you can choose a location and a name for your file. By default, Outlook
will save the file as a Web page (HTML), although you can choose a different
file type if you wish.
Once you click Save, your message will be saved outside of Outlook.

- 584 -
To delete a message, first select it in the main Outlook screen. Then, press
Delete on your keyboard, right-click the message and click Delete, or click
Deleting the Edit menu and click Delete.
Messages
The message will then be moved to the Deleted Items folder. If you want to
retrieve it, click the Deleted Items folder in the Navigation Pane to display its
contents. Then, click the deleted message and drag and drop it into the
Inbox.
To permanently remove the items in your Deleted Items folder, you can
perform the Delete command on individual messages in the folder or you
can click the Tools menu and click Empty Deleted Items Folder.

- 585 -
Module 27: Sending E-Mail
Objectives Reply to messages

Forward messages
Open and save attachments
Use the Attachment Previewer
Open a new message
Use the new message interface
Add recipients to an e-mail message manually and using the Address
Book
Create a message with a subject line and body
Add attachments, Outlook items, and hyperlinks to your message
Add a theme to your message
Use the Drafts folder
Save a message as a draft
Open, edit, send, and delete a draft

- 586 -
Answering Mail
In our last module, we learned how to work with messages and how to use the new 2007-
style interface. In this module, it’s time to get to the real fun: answering your mail. In this
lesson, we’ll learn how to reply to messages, forward messages, open and save attachments,
and use the new Attachment Previewer.
Replying to
Messages To reply to a message, select it in the main window and click the Reply
button on the Standard toolbar. You can also use the Ctrl + R shortcut.
(This will reply only to the sender of the message. If you want to include
recipients who were copied on the message, use the Reply to All
command.)
If you have opened the message, you will find the Reply and Reply to All
commands on the Respond group of the Message tab. Of course, the Ctrl
+ R and Ctrl + Shift + R shortcuts are still valid.

- 587 -
Answering Mail, continued
Replying
to Once you perform either the Reply or Reply to All commands, you will see this
Messages, window.
continued
At the top, type in the e-mail addresses for the people who will get your
message. (The original sender is already entered in the To field, and the
original subject line is included with RE: before it, indicating that the message
is a reply.)
Here’s a quick overview of the three address fields:
To Messages are addressed directly to these recipients.
CC Messages are copied to these recipients.
BCC Messages are copied to these recipients, but their

address is not visible to other recipients.
You can then add your text and click Send. (You can also use the Ctrl + Enter
shortcut.)

- 588 -
Replying to Back in the inbox, you will see a purple arrow in the message list indicating
Messages, that the message has been replied to. You will also see a message in the
continued Reading Pane indicating when you replied.
If you want to send the message onto another recipient, use the Forward
Forwarding command on the Standard toolbar.
Messages
If you’ve opened the message, you’ll find the Forward command on the
Respond module of the Message tab.

- 589 -
Forwarding
Messages,
continued
Once you click Forward (or use the Ctrl + F shortcut), you will see a
window similar to the Reply window.
Note that all the address fields are blank. The subject line, however, is still
the original, with FW: in front of it, indicating that the message has been
forwarded. All you have to do is type in your recipient’s address in the To
line and your text in the body. When you’re ready, click Send.

- 590 -
Forwarding
Messages,
continued
Back in the inbox, you will see a blue arrow in the message list indicating
that the message has been forwarded. You will also see a message in the
Reading Pane indicating when you forwarded the message.
Often, if someone is sending a long document or a file that can’t be copied

Opening and and pasted into an e-mail message, they will attach the file itself. You can
Saving tell if a file is attached by the paperclip icon in the message list.
Attachments

- 591 -
Opening and If you look at the message in the Reading Pane, you will see that a file is
Saving attached.
Attachments,
continued
You can right-click on the file to see options.
Before you open that attachment, there are some things you should
know. Not all attachments are good. A lot of people have gotten viruses
by opening e-mail attachments. Here’s what you can do to protect
yourself:
Only open attachments from people you trust.
Check the file name. If it’s something weird like, “I LOVE YOU!” you
probably shouldn’t open it.
Save the file to your hard drive and scan it with your antivirus
software.
If you’re in doubt, just don’t open it!
Outlook will also protect you by refusing to open certain types of files
(like executables, files which are actually small programs).
If you’re sure the file is OK, right-click it and click Open to open it in its
native application (in this case, PowerPoint).

- 592 -
Opening and
Saving
Attachments,
continued
You can also right-click the file and click Save As to save it to your
computer.
Note that messages with attached files can be forwarded and replied to
just like other messages.

- 593 -
There is a new option for dealing with attachments in Outlook 2007:

Using the Preview.
Attachment
Previewer
If you click this command, you will be asked to verify your choice. Like
regular attachments, you should only preview files that you trust.
If you’re sure you want to preview it, click Preview File. This will show a
glimpse of the file in the Reading Pane.

- 594 -
Using the
Attachments
Previewer,
continued
Composing E-Mail
In the last lesson, we got a brief look at the message window. In this lesson, we’re going to
take a closer look at the tools available to you when creating an e-mail.

- 595 -
Composing E-Mail, continued
There are a few ways to create a new e-mail message. The easiest is to click
Creating a the New button on the Standard toolbar while in a mail folder.
New
Message
You can also click the File menu, choose New, and choose Mail Message. There
is also the Ctrl + N shortcut.
With any of these actions, you will see this window.

- 596 -
Let’s take a closer look at the window we see when we create a new mail
The message.
Message
Interface
1. Office Menu Click the Office logo to see commands for

working with your message, including
saving, sending, moving, deleting, and
protecting it.
2. Quick Access Contains icons for frequently used

toolbar commands. (See Lesson 2.4.)
3. Title Bar Shows the title of your message and the

format being used. At the far right, you have
buttons to minimize, maximize, and close the
window.
4. Tabs Commands are stored in the various tabs.

So, to insert an item, you would click the
Insert tab and then click the item. (See
Lesson 2.3 for more information.)
5. Address fields Type your recipients’ addresses here. You

will also find the Send command here.
6. Editing Window This is where you will type your message.
To choose who to send your message to, simply type the address in the
Adding proper field.
Recipients

- 597 -
The Here’s a quick overview of the three address fields:

Message
Interface, To Messages are addressed directly to these recipients.
continued
CC Messages are copied to these recipients.
BCC Messages are copied to these recipients, but their

address is not visible to other recipients.
If you have sent a message to this recipient before, you may see a small
menu pop up as you are typing.
Simply use the down arrow on your keyboard to choose the correct entry
and press Enter to accept it. If the entry is not correct, just keep typing and
ignore the menu.
The next item that you will need to fill out is the subject line.
Typing a
Subject
Line
Typically, this will be a five to ten word line explaining what the message is
about. Simply type your text in the area shown in the image above.
To create a basic message, all you have to do is type in the white area.
Creating
Your
Message

- 598 -
However, Outlook uses Microsoft Office Word 2007 as its e-mail editor, so
Creating there are many more features that you can add to your message. First,
Your let’s look at the Basic Text group on the Message tab.
Message,
continued
Here, you can choose the face, size, color, alignment, and appearance for
your font.
To add other Word elements, such as pictures, charts, SmartArt, ClipArt,

and text boxes, look at the Insert tab.
Many of these features are offered with Microsoft Office Word 2007, so for
more information on using them, refer to Word help.
The last option we’re going to look at is changing the background color of
your mail message. To do this, click the Options tab, click Page Color, and
choose a color.
Watch your message change as you mouse over the various colors! When
you find a color you like, click it to apply it.
When you’re all done with your message, click Send.

- 599 -
Creating Your
Message,
continued
Doing More with E-Mail

In our last lesson, we learned how to create a basic e-mail message. In this lesson, we’ll
learn how to use some more advanced features, including attaching files and items, adding
hyperlinks, and using themes.
It’s easy to add an attachment to your message. Just click the Insert tab
Adding and click Attach File.
Attachments
Then, you will see an Insert Files dialog. Simply browse to the file, click it
to select it, and click Attach. (You can hold the Ctrl key while clicking to
attach multiple files.)

- 600 -
Doing More with E-Mail, continued
Adding
Attachments,
continued
You will then see an Attached Files field below the Subject field with your
file listed.
You can right-click the file to modify it if necessary.

- 601 -
Adding There are a few things to keep in mind when sending attachments:
Attachments, Check the size of your file. If it is too large, some people might not want to
continued receive it, or it might not send at all.
Make sure your file doesn’t have any viruses in it.
Title your attachment properly (by changing the file name in Windows) so
people won’t think it’s a virus.
Try to send files that can be opened by common programs. If your boss gets
your assignment that can only be opened by Bob’s Super Duper Typing
Program, he might not be happy.
Outlook will block certain kinds of files that can be harmful, like executable
(.exe) files.
Have you ever typed a Web site link and noticed that the text became blue and
Creating underlined?
Hyperlinks
This blue, underlined text is called a hyperlink. Users can hold the Ctrl key and
click the blue text to go to that Web site.
Microsoft Office Outlook 2007 will automatically make the addresses of Web sites a
hyperlink. However, you can make any text a hyperlink by selecting it and clicking
the Insert tab and then the Hyperlink command. (You can also use the Ctrl + K
shortcut.)

- 602 -
In this dialog, simply type the address that you want the link to point to
Creating and click OK.
Hyperlinks,
continued
You can also create a link that will create an e-mail message and send it
to the recipient of your choice. To do this, click the E-Mail Address button
on the left of the dialog. Then, enter your e-mail address and the subject
you want for the message and click OK.
Note that Outlook will add the word “mailto:” in front of your e-mail
address. This simply identifies the link as an e-mail link rather than a
Web site link.
Attaching
Outlook We can also attach other Outlook items, such as mail messages, calendar
Items appointments, and tasks, to our mail messages. (We’ll learn all about
these items in the next module.) To do this, click the Insert tab in your
mail message. Then, click the Attach Item command.

- 603 -
Attaching
Outlook
Items,
continued
You will then see the Insert item dialog. From the top, choose the folder
that your item is in. Then, click the item that you want to attach and click
OK.
Now you will see the item in the Attached field. It can be modified or
removed like any other item.
The last tool we’ll look at is Themes. Themes have been overhauled for
Using Microsoft Office Outlook 2007. Themes are a combination of preset colors,
Themes fonts, and effects. To apply a theme to your message, click the Options tab
and click the Themes button. As you mouse over each theme, you will see
a preview applied to your message. Simply click the new theme to apply it.

- 604 -
Using
Themes,
continued
Items that use theme elements (such as our page color) will be updated
to reflect the new theme.
If you want to apply parts of themes separately, use the Colors, Fonts,
and Effects menus to the right of the Themes button.
Using the Drafts Folder
In the past few lessons, we’ve created messages and sent them right away. However, there
may be times when you need to save a message for later editing. Luckily, we have just the
tool for you: the Drafts folder. This is where you can store incomplete messages and edit,
delete, or send them later on.

- 605 -
Using the Drafts Folder, continued
To view the contents of your Drafts folder, simply click it in the folder
list.
Opening
the Drafts
Folder
The number in green next to the folder indicates how many items are in
it.
By default, Outlook saves messages to the Drafts folder every three

minutes. This really comes in handy if your computer blows up while
Saving a you’re typing a message! If you want to save your message manually,
Message as however, you can press Ctrl + S, click the Office menu and click Save,
a Draft or use the Save command on the Quick Access toolbar.

- 606 -
To open a draft message, first open the Drafts folder. Then, double-click the
item.
Opening
and
Editing a
Draft
Now you can edit the message as usual and send it. Once you send it, it will
be removed from the Drafts folder.
If you don’t need to edit a draft and you just want to send it, there are two
ways to do it. You can open the message and click Send just like we did
Sending a when editing the message. Or, you can simply drag the message to your
Draft Outbox.

- 607 -
Deleting a draft is just like deleting any other message. First, click it to
select it. Then, press the Delete key on your keyboard, click the Edit
Deleting a menu and click Delete, or right-click the item and click Delete.
Draft

- 608 -
Module 28: Getting Started, Access 2007
Objectives Identify and understand some database terminology

Use the new features of Access 2007
Use the Getting Started window
Create a database from scratch
Create a database using one of the many templates
Identify some database security terminology and concepts
Understand and use the Trust Center
Understand how digital signatures work
Apply a password to a database file
Use the Access help page
Use the features of Office Online

- 609 -
Starting Out
Welcome to the Microsoft Access 2007 Foundation courseware! Microsoft Access 2007 is a
database management program contained in the Microsoft Office suite. Access 2007 has
been rebuilt from the ground up. If you are familiar with databases or have used other
versions of Access in the past, Access 2007 features an all-new interface, drag-and-drop
functionality, modern styling, and a large variety of enhanced connectivity, features, and
security.
However, if you have avoided using Access or other database management program in the
past because you felt they might have been too difficult, or if you have never used a
database program before, fear not! Access 2007 has an extremely intuitive interface and
many customizable templates that will suit all of your requirements.
Microsoft has made a big effort with the Office 2007 package (and, of course, Access 2007)
to get you ready and working as fast as possible. So, without further ado, let’s examine the
interface and get started with the essentials of Access 2007.
The primary function of Microsoft Office Access 2007 is an information

management program. Information is stored in separate lists called
What is tables, and information in one table may relate to information in one or
Microsoft more other tables. These groups of information, when considered
Access? together as a whole, become a database.
Access is designed to use the data in these databases to extract the

information relevant to your situation. Access can also generate reports
(such as quarterly sales by each employee) based on the data contained
in the database. The Office 2007 package also features a lot of
interconnectivity between the various programs, including a newly
designed SharePoint service that lets users in your organization connect
and share information using a special data center via the Internet.
If you are familiar with previous versions of Access, there are a large
number of new features and a completely new interface in Access 2007. If
What’s New you have never used Access before, don’t worry – you will quickly become
in Access very familiar with these commands as time goes on!
2007?

- 610 -
New Interface Commands hidden in four different menu layers are a thing of the
Design past with Access 2007.). Commands are now organized using a
new ribbon scheme. Under each tab are the commands relevant
to the action described on the tab. This command set is referred
to as the ‘tab.’ Finally, Access 2007 features contextual tabs
showing data that is relevant only to the current object you are
working on. We will explore the new interface in more detail later.
New Template Access 2007 features eleven new templates, each with their own
Categories defined tables, forms, reports, queries, and relationships. They
are designed to let you start working right away, but are also
completely customizable.
More Intuitive Access 2007 lets you pick from several predefined sorting
Sorting and Filtering methods with just a couple of clicks. Access also features a
contextual quick sorting method using plain language. For
example, if you have a column of numbers, Access can sort them
Smallest to Largest. If you have a column of dates, Access can
sort them from Oldest to Newest.
New Layout View When working with forms and reports, Access 2007 features an
in-between view called Layout View. It allows you to see a live
form or report with real data in it, but also lets you adjust the
position of certain elements in your form or report on the fly. You
can also define ‘mini layouts’ that allow you to move several
controls as a group. Access still features the more in-depth
Design view, used to fine tune every aspect of a control.
Enhanced Tooltips When you hover your mouse above certain command icons,
Access 2007 lists the command name, a short description of the
command, and an example (if applicable). (Tooltips in previous
Office programs listed only the command name.)
Automatic Calendar When entering information into a Date field, a small icon will
appear allowing you to choose a date from a small calendar. This
eliminates the need to enter a date as 03/22/2007 – just open
the calendar and pick the date!
Rich Text in Memo If a table makes use of a memo field, data can now be stored as
Fields something other than plain text. Using an HTML-based text
format, Access lets you automatically add colors, sizes, and
formatting to the text in a memo field.

- 611 -
Quickly Create New In previous versions of Access, you had to move and minimize
Objects using the windows to find the Database window, pick the category of
Insert Tab database object, and then choose to create a new object. With
the Insert tab, you can create a form based on a table with only
two clicks (versus as many as a dozen clicks in the past).
If you need a new table at any point, simply click Table on the
Insert tab and start entering data. Access 2007 even lets you
paste data directly from a Microsoft Excel spreadsheet. Data types
and formatting will be found and preserved automatically.
Total Row in Every table in Datasheet view features an automatic Total Row at
Datasheet View the bottom. You can find the sum, count, average, maximum,
minimum, standard deviation, or variance using the Total Row.
Field Templates In the past, it was potentially a long and tedious task to mould a
number data type into a usable field for your organization. Now,
you can simply click and drag a predefined field from a list right
into your table at any point.
Field List Task Pane When creating a query in previous versions of Access, each table
had to be inserted into Design view in order to use various fields.
Now, all fields in all tables are visible in a list. Just drag and drop
the ones you need.
Split Forms A Split Form is new to Access 2007; it combines Datasheet and
Form view together as one. The Datasheet view can be placed on
the top, bottom, left, or right side of the Form.
Multivalued Fields A single field can contain multiple values in Access 2007. Imagine
you have a product that falls into a few different categories. In
previous versions of Access and other database management
programs, this would have required a many-to-many relationship
to be defined. Access 2007 handles this complicated background
relationship with only an extra click when designing a field.
Attachment Data If you want to e-mail a document to a coworker or some pictures

Type to family members, the files would be sent as an attachment to
the e-mail. Access 2007 features a similar attachment data type
that can hold documents, charts, sound files, binary files, or any
other type of file. Attachments are also automatically compressed
when necessary to reduce the overall size of the database file.
Alternating Datasheet view, reports, and long forms now feature the ability to
Background Color alternate the background colors of each row. Long lists of data
become much easier to read!

- 612 -
Navigation Pane The Navigation Pane is an ever-present feature on the left side of
the Access window. It contains a listing of all objects currently
contained in the database. The Navigation Pane can also be
collapsed to make more room in the window.
Embedded Macros Though macros go beyond the scope of this manual, macros in
Access 2007 are stored inside a database object instead of being
a separate object. This makes these macros much safer to use.
Newly Designed Help Office 2007 makes wide use of Office Online, a resource on the
Internet to find help on a certain topic. Access 2007 also has
different help levels; if you are an end-user rather than a
developer who makes database code, you can tailor the help file
to search only the more basic topics.
Increased and One of the goals of Office 2007 was to create a centralized
Enhanced location where members of your organization can meet and share
Connectivity data over the Internet. Though many of these features are more
advanced topics of Access not covered in this manual, Access
features a huge variety of SharePoint services. Access lets you:
Collect data from Microsoft Outlook
Store and retrieve data on a SharePoint server
Integrate with SharePoint Workflow services
Retrieve data from linked SharePoint lists
Store a SharePoint list offline for use away from your
organization
Create and save import or export operations if you perform
the same online task multiple times
Export Data to PDF You can export a form, report, or datasheet as a PDF (Portable
or XPS Document Format) or XPS (XML Paper Specification) to easily
print, post, and e-mail regardless of the computer platform your
intended recipient(s) are using.
New Report View Report view allows you to browse your report without having to
print or preview it. You can also sort and filter records on the fly.
Enhanced Group, You can apply new grouping and sorting levels much easier with
Sort, and Total Access 2007. Grouping is done following a natural sentence
Feature structure; you simply fill in the blanks along the way.

- 613 -
Additional Security Though many of the security features go beyond the scope of this
Features manual, Access 2007 (and indeed the entire Office 2007 suite)
features a number of security enhancements and SharePoint
services. This functionality includes:
Enhanced security by disabling macros and code only until
needed
Revision tracking to see who modified what and when
Permission setting to restrict data modification
Restore deleted data from the SharePoint Recycle Bin in
case of accidental deletion
Open forms and reports using SharePoint even if Access is
not open on your computer
Keep track of changes made to memo fields
Let’s take a look at the terminology used in database-speak, starting

with the basics. Consider the following diagram:
Basic
Terminology
Let’s look at each piece of the database.

- 614 -
Field A field is the smallest piece of a database; that is, one

Basic specific piece of information like a number, a word, a date,
Terminology, a picture, or a reference for some other piece of data.
continued Each column you see in the diagram would all be the same
data type; that is, one column of data would all be
numbers.
Record A record is a collection of one or more fields together in a

row. (In a real database, you would not count the word
‘Record’ as depicted in the diagram – this is just to help
visualize the concept.)
Table A table is comprised of one or more records. Each table

also has a unique name.
Database A database is comprised of one or more tables. Each

database is also given a unique name.
Form A form is a tool that is used to easily and accurately enter

data into a table. A form presents one record of a
database at a time to a user, or allows a user to enter
data into the database one record at a time.
Query A query is just like a question you ask the database. There
are two types of queries: select and action. A select query
will extract and display data based on criteria you provide.
An action query will find all data relevant to your query
and perform some sort of operation on it. A query can be
performed on one or more tables in a database.
Report A report presents the data found by a query. A report can

be formatted to show summaries, calculations, charts, and
more based on the data returned by a query. Access takes
the report one step further by letting you organize and
format a report into a sleek, professional document
suitable for printing, exporting, or e-mailing.

- 615 -
This might seem like a lot to remember, but don’t worry – this terminology
Basic will be used heavily throughout this manual and soon it will be second
Terminology, nature!
continued
Opening To launch Microsoft Access 2007, click Start All Programs Microsoft
Microsoft Office Microsoft Office Access 2007.
Access
You may have an icon for Access 2007 on your desktop; if this is the case,
simply double-click the icon to launch the program:

- 616 -
In this module, we will learn about the Access starting screen and the view
of a typical working database. We will introduce the views piece by piece in
Interface this module of the lesson. There are a large number of updates to learn
Overview about, but with time you will wonder how you ever managed without them!
If you have ever used Access before, the welcome screen for Microsoft
Access 2007 has been completely redesigned. However, the layout is much
easier to use, especially if you have never used Access before:
Let’s explore the different parts of the Access 2007 Getting Started
interface:

- 617 -
Command Along the top of the window are the command tabs:
Interface Tabs
Overview
,
continued
In the past, the Office package made use of menus that

contained a listing of commands. At their core, the command
tabs are essentially the same thing as menus but with a few
big changes. For starters, the grouping of commands in tabs
is much more intuitive. The commands listed under each tab
are also the only commands that are applicable to your
current view of the database.
Access 2007 takes this one step further with the addition of
contextual tabs. The tab labeled Table Tools - Datasheet
appears only when you have selected a table in Datasheet
view. This tab will contain even more specific commands that
can be used on a table being viewed in Datasheet view and
will only be visible when a table is being viewed in Datasheet
view.
Tabs Consider the Home tab that is selected in the diagram above.
Beneath the tab is a listing of all commands that are
performed most often on the currently selected object:
The commands in the tab are only the commands that are
available for use at the time.
Navigation On the right side of the Access window is the Navigation

Pane Pane. It is always visible on the left side of the screen, but
can be expanded ( ) or shrunk ( ) by clicking the double
arrows. The Navigation Pane allows quick and easy access to
any of the database objects.
Click the pull-down arrow beside the Navigation Pane title

( ) to show a list of all object categories:

- 618 -
Interface
Overview
,
continued
Object In previous versions of Access, any open database object was

Tabs opened in its own window and designed to ‘float’ inside the
Access Screen. When several database objects were open at
once, it was difficult to navigate through all of the windows
easily. Access 2007 has solved that problem by using tabs:
Simply click any of the tabs visible on the top to show the
database object. Opening many database objects will create
left and right facing arrows ( and ); click on the arrow to
scroll that direction through the open database objects. If
you want to close an object you are no longer using, click the
Close button ( ) located beside the tabs.
Help The Help button, located directly under the title bar, launches
Button the Access help screen:
t.

- 619 -
Interface
Overview,
continued
Click a topic to view help about that particular subjec

The new interface design of Access 2007 makes it easy for novice and
expert users alike to get working right away. Now that we know a little
bit more about the Getting Started page, let’s examine the major pieces
of the interface that is visible when a file is opened.
Consider the following diagram showing an open database:

- 620 -
In this diagram, we can see the Office Menu and Quick Access toolbar
Interface present in the upper left-hand corner. At the bottom of the diagram is
Overview, the Status bar, telling us that we are currently viewing a table in
continued Datasheet view. Now let’s explore the real power of Access 2007,
including the use of tabs and the tab.
Closing When you have finished using Access, click either Office Menu Exit
Microsoft Access or click the program’s close button ( ) in the upper-right hand
Access side of the Access window. If you have any unsaved work still open,
Access will allow you to save any changes you have made before the
program shuts down.
Using the Getting Started Window
The Getting Started window appears every time you open Access without directly opening a
file, or after you close an opened database without actually closing Access. Before you have
your own established database(s) you can work on, you will likely visit this page every time
you want to create a new database or check out the latest information about Access 2007
using Microsoft Office Online.
Overview
of the
Window

- 621 -
Using the Getting Started Window, continued
Overview The Getting Started window is divided into three parts:

of the
Window,
Template Categories Choose the category of template you
continued
want to use for your database.
New Database and The default display of the Getting Started

Office Online/ window is a link to create a New Blank
Template Type Database and the Microsoft Office Online
start page.
If you have selected a template category
from the left window pane, here you will
choose the specific template you want to
use.
Open Recent Any database files you have recently

Database opened will be listed on the right side of
the window, simply double-click a file
name to open it.
Navigation through the Getting Started window is easy – just point and
Navigating click! Using Microsoft Office Online lets you read up on the latest updates to
Through Access, provides some tips and tricks about using the program, and lets
the you download new templates to try. You can download any of the templates
Window available on the top portion of the Office Online window:

- 622 -
Simply double-click the database template you would like to download. The
right portion of the Access window will change to accommodate extra
Navigating details about the template:
through
the
Window,
continued
You can give the template a new name if you wish by typing it into the File
Name text box and then click Download. Once the file successfully
downloads, the Access Help window will appear giving you some
information about the template as well as the ability to rate the template:

- 623 -
Close the Access Help window to begin working with the template.
Navigating
through The other links listed in the Microsoft Office Online module of the Getting
the Started window are hyperlinks that will start your default browser and
Window, direct you to the Microsoft Office Online web site, which is filled with new
continued information, product updates, more tutorials, and a wealth of other
resources.
If you are just starting out with Access, or if you have a specific application
in mind for a database, you can make use of the templates already
Creating a provided in Access 2007. The templates are fully functional tables, reports,
Database queries, and forms that are all related and ready to go – all you have to do
from a is add the data!
Template
To use a template, first choose a category in the left side of the window.
For our purposes, let’s start off with something basic. Access contains a
straightforward Contact database under the Personal category. Choose
Personal from the categories and then double-click the Contacts database
to prepare to open it:
Details about the template will be shown on the right-hand side of the
screen, click the Download button to download it from Office Online and
open it. When the template opens, close the Access Help window that
appears.
The template automatically opens the Contact List form which allows you to
enter your own contacts one by one into the database. That’s all there is to
creating a database from a template! All of the objects are already
established; all that is required now is for you to enter your data.

- 624 -
Creating a
Database
from a
Template,
continued
Most of the time, the templates provided in Access will be sufficient to use
as a base to get started. However, if you prefer to construct your
Creating a database from the ground up, doing so is easy with only a few clicks.
Blank
Database From the Getting Started page, click Blank Database under the New Blank
Database heading:
On the right-hand side of the screen, give the new database a name by
typing it into the File Name box. If you want to create the database in a
specific location, click the small folder icon ( ) to the right of the text
box. The new file path you select will be shown underneath the File Name
text box; Access will by default use the My Documents folder:

- 625 -
Creating Finally, click the Create button. The new empty database will open with
a Blank a single empty table contained inside:
Database,
continued
Now you know how easy it is to get started with a new database using
Access. Later in this manual we will explore the usage of the different
objects contained inside, as well as how to properly enter data into a
database, or more properly, populate a database.
The Trust Center

The terms computer security, identity theft, and privacy are being used more and more all
the time. There are a few bad apples out there that like to create viruses and spyware for the
purpose of disrupting day-to-day business. The Microsoft Windows family of operating
systems, as well as a number of third-party developers, works hard every day to keep your
private and sensitive data safe. So too does the Office 2007 suite.
In this lesson we will explore some of the measures taken by Access 2007 to keep your
computer and yourself from being a victim of an attack or being disrupted while you work.

- 626 -
The Trust Center, continued
If you recall the last Step-By-Step exercise, we encountered a warning

stating that Access has prevented a file from being opened because of the
Warnings security settings that have been enabled on your computer:
You May
See when
Opening a
Database You might also run into other warnings that state Access cannot perform a
certain action because a non-standard operation was encountered or
some part of the database file seems to be missing. It is possible that the
following warning might appear not because a problem was detected, but
because a certain module of the database might not be fully constructed:
Don’t panic! These warnings are designed to protect you, not scare you.
Should you encounter messages like the ones above, think why it may
have occurred. If you received the file from someone else, tell them you
have encountered a problem before opening the file. If you are unsure
about the file, contact your organization’s IT department for help; they
may be able to diagnose your problem and provide a solution. It may even
be that your security settings are a bit too high for this application (which
is not always a bad thing). We will discuss what to do in situations like this
in this lesson.
Enabling If you are sure the file you are opening is safe, or you trust the person it
Content came from, simply click the Enable Content button in the bar that appears
under the tab:
Doing so will show the Trust In Office dialog box:

- 627 -
Enabling
Content,
continued
In the picture above, Access gave you a warning because it could not
identify who made the file. This does not necessarily mean that it
came from an untrustworthy source; perhaps whoever made the file
did not bother to apply a digital signature (described in the next
module) or security certificate. If you are sure the content is safe,
simply click the Enable this content radio button and then click OK.
The file will then open normally.
Digital signatures serve the same purpose as a written signature or an

embossed certificate: they identify who someone or what something
About is, and no two individual signatures are exactly the same. The same is
Digital true with digital signatures. Though the topic of signature application
Signatures is a bit beyond the scope of this manual, the concept is fairly simple.

- 628 -
If you are part of a corporate network that sends sensitive trade
About secrets via electronic means, you can apply digital signatures to the
Digital files that are created. If you use Access 2007 to organize supplier
Signature, information, you can safely send information to another individual in
continued your organization. Their computer will hold what is called a digital
certificate which is designed to ‘decode’ your signature. If your
signature decodes properly, no problem – the other user will then
make use of the supplier information. However if your signature
does not decode properly, the other user can choose to block
content from you (or perhaps someone masquerading as you!).
You can view and modify different aspects of Access’ security via the
Microsoft Office Access Trust Center (described later in this lesson).
Imagine you are an employee of a large company and you send and
receive files every day. Access has been warning you that some files
About may contain a possible security threat because the sender could not
Trusted be verified. However, you know the sender and know that they can
Locations be trusted. Therefore, instead of being warned every time you try to
open a file from them (which can quickly become annoying), you can
tell Access that files from a certain location can always be trusted.
Trusted locations can include any location on your computer

including shared folders, any other computer on your network, a
server on your network, or some external data source across town
or across the world!
All of the security features we have mentioned thus far are

accessible through the Trust Center. Let’s quickly explore the
Opening different modules and options available in each. To open the Trust
the Trust Center, click Office Menu Access Options (located beside the Exit
Center Access button):
Down the left-hand side of the Access options window is the link to
Trust Center. Click the link, and then click the Trust Center Settings
button:

- 629 -
Opening
the Trust
Center,
continued
The Trust Center window will then appear, giving you six different
categories of settings:

- 630 -
Opening Trusted This pane will show you the security

the Trust Publishers certificates of different individuals or
Center, organizations you trust.
continued
Trusted Locations This pane allows you to add, edit, or modify
different locations that contain content you
can trust.
Add-ins Add-ins are third party programs or code

that are designed to perform a specific task
to your database. Add-ins have the potential
to cause a lot of trouble and ruin the
functionality of a database (such as deleting
all of the data) if they contain malicious
code. This pane allows you to modify how
Access will use any add-ins.
(If you are familiar with a third party plug-in

for a web browsing program, such as Adobe
Acrobat Reader, the principle is essentially
the same.)
Macros Macros are a group of commands that can

be executed all at once in order to perform
some action on your database. But because
macros can be constructed with special
database code, they too can cause
undesirable effects if they are from a bad
source. Use this option to modify macro
security settings.
Message Bar The Message Bar is set by default to prompt

you before opening potentially unsafe
content. You can turn the Message Bar on or
off using this pane.
Privacy Options Access (and other programs in the Office

suite) can automatically download new
content for you, show featured links on
Office Online, and provides background
access to help diagnose and fix problems. If
you would prefer to not see this content,
you can modify settings in this pane to
disable the content.
You also have the ability to translate certain

files based on the languages installed with
your operating system, and retrieve
reference and research material on the
Internet via the Privacy Options pane.

- 631 -
If you would rather not bother with more advanced security features but
still want to have some protection, you can assign a password to
Assigning a encrypt the database. To set a password, a file must first be opened for
Password to exclusive use. To do so, close any open databases and then click Office
your Menu Open:
Database
Browse to the database file you wish to open. Instead of clicking Open,
click the small pull-down arrow attached to the Open button and click
Open Exclusive:
Then, open the database file you wish to protect. Click the Database
Tools tab, and then click Encrypt with Password in the Database Tools
module of the tab:
When the Set Database Password dialog box appears, type the
password you want to use in the Password field, then type it again in
the Verify field:

- 632 -
Assigning Once a password is committed to a database file, you must enter the
a password before Access will open it:
Password
to Your
Database,
continued
Should you need to remove the password, click the Database tools tab
again and click Remove Database Password and Encryption:
Then, enter the password a final time to confirm the removal of the
password.

- 633 -
Module 29: Creating a Database
Objectives Recognize the use of databases for your situation

Use and recognize different database objects
Navigate through a table in Datasheet view
Add, edit, and delete records
E-mail a portion of a table to someone else
Create a table from scratch and from template
Cut, copy, and paste data
Undo and redo actions in Access

- 634 -
First Steps
Making a database might seem like a pretty big job, but taking the time to design one
properly will save a lot of time down the road. You are exposed to databases everyday use
them all the time probably without knowing it. In fact, you are likely in several yourself!
The easiest method of identifying yourself in day to day life is a simple handshake and saying
“Hello, my name is…” But you can’t really shake hands with a computer. Using your name,
even your full name, isn’t a very good option either because there may be hundreds of
people out there with exactly the same name as you. Therefore, you must be assigned some
unique identifier, the most recognizable being your Social Security Number (SSN) or Social
Insurance Number (SIN). No one else in the country has the same SSN as you.
This practice holds true for databases, too. Earlier in this manual you may recall seeing the
term ‘primary key’. Every row in a table should have at least one field that is unique from
every other record. That field is usually a number, and the unique field is referred to as the
primary key. It is not imperative to have a primary key, but it makes the design of the
database much easier and eliminates the possibility of duplicate data (which does nothing but
confuse the issue!) It also allows a database program to (in most cases) search faster and
more efficiently. Therefore, it is good practice to have a primary key for every table you
make.
Let’s quickly review what we know about databases: they are made up of tables, and in each
table are several records (or rows) of data. Every record is made up of one or more fields,
and every record in a table is different from every other record because of the unique
primary key. Knowing this, and with the knowledge of the commands we learned so far, we
are ready to start making databases!
For the remainder of this manual, let’s pretend that you are Bugs Rabbit, CEO of an upstart
animation company, Warner Cousins. You want to use Access 2007 to monitor the expenses
made by you and your employees.

- 635 -
First Steps, continued
Before you start using Access to create a database, take the time to
answer a few questions:
Planning a
Database Why do you need a database? You want to keep track of the
expenses made by you and your employees.
Who will be using the database? Any employee of Warner
Cousins will have access to this database.
What kind of data would be extracted from the database? Total
expenses of the company, total expenses by each employee,
expenses by each category.
Once you have answered these questions, it is time to decide how to

design the tables for your database. What fields of data do you need?
What data types will the fields need to be? What tables would be
important? Which fields will go in which table, and do the placements
make sense?
Next comes the planning of relationships between the data. A big list of
numbers doesn’t mean much by itself, but when constructed based on
other data, it becomes meaningful. And finally, make sure that you talk
to everyone who will be using the database will be able to get the data
they need. Let’s examine some of the details.
You will obviously need an expense table that contains at least the
following: who made the purchase, what did they purchase, how much
was it, and when did they purchase it?
The payroll department already has a listing of the people who work for
you:
SIN (or company ID #)
Name
Address
Phone Number
Company Position
The database now should have two tables: an expenses table and an
employee table. Now, there needs to be some sort of link between the
two tables. You could use the name of each person, but that may
become confusing, especially if your company grows into the hundreds.
There is another option, however. You can use the SIN (or company ID)
of each employee to tie their purchase to their personal information.
In database design, your most powerful tool is not the computer, but
rather a piece of paper and a pencil (and a big eraser). Not only can you
easily change the information you might need, but you can also
visualize the information.

- 636 -
Consider the following diagram, based on the paragraph above:
Planning a
Database,
continued
It might not look like much, but we have a database. It contains fields,
records, a primary key for each record in each table, and a relationship
between the data. We can see that employee 2 has made two
purchases, and employee 1 only one. This might seem silly for an
example of this size; why not just say Elmer Funn instead of an
employee ID? As mentioned above, this becomes impractical if your
organization grows. Imagine that your company has grown to employ
thousands of people with hundreds of expenses a day – that becomes a
pile of data in a big hurry! You might employ three or four Elmer Funns
by now, so using a unique number to identify each employee becomes
much more practical.
When you launch Access 2007, you will see the Getting Started page.
From here you can choose from a number of different templates already
Creating a built into Access. Choose a category on the left side of the screen:
Database
from a
Template
Then choose a template that best suits your needs from the center of
the window:

- 637 -
Once you have chosen a template, choose a save location (default of My
Creating a Documents) and then click Download/Open (depending on if you are
Database opening from an online or offline template):
from a
Template,
continued
The template will open containing a number of pre-built database

objects, including tables and relationships between the tables. Start
entering data or modify the design of the objects as you see fit.
Although Access contains a number of templates already built in, it is

Creating a important to understand how to create a database from scratch.
Blank
Database From the Getting Started page, click the Blank Database link in the
center of the Access window:
On the right side of the Access window, select a location (default of My

Documents) to save the database and click Create:

- 638 -
Creating a
Blank
Database,
continued
That’s it! A new, blank database will appear in the Access window.
A database object is defined as some individual piece of a database that

can be used on its own. We have discussed the major objects: tables,
Using queries, forms, reports, and macros.
Database
Objects The Navigation Pane is used to control and use the objects of an Access
2007 database. Expand the Navigation Pane ( ) and click the pull-down
arrow beside the title to show the full Navigation Pane toolbar.
Then, click Object Type to display all objects currently in the database:

- 639 -
All objects currently in the database are categorized by their object
Using type:
Database
Objects,
continued
If you want to see the different objects in each category, click to

expand that category. Each object contained in each category is listed in
alphabetical order:
To open an object, simply double-click it. It will open in the main part of
the Access window and will have its own identifying tab.
Some objects, such as the report, include a time and date stamp right
on the object:

- 640 -
Access lets you rename or delete objects in your database. However in
Using order to do so, the object must first be closed. If you need to delete or
Database rename an object, you can do so by making use of right-clicking. To do
Objects, this, point to an object and click the right mouse button. A pop-up menu
continued will appear giving you quick access to certain commands:
If you click Rename, simply type a new name for the object, and then
press Enter:
If you need to delete an object, Access warns you that the delete
operation cannot be undone:
Click Yes to delete the selected object.
Setting Access 2007 also gives you full ability to customize the Navigation Pane.
Navigation To set the navigation options, right click on the title bar of the Navigation
Options Pane and click Navigation Options:

- 641 -
Setting
Navigation
Options,
continued
The Navigation Options dialog box will appear.
The following dialog box is taken from the Northwind Sample database:
This dialog box contains three main parts: a category list, a group list,
and a few other options.
The first two options in the Categories list are fixed (Tables and Related
Views and Object Type). However, you can create as many custom
categories as you like. For example, the Northwind Traders category
was added specifically for this database.

- 642 -
If you highlight the custom category, you have the ability to move it up
Setting and down through any custom categories you may have created:
Navigation
Options,
continued
Use the Delete Item and Rename Item buttons at the bottom of the
categories list to perform the associated action on the selected category.
If you ever need to delete a category, the objects that were in the
category will not be deleted.
On the right-hand side of the Navigation Options dialog box is a list of

groups that are included in a category. For example, the groups contained
in the Object Type category we have already used previously in this
manual:
Highlighting the Northwind Traders category will display all of the custom
groups used in the category:

- 643 -
Note that there is one group that is always present in a custom
Setting category: Unassigned Objects.
Navigation
Options The options at the bottom of the dialog box give you a bit more
flexibility when it comes to the displaying of objects:
Show If you find your database growing to a level that can

Hidden be a bit hard to manage, you have the ability to hide
Objects certain objects. This means that they simply won’t be
shown in the Navigation Pane and can make it easier
to find the object you need. Checking this check box
will override any Hide command that you give to an
object.
Show There are some background objects and tables that
System Access uses when you are using a database. Check
Objects this box to display them.
Show If you end up with a very large and complex
Search database, and would rather not hide any objects, you
Bar can use a small, simple search bar which will then
appear at the top of the Navigation Pane:
Enter the name of the object you are searching for.

As you type, Access will automatically filter the
different objects based on the keyword you are
inputting.
The search bar does not, however, give you a direct

list of results. Instead it filters the relevant names for
each group as you type. For example, if you know
the object you are looking for includes the word
‘order’, begin typing it into the search bar. Access
will show you all of the relevant results:

- 644 -
Lastly, you have the option to open an object from the Navigation Pane
using either a single click (like a Web page hyperlink) or double-click
(default).

- 645 -
About Records
So far we have come a long way in our exploration of Access. By now you should be
comfortable with the basics of navigating the interface and the use of the Navigation Pane.
We are now ready to explore the real stuff databases are made of, as well as begin to build
one of our own.
What is a We defined a record in Module 1 of this manual as a collected group of

Record? fields. More formally, a record is defined as one or more fields of data
that create a single entry in a table. We have also learned that each
record should have a primary key; that is, some unique identifier that
sets it apart from every other record in a table.
Navigation
Tips Imagine you are working on this simple table in Datasheet view:
Before discussing how to move around inside a table, let’s take a quick
look at the features Access 2007 has automatically added. The ID field
was automatically inserted to use as a primary key. Every table should
have a primary key of some sort, but it is not necessary.
Field1 and Field2 are column headers that identify a column of data. The
last field, Add New Field, is also an automatic placement by Access. This
is not a column of data like the others, but can easily become one
should you need it.
The field in the upper left-hand corner is currently highlighted in orange.

To move the cursor to a different field you can use the mouse and click
inside any other field. You can also use the arrow keys on your
keyboard to move the selection to a different field.
Using the mouse and keyboard is fine for tables of data that can fit on
your screen; however the majority of tables in databases are usually
quite long. It becomes impractical to scroll up and down or press and
hold the arrow keys to reach your destination. There is a small toolbar
at the bottom of Datasheet view available to deal with this exact
problem:

- 646 -
About Records, continued
Navigation
Tips,
continued
To browse through the various records, use the small arrow icons:
First Moves to the first record in the table.
Previous Moves to the previous record.
Next Moves to the next record.
Last Moves to the last record in the table.
New Creates a new record at the end of the

table.
You can also apply a custom filter to the table by clicking the filter
button. Access also lets you search for a particular entry by using the
Search text box. Simply type in the keyword or number you are
looking for and press Enter.
At the very bottom of the Access window, in the status bar on the
right-hand side of the screen, you will see a few small icons. These
icons denote which view you are currently using to work with the
current object. In the diagram above, the available views of a table
are listed (Datasheet view which is currently highlighted, and Design
view).
Adding There are a few different ways to create a new record. Try using all of
Records them; depending on your level of experience with using computers
you will likely find one that is easy for you to use.
The first method is likely the easiest if you are very comfortable using
a keyboard. If you are entering data using the keyboard, enter the
data you need into a field and press Enter on your keyboard. If you
have reached the Add New Field column of data and press Enter again,
you can now type in that column. Pressing Enter once more will bump
the Add New Field down one column, and so on until you have added
as many fields as you like to a record.
If you are entering data using the keyboard, pressing Tab will also
advance you to the next field in the row. However if you have reached
the end of the record and press Tab again, you will move to a new
record.
The second method is using the Home tab. The Records module of the
tab contains a New record command ( ); click this to make a
new record at the end of the table.

- 647 -
The last method is by using the navigation bar located at the bottom of
Adding Datasheet view:
Records,
continued
This will create a new record at the end of the table.
If you made an error, or need to change the information in a record

manually, simply open the table containing the data, scroll to or search
Editing for the data field you need to change, click inside the field and enter the
Records new information. As you are entering data into a table, a small pencil icon
will appear to the left of the record you are currently writing:
It is important to note that Access provides a little peace of mind by

saving data automatically after every change to a data field. It is not
necessary to manually save the database after every change. The only
field you cannot modify in this way is the primary key. If there is some
reason to modify the primary key, it is best to simply delete the record
(described below) and make a new one with a new primary key.
Consider the following table:
Deleting
Records
If you want to delete a single record, click any of the boxes to the left of a
record. This will select the entire row of data:

- 648 -
Click the small pull down arrow beside the Delete command in the
Deleting Home tab and click Delete Record:
Records,
continued
Access warns you that you are about to delete a record:
Click Yes to confirm the deletion. Alternately, you can right-click

the box to the left of the record and select Delete Record from the
pop-up menu:
Deleting records in this manner is fine for a few, but impractical if

you need to purge a lot of data from a table. Luckily, Access allows
you to delete multiple records at once. However, as a safety
feature, you can only delete groups of adjacent records. That is,
you can’t merely pick and choose which records you want to delete
and delete them all at once.
To select a group of records, click the box to the left of the first
record you want to delete in order to highlight that row:

- 649 -
While holding the Shift key down, click the box beside the last record you
Deleting want to delete. This will highlight a block of records:
Records,
continued
Now click the Delete command on the Home tab and click Delete Record.
You will be warned this operation cannot be undone; click Yes to confirm
the deletion.
If you prefer to use the right-mouse button, make sure you are still
holding the Shift key, and then right-click any of the boxes to the left of
the selected records. Click Delete Record and then Yes to confirm the
deletion.
Access allows you to e-mail records from a table in many different file
formats. To perform this operation, first select a record by clicking the
E-Mailing box to the left of the record and highlighting the row, or hold the Shift
Records key and then select a group of records.
For example, if you wanted to send records 3 and 4 from the table below,
first highlight both records:
Click Office Menu E-mail:

- 650 -
This will open the Send Object As dialog box:
Emailing
Records,
continued
Here you can choose which type of file format you want Access to
convert your data into before sending. If you are not sure which file
format to use, selecting PDF Format (if you have installed the add-in) or
Text Files will likely be your best option. These two file types can be
read by virtually every computer platform.
Make sure the Selection radio button is selected in the Output module of
the dialog box. Click OK. This will open a new message in your default
mail program (like Microsoft Outlook or Outlook Express) with a special
attachment in the file format you have specified.
Enter the recipient’s e-mail address and click Send:

- 651 -
Emailing If you click the All radio button in the Send Object As dialog box,
Records, Access will package the entire database object in the file format you
continued specify and then attach it to a new e-mail message.
Printing Office gives you the ability to print a selection of records. First,
Records highlight the record(s) you would like to print:
Click Office Menu Print:
When the Print dialog box appears, specify the Print Range you would
like to use and the number of copies:

- 652 -
Printing Click OK to print the records. You can also select to print the entire
Records, object or only certain pages of the object; we will cover more advanced
continued print topics later in this manual.
Creating a Table
In this lesson we will learn more about the usage of tables, including how to build them from
scratch.
You should be very familiar with the components of tables by now. We

know a table is made up of several records each containing fields with
About data. Access also makes it easy to build and modify any component of
Tables a table using Design view, which we will cover later in this manual.
When designing a database, it is critical that you take the time to

design your database carefully. Although it is not a difficult job to
make some adjustments to a field, adding or removing fields in a large
established database can be a real headache. It is important to
communicate with everyone who will be using the database to make
sure that everyone has the information they will need. Don’t be afraid
to build a database a little bigger than you think it needs to be; if you
end up with unused fields they are much easier to take out than to put
new fields in.
Access gives you the ability to create a table in a few different ways:
Creating a opening an empty table and inputting values, using a template, or
Table using Design view to construct your table by hand.
Use the Tables module of the Create tab to make a table:

- 653 -
Creating a Table, continued
Empty Table Click the Table command to open a new empty
Creating a table A new tab will open, containing an empty
Table, continued table in Datasheet view:
Click inside the Add New Field column and start

entering data. Press Enter to keep adding fields
to the record, then press Tab or click the
command to make a new record.
Table from Click the small pull-down arrow beside the Table
Template Templates command to see a short list of
available templates:
Click a template from the list; it will open a new

empty table in the main part of the Access
window:
Press Enter on the keyboard to advance to the

next field, then press Tab once you have reached
the last field or to make a new record.

- 654 -
Click the Table Design command to open a new blank table. A new module
Table Design of Access we have yet to explore will appear: Design view for a table:
View
Design view includes its own Design tab in a contextual tab. You have the
ability to add a primary key, construct custom formulas, insert or delete
different fields, and more.
Using Design view is more in-depth than simply entering data into fields.
You can specify the field name, its data type, and give the field some sort
of description if you like.
At the bottom of Design view is the Field Properties module. Here you can
modify all of the properties of a particular field.

- 655 -
For example, if you want to have a Price field in your database:
Table Design
View, continued
Give the field a name, and then choose a data type for the field. A data
type can be a word, number, currency, date, time, etc. The properties
of the Price field (once defined as a number) include how large a price it
can be, the number of decimal places, if the field should contain a
default value (like $5.99), and more. As we use tables more we will
explore more of the details regarding Field Properties.
Access 2007 provides you with a few ways of entering data. You can
enter in the data manually, use a form, or use the Import commands in
Entering Data the External Data tab.
into a Table
To enter data manually, open a table in Datasheet view by double-
clicking its name in the Navigation Pane. If you make an error while
entering data, like accidentally entering a word into a number field,
Access will prompt you with an error stating so.
For example, if you try to enter non-numeric characters into the SIN
field of the Warner Cousins database, you will see the following appear:

- 656 -
Entering
Data into a
Table,
continued
There may be an instance where it is necessary to have both letters and

numbers in the same data field (such as the Phone field). Luckily, the
Text data type allows you type in any characters you like.
The next method of entering data is by the use of a form. We defined a

form earlier as a way of entering data into a table one record at a time.
In the picture below, Access constructed a simple form based on the
Employees table when the Form command was clicked in the Create tab:
You may recognize the navigation buttons at the bottom of the form. You
can use these buttons to move back and forth through the records in a
table as well as create a new record:

- 657 -
New Creates a new record in the table.
Entering
Data into a In the very bottom right-hand corner of the careen are the icons to switch
Table (from left to right) between Form View, Layout View, and Design View. The
picture above is in Form view, the ‘highest level’ view. Layout view is new to
Access 2007; it acts as a bridge between Form and Design view. Essentially,
it allows you to view records as you would in Form view while still being
able to move and modify the pieces of the form.
If you enter Layout view and click a piece of the form (called a control), you
can move the piece up and down through the order of the existing controls:
If you click the small four-way orange arrow at the top of your screen, you
will select all of the controls in the form at once:
Click and drag your mouse to move the controls as a group. We will explore
more of the functionality relating to forms and form design later in this
manual.
Formatting Access has always given you a great amount of flexibility when it comes to
a Table modifying the look and feel of the objects in your database. Access 2007 is
no different, letting you modify just about everything you can think of.

- 658 -
Entering Text If you create a new table and enter some data, the result is
straightforward and clean:
If you have ever used Access before, chances are you noticed one of
the new enhancements right away – the alternating background colors
in the different rows of the table. You can modify the background color
by clicking the Font button in the Home tab:

- 659 -
The other commands in the Font module of the Home tab let you modify
Font Options the font, font size, text style, orientation, gridlines, fill color, and more,
for the entire table. Any modifications you perform will be applied to the
entire table.
Row Height Occasionally you may have very large (or very small) amounts of data to
/ Column put into a table. For example, Access features a Memo data type that can
Width hold a total of 65,535 characters – that’s about 40 pages of solid text!
You can expand the dimensions of rows and columns in order to be able
to view the contents of a table.
To do this, click the More command in the Records module of the Home
tab. In the pop-up menu you will see entries for Row Height and Column
Width:

- 660 -
With Row Height, you can specify a unit of measurement or leave it at
Standard height:
Row
Height/Column
Width,
continued
With Column Width, you can specify a unit of measurement for width
or choose Best Fit, which will automatically adjust the column to the
width of the widest field’s entry: ,
You can also adjust the row height and column width manually. Place
your mouse on the lines dividing the rows and columns from each
other. Your mouse will turn into a double-headed arrow ( for rows,
for columns). Click and drag in the dimension displayed by the
arrow to drag the height or width.
Formatting Text
To a computer, any data you enter into a database is stored in a certain way for Access can
easily retrieve it later on. However, people may like to have the data presented in a nice way
that is easily readable or in a color scheme that matches their particular company. In this
lesson, we will explore how to you can easily change the look of text in tables, forms, and
reports.

- 661 -
Using the The Zoom Box is a special part of the Print Preview command. It is used
Zoom Box to quickly zoom in and out to confirm the look of your document before
you print it. For example, if you create a report based on the Employees
table of the Warner Cousins database, the report will be shown in
Layout view. To switch to Print Preview, click the icon located in the
bottom right-hand corner of the window:
The Print Preview mode of Access 2007 features its own tab. The zoom
box is located in the bottom right-hand corner of the Access window:

- 662 -
Formatting Text, continued
Click the + or – buttons to increase or decrease the level of zoom.
You can also click and hold the small slider control in the zoom box
and click and drag a custom level of zoom. Use the zoom box in
combination with the Preview commands in the tab to see as many
as twelve pages of report at once. At any time you can click the
number beside the minus button to jump between 100% zoom and a
custom level of zoom you may have picked previously.
You can select any or all adjacent fields/columns/records in a table

at once. To select an entire table of data, open a table in Datasheet
Selecting view and press Ctrl + A on your keyboard. Or, click the Table
Data Selector button (located in the upper left-hand corner or Datasheet
view) to perform the same action:
To select two or more adjacent records, click the box to the

immediate left of a record to highlight it:
Press and hold the Shift key on your keyboard and click the box
beside another record in the table. All records in between will be
selected, including the record you clicked:
To select two or more adjacent columns, move your mouse over a

column header. Your cursor will become a small down arrow; click
and hold the left mouse button and drag left or right to highlight as
many columns as you want:

- 663 -
Selecting
Data,
continued
Finally, you can also select any range of adjacent cells inside a column of data.
For example, if we want to highlight all the fields from the Product ID of
Northwind Traders Chai to the Standard Cost of Northwind Traders Beer:
First, click inside the field for the Chai Product Code, as shown above. Move
your mouse to the bottom or right border of the highlighted field; your mouse
cursor will turn into a thick cross. Then, click and drag from the highlighted
field to the last field you want to select:

- 664 -
Once you have selected the data you want, you can easily copy data for
use elsewhere and paste data into the table. To copy highlighted data
Cutting, from a table, right-click the data you have selected and click Copy:
Copying,
and Pasting
This saves a copy of the highlighted data in the clipboard of your PC.
Once data has been copied, it can be used in a word processor, a
spreadsheet, or some other program that uses text and numerical data.
To paste the data in the clipboard to another program, you can click
Edit Paste or Data Paste using the menu of the other program.
Most programs also feature some sort of right-click functionality; right-
click your mouse where you want to the data to go and click Paste.
To paste data into a table is a bit more complicated. You will need to
make sure that your source data does not have the same primary key
as any record currently in your table. If you do, Access will prompt you
with an error saying that a duplicate primary key has been detected in
the table. You must assign a new primary key to the pasted record(s) in
order to continue. To perform the paste operation, copy the data from
the source program and paste it into the Datasheet view of a table by
right-clicking inside the upper-leftmost cell you want to place the data
Paste.
Cutting data in Access requires care if the table you are cutting the data
from is related to many other tables in the database. Cutting data from
a table has the same effect as deleting data; that is, it no longer exists
in the source table.
Therefore, if there are other tables in the database that rely on the
information you are potentially removing, you will need to remove the
relationship between the two tables first. Cutting data has the same sort
of effect as copying data; it is stored on the clipboard of your PC until
you paste it into another program.

- 665 -
The Format Painter is used to remember the formatting style of one control
and ‘paint’ each subsequent control so all of them look the same. This tool
Using the is very useful if you are doing some renovating to the look and feel of a
Format database or if you need to apply a lot of changes quickly. The use of the
Painter Format Painter is best shown by example.
The diagram above shows the Employee Details form found in the
Northwind sample database. Next, enter Design view by using the View
command. This will show you where each command lies in the form:
Click any object in the form, like the text box label shown in the diagram
above. The current formatting for the label appears in the Font module of
the Design contextual tab:

- 666 -
The small paint brush icon ( ) located in the Font module is the Format
Using the Painter. To see it in action, let’s first change the look and feel of some
Format labels. First, select the label that contains formatting that you want to use:
Painter,
continued
Double-click the Format Painter. Now every control you click on will have
that formatting applied to it:
To stop using the Format Painter, click the Format Painter icon once more
to turn it off.
The Format Painter is most commonly used in this manner in order to

format the look of many controls at once. However, if you want to make
only once command look like another, click the command you want to copy,
and then click the Format Painter icon. After you use the Format Painter, it
becomes deselected.

- 667 -
Undo and Redo are used as a way to recover or reinstate changes you
have made to an object or file. Like Cut, Copy, and Paste, you can
Using Undo perform the Undo and Redo command in many different situations using
and Redo Access (and many other programs). And like Cut, Copy, and Paste, Undo
and Redo have their own keyboard shortcuts. (Ctrl + Z and Ctrl + Y
respectively)
The Undo command is a standard control in the Quick Access toolbar:
The Redo command is used by pressing Ctrl + Y or by adding the control

to the Quick Access toolbar:
If you accidentally changed the font used in a control, use the Undo
command to erase the changes and use the old font again. Access gives
you the option to ‘step back’ through the last twenty operations you
performed.

- 668 -
To see the operations that were performed before, click the small pull-
Using down arrow beside the Undo or Redo command:
Undo and
Redo,
continued
Pick the option in the list you want to Undo; Access will revert the
actions in the reverse order in which they were performed.
The only exception to the Undo and Redo command is one that
involves the deletion of data. If you are not 100% sure that a certain
piece of data can safely be removed, you should back up the database
first. Should records be deleted because of an Undo or Redo command,
their deletion cannot be reversed.
In the case of a database, you probably won’t have too many spelling
errors as most of the data is going to be in abbreviated form, in
Checking number form, or proper names that won’t be in a dictionary.
your Nonetheless, Access lets you take advantage of a spell checker to
Spelling check the records of a table for misspelled words. For example, if you
misspelled the word Street:
Access’ Check Spelling command will find and report an error like the
one above if you activate the command in the Records module of the
Home tab:

- 669 -
Checking
your
Spelling,
continued
The Spelling dialog box will appear with the word it couldn’t find in the Not
in Dictionary field. The dialog box has several features to make spell
checking easy. It offers possible spelling matches in the Suggestions list.
You can also specify which language you would like the spell checker to
use in the Dictionary Language combo box. (Be warned that changing
dictionary languages may require the Office 2007 install media or a
connection to the Internet to download a language package.)
The buttons on the right-hand side of the dialog allow you to:
Ignore Skip over this instance of the misspelled word.
Ignore All Skip over all instances of this misspelled word.
Change Change this misspelled word to the highlighted

suggestion in the Suggestions box.
Change All Change all instances of this misspelled word to

the highlighted suggestion in the Suggestions
box.
Add Add this ‘misspelled’ word to the dictionary so

any further instances will be considered correct.
AutoCorrect AutoCorrect is a special function of the Microsoft

Office Package that is designed to always
change a misspelled word to the first
suggestion. For example, if you had to type
‘Street’ many times for different addresses but
you always forget to add the extra ‘e,’ Access
will automatically correct every instance of
‘Stret’ to ‘Street’.

- 670 -
Module 30: Doing More with your Database
Objectives Create forms

Create queries
Create reports
Use Design view and Layout view to modify a form and report
Use the View menu and view icons
Manage your Access working space
Use different types of filters to sort through your data
Use the Print Preview tab
View your data in different ways before printing
Decide if you should print or export a document

- 671 -
Creating Forms
So far in this manual we have learned a lot. You should now know how to enter data into a
table, create different types of database objects, use templates, and get the tables of data to
look the way you want. In this module we will learn more about the other major types of
database objects like forms, reports, and queries.
Simply put, a form is an easy way to input data into a database. It

contains fields that let you type the information for each field in, it can
What is a have an input mask which will make the field look like an empty phone
Form? number field, and it can contain required field that you must enter in
order for the database entry to be valid.
We have seen a few examples of forms along the way, such as those
featured in the Northwind sample database template included with
Access:
Forms can also include functionality not directly related to a table. For
example, the Login window that appears when you open the Northwind
sample database is actually a special type of form.

- 672 -
Creating Forms, continued
We can define a ‘control’ (in the context of a form) as some object
contained in the form. For example, consider the Login window:
Bound vs.
Unbound
Controls
This form contains two controls: a combo box which allows you to select a
name from the employees who work for Northwind, and a Login button
that will confirm the employee selection and open the Home page of the
Northwind database (which is actually another form).
When creating a form, you will use at least one control, otherwise your
form is not very useful! All controls in Access, no matter how they are
used, fall into two categories, bound and unbound.
A bound control is one that is directly related to some aspect of a

database object. Consider the following Product Detail form:

- 673 -
Every field listed here contains a text box where you can type in some
Bounds data. The field is directly linked to the Products table in the database. So,
and when you have completed entering data for a record and make a new
Unbound one, all of the data you entered in each field in the form gets entered to
Controls, its respective field in the table.
continued
An unbound control is one not directly related to a database object but
still serves some useful purpose. For example, the Login button in the
Login window is a control that performs an action but has nothing to do
with any data in the database. Another example would be a print button;
it might be set up to call a query and construct a report, but has nothing
to do with the actual data.
Access features a wizard that allows you to specify how you would like a
form to look and what table it should be based upon. Access then does
Creating a the hard work for you and creates a usable form in only a few clicks. To
Form with create a form using the Wizard, click the Create command tab and then
the Wizard click the More Forms command:
Form Wizard is the first option; click it to start the Wizard. The first page
allows you to select which table or query Access should link to the form:

- 674 -
You can also specify which field or fields you want to use in the form. Click
Creating > to move the currently highlighted field from the Available Fields list to the
a Form Selected Fields list. Click >> to move all fields from one list to the other.
with the Click Next to proceed.
Wizard,
continued The next step of the Wizard lets you choose the layout for your form. Select
one of the layouts by clicking the appropriate radio button and then click
Next:
The next page allows you to style your form to make it catch the attention
of the user. Click one of the styles from the list of those available; you will
see a preview of each on the left side of the window:
Select a style you like and click Next. The final page of the Wizard lets you
name the form:

- 675 -
Creating
a Form
with the
Wizard,
continued
By default, when you click Finish, the form will open so you can start using
it right away. The second radio button option allows you to open the form in
Design view where you can modify every aspect of a form. (We will discuss
the basics of Design view in the next module of this lesson.)
If you leave the first radio button selected, clicking Finish will open the form
right away:
That’s all there is to using the Form Wizard!

- 676 -
You may recall Design view from one of the Step-By-Step exercises in this
manual. Design view allows you complete control over how a form should
Using look. To enter Design view after using a Wizard to create a form, make sure
Design you highlight the “Modify the form’s design” radio button in the final step of
View to the wizard:
Modify
Your Form
If you want to modify the design of an existing form, double-click the form
object in the Navigation Pane and then select Design View from the View
command in the Home tab:
Let’s take a look at what’s going on in form Design view:

- 677 -
At the top of the window you will see two new contextual tabs appear:
Using Form Tools - Design and Form Tools - Layout. In the center of the
Design View window is the current working space (called a canvas).
to Modify
your Form, On the right-hand side you will see a special pane that lists the fields
continued that are available for use in Design view:
The “Fields available for this view” module shows you all fields
associated with the table(s) from which the form was directly
constructed. (In the example above, Shippers is the main table.) The
“Fields available in related tables” list shows the fields and table(s) that
the main table shares a relationship with. (In the example above, the
Shippers and Orders tables share a relationship.) Lastly, the “Fields
available in other tables” list shows all the tables in the current
database file and the fields you can use from each.
Though much of the use of Design view is beyond the scope of this
manual, let’s take a look at the different groups of commands you can
use to work on a form.

- 678 -
The following chart lists the overlying functionality of the Design Tab:
Using
Design Form Click this command
View to Views to cycle or choose a
Modify your view of the form.
Form,
continued
Font This module allows

you to modify the
look and feel of the
currently selected
font.
Gridlines You can specify the

look and feel of a
grid that can be
applied to a group
of controls.
Controls This module allows

you to add a wide
variety of bound
and unbound
controls to a form.
Tools This module

provides more of
the background
functionality
associated with
form design
including the ability
to modify properties
and macro code
linked to a control.

- 679 -
The other contextual tab that appears controls the Layout of a form:
Using
Quick The AutoFormat command
Design
Format is used to quickly apply a
View to
particular design scheme to
Modify your
your entire form.
Form,
AutoFormat features
continued
twenty-five different pre-
made formatting options to
use.
Control This module of the Layout

Layout tab allows you to modify
the position of the controls
in your form. You can
move controls in a group
or individually.
Control The commands in this

Alignment module are used to align a
group of controls to the
overlaying design grid or to
the position of a particular
control in the form.
Size If you have difficulty

aligning controls by hand
or want to align controls
quickly yet neatly, use the
commands in the Size
module of the Layout tab.
Position Access 2007 gives the

flexibility to arrange the
order and position of
different controls in your
form.
Show/Hide These commands let you

show or hide different
features of Design view
itself (like gridlines).

- 680 -
To make use of a form, first double-click its name in the Navigation Pane
to open it. Then it is simply a matter of clicking the new command in the
Using Home tab ( ) and entering data into the fields:
Forms
Any fields that reference an AutoNumber field (such as a primary key) will
advance to a new value. At the bottom of the form you may recognize the
navigation buttons:
New Creates a new record at the end of the

table.

- 681 -
Creating Queries
We now have come far enough to get to the real functionality of a database: using a query.
Having large amounts of data is fine, and having nice looking and well-designed forms is
great, but if you can’t pose a question to the database and find a result, there is not much
use for a large list of data. In this lesson we will learn about queries and how they work.
A query is a question that is asked of a database control program about

the data it contains. We specify what particular fields we are interested
What is a in finding out, tell the database where to look for those fields, and
Query? specify any conditions under which to search.
Queries are primarily built from tables, but Access gives you the ability
to construct a query based on the results of another query. Such ‘nested
queries’ may require more computer memory and resources in order to
execute but if constructed with care, can save a lot of time, especially
when dealing with very large databases. For the purposes of this
manual, we will keep things simple and stick to small and simple
queries. Plus, the great thing about queries is that they are only
questions asked about data that is already there. If you get query
results that are completely off the mark, no problem! The data is
untouched, so provided there is no design flaw in your database, only
the query needs to be adjusted.
Creating a
Query To create a query using the Wizard, click the Query Wizard command in
with the the Create tab:
Wizard
The Wizard launches, allowing you to select which type of query to

build:

- 682 -
Creating Queries, continued
For the purposes of this manual, we will demonstrate a simply query
Creating a that will retrieve the product ID, product name, and price of every
Query with product in the Northwind sample database. This type of query is
the Wizard, defined as a select query, one that is used solely to retrieve
continued information.
The next step of the Wizard is selecting which fields you want to use
in your query. This step of the Wizard should look familiar: it’s just
like selecting fields to use in a form.
In the Tables/Queries combo box, select Table: Products. Highlight ID

and click > to move the field to the Selected Fields list. Repeat for
Product Name and Standard Cost:
The next page of the Wizard gives you the option to apply a few
summary calculations to the field like the maximum value, minimum
value, and the average. However, we want to see all products, so
leave the Detail radio button selected:

- 683 -
Creating a
Query with
the Wizard,
continued
The final page of the Wizard lets you name the query. A long and
meaningful name is recommended. Just like in the creation of a form,
you have the option to open the query right away or modify the design
in Design view:
Click Finish to view the results of the query:

- 684 -
Creating a
Query
with the
Wizard,
continued
As you can see by the diagram, the query results are shown in what is
essentially Datasheet view. The result of a query is essentially a table
complete with its own rows. Though more advanced query functionality is
beyond the scope of this manual, you can actually use the results of a
query to construct a table.
As you gain more proficiency with Access, you will reach a point where
using just the Query Wizard will not be sufficient to get the results you
Using are looking for. Therefore, you can use query Design view to modify any
Design attribute of a query you like.
View to
Modify a To access Design view after using a wizard, select the “Modify the query”
Query design radio button:
If you wish to modify a query that already exists, double-click the query
object in the Navigation Pane to open it in Datasheet view. Then use the
View menu to select query Design view:

- 685 -
Using the
Design
View to
Modify a
Query,
continued
Either way, you will be shown the following view:
The table or tables that were used in the query are present at the top of
the window, while the various attributes that were specified during the
design of a query are listed at the bottom. Note that the primary key is
shown in the table as a small key icon. You will also see six different row
listings at the bottom of the window.
The Field row will let you will see all of the fields that are available for use
in the query (in this case the attributes of the Products table). The second
row down is the Table row, where you can specify which table you want to
use fields from. The Sort row lets you sort the results of the query in
ascending or descending order (or no order at all, but rather the order in
which the query happened to find data first).

- 686 -
The Show checkbox will determine if the field will actually be shown in
Using the the query results. (If an item is present in a query but does not have
Design View the Show checkbox marked off, it will still be considered in the query
to Modify a but the data that was used to satisfy the query will not be shown.)
Query, The Criteria row lets you enter a logical operator and a condition that
continued any displayed data must satisfy.
We have seen the results of finding all products in the Products table.
If we want to show only the items that are more than $50 to
purchase, we can enter the criteria ‘> 50.’ This expression contains a
logical operator (greater than). Other operators include less than (<),
equal to (=), and not (!).
Query Design view also contains its own contextual tab. Though much
of the functionality is beyond the scope of this manual, let’s take a
quick look at what each module of commands does:
Results The Results module of the query

Design tab lets you switch between
views using the View menu and
execute the query.
Query This module of the tab allows you to

Type modify properties of the query itself.
Use these commands to make action
queries that will perform some
operation on the data in your
database.
Query Use these commands to modify

Setup attributes of a query as well as
construct more elaborate search
criteria.
Show/Hide The Show/Hide commands are used

to view and modify different
background attributes about the
query and the data it will display.
To execute a query, you simply have to double-click the query name

in the Navigation Pane. The results will be displayed in a new tab in
Using Queries Datasheet view. Since a query is not a bound object, you can delete a
query without fear of deleting any data in your tables. But be careful if
you do delete a query, because there might be another query, form,
or report that uses the query to retrieve data for display to a user. If
you eliminate the source query, the dependent object will not function
properly.
- 687 -
Reports
Now that we have a little more understanding about how queries work, it would be handy to
be able to display the data that was retrieved in a clean and easy to read way. Access makes
use of reports as a way of displaying query results in a printable and presentable way.
A report is a formal way of displaying data that has been retrieved from a
query. Reports, like forms, are completely customizable and easy to
What is a create by using a Wizard. If the Wizard is not specific enough, you can
Report? change the color, layout, style, and more, to suit your tastes.
If the data in your database has changed, you don’t need to design a
whole new report. Simply reissue the report and when Access runs the
background query again, the data changes will be taken into account
automatically.
Many of the reports you create will simply be an exercise in displaying the
data in a certain way. Since reports are made from queries, and most of
Creating a the queries will have already been built, creating reports using the Wizard
Report is easy.
with the
Wizard The Report Wizard command can be found in the Create tab:

- 688 -
Reports, continued
The first page of the Report Wizard should be pretty familiar to you by now;
it was used to create a form and a query:
Creating
a Report
with the
Wizard,
continued
For this example, we will make a report based on the full results from the
Customers Extended query. The next screen of the Report Wizard allows
you to apply levels of grouping to the report:

- 689 -
Reports, continued
Grouping levels are useful in certain queries to help categorize the data
Creating a returned from a query. For example, if you ran a query to list all the
Report different times that a product was ordered, you could group based on
from the the product. Each date the product was sold would then be categorized
Wizard, under each product name. For the purpose of this example, no grouping
continued will be used. The next page of the Wizard lets you organize fields in the
report in ascending or descending order:
Select a field from the combo box. If you want to sort based on
descending order, click the Ascending button to change the nature of
the sort order.
The Wizard then asks how you want to organize the items in your
report:

- 690 -
Reports, continued
Click the different layout radio buttons to see a preview of how each
Creating a field will look in the report. The checkbox at the bottom of the window
Report will help to squeeze all of the data into the same page. This may not
from the always be the best course of action if some fields contain large entries.
Wizard, Should the Wizard not produce the results you want, you can always
continued delete the report and start again or use Design view to modify the
layout.
At the next screen, you can choose a style for your report to make it
more appealing if you are going to print it:
Finally, the last screen allows you to give the report a name and either
view it right away or modify its properties in Design view:
Click Finish to view the report:

- 691 -
Reports, continued
Creating a
Report
from the
Wizard,
continued
Like forms and queries, you can enter report Design view by either clicking
the “Modify the report’s design” radio button before closing the wizard or
Using using the View menu after opening a report.
Design
View to
Modify a
Report
Report Design view lets you drag and drop the various fields from the Field
List pane. Reports use headers and footers like the Design view of a form.
Reports also have three of their own contextual tabs:
The Design and Layout tabs contain the same commands as the Design
view of forms. In addition to listing only query results, you can add
interactivity to the report to do things like show charts and calculate data
values from user input.

- 692 -
Reports, continued
Design view for reports also features a Page Setup tab to customize how the
report will look on a printed page:
Using
Design
View to
Modify
Report,
continued
This module of the tab also contains a Page Layout button (the arrow in the
bottom right hand corner). This button opens a dialog that can be used to
precisely modify page settings:
To view a report, simply double-click its object name in the Navigation

Pane. The report will open in the main part of the Access window:
Using
Reports
This Report View will let you scroll through all the details of the report. We
will discuss how to print and further view a report later in this manual.

- 693 -
Sorting and Filtering Data
The databases we have been dealing with so far haven’t been very large. Most of the
information available we could scroll through in a few minutes. But if you are managing a
library or government database, you might spend your entire day looking through just one
table and still not make it through.
Filters are like small specialized queries that are performed on a single table of information.
Fortunately, Access has the ability to sort and filter data in order to narrow down the results
you need. In this lesson we will explore how to sort and filter data in your database.
If you are familiar with word processing and spreadsheet programs, you
are probably familiar with find and replace commands. Even Internet
Using Find browsers feature a find command. These commands are designed to
and Replace search a document of any size quickly to find instances of a certain
keyword or value and, if applicable, modify it.
You can use the find and replace commands on every database object
except reports (which are really just documents to be printed), macros
(a collection of commands, no actual data), and modules (another
sequence of commands, again no actual data). You can find both
commands on the Home tab.
The Find command will search through an object and locate all instances
of a keyword. The Find command also gives you the ability to search
only specific columns of data and flexibility in how it searches. If you
only know part of a word or phrase, you can search based on what you
know.

- 694 -
Sorting and Filtering Data, continued
Find What The Find What field lets you type in a certain
Using Find word, part of a word, or a number. The
and keywords of any previous searches you have
Replace, performed will appear if you click the pull-down
continued arrow.
Look In The Look In field lets you search just the

primary key of the table or the entire current
database object.
Match If you are not 100% sure what you are looking
for but at least have an idea, you can use
different options in the Match field.
Search The Search field lets you conduct your search

up, down, or all over the current object. For
example, if you are looking for a particular
name that starts with ‘T’ in a very large
database, you can save a lot of search time by
searching at the fields that start with T instead
of the whole alphabet.
Match Case If you are looking for a certain organization

name or something that is in all uppercase
letter, you can have Access ignore all lower
case entries in its search which can increate the
speed of searching.
Search Imagine you want to search for a record

Fields as containing a particular date, and you type April
Formatted 25, 2004. If this box is checked, Access will
search for all formats of this date, like
04/25/2004, 04/25/04, 25/04/04, 2004/25/04
and so on. Searching with this box checked will
slow down certain searches, but is more likely
to find the data you need.

- 695 -
The Replace command is an extension of the Find command. It includes all
Using Find the functionality of Find but lets you modify all matches it finds to something
and else:
Replace,
continued
Enter the new word or phrase you want to replace in the Replace With field of
the dialog box. The Replace button on the right-hand side of the window will
find the next instance that matches the search criteria and replace it with the
new word or phrase. The Replace All command automatically scans the entire
object listed in the Look In combo box and replaces every match with the
new word or phrase.
Be cautious; if you perform the Replace All command, you cannot undo the
operation. You will have to do another Find and Replace to change the fields
back.

- 696 -
When viewing a table or query results in Datasheet view, you might
want to sort through the records by hand if you know what you are
Sort looking for. Access 2007 has a very quick way to sort through data
Ascending listed in columns. Consider the Employees table:
or
Descending
The Sort Ascending and Descending commands can also be found in the
Sort & Filter module of the Home tab. To sort in this way, click the
column header (or headers) of the column(s) you wish to sort and then
click either the Sort Ascending or Descending buttons:
The records in the table will sort themselves accordingly:

- 697 -
To apply different filters, click the column header of any column in
Datasheet view. Then click the Filter command in the Sort & Filter
Toggling module of the Home tab:
Filter
A pop-up window will appear underneath the selected column

header:
As you can see in the diagram, the Sort Ascending and Descending
commands are visible in this menu. Access also provides you with
the ability to sort and show records based on the values in a column
of data.
For example, if you wanted to show only the Sales Representatives,

click the Job Title column header to select the column and then click
the Filter command. Uncheck all of the values listed in the pop-up
menu except for Sales Representative.

- 698 -
Then, click OK to toggle the filter. Only the Sales
Toggling Representatives will be shown in the table:
Filter,
continued
Using Access makes it easy to sort a table of data quickly based on

Selection Sort one criterion. For example, consider the Standard Cost
column in the Products table of the Northwind sample
database:
Click the first price in the list to highlight that particular field
and then click the Selection command ( ) in the Sort
& Filter module of the Home tab. A small pop-up menu will
appear:
Click any of the options to sort the table of data based upon
the criteria in the menu. For example, if you click Less Than
or Equal to $13.50, the table will sort and show the less
expensive products:

- 699 -
Using
Selection
Sort,
continued
The Between option in the Selection command displays the Between

Numbers dialog box. Enter the criteria for your search (between 5 and 10
for example) and click OK.
Access offers a few other advanced filtering options that are accessible by
clicking the Advanced command in the Home tab:
Using
Advanced
Sort

- 700 -
Filter by The Filter by Form command in Access is sort of like a small
Using Form query. You can specify criteria that will be used to filter the
Advanced data like a query, but its use is more limited. Using Filter by
Sort, Form is fast and easy if you have only a single value you are
continued looking for.
For example, if you have a product ID but not a product

name, Filter by Form can help. Open the Products table in
Datasheet view and select Filter By Form. Datasheet view will
change to the following view:
Each column you click inside will show a combo box. Select
one of the values in the combo box to add it to the Filter by
Form operation:
When you have chosen the criteria you wish to filter, click the
Toggle Filter command in the tab.
The corresponding record(s) will be displayed:

- 701 -
Advanced Access uses filters like small queries. Clicking the Advanced
Using Filter/Sort Filter/Sort command will open a view very similar to query
Advanced Design view:
Sort,
continued
Click and drag fields from the Products list to the lower half
of the window. You can apply sort criteria (Ascending,
Descending) and enter search criteria such as a direct
expression like the diagram above. You can also add any
sort of criteria you like including logical expressions like
greater than (>) and less than (<). Once you have entered
the criteria, click Toggle Filter to show the results.

- 702 -
Clear all This command will remove any filters currently applied to a
Using Filters particular object.
Advanced
Sort, Load This command lets you load a filter from a query already
continued from stored in your database. Loading from a query is beyond the
Query scope of this manual.
Save as This command lets you save certain types of filters you
Query perform as a query to use later on. Saving queries is beyond
the scope of this manual.
Delete As you develop more filters for a particular table, you can use
Tab each one individually, like with an advanced sort for
example:
Use the Delete tab command to remove the filters you no

longer use.
Clear If you are performing a Filter by Form operation, use the

Grid Clear Grid command to reset all of the data columns back to
their original empty state. If a particular Filter by Form
operation is not giving you the results you wanted or
expected, use this command to reset the form.

- 703 -
Viewing Data
We have used Access so far in a simple way, usually opening only one or two objects at a
time. In this lesson we will learn a bit more about the different views available in Access as
well as some other viewing management options.
Using the We have made use of the View menu throughout this manual. The View
View Menu menu is located in a few different tabs throughout Access and is
different for each object you open.
Table
Datasheet view displays all data in a table

in a columnar view.
PivotTable and PivotChart views are beyond
the scope of this manual, but essentially
they allow you to quickly and graphically
compare the values in one field with
another.
Design view lets you modify the properties
of a table to make it contain and display the
data you need.

- 704 -
Viewing Data, continued
Form
Using the
View
Menu.
continued
Form view lets you view the form in such a

way that you can enter data one record at a
time into a table.
Datasheet view is a way of showing you the
table that the form references.
Layout view is an intermediate step between
Form view and Design view. It lets you
adjust the location of objects in a form while
still being able to see the data it contains.
Design view lets you modify the look and feel
of a form as well as add different controls to
perform actions.
Report
Report view displays the contents of the

report in a manner suitable for printing or
presenting.
Layout view is an intermediate step between
Report view and Design view. It lets you
adjust the location of objects in a report
while still being able to see the data it
contains.
Design view lets you modify the look and feel
of a report as well as add different controls
to display data or perform actions.

- 705 -
Using the
View Menu,
Query
continued
Datasheet view displays the results of a

query in a view similar to a table.
PivotTable and PivotChart views are beyond
the scope of this manual, but they allow you
to quickly and graphically compare the
values in one field with another.
SQL (Structured Query Language) view is a
way of viewing and modifying the
background ‘code’ used to make a query.
SQL editing is beyond the scope of this
manual.
Design view lets you add and remove fields
from the search as well as add criteria to
retrieve more specific results.

- 706 -
The View menu has a cousin present in the very bottom right-hand
corner of the Access window. For example, viewing a table in
Using the Datasheet view will show the following buttons:
View Icons
These icons are exactly the same as the corresponding items in the
View command. The view currently in use is highlighted in orange.
Hover your mouse over an icon to see its description:
Click any of the icons to switch to that view.
Using the In previous versions of Access, opening a new database object meant
Tabs opening a new window. After only a few objects, your screen would be
pretty full and finding objects ‘hidden’ under different windows was
frustrating. Access 2007 eliminates that clutter. Each database object
you open opens a new tab:
Simply click a tab to view that object.
If you happen to have many objects open at once, arrows will appear
on either side of the list of tabs allowing you to scroll back and forth
through the opened objects:
Closing To close a database object, highlight its name in the list of tabs and
Individual then click the close button underneath the tab:
Tabs

- 707 -
Printing a Database Object
Access 2007 lets you print every database object except macros and modules. To print
properly in Access, you need to have a printer installed on your computer or have access to a
printer on your business network.
The Quick Print icon ( ) is a direct shortcut to print an entire object.

The icon itself is located in the Quick Access toolbar.
Using the
Quick
Print Icon
Clicking the icon will directly print the currently displayed database icon to
the default printer installed on your machine.
The Print icon located in the Quick Access toolbar is great for printing
objects that are prepared and ready to go. However, in most cases you
Using the may only want to print a small amount of data.
Print Menu
The Print command in the Office Menu has two functions. If you click the
Print command directly, you will see the Print dialog box appear. Use this
to specify which pages to print as well as how many copies. Then, click
OK to print the document:
The second part of the Print icon, the expand arrow, lets you open the
Print dialog (Print), directly print the entire document (Quick Print), or see
what the printed document will look like (Print Preview):

- 708 -
Printing a Database Object, continued
Using the
Print Menu,
continued
Using Print Print Preview is used to view a document in full form before actually
Preview printing it. To open this view, click the Office Menu, point to the right-
facing arrow by the Print command, and then click Print Preview:
The Print Preview tab will give you the option to modify how the finished
product will look. Use the Zoom Bar in the lower right-hand corner of the
window to zoom in or out of the current document.
The Print command on the far left-hand side of the tab will open the Print
dialog box. If you have finished printing or are not ready to print yet, click
Close Print Preview on the far right-hand side.

- 709 -
Let’s explore the functionality of the Print Preview tab.
Using the
Print The first command, Print, opens the Print dialog box.
Preview Tab
The Page Layout module lets you adjust properties of the page.
Choose from a number of paper output sizes, choose a page orientation,

and choose a normal, wide, or thin margin. The Print Data Only
command will not print any graphics or background colors. The Columns
command lets you print pages of your report like newspaper columns.
The Page Setup button opens the full Page Setup dialog box containing
all of the above functionality and more:
The Zoom commands let you preview multiple pages at once.

- 710 -
You can view one, two, four, eight, or twelve pages at a time using
Using the the More Pages command.
Print
Preview The Data module of the tab allows you to save a digital copy of a
Tab, database object instead of printing a paper hard copy.
continued
You have quick links to export an object to an Excel file, SharePoint

List, PDF or XPS file, Microsoft Word (RTF) file, a plain text file, as
well as many other options using the More command:
When you’re done, click the Close Print Preview button.
This command will close the current Print Preview window and return
to the database file.
We learned in the last lesson that the Print Preview tab provides the
functionality to export a particular database object to some other
Printing vs. digital form instead of printing a hard copy. Exporting a database
Exporting object in Access 2007 has its advantages.

- 711 -
Since Access stores data in a table very similarly to the way
Printing vs. Microsoft Excel stores data in a spreadsheet, exporting to Excel is a
Exporting, good option versus printing a table. For example, if you do not have
continued Access on your home PC but do have Excel installed, you can export
a table as Excel, work on the data at home, and then import the
data back into Access using the Import command.
A big addition to Access 2007 versus previous versions is the ability

to publish to a PDF file. The PDF format is reasonably compact in file
size and easily viewable on nearly every computer platform. With
the near-indispensable use of USB flash drives, even very large data
files fit nicely on these small and ultra-portable storage devices.
Consider exporting a database object as a PDF versus printing a long
report and then making photocopies.
If you are planning on using the raw data from Access in another
database management software package, exporting as a plain text
file sure beats printing out every last bit of data and typing it all in
by hand again! The standard character set saved as a plain text file
is readable on virtually every computer platform in one way or
another.
If you have need in your organization to produce services over the

Internet, XML and XPS are common file formats that are quickly
gaining a lot of popularity. Consult with your IT department or
website administrator to see if their job might be made easier if a
database file or object was exported in XML or XPS form.

- 712 -
Module Owner and Revision Information
Module Consolidate your feedback through the Training Administrator

Owner and
Revision
Information
Module Owner Information

Original Author Heather Witherspoon
Creation Date 03/07/2005
Comments
Revised by Lukman Folarin

Revision Date 10/17/2008
Comments Upgraded content to MS Office 2007
Revised by Eniola Omilade

Revision Date 11/05/2008
Comments Complete renovation of content

- 713 -

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Table of Contents

Copyright and Intellectual Property Advisory ................................................................................ 7

Universal Mandatory IT Training AfriHUB Nigeria Limited

Universal Mandatory IT Training AfriHUB Nigeria Limited

Universal Mandatory IT Training AfriHUB Nigeria Limited

Universal Mandatory IT Training AfriHUB Nigeria Limited

Universal Mandatory IT Training AfriHUB Nigeria Limited

Universal Mandatory IT Training AfriHUB Nigeria Limited

How to Read Learning information in small amounts of information at a time with

This course is designed to provide a basic foundation and functional

Since this manual is written for a functional understanding and practical

Warning The Warning Field as shown here indicate an area of

The Unlocking Windows Field offer power users secrets

Universal Mandatory IT Training AfriHUB Nigeria Limited

Computer Hardware / Peripherals: Components

Computer Hardware / Peripherals: Input Devices

Computer Hardware / Peripherals: Output Devices

Computer Hardware / Peripherals: Sound Input and Output Devices

Computer Hardware / Peripherals: Sound Input and Output Devices

Common Software Applications

Universal Mandatory IT Training AfriHUB Nigeria Limited

What is An Information Technology (IT) system is one that processes, stores,

IT systems use computers, telecommunications networks, and other

Because it involves many different and often highly specialist areas, IT is

IT Uses IT is used in business, industry, government, education, and health care.

Computers enable us to process information and perform specific tasks

IT systems are very flexible and can be made to perform a variety of

IT networks, such as the global Internet, allow us to distribute and

Although many developments in IT are designed to make our lives easier,

We live in an "Information Society". The effective use of information is

Universal Mandatory IT Training AfriHUB Nigeria Limited

Components Computers are made up of many components. Most of these are

Components located outside the computer's case are referred to as

Computer Computer components can be divided into the following categories:

Storage devices (memory and disks) hold data.

Output devices (monitor, speakers, and printer)

Network devices (network card, modem) allow computers to

Continued on next page

Universal Mandatory IT Training AfriHUB Nigeria Limited

The type of motherboard determines the types of CPU, memory, and

Expansion Slots Graphics Card System BIOS Memory CPU

Components on the motherboard

Continued on next page

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The The motherboard (and other internal components) is housed within a

Ports A hardware port is a socket designed to allow the connection of extra

Typical peripheral devices include the mouse, keyboard, monitor, and

Some ports are attached directly to the motherboard. Others may be

On a portable or laptop computer, ports are usually located at the back

Continued on next page

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CPU Facts The CPU is an advanced microprocessor. A microprocessor performs

The CPU is sent instructions by the computer's software. The CPU

Continued on next page

Universal Mandatory IT Training AfriHUB Nigeria Limited

The CPU's activities are co-ordinated by a clock, which is used to

Special design features in some processors enable them to perform

The CPU is often assisted by other microprocessors or co-processors

Continued on next page

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Modern laptop computers use low-power, cooler running CPUs such

Universal Mandatory IT Training AfriHUB Nigeria Limited

Input An input device is any device that is used to supply information to a