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4 Introduction to Microsoft Office

for courses etc. If you want to

write personal emails or surf the web for fun, you are asked to restrict yourself to the early morning (9 10 a.m.)or the evening (after 5

p.m.). Even with these rules in place, the SMRstend to get crowded often.When the SMRs are closed, you can walk over to the

library, whichoffers a small computer room of its own. Be aware that other facultiesalso use this computer room you may

have to wait (possibly a longtime) for a PC to become available. If you know in advance that youneed a PC for a study related reason,

you can make a reservation for upto two hours per day.

THE LIBRARY
ADDRESS

Bonnefantenstra at 2

PHONE

(043) 388 34 27
WEBSITE

www.ub.unimaa s.nl
OPENING HOURS

Mon Thu 8.30 a.m. 10 p.m.Fridays 8.30

a.m. 9 p.m.Saturdays 10 a.m. 5 p.m.Sundays 12 a.m. 5 p.m.Our computer labs can get very crowded during peak times, and

it may be a good idea to buy a used or new PC to work at home. In that case,you will also need to buy a copy of Microsoft Office, as Office

is acommercial program. The cheapest way to get Microsoft Office 2000 isto buy it from the ICT Service Center. Office 2000

Professional costs 25
1

for students and includes Word, Excel and PowerPoint, plus other useful programs such

as Microsoft Outlook.

THE ICT SERVICE CENTER

ADDRESS

Looiersgracht 14, Room 0.011

PHONE

(043) 388 35 64
EMAIL

servicedesk@ict s.unimaas.nl
WEBSITE

www.icts.unima as.nl
OFFICE HOURS
Phone/Email Walk in

Weekdays 8 a.m. 10 p.m. 8.30 a.m. 5 p.m.Saturdays 10 a.m. 4 p.m. closed On the Use of this Book

In this book, we assume that you have access to a PC with theappropriate software. We also presume that you know in general how to

These prices are sharply reduced in comparison to normal retail prices, because Maastricht University (in cooperationwith other Dutch universities) buys

large quantities of educational licenses.

General Topics:

Introduction 5

operate a Windows-based PC. We will take it from there.This manual is not

meant to be allencompassing. It is meant as anintroduction and as a guide. We will focus on getting you started, and indoing so will

ignore a number of useful advanced features. You areencouraged to go beyond the contents of this book and explore the

toolsthat you are working with. Some of your future courses will also expandupon the contents in this manual, particularly the

QM courses makeextensive use of Microsoft Excel. If you feel that you need further guidance, there are a number of

excellent printed resources. Personally,we find the jargonfree language and useful hints of the For Dummiesseries to be particularly

appealing, but there are certainly many other useful and well-written computer books out there. There is also a lot of helpful

information on the web.This book is focused on showing you how to accomplish certain tasks inMicrosoft Office. Be aware

that there are usually several ways to getthings done. We will endeavor to show you as many of them as possible.In doing

so, we will use the following conventions:

A toolbar.

Toolbar buttons that initiate a certain function

are usuallydisplayed in the margin together with a brief description of whatthe button does.

If you need to press a key on the keyboard, we will indicate this by printing the key, e.g.

implies that you need to hitenter. Frequently, key combinations are used to accomplishtasks. An example of such a key

combination would be

c+ P
, which means that you should press and hold

the ctrl keywhile pressing p.

When you need to enter more than a few characters, we

will not print the individual keys, because that would be space consumingand hard to read. Instead, we will indicate the text using a

specialfont, as demonstrated here: enter this .

A menu bar.

Some of the options cannot be initiated by using a keyboardshortcu t or an on-screen button. Such options are can usually befound

in the menu bar. If we want you to select an option fromthe menu bar, we will list the names of the options

inchronological order. E.g. File

Print would imply that youclick on File in the menu bar, and then select

Print from themenu that appears. Instead of clicking on the items, you can alsouse your keyboard: press

and the underlined letter, in our example

a+ F
. Once the menu is open, simply pressing

theunderlined letter is sufficient. E.g. after pressing

a+ F
, pressing

will be enough to take you to the print menu.

6 Introduction

to Microsoft Office

Finally, we will use a similar notation when you need to

selectoptions from the Start menu, e.g. Start

Programs

Microsoft Word will

launch Word. Once again, you can usekeyboard shortcuts: press the Windows key (

), followed by theunderlined letters.

The Start menu.

If you are stuck If you cannot find the answer here, there are

still a number of ways toget help.If you are stuck using a certain program, the first thing you can try is pressing the

1
key. Pressing

1
is like asking the computer for help.In most cases, the appropriate

program will then give you additionalinform ation on whatever you are currently doing. The intricacies of thehelp system are

discussed in more detail in the second chapter of thissection.There are, however, cases when your computer does not understand

your problem (because the persons that built the software did not foresee it) or when your PC is not able to help you (because it is

malfunctioning). Insuch cases, you may want to check out a helpful website, Tech24SelfHelp atwww.tech24in c.com/help.html. Tech 24 offers

self-helplinks that are sorted by category (e.g. Internet, Email, Outlook).They also offer live support from certified

technicians.You can also try contacting the producer directly. If you have troublewith any part of Office, you might want to

visitwww.micros oft.comtosee if they know the answer to your question. However, some producersdo not offer a lot of support or

charge money for it.Another option is to call or email the computer whiz kids at the ICTservice center of our university. They

offer support for the software usedthroughout the university, which includes among others Windows,Micro soft Office, Internet

Explorer, and the McAfee virus scanner. (Seethe info box on p. 4 for their contact information.)Fin ally, befriending a geek may be

the best solution. Geeks are by naturefriendly, helpful and extremely well versed in all things computer. If youcan count one of them as

your friend, he (or in rare cases she) probablywont mind dropping by and helping you out when you are havingtrouble

with your PC. An invitation to dinner or to the movies in returnwont hurt either.We wish you success in working with

Microsoft Office!

COMING UP

22..

CC
OO M M M MOO NN

EE
LLE E M ME E NNTT

S S OOF F

MM

IICCR ROOS S OOF F T T

OO
FFFFI ICCEE

PP
RROOG G RR A

A M MS S
This chapter discusses commonelements of all Office

programs.We will first discuss their common makeup and will thenturn towards common functions.

All Microsoft Office programs, and indeed most Windows

programs,share some common elements. We will start out by discussing featuresthat are more or less similar across all Office Programs,

namely themenu bar, toolbars, and status bar. We will then dive into functions thatare shared by all Office products, such as the

methods to create, open,save and print files. Common features All Office programs have a comparable assortment of control features:

amenu bar, several toolbars and a status bar. We will now discuss theseelements one by one. The menu bar

The menu bar offers you access to all services of the application you areusing. You can call up any item on the menu bar either by clicking on

itdirectly or by pressing and holding the

a
key while pressing theunderlined letter of the

entry. (E.g. to open the file menu, press

a+ F
.)
Click the expand menu buttonto see

the entire range of options.

Clicking on any of the headings will bring up the appropriate menu,which contains a broad range of

functions. Be aware that no Officeapplicatio n displays all of the available functions right away. Manycomputer users

experienced the vast range of available options asconfusing. This is why Microsoft Office applications initially displayonly the

most frequently used items. Only if you do not do anything for amoment after opening a menu will they display the remaining options.To speed

up the process, you can also press the expand menu button atthe bottom of the menu.

8 Introduction to Microsoft Office

If the option you arelooking for is not in thelist, you can wait a fewmoments for the menu toexpand to its fulllength or you can click onthe expand menu buttonto

expand it to full sizeimmediately.

All options available in Office applications are grouped into one of themenus. While the

individual options differ between the applications, thegeneral menus are rather similar.

The file menu offers options to create and open documents,save, preview and print your work and other options related

tothe actual document.

The edit menu allows you easy access to the most fundamentalediti

ng options, such as cutting, copying and pasting, undoingand redoing changes, as well as finding and replacing text.

The view menu allows you to determine how you would likeyour document to be displayed.

Furthermore, it gives you accessto parts of your document and of the application that are notalways visible on the screen, such as

specialty toolbars.

The insert menu lives up to its name: it enables you to insert allsorts of

objects into your document, whether it is a mere symbol,an equation, a footnote, a comment or a picture.

Under the format heading, you find all of the formattingoption s. What you can format depends

on the application: e.g.fonts and paragraphs in Word, cells, rows and columns in Excel,and slides in PowerPoint.

The tools menu contains an assortment of helpful functions,such as the spell checker.

The window menu comes in handy when you are working onseveral documents simultaneously,

as it allows you to arrange thedocuments in any way that you like or that is useful to you.

Introduction to Microsoft Office

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