MS Word 2003

Word Processing is perhaps the most common and comparatively

easier application to work on any computer. A word processor lets you
to change words or phrases, to move whole sections of text from one
place to another, store blocks of text, align margins all in few seconds.
Use of word processors has changed the look of official
correspondence, reports, and proposals etc. to a great extent. MS
Word is an advanced word processing product by Microsoft company.
The powerful features of Word will allow you to create even graphic
based multicolumn publications such as Fliers, News letters and
Internet web pages.

This section provides an overview of MS - Word and deals with the

following features:

Starting MS-WORD-2003

File management

Editing documents

Formatting documents

Printing documents

Inserting pictures into document

Tables

Password protect of document

Inserting objects of other type(MS-Excel, Photo Editor etc.)

Other features

Mail merge

Start Word 2003

Switch on your computer. Click Start button then point to

Programs and then click on MSWord. You will get a screen as
shown below:

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PARTS OF WORD WINDOW

Please see the picture below for a visual image of parts of an active
window has:

Title bar This tells you which application package is currently running
and which document is currently open.

Menu bar This is the traditional windows style drop-down menu.

When you point to any menu title and click once with the mouse, the
menu will open displaying all the commands available under this
menu. Clicking on the desired command would tell Word to execute
that command. Some commands have ellipses (…) in front of them.
These commands have further sub commands. Commands appearing
in dim mode cannot be executed unless the prerequisite functions
required by that command have been performed, e.g. you cannot use
the Copy or Cut command from the Edit menu unless you have
selected a piece of text first. Many commands also have a keyboard
shortcuts specified against their names.

Standard toolbar Toolbars contain buttons, drop-down menus and

other controls that help you to quickly alter the appearance and
arrangement of documents by executing a variety of word commands.
Toolbars are very helpful and convenient in quickly executing

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commands without having to go through menus. The standard toolbar
contains icons for basic functions like opening files, saving files,
printing files, cut, copy, paste etc.

Formatting toolbar This contains icons for changing the look of your
text (called “formatting” in computer jargon); for example, there are
icons for changing fonts, styles, font sizes, text alignment etc.

Ruler The Ruler lets you make changes to margins and indents, and
helps you create document as per dimensions required.

Scroll tools These helps you travel within your document. You can go
anywhere, up and down, right and left in your document mainly by two
ways: Using the horizontal and vertical scroll bars with the help of the
mouse; Or using the keyboard to press PgUp, PgDn, Home, End and
arrow keys.

Status bar Also called the Status Area, this is the normally the last
line on your screen. This gives the following information about your
work—

• Current Page
• Section Number
• Current/Total pages in the document
• Current Cursor Position (where the cursor is presently located)
• Current Line Number
• Current Column Number
• Record Macro-whether macro recording is On or not
• Track Revision-whether revisions have been made or not
• Extend Selection
• Over type mode-whether you are in Insert mode or overwrite
mode

Cursor Also called the Insertion Pointer, this denotes the place where
text, graphics or any other item would be placed when you type,
overwrite or insert them. This looks like a tall, skinny toothpick and
keeps blinking so that you can locate it easily.

Mouse pointer When your mouse pointer looks like an I-beam you
should be able to move it freely on the screen. This is used for either
placing the cursor at the desired place (take the mouse pointer there
and click) or choosing any command either from the menu or from
toolbars. The mouse pointer changes shape when in the process of
doing certain tasks and the cursor disappears.

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TOOLBARS AND THEIR ICONS

Word Standard Toolbar

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MS WORD Page 5 of 40
MS WORD Page 6 of 40
File management

Creating a New Document

Click on File Menu

Select and click New option

Otherwise click button on the standard toolbar

Opening an Existing Document:

Click File Menu

Select and click Open option

Otherwise click button on the Standard toolbar.

Double click on the file from the open window

Saving a Document

Click File Menu

Select and click Save button.

Otherwise click button o on the Standard toolbar.

Moving through the document

Open any word document. You can move the cursor to any
location on the screen by using the arrow keys on the
keyboard.

Right arrow key is used to move one position to the right of
the cursor

Left arrow key is used to move one position to the left of
the cursor.

Up arrow key is used to move one position to the top of the
cursor.

Down arrow key is used to move one position to the down
of the cursor.

Page Up key is used to move down the screen at a time

Page down key is used to move up the screen at a time

Hold down Ctrl key and press Home to move to beginning of
the document.

Hold down Ctrl key and press End to move to end of the
document.

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You can move to any position on the screen by moving the
cursor with the mouse.

You can use scroll bars to scroll the text upward and down
ward.

Closing a Document

Click File menu

Select and click Close button.

Otherwise click butt on menu bar

Editing Word document

Cut , Copy and Paste options

These options will allow you to Cut or Copy a piece of text

from one location and to paste at a new location.

To do these functions,

Place the cursor at the begining of the text to be selected.

Drag the mouse pointer over the text. The text will now
appear in reverse vedeo as shown below:

Jawahar Knowledge Center

Click Edit menu and then click on Cut option (or) click
icon on the Standard Toolbar. Move the cursor to the place
where you want the text to be pasted.

Click Edit menu and then click Paste option (or) click
icon on the Standard Toolbar.

For copying the text from one location to other location the
same procedure is to be followed. The difference between Cut
and Copy is that while using the Cut option the text will be
removed from its original location and pasted at a new
location, where as when using Copy option a copy of the
selected text is pasted at new location without disturbing the
original text.

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 Searching text

Open any document.

Click Edit menu and then click Find option. You will get a
screen as shown below.

In Find What text box type the word you want to find and
then click Find Next button.

Continue clicking Find Next button until you get the screen
shown below.

Click OK button and then click X to close Find and Replace

dialog box.

Replacing text

Open any word document.

Click Edit menu and then click Replace option. You will get
the dialog box as shown below and type the word with which
you want to replace.

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Click ReplaceAll button once. You get the below dialog box.

Click OK button and then click X to close Find and Replace

dialog box.

Moving the cursor to a specific page

If your word document contains more than one page, you can
directly go to specified page by clicking Edit menu and then
clicking Go To option. You will get the dialog box as shown
below.

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In the Enter page number text box, type the required page
number as shown below.

Click Go To button. Cursor will immediately jump to page 4.

Click Close button to close Find and Replace dialog box.

Formatting documents

Bold, Underline and Italicize the selected text

Open a word document.

Block the text by first clicking at the start of the text and
holding the left mouse button and drag to the desired position
and then release the left mouse button. The selected area will
be highlighted.

Move the mouse pointer to the button on the Standard
Toolbar and click once.

Move the mouse pointer outside your text and click to release
the highlighting. Your text will now appear in BOLD FACE.

Like this you can underline or italicize the desired text by
using the following buttons

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 Left aligning, centering , right aligning and justifying text

Left Centre Right Justify

Open a word document.

Block the text by first clicking at the start of the text and
holding the left mouse button and drag to the desired position
and then release the left mouse button. The selected area will
be highlighted.

Move the mouse pointer to Align Left button on the toolbar
and click once. Your selected text will be left aligned.

Move the mouse pointer to Align right button on the toolbar
and click once. Your selected text will be right aligned.

Move the mouse pointer to Center button on the toolbar and
click once. Your selected text will be centered.

Move the mouse pointer to Justify button on the toolbar and
click once. Your selected text will be justified.

Creating Bulleted and Numbered list

If a list of items are to be numbered automatically it can be

done using Numbered List option

Ex: Microsoft Office consists of

MS-Word
MS-Excel
MS-PowerPoint
MS-Access
MS-Outlook

The above text is to be selected with mouse.

Click on the Numbered List button on the toolbar

Move out of the text and click to release the highlighting.

Your text will now look like this

1. MS-Word
2. MS-Excel
3. MS-PowerPoint
4. MS-Access
5. MS-Outlook

Now re-select the text

Click the Bulleted List button on the toolbar.

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The numbers should be replaced with bullets as shown below

• MS-Word
• MS-Excel
• MS-PowerPoint
• MS-Access
• MS-Outlook

Indenting Paragraphs

Select a paragraph with the mouse.

Click on the Right (increase) Indent b button on the
toolbar.

Leave the highlighting on and click once more on the Right

Indent button.

Click once on the Left Indent button. Your text
should now be indented by one Tab stop. Each time you click,
the paragraph is moved one tab stop.

Changing case of text

You can change the selected text into either UPPERCASE,

lowercase, Title case or tOGGLE cASE

Highlight the text. Select the Format menu option

Choose Change Case option. You will get the dialog box
shown below.

From the list of options select UPPERCASE to convert lower

case into uppercase

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 Indenting text with tabs

Type your name and address as you would at the head of a

letter, but aligned with the left margin e.g.

K.Manohar
H.No 10-334/3,
V.P. Nagar,
Malakpet,
Hyderabad.

Move the cursor to the start of each line and press the Tab
key. Just as with the right indent button, your text will move
right. How much it moves will depend on the tab settings,
which you can change in the Format, Tabs menu as shown
below.

Font Controlling

To get different character styles we can change Font type

Click on Format menu

Select Font option. You will get the following screen.

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You can set Font type, Font Style and Font size and Color
of the selected text.

Click OK button.

Note: The above options are also available on the Formatting

Toolbar

Font style Font Type Font size Color

Creating column wise documents

Open any word document file.

Click Format menu and click Columns option. You will get a
screen as shown below:

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In the Presets tab, select Two option to get below
screen.

Click OK button.

Your document will be converted to two-column document.

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Spelling and Grammar Checking of word document

Open any word document.

Click Tools menu and then click Spelling and Grammar option.
You will get the below dialog box.

Note all words that appear red color in First box are spelling
mistakes. If you want to accept the suggested word, in the
second box click on Change. If not, click Ignore button. You
can also add a word to the dictionary by clicking on the Add
button.

Continue this process until you get the dialog box, shown below:

Click OK button.

Save your work when the spell-check is complete, so that the
corrections are saved.

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Printing document

Set Page Setup options

Click File menu

Select and click Page Setup option. You will get the following
screen.

Here you can set margins (top, bottom, right and left),
paper size, paper source and layout.

Click OK button.

Creating Header and footer

You can create header and footer that include text or

graphics. For example, page numbers, the date, a company
logo, the document’s title or file name, the author’s name, and
so on. You can use the same header and footer throughout a
document or change the header and footer for part of the

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 document. For example, use a unique header or footer on the
first page, or leave the header or footer off the first page. You
can also use different headers and footers on odd and even
pages or for part of a document.

The Header and Footer tool bar is

To Create header or footer

Creating different footers or headers for even and odd

pages

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 Preview document

Open any word document.

Click File menu and then click Print Preview option. You will
get a screen similar to this.

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You won’t be able to read your text, as preview is just for
checking the layout. If you move the mouse pointer into the
page a tiny magnifying glass icon appears. If you click on
this, it magnifies the selected page.

Press PgDn to move through your document if it is more than

one page long.

If you need to make changes before printing, click the Close

button to return to your document

Print document.

Click File menu

Click Print option.

You will get a screen shown as below.

In the above figure you can set default Printer name or you can
select other printers from the drop down menu. You can set
which pages to print, how many copies to print, the page range
like ”1-3,5-7”, whether to print all pages and so on.

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Before printing, make sure your printer is switched on, is loaded
with the appropriate paper [A4], and is on-line.

If you are satisfied with the layout of your document, click on
the Print icon on the toolbar to obtain a printout. You should see
a message on screen showing that your file is being prepared for
printing.

Click OK button.

Inserting pictures into the document

Inserting Clip arts

Click Insert menu, click picture and then click Clip Art. You
will get screen as shown below

Select the picture and then click Insert button. The selected
picture will be inserted at the cursor position.

Inserting WordArt

Click Insert menu, click picture and then click WordArt. You
will get a screen as shown below:

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Select a WordArt Style format and then click OK button to get
the below screen.

Here enter your own text ( for example type Welcome)and then
click OK button.

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 Dragging Margins on the Ruler

Change to Page Layout view

Choose View  Ruler, if the ruler is not visible

Point to transition area (where the grey area turns white) on
the ruler. The mouse pointer changes to double headed
arrow.
Drag the margin to the desired position using the mouse. Watch
the change in the Ruler's dimension as you drag.

Page Breaks

Page Breaks are the places in your document where one page
ends and a new page begins. Many things affect where page
breaks will occur. Factors include the size of your paper, Margin
setting, Paragraph Formats and section breaks.
Page breaks appear as dotted lines in Normal view.

Forcing Page Breaks

Move cursor to the place of the break.

Choose Insert  Break

The Page Break dialogue box appears as below.

Click OK & the page break appears in the required position.

To insert page breaks press Ctrl+Enter. Page Break will be

inserted at the place of the cursor.

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Drop Cap Feature

Select the Paragraph then Click Format menu and then Click
on Drop Cap then you will get a screen as shown below:

Now Select the required position for Drop Cap and click OK

Creating Tables

Tables are preferred when compared to using spacebar or tab

for alignment to give a table format, but Word has another
excellent feature for alignment called "Tables". This feature is used
to create financial reports, catalogues, accounts etc.

Tables consist of rows and columns. The text can be typed in

the cells. The size, shape and appearance of a cell are controllable
features. You can also convert a text to a table and a table back to
text. It also supports importing and exporting data onto a
spreadsheet.

To create a table using Insert Tables Button

Move the cursor to the place where you want to insert the
table

Choose tables button from the Standard Toolbar

Drag the mouse to highlight the desired number of rows and
columns in the tables menu

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Release the button. An empty table is inserted.

To create a table using table menu

Choose Insert table from Table Menu . You will find a

dialog box as shown below:

Now type the Number of Columns and rows as you require

and set column width Auto. So that the Column with will
be equal to the width of the text. Now click OK.

An empty table is inserted in the document. Now inserting rows,

columns, Deleting rows and widening the columns is very easy.

Insert Rows:

Place the cursor in the table, where rows are to be inserted

Choose Table and click Insert Rows option to insert rows in
the table

Delete Rows:

Select the Row which is to be deleted

Click Table and click Delete cells option.

In the same way you can do with columns also

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 Using Formulae in the table

Tables can be used to prepare financial statements. Different

functions can be used to calculate Column totals, Row totals,
Average , Count, Minimum and maximum of given values etc.

To use a formula in the table

Keep the mouse cursor at the place where the value has to
come

Click Table menu and then click Formula option.

You can see the following dialog box.

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Then click OK button

If you don’t want the above function, then choose another from
Paste function drop down list.

Sort the Table

We can arrange the data in the table in some order i.e. By name,
By ID no, By basic etc.

To sort the table

Select the table by using menu Table -> Select table

Sort the table by using menu Table -> Sort options

You will find the following dialog box:

Now select the sort by field and click OK

Numbering Pages

Open any word document.

Click Insert menu and then click Page Numbers option.

You will get the screen as shown below:

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By default the page number is placed at bottom right corner
within the page. You can change the position of the page
numbers by selecting other options like "top of the page,
center" from the Drop down List boxes.

Choose the Format button to review the other page
numbering options or choose OK button to set the changes
made in the Page Numbering dialog box.

Auto correct

AutoCorrect stores a list of common typographical errors and

their spellings. When you make an error, Word detects it and
inserts the correctly spelled version of the word. You can add
words to the AutoCorrect list, based on the mistakes you make.
Look at the AutoCorrect dialog box.

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 Note that tm within parenthesis is automatically replaced by ™ with
trademark symbol. To Add an AutoCorrect

Click Tools then click AutoCorrect, type the word in the place
provided for Replace and With Options then click Add and
then click OK. You can Delete an AutoCorrect option if you
don't want it.

AutoFormat

Use AutoFormat to reformat an entire document using a

selected document template as a basis for the changes. Templates
are supplied with Word, or you can create your own templates
based on a document in which styles are applied to text, headings,
lists and other text and graphic elements within the document. You
can use Format/Style Gallery to view and apply available style
templates to your document. Autoformat applies a style to every
paragraph and heading. It typically replaces indentations created
with spaces or tabs with paragraph indents, asterisks and dashes
with bullets, and so on.

Auto Text

The AutoText feature lets you store commonly used passages,

such as addresses, contract clauses, etc., and insert them
whenever needed with a click of your mouse to create an AutoText
entry.

Select a graphic or text block such as your name and address in

your document.

Pick the Insert / AutoText menu selection: The Auto Text

dialog box is displayed as shown below

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Type a Short name in the Name box and click Add.

To use Stored Auto Text

Type the short name of your Auto text and Highlight it.

Click Insert/ AutoText from menu and then click Insert . The
text is inserted in place of the selected AutoText name.

To remove an AutoText item:

Pick Insert/AutoText to get the AutoText dialog box.

Pick an AutoText name and click Delete and Close

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 Password Protecting the document

Open any word document.

Click Tools menu and then click Options Click Security tab.
You will get screen as shown below.

In the Password to open text box, type your password (Ex:

type mahesh). Your password will appear as group of ***.
Click OK button. You will get the following screen.

Reenter the same password and then click OK button.

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Close the document by clicking File and then clicking Close
option.

Open the same document by clicking File and then clicking
Open option.

You will get a screen as shown below.

If you type the same password as earlier (mahesh) then only

you can open the file.

Enter the password and then click OK button.

If you want to delete the password click Tools menu and then
click Options.

Delete the password in the Password to open text box.

Click OK button. Your document will be unprotected.

Thesaurus
The tools /Thesaurus menu selection gives you possible
meanings and synonyms for selected words in your documents.
This helps you be more precise in your writing. To use the
Thesaurus, position the cursor in front of a word or highlight it.
And Right Click and Then you will find a dropdown menu and
select synonyms option select Thesaurus menu as shown below .

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 Lists of possible meanings and synonyms are displayed. Pick a
desired word so that it is in the Replace with Synonym box and
click the Replace button to use it. Use the Look Up button to find
alternate meanings of a selected word in the Meanings box. Click
Cancel to exit the Thesaurus dialog box without accepting any of
the suggested changes.

Creating a Mail Merge document

Following are steps involved in creating a Mail Merge document.

Create a new data source and enter information

Create the main document

Insert fields into the main document.

Merge data source and main document.

Creating a new data source

This file is created basically to store the information like

addresses which is to be used to merge with the main document.

Open a New word document

Create a Table with following information :

First Name Last Name Add1 Add2 Add3

Bhaskar Rambha Banjara Hills Road No.3 Hyderabad
Ashok Reddy Kukatpally Main Road Hyderabad
Ravi Kumar Gandhi RTC X Roads Hyderabad
Nagar

Save the file as address.doc and close.

Creating the Main Document

From the Tools menu  Letters and MailingMail Merge.

In the Main Document area of Mail Merge Helper window click

the Create button. Clicking on the down arrow opens the pull
down menu.

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Select Letters. and under Step 1 of 6, Click on Next :
Starting document as shown in the above window (step 1).

You will get 3 options to select from the following window

• Use the Current Document

• Start from a template.
• Start from Existing Document

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Select the first option : Use the current document

Type the letter leaving sufficient space to place addresses later

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Now click on Write Your letter link (step 3)
Then you will get following window.

Now Select an Existing Data Source i.e. the file

address.doc and Click on Open Button.

Then you will get following window.

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 Click Ok.

Then you will see the following screen

• To add recipient information to your letter Click on More items

and insert the fields wherever required.

After inserting fields your document may look like this :

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Now see Step 4 of 6 and click on Next : Preview your
letters

You can preview all the letters by clicking on

Recipient 1..2.. so on

After Preview come to Step 5 of 6 and click on

Next : Complete merge

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After completing the merge you may print letters or
edit them using the following options :

There are several options while printing letters. You may print all
letters or selectively. It is advisable to check the formatting and other
details of merged documents before sending them to printer.

***

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Microsoft PowerPoint 2007
PowerPoint is currently the most common software used for making visual aids for
presentations. It has been redesigned for the 2007 release with a much more user-friendly and
intuitive layout than its predecessors.
This tutorial will teach you the basic tools for making a PowerPoint presentation and familiarize
you with the new PowerPoint 2007 workspace.

Basic Tips
 It is best to outline your entire presentation before working too much on the style and
layout of your presentation. When left to the end it is much less time consuming to work
on the style and format of your slides. Keep in mind the content of your presentation is the
most important part of it!
 Keep your points short and straightforward. Points should be complimentary to your oral
presentation.
 PowerPoint allows you to add a lot of distracting sounds and excessive animations to your
presentation. It is best to keep all animation as simple as possible and only use
sounds if absolutely necessary.
 Stay away from unusual fonts. If you are presenting on an unfamiliar computer, the font
you have chosen may not work. Arial and Times New Roman are common fonts.
 Think of contrast. If you use a dark background, use light-coloured text and vice versa.
Refrain from using backgrounds that will obscure your text colour.

Microsoft Interactive Online Demos

Microsoft has developed a series of online demo programs to assist people with the transition to
Office 2007.

 Start the Guide for a program by clicking on that phrase on the webpages listed below
 A new window will open in your web browser showing Office 2003
 Use the familiar Toolbar from Office 2003 to find a Tool
 A second window will appear to show you how to use the same Tool in Office 2007

The web address for the PowerPoint Guide is:

 http://office.microsoft.com/en-us/powerpoint/HA101490761033.aspx
 2
MS PowerPoint 2007 New Interface
When you open PowerPoint 2007, you will notice that it looks quite different from PowerPoint 2000 and
PowerPoint 2003. The same tools are all there, but they are arranged very differently and new features have
been added.

If you are already familiar with PowerPoint 2000 or 2003, it may take you a while to adjust to this new
arrangement of tools. This tutorial uses PowerPoint 2007 and you can use it as a quick reference guide for
most of the common tools.

Arrangement of Tools in PowerPoint 2007

MS OFFICE BUTTON contains the main File Functions:

 New, Open, Save, Save as, Print, Print Preview, etc.

QUICK ACCESS TOOLBAR contains shortcuts to Save, Undo, and Repeat

RIBBON TABS - Each Ribbon Tab displays a Ribbon that

provides a set of Tool Groups. The Ribbon Tab and the Tool
Groups correspond to the Menu and Toolbar in previous
versions of Excel.

 Tool Groups - Each Tool Group's name is shown at the

bottom of the Group
o Example - Home Tab
o Both the Clipboard and Font Tool Groups display their
names at the bottom of their Group (see image at right)
 To Change Tool Groups click on the appropriate Ribbon Tab in the Ribbon
o Examples
 Home Tab - Tool Groups for ClipBoard, Font, Alignment, and Cell Formatting
 Insert Tab - Tool Groups for inserting Images, Charts, and Text Boxes
 Dialog Box Launch Arrow
o Some Tool Groups have a small arrow in the bottom right-hand corner
o Clicking on this arrow will open a Dialog Box which offers Dialog Box
more options and settings related to that Tool Group Launch Arrow

In PowerPoint 2007, you will find that tools with similar uses are organized so that they are usually found within
the same Tool Group or at least within one Ribbon. If you do not find a tool in the Ribbon you think it should be
in, try exploring the other Ribbon Tabs.
 3

Getting Started
Create a new presentation MS Office Button >> New
A new Presentation window opens up
 The MS Office Button is located in the top left corner of the
Word 2007 Window
To start a new file from scratch:
 Choose “Blank Document” and press “Create”.

There are templates available on the left panel for creating a presentation of a
specific type (i.e. photo album or calendar).
Open an existing MS Office Button >> Open
presentation  Find your presentation in the “Open” window.
 PowerPoint 2007 will open files created with older versions of PowerPoint
(.ppt) as well as PowerPoint 2007 files (.pptx)
Open a file from a different PowerPoint 2007 will automatically convert a document from a compatible
version or format version of PowerPoint
 Your document will open in Compatibility Mode
 This will prevent you from using certain tools in Office 2007 which are not
compatible with Office 2000 or 2003
 When you finish editing a document, be VERY CAREFUL to save any
converted documents in their original format
 Please read the Important Notes below regarding saving in Office 2007.
IMPORTANT NOTES: Saving Documents in PowerPoint 2007

1. In the Computing Facilities, files on the Desktop are NOT SAVED when you log off.
 ALWAYS use MS Office Button >> Save As... to save your file to a storage device or server
 You can also save a file to the Desktop and then email it to yourself with the file as an attachment

2. If you are NOT running Office 2007 at home and you save a document as PowerPoint 2007 (*.pptx),
YOU WILL NOT BE ABLE TO OPEN IT AT HOME! (see step 3 below)

3. If you have Office 2000 or 2003 or you use a Mac at home or in the Computing Facilities
 You will have to save your document as an older version
 Go to MS Office Button >> Save As...
o At the bottom, there is a bar that asks you to “Save as Type:”
o Choose PowerPoint 97-2003 Document (*.ppt)
 DO NOT CHOOSE “PowerPoint Document (*.pptx)”

4. If you are using a PC at home running Office 2000 or 2003

 You can download the MS Office 2007 to Office 2003 Compatibility Pack from Microsoft's website
o http://www.microsoft.com/downloads/
o Under New Downloads, choose "Microsoft Office Compatibility Pack for Word..."
 Even with the Compatibility Pack, you might lose data / formatting when you save as an older version
 There is no Compatibility Pack available for Mac yet.
Save the current document MS Office Button >> Save
 Please read the Important Notes above regarding saving in
Office 2007
Save a document under a MS Office Button >> Save As...
different name, version, or  In the bars at the bottom of the Save As... Dialog Box:
format o Give your document a new name in “File Name:”
o Select the version and format from “Save as type:”
 4
Add a new slide Home Tab >> Slides Group >> New Slide
 Click on the New Slide Tool. It adds a new slide in the default layout "Title
and Content.”
 Click on the arrow at the bottom corner of the New Slide Tool. You can
select the layout for the new slide from the .
 Click the Layout button. You can select and change the slide layout.
 Click the Delete button to delete the current slides.

Viewing Slides in PowerPoint 2007 Workspace

View Tab

Layout of frames in “Normal When you first open a new presentation in PowerPoint the main window is in
View” Normal View and should show three frames:
 The larger frame on the right shows the Current Slide.
 The left frame has two tabs:
o Slides tab - displays the slides as thumbnails
o Outline tab - displays a written outline for each slide of your
presentation.
 The bottom frame is for Notes to remind you of points for each slide.
The View tab View Tab >> Presentation Views Group
Normal View - Splits the window into Slide Frame, Notes, and the left frame
 Different views allow you where you can choose either Slides Thumbnails or Outline. This allows you to
to manage different focus on a slide and see everything about the slide at once.
aspects of your Slide Sorter - Gives thumbnails of all the slides in the presentation. This lets
presentation. you see the big picture. Allows you to sort, move, add and delete slides easily.
Useful near the end of a project
Notes Page - Displays a page layout of the notes and the slide. Allows you to
rearrange the notes and compare them to the content of your slide.
Slide Show - Plays the presentation from the beginning with animation.
Turn on/off visual guides View Tab >> Show/Hide Group >> Ruler
View Tab >> Show/Hide Group >> Gridlines
 Gridlines and rulers are used to measure and line up objects on a slide.

We will return to the View Tab later in this tutorial to explain the uses of the Slide Master View.
 5

Inserting and Formatting Text and Objects

Insert Tab

Add text with Text Boxes Home Tab >> Drawing >> Text Box OR
Insert Tab >> Text >> Text Box
NOTE  Click on the Text Box button - Choose Horizontal TextBox
In PowerPoint ALL TEXT is
 In the slide, click-and-drag the mouse to draw a TextBox
contained in Text Boxes!
 Drag circle corner points or square side points of the text box to change
its size.
 Click within the TextBox to type text.
Move a Text Box  Select a Text Box by clicking on it
 Bring the cursor over the Border of the Text Box
NOTE: You can move or  The cursor will change to the move icon (2 crossed
rotate any object in arrows).
PowerPoint using the  Click-and-drag with the mouse to move the text box.
methods described here.
 You can also Nudge a Text Box by Selecting it and hitting the arow keys on
the keyboard. This method offers greater precision in placing an object.

 Rotate the Text Box:

o Select the Text Box. Notice the green circle directly above the box.
o Bring the cursor over the green circle. It will change to a rotate icon
o Click-and-drag to rotate the Text Box.
Format a Text Box Drawing Tools Tab - Format >> Shape Styles

 Select the Text Box. The Drawing Tools Tab appears.

 Click on the Format Tab. Format the selected Text Box in Shape Styles:
o Shape Fill - Changes the fill color
o Shape Outline - Changes the color, width, line style of outline
o Shape Effects - Applies visual effects (shadow, bevel, etc.)
Format text in a Text Box Home Tab >> Font Group
 Select and highlight the text in the Text Box.
 Click on the Home Tab
 In the Font Group and Paragraph Group, you can format the Font, Size,
colour, and style of the selected text.
Add WordArt - fancy text Insert Tab >> Text >> WordArt
 Click on the WordArt button >> Select the style you like
 A WordArt Text Box appears in the slide.Type in.
 6
Format WordArt Drawing Tools Tab - Format >> WordArt Styles
 Select the WordArt in the slide.
 The Drawing Tools Tab will appear at the right end of the
Ribbon Tabs
 Click on the Format Tab.
 Format the selected WordArt in WordArt Styles Group.

Add shapes Insert Tab >> Illustration >> Shapes

 Click on the Shape button to see the list of available shapes.
 Select the shape.
 Click on anywhere in the slide to insert the selected shape.
Format shapes Drawing Tools Tab - Format >> Shape Styles
 Select the Shape. The Drawing Tools Tab appears
NOTE: You can format a  Click on Format tab. Format the selected shape in Shape Styles:
Shape as you format a Text o Shape Fill - Changes the fill color
Box using Drawing Tools o Shape Outline - Changes the color, width, line style of outline
Tab. See "Format a Text o Shape Effects - Applies visual effects (shadow, bevel, etc.) to the
Box" on the previous page. shapes
Lay one shape over/under Drawing Tools Tab - Format >> Arrange
another  Select the shape.
 The Drawing Tools Tab will appear
 Click on Format tab. Arrange the order in the
Arrange Group :
o Bring to front
o Send to back
Group, Align and Rotate
shapes

 While holding the shift key, click on the objects you wish to group.
Drawing Tools tab appears.
 Click on Format tab.
 To group the objects: Click on Group button in Arrange Group
 To align the objects: Click on Align button in Arrange Group
 To rotate the objects: Click on Rotate button in Arrange Group
Shapes in a group my still be moved and edited individually, and will continue
to correspond to their group after being changed.
Add an image from a file Insert Tab >> Illustrations >> Picture
 Find the picture file you want to insert in the browser window.
Add an image from Clip Art Insert Tab >> Illustrations >> Clip Art
 Search for ClipArt and other media in the right-hand search panel.
 Check in "Everywhere" box under "Search in" for more extensive results
 7
Format an Image and Clip Formatting process is basically the same as formatting a Text Box, WordArt, or
Art a Shape.

 Select an object (Image or Clip Art). The Picture Tool Tab appears.
 Format objects using Adjust Group, Picture Styles Group and Arrange
Group.
 Move objects: See the instructions fpr "Move a Text Box" above.

Formatting Slide Design

Design Tab

Change the Background Design Tabs >> Background >> Background Styles
 Click on the Format Background button at the bottom.
 The Format Background dialog box will appear.
o You can set the color, solid or gradient, transparency or choose
picture/texture fill
o Click the Close button to apply changes only to the current slide
o Click on Apply to All to apply changes to all the slides
Change the Theme Design Tabs >> Themes
 Move the cursor over the theme buttons to Preview different themes on
your current slide.
 To choose a theme - Click on any theme button
o The theme will then be applied to all the slides in your presentation
 Colors -- Changes the color scheme of the current theme
 Fonts -- Changes the font of the current theme
 Effects -- Changes the effects of the current theme

Formatting Presentation Using the Slide Master

The Slide Master acts as a template for your entire presentation.
Altering anything on the Slide Master will change the formatting of all the slides in your presentation.
View Tab

Open the Slide Master View Tab >> Presentation Views >> Slide Master
 The Slide Master Tab appears on the left-hand side of Home Tab
 8
Edit the Slide Master  Clicking on the Slide Master Tab provides a set of Slide
Master Formatting Groups:
o Edit Master
o Master Layout
o Edit Theme
o Background - set the background for all the slides
o Page Setup
o Close -- Click on Close button to go back to Normal View.
 Choose the top Slide Master Slide in the left panel
 You can edit the Background, Bullet styles, Slide Titles, and Title
animations here.

Objects and Animation

Animation Tab

Create custom animation Animation Tab >> Animations >> Custom Animation
effects for objects
 When you choose the Custom Animation
Tool, the Custom Animation panel appears
on the right-hand side of the current slide.
 Select the object to which you want to apply
animation
 Click the Add Effect button and choose an
animation style.
o Frequently-used effects are found in
"Entrance" styles in the menu
 Click the Play button to preview the
animation.

Modify Animation effects and  Customize animation effects under Modify in Custom Animation panel.
order of animated objects o Start - how to start the animation
o Direction - direction of animation
o Speed - speed of animation

 Change the order in which the animated objects play:

o Select the object in the list under Modify
o Hold the mouse on that item in the list and drag it up or down to
change the order of objects
 9
Create a Slide Transition Slide transitions are animation effects that appear between slides. While they
look fancy, these transitions can be distracting if overused. It is often good to
keep this kind of animation to a minimum.

Animation Tabs >> Animations >> Transition to This Slide

 Mover the cursor over the transition buttons to preview the effects.
 Click on the Transition effect button to apply the slide transition effect.
 Click on Transition Sound button to apply sound effect for transition.
 Click on Transition Speed button to adjust the speed.
 Click on Apply to All to apply the same transition effect to all the slides.

Finishing Steps
Change the order of the  View Tab >> Presentation Views >> Slide Sorter
slides o This view is used to change the order, if you have a lot of slides.
 Or, select Slides tab in the left frame in the Normal View. You can see
thumbnails of the slides in your presentation.
o Click on a slide thumbnail and drag up and down to change the order.
Make notes Write your notes in the bottom frame in Normal view.

To Print your notes:

 Office Button >> Print >> Print What:
 Select "Note Pages"

NOTE: Notes are not visible during the slide show.

Present the Slide Show Manual Presentation:
View Tab >> Presentation Views >> Slide Show
To move to the next slide in your presentation do one of the following:
 Click the left mouse button
 Hit the spacebar
 Use the arrow keys on the keyboard. Up and left go back, right and down
go forward.
 Click on the Esc key on keyboard to go back to Normal view.

Automatic Presentation:
Animations Tab>> Transition to this Slide >> Advance Slide
 Click on the check box for "Automatically After."
 Set the time to automatically change to the next slide after a certain
duration of time.
 This feature is useful if you are under a time constraint or if you want to
present in a more movie-like style.
Save a presentation MS Office Button >> Save As…

In the lab, use Save As… to save your file to:

 USB drive
 UVicTemp (I:\ in My Computer)
 You can also save the file to the desktop and attach it to an e-mail.

Please read the Important Notes on page 3

regarding saving in Office 2007

Be sure to remember that any files saved to the desktop will be

automatically deleted after you log off!
 10

Additional notes
If you require technical help with getting your presentation ready (i.e. hooking up a laptop to the video data
projectors found in most classrooms) give Audio/Visual services a call (721-8292) and ask for a demo. If you
are giving a presentation in the computing facilities, you can test your presentation in one of the classrooms in
the facility. Confirming ahead of time that the equipment works with your laptop or CD and is ready to go
relieves a lot of stress on the day of your presentation.

To avoid confusing technical problems it is recommended to keep large sounds, pictures and video files in the
same folder as your presentation file. PowerPoint will look in the same folder as the presentation file or the
exact folder the file was originally kept for any files linked to the presentation (this includes drive letter).

Thank you for attending our Microsoft Office tutorial series.

This tutorial was written by staff in the Clearihue Computing Facility.
Feel free to contact us at 721-7684 or stop by the Facility at Clearihue A112 for further assistance.
 What is Microsoft Excel?
Microsoft Excel is a member of the spreadsheet family of software. Spreadsheets allow you
to keep track of data, create charts based from data, and perform complex calculations. Just
like a book ledger, spreadsheets store information in columns and rows. You can have up to
256 columns and 65,536 rows per worksheet.

Some of the projects that can be done in a spreadsheet include:

ƒ budgeting displays ƒ coded surveys
ƒ checkbook registers ƒ field and laboratory research data
ƒ enrollment records ƒ financial and accounting applications.
ƒ inventories

Some basic concepts and terminology

A Cell is an individual data box which will have a corresponding Column and Row heading. This gives
the cell a name, referred to as the Cell Reference. When referencing a cell, the column heading
comes before the row heading. For instance, the first cell is A1 (Column A, Row 1).
Column

Row

Cell

The data in a spreadsheet are often referred to as Values.

 Excel refers to each file as a Workbook. There can be multiple pages in each workbook. Each page,
or sheet, is called a Worksheet. When you open a new Excel file, it automatically starts you with three
worksheets, but you can add more.

Formula & Function Management

Formulas enable you to enter calculations in a worksheet. Using Excel for calculations gives you the
ability to change the data (or values) of the cells, and have the program automatically update the
recalculate the value of the output based on the new numbers.
To enter a formula, type the formula directly in the cell starting with a = (an equal sign tells Excel that
you are not entering data). For instance, to add the value in cell A1 with the value in B1, you could
click in cell C1 (where you want your calculated result to appear) and type =A1+B1. Press the Enter
key to see the result.
Functions are predefined formulas that perform a specific operation, such as determining loan
payments or calculating investment returns. Functions accept information, called arguments, and
return a result. In most cases, the result is a calculation, but functions also return results that are text,
references, logical values, arrays, or information about the worksheet.

Creating a Text String

At times, you may need to create a formula that joins the contents of two cells. Excel refers to this
action as concatenation.

How Concatenation Works

If a worksheet includes first names in one column and last names in another column, for example,
you can enter a formula in a third column that joins the first name with the last name. Suppose that
the first names are located in column B and the last names are located in column C; row 1 is the first
row in the list.
The ampersand (&) is the concatenation operator that joins text, numbers, and dates into one long
text string.
Try This
1. Select the cell where you want the
formula to appear, and type an
equal sign (=) to start the formula.
2. Type or click the first cell reference
or name in the formula.
3. Type the concatenation operator
(&), then type or click the next cell
reference or name.

Note: If you used the formula =B1&C1 in

this example, the first and last names would
be joined together without a space. To
separate first and last names with a space, use two quotation marks with a space between them (“ “)
to indicate that Excel should insert a space between the two text strings.

Displaying Formulas
You may want to evaluate the structure of a worksheet to see that the formulas are correct. To see
the formulas in your worksheets (such as =B1&” “&C1) rather than the results of the formulas (Mickey
Mouse).
This helps you find incorrect cell references in displayed formulas that are causing inaccurate results
(but not error values) in the worksheet.
Displaying all worksheet formulas also enables you to easily print all formulas used in the worksheet
for purposes of documentation. This step is a good safeguard in case you accidentally delete or lose
the worksheet or if the worksheet becomes damaged.

Try This
1. From anywhere in the worksheet, choose Tools, Options; then click the View tab.
2. Select the Formulas check box; then click OK.
3. To display the results again, choose Tools, Options; then clear the Formulas check box on
the View tab.

OR
1. On the keyboard, press CTRL + ` (grave accent).

Entering Functions
You can enter functions manually if you know the function name and what data to supply for the
arguments in a function. In most cases, you will probably type only simple functions that require one
argument, such as a range of data. For more complex functions that require multiple arguments, you
can use the Paste Function.
Try This
1. Select the cell where you want the function to appear, and type an equal sign (=) to start the
function.
2. Type the function name (such as AVERAGE) and a left parenthesis.
3. Select the range of cells for the argument and press Enter on the keyboard. Excel
automatically adds the closing parenthesis and enters the function.

Inserting with the Paste Function

The Paste Function displays a list of functions from which you can choose the function you want,
based on a description that appears when you select a function. The Paste Function also assists you
in building the function and explains the purpose of each argument. Use the Paste Function if you
want to enter a complex function that requires multiple arguments or if you are unsure of the syntax
required for a specific function.

Try This
1. Select the cell where you want to
enter the function; then click the fx
button on the Formula Bar.

2. Select the type of function you want

from the Category list. If you are unsure
of the category, select Most Recently
Used or All.
3. Select the specific function that you
want from the function name list box.
Read the description in the lower part of
the dialog box to verify that this is the
function you want; then click OK.

4. A pop-up window, called Function

Arguments appears under the
formula bar. Enter the arguments
in each argument text box. You
can type the cell references or
numbers, click directly on the cell
you wish to reference, or highlight
multiple cells to reference a
group.
5. Click OK to complete the function
and insert it in the cell.
AutoCalculate
If you need to find a quick total, but you don’t want or need to include that total in the worksheet, you
can use the AutoCalculate feature. For example, you may want to sum a list and then use that sum in
a formula. You could grab a calculator and add up the figures using the calculator, or you can use
Excel’s AutoCalculate feature!

Try This
1. Select the range you want to perform addition on. The AutoCalculate button in the status bar
automatically displays the sum of the selected range.

2. Right-click on the status bar area where the sum is displayed and you will be given other
AutoCalculate choices.
3. The result of the function you selected appears in the status bar. If you select additional
ranges, Excel uses the most recent function you selected on the AutoCalculate button.

AutoSum
The SUM function totals the numeric value of all cells in the range(s) it references. The AutoSum
button appears on the Standard toolbar. You can use it to sum adjacent columns or rows
automatically. In addition to entering the SUM function automatically, the AutoSum button selects the
cells in the column above or in the row to the left of the current cell.
Try This
1. Select a cell below or to the right of the values you want to sum.
2. Click the AutoSum button on the Standard toolbar.
3. To accept the formula that AutoSum supplies, press Enter. Or, if the formula is incorrect,
select a different range to sum and then press Enter.

Fill Data within a Row or Column

1. Select the cells you want to copy.
2. Drag the fill handle across the cells you want to fill, and then release the mouse button. (The
fill handle is the small black square in the lower-right corner of the selection. When you point
to the fill handle, the pointer changes to a black cross.)
3. To fill in the active cell with the contents of the cell above it (fill downward), press CTRL+D.
To fill in with contents of the cell to the left (fill to the right), press CTRL+R.

Creating Charts
You can create a chart on its own sheet or as an embedded object on a worksheet.
To create a chart, you must first enter the data for the chart on the worksheet, then select the cells
and use the Chart Wizard.
Try This

1. Select the type of chart you wish to

create using the Chart Wizard. You can
preview how the chart will look by
moving the mouse pointer to the Press
and Hold to View Sample button.

2. Click Next and continue with the wizard.

You will see the Data Range tab displayed on step 2 of 4. Excel should automatically detect
how your series is laid out, however, you can change this if it determines incorrectly by
clicking the radio button for the Series in: option yourself.
3. If you click on the Series tab, you’ll be given the opportunity to change some of the labels
used, or pull them from another place on the spreadsheet.

4. By clicking Next, you move on Step 3 where you may make other changes to your chart
through the use of various tabs.
 5. Clicking Next again will give you
the final step, the option to
choose where the chart is
placed:
• As New Sheet: (Give
the Sheet a Name)
• As Object In: Select
Sheet

This is an example of a chart that was created as an object in the open sheet following the steps
above.
 Introduction to
Microsoft Access 2007

Introduction
Microsoft access is a database software package is a collection of
information that's related and organized collection of Records. Access allows
you to manage your information in one database file. Within Access there
are four major areas: Tables, Queries, Forms and Reports

• Tables store your data in your database

• Queries ask questions about information stored in your tables
• Forms allow you to view data stored in your tables
• Reports allow you to print data based on queries/tables that you have
created

Creating a Database
1) Start Access

2) Select Blank Database

3) In the File Name field enter a name for the database
4) Click Create

11/27/07 1
Microsoft Access automatically creates a new table in the database called
Table1. This is a temporary name until the table is saved.

Understanding the Views

There are 2 basic views when you work in a table: Design View and Datasheet
View. Design View is used to set the data types, insert or delete fields, and set
the Primary key. Datasheet View is used to enter the data for the records. By
default, Access places you in Datasheet View.

To Switch to Design view:

1) Click the View button on the Home Ribbon
2) Type a name for the table
3) Click OK

2
Before proceeding, it is important to understand common Microsoft Access Data
Types. (Explained in the table below)

To Enter Fields in a Table:

1) Type a name for the first field in the table
2) Press Enter
3) Select a data type
4) Press Enter
5) Type a description for the field
6) Press Enter

Continue this until all necessary fields have been entered into the table.

Note: The order that you enter the field names is the order the fields will
appear in the table and on a form.

3
To View the Datasheet:
Click the View button on the Ribbon

Setting a Primary Key

The Primary Key is the unique identifier for each record in a table. Access will
not allow duplicate entries in a Primary Key field. By default, Access sets the first
field in the table as the Primary Key field. An example of a Primary Key would be
your Social Security Number. This is something unique about you and should
not be duplicated.

To Set a Primary Key:

1) Switch to Design View
2) Position your cursor in the field you wish to set as the Primary Key
3) Click the Primary Key button on the Ribbon

To Switch Back to Datasheet View to Enter your Records:

Click the View button on the Ribbon.

Entering Data in a Table

Once you have entered the fields and set the data types it is now time to enter
the records in a table.

To Enter Data in a Table:

1) Make sure you are in Datasheet View
2) Enter the data into the table by pressing the tab key to move from one cell
to another
3) When you have completed the record (row), press Enter

4
When inputting data into the table, Access automatically saves the data after
each new record.

Input Masks
An Input Mask is used to pre-format a field to “look/act” a certain way when a
user inputs data.

Example: You could create an input mask for a Social Security Number
field that automatically inserts the dash.

The Input Mask data can either be stored in the table or simply displayed and not
stored. (The latter is preferred)

To Create an Input Mask for a Field

1) Open a table in Design View
2) Click in a field for which you’d like to create an input mask
3) In the Field Properties section at the bottom of the screen, click in the
Input Mask line and notice the Build button that appears at the right end
of the line (see below)

4) Click the Build button

5) Select Input Mask
6) Click Next

5
 7) Select a Placeholder character
8) Click Next

9) Select Without the symbols in the mask

10) Click Next
11) Click Finish

Now, when entering data that has been formatted with an Input Mask, you do not
have to type the format into the record.

6
The following is an example of a table with a field that has been formatted with
an Input Mask on the Social Security Field.

Notice, the only thing that the user has to enter is the digits, not the symbols.

Navigating Records
Use the arrows at the bottom of the table to navigate among records.
You are able to navigate from the first record, previous record, next record, last
record, and create a new record (as shown in the picture below).

Notice that the total number of records in the table is shown at the right end of
the navigation arrows.

Sorting Records in a Table

By sorting your records in a table, you are easily able to view/locate records in
your table.

To Sort Records in a Table:

1) Position your cursor in the field that you wish to sort by, by clicking on any
record in that field.
2) Click either the Sort Ascending or Sort Descending icon

Notice, the table above has been sorted by the Last Name field in ascending
order.

7
Queries
You use Queries to view, change, and analyze data in different ways. You can
also use them as a source of records for forms and reports.

To Create a Query:
1) Click the Create tab on the Ribbon
2) Click Query Design icon

3) Double-click Create Query in Design View

4) Select the table that you would like to base your Query on
5) Click Add
6) Close the Show Table window

The table(s) will now be displayed in the upper part of the Query Design Screen
by boxes containing the tables’ fields.

7) Double click on the field names in the field list window which you would
like to include in the Query

Defining Criteria in the Query

In order to control which records are displayed, you must define criteria in a
Query. The most common type of Query is the Select Records Query which will
be discussed below.

To Define Criteria for your Query:

1) Position your cursor in the criteria row in the field for which you wish to
define the criteria for
2) Enter the criteria
Example: To find all people it the table who live in Edison:

8
  Position your cursor in the criteria row of the City field
 Type Edison
 Click the Run Query button

Below is a picture of the results of the above query:

The result of a query is called a recordset. A recordset can be sorted, printed or

filtered in the same manner as a table.

To Save the Query:

1) Click the Save Icon
2) Enter a name for the Query
3) Click OK

Note: When saving a select Query, you are saving the question that you are
asking, not the results that you see when you run the Query.

9
Creating a Form Using the Forms Wizard

A form is a database object that is used to enter or display data in a database.

To Create a Form Using the Wizard:

1) Navigate to the table you want to base the form on
2) Click Create on the Ribbon
3) Click Forms

You are able to navigate using the navigation arrows at the bottom of the form.

Note: The form feeds the table. If you edit a record on the form, or create a
new record, that data will be passed to the table it is associated with.

To Enter a Record on the Form:

1) Click the View button on the Ribbon to switch from Layout View to Form
View
2) Enter the data for each field in the record, pressing the Enter key to move
to the next field
3) Press Enter after you have entered data for the last field

This will send the record to the table.

10
Reports
Reports can be based on tables or queries and can be made with the Report
Wizard.

To Create a Report Using the Report Wizard:

1) Click the Create tab on the Ribbon
2) Click the Report Wizard icon
3) Select the table or query upon which the report will be based
4) Select the fields that you want to include on the report by double clicking
on them
5) Click Next
6) If you would like to add grouping to your report, select the field you wish to
group by double clicking on it (Example: City)
7) Click Next
8) Select a style for the report
9) Click Next
10) Type a title for the report
11)Click Finish

To Print a Report
1) Open the report by double clicking on the object in the Navigation Pane
2) By default, the report opens in Print Preview.

To Adjust the Orientation:

Click the portrait or landscape icon on the Print Preview Ribbon

To Adjust the Margins

1) Click them Margins icon on the Print Preview Ribbon
2) Select a margin size

To Print the Report

1) Click the Print Icon on the Print Preview Ribbon
2) Select the Printer
3) Click OK

11