Table of Contents

Chapter One: Microsoft Windows 7 ....................................................................................................................... 1

1.1. Introduction............................................................................................................................................... 1
1.2. Introduction to the Desktop ........................................................................................................................ 2
1.3. Windows.................................................................................................................................................... 9
1.4. File Management ..................................................................................................................................... 21
1.4.1. Working with Folders ......................................................................................................................... 30
1.4.2. Working with Files.............................................................................................................................. 31
1.4.3. Folder and File Attributes ................................................................................................................... 35
1.4.4. Other Functions within Windows Explorer ........................................................................................... 36
1.5. Printing.................................................................................................................................................... 37
1.6. Shutting Down or Logging off a Computer.................................................................................................. 39
Chapter Two: Microsoft Word 2007 .................................................................................................................. 43
2.1. Getting Familiar with Microsoft Word 2007 for Windows ........................................................................... 43
2.2. Microsoft Word 2007 Basic Features ......................................................................................................... 52
2.3. More Basic Features ................................................................................................................................ 67
2.4. Formatting Paragraphs and Working with Styles ........................................................................................ 87
2.5. Adding Bullets and Numbers, Undoing and Redoing, Setting Page Layouts and Printing Documents ............ 103
2.6. CREATING A TABLE ................................................................................................................................. 114
2.7. GETTING HELP ........................................................................................................................................ 116
Chapter Three: Microsoft Excel 2007 .............................................................................................................. 117
3.1. Starting Excel 2007 ................................................................................................................................. 117
3.2. Adding Numbers .................................................................................................................................... 132
3.3. Subtraction, Multiplication and Division................................................................................................... 133
3.4. Function Method.................................................................................................................................... 134
3.5. Percentages ........................................................................................................................................... 144
3.6. Printing.................................................................................................................................................. 151
Chapter Four: Creating a Database using Access 2007..................................................................................... 160
4.1. Starting Access 2007 ............................................................................................................................... 160
4.2. Creating an Access 2007 Database........................................................................................................... 161
4.3. Creating a Table ..................................................................................................................................... 163
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 4.3.1. Data Type ........................................................................................................................................ 167
4.3.2. Field Properties................................................................................................................................ 168
4.4. Entering data in the database.................................................................................................................. 178
4.5. Exiting and Saving................................................................................................................................... 181
4.6. Form View and Datasheet View............................................................................................................... 184
4.6. Sorting the Database .............................................................................................................................. 187
Chapter Five:Internet Basics ........................................................................................................................... 189
5.1. What is the Internet?.............................................................................................................................. 189
5.2. What is the World Wide Web? ................................................................................................................ 189
5.3. Terms to Be Familiar With:...................................................................................................................... 191
5.4. What is a Web Browser? ......................................................................................................................... 192
5.5. Exploring the Internet using Microsoft Internet Explorer........................................................................... 193
5.6. What is a URL? ....................................................................................................................................... 195
5.7. What are Domains?................................................................................................................................ 197
5.8. Home Page & History.............................................................................................................................. 197
5.9. Favorites................................................................................................................................................ 199
5.10. Searching the World Wide Web............................................................................................................. 200

Windows 7
Beginners guide

II
 Chapter One: Microsoft Windows 7

1.1. Introduction

The first thing you will need to know is how to start your computer up. To do this follow the
instructions below:

1. Make sure the power point at the wall, where the computer is plugged in, is on.

2. Push the power button on the front of the machine. This is usually
labelled ‘power’, or with an ‘IO’ symbol. You will see some lights
near the power button come on, these are the lights to show you
that the computer is running.

3. Check that the monitor is turned on (a green light will show on the
monitor). If the monitor is not on, push in the power button on
the monitor.

Logging on

Once you have done the above instruction you will see a window like the one below which will prompt
you to enter your PASSWORD if the computer is password protected. Finally, after entering your
password, click on the arrow button or press ENTER key on the keyboard. This is called logging on and
then after you can use the computer.

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NOTE:
If the computer has more than one user an icon representing the entire user on the system will be
displayed, you can select your “user account” by clicking on the icon and fill the correct password if
password protected.

1.2. Introduction to the Desktop

You should start thinking of your screen as your DESKTOP. Your DESKTOP is what you now see on the
screen (as shown below).

Icons

Start
Button
Task Bar

Let’s have a look at what is on your DESKTOP. You will have a few pictures on your desktop, these are
called ICONS. To access the program the icon represents, or the contents of these icons they must be
opened. To open an icon you point to it with your mouse and then double-click on it using the left
mouse button.

Glossary of Icons:
My Documents
MY DOCUMENTS is the default storage folder for your files that you create. When you
save or open a file, Microsoft Windows initially opens the MY DOCUMENTS dialog box. At
this time you can navigate to where you want to save your file.

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 My Computer
MY COMPUTER displays information about your computer, such as the contents of your
computer drives and which printers you have installed. It also allows you to find, view and
organise files.

The Recycle Bin

This is where you place files you no longer need. Your computers data files should be tidied up regularly and any unwanted
files deleted from the system. Any file you delete from your hard drive will be placed first in the RECYCLE BIN. Files you delete
from the University Network drives will not go into the recycle bin.

You may decide to leave those files in the RECYCLE BIN if you think you might need to
retrieve them later. However, you should empty the recycle bin so it does not fill up. We
will look at the recycle bin in more detail later in this module.

Internet Explorer
With INTERNET EXPLORER and an Internet connection, you can search for and view
information on the World Wide Web. You can search the Internet for people, businesses,
and information about subjects that interest you, download music, copy graphics, stay in
touch with or meet new friends, and a host of other activities.

Microsoft Outlook
MICROSOFT OUTLOOK is an e-mail program that lets you exchange mail with friends and
colleagues as well as manage appointments through the calendar function.

Microsoft Excel
MICROSOFT EXCEL is a spread sheet application which allows users to enter text and
numbers into rows and columns. This data can be manipulated and analysed by using
formulas and functions and reporting and charting can be done on the results,

Microsoft PowerPoint
MICROSOFT POWERPOINT is a presentation program. It turns text, numbers and graphics
into a presentation which can be shown to an audience in a slideshow, or printed off as
handouts.

Microsoft Word
MICROSOFT WORD is a word processing application used for creating documents such as
reports, letters, business plans, and more.

The Taskbar

The taskbar is the long horizontal bar at the bottom of your screen. Unlike the desktop, which can
get obscured by open windows, the taskbar is almost always visible.

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It has three main sections:

• The Start button , which opens the Start menu.

• The middle section, which shows you which programs and files you have open and allows you
to quickly switch between them.
• The notification area, which includes a clock and icons (small pictures) that communicate the
status of certain programs and computer settings.

You're likely to use the middle section of the taskbar the most, so let's look at it first.

Keep track of your windows

If you open more than one program or file at a time,

you can quickly start piling up open windows on your
desktop. Because windows often cover each other or
take up the whole screen, it's sometimes hard to see
what else is underneath or remember what you've
already opened.

That's where the taskbar comes in handy. Whenever

you open a program, folder, or file, Windows creates
a corresponding button on the taskbar. The button
shows an icon that represents the open program. In
the picture below, two programs are open—
Calculator and Minesweeper—and each has its own
button on the taskbar.

Minimize and restore windows

When a window is active (its taskbar button is highlighted), clicking its taskbar button minimizes the
window. That means that the window disappears from the desktop. Minimizing a window doesn't close
it or delete its contents—it temporarily removes it from the desktop.

In the picture below, Calculator is minimized, but not closed. You can tell it's still running because it has a
button on the taskbar.

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You can also minimize a window by clicking the minimize button in the upper-right corner of the window.

The notification area

The notification area, on the far right side of the taskbar, includes a clock and a group of icons. It looks
like this.

These icons communicate the status of something on your computer or provide access to certain
settings. The set of icons you see depends on which programs or services you have installed and how
your computer manufacturer set up your computer.

When you move your pointer to a particular icon, you will see that icon's name or the status of a setting. For

example, pointing to the volume icon shows the current volume level of your computer. Pointing to

the network icon displays information about whether you are connected to a network, the
connection speed, and the signal strength.

Double-clicking an icon in the notification area usually opens the program or setting associated with it.
For example, double-clicking the volume icon opens the volume controls. Double-clicking the network
icon opens Network and Sharing Center.

Occasionally, an icon in the notification area will display a small pop-up window (called a notification)
to notify you about something. For example, after adding a new hardware device to your computer,
you might see this.

Click the Close button in the upper-right corner of the notification to dismiss it. If you don't
do anything, the notification will fade away on its own after a few seconds.

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To reduce clutter, Windows hides icons in the notification area when you haven't used them in a while.
If icons become hidden, click the Show hidden icons button to temporarily display the hidden icons.

Customize the taskbar

There are many ways to customize the taskbar to suit your preferences. For example, you can move the
entire taskbar to the left, right, or top edge of the screen. You can make the taskbar larger, have Windows
automatically hide it when you're not using it, and add toolbars to it.

To unlock the taskbar

• Right-click an empty space on the taskbar. If ‘Lock the taskbar’ has a check mark next to it, the taskbar
is locked. You can unlock it by clicking ‘Lock the taskbar’, which removes the check mark.

To move the taskbar

• Click an empty space on the taskbar, and then hold down the mouse button as you drag the taskbar to one
of the four edges of the desktop. When the taskbar is where you want it, release the mouse button.

Note: To lock the taskbar into place, right-click an empty space on the taskbar, and then click Lock the
taskbar so that the check mark appears. Locking the taskbar helps prevent it being moved or resized
accidentally.

The START Button

The START button is located at the bottom of the screen on the left-hand side of the taskbar and gives
you access to most things available on your computer.

When you click on the START button, you will see a menu.
Clicking on this item will run the application.

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Some of the items you may see in the START Menu are:

Documents: The DOCUMENTS menu links you to your documents.

Pictures: This will link you to your pictures folder

Music: This links you to a folder for storing music

Computer: Clicking this link will show you the drives connected to this computer

Control Panel: Allows you to make changes to the current settings on the computer.

Devices and Printers:

Search programs and files: Allows you to search for files, folders, printers, software applications
etc. by entering search criteria

Help and Support: Gives you access to a help facility where you can find out how to do certain
things on your computer.

Log Off: Allows you to log off as a User wi thout turning off the computer. This would allow
someone else can log on.

Help and Support

Help is always available as you learn about the different functions on your computer. You can access the
HELP AND SUPPORT function by clicking on the START button and selecting HELP AND SUPPORT. The
HELP AND SUPPORT CENTER dialog box will appear:

Step 1: Enter the

search criteria in
the search box

Step 3:
Alternativ ely,
click on a topic.

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Find the support you need by either clicking on a topic under the section called NOT SURE WHERE TO
START? or type what you are looking for in the SEARCH field and press ENTER. A list of matching criteria
will be compiled. Click on the underlined topic to display the full help text.

NOTE: You can also hit F1 on your keyboard at any time to launch the HELP menu. You need to
click on the desktop first then press F1

Opening an Application
There are many ways to open an application; it is up to the user to find one or two that suit you. The most
common ways are:

The Microsoft Word

icon located in the
START,
PROGRAMS menu

1. By clicking on the START button, going to the PROGRAMS menu and locating the application in the
list that appears.

2. By double clicking with the mouse on a shortcut icon on the desktop if one has been created. The
icon shown here is the shortcut for the Microsoft Word application. You can create your own
shortcuts for applications you use frequently.

3. Some applications may be located on the taskbar as a quick link (look at the left hand side of the
taskbar, just after the START button). These quick links only need to be clicked on once.

When you open an application it will open up in what is known as a WINDOW.

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1.3. Windows

What is a Window?
A window is a boxed area in which you view programs, files, folders, drives, icons representing programs,
files or folders, and other elements. A WINDOW sits on the desktop much the same as a book might sit
on your desk. All windows have similar features. This makes it easier for the user to use, even when they
are unfamiliar with an application.

Let’s take a look at a typical WINDOW.

• Title bar. Displays the name of the document and program (or the folder name if you're working in
a folder).
• Minimize, Maximize, and Close buttons. These buttons hide the window, enlarge it to fill the
whole screen, and close it, respectively (more details on these shortly).
• Menu bar. Contains items that you can click to make choices in a program.
• Scroll bar. Let’s you scroll the contents of the window to see information that is currently out of
view.
• Borders and corners. You can drag these with your mouse pointer to change the size of the
window.

Other windows might have additional buttons, boxes, or bars. But they'll usually have the basic parts, too.

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Moving a window

To move a window, point to its title bar with the mouse pointer . Then drag the window to the location
that you want. (Dragging means pointing to an item, holding down the mouse button, moving the item
with the pointer, and then releasing the mouse button.)

Changing the size of a window

• To make a window fill the entire screen, click its Maximize button or double-click the
window's title bar.
• To return a maximized window to its former size, click its Restore button (this appears in
place of the Maximize button). Or, double-click the window's title bar.
• To resize a window (make it smaller or bigger), point to any of the window's borders or corners.
When the mouse pointer changes to a two-headed arrow (see picture below), drag the border or
corner to shrink or enlarge the window.

A window that is maximized cannot be resized. You must restore it to its previous size first.

Note

• Although most windows can be maximized and resized, there are some windows that are fixed in
size, such as dialog boxes.

Hiding a window

Hiding a window is called minimizing it. If you want to get a window out of the way temporarily withou t
closing it, minimize it.

To minimize a window, click its Minimize button . The window disappears from the desktop and is
visible only as a button on the taskbar, the long horizontal bar at the bottom of your screen.

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To make a minimized window appear again on the desktop, click its taskbar button. The window appears
exactly as it did before you minimized it.

Closing a window

Closing a window removes it from the desktop and taskbar. If you're done with a program or document
and don't need to return to it right away, close it. To close a window, click its Close button .

Note

• If you close a document without saving any changes you made, a message appears that gives you
the option to save your changes.

Switching between windows

If you open more than one program or document, your desktop can quickly become cluttered with
windows. Keeping track of which windows you have open isn't always easy, because some windows might
partially or completely cover others.

Using the taskbar. The taskbar provides a way to organize all of your windows. Each window has a
corresponding button on the taskbar. To switch to another window, just click its taskbar button. The
window appears in front of all other windows, becoming the active window —the one you're currently
working in.

To easily identify a window, point to its taskbar button. When you point to a taskbar button, you'll see a
thumbnail-sized preview of the window, whether the content of the window is a document, a photo, or
even a running video. This preview is especially useful if you can't identify a window by its title alone.

Note
• To see thumbnail previews, your computer must support Aero. This might be disabled on CSU
computers.
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Using Alt+Tab. You can switch to the previous window by pressing Alt+Tab, or cycle through all open
windows and the desktop by holding down Alt and repeatedly pressing Tab. Release Alt to show the
selected window.

Using Aero Flip 3D. Aero Flip 3D arranges your windows in a three-dimensional stack that you can quickly
flip through. To use Flip 3D:

1. Hold down the Windows logo key and press Tab to open Flip 3D.
2. While holding down the Windows logo key, press Tab repeatedly or rotate the mouse wheel to
cycle through open windows. You can also press Right Arrow or Down Arrow to cycle forward
one window, or press Left Arrow or Up Arrow to cycle backward one window.
3. Release the Windows logo key to display the front most window in the stack. Or, click any part
of any window in the stack to display that window.

Tip

• Flip 3D is part of the Aero desktop experience. If your computer doesn't support Aero, you can view
the open programs and windows on your computer by pressing Alt+Tab. To cycle through the open
windows, you can press the Tab key, press the arrow keys, or use your mouse.

Arranging windows automatically

Now that you know how to move and resize windows, you can arrange them however you like on your
desktop. You can also have Windows automatically arrange them in one of three ways: cascading,
vertically stacked, or side by side.

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To choose one of these options, open some windows on your desktop, then right-click an empty area of
the taskbar and click Cascade windows, Show windows stacked, or Show windows side by side.

Arranging windows using Snap

Snap will automatically resize your windows when you move, or snap, them to the edge of the screen.
You can use Snap to arrange windows side by side, expand windows vertically, or maximize a window.

To arrange windows side by side

1. Drag the title bar of a window to the left or right side of the screen until an outline of the
expanded window appears.
2. Release the mouse to expand the window.
3. Repeat steps 1 and 2 with another window to arrange the windows side by side.

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To expand a window vertically

1. Point to the top or bottom edge of an open window until the pointer changes into a double-
headed arrow .
2. Drag the edge of the window to the top or bottom of the screen to expand the window to the
entire height of the desktop. The width of the window doesn't change.

To maximize a window

1. Drag the title bar of the window to the top of the screen. The window's outline expands to fill the
screen.

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 2. Release the window to expand it to fill the entire desktop.

Dialog Boxes
DIALOG BOXES are special windows where you
are asked to give details and select options. The
choices you make are then sent as commands to
the software you are using. DIALOG BOXES vary
depending on the task requested as well as the
application, however they do have several items
in common.

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The following is an example of a DIALOG BOX.

Tabs HELP button

Check boxes Drop Down or

Pull Dow n Menu

Dialog boxes vary in appearance but some typical options and their uses are:

Check boxes – (see figure above) are selected if there is a tick in them. Clicking in the check box will
select it, clicking a second time will deselect. You can have as many check boxes selected as you want or
need.

Tabs – allow several dialog boxes to be in the one area. To change dialog boxes click on a Tab with the
mouse or use CTRL + TAB on the keyboard.

Drop Down or Pull Down Menu – has a downward pointing arrow next to it. By clicking on this arrow, a
list appears. When the list appears, make your selection by clicking on it, the drop down menu will then
close and your choice will show in the field.

Help Button – is a handy help tool. It is located next to the CLOSE button on the title bar. If you aren’t
sure of what an option does, click on this icon with the mouse then click on the item you need more
information about. A help window will open. The keyboard shortcut is SHIFT + F1.
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Radio Buttons – clicking in a radio button selects it. It is a choice
button and only one in the series can be selected. When you select a
different radio button, the original is deselected.

Text Box
Radio
or Field
buttons
Field or Text Box – is an area where you have to type
information. For example, if you chose the radio button next to
PAGES, you would type in the page numbers required in the
field provided for that purpose.

Slider – is a button you click and drag either to left or right to change a
setting. Dragging to left decreases the value while dragging to the right
increases the value.

Spinner – looks like miniature scroll bars. Clicking on the up

arrow increases the value in the field, clicking on the down
arrow decreases the value. You can also type in the value
rather than using the spinners.

List Boxes – are lists of items in a box. If the list is too long to see, scroll
bars are provided to enable you to navigate the list. Clicking on an item
with the mouse selects that item.

Command Buttons

When you click on or accept a Command button, a command

is passed on to the software you are using. Typical examples of
command buttons are as shown in the screenshot at the right:

OK – Used to accept any changes you have made to a dialog box.

CANCEL – Cancels any changes you have made and returns you to the main window of the software you
are using.

Notice that the emphasis around the OK button is darker. This means this button is in focus and if you use
ENTER on the keyboard to accept a command instead of clicking with the mouse, this is the button that
will take effect.

Buttons with ellipses after the name, such as CUSTOMIZE DESKTOP above, lead to another sub-menu when
they are clicked on.

Buttons that are greyed out such as APPLY in the above example, are no t available at the current time. In
the example above nothing had been changed in the dialog box and therefore there was nothing to Apply.

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Shortcuts
On your desktop there are many icons such as the RECYCLE BIN and MY COMPUTER. Double clicking on
these icons opens the program or folder. You can create your own icons on the desktop to enable faster
access of programs, folders, documents, printers etc. These are called SHORTCUTS. A SHORTCUT can be a
program, document, folder or printer. These SHORTCUTS are then accessed the same way as other icons,
by double clicking on them.

You can tell if an icon is a SHORTCUT or not by its appearance. If it has a little black arrow on the icon, then
it is a SHORTCUT. This is important to know because if you delete one of these shortcuts, you will not hurt
the original folder, document, program or printer, only the shortcut that gets to it.

There are a number of ways in which you can create a SHORTCUT on your desktop. We will be looking at
how to create a SHORTCUT from the START menu and how to create one from the desktop. You will learn
another way in the FILE MANAGEMENT section of this Learner Guide.

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Creating Shortcuts Using START menu
1. Click on the START button
2. Move your mouse over either PROGRAMS to create a shortcut to a program, or DOCUMENTS to create a
shortcut to a document.

3. Right click on the file or program name and select the ‘SEND TO’ OPTION
4. Select DESKTOP (CREATE SHORTCUT)
5. The shortcut will then be created on your desktop
NOTE: If you are unable to Right Mouse click on any program or document in the START menu (no shortcut
menu appears when you right mouse click), you may have to enable dragging and dropping.

1. Go to the START menu properties dialog box (right mouse click on the START button and select
PROPERTIES from the shortcut menu).
2. Make sure the START menu tab is at the forefront, locate and click on the CUSTOMISE button.
3. In the CUSTOMIZE CLASSIC START MENU dialog box, make sure the ENABLE DRAGGING
AND DROPPING option is ticked (click on it if it isn’t, a tick should appear).
4. Click on OK twice to return to the desktop.

Creating a Shortcut from the Desktop

1. Right mouse click on an empty part of the desktop, click on NEW
2. Click on SHORTCUT

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3. In the dialog box that appears, navigate to the file that you want by clicking on the BROWSE button
4. When you have located the file you want to create a shortcut to, select the file and click on OK.
5. Click on NEXT
6. Type in the name of your shortcut and click on OK
7. Your shortcut will now appear on the desktop.

NOTE: Remember - you can always tell whether an icon on the DESKTOP is a shortcut
because a little arrow appears beneath the icon

Deleting a Shortcut
To delete a shortcut from the desktop, click and drag
the icon to the RECYCLE BIN, release the mouse. This
does not delete the file, folder or program the shortcut
represents, it only removes the shortcut from the
desktop.

You can also click on the Shortcut icon once with the
mouse to select it, then use the DELETE key on the
keyboard. Using this method you will be asked to confirm the deletion, click on the YES button.

Arranging Icons on the Desktop

Occasionally you will want to tidy the desktop up – perhaps everything needs to be alphabetical order, or
you want to put an icon in a different location (by dragging and dropping it). The different options for
arranging icons are by name, size, type and when last modified.

To access these options, right mouse click on a free spot anywhere on the desktop. When the shortcut
menu appears, select ARRANGE ICONS BY, then select your preference.

If you select AUTOARRANGE from these options, icons will automatically line themselves up in columns at
the left of your screen, even if you drag one out and drop it, it will ‘bounce’ back to the left of the
desktop.

Changing the Icon

One way of customizing your icons on the desktop is to change the image or graphic used. To do this:

1. right mouse click on the icon then click on PROPERTIES in the shortcut menu;

2. select the CHANGE ICON button (located on the SHORTCUT tab);

3. if an error message comes up saying it can’t find the icon, click on OK to cancel the message;

4. you will now be able to choose from a selection of default icons. When you have selected an icon,
click on OK. Click on OK again to close the PROPERTIES dialog box.

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Changing the size of the icons
Click and hold down the Ctrl key and then use your scroll wheel on your mouse to resize the icons.

Rearrange icons on the taskbar

You can rearrange and organize program icons on the taskbar, including pinned programs and running
programs that aren’t pinned, so they appear in the order you prefer.

1.4. File Management

On your computer there are many programs (applications). These applications have many files, each of
which have instructions on how the application should work. In addition to all these files, there are the
personal files that users create such as reports, letters, budgets, accounts etc. To make the best use of
your computer you must know how to find and organise these files. WINDOWS EXPLORER is one area
where you can view the file structure of your computer.

You can access WINDOWS EXPLORER a number of ways. The most common ways are:

1. Right click on the START Menu and select OPEN Windows EXPLORER;

OR

2. Click on the WINDOWS EXPLORER icon on the TASK BAR;

OR

3. Click on the START button, go to PROGRAMS, ACCESSORIES and select WINDOWS EXPLORER from the list
of accessories, (for your convenience, CSU has also set up a Wi ndows Explorer icon at the top of the START
menu).
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When you open up WINDOWS EXPLORER, you will see the following window:

Navigation pane
RIG HT P A NE

One of the things WINDOWS EXPLORER will show is the different data storag e areas available to save
your files. These data storage areas are known as DRIVES. In the FOLDER LIST you will see:

This is known as a hard drive and is inside your computer. This drive is the area where
all your program software is installed e.g. Microsoft Word, Excel etc

This is another hard drive in your computer into which you can save data

This is a CD drive where you are able to read CD data disks and listen to audio disks.
You cannot save data to this drive without a special CD drive (CD burner).

If you plug in a USB drive (sometimes known as a thumb or flash drive), Windows
XP will recognise the addition and automatically give the drive a letter of its own – usually the next
available letter that isn’t being used by another drive.

The P: drive is your Personal or Private drive where you can save
private and confidential work documents. It is an area that has been put aside on one of the university file
servers and cannot be accessed by staff other than yourself. It is easy to determine as it starts with your
username e.g. sdixon. This is a network drive.
The S: drive is the Shared drive and is the recognised area on one of
the University file servers where staff can save documents. This drive is used within CSU to share
documents with other staff members. This is another network drive.

The P: and S: drives are secure and are backed up each night. Files can be restored from a backup tape.
Because of this we suggest you save your files to the P: or S: drive rather than the C: or D: drive. You
cannot get data from the C: or D: drive when there is a malfunction.

22
NOTE: If you do not see the P: or S: drive in the folder list, you may not have connected successfully to
the network and may need to restart your computer. Refer to the section on SHUTTING DOWN YOUR
COMPUTER OR LOGGING OFF.

The shortcut key, and the quickest way of opening Windows Explorer is  + E. (The  key is
next to the CTRL key on your keyboard).
Navigating within Windows Explorer

You can use the navigation pane (the left pane) to find files and folders. You can also move or copy items
directly to a destination in the navigation pane.

If you don't see the navigation pane on the left side of an open window, click Organize, point to Layout,
and then click Navigation pane to display it.

Use libraries to find files

Libraries let you access folders from various locations, such as your
computer or an external hard drive.

The navigation pane is the easiest place to access libraries. Click a

library to open it, and the content from all the folders that are
included in your library appears in the file list.

Here are some other things you can do with libraries using
the navigation pane:

• To create a new library, right-click Libraries, point to

New, and then click Library.
• To move or copy files from the file list to a library's default
save location, drag the files to the library in the navigation
pane. If the files are on the same hard disk as the library's
default save location, they'll be moved. If they're on a
different hard disk, they'll be copied.
• To rename a library, right-click it, click Rename, type a
new name, and then press Enter.
• To see the folders that have been included in a library,
double-click the library name to expand it—the folders will be listed below the library.
• To remove a folder from a library, right-click the folder that you want to remove, and then click
Remove location From library. This only removes the folder from the library—it doesn't delete the
folder from its original location.

23
 • To hide a library, right-click the library, and then click Don't show in navigation pane. This is a good
solution if you're running out of space in the navigation pane but don't want to delete a library.
• To show a hidden library, click Libraries, right-click the library in the file list, and then click Show in
navigation pane.

Browse the Computer folder to find files

Using libraries is only one way to find files. You can also browse through folders and drives the classic way
by expanding Computer in the navigation pane.

Here are some of the things you can do while browsing for files:

• To move or copy items from the file list to the navigation pane, drag the items to the folder that
you want in the navigation pane. If an item is on the same hard disk as the folder, it will be
moved. If it's on a different hard disk, it will be copied.
• To view the different hard disks or other storage devices connected to your computer, click
Computer.
• To create a new folder, right-click the folder that you want to put it in, point to New, and then click
Folder.
• To see your saved searches, double-click Computer, double-click your primary hard disk, double-
click Users, double-click your user name, and then double-click Searches.

Customise your favorites

To add a folder, a saved search, a library, or even a drive as a

favorite, drag it to the Favorites section in the navigation pane.

24
Here are some other ways to customize your favorites:

• To change the order of favorites, drag a favorite to a new position in the list.
• To restore the default favorites in the navigation pane, right-click Favorites, and then click
Restore Favorite Links.
• To view the folder where your favorites are stored, click Favorites in the navigation pane. Favorites
are stored as shortcuts.
• To remove a favorite, right-click the favorite, and then click Remove. This removes the favorite
from the navigation pane—it doesn't delete the files or folders that the shortcut points to.

Note

• You can't add files or websites as favorites.

Change navigation pane settings

1. In an open window, click Organize, and then click Folder and search options.
2. In the Folder Options dialog box, click the General tab, and then do one or both of the following:
o To show all the folders on your computer in the navigation pane, including your personal
folder, select the Show all folders check box, and then click OK.
o To automatically expand the navigation pane to the folder that's selected in the folder
window, select the ‘Automatically expand to current folder check box’, and then click OK.

Change thumbnail size and file details

You can change the size and appearance of your files and folders by using the Views button located on the
toolbar of every open folder.

To change how items appear in a folder

1. Open the folder that you want to change.

2. Click the arrow next to the Views button on the toolbar.

3. Click a view or move the slider to change the

appearance of your files and folders.

You can move the slider to a specific view (such as to

the Details view), or fine-tune the icon size by moving
the slider to any point between Small Icons and Extra
Large Icons.

Tips

• To quickly switch between views, click the Views button

rather than the arrow next to it. Each time you click, the folder switches to one of thes e
five views: List, Details, Tiles, Content, and Large Icons.
26
When using libraries, you can arrange your files and folders in different ways by using the Arrange by list,
as well as by using the Views button. When you make a change using the Arrange by l ist, and then change
the view using the Views button, you can go back to the default view by clicking Clear changes in the
Arrange by list.

Arranging Folders

When you open a folder or library, you see it in a window. The various parts of this window are designed to
help you navigate around Windows or work with files, folders, and libraries more easily. Here's a typical
window and each of its parts:

Navigation Pane Use the navigation pane to access libraries, folders, saved searches,
and even entire hard disks. Use the Favorites section to open your
most commonly used folders and searches; use the Libraries
section to access your libraries. You can also use the Computer
folder to browse folders and subfolders.
Back and Forward
Buttons Use the Back button and the Forward button to navigate
to other folders or libraries you've already opened without closing
the current window. These buttons work together with the address
bar; after you use the address bar to change folders, for example,
27
 you can use the Back button to return to the previous folder.

Toolbar Use the toolbar to perform common tasks, such as changing the
appearance of your files and folders, burning files to a CD, or
starting a digital picture slide show. The toolbar's buttons change
to show only the tasks that are relevant. For example, if you click a
picture file, the toolbar shows different buttons than it would if you
clicked a music file.

Address bar Use the address bar to navigate to a different folder or library or to
go back to a previous one.

Library pane The library pane appears only when you are in a library (such as the
Documents library). Use the library pane to customize the library or
to arrange the files by different properties.

Column headings Use the column headings to change how the files in the file list are
organized. For example, you can click the left side of a column
heading to change the order the files and folders are displayed in,
or you can click the right side to filter the files in different ways.
(Note that column headings are available only in Details view. To
learn how to switch to Details view, see 'Viewing and arranging files
and folders' later in this topic.)

File list This is where the contents of the current folder or library are
displayed. If you type in the search box to find a file, only the files
that match your current view (including files in subfolders) will
appear.

The search box Type a word or phrase in the search box to look for an item in the
current folder or library. The search begins as soon as you begin
typing—so if you type "B," for example, all the files with names
starting with the letter B will appear in the file list.

Details pane Use the details pane to see the most common properties
associated with the selected file. File properties are information
about a file, such as the author, the date you last changed the file,
and any descriptive tags you might have added to the file.

Preview pane Use the preview pane to see the contents of most files. If you
select an e‑mail message, text file, or picture, for example, you can
see its contents without opening it in a program. If you don't see
the preview pane, click the Preview pane button in the toolbar to
turn it on.

28
Selecting Files and Folders
Before you move, copy or delete files and folders, they must be selected so that Windows (and the
computer) knows which files and folders to work with.

In WINDOWS EXPLORER, you can select multiple files and folders by combining the use of the keyboard
with the mouse

Single Selection – point your mouse over the item you want to select and click once. The item will be
highlighted (usually blue highlight)

Scattered Selection – hold down the CTRL key and then click on each item you want to select

Block Selection – click on the first item you want to select, hold down the SHIFT key and then click the last
item to be included in the selection

Selecting All – To select everything in a folder, use the EDIT MENU, SELECT ALL option, or they keyboard
shortcut - CTRL+A

1.4.1. Working with Folders

Accessing Folders and Drives

To access your different drives and folders you can either, double click on “My Computer” and then sele ct
the relevant drive where your folders reside. Or single click the “Windows Explorer” icon on the task bar

to navigate to your folder.

Creating New Folders

All users have been given the ability to create folders in their P: Personal drive, however only the Share
Administrators have access to create folders on the S: Shared drive. It is important that you are in the
correct drive and folder before you create a new one. When you create a new folder it will be created
within the active folder (the folder which is currently open).

The names you give Folders should be descriptive, and not too long. It can include letters and numbers but
should not include special characters such as full stops, exclamation marks, asterisks, back or forward
slashes etc). (.!/\*)

There are two ways in which you can create a new folder:

1. Locate and select the folder on the drive where you want
to create a new folder. The folder must be selected before
continuing (if you aren’t sure, look at the yellow icon
representing a manila folder, this must be open);

30
2. Click on FILE menu, select NEW, then select FOLDER;

NOTE: If you cannot see the menu bar, click Organize,

layout, and select Menu bar.

3. Type in the folder name and press ENTER TO FINALISE (YOU CAN ALSO CLICK AWA Y FROM THE NEW
FOLDER, OUTSIDE ITS SURROUNDING RECTANGLE TO FINALISE).
OR

1. Locate and select the folder on the drive where you want to create a new folder;
2. Right click the mouse in the RIGHT PANE;
3. Select NEW from the shortcut menu, then click on FOLDER;
4. Type in the folder name and press ENTER OR CLICK AWAY FROM THE SURROUNDING RECTANGLE.

THE SECOND WAY IS TO NAVIGATE TO THE PLACE WHERE YOU WANT THE FOLDER AND RIGHT CLICK IN THE
RIGHT HAND PANE AND SELECT NEW AND THEN FOLDER.

1.4.2. Working with Files

Files and Path names

Files are documents which have been created using different software applications e.g. a letter you may
have created in Microsoft Word or a spread sheet in Microsoft Excel etc. The programs you use (Word,
Excel etc) are also made up of many (sometimes hundreds) of files, each having instructions on how the
program should work.

A filename consists of a descriptive name to describe the contents and a three letter file extension which
follows the name you have given the file. This extension indicates the type of application used to create
the document. Some common file extensions are:

• .doc - Microsoft Word files • .xls - Microsoft Excel files

• .pdf - Adobe Acrobat files • .ppt - Microsoft PowerPoint files

These extensions are automatically added to your filename when you save your file. They are separated
from the name you give the file by a full stop (period), therefore you should not use full stops when you
name a file as the program may think you are trying to add your own extension.

As there are so many files on your computer, a filing system must be maintained to keep some sort of
order. For example, if you keep all your letters in a folder called LETTERS, then you will be able to locate
them faster. Similarly budgets and financial files could be kept in a folder called ACCOUNTS. Files are kept
separate from one another by keeping them in folders, folders are located in drives (either hard drives,
network drives, diskettes, CDs, thumb drives etc).
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All files have a path name. This gives you (and the computer) the exact details of which drive and which
folder(s) the file(s) are located in. A path name may be as simple as C:\ or it can be many characters long. A
path name starts with the drive the file is on, it is then followed by the folder and any subfolders where
the file is stored. Each bit of information is separated with a backslash (\). For example the path name
P:\data\personal\timesheet.xls means that a file called TIMESHEET.XLS is stored on your P: drive under
the folder named DATA and then under the sub folder named PERSONAL. It is important that you become
familiar with path names.

Opening Files
The most common way of opening a file from Windows Explorer is to double click on the filename. It will
open within its original application (i.e. Microsoft Word, Excel etc).

RENAMING, DELETING, MOVING AND COPYING FILES AND FOLDERS

Renaming Files and Folders

There are a number of ways to rename files and folders. You can rename by using the FILE menu, left
mouse button or right mouse button.

Method 1 - Using the FILE Menu

1. Select the file or folder you wish to rename;

2. Click on the FILE menu and select RENAME;
3. Type in the new name. NOTE: If you are renaming a file you must keep the same file extension (e.g. “.doc”)
as it had, or the file will no longer be associated with the program that created it;
4. To FINALISE THE RENAMING OPERATION press ENTER OR CLICK AWAY FROM THE RECTANGLE THAT
SURROUNDS THE FILE OR FOLDER NAME.

Method 2 – Using the Right Mouse Button

1. Select the file or folder you wish to rename;

2. Click the right mouse button while still pointing to the file;
3. Select RENAME from the shortcut menu;

4. Type in the new name (if renaming a file, remember to include the file
extension (e.g. “.doc”);
5. To FINALISE THE RENAMING OPERATION press ENTER OR CLICK AWAY FROM THE RECTANGLE THAT
SURROUNDS THE FILE OR FOLDER NAME.

Method 3 – Using the Left Mouse Button

1. Select the file or folder you wish to rename;
2. Wait a moment then click again (not in quick succession like a double click). A surrounding rectangle will
appear around the name;
3. Type in the new name (if renaming a file, remember to include the file extension (e.g. “.doc”);
32
4. To FINALISE THE RENAMING OPERATION press ENTER OR CLICK AWAY FROM THE RECTANGL E THAT
SURROUNDS THE FILE OR FOLDER NAME.

Deleting Files and Folders

When you delete a folder, the folder and its entire contents (any files or sub-folders) will also be deleted.
When you delete a file, the whole file and its contents are deleted.

If you delete a file or folder from the C: or D: drives (your local hard drives), they will go into your RECYCLE BIN
WHICH MEANS YOU HAVE A CHANCE OF RECOVERING THEM. If you delete a file or folder from any other
drive, including network drives, the A: drive or thumb drives, they are permanently deleted.

To delete a file or folder:

• Right-click the file or folder that you want to delete, and then click Delete.

NOTE: To permanently delete a file or folder (i.e. to avoid sending a file or folder to the Recycle Bin), hold
down the SHIFT key, press delete on the keyboard. As previously mentioned, files and folders from the
network drives do not go to the Recycle Bin. If you accidentally delete a file from one of the network
drives, you may be able to log a job with the Service Desk to restore a copy from the previous night’s
backup. Files and folders from diskettes, thumb drives etc. cannot be recovered.

Moving Files and Folders

WINDOWS EXPLORER gives you the facility to move your files and folders to other areas if you need to.
You can do this in a variety of ways.

Method 1 – Using CUT and PASTE

Cutting and pasting are typical Windows functions. Cutting means moving something (this can be a file or
folder if working in Windows Explorer, or text, graphics, objects if actually working inside an application).
Pasting is the action of bringing back the cut item in its new location. There are two different methods of
cutting and pasting inside Windows Explorer and these are well worth learning as they are basically the
33
same in every Windows program you work in.

1. To cut a file(s) or folder(s), first select the file(s) or folder(s) and then choose one of the following:

• Click on the EDIT menu, select the CUT function;

• Keyboard shortcut, CTRL + X;
• Click on the selected item with the RIGHT mouse button and select “CUT” from the shortcut
menu

2. To bring back the file(s) or folder(s) in the new location, navigate to the new location then paste using
one of the following:

• Click on the EDIT menu, select the PASTE function;

• Keyboard shortcut, CTRL + V;
• In the position where you want the item to be pasted, click with the RIGHT mouse button and
select “PASTE” from the shortcut menu.

Method 2 – Dragging and Dropping

1. In the right pane, select the file(s) or folder(s) you want to move;
2. Manipulate the FOLDER LIST on the left side of the Windows Explorer so that it shows the new location.
Make sure you use the scroll bars and the + and – (collapse and expand buttons) to navigate, do not click on
the names of the drives or folders as you will change to that drive or folder and lose your selection in the
RIGHT pane;
3. Click and drag the selected file(s) or folder(s) from the RIGHT pane, over to the FOLDER LIST on the left.
Release the mouse button when the target folder is highlighted (active);
4. Your file(s) or folder(s) will now appear in the new area

Copying Files and Folders

AS WELL AS MOVING FILES AND FOLDERS, WINDOWS EXPLORER can copy them, (just be aware you are not
allowed to have two files or two folders called the same thing in the same location). There are a variety of
ways you can choose to copy files and folders:

Method 1 – Using COPY and PASTE

Like cutting, copying is a typical Windows function. Copying does not damage or remove t he selection
being copied. To place the copy in a new location is known as pasting (and is done the same way as
previously described). There are three different methods of copying in Windows Explorer and, as
mentioned previously, these are well worth learning as they are basically the same in every Windows
program you work in.

1. To copy file(s) or folder(s), first select the file(s) or folder(s) and then choose one of the following:

• Click on the EDIT menu, select the COPY function;

• Keyboard shortcut, CTRL + C;
• Click on the selected item with the RIGHT mouse button and select “COPY” from the shortcut
menu.

34
2. To place a copy of the file(s) or folder(s) in the new location, navigate to the new location then paste
using one of the following:

• Click on the EDIT menu, select the PASTE function;

• Keyboard shortcut, CTRL + V;
• In the position where you want the item to be pasted, click with the RIGHT mouse button and
select “PASTE” from the shortcut menu.

Method 2– Dragging and Dropping

1. In the RIGHT pane, select the file(s) or folder(s) you want to copy
2. Manipulate the FOLDER LIST on the left side of the Windows Explorer so that it shows the new location.
Make sure you use the scroll bars and the + and – (collapse and expand buttons) to navigate, do not click on
the names of the drives or folders as you will change to that drive or folder and lose your selection in the
RIGHT pane;
3. Hold down the CTRL key on the keyboard and at the same time, click and drag the selected file(s) and/or
folder(s) over to the FOLDER LIST on the left, and drop it where you want to copy the file(s) and/or folder(s)
to. Before dropping make sure the target folder is highlighted (active). Also make sure you release the
mouse before you release the CTRL key when dropping.
4. Your file(s) and folder(s) will now appear in the new area

1.4.3. Folder and File Attributes

Files and folders have property sheets which display information such as size, location, and the date the
file or folder was created. When you view the properties of a file or folder, you can also get information
about the:

• Type of file;
• Size of file;
• Name of the program that opens the file;
• Last time the file was modified or accessed.

If looking at the properties of a folder:

• Number of files and subfolders contained it contains; and

• Space taken up by those files and subfolders

To determine the attributes of a file or folder:

1. Select the file or folder;

2. Right click on the file or folder;
3. Select Properties from the shortcut menu. The PROPE RT IES
dialog box will open

The PROPERTIES dialog box gives you the following information:

35
Type of File: tells you what program your file was created in (e.g.
Word)

Opens with: tells you what application (software) the file will open in

Location: the path name for the file

Size: the size of the file

Size on disk: how much room the file is taking in storage

Created: the date and time the file was originally created

Modified: the date and time the file was last modified

Accessed: the date and time the file was last accessed

Hidden: Usually hidden files are program or system files that should not be deleted or changed.
Hidden files and folders will appear dimmed within WINDOWS EXPLORER to indicate they
are not typical items.

Read Only: A read only file contains information you can read but not change, like a printed book. A read
only file on your computer is a file you can open, read or print but not make any changes
to.

1.4.4. Other Functions within Windows Explorer

Creating Shortcuts on the Desktop

Shortcuts to your most often used folders and files may be created and placed on the Desktop to help
automate your work.

1. Select the file or folder that you wish to have as a shortcut on the Desktop;
2. Right click on the file or folder;
3. Select SEND TO from the shortcut menu, then select DESKTOP (CREATE SHORTCUT) FROM THE SUB-MENU;
4. A shortcut for the file or folder will now appear on your desktop and you can open it from the desktop in
the same way as any other icon.

Restoring Deleted Files

When you delete folders and files from your local hard drives, they are moved to RECYCLE
BIN and can be retrieved if desired. The RECYCLE BIN is a storage area used to store
deleted files and folders. They will remain there until you empty the RECYCLE BIN. Once
you have emptied the Recycle Bin it is not possible to retrieve deleted files.

NOTE: Files and folders deleted from the network drives do not go to the RECYCLE BIN. If you need to
restore a file that was on the P: or S: drives, you may be able to have them recovered from the overnight
backups. Log a job with the Service Desk with the full details of the file name and location.

36
Recover files from the Recycle Bin

1. Open the recycle bin

2. Do one of the following:
o To restore a file, click it, and then, on the toolbar, click Restore this item.
o To restore all of the files, make sure that no files are selected, and then, on the toolbar, click
Restore all items.
The files will be restored to their original locations on your computer.

Notes

• If you delete a file from a location not on your computer (such as a network folder), the file will be
permanently deleted rather than stored in the Recycle Bin.

Emptying the Recycle Bin:

1. Select the RECYCLE BIN in the FOLDER LIST of WINDOWS EXPLORER;
2. Click on the FILE menu;
3. Select EMPTY RECYCLE BIN;
4. Click on YES to confirm.

1.5. Printing

Overview
A printer is a device that produces a paper copy of the documents on your computer. You can use a
printer to produce letters, invoices, newsletters, reports, labels, and much more.

To print from your computer you select a printer to which you would like to send the file. There are two
different ways that a printer can be connected to your computer, it can be a local printer or a Network
printer.

A local printer is connected to your computer only and there will be a printer cable that runs from your
computer to the printer. No-one else will have access to this printer unless they log on to your computer.

A network printer is connected to your computer via the file server and will usually sit in a room away from
your computer. Other people within your department will also have access to the printer from their

37
computer. There won’t be a physical cable coming from your computer to the printer.

Most computers within the University are connected to network printers.

Printing a File

The quickest way to print a document or file is to print using Windows. You don't have to open any
programs or change any settings.
• Right-click the file you want to print, and then click Print.

Doing so opens the Print dialog box. This is the

place to change basic settings such as what
printer to use or how many copies to print.
(The dialog box you see might look different
from the one shown here, depending on your
software and printer.)

Changing your Default Printer

If your default printer is incorrect, you can
change this through the PRINTERS AND FAXES
Window.

To change your default printer:

1. Click on start button , then Devices and Printers

2. Right-click the printer you want to use, and then click Set as default printer. (You'll see a check mark
on the printer's icon signifying that it's now your default printer.)

38
Notes
• A default printer doesn't have to be an actual physical device. Depending on your computer,
you might have the option to send documents as faxes, or to save them as PDF or XPS files
when you print. To learn more, see Print to the Microsoft XPS Document Writer.
• You can change your default printer setting at any time.

Adding a new printer

Only under certain circumstances are you allowed to add a brand new local computer at the University
(Administrative staff are not allowed to do this).

You can, however, add a network printer that is already on the system if you don’t already have access to it.
Log a job with the Service Desk to organize installation; or
Use printer deployment page.
Navigate to the following page. My Csu > IT Services for staff > Printer Deployment > Select Campus > Select
Building.
This will bring up a list of printers you are allowed access to.
Click on the “Install printer” and wait.
When its finished you will see a list of printers on your computer.

1.6. Shutting Down or Logging off a Computer

You SHUT DOWN your computer or LOG OFF when you have finished using it.

Before you can do either of these functions, any applications you have open must be closed. This is done
by either:

• Clicking on the File menu within the application and then selecting EXIT (ALT + F4 is the keyboard
shortcut for this function); or
• Click on the CLOSE button located on the top right hand side of the application.

You should also remove any USB (thumb) drives from the computer. Open up Windows Explorer, locate
the USB drive name in the FOLDER LIST. When you have located it, right mouse click on it and select EJECT
from the shortcut menu. This will ensure that the drive is removed correctly without damaging any files it

39
contains.

Log Off or Shut Down?

Once you have closed all open applications, you can either log off your computer or shut down. It will
depend on whether someone else will be using your computer when you’ve finished as to which action
you choose.

Log Off means that you log off as a User without turning the computer off. Someone else can then log on.
Shut Down means that you log off as a User and the computer is turned off at the same time.
If you are leaving work for the day and no-one else will be using your computer, you will need
to Shut Down your computer as this saves power.

Log Off
To log off from your computer:

1. Click on the START button;

2. Select LOG OFF (click the arrow next to Shut down);
3. If you have any open programs then you will be asked to close
them down or to let Windows, Force them to shut down. You will
lose any un-saved information if you do this.

Shut Down
To shut down your computer:

1. Click on the START button

2. Select SHUT DOWN
3. You will then see the SHUT DOWN WINDOWS dialog box
4. If you have any open programs then you will be asked to close them down or to let Windows, Force them to
shut down. You will lose any un-saved information if you do this.

40
Restarting your Computer
The RESTART command is occasionally used because:

• you do not have access to the network drives

• the Service Desk has asked you to restart your computer

Restarting your computer means that the computer logs you off the system, turns itself off and
turns itself back on again so you can re-log on.

To restart your computer:

1. Follow Steps 1 – 3 of the

SHUT DOWN instructions
2. Select RESTART from the drop down menu

3. Your computer will log you off, turn itself off and turn itself on again so you can re -log on.

42
 Chapter Two: Microsoft Word 2007

2.1. Getting Familiar with Microsoft Word 2007 for Windows

Microsoft Word is a word processing software package. You can use it to type letters, reports,
and other documents. This tutorial teaches Microsoft Word 2007 basics. Although this tutorial
was created for the computer novice, because Microsoft Word 2007 is so different from
previous versions of Microsoft Word, even experienced users may find it useful.

This lesson will introduce you to the Word window. You use this window to interact with Word.
To begin this lesson, open Microsoft Word 2007. The Microsoft Word window appears and your
screen looks similar to the one shown here.

Note: Your screen will probably not look exactly like the screen shown. In Word 2007, how a
window displays depends on the size of your window, the size of your monitor, and the
resolution to which your monitor is set. Resolution determines how much information your
computer monitor can display. If you use a low resolution, less information fits on your screen,
but the size of your text and images are larger. If you use a high resolution, more information
fits on your screen, but the size of the text and images are smaller. Also, Word 2007, Windows
Vista, and Windows XP have settings that allow you to change the color and style of your
windows.

43
The Microsoft Office Button

In the upper-left corner of the Word 2007 window is the Microsoft Office button. When you
click the button, a menu appears. You can use the menu to create a new file, open an existing
file, save a file, and perform many other tasks.

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar
provides you with access to commands you frequently use. By default Save, Undo, and Redo
appear on the Quick Access toolbar. You can use Save to save your file, Undo to rollback an
action you have taken, and Redo to reapply an action you have rolled back.

The Title Bar

Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the document
on which you are currently working. Word names the first new document you open
Document1. As you open additional new documents, Word names them sequentially. When
you save your document, you assign the document a new name.

The Ribbon

You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the
Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick
Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related
command groups. Within each group are related command buttons. You click buttons to issue
commands or to access menus and dialog boxes. You may also find a dialog box launcher in the
bottom-right corner of a group. Clicking the dialog box launcher gives you access to additional
commands via a dialog box.

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The Ruler

The ruler is found below the Ribbon.

You can use the ruler to change the format of your document quickly. If your ruler is not visible,
follow the steps listed here:

1. Click the View tab to choose it.

2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the
Ribbon.

The Text Area

Just below the ruler is a large area called the text area. You type your document in the text
area. The blinking vertical line in the upper-left corner of the text area is the cursor. It marks the
insertion point. As you type, your text displays at the cursor location. The horizontal line next to
the cursor marks the end of the document.

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The Vertical and Horizontal and Vertical Scroll Bars

The vertical and horizontal scroll bars enable you to move up, down, and across your window
simply by dragging the icon located on the scroll bar. The vertical scroll bar is located along the
right side of the screen. The horizontal scroll bar is located just above the status bar. To move
up and down your document, click and drag the vertical scroll bar up and down. To move back
and forth across your document, click and drag the horizontal scroll bar back and forth. You
won't see a horizontal scroll bar if the width of your document fits on your screen.

The Status Bar

The Status bar appears at the very bottom of your window and provides such information as
the current page and the number of words in your document. You can change what displays on
the Status bar by right-clicking on the Status bar and selecting the options you want from the
Customize Status Bar menu. You click a menu item to select it. You click it again to deselect it. A
check mark next to an item means it is selected.

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�Understanding Document Views

In Word 2007, you can display your document in one of five views: Draft, Web Layout, Print
Layout, Full Screen Reading, or Online Layout.

Draft View

Draft view is the most frequently used view. You use Draft view to quickly edit your document.

Web Layout

Web Layout view enables you to see your document as it would appear in a browse r such as
Internet Explorer.

Print Layout

The Print Layout view shows the document as it will look when it is printed.

Reading Layout

Reading Layout view formats your screen to make reading your document more comfortable.

Outline View
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 Outline view displays the document in outline form. You can display headings without the text.
If you move a heading, the accompanying text moves with it.

You should use Draft view for these lessons. Before moving ahead, make sure you are in Draft
view:

1. Click the View tab.

2. Click Draft in the Document Views group. When the Draft option is selected it appears in a
contrasting color.

Click

During the lessons that follow, you will be asked to "click" items and to choose tabs. When
asked to click:

1. Point to the item.

2. Press your left mouse button once.

If you are asked to double-click an item:

1. Point to the item.

2. Quickly press your left mouse button twice.

If you are asked to right-click:

1. Point to the item.

2. Press your right mouse button.

If you are asked to choose a tab, click the tab.

Understanding Nonprinting Characters

Certain characters, called nonprinting caharacters, do not print and will not appear in your
printed document but do affect your document layout. You can elect to see these characters on
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the screen as you type or you can elect to have them remain invisible. For these lessons, opt to
see them onscreen. This table describes most of them:

Character Denotes

A tab

. A space
¶ The end of a paragraph

Hidden text

To view nonprinting characters:

1. Choose the Home tab.

2. Click the Show/Hide button in the Paragraph group . The Show/Hide button appears in a
contrasting color, when it is selected.

Create Sample Data and Select Text

If you type =rand() in your Word document and then press Enter, Word creates three
paragraphs. You can use these paragraphs to practice what you learn. Throughout these
lessons, you will be asked to select text. The following exercise teaches you how to create data
and how to select data. You can select by using the arrow keys or by clicking and dragging.
When using the arrow keys, use the up arrow to move up, the down arrow to move down, the
left arrow to move left, and the right arrow to move right. When using the mouse, press the left
mouse button and then drag in the direction you want to move.

EXERCISE 1

Create Sample Data

1. Type =rand().
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 2. Press Enter. Three paragraphs appear in your document.

Select with the Shift and Arrow Keys

1. Place your cursor before the word "On" in the first paragraph.
2. Press and hold down the Shift key, which serves as an "anchor" showing where text you wish to
select begins or ends.
3. Press the right arrow key until the first line of text is highlighted.
4. Press the down arrow key until the first paragraph is highlighted.
5. Click anywhere outside the highlighted area to remove the highlighting.

Select with the Mouse

1. Place your cursor before the word "You" in the second paragraph.
2. Press and hold down the left mouse button.
3. Drag the mouse until you have highlighted the second paragraph.
4. Click anywhere outside the highlighted area to remove the highlighting.

Place the Cursor

During the lessons, you will often be asked to place the cursor at a specific location (the
insertion point) on the screen. You place the cursor by moving the cursor to the specified
location and pressing the left mouse button or by using the arrow keys to move to the specified
location.

EXERCISE 2

The Arrow Keys

1. Use the down arrow key to move down your document.

2. Use the right arrow key to move to the right.
3. Use the up arrow key to move up.
4. Use the left arrow key to move to the left.

Cursor

1. Move around you document by using you mouse and clicking in a variety of location.
2. Click in a location and type. Note what happens.

Execute Commands with Keyboard Shortcuts

There are many methods you can use to accomplish tasks when using Word. Generally, you
choose an option by clicking the option on the Ribbon. However, you can also use shortcut
keys. A key name followed by a plus and a letter means to hold down the key while pressing the

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letter. For example, Ctrl+b means you should hold down the Ctrl key while pressing "b." A
shorthand notation of the above would read as follows:

Press Ctrl+b

Typists who are slowed down by using a mouse usually prefer using keys.

Start a New Paragraph

When you type in Microsoft Word, you do not need to press a key to move to a new line. To
start a new paragraph, press the Enter key.

Exit Word

You have completed Lesson One. Typically, you save your work before exiting.

EXERCISE 3

Close and Save—Windows Vista

1. Click the Microsoft Office button. A menu appears.

2. Click Exit Word, which you can find in the bottom-right corner.

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 3. You are prompted: "Do you want to save changes to Document1?" To save your changes, click
Yes. Otherwise, click No. If you click Yes, the Save As dialog box appears.

4. Move to the correct folder.

5. Name your file by typing Lesson One.doc in the File Name field.
6. Click Save. Word saves your file.

Close and Save—Windows XP

1. Click the Microsoft Office button. A menu appears.

2. Click Exit Word, which is in the bottom-right corner.
3. You will be prompted: "Do you want to save changes to Document1?" To save your changes,
click Yes. Otherwise, click No. If you click Yes, the Save As dialog box appears.
4. Specify the correct folder in the Save In box.
5. Name your file by typing Lesson One.doc in the File Name field.
6. Click Save. Word saves your file.

2.2. Microsoft Word 2007 Basic Features

Lesson 1 familiarized you with the the Microsoft Word window. You are now ready to learn
how to create a Word document. This lesson covers typing, using the Backspace key, using the
Delete key, inserting text, bolding, underlining, and italicizing. To begin, open Microsoft Word.

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Type, Backspace, and Delete

In Microsoft Word, you create documents by typing them. For example, if you want to create a
report, you open Microsoft Word and then begin typing. You do not have to do anything when
your text reaches the end of a line and you want to move to a new line—Microsoft Word
automatically moves your text to a new line. If you want to start a new paragraph, press Enter.
Microsoft word creates a blank line to indicate the start of a new paragraph. To capitalize, hold
down the Shift key while typing the letter you want to capitalize. If you make a mistake, you
can delete what you typed and then type your correction.

You can use the Backspace key to delete. Each time you press the Backspace key, Microsoft
Word deletes the character that precedes the insertion point. The insertion point is the point
at which your mouse pointer is located. You can also delete text by using the Delete key. First,
you select the text you want to delete; then you press the Delete key.

EXERCISE 1

Type and Backspace

1. Type the following sentence:

Joe has a very large house.
2. Delete the word "house." Using either the arrow keys or the mouse, place the cursor between
the period and the "e" in "house."
3. Press the Backspace key until the word "house" is deleted.
4. Type boat. The sentence should now read:
"Joe has a very large boat."

Delete

Delete the word "very" from the sentence you just typed.

1. Select the word "very." You can place the cursor before the "v" in the word "very," press and
hold down the Shift key, and then press the right arrow key until the word "very" is highlighted.
2. Press the Delete key. The sentence should now read:
"Joe has a large boat."

Insert and Overtype

While creating your document, you may find you need to insert text—place new text between
existing text. Suppose, you type the sentence, "Joe has a large boat." After typing it, you decide
you want to change the sentence to "Joe has a large blue boat." With Microsoft Word,
inserting a word, phrase, or even several paragraphs is easy.

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Alternatively, you may want to overtype text—replace old text with new text. For example,
suppose you type the sentence, "Joe has a large blue boat." After typing it, you decide you want
to change the sentence to "Joe has a large gray boat." With Microsoft Word, overtyping the
word blue with the word gray is also easy. Before you attempt to insert or overtype, you
should check the mode you are in—Insert or Overtype. You right-click the Status bar and then
use the Customize Status Bar menu to place the Insert/Overtype button on the Status bar. You
can then use the Insert/Overtype button to switch between Insert and Overtype mode. When
you are in Insert mode, you can insert text. When you are in Overtype mode, you can overtype
text. By default, Microsoft Word is in the Insert mode.

EXERCISE 2

Placing the Insert/Overtype button on the Status bar

1. Right-click the Status bar. The Customize Status Bar menu appears.
2. Click Overtype. The Insert/Overtype button appears on the Status bar.
3. If the word Insert appears on the Status bar, you are in Insert mode.
4. If the word Overtype appears on the Status bar, click the word Overtype and it will change to
Insert, thereby changing Word to Insert mode.

Insert

Make sure you are in Insert mode before proceeding. You are going to insert the word "blue"
between the words "large" and "boat."

1. Place the cursor after the space between the words "large" and "boat."
2. Type the word blue.
3. Press the spacebar to add a space.
4. The sentence should now read:
"Joe has a large blue boat."

Overtype

You can type over the current text (replace the current text with new text) in the Overtype
mode. Do the following to change to the Overtype mode.

 Click "Insert" on the Status bar. The word Insert changes to Overtype.

Change the word "blue" to "gray."

1. Place the cursor before the letter "b" in "blue."

2. Type the word gray.
3. The sentence should now read:
"Joe has a large gray boat."

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Note: You can overtype text without changing to Overtype mode by selecting the text you want
to overtype and then typing.

Bold, Italicize, and Underline

When creating a document, you may need to emphasize particular words or phrases by
bolding, underlining, or italicizing. Also, certain grammatical constructs require that you bold,
underline, or italicize. You can bold, underline, and italicize when using Word. You also can
combine these features—in other words, you can bold, underline, and italicize a single piece of
text.

When you need to perform a task in Microsoft Word, you can usually choose from several
methods. The exercises that follow show you how to bold, underline, or italicize using four
different methods: using the launcher, the Ribbon, the Mini-toolbar/context menu, and the
keyboard.

EXERCISE 3

Type the following exactly as shown. Remember, pressing the Enter key starts a new paragraph.
Press the Enter key at the end of each of the following lines to start a new paragraph.

Launcher: Bold Italicize Underline these words. All three Regular

Ribbon: Bold Italicize Underline these words. All three Regular

Mini Toolbar: Bold Italicize Regular

Keys: Bold Italicize Underline these words. All three Regular

55
 Your screen should look similar to the one shown here.

Bold with the Dialog Box Launcher

1. On the line that begins with Launcher, select the word "Bold." You can place the cursor before
the letter "B" in "Bold." Press the Shift key; then press the right arrow key until the entire word
is highlighted.
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.

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 4. Click Bold in the Font Style box.
Note: You can see the effect of your action in the Preview window. To remove the bold, click
Regular.
5. Click OK to close the dialog box.
6. Click anywhere in the text area to remove the highlighting. You have bolded the word bold.

Alternate Method—Bold with the Ribbon

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 1. On the line that begins with "Ribbon," select the word "Bold." You can place the cursor before
the letter "B" in "Bold." Press the Shift key; then press the right arrow key until the entire word
is highlighted.
2. Choose the Home tab.
3. Click the Bold button in the Font group. You have bolded the word bold.
Note: To remove the bold, you can select the text and then click the Bold button again.
4. Click anywhere in the text area to remove the highlighting.

Alternate Method - Bold with the Mini Toolbar

1. On the line that begins with "Mini Toolbar," select the word "Bold." You can place the cursor
before the letter "B" in "Bold."Press the Shift key; then press the right arrow key until the entire
word is highlighted.
2. Right-click. The Mini toolbar appears.
3. Click the Bold button . You have bolded the word bold.

Alternate Method—Bold with Keys

1. On the line that begins with "Keys," select the word "Bold." You can place the cursor before the
letter "B" in "Bold." Press the Shift key; then press the right arrow key until the entire word is
highlighted.
2. Press Ctrl+b (hold down the Ctrl key while pressing b).
Note: To remove the Bold, press Ctrl+b again. You can also remove formatting by pressing
Ctrl+spacebar.
3. Click anywhere in the text area to remove the highlighting.

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Italicize with the Dialog Box Launcher

1. On the line that begins with Launcher, select the word "Italicize." You can place the cursor
before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the
entire word is highlighted.
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.

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 4. Click Italic in the Font Style box.
Note: You can see the effect of your selection in the Preview window. To remove the italics, click
Regular in the Font Style box.
5. Click OK to close the Font dialog box.
6. Click anywhere in the text area to remove the highlighting. You have italicized the word Italicize.

Alternate Method—Italicize with the Ribbon

1. On the line that begins with "Ribbon," select the word "Italicize." You can place the cursor
before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the
entire word is highlighted.
2. Choose the Home tab.
3. Click the Italic button on the Ribbon. You have italicized the word Italicize.
Note: To remove the italics, select the text and click the Italicize button again.
4. Click anywhere in the text area to remove the highlighting.

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Alternate Method—Italicize with the Mini Toolbar

1. On the line that begins with "Mini Toolbar," select the word "Italicize." You can place the cursor
before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the
entire word is highlighted.
2. Right-click. The Mini toolbar appears.
3. Click the Italic button . You have italicized the word Italicize.

Alternate Method—Italicize with Keys

1. On the line that begins with "Keys," select the word "Italicize." You can place the cursor before
the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the entire
word is highlighted.
2. Press Ctrl+i (hold down the Ctrl key while pressing i).
Note: To remove italics, press Ctrl+i again. You can also remove formatting by pressing
Ctrl+spacebar.
3. Click anywhere in the text area to remove the highlighting.You have italicized the word Itali cize.

Underline with the Dialog Box Launcher

You can underline when using Word. Word provides you with many types of underlines from
which to choose.The following are some of the underlines that are available if you use the
dialog box launcher:

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The following illustrates underlining with the dialog box launcher:

1. On the line that begins with "Launcher," select the words "Underline these words."
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.

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 4. In the Underline Style box, click the down arrow to open the pull-down menu.
5. Click the type of underline you wish to use.
Note: To remove an underline, you select None from the pull-down menu.
6. Click OK to close the dialog box. The underline you selected appears under the words.
7. Click anywhere in the text area to remove the highlighting.

Alternate Method—Underline with the Ribbon

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 1. On the line that begins with "Ribbon," select the words "Underline these words."
2. Choose the Home tab.
3. Click the Underline button in the Font group . Alternatively, you can press the down arrow
next to the underline button and click to choose the type of underline you want.
Note: To remove the underlining, click the Underline button again.
4. Click anywhere in the text area to remove the highlighting.

Alternate Method—Underline with Keys

1. On the line that begins with "Keys," select the words "Underline these words."
2. Press Ctrl+u (hold down the Ctrl key while pressing u).
Note: To remove the underlining, press Ctrl+u again.
3. Click anywhere in the text area to remove the highlighting.

All Three with the Dialog Box Launcher

1. On the line that begins with "Launcher," select the words "All three."
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.
4. In the Font Style box, click Bold Italic.
Note: You can see the effect of your selection in the preview window. To turn off the Bold Italic,
click Regular.
5. In the Underline box, click to open the pull-down menu. Click the type of underline you want to
use.
Note: To remove an underline, select None from the pull-down menu.
6. Click OK to close the dialog box.
7. Click anywhere in the text area to remove the highlighting.

Alternate Method—All Three with the Ribbon

1. On the line that begins with "Ribbon," select the words "All three."
2. Choose the Home tab.
3. Click the Bold button in the Font group.
4. Click the Italic button in the Font group.
5. Click the Underline button in the Font group.
6. Click anywhere in the text area to remove the highlighting.

Alternate Method—All Three with Keys

1. On the line that begins with "Keys," select the words "All three."
2. Press Ctrl+b (bold).
3. Press Ctrl+i (italicize).
4. Press Ctrl+u (underline).
Note: You can remove formatting by highlighting the text and pressing Ctrl+spacebar.
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 5. Click anywhere in the text area to remove the highlighting.

Save a File and Close Word

You must save your documents if you wish to recall them later. You can use the Save option on
the Microsoft Office menu, to save a document. You can also save a document by typing Ctrl+s.
The first time you save a document, the Save As dialog box appears. Use the Save As dialog box
to locate the folder in which you want to save your document and to give your document a
name. After you have saved your document at least once, you can save any changes you make
to your document simply by clicking the Save after you click the Microsoft Office button.

The following exercise shows you how to save the file you just created and close Word. You will
name your file Lesson Two.

EXERCISE 4

Save a File—Windows Vista:

1. Click the Microsoft Office button. A menu appears.

2. Click Save. The Save As dialog box appears, if you are saving your document for the first time.

65
 3. Use the Address bar to locate the folder in which you want to save your file.
4. Name your file by typing Lesson Two.docx in the File Name box.
5. Click Save.
6. Click the Microsoft Office button. A menu appears.
7. Click Exit Word, which is located in the bottom-right corner of the window. Word closes.

Save a File

1. Click the Microsoft Office button. A menu appears.

2. Click Save. The Save As dialog box appears if you are saving your document for the first time.
3. Specify the correct folder in the Save In box.
4. Name your document by typing Lesson Two in the File Name box.
5. Click Save.
6. Click the Microsoft Office button. A menu appears.
7. Click Exit Word, which is located in the bottom-right corner of the window. Word closes.

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Every time you save your document, you overwrite the previous version of your
document. For example, you create a document and save it. Later you delete
several passages from the document and then save your changes. The passages
from the first draft of the document no longer exist. If you want to save both the
original draft of your document and the revised document, you must save the
second draft of the document using a different name. To save the document
using a different name, click the Microsoft Office button. A menu appears. Click
Save As. The Save As dialog box appears. Use the File Name box to give your
document a new name. Microsoft Word Software

2.3. More Basic Features

The features in Word 2007 can make your work easier, make your documents more attractive,
and/or enable you to work more efficiently. This Microsoft Word lesson teaches you how to
open a file, cut, copy, paste, use AutoText, use spell check, use Find and Replace, and change
fonts. All of these features either make your work easier or make your document more
attractive.

Open a File

When you do not have time to complete your work or when you finish your work, you can save
and close your file. After saving a file, you can later open it to revise or finish it. You learned
how to save a file in Lesson 2. In the exercise that follows, you learn how to open the file you
saved.

EXERCISE 1

Open a File with Windows Vista

If you are using Windows Vista:

1. Open Word 2007.

2. Click the Microsoft Office button. A menu appears.
3. Click Open. The Open dialog box appears.
4. Locate the folder in which you saved the file. The file is named Lesson Two.docx.
5. Click Lesson Two.docx.
6. Click Open. The file you created during the previous lesson appears.

Open a File with Windows XP

If you are using Windows XP:

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 1. Open Word 2007.
2. Click the Microsoft Office button. A menu appears.
3. Click Open. The Open dialog box appears.
4. Use the Look In field to move to the folder in which you saved the file. The file is named Lesson
Two.docx.
5. Click Lesson Two.docx.
6. Click Open. The file you created during the previous lesson appears.

Alternate Method—Opening a File with Keys

1. Open Word 2007.

2. Press Ctrl+o.
3. Locate the folder in which you saved your file. The file is named Lesson Two.docx
4. Click Lesson Two.docx.
5. Click Open. The file you created during the previous lesson appears.

Cut and Paste

You can use Word's Cut feature to remove information from a document. The you can use the
Paste feature to place the information you cut anywhere in the same or another document. In
other words, you can move information from one place in a document to another place in the
same or different document by using the Cut and Paste features. The Office Clipboard is a
storage area. When you cut, Word stores the data you cut on the Clipboard. You can paste the
information that is stored on the Clipboard as often as you like.

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EXERCISE 2

Cut with the Ribbon

1. Type the following:

I want to move. I am content where I am.
2. Select "I want to move. "
3. Choose the Home tab.
4. Click the Cut button in the Clipboard group. Word cuts the text you selected and places it on
the Clipboard. Your text should now read:
"I am content where I am."

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Paste with the Ribbon

1. Place the cursor after the period in the sentence "I am content where I am."
2. Press the spacebar to leave a space.
3. Choose the Home tab.
4. Click the Paste button in the Clipboard group. Word pastes the text on the Clipboard. Your
text should now read:
"I am content where I am. I want to move."

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Alternate Method—Cut with a Context Menu

1. Type the following:

I want to move. I am content where I am.
2. Select "I want to move. "
3. Right-click. The Mini toolbar and a context menu appear.
4. Click Cut on the menu. Your text should now read:
"I am content where I am."

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Alternate Method—Paste with a Context Menu

1. Place the cursor after the period in the sentence

"I am content where I am."
2. Press the spacebar to leave a space.
3. Right-click. A Mini toolbar and a context menu appear.
4. Click Paste. Your text should now read:
"I am content where I am. I want to move."

Alternate Method—Cut with Keys

1. Type the following:

I want to move. I am content where I am.
2. Select "I want to move."
3. Press Ctrl+x.
4. Your text should now read:
" I am content where I am."

Alternate Method—Paste with Keys

1. Place the cursor after the period in the sentence: "I am content where I am."
2. Press the spacebar to leave a space.
3. Press Ctrl+v.
4. Your text should now read:
"I am content where I am. I want to move."

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Copy and Paste

In Microsoft Word, you can copy information from one area of a document and place the
information you copied anywhere in the same or another document. In other words, after you
type information into a document, if you want to place the same information somewhere else,
you do not have to retype the information. You simple copy it and then paste it in the new
location. As with cut data, Word stores copied data on the Clipboard.

EXERCISE 3

Copy with the Ribbon

1. Type the following:

You will want to copy me. One of me is all you need.
2. Select "You will want to copy me."
3. Choose the Home tab.
4. Click the Copy button in the Clipboard group. Word copies the data you selected to the
Clipboard.

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Paste with the Ribbon

1. Place the cursor after the period in the sentence: "One of me is all you need."
2. Press the spacebar to leave a space.
3. Choose the Home tab.
4. Click the Paste button in the Clipboard group. Word places the data you copied at the
insertion point. Your text should now read: "You will want to copy me. One of me is all you
need. You will want to copy me."

Alternate Method—Copy with a Context Menu

1. Type the following:

You will want to copy me. One of me is all you need.
2. Select "You will want to copy me."
3. Right-click. A Mini toolbar and a context menu appear.
4. Click Copy. Word places the data you copied at the insertion point. Your text should now read:
"You will want to copy me. One of me is all you need. You will want to copy me."

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Alternate Method—Paste with a Context Menu

1. Place the cursor after the period in the sentence: "One of me is all you need."
2. Press the spacebar to leave a space.
3. Right-click. A context menu appears.
4. Click Paste. Word pastes the information on the Clipboard into the document.

Alternate Method—Copy with Keys

1. Type the following:

You will want to copy me. One of me is all you need.
2. Select "You will want to copy me. "
3. Press Ctrl+c. Word copies the information you selected to the Clipboard.

Alternate Method—Paste with Keys

1. Place the cursor after the period in the sentence "One of me is all you need."
2. Press the spacebar to leave a space.
3. Press Ctrl+v.
4. Your text should now read:
"You will want to copy me. One of me is all you need. You will want to copy me."

Use the Clipboard

As you cut or copy, Word can store the information you have cut or copied on the Clipboard in
a hierarchy. Then each time you cut or copy, the data you just cut or copied moves to the top of
the Clipboard hierarchy and the data previously at the top moves down one level. When you
choose Paste, the item at the top of the hierarchy is the item Word pastes into your document.
The Clipboard can store up to 24 items. You can paste any item on the Clipboard into your
document by placing your cursor at the insertion point, displaying the Clipboard pane, and then
clicking the item.

The Clipboard pane includes an Options button. You can click the Options button to set the
Clipboard options described in the following table.

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Option Description

Show Office Clipboard Automatically Shows the Clipboard automatically when you copy
items.

Show Office Clipboard When Ctrl+c Shows the Clipboard when you press Ctrl+c twice.
Pressed Twice

Collect Without Showing Office Copies to the Clipboard without displaying the
Clipboard Clipboard pane.

Show Office Clipboard Icon on Taskbar Displays the Clipboard icon on your system taskbar.

Show Status Near Taskbar When Displays the number of items copied on the taskbar
Copying when copying.

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EXERCISE 4

Use the Clipboard

1. Place the cursor at the point at which you want to insert your text.
2. Choose the Home tab.
3. Click the Clipboard dialog box launcher to open the Clipboard.
4. Click the item on the clipboard you want to insert into your document. Word pastes the
Clipboard item into your document at the insertion point.

Create AutoText

Cut and Copy both store information on the Clipboard. Information you store on the Clipboard
is eventually lost. If you want to store information permanently for reuse, use AutoText.
AutoText permanently stores information for future use.

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EXERCISE 5

Create AutoText

1. Type the following:

AutoText information is stored permanently.
2. Select "AutoText information is stored permanently."
3. Choose the Insert tab.
4. Click Quick Parts in the Text group. A menu appears.
5. Click Save Selection to Quick Part Gallery. The Create New Building Block dialog box appears.

6. Microsoft Word suggests a name. Change the name by typing AT in the Name field.
7. Click OK. The dialog box closes.
8. Click anywhere in the text area to remove the highlighting.
9. Place the cursor between the period in the sentence you just typed and the paragraph marker
(¶).
10. Press the spacebar to leave a blank space.
11. Type AT.
12. Press F3. Your text should now read:
"AutoText information is stored permanently. AutoText information is stored permanently."
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Note: Whenever you need the text, simply type the name (AT) and then press F3.

Use Spell Check

Word checks your spelling and grammar as you type. Spelling errors display with a red wavy line
under the word. Grammar errors display with a green wavy line under the error. In Word 2007,
you can use the Review tab's Spelling & Grammar button to initiate a spell and grammar check
of your document.

EXERCISE 6

Use Spell Check

1. Type the following exactly as shown. Include all errors.

Open thr door for Mayrala. She is a teacher from the town of Ridgemont.
2. Select: "Open thr door for Mayrala. She is a teacher from the town of Ridgemont."
3. Choose the Review tab.
4. Click the Spelling & Grammar button. The Spelling and Grammar dialog box appears.

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 6. "The" is misspelled, so it is highlighted on the screen and noted in the Not in Dictionary box.
Word suggests correct spellings. These suggestions are found in the Suggestions box.
7. Click "the" in the Suggestions box.
8. Click Change.
Note: If the word is misspelled in several places, click Change All to correct all misspellings.
9. The name "Mayrala" is not in the dictionary, but it is correct. Click Ignore Once to leave
"Mayrala" in the document with its current spelling.
Note: If a word appears in several places in the document, click Ignore All so you are not
prompted to correct the spelling for each occurrence.
10. "Ridgemont" is not found in the dictionary. If you frequently use a word not found in the
dictionary, you might want to add that word to the dictionary by clicking the Add to Dictionary
button. Word will then recognize the word the next time it appears. Click Add to Dictionary.
11. The following should appear on your screen: "Word finished checking the selection. Do you
want to continue checking the remainder of the document?"
12. Click No. If you wanted Word to spell-check the entire document, you would have clicked Yes.

Note: You can also press F7 to initiate a spelling and grammar check. If you don't have anything
selected, Word checks the entire document.

Find and Replace

If you need to find a particular word or phrase in your document, you can use the Find
command. This command is especially useful when you are working with large files. If you want
to search the entire document, simply execute the Find command. If you want to limit your
search to a selected area, select that area and then execute the Find command.

After you find the word or phrase you are searching for, you can replace it with new text by
executing the Replace command.
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EXERCISE 7

Use Find with the Ribbon

1. Type the following:

Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High
School.
2. Select: "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern
High School."
3. Choose the Home tab.
4. Click Find in the Editing group. A menu appears.

5. Click the Find option on the menu. The Find and Replace dialog box appears.

6. Type east in the Find What field.

7. Click Find Next.
Note that the "East" in Easton is highlighted.
8. Click Find Next again.
Note that "east" is highlighted.
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 9. Click Find Next again.
Note that the "East" in Eastern is highlighted.
10. Click Find Next. The following message should appear: "Word has finished searching the
selection. Do you want to search the remainder of the document?"
11. Click No.
12. Click Cancel.

Alternate Method—Find with Keys

1. Select: "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern
High School."
2. Press Ctrl+f.
3. Follow steps 6 through 12 in the preceding section.

Use Replace with the Ribbon

1. Select "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern
High School."
2. Choose the Home tab.
3. Click Replace in the Editing group. The Find and Replace dialog box appears.

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 4. Type east in the Find What box.
5. Type west in the Replace With box.
6. Click Find Next. The East in Easton is highlighted.
7. Click Replace. Word replaces the "East" in "Easton" with "West" and then highlights the word
"east."
8. Click Replace. Word replaces the word "east" with "west" and then highlights the word
"Eastern."
9. Click Close. Do not replace the "East" in "Eastern" with "West."
10. Your text should now read,
"Monica is from Weston. She lives on the west side of town. Her daughter attends Eastern High
School."

Alternate Method—Replace with Keys

1. Select "Monica is from Easton. She lives on the west side of town. Her daughter attends
Western High School."
2. Press Ctrl+h.
3. Follow steps 4 through 11 in the preceding section.

Change the Font Size

A font is a set of characters (text) represented in a single typeface. Each character within a font
is created by using the same basic style. In Microsoft Word, you can change the size of your
font. The following exercise illustrates changing the font size.

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EXERCISE 8

Change the Font Size

1. Type the following:

I can be any size you want me to be.
2. Select "I can be any size you want me to be."
3. Choose the Home tab.
4. In the Font group, click the down arrow next to the Font Size box. A menu of font sizes appears.
5. Move your cursor over the menu of font sizes. As you do, Word 2007 provides a live preview of
the effect of applying each font size.
6. Click 36 to select it as your font size.

Note: If you know the font size you want, you can type it in the Font Size field.

Alternate Method—Change the Font Size with Grow Font and Shrink Font

You can also change the size of your font by clicking the Grow Font and Shrink Font buttons.
Selecting text and then clicking the Grow Font button makes your font larger. Selecting text and
then clicking the Shrink Font button makes your font smaller.

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 1. Type the following:
Grow Shrink
2. Select "Grow"
3. Choose the Home tab.
4. Click the Grow Font button several times. You font becomes larger.
5. Select Shrink.
6. Click the Shrink Font button several times. Your font becomes smaller.

Change the Font

In Microsoft Word, you can change the font (the "family" of type you use for your text). This
feature is illustrated in the following exercise:

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EXERCISE 9

Change the Font with the Ribbon

1. Type the following:

Changing fonts
2. Select "Changing fonts."
3. Choose the Home tab.
4. Click the down arrow next to the Font field. A menu of fonts appears.
5. Move the cursor over the list of fonts. Word 2007 provides a live preview of what the font will
look like if you select it.
6. Click the font name to select the font you want.

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Alternate Method—Change the Font with the Mini Toolbar

1. Select "Changing fonts."

2. Right-click. The Mini toolbar and a menu appears.
3. Move to the Mini toolbar.
4. Click the down arrow next to the Font field. A menu of fonts appears.
5. Click the name of the font you want.

Save Your File

This is the end of Lesson 3. You can save your file and close Word. See Lesson 2 to learn how to
save and close.

2.4. Formatting Paragraphs and Working with Styles

When you type information into Microsoft Word, each time you press the Enter key Word
creates a new paragraph. You can format paragraphs. For example, you can indent the first line
of a paragraph, you can set the amount of space that separates paragraphs, and you can align a
paragraph left, right, center, or flush with both margins. Styles are a set of formats you can
quickly apply to a paragraph. For example, by applying a style, you can set the font, set the font
size, and align a paragraph all at once. In this lesson, you will learn about the various formats
you can apply to a paragraph and about styles.

When you are formatting a paragraph, you do not need to select the entire paragraph. Placing
the cursor anywhere in the paragraph enables you to format it. After you format a paragraph,
pressing the Enter key creates a new paragraph in the same format.

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Open a Blank Document

To begin a new Word project, you start by opening a new document.To begin this lesson, open
a blank document in Microsoft Word.

EXERCISE 1

Open a Blank Document

1. Open Word 2007.

2. Click the Microsoft Office button. A menu appears.
3. Click New. The New Document dialog box appears.

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 4. Click Blank Document.
5. Click Create. A new blank document opens.

Add Sample Text

This lesson uses sample text provided by Microsoft for training and demonstration purposes.
You can type the text; however, there is a quicker way. You can use the rand function.

Functions are used to obtain information. You tell the function what you want and the function
returns that information to you. By default, in Word, when you type the rand function, Word
returns three paragraphs. When working with functions, you use arguments to be specific
about what you want the function to return. There are two arguments you can use with the
rand function. The first one tells Word how many paragraphs you want, and the second one
tells Word how many sentences you want in a paragraph. You place arguments between the
parentheses and you separate them with a comma. For example, if you type =rand() and then
press Enter, word returns three paragraphs. To tell Word you want two paragraphs with three
sentences in each paragraph, you type =rand(2,3).

EXERCISE 2

Add Sample Text

1. Type =rand().
2. Press the Enter key. The following text appears:

On the Insert tab, the galleries include items that are designed to coordinate with
the overall look of your document. You can use these galleries to insert tables,
headers, footers, lists, cover pages, and other document building blocks. When you
create pictures, charts, or diagrams, they also coordinate with your current
document look. ¶

You can easily change the formatting of selected text in the document text by
choosing a look for the selected text from the Quick Styles gallery on the Home tab.
You can also format text directly by using the other controls on the Home tab. Most
controls offer a choice of using the look from the current theme or using a format
that you specify directly. ¶

To change the overall look of your document, choose new Theme elements on the
Page Layout tab. To change the looks available in the Quick Style gallery, use the
Change Current Quick Style Set command. Both the Themes gallery and the Quick
Styles gallery provide reset commands so that you can always restore the look of
your document to the original contained in your current template. ¶

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Add Space Before or After Paragraphs

When creating a document, space is often used to clearly identify where each paragraph begins
and ends. By default, Word may place slightly more space between paragraphs than it does
between lines in a paragraph. You can increase or decrease the amount of space that appears
before and after paragraphs by entering amounts in the Before and After fields in the
Paragraph section of the Page Layout tab. Use the up arrows next to the Before and After fields
to increase the amount of space before or after each paragraph; use the down arrows to
decrease the amount of space before or after each paragraph. The following illustrates:

EXERCISE 3

Add Space Before or After Paragraphs

1. Place your cursor anywhere in the second paragraph of the sample text you created in Exercise
2.
2. Choose the Page Layout tab. The default spacing appears in the Spacing Before field.
3. Click the up arrow next to the Spacing Before field to increase the space before the paragraph.
4. Click the up arrow next to the Spacing After field to increase the amount of space after the
paragraph.

Note: You can click the down arrows next to the Spacing Before and the Spacing After fields to
decrease the amount of space before or after a paragraph. You can also type the amount of
90
space you want to use directly into the fields. Space is measured in points. There are 72 points
to an inch.

Change Line Spacing

Line spacing sets the amount of space between lines within a paragraph. The spacing for each
line is set to accommodate the largest font on that line. If the lines include smaller fonts, there
will appear to be extra space between lines where the smaller fonts are located. At 1.5, the line
spacing is set to one-and-a-half times the single-space amount. At 2.0, the line spacing is set to
two times the single-space amount (double space).

EXERCISE 4

Change Line Spacing

1. Place your cursor anywhere in the first paragraph of the sample text you created in Exercise 2.
2. Choose the Home tab.
3. Click the Line Spacing button in the Paragraph group. A menu of options appears.
4. Click 2.0 to double-space the first paragraph.

Create a First-Line Indent

Some people and organizations delineate the start of a new paragraph by indenting the first
line. If you want to indent the first line of your paragraphs, you can use the Paragraph dialog
box to set the amount by which you want to indent. In the Special Field of the Paragraph dialog
box, you tell Word you want to indent the first line by choosing First Line from the menu
options. In the By field, you tell Word the amount, in inches by which you want to indent.

91
 EXAMPLE: First-line Indent

On the Insert tab, the galleries include items that are designed to coordinate
with the overall look of your document. You can use these galleries to insert tables,
headers, footers, lists, cover pages, and other document building blocks. When you
create pictures, charts, or diagrams, they also coordinate with your current document
look.

EXERCISE 5

Create a First-line Indent

1. Place your cursor anywhere within the first paragraph of the sample text you created in Exercise
2.
2. Choose the Home tab.
3. In the Paragraphs group, click the launcher. The Paragraph dialog box appears.

92
 4. Choose the Indents and Spacing tab.
5. Click to open the drop-down menu on the Special field.
6. Click First Line.
7. Enter 0.5" in the By field.
8. Click OK. The first line of your paragraph is now indented half an inch.

Special Note: To remove the first line indent:

1. Place the cursor anywhere in the paragraph.

2. Choose the Home tab.
3. In the Paragraphs group, click the launcher. The Paragraph dialog box opens.
4. Choose the Indents and Spacing tab.
5. Click the down arrow next to the Special field and then click None.
6. Click OK.

Indent Paragraphs

Indentation allows you to indent your paragraph from the left and/or right margin. You may
find this necessary when you are quoting a large block of text. The following exercise shows you
how to indent a paragraph 1 inch from each side.

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 EXAMPLE: Indentation

On the Insert tab, the galleries include items that are designed to coordinate with the
overall look of your document. You can use these galleries to insert tables, headers,
footers, lists, cover pages, and other document building blocks. When you create
pictures, charts, or diagrams, they also coordinate with your current document look.

You can easily change the formatting of selected text in the

document text by choosing a look for the selected text from
the Quick Styles gallery on the Home tab. You can also format
text directly by using the other controls on the Home tab. Most
controls offer a choice of using the look from the current
theme or using a format that you specify directly.

EXERCISE 6

Indent Paragraphs

1. Place your cursor anywhere in the second paragraph of the sample text you created in Exercise
2.
2. Choose the Page Layout tab.
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 3. Type 1" in the Indent Left field or use the up or down arrows to set the field value to 1".
4. Type 1" in the Indent Right field or use the up or down arrows to set the field value to 1". Your
paragraph is now indented one inch from both the left and right margins, as in the example .

Align Paragraphs

Microsoft Word gives you a choice of several types of alignments. Left-aligned text is flush with
the left margin of your document and is the default setting. Right-aligned text is flush with the
right margin of your document, centered text is centered between the left and right margins,
and Justified text is flush with both the left and right margins.

EXAMPLE: Left-Aligned

Sample Paragraph

On the Insert tab, the galleries include items that are designed to coordinate with the
overall look of your document. You can use these galleries to insert tables, headers,
footers, lists, cover pages, and other document building blocks. When you create
pictures, charts, or diagrams, they also coordinate with your current document look.

EXAMPLE: Right-aligned

Sample Paragraph

On the Insert tab, the galleries include items that are designed to coordinate with the
overall look of your document. You can use these galleries to insert tables, headers,
footers, lists, cover pages, and other document building blocks. When you create
pictures, charts, or diagrams, they also coordinate with your current document look.

EXAMPLE: Centered

Sample Paragraph

On the Insert tab, the galleries include items that are designed to coordinate with the
overall look of your document. You can use these galleries to insert tables, headers,
footers, lists, cover pages, and other document building blocks. When you create
pictures, charts, or diagrams, they also coordinate with your current document look.

EXAMPLE: Justified

95
 Sample Paragraph

On the Insert tab, the galleries include items that are designed to coordinate with the
overall look of your document. You can use these galleries to insert tables, headers,
footers, lists, cover pages, and other document building blocks. When you create
pictures, charts, or diagrams, they also coordinate with your current document look.

The following exercises demonstrate how to justify text.

EXERCISE 7

Create the Paragraphs

1. Type Sample Paragraph.

2. Press Enter.
3. Type =rand(1) to create a paragraph.
4. Press Enter.

Right-align

1. Select the paragraphs you created.

2. Choose the Home tab.
3. Click the Align-right button in the Paragraph group. Word right-aligns your paragraphs.

96
Left-align

1. Select the paragraphs you created.

2. Choose the Home tab.
3. Click the Align-left button in the Paragraph group. Word left-aligns your paragraph.

Center

1. Selected the paragraphs you created.

2. Choose the Home tab.
3. Click the Center button in the Paragraph group. Word centers your paragraph.

Justify

1. Select the paragraphs you created.

2. Choose the Home tab.
3. Click the Justify button in the Paragraph group. Word justifies your paragraph.

Alternate Method—Right-Justify with Keys

1. Select the paragraphs you created.

2. Press Ctrl+r. The paragraph is now right-aligned.

Alternate Method—Left-Justify with Keys

1. Select the paragraphs you created.

2. Press Ctrl+l. The paragraph is now left-aligned.

Alternate Method—Center with Keys

1. Select the paragraphs you created.

2. Press Ctrl+e. The paragraph is now centered.

Alternate Method—Justify with Keys

1. Select the paragraphs you created.

2. Press Ctrl+j. The paragraph is now justified.

Create a Hanging Indent

The hanging indent feature indents each line except the first line by the amount specified in the
By field, as shown in the example.

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 EXAMPLE:Hanging Indent

Hanging Indent: The hanging indent feature indents the first line of
the paragraph from the margin by the amount
specified in the Left field. The amount in the Left
field plus the amount specified in the By field
indent all subsequent lines.

EXERCISE 8

Create a Hanging Indent

1. Type the following:

Hanging Indent: The hanging indent feature indents the first line by the amount specified in the
Left field. Subsequent lines are indented by the amount specified in the Left field plus the
amount specified in the By field.
2. Select the paragraph you just typed.
3. Choose the Home tab.
4. Click the launcher in the Paragraph group. The Paragraph dialog box appears.

98
 5. Choose the Indents and Spacing tab.
6. In the Special field, click to open the pull-down menu.
7. Click Hanging.
8. In the By box, type 2".
9. Click OK.
10. Place the cursor after the colon following "Hanging Indent."
11. Press the Tab key. Notice that the indentation changes.

Choose a Style Set

When working with Word, you can use styles to quickly format your documents. A style is a set
of formats consisting of such things as fonts, font colors, font sizes, and paragraph formats.
Word 2007 supplies you with predesigned style sets that contain styles for titles, subtitles,
quotes, headings, lists and more. The sections that follow all show you how to work with styles.
The exercises are based on a file you must download. Right click here to download the file. Click
Save Target As from the menu that appears, and save the linked file to a directory on your
computer. Then open the file.

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EXERCISE 9

Choose a Style Set

1. Choose the Home tab.

2. Click Change Styles in the Styles group. A menu appears.
3. Click Style Set. A menu appears. You can choose from any of the styles listed on the menu.
4. Click Simple. Word 2007 reformats all of the paragraphs into the Simple style by applying the
Normal format to each paragraph.

Apply a Style

You can see of all the styles available to you in the style set by clicking the launcher in the Styles
group and opening the Styles pane. You can leave the Styles pane open and available for use by
docking it. To dock the Styles pane, click the top of the pane and drag it to the left or right edge
of the Word window.

You do not need to select an entire paragraph to apply a style. If the cursor is anywhere in the
paragraph, when you click on the style, Word formats the entire paragraph.

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EXERCISE 10

Apply the Title Style

1. Choose the Home tab.

2. Click the launcher in the Styles Group. The Styles pane appears. You can drag it to the side of the
Word window to dock it. To close the Styles pane, click the Close button in the upper right
corner of the pane .
3. Click anywhere in the paragraph "Single-Parent Family—Career Help."
4. Click Title in the Styles pane. Word 2007 applies the Title style to the paragraph.

Headings and subheadings mark major topics within your document. With Word 2007, you can
easily format the headings and subheadings in your document.

Apply Headings

1. Click anywhere in the paragraph "The Nature of Single Parenthood."

2. In the Style box, click Heading 1. Word reformats the paragraph.
3. Repeat steps 1 and 2 in the following paragraphs:

 Types of Single Parents

 Career Development Needs of Single Parents
 Career Development Programs

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Apply Subheadings

1. Click anywhere in the paragraph "Displaced Homemakers"

2. In the Style box, click Heading 2. Word reformats the paragraph.
3. Repeat steps 1 and 2 for the following paragraphs:

 Displaced Homemakers
 Adolescent Mothers
 Single Fathers
 High School Dropout Prevention
 Established Education Sites

Alternate Method -- Apply Styles with the Ribbon

You can also choose styles by selecting the option you want from the Styles group on the Ribbon. First
you must place your cursor in the paragraph to which you want to apply the style. Then you click the
More button in the Styles group to see all of the styles in the currently selected set. As you roll your
cursor over each of the styles listed, Word 2007 provides you with a live preview of how the style will
appear when applied.

1. Select the paragraphs "Emotional Support" through "Parenthood Education" (they are probably
on page two).
2. Click the More button in the Styles group.
3. Locate and click the List Paragraph style. Word applies the List Paragraph style to the paragraphs
you selected.

Change Style Sets

Once you have applied styles, changing to another style set is easy. You simply open the Style
Set gallery. As you move your cursor down the menu, Word 2007 provides you with a live
preview of the effect of applying the style set. To choose a style set, you click it.

EXERCISE 11

Change Style Sets

1. Click Change Styles in the Styles group. A menu appears.

2. Click Style Set. A menu appears. As you move your cursor down the menu Word 2007 provides
you with a live preview of the effect of applying the Style set to your document.
3. Click Formal. Word 2007 reformats all of the paragraphs into the Formal style applying the
appropriate format to each paragraph.

This is the end of Lesson 3. You can save you file and close Word. See Lesson 2 to learn how to
save and close.

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2.5. Adding Bullets and Numbers, Undoing and Redoing, Setting Page Layouts
and Printing Documents

If you have lists of data, you may want to bullet or number them. When using Microsoft Word,
bulleting and numbering are easy. The first part of this lesson teaches you to bullet and
number.

After you have completed your document, you may want to share it with others. One way to
share your document is to print and distribute it. However, before you print you may want to
add page numbers and tell Word such things as the page orientation, the paper size, and the
margin setting you want to use. In this lesson you will learn how to layout and how to print your
documents.

Add Bullets and Numbers

In Microsoft Word, you can easily create bulleted or numbered lists of items. Several bulleting
and numbering styles are available, as shown in the examples. You can select the one you wish
to use.

EXAMPLES: Numbering

EXAMPLES: Bulleting

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EXERCISE 1

Bullets

1. Type the following list as shown:

Apple
Orange
Grape
Mango
Cherry
2. Select the words you just typed.
3. Choose the Home tab.

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 4. In the Paragraph group, click the down arrow next to the Bullets button . The Bullet Library
appears.
5. Click to select the type of bullet you want to use. Word adds bullets to your list.
Note: As you move your cursor over the various bullet styles, Word displays the bullet style
onscreen.

To remove the bulleting:

1. Select the list again.

2. Choose the Home tab.
3. In the Paragraph group, click the down arrow next to the Bullets icon. The Bullet dialog box
appears.
4. Click None. Word removes the bullets from your list.

Numbers

1. Type the following list as shown:

Apple
Orange
Grape

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 Mango
Cherry
2. Select the words you just typed.
3. Choose the Home tab.
4. In the Paragraph group, click the down arrow next to the Numbering button . The
Numbering Library appears.
5. Click to select the type of numbering you want to use. Word numbers your list.
Note: As you move your cursor over the various number styles, Word displays the number style
onscreen.

To remove the numbering:

1. Select the list again.

2. Choose the Home tab.
3. In the Paragraph group, click the down arrow next yo the Numbering icon. The Number dialog
box appears.
4. Click None. Word removes the numbering from your list.

Undo and Redo

You can quickly reverse most commands you execute by using Undo. If you then change your
mind again, and want to reapply a command, you can use Redo.

EXERCISE 2

Undo and Redo

1. Type Undo example.

2. Click the Undo button on the Quick Access menu. The typing disappears.
3. Click the Redo button on the Quick Access menu. The typing reappears.
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 4. Select "Undo example."
5. Press Ctrl+b to bold. Word bolds the text.
6. Press Ctrl+i. Word italicizes the text.
7. Press Ctrl+u Word underlines the text.
8. Click the down arrow next to the Undo icon. You will see the actions you performed listed. To
undo the underline, click Underline; to undo the underline and italic, click Underline Italic; to
undo the underline, italic, and bold click Bold etc.
9. To redo, click the Redo icon several times.

Alternate Method -- Undo & Redo by Using Keys

1. Type Undo example.

2. Press Ctrl+z. The typing disappears.
3. Press Ctrl+y. The typing reappears.
4. Select "Undo example."
5. Press Ctrl+u to underline.
6. Press Ctrl+z. The underline is removed.
7. Press Ctrl+y. The underline reappears.

Set the Orientation

Before you print your document, you may want to change the orientation of your pages. There
are two orientations you can use: portrait and landscape. Paper, such as paper sized 8 1/2 by
11, is longer on one edge than it is on the other. If you print in Portrait, the shortest edge of the
paper becomes the top of the page. Portrait is the default option. If you print Landscape, the
longest edge of the paper becomes the top of the page.

Portrait

Landscape

The exercises that follow use a file named SamplePrint.docx. Right click here to download the
file. Click Save Target As from the menu that appears, and save the linked file to a directory on
your computer. Then open the file.

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EXERCISE 3

Set the Orientation

1. Choose the Page Layout tab.

2. Click Orientation in the Page Setup group. A menu appears.
3. Click Portrait. Word sets your page orientation to Portrait.

Set the Page Size

Paper comes in a variety of sizes. Most business correspondence uses 8 1/2 by 11 paper which
is the default page size in Word. If you are not using 8 1/2 by 11 paper, you can use the Size
option in the Page Setup group of the Page Layout tab to change the Size setting.

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EXERCISE 4

Set the Page Size

1. Choose the Page Layout tab.

2. Click Size in the Page Setup group. A menu appears.
3. Click Letter 8.5 x 11in. Word sets your page size.

Set the Margins

Margins define the amount of white space that appears at the top, bottom, left, and right edges
of your document. The Margin option in the Page Setup group of the Page Layout tab provides
several standard margin sizes from which you can choose.

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EXERCISE 5

Set the Margins

1. Choose the Page Layout tab.

2. Click Margins in the Page Setup group. A menu appears.
3. Click Moderate. Word sets your margins to the Moderate settings.

Add Page Numbers

Page numbers help you keep your document organized and enable readers to find information
quickly. You can add page numbers to the top, bottom, or margins of your pages, and you can
choose where the numbers appear. For example, numbers can appear at the top of the page,
on the left, right, or center of the page. Word also offers several number styles from which you
can choose.

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EXERCISE 6

Add Page Numbers

1. Choose the Insert tab.

2. Click the Page Number button in the Header & Footer group. A menu appears.
3. Click Bottom of Page.
4. Click the right-side option.

Insert Page Breaks

As you learned in Lesson 1, you can display your document in any of five views: Draft, Web
Layout, Print Layout, Full Screen Reading, or Online Layout. In Print Layout view you see your
document as it will appear when you print it. You can clearly see where each page ends and a
new page begins.

As you review your document, you may find that you want to change the point at which a new
page begins. You do this by inserting a page break. For example, if a page heading appears on
one page and the first paragraph under the heading appears on the next page, you may want to
inser a page break before the heading to keep the heading and the first paragraph together.

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EXERCISE 7

Change to Print View

1. Choose the View tab.

2. Click Print Layout in the Document Views group. Your document changes to the Print Layout
view.

Insert Page Breaks

1. Place your cursor before the D in "Displaced Homemakers"

2. Choose the Insert tab.

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 3. Click Page Break. Word places a page break in your document.

To delete a page break, you select the page break and then press the Delete key.

Preview and Print Documents

When you have your margins, tabs, and so on the way you want them, you are ready to print. In
Word, You can preview your document before you print. In the Preview mode, you can review
each page, view multiple pages at the same time, zoom in on a page, and access the Size,
Orientation, and Margin options.

If you press the Zoom button while you are in Preview mode, the Zoom dialog box appears. In
the Zoom dialog box you can set the sizes of the pages that display as well as the number of
pages that display.

When you are ready to print, you use the Print dialog box. In the Print Range area, choose All to
print every page of your document, choose Current Page to print the page you are currently on,
or choose Pages to enter the specific pages you want to print. Type the pages you want to print
in the Pages field. Separate individual pages with commas (1,3, 13); specify a range by using a
dash (4-9).

EXERCISE 8

Print Preview

1. Click the Microsoft Office button. A menu appears.

2. Highlight the Print option. The Preview and Print the Document menu appears.
3. Click Print Preview. The Preview window appears, with your document in the window.
4. Click One Page to view one page at a time. Click Two Pages to view two pages at a time.
5. To view your document in normal size, click 100%.
6. Click the Zoom Button. The Zoom dialog box appears.
7. Select an option and then click OK. Perform this task for each option and note the results.

Note: As you review your document, if you see changes you would like to make to the layout,
use the Margin, Orientation, or Page Size options to make the changes. If you want to make
other types of changes to your document, click the Close Print Preview button, to return to
your document. Once you are satisfied with your document, you are ready to print.

Print

1. Click the Print button. The Print dialog box appears.

2. Click the down arrow next to the Name field and select the printer to which you want to print.
3. Choose All as the page range.
4. Click OK. Word prints your document.

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You have completed Lesson 5. You can save your document and close Word.

2.6. CREATING A TABLE

You can create a Table to enhance the presentation of data, to create side-by-side paragraphs,
and to organize information used in form letters.

Inserting Table
TABLES
To insert a table into your document, place the insertion point where you want to insert the
table. Then, click the INSERT tab on the ribbon and click the drop-down menu on the TABLES
command group. Use the mouse to shade the desired number of columns and rows. Word will
create a table that fills the area inside the margins with the width of the columns adjusting
automatically according to the amount of space available. Click the left mouse button to insert
the table to your document according to your specifications.

EXERCISE: INSERTING A TABLE

1. Scroll to the bottom of the document.
2. Then, click the INSERT tab on the ribbon.
3. Click the drop-down menu on the TABLES command group.
4. Use the mouse to shade 4 columns and 5 rows, and then click the left mouse
button to insert the table.

Moving around Table

VING A ROUND A TABLE
Each block in a table is called a Cell. You can move around a table by using the left, right, up,
and down arrow keys. To move to a specific cell, use your mouse pointer to move to the
specified cell. Or, you can use the [TAB] key to move from cell to cell, from left to right. You
can hold down the [SHIFT] key and press the [TAB] key simultaneously to move from cell to
cell, from right to left.
NTERING TEXT INTO A TABLE
Entering Text into Table

To enter text into a table, simply type the text inside the desired cell. Press the [TAB] key to
move to the next cell.

EXERCISE: ENTERING TEXT INTO A TABLE

1. With the cursor in the first cell, type TYPE OF MORTGAGE. Then, press the
[TAB] key.
2. Type THIS YEAR in the first cell in the second column. Then, press the [TAB] key.
3. Continue until you have entered all of the text shown on the figure below.

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 Type of Mortgage This Year Last Year Recommended
30 conventional 7.0% 7.5% Yes
30 jumbo 7.625% 7.875% Yes
15 conventional 6.875% 7.125% No
15 jumbo 7.25% 7.5% No
Figure 10: Entering Text into a Table

RTING AND DEETING ROWS AND COLUMNS

Inserting and Deleting Rows and Columns

You can easily add additional rows or columns to your existing table.

EXERCISE: INSERTING ADDITIONAL ROWS OR COLUMNS

1. With your cursor inside the table, click the LAYOUT tab from the Table Tools
contextual tab area.
2. From the ROWS & COLUMNS command group, select the appropriate
insertion method; in this case, click INSERT BELOW.
3. Notice a new row has been added beneath the current row.

You can add multiple rows or columns at once by selecting the desired number of rows or
columns to add, and then clicking the desired insertion method.

Note: The simplest way to add a new row at the bottom of the table is to move to the last
column of the last row and press the [TAB] key.

EXERCISE: DELETING A ROW OR COLUMN

1. Use your mouse to select the last column.

2. Then, from the LAYOUT tab, click the DELETE option, , from the ROWS &
COLUMNS command group.
3. Select DELETE COLUMNS.
RESIZING COLUMNS
Resizing Columns
When a table is first created, it evenly distributes the space for each column. You can resize
column widths to best fit the data by clicking inside the table. Then, from the

LAYOUT tab, click the AUTOFIT command, , from the CELL SIZE command group.

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An alternative method is to use the Width Indicator. To use this method, place your cursor
on the line that separates the two columns. This causes the width indicator to appear. Click
and drag with the mouse to adjust the column width either larger or smaller.
Merging Cells
MERGING CELLS
If you want to create a table heading which will span several columns, you can use the Merge
Cells feature to combine the adjacent cells into a single cell.
To merge cells, right-click the mouse button, and choose MERGE CELLS.
Applying a Design Format
NG A DESIGN FORMAT
Microsoft Word 2007 allows you to easily apply borders, shading, special fonts, and color to
your table. All of the pre-bundled formats can be previewed and applied. If none of the options
are exactly right, you can customize the format to meet your needs. Notice that you can see a
live preview of the design format, while hovering above the style with your mouse.

EXERCISE: APPLYING AN AUTOFORMAT DESIGN STYLE

1. Click anywhere inside the table.
2. Click the DESIGN tab from the Table Tools contextual tab area.
3. Hover above the styles in the TABLE STYLES command group to see a
preview.
4. Click the MORE button, , to see all of the design styles.
5. Click to select the desired style.
6. Look at the options in the TABLE STYLE OPTIONS command group. Click the
HEADER ROW option to have the first row stand out from the others.
7. Click the SAVE button, .
8. Click the CLOSE button, , to close the document.

2.7. GETTING HELP

Word’s extensiveHelpfeaturelistthesteps you need to perform to complete specific tasks. It
also provides you with tips and shortcuts for using Microsoft Word

EXERCISE: GETTING HELP

1. Click the HELP button, , in the upper right corner of the window. The Word
Help window will open (Figure 11).
2. Type PRINT PREVIEW into the SEARCH box and press the [ENTER] key.
3. Browse through the various Help documents

4. When finished, click the CLOSE button, , at the top right corner of the Help
window.

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 Chapter Three: Microsoft Excel 2007

3.1. Starting Excel 2007

In the following exercises you will learn some of the necessary steps to create a spreadsheet using
Microsoft Excel 2007. You will learn not only how to type various items into the spreadsheet, but also
how to copy columns, widen columns, fill columns, add, subtract, multiply, divide, do graphics and a
variety of other “things.”

To begin, load the spreadsheet by quickly clicking twice on the Excel 2007
Windows Icon in the Windows Desktop. If you do not see an Excel Icon, click the
Start Button in the lower left corner of the screen, move the cursor up to
Programs, then move to Microsoft Office. Move down to Microsoft Excel 2007
and click.

A spreadsheet is a “number manipulator.” To make the handling of numbers easier, all spreadsheets
are organized into rows and columns. Your initial spreadsheet will look something like the one below:

Notice that the “main” part of the spreadsheet is composed of Rows (Labeled 1, 2, 3, 4, etc.) and
Columns (Labeled A, B, C, D, etc.). There are a lot of rows and columns in a spreadsheet. The
“intersection” of each row and column is called a cell. In the image above the cursor is on the “home”
cell – A1. Notice Row 1 and Column A are “bold,” and colored “orange.” This indicates what is called
the “address of the cell. Notice right above cell A1, that A1 is displayed in a small box called the Name
Box. Whenever you “click” on a cell the address of that cell will be shown in the Name Box.

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If you have used previous versions of Microsoft Excel you will quickly notice that the above image is very
different from what you are used to seeing. In Excel 2007 you will now use Tabs, Ribbons and Groups,
as well as special Tabs/Ribbons. These replace the Menu Bar and Buttons in older versions.

In this module, whenever we indicate that you need to click the

mouse, it will mean to click the left mouse button – unless we indicate
that you should click the RIGHT mouse button. So, always “click left”
unless we tell you otherwise.
Moving Around the Spreadsheet
You can move around the spreadsheet/cells by clicking your mouse on various cells, or by using the up,
down, right and left arrow movement keys on the keyboard. Or, you can move up and down by using
the “elevator” bars on the right and bottom of the spreadsheet. Go ahead and move around the
spreadsheet. Hold down the down arrow key on the
keyboard for a few seconds – then click-on a cell. Notice
how the Name Box always tells you “where you
are.” Now hold down the right arrow key on the keyboard
for a few seconds. Notice how the alphabet changes from
single letters (A, B, C,. …. Z) to several letter combinations (AA, AB, AC). There are hundreds of
columns and thousands of rows in a spreadsheet. Anytime you desire to return to the Home Cell (A1)
simply click-in the Name Box and type-in A1. Then tap the Enter key and you will go to cell A1. You can
go to any cell by this method. Simply type-in a row and column, tap the Enter key, and you’ll go to that
cell.

If you want to go to the last column on the right, hold down the Ctrl key and tap
the right arrow key.

If you want to go to the last row at the bottom, hold down the Ctrl key and
tap the down arrow key.

Now that you have the “feel” of how to move around the Excel spreadsheet, go to the cells as indicated
below and type-in the following:

C1 (Your Name)'s Budget. It should look similar to the image below. Do not tap Enter when you
finish

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Look at cells C1 and D1. Notice how your entry has spilled over from C1 into D1. Sometimes this is a
problem, and sometimes it is not.

Tap the Enter key and then click-on

cell D1 and type-in the word BONZO
and tap the Enter key.

Notice how BONZO now COVERS the right part of your original entry!! Move your cursor over cell C1
and click-on it. Look at the upper part of the spreadsheet, just above the cells where you typed BONZO.
Your name and the word budget are still there! Bonzo only COVERED the portion in cell D1. See the
image and arrows below.

There are several ways to take care of this. For the moment move back to cell D1 and click-on cell D1.
Tap the Delete key (above the arrow movement keys on the keyboard). Notice that Bonzo disappears
and your entire entry reappears. This is one way to expose the entry. We'll look at some others as we
go along.

Now we'll continue entering text and data. We think that creating a simple personal budget would be a
logical way to show you how a spreadsheet “works.” Move to the following cells and type-in the
information indicated. You can click-on each cell and then type-in the entries.

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If you happen to make a mistake simply retype the entries. Later on we'll see how to edit mistakes.
Any time you want to replace something in a cell you can simply retype and the new entry and it will
replace the old one.

Cell Type-in

A3 Income

B4 Parents

B5 Job

B6 Investments

B7 Total

A10 Expenses

B11 Food

B12 Beverages

B13 Parties

B14 Miscellaneous

B15 Total

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Your spreadsheet should now look similar to the image on the right.

At this point you probably noticed, the words "Investments" and "Miscellaneous" run over the spaces
given in the cells. Do not be concerned at this point. We’ll soon fix this.

Now, type the numbers in the cells indicated:

C4 300

C5 50

C6 150

When you type-in the 150, tap Enter.

Your spreadsheet should look like the image on

the right.

Notice, when you enter text that the words line up on the left side of the cells. When you enter
numbers, they line up on the right side. This is because we are using the United States (English) version
of Excel. Other international versions will line up logically for their text and monetary forms.

We would like to place an underline at the bottom of the three figures so that we can indicate a total
below – in cell C7. Point to cell C7 (with the mouse). That's where we want the line -- always move the
cursor to the place where you want to insert a line. With the Arrow on cell C7 tap the RIGHT mouse
button.

A sub-menu with a caption Format Cells

appears.

The RIGHT click will “always bring up” a

menu that is “tailored” to the “place” where you
click. This will work in any Microsoft Windows
product. You can always tell “where” you click the
right mouse button for the cursor arrow will alw ays
be in a corner of the menu that appears – exactly
where you clicked the right mouse button. Select
Format Cells.

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When the Format Cells menu screen (below) appears, select the Border Tab.

Look at the Line Style box on the right

side of the menu screen. There are
several types of lines that you can
choose. Point to the thick single line
in the Style Area (see arrow) and click
the left mouse button. A box will go
around the line. Look at the area
which says Border. Point to the upper
part of the Text box (see arrow) and
click the left mouse button. A thick
black line will appear at the top of the
Text box.

If the thick line does not show-up at

the top of the Text box, click-again at the “top line area in the Text box” and the line will “disappear”.
Then click-on the thick, single line in the Line Style box again and repeat the previous instructions. If,
somehow, you make a mistake, simply click “on and off in the Text line boxes.” You will notice that the
lines appear and disappear. This is called a “toggle” in computer “talk.” So, work at this until you get
the line on the top of the cell. We have indicated that we want a single thick underline at the top of the
cell C7. Point to OK and click the left mouse button.

When you return to the spreadsheet, click somewhere other

than cell C7. This is called “clicking away.” You should now
see a line at the top of cell C7. Sometimes the box highlighting
a cell hides the lines. If you “messed-up”, try again.

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Now type in the numbers in the cells indicated.

C11 30

C12 50

C13 150

C14 70 (After you type 70, tap the Enter key)

Now, underline the top of cell C15 like you did cell C7.

Your spreadsheet should now look like the image on the right.

Widening Columns
You probably noticed, as you typed in the numbers, some of the words were just too wide for the
default cell width (Investments and Miscellaneous). Let's widen column B to take care of this.

Slowly move the mouse arrow to the right

edge of the B cell (between the B and the C).
The cursor will turn into an arrow pointing
right and left with a small vertical line in the
middle (see arrow below). Hold down the left mouse button and move (drag) the line to the right.

As soon as you start to move (drag) the mouse, a dotted vertical

line will go down the spreadsheet and it will move as you hold
down the left button and drag the mouse to the right. Keep

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moving your mouse to the right until you are past the widest word - and a bit more (for some space).
Release the button. The column is widened. Notice, above the two headed arrow cursor, that as you
hold down and drag, it indicates the current width of the column.

Here is another way to widen a column. Point to the B at the top of column B (in
the Gray area) and click the left mouse button (The cell should turn dark blue and
the column light blue.).

Now, keeping the cursor somewhere in

the “blue” area, click the RIGHT Mouse
Button. Notice that a menu with Column
Width… appears. Click-on Column
Width… A new Column Width menu
appears. Type in 15 and click-on OK. This
is another way to widen a column.

Inserting Rows

Oops... a mistake (on purpose). We haven't left enough room at the top of the spreadsheet to insert
some budget months. So... move the cursor to the gray 2 along the left edge (this is the second row) so
we can insert two new rows. Click the left mouse button. You will notice that the whole row goes
light blue and the 2 turn’s dark blue. Make sure the cursor arrow is either on the 2 or somewhere in
the blue row.

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Click the RIGHT mouse button. A drop down menu will appear. Point
to Insert. Click the left button on Insert. Notice how one row was
inserted and how everything below moved down. Do this again to insert
another row. Excel, and all spreadsheets, will remember where
they moved your work and automatically adjust for these
changes. Income should now be in cell A5.

Aligning Cells

Now we'll type some more text. Go to cell

C3 SEPT (Type-in SEPT and tap the Enter key)

Notice how SEPT is automatically left aligned. Logically, since you

are using Excel, the English version, the text is left aligned so that
all of the text entries will line up nicely in the column cells. We
would like to center SEPT in cell C3. Click on cell C3 to “mark” the
cell. One way to center SEPT is to simply click-on the Center
button in the button bar at the top of the screen. Make sure that
you are ON cell C3, then click-on the center button (see image
above right). You’ll notice that SEPT is now centered in cell C3.

Here is another way to center SEPT. Click RIGHT on cell C3.

Then click on Format Cells.

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 When the Format Cells Menu
appears, click-on the –
Alignment Tab and then click-
on -- Horizontal - Center --
Vertical - Center -- then click
OK. Try it.

This is how you can align words

for neatness. You can also point
to several cells you want aligned
and do this. We'll try that next.

Now type the below text in the cells indicated.

D3 OCT

E3 NOV

F3 DEC

G3 MONTHLY TOTALS (tap the Enter key and then widen the width of

Column G)

Next we’ll highlight cells C3 through G3. To do this, point to C3 and click the Left

mouse button. Then, holding down the left mouse button, drag (move) the mouse to the right through
G3 – when the cells are highlighted – take your finger off of the left mouse button.

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Then point to the group of cells and click the
RIGHT mouse button to bring up the
Format Cells menu. Click the Alignment Tab
and choose Center (vertical & horizontal).
Then point to OK and click the left mouse
button. All of the cells will be as centered.
You could also click the Center button as you did before.

Don’t forget to widen Column G and MONTHLY TOTALS. You know what to do. Move the cursor over
the line between cells G and H and drag the line to the right to widen the G column, just like you did a
few minutes ago.

Saving Spreadsheets
We have done quite a bit of work so now is a good time to save your spreadsheet.

If you have used previous versions of Microsoft Office, 2007 Office will be quite different - in many
ways. You’ve already noticed the Tabs and Ribbons, and that there is no File choice in a Menu Bar.
Many “selections” have changed significantly in 2007 Office. This is one of them.

Microsoft Office Button

The Microsoft Office Button has replaced File

in the Menu Bar. In the upper left corner of
your Excel 2007 screen you will see a button
similar to the image on the right. This is the
Microsoft Office Button.

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Click the Microsoft Office Button.

You will now see the Excel 2007

Microsoft Office Button selections.

First, notice that many of the “old”

File-Menu Bar choices are included in
this menu (they are all here – we’ll
show you.)

When we move our cursor over Save

As an expanded menu of Save choices
appear on the right.

Notice that You can save your

spreadsheet in many different
formats.

If you save as Excel Workbook, it will

save your spreadsheet in an .xlsx format. This will save your spreadsheet in an Extensible Markup
Language (XLS) format. This format requires less storage space and makes the spreadsheet more
“shareable” with others. However, folks using previous version may have a problem opening your
spreadsheet (and may have to download a special program to assist them).

Many folks really like to save their files in Portable Document Format (PDF). One of the neat new
features of 2007 Office is the ability to save applications as PDF.

For this introductory Excel tutorial, we’d suggest that you save in the Excel 97-2003 Workbook format.

It’s your choice, so you select the format you desire.

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Notice in the upper left corner that there is
a “box” to the right of Save In: with a down
pointing arrow to the right. Click-on the
arrow. This will show you all of the
“drives” and “folders” where you may save
your work.

When you see the drop-down list in the Save in: area, choose the drive where you want to save your file.
If you are going to use a diskette, put a formatted 3 ½ diskette in the A Drive, then click-on the 3 ½
Floppy (A):. We are going to save our file on the Local Disk (C:) – our hard drive, so we chose that drive
in the image above (see top arrow).

To the right of File name:, delete the information (which is in the box) and type-in MYBUDGET (see
lower left arrow above). This is the name under which you are saving your file. (In the future you will
choose logical names for your spreadsheets as you save them.) Now point to Save and click the left
mouse button (see lower right arrow above).
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Exiting Spreadsheets

Anytime you need to leave your spreadsheet, click the Microsoft

Office Button in the upper left corner of your Excel screen, then
click Exit Excel. If you have not saved your spreadsheet, a
reminder box will appear asking you to do so.

Notice the Excel Options button to the left of Exit Excel. Earlier, we indicated that all of the choices

under File in the Menu Bar are still available using the Microsoft Office Button. Click the Excel Options
button. The Excel Options menu screen (below) will appear. As you can see, all of the choices available
under File in the menu bar are here – as well as many more.
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If you click the Resources selection in the Excel Options menu, you will see some great on-line resources

available to assist you with Excel.

Retrieving Spreadsheets
When you need to return to a spreadsheet, open Excel, as
you did on Page 1. When Excel opens, click the Microsoft
Office Button in the upper left corner of the Excel screen.

When you click the Microsoft Office Button you will see, on the right of the Microsoft Office Button
menu screen your spreadsheets (Recent Documents). Your MYBUDGET should be on the list. Click on
MYBUDGET and your spreadsheet will open.

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If you do not see your spreadsheet, click the Open button and follow the steps you used to save your
spreadsheet– except choose Open.

3.2. Adding Numbers

Next we want to learn how to add numbers. There are several ways to do this. Each method
has its advantages and disadvantages.

Begin by moving your cursor to cell C9, and clicking-on cell C9.
Always move to the cell where you want the answer
to be located.

TYPE-IN METHOD

We want to add the three numbers in cells C6, C7 and C8. To use this method type-in (using the keys
on the keyboard) the following formula in cell C9:

= C6 + C7 + C8

Your spreadsheet should look like the

image to the right as you are typing in this
equation. Note: you don’t have to use
capital (upper case) letters – we only did this because they are easier to “see” in the tutorial.

Now – tap the Enter key. Then, click on

cell C9 again. The total of these cells will
now appear in C9.

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 When you have completed typing your equation, you will see this
formula in the area below the menu bar.

Change the number in cell C6 to 500 (and tap Enter). See how the total AUTOMATICALLY
recalculates!!!

THIS IS THE TRUE POWER OF THE SPEADSHEET !!!

Whenever a number is entered in a cell the entire spreadsheet will

automatically recalculate.

Something happened here. Notice: you typed an (equal sign) = before the cell location. If you had
typed in C6 + C7 + C8, Excel would have thought this entry was a word (text) and this entry would have
shown as you typed it.

Try this if you want. Any time you “create” an error in Excel, you can simply re-type or edit the formula
to correct the error.

The Type in Method is really easy if you have a few numbers and can see their cell locations on the
screen. If you have a lot of cells in the formula, which are on several screens, this is not such a great
method. The next method will work a lot better for numbers “all over the place.”

3.3. Subtraction, Multiplication and Division

You can type a (minus) - for subtraction, (asterisk) * for multiplication, and (slash) / for division. As
you become more skilled we'll, build some effective formulas – using these features.

Point Method

Move to cell C9 again and click-on it. We'll now add the numbers a second way. Tap the Delete
key on the keyboard to delete the current formula.

First, tap the = and then POINT (move) the cursor over cell C6 and tap the LEFT mouse button on cell
C6 (you will see a marquee box go around the cell). Now tap
a + and move cursor to C7, tap the left mouse button, and
tap another + and move the cursor to C8 and tap the left
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mouse button (notice how as you " + and point " the addition formula is being built in cell C9), now tap
Enter. The same formula can be built using the arrow movement keys on the keyboard (except that
you don’t have to click each cell as the cell is marked - when you move with the arrow keys). Notice, as
you are entering the cell addresses, that as you place another + in the formula, that the cursor
“returns” to cell C9. Also notice, as you point to each cell that it is highlighted by a “marquee box.”
This “tells” you what cell you’ve pointed to. Pretty neat!

This method is good when you need to move to numbers that are spread out all over the place. Some
people like it best and use it all the time -- it's your choice.

3.4. Function Method

Move again to cell C9 and Delete the formula by tapping the Delete key.

Now type in the following: =SUM(

[This tells Excel that we are going to

sum some numbers in a RANGE which
will follow the =SUM(]

Notice – a new feature in Excel 2007: As you are typing SUM in cell C9 that a pop-up menu appears
under the cell. What you see are mathematical functions. One of these is SUM. As you become more
comfortable with numbers in Excel, you can select the functions you need without typing in the entire
function. We’ll get into this a bit more later.

There are two ways to put in this range:

Arrow Key and Anchor Method: With the keyboard arrow keys, move the cursor to cell C6. As you
move you will notice that the cell where the cursor is located appears after the =SUM(. When you get
to C6 tap the . (Period) Key. This is called an ANCHOR and holds one end of the RANGE in place. You
will notice that a C6:C6 appears in the formula area under the button bar. This is a one cell range.
Now move, with the arrow keys, to cell C8. See how cells C6, C7 and C8 are highlighted. This indicates
the Range is C6:C8. Excel assumes, logically, that these are the numbers you want to add. Now tap
Enter. The numbers still add, but now the formula reads =SUM(C6:C8) instead of =C6+C7+C8 like it
did before.
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Mouse Method: Move again to cell C9. Delete the formula in cell C9 by tapping the Delete key. Type
in =SUM( as you did before. Point to Cell C6 – with your mouse cursor. Click and hold down the left
mouse button and move/drag the cursor down to Cell C8 (Cells C6, C7 and C8 should be highlighted) –
take your finger off the left mouse button. Tap Enter.

This =SUM Function is a great way to add a lot of numbers, or a block/range of numbers. By simply
anchoring, and using page downs, or using the mouse, you can highlight lots and lots of numbers to add
quickly. However, since it only sums you can't do subtraction, etc.

Point to cell C9 again. Tap the Delete key to remove the formula currently in cell C9. This is a really
important DELETE, since what we’ll explain below won’t work correctly if you do not delete the formula
in cell C9.

Functions

There are a number of formulas built into

Excel, like Sum. These formulas are called
Functions.

Another new feature of Excel 2007 –

Tabs/Ribbons. Look at the top of your
Excel screen and click on the Formulas
Tab. The Formulas Ribbon will display.

On the left of the Formulas Tab/Ribbon is an Insert Function button. Click the Insert Function button.

The Insert Function menu screen will appear

(image at right).

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 Let’s work with the Insert Function
menu screen. Click the small down
arrow to the right of Or select a
category: (see arrow at left).

In the drop down menu that appears

you can see that there are all kinds of
formulas (functions) that come with
Excel spreadsheet (e.g. statistical,
mathematical, financial, etc.). Instead of
having to go to math, financial, or
statistical tables in a book, you can enter
data from your spreadsheet into the
formulas and receive answers.

This is a really great, timesaving feature. We’ll now show you how to use the Help features of Excel
2007 to work with, and understand, these functions.

Click All in the drop down menu.

The Select a function menu will look like the image below.

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Look at all the functions (formulas)! We’ll just go through how to use the addition formula (SUM) in this
tutorial. If you need these formulas in the future, you’ll know they’re here.

Use the elevator bar on the right side of the Select a function menu screen to move down the list until
you see SUM. Click SUM.

Then click OK.

Remember, you clicked-on Cell C9 – which was “empty” because you deleted the formula in that cell.

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When you clicked OK, the Function Arguments menu screen (above) appeared. If you look at the top
of the screen in the SUM area, you’ll see that Excel 2007 has “guessed” that you desire to add the
numbers above cell C9 – where you clicked in your spreadsheet. Smart Excel! Notice that it indicates
that cells C6:C8 will be added (sum cells C6 through C8 – the colon (:) means “through.” It also indicates
the numbers in cells C6, C7 and C8 and gives you the sum {300;50;150} = 500 (right arrow above).

But it’s a little unclear how Excel did this. The Help on this Excel Function is excellent. So, to see how
this SUM equation works, we’ll go to Help. To do this, click Help on this function in the lower left corner
of the screen (see lower left arrow above).

You will see a Microsoft Office Excel Help window appear (similar to the one above) that will show you
how to use this SUM function (or any function).

One of the really neat things about these Help windows is that there are examples for each function.
We moved down the SUM help screen using the elevator bar on the right of the help screen. The
bottom of the screen looks like the image below. Spend a few minutes looking at the SUM Help
window and notice all of the features.

The bottom of the

SUM help screen
looks like the image
on the left. Notice
that it gives you
examples from a
small spreadsheet
that has data in cells
A1 through A6. It
uses these numbers
in the examples at

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the bottom of the help screen.

When you have reviewed all of the help you care to see, carefully click the X at the upper right corner of
the Microsoft Office Excel Help blue bar to close the Microsoft Excel Help window. If you accidentally
close the spreadsheet, simply reply yes to Save, and then re-open the spreadsheet .

The Function
Arguments
menu screen
will still be on
the screen.

As you can see, in the area to the right of Number 1, the “Wizard” has “guessed” that you want to add
the numbers in the range C6 to C8 - (C6:C8). Now that you are becoming skilled with Excel, we’ll try
something special. Carefully, point to some “plain part,” in the gray area above. Click and hold down
the left mouse button, and drag the above SUM box “away” so that you can see your numbers in C

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column cells. When you have done this, release the mouse button. Now click-on the “small box” on
the right edge of the Number 1 area (see arrow above). It has a little red arrow in it.

The below Function Arguments window will appear.

Highlight cells C6 to C8 in the spreadsheet (click-on C6, hold down the left mouse button, and drag
until the three cells are highlighted). A “marquee” will begin to flash around the cells, indicating they
are highlighted (left arrow above). The Function Arguments area will appear as above. Now click the
small button on the right of the cell (see right arrow above). The numbers will show in the area to the
right of Number 1. Click OK at the bottom of the Function Arguments menu screen. You’ll see that the
SUM formula [=SUM(C6:C8)] shows in the formula area at the top of the screen. This is a really handy
method to highlight a “group” of numbers you want to add.

AutoSum METHOD - ∑

Since we add numbers more than any other

operation in spreadsheets, Excel spreadsheet has
an additional feature - Auto Sum. Move to cell C9
again and tap the Delete key to erase your last
formula.

You should still be on the Formulas Tab/Ribbon.

Notice ∑ Auto Sum button. Click the AutoSum
button.

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 An image similar to the one on the left will
appear.

Click ∑ Sum.

WOW !! Automatic addition!! Notice that the cells, you’d

logically desire to add, have a marquee around them and
that the SUM function is displayed in cell C9. You’ll need to
confirm that this is the correct formula. So, tap the Enter
key, and the SUM function will now be set in cell C9. Any
time you want to add using this method just click-on the cell
where you desire the total to be and click ∑ Sum.

This would be a good time to save your work.

PERIODICALLY SAVE AND REPLACE YOUR WORK IN CASE YOU LOOSE POWER TO YOUR COMPUTER

Now move to cell C17 and add the total Expenses in cells C13
to C16 - using each of the four methods.

While you are in cell C17, go ahead and place a line at the top of cell C17 using the format cells – border
method that you already learned.

Subtraction

In cell A19 type-in Net Income. Next, adjust the width of column A

Click-on cell C19.

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In cell C19 we want to subtract ( - ) the amount in for Expenses in cell C17 from the amount for Income
in cell C9. This can be accomplished by using either the Type-In Method or Point Method. Go ahead
and do this. Don’t forget to tap the Enter key to confirm your formula.

The formula should look like =C9-C17

More Cell Formatting

We want our numbers to look better. To do this we'll include dollar signs and decimal points in our
numbers. This is done by using the mouse. Point to cell C6, hold down the left mouse button and drag
(move) down slowly to highlight cells C6 through C19. Your screen should look like the image below.

Now point anywhere in the highlighted area and

click the RIGHT mouse button. A pop-up menu will
appear. Click-on Format Cells (like you have done
before).

Your Format Cells menu screen will appear – similar to the image at the top of the next page.

Click-on the Number “Tab” at the top of the Format Cells menu screen. Point to Currency and click-on
Currency.

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Notice several things. The right side shows the number of decimal places. The 2 is the default for
cents. We'll use 2. Notice above the Decimal Places that there is a sample of what our number will
look like. At the lower right it shows how negative numbers can appear, depending on your choice.
When a negative number is calculated, it will appear with your choice. Now click-on OK. All the
numbers now have $. If you have large numbers that are "too wide" for the current column width you
will see some ######## in the cells where these numbers are located. If this occurs in your
spreadsheet, go ahead and widen the columns as you did previously.

Your spreadsheet numbers should now look like the

one on the left.

Division
Now move to cell A21 and type in the word Percent.
We're going to calculate a fun percentage to show
you how division works and give you some more practice with numbers.
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Now move to cell C21. Using either the Type-In Method or the Point Method, divide ( / ) the amount
for Income in cell C9 by the amount for Expenses in cell C17.

[The formula should look like =C9/C17]

This will give you a horrid number so why not put a percent symbol with it. Now we’ll repeat what we
did above to format our $$$$ (Currency).

3.5. Percentages
Point to cell C21 and click the RIGHT mouse button. Point to Format Cells, then click the Number tab,
then click-on Percentage. Select zero ( O ) Decimal Places. Click OK.

Ta Da !!! A %.
Your spreadsheet should look similar to the image below.

Copying

We could repeat what we did to this point and fill

in the Income and Expenses for each of the
remaining columns (months). There is a simpler
way to do this. Assuming our income and expense
amounts are about the same, throughout the
months, we want to copy the amounts in Column C
to Columns D, E and F. This will require TWO
“steps.”

First: Move your cursor to cell C6. We'll highlight

what we want to copy; second, we'll tell the
spreadsheet where we want to place what we've
copied. So, point to C6, hold down the left mouse
button and drag (move) down the column until
cells C6 through C21 are high-lighted. Your
highlighted area should look like the one on the left.

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 Click the Home Tab then click the Copy
button.

You will notice that once again, when you highlight an area, a marquee of running lights moves around
the copy area. So, you’ll know you highlighted the correct area (image on right).

Now we'll tell Excel where to copy the data. Point to cell D6, click and hold down the left mouse
button and drag down and to the right to cell F21 (This will highlight three columns -- OCT, NOV,
DEC -- to copy to.). When you have finished your highlighting, your screen should look like the image
below.

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Make sure you are still on the Home Tab and click the Paste button. Wow !' All those numbers and
dollar signs and formulas - EVERYTHING - was copied in a flash!! That sure saved us a lot of time.

Your spreadsheet should look

similar to the image on the right.

Click on a cell away from the area where the numbers are located. This will “turn-off” the highlight.
Tap the Esc key and the marquee will also disappear.

Change a few numbers in each of the months in both the income and expense areas to see
how the spreadsheet works.

Notice how all of the formulas, totals, and percentages change –

AUTOMATICALLY!!! This is the POWER of a spreadsheet!!!!

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(This will make the graphs we’ll create more realistic when we create them later in the tutorial.)

Our spreadsheet now looks

like the image on the right.

This would be a great time to Save again.

Now for something to do on your own.

Entering formulas in the Monthly Totals Column

Click cell G6 (under the title Monthly Totals). Choose one of the formulas you learned earlier to
add the four monthly amounts in the Parents row. Use any of the four methods you desire.
Your spreadsheet should look similar to the image below:

147
After you have added the four columns in cell G6, you’ll copy
the formula in cell G6 to cells G7 through G19. Click on cell G6
and follow the Copy process you did previously.

Next, click on cell G7, hold down the left mouse button, and
drag down through cell G19. Your spreadsheet should look like
the one to the right.

Now follow the Paste process you used previously to paste the
formula from cell G6 to cells G7 through G19.

After you Paste your formula, you will see some "stuff
(zeroes)" in cells G10, 11, 12, and 18. This is because there
was "nothing there" to add. So, go in and “clean-up” these
cells by deleting the zeros in these cells.

Go to cells G9 and G17 and underline.

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Copying the Percentage Formula

Notice that we didn’t copy the percentage formula when we did the last
copying process. If we had copied a SUM formula, it would have added the
four percentages. We don’t want the sum of the percentages. We want a
percentage of only applies to the overall Monthly Totals. So, we need to
copy the percentage formula separately. Click on cell F21, copy the
percentage formula in cell F21 to cell G21. This is the average percentage
that Income is greater than Expenses.

Now put a $ in cells G6 through G19, and a % in G21. Your spreadsheet

column G should look something like the image on the right

This would be a great time to Save again.

Absoluting (and multiplication)

There are times, when we are working with a spreadsheet, that we do not want a cell to "roll" to
the next column when we use the copy feature of the spreadsheet – like it did in our last copying
exercise. To stop the cells from “rolling” we utilize something called absoluting. The following is an
illustration of absoluting.

Go to cell A23 and type-in Number. Go to cell A25 and type-in Result.

Go to cell C23 and type in the number 2 – then tap the Enter key.
We'll now create a formula to multiply our number times Net Income. You may use either the Type-in
or Point method. Go to cell C25, and type-in a formula to multiply cell C23 times cell C19.

The formula should look like: =C23*C19

The result in C25 should be two times the net income in cell C19.

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Now copy the formula in cell C25 to cells D25, E25, F25 and G25. Your row 25 should look similar to the

one below.

Uh Oh!!! Where did all of those "0's" come from?

Point to each of the cells D25, E25, F25 and G25. Notice, as you click on each cell, and look at the
screen, how C23 (the cell with the 2) "rolled" and became D23, E23, F23 and G23 ( which are blank
- this caused the "0's"). A blank times a number is a “0.”We want the 2 to be in each formula and not
to "roll".

To do this we utilize something called Absoluting or Anchoring.

Go back to cell C25. Now we'll enter the formula again, but a little differently (to anchor
the 2).

Type-in a =C23 (or you could type = and point to C23). NOW, tap the F4 function key.
Notice, in cell C25 and the Edit bar at the top of the screen, that the =C23 changes to: $C$23.
(This tells you that cell C23 is absoluted or anchored. The "$'s" indicate the absoluting.) Now finish the
formula by typing in or pointing *C17 as before. Tap Enter.

The formula in cell C25 should look like: =$C$23*C19

Now copy the formula in cell C25 to cells D25, E25, F25 and G25 again. Your row 25 should look similar
to the image below.

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The numbers should now be correct. Point to cells D25, E25, F25 and G25 (like you did before). You will
notice the "$'s" have copied the =$C$23 to each cell (absoluting) and the Net Income figures (Cells D19,
E19, F19 and G19 have “rolled” as they should. Absoluting is something you should know and
understand.

Pause and reflect -- Look at all you have accomplished. If you want go in and change some
more numbers or change the income and expense titles to something you feel is more fun or
appropriate, please do so.

This would be a great time to Save again.

The next important lesson is to learn how to print. This done with a few easy steps.

3.6. Printing
First, click cell A1.

All of the Windows spreadsheets try to figure out what you want to print. Sometimes they're right,

sometimes they're wrong. So........

The most important thing with printing is to tell the printer what to print.
Unlike a word processor, you may need to highlight what you want to print. For the moment, we’ll
assume that Excel 2007 will “guess” correctly, and that you have not “clicked” somewhere that will
cause a problem. If you do have problems, which we’ll know in a second, we’ll show you how to take
care of the problem - a bit later.

It's usually a good idea to see what our printout will look like – before you print it. First, we’ll use a
Print Preview to “see” what our spreadsheet looks like.

151
Click the Microsoft Office Button.

When the menu screen appears, move your cursor over Print and then click the Print Preview choice.

At the top of the Print Preview screen

you will see the Print Preview Tab.

We’ll these buttons to assist us with

our printing.

Notice: the Next and Previous buttons are not highlighted – they are just gray. This means that the
buttons are not “active.” This indicates that we are OK with our spreadsheet – it is all on one page. If
we saw that the Next button was active, this would mean that there are other pages to our spreadsheet.
If you’ll look at the lower left corner of the Print Preview screen you’ll see: Preview: Page 1 of 1.
This confirms that our spreadsheet is on one page. If you do not see this “combination,” we’ll show
you how to take care of it later.

If you do see this combination, click the Print button. Then, Click-on OK
in the Print menu screen that appears.

152
Label (write on) this printout: Default Spreadsheet Printout.

A picture, of what the printout will look like, appears below.

The “image” above should also look similar to your spreadsheet.

If you move your cursor over the spreadsheet, you’ll notice that the cursor
changes from an arrow to a tiny magnifying glass. If you click the left mouse
button, your magnifying glass will “zoom-in” on the exact spot where the
magnifying glass is located. If you click-again, it will zoom-out. Try this a couple
of time. It is a really handy feature.

Now click the Page Setup button on the Print Preview

Tab.

153
The Page Setup menu screen at the top of the next page will appear.

Notice that the Page Setup menu screen indicates that you are in Portrait view. Now we’ll enhance the
spreadsheet to make it a bit more presentable. In the Orientation area click-in the small circle to the
left of Landscape (see arrow above). The spreadsheet will now print on the page as indicated. Next, in
the Scaling area, click-in the box to the left of % normal size. Using either the “up/down” arrows, or by
typing in the information, change the size to 125. Then click OK.

Your spreadsheet will now be larger and fill the paper more appropriately. Click-on Print and when this
spreadsheet comes out of the printer label it: Landscape – enlarged to 125 %.

Go ahead and adjust the “size” of your spreadsheet so that it becomes too large to fit on a single page.
Set the Scaling to 200 and click OK. When you return to the Preview screen, the Next and Previous
buttons at the top left will now be active, and you’ll see 1 of 3 or 4 pages in the lower left corner of the
screen. Go ahead and click the Next and Previous buttons to get a “feel” for the “size” of your
154
spreadsheet. If you click-on Print (please don’t do it), you’ll get these 3 or 4 pages. If you made a
mistake when you created the spreadsheet, you might see that you have 58 (or some big number of)
pages in your spreadsheet!

Now, click-in the small circle to the left of Fit to 1 page(s) wide by 1 tall in the Scaling area and make
sure that 1 page is set. Excel 2007 will now return your spreadsheet to one page. Try other things here.
Work with the Margins, Header/ Footer, and Sheet tabs at the top of the Page Setup menu screen. Any
time you desire to print, go ahead and do so. This will give you a feel for how the spreadsheets will
print. When you are finished, simply click OK or Cancel and you will return to your spreadsheet.

Many people ask how to center a spreadsheet on the page. This feature is located on the Margins Tab
at the bottom left of the Margins screen.

Many users also ask how to place gridlines and show the row and column headings (A, B, C and 1, 2, 3)
in their spreadsheet printouts. This feature is located on the Sheet tab in the Page Setup menu screen.

When you are finished working with Print Preview, click the Close Print Preview button. When you
return to your spreadsheet you will see “dashed lines” around your data. Print Preview added these to
assist you in knowing where the “edges” of your printed data will be on paper. We’ll show you a nice
new feature that assists even more in a minute.

Cure for the problem – if you have too many spreadsheet pages.

Click cell A1 and highlight your spreadsheet

down through cell G25.

After you’ve highlighted A1 through G25,

click the Microsoft Office Button and then
click Print. In the Preview and print the
document area (on the right) click Print

155
A Print menu screen will appear.

In the lower left corner of the Print menu screen you will see an area
that looks like the image on the right. Click-in the small circle to the left
of Selection. This indicates to Excel that you only want to print the area
you’ve highlighted. Click OK. Only the section that you’ve highlighted
will print. You can still modify your spreadsheet if you desire. Once
you’ve clicked Selection, you may click-on the Preview button to see a
preview of your highlighted area. Follow the instructions above to
modify as you desire.

Page Layout View

Now that you have a “feel” for printing your spreadsheets, we’ll look at a neat new feature in Excel
2007 – Page Layout View. In the lower right corner of your Excel screen you’ll see the Excel 2007
Toolbar.

Page Layout View Zoom

The Excel View Toolbar looks Normal View Page Break View
similar to the image on the right.

156
You are currently in Normal View. Look at your screen and then click the Page Layout button (as shown
above) on the Excel View Toolbar. Your Excel screen should look similar to the image below. Wow!
Your screen now has all the settings you entered in Print Preview. Notice the Rulers at the top and on
the left – just like Microsoft Word! So you now have a very accurate Print Preview as you are working.

Spend a few minutes using the Elevator Bars on the Right side and Bottom of your Excel spreadsheet to
move up and down and left to right. As you move you’ll see the Page Breaks and Pages as they’ll Print!

157
Headers and Footers
Look at the top of your spreadsheet and you’ll also see an area which indicates: Click to add header.

If you desire a Header (or Footer) on each spreadsheet page, you can now create them in this view!
Notice (above) we’ve moved our cursor over the center Header area (the Footer area is at the bottom
of the page). When we did it turned light blue. If you move your cursor over the left and right Header
areas, you will see that they’ll turn blue as well. If you then click on one of these areas you’ll see a
Header & Footer Tools Tab – with a Design Tab below. In the Design Ribbon you’ll see that this
Tab/Ribbon is “tailored” to work with creating your Headers and Footers. This is one of the great new
features in 2007 Office and Excel.

Go ahead and experiment as you desire. This new feature really makes working with Headers and
Footers really easy.

158
Print Preview Button in Quick Access Toolbar
Since you’ll be using the Print Preview feature frequently, it would be nice to have a button in the Excel
Quick Access Toolbar, so you won’t have to do all that “clicking.”

To add a Print Preview button click the

Microsoft Office Button - like we did to open
our Print Preview..

When the menu screen appears, move your

cursor over Print and then move the

cursor over the Print Preview choice.

When the Print Preview selection

“turns orange,” click the RIGHT
mouse button and a pop-up menu will
appear.

Move your cursor over the Add to Quick Access Toolbar selection and click the left mouse button.

As soon as you “click” you’ll see your Print Preview

button added to the Excel Quick Access Toolbar!
Now, anytime you desire to Print Preview your
spreadsheet, all you’ll have to do is click the Quick
Access Print Preview button.

As you see other buttons you would like to add to your Excel Quick Access Toolbar, simply follow the instructions
above.
159
 Chapter Four: Creating a Database using Access 2007

4.1. Starting Access 2007

Double click on the Access 2007 icon on the Windows desktop (see right),
or click-on the Start button in the lower left corner of the screen, then
click-on Programs, and then click-on Microsoft Access 2007.

The Getting Started with Microsoft Office Access screen will appear (image below).

For previous Access users: The above menu screen is new

in Access 2007. Take a few minutes to peruse this screen.
You will notice that (on the top left of the screen) that the

160
“old” Access Templates (already created databases) are still available.

4.2. Creating an Access 2007 Database

This tutorial will assist you in creating a database that includes the features most often used in
databases. Once you gain skill with the database you create, you will be able to use and
understand the already created Microsoft Access databases mentioned on the last page.

We’ll begin with a Blank Database and increase our database knowledge with each step.

Look at the center of your Access screen. You

will see – Getting Started with Microsoft
Office Access. Below the title you will see a
Blank Database button.

Click the Blank Database button.

As soon as you click the Blank Database button,
the right side of your Access screen will change
and look like the image on the left.

Saving your work

One of the unique things about Access database

is that it requires you to save your database as
soon as you enter the program.

You can save your work on a floppy diskette in

the A: Drive, on a USB key/Flash Drive or on
your C: Hard Disk, or in some other drive. Please
save to one of these areas and substitute your
Drive in the instructions.

To choose the Drive, on which you will save

your Access database, click the small folder to
the right of File Name:

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A New File Database menu screen similar to the one below will appear when you click the
folder.

In the upper left corner of the File New Database menu screen that appears, you will see a
Save in: area (see upper left arrow above). Click-on the small down arrow on the right and it
will show you the various disk drives available on which you can save (see right upper arrow
above). Point to the drive on which you want to save your database, and click-on it. If you
choose the 3½ Floppy (A:), make sure you have a formatted disk in the A drive. If you choose
the C: drive, choose the folder in which you want to save by double clicking on the folder. Your
selection should now appear in the Save in: area

Next click-in the area to the right of File Name: Delete any text that is entered in the area and
then type-in the word PERSON as shown at the bottom of the above image (see lower left
arrow).

Now click-on the OK button or tap the Enter key (see lower right arrow on last page).

162
You will now return to the Getting Started with
Microsoft Office Access screen. On the right side
of the screen you will see your database File Name
and below it, the Drive on which you will create
your database.

Click the Create button.

4.3. Creating a Table

When you click the Create button your Access 2007 screen will change to the image below.
This is the “new look” in 2007 Office. You will now see Tabs and Ribbons that automatically
appear for the area in Access on which you’re working. Instead of a Menu Bar and drop down
selections, you’ll now see these new features.
Tabs

Ribbon

Groups

When we clicked the Create button Access assumed we desired to create – within our Person
database – another database – which is called a Table. You’ll notice that at the top of the
above image that the Table Tools and Datasheet Tabs appeared to assist you. The Ribbon
below these Tabs is composed of Groups of selections you’ll use to assist you as you create your
Table. We’ll be working with these Tabs/Ribbons throughout this tutorial.

In the lower portion of the above image you’ll see selections that indicate we
are creating a new Table.

On the left of the Table Tools-Datasheet Tab/Ribbon you’ll see a View button.
Click the View button.

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 When you click the View button the image on the left will appear.
Since we want to create or design a new Table, we’ll click the
Design View selection.

A Save As menu screen will appear similar to the

image on the right. Type personnel in the Table
Name: area and then click the OK button.

Your Access 2007 screen will now change again – to the image below.

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We’ve enlarged the upper left corner of this image below.

Notice (in the image above) that our Table Tools Tab still appears. However, because we are
now in the Design process, the lower Tab/Ribbon has changed to Design – to assist us with
designing our Table.

In the image on the last page you will

notice that the Primary Key button is
“orange” and, in our Personnel Table, that
it is also “orange” – with a little key to the
left of ID.

In database language this is called “keying.”

Keying, or indexing, is somewhat advanced. You can get a good description by searching in
Help for Keying or Primary Key.

To “turn off” the Primary Key, click the Primary Key button. You’ll notice that they Primary Key
button is no longer “orange” and the little key is gone from the left of ID.

If the Personnel Table image does not “fill” the screen, click-on the
small square between the “minus and the X” in the upper right
hand corner of the screen (see arrow and image on right). This will
Maximize the screen.
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Notice, under the Blue Bar at the top of the Design screen there are (3) things: Field name,
Data Type, and Description

And, in the lower half of the window; Field Properties.

We’ll be creating the Field Names that make up a database. This is similar to creating a blank
personnel form (on paper) that will be "filled-in" for each employee (Name, Address, Phone
Number, etc.). The areas that will be filled in are called Fields in a database. When you fill in
all of the fields for a person, the individual "forms" are called records in a database. There will
be a record, or form, for each employee. All the forms, together, make up a Table (database).

So let’s create a personnel database.

Significant Note: When creating a database it is always best to “break down” a field into its
“smallest parts.” For example – Name would break down into First Name, and Last Name (you
could also have Middle Initial, Title, etc.) Address would break down into Street Address, City,
State, and Zip (you could also have Apartment Number, etc). Because we are working in Access
2007 it will be very simple to “put the fields back together” with a few mouse clicks when we
need to do this. Trust us. This will save you a lot of time later on.

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Look at the image on the right. Click-in
the area or space under Field Name
and type-in Last Name (to replace
ID). Tap Enter or click-in the area to
the right under Data Type. The cursor
now moves to the right under Data
Type. Click the down arrow under
Data Type on right (see arrow on right).
Your design screen should look like the
one on the right.

Now we’ll talk about Data Types.

4.3.1. Data Type

Text You may type in any alphabetical/numerical data that you desire - up to a
maximum of 255 characters. As indicated, this is a text field, so you can't do
mathematical calculations. Examples of Text data are: names, addresses, stock
numbers, room numbers, zip codes, etc.

Memo This field is for lots of text. You can have up to 32,000 characters.

Number This field is for numbers where you want to add, subtract, multiply, divide,
average, and do numerical calculations. This field can be a very large size, so
when we get to Field Properties, we'll talk about "sizing" this field so it doesn't
take up to much "space" in storage.

Date/Time Dates and Times. You may format these later, as you may desire.

Currency Dollars ($). You may format these later, as you may desire.

AutoNumber This field is an "automatic" counter that assigns a number each time you
put data into a new field.

Yes/No This is a "True/False" or "Yes/No" type of field.

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OLE Object This means "Object Link Embedding" which indicates you can insert a graphic,
picture, sound, etc. Pretty neat to put a photograph in a personnel record or a
picture of an inventory item in the stock record (advanced stuff).

We'll leave Last Name as a Text Data Type. To the right under Description you may make
any remarks you feel are appropriate to someone who may want to know how/why you
designed the field as you did.

Now notice in the lower part of the screen, under Field Properties, that a box appeared when
you selected the Text Data Type. This box is "tailored" to the Text Data Type that you selected
above. Your Field Properties should look like the one below when you finish doing the steps
indicated below.

4.3.2. Field Properties

Click-in each area (to the right of the words) as you read about it below

Field Size Is currently set to 255 characters. That's pretty large for a name. So, click-

in this area and change the number to 25 (you can make this larger or smaller
later if you have to).

Format Now click-in the Format Area. Next tap the F1 function key to activate Help.

Since you are in the Format area, Help will be "tailored to" this area. When the
Help Window appears, click Format Property.

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Now click Text and Memo Data Types. Notice that there are several choices to make your
characters upper or lower case. This gives you an idea of some formats. We'll use one later.
Now click-on the “X” in the upper right corner of the Microsoft Access Help – Format Property
Window to close it.

Input Mask We'll come back to this feature later.

Caption Look at the Light Blue Help area to the right. It explains about Caption.

Default Value We'll come back to this feature later.

Validation Rule We'll come back to this feature later.

Validation Text We'll come back to this feature later.

Required Look at the Light Blue Help area to the right.

Allow Zero Length Look at the Light Blue Help area to the right.

Indexed Look at the Light Blue Help area to the right.

Unicode Compression Look at the Light Blue Help area to the right.

IME Mode Look at the Light Blue Help area to the right.

IME Sentence Mode Look at the Light Blue Help area to the right.

Smart Tags Look at the Light Blue Help area to the right.

Now we’ll repeat this process and create different Field Names and Data Types. Type-in the
Field Names as indicated below and set them to the Data Types and Sizes indicated. Start
each new Field Name and Data Type - below the previous field (see example below)

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Field Name Data Type Size

Last name Text 25 (Already Completed)

First name Text 20

Social Security # Text 15

We'll use an Input Mask for our Social Security Number. Click-in the Input Mask area in the
Field Properties area at the bottom of the screen (see left arrow below).

Notice the three "dots" (...) in a box on the right. Click-on the three dots (see right arrow
above). An Input Mask Wizard will appear: "Must Save Table First. Save Now?".

Click-on Yes.

A Save As Window may now appear. If it

does, type-in Personnel in the area under
Table Name:, and click-on OK.

The Input Mask Wizard will show you some Sample Masks (you may scroll up/down to view
them). We'll use Social
Security Number, so click-on it.
Your screen should look like
the one below.

Now click-on Next at the

bottom of the Input Mask
Wizard screen.

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You will now see a default number of 000-00-0000 using dashes (-) between the numbers. You
can use anything you want.

We'll leave it as is, so click-on Next> again (at the bottom of the Input Mask Wizard screen).

On this Input Mask Wizard screen you’ll see two choices. Click-in the little circle to the left of
With symbols in the mask, like this:. Sometimes, when we use Access data as a part of mail
merges or in labels, if we don’t save the dashes, they won’t appear in our document. So, it
always a good idea to save dashes.

Click-on Next> again.

Now click-on Finish.

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You will see some “special” numbers written in the Input Mask area for Social Security #.
When you begin to enter data in this field, you’ll see how this works. Your Field Properties area
should look like the image below.

Now continue entering the following information in the Field Name and Data Type areas as we
did above.

Street address Text 25

City Text 20

State Text 2
Here we'll use a Format. First make the Field Size 2 then click-in the area to the right of
Format.

A down pointing arrow, like the one above (see arrow), will appear on the right side of the
Format area. If you click-on the arrow, the area will appear blank (that's because we haven't
entered a Format). Tap the F1 key in the row of Function Keys at the top of the keyboard. A
Help menu screen “tailored” to Format will appear )like the one below).

Since you are in the Format area, Help will be "tailored to" this area. When the Help Window

appears, click Format Property.

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 Since we are working with a Text Data
Type, click-on Text and Memo Data Types
(see arrow below).

Notice that a > will change any alphabetic character you type into all upper case letters. Now
point and click the “X” in the upper right hand corner of the Format Help Screen (notice that
the Help Window closes "automatically").

Now type a > in the Format area. Your Field Properties area should look like the one below.

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Continue entering the following information in the Field Name and Data Type areas as we did
above.

Zip Text 5

Gender Text 1

Insert a > in the Format area to make all gender entries become upper case (capitals - like
you just did for State).

Favorite Number Number (Note: this is the first Number field)

Here we'll learn about Numbers, the Validation Rule and Validation Text. We'll limit the
person's favorite number to a number between 1 and 999. Leave the Field Size set to Long
Integer.

Now click-in the area to the right of Decimal Places. It currently indicates Auto. When you
click, you will see a little down arrow on the right side of the area. Click-on the little arrow.
Select “0.” This indicates that decimal places are not allowed in the Favorite Number.

Next, click-in the Validation Rule area. We'll "build" a mathematical expression that will only
allow numbers from 1 to 999. Type in the following expression (in the area to the right of
Validation Rule):

> 0 and < 1000

This tells Access that the number entered must be between 1 and 999.

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You’ll notice that when you click-in the Validation Rule area that three periods (…) appear just
like they did in Input Mask. If you want to click-on the three periods they will bring up an
Expression Builder which you can use to create the mathematical formula above. Please note
that frequently, if you are really not great at math, the Expression Builder can cause problems.
Sometimes, the Expression Builder will “insert” an <<expr>> in the formula. If it does this,
delete the <<expr>>. This will confuse Access, and will frequently cause the program to “stop”
until you remove <<expr>>. So, if you want to look at Expression Builder, please do so. But –
be careful.

If someone does not enter a number correctly, an error message will appear. Now we'll create
an appropriate error message. Click-in the Validation Text area and type-in:

Favorite Number must be between 1 and 999.

When you finish all of the above, your Field Properties should look like the one below.

Continue entering the following information in the Field Name and Data Type areas as we did
above.

Date hired Date/Time

In Format area click the small down arrow on the right side of the Format area and
choose Short Date. In the Input Mask area click the three dots (...), Save the table,
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and choose Short Date again, click Next>, click Next> again, then click Finish. (This will insert a
/ between the day, month, year).

Your Field Properties should look like the image below.

Salary Currency
In the Decimal Places Field Properties area click-on the small down arrow on the
right side and select 0 – this indicates “no cents.” Type a 0 (zero) in the area to the
right of Default Value. This will indicate 0 income if no Salary figure is entered. Your Field
Properties screen should look like the image below.

Application Received Yes/No

We’ll make this a “Yes/No” or “check box” field. When we begin entering data in the
database, you’ll see how this “box” works.

Now that we have created our Person Database and Personnel Table it would be a good time to
Save the last few changes.

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Microsoft Office Button

The Microsoft Office Button has

replaced File in the Menu Bar. In the
upper left corner of your Access 2007
screen you will see a button similar to
the image on the right. This is the
Microsoft Office Button.

Click the Microsoft Office Button.

You will now see the Access 2007

Microsoft Office Button selections.

First, notice that many of the “old” File-

Menu Bar choices are included in this
menu (they are all here – we’ll show
you).

Since we Saved our database at the

beginning of the tutorial, we only have
to click the Save choice.

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Quick Access Toolbar
You could also click the small diskette in the Quick
Access Toolbar in the upper left corner of your Access
screen.

4.4. Entering data in the database

At this point you will still be in the Design view. To enter data into
your Table you will need to be in a Datasheet View. In the upper left
corner of your screen (under the Home Tab) you will see that the
first button on the left that has a small sheet of paper (see arrow
on the right) – the View button. Point to this button with the
mouse and pause, you will see a "Tool Tip" that indicates that this
button is the View Button. This is logical because you have been
designing your table and now want to view the data that you will enter in your Table
(database). If you are familiar with spreadsheets it looks like a tiny version sprea dsheet. Click
the View button.

When you click the View button, the top of your Access screen will look like the image below.
Notice that all of the Fields you created are – in the order you created them – along the top of
the Table.

Some of the Field Names may be “cut off” a bit. We’ll widen our fields in a moment.

You can enter data in each Field. But let’s widen some of our columns a bit so we can see the
titles.

Widening Columns in Datasheet View

To widen columns so you can see

the Field Names in the Datasheet
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View you will need to move your cursor over the “line” between two Field Names (like we did
in the image above). When our cursor was over the line between Street Address and City, it
turned to a line with two arrows pointing left and right. When you see this line with the
arrows, click and hold down the left mouse button and move your cursor to the right a bit.
You will see the column get larger as you move your cursor. When you have the column as
wide as you desire, take your finger off the mouse button. You may desire to widen other
columns so you can see all of your data – like First Name, Last Name, Street Address, etc. You
widen as you desire.

One note – since we have a Validation Rule in one of our Fields, if we try to widen a column
we will get the Validation Rule error message. So, it’s best to only widen columns when you
are not entering data.

Entering Data
Under Last Name you will see a flashing cursor; this means that you are ready to begin
entering data. You may type the data and tap Enter, or click with the mouse in each field. If
you make a mistake you may retype the data. If you see a mistake later you can come back at
any time and correct it.

Under each field, type the following in the area below the Field Name:

Field Name To be typed

1. Last Name Smith

2. First Name Fred

3. Social Security # 123-45-6789

4. Street address 100 Main Street

5. City Lynchburg

6. State va

7. Zip 24501

8. Gender m or f (your choice)

9. Favorite Number 2007

10. Date Hired 07/01/1993

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11. Salary 40000

12. Application Received Point the mouse to the little square and click the left mouse
button. You will see a check mark appear in the square. A click
in the square indicates that the application has been received. If
you do not click, then that will mean the application has not
been received.
As you are entering this data you will notice several things.

Social Security Number and Date Hired – You’ll “see” your Input Mask work.

State and Gender – you typed in small letters – notice how the Format ( > ) forced the
letter(s) to be capitals.

Favorite Numbe r – since the Favorite Number is “too big” you will see your error message
appear. Click-on OK in the message screen and then create a Favorite
number that will work.

Salary - notice how your Curre ncy formatting created a $ , commas and periods.

When you have completed typing the information, tap Enter so the cursor will move down to
the next record. You are now ready to insert your second entry.

Note: When you tapped Enter, Access automatically saved your first record. This can be
confirmed by the display of the hourglass.

Also note: As you began typing your first record a small pencil appeared in the left margin.
This indicates that you are "writing to" this record (editing). Below the pencil an * (asterisk)
also appeared. This indicates that your next record will go below the first.

There are (2) methods for entering data into the database:

1. The method you just used is called Datasheet View method.

or

2. You can use the Form View method (we’ll create a Form in a bit later in the tutorial).

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4.5. Exiting and Saving
Anytime you need to leave your database, click the
Microsoft Office Button in the upper left corner of your
Access screen, then click Exit Access – in the lower right
corner of the menu screen. If you have not saved your spreadsheet, a reminder box will
appear asking you to do so.

Notice the Access Options button to the left of Exit Access. Earlier, we indicated that all of the
choices under File in the Menu Bar are still available using the Microsoft Office Button. Click
the Access Options button. The Access Options menu screen (top of next page) will appear.
As you can see, all of the choices available under File in the menu bar are here – as well as
many more.

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If you click the Resources selection in the Access Options menu, you will see some great on-line
resources available to assist you with Access.

After you have reviewed the

Access Microsoft Office button
choices, click the Exit Access
button.

If Access asks: “Do you want to save?,” click. If Access shows you a Save file screen, give it a
name of your choice and click on OK. You should then exit to the Windows Screen with no
problems.

Since you have already named everything for this exercise, you should not have to name any
files as you exit.

Opening Access Database - again

If you decide to Exit Access 2007, and then

return to continue the tutorial, refer to the
instructions at the beginning of this tutorial to
open Access again.

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A neat thing about Access 2007 is the Open Recent Database area on the right side of the
screen. Once you have created a database, you will see your database in the Open portion of
the area (see arrow and image to the right). You can simply click-on the file, in this tutorial
Person, and it will open.

When Access 2007 opens, you will see that the bottom portion of your screen is blue and that
the below message appears above the blue area. Access has long been a source for worms and
viruses when e-mailed to other people, so Access 2007 has this additional feature to protect
you. Click the Options button to the right of the Security Warning.

When you Click the Options button to the right of the Security Warning, the Microsoft Office
Security Options menu screen will appear. Take a few minutes to read this information. If you
receive an Access database from someone who you do not know, you can use the features in
this screen to assist in protecting you. Since you are opening your own database, click the small
circle to the left of Enable this content (see arrow below). Then click the OK button.

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When you click the OK button you will see, on the left
side of your screen, that your Personnel:Table turns
orange. This means that it is OK and that you now can
open it again to enter more data. You have two
choices to open your Table.

1. You can move your cursor over the orange area and click the LEFT mouse button twice
quickly – and your Table will open in the Datasheet View.

2. You can move your cursor over the

orange area and click the RIGHT
mouse button. You will see a drop
down menu appear. You can click
on Open

You are now ready to continue entering the data in the Datasheet View.

4.6. Form View and Datasheet View

As indicated previously, you have a choice to enter your data. You can use the Datasheet View,
like we have done so far, or you can use a Form. Both methods work well.

Creating a Form in Access 2007 is really different than in previous versions of Access. We’ll
now use the new Tabs and Ribbons to Create a Form for our Personnel Table.

First, look at the top

of your Access screen
and click the Create
Tab (we want to
Create a Form). Look
in the Create Ribbon
in the forms Group
and you’ll see the
Form button. Click
the Form button.

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You’ll see your screen change significantly in many ways. The first thing you’ll notice is that
Access 2007 – knowing you were entering data from the Personnel Table – created a Form
with all of the Fields in your Table! You’re all ready to enter data in this form.

Your Personnel Form should look something like the image below.

Another new feature of Access 2007 is the

Tab layout for what you’re working with.
Look just above the Form and you will see
two Tabs. Notice the small image on the left of each Tab. The left Tab is your Personnel
Datasheet and the right Tab is your Personnel Form. You can click on whichever Tab you want
to enter Data in your Table.

You may enter data in Form View the same as in Datasheet

View. To Save your new Form you can click on the Small
Save Diskette in the Quick Access Toolbar. Since your form
will be a part of your Person Database, it will automatically save as the Tab Name.

Or, you can move your cursor over the Personnel Form
Tab and click the RIGHT mouse button. When the drop
down menu appears, click the Save selection.

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The data entry form is now saved as Personnel, just like the Table. Notice, at the bottom of the
Form screen, that there is a status area (see below) that tells you what record you are on. You
can use the arrows to “move” from one record to another, or select a new record in which to
enter data. Click-on each of the arrows to see how they work. Some will take you forward or
back to the next or previous record, and some will take you to the beginning or end of your
records. The arrow with an asterisk will take you to a new blank record. Enter a few records
to see how the Form View works.

When you first “open” your Person Database,

you may choose your favorite method to enter
data: The data Form or Datasheet. Look on the
left side of your screen and you will see All
Tables. Under All Tables, you will see your
Personnel Table with two selections below it: Personnel: Table and Personnel. Notice the
image on the left of each selection. You can switch back and forth from the Datasheet entry to
the Form entry by clicking on your choice.

At the lower left corner of the menu screen, you will see some text that indicates that you are
either using Form or Datasheet View to enter your data.

When you have opened your Datasheet

View and Form View you can switch back
and forth by clicking on the Tabs.

The View buttons on the upper

left indicate what “view” you are
using: Design View, Form View, or
Datasheet View. You can move
back-and-forth between views by
clicking-on the down triangle (see
arrows and images) and then
choose the View you desire.

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Note: When you are finished entering data and preparing to exit Microsoft Access, or Close
the form, if you did not save before exiting, the program will ask if you want to Save the
Form. This is up to you. You may save it with your choice of names and it will then
show-up as a form when the Person Database Main Window appears. Or, you can
indicate No, and re-create the form again with the Wizard.

Important
To record enough information so that you can see the power of Access database does enter
24 or more records now. You may use either Form View or Datasheet View.

4.6. Sorting the Database

If you are not in the Query Design Screen, you’ll need to be in

that view. So, go to the Design Screen. Notice that the third
row, in the lower half of the screen, indicates Sort: (like the
image at the right). Click-in the Sort: area under Last Name. A down arrow box appears; click-
on the down arrow. Let's sort the Last Names in Ascending order. Click-on Ascending. Notice
that Ascending now appears in the Sort: area. Click-on the ( ! ) to see the new query. Notice
that the names you entered are alphabetized. Click-on the Design View button (triangle-ruler-
pencil). Now change the Ascending under Last Name to (not sorted). On your own, try sorting
some of the other fields. When you are finished remember to set the fields to (not sorted)
unless you do want to sort on those fields.

You may also sort various fields in your database whenever you are in the Datasheet View,
whether you are viewing the entire Table, or a Query from the Table. Notice that the Field
Names are shown at the top of each column in gray cells.

If you click-on one of the

blue area field names (like
State), the entire column
(Field) turns “blue” (like the
image on the right). This
indicates that you have
“marked” the entire column
(Field).

187
On the Home Tab/Ribbon, on the right side, in the Sort & Filter
Group, you will see two buttons with “down” arrows (like the
image on the right). When you move the cursor over these
two buttons a text help box will indicate: Sort Ascending or
Sort Descending. If you click-on one of the buttons, the Field
which you selected (highlighted) will be sorted in the order
selected. Give this a try and see how it works.

You can always click the Undo Arrow in your Quick Access Toolbar if you
desire to go back to the original order.

New to Access 2007 – A Filter/Sort Arrow for each Field!

In the image on the right we clicked the

small down arrow to the right of State. A
drop down Filter/Sort menu appeared! This
is new in Access 2007. You also use this
menu to enhance your sorts. Notice that the
A to Z and Z to A are in this menu, as well as
text Filters. You can experiment with these
filters as you desire. This is a neat new
feature that will assist you greatly in doing
your queries.

So, there are several “ways” you can sort

your Tables.

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 Chapter Five: Internet Basics

5.1. What is the Internet?

The Internet, sometimes called simply "the Net," is a worldwide system of computer networks -
a network of networks in which users at any one computer can, if they have permission, get
information from any other computer (and sometimes talk directly to users at other
computers). The U.S. Department of Defense laid the foundation of the Internet roughly 30
years ago with a network called ARPANET. But the general public didn't use the Internet much
until after the development of the World Wide Web in the early 1990s.

In 1957, the U.S. government formed the Advanced Research Projects Agency (ARPA), a
segment of the Department of Defense charged with ensuring U.S. leadership in science and
technology with military applications. In 1969, ARPA established ARPANET, the forerunner of
the Internet.

ARPANET was a network that connected major computers at the University of California at Los
Angeles, the University of California at Santa Barbara, Stanford Research Institute, and the
University of Utah. Within a couple of years, several other educational and research institutions
joined the network.

In response to the threat of nuclear attack, ARPANET was designed to allow continued
communication if one or more sites were destroyed. Unlike today, when millions of people
have access to the Internet from home, work, or their public library, ARPANET served only
computer professionals, engineers, and scientists who knew their way around its complex
workings.

5.2. What is the World Wide Web?

The World Wide Web came into being in 1991, thanks to developer Tim Berners-Lee and others
at the European Laboratory for Particle Physics, also known as Conseil European pour la
Recherche Nucleure (CERN). The CERN team created the protocol based on hypertext that
makes it possible to connect content on the Web with hyperlinks. Berners-Lee now directs the
World Wide Web Consortium (W3C), a group of industry and university representatives that
oversees the standards of Web technology.

Early on, the Internet was limited to noncommercial uses because its backbone was provided
largely by the National Science Foundation, the National Aeronautics and Space Administration,

189
and the U.S. Department of Energy, and funding came from the government. But as
independent networks began to spring up, users could access commercial Web sites without
using the government-funded network. By the end of 1992, the first commercial online service
provider, Delphi, offered full Internet access to its subscribers, and several other providers
followed.

In June 1993, the Web boasted just 130 sites. By a year later, the number had risen to nearly
3,000. By April 1998, there were more than 2.2 million sites on the Web.

Today, the Internet is a public, cooperative, and self-sustaining facility accessible to hundreds of
millions of people worldwide. Physically, the Internet uses a portion of the total resources of
the currently existing public telecommunication networks. Technically, what distinguishes the
Internet is its use of a set of protocols called TCP/IP (for Transmission Control Protocol/Internet
Protocol). Two recent adaptations of Internet technology, the intranet and the extranet, also
make use of the TCP/IP protocol.

For many Internet users, electronic mail (e-mail) has practically replaced the Postal Service for
short written transactions. Electronic mail is the most widely used application on the Net. You
can also carry on live "conversations" with other computer users, using Internet Relay Chat
(IRC). More recently, Internet telephony hardware and software allows real -time voice
conversations.

The most widely used part of the Internet is the World Wide Web (often abbreviated "WWW"
or called "the Web"). Its outstanding feature is hypertext, a method of instant cross-
referencing. In most Web sites, certain words or phrases appear in text of a different color than
the rest; often this text is also underlined. When you select one of these words or phrases, you
will be transferred to the site or page that is relevant to this word or phrase. Sometimes there
are buttons, images, or portions of images that are "clickable." If you move the pointer over a
spot on a Web site and the pointer changes into a hand, this indicates that you can click and be
transferred to another site.

To view files on the Web, you need Web browsing software. You use this software to view
different locations on the Web, which are known as Web pages. A group of Web pages is a Web
site. The first page of a Web site is often called the home page.

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Just as each household in the world has a unique address, each Web page in the world has a
unique Internet address, sometimes called a URL. For example, the Internet address of the
Windows home page is http://www.microsoft.com/windows.

5.3. Terms to Be Familiar With:

Browser--Contains the basic software you need in order to find, retrieve, view, and send
information over the Internet.

Download--To copy data from a remote computer to a local computer.

Upload—To send data from a local computer to a remote computer.

E-mail - E-mail (electronic mail) is the exchange of computer-stored messages by

telecommunication. E-mail can be distributed to lists of people as well as to individuals.
However, you can also send non-text files, such as graphic images and sound files, as
attachments sent in binary streams.

Filter - Software that allows targeted sites to be blocked from view. Example: X-Stop,
AOL@School

Home Page - The beginning "page" of any site.

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HTML (HyperText Markup Language) - The coding language used to create documents for use
on the World Wide Web. There are three-letter suffixes used in coding that help to identify the
type location one is viewing

HTTP (HyperText Transport Protocol) - the set of rules for exchanging files (text, graphic
images, sound, video, and other multimedia files) on the World Wide Web. Relative to the
TCP/IP suite of protocols (which are the basis for information exchange on the Internet), HTTP
is an application protocol.

Hypertext - Generally any text that contains "links" to other text.

Search Engine - A web server that collects data from other web servers and puts it into a
database (much like an index), it provides links to pages that contain the object of your search.

TCP/IP -- TCP/IP (Transmission Control Protocol/Internet Protocol) is the basic communication

language or protocol of the Internet. It can also be used as a communications protocol in a
private network (either an intranet or an extranet). When you are set up with direct access to
the Internet, your computer is provided with a copy of the TCP/IP program just as every other
computer that you may send messages to or get information from also has a copy of TCP/IP.

URL (Uniform Resource Locator) - The Internet address. The prefix of a URL indicates which
area of the Internet will be accessed. URLs look differently depending on the Internet resource
you are seeking.

WWW (World Wide Web) - A technical definition of the World Wide Web is: all the resources
and users on the Internet that are using the Hypertext Transfer Protocol (HTTP).

5.4. What is a Web Browser?

A Web browser contains the basic software you need in order to find, retrieve, view, and send
information over the Internet. This includes software that lets you:

▪ Send and receive electronic-mail (or e-mail) messages worldwide nearly

instantaneously.
▪ Read messages from newsgroups (or forums) about thousands of topics in which
users share information and opinions.
▪ Browse the World Wide Web (or Web) where you can find a rich variety of text,
graphics, and interactive information.

The most popular browsers are Microsoft Internet Explorer and Netscape Navigator .
The appearance of a particular Web site may vary slightly depending on the browser you use.
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5.5. Exploring the Internet using Microsoft Internet Explorer

Start Internet Explorer by double-clicking the icon on your desktop.

Internet Explorer opens to the homepage set as the default.

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Toolbars

The Microsoft Internet Explorer toolbar consists of buttons that are shortcuts for menu commands. They
make browsing faster and easier.

Internet Explorer 5.5 Standard Buttons Toolbar:

1 2 3 4 5 6 7 8 9 10 11 12 13 14

1. Back. Lets you return to pages you've viewed, beginning with the most recent. Right-click the Back
button and select from a list of recently visited sites.

2. Forward. Lets you move forward through pages you've viewed using the Back button. Right-click the
Forward button and select from a list of recently visited sites.

3. Stop. Halts the process of downloading a Web page. Click this if you want to stop downloading a
page for any reason for example, if you're having trouble downloading it or if you don't want to wait
for it to download. Then try downloading it again or browse elsewhere.

4. Refresh. Updates any Web page stored in your disk cache with the latest content. When you return
to a page that you've visited, your browser displays the file stored in your disk cache, rather than the
current page on the World Wide Web. If a web page doesn't come up the whole way or is taking
abnormally long to load, try the Refresh or Reload button - sometimes this will load the page better.

5. Home. Returns you to your home page. You can designate any Web page as your home page.

6. Search. Displays a choice of popular Internet search engines in the left pane. Your search results
appear in the left pane, too. When you click a link, the page appears in the right pane, so you don't
lose sight of your search results.

7. Favorites. Displays a list of the sites you have marked. Click any item in the list to jump to it.

8. History. Shows a list of Web sites you've visited.

9. Mail. Connects you to the Microsoft Outlook Express messaging and collaboration client so you can
read e-mail and newsgroup messages.

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10. Print. Prints the page you're viewing. This is one way to save information from the Internet so that
you don't have to reconnect to view it again. You can even print the URL associated with each
hyperlink, making it easy to navigate to the site later.

11. Edit. Opens a file in the Microsoft Word word processor that contains the HTML code for the page
you're viewing so you can see and even edit it.

12. Discussion. Access a discussion server.

13. Messenger. Opens Windows Messenger.

14. Media. Displays a list of audio and video media options using Real Player or the Windows Media
Player.

5.6. What is a URL?

Every server on the Internet has an IP number, a unique number consisting of 4 parts
separated by dots. The IP number is the server's address.

165.113.245.2
128.143.22.55

However, it is harder for people to remember numbers than to remember word

combinations. So, addresses are given "word-based" addresses called URLs. The URL and
the IP number are one and the same.

The standard way to give the address of any resource on the Internet that is part of the
World Wide Web (WWW). A URL looks like this:

http://www.matisse.net/seminars.html
telnet://well.sf.ca.us
gopher://gopher.ed.gov/

The URL is divided into sections:

transfer/transport protocol :// server (or domain). generic top level

domain/path/filename

The first part of a URL defines the transport protocol.

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 http:// (HyperText Transport Protocol) moves graphical, hypertext files
ftp:// (File Transfer Protocol) moves a file between 2 computers
gopher:// (Gopher client) moves text-based files
news: (News group reader) accesses a discussion group
telnet:// (Telnet client) allows remote login to another computer

Here's an example:

http://www.vrml.k12.la.us/tltc/mainmenu.htm

▪ http is the protocol

▪ www.vrml.k12.la.us is the server
▪ tltc/ is the path
▪ mainmenu.htm is the filename of the page on the site

1. You do not have to enter http:// , most browsers will add that information when you press
Enter or click the button at the end of the Address Bar.

2. To view recently visited Web sites, click the down arrow at the end of the address field.

3. When you start typing a frequently used Web address in the Address bar, a list of similar
addresses appears that you can choose from. And if a Web-page address is wrong, Internet
Explorer can search for similar addresses to try to find a match.

4. The URL must be typed correctly. If you get a “Server Does Not Have A DNS Entry”
message, this message tells you that your browser can't locate the server (i.e. the computer

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 that hosts the Web page). It could mean that the network is busy or that the server has
been removed or taken down for maintenance. Check your spelling and try again later.

5.7. What are Domains?

Domains divide World Wide Web sites into categories based on the nature of their owner, and they
form part of a site's address, or uniform resource locator (URL). Common top-level domains are:

.com—commercial enterprises .mil—military site

.org—organization site (non-profits, etc.) .int—organizations established by international treaty

.net—network .biz—commercial and personal

.edu—educational site (universities, schools, etc.) .info—commercial and personal

.gov—government organizations .name—personal sites

Additional three-letter, four-letter, and longer top-level domains are frequently added. Each
country linked to the Web has a two-letter top-level domain, for example .fr is France, .ie is
Ireland.

5.8. Home Page & History

Go to Tools on the menu bar and click Internet Options. The following window
opens with the General tab active.

To Set the Home page:

1. With the desired home page active in the web
browser window, click Use Current. The URL is
placed in the Address field.
2. Click Apply to set the new home page.
3. Click OK to close the Internet Options box.

To Make Changes to History:

1. Specify the number of days pages are to be kept in
history.
2. Click on Clear History to remove all web pages visited since last cleared.

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The Cache

When you explore the World Wide Web, your browser keeps track of the pages you've visited
and saves them on your hard disk so they'll load faster when you return to them. This saves you
time and money because you can view the saved pages without being connected to the
Internet. The saved files, your "Temporary Internet Files", are stored in your disk cache.

To Empty your Disk Cache

When you browse, your disk cache can fill up with files you no longer need. Here's how to
empty your Internet Explorer disk cache.

For Internet Explorer 5.0 or higher:

1. On the Tools menu of your Internet Explorer toolbar, click Internet Options.
2. Click the General tab.
3. In the Temporary Internet Files area, click Delete Files, and then click OK.
4. Click OK to close Internet Options.

To Change the Size of your Internet Explorer Disk Cache

You can change the amount of hard-disk space reserved for your disk cache. A larger disk cache
may display previously visited pages faster, but it will decrease the amount of hard-disk space
available for other files. Here's how to set the size of your disk cache.

For Internet Explorer 5.0 or higher:

1. On the Tools menu of your Internet Explorer toolbar, click Internet Options.
2. Click the General tab.
3. In the Temporary Internet Files section, click Settings.
4. In the Temporary Internet Files Folder section, drag the arrow on the Amount of Disk
Space to Use slider to the percentage of disk space you want designated for your disk
cache, and click OK.
5. Click OK to close Internet Options.

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Marking Frequently Accessed Sites

Links Toolbar
Use the Links Toolbar to keep track of sites that are visited frequently or need to be accessed quickly.

There are several ways to add a link to the Links Toolbar.

1. Go to the web page you want linked.

2. On the Internet Explorer title bar or in the Address field, left click on the icon, hold the click and
drag the link from the title bar to the Links toolbar. Notice there is now a bold I beam.
Release the mouse and the link is inserted on the toolbar.

3. To add the same link to Favorites, click

the Favorites button on the Standard
Buttons toolbar. The window splits in
half with Favorites on the left and the
web page currently being viewed on
the right.
 Left click, hold and drag the link from
the Links toolbar into the Favorites
window.
 Release the mouse. The link is now
placed in Favorites.

5.9. Favorites

Go to Favorites on the menu bar. To add a link to the

Favorites folder click Add to Favorites. The following
window opens.

 Click the OK button and the name of the currently

displayed page will be added as the last item on the
favorite list without putting it in a folder.
 To place the displayed page in an existing folder,
click on the desired folder in the Create in: field and
then click the OK button.

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  Create a new folder. Click the New Folder… button. The following Create New Folder window
opens. Type the name for the new folder in the Folder name: field. Click the OK button.

Create a Shortcut on the Desktop

 Right click anywhere on the desired web
page (except over an image or link).

 A Pop-Up menu appears, click on Create

Shortcut.
 Click the OK button to place a shortcut to
the desired page on your desktop.

Organize Favorites

 Click Favorites on the menu bar and choose Organize Favorites.

 Drag and drop any link or folder to reposition it.
 Links can be dragged and dropped into folders.
 Highlight a link, click once on the link, then click on the Move to folder button. The
Browse for Folder window opens. Locate the desired folder to move the link into, select
the folder then click OK.
 Create a new folder by clicking on the Create Folder button.
 Rename folders by highlighting the appropriate folder then click the Rename button.
 Remove folders or links by highlighting and clicking the Delete button or the Delete key
on the keyboard.

5.10. Searching the World Wide Web

When you do what is called "searching the Web," you are NOT searching it directly. It is not possible to
search the WWW directly. The Web is the totality of the many web pages which reside on computers
(called "servers") all over the world. Your computer cannot find or go to them all directly. What you are
able to do through your computer is access one or more of many intermediate search tools available
now. You search a search tool's database or collection of sites -- a relatively small subset of the entire
World Wide Web. The search tool provides you with hypertext links with URLs to other pages. You click
on these links, and retrieve documents, images, sound, and more from individual servers around the
world.

There is no way for anyone to search the entire Web, and any search tool that claims that it offers it all
to you is distorting the truth.

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How Do Search Engines Work?

Search Engines for the general web (like all those listed above) do not really search the World Wide
Web directly. Each one searches a database of the full text of web pages selected from the billions of
web pages out there residing on servers. When you search the web using a search engine, you are
always searching a somewhat stale copy of the real web page. When you click on links provided in a
search engine's search results, you retrieve from the server the current version of the page.

Search engine databases are selected and built by computer robot programs called spiders. Although it
is said they "crawl" the web in their hunt for pages to include, in truth they stay in one place. They find
the pages for potential inclusion by following the links in the pages they already have in their database
(i.e., already "know about"). They cannot think or type a URL or use judgment to "decide" to go look
something up and see what's on the web about it.

If a web page is never linked to in any other page, search engine spiders cannot find it. The only way a
brand new page - one that no other page has ever linked to - can get into a search engine is for its URL
to be sent by a human to the search engine companies as a request that the new page be included. All
search engine companies offer ways to do this.

After spiders find pages, they pass them on to another computer program for "indexing." This program
identifies the text, links, and other content in the page and stores it in the search engine database's files
so that the database can be searched by keyword and whatever more advanced approaches are offered,
and the page will be found if your search matches its content.

Some types of pages and links are excluded from most search engines by policy. Others are excluded
because search engine spiders cannot access them. Pages that are excluded are referred to as the
"Invisible Web" -- what you don't see in search engine results. The Invisible Web is estimated to be two
to three or more times bigger than the visible web. For more information about the Invisible Web and
how to find and use the web "hidden" in it, please go to the Library at the University of California at:
http://www.lib.berkeley.edu/TeachingLib/Guides/Internet/What .

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Categories of Search Tools

At present, we find it useful to describe the kinds of intermediate search tools available to you in four
categories. You use different strategies to find and exploit the potential of the tools in each class:

Types of Search
Characteristics Examples
Tools

 Full-text of selected W eb pages

 Search by keyword, trying to match exactly
the words in the pages
 Search Engines
 No browsing, no subject categories
recommended: Google,
 Databases compiled by "spiders"
Alta Vista Advanced
(computer-robot programs) with minimal
Search, Northern Light
human oversight
Search Engines Power Search, Alltheweb
 Search-Engine size: from small and
 Meta-Search Engines:
specialized to 90+ percent of the index able
(& Meta-Search Go2Net/MetaCrawler,
Web Ixquick, Copernic,
Engines)  Meta-Search Engines quickly and
ProFusion Search ,
superficially search several individual search SavvySearch—an
engines at once and return results compiled
experimental search
into a sometimes convenient for mat. system.
Caveat: They only catch about 10% of
search results in any of the search engines
they visit.

 Human-selected sites picked by editors

(sometimes experts in a subject)
 Often carefully evaluated and kept up to
date, but not always -- frequently not if
large and general
 Recommended: Gayle
 Usually organized into hierarchical subject
Group, Librarians' Index,
categories
Infomine, Yahoo!,
 Often annotated with descriptions (not in
About.com,
Yahoo!)
Subject Directories AcademicInfo
 Can browse subject categories or search
 There are thousands
using broad, general terms
more Subject Directories
 NO full-text of documents. Searches need
on practically every topic
to be less specific than in search engines, you can think of.
because you are not matching on the words
in the pages you eventually want. In
Directories you are searching only the
subject categories and descriptions you see
in its pages.

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  Locate specialized
databases by looking for
them in good Subject
 The W eb provides access through a search
Directories like the
box into the contents of a database in a
Specialized Librarian's Index, Yahoo!,
computer somewhere
Databases (The or AcademicInfo; in
 Can be on any topic, can be trivial,
Invisible Web) special guides to
commercial, task-specific, or a rich treasure
searchable databases;
devoted to your topic
and sometimes by
keyword searching in
general search engines

 The latest marketing tool of the Internet

 Include services such as custom news, free
web-based email, directories, and search
 My Yahoo!
Web Portals engines, including Excite and Yahoo!, and
 Snap.com
Snap.
 Many of the other web directories and
Search Engines double as portals.

Search Quick Tips

 Use the plus (+) and minus (-) signs in front of words to force their inclusion and/or exclusion in
searches.
EXAMPLE: +anorexia -bulimia
(NO space between the sign and the keyword)

 Use double quotation marks (" ") around phrases to ensure they are searched exactly as is, with
the words side by side in the same order.
EXAMPLE: "Bye bye Miss American Pie"
(Do NOT put quotation marks around a single word.)
 Put your most important keywords first in the string.
EXAMPLE: +hybrid electric gas vehicle
 Type keywords and phrases in lower case to find both lower and upper case versions. Typing
capital letters will usually return only an exact match.
EXAMPLE: president retrieves both president and President
 Use truncation and wildcards (e.g., *) to look for variations in spelling and word form.
EXAMPLE: librar* returns library, libraries, librarian, etc.
 Combine phrases with keywords, using the double quotes and the plus (+) and/or minus ( -)
signs. EXAMPLE: +"lung cancer" +bronchitis -smoking
(In this case, if you use a keyword with a +sign, you must put the +sign in front of the phrase as
well. When searching for a phrase alone, the +sign is not necessary.)
 When searching a document for the location of your keyword(s), use the "find" command on
that page.
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  Know the default (basic) settings your search engine uses (OR or AND). This will have an effect
on how you configure your search statement because, if you don't use any signs (+, - " "), the
engine will default to its own settings.
 Know whether or not the search engine you are using maintains a stop word list. If it does,
don't use known stop words in your search statement. Also, consider trying your search on
another engine that does not recognize stop words.

Troubleshooting: Your Search Returns…

▪ A "ZILLION" DOCUMENTS --You probably typed only one term, and it was
pretty common. Think of some synonyms. Try adding at least two more
specific terms to your string.

▪ YOUR SEARCH RETURNS TOO FEW DOCUMENTS--You're probably

searching in the wrong place or your search is too narrow. Maybe you
didn't configure your search correctly. Maybe the information you seek isn't
on the Web. Try omitting some of your search terms. Try your search on
another engine, meta-searcher, directory, people search, or specialty
resource. Ask for help.

▪ YOUR SEARCH RETURNS A "404 -- FILE NOT FOUND" MESSAGE--This

message tells you that the file you seek has been moved, removed, or
renamed. Go back to the search engine and do a phrase search or a field
search on the title. Try shortening the URL to see if the file might still be on
the same server. Try your search on Google, which maintains cached copies
of pages.

▪ YOUR SEARCH RETURNS A "SERVER DOES NOT HAVE A DNS ENTRY"

MESSAGE--This message tells you that your browser can't locate the server
(i.e. the computer that hosts the Web page). It could mean that the network
is busy or that the server has been removed or taken down for maintenance.
Check your spelling and try again later.

▪ YOUR SEARCH RETURNS A "SERVER ERROR" OR "SERVER IS BUSY" MESSAGE

The server you are attempting to contact may be offline, may have crashed, or may be very busy.
Try again later.

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▪ YOU CAN'T FIND THE HOME PAGE FOR A WELL-KNOWN PRODUCT OR ORGANIZATION--Try
guessing, experimenting with different top-level domain names by using the name, brief name, or
the acronym. Many organizations use one of these in their URL.
EXAMPLE: www.dell.com (for Dell Computers); www.redcross.org (for the American Red Cross)

Note: This doesn't always work. You won't find the American Medical Association this way. The
"ama" acronym was grabbed first by the American Marketing Association, so their URL is:
www.ama.org, while the American Medical Association had to settle for www.ama-assn.org .
However, it is worth a try.

Finally, if your browser is a recent Internet Explorer or Netscape upgrade , type in the word or phrase
without anything else and, if Internet Explorer or Netscape can, it will match it and take you to the
site automatically.

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