New Perspectives on Introducing

XP

Microsoft Office XP Tutorial 1

1
Introducing Microsoft Office
Tutorial
XP
 XP
Explore the programs that comprise
Microsoft Office
 Microsoft Office XP, or Office, is a collection of
the most popular Microsoft programs.

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
 These programs share many features and
therefore, it's easy to share information
among them.
 The primary programs are:
 The Word word processing program.
 The Excel spreadsheet program.
 The PowerPoint presentation graphics program.
 The Access database program.
 The Outlook information management program.
2
 XP

Use Excel to work with financial data

Excel organizes data into

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
a series of rows and
columns. You can
calculate totals and
create complex formulas.
You can also create
charts to view data in a
graphical format.

3
 XP
Create a presentation to
organize and share data

The Office programs provide

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
you with many different ways
of organizing and sharing
information, including
bringing data to a broad
audience through the creation
of a presentation, as illustrated
in the figure to the right.

4
 XP

Organize your schedule using Outlook

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
Outlook includes a calendar
that allows you to schedule
and track appointments and
create to-do lists.

5
 XP
Explore the benefits of integrating
data between programs
 One of the main advantages of Office is
integration, which enables you to share
information between programs.

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
 Integration ensures consistency and saves
time because you don't have to re-enter the
same information in documents created in
different Office programs.
 For example:
 Merge records in an Access table with a Word
document
 Embed an Excel chart into a PowerPoint slide
presentation
 Copy tabbed material in a Word document to an
Excel worksheet so it can be calculated and analyzed 6
 XP
Integrate Excel objects
into a Word document
This figure illustrates an Excel chart that has been integrated into a Word
document.

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
7
 XP
Integrate Access data
into a Word document

This Word document

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
contains merged data from
an Access database.

8
 XP
Start programs and
switch between them
 To open a program, click the Start button on
the taskbar and then use the Programs menu.
 To open an Office program, you also can click

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
the New Office Document command or the
Open Office Document command on the Start
menu.
 The New Office Document command will open
the New Office Document dialog box, which
you can use to create a new document in any
of the Office applications.
 When you have two or more programs or files
open, you can switch from one program or file
to another by clicking the appropriate taskbar 9
button.
 XP

Start programs using the Start button

When you click the Start button, the Start menu appears.

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
When you point at the
Programs option, a menu of
installed applications will
appear. Click the program
you want to run, and it will
open.

The Start
button.
10
 XP

The New Office Document dialog box

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
Each tab contains a variety of templates
that provide basic formatting for various
document types.

11
 XP

A new blank Word document

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
If you double-clicked the
Blank Document icon that
was shown as being selected
in the previous figure, this is
what your new document
will look like when it opens
in Word.

12
 XP

Switch between open applications

Every open application has a button on the taskbar representing

that program. When the program is active, the button looks like it

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
is depressed. When it is inactive, the button is not depressed.

To switch from the active application to an inactive

application, click the button for the inactive program.

13
 XP

Use personalized menus and toolbars

 In each Office program, you perform tasks
using a menu command, toolbar button, or
keyboard shortcut.

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
 A menu command is a word on a menu that
you click to execute a task.
 A toolbar is a collection of buttons that
correspond to commonly used menu
commands.
 Keyboard shortcuts are combinations of keys
you press to perform a command.

14
 XP

Menus and toolbar characteristics

 The menus and toolbars in each Office
program can change to “learn” your
preferences.

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
 As you select menu commands and click
toolbar buttons, the ones you use often are
put on the short personal menu and on the
visible part of the toolbars.
 The ones you don't use are hidden, but remain
available through the double-arrow button on
the menu and the Toolbar Options button on
the toolbars.

15
 XP

Short, personalized menus

The most frequently used menu commands display on the short version of
the menu when you click the menu name. You can view the full menu
instantly by clicking the double-arrow at the bottom of the menu, or leave

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
the menu displayed for a few seconds and then the full menu will display.

16
 XP

An expanded, full menu

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
This figure shows the full
Insert menu that was
shown in short form in
the previous figure.

17
 XP

The Toolbar Options list

As with menus, the toolbars display the most frequently used tools. You

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
can move tools not currently visible onto a toolbar using the Toolbar
Options list.

Click on a tool button to move it to the toolbar. When you do, some
other button will be removed to make room for the new button.
18
 XP

Save and close a file

 To keep a copy of your work for future use, you
need to save it by giving it a filename.

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
 A filename should be descriptive of the content of
the file
 Each filename will automatically have a file
extension added that identifies the program in which
the file was created
 You will use the Save As dialog box to choose a
location to save the file
 Once you have saved your work, you can
close the file by clicking the Close command
on the File menu or the Close Window button
on the menu bar. 19
 XP

The Save As dialog box

You can save your document by filling in the information in this dialog box.

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
20
 XP

Open an existing file

 Once you have opened a program you can
create new files or open existing ones.

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
 Files can easily be created or opened through
the New Task Pane. (The exact name on this
pane will vary depending upon the program in
use.)
 When you open a previously created file, you
transfer a copy of the file from the storage
disk to the computer's memory and it displays
on your screen.
 While a file is open, you can view, edit, print
or resave it. 21
 XP

The Open dialog box

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
Find the disk drive
and folder where
the file to open is
stored in the Look
in: box.
A list of files in the selected
folder appears in this window.

Specify the type of

file you are looking
for in this box.

22
 XP

The New Document Task Pane

An example of the New Document Task Pane for the

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
Microsoft Word program is illustrated in this figure.

23
 XP

Print a file
 There are two ways to print a file on which you
are working:
1. Press the Print button on the Standard

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
toolbar to send your file to the printer using
all the default settings
2. Select Print on the File menu, which
will open the Print dialog box so that you can
adjust the printer settings
 This is the preferred method if you are unsure
of your settings or need to make adjustments.

24
 XP

The Print dialog box

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
You can choose which printer
to use, what page range to
print, and how many copies
to print in this dialog box.

25
 XP

Get Help
 Office Help is like a huge encyclopedia stored
on your computer that contains information on
how to use Office.

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
 To use Help, you can use the What's This?
option within the Help menu.
 When this option is selected, you can get a brief
description of any item on your screen by clicking
your mouse pointer on it.
 If you want to know a button's name, you can
move the mouse pointer over it to view its
ScreenTip, which is a yellow box with the
button's name.
 For more in-depth help, you can use the Office
Assistant, which is an interactive guide to
finding information from the Office Help
system or the Ask a Question box located on
the menu bar. 26
 XP

Use Office XP Help

 The Help window arranges Help options using
tabs.

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
The Contents tab presents help information in
“book” format. You can double-click on a book to
see its topics.
The Answer Wizard allows you to enter a question
to find Help for that topic.
The Index tab arranges Help information
alphabetically by keywords. You can search for a
word or scroll through the list looking for the
desired work.

27
 New Perspectives on Introducing
XP

Microsoft Office XP Tutorial 1

28
The Office XP Help window
 XP

The Ask a Question Help option

The Ask a Question box is usually in the top right portion of an Office
XP application window. When you enter a question, a list of topics
relevant to your question appear. Click on one to see additional

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
information about it.

29
 XP

Close files and exit programs

 You can exit most programs by clicking the
Close button in the upper-right corner of the
title bar, or by selecting the Exit command on

Microsoft Office XP Tutorial 1

New Perspectives on Introducing
the File menu.
 Either method will close both the file in which
you are working as well as the program.
 If you have made any edits to a file, a dialog box will
appear asking if you want to save your changes.
 Closing programs after you are done keeps
your Windows desktop uncluttered, frees up
your system's resources, and prevents data
from accidentally being lost.

30