Microsoft Word 2007 manual

Microsoft Office 2007 ©2007 EZ-REF Courseware Page ii Microsoft Office 2007 Training Manual COPYRIGHT Copyright ©2007 by EZ-REF Courseware, Ladera Ranch, CA http ://www.ezre f.com/ All rights reserved. This publication, including the student manual, instructor's guide and exercise files, or any part thereof, may not be reproduced or transmit[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page iii TABLE OF CONTENTS HOW TO USE TH IS MANUAL ........................................................................................................ ............. VII  RUNNING MICRO SOFT WORD .....................................................................................................[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page iv RUNNING MICROSO FT EXCEL ....................................................................................................... .......... 38 THE EXCEL SCREEN .............................................................................................................. ................... 39 ?[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page v RUNNING MICROSOFT POWERPOINT .................................................................................................. .. 86  THE POWERPOINT SCREEN ......................................................................................................... ........... 87  OPENING A P[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page vi INSERTING SHAPES AND CLIPART ................................................................................................. ..... 120  ACCESSING THE COMPLETE LIST OF SHAPES ......................................................................................... 121  INSERTING CLIPART [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page vii HOW TO USE THIS MANUAL This manual was designed to be used as a reference. This is not a step-by-step tutorial. Our feeling is that you did not pay to have someone stand in front of class and read you something that you could do on your own. Through our own classroom experience we have discove[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page viii THE TOPIC TITLE WILL BE ON TOP USAGE: This part of the manual explains what the command is used for, how it works and other miscellaneous information. Since MS Office 2007 applications were all written to be used interactively with a mouse, ther e will be many tools that will be mentioned whi[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 1  Running MS Word  The Word Screen  Getting Help  Creating a New Document  Changing Views  Saving & Naming a File  Spell Checking  Printing Documents  Opening Existing Files  Navigating through Documents  Deleting Unwanted Text  Applying Attributes  Page[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 2 RUNNING MICROSOFT WORD USAGE: Microsoft Word (along with all of the other MS Office 2007 applications) can be accessed through the desktop or through the Start menu. If you have assigned a shortcut to your desktop, double-click on the Microsoft Office Word 2007 icon to run the application. Altho[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 3 THE WORD SCREEN After you start the program, you are taken into a blank untitled document where you may begin entering your text. The screen can be quite intimidat ing the first time you see it as there are so many items displayed on it. However, if you take a few minutes to familiarize yourself[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 4 The far right side of this line contains three icons for minimizing , maximizing , and closing the document or program. The second line contains a new feature within Word 2007. There are tabs located on this line which are used to access a series of Ribbons to help you quickly find the commands [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 5 The Ruler indicates the current margins and tab settings and is displayed across the top and along the far left side of the typed document. Click on (located towards the right side of the screen just above the vertical scroll bar) to toggle the ruler on/off. The actual typing area is the large i[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 6 WORKING WITH HELP USAGE: All of the MS Office 2007 applications have an extensive help database that can assist you with virtually any topic you encounter while working with the program. Help can be as generic as explaining how to print within the program or as specific as deta iling each item w[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 7 Notice that a generic group of topics is listed in the help box when you first enter it. If you don’t see the topic you want help on, simply click in the text box provided to wards the top of the help window and then enter the topic (e.g., printing). When done, press E . Word will search throu[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 8 PRINTING HELP TOPICS If you find a help topic that you feel might be a good idea to print, you can have Word send that topic to the printer. This comes in handy when a screen lists several choices or perhaps lists various keyboard shortcuts. Click on this tool to print the current help topic. A [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 9 The second tab (labeled Options ) contains the following items: Print frames This section is only used for documents that have been divided into multiple frames and is not available at this time. There are also two check boxes at the bottom of the this dialog box that allow you to print related [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 10 SCREENTIPS A common problem most users enc ounter is not knowing what each tool on the screen represents. For example, the SAVE tool is displayed as a 3.5" diskette which some users do not immediately relate to saving a file. To alleviate this problem, Word offers quick mouse assistance on[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 11 VIEWING OPTIONS USAGE: Word provides more than one way to view a document. The five views include Print Layout, Full Screen Reading, Web Layout, Outline, and Draft. The main difference between these views is your personal preference as to how you want to work with the document. Each view has it[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 12 Word places you in a new document as y ou enter the program. Although the screen may appear to be blank, glancing in the upper portion of the screen (title bar) reminds you that a document is being created. You may immediately begin typing your file. PRACTICE EXERCISE Instructions:  Type in [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 13 SAVING A DOCUMENT USAGE: After having typed a document, you will want to save it and assign a name that will allow you to easily find it again. If you click on the button, you will notice two options for saving a document: Save and Save As . Save is the normal save feature which will ask you th[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 14 Along the left side of the dialog box, Word displays the Navigation Pane . This pane lists common/favorite locations (links) as well as a section for browsing your folders and drives. You can hide/display the “Folders List” section at the bottom of this area by clicking on the arrows. In th[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 15 USING THE SPELL CHECKER USAGE: Before printing and sending a document out for others to read, you should always spell check it for typing errors. By comparing words in your file against the dictionary, Word can check your spelling and alert you of possible mistakes. For each word the program ca[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 16 The top section of the box contains the first unrecognized word - shown in red with its accompanying sentence so you can see how you were using the word within the document. The bottom of the dialog box contains suggestions for correcting the flagged word. If the word should remain as it is, se[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 17 This button is used to change the options associated with spelling and grammar features. This box provides a variety of options to customize how the spell checker works. You can specify whether to suggest and where to get the suggestions and what you want to ignore during the spell checker (suc[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 18 PRINTING A FILE USAGE: You can choose what part of the document to print (such as the current page, multiple pages or the ent ire file). In addition, you can specify which printer to use and how many copies to print. Click on the Office button. Select Print from the Office menu. The following d[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 19 You can also select what you actually want printed (e.g., the document, the summary screen, etc.), how many copies are needed and which pages you want printed. You can save the print settings to a file so that you can print at a later time and specify whether multiple copies should be collated.[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 20 CLOSING A DOCUMENT USAGE: Although you can have several windows (documents) open at the same time, it is usually a good idea to close a file once you have saved and printed it if you no longer need to continue editing. Click on the close button in the upper right corner of the window to close t[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 21 CREATING A NEW DOCUMENT USAGE: When you first access Word you are automatically taken into a blank, untitled document where you may begin entering text. If, however, you are in the midst of working with one file and then decide to create another document, you will need to instruct Word as to wh[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 22 The window is divided into three sections. The far left section contains a list of available template categories that you can base your new document on. The middle section lists the templates available within the category you selected (from the left side of the window). The far right section di[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 23 PRACTICE EXERCISE Instructions:  Create the following document.  Spell check the file to locate any mistakes you may have made.  Save the file as AUDIT  Print the file.  Close the file. Mr. James Doe Anderson Accounting Firm 111 West 57 th Street, Suite 1500 New York, NY 10014 De[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 24 OPENING AN EXISTING DOCUMENT USAGE: Whenever you want to work on a document that already exists, you will need to open it. Click on the Office button. Select Open from the Office menu. The following dialog box will be displayed: Along the left side of the dialog box, Word displays the Navigatio[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 25 In this latest version of Word using Windows Vista, the address bar is displayed a bit differently, as shown below: Notice that the path is displayed horizontally on the bar instead of vertically (as was the case in previous versions of Windows). For example, in the diagram shown above the curr[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 26 When ready, double-click on the name of the file you want to open or highlight the name and click on to open the file. If you click on the down arrow beside the button, you can choose from a list of options (such as opening the file as read- only or in your Web browser). TIP: To open more than [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 27 NAVIGATING WITHIN A DOCUMENT USAGE: When working with large files y ou should know the quickest ways of moving from page to page and from one area to another. Z Moves one line up. Y Moves one line down. Q Moves one character to the left. R Moves one character to the right. C + R Moves one word [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 28 Directly beneath the vertical scroll bar are two icons. The top one moves to the previous page while the bottom icon moves to the next page. Click on this button (located between the previous and next page icons) to change the method by which the previous and next buttons will navigate through [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 29 DELETING TEXT USAGE: When a block of text is no longer needed, you can easily remove it. ¢ Deletes the character to the left of the cursor. Works like a correctable backspace on a typewriter. = Deletes the character to the right of the cursor. SELECTING WITH THE MOUSE Word Double-Click anywher[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 30 OOPS!! UNDELETING TEXT USAGE: If you ever delete a portion of a document by mistake, Word has the ability to undo that deletion. Undo instructs the program to disregard the last action (whether it was deleting, copying, or applying format changes). It is important to understand, however, that c[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 31 APPLYING ATTRIBUTES USAGE: As you enter and edit text, you can change its appearance to add emphasis and make the document easier to read. This is called formatting. Formatting the text means setting the font and size of the letters, and emphasizing words using such attributes as bold, underlin[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 32 CHANGING FONTS & POINT SIZE USAGE: A font is a family of characters that have the same design. To change fonts, you select t he new font by its name.  Click on the down arrow to the right of the Font tool (located within the Font section on the Home Ribbon).  Select the new font from [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 33 CHANGING THE POINT SIZE  Click on the down arrow to the right of the Font Size button (located within the Font section on the Home Ribbon).  Select the desired font si ze from the pull-down list.  The new font size begins at the current cursor location and continues until the end of th[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 34 PAGE SETUP USAGE: To change the margins, page orientation, and page size or other features that affect the layout of your page, switch to the Page Layout Ribbon . CHANGING MARGINS Click on the Margins tool (located within the Page Setup section on the Page Layout Ribbon) to access a list of pre[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 35 CHANGING ORIENTATION Click on the Orientation tool (located within the Page Setup section on the Page Layout Ribbon) to access the page orientation options. Select the page orientation from the two diagrams provided. CHANGING PAPER SIZE Click on the Size tool (located within the Page Setup sect[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 36 PARAGRAPH ALIGNMENT USAGE: Depending on the type of document you are creating, you may find it preferable to have a report ti tle centered between the left and right margins or to have the paragraphs fully justified. Word is capable of aligning paragraphs, as shown below: Word is automatically [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 37  Running Excel  The Excel Screen  Navigating the Worksheet  Changing Views  Entering & Editing Data  Working with Blocks  Adjusting Column Width/Row Height  Entering Formulas  Using AutoFill  Saving & Printing Workbooks  Changing Page Setup  Creating [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 38 RUNNING MICROSOFT EXCEL USAGE: Just as you saw when running Word, Excel can be accessed directly through the desktop or from the Start menu (located on the taskbar at the bottom of the screen). If you have a shortcut on your desktop, double-click on the Microsoft Office Excel 2007 icon to run t[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 39 THE EXCEL SCREEN After you start the program, you are taken into a blank untitled workbook where you may begin entering your data. You will not ice that the program window in cludes many of the standard elements common to other Office 2007 applications as well as a few items that are unique to [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 40 The far right side of this line contains three icons for minimizing , maximizing , and closing the workbook or program. The second line contains a new feature within Excel 2007. There are tabs located on this line which are used to access a series of Ribbons to help you quickly find the command[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 41 The next section across the top of the screen lists the columns and rows within the current workshee t. As mentioned, columns are lettered and rows are numbered. The first 26 columns are lettered A through Z. Excel then begins lettering the 27th column with AA and so on. In a single Excel works[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 42 To the left of the zoom area are three View Icons . These are used to change the current display (Normal, Page Layout, and Page Break Preview). Simply click on the view you want to switch to. To make working with multiple workbooks less confusing, Excel has included a feature which automaticall[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 43 NAVIGATING WITHIN A WORKSHEET USAGE: Excel offers both keyboard and mouse methods for moving: Q Moves pointer left one column. R Moves pointer right one column. Z Moves pointer up one row. Y Moves pointer down one row. A + N Moves one full screen to the right. A + O Moves one full screen to the[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 44 CHANGING THE WORKBOOK VIEW USAGE: By default, you are placed in “Normal” view which simply displays the worksheet. However, if you’d prefer to see the headers, footers, and rulers you can switch to “Page Layout” view. To see exactly where page breaks will occur when printing, switch t[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 45 ENTERING INFORMATION USAGE: Excel allows you to type in words, numbers or formulas. Click in the cell you want to store the data in and then simply begin typing the word(s), number or formula. If you make a mistake and want to start over, press X . Notice as you type, the entry is displayed bot[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 46 EDITING DATA USAGE: If you type something in a cell and then decide later to change or correct it, place your pointer on the cell to edit and reactivate it by selecting from one of the two methods mentioned below: Double-Click on the cell you want to edit. If you prefer using the keyboard, pres[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 47 DELETING UNWANTED DATA USAGE: Although you can type over exis ting data (simply replacing it with the new information), there may be times when you would like to clear a cell out so that nothing is st ored in it. In those instances it would make sense to delete the contents of the selected cell[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 48 CLEARING A CELL Excel not only allows you to clear the contents of a cell (the actual data), but also the format and/or comments attached to the cell. A single cell may contain one or more of the following: Formats Includes fonts, bold, borders surrounding the cell(s), as well as, number format[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 49 OOPS! UNDOING THE DELETION Excel has the capability of remembering the last several actions performed and allows you to change your mind about most changes you have made. Click on this tool (located towards the top left corner of your screen) to undo the last action. If you click on the down ar[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 50 WORKING WITH BLOCKS USAGE: Many commands and operations require that you work on more than one cell at a time. While you may not require the entire worksheet, you may need to work on a Block of cells. A block includes any group of cells in a rectangular format, as shown in the illustration belo[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 51 MOUSE SHAPES When working with Excel, it is very important to keep an eye on the mouse pointer as it changes shape depending on its current function, as discussed below: If the mouse is in the shape of a thick cross, it can be used to select a single cell or block of cells for editing purposes.[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 52 SELECTING A BLOCK OF CELLS Place the mouse in the middle of t he first cell. The pointer's shape should be a thick cross-hair. Click and drag to highlight. To select an entire column or row, click on the letter of the column or the number of the row. Hold the S key down and press the arrow[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 53 ADJUSTING COLUMN WIDTH & ROW HEIGHT USAGE: Sometimes cell entries are too l ong to fit into the standard width columns. Text will appear to "spill" over into adjacent cells as long as those cells are empty. If the adjacent cells are not empty, Excel will truncate the text. When en[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 54 ENTERING A FORMULA USAGE: Formulas are used to obtain answers based on mathematical equations that you design. Formulas can be as simple as "2+2" or as complex as calculating the depreciation of fixed assets. When creating formulas, you may use actual values, cell addresses or a combi[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 55 WORKING WITH FUNCTION ARGUMENTS USAGE: General mathematical functions are provided with Excel to carry out calculations on data within the sp readsheet and can take the place of certain types of formulas. Functions begin with the = sign just as formulas do. For example, if you had a large colum[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 56 WORKING WITH FUNCTION ARGUMENTS If you would like some guidance, Excel can list the most common functions and then prompt you for the various arguments required by displaying the function arguments. As soon as you type the ™ sign, this button will be listed along the left side of the Formula [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 57 THE AUTOSUM FEATURE Excel can make somewhat of an intelligent decision on its own and determine which cells of a row or column should be "summed". This is called the AutoSum feature. To quickly add the contents of a co lumn or row, follow the steps shown below:  Select the cell eit[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 58 USING THE AUTO FILL USAGE: Excel offers a quick way to fill formulas from one cell to many within the worksheet. This command instructs Excel to copy cells from one row/column in a selection to adjacent cells of the selection.  Place your mouse over the small square in the lower right corner[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 59 When working with numbers, however, you must enter two cells of data so that Excel knows what increments the numbers should be increased by each time. If you only enter a single number and then try to create a fill based on that si ngle cell, Excel will simply copy the number down the worksheet[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 60 AUTO FILL OPTIONS Once you have used the auto f ill feature, a small icon will be placed in the bottom right cor ner of the last filled cell. When you click on this icon, a list of auto fill options is displayed. The default option is Copy Cells which instructs Excel to copy the data and format[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 61 SAVING YOUR WORKBOOK USAGE: After having entered data in your workbook, you will want to save it and assign a name that will allow you to easily find it again. If you click on the button, you will notice two options for saving a document: Save and Save As . Save is the normal save feature which[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 62 Along the left side of the dialog box, Excel displays the Navigation Pane . This pane lists common/favorite locations (links) as well as a section for browsing your folders and drives. You can hide/display the “Folders List” section at the bottom of this area by clicking on the arrows. In t[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 63 CHANGING THE PAGE SETUP USAGE: Before you actually print a worksheet, you may want to customize the file to change margins, adjust page orientation, add headers/footers, or modi fy other features. CHANGING MARGINS Click on the Margins tool (located within the Page Setup section on the Page Layo[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 64 CHANGING ORIENTATION Click on the Orientation tool (located within the Page Setup section on the Page Layout Ribbon) to access the page orientation options. Select the page orientation from the two diagrams provided. CHANGING PAPER SIZE Click on the Size tool (located within the Page Setup sect[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 65 CHANGING THE PRINT AREA Click on the Print Area tool (located within the Page Setup section on the Page Layout Ribbon) to define or clear the print area. Choose to either set the print area or clear it. SETTING/REMOVING PAGE BREAKS Click on the Breaks tool (located within the Page Setup section[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 66 DEFINING PRINT TITLES Click on the Print Titles tool (located within the Page Setup section on the Page Layout Ribbon) to specify which rows and columns are to be repeated on each page. You will be taken to a dialog box where you can define which columns/rows to repeat. ACCESSING THE PAGE SETUP[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 67 Within the tab labeled Page , the following options are available: Orientation Use this section to change the paper orientation to Landscape or Portrait . Scaling This section allows you to enlarge or reduce the printout. Not all printers will be able to use this feature. Use the Adjust to: opt[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 68 CUSTOMIZING MARGINS To change the margins click on the Margins tab, as shown below: Top/Bottom Use this section to change the top and bottom distance between the edge of the paper and the printout. Left/Right Use this section to change the left and right distances between the edge of the paper [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 69 CUSTOMIZING HEADERS/FOOTERS To customize or remove the headers/footers, click on the tab labeled Header/Footer , as shown below: The top section is a sample of what the current header will display. In the section called Header is a pull-down list of predefined headers. Simply click on the down [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 70 To customize the header/footer click on one of these buttons: The custom header and footer dialog boxes look the same: Use the Left , Center and Right sections of the box to enter text. The section you type it in will det ermine where the header/footer text will be placed on the printed page. U[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 71 SHEET PRINTOUT OPTIONS Click on the Sheet tab to customize the print features that affect the overall sheet, as shown below: Print area Use this section to specify the block to be printed. If you selected a block before you entered this box, the block will already be displayed. If not, you may [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 72 Print You can choose to either display Gridlines or suppress the sheet gridlines from printing. Black and white is used to print in black and white for faster printing. Checking the Draft quality option speeds up the printout by printing less graphics and suppresses the gridlines. Check the Row[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 73 PRINTING YOUR WORKSHEET USAGE: After you have saved your workbook, you will want to print it. If you do not specify otherwise, Excel a ssumes you want to print the entire worksheet. It is possible, though, to specify a print range. Click on the Office button. Select Print from the Office menu. [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 74 You can also select what pages s hould be printed, what portion of the document you wanted printed (e .g., the currently selected block of cells, the active worksheet, t he entire workbook, etc.), and how many copies are needed. You can save the print settings to a file so that you can print at[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 75 PRACTICE EXERCISE Instructions:  Create a new file based on the following information.  Create a formula in cell F2 to calculate the quarterly totals. Create a second formula in cell G2 which calculates the percentage of the objective and then add totals at the bottom of the table for eac[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 76 CREATING A NEW WORKBOOK USAGE: When you first run Excel you are automatically taken into a blank, untitled workbook where you may begin entering data. If, however, you are in the midst of working with one file and then decide to create another workbook, you will need to instruct Excel as to wha[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 77 The window is divided into three sections. The far left section contains a list of available template categories that you can base your new workbook on. The middle section lists the templates available within the category you selected (from the left side of the window). The far right section di[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 78 OPENING AN EXISTING WORKBOOK USAGE: If you want to work on an existing file, you must open it. Choosing to open a file will place the requested workbook in another window so that more than one file can be open at the same time. You can then switch between the opened workbooks using the taskbar [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 79 In this latest version using Windows Vista, the address bar is displayed a bit differently, as shown below: The path is displayed horizontally on the bar instead of vertically (as was the case in previous versio ns of Windows). For example, in the diagram shown above the currently selected item[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 80 When ready, double-click on the name of the file you want to open or highlight the name and click on to open the file. If you click on the down arrow beside the button, you can choose from a list of options (such as opening the file as read- only or as a copy). TIP: To open more than one file a[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 81 ALIGNING CELL DATA USAGE: Unless you specify otherwise, Excel left-justifies text and right- justifies numbers so that text fills cell space from left to right while numbers are filled from right to le ft so that they align properly. To change the horizontal cell alignment for a single cell or [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 82 VERTICALLY ALIGNING DATA You can also align data vertically (top, center or bottom) within a cell or block of cells. After selecting the cell(s) to be aligned, click on one of the three tools shown below (which are loca ted within the Alignment section on the Home Ribbon): Top Center Bottom CHA[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 83 FORMATTING VALUES USAGE: When entering values, Excel automatically uses a format which omits dollar signs, commas and a fixed number of decimal places. This can make numbers difficult to read at times and inconsistent. Excel does, however, allow you to access other built-in formats (such as per[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 84 USING CELL STYLES USAGE: Cell Styles apply a built-in combination of formats to a block of cells. These formats include fonts, borders, patterns, alignment, and shading. To apply a cell style to a block of cells, follow these steps:  Select the block of cells to be modified.  Click on the[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 85  Running PowerPoint  The PowerPoint Screen  Opening a Presentation  Running a Slide Show  Changing Views  Selecting Objects  Moving & Copying Items  Resizing & Deleting Objects  Customizing Slide Objects  Working with Text  Starting a New Presentation ?[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 86 RUNNING MICROSOFT POWERPOINT USAGE: Like Word and Excel, PowerPoint can be accessed directly through the desktop or the Start menu (l ocated on the task bar at the bottom of the screen). If you have a shortcut on your desktop, double-click on the Microsoft Office PowerPoint 2007 icon. Although [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 87 THE POWERPOINT SCREEN Once you launch the program, you are taken into a blank untitled presentation where you may begin entering your data. Y ou will notice that the program window includes many of the standard elements common to most Office 2007 applic ations as well as a few items that are un[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 88 The far right side of the Title Bar contains three icons for minimizing , maximizing , and closing the presentation or program. The second line contains a new feature within PowerPoint 2007 and is called the Ribbon Bar . There are tabs located on this line which are used to access a series of R[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 89 PowerPoint provides a slide counter along the far left side of the Status Bar (located at the very bottom of the screen) which lets you know what slide number you are currently viewing/working on. To the right of the slide counter is the current “theme” name. Each presentation is based on a[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 90 OPENING A PRESENTATION USAGE : Although you will of course be cr eating presentations from scratch, most of the time you will simply open an existing presentation to view it or to make modifications. Click on the Office button. Select Open from the Office menu. The following dialog box will be [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 91 In this latest version of Powe rPoint using Windows Vista, the address bar is displayed a bit differently, as shown below: Notice that the path is displayed horizontally on the bar instead of vertically (as was the case in previous versions of Windows). For example, in the diagram shown above t[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 92 By default, this box only displays PowerPoint presentations. However, if you click on you can choose to display other types of files (such as templates or Web pages). Once you have located the presentation you want to open, double- click on it or highlight t he name of the file and click . If y[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 93 SWITCHING BETWEEN MULTIPLE FILES When working with two or more open presentations, you can either access the View Ribbon and click on the button and then select the file you want to switch to or you can quickly switch between open presentations using the Windows task bar, as illustrated in the [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 94 RUNNING A SLIDE SHOW USAGE: A slide show is a desktop presentation. They are most often used when presenting information to an audience. Slide shows can be instrumental in conveying your message to a group of people since graphics can help make it more understandable. You can connect your PC to[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 95 STARTING A SLIDE SHOW Click on this tool (located with the view buttons – towards the right side of the status bar). PowerPoint will immediately begin displaying the slide show - with the first slide taking up the full screen. MOVING AROUND WITHIN THE SLIDE SHOW Click on this tool (located wi[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 96 CHANGING VIEWS USAGE: The PowerPoint screen is divided into three basic panes. The leftmost pane is most often used to display thumbnails of each slide within your presentation while the large middle pane displays the currently selected slide. The pane beneath the working area is used for addin[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 97 WORKING WITH THE SLIDE SORTER The Slide Sorter displays a thumbnail sketch of each of your slides so that you can easily see them all at once. These miniature slides are spread across several rows on a single screen (whenever possible). This view is the quickest way to move slides around and de[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 98 REARRANGING SLIDES You can rearrange the slides withi n the slide sorter by simply dragging them to a new location. As you begin dragging a slide, a thin vertical line is displayed to indicate where the slide will be placed when you release the mouse button. DELETING AN UNWANTED SLIDE To delete[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 99 WORKING WITH THE NOTES PAGE VIEW The Notes Page view displays the actual slide in the top half of the screen and then leaves an area at the bottom for speaker notes. These notes can be printed as a reference for the speaker to help them with the presentation as they de liver it or can be left b[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 100 WORKING WITHIN THE SLIDE PANE Since the slide pane is set as the largest pane within PowerPoint, it is important that you understand t he screen elements present when working within this pane. Notice along the bottom left side of the screen (on the status bar) that PowerPoint indicates the cur[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 101 SELECTING OBJECTS USAGE: Once objects have been added to a slide, you must select them before modification is possible. PowerPoint allows you to move, copy, resize, delete and change the color of the selected object. If the object contains text, you may also edit the font and size of the text,[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 102 SELECTING ALL OBJECTS To select all of the objects currently on the slide: Click on this button (located within the Editing section of the Home Ribbon). From the pull-down list, choose Select All . If you prefer using the keyboard: C + a All objects within the slide should now be selected. To [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 103 MOVING OBJECTS USAGE: You can move objects around on the slide by dragging them from one location to another using your mouse, as outlined in the steps shown below.  Move to the middle (of a clip art picture or filled object) or the edge (for unfilled objects) of the selected item. Be sure [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 104 COPYING OBJECTS USAGE: To copy an object within your presentation, follow these steps:  Move to the middle (of a clip art picture or filled object) or the edge (for unfilled objects) of the selected item. Be sure that the mouse pointer changes to the four-way arrow. Hold down the C key. You[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 105 RESIZING OBJECTS USAGE: PowerPoint allows you to easily change an object's size - keeping its original proportions, or changing its shape as you resize. To resize an object, follow the steps outlined below:  Select the object to resize.   Move the mouse so the tip of the arrow to[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 106 DELETING OBJECTS USAGE: There may be times while editing a slide that you decide that an object is no longer needed and should be removed entirely.  Select the object(s) to be deleted.  Press the = key and the object(s) will be removed. OOPS! UNDELETING If you mistakenly delete an object[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 107 CUSTOMIZING OBJECTS USAGE: Once an item has been placed onto the slide, you may want to customize its appearance. You can change the color of the lines surrounding an object, the fill color or pattern within the object, add shading or even apply 3D effects to some objects. CHANGING OUTLINE/LIN[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 108 CHANGING FILL COLORS To modify the fill color, pictur e, gradient, and texture applied to an object, follow the steps outlined below:  Select the object(s) to be modified.  Click on this button (located within the Drawing section on the Home Ribbon).  From this pull-down list, you can[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 109 ADDING A SHAPE EFFECT Adding a shape effect (such as a shadow or a bevel effect) can give an object a more custom look and feel to help it to stand out from the rest of the drawing. To apply a shape effect to an object, follow the steps below:  Select the object(s) to be modified.  Click[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 110 WORKING WITH TEXT USAGE: You can also change the attributes of text, such as the font, size, color and style. First, select the text to be edited by clicking the pointer on the text item that you want to edit. You can also select a single word or group of characters from within a text object. [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 111 STARTING A NEW PRESENTATION USAGE: You will obviously be creating new presentations and not just working on existing ones. You can either create a presentati on from scratch or use one of your own existing files to base the new presentation on. In addition, you can base the new presentation on[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 112 The far right section displays a pr eview of the currently selected template. To preview a template before actually selecting it, click on its name (within the middle sect ion of the window) and then look to the right side of the window for a preview. Once you decide which template you would l[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 113 SAVING A PRESENTATION USAGE: After having created a presentation, you will want to save it using a name that will allow you to easily find it again. If you click on the button, you will notice two options for saving a presentation: Save and Save As . Save is the normal save feature which will [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 114 PRINTING USAGE: Obviously an important part to any presentation is the ability to print the slides you have created. Click on the Office button. Select Print from the Office menu. The following dialog box will be displayed: The current printer is displayed at the top of the box. Click on the d[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 115 Printer At the top of the Print dialog box, PowerPoint displays the currently selected printer. Click on the down arrow beside the current printer to choose from a list of available printers. Click on the button to access a second dialog box where you can customize the settings for the selecte[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 116 Print what In addition to printing your presentation slides, PowerPoint offers a few other printing items that you may find quite useful. Slides This is the default option and is used to print the slides. Handouts Prints the slides for audience handouts. Notes Pages Also known as "speaker[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 117 A pull-down list towards the bottom of the dialog box offers three color selections, as described below: Color Prints the slides in color. Grayscale Converts all colors to shades of gray for a black and white printer. Pure Black & White Converts all colors to black or white - with no gray [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 118 ADDING/DELETING SLIDES USAGE: As you develop your presentation, you will obviously need to add new slides, but you may also want to delete a slide. ADDING A NEW SLIDE PowerPoint adds new slides after the current slide. Before you add a slide, be sure the slide you want the new slide to come af[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 119 DELETING A SLIDE There will obviously be times when a slide is no longer required/wanted in your presentat ion and, therefore, will need to be removed.  Make sure the slide to be deleted is currently displayed.  Click on this button (located within the Slides section of the Home Ribbon) [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 120 INSERTING SHAPES AND CLIPART USAGE: As you begin creating slides, you will find yourself needing to add graphic items. If you don’t feel co mfortable drawing these objects manually, PowerPoint provides several shapes and clipart objects which can be used to enhance your slides. To add one of[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 121 ACCESSING THE COMPLETE LIST OF SHAPES If none of the shapes within the Drawing section of the Home Ribbon meet your needs, PowerPoint contains a separate section with an extensive list of shapes. To add a shape from the complete list, follow these steps:  Click on this button (located withi[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 122 INSERTING CLIPART To insert clipart, follow the steps outlined below:  Click on the Clipart tool (located within the Illustrations section of the Insert Ribbon). The task pane displays the clip art options, as shown below:[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 123  In the box labeled Search for , type in the keyword(s) that best defines what type of clip art you are looking for and then click on . Use this box to specify which clip art collections should be included in your search. Use this box to specify what type of media file you are searching for[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 124 After entering the keyword(s) and then selecting , the task pane will display the located clip art, as shown below: Notice the small icon in the lower left of each displayed clip art item. These icons indicate that the clip is not stored directly on your computer and is being retrieved from a [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 125 The following icons represent where the clip is coming from: This icon indicates the clip can be found on your CD-ROM. This icon indicates the clip comes from Microsoft’s web site. This icon indicates the clip comes from a Microsoft partner web site and is free to use. This icon indicates th[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 126  Moving & Copying Data  Using the Office Clipboard[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 127 MOVING DATA USAGE: If you have created a Word, Excel, or PowerPoint document and then decide that a portion of it should be placed in another Office application, you can move the contents by cutting and pasting. When you choose to cut data from any of the Office 2007 applications it is removed[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 128 PASTE FORMAT OPTIONS Once an item has been pasted, a small clipboard icon is displayed at that location within the document. Click on this icon to select from a list of options that defines how the item should be pasted. These options depend on the type of content you are pasting, the applicat[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 129 COPYING DATA USAGE: Instead of moving, you can also copy an item from one application to another. This leaves the item in its original location while taking a copy of it to the new location. To copy an item from one applicatio n to another, follow these steps  Select the item to be copied. [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 130 USING THE OFFICE CLIPBOARD USAGE: You can use the Office Clipboard to collect multiple items (both text and graphics) to be pasted within Word or other Office 2007 applications. The standard Windows clipboard is only able to store one item at a time. You have to paste whatever you have cut or [...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 131 The Office Clipboard will automatically be opened and placed within a task pane, as shown below: The clipboard will display each of t he cut or copied items - with the latest item placed at the top of the list. If you have cut or copied several entries, a scroll bar will be placed along the ri[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 132 There are two tools available across the top of the clipboard: Click on this tool to paste each of the items stored within the Office Clipboard in the current document (or within the current Office application). Click on this button to clear the contents of the Office Clipboard. It will also c[...]

Microsoft Office 2007 ©2007 EZ-REF Courseware Page 133 Select Show Office Clipboard Icon on Taskbar to display the clipboard icon at the bottom of your screen. Choose Show Status Near Taskbar When Copying to display the status of a copied item on the taskbar. Check each of the options you would like to enable from the list. Click a second time to [...]