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Productivity Programs | Graphical User Interfaces | Keyboard Shortcut
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2697BE Productivity Programs
Course: Productivity Programs
Course Overview Course Information Module 1: Productivity Programs Introduction to Productivity Programs Common Features and Commands Introduction to Word Processors Introduction to Spreadsheet Programs Introduction to Presentation Programs Introduction to Database Programs Module Summary Glossary
This course describes the different categories of productivity programs and their uses. It also explains the common commands and features of the user interface of these programs. In this course, you also learn how to perform basic tasks by using the commonly used productivity programs.
Students should have basic reading and comprehension skills at the level required to read a local newspaper. Students should have taken the first course on Computer Basics, or have equivalent computer skills.
After completing this course, you will be able to: • • • Explain the different categories of productivity programs and their common uses. Work with the user interface provided by most commonly used productivity programs. Perform basic tasks in word processors, spreadsheets, presentation programs, and databases.
Module Contents Introduction to Productivity Programs Common Features and Commands Introduction to Word Processors Introduction to Spreadsheet Programs Introduction to Presentation Programs Introduction to Database Programs Module Summary
You need to create various types of documents to present information in various formats. You can use productivity programs to easily create these documents. Most productivity programs have some common features and commands that make it easier for you to work with different programs. This module describes the common features and commands of different productivity programs. It also explains how to work with various categories of productivity programs, such as word processors, spreadsheets, presentation programs, and database programs.
After completing this module, you will be able to: • • • • • • Describe the functionality of various productivity programs. Identify the features and commands shared by productivity programs. Use a word processor. Work with spreadsheets. Work with presentation programs. Create and store information in a database.
The different categories of productivity programs help you easily and efficiently create a variety of documents, such as presentations, spreadsheets, and databases. Most productivity programs include common features and commands. Therefore, understanding these features and commands in one program helps you to work with the other programs. This module explains the common features and commands provided by various categories of productivity programs. It describes how to perform basic tasks in common productivity programs, such as word processors, spreadsheets, presentation programs, and database programs.
Suppose you are a teacher in a school and want to launch a program to track the performance of students in each year. For this program, you first need to collect the test scores of all the students and identify the measures taken by teachers to improve their performance. You then need to combine this data and save it in a way that helps you to easily retrieve and update this information later. After collecting and saving all this information, you need to present this data to other teachers and create individual growth plans for the students. To complete this entire task, you need to use the different types of productivity programs. These programs help you perform a specific task easily and efficiently. In this lesson, you will learn about the basic features of productivity programs.
After completing this lesson, you will be able to: • Describe the functionality of various productivity programs.
You can use a computer to perform various tasks, such as drafting a letter, creating a project report, making a sales presentation, maintaining household accounts, or managing customer information. To perform each task, you require specialized programs known as productivity programs, installed on your computer. For example, to draft letters and other text documents, you can use a word processor. Similarly, to create presentations, you can use a presentation program. Some common productivity programs include the following:
Word processors Spreadsheet programs Presentation programs Database programs
You can use a word processor to create documents that mostly contain text. An example of a commonly used word processor is Microsoft Office Word 2007. You can use a spreadsheet program to work with numbers and perform mathematical calculations. A common example of a spreadsheet program is Microsoft Office Excel 2007. You can use a presentation program to combine graphics and text to create presentations. An example of a presentation program is Microsoft Office PowerPoint 2007. You can use a database program to organize data, such as contact information of customers and products bought by them, in a format that is easy to use and modify. A common database program is Microsoft Office Access 2007.
Sort the items into their associated categories by writing the statement number in its corresponding option box. Statement 1 2 3 4 5 Help you perform mathematical calculations. Help you store large volumes of data. Help you work with numbers. Help you organize data in an easy to access format. Help you create mostly text documents.
Option 1 Spreadsheets
Option 2 Word Processors
Option 3 Database Programs
Self Test for Lesson: Introduction to Productivity Programs
Question 1 Which of the following programs should you use to create a presentation? Select the one best answer. Word 2007. Excel 2007. PowerPoint 2007. Access 2007.
Answer 1 Which of the following programs should you use to create a presentation? Select the one best answer. Word 2007. Excel 2007. PowerPoint 2007. Access 2007.
Advanced Keyboard Techniques
Suppose you want to create different types of documents to present different categories of information. You can use different types of productivity programs to store and present information. Most productivity programs provide features to perform some common tasks. For example, in most productivity programs, you can open and close a file, print a file, and insert, move, modify, and delete text and objects. To help you perform these common tasks, most productivity programs include some common features and commands and have a similar interface. The Microsoft Office Fluent user interface in Microsoft Office programs has several common features, such as Ribbon and Quick Access Toolbar. These features make it easy for you to work in a new program because you can apply what you learn about one program to another program. In this lesson, you will learn about the common features and commands of various types of productivity programs. You will also learn about the main components of the user interface, keyboard shortcuts, and various key combinations.
After completing this lesson, you will be able to: • • • • • • Identify the main components of the graphical user interface (GUI) of a productivity program. Use the pointer to navigate in a program. Identify the tabs, groups, and commands on the Ribbon. Use the buttons on the toolbars to perform various tasks. Type text and characters in a program by using the keyboard. Explain the use of keyboard shortcuts and key combinations.
A GUI helps you interact with a program on your computer. Most productivity programs have a similar interface that has common features. This illustration describes the key features of the GUI of a 2007 Microsoft Office program.
Commands that are related to working with document content are organized in logical groups on the tabs that make up the Ribbon. Each tab relates to a type of activity, such as writing or laying out a page. The Help button appears at the right end of the Ribbon. Using this button, you can search for topics that are related to the program. When you click the Microsoft Office Button, a menu consisting of commands that are related to managing documents, such as creating, saving, and printing, is displayed. The buttons at the bottom of the menu help you change the settings in the program and exit the program. The blank space within the program where you enter information is called work area. The Quick Access Toolbar provides buttons for commonly used commands. This toolbar displays the Save, Undo, and Repeat buttons. However, you can customize the Quick Access Toolbar to include commands that you use frequently.
The title bar displays the name of the document that is currently open. The title bar also contains the Minimize, Restore Down/Maximize, and Close buttons. The status bar provides information about the document that is currently open. You can customize the status bar to show the information that you want by right-clicking the status bar and then by selecting the options that you require. The View toolbar is located at the right end of the status bar. This toolbar provides tools for adjusting the view of contents in a document. Scroll bars are vertical and horizontal bars located at the side or at the bottom of a display area. You can use scroll bars to move to a specific location in the work area.
A cursor is a blinking vertical bar on the screen that indicates the location where you can insert text or graphics in a document. You can also use the cursor to select text or graphics in a document. A mouse pointer is an on-screen arrow or another shape that moves when you move the mouse or other pointing device. Using the pointer, you can quickly move around within a document and select different commands and text. You change the location of the pointer by moving the mouse. The area of the screen where the pointer appears is the target for an action when you press one of the mouse buttons. By moving the pointer and then clicking the mouse button, you specify the new location of the cursor. For example, when working with a word processor, such as Word 2007, you can specify the location of the cursor by moving the pointer to that location, and then clicking the left button of the mouse. You also use the pointer to point to a menu or button and to select text or graphics in a program. In this simulated lab, you will work with the pointer to move around within a document and make the required changes. The following table contains the steps of an online simulation. Step 1 To move the cursor to the end of the first line in the document, click at the end of the word Events. Step 2 To select the first word in the document, double-click the word Announcement. Step 3 To change the word Announcement to New, press SPACEBAR to have the text typed for you. Step 4 To correct the misspelled word, for the purposes of this exercise, press SPACEBAR to have the word right-clicked for you. Step 5 On the shortcut menu, click description.
Step 6 To close the Announcement Guidelines file, on the title bar, click the Close button. Step 7 To save the changes that you made to the document, in the Microsoft Office Word message box, click Yes.
In productivity programs, such as Word 2007, the Ribbon consists of tabs. Each tab is divided into groups. A group helps you perform a set of similar tasks, such as inserting tables or adding pictures on a page. The Ribbon also consists of contextual tabs. These tabs appear only when necessary. For example, in a Word 2007 document, the contextual tab for editing a table appears when you insert a table in the document. In this demonstration, you will view the tabs and groups on the Ribbon. The following table contains the steps and transcript of an online demonstration. Step List
Demonstration: Working with the Ribbon To start Word 2007, click the Start button, click All Programs, click Microsoft Office, and then click Microsoft Office Word 2007. In the document area, type any word, and then to select that word, double-click the word. To view the buttons that help you insert different elements in a document, on the Ribbon, click the Insert tab. To view the buttons that help you change the appearance of a document, on the Ribbon, click the Page Layout tab. To view the ScreenTip of a button, place the pointer on the button. To view the advanced options in a group, on the lower-right corner of the Page Setup group, click the Page Setup Dialog Box Launcher button. To view the buttons that help you review and edit a document, on the Ribbon, click the Review tab. To view the buttons that help you change the view of a document, on the Ribbon, click the View tab. To view all file-level commands, click the Microsoft Office Button. To view the Word Help window, click the Microsoft Office Word Help button.
When you open a productivity program, such as Word 2007, you can see the Ribbon above the document area. There are tabs on the Ribbon and groups of buttons on the tabs. The Home tab is open when you start Word 2007. The Home tab contains buttons that you can use to change the way the text in a document looks. Notice that the backgrounds of some buttons change color when you point to them. This means that the button is available - you can use that button - to change the color of text, for example. Other tabs or buttons are temporarily unavailable. The Cut button is unavailable because there is no text in the document – there is nothing to cut.
When you add text to a document, some buttons that were unavailable are now available for you to use.
In some of your documents, you might want to add pictures or tables in addition to the text. For example, if you are writing an essay on a historic site, you might want to add pictures of that site in your document. In such cases, you can use the buttons from the Insert tab to insert pictures, tables, and symbols in your document.
You can give your document a professional look by adding page borders, by applying page colors, or by changing the spacing between paragraphs. Buttons on the Page Layout tab help you change the appearance of your document according to your desire. For example, if you want to print the document in a letter format, you can select the Letter option from the Page Layout tab.
If you are not sure what a button does, you can place the pointer on that button. When you place the pointer on the button, information about the button is displayed in a small box known as ScreenTip.
Advanced options in a particular group are available in a dialog box, which you can view by clicking the Dialog box Launcher button on the lower-right corner of that group area. For example, you can access the options that help you change the alignment of a page through the Page Setup Dialog Box Launcher button. This button is located at the lower-right corner of the Page Setup group.
If you want to check the spelling and grammar in your document, search for a synonym of a particular word, or search through dictionaries and encyclopedias for reference material, you can use the buttons on the Review tab. These buttons help you review and make changes to your document.
You can view your document in different ways by using the buttons on the View tab. For example, you can use these buttons and view the document in full screen format. The View tab also provides you with the option to zoom in and out of a document and switch between windows if you have more than one document open at the same time.
After you have created your document, you might want to save or print the document. You can do this by using the Save and Print options that are provided in the Microsoft Office Button.
Suppose you want to add a table in your document and you do not know how to do it, you can find the information in the Help feature. You can type Add table in the Search box, and you will get a list of topics that are related to tables.
When you work with a program, you might frequently use certain commands. For example, if you are typing a business letter, you may want to copy and paste text, make changes to the font style, and indent the text. Instead of using the commands from the menu bar, you can directly access the commonly used commands by using the Quick Access Toolbar and the Mini toolbar. The Quick Access Toolbar is a customizable toolbar that contains a set of commands. This toolbar always appears at the top of an open document. On the Quick Access Toolbar, you can also add buttons for the commands that you use frequently. The Mini toolbar appears only when you select text in a document. You can change the size, font, or color of the text by using the options from this toolbar. In this simulated lab, you will make changes to a document by using common toolbar options. The following table contains the steps of an online simulation. Step 1 To change the font of a word, double-click the word Description, on the Mini toolbar, click the Font arrow, and then click Calibri. Step 2 To make the word Description bold, on the Mini toolbar, click the Bold button. Step 3 To format text as a bulleted list, click to the left of $10.00, hold down the SHIFT key, click to the end of (children), and then release the SHIFT key. Step 4 On the Mini toolbar, click the Bullets button. Step 5 To move the bulleted list to the left, on the Mini toolbar, click the Decrease Indent button. Step 6
To undo the action that indented the list, on the Quick Access Toolbar, click the Undo button. Step 7 To add buttons to the Quick Access Toolbar, click the Customize Quick Access Toolbar arrow, and then click Quick Print. Step 8 To remove the Quick Print button from the Quick Access Toolbar, click the Customize Quick Access Toolbar arrow, and then click Quick Print. Step 9 To view the available styles for a heading, on the Ribbon, on the Home tab, in the Styles group, click the Styles Dialog Box Launcher button. Step 10 To change the style of the document heading, click the heading, and then in the Styles list, click the Heading 1 style. Step 11 To save the document, on the Quick Access Toolbar, click the Save button. Step 12 To close the document, click the Close button.
You use a keyboard to enter information into a computer. To enter information, you must first define where to place the information, and then press the appropriate keys. You can use the ENTER key to instruct the computer to complete an action. Based on the type of program, you can also use the ENTER key to run a command. In some productivity programs, such as a word processor, pressing the ENTER key ends one line of text and then starts a new line of text. You can use the SPACEBAR to enter a space character. For example, you can press the SPACEBAR to insert a space between two words. You can use the SHIFT key in combination with another key to give the other key an alternative function. For example, you press the SHIFT key in combination with any letter key to type an uppercase version of that letter. The SHIFT key is also used in various key combinations to create nonalpha-numeric characters, such as a parenthesis, or to perform special operations. For example, you can use the SHIFT key in combination with the UP ARROW or the DOWN ARROW keys to select data. You can press the CAPS LOCK key to type all alphabetic characters on your keyboard in uppercase. This is much easier than holding down the SHIFT key the entire time that you are typing an entire sentence in uppercase. The CAPS LOCK key does not affect numbers, punctuation marks, or functional keys. You can use the BACKSPACE key to move the insertion point to the left and delete a character on the left. The BACKSPACE key moves one character at a time. The numeric keypad is a calculator-style block of keys that you can use to enter numbers. It includes keys for the digits 0 to 9, addition, subtraction, multiplication, and division. The Numeric Lock key, also called the NUM LOCK key, when turned on, activates the numeric keypad. When the NUM LOCK key is turned off, you can use most of the numeric keypad keys to move the insertion point, move through the document one screen at a time, or move quickly to the beginning or end
You use the function keys for special tasks in different programs. For example, you use the F1 key to display the Help file associated with a program. The tasks of the function keys are specific to each program. For example, when you press the F5 key in PowerPoint 2007, it starts a slide show, whereas when you press the same key in Word 2007, it displays the Find and Replace dialog box. You use the navigation keys to control the movement of the cursor. These keys include HOME, END, PAGE UP, PAGE DOWN and four arrow keys. The HOME key usually moves the cursor to the start of a line or a document. The END key moves the cursor to the end of a line or a document. The PAGE UP and the PAGE DOWN keys move the cursor up or down, one screen at a time. The number of lines that it moves will vary depending on the size of your monitor. You can also use the four arrow keys to move the cursor vertically or horizontally on the display screen. Keyboard shortcuts are key combinations usually involving command keys that help you quickly perform an action without using the menus or toolbar icons. For example, you can press CTRL+P to print the current document by using the default printer settings. While working with different programs, you may have to insert special characters and symbols. On a standard keyboard, you do not have dedicated keys for specific characters and symbols. For example, you may want to enter the copyright symbol in a document, and there is no dedicated key for it. However, you can insert special characters by using a combination of specific keys on a standard keyboard. To enter the copyright symbol, you can press ALT+0169.
Self Test for Lesson: Common Features and Commands
Each pair of statements contains a true statement and a false statement. For each pair of statements, indicate which statement is true by placing a mark in the True column to the right. Statement 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 Productivity programs are TASKS designed for specific PROGRAMS. Productivity programs are PROGRAMS designed for specific TASKS. The Ribbon has FILES grouped into a logical section. The Ribbon has TABS grouped into a logical section. The QUICK ACCESS TOOLBAR appears when you select text in a document. The MINI TOOLBAR appears when you select text in a document. Using the CURSOR, you can select different commands in a program. Using the POINTER, you can select different commands in a program. Exit a program by using options from the QUICK ACCESS TOOLBAR. Exit a program by using options from the MICROSOFT OFFICE BUTTON. Resize a document by using options from the STATUS BAR. Resize a document by using options from the TITLE BAR. Use the SCROLL BAR to move to a specific location in the work area. Use the STATUS BAR to move to a specific location in the work area. On a standard keyboard, you HAVE dedicated keys for symbols. On a standard keyboard, you DO NOT HAVE dedicated keys for symbols. Pressing ENTER ends one line of text. Pressing THE SPACEBAR ends one line of text. True False
Statement 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 Productivity programs are TASKS designed for specific PROGRAMS. Productivity programs are PROGRAMS designed for specific TASKS. The Ribbon has FILES grouped into a logical section. The Ribbon has TABS grouped into a logical section. The QUICK ACCESS TOOLBAR appears when you select text in a document. The MINI TOOLBAR appears when you select text in a document. Using the CURSOR, you can select different commands in a program. Using the POINTER, you can select different commands in a program. Exit a program by using options from the QUICK ACCESS TOOLBAR. Exit a program by using options from the MICROSOFT OFFICE BUTTON. Resize a document by using options from the STATUS BAR. Resize a document by using options from the TITLE BAR. Use the SCROLL BAR to move to a specific location in the work area. Use the STATUS BAR to move to a specific location in the work area. On a standard keyboard, you HAVE dedicated keys for symbols. On a standard keyboard, you DO NOT HAVE dedicated keys for symbols. Pressing ENTER ends one line of text. Pressing THE SPACEBAR ends one line of text.
Suppose you need to create your resume to apply for a job. You want to create a professional resume that lists the various details in an easy-to-read format. You also want to highlight the text that describes your achievements. You can use a word processor, such as Word 2007, to create an impressive resume. Word processors are specialized programs that allow you to change the look and feel of a text document. These programs include tools that help you to create documents by inserting graphics, charts, tables, and other media elements. These programs also help you to create a variety of business and personal documents such as reports, resumes, and letters. In this lesson, you will learn about the basic tasks that you can perform by using a word processor. You will learn to work with text, tables, and pictures. You will also learn about the benefits of desktop publishing (DTP).
After completing this lesson, you will be able to: • • • • • Perform basic tasks in a word processor. Edit and format text. Work with tables and pictures. Proofread a document. Identify the benefits of DTP.
A word processor provides the functionality of various components, such as paper, pen, typewriter, eraser, and a dictionary. Most computers have preinstalled basic word processors such as Microsoft Notepad and Microsoft WordPad. You can also use advanced word processors, such as Word 2007, to perform complex tasks that include, checking for wrong spellings, finding synonyms, inserting graphics, printing documents, and displaying documents in multiple on-screen windows. In this simulated lab, you will perform basic tasks in Word 2007. The following table contains the steps of an online simulation. Step 1 To view a program that is stored on the computer, click the Start button, and then click All Programs. Step 2 To open Word 2007, click Microsoft Office, and then click Microsoft Office Word 2007. Step 3 To add text in the document, in the Document1 - Microsoft Word window, for the purposes of this exercise, press SPACEBAR to have the text typed for you. Step 4 To move the cursor to the beginning of the document, hold down the CTRL key, and then press the HOME key. Step 5 To move the cursor to the end of the document, hold down the CTRL key, and then press the END key. Step 6 To move the cursor up one line, press the UP ARROW key. Step 7
To move the cursor to the beginning of the line, press the HOME key. Step 8 To move the cursor to the end of the line, press the END key. Step 9 To save the document, click the Microsoft Office Button, and then click Save As. Step 10 To change the file name, in the Save As dialog box, in the File name box, for the purposes of this exercise, press SPACEBAR to have the file name typed for you, and then click Save. Step 11 To open an existing document, click the Microsoft Office Button, and then click Open. Step 12 In the Open dialog box, click Flyers, and then click Open. Step 13 To print copies of the document, click the Microsoft Office Button, and then click Print. Step 14 In the Print dialog box, under copies, for the purposes of this exercise, press SPACEBAR to have the number of copies typed for you, and then click OK. Step 15 In the Save the file as dialog box, in the File name box, for the purposes of this exercise, press SPACEBAR to have the file name typed for you, and then click Save. Step 16 To toggle between the open files, click the View tab. Step 17 In the Window group, click Switch Windows, and then click Guidelines.
Imagine you have written a letter to a friend about your holiday. After writing the letter, you decide to make some changes to it. You want to edit and delete some text, change the line spacing, and increase the font size. In such a situation, you can write the letter in a word processor, such as Word 2007, so that you can easily edit and format the letter. Word 2007 helps you to easily cut, copy, and paste text; undo and redo actions; justify text; change font parameters and paragraph spacing; and perform various other editing and formatting functions. In this demonstration, you will see how to perform basic tasks that are related to editing and formatting of text in Word 2007. The following table contains the steps and transcript of an online demonstration. Step List
Demonstration: Editing and Formatting Text To select a sentence, click the cursor at the beginning of a sentence, and then drag the cursor to the end of the sentence. To copy the selected text, on the Ribbon, in the Clipboard group, click the Copy button. To paste the text that you copied, place the cursor at the required location, in the Clipboard group, click the Paste button. To undo the last action, on the Quick Access Toolbar, click the Undo Paste button. To redo the last action, on the Quick Access Toolbar, click the Redo Paste button. To cut the selected text, select the first sentence, and then in the Clipboard group, click the Cut button. To paste the text, in the Clipboard group, click the Paste button. To change the appearance of text, select the text, in the Font group, click the Font arrow, and then select a font type. To change the font size of the text, in the Font group, click the Font Size arrow, and then select a font size.
To change the color of the text, in the Font group, click the Font Color arrow, and then select a color. To place the heading at the center of the page, in the Paragraph group, click the Center button. To align the text in a paragraph to the margins, click anywhere in the paragraph, and then in the Paragraph group, click the Justify button. To align a paragraph to the right, select the paragraph, and then in the Paragraph group, click the Align Text Right button. To align a paragraph to the left, select the paragraph, and then in the Paragraph group, click the Align Text Left button. To increase the line spacing in a paragraph, select the paragraph, in the Paragraph group, click the Line Spacing arrow, and then select a value for the spacing. To add space after a paragraph or to remove space before a paragraph, in the Paragraph group, click the Line Spacing arrow, and then select the required option. To add numbering to text, select the text, and then in the Paragraph group, click the Numbering button. To add bullets to text, select the text, and then in the Paragraph group, click the Bullets button. To increase the indent of text, select the text, and then in the Paragraph group, click the Increase Indent button. To copy formatting attributes, select the text, and then in the Clipboard group, click the Format Painter button. To apply the formatting attributes, click at the beginning of the destination text, drag the cursor to the end of the text.
Suppose you have written a letter in a Word 2007 document. You want to change some words and change the order of sentences in the letter. You can easily do so by using the various editing and formatting options in Word 2007. To select a word or a sentence in a document, use the mouse or the keyboard.
The Copy option in Word 2007 helps you duplicate information. Copying text does not change the actual location of the original text.
You can use the Paste option to insert text that has been cut or copied from a document into a different location in the same document or a different document.
You can also reverse or repeat specific actions that you performed in the document by clicking the Undo arrow and then selecting a specific action from a list of past actions.
The Redo option helps you retain the Undo action.
You can move a portion of a sentence from one location and place that portion in a different location in the same document by using the Cut option. This option removes the selected text from the original location.
Note that the Paste Options button appears next to the pasted selection. You can select an option from the shortcut menu to specify the formatting of the pasted text.
If you want to change the font type of a word or a sentence, you can use the options that are available in the Font group.
Similarly, you can change the font size of a word or sentence in the document.
To highlight parts of the text that are important, you can apply different font colors to the words and sentences in the document.
You can specify the arrangement of the text in a document by using the alignment settings.
Use the Justify button to align the text of a paragraph evenly between the left and the right margins of a page.
The Align Text Right button helps you align the text to the right of the page.
Similarly, you can use the Align Text Left button to align the text to the left of the page.
You can easily adjust spacing between lines of text by using the options from the Paragraph group.
You can also increase or decrease the spacing between paragraphs.
Suppose you have a list of items in the document. You want to number the list so that it reads better. You can use the Numbering button to create a numbered list for the items.
Similarly, you can apply bullets to the list of items.
You can increase the space of a paragraph from the left margin by indenting the paragraph so that the paragraph is easier to read and understand. You can also use the TAB key to indent the paragraph.
Instead of manually applying the formatting to the text, you can copy all the formatting attributes by using the Format Painter option.
You can then quickly apply the attributes to another text in the document.
While creating documents, you may want to organize complex information in tables. Suppose you want to create an order form that contains information such as product name, quantity sold, product price, and total amount of the order. Instead of presenting this information as plain text, you can present the information in a table. Tables help you present complex information in an easy-to-understand format. You can divide the information into logical sections within a table to group different types of data, making it easier to read the entire document. In addition, you can also include pictures in a document. For example, you may want to include your company logo in the order form to distinguish your document and make it visually appealing. In this simulated lab, you will work with tables and pictures in Word 2007. The following table contains the steps of an online simulation. Step 1 To create a table in the Sales Report file, click the Insert tab, click Table, and then click Insert Table. Step 2 To specify the number of rows and columns for the table, in the Insert Table dialog box, for the purposes of this exercise, press SPACEBAR to have the numbers typed for you, and then click OK. Step 3 To enter text in the first cell of the first row, for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then press the TAB key. Step 4 To insert the remaining entries in the table, for the purposes of this exercise, press SPACEBAR to have the text typed for you. Step 5 To add a row to the table, click to select the first cell of the last row, and then click the Layout tab. Step 6
In the Rows & Columns group, click Insert Below. Step 7 To delete a row in a table, click to select the first cell of the last row. Step 8 In the Rows & Columns group, click Delete, and then click Delete Rows. Step 9 To change the style of the table, click inside the table, and then click the Design tab. Step 10 In the Table Styles group, click the More arrow, and then click Light Grid – Accent 1. Step 11 To apply shading to the table, click the first heading, hold down the SHIFT key, and then click the last heading. Step 12 In the Table Styles group, click Shading, and then under Standard Colors, click Yellow. Step 13 To apply a border to the table, click the first heading of the table, hold down the SHIFT key, and then click in the last cell of the table. Step 14 In the Table Styles group, click the Borders arrow, and then click All Borders. Step 15 To insert a picture in the Sales Report file, click below School of Fine Art, and then click the Insert tab. Step 16 In the Illustrations group, click Picture. Step 17 In the Insert Picture dialog box, in the File name box, for the purposes of this exercise, press SPACEBAR, wait as the path of the file is typed for you, press ENTER, and then double-click logo. Step 18 To insert clip art in the Sales Report file, click below the table, and then click the Insert tab. Step 19 In the Illustrations group, click Clip Art. Step 20 In the Clip Art pane, in the Search for box, for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then click Go. Step 21 In the Clip Art pane, click the first drawing. Step 22
To insert a chart in the document, click the first heading of the table, hold down the SHIFT key, and then click in the last cell of the table. Step 23 Click the Insert tab, and then in the Illustrations group, click Chart.
Advanced word processors, such as Word 2007, can automatically detect the language of the typed text and then use the spelling dictionary, grammar checker, and punctuation rules for that language. You can also search for synonyms and variations of words by using the thesaurus in Word 2007. In addition, you can configure the AutoCorrect function in Word 2007 to automatically correct misspellings and grammatical errors as soon as you start typing the text. For example, AutoCorrect can be set up to automatically correct misspellings, such as teh for the. In this demonstration, you will see how to proofread a document in Word 2007. The following table contains the steps and transcript of an online demonstration. Step List
Demonstration: Proofreading a Document To check the spelling and grammar of the entire document, on the Ribbon, on the Review tab, in the Proofing group, click the Spelling & Grammar button. To correct the spelling of the word Anounsement, in the Spelling and Grammar: English (United States) dialog box, under Suggestions, double-click Announcement. To replace all instances of the misspelled word eevent with the correct spelling event, in the Spelling and Grammar: English (United States) dialog box, click Change All. To correct the misspelled word catallog and add this misspelling to the AutoCorrect list, in the Spelling and Grammar: English (United States) dialog box, click AutoCorrect. To correct the grammar error, click Change. To add the Spanish word Sardana to the custom dictionary, in the Spelling and Grammar: English (United States) dialog box, click Add to Dictionary. To ignore all instances of the word Pilar, in the Spelling and Grammar: English (United States) dialog box, click Ignore All. To close the message box that indicates the checking process is complete, click OK. To display the Thesaurus, in the Proofing group, click the Thesaurus button.
In the Research pane, in the Search for box, double-click the text, type purpose and then click the Start searching arrow.
After you finish writing a report or an essay, you might want to check the document for spelling and grammar mistakes. You can do so by using the proofreading tools that Word 2007 provides.
The red wavy underline means that the word is misspelled. You can correct the word by selecting the correct option from a list of alternative spellings.
The Change All option helps you correct all instances of the misspelled word in a document. You can save the time required to correct individual incorrect entries of that word by using this option.
Sometimes, you might type certain words incorrectly. You can add such words to the AutoCorrect list so that the next time you type the word incorrectly, Word 2007 automatically corrects the word.
Word 2007 also helps you check and correct grammatical mistakes in your document. You can see the recommended text in the Suggestions box, make changes, and then save the changes in your document.
You can add words from different languages in the dictionary that is provided in Word 2007 to avoid identifying the words as misspellings.
Some words, such as names of people, companies, and medicines, are not included in the dictionary. To ensure that these words do not appear as misspelled words, either ignore the suggestions for correct spellings or add such words to the dictionary.
When you want to find a synonym for a word, you can use the Thesaurus feature in Word 2007.
Word 2007 searches for synonyms from various sources, such as reference documents and Web sites, and displays a list of alternatives. You can select the word that you want from this list.
In desktop publishing (DTP), you use a specialized program to combine graphics and text to create visually appealing documents. You can use word processors to perform the basic functionality of a DTP program. To create more sophisticated documents, you need to use specialized DTP programs such as Microsoft Office Publisher 2007. A specialized DTP program offers templates, graphics tools, and other features to create specialized publications. DTP makes it easier to arrange and modify information for documents that are very long. In addition, DTP offers many advanced formatting techniques that help save time. DTP programs also offer built-in templates for documents such as newsletters, brochures, flyers, signs, resumes, business forms, letter formats, and catalogs. You can use these templates to create your own publication and modify it to suit your requirements.
To create a newsletter by using Publisher 2007, perform the following steps: 1. To open Publisher 2007, click the Start button, click All Programs, click Microsoft Office, and then click Microsoft Office Publisher 2007. 2. To display a list of templates for printed publications, in the Getting Started with Microsoft Office Publisher 2007 pane, under Popular Publication Types, click below the scroll box on the scroll bar, and then click Newsletters. 3. To select a newsletter design, in the Newsletters pane, under Newer Designs, click Brocade,
and then click Create. 4. To save the newsletter, on the Standard toolbar, click the Save button. 5. In the Save As dialog box, in the File name box, type the required name, and then click Save. 6. To close the publication, on the File menu, click Close.
Self Test for Lesson: Introduction to Word Processors
Question 1 You need to copy formatting attributes and apply them to different sections of a document. Which of the following features of a word processor do you use? Select the one best answer. AutoFormat. Reveal Formatting. Format Painter. Copy and Paste. Question 2 Which one of the following statements best describes the AutoCorrect feature in a word processor? Select the one best answer. A feature that helps you to define the formatting attributes in a document. A feature that is used to correct only grammatical errors. A feature that automatically displays a dialog box every time you type incorrectly. A feature that automatically corrects errors and makes other substitutions as soon as you type text. Question 3 Which of the following programs do you use to publish a newsletter? Select the one best answer. A DTP program. A presentation program. An e-mail program. A spreadsheet program.
Answer 1 You need to copy formatting attributes and apply them to different sections of a document. Which of the following features of a word processor do you use? Select the one best answer. AutoFormat. Reveal Formatting. Format Painter. Copy and Paste. Answer 2 Which one of the following statements best describes the AutoCorrect feature in a word processor? Select the one best answer. A feature that helps you to define the formatting attributes in a document. A feature that is used to correct only grammatical errors. A feature that automatically displays a dialog box every time you type incorrectly. A feature that automatically corrects errors and makes other substitutions as soon as you type text. Answer 3 Which of the following programs do you use to publish a newsletter? Select the one best answer. A DTP program. A presentation program. An e-mail program. A spreadsheet program.
Introduction to Spreadsheet Programs
Performing Mathematical Tasks
How to Print Spreadsheet Data
Suppose you have to calculate the expenses of an entire month. You note the expenses for each day and calculate the total expenses for the month. You use a calculator to do the calculation, or you can manually add the figures. After you finish the calculation, you realize that some of the data that you used in the calculation was wrong. Now, all your time and effort is wasted, and you have to do the entire calculation again. If you use a spreadsheet, you can avoid these types of calculation problems, and save time and effort. A spreadsheet is a table in which you can store and organize data, and also perform numeric calculations. This makes your work easier because there is no need to perform calculations manually or with a calculator. It is easy to modify the data in a spreadsheet. When you modify the data used in a calculation, the result of the calculation is modified automatically. Therefore, you do not have to spend time or effort in recalculation. In this lesson, you will learn about the components of a spreadsheet and how to store data in it. You will also learn to perform basic mathematical tasks, and create charts and graphs in a spreadsheet. In addition, you will learn about the various options available for printing a spreadsheet.
After completing this lesson, you will be able to: • • • • • Identify the components of a spreadsheet. Enter data into a spreadsheet. Perform basic mathematical tasks in a spreadsheet. Insert charts in a spreadsheet. Print a spreadsheet.
Using a spreadsheet program, such as Excel 2007, you can store and modify data. You can also perform various mathematical calculations, such as addition, subtraction, and multiplication. The interface of Excel 2007 includes the following parts: • Workbook and worksheets. A workbook is a file created in Excel 2007. A workbook can contain one or more worksheets and related items. An Excel 2007 workbook contains three worksheets. A worksheet is a single spreadsheet in a workbook. You can add or delete worksheets in a workbook as required. Rows and columns. The horizontal divisions in a worksheet are called rows. Each row is identified by a number. For example, the first row in a worksheet is 1. Columns are the vertical divisions in a worksheet. Each column is identified by a letter. For example, the first column in a worksheet is A. Cell. A cell is formed by the intersection of a row and a column. The highlighted rectangular border formed around an active cell is called a cell pointer. An active cell is the cell in which you are working currently. There can be only one active cell at a time. You can use a cell to store and display different types of data such as text, numbers, or formulas. Each cell in a worksheet is identified by a cell address. A cell address is made of the column letter and row number of the cell. For example, the cell formed by the first column and first row has the cell address A1. The cell address indicates the exact location of a cell in a worksheet. Status bar. This bar provides information about the present status of work in the worksheet. For example, if you are not working on the worksheet, the status bar displays the message “Ready.” When you click in a blank cell to enter data, the status bar displays the message “Enter.”
You want to tabulate the test scores of the students in your class in a spreadsheet. For this, you need to enter details such as student names, subject names, and the scores of each student in each subject. Then, you need to calculate the overall results using formulas in a spreadsheet. To work with a spreadsheet, you enter data in the cells of the spreadsheet. You enter data by clicking a cell and typing the data. To edit data in a cell, you click the specific cell and type the new data. The new data automatically replaces the old data. You can enter three types of data in a spreadsheet: • • • Text. Text data has no numeric value associated with it. Number. A number has a constant numeric value, such as the test scores attained by a student. Formulas and functions. Formulas and functions are mathematical equations. The numeric value of formulas and functions automatically changes when the numeric value of variables associated with them changes.
You can also arrange the data that you enter in a spreadsheet. For example, you can sort the test scores attained by students in ascending or descending order to find the top scorers in a class. Similarly, you can sort the names of the students alphabetically. In this simulated lab, you will enter data in an Excel 2007 spreadsheet.
The following table contains the steps of an online simulation. Step 1 To see the menu of programs that are installed on the computer, click the Start button, and then click All Programs. Step 2 To open Excel 2007, click Microsoft Office, and then click Microsoft Office Excel 2007. Step 3 To enter a label in the workbook, click cell C1, and for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then press ENTER. Step 4 To edit data, click cell C1, and for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then press ENTER. Step 5 To enter data, click cell A1, and for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then press ENTER. Step 6 In the cell A2, for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then press ENTER. Step 7 In the cell A3, for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then press ENTER. Step 8 To copy contents of the cell, click cell C1, and then on the Ribbon, in the Clipboard group, click the Copy button. Step 9 To paste the content of cell C1 to cell E3, click cell E3, in the Clipboard group, click the Paste button, and then press ENTER. Step 10 To move the content of cell E3 to cell F3, in the Clipboard group, click the Cut button. Step 11 Click cell F3, and in the Clipboard group, click the Paste button. Step 12 To select a range of cells in a column, click cell A1, hold down the SHIFT key, and then click cell A3. Step 13 To select a range of cells in a row, click cell C1, hold down the SHIFT key, and then click to select cell A1. Step 14
To insert a new row, click cell B1, in the Cells group, click the Insert arrow, and then click Insert Cells. Step 15 In the Insert dialog box, click Entire row, and then click OK. Step 16 To insert a new column, click cell A1, in the Cells group, click the Insert arrow, and then click Insert Cells. Step 17 In the Insert dialog box, click Entire column, and then click OK. Step 18 To change the width of column D, click the column heading D, in the Cells group, click the Format button, and then under Cell Size, click Column Width. Step 19 To type a number for the column width, in the Column Width dialog box, for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then click OK. Step 20 To change the height of a row, click row heading 3, and then in the Cells group, click the Format button, and then under Cell Size, click Row Height. Step 21 To type a number for the row height, in the Row Height dialog box, for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then click OK. Step 22 To delete a column, click column heading E, and then in the Cells group, click the Delete button. Step 23 To sort data in the worksheet, click cell B3, in the Editing group, click the Sort & Filter button, and then click Sort Largest to Smallest. Step 24 To rename a worksheet, double-click the Sheet1 sheet tab, for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then press ENTER. Step 25 To save a workbook, click the Microsoft Office Button, and then click Save As. Step 26 In the Save As dialog box, in the File name box, for the purposes of this exercise, press SPACEBAR to have the file name typed for you, and then click Save.
An important advantage of a spreadsheet is that apart from storing and manipulating data, you can also use it to perform various mathematical tasks on the stored data quickly and accurately. To perform these mathematical tasks, you use functions provided by the spreadsheet program. A function is an operation that is performed on the data in the cells by using calculation tools available in the program. For example, after recording your household expenses in a spreadsheet, you can use the AVERAGE function to calculate the average amount you spent for groceries. You can also create your own formulas to perform mathematical calculations. Using formulas and functions in a spreadsheet helps you to easily modify any data in your calculations. This is because formulas and functions refer to the cell address, not the data in the cells. When you change the data in a cell, the applied formula or the function does not change, and the result of the formula is updated automatically. In this simulated lab, you will perform basic mathematical tasks in an Excel 2007 spreadsheet. The following table contains the steps of an online simulation. Step 1 To create a formula for adding the numbers in cells C3 to C6, click cell C9, on the Ribbon, click in the Formula Bar, and then for the purposes of this exercise, press SPACEBAR to have the text typed for you. Step 2 To select cells to include in the formula, click cell C3, hold down the SHIFT key, and then click cell C6. Step 3 To calculate the sum of the selected cells, press ENTER. Step 4 To edit the formula, click cell C9, in the Formula Bar, double-click C6, for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then press ENTER. Step 5
To copy a formula from a cell to the Clipboard, click cell C9, and then in the Clipboard group, click the Copy button. Step 6 To paste the formula from the Clipboard to another cell, click cell D9, in the Clipboard group, click the Paste button, and then press ENTER. Step 7 To move the formula from cell C9 to C10, click cell C9, and then in the Clipboard group, click Cut. Step 8 Click to select cell C10, and then in the Clipboard group, click Paste. Step 9 To remove the formula from cell C10, press the DELETE key. Step 10 To insert a function for calculating the average value for a group of cells, on the Ribbon, click the Formulas tab, and then in the Function Library group, click Insert Function. Step 11 In the Insert Function dialog box, in the Select a function list, click AVERAGE, and then click OK. Step 12 To specify the cells and calculate the average, in the Function Arguments dialog box, in the Number1 box, for the purposes of this exercise, press SPACEBAR to have the cell range typed for you, and then click OK. Step 13 To select the values in the cells E3 to E7, click cell E3, hold down the SHIFT key, and then click cell E7. Step 14 To add the values in the cells E3 to E7, in the Function Library group, click the AutoSum arrow, and then click Sum.
Suppose you need to submit a monthly sales report to your supervisor. You also want to show the sales trend by comparing the sales figures of the last three months with the sales figures of the current month. You have created a spreadsheet that contains the sales figures. Now, to show the sales trend, you can either plot a chart manually or create a chart in a spreadsheet program. In this situation, the latter method is clearly easier and quicker. With a spreadsheet program, such as Excel 2007, you can represent numeric data in the form of charts. These charts are useful when you want to show the trends in data. It is easier to understand numbers when they are displayed as a chart. Excel 2007 has wizards that provide step-by-step procedures for creating charts to display numerical information. You can choose from a variety of chart types, such as pie, line, and bar, based on your needs. For example, if you want to know how much money you spent on various household items in a year, you can make a pie chart. This chart indicates the percentage spent on items such as groceries, rent, or car maintenance. In this simulated lab, you will create a chart, add a legend to the chart, apply a glow effect to the chart, and save the chart as a template. The following table contains the steps of an online simulation. Step 1 To create a chart based on the data that is in the table, in the Total Marks workbook, select any cell in the data table. For the purposes of this exercise, click cell C1. Step 2 On the Ribbon, click the Insert tab. Step 3 To select the Clustered Bar chart type, on the Insert tab, in the Charts group, click Bar, and then under 2D Bar, click the first thumbnail. Step 4 On the Design tab, in the Data group, click Select Data.
Step 5 To remove the Proportion of Marks column from the vertical axis of the chart, in the Select Data Source dialog box, under Legend Entries (Series), click Proportion of Marks, and then click Remove. Step 6 To close the Select Data Source dialog box, in the Select Data Source dialog box, click OK. Step 7 To change the location of the legend in the chart, on the Ribbon, click the Layout tab, in the Labels group, click Legend, and then click Show Legend at Bottom. Step 8 To apply a glow effect to the chart, on the Ribbon, click the Format tab. Step 9 On the Format tab, in the Shape Styles group, click Shape Effects, point to Glow, and then under Glow Variations, click a glow effect. For the purposes of this exercise, click the second glow effect in the first row. Step 10 To save the chart as a template, on the Ribbon, click the Design tab, and then in the Type group, click Save As Template. Step 11 In the Save Chart Template dialog box, for the purposes of this exercise, press SPACEBAR to have the text typed for you in the File name box, and then click Save.
After you create and save a spreadsheet, you may want to see how it looks on paper, share it with someone who does not have access to a computer, or simply create a copy on paper. You can use the Print command in Excel 2007 to print the data of a spreadsheet in different formats. You can print portions of the spreadsheet and turn on and off elements like lines and borders. You can also customize the way you want to print a spreadsheet based on the type of data that the spreadsheet contains. For example, you might have a spreadsheet that contains numeric data and a pie chart, and you want to print only the pie chart. In this case, you can customize your print settings to print the pie chart separately. To print a spreadsheet in Excel 2007, perform the following steps: 1. To print a spreadsheet, click the Microsoft Office Button, point to Print, and then click Print. 2. To specify the pages that you want to print, in the Print dialog box, under Print range, in the From and To boxes, type the pages that you want to print. 3. To change the layout of the pages, click Properties. 4. In the Microsoft XPS Document Writer Document Properties dialog box, on the Layout tab, click the Orientation arrow, change the layout of the page as required, and then click OK. 5. To preview the pages, in the Print dialog box, click Preview.
To show margins on the pages, on the Print Preview tab, in the Preview group, select the Show Margins check box. 6. To print the spreadsheet, in the Print group, click Print.
Self Test for Lesson: Introduction to Spreadsheet Programs
Each pair of statements contains a true statement and a false statement. For each pair of statements, indicate which statement is true by placing a mark in the True column to the right. Statement 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 You CANNOT store text, numbers, or formulas in a cell. You CAN store text, numbers, or formulas in a cell. A column in a worksheet is identified by a LETTER. A column in a worksheet is identified by a NUMBER. A cell range CANNOT extend across multiple rows. A cell range CAN extend across multiple rows. A cell VALUE indicates an active cell. A cell POINTER indicates an active cell. A workbook CAN contain more than one worksheet. A workbook CANNOT contain more than one worksheet. A WORKBOOK is a file created in Excel 2007. A WORKSHEET is a file created in Excel 2007. MORE THAN ONE cell can be active at a time. ONLY ONE cell can be active at a time. A cell address indicates the exact location of a ROW. A cell address indicates the exact location of a CELL. A label HAS a numeric value attached to it. A label DOES NOT HAVE a numeric value attached to it. True False
Statement 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 You CANNOT store text, numbers, or formulas in a cell. You CAN store text, numbers, or formulas in a cell. A column in a worksheet is identified by a LETTER. A column in a worksheet is identified by a NUMBER. A cell range CANNOT extend across multiple rows. A cell range CAN extend across multiple rows. A cell VALUE indicates an active cell. A cell POINTER indicates an active cell. A workbook CAN contain more than one worksheet. A workbook CANNOT contain more than one worksheet. A WORKBOOK is a file created in Excel 2007. A WORKSHEET is a file created in Excel 2007. MORE THAN ONE cell can be active at a time. ONLY ONE cell can be active at a time. A cell address indicates the exact location of a ROW. A cell address indicates the exact location of a CELL. A label HAS a numeric value attached to it. A label DOES NOT HAVE a numeric value attached to it.
Introduction to Presentation Programs
Exploring a Presentation Program
How to Print a Presentation
Suppose you need to present the annual performance report of your company. You need to show all the facts and figures related to the profits, sales, products, and new ventures of your company. An effective and easy way to present this information is to use a presentation program, such as PowerPoint 2007. Presentation program helps you create visual presentations quickly and incorporate a variety of media, such as text, graphics, charts, and video, into a single presentation. You can make printed copies of selected portions of your presentation and distribute it to the audience. In this lesson, you will learn about the basic elements of a presentation program, how to create a presentation, and add graphics and multimedia to a presentation. You will also learn to identify the various options available to print your presentation in different formats.
After completing this lesson, you will be able to: • • • • Identify the elements of a presentation program. Create a presentation. Add graphics and multimedia to a presentation. Use the print options that are available in a presentation program.
Presentation programs, such as PowerPoint 2007, help you create a presentation and use audio-visual materials, such as graphics and multimedia elements, to present information. You can also distribute printed copies containing the key points of your presentation. In this demonstration, you will see how to perform basic functions in a presentation program. The following table contains the steps and transcript of an online demonstration. Step List
Demonstration: Exploring a Presentation Program To open PowerPoint 2007, click the Start button, click All Programs, click Microsoft Office, and then click Microsoft Office PowerPoint 2007. To open an existing presentation, click the Microsoft Office Button, and then click Open. In the Open dialog box, browse to C:\Users\Student\Documents\2697be\Introduction to Presentation Programs, select Fabrikam, and then click Open. To view the outline of a slide, in the left pane, click the Outline tab. To view the slides as thumbnails, in the left pane, click the Slides tab. To add notes to a slide, click in the notes pane, and then enter the required text. To view a slide with the notes pane, on the View tab, in the Presentation Views group, click Notes Page. To view the slides sequentially in full screen, in the Presentation Views group, click Slide Show. To move to the next slide in the slide show, click the screen. To specify the appearance of the handouts, in the Presentation Views group, click Handout Master. To close the presentation, click the Close button. To save the changes that you made to the presentation, in the Microsoft Office PowerPoint message
box, click Yes.
PowerPoint 2007 is a presentation program that helps you create effective and visually appealing presentations.
You can explore and familiarize yourself with the features of the PowerPoint 2007 program by opening and navigating through a presentation.
On the Outline tab, you can view an outline of the text in the slide.
On the Slides tab, you can view the miniature slides called thumbnails. On the right of the screen, the slide pane displays a large view of the current slide. The notes pane is located at the bottom of the screen.
During the presentation, if you want to refer to some information that is related to the slide, you can add that information in the notes pane.
You can use the Notes Page view to display a slide along with the notes pane.
If you want to view all the slides one after the other in full screen, use the Slide Show option. The content in the notes pane are not displayed during a slide show.
You can also set PowerPoint 2007 to automatically move through the slides. To return to the Normal view any time during a slide show, press the ESC key on your keyboard.
Suppose after a training presentation, you want to distribute the copies of your presentation, you can use the Handout Master option in PowerPoint 2007. You can also specify the number of slides on each page and the layout in this option.
Close a presentation by clicking the Close button.
Suppose you want to create a presentation for schoolchildren. You want to add text, change the design layout, and apply certain transition effects to make the presentation visually appealing. You can easily create a presentation and modify it to suit your requirements by using a presentation program, such as PowerPoint 2007. This program provides a variety of layouts for you to select from. You can easily add or remove a slide from an existing presentation. You can also add a background design from a list of design templates. In addition, you can change the appearance of text on a slide by using the text formatting features provided in a presentation program. In this simulated lab, you will create a presentation. The following table contains the steps of an online simulation. Step 1 To add text to the title placeholder, in the slide, click the title placeholder, and then for the purposes of this exercise, press SPACEBAR to have the title typed for you. Step 2 To add a second slide, on the Ribbon, in the Slides group, click the New Slide arrow, and then under Office Theme, click Title Only. Step 3 To add the Apex theme to the slide, click the Design tab, and then in the Themes group, click the third theme. Step 4 To type a title for the second slide, in the second slide, click the title placeholder, and then for the purposes of this exercise, press SPACEBAR to have the title typed for you. Step 5 To add a third slide to the presentation, click the Home tab, in the Slides group, click the New Slide arrow, and then click Title and Content.
Step 6 To type a title for the third slide, in the third slide, click the title placeholder, and then for the purposes of this exercise, press SPACEBAR to have the title typed for you. Step 7 To add text to the third slide, click the text placeholder, and then for the purposes of this exercise, press SPACEBAR to have the text typed for you. Step 8 To add another bulleted point to the text placeholder, at the end of the first bulleted text, press ENTER, and then for the purposes of this exercise, press SPACEBAR to have the text typed for you. Step 9 To change the bulleted list to a numbered list, click at the beginning of the first bulleted word, hold down the SHIFT key, and then click at the end of the second bulleted word. Step 10 In the Paragraph group, click the Numbering button. Step 11 To change the title of the third slide, click at the beginning of the first word, hold down the SHIFT key, and then click at the end of the second word. Step 12 To replace the text, press the DELETE key, and then for the purposes of this exercise, press SPACEBAR to have the text typed for you. Step 13 To change the size of the title, click at the beginning of the first word, hold down the SHIFT key, and then click at the end of the second word. Step 14 In the Font group, click the Font Size arrow, and then click 40. Step 15 To apply a transition effect to the third slide, click the Animations tab. Step 16 In the Transition to This Slide group, click the second transition effect. Step 17 To view the transition effect, click the Slide Show tab, and then in the Start Slide Show group, click From Beginning. Step 18 To view all the slides, click the COMPUTERS ARE FUN slide, click the Computer Basics slide, and then click the Computer Hardware slide. Step 19 To exit the slide show, click the screen. Step 20 To save the presentation, click the Microsoft Office Button, and then click Save.
Step 21 In the Save As dialog box, click Save. Step 22 To close the presentation, click the Close button.
Suppose you want to raise funds for a new park in the neighborhood. You have created a presentation that can provide this information to people. You now want to add some pictures and video clips to support your key points. You can add graphics and multimedia elements to a presentation by using the tools provided in a presentation program, such as PowerPoint 2007. You can also draw simple objects and specify the sequence in which multimedia elements should appear in a presentation. In this demonstration, you will see how to add graphics and multimedia to a presentation. The following table contains the steps and transcript of an online demonstration. Step List
Demonstration: Adding Graphics and Multimedia To draw a shape in the presentation, select the required slide, on the Insert tab, in the Illustrations group, click the Shapes button, and then select the required shape. To draw the rectangle on the slide, at the required location, drag the cross-hair pointer down and to the right until you get the required size of the rectangle. To add a picture to the presentation, on the Insert tab, in the Illustrations group, click Picture. In the Insert Picture dialog box, browse the folder that contains the required file, select the required picture, and then click Insert. To add a table to the presentation, select the required slide. To insert a table, on the Insert tab, in the Tables group, click the Table button, and then click Insert Table. To specify the number of columns and rows for the table, in the Insert Table dialog box, type or select the required numbers in the Number of columns and Number of rows boxes, and then click OK. To add information to the table, in the first row, in the first cell, type the required text, and then press the TAB key. Repeat the step for the other cells in the table. To add a chart to the slide, select the required slide.
To insert a chart, on the Insert tab, in the Illustrations group, click Chart. To select the type of chart, in the Insert Chart dialog box, on the left pane, select the required type of chart; on the right pane, select the required chart, and then click OK. To add values to the chart, in the Chart in Microsoft Office PowerPoint workbook, type the required text, and then click the Close button. To add clip art to the presentation, select the required slide, and then on the Insert tab, in the Illustrations group, click Clip Art. To add an appropriate clip art image, in the Clip Art pane, in the Search for box, type a keyword, and then click Go. If the Microsoft Clip Organizer message box appears, click No. To insert a clip art in the slide, in the Clip Art pane, click the required clip art image.
To make your presentation visually appealing, you can directly draw simple shapes in the slides, such as lines, rectangles, circles, and squares, or more complex drawings, such as stars and arrows.
To draw a rectangle on the slide, click the location on the slide where you want the rectangle to appear, and then drag the pointer across the screen until the size of the rectangle suits the size that you are looking for.
You can make your presentations interesting by adding pictures to support the information that is on the slides.
In a slide, you can effectively present numerical data by using tables.
Tables help you present information, such as facts and figures, in an organized and easy-to-understand format.
You can specify the number of rows and columns that you want to add to a table in the Insert Table dialog box.
Often, you use the first row of the table for column headings and the leftmost column for row headings. To enter information in the table, you click a cell and then type the information in the cell. You can move the cursor from cell to cell by pressing the TAB key.
If you want to analyze and compare numerical data in your presentation, you can insert charts in the slides.
Charts help you evaluate trends in data such as sales information and measurements.
The Insert Chart dialog box provides various types of charts, such as bar, line, and clustered charts, which you can use in a presentation. The left pane of the dialog box lists the types of charts and the right pane provides examples of the selected type.
When you insert a particular type of chart in the presentation, the associated Excel 2007 worksheet that contains the sample data opens. You can change the values in the worksheet to modify the chart. As you type data in the worksheet, PowerPoint 2007 automatically updates the chart with the new data.
To illustrate a concept or an idea, you can insert clip art in the presentation.
Clip art includes drawings, movies, sounds, or pictures. To search for a specific clip art image, you must type a keyword that describes the image. PowerPoint 2007 searches and retrieves all the clip art that correspond to the keyword.
You can use the printing options available in a presentation program, such as PowerPoint 2007, to print the various sections of your presentation. You can print the entire presentation or only a few selected slides, handouts, and speaker notes from your presentation. You can use the following options from the Print dialog box, to print a presentation: • • • All. To print an entire presentation, use the All option. You use this option when you want to make printed copies of all the slides of your presentation. Slides. To print only specific slides, use the Slides option. You can enter the slide numbers if you want to print slides individually or enter the slide range if you want to print a range of slides. Handouts. To print pages that you want to give to your audience for reference, use the Handouts option. You can print audience handouts in six formats: one, two, three, four, six, or nine slides per page. Notes Pages. To print notes from your presentation, use the Notes Pages option. You can use the printed notes as a reference during your presentation. Outline View. To print an outline of all the slides, use the Outline View option. You can view the contents of each slide by using this option.
Self Test for Lesson: Introduction to Presentation Programs
Question 1 In which of the following cases do you use the Slide Show view? Select the one best answer. To rearrange the slides in your presentation. To insert a new slide in your presentation. To get a full-screen view of your presentation. To view an outline of your presentation. Question 2 In which of the following cases do you select the Handouts option on the Print dialog box? Select the one best answer. To print specific slides from your presentation. To print all the slides of your presentation. To print the current slide of your presentation. To print multiple slides from your presentation on one page.
Answer 1 In which of the following cases do you use the Slide Show view? Select the one best answer. To rearrange the slides in your presentation. To insert a new slide in your presentation. To get a full-screen view of your presentation. To view an outline of your presentation. Answer 2 In which of the following cases do you select the Handouts option on the Print dialog box? Select the one best answer. To print specific slides from your presentation. To print all the slides of your presentation. To print the current slide of your presentation. To print multiple slides from your presentation on one page.
Introduction to Database Programs
Suppose you own a bookshop. To manage it efficiently, you need to keep a detailed record of the books available in your shop. You also want to check the titles and the number of copies available per title so that you can order stock for new titles and restock old titles. You also want to track the overall sales. You have to store all this information in an organized form so that you can easily retrieve it when required. One way to organize data is to use a database, which is an organized list of data. You can use a database program, such as Access 2007, to efficiently create and manage a database. Database programs help you add, delete, view, and modify the data stored in a database. In this lesson, you will learn about the basic tasks that you can perform by using a database program. You will learn how to create and use a database. In addition, you will learn how to generate various types of reports by using queries.
After completing this lesson, you will be able to: • • • • • Explain basic concepts of a database. Create a database. Work with records in a database. Explain what database queries are and how they work. Work with reports.
Suppose you own a business and you want to keep track of accounts, inventory, and employees. This information is too large to be managed with simple spreadsheets. A database is the best way to manage all this information. A database contains objects that help you to store, edit, and format information. Data is organized in a database in the form of tables. Two common types of databases are flat file and relational. A flat file database contains all the data in a single table, whereas a relational database stores data in multiple tables. In relational databases, you can store data in categories using multiple tables. For example, you can keep all the basic contact information of a customer in one table, the products they buy in another, and credit data in another. You can create a link between these three tables by using a common field, such as Customer ID, contained in all the three tables. You can use the database to create a mailing list of all the customers who have bought items from you. You can then send sale brochures to the customers. The database assembles the appropriate data from the tables to give you the information as a single report. To create databases, establish relationships among multiple tables, and retrieve information, you use a database program, such as Access 2007. A database program helps you perform various functions on the information stored in a database and displays the results in a desired format. For example, you can easily generate a report of the total and average sales of 50 products in five areas by using a query. A query is a database object that enables you to locate the desired information within a database.
You own a bakery and want to track the sales of each food product in your bakery. You also want to find out the sales trends of each product so that you know which products your customers like the most. You also want to keep a record of all your customers’ details, so that you can send them e-mail messages about any special offers. It can be a very tedious task to maintain such records manually. An easier method is to use a database program, such as Access 2007, to create and efficiently manage this information. Access 2007 provides templates for creating database applications and tables. You can save time and effort by using the templates and by modifying the templates as required. An Access 2007 database consists of objects such as tables, queries, reports, and forms. You use tables to store data about a specific category, such as customer or employee details. Data in a table is organized in columns and rows. Each table row that contains information represents a record. Each piece of information in a record is called a field. In this simulated lab, you will create a database and a table by using Access 2007. The following table contains the steps of an online simulation. Step 1 To view a program that is installed on the computer, click the Start button, and then click All Programs. Step 2 To start Access 2007, click Microsoft Office, and then click Microsoft Office Access 2007. Step 3 To create a blank database, on the Getting Started with Microsoft Office Access screen, click below the scroll box on the scroll bar, and then click Blank Database. Step 4 To create the database, in the Blank Database section, click below the scroll box on the scroll bar. Step 5
To name the database, in the File Name box, double-click the text Database1, for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then click Create. Step 6 To create a table in the Northwind Traders database, on the Datasheet tab, in the Views group, click the View arrow, and then click Design View. Step 7 To type a name for the table, in the Save As dialog box, in the Table Name box, for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then click OK. Step 8 To create fields for the table, in the first cell of the Field Name column, for the purposes of this exercise, press SPACEBAR to have the text typed for you, and then press the TAB key. Step 9 In the Data Type column, click the AutoNumber arrow, and then click Number. Step 10 To change the view of the table, in the Views group, click the View arrow, and then click Datasheet View. Step 11 To save the table, in the Microsoft Office Access message box, click Yes. Step 12 To add data to the table, in the Cust ID column, for the purposes of this exercise, press SPACEBAR to have the text typed for you. Step 13 To save the table, on the Quick Access Toolbar, click the Save button. Step 14 To close the table, on the Customer Details pane, click the Close button. Step 15 To close the database, click the Microsoft Office Button, and then click Close Database.
You own a bakery and have created a database containing its sales and customer information. You now want to add new sales information to the existing database by using an order form. The order form lists the product name, quantity ordered, price of each product, and the total amount of the order. You also want to modify or delete customer records when you enter incorrect data. You can use a database program, such as Access 2007, to create, edit, and delete data entered in a database. You can also sort and filter the data stored in the database. For example, you can filter the data in a database to view only those products for which the minimum quantity ordered was more than 10. You can also sort the records on the basis of product ID to view the result in alphabetical order. In this simulated lab, you will create a record, delete a record, and sort records in a table. The following table contains the steps of an online simulation. Step 1 To open an existing database, click the Microsoft Office Button, and then click Open. Step 2 In the Open dialog box, in the File name box, for the purposes of this exercise, press SPACEBAR, wait as the path of the file is typed for you, press ENTER, and then double-click Products. Step 3 To enter a new record by using the Order form, in the Navigation Pane, under Forms, double-click Order. Step 4 In the Order window, in the Product ID box, for the purposes of this exercise, press SPACEBAR to have the text typed for you. Step 5 To edit the number of personal computers in the record, press the TAB key, and then in the Quantity box, for the purposes of this exercise, press SPACEBAR to have the text typed for you. Step 6
To close the form, in the Order window, click the Close button. Step 7 To select a table, in the Navigation Pane, click the Forms arrow, click Tables, and then double-click Order. Step 8 To select the first row of the table, click to the left of the word PC. Step 9 To delete the first record in the datasheet, on the Ribbon, click the Records Button; in the Records group, click the Delete Arrow; and then click Delete Record. Step 10 In the Microsoft Office Access warning message box, click Yes. Step 11 To select the Product ID as a criterion for sorting the table records, in the Order window, click the Product ID column heading. Step 12 To sort the table records by Product ID in ascending order, in the Sort & Filter group, click the Ascending button. Step 13 To sort the table records by the Product ID in descending order, in the Sort & Filter group, click the Descending button. Step 14 To filter the table records to display products with quantity equal to 10, in the Quantity column, click the first instance of 10, and in the Sort & Filter group, click the Selection button, and then click Equals 10. Step 15 To remove the filter, in the Sort & Filter group, click the Remove Filter button.
You use a query to retrieve specific information from a database. A query is a question that you enter in a database program. The database program then performs the required operations to present the answer in the form of a report. A query helps you view specific data to modify or analyze it. Suppose you own a bakery. You store detailed information about your customers in a Customer table and data about the sales of all the products in a Product table in a database. You now want to know which flavor of pastries is less popular in the area with postal code 97001 so that you can introduce a special offer on the less popular flavor to increase its sales. You can use a query to retrieve sales details to help you make this decision. You then select the tables from which you want to search data. The common fields in the tables are shown as connected. Queries work on search conditions called filters to retrieve specific information from a database. You can specify the fields on which you want to base your query in the Criteria field, such as postal code. You can also drag other fields that are a part of the query. You can clear the boxes in the Show field for the fields you do not want to view in the report. The result of the query appears as a report. This report contains the sales details of all the pastry flavors sold in the area with the postal code 97001. A database program also allows you to sort the displayed information on the basis of a specific field. For example, you can arrange the results of the query on the basis of the pastry flavor.
You can create reports in a database program, such as Access 2007, to organize, summarize, and perform calculations on data stored in a database. Suppose you want to generate a report that contains fields such as, Product ID, Product Name, Unit Cost, and Quantity of all the products that are listed in an inventory database. You can create such a report by using the Report Wizard in Access 2007. In this simulated lab, you will create a report by using the Report Wizard. The following table contains the steps of an online simulation. Step 1 To create a report by using the Report Wizard, on the Ribbon, click the Create tab. Step 2 On the Create tab, in the Reports group, click Report Wizard. Step 3 To select the required fields for the report, in the Report Wizard, on the Which fields do you want on your report? page, click the Add button (>>), and then click Next. Step 4 To group the records in the report by Product ID, on the Do you want to add any grouping levels? page, click the > button. Step 5 To modify the grouping option, click Grouping Options. Step 6 In the Grouping Intervals dialog box, click OK. Step 7
On the Do you want to add any grouping levels? page, click Next. Step 8 To sort the records by Quantity, on the What sort order and summary information do you want for detail records? page, in the first list, click the arrow, click Quantity, and then click Next. Step 9 To select the outline layout for the report, on the How would you like to lay out your report? page, under Layout, click Outline, and then click Next. Step 10 To select a style for the report, on the What style would you like? page, click Flow, and then click Next. Step 11 To complete the report, on the What title do you want for your report? page, click Finish. Step 12 To close the print preview, on the Ribbon, in the Close Preview group, click Close Print Preview.
Self Test for Lesson: Introduction to Database Programs
Sort the types of features into their associated categories by writing the statement number in its corresponding option box. Statement 1 2 3 4 5 6 7 8 9 Contain information related to a particular entity May or may not contain functions Are generated by running queries Can be added in the Form view Are used for displaying required information Are used to retrieve information from a database Can contain filter conditions Can be in the form of tables or graphs Can be in the form of tables
Option 1 Records
Option 2 Reports
Option 3 Queries
7, 6, 2
Computers help you to perform various tasks, such as drafting a letter, creating a project report, making a sales presentation, maintaining household accounts, or managing customer information. To perform each task, you need specialized programs known as productivity programs.
Most productivity programs include some common features and commands. These programs also have a common user interface. Therefore, understanding the main components of a user interface helps you work with various other programs. In addition, you can use the commands on the Ribbon, the toolbar buttons, the pointer, and the keyboard shortcuts to quickly perform common tasks in different programs.
Word processors help you to work with text-based documents. Using a word processor, you can edit text and format it to change its appearance in a document. You can also use a word processor to add tables and pictures in a text document. In addition, you can use the language tools in a word processor to correct spelling and grammatical errors. You can also use advanced word processors, such as Word 2007, to create basic publications for DTP.
You can use a spreadsheet program, such as Excel 2007, to store and modify data. You can also perform various mathematical calculations, such as addition, subtraction, and multiplication, in a spreadsheet using formulas. In addition, you can create charts in a spreadsheet to present numerical data in an easy-tounderstand format. Moreover, you can use the various printing options available in spreadsheet programs to customize the way you want to print a spreadsheet.
You can use a presentation program, such as PowerPoint 2007, to create audiovisual materials that can be used to present information. Using presentation programs, you can use text, graphics, and multimedia elements to support your key points. You can also distribute printed copies of a presentation by using the various printing options available in presentation programs.
You can use a database program, such as Access 2007, to store, edit, and format information. You can also sort and filter the data stored in the database. You can also use a query to retrieve specific information from a database. In addition, you can generate queries and reports in a database program to organize, summarize, and perform calculations on the data stored in a database.
Active Cell An active cell is the cell in which you are working currently. There can be only one active cell at a time. Cell A cell is formed by the intersection of a row and a column. You can use a cell to store and display different types of data such as text, numbers, or formulas. Cell address Each cell in a worksheet is identified by a cell address. A cell address is made of the column letter and row number of the cell. For example, the cell formed by the first column and first row has the cell address A1. The cell address indicates the exact location of a cell in a worksheet. Cell pointer A cell pointer is the highlighted rectangular border formed around an active cell. Cell range A cell range is a block of cells selected to implement a formula in a worksheet. Cell value Cell value is the actual numeric value of the data in a cell. This value might not be the same as the data displayed in the cell. Columns The vertical divisions in a worksheet are called columns. Each column is identified by a letter. For example, the first column in a worksheet is A. Cursor The cursor is a blinking vertical bar on the screen that marks the location at which the inserted text appears. You can also use the cursor to select text or graphics in a document. Database A database contains objects that help you to store, edit, and format information.
Database programs You use database programs to store and manage data in an organized way. By using these programs, you can also sort or search for the information stored in a database. Desktop publishing (DTP) programs DTP programs are used to combine text and graphics to create documents such as brochures, greeting cards, annual reports, books, or magazines. Flat file database A flat file database contains all the data in a single table. Formula bar The formula bar is used to enter or modify data in a worksheet. When you type data in a cell, the data is displayed simultaneously in the active cell and in the formula bar. However, when you enter a formula in a cell, the formula is displayed in the formula bar, whereas the numeric value of the formula is displayed in the corresponding cell. Label A label is a text entry that is used to identify the type of information in a row or a column of a worksheet. Labels do not have any cell value associated with them. Mouse pointer The mouse pointer is an on-screen arrow or other shape that moves when you move the mouse or other pointing device. Presentation software You can use presentation software to combine graphics and text to create presentations. Productivity software These are specialized programs that help you create and work with various types of documents. Common categories of productivity software are word processors, spreadsheets, presentation software, and databases. Programs A sequence of instructions that can be executed by a computer. A program is also known as software. Query A query is a database object that enables you to locate the desired information in a database.
Relational database A relational database stores data in multiple tables. Reports You can create reports in a database program, such as Access 2007, to organize, summarize, and perform calculations on data stored in a database. Rows The horizontal divisions in a worksheet are called rows. Each row is identified by a number. For example, the first row in a worksheet is 1. Scroll bars Scroll bars are vertical and horizontal bars located at the side or at the bottom of a display area. You can use scroll bars to move to a specific location in the work area. Spreadsheets You use spreadsheet programs to create budgets, manage accounts, perform mathematical calculations, and convert numerical data into charts and graphs. Status bar The status bar is a horizontal bar that is at the bottom of some productivity programs. This bar displays information about the current status of the program or document that you are viewing. Title bar The title bar is the horizontal bar that contains the name of the window. Most title bars also contain buttons to close, minimize, and resize the window. Toolbar The toolbar is a block of buttons or menus that you can use to quickly perform common tasks. Word processors Word processors are used to create and modify text-based documents. Work area The work area is the blank space within the program where you enter information.
Workbook A workbook is a file created in Excel 2007. A workbook can contain one or more worksheets and related items. Worksheet A spreadsheet is called a worksheet in Excel 2007. x-axis The x-axis is the horizontal line in a chart. Typically, you show time on the x-axis. y-axis The y-axis is the vertical line in a chart.
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