Chapter 1 Microsoft Office Basics

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Chapter 1
                                         Microsoft Office Basics
  Key Concepts                                             Practice Data Files
  Understanding the Office interface                       ASSIGNMENT
  Using input devices
  Saving, opening, and printing files
                                                           Project Data Files
  File management                                          E-COMMERCE
  Searching the Web and citing sources
  Understanding e-mail etiquette and ethics
  Sending and receiving e-mail using Outlook
  Detecting and preventing malicious code
  Exploring Office with the Help window

                                     What is Microsoft Office?
                                      Microsoft Office 2010 is a Windows application that consists of several
                                    applications, each designed to perform specific tasks:
                                            Outlook 2010 is an e-mail client with tools for organizing and
                                         searching e-mail.
                                            Word 2010 is a word processor application used to produce
                                         professional-looking documents such as letters, rsums, and
    Operating System                     reports.
All computers run software                  Excel 2010 is a spreadsheet application used to organize,
called an operating system               analyze, and chart data.
(OS). The OS allows the com-
puter to run other software and             Access 2010 is a database application used to generate forms,
perform basic tasks, such as             queries, and reports from the data it stores.
communicate with the user
and keep track of files and fold-          PowerPoint 2010 is a presentation application used to organize
ers. Types of operating systems          and format slides.
include Windows, Linux, and
                                            Publisher 2010 is a desktop publishing application used to
Mac OS. For more information
about a specific OS, visit www.
                                         create publications such as newsletters and business reports.                     OneNote 2010 is a notetaking and information management

                                       Microsoft Office is designed to create a productive and efficient work
                                    environment. Each application has a similar look and feel making it pos-
                                    sible to transfer skills learned in one application to another. Data can be
                                    easily duplicated between the applications, reducing the time required to
                                    produce a document. For example, spreadsheet data can be easily added to
                                    a word processor document without having to retype the information.

                                                              Chapter 1 Microsoft Office Basics            1
                                       The Microsoft Office Interface
                                         Running an Office application displays an area on the screen called
                         window       a window where the user interacts with the software. The window is the
                                      application interface. Common features include:

                                                                                                 Maximize Close
                                                                      title bar       Minimize
                                        Quick Access Toolbar

                         File tab                                                                                 Help


                                                                                                   scroll bar

                         status bar

                                                                                                  window corner

                                         The file name of the open document is displayed in the title bar.
                                         Click the File tab   to display Backstage view which includes
                                          file management options such as opening and saving.
                                         Click a button on the Quick Access Toolbar to execute a command
             keyboard shortcut            or press the button's keyboard shortcut. As a reminder of a keyboard
                                          shortcut, a ScreenTip is displayed when pointing to a button:
TIP Keyboard shortcuts can
increase productivity because
hands remain on the keyboard
when executing a command.

                                         Click a tab on the Ribbon to access groups of commands.
                                         Click Minimize         to hide a window.
TIP A minimized window
has an application icon on               Click Maximize         to expand the window to fill the screen.
the Windows taskbar which
can be clicked to display the            Click Restore Down          to restore the window to its smaller size.
window again.                            View information about the document in the status bar.
                                         Drag the window corner to size the window.
                                         Drag the scroll bars to view unseen parts of the document.
                                         Click Close          to close the window.
                                         Click Help     to display a window with Word help.

2          Chapter 1 Microsoft Office Basics

W      e have strived to make this the most comprehensive and easy to
understand Microsoft Office 2010 text available. A Guide to Microsoft
Office 2010 focuses on teaching students business application software,
including word processing, spreadsheet, database, desktop publishing,
presentation graphics, and business-oriented utilization of the Internet
through a project-based, hands-on approach. It also introduces computer
terminology, hardware, software, operating systems, and information
systems as they relate to the business environment.
   This text is designed to be used in beginning through advanced
business application courses and provides approximately 80 to 120 hours
of study.
   The text starts with a Microsoft Office Basics chapter, which explains
the Office interface, file management, searching the Web, Outlook and
e-mail, and Office help. Additional chapters explain Word, Excel, Access,
PowerPoint, Publisher, and OneNote and include the many new features
of Office 2010. The integration of data between the Office applications is
covered throughout the text.
   For the best classroom experience for both student and instructor,
our comprehensive text includes hands-on practices, critical-thinking
review questions, and projects of varying difficulty levels. The projects are
designed to teach global awareness and financial, economic, and business
literacy. Many projects extend the chapter by teaching additional concepts
and techniques.
  Students must have access to the Microsoft Office 2010 software to
complete the practices and exercises in this text.
  The text is available in both softcover and e-book editions.

                                                        Preface          iii
 Design and Features
Each chapter contains the following elements:
       Key Concepts -- identifying the learning outcomes of the chapter.
       Hands-on Practices -- requiring the student to test newly learned skills using the computer after
        concepts are presented and discussed.
       Sidebars, Tips, and Alternatives -- presenting additional topics, tips, and alternative methods in
        the margin.
       Chapter Summaries -- reviewing the concepts covered in the chapter.
       Vocabulary Sections -- presenting a list of new term and definitions and a list of commands and
        buttons covered in the chapter.
       Review Questions -- providing immediate reinforcement of new concepts.
       Projects -- applying the knowledge in the chapter to a variety of business-related projects.
       Appendix -- digital image concepts are presented to support application use.
       Online Resources -- materials that complement and extend this text are free for download.
        Supplements cover operating systems, personal finances, IT careers, computer technology, the Web,
        and keyboarding skills. The supplements and all the files students need to complete the practices
        and exercises are found at
       Data Files -- Data files are downloaded at In the Practices and
        Projects, file names in all capitals indicate a data file.

Many of the projects in this text revolve around six fictitious companies:

             Freelance Writer -- Composition and editorial projects.

              Travel... With a Purpose -- Travel agency that provides educational tours.

              Study Time Tutoring -- Tutoring business.

              Align Computers -- Computer sales and service.

              Entrepreneur -- Students pick a business for their projects.

              Yolanda's Catering -- Restaurant catering business.

Some of the projects extend the concepts covered in the text by introducing new topics or additional features
of the application.

 iv        Preface
  Instructor Ancillaries
The Teacher Resource CD contains:
 Lesson Plans Lessons in PDF format keyed to the chapters in the text. Each lesson includes assignments,
  teaching notes, worksheets, and additional topics.
 PowerPoint Presentations Topics keyed to the text are in PowerPoint files for presentation.
 Vocabulary Word files of the vocabulary presented in the text.
 Rubrics Rubrics keyed to exercises in the text for assessment.
 Worksheets Problems that supplement the exercises in the text provide additional reinforcement of
 Review Question Answers Answers for the review questions presented in the text.
 Data Files The files students need to complete the practices and projects in the text, the worksheets in
  the Teacher Resource Materials, and the case questions in the EXAMVIEW question banks.
 EXAMVIEW Software Question banks keyed to the text and the popular EXAMVIEW software are
  included to create multiple tests, quizzes, and additional assessment materials.
 Answer files Answers to the practices, review questions, projects, worksheets, and EXAMVIEW case

Distance Learning Course Cartridges:
   Distance Learning Course Cartridges are available for use on various platforms. Using these files,
   instructors can provide a syllabus, assignments, quizzes, study aids, and other course materials online;
   hold e-discussions and group conferences; send and receive e-mail and assignments from students and
   manage grades electronically.

 About the Author

   Jan Marrelli has authored numerous Lawrenceville Press computer applications and programming
texts along with their accompanying teacher resource materials. She has taught computer applications
and programming courses at both the College and high school level as well as participating in curriculum
development and assessment projects for the Ontario Ministry of Education.

                                                                                       Preface          v
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