gl13 m4-presentation
DESCRIPTION
MS Office 2013TRANSCRIPT
MODULE 4
1SKILLS
Microsoft Office 2013Suite Overview
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2SKILLS© Paradigm Publishing, Inc.
3SKILLS
Guidelines for Understanding
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The Microsoft Office 2013 suite is made up of several applications including:– Outlook: manage your schedule and people– OneNote: create a digital notebook– Access: store and organize large amounts of data in
a database– Excel: enter numbers or other data into a grid of rows
and columns in a spreadsheet– PowerPoint: create slides that support an oral
presentation– Word: produce professional-looking documents
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Guidelines for Understanding…continued
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Shared Interface Elements Quick Access Toolbar
– add icons for the actions you use often
Ribbon– is the main interface feature– offers tabs and groups of commands that are related
to each other• FILE tab displays the backstage area• VIEW tab allows you to change the zoom and
decide how to view multiple windows
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Guidelines for Understanding…continued
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6SKILLS
Office Suite Basics
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Shared Commands In the Print backstage
area, many of the commands are the same for Excel, Word, and PowerPoint
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Skills You Learn
1. Create a file and display the backstage area
2. Open and save a file
3. Understand the ribbon
4. Navigate within a file
5. Use Find and Replace
6. Use Undo and Redo
7. Change views and zoom percentage
8. Check spelling and grammar
9. Use formatting tools
10. Print a file
11. Use Help
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8SKILLS
Skill 1 Steps: Create a File and Display the Backstage Area
Create a File
1. Press Win + C to display the Charms bar
2. Click the Search charm
3. Type Excel in the search box
4. Click Excel 2013 in the Apps results list to open Excel and see options for creating a blank workbook or a workbook based on a template
5. Click Blank workbook to create a new blank workbook in the Excel window
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Skill 1 Visual: Create a File and Display the Backstage Area
Create a File
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Click to create a blank workbook.
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Skill 1 Steps…continued
Display the Backstage Area
1. Click the FILE tab to view the backstage area
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Skill 1 Visual…continued
Display the Backstage Area
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Click the Back button to display the Excel workbook and to make the HOME tab active.
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Customizing the Quick Access Toolbar Standard buttons on the Quick Access toolbar
are:– Save– Undo– Redo
Customize the Quick Access Toolbar by clicking the Customize Quick Access Toolbar button and selecting from the options
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Skill 2 Steps: Open and Save a File
Open a File
1. Click the FILE tab
2. Click the Open option
3. Navigate to the file and click the file name to select it
4. Click the Open button
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Skill 2 Visual: Open and Save a File
Open a File
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Click the Open button.
Navigate to the file and click the file name to select it.
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Skill 2 Steps…continued
Save a File
1. Click the FILE tab
2. Click the Save As option
3. Click the Current Folder option
4. Type the file name in the File name text box
5. Click the Save button
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Skill 2 Visual…continued
Save a File
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Click the Save button.
Type the file name in the File name text box.
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Using Save As in Access From an open Access file, click the FILE tab
and then click the Save As option In the Save As backstage area, click Save
Database As, click Access Database, and then click the Save As button
Enter the new file name and then click the Save button
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Saving Files in Alternative Formats Save files in an alternative format by:
– selecting a different format from the Save as type drop-down list in the Save As dialog box
– clicking the FILE tab, clicking the Export option, and then selecting one of the options listed in the backstage area
PDF is the format used by a document reader program called Adobe Reader
Adobe Reader– can be downloaded free from www.adobe.com– allows users without the original software to view a file
with formatting intact
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Skill 3 Steps: Understand the Ribbon
1. When a Word, Excel, or PowerPoint file opens, the HOME tab is active
2. Click a tab on the ribbon to switch to that tab
3. Click a picture in a document to display the PICTURE TOOLS FORMAT tab
4. Click the Collapse the Ribbon button to minimize the ribbon
5. Double-click any tab to redisplay the entire ribbon
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Skill 3 Visual: Understand the Ribbon
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Click the Collapse the Ribbon button to minimize the ribbon.
The PICTURE TOOLS FORMAT tab is an example of a contextual tab.
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Using the Keyboard with Ribbon Tabs Office 2013 provides keyboard access keys for
the ribbon When you press the Alt key while a ribbon is
pinned in any of the Office 2013 applications, letters—called KeyTips—are displayed on each tab
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Skill 4 Steps: Navigate within a File
1. Press Ctrl + Home to move the insertion point to the top of a file
2. Press the Page Down key to move the insertion point down one page
3. Press the Home key to move the insertion point to the start of the line
4. Press the End key to move the insertion point to the end of the line
5. Press the Down Arrow key to move the insertion point down one line
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Skill 4 Visual: Navigate within a File
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Click the down scroll arrow on the vertical scroll bar to change the view.
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Navigating on a Touch Screen To place the insertion point, tap the appropriate
location in the file To scroll in a document, touch the document
and then slide it up and down with your finger To hide the ribbon, tap the Ribbon Display
Options button on the title bar and then tap Auto-hide Ribbon
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Navigating with Keyboard Shortcuts You can use key combinations to move the
insertion point to a specific location in a file Examples of key combinations:
– press Ctrl + Home to move to the start of a document in Word or to move to the first cell in a worksheet in Excel
– press Ctrl + End to move to the end of a document in Word or to the last cell in a worksheet in Excel
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Skill 5 Steps: Use Find and Replace
Use Find
1. Click the Find button in the Editing group on the HOME tab
2. Type the text to find in the Navigation pane search box– matches are highlighted in the document and listed in
the Navigation pane
3. Click the Close button in the upper right corner of the Navigation pane
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Skill 5 Visual: Use Find and Replace
Use Find
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Type the text to find in the Navigation pane search box.
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Skill 5 Steps…continued
Use Find and Replace1. Click the Replace button in the Editing group on
the HOME tab
2. Type the text you want to find in the Navigation pane search box
3. Type the text you want to replace it with in the Replace with text box
4. Click the Replace All button
5. Click OK
6. Click the Close button to close the Find and Replace dialog box
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Skill 5 Visual…continued
Use Find and Replace
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Click OK in the dialog box that indicates how many replacements have been made.
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Finding with Narrower Limits Click the More button in the Find and Replace
dialog box to display additional search options Examples of additional search options:
– Match case option locates text with the same capitalization as that of the search text (for example, a search for January will not find JANUARY)
– Find whole words only option locates text that entirely matches the search text (for example, a search for every will not find everyone)
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Skill 6 Steps: Use Undo and Redo
1. Click the Undo button on the Quick Access toolbar to reverse the last action
2. Click the Undo button arrow on the Quick Access toolbar to undo more than one action
3. Click the Redo button on the Quick Access toolbar to reverse the last change you made
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Skill 6 Visual: Use Undo and Redo
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Click the Undo button arrow and select the actions you want to delete.
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Skill 7 Steps: Change Views and Zoom Percentage
1. Click the VIEW tab
2. Click the Multiple Pages button in the Zoom group
3. Click the One Page button in the Zoom group
4. Click the Zoom button in the Zoom group to open the Zoom dialog boxa. Click the 75% option in the Zoom to section of the
dialog box
b. Click OK
5. Drag the Zoom slider bar on the Status bar
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Skill 7 Visual: Change Views and Zoom Percentage
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Click the VIEW tabto display the options for changing views.
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Experimenting with Views In Word: click the Web Layout button to view
the document as a web page In Word: click the Read Mode button to view
the document in a full screen In Excel: click the Page Layout button to view
the worksheet as a printed page In PowerPoint: click the Notes Page button to
view and edit the speaker notes
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Using Full Screen Mode To view a file in a full screen when you are in
Read Mode, click the Full Screen Mode button in the upper right corner of the file window
This mode gives you more of a full screen than minimizing the ribbon, because no tabs are displayed
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Skill 8 Steps: Check Spelling and Grammar
1. Click the REVIEW tab
2. Click the Spelling & Grammar button in the Proofing group to open the Spelling pane
3. Click the Ignore button to skip over a word or click the Change button to replace a misspelled word with the correctly spelled word
4. Click OK when prompted that the spelling and grammar check is complete
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Skill 8 Visual: Check Spelling and Grammar
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Click the Change button to replace a misspelled word with the correctly spelled word.
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Skill 9 Steps: Use Formatting Tools
1. Select the desired text
2. Click the HOME tab
3. Click the Font button arrow in the Font group
4. Select a font in the drop-down gallery
5. Click the Bold button in the Font group on the HOME tab
6. Click the Font Size button arrow
7. Select a size in the drop-down gallery
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Skill 9 Visual: Use Formatting Tools
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Click the Font button arrow and select a font.
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Using Other Formatting Buttons Other Font group buttons are available Examples of other Font group buttons:
– Increase Font Size and Decrease Font Size buttons increase or decrease the text size
– Font Color button changes the color of the text – Italic button applies italic formatting– Underline button applies underlining
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Skill 10 Steps: Print a File
1. Click the FILE tab
2. Click the Print option
3. Select the desired options
4. Click the Print button
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Skill 10 Visual: Print a File
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Click the Print button to print.
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Experimenting with Print Settings When you change a print setting, the preview
adjusts Click the Printer Properties link to display printer
options:– type of paper (e.g., plain paper or photo paper)– print quality (e.g., draft or high)– color options (e.g., sepia or grayscale)
Click the Print All Pages button arrow to explore options for printing selected pages
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Skill 11 Steps: Use Help
1. Click the Microsoft Excel Help button to display the Excel Help window
2. Click the desired link
3. Click the Back button to return to the previous page
4. Click the Home button to go to the initial Help window
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46SKILLS
Skill 11 Visual: Use Help
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Click the Microsoft Excel Help button to display the Excel Help window.
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Taking Advantage of the Office.com Website If you have an Internet connection, the Help
window provides links to the Office.com website At this site you will find additional support and
links to images and templates Examples of what you can do at this site:
– download royalty-free clip art by clicking the Online Pictures button on the INSERT tab and typing search criteria in the Office.com Clip Art text box
– access templates by clicking the FILE tab, clicking the New option, and then typing search criteria in the Search online templates text box