Transcript Document

Introduction to Word 2000
© 2002 ComputerPREP, Inc. All rights reserved.
Lesson 1:
Getting Started with Word
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
•
Start Word
Use the Office Assistant
Use toolbars
Use menus
Open and view documents
Close documents and exit Word
Starting Word
• When you start Word, the Word window displays
• The Word window contains the following components:
– Title bar – contains application name and minimize,
restore and close buttons
– Menu bar – contains pull-down menu options
– Toolbar – contains buttons that provide access to
Word features
– Horizontal ruler – displays a scale to set tabs,
margins, and indents
– View buttons – display buttons to change the
document view
Starting Word
(cont’d)
• Word window components (cont’d):
– Status bar – displays document information
– Document window – the work area in which
documents are created and displayed
– Scroll bars – move the document horizontally and
vertically in the document window
– Document browser – displays menu options to
browse through the document
– Insertion point – the blinking vertical line that marks
where text will be entered
Using the Office Assistant
• The Office Assistant helps you find answers to
questions about various features of Word
• The Office Assistant suggests help topics related
to tasks you are currently performing
• The Office Assistant suggest tips on using
features more efficiently
• You can choose to display or hide the Office
Assistant
• You can change the Office Assistant graphic
Using Toolbars
• Toolbar – contains buttons and drop-down lists
representing commonly used features
• Floating toolbar – a toolbar that is not docked, or
anchored, to an edge of the application window
• By default, the Standard and Formatting toolbars
display on one row
• You can display additional toolbars or hide
existing toolbars
Using Menus
• Menu – lists of commands you use to execute
tasks
• When you first display a menu, only the default
commands display; however, you can expand the
menu to display additional commands
• If you use a command that does not display by
default, the command is added to the default
display
• If you stop using the command for a significant
length of time, the command will no longer display
Opening and Viewing
Documents
• You can open and work with a single document or with
multiple documents
• You can display your documents in four views:
– Normal – the default view, containing no graphics
– Web Layout – displays the document as it would
appear in a Web browser
– Print Layout – displays the document as it would
appear when printed
– Outline – displays the document in a hierarchical
structure with headings and subheadings
Closing Documents and
Exiting Word
• You can close documents individually, or close all
open documents at the same time
• To close a document:
– Click the Close button in the document window
• To close multiple documents simultaneously:
– Press and hold SHIFT and click File, Close All
• To exit Word, click the Close button in the title bar
of the Word window
Lesson 2:
Creating, Saving, and Printing
Documents
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
Create documents
Save documents
Use versioning
Preview and print documents
Creating Documents
• Word wrap –automatically moves text being typed
to the following line when it reaches the right
margin
• Hard return – forces text to a new line
• Click-n-Type –allows you to start typing in any
blank area of a document
Saving Documents
• To save a document:
– Click the Save button in the Standard toolbar
• If the document is being saved for the first
time, the Save As dialog box displays
• If the document has been saved previously,
your changes are saved and the existing file
name is retained
Using Versioning
• Versioning – a feature that saves multiple versions
of the same document under the same name
• Versioning is appropriate if you want to save
multiple versions of the same document that may
be slightly revised for different recipients
Previewing and Printing
Documents
• You can use Print Preview to view a document as it
will appear when printed
• In Print Preview, you can check margins, text
placement, page orientation and document flow
• You can print one copy of a document by clicking
on the Print button in the Standard or Print
Preview toolbars
• Use the Print dialog box to specify the printer, the
page range, the number of copies to print, and the
parts of the document to print
Lesson 3:
Editing Documents
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
Find documents
Navigate through documents
Edit text
Use Repeat, Undo and Redo
Finding Documents
• You can use the Find feature to locate documents
• You can specify search criteria in the Find dialog
box that can help you locate files based on:
– File name
– File contents
– Author
– Comments
– Conditional searches
Navigating Through
Documents
• You can navigate through documents using:
– The keyboard
– The scroll bars
– The Select Browse Object feature
– The Document Map
Moving Through Documents
Using the Keyboard
Action
Result
Press the left or right arrow key Moves the insertion point left
or right one character.
Press the up or down arrow
key
Moves the insertion point up or
down one line.
Press CTRL + the left arrow or
CTRL + the right arrow keys
Moves the insertion point left
or right one full word.
Press CTRL + the up arrow or
CTRL + the down arrow keys
Moves the insertion point up or
down one paragraph.
Press the PAGE UP or PAGE
DOWN key
Moves the insertion point up or
down one screen.
Moving Through Documents
Using the Keyboard (cont’d)
Action
Result
Press the CTRL+PAGE UP or
CTRL+PAGE DOWN keys
Moves the insertion point up or
down one page.
Press the HOME key
Moves the insertion point to
the beginning of the line.
Press the END key
Moves the insertion point to
the end of the line.
Press the CTRL+HOME keys
Moves the insertion point to
the beginning of the document.
Press the CTRL+END keys
Moves the insertion point to
the end of the document.
Moving Through Documents
Using the Scroll Bars
Action
Result
Click the scroll up or scroll down Scrolls up or down one line.
box
Click the vertical scroll bar
above or below the scroll box
Scrolls up or down the height of
one screen.
Drag the vertical scroll box
Scrolls up or down a relative
distance. The position of the
scroll box indicates the position
of the displayed text relative to
the entire document.
Click the Previous or Next Page
button
Scrolls up or down one page.
Moving Through Documents
Using the Scroll Bars (cont’d)
Action
Result
Click the scroll left or scroll
right button
Scrolls left or right
approximately 0.5 inch.
Click the horizontal scroll bar
to the right or left of the scroll
box
Scrolls right or left one screen
width.
Drag the horizontal scroll box
Scrolls left or right a relative
distance.
Moving Through Documents
Using Select Browse Objects
• Click the Select Browse Object button to display
the Select Browse Object palette
• Click a browse object in the palette to specify the
way the browse is performed
• Use the browse buttons on the vertical scroll bar
to browse up or down through the document using
the selected browse object
Moving Through Documents
Using the Document Map
• The Document Map displays a pane adjacent to the
document window, containing all the headings in
the document
• Click on a heading in the Document Map to move
to that heading in the document
Editing Text
• Insert mode – existing text is moved to the right as you type
• Overtype mode – text you type replaces, or types over,
existing text
• You can insert special characters by:
– Typing codes
– Inserting character codes form the AutoCorrect dialog
box
– Applying font styles:
• Subscript
• Superscript
• Strikethrough
• Small caps
Editing Text
(cont’d)
• Pressing DELETE deletes text to the right of the insertion
point
• Pressing BACKSPACE deletes text to the left of the insertion
point
• To delete words, press and hold CTRL, then press
BACKSPACE or DELETE
• Change the case of text by specifying:
– Sentence case
– lowercase
– UPPERCASE
– Title Case
– tOGGLE cASE
Using Repeat, Undo and Redo
• You can repeat your last action by clicking on Edit,
Repeat
• Undo reverses the last action performed
• Redo reverses the last Undo action performed
• Display the Undo or Redo list to select from
several actions
– When you select an action in the Undo or Redo
list, you also select to undo or redo all the
actions that appear above it in the list
Lesson 4:
Moving and Copying Text
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Select text
• Move and copy text
Using the Mouse
to Select Text
Text to select
Mouse action to perform
Any amount of text
Drag over the text
A word
Double-click on a word
A line of text
Click in the selection bar adjacent to the line
Multiple lines
Drag in the selection bar across contiguous lines
A sentence
Press and hold CTRL and click in the sentence
A paragraph
Double-click in the selection bar adjacent to the
paragraph or triple-click in the paragraph
Using the Mouse
to Select Text (cont’d)
Text to select
Mouse action to perform
A text block
of any size
Click at the start of the text block, move the
mouse pointer to the end of the block,
press and hold SHIFT, and click again
The entire document
Triple-click anywhere in the selection bar
A column of text
Press and hold ALT and drag down and
across the text
Using the Keyboard
to Select Text
Text to select
Keyboard action to perform
From the insertion point to the
end of the current line
SHIFT+END
From the insertion point to the
beginning of the current line
SHIFT+HOME
From the insertion point to the
end of the document
CTRL+SHIFT+END
From the insertion point to the
beginning of the document
CTRL+SHIFT+HOME
The entire document
CTRL+A
Moving and Copying Text
• Using the Clipboard
– The Clipboard can store as many as 12 items
– To move text using the Clipboard, cut text to the
Clipboard and paste it to a new location or click
the item in the Clipboard toolbar to paste it to a
new location
– To copy text using the Clipboard, copy text to
the Clipboard, and paste it to a new location or
click the item in the Clipboard toolbar to paste it
to a new location
Moving and
Copying Text (cont’d)
• Using drag and drop
– To move text using drag and drop: drag the
selected text from one location in the document
to another
– To copy text using drag and drop: press and
hold CTRL, and then drag the selected text from
one location in the document to another
• To use drag and drop with the right mouse button,
click the right mouse button, then select an option
from the shortcut menu
Lesson 5:
Using Automatic Text Features
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Use AutoText and AutoComplete
• Use AutoCorrect
Using AutoText and
AutoComplete
• AutoText – a feature providing centralized storage
and access to frequently used text or graphics
– You can use built-in AutoText entries or create
your own entries
– You can delete built-in and user-defined
AutoText entries
• AutoComplete – a feature that can automatically
insert dates and AutoText entries after you type a
few identifying characters
– You must type at least four characters before
AutoComplete will recognize an entry
Using AutoCorrect
• AutoCorrect – a feature that automatically corrects
typing, spelling and grammatical errors while you
type
• AutoCorrect can also replace specific character
sequences with symbols
• You can use built-in corrections or add your own
corrections to the AutoCorrect list
• You can specify that particular spellings and
abbreviations not be changed
• You can delete AutoCorrect entries
Lesson 6:
Formatting Text
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Use the Formatting toolbar
• Use AutoFormat As You Type
• Use the Format Painter
Using the Formatting Toolbar
• Use the Formatting toolbar to apply formatting
characteristics to selected text:
– Change font and point size
• Font – the typeface of text
• Point size – the height of a character (72 points
equals one inch)
– Apply bold, italic, underline, color and alignment
• To apply formatting, select the text to be formatted and
then click on a button or select a drop-down list option
in the Formatting toolbar
• You can apply multiple formats to text
Using AutoFormat
As You Type
• AutoFormat As You Type – automatically applies
formatting as you enter text
• You can use AutoFormat As You Type to apply:
– Headings
– Bulleted and numbered lists
– Borders
– Numbers
– Symbols
– Fractions
Using the Format Painter
• Format Painter – copies and applies formatting
from one word or paragraph to additional text in a
document
• To use the Format Painter, click on the text with
the formatting you want to copy, click on the
Format Painter button in the Standard toolbar, and
then select the text you want to format
• To apply the formatting to more than one location,
double-click on the Format Painter button
Lesson 7:
Formatting Paragraphs
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
•
•
Set margins
Set hyphenation
Change line and paragraph spacing
Change character spacing
Set tabs
Indent paragraphs
Display and hide nonprinting characters
Setting Margins
• Margin – the blank space that separates the edge
of the document page from the text
• Default margin settings
– 1” for the top margin
– 1” for the bottom margin
– 1.25” for the left margin
– 1.25” for the right margin
• Set margins using the horizontal ruler or the
Margins card of the Page Setup dialog box
Setting Hyphenation
• You can specify to automatically hyphenate a
document or to search a document for words to
hyphenate
• Press CTRL+SHIFT+<HYPHEN> to prevent a
hyphenated word from breaking at the end of a line
• Use the Hyphenation dialog box to:
– Specify automatic hyphenation
– Hyphenate words in all capital letters
– Set the hyphenation zone
– Limit the number of consecutive hyphenated lines
Changing Line and
Paragraph Spacing
• Line spacing – the amount of space between lines
of text in a paragraph
• Paragraph spacing – the amount of space that
appears before and after a paragraph
• To change line and paragraph spacing, use the
Indents and Spacing card of the Paragraph dialog
box
Changing Character Spacing
• Use the Character Spacing card of the Font dialog box
to adjust the spacing between characters of text
• You can specify:
– The spacing between letters
– The amount to raise and lower selected text relative
to the surrounding text
– The amount of kerning to apply
• Kerning – adjusts the spacing between certain
combinations of characters, depending on the
font, so that the words look more evenly spaced
Setting Tabs
• Tab stop – a location on the horizontal ruler that
indicates how far to indent text
• Leaders – solid, dotted or dashed lines that fill the
space used by a tab
• The default tab setting is 0.5 inch
• You can modify a tab stop by moving it to a new
location on the ruler or by specifying new options
in the Tabs dialog box
• You can clear a tab by dragging it off the ruler
Setting Tabs
(cont’d)
• To set tabs
– Use the tab box at the left end of the horizontal ruler, or
– Use the Tabs dialog box to set exact measurements for
tab stops and to specify leaders
• Tab stop options include:
– Left tab – text extends to the right from the tab stop
– Right tab – text extends to the left from the tab stop
– Center tab – centers text to the left and right of the tab
stop uniformly
– Decimal tab – extends text (usually numbers) to the left
and/or right of a stationary decimal point
– Bar tab – inserts a vertical bar at the tab stop
Indenting Paragraphs
• Indentation determines the distance of a
paragraph, or the first line of a paragraph, from
either the left or right margin or both
• You can quickly set or change indents by dragging
the appropriate indent symbols to locations on the
horizontal ruler
• You can set precise indentation settings by
specifying options in the Indents and Spacing card
of the Paragraph dialog box
Indenting Paragraphs
(cont’d)
• Indentation options include:
– First-line indent – indents the first line of a paragraph
from the left margin, while all subsequent lines of text
align with the left margin
– Hanging indent – indents every line in a paragraph
(except the first line) from the left margin
– Left indent – indents the entire paragraph from the left
margin
– Right indent – indents the entire paragraph from the right
margin
– Double indent – indents the entire paragraph from both
the left and the right margin
Displaying and Hiding
Nonprinting Characters
• You can display nonprinting characters to check
the location of:
– Tabs
– Hard page breaks
– Hard returns
– Extra or missing spaces between words
– The end of a cell or row in tables
Lesson 8:
Formatting Documents
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Control text flow
• Align text on a page
• Change page orientation
Controlling Text Flow
• You can control the flow of text from one page to another by
inserting page breaks and keeping blocks of text together by
eliminating widows and orphans
– Soft page break – a break created automatically when the
text reaches the bottom margin
– Hard page break – a break you insert that forces text to
the next page
– Widow – the last line of a paragraph that appears by itself
at the top of a page
– Orphan – the first line of a paragraph that appears by
itself at the bottom of a page
– Non-breaking space – a space between words that forces
words to remain together on the same line
Aligning Text on a Page
• You can change the horizontal alignment using the
Formatting toolbar
• The four types of horizontal alignment are:
– Left – aligns text at the left margin with an uneven right
edge (this is the default)
– Center – aligns text from the center outward, leaving both
the left and right margins uneven
– Right – aligns text at the right margin with an uneven left
edge
– Justified – aligns text evenly at both the left and right
margins
Aligning Text
on a Page (cont’d)
• You can change the vertical alignment using the
Layout card of the Page Setup dialog box
• The four types of vertical alignment are:
– Top – aligns text with the top margin
– Center – centers the document vertically on the
page, between the top and bottom margins
– Justified – aligns text evenly from top to bottom
on multiple-page documents
– Bottom – aligns text with the bottom margin
Changing Page Orientation
• Use the Paper Size card of the Page Setup dialog
box to change page orientation
• Page orientation includes:
– Portrait – the page is higher than it is wide (this
is the default)
– Landscape – the page is wider than it is high
• Use landscape orientation to accommodate wide
blocks of text, graphics and tables
Lesson 9:
Finding and Replacing Text
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
Find text
Replace text
Find and replace word forms
Use the Go To feature
Finding Text
• The Find feature locates specific text in a document
• Access the Find feature from the Find card of the Find
and Replace dialog box
• You can use wildcards in the search string to locate all
words containing certain characters
• To find formatting rather than text, click on the Format
button and specify the formatting you want to find
• To find special characters, such as non-printing text
codes, graphics, dashes and hyphens, click on the
Special button
Finding Text
(cont’d)
• To refine the scope of a search, click on the More button
and specify search options:
– Match case – finds only those instances in which the
capitalization of the text matches that of the text you
specify
– Find whole words only – finds only matches that are
whole words and not part of a larger word
– Use wildcards – searches for wildcards, special
characters or search operators you specify
– Sounds like – finds words that sound the same as the
search text but are spelled differently
– Find all word forms – finds all forms of the search text
Replacing Text
• The Replace feature locates all instances of the
text you specify and replaces it with new text
• Access the Replace feature from the Replace card
of the Find and Replace dialog box
• Specify the text you want to find in the Find what
text box
• Specify the replacement text in the Replace with
text box
• You can use the same search options found in the
Find card
• You can replace text with or without confirmation
Finding and Replacing
Word Forms
• You can specify to replace different forms of a
word using the Find all word forms option
• Different forms of a word can include:
– Present tense
– Past tense
– Plural
• This feature reduces the number of searches you
must make to change a word that occurs in
several forms
Using the Go To Feature
• You can use the Go To feature to quickly move to
and display specific items in a document, such as
a specific page, section or table
• Access the Go To feature from the Go To card of
the Find and Replace dialog box:
– Select an item from the Go to what list box
– If appropriate, enter a number, with a + or –
sign, in the Enter text box
– To find items sequentially, use the Previous and
Next buttons
Lesson 10:
Using Proofing Tools
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Check spelling and grammar
• Use the Thesaurus
Checking Spelling and
Grammar
• You can check spelling and grammar as you type:
– Spelling errors are identified by wavy red underlines
– Grammar errors are identified by wavy green underlines
• You can enable or disable the Spelling and/or Grammar
feature in the Spelling & Grammar card of the Options dialog
box
• You can use the Spelling and Grammar checker to check for
spelling and grammar errors in existing documents
• You can change grammar settings to selectively turn
grammar rules on or off before running a grammar check
and to evaluate writing style
Checking Spelling
• To check spelling of text:
– Right-click an indicated error and select a
correction from the shortcut menu, or
– Use the Spelling and Grammar dialog box,
which displays spelling errors along with
suggested corrections when possible
– If no corrections are suggested, you can:
• make the correction in the document
• make the correction in the Not in Dictionary
text box
Checking Spelling
•
•
•
•
(cont’d)
Ignore the current instance of the word
Ignore all instances of the word
Add the word to the custom dictionary
Change the word using the spelling you
select
• Change all instances of the word using the
spelling you select
• Add the misspelled word and its correction
to the AutoCorrect list
Checking Grammar
• To check grammar of text:
– Right-click an indicated error and select a
correction from the shortcut menu, or
– Use the Spelling and Grammar dialog box, which
displays grammar errors along with suggested
corrections when possible
– If no corrections are suggested, you can:
• make the correction in the document
• make the correction in the list box at the top of
the dialog box
• Ignore the current instance of the error
• Ignore all instances of the error
Using the Thesaurus
• The Thesaurus displays synonyms (and sometimes
antonyms) for the word you select
• Access the Thesaurus from the Thesaurus dialog box
• If the selected text can be identified as more than one
word form, select the appropriate entry in the Meanings
list box to display synonyms of the correct word form
• Replace selected text by clicking on a synonym in the
Thesaurus dialog box
• To find additional words, click on a synonym in the
dialog box and click the Look Up button
Introduction to Excel 2000
© 2002 ComputerPREP, Inc. All rights reserved.
Lesson 11:
Getting Started with Excel 2000
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
•
•
Understand spreadsheet uses
Define workbooks and worksheets
Start Excel and use the Office Assistant
Navigate in worksheets
Select ranges
Understand toolbars and menus
Exit Excel
Exploring Spreadsheet Uses
• Excel is a spreadsheet application used to
manage, analyze and present data
– Spreadsheet – a grid of rows and columns in
which you enter data and perform numerical
calculations
• Spreadsheets have a variety of uses; for example:
– Creating a home budget
– Tracking business expenses
– Charting and analyzing sales trends
– Tracking inventories
Defining Workbooks and
Worksheets
• Workbook – the electronic file in which you store
your data
• Worksheet – the area of a workbook in which you
enter and manipulate data
• Worksheets have 256 columns and 65,536 rows
• Cell – the point at which a column and row
intersect
• Cell reference – a column letter and row number
that identifies a cell’s location in a worksheet
Starting Excel and Using the
Office Assistant
• You can start Excel:
– From the Start menu via the Programs submenu
– From a desktop shortcut
– By opening an Excel workbook
• When you start Excel, Sheet1 of Book1 displays
• Cell A1 is the active cell and Sheet1 is the active worksheet
– Active cell – the cell affected by the action you perform.
The cell pointer highlights the active cell.
– Active worksheet – the sheet in which data will be entered
or actions performed. The active worksheet contains the
active cell.
Starting Excel and Using the
Office Assistant (cont’d)
• The Office Assistant suggests help topics related
to tasks you are currently performing and provides
tips on using features more efficiently
• You can:
– Specify to enable or disable the Office Assistant
– Change the graphic that represents the Office
Assistant
• The Office Assistant is a shared feature among all
Office 2000 applications; changes you make to it in
one application apply to the other applications
Moving Around Worksheets
Action
Result
Click a cell
Selects the cell
Press the arrow keys
Moves the cell pointer one cell in the indicated
direction
Press ENTER or TAB
Moves the cell pointer down one cell or right one
cell, respectively
Click below the scroll box in the
vertical scroll bar
Scrolls the worksheet down one screen
Click right of the scroll box in the
horizontal scroll bar
Scrolls the worksheet right one screen
Press F5
Displays the Go To dialog box, which you can use
to move to a specific cell
Press CTRL+HOME
Moves the cell pointer to cell A1
Selecting Ranges
• You must select a cell or ranges of cells before
you can perform actions on them
– Range – a series of two or more cells
– Contiguous range – a range that contains
adjacent cells
– Non-contiguous range – a range wherein not all
cells are adjacent
– Range address – the cell references of the first
cell and last cell in the range, separated by a
colon (:)
Selecting Ranges
(cont’d)
Action
Result
Drag from one cell to another
Selects a contiguous range
Click one cell, press and hold SHIFT, then
click another cell
Selects a contiguous range between
two cells
Select a cell or range, press and hold CTRL,
then select another cell or range range
Selects a non-contiguous range
Click a column heading
Selects all cells in the column
Click a row heading
Selects all cells in the row
Click the button in the upper-left corner of the
worksheet
Selects all cells in the worksheet
Exploring Toolbars and Menus
• Toolbar – contains buttons that represent
shortcuts for commonly used features. By default,
the Standard and Formatting toolbars appear on
the same row.
• Menu – contains commands you execute to
perform tasks. When you first display a menu, the
default commands display.
• Floating toolbar – a toolbar that is not docked, or
anchored, to an edge of the application window
Exiting Excel
• You can exit Excel by:
– Clicking the close button in the title bar
– Clicking the File, Exit command
– Double-clicking the Excel control menu button
in the title bar
Lesson 12:
Creating Worksheets
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
Create new workbooks
Enter data
Edit data
Save and close new workbooks
Creating New Workbooks
• To create a new workbook:
– Start Excel
– Click the New button in the Standard toolbar, or
– Click File, New… and double-click Workbook, or
– Press CTRL+N
Entering Data
• Text – data that will not be used in calculations
– Text can consist of any combination of letters,
numbers and spaces
– By default, text entries are left-aligned
• AutoComplete – completes a text entry based on
existing entries in the column containing the active cell
• Value – data that contains only numbers or
mathematical operators, and can be used in calculations
– You can enter positive or negative numbers
– By default, numbers are right-aligned
Entering Data
(cont’d)
• You can enter dates using slashes or hyphens
• Excel automatically assigns a date format to dates
• Excel assumes that:
– A two-digit year lower than 30 is in the 21st
century
– A two-digit year of 30 or higher is in the 20th
century
• To indicate a century other than the default, enter a
four-digit year
Editing Data
• Data can be edited by:
– Completely replacing existing data with new
data
– Using Edit mode to modify existing data
To activate Edit mode:
– double-click the cell
– select a cell and click in the Formula bar
– select a cell and press F2
Saving and Closing New
Workbooks
• Use the Save As dialog box to:
– Specify where the file will be saved
– Give the workbook a name
Lesson 13:
Modifying Worksheets
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
•
•
Locate and open existing workbooks
Copy worksheet data
Move worksheet data
Copy and move data from multiple sources
Delete data and reverse actions
Save existing workbooks
Save workbooks with different names
Locating and Opening Existing
Workbooks
• Use the Find feature (on the Tools menu in the
Open dialog box) to locate and open a file if you
are uncertain of the file’s exact location or name
• Opening an existing workbook loads it into your
computer’s memory for viewing or modification
Copying Worksheet Data
• To copy data:
– Use the Clipboard – copy data to the Clipboard,
select a destination cell, and paste the data
from the Clipboard into the destination cell
• The Clipboard can store as many as 12 items
at one time
• The Clipboard toolbar displays if two or more
items reside in the Clipboard
• If the Clipboard toolbar is full and you copy
another item to it, the first data item you
copied will be removed
Copying Worksheet Data
(cont’d)
• To copy data (cont’d):
– Use AutoFill – drag the fill handle to
automatically copy cell content or complete a
series in an adjacent cell or range
– Use drag and drop - press and hold CTRL, drag
the selected cell or range from one location and
drop it into another
Moving Worksheet Data
To move data:
• Use the Office Clipboard - cut data to the Office
Clipboard, then paste it to a new location
• Use drag and drop - drag the selected cell or range
from one location and drop it into another
Copying and Moving Data from
Multiple Sources
• You can copy or cut data from multiple sources,
then paste them individually or as a group into a
worksheet
• Multiple sources can include other Excel
workbooks or other applications
• If you paste all the data as a group, each of the
items on the Clipboard will be pasted, in order,
starting at the active cell, with the next item pasted
in the cell beneath the active cell
Deleting Data and Reversing
Actions
• To delete data:
– Clear cells – remove cell contents but retain the resulting
blank cells
– Delete cells – delete the cells themselves so the
surrounding cells shift to fill in the space
• To reverse actions:
– Click the Undo button to reverse the last action
– Click the Redo button to reverse an undo action
• You can reverse as many as the last 16 actions performed
• You cannot reverse actions such as printing, saving, closing a
workbook or clearing the Clipboard
Saving Existing Workbooks
and Saving Workbooks with
Different Names
• To save an existing workbook:
– Click the Save button in the Standard toolbar
• To save a workbook with a different name:
– Display the Save As dialog box
– Type the name of the new workbook
– Press ENTER
• You can use the Save As dialog box to specify a
different name, location or format for a revised
workbook
Lesson 14:
Formatting Worksheets
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
Insert and delete rows and columns
Change column widths and row heights
Use numeric formats
Change the alignment of data
Use conditional formatting
Inserting and Deleting Rows
and Columns
• When you insert rows or columns, existing data
moves down or to the right to accommodate the
new rows or columns
• When you delete rows or columns, all data within
them is deleted
• When you insert or delete rows or columns, the
total number of rows and columns in the
worksheet remains constant
Changing Column Widths and
Row Heights
• By default, columns are 8.43 characters wide and rows are
12.75 points high (one inch is equal to 72 points)
• To change column width or row height:
– Use the Column Width dialog box – specify an exact
amount by which to change column width
– Use the Row Height dialog box – specify an exact amount
by which to change row height
– Use the mouse – drag column or row borders to increase
or decrease column width or row height
– Use AutoFit – double-click the right border of a column or
the bottom border of a row to precisely accommodate the
data within a selected cell or range
Using Numeric Formats
• Number format – displays numbers with a
specified number of decimal places
• Currency format – displays numbers with leading
dollar signs ($) and thousands separators (,)
• Accounting format – displays numbers with dollar
signs and thousands separators. Dollar signs and
decimal points are vertically aligned in the column.
Using Numeric Formats
(cont’d)
• Percent format – displays numbers as percentages
(%) with a specified number of decimal places
• Comma format – displays numbers with thousands
separators (,) and a specified number of decimal
places
• Date format – enables you to specify the
appearance of a date entry
Changing the Alignment of
Data
• By default, text is left-aligned and numbers are
right-aligned within cells
• Use the alignment buttons in the Formatting
toolbar to left-justify, center or right-justify the
data within cells
Using Conditional Formatting
• Conditional formatting – formats a range of cells to
display in a manner you determine based on
criteria you specify
• To apply conditional formatting:
– Display the Conditional Formatting dialog box
– Specify the criteria by which cell contents will
be evaluated
– Specify the formatting to apply to the cells that
meet the criteria
Lesson 15:
Printing Worksheets
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
Preview print jobs
Use Page Break Preview
Define page setup options
Print worksheets
Previewing Print Jobs
• With the Print Preview window, you can:
– Display the next or previous pages of a
multiple-page worksheet
– Toggle between full-page and magnified views
– Specify print settings
– Specify margin settings and column widths
– Display the worksheet in Page Break Preview to
view and modify page breaks
Using Page Break Preview
• With Page Break Preview, you can:
– Modify page breaks by dragging the blue
dashed page break lines to a different location
– Insert or remove horizontal and vertical page
breaks
Defining Page Setup Options
• Page setup options affect only the way worksheets
look when printed
• Display the Page Setup dialog box to define page
setup options
• You can use page setup options to change:
– Scaling – the print size based on a percentage
of a worksheet’s normal size
– Orientation – the position of the worksheet on
the page. You can specify portrait (the page is
taller than it is wide) or landscape (the page is
wider than it is tall) orientation.
Defining Page Setup Options
(cont’d)
• You can use page setup options to change
(cont’d):
– Margins – measurements that determine how
far from the edges of a page printed text will
appear
– Headers – text that prints at the top of every
page
– Footers – text that prints at the bottom of every
page
Printing Worksheets
• To print a worksheet:
– Click the Print button in the Standard toolbar (prints
the entire worksheet)
– Display the Print dialog box to specify print options
Print dialog box options include:
• Printer – specifies which printer to use
• Print range – specifies the pages to print
• Print what – specifies the portion of the
worksheet to print
• Copies – specifies the number of copies to print
Lesson 16:
Working with Basic Formulas
and Functions
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
Use formulas
Use cell references
Use functions
Use AutoCalculate
Using Formulas
• Formula - a worksheet entry that performs a
calculation (formula entries begin with an equal
sign (=) to differentiate them from text entries)
• Operator – a symbol used in formulas to perform
mathematical calculations
• To create a formula:
– Type an equal sign
– Click cells to specify cell references
– Type operators to specify the types of
calculations to perform
Using Formulas
(cont’d)
Operator Description
+
Addition
-
Subtraction
*
Multiplication
/
Division
^
Exponentiation
Using Formulas
(cont’d)
• To edit formulas:
– Type over (replace) the existing formula
– Activate Edit mode, highlight the cell reference
you want to change, then click the correct cell
• When you activate Edit mode, the Range Finder
feature is automatically activated
– Range Finder - identifies cell references in a
formula by highlighting them in different colors
Using Cell References
• Relative cell reference – specifies the location of a cell
relative to the cell containing the formula
– When you move or copy a formula, a relative cell
reference adjusts automatically to reflect the new location
• Absolute cell reference – specifies the exact location of a cell
without regard to the location of the cell containing the
formula
– When you move or copy a formula, an absolute cell
reference always references the same cell
• Mixed cell reference – contains both relative and absolute
cell reference components (the row or column component
can be relative or absolute)
Using Functions
• Function – a predefined formula that performs
special or advanced calculations
• Function syntax –
Function Name (argument1, argument2)
– Function Name – a word or abbreviation used to
identify a function
– Argument – the data required in a function to
produce a value
• Formula Palette – provides assistance for entering
cell ranges and references into a function or
formula
Using Functions
(cont’d)
• AVERAGE – calculates the average of values in a
specified range of cells
• MAX – calculates the maximum value in a
specified range
• MIN – calculates the minimum value in a specified
range
• AutoSum - automatically totals the values in
columns or rows
• Paste Function Feature – a tool that guides you
through creating a function so you do not have to
memorize the function syntax
Using AutoCalculate
• AutoCalculate – displays the average, count,
maximum, minimum, or sum of the data in a
selected range (contiguous or non-contiguous)
without entering a formula or function
• The AutoCalculate result is temporary and
displays in the Status bar only
Lesson 17:
Using Multiple Worksheets
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
Work with multiple worksheets
Create three-dimensional formulas
Rename worksheets
Preview and print multiple worksheets
Working with Multiple
Worksheets
• With multiple worksheets, you can:
– Move between worksheets
– Insert and delete worksheets
– Move and copy data between worksheets
– Move and copy worksheets
– Group worksheets
Moving Between Worksheets
• The active worksheet contains the cell pointer
• The active worksheet tab displays in bold
• Click a worksheet tab to activate the associated
worksheet
• Click the tab scrolling buttons to view worksheet
tabs not visible in the workbook window
• Right-click a tab scrolling button to display a menu
of all worksheets in the workbook
Inserting and Deleting
Worksheets
• New worksheets are inserted to the left of the
active worksheet
• New worksheets are labeled sequentially,
regardless of their order in the workbook
• If you delete a worksheet containing data, the data
is also deleted
Moving and Copying Data
Between Worksheets
• Use cut, copy and paste to move or copy data
between worksheets the same way that you move
or copy data within a single worksheet
• When you move or copy formulas to a different
worksheet, relative cell references adjust to reflect
the new location
Moving and Copying
Worksheets
• You can move and copy worksheets within the same
workbook or to different workbooks
• To move worksheets:
– Use the Move or Copy dialog box
– Use drag and drop – drag the worksheet to the
desired location
• To copy worksheets:
– Use the Move or Copy dialog box
– Use drag and drop – press and hold CTRL, then
drag the worksheet to the desired location
Grouping Worksheets
• Grouping multiple worksheets allows you to perform
the same action on all worksheets simultaneously
• To group contiguous worksheets:
– Activate a worksheet
– Press and hold SHIFT
– Click the worksheet tab of the last worksheet in the
group
• To group non-contiguous worksheets:
– Press and hold CTRL
– Click the desired worksheet tabs
Creating Three-Dimensional
Formulas
• Three-dimensional formula – a formula in one
worksheet that references cells in other
worksheets
• To enter a range of worksheet references into a
three-dimensional formula, you must group the
worksheets
Renaming Worksheets
• You can rename worksheets with descriptive
names to better identify their contents
• Each worksheet in a workbook must have a unique
name
– Names can contain as many as 31 characters
– Names cannot contain: asterisk (*), backslash
(\), colon (:), square brackets ([ and ]) or
question mark (?) characters
Previewing and Printing
Multiple Worksheets
• You can preview and print multiple worksheets by
selecting the worksheets before clicking the Print
button or Print Preview button in the Standard
toolbar
Lesson 18:
Enhancing Worksheets
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
Enhance text
Add and modify borders
Shade ranges
Create and modify three-dimensional objects
Insert, resize and move pictures
Changing Text and Font
Attributes
• Font – the typeface and type size of text
• Attributes – the characteristics of text formatting
that you can apply to text
• To change text and font attributes:
– Specify attributes in the Format Cells dialog box
– Click formatting buttons in the Formatting
toolbar
– Use the Format Painter to copy formatting from
one or more cell(s) to other cells
Merging Cells
• To merge cells:
– Select the range of cells to merge
– Click the Merge and Center button in the
Formatting toolbar (centers the text in the
merged cell)
• You can merge cells only one row at a time.
Merging multiple rows will keep only the upper-left
data in the selected range.
Rotating Text and Indenting
Text in Cells
• To rotate text:
– Use the Orientation options in the Alignment
card of the Format Cells dialog box (you can
rotate text up to 90 degrees in each direction)
• To indent text in cells:
– Use the Increase Indent and Decrease Indent
buttons in the Formatting toolbar
Adding and Modifying Borders
• To add and modify borders:
– Use the Borders button in the Formatting
toolbar to specify border options
– Use the Border card of the Format Cells dialog
box to specify border options, such as:
• How borders should display
• Border style
• Border color
Shading Ranges
• To shade ranges:
– Use the Fill Color button in the Formatting
toolbar to display and add color fills
– Use the Patterns card of the Format Cells dialog
box to specify background colors and patterns
Creating and Modifying
Three-Dimensional Objects
• To create a three-dimensional object:
– Click the object you want to draw in the
Drawing toolbar
– Click and drag to draw the object
– Use the 3-D palette in the Drawing toolbar to
apply a three-dimensional effect to the object
Creating and Modifying
Three-Dimensional Objects
(cont’d)
• To modify a three-dimensional object:
– Use the Direction palette on the 3-D Settings
toolbar to change the direction of the object
– Use the Lighting palette on the 3-D Settings
toolbar to determine the brightest side of the
object
– Use other buttons on the 3-D Settings toolbar to
change the tilt, depth and color of the object
Inserting, Resizing, and
Moving Pictures
• You can insert:
– Clip art
– Pictures from a scanner or digital camera
– Graphics files stored in one of the standard
graphics formats
• When you select a picture, sizing handles display
on its sides and corners
Inserting, Resizing, and
Moving Pictures (cont’d)
• To resize a picture:
– Drag a corner sizing handle (resizes a picture
proportionally)
– Drag a side sizing handle (resizes a picture
without maintaining proportions)
– Use the Size card of the Format Picture dialog
box to resize a picture with precise
measurements
• To move a picture:
– Drag it to the desired location
Lesson 19:
Using Styles and AutoFormats
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Use styles
• Use AutoFormats
Using Styles
• Style – a collection of formatting attributes stored
under one name
• Six built-in styles are available:
– Comma – Comma format with two decimal places
– Comma(0) – Comma format with no decimal places
– Currency – Accounting format with two decimal
places
– Currency(0) – Accounting format with no decimal
places
– Normal – the default format
– Percent – Percent format with no decimal places
Creating Styles
• You can create styles:
– By example – select a cell containing the
formatting you want, then assign a name to the
group of formatting attributes
– By definition – specify the formatting attributes
you want to include in the style using the
Format Cells dialog box
Formatting Cells
with Styles
• To apply a style:
– Select the cell or range to which you want to
apply the style
– Select a style from the Style dialog box (the
style will override any formats you previously
applied to the cell(s))
Modifying and
Deleting Styles
• When you modify or delete a style, the change(s)
affects all cells to which you have applied the style
in the current workbook
– When deleting a style, the cell(s) to which the
style was applied will lose the formatting
associated with that style
• Styles can be modified by example or by
definition, using the Style dialog box
Using AutoFormats
• AutoFormats – a set of predefined table formats
• You can use AutoFormats to automatically turn a
range of cells into a formatted table
• To apply an AutoFormat:
– Select the range of cells to which you want to
apply the AutoFormat
– Display the AutoFormat dialog box and select
an AutoFormat
Lesson 20:
Working with Charts
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
Create charts
Format charts
Modify charts
Print charts
Creating Charts
• Chart – a graphical representation of selected data
in a worksheet
• Chart Wizard – A tool that prompts you for
information necessary to create or modify a chart
• To create a chart:
– Select the range of cells you want to chart
– Click the Chart Wizard button
– Proceed through the Chart Wizard
Formatting Charts
• To format a chart using menu commands:
– Right-click a chart component to display the
Format dialog box
– Specify formatting attributes in the Format
dialog box
• To format a chart using the Chart toolbar:
– Display the Chart toolbar
– Click appropriate Chart toolbar tools to apply
the desired formatting
Changing Chart Types and
Repositioning Legends
• To change a chart type:
– Display the Chart toolbar
– Display the Chart Type palette
– Select the desired chart type
• To reposition the legend:
– Drag the legend to a new location, or
– Use the Placement card of the Format Legend
dialog box to specify the legend placement
Resizing and Moving Charts
• To resize a chart proportionally:
– Drag a selection handle while pressing SHIFT
• To resize a chart from its center:
– Drag a selection handle while pressing CTRL
• To move a chart:
– Click a blank area of the chart and drag it to the
desired location
Editing Chart Data
• After you have created a chart, you can change the
data in the worksheet
• Changing the data in the worksheet will update the
chart automatically
Placing and Modifying Data
Tables in Charts
• Data table – a table that is placed within a chart
and includes only the data used in the chart
• To place a data table in a chart:
– Click a blank area of a chart
– Click the Data Table button in the Chart toolbar
• To modify a data table:
– Format a data table in the same way you format
any other chart object
Printing Charts
• To print a chart by itself:
– Select the chart
– Display the Print dialog box
– Click the OK button
• To print the chart with the worksheet data:
– Deselect the chart
– Print the worksheet
Introduction to
PowerPoint 2000
© 2002 ComputerPREP, Inc. All rights reserved.
Lesson 1:
Getting Started with PowerPoint
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
•
Start PowerPoint and open presentations
Explore toolbars and menus
Use the Office Assistant
Work with slides in different views
Manually run slide shows
Close presentations and exit PowerPoint
Starting PowerPoint and
Opening Presentations
• Presentation – a group of slides, usually related by
a theme, that contain text, charts, drawings or
graphic images
• Slide – an individual screen in a presentation or
slide show
• Slide show – a full-screen version of a
presentation
Starting PowerPoint and
Opening Presentations (cont’d)
• When you first start PowerPoint, you are prompted
to create a new presentation or open an existing
presentation
• The default presentation view is Normal view,
which combines three of PowerPoint’s views in
separate panes:
– Slide view
– Outline view
– Notes view
Exploring Toolbars and Menus
• Toolbars
– Contain buttons that represent shortcuts for
commonly used features
– By default, the Standard and Formatting
toolbars appear on the same row
– A floating toolbar is a toolbar that is not docked
to an edge of the application window
Exploring Toolbars and Menus
(cont’d)
• Menus
– Contain commands you execute to perform
tasks
– When you first display a menu, the default
commands display
– You can expand the menu to display additional
commands
Using the Office Assistant
• The Office Assistant suggests help topics related
to tasks you are currently performing and tips on
using features more efficiently
• You can:
– Specify to enable or disable the Office Assistant
– Change the graphic that represents the Office
Assistant
• The Office Assistant is a shared feature among all
Office 2000 applications; changes you make to it in
one application apply to the other applications
Working with Slides in
Different Views
• The available views are:
– Normal view – displays a slide pane, outline
pane and notes pane
– Outline view – displays the presentation titles
and text in an outline format
– Slide view – displays a slide pane and an
outline pane
– Slide Sorter view – displays all slides in
miniature form in one window
– Slide Show – displays the current presentation
as a slide show
Manually Running a Slide
Show
Action
Result
Press RIGHT, DOWN or ENTER, or
click the left mouse button
Displays the next slide
Press LEFT or UP
Displays the previous slide
Click the right mouse button
Displays the shortcut menu, which you can use
to advance to the next slide or return to the
previous slide
Press HOME
Displays the first slide in the presentation
Press END
Displays the last slide in the presentation
Press RIGHT or DOWN, or click the
left mouse button while displaying
the last slide in the presentation
Stops the slide show and displays the first slide
in the PowerPoint window
Press ESC
Stops the slide show and returns to the
PowerPoint window
Closing Presentations and
Exiting PowerPoint
• To close a presentation, click on the close button
in the menu bar
• To exit PowerPoint, click on the close button in the
application title bar
Lesson 2:
Creating Presentations
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
•
Create new presentations
Add text to slides
Add new slides and change slide layouts
Select text
Insert text boxes
Save presentations
Creating New Presentations
• You can use the New Slide dialog box to select an
AutoLayout or select a blank layout and create
your own design
• AutoLayout – a pre-designed slide layout that can
contain placeholders for text, charts, bullets and
graphics
• Placeholders – dotted outlines on a new slide that
reserve space for objects that can be placed on
the slide
Adding Text to Slides
• Most AutoLayouts contain placeholders for
entering text, such as:
– Titles
– Subtitles
– Other objects
• You can:
– Click in a placeholder to add text (or simply
begin typing if it is the first placeholder on the
slide)
– Double-click in a placeholder to add an object
Adding New Slides and
Changing Slide Layouts
• Slides you add will follow the currently selected
slide
• To add new slides to a presentation:
– Click on the New Slide button in the Standard
toolbar
– Select a slide layout
– Click on the OK button
Adding New Slides and
Changing Slide Layouts (cont’d)
• To change the layout of a slide:
– Click on the Slide Layout button in the Standard
toolbar (or click on Format, Slide Layout)
– Select a slide layout
– Click on the OK button
Selecting Text
• You must select text before you can modify it
• To select text, you can:
– Click and drag over text to select it
– Select a word by double-clicking on it
– Select an entire paragraph by triple-clicking
anywhere in the paragraph
– Click on the slide icon in the Outline pane to
select the entire slide
Inserting Text Boxes
• You can insert a text box to add text outside of an
AutoLayout placeholder
• To insert a text box:
– Click on the Text Box tool in the Drawing
toolbar
– In the Slide pane, click on the slide and start
typing
or
– Click and drag to draw the dimensions of the
text box, then start typing
Inserting Text Boxes
(cont’d)
• When you select a text box, sizing handles display
around its border
– Sizing handles – small squares that appear at
the corners and along the sides of a selected
object
• You can resize a text box by dragging one of its
sizing handles
• You can move a text box by dragging its border to
a new position on the slide
Saving Presentations
• Use the Save As dialog box to:
– Specify where the presentation file will be saved
– Give the presentation a name
– Change the name of an existing presentation
• Use the Save button in the Standard toolbar to
save an existing presentation
Lesson 3:
Editing Presentations
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
•
Modify slides
Move and copy text
Delete text
Find and replace text
Modify bullets
Use numbering in slides
Modifying Slides
• You can modify existing presentations by:
– Adding new slides
• insert a new slide in the desired location
• PowerPoint will automatically renumber all
the slides following the new slide
– Rearranging slides
• Click and drag a slide (in Normal and Slide
Sorter views) to move it to another location
• Click and drag slide text (in Outline view) to
move it to another location
Modifying Slides
(cont’d)
– Copying slides
• Press and hold CTRL
• Click and drag a slide to create a copy in
another location
• Release CTRL
– Deleting slides
• Select a slide
• Press DEL
Moving and Copying Text
• To copy text:
– Use the Clipboard – copy text to the Clipboard,
then paste the text from the Clipboard at the
location of the insertion point
• The Clipboard can store a maximum of 12
items at one time
• The Clipboard toolbar displays if two or more
items reside in the Clipboard
• If the Clipboard toolbar is full and you copy
another item to it, the first text item you
copied will be removed
Moving and Copying Text
(cont’d)
• To copy text (cont’d):
– Use drag and drop - press and hold CTRL, drag
the selected text from one location and drop it
into another
• To move text:
– Use the Office Clipboard - cut text to the Office
Clipboard, then paste it to a new location
– Use Drag and Drop - drag the selected text from
one location and drop it into another
Deleting Text
• Deleted text is not stored in the Clipboard; it is
removed permanently
• To delete text:
– Select the text you want to delete
– Press DEL
Finding and Replacing Text
• To find and replace text:
– Display the Replace dialog box
– Specify the text you want to replace
– Specify the replacement text
– Specify whether to match case and/or to replace whole
words only (both are optional)
– Click on the Find Next button to proceed to the next
occurrence of the search text
– Click on the Replace button to replace the current
occurrence of the search text
– Click on the Replace All button to replace all occurrences
of the search text
Modifying Bullets
• To change bullet characters:
– Display the Bulleted card of the Bullets and
Numbering dialog box
– Select the desired default bullet style, or
– Display the Bullet dialog box and assign a
character as a bullet style
• To use graphic bullets:
– Display the Picture Bullet dialog box
– Select the desired graphic bullet
Using Numbers in Slides
• You can automatically number items on slides:
– Arabic numerals
– Roman numerals
– Uppercase letters
– Lowercase letters
• To apply numbers to slide text:
– Display the Numbered card of the Bullets and Numbering
dialog box
– Select a built-in number style
• When you copy, move or delete numbered items, the
numbers automatically recalculate
Lesson 4:
Formatting Text
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Change text attributes
• Set indents and tabs
• Change text alignment
Changing Text Attributes
• Attributes – features of text that you can modify,
such as font, font size, font style and color
– Font – a family of characters with a distinctive
and consistent design that gives the text in a
presentation a unique look
– Font Style – characteristic such as bold, italic
and underline that can be applied to text
– Font Size – the height of a character in a
specific font, measured in points (an inch
contains 72 points)
Changing Text Attributes
(cont’d)
• To change attributes:
– Display the Font dialog box and specify the
desired attributes for the selected text
or
– Use buttons in the Formatting and Drawing
toolbars to apply the desired attributes to
selected text
Changing Text Attributes
(cont’d)
• To replace fonts throughout a presentation:
– Display the Replace Font dialog box
– Specify the name of the font you want to
replace
– Specify the name of the replacement font
– Click on the Replace button
• Any other text attributes previously applied to text
will not be affected
Setting Indents and Tabs
• Indents determine where paragraphs or bulleted
lists begin in relation to the left border of a text
box
• Setting indents
– First line indent marker marks the position at
which the first line of text will begin or the first
bullet will appear
– Left indent marker marks the position at which
text following a bullet will appear or where text
will wrap
Setting Indents and Tabs
(cont’d)
• Tabs determine where the insertion point moves
when you press TAB
• Setting tabs
– Determines how far to the right text will move
– Default tabs are set every inch
– When a new tab is set, all default tabs to the left
are cancelled
– Four tab types: left, right, center and decimal
Changing Text Alignment
• To change text alignment:
– Click anywhere within a text box
– Click on the Align Left button to align the text to
the left
– Click on the Align Right button to align the text
to the right
– Click on the Center button to center the text
– Click on Format, Alignment, Justify to justify the
text
Lesson 5:
Printing Presentations
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Preview slides
• Print slides and change slide orientation
• Print handouts
Previewing Slides
• You can preview slides to see how they look
before you print in:
– Grayscale
or
– Black and White
• Black and White view – shows what a color
slide looks like when printed on a non-color
printer
Printing Slides and Changing
Slide Orientation
• You can print:
– All slides in a presentation
– Selected slides
– A range of slides
– The current slide
• You can specify:
– Landscape orientation – the slide is wider than
it is tall
– Portrait orientation – the slide is taller than it is
wide
Printing Handouts
• You can print handouts as sheets containing 2, 3,
4, 6 or 9 slides per page
• To print handouts:
– Display the Print dialog box
– Display the Print what drop-down list, then click
Handouts
– Specify the number of slides per page and a
horizontal or vertical order
– Click the OK button
Lesson 6:
Working with Proofing Tools
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
Check spelling
Change spelling options
Check for style consistency
Use AutoCorrect
Checking Spelling
• By default, PowerPoint displays a wavy, red line
beneath any text that is misspelled or
unrecognized
• You can correct misspelled words using:
– The Spelling shortcut menu
or
– The Spelling dialog box, in which you specify to
ignore or change the misspelled word or all
instances of the misspelled word
Changing Spelling Options
• You can specify spelling checker options from the
Spelling and Style card of the Options dialog box
• Default spelling options include:
– Check spelling as you type
– Always suggest corrections
– Ignore words in uppercase
– Ignore words with numbers
Checking for Style
Consistency
• If the Office Assistant is enabled, potential style
problems are indicated by a light bulb icon
• Use the Case and End Punctuation card of the
Style Options dialog box to:
– Specify how capital letters will be used in titles
and body text
– Specify how punctuation will appear at the end
of sentences and within paragraphs
Checking for Style
Consistency (cont’d)
• Use the Visual Clarity card of the Style Options
dialog box to:
– Specify font sizes for slide components
– Specify the maximum number of bullets per
slide
– Specify the maximum number of lines per title
– Specify the maximum number of lines per bullet
Using AutoCorrect
• AutoCorrect – a feature that automatically corrects
commonly misspelled words as you type
• You can use the AutoCorrect dialog box to specify
AutoCorrect options and to create custom entries
• To create custom AutoCorrect entries:
– Display the AutoCorrect dialog box
– Specify the text you want to replace
– Specify the replacement text
– Click on the Add button
Lesson 7:
Working with Objects
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
Draw objects
Modify objects
Insert AutoShapes
Arrange objects
Drawing Objects
• Use tools on the Drawing toolbar to draw objects
• To draw objects:
– Select a drawing tool
– Position the mouse pointer in the drawing area
– Click and drag the mouse pointer to create a
shape
– Release the mouse button
• You can add text to any shape except a line,
connector or freeform shape
• The text is treated as part of the object
Modifying Objects
• To resize an object:
– Click and drag a sizing handle, or
– Use the Size card of the Format AutoShape
dialog box to specify exact dimensions
• To add text to an object:
– Use the Text Box tool in the Drawing toolbar to
create a text box
– Insert text
– Place the text box on top of the shape
Modifying Objects
(cont’d)
• To apply line colors to an object:
– Display the Line Color palette in the Drawing
toolbar
– Click on a color square
• To apply line styles to an object:
– Display the Line Style palette in the Drawing
toolbar
– Click on a line style
Modifying Objects
(cont’d)
• To apply background fills to an object:
– Display the Fill Color palette in the Drawing
toolbar
– Click on a color square
• To apply texture fills to an object:
– Display the Texture card of the Fill Effects
dialog box
– Double-click on an icon representing the texture
you want to apply
Inserting AutoShapes
• To insert an AutoShape on a slide:
– Display the AutoShapes menu in the Drawing
toolbar
– Point to a category on the menu
– Click on an AutoShape button in the palette
– Click and drag on the slide to draw the desired
shape
– Deselect the AutoShape
• Use the options in the Format AutoShape dialog
box to format and add text to the AutoShape
Arranging Objects
• To move an object:
– Click and drag the object to a new position on
the slide
• To duplicate an object:
– Select the object and click on Edit, Duplicate
or
– Press and hold CTRL, then click and drag the
object to create a duplicate
• To delete an object:
– Select the object, then press DEL
Arranging Objects
(cont’d)
• To rotate an object:
– Click on the Free Rotate button in the Drawing
toolbar
– Drag a green dot that surrounds the object to
rotate the object about its center point
• To flip an object:
– Click on the Draw menu in the Drawing toolbar
– Click on Rotate or Flip
– Click on Flip Horizontal or Flip Vertical to
specify the direction in which to flip the object
Arranging Objects
(cont’d)
• To layer objects:
– Move objects over one another
– Right-click on a layered object, click on Order, then
click on the command that performs the layering
operation you want
• To group objects:
– Click on an object, press and hold SHIFT, click on
the other objects you want to group, then release
SHIFT
– Click on the Draw menu in the Drawing toolbar
– Click on Group
Lesson 8:
Using WordArt and ClipArt
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Use WordArt
• Insert ClipArt
• Recolor ClipArt
Using WordArt
• WordArt – a feature you can use to insert text that
you can manipulate graphically
• To insert WordArt:
– Display the WordArt Gallery dialog box
– Double-click a WordArt style
– Type text in the Edit WordArt Text dialog box
• Use the WordArt toolbar buttons to edit, color and
shape the WordArt object
Using WordArt
(cont’d)
• To edit WordArt:
– Display the Edit WordArt Text dialog box
– Edit the text as desired
– Change the font, font size and font attributes as
desired
• Use the WordArt Shape palette to select a different
shape to apply to the WordArt object
Using WordArt
(cont’d)
• Gradient fill – a fill showing a gradual difference in
color or colors in proportion to the distance from a
given point
• To add a gradient fill to a WordArt object:
– Display the Gradient card of the Fill Effects
dialog box
– Specify one or two colors
– Specify the shading style
– Specify the shading pattern
Inserting ClipArt
• ClipArt – ready-made, usually copyright-free,
illustrations you can insert into application files
• To insert ClipArt into a presentation:
– Display the Pictures card of the Insert ClipArt
dialog box
– Click on the ClipArt category containing the
ClipArt you want to insert
– Right-click on a ClipArt image, then click on
Insert
• You can reposition and resize ClipArt images as
desired
Recoloring ClipArt
• To recolor ClipArt:
– Display the Recolor Picture dialog box
– Specify a new color for each original color you
want to recolor
– Specify whether to recolor lines or background
fills
• You can use the Picture toolbar to:
– Change ClipArt colors to shades of gray
– Alter the ClipArt object’s brightness
Lesson 9:
Building Slide Shows
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
Expand slides
Use the Slide Finder
Create summary slides
Add transition effects
Add animation effects
Expanding Slides
• To expand a slide:
– Display the slide that is to be expanded in
Normal view
– In the Outline pane, click on the bullet of the
item that will become the title of the first new
slide
– Click on the Decrease Indent button in the
Formatting toolbar
– Repeat for each bulleted item that will become
the title of a new slide
– Delete the original slide
Using the Slide Finder
• You can use the Slide Finder dialog box to:
– Preview slides in other presentations
– Insert existing slides from other presentations
into the current presentation
– Use existing slides to create a new presentation
Creating Summary Slides
• Summary slide – a slide that displays the titles of
selected slides in the presentation in a bulleted list
• To create summary slide:
– Select the slides you want to include in the
summary slide
– Click on the Summary Slide button in the Slide
Sorter toolbar
Adding Transition Effects
• Transition Effects – special effects that introduce a
slide during a slide show
• You use the Slide Transition dialog box to apply
transition effects
• You can specify how the slide show will advance:
– Manually, or
– Automatically
• You can apply a single effect to a whole
presentation, or multiple effects to the various
slides in the presentation
Adding Animation Effects
• Animation – a visual or sound effect applied to text or an
object
• You can choose different animation effects for individual
slide objects
• To add preset animation effects:
– Click in the slide object to which you are applying the
effect
– Display the Preset Animation submenu (click on Slide
Show, Preset Animation)
– Click on an animation effect
• The order in which the effects display and the timing are
controlled automatically
Adding Animation Effects
(cont’d)
• To add custom animation effects to a slide:
– Display the slide to which you want to apply custom
animation effects
– Display the Custom Animation dialog box
– Select the element to which you want to apply
animation
– Use the Effects card to specify the animation effects
you want
– Use the Order & Timing card to specify the order in
which the animations occur, the timing of each
animation, and whether they will occur
automatically or manually
Lesson 10:
Running Slide Shows
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
Hide slides
Control slide shows
Annotate slides
Use the PowerPoint Viewer
Hiding Slides
• Hiding slides is useful for presentations that
contain a mixture of elements for diverse
audiences
• You can choose in advance which slides to display
in a slide show
• Even if a slide is hidden, you can display it during
the slide show
Hiding Slides
(cont’d)
• To hide slides:
– Select the slides you want to hide in Slide Sorter
view
– Right-click a selected slide, then click on Hide Slide
• To display hidden slides during a slide show:
– Run the slide show
– Type H
• To unhide hidden slides:
– Select the hidden slides in Slide Sorter view
– Right-click a selected slide, then click on Hide Slide
Controlling Slide Shows
• You can use keyboard keys and screen navigation
tools to control how a slide show advances
• Common keyboard keys:
Action
Result
Type b or .
Blackens/unblackens the screen
Type w or ,
Whitens/unwhitens the screen
Type a or =
Shows/hides the arrow pointer
Type e
Erases on-screen annotations
Type a number, then press ENTER
Advances to the specified slide
Press PGDN
Advances to the next slide
Press PGUP
Returns to the previous slide
Press ESC
Exits the slide show
Controlling Slide Shows
(cont’d)
• To advance slides out of sequence using the Slide
Navigator:
– Run the slide show
– Right-click on a slide, point to Go, then click on
Slide Navigator
– Double-click on the slide you want to display
next
Annotating Slides
• To annotate (write or draw on) a slide during a
slide show:
– Start the slide show
– Display the slide you want to annotate
– Right-click on the slide, point to Pointer
Options, then click on Pen
– Click and drag the mouse pointer to write or
draw on the slide
Using the PowerPoint Viewer
• PowerPoint Viewer – a program you can use to run
slide shows on computers that do not have
PowerPoint installed
• Before you can run a slide show using the
PowerPoint Viewer, you must:
– Save the presentation from your computer to a
floppy disk
– Make sure the PowerPoint Viewer is installed on
the computer from which you will run the slide
show
Introduction to Access 2000
© 2002 ComputerPREP, Inc. All rights reserved.
Lesson 11:
Designing Databases
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Identify database components
• Design data tables
• Design relational databases
Identifying Database
Components
• Database – an organized collection of information
• Table – a collection of data organized into rows
and columns
• Field – a category of information in a table
• Record – a collection of information, consisting of
one or more related fields, about a specific entity,
such as a person, product or event
• Query – a specialized instruction that displays or
performs an action on specific information from a
data table
Identifying Database
Components (cont’d)
• Form – a database object used to view, enter, edit
and manipulate data
• Report – a database object used to summarize and
print information from data tables or queries
Designing Data Tables
• Determine what fields you will use to store your
data
• Store data in the smallest fields possible
• Build in flexibility in the design stage
Designing Relational
Databases
• Relational database – a database that contains
multiple tables related through common fields
• Relationship – a connection between two or more
tables based on common fields
• When designing a relational database, consider:
– The purpose of the database
– The number of tables needed to store
information without duplicating data
– The fields needed in each table
– The fields common to more than one table
Lesson 12:
Examining Access Objects
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
•
•
•
Start Access and open a database
Explore the database window
Examine tables
Examine queries
Examine forms
Examine reports
Use the Office Assistant
Exit Access
Starting Access and Opening
a Database
• Open a database:
– Using the Startup dialog box
– Directly from the Access window
• Use the Startup dialog box to:
– Create a new database
– Create a database modeled after a built-in
database template
– Open an existing database
Exploring the Database
Window
• Use the database window to create, edit and delete
database objects
• The database window contains:
– The object bar – the vertical bar in the left pane
of the database window that you use to select
the type of database object with which you want
to work
– The object list – a list of all objects of the type
specified in the object bar contained in the open
database, and shortcuts for creating new
objects
Examining Tables
• Datasheet view – the open view for a table in which you
examine or work with the data
• Design view – the view in which you work with the
layout and design of the database object itself
• In Datasheet view:
– Each row designates a record and each column
designates a field
– You can navigate through records by clicking in a
field, by pressing keyboard directional keys, by
clicking a navigation button, or by typing a number
in the Record number box and pressing Enter
Examining Queries
• You can use queries to selectively view and
analyze data
• The two types of queries are:
– Action query – performs an action on specified
records in a data table
– Select query – displays specific information
from a data table
Examining Forms
• You can use a form to enter data into a table or to
display table records one at a time
• The open view for a form is Form view
• Form view includes a Record number box and
navigation buttons
Examining Reports
• You can use reports to summarize and print data
from data tables
• The open view for a report is Print Preview
• Print Preview includes navigation buttons and a
Page number box for navigating through report
pages
Using the Office Assistant
• The Office Assistant suggests help topics related
to tasks you are currently performing and tips on
using features more efficiently
• You can:
– Specify to enable or disable the Office Assistant
– Change the graphic that represents the Office
Assistant
• The Office Assistant is a shared feature among all
Office 2000 applications; changes you make to it in
one application apply to the other applications
Exiting Access
• To exit Access:
– Close any open database object
– Click the Close button in the database window
title bar to close the current database
– Click the Close button in the Access window
title bar to exit the application
Lesson 13:
Creating Databases and Tables
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Create new databases
• Create tables
Creating New Databases
• You can create two types of databases:
– Blank database – contains no database objects
and displays an empty database window
– Template-based database – generated by a
wizard and is data-ready
• It is often easier, faster and less frustrating to start
with a blank database and to create database
objects as needed
Creating Tables
• You can create tables using the table design
window or a table wizard
• A table is defined by its fields and attributes you
assign – the field name and data type
– Field name – a field attribute that uniquely
identifies each field in a table
– Data type – a field attribute that determines the
type of information a field can contain
Creating Tables
(cont’d)
• To create a table using the table design window:
– Display the Tables object list, then click the New
button
– In the New Table dialog box, double-click
Design View
– Specify field names and data types
– Assign a primary key
• Primary key – a field containing a value that
uniquely identifies each record in a table
Creating Tables
(cont’d)
• To create a table using the Table Wizard:
– Display the Tables object list, then double-click
Create table by using wizard
– Follow the prompts in each wizard screen
Lesson 14:
Working with Records
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
Modify datasheet layout
Add records
Edit records
Delete records
Sort records
Modifying Datasheet Layout
• When you modify datasheet layout, you
temporarily affect the way data is displayed; the
structure of the table does not change
• You can use column and record selectors to
modify datasheet layout
– Column selectors – the gray areas at the top of
a datasheet in which field names display
– Record selectors – the gray areas at the left
border of the datasheet in which the record
indicator displays for the current record
Modifying Datasheet Layout
(cont’d)
• To modify datasheet layout:
– Change column widths – drag the border between
column selectors or double-click a border between
column selectors
– Move columns – click a column selector, then drag
to a new location in the datasheet
– Hide columns – right-click a column selector, then
click Hide Columns
– Show columns – right-click a blank area of the
datasheet window, click Unhide Columns, then turn
the check box for the hidden column
Adding Records
• To add a new record:
– Click the New Record button in the navigation
buttons or in the toolbar
– Type data into each field, pressing ENTER to
move from field to field
Editing Records
• To edit a record:
– Double-click in a field, retype the entry, then
press ENTER
or
– Click once in a field and selectively edit
portions of the data
Deleting Records
• You can delete a single record or several at a time
• Deleting a record is a permanent action
• To delete a record:
– Click the record selector for the record
– Click the Delete button in the toolbar
– Confirm the deletion
Sorting Records
• You can sort records to display them in order by
the values in any field
• You can sort records by the values in a single field
or in multiple adjacent fields
• When you sort by multiple fields, the field furthest
to the left serves as the primary sort field; the next
field to the right is the secondary sort field, and so
on
• Sorting records does not change the physical
order of the records in the table
Lesson 15:
Working with Table Structure
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Modify table design
• Set field properties
Modifying Table Design
• You change the table design in table design view
• When you make changes in table structure, you
work with field selectors
– Field selectors – the gray areas to the left of the
Field Name column in the table design window
• To modify table design:
– Add a field – type the field data in the next
available row of the table design window or use
the Insert command to add a field at a specific
position in the table
Modifying Table Design
(cont’d)
• To modify table design (cont’d):
– Delete a field – right-click the field selector for the field
and click Delete Rows
– Move a field – click the field selector for the field and drag
it to a new position in the table design window
– Rename a field – select the field name in the table design
window, type a new name, then save the table
– Use Name AutoCorrect – a feature that ensures table field
references in all associated database objects are
automatically updated whenever you rename a field
Setting Field Properties
• Field properties – settings that determine how data
is stored, handled and displayed in tables, forms
and reports
• Two ways you can set field properties are:
– Limiting field size – controlling the maximum
number of characters that can be stored in a
Text field or controlling the range of values that
can be stored in a Number field
– Setting field formats – controlling format
features, such as case or decimal places
Lesson 16:
Locating Information
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Find records
• Understand comparison operators
• Use filters
Finding Records
• You can use the Find feature to locate records that
contain a specific value or text string in a
particular field
• You specify a Match value to control how Access
evaluates each record
• Searches begin from the current record down and
loop back to the beginning of the datasheet
Understanding Comparison
Operators
• Queries and filters use criteria to test records and
determine whether or not they should be displayed
• To define criteria, you can create expressions that
use comparison operators
– Criteria – conditions that records must meet to
pass through a filter or to be selected by a
query
– Comparison operator – a character, such as >
or =, used to compare two values or
expressions
Understanding Comparison
Operators (cont’d)
Operator
Meaning
Example
=
Equals
=“ENG312”
<>
Not equal to
<>”ENG312”
>
Greater than
>96
<
Less than
<96
>=
Greater than or equal to
>=65
<=
Less than or equal to
<=65
Between
Between two values (inclusive)
Between 85 and 95
In
In a set or list of values
In(“Smith”, “Summers”)
Is Null
Field is empty
Is null
Is Not Null
Field is not empty
Is not null
Using Filters
• Filter – a set of criteria that is applied to an open
table to isolate a subset of records
• You can create four types of filters:
– Filter by Selection – click a field containing the
value to be used as the criteria and only records
that match the value in the same field are
displayed
– Filter Excluding Selection – click a field
containing the value to be used as the criteria
and only records that do not match the value in
the same field are displayed
Using Filters
(cont’d)
– Filter by Form – enter filter criteria into the Filter
by Form window
– Filter for Input – right-click a field and type a
value or expression into the Filter For text box
on the shortcut menu to specify criteria
Lesson 17:
Using Select Queries
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
Create select queries
Apply filters to query result sets
Modify query design
Work with criteria
Creating Select Queries
• Result set – the collection of records selected and
displayed by a query
• The three basic steps for creating a query are:
– Specify the table or tables from which the query
will select data
– Define which table fields will be included in the
query
– Specify which fields to display or hide and in
what order the records in the result set will
display
Creating Select Queries
(cont’d)
• You can create select queries:
– From scratch in query design view
– By using the query wizard
• When you create a select query in query design view,
you work in the Select Query design window, which
displays:
– The table or tables you add to the query display
– The field list – a list of all the fields in an underlying
table or query
– The query design grid – the pane in which you add
fields to display in the query. You use the design
grid to specify criteria and to control the display of
the result set
Applying Filters to Query
Result Sets
• You can apply filters to query result sets the same
way you apply them to tables
• Applying a filter to a query result set displays a
subset of the result set
• You apply filters to query result sets in the query’s
open view, not in query design view
Modifying Query Design
• To modify query design, you can:
– Add fields – new fields are added to the right of
the existing columns in the design grid
– Delete fields – any data currently in the fields is
also removed
– Insert fields – you can insert fields at any
position in the design grid
– Move fields – you can move field columns by
dragging the column’s selector to a different
position
Modifying Query Design
(cont’d)
– Set field properties – each query field has a set
of properties stored in a Properties sheet
• Caption property – displays text other than
the field name in the field selector
• Format property – controls the display of
data in the result set
Working with Criteria
• Use criteria to limit the records displayed in the
result set
• You can specify one criterion or multiple criteria
• When you specify multiple criteria, you enter
criteria for two or more field columns
Working with Criteria
(cont’d)
• Use expressions and logical operators to set
criteria
– Expression – any combination of comparison
operators, values or field names that defines
the limiting conditions a record must meet
– Logical operators – “And” and “Or” determine
whether a query result set must satisfy all or
any of the multiple query criteria
Lesson 18:
Creating and Using Forms
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
•
•
•
Create forms using AutoForm
Create forms using the Form Wizard
Work with controls
Work with control properties
Work with form properties
Create forms using Design view
Add records using forms
Print forms
Creating Forms Using
AutoForm
• AutoForm – automatically creates a form that displays
all fields and records from a single table or query,
using a pre-defined layout
• AutoForm layout options:
– Columnar – displays each record’s data vertically;
each field of each record appears on a separate line
and only one record displays at a time
– Tabular – displays each record’s data horizontally;
each field appears in a column and several records
can display at once
– Datasheet – displays the records in Datasheet view
Creating Forms Using the
Form Wizard
• The Form Wizard presents a series of dialog boxes
that guide you step by step through the creation of
a new form
• You can specify:
– The table or query to use as a data source
– The fields to include on the form
– A pre-defined style
– To base the form on more than one table or
query
Working with Controls
• Control – a graphic object in a Form or Report
window
• The three kinds of controls used in a form are:
– Bound control – displays data from the form’s
underlying table or query; bound controls
update to reflect changes in the data source
– Unbound control – a control that is not tied to
fields in an underlying table or query, such as
labels, text boxes, option buttons, command
buttons and lines
– Calculated control – calculates values in a form,
such as totals or averages
Working with Controls
(cont’d)
• To delete a control:
– Select a control and press the DELETE key
• To add a control:
– Drag a field from the field list into the form design
window to add a bound control
– Click a control tool in the Toolbox and click and
drag in the form design window to add an unbound
control
• To move a control:
– Select the control, place the mouse pointer on any
control border (not on a sizing handle), and drag to
a new location
Working with Controls
(cont’d)
• To size a control:
– Select the control and then click and drag one
of its sizing handles
• To align controls:
– Select the controls to be aligned, then choose
an alignment command from the Format menu
• You can align an individual control, a group of
adjacent controls or a group of non-adjacent
controls
Working with Control
Properties
• Every control has a set of properties stored in a
Properties sheet that you can modify
• Different types of controls have different
properties. For example, label controls have a:
– Caption property – determines what text
displays in a label control
– Control Source property – determines which
table or query field is displayed in the control
Working with Form Properties
• Forms have their own distinct set of properties
that control the way they function and display
– Caption property – controls the text that
displays in the title bar of the form window
– Record Source property – determines which
table or query will be used as the underlying
source for the bound controls in the form
Creating Forms Using Design
View
• You can create a form from scratch in Design view
• To create a form using Design view:
– Start with an empty form
– Add controls
– Specify form properties
Adding Records Using Forms
To use a form to add a record:
• Display the form in Form view
• Click the New Record button in the navigation
buttons
• Type entries into each field, pressing ENTER to
move from field to field
Printing Forms
• You can print forms in:
– Form view
– Design view
– Datasheet view
• When you print forms, you can specify to print:
– The currently selected record
– All records
Lesson 19:
Creating and Using Reports
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
•
•
•
Create reports using AutoReport
Work with report sections
Work with controls
Work with control properties
Work with report properties
Create reports using Design view
Print reports
Creating Reports Using
AutoReport
• AutoReport – automatically creates a report that
displays all fields and records from a single table
or query
• AutoReport layout options:
– Columnar – displays each record’s data
vertically; each field of each record appears on
a single line
– Tabular – displays each record’s data
horizontally; each field appears in a column
Working with Report Sections
• In Design view, a report displays with several sections:
Section
Description
Report header
Contains the text that appears at the top of the first page
Page header
Contains the text that appears at the top of every page
Group header
Identifies each grouping of records in a report
Group footer
Displays numeric summaries for each group of records
Detail section
Contains the fields displayed for each record
Page footer
Contains the text that appears at the bottom of every page
Report footer
Contains the text that appears at the bottom of the last page
Working with Controls
• You can add, delete, select, move, size and align
controls within sections of a report
• You can group and sort records in the detail
section of a report
• To move a control:
– Select the control, place the mouse pointer on
any control border (not on a sizing handle), then
drag to a new location
• To size a control:
– Select the control, then click and drag one of its
sizing handles
Working with Controls
(cont’d)
• To group fields in a report:
– Display the report in Design view
– Click the Sorting and Grouping button
– Select the fields by which to group records
• To sort records in a report:
– Group the fields whose records you want to
sort
– Specify whether to sort the records in
ascending or descending order
Working with Control
Properties
• Every control has a set of properties stored in a
Properties sheet that you can modify
• Different types of controls have different
properties
– Label controls have a Caption property, which
determines what text displays in the control
– Bound text box controls have several format
properties that affect the data they display
Working with Report
Properties
• Reports have their own distinct set of properties that
control the manner in which they display and print
– Caption property – controls the text that displays in
the title bar of the Print Preview window
– Page Header and Page Footer properties –
determine whether or not page headers and footers
will print on all pages or only some pages
– Record Source property – specifies the table or
query used as the underlying source for the bound
controls in the report
Creating Reports Using Design
View
• You can create a report from scratch in Design
view
• To create a report using Design view:
– Start with an empty report
– Add controls
– Specify report properties
Printing Reports
• To see what a report will look like when printed,
you can view it in Print Preview or Layout Preview
• You can print reports in:
– Layout Preview
– Print Preview
– Design view
• You can use the Page card of the Page Setup
dialog box to change the page orientation
– Portrait – the page is taller than it is wide
– Landscape – the page is wider than it is tall
Lesson 20:
Enhancing Forms and Reports
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
•
•
•
•
Format with AutoFormat
Change the appearance of forms and reports
Use form sections
Add graphics
Formatting with AutoFormat
• AutoFormat – formats a form or report with a predefined format or layout
• AutoFormat applies the formatting to the entire
form or report
• You can make additional changes to the applied
format
Changing the Appearance of
Forms and Reports
• You can customize a form or report by applying
special effects and other formatting
• Special effects make a control appear to be:
– Flat
– Raised
– Sunken
– Shadowed
– Chiseled
– Etched
Changing the Appearance of
Forms and Reports (cont’d)
• You can also apply colors to forms and reports
• You can apply color to:
– Backgrounds
– Controls
– Text
Using Form Sections
• When you create a form using AutoForm or the
Form Wizard, the form header and form footer
sections are created, but remain closed and empty
• You can expand the form header and form footer
section and add controls, lines, graphics and
colors
Adding Graphics
• You can add graphics to forms and reports, including
lines and shapes, clip art, image files created in other
programs and Microsoft Excel charts or graphs
To draw a line or a rectangle:
– Click the Line tool or Rectangle tool in the Toolbox,
then click and drag in the Design window
To add a graphic image:
– Click the Image tool in the Toolbox, click and drag in
the Design window, navigate to the location of the
image, then double-click the file name