Introducing Microsoft Office XP
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Explore the programs that comprise
• Microsoft Office XP, or Office, is a collection of the most
popular Microsoft programs.
• These programs share many features and therefore, it's
easy to share information among them.
• The primary programs are:
– The Word word processing program.
– The Excel spreadsheet program.
– The PowerPoint presentation graphics program.
– The Access database program.
– The Outlook information management program.
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Use Excel to work with financial data
Excel organizes data into
a series of rows and
columns. You can
calculate totals and
create complex formulas.
You can also create
charts to view data in a
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Create a presentation to
organize and share data
The Office programs provide
you with many different ways
of organizing and sharing
bringing data to a broad
audience through the creation
of a presentation, as illustrated
in the figure to the right.
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Organize your schedule using Outlook
Outlook includes a calendar
that allows you to schedule
and track appointments and
create to-do lists.
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Explore the benefits of integrating
data between programs
• One of the main advantages of Office is integration, which
enables you to share information between programs.
• Integration ensures consistency and saves time because
you don't have to re-enter the same information in
documents created in different Office programs.
• For example:
– Merge records in an Access table with a Word document
– Embed an Excel chart into a PowerPoint slide presentation
– Copy tabbed material in a Word document to an Excel worksheet
so it can be calculated and analyzed
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Integrate Excel objects
into a Word document
This figure illustrates an Excel chart that has been integrated into a Word document.
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Integrate Access data
into a Word document
This Word document
contains merged data from
an Access database.
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Start programs and
switch between them
• To open a program, click the Start button on the taskbar
and then use the Programs menu.
• To open an Office program, you also can click the New
Office Document command or the Open Office Document
command on the Start menu.
• The New Office Document command will open the New
Office Document dialog box, which you can use to create a
new document in any of the Office applications.
• When you have two or more programs or files open, you
can switch from one program or file to another by clicking
the appropriate taskbar button.
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Start programs using the Start button
When you click the Start button, the Start menu appears.
When you point at the Programs
option, a menu of installed
applications will appear. Click the
program you want to run, and it
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The New Office Document dialog box
Each tab contains a variety of templates
that provide basic formatting for various
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A new blank Word document
If you double-clicked the
Blank Document icon that
was shown as being selected
in the previous figure, this is
what your new document
will look like when it opens
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Switch between open applications
Every open application has a button on the taskbar representing
that program. When the program is active, the button looks like it
is depressed. When it is inactive, the button is not depressed.
To switch from the active application to an inactive
application, click the button for the inactive program.
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Use personalized menus and toolbars
• In each Office program, you perform tasks using a
menu command, toolbar button, or keyboard
• A menu command is a word on a menu that you
click to execute a task.
• A toolbar is a collection of buttons that correspond
to commonly used menu commands.
• Keyboard shortcuts are combinations of keys you
press to perform a command.
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Menus and toolbar characteristics
• The menus and toolbars in each Office program
can change to “learn” your preferences.
• As you select menu commands and click toolbar
buttons, the ones you use often are put on the short
personal menu and on the visible part of the
• The ones you don't use are hidden, but remain
available through the double-arrow button on the
menu and the Toolbar Options button on the
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Short, personalized menus
The most frequently used menu commands display on the short version of the menu
when you click the menu name. You can view the full menu instantly by clicking the
double-arrow at the bottom of the menu, or leave the menu displayed for a few
seconds and then the full menu will display.
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An expanded, full menu
This figure shows the full
Insert menu that was
shown in short form in
the previous figure.
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The Toolbar Options list
As with menus, the toolbars display the most frequently used tools. You can
move tools not currently visible onto a toolbar using the Toolbar Options list.
Click on a tool button to move it to the toolbar. When you do, some
other button will be removed to make room for the new button.
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Save and close a file
• To keep a copy of your work for future use, you need to
save it by giving it a filename.
– A filename should be descriptive of the content of the file
– Each filename will automatically have a file extension added that
identifies the program in which the file was created
– You will use the Save As dialog box to choose a location to save
• Once you have saved your work, you can close the file by
clicking the Close command on the File menu or the Close
Window button on the menu bar.
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The Save As dialog box
You can save your document by filling in the information in this dialog box.
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Open an existing file
• Once you have opened a program you can create new files
or open existing ones.
• Files can easily be created or opened through the New
Task Pane. (The exact name on this pane will vary
depending upon the program in use.)
• When you open a previously created file, you transfer a
copy of the file from the storage disk to the computer's
memory and it displays on your screen.
• While a file is open, you can view, edit, print or resave it.
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The Open dialog box
Find the disk drive
and folder where
the file to open is
stored in the Look A list of files in the selected
in: box. folder appears in this window.
Specify the type of
file you are looking
for in this box.
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The New Document Task Pane
An example of the New Document Task Pane for the
Microsoft Word program is illustrated in this figure.
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Print a file
• There are two ways to print a file on which you are
1. Press the Print button on the Standard toolbar to
send your file to the printer using all the default
2. Select Print on the File menu, which will open the
Print dialog box so that you can adjust the printer
• This is the preferred method if you are unsure of your
settings or need to make adjustments.
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The Print dialog box
You can choose which printer
to use, what page range to
print, and how many copies
to print in this dialog box.
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• Office Help is like a huge encyclopedia stored on your
computer that contains information on how to use Office.
• To use Help, you can use the What's This? option within
the Help menu.
– When this option is selected, you can get a brief description of any
item on your screen by clicking your mouse pointer on it.
• If you want to know a button's name, you can move the
mouse pointer over it to view its ScreenTip, which is a
yellow box with the button's name.
• For more in-depth help, you can use the Office Assistant,
which is an interactive guide to finding information from
the Office Help system or the Ask a Question box located
on the menu bar.
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Use Office XP Help
• The Help window arranges Help options using
– The Contents tab presents help information in “book”
format. You can double-click on a book to see its
– The Answer Wizard allows you to enter a question to
find Help for that topic.
– The Index tab arranges Help information alphabetically
by keywords. You can search for a word or scroll
through the list looking for the desired work.
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The Office XP Help window
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The Ask a Question Help option
The Ask a Question box is usually in the top right portion of an Office XP
application window. When you enter a question, a list of topics relevant to
your question appear. Click on one to see additional information about it.
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Close files and exit programs
• You can exit most programs by clicking the Close button
in the upper-right corner of the title bar, or by selecting the
Exit command on the File menu.
• Either method will close both the file in which you are
working as well as the program.
– If you have made any edits to a file, a dialog box will appear
asking if you want to save your changes.
• Closing programs after you are done keeps your Windows
desktop uncluttered, frees up your system's resources, and
prevents data from accidentally being lost.
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