Word 1

Lesson 1: Getting Familiar with Microsoft Word 2007 for Windows
Microsoft Word is a word processing software package. You can use it to type letters, reports, and other documents.
This tutorial teaches Microsoft Word 2007 basics. Although this tutorial was created for the computer novice, because
Microsoft Word 2007 is so different from previous versions of Microsoft Word, even experienced users may find it
useful.
This lesson will introduce you to the Word window. You use this window to interact with Word. To begin this lesson,
open Microsoft Word 2007. The Microsoft Word window appears and your screen looks similar to the one shown
here.
Note: Your screen will probably not look exactly like the screen shown. In Word 2007, how a window displays
depends on the size of your window, the size of your monitor, and the resolution to which your monitor is set.
Resolution determines how much information your computer monitor can display. If you use a low resolution, less
information fits on your screen, but the size of your text and images are larger. If you use a high resolution, more
information fits on your screen, but the size of the text and images are smaller. Also, Word 2007, Windows Vista, and
Windows XP have settings that allow you to change the color and style of your windows.
The Microsoft Office Button

In the upper-left corner of the Word 2007 window is the Microsoft Office button. When you click the button, a menu
appears. You can use the menu to create a new file, open an existing file, save a file, and perform many other tasks.
The Quick Access Toolbar
Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar provides you with access to
commands you frequently use. By default Save, Undo, and Redo appear on the Quick Access toolbar. You can use
Save to save your file, Undo to rollback an action you have taken, and Redo to reapply an action you have rolled
back.
The Title Bar

Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the document on which you are
currently working. Word names the first new document you open Document1. As you open additional new
documents, Word names them sequentially. When you save your document, you assign the document a new name.
The Ribbon
You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the Ribbon to issue
commands. The Ribbon is located near the top of the screen, below the Quick Access toolbar. At the top of the
Ribbon are several tabs; clicking a tab displays several related command groups. Within each group are related
command buttons. You click buttons to issue commands or to access menus and dialog boxes. You may also find a
dialog box launcher in the bottom-right corner of a group. Clicking the dialog box launcher gives you access to
additional commands via a dialog box.
The Ruler
The ruler is found below the Ribbon.
You can use the ruler to change the format of your document quickly. If your ruler is not visible, follow the steps listed
here:
1. Click the View tab to choose it.
2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the Ribbon.
The Text Area

Just below the ruler is a large area called the text area. You type your document in the text area. The blinking vertical
line in the upper-left corner of the text area is the cursor. It marks the insertion point. As you type, your text displays
at the cursor location. The horizontal line next to the cursor marks the end of the document.
The Vertical and Horizontal and Vertical Scroll Bars

The vertical and horizontal scroll bars enable you to move up, down, and across your window simply by dragging the
icon located on the scroll bar. The vertical scroll bar is located along the right side of the screen. The horizontal scroll
bar is located just above the status bar. To move up and down your document, click and drag the vertical scroll bar
up and down. To move back and forth across your document, click and drag the horizontal scroll bar back and forth.
You won't see a horizontal scroll bar if the width of your document fits on your screen.
The Status Bar

The Status bar appears at the very bottom of your window and provides such information as the current page and the
number of words in your document. You can change what displays on the Status bar by right-clicking on the Status
bar and selecting the options you want from the Customize Status Bar menu. You click a menu item to select it. You
click it again to deselect it. A check mark next to an item means it is selected.
Understanding Document Views

In Word 2007, you can display your document in one of five views: Draft, Web Layout, Print Layout, Full Screen
Reading, or Online Layout.
Draft View
Draft view is the most frequently used view. You use Draft view to quickly edit your document.
Web Layout
Web Layout view enables you to see your document as it would appear in a browser such as Internet
Explorer.
Print Layout
The Print Layout view shows the document as it will look when it is printed.
Reading Layout
Reading Layout view formats your screen to make reading your document more comfortable.
Outline View
Outline view displays the document in outline form. You can display headings without the text. If you move a
heading, the accompanying text moves with it.
You should use Draft view for these lessons. Before moving ahead, make sure you are in Draft view:
1. Click the View tab.
2. Click Draft in the Document Views group. When the Draft option is selected it appears in a contrasting color.
Click
During the lessons that follow, you will be asked to "click" items and to choose tabs. When asked to click:
1. Point to the item.

2. Press your left mouse button once.
If you are asked to double-click an item:

2. Quickly press your left mouse button twice.
If you are asked to right-click:

2. Press your right mouse button.
If you are asked to choose a tab, click the tab.
Understanding Nonprinting Characters

Certain characters, called nonprinting caharacters, do not print and will not appear in your printed document but do
affect your document layout. You can elect to see these characters on the screen as you type or you can elect to
have them remain invisible. For these lessons, opt to see them onscreen. This table describes most of them:
Character Denotes
A tab
. A space
¶ The end of a paragraph
Hidden text
To view nonprinting characters:

1. Choose the Home tab.
2. Click the Show/Hide button in the Paragraph group . The Show/Hide button appears in a contrasting
color, when it is selected.
Create Sample Data and Select Text

If you type =rand() in your Word document and then press Enter, Word creates three paragraphs. You can use these
paragraphs to practice what you learn. Throughout these lessons, you will be asked to select text. The following
exercise teaches you how to create data and how to select data. You can select by using the arrow keys or by
clicking and dragging. When using the arrow keys, use the up arrow to move up, the down arrow to move down, the
left arrow to move left, and the right arrow to move right. When using the mouse, press the left mouse button and
then drag in the direction you want to move.
EXERCISE 1
Create Sample Data
1. Type =rand().
2. Press Enter. Three paragraphs appear in your document.
Select with the Shift and Arrow Keys
1. Place your cursor before the word "On" in the first paragraph.
2. Press and hold down the Shift key, which serves as an "anchor" showing where text you wish to select
begins or ends.
3. Press the right arrow key until the first line of text is highlighted.
4. Press the down arrow key until the first paragraph is highlighted.
5. Click anywhere outside the highlighted area to remove the highlighting.
Select with the Mouse
1. Place your cursor before the word "You" in the second paragraph.
2. Press and hold down the left mouse button.
3. Drag the mouse until you have highlighted the second paragraph.
4. Click anywhere outside the highlighted area to remove the highlighting.
Place the Cursor

During the lessons, you will often be asked to place the cursor at a specific location (the insertion point) on the
screen. You place the cursor by moving the cursor to the specified location and pressing the left mouse button or by
using the arrow keys to move to the specified location.
EXERCISE 2
The Arrow Keys
1. Use the down arrow key to move down your document.

2. Use the right arrow key to move to the right.
3. Use the up arrow key to move up.
4. Use the left arrow key to move to the left.
Cursor
1. Move around you document by using you mouse and clicking in a variety of location.
2. Click in a location and type. Note what happens.
Execute Commands with Keyboard Shortcuts

There are many methods you can use to accomplish tasks when using Word. Generally, you choose an option by
clicking the option on the Ribbon. However, you can also use shortcut keys. A key name followed by a plus and a
letter means to hold down the key while pressing the letter. For example, Ctrl+b means you should hold down the Ctrl
key while pressing "b." A shorthand notation of the above would read as follows:
Press Ctrl+b
Typists who are slowed down by using a mouse usually prefer using keys.
Start a New Paragraph

When you type in Microsoft Word, you do not need to press a key to move to a new line. To start a new paragraph,
press the Enter key.
Exit Word
You have completed Lesson One. Typically, you save your work before exiting.
EXERCISE 3
Close and Save—Windows Vista

1. Click the Microsoft Office button. A menu appears.
2. Click Exit Word, which you can find in the bottom-right corner.
3. You are prompted: "Do you want to save changes to Document1?" To save your changes, click Yes.
Otherwise, click No. If you click Yes, the Save As dialog box appears.
4. Move to the correct folder.

5. Name your file by typing Lesson One.doc in the File Name field.
6. Click Save. Word saves your file.
Close and Save—Windows XP

2. Click Exit Word, which is in the bottom-right corner.
3. You will be prompted: "Do you want to save changes to Document1?" To save your changes, click Yes.
Otherwise, click No. If you click Yes, the Save As dialog box appears.
4. Specify the correct folder in the Save In box.
5. Name your file by typing Lesson One.doc in the File Name field.
6. Click Save. Word saves your file.
Lesson 2: Microsoft Word 2007 Basic Features
Lesson 1 familiarized you with the the Microsoft Word window. You are now ready to learn how to create a Word
document. This lesson covers typing, using the Backspace key, using the Delete key, inserting text, bolding,
underlining, and italicizing. To begin, open Microsoft Word.
Type, Backspace, and Delete
In Microsoft Word, you create documents by typing them. For example, if you want to create a report, you open
Microsoft Word and then begin typing. You do not have to do anything when your text reaches the end of a line and
you want to move to a new line—Microsoft Word automatically moves your text to a new line. If you want to start a
new paragraph, press Enter. Microsoft word creates a blank line to indicate the start of a new paragraph. To
capitalize, hold down the Shift key while typing the letter you want to capitalize. If you make a mistake, you can
delete what you typed and then type your correction.
You can use the Backspace key to delete. Each time you press the Backspace key, Microsoft Word deletes the
character that precedes the insertion point. The insertion point is the point at which your mouse pointer is located.
You can also delete text by using the Delete key. First, you select the text you want to delete; then you press the
Delete key.
EXERCISE 1
Type and Backspace
1. Type the following sentence:

Joe has a very large house.
2. Delete the word "house." Using either the arrow keys or the mouse, place the cursor between the period and
the "e" in "house."
3. Press the Backspace key until the word "house" is deleted.
4. Type boat. The sentence should now read:
"Joe has a very large boat."
Delete
Delete the word "very" from the sentence you just typed.
1. Select the word "very." You can place the cursor before the "v" in the word "very," press and hold down the
Shift key, and then press the right arrow key until the word "very" is highlighted.
2. Press the Delete key. The sentence should now read:
"Joe has a large boat."
Insert and Overtype
While creating your document, you may find you need to insert text—place new text between existing text. Suppose,
you type the sentence, "Joe has a large boat." After typing it, you decide you want to change the sentence to "Joe
has a large blue boat." With Microsoft Word, inserting a word, phrase, or even several paragraphs is easy.
Alternatively, you may want to overtype text—replace old text with new text. For example, suppose you type the
sentence, "Joe has a large blue boat." After typing it, you decide you want to change the sentence to "Joe has a
large gray boat." With Microsoft Word, overtyping the word blue with the word gray is also easy. Before you attempt
to insert or overtype, you should check the mode you are in—Insert or Overtype. You right-click the Status bar and
then use the Customize Status Bar menu to place the Insert/Overtype button on the Status bar. You can then use the
Insert/Overtype button to switch between Insert and Overtype mode. When you are in Insert mode, you can insert
text. When you are in Overtype mode, you can overtype text. By default, Microsoft Word is in the Insert mode.
EXERCISE 2
Placing the Insert/Overtype button on the Status bar
1. Right-click the Status bar. The Customize Status Bar menu appears.
2. Click Overtype. The Insert/Overtype button appears on the Status bar.
3. If the word Insert appears on the Status bar, you are in Insert mode.
4. If the word Overtype appears on the Status bar, click the word Overtype and it will change to Insert, thereby
changing Word to Insert mode.
Insert
Make sure you are in Insert mode before proceeding. You are going to insert the word "blue" between the words
"large" and "boat."
1. Place the cursor after the space between the words "large" and "boat."
2. Type the word blue.
3. Press the spacebar to add a space.
4. The sentence should now read:
"Joe has a large blue boat."
Overtype
You can type over the current text (replace the current text with new text) in the Overtype mode. Do the following to
change to the Overtype mode.
 Click "Insert" on the Status bar. The word Insert changes to Overtype.
Change the word "blue" to "gray."
1. Place the cursor before the letter "b" in "blue."

2. Type the word gray.
3. The sentence should now read:
"Joe has a large gray boat."
Note: You can overtype text without changing to Overtype mode by selecting the text you want to overtype and then
typing.
Bold, Italicize, and Underline

When creating a document, you may need to emphasize particular words or phrases by bolding, underlining, or
italicizing. Also, certain grammatical constructs require that you bold, underline, or italicize. You can bold, underline,
and italicize when using Word. You also can combine these features—in other words, you can bold, underline, and
italicize a single piece of text.
When you need to perform a task in Microsoft Word, you can usually choose from several methods. The exercises
that follow show you how to bold, underline, or italicize using four different methods: using the launcher, the Ribbon,
the Mini-toolbar/context menu, and the keyboard.
EXERCISE 3
Type the following exactly as shown. Remember, pressing the Enter key starts a new paragraph. Press the Enter key
at the end of each of the following lines to start a new paragraph.
Launcher: Bold Italicize Underline these words. All three Regular
Ribbon: Bold Italicize Underline these words. All three Regular
Mini Toolbar: Bold Italicize Regular
Keys: Bold Italicize Underline these words. All three Regular
Your screen should look similar to the one shown here.
Bold with the Dialog Box Launcher

1. On the line that begins with Launcher, select the word "Bold." You can place the cursor before the letter "B"
in "Bold." Press the Shift key; then press the right arrow key until the entire word is highlighted.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.
4. Click Bold in the Font Style box.

Note: You can see the effect of your action in the Preview window. To remove the bold, click Regular.
5. Click OK to close the dialog box.
6. Click anywhere in the text area to remove the highlighting. You have bolded the word bold.
Alternate Method—Bold with the Ribbon
1. On the line that begins with "Ribbon," select the word "Bold." You can place the cursor before the letter "B"
in "Bold." Press the Shift key; then press the right arrow key until the entire word is highlighted.
3. Click the Bold button in the Font group. You have bolded the word bold.
Note: To remove the bold, you can select the text and then click the Bold button again.
4. Click anywhere in the text area to remove the highlighting.
Alternate Method - Bold with the Mini Toolbar
1. On the line that begins with "Mini Toolbar," select the word "Bold." You can place the cursor before the
letter "B" in "Bold."Press the Shift key; then press the right arrow key until the entire word is highlighted.
2. Right-click. The Mini toolbar appears.
3. Click the Bold button . You have bolded the word bold.
Alternate Method—Bold with Keys
1. On the line that begins with "Keys," select the word "Bold." You can place the cursor before the letter "B" in
"Bold." Press the Shift key; then press the right arrow key until the entire word is highlighted.
2. Press Ctrl+b (hold down the Ctrl key while pressing b).
Note: To remove the Bold, press Ctrl+b again. You can also remove formatting by pressing Ctrl+spacebar.
Italicize with the Dialog Box Launcher
1. On the line that begins with Launcher, select the word "Italicize." You can place the cursor before the letter
"I" in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted.
4. Click Italic in the Font Style box.
Note: You can see the effect of your selection in the Preview window. To remove the italics, click Regular in
the Font Style box.
5. Click OK to close the Font dialog box.
6. Click anywhere in the text area to remove the highlighting. You have italicized the word Italicize.
Alternate Method—Italicize with the Ribbon
1. On the line that begins with "Ribbon," select the word "Italicize." You can place the cursor before the letter
"I" in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted.
3. Click the Italic button on the Ribbon. You have italicized the word Italicize.
Note: To remove the italics, select the text and click the Italicize button again.
Alternate Method—Italicize with the Mini Toolbar
1. On the line that begins with "Mini Toolbar," select the word "Italicize." You can place the cursor before the
letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted.
2. Right-click. The Mini toolbar appears.
3. Click the Italic button . You have italicized the word Italicize.
Alternate Method—Italicize with Keys
1. On the line that begins with "Keys," select the word "Italicize." You can place the cursor before the letter "I"
in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted.
2. Press Ctrl+i (hold down the Ctrl key while pressing i).
Note: To remove italics, press Ctrl+i again. You can also remove formatting by pressing Ctrl+spacebar.
3. Click anywhere in the text area to remove the highlighting.You have italicized the word Italicize.
Underline with the Dialog Box Launcher
You can underline when using Word. Word provides you with many types of underlines from which to choose.The
following are some of the underlines that are available if you use the dialog box launcher:
The following illustrates underlining with the dialog box launcher:
1. On the line that begins with "Launcher," select the words "Underline these words."
4. In the Underline Style box, click the down arrow to open the pull-down menu.
5. Click the type of underline you wish to use.
Note: To remove an underline, you select None from the pull-down menu.
6. Click OK to close the dialog box. The underline you selected appears under the words.
Alternate Method—Underline with the Ribbon
1. On the line that begins with "Ribbon," select the words "Underline these words."
3. Click the Underline button in the Font group . Alternatively, you can press the down arrow next to the
underline button and click to choose the type of underline you want.
Note: To remove the underlining, click the Underline button again.
Alternate Method—Underline with Keys
1. On the line that begins with "Keys," select the words "Underline these words."
2. Press Ctrl+u (hold down the Ctrl key while pressing u).
Note: To remove the underlining, press Ctrl+u again.
All Three with the Dialog Box Launcher
1. On the line that begins with "Launcher," select the words "All three."
4. In the Font Style box, click Bold Italic.
Note: You can see the effect of your selection in the preview window. To turn off the Bold Italic, click
Regular.
5. In the Underline box, click to open the pull-down menu. Click the type of underline you want to use.
Note: To remove an underline, select None from the pull-down menu.
6. Click OK to close the dialog box.
Alternate Method—All Three with the Ribbon
1. On the line that begins with "Ribbon," select the words "All three."
3. Click the Bold button in the Font group.
4. Click the Italic button in the Font group.
5. Click the Underline button in the Font group.
Alternate Method—All Three with Keys
1. On the line that begins with "Keys," select the words "All three."
2. Press Ctrl+b (bold).
3. Press Ctrl+i (italicize).
4. Press Ctrl+u (underline).
Note: You can remove formatting by highlighting the text and pressing Ctrl+spacebar.
Save a File and Close Word

You must save your documents if you wish to recall them later. You can use the Save option on the Microsoft Office
menu, to save a document. You can also save a document by typing Ctrl+s. The first time you save a document, the
Save As dialog box appears. Use the Save As dialog box to locate the folder in which you want to save your
document and to give your document a name. After you have saved your document at least once, you can save any
changes you make to your document simply by clicking the Save after you click the Microsoft Office button.
The following exercise shows you how to save the file you just created and close Word. You will name your file
Lesson Two.
EXERCISE 4
Save a File—Windows Vista:

2. Click Save. The Save As dialog box appears, if you are saving your document for the first time.
3. Use the Address bar to locate the folder in which you want to save your file.
4. Name your file by typing Lesson Two.docx in the File Name box.
5. Click Save.
7. Click Exit Word, which is located in the bottom-right corner of the window. Word closes.
Save a File—Windows XP

2. Click Save. The Save As dialog box appears if you are saving your document for the first time.
3. Specify the correct folder in the Save In box.
4. Name your document by typing Lesson Two in the File Name box.
5. Click Save.
7. Click Exit Word, which is located in the bottom-right corner of the window. Word closes.
Every time you save your document, you overwrite the previous version of your document. For example, you create a
document and save it. Later you delete several passages from the document and then save your changes. The
passages from the first draft of the document no longer exist. If you want to save both the original draft of your
document and the revised document, you must save the second draft of the document using a different name. To
save the document using a different name, click the Microsoft Office button. A menu appears. Click Save As. The
Save As dialog box appears. Use the File Name box to give your document a new name.
Lesson 3: More Basic Features
The features in Word 2007 can make your work easier, make your documents more attractive, and/or enable you to
work more efficiently. This Microsoft Word lesson teaches you how to open a file, cut, copy, paste, use AutoText, use
spell check, use Find and Replace, and change fonts. All of these features either make your work easier or make
your document more attractive.
Open a File
When you do not have time to complete your work or when you finish your work, you can save and close your file.
After saving a file, you can later open it to revise or finish it. You learned how to save a file in Lesson 2. In the
exercise that follows, you learn how to open the file you saved.
EXERCISE 1
Open a File with Windows Vista
If you are using Windows Vista:
1. Open Word 2007.

3. Click Open. The Open dialog box appears.
4. Locate the folder in which you saved the file. The file is named Lesson Two.docx.
5. Click Lesson Two.docx.
6. Click Open. The file you created during the previous lesson appears.
Open a File with Windows XP
If you are using Windows XP:
1. Open Word 2007.

4. Use the Look In field to move to the folder in which you saved the file. The file is named Lesson Two.docx.
Alternate Method—Opening a File with Keys
1. Open Word 2007.

2. Press Ctrl+o.
3. Locate the folder in which you saved your file. The file is named Lesson Two.docx
Cut and Paste

You can use Word's Cut feature to remove information from a document. The you can use the Paste feature to place
the information you cut anywhere in the same or another document. In other words, you can move information from
one place in a document to another place in the same or different document by using the Cut and Paste features. The
Office Clipboard is a storage area. When you cut, Word stores the data you cut on the Clipboard. You can paste the
information that is stored on the Clipboard as often as you like.
EXERCISE 2
Cut with the Ribbon

1. Type the following:
I want to move. I am content where I am.
2. Select "I want to move. "
4. Click the Cut button in the Clipboard group. Word cuts the text you selected and places it on the
Clipboard. Your text should now read:
"I am content where I am."
Paste with the Ribbon
1. Place the cursor after the period in the sentence "I am content where I am."
2. Press the spacebar to leave a space.
4. Click the Paste button in the Clipboard group. Word pastes the text on the Clipboard. Your text should
now read:
"I am content where I am. I want to move."
Alternate Method—Cut with a Context Menu

2. Select "I want to move. "
3. Right-click. The Mini toolbar and a context menu appear.
4. Click Cut on the menu. Your text should now read:
Alternate Method—Paste with a Context Menu
1. Place the cursor after the period in the sentence

3. Right-click. A Mini toolbar and a context menu appear.
4. Click Paste. Your text should now read:
Alternate Method—Cut with Keys

2. Select "I want to move."
3. Press Ctrl+x.
4. Your text should now read:
" I am content where I am."
Alternate Method—Paste with Keys
1. Place the cursor after the period in the sentence: "I am content where I am."
3. Press Ctrl+v.
Copy and Paste

In Microsoft Word, you can copy information from one area of a document and place the information you copied
anywhere in the same or another document. In other words, after you type information into a document, if you want to
place the same information somewhere else, you do not have to retype the information. You simple copy it and then
paste it in the new location. As with cut data, Word stores copied data on the Clipboard.
EXERCISE 3
Copy with the Ribbon

You will want to copy me. One of me is all you need.
2. Select "You will want to copy me."
4. Click the Copy button in the Clipboard group. Word copies the data you selected to the Clipboard.
Paste with the Ribbon
1. Place the cursor after the period in the sentence: "One of me is all you need."
4. Click the Paste button in the Clipboard group. Word places the data you copied at the insertion point.
Your text should now read: "You will want to copy me. One of me is all you need. You will want to copy me."
Alternate Method—Copy with a Context Menu

2. Select "You will want to copy me."
3. Right-click. A Mini toolbar and a context menu appear.
4. Click Copy. Word places the data you copied at the insertion point. Your text should now read: "You will
want to copy me. One of me is all you need. You will want to copy me."
Alternate Method—Paste with a Context Menu

1. Place the cursor after the period in the sentence: "One of me is all you need."
3. Right-click. A context menu appears.
4. Click Paste. Word pastes the information on the Clipboard into the document.
Alternate Method—Copy with Keys

2. Select "You will want to copy me. "
3. Press Ctrl+c. Word copies the information you selected to the Clipboard.
Alternate Method—Paste with Keys
1. Place the cursor after the period in the sentence "One of me is all you need."
3. Press Ctrl+v.
"You will want to copy me. One of me is all you need. You will want to copy me."
Use the Clipboard

As you cut or copy, Word can store the information you have cut or copied on the Clipboard in a hierarchy. Then each
time you cut or copy, the data you just cut or copied moves to the top of the Clipboard hierarchy and the data
previously at the top moves down one level. When you choose Paste, the item at the top of the hierarchy is the item
Word pastes into your document. The Clipboard can store up to 24 items. You can paste any item on the Clipboard
into your document by placing your cursor at the insertion point, displaying the Clipboard pane, and then clicking the
item.
The Clipboard pane includes an Options button. You can click the Options button to set the Clipboard options
described in the following table.
Option Description
Show Office Clipboard Automatically Shows the Clipboard automatically when you
copy items.
Show Office Clipboard When Ctrl+c Shows the Clipboard when you press Ctrl+c
Pressed Twice twice.
Collect Without Showing Office Copies to the Clipboard without displaying the
Clipboard Clipboard pane.
Show Office Clipboard Icon on Displays the Clipboard icon on your system
Taskbar taskbar.
Show Status Near Taskbar When Displays the number of items copied on the
Copying taskbar when copying.
EXERCISE 4
Use the Clipboard
1. Place the cursor at the point at which you want to insert your text.
3. Click the Clipboard dialog box launcher to open the Clipboard.
4. Click the item on the clipboard you want to insert into your document. Word pastes the Clipboard item into
your document at the insertion point.
Create AutoText
Cut and Copy both store information on the Clipboard. Information you store on the Clipboard is eventually lost. If you
want to store information permanently for reuse, use AutoText. AutoText permanently stores information for future
use.
EXERCISE 5
Create AutoText

AutoText information is stored permanently.
2. Select "AutoText information is stored permanently."
3. Choose the Insert tab.
4. Click Quick Parts in the Text group. A menu appears.
5. Click Save Selection to Quick Part Gallery. The Create New Building Block dialog box appears.
6. Microsoft Word suggests a name. Change the name by typing AT in the Name field.
7. Click OK. The dialog box closes.
9. Place the cursor between the period in the sentence you just typed and the paragraph marker (¶).
10. Press the spacebar to leave a blank space.
11. Type AT.
12. Press F3. Your text should now read:
"AutoText information is stored permanently. AutoText information is stored permanently."
Note: Whenever you need the text, simply type the name (AT) and then press F3.
Use Spell Check
Word checks your spelling and grammar as you type. Spelling errors display with a red wavy line under the word.
Grammar errors display with a green wavy line under the error. In Word 2007, you can use the Review tab's Spelling
& Grammar button to initiate a spell and grammar check of your document.
EXERCISE 6
Use Spell Check
1. Type the following exactly as shown. Include all errors.

Open thr door for Mayrala. She is a teacher from the town of Ridgemont.
2. Select: "Open thr door for Mayrala. She is a teacher from the town of Ridgemont."
3. Choose the Review tab.
4. Click the Spelling & Grammar button. The Spelling and Grammar dialog box appears.
6. "The" is misspelled, so it is highlighted on the screen and noted in the Not in Dictionary box. Word suggests
correct spellings. These suggestions are found in the Suggestions box.
7. Click "the" in the Suggestions box.
8. Click Change.
Note: If the word is misspelled in several places, click Change All to correct all misspellings.
9. The name "Mayrala" is not in the dictionary, but it is correct. Click Ignore Once to leave "Mayrala" in the
document with its current spelling.
Note: If a word appears in several places in the document, click Ignore All so you are not prompted to
correct the spelling for each occurrence.
10. "Ridgemont" is not found in the dictionary. If you frequently use a word not found in the dictionary, you might
want to add that word to the dictionary by clicking the Add to Dictionary button. Word will then recognize the
word the next time it appears. Click Add to Dictionary.
11. The following should appear on your screen: "Word finished checking the selection. Do you want to continue
checking the remainder of the document?"
12. Click No. If you wanted Word to spell-check the entire document, you would have clicked Yes.
Note: You can also press F7 to initiate a spelling and grammar check. If you don't have anything selected, Word
checks the entire document.
Find and Replace

If you need to find a particular word or phrase in your document, you can use the Find command. This command is
especially useful when you are working with large files. If you want to search the entire document, simply execute the
Find command. If you want to limit your search to a selected area, select that area and then execute the Find
command.
After you find the word or phrase you are searching for, you can replace it with new text by executing the Replace
command.
EXERCISE 7
Use Find with the Ribbon

Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High
School.
2. Select: "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High
School."
4. Click Find in the Editing group. A menu appears.
5. Click the Find option on the menu. The Find and Replace dialog box appears.
6. Type east in the Find What field.
7. Click Find Next.
Note that the "East" in Easton is highlighted.
8. Click Find Next again.
Note that "east" is highlighted.
9. Click Find Next again.
Note that the "East" in Eastern is highlighted.
10. Click Find Next. The following message should appear: "Word has finished searching the selection. Do you
want to search the remainder of the document?"
11. Click No.
12. Click Cancel.
Alternate Method—Find with Keys
1. Select: "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High
School."
2. Press Ctrl+f.
3. Follow steps 6 through 12 in the preceding section.
Use Replace with the Ribbon
1. Select "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High
School."
3. Click Replace in the Editing group. The Find and Replace dialog box appears.
4. Type east in the Find What box.

5. Type west in the Replace With box.
6. Click Find Next. The East in Easton is highlighted.
7. Click Replace. Word replaces the "East" in "Easton" with "West" and then highlights the word "east."
8. Click Replace. Word replaces the word "east" with "west" and then highlights the word "Eastern."
9. Click Close. Do not replace the "East" in "Eastern" with "West."
10. Your text should now read,
"Monica is from Weston. She lives on the west side of town. Her daughter attends Eastern High School."
Alternate Method—Replace with Keys
1. Select "Monica is from Easton. She lives on the west side of town. Her daughter attends Western High
School."
2. Press Ctrl+h.
3. Follow steps 4 through 11 in the preceding section.
Change the Font Size

A font is a set of characters (text) represented in a single typeface. Each character within a font is created by using
the same basic style. In Microsoft Word, you can change the size of your font. The following exercise illustrates
changing the font size.
EXERCISE 8

I can be any size you want me to be.
2. Select "I can be any size you want me to be."
4. In the Font group, click the down arrow next to the Font Size box. A menu of font sizes appears.
5. Move your cursor over the menu of font sizes. As you do, Word 2007 provides a live preview of the effect of
applying each font size.
6. Click 36 to select it as your font size.
Note: If you know the font size you want, you can type it in the Font Size field.
Alternate Method—Change the Font Size with Grow Font and Shrink Font
You can also change the size of your font by clicking the Grow Font and Shrink Font buttons. Selecting text and then
clicking the Grow Font button makes your font larger. Selecting text and then clicking the Shrink Font button makes
your font smaller.
Grow Shrink
2. Select "Grow"
4. Click the Grow Font button several times. You font becomes larger.
5. Select Shrink.
6. Click the Shrink Font button several times. Your font becomes smaller.
Change the Font

In Microsoft Word, you can change the font (the "family" of type you use for your text). This feature is illustrated in the
following exercise:
EXERCISE 9
Change the Font with the Ribbon

Changing fonts
2. Select "Changing fonts."
4. Click the down arrow next to the Font field. A menu of fonts appears.
5. Move the cursor over the list of fonts. Word 2007 provides a live preview of what the font will look like if you
select it.
6. Click the font name to select the font you want.
Alternate Method—Change the Font with the Mini Toolbar
1. Select "Changing fonts."

2. Right-click. The Mini toolbar and a menu appears.
3. Move to the Mini toolbar.
4. Click the down arrow next to the Font field. A menu of fonts appears.
5. Click the name of the font you want.
Save Your File
This is the end of Lesson 3. You can save your file and close Word. See Lesson 2 to learn how to save and close.
Lesson 4: Formatting Paragraphs and Working with Styles
When you type information into Microsoft Word, each time you press the Enter key Word creates a new paragraph.
You can format paragraphs. For example, you can indent the first line of a paragraph, you can set the amount of
space that separates paragraphs, and you can align a paragraph left, right, center, or flush with both margins. Styles
are a set of formats you can quickly apply to a paragraph. For example, by applying a style, you can set the font, set
the font size, and align a paragraph all at once. In this lesson, you will learn about the various formats you can apply
to a paragraph and about styles.
When you are formatting a paragraph, you do not need to select the entire paragraph. Placing the cursor anywhere in
the paragraph enables you to format it. After you format a paragraph, pressing the Enter key creates a new
paragraph in the same format.
Open a Blank Document

To begin a new Word project, you start by opening a new document. To begin this lesson, open a blank document in
Microsoft Word.
EXERCISE 1
Open a Blank Document
1. Open Word 2007.

3. Click New. The New Document dialog box appears.
4. Click Blank Document.
5. Click Create. A new blank document opens.
Add Sample Text

This lesson uses sample text provided by Microsoft for training and demonstration purposes. You can type the text;
however, there is a quicker way. You can use the rand function.
Functions are used to obtain information. You tell the function what you want and the function returns that information
to you. By default, in Word, when you type the rand function, Word returns three paragraphs. When working with
functions, you use arguments to be specific about what you want the function to return. There are two arguments you
can use with the rand function. The first one tells Word how many paragraphs you want, and the second one tells
Word how many sentences you want in a paragraph. You place arguments between the parentheses and you
separate them with a comma. For example, if you type =rand() and then press Enter, word returns three paragraphs.
To tell Word you want two paragraphs with three sentences in each paragraph, you type =rand(2,3).
EXERCISE 2
Add Sample Text
1. Type =rand().
2. Press the Enter key. The following text appears:
On the Insert tab, the galleries include items that are designed to
coordinate with the overall look of your document. You can use these
galleries to insert tables, headers, footers, lists, cover pages, and other
document building blocks. When you create pictures, charts, or
diagrams, they also coordinate with your current document look. ¶
You can easily change the formatting of selected text in the document
text by choosing a look for the selected text from the Quick Styles
gallery on the Home tab. You can also format text directly by using the
other controls on the Home tab. Most controls offer a choice of using
the look from the current theme or using a format that you specify
directly. ¶
To change the overall look of your document, choose new Theme

elements on the Page Layout tab. To change the looks available in the
Quick Style gallery, use the Change Current Quick Style Set command.
Both the Themes gallery and the Quick Styles gallery provide reset
commands so that you can always restore the look of your document to
the original contained in your current template. ¶
Add Space Before or After Paragraphs

When creating a document, space is often used to clearly identify where each paragraph begins and ends. By
default, Word may place slightly more space between paragraphs than it does between lines in a paragraph. You can
increase or decrease the amount of space that appears before and after paragraphs by entering amounts in the
Before and After fields in the Paragraph section of the Page Layout tab. Use the up arrows next to the Before and
After fields to increase the amount of space before or after each paragraph; use the down arrows to decrease the
amount of space before or after each paragraph. The following illustrates:
EXERCISE 3
Add Space Before or After Paragraphs

1. Place your cursor anywhere in the second paragraph of the sample text you created in Exercise 2.
2. Choose the Page Layout tab. The default spacing appears in the Spacing Before field.
3. Click the up arrow next to the Spacing Before field to increase the space before the paragraph.
4. Click the up arrow next to the Spacing After field to increase the amount of space after the paragraph.
Note: You can click the down arrows next to the Spacing Before and the Spacing After fields to decrease the amount
of space before or after a paragraph. You can also type the amount of space you want to use directly into the fields.
Space is measured in points. There are 72 points to an inch.
Change Line Spacing

Line spacing sets the amount of space between lines within a paragraph. The spacing for each line is set to
accommodate the largest font on that line. If the lines include smaller fonts, there will appear to be extra space
between lines where the smaller fonts are located. At 1.5, the line spacing is set to one-and-a-half times the single-
space amount. At 2.0, the line spacing is set to two times the single-space amount (double space).
EXERCISE 4
Change Line Spacing

1. Place your cursor anywhere in the first paragraph of the sample text you created in Exercise 2.
3. Click the Line Spacing button in the Paragraph group. A menu of options appears.
4. Click 2.0 to double-space the first paragraph.
Create a First-Line Indent

Some people and organizations delineate the start of a new paragraph by indenting the first line. If you want to indent
the first line of your paragraphs, you can use the Paragraph dialog box to set the amount by which you want to
indent. In the Special Field of the Paragraph dialog box, you tell Word you want to indent the first line by choosing
First Line from the menu options. In the By field, you tell Word the amount, in inches by which you want to indent.
EXAMPLE: First-line Indent
document building blocks. When you create pictures, charts, or diagrams,
they also coordinate with your current document look.
EXERCISE 5
Create a First-line Indent

1. Place your cursor anywhere within the first paragraph of the sample text you created in Exercise 2.
3. In the Paragraphs group, click the launcher. The Paragraph dialog box appears.
4. Choose the Indents and Spacing tab.

5. Click to open the drop-down menu on the Special field.
6. Click First Line.
7. Enter 0.5" in the By field.
8. Click OK. The first line of your paragraph is now indented half an inch.
Special Note: To remove the first line indent:
1. Place the cursor anywhere in the paragraph.

3. In the Paragraphs group, click the launcher. The Paragraph dialog box opens.
5. Click the down arrow next to the Special field and then click None.
6. Click OK.
Indent Paragraphs
Indentation allows you to indent your paragraph from the left and/or right margin. You may find this necessary when
you are quoting a large block of text. The following exercise shows you how to indent a paragraph 1 inch from each
side.
EXAMPLE: Indentation
On the Insert tab, the galleries include items that are designed to coordinate
with the overall look of your document. You can use these galleries to insert
tables, headers, footers, lists, cover pages, and other document building
blocks. When you create pictures, charts, or diagrams, they also coordinate
with your current document look.
You can easily change the formatting of selected text in

the document text by choosing a look for the selected text
from the Quick Styles gallery on the Home tab. You can
also format text directly by using the other controls on the
Home tab. Most controls offer a choice of using the look
from the current theme or using a format that you specify
directly.
EXERCISE 6
Indent Paragraphs
1. Place your cursor anywhere in the second paragraph of the sample text you created in Exercise 2.
2. Choose the Page Layout tab.
3. Type 1" in the Indent Left field or use the up or down arrows to set the field value to 1".
4. Type 1" in the Indent Right field or use the up or down arrows to set the field value to 1". Your paragraph is
now indented one inch from both the left and right margins, as in the example.
Align Paragraphs
Microsoft Word gives you a choice of several types of alignments. Left-aligned text is flush with the left margin of your
document and is the default setting. Right-aligned text is flush with the right margin of your document, centered text is
centered between the left and right margins, and Justified text is flush with both the left and right margins.
EXAMPLE: Left-Aligned
Sample Paragraph
diagrams, they also coordinate with your current document look.
EXAMPLE: Right-aligned
Sample Paragraph
EXAMPLE: Centered
Sample Paragraph
EXAMPLE: Justified
Sample Paragraph
The following exercises demonstrate how to justify text.
EXERCISE 7
Create the Paragraphs
1. Type Sample Paragraph.

2. Press Enter.
3. Type =rand(1) to create a paragraph.
4. Press Enter.
Right-align
1. Select the paragraphs you created.
3. Click the Align-right button in the Paragraph group. Word right-aligns your paragraphs.
Left-align

3. Click the Align-left button in the Paragraph group. Word left-aligns your paragraph.
Center
1. Selected the paragraphs you created.

3. Click the Center button in the Paragraph group. Word centers your paragraph.
Justify

3. Click the Justify button in the Paragraph group. Word justifies your paragraph.
Alternate Method—Right-Justify with Keys

2. Press Ctrl+r. The paragraph is now right-aligned.
Alternate Method—Left-Justify with Keys

2. Press Ctrl+l. The paragraph is now left-aligned.
Alternate Method—Center with Keys

2. Press Ctrl+e. The paragraph is now centered.
Alternate Method—Justify with Keys

2. Press Ctrl+j. The paragraph is now justified.
Create a Hanging Indent

The hanging indent feature indents each line except the first line by the amount specified in the By field, as shown in
the example.
EXAMPLE:Hanging Indent
The hanging indent feature indents the first

Hanging Indent: line of the paragraph from the margin by the
amount specified in the Left field. The amount
in the Left field plus the amount specified in
the By field indent all subsequent lines.
EXERCISE 8
Create a Hanging Indent

Hanging Indent: The hanging indent feature indents the first line by the amount specified in the Left field.
Subsequent lines are indented by the amount specified in the Left field plus the amount specified in the By
field.
2. Select the paragraph you just typed.
4. Click the launcher in the Paragraph group. The Paragraph dialog box appears.
6. In the Special field, click to open the pull-down menu.
7. Click Hanging.
8. In the By box, type 2".
9. Click OK.
10. Place the cursor after the colon following "Hanging Indent."
11. Press the Tab key. Notice that the indentation changes.
Choose a Style Set

When working with Word, you can use styles to quickly format your documents. A style is a set of formats consisting
of such things as fonts, font colors, font sizes, and paragraph formats. Word 2007 supplies you with predesigned
style sets that contain styles for titles, subtitles, quotes, headings, lists and more. The sections that follow all show
you how to work with styles. The exercises are based on a file you must download. Right click here to download the
file. Click Save Target As from the menu that appears, and save the linked file to a directory on your computer.
The file will download as a zip file. A zip file is a file that is compressed. Compressed files are smaller and easier to
download. To open the file:
1. Open the folder you downloaded the file to.

2. Right-click on the file name.
3. Click Extract All on the menu that appears. The Extract Compressed (Zipped) Folders dialog box appears.
4. Enter the folder you want to put the file in or except to suggested location.
5. Click Extract. Windows Explorer extracts the file.
6. You can use Microsoft Word to open the file.
EXERCISE 9
Choose a Style Set

2. Click Change Styles in the Styles group. A menu appears.
3. Click Style Set. A menu appears. You can choose from any of the styles listed on the menu.
4. Click Simple. Word 2007 reformats all of the paragraphs into the Simple style by applying the Normal format
to each paragraph.
Apply a Style
You can see of all the styles available to you in the style set by clicking the launcher in the Styles group and opening
the Styles pane. You can leave the Styles pane open and available for use by docking it. To dock the Styles pane,
click the top of the pane and drag it to the left or right edge of the Word window.
You do not need to select an entire paragraph to apply a style. If the cursor is anywhere in the paragraph, when you
click on the style, Word formats the entire paragraph.
EXERCISE 10
Apply the Title Style

2. Click the launcher in the Styles Group. The Styles pane appears. You can drag it to the side of the Word
window to dock it. To close the Styles pane, click the Close button in the upper right corner of the pane .
3. Click anywhere in the paragraph "Single-Parent Family—Career Help."
4. Click Title in the Styles pane. Word 2007 applies the Title style to the paragraph.
Headings and subheadings mark major topics within your document. With Word 2007, you can easily format the
headings and subheadings in your document.
Apply Headings
1. Click anywhere in the paragraph "The Nature of Single Parenthood."

2. In the Style box, click Heading 1. Word reformats the paragraph.
3. Repeat steps 1 and 2 in the following paragraphs:
 Types of Single Parents

 Career Development Needs of Single Parents
 Career Development Programs
Apply Subheadings
1. Click anywhere in the paragraph "Displaced Homemakers"

2. In the Style box, click Heading 2. Word reformats the paragraph.
3. Repeat steps 1 and 2 for the following paragraphs:
 Displaced Homemakers
 Adolescent Mothers
 Single Fathers
 High School Dropout Prevention
 Established Education Sites
Alternate Method -- Apply Styles with the Ribbon
You can also choose styles by selecting the option you want from the Styles group on the Ribbon. First you must
place your cursor in the paragraph to which you want to apply the style. Then you click the More button in the Styles
group to see all of the styles in the currently selected set. As you roll your cursor over each of the styles listed, Word
2007 provides you with a live preview of how the style will appear when applied.
1. Select the paragraphs "Emotional Support" through "Parenthood Education" (they are probably on page
two).
2. Click the More button in the Styles group.
3. Locate and click the List Paragraph style. Word applies the List Paragraph style to the paragraphs you
selected.
Change Style Sets

Once you have applied styles, changing to another style set is easy. You simply open the Style Set gallery. As you
move your cursor down the menu, Word 2007 provides you with a live preview of the effect of applying the style set.
To choose a style set, you click it.
EXERCISE 11
Change Style Sets
1. Click Change Styles in the Styles group. A menu appears.

2. Click Style Set. A menu appears. As you move your cursor down the menu Word 2007 provides you with a
live preview of the effect of applying the Style set to your document.
3. Click Formal. Word 2007 reformats all of the paragraphs into the Formal style applying the appropriate
format to each paragraph.
This is the end of Lesson 3. You can save you file and close Word. See Lesson 2 to learn how to save and close.
Lesson 5: Adding Bullets and Numbers, Undoing and Redoing, Setting

Page Layouts and Printing Documents
If you have lists of data, you may want to bullet or number them. When using Microsoft Word, bulleting and
numbering are easy. The first part of this lesson teaches you to bullet and number.
After you have completed your document, you may want to share it with others. One way to share your document is
to print and distribute it. However, before you print you may want to add page numbers and tell Word such things as
the page orientation, the paper size, and the margin setting you want to use. In this lesson you will learn how to
layout and how to print your documents.
Add Bullets and Numbers

In Microsoft Word, you can easily create bulleted or numbered lists of items. Several bulleting and numbering styles
are available, as shown in the examples. You can select the one you wish to use.
EXAMPLES: Numbering
EXAMPLES: Bulleting
EXERCISE 1
Bullets
1. Type the following list as shown:
Apple
Orange
Grape
Mango
Cherry
2. Select the words you just typed.
4. In the Paragraph group, click the down arrow next to the Bullets button . The Bullet Library appears.
5. Click to select the type of bullet you want to use. Word adds bullets to your list.
Note: As you move your cursor over the various bullet styles, Word displays the bullet style onscreen.
To remove the bulleting:
1. Select the list again.

3. In the Paragraph group, click the down arrow next to the Bullets icon. The Bullet dialog box appears.
4. Click None. Word removes the bullets from your list.
Numbers
1. Type the following list as shown:
Apple
Orange
Grape
Mango
Cherry
2. Select the words you just typed.
4. In the Paragraph group, click the down arrow next to the Numbering button . The Numbering Library
appears.
5. Click to select the type of numbering you want to use. Word numbers your list.
Note: As you move your cursor over the various number styles, Word displays the number style onscreen.
To remove the numbering:
1. Select the list again.

3. In the Paragraph group, click the down arrow next yo the Numbering icon. The Number dialog box appears.
4. Click None. Word removes the numbering from your list.
Undo and Redo

You can quickly reverse most commands you execute by using Undo. If you then change your mind again, and want
to reapply a command, you can use Redo.
EXERCISE 2
Undo and Redo
1. Type Undo example.

2. Click the Undo button on the Quick Access menu. The typing disappears.
3. Click the Redo button on the Quick Access menu. The typing reappears.
4. Select "Undo example."
5. Press Ctrl+b to bold. Word bolds the text.
6. Press Ctrl+i. Word italicizes the text.
7. Press Ctrl+u Word underlines the text.
8. Click the down arrow next to the Undo icon. You will see the actions you performed listed. To undo the
underline, click Underline; to undo the underline and italic, click Underline Italic; to undo the underline, italic,
and bold click Bold etc.
9. To redo, click the Redo icon several times.
Alternate Method -- Undo & Redo by Using Keys
1. Type Undo example.

2. Press Ctrl+z. The typing disappears.
3. Press Ctrl+y. The typing reappears.
4. Select "Undo example."
5. Press Ctrl+u to underline.
6. Press Ctrl+z. The underline is removed.
7. Press Ctrl+y. The underline reappears.
Set the Orientation

Before you print your document, you may want to change the orientation of your pages. There are two orientations
you can use: portrait and landscape. Paper, such as paper sized 8 1/2 by 11, is longer on one edge than it is on the
other. If you print in Portrait, the shortest edge of the paper becomes the top of the page. Portrait is the default option.
If you print Landscape, the longest edge of the paper becomes the top of the page.
Portrait
Landscape
The exercises that follow use a file named SamplePrint.docx. Right click here to download the file. Click Save Target
As from the menu that appears, and save the linked file to a directory on your computer. The file will download as a
zip file. A zip file is a file that is compressed. Compressed files are smaller and easier to download. To open the file:
1. Open the folder you downloaded the file to.

2. Right-click on the file name.
3. Click Extract All on the menu that appears. The Extract Compressed (Zipped) Folders dialog box appears.
4. Enter the folder you want to put the file in or except to suggested location.
5. Click Extract. Windows Explorer extracts the file.
6. You can use Microsoft Word to open the file.
EXERCISE 3
Set the Orientation

2. Click Orientation in the Page Setup group. A menu appears.
3. Click Portrait. Word sets your page orientation to Portrait.
Set the Page Size

Paper comes in a variety of sizes. Most business correspondence uses 8 1/2 by 11 paper which is the default page
size in Word. If you are not using 8 1/2 by 11 paper, you can use the Size option in the Page Setup group of the Page
Layout tab to change the Size setting.
EXERCISE 4
Set the Page Size

2. Click Size in the Page Setup group. A menu appears.
3. Click Letter 8.5 x 11in. Word sets your page size.
Set the Margins

Margins define the amount of white space that appears at the top, bottom, left, and right edges of your document.
The Margin option in the Page Setup group of the Page Layout tab provides several standard margin sizes from
which you can choose.
EXERCISE 5
Set the Margins

2. Click Margins in the Page Setup group. A menu appears.
3. Click Moderate. Word sets your margins to the Moderate settings.
Add Page Numbers

Page numbers help you keep your document organized and enable readers to find information quickly. You can add
page numbers to the top, bottom, or margins of your pages, and you can choose where the numbers appear. For
example, numbers can appear at the top of the page, on the left, right, or center of the page. Word also offers several
number styles from which you can choose.
EXERCISE 6
Add Page Numbers

2. Click the Page Number button in the Header & Footer group. A menu appears.
3. Click Bottom of Page.
4. Click the right-side option.
Insert Page Breaks

As you learned in Lesson 1, you can display your document in any of five views: Draft, Web Layout, Print Layout, Full
Screen Reading, or Online Layout. In Print Layout view you see your document as it will appear when you print it.
You can clearly see where each page ends and a new page begins.
As you review your document, you may find that you want to change the point at which a new page begins. You do
this by inserting a page break. For example, if a page heading appears on one page and the first paragraph under
the heading appears on the next page, you may want to inser a page break before the heading to keep the heading
and the first paragraph together.
EXERCISE 7
Change to Print View

1. Choose the View tab.
2. Click Print Layout in the Document Views group. Your document changes to the Print Layout view.
Insert Page Breaks
1. Place your cursor before the D in "Displaced Homemakers"

3. Click Page Break. Word places a page break in your document.
To delete a page break, you select the page break and then press the Delete key.
Preview and Print Documents

When you have your margins, tabs, and so on the way you want them, you are ready to print. In Word, You can
preview your document before you print. In the Preview mode, you can review each page, view multiple pages at the
same time, zoom in on a page, and access the Size, Orientation, and Margin options.
If you press the Zoom button while you are in Preview mode, the Zoom dialog box appears. In the Zoom dialog box
you can set the sizes of the pages that display as well as the number of pages that display.
When you are ready to print, you use the Print dialog box. In the Print Range area, choose All to print every page of
your document, choose Current Page to print the page you are currently on, or choose Pages to enter the specific
pages you want to print. Type the pages you want to print in the Pages field. Separate individual pages with commas
(1,3, 13); specify a range by using a dash (4-9).
EXERCISE 8
Print Preview
2. Highlight the Print option. The Preview and Print the Document menu appears.
3. Click Print Preview. The Preview window appears, with your document in the window.
4. Click One Page to view one page at a time. Click Two Pages to view two pages at a time.
5. To view your document in normal size, click 100%.
6. Click the Zoom Button. The Zoom dialog box appears.
7. Select an option and then click OK. Perform this task for each option and note the results.
Note: As you review your document, if you see changes you would like to make to the layout, use the Margin,
Orientation, or Page Size options to make the changes. If you want to make other types of changes to your
document, click the Close Print Preview button, to return to your document. Once you are satisfied with your
document, you are ready to print.
Print
1. Click the Print button. The Print dialog box appears.

2. Click the down arrow next to the Name field and select the printer to which you want to print.
3. Choose All as the page range.
4. Click OK. Word prints your document.
You have completed Lesson 5. You can save your document and close Word.
Lesson 1: Entering Text and Numbers
The Microsoft Excel Window

Microsoft Excel is an electronic spreadsheet. You can use it to organize your data into rows and columns. You can
also use it to perform mathematical calculations quickly. This tutorial teaches Microsoft Excel basics. Although
knowledge of how to navigate in a Windows environment is helpful, this tutorial was created for the computer novice.
This lesson will introduce you to the Excel window. You use the window to interact with Excel. To begin this lesson,
start Microsoft Excel 2007. The Microsoft Excel window appears and your screen looks similar to the one shown
here.
Note: Your screen will probably not look exactly like the screen shown. In Excel 2007, how a window displays
depends on the size of your window, the size of your monitor, and the resolution to which your monitor is set.
information fits on your screen, but the size of the text and images are smaller. Also, settings in Excel 2007, Windows
Vista, and Windows XP allow you to change the color and style of your windows.
In the upper-left corner of the Excel 2007 window is the Microsoft Office button. When you click the button, a menu
Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar gives you with access to
commands you frequently use. By default, Save, Undo, and Redo appear on the Quick Access toolbar. You can use
Save to save your file, Undo to roll back an action you have taken, and Redo to reapply an action you have rolled
back.
The Title Bar

Next to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel displays the name of the workbook
you are currently using. At the top of the Excel window, you should see "Microsoft Excel - Book1" or a similar name.
The Ribbon
You use commands to tell Microsoft Excel what to do. In Microsoft Excel 2007, you use the Ribbon to issue
commands. The Ribbon is located near the top of the Excel window, below the Quick Access toolbar. At the top of the
Ribbon are several tabs; clicking a tab displays several related command groups. Within each group are related
command buttons. You click buttons to issue commands or to access menus and dialog boxes. You may also find a
dialog box launcher in the bottom-right corner of a group. When you click the dialog box launcher, a dialog box makes
additional commands available.
Worksheets
Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The columns are lettered A to Z
and then continuing with AA, AB, AC and so on; the rows are numbered 1 to 1,048,576. The number of columns and
rows you can have in a worksheet is limited by your computer memory and your system resources.
The combination of a column coordinate and a row coordinate make up a cell address. For example, the cell located
in the upper-left corner of the worksheet is cell A1, meaning column A, row 1. Cell E10 is located under column E on
row 10. You enter your data into the cells on the worksheet.
The Formula Bar
Formula Bar
If the Formula bar is turned on, the cell address of the cell you are in displays in the Name box which is located on
the left side of the Formula bar. Cell entries display on the right side of the Formula bar. If you do not see the Formula
bar in your window, perform the following steps:

2. Click Formula Bar in the Show/Hide group. The Formula bar appears.
Note: The current cell address displays on the left side of the Formula bar.
The Status Bar
The Status bar appears at the very bottom of the Excel window and provides such information as the sum, average,
minimum, and maximum value of selected numbers. You can change what displays on the Status bar by right-clicking
on the Status bar and selecting the options you want from the Customize Status Bar menu. You click a menu item to
select it. You click it again to deselect it. A check mark next to an item means the item is selected.
Move Around a Worksheet

By using the arrow keys, you can move around your worksheet. You can use the down arrow key to move downward
one cell at a time. You can use the up arrow key to move upward one cell at a time. You can use the Tab key to
move across the page to the right, one cell at a time. You can hold down the Shift key and then press the Tab key to
move to the left, one cell at a time. You can use the right and left arrow keys to move right or left one cell at a time.
The Page Up and Page Down keys move up and down one page at a time. If you hold down the Ctrl key and then
press the Home key, you move to the beginning of the worksheet.
EXERCISE 1
Move Around the Worksheet
The Down Arrow Key
 Press the down arrow key several times. Note that the cursor moves downward one cell at a time.
The Up Arrow Key
 Press the up arrow key several times. Note that the cursor moves upward one cell at a time.
The Tab Key
1. Move to cell A1.

2. Press the Tab key several times. Note that the cursor moves to the right one cell at a time.
The Shift+Tab Keys
 Hold down the Shift key and then press Tab. Note that the cursor moves to the left one cell at a time.
The Right and Left Arrow Keys
1. Press the right arrow key several times. Note that the cursor moves to the right.
2. Press the left arrow key several times. Note that the cursor moves to the left.
Page Up and Page Down
1. Press the Page Down key. Note that the cursor moves down one page.
2. Press the Page Up key. Note that the cursor moves up one page.
The Ctrl-Home Key
1. Move the cursor to column J.

2. Stay in column J and move the cursor to row 20.
3. Hold down the Ctrl key while you press the Home key. Excel moves to cell A1.
Go To Cells Quickly
The following are shortcuts for moving quickly from one cell in a worksheet to a cell in a different part of the
worksheet.
EXERCISE 2
Go to -- F5
The F5 function key is the "Go To" key. If you press the F5 key, you are prompted for the cell to which you wish to go.
Enter the cell address, and the cursor jumps to that cell.
1. Press F5. The Go To dialog box opens.

2. Type J3 in the Reference field.
3. Press Enter. Excel moves to cell J3.
Go to -- Ctrl+G
You can also use Ctrl+G to go to a specific cell.
1. Hold down the Ctrl key while you press "g" (Ctrl+g). The Go To dialog box opens.
2. Type C4 in the Reference field.
3. Press Enter. Excel moves to cell C4.
The Name Box
You can also use the Name box to go to a specific cell. Just type the cell you want to go to in the Name box and then
press Enter.
1. Type B10 in the Name box.

2. Press Enter. Excel moves to cell B10.
Select Cells
If you wish to perform a function on a group of cells, you must first select those cells by highlighting them. The
exercises that follow teach you how to select.
EXERCISE 3
Select Cells
To select cells A1 to E1:
1. Go to cell A1.
2. Press the F8 key. This anchors the cursor.
3. Note that "Extend Selection" appears on the Status bar in the lower-left corner of the window. You are in the
Extend mode.
4. Click in cell E7. Excel highlights cells A1 to E7.
5. Press Esc and click anywhere on the worksheet to clear the highlighting.
Alternative Method: Select Cells by Dragging
You can also select an area by holding down the left mouse button and dragging the mouse over the area. In
addition, you can select noncontiguous areas of the worksheet by doing the following:
1. Go to cell A1.
2. Hold down the Ctrl key. You won't release it until step 9. Holding down the Ctrl key enables you to select
noncontiguous areas of the worksheet.
3. Press the left mouse button.
4. While holding down the left mouse button, use the mouse to move from cell A1 to C5.
5. Continue to hold down the Ctrl key, but release the left mouse button.
6. Using the mouse, place the cursor in cell D7.
7. Press the left mouse button.
8. While holding down the left mouse button, move to cell F10. Release the left mouse button.
9. Release the Ctrl key. Cells A1 to C5 and cells D7 to F10 are selected.
10. Press Esc and click anywhere on the worksheet to remove the highlighting.
Enter Data
In this section, you will learn how to enter data into your worksheet. First, place the cursor in the cell in which you
want to start entering data. Type some data, and then press Enter. If you need to delete, press the Backspace key to
delete one character at a time.
EXERCISE 4
Enter Data
1. Place the cursor in cell A1.
2. Type John Jordan. Do not press Enter at this time.
Delete Data
The Backspace key erases one character at a time.
1. Press the Backspace key until Jordan is erased.

2. Press Enter. The name "John" appears in cell A1.
Edit a Cell
After you enter data into a cell, you can edit the data by pressing F2 while you are in the cell you wish to edit.
EXERCISE 5
Edit a Cell
Change "John" to "Jones."
1. Move to cell A1.

2. Press F2.
3. Use the Backspace key to delete the "n" and the "h."
4. Type nes.
5. Press Enter.
Alternate Method: Editing a Cell by Using the Formula Bar
You can also edit the cell by using the Formula bar. You change "Jones" to "Joker" in the following exercise.
1. Move the cursor to cell A1.

2. Click in the formula area of the Formula bar.
3. Use the backspace key to erase the "s," "e," and "n."
4. Type ker.
5. Press Enter.
Alternate Method: Edit a Cell by Double-Clicking in the Cell
You can change "Joker" to "Johnson" as follows:
1. Move to cell A1.

2. Double-click in cell A1.
3. Press the End key. Your cursor is now at the end of your text.
3. Use the Backspace key to erase "r," "e," and "k."
4. Type hnson.
5. Press Enter.
Change a Cell Entry
Typing in a cell replaces the old cell entry with the new information you type.
1. Move the cursor to cell A1.

2. Type Cathy.
3. Press Enter. The name "Cathy" replaces "Johnson."
Wrap Text
When you type text that is too long to fit in the cell, the text overlaps the next cell. If you do not want it to overlap the
next cell, you can wrap the text.
EXERCISE 6
Wrap Text
1. Move to cell A2.

2. Type Text too long to fit.
3. Press Enter.
4. Return to cell A2.

6. Click the Wrap Text button . Excel wraps the text in the cell.
Delete a Cell Entry

To delete an entry in a cell or a group of cells, you place the cursor in the cell or select the group of cells and press
Delete.
EXERCISE 7
Delete a Cell Entry
1. Select cells A1 to A2.

2. Press the Delete key.
Save a File
This is the end of Lesson1. To save your file:
1. Click the Office button. A menu appears.

2. Click Save. The Save As dialog box appears.
3. Go to the directory in which you want to save your file.
4. Type Lesson1 in the File Name field.
5. Click Save. Excel saves your file.
Close Excel
Close Microsoft Excel.

2. Click Close. Excel closes.
Previous Page Table of Contents Next Page
Lesson 2: Entering Excel Formulas and Formatting Data
Lesson 1 familiarized you with the Excel 2007 window, taught you how to move around the window, and how to enter
data. A major strength of Excel is that you can perform mathematical calculations and format your data. In this
lesson, you learn how to perform basic mathematical calculations and how to format text and numerical data. To start
this lesson, open Excel.
Set the Enter Key Direction

In Microsoft Excel, you can specify the direction the cursor moves when you press the Enter key. In the exercises that
follow, the cursor must move down one cell when you press Enter. You can use the Direction box in the Excel
Options pane to set the cursor to move up, down, left, right, or not at all. Perform the steps that follow to set the
cursor to move down when you press the Enter key.
2. Click Excel Options in the lower-right corner. The Excel Options pane appears.
3. Click Advanced.
4. If the check box next to After Pressing Enter Move Selection is not checked, click the box to check it.
5. If Down does not appear in the Direction box, click the down arrow next to the Direction box and then click
Down.
6. Click OK. Excel sets the Enter direction to down.
Perform Mathematical Calculations

In Microsoft Excel, you can enter numbers and mathematical formulas into cells. Whether you enter a number or a
formula, you can reference the cell when you perform mathematical calculations such as addition, subtraction,
multiplication, or division. When entering a mathematical formula, precede the formula with an equal sign. Use the
following to indicate the type of calculation you wish to perform:
+ Addition
- Subtraction
* Multiplication
/ Division
^ Exponential
In the following exercises, you practice some of the methods you can use to move around a worksheet and you learn
how to perform mathematical calculations. Refer to Lesson 1 to learn more about moving around a worksheet.
EXERCISE 1
Addition
1. Type Add in cell A1.
2. Press Enter. Excel moves down one cell.
3. Type 1 in cell A2.
5. Type 1 in cell A3.
7. Type =A2+A3 in cell A4.
8. Click the check mark on the Formula bar. Excel adds cell A1 to cell A2 and displays the result in cell A4. The
formula displays on the Formula bar.
Note: Clicking the check mark on the Formula bar is similar to pressing Enter. Excel records your entry but does not
move to the next cell.
Subtraction
1. Press F5. The Go To dialog box appears.

2. Type B1 in the Reference field.
3. Press Enter. Excel moves to cell B1.
4. Type Subtract.
6. Type 6 in cell B2.
10. Type =B2-B3 in cell B4.
11. Click the check mark on the Formula bar. Excel subtracts cell B3 from cell B2 and the result displays in cell
B4. The formula displays on the Formula bar.
Multiplication
1. Hold down the Ctrl key while you press "g" (Ctrl+g). The Go To dialog box appears.
2. Type C1 in the Reference field.
3. Press Enter. Excel moves to cell C1
4. Type Multiply.
6. Type 2 in cell C2.
10. Type =C2*C3 in cell C4.
11. Click the check mark on the Formula bar. Excel multiplies C1 by cell C2 and displays the result in cell C3.
The formula displays on the Formula bar.
Division
1. Press F5.
2. Type D1 in the Reference field.
3. Press Enter. Excel moves to cell D1.
4. Type Divide.
6. Type 6 in cell D2.
8. Type 3 in cell D3.
10. Type =D2/D3 in cell D4.
11. Click the check mark on the Formula bar. Excel divides cell D2 by cell D3 and displays the result in cell D4.
The formula displays on the Formula bar.
When creating formulas, you can reference cells and include numbers. All of the following formulas are valid:
=A2/B2
=A1+12-B3
=A2*B2+12
=24+53
AutoSum
You can use the AutoSum button on the Home tab to automatically add a column or row of numbers. When you
press the AutoSum button , Excel selects the numbers it thinks you want to add. If you then click the check mark
on the Formula bar or press the Enter key, Excel adds the numbers. If Excel's guess as to which numbers you want
to add is wrong, you can select the cells you want.
EXERCISE 2
AutoSum
The following illustrates AutoSum:
1. Go to cell F1.
2. Type 3.
4. Type 3.
6. Type 3.
7. Press Enter. Excel moves down one cell to cell F4.
9. Click the AutoSum button in the Editing group. Excel selects cells F1 through F3 and enters a formula in
cell F4.
10. Press Enter. Excel adds cells F1 through F3 and displays the result in cell F4.
Perform Automatic Calculations

By default, Microsoft Excel recalculates the worksheet as you change cell entries. This makes it easy for you to
correct mistakes and analyze a variety of scenarios.
EXERCISE 3
Automatic Calculation
Make the changes described below and note how Microsoft Excel automatically recalculates.
1. Move to cell A2.
2. Type 2.
3. Press the right arrow key. Excel changes the result in cell A4. Excel adds cell A2 to cell A3 and the new
result appears in cell A4.
4. Move to cell B2.
5. Type 8.
6. Press the right arrow key. Excel subtracts cell B3 from cell B3 and the new result appears in cell B4.
7. Move to cell C2.
8. Type 4.
9. Press the right arrow key. Excel multiplies cell C2 by cell C3 and the new result appears in cell C4.
10. Move to cell D2.
11. Type 12.
12. Press the Enter key. Excel divides cell D2 by cell D3 and the new result appears in cell D4.
Align Cell Entries

When you type text into a cell, by default your entry aligns with the left side of the cell. When you type numbers into a
cell, by default your entry aligns with the right side of the cell. You can change the cell alignment. You can center, left-
align, or right-align any cell entry. Look at cells A1 to D1. Note that they are aligned with the left side of the cell.
EXERCISE 4
Center
To center cells A1 to D1:
1. Select cells A1 to D1.

3. Click the Center button in the Alignment group. Excel centers each cell's content.
Left-Align
To left-align cells A1 to D1:

1. Select cells A1 to D1.
3. Click the Align Text Left button in the Alignment group. Excel left-aligns each cell's content.
Right-Align
To right-align cells A1 to D1:
1. Select cells A1 to D1. Click in cell A1.

3. Click the Align Text Right button. Excel right-aligns the cell's content.
4. Click anywhere on your worksheet to clear the highlighting.
Note: You can also change the alignment of cells with numbers in them by using the alignment buttons.
Perform Advanced Mathematical Calculations

When you perform mathematical calculations in Excel, be careful of precedence. Calculations are performed from left
to right, with multiplication and division performed before addition and subtraction.
EXERCISE 5
Advanced Calculations
1. Move to cell A7.

2. Type =3+3+12/2*4.
3. Press Enter.
Note: Microsoft Excel divides 12 by 2, multiplies the answer by 4, adds 3, and then adds another 3. The answer, 30,
displays in cell A7.
To change the order of calculation, use parentheses. Microsoft Excel calculates the information in parentheses first.
1. Double-click in cell A7.

2. Edit the cell to read =(3+3+12)/2*4.
3. Press Enter.
Note: Microsoft Excel adds 3 plus 3 plus 12, divides the answer by 2, and then multiplies the result by 4. The answer,
36, displays in cell A7.
Copy, Cut, Paste, and Cell Addressing

In Excel, you can copy data from one area of a worksheet and place the data you copied anywhere in the same or
another worksheet. In other words, after you type information into a worksheet, if you want to place the same
information somewhere else, you do not have to retype the information. You simple copy it and then paste it in the
new location.
You can use Excel's Cut feature to remove information from a worksheet. Then you can use the Paste feature to
place the information you cut anywhere in the same or another worksheet. In other words, you can move information
from one place in a worksheet to another place in the same or different worksheet by using the Cut and Paste
features.
Microsoft Excel records cell addresses in formulas in three different ways, called absolute, relative, and mixed. The
way a formula is recorded is important when you copy it. With relative cell addressing, when you copy a formula from
one area of the worksheet to another, Excel records the position of the cell relative to the cell that originally contained
the formula. With absolute cell addressing, when you copy a formula from one area of the worksheet to another,
Excel references the same cells, no matter where you copy the formula. You can use mixed cell addressing to keep
the row constant while the column changes, or vice versa. The following exercises demonstrate.
EXERCISE 6
Copy, Cut, Paste, and Cell Addressing
1. Move to cell A9.

2. Type 1. Press Enter. Excel moves down one cell.
5. Move to cell B9.
In addition to typing a formula as you did in Lesson 1, you can also enter formulas by using Point mode. When you
are in Point mode, you can enter a formula either by clicking on a cell or by using the arrow keys.
1. Move to cell A12.

2. Type =.
3. Use the up arrow key to move to cell A9.
4. Type +.
6. Type +.
8. Click the check mark on the Formula bar. Look at the Formula bar. Note that the formula you entered is
displayed there.
Copy with the Ribbon
To copy the formula you just entered, follow these steps:
1. You should be in cell A12.

3. Click the Copy button in the Clipboard group. Excel copies the formula in cell A12.
4. Press the right arrow key once to move to cell B12.
5. Click the Paste button in the Clipboard group. Excel pastes the formula in cell A12 into cell B12.
6. Press the Esc key to exit the Copy mode.
Compare the formula in cell A12 with the formula in cell B12 (while in the respective cell, look at the Formula bar).
The formulas are the same except that the formula in cell A12 sums the entries in column A and the formula in cell
B12 sums the entries in column B. The formula was copied in a relative fashion.
Before proceeding with the next part of the exercise, you must copy the information in cells A7 to B9 to cells C7 to
D9. This time you will copy by using the Mini toolbar.
Copy with the Mini Toolbar

1. Select cells A9 to B11. Move to cell A9. Press the Shift key. While holding down the Shift key, press the
down arrow key twice. Press the right arrow key once. Excel highlights A9 to B11.
2. Right-click. A context menu and a Mini toolbar appear.
3. Click Copy, which is located on the context menu. Excel copies the information in cells A9 to B11.
4. Move to cell C9.

6. Click Paste. Excel copies the contents of cells A9 to B11 to cells C9 to C11.
7. Press Esc to exit Copy mode.
Absolute Cell Addressing

You make a cell address an absolute cell address by placing a dollar sign in front of the row and column identifiers.
You can do this automatically by using the F4 key. To illustrate:
1. Move to cell C12.

2. Type =.
3. Click cell C9.
4. Press F4. Dollar signs appear before the C and the 9.
5. Type +.
6. Click cell C10.
8. Type +.
9. Click cell C11.
11. Click the check mark on the formula bar. Excel records the formula in cell C12.
Copy and Paste with Keyboard Shortcuts
Keyboard shortcuts are key combinations that enable you to perform tasks by using the keyboard. Generally, you
press and hold down a key while pressing a letter. For example, Ctrl+c means you should press and hold down the
Ctrl key while pressing "c." This tutorial notates key combinations as follows:
Press Ctrl+c.
Now copy the formula from C12 to D12. This time, copy by using keyboard shortcuts.
1. Move to cell C12.

2. Hold down the Ctrl key while you press "c" (Ctrl+c). Excel copies the contents of cell C12.
3. Press the right arrow once. Excel moves to D12.
4. Hold down the Ctrl key while you press "v" (Ctrl+v). Excel pastes the contents of cell C12 into cell D12.
5. Press Esc to exit the Copy mode.
Compare the formula in cell C12 with the formula in cell D12 (while in the respective cell, look at the Formula bar).
The formulas are exactly the same. Excel copied the formula from cell C12 to cell D12. Excel copied the formula in an
absolute fashion. Both formulas sum column C.
Mixed Cell Addressing
You use mixed cell addressing to reference a cell when you want to copy part of it absolute and part relative. For
example, the row can be absolute and the column relative. You can use the F4 key to create a mixed cell reference.
1. Move to cell E1.

2. Type =.
3. Press the up arrow key once.
4. Press F4.
5. Press F4 again. Note that the column is relative and the row is absolute.
6. Press F4 again. Note that the column is absolute and the row is relative.
7. Press Esc.
Cut and Paste
You can move data from one area of a worksheet to another.
1. Select cells D9 to D12

3. Click the Cut button.
4. Move to cell G1.
5. Click the Paste button . Excel moves the contents of cells D9 to D12 to cells G1 to G4.
The keyboard shortcut for Cut is Ctrl+x. The steps for cutting and pasting with a keyboard shortcut are:
1. Select the cells you want to cut and paste.

2. Press Ctrl+x.
3. Move to the upper-left corner of the block of cells into which you want to paste.
4. Press Ctrl+v. Excel cuts and pastes the cells you selected.
Insert and Delete Columns and Rows

You can insert and delete columns and rows. When you delete a column, you delete everything in the column from
the top of the worksheet to the bottom of the worksheet. When you delete a row, you delete the entire row from left to
right. Inserting a column or row inserts a completely new column or row.
EXERCISE 7
Insert and Delete Columns and Rows
To delete columns F and G:

1. Click the column F indicator and drag to column G.
2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Columns. Excel deletes the columns you selected.
4. Click anywhere on the worksheet to remove your selection.
To delete rows 7 through 12:

1. Click the row 7 indicator and drag to row 12.
2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Rows. Excel deletes the rows you selected.
To insert a column:
1. Click on A to select column A.

2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Columns. Excel inserts a new column.
To insert rows:
1. Click on 1 and then drag down to 2 to select rows 1 and 2.

2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Rows. Excel inserts two new rows.
Your worksheet should look like the one shown here.
Create Borders
You can use borders to make entries in your Excel worksheet stand out. You can choose from several types of
borders. When you press the down arrow next to the Border button , a menu appears. By making the proper
selection from the menu, you can place a border on the top, bottom, left, or right side of the selected cells; on all
sides; or around the outside border. You can have a thick outside border or a border with a single-line top and a
double-line bottom. Accountants usually place a single underline above a final number and a double underline below.
The following illustrates:
EXERCISE 8
Create Borders
1. Select cells B6 to E6.
3. Click the down arrow next to the Borders button . A menu appears.
4. Click Top and Double Bottom Border. Excel adds the border you chose to the selected cells.
Merge and Center

Sometimes, particularly when you give a title to a section of your worksheet, you will want to center a piece of text
over several columns or rows. The following example shows you how.
EXERCISE 9
Merge and Center
1. Go to cell B2.
2. Type Sample Worksheet.
3. Click the check mark on the Formula bar.
6. Click the Merge and Center button in the Alignment group. Excel merges cells B2, C2, D2, and E2 and
then centers the content.
Note: To unmerge cells:
1. Select the cell you want to unmerge.

3. Click the down arrow next to the Merge and Center button. A menu appears.
4. Click Unmerge Cells. Excel unmerges the cells.
Add Background Color

To make a section of your worksheet stand out, you can add background color to a cell or group of cells.
EXERCISE 10
Add Background Color

3. Click the down arrow next to the Fill Color button .
4. Click the color dark blue. Excel places a dark blue background in the cells you selected.
Change the Font, Font Size, and Font Color

A font is a set of characters represented in a single typeface. Each character within a font is created by using the
same basic style. Excel provides many different fonts from which you can choose. The size of a font is measured in
points. There are 72 points to an inch. The number of points assigned to a font is based on the distance from the top
to the bottom of its longest character. You can change the Font, Font Size, and Font Color of the data you enter into
Excel.
EXERCISE 11
Change the Font

3. Click the down arrow next to the Font box. A list of fonts appears. As you scroll down the list of fonts, Excel
provides a preview of the font in the cell you selected.
4. Find and click Times New Roman in the Font box. Note: If Times New Roman is your default font, click
another font. Excel changes the font in the selected cells.

1. Select cell B2.
3. Click the down arrow next to the Font Size box. A list of font sizes appears. As you scroll up or down the list
of font sizes, Excel provides a preview of the font size in the cell you selected.
4. Click 26. Excel changes the font size in cell B2 to 26.
Change the Font Color

3. Click the down arrow next to the Font Color button .
4. Click on the color white. Your font color changes to white.
Your worksheet should look like the one shown here.
Move to a New Worksheet

In Microsoft Excel, each workbook is made up of several worksheets. Each worksheet has a tab. By default, a
workbook has three sheets and they are named sequentially, starting with Sheet1. The name of the worksheet
appears on the tab. Before moving to the next topic, move to a new worksheet. The exercise that follows shows you
how.
EXERCISE 12
Move to a New Worksheet
 Click Sheet2 in the lower-left corner of the screen. Excel moves to Sheet2.
Bold, Italicize, and Underline

When creating an Excel worksheet, you may want to emphasize the contents of cells by bolding, italicizing, and/or
underlining. You can easily bold, italicize, or underline text with Microsoft Excel. You can also combine these features
—in other words, you can bold, italicize, and underline a single piece of text.
In the exercises that follow, you will learn different methods you can use to bold, italicize, and underline.
EXERCISE 13
Bold with the Ribbon
1. Type Bold in cell A1.

2. Click the check mark located on the Formula bar.
4. Click the Bold button . Excel bolds the contents of the cell.
5. Click the Bold button again if you wish to remove the bold.
Italicize with the Ribbon

1. Type Italic in cell B1.
4. Click the Italic button . Excel italicizes the contents of the cell.
5. Click the Italic button again if you wish to remove the italic.
Underline with the Ribbon
Microsoft Excel provides two types of underlines. The exercises that follow illustrate them.
Single Underline:
1. Type Underline in cell C1.

4. Click the Underline button . Excel underlines the contents of the cell.
5. Click the Underline button again if you wish to remove the underline.
Double Underline
1. Type Underline in cell D1.

4. Click the down arrow next to the Underline button and then click Double Underline. Excel double-
underlines the contents of the cell. Note that the Underline button changes to the button shown here ,
a D with a double underline under it. Then next time you click the Underline button, you will get a double
underline. If you want a single underline, click the down arrow next to the Double Underline button and
then choose Underline.
5. Click the double underline button again if you wish to remove the double underline.
Bold, Underline, and Italicize
1. Type All three in cell E1.

4. Click the Bold button . Excel bolds the cell contents.
5. Click the Italic button . Excel italicizes the cell contents.
6. Click the Underline button . Excel underlines the cell contents.
Alternate Method: Bold with Shortcut Keys
1. Type Bold in cell A2.

3. Hold down the Ctrl key while pressing "b" (Ctrl+b). Excel bolds the contents of the cell.
4. Press Ctrl+b again if you wish to remove the bolding.
Alternate Method: Italicize with Shortcut Keys
1. Type Italic in cell B2. Note: Because you previously entered the word Italic in column B, Excel may enter
the word in the cell automatically after you type the letter I. Excel does this to speed up your data entry.
3. Hold down the Ctrl key while pressing "i" (Ctrl+i). Excel italicizes the contents of the cell.
4. Press Ctrl+i again if you wish to remove the italic formatting.
Alternate Method: Underline with Shortcut Keys
1. Type Underline in cell C2.

3. Hold down the Ctrl key while pressing "u" (Ctrl+u). Excel applies a single underline to the cell contents.
4. Press Ctrl+u again if you wish to remove the underline.
Bold, Italicize, and Underline with Shortcut Keys
1. Type All three in cell D2.

3. Hold down the Ctrl key while pressing "b" (Ctrl+b). Excel bolds the cell contents.
4. Hold down the Ctrl key while pressing "i" (Ctrl+i). Excel italicizes the cell contents.
5. Hold down the Ctrl key while pressing "u" (Ctrl+u). Excel applies a single underline to the cell contents.
Work with Long Text

Whenever you type text that is too long to fit into a cell, Microsoft Excel attempts to display all the text. It left-aligns
the text regardless of the alignment you have assigned to it, and it borrows space from the blank cells to the right.
However, a long text entry will never write over cells that already contain entries—instead, the cells that contain
entries cut off the long text. The following exercise illustrates this.
EXERCISE 14
Work with Long Text
1. Move to cell A6.

2. Type Now is the time for all good men to go to the aid of their army.
3. Press Enter. Everything that does not fit into cell A6 spills over into the adjacent cell.
4. Move to cell B6.

5. Type Test.
6. Press Enter. Excel cuts off the entry in cell A6.
7. Move to cell A6.
8. Look at the Formula bar. The text is still in the cell.
Change A Column's Width

You can increase column widths. Increasing the column width enables you to see the long text.
EXERCISE 15
Change Column Width
1. Make sure you are in any cell under column A.

3. Click the down arrow next to Format in the Cells group.
4. Click Column Width. The Column Width dialog box appears.
5. Type 55 in the Column Width field.
6. Click OK. Column A is set to a width of 55. You should now be able to see all of the text.
Change a Column Width by Dragging
You can also change the column width with the cursor.
1. Place the mouse pointer on the line between the B and C column headings. The mouse pointer should look
like the one displayed here , with two arrows.
2. Move your mouse to the right while holding down the left mouse button. The width indicator
appears on the screen.
3. Release the left mouse button when the width indicator shows approximately 20. Excel increases the
column width to 20.
Format Numbers
You can format the numbers you enter into Microsoft Excel. For example, you can add commas to separate
thousands, specify the number of decimal places, place a dollar sign in front of a number, or display a number as a
percent.
EXERCISE 16
Format Numbers
1. Move to cell B8.

2. Type 1234567.
3. Click the check mark on the Formula bar.
5. Click the down arrow next to the Number Format box. A menu appears.
6. Click Number. Excel adds two decimal places to the number you typed.
7. Click the Comma Style button . Excel separates thousands with a comma.
8. Click the Accounting Number Format button . Excel adds a dollar sign to your number.
9. Click twice on the Increase Decimal button to change the number format to four decimal places.
10. Click the Decrease Decimal button if you wish to decrease the number of decimal places.
Change a decimal to a percent.
1. Move to cell B9.

2. Type .35 (note the decimal point).
3. Click the check mark on the formula bar.

5. Click the Percent Style button . Excel turns the decimal to a percent.
This is the end of Lesson 2. You can save and close your file. See Lesson 1 to learn how to save and close a file.
Lesson 3: Creating Excel Functions, Filling Cells, and Printing
By using functions, you can quickly and easily make many useful calculations, such as finding an average, the
highest number, the lowest number, and a count of the number of items in a list. Microsoft Excel has many functions
that you can use.
Using Reference Operators

To use functions, you need to understand reference operators. Reference operators refer to a cell or a group of cells.
There are two types of reference operators: range and union.
A range reference refers to all the cells between and including the reference. A range reference consists of two cell
addresses separated by a colon. The reference A1:A3 includes cells A1, A2, and A3. The reference A1:C3 includes
cells A1, A2, A3, B1, B2, B3, C1, C2, and C3.
A union reference includes two or more references. A union reference consists of two or more numbers, range
references, or cell addresses separated by a comma. The reference A7,B8:B10,C9,10 refers to cells A7, B8 to B10,
C9 and the number 10.
Understanding Functions
Functions are prewritten formulas. Functions differ from regular formulas in that you supply the value but not the
operators, such as +, -, *, or /. For example, you can use the SUM function to add. When using a function, remember
the following:
Use an equal sign to begin a formula.
Specify the function name.
Enclose arguments within parentheses. Arguments are values on which you want to perform the calculation. For
example, arguments specify the numbers or cells you want to add.
Use a comma to separate arguments.
Here is an example of a function:
=SUM(2,13,A1,B2:C7)
In this function:
The equal sign begins the function.
SUM is the name of the function.
2, 13, A1, and B2:C7 are the arguments.
Parentheses enclose the arguments.
Commas separate the arguments.
After you type the first letter of a function name, the AutoComplete list appears. You can double-click on an item in
the AutoComplete list to complete your entry quickly. Excel will complete the function name and enter the first
parenthesis.
EXERCISE 1
Functions
The SUM function adds argument values.
1. Open Microsoft Excel.

3. Press Enter.
5. Press Enter.
7. Press Enter.
8. Type =SUM(B1:B3) in cell A4.
9. Press Enter. The sum of cells B1 to B3, which is 63, appears.
Alternate Method: Enter a Function with the Ribbon

2. Press Enter.
4. Press Enter.
6. Choose the Formulas tab.
7. Click the Insert Function button. The Insert Function dialog box appears.
8. Choose Math & Trig in the Or Select A Category box.
9. Click Sum in the Select A Function box.
10. Click OK. The Function Arguments dialog box appears.
12. Type C1:C3 in the Number1 field, if it does not automatically appear.
13. Click OK. The sum of cells C1 to C3, which is 300, appears.
Format worksheet
1. Move to cell A4.

2. Type the word Sum.
3. Select cells B4 to C4.
5. Click the down arrow next to the Borders button .

6. Click Top and Double Bottom Border.
As you learned in Lesson 2, you can also calculate a sum by using the AutoSum button .
Calculate an Average
You can use the AVERAGE function to calculate the average of a series of numbers.
1. Move to cell A6.
2. Type Average. Press the right arrow key to move to cell B6.
3. Type =AVERAGE(B1:B3).
4. Press Enter. The average of cells B1 to B3, which is 21, appears.
Calculate an Average with the AutoSum Button
In Microsoft Excel, you can use the AutoSum button to calculate an average.
1. Move to cell C6.

3. Click the down arrow next to the AutoSum button .
4. Click Average.
5. Select cells C1 to C3.
6. Press Enter. The average of cells C1 to C3, which is 100, appears.
Find the Lowest Number
You can use the MIN function to find the lowest number in a series of numbers.
1. Move to cell A7.

2. Type Min.
3. Press the right arrow key to move to cell B7.
4. Type = MIN(B1:B3).
5. Press Enter. The lowest number in the series, which is 12, appears.
Note: You can also use the drop-down button next to the AutoSum button to calculate minimums, maximums,
and counts.
Find the Highest Number
You can use the MAX function to find the highest number in a series of numbers.
.
1. Move to cell A8.

2. Type Max.
4. Type = MAX(B1:B3).
5. Press Enter. The highest number in the series, which is 27, appears.
Count the Numbers in a Series of Numbers
You can use the count function to count the number of numbers in a series.
1. Move to cell A9.

2. Type Count.
5. Click the down arrow next to the AutoSum button .
6. Click Count Numbers. Excel places the count function in cell C9 and takes a guess at which cells you want
to count. The guess is incorrect, so you must select the proper cells.
7. Select B1 to B3.
8. Press Enter. The number of items in the series, which is 3, appears.
Fill Cells Automatically

You can use Microsoft Excel to fill cells automatically with a series. For example, you can have Excel automatically fill
your worksheet with days of the week, months of the year, years, or other types of series.
EXERCISE 2
Fill Cells Automatically
The following demonstrates filling the days of the week:

1. Click the Sheet2 tab. Excel moves to Sheet2.
2. Move to cell A1.
3. Type Sun.
4. Move to cell B1.
5. Type Sunday.
6. Select cells A1 to B1.
8. Click the Bold button . Excel bolds cells A1 to B1.
9. Find the small black square in the lower-right corner of the selected area. The small black square is called
the fill handle.
10. Grab the fill handle and drag with your mouse to fill cells A1 to B14. Note how the days of the week fill the
cells in a series. Also, note that the Auto Fill Options button appears.
Copy Cells
1. Click the Auto Fill Options button. The Auto Fill Options menu appears.
2. Choose the Copy Cells radio button. The entry in cells A1 and B1 are copied to all the highlighted cells.
3. Click the Auto Fill Options button again.
4. Choose the Fill Series radio button. The cells fill as a series from Sunday to Saturday again.
6. Choose the Fill Without Formatting radio button. The cells fill as a series from Sunday to Saturday, but the
entries are not bolded.
8. Choose the Fill Weekdays radio button. The cells fill as a series from Monday to Friday.
Adjust Column Width
Some of the entries in column B are too long to fit in the column. You can quickly adjust the column width to fit the
longest entry.
1. Move your mouse pointer over the line that separates column B and C. The Width Indicator appears.
2. Double-click. The Column adjusts to fit the longest entry.
After you complete the remainder of the exercise, your worksheet will look like the one shown here.
Fill Times
The following demonstrates filling time:
1. Type 1:00 into cell C1.

2. Grab the fill handle and drag with your mouse to highlight cells C1 to C14. Note that each cell fills, using
military time.
3. Press Esc and then click anywhere on the worksheet to remove the highlighting.
To change the format of the time:

1. Select cells C1 to C14.
3. Click the down arrow next to the number format box . A menu appears.
4. Click Time. Excel changes the format of the time.
Fill Numbers
You can also fill numbers.
Type a 1 in cell D1.
1. Grab the fill handle and drag with your mouse to highlight cells D1 to D14. The number 1 fills each cell.
2. Click the Auto Fill Options button.
3. Choose the Fill Series radio button. The cells fill as a series, starting with 1, 2, 3.
Here is another interesting fill feature.
1. Go to cell E1.
2. Type Lesson 1.
3. Grab the fill handle and drag with your mouse to highlight cells E1 to E14. The cells fill in as a series: Lesson
1, Lesson 2, Lesson 3, and so on.
Create Headers and Footers

You can use the Header & Footer button on the Insert tab to create headers and footers. A header is text that
appears at the top of every page of your printed worksheet. A footer is text that appears at the bottom of every page
of your printed worksheet. When you click the Header & Footer button, the Design context tab appears and Excel
changes to Page Layout view. A context tab is a tab that only appears when you need it. Page Layout view structures
your worksheet so that you can easily change the format of your document. You usually work in Normal view.
You can type in your header or footer or you can use predefined headers and footers. To find predefined headers
and footers, click the Header or Footer button or use the Header & Footer Elements group's buttons. When you
choose a header or footer by clicking the Header or Footer button, Excel centers your choice. The table shown here
describes each of the Header & Footer Elements group button options.
Header & Footer Elements
Button Purpose
Page Number Inserts the page number.
Number of Pages Inserts the number of pages in the document.
Current Time Inserts the current time.
File Path Inserts the path to the document.
File Name Inserts the file name.

Sheet Name Inserts the name of the worksheet.
Picture Enables you to insert a picture.
Both the header and footer areas are divided into three sections: left, right, and center. When you choose a Header
or Footer from the Header & Footer Elements group, where you place your information determines whether it appears
on the left, right, or center of the printed page. You use the Go To Header and Go To Footer buttons on the Design
tab to move between the header and footer areas of your worksheet.
EXERCISE 3
Insert Headers and Footers

2. Click the Header & Footer button in the Text group. Your worksheet changes to Page Layout view and the
Design context tab appears. Note that your cursor is located in the center section of the header area.
3. Click the right side of the header area.

4. Click Page Number in the Header & Footer Elements group. When you print your document, Excel will place
the page number in the upper-right corner.
5. Click the left side of the Header area.
6. Type your name. When you print your document, Excel will place your name in the upper-left corner.
7. Click the Go To Footer button. Excel moves to the footer area.
8. Click the Footer button. A menu appears.
9. Click the path to your document. Excel will place the path to your document at the bottom of every printed
page.
Return to Normal View
To return to Normal view:

2. Click the Normal button in the Workbook Views group.
Set Print Options

There are many print options. You set print options on the Page Layout tab. Among other things, you can set your
margins, set your page orientation, and select your paper size.
Margins define the amount of white space that appears on the top, bottom, left, and right edges of your document.
The Margin option on the Page Layout tab provides several standard margin sizes from which you can choose.
There are two page orientations: portrait and landscape. Paper, such as paper sized 8 1/2 by 11, is longer on one
edge than it is on the other. If you print in Portrait, the shortest edge of the paper becomes the top of the page.
Portrait is the default option. If you print in Landscape, the longest edge of the paper becomes the top of the page.
Portrait
Landscape
Paper comes in a variety of sizes. Most business correspondence uses 8 1/2 by 11 paper, which is the default page
size in Excel. If you are not using 8 1/2 by 11 paper, you can use the Size option on the Page Layout tab to change
the Size setting.
EXERCISE 4
Set the Page Layout

2. Click Margins in the Page Setup group. A menu appears.
3. Click Wide. Word sets your margins to the Wide settings.
Set the Page Orientation

2. Click Orientation in the Page Setup group. A menu appears.
3. Click Landscape. Excel sets your page orientation to landscape.
Set the Paper Size

2. Click Size in the Page Setup group. A menu appears.
3. Click the paper size you are using. Excel sets your page size.
Print
The simplest way to print is to click the Office button, highlight Print on the menu that appears, and then click Quick
Print in the Preview and Print the Document pane. Dotted lines appear on your screen, and your document prints.
The dotted lines indicate the right, left, top, and bottom edges of your printed pages.
You can also use the Print Preview option to print. When using Print Preview, you can see onscreen how your printed
document will look when you print it. If you click the Page Setup button while in Print Preview mode, you can set page
settings such as centering your data on the page.
If your document is several pages long, you can use the Next Page and Previous Page buttons to move forward and
backward through your document. If you check the Show Margins check box, you will see margin lines on your
document. You can click and drag the margin markers to increase or decrease the size of your margins. To return to
Excel, click the Close Print Preview button.
You click the Print button when you are ready to print. The Print dialog box appears. You can choose to print the
entire worksheet or specific pages. If you want to print specific pages, enter the page numbers in the From and To
fields. You can enter the number of copies you want to print in the Number of Copies field.
EXERCISE 5
Open Print Preview

2. Highlight Print. The Preview and Print The Document pane appears.
3. Click Print Preview. The Print Preview window appears, with your document in the center.
Center Your Document

1. Click the Page Setup button in the Print group. The Page Setup dialog box appears.
2. Choose the Margins tab.
3. Click the Horizontally check box. Excel centers your data horizontally.
4. Click the Vertically check box. Excel centers your data vertically.
5. Click OK. The Page Setup dialog box closes.
Print
1. Click the Print button. The Print dialog box appears.

2. Click the down arrow next to the name field and select the printer to which you want to print.
3. Click OK. Excel sends your worksheet to the printer.
This is the end of Lesson 3. You can save and close your file.
Lesson 4: Creating Charts
In Microsoft Excel, you can represent numbers in a chart. On the Insert tab, you can choose from a variety of chart
types, including column, line, pie, bar, area, and scatter. The basic procedure for creating a chart is the same no
matter what type of chart you choose. As you change your data, your chart will automatically update.
You select a chart type by choosing an option from the Insert tab's Chart group. After you choose a chart type, such
as column, line, or bar, you choose a chart sub-type. For example, after you choose Column Chart, you can choose
to have your chart represented as a two-dimensional chart, a three-dimensional chart, a cylinder chart, a cone chart,
or a pyramid chart. There are further sub-types within each of these categories. As you roll your mouse pointer over
each option, Excel supplies a brief description of each chart sub-type.
Create a Chart
To create the column chart shown above, start by creating the worksheet below exactly as shown.
After you have created the worksheet, you are ready to create your chart.
EXERCISE 1
Create a Column Chart
1. Select cells A3 to D6. You must select all the cells containing the data you want in your chart. You should
also include the data labels.
3. Click the Column button in the Charts group. A list of column chart sub-types types appears.
4. Click the Clustered Column chart sub-type. Excel creates a Clustered Column chart and the Chart Tools
context tabs appear.
Apply a Chart Layout

Context tabs are tabs that only appear when you need them. Called Chart Tools, there are three chart context tabs:
Design, Layout, and Format. The tabs become available when you create a new chart or when you click on a chart.
You can use these tabs to customize your chart.
You can determine what your chart displays by choosing a layout. For example, the layout you choose determines
whether your chart displays a title, where the title displays, whether your chart has a legend, where the legend
displays, whether the chart has axis labels and so on. Excel provides several layouts from which you can choose.
EXERCISE 2
Apply a Chart Layout
1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.
3. Click the Quick Layout button in the Chart Layout group. A list of chart layouts appears.
4. Click Layout 5. Excel applies the layout to your chart.
Add Labels
When you apply a layout, Excel may create areas where you can insert labels. You use labels to give your chart a
title or to label your axes. When you applied layout 5, Excel created label areas for a title and for the vertical axis.
EXERCISE 3
Add labels
Before After
1. Select Chart Title. Click on Chart Title and then place your cursor before the C in Chart and hold down the
Shift key while you use the right arrow key to highlight the words Chart Title.
2. Type Toy Sales. Excel adds your title.
3. Select Axis Title. Click on Axis Title. Place your cursor before the A in Axis. Hold down the Shift key while
you use the right arrow key to highlight the words Axis Title.
4. Type Sales. Excel labels the axis.
5. Click anywhere on the chart to end your entry.
Switch Data
If you want to change what displays in your chart, you can switch from row data to column data and vice versa.
EXERCISE 4
Switch Data
Before After

3. Click the Switch Row/Column button in the Data group. Excel changes the data in your chart.
Change the Style of a Chart

A style is a set of formatting options. You can use a style to change the color and format of your chart. Excel 2007
has several predefined styles that you can use. They are numbered from left to right, starting with 1, which is located
in the upper-left corner.
EXERCISE 5
Change the Style of a Chart

3. Click the More button in the Chart Styles group. The chart styles appear.
4. Click Style 42. Excel applies the style to your chart.
Change the Size and Position of a Chart

When you click a chart, handles appear on the right and left sides, the top and bottom, and the corners of the chart.
You can drag the handles on the top and bottom of the chart to increase or decrease the height of the chart. You can
drag the handles on the left and right sides to increase or decrease the width of the chart. You can drag the handles
on the corners to increase or decrease the size of the chart proportionally. You can change the position of a chart by
clicking on an unused area of the chart and dragging.
EXERCISE 6
Change the Size and Position of a Chart
1. Use the handles to adjust the size of your chart.

2. Click an unused portion of the chart and drag to position the chart beside the data.
Move a Chart to a Chart Sheet

By default, when you create a chart, Excel embeds the chart in the active worksheet. However, you can move a chart
to another worksheet or to a chart sheet. A chart sheet is a sheet dedicated to a particular chart. By default Excel
names each chart sheet sequentially, starting with Chart1. You can change the name.
EXERCISE 7
Move a Chart to a Chart Sheet

3. Click the Move Chart button in the Location group. The Move Chart dialog box appears.
4. Click the New Sheet radio button.

5. Type Toy Sales to name the chart sheet. Excel creates a chart sheet named Toy Sales and places your
chart on it.
Change the Chart Type

Any change you can make to a chart that is embedded in a worksheet, you can also make to a chart sheet. For
example, you can change the chart type from a column chart to a bar chart.
EXERCISE 8
Change the Chart Type

3. Click Change Chart Type in the Type group. The Chart Type dialog box appears.
4. Click Bar.
5. Click Clustered Horizontal Cylinder.
6. Click OK. Excel changes your chart type.
You have reached the end of Lesson 4. You can save and close your file.

Lesson 1: Getting Familiar with Microsoft Access 2007 for Windows
Microsoft Access is a database software package. A database is an organized collection of records. Telephone and
address books are examples of paper databases. With Access, you can create a computerized database. For
example, you can use Access to organize the students who attend a school, the courses they take, and the
instructors who teach them. After you create an Access database, you can search it, manipulate it, and extract
information from it. This lesson introduces you to Access windows and teaches you how to create a database.
Getting Started
You use windows to interact with Access. To begin, start Access 2007. You screen will look similar to the one shown
here.
Northwind is a sample database you can download from the Microsoft website. I will use the Northwind database to
introduce you to Access windows. If the Northwind database is already on your system, open it, otherwise download
it and then open it.
To open Northwind:

3. Locate the Northwind database.
4. Click the Open button. Access opens the Northwind database.
To download Northwind, connect to the Internet and then follow these steps:
1. Click Sample. The Northwind 2007 icon appears in the center of the window.
2. Click the Northwind icon.
3. Click the Browse button. The File New Database window appears.
4. Locate the folder in which you want to save the Northwind database.
5. Click OK. The File New Database window closes.
6. Click Create. Access creates the Northwind database and opens it.
Understanding Security
It is possible for an Access database to contain malicious code, such as a computer virus. Access has security
settings that disable code and display a security warning when you open a database. If you know a database is
trustworthy, you can perform the following steps to enable it. You may need to enable the Northwind database.
To enable a database:
1. Click the Options button. The Microsoft Office Security Options dialog box appears.
2. Click Enable This Content.
3. Click OK. Access enables the content. If you are enabling the Northwind database, the Login dialog box
appears.
4. Click Login. Access opens the Northwind database.
If you know a database is safe, you can store it in a trusted location. Databases stored in trusted locations do not
require you to enable security.
To create a trusted location:

2. Click Access Options in the bottom-right corner. The Access Options pane appears.
3. Click Trust Center.
4. Click Trust Center Settings.
5. Click Trusted Locations.
6. Click Add New Locations. The Microsoft Office Trusted Location dialog box appears.
7. Enter the path to the location you want to trust, or click Browse to locate the folder.
8. If you want to trust subfolders, select The Subfolders Of This Location Are Also Trusted.
9. Click OK. The location is now a trusted location.
10. Click OK again.
11. Click OK. You have created a trusted location.
The Navigation Pane

The Access window used in this example has been set up to make it easier to explain. This section shows you how to
set up your window so that it matches the example. If you are not already logged in to Northwind, click the Login
button.
An Access database consists of the following objects: tables, queries, forms, reports, macros, and modules. The
Navigation pane displays the objects in a database.
To manipulate the Navigation pane:
 Click the double right-arrows to open it. The arrows change to double left-arrows .
 Click the double left-arrows to close it. The arrows change to double right-arrows .
In this example, the objects are organized by type, which is not the default setting. You may want to organize the
objects in your database by type also. You can use the down-arrow on the top of the Navigation pane to change the
manner in which objects are organized.
To organize objects by type:
1. Click the All Access Objects button on the Navigation pane. A menu appears.
2. Click Object Type. Access displays the objects in the database by type.
The Access window with the Northwind database open is shown here.
Note: Your window probably does not look exactly like the one shown. In Access 2007, the window
display depends on the size of the window, the size of your monitor, and the resolution to which your monitor is set.
Resolution determines how much information your computer monitor can display. If you use a low resolution, you can
fit less information on your screen, but the size of your text and images are larger. If you use a high resolution, you
can fit more information on your screen, but the size of the text and images are smaller. Also, you can use settings in
Access 2007, Windows Vista, and Windows XP to change the color and style of your windows.
In the upper-left corner of the Access window is the Microsoft Office button. When you click the button, a menu
commands you frequently use. By default, Save, Undo, and Redo appear on the Quick Access toolbar. You use Save
to save an object, Undo to roll back an action you have taken, and Redo to reapply an action you have rolled back.
The Title Bar

The Title bar is located at the top in the center of the Access window. The Title bar displays the name of the database
on which you are currently working.
The Ribbon
You use commands to tell Access what to do. In Access 2007, you use the Ribbon to issue commands. The Ribbon
is located near the top of the Access window, below the Quick Access toolbar. At the top of the Ribbon are several
tabs; clicking a tab displays related command groups. Within each group are related command buttons. You click
buttons to issue commands or to access menus and dialog boxes. You may also find a dialog box launcher in the
bottom-right corner of a group. When you click the dialog box launcher , a dialog box makes additional commands
available.
Access Objects
To view or hide the objects on the Navigation pane:
 You click the double down-arrows to view objects. The double down-arrows change to double up-arrows
.
 You click the double up-arrows to hide objects. The double up-arrows change to double down-arrows .
As stated earlier, the Navigation pane stores the objects in your database: tables, queries, forms, reports, macros,
and modules. Objects always display with an icon to the right. The icon tells you the object type: table, query,
form, report, macro, and module.
Objects
Tables In Access, data is stored in tables. A table is a set of columns and

rows, with each column referred to as a field. Each value in a field
represents a single type of data. Each row of a table is referred to
as a record.
Queries You use queries to retrieve specific data from your database and
to answer questions about your data. For example, you can use a
query to find the names of the employees in your database who
live in a particular state.
Forms Forms give you the ability to choose the format and arrangement
of fields. You can use a form to enter, edit, and display data.
Reports Reports organize or summarize your data so you can print it or

view it onscreen. You often use reports when you want to analyze
your data or present your data to others.
Macros Macros give you the ability to automate tasks. You can use a
macro to add functionality to a form, report, or control.
Modules Like macros, modules give you the ability to automate tasks and
add functionality to a form, report, or control. Macros are created
by choosing from a list of macro actions, whereas modules are
written in Visual Basic for Applications.
You double-click an object to open the object. You right-click an object to view a menu of options. You can use the
menu to do such things as open objects, rename objects, and delete objects.
Objects that are open appear on tabs. Right-click a tab to view a menu of options you can perform, such as save the
object, close the object, or change the view.
Change Views
A view is a way of looking at an object. For example, in Access, data is stored in tables. Two of the possible ways you
can view a table are Datasheet view and Design view. You can see the data contained in a table in Datasheet view.
You can see the design of a table in Design view. When you open an object, buttons appear in the lower-right corner
of the Access window. You can use the View button on the Home tab to change views, or you can click the proper
button in the lower-right corner of the window.
Close a Database and Exit Access

This completes the introduction to Access using the Northwind database. The following describes how you close a
database and exit Access.
To close a database:

2. Click Close Database. Access closes the database.
To exit Access:
2. Click Exit Access. You exit Access.
Create a Database
When you start Access, the Getting Started With Microsoft Office Access screen appears. You can use this screen to
create a database. Within a database, you can do such things as enter data, create reports, and retrieve data. You
can create a blank database or you can use one of the templates provided by Microsoft. When you use a template,
Access creates forms you can use to enter data, reports you can use to retrieve data, and more. You can modify the
forms, reports, and other objects to suit your needs. This tutorial will teach you how.
The following templates are included with Access: Assets, Contacts, Events, Faculty, Issues, Marketing Projects,
Projects, Sales Pipeline, Students, and Tasks. Other templates are available online. Each template creates a
database related to the title. For example, the Faculty template creates a faculty database that includes tables,
queries, forms, and reports related to faculty. In Access, you use tables to store data, queries to retrieve data, forms
to enter data, and reports to display data.
To use a template to create a database:
1. Start Access. The Getting Started With Microsoft Office Access screen appears.
2. Click Local Templates. Icons representing local templates appear in the center of the window.
3. Click the icon for the template you want to use.
5. Locate the folder in which you want to store your database.
6. Click OK.
7. Click Create. Access creates and opens your database.
8. Open the Navigation pane. Access displays the tables, queries, forms, reports and other objects related to
the database you selected. You may wish to display the objects by type.
How do I create a database based on the templates that are found online?
Online templates fall into the following categories: Business, Education, Personal, and Non-profit. To create a
database based on one of these templates:
1. Start Access. The Getting Started With Microsoft Office Access screen appears.
2. Make sure you are connected to the Internet.
3. Click the category for the template you want to create. Icons representing Internet templates appear in the
center of the window.
4. Click the icon for the template you want to use to create your database.
5. Click the Browse button .

6. Locate the folder in which you want to store your database.
7. Click Download. Access prompts you.
8. Click Continue. Access downloads and opens your database.
9. Open the Navigation pane. Access displays the tables, queries, forms, reports, and other objects related to
your database.
How do I open an existing database?

2. Click Open.
3. Locate the folder in which you stored your database.
4. Click the database name.
5. Click Open. Access opens the database.
Tip: You can also open an existing database by pressing Ctrl-O and then following steps 3 through 5.
Create a Blank Database

A blank database is a database with nothing in it. You must create all the tables, forms, reports, queries, and so on. If
you cannot find a template that suits your needs, create a blank database. After you create the database, Access
opens to a datasheet and makes available the tools you need to create objects. Creating tables is the first step in
building a database. You will learn more about creating tables in the next lesson.
To create a blank database:
1. Start Access.
2. Click Blank Database.
3. Type the name you want to give your database in the File Name field. Access will automatically append
.accdb to the name.
5. Locate the folder in which you want to store your database. Note that the name of the file appears in the File
Name field.
6. Click OK.
7. Click the Create button. Access creates the database and opens a datasheet with the Table Tools available
to you.
Note the Table Tools in the upper-right portion of the Ribbon.
What is a Datasheet?
In Access, data is stored in tables. A datasheet displays the information stored in a table in columns and rows. The
columns are called fields and the rows are called records. You can use a datasheet to create a table, enter data,
retrieve data, and perform other tasks.
Lesson 2: Creating Microsoft Access Tables
Tables are the foundation of an Access database. Access stores data in tables. This lesson teaches you how to
create a table, add fields to a table, assign data types to fields, and set field properties.
Understanding Tables
A table is a set of columns and rows. Each column is called a field. Within a table, each field must be given a name
and no two fields can have the same name. Each value in a field represents a single category of data. For example, a
table might have three fields: Last Name, First Name, and Phone Number. The table consists of three columns: one
for last name, one for first name, and one for phone number. In every row of the table, the Last Name field contains
the last name, the First Name field contains the first name, and the Phone Number field contains the phone number.
Each row in a table is called a record.
All of the data in a table should refer to the same subject. For example, all of the data in the Employees table should
refer to employees, all of the data in the Students table should refer to students, and all of the data in the Courses
table should refer to courses.
You can view an Access database as a collection of related tables. For example, in a database that contains tables
for Employees, Students, and Courses, the Employees table lists the employees, the Students table lists students,
and the Courses table lists the courses students can take.
After Access creates a blank database, it opens in Datasheet view and makes available the tools you need to create
a table. Datasheet view displays a table as a set of columns and rows. When you view a blank database for the first
time in Datasheet view, you see a column named ID. This column is by default the primary key field.
A primary key is a field or combination of fields that uniquely identify each record in a table. No two records in a table
should have the same values in every field. For example, the following should not occur in a table.
Last Name First Name City
Smith John Jonestown
Smith John Jonestown
In the real world, it is possible to have two people from the same city with the same first and last name. In cases like
this, you can use the ID field as the primary key field and use it to make each record unique. The ID field has a data
type of AutoNumber; as a result, Access automatically creates a unique number for each record in the database. The
resulting table will look like the one shown here.
ID Last Name First Name City
1 Smith John Jonestown
2 Smith John Jonestown
Access provides several methods for creating a table. One method is to use the Rename option with the Add New
Field column label to give each column the field name you want it to have and then to type or paste your data into the
table. Field names can include letters, numbers, and spaces and can be up to 64 characters long. When choosing a
field name, try to keep it short.
When you save your table for the first time, Access gives you the opportunity to name your table. Each table name
must be unique; hence, two tables in the same database cannot have the same name. The table name should
describe the data in the table; can consist of letters, numbers, and spaces; and can be up to 64 characters long.
When choosing a table name, try to keep it short.
You can save a table by clicking the Save button on the Quick Access toolbar or by right-clicking the Tables tab and
then choosing Save from the menu that appears.
To add fields to a table:

1. Click the Add New Field column label.
2. Activate the Datasheet tab.
3. Click Rename in the Fields & Columns group.
4. Type the field name.
5. Press Enter. Access creates the field.
6. Type the next field name. Access creates the field. Continue until you have created all of the fields in your
table.
7. Press Enter without entering a field name to end your entries.
Or
1. Right-click the Add New Field column label. A menu appears.

2. Click Rename Column.
3. Type the field name.
4. Press Enter. Access creates the field.
5. Type the next field name. Access creates the field. Continue until you have created all of the fields in your
table.
Name and Save a Table

After you create a table, you must name and save it.
To name and save a table:
1. Click the Save button on the Quick Access toolbar. The Save As dialog box appears.
2. Type the name you want to give your table.
3. Click OK. Access names your table.
Tip: You can use the Rename option at any time to rename any column. For example, you can rename the
ID column Employee ID.
Understanding Data Types

In Access, you use data types to specify the type of data each field can capture. A field with a data type of text can
store alphabetic characters and numbers. Generally speaking, you cannot perform mathematical calculations by
using a text field. For example, you can use a text field to store a street address. Unless you do some manipulation,
you cannot use the numbers in the street address in mathematical calculations. You will not be able to sum or
average the numbers in an address field, which is fine, because you probably do not want to. Alternatively, you can
assign a Test Score field a data type of Number. You can enter numbers into the field and then average, sum, or
perform other calculations with the numbers. However, you cannot enter an alphabetic character in a number field.
Data Types
Data Type Use Notes
Text Alphanumeric data. Use for .

text and for numbers that are
not used in mathematical
calculations. Use for names,
addresses, and other relatively
short pieces of text. Can store
up to 255 characters.
Memo Long text. Use for long pieces

of text, such as notes and long
descriptions. Can store up to
64,000 characters.
Number Numeric data. Use for If you are working

numbers you want to use in with currency, use
mathematical calculations. the currency type.
Date/Time Use for dates and times.
Currency Use for currency. Prevents rounding

during calculation.
AutoNumber Unique sequential numbers or

random numbers
automatically inserted when
you create a record. Use to
create a primary key.
Yes/No Logical data. Use when only

one of two values is valid.
Yes/No, True/False, etc.
Hyperlink Use to store hyperlinks.
Attachment Use to store attachments.
OLE Object Use to attach an OLE object

such as a Word document,
Excel spreadsheet, or
PowerPoint presentation.
After you create the fields for a table, you can enter data by typing in each field. As you type, Access assigns a data
type to each field based on your entry.
Assigned Data Types
Sample Entry Data Type Assigned
Smith Text
http://www.website.com Hyperlink
10000 Number, Long Integer
10,000 Number, Long Integer
10,000.99 Number, Double
10000.999 Number, Double
01/01/2009 Date/Time
The date and time formats
recognized are those of your user
locale.
January 1, 2009 Date/Time
12:10:33 Date/Time
12:30 am Date/Time
16:50 Date/Time
100.50 Number, Double
25.00% Number, Double
1.23E+02 Number, Double
Explicitly Assign Data Types and Formats

You may want to change the data type Access assigned to a field, or you may want to explicitly assign a data type to
each field. You can do so by choosing the Datasheet tab and then selecting the proper option in the Data Type field
in the Data Type & Formatting group.
Some data types allow you to select the formatting you want. By formatting, you determine how data in a field
displays. For example, if you choose a data type of number and a format of Euro, any number you enter will appear
with a Euro sign in front.
Windows regional settings enable you to display information such as dates, times, and currency that match the
standards or language used in the country in which you live. For example, if you live in the United States, the
currency setting uses a dollar sign.
Regional Settings for English (United States)
Number 123,456,789.00
Currency $123,456,789.00
Time 3:39:44 PM
Short Date 7/28/2008
Long Date Monday, July 28, 2008
Use the Windows Control panel’s Regional and Language options to view or change regional settings.
Data Types
Data Type Format How Numbers Display
Number General As typed.

Number
Currency Uses thousands separator. Follows

regional settings.
Euro Uses currency format with Euro

symbol.
Fixed Displays at least one digit. Follows

regional settings.
Standard Uses thousands separator. Follows

regional setting.
Percent Converts entry to percent.
Scientific Uses scientific notation.
Currency General As typed.

Number

regional settings.

symbol.
Fixed Displays at least one digit. Follows

regional settings.

regional setting.
Date/Time General Date Date values display as numbers and

time values as hours, minutes, and
seconds followed by AM or PM.
Follows regional settings.
Long Date Uses the Long Date format specified in

your Windows regional settings.
Medium Date Uses dd/mmm/yy, using the date

separator specified in your Windows
regional settings.
Short Date Uses the Short Date format specified in

your Windows regional settings.
Long Time Uses hours, minutes, and seconds

followed by AM or PM. Uses the
separator specified in the Time setting
in your Windows regional settings.
Medium Time Displays hours and minutes followed

by AM or PM. Uses the separator
specified in the Time setting in your
Windows regional settings.
Short Time Uses hours and minutes. Uses the

separator specified in the Time setting
in your Windows regional settings.
Yes/No Yes/No
True/False
On/Off
To explicitly assign a data type or format to a field:
1. Click the field label for the field to which you want to assign a data type.
3. Click the down-arrow next to the Data Type field and then choose a data type.
4. Click the down-arrow next to the Format field and then choose a format. Access assigns a data type and
format to the field you selected.
Tip: If you want every record in a field to be unique, check the Unique box on the Datasheet tab in the
Data Type & Formatting group. If you do not want the user to leave a field blank, check the Is Required box.
Tip: In the Data Type & Formatting group, there are several formatting options you can apply to numbers.
If you want to use the Currency format, click the Currency button ; if you want to use the Percent format, click the
Percent button ; if you want to use a Comma number format, click the Comma button ; or if you want to
increase or decrease the number of decimal place, click the Increase Decimal or Decrease Decimal button .
Tip: You can create a new table at any time by activating the Create tab and then clicking Table.
Understanding Design View

Access provides several ways to view the objects in your database. You can use Design view to create or modify an
Access table. You can use the View button on the Home tab or the Table Design button on the Create tab to change
to Design view. Using Design view is the preferred method for creating a table because it provides you with the most
options and enables you to precisely define your table. In addition to selecting a data type, you can set all of the
following options in Design view.
Design View Options
Field Property Data Type Comments
Field Size Text Enables you to restrict the number

of characters stored in a text field to
0 to 255 characters. The default is
255.
Number Enables you to select the type of

number stored in a field.
Number Types Values Stored
Byte 0 to 255. (No fractions)
Decimal –9.999... x 1027 through +9.999... x

1027
Integer –32,768 to +32,767 (No fractions)
Long Integer –2,147,483,648 to +2,147,483,647
Single –3.4 x 1038 to +3.4 x 1038 numeric

floating point values. Up to seven
significant digits.
Double –1.797 x 10308 to +1.797 x 10308

1038 numeric floating point values.
Up to fifteen significant digits.
Replication ID Globally Unique Identifier (GUID).

Used by Access to establish a
unique identifier for replication.
Format Number Determines how numbers display.

When you use the currency, fixed,
standard, and percent formats.
Access follows the settings
specified in Regional Settings in the
Windows Control Panel for negative
amounts, decimal and currency
symbols, and decimal places.
Currency Number General Number Displays as typed.

regional setting.

symbol.
Fixed Displays one digit. Follows regional

settings.

regional settings.
Date/Time General Date Displays date and time.

Example: 01/02/99, 06:28:21 PM
Long Date Displays Day of Week and Date:

Example: Saturday, January 02,
1999
Medium Date Example: 02-Jan-99
Short Date Example: 01/02/99
Long Time Example: 6:28:21 PM
Medium Time Example: 6:28 PM
Short Time Example: 18:28
Text and Memo @ Text character required.
& Text character not required.
< Changes all characters to

lowercase.
> Changes all characters to

uppercase.
Yes/No Yes/No If the Lookup Display Control is a

text box, displays Yes/No.
True/False If the Lookup Display Control is a

text box, displays True/False.
On/Off If the Lookup Display Control is a

text box, displays On/Off.
Decimal Places Determines number of Auto. Number of decimals displayed

decimal places Access depends on the format setting.
displays.
0–15. Used with format property.

Determines the number of digits
that display to the right of the
decimal point.
Input Mask Special characters used to
control the values the user
can input.
Caption Field name displayed on

forms.
Default Value Sets the value that

appears in the field by
default when a record is
created.
Validation Rule Sets the requirements for

user input.
Validation Text Text for error messages

that are sent when
validation rules are broken.
Required Specifies whether the field Yes: Required

is required or not. No: Not Required
Allow Zero Length Determines whether a Yes: Is valid

zero-length field is a valid No: Not valid
entry.
Index Specifies whether an index Yes: Create index.

should be created in a No: Do not create index.
field. Indexes speed up
queries.
To use Design view to create a new table:
1. Activate the Create tab.

2. Click Table Design in the Tables group. Access changes to Design view and the Table Tools become
available.
3. Type the first field name in the Field Name field.
4. Press the Tab key.
5. Click the down-arrow that appears when you click in the Data Type field and then select a data type.
6. Click Primary Key if the column you created is a primary key. A small key appears next to the field name.
8. Type a description. The description is optional.
9. Press the Tab key. Access moves to the Field Name field.
10. Repeat steps 3 through 10 until you have created all of your fields.
To set field properties:

1. Click the field for which you want to set the field properties.
2. Activate the General tab in the Field Properties area.
3. Set the properties you want to set.
4. Repeat steps 1 through 3 until you have set all the properties for all fields.
You can use Design view to create or modify a table. After you finish the task, you must save the table by clicking the
Save button on the Quick Access toolbar.
1. Click the Save button on the Quick Access toolbar. Access saves the table unless you are saving for the first
time. If you are saving for the first time, the Save As dialog box appears.
3. Click OK. Access saves the table. You can now access the table by using the Navigation pane.
What are views?

Views are different ways of looking at the same object. Tables have four views: Datasheet view, Pivot Table view,
Pivot Chart view, and Design view. You use Datasheet view to create a table, edit data, or view data; Pivot Table
view to create a pivot table; Pivot Chart view to create a pivot chart; and Design view to create a table or modify an
existing table.
To change the view:
1. Activate the Home tab.

2. Click the down-arrow under the View button. A menu appears.
3. Click the view you want. Access changes to the view you chose.
Tip: You can also use a template to create a table. Access has several templates from which you can
choose. When using a template, you create the table and then modify it to suit your needs.

2. Click the Table Templates button in the Tables group. A menu appears.
3. Click the template you want to use. Access creates a table based on the template.
Create a Lookup Column

If a field can contain a finite list of values, you can create a Lookup Column and users can select the value they want
from a list. For example, if the employees at a school can only work in one of the following departments:
Administration, Computer Science, English, History, or Math. You can create a table Departments table that lists the
departments and then use the list in the Employee table to assign each employee to a department.
Departments
Department ID Department
Primary Key
1 Administration
2 Computer Science
3 English
4 History
5 Math
Access has a wizard to help you create lookup columns. Creating a Lookup column creates a relationship between
two tables. See the section Create Relationships in Lesson 3 to learn more about relationships.
To use the Lookup Wizard to create a lookup column:
Open the Lookup Wizard

1. Open the table to which you want to add a lookup column.
2. Click the field label for the field before which you want to add a lookup column.
3. Activate the Datasheet tab. (You must be in Datasheet view.)
4. Click the Lookup Column button in the Fields & Columns group. The Lookup Wizard appears.
5. Make sure the radio button next to “I want the lookup column to look up the values in a table or query.” is
selected.
6. Click Next. The Lookup Wizard moves to the next page.
Select your table or query
A lookup column can be based on a table, a query, or a list of values you type. If you base your lookup column on a
table or query, you must create the table or query before creating the lookup column. A query is a list of rows and
columns based on one or more tables. A query only displays the rows and columns you specify.
1. Click a radio button to select what you want to base your lookup column on. Choose from Tables, Queries,
or Both.
2. Click to select the table or query you want.
Select fields
You choose the fields you want to appear in your lookup column. Be sure to include the primary key.
1. Click the field you want.
2. Click the single right-arrow button . Access places the field in the Selected Fields column. Repeat this
process to select additional fields. If you want all the fields in the table, click the double right-arrow button .
Note: Use the single left-arrow and the double left-arrows to deselect fields.
Sort fields
The Lookup Wizard allows you to sort the records in a lookup column. You can display records in order, either
ascending (alphabetical from A to Z, lowest number to highest number, earliest date to latest date) or descending
(alphabetical from Z to A, highest number to lowest number, latest date to earliest date). You can also sort within a
sort. For example, you can sort by state and then within each state by city, and then within each city by street
address. If you are creating a sort within a sort, create the highest level sort on line one, the next level sort on line
two, and so on. In the state, city, and street address example, you create the state on line one, the city on line two,
and the street address on line three.
1. Click the down-arrow and then select the field you want to sort by.
2. Click to select a sort direction (the button toggles between ascending and descending). You can sort within a
sort for up to four levels.
Adjust column widths
A key column is the column that connects one table or query to another table or query. For example, you can use the
Department ID field in the Employees table and the Department ID field in the Departments table to connect the two
tables. You may, however, want to display the name of the department when you view the table but not the
department ID; if so, leave the Hide Key Column box checked.
1. Deselect Hide Key Column, if you wish.

2. Adjust the column widths by dragging or double-clicking the right vertical border for the column.
Specify the Key Field (if you deselected Hide Key Column)
A key field is a field that uniquely identifies a record. If you deselected Hide Key column, you must tell Access which
field is the key field.
1. Click the key field.

Name the column
Field names appear at the top of each column. On this page of the Wizard you tell Access what you want to name
your lookup column. In Access 2007, multiple values can appear in a field; click the Allow Multiple Values checkbox if
you want to allow multiple values.
1. Type the name you want to give the column.

2. Click if you want to allow multiple values in the field.
3. Click Finish. Access creates the lookup column.
How do I create a lookup column by typing a list?
1. Activate the Datasheet tab. (These instructions assume you are in the Datasheet view.)
2. Click the Lookup Column button in the Fields & Columns group. The Lookup Wizard appears.
3. Click the radio button next to “I will type the values I want.”
5. Type the number of Columns you want in the Number Of Columns field.
6. Type the values you want under the column heading.
8. Type the column label you want.
9. Click Finish. Access creates a lookup column based on your list.
Lesson 3: Working with Microsoft Access Tables
After you create an Access table, you can modify it, enter data into it manually or import data from somewhere else,
such as Excel. This lesson teaches you how to modify a table and enter data.
Enter Records
After you have created a table, you can enter data into it.
To enter data into an AutoNumber field:
 Press the Tab key. When you make an entry into another field in the record, Access will automatically make
an entry into the AutoNumber field.
To enter data into fields that have a lookup list:
1. Click the down-arrow that appears when you click in the field.
2. Click to select the entry you want.
To enter data into a Yes/No field:
 Click the checkbox for Yes; leave the checkbox unchecked for No.
To add an attachment to an attachment field:
1. Double-click in the attachment field. The Attachments dialog box appears.

2. Click Add. The Choose File dialog box appears.
3. Click the file you want to add.
4. Click Open. The Choose File dialog box closes.
5. Click OK. Access attaches the file.
Note: You can attach multiple files to a single attachment field.
To enter data into a date field:
 Type the date.
Or
 Select the date from the calendar that appears to the left of the field when you click in the field. You click the
calendar to open it. Use the left-arrow at the top of the calendar to move to the previous month; use the
right-arrow at the top of the calendar to move to the next month. When you reach the proper month, click the
proper date.
To add data to an OLE Object field:
An OLE object is an object such as a Word document or an Excel Spreadsheet.
1. Right-click in the field. A menu appears.

2. Click Insert Object. The Microsoft Office Access dialog box appears.
Create New:
3. Click the Create New radio button if you want to create a new object.
a. Click the object type you want to create.
b. Click OK. Access opens the program for the object type you selected. You can create the object.
c. Create the object and then close the program for the object type you selected. Access links to the
object.
Create From File:
3. Click the Create From File radio button if you want to use an existing file.
a. Type the path to the file or click the Browse button and locate the file.
b. Click OK. Access links to the object.
To add data to other field types:
For all other fields, type your entry and then press the Tab key.
Import a Table into Access from Excel

Excel organizes data into columns and rows. If you have data in Excel that you want to use in Access, you can import
those columns and rows into Access by using the Excel Spreadsheet Wizard.
To import data from Excel:
Open the Excel Spreadsheet Wizard
1. Activate the External Data tab.

2. Click the Excel button in the Import group. The Get External Data – Excel Spreadsheet Wizard appears.
3. Click the Browse button. The File Open window appears.
4. Locate the spreadsheet you want to import.
5. Click the Open button. The path to the file you selected appears in the File Name field.
6. Click OK. Access moves to the next page.
Choose the sheet or named range you want to import
When importing from Excel, you can import an entire worksheet or a named range. To import a worksheet, click the
Show Worksheets radio button and then click the worksheet you want. To import a named range, click the Show
Named Ranges radio button and then click the named range you want.
1. Click Show Worksheets to import a worksheet, or click Show Named Ranges to import a named range.
2. Click the worksheet or named range you want to import.
3. Click Next. Access moves to the next page.
Make the first row your field names
When you create a worksheet in Excel, the first row can contain column headings. If this is the case, click First Row
Contains Column Headings, otherwise click Next.
1. Click First Row Contains Column Headings if the first row of your Excel spreadsheet contains column
headings.
Set data types
Access attempts to assign the correct data type to each column. You can view the assignment made by Access and
then make changes. An Index speeds up Access’s ability to search a column. You can use the Indexed field to assign
an index. The Yes (Duplicates OK) option creates an index in which duplicate values in the field are allowed; the Yes
(No Duplicates) option creates an index in which duplicate values in the field are not allowed. The primary key should
be indexed and you should use the Yes (No Duplicates) option. You can also skip fields you do not want to import.
1. Click a column heading to select a column.

a. Type the Access table’s column heading in the Field Name field.
b. Choose a Data type.
c. Indicate if the field should be indexed and, if so, select the type of index.
d. Check the Do Not Import Field box for any column you do not want to import.
Choose a primary key
You can let Access assign the primary key, choose the primary key yourself, or have no primary key by selecting the
correct option on this page.
1. Click to choose the proper radio button. If you want Access to add the primary key, click Let Access Add
Primary key. If you want to add the primary key, click Choose My Own Primary Key and then click the down-
arrow and select the field you want to use as the key field. If you do not want to add a primary key, click No
Primary Key.
Name your table

2. Click Finish. Access moves to the next page.
3. Click Close. Access imports the table.
Modify a Table
After you create a table, you may need to modify it. You can delete columns, insert columns, or move columns.
Delete Columns
The Delete option permanently deletes columns and all the data contained in them. You cannot undo a column
delete.
To delete columns:
1. Click and drag to select the columns you want to delete.
3. Click Delete in the Fields & Columns group. A prompt appears.
4. Click Yes. Access deletes the columns you selected.
Insert Columns
The Insert option inserts a column before the selected column.
To insert a column:
1. Click the column head of the column before which you want to insert a column.
3. Click Insert in the Fields & Columns group. Access inserts a new column.
Tip: If you right-click a column label, you can use the menu that appears to insert or delete columns.
To delete a column:
1. Right-click the column head you want to delete. A menu appears.

2. Click Delete Column.
To insert a column:
1. Right-click the column head before which you want to insert a column. A menu appears.
2. Click Insert Column.
Move a Column
You can use the Move option to move a column from one location to another.
To move a column:
1. Move your mouse pointer over the horizontal line under the column label. Your mouse pointer turns into a
four sided arrow.
2. Press your left mouse button
3. Click and drag the field to the new location. A dark line appears at the new location.
4. Release you left mouse button. Access moves the column.
Move around a Table
Access provides several methods for moving around a table. On the Home tab, there is a Go To button. When you
click it, a menu of options appears. You can use the menu to go to the first, last, previous, or next record in your
table. You can click the New option to add a new record. You can also use special keys and the navigation bar in
Access to move around a table. The navigation bar appears at the bottom of the table.
To use the Go To button to move around a table:

2. Click the Go To button in the Find group. A menu appears.
3. Click First to go to the first record, Previous to go to the previous record, Next to go to the next record, Last
to go to the last record, or New to create a new record.
Tip: You can also create a new record by choosing the Home tab and then clicking New in the Records
group.
To use keys to move around a table:
Key to Press Action
Tab Moves to the next field to the right. If you are in the last field
in a record, moves you to the next record. If you are in the
last record in a table, creates a new record.
Left-Arrow Moves to the next field to the left. If you are in the first field in
a record, moves you to the previous record.
Shift+Tab Moves to the previous field. If you are in the first field in a
record, moves you to the previous record.
Right-Arrow Moves to the next field. If you are in the last field in a record,
moves you to the next record. If you are in the last record in
a table, creates a new record.
Up-Arrow Moves you up one record.
Down-Arrow Moves you down one record.
Ctrl++ Creates a new record.
To use the Navigation bar to move around a table:
1 Go to First Record
2 Go to Previous Record
3 The Current Record
4 Go to Next Record
5 Go to Last Record
6 Create a New (Blank) Record
Select Columns and Rows

Before you can perform an operation on a column or row, you must select it. To select a column, click the column
head. To select several columns, click a column head and then drag. To select a row, click the blank area to the left
of the row. To select several rows, click the blank area to the left of a row and then drag. To select the entire table,
click the Select All button in the upper-left corner of the table.

Delete a Record
If enter a record by error, you can delete it.
To delete a record:
1. Select the record you want to delete.

3. Click Delete in the Records group. A prompt appears.
4. Click the Yes button.
Or
 Select the record you want to delete.

 Right-click. A menu appears.
 Click Delete Record. A prompt appears.
 Click the Yes button.
Resize a Column or Row

If all of the information in a column or row does not display, you may want to make the column or row larger. If you
want to fit more information on the screen, you may want to make a column or row smaller. In either case, you can
click and drag to increase or decrease column width or row height.
To resize a column or row:
1. Place the cursor over the line that separates two columns or two rows. The cursor turns into a double-sided
arrow.
2. Hold down the left mouse button and drag to increase or decrease the width of a column or the height of all
of the rows.
Lesson 4: Sorting, Filtering, and Creating Relationships
You can sort Access data so you can view records in the order you want to view them, and you can filter data so you
only see the records you want to see. This lesson teaches you how to sort and filter an Access table.
Access data is stored in multiple tables. Relationships join tables together so you can work with the data from multiple
tables. This lesson also teaches you how to create relationships.
Sort a Table
By sorting, you can put a column of information in alphabetical, numerical, or date order. You can sort in ascending
order (alphabetical from A to Z, lowest number to highest number, earliest date to latest date) or descending order
(alphabetical from Z to A, highest number to lowest number, latest date to earliest date). You can also sort within a
sort. For example, you can sort by state and then sort within each state by city. When sorting within a sort, perform
the innermost sort first. For example, if you are sorting by state and then city, sort the city first and then sort by state.
To add a sort:
1. Click the column label for the column you want to sort.
3. Click the Ascending or Descending button in the Sort & Filter group. Access sorts the column in
ascending or descending order.
To remove a sort:
2. Click the Clear All Sorts button in the Sort & Filter group. Access clears all of the sorts you have
applied.
Filter a Table
You can apply a filter to see only the records you want to see. For example, perhaps your database contains students
from the states of DE, NJ, and PA and you only want to see the students from DE. You can filter your data so only DE
students display.
Each time you apply a filter to a column, it replaces any previous filter you applied to that column. For example, if you
apply a filter so you only see students in DE, and later you apply a filter so you only see students in NJ, Access clears
the DE filter and then applies the NJ filter.
You can apply filters to multiple columns in the same table. For example, by applying a filter first to the State field and
then to the Last Name field, you can see all of the students in the state of DE whose last names are Adams.
To apply a filter:
1. Click the column label for the column you want to filter.
3. Click the Filter button. A menu appears.
4. Uncheck the items you do not want to appear, making sure only the items you want are checked.
5. Click OK. Access filters your data and displays the word Filtered at the bottom of the window.
To remove a filter:

2. Click Advanced in the Sort & Filter group. A menu appears.
3. Click Clear All Filters. Access clears all the filters you have applied.
Tip: After you apply a filter, you can use the Toggle Filter button to toggle the application of the filter on and
off.
Apply a Specialized Filter

In addition to simply searching for a specific value, you can apply several specialized filters. For example, you can
find all of the records that do not equal the value you specify or you can find all of the records that fall between two
dates. The following are lists of specialized filters.
Text Filters
Equals Finds every record in the table where the

field’s value equals the value you enter.
Does Not Equal Finds every record in the table where the
field’s value does not equal the value you
enter.
Begins With Finds every record in the table where the

field’s value begins with the value you
enter.
Does Not Begin With Finds every record in the table where the
field’s value does not begin with the value
you enter.
Contains Finds every record in the table where the

field’s value contains the value you enter.
Does Not Contain Finds every record in the table where the
field’s value does not contain the value
you enter.
Ends With Finds every record in the table where the

field’s value ends with the value you
enter.
Does Not End With Finds every record in the table where the
field’s value does not end with the value
you enter.
Number Filters
field’s value equals the value you enter.
field’s value does not equal the value you
enter.
Less Than Finds every record in the table where the

field’s value is less than the value you
enter.
Greater Than Finds every record in the table where the

field’s value is greater than the value you
enter.
Between Finds every record in the table where the

field’s value is between the values you
enter.
Date Filters
field’s value equals the date you enter.
field’s value does not equal the date you
enter.
Before Finds every record in the table where the

field’s value is before the date you enter.
Greater Than Finds every record in the table where the

field’s value is greater than (comes after)
the date you enter.
Between Finds every record in the table where the

field’s date is between the dates you
enter.
All Dates in a Period Finds every record in the table where the
field’s date is in the period you enter.
To apply a specialized filter:

1. Click the Last Name column label.
3. Click the Filter button. A menu appears.
4. Click the Text Filters option. A menu appears.
5. Click the option you want. A Custom Filter dialog box appears.
6. Enter the appropriate information.

7. Click OK. Access filters your data and displays the word Filtered at the bottom of the window.
Hide Columns
There may be times when you may not want to display a certain column or set of columns. In such cases, you can
temporarily hide the column or columns from view. Later, if you want to display them column again, you can unhide
them.
To hide columns:
1. Select the columns you want to hide.
3. Click the More button in the Records group. A menu appears.
4. Click Hide Columns. Access hides the columns you selected.
In the figure, the Birth Date, Street Address, City, State, and Zip fields are hidden.
Or
1. Select the columns you want to hide.

2. Right-click. A menu appears.
3. Click Hide Columns.
To unhide columns:

3. Click Unhide Columns. The Unique Columns dialog box appears.
4. Select the column you want to display.
5. Click Close. Access displays the columns you chose.
or
1. Right-click any column label. A menu appears.

2. Click Unhide columns.
3. Select the columns you want to display.
4. Click the Close button. Access displays the columns you selected.
Freeze Columns
If your table has a large number of columns, you may want to freeze columns so the frozen columns stay in view as
you scroll across the page. For example, if you have a Students table and you want the Student Number, First
Name, and Last Name to remain onscreen as you scroll across the table, you can freeze the Student Number, First
Name, and Last Name fields. When you freeze a column, Access moves it to the far left side of your table. If you want
it to remain there, you must save the table.
To freeze columns:
1. Select the columns you want to freeze.

4. Click Freeze. Access freezes the columns. As you scroll, the frozen columns remain stationary.
To unfreeze columns:

3. Click Unfreeze. Access unfreezes the columns.
Format a Table
You can use the features in the Font group on the Home tab to apply a variety of formats to your table.
Format a Table
Button Function
Apply a font to all of the data

in a table.
Apply a font size to all of the

data in a table.
Bold all of the data in a table.
Italicize all of the data in a

table.
Underline all of the data in a

table.
Left-align a column.
Right-align a column.
Center a column.
Change the font color.
Change the background color.

By default, the background
color is white.
Change the gridlines.

Gridlines separate columns
and rows. This option allows
you to display gridlines for
columns only (vertical),
gridlines for rows only
(horizontal), gridlines for both
columns and rows, or no
gridlines at all.
Change the alternating color.
For example, on a datasheet
you can have every other row
appear in an alternating color.
To bold, italicize, or underline:
1. Place the cursor anywhere within the table.

3. Click the button for the format you want to apply. Access applies the format.
To left-align, right-align, or center:
1. Place the cursor anywhere within the column you want to left-align, right-align, or center.
3. Click the button for the format you want to apply. Access applies the format.
To change the font, font size, or gridlines:

3. Click the down-arrow to the right of the option you want to apply. A menu appears.
4. Select the option you want. Access changes the font, font size, or gridlines.
To change the font color, background color, or alternating color:

3. Click the down-arrow to the right of the option you want to apply. A menu of colors appears.
4. Select the color you want. Access changes the font color or the alternating color.
Compute Totals
On the Home tab, you can use the Total button in the Records group to compute the sum, average, count, minimum,
maximum, standard deviation, or variance of a number field; the count, average, maximum, or minimum of a date
field; or the count of a text field.
To compute totals:
1. Open the table or query for which you want to compute totals.
3. Click the Totals button in the Records group. A Total line appears at the bottom of the table or query.
4. Click on the Total line under the column you want to total. A down-arrow appears on the left side of the field.
5. Click the down-arrow and then choose the function you want to perform. Access performs the calculation
and displays the results in the proper column on the Totals row.
Find and Replace

If you need to find a sequence of characters, a word, or a phrase in a table or field, you can use the Find command.
In Access, the Find command has three options: You can find all instances in a table or field that match a sequence
of characters, all instances that begin with a sequence of characters, or all instances that contain a sequence of
characters. For example, you can find all students with the last name Smith, all students whose last name begins with
S, or all instances of 08 anywhere in the field.
After you find the word, phrase, or sequence of characters you are searching for, you can replace it with a new
sequence of characters by executing the Replace command.
To do a Find:
1. Place your cursor in the column you want to search.

3. Click the Find button in the Find group. The Find and Replace dialog box appears.
4. Activate the Find tab.

5. Type what you want to find in the Find What field.
6. Choose the name of the table you want to search in the Look In field if you want to search the entire table or
select the field you selected in step 1 if you want to search that field. If you want to search another field, click
in that field and then select it in the Look In field.
7. Choose Any Part Of Field if you want to search for your entry anywhere within a field, choose Whole Field if
you want the field to match the sequence of characters you entered, or choose Start Of Field if you want the
field to begin with a sequence of characters you entered.
8. Choose All in the Search field if you want to search the entire table, Up to search upward from your current
location, or Down to search downward from your current location.
9. Click Find Next to begin your search. Access finds the first entry that matches your find criteria. Continue
clicking Find Next to find additional matches.
Note: If you want to find and replace, open the Find and Replace dialog box (follow steps 1 through 3)
and then activate the Replace tab. In the Replace With field, enter the sequence of characters you want to use to
replace what you find. Complete the other fields on the tab the same as you would if you were doing a Find. Click
Find Next to find the first instance for which you are searching. Click Replace to replace that instance. Click Replace
All to replace every instance.
Create Relationships
In Access, you store data in multiple tables and then use relationships to join the tables. After you have created
relationships, you can use data from all of the related tables in a query, form, or report.
A primary key is a field or combination of fields that uniquely identify each record in a table. A foreign key is a value in
one table that must match the primary key in another table. You use primary keys and foreign keys to join tables
together—in other words, you use primary keys and foreign keys to create relationships.
There are two valid types of relationships: one-to-one and one-to-many. In a one-to-one relationship, for every
occurrence of a value in table A, there can only be one matching occurrence of that value in table B, and for every
occurrence of a value in table B, there can only be one matching occurrence of that value in table A. One-to-one
relationships are rare because if there is a one-to-one relationship, the data is usually stored in a single table.
However, a one-to-one relationship can occur when you want to store the information in a separate table for security
reasons, when tables have a large number of fields, or for other reasons. In a one-to-many relationship, for every
occurrence of a value in table A, there can be zero or more matching occurrences in table B, and for every one
occurrence in table B, there can only be one matching occurrence in table A.
When tables have a one-to-many relationship, the table with the one value is called the primary table and the table
with the many values is called the related table. Referential integrity ensures that the validity of the relationship
between two tables remains intact. It prohibits changes to the primary table that would invalidate an entry in the
related table. For example, a school has students. Each student can make several payments, but each payment can
only be from one student. The Students table is the primary table and the Payments table is the related table.
Students
Student ID Last Name First Name
Primary Key
1 John Smith
2 Mark Adams
3 Valerie Kilm

Payments
Payment ID Student ID Amount Due Amount Paid
Primary key Foreign key
1 1 500 500
2 2 700 300
3 3 500 250
4 2 400 300
5 3 250 250
If you delete Student ID 1 from the Students table, Student ID 1 is no longer valid in the Payments table. Referential
integrity prevents you from deleting Student ID 1 from the Students table. Also, if the only valid Student IDs are 1, 2,
and 3, referential integrity prevents you from entering a value of 4 in the Student ID field in the Payments table. A
foreign key without a primary key reference is called an orphan. Referential integrity prevents you from creating
orphans.
To create relationships:
1. Close all tables and forms. (Right-click on the tab of any Object. A menu appears. Click Close All.)
2. Activate the Database Tools tab.

3. Click the Relationships button in the Show/Hide group. The Relationships window appears.
4. If anything appears in the relationships window, click the Clear Layout button in the Tools group. If you are
prompted, click Yes.
5. Click the Show Table button in the Relationships group. The Show Table dialog box appears.
6. Activate the Tables tab if your relationships will be based on tables, activate the Queries tab if your
relationships will be based on queries, or activate the Both tab if your relationships will be based on both.
7. Double-click each table or query you want to use to build a relationship. The tables appear in the
Relationships window.
8. Click the Close button to close the Show Table dialog box.
9. Drag the Primary table’s primary key over the related table’s foreign key. After you drag the primary key to
the related table’s box, the cursor changes to an arrow. Make sure the arrow points to the foreign key. The
Edit Relationships Dialog box appears.
10. Click the Enforce Referential Integrity checkbox.
11. Click Create. Access creates a one-to-many relationship between the tables.
12. Click the Save button on the Quick Access toolbar to save the relationship.
Tip: When you create a relationship, you can view the related table as a subdatasheet of the primary table.
Open the primary table and click the plus (+) in the far left column. The plus sign turns into a minus (-) sign. If the
Insert Subdatasheet dialog box opens, click the table you want to view as a subdatasheet and then click OK. Access
displays the subdatasheet each time you click the plus sign in the far left column. Click the minus sign to hide the
subdatasheet.
Tip: After a relationship has been created between two tables, you must delete the relationship before you
can make modifications to the fields on which the relationship is based. To delete a relationship:
1. Click the line that connects the tables.

Tip: When you create a lookup column, Access creates a relationship between the tables.
Lesson 5: Creating Microsoft Access Queries
You can use a query to view a subset of your data or to answer questions about your data. For example, if you want
to view a list of student names and email addresses, but you do not want to see addresses and other data, you can
create a query that displays the student’s first name, last name, and email address only. Alternatively, if you want to
know which students live in DE, you can restrict your list to those students. This lesson teaches you how to create a
query.
Open Tables or Queries in Query Design View

A query can be based on tables or on other queries. To create a query, you open the tables or queries on which you
are going to base your query in Query Design view, and then use the options in Design view to create your query.
You then click the Run button to display the results. You can save queries for later use.
To open tables or queries in Query Design view:

2. Click the Query Design button in the Other group. The Show Table dialog box appears.
3. Activate the Tables tab if you want to base your query on tables, activate the Queries tab if you want base
your query on queries or activate the Both tab if you want to base your query on both tables and queries.
4. Click to choose the table or query on which you want to base your query.
5. Click Add. The table appears in the window.
a. Click to choose the next table or query on which you want to base your query.
b. Continue clicking tables or queries until you have all the tables and queries you plan to use.
6. Click Close. Access changes to Query Design view.
Display All Records and All Fields

In Query Design view, each table has an option that allows you to display all of the fields and all of the records in a
table. This option appears on the field line on the drop-down menu as the table name followed by a period and an
asterisk (tablename.*).
To display all records and all fields:

1. Open a table or query in Query Design view.
2. Click the down-arrow in the first field on the Field row and then select the tablename.* option. The table
name appears on the table line.
3. Click the Run button. Access retrieves all of the fields and records for the table and displays them in
Datasheet view.
Change from Datasheet View to Query Design View

After you run a query, you can easily change back to Query Design view and make modifications to your query or
create a new query.
To change to Query Design view:

2. Click the down-arrow below View in the Views group. A menu appears.
3. Click Design View. Access changes to Query Design view. You can modify your query.
Tip: You can also click the Design button in the lower-right corner of the Access window to change to
Design view.
Retrieve a Single Column

You can use an Access query to retrieve a single column of data. Instead of choosing the tablename.* option on the
Field line in Query Design view, choose the name of the field you want to retrieve.
To retrieve a single column:

2. Choose the field name you want to display in the field line.
3. Click the Run button. Access retrieves the column you chose.
Retrieve Multiple Columns

You can use an Access query to retrieve multiple columns of data. On the Field line in Query Design view, choose
the field name of each field you want to retrieve in the order you want to retrieve them.
To retrieve multiple columns:

2. Choose the field names you want to retrieve in the order you want to retrieve them.
3. Click the Run button. Access retrieves the columns you chose.
Sort a Query
When creating a query, you can sort the rows you retrieve in ascending or descending order by choosing the option
you want on the Sort row in Query Design view.
To perform a sort:
3. Under the field you want to sort, click the down-arrow and then choose Ascending or Descending.
4. Click the Run button. Access retrieves the columns you chose and displays the rows in the order you
specified.
Sort Multiple Columns in a Query
As you learned in the previous section, you can sort the rows your query returns. You can also create sorts within a
sort. For example, you can sort by state and then within a state, you can sort by last name and then by first name.
You specify the sort in the order you want the sort to occur. If you want to sort by state and then by last name within a
state and then by first name within last name, you enter the sort in the following order: city, last name, first name.
Your sort order may not agree with the order in which you want to display fields. In such a case, you can use fields
that do not display to enter your sort order. To prevent a field from displaying, deselect the Show box on the Show
row.
To sort multiple columns:

3. Choose the field names you want to sort by in the order you want to sort.
4. Under the fields you want to sort by, choose Ascending or Descending.
5. Deselect the Show button for the columns you do not want to display.
specified.
Retrieve Specific Records
In the examples so far, you have been retrieving all of the records (rows) in your table. You can, however, specify
which records you wish to retrieve. For example, you can retrieve only those students who live in DE, only the student
whose student number is 5, or only those students whose birth date is 2/16/88.
You use logical operators such as = (equal), <> (not equal), > (greater than), or < (less than) to restrict the records
you retrieve. For example, if you only want to display students who live in DE, enter = "DE" in the State column on
the Criteria line. Access will only retrieve records where the value in the State column is equal to DE. Selection
criteria are not case-sensitive, so Access will retrieve records where the entry is DE, de, De, or dE.
Logical Operators
Operator Meaning Field Type Entry Format
= Equal to Character = "DE"

Number =5
Date = #2/16/88#
<> Not equal to Character <> "DE"
Number <> 5
Date <> #2/16/88#
> Greater than Character > "DE"
Number >5
Date > #2/16/88#
>= Greater than Character > = "DE"
or equal to Number >=5
Date > = #2/16/88#
< Less than Character < "DE"
Number <5
Date < #2/16/88#
<= Less than or Character <= "DE"
equal to Number <= 5
Date <= #2/16/88#
In Equal to any Character In ("DE", "NJ")
item in a list Number In (5, 9, 17)
Date In (#2/16/88#, #2/3/90#,
#12/15/88#)
Not In Not equal to Character Not In ("DE", "NJ")
any item in a Number Not In (5, 9, 17)
list Date Not In (#2/16/88#,
#2/3/90#, #12/15/88#)
Between Between two Character Between "C" And "F"
values, Number Between 5 And 10
greater than Date Between #1/1/88# And
or equal to #12/31/88#
one and less
than or equal
to the other
Not Between Not between Character Not Between "C" And "F"
two values Number Not Between 5 And 10
Date Not Between #1/1/88# And
#12/31/88#
Is Null The value is Character Is Null
missing from Number Is Null
the field Date Is Null
Is Not Null The value is Character Is Not Null
not missing Number Is Not Null
from the field Date Is Not Null
Like Like a Character Like "S*"
specified Number Like "1*"
pattern. Date Not Applicable
* means any
series of
characters.
? means any
single
character.
Not Like Not like a Character Like "S*"
specified Number Like "1*"
pattern. Date Not Applicable
* means any
series of
characters.
? means
many single
character.
When using the Like and Not Like criteria, where you place the asterisk(*) or question mark (?) determines the type of
search Access performs. Like "Jo*" finds all records in the field that begin with Jo. It would find Jones, Johnson, and
Jordan. Like "*son" finds all records in the field that end with son. It would find Stevenson, Jackson, and Peterson.
Like "*456*" finds all records that contain 456 anywhere in the field. It would find 456123789, 123456789, and
123789456. The sequence Like "?en" finds all three character field entries where the second and third characters
are en. It would find Ben, Len, and Jen. The sequence Like "Jo?" finds all three character field entries where the first
and second characters are Jo. It would return Joe, Joy, and Jon. The sequence Like "T?m" finds all three character
field entries where the first and third characters are T and m. It would return Tim, Tom, and Tam.
To retrieve specific records:

5. Deselect the Show button for columns you do not want to display.
6. Enter your selection criteria on the Criteria line.
specified.
Apply Multiple Criteria
You can apply multiple criteria to the same table. If you place two criteria on the same line, Access will only retrieve
records where both criteria are met. For example, if you want all records where the State is equal to "DE" and the
Last Name is equal to Smith, you would set the State field to = "DE" and the Last Name field to = "Smith" and you
would place both criteria on the same line.
If you place one set of criteria on the Criteria line and the second set of criteria on the Or line, Access will retrieve
records if either criteria are met. For example, you want all records where the State is equal to "DE" or the Last Name
is equal to Smith. You would set the State field to = "DE" and the Last Name field to = "Smith" and you would place
one set of criteria on the Criteria line and the other set of criteria on the Or line. Access will bring back all records
where the state equals DE and all records where the Last Name is equal to Smith no matter what the State is. You
can add additional and and or statements by using the lines below the Or line. For And clauses, place the criteria on
the same line; for Or clauses, place the criteria on separate lines.
To apply multiple criteria:

5. Enter your selection criteria on the Criteria line and the Or line, as needed.
6. Deselect the Show button for columns you do not want to display.
specified.
Create a Query That Uses Two or More Tables

If you want to view data from two or more tables or queries, you can create a query that pulls the data from multiple
tables or queries. The tables and queries from which you pull your data should have a relationship.
To create a query that uses two or more tables:
1. Open the tables and/or queries you want to use in Query Design view.
3. Choose the field names you want to sort by in the order you want to sort. Under the fields you want to sort
by, choose Ascending or Descending.
4. Enter your selection criteria, if necessary (Not applicable in this example).
5. Deselect the Show button for columns you do not want to display (Not applicable in this example).
specified.
Save a Query
After you create a query, you can save it. You can rerun a saved query at any time. If you change the data on which
the saved query is based, you will see the changes when you rerun the query.
To save a query:
1. Click the Save button on the Quick Access toolbar. Access saves the query unless you are saving for the
first time. If you are saving for the first time, the Save As dialog box appears.
2. Type the name you want to give your query.
3. Click OK. Access saves the query. You can now access the query by using the Navigation pane.
Tip: You can also save by right-clicking a query’s tab and then selecting Save from the menu that
appears. Access saves the query unless you are saving for the first time. If you are saving for the first time, the Save
As dialog box appears. Type the name you want to give the query and then click OK. Access saves the query. You
can now access the query by using the Navigation pane.
Tip: After you have saved a query, you can run it by opening the Navigation pane and then clicking the
name of the query.
Modify a Query
Once created, a query can be modified. Simply open the query in Query Design view and make the changes. You
can add columns, change the sort order, change the criteria, and make other changes.
In Query Design view, the Query Setup group offers several options that can assist you. Use the Insert Rows button
to insert a row in the criteria area. Click anywhere in the row before which you want to insert a new row and then click
the Insert Rows button.
Use the Insert Columns button to insert a column. Click anywhere in the column before which you want to insert
a column and then click the Insert Column button .
Use the Delete Rows button to delete a row in the criteria area. Click anywhere in the row you want to delete
and then click the Delete Row button.
Use the Delete Columns button to delete a column. Click anywhere in the column you want to delete and then
click the Delete Column button .

Use a Query to Make a Table
You can use a query to create a table. This is useful when you want to create a new table that includes the fields and
data from an existing table.
To create a table:
1. Open the table or query on which you want to base your new table on in Query Design view.
2. Enter the criteria on which you want to base your new table.
3. Click the Make Table button. The Make Table dialog box appears.
4. Type the name you want to give your new table.
5. Click OK.
6. Click Run. You see the following prompt.
7. Click Yes.
8. Close the query. (Right-click the query’s tab and then click Close.)
9. Double-click the new table’s name in the Navigation pane to view the new table.
Create a Parameter Query

If instead of entering predetermined criteria, you want to prompt users when a query runs, you can create a
parameter query. You create a parameter query by enclosing a question in square brackets ([]). For example, if you
want to create a parameter query that asks users which State they want to use from the Student’s table, you would
type [Which State?] on the Criteria line under the State column. When the query runs, Access will prompt the user for
the answer to your question.
To create a parameter query:

2. Create your query.
3. On the Criteria line, type the prompt within square brackets.
4. Click the Run button. Access prompts you.
5. Respond to the prompt.

6. Click OK. Access displays the results of your query in Datasheet view.
Note: If you want to make your user prompt more flexible, use one of the following formats.
Returns all records that contain the

Like "*" & [Prompt] & "*" value you enter.
Example: If you enter ad, Access
returns all records that include the
sequence ad anywhere in the field.
Like "*" & [Prompt] Returns all records that end with the
value you enter.
Example: If you enter S, Access
returns all records that end with S.
Like [Prompt] & "*" Returns all records that begin with the
value you enter.
Example: If you enter S, Access
returns all records that begin with S.
> [Prompt] Find all records with a value greater
than the value you enter.
Example: If you enter 5, Access
returns all records that are greater
than 5.
Note: You can also use < (less

than) ,<= (less than or equal to) >=,
>= (greater than or equal to), or <>
(not equal)
Lesson 6: Creating Forms
Access forms are much like paper forms: you can use them to enter, edit, or display data. They are based on tables.
When using a form, you can choose the format, the arrangement, and which fields you want to display. This lesson
teaches you how to create forms.
Using the Form Button
Access can automatically create several types of forms. For example, when you click the Form button on the Create
tab, Access places all fields in the selected table on a form. If the table has a one-to-many relationship with one other
table or query, Access creates a stacked form (the records are displayed in a column) for the primary table and a
datasheet for the related table. If there are several tables with a one-to-many relationship, Access does not create the
datasheet.
To create a form:
1. Open the Navigation pane.

2. Click the table or query on which you want to base your form.
4. Click Form in the Forms group. Access creates a form.
You can use the Navigation bars to move through the records on a form.
1 Go to First Record
2 Go to Previous Record
3 The Current Record
4 Go to Next Record
5 Go to Last Record
6 Create a New (Blank) Record
Tip: After you create a form, you can save it. You can open a saved form at any time.
To save a form:
1. Click the Save button on the Quick Access toolbar. Access saves the form unless you are saving for the first
time. If you are saving for the first time, the Save As dialog box appears.
2. Type the name you want to give the form.
3. Click OK. Access saves the form. You can now access the form by using the Navigation pane.
You can also save by right-clicking a form’s tab and then selecting Save from the menu that appears. Access saves
the form unless you are saving for the first time. If you are saving for the first time, the Save As dialog box appears.
Type the name you want to give the form and then click OK. Access saves the form. You can now access the form by
using the Navigation pane.
Create a Split Form

A split form is a form in which the same data is displayed in two views simultaneously. One part of the form displays
in Form view (stacked fields), while the other part displays in Datasheet view. The two views are synchronized, so as
you select a field in one view, it is automatically selected in the other view. You can add, change, or delete the data in
either view. Using a split form gives you the benefits of two types of forms in a single form. For example, you can use
the datasheet portion to locate records and the form portion to edit records.
To create a split form:

4. Click Split Form in the Forms group. Access creates a split form.
Create a Multiple Items Form
You can use the Multiple Items button on the Forms tab to create a form that displays multiple records, one record
per row.
To create a multiple items form:

4. Click Multiple Items in the Forms group. Access creates a multiple items form.
Tip: A view is a way of looking at an Access object. Forms have three views: Form view, Layout view, and
Design view. You can enter, edit, and view data in Form view. You can modify a form in Layout view or Design view.
In Layout view, you can see your data, and the form you see closely resembles what your form will look like when you
view it in Form view. You can make most, but not all, changes to your form in Layout view. Design view displays the
structure of your form. In this view you cannot see the underlying data, but you can perform some tasks in Design
view that you cannot perform in Layout view. This tutorial focuses on Layout view.
To change the view:
1. Open the form.

2. Activate the Format tab.
4. Click the view you want.
Modify a Form
After you create a form, it opens in Layout view, where you can modify it.
To change the size of a field:
1. Click a side of the field and drag to change the width of the field.
2. Click the top or bottom of a field and drag to change the height of a field.
To move a datasheet:
1. Click the datasheet to select it.

2. Click and drag the four-sided arrow in the upper-right corner to move the datasheet.
To resize a datasheet:
1. Click the datasheet to select it.

2. Click a side of the datasheet and drag to change the width.
3. Click the top or bottom of the datasheet and drag to change the height.
To apply an AutoFormat:
The AutoFormat option on the Format tab enables you to apply formats quickly, such as background colors, field
colors, field label colors, and fonts.

2. Click AutoFormat. The AutoFormat menu appears.
3. Click the format you want to apply.
To change a form title:
When you create a form, by default, Access uses the form name as the title. You can change the title.

2. Click the Title button.
3. Type the new title.
To add the date and time:
You can easily add the date and time to your form.

2. Click the Date and Time button. The Date and Time dialog box appears. Select the date and time format you
want. The date and time appear on your form.
Change Fonts and Formats
You can use options on the Format tab to manually apply individual formats to your report. However, before you can
apply a format to a field or field label, you must select it. To select a field or field label, click it. To select multiple
items, hold down the Shift key and then click each item you want to select. A box surrounds selected items.
Button Shortcut Function

Key
Layout View—Format Tab, Font Group
Apply a font to the current selection.
Set the size of the font for the current

selection.
Ctrl-b Bold the current selection.
Ctrl-i Italicize the current selection.
Ctrl-u Underline the current selection.
Ctrl-l Left-align the selection.
Ctrl-r Right-align the selection.
Ctrl-e Center the selection.
Change the alternating color. For

example, you can have every other
row on a datasheet appear in an
alternating color.
Layout View—Format Tab, Formatting Group
Apply a Number format.
Use a currency symbol.
Change to percent.
Use thousand separators.
Increase decimal places.
Decrease decimal places.
Layout View—Format Tab, Gridlines Group
Add gridlines.
Change the weight of gridlines.
Change the style of gridlines.
Change the color of gridlines.
Layout View—Format Tab, Controls Group
Add a logo.
Add or change a title.
Add a date and time.
Set line thickness.
Set line style.

Set line color.
Lesson 7: Creating Reports
Reports organize and summarize data for viewing online or for printing. A detail report displays
all of the selected records. You can include summary data such as totals, counts, and percentages
in a detail report. A summary report does not list the selected records but instead summarizes the
data and presents totals, counts, percentages, or other summary data only. Access has several
report generation tools that you can use to create both detail and summary reports quickly. This
lesson teaches you how to create reports.
Use the Report Button
The Report button creates a simple report that lists the records in the selected table or query in a
columnar format.
To use the Report button:

2. Click the table or query on which you want to base your report.
4. Click the Report button in the Reports group. Access creates your report and displays your
report in Layout view. You can modify the report.
Tip: After you create a report, you can save it.
1. Click the Save button on the Quick Access toolbar. Access saves the report unless you are saving
for the first time. If you are saving for the first time, the Save As dialog box appears.
2. Type the name you want to give your report.
3. Click OK. Access saves the report. You can now access the report by using the Navigation pane.
As with other objects, you can also save a report by right-clicking the reports tab and selecting
Save. Saved reports appear in the Navigation pane.
Tip: Reports created by using the Report button are plain and simple. The Modify a
Report section of this lesson teaches you how to customize a report to meet your needs.
Tip: Access reports created simply by using the Report button have several sections.
They are detailed in the following table.
Sections of a Report
Report Header Appears at the top of the first page

and displays the report title.
Page Header Appears at the top of every page and
displays the headings (field labels)
for each column.
Page Footer Appears at the bottom of every page
and displays the page number and
total number of pages.
Detail Section Appears between the page header
and page footer and displays the
records from the table or query.
Report Footer This section is optional. Appears on
the last page of the report and
displays summary information such
as grand totals.
Use the Report Wizard
You can also use the Report Wizard to create a report. The Report Wizard provides you with
more flexibility than you get by using the Report button. You can choose the tables and fields,
group the data, sort the data, summarize the data, choose a layout and orientation, apply a style,
and title your report. Follow the steps shown here to create a report by using the Report Wizard:
To create a report by using the Report Wizard:

Open the Report Wizard

2. Click Report Wizard in the Reports group. The Report Wizard appears.
Select tables, queries and fields
When using the Report Wizard, you can use fields from multiple tables and/or queries if the
tables/queries have a relationship.
1. Click the down-arrow next to the Table/Queries field and then click the table from which you
want to select fields.
2. Click a field and then click the single-right arrow to select a single field, click the double-right
arrows to select all fields, click a field and then click the single-left arrow to deselect a single
field, or click the double-left arrow to deselect all fields.
3. Repeat steps 1 and 2 for each table from which you want to select fields.
4. Click Next. The Report Wizard moves to the next page.
Group
When using the Report Wizard, you can group data. Grouping puts all of the values in a field
into a group based on the field’s value. For example, if your data is grouped by the Department
field and the records in the Department field have values such as Administration, Computer
Science, and English. Access will group all of the data for the Administration department
together, all of the data for the Computer Science department together, and all of the data for the
English department together.
1. Click to select the field by which you want to group your data. You may not see this page of the
wizard if you are selecting data from a single table.
3. Click a field you want to group by.
4. Click the right-arrow to select a field; click a field and then click the left arrow to deselect a field.
Use the up- and down-arrows to change the order of the groupings. If you are only using one
table, this may be your first opportunity to select a field to group by.
5. Repeat steps 3 and 4 for each field you want to group by.
Sort and summarize
By using the Report Wizard, you can create up to four levels of sort. Access sorts the first level,
and then sorts the second level within that sort, and so on. If you have grouped your data, you
can summarize it by displaying the sum, average, and minimum or maximum value for each
numeric field. You can choose to have your report display just the summary data or each detail
line and the summary data. There is also an option that allows you to display the percent the sum
of each group is of the grand total. All of the fields in your report may not fit on a single page.
You can have Access automatically adjust the size of the font so that every field fits.
1. Click the down-arrow and then select the field you want to sort by.
2. Click the button to choose ascending or descending order. Clicking the button toggles between
Ascending and Descending. You can sort up to four levels.
3. Click the Summary Options button. The Summary Options window appears.
4. Click to select the summary data you want.
5. Click to select whether you want detail and summary data or if you want summary data only.
6. Click if you want to calculate the percent to the total for sums.
7. Click OK. The Summary Options window closes.
Layout and orientation
You can choose the layout and orientation of your report. The layout determines where each field
appears on the page. Access provides three options to choose from: Stepped, Block, and Outline.
When you choose an option, the left side of the window displays a graphic of the layout.
Orientation determines whether Access creates the report in portrait or landscape. Most paper,
such as paper sized 8 1/2 by 11, is longer on one edge than it is on the other. If you print in
Portrait, the shortest edge of the paper becomes the top of the page. Portrait is the default option.
If you print Landscape, the longest edge of the paper becomes the top of the page.
1. Click to select a layout.

2. Click to select a page orientation.
3. Choose the Adjust The Field Width So All Fields Fit On A Page option if you want all fields to fit
on a single page.
Style
A style is a set of formats consisting of such things as background colors, fonts, font colors, and
font sizes. Access supplies predesigned styles that format titles, labels, and more. When you
choose a style, the left side of the window displays a preview.
1. Click to select a style.

Create a title
On the final page of the Report Wizard, you can title your report. The title appears at the top of
the report and on the Navigation pane.
1. Type the title you want to give the report.
2. Click Finish. Access creates, saves, and opens your report in Layout view.
Tip: Reports created with the Report Wizard may have the following two sections in
addition to the sections found in reports created by using the Report button.
Sections of a Report
Group Header Appears before a group and displays

information about the group.
Group Footer Appears after a group and
summarizes the group data.
Modify a Report
After you create a report, you can modify it. You can add groups or sorts, add fields, change
labels, and perform many other tasks.
You can view a report in Report view, Layout view, Design view, and Print Preview. You can
modify a report in Layout view or Design view. In Layout view, you can see your data, and the
report you see closely resembles how your report will look when you print it. You can make
most, but not all, changes to your report in Layout view. Design view displays the structure of
your report. In this view you cannot see the underlying data, but you can perform some tasks in
Design view that you cannot perform in Layout view. This tutorial focuses on Layout view.
To change to Layout view:
1. Open your report.

3. Click the View button. A menu appears.
4. Click Layout View. Access changes to Layout view.
Change the Size of a Field or Label
If the data in a field or label seems crowded, if some of the data in the field or label does not
appear, or if the data appears as pound signs (####), the field or label is too small.
To change the size of a field or label:
1. Click the field or label. A border appears around it.

2. Click a side of the border and drag outward to increase the width. Click a side of the border and
drag inward to decrease the width.
Tip: Incidentally, if you want to change the height of records, click the top or bottom of
a field border and drag upward or downward.
Add a Group or Sort
When you create a report by clicking the Report button, you are not given options that enable
you to group or sort. You can use the Group & Sort button on the Format tab to create a group or
sort. When you create a report by using the Report Wizard, you can use the Group & Sort button
to add or modify a group or sort.
To Group or Sort:
Open the Group, Sort, and Total pane
1. Open your report in Layout view.

3. Click Group & Sort in the Grouping and Totals group. The Group, Sort, and Total pane appears.
Add a group
4. Click Add A Group and then select the field by which you want to group. Access groups and sorts
the field.
Add a sort
5. Click Add A Sort and then select the field on which you want to sort. Access sorts the field.
Groups and sorts display in the Group, Sort, and Total pane in levels. Access performs the
highest-level group or sort first, the second level next, and so on.
After you have added a group or sort, you can set several options by clicking the More button
and then clicking the down-arrow next to each option and making your choices.
Group, Sort, and Total Pane Options
Option Description
Sort order Use these options to choose
With A on top from ascending or descending
From smallest to largest order.
From oldest to newest
Group interval Set how you want to group. For
example, if you want to group
by the first letter of the last
name so that all As are together,
all Bs are together. etc., you can
select By First Character.
Totals Select the field you want to total
on and the type of total you
want. Your total can be a sum,
average, count, etc. You can
also choose whether you want to
show a grand total, totals as a
percentage of a grand total,
display totals in the header, or
display totals in the footer.
Title Allows you to add or change the
field label.
With or without a header Group headers precede each
section group. This option allows you to
determine whether you want a
header section.
With or without a footer Group footers are printed at the
section bottom of each group. This
option allows you to determine
whether you want a footer
section.
Keep group together Use these options to determine
where a page break will occur
when you print:
Do not keep group together on
one page. This option allows
page breaks within a group.
Keep whole group together on
one page. This option prevents
page breaks within a group.
Keep header and first record
together on one page. This
option prevents a header from
printing at the bottom of a page
with no records.
There are three buttons on the right side of the Group, Sort, and Total pane. If you want to delete
a group or sort, click the group or sort you want to delete and then click the Delete button.
Groups and sorts execute in the order they are listed in the Group, Sort, and Total pane. If you
want to change the order of execution, click the group or sort you want to move up or down and
then click the Move Up or Move Down button to move a group or sort up or down a level.
To add a field:
3. Click the Add Existing Fields button in the Controls group. The Field List pane appears.
4. Click Show All Tables if the field you want to add does not appear.
5. Click the field you want to add and drag it onto your report. A thick line appears on the report.
Access places the field before the line. If you want the field to appear in the detail area, be sure
to drag it to the detail area.
To delete a field:

2. Click the field you want to delete.
3. Press the Delete key. Access deletes the field.
To move a column:

2. Click the column label.
3. Drag the column to the new location. Access moves the column to the new location.
To change a title:

2. Double-click in the Title field.
3. Click and drag to select the current title.
4. Type a new title.
5. Click anywhere outside the Title field. Access changes the title.
To change a field label:

2. Double-click the field label.
3. Click and drag to select the label name.
4. Type the new label name.
5. Click anywhere outside the label. Access changes the field label.
To change the paper size:

2. Activate the Page Setup tab.
3. Click the Size button in the Page Layout group. A menu appears.
4. Click the size of the paper you are going to print on.
To change paper orientation:

3. Click Portrait or Landscape to choose the orientation you want to use. Access changes the page
orientation.
To change margins:

3. Click the Margins button in the Page Layout group. A menu appears.
4. Click the margin size you want. Access changes the page margin.
To add page numbers:

3. Click the Insert Page Number button in the Controls group. The Page Numbers dialog box
appears.
4. Click a radio button to choose a format.
5. Click a radio button to choose a position.
6. Click the down-arrow in the Alignment field and then choose an alignment.
7. Deselect Show Number On First Page if you do not want the page number to appear on the first
page.
8. Click OK. Access places the page number in your report.
To add current date or time:

3. Click the Date and Time button in the Controls group. The Date and Time dialog box
appears.
4. Deselect the Include Date box if you do not wish to include the date.
5. Click to select a format if you are including the date.
6. Deselect the Include Time box if you do not wish to include the time.
7. Click to select a format if you are including the time.
8. Click OK. Access places the date and/or time in your report.
Apply an AutoFormat
You can use the AutoFormat option on the Format tab to apply formats such as background
colors, fonts, and font sizes quickly.
To apply an AutoFormat:

2. Click AutoFormat. The AutoFormat menu appears.
3. Click the format you want to apply.
You can use options on the Format tab to manually apply formats to your report. However,
before you can apply a format to a field or field label, you must select the field or field label by
clicking it. To select multiple items, hold down the Shift key and then click each item you want
to select. A box surrounds selected items.
Button Shortcut Function

Key
Layout View—Format Tab, Font Group
Apply a font to the current selection.
Set the size of the font for the current
selection.
Ctrl-b Bold the current selection.
Ctrl-i Italicize the current selection.
Ctrl-u Underline the current selection.
Change the alternating color. For

example, you can have every other row in
the detail area appear in alternating colors.
Layout View—Format Tab, Formatting Group
Apply a Number format.
Use a currency symbol.
Change to percent.
Use thousand separators.
Increase decimal places.
Decrease decimal places.
Layout View—Format Tab, Gridlines Group
Add gridlines.
Change the weight of gridlines.

Change the style of gridlines.
Change the color of gridlines.
Layout View—Format Tab, Controls Group
Add a logo.
Add a title.
Set line thickness.
Set line style.

Set line color.
Tip: After you modify your report, you must save it if you want to keep the changes.
To save, click the Save button on the Quick Access toolbar or right-click the report’s tab and
then click Save.
Create Mailing Labels
In Access, the easiest way to create a mailing label is to use the Label Wizard. The Label Wizard
extracts name and address data from your database and formats it so you can print it on
commercially available labels.
Each time you view or print labels, the data are extracted from the database, so as you update
your database, Access updates your labels.
To create labels:
Open the Labels Wizard
1. Click the table or query you want to use to create a label.

3. Click Labels in the Reports group. The Labels Wizard appears.
Choose a product number
Most commercially available labels have a product number. You should be able to find the
number on the box. You use the product number to tell Access the dimensions of your labels and
the number of columns and rows that are on a page.
1. Click to select the Product Number in the Product Number field.

2. Click Next. The Label Wizard moves to the next page.
Choose a font, font size, font weight, and color
A font is a set of characters (text) represented in a single typeface. Each character within a font is
created by using the same basic style. The Label Wizard has options that allow you to select a
font, font size, weight, and color. You can also choose to italicize or underline the text in your
labels.
1. Click the down-arrow next to the Font Name field and then select the font. A preview appears in
the Sample box.
2. Click the down-arrow next to the Font Size field and then select the font size. A preview appears
in the Sample box.
3. Click the down-arrow next to the Font Weight field and then select the font weight. A preview
appears in the Sample box.
4. Click the button next to the Text Color field and then select a color you want your text to have. A
preview appears in the Sample box.
5. Click the Italic box if you want to italicize. A preview appears in the Sample box.
6. Click the Underline box if you want to underline. A preview appears in the Sample box.
Create a layout
You create the layout of your labels by selecting fields and placing them in the Prototype Label
box. You type any text or spaces that you want to appear on your label.
1. Click a field name and then click the right-arrow to place the field on the prototype label.
2. Press the spacebar to leave spaces.
3. Press the Enter key to move to a new line.
4. Type any text you want to appear on the label.
Sort
When creating labels, you can sort on any field and you can have multiple levels of sort. For
example, you can sort by last name and then by first name.
1. Click to choose the fields you want to sort by. Click the single right-arrow to select a single field,
click the double right-arrow to select all fields, click the single left-arrow to deselect a single
field, click the double left-arrow to deselect all fields.
Title the report
1. Type a title for your report. The title will appear in the Navigation pane.
2. Click Finish. Access displays the labels in Print Preview.
Tip: When you complete your labels you may get the following message.
When printing mailing labels, you can usually ignore this message. Click the Show Help button
to read the following:
This message may be the result of using a report created with the
Label Wizard. This error message is commonly encountered when
printing to label pages that have three or more labels per row.
Usually this message can be ignored.
If you do need to change the layout, try one or both of the
following:
 Reduce the width of the controls on the report.

 Reduce the width of the report to make sure the report is not
wider than the printable area of the page.
Note that page size is dependent on the printer and the physical
size of the paper you are printing to. In some cases it is necessary
to rotate the page orientation from portrait to landscape to
accommodate the selected print width.
Tip: When you view labels in Report view, they may appear in a single column. To see
how your labels will appear when printed, use Print Preview.
Print a Report
Often, the people who use Access data only see a printed report. In Print Preview, you can see
exactly how your report will look when printed, you can make changes to it, and you can print it.
To print, click the Print button in the Print group. The Print dialog box opens and you can select
your print options.
To change to Print Preview:
1. Open your report.

4. Click Print Preview. Access changes to Print Preview.
Several options are available to you in Print Preview.
Print Preview Options
Print Displays the Print dialog box. You

can select such options as the printer,
print range, and number of copies.
Use this option to print your report.
Size Click the Size button to set the size of
the paper you are going to print on.
Portrait Click the Portrait button to print with
the shortest side of the paper as the
top.
Landscape Click the Landscape button to print
with the longest side of the paper as
the top.
Margins Click the Margins button to select a
margin size of Normal, Wide, or
Narrow. Margins define the amount
of white space that surrounds your
report.
Print Data Only Prints the report data without other
elements such as titles, and labels.
Zoom Changes the cursor to a magnifying
glass. When the magnifying glass
displays a minus sign (–), you can
zoom out. When the magnifying glass
displays a plus sign (+), you can
zoom in.
Click the down-arrow under the
Zoom button to display a menu and
choose a zoom level.
One Page Displays one page of the report in the
Access window.
Two Page Displays two pages of the report in
the Access window.
More Pages Displays a menu from which you can
choose the number of page you want
to display.
Tip: To view a report online, use Report view. Open your report. Activate the Home
tab. Click the down-arrow under the View button. Click Report view. Your report displays in
Report view.
Lesson 1: The PowerPoint Window
PowerPoint is a presentation software package. With PowerPoint, you can easily create slide shows. Trainers and
other presenters use slide shows to illustrate their presentations.
This lesson introduces you to the PowerPoint window. You use the window to interact with the software. To begin,
open PowerPoint 2007. The window appears and your screen looks similar to the one shown.
Note: Your screen will probably not look exactly like the screen shown. In PowerPoint 2007, how a window displays
depends on the size of the window, the size of your monitor, and the resolution to which your monitor is set.
information fits on your screen, but the size of the text and images are smaller. Also, settings in PowerPoint 2007,
Windows Vista, and Windows XP allow you to change the color and style of your windows.
In the upper-left corner is the Microsoft Office button. When you click the button, a menu appears. You can use the
menu to create a new file, open an existing file, save a file, and perform many other tasks.
commands you frequently use. By default, Save, Undo, and Redo appear on the Quick Access toolbar. You use Save
to save your file, Undo to rollback an action you have taken, and Redo to reapply an action you have rolled back.
The Title Bar

The Title bar is located at the top in the center of the PowerPoint window. The Title bar displays the name of the
presentation on which you are currently working. By default, PowerPoint names presentations sequentially, starting
with Presentation1. When you save your file, you can change the name of your presentation.
The Ribbon
1 Tabs
2 Command Group
3 Command Buttons
4 Launcher
You use commands to tell PowerPoint what to do. In PowerPoint 2007, you use the Ribbon to issue commands. The
Ribbon is located near the top of the PowerPoint window, below the Quick Access toolbar. At the top of the Ribbon
are several tabs; clicking a tab displays several related command groups. Within each group are related command
buttons. You click buttons to issue commands or to access menus and dialog boxes. You may also find a dialog box
launcher in the bottom-right corner of a group. When you click the dialog box launcher, a dialog box makes additional
commands available.
Rulers
Rulers are vertical and horizontal guides. You use them to determine where you want to place an object. If the rulers
do not display in your PowerPoint window:
1. Click the View tab.

2. Click Ruler in the Show/Hide group. The rulers appear.
Slides, Placeholders, and Notes
1 Slide
2 Placeholders
3 Notes
Slides appear in the center of the window. You create your presentation on slides.
Placeholders hold the objects in your slide. You can use placeholders to hold text, clip art, charts, and more.
You can use the notes area to creates notes to yourself. You can refer to these notes as you give your presentation.
Status Bar, Tabs, View Buttons, and More

Status Bar 6 Vertical & Horizontal
1
Splitter Bars
2 Outline Tab 7 Minimize Button
3 Slides Tab 8 Maximize/Restore

Button
4 View Buttons 9 Close Button
5 Zoom
The Status bar generally appears at the bottom of the window. The Status bar displays the number of the slide that is
currently displayed, the total number of slides, and the name of the design template in use or the name of the
background.
The Outline tab displays the text contained in your presentation. The Slides tab displays a thumbnail of all your slides.
You click the thumbnail to view the slide in the Slide pane.
The View buttons appear near the bottom of the screen. You use the View buttons to change between Normal view,
Slider Sorter view, and the Slide Show view.
Normal View
Normal view splits your screen into three major sections: the Outline and Slides tabs, the Slide pane, and
the Notes area. The Outline and Slides tabs are on the left side of your window. They enable you to shift
between two different ways of viewing your slides. The Slides tab shows thumbnails of your slides. The
Outline tab shows the text on your slides. The Slide pane is located in the center of your window. The Slide
pane shows a large view of the slide on which you are currently working. The Notes area appears below the
Slide pane. You can type notes to yourself on the Notes area.
Slide Sorter View
Slide Sorter view shows thumbnails of all your slides. In Slide Sorter view, you can easily add, delete, or
change their order of your slides.
Slide Show
Use the Slide Show view when you want to view your slides, as they will look in your final presentation.
When in Slide Show view:
Esc Returns you to the view you were using previously.
Left- Moves you to the next slide or animation effect. When

clicking you reach the last slide, you automatically return to
your previous view.
Right- Opens a pop-up menu. You can use this menu to

clicking navigate the slides, add speaker notes, select a
pointer, and mark your presentation.
Zoom allows you to zoom in and zoom out on the window. Zooming in makes the window
larger so you focus in on an object. Zooming out makes the window smaller so you can see the entire window.
You can click and drag the vertical and horizontal splitter bars to change the size of your panes.
You use the Minimize button to remove a window from view. While a window is minimized, its title appears on the
taskbar. You click the Maximize button to cause a window to fill the screen. After you maximize a window,
clicking the Restore button returns the window to its former smaller size. You click the Close button to exit the
window and close the program.
Lesson 2: Creating Your First PowerPoint Presentation
You create your PowerPoint presentation on slides. You use layouts to organize the content on each slide.
PowerPoint has several slide layouts from which to choose.
Themes are sets of colors, fonts, and special effects. Backgrounds add a colored background to your slides. You can
add themes and backgrounds to your slides. After you complete your slides, you can run your presentation.
Create a Title Slide

When you start PowerPoint, PowerPoint displays the title slide in the Slide pane. You can type the title of your
presentation and a subtitle on this slide. To enter text:
 Click and type the title of your presentation in the "Click to add title" area.
 Click and type a subtitle in the "Click to add subtitle" area.
If you do not wish to use the title slide, click the Delete Slide button in the Slides group on the Home tab.
EXERCISE 1
Create a Title Slide
1. Open PowerPoint. You are presented with a title slide.
2. Enter the information shown here. Type College Scholarships and Financial Aid in the Click to Add Title
text box. Type Paying for College in the Click to Add Subtitle text box.
Create New Slides
After completing your title slide, you can create additional slides. To create a new slide:
2. Click the New Slide button in the Slides group. The Office Theme dialog box appears and displays
several layout templates.
3. Click the layout you want. The layout appears in the Slide pane of the PowerPoint window.
3. To add text, click inside the placeholder and type.

4. To add an additional slide to your presentation, do one of the following:
Right-click the slide layout. A menu appears. Click Layout and then click the layout you want.
Choose the Home tab, click the New Slide button , and then choose the slide layout you want.
EXERCISE 2
Create New Slides

2. Click the New Slide button in the Slides group. The Office Theme dialog box appears.
3. Click the Title and Content Layout. The slide appears on the Slides tab.
4. Enter the information shown here. Type Here is what to do: (including the colon) in the Click to Add Title
text box. Type the bulleted text in the Content text box.
Create an Outline
If you need to present the information in your slide in outline form, you can easily create an outline by using the
Increase List Level button to create a hierarchy.
3. Click the Title and Content layout.
4. Enter the information shown here. Click the Increase List Level button in the Paragraph group to indent
the bullets for Stafford Loans and PLUS Loans. If you ever need to decrease an indent, use the Decrease
List Level button in the Paragraph group.

Use Two-Column Text
You can also place text in two separate columns.
3. Click the Two Content layout.
4. Enter the information shown here.
Make Changes to Your Slides

After creating a slide, if you want to add text:
1. Place the mouse pointer at the point at which you would like to add text.
2. Type the information you want to add.
If you would like to change text:

1. Select the text you want to change.
2. Type the new text.
You can use the Backspace key to delete text. You can also delete text by highlighting the text and pressing the
Delete key.
Apply a Theme
A theme is a set of colors, fonts, and special effects. Themes provide attractive backgrounds for your PowerPoint
slides.
To apply a theme to all of the slides in your presentation:

2. Click the More button in the Themes group.
3. Click the design you want.
To apply a theme to selected slides:
1. Click the Slides tab, located on the left side of the window.
2. Hold down the Ctrl key and then click to select the slides to which you want to apply a theme.
5. Right-click the theme you want to apply. A menu appears.
6. Click Apply to Selected Slides. Excel applies the theme to the slides you selected.
You can add a dramatic effect to your theme by applying a background.

2. Click the Background Styles button .
3. Click the background you want.
EXERCISE 3
Apply a Theme

3. Click the theme you want. PowerPoint applies the theme to all of the slides in your presentation.
Add a Background

2. Click the Background Styles button .
3. Click the background you want. PowerPoint applies the background to your slides.
Run Your PowerPoint Slide Show

After you create your slides, you can run your slide show:
1. Do any one of the following:

o Press F5.
o Choose the Slide Show tab. Click the From Beginning button in the Start Slide Show group.
o Click the Slide Show icon in the bottom-right corner of your screen.
Your slide show appears on your screen.
Navigating the Slide Show
Task Procedure
Go to the next slide. Do one of the following:
 Press the Right Arrow

key.
 Press the Enter key.
 Press the Page Down
key.
 Left-click the slide.
Go to the previous slide. Do one of the following:
 Press the Left Arrow key.

Press the Backspace
key.
 Press the Page Up key.
End the slide show and return to Press the Esc key.
PowerPoint.
EXERCISE 4
Run Your Slide Show
1. Press F5 to run the slide show.

2. Use the arrow keys on your keyboard to move forward and backward through your slides.
3. Use the Esc key to return to Normal view.
Lesson 3: Animations, Transitions, Spell Check, Outline Tab, Slides Tab,

Sorter View, and Printing
Animations control how objects move onto, off of, and around your slides. Transitions control how your presentation
moves from one slide to the next. This lesson teaches you how to create animations and transitions. It also teaches
how to spell-check your document, how to use the Outline and Slides tabs, how to use Sorter view, and how to print.
Add Animations
You can animate the objects on your PowerPoint slides. PowerPoint provides four types of animations: Entrance,
Emphasis, Exit, and Motion Paths. An Entrance animation determines the manner in which an object appears on a
slide; for example, an object can move onto a slide. An Emphasis animation does something to draw attention to an
object; for example, the object can become larger. An Exit animation determines the manner in which an object
leaves a slide; for example, an object can move off a slide. A Motion Paths animation determines how an object
moves around a slide; for example, an object can move from left to right.
After you add an animation, you can use the Custom Animation pane to modify it by choosing an effect. Choosing an
effect enables you to define what starts the animation, its properties (such the direction from which an object moves
onto the slide), and control the speed of the animation. In addition, you can have an animation start when you click
the mouse, start along with the previous animation, or start at a specified time after the previous animation.
If the Auto Preview box is checked on the Custom Animation pane, PowerPoint provides you with preview of your
animation after you create it and each time you modify it. You can also use the Play button on the Custom
Animation pane to preview an animation.
To choose an effect:
1. Select the object you want to animate.

2. Choose the Animations tab.
3. Click the Custom Animation button . The Custom Animation pane appears.
4. Click the Add Effect button . A menu appears.
5. Choose the type of effect you want. A submenu appears.
6. Click the effect you want. PowerPoint applies the effect.
To modify an effect:
1. Click the down arrow next to the Start field on the Custom Animations pane and then select the start method
you want.
2. Click the down arrow next to the Property field on the Custom Animations pane and the select the property
you want. The Property field might be labeled Direction, Size, or some other property.
3. Click the down arrow next to the Speed field on the Custom Animations pane and then select the speed you
want to apply to your animation.
To preview the animation, click the Play button on the Custom Animations pane.
EXERCISE 1
Add an Animation to a Slide

1. Click Slide 2 on the Slides tab.
2. Select "Start saving early."
4. Click the Custom Animation button . The Custom Animation pane appears.
6. Choose Entrance. A submenu appears.
7. Click Fly In. PowerPoint applies the effect. If the Auto preview box is checked, PowerPoint automatically
provides you with a preview of the animation.
Modify the Effect
1. Click the down arrow next to the Start field and then select After Previous.
2. Click the down arrow next to the Direction field and then select From Bottom.
3. Click the down arrow next to the Speed field and then select Medium.
Add Another Animation

1. Select "Apply for financial aid."
3. Choose Entrance. A submenu appears.
4. Click Fly In. PowerPoint applies the effect. If the Auto preview box is checked, PowerPoint automatically
provides you with a preview of the animation.
Modify the Animation
1. Click the down arrow next to the Start field and then select After Previous. The Apply for Financial Aid field
appears in the center of the Custom Animation pane.
2. Click the down arrow next to the Apply for Financial Aid field and then click Timing. The Fly In dialog box
appears.
3. Type 0.05 in the Delay text box.
4. Click OK.
5. Click the down arrow next to the Direction field and then select From Bottom.
6. Click the down arrow next to the Speed field and then select Medium. If the Auto preview box is checked,
PowerPoint automatically provides you with a preview of the animation. You can click the Play button
on the Custom Animation pane at anytime to preview an animation.
Add Transitions
Transitions determine how your presentations move from one slide to the next. For example, a slide can move up
onto the screen and replace the previous slide. PowerPoint provides several transition methods. You can add sound
to a transition and you can control its speed. You can apply a transition to selected slides or to all of the slides in your
presentation.
A transition can occur when the presenter clicks the mouse or after the amount of time you specify.
To apply a transition to selected slides:
1. On the Slides tab, hold down the Ctrl key and then click the slides to which you want to apply the transition.
3. Click the More button in the Transition to this Slide group. A menu of transitions appears.
4. Click the transition you want to apply. PowerPoint applies the transition. As you roll your pointer over each
transition, PowerPoint provides you with a live preview of the transition.
To apply a transition to all slides:

3. Click the transition you want to apply. As you roll your pointer over each transition, PowerPoint provides you
with a live preview of the transition.
4. Click the Apply to All button in the Transition to This Slide group.
To add a sound to a transition:

2. Click the down arrow next to the Transition Sound field and then click the sound you want. As you roll your
pointer over each sound, PowerPoint plays the sound.
To set the speed of a transition:

2. Click the down arrow next to the Transition Speed field and then click the speed you want.
If you want the transition to occur after the presenter clicks the mouse, check the On Mouse Click check box. If you
want a transition to occur after a specified period of time, check the Automatically After check box and then specify
the amount of time you want to elapse before the transition occurs. The On Mouse Click check box and the
Automatically After check box are both located on the Animations tab in the Transition to This Slide group.
EXERCISE 2
Add Transitions

s
3. Click the Push Up transition. As you roll your pointer over each transition, PowerPoint provides you with a
live preview of the transition.
Add Sound and Set the Speed
1. Click the down arrow next to the Transition Sound field and then click Click.
2. Click the down arrow next to the Transition Speed field and then click Slow.
Advance Slide
1. Check the On Mouse Click check box.

2. Click the Automatically After check box.
3. Type 00:07 in the Automatically After text box.
4. Click the Apply to All button . PowerPoint applies all of your changes to all of the slides.
5. Click Slide 1 on the Slides tab.
6. Type 00:03 in the Automatically After text box. PowerPoint changes the timing for Slide 1.
Spell Check
PowerPoint checks your spelling as you type and displays errors with a red wavy line under the misspelled word. You
can right-click and then select the correct spelling from the list of offerings on the menu that appears or select
Spelling to open the Spelling dialog box. If you need to, you can initiate a spell check anytime you like. To start a spell
check, do one of the following:
 Press F7.
 Choose the Review tab and then click the Spelling button .
If the spell check finds a possible spelling error, the Spelling dialog box opens with the spelling error highlighted. You
can respond in several ways.
Response Procedure
Do not change spelling. Click Ignore.
Correct spelling. 1. Click the correct spelling in the

Suggestions box.
2. Click Change.
Add to dictionary. Click Add.
Word is correct. Do not change Click Ignore All.

presentation.
Word is incorrect. Change Click Change All.

entire presentation.
EXERCISE 3
Spell Check
1. Press F7
2. Correct any spelling errors PowerPoint finds. If PowerPoint does not find any errors, the Spelling Check is
Complete message box appears. Click OK.
Use the Outline and Slides Tabs

By default, the Outline and Slides tabs are located on the left side of your PowerPoint window. The Outline tab
displays the text contained in your presentation. The Slides tab displays a thumbnail of all your slides. You click the
thumbnail to view the slide in the Slide pane.
EXERCISE 4
Use the Outline and Slides Tabs
1. Choose the Slides tab to view thumbnails of your slides.

2. Choose the Outline tab to view the text of your presentation as an outline.
Use Slide Sorter View

After you have created your PowerPoint slides, you can move, cut, copy, paste, duplicate, navigate, and view them in
Sorter view. To view the slides in Sorter view, do one of the following:
 Choose the View tab and then click the Slide Sorter button in the Presentation Views group.
 Click the Slide Sorter button in the bottom-right corner of the PowerPoint window.
Slide Sorter View

Task Procedure
Move to first slide. Use Ctrl+Home.
Move to last slide. Use Ctrl+End.
Move to next slide. Use the right arrow.
Move to previous slide. Use the left arrow.
Select a slide. Single-click the slide.
Open a slide in Normal view. Double-click the slide.
Select slides. Select a single slide:
1. Click the slide you want to

select.
Select multiple slides:
1. Hold down the Ctrl key.

2. Click the slides you want to
select.
Delete a slide. 1. Select the slide or slides

you want to delete.
1. Select the slide or slides

you want to delete.
2. Choose the Home tab and
then click the Delete button
.
Slide Sorter View
Task Procedure
Copy a slide. 1. Select the slide.
3. Click the Copy button in
the Clipboard group.
1. Select the slide.

2. Press Ctrl+C.
Paste a slide. 1. Select the slide after which

you want the new slide or
slides to appear.
3. Click the Paste button
in the Clipboard group.
1. Select the slide after which

you want the new slide or
slides to appear.
2. Press Ctrl+V.
Cut a slide. 1. Select the slide or slides

you want to cut.
3. Click the Cut button in
the Clipboard group.
1. Select the slide or slides

you want to cut.
2. Press Ctrl+X.
Move a slide. 1. Select the slide (or slides)

you want to move.
2. Drag it to the new location.
Duplicate a slide. 1. Select the slide (or slides)

you want to duplicate.
2. Press Ctrl+D.
EXERCISE 5
Use Slide Sorter View

2. Click Slide Sorter in the Presentation Views group.
3. Double-click a slide to view it in Normal view.
Print
PowerPoint provides you with many printing options. You can print a large view of your slides or you can print your
slides as handouts with 1, 2, 3, 4, 6, or 9 slides per page. You can also print your Notes pages or the Outline view of
your slides.
To print:

2. Choose Print.
3. Click Print Preview.
4. Click the down arrow next to the Print What field in the Page Setup group and then select what you would
like to print. A preview appears onscreen.
5. Click the Print . The Print dialog box appears.
6. Click the down arrow next to the Color/Grayscale field to select whether you want your slides to print in
color, grayscale, or black and white. If you are using a black and white printer, choose black and white. You
will use less ink or toner.
7. Click OK.
EXERCISE 6
Print an Outline
2. Choose Print.
3. Click Print Preview. The Print Preview tab appears.
4. Click the down arrow next to the Print What field in the Page Setup group and then select Outline View.
5. Click the Print button . The Print dialog box appears.
7. Set the other print settings.
8. Click OK. Your outline prints.
Print Your Slides

2. Choose Print.
4. Click the down arrow next to the Print What field in the Page Setup group and then select Slides.
8. Click OK. Your slides print.
Print Your Slides as a Handout

2. Choose Print.
4. Click the down arrow next to the Print What field in the Page Setup group and then select Handouts (4 slides
per page).
8. Click OK. Your handouts print.
What is Windows Vista?
Operating systems control the functions performed by a computer. For example, the operating system on your
computer controls the input from the keyboard and mouse to your computer, the opening and closing of programs,
the transfer of information to a printer, the organization of the files on your computer, and the screen display. To
function, every computer must have an operating system. Windows Vista is an operating system. It was released by
the Microsoft Corporation in late 2006.
Windows Vista comes in several versions: Home Basic, Home Premium, Business, Ultimate, and Enterprise. The
features available to you depend on the version of Windows Vista you have.
Windows Vista Enterprise is for large global organizations and is only available to organizations with desktops
covered by Software Assurance agreements or organizations with a Microsoft Enterprise Agreement that includes the
Windows desktop component.
Windows Vista Home Basic is the entry-level edition. Geared toward home computer users, Home Basic has features
that allow you to search your computer, search the Web, browse the Internet, view photos, send and retrieve e-mail,
and set parental controls. Windows Defender and Windows Firewall are included with Windows Vista Home Basic.
Windows Defender helps protect your computer from spyware. Spyware is malicious software you install on your
computer inadvertently or is put on your computer without your consent. Windows Firewall helps protect your
computer from malicious software and unauthorized access to your computer.
Windows Vista Home Premium has most of the features found in Windows Vista Home Basic plus additional features
such as Aero, Windows Media Center, Windows Meeting Space, Windows Mobility Center, Windows SideShow, and
Tablet PC support. Windows Aero features translucent windows and smooth animations, including the capability to do
three-dimensional flips through open windows. It also provides a thumbnail preview of the contents of open windows
when you pause your mouse pointer over the window’s identifier on the taskbar or Alt-Tab through windows. With
Windows Media Center, you can record and watch TV shows, listen to Internet and FM radio, view home movies,
create slide shows, and burn CDs or DVDs. You can use Windows Meeting Space to set up meetings in which you
can share documents, programs, or your desktop with others. Windows Mobility Center provides a convenient
location for you to adjust the settings for your mobile PC. With Windows SideShow, you can send information from
your computer to other devices such as mobile phones, hand-held computers, and TVs. A tablet PC is a mobile
computer that you can interact with by writing on the screen or by using your finger or a pen. You can use Windows
Vista Premium with a tablet PC.
Windows Vista Business is designed for small businesses. It is simple to use and has mechanisms that protect your
information from unauthorized viewing.
Windows Ultimate includes all the features of Windows Vista Home Premium and Windows Vista Business and has
extra features such as DreamScene, Language Packs, and BitLocker Drive Encryption. With DreamScene, you can
use full-motion video as your wallpaper. Language packs allow you to install multiple languages on a single PC.
BitLocker Drive Encryption encrypts your data to protect it from unauthorized viewing.
Windows Vista Feature Comparison

Features Basic Home Business Ultimate
Premium
Windows X X X X
Defender
Windows X X X X
Firewall
Instant Search X X X X
Network and X X X X
Sharing Center
Internet X X X X
Explorer 7
Parental X X
Controls
Windows Aero X X X
Mobility Center X X X
Tablet PC X X X
Support
Windows X X X
Meeting Space
Windows X X X
Sideshow
Windows Media X X
Center
Windows X X
Complete
Backup and
Restore
Windows Fax X X
and Scan
Scheduled X X X
Backup
Remote X X
Desktop
Connection
Window X
BitLocker Drive
Encryption
Windows DVD X X
Maker
Windows Movie X X
Maker in High
Definition
If you do not have Windows Vista or if the version of Windows Vista you have
does not have the features you need, you can upgrade your operating system.
What is a desktop?
If you are using Windows Vista, after you start your computer the first thing you see is the desktop. The desktop is
your work area.
Can you explain the Windows Vista desktop?
The following table explains the various features of the Windows Vista desktop.
Feature Explanation
Taskbar By default, the taskbar is located on the
bottom edge of the desktop. You can click the
taskbar and drag it to other locations. The
Start button, active program buttons, icons for
quick access to programs, and the notification
area are located on the taskbar.
Recycle Bin When you delete an object, Windows Vista
sends it to the Recycle Bin. You can restore
objects from the Recycle Bin or you can
permanently delete them.
Shortcut icon Icons with an arrow in the lower-left corner are
shortcut icons. Click the icon for quick access
to the object it represents (program,
document, printer, and so on).
Program, folder, and Program, folder, and document icons do not
document icons have an arrow in the lower-left corner. These
icons represent the actual objects and provide
direct access to the objects. Be careful: When
you delete a program, folder, or document
icon, you are deleting the actual program,
folder, or document.
Sidebar The default placement for the Windows Vista
sidebar is along the right side of your desktop.
You can use the sidebar to display gadgets.
Gadgets are small programs with which you
can display a clock, post notes, track stocks,
or perform other miscellaneous tasks.
Can you explain the taskbar?
The taskbar is a long bar that by default runs along the bottom of your desktop. The Start button, Quick Launch
toolbar, active program buttons, and the notification area are located on the taskbar.
1 Start 2 Quick Launch Toolbar
3 Active Program Buttons 4 Notification Area
You click the Start button to display the Start menu. You use the Start menu to open programs and to perform other
functions such as searching for files.
On the taskbar, right next to the Start button is the Quick Launch toolbar. Using the Quick Launch toolbar, you can
open a program or file simply by clicking its icon. To add an icon to the Quick Launch toolbar:
1. Locate the program you want to add.

3. Click Add to Quick Launch. Vista adds the program to the Quick Launch toolbar.
1 Show Desktop 2 Switch Between Windows
Two icons appear on the Quick Launch toolbar by default: the Show Desktop icon and the Switch between Windows
icon. You can display the desktop by clicking the Show Desktop icon. You can use the Switch between Windows icon
to display all open windows in 3D flip if your version of windows has Aero or you can use the Switch between
Windows icon to tab through open windows if your version of Vista does not have Aero.
When using Vista, each program, document, or other type of file opens in its own window. You can have multiple
programs, documents, and files open at a given time. A button for each open program, file, or document window
displays on the taskbar. You can quickly move from one open file to another open file by clicking the files button. If
you have a large number of files open, Vista may group all files of a given type together. For example, if you have
several Microsoft Word documents open, Vista may group them together. When you click the button for Microsoft
Word, Vista displays a menu of open Word files. You can click the document you want to open.
The notification area is located on the right side of the task bar. It displays several icons and the current time. The
icons that display depend on the way in which your computer is configured. You can move your mouse pointer over
an icon to see the current settings for the option the icon represents. In many cases, you can click the icon to change
the settings. For example, the Volume icon is located in the notification area. When you pause your over the Volume
icon the volume setting for the speakers on your computer appears. You can click the icon to adjust the volume.
When I finish working with my computer, what should I do?
When you finish working with your computer, you should put your computer in sleep mode:
1. Click the Start button. The Start menu appears.
2. Click the Power button. Vista puts your computer in the sleep mode.
When you click the Power button, Vista saves all of your work, turns off the display screen, and puts your computer in
sleep mode. To indicate that your computer is in sleep mode, some of the lights on your computer may blink and/or
change color.
What do you mean when you say my computer is in sleep mode?
In sleep mode, your computer consumes very little electricity. When you need to use your computer again, you can
press your computer’s power-on switch to resume work quickly. Instead of shutting your computer down when you
are not using your computer, you should put your computer in sleep mode.
I am using a laptop. Won’t putting my computer in sleep mode drain my computer’s battery?
A sleeping computer uses very little energy. Microsoft, the maker of Windows Vista, recommends that you put your
computer, whether a desktop or a laptop, in sleep mode when you are not using it. A sleeping computer should not
drain your computer’s battery. However, if your power becomes dangerously low, Vista saves your work to your hard
drive and then shuts your computer down.
How do I wake up my computer?
To wake up your computer, press your computer’s power-on switch.
Do I ever need to shut down my computer?
Generally, when you are not using your computer, you should put your computer in sleep mode. However, if you are
making changes to your computer hardware, such as installing memory or adding a hard drive, you should shut your
computer down. You may also need to shut your computer down when you add hardware to your system, such as a
new printer.
How do I shut down my computer?

2. Click the arrow in the lower-right corner of the start menu. A menu appears.
3. Click Shut Down. Your computer shuts down.
When you need to restart your computer, press your computer’s power-on switch.
What is a program?
You use programs, also referred to as software, to perform tasks when using a computer. For example, if you want to
use your computer to write a letter, you can use a word-processing program such as Microsoft Word. If you want to
keep accounting records, you can use an accounting program such as QuickBooks.
How do I start a program?
To start a program:
1. Click the Start button, located in the lower-left corner of your screen. A menu showing the programs you use
most frequently appears on the left, and commonly performed tasks appear on the right.
2. Click the program you want to open. Vista starts the program.
I do not see the program I want to open. What should I do?
After you click the Start button, a search box appears just above it. You can use the search box to locate programs or
anything else that is located on your computer, including documents that contain the word you type. Type the name
of the program, e-mail, file, or whatever you are looking for in the Search box. Vista searches your computer. The
results of the search appear on the Start menu. When you see the program you are looking for, you can click the
program name to open the program.
Is there a menu that lists all my programs?

2. Click All Programs. A listing of programs and program folders appears.
3. Click a program to open a program, or click a folder to open a folder and then click the program name. Vista
starts the program.
Note: You may not be able to view all of your programs on the screen at one time. Click and drag the scrollbar up or
down to change which programs are in view.
Can I customize the Start menu?
You can customize the Start menu to suit your personal style. If you right-click the Start menu, a context menu
appears (a context menu performs an action related specifically to the object you click). You can click an option on
the context menu to perform all of the actions discussed in the next several questions.
How do I add a program to the first page of the Start menu?
1. Find the program name in the All Programs list.

2. Right-click the program name. A context menu appears.
3. Click Pin To Start Menu. The program appears on the first page of the Start menu above the horizontal line.
How do I remove a program from the first page of the Start menu?
1. Right-click the program name. A context menu appears.

2. Click Unpin From Start Menu. Vista removes the program from the first page of the Start menu.
If the program is located below the horizontal line, right-click the program name and then click Remove from This List.
How do I copy an item that is located on the Start menu or the Program menu?
1. Right-click the item. A context menu appears.

2. Click Copy. Vista copies the program.
You can paste the copy to your desktop to create a desktop shortcut.
1. Right-click your desktop.

2. Click Paste. Vista creates a desktop shortcut.
How do I rename an item on the Start menu or the Program menu?

2. Click Rename. Vista highlights the name.
3. Type the new name.
4. Press Enter. Vista changes the name.
How can I quickly locate files and folders?
You can use the Vista Search feature to locate documents, folders, pictures, music, and e-mails that are located on
your computer. You can also use the Vista Search feature to locate a document that includes a particular word or
phrase. When you click Search on the Start menu, the Search window appears. A search field is located in the upper-
right corner of the window. In the search field, type the name of the file or folder you are looking for, the date it was
last modified, or even the author of the file. As you type, Vista searches for the file. Vista also provides you with a
several options to narrow your search. You can click All to search everything, E-mail to search e-mail, Document to
search documents, and so on.
1. Click the Start button.

2. Click Search. The Search dialog box appears.
3. Type the filename, the folder name, the date the file was last modified, or the author of the file in the Search
field. As you type, Vista attempts to locate the file. The results of the search appear in the window. You can
click the filename to open the file.
By default, vista searches indexed locations. Indexed locations are locations that are stored in your Personal folder.
To close the Search window, click the X in the upper-right corner.
What does the Advanced Search option do?

In the Search Explorer window, you can click the button next to the words Advanced Search to display several
options with which you can refine your search. The advanced search option enables you to search by date, location,
file size, or property.
Field Entry Type

Date Find any file that was
created or modified on,
before, or after a specified
date.
Location Specify where you want to
look. Indexed locations are
locations that are stored in
your Personal folder.
Size Specify that you want to look
for files that are above or
below a certain size.
Property Limit your search to files that
have a specific name, tag, or
author.
To close the Search window, click the X in the upper-right corner.
What is the Most Recently Used Document list?
As you work, Windows Vista tracks the files and programs you have used. It lists these files and programs on the
Most Recently Used Document list. To view the list:

2. Click Recent Items on the right side of the Start menu. A list of recent files and programs appears.
To open a file listed on the Most Recently Used Document list, click the filename.
How do I set the number of files that display on my Most Recently Used Document list?
1. Right-click the Start button. A context menu appears.

2. Click Properties. The Taskbar and Start Menu Properties dialog box appears.
3. Click the Start Menu tab.
4. Click Customize. The Customize Start Menu dialog box appears.
5. Type the number of files you want Vista to display in the Number of Recent Programs to Display field. You
can enter any number between 0 and 30.
6. Click OK. The Customize Start Menu dialog box closes.
7. Click Apply.
8. Click OK. Taskbar and Start Menu Properties dialog box closes and Vista resets the number of files that
display on the Most Recently Used Document list.
How do I disable my Most Recently Used Document list?
1. Right-click the Start button. A context menu appears.

2. Click Properties. The Taskbar and Start Menu Properties dialog box appears.
3. Click the Start Menu tab.
4. Deselect Store and Display a List of Recently Opened Files.
5. Deselect Store and Display a List of Recently Opened Programs.
6. Click Apply.
7. Click OK. Vista clears and stops maintaining your most recently used document list.
Where are the games?
Several games are included with Windows Vista. To access the games:
1. Click the Start button, which is located in the lower-left corner of the screen. The Start menu appears.
2. Click Games. The Games Explorer window appears.
3. Double-click the game you want to play. The game starts.
How do I change the date and/or time that displays on my computer?
You can use the Date and Time dialog box to change both the date and the time your computer displays.

2. Click Control panel. The Control Panel appears.
3. Click Clock, Language, and Region. The Clock, Language, and Region pane appears.
4. Click Set Time and Date. The Time and Date dialog box appears.
5. Click Change Date and Time. The User Account Control dialog box may appear, if so click Continue. The
Date and Time Settings dialog box appears.
To change the day of the month:

 Click the day of the month you want.
To change the month:

1. Click the month and year. All of the months of the year display.
2. Click the month you want. Vista changes the month.
To change the year:

1. Click the month and year. All the months of the year appear.
2. Click the year. A list of years appears.
3. Click the year you want. If you do not see the year you want, use the arrow keys on your keyboard to scroll
forward or backward through the list.
4. Click OK.
How do I change my Time Zone?

2. Click Control Panel. The Control Panel window appears.
3. Click Clock, Language, and Region. The Clock, Language, and Region dialog box appears.
4. Click Change the Time Zone. The Date and Time dialog box appears.
5. Click Change Time Zone.
6. Click the down-arrow on the Time Zone field and then select the correct time zone.
7. Click OK. The Time Zone Settings dialog box closes.
8. Click OK. The Date and Time dialog box closes. Vista changes the time zone on your computer.
If you want your computer to automatically adjust for daylight savings time, click the Automatically Adjust Clock for
Daylight Savings Time checkbox.
How do I install a new printer?
A USB port is a socket on your computer that allows you to plug devices such as a printer, digital camera, or scanner
into your computer. If your printer can be connected to your computer via a USB port, Vista may be able to
automatically install your printer. To add a network, Bluetooth, or wireless printer:

3. Click Hardware and Sound. The Hardware and Sound window appears.
4. Click Add a Printer. The Add Printer Wizard appears.
5. Click Add a Network, Wireless, or Bluetooth. The Add Printer Wizard finds all available printers.
6. Select the printer you want to install.
7. Follow the steps outlined by the wizard to complete the installation.
How do I cancel a print job?

4. Click Printers. The Printers window appears.
5. Double-click the printer you are using. The printer’s dialog box appears.
6. Click the job you want to stop. If you want to stop more than one job, hold down the Ctrl key while you click
the additional jobs.
7. Click Document, which is located on the menu bar. A drop-down menu appears.
8. Click Cancel. You asked if you are sure you want to cancel the print job.
9. Click Yes. Vista cancels the print job.
When you start a print job, a print icon may appear on the taskbar in the notification area. You can click the icon to
open the printer’s dialog box mention in step 5.
How do I cancel every print job?

5. Double-click the printer you are using. The printer’s window appears.
6. Click Printer, which is located on the menu bar.
7. Click Cancel All Documents. The document you are printing may finish, but Windows Vista cancels all other
documents.
How do I temporarily stop selected jobs from printing?

5. Double-click the printer you are using. The printer’s window appears.
6. Right-click the document you want to pause. A menu appears.
7. Click Pause Printing. Vista pauses the printing of your document.
How do I restart print jobs I temporarily stopped?

4. Click Printer. The Printers window appears.
5. Double-click the printer you are using. The Printer window appears.
6. Right-click the document that you want to resume printing. A menu appears.
7. Click Resume. The document starts printing again.
What is a desktop shortcut?
A desktop shortcut, usually represented by an icon, is a small file that points to a program, folder, document, or
Internet location. Clicking on a shortcut icon takes you directly to the object to which the shortcut points. Shortcut
icons contain a small arrow in their lower-left corner. Shortcuts are merely pointers; deleting a shortcut does not
delete the item to which the shortcut points.
How do I create a desktop shortcut?
If the item is located on the Start menu:
1. Click Start. The Start menu appears.

2. Locate the item to which you want to create a
shortcut. If the item is located on a submenu, go
to the submenu.
4. Click Send To. A submenu appears.
5. Click Desktop (Create Shortcut). Vista creates a
shortcut to the item.
If the item is visible in the Windows Explorer:
1. Open Windows Explorer.

2. Locate the item for which you want to create a shortcut.
4. Click Send To. A submenu appears.
5. Click Desktop (Create Shortcut). Vista creates a shortcut to the item.
How do I create a desktop shortcut to a Web page?
If you are using Internet explorer:
1. Click the icon that precedes the URL on the address bar.
2. Drag the icon to your desk top. Vista creates the shortcut.
Now, when you click on the shortcut, the Web page will open.
How do I turn a Web link into a desktop shortcut?

1. Click the link in your browser window (usually underlined text) and drag it to the desktop. An icon appears on
your desktop.
2. Click the icon to go directly to the link’s destination. If your browser is not open, clicking the icon starts the
browser.
How does the Create Shortcut Wizard work?
You can use the Create Shortcut Wizard to add a shortcut to your desktop.
1. Right-click the desktop. A context menu appears.

2. Click New. A submenu appears.
3. Click Shortcut. The Create Shortcut dialog box appears.
4. Type in the location of the item to which you want to create a shortcut. Alternatively, browse to find the item.
5. Click Next. The next Create Shortcut dialog box appears.
6. Accept the default name or type in a new name.
7. Click Finish. Vista creates the shortcut.
How do I rename a desktop shortcut?
The name of the desktop shortcut displays below its icon. For example, if you create a shortcut to the program
Microsoft Word, the name Microsoft Word displays below the icon. To rename a shortcut:
1. Right-click the shortcut. A context menu appears.

2. Click Rename.
3. Type a new name.
4. Press Enter. Vista renames the icon.
I have a shortcut that opens a program on my desktop. How do I add it to the Start menu?
1. Right-click the shortcut icon. A menu appears.

2. Click Pin To Start menu. The program appears on the Start menu, above the horizontal line.
How do I change the icon associated with an object on the desktop?
1. Right-click the icon. The context menu appears.

2. Click Properties. The Properties dialog box appears.
3. Click the Change Icon button. The Change Icon dialog box appears.
4. Click the icon of your choice.
5. Click OK. The Change Icon dialog box closes.
6. Click Apply.
7. Click OK. Vista closes the Properties dialog box. Vista changes the icon.
Note: Not all icons can be changed. If you do not see the Change Icon button or if the change icon button is dimmed,
the icon cannot be changed.
How do I delete a desktop shortcut?
1. Click the shortcut.

2. Press the Delete key. Vista asks if you are sure you want to delete the shortcut.
3. Click Yes.
Remember, shortcuts have an arrow in the lower-left corner. If the icon you delete does not have an arrow in the
lower-left corner, it is not a shortcut and deleting the icon deletes the object.
What is wallpaper?
Wallpaper is the background that displays on your desktop.
How do I change my wallpaper?

2. Click Control Panel, which is located on the right side of the Start menu. The Control panel appears.
3. Click Change the Desktop Background. It is listed under Appearance and Personalization.
4. Select the wallpaper you want from the ones that appear or click the down-arrow in the picture location field
to select another wallpaper category. Note: If you would like to display an image you created, you can click
Browse to find the image.
5. Click to select how you want your image to appear on the screen. Choose from the following:
Option Explanation
Center Place the image in the center of the screen.
Tile Have the image display as tiles across and down the
screen.
Stretch Stretch the image so the image covers the entire screen.
What is a font?
A font is a set of characters represented in a single typeface. Each character within a font is created by using the
same basic style.
Can you explain font size?
Fonts are measured in points. There are 72 points to an inch. The number of points assigned to a font is based on
the distance from the top to the bottom of its longest character.
How do I install a new font?
You must purchase or otherwise obtain the font you want to install. Then:

2. Click Control Panel.
3. Click Appearance and Personalization.
4. Click Install or Remove a Font, which is located under Fonts. The Fonts window appears.
5. Click File, which is located on the menu bar of the Fonts window. Press the Alt key if you do not see the
menu bar.
6. Click Install New Font.
7. Specify the drive and folder where the font you want to install is currently located. The fonts appear in the
List of Fonts box.
8. Highlight the font you want to install.
9. Select Copy Fonts To Fonts Folder (this puts a copy of the font you are installing in the Fonts folder).
10. Click Install. If you are prompted for permission to continue, click Continue. Vista installs the font.
11. Click Close. The Add Fonts dialog box closes.
What is the Character Map?
The Character Map displays the characters available in a selected font. To view the Character Map dialog box:

2. Click All Programs. The All Programs menu appears.
3. Click Accessories. A submenu appears.
4. Click System Tools. A submenu appears.
5. Click Character Map.
The dialog box shown here appears.
6. Select a font from the Font field drop-down menu. The characters of the font appear in the boxes in the
center of the window.
7. Click a character box to display an enlarged version of the character.
8. Double-click a character to send the character to the Characters To Copy field.
9. Click Copy. Vista places the character on the Clipboard. You can paste it into other programs.
Note: You can send multiple characters to the Characters to Copy field. Click the Copy button to move the
Characters To Copy field contents to the Clipboard.
What are drives?
Drives are hardware components used to store data. Almost all computers come with at least two drives: a hard drive
(for storing large volumes of data) and a CD or CD/DVD drive (for storing smaller volumes of data that you can easily
transport from one computer to another). The hard drive is typically designated the C:\ drive, and the CD drive is
typically designated the D:\ drive. If you have an additional internal drive, it may be designated the A:\ drive. If your
hard drive is partitioned (divided into several parts) or if you have additional drives, the letters E:\, F:\, G:\, and so on
are assigned.
What are folders and files?
Folders are used to organize the data stored on your drives. A file is a collection of related information or a
computerized document. The files that make up a program are stored together in their own set of folders. When you
create files, a good idea is to organize them in folders and to store files of a like kind in a single folder. Microsoft
recommends that you store your documents under the Documents folder, your pictures under the Pictures folder, and
your Music under the Music folder.
How does Vista organize files and folders on drives?
Vista organizes folders and files in a hierarchical system. The drive is the highest level of the hierarchy. You can put
all of your files on a drive without creating any folders, but that is like putting all of your papers in a file cabinet without
organizing them into folders. It works fine if you have only a few files, but as the number of files increases, there
comes a point at which things are difficult to find. To avoid this, create folders and put related material together in
folders.
A diagram of typical drives and how they are organized is shown here.
At the highest level, you have some folders and perhaps some files. You can open any of the folders and put
additional files and folders into them. This creates a hierarchy.
Will you explain Explorer windows?
You use Explorer windows to search for and manage the files on your computer. When you open your Personal
folder or click Documents, Pictures, Music, Games, Computer, or Network on the Start menu, an Explorer window
appears. Explorer windows consist of several parts: the Forward and Back buttons, the Address bar, the Instant
Search box, the Command bar, the Menu bar, the Navigation pane, the File List, the Headings, the Preview pane,
and the Details pane.
N Area N Area
o o
1 Forward and Back 2 Address bar
buttons
3 Instant Search box 4 Command bar
5 Menu bar 6 Navigation
pane
7 File List 8 Headings
9 Preview pane 10 Details pane
Area Description
Forward and Back Buttons You can use the Forward and Back
buttons to move forward and
backward through your searches.
Address Bar The Address bar provides drop-
down menus for the current
navigation path. A navigation path
is the sequence of folders on a
drive that you must open to get to
the file for which you are looking.
The folders are ordered from the
highest to lowest point in the
hierarchy. You can use the
Address bar to move up or down
the navigation path. You can also
use the Address bar to find
recently visited Web sites and prior
searches.
Instant Search Box In the Instant Search box, you can
search for folders and files on your
computer by typing the folder or
filename. You can also use the
Search box to find all documents
that contain a particular word or
phrase or have a specific property.
Command Bar By using the Command bar, you
can perform a variety of tasks
related to managing and organizing
the files on your computer. For
example, you can use the
Command bar to cut, copy, and
paste files.
Menu Bar For the most part, the Menu bar
has the same features as the
Command bar. By using the Menu
bar, you can perform a variety of
tasks that relate to managing and
organizing the files on your
computer. Because the Command
bar and the Menu bar perform
many of the same functions, by
default the Menu bar does not
display. To display the Menu bar,
press the Alt key.
Navigation Pane You can use the Navigation pane
to open a folder. For easy access,
commonly used folders are listed
at the top of the Navigation pane.
File List When you open a folder, Vista lists
the contents of the folder in the File
List.
Headings Headings appear at the top of the
File List. Headings identify the file
properties.
Preview Pane For programs that support this
feature, the Preview pane shows
you the contents of a document
without opening the document.
Details Pane You can use the Details pane to
view, add, and/or change a
document’s properties. Properties
are characteristics that are either
automatically assigned to a file or
assigned to a file by you.
Properties include such things as
the date the file was last modified,
the author, and the document
category.
How do I tell Explorer which parts of the Explorer window to display?
Start by opening an Explorer window:

2. Click the name of your Personal folder, Documents, Pictures, Music, Games, or Computer.
3. An Explorer window opens.
Select the parts you want to display:
1. Click Organize on the Command bar. A menu appears.

2. Click Layout. A submenu appears.
3. Click to select all the options you want to appear in the Explorer window. Choose from Menu Bar, Details
Pane, Preview Pane, and Navigation Pane.
Note: Choosing Menu Bar causes the menu to permanently display.
What is a Personal folder?
When you log on to Windows Vista for the first time, you must create an account. Thereafter, you log on to your
computer by clicking the account name. After you create an account, Vista creates a Personal folder for you. Vista
stores the folders you will use most often, such as the Documents, Pictures, and Music folders, under your Personal
folder. Vista gives your Personal folder the same name as your account name. For example, my account name is
Denise Etheridge; Vista named my Personal folder Denise Etheridge. Clicking your Personal folder name opens an
Explorer window. I will use the Personal folder to illustrate how to use an Explorer window.
How do I open my Personal folder?

2. Click the name you entered when you created your account. The name is located at the top of the Start
menu’s right column.
When you open the Personal folder, an Explorer window similar to the one shown here appears.
How do I open a folder?
To open a folder that is located under the Favorite Links area of the Navigation pane, click the folder name. The
contents of the folder appear in the File List.
If the folder you are looking for does not appear under Favorite Links:
1. Click Folders, which is located in the lower-left corner of the Navigation pane. Additional folders appear. The
folders are structured in a hierarchy as they were in Windows XP, which is the previous version of the
Windows operating system.
2. Click the folder you want to open.
To close the Folders area, click the word Folders again. It may have moved to the top of the Navigation pane.
How do I open a file or a folder that is located in the File List?
When you open a folder, the folders and files contained in the folder appear in the File List. To open a file, double
click the filename. You can also open the folders that appear in the File List by double-clicking them.
How do I create a new folder?
To create a new folder:
1. Locate the folder in which you want to create the new folder.
2. Click Organize on the Command bar.
3. Click New Folder. Vista creates a new folder.
4. Type a name for the folder.
5. Press Enter. Vista changes the name of the folder.
Can I search for files and folders?
To search for a file or even for a word that is contained in a file, use the Instant Search box located in the upper-right
corner of your Personal folder:
1. Type what you are searching for in the Instant Search box. As you type, Vista displays the results of the
search in the File List.
2. Double-click a filename to open the file.
Can I save a search?
You can save a search so you can use it again.
1. Create your search.

2. Click Save Search. The Save As dialog box appears.
3. Type the name you want to give your search.
4. Click Save. Vista saves the search in the Searches folder.
To run your search again:
1. Click Searches in the Navigation pane. The Searches folder appears.

2. Double-click the search you want to run. Vista runs the search.
How does the Address bar work?

The Address bar is located in the upper-left corner of an Explorer window. You can use the Address bar to navigate
through your folders. To open a folder:
1. Click the arrow next to the folder name. A list of the folders in that folder appears.
2. Click the folder you want to open.
You can move up and down the folder hierarchy (path) by clicking folder names.
Can I add folders and saved searches to the Navigation pane?
You can open the folders and execute the searches on the Navigation pane simply by clicking them. If you have a
folder or search you access frequently, you may want to add it to the Navigation pane.
1. Locate the folder or search you want to add.

2. Click and drag the folder or search to the Navigation pane. You can now click the folder name or the search
to open the folder.
If you use a saved search frequently, you can also add the search to the Navigation pane by clicking and dragging.
How do I display the Menu bar?
By default, the Menu bar does not appear. To temporarily display the Menu bar, press the Alt key. To hide the Menu
bar, press the Alt key again. You can also choose to display the Menu bar permanently.
1. Click Organize. A menu appears.

2. Click Layout. A submenu appears.
3. Click Menu Bar. A check mark appears next to Menu Bar. The check mark indicates Menu Bar is selected.
When Menu bar is selected, the menu bar permanently displays.
Will you explain Explorer views?
Views control how Explorer windows display information in the File List. The Views option on the Explorer Command
bar provides the following choices: Extra Large Icons, Large Icons, Medium Icons, Small Icons, List, Details, and
Tiles.
 Tiles view and Icon views display icons to represent drives, folders, and the contents of folders. You can
choose from icons that are large, small, or medium in size.
 List view displays all of the files and folders without displaying the properties.
 Details view displays the filename and associated properties you have selected to display.
To change the view:
1. Click the down-arrow next to Views on the Command bar. A menu appears.
2. Drag the slider to select the view you want.
What are file properties?
File properties are pieces of information that are associated with a file. For example, Vista automatically saves the
date and time each time you modify a file. You can also associate properties with a file. For example, you can place
all files associated with sales in a category called sales.
To see a list of the properties you can assign to a file:
1. Right-click a Heading. A list of properties appears.

2. Click More if you do not see the property for which you are looking. The Choose Details dialog box appears.
3. Click to select the properties you want to use. A check mark appears next to selected properties.
You can search for files by entering the property in the Instant Search box. When you click a filename, the file
properties display at the bottom of the Explorer window in the Details pane. To change a property listed in the Details
pane:
1. Click in the property’s field.

2. Type the property you want to assign.
What is filtering?
When you filter a folder, you see only the files that have the property for which you are looking. You can filter by any
file property. For example, by using a filter, you can view all the files by selected authors. You can apply multiple
filters to a single folder. To filter:
1. Click the down-arrow next to a Heading. A context menu appears.

2. Click the property by which you want to filter. For example, if you want to filter by author, click the author’s
name. A check mark next to the filter indicates that the property is selected. Vista only displays the files that
have the selected properties.
3. Click the down-arrow next to another Heading to filter by that Heading and then repeat step 2.
To remove a filter:
1. Click the down-arrow next to the filtered Heading.

2. Click to remove the check mark next to each filtered property.
What is stacking?
To show all the files with a particular property together, you use stacking. For example, you can group all the files by
a particular author together.
1. Click the down-arrow next to the property by which you want to stack files. A context menu appears.
2. Click the Stack option at the bottom of the menu. Vista stacks together all the files that have the same
property.
3. Click the Stack icon. Vista expands the stack so you can see the files.
What is the purpose of the Computer option on the Start menu?
The Computer option enables you to open the Explorer Computer window to view the drives on your computer and
manipulate folders and files. The Explorer Computer window works much like the Personal folder. You can cut, copy,
paste, rename, and delete folders and files. By selecting the Computer option, you can perform many of the functions
you performed by using Windows Explorer in previous versions of the Windows operating system, such as Windows
XP.
To access the Explorer Computer window:

2. Click Computer. Computer is located on the right side of the menu. Information about your computer
becomes available to you.
Alternatively, you can open the Explorer Computer Window by holding down the Windows Logo key while typing
e (Windows-e).
How does the Preview pane work?

If you have a file that was created in a program that supports Preview mode, in Explorer windows you can see the
contents of the file without opening the file. To see a preview, click the filename. A preview appears in the Preview
pane.
How do I delete a file or folder?
To delete a file or folder:
1. Right-click the file or folder you want to delete. A context menu appears.
2. Click Delete. Vista asks, "Are sure you want to move this file to the Recycle Bin?"
3. Click Yes. Vista places the file or folder in the Recycle Bin.
How do I copy a file or folder?
You can make a copy of a file or folder and place the copy in another location. Placing a file or folder in another
location is a two-step process. First you make the copy and then you paste the copy in the new location. When you
execute a Copy command, Vista stores the information you copied in a storage area called the Clipboard. Refer to
the question “How do I paste a file or folder?” to learn how to paste.
1. Right-click the file or folder you want to copy. A context menu appears.
2. Click Copy. The file or folder is now on the Clipboard.
How do I cut a file or folder?
Cutting enables you to move a file to a new location. Moving a file to a new location is a two-step process. First you
remove the file from its current location by cutting it. Then you paste it in the new location. When you execute a Cut
command, Vista stores the information you cut in a storage area called the Clipboard. Refer to the question “How do I
paste a file or folder?” to learn how to paste.
1. Right-click the file or folder you want to cut. A context menu appears.
2. Click Cut. The file or folder is now on the Clipboard.
Note: Cutting differs from deleting. When you cut a file, the file is placed on the Clipboard. When you delete a file, the
file is sent to the Recycle Bin.
How do I paste a file or folder?
Pasting places information on the Clipboard in the location you specify. To paste a file or folder:
1. After copying or cutting the file, right-click in the File list to which you want to paste. A context menu
appears.
2. Click Paste. Vista pastes the file in the new location.
How do I rename a file or folder?
1. Right-click the file or folder. A context menu appears.

2. Click Rename.
3. Type the new name.
4. Press Enter. Vista changes the name of the file or folder.
What is a screen saver?
Computer monitors display images by firing electron beams at a phosphor-coated screen. If the same image stays on
the screen too long, the image may leave a permanent imprint on the screen. Screen savers help prevent this by
providing a constantly changing image.
How do I select a screen saver?
1. Right-click anywhere on the Windows desktop. A context menu appears.

2. Click Personalize. The Personalize window appears.
3. Click Screen Saver. The Screen Saver Settings dialog box appears.
4. Click the down-arrow in the Screen Saver field. A list of screen savers appears.
5. Click to select the screen saver you want to use. A preview of the screen saver appears in the Screen Saver
Setting dialog box.
6. In the Wait field, set the number of minutes of inactivity before the screen saver starts.
7. Click Apply.
8. Click OK. Vista sets your screen saver.
What is a window?
A window is an area on your desktop within which a Windows-based program runs.
Will you explain the parts of a window?

I will use WordPad as an example. WordPad is a word-processing program that comes with Windows Vista. To
access WordPad:

2. Click All Programs. The All Programs menu
appears.
3. Click Accessories. The Accessories submenu
appears.
4. Click WordPad. WordPad starts.
No Area No Area
1 Control box 2 Menu bar
3 Title bar 4 Minimize
5 Maximize 6 Close button
7 Command bar 8 Border
9 Status bar 10 Work area
Part Description
Control box Provides a menu that enables you to restore, move,
size, minimize, maximize, or close a window.
Menu bar Displays the program’s menu. You can use the menu to
send commands to the program.
Title bar Displays the name of the current file and the name of
the current program.
Toolbar Displays icons you can click to send commands to the
program. Toolbars generally appear directly below the
menu, but you can drag them and display them along
any of the window borders.
Minimize button Click to temporarily decrease the size of a window or
remove a window from view. While a window is
minimized, its title appears on the taskbar.
Maximize button Click to make the window fill the screen.
Close button Click to exit a window or close a program.
Command bar Displays icons you can click to send commands to the
program.
Border Separates the window from the desktop. Drag a
window’s borders outward to expand it and inward to
contract it.
Status bar Provides information about the status of your program.
Restore button Click to restore a minimized window to its former size.
Can I have more than one window open at a time?

You can have as many windows as you want open at the same time.
How do I switch between windows?

If you have several windows open at the same time, the window on top is the window with focus. You can only
interact with the window with focus. To change windows, do any one of the following:
 Click anywhere on a window to change the focus to that window.

 Hold down the Alt key and press the Tab key (Alt-Tab). A preview of all open windows appears. While
holding down the Alt key, click the Tab key until you have selected the window to which you want to change.
 All active files display on the taskbar. Click the taskbar button for the window you want to have focus.
How do I move a window around on my desktop?

Left-click the window’s title bar and drag the window.
What does it mean to "cascade your windows"?

Cascading is a way of organizing windows on your desktop. Cascading windows fan out across your desktop, with
the title bar of each window showing.
How do I cascade my windows?

1. Right-click the taskbar. A menu appears.
2. Click Cascade Windows.
3. Vista cascades the open windows.
What does it mean to "stack your windows"?

Stacking is a way of organizing your windows on your desktop. When you stack your windows, Windows Vista places
each window on the desktop in such a way that no window overlaps any other window. The windows are stacked one
on top of the other.
How do I stack my windows?

2. Click Show Windows Stacked. Vista stacks your windows.
What does it mean to "show windows side by side"?

Showing your windows side by side is another way of organizing your windows on your desktop. When you show
your windows side by side, Windows Vista places each window on the desktop in such a way that no window
overlaps any other window. The windows display side by side.
How do I show my windows side by side?

2. Click Show Windows Side by Side. Vista displays your windows side-by-side.
What are scrollbars?

In many programs, if the contents of the work area do not fit in the window, scrollbars appear. A vertical scrollbar
appears at the right side of the window and a horizontal scrollbar at the bottom of the window. The vertical scrollbar
provides a way to move up and down. The horizontal scrollbar provides a way to move from left to right and from right
to left.
The scroll box indicates where you are in your document. If the scroll box is at the top of the scrollbar, you are at the
top of the document. If the scroll box is in the center of the scrollbar, you are in the center of the document.
How do the scrollbars work?

To move up and down one line at a time:
 Click the arrow at either end of the vertical scrollbar.
To move from side to side:
 Click the arrow at either end of the horizontal scrollbar.
To move approximately one window at a time:

 Click above the scroll box to move up.
 Click below the scroll box to move down.
To scroll continuously:
 Click the appropriate arrow and hold down the mouse button.
To move to a specific location:
 Left-click the scrollbar and hold down the left mouse button until you arrive at the location. For example, if
you want to go to the center of the document, click the center of the scrollbar and hold down the left mouse
button.
 Or, drag the scroll box until you arrive at the desired location.
What is an icon?
An icon is a small image. Icons help you execute commands quickly. Commands tell the computer what you want the
computer to do. To execute a command by using an icon, click the icon.
What is a menu?
Menus provide a way for you to send commands to the computer (tell the computer what you want the computer to
do). When you open a window, menu options are listed from left to right on the menu bar, just below the title bar.
When you click a menu item, a drop-down menu appears. Select the command you want to execute from the drop-
down menu. An ellipsis after a drop-down menu item signifies that there are additional options; if you select that
option, a dialog box appears.
What is a shortcut key?

You can use shortcut keys to execute a command quickly by pressing key combinations instead of selecting the
commands directly from the menu or clicking on an icon. When you look at a menu, most of the options have one
letter underlined. You can select a menu option by holding down the Alt key and pressing the underlined letter. You
can also make Alt-key selections from drop-down menus and dialog boxes.
In this tutorial and on this Web site, we use the following notation: a key name followed by a hyphen and a letter
means to hold down the key while pressing the letter. For example, "Alt-f" means to hold down the Alt key while
pressing "f" (this opens the File menu in many programs). As another example, holding down the Ctrl key while
pressing "b" (Ctrl-b) bolds selected text in many programs. In some programs, you can assign your own shortcut
keys.
What is a selection?
A selection is a highlighted area on which you can perform a command. For example, if you are using a word-
processing program, you can highlight a word and then execute the Underline command to underline the highlighted
word.
How do I make a selection?

1. Left-click where you want to start your selection.
2. Hold down your left mouse button and drag the mouse until you have highlighted the area you want.
Or
1. Left-click where you want to start your selection.
2. Hold down the Shift key while you use the arrow keys to highlight the area you want.
Note: Typing over highlighted text replaces the old text with the new text you type.
Can you explain cut, copy, and paste?

The Cut, Copy, and Paste commands are used by almost every Windows program and perform more or less the
same function in each of them. You can cut, copy, and paste programs, disks, and text, to name just a few things.
Cut: When you cut something, you delete it from its current location and save it to the Clipboard. Information saved to
the Clipboard stays there until new information is either cut or copied. Each time you execute Cut or Copy, you
replace the old information on the Clipboard with whatever you just cut or copied. While information is on the
Clipboard you can paste it as often as you like.
Copy: Copy is similar to Cut except you do not delete the original item. When you copy something, a copy of the item
is saved to the Clipboard. Information stored on the Clipboard stays there until new information is either cut or copied.
Each time you execute Cut or Copy, you replace the old information on the Clipboard with whatever you just cut or
copied. While information is on the Clipboard you can paste it as often as you like..
Paste: You can place Clipboard information wherever you like. When you execute the Paste command, you place the
information you have cut or copied wherever your cursor is located.
Clipboard: The Clipboard is the storage area for items you have cut or copied. Each time you execute Cut or Copy,
you replace the old information on the Clipboard with whatever you just cut or copied. You can paste Clipboard
information as often as you like, until you replace it with something else.
There are three major methods of cutting, copying, and pasting: using the menu, using keyboard shortcuts, and using
icons. In most programs, they work exactly as described here.
Using the Menu:
Cut
1. Select what you want to cut.

2. Click Edit, which is located on the menu bar. A drop-down menu appears.
3. Click Cut.
Paste
1. Place the cursor at the point where you want to place the information that is currently on the Clipboard.
2. Click Edit. A drop-down menu appears.
3. Click Paste.
Copy
1. Select what you want to copy.

2. Click Edit, which is located on the menu bar. A drop-down menu appears.
3. Click Copy.
Using Keyboard Shortcuts:
Cut
2. Press Ctrl-x.
Paste
2. Press Ctrl-v.
Copy

2. Press Ctrl-c.
Using Icons:
Cut
2. Click the Cut icon.
Paste
2. Click the Paste icon.
Copy
2. Click the Copy icon.
Are there any universals that apply to almost all programs?

Following is a list of commands that appear in many, but not all programs. Check each program's documentation for
information specific to the program.
Note: I use the following convention to indicate a menu path: View > Toolbars. When you see View > Toolbars, it
means choose View from the menu bar and select Toolbars from the drop-down menu.
Icon Shortcut Menu Path Command Description

Key
Ctrl-n File > New Create a new file.
Ctrl-o File > Open Open an existing file.
Ctrl-s File > Save Save the current file.
Ctrl-p File > Print Print the current file.

Ctrl-f Edit > Find Find text in the current document.
Ctrl-x Edit > Cut Cut (delete and place on Clipboard)

the current selection.
Ctrl-v Edit > Paste Place the material currently on the
Clipboard at the current location of
your cursor.
Ctrl-c Edit > Copy Copy the current selection to the
Clipboard.
Ctrl-z Edit > Undo Reverse the most recent command.
Place the program in the state it was
in before executing the last
command.
Ctrl-y Edit > Redo Reverse the last undo. Place the
program in the state it was in before
executing Undo.
Format > Font Apply a font to the current selection.
Format > Font Set the size of the font for the
current selection.
Ctrl-b Format > Font Bold the current selection.
Ctrl-i Format > Font Italicize the current selection.
Ctrl-u Format > Font Underline the current selection.
Ctrl-j Justify the selection.
View > Toolbars Select the toolbars you want to

display.
Will you explain how to save a file?

I will use WordPad as an example.
1. Click File, which is located on the menu bar. A drop-down menu appears.
2. Click Save. If you have never saved the file before, the Save As dialog box appears.
3. Click the down-arrow in the Save As Type field and then select the file type you want your file to have.
4. Type the name you want to give your file in the File Name field.
5. Click the Browse button and then use the Explorer window to change folders if needed.
6. Click the Save button.
Field/Icon Entry
Address bar Select the folder to which you want to
save the file.
Instant Search box Search for folders and files on your
computer by typing the filename here.
File Name field Name your file by typing the name in
this field.
Save As Type field Click to open the drop-down box and
select a file type.
Browse Folders button Click to open an Explorer window in
which you can perform all of the
Explorer functions.
Save button Click to save your file.
Cancel button Click if you change your mind and do
not wish to save your file.
What is a dialog box?

Whenever you see an ellipsis (…) after a menu option, selecting that option causes a dialog box to appear. You use
dialog boxes to send commands to the computer. Most dialog boxes provide an OK button and a Cancel button. Click
the OK button if you are satisfied with your entries and you want to send the commands to the computer. Click the
Cancel button if you change your mind and do not want to send the commands to the computer.
What are tabs?

Some programs provide dialog boxes with several pages of options. You move to a page by clicking on its tab or by
using Ctrl-Tab (hold down the Ctrl key while pressing the Tab key to flip through the pages).
What are fields?
You type entries into fields (also referred to as text boxes). For example, in the Save As dialog box, you type the
name you want your file to have in the File Name field.
What are list boxes?

List boxes provide multiple options from which you can choose. To make your selection, simply click the option you
want. In some list boxes, you can choose more than one item. To choose multiple items, hold down the Ctrl key while
you make your selections. If there are more options than can be displayed in the box, a scrollbar appears on the list
box. Use the scrollbar to view the additional choices.
What is a drop-down or pull-down menu?
Fields with a drop-down menu have a small downward-pointing arrow next to them. You click the arrow and a list of
options appears. You select the option you want from the list. You can also open the drop-down menu by holding
down the Alt key and pressing the down-arrow.
You can use the arrow keys to move up and down in a drop-down menu. You can also move to an item by typing the
first few letters of the option.
What are radio buttons?

Windows Vista and programs that run under Windows Vista use radio buttons to present a list of mutually exclusive
options. You can select only one of the options presented. Radio buttons are usually round. A dot in the middle
indicates that the option is selected.
What are checkboxes?

Checkboxes are another method for selecting options. You click the checkbox to select the item. An X or a check
mark appears in a selected box. You toggle checkboxes on and off by clicking in the box.
What is a slider?
You use a slider to increase or decrease a value. In the illustration, you increase a value by moving the slider toward
the right; you decrease a value by moving the slider toward the left.
What is a spinner?
A spinner is a set of arrows located on the side of a text box. You use the up-arrow to increment a value and the
down-arrow to decrement a value. You can also type the value you want directly into the text box.
Will you explain the Windows Vista color box?
Some programs allow you to adjust colors; for example, you can adjust the color of text in some programs. The
Windows color box provides 48 basic colors. You select a color by clicking on that color’s square. You can save 16
custom colors. To create a custom color, expand the window by clicking on the Define Custom Color button. A color
matrix box and a luminosity slider appear. Move the pointer in the color matrix box horizontally to adjust the hue.
Move the pointer vertically to adjust the saturation. Use the luminosity slider to adjust the luminosity. The Hue,
Saturation, Luminosity (HSL) values and Red, Green, Blue (RGB) values display at the bottom of the window. After
you select a color, you can add the color to a Custom Color square by clicking the Add To Custom Colors button.
The Color|Solid box may display two colors. The left side of the box displays the dithered color and the right side of
the box displays a closely related non-dithered color. There are 256 non-dithering colors. Non-dithering colors should
display the same on all computer monitors; consequently, Web

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Lesson 1: Getting Familiar with Microsoft Word 2007 for Windows

The Microsoft Office Button

The Title Bar

The Text Area

The Vertical and Horizontal and Vertical Scroll Bars

The Status Bar

Understanding Document Views

1. Point to the item.

If you are asked to double-click an item:

1. Point to the item.

If you are asked to right-click:

1. Point to the item.

If you are asked to choose a tab, click the tab.

Understanding Nonprinting Characters

To view nonprinting characters:

Create Sample Data and Select Text

Create Sample Data

Select with the Shift and Arrow Keys

Select with the Mouse

Place the Cursor

The Arrow Keys

1. Use the down arrow key to move down your document.

Execute Commands with Keyboard Shortcuts

Start a New Paragraph

Close and Save—Windows Vista

4. Move to the correct folder.

1. Click the Microsoft Office button. A menu appears.

Lesson 2: Microsoft Word 2007 Basic Features

Type, Backspace, and Delete

Type and Backspace

1. Type the following sentence:

Placing the Insert/Overtype button on the Status bar

Change the word "blue" to "gray."

1. Place the cursor before the letter "b" in "blue."

Bold, Italicize, and Underline

Launcher: Bold Italicize Underline these words. All three Regular

Ribbon: Bold Italicize Underline these words. All three Regular

Mini Toolbar: Bold Italicize Regular

Keys: Bold Italicize Underline these words. All three Regular

Your screen should look similar to the one shown here.

Bold with the Dialog Box Launcher

4. Click Bold in the Font Style box.

Alternate Method - Bold with the Mini Toolbar

Italicize with the Dialog Box Launcher

Alternate Method—Italicize with the Ribbon

Alternate Method—Italicize with the Mini Toolbar

Alternate Method—Italicize with Keys

Underline with the Dialog Box Launcher

Alternate Method—Underline with the Ribbon

Alternate Method—Underline with Keys

All Three with the Dialog Box Launcher

Alternate Method—All Three with the Ribbon

Alternate Method—All Three with Keys

Save a File and Close Word

Save a File—Windows Vista:

1. Click the Microsoft Office button. A menu appears.

1. Click the Microsoft Office button. A menu appears.

Lesson 3: More Basic Features

Open a File with Windows Vista

If you are using Windows Vista:

1. Open Word 2007.

If you are using Windows XP:

1. Open Word 2007.

Alternate Method—Opening a File with Keys