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Using Common Features
of Microsoft Office 2003
Tutorial 1
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Explore Microsoft Office 2003
• Microsoft Office 2003, or Office, is a collection of the
most popular Microsoft programs.
• These programs share many features and therefore, it's
easy to share information among them.
• The primary programs are:
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The Word word processing program.
The Excel spreadsheet program.
The PowerPoint presentation graphics program.
The Access database program.
The Outlook information management program.
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Start programs and
switch between them
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• To open a program, click the Start button on the taskbar
and then use the All Programs menu.
• To open an Office program, you also can click the New
Office Document command or the Open Office Document
command on the Start menu.
• The New Office Document command will open the New
Office Document dialog box, which you can use to create a
new document in any of the Office applications.
• When you have two or more programs or files open, you
can switch from one program or file to another by clicking
the appropriate taskbar button.
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Start programs using the Start button
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New, blank Excel workbook
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A new blank Word document
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Switch between open applications
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Common Window Elements
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Use personalized menus and toolbars
• In each Office program, you perform tasks using a
menu command, toolbar button, or keyboard
shortcut.
• A menu command is a word on a menu that you
click to execute a task.
• A toolbar is a collection of buttons that correspond
to commonly used menu commands.
• Keyboard shortcuts are combinations of keys you
press to perform a command.
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Menus and toolbar characteristics
• The menus and toolbars in each Office program
can change to “learn” your preferences.
• As you select menu commands and click toolbar
buttons, the ones you use often are put on the short
personal menu and on the visible part of the
toolbars.
• The ones you don't use are hidden, but remain
available through the double-arrow button on the
menu and the Toolbar Options button on the
toolbars.
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Short, personalized menus
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An expanded, full menu
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The Toolbar Options list
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Using Task Panes
• A task pane is a window that provides access to
commands for common tasks you’ll perform in
Office programs.
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Save and close a file
• To keep a copy of your work for future use, you need to
save it by giving it a filename.
– A filename should be descriptive of the content of the file
– Each filename will automatically have a file extension added that
identifies the program in which the file was created
– You will use the Save As dialog box to choose a location to save
the file
• Once you have saved your work, you can close the file by
clicking the Close command on the File menu or the Close
Window button on the menu bar.
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The Save As dialog box
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Open an existing file
• Once you have opened a program you can create new files
or open existing ones.
• Files can easily be created or opened through the Open
section of the Getting Started task pane.
• When you open a previously created file, you transfer a
copy of the file from the storage disk to the computer's
memory and it displays on your screen.
• While a file is open, you can view, edit, print or resave it.
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The Open dialog box
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Get Help
• Office Help is like a huge encyclopedia stored on your
computer that contains information on how to use Office.
• To use Help, you can use the What's This? option within
the Help menu.
– When this option is selected, you can get a brief description of any
item on your screen by clicking your mouse pointer on it.
• If you want to know a button's name, you can move the
mouse pointer over it to view its ScreenTip, which is a
yellow box with the button's name.
• For more in-depth help, you can use the Office Assistant,
which is an interactive guide to finding information from
the Office Help system or the Ask a Question box located
on the menu bar.
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The Ask a Question Help option
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The Help Task Pane
• Enables you to search the Help system using
keywords or phrases.
• The Search Results task pane opens with a list of
topics related to the keyword or phrase you
entered.
• If you are connected to the Internet, you might see
more search results stored online.
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Help Task Pane with Keyword
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Search Results Task Pane
and Help Window
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Using Office on Microsoft.com
• Office on Microsoft.com is a Web site that
provides access to additional Help resources.
• Access current Help topics, read how-to articles,
and find tips for using Office.
• To connect to Office on Microsoft.com, you’ll
need Internet access and Web browser such as
Internet Explorer.
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Using Office on Microsoft.com
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Print a file
• There are two ways to print a file on which you are
working:
1. Press the Print button on the Standard toolbar to
send your file to the printer using all the default
settings
2. Select Print on the File menu, which will open the
Print dialog box so that you can adjust the printer
settings
• This is the preferred method if you are unsure of your
settings or need to make adjustments.
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The Print dialog box
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Close files and exit programs
• You can exit most programs by clicking the Close button in
the upper-right corner of the title bar, or by selecting the
Exit command on the File menu.
• Either method will close both the file in which you are
working as well as the program.
– If you have made any edits to a file, a dialog box will appear
asking if you want to save your changes.
• Closing programs after you are done keeps your Windows
desktop uncluttered, frees up your system's resources, and
prevents data from accidentally being lost.
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