How to use this addendum

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3 How to use this addendum This Addendum does not replace the explanations or exercises in the Guides it refers to. Its goal is simply to illustrate the major software updates between the versions presented in these Guides and the 2007 and 2010 versions of Microsoft Office products. It is not meant to be read sequentially. Information for each command presented can be found on one page and is self-contained. This enables the reader to consult and print only the pages that answer specific questions raised. Typical presentation of a page Each page begins with an illustration of the ribbon, with the category of commands being explained underlined in red. Illustrations of the numbered steps accompany the explanations. How to explanations can be found in sections of the same colour as the program (blue for Word, green for Excel, and red for Access). Lastly, if available, the table Where is the command? specifies keyboard shortcuts associated with the commands presented. Find commands quickly The Table of Contents lists commands by program and by ribbon. The Commands Correspondence Table, at the end of the Addendum, lists each command and the page numbers where each Learning Guide refers to them. Immediately preceding the Correspondence Table, hyperlinks pointing to interactive reference guides for 2003 and 2007/2010 commands offer another way to become familiar with interface changes. SOFAD Office 2010 Addendum 3

4 Production team Project Coordinator: Jo-Ann Stanton Author: Alain Dumais Illustrator: Jean Lambert Design and Layout: Alain Dumais Copy Editing: Gabriel Kabis English Translation: Elizabeth McKinney Charbonneau Publication date: September 2011 Société de formation à distance des commissions scolaires du Québec All rights of translation and adaptation, in whole or in part, reserved for all countries. Any reproduction by mechanical or electronic means, including microform, is prohibited without the written permission of a duly authorized representative of the Société de formation à distance des commissions scolaires du Québec. All programs and brand names mentioned herein are registered trademarks of their respective owners and are only used here to provide examples. 4 Correspondance table SOFAD

5 Table of Contents How to use this addenda... 3 What s new?... 8 WORD The Word 2010 window Get help Undo/Redo an action Generic commands shared by all applications Generic commands shared by all applications File Menu (Office Button) Create a new document Open an existing document Save Save As Save in a compatible format Print in Word Print in Word Close/Exit Home Ribbon Clipboard Cut/Copy/Paste Font Paragraph Apply a style Find and Replace Insert Ribbon Insert a blank page Insert a page break Insert a cover page Insert a table Insert an Excel table Modify a table Insert a picture from a file Insert Clip Art Edit a picture Insert and modify shapes Insert and modify text Header and footer Insert symbols Page Layout Ribbon Margins Columns Paper size Paper orientation Page border Table of Contents SOFAD Office 2010 Addendum 5

6 References ribbon Footnote Mailings ribbon Select recipients Insert fields in document Edit recipient list Preview Results Merge and print documents Review ribbon Check spelling and grammar Set proofing language Find synonyms View ribbon Document views Show/Hide ruler Zoom EXCEL Excel 2010 window Cell borders Cell fill colors Cell alignment Merge cells Number formatting Cell styles Quick formatting Row and column size Insert/Delete rows and columns Sort Data Series Create a chart Add a chart title and axis titles Move a chart to a new sheet Print a chart Print area Page breaks ACCESS Access 2007 and 2010 windows Access ribbons Open file in Access View a table, query, or form Close a table, query, or form Create a blank database (2010) Create a blank database (2007) Create a table or form Save a table or form Rename (Open and Delete) a table, form, or query Add a field in a table Correspondance table SOFAD

7 Rename a field in a table Print Delete a record or field Perform a simple sort Perform a complex sort Create a query Run a query Create a calculated field (2007) Create a calculated field (2010) APPENDIX Interactive Reference Guides Commands Correspondence Table Personal Notes SOFAD Office 2010 Addendum 7

8 What s new? Each new software version brings its own set of adjustments and improvements, as well as changes that we should to get used to. The Microsoft Office 2007 and 2010 versions are no exceptions to the rule. However, the most visible change, which we either love or hate, is the new ribbon that replaces the old pull-down menu and toolbar of previous versions. File Tab Menu Bar Toolbars Pull-down Menu The ribbon might seem confusing at first, but after trying it out a few times, and once you discover that it actually does the same thing as the toolbar and pull-down menu only displayed horizontally, your fears and confusion will disappear as if by magic. Why don t we check it out? Word 2003 Pull-down Menu Review of the Main Elements of the Office 2003 Interface The Menu Bar contains all the available commands and options in the program. Just like a restaurant menu in which there are dishes in each category (Appetizer, Soup, Main Course, Dessert), commands are organized by category: Edit, View, Insert, etc. When a menu is clicked on, Pull-down Menus display all the commands grouped under that menu. The more commonly used commands of the program are always visible on Toolbars, so you don t have to scroll through pull-down menus to look for them. Menus contain commands for working within a document, such as using boldface, inserting a picture, or adjusting margins. The File Tab is used for managing documents (saving, renaming, printing, etc.); this distinction is repeated in a particular change made in Office What s new? SOFAD

9 Main elements of the Office 2010 interface Quick Access Toolbar This toolbar, which initially contains the Save button and the Undo/Redo commands, is designed to be customized with additional commands of your choice, using the drop-down arrow. Tabs Tabs provide access to all the commands of the program. The only differences are that menus are called tabs, the Edit tab is now the Home tab, and that commands can be found on the ribbon instead of on pull-down menus. Ribbon The ribbon contains all the commands of the selected tab. In this way, it replaces the pull-down menus and toolbars of previous versions. Arrows provide access to more options. Office 2007 Button In Office 2007, the Office Button replaces the File Tab, with access to the same commands. In Office 2010, the Office Button disappears, and the File Tab returns. SOFAD Office 2010 Addendum 9

10 The Word 2010 window Quick Access Toolbar Title Bar Menu Bar Ribbon Each program opens in its own window, where you will find grouped together all the tabs, commands, and specific options needed to create and handle your on-screen documents. From one version to the next of a program, commands and options accumulate, so much so that software designers need ever more imagination to avoid cluttering up the window. This is how the ribbon concept was invented. Working Space Document Views Rulers Panning Hand Scroll Bar Zoom The next two pages are an overview of key window elements, and the subsequent pages examine the most common commands. Using the View Ruler Button, rulers along the edge of a document can be displayed or hidden. With the Panning Hand, the document can be moved freely within the window, allowing you to view the part you want to see. The Scroll Bar also allows you to move the document in the window; however it is limited to vertical scrolling (and horizontal scrolling when the horizontal scroll bar is available at the bottom of the window). Document Views determines the appearance of the document on the screen, without affecting the copy that will be printed. Usually, Print Layout mode is chosen for working onscreen. The Zoom Button adjusts the display size of on-screen documents. Pages can be viewed in full or several pages at a time, or a page can be enlarged to see a specific section in detail. { { 10 Microsoft Word SOFAD

11 Title Bar This bar contains: to the left, the Quick Access Toolbar; in the centre, the name of the current document and the name of the program currently running; to the right, the window manager buttons that allow you to minimize the window to a button in the taskbar, change the size of the window between full screen or original size, or close the program. Quick Access Toolbar This toolbar provides quick access to commands that are displayed there. By clicking on the drop-down arrow, you can customize this toolbar by adding or removing commands of your choice. Tabs and Ribbons Tabs (formerly called the Menu Bar) provide access to all the commands in the program. Commands are grouped into different ribbons. 1. By selecting a tab, its corresponding ribbon is displayed. Commands are organized by category on different ribbons. Only the most common ones are displayed on the ribbon; 2. to see all the commands of a category, click the arrow located in the lower right corner; 3. in Office 2010, you can hide the ribbon with the Minimize the Ribbon Button. SOFAD Office 2010 Addendum 11 11

12 Get help All information on how the program works and tips for using it is available through the Help Button. 1. Click the Help Button (represented by a question mark (?), and the Help window appears. 2. To search for information, you can either: browse Help topics by clicking on their titles, or enter the topic you are looking for and start a search by clicking Search. The contents of Help files are increasingly stored on-line. Therefore, you will need Internet access if you want to have full access to sources of help. Where is the command? Tab / Ribbon Help (?) Tab Keyboard F1 12 Microsoft Word Menu Aide SOFAD

13 Undo/Redo an action Undo The Undo and Redo commands are on the Quick Access Toolbar. Redo Where is the command? Quick Launch Toolbar Undo Redo Keyboard Ctrl + Z Ctrl + Y SOFAD Office 2010 Addendum 13 13

14 Create a new document When you open a program like Word or Excel, a new document is automatically created. That is all you have to do... However, when the program is already open and you want to create a new document, you need to: 1. click the File Tab (Office Button for the 2007 version); 2. select the New command; 3. choose Blank Document or a template. Where is the command? Menu / Ribbon Office 2010 File Tab > New command Office 2007 Office Button > New command Keyboard Ctrl + N 14 Microsoft Word SOFAD

15 Open an existing document To open an existing document: 1. click the File Tab (Office Button for the 2007 version); 2. select the Open command; 3. locate and select the desired document. Recently-used documents (the lastopened documents and locations) are displayed and accessible on the File Tab (Office Button) > Recent command. Where is the command? Menu / Ribbon Office 2010 File Tab > Open command Office 2007 Office Button > Open command Keyboard Ctrl + O SOFAD Office 2010 Addendum 15 15

16 Save To save a document: 1. click the Save Command on the Quick Access toolbar; or 2. on the File Tab (Office Button), activate the Save command. 3. If you are saving the document for the first time, choose the folder where the document will be saved and give a name to the document. The first time a document is saved, since the document does not yet have a name, the Save As command will be activated, even if you clicked the Save command. Where is the command? Tab / Ribbon Office 2010 File Tab > Save command Office 2007 Office Button > Save command Keyboard Ctrl + S 16 Microsoft Word SOFAD

17 Save As To save a document under a new name or in another location: 1. on the File Tab (Office Button), activate the Save command; 2. choose the folder where the document will be saved and give it a name. Save or Save As? The Save command saves the document with the same name and in the same location where it has already been saved. The Save As command allows you to save a document under a different name and/or in another folder. Save in a compatible format To ensure that the document can be opened in earlier versions of Word or in other programs, select the appropriate program (for example, Word Document). SOFAD Office 2010 Addendum 17 17

18 Print in Word To print quickly: click the Office Button and then click on the Print command; or click the Office Button and the arrow to the right of the Print command, and in the list that appears, select Quick Print. 2. To preview before printing: in the list that appears, select Print Preview. 3. To select printing options: in the list that appears, select Print. Where is the command? Tab / Ribbon Office Button > Print command Keyboard Ctrl + P 18 Microsoft Word SOFAD

19 Print in Word 2010 To print: 1. on the File tab, select the Print command; 2. then printing can be activated directly with the Print button, or printing options can be selected before printing. To preview before printing: the print preview is displayed continuously on the right side of the window. Where is the command? Tab / Ribbon File Tab > Print command Keyboard Ctrl + P SOFAD Office 2010 Addendum 19 19

20 Close/Exit Using the File Tab (Office Button): 1. the active document can be closed without exiting the program, with the Close command; 2. the Exit command closes all open documents and exits the program. Where is the command? Tab / Ribbon File Tab (Office Button) > Close command File Tab (Office Button) > Exit command Keyboard Ctrl + W Alt + F4 20 Microsoft Word SOFAD

21 Clipboard All items (text and pictures) that have been cut or copied can be found in the clipboard. They can later be pasted elsewhere in the open document. To paste an item that is in the clipboard: 1. place the cursor where you want to paste the item in the document; 2. click the Clipboard Dialog Box Launcher; 3. you will see the 24 most recently cut or copied items displayed in the Clipboard task pane; 4. right-click the item you wish to paste and select the Paste command. Cut/Copy/Paste Cut, Copy, and Paste commands are found on the Home Tab ribbon. Where is the command? Tab / Ribbon Home Tab> Cut command Home Tab> Copy command Home Tab> Paste command Keyboard Ctrl + X Ctrl + C Ctrl + V SOFAD Office 2010 Addendum 21 21

22 Font All commands that allow you to change the appearance of characters are found on the ribbon of the Home Tab, in the Font section. Change the case (upper case or lower case letters) Increase/Decrease the font size Font size Font (type of characters) { Character attributes (bold, italic, underline, strikethrough, subscript, and superscript) Text effects Highlighting text Font colour Clicking the Font Button gives you access to all available commands for modifying the appearance of characters. Where is the command? Tab / Ribbon Home Tab> Bold command Home Tab> Italic command Home Tab> Underline command Keyboard Ctrl + B Ctrl + I Ctrl + U 22 Microsoft Word SOFAD

23 { Paragraph alignment Bullets and numbered lists Paragraph indentation Line spacing Paragraph All commands that allow you to change the appearance of paragraphs are found on the ribbon on the Home Tab, in the Paragraph section. { Clicking the Paragraph Button gives you access to all commands available for modifying the appearance of characters. The Shading and Borders Buttons enable you to add background colour and borders to selected text. Where is the command? Tab / Ribbon Home Tab> Align Text Left command Home Tab> Center command Home Tab> Align Text Right command Home Tab> Justify command Keyboard Ctrl + L Ctrl + E Ctrl + R Ctrl + J SOFAD Office 2010 Addendum 23 23

24 Apply a style A style is a preformatted character or paragraph. It allows you to instantly format all parts of text that share the same presentation. Word offers a gallery of styles that can be applied to documents. 1. You can choose a Style before starting to write a document. This style will then be applied to the whole document, or until another style is chosen; To see all styles To modify and create new styles 2. you can also choose a Style before writing a particular paragraph or title; 3. lastly, you can select a portion of existing text and choose the Style that you wish to apply. 24 Microsoft Word SOFAD

25 Find and Replace Find and Replace commands are now in the Editing category on the Home Tab. Find Word 2010 The Find command allows you to find a character, a word, or a phrase in the text. In Word 2007, you use a dialog box for Find, while in Word 2010, it appears in a task pane on the left of the working area. Word 2007 Replace The Replace command allows you to search for a character, a word, or a phrase and replace it with another. Wildcard and special characters Word 2007 and 2010 Where is the command? Same as Word 2003, the More Button gives access to Wildcard and special characters (Find > Special). Tab / Ribbon Home Tab> Find command Home Tab> Replace command Keyboard Ctrl + F Ctrl + H SOFAD Office 2010 Addendum 25 25

26 Insert a blank page Place the cursor where you want to insert a new page in the document, and click the Blank Page command. Insert a page break A Page Break is an invisible mark which forces the text to continue (break) on the next page when it reaches that mark. Place the cursor where you want to insert a Page Break in the document, and click the Page Break command. Insert a cover page Word provides several Cover Page templates. To insert a title page or a cover for the document: 1. place the cursor at the desired location; 2. click the Cover Page command; 3. choose a template; 4. enter the requested information in the fields provided in the template. 26 Microsoft Word SOFAD

27 Insert a table 1. Place the cursor where you wish to insert a table; 2. click Table; 3. click in the grid and, holding the mouse button down, drag the mouse over the number of cells desired to create a table. Insert an Excel table Click Table and choose the Excel Spreadsheet Option. Modify a table When you select the part of the table you wish to modify, the Table Tools are displayed on two ribbons. Design Ribbon A B C This ribbon contains the tools that allow you to (A) apply a predefined style (appearance) to the table; (B) modify its borders and shading (colour); and (C) draw and erase lines, as well as columns. Layout Ribbon D E F G This ribbon contains the tools that allow you to (D) insert or delete rows and columns; (E) merge cells; (F) modify their size; and (G) set their alignment. SOFAD Office 2010 Addendum 27 27

28 Insert a picture from a file Place the cursor in the document where you wish to insert a picture. Click the Picture command, and in the window that appears, select a picture. Insert Clip Art Place the cursor in the document where you wish to insert the Clip Art. 1. Click the Clip Art command. In the task pane that appears: 2. specify what category of picture you are looking for (flowers, cat, beach, etc.); 3. click the picture of your choice and it appears in the document. For more choices, you can also click the link Clip Art on Office Online (Word 2007) or click the Include Office.com content checkbox (Word 2010) to access additional clip art on the Internet. 28 Microsoft Word SOFAD

29 Edit a picture When you select the picture you wish to edit, Picture Tools displays a new ribbon on the Format Tab You can use the Adjust category of commands to change the brightness or colour saturation of pictures, among other things; 2. Picture Styles allows you to edit the picture by adding a border, glow, or shadow effect, etc.; 3. By using the Arrange category, you can rotate the picture or you can position the image relative to surrounding text (text wrapping); 4. Lastly, as the name suggests, the Size category allows you to resize and crop (trim) pictures. Wrapping text around a picture There are several ways to arrange (wrap) text around a picture. SOFAD Office 2010 Addendum 29 29

30 Insert and modify shapes To insert a shape: 1. When you click the Shapes command, a list of shapes is displayed; 2. choose a shape in the list; 3. draw a rectangle in the document, the same size as the shape. To modify a shape: Click the shape to select it, and the Format ribbon appears. 1. Choose a shape style; 2. other modifications can also be applied, such as arranging the stacking order of objects or changing the size of the shape. 30 Microsoft Word SOFAD

31 Insert and modify text The Text Box is a block of text which can be used for inserting a quotation or highlighting a passage. WordArt is used to create titles. The Date & Time command is used to insert the date and/or the time in a document. The Drop Cap command is used to highlight the first letter of a paragraph. The Text from File command is used to import content from an external text file. To insert text: 1. click the desired command (Text Box, WordArt, Drop Cap, Date & Time, Text from File), and a list of options appears; 2. choose the desired option from the list; 3. modify the inserted text as needed. To modify text: (Text Box and WordArt): see the To modify a shape section on the previous page. SOFAD Office 2010 Addendum 31 31

32 Header and footer To insert a header or footer: 1. click the Header or Footer commands, and a list of available designs is displayed; 2. select a design; 3. modify the inserted text as needed. If you wish to insert only a page number, click the Page Number command and choose the desired options. Inserting a footer To edit a header or footer: 1. double click the header or footer you want to change, and the Design ribbon appears; 2. you can make changes directly on the page or use the Design ribbon commands; 3. to confirm the changes, click the page outside the areas of the header and footer. 32 Microsoft Word SOFAD

33 Insert symbols To insert a symbol: 1. place the cursor in the text where you wish to insert the symbol; 2. click the Symbol command, and if the symbol you want does not appear in the list, click More Symbol; 3. in the dialog box that appears, locate the desired symbol; 4. select the symbol; 5. confirm your choice by clicking the Insert button. SOFAD Office 2010 Addendum 33 33

34 Margins To choose predefined margins: 1. click the Margins command; 2. select one of the proposed options. To customize the margin widths: 3. click the Margins > Custom Margins command; 4. in the dialog box that appears, enter the desired widths. Columns 1. Select the portion of text you wish to format in columns; 2. click the Columns command and choose the number of columns; 3. to see more options, click the Columns > More Columns command; 4. select the desired options. Insert a Column Break On the Page Layout tab, choose the Breaks command and the Column option. 34 Microsoft Word SOFAD

35 Paper size By clicking the Size command, you can access the list of available paper sizes. To select a customized paper size, click the Size > More Paper Sizes command. A dialog box will appear where you can enter the sizes of your choice. Paper orientation When you click the Orientation command, two options are displayed: Portrait or Landscape. Page border When you click the Page Borders command, a dialog box opens in which borders can be created. SOFAD Office 2010 Addendum 35 35

36 Table of Contents To insert a Table of Contents: 1. place the cursor in a blank page, preferably at the beginning of the document; 2. click the Table of Contents button; 3. select one of the proposed styles. A Table of Contents is automatically created, based on the heading styles in the document. Therefore, you need to have already applied heading styles (Heading 1, Heading 2, etc.) in the text. See page 24: Apply a Style To update a Table of Contents: 1. place the cursor in the Table of Contents; 2. click the Update Table command; 3. you can choose to update only the page numbers, or the entire contents of the table. 36 Microsoft Word SOFAD

37 Footnote To insert a footnote: 1. place the cursor at the end of the word, expression, or quotation for which you want to insert a footnote; 2. click the Insert Footnote command; 3. enter the text of the footnote. SOFAD Office 2010 Addendum 37 37

38 Select recipients (mailing) A mailing list can be either in an existing database or created specifically for a mailing. To link an existing database: 1. click the Select Recipients > Use Existing List command; 2. in the dialog box that appears, select the required database and confirm by clicking the Open button; 3. then select the table that contains the desired data. To create a new list: 1. click the Select Recipients > Type New List command; 2. in the dialog box that appears, enter the names and contact information of recipients. You can also customize the list by: 3. creating or deleting entries (columns); or 4. renaming entries (columns) as needed. 38 Microsoft Word SOFAD

39 Insert fields in document (mailing) 1. Place the cursor in the document where you wish to insert the first field; 2. Click the Insert Merge Field command; 3. In the dialog box that appears, select and insert the required fields, one by one. If the fields are contiguous in the text, they are inserted one after the other without closing the dialog box. If the fields are scattered throughout the text, you need to: insert a field; close the dialog box; move the cursor to the following position; insert the next field. To easily find the fields inserted in a document, click the Highlight Merge Fields command. SOFAD Office 2010 Addendum 39 39

40 Edit recipient list (mailing) It is not necessary to create a mailing for all the recipients in a list or database. Instead, you can select those the mailing concerns. 1. Click the Edit Recipient List command; 2. in the dialog box that appears, click only those to whom you wish to send the mailing. 40 Microsoft Word SOFAD

41 Preview Results (mailing) When inserting merge fields in a text, these fields appear as their field codes within chevron merge characters: «First_Name», «Last_Name», etc. In order to visualize the final result with the actual names of recipients: 1. click the Preview Results command to toggle between field codes and actual data; 2. use the navigation buttons to view all the pages created for each recipient. Merge and print documents With the Finish & Merge command, you can merge a letter for one recipient, all the recipients, or a selection of recipients, with the following possibilities: 1. a series of separate documents for each recipient can be created. These documents can be saved and edited; 2. these documents can be sent to the printer. SOFAD Office 2010 Addendum 41 41

42 Check spelling and grammar If you just want to check part of the document, select the text to be checked. Otherwise, the spelling and grammar check will be applied to the entire document. 1. Click the Spelling & Grammar button; 2. choose among the suggestions displayed and click Change. 3. The spellchecker is not perfect! For example, it does not recognize all proper nouns. It may therefore indicate that some properly spelled words are incorrect. In these cases, click the Ignore Once button, or if you are convinced of the accuracy of the word, click the Add to Dictionary button. Besides, some of the spellchecker s suggestions (particularly those relating to grammatical agreement) could be erroneous. So it is always necessary to use good judgement, and when in doubt, consult reference books, a colleague, or your teacher. Where is the command? Tab / Ribbon Review Tab > Spelling & Grammar Tab Keyboard F7 42 Microsoft Word SOFAD

43 Set proofing language 1. Click the Language Button (in Word 2010) or Set Language Button (in Word 2007); 2. then for Word 2010 choose the Set Proofing Language command; 3. choose a language [English (Canada)] in the list that appears. Find synonyms 1. Select the word for which you would like a synonym; 2. click the Thesaurus command; 3. in the list that appears, right click the synonym you want, and choose the Insert command. Where is the command? Tab / Ribbon Review Tab > Thesaurus command Keyboard Maj + F7 SOFAD Office 2010 Addendum 43 43

44 Document views Choose a document view according to your objective. 1. The Print Layout view shows the document as it will appear when printed. This is the most common view; 2. the Full Screen Reading view maximizes screen space for easy reading of the document; 3. the Web Layout view allows you to work while viewing the document as it would appear if it were an on-line Web page. Show/Hide ruler The ruler helps position elements horizontally and vertically on the page. To show or hide the ruler, click the Ruler option. A check mark indicates that the ruler is displayed. 44 Microsoft Word SOFAD

45 Zoom The zoom gives you the choice of viewing documents on the screen magnified to a certain percentage. 1. You can view the whole page or two pages side-by-side, or you can adjust the width of the page to fit the screen; 2. you can also choose to see the page at 100% of its actual size (which is the usual setting); 3. this feature actually allows you to customize the document view, from zooming in on a small portion of the page to viewing several pages at a time. SOFAD Office 2010 Addendum 45 45

46 Excel 2010 window Name Box Formula Bar The most important changes to the Excel window in the 2010 and 2007 versions have to do mainly with the reorganization of menus and commands on the ribbon. For more information, see page 8, where there is an explanation of the same changes for the Word window. This page summarizes the distinctive features of the Excel window, while the following pages describe the ribbons and commands specific to Excel. Column Header Row Header Sheet Tabs Worksheet Scroll Bars Access to functions Predefined functions, such as Statistical, Logical, and Text functions, are accessible on the Formulas ribbon. However, they are also available at all times by using the Insert Function button of the Formula Bar. 46 Microsoft Excel SOFAD

47 Cell borders 1. Select the cell or range of cells for which you wish to apply a border; 2. click the drop-down arrow of the Borders command; 3. in the list that appears, choose a border. 4. For more flexibility in creating borders, choose the last option from the list: More Borders; 5. this will provide you with choices for customizing borders. Cell fill colors 1. Select the cell or range of cells for which you wish to apply a fill colour; 2. click the drop-down arrow of the Fill Color command; 3. choose from the list that appears. SOFAD Office 2010 Addendum 47 47

48 Cell alignment 1. Select the cell or range of cells for which you wish to apply an alignment option; 2. click the Alignment buttons of your choice. Merge cells Horizontal alignment Vertical alignment Indenting Orientation 1. Select the range of cells to be merged; 2. click the Merge & Center button. Number formatting Merge & Center 1. Select the cell or range of cells for which you wish to apply a particular number format; 2. click the Number Format button of your choice. The General pull-down list offers many choices of formats, such as Text, Date, and Time. 48 Microsoft Excel SOFAD

49 Cell styles Several predefined outline and background colour cell styles are available in Excel. 1. Select the cell or range of cells for which you wish to apply a style option; 2. click the Cell Styles button; 3. choose the style you want. Quick formatting Different outline and background colour designs allow you to quickly format a range of cells and give the appearance of a finished table. 1. Select a range of cells you wish to format quickly; 2. click the Format as Table button; 3. choose the formatting you want. SOFAD Office 2010 Addendum 49 49

50 Row and column size You can use the Format command for things like adjusting the height of rows and the width of columns. 1. Select the rows or columns to be adjusted; 2. click the Format command; 3. choose the option you want. Insert/Delete rows and columns To insert a row: select a row (or a cell) and click the Insert command. The new row or cell will appear above the selected row or cell. To insert a column: select a column and click Insert. The new column will appear to the right of the selected column. To delete a row or a column: 1. select a row or a column; 2. click Delete. 50 Microsoft Excel SOFAD

51 Sort 1. Select the range of cells that you wish to sort; 2. activate the Sort & Filter command; 3. choose a sort order (ascending, descending, or custom). Sorting is done based on the first column selected. If you would like to base the sort on a column other than the first one, you can choose Custom Sort, and then choose the column that will be the basis for sorting. Data Series 1. Type the first value of the series; 2. select the entire range that will contain the series, including the first entry; 3. activate the Fill > Series command; 4. verify the Type and choose the Step value; (the Linear type fits all series, the Date type is reserved for date formats, and the AutoFill is used to create series that include text and numbers, like Period 1, Period 2, etc.), 5. confirm. SOFAD Office 2010 Addendum 51 51

52 Create a chart 1. Select the range of cells that you wish to convert to a chart; 2. choose the type of chart required (Column, Pie, etc.). Add a chart title and axis titles 1. When you click in the chart to select it, the Design, Layout, and Format ribbons appear; 2. choose the Layout ribbon; 3. click the Chart Title or Axis Titles command; 4. choose the desired layout; 5. a text box will appear in the chart where you can enter the title. 52 Microsoft Excel SOFAD

53 Move a chart to a new sheet 1. When you click in the chart to select it, the Design, Layout, and Format ribbons appear; 2. choose the Design ribbon; 3. click the Move Chart command; 4. in the dialog box that appears, choose the New sheet option and give the sheet a name. Print a chart To print a chart, all you need to do is: 1. click in the chart to select it; 2. go to the File > Print menu. SOFAD Office 2010 Addendum 53 53

54 Print area 1. Select the range of cells that you wish to print; 2. click the Print Area > Set Print Area button. To print the print area: 1. on the File > Print menu, make sure that the print area is properly displayed; 2. print. Print Preview Area To clear the print area: 1. on the Page Layout ribbon, click the Print Area > Clear Print Area button. 54 Microsoft Excel SOFAD

55 Page breaks 1. Click in the cell that you want to be at the top left corner of the new page; 2. click the Breaks > Insert Page Break button. To print the pages defined by breaks: 1. go to the Print Preview on the File > Print menu, and make sure that the page breaks are properly displayed; 2. print. To remove page breaks: 1. click in a cell that touches the dotted edge of a page break; 2. on the Page Layout ribbon, click the Breaks > Remove Page Breaks button. SOFAD Office 2010 Addendum 55 55

56 Access 2007 and 2010 windows Open an existing database Last files opened To create a new database, choose a name and folder and click Create. When the program starts, Access displays the window with the File menu (or the Office Button in the 2007 version) as its Welcome Screen so the user can choose: 1. either to open an existing database; or 2. to create a new one. When a database is displayed, under the ribbon, the rest of the space is divided into two areas, which allow you to view and modify objects in the database. 1. The Navigation Pane contains the tables, queries, and forms contained in the database. Double-clicking on an object displays its contents on the right, in the edit area. 2. In the Edit area, you can modify the contents of tables, arrange the elements of a form, and compose queries. If the database appears to be empty, click the pull-down arrow on the top of the Navigation Pane and choose the All Access Objects or All Tables command. 56 Microsoft Access SOFAD

57 Access ribbons Access has four main ribbons: Home, Create, External Data, and Database Tools. Only the first two will be used during the course. Home ribbon This ribbon allows you to make changes to database data and records. For example, you can: 1. filter and sort data; 2. insert and delete records; 3. format text. Create ribbon With this ribbon, you can create, among other things: tables; 2. queries; 3. forms. SOFAD Office 2010 Addendum 57 57

58 Open file in Access 1. In the Welcome Screen of the program, click the Open command; 2. select the file you want to open. If the database was created in a version older than Access 2007, a dialog box appears and offers to upgrade it. Accept by selecting Yes, and click Save. In some cases, a Warning Bar may appears indicating that some content has been disabled by default. To activate this content: 1. click the Enable Content button, and the database opens and is ready to be consulted; 2. tables and forms present in the database are listed in the Navigation Pane and can be opened with a double-click. If conversion errors occurred when updating the database, they are displayed in the Conversion Errors table. 58 Microsoft Access SOFAD

59 View a table, query, or form 1. Tables, queries and forms present in the database are listed in the Navigation Pane. Double-clicking on the name of the object displays its contents on the right. 2. Clicking on the chevron characters displays or hides the items in the Navigation Pane. If the database appears to be empty, click the pull-down arrow on the top of the Navigation Pane and choose the All Access Objects or All Tables command. Close a table, query, or form To close a table, query, or form, click the close button (X); If changes were made, they will automatically be saved. SOFAD Office 2010 Addendum 59 59

60 Create a blank database (2010) 1. In the Welcome Screen (File menu) of the program, choose New > Blank Database; 2. choose a name and select a folder in which to keep this database; 3. click the Create button, and a new table ready to receive fields and data now opens in Datasheet view. 60 Microsoft Access SOFAD

61 Create a blank database (2007) 1. In the Welcome Screen (File menu) of the program, choose New > Blank Database; 2. choose a name and select a folder in which to keep this database; 3. click the Create button, and a new table ready to receive fields and data now opens in Datasheet view. SOFAD Office 2010 Addendum 61 61

62 Create a table or form In the Create tab, choose the Table or Form button. Save a table or form When a newly created object is closed, the system offers to save it and give it a name. If the table is already created and named, the system saves it automatically, without asking the user. Rename (Open and Delete) a table, form, or query 1. In the Navigation Pane, right click the desired object; 2. then choose the desired action (Rename, Open, Delete) in the pop-up menu that appears. 62 Microsoft Access SOFAD

63 Add a field in a table 1. On the Home ribbon, choose the Design View display; 2. give a name to the field you are creating; 3. choose the type of data required (Text, AutoNumber, Number, Currency, etc.); repeat steps 2 and 3 for each field you are creating; 4. to return to the table display, choose the Datasheet View; 5. lastly, the system will ask you to save the table. Confirm by clicking Yes. Rename a field in a table 1. Right-click the name of the field (column header) you want to rename; 2. from the pop-up menu that appears, select the Rename Column command. SOFAD Office 2010 Addendum 63 63

64 Print Display what you want to print on the screen (table, form, or query results). Then: 1. in the File menu (or Office Button), choose the Print option; 2. click the Print command; 3. specify the scope of what you want to print: all, certain pages, only selected records; 4. confirm. Delete a record or field 1. Right-click the name of the record or the field (row header or field header) you want to delete; 2. from the pop-up menu that appears, select the Delete Record or Delete Field command. Warning! This command is irreversible. Once the record or the field is removed, you cannot undo the command. 64 Microsoft Access SOFAD

65 Perform a simple sort Display the table you wish to sort. Then: 1. right-click the name of the field (column header) you want to sort; 2. from the pop-up menu that appears, choose the appropriate sort command: Smallest to Largest (A to Z), Largest to Smallest (Z to A). Perform a complex sort Display the table you wish to sort. Then: 1. on the Home ribbon, choose the Advanced > Advanced Filter/ Sort command; 2. in the grid, enter the names of the fields on which to base the sort (in the order of your desired priority); 3. for each field, define a sort order (ascending or descending); 4. confirm by clicking the Toggle Filter button. SOFAD Office 2010 Addendum 65 65

66 Create a query From the Create ribbon: 1. choose the Query Design button; 2. in the dialog box that appears, choose the table that you want to search, and the query design grid will appear; 3. double-click the title bar of the list of fields, to select all the fields; 4. click in a selected field, and without releasing the mouse button, drag the fields to the design grid. You are now ready to enter the criteria that will create the query. Run a query Once the query is written, run it by clicking the Run button located on the Query Tools ribbon. To modify an existing query: 1. display the query on the screen; 2. from the Home menu toggle the display to Design View. 66 Microsoft Access SOFAD

67 (2007) Create a calculated field Create a query in which fields to be calculated are displayed. In the Field row of an empty column, enter the desired calculation, for example: Total : [Quanty] * [Price] To choose the type of data: 1. right-click the name (column header) of the field; 2. in the pop-up menu, select Properties; 3. choose the appropriate format. (2010) Create a calculated field 1. In the table, click the header of the Click to Add column (last column); 2. in the pop-up menu that appears, click Calculated Field and choose the data type you wish to obtain; 3. in the Expression Builder that appears, enter the desired calculation, for example: [Quantity] * [Price] 4. confirm and give a name to the calculated field. SOFAD Office 2010 Addendum 67 67

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69 Interactive Reference Guides To further facilitate the transition between the 2003 and 2007/2010 versions, Microsoft has designed Interactive Reference Guides. In these Guides, you can specify the desired command in the 2003 version, and the application shows you how to access it in the 2007 or 2010 versions. This tool does not replace the detailed step-by-step explanations found in this Addenda or any other school manual, but it will allow you to quickly find the location of some of the simple commands. Access all the Interactive Reference Guides on the Internet In your browser, enter the following addresses: for the 2003 v/s 2007 Guide for the 2003 v/s 2010 Guide interactive guide Access the Interactive Reference Guide directly from the current software When your software is running, press the F1 key (which opens the help system), and in the dialog box that appears, enter: Interactive Guide. SOFAD Office 2010 Addendum 69

70 Commands Correspondence Table CMP-5055 Exploring Applications CMP-5056 Word Processing 1 CMP-5057 Word Processing 2 CMP-5058 Spreadsheets 1 CMP-5059 Spreadsheets 2 CMP-5060 Consulting Databases WORD Commands 10 The Word 2010 window 24, Corresponding pages in the SOFAD Guides 12 Get help Undo/Redo an action Create a new document Open an existing document Save Save As 60 47, Save in a compatible format Print in Word Print in Word Close/Exit Clipboard 21 Cut/Copy/Paste 22 Font Paragraph 76 91, 93, Apply a style Find and replace 29, 35, Insert a blank page Insert a page break Insert a table Insert an Excel table Modify a table Insert a picture from a file Insert Clip Art 92 53, Edit a picture 99 58, 64, Insert and modify shapes Insert and modify text Header and footer 113, Insert symbols Margins , Correspondance table SOFAD

71 CMP-5055 Exploring Applications CMP-5056 Word Processing 1 CMP-5057 Word Processing 2 CMP-5058 Spreadsheets 1 CMP-5059 Spreadsheets 2 CMP-5060 Consulting Databases Commands Corresponding pages in the SOFAD Guides 34 Columns 86, Paper size Paper orientation Page borders Table of Contents 37 Footnote Select recipients Insert fields in document Edit recipient List Preview results Merge and print documents Check spelling and grammar Set proofing language Find synonyms Document views Show/Hide ruler Zoom 109 EXCEL 46 Excel 2010 window , Cell borders Cell fill colors Cell alignment Merge cells 48 Number formatting Cell styles Quick formatting Row and column size Insert/Delete rows and columns 39, Sort Data series Create a chart Add a chart title and axis titles Move a chart to a new sheet Print a chart 109 SOFAD Office 2010 Addendum 71

72 CMP-5055 Exploring Applications CMP-5056 Word Processing 1 CMP-5057 Word Processing 2 CMP-5058 Spreadsheets 1 CMP-5059 Spreadsheets 2 CMP-5060 Consulting Databases Commands Corresponding pages in the SOFAD Guides 54 Print area 53, 55 26, Page breaks 82, 86 ACCESS 56 Access 2007 and 2010 windows Access ribbons Open file in Access View a table, query, or form 29, Close a table, query, or form 29, 37, Create a blank database (2010) 61 Create a blank database (2007) Create a table or form Save a table or form 164, Rename (Open and Delete) a table, form, or query 63 Add a field in a table Rename a field in a table , Print , Delete a record or field Perform a simple sort Perform a complex sort Create a query , 85, Run a query Create a calculated field (2007) 67 Create a calculated field (2010) Correspondance table SOFAD

73 Personal Notes SOFAD Office 2010 Addendum 73

74 Personal Notes 74 Correspondance table SOFAD

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