Table of Contents Lesson 1: Introduction to the New Interface... 2 Lesson 2: Prepare to Work with Office

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1 Table of Contents Lesson 1: Introduction to the New Interface... 2 Exercise 1: The New Elements... 3 Exercise 2: Use the Office Button and Quick Access Toolbar... 4 The Office Button... 4 The Quick Access Toolbar... 7 Exercise 3: Use the Ribbon Command Tabs and Super Tool Tips Dialog Box Launchers Contextual Tabs Galleries and Live Preview Hide the Ribbon Creating Custom Tabs and Groups 19 Exercise 4: Use the View Tools and the Zoom Slider View Tools in Word View Tools in Excel View Tools in PowerPoint Exercise 5: Use the Mini Toolbar and Help The Mini Toolbar Help Lesson 2: Prepare to Work with Office Exercise 1: New File Formats What is a file format? What does this mean to you? What can you do if you are sharing a file you created in Office 2010 with someone who uses Office 2003? Exercise 2: Keyboard Shortcuts Exercise 3: System Requirements Lesson 3: To Begin Customize Office Exercise 1: Customizations that Affect All the Office Programs Select a color scheme Verify that the entire Ribbon is shown Exercise 2: Customizations that Affect Only the Active Office program Customize the Quick Access toolbar Ver Page 1

2 Lesson 1: Introduction to the New Interface Microsoft has modified the Office 2007 and later Office 2010 programs to make it easier to locate the commands for the work that you want to accomplish. These changes in the interface will require adjustments to the way you do things. This course will allow you to review some of the major changes in Office 2010 and to experiment with the new screen elements. In addition to this course, instructor-led courses and web-based documentation are available for each of the Office 2010 programs. For further information, visit Software Training Services website at: Exercises 1. The New Elements 2. Use the File Tab and Quick Access toolbar 3. Use the Ribbon 4. Use the View Tools and Zoom Slider 5. Use the Mini Toolbar and Help Ver Page 2

Exercise 1: The New Elements In the Office 2010 programs there is a new interface but, there are common elements. In this example, Word is used to review these elements.

3 Exercise 1: The New Elements In the Office 2010 programs there is a new interface but, there are common elements. In this example, Word is used to review these elements. File Quick Access toolbar Ribbon Mini toolbar View tools and Zoom Slider The File tab contains the commands that affect the entire document or program. The open, save, save as, print, close and exit commands are here. The Quick Access toolbar is used to access some of the most frequentlyused commands Save, Undo and Redo. This toolbar is customizable. The Ribbon replaces most of the menu items and the toolbars used in Office The View tools menu items. The View tools are on the status bar. replace many of the View The Mini toolbar only appears when text has been selected in the document. This toolbar contains the frequently-used formatting commands, such as bold and italics. Ver Page 3

4 Exercise 2: Use the File Tab and Quick Access Toolbar The File Tab: Backstage View New in Office 2010, is the File tab which opens the new Backstage View. The File tab replaces the Office Button and the File menu used in previous versions of Office. This is also referred to as the Backstage View. The Backstage View appears as follows: The Backstage View is used for basic commands such as saving, printing, and closing Outlook. This is also to the location for changing Options within Office 2010 (previously Tools, Options from the menu). Ver Page 4

Select a folder or file from the list. 2. If is selected, then you will see the Recent Documents list: 3.

5 1. If is selected, the Open dialog box is displayed. Navigate to the appropriate disk and folder, and then double-click on the name of the file to open. Select the disk or folder at Look In. Select a folder or file from the list. 2. If is selected, then you will see the Recent Documents list: 3. When you choose a document, it opens directly in a window within Word. In class, open the file Lesson 1 Exercise To save a document, print it or close it, click on the File tab and choose the appropriate option from the list. Ver Page 5

6 5. To exit an application: Click on the window s X in the application s title bar or Click on the File Tab and select the Exit button. TIP: Double-clicking the File Tab will do one of two things. 1. If there is only one work window open, the work window and application close. 2. If there is more than one work window open, the active work window is closed and the application and other work windows remain open. Ver Page 6

The Quick Access Toolbar The Quick Access toolbar is a collection of icons for frequently-used commands. By default, the Save, Undo and Redo icons are displayed.

7 The Quick Access Toolbar The Quick Access toolbar is a collection of icons for frequently-used commands. By default, the Save, Undo and Redo icons are displayed. This toolbar is customizable, so that you may add icons for the commands that you use often. It also is easy to reset the toolbar to its original state, if you want to reverse your customizations. Save Undo Redo These steps continue to use Word for the examples. Click on the Customize arrow for options for this toolbar. 1. The toolbar s position can be changed. You may want to move the toolbar in order to have more room to add commands to it. Begin by clicking on the Customize arrow. The following list is displayed. From here Select Show Below the Ribbon. The toolbar is moved as shown here. To here Ver Page 7

2. There are three methods to add commands to the toolbar. Click on the Customize arrow of the Quick Access toolbar to get started. One method is to checkmark the commands on this list.

8 2. There are three methods to add commands to the toolbar. Click on the Customize arrow of the Quick Access toolbar to get started. One method is to checkmark the commands on this list. The checked commands appear on the toolbar. Click on an unchecked command to checkmark it and add it to the Quick Access toolbar. Click on a checked command to remove the mark and remove it from the Quick Access toolbar. In the Word Options A second method is to click on. The box, first, click on application Options box is displayed. the down arrow at Choose commands from to select the type of commands from which to choose. Second select a command from the list. Third, click on. To change back to the default Quick Access toolbar, click. Then, click. Fourth, repeat steps 2 and 3 for additional commands. Click on finished. when Ver Page 8

9 A third method is to right click on a command on the Ribbon. From the options that appear, select Add to Quick Access Toolbar. To remove a command from the Quick Access toolbar, right click on the command and select Remove from Quick Access toolbar. Ver Page 9

10 Exercise 3: Use the Ribbon The Ribbon replaces most of the menus and toolbars we used in Office The Ribbon is divided into several command tabs, such as File, Home, Insert, Review and View. Each command tab hosts tools and links related to its name. For example, in Word, the Home command tab has actions that are performed frequently when you do word processing. Actions such as cut, copy and paste, common font changes, paragraph formatting, alignment, styles and find and replace are on Word s Home command tab. By categorizing and grouping the actions that you take when working with a document, Office makes it easier to find the tool that you need. The organization of the Ribbon makes it possible to find the tool even when you are not sure what it is called. In previous versions of Office, you needed to menu surf and drill down in dialog boxes, searching for the appropriate choice. As an example of how the Ribbon functions in the Office programs, you will review Word s Ribbon. Command Tabs and Super Tool Tips 1. In class, open the document Lesson 1 Course Overview. When working in Word, the Ribbon looks like this: The Command tabs available in Word are File, Home, Insert, Page Layout, References, Mailings, Review and View. Each of these tabs is a category of actions. On each tab, the actions are further grouped. The File, Home, Insert, Review and View command tabs are common to Word, Excel and PowerPoint. Each of the programs has additional command tabs that are specialized for the type of document that you create in that program. Ver Page 10

11 2. For example, on the Home command tab in Word, the first group of actions is cut, copy, paste, the format painter and the clipboard. In Word, the other groups of actions on the Home command tab are Font, Paragraph, Styles and Editing. 3. The Command Tab names in each Office product s Ribbon are: Word s ribbon Excel s ribbon Outlook s Ribbon PowerPoint s ribbon Access s ribbon Ver Page 11

In Office 2010, the tool tips have been expanded and are called Super Tool Tips.

12 4. In earlier versions of Office, you could point to a tool and a Tool Tip appeared. Usually, this tip was the name of the tool, such as Bold or Font Color. In Office 2010, the tool tips have been expanded and are called Super Tool Tips. Super Tool Tips display the name of the tool and a description of its feature(s). For example, pointing to the Justify alignment tool displays this tip. This option can be modified from the File tab and then the Options button for that program. You can choose to display only the short Tool Tip or no tips at all. Ver Page 12

13 Dialog Box Launchers 1. If you wish that you had some of the familiar dialog boxes back, you will be glad to know that many of them are available. In the Ribbon, the dialog boxes are accessed by clicking on a Dialog box launcher. Dialog box launchers are available for some but not all of the action groups on the Ribbon. 2. Clicking on the Dialog Box Launcher for Paragraph results in this display. Word users will recognize the paragraph format dialog box. Ver Page 13

14 Contextual Tabs When a particular object, such as a text box, graph or picture is selected, an additional tab will appear in the Ribbon. This tab is called a Contextual Tab, because it contains the commands related to the work that you are doing. This tab assembles and organizes the frequently-used commands for working with the selected object. 1. When a picture is selected in a Word document, the Picture Tools Contextual Tab is displayed in the Ribbon. The Contextual Tab is displayed above the Command Tab. 2. Click on the Contextual Tab to display its commands and tools. In this example, the commands and tools are available to adjust a picture s settings, set its style, arrange it relative to other objects and change its size. Contextual Tabs are displayed above the Command Tabs only when an object is selected. There are many Contextual Tabs, but only the one related to the selected object is displayed. Ver Page 14

Galleries and Live Preview In earlier versions of Office when you wanted to format some text or an object such as a table, you would select the text or object, display a dialog box, make choices and

15 Galleries and Live Preview In earlier versions of Office when you wanted to format some text or an object such as a table, you would select the text or object, display a dialog box, make choices and apply them. If you did not like the choices, you would display the dialog box again and make different choices. You could go in and out of a dialog box several times before you were satisfied. Office 2010 has an improved method for this process. The Ribbon contains Galleries, which are a set of thumbnail graphics that display the result of applying a formatting command. The Galleries use Live Preview to show you the results of choosing a particular item in a Gallery without having to apply the choice first. 1. Select the text or object to be formatted. For example, select a heading: 2. For this example, the Styles Gallery on the Home command tab in Word is used. The mouse pointer is placed over a choice in the Styles Gallery. 3. When the mouse pointer is over the Emphasis style thumbnail, Live Preview shows this: The formatting is not applied to the text in the document. This is a preview of what the text will look like if you apply the formatting. Ver Page 15

4. Here is a summary of what Live Preview shows as the mouse pointer is over each of the first four styles in the Styles Gallery: Gallery button Live Preview To preview how a formatting change will

16 4. Here is a summary of what Live Preview shows as the mouse pointer is over each of the first four styles in the Styles Gallery: Gallery button Live Preview To preview how a formatting change will affect the document, select the text or object and place the mouse pointer over the Gallery thumbnail. To apply a formatting change to selected text or a selected object, click on the Gallery thumbnail. TIP: To disable Live Preview, click on the File tab. Select the application s Options button. In the General options, unmark Enable Live Preview. Ver Page 16

17 5. Most of the Galleries have additional selections that can be viewed by using that Gallery s scroll bar or More button. Clicking on the up and down arrows on the scroll bar will move through the rows of Gallery selections one row at a time Scroll bar More button 6. Clicking on the More button, at the bottom of the scroll bar, displays many or all of the Gallery rows at once. If you click on the More button for the Styles Gallery, it displays thumbnails: Preview a style by pointing to its thumbnail with the mouse. Apply a style by clicking on its thumbnail. TIP: In Office 2010, some of the Galleries can be customized by saving your formats in those galleries. To do this, select the formatted text, click on the Gallery s more down arrow and choose the Save Selection option. Ver Page 17

Hide the Ribbon The Ribbon takes up a large area of the application window. To temporarily hide the ribbon, double-click on the active tab of the Ribbon.

18 Hide the Ribbon The Ribbon takes up a large area of the application window. To temporarily hide the ribbon, double-click on the active tab of the Ribbon. When the Ribbon is hidden, the window will look like this: Alternatively, press CTRL + F1 to hide the Ribbon. To display the hidden Ribbon for one action, click once on any tab. After the one action is completed, the Ribbon will hide again. To display the hidden Ribbon until you choose to hide it again, double-click on any tab. Ver Page 18

19 Creating Custom Tabs and Groups In Office 2010, you are able to create custom tabs and groups which will allow you to create a workspace conducive to how you work in Office Click on the File tab to open Backstage View. Ver Page 19

20 2. Click on the Options tab. Ver Page 20

21 3. Click on the Customize Ribbon tab. 4. Click on the New Tab button to create a new custom tab. Ver Page 21

The New Group (Custom) should be selected, if not select it from the list. Click on the Rename button.

22 5. Click on the New Tab (Custom) from the list to select it. 6. Click on the Rename button. Enter a new name for the tab and click on the OK button. 7. Now, you can add a group to the tab. Click on the New Group button. 8. The New Group (Custom) should be selected, if not select it from the list. Click on the Rename button. Enter a Display name for the new group. Click on the OK button. 9. Continue to add new groups as desired. In this example, a total of three groups where created on the Training tab. Ver Page 22

If necessary, change the Choose commands from drop down for more options.

23 10. To add a command to the group, first select the group from the list that you want to add commands to. 11. In the left frame, choose a command that you want added to the selected group. If necessary, change the Choose commands from drop down for more options. For example, you can select All Commands for a complete list of Outlook commands to pick from. 12. For example, the command for Print will be added to the General group on the custom tab. Locate Print from the command list and click on it to select. Ver Page 23

24 13. Click on the Add button. The command is now in the newly created custom group. 14. Continue to select a group and add commands as desired. For example: Custom Tab Custom Group Commands Custom Group Commands Ver Page 24

25 15. To move the custom tab to a specific location on the Ribbon, select the custom tab name from the list and use the Move Up and Move Down buttons. For example, you may want to move the custom tab to the first tab, after the File tab, on the Ribbon. Ver Page 25

16. Click on the OK button to return to Outlook and see the new custom tab on the Ribbon. The new custom tab: Note: This is what the Customize Ribbon tab looked like to create the custom tab above.

You can then go back and turn it on at a later time to use it again. To delete a custom tab, select it from the list and use the Remove button. Note: Commands can only be added to Custom Groups.

26 16. Click on the OK button to return to Outlook and see the new custom tab on the Ribbon. The new custom tab: Note: This is what the Customize Ribbon tab looked like to create the custom tab above. 17. To remove a custom tab from the Ribbon, you can uncheck the tab in the list of Tabs on the Customize Ribbon tab which will remove it from the Ribbon, but will not delete the tab. You can then go back and turn it on at a later time to use it again. To delete a custom tab, select it from the list and use the Remove button. Note: Commands can only be added to Custom Groups. Custom Groups can be added to existing tabs or to custom tabs on the Ribbon. Note: You can use the Reset button to reset the entire Ribbon or just a selected tab. This will return the Ribbon and/or tab to the original setup. Ver Page 26

27 Exercise 4: Use the View Tools and the Zoom Slider The status bar, located at the bottom of the window, displays the View tools and the Document Zoom Slider. These tools provide ways to change the look of the work window. Each Office program has its own set of views. The Zoom Slider is available in Word, Excel and PowerPoint. To increase the magnification of the view, click on the tool or use the mouse to drag the slider to the right. To decrease the magnification of the view, click on the tool or use the mouse to drag the slider to the left. In the Office 2010, names of the document views have changed, some views have been added and some of the views properties have changed, as well. In Word, the View tools look like this. Print Layout Full Screen Reading Zoom Slider Web Layout Outline Draft View Tools in Word In Word, the 5 (five) main built-in views are: Print Layout (formerly Page Layout) Full Screen Reading (formerly Reading Layout) Web Layout Outline Draft (formerly Normal) Print Layout, Web Layout, Outline and Draft views are familiar to Word users, although some of the view names have changed. The Full Screen Reading view is a redesigned Reading Layout view, as shown on the following page. Ver Page 27

28 Full Screen Reading view is used to make the documents easier to read on the computer screen. The same fonts are used as those in the original document, but ClearType technology is used to make the text easier on the eyes. The font size can be increased in this view in order to improve legibility without changing the formatting of the original document. Pages are rearranged on the screen for easy viewing and do not match what will print. In the Full Screen Reading view, use the View Options button to change the display. When a Word document attachment is opened from Outlook, the document will open in the Full Screen Reading view. This option can be changed by clicking on the File tab in Word, selecting the Options button, General, and clicking to unmark the checkbox for Open attachment in Full Screen Reading view. Ver Page 28

View Tools in Excel 1. In class, open the file Excel Workbook. Excel 2010 has added a Page Layout view in addition to the Normal and Page Break Preview views with which Excel users are familiar.

29 View Tools in Excel 1. In class, open the file Excel Workbook. Excel 2010 has added a Page Layout view in addition to the Normal and Page Break Preview views with which Excel users are familiar. The View tools also include the Zoom Slider. Normal view Page Break Preview Page Layout view Zoom Slider The Page Layout view, like that of Word, displays the worksheet as it will print. Excel users now can see and edit the headers and footers on the pages. 2. Click on the File tab and Exit Excel. Ver Page 29

30 View Tools in PowerPoint PowerPoint 2010 has added two new tools to the View tools used in The fit slide to current window tool and the Zoom slider tool are added. Previously, these were options on the Zoom tool in the standard toolbar. Slide view Slide view sorter view Fit slide to current window Slide show Zoom Slider Ver Page 30

Exercise 5: Use the Mini Toolbar and Help The Mini Toolbar When working with a document, one of the most common tasks is to format text. In Office 2010, the Mini Toolbar appears when text is selected.

31 Exercise 5: Use the Mini Toolbar and Help The Mini Toolbar When working with a document, one of the most common tasks is to format text. In Office 2010, the Mini Toolbar appears when text is selected. This toolbar is faded in appearance, as shown here, until the mouse pointer is placed over it. When the mouse pointer is placed over the toolbar, it fades in and is available to use. Live preview now works on the Mini Toolbar. It did not work there in Office Ver Page 31

If you press F1 for Help or click on the Office Help button in Office 2010, an internet connection to Microsoft Office Online is made, if possible, and this window is displayed.

32 Help There are several methods to access Help in the Office 2010 programs. If the program does not use the Ribbon, click on Help in the menu. If the program uses the Ribbon, click on the Office Help button in the top right corner of the window In any Office program, press the F1 key. If you press F1 for Help or click on the Office Help button in Office 2010, an internet connection to Microsoft Office Online is made, if possible, and this window is displayed. Enter a Search topic here OR Select a topic from the list. TIP: By default, help searches for content at Microsoft Office Online. If you are working offline or only wish to search the help content on your PC, click here and select the option to Show content only from this computer. Ver Page 32

33 When each Office 2010 program is opened, here are the initial windows. Word 2010 Excel 2010 Ver Page 33

34 Outlook 2010 PowerPoint 2010 Ver Page 34

35 Access 2010 Ver Page 35

36 Publisher 2010 Ver Page 36

37 Lesson 2: Prepare to Work with Office 2010 In Lesson 1, you examined the new appearance of the Office programs and learned how to use their new elements, such as the File tab and Ribbon. In this lesson, information is reviewed that is critical or important to know before you use Office 2010 for the first time. Exercises 1. New File Formats 2. New Commands 3. Keyboard Shortcuts 4. System Requirements Ver Page 37

Exercise 1: New File Formats What is a file format?

The file is stored on the computer in a particular format.

This format is established by the application in which the file was created.

38 Exercise 1: New File Formats What is a file format? When working on a document, you periodically stop to save that work in a file, an electronic storage of your work. The file is stored on the computer in a particular format. That file format specifies the type of file and how the information in that file is organized. This format is established by the application in which the file was created. For example, the file format for a Word 2010 file is different than the file format for an Excel 2010 file. The important thing to know about the file formats in most of the Office 2010 programs is that they are not compatible with that same program in Office 2003 but are compatible with Office 2007 programs. In Office 2010, Word, Excel, PowerPoint and Access use a new file format based on XML (Extensible Markup Language). This is a major change. Ver Page 38

39 What does this mean to you? 1. For files saved in the new Office 2010 formats, the files cannot be opened directly in an Office 2003 program. In order to open a Word, Excel or PowerPoint 2010 file in an Office 2003 program, a special add-in program called Microsoft Office Compatibility Pack must be installed on the computer where the file is being opened. 1 When an Office 2010 file is opened in Office 2003, a conversion message is displayed in the status bar, similar to what is shown here. When an Office 2010 file is converted by the add-in program and opened in Office 2003, any of the new 2010 functionality will not be available. In Word a message is displayed after the document is converted from 2010 format to 2003 format. 2. For files saved in Access in the new Office 2010 format, the files cannot be opened in Access There is no conversion utility available. 1 At, that add-in was pushed to your PC in February of At that time, we were using Office In the event that you received a file in the Office 2010 format and needed to work with it, the Compatibility Pack allowed you to do so. Ver Page 39

3. Office 2010 programs can open files saved in Office 2003. No extra step is needed. When a file with an Office 2003 format is opened in Office 2010, the file is opened in Compatibility Mode.

40 3. Office 2010 programs can open files saved in Office No extra step is needed. When a file with an Office 2003 format is opened in Office 2010, the file is opened in Compatibility Mode. This is a precaution. The title bar indicates this: When it is time to save the file, the file is saved in the Office 2003 format to maintain compatibility. In class, open the file Lesson 2 exercise 1.doc. This is a file in Word 2003 format. You may choose to save the file in the new 2010 format, instead, by using the Save As command on the Office Button. If you do, a message similar to this displays: Ver Page 40

What can you do if you are sharing a file you created in Office 2010 with someone who uses Office 2003? 1. There are two options for Word, Excel and PowerPoint. a. When you save the file, use the Save As command from the File tab.

41 What can you do if you are sharing a file you created in Office 2010 with someone who uses Office 2003? 1. There are two options for Word, Excel and PowerPoint. a. When you save the file, use the Save As command from the File tab. Then, select the format from the list. This will save the file in the old format. OR b. The person with Office 2003 can install the Microsoft Office Compatibility Pack on their PC, which is free at Microsoft.com. 2. There is only one option for Access. When you save the database file, use the Save As command from the File tab. Then, select the Access or Access 2000 format, whichever format is appropriate, from the list. This will save the file in the old format. Ver Page 41

42 Exercise 2: Keyboard Shortcuts Many of us use the keyboard to access common commands in the Windows programs. These keyboard shortcuts still are available. Some of the frequently used shortcuts for the Office programs are: Shortcut CTRL + O CTRL + S CTRL + N CTRL + P CTRL + C CTRL + X CTRL + V CTRL + Z CTRL + B CTRL + U CTRL + I CTRL + Z CTRL + A ALT + F4 Action Open Save New Print Copy Cut Paste Undo Bold Underline Italics Undo Select entire document Close active window Ver Page 42

In the Office 2010 programs that use the Ribbon, optional keyboard shortcuts are available. To activate these keyboard shortcuts, press and release the ALT key.

43 In the Office 2010 programs that use the Ribbon, optional keyboard shortcuts are available. To activate these keyboard shortcuts, press and release the ALT key. The shortcuts are displayed in small rectangles. For example, when the shortcuts are visible as shown above, pressing CTRL + N will activate the Insert tab of the Ribbon. There are many shortcuts available on the Insert tab, such as CTRL + D for Date & Time. As soon as a shortcut action (not a shortcut selecting a tab) is taken, the shortcuts are deactivated. Pressing the ALT key reactivates the shortcuts. Each Office program has its own set of keyboard shortcuts, as well. To see a particular program s shortcuts, open the program and search help for keyboard shortcuts. Ver Page 43

44 Exercise 4: System Requirements Microsoft lists the following minimum requirements to run Office 2010: Component Computer and Processor Memory Hard disk Display Operating System Other Requirement 500 Megahertz (MHz) or higher 256 Megabytes (MB) RAM or higher 2 Gigabytes (GB) 1024x768 or higher resolution monitor Microsoft Windows XP with SP 2 or later operating system Internet Explorer 6.0 or later Distributed Technology Services at recommends the following requirements to run Office 2010: Component Computer and Processor Memory Hard disk Display Operating System Other Requirement 1 /Gigahertz (GHz)processor or higher 1 Gigabyte (GB) RAM or higher 80 Gigabytes (GB) 1024x768 or higher resolution monitor Microsoft Windows XP with SP 2 or later operating system Internet Explorer 6.0 or later Ver Page 44

45 Lesson 4: To Begin Customize Office Each of us needs to set up a work environment that is comfortable and meets our individual needs. As you work with Office 2010, you may choose to modify the options that are available. Some options are specific to an individual program. Some options modify the environment in all the Office 2010 programs. Here are initial suggestions with which to start. Exercises 1. Customizations that Affect All the Office Programs 2. Customizations that Affect Only the Active Office Program Ver Page 45

Exercise 1: Customizations that Affect All the Office Programs Select a color scheme. 1. Open Word, Excel or PowerPoint. You may want to choose the program that you use most frequently.

46 Exercise 1: Customizations that Affect All the Office Programs Select a color scheme. 1. Open Word, Excel or PowerPoint. You may want to choose the program that you use most frequently. Use that program s interface to select a color scheme. The color scheme that you select will carry over to all the Office programs. 2. Click on the File tab. 3. Click on that program s Options button. Ver Page 46

47 4. The application s Options box is displayed. Verify that General is selected in the Options box. 5. Click on the down arrow for Color scheme to select Blue, Silver or Black. 6. Click on OK. 7. You may want to repeat these steps to try out each of the three color schemes to help you make a final choice. Ver Page 47

If visually you need or prefer the lower resolution, be assured that a reorganized Ribbon works well. However, it will look different than the examples shown and that may be less productive. 1.

48 Verify that the entire Ribbon is shown. The Ribbon is optimized for a screen resolution of 1024 x 768. If your screen resolution is set lower, such as 800 x 600, the Ribbon will not display as shown in these lessons. At a lower resolution, the Ribbon will reorganize itself to display less. If visually you need or prefer the lower resolution, be assured that a reorganized Ribbon works well. However, it will look different than the examples shown and that may be less productive. 1. Continue to use the Office program that you have open. 2. Compare the Ribbon s Home command tab with that program s Home command tab as shown below. You only need to check in one program. If one Ribbon is displayed in full, then all the Ribbons in all the programs are displayed in full. Word Excel PowerPoint Ver Page 48

49 3. If you cannot see the entire Ribbon, the screen resolution can be changed. Follow the instructions for your operating system, either Windows XP or Vista. To change the resolution in Windows XP: a. Click on the Start button on Window s taskbar. This button is at the bottom of your screen in the left corner. b. Point to Settings. c. Select Control Panel. d. In the Control Panel window, double click on the Display icon. e. In the Display properties box, select the Settings tab. f. In the Screen resolution frame of the Settings tab, drag the slider to 1024 by 768 pixels. g. Click OK. Ver Page 49

To change the resolution in Windows 7: a. Click on the Start icon on Windows s taskbar. This icon is at the bottom or your screen in the left corner. b. Select Control Panel. c. In the Control Panel window, click on d.

50 To change the resolution in Windows 7: a. Click on the Start icon on Windows s taskbar. This icon is at the bottom or your screen in the left corner. b. Select Control Panel. c. In the Control Panel window, click on d. In the Display area, click on the link Adjust resolution. e. In the Display Settings dialog box, drag the slider for Resolution to 1024 by 768 pixels. f. Click OK. Ver Page 50

Exercise 2: Customizations that Affect Only the Active Office program Move the Quick Access toolbar The Quick Access toolbar is displayed to the right of the Office Button.

Since the toolbar can occupy more space when moved, it can hold more tools of your choice. To move the toolbar, click on its down arrow and select Show Below the Ribbon.

51 Exercise 2: Customizations that Affect Only the Active Office program Move the Quick Access toolbar The Quick Access toolbar is displayed to the right of the Office Button. It can be moved below the Ribbon. Why move it? The commands are closer to your work area. The toolbar is customizable. Since the toolbar can occupy more space when moved, it can hold more tools of your choice. To move the toolbar, click on its down arrow and select Show Below the Ribbon. Customize the Quick Access toolbar It is recommended that you follow the instructions on page 6 to move the Quick Access toolbar to Show Below the Ribbon, before customizing it. This move allows more room to add commands to the toolbar. 1. Click on the down arrow on the Quick Access toolbar. 2. Select. Ver Page 51

52 3. The Options window is displayed for the particular Office program that is active. In this example, Word is used. TIP: To use the customized toolbar for all the documents for this program, leave the default setting of For all documents (default). To use the customized toolbar in only the open document, save the document first. Then, select the document name at the down arrow. 4. In the Choose commands from list box, click on the down arrow to select the type of commands to display in the large list box on the left side of the window. In the screenshot shown above, Popular Commands is the option selected. The large list box displays a list of frequently-used commands. Ver Page 52

53 5. Click to select a command in the list and click. The selected command is added to the Quick Access toolbar list on the right side of the window. In this example, the Print Preview command is added to the toolbar. Move up and move down 6. Repeat steps 3 and 4 until the commands you need are added to the toolbar. 7. To place the commands in a different order on the toolbar, click on the command to move so that the command is selected. Use the move up and move down arrows. 8. To remove a command from the toolbar, click on the command to select it. Then, click on. 9. Click to accept and save your changes. The Quick Access toolbar displays the new commands. Ver Page 53

Excel Main Screen. Fundamental Concepts. General Keyboard Shortcuts Open a workbook Create New Save Preview and Print Close a Workbook

Excel Main Screen. Fundamental Concepts. General Keyboard Shortcuts Open a workbook Create New Save Preview and Print Close a Workbook Excel 2016 Main Screen Fundamental Concepts General Keyboard Shortcuts Open a workbook Create New Save Preview and Print Close a Ctrl + O Ctrl + N Ctrl + S Ctrl + P Ctrl + W Help Run Spell Check Calculate