NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION Module 1 Using Windows
Welcome! Microsoft Windows is an important part of everyday student life. Whether you are logging onto an NSCC computer or having to create files for your faculty, you will be exposed to Windows; the world s leading operating system for home and business computers. Whenever you open a program, file or folder, it appears on your screen in a box or frame called a window. This is where the Windows operating system gets its name. With windows being everywhere in the operating system, it is important to understand how to move them, change their size or enter/exit from applications. The Microsoft Office session has six modules. This is module number 1 Using Windows. In this package you will find everything you need to complete this module. Note: Microsoft Windows 7 is the operating system used in most computers at NSCC and is the version referenced throughout this module. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 2
Contents Welcome!... 2 LEARNING OUTCOMES What will I learn?... 5 ONLINE RESOURCES... 6 FILES AND FOLDERS STUDY GUIDE... 9 ACCESSING WINDOWS THROUGH YOUR DESKTOP... 10 PRACTICE NAVIGATING THROUGH WINDOWS... 12 About Windows... 12 Parts of a Typical Window... 12 Changing the size of a window:... 13 Hiding a window:... 14 Closing a window:... 14 Switching between windows:... 15 Dialog boxes:... 16 PRACTICE USING THE START MENU... 17 About the Start Menu... 17 Use the Start menu to do these common activities:... 18 The Start menu has three basic parts:... 18 Features of the Start menu:... 18 PRACTICE USING THE TASK BAR... 20 About the Task Bar... 20 PRACTICE USING THE TOOL BAR... 21 About the Tool Bar... 21 SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 3
PRACTICE USING THE MENU BAR... 22 About the Menu Bar... 22 PRACTICE WORKING WITH DESKTOP ICONS... 25 About Icons... 25 Adding and removing icons from the desktop:... 25 The Recycle Bin:... 26 ACCESSING HELP AND TUTORIAL SUPPORT FEATURES... 27 About help and tutorial support... 27 Ensuring Access to Online Help Topics... 27 Practice switching between users, logging on / off and successfully restarting computer.... 29 Switch users without logging off:... 29 Turning off your computer properly:... 29 Use the Shutdown button on the Start menu:... 30 PRACTICE USING THE MS OFFICE INTERFACE FOR ALL APPLICATIONS... 31 The main elements you ll use are:... 31 WINDOWS STUDY GUIDE... 7 FINAL STEPS:... 33 Coming up next Module 2 Files and Folders... 33 SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 4
LEARNING OUTCOMES What will I learn? In this module you will practice Navigating through various components of Windows Using menus, toolbars, icons and taskbars to access content on network and hard-drive. Accessing help and tutorial support features in the operating system. Switching between users, logging on / off and successfully restarting computer. Using the Office interface and associated common features. By the end of the module you will be able to: Turn on computer and log onto network using NSCC credentials / log off successfully Open programs through Start Menu / access specified directories (for future use) Work with features which are common to Windows and Office Access help and tutorial support features for operating system and Office suite This is an important part of working towards the session learning objectives: Perform basic tasks and functions of an operating system / access help and tutorial support features SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 5
ONLINE RESOURCES These resources may help you develop your skills in using Windows 7. Module about basic tasks in Windows http://windows.microsoft.com/en-us/windows7/windows-basics-all-topics Video Tour of Windows http://windows.microsoft.com/en-us/windows7/help/getting-started#t1=tab01 SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 6
WINDOWS STUDY GUIDE Use this guide to keep track of your progress during the module. Record when you complete a skill, how you did it, and what trouble spots you encountered. I Have Learned To: Skill Complete How I did it (in my own words) Trouble Spots Turn on computer and log onto network. Switch between users, log off and restart computer. Access help and tutorial support features in the operating system. Navigate through various components of Windows. Work with features which are common to Windows and Office. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 7
Skill Complete How I did it (in my own words) Trouble Spots Open programs through Start Menu / access specified directories such as My Documents, My Pictures and My Computer SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 8
FILES AND FOLDERS STUDY GUIDE Use this guide to keep track of your progress during the module. Record when you complete a skill, how you did it, and what trouble spots you encountered. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 9
ACCESSING WINDOWS THROUGH YOUR DESKTOP The desktop is the main screen area that you see after you turn on your computer and log on to Windows. Like the top of an actual desk, it serves as a surface for your work. When you open programs or folders, they appear on the desktop. You can also put things on the desktop, such as files and folders and arrange them in the particular order you want. The desktop is sometimes defined more broadly to include the taskbar. The taskbar sits at the bottom of your screen. It shows you which programs are running and allows you to switch between them. It also contains the Start button, which you can use to access the Start Menu - containing programs, folders and computer settings. Figure 1 - Image of the Windows Start button located in the bottom left of the screen SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 10
Figure 2 - This screen capture of a desktop in Windows highlights helpful areas in the Windows environment. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 11
PRACTICE NAVIGATING THROUGH WINDOWS About Windows Although the contents of every window are different, all windows share the following in common: Always appear on the desktop. Have the same basic parts and features Accessed through the Task bar Provide the basis for operating system Figure 3 - This screen capture shows a sample window. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 12
Parts of a Typical Window Title bar - displays the name of the document and program (or the folder name if you're working in a folder). Minimize, Maximize, and Close buttons - these buttons hide the window, enlarge it to fill the whole screen and close it. Menu bar - contains items that you can click to make choices in a program. Scroll bar - lets you scroll the contents of the window to see information that is currently out of view. Borders and corners - you can drag these with your mouse pointer to change the size of the window. Changing the size of a window: To make a window fill the entire screen, click its Maximize button or double-click the window's title bar. To return a maximized window to its former size, click its Restore button (this appears in place of the Maximize button). Or, you can double-click the window's title bar. To resize a window (make it smaller or bigger), point to any of the window's borders or corners. When the mouse pointer changes to a two-headed arrow, drag the border or corner to shrink or enlarge the window. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 13
Hiding a window: Hiding a window is called minimizing it. If you want to get a window out of the way temporarily without closing it, minimize it. To minimize a window, click the Minimize button. The window disappears from the desktop and is visible only as a button on the taskbar - the long horizontal bar at the bottom of your screen. To make a minimized window appear again on the desktop, click its taskbar button. The window appears exactly as it did before you minimized it. Closing a window: Closing a window removes it from the desktop and taskbar. If you're done with a program or document and don't need to return to it right away, close it. To close a window, click the Close button. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 14
Switching between windows: If you open more than one program or document, your desktop can quickly become cluttered with windows. Keeping track of which windows you have open isn't always easy, because some windows might partially or completely cover others. Using the taskbar. The taskbar provides a way to organize all of your windows. Each window has a corresponding button on the taskbar. To switch to another window, just click its taskbar button. The window appears in front of all other windows, becoming the active window; the one you're currently working in. To easily identify a window, point to its taskbar button. When you point to a taskbar button, you'll see a thumbnail-sized preview of the window; whether the content of the window is a document, a photo or even a streaming video. This preview is especially useful if you can't identify a window by the title alone. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 15
Dialog boxes: A dialog box is a special type of window that asks you a question; allows you to select options to perform a task or provides you with information. You'll often see dialog boxes when a program or Windows needs a response from you before it can continue. A dialog box appears if you exit a program without saving your work Unlike regular windows, most dialog boxes can't be maximized, minimized or resized. They can; however, be moved. Figure 4 - Image of a Dialogue box SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 16
PRACTICE USING THE START MENU About the Start Menu The Start menu is the main gateway to your computer's programs, folders and settings. It's called a menu because it provides a list of choices; just as any program application would offer. As the start implies, it's often the place that you'll go to start or open things. Figure 5 - Screen shot of the Start menu with arrows labeling the sections SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 17
Use the Start menu to do these common activities: Start programs Open commonly used folders Search for files, folders and programs Adjust computer settings Get help with the Windows operating system Turn off the computer Log off from Windows or switch to a different user account Open the Start menu The Start menu has three basic parts: The large left pane shows a short list of programs on your computer. Your list will be customized when you log onto NSCC; therefore, exact appearance may vary. Note: Clicking All Programs displays a complete list of programs. At the bottom of the left pane is the search box; which allows you to look for programs and files on your computer by typing in search terms. The right pane provides access to commonly used folders, files, settings and features. It's also where you go to log off from Windows or turn off your computer. Features of the Start menu: Personal folder - opens your personal folder, which is named for whoever is currently logged on to Windows. Documents - opens the Documents library, where you can access and open text files, spreadsheets, presentations and other kinds of documents. Pictures - opens the Pictures library, where you can access and view digital pictures and graphics files. Music - opens the Music library, where you can access music and other audio files. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 18
Computer - opens a window where you can access disk drives, cameras, printers, scanners and other hardware connected to your computer. Control Panel - opens Control Panel, where you can customize the appearance and functionality of your computer, install or uninstall programs, set up network connections and manage user accounts. Devices and Printers - opens a window where you can view information about the printer, mouse, and other devices installed on your computer. Default Programs - opens a window where you can choose which program you want Windows to use for activities - such as web browsing. Help and Support - opens Windows Help and Support, where you can browse and search Help topics about using Windows and your computer. Shutdown button - turns off the computer. Note: Clicking the arrow next to the Shutdown button displays a menu with additional options for switching users, logging off, restarting or shutting down (See further below in Module). SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 19
PRACTICE USING THE TASK BAR About the Task Bar The task bar is the long horizontal bar at the bottom of your screen. Unlike the desktop, which can get obscured by the windows on top of it, the task bar is visible almost all the time. It has four main sections: The Start button - which opens the Start menu. The Quick Launch toolbar - which lets you start programs with one click. The middle section - which shows you which programs and documents you have opened and allows you to quickly switch between them. The notification area - which includes a clock and icons (small pictures) that communicate the status of certain programs and computer settings. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 20
PRACTICE USING THE TOOL BAR About the Tool Bar The Tool bar takes its name from the bar-like arrangement of buttons or other controls into a single row or column A toolbar is a row, column or block of buttons or icons representing tasks you can do within a program. Some toolbars can appear on the taskbar. The toolbar in Windows 7 explorer lets you quickly create a new folder, organize files and folders, include a file or folder in library and share files with groups. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 21
PRACTICE USING THE MENU BAR About the Menu Bar Most programs contain dozens or even hundreds of commands (actions) that you use to work the program. Many of these commands are organized under menus. Like a restaurant menu, a program menu shows you a list of choices. To keep the screen uncluttered, menus are hidden until you click their titles in the menu bar - located just underneath the title bar. To choose one of the commands listed in a menu, click it. Sometimes a dialog box appears, in which you can select further options If you don't see the command you want, try looking at another menu. Move your mouse pointer along the menu bar and its menus open automatically; you don't need to click the menu bar again. To close a menu without selecting any commands, click the menu bar or any other part of the window. Figure 6 - This screen shot distinguishes the Menu Bar from the Tool Bar SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 22
Figure 7 - This screen shot shows the different menus that appear when Menu Bar commands are clicked SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 23
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PRACTICE WORKING WITH DESKTOP ICONS About Icons Icons are small pictures that represent files, folders, programs and other items. NSCC has added other icons to the desktop - you ll see this when you log on. Double-clicking a desktop icon starts or opens the item it represents. Adding and removing icons from the desktop: You can choose which icons appear on the desktop. Ultimately, you can add or remove an icon at any time. Some people like a clean, uncluttered desktop with few or no icons. If you want easy access from the desktop to your favorite files or programs, you can create shortcuts to them. A shortcut is an icon that represents a link to an item, rather than the item itself. When you double-click a shortcut, the item opens. If you delete a shortcut, only the shortcut is removed, not the original item. You can identify shortcuts by the arrow on their icon. Figure 8 - A file icon (left) and a shortcut icon (right) SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 25
The Recycle Bin: When you delete a file or folder, it doesn't actually get deleted right away; it goes to the Recycle Bin. That's a good thing, because if you ever change your mind and decide you need a deleted file, you can get it back. Figure 9 - The Recycle Bin when empty (left) and full (right) Note: If you're sure that you won't need the deleted items again, you can empty the Recycle Bin. Doing this function will permanently delete the items. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 26
ACCESSING HELP AND TUTORIAL SUPPORT FEATURES About help and tutorial support The help and support feature in Windows 7 not only gives you general and detailed information on how to use Windows, but also helps you by providing answers from Microsoft on the particular problems you are facing. To open Windows Help and Support window, select Start which is followed by Help and Support. The Windows Help and Support feature incorporates a Search Help text box that can be used to search for specific topics. Ensuring Access to Online Help Topics Once you have access to Windows Help and Support, open the Options menu and click Settings - this will takes you to the Help Settings dialog box. This is your complete access to the latest version of online help topics from Microsoft. Finding a particular help topic is straightforward. Simply type your search word or phrase in the search box (in the toolbar at the top of Help window) and press Enter. Windows then displays links for up to 30 of the best results - with the ones most likely to be useful at the top of the list. See Figure 10 for a screen shot of the Windows Help and Support window. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 27
Figure 10 - screen shot showing Windows Help and Support SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 28
Practice switching between users, logging on / off and successfully restarting computer. Switch users without logging off: If there is more than one user account on the computer, Fast User Switching is an easy way for another student to log on to the computer without logging you off or closing your programs and files. Click the Start button, and then click the arrow next to the Shutdown button. Click Switch User. Press Ctrl+Alt+Delete and then click the user you want to switch to. Turning off your computer properly: When you're finished using the computer, it's important to turn it off properly - not only to save energy, but also to help keep the computer more secure. There are three ways to turn off the computer: Pressing the computer's power button. Using the Shutdown button (sometimes called the Power button) on the Start menu. If you are using an approved NSCC laptop, closing the lid. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 29
Use the Shutdown button on the Start menu: To turn off the computer using the Start menu, click the Start button and then in the lower-right corner of the Start menu, click Shut down. When you click Shut down, the computer closes all open programs, along with Windows itself, and then completely turns off the computer and display. Shutting down doesn't save your work, so you must save your files first. Figure 11 - screen shot of the shut down options found in the Start menu SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 30
PRACTICE USING THE MS OFFICE INTERFACE FOR ALL APPLICATIONS The Office 2010 suite comprises a number of common elements that define how you interact with this product. Having knowledge of the elements will help you work more efficiently with Office and allow you to more quickly find the commands that you need. The design of Office 2010 also makes it easy to discover features that might have remained hidden beneath layers of toolbars and menus. The main elements you ll use are: The Ribbon - the strip across the top of program window that contains your commands. Quick Access Toolbar - the single standard toolbar that appears on the Ribbon and offers single-click access to most needed commands; such as Save and Undo. Status Bar - the bar at the bottom of program window that displays status information and includes buttons that allow you to change your view. Help Tab - the tab at the right hand corner of the screen. This allows you access to the helpand-how-to functions within the application. For example, clicking Help in Word (shown below) allows you access to the Word Help dialog box; which is help and support designed specifically for Word. Refer to Figure 12 for a screen shot with labels of these elements. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 31
Figure 12 - Common elements of the Windows interface SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 32
FINAL STEPS: Finishing up the module Well done! You ve made it to the end of this module. In this module you ve: Navigating through various components of Windows Using menus, toolbars, icons and taskbars to access content on network and hard-drive. Accessing help and tutorial support features in the operating system. Switching between users, logging on / off and successfully restarting computer. Using the Office interface and associated common features. This is an important part of your work towards these session learning objectives: Perform basic tasks and functions of an operating system / access help and tutorial support features Coming up next Module 2 Files and Folders SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 33