Key Applications

INTERNET AND COMPUTING
CORE CERTIFICATION IC3

UNIT 2: KEY APPLICATIONS
Chapter 1:
Starting with Microsoft Office 2007
Applications
IC3 Organization Administrator:

Awadh E. Ajeel
MULTIPLE APPLICATIONS RUNNING
IC3 Organization Administrator: Awadh E.

Ajeel
Two documents
open in Word
Excel running in the
background
2
Access running Two PowerPoint
presentations open
SWITCH BETWEEN APPLICATIONS
Click
an application name in the taskbar to
switch between applications

Click this icon to
switch to Access
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Click this icon to PowerPoint is the
switch to Word active window
3
BASIC WINDOWS ELEMENTS
Maximize
Tabs
Minimize

Ribbon
Insertion
Point
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Work Vertical
area Scroll bar
Status bar
MICROSOFT WORD
Title bar
Quick Access toolbar

Ribbon Work area
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Status bar
Document views
5
MICROSOFT EXCEL
Quick Access toolbar Title bar

Column
Minimize, Maximize
and Restore buttons
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Row Work area
Status bar
6
MICROSOFT POWERPOINT
Title bar
Quick Access toolbar

Ribbon
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Work area is a slide
Status bar
7
OPENING A FILE
Click the Office button

Click Open

Locate and select the file
or
Right-click the filename and choose Open
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or
Create a shortcut on the desktop and double-
click it
8
OPENING A FILE THROUGH WORD

Location on disk
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Available folders
File name
File type 9
SAVING A FILE
Save As
Define a new name

Specify a new location
Drive
Folder
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Subfolder
Save
Same name
Same location
10
NAVIGATE IN A DOCUMENT
Arrow keys up, down, left, and right

Navigation keys Page Up, Page Down, Home,

End
Click the mouse
Horizontal and vertical scroll bars
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Scroll box within the scroll bars
11
NAVIGATE LONGER DOCUMENT
Go To command
F5

Edit, Go To
Find
Browse buttons
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by page
by section
by figures
others
12
BACKSPACE VS. DELETE
Erroer
When dragging the mouse, dont let up on the mouse

button until you select exactly what you want
If insertion point is to the left of the error, use Delete.
If the insertion point is to the right of the error, use
Backspace.
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13
INSERT VS. OVERTYPE
Insert mode moves text to the right to make room

for new text

Overtype mode overwrites existing text as you
type
Press INS key to switch between modes
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Double-click OVR in the status bar to switch
between modes
14
RIBBONS, TABS AND BUTTONS
Ribbon tabs Ribbon

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Dialog box Launcher
Buttons
Groups
Clicking a Ribbon tab will display

15
Specific groups that relate to that tab
DIALOG BOXES The computer requires more
information to process your
Print request, so you have a dialog.

Print
what?
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Page 1, OK?
OK.
16
FIND AND REPLACE Click Find in the
Editing group

Matching text that Find
and Replace found
Click this tab to
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specify what text to
replace with
Search for the

Text to look for in
next entry
the document
17
STEPS TO COPY AND PASTE
Step 1: Select the item

Step 2: Cut (or copy) the item

Step 3: Place insertion point in new location
Step 4: Paste
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18
SHOWING THE CLIPBOARD

Click here to show
the Clipboard
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Clipboard
19
USING THE CLIPBOARD

Copied item
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Clipboard
task pane
Selected text
20
MOVING TEXT
Using commands
Select text

Edit, Cut
Position insertion point in new location
Edit, Paste
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Drag-and-drop
21
CONTEXTUAL TABS
o Contextual tabs appear only when

needed and are related to the current task

on hand.
Contextual Tab
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22
GALLERIES
Galleries
provide a menu of options
Can sometimes be expanded by clicking the More option

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Gallery
23
THE QUICK ACCESS TOOLBAR
The Quick Access Toolbar provides a fast way of

performing common tasks.
It can be customized by adding or deleting
commands.
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Quick Access Toolbar
24
UNDO AND REDO
Action Taken (adding text, deleting, formatting, etc.)

Undo - Reverses previous action
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Action is taken again by the program
Redo - Performs the action again

25
ACCESSING PRINT PREVIEW
Click the Office Button

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Click Print Preview
Point to Print
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PRINT PREVIEW
Print Preview tab
Close Print Preview

Zoom in or out of View multiple pages
document view
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Magnifier pointer
27
PRINT A DOCUMENT
4. Print dialog box
1. Click the Office button
3. Click Print to access
Print dialog box

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2. Point to Print
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5. Click OK to Print
GETTING HELP
Printed documentation
Access the Help Program within the software

Table of Contents
Enter a keyword or search term
Connect to Office Online
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Get answers to your questions
29
OFFICE HELP
Click the Home Enter a search

button for the Word phrase or word here
Help home page

Choose a topic
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Status bar shows a
connection to Office
Online
30
Chapter 2:
Creating a New Word Document
and Inserting Graphics and Tables
31

Awadh E. Ajeel
LINE SPACING

This is just sample text This is just sample text This is just sample text
to show how differing to show how differing to show how differing
spacing affects the spacing affects the
appearance of a spacing affects the
document. appearance of a
appearance of a
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document.
document.
Single spacing 1.5 spacing Double spacing
32
LINE SPACING VS. PARAGRAPH
SPACING

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Spacing between Spacing within the
paragraphs paragraph (line spacing)
(paragraph spacing)
33
BULLETS AND NUMBERING

Choose desired
bullet
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Define bullet or
customize list level
34
PARAGRAPH ALIGNMENT OPTIONS
There are different alignments for different uses.

This is a sample This is a sample
paragraph that is left- paragraph that is right-
aligned. aligned.
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This is a sample This is a sample
paragraph that is paragraph that is
center-aligned. justified.
35
INDENTS

Indent identified
on the Ruler
First line indent
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36
2010 Pearson Education, Inc.| Publishing as Prentice Hall.

CROPPING
Select picture then click
Picture Tools Format tab

Click Crop
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Adjust using
Crop marks
37
INSERT A TABLE IN A DOCUMENT

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Tables set off data and
make it easier to read
38
INSERT TABLE DIALOG BOX
Click the Table button

Specify table settings
in Insert Table dialog
box
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Drag a range of rows
and columns or click
Insert Table
39
ADD A ROW OR COLUMN TO A TABLE
Add a column to
the selected table

Merging and
Add a row to the
splitting group
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selected table
40
ADJUSTED COLUMN WIDTHS
MANUALLY

Select column and
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drag column edge to
widen
41
ADJUSTED COLUMN WIDTHS USING
AUTOFIT
Select Autofit

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Click in any cell in
the table
42
ADJUSTED COLUMN WIDTHS USING
AUTOFIT

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Table after AutoFit
43
TABLE STYLES GALLERY

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Choose a format
Modify the selected format

44
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45
MERGED CELLS (SAMPLE TABLE)
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46
A SPLIT TABLE
SORTING DATA IN A TABLE

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Sort by up to
three columns Sort ascending
or descending
47
CREATING HEADERS AND FOOTERS
Click the Header or

Footer button

Click the Insert tab
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Choose desired
header style
Edit Header
48
CREATING HEADERS AND FOOTERS
Header and Footer Tools
design tab

Switch between the Date code
header and the footer
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Time code
49
TEMPLATES
A preformatted pattern designed for a specific

purpose

Letterhead style
Expense report
Balance sheet
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Fax cover
Marketing plan
Training
Student records database
50
WORDS TEMPLATES
Templates on your computer

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Visit Microsoft Office
online to find and Template preview
install more templates 51
SENDING A FILE ELECTRONICALLY
1. Click the Office button

3. Click Internet Fax
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2. Click Send
52
Chapter 3:
Formatting and Organizing
Paragraphs and Documents
53

Awadh E. Ajeel
WORD OPTIONS DIALOG BOX
Click to Access
AutoCorrect Options

Click to Access
Advanced Options
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Spelling Options
54
54
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55
Editing Options
WORD OPTIONS - ADVANCED
IMPORT A FILE
Click the Object button

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Click the Insert Tab
Click Text from File
56
56
QUICK STYLES
Click More button and
click Save Selection as
a New Quick Style

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Name Your Style
If necessary,
57
modify your style
MODIFY A STYLE
Change style
properties

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Change formatting
Select to automatically
update
58
CUSTOMIZED STYLES Click the Styles dialog
box launcher to access
Styles task pane

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Create New Style in the
Create New Style dialog Styles task pane
box
Click the New Style button

59
SPELLING AND GRAMMAR
Click the Spelling and Grammar
button or press F7 to start the
Spelling and Grammar checker

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Note: Always review suggestions given and compare them
to what you know. Do not assume all Suggestions 60
are right within the context of your document.
CORRECTING ERRORS
Grammar error

Spelling
suggestion
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Spelling error
Spelling
shortcut menu
61
THESAURUS
Note: Always review the definition of a synonym
before using it. Read the sentence using the
synonym to be certain it fits the context.

Look up synonyms
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for decision
Likely
replacements
62
WORD COUNT

Click the Word
Count button
Statistics display in
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the Word Count
dialog box
63
CREATING FOOTNOTES

Click to the right of the word where
you want to place the footnote in
order to position the cursor
Click the Insert Footnote
button on the References
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tab, Footnotes group
The footnote is inserted

and ready to edit
64
Chapter 4:
Importing Text and
Formatting a Newsletter
65

Awadh E. Ajeel
COPYING AND PASTING FROM OTHER
APPLICATIONS

Select and copy data
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66
COPYING AND PASTING FROM OTHER
APPLICATIONS

Paste data
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Click Paste Options button
and choose desired option
67
SAVING A DOCUMENT AS A TEMPLATE

Click the Office button,
Choose Save As and
Select Other Formats
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Choose Word Template from
the Save As Type text box
68
THE FORMAT PAINTER
Remember
Click the Format Painter once to copy a format one time

Double-click the Format Painter to copy a format
multiple times
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Format to Copy
Text to copy format to

69
2010 Pearson Education, Inc. | Publishing as Prentice Hall.

BORDERS AND SHADING
To emphasize text, a paragraph or a page you

can add a border

Or you can add
shading
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Or add a shadow
effect.
Use borders and shading to highlight important

information.
70
BORDERS AND SHADING DIALOG BOX
Select border style

Select border type
Preview box
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Customize a border
Select border color

71
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72
CHARACTER EFFECTS AND SYMBOLS
APPLYING CHARACTER EFFECTS
Click the Font dialog box launcher
to access Font dialog box

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Character effects
73
INSERTING SYMBOLS

Symbol button
Click here to access
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more Symbols in
Symbol dialog box
74
TABS
Change tab type here

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Set tabs using
the Ruler bar
Set tabs using the
Tabs dialog box
75
MARGINS

This is just a sample text This is just a sample text
to show how margins can to show how margins can
affect the look of a affect the look of a
document. document.
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Notice that the white Notice that the white
space can either add to or space can either add to or
take away from the take away from the
appeal of the document. appeal of the document.
76

USING SECTIONS

This section has
landscape orientation
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This section has
portrait orientation
Sections are not just for newsletters. They can be used to have
77
multiple page orientations within one document and much more
SAVING A DOCUMENT IN A DIFFERENT
FORMAT

Multiple format choices exist including saving
as a Web page (html) and RichClick
Textthe Office(rtf)
Format button,
Choose Save As and
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Choose desired format from
78
SAVING A DOCUMENT IN A DIFFERENT
FORMAT

Multiple format choices exist including saving
as a Web page (html) and RichClick
Textthe Office(rtf)
Format button,
Choose Save As and
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Choose desired format from
79
TROUBLESHOOT OPENING FILES
No application program associated with the file

File version is newer than the application

program version
File saved using encoding standard unknown to
the application program
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Corrupt file
80

CORRUPTED FILES
Ways to avoid corrupted files

Dont expose media to magnetic fields

Dont scratch discs
Keep discs clean
Protect discs in storage
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Keep backup copies of important files
81

Chapter 5:
Creating and Formatting
a Worksheet
82

Awadh E. Ajeel
THE EXCEL SCREEN
Formula toolbar
Name box

Formula bar
Row Column
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Cell
Worksheet tabs
83
LABELS
Labels define or describe the data

Labels are not normally used in calculations

Labels are normally placed:
To the left of data in columns
At the top of data in rows
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84
INSERTING A NEW ROW OR COLUMN
Select the location where you want to place the

new row or column, even if data is in that location

Insert
Click row/column label then press Ctrl + plus sign
Select location then choose Insert, Cells
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Delete
Click row/column label then press Ctrl + minus sign
Select location then choose Edit, Delete
85
THE SUM FUNCTION
Indicates a Range to add

calculation
=SUM(B3:B17)
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Tells Excel to add the range First cell in the range Last cell in the range
86
COMMON NUMBER FORMATS
Format Example Description
General 12345 No formatting

Comma 12,345 Comma added
Currency sign on left of
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Accounting $ 12,345.00 cell; comma and decimal
added
Currency sign beside
Currency $12,345.00 entry; comma and decimal
added 87
FORMAT CELLS DIALOG BOX
You can also use the commands
Select cells to be in the Number group
formatted

Select the number
format type
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Make other selections according
to format type 88
COMMON DATE FORMATS
Example Sample

01/01/2010 1/1/2010
01/01/2010 Friday, January 01, 2010
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01/01/2010 01/01/10
01/01/2010 01-Jan-10
89
WRAP TEXT AND CELL ALIGNMENT
Click to wrap text in cell

Cells to be formatted
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Change the direction of the text
Control text within the cells

90
BORDERS IN A SPREADSHEET
Borders button on the

Home tab, Font group

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Select a preset border
for the selected cells
You can also use the More Borders option to access the
Format Cells dialog box in order to customize a border 91
COPYING WORKSHEETS

Click to create a copy. Leave
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unchecked to move worksheet Move or copy to another
open workbook, if desired
Right-click on tab to access

Move or Copy dialog box
92
DELETING WORKSHEETS

Click Delete to delete
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worksheet from workbook
Right-click on tab to
access submenu
93
CREATING A TABLE
Access the Table button from

the Insert Tab, Tables group

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Verify table range in
Create Table dialog box
94
ADD A TABLE STYLE

Access and apply predefined styles
by clicking the Design Tab, Table
Style Group, More button
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95
SORTING DATA
Click the Sort button to

access the Sort dialog box

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Select if table includes
a header row
Select data to sort by
96
FILTERING TABLE DATA
Click the arrow of the

column you wish you filter

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Choose Filter criteria
Select OK
97
HEADER DOCUMENTATION
Page Layout view shows
headers as they will appear
when printed
Click in this area to

access the Header &
Footer Tools Design tab
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Date in header
Filename in header
Author name in header
98
PRINT OPTIONS
Select the Sheet tab in Page
setup dialog box to choose
print options

Select to print gridlines
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Select to print row
and column headings
99
3
CORE CERTIFICATION IC
Chapter 6:
Managing Money Using
Formulas and Functions
100

Awadh E. Ajeel
ENTER A SERIES OF COMMON LABELS
Enter first label

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Drag fill handle the
desired number of rows
Excel can autofill a variety of sequences,

including numeric sequences
101
AUTOFILL SERIES
Start with: AutoFill generates this series:
Jan Feb, Mar, Apr

January February, March, April
Mon Tue, Wed, Thu
Monday Tuesday, Wednesday, Thursday
Qtr 1 Qtr 2, Qtr 3, Qtr 4
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Quarter 1 Quarter 2, Quarter 3, Quarter 4
Oct-04 Nov-04, Dec-04, Jan-05
18-Jan 19-Jan, 20-Jan, 21-Jan
1st Period 2nd Period, 3rd Period, 4th Period
Product 1 Product 2, Product 3, Product 4
10:00 AM 11:00 AM, 12:00 PM, 1:00 PM 102
CORRECT A CIRCULAR REFERENCE

Circular Reference
error message
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Cause of the error: Using the result cell(B16)
in the formula. Change B16 to B15 to correct
103
PARTS OF A FUNCTION
Indicates a Range of numbers

calculation to average
=AVERAGE(B3:B17)
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Tells Excel to average
the numbers in the range Arguments for
the function
104
USE MIN AND MAX
Finds the smallest number within a range or

list of number

Example:=MIN(B13:B15)
Example:=MIN(B13,B17,B18)
Finds the largest number within a range or
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list of number
Example:=MAX(B13:B15)
Example:=MAX(B13,B17,B18)
105
INSERT FUNCTION DIALOG BOX

Select a category or
search for one
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Select a
function
Description of
the function
106
USE COUNT AND AVERAGE
Counts how many numbers are in the range

or list of arguments

Example:=Count(B1:B15)
Example:=Count(B13,B17,B18)
Averages
the numbers within a range or list of
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arguments
Example:=Average(B13:B15)
Example:=Average(B13,B17,B18)
107
BASIC RULES FOR FORMULAS
Begin with an equal sign (=)

Use cell references when possible

Use the following operators:
Addition +
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Subtraction -
Multiplication *
Division /
Exponentiation ^
108
FILL NUMBERS AND FORMAT AS TEXT
Use fill handle to
fill numbers
Click the Number
Format button arrow

Select numbers
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if necessary
Click Text
109
AUTOMATIC RECALCULATION OF A
FORMULA
100

A1=10 =A1*3 yields 30
300
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=A1+3 yields 13
103
=A1-3 yields 7
97 110
THE IF FUNCTION
Condition Value if true

Value if false
=IF(A1>10,"Over 10","10 or less")
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Function name
Payment function arguments
111
PRINTING LARGE WORKSHEETS
From the Page Layout
tab, click the Page Setup
dialog box launcher

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112
PRINTING LARGE WORKSHEETS PAGE
SETUP DIALOG BOX
Page tab:
Change orientation
Fit to page
Adjust to percent of normal size
Margins tab
Change margins
Center horizontally or vertically
113

PRINTING LARGE WORKSHEETS PAGE
SETUP DIALOG BOX
Header and Footer tab
Add headers and
Create custom headers and footers
Sheet tab
Specifyrows or columns to print and repeat
Turn gridline printing off and on
Choose to print comments or error messages
114

Chapter 7:
Giving Meaning to Data Using Charts
115
USING A CHART VS. DATA
Which do you find more appealing?
1st Qtr 2nd 3rd 4th

Qtr Qtr Qtr
East 20.4 27.4 90.0 20.4
West 30.6 38.6 34.6 31.6

North 45.9 46.9 45.0 43.9
116

SOME OF EXCELS CHART TYPES
Area:
Use to compare several sets of data

Bar or column:
Use to compare one item to another
Line:
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Use to indicate a trend over a period of time
Pie:
Use to compare parts of the whole
117
CREATING A COLUMN CHART
Enter and label data

Format data and worksheet

Select data range for chart
Click the Insert Tab
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Click the Column button
Select chart type
Position and format as desired
118
USING A PIE CHART
oPie charts represent a whole of a group
oIndividual slices represent how each piece

contributes to the whole
Select data,
click Insert
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Choose pie subtype
Chart is embedded
on in worksheet
119
CHANGING CHART TYPES
Select the chart and click

the Chart Tools Design tab

Click the Change
Chart Type button
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Choose chart type in the Change
Chart Type dialog box. The changes
will be automatically applied.
120
MOVE A CHART

Specify where you want
to move the chart
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Select the chart and click the
Chart Tools Design tab. Click
the Move button from the
Location group.
121
CORE CERTIFICATION IC 3
Chapter 8:
Creating a Presentation
122

Awadh E. Ajeel
CREATE A PRESENTATION
Three Parts of the Normal View:
Slide/Outline pane
Slidepane
Notes pane
Presentation
Just three different aspects
of the same view in the same
screen
123

ENTER TEXT USING THE SLIDE PANE
Choose a layout
Click in the placeholder
Text keyed in Key text in placeholder
placeholder
Placeholder
waiting for text
124

INSERT A GRAPHIC

Navigate to and select a
picture in the Insert Picture
dialog box
Use a layout with the Insert
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Picture content icon
Click Insert
125
INSERT CLIPART Search by
keyword
oClip art inserted via the Clip

Art task pane
oYou can search by keyword

oScreen Tip displays clip art info
oOnce inserted, clip art can be
resized, formatted and modified
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ScreenTip displays
clipart information
126
APPLY A THEME

Click the
Design tab
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The Themes gallery will
display click a theme to
apply it to the presentation
127
HEADERS AND FOOTERS
Apply to one
Date and Time slide or all slides

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Update automatically
Specify settings for Headers and Footers in the

Header and Footer dialog box which is very
Similar to the same dialog box in Excel 128
SLIDE MASTER VIEW
Slide Master view accessed by clicking View
and then clicking the Slide Master button in
The Presentation Views group

Each layout
used will be
represented
by a thumbnail
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Click a bullet level or
content icon to edit the
master content for
Editing a master edits a specific item
only those slides that use
that particular layout
129
SLIDE SORTER VIEW
Slide Sorter view

arranges your slides in

easy to maneuver
thumbnail images
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Simply click and drag to
rearrange slide sequence
130
SLIDE TRANSITIONS
Slide Transitions determine how a slide is

Displayed as we go from one slide to
Another during a slide show

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131
APPLY A TRANSITION
Click the

Animations tab
In the Transitions to this
Slide group, click the
More button to display
the Transition gallery
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Click a transition to
apply it to a slide
132
VIEW AND NAVIGATE A SLIDE SHOW
Use the Ribbon

Use the status bar icon for Slide
Show view
To navigate during a slide show
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Hover the cursor in the lower left
hand corner of the screen
Use navigation keys to go forward
and backward in the show
133
SPEAKER NOTES
Using notes makes
giving a presentation
much easier. With
notes you have:
A slide miniature
Your notes
Without notes, you
could get lost during
your presentation.
134

CREATING SPEAKER NOTES AND
HANDOUTS
Speaker Notes
Providevisual cues to speaker

Created in Normal view, Notes pane
Handouts
Provide audience with a hard copy of presentation
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Allow audience to focus on presentation instead of note
taking
Created by specifying Handouts in Print What section of
Print dialog box
135
PERSONALITY OF A PRESENTATION
These items affect the way your presentation

looks:

Design template (formatting, color, and graphics)
Color schemes (consistency of colors)
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Slide master (font, background color, shadowing,
bullet style, and other items found on all slides)
136
DESIGN PRINCIPLES
Simplify your presentation
Use text effectively

Keep the presentation balanced and uniform
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137

Key Applications

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INTERNET AND COMPUTING

CORE CERTIFICATION IC3

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Click the Office button

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Arrow keys up, down, left, and right

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Horizontal and vertical scroll bars

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Insert mode moves text to the right to make room

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Clicking a Ribbon tab will display

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Click this tab to

Search for the

Step 1: Select the item

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The Quick Access Toolbar provides a fast way of

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Action Taken (adding text, deleting, formatting, etc.)

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Redo - Performs the action again

Click the Office Button

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IC3 Organization Administrator: Awadh E.

IC3 Organization Administrator:

IC3 Organization Administrator: Awadh E.

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IC3 Organization Administrator: Awadh E.

IC3 Organization Administrator: Awadh E.

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IC3 Organization Administrator: Awadh E.

IC3 Organization Administrator: Awadh E.

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IC3 Organization Administrator: Awadh E.

IC3 Organization Administrator: Awadh E.

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IC3 Organization Administrator: Awadh E.

IC3 Organization Administrator: Awadh E.

IC3 Organization Administrator: Awadh E.