Microsoft Office 2003



Getting Started with Microsoft Office 2007

A Guide to this Instructor’s Manual:

We have designed this Instructor’s Manual to supplement and enhance your teaching experience through classroom activities and a cohesive chapter summary.

This document is organized chronologically, using the same heading in blue that you see in the textbook. Under each heading you will find (in order): Lecture Notes that summarize the section, Figures and Boxes found in the section (if any), Teacher Tips, Classroom Activities, and Lab Activities. Pay special attention to teaching tips, and activities geared towards quizzing your students, enhancing their critical thinking skills, and encouraging experimentation within the software.

In addition to this Instructor’s Manual, our Instructor’s Resources CD also contains PowerPoint Presentations, Test Banks, and other supplements to aid in your teaching experience.

For your students:

Our latest online feature, CourseCasts, is a library of weekly podcasts designed to keep your students up to date with the latest in technology news. Direct your students to , where they can download the most recent CourseCast onto their mp3 player. Ken Baldauf, host of CourseCasts, is a faculty member of the Florida State University Computer Science Department where he is responsible for teaching technology classes to thousands of FSU students each year. Ken is an expert in the latest technology and sorts through and aggregates the most pertinent news and information for CourseCasts so your students can spend their time enjoying technology, rather than trying to figure it out. Open or close your lecture with a discussion based on the latest CourseCast.

Table of Contents

|Chapter Objectives |2 |

|OFF: 2 Exploring Microsoft Office 2007 |2 |

|OFF: 3 Starting Office Programs |3 |

|OFF: 6 Exploring Common Window Elements |3 |

|OFF: 10 Using the Ribbon |4 |

|OFF: 15 Using Contextual Tools |5 |

|OFF: 18 Working with Files |6 |

|OFF: 23 Getting Help |7 |

|OFF: 27 Printing a File |8 |

|OFF: 28 Exiting Programs |9 |

|End of Tutorial Material |10 |

|Glossary of Key Terms |11 |

Chapter Objectives

Students will have mastered the material in this tutorial when they can:

• Explore the programs that comprise Microsoft Office

• Start programs and switch between them

• Explore common window elements

• Minimize, maximize, and restore windows

• Use the Ribbon, tabs, and buttons

• Use the contextual tabs, Mini toolbar, and shortcut menus

• Save, close, and open a file

• Use the Help system

• Print a file

• Exit programs

OFF 2 Exploring Microsoft Office 2007

LECTURE NOTES

• Introduce the Microsoft Office

• Introduce Integration and give examples

TEACHER TIP

Explain to students that Microsoft Office 2007, or Office, is a collection of the most popular Microsoft programs. These programs share many features and, therefore, it's easy to share information among them. The primary programs are:

• Word: word-processing program used for creating documents

• Excel: spreadsheet program use to display, organize, and analyze numerical data

• PowerPoint: presentation graphics program used to create a collection of slides that will be used during a presentation

• Access: database program used to enter, organize, display, and retrieve related information

• Outlook: information management program used to send, receive, and organize e-mail and other management tasks

CLASSROOM ACTIVITIES

1. Group Project: Divide the class into small groups. Each group should pretend that they are a team working for the sales department of a large corporation. The team has been asked to create a report that details the sales data for the past quarter. The report will include two parts: a written report and a presentation to the board of trustees. Have the groups decide how they would use each of the applications in the Office suite to create this report. Make sure they include Outlook as an e-mail and scheduling tool. After they have completed their discussion, have each team report back to the rest of the class.

2. Quick Quiz:

• The files created in Word are called __________. (Answer: documents)

• The files created in Excel are called __________. (Answer: workbooks)

• The files created in Access are called __________. (Answer: databases)

• The files created in PowerPoint are called __________. (Answer: presentations)

• Which of the following Office programs enables you to display, organize, and analyze numerical information? (Answer: B)

A. Word

B. Excel

C. Access

D. PowerPoint

• _____________ is the Office program that enables you to perform organization tasks. (Answer: Outlook)

• True/False: PowerPoint presentations can be shown on your computer monitor, projected onto a screen as a slide show, printed, shared over the Internet, or displayed on the World Wide Web. (Answer: True)

OFF 3 Starting Office Programs

LECTURE NOTES

• Demonstrate how to open each program

• Identify the common parts of each program window

• Demonstrate how to switch from one program to another

BOXES

• Reference Window: Starting Office Programs (OFF 3)

FIGURES

• Figure 1, Figure 2, Figure 3

TEACHER TIP

Show students the various ways to open a program. Computers are set up differently, so be sure to cover how to open the programs on the computers in the class.

Emphasize the Office window terminology. This is common throughout Office and allows students to build on their vocabulary.

Show students how they can switch back and forth between open programs easily by clicking the program button on the taskbar. Use Figure 3 to show the button for active programs. You might also consider showing students how to use Alt+Tab to scroll through open programs.

CLASSROOM ACTIVITIES

1. Classroom Discussion: What different ways can you open a Microsoft Office program on the computers in the class? (Answer: Answers will vary but should include Start, All programs.)

2. Assign a Project: Print out a print screen of a blank worksheet from Excel. Hand one to each student and ask him or her to identify the parts of the window as you say the term.

LAB ACTIVITY

Instruct students to open each of these applications, switch from one open program to another, and explore each one using example files, if possible.

OFF 6 Exploring Common Window Elements

LECTURE NOTES

• Introduce the common windows elements in Office (refer to Figure 4)

• Demonstrate how to minimize, maximize, restore, and zoom

BOXES

• Reference Window: Zooming the Workspace (OFF 8)

FIGURES

• Figure 4, Figure 5, Figure 6, Figure 7

TEACHER TIP

Use Figure 4 to introduce the common window elements seen in most Office applications. Explain that this makes it easy to learn new applications quickly because many of the elements are already familiar.

Make sure students understand that there is a set of sizing buttons for the application and another set for the open file. Also, explain that the Maximize button and the Restore button are in the same place. When a window is maximized, the middle button is the Restore button. However, when the window is not maximized (i.e., smaller than full screen), the middle button is the Maximize button.

Explain there will be times when a user will want to work with two (or more) programs at a time, and being able to resize the windows will make it possible to see both at the same time.

CLASSROOM ACTIVITIES

1. Assign a Project: Print out print screens of Word, Excel, and PowerPoint windows. Hand one to each student and ask him or her to identify the parts of the window that are common to all three by circling the common elements.

2. Classroom Discussion: What is zooming? (Answer: Zooming is a way to magnify or shrink the file content displayed in the workspace.) What does default mean? (Answer: Default refers to the original or preset information.)

OFF 10 Using the Ribbon

LECTURE NOTES

• Introduce the Ribbon

• Show galleries and Live Preview

• Show how to open dialog boxes and task panes

BOXES

• InSight: Using Keyboard Shortcuts and Key Tips (OFF 12)

FIGURES

• Figure 8, Figure 9, Figure 10, Figure 11, Figure 12

TEACHER TIP

Because this feature is new to Microsoft Office 2007, students will be unfamiliar with the Ribbon. Take time to explain what it is and how it is used. In each Office program, you perform tasks using the Ribbon, tabs, buttons, or keyboard shortcuts. Once you explain about the Ribbon, you will need to explain that it will vary in each Microsoft Office 2007 program. This is sometimes frustrating to new users because they do not see the commands they are looking for.

Demonstrate how Live Preview shows the results you would achieve in your file if you clicked that option.

Discuss the differences among the Dialog Box Launcher, dialog boxes, and task panes.

CLASSROOM ACTIVITIES

1. Quick Quiz:

• The Ribbon is organized into __________. (Answer: tabs)

• True/False: Tabs will differ from program to program. (Answer: True)

• True/False: A toggle switch turns a feature on and off. (Answer: True)

2. Class Project: Demonstrate how Live Preview works and the different results achieved if you clicked an option.

OFF 15 Using Contextual Tools

LECTURE NOTES

• Demonstrate how to display contextual tabs

• Demonstrate how to access the Mini toolbar

• Demonstrate how to open shortcut menus

FIGURES

• Figure 13, Figure 14, Figure 15, Figure 16

TEACHER TIP

Because some tabs, toolbars, and menus come into view when needed, the workspace on your screen remains more open and less cluttered. Stress to students that tools appearing and disappearing can be distracting and take some getting used to.

Show students how any object selected in a file has a related contextual tab. Remind them that a contextual tab is a Ribbon tab that contains commands related to the selected object so you can manipulate, edit, and format that object. Contextual tabs will appear to the right of the standard Ribbon tabs just below a title label. Contextual tabs disappear when you click elsewhere on the screen and deselect the object.

Discuss the differences between the contextual tabs, the Mini toolbar, and the shortcut menus.

CLASSROOM ACTIVITIES

1. Quick Quiz:

• A contextual tab is what type of tab? (Answer: Ribbon)

• Where do contextual tabs appear? (Answer: To the right of the standard Ribbon tabs just below a title label)

• True/False: The Mini toolbar buttons are the same in each program. (Answer: False)

2. Class Project: Show the students how to access contextual tabs, the Mini toolbar, and the shortcut menus. Remind them that the ones that will appear on your screen depend on what you are doing.

OFF 18 Working with Files

LECTURE NOTES

• Demonstrate how to save a file

• Demonstrate how to save a modified file

• Demonstrate how to close and open a file

BOXES

• Reference Window: Saving a File (OFF 18)

• InSight: Saving and Using Files with Earlier Versions of Office (OFF 19)

• Reference Window: Opening an Existing File or Creating a New File (OFF 22)

FIGURES

• Figure 17, Figure 18

TEACHER TIP

One of the most important topics for students of this tutorial is saving their work — without this information the Office programs are of little use. Explain to students that to keep a copy of their work for future use (instead of having it erased when they close the program or turn off their computer), they need to save it by giving it a filename.

A filename should be descriptive of the content of the file. Each filename will automatically have a file extension added that identifies the program in which the file was created. In addition to the filename, you will need to choose where you'll save the file (i.e., on which disk and in what folder).

Make sure students understand the difference between Save and Save As. Also, stress the importance of saving files on a regular basis so that work is not lost in the case of power failure or some other interruption in the computer.

Explain to students that there are multiple ways of achieving the same task. An example is once they have saved their work they can save the file using the mouse, toolbars, or the keyboard.

CLASSROOM ACTIVITIES

1. Quick Quiz:

• You can save a file by clicking which of the following? (Answer: D)

A. The Folder button on the Ribbon

B. The Save button on the Formatting toolbar

C. The Folder button on the Formatting toolbar

D. The Save button on the Quick Access toolbar

• A(n) __________ identifies the program in which a file was created. (Answer: file extension)

• True/False: Edits and additions you make to a file are automatically saved. (Answer: False)

2. Class Project:

• Demonstrate how the Save button on the Quick Access toolbar will complete a Save or Save as function based on whether you have saved the file.

OFF 23 Getting Help

LECTURE NOTES

• Explain ScreenTips and when you will see them on the screen

• Introduce the Help window features

BOXES

• Reference Window: Getting Help (OFF 24)

FIGURES

• Figure 19, Figure 20. Figure 21, Figure 22

TEACHER TIP

Students need to understand clearly how to use the various Help features. With a firm understanding of how to use Help, they can then explore and learn the Office programs on their own. Explain how Office Help is like a huge encyclopedia that contains information on how to use Office. Use the Help window shown in Figure 20 as a reference.

Finally, show students how to browse the help feature at Microsoft Online. Have them look at the different links and see what they can learn.

CLASSROOM ACTIVITIES

1. Quick Quiz:

• If you want to know a button’s name, you can position the mouse pointer over the button to view its __________. (Answer: ScreenTip)

• True/False: While the ScreenTip is displayed, press the F1 key to open the Help window with the appropriate topic displayed. (Answer: True)

2. Class Discussion: Where can you find the Help window? (Answer: You open the Help window by clicking the Microsoft Office Help button located below the sizing buttons in every Office program.) What are the two ways to search for information? (Answer: You can search for information in the Help window using the “Type words to search for” box and the Table of Contents pane.)

LAB ACTIVITY

In groups of two students per computer, have students explore the use of the Office Help (also use online if you are connected to the Internet). You may need to give them some guidance and also give suggestions as to questions they might ask Help. If you can, give each group a different question to ask. Preferably, the questions would pertain to topics you plan to cover in this course. After allowing 5- 10 minutes for the activity, have the groups report what they learned and also have them evaluate whether the Help feature was easy to use.

OFF 27 Printing a File

LECTURE NOTES

• Demonstrate how to print a file

• Discuss the parts of the Print dialog box

BOXES

• Reference Window: Printing a File (OFF 27)

FIGURES

• Figure 23

TEACHER TIP

Explore with students the ways to print a file. They should use the Print command to open the Print dialog box to verify or adjust the printing settings. Once these settings are set, they can be used for subsequent print jobs. Click the Quick Print button to print without opening the dialog box.

It may also be useful at this point to discuss using Print Preview with students. Explain that this allows them to see exactly what will appear when they print — and hence make any necessary changes before they print. This will save paper and ink as well as time.

CLASSROOM ACTIVITIES

1. Quick Quiz:

• To verify the print settings, click the ____________ button. (Answer: Office)

• True/False: You can select the printer by clicking the Quick Print button. (Answer: False)

2. Classroom Discussion: What are the advantages of using the Print Preview before you print? (Answer: To see exactly how the information will print. It saves paper and ink as well as time.)

OFF 28 Exiting Programs

LECTURE NOTES

• Demonstrate how to exit from the Word and Excel programs

TEACHER TIP

Explain to students that whenever they finish working with a program, they should exit from the program. Exiting a program after using it keeps your Windows desktop uncluttered, frees up your system's resources, and prevents data from accidentally being lost. You can exit most programs by clicking the Close button in the upper-right corner of the title bar, or by clicking the Office button and selecting the Exit command. Either method will close both the file in which you are working as well as the program. (If you have made any edits to a file, a dialog box will appear asking if you want to save your changes.)

CLASSROOM ACTIVITIES

1. Quick Quiz:

• You can exit programs using either a(n) __________ or a(n) __________. (Answer: button or a command)

• True/False: If you have saved the final version of the open file, a dialog box opens asking whether you want to save your changes. (Answer: False)

2. Classroom Discussion:

What do you think will happen to a file if you exit the program without saving it? (Answer: The file is not saved and you will not be able to open it.)

End of Tutorial Material

• Review Assignments: Review Assignments provide students with additional practice of the skills they learned in the tutorial using the same tutorial case, with which they are already familiar. These assignments are designed as straight practice only and should not include anything of an exploratory nature.

• Case Problems: A typical NP tutorial has four Case Problems following the Review Assignments. Short tutorials can have fewer Case Problems (or none at all); other tutorials may have five Case Problems. The Case Problems provide further hands-on assessment of the skills and topics presented in the tutorial, but with new case scenarios. There are four types of Case Problems:

• Apply. In this type of Case Problem, students apply the skills that they have learned in the tutorial to solve a problem. “Apply” Case Problems can include “Explore” steps, which go a bit beyond what was presented in the tutorial, but should include only 1 or 2 Explore steps if any at all.

• Create. In a “Create” Case Problem, students are either shown the end result, such as a finished Word document, and asked to create the document based on the figure provided; or, students are asked to create something from scratch in a more free-form manner.

• Challenge. A “Challenge” Case problem involves 3 or more Explore steps. These steps challenge students by having them go beyond what was covered in the tutorial, either with guidance in the step or by using online Help as directed.

• Research. In this type of Case Problem, students need to go to the Web to find information that they will incorporate somehow in their work for the Case Problem.

A tutorial does not have to include each of the four types of Case Problems; rather, the tutorial’s content should dictate the types of exercises written. It’s possible, therefore, that some tutorials might have three Case Problems of one type and only one Case Problem of a different type. To the extent possible, the first Case Problem in a tutorial should be an “Apply” so that the Case Problems progress in degree of difficulty.

• Internet Assignments: Internet Assignments are additional exercises that students access via the Student Online Companion Web site. These assignments integrate the skills the students learned in the tutorial with research on the Web. Not all books or tutorials include Internet Assignments; for example, in the Office First Course text, only the application tutorials (Word, Excel, Access, and PowerPoint) have Internet Assignments.

• Reality Check Exercises: This feature is new for Microsoft Office 2007. Reality Check exercises are comprehensive, open-ended assignments that give students the opportunity to practice skills by creating practical, real-world documents, such as resumes and budgets, which they are likely to use in their everyday lives at school, home, or work. Reality Check exercises are offered at various points throughout a text, encompassing the concepts and skills presented in a standalone tutorial or a group of related tutorials.

Glossary of Key Terms

• Access (OFF 2)

• application settings (OFF 18)

• button (OFF 4)

• contextual tab (OFF 15)

• database (OFF 2)

• default (OFF 3)

• dialog box (OFF 13)

• Dialog Box Launcher (OFF 13)

• document (OFF 2)

• Excel (OFF 2)

• file extension (OFF 19)

• filename (OFF 19)

• folder (OFF 19)

• gallery (OFF 12)

• group (OFF 6)

• Help (OFF 23)

• Help window (OFF 23)

• integration (OFF 3)

• keyboard shortcut (OFF 12)

• Live Preview (OFF 13)

• Microsoft Office 2007 (OFF 2)

• Microsoft Office Access 2007 (OFF 2)

• Microsoft Office Excel 2007 (OFF 2)

• Microsoft Office Online (OFF 23)

• Microsoft Office Outlook 2007 (OFF 2)

• Microsoft Office PowerPoint 2007 (OFF 2)

• Microsoft Office Word 2007 (OFF 2)

• Mini toolbar (OFF 15)

• object (OFF 15)

• Office (OFF 2)

• Office Button (OFF 6)

• Outlook (OFF 2)

• PowerPoint (OFF 2)

• presentation (OFF 2)

• Quick Access Toolbar (OFF 18)

• Ribbon (OFF 10)

• ScreenTip (OFF 23)

• shortcut menu (OFF 17)

• status bar (OFF 6)

• tab (OFF 10)

• task pane (OFF 13)

• Word (OFF 2)

• workbook (OFF 2)

• zoom (OFF 6)

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