Introducing the Word Processor

Components:  tool bars(customizable), menu, rulers(on/off), vertical/horizontal scroll bars & buttons, page & position bar, minimize-maximize-exit

Moving around in a document:  Page up, page down, arrows, home, end, Ctrl + Home/end, mouse

Saving, printing or recovering text files:  To save, Click on the disk icon or on File menu & Save.  To print, click on the printer icon or File menu & Print.  To find old files, click on the file folder or on File menu & Open. 

Formatting-Editing Text

?      Word wrap; auto new page; current previous files;

?      Selecting text: Edit/Select All, OR Arrow before sentence + click = one sentence, OR Arrow before sentence + hold down mouse button then pull mouse to end = many lines, OR position at start of where you want to select then hold mouse button down & move to end of area to be selected.

?      Clipboard:  stores in memory one action of Cut, Copy, or Delete

?      Moving & copying & pasting text:  To cut or copy text:  select words:  1. use Edit then down to copy or cut, or 2. Right click mouse with pointer over your selection & use copy or cut (Move the text in Working with tables so they are in order)

?      Justifying text:  Icons only, left, centered, right, both

?      Emphasizing text:  Bold, Italics, Underline, double underline, strikethrough, drop cap(see top N-sizable & moveable , color(see Changing fonts)

?      Using Undo or Redo:  click on left pointing arrow or go to Edit & undo

?      Finding text:  Click on Edit & Find & fill out form - find ‘secret’

?      Replacing text:  Click on Edit & Replace & fill out form - replace the ‘&’ with the word ‘and’

?      Deleting text:  Backspace key deletes backwards, Delete key deletes forward, & you can select lots of text & hit the delete key

?      Changing fonts, font style, font size or color:  On Format toolbar change font or font size & also use Bold, Italics, Underline icons.   To see the fonts before you change them click on Format menu & Font.  Each font is shown as you click on it.  Also here you can check off more font styles.  Also here you can change the color of selected text.

?      Making numbered or bulleted lists: 

1.      Best to choose this style before you start typing a list. 

2.      BUT list can be completed after it is typed, IF each item on the list is a paragraph.   Click on the ¶ to show the markups. 

3.        Select the list & then click on either of the List icons in the format tool bar.

Working with tables - see last page

1.  Creating a table:  Think about the size needed before you start.  Click on Table icon or for more flexibility click on Table on menus. 

2.  Changing table dimensions:  Click on Table & Cell Height & Width.  Select the table & pull/push the sides to fill a space.

3.  Changing column width:  Select the column, then place pointer over right edge of column until you get a double arrow pointer, push the column line as needed.

4.  Entering text into a table:  Place cursor where you want & type.

5.  Taking text out of a table:  To remove text from a table, select the rows, then click Table menu & then Convert table to text

6.  Adding borders, etc: Format Menu to Borders & Shading, OR click on four pane window looking icon.

Using Word Processor Tools

Running Spell Check:  Should always be running, OR click on the icon with ABC & a checkmark OR click on Tools + Spelling.  If  words develop red wavy lines under them, the spell checker doesn’t recognize the word or knows it is spelled wrong.  Put the pointer on the word, right click:  Then choose the correct suggested word or include it in your spell checker data base list.  You can select a word & click on the icon to check one word.

Using the Thesaurus:  Select a word & click on Tools &  Thesaurus for choices

Running Grammar Check: Select a word & click on Tools &  Grammar for choices secret

Counting words: Select a word & click on Tools &  Word Count for list of data

Making addressed envelopes:   When finished typing a letter, save it, then click on Tools & Envelopes & Labels.  The program will automatically fill in the name & address if it is on the top of the letter.  Fill in your return address if desired, turn on the printer, place an envelope in the feed & hit print. 

Above text is surrounded with a border frame.  Click on Window looking icon and choose.  The table below has a double line border.

 
Introducing MICROSOFT EXCEL    
   
Organize, calculate, analyze data in raw form or reports or charts.

You can: 1. Open a saved EXCEL workbook (click on the open File button), 2. Create a new blank workbook (Click on the NEW WORKBOOK button, looks like a blank paper) or 3. Use a template workbook (click on FILE then NEW & select one).

As EXCEL opens, you are presented with a full page grid.  But at the top of every Office program are similar sets of bars.  These are important for ease of use of the program: menus, formatting, & editing.  The top line is always the Title bar.  Shows the name of the program and the title of the file you opened.  The 2^nd line is always a Menu bar, similar in all Office programs.  The 3^rd line is the Format toolbar, similar to all Office programs, with variations for this program.  The last line is a cell name box, an edit formula box, and the formula bar.  Next is the grid.

The grid is 320 cells across (columns) by 16,384 cells down (rows) or 3,768,320 cells on one sheet.  Look along the bottom and you will see tabs representing 16 sheets.  This default setup makes one workbook.  You can add more worksheets, up to 255, if necessary (Click on Tools, then Options, then General)  The sheet names can be changed by double clicking on them or right clicking on them and then click on Rename.  Whole sheets can be deleted, right click and hit delete. 

The left edge of each row is numbered.  The top has Alpha labels for each column. So each cell in the grid has a reference name such as A-1 or BC-335.  There are scroll bars on the right side and across the bottom to see all of you data.  The 4 arrows near the number keypad will move you around the grid.  Control Home/End/Arrows move around the grid in much larger steps.   

When starting a new workbook, layout your title and category areas, decide vertical or horizontal.  Just click on a cell and enter data, titles or values.  To change data in a cell, click on it and change it.  Whole rows and columns can be highlighted with one click.  Click on the row number or the column letter.  Hit the delete key and the whole row/column will be deleted.  You can select a range of cells and delete the data. 

You can enter a series of values such as the months, weeks, ordered numbers, etc. by starting the list with 2 or 3 entries.  Then highlight those entries, grab the small box in the bottom corner and drag to the end of the list.  The series will be automatically completed.  If a row or column has the same entry in each cell, enter 2 or 3, then highlight them, then grab the square at the bottom corner and drag to the end.  They will be duplicated.  When you make the same entry many times, with AutoComplete turned on, EXCEL remembers your entries and finishes an entry for you.  Or you can double click a cell and press the Alt key and the down arrow, then pick from a list of previous entries. 

Data can be moved by several methods.  1.  Cut, copy and paste works as always.  Highlight a cell or cells, right click and click on cut or copy, depending.  Move the cursor to the new cell, right click and click on paste.  2.  Dragging is very easy.  Highlight the cell or cells, put the point of the pointer on the bold cell border, drag the cell to another location. 

In cells where you need computational results, add formulas and functions.  You won’t need a calculator, you have the largest one there is in EXCEL.  All formulas must start with an equal sign.  Formulas are written with either numbers or cell names (which represent values)  A simple formula could be just adding row A1 to row A2 and putting the solution in row A3.  To do this, click on the 3^rd cell, enter  = then A1+A2   (=A1+A2) then hit enter.  The formula will disappear and the solution will appear.   Change the values in A1 or A2 and the solution will change.   To edit the formula, click on the cell, then edit in the formula bar, or double click the cell and edit in the cell.  When functions are needed, click on fx in the edit bar.  There are many built in functions for statistics, math, trig, financial and logical uses.  The most used function has its own button on the tool bar:  SUM.  Just click in the cell at the end of a row or column of values and click on SUM, then hit Enter.  The automatic solution appears. 

Cells can be formatted similar to WORD.  Bold, Italics, Underlined, left and right justified, centered, color, background shade, etc.  Lists can be formed with the $.  Per cents are easy, just highlight and hit the % button.    Columns and rows can be widened or narrowed.  If a column doesn’t fit, highlight it, put the pointer on the cell edge until you get the double arrow line.   Pull the edge whichever way you want.  Data can be sorted alphabetically, numerically or chronologically.  Title or heading rows can be frozen so they can be seen while you scroll through the cells.  Place the cursor in the row below the one you need to freeze, click on Window menu and then on Freeze Panes.  It is a good idea to use some form of a border to separate the titles/headings row from the data.   Don’t use periods or dashes.   Use the Borders button with all its variety.  Also color can be added to cell rows or columns, use the Color button, it looks like a bucket pouring.

Workbooks can be saved and retrieved in the normal way.  A part of a sheet or the whole book can be printed.  The preview button lets you see what you have selected will look in print form.