A GUIDE TO MICROSOFT OFFICE 2010

eBook Projects-Based Approach available! A Guide to Microsoft Offi ce 2010 teaches students business application software including Word, Excel, Access, and PowerPoint. Students learn in the context of the business environment through hands-on projects at progressive levels of diffi culty.

• Includes preparing business letters, brochures, newsletters, blogs, HTML documents, invoices, pivot tables, inventory databases, and business presentations. • Reinforces new concepts with review questions and exercises, provides practice in critical thinking, and offers opportunities for collaborative research. • Presents bonus coverage of Internet Explorer, Outlook, Publisher, and OneNote. 978-0-82195-780-6

Robust Instructor Resources Table of Contents Instructor’s Guide with Chapter 1: Microsoft Offi ce Basics EXAMVIEW® CD includes: Chapter 2: Using a Word Processor • Lesson Plans detail assignments, teaching Chapter 3: Formatting Documents notes, and additional topics. Chapter 4: Advanced Formatting Features • PowerPoint Presentations keyed to the Chapter 5: Using a Spreadsheet chapter topics. Chapter 6: Functions and Data Organization • Vocabulary fi les of terms. Chapter 7: Creating Charts • Rubrics aligned to assessment exercises. Chapter 8: Advanced Spreadsheet Techniques Chapter 9: Working with a Database • Worksheets with problems that supplement the exercises. Chapter 10: Relational Database Techniques Chapter 11: Analyzing Data in a Database • Review Question Answer Keys Chapter 12: Creating Presentations • Data Files for students to complete the Chapter 13: Advanced PowerPoint Features practices, projects, worksheets, etc. Chapter 14: Desktop Publishing • EXAMVIEW® Assessment Suite provides Chapter 15: OneNote question banks and capability to create tests, quizzes, and additional assessment materials. Appedix: Digital Images Index Distance Learning Cartridges available FREE to adopters of 20 or more textbooks! Chapter Walkthrough: Design and Features Chapter features: • Key Concepts—identify the learning outcomes of the Chapter 1 chapter. Microsoft Office Basics Key Concepts Practice Data Files Understanding the Office interface ASSIGNMENT Using input devices • Hands-on Practices—require Saving, opening, and printing files Project Data Files File management E-COMMERCE students to test newly learned Searching the Web and citing sources Understanding e-mail etiquette and ethics Sending and receiving e-mail using Outlook Sending files in their native format is necessary if the user is to edit Detecting and preventing malicious code skills after the concepts are the file, but inconvenient if the user simply needs to view the file. One Exploring Office with the Help window solution is to attach a file that has been saved in text format. Files in text TIP In Word, options for format typically have the extension . t x t or . r t f . Text files can be opened by attaching a PDF copy of the any word processor. The disadvantage of the text format is that some of presented and discussed. open document to an e-mail the document formatting may be lost or changed. A more commonly used message are found in File j solution is to export a file to PDF format before attaching it to an e-mail. Share. PDF The PDF file format is widely used because all document formatting is What is Microsoft Office? preserved. To view a PDF, recipients use Adobe Reader, a free application • Sidebars, Tips, and Alternatives— from Adobe Systems that most users already have. Microsoft Office 2010 is a Windows application that consists of several applications, each designed to perform specific tasks: Practice: E-Mail Messages – part 2 of 3 Outlook 2010 is an e-mail client with tools for organizing and defi ne new terms, offer You will need Internet access to complete this practice. Outlook should already be started from the last searching e-mail. practice. Word 2 010 is a word processor application used to produce professional-looking documents such as letters, résumés, and ADD AN ENTRY TO THE ADDRESS BOOK methods, and expand feature Operating System reports. ! a. Click Home j Address Book. The Address Book is displayed. Note the addresses All computers run software Excel 2010 is a spreadsheet application used to organize, currently listed. called an operating system analyze, and chart data. information. (OS). The OS allows the com- 1. On the Address Book menu bar, select File j New Entry. Another dialog box puter to run other software and Access 2010 is a database application used to generate forms, is displayed: perform basic tasks, such as queries, and reports from the data it stores. communicate with the user and keep track of files and fold- PowerPoint 2010 is a presentation application used to organize ers. Types of operating systems and format slides. include Windows, Linux, and Publisher 2010 is a desktop publishing application used to Mac OS. For more informa- create publications such as newsletters and business reports. End-of-Chapter features: tion about a specific OS, visit www.lpdatafiles.com. OneNote 2010 is a notetaking and information management application.

Microsoft Office is designed to create a productive and efficient work environment. Each application has a similar look and feel making it pos- • Chapter Summaries—review sible to transfer skills learned in one application to another. Data can be easily duplicated between the applications, reducing the time required to 2. In the Select the entry type box, select New Contact and then select OK. A Contact produce a document. For example, spreadsheet data can be easily added to window is displayed. the concepts covered in the a word processor document without having to retype the information. 3. Complete the Full Name box and E-mail box entries using the name and e-mail address of a classmate. Note that Outlook automatically creates an entry for the File as box. Chapter 1 Microsoft Offi ce Basics 1 chapter. 4. Click Contact j Save & Close. The Contact window is removed and the contact appears in the Address Book. 5. Click Close to remove the Address Book. @ CREATE AN E-MAIL MESSAGE AND ADD AN ATTACHMENT • Vocabulary Sections—present Book 3.indb 1 3/2/2010 9:43:38 PM a. Click Home j New E-mail. A Message window is displayed. b. In the message window, click T o . The Select Names dialog box is displayed. 1. In the Name list, select the name of your classmate. terms with defi nitions and 2. At the bottom of the dialog box, click T o . 3. Click OK. The dialog box is removed and your classmate’s e-mail address appears in the T o box of the message window. commands and buttons covered c. In the Subject box, type: My Assignment

in the chapter. Chapter Summary Chapter 1 Microsoft Offi ce Basics 1 9

Microsoft Office 2010 is a Windows application that includes Outlook, Word, Excel, Access, PowerPoint, Publisher, and OneNote. Windows applications have an interface called a window, which include an File tab Book 3.indb 19 3/2/2010 9:43:46 PM • Review Questions—provide Quick Access Toolbar, and a Ribbon. The File tab displays Backstage view, which is used to save, print, close, quit, and open documents. immediate reinforcement of new Input devices are used to communicate with a Windows application. A keyboard is used to enter text and numeric data. Other input devices include the mouse, stylus pen, and touchpad. concepts. Folders are used to organize files, which are automatically given an extension when saved. A document is printed using the Print command. Vocabulary Closing a document means that it is removed from the application window and the file is no longer in the computer’s memory. Quitting an application removes an application from the desktop and the program is no longer in • Projects—apply the chapter skills Access The Office database application. IMAP server An e-mail server used for incoming the computer’s memory. Opening a file transfers a copy of the file contents mail. to the computer’s memory and then displays it in a window. Access key A key that is indicated by the underlined character in a command. Input device A device used to communicate with a to a variety of business-related A search engine is used to locate information on the Web. Search criteria Windows application. is used to specify which pages are to be located. Operators including +, Address book Outlook tool that stores contact names and e-mail addresses. Insertion point A blinking vertical line in a document –, space, AND, OR, and NOT can be used in specifying criteria. When that indicates where the next character typed will be projects that vary in diffi culty. operators are used, a Boolean expression is formed. Alt key Used with an access key to display a menu. placed. There are guidelines for citing electronic material on the Internet. The Boolean expression An expression that evaluates to Interface The area on the screen where the user interacts primary purpose of a citation is to give credit to the original author and either true or false. with a software application. Some require collaboration allow the reader to locate the cited information. Check box An element in a dialog box that allows the Keyboard Used to enter text and numeric data. Multitasking is an operating system feature that allows more than one user to select or clear an option. Keyboard shortcut A sequence of keys that executes a application to run at a time. The taskbar displays buttons that represent with peers. Click Pressing the left mouse button and releasing it command. each open file or application. q u i c k l y . Mail window The Outlook window containing e-mail E-mail is the sending and receiving of messages over a communications Closing a document Removing a document from the tools. Review Questions network such as a LAN or the Internet. To send and receive messages, application window and the file from the computer’s Message header an e-mail address and an e-mail client is required. The risks of using m e m o r y . The portion of an e-mail message contain- ing the subject, recipients, and sender of the message. e-mail include receiving malicious code in an e-mail message. When Command button An element in a dialog box that initi- 1. a) What does the File tab display? 15. a) What is spam? communicating through e-mail, professionalism and courtesy are expected. ates an action when clicked. Microsoft Office 2010 A Windows application that b) What does the Quick Access Toolbar b) How can messages from specific senders be This includes following e-mail rules of etiquette and a code of ethics. consists of several applications, each designed to perform contain? blocked? Contextual tab A tab added to the Ribbon for certain specific tasks. Microsoft Outlook is an e-mail client. It includes an Address Book for activities. Mouse 2. Which key is used to move the insertionstoring contact point names16. and List e-mailthree waysaddresses. to minimize Outlook the has possibility a Junk E-mail of An input device that is used to select commands Default button The button displayed with a thicker and respond to application prompts. to the beginning of a line of text?Filter, which catches obviousmalicious junk mail,code damagingor spam, and data. automatically places border when a dialog box is first displayed. it in the Junk E-mail folder. It is also possible to block messages from Mouse pointer An image on the screen, usually in Internet Resource Center: 3. How can the access key be determined? 17. What are two ways to find information when Double-click Pressing the left mouse button twice in the shape of an arrow, that indicates the position of the specific senders. rapid succession. using the Help window? mouse. The Microsoft Office Help window functions like a browser with buttons 4. a) What is a keyboard shortcut? Drop-down arrow A text box feature that can be clicked Multitasking An operating system feature that allows for going backwards and forwards through visited topics. Help browses b) Explain how keyboard shortcuts can increase T r u e / F a l s e to display a list of items to choose from. more than one application to run at a time. productivity. the Microsoft Office Online Web site as well as content installed on the Projects Student and instructor resources computer when Office18. was a) Access installed. is a spreadsheet application. E-mail Electronic mail. The sending and receiving Native format The format that an application normally b) Publisher is an application used for desktop of electronic messages and computer files over a uses for saving a file. 5. a) What is a contextual tab? communications network such as a LAN or the publishing. b) How is the Ribbon minimized? Internet. Navigation Pane The Mail window pane that lists folders that complement and extend the c) The title bar displays the file name and type where e-mail messages are stored. E-mail client Software used to read, create, and send 6. List three types of information displayed in the of document. Project 1 ———————————————————————— d) A window is hidden when Maximize is e-mail messages, list and organize e-mail messages, and OneNote The notetaking and information management Info tab in Backstage view. manageYou addressesare applying in an addressfor a freelance book. writing contract.application. You need to provide details of your working textbook. www.emcp.com/irc clicked. environment. 7. a) Why is it important to give files and folders e) Press the Home key to move the insertion E-mail server A computer running special software and Opening a file Transferring a copy of the file contents to descriptive names? point to the end of a line of text. connected a)to the In Internet.a new Word document, type Computer Environmentthe computer’s and memory, press which Enter displays twice. it in a window. b) Explain how you could use folders to orga- f) Press the Alt key to cancel the current Excel Theb) Office Type spreadsheet Microsoft application. Office Applications and pressOutlook Enter. TypeThe Office the names e-mail client.of the Microsoft nize your files. operation. 26 Chapter 1 Microsoft Offi ce Basics Office applications available from your computer workstation, pressing Enter after c) What does the extension at the end of a file g) Press the Esc key to exit Backstage view. Extension Indicates the file type and is used by the Overwrite The process of replacing an existing file with application to recognizeeach application files. name. one that contains changes. name indicate? h) An arrow on a button indicates that additional commands are available. File A collectionc) Type of Input related Devices data storedand press on a Enter. lasting Data is PDFentered File into format a Windows which application preserves usingall document 8. a) List three search engine Web sites. i) The Format tab is displayed on the Ribbon medium, such anas ainput hard disk.device. Type the input devices connectedformatting. to your computer, pressing Enter b) What is search criteria? when Word is started. after each device. File name A unique name for a file. Pharming An e-mail security threat involving online Book 3.indb 26 j) The default button in a dialog box is selected 3/2/2010 9:43:47 PM d) Type Storage Media and press Enter. Files canfraud be and stored identity for theft.later retrieval on various 9. a) List three logical operators. by pressing the Enter key. Folder Used to organize commonly related files. types of storage media, such as a disk, CD/DVD , Zip disk, or memory key. Type the b) What is the name of the expression that is k) Answer to History ? is an example of a valid, Phishing An e-mail security threat involving online Identity theft types A crime of storagethat seeks media to obtain you confidentialare able to save yourfraud files and on,identity pressing theft. Enter after each type formed by using logical operators? descriptive file name. information in order to rob an unsuspecting individual of storage media. l) Any changes made to a document after sav- of his or her identity. Point Sliding the mouse until the pointer is positioned 10. On August 2, 2011 you accessed a posting on ing are automatically stored in the file on e) Type Output Devices and press Enter. Outputon devicesan object. display or store processed data. the Clewiston Kite Surfing discussion group at disk. Monitors and printers are examples of display output devices. The CD/DVD burner http://www.lpdatafiles.com/kitesurf/color.txt. m) The file extension .docx indicates the file was and memory keys are examples of output devicesChapter used for 1 storing Microsoft data. Offi Type ce the Basics output 27 The posting was made by Tara Perez on the created in Excel 2010. devices connected to your computer, pressing Enter after each device. topic of kite colors on June 3, 2010. Write a cita- n) It is possible to print only the second page of tion that quotes Tara’s posting. a document. f) Type Printer(s) and press Enter. Common classifications of printers include laser and o) A Boolean expression evaluates to either true dot matrix. A laser printer uses a laser and toner to generate characters and graphics 11. List three examples of e-mail clients. on paper. An ink jet printer uses an ink cartridge to place very small dots of ink onto or false. Book 3.indb 27 3/2/2010 9:43:47 PM p) MLA is an accepted form for citations. paper to create characters and graphics. Classify the type of printer(s) accessible to Place12. Why isyour it important to follow a code orderof ethics q) A word processor today! application and a spread- your computer. when using e-mail? sheet application can be running at the same g) Press Enter and then type your first and last names and the date. time. 13. Why is the PDF format commonly used for r) Only one Word document can be opened at h) Save the document naming it Computer Environment and print a copy. e-mail attachments? a time.

s) Outlook is an e-mail client. 14. a) Explain how you could organize your e-mail t) E-mail messages are private. messages into folders. u) Phishing is a type of online fraud. Project 2 ———————————————————————— b) Explain how to find all of the e-mails that v) A virus is a type of computer game. contain the word “password.” One of your first freelance writing assignments is to create an article on the importance of creating strong passwords and keeping your computer password a secret:

30 Chapter 1 Microsoft Offi ce Basics a) In a new Word document, type the title Computer Passwords and press Enter. b) Type the following without pressing the Enter key: It is important to keep your password a secret so that other individuals cannot gain unauthorized access to your computer. Do not share your password with anyone and if you receive an e-mail requesting your Call: 800-535-6865 • Fax: 800-328-4564 password, even if it looks like it is from a legitimate source, do not provide the requested Book 3.indb 30 3/2/2010 9:43:48 PMinformation. c) Press Enter. Email: [email protected] • Visit: www.ParadigmCollege.com d) Type the following without pressing the Enter key: StrongWWP206007 passwords are more secure and are necessary for protecting your personal information. Passwords should appear to be a random string of characters. Words that are in a dictionary, a sequence of characters, or repeated characters are poor choices for passwords. A strong password

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