Introduction to Microsoft Office Applications

Microsoft Office Introduction

1. IN1093 Computer Applications for Business & Technology [email protected] Instructor Dr. Muhammad Waqar

2. Objectives Explore the Office environment. Work with Office files. Recover unsaved files and versions. Customize the user interface. Customize the ribbon. Choose the right application for the task at hand. 2

3. Introduction One of the biggest advantages of using Microsoft Office Professional 2013 is the similarities across the applications. The most obvious is the user interface, which is the overall look and feel of the application and how you interact with it. If you’ve used previous versions of Office, you may notice that many commands and features are nearly identical to those in past releases of Office, if not exactly the same, such as the commands for copying and pasting information, formatting text, creating charts, or inserting pictures. All of these similarities greatly reduce the learning curve, which allows you to apply the functionality in one application across the entire Office suite. 3

4. Microsoft Office Products Microsoft Word Microsoft Power point Microsoft Excel Microsoft Access Microsoft OneNote Microsoft Teams 4

5. Opening an Application 5

6. Window 6

7. Live Preview Enables you to view changes like pasted text or picture formatting prior to making a modification. 7

8. Mini Toolbar Enables you to view changes like pasted text or picture formatting prior to making a modification. 8

9. ScreenTips ScreenTips provide descriptions of commands and are displayed when you point to a ribbon command. If the command has an associated keyboard shortcut, that shortcut will appear in parentheses next to the name of the command. Several ScreenTips also include detailed help or a feature preview. 9

10. Key Tips Enable you to navigate the ribbon by using the keyboard. To display KeyTips , press and release the Alt key. The KeyTips are the letters, numbers, or combinations of letters and numbers that appear on the ribbon. When you press only the Alt key, Key Tips for the ribbon tabs and Quick Access Toolbar are displayed. To view KeyTips for a specific ribbon tab, after you press the Alt key, press the corresponding KeyTip on the keyboard. 10

11. Account This is where you manage a new feature in Office Professional called an Office cloud account and get information about your Office installation. 11

12. Options This is where you can change a variety of application preferences and customize certain behaviors that are specific to the application. In some applications, such as Excel and Access, there are also options specific to the active file. 12

13. Info In most applications, the Info page displays information about the active file, such as the name and location of the file, the author, and the date the file was last modified. In all of the applications, you’ll find specialized file management tools that are specific to the file and application. 13

14. New The New page is available in most applications and provides access to templates that enable you to create new files in the application. You can choose to start from scratch and select a blank template, or you can select one that already has content to help you get started on a specific type of task. 14

15. Open In all of the applications except Outlook, the Open page lists the recent files you previously opened and displays a list of available places from which you can open files. 15

16. Pinning the files you use the most To pin the files you use the most to the recent file list, point to the file and then click the pushpin to the right of the file name. Pinned files are placed at the top of the list. 16

17. Save When you save a file for the first time and click Save, the Save As page is displayed. After a file has been saved, clicking Save in the Backstage view will update the file and return you to the application window. 17

18. Print In all Office applications except Access and OneNote, the Print page provides printing and page layout options along with a preview of your file. In the Printer area, you can choose a different printer and set printer options. In the Settings section, you can specify various print and page settings prior to printing your file. 18

19. Recovering unsaved files and versions There’s a very good chance you will accidentally close a file without saving it, if you haven’t already made such a mistake. The good news is that in Excel, PowerPoint, and Word, you may be able to recover your unsaved changes. And if you’ve spent some time working on an Office document and discover you’d like to return to a previous version of it, you may be able to do that too. File management tools for both of these situations are located in the Backstage view, on the Info page. 19

20. Recovering unsaved files and versions There are a couple of requirements that need to be met before an autosave version is created. You must choose to save AutoRecover information, which is turned on on the Save page of the Options dialog box by default. An AutoRecover save must be made. This save is based on the time interval next to the AutoRecover information option and depends on whether you’ve made changes that need to be saved. 20

21. Customizing the Quick Access toolbar You can customize the Quick Access Toolbar by adding frequently used commands, such as New or Open, or by adding commands directly from the ribbon. Here are two ways you can add additional commands: Click the arrow at the end of the Quick Access Toolbar and then select a command from the Customize Quick Access Toolbar list. Right-click a command on the ribbon and then click Add to Quick Access Toolbar. 21

22. Customizing the status bar You can also customize the status bar by choosing what you prefer to display. Similar to how you customize the Quick Access Toolbar, you can right-click the status bar to customize it. The Customize Status Bar list shows the available status bar items, and a check mark will appear next to those that are currently displayed. 22

23. Customizing the ribbon There may be times when you want to make modifications to the ribbon. For instance, there are more advanced commands that aren’t in the ribbon by default that you may find beneficial. Or you might find you can work more efficiently by moving a command or group to another location or tab. To customize the ribbon, you display the Backstage view, click Options, and then click Customize Ribbon. 23

24. Choosing the right application An overview of various tasks you can perform in each application that’s available in the Office Professional is given here. 24

25. Choosing the right application 25

26. Choosing the right application 26

27. Applying Office themes Files you create in Access, Excel, PowerPoint, and Word all include a base set of formats called a theme. The theme is what controls the theme colors in the color palettes and the choices in numerous formatting galleries. It also controls the headings and body theme fonts at the top of the font list in most applications. Files can be formatted by using theme elements, such as theme colors and theme fonts. Then if you choose a different theme from the themes gallery, the formatting will automatically update to match the formatting stored in your selected theme. You can also start with a theme and then select different theme elements to create a custom theme. 27

28. Inserting Pictures, Shapes and Smart Art Documents have evolved from simple text-based files to those that contain rich images, shapes and illustrations that help convey and illustrate information. You don’t need to hire a professional to add these visual elements. After an illustration is inserted, a variety of tools are available to help you create polished graphics and diagrams. To insert a picture, click the Insert tab and then locate the Images group. To insert a shape, click the Insert tab and then locate the Illustrations group. To insert a smart art shape, click the Insert tab and then locate the Illustrations group and then smart art. 28

29. Inserting Charts A chart is often included alongside a list of values to convey how those values relate to each other. Charts help give your information visual meaning and context, and can be comprehended faster than raw data. And as with inserting illustrations, after your chart is inserted, the Chart Tools tool tabs help you create professional-looking charts without a lot of effort. When you insert a chart, you start with a default chart, such as a column, line, bar, or pie chart, and then customize the style, layout, and formatting to fit your needs. In Outlook, PowerPoint, and Word, after you insert a chart, a small Excel window, called a chart sheet, is displayed. You use the chart sheet to replace the default data with your own data. The chart will update automatically. 29

30. Inserting Online Videos In both PowerPoint and Word, you can insert a linked video that’s stored in an online location, like your SkyDrive, Facebook, YouTube, or another website. Note that because online videos are linked, in order to play an online video during a PowerPoint presentation or from a Word document, you must have an Internet connection, and your computer must have access to the website where the video is stored. To insert an online video, use the Insert tab. In Word, you can then play the video from the document. 30

31. Cloud service These days you may work across numerous computers and devices. You may use a desktop computer while at your desk and use a laptop, Microsoft Surface, or other tablet, or smartphone when you’re on the go. Imagine switching to another computer or device and picking up exactly where you left off, right down to the last paragraph in a document you were editing in Microsoft Word or the last slide you were working on in Microsoft PowerPoint. In latest office software, personal settings can now be stored online in your Office account. This lets you access your information from almost anywhere. And not just from another computer, but also from devices such as Surface or a Windows Phone. 31

32. Cloud Account In order to store your information in the cloud, you need an Office account. This account is associated with an email address that you use for various Microsoft services. Microsoft account: This account type, previously called Windows Live ID, is typically associated with a personal email address. For example, if you use Windows Live Messenger, Windows Live Hotmail, you have a Microsoft account. Organizational account: This account type is provided to you by an administrator for Microsoft SharePoint Online services. If your company or educational organization uses Office 365, then you have an organizational account. 32

33. Switching Account When you sign in to Office, you sign in across the Office applications. And in any application, your sign in name will appear in the upper-right corner above the ribbon. Additionally, you’re not limited to a single Office account and can have more than one. Some people have accounts for both business and personal use. This lets them keep their recently used files and other preferences separate and easier to manage. If you have multiple Office accounts, one for business and one for personal use, you can easily switch between them from any Office application. To switch accounts, use the Account page in the Backstage view and the Switch Account option, or click your name in the right corner above the ribbon and then click Switch account, and complete the sign in process. 33

34. Saving files on SkyDrive/OneDrive If you want to access your recently used files or other files across various computers and devices, those files need to be saved in a cloud service like SharePoint Online or SkyDrive. If Office has integrated cloud services for opening and saving documents, you’ll find that using these locations is just as easy as using a local or network drive. In the Backstage view, you can click Save As and then decide where to save the file. You can save on local computer or on Onedrive . 34

35. Sharing files from SkyDrive/OneDrive After you save a document or notebook to SharePoint Online or to your SkyDrive location, you can share the file with others. For example, you might have a file that’s too large to send in an email message. You could be collaborating with other people on a document and everyone needs to work on it at the same time, which is referred to as co-authoring. When you share a file from your Office application, you can also set one of two permission types, Can Edit and Can View. As each option name implies, those with Can Edit permission can edit your file and update their changes on the cloud location. You can go to backstage view and share a copy of file from there. 35

36. Co-authoring When you collaborate with others on Office documents, you may encounter a situation in which more than one person needs to work on a file at the same time. Consider the following scenarios: Multiple people need to contribute to a company newsletter, and the deadline is in a few hours. Several people are taking part in a last-minute presentation, and they all need to add speaker notes to their slides. Your team’s project notes are stored in a OneNote notebook, and you need to collaborate on them during a meeting. Each region of your company is responsible for adding their sales data to a workbook for an upcoming financial review. You need to edit a document, but another person left it open and is at lunch or has left the office for the day. 36

37. Co-authoring To start a co-authoring session, the following requirements must be met: The file must be opened in a supported application. The Office document or notebook must be stored on OneDrive. The file needs to be shared with other co-authors. 37

38. Thank You