Office 2000 Essentials
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This course is intended for anyone wishing to learn the basics of using Microsoft Office 2000, concentrating on Word, Excel and Outlook (these are the three core office applications). The course includes the following elements:
| Lesson 1: Start a new Office document
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Start a new Office Word document
Find your way round the Word window
Enter basic text
Use the Print toolbar button
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Microsoft Office is a collection of application programs designed to help you streamline your office or business activities. This course gives you a short introduction to the most useful Office features and introduce you to the 'Office way of doing things'.
We assume that you know the basics of using Windows. You do not need to be an expert, but you will find it useful to have at least some previous experience. Our own course on Windows is a good starting point if you are a complete beginner.
At the heart of that are two main activities: creating new documents and opening and working on existing ones. In this lesson we'll look at ways of starting new documents. So good luck and I hope you enjoy the course.
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| Lesson 2: Open and Save office documents
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Use the Open dialog box
Select a file to open
Use the Places Bar
Insert the date in a document
Use the Save options
Understand Windows file naming conventions
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If you have worked with any Windows application, you will be used to opening and saving documents with the application's own File menu.
You can still do that, but Microsoft Office introduces another method you can use to find and open the document you want. In this lesson we look at ways of finding and opening documents and different save options.
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Display the File Properties
Sort the icons on the dialog box
Use the Up One Level button
Restrict the File Type
Use the Find option
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With Windows in general and with Microsoft Office in particular, you need to organise your work on disk. You can keep all your work together in one main folder, or you have different folders for each kind of work. Either way, you will need to be able to locate a specific file.
In this lesson we look at the Find features built in to Microsoft Office.
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| Lesson 4: Toolbars, menus and Help
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Check which toolbars are displayed
Control where the toolbars appear
Display ScreenTips
Activate the Office Assistant
Get Help
Change Assistant appearance and options
Turn off the Office Assistant
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There are a number of ways you can get help while you work. Office will help by displaying ScreenTips to help you identify buttons and other window features. If you have a query about a topic you can ask the Office Assistant or use the Help menu options to give you different levels of information.
The Office Assistant not only gives you much freer access to the help information, but can recognise the type of work you are doing and step in with hints, tips and other messages while you are working with Office.
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Control the Word window
Use Normal or Print Layout views.
Delete and insert text
Undo an action
Use click-and-drag selection
Select with the Selection bar
Select with the Shift key
Cut, Copy and Paste
Drag-and-drop editing
Use the Print toolbar button
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With a word processor like Word you get more facilities for controlling the presentation and even the content of your documents, but it all builds on the basics.
In this lesson we looking at simple text editing and use the standard Cut, Copy and Paste techniques.
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| Lesson 6: Enhance documents
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Display the toolbars
Restyle text
Use fonts
Change paragraph alignment
Indent text
Apply styles
Use the click-and-type feature
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One of the advantages of working with Windows and Windows applications like Microsoft Office, is that you can see on screen almost exactly what you will get when you print your work. The applications allow you to precisely control the layout and presentation of your work, which in turn can help you to get your message over more effectively.
In this lesson we look at some of the techniques for enhancing a document - many of which can be as simple as clicking a button.
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| Lesson 7: AutoFormat, Themes, Document Map
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AutoFormat a document
Add a Theme
Use the Document Map
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When you start a new document you base it on a template which controls how the document will look. You can enhance the text manually by defining fonts, sizes and so on, but a quicker way is with the AutoFormat feature. Word recognises the structure of a document and applies present styles to each part of the text.
Word also has a range of colour themes which add colour and backgrounds to documents you want to view on-screen instead of as a printed version.
Finally we look at the Document Map view which is useful for navigating around the document.
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Open an Excel document
Control the Excel display
Move around a sheet
Use the Zoom controls
Close a workbook
Start a new workbook
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An Excel file is called a workbook and you can use workbooks for any type of work with numbers, from simple items like price lists or sales figures, through to more complex calculations for business financial planning and cash flow forecasts.
You can also use workbooks for a wide range of other functions such as managing lists and analysing information.
For such a powerful program, Excel is remarkably easy to use and you will probably find you use it for many different tasks once you have mastered the basics.
So in this lesson we'll see how to find our way around the Excel window and take control over how the information is displayed.
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| Lesson 9: Build a worksheet 1
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Enter text and numbers
Perform basic calculations
Use cell references
Edit a formula
Edit in a cell
Select a range of cells
Delete cell contents
Undo an action
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Excel is very good at performing calculations using information you type on the worksheet.
In this lesson we look at the basics of creating a worksheet, by inserting and editing numbers, calculations and text. In a way, we will not be doing much that you could not do with an ordinary desktop calculator - but the advantage of Excel is that once you've created your basic worksheet, you can easily try out different numbers, or adjust a formula without having to key everything from scratch.
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| Lesson 10: Build a worksheet 2
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Change column width
Select a column
Enter information with Edit, Fill
Drag-Fill cells
Key in a formula
Delete an entry
Use the mouse to create a formula
Use the AutoSum feature
AutoFormat part of a sheet
Fill series of information
Use names in a formula
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Building a complex worksheet cell by cell would be a tedious task, but Excel has some very advanced tools for speeding up the process, not just for entering information, but also for improving the presentation of a sheet.
In this lesson you will begin to see the potential power and flexibility that Excel can offer, and how Excel is able to interpret your work intelligently and create a professional looking worksheet from your raw information.
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| Lesson 11: Printing and Previewing
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Print from a document icon
Preview a document
Use Print Layout view
Display Printer Properties
Print to file
Select a page range
Print multiple copes
Control what is printed
Use the Print Zoom and Scaling options
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Despite the increasing use of electronic mail and the Internet, much of the work done with Microsoft Office still results in a printed piece of paper.
In this lesson we take a look at some of the key techniques for printing your work, choosing which parts you want to print and for previewing your work on screen so that you can see exactly how your pages will appear before you commit anything to paper.
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Preview a whole document
Control document Page Setup
Change the margins
Change the units of measurement
Control Page Setup in Excel
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So far in the course we hae been working on prepared documents which have been created using pre-set page layouts from the document templates. These assume a standard paper size, margins, measurement units and so on.
In this lesson we look how to set up your documents with different layouts by changing the Page Setup controls.
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| Lesson 13: Spelling and Grammar
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Correct spelling errors
Correct grammatical errors
Use the AutoCorrect feature
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Every one makes typing or spelling errors from time to time - especially when you are in a hurry. Spelling checkers have been around for a long while - but you still had to remember to use them.
Word brings a new level of sophistication to spelling checks, because it can check while you type and highlight your mistakes and even corrects them for you automatically.
Of course, the Office applications have a conventional spelling checker too, but in this lesson we concentrate on the automatic features which help you with spelling and grammar.
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| Lesson 14: Templates and Wizards
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Preview templates
Select the Letter Wizard
Work though the wizard
Create a letter
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When you start a new Office document, it inherits a range of settings from one of the templates - paper size, margins, font styles and so on.
Other templates are set up with text, or more complex layouts for a variety of tasks. Some even have automatic helpers, or Wizards, which guide you through the process of creating a document.
You can set up your own templates for any regular tasks - but it is worth looking at the templates supplied with Office - you are sure to find that they will save you a lot of work if you use them as a starting point.
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| Lesson 15: Restyle worksheets
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Select different parts of a worksheet
Clear cell formats
Control alignment and orientation
Use different number formats
Add font and colour effects
Use the Format Painter feature
Delete rows
Adjust row height
Use a vertical alignment
Add background colour
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We have already seen that Excel includes an AutoFormat feature for quickly producing a professional looking worksheet. Word has an equivalent feature for automatically formatting your documents.
You can start the formatting from scratch or fine tune the results of AutoFormatting.
In this lesson we look at some of the manual controls for adjusting column width, row height and other effects.
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Use the Chart Wizard to create a chart
Identify parts of a chart with the ScreenTips
Resize and move a chart
Edit a chart
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Microsoft Office makes extensive use of Wizards to make your life easier, by taking you step by step through a sequence of actions.
Excel's Chart Wizard is a good example of a Wizard, which simplifies what could otherwise be a complex process, it will interpret the figures on a worksheet and produce an appropriate chart.
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| Lesson 17: Pictures and Clip Art
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Insert a picture
Select and move a picture
Control picture layouts
Resize a picture
Control picture settings
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With Word it is easy to add pictures to a document. You have full control over their size and position on the page and can change the picture settings to suit your overall layout.
Office is supplied with a range of pictures, diagrams and other graphics, referred to as Clipart, which you can use in any of your Office documents.
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Use the Microsoft Outlook shortcut
Find your way round the Outlook screen
Use the Outlook bar
Display the Outlook Today page
Change the Outlook Today options
Display the Calendar
Display the Tasks
Create a message
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Microsoft Outlook can help you manage your messages, appointments, contacts and tasks so you can easily stay in charge of your work.
It is the electronic equivalent of a diary, address book, e-mail manager and time planner all in one. You can use it on a day to day basis to handle your incoming and out-going messages E-mail.
In this lesson we see how to navigate around the Outlook window and see what activities are set for the current day.
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Open the Calendar
Control the Calendar view
Make a Calendar entry
Insert appointment details
Insert a meeting
Check attendee availability
Invite others
Delete an appointment
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If you are like most of us, the working day can get pretty hectic and organising your time effectively is vital. Microsoft Outlook can replace your ordinary diary and help you schedule activities. In fact it can do far more; for example, it can give you reminders when you need to attend an appointment or make a phone call.
If you are working on a network, it can help you organise meetings with colleagues, by scheduling the meeting when everyone will be able to attend.
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Add a contact
Use a Category
Change the view
Edit a contact
Delete a Category
Delete a contact
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Microsoft Outlook can replace your conventional address book. It helps you to organise all your contact details in one place, including a range of different phone numbers, e-mail address as well as other contact details.
You can use Outlook to phone, mail or to launch Word to write a letter for example. You can also sort your contacts into different categories, so you can see at a glance your personal contacts, business contacts and so on.
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Create a task
Assign a Category to an item
Expand and collapse the Category display
Update a task
Delete a task
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As well as organising your contacts and timetable, Microsoft Outlook can help you organise your activities by creating 'to do' lists which you can sort and prioritise.
You can set reminders for when tasks are due and assign tasks to other people. You can assign message, appointments, contacts or notes to a category so you can keep a record of all the items relating to a particular activity, for example everything to do with a particular project.
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| Lesson 22: Swap information
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Copy and paste information
Use Paste Special
Insert a linked object
Edit a linked document
Paste multiple items
Open the Office Clipboard
Clear the Office Clipboard
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One of the benefits of working with Windows applications in general, is that you can easily swap information from one application to another.
The new Office Clipboard can hold up to 12 items at a time which makes it even easier to copy information from more than one source then copy them into another location.
Where you have several documents that refer to the same information in another document you can take advantage of the Linking feature, which means that changes to the original document will appear in other documents which refer to it.
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| Lesson 23: Manage information
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Sort information
Use a data form
Set criteria for finding information
Use wildcards
Filter records
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Information is one of the key resources for modern business and how well you organise it can be the difference between success and failure. Companies need to keep information about customers, suppliers, price lists, inventories, employee details and so on.
Microsoft Excel is best known for its capabilities for dealing with figures and charts, but it also has some very flexible tools for organising and sorting tables of information. Although it does not have the full power of a database program like Access, it is very good at sorting and organising information such as customer details.
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| Lesson 24: E-mail and web pages
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Send a document with e-mail
Open web documents
Use Web Layout view
Navigate web documents
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You have already seen how to send and receive e-mail using Outlook. These are normally short text items. When you want to send a larger document you can do that from Microsoft Word.
Where a document is going to be viewd on screen and not printed on paper you can set it up as a web page document. This is a standard format for viewing information on-line and for publishing information on the World Wide Web.
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| Lesson 25: Web Page Wizard
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Set up navigation links
Control the number of web pages
Select a theme
Create web documents
Explore hyperlinks
Display the Web toolbar
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Web sites can be made up of more than one page, with special formats and links (hyperlinks) to the various pieces of information. Starting from scratch can take a long time to set up a web site.
The Web Page Wizard takes away the hard work, by setting up the pages, formatting and links for you - all you have to do is add the content.
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