Microsoft official academic course access 2016 pdf free download. Tutorial Access 2016 in PDF
TXT, or. You can edit the documents in Word and save the document in the original file format or another file format. The Open button in the Open dialog box contains a drop-down arrow that displays options for opening a document in a different manner. See Table for a list of options. In this exercise, you learn to open a document using the Open dialog box.
Table List Description Options for opening files Open Read-Only Opens the document as a read-only file—no changes can be made to the document. Open as Copy Opens a copy of the original document. Open in Browser Opens the document that was saved as a web page in a web browser. Open and Repair Opens and repairs corruption to the document.
To access the Open screen in Word , you click the File tab and in the Backstage view, click the Open command. You can locate a file quickly in the Recent Documents list, which displays the last 25 documents you accessed.
From any computer, you can open documents that were saved to your OneDrive. Or, you can open documents that were saved to your local hard disk. Using this combo box, you can open existing documents from locations such as a flash drive, a hard drive, a network location, the desktop, or a portable device. For the purpose of these exercises, the instructions assume that all data files are stored on your flash drive. Connect your flash drive to one of the USB ports on your computer.
Click the File tab to open Backstage. The Open screen appears, with locations on the left side and recently opened documents on the right.
Notice the right side of the screen displays the current recent folders. See Figure , but note that your screen will not be identical to the figure. Click the Browse button. The Open combo box appears. Use the scroll bar and scroll down and locate the data files for this lesson on your flash drive. Double-click the Lesson02 folder to open it. Locate and click Star Bright Satellite Proposal once. Click the Open button. The document appears. In this section, you learn to use the Document Views command group to change the way Word displays your document.
Some tools are available for editing and navigating through the document. To advance to the next page, click the arrow key on the right of the screen or tap if you are using a touch screen. It displays the document as it will look when printed and enables you to use the Ribbon to create and edit your document. Advanced elements such as charts, graphs, pictures, and other objects are hidden in this view. Click the View tab to see the command groups that are available.
In the Views group, click the Read Mode button to change the view of the document as shown in Figure The document page layout changes with an increased font size for easier reading. Click Tools on the menu in the upper-left corner of the screen to produce the Tools options menu, as shown in Figure Four additional commands appear. The inactive commands change to active after an action has been performed.
Figure Tools options menu 4. Hover the mouse over each command to view a ScreenTip, and then click Edit Document. The screen changes to the Print Layout view for editing.
Click the Read Mode button again. Click View on the menu, and then click Navigation Pane. The pane opens on the left side of the screen. This allows you to navigate your document quickly by selecting headings and pages, or by searching for text. In the Navigation Pane, click Option 3 and notice that your document jumps to that location.
Option 3 is formatted with a heading style. Click the Pages tab, and then click the first page. Page images are called thumbnails. Click Close X on the Navigation Pane to close. Basic Editing 25 Click the Web Layout button in the View tab. This view allows you to see the document as a web page. Click the Outline button, and notice the Outlining tab and the groups of commands that appear for editing outlines. Click the Close Outline View button. Click the View tab, and then click the Draft view button.
This view is typically used for editing text. Click the Print Layout view button to return the view of the document back to its default setting. Note that some of the View options buttons are also available on the status bar at the bottom right of your screen. Click each button and compare the resulting views with the views you accessed from the View tab. You can also adjust your screen to change the way the Ribbon displays.
In the upper- right corner, click the Ribbon Display Options button see Figure Select Auto-hide Ribbon.
The Ribbon is hidden to provide more document workspace. To return the screen to its original settings, click the Ribbon Display Options button and select Show Tabs and Commands. Using Zoom The Zoom group of commands lets you zoom in to get a closer view of a page or zoom out to see more of the document at a smaller size. These commands also enable you to determine how many document pages Word displays on a single screen.
Object Zoom in Read Mode enables you to zoom in on objects such as tables, charts, or images while in Read Mode. Within the Zoom group, the Page Width button expands your document to fit the width of the window. The Zoom button launches the Zoom dialog box, where you have more options for zooming in and out.
For instance, you can enter a specific number in the Percent box to modify the view or view multiple pages. The preview area shows how the document will appear on screen. You can also use the Zoom slider to zoom in and out; this slider is located in the bottom right of your screen on the status bar.
The Zoom slider is also located on the Print screen of Backstage. In this exercise, you use the Zoom commands to view one or two pages; you also use the Zoom slider in the status bar to increase or decrease the size of the displayed image. Click the One Page button in the Zoom command group to display one entire page on the screen. Click the Multiple Pages button to switch to a display of multiple pages. Click the Zoom button.
The Zoom dialog box appears, as shown in Figure Figure Zoom dialog box 4. The document image enlarges to twice its full size. Take Note To use the Many Pages option in the Zoom dialog box, click the drop-down arrow and select the thumbnails corresponding to the page array you want to display on the screen. Click the Zoom Out button on the Zoom slider, which is located at the right end of the status bar see Figure Drag the Zoom slider all the way to the left; Word reduces the document to thumbnail size.
Now, in the Zoom command group on the View tab, click the Page Width button. The document display expands to the width of the window. Changing Window Views The commands in the Window command group enable you to open and arrange multiple docu- ment windows. In this exercise, you learn to manipulate your display by creating a second doc- ument in a new window, arranging multiple open documents on one monitor, splitting a single document to view different parts, viewing multiple documents side by side, resetting window positioning to divide the screen equally, and switching between windows.
Each new window you open in the same document receives a sequentially numbered name. This feature enables you to work in different places in your document. This is useful when comparing documents or when using information from multiple documents. This enables you to view two parts of a single document at the same time. When you are viewing documents side by side, you can use the Synchronous Scrolling command to link the scrolling of the two documents so that you move through both at the same time.
When viewing two documents side by side, the Reset Window Position button will position both documents equally on the screen. The name of the active document appears on the title bar. On occasion, you might need to move a window out of the way without exiting the associated application. This is where the three buttons in the upper-right corner of the Word screen come in handy. The Minimize button minimizes the window display—in other words, the window disap- pears and is only accessible from the Windows taskbar.
The Restore button returns a document to its previous size by minimizing or maximizing its display. Finally, the Close button closes the window. If you have only one Word document open, the close button will also close Word. In the Window command group, click the New Window button. A new window with Star Bright Satellite Proposal:2 in the document title bar appears and becomes the active document. In the Window command group, click the Switch Windows button.
A menu of open windows appears, as shown in Figure Figure Switch Windows button and menu 3. The original document becomes the active document. Click the Arrange All button. Word displays the two windows, one above the other, on your screen. Click the View Side by Side button to arrange the windows beside each other on the screen. Note that Synchronous Scrolling is on by default. Place your insertion point on the slider in the vertical scroll bar and press the left mouse button as you move the slider up and down to scroll through the documents; notice that both scroll simultaneously.
Click anywhere in the Star Bright Satellite Proposal:2 document; this now becomes the active document. Click the Synchronous Scrolling button to turn off that feature.
Place your insertion point on the vertical scroll bar and scroll down; notice that the Star Bright Satellite Proposal:2 document is now scrolling independently.
Click the Split button. Notice you now have a horizontal split bar. Drag the split bar below the text Relocation Proposal and release the mouse button. Splitting your document makes it easy to edit two different sections. The document window splits in two and the Split button changes to a Remove Split button see Figure Click Remove Split.
Click the Minimize button. The document minimizes to become an icon in the Windows task bar at the bottom of the screen, and the desktop appears. You also can use Find command options, the mouse, scroll bars, and var- ious keystroke and keyboard shortcut commands to navigate through Word documents. In this section, you practice using the Navigation Pane and a number of command group commands to move quickly through a document; search for specific text, graphics, or other document elements; and remove or replace those elements.
You can open the Navigation Pane by selecting the checkbox in the Show group on the View tab, or by clicking the Find button on the Home tab in the Editing group. Using the Navigation Pane, you can easily locate specific text, graphics, objects, and equations within a document. When you perform a search, the document displays the results as highlighted text, and the Results tab displays the results in bold. Word places the results in the order they appear in the document.
In this exercise, you learn to use the Navigation Pane to search for every occurrence of a specific word within a document. In the Home tab on the Editing group, the drop-down arrow by the Find button displays a menu that contains the Find, Advanced Find, and Go To commands. The Find command opens the Navigation Pane with the Search document field active; the Advanced Find command opens the Find and Replace dialog box with Find as the active tab; and the Go To command opens the same dialog box with Go To as the active tab.
In the Editing group, the Replace command opens the Find and Replace dialog box with Replace as the active tab. The Select command provides options in selecting text or objects. To highlight every occurrence of a particular word or phrase in your document, you must activate Advanced Find. To do so, click the drop-down arrow by the Search document text box in the Nav- igation pane, as shown in Figure , and then click Advanced Find.
The Find and Replace dialog box opens. In the Find what box, type your desired word or phrase, and then click the drop-down arrow on the Reading Highlight button and select Highlight All. When you close the Find and Replace dialog box, each instance of your desired word or phrase is highlighted in the document.
Click the View tab, and then in the Show command group, select the Navigation Pane check box. The Navigation Pane appears. Type relocation in the Search text box; the text is highlighted in the document and results are shown on the Results tab of the Navigation Pane. Note that the found text is bolded, and it appears in the order of its occurrence in the document. Click the first tab, Headings, and note the headings of sections that contain the found text are highlighted.
Click the second tab, Pages, and note the highlighted found text in the thumbnails. Click each thumbnail until you get to page 4. Click the X in the Search text box to end your search. Word automatically returns to page one. Click the magnifying glass icon on the right side of the Navigation Pane box to open a list of available Options.
From the Options list opened, click the Advanced Find command. Click Yes to return to the top of the document, if prompted. Click the Reading Highlight button and select Highlight All to highlight all instances of this word. Review each page. Before closing the Find and Replace dialog box, remove the highlight from the text by clicking the Reading Highlight button; and then Clear Highlighting see Figure Figure Reading Highlight Click Close.
In the Show command group, clear the Navigation Pane check box to turn off this pane. Take Note To end your search, click the X in the text box. In the Search Options area that appears, you can choose additional criteria to refine the search process— for example, you can choose to match case or whole words only. You can also use wildcard characters to find words or phrases that contain specific letters or combinations of letters. You can type a question mark?
Within the Find and Replace dialog box, you can click the Format button to find text with specific formatting, such as a particular font, paragraph setting, or style. You can also click the Special button to find special elements in a document, such as fields, footnote marks, or section breaks. You can use the Replace command to replace one word or phrase with another. You can also use the Find and Replace command to search for and replace formatting—such as a specific font color, bolding, or italics.
It is also possible to search for and replace special characters and document elements, such as page breaks and tabs. In this exercise, you learn to search for and replace a word with a particular type of formatting. Click the Home tab to make it active. In the Editing group, click the Replace button; the Find and Replace dialog box opens.
In the Find what box, type Montgomery, Slade, and Parker. In the Replace with box, type Becker, Steele, and Castillo.
Click Find Next. Word searches for the first occurrence of the phrase Montgomery, Slade, and Parker and highlights it. Note: If Word does not find any matches, check the spelling in the Find what text box. Click Replace All. Word searches for all occurrences of the phrase Montgomery, Slade, and Parker and replaces them with Becker, Steele, and Castillo. Word then displays a message revealing how many replacements were made.
Click OK, and then click Close. Position the insertion point at the beginning of the document. Click the View tab; then, in the Show command group, select the Navigation Pane check box. In the Navigation Pane, click the drop-down arrow or magnifier so that the ScreenTip displays Search for more things; then, click Replace to open the Find and Replace dialog box.
In this next step, you reverse the search order. Keep your insertion point in the Replace with text box. Click the Format button and select Font from the drop-down list; the Replace Font dialog box appears. In the Font area, use the scroll bar to scroll to Garamond, and then click to select it. In the Font Style area, select Bold Italic. Select size Click OK.
Below the Replace with text box, you see the format selections—refer to Figure Click Replace All; two replacements will be completed. Inspect your document and notice that the replacements have been made with formatting changes.
Place the insertion point in the Find what text box, and select and delete all text in the box by pressing Backspace or Delete. Place your insertion point in the Replace with text box, select and delete all text in that box by pressing Backspace or Delete and click the No Formatting button at the bottom of the screen—this removes all formatting in the Replace with text box. Place your insertion point in the Find what text box, and then click the Special button.
Place your insertion point in the Replace with text box. Click the Special button. Basic Editing 33 Click Find Next, and notice that Word highlights the first occurrence. Three replacements are made in the document and the document has Page Breaks instead of Section Breaks. Take Note You can use the Find and Replace tool to replace specific punctuation within a document.
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You will find your happiness without trouble! Copy Table c. Paste Data d. Paste Table As Creating Database Tables 33 Projects Project Creating a Database In this project, you want to use Access to store, organize, and manage the contact information for the wholesale coffee suppliers used by Fourth Coffee, where you work as a buyer for the 15 stores in the northeast region.
Use a template to create a database for the contacts. In the Search for online templates box, type Call tracker to find Call tracker database template and press Enter. Select the Call tracker database template.
Type Call tracker in the File Name box. If necessary, click the folder icon and choose a different location for the file.
Click Create to create and open the database. Click Enable Content, if necessary. Click the Supporting Objects header in the Navigation Pane to display the database objects in that group.
Right-click the Customers table under the Customers header to display the menu and click Copy. Right-click in the white area of the Navigation Pane and click Paste. Select the Structure Only option button the table contains no record data so choosing Structure Only will have the same effect as choosing Structure and Data. Select the Customers Structure object and drag it up to the Customers area to move it from Unassigned Objects to Customers.
Changes are saved automatically. You decide to create a database to store the necessary information as well as add some tables to the database. In Backstage view, on the New tab or on the Startup screen, if Access is initially launched , click the Blank desktop database icon.
In the Blank desktop database screen that appears in the center of the screen, type Restaurants in the File Name box. Right-click the Table1 tab and click Save. In the Save As dialog box, type Locations. Click the Create tab, open the Applications Parts gallery, and then click Comments. Click Yes to close all open Objects.
In the Create Relationship dialog box that appears, click the Cancel button. Click Enable Content. Rename the Comments table to Uptown Comments.
Copy the structure of the Uptown Comments table to create a new table. Name the new table Downtown Comments. EXIT Access. Update records. Delete records. Filter records. Hide fields in tables. Set foreign keys. Create and modify relationships. View relationships. When a table contains many records and fields, it is important to be able to navigate among them. Navigating Using the Keyboard Access users who prefer using the keyboard to navigate records can press keys and key combinations to move among records in Datasheet view.
In Datasheet view, you can navigate among records using the up, down, left, and right arrow keys to move to the field you want. You can also use the Tab key to move from field to field in a record and from the last field in a record to the first field of the next record. If you prefer to use the mouse, you can move among records by clicking the navigation buttons, which you will do in a later exercise.
However, in this exercise, you use the keyboard to navigate among records. Table lists keys and key combinations for moving among records. Click the File tab and then click the Save As option on the left side of the Backstage view. Click the Save As command. Type Fourth Coffee-final in the File name box. Find the location where you will save the solution files for this lesson and then click Save.
Notice that the first cell of the first record is selected. Press the Down Arrow key to move down to the next row. Notice that the first cell is selected. Press the Right Arrow key to move to the Product Name field.
Press the Tab key to move to the next cell. Press the Tab key to move to the next row. Your ability to click these may differ based on the number of records in the database you have open. Type a record number into the Current Record box and then press Enter to go to that record. Type data into the Search box to find a match in the table. The Filter Indicator shows whether a filter has been applied to the table, which will be covered later in this lesson.
Using Navigation Buttons Access users who prefer to use the mouse can use the navigation buttons at the bottom of Datasheet view to move among records. In this exercise, you use these buttons to navigate among records. USE the Fourth Coffee-final database that is still open from the previous exercise. Click the First record button.
The selection moves to the first record. Click the Next record button. The selection moves to the next record. Select and then delete the number 2 in the Current Record box.
Type 5 and then press Enter. The selection moves to the fifth record. Click the Search box to position the insertion point. Type sunrise into the Search box. Notice that the selection moves to the first occurrence of the word Sunrise. The selection moves to the next occurrence of the word Sunrise. Click the New blank record button. The insertion point moves to the first column and last row of the table. Record Shortcut menu Records group Figure Records Group, Record Selector Box, and Record Shortcut Menu Record Selector box New record Use the commands in the Records group and the Record shortcut menu, as well as the Record Selector box a blank square to the left of a record , to assist you in entering record data and inserting and deleting records.
You can easily enter data by positioning the insertion point in the table cell where you want to add data and begin typing. To insert a new record, select any record in the table and then click the New button on the Home tab in the Records group. You can also click the Record Selector box, right-click the selected record, and then select New Record from the shortcut menu. A new record is added to the end of the table.
Select existing data to edit or delete it. Entering, Editing, and Deleting Records After you enter data and move to a new field, Access automatically saves the data in the table. Each field in a table is formatted with a specific data type, so you must enter that kind of data in the field.
If you do not, you will get an error message. To delete information from an individual field of a record, highlight the field data and then press the Delete key or click the Delete button on the Home tab in the Records group. If you change your mind after you delete information from a field, you can undo the action by clicking the Undo button on the Quick Access Toolbar. In this exercise, you enter a new record as well as edit and delete existing records.
Working with Tables and Database Records 39 You can delete an entire record or several records at once from a database. Just select the row or rows using the Record Selector box, and then press the Delete key or click the Delete button on the Home tab in the Records group. You can also right-click and select Delete Record from the shortcut menu. After you delete a record, you cannot undo it. The insertion point should be positioned in the first field of the new, blank row at the bottom of the datasheet.
Notice the asterisk in the Record Selector box, which indicates that this is a new record, ready for data. Type and then press Tab. Notice that the asterisk has changed to a pencil icon, indicating that the record is being edited.
Type Hazelnut and then press Tab. Type 30 and then press Tab. Type and then press Enter. Highlight sunrise in the Search box and then type Kona to locate the Kona record. Click Kona in the record to position the blinking insertion point there. Delete Kona, type Hawaiian, and then press Tab. Click the Undo button on the Quick Access Toolbar.
Notice Hawaiian disappears and Kona reappears. Press Tab. On the Home tab, in the Records group, click the Delete button drop-down arrow. Select Delete Record from the menu see Figure Click Delete Record. Figure Delete menu A dialog box appears asking if you are sure you want to delete the record. Click Yes. Notice that the Undo button on the Quick Access Toolbar is not available because you cannot undo a record deletion.
CLOSE the table. Take Note You should be cautious when deleting record data. You cannot undo the deletion of a record. Customer IDs, serial numbers, or product IDs usually make good primary keys. Each table 40 Lesson 3 should have a primary key, and some tables might have two or more.
When you divide information into separate tables, the primary keys help Access bring the information back together again. Defining a Primary Key You can define a primary key for a field in Design view by selecting the row that contains the field for which you want to assign a primary key and then clicking the Primary Key button on the Design tab in the Tools group on the Ribbon.
If you do not have a field in an existing database that you think will make a good primary key, you can use a field with the AutoNumber data type. It does not contain factual information such as a telephone number about a record, and it is not likely to change. In this exercise, you define a primary key. Once a primary key is defined, you can use it in other tables to refer back to the table with the primary key. When a primary key from one table is used in another table, it is called the foreign key.
The foreign key is used to reference the data from the primary key to help avoid redundancy. You can modify a primary key by deleting it from one field and adding it to another field. To remove a primary key in Design view, select the row and then click the Primary Key button on the Design tab in the Tools group on the Ribbon to remove it.
On the Home tab, in the Views group, click the bottom half of the View button, and from the menu that appears, select Design View.
On the Design tab, in the Tools group, click the Primary Key button. The Primary Key button is highlighted. A key icon appears on the Order ID row to designate the field as a primary key see Figure LEAVE the table open to use in the next exercise.
Working with Tables and Database Records 41 Defining and Modifying a Multifield Primary Key In some cases, you may want to use two or more fields that, together, provide the primary key of a table. In Design view, select the rows you want to designate as primary keys and then click the Primary Key button. To remove multiple primary keys, select the rows, and then click the Primary Key button.
In this exercise, you practice defining and modifying a multifield primary key. Two or more primary keys in a table are called the composite key. Composite keys are useful in unique situations when a combination of data from two fields needs to provide a unique identifier in a table. For example, area code field data and phone number field data can be combined to create a unique combination of numbers that cannot be duplicated. Separate, neither the area code data nor the phone number data is unique and can be duplicated; however, together they form a unique set of numbers that cannot be duplicated.
Likewise, a business can repeat both order identification number field data and customer identification number field data for multiple customers; however, these numbers become unique when combined resulting in a composite key for each customer.
Be sure you are still in Design View on the Order Summary table. Press and hold the Ctrl key. Click the Row Selector box beside the Paid row. Both fields should be selected see Figure If not, continue to hold the Ctrl key and then click the Paid Row Selector box again. Figure Primary Key row and another row selected Both fields are selected 42 Lesson 3 3. A key icon should be displayed beside both of the two selected fields.
The combination of data from these two fields do not make a sensible composite key, and this designation will be removed. With the rows still selected, click the Primary Key button again to remove the primary key designation from both fields. Click any field name to remove the selection. Both fields should be selected. Both rows should have a key displayed beside them. The resulting composite key is more valid. Click the Save button on the Quick Access Toolbar. You can access these features from the Find and Replace dialog box.
The Find and Replace commands in Access work very much like those in Word and other Office applications. You can use the Find command to search for specific text in a table or to move quickly to a particular word or number in the table. You can use the Replace command to automatically replace a word or number with something else.
In the Find and Replace dialog box, type the text or numbers that you want to search for into the Find What box and then click Find Next to locate the record containing the data. If you want to replace the data, type the new data into the Replace With box and then click Replace or Replace All. Take Note When replacing data, it is usually a good practice to click Replace instead of Replace All so that you can confirm each replacement to make sure that it is correct.
Finding and Replacing Data The Find and Replace dialog box searches only one table at a time; it does not search the entire database. The Look In menu allows you to choose to search by field or to search the entire table. By default, Access searches the field that was selected when you opened the Find and Replace dialog box. If you want to search a different field, select the field while the dialog box is open; you do not have to close it first. In this exercise, you find and replace table data.
Select Any Part of Field for the broadest search. When it does, do not clear the check box, or your search probably will not return any results. Type a question mark? OPEN the Customers table. On the Home tab, in the Find group, click the Find button. The Find and Replace dialog box appears with the Find tab displayed. Click the Replace tab in the Find and Replace dialog box. Type Elm into the Find What box. Type Little Elm into the Replace With box.
Click the down arrow beside the Look in menu, and then select Current document if it is not already selected. Click the down arrow beside the Match menu and then select Any Part of Field if it already is not selected to broaden the search see Figure Figure Find and Replace dialog box 8.
Click the Find Next button. Access searches the table, finds, and selects the word Elm. Click the Replace button. Access replaces Elm with Little Elm. Access finds Elm in the new text that was just inserted. Click Find Next again. Access displays a message saying that no more occurrences of the word have been found.
Click Cancel to close the Find and Replace dialog box. Press the down arrow to remove the selection and allow Access to save the change. Take Note If you want to use the Find and Replace dialog box to search for characters that are used as wildcards, such as a question mark, you must enclose that character in brackets, for example [?
Follow this rule when searching for all wildcard characters except exclamation points! For example, the human resources department of a large company could keep a photo, a resume, and employee evaluation documents with each employee record. These attached files can also be easily detached, if necessary.
The Attachments dialog box allows you to manage the documents attached to records. You cannot share attachments with a database created in these prior versions of Access. Attaching and Detaching Documents Before you can start attaching documents, you must create a field in a table and format it with the Attachment data type.
You can add the field in Datasheet view or in Design view. Access displays a paper clip icon in the header row and in every record in the field along with a number in parentheses indicating the number of attached files in the field.
In this exercise, you create a new field and format it with the Attachment data type, and then remove the attachment from your database records. Double-click the record in the Attachments field to display the Attachments dialog box where you can add, remove, open, or save multiple attachments, such as images, documents, and spreadsheets, for a single record.
You can save attached files to your hard disk or network drive so that you can save changes to documents there before saving them to the database. If the program that was used to create the attached file is installed on your computer, you can open and edit the file using that program.
For example, if you open a Word resume that is attached to a record, the Word program starts and you view the document in Word. If you do not have the program that was used to create a file, Access prompts you to choose a program you do have to view the file.
This tutorial has been prepared for the beginners to help them understand basic Access Office. After completing this tutorial you will find yourself at a moderate level of expertise in Access from where you can take yourself to next levels.
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Infused and informed by in-depth knowledge from the creators of Microsoft Office and Windows, and crafted by a publisher known worldwide for the pedagogical quality of its products, these textbooks maximize skills transfer in minimum time. Students are challenged to reach their potential by using their new technical skills as highly productive members of the workforce. With MOAC, we recognize that, because of the rapid pace of change in the technology and curriculum developed by Microsoft, there is an ongoing set of needs beyond classroom instruction tools for an instructor to be ready to teach the course.
The MOAC program endeavors to provide solutions for all these needs in a systematic manner in order to ensure a successful and rewarding course experience for both instructor and student—technical and curriculum training for instructor readiness with new software releases; the software itself for student use at home for building hands-on skills, assess- ment, and validation of skill development; and a great set of tools for delivering instruction in the classroom and lab.
All are important to the smooth delivery of an interesting course on Microsoft software, and all are provided with the MOAC program. Presenting the extensive procedural information and technical concepts woven throughout the textbook raises challenges for the student and instructor alike.
More than a standard list of learning objec- tives, the skill matrix correlates each software skill covered in the lesson to the specific MOS exam objective domain. This feature provides an overview of the soft- ware features students will be working with in the lesson. The orientation will detail the general properties of the software or specific features, such as a ribbon or dialog box; and it includes a large, labeled screen image. Numbered steps give detailed, step-by-step instructions to help students learn software skills.
The steps also show results and screen images to match what students should see on their computer screens. The images reinforce key concepts, provide visual clues about the steps, and allow students to check their progress.
These resources provide all the materials instructors need to deploy and deliver their courses. However, your instructor might ask you to copy the practice files on your own at the start of class. Also, if you want to work through any of the exercises in this book on your own at home or at your place of business after class, you may want to copy the practice files. Nielsen has worked in the publishing industry for more than 25 years as an author, devel- opment editor, technical editor, and project manager, specializing in Microsoft Office, Windows, Internet, and general technology titles for leading educational and retail publishers.
She is the author or co-author of over 40 computer books and has edited several hundred IT publications and more than two thousand online articles. Joyce also worked as a research analyst for a major shopping mall developer, where she developed and documented spreadsheet and database applica- tions used nationwide.
Joyce currently resides in Tucson, Arizona. Microsoft Office Software This content was created using the Office Professional desktop version. If you have signed up for Office , some features may be added or updated. The foundation of Excel and locations where you do your work are cells, rows, and columns within a worksheet, and worksheets as part of a workbook.
Many of the tools you use while working in Excel are located on the ribbon that displays across the top of the window. The ribbon is organized into task-oriented command tabs. Each tab is divid- ed into task-specific command groups with commands and options that relate to the group name. Because you can customize the ribbon and new tabs might appear, such as the Developer and Add-Ins tabs, your screen might appear different than Figure You can open Microsoft Excel in Windows 10 by moving to the lower-left corner of your screen, clicking on Start, clicking All apps, and then clicking Excel Excel opens to a list of templates and in most cases you choose Blank workbook or open a previous file.
A workbook, or spreadsheet file, is shown in Figure Think of a workbook as a physical book with many pages. The filename Book1 and the program name Excel appear in the title bar at the top of the screen.
Book1 or Book2, Book3, and so on is a temporary title for your workbook until you save the workbook with a name of your choice. The new workbook contains one worksheet Sheet1 by default—similar to the first page in a book—where you enter infor- mation. If a workbook has more pages or worksheets , you use the sheet tabs that are located just above the Status bar and are identified as Sheet1, Sheet2, and Sheet3.
Be sure Microsoft Excel is installed on your computer. Then perform the following steps: 1. With the Windows desktop displayed, click the Start button in the lower-left corner of the Windows 10 screen.
Click All apps near the bottom of the Start menu. In the list of applications, scroll down as necessary and click Excel Click Blank workbook to start a new file. Click to learn more about Excel. Overview 3 4. Click Blank workbook. A blank workbook opens, and the worksheet named Sheet1 is displayed as shown previously, in Figure LEAVE the workbook open for the next exercise. Take Note If you use Excel often, you will want to pin the application to the Start menu. From the All apps menu, right-click the app name, and choose Pin to Start.
You can also choose More and then Pin to taskbar to allow you to click the icon in the Windows taskbar at the bottom of the screen to start Excel. A worksheet is a grid composed of rows, columns, and cells.
Each worksheet column starts at the top of the worksheet and goes to the bottom of the worksheet and is identified by a letter. Each row starts at the left edge of the worksheet and continues to the right and is identified by a num- ber. Each box, or cell, on the grid is identified by the intersection of a column and a row.
Thus, the first cell in an open worksheet is A1. You enter information by typing it into the selected or active cell, which is outlined by a bold rectangle. This is also called the current or highlighted cell. You just learned about some of the most important components of the Excel worksheet such as rows, columns, and cells. In this section, you explore the Excel window and learn to identify and customize the Quick Access Toolbar, the ribbon, and other important onscreen tools and components.
You also learn to open and use Backstage view, which provides access to file management commands. Using the Onscreen Tools The Quick Access Toolbar gives you fast and easy access to the tools you use most often in any given Excel session. It appears on the left side of the title bar, above the ribbon although you can move the toolbar below the ribbon if you want it closer to your work area. You can add and remove commands to and from the toolbar so that it contains only those commands you use most frequently.
In this lesson, you learn to move and customize the Quick Access Toolbar by adding and removing commands. You also learn how to use ScreenTips, which are small, onscreen boxes that display descriptive text when you rest the pointer on a command or control.
USE the blank workbook you opened in the previous exercise to perform these steps: 1. Enhanced ScreenTips display in a larger box that contains more descriptive text than a ScreenTip. Most Enhanced ScreenTips contain a link to a Help topic. On the right side of the Quick Access Toolbar, click the drop-down arrow. From the drop-down list, select Open.
The Open icon is added to the Quick Access Toolbar. Click the down arrow again and select Quick Print from the drop-down list see Figure Right-click the Home tab and click Collapse the Ribbon.
Now, only the tabs remain on display, increasing the workspace area. Right-click the Home tab again and choose Collapse the Ribbon to uncheck the option and make the ribbon commands visible again. On the right side of the Quick Access Toolbar, which now appears below the ribbon, click the drop-down arrow.
Click Show Above the Ribbon from the drop-down list. On the right side of the Quick Access Toolbar, click the drop-down arrow and click Quick Print to remove the checkmark from the menu and thus remove the Quick Print icon from the Quick Access Toolbar. Take Note To add commands to the Quick Access Toolbar that do not appear in the drop-down list, click More Commands on the drop-down list.
The Excel Options dialog box opens. As you work in Excel, customize the Quick Access Toolbar so that it contains the commands you use most of- ten. Do not, however, remove the Undo and Redo commands.
You can also open and arrange new windows and split windows for side-by-side views of different parts of your workbook. Changing the Workbook View Some groups on the ribbon tabs have an arrow in their lower-right corner called a Dialog Box Launcher. Clicking the arrow opens a dialog box or a task pane containing more options for that particular group of commands.
Launch Excel and start a new workbook. If necessary, click the Home tab to activate it. Select cell A1 to make it active. Then type and press Tab. In the lower-right corner of the Font group, click the Dialog Box Launcher arrow. The Format Cells dialog box shown in Figure opens. In most cases, your default font in Excel will be Calibri, 11 point, without bold or italic.
Figure Format Cells dialog box 4. Notice that the Font tab of the dialog box is active. Scroll down in the Font list, click Cambria, and then click OK. Cell B1 is the active cell now.
Type in this cell and then press Tab. Notice the difference in appearance between this number and the one you entered in cell A1. Click the View tab. In the Workbook Views group, click Page Layout. In this view, you can see the margins, where pages break, and you can add a header or footer see Figure In the Workbook Views group, click Normal to return the worksheet to the view that no longer shows rulers, headers, footers, or page breaks.
This view enables you to fine-tune pages before printing. You can also use the rulers to measure the width and height of your window and determine whether you need to change its margins or print orientation. The Split command enables you to overcome this limitation by viewing the worksheet in two panes or four quadrants. After issuing this command, you can use the scroll bars on the right and at the bottom of the window to display different sections of the worksheet at the same time so that you can more easily compare or contrast data or see what effect a change in one part of the worksheet might have on a distant part of the worksheet.
In this exercise, you learn to split the Excel window and use the scroll bars to view different sections of a worksheet. You also practice entering data into cells in the split windows, and you learn how to remove the split to return to single-window view.
USE the worksheet you left open in the previous exercise or type in cells A1 and B1 in a new workbook. Click cell F1 to make it active. On the View tab, click Split.
Notice that the screen is split vertically in two different panes. Overview 7 3. In the horizontal scroll bar of the right pane, hold down the right arrow until you see cell AA1. Notice that you can still see cells A1 and B1 in the left pane. Click Split again. The screen is no longer split. Click in cell A17 and click Split. The screen is split horizontally in two different panes. Click in cell F14 and click Split. The screen is split into four panes this time.
Choose the lower-right quadrant by clicking any cell in that pane, and then scroll down to display row In cell H40, type and press Enter. The data you entered in cells A1 and B1 should be visible along with what you just entered in cell H40 see Figure Figure Split command Working in a split window Scroll bars Click Split to remove the split.
The data in cell H40 is no longer visible. CLOSE the workbook and do not save. Take Note The Split command is especially useful when you need to compare various portions of a long worksheet. When you use a worksheet that contains a small amount of data, it is easy to scroll through the worksheet and focus on specific cells.
As you become experienced in working with Excel, however, you might find yourself working on much larger worksheets. The ability to view more than one section of a worksheet at the same time by using split windows is especially useful when you need to compare different sections of data. Workers frequently open an existing workbook, update information, and then save the workbook to be revised again at a later time.
Often, files are created by one person, and then used or updated by others. Filenames should reflect the type of data contained in the file. A descriptive filename enables you to locate and retrieve files quickly. Filenames can be up to characters long, including the filename extension.
However, most workers use short descriptive filenames that clearly identify the content of the workbook. There are several ways to move through worksheets that contain numerous rows and col- umns. You can use the arrow keys, the scroll bars, or the mouse to navigate through a worksheet. In the following exercises, you explore the different methods for moving through a worksheet.
Take Note A worksheet can be very large or quite small depending on your needs. Available columns go from A through XFD, and available rows can go from 1 through 1,, Click the File tab, click Open, and then click Browse. In the Open dialog box, choose the location of your Lesson01 data files, select 01 Contoso Employee Info, and then click Open. Click in the Name Box, type A3, and then press Enter to make the cell active. Cell D27, the last column in the range of data, becomes the active cell.
The last possible row in the worksheet displays. Use the vertical scroll bar to navigate from the beginning to the end of the data. If your mouse has a wheel button, roll the wheel button forward and back to quickly scroll through the worksheet. Navigating Data with the Go To Command The workbook used in these exercises is neither long nor particularly complicated.
When you be- gin dealing with much larger databases, or longer sets of workbooks, you might wish you had some easier means to get around the data than just scrolling. The Name Box indicates the current cell you are in as well as gives you the opportunity to name the cell or a range.
The Go To command can take you to particular points in a worksheet, including cells and cell ranges that you name yourself. Select cell A In the Name Box to the left of the formula bar, select A Delete A17, type MedAssts, and then press Enter. Select cell M
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