Professional Documents
Culture Documents
Jimma University
College of Agriculture and Veterinary Medicine
Computer Center and ICT Division
A Training Manual
On
Introduction to Computer,
Microsoft Windows,
Application Software
& How to use Internet
October, 2009
J UC A VM
3.3. Formatting----------------------------------------------------------------------------------------------- 39
5.4. Queries--------------------------------------------------------------------------------------------------131
5.4.1. Types of Queries----------------------------------------------------------------------------------------------------131
5.4.2. Creating a Query with a Wizard---------------------------------------------------------------------------------132
5.4.3. Creating a Custom Designed Query ----------------------------------------------------------------------------132
5.4.4. Expressions in Queries and Filters ------------------------------------------------------------------------------134
5.4.5. Creating Select Query ---------------------------------------------------------------------------------------------135
5.4.6. Creating Make table Query --------------------------------------------------------------------------------------135
5.4.7. Creating an Update Query ---------------------------------------------------------------------------------------136
5.4.8. Creating an Append Query---------------------------------------------------------------------------------------137
5.4.9. Using a Calculated Field in a Query ----------------------------------------------------------------------------137
5.4.10. Editing a Query -----------------------------------------------------------------------------------------------------138
5.5. Forms----------------------------------------------------------------------------------------------------139
5.5.1. Types of Form Views-----------------------------------------------------------------------------------------------139
5.5.2. Creating A Quick form --------------------------------------------------------------------------------------------139
5.5.3. Creating A Form Using A Wizard -------------------------------------------------------------------------------139
5.5.4. Creating A Custom Designed Form -----------------------------------------------------------------------------140
5.5.5. Making a Form Read-Only ---------------------------------------------------------------------------------------141
5.5.6. Creating a Form with multiple Screens or pages -------------------------------------------------------------142
5.5.7. Adding a Label and Editing Label Text-------------------------------------------------------------------------142
5.5.8. Changing the Appearance of Text ------------------------------------------------------------------------------143
whenever needed.
2. Programmability: The Computer can do virtually everything provided
processed. Computers process the first and the last instruction with the
same speed and accuracy.
Memory
Secondary
Storage
Input device
Data and instructions must enter the computer before any computation can be
performed on the supplied data. The unit that links the external environment with
the computer system performs this task. In short, the input unit performs the
following functions.
ª It accepts (reads) the list of instructions and data from the outside
world.
ª It converts these instructions and data in a computer acceptable form.
ª It supplies the converted instructions and data to the computer system
for processing.
There are different categories of input devices. The widely used Input devices include
keyboard, mouse, scanner and etc.
Keyboard
A computer keyboard is an electromechanical component designed to create
special standardized electronic codes when a key is pressed. Keyboards come in
a variety of sizes and shapes but most keyboards have common layouts:
1. Standardized typewriter keys: A-Z, 0-9, ?, “, etc.
2. Function keys / programmable keys: F1through F12
3. Special - purpose keys: Alt, Ctrl, pause, etc
4. Cursor movement keys (arrow keys): Page up, Page down, Home, End,
Å,Æ,Ç,È
5. Numeric keys: located at the right side of the keyboard
Keyboard layout and Data Entry
Enter Or Return - Moves The Cursor Down One Line And Enters
Commands.
Del Or Delete - Deletes The Character At Cursor And/Or Characters To
The Right Of The Cursor.
BkSp Or Backspace - Deletes The Character To The Left Of Cursor.
Space Bar - Moves The Cursor One Space At A Time To The Right.
Shift Key - Use The Shift Keys To Type Capital Letters And To Type The
Upper Character On Keys With Two Characters On Them.
Caps Lock - Locks The Keyboard So It Types Capital Letters (A Light Goes
On When Caps Lock Is On)
Tab - Moves The Cursor Five Spaces To The Right.
Esc Or Escape - Cancels A Menu Or Message Box.
Arrow Keys - Moves The Cursor Around Document With Out Changing
Text.
Output Device
Output devices provide the right information to the right person in the right
format at the right time. Output hardware is categorized according to whether it
produces hardcopy or softcopy.
Monitor
Is a device that shows the progress and operation of the computer. Monitors
come in many type and size from the simple monochrome (one color) screen
to full color screen. Most desktop computers use a monitor with CRT
(Cathode Ray Tube) and notebook computers use LCD (Liquid Crystal
Display.)
Each central processing unit (CPU) consists of three associated elements: the
arithmetic logic unit the control unit, and the register areas. The arithmetic logic unit
(ALU) performs mathematical calculations and makes logical comparisons. The
control unit sequentially access program instructions, decodes them and coordinated
the flow of data in and out of the ALU, the registers, primary storage and even
secondary storage and various output devices.
Registers are high-speed storage areas used to temporarily hold small units of
program instructions and data immediately before, during and after execution by the
CPU. The CPU of a computer is also called brain of the computer.
Main Memory
Located physically close to the CPU (to decrease access time), memory provides the
CPU with a working storage area for program instructions and data. The chief
feature of memory is that it rapidly provides the data and instructions to the CPU.
Types of Memory
There are two types of memory:
RAM (Random Access Memory)
ROM (Read Only Memory)
RAM - is temporary and volatile - it exists only as long as the electric
current is maintained. RAM chips will lose their contents if the current
is turned off or disrupted. Instructions or data can be temporarily stored
in RAM.
ROM - is usually nonvolatile. In ROM, the combination of circuit states
is fixed and therefore the data represented by this combination will bot
be lost if the power is removed. ROM provides permanent storage for
data and instructions that do not change like programs and data from the
computer manufacturer.
- There are other types of nonvolatile memory as well like
PROM (programmable read-only memory) EPROM (Erasable
Programmable read-only memory)
Magnetic Disk
Magnetic disks are made of metal or plastic coated with magnetic material.
Information is recorded on a disk in concentric circles called Tracks on both surfaces
of the disk. The tracks are further divided into sections called Sectors. The amount
of information on the inner track is the same as that of on the outer track though
much compressed. Magnetic disks are generally manufactured without tracks and
sectors. Tracks and sectors are created by the operating system of the computer by a
process called formatting.
A device called a disk drive is used to read from or write information to the disk.
Inside the drive the disk spins at a very high speed and the read/write head reads
information from the surface and feeds it to the computer or receives information
from the computer and stores it on the disk.
Based on the backing material (plastic or metal), magnetic disks can be divided into
two: Floppy Disks & Hard Disks
Hard Disks
1.4. Software
Software is part of a computer that gives instructions to the physical part (hardware)
to carry out its tasks. Different software is used for different purposes.
The finite set of instructions that tell the computer hardware what to do is called
PROGRAM.
Application Software:
o Developed to meet particular user interest
E.g., Games, word processing software, Database Management
software
o Accounting System software, Spreadsheet software, Virus
Protection and detection Software, etc
When you press the power button of your computer to turn it on, the first program
to be loaded into the computer’s memory is the Operating System, in this case,
Microsoft Windows XP. During the loading process you will see the Windows logo
and other messages. Once this process is completed, depending on the settings of the
computer, you will be requested to provide user name password to start using your
computer.
on the screen. The windows desktop appears. The desktop images and
other attributes may vary between users
Icons
Start
Button
Some of the components of the desktop are Icons, opened windows, start button,
taskbar and the system trey (Fig 2).
1. Icons – small pictures representing a file or a folder on the desktop. All
folders created by users are represented by small yellow pictures whereas
files are represented by different pictures depending on the type of data or
program stored in the file, the format of the data file or the type of the
program used to create the file.
2. Start Button – an access point to various programs and components
3. Taskbar – status information area showing open applications and
multiple windows as buttons. Whenever a window is opened, a button
will be shown on the taskbar to indicate that it is open.
4. Quick Launch Toolbar – a shortcut area on the taskbar that is used to
launch frequently used programs. You can add or remove program icons
into this toolbar by dragging icons to or from the area
5. System Tray (SysTray) – Status area for utility and background
programs such as antivirus software, the current time and other
background programs. Note that moving the mouse to a given icon on the
SysTray displays a screen tip describing the program represented by the
icon.
There are other places in Windows where you can view and work with files and
folders. You can view My Network Places, which lists other computers that are
connected to your local area network (LAN). My Documents is a convenient place to
store documents, graphics, or other files you want to access quickly.
Click Start, Point to All Programs (or just Programs if you are
using the Classic start menu) and then click Windows Explorer or
Right click a folder icon and click Explore or
Open a folder window and click Folders button on the Standard
Buttons bar
Folder (Tree)
Panel
Contents Panel
The Windows Explorer window is divided in to two parts – Folders (Tree) Panel
and Contents Panel.
The Folder Panel displays the hierarchical structure of folders. The Desktop
is at the top level of the hierarchy. All folders on the desktop including My
Computer, My Documents, My Network Places and the Recycle Bin are found at
the second level. All secondary storage devices (hard disk, floppy disk, CD, Flash
Disk and so on) reside at the third level. All other folders created on the disks are
at the fourth and lower levels.
The existence of sub folders in a given folder is indicated by a + or – sign to the
left of the folder icons on the tree Panel. + indicates that the sub folders are listed
beneath the parent folder.
The Contents Panel displays contents of a selected folder. When a folder is
selected from the tree Panel, its contents are displayed in the Contents Panel.
Windows Explorer provides a suitable alternative to copy and/or move files and
folders to different locations using the Drag and Drop Method.
1
Wildcard Characters represents any character in filename specifications. Windows recognizes two
wildcards – Asterisk (*) representing any number of characters and Question mark (?) representing a
single character
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Use Windows Explorer or My Computer if you know the exact location of the files
or folders. However, if you don’t remember the location of the files or if they are
stored in different locations use the Search Tool
To use the Search Tool:
1. Click Start and then click Search to display the Search window.
(If you are using the Classic Start Menu, click Start, point to Search
and then click For Files and Folders)
Tip: Pressing F3 on the key board also opens the Search
window
2. Specify the search criteria in the left Panel
I. To search for Pictures, Music or Videos click Pictures,
Music or Videos button and select one of the three
categories (i.e., Picture, Music or Video)
II. To search for Documents (such as Ms Word files), click
Documents
III. To provide specific criteria, select All Files and Folders
Specify additional criteria
IV. All or part of the file name
V. Date or period of last modification
VI. Location to look in etc
Click Search. Found items will be listed on the right Panel of the
search window.
3. You can use the Back button to go back one step, Stop button to stop
the search process.
Note: You can open, delete, copy, move or rename the files and
folders found.
Using Help
Microsoft Help and Support Center is a comprehensive resource for practical advice,
tutorials, and demonstrations to help you learn to use Microsoft Windows XP. Use
the Search feature, Index, or table of contents to view all Windows Help resources,
including those that are on the Internet.
To display the Help and Support Window:
Click Start and then click Help and Support. The Help and
Support Window appear. (Fig. 4)
Keyword Search – you may type the keywords that identify the
topics you are looking for. To search for help topics; click the Search
box; type in the keyword or press ENTER key
Index Search – clicking Index on the menu bar displays the lists of
items in the left hand Panel of the window
Whenever a help topic is selected the contents of the selected topic are
displayed in the right hand Panel (Fig. 5).
Control Panel is full of specialized tools that are used to change the way
Windows looks and behaves. Some of these tools help you adjust settings that make
your computer more fun to use. For example, use Mouse to replace standard
mouse pointers with animated icons that move on your screen, or use Sounds and
Audio Devices to replace standard system sounds with sounds you choose. Other
tools help you set up Windows so that your computer is easier to use. For
example, if you are left-handed, you can use Mouse to switch the mouse buttons so
that the button on the right performs the primary functions of selecting and
dragging.
Click Start and then click Control Panel. If your Start Menu is set
up in Classic view, click Start, point to Settings, and then click
Control Panel.
Hold your mouse pointer over the icon or category name and
read the text that appears.
If you open Control Panel and do not see the item you want, click
Switch to Classic View. To open an item, double-click its icon. To
find out more about an item in Control Panel while in Classic Control
Panel view, hold your mouse pointer over the icon and read the text
that appears.
Some of the tasks that can be done in the control panel are discussed here.
Folder Options
With Folder Options, you can specify how your folders function and how content
is displayed. For example, you can indicate that you want your folders to display
hyperlinks to common tasks, other storage locations, and detailed file
information. You can also choose to open items with either a single or a double
click.
You can change the program that opens a file type. You can also change the items
that appear on your desktop.
Change the Date and Time – Click this tab to display the
dialog box that can be used to change the current time, date,
and time zone
Appearance/Display/Screen Saver/Resolution
The appearance of the Windows XP can also be changed from the control
panel.
1. Open the control panel and switch to classic view by clicking the
Switch to Classic View button and then double click the Display
icon to show the Display Properties window
a specific period of time. The type of screen saver, the idle time
interval for the screen saver to appear, can be set from this tab
Appearance Tab – This tab is used the color and style of
windows and buttons
Settings Tab – This tab is used to change the screen resolution
and the color depth of (number of colors displayed on) your
screen. There are also other advanced activities performed using
this tab.
User Accounts
User accounts personalize Windows for each person who is sharing a computer.
You can choose your own account name, picture, and password, and choose other
settings that will apply only to you. A user account gives you a personalized view of
your own files, a list of favorite Web sites, and a list of recently visited Web pages.
With a user account, documents you create or save are stored in your own My
Documents folder, separate from the documents of others who also use the
computer.
To help keep your files more secure and to help make sure they remain private, use
a password for your user account. You can still mark certain items as shared if you
want other people to be able to access them. If you do not use a password for your
user account, other people will have access to your account and be able to see all of
your folders and files.
If you have a user account and you change computer settings, such as the type, size,
or the screen saver, those settings will apply only to your account.
As a user with a computer administrator account, you can create, delete, and
change all user accounts on the computer. You can create as many accounts on the
computer as you want, and have full access to all accounts on the computer.
There are two types of user accounts available on your computer: computer
administrator and limited. The guest account is available by default for users
with no assigned account on the computer.
The computer administrator account is intended for someone who can make
system wide changes to the computer, install software, and access all non -
private files on the computer. Only a user with a computer administrator
account has full access to other user accounts on the computer. A user with a
computer administrator account:
Limited account
The limited account is intended for someone who should be prohibited from
changing most computer settings and deleting important files. A user with a
limited account:
Guest Account
The guest account is intended for use by someone who has no user account on
the computer. There is no password for the guest account, so the user can log
on quickly to check e-mail or browse the Internet. A user logged on to the
guest account:
You must have a computer administrator account to add a new user to the
computer.
Scheduled Tasks
Scheduled tasks allow users to have Windows automatically run a specified program
or open a certain file at a set time. Scheduled tasks can be used to open programs
and/or files that you always use.
- To make a scheduled
1. Go to start and click control Panel
2. Double-click Scheduled Task
3. Click on Next
4. Choose the application you want to Run and click next
5. Type the name of the Task and choose the time you want
6. Select the time and day you want this task to start
7. Enter the name and password of a user
8. And click finish
Device Manager
Device Manager is an OS feature that lets you view and change the properties of all
devices attached to your computer.
- To get device Manager in windows
1. Right-click on the My Computer Icon from the desktop and click
on property
2. Click on the Hardware Tab and click on the Device Manager
3. Choose the driver you want to enable or disable
System
Icon
Tables and
borders toolbar
I-Beam
I
Status bar
Dialog Boxes
Choosing a menu command will usually followed by dialogue box. Aside from some
very basic commands, almost everything you do in word happens through a dialog
box. Let’s take a look at font dialog box (click on format menu hen click on font
command).
Tabs
Text
Box
List
Box
Drop down
list
Check
box
Preview
Box
Command
button
3.3. Formatting
Word divides its formatting options as follows: character, paragraph and page.
Character formatting can be applied to any amount of text and it includes changing
the font style, size, color of text, and making text bold, italic or underline. Paragraph
formatting applies to a paragraph or multiple paragraphs and it includes line spacing,
tabs and indents, and text alignment. Page formatting applies to entire pages and
sections and it includes margins, page numbering, and headers and footers.
Note: Select the text and then press Shift + F3 to cycle among the change case
options. Stop when the text is the way you want it.
To insert symbols:
1. Choose Symbols from Insert menu
2. Choose a symbol from Symbol Font Sets shown in the character map on the
symbol page or from the list on the special characters page
3. Click insert button.
4. Click Close
Increase Indent
Changing alignment
By default, Word aligns or positions text left. However you have the option of
centering text, aligning it along the right margin or justified, i.e. expanding the
spaces in each line to align text at both the left and right margins.
To align text:
1. Click anywhere in the paragraph you want to format. Or select multiple
paragraphs
2. Click one of the paragraph alignment buttons on the formatting toolbar.
Note: when you choose one of the alignment buttons it appears pressed in, to
remove click it again.
• Choose Paragraph from the format menu. The following dialog box will be
displayed.
• To indent only the first line choose First Line from the Special drop-down list
and enter a measurement in the By box.
• To indent the entire paragraph, enter measurement in the left and/or right boxes
to specify how far to indent the paragraph from the left or right margin.
• To align text, choose one of the alignment options by clicking the alignment
drop-down list.
• Specify the spacing before and after the paragraph in the spacing section by
clicking the decrement and increment buttons inside the respective boxes.
• To change the measurement of the space in between the lines of the paragraph,
click the line spacing drop down list button and select any.
Note: as you select different options the preview box shows what the formatting will
look like on the page
Keeping text together
As you are typing, word moves the text to the next page as soon as you get to the
bottom margin. It doesn’t care whether it’s breading a two-line paragraph or ripping
a heading from its accompanying text. But you can control this situation by four
different features. The first, Hard Page Breaks are inserted with a keystroke or by
choosing Page Bread from the Break dialog box. You can obtain the rest through the
following procedure:
Using Tabs
Tab stops are markers set by default at half-inch intervals across the width of the
document. Pressing the tab key moves the cursor from one tab stop to the next. One
of the most common uses of a tab is to indent the first line of a paragraph. There are
four basic types of tab stops:
Left: the default type. Text appears to the right of the tab stop
Center: Text automatically appear to the left and the right of the tab stop
until centered under the tab stop
Right: text appears to the left of the tab stop
Decimal: used for numeric entries. Text lines up with the decimal point
Tabs are also used to create parallel columns, vertically aligning text within, a
document. The tab-stop settings can be changed by using the ruler or the tabs dialog
box.
Setting Tabs Using the Ruler
1. Click the Tab button at the left end of the ruler to toggle through the four tab
choices.
2. Click on the ruler to set the tab-stops
3. Drag the Tab-stop marker on the ruler to change the tab position
4. Drag the tab-stop marker off the ruler to remove the tab stop
Setting Tabs and Leaders Using the Tabs Dialog Box
1. Open the Tabs dialog box by choosing FormatÆTabs
2. Type a decimal value in the Tabs Stop Position text box.
3. Select an alignment style and, optionally, a leader style.
4. Click Set
5. Repeat step 2 - 4 to set several tab stops
6. Click OK
7. Enter text, pressing Tab between each column
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3. Select the bulleted tab to apply bullets or the numbered tab to apply numbering
4. Select one of the bullets or numbers out of the preview boxes. If you can not find
bullets or numbers of your choice, select one of the preview boxes and click
Customize. Select the different options from the dialog box that appears and click
OK
5. Click OK button of Bullets and Numbering dialog box
1. Choose Header and Footer from the View menu. Or double-click on the
page number.
2. Select page number. And press Backspace or delete key.
3. Choose close
If the text in your document does not completely fill a page, you can set its vertical
position on the page in the vertical alignment box:
• The Top Setting starts the text at the top of the page
• The center setting moves the text down so that it is centered as a
block between the top and bottom margins
• The Justified setting increases the space between the paragraphs so
that the first line of text prints at the top margin and the last line
prints at the bottom margin.
If word finds a word that is not contained in any of the active dictionaries or any
grammatical error, it displays the spelling and grammar dialog box (Spelling errors
are typed in red while grammatical errors are typed in green in the dialog box)
A list of suggested spellings or grammatical corrections automatically appears in the
spelling and grammar dialog box. For every word that is displayed in dictionary box,
do one of the following:
• Choose the Change button to accept the current selection in the
suggestion box.
• Choose the Change All button on replace all instances of this misspelled
word in the document
• Choose Ignore to leave the word unchanged. (The wavy underline will
disappear.)
• Choose Ignore All to leave all occurrence of a wavy underlined word
without changing it.
• Choose the Auto correct button to add the misspelled word and its
correction to the Auto Correct list so that word will correct it
automatically as you type.
• Choose the Next Sentence to click in your document and manually edit
the current sentence, then click Next Sentence to accept your manual
changes and continue the spelling and grammar check
• Choose the Add button to add the highlighted word in the Not in
Dictionary to the custom dictionary. The next time word encounter this
word, it will not take it as an error.
• Choose the options button to open the Spelling and Grammar option
dialog box, where you can open a different custom dictionary or change
the rules that word uses to check spelling and Grammar. Word continues
searching for spelling mistakes for the rest of the document, and displays a
massage box on completion
• Choose the OK button to return to the document.
Checking Spelling in a selection
To check the spelling of a single word or range of text of text instead of the entire
document:
• Select the word or range of text
• Click on the spelling and grammar button on the standard toolbar. To
choose the spelling and grammar command from the Tools menu.
• If the word or selection contains any spelling mistakes, Word opens the
spelling and grammar dialog box and allows you to make corrections.
• On completion of the spell check, or if the word or selection contains no
spelling or grammar mistake, word displays a dialog box which ask you
whether you want to continue checking the remaining document or not
• Choose the Yes button to continue the spell check for the rest of the
document
• Choose the No button to return to the document
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3.7.1. Tables
With tables you can arrange columns of numbers and text in a document without
using tabs. A table is made up of rows and columns. The intersection between rows
and columns is called Cell. You can fill cells with text or even graphics. Within each
cell, text wraps just as it does between the margins of documents. The cell expands
vertically to fit the amount of text you type.
Creating Tables
To create a table using the Insert Table command:
1. Position the insertion point where you want to create a table
2. Click the Insert Table command from the Table menu. The insert table
dialog box will appear.
3. Specify the number of columns and rows in the respective boxes. And specify
the exact measurements for the width of columns in Column Width box.
And click OK
To create a table using the standard toolbar:
¾ Click the Insert Table button on the standard toolbar and drag over the grid
until you have selected the number of rows and columns you wanted to create
and release the mouse button.
To select a row:
¾ Click the row selection bar (to the left of the row, the I-Beam will be changed
to a right pointing arrow)
To select a column:
• Click the column’s top gridline or border. Notice that the pointer becomes a
thick a thick down-arrow.
To select multiple cells, rows or columns:
• Drag across the cell, row or column; or select a single cell, row or column
and hold down Shift key.
NOTE: you can select rows, columns or the entire by positioning the insertion
point in the table and choosing Select Row, Select Column, Or Select Table
command from the Table menu
Formatting Tables
You can improve the readability of a table by formatting the text in the table, aligning
the text, creating column headings and adding borders and shading. You format text
within cells as in the rest of the document. The best way to format a table is to allow
Word automatically format the table. To do so:
Select the entire table or just place the insertion point in the table
1. Choose the Table Autoformat command from the Table menu. The Table
Autoformat dialog box appears
2. Select the available format from the format list. The preview window displays
a sample table of the selected format
3. Click the OK button
Sorting a Table
You can arrange entries of a table in alphabetical or numeric border, or you can sort
by date. Word changes the order of rows based on the first column unless you specify
a different column as the basis of sorting.
To sort a table:
Select the rows you want to sort
1. From the Table menu, choose Sort command. The sort dialog box appears
2. If you have a heading that you do not want to sort, select the Header Row
option. Under My List has section
3. Under sort by select column number, field number, paragraph or name
4. Under Type, select Number or Text, or Date and then select the
Ascending or Descending option
5. To use additional columns as a basis for sorting, repeat step 4 and 5
6. Choose OK
3.7.2. Columns
You can change the way a document looks by creating newspaper style columns.
Columns can be of equal or unequal width. You can also vary the number of columns
in a document or on a page. To see multiple columns on screen, switch to page
layout view or print preview.
To create Columns:
1. Switch your view to page layout view by clicking its button on the horizontal
scroll bar and do one of the following: If you want to format the entire
document, click any where in the document; if you want to format part of the
document in to columns, select part of the document
2. Form Format menu choose Columns.
Multiple open documents are handy if you want to refer to an old report or copy
parts of one letter into another. You can view each document in its own window or
all open documents in horizontally tiled windows. If you need to compare two
documents, you can view them side by side and scroll through them at the same
time. To view different parts of a document (convenient for summarizing a long
report), you can split it into two windows that you view simultaneously but edit and
scroll through independently.
1. Position the insertion point where you want the AutoText to be inserted.
2. Click the Insert menu' and then point to AutoText.
3. Point to a category, and then click an entry.
4. To see additional choices or add your own entries, click the Insert menu' point to
AutoText' and then click AutoText.
5. To add an entry to the menu, type an entry in the Enter AutoText Entries Here
box, and then click Add.
6. Scroll down the list to find the AutoText entry you want to make, and then click
Insert.
1. Click the place in your document where you want to insert the file.
2. Click the Insert menu' and then click File.
3. Click the Look In list arrow to find the file to insert.
4. Select the file, and then click Insert.
Suddenly you realize all the bold text in your report would be easier to read in italics.
Do you spend time making these changes one by one? No. The Find and Replace
feature locates the formatting and instantly substitutes new formatting. If your search
for a formatting change is an easy one, click Less in the Find And Replace dialog box
to decrease the size of the dialog box. If your search is a more complex one, click
More to display additional options. With the Match Case option, you can specify
exact capitalization. The Go To tab quickly moves you to a place or item in your
document.
You can use a washed out version of your company logo, or you can add text such as
SAMPLE, DRAFT, PROPOSAL, or CONFIDENTIAL. Watermarks are useful for
making your documents look more professional. If you decide to change your
watermark, it's as easy as typing in some new text.
1. Click the Format menu, point to Background, and then click Printed
Watermark.
2. Click the Picture Watermark option.
3. Click the Select Picture button.
4. Navigate to the picture you want to select and insert, and then click Insert.
5. Select any Scale or Washout options, and then click Apply.
6. Click Close.
1. Click the Format menu, point to Background, and then click Printed
Watermark.
2. Click the Text Watermark option.
3. Select the Text options you wish to apply.
4. Click Apply and click close
Footnotes are used to provide additional information that is inappropriate for the
body of the text, and to document your references for information or quotes
presented in the body of the document. Footnotes are appropriate for academic,
scientific, and, occasionally, business purposes. Footnotes appear at the bottom of
the page on which the information is cited, and Word automatically inserts a
reference mark at the insertion point to associate the information presented with the
note at the bottom of the page.
Creating and manipulating endnotes is identical to performing the same functions for
footnotes. Endnotes differ from footnotes in that they appear at the end of the
document or section (in the case of longer documents), not the bottom of the page
on which the reference mark appears.
Create a Bookmark
Go to a Bookmark Location
If you are creating a document in which there are many illustrations (art,
photographs, charts, diagrams etc.), it is often helpful to the reader of your
document to provide a Table of Figures. A Table of Figures is like a Table of
Contents except that it deals only with the graphic content of a document, not the
written content. To create the Table of Figures, Word looks for text with the Style
code that you specify (Figure, Table, etc.). You can also add a tab leader to make the
table easier to read.
1. Put your cursor where you want the Table of Figures to appear.
2. Click the Insert menu' point to Reference' and then click Index And
Tables.
3. Click the Table Of Figures tab.
4. Click the Tab Leader list arrow, and then select the tab leader you
want to use.
5. Click the Formats list arrow, and then select the format you want to
use for the Table of Figures.
6. If you want to create a Table of Figures from something other
than the default Figure style, or the Table style, click Options.
7. Click the Style list arrow, select the text formatting that you
want Word to search for when building the Table of Figures,
and then click Close. All figure callouts of the selected style are
tagged for inclusion in the Table of Figures.
8. Click OK.
If you use the pre-defined heading styles provided by Word, such as those that appear
in the Normal .dot template (Heading 1, Heading 2, Heading 3), you can also
optionally number headings with a format of your choosing. Some examples of the
proper times to use numbered headings include legal documents, scientific or other
academic papers, and so forth. Consult the Formatting and Styles guide of the
institution you are preparing the document for to determine whether this formatting
is preferred.
1. In your document, position the cursor where you want to place the numbered
heading.
2. Click the Format menu' and then click Bullets And Numbering.
3. Click the Outline Numbered tab.
4. Click a numbering format that contains the text "Heading 1", "Heading 2",
and so on, and then click OK.
5. Click the Styles and Formatting button on the Formatting toolbar, and then
select the heading style that you want.
6. Type the text of the heading, and then press Enter.
Many legal documents use the formatting convention of numbering every line of text
to make it easier for multiple parties to refer to very specific text in a longer
document in the context of their discussions. Other types of documents that
sometimes use this convention are movie and television scripts. You can have Word
automatically number each line of text within a document.
If you are creating a scientific or academic paper that involves complex equations,
you may need to display them in the text without actually using them in conjunction
with a table. The standard keyboard does not have all of the mathematical symbols
you might need to create the equation, so you must use the Equation Editor.
Create an Equation
1. Click the Tools menu' point to Letters And Mailings' and then click
Mail Merge.
2. The Mail Merge task pane opens, displaying Step 1 of 6 in the Mail
Merge Wizard.
3. Select the type of document you are working on (in this case the
Letters option).
4. Click Next: Starting Document on the task pane to display Step 2 of 6.
5. Click a starting document option (such as Use The Current
Document).
6. Click Next: Select Recipients on the task pane to display Step 3 of 6.
Word can automatically perform some formatting functions for you as you type a
document.
Forms are an easy way for you to interact with users of your documents, either
online or in print, and gain information and feedback from them in the process.
1. Click the View menu' point to Toolbars' and then click Forms.
2. Position the insertion point where you want to insert a form field.
3. Use the Forms toolbar to insert form fields.
12.7. Printing
Before printing a document, it is good to make sure that it will be printed the way
you want it. Use Print Preview to display a document, as it will look when printed.
To preview a document before printing:
On the standard toolbar, click the Print Preview button. Or from the file menu,
choose the Print Preview command.
Word changes from current view to print preview, and then displays one or more
pages, including the page that contains the insertion point.
Click the One Page button on the print preview toolbar to display one page at
a time.
Click the Multiple Page button, and then drag, over the grid to select the
number and configuration of pages to display two or more pages at a time.
Move the mouse pointer to the location you want to view, and click the mouse
button to view a magnified area of the document.
Click the Down Arrow next to the Zoom Control box, and select a magnification
type or percentage to enlarge or reduce the page(s) displayed.
Click the Full Screen button to hide all screen elements except the displayed page.
To return the hidden elements to the screen, click the Full Screen button again or
press Esc.
2. From the file menu, choose the print command to display the print dialog box as
shown bellow.
3. If the name in the Name box is the printer you actually have and want to print to,
you can move right ahead to printing. If there is no printer listed or you want to
choose a different printer, you have to make a selection. Click on the drop-down
list button next to the name field and select the desired printer.
4. To choose page range:
Check All option to print the entire document
Check Current Page option to print the current page (the page the
insertion point is found)
Check Selection option to print only selected part of the document.
Check Pages option to print any range of pages. For example, 5,9 means
print pages 5 and 9
5. To print a number of copies:
Type or adjust the number of copies you want to print, in the Number of
Copies box
To enter data in a cell move the pointer to the preferred cell and then click on the
mouse button. You can type any kind of data in a cell e.g. , text, numbers. When
you begin to type the data you are entering will appear in two places:
ª In the cell it self, called the Active Cell
ª On top of the window in an area called the Formula Bar
Editing Data
Once data has been entered into a cell, you can make changes by clicking on the cell
and editing in the Formula Bar. You will find it easier to edit using the formula bar
tether than editing in the cell it self.
Using the Backspace or Delete (Å) key will remove the entire contents of a
selected cell, or, if the pointer is in the formula bar, the Backspace or Delete enables
you to make changes in the content of the cell. When you have finished typing either
click on (9). Clicking on (X) in the formula bar makes the active cell blank. Data can
be entered into a cell on the worksheet. It is also necessary to start with the first cell.
You can also make cells blank if you wish.
To move the pointer one cell to the left, right, up, or down, use the keyboard arrow
days. The table below shows other frequently used keyboard commands.
Keystrokes to move the cell pointer
Keys To Move
To activate a cell with a mouse, simply click the cell. If you want to see other areas of
the worksheet, use the scroll bars. To scroll up or down on row, click the up or
down arrow at the ends of the vertical scroll bar. Use the arrows at the either end of
horizontal scroll bar to scroll one column to the left or right.
Selecting Data
You can select data in excel cells in various ways:
ª To select an entire column or Row:
Click on the column or row letter
ª To copy adjacent columns or rows:
• Hold down the mouse button and drag the pointer across the column
the columns and rows
ª To select Non contiguous rows or Columns:
• Hold down the ctrl key and click on each column or row or cells in the
columns and rows
Block of cells can be selected by clicking on the top left cell and dragging diagonally
to the bottom right hand cell. To select all in the worksheet click on the select All
box. To de-select just click anywhere in the window.
To rename a worksheet:
1. Select the worksheet
2. Choose the Rename command from the Formant menu the sheet command.
Type the new name then click anywhere on the worksheet. Or
Right –Click being on the worksheet name, then select the Rename
command from the shortcut menu displayed and type the new
mane
You can also make the worksheet non-visible by using the Hide command
To hide the worksheet:
1. Select the worksheet
2. Choose the hide command from the format menu then sheet command.
After you apply this command the worksheet will not be visible.
To delete a worksheet:
1. Activate the worksheet
2. From the edit menu select the delete sheet command
4.3. Series
Microsoft Excel can create a variety of series such as sequential numbers, sates and
mixed text. For example, you can extend a series such as 1, 2,3, to include 4,5,6…
and so on.
The methods used to create a series are the FILL HANDLE on a cell or range
selection, and the fill series command on the edit menu.
• In the Step value box type the increment, decrement, or growth factor you
want to use.
• If you want Microsoft Excel to stop extending the series when it reaches a
certain value, type that value in the stop value box. Otherwise, Microsoft
Excel extends the series until it fills the entire selection
• Choose the OK button
• Hold down Shift and drag the border to the row or column grid line where
you want to
Insert data.
• Release the mouse button.
The Selection moves to cells around by the border, deleting the cells in the paste are.
To move and insert cells between existing cells by dragging:
• Select the cell or cells you want to move
• Position the mouse pointer over the border, the mouse pointer
changes to an arrow
• Hold down shift and drag the border to the row or column grid line
where you want to insert data.
• Release the mouse button.
The selection is inserted between the cells bordering of the row or column grid line.
To move and replace cells with Cut and paste command:
• Select the cell or cells you want to move
• From the Edit menu Choose Cut.
• Select the upper left cell of the paste area you want to move the data to
or select the entire paste area.
• From the Edit menu or standard toolbar, choose paste.
Copying Cells
Copying cells duplicate the cells and paste them into another location. When you
copy cells, Microsoft Excel copies, the cells content, the cell formats and any notes
attached to the cell.
Auto Filter
To apply an auto filter:
1. Select a cell from the list
2. On the Data menu point to Filter. From filter sub menu select Auto Filter.
(Excel places drop down arrows directly on the field manes (column labels of
your list))
3. Click on one of these arrows to display a list of all unique items in the column
4. Select an item to display only those records, which conform to this criterion
Advanced Filter
Advanced filter criteria can include multiple conditions applied in a single column,
multiple criteria applied to multiple columns, and conditions created as the result of
a formula.
Three or more conditions in a single column
If you have three or more conditions for a single column, type the criteria directly
below each other in separate rows. For example, the following criteria range displays
the rows that contain either “Davolio,” “Buchanan,” or “Suyama” in the Salesperson
Column.
Sales person
Davolio
Buchanan
Suyama
Note: You can also specify multiple conditions for different columns and display
only the rows that meet all the conditions by using the Auto Filter command on the
Data menu.
To find data that meets either a condition in one column or a condition in another
column, enter the criteria in different rows of the criteria range. For example, the
following criteria range displays all rows that contain either “produce “ in the Type
column, “Davolio” in the Salesperson column, or sales values greater than $1,000.
To find rows that meet one of two conditions in one column and one of two
conditions in another column, type the criteria in separate rows. For example, the
following criteria range displays the rows that contain Davolio in the Salesperson
column and sales values greater than $3,000, or the rows for salesperson Buchanan
with sales values greater than $1, 5000.
4. Type the information for the new record. To move to the next field, press
TAB. To move to the previous field, press SHIFT+TAB.
5. When you finish typing data, press ENTER or add the record.
6. When you finish adding records, click Close to add the new record and
close the data form.
Notes
• Fields that contain formulas display the results of the formula as a label. The label cannot
be changed in the data form.
• If you add a record that contains a formula, the formula is not calculated until you press
ENTER or click Close to add the record.
• While you are adding a record, you can undo changes if you click Restore before you press
ENTER or click Close to add the record.
• Microsoft Excel adds the record when you move to another record or close the data form.
Note: to find a record having a given data, click the Criteria button. Type the data you want to
Look for in the corresponding field; and click Find Next to search forward or click
Find prev to search backward.
4.7. Formulas
Entering formula is the basic technique you use to analyze data on a worksheet. With
a formula you can perform operations such as addition, subtraction, multiplication,
division, and comparison on worksheet values.
A formula can include any of the following elements: operators, Cell references,
values, or functions. A formula always begins with an equal sign (=)
Using Operators
Microsoft Excel uses three types of operators.
1. Arithmetic Operators: performs basic mathematical operations to produce
numeric results
Example: + (addition),-(Subtraction or Unary Minus),* (Multiplication),/
(division), % (percentage), and ∧ (exponentiation)
2. Test Operators: To combine two or more text values into a single text
value.
Example:& - connects or concatenates two or more text values together
3. Comparison Operators: compares two values and produces the logical
value True or False
Examples: =,>,<,>=(greater than or equal to ), <=(less than or equal to
),<>(not equal to )
Normally when you enter a formula in a cell, the result will be displayed in the cell and the
formula will be displayed in the formula bar.
If the value of in cell B2 is less than 50, the function returns,” Failure”. If it
is not less than 50 it compares it with 70 and if it is true (i.e., if B2 is
greater than 50 and less than 70) “Fair” will be returned; otherwise “Good”
will be returned.
The And, Or, and Not functions
These three additional functions help us develop compound conditional tests. The
functions work in conjunction with the simplest operators: =, <, >, >=, and <=
The AND and OR functions can have as many as 30 logical arguments. They have the
form:
=AND (logical Value1, logical value2…)
=OR (logical value1, logical value2….)
The not function has only one argument and it takes the form:
=NOT (Logical Value)
These functions are usually used with If function.
E.g.1, = IF (And (B2>50,C2>50), “pass”, “Failure”)
If the value in both B2 and C2 is greater than 50, “Pass” will be displayed;
Otherwise “Failure” will be displayed.
E.g.2, = IF (OR (B2>50, C2>50), “Pass”, “Failure”)
If the value in either B2 or C2 is greater than 50, “Pass” will be displayed;
otherwise “Failure” will be displayed.
4.8. Charts
A chart is a graphic representation of worksheet data. Values from worksheet cells,
or data points displayed as bars lines, columns, pie slices or other shapes in the chart.
Data points are grouped into data series which are distinguished by different colors or
patterns.
After selecting worksheet data that you want to plot, you can create a chart directly
on a worksheet or as a separate document on its own window. A chart created on a
worksheet is a graphic object called embedded chart and is saved as part of the
worksheet on which it was created.
To create an embedded chart on a worksheet with the chart wizard:
1. Select the range of worksheet cells that contain the data you want to plot
including any worksheet column or row labels that you want to use in the
chart. Do not select empty cells.
2. Click the chart wizard tool from the standard tool bar or select chart
command from insert menu. The char dialog box appears.
3. Select the type of chart you want and click next button to move to the next
step.
4. Enter the data range and click next
5. Select any appropriate tab and set the options in the third step of the wizard.
6. In the final step (Step4 of 4) of the chart wizard specify the chart location
i.e., select As Object In Option
7. Click finish, Microsoft Excel inserts the chart according to your choices
Legend: A key that identifies the patterns, colors, or symbols associated with
number of a chart data series and shows the chart data series name that
corresponds to each data marker
Formatting a Chart
Adding and Deleting Chart Text and Axis Titles
You can enhance the appearance of your chart by adding the required information.
For example,
To add a chart title or axis title:
1. Click the chart to which you want to add a title
2. On the chart menu, click in the chart options, and then type the text you want.
3. To add a charter title, click the Chart Title box, and then type the text you
want.
4. To add one or more axis titles, click in appropriate box for each title and then
type the text you want
Note: to insert a line break in a chart title or axis title, click the text on the chart
menu and click where you want to insert the line break, and then press ENTER.
To add unattached text:
1. Click the Textbox tool on the drawing bar and type the text you want while no
other text is selected
2. Click the Enter box or press Enter
To delete chart text:
1. Click the text to select
2. From the Edit menu or Shortcut menu, choose clear
To edit chart text:
1. Click the text on the chart to select it
2. Click inside the text
3. Make your editing
4. Click somewhere else but don’t press Enter.
Adding, Deleting, And Formatting A Chart Legend
A chart legend provides a guide to the data marker in much same way that a toad map
legend provides a guide to the colors and symbols used in a map.
To add a legend:
1. Click the chart to which you want to add a legend
2. On the Chart menu, click Chart Option, and then click the Legend tab
3. Select the show legend check box
4. Under placement, click the option you want
To delete legend:
Select the legend and choose the Clear command from the Edit menu formatting the
Chart Legend
You can control the style, color and weight of the borderline around the legend, and
the pattern, foreground color and background color used within the area of legend
box. To format the border and area or the legend box:
1. Double click the legend to display the Format legend dialog box. You can also
click the legend to select it and choose selected legend from the Format menu
or the shortcut
2. Select the Font tab and the patterns tab independently
3. To format the font of the legend text, choose the Font tab, and then select the
options You want
4. To apply all your changes and close the dialog box, choose the OK button
The origin of DATABASE is some (Business, Home, personal etc.) problem. The
problem itself may be simple or complicated which occurs regularly or happens only
once. The role of the database is then to provide a way to organize facts pertaining to
the raised problem in such a way that the organized facts suggest the solution itself.
People run their personal business with DATABASE such as checkbook, address
book, phone book, Mail list etc. Your bank for instance keeps track of your money
and the Accounting department monitors your payable and receivable accounts. Each
of the above examples organizes information (DATABASE) in such a way that it be
easily STORED, RETRIEVED and ACCESSED.
Note: - When you select one of the above options you will be prompted to
name the file, give it a name and click on Create button.
• Select Open an Existing Database, then the file you want from the list to
open an existing database.
Tabs: - are tags within the same window that show different
classification of the same topic. Clicking these tabs lets you switch to a
specific part of the topic. For example, clicking the table’s tab displays list
of all objects of that type. (See fig.3 above).
Toolbar: - contains buttons that give you quick access to many commands
and features.
The MS- Access has different Toolbars that are used to perform different
tasks
To display or hide any toolbar you want
• From view menu choose toolbars.
• Click on the toolbar you want to display or hide.
Datasheet View:- is a window that displays data in column and row formats. In
the Datasheet View you can add, delete, append or modify your data.
In the Field Name column, type the name of the first field
In the Data Type column, select the data type you want by opening the list box
clicking the listing button . (About the available data types and their
selection refer the section.
6
The following table shows the Field Data Types available in Access:
Data type Use for
Text. Text and numbers, such as names and addresses, phone numbers
and postal codes. A Text field can contain as many as 255
characters. Access assigns a default length of 50 characters.
Lengthy text and numbers, such as descriptive comments or
Memo
explanations. A Memo field can contain up to 64,000 characters.
Numerical data on which you intend to perform mathematical
Number
calculations, except calculations involving money. Set the Field
Size property to define the specific Number type.
AutoNumber
Sequential numbers automatically inserted by Microsoft Access.
Numbering begins with 1.
Date/Time
Dates and times. A variety of display formats is available, or you
can create your own.
Currency values. Don’t use the Number data type for currency
Currency
values because numbers to the right of the decimal may be rounded
off during calculations. The Currency data type maintains a fixed
number of digits to the right of the decimal.
Yes/No
Yes/No, True/False, On/ Off, or fields that will contain only one
of two values.
OLE Object Objects created in other programs using the OLE protocol that can
be linked to or embedded in a Microsoft Access database through a
control in a form or report.
Primary key
Primary Key: - is one or more fields that uniquely identify each record in a table. In
the same way that a license plate number identifies a car, the primary key uniquely
identifies a record. (See fig.7
1. Types of Primary Key
There are three types of primary Keys; single- field, auto-number and multiple-field.
Single-field primary key:- Most table have a single- field primary key. Microsoft
Access won’t allow duplicate values in this field. For example, in the Customers
table (see fig.7), no two customers can have the same customer ID.
Auto number primary key: - you can automatically assign sequential numbers to
the records in your table by using an auto numbered field as the table’s primary key.
In the Employees table (see fig.7), the first employee is automatically assigned the
number “1”, the second employee “2” and so on.
Multiple- field primary key:- If a table has more than one primary key field,
Microsoft Access can not accept duplicate combinations of values. In the Order
Details table (see fig 7.) an order can list many products, but each product can be
listed only once per order. The primary key of this table consists of two fields, Order
ID and product ID.
2. Defining primary key
• In the table deign view, select the field (s) you want to assign as
primary key
• From the toolbar click on the Primary Key button or from Edit menu
choose Primary Key.
To freeze a column:
• Click anywhere in the column, or click the field selector of the column
you want to freeze.
• From the Format menu, choose Freeze Columns.
To unfreeze column:
• From the Format menu, choose Unfreeze All Columns option.
Hiding and Unhanding Columns
You can temporarily hide columns in a datasheet. This is useful for removing
extraneous data from the screen without running or rerunning a query and for
copying and pasting data in specific columns:
To hide columns:
• Click anywhere in the column, or click the field selector of the column you
want to hide.
• From the Format menu, choose Hide Columns.
To unhide columns:
• From Format menu, choose Unhide Columns.
• Microsoft Access displays the Unhide columns dialog box. Exposed columns
have a check mark next to them.
• Check the column you want to unhide and click on Close button.
Using Microsoft Access’s sort feature you can sort the records in Ascending or
Descending order.
To sort records:
• In Datasheet view, select the column on which you want to base the sort.
• Click the Sort Ascending or Sort Descending button on the toolbar, or
• From Records menu choose sort, and then choose Ascending or
Descending.
5.4. Queries
You use queries to view, change and analyze data in different ways. You can also use
them as the source of records for forms and reports.
Select Query:- Retrieves data from one or more tables using criteria you specify
and then displays it in the order you want.
Crosstab Query:- Displays summarized values( Sums, Counts, Averages and so on)
from one field in a table and groups them by one set of facts listed down the left side
of the datasheet and another set of facts listed across the top of the datasheet.
Marketable Query:- Creates a new table from all or part of the data in one or
more tables.
Update Query:- Makes global changes to a group of records in one or more tables.
For example, you can raise the salaries by 5% for employees with in a certain job
category.
Append Query:- Adds a group of records from one or more tables to the end of
one or more tables.
Delete Query:- Deletes a group of records from one or more tables. Once you
delete records using a delete query, you can’t undo the operation. Make sure
you have selected only the records you want to delete before running your
query. It is advisable to have backup copies of your at all times, so that if you
delete the wrong records, you can retrieve them from your backup copies.
• Select the table or query you want to use and click on Add button.
• Multiple selections is possible.
• Close the show table dialog box. The query design screen will be displayed
as follows:
• Double-click the field you want to use in the query from the upper part of
the query design screen. The field will be added in the Design Gird (the
lower part of the query design screen). You can select and drag on field
or several fields, as described below.
To select Do this
A field Click the field name. (You can also double-click the name
in the field list or select a field directly from the list box
in the Field row on the Design Grid.)
A block of fields Hold down the Shift key and select the first and last
fields in the block.
Non- contiguous fields Hold down the Ctrl key as you select the fields.
All fields Double-click the title bar of the field list.
The whole table or Click the asterisk (*).
query
Note: - If you want to remove a field after you added it in the Design Grid,
select the field by clicking its column selector, then press the Del key, or choose
When you are designing a filter, you can type an expression in a Criteria cell or
a Field cell.
Note: - that, if you don't enter a field name in the Expression Builder, Microsoft
Access assigns names such as Expr1, which may be meaningless for the field you
are creating.
• Enter the expression (formula) you want. For building the expression you can
use fields from the Database Objects, Built- in functions, numbers and other
operators and constants, directly from the Expression Builder dialog box.
• When you finish click on OK.
5.5. Forms
Forms are used for data entry, to open other forms, to accept user input and then
carry out an action based on that input.
Property Description
Validation Rule Tests data before it's stored in a table.
Validation Text Specifies the error message displayed when the
expression in the Validation Rule property
evaluates to False.
5.6. Reports
Report is an effective way to present your data in a printed format. Because you have
control over the size and application of everything on a report, you can display the
information the way you want to see it.
records, you specify the linking fields or controls in the main form or report and the
linking fields in the subform/ subreport.
• In Design view, add a text box by clicking the text box button the toolbox, to
the section (usually the page header or footer) where you want the page
number to appear.
• Display the properties box for the text box.
• In the Control Source property box, type a page number expression, or
Use the Expression Builder to produce the results you want.
• Use the Format or Format$ function to display a date in a format you define in
an expression. For example, to display a date such as 5- May -97, type =
Format (Date( ), "dd-mmm-yy") in the Control Source property box,
and leave the Format property box blank.
One easy way to start PowerPoint is to select it from the Start menu. Depending on
your Windows version and the way Windows is set up, PowerPoint may appear at
the top of the Start menu, or it may require you to open the All Programs (or
Programs) menu to find it.
Tip You can force PowerPoint to always appear at the top of the Start menu by
"pinning" it there. In step 4, instead of clicking on Microsoft PowerPoint, right-
click it and choose Pin to Start menu. From then on, a shortcut to PowerPoint
will appear at the top of the Start menu, and you'll never have to open the All
Programs menu again to locate it.
If you use PowerPoint often, you might want to put a shortcut to it on the desktop.
You can double-click it to start PowerPoint instead of going through the Start menu
each time.
Tip You can use these steps to create a desktop shortcut for any program that is
installed on the computer.
If you already have a PowerPoint presentation started, you can start PowerPoint by
opening that file. PowerPoint files have a .ppt extension, and the icon matches the
PowerPoint 2003 icon (orange).
The following steps are for Windows XP, and they assume that your existing file is
stored in the My Documents folder. If you have an earlier version of Windows, or if
your file is located somewhere else, see the notes following the steps.
Note Don't have Windows XP? Then double-click the My Documents icon on the
desktop instead of performing steps 1 and 2.
Note File stored in some other location? Open My Computer and browse for it. In
Windows XP, click Start and then click My Computer. In all other Windows
versions, double-click the My Computer icon on the desktop.
When you're finished working with PowerPoint, you'll want to exit the program to
free up the system for other tasks, and to make your screen more tidy.
Note Notice that there are several X buttons near the upper- right corner of the
window. The topmost button closes PowerPoint itself. The button directly
beneath that closes the open presentation only. The button about one inch
below those two closes the task pane.
If you don't want to close PowerPoint but simply want to move it out of the way
temporarily, minimize it. Minimizing a window shrinks it down to an icon on the
Taskbar. You can then click that icon to reopen—restore—the window when you're
ready to use it again.
PowerPoint operates in several different views. Each view is useful for a different
type of activity.
Normal view is the default view. In Normal view, you'll see the following panes:
• Slides pane. Thumbnail images of the slides in the presentation appear here.
The other tab at the top of this pane is for the Outline pane, "Organizing the
Presentation Outline."
• Current slide. A single slide at a time appears here. It's enlarged so you can
work on it.
• Notes pane. Any speaker notes you type for the slide appear here. These
notes aren't visible to the audience.
• Task pane. This pane changes depending on what you're doing. You can also
click its Close (X) button to give you more room.
There are two other views: Slide Sorter and Slide Show. Slide Sorter view shows
thumbnail images of all the presentation slides at once. Slide Show view shows full-
screen images of each slide.
1. Click on the Slide Sorter View button. PowerPoint will switch to Slide
Sorter view. You might use this for a bird's-eye view of the presentation, or to
rearrange the slides more easily.
2. Click on the Slide Show View button. PowerPoint will switch to Slide
Show view.
3. Press the Esc key. Slide Show view will close and the screen will return to
Slide Sorter view.
4. Click on the Normal View button. PowerPoint will switch back to Normal
view.
5. Click on the Outline tab. The presentation outline will come to the front.
The task pane is an area that appears to the right of the other PowerPoint panes.
There are actually many different task panes, each one containing tools and
options appropriate for a certain activity. Most of the time, the correct task pane
will appear automatically when needed. For example, if you select the command
to change a slide's layout, the Slide Layout task pane will appear automatically.
Many people prefer to work with the task pane hidden so they have more space
onscreen. You can redisplay it when you need it.
1. Click on the Close button on the task pane. The task pane will disappear,
and the current slide will have more space available.
2. Click on the View menu. The View menu will appear.
3. Pause for a few seconds if there is a down-pointing arrow at the bottom of the
menu. The full menu will appear after a brief delay.
4. Click on Task Pane. The task pane will reappear.
5. Move the mouse pointer over the border between the current slide's pane
and the task pane. The mouse will become a two-headed arrow. Then drag
to the left or right to resize the task pane.
PowerPoint will often display a certain task pane based on what you're doing.
You can also choose which task pane you want to see at any given moment.
1. Click on the Task Pane down arrow. A list of available task panes
will appear.
2. Click on a task pane. The selected task pane will appear.
A toolbar is a collection of buttons you can click to issue commands. Nearly all of
these buttons are shortcuts to menu commands—alternatives to using the menu
system. Displaying the Standard and Formatting Toolbars on Separate Rows
By default, PowerPoint shows both the Standard and Formatting toolbars on the
same row. This causes some buttons on each toolbar to be obscured. Most people
prefer to display these toolbars on separate rows. (That's how they're shown in most
of the figures in this book.)
You may find that the location of toolbars is inconvenient for the way you work.
Toolbars can be moved to any location on the screen that's convenient for you. A
toolbar may be docked (attached to other toolbars), or it may float all by itself.
1. Move the mouse pointer over the toolbar handle (the set of dots at its left
edge). The mouse pointer will change to a four-pointed arrow.
2. Drag the toolbar handle to another location on the PowerPoint window.
The toolbar will move with the mouse.
There are many toolbars available in PowerPoint. Some of them appear automatically
when needed; others must be displayed manually.
Click on the name of the toolbar you want to display (if it's not already
checked) or hide (if it's already checked).
The figures in this book have this personalized menu feature turned off to avoid
inconsistency between the book's pictures and your screen. To follow along more
closely with the figures in this book, we recommend that you turn this feature off,
too.
PowerPoint contains many sample presentations that can give you a quick start. You
can use these samples to learn how an effective presentation is built or as a starting
place for your own. All of them can be changed to suit your needs.
Note The New button on the toolbar starts a new, blank presentation, which is not what
we want right now.=
8. Click on the option button for the method you will use to display the
presentation. The option will be selected. Select from one of these options:
9. Click on Next. The Presentation options page of the wizard will appear.
10. Click in the Presentation title text box and type a title for your
presentation.
11. Click in the Footer text box and type the text that you want to appear in
the footer area at the bottom of each slide, if any.
12. Click in the Date last updated check box if you do not want to display
the date when you last made updates to the presentation. (This information is
found in the footer area of a slide.) The check box will be cleared.
13. Click in the Slide number check box if you do not want to show the slide
number in the footer area. The check box will be cleared.
14. Click on Next. The Finish page of the wizard will appear.
15. Click on Finish. The presentation will appear in the PowerPoint window.
4. Click on a design. It will be applied to the slide, so you can see what it looks
like.
5. Repeat step 4 until you find the design you want.
6. Click on the Close button for the task pane. The task pane will close.
If you are not sure what design or content you want, you might wish to start with a
completely blank presentation with no text and no formatting.
As you're working on a presentation, you may want to see how each slide will look
when displayed onscreen in Slide Show view.
Note In step 2, you can also use the View, Slide Show View command or the Slide
Show, View Show command, or you can just press F5. The only difference is that
they all start with the first slide rather than the currently displayed one.
a. Click the left mouse button to move to the next slide. Continue
through the presentation.
OR
When you want a paper copy of a presentation, send the file to a printer. Let’s just
print a single copy of the presentation with each slide on a separate page.
Before you get too involved in developing a presentation, you'll need to save the
presentation file. Remember to save the file often so that you don't lose your
valuable efforts. Then, once you've started on the presentation, you'll want to see
how you are progressing. You can easily preview the presentation or print it.
It can never be stressed enough that you must save your work often while you are
working on a presentation. Also, you may want to back up the presentation file to a
floppy disk, a Zip disk, or a recordable CD, in case you run into a computer
problem.
1. Click on the Save button on the Standard toolbar. The Save As dialog box
will open.
2. Click on the Save in drop-down list arrow and select the folder in
which you want to store the file. The folder will be selected.
3. Click in the File name text box and type a name for the presentation.
4. Click on Save. The presentation file will be stored in the designated folder,
and the file name will appear in the title bar of the PowerPoint window.
Note After you've saved the presentation file the first time, you can save your changes by clicking on the
Save button.
When you've finished working on a presentation, close the presentation file. You can
close a presentation file without closing the PowerPoint program, or you can close
both at once.
PowerPoint keeps a list of the saved files you've worked with recently. This list is
found at the bottom of the File menu.
If the presentation you want to open does not appear at the bottom of the File
menu, you can use the Open dialog box to select and open it.
1. Click on the Open button on the toolbar. The Open dialog box will
appear.
2. Click on the Look in drop-down list arrow and select the
folder in which you want to look for the file. The folder will be
selected.
3. Click on the file name for the presentation.
4. Click on Open. The presentation file will open in the PowerPoint
window.
Note You can also open a presentation file and start PowerPoint at the same time by double-
clicking the presentation file in a Windows file management window.
Much of the activity in this chapter takes place in the Outline pane. If it does not
appear in Normal view already, you can display it easily.
1. Click the Normal View button. If any other view is in use, it will be
replaced by Normal.
2. Click on the Outline tab. The presentation outline will appear.
Note If the Outline tab is not already showing, it will not have the word "Outline" on it.
Instead, it will have some horizontal lines representing text.
The most important part of a presentation is the outline, which will keep your
presentation organized and on track. Before you start adding graphics,
animations, and transitions, make sure you have a solid foundation for your
presentation.
Note If you've created an outline in Microsoft Word, you can import it into PowerPoint. To
learn how, see the "Sharing Outlines with Microsoft Word" section later in this chapter.
If you used the AutoContent Wizard to start your presentation, an outline has
already been started for you (as shown in the preceding figures). It is a simple
matter of editing the outline by changing a few words or adding a few new slides.
If you started with a blank presentation, you'll need to create each new slide by
adding text to the outline.
1. Click to the right of the slide icon. The cursor will move there.
2. Type the text that you want to appear as the title of the first slide.
3. Press the Enter key. A new slide icon will appear on a new line.
4. Click on the Demote button on the Outlining toolbar, or press Tab. The
new line will be demoted in importance so that it represents text on the
preceding slide.
Note Each time you press Enter, a new line appears at the same outline level as the
previous line. Since you were typing title text in step 2, pressing Enter in step 3
started a new slide. Demoting the line makes it part of the preceding slide.
Once you've added the topics that you want to cover in the presentation, you
may want to change the level at which some outline items appear.
Promoting to the highest level makes the text into slide title text on a separate
slide. Demoting a slide title makes it a bullet point on the previous slide.
Each paragraph in the outline is either a slide title or a bullet point on the body of a
slide. You can move individual paragraphs or groups of them up or down in the
outline.
Alternative-1:
a) Click on a slide icon. The entire slide and all its subordinate text will
be selected. Or
Note To select multiple slide icons or multiple paragraphs, hold down Shift as you click on
additional ones.
Alternative-2:
If you use the outlining feature in Microsoft Word, you may find it easier to create
the outline in Word and then import it into PowerPoint. If you started an outline in
PowerPoint, you can export it into Word and edit it there.
Importing an Outline
1.
a. Start a new, blank presentation. A new presentation with a single
Title slide will appear. Or
b. Select the slide after which the imported outline text will appear.
2. Click on Insert. The Insert menu will appear.
3. Click on Slides from Outline. The Insert Outline dialog box will appear.
4. Display the folder in which you've stored the Word outline file. The folder
will appear in the Look in list box.
5. Click on the file that contains the outline that you want to add to the
presentation. The file will be selected.
6. Click on Insert.
Exporting an Outline
You can also send a PowerPoint outline to Word and save it as a Word document.
Before you print a presentation outline, display the items in the Outline tab that you
want to print. If an item is collapsed (that is, hidden), it will not print. Use the
Outlining toolbar to expand and collapse the outline.
1. Click on the Slide Sorter View button. The display will change to
Slide Sorter view.
2. Click in the space where you want the slides from the other presentation
to appear. The insertion bar will appear in the selected location.
3. Click on Insert. The Insert menu will appear.
4. Click on Slides from Files. The Slide Finder dialog box will open.
5. Type the path and file name of the presentation that contains the slides
that you want to add to the open presentation.
6. Click on Display if the slides do not appear automatically. A preview of
the presentation slides will appear in the Select slides area.
7. Click on the slides that you want to insert into the presentation. The
slides will be selected.
8. Click on Insert. The selected slides will be inserted into the open
presentation.
9. Click on Close. The Slide Finder dialog box will close.
Once the basic outline structure is in place, you can make any changes you want to
the outline. You may need to change a few words or add a few new words.
Before you can edit or format text, you'll need to select the text. Selected text
appears inside a boxed background. The selected text can be a single letter or word,
or several words. Here are a few tips for selecting text.
• To select a block of text, click and hold at the beginning of the text,
and then drag the mouse pointer to the end of the text. Release the
mouse button.
When you need to revise items in the outline, select the words that you want to
replace and add a few of your own.
1. Select the text that you want to replace. The text will be highlighted.
2. Type the new text. The selected text will be deleted and replaced with the
new text.
If you have created some slide titles in the outline with no subordinate text beneath
them, you'll notice that on the slide is a "Click to add text" placeholder.
1. Display a slide that contains a text placeholder. The slide will appear in
Normal view.
Note Click the slide you want in the Slides or Outline pane.
2. Click on the text in the placeholder. The placeholder text will disappear,
and the cursor will appear in the text box.
3. Type the text that you want in the placeholder.
The process for deleting text from a slide is identical to deleting text from the
presentation outline.
1. Select the text that you want to delete. The text will be highlighted.
2. Click on the Cut button or press Delete. The text will be removed from
the slide.
Note Cutting and deleting are actually two different things. Cutting moves text to the
Clipboard; deleting simply deletes it. If you do not subsequently paste the text from the
Clipboard, however, the overall result is the same.
You can use the Replace feature to search for text, such as individual words, phrases,
or characters in a presentation, and then replace it with some other text.
Before your presentation makes its debut, run the spell checker. Not only will the
spell checker help you spot misspelled words, but it will tell you when you repeat
yourself.
b. Click on Ignore. The word will be left as is, and the next
misspelled word will appear. When PowerPoint has checked the
last word in the presentation, a confirmation dialog box will
appear.
4. Click on OK. The presentation will be spell checked. You should save the
file so that the corrections are preserved.
The research tools, new in PowerPoint 2003, work best when you are
connected to the Internet. They rely on Internet databases, such as
encyclopedias and news services.
The thesaurus is only one of Office 2003's research tools. To find extended
information about a topic, use the Research command.
You don't have to work with just one slide at a time. The Slide Sorter view displays
all the slides as miniatures in neat rows across the screen. This is a good way to see
the big picture and view the progress of your presentation. Use this view to
rearrange, add, and delete slides.
1. Click on the Slide Sorter View button. The presentation slides will
appear in the Slide Sorter view.
Before you can perform certain functions with slides (such as deleting or moving),
you'll need to select the slides with which you want to work. You can select a single
slide, a contiguous group of slides, or random slides.
While browsing in the Slide Sorter view, you may find a place where an extra slide is
needed. You can easily add a new slide.
1. Click in the space between the two slides where you want the new slide to
appear. The insertion bar will appear between the two slides.
2. Click on New Slide on the Slide Sorter toolbar.
Note To add text to the new slide, double-click on the slide to display it in Normal view.
When you want to make an exact copy of a slide, use the duplicate
command.
1. Click on the slide that you want to copy. The slide will be selected.
2. Click on Insert. The Insert menu will appear.
3. Click on Duplicate Slide. An identical slide will appear just after the
original slide. The duplicate slide will be selected.
The Slide Sorter view can also be used to reorganize slides. Slides can be moved
around to better present information with a simple drag and drop.
1. Click and hold on the slide that you want to move. The slide will be
selected.
2. Drag the mouse to where you want to move the slide. The insertion bar
will appear in the selected place.
3. Release the mouse button. The slide will appear in the new position.
You may find that you don't need a slide in a presentation. Here is how to delete
slides that you do not want.
1. Select the slide or slides that you want to delete. The slide(s) will be
selected.
2. Click on the Cut button on the Standard toolbar or press the Delete
key. The slide(s) will be removed from the presentation.
1. Click on the Design button on the toolbar. The Slide Design task pane
will appear.
2. Click on the design template that you want to change to. The template
will be applied.
Each design template comes with several different color schemes. You can switch
to one of its alternate schemes, or you can start with one of those schemes and
customize it to make your own color scheme.
Because the color schemes are associated with design templates, you should make
your design template choice first, and then choose the color scheme.
1. Click on the Color Schemes hyperlink in the Slide Design task pane. The
color schemes will appear for the chosen design template.
2. Click on the desired color scheme. The presentation will change to that
scheme.\
After selecting a color scheme, you may decide to change one or more of its
colors.
1. Click on the Edit Color Schemes hyperlink. The Edit Color Scheme
dialog box will open.
2. Click on the color you want to change. It will be selected.
3. Click on Change Color. A dialog box will appear for changing the
selected item.
For example, if you chose the background color in step 2, the box will be
called Background Color.
The Slide Master is a template that applies to every slide in the presentation (except
slides that use the Title Slide layout, because those take their design from the Title
Master template). When you apply a design template, you are making changes to the
Slide Master and Title Master. You can also change those Masters manually to
customize the design.
You will learn how to format slide text on a single slide, such as adding bold or italic,
choosing a different font, or changing the size. You can do the same formatting to the
text on the Slide Master or Title Master to change all the slides at once.
1. Select the text that you want to format. The text will be highlighted.
2. Apply text formatting to the text.
The Slide Master contains placeholder boxes for date/ time, slide number, and
footer. These can be moved around or resized (see the preceding steps). You can also
turn them on or off.
By default, the date/time does not appear, even though the placeholder is
turned on. That's because Fixed is the default setting, and the Fixed box is
blank.
6.
a. Type today's date in the Fixed box to make it appear on each slide.
Then skip to step 9. Or
You have hundreds of choices for a slide background. You can use clip art from the
Microsoft Clip Organizer or that you've found on the Internet, scanned photographs,
or images you've created in a graphics program, such as Microsoft Photo Editor.
Explore your options.
Moving from one slide to another is called a slide transition. It can be a simple
replacement of one slide for the next, or you can set up fancier transitions that move
between them.
1. Select the slide(s) to which you want to apply the transition effect. The
slide(s) will be selected.
If you want to apply it to all slides, it does not matter which slide(s) you
select.
5. Click the Speed list box arrow and select the speed at which you want the
transition to play. The speed will appear in the list box.
6. Click the Sound list box arrow and select a sound to play during a slide
transition, if desired. The sound will appear in the list box.
Note The first time you select a sound, a box may appear prompting you to install the
Sound Effects feature. Click OK to do so.
b. Click on Slide Show. The transition effect will play in Slide Show
view.
1. Display the slide to which you want to apply the animation. The slide will
appear in Normal view. If you want to apply the animation to several slides,
select the slides in Slide Sorter view.
2. Click on Slide Show. The Slide Show menu will appear.
3. Click on Animation Schemes. The Slide Design task pane will appear, and
the available slide animations will be listed.
4. Click on an animation scheme. The animation will be applied to the selected
slides.
5. Click on Apply to All Slides if you want every slide in the presentation to
use the same animation scheme.
Custom animation allows you to specify exactly what you want to animate and how it
should be done.
Tip You can start with an animation scheme from the preceding set of steps, and then
customize it.
1. Open the slide that contains the element that you want to animate. The slide
will appear in Normal view.
2. Click on Slide Show. The Slide Show menu will appear.
3. Click on Custom Animation. The Custom Animation task pane will
appear.
If you applied an animation scheme previously, the animation for it will be shown.
1. Click on the element on the slide that you want to animate. The element
will be selected.
Note Entrance effects control how the object enters the slide. Emphasis effects make it do
something after its entrance. Exit effects control how it leaves the slide. A motion
path is an advanced feature that enables you to specify exactly where the object
travels.
4.
a. Click on one of the effects shown on the menu. It will be applied to
the object, and you are done. Or
b. Click on More Effects. A dialog box with a list of special effects will
open.
5. Click on an effect.
6. Click on OK when you have selected an animation effect. The animation will
be applied to the slide elements. You can now modify the animation.
Modifying an Animation
Do this on a slide that already has one or more animated objects.
Tip You can also right-click the animation on the task pane and choose Effect Options to open
a dialog box containing more choices. For example, you can enter a delay to be used with
the After Previous event trigger, and you can specify a sound that should play with the
animation.
Reordering Animations
Objects are animated on the slide in the order in which you created the animations
for them. You can rearrange them on the list to make them occur in a different
order.
1. Click on the animation you want to move in the task pane. It will be
selected.
2.
a. Click on the Up button to move it up on the list. Or
Removing an Animation
1. Click on the animation you want to remove. It will be selected.
2. Click on Remove. The animation will be removed.
Publishing in Web format is useful when you are trying to reach an audience over a
network. This can include the Internet or an internal corporate intranet. The main
advantage of this distribution method is that the people viewing it do not need
PowerPoint installed on their PCs—or even a Windows-based operating system.
a year of its release. Until November 2008, 700 million downloads were recorded.
Since the release of Firefox, the sale of Internet Explorer has gone down drastically.
It has around 22% of the market share at present. It has undergone many updates and
version changes that were made to improve usability to the universal users. It can be
used on most
operating systems, but was found to be more prone to vulnerabilities. However, the
problems were fixed in the newer versions. As it is an open source software, its
source code is available,thus allowing everyone to access the code. It supports tabbed
browsing that allows the user to open multiple sites in a single window. Session
storage is also an important feature of Firefox, which allows the user to regain access
to the open tabs after he has closed the browser window. Apart from these, there are
many user-friendly features that Firefox offers.
7.3. Safari
This is a web browser from Apple Inc., which is compatible with Mac OS X
operating system, Microsoft Windows, and the iPhone OS. Safari was released by
Apple in January 2003 as a public beta. As of March 2009, the market share of Safari
has gone up to 8.23%. The Safari 4 beta release claims to have many features like
VoiceOver Screen Reader, that reads aloud everything that takes place on the screen,
with text and web links. It also has features like CSS Canvas, LiveConnect, XML 1.0,
and JavaScript support, and Cover Flow. 'Grammar Checking' is an interesting built-
in feature, which performs a grammar check on the typed text and gives suggestions
to correct your sentence if wrong. If you need to fill an online form with your
personal information, AutoFill is a feature that automatically does that for you, with
the help of information that is stored in your address book or Outlook. Safari
supports all the functions that are available in other web browsers.
7.4. Opera
This web browser was developed by Opera Software in 1996. It is a well-known
browser that is mainly used in Internet-activated mobile phones, PDAs, and
smartphones. Opera Mini and Opera Mobile are the browsers used in PDAs and
smartphones. It is compatible with many operating systems such as Solaris, Linux,
Mac OS X, and Microsoft Windows. Though it is not a renowned computer web
browser, it is popular as a web browser in mobile devices. It is also compatible with
Symbian and Windows Mobile operating systems for smartphones and PDAs. Opera
9.64 which is the latest version, provides an e-mail client known as the Opera Mail.
The company claims that Opera is the fastest browser in the world. It also has some
common functions like zoom and fit-to-width, content blocking, tabs and sessions,
download manager with BitTorrent, and mouse gestures.
1. Click on the Tools button on the upper right corner of the browser.
Navigate Backwards and Forwards The Back button lets you return to the last webpage that you visited. If you click on
the downward facing triangle to the right of the button, you can see a menu of webpages
you have visited.
When displaying a webpage, IE transfers a copy of the webpage from the Internet onto
your computer. Therefore if the webpage changes, you can update the webpage in your
Reload and Stop Load Buttons browser window by clicking the Reload button with the green arrows. If the webpage
is taking too long to load, you can stop the process by clicking on the Stop button
with the red X. Click on the Reload button to start the loading process again from the
beginning.
Home Button The Home button lets you return to the home page that you set. You can change
the home page.
You can type in a word or a phrase to search the Internet. Putting a phrase in quotes will
Search Engine / Search Provider
search for that exact phrase. You can change the default search engine to Google
or something else.
In order to save the webpage URL link for future web browsing sessions, you must save
Favorites Buttons it as a bookmark by clicking on the Add Favorites button . Clicking on the
View Favorites button , allows you to see all your favorites you have saved.
You can also export and import bookmarks.
The Tab Bar allows you to have multiple webpages open at once in a single window.
Tab Browsing Features
Each webpage will appear under a separate tab and you can simply click on the tab to
access that webpage. Read the tab browsing overview.
• Tabbed browsing allows users to open multiple websites in one Internet Explorer
add favorites star icon and select Add Tab Group to Favorites. Then next to
Tab Group Name, type in a name (e.g. Disease Pathology websites visited Sept 1). Finally,
click Add.
Option 1
1. Open Internet Explorer and go to the webpage you want to use as the home
page.
2. Click the down arrow to the right of the Home button , and then click
Add or Change home page.
3. In the Add or Change Home Page dialog box, click Use this webpage as
your only home page.
4. Click yes to save your changes.
Option 2
1. Click the down arrow to the right of the Search Options button .
2. Click Find More Providers.
3. Click the search provider you want to add. The Add Search Provider
dialog box will appear.
4. If you want the provider that you just added to be used by default when
searching from the Address bar or search box, select the Make this my
default search provider check box.
5. Click Add Provider.
1. Open Internet Explorer. Click the down arrow to the right of the Search
Options button.
2. Click Change Search Defaults.
3. Select the search provider you would like to remove. Click Remove and
then click OK.
Occasionally Internet Explorer may become unstable and start constantly crashing.
Before you consider uninstalling and reinstalling Internet Explorer, you can try
returning IE7 to its default settings.
You are on a Vista computer trying to access the Wellesley network, but you
cannot get through Cisco Clean Access. You get the message: Network Error!
SSL certificate REV failed [12057].
Every time you visit a webpage, Internet Explorer saves a copy of the webpage to
a folder called Temporary Internet Files. If this folder gets too full, Internet
Explorer may run more slowly and behave in an unstable way. Also, if a webpage
is not loading correctly and shows an error message (such as "Range not
satisfiable..."), a common solution is to empty the cache. You should clear the
cache at least once a month.
1. In Internet Explorer, click the Tools button, and then click Internet
Options.
2. In the General tab, under Browsing history, click Delete.
The browsing history is a listing of all the recent websites you have visited within a
set period of time (e.g. two weeks). Clearing your history list does not affect your
bookmarks.
1. In Internet Explorer, click the Tools button, and then click Internet
Options.
2. On the General tab, under Browsing history, click Delete.
3. In the History category, click Delete history, and then click Yes.
4. Click Close, and then click OK.
1. In Internet Explorer, using the mouse, right-click the picture you want to
save.
2. Click Save Picture As.
3. In the Save Picture dialog box, browse to the folder where you want to save
the file, and then click Save.
1. In Internet Explorer, go to the webpage you want to save. Click the Page
1. Launch Internet Explorer 7. Then go to the File menu and select Open.
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Introduction to Computers, Ms-Windows, Office Application & Internet Explorer Training Manual
2. Click on Browse to find and select the file you want to open.
3. Click Open and then click OK.
Loading a webpage with no images or sounds can speed up the time that it takes the
webpage to load.
1. In Internet Explorer, click the Tools button, and then click Internet
Options.
2. Click the Advanced tab.
3. In the Settings section, under Multimedia, uncheck the boxes next to
Play sounds in webpages and Show pictures. Click OK.
Notes: To view one image without downloading the other images, right-click on
the selected image and then click on Show Picture.
8.15. Bookmarks
Bookmarks provide a permanent and easy way to remember your favorite webpages.
They are only deleted when you delete them, not when you quit Internet Explorer
5. Select the folder you would like the bookmark to reside in.
6. Click Add.
1. In Internet Explorer, click click on the View Favorites button and select
Favorites. (Another option is to click on the Favorites menu in the main
toolbar.)
2. From that list, click on the bookmark of the webpage you want to see.
Internet Explorer lets you arrange your bookmarks in folders and change the order in
which they appear. You can also rename and delete your bookmarks.
Note: In the Favorites menu itself you may also drag bookmarks around to change
the order in which they appear or to move them into folders.
First, you must have your bookmarks exported from your old web browser. In most
browsers, this is done by saving all your bookmarks into a file (you can name it
whatever you want, but it is usually called bookmarks.html). Detailed
instructions for backing up your bookmarks are available for specific
browsers such as Netscape, Safari, Firefox, and older versions of Internet Explorer.
1. In Internet Explorer, click the Add to Favorites button , and then click
Import and Export.
2. The Import/Export Wizard will open up. Click Next.
3. Under Choose an action to perform, select Import Favorites. Click Next.
4. Under Import from a File or Address, select Browse.
5. Find and select your bookmarks file (e.g. bookmarks.html) and then click
Next.
6. Select the folder where you would like to place the imported favorites. Click
Next.
7. You have successfully imported your bookmarks. Click Finish.
1. In Internet Explorer, click the Add to Favorites button , and then click
Import and Export.
2. In the Import/Export Wizard, click Next.
3. Under Choose an action to perform, select Export Favorites. Click Next.
4. Then select which folder you want to export. Clicking Favorites will export
all your bookmarks.
5. Click on Browse to choose where you want to save your bookmarks, which
will be in a file named bookmark.htm (you can also name it something else
if you want). Click Next.
6. Click Finish. Click OK.
7. To import your bookmarks into a different browser such as Firefox, Safari, or an older version of
Internet Explorer, follow the directions on this webpage, under the heading, Restoring
Bookmarks.