Table of Contents

Table of Contents............................................................................................... 1 Windows 2000....................................................................................................5 ............................................................................................................................5 How to Log on.....................................................................................................6 User Name..........................................................................................................6 The desktop.........................................................................................................7 To open a document you've used recently.........................................................8 About Files and Documents................................................................................9 How to switch off the computer?.........................................................................9 Setting up a default printer................................................................................11 How to install a printer.......................................................................................13 Display Properties............................................................................................ 19 Internet Explorer.............................................................................................24 How to open Internet Explorer...........................................................................25 How to open a web-page..................................................................................25 The Navigation Toolbar.....................................................................................25 What to do if a web page doesnt open.............................................................26 How to add a page to the Favorites folder........................................................26 How to distribute selected pages into folders...................................................27 How to import and export Favorites from one computer to another.................28 Search...............................................................................................................31 How to start a search........................................................................................34 How to locate a recently viewed web page.......................................................35 How to change your Homepage........................................................................35 How to create a short cut to a web page on the desktop..................................36 Allowing access to pages for off-line viewing....................................................36 How to make a web page available for offline viewing.....................................37 How to copy information from a web page to a document................................38 How to save a web page on the computer........................................................43 How to print a web-page...................................................................................44 How to send a web page by email....................................................................46 How to automatically display web pages encoded in any language.................46 How to enable the AutoSelect Feature.............................................................46 How to manually choose the Language Encoding for a web page...................47 How to ensure that your computer supports the correct fonts..........................47 How to view web pages written in other languages..........................................48 Email................................................................................................................. 50 Why do we need email?....................................................................................51 The Email Address............................................................................................51 How to read a message....................................................................................52 How to delete a message..................................................................................54 How to send a message...................................................................................55 Some information about your Mail.com address...............................................56 Organizing your messages with folders............................................................57 Creating a new folder........................................................................................58 1

Moving messages to a folder............................................................................58 Changing a folders name.................................................................................59 Address Book....................................................................................................59 Using the Address Book....................................................................................61 Group addresses...............................................................................................63 Editing the group of addresses..........................................................................64 How to attach a file to a message.....................................................................67 How to open a file attachment that is sent to you.............................................70 Properties of your Mail.com account.................................................................73 Changing your password...................................................................................73 Creating a Signature.........................................................................................74 Junk Mail Protection..........................................................................................75 Microsoft Word................................................................................................ 77 Creating and saving a document......................................................................78 Saving a document on a floppy disk.................................................................80 Printing a document..........................................................................................82 Opening and editing a document......................................................................84 The standard toolbar.........................................................................................86 Cut, Copy and Paste ........................................................................................87 The formatting toolbar.......................................................................................88 Bullets and Numbering......................................................................................90 More formatting.................................................................................................94 Format Painter...................................................................................................95 Practical Exercise..............................................................................................96 What can I do with a table?...............................................................................97 Entering Data.....................................................................................................98 Formatting the Table.........................................................................................98 Borders and Tables Toolbar............................................................................100 Practical Exercise............................................................................................103 Advanced Functions .......................................................................................104 Viewing your document...................................................................................106 Drawing objects...............................................................................................106 Adding color.....................................................................................................110 Working with lines...........................................................................................110 Advanced Drawing functions...........................................................................112 The Draw menu...............................................................................................112 Advanced Microsoft Word.............................................................................118 Forms..............................................................................................................119 Create a form...................................................................................................119 Form fields in forms.........................................................................................120 Add items to a drop-down list form field..........................................................120 Remove items from a drop-down list form field...............................................121 Prevent users from changing a form containing form fields............................122 Saving the document template........................................................................123 Fill in a form in Word.......................................................................................124 What is a macro?............................................................................................125

Tips for recording a macro..............................................................................125 Record a macro in Word.................................................................................126 Delete a macro................................................................................................127 Templates........................................................................................................128 Create a document template...........................................................................128 What is a style?...............................................................................................129 Paragraph and character styles......................................................................130 Create a new character style...........................................................................130 Create a new paragraph style.........................................................................131 Modifying a style..............................................................................................132 Apply a different style......................................................................................133 Delete a style...................................................................................................133 What is a template?.........................................................................................134 Why use a specially-designed template?........................................................134 Mail Merge.......................................................................................................140 About creating a Web page.............................................................................145 Create a Web page based on a template.......................................................145 Choose a default theme for a document or Web page...................................146 Save a Word document as a Web page or a frames page.............................147 Add a horizontal line to a Web page...............................................................149 Insert a picture from your computer................................................................150 What is a bookmark?.......................................................................................151 Add a bookmark..............................................................................................151 Insert a hyperlink that goes to a specific location in this document (a bookmark) .........................................................................................................................152 Preview a document as a Web page..............................................................153 Add a movie to a Web page............................................................................154 Add a background sound to a Web page........................................................155 Remove a movie, background sound, or scrolling text from a Web page......156 PowerPoint....................................................................................................157 Getting started ................................................................................................158 Formatting Text...............................................................................................160 Bulleted Lists...................................................................................................163 Slide Views......................................................................................................167 Organizational Chart.......................................................................................168 Inserting Graphics...........................................................................................169 Creating your own background.......................................................................172 Slide Transitions..............................................................................................176 Timing Practice................................................................................................178 Special Tools...................................................................................................179 Pack and Go....................................................................................................180 Microsoft Excel.............................................................................................. 185 How to open Microsoft Excel...........................................................................186 What is an electronic spreadsheet?................................................................186 How to format a table......................................................................................187

Entering text....................................................................................................188 Alignment of text .............................................................................................188 Adjusting column widths..................................................................................189 Entering data and how to format data.............................................................189 Formulas..........................................................................................................192 How to rename a sheet...................................................................................193 Saving your work.............................................................................................193 How to open a table........................................................................................194 How to change the text color...........................................................................194 To color the entire cell ....................................................................................194 AutoSum .........................................................................................................195 Functions.........................................................................................................196 AutoFormat......................................................................................................197 Charts..............................................................................................................199 Choosing the best type of chart......................................................................199 How to change the type of diagram................................................................203 How to change the chart properties................................................................204 ........................................................................................................................ 205 How to insert a picture.....................................................................................205 How to copy a chart.........................................................................................206 How to create a link.........................................................................................207 Paint Shop Pro 4.0.......................................................................................... 208 ........................................................................................................................208 Drawing and selecting colors..........................................................................209 Clone brush.....................................................................................................212 How to work with screenshots.........................................................................213

Windows 2000

Initial Log on and Password User Name Password How to change the password Desktop

How to Log on
In order to use all the computer capabilities, you have to Log on to the Network every time you switch on the computer. All the computers are connected to a Network when you switch on the computer. The portion of the Network that you can use is called the Domain. To enter the network, a User Name, a Password and a Domain Name are required. When you switch on the computer, you have to wait 1minute. 1. Press and hold the Ctrl and the Alt keys at the same time with your left hand. 2. Press once the Delete key. 3. Release all the keys. You should see the following message: For official use only and an OK button. 4. Click once on OK or just press the Enter key. Now you should see the following window:

Delete

Ctrl (Control) (

Alt (Alternate)

Student

Enter

User Name
Your User Name consists of the following combination of letters and numbers: EP, for the Executive Program, or LC, for the Leaders Course, and two numbers. This numbers correspond to your student number. Examples: Student Number: User Name: Student Number: User Name: 08 EP08 35 EP35

You may use uppercase or lowercase letters for your User Name. 6

The password. Your password is Welcome1.. The word Welcome must begin with a capital letter. There must not be a space between the number 1 and the period after the number .. When you type the password you will see only these symbols: *********. This is normal. The idea is that no one can see your password while you are typing it to access the network. The Domain Name. The domain name is StudentNet. Usually the domain name appears automatically. If not, you should select it from the list as described below. Procedure. 1. Click with the left-mouse button in the first white box, which is located to the left from User Name. A blinking cursor will appear in the box. Now you can type your User Name (EP or LC followed by your student number). 2. Once you have finished with your user name click with the left-mouse button in the second box to the left of Password. A blinking cursor will appear in the box. Type Welcome1.. (Remember that you will see only ********). 3. Select the domain "StudentNet". If you can see StudentNet, just press Enter. If StudentNet doesn't appear, click on the little black arrow at the right side of the domain box. A list appears. 4. Select on StudentNet. 5. Click on the OK button. 6. The Windows 2000 desktop appears.

The desktop
When you start Windows, the large area you see is called the desktop. You can customize the desktop by adding shortcuts to your favorite programs, documents, and printers, and by changing its look to fit your mood and personality. To adjust settings such as desktop color and background, use your right mouse button to click anywhere on the desktop, and then click Properties.

My Computer. You can use My Computer to quickly and easily see everything on your computer. Double-click the "My Computer" icon on the desktop to browse through your files and folders. Standard window The following functions are standard for every Windows NT/2000/XP/95/98 application. Every time you work with a program created for Windows NT/2000/XP/95/98 you will see the same symbols. Taskbar.

Start button and taskbar. At the bottom of your screen is the taskbar. It contains the Start button, which you can use to quickly start a program or to find a file. It's also the fastest way to get Help. When you open a program, document, or window, a button appears on the taskbar. You can use this button to quickly switch between the windows you have opened.

To open a document you've used recently.

1. Click the Start button, and then point to Documents.

2. Click the document you want to open.

Tip: Some programs cannot add files to the Documents menu. If the document you want to open is not listed, click the Start button, and then point to "Find". Click Files or Folders, and then use the Find dialog box to locate the file.

About Files and Documents.

Every time you start working with a Windows NT/2000/XP/95/98 application you will see the following Symbols:

How to switch off the computer?

1. Click on the Start button.

2. Click on Shut down

3. Choose Shut down the computer. 4. Press the Enter key or click on Yes.

5. Wait 1 minute until you see the message "Now it is safe to shut down your computer". 6. Press the Power button.

10

Setting up a default printer

You should choose the printer nearest your room to be your default printer. Press the Start button, and choose Settings, then Printers.

A list of all installed printers will appear. The printers are divided into buildings 259 and 260. There are two on each floor. The letter B designates the building, and the letter F designates the floor. The first floor has printers B259F1 and B260F1, the second floor has B259F2 and B260F2 and so on.

Find the printer nearest to your room by checking the diagram below.

Printers B260F1, B260F2, B260F3. 11

Printers B259F1, B259F2, B259F3.

To set a default printer, right click on the necessary printer name. A menu will appear.

From the pop up menu, press the Set As Default Printer command using the left mouse button. You will see a small black check mark by the default printer. Every time you press the Print command, you documents will go to that printer.

12

How to install a printer

Press the Start button, and choose Settings, then Printers.

Double click on the Add Printer icon. The Add Printer Wizard will open. Press the Next button.

13

Make sure Network Printer is selected and press Next.

Make sure Find a printer in the Directory is selected and press Next.

14

The Find Printers menu will open. The simplest way to locate any printer is to type an asterisk * in the Name: field and press the Find Now button. This will locate all the printers in your area.

A list of the printers will open at the bottom of the menu.

15

Right click on the one nearest to your room (see previous section for a diagram of the building), and left click on Connect.

Now press the OK button in the top part of the window. The next window will open, asking if this should be your default printer. Choose Yes or No as appropriate, and press Next.

16

The final step is to press the Finish button.

17

This sheet is for you to keep your log on User Names and passwords recorded. If you forget your passwords and you don't have this sheet, you will be not able to continue working. You may not have your own computer for several days. It has happened to course members before. You may not want someone else to know your passwords, so keep them in a safe place. -------------------------------------------------------------------------------------------------

Computer Logon
My User Name: EP / LC ________ (Student Number#) My Password:

_________________________________

Email
My email login name :

My email Password:
_________________________________

18

Display Properties

Control Panel Wallpaper Screen Savers

19

1. First we must find the path to the control panel. We have two options: A. The easiest is to right click on an empty place in the desktop (i.e. not on the icons) You will see a menu, chose Properties and click on it with the left mouse button: OR B. Press the Start button on lower left-hand corner. You will see a menu. Point to Settings and then click on Control Panel.

Release the mouse button and the Control Panel will open up. 2. Double click on the Display icon to open the Display Properties window. 3. We will see a menu. The Background tab allows us to cover the Desktop with a pattern or place some type of picture on it.

20

4. . Now we want to change the picture. In the list for Wallpaper find Coffee Bean and highlight it. It is better to click in the circle Display: Tile. Click on Apply. 5. Now we want to insert a picture from a file (or the Internet). Click on the Browse button. We are looking for a graphic which we can use. Open the CISS Students G; drive and the Computer Lessons folder. Here we have the GCMC Logos. Choose one.

21

6. You will see a picture and the name of the file highlighted. Click on Apply.

22

Heading-Screen Saver. Click on the tab Screen Saver.

1. Click on the arrow below Screen Saver. Choose Starfield Simulation and then click on Preview. In order to escape move the mouse or press any key.

2. You can choose the time to wait before the screen saver appears. Assign the time to wait in which the screen saver will appear on the screen.

3. If you want more protection, click in the box Password Protected. Using the password, you can be certain no one besides you can return to the desktop screen.

23

Internet Explorer Lesson 1

How to open a Web Page Navigation Buttons Adding to Favorites

Lesson 2
Choosing the language encoding Search properties Homepage

Lesson 3
How to save information from the Internet Printing Copying and Pasting

Lesson 4
How to set the encoding AutoSelect

24

How to open Internet Explorer

Double click on the Internet Explorer icon. Your home page will open.

How to open a web-page

1. To go to a web page, type the web address in the address block, for instance, www.microsoft.com, and then press the Go button. The Microsoft web page will open.

This address block always contains the current web address. 2. Now try to open a different web page. Type www.cnn.com in the address box and press the Enter key.

The Navigation Toolbar

To return to the previous web page (in this case the Microsoft web page), press the Back button. To see the page you were looking at before you pressed Back, (the CNN web page), press the Forward button. Press the small arrow next to the Back button to open a list of the previously viewed pages. If you click on one of these addresses, that page will open.

25

Click on the Home button. You will return to the page which appears each time you open Internet Explorer. To return to www.cnn.com, click on the arrow next to the address block. A list of addresses will appear. Click on the necessary address and press the Enter key.

What to do if a web page doesnt open

If a page takes too long to open, press the Stop button. 1. Press the Refresh button. This button allows you to try once again to open a web page. Use this button when you receive a message that the computer is unable to open a web page, or to ensure that you have the most current version of the page. 2. You can always click the Back button to return to the previous page.

How to add a page to the Favorites folder.

1. Go to a page that you wish to add to your Favorites folder, for instance www.garmisch.de. 2. In the Favorites menu, choose Add to Favorites.

26

3. Give the web page a name that reflects the content of the page.

4. Click the OK button.

To select a Web page from your list of favorites, press the Favorites button.

How to distribute selected pages into folders

When you have a large number of selected pages you can separate them into specially created folders. Perhaps you want to separate the pages by theme. For example, you can create a folder called Germany, where you will place pages about cities in Germany. 1. In the Favorites menu, choose Organize Favorites. A dialog window appears.

27

2. Press the Create Folder button, enter the name of the folder and then press the Enter key.

3. Drag the page references (or folders) from the list and place them in the proper folder. For example, left click on the reference to Garmisch, hold the button and drag it to the Germany folder. Then release the button. If you have a large number of pages or folders to move, use the Move To Folder button.

4. When you are ready, click the Close button.

How to import and export Favorites from one computer to another

If you use Internet Explorer on several computers, you can easily import and export your list of Favorites for multiple usage. 1. To import or export your Favorites list, in the File menu chose Import and Export.

2. The dialog window Import and Export Wizard will appear.

28

3. Click Next to continue. 4. Choose Export Favorites or Import Favorites and click Next.

5. If the file location does not appear automatically, click on Browse. After you have found the file, click Next.

29

6. The final step is to click on Finish to finish the process. 7. Now, when youre home, you can visit all the web pages which you visited during your studies. NOTE: What we call Favorites in Internet Explorer we call Bookmarks in Netscape Navigator.

30

Search
1. Open Internet Explorer. (Double click on the Internet Explorer icon.)

2. To find specific information on the web, click on the Search button. A window will open in the left half of the screen. 3. You can choose in what language to conduct a search. Choose among Russian, German, English, Slovakian, Slovenian, Czech, Polish or Hungarian. 4. To set the language, click on the Tools menu, and then choose Internet Options.

5. A dialog window will open. Click the Languages button in the lower part of the screen.

31

6. The Language Preferences window will appear. To add a language, click the Add button.

7. From this window, browse through the list of languages, and when you see the necessary language, highlight it, and then click the OK button. 8.

8. If you know several languages, you can put them in specific order. Web sites, which contain support for several languages, will choose the language to which you have assigned the highest priority. Highlight the language in the list, and click Move Up or Move Down. The first language in the list has the highest priority.

32

9. When you are ready, click OK, and click OK again in the Internet Options window. 10. In the Search window, click on the word Customize in the upper right corner. If you cannot see this word, click on the >> symbol and choose Customize from the list.

11. If there is support for your language, the Customize Search Parameters window will appear in that language. Click on OK, and the Search window will change to the required language.

33

How to start a search

1. You can choose the type of search. In English, you have five categories of searches: web pages, e-mail addresses, companies, previous search, and maps. 2. Enter the phrase, by which you want to conduct a search, for example, the name of your country, and press the Search button. The more information that is entered into each field, the shorter and clearer the results will be. For example, if you enter the word Automobiles and press Search, you will receive more than 40,000 web pages! But if you enter Automobiles BMW and press Search, you will receive approximately 962 choices. 3. A list of web addresses will appear. Move the cursor onto the first address in the list. The arrow becomes a white hand. The white hand designates a link to a web page. Click on the first choice. If the opening of a web page takes a long time (several minutes), press the Stop button in the Toolbar. If you receive a message that This page cannot be displayed, press the Back button in the Toolbar, or choose a different web page from the list.

4. If you need to find a web page related to the current one, in the Tools menu, choose Show Related Links.

34

How to locate a recently viewed web page.

1. Press the History button on the instrument panel. The History panel will appear, containing web sites and pages viewed in the last few days or weeks.

2. To view a web page, choose a week or a day in the History panel, and then click on the web pages link. 3. To make a sort or search of the listings in the History panel, press the arrow next to the View button in the upper part of the panel.

At the Marshall Center, the computer is set to view the web pages, which you visited in the last 24 hours.

How to change your Homepage.

The Homepage is the page that appears every time Internet Explorer is launched. Make sure this is a page you use frequently. Or you can choose a Homepage that you can customize to get quick access to all the information you want, like www.marshallcenter.org, or our Online Help: http://mcintranet/ciss99. 1. Go to the page, which should open at every launch of Internet Explorer, for instance www.mail.com 35

2. In the Tools menu, choose Internet Options. 3. Choose the General tab.

4. In the Homepage section, press the Use Current button. 5. Click on OK when you are finished. 6. Close Internet Explorer, and then open it again. Your new home page should be www.mail.com 7. To change back to the Marshall Center, repeat steps 2 and 3. Type www.marshallcenter.org in the address box. Click on OK in the bottom part of the screen.

How to create a short cut to a web page on the desktop

Right click on the page, but not on a picture or link, and choose Create Shortcut. Another variant- in the File menu, move the cursor onto Send and choose Shortcut to Desktop. NOTE: We recommend that you save a reference to your desktop only if you open that page frequently. Normally, you will save a reference in your Favorites folder.

Allowing access to pages for off-line viewing

When you make a web page available for off-line viewing, you can view the page without connecting to the Internet. For example, you can view a web page on your laptop without a connection to the Internet. You can also view a web page from home without using your phone line.

36

All computers in the Marshall Center are connected to a network, and all computers here are always on line, therefore this exercise will not work at the Marshall Center. Try the exercise when you return home.

How to make a web page available for offline viewing

1. In the Favorites menu choose Add to Favorites. 2. Check Make Available Offline.

3. To schedule the renewal of this page and the bulk of the downloaded information, choose Customize. 4. Follow the instructions that appear on the screen. The first question: If the Favorite contains a reference to another page, do you want to give automated access to them? Yes or no. Then press Next. The second question: You can control the update of this page by either clicking Synchronize in the Tools menu, so that when you connect to the Internet it is automatic, or you can set a schedule of updating the page. The third question: Do you need a password to gain access to this page? If no, click on the Finish button. If yes, complete the following fields- user name, password, and the affirmation of the password.

37

How to copy information from a web page to a document.

To create an interesting and professional presentation in PowerPoint or Word, you can add text or graphics from web sites. For example, if you want to create a Word document about automobiles, you can find information on the web.

1.

Start Internet Explorer. (Click on the Internet Explorer icon.)

2. In the address block, type www.mercedes-benz.com and press the Enter key. The web page will open. Choose your language or click on Worldwide English.

3. Click on the link Passenger Cars from the list of links on the left side of the screen, and then on Coupes (my personal favorite). Choose then between CL and CLK.

The final step is to click on Photo Gallery to see the pictures. 4. You want to find a picture of cars to place in your document. 5. Browse through the web page, and find a picture of automobiles that you like.

38

6. After you have found a picture, move the cursor over the picture and right click on it. A list will appear. Click on the command Copy. 7. Without closing Internet Explorer, click on the Start button. Choose the program Word from the list. 8. A new document will automatically open. 9. Now you can insert the picture into the document. Press the Paste button on the toolbar.

10. Another way is to click on the Edit menu, and choose Paste.

11. Now, let's save the document. Click on the File menu, and then on Save As.

12. A dialog window will open. You will save your document in the My Documents folder, which appears by default. You have access to this folder from any computer in the Marshall Center.

39

14. Now, you need to enter the name of the document. In the field File Name in the lower part of the window, type your student number, for instance 03, and the word Mercedes. It should look like this: 03mercedes. Press the Save button. 15. Lets find text for your document. Click on the Minimize button in the upper right corner to minimize the program Word.

16. The Mercedes web page is still open. Press the Back button two times to leave the Photo Gallery. Now locate some text to copy to your document. 17. Highlight the information that you want to copy. This means, move the cursor to the upper right corner of the text, press the left mouse button and hold it. Move the cursor to the lower right corner, and release the button. Then, right click the mouse, and choose the Copy command.

40

18. Another way is to highlight the information, then in the Edit menu, choose the Copy command.

19. To paste the text into Word, press the Microsoft Word tab in the lower part of the screen. The program will maximize.

20. Wherever the cursor is placed is where text will be inserted. Press the Paste button in the toolbar. The text is inserted. 21. Save your work one more time, by clicking on the Save button in the toolbar. 22. Close Microsoft Word. 23. In the address field on Internet Explorer, type www.bmw.com and press Enter.

24. Click on the Products and Services link. 25. Scroll down to see a list of all the types of BMWs. Click on a particular picture (the link) to get more information. 26. Click on the Downloads link to see different pictures of that particular car.

27. If you dont like any of the pictures, press the Back button until you return to the list. 28. When you find a picture that you like, click on it to open it to full size. 29. Let us save this picture to your computer. Right click on the picture. 30. Choose Save Picture As.

41

31. A dialog window will open. The best place to save is in the My Documents folder. It should already be open. 32. Now you need to enter the name of the picture. In the File Name field in the lower portion of the screen, type your student number, for example 03 and the word BMW. It will look as such: 03BMW. Press the Save button. 33. Now let's insert our new BMW photo into our Mercedes document. Open Word, press the File menu, and then Open. 34. Your My Documents folder should have opened automatically. Highlight the name of your document and press Open. 35. Click in the document where you want to place the new picture. 36. Click on the Insert menu, then highlight Picture, and click on From File. 37. Find your BMW picture in My Documents . 38. Highlight the name of the picture and press the Insert button. 39. Save your document and close the program.

42

How to save a web page on the computer

1. In the File menu, choose Save As. 2. Double click on the folder in which you would like to save the page. 3. In the field File Name, enter the appropriate name.

4. In the File Type field, choose the type of file you are saving.

A. To save the entire file, necessary for opening the page, including all associated pictures and images, choose the Web Page, complete. In this case, all pictures and files are saved in their original format. B. To save only the active HTML page, choose Web Page, HTML only. This will save the information held in the page, except for the pictures, sounds and links.

43

C. To save only the text contained in the active Web page, choose Only Text. This will save only the information in the Web Page that is in the text format.

How to print a web-page

To print the entire page In the File menu, choose Print, and then press OK.

How to print only selected text 1. Highlight the text that you want to print. 2. Click on the File menu, then on the Print command. 3. Click on Selection.

44

4. Press the OK button.

45

How to send a web page by email

To do this you should have an email address and an email program installed on your computer. 1. In the File menu, move the cursor to Send and choose Send Link by Email or Send Page by Email.

2. Fill in the fields necessary to send an email message and then send the message.

How to automatically display web pages encoded in any language

The majority of web pages contain information that tells the browser what language encoding (language and character set) to use. If the page does not include that information, Internet Explorer usually can determine the correct language encoding when the AutoSelect Feature is on.

How to enable the AutoSelect Feature

1. In the View menu in Internet Explorer, point to Encoding and check that AutoSelect has a checkmark. If not, click on AutoSelect.

2. If you are prompted to download language support components, click Download.

46

3. If the AutoSelect function is unable to select the correct Language Encoding, and you know what kind of Encoding is needed in this case, you can select it manually.

How to manually choose the Language Encoding for a web page

1. In the View menu, choose Encoding and then More and choose the corresponding language. 2. If a request to download the appropriate language support appears, click on Download.

3. You can also add the Encoding button to the instrument panel to make the transition quicker.

How to ensure that your computer supports the correct fonts.

Adding languages does not guarantee that your computer has the fonts necessary to view web pages in these languages. 1. In order to be prompted when fonts need to be added, click on the Tools menu and then Internet Options.

2. Click on the Advanced tab, and then select Enable Install On Demand.

47

3. To view pages in other languages you could also receive a multi-lingual support packet.

How to view web pages written in other languages

Some web-sites contain information in several languages. To view the site you must add different languages to the list of languages in Internet Explorer. 1. In the Tools menu, choose Internet Options. 2. In the General tab, press the Languages button.

3. Press the Add button

. 4. Choose the language that you wish to add, and click OK.

48

5. If you know several languages, you can put them in specific order. Web sites, which contain support for multiple languages will choose the language to which you have assigned the highest priority. Highlight the language in the list, and click on Move Up or Move Down. The first language in the list has the highest priority.

6. When you are ready, press OK, and once again on the Internet Options window.

49

Email

Lesson 1
How to read your messages How to create a message Why do we use Mail.com?

Lesson 2
How to create a folder Working with folders Saving an address Address groups

Lesson 3
How to attach a file How to download a file Properties of your account

50

Why do we need email?

There are many uses for email. Here are some of them: Normal Correspondence This means at the very least email is used for the exchange of messages and files with other people. Email has been used by institutions for a long time. However, these days, many people are using it for normal correspondence with friends and family. It is surprising how much more desire people have to keep in touch if they dont have to glue a stamp and mail a letter. Correspondence of the Wayward Knights Nothing makes a man more nervous than being unable to connect with people at the office while he is on a business trip. Send hem an email and save your worries for more serious problems. Today you can connect to a telephone line for email in any hotel or airport. Information Servers Some email addresses contain special characters- they are automatic. You send a request for information or a document through this address, and you are automatically sent an answer containing what you need. For example, you can look up a word in a dictionary, find out what happened that day in 1965, or find a weather forecast. You can do all of this easily with email. Mailing Lists With the help of email you can do more than exchange gossip. You can also subscribe to a news service. Some of them are set up like newspapers: after you subscribe you will periodically receive new information form the publisher. Others look more like bulletin boards: people with common interests place different announcements in the service, and all subscribers receive them.

The Email Address

All email addresses on the Internet look the same. deborahmyrom@europe.com Did you notice the @ symbol in the middle of the address? It splits the address into two halves: the name of the user to the left and the name of the domain to the right. The Internet is not particularly interested in the name of the user. It cares a lot more about delivering the message to the computer, whose name is written on the right. Then the users Internet service provider places the message in the mailbox which is written on the left half of the address. 51

How to read a message

Launch Internet explorer and open the main mail.com page. The address is www.mail.com . The main Mail.com window will appear. Type your entire email address in the first field and your password (87654321). When you are finished, click on the Log In button.

User Name

Password

Now you will see the Mail.com main page. You have to open your Inbox by clicking on the You have new mail or Inbox link at the top.

52

In your Inbox, you should see a list of any new messages you have received.

A definition of the headings: Who sent the message. The topic or title of the message. When it was received. Size of the message (in kilobytes). To read a message, click on the subject of the message (under Subject). The subject is always underlined, creating a link to the message.

53

Here is an example of a message:

Read your message, and click on the Close button to return to the Inbox.

How to delete a message

To delete a message, go to the Inbox or the folder from which you want to delete the message. Select a message by clicking on the small square next to the message. Press the Delete button and those messages will be moved to your Trash Can. Mail.com will delete the file permanently.

54

How to send a message

Press the Write Message button on the left side of the screen. The Write Message window will pop up. Click in the window next to To:, and type the address of the recipient. The address for Pablo is pablocarli@hotmail.com and the address of Debbie is deborahmyrom@europe.com . Note: If you would like to type your text in Russian, you need to do more than just choose the Russian keyboard. You have to first select the Encoding of the page, so that the Internet knows to expect Russian text. To do this, click on the View menu, then Encoding and choose Cyrillic (Windows). For more details. See the Internet Explorer Lesson 4. After the address, you may then add a title or topic of the message in the Subject: field, for instance Hello or Contact Information.

Address

Title or Topic

Message text

55

In the large window type the text of the message. When you are finished, click the Send button. You will return automatically to your Inbox.

Some information about your Mail.com address

Why Mail.com? A regular Marshall Center email address would not be saved after you left when the course is over. However, the Mail.com address is yours to keep. You may use it after you leave the Marshall Center. You can also send and receive messages in Russian. Privacy Mail.com is a private company and has nothing to do with the government. Personal information in your address can be specialized, both personal and anonymous. What is Mail.com? Mail.com is a private, independent company. The company set up an email server to meet the needs of people who travel frequently. Why is Mail.com free? Mail.com is free because it receives income from advertising. Why is Mail.com connected to the whole world? If you can connect to the Internet, you can check your email. Mail.com is located on a page in the Internet. You can connect to it from anywhere on Earth at any time of day or night. Mail.com allows you to send your files and receive them through an address. What happens if you dont use your address? Currently, if you do not sign in to your Mail.com account for 60 days, or if you do not sign in within the first 10 days of creating your account, your account will be marked inactive. Stored email will be deleted and inbound mail will be refused. Your email name will be reserved. To reactivate your account, simply open the Mail.com page and enter your user name and password. You will then be able to once again send messages and receive the right to use Mail.com. If your account stays inactive for a full year, it may be permanently deleted. Is Mail.com the only company that provides free email service? No. You can choose from a number of companies. Here are some more options: www.yahoo.com www.hotmail.com www.lycos.com

56

Organizing your messages with folders

Launch Internet Explorer and open the Mail.com web page. (See the first lesson for help with this.) Click on the Folders link from the menu on the left. The window below should open.

57

There are four permanent folders: Inbox Drafts Sent Messages Trash Can You can also create your own personal folders. Using folders allows you to organize your messages by theme, creating order in your work and correspondence. You can create new folders and rename old ones.

Creating a new folder

In the lower half of the window, type the new folder name, such as Marshall Center and click Create.

The new folder will appear in the folder list.

Moving messages to a folder

Return to your Inbox by clicking the Get New Messages command on the left. Choose the message you want to move by clicking in the small box to the left of the message.

58

Click on the small triangle next to the Move To list and the list of all possible folders will appear. Choose the appropriate folder and press the Move To button. To view the contents of a folder, press the Folders command from the menu on the left. Click once on the necessary folder name.

Changing a folders name

You may only rename a folder that you have created. Press the Folders button from the menu on the left. At the bottom of the window, you will see the Rename section.

Type in the new folder name and press Done.

Address Book
You can create an address book to make remembering personal information easier. The easiest method is to save the address of a person who sent you a message. Click on the Inbox button and open any message. At the top of the message you will see the information about who sent you the message, next to the word From:. To the right of this, you will see the Save Address button. Press this button.

The Individual Address Book will pop open and you will see that the email address is entered. You must enter a nickname for this person in the first field. There are additional fields below which you can use to add other information such as home address and phone numbers.

59

Scroll down to the bottom of the screen and click the Add Contact button at the bottom of the window to add this address to your address book. The other way to create a list of contacts is through the Address Book itself. Click on the Address Book command on the left side of the window. There are two types of addresses, an individual or group address. To create a new individual address, click on the Create Personal Contacts button.

60

The same window will open that we used previously. The Alias Name field and the email field are required, the rest are optional. Scroll down and press the Add Contact button on the bottom when you are finished.

Using the Address Book

To use the addresses when composing an email, press word To: in the Write Message window.

61

From the pop up window, click in the To box next to each address you wish to use. Press the OK button when finished.

The address will now appear in the To: field.

62

Group addresses
If you regularly send messages to a specific group of people, such as your colleagues, you can create a group that contains all of the necessary addresses. Click on the Address Book button on the left side of the screen. The Groups section is at the bottom of the window. Press the Create Group Contacts button.

First enter a name for your group, then enter addresses, being sure to separate them by a space each time.

63

When finished, press the Add Contact button at the bottom. Your new group will appear at the bottom of the Address Book. To use your new group, press the To: button from the Write Message window.

Your address book will open. Click once in the To: field next to the group to whom you wish to write. Press OK when you are finished.

Editing the group of addresses

Open the Group Address window from the Address Book.

64

To change the name of a group, or add and remove members from a group, press the Modify Contact button.

Simply type in the new group name, or make the necessary changes to the address list. Press the Modify Contact button when ready.

65

Attaching a file to an email

Can I send any file saved on my computer? A file attachment is a file which we send in an email message. When the addressee receives the message, below the list of addresses he will see which files are attached to the message. You can send any type of file which you have on hard disk. Below is a list of files most often sent by email. Documents- It is very easy to send a copy of a document created by a text program or a spreadsheet rather than copying the file onto disk and sending it by regular mail. Programs- Do you have a freeware or shareware program that you would like to share with someone? Send it as a file attachment. Multimedia- You may share pictures, videos and sound recordings. It is best to compress these files before sending them. If uncompressed they have such a large size that sending and receiving these files can take a long time. If you try to send a file larger than 2 megabytes, you may run into problems. Where do all these different types of files come from? Different programs, of course. For instance, a file ending with .BMP was created in Paint (a drawing program from Windows). A file ending with .DOC was created in Microsoft Word. Here is a list of the more common types of files: Type AVI BMP DOC GIF HTM(L) JPG MPG PCX PPT TIF TXT WAV XLS ZIP Description Microsoft Video Files Binary Maps (images) Microsoft Word or WordPad documents CompuServe pictures Hypertext (Web Page) Compressed Graphics Files Compresses Video Files Paint Program Pictures Microsoft PowerPoint Presentations Graphics Files with Indexes Normal Text Files Sound Files Microsoft Excel Spreadsheets Files Compressed using PKZIP or WinZip

66

How to attach a file to a message

For practice, lets try to send your student photo to someone. Click on the Write Message command on the left side of the screen. You can attach the file before or after you type your message text. Enter an address in the To: field, for instance pablocarli@hotmail.com. Click in the main text window. Type in your message.

Scroll to the bottom of the message. There you will see the Attachment: field. Press the Browse button.

67

You will now see the Choose File menu. Choose the CISS Students on mcserver7 drive.

Double click on the Photos folder. Inside this folder you will see several different folders, one for each course. Open the folder that represents your course, for instance Class 001-4.

Now locate your student number, for instance 01C4-0002. Double click on the file to open it.

68

The path to the file will now be listed under Step 1. The second step is to attach the file. Press the Attach button under Step 2. This process may take a few seconds, or a few minutes, depending on the size of the file.

Once the file name appears in the Attachment window, the process is complete.

69

If you want to add more files, simply repeat Steps 1 and 2. Remember not to exceed 2 megabytes in size. Press Send to send your email.

How to open a file attachment that is sent to you

If a message has files attached to it, you will see the files at the bottom of the message when you open it to read it.

Click on one of the file names, for instance GeorgeW.jpg, to download it. A window pops up asking if you want to open the file from its current location or save it to disk. Usually the best way is to save it on your computer, then delete it later if you dont need it.

70

Once you have chosen to save the file, you must choose where to put it. The best place is probably in the My Documents folder. Once the folder is open, press Save. You will then have the option to open the file you just saved. If you want to access it later, just press Close. Once you press Open, the file will open in the necessary program.

For instance, this picture will open in the Photo Editor. When you are finished looking at the file, you can close the program to return to your message.

71

This message has a second file attached to it, a presentation. You must repeat the download process for every file attached to a message. If you want to only view a file, and not save it directly, press the Open this file from its Current Location button and OK.

Again, the file will download, but it will open directly into the appropriate program, for instance a presentation will open in Power Point. You can save the presentation from Power Point if necessary. When you are finished looking at the file, you can close the program to return to your message.

72

Properties of your Mail.com account

If you want to change your password or your personal information, you need to change the properties of your account. Click on the command My Account on the left side of the screen. This information is used by Mail.com to identify you when you send an email, so make sure it is accurate. Make any necessary changes and click Finish at the bottom of the screen.

Changing your password

Click the Options command on the left side of the screen. You will see a menu of choices.

73

Press the Change Password command.

First type in your old password, then your new password two times. Remember that your password must have at least 6 characters. Click Confirm when ready. Only your new password will work from now on.

Creating a Signature
If you like to sign all your messages the same way, perhaps including a closing, your title and phone number, you may want to create a signature. Under the Options tab, choose Signature Settings.

74

You may create multiple signatures, for instance, one for personal correspondence and one for business. Now simply type in the signature name and text you would like to use. I have included mine for an example. If you want one signature to appear automatically on every message, press Use As Default. You can choose a different signature while you are writing your message if necessary. Scroll down and press Update when finished. To use your signature, press the Write Message button on the left side of the screen. At the bottom of the message window, you will see the Signature section.

Choose a signature from the list to attach it automatically to the message. It will not appear in the message text. Press Send when finished.

Junk Mail Protection

Mail.com has excellent spam and junk mail filters. If it does happen that you receive unwanted mail, you can block it by sender. Open a message to read it. At the top of the message, near the sender name, you will see the choices for Save Address or Block Sender. Press the Block Sender button.

75

Instructions will now pop up explaining the procedure. Press the Block Sender button to complete the process.

If you want to remove someone from the blocked list, go to the Options menu. From there, choose the Mail Filters. You will see a list of all the people you have chosen to block. Highlight the address and press the Delete key to delete that address from the Blocked Senders list. Once you press Update you will again receive mail from that address.

76

Microsoft Word Lesson 1

How to create a new document How to save a document How to print a document

Lesson 2
How to open a document Toolbar buttons Bullets and Numbering

Lesson 3
How to create a table Adding columns and rows How to format a table

Lesson 4
Views Drawing Toolbar Autoshapes Groups and Alignment

77

Creating and saving a document

1. First we must find the path to the program Word. We have two options: the first and easiest is to double click the icon on the desktop.

2. The second choice is to press the Start button in the lower left-hand corner. You will see a menu of choices. 3. Move the mouse to Programs.

4. Move the mouse to the right to the Programs list, and click once on Microsoft Word.

The program will now open, with a blank document on the screen. You will see the cursor blinking on the blank page. Type in Security Strategies. 78

1. We want to save our document. Press the button on the top toolbar that looks like a diskette.

2. You will see a smaller dialog window appear. 3. We will save our file in the My Documents folder. My Documents is the best place to save all of your files, because all of your files in this folder are protected; only your password opens this folder. Also, a backup copy is made of this folder every night. This is the default location for all of you files, so it should open automatically. If not, press the My Documents button on the left side of the window.

Type the new filename here, for instance Report.

4. After typing in the new file name at the bottom of the window, press the save button. Your document is now saved on the network.

79

5. Your file is still on the screen. Since you have saved it, you can return later to edit it. Click on the lower X in the upper right hand corner to close the file. (The upper X closes the entire program.)

Saving a document on a floppy disk

1. Now we will try to create and save a document again. Click on the New Document button.

2. Again, you will see the cursor blinking on the blank page. This time type in A letter to my spouse. 3. Now we will save this document on the floppy drive. Put a floppy disk into the disk drive. 4. Click on the word File in the upper left hand corner. Scroll down and click on Save As.

5. You will see the Save As window. Click on the arrow next to Save In: to locate the floppy drive.

80

6. Click once on 3 1/2 Floppy A:.

Type the new filename here, for instance letter.

7. Type in a new file name, using something that reflects the content of the document. 8. Then click the Save button. The computer saved the file on your floppy disk.

81

Printing a document

1. Pressing the Print button will print one copy of the current document using the default setting. The computer remembers which printer you chose and every time you press the Print button, the computer will send the command to the same printer. 2. To change the print settings, for instance, the printer or the number of copies to print, click on the File menu, and then on Print.

3. Click on the arrow next to the name of the printer. You will see a list of all your installed printers. You can change printers by choosing a different one from the list. There are two printers on each floor of building 104, one in the east wing and one in the west wing.

82

4. Another choice of this menu is what to print. If you want to print only the current page, click in the circle next to Current Page, then press OK. 5. To print only certain pages, type in the page numbers in the Pages: field, such as 3-6 or 5-10. Repeat these steps several times until you can do them without help.

83

Opening and editing a document

1. To open a document, click on the button that looks like an open folder.

2. The Open menu will appear. With your mouse click on the arrow located next to Look In:.

3. From the list, choose the CISS Students G: drive.

84

4. Find the folder Computer Lessons. It should be the first in the list. Click once on the folder to select it, then press Open.

5. Within the Computer Lessons folder, you will see a folder called Word. Click once on the folder to select it, then press Open. 6. Within Word, you will see several folders. Open the folder Word02.

85

7. Double click on Exercise1 to open this document. We will now use this document to practice editing.

The standard toolbar

The first three buttons (New, Open and Save) have already been covered. These are the most commonly used functions in Word.

Before you send your document to the printer, press the Print Preview button to see how it will look on paper. Your document will open in a special window. To return to normal view, press the Close button on the toolbar.

The next button checks your spelling. In this version of Word, you will see a red line under any word not in the computers dictionary. In the example below, the word spelling is wrong. Double click on the word to highlight it, and then right click on the word. Put the mouse over the correct spelling choice and click the left mouse button.

86

Cut, Copy and Paste

The next three buttons are scissors (Cut), two pieces of paper (Copy), and a clipboard with a piece of paper (Paste). Cutting or copying selected text puts a copy of that item into the clipboard. You can then paste that text into the document at a determined point. 1. Use the following sentence exactly as written even if you see a mistake: The clipboard holds things things that you have copied or pasted. Copying or cutting something will add another item to the board. 2. Select the word you want to copy or cut. We will first cut the word things because we have it two times. Double click on the word to highlight it. 3. Click on the button that looks like a pair of scissors. The word disappears from view. It has been placed on the clipboard. 4. Now we will copy the word clip and fix the second sentence. Hold down the left mouse button and drag it across the word clip. 5. Click the button next to the scissors that looks like two pieces of paper to copy the text. The word clip remains, but a copy of it now exists on the clipboard. 6. Move the mouse to the place where you want to insert the word clip. Click your mouse to insert the cursor exactly after the word the and before board. 7. Now press the button that looks like a clipboard with a piece of paper. This pastes the content of the clipboard at the insertion point. Now our sentences are correct. 8. You can also cut, copy or paste larger pieces of text. We will move the first sentence after the second sentence. 9. To cut the first sentence, highlight the entire sentence by pressing and holding the left mouse button as you drag it from the beginning of the sentence to the end. 10. Press the Cut button (the scissors). The sentence disappears, but it is still in the computers memory. 11. Move the mouse to the place where you want to paste the text, in this case after the second sentence. Click the left mouse button to insert the cursor.

87

12. Click on the Paste button (the clipboard with a piece of paper). The first sentence will now appear after the second sentence. Using the clipboard to cut, copy and paste is simple, as long as you remember one rule: first you highlight, then you act. The cut, copy and paste commands are also found in the Edit menu, and work the same way as the buttons. This is the Undo button. Click it once to undo your last action. Keep clicking, and it will undo everything youve done, rolling everything back as much as 100 steps. If you know you want to undo a lengthy sequence of actions, click the little arrow to the right of the button, then scroll through the list of commands Word can undo for you. If you click the fifth item in the list, Word will automatically undo the last five actions in one motion. This is the opposite of Undo, called Redo. It is only active once you have undone an action. Then you can go forward. This is the Show/Hide button. Click it once and it will show you all the hidden symbols, for instance a dot for every space, and a matching symbol for every time you pressed enter. Click once more on it and these symbols disappear.

The formatting toolbar

These buttons are used to change the text format.

1. In order to change the font, click on the arrow next to Times New Roman, the name of the current font.

88

2. You can choose any other font you like. 3. Another formatting change is to change the text size. The default size is 12, but you can choose whatever you like. Simply click on the arrow next to the number 12. 4. Click on number 18. Try typing some text. Change the size again, this time to 72. It is quite large. After viewing the changes, switch back to 12. The next three formatting buttons are bold, italics and underline. Highlight a word or phrase and try the different effects. You can use one at a time, or all three. One click on the button turns the function on. Simply press the button again to turn it off. These four buttons set the alignment of text. This lines up all the text to the left. Most people read from left to right, so this is the most popular choice. Every line starts at the same place on the left edge and ends at a different place on the right, depending on how many characters are in the line. This centers all the text. It is useful for headlines and short blocks of text. This lines up the text to the right. As you type, the text begins at the right edge and each new letter pushes its neighbors to the left so that everything lines up perfectly on the right edge. Use this for short captions alongside pictures or boxes.

89

This is called justified. When you choose this option, Word adds a little extra space between the words so that every line of your text begins and ends at the same place on the right, like a book. Its a good choice for text thats arranged into formatted columns.

Bullets and Numbering

These two buttons are used for creating lists. Press the Numbering button, and you will see a number 1 appear. 1. Type the word one and press the Enter key. You will see the number 2 appear automatically. Type the word two and press Enter again. The number 3 appears. 2. Type the word three. Stop. To change the numbering format, highlight the entire numbered list from top to bottom. With your mouse exactly over the list, click the right mouse button, and choose Bullets and Numbering with your left mouse button from the menu that pops up.

3. You will see a menu of six other choices for the numbering format.

90

4. Choose one that you like and click OK. 5. To further change the numbering format, highlight the whole list again and right click on it. Click again on Bullets and Numbering. In the window, click the Customize button to display the dialog box.

6. Now we can add some more descriptive text to the bare numbers. For example, if you are writing a list of instructions, you can add the word Step before each number, so the reader sees Step 1, Step 2, and so on, in front of each item in the list.

91

7. Click OK in each window to return to the document. Now try highlighting your entire list and pressing the Bullets button. The list changes. This format is called Bullets. 1. When you first create a bulleted list, Word sets off each item with a dot. You can use practically any symbol as a bullet. To customize the symbols, highlight the entire list, then right click on the list to open up the context menu. Click again on Bullets and Numbering. Try a few of the predefined bullet types. Press OK to make the changes.

2. Highlight the entire list again, then right click on the list and choose Bullets and Numbering. Click the Customize button. In the Customize Bulleted List dialog box that appears, click the button labeled Bullet.

92

3. Open the Font list in the Symbol window and choose Wingdings. Click on any symbol to see a larger version of it.

4. When you have found one you like, click OK. 5. In the Customize Bulleted List window, press the Font button.

93

6. You can adjust the size and color of the bullet. The Preview window shows you how each change will affect the look of the bullet. 7. When you are satisfied, press OK in all the windows to return to the document.

More formatting
The next two buttons increase and decrease the indentations of the text. Click on both to see the cursor move left or right. The marker is used for highlighting text with a different color. Press the arrow next to the button. Choose any color. Move the mouse pointer to the text you want to highlight. Click, hold, and drag the marker across the text. Then release the mouse button. The text will still be black, but a have a different highlight color. This function is used to bring attention to something, and will appear as gray when printed.

94

The last button on the toolbar is the text color button. Click on the arrow next to the button and choose a color. Now, when you type text, it will appear in that color.

Format Painter
The paint brush is a copy function only for text formats. For instance, if you formatted one paragraph as 14 pt red text, and want to change the format of another paragraph to match that, you would use this function. This process has three steps. 1. Highlight the text whose format you want to copy. 2. Click the Format Painter button on the toolbar. The mouse pointer will now change to a small paintbrush. 3. Click and drag the mouse across the text you want to change. Release the mouse button. All the remaining buttons have specific uses that are covered in other lessons.

95

Practical Exercise
Opening a document 1. Open a document on the CISS Student G: drive and format it. 2. The file is in the Computer Lessons folder, in Word, then Word02, the same place as the file we used in this lesson. This time choose Exercise2 Bugs. See the first page for assistance in opening a document. Formatting a document 1. Change the title text so that it is size 14, centered alignment in italics. 2. Use the tab key to indent the first line of the paragraphs. 3. Make the word bug in the second paragraph bold. 4. Move the second paragraph, starting with Today, computer users to after the third paragraph This massive electronic. 5. Change the bulleted list to a normal numbered list.

96

What can I do with a table?

With the help of tables you can: 1. Align words and numbers into precise columns (with or without borders). 2. Put text and graphics together with a minimum of fuss. 3. Arrange paragraphs of text side by side. 4. Create professional looking forms. 1. Press the Insert Table button on the toolbar.

2. A table grid drops down from the toolbar.

3.

Drag the pointer down and to the right to tell Word how many rows and columns you want in your table. We want two rows and five columns. You will see the numbers at the bottom of the grid change as you move your pointer.

4. Click in the square that completes your table. Your blank table will appear in the document.

5. However, we made a mistake. We really need three rows in our table. To insert a row into the table, you must first highlight the first row by clicking just to the left of it.

97

You will now see that the button we used to insert the table has turned to an Insert Row button. Click once on it and a new row will be added.

Entering Data
1. To begin entering data in to the table, just click once in the first cell of the top row. Type the word Country. This is the header for the first row. 2. Press the Tab key to advance to the next box. Type in Currency. Type in the rest of the table as seen below.

3. The last two columns are not needed at this time. Highlight these two columns by moving the mouse just above the fourth column. When you see a black, down pointing arrow, press, hold and drag the mouse to the right to highlight both columns together. 4. Press the Cut button (the scissors) on the toolbar. The last two columns are gone. 5. In order to make the entire table easier to read, we can change the text size. Highlight the entire table by clicking and dragging from left to right just above it, as we did to delete the columns.

Formatting the Table

1. Use the toolbar to change the font size to 16. 2. After this change, the text Exchange Rate has been split into two lines. To make this column wider, grab its sides with the mouse pointer until the pointer changes to two arrows (see below). Press and hold the left mouse button, and a dotted line will appear going down the screen. Move the arrow to the right until the words Exchange Rate are on one line.

98

3. We want to add another country to our table. Highlight the entire row for Germany by clicking just to the left of it. 4. The Insert Table button has again become the Insert Row button. Press this button and another row will appear. 5. Type in the data for the United States. USA Dollar 1.0 6. We need to add another column to the table called Capital. Move the mouse pointer to the top of the Currency column until it turns to a small, down pointing arrow.

7. Click to select the entire column, and you will see that the Insert Table button is now the Insert Column button. Your new column will appear to the left side of the one you have selected. If you want to add a column at the right edge of the table, you have to select the new column and drag it to the end of the table. 8. Type in Capital for the heading, and then fill in the capitals for each country. 9. We no longer need the data for the United States. To delete this row, simply click on the word USA. Now make a right click on the text. A menu will open up. 10. Highlight Delete Cells and click the left mouse button.

99

11. Another window will open up, asking what you want to do. Select Delete Entire Row and press OK.

Borders and Tables Toolbar

1. We want to make changes to our table structure. On the Standard toolbar, press the button that looks like a window with a pencil. This button, called Borders and Tables will help you change the look of your table.

2. The first step is to choose the changes you want to make. For instance, lets draw double lines around the outside of the table. 3. Find the box called Line Style on the toolbar. Click on the small arrow next to the field.

100

4. From the drop down list, choose the double line format.

5. Next to the Line Style box is the Line Weight box. Click on the arrow to the right of the box.

6. Choose the 1 point line.

7. The next button on the toolbar allows you to change the line color. Click once on it, and choose a dark blue.

101

8. Now that we have chosen the line format, we must draw these new lines on our table. You may have noticed that our cursor has become a pencil. Position your pencil in the upper left corner of your table, just above the Country cell. 9. Click, hold and drag the mouse across the top line of the table. You will see a gray guideline that tells you what you are changing. Release the mouse button when you reach the end of the line. The top border should have changed. 10. Continue around the edge of the table until all four sides have the new format. 11. Once you have finished making the changes, we have to turn the drawing tool off. Click the Draw Table button once to deactivate this function.

12. We want to add a background color to our title cells for contrast. Click just to the left of the first row to highlight it.

13. Click on the arrow by the Shading button.

102

14. Choose one of the grays. Now, click on the top row of your table to return to normal view and observe the shading. Now try exercise two.

Practical Exercise
1. Press the Insert Table button. Drag the pointer to create a 5 row by 4 column table. You will see the numbers change on the bottom a you move your pointer. 2. Enter the text exactly as seen below. 3. To make the text easier to read, change the text size of the entire table to 16. 4. Widen the columns as needed. 5. Open the Tables and Borders toolbar. 6. Use the Line Style field to select a dotted line. 7. Change the Line Weight to 2 . 8. Draw the dotted lines around the outside of the table. 9. Finally, add a gray background to the second and fourth rows. Your table should look like the one below.

103

Advanced Functions
First make sure the Tables and Borders toolbar is open. If not, click the button on the toolbar.

Lets explore some of the other buttons on this toolbar.

You can use the eraser to erase lines in the table, just as we used the pencil to draw them. Simply click and drag the eraser along the line you wish to erase. On the second row, this is the Merge Cells button. You can combine two or more cells in the same row or column into a single cell. For example, you can merge several cells horizontally to create a table heading that spans several columns. The next button is Split Cells. You can divide a cell into two or more rows or columns. The next button aligns your text within the cells. You have nine possible choices. Highlight the row or column you wish to align, then open the menu by clicking on the small arrow. The next two buttons align the size of your rows and columns evenly. Unless your rows are columns are uneven, you will notice no change when you press these buttons. The next button is for an Autoformat. Click on this button and a menu will appear.

104

On the left is a list of format names, on the right is an example of the format. Try one of the Colorful choices, and then click OK. This is the text direction button. Highlight your top row, and then press this button. Your text will now be vertical. These two buttons will sort your information either alphabetically or reversed. This button is for creating a simple sum formula. Skis Car DVD Player Total $135.00 $4500.00 $199.00

After you create your list, to find out the total of the prices column, click in the cell where you want the sum. Press the Sum button and Word will insert the amount for you. Skis $135.00 Car $4500.00 DVD Player $199.00 Total $4834.00

105

Viewing your document

There are several views for examining your document. They are all located in the View menu.

Normal view: You do not see the margins. Web layout: For viewing Word documents that will be used on the Web. Print layout: Same view as the Print Preview button. This is exactly what your document will look like on paper. Outline view: For formatting text and headings to different levels. Best for long documents. Full screen: Click the View menu again and you will see the Full Screen option near the bottom. It removes the toolbars and places the document on the entire screen. Return to a regular view by pressing the Escape key, or clicking the Close Full Screen button.

Drawing objects
To draw any object, you must use the Drawing toolbar. Press the Drawing button on the Standard toolbar.

The toolbar will open at the bottom of the page.

1. Well start with the basic drawing objects. Press the line button, and move the cursor to the page. 2. The pointer turns to a +. Press the left mouse button and hold it down. 106

3. Move the + to the point where you would like the line to finish. Release the mouse button.

+ 4. To move the line altogether, put the pointer directly over the line. The pointer should change to a four directional arrow.

5. Hold the left mouse button down, and drag the line to another location. 6. To change the length or direction of the line, move the pointer to one end of the line, directly on the small box.

7. Hold the left mouse button down and drag the end to change the length or direction.

8. Press the rectangle button on the Drawing toolbar. 9. The + will appear. Move it approximately to the point you want to begin the line. 10. Hold down the left mouse button, and move the mouse to form the rectangle.

11. Release the mouse button and the rectangle is done. 12. To move the entire rectangle, move the pointer to one of the sides, but not on the squares.

107

13. When you see the four directional arrow, hold the left mouse button down and move the rectangle to a new position. 14. To resize the rectangle, move the pointer to one of the corners. The pointer will turn into a two directional arrow. Hold down the left mouse button and drag the corner in or out to change the rectangles size.

15. The next button on the toolbar works similarly to the rectangle button, but forms an ellipse. Try to make a circle on your own. 16. There are other shapes you can draw as well. Press the Autoshapes button.

17. Once the menu opens, choose Basic Shapes.

18. You can use any of these pre-drawn shapes to add special drawing effects. They all function like the rectangle drawing function. 19. The last button in the Autoshapes menu is called Callouts, which are used to explain elements of a picture or drawing. You draw these like a regular rectangle, but a cursor will appear in the box when you are finished. You can adjust the position by clicking on the box and moving the small squares.

108

Heres an example of three types of Callout boxes.

The Callouts are a useful way to add text to objects. But how do you add text to Main must an object youve already made, perhaps a circle? To do that, you Rotor use the Text Box button on the Drawing toolbar. Tail Rotor

1. First, click one time on the Text Box button. Now locate the object to which you want to add text and click in the middle of it. A cursor will appear, and you Skids can add whatever text you need. 2. The next button is another text function, which allows you to create special text effects. You can create shadowed, skewed, rotated and stretched text, as well as text that has been fitted to predefined shapes. Keep in mind that a special text effect is a drawing object and not treated as text. You wont be able to check the spelling, or edit it as normal text. 3. To use it, press the Word Art button.

4. Choose the type you like from the pop up window and click OK. Delete the Your text here message, and type in your own text. When you are finished, press OK. If you made a mistake, or need to change your text, double click on your Word Art object.

109

Adding color
1. The button on the toolbar that looks like a small bucket is used for adding a background color, called Fill Color, to objects. Draw a rectangle, then press the small arrow next to the button. Choose a color from the palette (or None for no color). The rectangle is filled with that color. 2. The small paintbrush is used to add color to the lines around an object. Click on the arrow next to the button, and choose a color. The border of the highlighted object will change color. 3. The button that looks like a small letter A is used to add color to text. Highlight the text first, then choose a color to add. One note: if you are trying to use these buttons and they are grayed out or inactive, that means that nothing is selected in the document. Click on one of your drawing objects or highlight the text to activate the menus.

Working with lines

The next three buttons add formats to borders, arrows or lines.

1. The button with three lines of varying thickness allows you to choose how thick your line or border should be. Make sure an object is selected before you press this button. 2. The button with the varying line types is called Dash Style. This allows you to change the line around any object to dots or dashes. 3. The last button with the arrows is called Arrow Style. If you created any arrows (the button next to the Line button), this menu lets you format every part of them, head to tail. 4. The last two buttons add special effects. The second to last button is the Shadow Effect button. You can add a shadow to any drawing object you create, including text boxes, and you can change the size, direction and color of the shadows. To use this, click once on an object to select it. Press the Shadow effect button, and choose one of the shadow styles. To change the properties of the shadow, for instance adding color or changing the angle, press the Shadow effect button again and choose Shadow Settings from the bottom.

110

5. The middle four buttons of the Shadow Settings toolbar let you shift the shadow up, down, left or right. The last button lets you change the color of the shadow. 6. The final button on the Drawing toolbar adds a 3 dimensional effect to lines, Autoshapes and freeform objects. Simply click on an object to select it, then press the 3-D button. Choose the style of effect you want. An object can have either a shadow or a 3-D effect, but not both. If you apply a 3-D effect to an object that already has a shadow effect, the shadow will disappear. 7. Again, you can change all the properties of this effect once you have assigned it to an object. Click on the 3-D button again, and choose 3-D settings.

8. You can change the rotation of the object, change the depth of the effect, choose the direction of the light source and the color of the effect.

111

Advanced Drawing functions

1. We have a few buttons on the left end of the toolbar that are very useful. 2. The white arrow is used to select a group of objects. For instance, if you have created three objects, and would like to format them all identically, perhaps with a red fill color, and a thick blue line around them, it would be easier to select all three, then change the format. Otherwise, you have to do them one at a time. Click once on the white arrow. Now position the pointer above and to the left of the objects you want to select. Click and drag to draw a box around all the objects, which will appear as a dotted line. Once you have gone completely around all the objects, release the mouse button. All the objects within the box are selected.

3. Shift

Another way to select multiple objects is to press and hold the key while clicking on the needed objects.

4. The next button is called the Free Rotate button. It allows you to rotate an object to any angle you like. 5. Click once on an object to select it. Then press the Free Rotate button. You will now see four green dots around the selected object. 6. Move the mouse until it is over one of the green dots. Click and drag the object until the desired angle is achieved. Release the mouse button.

The Draw menu

112

1. Open the Draw menu by pressing the word Draw, the first command in the toolbar. A menu will open. Lets start from the top. 2. The first set of commands allows you to create and manipulate groups of objects. 3. The group function combines two or more drawing objects and lets you work with them as if they were one object. You can apply an attribute, such as shadow or line color to all the individual objects at once. The objects all resize, move, flip, and rotate as a group as well. Youll also find that grouping drawing objects is handy when making complex graphics. You can create groups with groups- a hierarchy of grouped objects. You can draw one set of objects and group them, then draw the next set and group them. That way, if you need to redo any portion of the drawing, you can ungroup one set of objects without disturbing the others. 4. To create a group, select two or more objects by pressing and holding the Shift key while clicking on the objects you would like to group.

5. Now open the Draw menu, and press Group.

6. Now all of the selected objects are contained within one border. You can rotate the whole thing, change colors, or any other attribute you like. 7. Once you have created a group, the Ungroup button will be active. Pressing this command will restore them to individual objects.

113

8. Once you have ungrouped, the Regroup function will be active. This allows you to recreate the group you destroyed. 9. Continuing down the Draw menu, the next command is Order. This allows you to change the placement of graphics and text in relation to one another.

10. Bring to Front or Send to Back moves the selected object in front of or behind the other object.

After Send to Back command: 11. Bring Forward or Send Back are used when you have several layers of drawing objects and want to move objects only one step at a time.

After Send Back command: 12. Bring in Front of Text or Send Behind Text allows you to order text and graphics together.

After Send Behind Text command:

114

The next command in the list is the Grid command. The drawing grid is an invisible network of lines that helps you align drawing objects, such as AutoShapes. As you drag or draw an object or an AutoShape, Word pulls it into alignment with the nearest intersection of gridlines. By default, gridlines are not visible on the screen, but you can display gridlines to view the drawing grid. The default spacing of gridlines is 0.13 inch, but you can change both the vertical and horizontal spacing between gridlines. Initially, the grid begins at the upperleft corner of the page (the 0 (zero)-inch point on the horizontal ruler) but you can change the starting point also. 1. Press the Grid button in the Draw menu. 2. If you want to change the spacing of the grid, press the up or down arrows in the Grid Settings section. 3. If you want to see the gridlines on the screen, place a check mark in the Display gridlines on screen box. 4. This is what they look like:

5. The next command allows you to nudge, or move an object in one-pixel increments. First select the graphic you want to move. Press the Draw button, and Nudge, then choose which direction. Another way to do this is to select an object, then press and hold the CTRL key while using the keyboard arrows to move the object. 6. Continuing down the menu, next is Align or Distribute. You can align or distribute two or more drawing objects relative to each other by their left, right, top or bottom edges, or by their centers (vertically) or middles (horizontally). Select two or more drawing objects. 7. Press the Draw menu, and Align or Distribute. Then click the alignment you want. 115

8. By default, drawing objects align in relation to one another. To align one or more drawing objects relative to the entire page, choose the Relative to Page command at the bottom of the list.

9. The Rotate and Flip command allows you to either do a free rotation, or do exact movements of the selected object.

10. Text Wrapping allows you to control the amount of white space around an object. First select an object, then choose Draw, Text Wrapping and one of the options. Here are some examples: Before Text Wrapping:

116

Text Wrapping Square or Tight effect:

Text Wrapping Behind Text:

Text Wrapping In Front of Text:

Text Wrapping Bottom effect:

Edit Points is used to reshape an object. This is helpful when editing complex drawings, or to change how text wraps around an object. Change AutoShape is used when you have created an Autoshape and want to change only the shape, not the attributes which have been assigned, such as color or line style. The final command in the Draw menu is Set Autoshape defaults. If you plan to draw several Autoshapes using all the same attributes, you can preset them. First draw the shape you want, and then format it, such as adding color or a line style. Now press the Set Autoshape Default button. Every shape you draw after that will have the same attributes as the original.

117

Advanced Microsoft Word Lesson 5

Electronic forms Types of forms Button types

Lesson 6
Macros Styles Creating a new style

Lesson 7
Templates Inserting a watermark Mail Merge

Lesson 8
Web Design Backgrounds Horizontal Lines Movies and Sounds

118

Forms
A form is a structured document with spaces reserved for entering information. You can use Word to create the following types of forms:

A form that is distributed on the Web. Users view and complete the form in a browser. When users complete the form they submit their information to a database on an HTTP server. Web or HTML forms use ActiveX controls. A form that users view and complete the form in Word. This form is distributed and collected by means of e-mail or a network share. You can use fill-ins, check boxes, and drop-down lists. For additional flexibility and more powerful controls, you can use ActiveX controls on the Toolbox toolbar. You can compile data from this form and then analyze it in Microsoft Access or Excel. A form that is printed and then filled in on paper. You can insert blanks for users to complete and check boxes that list choices, such as Yes and No.

Create a form
With Word, you can create forms for use in Web sites, forms you can view in Word and distribute through e-mail or post on your network, and forms that you can print and fill in. Designing a form for print or for viewing in Word To create a form, sketch a layout for the form first, or use an existing form as a guide for designing the new form. Decide whether you want a form that will be completed on screen using Word or on paper. Some advantages to using forms that users complete in Word are that Word can automatically verify user input (such as an employee number), update other fields based on the input in an associated field (such as the city and region associated with a particular postal code), and offer Help messages to make the form easier to fill out. Many forms, such as contracts, consist solely of text, with form fields inserted throughout the document so users can provide specific information. Other forms are based on a grid, in which you can combine features such as tables to align text, borders to designate text areas to be filled in, and shading to emphasize headings and other special elements that make the form more attractive and easier to use.

To make the form visually attractive and easy to follow, you can add borders and shading to key elements in the form. To add lines (borders) that Word can print between table cells or around tables and shading, select the item you want to emphasize, click Borders and Shading (Format menu), and click the options you want on the Borders tab and on the Shading tab. Word prints table gridlines by default.

119

Form fields in forms

You use the Forms toolbar to insert form fields in a form that users will view and complete in Word or in print. In the document, click where you want to insert the form field. Click Text Form Field To do this Insert a fill-in field where users can enter text. You can specify a default entry so that the user does not have to type an entry except to change the response. Insert a check box next to an independent option that you select or clear. Also, to insert a check box next to each item in a group of choices that are not mutually exclusive that is, you can select more than one. Insert a drop-down list box that restricts available choices to those you specify. If needed, a user can scroll through the list to view additional choices.

Check Box Form Field

Drop-Down Form Field

Note Before you make a form available to users, protect it by clicking Protect Form on the Forms toolbar. Protection allows users to fill in the form but prevents them from changing the form's layout and its standard elements. When you want to go back to writing or modifying the form, click Protect Form again to unprotect the form.

Add items to a drop-down list form field

1. Open the template that contains the form you want to change. 2. Remove protection from the form template by clicking Protect Form on the Forms toolbar. 3. Double-click the drop-down form field you want to change. 4. In the Drop-down item box, type the item. 5. Click Add.

120

6. Click OK.

7. Protect the form by clicking Protect Form on the Forms toolbar.

Note The first item in the Items in drop-down list box is the one that appears by default in the drop-down list. To move the most frequently selected item to the first position, use the Move arrow buttons.

Remove items from a drop-down list form field

1. Open the template that contains the form you want to change. 2. Remove protection from the form template by clicking Protect Form on the Forms toolbar. 3. Double-click the drop-down form field you want to change. 4. In the Items in drop-down list box, click the item. 5. Click Remove. 6. Click OK.

121

Add Help text to be displayed for a form field

1. Open the template that contains the form you want to change. 2. Remove protection from the form template by clicking Protect Form on the Forms toolbar. 3. Double-click the form field to which you want to add Help text. 4. Click Add Help Text. 5. To display Help text in the status bar, click the Status Bar tab. To display Help text in a message box when a user presses F1, click the Help Key (F1) tab. 6. Select the options you want.

Prevent users from changing a form containing form fields

After creating a form that users will view and complete in Word, you must protect it so that users can enter information only in the designated areas. 1. On the Tools menu, click Protect Document. 2. Click Forms. 3. To assign a password to the form so that users who know the password can remove the protection and change the form, type a password in the Password box. Users who don't know the password can still enter information in the form fields.

122

4. To protect the entire form, click OK. Tip When you are designing or changing a form, you can quickly protect the form or remove protection from it by clicking Protect Form on the Forms toolbar.

Saving the document template

1. On the File menu, click Save As.

2. In the Save as type box, click Document Template. This file type will already be selected if you are saving a file that you created as a template. 3. The default folder is the Templates folder in the Save in box. To save the template so that it will appear on a tab other than General, switch to the corresponding subfolder within the Templates folder. 4. In the File name box, type a name for the new template, and then click Save. 5. In the new template, add the text and graphics you want to appear in all new documents that you base on the template, and delete any items you don't want to appear.

123

6. Make the changes you want to the margin settings, page size and orientation, styles, and other formats. 7. Click Save, and then click Close on the File menu.

Fill in a form in Word

1. On the File menu, click New. 2. Click the template for the form you want to use, click Document under Create New, and then click OK. 3. Fill in the form by entering information in each form field. You can use the TAB and SHIFT+TAB or the arrow keys to move between fields. 4. On the File menu, click Save As. 5. In the File name box, type a name for the copy of the form that contains the information you entered. Note If you do not know what to enter in a form field, click the form field, and then check the status bar or press F1. The designer of the form may have added text to assist you.

124

What is a macro?
If you perform a task repeatedly in Word, you can automate the task by using a macro. A macro is a series of Word commands and instructions that you group together as a single command to accomplish a task automatically. Instead of manually performing a series of time-consuming, repetitive actions in Word, you can create and run a single macro in effect, a custom command that accomplishes the task for you. Here are some typical uses for macros:

To speed up routine editing and formatting To combine multiple commands; for example, inserting a table with a specific size and borders, and with a specific number of rows and columns To make an option in a dialog box more accessible To automate a complex series of tasks

Word offers two ways for you to create a macro: the macro recorder and the Visual Basic Editor.

Tips for recording a macro

Before you record or write a macro, plan the steps and commands you want the macro to perform. If you make a mistake when you record the macro, corrections you make will also be recorded. You can edit the macro later and remove unnecessary steps you recorded. Try to anticipate any messages that Word might display. For example, if your macro includes a command to close a document, Word asks you to save the document if it contains unsaved changes. To avoid this message, record saving the document before closing it. If the macro includes the Edit menu command Find or Replace, click More on the Find or Replace tab, and then click All in the Search box. If the macro searches up or down only, Word stops the macro when it reaches the beginning or end of the document and displays a message asking whether you want to continue searching. If you want to use the macro you're recording in other documents, make sure that the macro doesn't depend on the current document's contents. If you use a particular macro often, assign it to a toolbar button, a menu, or shortcut keys. That way, you can run the macro directly without having to open the Macros dialog box.

125

Record a macro in Word

1. On the Tools menu, point to Macro, and then click Record New Macro.

2. In the Macro name box, type a name for the macro. 3. In the Store macro in box, click the template or document in which you want to store the macro. 4. In the Description box, type a description for the macro. 5. If you don't want to assign the macro to a toolbar, a menu, or shortcut keys, click OK to begin recording the macro. To assign the macro to a toolbar or menu, click Toolbars. In the Commands box, click the macro you are recording, and drag it to the toolbar or menu you want to assign it to. Click Close to begin recording the macro. To assign the macro to shortcut keys, click Keyboard. In the Commands box, click the macro you are recording. In the Press new shortcut key box, type the key sequence, and then click Assign. Click Close to begin recording the macro. 6. Perform the actions you want to include in your macro. You can use the mouse to click commands and options, but the macro recorder cannot record mouse actions in a document window. To move the insertion point or select, copy, or move text, for example, you must use shortcut keys.

126

7. To stop recording your macro, click Stop Recording. Note If you give a new macro the same name as an existing built-in macro in Word, the new macro actions will replace the existing actions. For example, the File menu command Close has a macro attached to it called FileClose. If you record a new macro and name it FileClose, it becomes attached to the Close command. When you choose the Close command, Word performs the new actions you recorded. To view a list of built-in macros in Word, point to Macro on the Tools menu, and then click Macros. In the Macros in list, click Word Commands. Run a macro 1. On the Tools menu, point to Macro, and then click Macros.

2. In the Macro name box, click the name of the macro you want to run. If the macro doesn't appear in the list, select a different document, template, or list in the Macros in box. 3. Click Run.

Delete a macro
1. On the Tools menu, point to Macro, and then click Macros. 2. In the Macro name box, click the name of the macro you want to delete. If the macro doesn't appear in the list, select a different document, template, or list in the Macros in box. 3. Click Delete. Tip To delete multiple macros, hold down CTRL and click the macros in the Macro name box you want to delete, and then click Delete.

127

Templates
Every Microsoft Word document is based on a template. A template determines the basic structure for a document and contains document settings such as AutoText entries, fonts, key assignments, macros, menus, page layout, special formatting, and styles. The two basic types of templates are global templates and document templates. Global templates, including the Normal template, contain settings that are available to all documents. Document templates, such as the memo or fax templates in the New dialog box, contain settings that are available only to documents based on that template. For example, if you create a memo using the memo template, the memo can use the settings from both the memo template as well as the settings in any global template. Word provides a variety of document templates, and you can create your own document templates.

Create a document template

1. Do one of the following: To base a new template on an existing document, click Open on the File menu, and then open the document you want. To base a new template on an existing template, click New on the File menu. Click a template that is similar to the one you want to create, click Template under Create New, and then click OK. 2. On the File menu, click Save As.

128

3. In the Save as type box, click Document Template. This file type will already be selected if you are saving a file that you created as a template. 4. The default folder is the Templates folder in the Save in box. To save the template so that it will appear on a tab other than General, switch to the corresponding subfolder within the Templates folder. 5. In the File name box, type a name for the new template, and then click Save. 6. In the new template, add the text and graphics you want to appear in all new documents that you base on the template, and delete any items you don't want to appear. 7. Make the changes you want to the margin settings, page size and orientation, styles, and other formats. 8. Click Save, and then click Close on the File menu. Notes

To make AutoText entries and macros available only to documents based on this template, store them in this template, not in the Normal template. If you save a template in the Templates folder, the template appears on the General tab when you click New on the File menu. In Microsoft Windows 95 or 98, the Templates folder is located by default in either the C:\Windows_folder\Application Data\Microsoft folder or the C:\Windows_folder\Profiles\User_name\Application Data\Microsoft folder. In Microsoft Windows the Templates folder is located by default in the C:\Windows_folder\Profiles\User_name folder. If you want to create custom tabs for your templates in the New dialog box, create a new folder in the Templates folder and save your templates in that folder. The name you give that folder will appear on the new tab.

What is a style?
A style is a set of formatting characteristics that you can apply to text in your document to quickly change its appearance. When you apply a style, you apply a whole group of formats in one simple task. For example, you may want to format the title of a report to make it stand out. Instead of taking three separate steps to format your title as 16 pt, Arial, and center-aligned, you can achieve the same result in one step by applying the Title style. When you start Microsoft Word, the new blank document is based on the Normal template, and text that you type uses the Normal style. This means that when you start typing, Word uses the font, font size, line spacing, text alignment, and other formats currently defined for the Normal style. The Normal style is the base style for the Normal template, meaning that its a building block for other styles in the template. 129

There are a number of other styles besides Normal available in the Normal template. A few basic ones are shown in the Style list on the Formatting toolbar. You can preview and select others in the Style dialog box (Format menu, Style command).

Paragraph and character styles

A paragraph style controls all aspects of a paragraph's appearance, such as text alignment, tab stops, line spacing, and borders, and can include character formatting. If you want a paragraph to have a particular combination of attributes that arent in an existing style (for example, a bold, italic, center-aligned heading in the Arial Narrow font), you can create a new paragraph style. A character style affects selected text within a paragraph, such as the font and size of text, and bold and italic formats. Characters within a paragraph can have their own style even if a paragraph style is applied to the paragraph as a whole. If you want to be able to give certain types of words or phrases the same kind of formatting, and the formatting isnt in an existing style, you can create a new character style.

Create a new character style

1. On the Format menu, click Style.

2. Click New. 3. In the Name box, type a name for the style.

130

4. In the Style type box, click Character.

5. Select the other options you want, and then click Format to set attributes for the style.

Create a new paragraph style

The quickest way to create a new paragraph style is to format a paragraph, select it, and then base the new style on the formatting and other properties applied to the selected text. 1. Select the text that contains the formatting you want to use for your style. 2. On the Formatting toolbar, click inside the Style box.

3. Type over the existing style name to create the name for the new style. 4. Press ENTER. Note You can set additional formatting characteristics for paragraph styles, such as the style for the next paragraph. On the Format menu, click Style. Click the style that has the settings you want to change, click Modify, and then select the options you want.

131

Modifying a style
To quickly change all the text that is formatted with a particular style, you can redefine the style. For example, if your main headings are 14 pt Arial, flush left, and bold, and you later decide you want your headings to be 16 pt, Arial Narrow, and centered, you don't have to reformat every main heading in your document. Instead, just change the properties of that style. Modify a style Note that when you change a formatting element of the base style in a document, all styles that originate from the base style in that document will also reflect the change. You can also have Word modify a style automatically, meaning that Word detects when you alter the formatting of text containing a style, and then automatically updates the style. When Word automatically updates the style, all text formatted with that style is updated to match the formatting of the text you just changed. 1. On the Format menu, click Style. 2. In the Styles box, select the style you want to modify, and then click Modify.

3. Click Format, and then click the attribute such as Font or Numbering you want to change. 4. Click OK after you've changed each attribute, and then repeat for any additional attributes you want to change. Tip To use the modified style in new documents based on the same template, select the Add to template check box. Word adds the modified style to the template that is attached to the active document. 132

Apply a different style

1. Do one of the following: To apply a paragraph style, click the paragraph or select the group of paragraphs you want to change. To apply a character style, click the word or select the words you want to change. 2. On the Format menu, click Style. 3. In the Styles box, click the style you want to apply, and then click Apply. If the style you want is not listed, select another group of styles in the List box. A paragraph mark appears to the left of each paragraph style. A bold, underlined letter "a" appears to the left of character styles. Tips

To quickly apply a style, select a paragraph or character style in the Style box on the Formatting toolbar. Learn about previewing styles using the Style list.

Delete a style
1. On the Format menu, click Style. 2. In the Styles box, click the style you want to delete, and then click Delete. Notes

If you delete a paragraph style that you created, Microsoft Word applies the Normal style to all paragraphs that were formatted with that style and removes the style definition from the template. If you click Styles in use in the List box, you can delete some built-in styles from a particular document. (Two exceptions are the Normal style and built-in heading styles.) Word applies the Normal style to all paragraphs formatted with the style you deleted but retains the built-in style definitions in the template. You can make the built-in style available again by clicking All Styles in the List box.

133

What is a template?
A template is a combination of all the different facets of your Word document: not just text, but all graphics, formats, toolbars, styles and even macros. Every document is based on a template, even if you haven't selected one. By default, every document in Word will open with Normal.dot, unless you select a different template. You can create your own, or Word has several pre-designed templates waiting for you in the memory of the computer.

Why use a specially-designed template?

For instance, if Dr. Kennedy has a special Marshall Center letterhead that he uses when writing to foreign dignitaries, he can save a template with the Marshall Center logo, a watermark and his address and signature block, rather than retyping the whole letter every time. Let's try to create our own. 1. Open Word, and a new document will appear by default based on the Normal.dot. (The extension .dot refers to template; .doc refers to a regular document.) 2. The first thing we would like to do is insert the Marshall Center logo. Click on the Insert menu, then Picture, From File. 3. In the Insert Picture dialog window, open the list next to Look In: and find the CISS Students G: drive.

134

4. From this drive, open the Computer Lessons folder. At the bottom of the list you will see the Marshall Center logos. Click on GCMC Logo3 and the Insert button. 5. The logo will be inserted in the document, but we must change the size. Click on the logo so that you can see the 8 square dots on the corners of the logo. Move your cursor to one of the corner dots (using the corner dots keeps the picture proportional when you change the size), and click and drag to change the size of the logo. 6. We would like to add text below the logo: click directly below the logo to position the cursor. Now we will type in Dr. Kennedy's address. Type the following: Dr. Robert Kennedy Office of the Director George C. Marshall Center 7. We would like to insert the date automatically every time the letter template is open, rather than typing it in ourselves. Position the cursor where you would like the date to be inserted to the right of the address is generally a good place). 8. Now press the Insert menu, and the Date and Time command. A list will open of all the different possible date formats. Choose the appropriate type, for instance 8.8.00. Now the date will be automatically updated each time the template is opened.

135

Your letterhead should now look something like this.

9. Press Enter again to move the cursor down a line. Now we can add the text Dear ____, Because this is a template, all we need to add is the cues so we know where to add text. Every letter usually begins with the salutation Dear so and so, thus we will leave that in the body of the letter. 10. The text of the letter will always be changing, so all we need to add is the Director's signature block at the end of the letter. Every letter will end with the following text: Sincerely, Robert Kennedy, Ph.D. Director of the Marshall Center 11. Once we have added this text at the end, we can add a watermark as a special background to our letter. A watermark can be made from any picture or graphic, but the colors are faded so that it doesn't interfere with the text. 12. Click on the View menu, and choose the Header and Footer command. A watermark effect has to be added though the Header. 13. A new toolbar has opened. Click on the Show/Hide Document Text button.

14. Now we will insert the black and white version of the Marshall Center logo. Click on the Insert menu, and Picture, From File. Open the CISS Students G: drive and the Computer Lessons folder. Choose GCMC logo4_b&w.jpg and press the Insert button.

136

15. Now click once on the logo to select it. Open the Format menu and the Picture command. Click once on the Picture tab and under the Image Control portion of the window open the Color menu. Select the watermark option and press the OK button.

137

16. We must change the size of the logo to fit the page. Increase the size and align the logo to the center of the page so that it is positioned in the middle. 17. The next step is to format the text wrapping function so that text will appear over the watermark. With the logo still selected, click on the Text Wrapping button on the Picture toolbar, and choose the Edit Wrap Points command. The border around the logo has changed to a red dashed line.

18. Click again on the Text Wrapping button, and choose the None command. Press Close on the Header and Footer toolbar to return to a normal view. The text should flow directly over the background picture now.

19. If you want to see a preview of your work, click on the Print Preview button in the toolbar. Press Close when you want to return to a normal view.

20. Now we must save our work as a template. Open the File menu, and press the Save As command. 21. In the bottom of the window, open the Save As Type: menu, and choose Document Template (*.dot) from the list. The Save In location will change by default to the Templates folder. This is the best place to save all templates created in Word, because this makes them much easier to find. We will demonstrate why when we open our template again.

138

22. Give your template a descriptive name, for instance Director Letterhead and press the Save button.

23. Let's close the template we have created, and try to open it again. Click on the lower X to close the document. All templates must be opened through the File menu. Click on the New command, and a dialog window will open. 24. You will see your template listed under the General tab. If you want to use the template to write a letter, simply click on Ok and add the necessary text. If you want to edit the original template, you must open it as a template, by deselecting Document, and choosing Template.

139

Mail Merge
1. Now we are ready to use our new letterhead. If you frequently send letters to the same people, Word allows you to automate the entry of addresses into a letter through the mail merge function. This function can be a tremendous time saver, and help prevent misspellings. 2. Keep your new template open as a document. 3. Click on the Tools menu, and then the Mail Merge option. 4. First we must choose what to create. Click on the Create button, and choose Form Letters from the list.

5. Word will ask where you want to create this, and we want to change the Active Document. The active document is now our Mail Merge document.

140

6. Click the Get Data button. To create a new list of names in Word, click on Create Data Source. The Create Data Source dialog window will open.

7. Word has already created several fields for you. We can remove some of them, for instance Job Title, and Company. Simply highlight the field name you want to remove, and press the Remove Field button. When you are ready, press OK.

141

8. Now the Save As dialog window will open. You must choose where to save your new data record. The best place is in The My Documents folder, which should open by default. Give the new file a descriptive name, for instance Address Book and press Save.

9. The next dialog box will inform you that your data file has no records. Press the Edit Data Source button.

10. In the next window, simply type in the information of the people you want to include in your address book. For instance: First Name: Pablo Last Name: Carli, Address1: Kreuzstrasse 27 City: Garmisch Postal Code: 82467

142

11. After you have entered all the information for the first record, press the Add New button. Enter the following data: First Name: Debbie Last Name: Myrom Address 1: Bahnhof strasse 54 City: Garmisch Postal Code: 82467 12. Now press OK. 13. We are ready to insert our fields into the letter. Put the cursor where you would like the recipient address to start. 14. A new toolbar has opened up. Press the Insert Merge Field button, and choose First Name from the list. You will see a data field appear in your letter. Now enter one space, and press the Insert Merge Field button again. This time we want to enter the Last Name.

143

15. Press Enter, and repeat the process to add the Address 1 field on one line, with the City and Postal Code directly below it. Don't forget to add a space between the City and Postal Code fields. Now that we have added all our data fields, we can retrieve the data to see how our letter will appear. 16. Press the Mail Merge button on the toolbar to insert the different fields of data. A dialog window will appear to ask you which records to merge, and you can choose All Records, or designate which ones to add by number. Press the Merge button to complete the task.

17. Once your document and the data fields are merged, we have a new Form letter document. We can save our new document, or simply print it.

144

About creating a Web page

You can use Microsoft Word to create Web pages in the same way you create regular Word documents. To get you started, Word offers some easy ways to begin your Web page. Create a new Web page by using the Web Page Wizard By using the Web Page Wizard, you can create a single Web page or an entire Web site. You can add existing Web pages and Word documents to your Web site. Add a theme and use frames to make your Web pages more engaging. Create a new Web page based on a Web page template When you use a Web page template, Word will make features that are not supported by your target browser unavailable so that you can design great-looking Web pages without having to worry about how your formatting will look in a Web browser. You can change your target browser or turn the browser setting off. Add a theme and use frames to make your Web pages more dynamic. For a more advanced layout without using the Web Page Wizard, design a frames page for your Web page. Create a Web page from an existing Word document Save an existing document as a Web page to quickly get your Word documents ready for copying to the Web or an intranet.

Create a Web page based on a template

1. On the File menu, click New. 2. On the General tab, click Web Page to open a blank Web page.

145

Choose a default theme for a document or Web page

Adding a theme is the fastest way to choose a background for your web page. The theme not only includes a background pattern, but also the fonts, font sizes, colors, bullets, horizontal lines and hyperlinks effects for you. 1. Open a document or Web page, or create a new one. 2. On the Format menu, click Theme. 3. In the Choose a theme list, click the theme you want.

4. Click Set Default. Tip You can apply a theme to an entire Web site by using the Web Page Wizard (File menu, New command, Web Pages tab). It is very important to save the changes to your web page and frequently, and then view your changes in the browser. This way, you can ensure that all the changes to your web page can be viewed over the Internet, and you can troubleshoot as you build your page.

146

Save a Word document as a Web page or a frames page

1. On the File menu, click Save as Web Page.

2. If you want to save the document in a different folder, locate and open the folder. 3. In the File name box, type a name for the document. You can use long, descriptive file names if you want. 4. Click Save. At this point, you can start adding your web page content. It is important to plan in advance the layout of your pages and the content of each page. In this example, you can create a basic personal web page. The layout of the first page will be as follows (the information in parentheses is an example of possible text):

147

TITLE OF PAGE (My Web Page) SECTION 1 Content Link Back to Top SECTION 2 Pictures Link Back to Top SECTION 3 Content Link Back to TOP The section after the title will be used as a table of contents for the rest of the page, so that the visitor does not have to scroll through the entire page looking for what interests them. You can now begin by typing the title of your web page. It is best to use the text styles available through the style menu, for instance Headings 1, 2, or 3. You can then add horizontal lines between your sections to add a visible organization. SECTION 1(Education) SECTION 2 (Photos) SECTION 3(Contact Me)

148

Add a horizontal line to a Web page

1. Click where you want to insert the line. 2. On the Format menu, click Borders and Shading.

3. Click Horizontal Line. 4. Click the line that you want to insert, and then click Insert clip (the top button). After the horizontal line, you can add the content for the first section, for instance: Education. Add whatever information you want to appear on your page. Insert another horizontal line to separate the first section from the second. In this example, the second section will contain photos. It is best to place all of your photos for your web page in the same folder where you saved your web page. This way, when your pages are uploaded to the Internet all of the necessary files will be available.

149

Insert a picture from your computer

1. Click where you want to insert the picture. 2. On the Insert menu, point to Picture, and then click From File. 3. Locate the picture you want to insert.

4. Double-click the picture you want to insert. You can add as many pictures as you like, but be aware that each picture will increase the overall size of your web page, and the amount of time it will take to load. Try to use only the JPEG or GIF picture formats. Insert another horizontal line using the previous steps. Now you can add the third section, which in this example is Contact Me. You can include your email address, and any other information about how people can contact you. Please remember that once your page is on the Internet, anyone can view it, so be careful not to give out TOO much information. At this point, you are ready to create the bookmarks and hyperlinks to your table of contents.

150

What is a bookmark?
A bookmark is an item or location in a document that you identify and name for future reference. You can use bookmarks to quickly jump to a specific location, create cross-references, mark page ranges for index entries, and so on.

Add a bookmark
1. Select an item you want a bookmark assigned to, or click where you want to insert a bookmark. In this example, you will use the lower three headings of each section. Do not create the bookmarks in your top table of contents; these will all be hyperlinks to the lower bookmarks. 2. On the Insert menu, click Bookmark.

3. Under Bookmark name, type or select a name, for instance Education. 4. Click Add. Note Bookmark names must begin with a letter and can contain numbers. You can't include spaces in a bookmark name. However, you can use the underscore character to separate words for example, "First_heading." After creating the bookmarks for the three lower section headings, you should now create the hyperlinks in the table of contents that will point to the lower sections.

151

Insert a hyperlink that goes to a specific location in this document (a bookmark)

1. Highlight the first section heading in the table of contents (Education). 2. Click Insert Hyperlink.

3. Click Bookmark, and then select the bookmark you want.

152

4. Press OK on both screens to create the link. The text will change color and now will be underlined. You must repeat this process for every link that you want to create in the table of contents, selecting each one in turn and repeating the steps, choosing the appropriate bookmark each time. Once you have created the table of contents link, you should check your work in the browser.

Preview a document as a Web page

Use this procedure to preview your document or Web page in your default Web browser.

On the File menu, click Web Page Preview.

Another useful function on your web page is to create links back up to the table of contents, usually a Back to top link.

153

Type the desired text after the first section, but before your horizontal line, just like the example given in the beginning of the lesson. In order to create the link here, you must first create the bookmark at the top of the page. Highlight your page title, and then follow the steps to create a bookmark called top. Now you may create a hyperlink from the Back to top text to the bookmark named top, following the above steps to create a hyperlink to a bookmark. Copy and paste the link Back to top into each section that requires it. Be sure to save your work frequently, and preview your page again in the browser to test the new links. Here are some additional features you can add to your page. One warning: movies and sounds will greatly increase the size of your web page, and may not be viewed by all visitors. Think carefully who your target audience will be, and whether they will be able to view these large files. You must open an additional toolbar to use these functions. Open the View menu, then Toolbars and choose Web Tools.

Add a movie to a Web page

1. On the Web Tools toolbar, click Movie. 2. In the Movie box, type the path or Web address of movie file you want, or click Browse to locate the file. the

154

3. In the Alternate image box, enter the path or Web address of the graphics file that you want to designate as a substitute when the user's browser doesn't support movies or when the user turns off the display of movies. 4. In the Alternate text box, enter the alternate text that you want to appear in place of the movie or alternate image. 5. In the Start list, do one of the following. Click Open to play the movie when the user downloads the Web page. Click Mouse-over to play the movie when the user moves the mouse pointer over the movie. Click Both to play the movie in either scenario.

6. In the Loop box, enter the number of times you want the movie to repeat. Note To review the movie while you are authoring the Web page, right-click the image representing the movie, and then click Play.

Add a background sound to a Web page

1. On the Web Tools toolbar, click Sound. 2. In the Sound box, enter the path or Web address of sound file you want, or click Browse to locate the file. 3. In the Loop box, enter the number of times you want the background sound to repeat. the

155

Notes

To turn off a background sound while you are authoring a Web page, switch to Design mode. To turn on a background sound, exit Design mode. For others to hear background sound, they must have a sound card installed on their computers and their Web browser must support the sound format of the file you inserted. You can insert sound files in WAV, MID, AU, AIF, RMI, SND, and MP2 (MPEG audio) formats. The background sound plays automatically every time your page is opened or returned to. To prevent repetition, insert a hyperlink that the user can click to download the sound file. When selecting Infinite for a looping option, keep in mind there is no way to stop the sound when viewing the page in a Web browser.

Remove a movie, background sound, or scrolling text from a Web page

1. In design mode, click the movie, background sound, or scrolling text that you want to delete. 2. Press Delete.

156

PowerPoint

Lesson 1
Title Slide

How to work with Clip Art Adding a design template

Lesson 2
Inserting a Picture Organizational Chart Animation

Lesson 3
Transition between slides Timing practice Pack and Go

157

Getting started
1. Open the program Microsoft PowerPoint by using the desktop icon or the Start menu. 2. A window appears. Create a New Presentation Using Blank Presentation. Click on Blank Presentation, then OK.

3. To create a new slide, select one of the 24 layouts and choose one. Our first slide should contain information about the presentation, and information about yourself. Choose Title Slide in the upper left corner and press OK. If you do not like one, pick the closest match, then resize or remove any of its parts until you have the right mix.

158

4. Our first slide opens.

This is where you edit the slides. This is the outline of your text.

This is where you add speaker notes.

5. All the slide layouts represented in the New Slide Dialog Box except for the one labeled Blank feature clearly identified boxes or frames. Their labels invite you to do things: Click to add title, for example. Click anywhere inside a box. The instructional message disappears, and a typing insertion point awaits your instructions.

159

6. Type My Day in Garmisch in the first box. 7. Click in the second box and the cursor will appear. Type your first and last name. Then press the Enter key and type in todays date. The red underlining tells us that Word doesnt recognize these words in the dictionary. 8. Now you can change the properties of your text, for instance size and color. Remember that you must highlight the text first, then you can make changes. 9. In PowerPoint, the easiest way to select all the text in a box is to click on the box and simply press the Ctrl and A keys on the keyboard at the same time. All the text will be highlighted. 10. Now we will cover some of the features of the toolbar. The following buttons are the same as in Microsoft Word.

Formatting Text
11. You can change your font and font size just like in Word.

12.

Choose Bold, Italic or Underline.

13. To add more excitement to a title, click the Text Shadow Button. These drop shadows create the illusion that your letters are floating above the surface. 14. Line up the text to the left or center it.

160

15. To increase and decrease your font size, use these buttons. If you are not sure what size you need, you may end up wasting time trying out different options in the Font field list. 16. In order to color the heading, click on the Format menu and select Font. 17. Click on the arrow next to Color.

18. Change the color of the title to Blue. 19. There is a short list of colors that match the current template, or you can click More Colors to choose from a dialog box with hundreds of available colors.

161

20. Click on the hexagon of your chose and press OK. The text will change to the new color.

Design Templates
21. We want to put a background with our slide. Click on the Format menu, and Apply Design Template.

22. In the left window you will see a list of the names of templates. In the right window is an example of each. Try each to see the different effects. 23. Choose a background from the list and click Apply.

24. If you dont like your changes, press the Apply Design Template button once more and choose another type. Press Apply. 25. This background will be automatically inserted into every new slide. 26. We want to add a new slide. Press New Slide on the toolbar.

162

27. You will see the title of the slide in the lower right hand corner. Choose Text & Clip Art and click OK.

Bulleted Lists
28. Type My Day in Garmisch in the first block. 29. Click on Click to add text. Type in the following: I get up too early. I drink too much coffee. I listen to many lectures.

30. Highlight all the text and use these buttons to increase paragraph spacing and decrease paragraph spacing. 31. We call these symbols bullets. We will change the bullets to match the example. A) Click on the line you want to change. B) Click with the right mouse button. C) Highlight Bullets and Numbering and click the left mouse button. A window will open, we now have two options. 1. The first button is the Picture button. Press this . 2. A window will open that has several different types of colored bullets.

163

3. Click on the one you want and a small menu will open to the side. Press the top icon to insert this bullet into your presentation.

164

OR 1. Press the Character button. 2. Choose Bullets from: Wingdings. 3. Choose the appropriate symbol. Press OK. 4. Change each bullet to a different face. 32. Double click on the frame Double click to add clip art. The following window will open.

33. Click on any category to open it, and see a listing of all pictures within that title. When you see one that you like, simply click on it to select it.

165

34. Press the top button, which is Insert. frame.

Your picture will appear in the

35. If you dont like the picture you have chosen, simply double click on the picture to open the ClipArt menu. Choose another picture and press the Insert button.

36. Save your presentation normally (like Microsoft Word) with the save button or File, Save as Garmisch and your student number i.e. Garmisch 03 . Save in the My Documents folder.

166

Slide Views
37. Now we will view our slides. PowerPoint gives you five different views of your presentation, and each one is useful for a different task. A. The first view is the Normal view, which appears by default. It really has three different views in one, the outline, notes and slide view. B. The second button is the outline, with a small version of the slide and notes to the side. This view is good for changing your words. C. The slide sorter view is a visual overview of your entire presentation. You can barely read the text (which is fine because you are looking at the big picture, such as layout consistency, not details).

D.

This view is the best for editing one slide at a time.

E. This is the actual Presentation view. Keep clicking the mouse to go through all of your slides.

167

Organizational Chart
1. Open your presentation: Garmisch XX. 2. Add a new slide to the My day in Garmisch presentation. (Look in Lesson 1 if you dont know how to do this.) 3. Choose an AutoLayout: Organization Chart.

4. Double click on the title and type in: Organization of the Marshall Center. 5. Double click to add org chart.

6. If you want to type in Russian you must choose the appropriate font. Click on the Edit menu and Select All. All the text will now be highlighted. Click on the Text menu and choose the Font command. Choose Courier CTT or Pragmatica CTT and press OK. 7. Click in the first field and simply type the new information on top of the old information. The name and title of the position are required, but you may fill in the remaining fields if you wish.

168

8. Type in the following:

9. To add another field, choose the appropriate type from the list. Then click on the field to which the new one should be attached.

When you are finished click File, then click Close and return to.

Inserting Graphics
10. Now we want to insert the logo for the Marshall Center into the slide. Press on the word Insert in the menu bar and then highlight Picture and then click on From File.

169

11. Open the CISS Students G drive and then open the folder Computer lessons.

12. Find the file GCMC Logo1 and press the Insert button.

13. If necessary, you can resize the picture by clicking and dragging on one of the squares in the corners of the picture. Move the picture to the upper left hand corner of the slide. 14. We want to add the flag of the USA to the presentation. Press the Insert menu, Picture, From File.

170

15. Open the CISS Students G drive and open the folder Computer Lessons, then the folder Flags. 16. Find the file USA Flag1 and press the button Insert. Flag 1 is the smaller version and Flag 2 will be larger.

17. Move the picture to the upper right hand corner of the slide. 18. We want to add a new slide. Press the New Slide button on the toolbar. 19. Choose an AutoLayout: Blank Slide.

171

Creating your own background

20. We want to add a map as a background to create a slide which exhibits some cities in your country. Choose the Format menu and the Background command. A menu will appear. OR simply right click the mouse on a blank portion of the slide and choose the Background option from the menu. This is the background main menu. 21. Click on the arrow to view another menu. Press the last command Fill Effects.

22. Choose the Picture tab and press the Select Picture button. A window will appear with the contents of your computer. 23. Open the CISS Students G drive and then the folder Computer Lessons. In this folder you will see the Maps folder. Choose the political map of your country and press the Insert button. 24. Press the OK button in the first window. In the main Custom Background window, we must check the box in the lower left hand corner to make sure we only have one background on the screen. Since we already added a Design Layout, when we add the map they will both be on the slide unless we exclude the Design Layout. Press the Apply button when ready. The Apply to All button means the changes will be applied to the entire slide presentation.

172

25. Now that our map is on the screen, we want to add three arrows to highlight three different cities that we will talk about during the presentation. The drawing toolbar is open at the bottom of the screen. Click on the Arrow button. 26. Move your cursor onto the screen, and simply click and drag to draw the first arrow. 27. We want to add another two arrows to the slide. Click again on the arrow button to add the second and third arrows in different locations on the slide. 28. The arrows are very thin and hard to see, but we can format them. If we want to format all three arrows at the same time, the easiest way is to highlight all three at once. Press and hold the Shift button on the keyboard while clicking on each arrow. To format them, click on the 3 Arrow button, and then the More Arrows command.

The Format Autoshape window will open. Open the Style window by clicking on the small arrow and choose the 6 pt line. Then press OK.

173

Animation
29. Its time to add animation. Click on the Animation button to open a new toolbar. 30. Click on the Custom Animation button to open another window.

31. When the Custom Animation window opens, click in the box next to Line 1 to select it. This will be the first object we animate.

32. Under the Effects tab, choose the Spiral effect. You can add a sound from the menu directly underneath the Effect menu, for instance Drum Roll.

33. Then click in the box next to Line 2 to select it.

174

Repeat the steps to select the Spiral effect and the sound of the Drum Roll. 34. Click in the box next to Line 3 to activate it, and choose the same effects. 35. Now open the Order and Timing tab.

36. Check the order of your effects. If you want to rearrange the order, simply highlight the object name and press the up or down arrows to change the order. 37. If the order is correct, now we can choose how the animation will begin. There are two choices: On Mouse Click or Automatically. We recommend that you advance each effect by a mouse click; this way, you know exactly when each effect takes place and your presentation does not get away from you. 38. When you think you are ready, press the Preview button to check your animation effect. You can always change the order again in the Order and Timing tab, or change the effect under the Effect tab.

175

Slide Transitions
1. Press the Slide Sorter View button. Select the first slide in the presentation. 2. Open the Effect menu by pressing the Slide Transition button. We will explain the different effects.

3. Effect: Try various ones to see the effect. In movies and television shows, transitions between scenes have become an art form. It can't be midnight in one scene and bright daylight in the next, a fraction of a second later. There are dozens of techniques to make these transitions smooth and natural, and some are more creative than others. Sometimes a scene briefly "fades to black" (especially in those juicy love scenes) before the next one appears. Occasionally, you see an overlap between the two scenes, which makes the exiting scene look a bit transparent while the new scene comes into focus. These effects are added in at the editing phase. And now you can play movie editor, too, because PowerPoint offers 46 different transitions you can use in your presentation. Strictly speaking, there are 13 types of transitions, each with several variations. What they all have in common is the gradual transformation from one slide to the next: Before you can apply a transition to a slide, you have to switch to Slide Sorter view. Once you've done that, you can right-click any slide and choose Slide Transition from the shortcut menu. You'll see a dialog box . When you add one of these effects, it defines how the slide you're pointing to will make its entrance. To control how a slide leaves the screen, just click the next slide in the presentation.

176

Blinds. Just like your window treatments, these come in the horizontal or vertical variety, gradually opening until you see the entire new slide. Box. A square shrinks into the center of the slide or grows to show the entire slide. Checkerboard. Small squares cover the new slide, then disappear either sideways or downward. Cover. The new slide "flies" in from the top, bottom, sides, or corners, and covers the previous slide. Cut. This is a more abrupt transition, lacking the animation of the other transitions. Dissolve. Tiny dots that make up the new slide gradually take over the previous one. Fade through black. A familiar Hollywood "fade-in" effect. The new slide materializes from black. Random bars. Thick and thin lines (vertical or horizontal) gradually, display the new slide. Split. Think of it as pulling curtains over your slide, vertically or horizontally. Strips. The new slide reveals itself by covering the previous one in a diagonal direction with a jagged edge. Uncover. Unlike Cover, where the new screen flies in all at once, Uncover does a little striptease, peeling off the on-screen elements gradually, in any of eight directions, as the new slide reveals itself. Wipe. Slowly reveals the new slide, as if you were gradually sliding a dark cover sheet from in front of a picture. Random Transition. Feel like gambling? Select this oneevery time you run the show, you'll get different transitions for different slides. Great if you're trying to annoy your audience. No Transition. You can have sound when your slide or words appear. Click on the arrow and choose a sound.

177

4. Text build effects. There are ten categories, but really only two methods: your words can either fly in, already formed from any direction, or materialize out of thin air and form their shape on-screen. The menu is located to the right of the Slide Transition menu.

5. It is important to pick the appropriate type of slide for this effect: there must be text on the slide or this menu will not be active. For instance, click on the slide with the bulleted list. 6. Now press the small arrow next to No Effect, and choose one from the list. There will be a brief demonstration of all the transition effects added to that slide.

Timing Practice
1.

In order to rehearse your presentation, press the Slide Sorter View button.

2.

Press the rehearse timing button on the toolbar.

3. The first slide comes up showing a running digital stopwatch in the upper left corner. Start giving your presentation, just as you would in front of a live audience, and PowerPoint will keep track of your progress. Click the left mouse button when you are ready to move to the next slide.

178

4. The total time of your presentation is kept on the right clock. The left clock records the time for the current slide. 5. If you make a mistake, click here to reset the clock to 0:00 for the current slide. 6. 7. Press this button for a pause. Click here to move to the next slide.

8. When you have come to the end of the slide show, a question will appear.

9. If you answer yes, these times will be added under each slide in the Slide Sorter view. You can use them to set your presentation to advance itself automatically. This is only recommended if you know exactly how long you will be talking on each slide, and that you will not interrupted by questions or pauses. If not, your presentation may continue on when you are not ready.

Special Tools
1. During your presentation you can use an electronic pen to highlight something important. 2. Go to Slide Show View on the lower slide sorter toolbar. 3. Move the mouse a little to make a button appear. Press on the button in the box in the lower left corner. 4. A pop-up menu will appear. 5. Click on the Pointer Options command, then Pen to change the arrow to a pen that you can write on the screen with. 6. To change the color of the pen, highlight Pointer Options, Pen Color and choose your color. 179

7. To erase your marks, click on the presentation tools button, then Screen, then Erase Pen. 8. To change the pen back to an arrow, open the Pointer Options menu and click on Arrow. 9. For no pointer, select Pointer Options, Hide Now. The arrow will reappear when you move the mouse. 10. To exit the slide show at any time, click on End Show.

Pack and Go
The Pack and Go Wizard assembles your presentation for taking to another location.

1. Pack and Go is a five step process. 2. Choose the active presentation or one on file.

180

3. Choose your destination. At the Marshall Center you can save on a floppy A:\, hard drive C:\, or the network G:\.

4. You can link to your other files (Word, Excel, video clips, etc.). These files are included into the Pack and Go. If the presentation is too big for one floppy, it will ask for more floppy disks. If you need the fonts you used click on Embed True Type Fonts.

181

5. If you have the same version of PowerPoint, the computer will simply compress the presentation. If you don't have PowerPoint or you have an older version, you may add the PowerPoint Viewer (a program which shows slides). If you aren't sure if you have PowerPoint installed on the computer where you plan to show the presentation, you need to add the Viewer. If you only have Windows 3.1 press the ? help button.

182

6. Now click on the Finish button in the lower right corner to really finish.

7. Please stand by.

8. Your presentation is ready to travel. Press OK. 9. To test your pack and go let us open it up to see if it works. Open Windows Explorer and locate the file Pngsetup.exe (this is the name of all packaged presentations). Double click on it to open it.

10. Choose your destination folder.

183

11. Pack and go uses a generic file name so if you have another presentation it will be deleted. Simply change the folder.

12. Complete! Now for the slide show without PowerPoint

184

Microsoft Excel

Lesson 1
What is a spreadsheet? Entering information Formulas

Lesson 2
How to create a folder Adding color Using functions

Lesson 3
How to attach a file Different types of charts Adding pictures to your chart

185

How to open Microsoft Excel.

Double click on the icon. Or press the Start button, Programs, and click on Microsoft Excel.

What is an electronic spreadsheet?

An electronic spreadsheet is made up of columns and rows that form a grid. The junction of columns and rows is called a cell. You can enter data into any cell. Columns are designated by the letters A, B, C

Rows are numbered 1, 2, 3 The intersection of a row with a column is called a cell. You need three things to work with Excel: 1. Numbers represent Amounts or Lengths such as $54.03 or .0088. 2. Labels simply identify what your numbers mean, for example, Money, Salary, Weapons and so on. 3. Formulas let you calculate new results based on numbers that you use. Formulas can simply add two numbers or complete very complex types of long calculations. Functions are prepared formulas which are in Excel, for example, square roots.

186

1. Cell 2. Cell Name Box 3. Worksheet tab 4. Formula Bar

How to format a table

1. Click on the empty box next to the letter A and above number 1. The entire table becomes gray. Now you can format the cells. 2. To change the font, click on the arrow next to the font name. A list will appear. 3. To change the size of the text, click on the arrow next to the number, just like in Word, and change the size. 4. To unhighlight the table, click anywhere on the sheet.

187

Entering text
1. Click on A1. Type the word Date and click Enter. This is the label of column A. In this column you will enter numbers and days of the week. 2. Click on B1. Type the words Exchange Rate and click Enter. In this column we will enter the exchange rate of dollars to Euros. 3. Click on C1. Type the word Quantity and click Enter. In this column we will enter the quantity of dollars. 4. Click on D1. Type the word Euros and click Enter. In this column we will enter the results of the calculations (how many Euros you will have).

Alignment of text
Entered text will align to the left automatically. To change the alignment, highlight all the cells which you want to format, click on the Format menu, then the Cells command, and then click on the Alignment tab.

Click on the arrow next to General. A list will appear.

Choose Left, Right or whichever alignment you need. Then press Ok.

188

Adjusting column widths

You can regulate the width of the columns, by moving the cursor on the border between the heads of the columns.

1. Left click the mouse, hold the left button down, and move the mouse to the left in order to decrease the width of the column. Or move the mouse to the right to increase the width. 2. In order to have the optimal width for the columns, double click the borderline in the header of the columns. For instance, to automatically receive the optimal width of column A, move the cursor to the borderline between A and B and double click when the two-headed arrow appears. The column will be slightly wider than its longest entry.

Entering data and how to format data

1. Now you need to enter the information. Click on A2. Type today's date using the following format: 18-May-02. 2. Now, you can automatically fill in column A. Click on the letter A so that the entire column is highlighted. 3. Click on the Format menu, and choose the Cells command, then the Numbers tab.

189

4. Choose Date and a window appears. Choose the Format you need, for example 14-Mar-98 and then press Ok. This will be the date format. 5. Click on A2 and move the cursor to the lower right hand corner of the cell. You will see a small black square. This is called the fill handle. When the cursor is over the square, the white cross becomes a black cross.

6. Left click and hold it, and drag down to A8 and then release the button. The date is automatically entered. 7. Click on B2. Type todays exchange rate, for example, 1.12 and click Enter. 8. If the rate hasn't changed for a few days, you can copy the exchange rate the same way we already copied the date. 9. Click on C2. Type in how many dollars you have, for example, 650. 10. If you have 650 dollars everyday, you can simply copy that amount using the small black square. 11. For this spreadsheet, let's say that you pay 20 dollars more each day for food. Therefore, in cell C3 you would type 630 dollars, 610 dollars in cell C4, 590 in C5 and so on. To create a series that increases or decreases in equal steps, Excel will make the calculations automatically for you. 12. Type 650 in cell C2 and 630 in cell C3. Now, highlight only cells C2 and C3. (Click on C2, hold the button, move onto cell C3 and then release the mouse button.) 13. To copy move the cursor onto the black square and when you see the black cross, click and hold the button and move to C8. Release the mouse button.

190

OR 13. Move the cursor onto the lower right hand corner and when you see the black cross, double click. The AutoFill function will automatically enter the data until the last filled row from the previous column.

191

Formulas
1. Click on D2. Each formula begins with the equal symbol, therefore press the symbol "=" on the keyboard. 2. To find out the exchange rate of Euros-Dollars, you need to multiply the exchange rate by the number of dollars. After =, type B2, then the multiplication symbol and C2. (To type the multiplication symbol, press the Shift and 8 keys at the same time, or the * symbol on the small numeric keyboard.)

3. Click Enter. The number of Euros appears. 4. Click on D3. Type the equal symbol = and instead of typing the cell name, simply click on cell B3. Type the multiplication symbol and then click on cell C3. Click Enter. 5. The easiest way is to type the first version of the formula and then copy it. To copy a formula, use the same method used to copy an ordinary cell. Excel will automatically exchange the cell names so that the formula is correctly calculated. 6. Since column C is quantity of dollars, you should format the cells with dollar signs. Highlight all the cells which show dollar amounts in them. 7. Click on the Format menu and Cells. Choose the Numbers tab and then Currency from the list. The following window appears 8. Click on the arrow next to the word Symbol and you will see a long list of possible types of currency. 9. To choose the number of decimal places, click on the arrows next to Decimal Places to increase or decrease the 192

number of places. Then press OK.

How to rename a sheet

Right click on the sheet tab. Choose Rename from the list. Now you can type a better name, for instance Euros. When you are finished, press Enter.

Saving your work

1. Click on the File menu. Choose Save As and open the folder in which you want to save your work. Type the file name. 2. Each book in Excel ends with .xls. Typing .xls after the file name is not required, Excel will add it automatically. Press OK. 3. The next time you want to save your file, you can press the button of the small disk on the standard toolbar.

193

How to open a table

1. Click on File and choose Open. Open the folder in which you saved your table. 2. Highlight the name of your file and click Open.

How to change the text color

To make your table easier to read, you can change the color of the text of the highest exchange rate and lowest exchange rate. 1. Highlight the cell containing the highest exchange rate. 2. Click on the arrow next to the Font Color button. 3. Choose the color you want and the text color of the highlighted cell is changed. 4. To change to a different color, click again on the arrow and choose a different color. 5. If you are satisfied with the color, you can change the color of the lowest rate of exchange. Simply highlight the cell and click directly on the button. The color under the symbol will be the color of the text.

To color the entire cell

1. Highlight the cell or a range of cells. 2. Click on the arrow next to Fill Color. 3. Choose the necessary color and the entire cell is colored. 4. If you dont like the changes, highlight the colored cell, click on the arrow and choose No Fill.

194

AutoSum
We already created a table which tells us how many Euros we have. The following exercise shows the AutoSum function. 1. Now, when you know how many Euros you have, write a list of what you would like to buy: for example, computer, a car, or a CD-ROM. 2. Click on F1 or on any open cell. Type Gifts. 3. Click on F2. Type Computer. 4. Click on F3. Type Mercedes. 5. Click on F4. Type CD-ROM. 6. Click on F5. Type Total. 7. Click on G1. Type Price in Euros. 8. Now enter the price in Euros of each item. Click on G2. Type 1600. 9. Click on G3. Type 8000. 10. Click on G4. Type 125. 11. Now you would like to know the total amount of money that you require to buy these things. We must add the information located in the column Price in Euross (G2+G3+G4) and place it in cell G5. 12. Click on G5. Type the = symbol. Then type G2+G3+G4 and click Enter. This is a primitive way to solve the problem. Can you imagine if you had to add the information for 200 entries? Excel will help you. There is another way to do this problem.

195

13. Click on the AutoSum symbol. In the cell appears the = symbol for formulas. You will also see the word Sum. To the right of Sum you will see in parentheses (G2: G4). You can edit the formula and enter the information which you need. You can choose the range with the mouse. 14. To do this, click on G2. Click the left mouse button and hold it. Move the mouse below to G4. Release the mouse button. You will now see =SUM(G2:G4). 15. Click Enter. You can also type the needed information in parentheses. This is the best method for a range of many cells, for instance B2:P16.

Functions
Let us say that you want to show the average exchange rate of the Euro to the Dollar. Excel supports many formulas and functions in its memory. 1. Click on the first empty cell under the exchange rate column, such as B9. 2. Click on the Functions button.

3. A window will appear. On the left you will see a window containing the categories of functions, and on the right you will see the possible functions for each category. Choose Statistical from the left window and then Average from the list of possible functions.

4. In the lower part of the window, you will see an explanation of each highlighted function. 196

5. Another window opens. Look in the first field Number 1. Excel will choose the cells for you automatically. You need to check which cells are named; that they contain the correct information.

6. If not, you can edit it. Simply type the correct cells in field Number 1, for instance B3:B12. 7. Click OK.

AutoFormat
Excel supplies some professional help, so that your spreadsheet looks sharp. 1. Highlight the entire active table with the mouse, from the top left corner to the lower right corner. 2. Choose the menu Format, and then AutoFormat. 3. The AutoFormat dialog window appears containing a list of all the possible examples.

197

4. Click on one of the examples to choose it and then click OK. 5. Remember that your table is still highlighted, therefore you must click elsewhere to see your changes. 6. If you decide that you don't like your changes, simply highlight your table again and click on Format, and then Auto Format. Choose another format or None. 7. Save your work by clicking on the Save button in the toolbar.

198

Charts
The majority of charts have an x and y axis. Axis x is the horizontal side and axis y is the vertical. It is easy to create charts in Excel if your data is based on a normal format using intersecting lines and columns.

Choosing the best type of chart

The following is a short description of the common types of charts.

Columnar Used to compare a series of date from a specific moment or to compare a small amount of data over a long period of time. For example, the sale of goods against the cost of products over three months.

Bar graph This is a columnar graph, but the columns are turned on their sides, not vertical.

Pie graph Used to show proportional relationships between data. This type of diagram can only show one data series. For example- the profits of each department in a large company.

Chart Wizard
1. Highlight the information needed for the chartwith our Exchange Rate spreadsheet that means columns A and B, from the labels to the last completed row. 2. Click on the Chart Wizard button in the toolbar.

199

2.

The Chart Wizard window appears. The first step- choose the appropriate type of chart. On the left, you will see a list of possible types. On the right is a representation of the choices.

3.

The best chart in our case is the columnar chart. Click on Columns and then on the appropriate picture on the right. 4. Move the cursor to Press and Hold to View Sample. Click and hold the left mouse button to see a preview of your chart. If you are satisfied with your choice, release the button and click Next.

200

5. The second step: you can determine that these cells do contain the necessary information and labels. Generally, you will not need to change anything on this page. Click Next.

6. The third step: choose among the tabs to change the properties of your chart.

201

Titles- To place titles on the axes. Axes- What kind of labels to place on the axes. Gridlines- How many gridlines will be visible. Legend- On which side to place the legend. Data Labels- Visible or not. Data Table- Whether the Data Table which the chart contains will be visible. 6. The fourth step: choose where to place your diagram, in a new sheet or next to your table. Click Finish. 7.

202

How to change the type of diagram.

1. Click once on the diagram. You will see small squares on the corners and sides of the diagram which are called handles. These handles tell you that the chart is highlighted.

2. Click on the Chart menu and then on Chart Type. The same window which we saw in the first step will open. Choose the new type of chart and click OK. Be careful! These changes can sometimes create unexpected and unpleasant results. If your chart is unacceptable after the changes, click the Undo button in the toolbar. OR 3. Simply highlight the chart and click the Chart Wizard any of the previous steps in Chart Wizard. button to return to

203

How to change the chart properties

Color 1. To change the color of the background, lines, columns or an area, right click on the region and choose Format Chart Area.

2. A dialog window will appear and you can choose the appropriate color from the color field in the center of the window. 3. Click OK.

Text 1. Right click on any label and choose from the menu Format Data Labels. 2. Click on the Font tab. From this window you can choose the font, color of the text and size of the text. Note If you dont have any data labels, you can add them. Highlight the chart and click on the Chart Wizard button. In the third step, under the Data Labels tab, place a flag on one of the two choices: Show Label or Show Value.

204

3. Click OK to complete the formatting. You can change the color of the columns and the diagram itself by right clicking the mouse and choosing Format.

How to insert a picture

1. Right click on the background. 2. Click on Format Chart Area. 3. Click on the Fill Effects button under the colors. 4. Click on the Picture tab.

5. Click on Select Picture and a dialog window will appear. 6. Open the CISS Students G drive, and then the Computer Lessons folder and Maps. Choose a map of your country and click OK in both windows.

205

7. The map is inserted behind your chart.

How to copy a chart

You can copy your table or chart into another Microsoft program, like PowerPoint or Word. 1. Highlight your chart and then click on the Edit menu and Copy. 2. Without closing Excel, open a new document in Word. 3. Click on the Paste button in the toolbar. Your chart will appear. In this case, you did not create a link between Word and Excel, therefore if you change your data or chart in Excel, these changes will not carry over to Word.

206

How to create a link

1. Highlight the chart in Excel. Click on the Copy button in the toolbar.

2. Without closing Excel, open a new presentation in PowerPoint. 3. Click on the Edit menu, and Paste Special.

4. A dialog window will appear. Click on Paste Link and then OK.

5. Without closing PowerPoint, return to Excel and change something obvious, for example the background color or the text size. 6. Return to PowerPoint and you will see that your chart also changed there.

207

Paint Shop Pro 4.0 Working with Images

Toolbar Overview Selecting Colors Editing Images Inserting Text

208

Drawing and selecting colors

Use the following formats: JPG, GIF or BMP. These are the most popular formats in the Internet. Increase the amount of colors to use all the features. Check your monitor settings. You should have a desktop area of 800 x 600 Pixels. The amount of colors should be 16 millions or "True colors"

1. 2. 3. 4. 5. 6. 7. 8.

To change your settings click on the Start button. Go to Settings. Click on "Control Panel". Click on Display. Click on Settings. Check your "Desktop Area" settings and the amount of colors. Make the necessary changes. Click on OK.

Exercise 1. Click on New . A Menu appears.

Use the Width and Height Spin Controls to set the image's dimensions in pixels. Pixels: A raster format breaks the image into a grid of equally sized pieces, called pixels, and record color information for each pixel. Every single square in this picture is a pixel.

209

2. Choose a background color. You can choose between white, black, red, green or 2 active current colors. This are call foreground color and background color. You can select the colors using the Color Palette Panel. If you don't see the Color Panel click on View, then on Color Palette.
Active Colors

You see the active colors in the two squares. The foreground is normally assigned to the left mouse button. The background is normally assigned to the right mouse button. 3. Point the cursor to the "Color Panel". The cursor will change to eyedropper . 4. Point the eyedropper at the color you want to select. 5. Click with the left mouse button to select the foreground color or click with the right mouse button to select the background color. 6. Click on OK. The new image appears. 7. Try drawing a square or a line. Use the Instrument toolbar.

Button

Command Zoom Mover Selection Freehand Magic Wand Dropper

Button

Command Retouch Eraser Airbrush Flood Fill Text Line

210

Paint Brushes Clone Brush Color Replacer

Shapes Full Screen Preview

8. Click on the "Flood Fill button"

. A new window appears.

9. Click on "Fill Style Window" and choose "Solid Color". 10. You use the "Fill Tool" to fill an area with a color or pattern. 11. Now click in the image with the left or the right button depending on the color you would like to have. 12. Click once more on "Fill Style Window" and choose a pattern like "Radial Gradient". 13. Click on "Options" to change the pattern. 14. Click on OK. 15. Click once more in the image and see how it changed. 16. Now safe the image clicking on the "Save" button. Save this image in the "Winnt" folder. You can use this image as a background in your desktop. 17. Give the file a name. 18. Choose BMP as file extension. Paint Shop Pro support more then 30 formats. Normally you should use one of the following formats: BMP, GIF or JPG. 19. Now click on "Colors" and than "Count Colors Used". You see how many colors have been used in the image. 20. Open the file Germany Political Map.gif from the G: Drive. 21. Click on the menu "File". 22. Click on "Save as".

211

23. Save the map in the C: drive in order to work with a copy. You can use gif as type of file. 24. Now we will make some changes to the international borders. 25. Select the dropper button. 26. Click with the left mouse button on the polish territory. 27. Click with the right mouse button on the German territory. 28. Click on the zoom button. 29. Click on the place where you would like to make changes, several times. 30. Click on the "Paint Brushes" button. 31. Choose a size brush between 1 and 3.

32. Start painting on the German territory. To paint, press and hold the left mouse button. 33. Try to change the borders, selecting the proper color. 34. To add text, first select the color then, click on the "Text" button. 35. Click on the place in the image where you would like to insert the text. 36. Type a text. Choose font and size and click on OK. 37. Move the text to the right position. 38. Deselect the text clicking on "Selections" and "Select None".

Clone brush
You use the "Clone Brush" to copy part of an image to another location. You can use it to copy within an image, or between two images of the same color depth. The "Clone Brush" has four configuration options that control how it copies and applies color. Be sure that the amount of colors used is 16 millions. If not go to the menu "Colors" -

212

"Increase Color Depth" and choose 16 millions. 1. Open from the G: drive the files "Face 1.gif" and "Face 2.gif". 2. Save both file in your C: drive, like you did it before in step 21.

Using the Clone Brush 1. If you want to copy into a specific area, select it now. Paint Shop Pro will only apply color within the selection. 2. Click on the Clone Brush Button in the Tool Palette. 3. Position the cursor over the part of the image that you want to copy, for example the glasses in "Face 1". 4. Click with the right mouse button. Your computer will beep to indicate that you have selected the source area. 5. Position the cursor where you want to copy to. The target area can be within the same image, or in another image of the same color depth , for example in "Face 2" 6. Press and hold the left mouse button. Crosshairs will appear over the source area. The crosshairs indicate which pixel you are copying. Paint Shop Pro will start copying to the target area. 7. Move the mouse to copy color from the source area to the target area. 8. When you're done copying, release the mouse button. 9. To resume copying, start over at step 5. Where the source area will be depends on the clone mode.

How to work with screenshots

The Screen Capture Function lets you copy all or part of your computer screen into Paint Shop Pro. Images captured from the screen are commonly called "screen snaps" or screenshots. Creating Screen Captures You have to setup the Screen Capture Function before you use it. 1. Select "Setup" from the Capture menu. Paint Shop Pro will open the Capture Setup Dialog Box.

213

2. Choose a Capture Type. The capture type determines which area of the screen will be copied. You select a capture type by clicking on it in the Capture Group Box. Type Area Full Screen Client Area Window Object Action Select a rectangular portion of the screen Copy the entire screen Copy the input area of the active window Copy the entire active window Copy a window feature or group of features

3. You select an activation method from the Activate Capture Group Box. The activation method determines how the screen captures are initiated. You can activate the screen capture using the right mouse button. 4. Click on the option labeled "Right mouse click". 5. You can specify a function key or a function key combination that will activate the screen capture. Click on "Hot Key". 6. Click on the Hot Key drop down box to open it. 7. Click on the hot key that you want to use. 8. You can specify an interval in seconds between the time that the capture is initiated and the time that it is performed. Click on "Delay timer". 9. Press <Tab> to access the text box.

214

10. Enter the number of seconds. 11. To include the cursor in the screen capture, mark the checkbox labeled "Include cursor". This option is not available for area captures. 12. Set the Multiple Captures Option. When the checkbox labeled "Multiple captures" is Empty, Paint Shop Pro is automatically reactivated when you perform a screen capture. When the checkbox is Filled you can continue performing screen captures until you manually reactivate Paint Shop Pro. Paint Shop Pro Web Site You can always download the latest version of Paint Shop Pro from the Internet site. Go to: www.jasc.com and follow the download and installation instructions. 7.01 is the last version.

215