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Republic of the Philippines

Department of Education
Region VI – Western Visayas
Division of Iloilo
Department of Education
Region VI - Western Visayas
Division of Iloilo
District of Pavia


Subject: BSA 600
S.Y. : 200___ - 200___


Week/Mo.: 2 ½
Hrs./Week: 5

This subject deals with the study of the basic computer software application.
It also deals with the of Microsoft Excel program of updated spreadsheet and
graphics, featuring five work environments namely: Worksheets, Charts, Database,
Macros, and Advance Formatting.

Lecture, Demonstration, Laboratory Exercises, Practical Test, Written Test


1. Define a computer.
2. Describe the functions of computer parts.
3. Practice proper handling of input and output devices.
4. Make use of the file management.
5. Install software applications and computer peripherals.
6. Apply desktop publishing software.
7. Demonstrate how to make a spreadsheets using MS Excel.
8. Create different types of chart in presenting data.
9. Sorting a database.
10. Perform MS Excel laboratory exercises.
11. Send and Read E-Mail messages.

1st Grading Period


1.1 Define a computer
1.2 State the capabilities and limitations of a computer
1.3 Identify the forerunners of the computer
1.4 Describe the functions of computer parts
1.5 Describe the Functions of each EDP Personnel
1.6 Describe a data processing cycle/computing process
1.1 Describe the different main components of the system unit
1.2 Identify and describe the elements of the microprocessor/CPU
1.3 Identify and Locate the computer ports and slots
1.4 Discussing the Importance of Hardware between Software or Vice
1. Following Safety Precautions in Handling a Computer
1.7 Practice proper handling of output devices
 printer
 hard disk
 external devices
1.8 Review the concepts and functions of hardware and software


2.1 Make use of the file management
2.1.1 Create/Delete directory
2.1.2 Copy/Paste files
2.2 Move from one OS to another
2.3 Share and move data between different software application
2.4 Install software applications
2.5 Install other computer peripherals such as:
 Modems
 Network card/ Audio card/ Memory chips
 Scanner
 Printer

2nd Grading Period


3.1 Use the home row keys of the keyboard according to touch typing
3.2 Use tables/graphs
3.3 Use drawing tools
4.1 Review desktop publishing software in producing outputs
i.e. drawing/diagrams of
 buildings
 people
 environment
 nature
5.1 What is a spreadsheet?
5.2 Uses of Spreadsheet
5.3 Features in learning Microsoft Excel
5.4 What Excel can Do
6.1 Cells – The Basic Units
6.2 The Menu Bar
6.3 Reference Area
6.4 Formula Bar
6.5 The Toolbar
6.6 Column & Row Headings
6.7 Vertical/Horizontal Scroll Bars
6.8 Name Box
6.9 Status Bar
6.10 The Worksheet


7.1 Key Strokes and Functions
7.2 Familiarizing with the Function Keys


8.1 Excel Screen Parts
8.2 Excel Standard Tool Bar
8.3 Excel Formula Toolbar
8.4 Excel Formatting Toolbar


9.1 Workbook and worksheets
9.2 Working in Cells and Ranges
9.3 How to Cancel as Entry
9.4 Work with Command Right where you need them
9.5 Review Questions


10.1 Meaning and Parts of Worksheets
10.2 Formatting the Worksheet
10.3 Rename a Worksheet
10.4 Adding a Worksheet
10.5 Moving and Copying a Worksheet
10.6 Manipulating Columns and Rows
10.7 Moving Through Cells
10.8 Changing the Width of Columns
10.9 Changing the Height of Rows
10.10 Hiding Columns and Rows
10.11 Unhiding Columns and Rows
10.12 Inserting Columns
10.13 Deleting a Column
10.14 Deleting a Row

11.1 Exercise # 1 - Create a Template
11.2 To Enter Data Automatically
11.3 Correct an Error
11.4 Enter Formula to Calculate Value
11.5 How Formula Calculate Values
11.6 Formula Syntax

3rd Grading Period


12.1 Calculation Operations in Formulas
12.2 Formula Syntax
12.3 About Cell and Range References
12.4 Using Functions to Calculate Values
12.5 Multiple Functions within Functions, or Nesting
12.6 Exercise


13.1 The formula Palette to Enter and edit Formulas
13.2 Exercise # 2
13.3 Exercise # 3
13.4 Review Questions


14.1 What is a Chart?
• Bar/ 3-D Bar
• Column/3 – Bar
• Line/ 3 – D Bar
• Area/ 3-D Area
• Pie/3-D Pi
14.2 Plotting a Basic Chart
14.3 Enhancing a Basic Chart
• To Add a Text to a Chart
• To Add an Arrow to a Chart
14.4 Plotting Non-Continuous Data Ranges
14.5 Creating a Pie Chart
14.6 Adding a New Data to Existing Chart
• To Add New Data to an Existing Chart
• To Change the Chart Type


15.1 What is a Database?
15.2 Sorting a Database
15.3 Exercise # 3a
15.4 Exercise # 3b
15.5 Exercise # 4
15.6 Exercise # 5


11.1 What to do before you Print your Worksheet

4th Grading Period


17.1 Basic element in desktop publishing
• Text
• Graphics
17.2 Basic Steps in desktop publishing
17.3 Create a simple News letter
17.4 Save / print / close / exit


13.1 Types of Networking
13.2 Introduction to E-Mail
13.3 Use E-Mail
13.4 Read E-Mail messages
13.5 Create E-Mail messages
13.6 Send E-Mail messages
13.7 Save/Close/Exit


1. M.A. Osorio and F.D. Osorio, Learning Basic Software I

2. Whizkidz Team, Computer Literacy Program-Worktext in
Computer for Grade III
3. N. A. Garcia, J. S. Salac, F. E. Jardiolin, J. Orlada and M. I.
Tayag, Essentials of Computers – Word Processing &
Presentation Making
4. Microsoft Encarta Reference Library DVD 2005

Prepared by:

ICT Teacher


Principal II


District Supervisor

A computer is basically a group of electronic devices designed to

process data according to a programmed instruction. It works following the input
process - out put system model. The computer performs data processing
operations automatically such as recording, sorting, computing, classifying,
summarizing, storing, and communicating. A computer is dependent to man, it
cannot think, plan, evaluate or make decisions by itself.

The computer consists of the three major components, namely: Input unit,
Control unit and Output unit.

data answers
Characters information

a. alphabet
punctuations print
information tapes
pictures cd / disk

- is the component of the computer system that converts source data into
communication, the computer can "understand" the process. It accepts,
senses, reads or feeds the data into the storage portion of the control-
processing unit.

Central Processing Unit

- (CPU) is the heart of the computer consisting of the three major

components, namely: (1) storage unit, (2) control unit, (3)
arithmetical/logic unit.

The main Components:

This is the most important chip. This chip gathers data,
processes the
Data and creates some output. This chip is identified by three

Chip Number each chip has a number

(8088,80286,……80286,……..). In general,
the higher the number, the more data chip
can process at one time.
Chip Type the chip type indicates a chip step down
than the original chip. SX chip is slower
than normal.
Chip Type: SX, DX, DX2, DX4

Chip Speed the chip speed is measured in Megahertz.

The higher the number; the faster the data
is processed.
Chip Speed: 33, 66, and 100, 133

This is where different kinds of chips are located and where the
other internal parts are attached.

Power Supply
This component supplies the needed electricity of the other
internal parts.

Floppy Disk Drive

This drive is where floppy diskettes are inserted. It sends
information back and forth the floppy disk and the CPU.

Hard Disk
This is a non- removable disk that stores more information

These are small, rectangular pieces attached to the motherboard that
perform different tasks.

This keeps the inside of the CPU cool so that it won’t overheat. A
humming sound is heard when the computer is turned on.

Boards and Cards

These Printed Circuit Boards (PCB) or cards enhance the ability of the
Mother Board

Expansion slots CPU/Microprocess

FDD Controller Power Supply
These are slots where boards and cards are inserted.

HDD Controller
FDD/ HDD Controllers or Bus Floppy Disk Drive
This is a group of small wires hat carry computer signals.
CPU/Microprocess Hard Drive/Disk
Daughter Board Memory Chips

Expansion Slots
The STORAGE UNIT of the CPU is the file cabinet and memory system of
the computer. Sometimes called main or internal storage, it receives and holds all
computer programs that the computer follows during the processing. Also, it holds
the result of processing until these results are released or printed as output.

Internal Memory

Read Only Memory (ROM)

This is a built-in memory that could not be changed. It contains
the permanent startup instructions for the computer, and instructions that check the
parts of the computer to make sure everything is connected and working properly.
ROM chips are like a book, with its words already set on each page.

Random Access Memory (RAM)

This is a memory that has no fixed value. Instructions or data
can be temporarily stored in silicon RAM chips that are mounted directly on the
computers main circuit board or in chips mounted on peripheral cards that into the
computers main circuit board. These RAM chips consist of up to a million switches
that are sensitive to changes in electronic current RAM chips are like pieces of
paper that can be written on, erased, and used again.

The CONTROL UNIT of the CPU executes the stored programs. It directs
the computer to perform the processes required in the program. It also takes care
of inspecting the instructions and accepting those that are in correct form and
rejecting the deviants. It also issues orders and guides the computer, direct and
coordinates the input and output units, transfer data to and form storage, and
control the arithmetic/logic unit.

The ARITHMETIC/LOGIC UNIT of the CPU carries out calculation function

such as adding, subtracting, multiplying and dividing. During processing, it monitors
condition and changes the sequence or made appropriate adjustments or actions
when necessary.
Output Unit

The OUTPUT UNIT provides the end results of a computer job. The output
unit releases the answer, solution or information from the storage unit in computer
print, punched card, magnetic tape or disks.


Forerunners of the computer in one form or another have been with us for a
long time. The abacus, a hand-held counting device that is still in use throughout
the Orient, dates back to 500 BC. The French scientist, Blaise Pascal developed a
mechanical calculator in the middle of the 17th century that formed the basis for
calculators manufactured well into the 20th century.

Forerunners of the Modern Computer

Credit for the concept of the modern computer goes to the British
mathematician Charles Babbage who in the 1830’s designed a steam-powered “
analytical engine” that worked with punch cards. Although Babbage worked for
decades at perfecting his design, he never built the machine.

In the 1880’s American inventor Herman Hollerith developed a “tabulator”

to manipulate data on punch cards. The device was to compile data from the 1890
census in less than two months compared to the more than seven years it took to
compile data from the previous census by hand.

In 1848 George Boole, another British Mathematician, developed a system

of binary logic in which all questions could be answered as “true” or “false”. It was
almost a hundred years, however, before a computer was developed based on
binary numbers using Boolean logic or Boolean algebra.

Until the late 1930’s calculators or computers were based on the decimal
system, mechanical devices that required hundreds of moving parts. The transition
to binary logic allowed the use of electrical circuitry, that is, switches that were
turned on or off, to perform complex calculators.

Electronic Computers
In the early 1940’s the electronic computer came into being with the
mechanical relays replaced by vacuum tubes. These were, however, single-
purpose computers designed to aid in the war effort.

The first general-purpose electronic computer was ENIAC (Electronic

Numeric Integrator and Calculator) that was put into operation at the University of
Pennsylvania in 1946-a 30-ton machine that contained over 17, 000 vacuum tubes
and performed 100, 000 operations per second (100 kilohertz, or KHz), 1000 times
slower than today’s 100 megahertz (or MHz) chips.
With the invention of transistors in 1948, unreliable vacuum tubes that
generated an immense amount of heat were replaced by small transistors that
functioned perfectly as switches and generated little heat.

By 1953 there were only about 100 computers in the entire world. They were
huge expensive machines and none but a few visionaries anticipated that one-day
machines that were hundreds of times smaller and thousands of times more
powerful would occupy most homes and offices. Thomas J. Watson, Sr., who built
IBM into company that dominated the business-machine industry world-wide is
credited with contending that there was a market for less than a dozen computers.

Personal Computers

The first integrated circuit for computers was developed in 1958. Only in
1971 was the microprocessor that contains all the basic elements of a computer on
a single chip introduced, followed by affordable desktop computers in the mid-

As you can see, the computer as we know it is a relatively recent

development. And along with the machine itself, the techniques for programming
changed as well. Early computers were built as single-purpose machines, that is,
they were built to perform a specific task. The general-purpose ENIAC brought on
line in 1946 was programmable, but changing a program required rewiring the
machine. Even though later computers retained programs in memory, one needed
to be familiar with host of special codes, commands, syntax, etc. in order to run
those programs.

The micromini computers of the 1970’s and most in the 1980’s followed the
same pattern as the early mainframes, that is, they required extensive knowledge of
command codes and function keys. Moreover, most required at least some
knowledge of programming. After the introduction of the IBM PC in 1981 followed
by host of clones, but most still had the look and feel of the mainframe and required
some knowledge of operating system commands.

Apple Computer’s Macintosh revolutionized the personal computer industry

with a machine that shielded the user from the operating system. Called a
graphical user interface (or GUI), programs, functions, and files are represented
by icons or small graphic images that can be selected with a mouse or other
pointing device-the user no longer has to memorize an operating system command
to load a program or file. In addition, program functions are listed on drop-down
menus so that as well. And the computer monitor screen has the same appearance
for all applications so that learning how to navigate through one application assists
one in moving through other applications.

The concept of the graphical interface has been generally descried as the
most “User Friendly” and has thus been adapted to other operating systems or
system interfaces.

Computer Capabilities

Today the micromini computer, whether a desktop, personal computer,

laptop, notebook, hand-held, or whatever, has changed our lives. At home we can
use a computer to:

• Write a letter or other document

• Maintain a household budget
• Set up and maintain a financial plan
• Track investments
• Shop by modem
• Mange a checking account
• Pay bills
• Maintain a security system
• Check airfare and book passage
• Prepare a tax return
• Keep a household inventory
• Keep an appointment calendar
• Maintain an address book
• Set up and maintain a recipe file
• Access information from remote sources
• Learn a language or other skill
• Play games
• Compose music
• Draw and paint
In the office:
• Keep accounting records
• Maintain inventory records
• Record client and personalized mailings
• Prepare audio-visual presentations
• Publish a newsletter or advertising material
• Compile a catalog
• Track appointment, sales, etc.
• Set up a business plan
• Track projects
• Design buildings, products, etc.
• Make labels
• Project budgets for sales, expenses, etc.


When the Chips Are Up, the System Hums

The heart of a computer system is the chip or microprocessor, also called

a CPU or central processing unit. The microprocessor is attached to a
motherboard or system board that controls all of the elements that make up a
computer system.

Microprocessors come in a variety of flavors, such as the 386 series, 486

series, and Pentium. Chips are differentiated by such things as their clock speed,
internal caching, the presence or absence of a math compressor, bus, size, and the
capacity for parallel processing.

The Clock speed of a chip is calculated in millions of beats or clock ticks

per second (MHz) such as 486/33 (operating at 33 MHz) or 486/66 (operating at 66
MHz) and is representative of the relative speed at which data at double the clock
speed of that available for external data.

An internal cache is a form of fast memory in the chip that stores a copy of
frequently used data so that it can be quickly retrieved to speed operations.

A math coprocessor is used to perform floating-point calculations and

markedly speeds up the operations of applications such as drawing or drafting
programs that rely heavily on such calculations; some software packages require it.
The coprocessor may be built into the main chips have a suffix (such as DX for built
in: SX for not) that indicates the presence or lack of math coprocessor.

Bus size limits the amount of data transferred in a single pass; the 386 and
486 chips are 32-bit processors, that is, they process 32 bits at a time, while the
Pentium is a 64-bit processor. A 64-bit processor, however, will only offer improved
performance over a 32-bit processor if the software being run is designed for 64-bit

Parallel processing describes the ability of a chip or chips to process more

than one set of instructions at the same time.

The term memory refers to either of two types of computer storage: volatile
memory such as RAM that needs to be constantly refreshed to be retained; and
static memory or permanent storage than is retained even after the computer is
turned off.

Clock Speed Bus Size Internal Math Co- Parallel

Cache processor Processing
Ports and Slots

Ports are the connections on the outside of a computer case that permit the
exchange of the data with an external device. Slots are bays in the computer case
that are occupied by add-on boards, usually with connectors, or bays to which
boards may be added in the future (called open slots).

Minimally, a computer should come equipped with:

• a special connector to accommodate a keyboard
• a special connector to attach a monitor
• at least one parallel port
• at least one serial port
It may also have connectors for:
• a mouse
• a telephone line
• a gaming device such as joystick
• speakers
• a microphone or other audio input device
• two or more open slots

The monitor connector (a 15-pin plug receptacle similar in size and shape to the
serial port connector) and keyboard connector (a round 6-pin plug receptacle) are
generally standard, so that almost any monitor or keyboard will come equipped with
a plug to fit the respective connectors.

A parallel port connector (a 25-pin plug receptacle similar in shape to the serial
port connector, but larger) is a multichannel interface that permits the transfer of a
full computer word (usually 8 bits or 1 bite) at one time. Usually designed as LPT1
or LPT2, the parallel port is the traditional connector for a printer.
The serial port (a 9-pin receptacle similar and very near in size to the monitor
connector) as one might imagine, transfers data in series, one bit at a time.
Because of the slower rate of transfer as compared to the parallel port, the serial
port is customarily used for devices that have less data to transfer. Often a mouse
or other input device is connected through the serial port.

The mouse connection can be through a serial port (serial mouse) or through a
round receptacle similar to that used for the keyboard (a PS/2 mouse, so-called for
it’s emulation of the connector used by IBM for its Personal System/2 computer).
The advantage of a PS/2 mouse is that it frees up the serial port. If the computer
does not have a dedicated PS/2 port for the mouse.

The telephone line connection (a standard telephone jack) provides the means by
which data is sent over telephone lines, such as for sending and receiving faxes,
communicating with other computer, and exchanging information over the worldwide
web. Customarily there are two connectors, one for the coming telephone line and
one that connects to the telephone.

The gaming device connector (a 15-pin receptacle similar to the monitor

receptacle) provides for the addition of a joystick or other similar device.

Connectors for speakers and audio input are customarily a part of a sound card
that controls all audio functions such as output to speakers or headphones and
input from microphone, synthesizer, or other audio device. If the computer lacks
these connections, you probably don’t have a sound card installed, but they can be
added and they’re easy to install.

Open slots are important for those things you may want to do in the future. Most of
us buy a computer with the idea it has everything on it that we want or need
forevermore. Then a new device comes on the market, or one we crossed off our
wish list become affordable, and we can’t resist the urge to expand. It should have
at least two open slots for adding a sound card, scanner, or other device.

Pen and Pad

Use a light pen to select commands or to write on a special monitor screen.

Special monitor screens called “touched-sensitive” allow you to use your finger as a
pen or stylus to select your commands or options.

Sensitized pads range from:

• small (about 2” square) units that permit the use of a stylus
or finger to move the cursor on a monitor screen,
• large (about 4” by 6”) that are the screen for small computer
and accept input written to the screen from a digitized pen.
The smaller units are most practical as a stand-in for a mouse on a notebook or
laptop computer, or wherever there is limited desk space. The larger units are
usually a part of a PDA (Personal Digital Assistant).

Department of Education
Region VI - Western Visayas
Division of Iloilo
District of Pavia


1.1 Microsoft Excel 2000 is a powerful program of updated

spreadsheet and graphics, featuring five-work environments namely:
Worksheets, Charts, Databases, Macros, and Advance

Worksheets are use for listing, calculating, and analyzing data.

Charts are graphic presentation for worksheet data. Databases are
parts of a worksheet used for organizing, managing, and retrieving

The basic working environment in Microsoft Excel is a workbook file

that can contain one or more worksheets. A worksheet is similar to an
accountant’s ledger. With numbers, text, and calculations lined up in
columns and rows. It is a page in the workbook on which you enter and
work with data.

With the Microsoft Excel, it is easy to enter information into a

worksheet, and then change, delete, and add. No need to worry about
entering your data perfectly or completely for the first time, you can
always edit it later.

In Microsoft Excel, files are called workbooks. Workbooks can

contain multiple worksheets, as well as chart sheets. It is a Microsoft
Excel file containing one or more sheets where you can organize various
kinds of related information in a single file.


This lesson provides Hands-on Exercises on basic skills and the

following features on learning Microsoft Excel:

• Moving around Microsoft Excel

• Entering around a Worksheets
• Entering and Editing Data
• Using a Database
• Previewing and printing a Worksheet and Chart

With Excel, you have complete control over document

creation and management features:

• Changing the typeface, size and style of data in a

• Adding borders and shading to data cells.
• Adjusting the width and height for selected cells or entire
ranges of columns and rows.
• Moving and copying columns and rows in a worksheet.
• Managing, sorting and searching for worksheet data.
• Creating a chart based on worksheet data.
• Automating worksheet tasks you see regularly.
• Open and work on several worksheets at the same time.
• Automatically sum a group of numbers in a worksheet.
• Repeat or undo formatting you apply to cells in one simple
• Name a cell, a range of cells or formula so that you can
later identify it easily.
• Format a cell range automatically with one of Excel’s
predefined formats.
• Depict worksheet data graphically using one of Excel’s
built-in chart types.

• Microsoft Excel 7.0 as the most recent version of the
• Microsoft Excel 3.0, 4.0 as the most basic version of the




A cell is the basic unit of your worksheet. Each worksheet
cell is formed by the intersection of a row and column. You can
enter numbers or text (called constant values) or formula into cells.
When you open a new worksheet for the first time, A1 is the active
cell. The active cell always displays with a heavy border around it,
indicating that the cell is selected. When you select a range of
cells, the first cell remains the active cell; the others are simply


Appearing along the top of the Excel application window, the

Menu bar displays the names of the menus. To view the
commands on any menu, click the menu name or press Alt and
then the underlined letter of the menu name.


The reference area displays the column and row number of

the active cell, indicating the location of the active cell in the
worksheet. For example, if C4 appears in the reference area, the
active sell is in column C, row 4. By default, the active cell displays
as the row and column number, such as A1.


The Formula bar is the area of the worksheet you use to

enter and edit data and formulas. It displays the contents of the
active cell. You must move to a cell to make it active before you
can enter data or edit its contents. As you enter or edit data, what
you type appears on the Formula bar and in the active cell. The
Formula bar works like a little word processor- in many ways just
like Microsoft Word. You can use many of the text-editing
techniques you learned for Word in the Formula bar.


Below the Menu bar is the Toolbar. The Toolbar contains
tools (they look like buttons you’d press) that allow you to execute
commonly used Excel tasks instantly such as applying Styles to
cells, formatting cells and aligning data in cells.


The column and row headings identify the columns and

rows on a worksheet. Column headings displays along the top of
the worksheet, indicated by letters from A to Z then AA to AZ,
and so on up to IV, for a total of 256 columns. Row headings
display along the left side of the worksheet and are numbered from
1 to 16,384.


These are used to scroll the worksheet windows scroll bars

vertically/horizontally through a document.

This identifies the active cell.


The status bar, appearing along the bottom of the

worksheet keeps you informed as you work about what is
happening in the worksheet. For example, when you open a menu
and browse through the commands, a brief description of each
command displays in the Status bar. When the Status bar displays
Ready, Excel is ready for you to enter data or select a command.


The Worksheet displays in its own document window inside

the Excel application window. The worksheet is your main work
area where you enter, manipulate and store data, create charts and
build databases. Each worksheet is a rectangular grid consisting of
256 columns and 16,384 rows. The intersection of rows and
columns from cells, which are the basic units of your sheet. The
worksheet name appears in the Title bar of your worksheet window.
By default, when you open a new worksheet, Excel calls it “Sheet
1”, when you open a more descriptive name when you save it.
Parts of Workbook

Cell – is the box where row and column intersect. Each cell has a
reference, the unique address or name assign to a cell based on each
column and row location in the worksheet. Each cell you select using the
mouse is called the active cell, its reference is displayed on the Name
box. You can also

Tab Sheets

Represents the separate worksheets with in a workbook and are displayed as tabs
at the bottom of the workbook window. When you click any sheets, the corresponding
worksheet is displayed, it becomes the active worksheet. You can use your mouse to move
around the workbook or use your keyboard commands.

Selecting a Cell Using the Keyboard

When you open Excel, a blank appears in the application window. You will notice a
thick black border around the first cell in the upper left corner of the worksheet. The cell is
known as the active cell. When data is entered, it appears in the active cell.
You can use the keyboard to select a cell and make it the active cell. When you
press certain arrow keys or combination of keys, the cell pointer moves to a new cell,
making it the active cell. The following table lists ways in which you can use the keyboard
to move to a cell:
Using the mouse, you can navigate to:
 Another cell
 Another part of the worksheet
 Another worksheet

Shortcuts on Navigating Using the Keyboard

Keystroke Action

Left Arrow One cell to the left

Right Arrow One cell to the right
Up Arrow One cell up
Down Arrow One cell down
Enter One cell down
Tab One cell to the right
Shift+Tab Once cell the left
Page Up One screen up
Page Down One screen down
Home To column A in the current row
Ctrl + Home To cell A1
Ctrl + End To the last cell in the worksheet

Scrolling Using the Mouse

You can use the mouse to move the active cell to a new cell; however, the cell to
which you want to move the active cell to a new cell; however, the cell to which you want to
move is not always visible on the screen display.

Entering Data in a Worksheet

There are three basic types of cell entries: labels, values, and formulas. A label is a
text in a cell that identifies the data on the worksheet so readers can interpret the
information. Excel does not use labels in its calculations. A value is a number you enter in
a cell. Excel knows to include values in its calculations.
To enter values easily and quickly, you can format a cell, a range of cells, or a
column with a specific number-related format. To perform a calculation in a worksheet, you
enter a formula in a cell. A formula is a calculation that contains cell references, values,
and arithmetic operators. The result of a formula appears in the worksheet cell where you
entered the formula. The contents of the cell appear on the formula bar. Entering cell
references rather than actual values in a formula has distinct advantages.

Entering Text into Cells

In Excel, text is defined as letters or any combination of numbers and letters. For
example, Last Name, First Grading Grade, and SN672883 are all treated as text. Text
automatically aligns to the left in a cell. If the text is too long to ft within a cell, it appears as
if it has spilled over into the next cell. When text is entered into the adjacent cell, the long
text entry appears as if characters have been deleted. They are not actually deleted and
will appear if you widen the column that contains the long text entry.
Text is always entered into the active cell. Therefore, you should be sure that the
active cell is the appropriate cell before you start typing. If you press the [Enter] key after
you finish typing an entry, the active cell automatically moves down one cell. When you are
typing text into a cell, you are in entering mode. When you are in enter mode, the word
Enter appears on the status bar at the bottom of the application window.
Entering Numeric Entries into Cells

Numeric entries contain only numbers, percentages, fractions, currencies, dates and
time, such as 23, 12%, ½, $5, September 8, 2006 and 11:30 AM.
Numeric data automatically aligns to the right in a cell. You can type a minus sign
before a number or enclose a number in parentheses to indicate a negative value. You can
also type a period to indicate a decimal point and enter decimals. If you enter a decimal
that ends in zero (0) such as 345.50, however, the ending zero will be dropped, and the
number will display as 345.5. A cell must be formatted for decimal places to display a
number with a decimal ending in zero.
Numbers can exist as independent values, or they can be user in formulas to
calculate other values.
You can type dates into a worksheet. Excel treats dates as numbers so that it can
perform calculations; such as determining how many days a bill is past due. When you
enter date text into a cell, Excel formats the entry as date and stores it as a serial number
that represents that date on the calendar.

To enter a text in a cell

1. Move to the cell into which you want to enter text. The active cell moves accordingly.
2. Type the text. The text appears in the formula bar and in the active cell.
3. Press [Enter] to exit enter mode. The text is entered into the cell and the active cell
moves down to the next cell.
4. Repeat the steps above to enter additional text. The text appears in the appropriate
cells in the worksheet.

To enter a numeric data in a cell

1. Move to the cell into which you want to enter a number. The active cell moves
2. Type the number. The number appears on the formula bar and in the active cell.
3. Pres [Enter] to exit enter mode. The number is entered into the cell and the active
cell moves down to the next cell.
4. Repeat the steps above enter additional numbers. The numbers appear in the
appropriate cells in the worksheet. Write TRUE if the given statement is a fact, if not
underline the word(s) that makes the statement incorrect and write the correct
word(s) on space provided.

I. Label the different parts of the Excel Window application.


9.1 What is a Chart?

A chart is a graphic representation of worksheet data.

Presenting information in the form of a chart is often one of the
best ways to analyze data as well as call attention to specific

With Excel, you can create 15 different types of charts,

of which, in turn, can be displayed in a number of different formats.
Some of the most common chart types include:

Bar/3- D Bar In a Bar chart, data is represented by

horizontal bars. (A 3-D Bar chart, like all
other 3-D chart types, appears in a three-
dimensional format.)

4th Qtr

3rd Qtr

2nd Qtr

1st Qtr

0 50 100 150 200

Column/ 3-D Column In a Column chart, data is represented by
vertical bars.


Example: 150



1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

Lin/3-D Line In a Line chart, data is represented by

points on a line.

0 East
1st Qtr 2nd 3rd Qtr 4th Qtr

Area/ 3-D Area In an Area chart, data is represented by

shaded areas.

Example: 100

50 North
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

Pie/ 3-D Pie In 4th

a Pie
chart, data
1st Qtr
is represented by slices
of a13%
pie (percentages
13% of the whole).
2nd Qtr

3rd Qtr

9.2 Plotting a Basic Chart

Excel’s Chart Wizard makes it very easy for you to plot

a basic chart--- that is, a chart containing data markers and,
optionally, title and legend.

To Plot a Basic Chart:

• Select the data that is to appear in the chart. The

selection should include any labels that describe the data
(for example, row and column headings).

• Click the Chart Wizard button on the Standard tool bar.

• Select the area in which the chart is to appear by dragging

the mouse pointer from the upper-left corner of the range
to the lower-right corner.

• Follow the instructions in the five dialog boxes. In these

boxes, you specify the type and format of the chart and
indicate whether or not you wish to include a title and
legend. (Click on the Next> button to move from one
dialog box to the next. In the last dialog box, click on the
Finish button to display the chart.)


Once you have plotted a basic chart, you can enhance it in

numerous ways. For example, you can add both a text box to
describe one or more elements and an arrow to call attention to
specific information. You can also change the pattern and/ or color
of the data markers (bars, points, areas, etc.).

To Add a Text Box to a chart:

• Display the Drawing toolbar.
• Click on the Text Box tool.
• Draw the box by dragging the mouse pointer from the
upper-left corner to the lower-right corner of the area in
which it is appear. Then, with the insertion point inside
the box, type the desired text.

To Add an Arrow to a Chart:

• Click the Arrow tool (on Drawing toolbar).

• Draw the arrow by dragging the mouse pointer.

To Change the Pattern/Color of Data Markers:

• Double-click in any blank area of the chart. (Doing this

activates the Edit mode.)
• Click on any marker of the series to be affected. (Handles
will surround all markers in that series.)
• Select Format Data Series on the shortcut menu.
• In the Format Data Series dialog box, select the desired
pattern and/or color.
• Click on the OK button.


Up to this point, you have plotted charts representing data in

one continuous range. You can also include the non-continuous
data ranges in a chart. To do this:
• Individually select each range, holding down the (CTRL)
key while doing so. Make sure that you include all relevant
• When all ranges have been selected, click on the Chart
Wizard button, and plot the chart in the usual way.


A pie chart, as mentioned earlier, represents individual items

of data as percentages of the whole.
The procedure for plotting a pie chart is essentially the same
as that for plotting any other type of chart. A pie chart, however, is
unique in that it represents only one series of data. Therefore, only
one numeric range should be selected when you activate the Chart
Wizard. Also you should ensure that the relevant labels have been
including in the selection so that each slice of the pie can be
correctly identified.

To Add New Data to an Existing Chart:

• Select the range in which the data appears.

• Point to the edge of the selection, and drag the selection
into the chart area.
• If the program cannot determine exactly how the new data
is to be represented, it will display the Paste Special dialog
box. In this case, select the appropriate option(s), and
then click on the OK button.

To Change the Chart Types:

• Move the mouse pointer over a blank area on a toolbar

and right-click. This displays a menu of available toolbars.
• Select the Chart toolbar, and the chart toolbar appears on
the screen.
• Click the chart to be changed.
• Click the drop-down arrow next to the Chart type button
on the floating Chart toolbar.
• Click the new chart type you want.
1. What are files in Microsoft Excel?
2. What key when press deletes one character at a time going to
the left?
3. What button when press activates the Office Assistant?
4. Key press to cancel an entry.
5. What page in the workbook where you enter and work with
6. What is the graphic presentation for worksheet data?
7. What bar that contain buttons giving you quick access to
8. Use to scroll through your worksheet.
9. Displays information about your document.
10.Bar where you can make changes with the formula.
11.Button use to change numbers as percentage of 100.
12.Use to separate thousands.
13.Use to have digits after the decimal point.
14.Bar located at the bottom of the screen.


1. An equation that analyses data on a worksheet.


2. Sign used to start the formula in Microsoft Excel.


3. What are the arithmetic operators used in Microsoft Excel?

a. ___________________ d. ___________________
b. ___________________ e. ___________________
c. ___________________ f. ___________________

4. Predefined or built-in formulas.


5. Operator that combine multiple references into one references.


6. Structure or order of the elements in a formula.


7. What is the default alignment of numbers in Microsoft Excel?


8. What connects or concentrates two values to produce one

continuous text value?


9. What are different reference operators use in Microsoft Excel?

a. _______________ b. ______________ c. ________________

10.Button that total values of selected cells automatically.



10.1 Meaning and Parts of Worksheet

One of the ways to make managing data easier is to organize your

workbook into different worksheets. Planning the design of your
workbook from start can make it a lot easier to work with,
especially when it gets really large or has several sections.

The worksheet is a single layer or single sheet within the workbook.

A worksheet can contain data, charts, or both. Instead of compiling
all of your information into one worksheet, you can create several
worksheets within one workbook file. With this organization, similar
information is grouped together to make it easier to locate and
work with. The worksheets for your workbook will vary based on
the content and purpose of the workbook.

By default, each new workbook you open contains three

worksheets but you can have up to 255 worksheets. A worksheet is
an effective tool for keeping sorts of data. Whichever sheet you are
working on is the active sheet. Each sheet is named Sheet 1,
Sheet 2 and Sheet 3. You can give a sheet a more meaningful
name, the size of the sheet tab accommodate the name’s length.
There is a difference between a workbook and a worksheet. A
workbook can contain many worksheets. Each worksheet can
contain up to 256 columns (the column is IV) and 65, 536 rows.

10.2 Formatting a Worksheet

Select a Worksheet
Click a sheet tab of the worksheet you want to make active.

Sheet Tab
10.3 Rename a Worksheet
The tabs on the bottom of the worksheets contain the name of each
worksheet. You change the default name of the worksheet to describe its

Renaming a Worksheet: (Menu Option)

1. Make sure the worksheet you would like to change the name of is
2. From the Format menu, select Sheet-Rename the sheet within the
tab will be selected,
3. Type the new sheet name.
4. Press <Enter>.

Type new
Renaming a Worksheet: (Tab Option)
1. Double-click the sheet tab or the worksheet you want to rename.
2. Type a new name. The current name, which is selected, is
automatically replaced when you begin typing.
3. After typing the new name. Pres <Enter>.

10.4 Adding a Worksheet

You can add or delete sheets in a workbook. If for example, you are
working a project that requires more than three worksheets, you
can insert additional sheets in one workbook rather than use
multiple workbooks. If on the other hand you are using only two
sheets to save disk space.

To Add a New Worksheet

1. Click Insert Menu, and then choose Worksheet.
2. The new worksheet will be inserted on the left of the current

New Sheet

Deleting a Worksheet

1. Right click the sheet tab of the worksheet you want to delete.
2. Choose delete command.
3. Click OK command button to confirm deletion.

10.5 Moving and Copying a Worksheet

After adding several sheets to a workbook, you want to reorganize item. You might
want to arrange sheets in order of their importance in a particular order. You can easily
copy or move a sheet within a workbook or even to a different open workbook.

Move a worksheet Within a Workbook

1. Click the sheet tab of the worksheet you want to move and then press and hold the
mouse button.
2. When the mouse pointer changes to a small sheet, drag it to the right of the sheet
tab where you want to move the worksheet,
3. Release the mouse button.

Copying a Worksheet

1. Click the sheet tab of the worksheet you want to copy.
2. Click the Edit menu and then click Move or Copy Sheet.
3. If you want to copy the sheet to another open workbook, click t the To Book drop-
down arrow and select the name of workbook.
4. Click a sheet name in the Before Sheet list. The copy will be inserted to the left of
this sheet.
5. Click to select the Create a copy check box.
6. Click OK.

10.6 Manipulating Columns and Rows

Selecting Columns and Rows

You can select one or more columns or rows in a worksheet in order to apply
formatting attributes or perform other group of actions. Selecting a column selects the
entire column, from row 1 to row 65,536, while selecting a row selects the entire row, from
column A to column IV.
You can select columns and rows when you want to perform functions such as
formatting, changing the width of more than one column at a time or the height of more than
one row at a time, hiding columns or rows, and inserting and deleting columns or rows.
When a column or row is elected, every cell in the column or row is highlighted, except for
the first cell. This cell is the active cell.

1. To select a single column or row, click the desired column or row heading. The
column or row is selected.

2. To select all the columns and rows in a worksheet, Press CTRL+A. Cell A1 is the
active cell.

10.7 Moving Through Cells

The mouse can be use to select a cell you want to begin adding data to and use the
keyboard strokes listed in the table below to move through the cells of a worksheet.

Movement Key stroke

One cell up Up arrow key
One cell down Down arrow key or ENTER
One cell left Left arrow key
One cell right Right arrow key or TAB
Top of the worksheet (cell A1) CTRL + HOME
End of the worksheet (last cell CTRL + END
containing data)
End of the row CTRL + right arrow key
End of the column CTRL + down arrow key
Any cell File-Go To menu bar command
Entire row CTRL + spacebar
Entire column SHIFT + spacebar

10.8 Changing the Width of Columns

When you create a new worksheet, the default width of the columns is set to fit
approximately eight numbers in the default font. The standard column width is 8.43 points.
You may need to adjust the column width to accommodate changes in the font size,
increases or decreases in cell values, or to save worksheet space.
If the cell contains a numeric entry is larger than the column width, pound signs
appear in it. When “######” appears in a cell, the cell is too narrow for the data to be
displayed. In other words, numeric entries do not spill over. If there is an entry in the
adjacent cell of long text entry, the long text entry becomes truncated, requiring you to
increase the column width. Cell is to narrow for the data.
You may, however, also want to decrease the width of some of the other columns to
save space on the worksheet. When you increase or decrease column to save space on
the worksheet. When you increase or decrease column withy, the column size and number
of pixels appears in a Screen Tip to the right of the column you are resizing.

1. Drag to select the columns with the width you want to change. The columns are
2. Position the mouse pointer on the line to the right of the desired column heading.
The mouse pointer changes into a black, double-headed arrow with a vertical bar.
3. Drag the line to the right to increase or to the left to decrease the width of the
selected columns. The width of the selected columns changes.

10.9 Changing the Height of Rows

The height of rows in a worksheet automatically adjusts to fit the largest font in that
row. The standard row height is 12.75 points. You can, however, manually increase or
decreases row height as needed. When you increase or decrease row height, the height
and number of pixels appears in a Screen Tip to the right of the row you are resizing. You
can increase the height of a blank row to use it a narrow separator row.
1. Drag to select the rows with the height you want to change. The rows are selected.
2. Position the mouse pointer on the line below the desired row heading. The mouse
pointer changes into a black, double-headed arrow with a horizontal bar.
3. Drag the line down to increase or up to decrease the height of the selected rows.
The height of the selected rows changes.

Adjusting Columns Automatically

You can automatically adjust the column width to fit widest entry using the Autofit
feature. This feature is useful is useful when you want your columns and rows to expand or
contract to neatly fit the column or row labels in large worksheets. You same time because
you do not have to adjust each column or row individually.
1. Position the mouse pointer on the line to the right of the desired column heading.
The mouse pointer changes into a black, double-headed arrow with a vertical bar.
2. Double-click the line in the column heading. The column width is adjusted to the
width of the widest cell entry.

Hiding Columns and Rows

You can hide columns or rows to conceal the entries in them. For example, you
may want to hide columns or rows do not appear in the worksheet and do not print. Any
number in a hidden column or row is still calculated while the column or row is hidden.

1. Drag to select the column(s) or row(s) you want to hide. The column(s) or row(s)
are selected.
2. Right-click one of the selected column(s) or row(s). A shortcut menu appears.
3. Select the Hide command. The column(s) or row(s) are hidden and wide, black line
indicating their location appears.
Unhiding Columns and Rows

You can redisplay hidden columns and rows. For example, after making a
presentation in which confidential information was hidden, you can unhide the columns or
rows to continue your normal worksheet process. Unhidden columns and rows are reset to
the column width or row height prior to being hidden.
1. Drag to select the columns or rows on both sides of the hidden column(s) or row(s).
The columns or rows are selected.
2. Right-click one of the selected columns or rows. A shortcut menu appears.
3. Select the Unhide command. The hidden column(s) or row(s) appear.

Insert a Column
You can insert columns into an existing worksheet to add new information or to
create logical divisions within worksheet data. Since columns are inserted from row 1 to
row 65, 536, you should verify that inserting a new column would not adversely affect any
data above or below the current data. When you insert a column, any formulas with ranges
that include cells on both sides of the new column expand automatically to include the new
Columns are inserted to the left of the currently selected column. By selecting an
entire column before you insert a new one, Excel automatically moves the selected column
to the right and inserts a new, blank one. If you select multiple columns, Excel inserts the
same number of columns into the worksheet.
1. Right –click the column heading to the left of which you want to insert a column. A
shortcut menu appears.
2. Select the insert command. The column is inserted to the left of the selected

Deleting a Column

You can delete unwanted columns. When you delete a column, the entire column
and its contents are removed from row 1 through 65, 536. You should make sure that the
column does not contain any unseen data you do not want to delete. If you inadvertently
delete a column, you can use the Undo button to undo the deletion.
When you’re deleting a column, you should select the entire column. Otherwise, a
message box opens in which you must indicate exactly what you want to delete.
1. Right-click the heading of the column you
want to delete. A shortcut menu appears.
2. Select the Delete command. The selected
column is deleted.

Deleting a Row

You can delete unwanted rows from a worksheet. When you delete a row, the entire
row and its contents are removed from columns A through IV. You should make sure that
the rows do not contain an unseen data you do not to delete. If you inadvertently delete
row, you can use the Undo button to undo the deletion. When deleting rows, you should
select the entire row. Otherwise, a message box opens in which you must indicate exactly
what you want to delete.

1. Right –click the heading of the row you want to delete. A shortcut menu appears.
2. Select the Delete command. The selected row is deleted.

Exploring the Web

In this lesson you will learn how to:

 Get around the Internet with your browser.

 Connect to the Internet.
 Print Web pages.
 Save Web pages.

Almost everyone has heard of the Internet, and most people know that www and
dotcom have something to do with Web pages. But the Internet is much more than just Web
page addresses. With the Internet, you can read up-to-the- minute news reports, reserve
plane tickets, listen to music, send and receive electronic messages, get weather reports,
shop, conduct research, and much more.
What’s the difference between the Internet and the World Wide Web? The Internet is a
network of computers, cables, routers, and other hardware and software that interconnect
and run on a network. The World Wide Web consists of documents that are transmitted
across the Internet’s hardware. The Web is made up of Web pages and Web sites. A Web
page is a specially formatted document that can include text, graphics, hyperlinks, audio,
animation, and video. A Web site is a collection of Web pages.
Information comes in many forms on the Internet. To travel the Internet and read, view, or
listen to the sights and sounds, you need a program called a browser. In this chapter, you’ll
learn what Web pages are, how to use the Microsoft® browser, Microsoft Internet Explorer,
and how to “surf” the Internet by following links between Web pages.

What Is a Browser?
A browser is a program that displays files that are in the HTML (Hypertext Markup
Language) file format (in contrast to .doc files or .txt files that you view in your word
processing program). The files can be located on the World Wide Web or on your own
computer. Files in HTML format are often called Web pages because they are the “pages”
you view as you move about the Internet. The browser also opens the next page you’ve
selected when you click linked text on the Web page. A Web site is simply a collection of
related Web pages.
When you enter a Web address or click a hyperlink, you spark a series of events.
First you tell your browser which document you want to view. Then the browser contacts the
computer storing the document. After the computer is located, the browser downloads the
document to your computer. In other words, the browser copies and transfers the Web page
data from the computer storing the Web page to your computer. The browser then
interprets the data and displays the Web page on your screen.
It is easy to create a Web page today. In addition to Web page creation programs such as
Microsoft FrontPage®, many other programs, including Microsoft Word, allow you to type
information just as you would if you were writing a letter or document, add pictures or
sounds, and then save the file in the HTML file format. The HTML file contains special
codes that tell the browser how to display the words or images you have added to the page.
You can create HTML files on your computer, but no one else can see them unless
you put the Web page on a server. A server is any computer that has been set up so that
others can use their computers to access the information stored on it. Your ISP (Internet
service provider) maintains servers, providing you with a place to store Web pages that you
want others to see.

What, and Where, Exactly, Are We Browsing?

When you connect to the Internet and open your browser, the browser window
opens a Web page. Literally millions of Web pages are available on the World Wide Web.
The content and nature of these pages range from children’s class joke pages to highly
charged political commentary. Anyone can produce a Web page, and the diversity of the
existing pages is testament to that. You can create one too, if you’re game.
The World Wide Web is actually a collection or Web of pages around the globe. The Web is
truly global: When you start exploring, you might find yourself hopping between Web sites
that are actually on servers located on several different continents. Your journey can take
you around the world—not in 80 days, but in 80 seconds.

A Web site that has several pages will also have a home page. A Web site home page acts as a
table of contents for what’s available throughout the site.

Web Addresses: What Do They Mean?

A Web address is commonly referred to as a URL (which we pronounce as “U-R-L”
but you might also hear pronounced as “earl.”) URL is short for Uniform Resource Locator.
Every Web page has a unique address, so you can always find a favorite page and return
to it easily at a later date. As peculiar as some URLs may appear, some standards are built
into them to give you some sense of what you’ll encounter at the address. For example,
Web site addresses can end with one of the following higher-level domain names. (A
domain is roughly the equivalent of a category.) You are likely to encounter addresses with
the domain names that appear in the following table.
Higher-Level What It Signifies
Domain Name
.com A commercial address
.gov The federal government
.int International
.mil Military
.net A network provider
.org Some type of non-profit
Some domain names indicate the country of origin ( The following table
offers a partial list.

Country Country of Origin

Domain Name
.au Australia
.ca Canada
.fr France
.cn China
.il Israel
.it Italy
.jp Japan
.uk United Kingdom
.in India

Getting Around the Internet with Your Browser

The two most popular browsers currently available are Internet Explorer and
Netscape Navigator. Most computers allow you to connect easily using either browser, but
we use Internet Explorer for our discussion here.
There are several easy ways to open Internet Explorer. Here are two:
• Double-click the Internet Explorer icon on your desktop.
• Open the Start menu and select Internet Explorer from your list of programs.
If you aren’t connected to the Internet when you open Internet Explorer, it will automatically
dial up and connect you. When the dial-up/connecting process finishes, Internet Explorer
appears, displaying your home page, which is your Internet home base.

Browser Window Anatomy

The browser window, like other windows, has a title bar, a menu bar, and a
toolbar. The title bar includes Minimize, Maximize, and Close buttons. The
toolbar looks different than that of, say, Word because these two programs
serve very different purposes. Like the Word toolbar, however, the Internet
Explorer Standard toolbar gives you access to the most commonly used
options in the program. The menu bar includes options unique to the
functions of a browser. We describe the Standard toolbar a little later in this
You can change your home page as you please. (We show you how later in this
chapter.) The following illustration shows the home page—in this case,

The browser window includes an Address Bar that displays the address of your
current location. You can always type a new address into the Address field to check out a
different Web site. We come back to addresses a little later in this chapter.
Finally, the bottom of the window sports a status bar. When you go to a Web page or Web
site, Internet Explorer might take a little time to access the page and display it for you. The
status bar shows you where you are in the process.


When you visit a new page, make sure to get the whole story. If a scroll bar appears
on the right side, it means that the page is longer than your screen can display. Scroll down
to see what else the page provides.

A Web Page: What’s Hot and What’s Not

When you visit a Web site, the site’s home page may be just the tip of the iceberg,
so be sure to check out what hyperlinks are available to you. A hyperlink is an area or spot
on a Web page that, when clicked, takes you to another Web page or a different section of
the current Web page, as designated by the link. To find the hyperlinks on a Web page,
move your mouse across the screen. When the cursor changes to a pointing hand, you
have reached a link. Links can be found in text (typically, in a contrasting color), in pictures,
even in empty screen space, so a little detective work usually pays off.

There might be times when you want to click a hyperlink, but you aren’t finished with the currently
displayed page. In those instances, you can open the document referenced by the hyperlink in a
separate window. That way, you can have two Internet Explorer windows open—one displaying the
original document and another displaying the document associated with the hyperlink. To view a
linked document in a separate browser window, press the Shift key while you click a hyperlink.

Navigating Using the Standard Toolbar and the Keyboard

With a few hyperlink clicks of your mouse, you manage to travel quite a distance
into the World Wide Web. Traveling to destinations near and far is undeniably part of the
fun of the Web, but it would become frustrating fast if the browser didn’t provide good
navigation tools. Enter the Standard toolbar. Internet Explorer provides you with the tools
you need to effectively explore the Web without becoming hopelessly lost. The toolbar is
shown in the following illustration, and its buttons are described in the list that follows the
illustration. You can also use keyboard shortcuts to navigate; those shortcuts are noted in
Later versions of Internet Explorer might have buttons and features added or
modified, so don’t panic if your toolbar has a button we don’t describe here.

• Back. The Back button returns you to the previous page. You can click the Back
button repeatedly to backtrack to a page you visited previously. The Back button
goes back only to sites that you visited during your current session. (To backtrack
with the keyboard, press Backspace or Alt+Left Arrow.)
• Forward. The Forward button reverses the action of the Back button. If you go back
too many pages, the Forward button enables you to move up to where you were.
The Forward button goes forward only to sites that you visited during your current
session. (To go forward with the keyboard, press Alt+Right Arrow.)
• Stop. The Stop button stops a newly selected page from loading. When a page is
taking a long time to load, or you see that it is not a page you want, clicking Stop will
save you the time it would take to finish loading. (Press the Esc key to stop loading.)
• Refresh. The Refresh button retrieves the page again and reloads it. If you are
interested in pages that include information that is constantly being updated—real-
time stock quotes, for example—the Refresh button updates the screen with the
most current information available. (To refresh a page with the keyboard,
press F5.)
• Home. No matter where you find yourself, the Home button brings you back to your
home page, that is, the page Internet Explorer first opens to. (Press Alt+Home.)
• Search. The Search button helps you find subject matter when you don’t know
where to look. (Press Ctrl+E to open the Search bar.)
• Favorites. The Favorites button displays a list of Web sites to which you can go
without typing the URL. (Press Ctrl+I to open the Favorites bar.)
• History. The History button shows you all the sites you have visited, listed by date.
If you click one of the entries, you jump right to that site. (Press Ctrl+H to open the
History bar.)
• Channels. The Channels button offers a diverse selection of Web sites, categorized
by topic.
• Full Screen. The Full Screen button allows you to view a maximized Web page
without the menu showing. (Press F11 to toggle between Full Screen and normal
• Mail. The Mail button helps you manage your e-mail.
• Print. The Print button allows you to print the current Web page. (Press Ctrl+P.)
• Edit. The Edit button allows you to edit the currently displayed page in Notepad.
• Find. Although there isn’t a Find button on the Standard toolbar, you can press
Ctrl+F to find text on a page.
Changing Your Home Page

Each time you open Internet Explorer, you open to your home page. But where do
you feel most at home? It’s easy to change your home page. Open the Tools menu and
select Internet Options. The Internet Options dialog box appears, as shown in the following

Put your preferred home page address in the Home Page Address field and click
OK. That’s it. The next time you click the Home button or open Internet Explorer, your new
home page will appear.

Connecting to the Internet

Before you can use anything on the Internet, you need to be able to connect
to the Internet from your computer. If you’re part of a large company or organization,
or you’re in a classroom, your computer might already have a direct connection to
the Internet. However, if you work from home or if you work for an organization that
doesn’t provide Internet service, you need to set up an account with an Internet
Service Provider (ISP). An ISP is a company that has computers capable of
connecting directly to the Internet. You contact your ISP and make your connection
to the Internet through their computers.
Selecting an ISP

Many different ISPs are available. Some are small, local companies; others are
large multinational corporations. All good ISPs offer similar service—you do not have to use
a large ISP to have multinational Internet connections. The difference in fees between the
ISPs is usually based on the different types and quality of service they offer. Here’s what
you should get from your ISP:
• Basic dial-up access to the Internet (access to the Web)
• Access from your home (either toll free or a paid local call)
• E-mail
• Usenet News (newsgroup access)
• Host services for your own Web page, should you decide to create one
• Technical support

Service providers fall into two distinct classes: the big-name class and the little-name
class. Each class has advantages and disadvantages, and you should base your decision
on your particular needs.

The Internet is free. Your monthly ISP service charge is not a fee for using the Internet.
Rather, it’s a fee for facilitating your connection to it.

Dial-up vs. Broadband

When selecting an ISP, you want to make sure that your ISP can handle your
requirements. Just about every ISP can handle simple dialup modems. Dial-up modems are
the most basic and slowest way to connect to the Internet. While dial-up connections work
just fine for most Internet applications, anything that requires a lot of information transfer,
such as live audio or video, large graphic animations, or interactive games, may not work
properly on your computer.
Other connection methods, such as DSL, cable modem, satellite, and ISDN, offer
much faster Internet connections. These faster connections are usually called broadband
connections. These allow for real-time delivery of audio
and video, as well as great interactive applications. However, broadband connections are
not available everywhere. Equipment limits can prevent broadband connections from being
available to you. And even when broadband connections are available, most ISPs charge
more for a broadband connection than for a simple dial-up connection.
Not every ISP offers support for every type of connection. You need to make sure
that the ISP you select supports the type of connections you use.
Fee or Free

As mentioned, ISPs vary in their support and their costs. In fact, some ISPs provide
free or reduced-cost Internet access. Most only offer free dial-up service; broadband usually
costs a monthly fee. In exchange for the free service, the ISP displays advertisements on
parts of your browser. The ISP might also record basic information about you and sell that
information to advertisers. In addition, a free ISP might have some reduced services. For
example, troubleshooting might be limited to online help files, with no one available to help
you with any problems that occur with your system.
If you already have access to the Internet, you can find a variety of free ISPs by using your
browser and simply searching on “free Internet.” If you do not have access to the Internet,
you can usually get a free trial period on a fee-based ISP (AOL, MSN, or Earthlink, for
example). Trial periods are a great way to “test drive” an ISP to see if you want to do
business with them in the future.

ISPs that charge a larger fee usually offer more services, including support
for faster connections, better user assistance in case of problems, fewer advertisements,
and filters to reduce advertisements from other Web sites. You need to determine which
ISP is most appropriate for your use based on your particular needs.

Working Offline
Sometimes you might not want to tie up your phone or data line by being connected
to the Internet. However, the information you want is stored on a specific Web page.
For example, you might have a listing of students involved in a school project (such
as a play) and their parents’ contact information. For the convenience of the students and
parents (ride sharing, planning, and so on) this information is shared among all the students
in the play. So you create a listing of the students and their contact information and put it on
a Web site, perhaps a secure site, for information about the play.
If you are coordinating the play, you may need this information on a regular basis.
Rather than dialing into the Internet and accessing this Web site, you could simply tell your
Internet browser to make this information available to you offline. The browser then makes
a copy of the current Web page and transfers that copy to your hard disk. The next time you
need the information you can simply use your browser to access that page. When you are
prompted to connect to the Internet, you have the option of telling the browser that you
want to work offline. When you choose that option, the browser displays the copy of the
Web page with the information you need.
Remember, this Web page is just a copy of the version of the Web page from the
last time you accessed that Web page. If the main Web page has been changed or the
information on that page is changed, you won’t see the changes on your offline copy unless
you access the online Web page again.

Printing Web Pages

Internet Explorer lets you print Web pages in a variety of ways. You can print entire
Web pages or selected items, You also can print frames and linked documents or you can
print a table of links (these options aren’t covered in detail in this lesson, however).
When you print an entire Web page, you can display the File menu and then click
Print to display the Print dialog box (as shown in the following illustration). Or you can click
the Print button on the toolbar.
By default, Internet Explorer does not print Web page backgrounds. A Web page
background is the color, texture, or picture that appears behind the text and graphics on a
Web page. Printing Web page backgrounds can waste your time and the printer’s ink, as
well as produce hard-to-read results. If you want to print a background, you must display
the Tools menu, click Internet Options, click the Advanced tab, click the Print Background
Colors And Images check box, and then click OK.

Your computer must be connected to a printer to complete the exercises in this section. In
addition, you should verify that your printer is turned on.

Print a Web page

In this exercise, you print the home page.

1 If necessary, start Internet Explorer.
2 In the Address bar, type, and press Enter.
3 The home page appears.
4 On the File menu, click Print.
5 The Print dialog box appears.
6 In the Page Range section, choose pages, and then click the OK button.
7 The first page of the home page is printed.
Print selected items

In this exercise, you print only the first paragraph of the Microsoft Press home page.
1 In the Address bar, type, and press Enter.
2 Select the first paragraph of text at the top of the page.
3 On the File menu, click Print.
4 The Print dialog box appears.
5 In the Print Range area, click the Selection option.
6 Click OK.
The selected text is printed.
7 Click anywhere on the Web page to deselect the text.

Saving Web Pages

A Web page contains Hypertext Markup Language (HTML) formatting tags, graphics,
and multimedia files. HTML formatting tags are used to format text, manipulate graphics,
add background colors, and customize Web pages. Because a single Web page can
consist of a number of embedded files (each graphic on a Web page is a separate file
linked to the Web page’s text document), you can choose to save a Web page in four ways:
• Save a complete Web page. (This saves the HTML file and all additional files, such
as images, embedded in the Web page.)
• Save an archive of a Web page. (This saves the entire Web page as a single,
uneditable file.)
• Save only the HTML document. (This saves the HTML formatting tags, but does not
save embedded files.)
• Save only the text appearing on the Web page.
When you save a complete Web page, Internet Explorer automatically
creates a folder with the same name as the saved file. This folder is also placed in
the same location as the saved file. When you open the Web page, Internet
Explorer opens, and all elements appear in the Web page, just as if you were
viewing the page online.
When you save a Web page as an archive file, you save the entire Web page without
creating a separate folder to contain the Web page’s embedded elements. You can open
the archive file to view the entire Web page on your hard disk drive, but you cannot change
the Web page in any way, nor can you access separate components of the saved Web
page such as graphics files. Be aware that while an archive file is a single file, it takes up
more space on your computer than a Web page saved as a complete Web page.
When you save an HTML file, you leave out the graphics and other embedded
elements. You can read formatted text, but you won’t be able to view graphics because
they’re not saved on your hard disk drive.
Finally, when you save a Web page as a text file, you are saving only the text appearing on
the page without any HTML tags. The saved text will not include any formatting, graphics,
or other page elements.

If you are saving a Web page with frames, you must save the document as a complete
Web page. The other save options do not work with framed Web pages.
Save a complete Web page

To save the Internet Explorer home page as a complete Web page, do the following:
1 If necessary, start Internet Explorer.
2 Type in the Address bar, and press Enter.
3 On the File menu, click Save As.
5 The Save Web Page dialog box appears.
6 If necessary, click the Save In drop-down arrow, and click Desktop.
7 In the File Name text box, select the current filename, and type Complete Web
8 The document you are saving will be named Complete Web Page.
9 If necessary, click the Save As Type drop-down arrow, click Web Page, Complete
(*.htm,*.html), and then click Save.
A progress bar shows the progress of the operation as the page’s elements are
saved. The document and its folder are saved to your desktop.

Save only a Web page’s HTML file

To save the Word home page as an HTML file, do the following:

1 Type in the Address bar, and press Enter.
2 On the File menu, click Save As.
3 The Save Web Page dialog box appears.
4 If necessary, click the Save In drop-down arrow, and click Desktop.
5 In the File Name text box, type HTML Only.
6 Click the Save As Type drop-down arrow, click Web Page, HTML Only
(*.htm,*.html), and then click Save.
A progress bar shows the progress of the operation as the page’s elements are
saved. The document is saved on your desktop as an HTML file.

Save a Web page as a text file

To save the Microsoft Excel home page as a text file, do the following:
1 Type in the Address bar, and press Enter.
2 On the File menu, click Save As.
3 The Save Web Page dialog box appears.
4 If necessary, click the Save In drop-down arrow, and click Desktop.
5 In the File Name text box, type Text File.
6 Click the Save As Type drop-down arrow, click Text File (*.txt), and then click Save.
A progress bar shows the progress of the operation as the page’s elements are
saved. The document is saved as a text file, without HTML formatting.
7 Click the Close button at the top-right corner of the Internet Explorer window, and
minimize any open windows to display your desktop.
You can click hyperlinks on Web pages saved as complete or archived to access the linked
Web pages on the Internet.

View saved Web pages

To view saved Web pages, do the following:

1 Click the Start button.
2 Click the My Computer icon.
3 Double-click the Local Disk (C:) icon.
4 Double-click your folder on your hard disk.
5 Double-click the Internet-World Wide Web folder.
6 You should see the following files displayed in that folder:

7 Double-click the Complete Web Page icon.

A complete copy of the saved Web page appears in Internet Explorer with all
graphics and other components embedded in the Web page. The local address is
displayed in the Address bar.
8 Double-click the HTML Only icon
A modified version of the saved Web page appears in Internet Explorer. The
graphics are not displayed, because they are not saved within the file.
9 Double-click the Text File icon.
A text file is displayed without any formatting. The text file appears in Notepad or
another text editor instead of appearing in the Internet Explorer window.
10 Click the Close button at the top-right corner of the text editor.
Finding and Managing Information
Imagine that you’re the account executive for Impact Public Relations’ most
prestigious client—Lakewood Mountains Resort. The resort’s off-season is looming, so
you’re researching the feasibility of offering package deals to attract business groups and
vacationers. You turn to the Internet to research current travel trends, prices, and
schedules. Microsoft® Internet Explorer 5 offers a number of tools that can help you find and
store links to Internet information. As you find sites that interest you, you can create a site
list for future reference.
In this lesson, you will learn how to use Internet Explorer to search for information
on the World Wide Web. Then you will learn how to create, use, and manage a list of your
favorite Internet sites. You’ll also see how Internet Explorer keeps tabs on your Internet
travels. Finally, you’ll learn how you can use and manage Internet Explorer’s history feature.
Searching the Internet

The Internet contains so many documents that you’ll frequently need help to find
specific information. Internet Explorer makes finding Web information easy. You can search
for information on the Web by using Internet Explorer’s Address bar or by clicking the
Search button on the toolbar, which opens the Search Assistant, as shown in the illustration
on the following page.

The Search Assistant is a tool that helps you find information on the Internet. It gives
you the choice to search for a subject word, or search for a subject word within a category.
Searching by category helps to narrow down what you want to look for. After you type in a
subject word and click the Search button, the Search Assistant will display a list of links to
Web pages that contain information about your subject word. Just click the link to view the
The Search Assistant also gives you the option to choose a search engine. A search
engine is a Web tool designed to look for Internet information based on subject words (also
called keywords) or to browse for topics organized by subject groups. You can view other
available search engines by clicking the drop-down arrow to the right of the Next button in
the Search Assistant.
After you select a search engine, you can type in a keyword or click subject
groupings to narrow your search. The more criteria you add to your search, the more likely
you are to find the type of information you’re seeking.
When using a search engine, you can search for multiple terms by including a plus sign between
words in the search text box. For example, you can enter mountain+resort in the search text box
to find Web sites about mountains and resorts. Also, if you want to search for a phrase, you can
surround the phrase with quotation marks. For example, you can enter “bed and breakfast” to
find Web sites about bed and breakfast services. Most search engines include a page dedicated to
Internet searching tips and techniques.

You can also search for Web sites using the Address bar. Internet Explorer provides
one main Address bar search feature: Autosearch. Autosearch enables you to search for
Web pages by word or phrase. In the Address bar, type go, find, or ?, followed by a space
and a word or phrase, and then press Enter. The Autosearch Web page will appear with a
list of hyperlinks to Web sites. Each Web site will have a short description listed below it.
For example, you could type go fish to search for information related to fish. The
Autosearch Web page will list hyperlinks related to fish. After you read the descriptions of
the Web sites, simply click a hyperlink that interests you. The Web site you choose will
appear in Internet Explorer.
You will use the Autosearch feature as you gather information for your
client, Lakewood Mountains Resort.
Display the Search Assistant
In this exercise, you display and resize the Search Assistant in Internet Explorer.
1 Start Internet Explorer.
2 On the toolbar, click the Search button.
The Search Assistant is displayed.
3 Click the Search button again.
The Search Assistant closes.
4 Click the Search button, and position your mouse pointer along the right edge of the
Search Assistant.
The mouse pointer turns into a horizontal double arrow.
5 Drag the right edge of the Search Assistant to the right.
The Search Assistant appears wider, as shown in the illustration.
6 Drag the right edge of the Search Assistant to the left until it is close to its original
The Search Assistant becomes thinner.
7 Click the Close button at the top-right corner of the Search Assistant.
The Search Assistant closes.

Search for a Web site

In this exercise, you use the Search Assistant to do a quick search for the word airlines.
1 On the toolbar, click the Search button.
The Search Assistant is displayed.
2 Type airlines in the Find A Web Page Containing text box.
This indicates that you want to search for Web sites containing the word airlines.
3 Click the Search button.
The search is performed. Links to categories and Web pages containing information
matching your search criterion appear in the Search Assistant.
4 Click a link in the Search Assistant.
A Web page matching your search criterion is displayed in Internet Explorer’s
display pane.
5 In the Search Assistant, click the New button.
The Search Assistant is now ready for a new search.
6 On the toolbar, click the Search button.
The Search Assistant closes.
Selecting Your Own Search Engine
There are several search engines (such as Yahoo, HotBot, and
AltaVista) that you can use to find documents on the Internet.
You might find over time that you prefer one search engine in
particular. Internet Explorer lets you choose which search
engine you want to use.
Select a search engine
In this exercise, you conduct a search on restaurants, and then you select a different
search engine to conduct a new search on restaurants.
1 On the toolbar, click the Search button.
The Search Assistant is displayed.
2 Type restaurants in the Find A Web Page Containing text box and click Search.
A list of links related to the word restaurants appears.
3 In the Search Assistant, click the drop-down arrow to the right of the Next Button.
A list of search engines appears.
4 Click Yahoo!
Yahoo! displays a new list of links related to restaurants.
5 Click the New button.
A new search can now be conducted.

You can change the order and content of your search engine list by clicking the Customize button
in the Search Assistant. The Customize Search Settings window will appear, and you will see a list
of search engines in the Find A Web Page section. Click a search engine in the list box, and then
use the up or down arrow buttons to move the search engine to a different location in the list. You
can change the content of the search engine list by deselecting or selecting the check boxes to the
left of the search engines. When you are finished making changes, click OK.
Choose a category to narrow your search
In this exercise, you select different categories in the Search Assistant to narrow your
1 Click the Find A Business option.
A search for Web pages related to companies and organizations will be conducted.
2 Type Microsoft in the Business text box, type Redmond in the City text box, type
WA in the State/Province text box, and click the Search button.
A list of links related to Microsoft appears in the Search Assistant.
3 Scroll down the list, and click one of the Microsoft Corporation links.
The InfoSpace Web page appears, displaying information about Microsoft.
4 In the Search Assistant, click the New Button, and click the word More.
The list of categories becomes larger.
5 Click the Find In Encyclopedia option.
The search will be conducted by Encarta.
6 Type elephants in the Find Encyclopedia Articles On text box, and click Search.
Encarta conducts a search on elephants and lists the results.
7 Click the Elephant link.
The Encarta Web page appears, displaying facts about elephants.
8 On the toolbar, click the Search button.
The Search Assistant closes.

Use Autosearch
In this exercise, you use Autosearch to find Web pages containing the word boeing.
1 Click in the Address bar.
Internet Explorer selects the current text.
2 Type go boeing, and then press Enter.
The Autosearch Web page appears with a list of hyperlinks related to the word
3 Click any hyperlink on the Autosearch page to display a Web site related to the word
Internet Explorer displays the Web site of the hyperlink you clicked.
Add the current Web page to your Favorites list
In this exercise, you add the Microsoft home page to your Favorites list.
1 Click in the Address bar, type and press Enter.
The Microsoft home page is displayed.
2 On the toolbar, click the Favorites button.
The Favorites bar is displayed.
3 On the Favorites bar, click the Add button.
The Add Favorite dialog box appears as shown in the following illustration.

You can also use the menu bar to add Favorites to your Favorites list. Display a Web page. On the
Favorites menu, click Add To Favorites, and click OK.

4 In the Add Favorite dialog box, click OK.

The Favorites list now includes a link to the Microsoft Home Page as shown in the
illustration on the following page.

5 On the toolbar, click the Favorites button.

The Favorites bar closes.
Add your desktop to your Favorites list
In this exercise, you add your desktop to your Favorites list.
1 Click in the Address bar, type desktop, and press Enter.
The contents of your desktop appear.
2 On the Favorites menu, click Add To Favorites.
The Add Favorite dialog box is displayed.
3 In the Add Favorite dialog box, click OK.
Your desktop is added to your Favorites list.
4 Click the Back button to return to the previously displayed Web page.
5 On the toolbar, click the Favorites button.
The Favorites bar is displayed. Notice that the Favorites list now includes a link to
your desktop.

6 On the toolbar, click the Favorites button.

The Favorites bar closes.
Using the History Folder
You just finished surfing the Internet for six hours, looking for information for your
Lakewood Mountains Resort project. You realize too late that you forgot to add some
helpful sites to your Favorites list. You groan as you wonder how you’ll be able to retrace
your steps. Fortunately, your partner walks by and notices your dismay. As you explain that
you’ll never “re-find” some sites, your partner stops you in mid-sentence to ask if you’ve
checked the History folder.
Internet Explorer automatically records a history of each Internet browsing session.
This record is in your History folder, which contains links to each site you visit on the
Internet. Your History folder also stores other facts, such as the day you visited each Web
To view the contents of your History folder, click the History button on the toolbar. The
History bar appears along the left side and has a search feature that allows you to type in a
search word to locate a site that you visited.

You can specify how long Internet Explorer saves items in your History folder. By default,
the History folder stores links to all sites visited within the last 20 days. After an item has
been stored for 20 days, it is deleted. For more control, you can manually delete links
stored in the History folder. Microsoft refers to deleting all links in your History folder as
clearing your history.
View your history
You can view a history of your Internet explorations with a click of a button. In this
1 On the toolbar, click the History button.
The History bar appears.
2 On the History bar, click the Search button.
The Search For text box appears.
3 In the Search For text box, type lakewood, and click Search Now.
A list of Web sites that contain the word lakewood appears.
4 Click the View button.
A drop-down list appears.
5 Click the By Date option.
A list of folders of Web sites that you visited today appears.
6 On the toolbar, click the History button.
The History bar closes.
Configure your history settings
You can change the length of time that Internet Explorer stores your history information. In
this exercise, you configure your History folder’s settings.
1 On the Tools menu, click Internet Options.
The Internet Options dialog box is displayed, as shown in the illustration.

2 On the General tab in the History section, double-click the number in the Days To
Keep Pages In History text box.
The number in the text box is selected.
3 Type 30.
The setting changes to 30 days.
4 In the text box, delete 30, type 20, and click OK.
The setting returns to 20 days, and the Internet Options dialog box closes.
Clear your History folder
You can manually empty or “clear” your History folder. In this exercise, you clear all of the
contents of your History folder.
1 On the Tools menu, click Internet Options.
The Internet Options dialog box is displayed.
2 On the General tab in the History section, click the Clear History button.
A message box appears, asking if you want to delete all items in your History folder.
3 Click OK.
The contents of your History folder are deleted.
4 Click OK.
The Internet Options dialog box closes.
5 On the toolbar, click the History button.
The History bar no longer displays a list of links.
6 Click the History button again.
The History bar closes.

Using E-Mail in Outlook

Gone are the days when the telephone was the main way to communicate with
other people immediately and postal mail was the chief way to send letters and documents
to others. Today, e-mail enables you to communicate and share information with others in a
way that is faster and more versatile than methods that were available in the past. E-mail
refers to any communication that is sent or received via computers, either over the Internet
or through a messaging program used with an organization’s internal network, or intranet.
Creating, sending, receiving, and reading e-mail messages are the activities that
you will probably perform most frequently with Microsoft® Outlook. E-mail provides a fast
way to send and receive messages, files, and documents such as reports, worksheets, and
In this lesson, you will learn how to create, address, format, and send an e-mail
message. You will learn how to attach a file; check for and read messages; and reply to and
forward messages you receive. You will learn how to flag messages with a reminder to
yourself or to the recipient to follow up on the message by a certain date. You will also learn
how to print, find, and recall messages that you’ve sent. You will learn how to save e-mail
messages that you aren’t ready to send in Drafts, a folder that stores incomplete
messages. Finally, you will learn how to delete messages.
To complete the exercises in this lesson, you will need to use the files named Map
and Syllabus in the Internet-World Wide Web Practice folder that is located on your hard
To complete some of the exercises in this lesson, you will need to exchange e-mail messages with
a class partner. If you don’t have a class partner or you are performing the exercises alone, you
can send the message to yourself. Simply enter your own e-mail address instead of a class
partner’s address.

Composing, Addressing, and Sending Messages

If you’ve used other e-mail programs, you’ll probably find that creating and sending
messages is similar in Outlook. To create a new mail message, click the New button when
you are in the Inbox folder. You can create a new e-mail message from any folder. Point to
New on the File menu and click Mail Message to display a new message window.
The message you create can be any length and contain any information. The following
illustration displays the window used to create an e-mail message.

Just as you must address an envelope before mailing it, you must also provide at
least one e-mail address in the To box of your message. E-mail can be addressed to any
number of recipients and the message is sent to all recipients simultaneously. To send a
message to multiple recipients, type a semicolon after each recipient’s e-mail address in the
To box. After you type one or more e-mail addresses, enter the subject of your message,
type the message, and click the Send button to send the message. Typically, your e-mail
message arrives in the recipient’s Inbox within seconds after you send it.
Outlook has made it easy for you to address an e-mail
message if you have sent a message to the same recipient
before or the recipient’s e-mail address is stored in Outlook’s
address book. The AutoComplete addressing function
automatically completes the address as you start to type it. If
the address Outlook suggests is correct, press the Tab key to
enter the complete address. If Outlook finds several matches,
it presents a list of possible matches. Use the arrow keys to
select the correct entry and press the Enter key.
Internet E-mail Accounts
Microsoft Outlook 2002 supports several types of Internet e-mail accounts. Account types
include POP3, IMAP, and HTTP.
• Post Office Protocol 3 (POP3)—Common type of e-mail account provided by an ISP
(Internet Service Provider). To receive messages, you connect to an e-mail server and
download messages to your local computer.
• Internet Message Access Protocol (IMAP)—Messages are stored on the e-mail server.
When you connect to an e-mail server, you read the headers and select the messages
to download to your local computer.
• Hypertext Transfer Protocol (HTTP)—Messages are stored, retrieved, and displayed as
Web pages. MSN Hotmail, a free, Web-based e-mail service offered by Microsoft,
provides HTTP accounts.

Below the To button is the Cc button. Cc is an acronym for carbon copy, referring to the
days of printed letters when copies were made by using carbon paper. The copy contains
the same content sent to the recipient identified in the To box. However, a copy of a
message is sent to others for information purposes only; the Cc recipients are not required
to take any action.
The Cc function is optional: You can send a message without sending any copies.
However, there are times when it is valuable to be able to copy a message to others. To
send a copy, simply enter the individual’s e-mail address in the Cc box. To send a copy to
multiple recipients, type a semicolon after each recipient’s e-mail address. When the Cc
recipient receives the message, his or her address appears in the message header as a
The subject of the message is usually a brief description of the information in the
message. All of the message recipients will see the message header when the message
arrives in their Inboxes. A message header includes the name of the sender, the subject of
the message, and the date and time when the message was sent. This information enables
recipients to quickly identify the purpose of the e-mail without opening the message. If you
don’t type a subject for a mes-sage, Outlook warns you that the message has no subject
before you send it. important
Although you clicked the Send button, the message has not necessarily been sent over the
Internet (or over the intranet) yet. By default, Outlook connects to your server (Workgroup,
Corporate, or Internet service provider) to send and receive e-mail every 10 minutes. Messages
that have been sent but have not yet made it to the server are stored in your Outbox, a folder
whose shortcut is found in the My Shortcuts group on the Outlook bar. To send and receive e-mail
immediately, click the Send/Receive button. This action connects your computer to your server,
sends all e-mail messages in the Outbox, and retrieves any messages that the server has for you.
To avoid delays while performing the exercises in this book, click the Send/Receive button
immediately after you click the Send button.

Formatting a Message
Looks aren’t everything, but a message that looks good
makes a positive impact on the recipient. Outlook 2002 uses
Microsoft Word as the default e-mail editor, placing the power
of Word’s formatting options at your fingertips. A few clicks of
the mouse can apply formatting that highlights important
information or gives your message a bit of flash to make it
stand out in the crowd of messages that fill many Inboxes.
The Formatting toolbar is familiar if you use Word. It enables you to apply formats
that create the image you want to present. Color the name of your product. Make the dates
of a conference bold so recipients can see them at a glance. Highlight the important
numbers in a sales report. Make your point with a bulleted list. Your options are endless.

Applying formats is easy. Type the body of the e-mail message in the message
area. Select the text you want to format. Click the appropriate button on the Formatting
toolbar. The selected text immediately takes the new format.
You can include a Web site address in an e-mail message. When a recipient clicks
the Web address, it automatically starts the default Web browser and displays the Web site.
Including a Web site address in the message is helpful because the recipient does not need
to leave the message to open a Web browser and type the Web site address to access the
site. To include a Web site address in a message, just type it in the message. Outlook
automatically formats the address (or URL, an acronym for Uniform Resource Locator) as a
link to a Web page—for example,
Flagging Messages
Sometimes it’s necessary to remind yourself or notify recipients of the importance of
a message that you are sending. Perhaps you sent a message about an event with a
specific deadline or asked for input on a particular topic. You can flag the message to
remind yourself to follow up on an issue or you can flag an outgoing message with a
request for someone else to follow up with a reply.
When you create a new message, click the Flag For Follow Up button on the
Message toolbar in the message window. A dialog box is displayed that enables you to
identify the reason you flagged the message, such as requesting a reply, requesting follow-
up action, and stating that no response is necessary. You also can set the due date for the
follow-up action. When a recipient receives a message with a flag, the purpose of the flag is
displayed at the top of the message. If a date was set, that date appears as well.
The message appears in the recipient’s Inbox with either a red flag, indicating that
action still needs to be taken, or a gray flag, indicating that the request is complete.

In this exercise, you compose a message and send it to your class partner.
1 When you are in the Inbox folder, click the New Mail Message button on the
Standard toolbar.
A message window is displayed.
2 In the To box, type the e-mail address of your class partner or type your e-mail
address if you are working alone.
3 Press Tab twice.
The insertion point moves to the Subject box.
4 Type Picnic Reminder and press Enter.
The subject is entered and the insertion point moves to the message area.
5 Type Just a reminder that our 5th annual Fun in the Sun picnic is on Saturday,
June 6th.
Your message window contains all the necessary information.
6 On the Message toolbar in the message window, click the Send button.
The message is sent to the recipient.
Attaching a File to a Message
In today’s fast-paced workplaces, you need to be able to get information to several
people in a short amount of time. As an example, the sales manager at Adventure Works,
an outdoor vacation resort, likes to distribute Microsoft Excel sales forecast workbooks to
other managers at the resort. Rather than distributing printed copies or retyping the
contents of these documents into
an e-mail message, the sales manager can make the workbook file an attachment—an
external document included as part of a message—and send the message and the
attachment to all recipients at one time.

An attachment can be a file, a document stored on a disk, or another Outlook item.

A file can be any type of document, such as a Word document, an Excel spreadsheet, or a
picture. An item is an Outlook object, such as a contact, task, or note. You will learn how to
create and use these and other Outlook items later in this course.
The selected attachment appears in a new field, the Attach box, located below the Subject
box. The attachment is displayed as an icon, or graphic representation of the attached file.
The name and size of the file are also displayed. When you send the message, the
message recipient can double-click the icon to open and view the file or item.
To attach a file to a message, compose the message just as you normally would and
click the Insert File button on the Message toolbar in the message window. Navigate to the
folder that contains the file, click the file name, and click the Insert button. Repeat this
procedure to attach multiple files to a message.
To attach an Outlook item to a message, click the down arrow next to the Insert Item
button on the Message toolbar. Select Item to display the Insert Item dialog box. In the Look
In list, click the folder name for the type of Outlook item, such as a contact, that you want to
attach. In the Items list in the bottom pane, click the item that you want to attach and click
OK. The icon representing the attached Outlook item is displayed in the Attach box.

Setting Message Priority

You can also specify the priority for a message. When you mark a message as High priority,
the message header appears in the recipient’s Inbox with a red exclamation point,
indicating that you want the recipient to reply to or read the message as soon as possible.
When you mark a message as Low priority, a blue, downward-pointing arrow appears in the
message header, indicating that the recipient can reply to or read the message when
To mark a message as High or Low priority:
• On the Standard toolbar in the message window, click the Importance: High button
(indicated by a red exclamation point).
• On the Standard toolbar in the message window, click the Importance: Low button
(indicated by a blue down arrow).
In this exercise, you compose a message, attach a picture to the message, and send the
message and file attachment to the recipient.
1 On the Standard toolbar, click the New Mail Message button.
A message window is displayed.
2 In the To box, type the e-mail address of the recipient.
3 Press Tab twice and type Fun in the Sun Picnic Invitation in the Subject box.
4 Press Enter. In the message area, type Hope to see you at the picnic on June 6th
at 1:00 P.M. For directions to Cherry Creek Park, please see the attached map.
See you there!
5 On the Message toolbar in the message window, click the Insert File button.
The Insert File dialog box is displayed.
6 Click the Look In down arrow, navigate to the Unlimited Potential folder on your hard
disk, and then double-click on the folder.
7 Double-click the Internet-World Wide Web Practice folder.
8 Double-click on the Lesson05 folder.

7 Double-click the Map file to attach it to your e-mail message.

Outlook attaches the Map file to the e-mail message and the Insert File dialog box
closes. Your screen should look similar to the following.

8 On the Message toolbar in the message window, click the Send button.
The message is sent to the recipient.
Checking for E-Mail Messages
Just as Outlook sends e-mail every 10 minutes, Outlook automatically checks for
new mail every 10 minutes. Later in this course, you will learn how to change this setting to
a longer or shorter interval. You can manually check for messages at any time. Simply click
the Send/Receive button on the Standard toolbar. Any messages that are on the mail
server appear in your Inbox.

Interoffice mail—e-mail sent over a local area network (LAN) or to a Microsoft Exchange Server
post office—is usually sent almost instantaneously. However, when you send e-mail to someone
outside of your LAN or Exchange Server, you send the message over the Internet. Your Internet
service provider’s mail server places incoming messages in a mail queue. The mail queue is a list
of messages received by a mail server organized in the order in which the messages are received.
In turn, messages are sent to recipients in the order in which the server received them.
Sometimes, this means you have to wait a few minutes to receive an Internet mail message that
was sent to you.
In this exercise, you check for incoming e-mail messages.
1 If necessary, click the Outlook Shortcuts group bar on the Outlook bar and click the
Inbox shortcut.
The contents of the Inbox folder are displayed. Message headers are displayed in
the top pane of the message window for messages that you’ve already received.
2 On the Standard toolbar, click the Send/Receive button.
A progress bar indicating that Outlook is sending and receiving messages is
displayed briefly before new message headers appear in the top pane of the
message window. The messages were created and sent in previous exercises by
you or your class partner.
Reading Messages
By default, the Preview pane is displayed when you open the Inbox folder. The
Preview pane is located below the Inbox. To read the body of a message in the Preview
pane, click the message header in the Inbox. Messages that you have read are shown with
an open envelope icon to the left of the message header; unread messages appear with a
closed envelope icon. If the Preview pane is not displayed, double-click a message header
to open the message in a separate window.
The Preview feature has been improved in Outlook 2002. Select AutoPreview on the
View menu. Up to three lines of each message is displayed in the Inbox directly below the
message header. This enables you to scan for important messages and read a message
without opening it in a separate window. AutoPreview is useful if you receive dozens of e-
mail messages each day and want to scan through them quickly to determine which
messages to read first. You can quickly spot junk e-mail messages that have deceptive
The Preview pane displays the complete message header and provides a scrollbar
to view the entire message. You can also open an attachment in the Preview pane. In the
top-right corner of the Preview pane, click the paper clip icon, and click the attachment.
The AutoPreview and Preview pane menu commands are on/off toggles. That is, if
you click one of these commands while the feature is turned on, the feature is turned off. If
you click one of these commands while the feature is turned off, the feature is turned on.
Select AutoPreview or Preview pane on the View menu to toggle each feature.

In this exercise, you read the e-mail messages that your class partner sent to you.
1 Click the Fun in the Sun message header.
The message is displayed in the Preview pane.
2 Double-click the Fun in the Sun Picnic Invitation message header.
The message is displayed in a separate window. Notice the attachment icon in the
3 Double-click the Map attachment icon in the message window.
The map is displayed in a separate window by the application your computer uses
to view graphics.
4 In the top-right corner of the window that contains the map, click the Close button.
The application closes.
5 In the top-right corner of the message window, click the Close button.
The message closes.
Replying to and Forwarding Messages
If you receive an advertisement via postal mail, you might read it or discard it. If you
receive a letter from a friend sent via postal mail, you might respond by writing and sending
a reply to your friend.
E-mail is similar. Sometimes, you’ll read an e-mail message without replying to the
message. At other times, you’ll reply to e-mail messages sent by friends or coworkers. A
reply sends a copy of the original message and additional text that you type, if any. The
recipient sees the text RE: and the original subject in the message header. When you reply
to a message, your response is automatically addressed to the sender. If the original
message was sent to you and several other recipients, you can choose to reply to the
sender and all the other recipients.
After you receive an e-mail message, you might decide that the information
contained in the message will be useful to others. If so, you can forward the message to
other recipients. Forwarding a message lets you send a message to individuals who were
not originally on the recipient list. Simply click the Forward button on the Standard toolbar in
the Inbox folder, type the e-mail addresses of the additional recipients in the To box, and
click the Send button. You can also type additional information at the beginning of the
forwarded message before you send it.
In this exercise, you reply to the message that you receive and forward the message to
another individual.
1 In the Inbox, verify that the Fun in the Sun Picnic Invitation message header is
2 On the Standard toolbar, click the Reply button.
A reply window containing the original message is displayed. The insertion point is
already in the message area.
3 In the message area, type Yes, I will attend the picnic.
4 On the Standard toolbar in the message window, click the Send button.
The reply is sent to your class partner.
5 On the Standard toolbar, click the Send/Receive button.
A reply from your class partner arrives in the Inbox.
6 In the Inbox, click the Fun in the Sun Picnic Invitation message header again.
7 Click the Forward button on the toolbar.
A forward window opens with the original message displayed.
8 In the To box, type an e-mail address for a class member other than your class
9 On the Standard toolbar in the message window, click the Send button.
The message is forwarded to a class member.
10 On the Standard toolbar, click the Send/Receive button.
A forwarded message from a class member arrives in the Inbox.

You can also reply to or forward a message by clicking Reply or Forward on the Actions menu.

Printing Messages
It’s often convenient to print a copy of a message so you can read the message
when you’re not at your computer or you can give the printed message to somebody who
does not have access to e-mail. For example, Adventure Works employees found it useful
to print a copy of a message that provided directions to the company picnic so they could
follow the directions to get to the park.
You can also print message attachments if the application used to create the
attachment is installed on your computer. You can print an attachment by opening the
attachment and using the Print command of the program that opens the attachment. You
can also right-click the attachment icon in the message window and click Print on the
shortcut menu. The attachment is printed by the default printer for your computer.
Outlook includes several options for printing e-mail messages when you are in the
Inbox folder. Messages can be printed in Table style or Memo style. If you print using the
Table style, the document contains a list of messages in a table format that resembles the
Inbox; the message headers that are currently in your Inbox are listed under column
headings, such as From, Subject, and Received. If you print using the Memo style, the
document contains your name at the top of the page, information about the message (who
the message was from, when the message was sent, who the message was sent to, and
the subject of the message); the actual message is printed last.
Select Page Setup on the File menu to open the Page Setup dialog box. This
enables you to preview the page style, the size of the columns and rows (if you selected the
Table style), and the fonts in which the message will be printed. Click the Paper tab in the
Print Setup dialog box to change the paper type and select a page style. Paper options
include letter, legal, and A4. Page styles include the Day-Timer and Franklin Day Planner
In this exercise, you print an e-mail message in the Memo style and set up Outlook to
print an e-mail message and its attachment.
1 In the Inbox, click the Picnic Reminder message header.
The Picnic Reminder message header is selected.
2 On the Standard toolbar, click the Print button.
One copy of the e-mail message is printed.
3 Click the original Fun in the Sun Picnic Invitation message header.
4 On the File menu, click Print.
The Print dialog box is displayed. The options in the dialog box will be different if
you choose Table Style.
5 In the Print Options section of the dialog box, select the Print Attached Files With
Item(s) check box, and click OK.
Outlook prints the e-mail message in the Memo style and prints the attachment.

Finding Messages
If you send and receive a lot of messages on a regular basis, your Inbox and Sent
Items folder might contain dozens or even hundreds of messages. At some point, you might
need to track down a specific message sent to a recipient or a message received from a
particular e-mail address. For example, one of the new employees at Adventure Works said
he didn’t receive directions to the picnic. The sender opened the Sent Items folder and
searched for a key word or phrase (such as picnic directions) that she knew was contained
in the message. She forwarded the message to the employee who had not received the
In this exercise, you find the messages that contain the word directions.
1 On the Standard toolbar, click the Find button.
The Find Items In Inbox pane is displayed.
2 In the Look For box, type directions.
3 Select the location to be searched.
4 Click the Find Now button.
The results are displayed. The messages containing directions should be the only
messages listed.
5 Click the Close button in the Find Items pane.
The pane closes.

Recalling Messages
If you are connected to a network that uses Exchange Server, you can recall a
message and send an updated message. Use this feature to reissue information that might
have been sent incorrectly the first time or to retrieve messages sent to the wrong recipient.
For example, the recreation director at Adventure Works sent a message to the planning
team announcing an upcoming event and accidentally typed the wrong date for the event.
He recalled the message, made the correction to the date, and sent the corrected
To be recalled, a message must meet four criteria. The recipient must be logged on
to the network. The recipient must use Outlook. The message must be in the recipient’s
Inbox. The message must be unread.
To recall a message, take these steps:
1 Open the Sent Items folder.
2 Double-click the message to be recalled.
3 Click Recall This Message on the Actions menu.
4 Choose to delete the unread messages or delete the unread messages and send a
replacement message.
5 Click OK to recall the message.
Deleting Messages
After reading new messages, you can leave them in the Inbox. However, you will
find that over time your Inbox can become cluttered if you don’t organize or remove
messages regularly. You can choose to delete any outdated e-mail messages by clicking
the message header and then clicking the Delete button on the Standard toolbar or
pressing the Delete key.
When you delete messages, they are not permanently removed from Outlook.
Instead, they are placed in the Deleted Items folder until you decide to empty it. This
safeguard makes it possible to restore your messages if you accidentally delete them or
realize that you still need certain deleted messages.
In this exercise, you delete a message from the Inbox and empty the Deleted Items
1 In the Inbox, click the Picnic Reminder message header.
2 On the Standard toolbar, click the Delete button.
The message moves to the Deleted Items folder.
3 In the Folder List, click Deleted Items.
The Deleted Items folder opens, displaying the message that you deleted.
4 Click the message.
The message is selected.
5 Press Delete.
An alert box asks you to confirm the deletion.
6 Click Yes.
The items are removed from the Deleted Items folder and permanently deleted.
Saving Drafts
If you are interrupted while composing a message, you can save it in your Drafts folder.
You can complete and send the message later. You can create a draft of a message in two
• In the top-right corner of the message window, click the Close button. Outlook will
ask if you want to save the message. Click Yes to save the message without
sending it.
• On the Standard toolbar in the message window, click the Save button and click the
Close button in the top-right corner of the message window.