GO!

All in One Computer Concepts

and Applications
Fourth Edition

Chapter 10
Microsoft Office Features
and Windows 10 File
Management

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Learning Objectives (1 of 2)

• Explore Microsoft Office

• Create a Folder for File Storage
• Download and Extract Zipped Files, Enter and Edit
Text in an Office Application, and Use Editor to
Check Documents
• Perform Office Commands and Apply Office
Formatting
• Finalize an Office Document
• Use the Office Help Features

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Learning Objectives (2 of 2)

• Explore Windows 10
• Prepare to Work with Folders and Files
• Use File Explorer to Extract Zipped Files and to
Display Locations, Folders, and Files
• Start Programs and Open Data Files
• Create, Rename, and Copy Files and Folders

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Explore Microsoft Office (1 of 4)

Figure 10.2

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Explore Microsoft Office (2 of 4)
Screen Element Description
AutoSave Saves your document every few seconds so you don’t have to.
Comments Displays a short menu from which you can add a comment to your
document or view other comments already in the document.
File tab Displays Microsoft Office Backstage view, which is a centralized space for
all your file management tasks such as opening, saving, printing,
publishing, or sharing a file—all the things you can do with a file.
Group names Indicate the name of the groups of related commands on the displayed
ribbon tab.
Quick Access Displays buttons to perform frequently used commands and resources with
Toolbar a single click. The default commands include Save, Undo, and Redo.
Ribbon Displays a group of task-oriented tabs that contain the commands, styles,
and resources you need to work in Microsoft Office desktop apps.
Ribbon Display Displays three ways you can display the ribbon: Auto-hide Ribbon, Show
Options Tabs, or Show Tabs and Commands.

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Explore Microsoft Office (3 of 4)
Screen Element Description
Ribbon tabs Display the names of the task-oriented tabs relevant to the open
document.
Share Opens the Share dialog box from which you can save your file to the cloud
and then share it with others so you can collaborate. Here you can also
email the Office file or a PDF of the file directly from Outlook if you are
using Outlook to view and send email.
Signed-in user Identifies the user who is signed in to Office.
Status bar Displays file information on the left; on the right displays buttons for Read
Mode, Print Layout, and Web Layout views; on the far right edge, displays
Zoom controls.
Tell me what you Provides a search feature for Microsoft Office commands that you activate
want to do by typing what you are looking for. As you type, every keystroke refines the
results so that you can click the command as soon as it displays.
Title bar Displays the name of the file and the name of the program; the window
control buttons are grouped on the right side of the title bar.
Windows control Displays buttons for commands to Minimize, Restore Down, or Close the
buttons window.

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Explore Microsoft Office (4 of 4)

Figure 10.3

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Create a Folder for File Storage (1 of 5)
• Location—disk drive, folder, or other place in which you
can store files and folders
• File—information stored on a computer under a single
name
• Folder—container in which you store files
• OneDrive—Microsoft’s free cloud storage
• Cloud computing—applications and services accessed
over the internet

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Create a Folder for File Storage (2 of 5)
• AutoSave—OneDrive feature that saves documents
every few seconds.
• Real-time co-authoring—people working on the same file
• Office 365—version of Microsoft
• Synchronization (syncing)—process of updating
computer files that are in two or more locations

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Create a Folder for File Storage (3 of 5)

Figure 10.5

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

 Create a Folder for File Storage (4 of 5)

Figure 10.6

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Create a Folder for File Storage (5 of 5)

Figure 10.7

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Download and Extract Zipped Files, Enter and
Edit Text in an Office Application, and Use
Editor to Check Documents (1 of 5)
• Download—transferring or copying a file from another
location
• Compressed files—files that have been reduced in size
• Extract—decompress or pull out files from a compressed
form
• Zip and unzip—process of compressing (zipping) and
extracting (unzipping)
• Compressed Folder Tools—ribbon tools that extract
compressed files

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Download and Extract Zipped Files, Enter and
Edit Text in an Office Application, and Use
Editor to Check Documents (2 of 5)
• Insertion point—blinking vertical line indicating where text
or graphics will be inserted
• Mouse pointer—symbol that displays on your screen in
response to moving a mouse device
• Formatting marks—screen characters do not print
– Paragraph symbol (¶)—indicates the end of a
paragraph
• Keyboard shortcut—key or combination of keys that
performs a task required by a mouse

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Download and Extract Zipped Files, Enter and
Edit Text in an Office Application, and Use
Editor to Check Documents (3 of 5)

Figure 10.9

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Download and Extract Zipped Files, Enter and
Edit Text in an Office Application, and Use
Editor to Check Documents (4 of 5)

Figure 10.10

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Download and Extract Zipped Files, Enter and
Edit Text in an Office Application, and Use
Editor to Check Documents (5 of 5)

Figure 10.11

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Perform Office Commands and Apply
Office Formatting (1 of 11)

Figure 10.12

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Perform Office Commands and Apply
Office Formatting (2 of 11)

Figure 10.13

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Perform Office Commands and Apply
Office Formatting (3 of 11)

Figure 10.15

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Perform Office Commands and Apply
Office Formatting (4 of 11)

Figure 10.16

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Perform Office Commands and Apply
Office Formatting (5 of 11)

Figure 10.17

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Perform Office Commands and Apply
Office Formatting (6 of 11)

Figure 10.21

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Perform Office Commands and Apply
Office Formatting (7 of 11)

Figure 10.23

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Perform Office Commands and Apply
Office Formatting (8 of 11)

Figure 10.24

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Perform Office Commands and Apply
Office Formatting (9 of 11)

Figure 10.27

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Perform Office Commands and Apply
Office Formatting (10 of 11)

Figure 10.34

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Perform Office Commands and Apply
Office Formatting (11 of 11)

Figure 10.38

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Finalize an Office Document (1 of 2)
Finalizing a document:
• Footer—area displays at the bottom of each page
• Document Properties—details about a file that describe or
identify it
• Inspect Document—searches for hidden data or personal
information
• Check Accessibility—checks for content that is difficult to
read by people with disabilities
• Check Compatibility—checks document features not
supported by earlier Office versions

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Finalize an Office Document (2 of 2)

Figure 10.39

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Use the Office Help Features (1 of 2)

Figure 10.40

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Use the Office Help Features (2 of 2)

Figure 10.41

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Explore Windows 10 (1 of 6)
• Program—set of instructions that a computer uses to
accomplish a task
• Application—computer program to perform a specific task
• Operating system—computer program that manages
other programs
• Operating system manages:
– Computer’s hardware
– Application software
– Generated data

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Explore Windows 10 (2 of 6)
Graphical User Interface incorporates:
• Pointer—screen symbol that responds to moving a mouse
• Insertion point—blinking vertical line indicating where text
will be inserted
• Pointing device—mouse or touchpad to control the pointer
• Icons—small images representing commands, files,
applications, or other windows
• Desktop—simulation of a real desk that represents your
work area

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Explore Windows 10 (3 of 6)

Figure 10.45

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Explore Windows 10 (4 of 6)

Figure 10.49

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Explore Windows 10 (5 of 6)
Part Description
Action Center Displays the Action Center in a vertical pane on the right of
your screen where you can see app notifications.
Desktop Serves as a surface for your work, like the top of an actual
desk. Here you can arrange icons that represent a file, folder,
program, or other object.
Desktop background Displays the colors and graphics of your desktop. It is also
referred to as wallpaper.
File Explorer Launches the File Explorer program, which displays the
contents of folders and files on your computer and on
connected locations.
Microsoft Edge browser Launches Microsoft Edge, the web browser program that is
included with Windows 10.
Network notification icon Displays the status of your network.

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Explore Windows 10 (6 of 6)
Part Description
Notification area or Displays notification icons and the system clock and
system tray calendar.
Recycle Bin Contains files and folders that you delete.
Search box After Cortana is set up, this will indicate Ask me
anything.
Show hidden icons Displays additional icons related to your notifications.
Speakers icon Displays the status of your computers speakers.
Start button Displays the Start menu.
Task View Displays your desktop background with a small image
of all open programs and apps.
Taskbar Contains buttons to launch programs and buttons for
all open programs.

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Prepare to Work with Folders and Files
(1 of 5)

Figure 10.54

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Prepare to Work with Folders and Files
(2 of 5)

Part Description
Address bar Displays your current location in the folder structure as a
series of links separated by arrows.
Back and Forward Provides the ability to navigate to other folders you have
buttons already opened without closing the current folder window.
Close button Closes the window.
File list Displays the contents of the current folder or location.
Frequent folders area When Quick access is selected in the navigation pane,
displays the folders you use frequently.
Help button Opens a Bing search for Windows 10 help.
Maximize button Increases the size of a window to fill the entire screen.
Minimize button Removes the window from the screen without closing it.

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Prepare to Work with Folders and Files
(3 of 5)

Part Description
Minimize the Ribbon Collapses the ribbon so that only the tab names display.
button
Navigation pane Displays—for the purpose of navigating to locations—the
Quick access area, your OneDrive if you have one and are
signed in, locations on the PC at which you are working, any
connected storage devices, and network locations to which
you might be connected.
OneDrive Provides navigation to your free file storage and file sharing
service provided by Microsoft.
Quick access area Displays commonly accessed locations—such as Documents
and Desktop—that you want to access quickly.
Quick Access Toolbar Displays commonly used commands, which you can
customize.

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Prepare to Work with Folders and Files
(4 of 5)

Part Description
Recent Locations button Displays the path to locations you have visited recently so
that you can go back to a previously working directory
quickly.
Ribbon for File Explorer Groups common tasks on related tabs at the top of the
commands window; for example, copying and moving, creating new
folders, emailing and zipping items, and changing views.
Search box Locates files stored within the current folder when you type a
search term.
This PC Provides navigation to your internal storage and attached
storage devices including optical media such as a DVD drive.
Up button Opens the location where the folder you are viewing is saved
—also referred to as the parent folder.

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

 Prepare to Work with Folders and Files
(5 of 5)

Figure 10.55

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

 Use File Explorer to Extract Zipped Files and to
Display Locations, Folders, and Files (1 of 2)

Figure 10.72

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Use File Explorer to Extract Zipped Files and to
Display Locations, Folders, and Files (2 of 2)

Figure 10.74

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Start Programs and Open Data Files
(1 of 6)

Figure 10.77

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Start Programs and Open Data Files
(2 of 6)

Figure 10.78

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Start Programs and Open Data Files
(3 of 6)

Dialog Box Element Function

Address bar Displays the path in the folder structure.
File list Displays the list of files and folders that are available in the
folder indicated in the address bar.
File name box Enables you to type the name of a specific file to locate it.
File type arrow Enables you to restrict the type of files displayed in the file list.
Navigation pane Navigate to files and folders and get access to Quick access,
OneDrive, and This PC.
Search box Search for files in the current folder. Filters the file list based on
text that you type; the search is based on text in the file name;
and on other properties that you can specify. The search takes
place in the current folder, as displayed in the address bar, and
in any subfolders within that folder.
Toolbar Displays relevant tasks; for example, creating a new folder.

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Start Programs and Open Data Files
(4 of 6)

Figure 10.82

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Start Programs and Open Data Files
(5 of 6)

Figure 10.83

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Start Programs and Open Data Files
(6 of 6)

Figure 10.84

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Create, Rename, and Copy Files and
Folders (1 of 3)

Figure 10.86

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Create, Rename, and Copy Files and
Folders (2 of 3)

Figure 10.87

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Create, Rename, and Copy Files and
Folders (3 of 3)

Figure 10.89

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Summary (1 of 2)

• Many Office features and commands are the same in

all Office desktop apps
• A folder is created for file storage
• Download compressed files, enter and edit text, and
use Editor
• Perform Office commands and apply Office
formatting
• Finalize a document with footer and Document
Properties

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Summary (2 of 2)

• Use Office Help features

• Windows 10 is optimized for touchscreens and with
the mouse and keyboard
• The Windows 10 Start menu is your one-screen view
of information called your dashboard
• Microsoft Store icon on taskbar where select and
download apps
• File Explorer is used to navigate your Windows 10
structure

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Questions?

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved

Copyright

Copyright © 2020, 2017, 2014 Pearson All Rights Reserved