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Microsoft Office - The Basics

So what brought me to where I'm at right now with all of you here is that, like they said, I have been a computer geek since I was a kid, and when I got the idea for my wandering star jewelry, it was the of having all the computer skills that I had is what allowed my jewelry business to thrive? I couldn't have grown it if I didn't have the ability to use word and use, excel and use power point, and so knowing the computers help my jewelry and then having my jewelry help me learn more about the computer programs and so it's been absolutely wonderful tio watch it grow over the last eighteen years, so this course all three days are designed around the different skills that you need in order to run a creative business using all of the tools. And so we're going to start off this morning, actually starting with desktop publishing and word, which is not how people usually is microsoft word, and so we're going to look a start with graphics, and then we're going to look at one note, and this is...

actually really exciting because one that just came out two weeks ago and it's a system for organizing all of your information and storing all of the little details about all the little snippets that you want to store and to to do lists, and I'm going to show you the ins and outs of using this brand brand new program, then we're going to spend some time on outlook and outlook is une email program it's a contact manager? It also organizes to do listen tasks lists so you can use it as your go to place to kind of organize all of your projects, then we're going to start with excel, and we're going to do some basic excel toe learn how to make a budget and analyze your data, and then later, in a later segment, we're going to get into pivot tables and spark lines and different ways of analyzing your sales. For example, we're also going to start from the very beginning with word and go into basic word all the way up through some advanced techniques, including working with long documents, using style sheets, tables and including mel merge, plus tips and tricks. I'm a big fan of efficiency. I don't like doing things more than once, and so anything that saves me time and saves me effort in the long run those of my favorite things to do on my computer, and so I'll show you some tips and tricks for word. Then we're going to get into power point we're going to build a power point presentation including animations and then I'm going to show you how to save it as a movie so that you can publish it up to you to and then last but certainly not least just in the last few days microsoft office for ipad came out and so for anybody who has an ipad, you can now use microsoft office isn't that yeah this's being such a frustration it really has they really found a pain point in the market and there's a lot of people who are really excited about that and what's exciting for me is that because it's so brand new nobody has presented it to the public yet so this is actually a at first anywhere yeah said we have an exclusive scoop on microsoft office for ipad and so those are the topics that will be talking about over the next few days and so let's get started now, alicia, is there any particular version ofthe were office that you're going to be using that? Will there be any differences if any protect perhaps of our audience they're using any older versions etcetera? Maybe we should just make it clear to which one you're using people follow along yeah, absolutely I'm going to be using microsoft office twenty eleven for mac, which is the latest version although it's several years old now there's a rumor that a new version is coming out shortly but nobody knows when if somebody is using microsoft office for mac two thousand eight um most of the techniques will be there but there will be some things that I'm going to do that just aren't in the software if you're using office on a pc you can also take this course the locations of some of the commands they're going to be in slightly different locations so for example you said that you're both pc users and when you get back to your pc you will still you'll have learned a whole lot of new techniques but instead of being on this ribbon here it might be on that ribbon there they are very similar it has to be said is just some of the key strokes a little bit different exactly exactly great we're excited so the first thing I'm going to do before we dive completely into microsoft word is doing kind of an overall of all the different programs and what they're used for and I'm going to go down to my dock and there's a big blue w down here at the bottom that um before microsoft word I also want to show you a trick if you ever want to open a program on your computer that's not down on the dock at the bottom if you go up to the magnifying glass in the upper right hand corner you can use this tow launch programs so I can click up here, and if I simply type inward even by the time I get to the w o it's found the program that I'm looking for, and so this is a quick launch bar that you can use to launch any program on your computer without having to go to the dock or having to go into the finder and inter applications, so I'm going to open up microsoft word now, one of the things that's wonderful about the microsoft office suite I'm going toe right? For now, I'm just going to cancel this window that pops up is that once you learn one program, all of the other programs become familiar, they all have the same kind of structure to them, so the first thing that I want to do is go over kind of how the whole office suite looks and where all the functions are and give you a little bit of terminology that will be using through the course. So up at the very top, across the top here we have the menus and the reason why they're called many uses this kind of like, go into a chinese restaurant where you have your soups in their salads and your beef dishes and your chicken dishes, all of the commands are on the related lists, so when I want to edit I want to go to edit that's where I'll find cut, copy and paste that's where I'll find undo and redo now just is a question for you. How come I can't undo anything? How come my undue is great out right now? I haven't done anything yet exactly so the menus will turn black and gray as you can use the different features so that you're not repeatedly clicking on something going. This is working, this isn't working, so you'll see on the insert menu all the things you can answer on the format menu, all the things that you conform at now, the menus in excel and powerpoint are the same through file, edit and view, but then the menus change within specific to that program. The next part of the interface is the toolbar, and so these air the buttons across here, and these are the commands that you use most often. So the first button is always making a new something there's the template gallery, which will take a look at opening a file, saving a file, printing a file cut in copping, pacing, undoing, redo. So those buttons are going to be exactly the same, whether we're in word, excel or power point, and then they get customized, according to the program after that. The next feature are what we call tabs and ribbons so you see here where it says home I have a whole lot of buttons across here that are all the different commands inward and when you hold your cursor and stop on anyone it will put up a little tool tip saying what it is you know at first you're not going to show what the buttons are but if you stop and wait pause over each button then you'll see what that command to actually is for now the ribbons kind of came as a big shock when microsoft office two thousand seven and two thousand eight came out which is when they were introduced and the reason why word and or microsoft went from menu based tio ribbon based was because when they pulled people and said, well, what features would you like us to put out in the next version of word? Eighty percent of the features were already in the program they were just buried so far deep in the menus that people didn't even know that they were there so they pulled to the most commonly used items out and put them in these ribbons so the home ribbon has your most common of features so you have working with fonts working with paragraph styles style gallery insert now I do want to point out if you are using office for a pc the ribbons are are very differently laid out all the commands are still there but in different places now want to click right here where it says layout then it has all the tools for page layout and want to click on document elements there's cover pages and table of contents and headers and footers and so we're going to cover a lot of these different features throughout the course tables, charts, et cetera and so when we open a big sell you'll see a similar layout and the same with power point now during the course during this session let me shots to show you what we're going to make so I'm going to go up to the file menu and I'm going to come down because I have opened this recently I'm going to go toe open recent for those of you using your files at home you can use open and we'll go to our files and we're going to be working for this unit in the desktop publishing inward folder and we're going to say I'm going to pull up postcard final and this is what we're going to recreate during this lesson so we're going to learn how to take that blank white document and turn it purple and drop all these all these elements into it and format I'm going to minimize that so I can pull it up later I'm going to click this little yellow button in the upper left hand corner to tuck it into my dock now, before I start making that, I want to give you an introduction, tio graphic design in word, and so I'm going to go up to the file menu and then down to new from template, and when I click on that, it brings up the word document gallery, and this is what we saw open when we first opened upward in the very, very beginning. And the first thing that I'd like to point out is that there's two different sections to all of the templates there's, the print layout, view and that's the classic kind of word that you're used to, where you start typing and it goes across and then down and down and down the page, and so you'll see things like resumes in there or proposals, different kinds of reports publishing layout gets us into graphics, and this is a part of word that people know is there but it's so incredibly useful, and they don't take the time to get to know it. So it's, where we're actually going to start today. So what I want you to do is click on flyers over here on the left hand column, and it has several different kinds of flyers, and I want you to click just one click on photo flyer and that this is the template that we're going to use. But when you use templates, you kind of run into the danger of overusing templates, like if everybody in the world use thes same templates than people would just look at them, go out, they made that inward, and so you have the ability to customize it as well. So if you look right below on the right column down here, it says colors and select a color scheme, so when I click on that, it has all of these different color sets, and if I just randomly click on a couple of them, you can see the demo change colors so you will have the one of things that I recommend is spending some time later on exploring all of these different colors and find out which color said his closest to your company colors so that you can use it in all of your documents. There is also the ability to create your own color set, but we're going to go down tio infusion, so find infusion on your list and go ahead and click on that and it turns it purple, and I'm going to be working with infusion throughout this course, because purple is one of wandering stars colors and then below that you also have the option of choosing different fonts sets. And so if you look really carefully there's a little gray name and then the names of the fonts and so like the one that I'm looking at right here isn't really book antiqua it's really apothecary and so scroll down again until you find infusion and you can see on infusion the mistral and kanda are the funds and so I'll click on that so already right out of the gate we've customized our funds and our colors to match the company and then once you have those two things could choose and we have our first template now I would like this template tio be a little smaller so they can see the whole thing on this screen and if I go down to the bottom right hand corner there's a zoom slider and so aiken drag that the left until it's a little smaller and everything fits in that window I can also go up to the zoom right here and choose it off of the list so either way we'll make it small enough that I can work in it a little easier now when you're working and desktop publishing like I said it's a little different from just making a word document and so one of the big distinctions is that its object oriented so instead of just being text now we have objects as well and what I mean by that is when I click in different parts of the document I can see that there's the's squares that have these handles and what those are our text boxes an object boxes that I can manipulate as a whole square I can pick up the parts and move them around I'm going to undo the last two things that I did undo is my second favorite command after safe and soto undo the two moves that I made that I don't really want I'm coming up here to this yellow arrow and I'm gonna undo that one and undo it again and everything's back to where I wass now when I'm working with the object there's a couple different states of the object one click select the whole entire object itself if I double click then it goes into the text and notice here that the forum ipsum disappeared that was placeholder text to show you where to put the text so when a double click it disappeared because it wasn't really there and so I can type whatever I want in this box now when you are working with text that you've put in the box if I click on the box and then click on the box again it's elects the whole entire box and any change that I make to you the box will do it to the whole entire contents of the box so in this case I went appear to this a and I made the size a little bit bigger if you want to change the content again you have to click again inside the box until you see your flashing cursor can everybody see that little dotted line blinking there that's telling me that it's ready for me to start adding to the text or changing what's there in this case it got cut off and so if I hold my cursor over the bottom edge you can see that I now have that little double headed arrow and if I click on that I can drag it down and resize the name of the of the size of the box and here I have a typo notice that word has underlined it in red you can right click on that and to right click on a mac if you don't have a mouse that has two buttons if you have a track pad a two finger click will act as a right click and pop up that little context sensitive menu also yeah okay thank you know here's one that you're going to like even better let's say you don't have a track pad if you hold down your control key on your people and then click on it it pops up that same menu so control and click anywhere on your mac not just in word we'll bring up your secondary click or you're right click okay I'm perches in the course now because that was just that was a way for you thank you. You're welcome those of those little efficiency temps that I love so much, and so, um, actually, because of in graphic design, the spell checker isn't on this one. Um, so I'm going to go ahead and double click on if I double click on the word astrology, it highlights the whole word, and I can read type it, or I could just go in and backspace over it and edit it. Another thing to know about these boxes is that if you triple, click on the text, it highlights all of the text in the box and again, that's not true, just in word that's true across you know you can use that in safari, you can use that in a text box, you can use it in an excel cell. A triple click will always highlight all of the content of the object that you're in some counties question for the champ from mr give. Obviously, we've talked about we need microsoft office two thousand eleven other any other tools or options that you're recommending that anyone would need what they got two thousand eleven, everything you're going to be covering is coming in that if you have outlook, is on ly in either the pro version, if you've if its stand alone or if you have office three sixty five it comes without look so mr give we just wanna make sure he's got everything we're going to need for this particular course. Yeah, so word is going to be in all of them out look, some people might not have thank you, okay? And the next thing that I want to show here is how to replace the picture in a template, so I'm going to do that same either control click or two fender trackpad click and it says change picture so I will click on change picture and it opens up my finder and I'm going to click toe where I have the picture saved. So for me, it's in documents and in my finished files and I'm going to go back to the desktop publishing and word folder, and I have a picture here that says polic a and I'll double click on it and now it's replaced the picture with this picture instead, so when you're working off of a template that gives you just enough to be dangerous, he would work your way through the template triple clicking on each of these boxes and adding the text to what you would want it to see, say, and then that gives you a quick and dirty way of making a fire or a poster or a report