Point&Click

Small Business Solutions Training Series

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We Turn Beginners Into Pro’s

Microsoft WindowsUsing Windows


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STARTING THE COMPUTER

• Microsoft Windows is an Operating System (OS).

• An OS defines how you interact with the computer.

• It incorporates a Graphical User Interface (GUI).


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• The GUI includes rectangular areas on the screen called “windows” and graphical objects called icons.

• Icons are manipulated with a mouse.

• Office XP is a suite of programs that works with the Windows GUI.


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• The computer must “boot up” before you can use it.

• When you turn on the computer it will boot up. When the boot process is complete the Windows desktop appears on your screen.

• During the boot process diagnostic tests are performed and the OS is loaded.


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• Both the computer and monitor have lights indicating they are turned on.

• If the power-saving feature turns off the monitor, press a key on the keyboard or click the mouse.

• Sometimes a user ID or a password is needed to complete the boot process.


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This figure shows different components of the boot process

3. Enter your user ID and password, then press the Enter key.

The boot process is complete when the Windows desktop appears.

1. Turn on the monitor power switch.

2. Turn on the computer power switch.


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THE WINDOWS DESKTOP

• All tasks are performed through the Windows desktop.

• The desktop remains in the background until you shut down the computer.

• Controls on the desktop allow you to start a program, switch to another program, and to access information about the computer.


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THE WINDOWS DESKTOP

• Small graphics called icons represent programs, hardware, and documents.

• Double-click an icon to access the component it represents.

• A window is a rectangular area on the screen. Each program is displayed in its own window.


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THE WINDOWS DESKTOP

• The pointer is usually shaped like an arrow but may change shape depending on the task involved.

• At the bottom of the screen is a taskbar displaying buttons and icons that show the status of the computer system.

• The start button is the main control on the desktop. Use it to start programs, change settings, get help, and install software.


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THE WINDOWS DESKTOP

This figure shows items on the desktop

window

start button

taskbar

quick launch icons


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APPLICATION PROGRAMS

• The OS provides several ways to start an application program. The start button is the typically used to open a program.

• It is best to close a program once you are finished with it. This frees memory and helps the computer run more efficiently.


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• A new program installed on the computer will usually be added to the Programs menu during installation. Click the name to start the program.

• If the program is installed in a submenu, click or point to the to display other choices.

• Some programs are represented by an icon on the desktop.


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This figure shows application program information

1. Click the Start button to display the Start menu.

2. Click or point to Programs or All Programs.

3. Click the program you want to run.

4. The program will appear in a program window.

5. Click the Close button to close a program window.


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SIZING A WINDOW

• Each application program is contained in its own window. You may want to maximize the window so it fills the screen.

• You can resize windows to view more than one program at a time.

• You can minimize a window while you work on another program.


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SIZING A WINDOW

• When a window is minimized, the program is still running. Click the close button to close a program.

• You can right-click the program button on the taskbar to show a shortcut menu. You can then click close on this menu to close a program.

• The middle button in the top right corner is a Restore button.


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SIZING A WINDOW

• The restore button is either a maximize or a minimize button depending on the current state.

• Hold down the left mouse button over the window’s title bar and move the mouse to drag a window to a new location.

• You can also resize a window by placing the pointer at an edge and holding down the left button as you then drag the edge to the desired size.


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SIZING A WINDOW

This figure shows how to size windowsClick the Title Bar to drag the window

Click the Minimize button to shrink the program to a button on the taskbar.

Click the Maximize button to make the window fill the screen.

Drag any edge or corner to the desired size.


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SWITCHING BETWEEN PROGRAMS

• Each open window is represented by a button on the taskbar.

• An active window’s title bar is highlighted making it easy to discern the active program.

• If a window is open but hidden, click on the taskbar icon to make it active.


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• Click on any visible part of a hidden window to make it active.

• A ToolTip will appear if the pointer hovers over a taskbar icon. It will show the name of the program. In Office XP, a ScreenTip identifies the toolbar buttons.

• If the taskbar is set to disappear when not in use, pass the pointer off the bottom of the monitor display to show the taskbar.


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This figure shows how to switch between programs

Click the program button to switch from one program to another.

Click the Show Desktop icon to minimize all program windows and show the desktop.

Right-click a blank area of the taskbar, then select an option to arrange all open windows.


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WORKING WITH MENUS

• Most applications include a menu bar below the title bar.

• A menu bar provides commands for each program.

• You can browse through the menu items to find all the features of a program.


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WORKING WITH MENUS

• Use the keyboard for fast access to most menu commands.

• There are a number of ways to access menu items, for example:– Point to the menu and click the mouse button.

– Hold down the Alt key and press the underlined letter to display a menu.


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WORKING WITH MENUS

• Some menus are hierarchical and will display the symbol at the bottom. Click the arrows to display hidden menu items.

• A menu item will become hidden if it is not used frequently.


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WORKING WITH MENUS

This figure shows menu components

A menu item followed by an ellipsis displays a dialog box when clicked.

A menu item followed by a triangle displays a submenu when clicked.


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WORKING WITH TOOLBARS

• Most applications display one or more toolbars.

• Toolbars are located below the menu bar near the top of the program window.

• The buttons, also called tools, allow one-click access to commonly used options.


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• Most Microsoft Office applications use similar toolbars making it easier to learn to use toolbars.

• Click View, then toolbars to display available toolbars for each Office application. Clicking the checkbox ads or removes toolbars to display.

• Toolbars can be moved by dragging the toolbar border to a new location.


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• A toolbar dropped near the top, bottom, left, or right side of the window will attach itself to that edge of the window.

• Dropping a toolbar in the middle of the window will place the toolbar in a separate window.

• Change the arrangement of the Standard and Formatting toolbars by clicking Tools, then Customize.


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This figure shows toolbar components

A ScreenTip appears when the pointer hovers over a tool.

Click a toolbar button to perform the action it represents.


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USING WINDOWS CONTROLS

• Controls work the same way in most Windows programs making it easy to use most Windows programs.

• A dialog box usually contains an OK and a Cancel button.

• Clicking OK applies your selections and closes the dialog box.


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• Clicking the cancel button cancels your selections and closes the dialog box without making any changes.

• An option button is circular and usually appears in sets. Option buttons are mutually exclusive and you can only choose one from the set.


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• A check box allows more than one selection at a time. A check mark can be placed in all or none of the check boxes.

• A spin box allows you to click up and down arrows to increase or decrease a value.

• A number can be typed into the spin box.


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This figure shows control components

Click an option button to select it. Click a check box

to select it.

Click the up or down arrow to change the value in a spin box.

You can click this box and type a value.


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• Contents of a text box can be deleted by double-clicking the text to select the contents then pressing the Delete key.

• Click an option in a standard list to select it. Scroll the items in a list by clicking the up or down arrows.


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• Options in a pull-down list are displayed when you click the down arrow. Click any option to select it from the list.

• Some pull-down lists allow you to type directly into the box or select an item from the list.


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This figure shows text boxes and list functions

When you click a text box, the insertion point appears in it. Type directly into the box.

Press the Backspace key to delete the character to the left of the insertion point. Arrow keys move the insertion point right or left.

Click any option in a list to select it.

Options appear when you click the down arrow.

Click the up or down arrow to scroll through the list.

You can drag the scroll box up or down.


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OPENING A FILE

• Data is stored in files on disks and CDs in the computer system.

• Files are referred to in different ways. For example,– A Microsoft Word file is called a document, while a

PowerPoint file is called a presentation.


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OPENING A FILE

• Files need to be opened before they can be used.

• Files usually can be opened the same way in Office XP.

• A unique device letter is assigned to each storage device on the computer.


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OPENING A FILE

• Most computers include:– a floppy disk drive called A, or the A drive

– a hard disk drive called C, or the C drive

– and a CD-ROM drive called D, or the D drive.

• Folders, also called subdirectories, allow you to group and organize files.


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OPENING A FILE

This figure shows the Open dialog box1. Click the Open button to open an existing file.

2. Click the down arrow to select a storage device.

3. Click the Up One Level button to move back one level.

4. Double-click a folder to see the files and folders it contains. 5. Click the name of the

file you want to open.

6. Click the Open button to open the selected file.


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SAVING FILES

• Files must be saved to a specific drive in order to be used again.

• The drive letter, folder, and file name must be specified when saving a file.

• File names cannot be duplicated in a particular folder.


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SAVING FILES

• However, files named the same can be saved in different folders.

• File names can consist of letters, spaces, numbers, and some punctuation symbols.

• File names cannot be longer than 255 characters.


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SAVING FILES

• A file extension is a set of up to three characters that indicates the type of file.

• The file extension is separated from the file name by a (.) period. Windows will automatically add the appropriate extension.

• The Save button works differently depending on whether the file was previously saved.


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SAVING FILES

• The file will be saved using the original name on the drive and folder where it was previously saved.

• If the file has not been saved, clicking the Save button will open the Save As dialog box.

• Select the drive and folder where you want the file saved, name the file, and click the Save button.


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SAVING FILES

• You can change the file name and location by clicking File, Save As, entering a new name, and selecting the drive and folder.

• The modified version will be saved under the new name, leaving the original intact.


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SAVING FILES

This figure shows the Save As dialog box1. Click the Save button to save the current file.

2. The Save As dialog box will open if the file has not been saved before.

3. Click the down arrow to select a storage device.

4. Double-click a folder to open it.

5. Type the name of the file.

6. Click the Save button.


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TURNING OFF THE COMPUTER

• Turn off the computer by using the Shut Down or the Turn Off Computer command.

• If the shut down message appears it means you must turn off the computer by using the power switch.


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• Sometimes you won’t be able to issue the regular Shut Down command.

• If the computer “freezes up” and doesn’t respond to inputs, hold down the Ctrl, Alt, and Del keys at the same time.

• Follow the directions in any dialog box that appears.


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This figure shows the Shut Down dialog box

1. Click Start, then Shut Down or Turn Off Computer to display the dialog box to shut down the computer.

2. Click Shut Down, then OK, or click the Turn Off option.

3. When you see the OK to turn off your computer message, turn the computer and monitor off.

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